HomeInsuranceMeeting Minutes/AgendasCondo UpdatesCondo RulesCondo Parking ProgramPictures

 BEACH COTTAGE CONDO ASSN.

RE-CONVENED MEMBERSHIP MEETING 

MARCH 14, 2016

 

Ben Epifanio called the meeting to order at 5:00 PM in Unit 1102 of Beach Cottage I. 

Board members present were as follows:  Steve Bazarte, Larry Charlton and Bob Parker. 

Present on conference call were Barb Pflug and Bill Soenksen. 

Ben reported that they had a quorum on voted items. 

On the item to have a kayak storage area, votes were Yes--50 and No--12. 

On the item to charge a fee for kayak storage, votes were Yes--56 and No--6.  Bill moved to approve the addition of a kayak storage area and to charge a fee for storage.  Steve seconded the motion.  

 

BOARD OF DIRECTORS MEETING  

 

Ben Epifanio called the Board of Directors meeting to order at 5:05 PM. 

Board members listed at the Membership Meeting were as listed above.  Stan Domijan joined the meeting at 6:10 PM by conference call. 

Steve moved to waive reading of the minutes from the January meeting.  Bob seconded the motion.  The motion passed. 

Larry reported that he talked to the new maintenance man at the Bird Sanctuary.  They have started putting up new nets, trimming trees and painting the bird pools.

Ben gave a treasurer's report as of 2/29/16. 

Operating cash            $194,512.94

Reserves                       718,270.59 

Add. assets                       4,379.18 

Total assets                   917,162.71

Larry moved to approve the treasurer's report and Bob seconded the motion.  The motion passed. 

The delinquency report was as follows:  90 days total $226.40.  The rest of delinquents are mostly small amounts.  The total due is $312.42. 

OLD BUSINESS 

The vote for material alteration to the property by the addition of a kayak rack was accepted.  Steve reported a bid of $1850 from KayRacks.  This rack is not powder coated.  He had a sample of the material they use.  It would hold 8 kayaks.  A second quote for a powder-coated rack was $2600.  Barb questioned where the rack would be placed and whether we have the necessary permits.  Bill stated that we should go with the powder-coated rack.  Steve moved to go with  KayRacks.  Barb seconded the motion.  The motion passed. 

The amount of rental fee to be charged was discussed.  Steve said he pays $150 per year at another location.  The owner of 1304 was asked for input on fee amounts and she suggested $200 per year.  Barb moved to charge $200 per year and Bob seconded the motion.  The motion passed.  The fee will be pro-rated the first year upon completion.  2017 will start in January at the same time as the parking space lottery. 

Ben reported that RL James has completed the concrete repair from rebar spalling. 

NEW BUSINESS 

The diesel generator in Building I is a 1982 model.  It is creating soot on the building.  An estimate of replacement with a natural gas generator to be placed on the roof was $50,000 - $55,000 not including gas.  Ben was asked to check with them about putting the generator in the same place as the old one. 

On the issue of Emotional Support Animals, it was reported that we could put restrictions in our Rules and Regulations, put in Documents, which needs owner approval vote, or wait for state or national ruling.  The Board directed Ben to move forward with our Attorney to adopt rules and regulations about Emotional Support Animals. 

Pooled Reserves: 

We presently have line items mandated by the state for roof, mansards, ets.  The advantage to having Pooled Reserves is that we can used money from one account to another.  With line item, we have to get a vote from 2/3 of membership.  The item was tabled for now.  The board will meet with Erica this fall for further explanation when figuring the budget for the next year. 

Larry moved to adjourn at 6:20 PM.  Bob seconded the motion. 

 

Respectfully submitted, 

Sherrod West, Secretary 

Minutes recorded by Connie Charlton

 

 

 

 

BEACH COTTAGE CONDOMINIUM ASSOCIATION

SPECIAL MEMBERSHIP MEETING

JAN. 14, 2016

 

 

Ben Epifanio called the meeting to order at 5:15 PM in Unit 1102 in Beach Cottage I. 

Board members present were as follows:  Steve Bazarte, Larry Charlton and Bob Parker. 

Present on speakerphone conference call were Stan Domijan and Bill Soenksen. 

The proof of meeting notice was posted at the elevators. 

There was not a quorum from membership votes. 

NEW BUSINESS 

Warren Meier drew the parking lottery.

1.   1504  Robert Parker

2.   1406  Lawrence McCreary

3.   1306  Dennis Smith 

4.   1314  Anthony Nicoletti 

5.   1304  Andrew Cavanaugh 

6.   2202  Thomas Krueger 

7.   2506  Thomas Krueger   

 

The board decided to reconvene on Feb. 22, 2016 at 5:00 PM for items to be voted on. 

Steve moved to adjourn and Bob seconded. 

 

Respectfully submitted,

Sherrod West, Secretary 

Thanks to Connie Charlton for taking minutes.

 

 

 

 

BEACH COTTAGE CONDOMINIUM ASSOCIATION

BOARD OF DIRECTORS MEETING

JAN. 14, 2016 

 

Ben Epifanio called the meeting to order at 5:35 PM.  Board members present are as follows:  Steve Bazarte, Larry Charlton and Bob Parker.  Present by conference call on speakerphone were Stan Domijan and Bill Soenksen  The elevators posted proof of notice of the meeting. 

Steve read the minutes of the November meeting.  Larry moved to approve the minutes and Bill seconded the motion.  The motion passed. 

