Date: Monday, May 14, 2018
Time: 7:00 pm
Place : Islander Pool Deck, 7928 West Drive, North Bay Village, FL 33141
1) Call to Order and Quorum
Meeting was called to order at 7:06 pm.
In Attendance: Sachin, Dominique, Cesar, Patrick
2) Collections Policy
The Board discussed a collections policy prepared by Haber Slade, major points:
--All accounts over $2k or 45 days past due will be forwarded for collections.
--When an account goes to collections, legal fees are not included on the A/R sheet for the Islander. Instead the unit is marked with an asterik and a separate invoice is prepared by Haber Slade.
--Payments are first applied to legal invoices applied to the unit that have accrued due to collections. For example, if an owner owes $2500 to the Association and $1000 of legal fees have accrued, and makes a check for $2500 the legal fees will be paid first and the remainder will be applied to the A/R still leaving an unpaid balance of $1500.
--As such the Islander accountant and property manager should always contact the collections team at Haber Slade to provide an up to date amount owed to any owner who arranges to make payments for unpaid dues.
--Owners who are behind may work out payment plans, but the plans need to go through Haber Slade's office and will often have consequences such as liens or foreclosure attached to the unit if any payment in the plan is missed.
--Legal fees will be tacked on to delinquent accounts first. In the event that fees are not collectible (due to situations such as a bankruptcy) then the Association will pay for collections related fees.
The Board voted and passed the updated Collections Policy.
It was also noted that during Jill's (Islander accountant) absence during a planned vacation, accounts at the Islander were not completely up to date. In future situations, Islander accountant will need to leave a clear point of contact who can post deposits in a timely manner when out of the office.
3) Elevators Update and Service Plan
The Board discussed progress with Elevator Modernization. At this point all door mechanisms from the 1st through 10th floors have been replaced. New equipment has been craned to elevator room. Control mechanism for West Elevator partially installed.
Work on the West elevator in progress. Expected completion date for mechanical work is the week of June 11, at which point, Burca Elevators and Gopi Security will work on the interiors for roughly 1 week. Inspection for West elevator expected to take place 3rd or final week of June, at which point work will start on East elevator.
The Board also discussed the new proposed service contract with Connections, major points:
-Monthly cost is $600 vs $900 under previous Otis Contract.
-After initial term, 1 yr renewals, vs 3 yr renewal under previous Otis Contract
-Specific Insurance policies to be maintained at all times spelled out
-Numerous other improvements over prior Otis contract -- such as average response times spelled out in contract for downed elevators
It was also noted that thus far, Connections has been far more responsive than prior service under Otis. Also modernization efforts has shown elevator mechanics to be highly skilled and going extra mile in installation efforts thus far in installing new equipment and refurbishing elevator shafts.
Board voted to pass Connections Elevator Service Agreement.
4) Storage Plan
At the previous meeting the Board passed a storage plan including a contractor by name of Vogler to install 36 x 36 storage units. Since that time, the manufacturer of the units sent a bid to install 30 x 36 units at a savings of $4k over the previous plan.
It was noted that the major benefit of the 30 x 36 units would be that odd numbered floors with smaller storage areas (due to the electrical rooms only being on odd numbered floors), could fit all 11 units in the storage areas and still have one storage unit to spare for Association use. This would prevent owners and residents from having to go up or down a floor to access their storage units.
The Board noted that under the 30 x 36 storage unit plan, on Odd numbered floors, the door closest to the window would be moved slightly left, and that both doors would be replaced and reversed to open outward. On the even number floors, the door by the window would be walled off, and the remaining door would be left as is. The sealing off, moving, and reversing of doors would be necessary to fit all storage units on their respective floors.
All handles for storage unit doors, electric room doors, and also laundry room doors would be replaced with commercial grade lever action handles.
The Board voted to void the old storage plan, which had not yet been acted upon, and pass the new storage plan utilizing Valiant to install 30 x 36 storage units.
It would be noted that delivery and installation will take roughly 6 weeks from the date of order.
5) Dock Update
The Board was able to locate a previous environmental report conducted and correspondence with Miami Dade County. It was noted that the biological assessment conducted is only valid until December 30th, 2018 at which point a new biological assessment would have to be undertaken.
The Board discussed the need to submit a new dock before the end of the year to avoid another study from being done. It was also noted that the configuration allowable in the report is different from the previous dock due to the presence of certain sea grasses and marine habitats next to the seawall. The new dock would have to be 10' off the wall, and recommended configuration may be an L or T shape. Also noted was that boat slips may be permissible but for resident use only. Review and comments by governing authorities is highly dependent on actual dock plans submitted.
It was noted that significantly more work needs to be done to reach out to regulatory agencies and dock experts to prepare bids before the end of the year.
It was also noted that due to involving many of the same regulatory bodies, the seawall and a new waist high fence along the seawall, should also be submitted at the same time as the dock.
Patrick will work with Cheri and attempt to gather information and bids by August 11th (3 months) so that Association is on track for submission.
6) 40 year Electrical
Cheri is in communication with Ralph (engineer on project) who is in the process of preparing paperwork covering the common areas only for approval. Submission is expected to get approval from NBV Building Department for certification.
7) Ratification of Previous Minutes
The Board ratified previous minutes for budget meeting on 4.10.18
Meeting was adjourned.