Vizcaya

Board of Directors Meeting Minutes

June 23, 2009

Vizcaya Recreation Hall

Call to order:

Dr. Ralph Calatchi: called the Board of Directors Meeting to order at 4:10 P.M. in the Recreation Hall of Vizcaya.  The notice was duly posted.  The Property Manager, Mr. Tom Wilson was asked to take the roll.  A quorum was present.

Directors:

Present:

Dr. Ralph Calatchi, Mr. Lee Corson, Dr. Joanie McConnell and Mr. Randy Randolph.

Absent:

Mr. Martin Biafora and Mr. Martin Landes.

Also Present:

Mr. Tom Wilson of MWI/Campbell Property

Minutes:

Mr. Randy Randolph made a motion to waive the reading of the minutes of May 19, 2009 and June 15, 2009 and approve them as presented.  Dr. Joanie McConnell seconded the motion.  All were in favor.  The two sets of minutes were approved.

Treasurer’s Report:

Dashboard Report:

Mr. Wilson reviewed the dashboard report which is made a part of these minutes.  The Towers had a deficit of á$1,986.ñ for the month, and their deficit for the year is á$9,542.ñ.  The Gardens had a small deficit of á$70.00ñ for the month and a surplus for the year of $536.00.

Delinquencies:

Mr. Wilson stated that the same two units that were in arrears in the past are still behind.  One unit (Towers) sent a check to the attorney, but it was not signed.  Hopefully, that one will be resolved soon.  The other unit (Gardens) is in the hands of the attorney.

Budget 2009/2010:

      Motion: Mr. Randy Randolph made a motion to approve the Budget as mailed for the 2009/2010 year.  Dr. Joanie McConnell seconded the motion.  All were in favor.  The budget was approved.

Old Business:

1) Tree Trimming:

Mr. Randy Randolph reported that Area Landscaping is currently trimming the trees and this work will probably be completed by the end of the week.  Mr. Lee Corson suggested that in the future a walk-through be done prior to the trimming so that if there are any problems they can be pointed out ahead of time.  Mr. Randolph will discuss the situation with Area Landscaping.

2) Fire Sprinklers Repairs:

Mr. Lee Corson reported that the fire sprinkler line was drained and refilled two weeks ago.  Mr. Corson also has a list of repairs from Summers Sprinklers that need to be completed at a cost of $3,815.00.

     Motion:   Mr. Lee Corson made a motion to approve the repairs submitted to the Association in the amount of $3,815.00. Dr. Joanie McConnell seconded the motion.  All were in favor.  The motion was approved.

Mr. Wilson reported that the annual contract for the fire sprinkler and the repairs which total approximately $6,000.00 will be charged to the reserves.  This is a savings of $4,000.00 over the previous estimates.

3) Epoxy Patching:

Mr. Lee Corson asked Carboneau to give the Board two samples of the screening shields for the Towers windows facing the fairway.  The samples should be completed next week and will be installed on the first floor as a trial.  Mr. Corson will give the Board a progress report.

4) Pool Committee:

Ms. Candis Daly stated that one of the coolers broke down but it was repaired.  She witnessed the pool man getting into the pool to scrub the tiles.

Mrs. Oliet asked Ms. Daly to convey her request for a phone at the pool.  Discussion ensued.  The Property Manager explained that all the Associations at Palm Aire have discontinued the land line at the pool, in part because most people carry a cell phone with them. In an emergency, someone will be able to call 911.  The President pointed out that the previous attempt to have a cell phone at the Rec area was not successful since the cell phone disappeared.

New Business;

                1) Proposal to establish a new reserve for Pavers:

Dr. Joanie McConnell suggested starting a reserve for the pavers at the guard house. A short discussion ensued about the need to do further research on this issue.

2) Schedule for sealcoating:

Dr. Joanie McConnell reported the following:

7/20/09 - Asphalt patching and new curbing.>

7/27/09 - Parking lots to be sealed in two phasees.

8/10/09 - Cleaning and retinting of part of the stamped concrete around the large fountain.

8/17/09 - Cleaning and retinting of the remaininng area around the main fountain.

This schedule is subject to the weather conditions

.

3) Progress Report on Car Keys:

Dr. Joanie McConnell asked that unit owners who will be away during the resurfacing to leave their car keys with their Stack Captain.  MWI personnel will help move cars if necessary.

4) The carport in front of 4106 is full of spider webs.  Last year, these carports were hosed down and then sprayed by Pest Control.  Mr. Lee Corson suggested repeating this process before the asphalt is sealed.  Discussion: Mr. Sleeman will schedule this work during the week of July 16 and 17.

Manager’s Report:

1) Progress Report:

Mr. Randy Randolph reported that D.P. Construction has completed the posts at the Gardens.

