Manager’s Mtg. February 15

Manager’s meeting, Portofino South, February 15, 2017

In attendance: association’s building manager and residents

Paving Project: The project is currently at the stage of beginning permitting and hiring of a construction manager. It was noted that finding enough parking space during the project may be a challenge.

Decorating: Lights for the hallways to be proposed to the Board are on display on the fourth floor near the entryway to unit 403. The decorating committee will present updates on their projects next Tuesday at the board meeting.

Power Issues: Power outages and/or surges have been occurring 1-2 times/week and are causing issues with the association’s common property (mechanical/computers). Manager plans to schedule a meeting with representatives of FP&L to discuss.

Internet: A vendor of building-wide Internet services will present Tuesday at the board meeting.

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Board Meeting July 12, 2016

Regarding our parking lot overhaul, the last board meeting included planning to approach West Palm Beach city employees with our plan to see what they would require to meet code. Our landscaper went to the city and reported back during this board meeting.

Changes will be required to the west guest parking lots as well as to our main property. Trees and a hedge for the western lot will be $12,000. The removal and replacement of trees along Washington Blvd. at about $2,000 per tree was discussed. These charges will separate from Keshavarz & Associates’ (engineers) charges.

P.R. said the manager had given him a parking lot project estimate of $1/2 million.

Some of the uncovered parking spaces on the main property will be reduced in width by six inches to accommodate required islands with trees every ten spaces. No parking spaces will be lost in the current plan.

Possible changes to handicapped spaces were discussed.

The secondary bike shed will be relocated slightly to meet code.

The area around the fountain which currently has tiles over river rock will be paved to improve pedestrian access.

The engineer wants to put in a fence surrounding the recycling bin storage area (near bike shed and south parking) to meet code. The engineer wants to put in a fence on the very east side of the property to enclose the pool from public access. This is a health and safety issue.

Condo Meeting March 15, 2016

Portofino South, West Palm Beach, Board Meeting March 15, 2016

All board members present except K G who called in around the middle of the meeting.

It was announced that the first Tuesday of each month at 7:00pm going forward, Frank the manager will hold an open meeting. He invites all condo owners to come in and ask questions or voice complaints.

Martha board president mentioned that the four white boxes surrounding the entrance fountain were removed since nothing will grow because of the wind and chemicals in the fountain.

Martha also mentioned that the board would be willing to take questions or comments from the audience after the board has discussed a topic

A letter from B L about the website was brought up by BG. She said she had not seen it before she saw it in her packet before the meeting. H M said she had received it a week ago and took it upon herself to answer it. She read her letter saying the board had chosen the least costly option and the purpose of informing the owners was achieved. BG said the website was inadequate and that it was not generating that much info. GD mentioned that they had looked at much more expensive websites and rejected them. He had not been on the website yet. BG mentioned that condo owners should be automatically notified with new postings….one service which does that is called Constant Contact. The office said they were looking in to it.

GD gave financials: two condos in arrears for two months

Pool Discussion:

The total cost of repair was around $31,000. Still holding final payment as there are four missing tiles.

BG wanted a full accounting for the pool.

Pool project is complete and the temperature is holding at 86 degrees. Seems there is no more water leaking. Before it was leaking 3 to 4 inches a day. Auto fill is working.

Cooling Tower:

As it is so old that the whole thing might have to be rebuilt, we are talking about a large amount to repair. Engineer is being sought for this project.

Redoing the parking lots:

Redoing the parking lots is complicated by drainage problems. The board was given two engineers to choose from.

As there are three coats of sealant already on it, to fix sinkholes the ground must be dug up at least one or two feet for it to be refinished. The drainage problem could be handled in two different ways either by laying new pipe or by blowing new pipes into the old ones.

The city will get involved and will demand handicap parking on this side and dividers every 10 spaces. We will have to conform to current city code. We will lose some spaces.

We will have to hire site planners and landscapers who hopefully can deal with the city

This project could run about $500,000.00. Timeline is about 4 months.

M L asked if we could appeal some code requirements. It was mentioned that is what the site planners can help us do.

WE COULD BE ASKED FOR EACH CONDO OWNER TO BE ASSESSED

Sauna:

Frank’s work to clean it up was not successful so it has to be redone. Estimates were given for the special wood and the installation which is separate. Labor would be around $ 2500 ( Designer Builder)and cost of wood ( Finlanda) is about $2525. Board did not approve the expense as only one carpenter bid had been submitted.

