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APPROVED BY THE BOARD ON JUNE 18, 2008

MEETING OF THE
BOARD OF DIRECTORS OF PLAZA EAST ASSOCIATION
April 30, 2008
 

Pursuant to notice the Board of Directors of Plaza East Association, Inc. met in regular session on Wednesday April 30, 2008 at 7:00 P.M.. in the Recreation Room, 4300 N. Ocean Blvd., Fort Lauderdale, FL 33308. Directors in attendance were James Brady, Donald Galczak, Richard Madey, Jeanne Poore, Tim Smith, Alex Soufrine and John Toklucu. Also in attendance was Property Manager David Beswick. Robert Buehler, Rafick Henein, Armando Namis and DiAnne Shumard were not present. Mr. Smith chaired the meeting and Mr. Beswick recorded the proceedings. The meeting was called to order at 7:09 P.M. and began with the Pledge of Allegiance to the Flag followed by roll call.
 
Thereafter, upon motion by Mr. Brady, seconded by Mr. Toklucu, it was unanimously voted to approve the Minutes of the Special Meeting of April 23, 2008.
 
Treasurer’s Report
Thereafter, the Treasurer’s Report was given by Mr. Madey. Upon motion by Mr. Madey, seconded by President Smith, it was unanimously voted to approve the February, 2008 expenditures from the Building & Mechanical Reserve. There were some questions that came up and as a consequence, upon motion by Mr. Galczak, seconded by Mr. Brady, it was unanimously voted to table the March Report until the next regular Board Meeting. Thereafter, the matter of applying a late fee to unpaid work orders was tabled until the next regular Board Meeting as it was not on the current agenda. Thereafter, the matter of creating a new special assessment account for window protection was tabled until the next regular Board Meeting as it was not on the current agenda.
 
President’s Report
Thereafter, President Smith gave the President’s Report. President Smith and David Beswick met with representatives of Jacobs Carter Burgess to request a proposal to provide engineering and architecture oversight for the garage and deck concrete restoration. Committees have been seated for 2008 and the Committee Heads’ Meetings will resume on the Tuesday of the week preceding the Board Meting each month..
 
Manager’s Report
Thereafter, Mr. Beswick gave the Manager’s Report which is amended to and made a part of these minutes.. An update on the cooling tower project was given. A survey was conducted to discover what hurricane panels were in stock, and there are none so metal fabricators have been contacted and asked to provide pricing for replacement panels. Balconies and catwalks in the GH Stack will be inspected beginning Monday May 5, 2008.
 
Committee Reports
There were no committee reports to be presented but President Smith reported on the progress made by several of the committees.
 
Old Business
Thereafter, it was decided to have a special board meeting on May 14, 2008 at 7:00 P.M. to discuss the proposals received for the cooling tower project and how to fund the project.
 
Thereafter, the matter of retention of e-mails between board members was revisited. Upon motion by Mr. Galczak, seconded by Mr. Toklucu, it was voted to reverse the previous motion. Mr. Galczak, Mr. Madey, Mrs. Poore, President Smith, Mr. Soufrine and Mr. Toklucu voted in favor and Mr. Brady voted in opposition to the motion. Upon motion by Mr. Glaczak, seconded by Mr. Toklucu, it was voted to not retain e-mails between board members. Mr. Galczak, Mr. Madey, Mrs. Poore, President Smith, Mr. Soufrine and Mr. Toklucu voted in favor and Mr. Brady voted in opposition to the motion.
 
Thereafter, it was noted by Mr. Soufrine that Mr. Henein was not present to answer questions about the recreation room so Mr. Soufrine moved that the matter be tables until the next meeting and the motion was carried unanimously.
 
Thereafter, the Minutes of the Board Meeting of March 26th were discussed. Upon motion by Mr. Brady, seconded by President Smith, the Minutes of the Board Meeting of March 26, 2008 were approved with Mr. Brady, Mr. Galczak, Mrs. Poore, President Smith, Mr. Soufrine and Mr. Toklucu in favor of the motion and Mr. Madey in opposition.
 
Thereafter, the matter of an annual performance review of the Property Manager was discussed. President Smith proposed that a committee consisting of the President and the Chairman of the HR Committee and two others be convened to conduct a formal, objective review. Upon motion to establish a committee for this to be presented to the Board at the next regular board meeting, by Mr. Brady, seconded by Mr. Toklucu, it was unanimously voted to approve this procedure.
 
Thereafter, on the matter of the revised procurement policy prepared by Mr. Madey, it was moved by Mr. Brady, seconded by Mrs. Poore, to approve the policy subject to tweaking and the addition of a codicil allowing utilities to be paid without having to first obtain approval from the Contract Review Committee. The motion was carried unanimously.
 
Thereafter, it was unanimously voted to adjourn at 9:10 P.M.
 
Respectfully Submitted,
 
 
 
David L. Beswick, CAM, CMCA, AMS
Property Manager