Vizcaya

 

Board of Directors Meeting Minutes

December 12, 2008

Vizcaya Recreation Hall

 

Call to order:

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

 

Directors:

Present:

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

Absent: Mr. Martin Biafora

 

Also Present:

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

 

Minutes:

Dr. Joanie McConnell read the minutes of the November 20, 2008 Board of Directors Meeting. Correction: Dr. Joanie McConnell stated that on page #3 Dr. Splaver’s name is misspelled.

 

Motion:           Mr. Lee Corson made a motion to approve the minutes as corrected. Mr. Martin Landes seconded motion. All in favor, minutes approved.

 

Dashboard Report:

Mr. Wilson read the Dashboard Report which is made a part of these minutes.

 

Delinquency Report:

Mr. Wilson reported that the maintenance payments are all current but three units (one in the Towers and two in the Gardens) are behind in their Special Assessment payment.

 

Old Business:

Landscaping: Mr. Randy Randolph stated that Area Landscaping has treated the Ficus again.  The property looks very good at this time.

 

Pool Committee: Dr. Rose gave the Pool Committee Report. Since the shower heads at the pool seem to be a little clogged, he requested Jim to clear them.  There has been a problem with the pool heaters shutting down due to dirty filters.  Dr. Rose suggested that the pool company clean the filters more often to prevent this problem.  Mr. Sleeman will contact the pool company.

 

Mr. Wilson stated that it has been brought to his attention that some unit owners aren’t properly attired when walking to and from the pool.  Mr. Wilson reminded everyone of the importance of proper attire when walking around the property, to and from the pool and even in the building.

 

 

Social Committee:

Ms. Gutterman gave the Social Committee Report.  Joan Bailey talked about the Fun Fund, and urged interested unit owners to join. She also reminded everyone about the breakfast scheduled for Saturday, January 10, 2009.

 

New Business:

The Annual Meeting is scheduled for January 20, 2009.

 

Managers Status Report:

1) Mr. Sleeman stated that his plumbing inspections will be completed at the end of this week.

2) Emergency Contact Form:  Dr. Joanie McConnell stated that she will give each Captain a list of owners in their stack who have not turned in their forms so the Captains can contact them.

 

Audience To Be Heard:

1) Dr. Joanie McConnell mentioned that unit owners must pick up after their dogs.

2) Mrs. Splaver asked about paving the driveways. Mr. Lee Corson stated that they (he and Mr. Sleeman) are working on proposals for this project which would be scheduled this spring or summer.

3) Dr. Rose requested getting a cellular phone for the pool to be used only in an emergency. A short discussion ensued. Dr. Rose will look into this matter and get back to the Board at a future meeting. 

 

Dr. Calatchi pointed out that, a couple of years ago, at the initiative of Mr. Harold Gold in 4106, an “emergency calls only” cell phone was obtained from the Police and placed on the pantry counter in the Rec Area, together with placards and charger.  It has since disappeared. Nobody seemed to notice.  The BoD highly recommends that unit-owners always carry their cell phone in the pool area.  As a reminder the Tele-entry at the front gate (a few feet away from the Rec Room entrance) has a POLICE entry that connects to the BSO.

 

ADJOURNMENT: MOTION: Mr. Randy Randolph made a motion to adjourn the meeting. Mr. Lee Corson seconded the motion.  All were in favor.  The meeting adjourned at 4:45 p.m.

 

 

LIST OF UNIT-OWNERS WHO SIGNED IN:

 

Marcel Fisher                                    Roger Rose

Debby Splaver                                   Tom Bartlett

Joan Bailey                                        Kaija Bartlett

Millie Gutterman                               Joe Caravetta

Fran Lynch                                        Peter Paras

C. Daly

 

Vizcaya

 

Board of Directors Meeting Minutes

November 20, 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.  Mr. Randy Randolph was asked to take the roll.  A quorum was present.

 

Directors:

Present

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

 

Also Present:

Ted Sleeman, MWI Campbell Property Management

 

Minutes:

Dr. Joanie McConnell read the minutes of October 28^th, 2008.

 

Motion:           Mr. Lee Corson made a motion to approve the minutes of October 28, 2008. Mr. Martin Biafora seconded motion. The motion passed.

