The Plantations Owners and Condominium Associations

The Plantations Owners and Condominium Associations

 

Board Meeting – January 14, 2012

The Lewes Public Library – 9:00 AM

 

Minutes

 

The Plantations Owners Board:  Board Members – Nick Fiorino / President, Bill Deist / Vice President, Sherry Minear / Treasurer, Sal Somma / Secretary, Elizabeth Wulkan / Director.

Absent – Elizabeth Wulkan

 

The Plantations Condo Council:  Council Members – Elizabeth Wulkan / President, Nick Fiorino / Vice-President, Sherry Minear / Treasurer, Sal Somma / Secretary, Bob Dickey / Director. 

Absent – Bob Dickey, Elizabeth Wulkan

 

Owners’ Forum (15 minutes):

No one signed up to speak.

 

President’s Report:

Owners’ Association President, Nick Fiorino, called the meeting to order at 9:00 AM.

 

The Minutes of the October 15, 2011 Board/Council Meeting were reviewed.  Bill Deist made a motion to accept the minutes as presented.  Sherry Minear seconded the motion.  All Board and Council members present approved.

 

 

Treasurer’s Report:

 Sherry Minear, Treasurer, reported:

         

Checking and Savings Balances:

Owners’ Association:

          MT&T Checking:                                   17,885.97

          MT&T Savings:                                     16,393.84

          Vanguard (Reserve Fund):                       7,092.99

                    Total of Bank Accounts               $41,372.80

 

Budget to Actual (YTD) was reviewed for December – there was a slight more income.  While waste removal slightly over, we did not spend as much in legal expenses as anticipated.  We are ahead by almost $9.000.

 

Delinquent Account Report and Collections were reviewed.  As shown in the Aging Summary, there is about $23,000 not collected from Sandie LLC.

 

 

Condo Association:

          MT&T Checking:                                   25,089.35

          MT&T Savings:                                     97,982.83

          Vanguard (Reserve Fund):                     12,147.01

                    Total of Bank Accounts                       $135,219.19    

 

Budget to Actual (YTD) was reviewed for December – again some items were slightly over and some slightly under.  The total expenses were slightly over -about 3%  ($13,000 over).

 

Delinquent Account Report and Collections were reviewed.

 

Chris Nichols spoke about both Delinquent Accounts - Owners Association and Condo Association.  The Board was asked to look at two particular delinquent accounts.  Despite efforts to have the individuals remain nameless, the rules require the information to be made public with a motion being entered. 

 

Sherry Minear made a motion to proceed with a JP Court filing for both Lynne ChiChi  [$1,219.99 (0wners) & $3,206.54 (Condo) = Total of $4,426.53] and for Jim & Joanne Worthy [$1,564.18 (Owners) & $3,847.74 (Condo) = Total of $5,411.92].  Once the judgment is received in JP Court, if there is no satisfaction the motion can then be escalated to next court.  Nick Fiorino seconded the motion. All Board and Council members present approved.


Nick Fiorino then made a motion to accept Treasurer’s reports for both the Owners’ and Condo Associations.  Sal Somma seconded the motion. All Board and Council members present approved.

 

Chris Nichols stated that the Annual Review for 2010 is in progress.  A couple of questions have been answered and we are waiting for a final sign off on the review. 

 

 

Committee Reports:

 

Architectural Review Committee (ARC):  Bill Deist, Chairperson,

Bill stated we should establish a study group to consider how to secure recycling containers for the condos.  In 2013 we will be issued recycling containers.  So, we need to decide - where do we store them and exactly how many containers should be used for each condo building – 1, 2, 4, 8? 

 

Documents Committee: Elizabeth Wulkan, Chairperson,

Elizabeth is not present.  Chris Nichols reported on the writing of the Owners’ Association By-Laws - the committee has a working set, which is being reviewed and revised. This set will then go to Mr. Hutt.  Presently, there are no By-Laws for the Owners’ Association.

After that the committee will work on the Documents.  Once completed this will be reviewed by the management company, then by Mr. Hutt and finally will go to the Owners for approval.   
The Documents need an approval by 2/3 of the Owners.  The By-Laws will need an approval of either 50% or 66%.  This will be checked.
The Board writes the Rules of the Community.  They will be posted on the website.  Everyone should receive a copy of the Covenants, obtained from their attorney at their closing.  They are also available on the website.

There was a question on resale fees.  Chris Nichols stated that all documents are on the website and then there is a small packet of information that is provided by the management company for a fee of $150. 

 

Finance Committee: Sherry Minear, Chairperson,

There is nothing to report at this time.

 

Flag Committee: Ed Edison, Chairperson,

Ed Edison is not present. Chris Nichols reported that the flag is down because of high winds and it is being resown at this time.  All the lights at the flagpole are now working.

