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MEETING OF THE BOARD OF DIRECTORS OF PLAZA EAST ASSOCIATION
FEBRUARY 27, 2008

Pursuant to notice the Board of Directors of Plaza East Association, Inc. met in regular session on Wednesday February 27, 2008 at 7:00 P.M. in the Recreation Room, 4300 N. Ocean Blvd., Fort Lauderdale, FL 33308. Directors in attendance were James Brady, Robert Buehler, Donald Galczak, Richard Madey, Jeanne Poore, Armando Namis, Dianne Shumard, Tim Smith, Alex Soufrine and John Toklucu. Rafick Henein and Property Manager David Beswick were not present. Also present was Administrative Assistant, Ms. Ayasha Agarrat. Mr. Smith chaired the meeting and Ms. Agarrat recorded the proceedings. The meeting was called to order at 7:16 P.M. and began with the Pledge of Allegiance to the Flag followed by roll call.

Thereafter, on a motion by Mr. Brady and second by Mr. Soufrine, the minutes of the Board Meeting of January 30, 2008 were approved as amended.

Thereafter, on a motion by Mr. Brady, seconded by Ms. Shumard, it was unanimously voted to table approval of the Minutes of the December 19, 2007 Board Meeting.

Thereafter, on a motion by Mr. Buehler, seconded by Mr. Madey, it was unanimously voted that the recordings made of the Board Meeting proceedings be properly maintained and safeguarded until such time as the minutes were approved by the Board of Directors at a subsequent meeting. As a part of this action, the Board discussed the matters of the possibility of broadcasting Board Meetings on the community channel; proper decorum and courtesy to aid in recording of the proceedings; safeguarding the records of e-mail communication between Board Members and proper backup for Office computers. President Smith indicated that he would direct the Property Manager to investigate the equipment necessary to perform some of these tasks.

Thereafter, on a motion by Mr. Madey, seconded by Mr. Toklucu, it was unanimously voted to make the Property Manager responsible for maintaining the aforementioned records.

Thereafter, the Treasurers Report was made by Mr. Madey. The Treasurers Report is attached to and made a part of these Minutes. Upon motion by Mr. Madey, seconded by Mr. Galczak, it was voted to approve the expenditures from the Reserve Accounts Mr. Buehler, Mr. Galczak, Mr. Madey, Mrs. Poore. Ms. Shumard, President Smith, Mr. Soufrine and Mr. Toklucu voted in the affirmative while Mr. Brady and Dr. Namis voted against approval. Thereafter, upon motion by Mr. Brady, it was unanimously voted to table the approval of the expenditures from the Special Assessment funds until the next Board Meeting for the purposes of explaining the expenditures in depth. Thereafter, after a discussion regarding the fee charged to Plaza East by the bank for receiving payments on checks drawn from foreign banks, upon motion by Mr. Madey, seconded by Mr. Brady, it was unanimously voted to add the fee charged by the bank to the account of the owner submitting the payment.

Thereafter, President Smith presented the President’s Report. The sign-up sheets for volunteers who wish to serve on a committee will remain available for one more week for those who wish to volunteer but have not yet done so. The President will appoint interim chairs of committees and upon their first meeting, the committees will each elect their permanent chairs. Committee chairs will then appoint a secretary for their committees to prepare committee meeting minutes. Each committee will have at least one but not more than five board members. Thereafter, President Smith appointed Mrs. Helen baker as Chair of the Screening Committee as there is a screening scheduled for March 4, 2008. Mr. Jerry Marcial and Mrs. Florence Berliner have also volunteered to serve on the Screening Committee. Thereafter, President Smith announced that it was do time to perform a reserve study and that the Property Manager would be asked to arrange for this study to be done. Thereafter, the Board had a discussion regarding the current and proposed use of cabanas/cabana spaces. Thereafter, President Smith spoke about the progress made on adopting Purchasing Policies & Procedures, and that it was hoped that something would be presented at the next Board Meeting.

Thereafter, upon motion by Mrs. Poore, seconded by Mr. Madey, the proposal to have a special board meeting on the second Wednesday of each month was defeated with President Smith, Mr. Brady, Mr. Galczak, Mr. Soufrine, Ms. Shumard and Mr. Toklucu and in opposition and Mr. Buehler, Mr. Madey, Mr. Namis and Mrs. Poore in favor of the motion.

Thereafter, the matter of the mandate by the State of Florida Dept. of Environmental Protection that Plaza East stop using the outfall as a part of the A/C cooling system was discussed. It was announced that the D.E.P had been contacted by the Association Attorney regarding issues of Force Majure and were not willing to change the language of the decree but were willing to give Plaza east a 60 day extension on the completion date bringing it to March 1, 2009. The discussion also concerned the projected cost and anticipated location of the proposed cooling tower, and also included having the project engineer attend the next Board Meeting.

Thereafter, the matter of the erection of a security fence on the border with Plaza South was discussed.
Thereafter, the matter of the noise generated by the A/C chiller located on the South side of Fountainhead Condominium was discussed and President Smith announced that the Property Manager would be directed this summer to solicit proposals from three sound & vibration engineering companies to perform a study on this noise problem and make recommendations. Thereafter, President Smith announced that there was nothing new to report on the Flamingo Avenue drainage situation. Thereafter, it was announced by President Smith that a letter of resignation from the Entertainment Committee was received from Ira Seltzer and that the Property Manager was directed to prepare a letter of thanks to Mr. Seltzer for his services under the President’s signature. It was so moved by Mr. Brady and seconded by Mr. Soufrine to prepare this letter and the measure passed unanimously.