Adjournment:

     Motion:   Mr. Randy Randolph made a motion to adjourn the meeting.  Dr. Joanie McConnell seconded the motion. All were in favor.  The meeting was adjourned at 5:25 P.M.

ATTENDANCE LIST

Candis Daly

NOTE. BEFORE AD DURING THE MEETING BIG STORM IN PROGRESS

Vizcaya

Special Board of Directors Meeting Minutes

June 15, 2009

Vizcaya Recreation Hall

Call to order:

Dr. Ralph Calatchi called the Board of Directors’ Meeting to order in the Recreation Hall of Vizcaya at 10:00am.  The notice was duly posted.  A quorum was present.

Directors:

Present

Dr. Ralph Calatchi, Dr. Joan McConnell, Mr. Martin Landes, and Mr. Randy Randolph.

Also Present:

Mr. Mike Binder, President of Am Jet-Asphalt Engineering and Mr. Tom Wilson MWI Campbell Management.

Absent

Mr. Martin Biafora, Mr. Lee Corson

(A) CLARIFYING CERTAIN TECHNIQUES

Mr. Mike Binder, President of Am-Jet Asphalt Engineering, described the techniques of resealing as well as the process for cleaning and retinting the stamped concrete around the fountain.  He explained the drawbacks of adding more silica sand to the resealer.  The work would look good for a short period but would then peel away.  The only way to have a “perfect” driveway is to redo the driveway completely. 

There followed a discussion about the crack in the paved concrete around the fountain.  Mr. Binder stated that repairing the existing crack would be a temporary solution because concrete cracks.  Furthermore, he informed the Board that retinting should be done at least every 2-3 years and that this process was very expensive.  He suggested that the Board consider pavers instead of stamped concrete since the costs for upkeep and repair of pavers are substantially less than that of stamped concrete.  For this reason, he advised that the guard house area be done with pavers rather than stamped concrete, even if that meant waiting to accumulate enough funds. 

Mr. Tom Wilson agreed that pavers around the guard house area would ultimately be more cost-efficient.

(B) MODIFYING THE SCOPE OF WORK

As a result, the Board decided to rescind the vote of 5/19/09 regarding the stamped concrete around the guard house area and to propose to apply the funding for this item in a “pavers” reserve. 

Mr. Martin Landes strongly urged the Board to use one company for both resurfacing the driveways and retinting the stamped concrete around the fountain.  The Board agreed after hearing Mr. Binder’s presentation followed by a Q and A. 

Mr. Randolph made a motion to rescind the previous motion made at the May 19, 2009 BoD and not to proceed with the stamped concrete around the gate house.  Dr. McConnell seconded the motion.  All voted in

favor and the motion passed.

(C) PROVIDING FOR A START-UP DATE

The Board discussed the sequencing of the work.  The schedule will be as follows:

PREPARATIONS FOR THE WORK:

          Before the starting date for the Am-Jet project, Mr. Wilson agreed to have the two lollipop lamps moved back to accommodate the new curbing.  He will also arrange for the sprinkler heads to be moved back accordingly. 

STARTING DATE   PLEASE NOTE:  ALL DATES BELOW ARE WEATHER PERMITTING

Week of July 13:

          Patching of damaged areas in the driveways and car ports

          Cleaning and retinting of approximately 2/3 of the stamped concrete around the fountain

                   with traffic control barricades.  (NO CARS NEED TO BE MOVED)

Week of July 20

          Continuation of patching

          Cleaning and retinting of the remaining areas of stamped concrete around the fountain with traffic control barricades  (NO CARS NEED TO BE MOVED)

NOTE:  It takes about 3 -4 weeks for the above work to cure.

Week of August 10:   

Resealing of the driveways and car ports.

          This work will be divided into two parts: 

                   EAST SIDE RESEALING:  ALL CARS IN THIS AREA MUST BE MOVED TO THE WEST SIDE FOR 24-48 HOURS (weather permitting)

                   WEST SIDE RESEALING:  ALL CARS IN THIS AREA MUST BE MOVED TO THE EAST SIDE FOR 24-48 HOURS (weather permitting)

NOTE:  AM-JET WILL ADVISE RESIDENTS OF THE DO’S AND DON’T’S TO AVOID DAMAGING THE NEWLY RESURFACED DRIVEWAYS AND CAR PORTS. 

It was then decided to ask counsel to review the proposed contract with Am-Jet. 

The Board asked Mr. Binder together with Mr. Wilson to walk the property to confirm the patching areas and other issues. 

In July, Mr. Randy Randolph will be in residence and in charge of this project.  In August, Dr. Calatchi will be in residence and in charge of this project.

The Special BoD Meeting was adjourned at 11:25 am.

