PLAZA EAST ASSOCIATION
MINUTES OF MEETING OF THE BOARD OF DIRECTORS
April 25, 2007


Mr. Tim Smith, President called to order a duly constituted meeting of the Plaza East Board of Directors on Wednesday, April 25, 2007 at 7:40 p.m. in the Recreation Room.

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

RECREATION ROOM REFURBISHMENT
Tim Smith introduced David Weisman and Cesar Condi who presented their plan for the Recreation Room remodel. Some owners requested that the kitchen and bathrooms be added to this refurbishment. Total cost should be about $399,000. The Association has $69,000.00 from the Wilma assessment.
A motion was made by Don Galczak and seconded by Terry Marcum to have Mr. Condi proceed to have the architect do the plans and give to the city for permits. $12,000.00 from the Wilma assessment would be used to do this work. All voted aye.

APPROVAL OF MINUTES
Terry Marcum made a motion seconded by Donald Galczak to approve the minutes of the Board Meeting of March 28, 2007 with the change in the President’s Report portion which will change from…..writing off amounts under $500.00….to writing off amounts under $10.00….. All approved.

TREASURER’S REPORT
John Toklucu advised that the report was not ready and would have it for next month’s meeting. However the report will be in available in the Office as of tomorrow, April 26, 2007.

PRESIDENT’S REPORT
Susan Turner has done a tremendous job in collection of overdue accounts. Tim Smith would like to bring in Visa, Master Card to the Association for owners who can not pay assessments on time. Visa will charge 2.8% per transaction. Therefore we would add 3% to the owner’s balance to use Visa. Also, all other buildings charge for Estoppels Letters which are requested by the Title Company when someone has sold their apartments. Tim proposed we charge $125.00 for normal Estoppels and $200.00 for “rush’ Estoppels.

John Toklucu made a motion seconded by Donald Galczak to charge for Estoppels requested by Title Companies for owners who sell their condos. The charge will be: $125.00 for normal certificates, and $200.00 for “rush” certificates. All voted aye.

John Toklucu made a motion seconded by Terry Marcum to bring in Visa/Master Card to the Association for owners who want to charge their maintenance, work orders or assessments. There will be a charge of 3% of their bill to cover our costs. All voted aye.

Tim Smith held a meeting on April 17th with the Chairpersons of most of the Committees. Discussion included adding some new rules and changing some older ones; buying a new grill for owners’ use; getting new exercise equipment including an elliptical machine, exercise ball, adding new signage. Tim asked Stan Rothenberg, Chair of the exercise committee to look at the Gym as part of the Recreation Room refurbishment. The group discussed that the pool committee would like a shower at the North side of the beach; new signs, new umbrellas, chairs, etc. The insurance budget is $550,000. It is anticipated there will be a short fall of $50-80,000. We won’t know until we get our bill. Questions were do we assess or borrow this money. Committee will check with bank. Jeff Samas, our Insurance agent is getting quotes. We now have Citizen’s for our windstorm. Their prices have been lowered.

Human Resource committee advised that if we become a drug free workplace, we can decrease our worker’s comp costs by 5%. George Gazzana is getting a packet from the insurance company.

MANAGER’S REPORT
The complete Manager’s Report is attached.
The shutter engineer has come up with a design to install the hurricane shutters for the common areas. He will prepare engineering drawings and a permit package for the City. We will start in the recreation room. We should have this within 3 weeks, and the permits should take about a month. We will then need a contractor to do the work. All the shutters should all be on our premises in the near future. We will then have the materials bonded.

The A/B elevator passed inspection as did the generator. The generator will operate the C/D and J/K elevators.

The final payment to EST is being held until the City of Fort Lauderdale inspects and passes the fire alarm.

The Manager would like to have a service contract on the seven air conditioners that cool the elevator rooms to safeguard the electronic equipment. Hill-York will inspect and lubricate every other month. The cost per year is $4,518.00. John Toklucu made a motion seconded by Terry Marcum to use $4,518.00 from the Building and Mechanical Reserve for a service contract with Hill-York to maintain the 7 air conditioners in the elevator rooms.
All voted aye.

Owner in 12B would like to install a new kitchen window with white frames. Owner in 11A would like to install a sliding glass door on the balcony to replace the fixed windows and door in the living room/dining room.
There was much discussion about allowing sliding glass doors in the living room/dining room areas. The Manager feels that as long as the frames match up to the old windows, it will not change the appearance from the outside. 9B install them without permission from the Board. The Board will check 9B permits and drawings and will make a decision next month on how to handle.
Motion was made by John Toklucu seconded by Don Galczak to allow 12B put in a new kitchen window, but it may not be white, must be in grey aluminum color. All voted aye. A motion was made by John Toklucu seconded by Terry Marcum not to permit owner of 11A to install sliding glass doors on balcony until further study. All voted aye.

The cleaning of the Lobby floors will continue. They will instruct our maintenance people on the property cleaning of the floor.

We will have to take all recycling downstairs. The Manager will advise what day recycling is picked up. He will advise which bins to use.

PROPOSAL AND APPROVAL FOR COOLING TOWER DeRose Design & Engineering advises that we can mount the new cooling tower on the G/H roof and they can do the work to bring the cooling tower to permit and send it out to bid. Cost will be $66,000.00. We have paid $8,000.00 so far. Don Galczak, who observed the recent well repair, feels the current system will not give us adequate time to pursue the new cooling tower system. Tim explained it will take 1 ½ years to completion and we have to have it done within the next 2 years. The tower will be anchored to protect from hurricane damage.
Terry Marcum made a motion seconded by John Toklucu to give DeRose Design & Engineering a balance of $58,000.00 in fees to insure a permit for the cooling tower and bid specifications. The money is to come from the Operating budget. If we have a problem with cash flow, we will then take it from the Building & Mechanical Reserve. All voted Aye.

SALT WATER PUMP
We have not received the bill to fix the pump. The cost will be approximately $25,000.00. We have a $2,500.00 insurance deductible. The Manager will try to collect insurance if possible.

MOTION TO AMEND DOCUMENTS
Richard Madey wishes to propose the following motion, to be voted upon by the membership to reduce the requirement to approve subsequent amendments to the By-Laws:

Motion: The Plaza East By-Laws may be amended by not less than 75% of the entire membership of the Board of Directors and by a majority of the weighted votes of the membership at a meeting of the membership.

All voted Aye except Mr. Galczak who voted Nay to present this to the membership. Tim Smith will call the attorney for proper wording for the proposal.

Many thanks to John Toklucu for the setting up the new public address system in the Recreation Room.

John Toklucu made a motion seconded by Richard Madey to adjourn at 9:55pm. All voted aye.

Respectfully submitted,


Helene Pasternak
Recording Secretary