Vizcaya

Vizcaya

 

 

Board of Directors’ Meeting Minutes

Tuesday, November 13, 2007

Vizcaya Recreation Hall

 

 

Call to order

Dr. Ralph Calatchi called the Meeting of the Board of Directors to order at 4:00pm at the Recreation Hall of Vizcaya. The notice was duly posted. The Property Manager was asked to take the roll. A number of Unit Owners were present and signed the attendance sheet.  Mr. Martin was instructed to attach a copy of the attendance sheet to all future Minutes. A quorum was present.

 

Directors

Present

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

 

Absent

Mr. Lee Corson

 

Also Present

Tom Wilson and James Martin of MWI Campbell Management

 

Minutes

Dr. Joanie McConnell read the Meeting Minutes of October 16, 2007.

 

Motion

Mr. Landes made a motion to approve the minutes of October 16, 2007.

Dr. McConnell seconded the motion. All were in favor. The motion passed.

 

Treasurer’s Report

1.      Dashboard Report: Mr. Wilson gave the details of the Dashboard Report. As of Sept 30, the Association is a little over budget, but with the lowering of the electrical charges due to cooler weather plus the additional monies expected from the SBA, the numbers will get better. Many categories were under budget.

2.      Delinquencies: Two unit owners late.

3.      Comments on External Auditor Draft of Annual Report FY 2007: Dr. Calatchi found the report inaccurate, and instructed Tom Wilson to get Profit-and-Loss Figures for FY 2006 and FY 2007 for both the Towers and the Gardens.  The fund balance provided by Guy Strum CPA just won’t do.

 

Old Business, Committee Reports

1.      SBA Supplemental Loan Update: On behalf of Mr. Corson, Dr. McConnell said we’re still waiting for word from the SBA on the loan.

2.      Update on Waste Management Refund: Tom Wilson reported that the company is looking at the numbers submitted by MWI, and will issue a refund if they find them to be in order.

3.      Pool Committee: Dr. Rose reported that things are going well.

4.      Landscaping Committee: Mr. Randolph and Area Landscaping have been working on what to plant that will survive the water restrictions.

5.      Garden Fountains: Mr. Randolph requested patience from everyone.

6.      Social Committee: Mrs. Gutterman reported that 60 unit owners have responded, making 8 tables at the party on December 1st.

 

New Business

1.      Mailing of Emergency Contact Forms: Forms will be mailed with the next Meeting Minutes.

2.      New Procedure to obtain Keys and Entry Access Codes to Units (for emergencies): Mr. James Martin reported that, unit by unit, in the Towers and in the Gardens, all keys will be tested and reorganized so that we will be prepared for any emergencies that may arise. According to the exterminator, we are missing keys for 12 apartments.

 

Manager’s Report

1.      Update on Roof Fans: Mr. James Martin reported that of 24 fans on the roofs of the Towers, only thirteen were operational. Work is in progress.

2.      Update on Attic Cleaning: Cleaning completed. Work in progress to seal crawlspaces and to install rain channels.

3.      Update on Devcon Security Demonstration: No response on a date yet.

4.      Update on Pool Scrubbing: Complete.

5.      Update on Restrapping Chairs: In progress.

6.      Update on Painting of Dumpster Rooms: Painting will follow the pressure cleaning.

 

Audience to Be Heard

1.      A unit owner read aloud her letter to the Association regarding her 1st floor windows discolored by the sprinkler system and also the dangerous, tangled and knotty tree roots that block the footpath. Mr. Randolph responded that the city has given approval to remove the tree at 4106. Dr. Calatchi referred to an old legal case where it was found that the association was not responsible for discolored windows. Dr. Calatchi will provide the information to the unit owner within a week.

 

Motion

Mr. Randolph motioned to adjourn. Mr. Landes seconded the motion. All were in favor. The meeting adjourned at 5:00pm.