Respectfully submitted,

Dr. Joan McConnell

Director

Attendance List

Andrea Hipskind

Vizcaya

Board of Directors Meeting Minutes

May 19, 2009

Vizcaya Recreation Hall

Call to order:

Dr. Ralph Calatchi called the Board of Directors Meeting to order at 4:00 P.M. in the Recreation Hall of Vizcaya.  The notice was duly posted.  The Property Manager, Mr. Ted Sleeman was asked to take the roll.  A quorum was present.

Directors:

Present:

Dr. Ralph Calatchi, Mr. Lee Corson, Mr. Randy Randolph, Mr. Martin Landes and Dr. Joanie McConnell.

Absent:

Mr. Martin Biafora

Also Present:

Mr. Tom Wilson and Mr. Ted Sleeman of MWI/Campbell Property Management.

Minutes:

Dr. Joanie McConnell read the meeting minutes of April 21, 2009.

Motion:           Mr. Lee Corson made a motion to approve the minutes as read.  Mr. Randy Randolph seconded the motion.  All in favor.  The minutes are approved.

Treasurer’s Report:

Dashboard Report:

Mr. Wilson reviewed the dashboard report for the month ending April 30, 2009 which is made a part of these minutes.  The Towers showed a profit for the month of $1,288 and the Gardens had a profit of $758, for the year, the Towers have a deficit of $7552 and the Gardens have a profit of $603.

Delinquency Report:

Mr. Wilson reported that there are two units who are behind in their maintenance payments at this time - one in the Towers and one in the Gardens.  Both units have been turned over to the attorney.

Regions Bank Refinancing Proposal:

Mr. Troy Ganzel of Regions Bank (Vice President of Business Banking) presented the Board of Directors two different options to refinance the loans for the Recreation Area and the Irrigation System.  A short discussion ensued.  Mr. Ganzel pointed out that his proposals were based on a variable interest rate.  Dr. Calatchi explained that the Board of Directors would not be interested in a variable rate and that they would only entertain a proposal with a fixed rate.  Mr. Ganzel left the meeting stating that he would get back to Dr. Calatchi with a fixed rate proposal.

Proposed Budget:

Mr. Wilson reviewed the proposed budget with the Board of Directors.  This budget has the reserves fully funded.  It takes into consideration all the upcoming projects planned for the community (i.e., paving, fixing sprinkler repairs, patching the back of the Towers and repairing the gate posts at the Gardens) without a special assessment.  The one item that is unknown at this time is the insurance.  Mr. Corson has spoken to Mary Lou Waltz and she expects a slight increase but she is also is expecting a greater discount on the “A” rated buildings (Towers).  Therefore, the insurance budget figure was left the same as last year.

This budget does not include any prior year deficit.  Mr. Wilson recommended that when the certified audit is completed in September the Board should consider at that time whether or not they want to special assess for the deficit.

Mr. Wilson explained to the Board of Directors that they are not approving this budget today.  They are only approving it to be sent to the unit owners and inviting the owners to the budget meeting which will be held on June 23, 2009.

The Board of Directors asked Mr. Wilson to put a note in with the budget explaining that the meeting in June is later than expected; therefore, the maintenance coupons will go out later and to mail the first payment in as soon as they can.

Motion:           Mr. Randy Randolph made a motion to mail the proposed budget to the unit owners.  Dr. Joanie McConnell seconded the motion.  All in favor. Motion approved.

Old Business:

Committee Report:

Landscaping: Mr. Randy Randolph stated that a new queen palm was installed at 4114 but a new sable palm is still needed at 4130.  All the palms were treated at no cost to the Association.  Begonias were planted to replace some of the flowers.

Fire Sprinklers:

Mr. Lee Corson stated that he and Mr. Sleeman have interviewed various companies for the Fire Sprinkler repairs and maintenance contract.  Simplex Grinnel was the previous contractor.  One of the companies, Summers Fire Sprinklers, has proposed an annual inspection and a fire pump test at a cost of $2,125.00.  Once the inspection is completed, a quote will be provided for the repairs.  Mr. Corson expects that quote to be approximately $12,000. - $14,000.

Motion:           Mr. Lee Corson made a motion to enter into a contract with Summers Fire Sprinklers in the amount of $2,125. per year for the Towers.  Mr. Martin Landes seconded the motion.  All in favor.  Motion approved.

Epoxy Patching of golf ball holes in South Side of the Towers:

Mr. Corson reported that he is looking into patching the holes and installing a screen that will not only cover the window but will cover the eyebrow as well.  Mr. Corson has a price to patch the holes but does not know the cost of the screens.  A short discussion ensued.  Mr. Corson will provide more information on this project as soon as it become available.

Resurfacing the parking areas:

Mr. Sleeman presented three proposals for the repairing and sealing of the parking areas for the Board of Directors to review.  The three companies are: Driveway Maintenance, Am-Jet and Florida Blacktop.  Discussion ensued.