The treasurer's report was given by Ben and is as follows: 

Operating cash              $130,665.50 

Security deposit                   1,000.00 

Reserve fund                   705,987.82 

Delinquents                         3,228.03 

 

The delinquent amount for a specific unit was submitted to our lawyer who feels that under the circumstances we are owed this money.  Bob moved to go forward with collections by the lawyer.  Larry seconded the motion.  The motion passed.  Bill suggested that we contact Florida Lifestyles, who rent the unit, about the proceedings. 

 

OLD BUSINESS 

Kayak storage was tabled due to the lack of owner votes.  

Service animals 

Our lawyer sent a letter to the person requesting bringing a service dog about our rules:  1. Not to use elevator. 2. If there are complaints about barking, the dog will be required to wear a muzzle. 3. For six months after the dog is present, renters must be informed that there was a dog in the unit. 

The pool has a chip in the bottom.  A diver came out and did a temporary fix to keep the chip from getting larger.  The pool membrane will need to be replaced.  Larry moved to close the pool from May 2-6, 2016.  Bill seconded the motion. 

Larry contacted Bright House about four units that did not have cable run into the second bedroom.  Bright House will call before coming out.  They requested that they give us at least 4-day notice so owners or renters can be notified. 

Ben met with Gary Wasser about spaling in some areas.  He should have an estimate by the next meeting.  The estimatte should include time and material. 

Ben reported having problems with the new cleaning person not doing all he was suppsed to do.  Ben has received some applications.  He would like to hire a person through Resource instead of going through another company.  Keith would be his supervisor rather than the cleaning company. 

The floor was opened for questions but there were none. 

Steve moved to adjourn at 5:55 PM.  Bob seconded the motion. 

Respectfully submitted, 

Sherrod West, Secretary 

Thanks to Connie Charlton for taking notes.

 

 

   

 

 

BEACH COTTAGE COMDOMINIUM ASSOCIATION

SPECIAL MEMBERSHIP MEETING

  NOV. 12, 2015 

 

Ben Epifanio of Resource Property Management called the meeting to order at 5:20 PM in Unit 1102 of Beach Cottage I. 

Board members present are as follows:  Steve Bazarte, Larry Charlton, Bill Soenksen, Barbara Pflug, Bob Parker and Sherrod West.  Stan Domijan was present on the speakerphone. 

Elaine DeRiso and Lars Fluur agreed to count the proxies.  A quorum was certified with 56 proxies returned. 

While the proxies were being counted, the floor was opened for owners to speak.  Barb Pflug has been in contact with the mayor of Indian Shores regarding the power grid across the street.  After the first of the year, work will begin to make the electricity underground.  She hopes that the property might be used for a park.  Barb Pflug is investigating possible solar power for BC.  At this time, the solar issue is not settled with state officials in Tallahassee.  David Taylor questioned how incorrect figures on the first budget mailing were allowed to be sent out.  While not involved in the mailing, Ben apologized for the error.  Ben reported that insurance costs are going down due to the fact that we have had no hurricanes in recent years.  Steve Veltrop had questions about the maintenance budget differences in 2015 and 2016.  Larry explained that we had to pay Greg more as well as paying his insurance.  Surplus funds in maintenance were used for pavers and new lighting rather than assessing owners.

Proof of notice  of the meeting was established. 

Minutes of the previous meeting were not available.  Reading of the minutes was waived. 

There were no membership issues. 

Elaine and Lars were thanked for counting the proxies.  There were 60 proxies returned. 

The votes were as follows:     Yes      No 

Funding partial reserves            50      19 

Audited Financial                       46      13 

2015 Surplus Carryover             58        1 

Funds for Different Purpose       48       10  

A moment of silence was observed for Tom Pollack who passed away this fall. 

Bill  moved to adjourn the membership meeting.  Steve B. seconded.  The meeting adjourned at 6:05 PM.  

 

Respectfully submitted, 

Sherrod West, Secretary

 

 

 BEACH COTTAGE CONDOMINIUM ASSOCIATION

BOARD OF DIRECTORS MEETING 

NOV. 12, 2015 

 

All board embers were present as noted in the special meeting minutes. 

The treasurer's report was as follows:  Operating cash - $120,272.30; Security deposits - $1000; Reserve funds - $700,101.34. 

The status of 1503 was discussed.  The unit sold in July 2014 as an auction, foreclosure sale.  The owner is paying no maintenance fees while the unit is being rented.  Ben will research this as well as the identity of our association lawyer. 

The amount of delinquency is in great shape according to Ben.  Bill suggested that small amounts on the report be removed.  Ben will research this. 

There was no old business. 

NEW BUSINESS 

Old furniture was left and not picked up by charity as expected.  It was decided that a notice be sent to owners to not leave furniture or construction materials on the property. 

Kayak storage issues were discussed.  Ben stated that this is a material alteration to the property.  Questions about liability were discussed.  Steve will check on costs.  Larry moved to check out costs and send information about possible kayak storage with the  parking lottery information. 

Lock boxes were discussed.  Boxes on individual unit doors are allowed.  Access to the building is the main issue.  It was suggested that the office at Sand Dollar might be willing to help with the issue of keys. 

Larry has a proposal of $300 for adding timers to various lights on property that are on 24 hours a day.  Bob moved to move ahead with the project and Bill seconded the motion.  The motion passed. 

