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• Meeting Minutes 2005

PLAZA EAST ASSOCIATION
MINUTES OF MEETING OF THE BOARD OF DIRECTORS
May 31, 2006

Mr. Richard Loarie, President called to order a duly constituted meeting of the Plaza East Board of Directors on Wednesday, May 31, 2006 at 7:30 p.m. in the Recreation Room.

Present were: James Brady, Rafick Henein, Richard Loarie, Terry Marcum, Charles Packard, Allen Pell DiAnne Shumard, Tim Smith, Alex Soufrine and John Toklucu. Also present Willy Lopez, Manager and Helene Pasternak, Secretary. A quorum was established.
Absent: Ismet Baker

APPROVAL OF MINUTES
Richard Loarie made a motion, seconded by Charles Packard to approve the minutes of the April 26, 2006 Board Meeting. All approved.

PRESIDENT’S REPORT
It is with deep regret to report that our Manager Willy Lopez has rendered his resignation and will be departing in 60 days. We will need a Manager Selection Committee to hire a new manager.

Mandatory Shutter (or impact glass) is a building priority because of both damage this can be caused by a hurricane and our insurance will continue to increase by hundred of thousands of dollars if we do not mandate them. Shutters would be at the expense of each owner who does not have viable shutters. Each unit should be inspected for shutter maintenance. Any window replacements would be at the owner’s expense, and it is highly recommended that owners begin replacing their deteriorating windows.

The Shutter Tech contract has been signed for a price of $208,000. (There was a material price increase from the March, 2006 price of $194,000.) The schedule is 10 weeks for delivery of materials and three months for installation.

Paula Lippen has sold Apt. 15M for $425,000., and has rescinded her request to rent. The Gazzana’s (15L) have also rescinded their request to rent.

The proposed elevator cab drawing is attached to these minutes.

Mr. Loarie advised that the Board has an obligation to maintain the common elements, and looking forward to future special assessments he feels the following must be considered by the Board.
A. Lobbies (maintenance of interior) after Common area shutters are installed.
B. Mechanical HVAC cooling tower to replace the current well, which is failing.
C. Deck and Garage structural repairs.
Mr. Loarie estimates the following assessments will need to be made:
1. Insurance Premium $ 300,000
2. Cooling Tower $ 700,000
3. Upper Plaza Slabs $ 400,000
4. Lower Plaza Slabs $ 400,000
5. Garage Reconstruction $1,250,000
6. Painting Garage $ 200,000
7. Painting Stairwells $ 150,000
8. Lobby Reconstruction $1,500,000
9. Key Card Entry $ 100,000
Total Estimated Amount of Assessment $ 5,000,000

WINDOW PRESENTATION
Mr. John Wallace of Il Ponte Windows made a presentation for RC Home Showcase windows which meets wind loads and Dade County codes. They are NOA approved and use tap cons to attach to building.
There was much discussion of window estimates we received from Foster Windows, Vico Windows and Il Ponte Windows so that all quotes are quoting for the same work. Mr. Lopez will follow up on this.

MANAGER’S REPORT
A new underground electric contact loop was installed under the driveway to signal the security booth that a car is approaching.

House Channel 95 now shows security cameras located at exit stairways. This was installed at the request of Security chairperson John Toklucu.

Structural engineer Steve Young inspected the deck, garages, catwalks and some balconies on May 26, 2006. He recommends deck repairs as soon as possible. There are some knee walls and columns kitchen windows and catwalks that need repair and RTI will return in 3-4 weeks to begin this work. Mr. Young’s complete report is available in Mr. Lopez’s office. Mr. Young has submitted a proposal for engineering services in connection with the deck and garages for the Board to vote on.

GEM Resources, which does the tree trimming, has submitted a bid of $25,400/per year for landscape services.

We need to buy a new pump for the A/C saltwater well. We always have one in reserve for an emergency. The cost is $8,400.00 and this will be charged to the Building and Mechanical Reserve.

Jaime Perez has been hired as our Maintenance Supervisor.

Work in progress: replacement of exit lights damaged by Hurricane Wilma; installation of exit lights required by the Fire Marshall; painting deck and entrance railings; fire alarm installation in common areas and G-H, J-K elevator foyers; completion of remaining electrical work on elevator project and installation of A/C in elevator power rooms; pressure cleaning fire stairwells and catwalks.

