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Vizcaya Board of
Directors Meeting Minutes September
5, 2008 Vizcaya
Recreation Hall 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 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 and Mr. Ted Sleeman,
MWI Campbell Management Minutes: Dr. McConnell read the Meeting
Minutes of August 19, 2008. Motion: Mr. Corson made a motion to approve
the minutes as presented. Mr. Randolph
seconded the motion. All were in
favor. The motion passed. Treasurer’s Report: Due to a change in the date of this
meeting, there is no dashboard report. Delinquency Report: Mr. Wilson stated that there is one
unit in foreclosure (Campo). The Board
also asked Mr. Wilson to contact Mr. Justin Fineberg (attorney) and get a
status report for the Board. Recreation District: Mr. Lee Corson announced that the
referendum for the Green Space passed.
At the November elections, the voters will be asked to vote for seven
members to be on the Supervisory Board
of the Recreation District. Mr. Corson
announced that Dr. Calatchi, Dr. McConnell, and Mr. Corson himself are all
running for these positions. Tree Replacement: Dr. McConnell announced that Mr.
Sleeman acquired the additional tree bids.
The three bids were from: Area Landscaping, Complete Property
Maintenance and M&P Landscaping. A
discussion ensued. MOTION: Mr.
Randolph made a motion to hire Area Landscaping and approve their bid not to
exceed $8,500 for the removal and replacement of the trees as negotiated and agreed
with the City . Mr. Corson seconded the
motion. All in favor. The motion passed unanimously. Social Committee: Dr. McConnell reported that
everything is moving forward with the upcoming event and that Millie will have
more information at the next meeting. Update on the Governing Documents
re: Amenities: Mr. Wilson reported that, according
to the documents, a vote of the unit owners of 66 2/3% in favor would have to
be obtained in order to do away with the saunas. Mr. Splaver objected to the Board’s investigation of the removal vs. repair of the
saunas. Dr. Calatchi stated that for the
Board the sauna issue was still under review and
will be brought up again at a future meeting as soon as quotes from reliable
local providers rather than Internet vendors will be available. Director’s Comments: Dr. McConnell commented
that the quality of Vizcaya living can
be compromised if individual unit owners disregard the association regulations,
especially those which protect the community and/or the property. Emergency Contact Forms: Mr. Wilson stated that only a few
of the emergency contact forms (hurricane procedure) have been returned at this
time. Hopefully, more will be received
in the next few weeks. The Board of Directors suggested
that the form be sent out again with the next minutes, but placed on top so
that it would be visible. Morgan Stanley: Dr. Calatchi gave Mr. Wilson a
report from Morgan Stanley and asked Mr. Wilson to confirm with Morgan Stanley
that the Vizcaya funds are insured up to $100,000. Mr. Wilson is also to check if the figure is $100,000 per account or $100,000 in total. Rules for Guests: Mr. Corson reported the committee’s
findings. A long discussion ensued. The recommendations of the committee are as
follows: •
Non-family member guests are only
permitted to occupy a unit when the unit owner is in residence. There are no restrictions on immediate family
members (including parents, sisters, brothers, children and grandchildren). Parking passes are not required. Guests are requested to observe all the Rules
and Regulations of the Association. This
rule specifically refers to guests and does not apply to rentals whom are
subject to specific rental requirements. Mr. Wilson recommended that the
proposed rule change be mailed to the unit owners and the Board can vote on it
at their next meeting. Plumbing Inspections: Mr. Sleeman reported that the next
plumbing inspection is scheduled to coincide with the next pest control
service. Roof Fans: Mr. Sleeman will be getting
additional bids for the roof fans and the lift.
Mr. Wilson suggested that if the Association is already getting a lift,
perhaps the dryer vents should be cleaned out at the same time. Mitigation Reports: Mr. Wilson suggested that all the
unit owners should apply for mitigation credits to possibly lower their
personal insurance costs. A short
discussion ensued. Mr. Sleeman will try
to get a discounted price from Don Meyler Inspections to inspect multiple
units. Pool Report: Dr. Rose gave his pool report. Dr. Rose thanked Mr. Sleeman for his help
with the pool company. The tile is clean
and the new thermometer is in. The
baking soda in the drains seems to eliminate the
odors. The hot tub is currently not
working. There
is a lot of debris in the pool due to the windy conditions. •
The umbrellas will be brought in if there
is a pending storm. •
Some of the doors have been left ajar or
propped open. •
The pool brush is missing. Audience to be Heard: •
Mrs. Candis Daly asked about the tankless
water heaters. Mr. Sleeman reported that
the tankless water heater installation has been approved by the City for the
Towers. •
A new owner asked about putting up plywood
to protect their unit during a storm. Mr. Wilson explained that unit owners have the right to protect their unit. Plywood protection should be removed after the storm. The unit owner would be responsible for any eventual damage to the building. Mr. Splaver complained about a car parked in the 15 minute parking spot at the club house for extended periods of time. Mr. Sleeman will arrange for a notice to be put on the car when he sees it. MOTION: Mr.