Repairs need to be made to valves that turn off the water to each of the 20 stacks of units.  Each valve will cost $208.  Bill moved to go ahead with this and Steve seconded the motion.  The motion passed. 

The new cleaning person is Patrick DeJesus. 

Barb had questions about cloudy windows and requirements for tile underlayment. Windows are the responsibility of the unit owner.  Cork underlayment is required for all tile floors except bathrooms. 

The next meeting was set for Thursday, Jan. 14, 2016 at 5 PM. 

Larry moved to accept the budget and Bill seconded the motion.  The motion passed.  

Bill moved to adjourn the meeting and Bob seconded the motion.  The meeting adjourned at 7:10 PM. 

 

Respectfully submitted, 

Sherrod West, Secretary

 

 

 

 

 

BEACH COTTAGE CONDOMINIUM ASSOCIATION

ANNUAL MEMBERSHIP MEETING MINUTES 

MAY 19, 2015

 

The membership meeting was held in Unit 1102 in Beach Cottage I.  The meeting was called to order at 6:10 PM by Al Freda.  Board members present were as follows.  Larry Charlton, Bill Soenksen, Bob Parker, Deb Goden, Steve Bazarte and Sherrod West.  Present on conference call on speakerphone was Stan Domijan. 

The quorum of proxies was certified to be 50. 

The meeting notice was posted by the two-week deadline. 

New directors are Larry Charlton and Barbara Pflug.  There is one vacancy on the board. 

Bob Parker moved to accept the draft of the 2014 annual meeting minutes without being read.  Larry seconded the motion.  The motion passed. 

Treasurer, Sherrod West, reported that the Operating cash balance is $90,936.08. Delinquent owners' fees are $4,203.29.  

Deb Goden handed off the recycling information.  She reported that Keith has the primary information.  Al reminded the owners that a committee such as this needs to be appointed every year.

There was no unfinished business.

NEW BUSINESS

Barb Pflug pointed out that Indian Shores has new re-entry tags.  Owners need to go to the town hall with proper identification to obtain these.  Connie will post this information on the Beach Cottages website-www.beachcottagecondominium.org. 

Barb is working on a beautification project with the vice-mayor of Indian Shores.  She proposed adding landscaping to block the view of the electrical grid across the street from Building II.  It is possible that this equipment will be underground at some time.

Barb also reported that some owners thought there had been unauthorized entry into their units. 

Barb stated that rental agents are hiding unit keys on property because the lock boxes are no longer allowed.  Several possible solutions were discussed but this issue will be discussed at the next meeting.

Steve Bazarte proposed the addition of a structure on-site in which paddleboards, kayaks and such could be stored. The structure would be secured and locked.  It was pointed out that permission from Indian Shores would be necessary.  Al pointed out that this might need a membership vote.

Mrs. Deriso of 1207 stated that her balcony floor needs repair and that her bedroom window is foggy.  Barb related that Gemstone Concrete Coatings repaired her balconies. The windows are now out of warranty so repairs will be the responsibility of the owner.

Steve Bazarte is meeting with the Audubon Society people on 5/20 to discuss ways to prevent balls from going into the skimmer area. 

Carolyn Soenksen reminded those present about the Memorial Day picnic at Town Hall on Monday from 1-4 PM.

Steve moved to adjourn the meeting. Larry seconded the motion.  The motion passed.  The meeting adjourned at 6:55 PM. 

 

ORGANIZATIONAL MEETING

Al Freda called the meeting to order at 6:56 PM. 

The board vacancy was first order of business.  Bob nominated Steve Bazarte to be appointed to the board.  Larry seconded the motion.  The motion passed.

Larry nominated Steve to be President,  Bob seconded and the motion passed. 

Bob nominated Larry to be Vice President, Barb seconded and the motion passed. 

Larry nominated Sherrod to be Secretary/Treasurer, Steve seconded and the motion passed.

Bill moved to adjourn, Larry seconded and the meeting adjourned at 7:00 PM.

Respectfully submitted,

Sherrod West, Secretary

 

 

 

BEACH COTTAGE CONDO ASSOCIATION

BOARD OF DIRECTORS MEETING

FEB. 16, 2015

 

Chamma Skipper called the meeting to order at 5:01 PM.   Directors present were as follows:   Steve Bazarte, Larry Charlton, Deb Goden and Sherrod West.  Stan Domijan and Bill Soenksen were on speaker phone. 

A quorum was established.  The notice of meeting was posted prior to 5 PM on Saturday, February 14, 2015. 

Bill moved to approve the meeting minutes from Jan. 13 meeting.  Steve seconded the motion.  The minutes were approved. 

Chamma provided the Treasurer's Report as of 12-31-14.  Operating cash was $70,161.26, reserve funds $641,381.26, and security deposits $1992.  The attorney for the association is reviewing the delinquent fees.

 Manager's Report

Bids were obtained for additional pavers beside the south entry door to the lobby.  Bids were incomplete at the time of the meeting.  Steve moved to proceed with the work provided the estimate does not exceed $1800.  Larry seconded the motion.  The motion passed. 

Landscape maintenance was discussed.  The current company's work has not been satisfactory.  A proposal from another company was discussed.  A list of properties serviced by the new company was provided.  Stan moved to try to get the estimate reduced while retaining the new company.  Larry seconded the motion.  The motion passed. 

A list of the results of the parking lottery was provided. 

Effective February 2015, the association attorney is Zacur, Graham and Costis in St. Petersburg. 