Click Here for the minutes of Oct 16,2007
Click Here for the minutes of June 19,2007 Vizcaya

 

Vizcaya

 

 

Special Board of Directors’ and Unit Owners Meetings

Minutes

Monday, June 4, 2007

Vizcaya Recreation Hall

 

Meeting 1

a)    Waiving Roof Reserves Unit Owners Vote

b)    SBA Loan Special Assessment & Assignment of the Special Assessment Unit Owners Vote

 

Meeting 2

Special Budget Meeting of the Board of Directors

 

Meeting 3

Regular Board of Directors Meeting

 

 

Meeting 1

Call to order:

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

 

Directors:

Present

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

 

Absent

Mr. Martin Biafora

 

Also Present:

Tom Wilson, MWI Campbell Management and James Martin, Property Manager

 

Waiving Roof Reserves

Unit-owners were asked to vote on whether to waive the roof reserves, because the roof is new.

 

Dr. Calatchi called for all the Unit-owners to cast their votes. He asked that the Management Company count them. Director Dr. Joanie McConnell counted the proxies. Secretary Randy Randolph announced the results as summarized in the table below.

 

 

Total

Units

Votes Required

Voted

Yes

Voted

No

%

Passed

Gardens

24

13

20

0

83%

Towers

76

39

68

0

89%

 

 

The Gardens vote passed with an 83% majority.

The Towers vote passed with an 89% majority.(I think 89% is correct)

 

SBA Loan Special Assessment & Assignment of the Special Assessment Unit Owners Vote

Unit-owners were asked to vote on whether approve the Special Assessment for the SBA Loan and to formally assign the Special Assessment to pay the SBA Loan.

 

Dr. Calatchi called for all the Unit-owners to cast their votes. He asked that the Management Company count them. Director Dr. Joanie McConnell counted the proxies. Secretary Randy Randolph announced the results as summarized in the table below.

 

 

 

Total

Units

Votes Required

Voted

Yes

Voted

No

%

Passed

Gardens

24

18

20

0

83%

Towers

76

51

68

0

89%

 

 

The Gardens vote passed with an 83% majority.

The Towers vote passed with an 89% majority.

 

Adjournment

Mr. Randolph motioned to adjourn. Mr. Corson seconded. All were in favor. The meeting adjourned at 4:30pm.

 

 

Meeting 2

Call to order:

Dr. Ralph Calatchi called the Special Meeting of the Board of Directors to order at 4:30pm 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, Dr. Joanie McConnell, Mr. Lee Corson, Mr. Randy Randolph, and Mr. Martin Landes

 

Absent

Mr. Martin Biafora

 

Also Present:

Tom Wilson, MWI Campbell Management and James Martin, Property Manager

 

Budget Discussion

Dr. Calatchi asked Tom Wilson to discuss the fiscal year 2007-2008 proposed budget, copies of which were distributed by mail to all Unit-owners. Amounts were increased for basic services (waster, water and sewer, etc) as can be expected from the City of Pompano Beach. The amount for insurance will be revised in the future, according to what is signed into law in Tallahassee. (A special session is currently meeting.)

 

With this in mind, here are the maintenance amounts in this proposed budget:

Towers         $1,889.67

Gardens        $1,639.97

 

Motion

Mr. Landes motioned to approve. Dr. McConnell seconded. All were in favor. The budget was adopted.

 

Adjournment

Mr. Randolph motioned to adjourn. Mr. Corson seconded. All were in favor. The meeting was adjourned at 4:40pm.

 

 

Meeting 3

Call to order:

Dr. Ralph Calatchi called the Regular Meeting of the Board of Directors to order at 4:40pm 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, Dr. Joanie McConnell, Mr. Lee Corson, Mr. Randy Randolph, and Mr. Martin Landes

 

Absent

Mr. Martin Biafora

 

Also Present:

Tom Wilson, MWI Campbell Management and James Martin, Property Manager

 

Old Business

1. Treasurer’s Report

a.     Dashboard Report: Tom Wilson discussed the Association’s finances for the month.

b.     Delinquencies: The Madsgard delinquency has been resolved.

c.     SBA Loan: Mr. Corson reported that since the SBA Loan has been approved, legal counsel will now complete the documentation to finalize the loan.

d.     Alarm Permits: Dr. McConnell reported on the confusing situation with the City’s requirements for alarm system permitting. She is working with Devcon, the Association’s security firm, to create a procedure for all unit-owners to follow.