 

Landscaping Committee: Nick Fiorino, Chairperson,

Nick Fiorino reported that one problem they are running into is that most of the junipers are original plantings and are now starting to die.  Originally, they were planted very close.  So, when one dies and is removed, many bare branches and trunks are exposed.  The landscapers will trim back the overgrowth on trees around the silos.  One goal of the committee is to give everyone entering a good image of the community.  The sea grass will be trimmed back and some replanted elsewhere in the community. 

 

Nominating Committee:  

 

Owners’ Forum:  Susan Spencer, Chairperson,

Susan Spencer stated there is nothing new to report.  There will be a meeting on Tuesday.

 

Security Committee / Gates: – Nick Fiorino, Chairperson, 

Nick Fiorino reported that one resident has been driving while allegedly intoxicated a burgundy GMC Envoy.  It was also reported that people frequently drive the wrong way around the circle. 

 

Wastewater Committee:  - Bob Dickey, Chairperson,

Bob Dickey is not present.

 

Website:  Elizabeth Wulkan

 Elizabeth Wulkan is not present.

 
Welcoming Committee:  Roseanne Perrone

Roseanne reported the committee is taking on some changes.   They are trying to get communications out quicker and are using e-mail as much as possible.  They have edited info, made a revised contact emergency sheet and put all information on the website.  They are presently creating a revised e-mail list.

Rather than giving out individual binders, they are distributing information in the SeaScape materials that are given to new owners.  

The Directory is not being given out On Demand; instead a list of Building Reps will be given to the new owners.

Nick Fiorino requested that all Owners provide SeaScape with an emergency phone number to contact them, especially if they rent their units. 

 

Property Managers’ Report: (Chris Nichols)

 

 

Projects:

Sherry Minear asked about the projects. Some are Owners’ specific, some Condo specific.

-        Crawl Space Remediation- Chris Nichols distributed the bid information to the Board members.  The Board has stated that one of its goals is to complete the remediation of all the remaining crawl spaces this year.  It was thought that there were 23 crawl spaces remaining to do, however, there are 29 crawl spaces to be done.  All of the materials have increased in price so the cost is now about $5,000 per crawlspace.  Chris Nichols negotiated a price with Dry Zone – $ 5,000 down to $ 3,500.   This is a reduction of $43,500 in the total cost, that is a discount of 1/3 off.  Presently we are $7,500 over budget. 

However, this can happen without a problem.  Chris plans for the work to start in March, so we will have collected the 1st quarter fees and the 2nd quarter fees will be on their way in.  The total cost will be $101,500.  The Dry Zone company is part of a national company, so even if they go out of business locally, we still have coverage through the national unit. 
Sherry Minear recommended we do need to really carefully manage cash flow through the 3rd quarter.


In addition, two sidings and one roof will be done with Reserve Funds. Chris Nichols stated that the buffer would come in the Operating account.  In the 2nd and 3rd quarters will need to be careful

Sherry Minear made a motion to do crawlspace remediation with the Dry Zone company at a cost of $101,500.  Nick Fiorino seconded the motion.   All Council members approved. 

 

 

 

-        Gate Surge Protection Bid – The Board compared 3 bids.  The recent auto accident at the gate also damaged drive belts – a repair of $1,073 is necessary.  This will be charged to the accident. 

There was a discussion of the bids.  Nick Fiorino made a motion to accept the Hancock proposal.  Bill Deist seconded the motion.  All Board members approved.

 

-        Speed Bumps / Humps Bid - Chris Nichols reported on the information provided by Jerry (Jerry’s Paving) - the speed bumps cost $800 each and the speed humps cost $1200 each.  The humps are better for emergency equipment. 

Jerry offered to meet with the community and recommend one to right of the circle and three towards single-family homes.  Bob Bloomquist asked if this is because of one individual or if this is a chronic problem?  It is a chronic problem.  It was also asked if our roads are enforceable for speed laws.  The answer is, “No”, as this is a private community, with private roads.  Sherry Minear reported that this will come out of Operating side of budget and we are being careful with this because of the lawsuit.  Also, this was not really budgeted for.  With the lawsuit continuing, we just don’t have any extra money.  It was recommend that we put money into the 2013 budget for it and if the lawsuit does end sooner and extra funds are available, then we can consider the issue again.  The Board agreed to table the issue at this time.

This cannot be a Reserve expenditure under DUCIOA, since we are not replacing or repairing the item. 