State Statute requires an audit of the accounting for the association every three years.  The last audit was 2010.  A proposal from Bashor and Legendre CPA was provided.  The proposed cost is $4,800. 

One Source for access by board members to Resource Property Management was discussed.  Access information will be provided. 

Chamma will email meeting information to board members prior to meetings.  This will be able to be accessed on laptop or other wireless device once the wireless installation is complete.  Wifi will be available in the clubroom and poolside.  The access is free if you are a Brighthouse customer.  He will be available on site every Tuesday at 11 AM. 

There was no old business. 

Comment From Unit Owners: 

Ray McNally reported that he talked to the cable contractors.  He was told that there would be five Wifi access points in the building that will reach the beach with no password required.  Chamma will check on this.

A huge white dog on site was reported.  The dog owner is a unit owner who provided a letter from a doctor saying the dog is an emotional support dog.  The information was sent to the attorney for a decision.

George Rapp asked about the skimmer situation for the upcoming season.  Various possible solutions were discussed.  Chamma was not aware of this problem. 

Deb provided a recycling update.  It was decided to mount the chart of items for recycling in the elevators.  Chamma will obtain plastic mounts for this.  

Chamma is working on signs for the carts. 

Stan asked about obtaining LED lights for landscape lights and for replacement lights.  This will be discussed next month. 

Steve moved to adjourn, Larry seconded the motion.  The meeting adjourned at 5:57 PM. 

Respectfully submitted,

Sherrod West, Secretary

 

 

 

The Beach Cottages Condominium Association

Of Indian Shores, Inc.

Board of Directors Meeting

January 13, 2015

 

 President Steve Bazarte called the meeting to order at 5:02 PM. 

Board members present were as follows: Steve Bazarte, Larry Charlton, Deb Goden, Bob Parker and Sherrod West. Bill Soenksen and Stan Domijan were present by conference call.

Jeff Bush, insurance agent from BBT Insurance gave a presentation about our insurance policies.  This company took over our insurance in 2010.  He reviewed some history of our insurance coverage.  He reported that our wind policy, which is the most expensive of our policies, has been secured at $6,000 less than last year with a possibility of a rate decrease next year.  He stated that Florida law requires an insurance appraisal every three years, which will be 2016 for us. 

Chamma Skipper, Community Association Manager from Resource Property Management was introduced.  He explained about a computer program from Resource called One Source, which will be available to the directors.   

Larry Charlton posted the meeting notice on Saturday, January 10. 

The December financials have not been finalized and should be out by January 20.  Steve moved to waive the financial report and Larry seconded the motion. 

Chamma reported on the status of 1503, which was sold at auction in May 2014 and was promptly quit claimed to Bona Fide Properties.  Foreclosure on this property is at least six months away.  Because this property is being rented by Florida Lifestyles, Chamma will talk to them about fees due to the association.  There was a question about the policy of an application to the board from new owners. 

There was no old business. 

New business: 

The parking space lottery was held.  There were ten applications for the seven available spots.  Hansine Taylor drew the sealed envelopes, which went as follows:

    1.   1302   Hubener                                                              6.   2202   Krueger

    2.   1108   Meier                                                                   7.   2506   Krueger

    3.   1410   West                                                                    8.   1504   Parker

   4.    1505   Charlton                                                               9.   1306   Smith

   5.    2502   Aristo                                                                  10.   1309   Hewetson  

The 8-10 draws are alternates.   The owners present chose parking spots.  Attempts to contact Aristo and Krueger were not completed at the meeting. 

Chamma discussed our previous discussion of retaining a new attorney.   He works with other associations and has the name of a law firm which comes highly recommended.  He will get information, fee scales to send to the board.

Larry presented a proposal for replacement of the lobby tile in Building I with samples of the tile for a price of $1600, plus tile.  Tony McDermott has done extensive work for the association as well as individual owners.  Steve moved to accept the proposal and  Bob seconded the motion. 

Sherrod inquired about the use of the pool deck on Saturday, April 11 for a family wedding.  A $500 deposit will be provided.  Larry reminded us that 11 PM is quiet time in Indian Shores. 

Ray McNally inquired about friends of his who want to play music on the deck.  The board found no problem with this. 

Bob moved to adjourn the meeting and Bill seconded the motion.  The meeting adjourned at 6:23 PM. 

Respectfully submitted,

Sherrod West, Secretary

 

 

 

BEACH COTTAGE CONDOMINIUM ASSOCIATION

BOARD OF DIRECTORS MEETING 

November 18, 2014

The meeting was called to order at 5:20 PM.

 Board members  present were as follows:  Steve Bazarte, Larry Charlton, Bill Soenksen and Deb Goden.  Stan Domijan and Bob Parker were present by telephone. 

Minutes of the last board meeting will be read at the next board meeting. 

Dot Thomas of Resource Property Management gave the Treasurer's report. 

As of Oct, 31, 2014 the following amounts were on hand: 

   Operating Cash                                                   $537,795.07 

   Reserves                                                             $628,302.71 

   Delinquent and accounts receivable                   $    2,500.00

   Over budget                                                         $   66,185.00 (because of Symbiont project and insurance increase) 

Bob Parker moved to accept the treasurer's report.  Bill Soenksen seconded the motion.  The motion was passed.

