The Pelican Condominium of New Smyrna Beach, Inc. 2401 South Atlantic Avenue New Smyrna Beach, FL 32169 Board of Directors Meeting Date: September 8, 2012 Time: 10:00 am Place: New Smyrna Beach Regional Library 1001 South Dixie Freeway New Smyrna Beach, FL 32168 1. Call to Order Board members Frank Armetta, Archie Williams, Ed Pantalone, Don Sullivan and Bob Kosar were present. A quorum was established and Archie Williams, President, called the meeting to order at 10:03 am. Owners Present: B-606 Alecia Williams C-306 Sharon Armetta C-201 John Venis D-206 Perry Flugge C-304 Madge Baker E-205 Ed Pitts 2. Approval of Minutes of June 9, 2012 Board of Directors Meeting Archie Williams made a motion to accept the minutes of the June 9, 2012 board meeting as published. Don Sullivan seconded the motion and the motion passed unanimously. 3. Consideration of Correspondence An email from Ann Flugge concerning the walkways will be read during the Manager s Report. 4. Elections and Resignations None 5. Reports of Officers a. Treasurer s Report Frank Armetta reported the yearend financial report is almost finished and that he will provide highlights at the Owners Meeting in October. He stated an audit will be completed of the year ended June 30, 2012 since it has been waived the last two years. Frank reported rental commissions for the year were up 8.8% year over year, payroll was up slightly and contract management was down. He reported the special assessment payments are coming in very well. There are a couple owners in arrears, one of which is not in the Pelican rental program. b. Manager s Report Steve Simpson reviewed the attached Manager s Report. Steve read the attached email from Ann Flugge concerning the walkways. The board requested additional quotes for the concrete/stucco repairs; pressure cleaning the balconies and face walls, and painting of the walkways. Archie Williams stated the condition of the parking lot impacts the dirty appearance of the walkways and suggested recoating walkways be addressed after the parking lot resurface is complete. Bob Kosar suggested that walkways that retain water be addressed before recoating the walkways. Such solutions might include the use of pavers as the ground level walkways. Frank Armetta recommended the use of a 1
pool attendant during the summer months rather than use a security person at the beach gate. Deb Vogel reviewed the attached Rental Report. 6. Reports of Committees a. IT Committee Bob Kosar reported the preliminary equipment necessary to have Direct TV rather than Brighthouse has been acquired. He reported he has purchased a security lock with a radio code that can be reprogrammed and unlocks the gate/door when the card is touched to the sensor. This would be an ideal solution on breezeway gates. The lock system will be tested on an owner entry door to validate its functionality prior to purchase of additional locks. b. Landscaping and Grounds Committee Alecia Williams reported she walked the property with Mike Forness of Coastal Landscapes to identify areas that needed improvement. Those changes will be made in early October. c. Social Committee Alecia Williams reviewed the attached report and stated we had a great summer with lots of people and more young families. The new umbrellas look great. A 50/50 raffle was held in honor of Estie Keyes with the funds donated to the Little Theater. The Labor Day cookout, an impromptu event, had a good turnout. The dinner of the Annual Owners Meeting will be a buffet provided by Dustin s on the pool deck beginning at 4 pm with entrees of pulled pork, baby back ribs and chicken. d. Storage Committee No report. Archie asked Steve to have Sid look at options for bike storage near the new dumpster area to keep bikes out of the elevators. e. Westside Restoration Committee Ed Pantalone reported the committee held a meeting on August 30 and will meet again on September 12. Sid met with the city and received good feedback on a potential modification plan for the Pel house and office. The committee hopes to make a presentation at the owners meeting and have a vote after the owners meeting to get the needed approval from the owners to move forward. A mailing to owners will be developed after the upcoming committee meeting to provide to owners information before the owners meeting. Owners volunteered to help work together with the communication process to help gain owner approval for the project including, mailings, emails and phone calls. 7. Old Business None 8. New Business None 9. Adjournment There being no other business to come before the board, Don Sullivan made and Ed Pantalone seconded a motion to adjourn. The vote was unanimous and the meeting was adjourned at 11:45 am. Respectfully submitted, Steve Simpson, Manager Next Meeting: Annual Owners Meeting Date: October 13, 2012 Time: 10:00 am to 12:00 noon Place: New Smyrna Beach Library 2
Manager s Report September 8, 2012 1. Dumpster Relocation Project The dumpster relocation project is well underway. The contractor, M. R. Davis Construction, began work on Wednesday of this week and has removed the existing dumpster enclosures, cut the hole in the wall for access from Hill Street for the garbage truck, and begun to prepare the sites for construction of the new pads. This project should be completed in October and as soon as the construction process permits, the maintenance team will pressure clean walkways of the buildings. 2. Maintenance Schedule The Maintenance Team has developed a schedule of maintenance items they plan to address now that we have fewer people on-site. They are already in the process of cleaning the dryer vent stacks and have found instances where the vent line from the dryer is protruding into the vent stack blocking or partially blocking the flow of air. The last bank of mailboxes at elevator #4 will be replaced very soon and they will begin replacing the boxes at elevators #2 and #3 as time permits. 