Bayside Americana Condominium Association, Inc. Annual Board Meeting May 18, 2013

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1 Bayside Americana Condominium Association, Inc. Annual Board Meeting May 18, 2013 ATTENDANCE: Not in Attendance: Bob Thornett, President Dave Leonard, Member at Large Jim Conway, Treasurer Theo Brans, Secretary Bill Edwards, Member at Large Pam Conti, Property Manager, Legum & Norman, Inc. APPROVAL of DECEMBER, 2012 MINUTES Meeting commenced at 1:00 pm. Minutes were distributed for review and approval. Motion to approve minutes; All in favor of approval of minutes. OFFICERS REPORTS The following account balances are as of April 30, 2013: Operating Cash Account: $ 147,088 Reserve Account: $ 160,012 Money Market: $ 149,370 CD: $ 25,571 Union Bank Checking Account: $ 132,180 Delinquencies: $ 54,105 There are 6 units with Delinquent accounts totaling more than $1,000. All have been placed with liens on their properties and are in collections with the attorney. 1 st Qtr. Sales: There were four (4) Settlements in the first qtr. There are four (4) units for sale to-date; two (2) have pending contracts.

2 2012 Audit Hajek and Associates has completed the 2012 Tax Audit; Treasurer review, approval and signature required. Single Family Homes There was a Resale Request from a home on Destination Drive, which led to the discovery that there are three (3) single family homes on Destination Drive that are considered to be part of the Bayside Condominium Association. They are detached units; the lot size classifies them as a Condominium. No condo fees have ever been collected from these homes, nor has there been any services provided to them by the Association. Further review is needed to determine if there is any liability on our part and if we need to amend our By-Laws. Bob Thornet to discuss with Freeman. OLD BUSINESS Open Parking Spots: Per a prior request from Dave Leonard regarding the non-reserved parking spots closest to the elevators within the New Castle buildings be designated as loading/unloading zones, signs have been posted to reflect this. Some residents are opposed to this decision as it takes up further available parking spaces within the garage. Garage Floors Restripe / Re-stencil / power wash and reseal bids being sought Estimates range from $7000- $17,000. Sealing requested to cut down leaching (dust) on cars. $1,200-1,500 / building if not sealing. Board suggests just an eventual striping and power washing for the fall. Residents agree. Garage Painting Three (3) estimates received for the painting of Trim/Garage Ceilings in Kent I and II. $5,800, $6,400 and $11,000 per building. These estimates Includes some repairs due from previous water damage (drywall repairs needed.) Water issues have been resolved. There is money in the budget to handle this. Theo Brans motioned to approve the painting/reparis; Jim Conway seconded the motion. Pam to get contractor on schedule asap. Powerwashing of Buildings Resident indicated that the back exterior walls of the New Castle buildings facing the Sun Ridge pools are green and are in need of Powerwashing. These will be looked at by the Management company and addressed as needed.

3 Ferrell Cats: Proposed solution to trap Ferrell Cats and report to Animal Control has cut down the number of cats being cited. Still have some citings, but minimal. Dryer / Vent Cleaning: Vent cleaning performed in the Spring, but residents are reporting no noticeable improvement and continued long drying times. Bill to help with a point-of-contact to address this problem. NEW BUSINESS Storm Damage Winds and rain from the March Noreaster storms did a lot of damage to the faschia, downspouts, shingles and siding of the Buildings. There were Roof Leaks reported in the New Castle 2 building where inspections determined that the leaks were due to deficient roof top dormers construction. Pam contacted Freeman (Rich Rishel (in charge of Infrastructures)) who requested an Engineer Report. Criterion Engineering inspected the Roof May 7 th and reported that two dormers lack supports under the dormers and they have shifted/dropped. There is a two-inch gap that has caused the flashing to pull loose. The claim was submitted to the Westminster American Insurance Company, where after an insurance adjuster inspection, denied the claim due to building structural deficiency issues. (Our policy does not cover building defects.) Last year s prior repairs did not correct these problems. L&N to go back to Freeman for the cost of the repairs. The dormers have been covered at this time to protect from further water damage. Proposed estimate from Bayside Exteriors (roofing company) is $6,800; Board wants the Engineer and Freeman (Rich Rishel) to check out the dormers. Vandalism There have been several continuous acts of vandalism occurring to the Condominium buildings, primarily to the New Castle Buildings. Vandalism includes the ducktaping of License Plates of vehicles in the garages and doors in the lobby; dumping of cigarette buckets by the elevators; placement of bicycles and furniture on elevators; placement of bicycles within the hallways on the 1 st, 2 nd and 3 rd floors; destruction of lobby furniture and plants; damage to fire extinguishers. Two boys were witnessed running from the lobby April 21 st, just minutes after a new vandalism discovery. They were questioned, where one admitted to the events; the other denied being involved. Dialogue between the mother of one of the boys followed, with complete denial of any involvement. Since the April 21 st incident, no further vandalism has occurred.

4 Officer Tyndall of Bayside Security was contacted to report the issue, where he disclosed several incidents he has personally addressed. He offered to speak in our May 18 th meeting to discuss the information he has on the incidents, and to offer security options. He had suggested installing security cameras equipped with Flash Drives. These are inexpensive and the drives can be removed and reviewed at any given time. They can be as small as a Lipstick Container for easy concealment. A medical emergency, however, prevented Officer Tyndall to make our meeting to further discuss the issues and options. Security measures were again discussed by the residents, with potential installation of cameras within the garages and lobbies. Posting signs that security cameras are installed my deter further activity. Options and prices to be investigated and shared with the next meeting. Future Meetings Future meetings will be held in New Castle Meeting immediately following the Bayside HOA meeting scheduled meetings are as follows: August 10 October 9 December 12 Annual Meeting The Annual meeting will be held with the next Condominium meeting scheduled August 10 th. A call for nominations for two (2) positions that will be available will go out 30 days in advance of meeting. Theo Brans and Dave Leonard s positions are up. Nominations to be sent to Pam, she will get out to community to then vote in August. OPEN FORUM Vandalism (Refer to report under New Business) Open Parking Spots: (Refer to report under Old Business) Powerwashing of Buildings (Refer to report under Old Business)

5 MOTION TO ADJOURN Theo Brans motioned to adjourn the meeting at 2:15 pm. Jim seconded the motion. All in favor. NEXT MEETING: August 10, 2013 at Winterberry Pkwy, New Castle 2 building.