New Business 

    1.  Dot Thomas explained the 2015 Operating Budget.  There was discussion on insurance price and coverage.  It was requested that we get bids from other vendors.  It was suggested that an ad hoc committee be formed to investigate other vendors.  Steve Bazarte moved to approve and Bob Parker seconded the motion.  The motion passed. 

    2.   Installation of new entrance gates to help with security was presented by Ben.  A drawing was shown the board by Ben.  This would be a gate with electronics and a switch to Bright House phone system.  The cost would by $17,194 with additional landscaping being $2400.  Stan Domijan moved not to install the gate and Steve Bazarte seconded the motion.  The motion passed unanimously. 

    3.   Ben proposed installing 18 concrete pots with triple Christmas Palms for the pool deck at a cost of $14,000.  Steve Bazarte moved to not proceed with this project with the motion seconded by Bill Soenksen.  The motion passed unanimously. 

    4.   Bill Soenksen suggested that signs be installed on the luggage and grocery carts instructing that they be returned to the designated areas. 

The volleyball net was put up again on 11-18-14. 

Larry Charlton moved to adjourn at 6:05 PM.  The motion was seconded by Steve Bazarte.  Meeting adjourned at 6:05 PM. 

Respectfully submitted

Sherrod West, Secretary

Minutes recorded by Connie Charlton

 

 

 

                                        BEACH COTTAGE CONDOMINIUM ASSOCIATION

                                                           Special Membership Meeting 

                                                                  November 18, 2014 

The special membership meeting was called to order in Unit 1102, Beach Cottages 1 at 5:14 PM by Ben Epifanion. 

The folowing board members were present: Steve Bazarte, Larry Charlton, Bill Soenksen and Deb Goden.  Stan Domijan and Bob Parker were present by telephone. 

The meeting was posted last week and proof of notice was provided. 

Bill S, moved to approve the minutes of the May meeting, it was seconded and approved.

New  business was voting on the following three financial issues: 

    1. Vote for partially funding the reserves

    2. Vote for carry over of any 2014 surplus funds

    3. Vote for use of reserve funding in disaster/catastrophic event 

All issures passed unanimously by votes of 49-0. 

The meeting adjourned at 5:20 PM. 

Respectfully submitted,

Sherrod West, Secretary 

Minutes recorded by Connie Charlton

 

 

BEACH COTTAGE CONDOMINIUM ASSOCIATION

ANNUAL MEETING

MAY 20, 2014

The membership meeting was held in  Unit 1102 in Beach Cottage I.  The meeting was called to order at 6:10 PM by Ben Epifanio.  Board members present were as follows:  Larry Charlton, Bill Huebner, Bill Soenksen, Deb Goden and Sherrod West.  Present on conference call on speaker phone were as follows:   Steve Bazarte, Bob Parker and Stan Domijan.

Volunteers were solicited to act as inspectors of the election.  Tom and Cheryl Pollack volunteered to open envelopes and count ballots.

Ben established that we had the necessary 48 for a quorum.  Proof of notice of the meeting was posted by the two week deadline.

Bill H. moved and Bill S. seconded to accept the minutes of the 2013 meetings as provided.

Deb reported that the recycle bins were proving successful.

Ben apologized for not addressing Greg's death in a more timely fashion.  He reported that Keith Swisher has been hired and is doing a good job.

In the voting issues, both passed - Carry over of Surplus Funds had 54 yes votes and Use of Reserve Funds in a Disaster/Catastrophic event had 52 yes votes.

Steve  reported on negotiations with the Bird Sanctuary.  The Bird Sanctuary is protected so there is nothing we can do about the bad odor.  Steve met with representatives of Eckerd College, the Audubon Society and Fish and Wildlife.  They have opened walkways for the beach access in the nesting area of the Skimmers.  Steve reported that there are floating nesting areas at Ft. Desoto and offered to pay for these for BC.  We will look into this for  next year.  The effect on rentals was discussed as well as the fact that renters may not respect the nesting area.

The issue of WiFi for the entire building was deemed to be too expensive. 

The website is up and is being maintained by Connie Charlton.  The address is www.beachcottagecondominium.org.  The website  includes minutes of all meetings, insurance forms for mortgage companies, condo rules, report of the new maintenance man.  The Association thanked Connie for her efforts. 

The new board members elected are: Stan Domijan, Robert Parker, Bill Soenksen and Sherrod West. 

George LeClaire moved to adjourn the membership meeting.  George Rapp seconded the motion.  The meeting adjourned at 6:45 PM.

Immediately after the membership meeting adjourned the Board of Directors meeting began.  The first order of business was the election of officers.  Bob nominated Steve as President, Stan seconded.  Bob nominated Larry as Vice President, Steve seconded.  Bill S. nominated Sherrod as Secretary/Treasurer.  Deb. seconded.  All were elected as nominated.

Ben reported that the well drilling for the Symbiotic pool system will begin probably May 27.  We discussed ways to pay off the loan necessary for the system.  The cost is approximately $66,000.  Ben has secured a loan with interest of 5%.  Bill S. moved that we take $10,000 from the Unallocated Interest Fund with a 36 month schedule of payment which would make the monthly payment of $1681.  Larry seconded the motion.  Some of the payment will be covered by funds saved from decreased use of natural gas.  Ben will find out if there is any prepayment penalty with this loan.  The board passed Bill's motion. 

The saltwater system for the pool was approved.  Ben has spoken with the Pinellas County Inspector who related that saltwater cannot be the only system to generate chlorine.  He estimates that 70% will be covered which should decrease chlorine costs by 70% depending on pool usage. 