 

Rec. Hall:

Dr. Ralph Calatchi stated he had a request from a unit owner to reserve exclusively the Recreation Hall on Thanksgiving Day.  Since the unit-owner request had passed the two weeks advance notice he was asking the BoD for a waiver.   A short discussion ensued. 

 

Motion:           Mr. Randy Randolph made a motion to allow the unit owner to reserve exclusively the Recreation Hall on Thanksgiving Day.  Mr. Martin Biafora seconded the motion.  The motion passed unanimously.

 

Special Guest:

Dr. Ralph Calatchi introduced Mr. Joel Aronson, former Chairman of the Recreation District Steering Committee.  Mr. Aronson gave a short speech summing up the results of the Recreation District vote that took place at the November elections.  Seven members were elected to the Board of Supervisors and two of those members - Dr. Ralph Calatchi and Dr. Joanie McConnell - are from Vizcaya.  Mr. Aronson gave an update on the committee of unit owners opposed to the Palm Aire Recreation District.

 

Dashboard Report:

Mr. Ted Sleeman read the Dashboard Report which is made a part of these minutes.

 

Delinquency Report:

Mr. Randy Randolph reviewed the delinquencies.  The maintenance payments are all paid in full.  A few special assessment payments in the Towers are still due, but letters have already gone out.  Mr. Randolph expects that they will be paid shortly. The Campo delinquency has been paid with a check received from the lender.

 

Guest Policy:

Dr. Joanie McConnell read the new proposed guest policy.

Section 14(a) ABSENTEE UNIT-OWNER

“Within 24 hours of Guest Occupancy, it is the responsibility of the absentee unit-owner to provide the Association, or the person designated by the Board of Directors for such purpose * with the name of the Guest(s) and the expected length of stay. Guests are requested to observe all the Rules and Regulations of the Association. 

 

This rule specifically refers to guests and does not apply to renters who are subject to specific rental requirements.

 

* at present, Ms. Pam Ford, Administrator Resales/Rentals/Collections at M.W.I./Campbell Property Management will then forward one copy to the President and a copy to the appropriate Stack Captain with a request to inform neighbors.

 

Motion:           Mr. Randy Randolph made a motion to approve the proposed guest policy as read by Dr. Joanie McConnell.  Mr. Martin Biafora seconded the motion.  All were in favor. The motion was approved.

 

White Fly:

Mr. Randy Randolph stated that the ficus have been sprayed twice already and the next treatment will be in December.  The treatment seems to be working.

 

Pool Committee:

Dr. Rose gave the pool report.  The pool is not getting much use due to the cold weather.  He expects that to change as soon as the weather warms up.

 

Social Committee:

Dr. Joanie McConnell reported for Ms. Gutterman that more details about the January 31, 2009 dinner will be given at the December 16, 2008 BoD meeting.

 

Directory 2009:

Dr. Ralph Calatchi advised that a new Vizcaya directory will be printed for 2009.  Mr. Randy Randolph asked that the Building Captains give him a list of any changes for the directory no later than November 28, 2008. 

 

 

Christmas Bonus:

The Board of Directors had a short discussion on Christmas Gifts for the onsite staff, the mail carrier, and the office staff @ MWI

 

Motion:           Mr. Randy Randolph made a motion to approve the expense of $1400...  Mr. Lee Corson seconded the motion.  All were in favor. Motion approved.

 

Late Fees:

Mr. Randy Randolph explained that the daughter of a unit owner in the Gardens requested removal of late fees of $90.00 generated by confusion regarding forwarding addresses.  In the past there have been no delinquencies.

 

Motions:          Mr. Randy Randolph made a motion to refund the late fees for the above mentioned unit.  Mr. Lee Corson seconded the motion.  All were in favor.  The motion passed.

 

Fire Alarms:

Mr. Lee Corson reported that there was a problem with the fire alarm at 4108.  Since it took two days to correct this situation, the building had to be put under a fire watch. 

 

Managers Status Report:

Mr. Sleeman reviewed his Managers Status Report which is made a part of these minutes. See attached.

 

Audience to Be Heard:

Mrs. Splaver asked the Board to notify the unit owner in question that refunding the late fees would be a one-time waiver. Mr. Randy Randolph replied that such a warning is unnecessary in view of the confusion regarding the billing address.

