BOARD OF DIRECTORS
MEETING
PLAZA EAST
ASSOCIATION
DATE:
APRIL 29, 2009 TIME: 7:00P M
PRESENT:
Robert Buehler
Jane Coffman
Marilyn Capozzi
Rafick Henein
Ira Litzenblatt
Armando Namis
Jeanne Poore Departed
10:15 PM
DiAnne Shumard Arrived 7:19 PM
Tim Smith
Alex Soufrine
ABSENT: Carll
Jacobs
David Beswick, Manager
Helene Pasternak, Secretary
Mr. President, a Quorum is present.
TREASURER’S REPORT
1) Treasurer Armando Namis reported. Since this is the first report
of the year, his report is covering the period Jan-March 2009. The
Association has no medium or long term debts, and its short term
debts are totally covered by the 3 major sources of income: The
Operation Budget, the Reserve Budget and Special Assessments, a
total of income of $1,402,000. Plaza East enjoys a healthy
financial situation. There is a 4th component of income
which isinterest earned from CDs and Savings Accounts. This
interest amounts to $18,428.00 The Association’s resources
are fully insured by the FDIC. Total arrears account is $134,629.
This is not bad debt. This money is actively pursued for recovery
on a continuing basis. This amount in arrears is of minimum impact
to our total income and does not put the Association at risk. This
amount varies from month to month
The Operating expenses are within the normal limits of our 2009
Budget. Reserve expenses to be approved by the BOD is Building
Concrete Restoration $19,850, Plumbing $6070.00, Roofing $5280.,
(Repairs) and Security $665.00. (Security cameras burned out)
The Board hired Mr. Friedman and Associates to review the
accounting processes and financial reports for the fiscal years
2004-2008. The final report concludes: Nothing came to our
attention that would suggest any improprieties. This result
confirms that the administration’s methods and procedures
used by the Association to conduct business are correct and
satisfactorily managed.
Recommendations:
1) The Treasurer has followed up on the recommendations that the
Auditor issued in regards to bank statements, banks reconciliation,
expenses and filing and proposes that it be implemented.
2) Treasurer suggests we use the $300,000 accumulated in the
Painting Reserves be used to refurbish the Lobby including the
bathrooms and kitchen. Maintain the Painting Reserve so we can
replenish it within the next 3 years to have enough to paint the
building. 3) Treasurer finally recommends that the Administration
reactivate the selling of the Shutters in an effort to recuperate
needed resources.
Questions: How much is in collections with the Attorney? $88,082.
How much bad debt? None.
The complete Treasurer’s Report is attached.
PRESIDENT’S
REPORT
Thanked the owners for
signing up for the committees.
Committee
Committee
Head
Budget A. Namis
Exercise Room/Pool M. Capozzi
House Maintenance D. Galczak
Human Resources J. Coffman
Insurance R. Kuh
Landscape M. Packard
Library D. Halsbank
Lobby/Ocean Room R. Henein
Rules H. Pasternak
Screening H. Pasternak
Security J. Toklucu
Social/Entertainment D.Shumard
Will have meeting with all Committee heads the 3rd Tuesday of the month
and will post these meetings.
Discussion ensued regarding the proper method to replace spalling
concrete.
MANAGER’S
REPORT
In 2008, Legislation
enacted by the State required that condominiums that wished to
retain 2 year staggered terms had to vote to continue this practice
and mandated that a simple majority was all that was required.
Plaza East had received 279 affirmative votes and 34 negative votes
using the weighted voting process, and this measure has
carried.
After being informed by prior Treasurer Richard Madey that he would
no longer be signing any Association checks on March 4, 2009, the
Manager prepared a Business Clearance Memo that would add Director
Armando Namis to the list of those Directors allowed to sign checks
on behalf of the Association. This measure was approved by Tim
Smith, John Toklucu, Armando Namis, Don Galczak, Rafick Henein,
DiAnne Shumard, Jeanne Poore and Alex Soufrine.
On March 16, 2009, the Manager prepared a Business Clearance Memo
to approve a change order to the cooling tower project. The change
was necessary in order to secure a building permit to begin the
project. There would be an additional charge of $61,137.00 for
labor and materials. This change was required by the City of Fort
Lauderdale. The Memo was signed by Don Galczak, James Brady, DiAnne
Shumard, John Toklucu, Alex Soufrine and Jeanne Poore. President
Tim Smith signed the Change Order on March 27, 2009.
Bob Buehler advised he has not received notifications regarding
these Memos. The Manager will make sure he has Mr. Buehler’s
correct e-mail address.
At the request of past Treasurer Richard Madey, the Manager
prepared Business Clearance memos for the approval of the October
and November 2008 Treasurers reports. To date, the Manager only
collected 5 signatures, 4 approving (Tim Smith, Armando Namis, Alex
Soufrine and Richard Madey) and one disapproving (John Toklucu).