3. Pool Repair Items The maintenance team will install a new pump on the north pool and utilize some of the parts from the one removed to make a better pump for the south pool. Utilizing an outside plumber, a leaking value on a 3 inch line with be replaced and the valves on the six inch supply line will be replaced. We have been cited by the Health Department to repair the ladder in the north pool as the base legs do not rest on the pool wall. This will require removal of some pavers, breaking up concrete beneath the pavers to remove the receptacles the ladder is secured in and replacement of the receptacles at the appropriate angle, pouring concrete to hold them and replacement of the pavers. Outside contractors will be utilized as necessary. 4. Building Repairs The Maintenance team found a few cracks in the building stucco and we had A. A. T Restoration Group inspect the building with us and we found a few more cracks. The objective is to make repairs to the building while they are small and less costly to repair. Estimated cost to repair these areas will be less than $10,000. Although we did a visual inspection from the ground level of the balcony edges and face walls and found no issues, there may be some that we did not see. When the building restoration and paint project was completed about two years ago, the engineer and the paint company recommended the buildings be pressure clean every year or so the wash off any accumulated salt and dirt to help extend the life and protection of the paint. A quote to pressure clean the buildings, excluding the walkway areas the maintenance team has been pressure cleaning, will run about $28,500 and will take a team of two about two months to complete. Painting the ground floor walkways will cost about $14,000 and we ve requested a quote to include the upper level walkways. 5. Security We engaged a new security company, Liberty Crime Prevention, to handle security at the Pelican this summer. Most of Liberty s duty officers are 35 to 45 years old and were much better suited for our needs versus the company we had been using. Feedback from owners and our repeat guests was very complimentary of the new security team.
Rental Program Report September 2012 The summer has officially come to a close, ending with Labor Day Weekend! As most of you know, we had a very busy weekend compared to last year. The Pelican accommodated nine guests last year and twenty-one happy guests this year. In addition, we had a great summer. At times, it was a little hectic, however, everyone had a great time and many guests rolled their deposits for next year! Gross Rents this year (6/1/12 9/8/12) totaled $380,757.00 Gross Rents last year (6/1/11 9/10/11) totaled $345,942.00 Rents Increased by $34,815.00! Kudos to all of our staff for making this summer so successful! Our new security guards did an outstanding job enforcing The Pelican rules and watching the beach gate area for non-pelican guests climbing the fence or trying to slip through the gate. I received many compliments from owners as well as the summer guests. Many guests expressed how much they liked the new wristbands. We will change the color before our winter guests arrive. Speaking of winter guests, deep clean season is fast approaching. Hopefully, I will complete the calendar by month end, in order to inform all owners of their date. More information regarding deep cleans and dates will be emailed as soon as possible. We have a new part time employee working in the rental program. Hayley is doing a great job and handled the front desk and rentals with ease while I was on vacation. We hope she will grow to love her position here at The Pelican. The success of the rental program is dependent on employees who go the extra mile! Welcome Hayley! Mick, our webmaster, has been very busy improving our website. We now have an interactive floor plan and the ability to see where your unit is located. You can view this under Rates and Reservations. Mick has been asked to make a tab for this option on the home page. I encourage all owners to visit our site from time to time. We will be adding more enhancements to the owners section in the near future. Our maintenance team is the best! They worked diligently throughout the busy summer. In addition to their normal daily duties, they made sure all our guests had light bulbs and that their TV s worked! Not to mention pool guard duty! Thanks so much to maintenance for helping with The Pelican guests!
Social Committee Report September 2012 We had a wonderful summer here in Paradise! Our new umbrellas arrived and really enhance our new landscaping and pool furniture. It was a Hot summer and we really needed the shade! Our July 4 th party was a lot of fun with owners and many young families attending. This year we had a 50/50 raffle in memory of our beloved Estie Keyes. We donated the proceeds to New Smyrna s Little Theatre Scholarship Program. As you may or may not know, Estie volunteered @ the theatre tirelessly. They were very appreciative. On Labor Day we had a very informal cook out with about 24 owners. It was a lovely time with our Pelican family. Now we are looking forward to our annual Owner s meeting on Saturday, October 13th. This year we will have a picnic in our Pool Courtyard catered by Dustin s, a local barbeque restaurant. We will also have a DJ for your listening and dancing pleasure! It should be a great time with good food and good folks! Soon we will send out the forms for you to RSVP. We do need to know how many people will attend. Please join us for the fun! Living in Paradise Alecia Williams B606