Mr. Corson explained that there are two areas of concern. (1) repaving the entire lot which has become cost prohibitive.  The solution is to repair the damaged areas and reseal the parking areas and install new curbs at the Fountains.  In reviewing the proposals Mr. Corson recommended Am-Jet at a cost of $20,937.

Motion:           Mr. Lee Corson made a motion to hire Am-Jet at a cost of $20,937. to repair the areas in need, replace the curbing and to reseal the lots.  Mr. Martin Landes seconded the motion.  More discussion.

 Mr. Corson reminded the Board that the sealing of the lots will only fill the cracks. They will not be eliminated. (Dr. Calatchi called for a vote). All in favor.

Mr. Corson stated that the second area of concern is the stamped concrete area around the Fountain and it is in need of repair and retinting.  In addition, a proposal was discussed to add an additional stamped concrete section in front of the guard house. (Mr. Corson showed the Board and the audience a drawing of the area).

Mr. Sleeman presented two proposals for this work, one from Gabriele’s Stamp Design and the other from Ace Concrete Services.  Mr. Corson has recommended Ace Concrete Services.

Motion:           Mr. Lee Corson made a motion to hire Ace Concrete Services to repair the existing stamped concrete area at the Fountain and to install a new stamped concrete area at the gate house as proposed for a cost of $16,930.00. Dr. Joanie McConnell seconded the motion.  All in favor.  Motion approved.

New Business:

(1) Car Keys: Dr. Joanie McConnell will be in touch with the building Captains as to getting keys of any cars for those unit owners who are not here.  Mr. Landes suggested that the unit owners receive a notice in the mail.  Mr. Wilson suggested

that this notice could go out with the proposed budget.

(2) Palm Aire Country Club 15 year Deed Restriction: Dr. Joanie McConnell stated that the golf course is offering a 15 year restriction from building on the golf course. The meeting is scheduled for tomorrow evening. She encouraged everyone to attend.

Manager’s

Status Report:

Mr. Sleeman presented his Manager’s Status Report which is made a part of these minutes.

                        (1) DP Construction is making the necessary repairs to the posts.

                        (2) The fuel tanks for the generators have been cleaned and filled.

                        (3) The interior of the guard house is now completed.

Adjournment:

Motion:           Mr. Randy Randolph made a motion to adjourn the meeting. Mr. Lee Corson seconded the motion.  All in favor.  Meeting adjourned at 6:35 P.M. 

ATTENDANCE LIST

Fran Lynch

Bob and Millie Gutterman

Andrea Hipskind

Candis Daly

Lucille Waldman

John Sande

Richard Connolly

Barbara Rose

Roger Rose

Vizcaya

Board of Directors Meeting Minutes

April 21, 2009

Call to order:

Dr. Ralph Calatchi called the Board of Directors Meeting to order at 4:00 pm in the Recreation Hall of Vizcaya. The notice was duly posted.  The property manager, Ted Sleeman was asked to take the roll.  A quorum was present.

Directors

Present:

Dr. Ralph Calatchi, Mr. Lee Corson, Dr. Joanie McConnell, Mr. Martin Biafora, Mr. Randy Randolph and Mr. Martin Landes.

Also Present:

Tom Wilson and Ted Sleeman of M.W.I./Campbell Property Management

Minutes:

Dr. Joanie McConnell read the meeting minutes of March 17, 2009.

Motion:           Mr. Randy Randolph made a motion to approve the minutes as read.  Mr. Martin Biafora seconded the motion.  All in favor and the minutes are approved.

Treasurer’s Report:

Dashboard Report:

Mr. Tom Wilson reviewed the dashboard report which is made a part of these minutes.  The Towers had a deficit for the month of á$1,776ñ and the Gardens had a deficit of á$872ñ.  For the year, the Towers have a deficit of á$8,844ñ and the Gardens have a deficit of á$158ñ.

Delinquencies Report:

Mr. Wilson reported that there are two units in the Towers currently behind and two units in the Gardens that are behind.  Only one of those units (Gardens) is behind over 90 days and that unit is being handled by the attorney.

Budget Workshop Meeting:

Mr. Wilson announced that there will be a budget workshop meeting on Thursday, April 1, 2009 at the offices of MWI/Campbell at 1:00 P.M.. Notices are posted for this meeting.

Page -2-

Board of Directors Meeting

April 21, 2009

Old Business:

Area Landscaping:

Motion:           Mr. Lee Corson made a motion to approve the proposal from Area Landscaping to remove the Queen Palms, (as discussed at the previous meeting).  Mr. Martin Landis seconded the motion. All in favor and the motion was approved.  Mr. Randy Randolph will schedule the work with Area Landscaping.