Martinique Condo Home Owners Association

Minutes from February 21, 2004 Board Meeting

Apr 13, 2004

Minutes from February 21, 2004
Martinique Board of Directors Meeting


Board President Kevin Lindahl called the meeting to order at 12:30 p.m.

Board Members present were: Kevin Lindahl, Alan Byrne, Lloyd Graham, Eddie Knudsen, Kathy Gautsch

The minutes of the December 2 Board of Directors meeting were approved as submitted.

Reports of Officers

Financial Report
Lloyd Graham reported that the 4th Quarter report would be available from TJW next week. However, we are operating within our budget.

Lloyd reviewed the balances of various funds that could be used to help with the extra cost of the walkways. (This topic will be covered under the walkway report later in these minutes.) Available funds total $21,034.39 and include:
?· Balance of special assessment from elevator stainless steel skins $ 1,134.39
?· Working capital balance (not including insurance repayment to
?· Working capital) $10,000.00
?· Painting reserve $ 6,800.00
?· Pavement reserve $ 3,100.00

Walkway Project
Alan Byrne reviewed the ?“working schedule?” for owners exiting units and the steps that make up 11 days. Two floors will be worked on at a time because of drying time needed between coats and processes. Using the 7th and 6th floors as an example, the process will be as follows:
1. Monday, March 8 ?– primary coat and base
2. Tuesday, March 9 ?– top coat
3. Wednesday, March 10 ?– taping tile design
4. Thursday, March 11 -- taping continues
5. Friday, March 12 ?– seed coat
(Sat. and Sun. off)
6. Monday, March 15 ?– clear coat
7. Tuesday, March 16 ?– curing
8. Wednesday, March 17 ?– curing continues
9. Thursday, March 18 ?– weather contingency
10. Friday, March 19 ?– weather contingency

Two weather contingency days were built into the schedule since fog, cold, excess humidity, etc. could delay the process.

Board members who are not out of the building can be contacted for progress and approval dates for entry back into units. Reminder: unit owners must receive approval prior to entry into their units. Any damage caused by unauthorized entries will be at the total expense of the unit owner.

Alan updated us on the increased costs that will be incurred with this project. Once the old finish was removed, other issues occurred:
?· The concrete on the 2nd floor from south of the fitness room to the elevator was in horrible condition and was not up to the proper strength needed to coat. It will require repair work as well as a different type of profiling. Engineer said this could be from pouring on a rainy day or having cement in the truck too long.
?· Three additional floors (3rd, 6th and 7th) now require drains near the elevator because of pooling that occurred after the old surface was removed.
?· There are approximately 40 ?“patches?” on each floor; the industry standard is 4 so we will incur extra costs for this as well.
?· Also, since we were forced to change contractors we picked up additional costs. A change in contractors, after the assessment was made, resulted in increased costs. The initial contractor decided to ?“pass?” on our building after he bid and was selected.

Cost recap to date:
?· New contractor?’s bid was $61,900 (original contractor?’s bid was $54,000.)
?· Additional cost to repair second floor is $6,800.
?· Extra drains for 7th, 6th and 3rd floors will cost $5,500.
?· The 40 ?“patches?” per floor are estimated to be $3,240.
?· Engineering and Attorney fees to date were $5,154.50.
?· Additional engineering fees ($750 per week for 8 more weeks) could reach $6,000.
?· Total estimated additional costs could run from $18,000 ?– $27,000 or a total cost of up to $88,595.

A price on refinishing balconies, at owner?’s expense, will be coming soon.

Windows
Eddie Knudsen advised that our attorney spoke with Allen Green?’s attorney regarding the current suit that Bell-view, New South and Allen Green Construction are involved in regarding replacement of our windows. They are nowhere near a settlement at this time. Since we have 5 years to be ?“on record?” as having an issue, the Board will pursue options to protect our interests.

Cleaning and Maintenance
Kathy Gautsch advised of issues with our cleaning/maintenance person. The recommendation is to change to Quality Cleaning & Janitorial Services. They will provide a part-time person to clean and a part-time person to handle maintenance.

We have reviewed our cleaning/maintenance schedule with them and they feel the work can be done in 24 hours each week ?– 15 for cleaning/janitorial and 8 for maintenance. They would not take care of the pool. Hours can be increased or decreased as our needs dictate.

Our full-time person through TJW cost $27,000 per year and Quality Cleaning cost will be $13,800 per year. Together with the cost of pool maintenance, at $3,300 per year, the total cost will be $17,100 or a savings of $9,900.

A motion was passed to hire Quality Cleaning and Janitorial.

Pool Care
Kevin talked with a few pool companies and recommends that we hire Blue Water at a cost of $3,300 per year including chemicals. We would also get a 10% discount on chemicals.

A motion was passed to hire Blue Water.

Pool Heater
Alan Byrne expressed concern over the cost of heating the pool all year. From Nov. to Mar. our electric bill goes up approximately $200. Several suggestions were voiced: 1. shut the heater off from Nov. ?– Mar. 2. Lower the temperature to 72 from 82. 3. Look into getting a thermostat. 4. Shut one of the two units down during cold snaps and that will keep the temperature moderate. Since we?’re past the coldest times of the year, we need to bear this in mind for next winter. Bob Rowean will look into costs associated with replacing the electric heating with gas.

Cabinets
Kevin reports that a letter was delivered to Allen Green on December 22, 2003 with the updated list of units still experiencing delaminating issues. They mailed the list to the manufacturer in December and haven?’t heard anything from them to date. Allen Green will follow up with the manufacturer this week and let us know the status.

Committee Reports

Maintenance & Grounds
Tony Gautsch reports that several pieces of Plexiglas around the pool area are cracked or broken. He will research options for reattaching those pieces and will also look into putting silicone into the railing holes.

The propane tank is rusty. Tony called the company and found out that we can receive a credit if we paint the tank. We can have our new maintenance person take care of this after we purchase the paint.

Connie Graham reports that we should be receiving a proposal for landscaping sometime next week. The poinsettias in front of the building need to be replaced and the poinsettias will be donated to a nursery. Apparently the grass is brown from over-watering and we will look into our irrigation system and timer, etc.


Entertainment
Connie Graham discussed the next event, which will be a Mardi Gras Party on Tuesday, February 24 and will put a sign up sheet in the garage.

Unfinished Business

Cabinet in Garage
Kevin mentioned that it was time to clean out the cabinet in the garage and requested that anyone with anything personal in there removes it now. Marvin will put a sign up sheet in the garage and asks that anyone available to help, please sign up.

Lobby Improvement
The lobby improvement committee identifies the blue elevator doors as the biggest problem with the lobby appearance. They therefore recommend having Otis paint the blue doors in the lobby a neutral color. Otis does this often and has an extensive color chart to choose from. Decorator Cheryl Waller was contacted for her recommendation on color. The cost will be $740. Since the walkway project is impacting our financial situation at this time, it was recommended that we wait until later in the year to complete this project.

New Business

?· The south elevator door on the 6th floor has had a long history of scraping and getting stuck. The door often doesn?’t close and therefore needs to be replaced. The door will be no charge; the stainless plating will cost $200.
?· Unit 304 was recently sold without the Request for Approval being submitted to the board, which is in violation of our bylaws. The board will pursue action to take to ensure this doesn?’t happen again.


A motion to adjourn the meeting was passed at 2:30 p.m.

Respectfully submitted by Kathy Gautsch