The Plantations Owners and Condominium Associations

The Plantations Owners and Condominium Associations

 

Board Meeting – May 21, 2011

The Lewes Public Library – 9:00 AM

 

Minutes

 

The Plantations Owners Board:  Board Members - Carol Reed / President, Nick Fiorino / Vice President, Sherry Minear / Treasurer, Sal Somma / Secretary, Bill Deist / Director.

Absent – Carol Reed, Bill Deist.

 

The Plantations Condo Council:  Council Members - Carol Reed / President, Sherry Minear / Treasurer, Sal Somma / Secretary, Bob Dickey / Director, Elizabeth Wulkan / Director. 

Absent – Carol Reed

 

Owners’ Forum (15 minutes):

Trip Wilkinson-said “Thank you’” to the Board for the beautiful garden/ courtyard recently completed at bldg 9.

 

President’s Report:

Nick Fiorino, the Vice-President called the meeting to order at 9:03 AM.

 

          The minutes of the Owners’ Board Meeting of March 19, 2011 were reviewed.  Sherry Minear made a motion to accept the minutes as presented.  Sal Somma seconded the motion.  All approved.

 

          The minutes of the Condo Association Meeting of March 19, 2011 were reviewed.  Nick Fiorino made a motion to accept the minutes as presented.  Bob Dickey seconded the motion.   All approved. 

 

 

Treasurer’s Report:  Sherry Minear, Treasurer, gave the Treasurer’s Report

          Checking and Savings Balances

Owners’ Association

          Balance in Wilmington Trust Checking:   17,806.98

          Balance in Wilmington Trust Savings:     16,374.58

          Balance in Vanguard (Reserve Fund):      7,091.89

                    Total                                           41,273.44

 

          The Budget to Actual (YTD) was reviewed.  We are tracking well to the budget now almost ½ way through the fiscal cycle.  A couple of areas are over budget – legal & professional = $6,000, but many areas under, so we will hold back on unnecessary expenses.

          The Delinquent Account Report and Collections were discussed.  The major delinquent account is Sandie LLC (about $11,000), but those funds are being held in escrow by the court.  Our attorney is following up, as appropriate, with all delinquent accounts.

Sal Somma made a motion to accept the Treasurer’s Report for the Owners’ Association.  Nick Fiorino seconded the motion.  All Board members voted in favor of approval. 

 

Condo Association:

          Balance in Wilmington Trust Checking:             54,894.68

          Balance in Wilmington Trust Savings:              147,021.89   

          Balance in Vanguard (Reserve Fund):              12,145.13

                    Total                                                     214,061.70

 

          The Budget to Actual (YTD) review showed most expenses are under by appropriately ½ for this time.  We are slightly over – accounting, tax, snow & waste removal.  Funds will come from another areas.  We will be watching expenditures very closely and stay with only necessary purchases.

 

          The Delinquent Account Report and Collections were discussed.  Several owners have paid for the entire year.  Our attorney is following up, as appropriate, with all delinquent accounts.

          Sal Somma made a motion to accept the Treasurer’s Report for the Condo Association.  Bob Dickey seconded the motion.  All Association members voted in favor of approval. 

 

 

Committee Reports:

 

Architectural Review Committee (ARC):  Bill Deist, Chairman, is not present today.  There have been two recent requests and both have been approved.  Also, there were questions on another project that was completed.  These were answered. 

 

Documents Committee, Paul Carey, Chairman.  Paul is not present today.

 

Finance Committee, Sherry Minear, Chairperson, mentioned that they recently did an analytic, comparing this year to last year.  The Committee was pleased to see our planning has enabled us to use cash assets well.  All expenses are being covered.

Nick Fiorino asked if the $35 increase in Owners quarterly dues in place of Sandie’s payment was temporary?  Chris Nichols explained if we end the lawsuit and we do get paid, it would match almost, exactly the amount of money we should have been putting aside into Reserves for the road.  When we did Reserve Study, the roads were not put in.  So, the $35 will cover the roads for the Reserve Study in future years.

 

Flag Committee – Eddie Edison, Committee Chair reported that he has physically been unable to do anything.  Chris Nichols reported that the repaired smaller flag is up.  A canvas shop used fishing line type material to repair it.  It will be taken down during storms. 

 

Nominating Committee:  Paul Carey, Chairman.  Paul is not present today.

 

 

Owners’ Forum:  Susan Spencer, Chairperson, was not present. Roseanne Perrone reported on Tuesday’s meeting (16 present).  The Owners’ Forum is suggesting the creation of a new sub-committee – Recreation and Community / Social Committee.  The members are also: trying to fine-tune the communications to improve them, and brain storming future ideas (recycling, community activities, etc.).  

