2008-10-14 Board Meeting

Present: Mick Cartwright, Mary Donovan, Lauralynn O’Halloran, Rob Parke

Visitors:                 Sharon Hart – Bay Management

Natasha Kaye– Bay Management

Absent:                  Eli Cohn, Bernice Giscombe, Sabin Meyer

Previous Minutes:

• The Board approved the minutes of the last meeting.

Maintenance:

• Mick presented 3 quotes to repair and paint the exterior white and black of all units.  The Board decided to undertake repairs to the white areas before the start of winter in preparation for painting next year and based on the bids selected Rolande.  All white areas would be repaired and properly primed in preparation for painting next year.  Mick would prepare a detailed spec for Rolande and obtain a fixed price to undertake the specified work.  The Board would then vote by email on the final proposal so work could begin as soon as possible.  While this work was being done homeowners could ask Rolande to undertake all necessary internal repairs at their own expense if they want to.
• The Board had been notified that water was seeping into the basements of units 6 and 7.  Investigation revealed problems with the drains outside the 2 units.  Mick reported that the drains had been cleared and repaired by Rolande.  Rolande had done an excellent job (cost about $4,000).  As a result of this problem, all drains on the property are to be checked to ensure that they were not blocked.  Sharon said she would have Sid check all drains and downspouts.

Swimming Pool:

• Lauralynn said that she had done a walk through of the pool building with Tobias Guggenheimer and gave the Board an update on the repairs that were under way:
  • The drains in the pool floor were inadequate and clogged.  They had been cleaned and would need to be capped.  Additional drains for water from the aqueduct were being installed.  Tobias was considering the best routing of these drains.
  • The large pipe under the pool that drained water from the aqueduct into the pond was silted up.  This caused a backup into other drains.  This would continue to occur unless the pond was thoroughly dredged on an ongoing basis.  Tobias was looking at options to remedy this situation including:
    • Remove the pond
    • Install a sluice gate
    • Doing nothing and see if the improvements to the drainage around the pool improves the problem.
    • The wood joints in the decking had been removed and would be replaced with silicon.
    • Walls had been power washed.
    • The steel lintels above all the doors and windows had been revealed in preparation for replacement.  These were not standard sizes so it was possible that stainless steel replacements may not be available.  If steel lintels are not available Tobias would insure that the lintels that were installed were prepared, sealed and appropriate flashing added so that there would be no deterioration.
    • At the time when the windows and doors are replaced we would close the pool for the season as it would be hard to heat the pool during this time.  Homeowners would be notified when this was to occur.  Sharon said she would coordinate closing the pool with H2O.
    • Tobias was obtaining quotes to undertake the repairs that had been recommended by the engineer to the roof supports (replacing screws and adding horizontal bridging).
    • It was expected that all repairs except possibly repairs to roof supports would be completed before the end of November.
• Sharon said that new regulations required that shut off valves were added to drains in the swimming pool and these would also be installed during the repairs (cost approximately $2,000).
• Mary said that she had seen concrete paint that was extremely effective and because of the patches in the decking it may be appropriate to paint the deck with this paint.  Lauralynn said she would talk with Tobias about this.
• Mary said that she thought the paint on the pool surface needed some attention.  Sharon said she would schedule a meeting with H2O who had painted to pool to review the issue.
• Lauralynn said that the costs of the repairs were $72,000 plus the costs of the repairs to the roof trusses.  In addition, Tobias’s fee to oversee the project was $5,000.  As was discussed at the annual meeting and at many Board meeting over the last 2 years this would require an assessment of homeowners.  The Board agreed that an assessment of 6 times monthly condominium dues was required to meet most of the costs of the pool repairs.  This could be paid by homeowners in 2 installments – the first installment before the end of 2008 and the second installment with the March condominium dues.  The assessment would be:

Financial Accounts:

• Lauralynn handed out copies of the financial statements which Eli had given her.

Miscellaneous:

• The Board discussed the letter Bernice Gottlieb had sent in response to the Board’s letter of September 15th, 2008.  The Board asked Sharon to investigate retaining an attorney to determine the appropriate response to the letter.
• Lauralynn said that the snow removal and gardening contracts had been renewed.
• Mick questioned whether Gary Pest control was checking the rat traps and centricon system.  Sharon said she would call Gary and follow up.
• Some homeowners had complained that they had noticed a slight smell of septic tanks after the work that had been done to unblock the drains near units 5, 6 and 7.  Sharon said she would have this investigated.
• Lauralynn said that Sabe had arranged to close the tennis court.  Sharon said she would follow up.
• Lauralynn said that all lights were currently working on the property.
• The Board asked Sharon to arrange to have the sprinkler system shut down for the winter.

Next Meeting:  The next Board meeting was scheduled for Tuesday December 2, 2008.

Respectfully Submitted,

Rob Parke, Secretary