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| Starfish III, IV & V Meeting Minutes |
| Starfish III, IV & IV CONDOMINIUM ASSOCIATION
ANNUAL OWNERS MEETING MINUTES 5-17-08 1. Welcome & owner introductions Approximately 10 units were represented in person and 4 by proxy 2. Board member and Shipley Management introductions Board members present Mark Byrne, President Sandy Poms Tom McDaniels Bill Riley Garrett German Matt Shipley, Shipley Management Services 3. Budget Review Board & Matt Shipley Goals and strategy o The Board reiterated its goal to keep the fees as low as possible while continuing to incrementally build the reserve to offset future capital expenditures. o The Board will continue to adjust short goals and long range plans to keep costs low and avoid major expenses by staying ahead of potential problems and instituting proactive maintenance programs. o All contracts are reviewed with the principle of protecting for the future through the use of effective contracting methods. o Transparency of Board processes; decisions and activities, as well as full disclosure, remain to be a tenant of the group. Years major expenditures o Review of 2009 Proposed Budget (available by request) o Balance sheet as of May 16, 2009 (available by request) Future condo fee expectations o Increase the reserve fund by monthly fee increases to prepare for eventual roof replacements o Proposed $10 per month increase in 2009 o Proposed $5 per month increase every other year starting in 2011 to 2025 4. Property insurance alterations Mark Byrne The board has gathered data and analyzed master policy insurance coverage and possible alternatives Master policy coverage was not sufficient to rebuild buildings to current building codes including fire protection Coverage options are being finalized and could increase the yearly budget by $1200 A pending court decision in OC (not related to the Starfish) regarding insurance coverage could change the coverage requirements and budget impact for the Association. The situation is being watched closely and the Board will update the owners when all the facts and recommendations are completed, including ones for owners own insurance coverage. The flood policy coverage was reviewed and deemed to be sufficient. 5. WiFi internet investigation, web site status & survey plans Yale Tankus Three options for a wireless internet connection were investigated . The recommendation is to outsource to a service provider, leaving it to individual owners and their renters to decide if they wish to subscribe to a service on a daily, weekly, monthly or yearly basis. Proposals from multiple providers is the preferred process, additional details are available upon request . Requests for web site feedback and additional information requests was made. The 2008 Owners Survey is being finalized and will be sent out in the next few weeks. 6. Parking Tags Tom McDaniels Hanging rear view mirror parking tags have been issued to owners Renters should continue to put parking passes on their dashboards when in Starfish lots If non owners or non renters are parking in the Starfish lots, they can be towed at the expense of the car owner. Anyone can call any towing company in OC to have an illegally parked car removed. The police and towing companies work together to help the owner of the car that has been towed locate it. 7. Work weekend accomplishments and goals Tom McDaniels Review of fall 07 and spring 08 projects (see http://www.starfishassociation.org/workweekendsavings.html for more info) To date, over $65k has been saved in direct labor costs through the program 8. Request for new board members Mark Byrne Mark Byrne volunteered to continue as President for one more year on the condition that there is a new president established in May of 2010. Nina Poss volunteered to become Vice President and was confirmed by the board. John Ryan was re-confirmed as treasurer for another year. Manny Gomes volunteered to become a board member and was confirmed in by the board . Garrett German volunteered to leave the board over the objections of the other members. including Manny Gomes. Garrett cited that the bi-laws called for a maximum of 9 members and he wanted to let new people on AND he promised to remain actively involved. 9. Next annual meeting date Mark Byrne Discussion about moving the date to earlier in May and earlier in the day was held . Final decision on date/time to be made after owner survey (including date/time preferences) results reviewed by the board. 10. Questions & open discussion Mark Byrne A discussion about reconfiguring the foot showers to include an overhead shower head on the sides of building 3 and 5 was discussed. In addition, the use of a key to operate the shower was brought up as a way to keep those that are not owners, renters or visitors from using our water. The 08 survey will include a question about the value of these showers with or without keys. The board will analyze the input and make a decision at a date/time tbd. The board was thanked and applauded for all its hard work on behalf of the owners. 11. Meeting closure |
| BOD Meeting Minutes Starfish Condo Association:
Attendees: Mark Byrne, John Ryan, Nina Poss, Richard Gilbert, Garrett German, Bill LaChance, Tom McDaniels, Bill Riley, Haas McCormick (Shipley Management) Date: January 19, 2008 Location: OCM Agenda: 10:05 Overview of last meetings minutes and action items 10:20 Shipley Management update 10:35 Work Weekend projects 10:50 Work Weekend dates 10:55 meeting action item review 11:00 meeting closure Actions: Shipley Management agreed to supply credit reports on owners of a condo whom are delinquent on fees. Yale agreed to continue collecting information on a group WIFI service Shipley will contract a sub contractor to repair broken rain gutters on SF 5 and inspect and repair other buildings as required Tito will be contracted to prepare and paint the stairwells in SF3 in the spring Shipley to contract Tito to paint SF 3 stairwells ($3500.00) John to review new budget to ensure accuracy and effectiveness (07 / 08) ;Completed and no issues identified Shipley to get price on third party doing SF annual audit, if less than 750.00 Shipley will contract the task Shipley will distribute owners parking tags as part of the annual mailing Shipley will contact Mark Byrne (for board approval) if funds are to be dispersed for anything outside of expected bills Projects for work weekends will include: Add a layer of landscape ties to SF 3 & 5 to match SF 4 Fix broken Trash fence at SF 5 Replace two dead shrubs (SF 5) Power Wash all three buildings decks and stair wells Repair and paint all wood surfaces in all garage areas Mulch all flower beds Work Weekend dates (March 29th, April 19th and May 3rd) will be posted on the Web page |
