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PLAZA EAST ASSOCIATION
MINUTES OF MEETING OF THE BOARD OF DIRECTORS
June 26, 2007

Mr. Tim Smith, President called to order a duly constituted meeting of the Plaza East Board of Directors on Tuesday, June 26, 2007 at 7:10 p.m. in the Recreation Room.

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

APPROVAL OF MINUTES
Tim Smith made a motion seconded by Charles Packard to approve the minutes of the Board Meeting of May 30, 2007. All voted Aye. Tim Smith asked Helene to email the minutes each month to all Board members.

PRESIDENT’S REPORT
Jim Brady emailed Tim that he was unable to make the meeting tonight as he has a Commission Meeting on Tuesdays. Tim advises, that in the future, instead of changing meeting dates, they will continue to be the last Wednesday of the month. If Tim is unable to make the meeting, Charles Packard, Vice President, will run the meetings. The new meeting time of 7:00 PM will continue.
The Budget Committee is working on the new budget. Ismet Baker, Chairperson, requested some guidance on adding the replacement of copper wiring (from electrical panels). Our last inspection was 6 years ago at a cost of $45,000.00. If we are not replacing the wiring, then we need to have another inspection.
Rafick Henein advised that if there any accidents occur because we have not changed the wiring, he will not take responsibility. The Board passed a motion last year to replace the wiring and it was not done. Don would like an expert to look at the wiring situation. Rafick advised Don that this was done and passed. (Secretary’s Note: At the June 28, 2006 Board of Directors Meeting, the Board passed a motion to change the aluminum wiring to copper at a cost of $200,000.00. Gammon Electric was chosen to do the work.)
A letter has been written by the Attorney to EST regarding the Fire Alarm System regarding the constant failures of the system and demanding correction or removal of the system. Rafick requested that the letter be send no later than Monday, July 2, 2007 and that EST has until July 15, 2007 to answer it. The Manager will also be contacting the DPBR, the Fire Department, etc. regarding EST.
Mark Haykov (16N) requested that the Manager list priorities. Mr. Smith asked the Manager to report on outstanding projects and completed projects at each monthly Board meeting.
Terry Tavis has not brought all the hurricane shutters to the building. We also request invoices on monies spent by him on the shutters. The Manager advised that Mr. Tavis will have all the shutters at the building by next week.
Pool Committee has done a great job with the little money they have to spend. They have put a shower in at the North End of the beach, added a new trash receptacle and also put Astroturf on the steps.
The Manager has ordered new parts for the broken grill from Jenn-Aire. Former Treasurer John Toklucu mentioned that his name and that of the former property manager were still appearing on the payroll checks. Tim Smith reported that he has given instructions on this date, that his own name and that of the new Manager, David Beswick, be substituted for those of John Toklucu and John Morgan.

SCREENING COMMITTEE
Charlotte Gazzana asked that the Board consider using a form that they will sign when there is a screening to approve or disapprove a purchase. A motion was made by Tim Smith, seconded by Charles Packard to use the New Business Clearance Memo for screening approvals subject to the Attorney’s approval of said form. All approved.
A motion was made by Tim Smith seconded by Charles Packard to approve the screening of Kimberly Haley who has purchased 9N for $403,000.00. All Approved.


RECREATION ROOM REFURBISHMENT
Some Board Members have brought up the idea of moving the exercise room to the south end of the large room. This could be entered through an outside door as well as a door from the recreation room. It would be handicap
accessible. It would be soundproof and not interfere with other activities going on in the rooms. The downstairs could be used for cards, a pool table, etc.
Owners are getting upset that we have not redone the recreation room. David Weisman advises the architect is ready to do the drawings for the room, but has not been paid the deposit due him. Tim Smith wants the Board to decide on moving the exercise room before giving out the deposit. The Board can vote to change the configuration of the room. It is not a change of use and does not need a 75% vote. It is all “recreation”.
Alex Soufrine: Change the configuration. Isolate the exercise room.
Rafick Henein: This room is a passé design from 40 years ago. There are more and more people using the exercise room. He supports the move.
Donald Galczak: If I were to choose, I would move the exercise room, but I don’t think 75% of the owners will spend the money to update the recreation room.
Charles Packard: Put carpet on the floor now. Don’t ask me about exercise.
Richard Madey: Keep it where it is.
Tim Smith: Leave it where it is with modifications.
Terry Marcum: I support moving the exercise room.
DiAnne Shumard: I concur that the gym needs to be separate. No condo has an open exercise room.
John Toklucu: I will go along with the Board’s decision.
Tim Smith made a motion, seconded by Rafick Henein to revise the plan for the exercise room to relocate to the back 1000 feet of the south end of the recreation room. Galczak, Henein, Marcum, Shumard, Soufrine, Toklucu voted Aye. Madey, Packard, Smith voted No. The motion passed.