A guest in # 912 was interviewed as she is staying longer than a month.

Decorating committee met

The audience asked:

Do you have flip or transfer taxes in Florida?

We should have a project manager as these jobs are so large and technical. We have three large jobs to complete and coordinated.

We are lucking to have Greg doing as much as he does.

PR said if we are thinking of spending such large amounts of money we should try to get good estimates for the projects and then tell the condo owners, who might want to sell their apartments.

All these contracts must be sent to the lawyer for review. The pool contract wasn’t sent to the lawyer, as it adds expense up front.

Frank called the insurance people and the pool lighting is sufficient for extended night hours. The pool is now open till 9:30 along with the barbecue.

Hopefully people will be respectful of noise. Doorman should be called with noise complaint and to check if the grill is shut off.

Status of the Docs:

BG deferred to PA

Once the docs (containing bylaws, rules & regulations, articles of incorporation) are finished the lawyer has instructed the board to give them to the condo owners for a yes or no vote, all or nothing. They have been in the works for about three years. The rules and regulations must be in your declaration of condo by laws, not separate, or they have no teeth.

Condo Board Meeting February 16, 2016

card room, Portofino South, West Palm Beach

All board members in attendance except KG and HM on the telephone.

Martha commented that those who missed the Valentine Party missed a great party.

Financial repo­­rt

Manager’s report – Security Cameras, Pool, Parking Lot Repavement

New parking lot security cameras and lights are installed and working.

The pool will be ready by this Monday, February 22, or Tuesday, Feb 23.

They found three unexpected layers of tile and many more leaks than they thought. Five leaks were found in the existing gutters.

When it is done it will take 1 day to fill. We were probably losing 2 to 3 inches of water a day.

Gregg figured that was costing us $8000 to $12,000 a year

Parking lot repaving is next on the to-do list, with the contractor in the planning stages. No estimated time frame was given for start of on-site work.

We might have to change parking plan to adhere to current code, adding disabled parking on this side of the lots. Need a planner to design the area?

Pool Activities Committee report

KC, co-chair of the Pool Activities Committee, reported.

They met the Sunday before the condo meeting. 2 board members attended and 4 owners. Her co-chair suggested extending the pool hours so people that work can enjoy the pool. They suggested 9:00pm instead of 8:00pm which is the current close time.

She also brought up that some owners were complaining about the noise from a swimming instructor during her lessons with two children from the building.  HM commented that she thought we were being too strict about children’s noise. I think the committee was not targeting the children but the instructor. BG brought up the insurance liability of the instructor, and GD and Frank said that was not an issue as they had spoken to a lawyer about this situation.

BG indicated she had not known about this discussion with the lawyer and has many times not been kept abreast of important decisions or private discussions of other board members and management, and that all members of the board should be informed about all conversations and decisions relevant to the board. Another board member said that Frank should be consulted to find out all current positions as he is the “repository of information” for the board.

They suggested more lighting especially near the porch stairs leading to the pool deck from the building.

VR reported a renter was sitting on the porch chairs moved down to the pool deck, but the board did not think that was against any laws.

Decorating Committee

GD mentioned there was a decorating committee which had met twice. One of the areas of discussion of this committee is the hall lights.

Vote to Extend Pool Hours and to Research Additional Pool Lighting

The lighting of the pool was spoken about. It should be increased if we are extending the hours of the pool.

Frank had suggested a plan and a price he was quoted of $7500, but an owner from the audience said she had just had something similar done at her house and she had a much better price.

The board voted to extend the hours of the pool and the barbecue to 9:30pm, but only if the lights were addressed for safety. Flood light placement was discussed. Concerns were that new light poles would make the pool area look like a Publix parking lot, and that lights must be positioned so that they do not glare in to second and third story units. The manager urged caution in the vote, as the office would be the ones receiving noise complaints if leaving the pool area open longer would lead to noise later at night.

Frank mentioned residents are not allowed in the pool after dark, even though the stated pool closing time has been 8:00pm. This was disputed, as some board members believed pool use was allowed until the closing time.

Legislation that might Affect Portofino

HM suggested that the board or the condo’s legal staff look at Florida Legislature House Bill # 1357, even though it is currently directed at buildings of 500 units or more.

Sauna and Meeting Adjournment

The Board never asked for any questions from the audience.

An owner asked to have the issue of the damaged sauna added to the next board meeting’s agenda, and was told that he had to speak to Frank for possible inclusion.