Randolph made a motion to adjourn the meeting at 5:30 p.m. Dr. McConnell seconded the motion and it
passed unanimously. Respectfully submitted, Randy Randolph, Secretary smy ATTENDANCE UNIT-OWNERS: SPLAVERS MARCEL FISHER RITA JAYNE GOLD HAROLD GOLD CANDIS DALY BARBARA ROSE SHERRY OLIET BRUCE BARTLETT Vizcaya Board of Directors Meeting
Minutes August 19, 2008 Vizcaya Recreation Hall Call to order: Dr.
Ralph Calatchi called the Board of Directors’ Meeting to order in the
Recreation Hall of Vizcaya. The notice
was duly posted. The property manager
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 and Mr. Ted Sleeman, MWI Campbell Management Minutes: Dr.
McConnell read the Meeting Minutes of June 17, 2008. Correction: under New Business - the Fining Committee - instead of saying
“guest” it should state “Guests”. Motion: Mr. Corson made a motion to approve the minutes as
corrected. Mr. Randolph seconded the
motion. All were in favor. The motion passed. Dashboard
Report: Mr.
Wilson reviewed the Dashboard Report which is a part of these minutes. Insurance: Dr.
Calatchi reviewed the insurance renewal.
The Board of Directors elected to have a 5% deductible for the windstorm
and the breakdown of the prices is as follows: Property
and Difference in Conditions $182,468.35 Liability
$ 7,515.48 Crime $ 736.29 Directors
& Officers $ 1,314.18 Umbrella $ 2,074.41 Mold $ 3,900.58 Flood
(estimate) $
17,500.00 Total $215.509.29 The
President complimented Mr. Wilson for his good estimate of the insurance costs
used in the Budget. He also requested
that the property premium be allocated to the Gardens and the Towers according
to the real premium (as opposed to the other policies allocated based on a
24/76 ratio) Delinquency
Report: Mr. Wilson reviewed the
delinquency report. There are a couple
of units in the Towers that are behind in their payments, but they have
contacted the office and they will be settling their accounts shortly. There is one unit in the Gardens that is
expected to go into foreclosure. Reimbursement of Expenses: As a result of a question
presented to Tom Wilson of MWI Campbell Management Company regarding to
accounting of expenses reimbursed to Dr. Calatchi, President of Vizcaya, Lee
Corson suggested that the previously established policy be restated for the
record. As in the past, the BoD has
agreed to reimburse Dr. Calatchi for the expense of a cell phone and Internet
service used in the course of his service to the Association. These expenses which average between $1,250
and $1500 per annum have been and will continue to be included in our regular
operating budget. Tree
Replacement: Mr.
Sleeman presented two bids for the tree replacement program required by the
City of Pompano Beach for the Board to review.
A short discussion ensued. The
Board requested that Mr. Sleeman acquire a third bid and make sure all of the
bids have the same specifications (one of the bids submitted had left out the
costs of removing 6 trees). Landscaping:
Mr. Randolph
stated that other than the tree replacement no other landscaping is planned at
this time. Pool
Report: Dr. Rose
reported that the cleaning of the tiles continues to be a problem and he
asked Mr. Sleeman to contact the pool company.
Dr. Rose also asked for suggestions regarding the umbrellas. (The unit owners are not putting the
umbrellas down when they leave the pool area.)
The locker room smells bad and the in-the-pool thermometer is missing
again. The good news is that the hot tub
is being repaired. Social
Committee: Mrs.
Millie Gutterman reported that the next social event is scheduled for December
13, 2008. The entertainment is the same
as last year. Mrs. Gutterman stated that
there will be more information to follow, but she wanted everyone to keep the
date open. New Business: Bulletin
Board: The
Official Bulletin Board for Vizcaya is the one outside the Vizcaya rec
room. Hurricane
Plan: Mr. Wilson
reviewed the hurricane plan for the Vizcaya residents. The Board of Directors requested that Mr.