 

-        New Fountain Bid – The entrance side fountain failed two years ago.  The purchase of a replacement was tabled last year due to legal expenses.  This year we are adding to reserve and this is operating expense.  The cost is $ 6,735.00 ($5,000 for fountain, $1,485 for light, $250 for shipping and handling).  Envirotech recommends the replacement of the fountain for health of the pond.  Sherry Minear reports the money is there.  Sherry Minear made a motion to purchase the fountain.  Bill Deist seconded the motion.  All Owners members approved. 

 

-        2012 Building painting Bid – NIS.  Buildings 20 and 21 are definitely in the most need of painting.  We, as a Board also discussed residing two buildings and painting two buildings.  Chris Nichols made note of some creative planning - if we reside and paint buildings 20 and 21, rather than paint 20 and 21, then reside two others, we will be ahead.  We will be able to paint 4 buildings and reside 2.  All agreed this was the way to proceed. 

 

-        Irrigation Contracts – Kent Holm requested 12 even monthly payments for irrigation work.  In 2010 we spent $34,000 on irrigation.  Last year we spent $17,000 and received much more work and a much better result.  Sal Somma made a motion to accept the Irrigation Agreement.  Nick Fiorino seconded the motion.  All Board and Council members approved.

 

 

 

Update:

-        Vehicle Crash and Damage at Entrance – already discussed previously in the meeting. 

-        Ballpean Construction – We have been informed that there are tax Issues.  When bids are viewed next time, we take this into consideration.

-        Leaf Clean Up  - completed.  Courtyard clean up has been done as well.

-        Seasonal Decorating – looked well, but we’ve had complaints that the decorations were taken down before the New Year.  Will remember this for next year and keep them up longer.

-        Pond Edge Trimming – has been done and is within budget.

-        Termite Inspection – the contract has been signed for the inspection of all buildings.  About ˝ have been done and no live termites were found.  However, termite damage has been found and a contractor will follow to check for structural damage.  No active termite action has been found. 

-        Potholes in Clubhouse Parking Lot – Dennis Murray will fix the two potholes on the Plantations’ land in the parking lot.  They will be taken care of.  The other remaining holes are on Sandie’s land. 

 

 

Old Business:

-        Sandie Lawsuit Update – Chris reported that Sandie filed a Motion for Summary Judgment.  Mr. Hutt also filed a Motion for Summary Judgment.  Now both attorneys will review other’s document and submit their opinion of the other’s errors.  They will then submit a conclusion.  The judge reviews all documents and submits a decision.  This will hopefully be completed by September or October. 

-        Carol Reed Memorial - Sue Spencer reports the project is in process.  Chris Nichols said we are waiting on the plaque.  The stone chair rock costs $325.  The Board reviewed various plaques and approved a Brass plaque costing $340.  The chair and the plaque will cost $690.  Nick Fiorino made a motion to accept the stone chair and the brass plate at $690 - the community will fund $500 and the balance ($ 190) will be covered by SeaScape Property Management.  Bill Deist seconded the motion.  All Board and Council members approved.

         

 

New Business:

-        YMG Sewer Leak at Building 9 – a pump failed before the New Year.  YMG stated that it would be taken care of.  However, a few days later the sewage still remained in the parking area.  Clean Delaware was not notified, as YMG indicated they would be, so DENREC was contacted.  The problem was then resolved.  Bill Deist made a motion authorizing SeaScape Property Management to contact DENREC directly when a sewer problem arises.  After some discussion, the motion was amended to authorize SeaScape to contact YMG and inform them that if the problem was not satisfactorily addressed in a reasonable amount of time (to be explicitly defined to YMG) then DENREC will be notified.  Nick Fiorino seconded the motion.  All Board and Council members approved.   

-        Recycling in 2013 – already discussed.

-        Entrance Landscape Bid - work and bids were reviewed and discussed. Nick Fiorino made a motion to accept the landscaping bid with Scott & Sons for $769.80.  Sal Somma seconded the motion.  All approved. 

-        Mailbox Landscape Enhancement Bid – work and bids were discussed – work around the mailboxes, between buildings 21 & 22, by buildings 4 & 5, and at the flagpole.  The money is there in the budget.  Nick Fiorino made a motion to accept the bid for $739.65.  Sal Somma seconded the motion.  All approved.      

-        Bridge Flower Box Bid – Cost of $225 per box.  There was a discussion on adding several flower boxes to the bridge.  Nick Fiorino mad a motion to accept the bid for the construction of one flower box at $225.  Once the one box is installed, a decision will be made on the exact number of additional boxes.  Sherry Minear seconded the motion.  All approved.

 

The next Board Meeting will be on March 17th.  Nick Fiorino informed us he would not available for that meeting.

 

 

Owners’ Input; (15 minutes)

No one signed up to speak.

 

Adjourn:

The meeting was adjourned at 11:24 AM.

 

 

Respectfully Submitted,

Sal Somma

Secretary



Top Of Page