 

Dr. Splaver stated his concern that Palm Aire or Management Cos employees who drive golf carts in Palm Aire could be injured due to insufficient safety measures on the carts.  It was suggested that Dr. Slaver bring this matter to the attention of the City Commission or to the attention of the local BSO representative who attends the P-A Civic Association meetings, the next one being Wed Dec 17 at 7:00 pm at Skolnick Center).  Also the Management Cos ought to advise their employees about the restrictions on golf cart traffic on public roads.

 

ADJOURNMENT:   MOTION: Mr. Randy Randolph made a motion to adjourn the meting. Mr. Lee Corson seconded the motion. All were in favor. The meeting adjourned at 5:10 p.m.

 

 

GUEST LIST:

Joseph Greif

Candis Daly

Barbara Rose

Norman Glassman

Jim Dice

Dr. & Mrs. Splaver

 

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.

 

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

   

 

Vizcaya

 

Board of Directors Meeting Minutes

May 22, 2008

Vizcaya Recreation Hall

 

Call to order:

Dr. Ralph Calatchi called the Board of Directors’ Meeting to order at 2:00 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. Joanie McConnell, Mr. Randy Randolph and Mr. Martin Landes.

 

Absent:      

Mr. Martin Biafora

 

Also Present:

Mr. Tom Wilson and Mr. Ted Sleeman, MWI Campbell Management

 

Minutes:

Dr. McConnell read the Meeting Minutes of April 15, 2008.  Correction: on page #2, instead of floor captains, it should be stack captains.

 

Motion:

Mr. Randolph made a motion to approve the minutes of April 15, 2008 as corrected. Mr. Corson seconded the motion.   All were in favor.  The motion passed.

 

Treasurer’s Report:

1.       Dashboard Report: Mr. Wilson reviewed the Dashboard Report which is a part of these minutes.

2.       Special Assessment: Mr. Wilson reviewed the proposed Special Assessment that was sent out to all the unit owners in both the Towers and the Gardens.

Motion:

Mr. Corson made a motion to approve the proposed special assessment for the Towers in the amount of $92,109 which is $1,212 per unit and it will be divided into two payments of $606 one due on August 1^st and one due on November 1^st.  Mr. Randolph seconded the motion.  All in favor.  The motion passed.

 

Motion:

Mr. Randolph made a motion to approve the proposed special assessment for the Gardens in the amount of $45,378.00 which is $1,890.75 per unit and it will be divided into three payments of $630.25 each due on August 1^st, November 1^st and February 1^st, 2009.  Mr. Corson seconded the motion.  All in favor.  The motion passed.

 

Proposed Budget:

Mr. Wilson reviewed the proposed budget for 2008/09.  This budget is the result of several workshops with the Budget Committee.  Mr. Wilson reminded the Board that this budget has to be mailed to the unit owners and they must be invited to the budget meeting which is set for Tuesday, June 17^th, 2008 at 4:00 p.m. at the Vizcaya Rec Hall.

 

Motion:

Mr. Randolph made a motion to mail the proposed budget for the unit owners. Dr. McConnell seconded the motion.  All in favor.  The motion passed. 

 

A discussion ensued regarding fully funding the reserves.  The Budget Committee recommended funding the reserves at 65% and asked for a letter to go to all unit owners asking them to vote for the 65% funding.

 

Motion:

Mr. Randolph made a motion to send a letter with the budget asking the unit owners to vote on approving the funding of the reserves at 65%.  Dr. McConnell seconded the motion.  All in favor.  The motion passed.

 

Small Business Administration:

Mr. Corson stated that there is a new case manager assigned to Vizcaya’s file.  He expects a final answer from the SBA for the additional monies next week.

 

Pool Committee:

Dr. McConnell read Dr. Rose’s pool report.  The coolers are on (heaters are off).  The water level has been good and the water itself is very clear.  The ladder on the parking lot side is loose at the bottom.  Fire ants haven’t been seen, however, the shrubs need to be trimmed.

