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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
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 16,2007Click Here for the minutes of June 19,2007
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
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
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
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
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
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 (
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
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.
Absent
Mr.
Also Present:
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
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
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
- The Gardens’ new mailboxes were installed
Friday. The Postmaster put incorrect apartment numbers on some of them.
Mr. Randolph helped sort out the numbering.
- On Friday, Water Boy will be submitting a bid to
repair the fountains.
- Bids are in progress for asphalt
sealing/overlay.
- 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.