Tim reminded everyone that the Recreation Room can not be completed until the Hurricane Shutters are installed.
In order to ask the owners to approve an assessment to remodel the exercise room, we will have pictures, and possibly a power point presentation that we can give to owners.

MANAGER’S REPORT
The complete Manager’s report is attached.
The Manager has met with Medwork/Medstar, a medical testing facility that specializes in drug and alcohol screening. Instituting a drug screening program will reduce our Workmen’s Comp insurance by 5%.
Job descriptions have been completed for Security.
Stored vehicles have been moved to distant parking spaces.
The Manager recommends that vehicles use covers when parking in the garage due to the leaks occurring.
Mr. Beswick has met with two different structural engineers to get proposals to perform an engineering study on the garages and to oversee and certify the repair work necessary.
The Manager has reinstated assisting owners who cannot start their vehicles due to dead batteries.
The Manager is investigating the possibility of purchasing two Automatic External Defibrillators for the building.
We are following the guidelines established for protection of the Sea Turtles.
The Manager feels that all with all rules some have to have exceptions. For instance, although we have a 4 PM construction curfew, sometimes it must be extended. If windows are being installed and there is a large gaping hole, the window must be installed. All exceptions MUST be approved by the Manager.
The Manager is instituting a Purchase Order System. Any purchases over $250.00 will require a purchase order signed by an Officer of the Board. This will give more oversight and better control of our budget.
We will be installing new water sensors in the A/C closets and change batteries every 6 months.
Ionizers were installed in the garbage chutes. The Manager will check to see if they are working or need replacement.


MOTIONS BY RICHARD MADEY
Mr. Madey withdrew his motion on Car Damage in the Garage as well as his motion to amend our Condo Documents.

KEY FOB COMMITTEE
Alex Soufrine, Chairman gave out to the Board Members and owners a Report on the reasons for a Key Fob System and an explanation as to how it would work as well as costs and savings. (See attached). By eliminating one person in the Security Booth during the 3pm-11pm shift and one person during the 11pm-7am shift, we can save $100,000.00 in salaries and benefits. The cost for the system will be between $70-80,000.00. Therefore the system will pay for itself in one year. We will not change any door personnel. We will have much better security in the garage with this system. It will also allow owners to enter their entrances at night without having to walk around to lobby one. If someone loses their key-fob, it will be de-activated and an owner can purchase another.
Alex Soufrine made a motion seconded by Charles Packard to re-key our doors with a key fob system and automate our garages to be financed over 12 months. All voted Aye, except John Toklucu voting No.
Richard Madey made a motion that any annual saving which occur as a result of the installation of the keyless entry system shall be applied to reduce the total operation budget in the subsequent years. There was no second to the motion, so the motion fails.

ELECTION OF BOARD TREASURER
A motion was made by Tim Smith, seconded by Alex Soufrine to elect Donald Galczak as Board Treasurer. All voted Aye except John Toklucu, voting No. The motion passed.

NEW BUSINESS
Don Galczak is concerned that there is no written procedure for late payments of maintenance and assessments. Tim Smith advised that Don, as Treasurer, can work with the Manager to write a policy if one can’t be found.

John Toklucu asked that committee chairpersons and the Manager to e-mail him anything they want included on our website, www.PlazaEast.Info . Notices that go on the bulletin should also go on our website.

Tim Smith thanked George Gazzana for all the hard work he has done on Human Resources.

Helene Pasternak asked the Board to approve using Plaza East for Precinct 6R for 2008 elections. It worked very well last year, and did not seem to cause any inconvenience.
Charles Packard made a motion, seconded by Alex Soufrine to use Plaza East as Precinct 6R for all Elections during 2008. All voted aye.

Alex Soufrine and Rafick Henein discussed the fact that Board Members and other owners are telling our employees what to do and how to handle situations. Everyone is due respect, and any questions or problems with an employee or a policy should be directed to the Manager. The Manager is in charge of our employees.

A motion was made at 9:20 pm to adjourn.

Respectfully submitted,


Helene Pasternak,
Recording Secretary