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Board Meeting Minutes
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<p>DRIFTWOOD SANDS CONDOMINIUM ASSOCIATION, INC. BOARD OF DIRECTORS MEETING 20 April 2017 Minutes 1) Call to Order/Roll Call: The meeting was called to order by President Craig Valentine at 4:04 PM, 20 April 2017 in the DWS Meeting Room located at 2618 Gulf Boulevard, Indian Rocks Beach, FL. Also present were Denise Fischer (RPM), VP Marcel Turner, Secretary Ralph Montgomery and Treasurer Rod Benton. Owners present were; B. Ulrich (109), J. and M. Martinson (304), Karen Kalleja (203) and Sophie Ridha (108). Consultant Rob Shreffler, TRC Engineering. 2) Proof of Notice of the Meeting: President Valentine attested that notice for this meeting was posted on the condominium premises by order of the Board of Directors (BOD) in compliance with Florida Statutes. 3) Approval of Minutes for previous Board Meeting: The minutes of the Organizational Meeting on 19 January, 2017 were approved unanimously, Motion by M. Turner, second by R. Montgomery. 4) Officers‘Reports: M. Turner presented an updated tasks list to assist Arnie on priorities of work. It was unanimously agreed that the top priority is the maintenance on Walkway rails. 6) Committee Reports: Social Committee: (M. Turner report): Meet and Greet events were held in February and March. Annual Garage Sale was 08 April, 2017. Proceeds net were $86.75 Cash on Hand 20 April, 2017 = $292.20 7). Unfinished Business: None. 8. New Business: A. Transfer of Funds to cover generator expenses: Recent repairs of $11,000.00 require funds to cover the balance. President Valentine made a motion to transfer approximately $8,000.00 from unallocated interest to the General Reserve account to cover the deficit. Second by R. Brenton, Unanimously approved. B. Life Safety Deficiencies: Following the emergency fire call last week, the Fire officials have issued a citation. R. Brenton made a motion to instruct Simplex to address the problems with a stipulation that they report directly to RPM, who will question the proposals and ask for an hourly monetary breakdown. Second by M. Turner, approved unanimously. Brenton suggested that an “Information Card” be prepared for all units showing means of egress, etc., and submitted to the Fire officials for approval. Additionally to inform all residents that if they have special needs, they need to call Pinellas County and inform them. By doing so, they will be placed on file with emergency management for first level evacuation in case of emergency. President Valentine requested that RPM notify all owners that it is mandatory that they provide the association with keys to all units and respective storage rooms. They are to be notified that noncompliance with this Florida Statute may result in the association retaining a locksmith and back charging the owner. C. Alteration Request: The owner of unit #401 submitted a request to replace the glass in one sliding glass door at the balcony. Owner are reminded to provide a complete list of all proposed work in the Permission Application to the association. R. Brenton motioned to accept the request, R. Montgomery seconded. Unanimously approved. D. Water Intrusion Proposals: President C. Valentine presented the following remarks regarding this issue: Thank you for coming to the BOD meeting today. Usually I don't write out my comments, but because of the importance of this meeting, I have attached my notes. This is probably the most important meeting of the BOD in the 18 years I have lived here. We live in a building that was constructed in 1981 and has had many minor renovations and repairs and one major renovation in 2005/6. At that time we removed all wood from the top 5 floors, placed stucco over concrete masonry to modernize and protect our building and change the car port area. This was done to protect the infrastructure and integrity of the building while increasing the value of each unit. This cost over $1.2 million and paid through an assessment of all owners. We have been fighting a battle since 2013 in the 8 stack units of our building to prevent water intrusion into the units and more importantly into the slab and infrastructure that supports our building. Denise has the time line and expense for each repair in the 8 stack since 2013. The total cost was $53,900. To continue to fight this battle the BOD hired the TRC engineering firm to give us an account of the damages and the causes of this damage. Rob will discuss this further. (We hired TRC after getting 3 bids from engineering firms as dictated by our governing documents). TRC assessed the damage incurred by water intrusion into each unit. They have made recommendations to the BOD and our condo lawyer was present via conference call on April 7th to discuss liability and fault issues. The summary begins on page 32 and continues with recommendations and pictures of each unit. The BOD has discussed a time line for the 3 phases including the painting and repairs of fine cracks in stucco and balcony walls. We will continue to repair 5 balcony decks each year according to those having the greatest need for resurfacing. The engineers have recommended we begin with the repairs and replacements of sliding doors in the 8 stack ASAP. Our lawyer has reviewed our condo documents and it is the owners' responsibility to replace and repair all balcony doors with sliders and frames as per the scope of work outlined in their reports in the 8 stack ASAP. If the BOD approves the recommendation today, then at our next meeting, we will know the cost of each owner of units (#'s108, 208, 308, 408, and 508). This cost will be to replace all sliding doors and framework and install proper insulation, frames, doors with sliders and the type of glass for maximum hurricane forces. Following the introduction, Mr. Shreffler summarized the findings of the report. Inspections discovered several hair line cracks in exterior stucco. These are, not now, of major concern, since the building will be inspected and resealed/repainted (per the reserve schedule) next year. The major concern is for the continuing problems at the 08 stacks. The extreme exposure of these units to the harsh storms from the Southwest have caused compounding damage over the years. Inspections have indicated that the sliding glass doors do not protect infiltration of high velocity rain water. The first stage recommendation, accepted by the board of directors, is for replacement of all 08 stack sliders with high impact units. These doors will have a raised a raised threshold to block blowing water. It is desirable to commence the work before the August rain. TRC will provide all services required to oversee the work. At least three qualified contractors will be invited to bid the work. After discussion of the line items in the TRC proposal for services, M. Turner made a motion to accept the proposal dated 11 April, 2017, to be amended as per the above discussion this meeting. Second by C. Valentine, unanimously approved. * RPM was instructed to send copies of the TRC report to all owners by US mail. A copy of these minutes will be include in the mailing. A motion was made by M. Turner to set up a new line item account to track remediation work and to transfer funds from the deferred maintenance and prior year's fund as required to cover the charges incurred. Seconded by Valentine and approved unanimously. D. Open Discussion: M. Turner stated that some new owner have asked for recommendations for HVAC service. There was a consensus that Indian Rock Cooling has performed excellent services over a long period of time at Driftwood Sands. It was agreed that they be recommended with the usual disclaimer. RPM to work on the list of preferred vendors that the Association has had great success with over the years and provide it to the DWS website for everyone's viewing. M. Turner presented small signs reminding people to clean up after pets. Dogs can only be walked in the grass area at the NE corner of the property. The sign will be posted there. Further, it was determined that a small sign be posted at the grills reminding cleanup after use. RPM will have the Pool sign, previously approved by the board, installed. A discussion regarding CCTV will be referred to the next meeting agenda. 9. Adjournment: at 5:18 PM. Respectfully submitted: Ralph E. Montgomery </p>