Ben will provide a list of suggested attorneys.  Professional expenses are budgeted at $10,200  per year.  Bill H. said  that he would have his son-in-law review the names of any proposed attorneys.  There was discussion about the procedure in foreclosures due to non-payment of maintenance fees.  There was a question of who receives the money from foreclosure first, the association or the attorney.  Donna and Dennis Smith are looking into this. 

There was no old business. 

Larry moved to adjourn, Bill S. seconded.  The meeting adjourned at 7:15 PM. 

Respectfully submitted,

Sherrod West, Secretary

 

 

 

 

Beach Cottage Condominium Associaton

Board of Directors Meeting

March 13, 2014

 

The meeting was called to order by Ben Epifanio at 4:10 PM.  Directors present were as follows:  Bill Huebner, Debbie Goden, Steve Bazarte, Larry Charlton, Bob Parker, and Sherrod West.  Bill Soenksen was present by speaker phone.  A quorum of directors was established.  The meeting was posted within 48 hours of the meeting.

Ben asked for volunteers to count ballots about the saltwater pool issue.  Doug Short and Marco Bellisario volunteered. 

Bill H. moved to dispose with the reading of the minutes and Steve seconded. 

The Treasurer's report gave the following information: 

Operating Cash                                   $  59,946.80 

Reserve Cash                                       592,360.64 

Delinquent Owner fees                            (8,819.41) 

Larry moved to accept the Treasurer's report and Bill H. seconded the motion. 

 

OLD BUSINESS

Atrium Landscaped Design 

Ben reported that the soil analysis by the Extension Service revealed that the soil is not great.  Ben estimated a total cost of around $30,000 for this project.  An estimate of $8,000-$10,000 was given to remove and dispose of the old soil.  There could be other options such as sub-contracting the work on the soil.  The sprinkler system also needs to be replaced.  Debbie Goden asked if the atrium work could be done in phases or stages and if there was a drawing of the proposed plan.  The board felt that we need a copy of the report from the Extension Service and a layout drawing before proceeding.  Larry moved to table the discussion until we have this information and Steve seconded the motion. 

Deck Lighting 

Larry distributed estimates for the new lighting fixtures.  The main question was whether to go with LED bulbs or the compact fluorescent bulbs.  The LED bulbs are about four times more expensive than the fluorescents and give out less light.  Steve moved to go with the fluorescents and Bill H. seconded the motion.  Betty Parker suggested having an antique dealer look at the old fixtures and we might be able to sell them.  Ben will order the new fixtures. 

Recycling

Debbie reported on the recycling.  She has been monitoring the situation with Progressive Waste Solutions - 727-572-6800 (contact person - Spencer Borisoff 727-288-6800, Operations Manager - Justin 727-235-5368). We have been scheduled for Monday and Thursday pickups, but the pickups have not been as scheduled.  Because of that problem, in March we are getting two pickups per week at the price of one pickup per week.  We have five containers which have been full.  Larry reported that the amount of trash has decreased. Debbie had booklets to be distributed and a one page sign explaining the process.  It was asked if rental agents provided recycling information in the rental packets.  Larry will call rental agents to ask that they do this.  It was suggested that a copy of the one page directions be posted in all units.  The booklets will also be available in the lobbies.

NEW BUSINESS

Symbiont Pool Heating System and switch to Saltwater Pool 

The saltwater pool needed 71 votes for a 75% of owners voting.  There were 47 positive and 5 negative votes.  The issue did not pass due to lack of votes.  Ben reported that we could table this for 90 days to see if we could get more votes.  There was discussion about the saltwater pool and the geothermal pool heating system with questions from owners.  Steve has been making calls to get more information.  Larry moved to table this issue and Steve seconded the motion. 

Reserve Study

The reserve study is needed if we get a loan to finance the geothermal system.  From information presented at last month's meeting, Ben estimated a cost of $4900.  This engineering study assesses the building and property and makes recommendations on what needs to be done.  It could possibly help reduce insurance costs.  Bob P. moved to go ahead with the study and Steve seconded the motion.

Larry moved to adjourn and Bill S. seconded the motion.  The meeting adjourned at 5:05 PM.

 

Respectfully submitted

Sherrod West

Secretary/Treasurer

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Board of Directors Meeting

Feb. 13, 2014 

 

The meeting was called to order by Ben Epifanio at 5:04 PM.  Members present were as follows:  Steve Bazarte, Larry Charlton, Bill Huebner, Debbie Goden and Sherrod West.  Bill Soenksen was present by speaker phone. 

Proper notice of the meeting was posted.  Bill Huebner moved to dispose with the reading of the minutes of the previous meeting.  Bill Soenksen seconded the motion. 

The treasurer's report included the  following information: 

    Operating cash              $ 63,247.50 

    Reserve cash                  585,805.02

    Delinquent fees                  (8,424.75)

    Maintenance & Repair        (5,116.06) 

Over budget due to plumbing repairs, chimney cap, building supplies, holiday bonus, deck project, trim palms & pest control.

    Administrative                     (3,391.51)

Over budget due to 2014 coupons, legal fees, quarterly tax payment,  and insurance down payment. 

Larry Charlton moved to accept the treasurer's report.  Bill Huebner seconded the motion. 

Petty cash funds from Charlie Crowder were ratified to go back into the operating account.  Bill Soenksen moved to ratify and Steve Bazarte seconded the motion. 

