Date: Tuesday, July 24, 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 7:05 pm.
In Attendance: Sachin, Dominique, Cesar, Patrick, Yasmine
The Board reviewed and discussed financial statements prepared by association accountant, Jill Rubin. It was noted that chart of accounts was not detailed enough and reporting was inadequate. Sachin and Dominique were delegated task of following up with Jill for more detailed financial reporting and cleaning up chart of accounts.
It was also discussed that collections was better consolidated under one person than having both the association accountant and property manager involved, as this lead to miscommunications in collections situations.
Jill Rubin agreed to provide bookkeeping and financial statements only, and will be reducing her monthly fees by $500. Cheri (representing JLA Management) agreed to take on responsibilities of depositing and posting checks to proper accounts, sending out monthly AR, and handling communications with owners and the association attorney for an increased management fee of $300 monthly. This results in a net savings of $200 per month for the Association.
Final agreements with respective parties to be put in writing, however Board voted to move forward with arrangement and delegated responsibility of approving final language to Sachin and Dominique.
The Board briefly discussed the timeline for completion of the 2nd elevator, which should occur by early to mid September.
It was also noted that communication issues existed on the west elevator controller, which Connections is still working on. Sachin to follow up with Connections regarding elevator issues.
Storage to begin installation by July 30th. Francisco is till finishing up doors and installing commercial grade handles, and repairing drywall from moving the doorways to accommodate new storage units. Owners will be responsible for purchasing and maintaining their own padlocks on the storage units corresponding with their unit number.
5) Smoke Detectors
It was noted that due to construction, many of the smoke detectors were malfunctioning, and sending alert signals without the presence of smoke. Fire Department has come out several times to building, and has begun fining building ($1000 for each time they come out). The Board voted unanimously to replace the smoke detectors in the hallways, which has an estimated install cost of $3500 - $5000 depending upon the installer.
6) Trash Chutes
It was noted that the Trash Chutes need to be replaced very badly. The lining is torn in many areas and attracts insects. Also, the trash chutes regularly clog up. Replacing the lining and widening the openings is expected to solve issues regarding clogged chutes. One bid has been obtained, Board awaiting more bids to begin work on trash chutes.
7) Ratification of Previous Minutes
The Board ratified previous minutes for the board meeting on 5.14.18
8) Common Area Deposits
The Board voted to pass a move-in deposit of $500 for any large equipment moved through elevators. Owners and tenants will have to provide at least 48 hours notice so that pads can be put up. Move-in deposits must be made by cashier's check to ascertain that money properly clears.
The Board also voted to codify new renter deposits at $1000, for which any damage to common area can be repaired and cost applied to deposit. Any previous deposit amounts were grandfathered, per Board vote, so will apply to new tenants moving forward only.
Board to look into other legal options for common area damage.
The Board briefly discussed the need to renew the towing contract with either Midtown or Tremont. Cheri will provide update on this by next meeting.
It was noted that dock must begin by end of year. Board received updated bid from Miami Seawall to include concrete pilings (instead of PT wood). The bid also includes a railing along the association seawall. Board will obtain at least one more bid.
The meeting was adjourned at 8:47 pm.