Elizabeth Wulkan also spoke about this new committee and there was a discussion on this.  A few ideas mentioned were: a community bar-b-que, regular dinners circulating at volunteers units, and special theme dinners. 

Geri Garvey, who did the pool negotiating has volunteered to find other activities and discounts for the community. 

          It was noted that the Building Reps are posted on the website.

 

 

Security Committee – Nick Fiorino, Chairman, began by reading a letter from Joan Deaver concerning a robbery that took place in a home on Plantations Road.  Nick also reported two robberies in Sandie Brae.

The problems with glare and our security camera were discussed.  Presently, the camera will get a good picture of the license plate and car.  However, the driver’s face is blurred.  Chris gave details about the camera, angles, lighting, and a possible arch over the exit to provide the correct lighting for a better picture of the driver.  

The Security Committee will discuss the options available and costs involved.  Nick Fiorino pointed out we obtained the equipment under the original amount budgeted, so we should have some money left.  Sherry Minear replied affirmatively, but it depends upon what additional costs we are looking at?

Bob Bloomquist pointed out that we have a system to take pictures of cars and licenses.  The police will not work with a grainy picture.  The picture of an individual driver must be a perfect picture.  Our system is working perfectly for what it is intended to do. 

 

Laurie Bronstein suggested the establishment of a Community Watch.  Sal Somma asked that “Community Watch” signs be posted and every mailing should remind all owners to continually be on the lookout for unusual happenings in the community.  If something is seen, they should report it to the police and then to SeaScape.  The Security Committee will discuss the suggestions.

Chris Nichols will invite Corporal Commacho(the Delaware State Police Community liason Officer) to speak to the community at the Annual Meeting.

 

Website:  Terry Prindle reminded everyone the website will publish info for the community.  Community events (dinners, get togethers, etc.) can be posted on the website without Board approval.

 

Waste Water Committee:  This Committee was re-instated at the last meeting to investigate issues regarding YMG and the state.  We need to find a chairperson, who will write a charter and submit it to the board for approval.   Terry Prindle, the previous chair, is willing to serve on the committee, but he feels the chair should be someone who is covered by insurance (like a Board member).
          Chris Nichols stated that someone needs to lead the charge, so we can be organized and be ready to challenge any request for a rate increase. 

The committee would be a fact-finding group, with someone from Plantations East also involved. 

Elizabeth asked about RoboCall, Chris Nichols also spoke about ReadyCall and stated that we can do this.  We can inform people with e-mails, but we can also have phone calls done.   


Welcoming Committee:  Fran Patterson, Chairperson reported there is nothing new.  She is waiting for an update on Tuesday.   Elizabeth Wulkan suggested that the Welcoming Committee contact SeaScape once a month regarding new owners.

 

 

Property Managers’ Report:

Chris Nichols reported on a number of on-going projects:     

Siding replacement – Bldg 1- the area by the electric meters remains to be done.  Bldg 14 – is completed.

 

Crawl Space remediation – Bldg 7 is completed.  The access to one crawl space had to be cut and a new door is to be installed on Monday.  The company was very successful.  One crawlspace at Bldg 20 was done.  The unit owner had already installed a dehumidifier, so the cost was less.  

 

New Roof – Bldg 22 is completed.

 

Landscaping – Plant Replacements at Bldg 9 – a full new courtyard and exterior wall plantings.  Partial plantings have taken place at Bldgs 1, 15, 17, 19, and 24.  Also, seventeen plants at the entrance are being replaced.  The Majority of plantings are bushes.  Most replacements are like kinds.  Azaleas throughout the community are reaching their life span.  Rabbits are eating new azaleas, which are smaller. 

Laurie Bornstein offered to work on the landscape committee

 

Bridge Railing Staining is complete.

 

Staining of Steps – after replacements and repairs the steps were power washed and stained.

 

Painting coming up – all or portions of Bldgs 1, 2, 6, 13, 14, 15, 21, and 22.  It was reported that Bldg 24 has green  (mold, moss) on it.  This will be checked.

 

Irrigation Start Up – the system is running in the courtyards, but not in all the green areas.  The fertilizer and weed/feed are still soaking in on the green areas.   Kent is doing a good job monitoring the system. 

 

Fountain Installation – fountains were installed since the last meeting.  Some problems with their running have been solved.  Some lighting issues are still being handled. 

 

New Pond Signs – the insurance company suggested that signage be installed – “No Swimming, Diving, Boating, Fishing, Ice Skating or Other Recreational Activities”.  There will be four signs for each pond.

 

ANTS, ANTS, and MORE ANTS

The Plantations seems to be overrun with ants.  If one unit has ants, the owner deals with it.  If more than one unit has ants, then we must deal with it.  You can call Active Pest Control.   If several units have ants, then the exterior will be sprayed.  The spraying of the interior is entirely up to the owner.  The pest control company will look for trails by ants. 

