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PLAZA EAST ASSOCIATION
MINUTES OF MEETING OF THE BOARD OF DIRECTORS
February 27, 2007

Mr. Tim Smith, President called to order a duly constituted meeting of the Plaza East Board of Directors on Tuesday, February 27, 2007 at 7:40 p.m. in the Recreation Room.

Present were: James Brady, Donald Galczak, Rafick Henein, Terry Marcum, Richard Madey, Charles Packard, Allen Pell DiAnne Shumard, Tim Smith, Alex Soufrine and John Toklucu. Also present Mike Morgan, Manager and Helene Pasternak, Secretary. A quorum was established.


APPROVAL OF MINUTES
Tim Smith made a motion seconded by DiAnne Shumard to approve the minutes of the Board Meeting of January 31, 2007. All voted aye except for Richard Madey and Donald Galczak.
Mr. Madey and Mr. Galczak had not received copies of the January 31st minutes. Mr. Smith requested that all Board Members give the Manager their email addresses so copies of minutes could be sent to them. Also, Mr. Smith requested that the Manager have copies of the minutes at each Board Meeting.


TREASURER’S REPORT
John Toklucu gave the report. The complete report is attached. John advised that at next month’s meeting, the Treasurer’s Report will be more detailed and have every transaction listed. Mr. Madey requested that when a payment is partial, to indicate it as such. A motion was made by Richard Madey, seconded by James Brady to approve the Report. All voted Aye.


PRESIDENT’S REPORT
Mr. Smith thanked everyone for their vote of confidence, and said we had a great Board. He introduced each member, and complimented each one on the expertise they each bring to the Board.

Mr. Smith asked the Manager to contact every owner to find out who has access to email. This will allow for better communication between the Board and the owners. For those who do not have email, we will send the information by regular post.

Mr. Smith advised the owners that due to the Florida Sunshine Laws, no more than 4 Board members may meet together at the same time. Therefore, many times at a Board Meeting, there will be an abundance of discussion, as they have not had a chance to discuss in any other way.

We must replace our cooling system. The State will no longer accept our air conditioning pipe that goes into the ocean. It will be covered anyway when the beach refurbishment takes place. Also, our well is collapsing and we don’t have a choice. The Fountainhead has just turned their new cooling tower on, and it appears very noisy. We will have to find the very best way to replace our system, and to keep any noise to a minimum.

We spend $2.1 million to run the building. Payroll and related costs is $766,000, Utilities are $501,000, and landscaping $26,000. Most other costs are fixed. We are making an intensive examination to cut payroll costs by looking into a key entry fob system. Each owner would have access 24/7 in lobbies 2 and 3. We can reduce some of our labor costs by approximately $100,000.00 or more per year. We would continue valet service to each lobby.
The Security Committee is chaired by Alex Soufrine.

Mr. Smith would like the Manager to put out sheets inviting owners to sign up for committees. Mr. Smith will meet with committee chairpersons every 2 months.

Concrete restoration of the decks and the garages must be undertaken. We are having a structural engineer looking at the situation, and will hire a second engineer for another opinion.

Replacing and repairing of entry cat-walk doors continue.

One of our many challenges is the structural solution to fasten the common area shutters to the building. It was unforeseen that there was a latent defect in the structure of the building. And, although, we did have shutters, no one knew they were not fastened properly.

Mr. Smith also said that he would like to finish the Recreation Room and Lobbies so we can be proud of our building again.

Stanley Rothenberg (6P) said that if we change to the fob system we would need to go for a vote from the membership.

Mr. Smith wants to send out surveys to the owners to see what their concerns are. He believes that the Board is devoted to doing the right things for the building and the owners.

Mr. Smith would like to establish a schedule of maintenance for painting, replacing bulbs, etc. He would like to make our labor component more efficient and would like to do the same thing with housekeeping.

Mr. Smith said he would hope the Lobby Committee and the designer come to the next meeting with recommendations. It was suggested that the rooms not be completed until the shutters are installed.


MANAGER’S REPORT
The complete Manager’s Report is attached.
We have changed landscape companies. They are about $400.00 less than the last company.

Maintenance of the salt water/chill pump has been completed.

Automatic bleeders were installed in the fresh water risers to eliminate the sounds in our water pipes.

A letter was sent to EST on Friday regarding the lack of progress on the alarm system.

There is a dumpster by the Security office and is available to residents.

RTI has completed the P stack and will move to the A stack to repair kitchen window areas. The P stack will be painted in-house when the concrete has cured.

The Manager attached the consultant’s report on the deck and garage, as well as the report on the cooling tower. He would like the Board to review and discuss further at the next meeting.

The lobby grout cleaning has been stopped. The Manager needs to get 2 other prices to do the job. If we can not get any other information by the next meeting, we will continue the work. The tile does not seem to be getting cleaned properly. A question was asked if anyone has been in touch with the manufacturer, and suggested we do so.

Mr. Smith and Mr. Brady advised the Manager that if we do not get satisfaction from EST about completing the installation of the fire system by Monday, March 5th, we write letters to The Board of Rules and Appeals, The Department of Professional Regulations, the Fire Department and the City of Fort Lauderdale. They have an obligation to finish this project with the system working properly. They have been paid most of the money. Only 3% has been held back.

Mr. Marcum advised that he had gone to the Lauderdale-by-the-Sea City Council meeting regarding the cooling tower for The Fountainhead. He was advised that the noise level had 65DB criteria. Mr. Smith suggested the Manager call the Manager at The Fountainhead and inquires where they are in the process with the cooling tower. It is feared that during hot weather, the tower will be even noisier.

Mark Haykov (16N) suggested one director be put in charge of each project we do as a liaison with the contractors, the Manager and the Board. He also suggested we prioritize the projects that need to be done. Mr. Smith advised him that he plans to do that. Mr. Haykov also asked if owners could put comments on our website, www.plazaeast.info. John Toklucu advised that the website is not set up to handle that. Mr. Smith suggested owners email the Board members.

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