Petty cash funds from Greg Bidlow were ratified to go back into the operating account.  Bill Huebner moved to ratify and Steve Bazarte seconded the motion. 

OLD BUSINESS 

The recycle containers are a great success.  There are currently three containers:  one by the trash rooms in buildings I & II and by the mailboxes in building I.    Because the containers are being filled, it was decided to order two more containers.  Signs indicating what is acceptable and not acceptable are being made. 

Ben and Larry will be purchasing five new garbage cans for the pool deck. 

Ben discussed some of his plans for the atrium landscape design.  He stated that we will probably need to replace the sprinkler system in the atrium.  The board asked that a drawing of the plan be presented at the next meeting. 

Steve will pull a permit and install the volleyball net. 

NEW BUSINESS 

The Symbiont Heating System will require the drilling of two wells on the front extreme edges of the property.  This system uses heated water from the earth to heat the pool water.  This will require getting a loan by Ben stated that money saved from the natural gas bill would cover most of the loan payment.  The projected savings over 20 years is $255,000.  The board asked for an estimate from another company before proceeding. 

Switching the pool from fresh water to salt water requires a 75% vote by the owners.  Information about this will be sent to owners with the annual meeting information so the vote can be done at the annual meeting. 

Ben recommends that a Reserve Study be done.  This is done by an independent company to assess the building and property and to make recommendations for upkeep and improvements.  Ben will get information about the exact cost by the next meeting.  This study could help reduce insurance costs and is mandatory before securing a loan. 

Larry had estimates and an example of replacement light poles.  The PVC poles have a stainless steel interior rod.  They are approximately one-third the cost of galvanized steel poles.  The current estimate is for 9 foot poles.  The board asked to get an estimate for 7 foot poles.

Thanks were offerred to Larry Charlton for all his hard work in keeping the property looking so good and helping with maintenance. 

Connie Charlton is working on the web page for the condo.  It was suggested there be a newsletter in the May mailing.  E-mail updates are needed.   An e-mail will go out  informing owners about Greg's death. 

New deck chairs have been ordered. 

Bill Huebner moved to adjourn the meeting and Steve Bazarte seconded the motion.  The meeting adjourned at 6:15 PM. 

Respectfully submitted, 

Sherrod West, Secretary      

 

Board of Directors Meeting

Jan. 21, 2014 

 

Ben Epifanio called the meeting to order at 5:06 PM.  The meeting was posted for all members per association requirements.  The following board members were present:  Steve Bazarte, Larry Charlton, Bill Huebner, Deborah Goden.  Board members present by telephone were Bill Soenksen and Bob Parker. 

 

New business was the first order of business because the insurance representative, Jeff from BB&T was on the phone to give details on insurance.

 2013 insurance   $64,923.62                          2014    $108,669.32

          property       14,307.53                                          18,582.15  P & L combined

          liability            4,084.70                 

          wind              30,807.00                                          72,000.00

         D&O                    953.23                                               952.23

         Umbrella          2,671.00                                            2,670.50

         Bond                   813.44                                               813.44

         Work Comp        627.00                                               712.00

         Equip. fail           846.00                                               854.00

         Flood               6,171.04                                            7,620.00

        Add. Flood       3,643.68                                             4,464.00

 

The buildings are now rated as two buildings rather than three.  It is now with the Westin Group, no longer Citizens.  Financing this bill instead of having an assessment to cover it. 

 

Sam Roback questioned the coverage and requested a copy of the coverage, but later told Ben he didn't need the copy. 

 

Larry moved to approve the minutes of the last meeting.  Steve seconded the motion.  The motion passed. 

 

OLD BUSINESS

Connie Charlton is now trying to update information for the website. 

Ben will draw up a design for landscaping the atrium at no charge to the association. 

 

NEW BUSINESS

Parking space lottery. 

Ben asked for a volunteer not in the lottery and not on the board to do the drawing.  Hansine Taylor picked the sealed envelopes from the box. 

    1.  2506  Thomas Krueger 

    2.  1108   Warren Meier 

    3.  1306   Dennis Smith

    4.  1309   Gary Hewetson

    5.  1302   Bill Huebner

    6.  2303   Sam Roback

    7.  1410   John West

The new spots start Feb. 1. 

 

Recycling information was presented by Deborah Goden.  The price is $20 per container per month with weekly pickup.  The items do not have to be sorted.  Bill S. moved to try recycling starting with three containers, once weekly pickup for 90 day trial.  Steve seconded the motion.  Deborah will give Ben the information to get this started. 

 

Ben gave a presentation on Symbiont Heating System for the pool and hot tub.  This will reduce or eliminate gas to heat the pool and hot tub.  The system heats water with water.  Water is pumped from wells from the aquifer for heat exchange.  Two wells would be drilled, one is supply well and the other goes to heat exchange.  The water goes from a 4" pipe to a 1" pipe which causes friction which heats the water.  There are no moving parts to wear out.  The system uses titanium for the heat coils.  The estimated cost is $64,484.  The current gas bill is now $19,685 and with the new system, is projected to be $6,700.  This is a board decision. 

 

Ben also suggested changing the pool to salt water at the same time which would save on chemicals.  This is an owner vote decision.  The board will set up a committee to visit other properties which are using this system. 

The floor was opened for questions and no questions were offered.  Bill H. moved to adjourn.  Steve seconded the motion.  The meeting adjourned at 6:35 PM. 