Wilson send a copy of the plan to the residents and, again they will be asked
to fill out the emergency contact information and send it back. Fining
Committee: Mr.
Tom Bartlett read its report to the Board regarding the Fining Hearing for Mr.
Pollack which is attached to these minutes.
Mr. Wilson reviewed the rules of several other Palm Aire Associations
regarding guests. Mr. Corson suggested
that a committee be formed to review and come up with some new rules regarding guests. Dr. Calatchi appointed a sub-committee of
three unit-owners: Mr. L. Corson, Mr. T.
Bartlett and Mrs. J. Bartlett volunteered to be on the sub-committee and they
will report back to the Board at a future meeting. Manager’s Report: Emergency
Contact Forms:
Mr. Sleeman reported that no new forms have been sent in since April. Plumbing
Inspections: Mr.
Sleeman reported that at 4106 he found two toilets leaking and at 4108 he also
found two toilets leaking and one of them has already been repaired. Letters have gone out to the owners of these
units to have their toilets repaired. Tankless
Water Heaters: Mr.
Sleeman informed the Board members that BSA Electric has been verbally advised
that the Tower buildings are suitable for the tankless water heaters. However, the engineer has not yet returned
the paperwork. Roof
Fans: Mr.
Sleeman reported that Coralaire is scheduled to go up on the roof and get the
fan sizes so that we can get proposals.
Once the sizes are confirmed, Mr. Sleeman will get a price on replacing
them. Saunas:
Mr. Sleeman
presented the Board with the three proposals for the replacement of the sauna
heating unit. The prices range from
$875.00 to $1,800.00 with an installation charge of approximately $700.00. A discussion ensued. The Board of Directors requested that Mr.
Wilson review the documents to see if the Association could eliminate the sauna
due to the fact that only a small percentage of unit owners actually use
them. Mr. Wilson will find out and
report back to the Board at a future meeting. Fire
Boxes: Dr.
Joanie McConnell stated that it is against the Rules and Regulations of Vizcaya
and a violation of the fire code to cover up, block or decorate the fire boxes
in the building. Dr. McConnell read from
the Vizcaya Rule Book (page #11 (9A) (#1).
Dr. McConnell wanted to remind the audience that decorating this area is
prohibited. Audience to be Heard: Mr.
Corson asked Mr. Wilson to look into the deposited monies with Florida Power
and Light to determine if Vizcaya could get their money back. There
was a short discussion on the Palm Aire recreation tax district that was coming
up for a vote at the August election. Adjournment: Mr. Randolph made a motion to adjourn the
meeting. Mr. Lee Corson seconded the
motion. All in favor, Meeting adjourned. smy Attendance
August 19, 2008 Millie
Gutterman Janice
Bartlett Candis
Daly Barbara
Rose Roger
Rose Jim
Dice Thomas
Bartlett Gary
Eggleston Vizcaya Special Unit Owners’ & Budget
& Board of Directors Meeting Minutes June 17, 2008 Vizcaya Recreation Hall Green Space Committee: Before the meeting was called to order, Attorney Ed Dion, Mr. Joel Aronson and Mr. George Cuolahan
addressed the Board members and the unit owners and discussed the need for a Recreation
District to preserve Palm Aire’s green spaces. They
mentioned that Dr. Ralph Calatchi is a member of the Steering Committee. Unit Owners’ Special
Meeting Vote for Vizcaya Funding 65% of Total Reserves Call to order: Dr. Ralph Calatchi called the Meeting to order at 4:40 p.m.
in the Recreation Hall of Vizcaya. The
notice was duly posted. The property
manager was asked to take the roll. A
quorum was present. Directors: Present Dr. Ralph Calatchi, Mr. Lee Corson,
Dr. Joan McConnell and Mr. Randy Randolph. Absent: Mr. Martin Biafora
and Mr. Martin Landes. Also Present: Mr. Tom Wilson, MWI Campbell Management Dr. McConnell stated that the $15,000 reserve item that was
added to the budget this year is to be used for the recreation area, i.e.,
pool, exercise room, meeting room, etc. and that contribution will be spread
over a three year period ($5,000 per year).
This money was not put into the budget to finance the sub-committee’s
recommendation to re-do the meeting hall.
That recommendation was turned down by the Board. Dr. McConnell wanted to clear up any possible
confusion regarding this issue. There
was no comment from the audience. Dr.
