Harbourside Condominium Association
Board Meeting 10/19/2009
Minutes

MEETING CALL TO ORDER: at 7:03PM

ROLL CALL: Paul Stokes, Bill Abbate and Dean Boyce were all present. Mara Bell and Jennifer Rodgers from CPM were also present. Gloria Sager and Tony Diorio were absent.

VERIFICATION OF MEETING NOTICE POSTED: Mara Bell, Property Manager posted notice three days prior to meeting.


SECRETARY’S MINUTES: The minutes from May 19th 2009 were read aloud. MOTION: Bill made a motion to accept the minutes; Dean seconded the motion, all in favor. Minutes approved.

CORRESPONDENCE: UNIT 1504-Complaint regarding water at door. The pockets of water will be addressed when the catwalks are redone in the future. This concern will be addressed at a later date. There was also a request to have Gloria K moved because it blocks the view of apt 1106. The Harbormaster Paul has contacted complainant to explain that as soon as a more appropriate slip becomes available, the large boat will be moved.

TREASURER’S REPORT: The Meryl Lynch account is in good shape compared to last report, $25,000+. 3 Buildings are in financial trouble: Condo1:-$12,000, condo 2:-$9,000, condo 3: -1,000.

MANAGER’S REPORT: Mara Bell gave report regarding different projects around the community. Guest Cottage has been having some minor work done(painting, new door bell, cleaning of the tiles, etc…) Also went over community projects including pressure cleaning sidewalks, painting trash room floors, repairing benches, etc…There were a total of 103 work orders opened from Aug 1 until Oct 16. 19 Work orders are still pending.

COMMITTEE REPORTS:
Orientation: Unit 4506 was rented out to Samantha Walker and Karen Cerelli, Unit 4204 was rented to Jamie Patina and Beatriz Corredor, Unit 4401 was rented to Karen Uciuz.
Grounds: Buildings 1 and 2 made some changes to the front of the buildings. A meeting will be held to discuss the options concerning the North wall at Bldgs 3 and 4.
Lighting: Electrician currently working on misc lighting projects.
Social: Thursday evening social hour has brought in about 4-10 people. There is a Halloween party scheduled for November 1st, there is no charge to attend.
Recreation: No report.
Insurance: All policies went down this year but are expected to increase 10% next year.
Harbor: There is currently a full harbor, one boat waiting to get in. There was an up-charge of $10 on 14 boats as of Oct 1st regarding those boats that use more amps.
Finance: The committee met this week to go over the 2010 budget. We have in recent months been seeing some very high water bills, this will need to be addressed when creating next year’s budget. The whole community should conserve as much water as possible. Bldg 4 has old toilets that are constantly running and in need of new flappers. These are provided at no charge to Bldg 4 residents.
Bldg. captains: Bldg 1: Complaints regarding Mrs. Pooler and her dog, this is being addressed with the attorney. Bldg 2: No Report, Bldg 3: New light installed at call box, there was also some discussion regarding coming up with a better roof key system, Bldg 4: Unit 4703’s power box exploded, new wiring was installed, there was also a new pump installed for the hot water system by Rusty’s Plumbing. This pump will be lubricated once a year.
Clubhouse: No report.
Security: Jack no longer heads this committee, need volunteers.

OLD BUSINESS:
Generators: The clubhouse installation should be complete by 10/30. The Commodore Club should be complete by Mid-November. The landscaping will be completed once the installation is over, there are only certain approved plants that can go in this area, the generator cannot be covered whatsoever, no trellis.

Elevators: All equipment is original in all of the elevators, in recent years there has been a lot of work done on these elevators, all of this work should be compatible with the new system. There will be many code upgrades in order to bring us into compliance. Meetings are currently being held with the elevator engineering company to get all of the details in order.

NEW BUSINESS:
The Board is currently looking into options for plantings at the North wall, these will be addressed early next year when there is money in the budget.

The Board has requested that a survey go out to all owners inquiring whether they would be interested in adding to the bylaws the rule that if you decide to purchase a unit you must own it for 2 years before you are able to rent it out. This will help in keeping the renter numbers low.

The new law requiring owners to provide proof of insurance which includes special assessment coverage of no less than $2,000 per occurrence and also naming Harbourside Condominium Association, Inc. as additionally insured was discussed.

A new policy was adopted by the Board regarding collecting outstanding fees on a unit from the renter if the owner fails to pay. Both the potential renter and owner must sign before any lease will be approved. Please see the attached agreement that was added to the rental package as of October 20, 2009. MOTION: Dean made the motion, Bill seconded, all in favor.

The Board has adopted the policy that the Harbourside phone and fax are to only be used for Association business or emergencies. MOTION: Bill made motion, Dean seconded, all in favor.

The Board has also adopted the policy that the door at the clubhouse should be unlocked during working hours. MOTION: Paul made motion, Dean seconded, all in favor.

The current attorney action involves the dog living on property and also the motorcycle parked on property. During the meeting the motorcycle issue was discussed and a question raised by one of the residents was if there were any written noise complaints sent in to the Harbourside office concerning the motorcycle. The response was that no noise complaints whatsoever have been received at the Harbourside office regarding this motorcycle. Both of these items are currently at the attorney’s office. Letters have been sent to the owners.

Once owners start to return, notices will be posted to clean up the storage/bike rooms. These should be kept clean of all garbage and misc debris.

Payments will no longer be accepted in the Harbourside office as of January 1, 2010.

There are now vehicle passes that need to be displayed on all vendor vehicles in the community, these passes can be picked up in the office prior to parking on site.

A new refrigerator is needed in the guest cottage. MOTION: Bill made a motion to approve $800 with shipping to purchase the new refrigerator, Dean seconded, all in favor.

The Maintenance agreement for Devcon was discussed, it might not be beneficial to accept this plan as a lot if the calls we tend to need service for would not be covered.

Meeting adjourned: 9:11PM.