 

A resident stated that the sauna is broken, the spa is not hot enough and the wood bench seems to have a problem.  The Board directed Mr. Wilson to research the cost of replacing the sauna.   Mr. Corson and Mr. Sleeman will look at the bench after the meeting. 

 

Landscaping:

Mr. Randolph stated that the tree trimming is scheduled for June and July.  

 

The fountains have been completed.  Mr. Randolph thanked all of the Garden residents for their patience with this project.

 

Manager’s Status Report:

Mr. Sleeman read his report which is made a part of these minutes.

 

Air Conditioners:

Mr. Sleeman reviewed a proposal from Coralaire Services to perform preventative maintenance on the air conditioners in the Towers and the Rec area for the coming year.  Total cost is $1,400. Mr. Randolph reminded Mr. Sleeman that the Rec air conditioner belongs to the Common Area.  

The cleaning of the air conditioner lines was discussed since Coralaire will not be able to go on the new metal roof.  Mr. Wilson asked if there is an access point in the attic where the lines could be accessed through a cut so that a technician can have access to the pipe.  Mr. Sleeman and Mr. Corson will look into this with Coralaire.  Alternatively, the Board instructed Mr. Wilson to look into the availability of a cherry picker to access the lines from the roof .   That would be for the dual purpose to access the condensate lines and to replace the vent electric motors.  The Board will expect their respective reports at the nest Board meeting.

 

Plumbing:

Motion:   Mr. Randolph made a motion to approve the proposal from Florida Tropical Plumbing to install the City mandated four back flows, at $1,000 each.  Mr. Landes seconded the motion.  All in favor.  The motion passed.

 

Dr. Calatchi asked that Florida Tropical Plumbing survey the property to LOCATE ALL THE WATER METERS, AND INDICATE ON A SIMPLE MAP THE POSITION OF THE EXISTING BACK FLOWS AND REPORT if any additional back flows may be needed in the future. 

 

Tile at #4110:

Mr. Sleeman will bring sample tiles from the three bidding Contractors to the May BoD meeting. 

 

Trash Pick-up:

Mr. Randolph stated that the summer schedule of one pick up a week has started and this will save Vizcaya a considerable amount of money.

 

Pigeon Nesting:

Mr. Corson stated that the pigeon problem seems to be under control. 

 

Cleaning Under the Car Cover:

Dr. McConnell stated that the cleaning and disinfecting of the covered car ports is scheduled for June 19^th and June 20^th.  Notices requesting residents to remove their cars will be posted.  Mr. Corson stated if the cars aren’t moved, they will only get wet.

 

Recreation District (Green Space):

Dr. McConnell reported on the Green Space Steering Committee which recommends through a City Ordinance for the creation of a Recreation District the inclusion of a Referendum on the ballot for the August elections.  If approved in the August election, the election of the Board of Supervisors of the District will be put on the ballot for the November election.  A simple majority of the votes are required for approval.  Dr. McConnell requested cooperation from the captains in order to encourage residents to vote. Dr. Calatchi stated that 17 out of the 23 Associations in Palm Aire are supporting this effort.

 

Guard House:

Mr. Landes suggested that the security guard sit on a bar-stool (rather than a chair) in order to be more visible.  A discussion ensued.  Mr. Sleeman will contact Mr. Pasqua (owner of the security company) to arrange a meeting to discuss the new guard’s performance.  Mr.

Corson will chair this meeting.

 

Audience to be Heard:

1.       A unit owner requested a change the language in the special assessment letter so that her loss assessment claim with her insurance company could be collected.  Once again, Mr. Corson reiterated that such a change was counter-productive because the SBA would deduct any monies collected under a special assessment for Hurricane Wilma claim.  

2.       A unit owner suggested installing an alarm on the bathroom doors in the Rec Hall because the card players and their guests are still propping these doors open with a rock.  He also suggested moving the water fountain outside the gate. 

Motion:      

Mr. Randolph made a motion to adjourn the meeting at 3:45 p.m.  Mr. Corson seconded the motion.  All in favor.  The motion passed.

 

Respectfully submitted,

Randy Randolph, Secretary

Vizcaya

 

 

Board of Directors’ Meeting Minutes

Tuesday, April 15, 2008

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 was asked to take the roll.  A quorum was present.