 

2. Committee Reports

a.     Reconstruction: The contract portion of the construction project has been completed. The Association is holding back a final payment until everything is complete to our satisfaction. Mr. Corson discussed loose ends and details, such as copper trim that will be installed on the carports and Garden entrances.

b.     Landscaping: Mr. Randolph discussed the schedule for plantings and trimming. Annuals have not been put in because of the lack of rain, but this will be done as soon as the rainy season begins. The yearly complex-wide tree trimming will be done at the end of June/beginning of July. On July 15th, a landscaping meeting will be held.

c.     Pool: On behalf of Dr. Rose, Candis Daly mentioned for any new residents that 50% of the pool furniture will be put away as is normally done in June. The pool is running smoothly.

d.     West Lot: Mr. Randolph reported on the construction in the West Lot. Digging has been proceeding for the installation of the electrical system.

e.     Hurricane: As Chair of the Hurricane Cttee Mr. Mendelsohn reminded everyone to have an individual plan that takes into account lack of electricity, curfew, fuel, etc. Tom Wilson said that MWI Campbell is formulating a Hurricane Plan (available Friday) that will include information on what services MWI will offer in the event of a storm. It will have forms for people to fill out to communicate their needs, and it will outline duties for the Building Captains to get involved.

f.      Social: Dr. McConnell, on behalf of Mrs. Gutterman, reported that Cecilia Roy will be appearing at the party on December 1st.

 

 

New Business

Manager’s Report

a.     Tele-entry: Mr. Martin recommended changing the tele-entry code every 2 years.   Dr Calatchi explained the procedure that will be used to change the Towers tele-entry codes.   During a period of several weeks the new codes (one for each stack) will operate at the same time as the old code.  

b.     Pool Awning: Mr. Martin obtained a bid from a new firm (Andy) because the one originally contracted (Hoover) has decided to return the Association’s deposit. Andy is known to Mr. Martin and Mr. Randolph and has agreed to complete the job in approximately 3 weeks.

 

Motion

Mr. Corson motioned to approve Andy’s bid for $2,600 to replace the Pool Awning. Mr. Randolph seconded. All were in favor. The motion was approved.

 

c.     Fountains: The fountains require significance maintenance. After discussion of the scope of the maintenance and alternative ideas such as converting them to planters, it was agreed to revisit the issue next month.

d.     Jacuzzi Coping Stones: The coping stones need to be replaced, as recommended by the Pool Committee. After reviewing two bids, one from the Association’s pool company, which would subcontract the work, and All-Seal Exteriors, which will do the work themselves, it was decided that All-Seal would be the better choice.

 

Motion

Mr. Corson motioned to approve the All-Seal Exteriors bid to replace the Jacuzzi coping stones in the amount of $1,380. Mr. Randolph seconded. All were in favor. The motion passed.

 

e.     Generator Maintenance: New batteries and block heaters are needed.

 

Motion

Mr. Corson motioned to approve the Generator Maintenance proposals in the amount of $1,626 total for both generators. Dr. McConnell seconded. All were in favor. The motion passed.

 

 

f.      Screen Replacement by a window shield: The proposed window shield screen replacement will put durable, flexible screens on 50 window openings of the Towers.  These shields are reputed to be impervious to golf balls.

 

Motion

Mr. Corson motioned to accept the Screen Replacement proposal for 50 windows. The cost will be approximately $11,250. Mr. Landes seconded. Randy Randolph voted against; however, the motion passed.

 

 

Motion

Mr. Randolph motioned to adjourn. Mr. Corson seconded the motion. All were in favor. The meeting adjourned at 6:10pm.

 

 


Vizcaya

Vizcaya

 

 

Board of Directors’ Meeting Minutes

Tuesday, April 17, 2007

Vizcaya Recreation Hall

 

 

Call to order:

Dr. Ralph Calatchi called the Board of Directors’ Meeting to order at 5:00pm 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, Dr. Joan McConnell, Mr. Lee Corson, Mr. Randy Randolph, and Mr. Martin Biafora


Absent

Mr. Martin Landes

 

Also Present:

Tom Wilson, MWI Campbell Management and James Martin, Property Manager

 

Minutes

Dr. Joanie McConnell read the Meeting Minutes of March 20, 2007.