Terry asked about routine termite inspections.  Chris Nichols reported that all units are inspected with each property transfer.  He also stated that one person reported a termite and he is having it checked out.  If these are termites, it will be handled. 

 

Siding Replacement – we are getting bids several of the buildings.  The replacement of all broken cedar boards is being taken care of.  They will be replaced and then the new boards will be painted.

 

Updated Maintenance Schedule – was reviewed.

 

Transfer to Reserves (Condo) – the reserve payment to condo has been made.  We are on schedule.

 

YMG’s Legal Issues - We notified PSC and DenRec of our concerns.  We have told YMG that we are willing to work with them, to keep costs down.  We did not receive a good response from YMG.  The PSC ‘s response was they are willing to listen to the owners and the information we requested from YMG is reasonable and we are entitled to it. 


Chris Nichols asked about sending YMG’s response to PSC for inclusion in their file.  Elizabeth Wulkan made a motion to send the YMG response to the PSC.  Sherry Minear seconded the motion.  Four Board members voted against this motion.  One voted for it. 

Sal Somma made a motion – to go back to YMG, showing them the response from the PSC and asking for their reconsideration.  Elizabeth Wulkan seconded the motion.  All Board member approved.  .

Terry Prindle stated that the liner has been replaced in the pond the DNREC had reported to be leaking. 

 

Upcoming Projects (Steps?, Roof?, Siding?) – The sheet listing the projects was reviewed.  We have come in under budget on every project except for crawlspace.  So, we have the funds available to move ahead, pending Board approval.  We can go back and complete replacement of the cement board on some bldgs already started.  We can take advantage of the situation. 

 

Complete roofing on bldg 2.  Sherry Minear made a motion to complete the roofing on bldg 2.  Sal Somma seconded the motion.  All approved, providing the project can be brought in within the budgeted amount.   

 

Cement Board replacement on 2 BUILDINGS.  Sherry Minear made a motion to complete replacement of the cement board siding on two buildings one of which was previously partially completed.  Elizabeth Wulkan seconded it.  All approved, providing the project can be brought in within the budgeted amount. 

 

Stair Replacement, one left – bldg 3.  Sherry Minear made a motion to complete the star replacement on bldg 3.  Bob Dickey seconded the motion.  All approved, providing the project can brought in within the budgeted amount. 

 

Laurie Bronstein – bldg 4 – asked for someone to come and evaluate the condition at bldg 4 – mold or moss on the bldg’s siding.  Chris Nichols noted that her building was the one that was previously started and now will be may be resided at the bottom.

 

Pine Tree at bldg 3 - one pine is dead w/ wood borers.  This is part of routine maintenance.  We need to take care of it and remove the tree.  Sal Somma made a motion to remove the tree.  Nick Fiorino seconded the motion.  All approved.

 

 

Old Business:

          Sandie Law Suit.  We have submitted everything that was requested.  Response received from Sandie has not been acceptable.  Mr. Hutt reports that Sandie has agreed to drop their monetary loss claim.   Mr. Hutt has given Sandie a letter stating their responses were insufficient.  They (Sandie) will be submitting additional responses now that the monetary suit is dropped.  

 

We appear to be moving closer to a decision, but it will not be quick.  Basically is comes down to whether the Covenants state they (Sandie) have the right to enter and leave (without paying any maintenance fees?).

 

The judge is about to retire and the case would then be handed off to a junior chancellor. 


          Writing of Owners’ By Laws - Since Mr. Hutt has had much experience with the Documents; it seems natural that he should take care of this.  Sal Somma made a motion to request Mr. David Hutt prepare a set of Owners’ By Laws.  Elizabeth Wulkan seconded the motion.  All approved.  Originally, we had approved Ms. Patchell for this project, but she never worked on it. 

 

 

New Business:

The bldg 7 courtyard wall is crumbling.  Chris Nichols is seeking bids on this project.  It is tabled pending receipt of the bids.  Chris will check if the courtyard walls are in the Reserve Study.

 

 

Owners’ Input: (15 minutes)

Terry Prindle asked if Mr. Hutt can check whether Sandie LLC is submitting the monthly payments.  Chris Nichols responded that the court provides confirmation of these payments.

 

Fran Patterson (bldg 19) reports the irrigation system is sprinkling the windows.  This will be checked.


Ron DeCosmo – commends the new voice of SeaScape, Chris Nichols.  He is well organized and doing nicely.  The commendation was also extended to the Board.

 

The Next Meeting is – July 16th, here at the Lewes Library.

 

The meeting was adjourned at 10:56 AM.

 

Respectfully submitted,

 

Sal Somma, Secretary



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