Calatchi thanked Dr. McConnell. Mr. Randolph read the results of the voting to partially
fund the reserves for the 2008/09 budget year.
The results are as follows: Gardens Yes - 17 No - 0 Towers Yes - 55 No - 7 Mr. Randolph stated that both the Gardens and the Towers
have more than the 50% plus one required, therefore, both condominiums
passed. The reserves will be funded at
65% for the coming fiscal year 2008-09. Vizcaya @Palm Aire Budget & Regular Board of Directors Minutes Page #2... Special Budget Meeting: Mr. Corson stated that the one unknown item in the budget
at this time is the insurance. The
Towers are going to be re-rated due to the appraised value exceeding ten
million dollars. That figure (new
amount) might not come in until the middle of July which would be after the budget
is approved and the coupons mailed out. Mr. Wilson announced that the budgets that were mailed out
to the unit owners showed the fully funded reserves. Now that the vote has been taken and the 65%
funding has been approved, the new quarterly amounts are as follows: Towers $1,997.01 Gardens $1,815.22 MOTION: Mr. Randolph made a motion to approve
the 2008/09 budget as presented with the partial funding of the reserves
(65%). Mr. Corson seconded the motion
and it passed. All in
favor. Regular Board of Directors Meeting Present: Dr. Ralph Calatchi, Mr. Lee Corson, Dr. Joan McConnell, Mr.
Randy Randolph. Absent: Mr. Martin Biafora and Mr. Martin
Landes. Also Attending: Thomas Wilson/MWI Campbell Property
Management. Minutes: Dr. McConnell read the Meeting Minutes of May 22,
2008. Dr. McConnell made a correction
regarding the men’s sauna.
Correction: The Board of
Directors asked Mr. Wilson to research replacing the sauna. Mr. Corson and Mr. Sleeman will look at the
bench after the meeting. Motion: Mr. Randolph made a motion to approve the minutes of
May 22, 2008 as corrected. Mr. Corson
seconded the motion. All were in
favor. The motion passed. Dashboard Report: Mr. Wilson reviewed the dashboard report which is made a
part of these minutes. Delinquencies: Mr. Wilson reported that one unit in the Gardens
is delinquent; this delinquency is in the hands of the attorney. Security Company: Mr. Corson stated that a meeting was held with the security
company owner and then the guards themselves.
Mr. Corson stated that it was a good meeting and he feels the company
will be very responsive to Vizcaya’s needs. Vizcaya @Palm Aire Budget & Regular Board Meeting Page #3... Small Business Administration (SBA): Mr. Corson stated that Vizcaya
finally got approval for the additional $50,000 that was requested. Pool Report: Dr. Rose gave the pool report. Dr. Rose is going to suggest that the new
pool company employee get into the pool to scrub off the grease that builds up
on the tile. This was successful with
the last company. The new umbrella was
delivered. Dr. Rose requested unit
owners to close the umbrellas in the case of a storm. Dr. Rose also suggested that Jim pour some
deodorant/disinfectant down the drains in the men’s and ladies bathrooms in an
attempt to kill the odors from those drains. The hedges in the pool have not been trimmed, but Mr.
Randolph stated he would arrange for Area to take care of the hedges. Dr. Rose closed by stating that the
temperature of the pools has been good and the water is very clear. Landscaping: Mr. Randolph stated that the new perennials were
planted. The palms will be trimmed this
week and when they are completed, more plants will be added under the palms. New Business: Fining Committee: Mr. Wilson reported that Mr. Pollack has been invited to a
Fining Hearing for violating the rules of the Association by having illegal
guests in his unit. The hearing is
scheduled for June 24, 2008 at 4:00 p.m. at the Vizcaya Hall. The Fining Committee consists of Mr. Tom
Bartlett and Mr. Walter Nieman. Mr. Wilson will review the fining process
with them. Tile @#4110: A fourth tile was presented by CMT Construction to be used
as the replacement tile at the entrance of the building. The Board was very pleased with this
particular tile. MOTION: Mr. Randolph made a motion to have Mike
Terrano of CMT Construction replace the tile at
#4110. Dr. McConnell seconded the motion.
All in favor.
The motion passed. Adjournment: MOTION: Mr. Corson made a motion to adjourn the
meeting. Mr. Randolph seconded the
motion. All in favor. The meeting adjourned at 6:00 p.m. Respectfully submitted, Randy Randolph, Secretary smy |