 

Motion

Mr. Corson motioned to approve minutes of the Board of Directors Meeting of March 20, 2007. Mr. Randolph seconded the motion. All were in favor. The minutes were approved.

 

Treasurer’s Report

1. Monthly Dashboard

Tom Wilson gave the “Dashboard” report, an overview of the Association’s financial status.

 

2. Delinquencies Report

Mr. Biafora described the Madsgard foreclosure auction he attended with Mr. Randolph, Dr. Calatchi and James Martin. In talking with the bank representative, it was discovered that a bid of $207,000 – the amount of the outstanding mortgage – would be required to obtain the property. As this amount was over the $150,000 the Association was willing to pay, the bank bought the unit itself.

 

 

 

The bank will now start paying the maintenance from the day it took over the property.   Mr. Martin was requested by Dr Calatchi to follow that closely and to check with Paul Eichner Esq. about how to go about it.

 

3. Budget

Tom Wilson will have the budget ready for the budget meeting on Friday, April 20th, at 1pm.

 

4. SBA Loan Update

Mr. Corson reported that the SBA has agreed to reduce the amount of flood insurance they are requiring the Association to carry. Mr. Corson has requested a price quote from Gateway, agent for the flood insurance carrier. Originally, the SBA was requiring coverage $2.2M per Garden building and $9.6M for each Tower.

 

5. Insurance

Mr. Corson announced that the Association has received a check from the Florida Insurance Guarantee Association (FIGA) in the amount of $67,184. This represents the amount the public adjustor was able to obtain for the replacement of the flat roofs on the Gardens. Southern Family had rejected the original claim.  After payment of 10% to public adjustor, the Association nets approximately $61,000.

 

Mr. Corson summarized the overall Wilma-related insurance proceeds:

Gross            $1,329,309.70

Net                $1,192,778.80

 

 

Old Business, Committee Reports

1. Reconstruction Committee/Roof Update

Mr. Corson gave an update on the roof project. 70% of Tower panels are installed. Paneling and insulation should be completed by the end of the month.

 

2. Pool Committee Report

Mr. Martin will be meeting with Better Pools to get a price to replace the broken and missing tiles around the spa.

 

3. Landscaping Report

Mr. Randolph noted the current water restrictions and announced that watering is scheduled for between 4am and 8am, 2x a week.

 

A long troublesome patch of land stretches between the carports. Mr. Randolph and Mrs. Corson will be working on this with Area Landscaping.


 

4. Social Committee

On behalf of Ms. Gutterman, Social Committee Chair, Dr. McConnell reminded everyone to save the date for the Vizcaya party December 1st, 2007.

 

 

New Business

1.     Louvers

Mr. Corson reported that bids are being gathered from Tri-County and others.

 

2.     Hurricane Preparedness Committee

Mr. Corson explained that the purpose of the Hurricane Preparedness Committee would be to set up procedures in case of a storm. Cary Mendelsohn has agreed to chair the committee.  Dr. and Mrs. Splaver have contributed a list of issues to be addressed. Ms. Silverman brought up the issue of car stickers,-that is, all community vehicles should have a sticker so that the owner can be called in case the vehicle needs to be moved.

 

3. Security

Dr. Calatchi announced that the new Fire security information from Devcon has been posted in the Tower lobbies near the Fire Panels. These posters clearly indicate where to call in case of a fire panel “trouble” or “alarm” warning light.

 

 

Mr. Martin’s Manager’s Report

  1. The Gardens’ new mailboxes were installed Friday. The Postmaster put incorrect apartment numbers on some of them. Mr. Randolph helped sort out the numbering.
  2. On Friday, Water Boy will be submitting a bid to repair the fountains.
  3. Bids are in progress for asphalt sealing/overlay.
  4. The results of the survey on whether to mail the minutes for the Board of Directors meeting to all the owners are as follows: 16 for mailing, 11 against. As for posting email addresses in the directory, the survey showed 17 against and 10 in favor. Therefore, the minutes will be mailed, and email addresses will be published only for those who want it.

 

 

Motion

Mr. Biafora motioned to adjourn. The motion was seconded by Mr. Randolph. All were in favor. The meeting adjourned at 6:08pm.

 

 


Vizcaya