 

Respectfully submitted,

Sherrod West, Secretary

 

 

 

 


Board of Directors' Meeting

December 10, 2013

The meeting was called to order at 6:15 pm.  Board members present were as follows: Larry Charlton, Bill Huebner, Bill Soenksen and Debra Goden. 

Reading of the minutes was suspended to be read at the next meeting. 

 Adoption of the 2014 budget. 

Increase for income 4.25%.

Total maintenance increase 5.45%.

Insurance-unsure.  Jeff Bush has not gotten bill yet.  There is a possible increase of $60,000 to $85,000.  They are working with Coastal & Western.  There may be a possible assessment in 2014 to cover insurance. 

 

There was a suggestion to change telephone service from Verizon to Bright House.  They need to check the package to include wi-fi.  Board might check into having Bright House re-wire the whole building for better reception.  Bright House does this at no charge.

 

Bill Huebner moved to adopt the 2014 budget.  Larry seconded.  The motion passed.

 

Bill H. moved to adjourn at 6:30 pm. Bill S. seconded. 

 

Respectfully submitted from minutes taken by Connie Charlton,

Sherrod West, Secretary

 

Board of Directors Meeting 

Nov. 11, 2013

Ben Epifanio called the meeting to order at 5:53 PM in Unit 1102. 

Board members present are as follows: Steve Bazarte, Larry Charlton, Bill Soenksen, Bill Huebner, Debbie Goden and Sherrod West.  Bob Parker was on speakerphone. 

There were no resignations or appointments. 

Steve moved and Larry seconded the motion to waive the reading of the minutes. 

Ben reported on our financial situation.  Reserve funds total $573,255.50 and the operating account totals $81,098.11 

 OLD BUSINESS 

A volunteer was solicited to take over website management and Bob Parker agreed to do this.  He will contact Charlie to obtain more information about the website. 

 Ben has offered to help with our atrium landscape design.  He has done research and will give us ideas.  He plans to send soil samples to the extension service for analysis so that the plants chosen will thrive.  Ben, Larry and Steve will look at other areas of the property that need updating as well. 

 NEW BUSINESS 

The Beach Palms project will cost about $20,000.  Water from our pool deck leaked into a garage at Beach Palms causing damage to walls and mold formation.  After consulting our attorney, it was determined that repairing the damage would be more cost effective than litigation.  It is possibly an insurable event and the insurance company is trying to mitigate this so that we might possible recover some funds. 

 Four doors in Building II need replacing due to water damage, leakage and termites in some doors.  Ben is getting two quotes on this project. 

 The problem of peeling pain on the windows has been addressed with both the window manufacturer and the installer, Wilson Kehoe.  The manufacturer states that this is not their fault.  Ben will get two quotes on repairing and present this information to Wilson Kehoe. 

 Mike, our cleaning person, had an employment anniversary in July.  He requested a raise in pay.  The board unanimously voted to increase his salary by $0.50 per hour retroactive to July. 

 Bill Soenksen moved and Larry seconded the motion that the vehicle parked on the premises, which has not moved in a long time, be towed.  Ben will handle legalities.  This may take up to 60 days due to time required for notification. 

 The floor was opened for comments and questions.  The situation with the skimmers overtaking our beachfront was discussed.  The mayor and the Audubon Society have been contacted about this.  The consensus was that the orange construction fencing seems to contain the birds more than the rope that has been used in the past. 

 Bill Soenksen asked if our future contracts with people working on our property could include a clause withholding 10% of the payment for 90 days after completion in case further work is needed. 

 Bill Soenksen moved and Steve seconded the motion to adjourn.  The meeting adjourned at 6:50 PM. 

 Respectfully submitted,

Sherrod West, Secretary 

         2013 Annual Meeting Minutes
 
 
The annual membership meeting of Beach Cottage Condominium Association was held on May 21, 2013 at 18400 Gulf Blvd., Unit 1102. 
 
The meeting was called to order at 6:05 pm by Ben Epifanio.  Board of Directors present were Bob Parker, Bill Huebner, Steve Bazarte, Larry Charlton and Sherrod West.  Bill Soenksen and Barbara Pflug were on speaker phone.  A quoram was established.
 
Warren Meier and Tom Pollock were selected as inspectors of election.
 
Proof of notice of the meeting was done in proper time.  Reading of the minutes of the 2012 meeting was waived. 
 
Ben gave the Treasurer's report.  There were no other committee reports. 
 
There was no unfinished business from the 2012 annual meeting. 
 
While the ballots were being counted, members had comments on several issues.  There is missing lattice work in Building 2 and Ben will check on this.  There were questions about insurance coverage.  Having an appraisal done before renewal of insurance was discussed.  Collection of water in the southwest stairwell was pointed out as a possible safety hazard.  We are waiting for quotes on new lobby doors with work to start probably next week. 
 
The following persons were elected to the Board of Directors for a two year term:  Steve Bazarte, Larry Charlton, Deborah Goden. 
 
New business  
Vote to carry over 2013 surplus funds, vote to use reserves in a disaster/catastrophic event, vote to waive the 2013 audited statements and vote on the proposed parking amendments all passed. 
 
Bill Huebner moved to adjourn the meeting at 7:48 pm. 
 
Respectfully submitted,
Sherrod West, Secretary
 
 
 

click here to download file

Revised Meeting Minutes 3/9/10

BOD Minutes 11 2012