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

 

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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.

 

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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

 

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