Thereafter, the matter of the request for appearance of Plaza East Board Members and Attorney at a public hearing held by State Representative Julio Robaina and the Select Committee on Condominium and Homeowner Association Governance was discussed. President Smith reported on the voluntary invitations to attend public hearings in Pembroke Pines, South Miami Beach, Orlando and also to answer a Subpoena Duces Tecum to provide documents and testimony at a public hearing in Tampa.
Thereafter, Mrs. Marion Packard reported that T-Volt Electric was employed to install some additional spotlight fixtures in the West side parking lots for reasons of residents’ safety, and also to correct some electric defaults in the lighting system located in the grassy areas on the patio deck that could have resulted in severe injury had they not been corrected.

Thereafter, Mr. Brady expressed the thanks of the entire Board of Directors to the Committee heads and their committee members for the vast amount of work they perform on the Community’s behalf.

Thereafter, President Smith read the Manager’s Report for March, 2008, which is attached to and made a part of these minutes. Items covered included the replacement of the A/C coolant well pump; the installation of the Key Fob entry system has been completed and is now being debugged. Fobs will be issued soon; the expiration date of the 145 fire hoses has passed and the cost to replace is $15,065.60 and requires Board approval. Thereafter, upon motion by Mr. Brady, seconded by Mr. Toklucu it was unanimously vote to proceed with a contract to replace the fire hoses; on February 26, 2008 requests for proposals were sent to six different concrete repair companies based on unit pricing. President Smith also touched on the deterioration of the catwalk knee walls; a letter was prepared to go out to the homeowners advising them on the situation with the trash chutes and that recycling will have to be brought to the lower garage. Board approval is required for this letter. There after, on a motion by Mr. Buehler, seconded by Mr. Soufrine it was unanimously voted to approve the letter to the homeowners. Thereafter Mr. Brady offered, with Board approval, to take up this issue with the State Fire Marshall. Upon motion by President Smith, seconded by Mr. Galczak, it was unanimously voted to proceed. Thereafter, the matter of proceeding with the proposal to correct the electrical overheating problems was tabled until the next meeting; the Plaza East cooling tower noise issue was discussed; the Maintenance Staff will be painting the walls and floors of the catwalk entrances beginning March 3, 2008; Action Accessibility was out on February 22, 2008 to perform the contracted repairs on the pool lift; Edwards Service contacted the office on February 21, 2008 and provided the information that they would be doing the final inspection beginning Monday February 25, 2008.

Thereafter, President Smith announced that the employee’s time clock had been replaced with an Ethernet system to make payroll reporting more efficient, and also that the Association’s filing system will require some additional work to make retrieval easier. The matter of materials required for approval of ownership was discussed.

Thereafter, the matter of security cameras in the Management Office and the Mail Room was discussed along with the possibility of installing additional cameras in bathrooms, saunas and store rooms. Thereafter, upon motion by Mr. Toklucu, seconded by Ms. Shumard is was voted six Members to four to proceed with the repair of the camera equipment in the Management Offices and Mail Room. Voting in favor were Ms. Shumard, Mr. Smith, Mr. Soufrine, Mr. Brady and Mr. X. Voting in opposition to the motion were Mr. Buehler, Dr. Namis, Ms. Poore, Mr. X.

Correspondence

Thereafter, based on a letter from Mr. Richard Mayhill, the matter of a complaint from the relative of a unit owner regarding a fine levied by the City of Ft. Lauderdale against Plaza East as the result of a false fire alarm caused by the failure to cover a smoke detector in the unit while work was being conducted was discussed. Upon motion by Mr. X, seconded by Mr. Buehler, it was voted to not assess the unit owner for the cost of the fine. Voting in favor were President Smith, Mr. Buehler, Mr. Madey, Dr. Namis, Mrs. Poore, Ms. Shumard, Mr. Soufrine and Mr. Toklucu and Mr. Galczak voted in opposition.

Thereafter, based on a letter from Mrs. Florence Berliner of Unit 9H, a discussion of the placement of an air conditioning cooling tower on the Plaza East roof over the GH Stack was discussed. President Smith announced that Engineer Chris Covalt of DeRose Engineering would be asked to attend the next meeting and answer questions in this regard.

Thereafter, President Smith spoke regarding a letter from Mr. Harold Wechsler of Unit 12L, questioning the appropriation of Wilma Special Assessment money to remove and replace brick pavers in the planting area at the front of Plaza East. President Smith stated that it was his opinion that the work should be paid out of regular maintenance funds. The conversation then encompassed the matter of fountains in the same area.

Thereafter, President Smith announced the receipt of a series of letters from Mr. Harold Wechsler of Unit 12L which constituted a challenge of the recent election of Board Members. A discussion of election procedures took place and recommendations were made.

New Business

Thereafter, Dr. Namis commented on the need for a business plan for Plaza East.

Thereafter, President Smith commented on the importance of committees and the Committee Head Meeting held on the Tuesday evening, 1 week prior to each Board Meeting.

Thereafter, Mr. Buehler announced that he would be holding a monthly owners’ forum in the Recreation Room.

Thereafter, the meeting was adjourned at 11:04 P.M.

Respectfully Submitted,