 

Directors:

Present

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

 

Absent:         

Mr. Randy Randolph

 

Also Present:

Mr. Tom Wilson and Mr. Ted Sleeman, MWI Campbell Management

 

Minutes:

Dr. McConnell read the Meeting Minutes of March 18, 2008.

Corrections: Old Business- SBA - take out the word “is”.  Page #2: Underr Motion - instead of committee, it should read “Mr. Corson made a motion to create a sub-committee.

 

Motion:

Mr. Landes made a motion to approve the minutes of March 18, 2008 as corrected.  Mr. Corson seconded the motion.   All were in favor.  The motion passed.

 

Introduction:

Mr. Wilson introduced Mr. Ted Sleeman, the new Property Manager who is replacing Mr. Martin.

 

Treasurer’s Report:

1.         Dashboard Report: Mr. Wilson reviewed the Dashboard Report which is a part of these minutes.

2.         Delinquencies: Mr. Wilson stated there are no delinquencies over 30 days.

3.         Replacing Deficit: Mr. Wilson reviewed the deficit numbers again from the 2006/2007 audit.  The Tower’s deficit is $92,109 and the Garden’s deficit is $29,378.  The Gardens currently have a $12,000 deficit that will be approximately $16,000 by the end of the year.  The Towers are expected to be within budget for

the current year.  The Board of Directors instructed Mr. Wilson to send out letters to the owners that there will be a special assessment at the meeting in May to make up for the deficit.

 

Old Business/Committee Reports:

1.         SBA Report: Mr. Corson reported that the SBA is reviewing the file to see if any additional monies will be made available.  He expects to hear in the next two to three weeks.

2.         Pool Committee: Dr. Rose was not present to give a report.  Mrs. Candis Daly reported that the filters were very dirty.  Mr. Corson reported that the pool company is looking into a possible leak.

3.         Social Committee: Ms. Dottie Abel stated that the last event of the season will be tomorrow evening at the pool area with dessert, coffee and entertainment. (weather permitting).  Approximately 40 people are expected to attend.

4.         Running Water and Plumbing Noise: Mr. Walter Nieman spoke to the audience about the experience he had regarding his toilets.  It is more cost-efficient to purchase new toilets instead of repairing the old ones which leak.  A discussion ensued.   Mr. Sleeman will set up a plan to inspect a stack a week to check for plumbing problems in the units.  Dr. Calatchi suggested that Mr. Sleeman contact the stack captains so they can accompany him during the inspection.  Mr. Nieman suggested that a letter be written advising the residents of their options.  Mr. Nieman will prepare a draft for review at the next meeting.

 

New Business:

1.         Crisis in Dumpster Room: Dr. McConnell stated that there was a problem in the dumpster room last week and reviewed her notice that was put up in the dumpster rooms.  A short discussion ensued. 

2.         Reserving for Rec Room Improvements: Mr. Wilson reported that the committee requested that $15,000 be put into the budget reserve for the Rec room improvements over the next couple of years.  The Board asked Mr. Wilson to put this item into the Rec reserves for discussion at the budget workshop scheduled for May 1, 2008 at 11:00 a.m. at the office of M.W.I./Campbell.

 

Manager’s Report:

1.         Re-tiling of Entrance at #4110: Mr. Sleeman will get bids for this work and will bring them to the next meeting.

2.         Roof Fans: Mr. Sleeman reported that because of the new roof, Coralaire will no longer be able to work on the roof fans.  Mr. Corson reported that he may have someone who can do the work. 

3,         Painting of the Rec Hall and Kitchen Area: Mr. Sleeman reported that the job was completed.  It was reported that the contractor did not do the woodwork.  Mr. Corson stated that it wasn’t part of the contract, but Mr. Sleeman will request that the contractor come back and do the woodwork. 

4.         Pool Umbrellas: Mr. Corson reported that the company that Vizcaya uses is currently out of umbrellas, but he expects them in shortly.

 

 

Audience to be Heard:

A unit owner reported that the lights in the restroom are possibly stuck in the on position.  Mr. Sleeman will check into this.

 

Motion:

Mr. Corson made a motion to adjourn the meeting at 5:00 p.m.  Mr. Biafora seconded the motion.  All were in favor.  The motion passed.

 

 

 

 

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