As per the Fire Marshall, we must replace all 226 A/C doors and hinges. If the Fire Marshall approves, we will use 1 3/8” thick solid hardwood. The approximate cost is $67,000.00. This must be completed by the end of the year. We will request written approval from the Fire Marshall. We also must put 1 1/2” x 2” red exit signs at each lobby exit door to catwalks and steps.

Terry Marcum made a motion seconded by Tim Smith to have Ellis Service Company replace the Salt Water Pump at a cost of $8,400.00. Money is to come from the Building and Mechanical Reserve. All Approved.

A motion was made by Tim Smith, seconded by John Toklucu to award Murphy Construction Service the contract to replace 226 A/C doors with 1 3/8” doors with new hinges and hardware at a cost of $67,000.00 subject to approval of the Fire Marshall. All Approved.

A motion was made by Richard Loarie, seconded by Terry Marcum to hire Steve Young of Howard J. Miller, Inc, consulting engineers to do first phase of inspection and report of the garage area floor slabs, ceilings, beams, columns and wall and recreation deck and planters; at a cost of $3,000.00 to be paid from the Concrete Restoration Reserve. All Approved.

INSURANCE
The Insurance Committee met with Jeff Samas, our Insurance Agent on May 26, 2006. QBE will only cover us for regular building insurance, not Windstorm, as the building is not 100% shuttered. Therefore, we will have to get our Windstorm Insurance through Citizens Insurance. The estimate for this insurance is approximately $267,370.00 (after new appraisal on the building which Mr. Samas believes will be approximately $56 million.
Our building insurance is $156,000.00. These total $423,000.00. This is $220,744.00 over last year’s insurance. QBE allowed us to pay our premiums in 3 payments, while Citizens requires total payment at once. Therefore, we will need to assess owners the difference. We will not know until the appraisal is done the exact amount of the increase. We have a $75,000.00 insurance account (asset) which will need to be increased if we continue to use Citizens. Since we do not have enough money from our budget to pay Citizens, Mr. Samas advises he could get us a 3 month loan. If there are no hurricanes this year, our insurance will probably increase 70% next year. It is imperative we mandate shutters for all owners, so that QBE will cover us again, hopefully for less premium.

Charles Packard made a motion seconded by Tim Smith to have a meeting on June 21, 2006 to assess for the shortfall of our insurance premiums. All voted Aye.

Richard Loarie made a motion seconded by Tim Smith to have Jeff Samas (Accordia) secure a loan for a maximum of 3 months in the amount of approximately $220,744.00 for insurance premiums.

CHANGE OF VOTING REQUREMENTS
We will ask the Attorney to write a proposal to change the voting from 75% of the membership to 75% of those who vote, with a minimum of a quorum (50% +1).

LANDSCAPE COMMITTEE REPORT
Mr. Allan Pell gave the report of the Landscape Committee, the complete report is attached. They recommend removing all weeds and dead vegetation and fix sprinklers and if necessary, add additional sprinklers.
Replace missing bushes where needed.
A motion was made by Richard Loarie, seconded by Tim Smith to hire Gem Resources’ manager to do landscape services for a trial period of 6 months. All approved except Rafick Henein who voted Nay.

SECURITY COMMITTEE REPORT
John Toklucu reported on the Security Committee meeting of May 5, 2006. The complete report is attached.
The committee recommends to the Board two cameras for the gate/garage door area; replace all black and white cameras with wide angel color cameras and monitors; add camera coverage to the pool and beach area as well as the parking lot. The committee recommends gate and garage access control/bar codes for automobiles. The committee will work on getting 3 bids, and asks that this be added to our budget for 2007.

NEW BUSINESS
Dr. Shehata (2P) requests permission to replace the window with a door in the kitchen. A motion was made by Richard Loarie, seconded by Tim Smith to allow 2P to install a new door upon providing the Association with a building permit, contractor’s insurance and plans. All Approved.

A motion was made at 9:40 pm to adjourn.

Respectfully submitted,


Helene Pasternak
Recording Secretary