The Manager has distributed corrected Treasurer’s reports for
December 2008 and January 2009 with this month’s Board
packages.
Window project is 99% finished. Fort Lauderdale Building Inspectors
who have been monitoring this installation on a daily basis and
they have all stated the work is being done properly in in complete
compliance with all codes, specifications and plans.
We have just received a garage and deck restoration report from The
Shiff Group which completes Phase 1 of the project. The Manager has
just given copies to the Board. The total estimated cost is
$2,144,323.85. This does not include the deck portion of the
project. We will have a meeting to go over all the material
received.
On Monday, April 20, 2009 Maintenance Employee Pablo Velez was
exposed to chemicals that have caused an injury to his lungs. As
this time, Pablo is in serious but stable condition and is being
monitored constantly.
Mr. Armando Cabarcas from OSHA performed an inspection of the
building. He had many recommendations which we will follow.
The Workmen’s Compensation Insurance Carrier’s
inspector Robert Feehrer is investigating the matter of Pablo Velez
for the insurance company and will have a complete report for
us.
LEASING
A petition received to
rent apartments at Plaza East. 71 signatures were received. We also
received a letter from an owner to request seasonal owners and
small pets.
Attorney’s opinion: It appears that we have amended language
that says renting is allowed with exceptional circumstances, but
that needs to be determined.
There was much discussion pro and con.
We will form a Committee to further explore leasing. The Committee
will report at next month’s meeting.
DECORATING
COMMITTEE
Rafick Henein advised
that to redo the bathrooms in the Ocean Room will have to meet code
as well as other items in the lobbies and kitchen. Mr. Henein would
really like to look at the actual work that needs to be done
properly which is not a simple task. We need to be realistic and
look at the actual costs. The first meeting of the Committee will
be next Tuesday.
CORRESPONDENCE
Hussein Shehata sent a
letter to the Board regarding his comments made at the
Organizational month meeting and would like to include them in the
minutes. Please see attached letters.
NEW
BUSINESS
Proposal to log and
track correspondence.
This proposal made by Armando Namis because we receive a large
quantity of requests and would like to handle all correspondence on
a timely manner. Mr. Buehler and Mr. Soufrine agreed that we need
to log and track correspondence but do not agree with all of the
proponents of it according to Florida Statute. We should redo this
to meet the current requirements of the law. Board members will
assist.
SCREENING: Mr. and Mrs. Chris Rabold have sold 5F for $265,000. The
unit is to be purchased by Mr. Andre Chalem.
The May meeting will be changed to May 20, 2009 at 7:00 PM
MOTIONS MADE
Motion: Approval of Minutes – April 1, 2009. All
approved.
MADE BY: Alex Soufrine SECONDED BY: Rafick Henein
Motion: to transfer $19,850 from Concrete Restoration Reserves to
Operating. All Approved
MADE BY: Armando Namis SECONDED BY: Tim Smith
Motion: to transfer $6,070 from Plumbing Reserves, $5,280 from
Roofing Reserves and $665.00 from the Security Reserves to the
Operating Budget. All voted Aye.
MADE BY: Armando Namis SECONDED BY: Tim Smith.
Motion: made to refurbish the kitchen, the baths in the recreation
room and the lobbies using the $300,000 from Painting Reserve and
stay within the budget. Discussion followed. Bob Buehler made a
motion to table Marilyn Capozzi’s motion until the Lobby
Committee has met and can give us a ballpark figure. Ms. Capozzi
retracts her motion.
MADE BY: Marilyn Capozzi SECONDED BY: Jeanne Poore
Motion withdrawn.
Motion: we use the $300,000 accumulated in the Painting Reserves to
refurbish the Lobby including the bathrooms in Ocean Room Area and
kitchen. Maintain the Painting Reserve so we can replenish it
within the next 3 years to have enough to paint the building.
Capozzi, Coffman, Litzenblatt, Namis, Poore, Shumard, Smith voted
yes. Buehler, Henein, Soufrine voted nay. The motion passed.
MADE BY: Armando Namis SECONDED BY: DiAnne Shumard
Motion: was made to approve the October and November 2008
Treasurer’s reports as well as the Treasurer’s reports
for December 2008 and January 2009. All approved.
MADE BY: Robert Buehler SECONDED BY: Jeanne Poore
Motion: was made to form an ad hoc committee to investigate
procedures to allow renting in the building. All voted aye except
for Jeanne Poore, Ira Litzenblatt and Rafick Henein who voted nay.
The motion passed.
MADE BY: Marilyn Capozzi SECONDED BY Armando Namis
MEETING ADJOURNED AT: 10:15PM
Respectfully submitted,
Helene Pasternak
Secretary