| Starfish Condominium Association Board of Directors meeting minutes Insurance Action and Outcome: The board voted to continue to carry insurance on all units for property inside units that would have been supplied when the units where new, this would include coverage for things like kitchen cabinets, appliances, basic carpet etc. there is a new state law that has (at least for now) removed the requirement for associations to insure these elements. Action: The board addressed an option to replace the present $1000 deductable payable by any owner whose negligence caused damage to his or other units or property, to $5,000 deductable. A new state law allows for this change. The board agreed to first determine the difference in cost before a decision is made (Hoss McCormick took the action to get a price for $5,000 deductable) Outcome: Hoss found the savings to the association annually would be $1,415 per year to increase the deductable from $1,000.00 to $5,000.00 the board voted and the results where as follows: Six to maintain the 1,000.00 deductable, two to go to the 5,000.00 deductable, one no vote. Therefore there will not be a change from 1K to 5k deductable. Reference data: The renewal premium for Starfish III,IV & V with a $1,000 Deductible is $18,210. The premium with a $5,000 Deductible would be $16,795. Please advise which Deductible you want for the renewal. 2009 Work Days - Revised Credit Plan & Spring Work Weekend Party Action / Outcome The board then turned to discussions regarding work 2009 weekend plans. It was voted and agreed that there would be one work weekend in the spring of 2009 that would be the only opportunity for owners to get credit for their condo fee reduction. It was agreed that this work weekend would require owners to sign up in advance so that an appropriate amount of projects and materials could be available on the day of the event. An additional work day will be held in the fall but credit toward condo fees will not be granted. John shared with the board his observation that the work weekends are having an impact on the cash flow of the association, due to credits given to owners, John noted that this is fine, if equal or greater amounts of work are being done resulting in savings to the association (this has not always been the case in the past). The spring work weekend will include an party following completion of the work. Roof Repairs & Preventive Maintenance Action: The team discussed concerns surfaced regarding the roofs, there has been some very minor repairs done over the past moths which triggered recommendations by the roof repair company to invest in the roofs now with preventive maintenance or roof replacement. Shipley has received three recommendations from three different companies ranging from 10k to 200k this has shed more confusion as to what if anything actually needs to be done. Tom McDaniel has agreed to investigate the validity of this situation, Tom will report back to the board with his findings Outcome: Pending closure WiFi Internet Connectivity Action: Yale Tankus reported on a wifi opportunity that could be very beneficial to owners and renters. Yale is working with two companies who would use the Starfish roof to mount an antenna that would bring (pay by credit card) wifi to any user. The Starfish Association would get a % of the annual income from all use: Outcome: The update on the wireless is that Yale decided on the service provider, www.city-media-group.com and negotiated the best possible royalty rates for us at 15%. That means the Association will receive 15% of the revenue that is generated from anyone (renters, owners, people in the parking lot using our WiFi) and we will be paid on a quarterly basis. Yale will have a revised contract to the board to review and sign in January. Service can start in late February/March. Elevators Action: The board was visited by owner Larry in SF III who requested that the board consider installing elevators in each of the three buildings. With little or no knowledge of the purchase cost or the maintenance cost of such a venture, the board agreed to acquire pricing and options prior to any further discussion. (Hoss McCormick agreed to get pricing). Outcome: Hoss also has inquired about elevator installation in each building: He has learned that pricing for such an improvement would require stacks be built off the front or end of each building, it is not possible to put an elevator within the existing stairwell. The cost of the stacks (less the elevator itself) would be between $60,000 and $100,000 per building. An estimate for the elevator equipment would be an additional $150,000 to $200,000. Once the elevators are installed there is an ongoing mandatory maintenance and certification process. Considering that thirty percent of the owners live on the first floor and would most likely not want to pay out ~ $21,000 each to install this equipment, The Board voted on the installation of elevators for each of the three buildings the vote result was as follows 8 No, 1 member did not vote. Therefore there will be no further action on this topic. New issues Bill Riley 1. Condo Assessments: The new assessment from Worcester County was received. The new figure $242,080, down $61,000 from the last assessment. An identical condo in the Sunset East at 124th and Assawoman $194,350. Bill wants a discussion on the pros and cons of accepting or appealing our condo assessments. 2. Dumpster fence decision @ SF 5 A) Remove entirely, B) Install only two sides east and south C) Leaving room for cans and still blocking from owner view. No action Closing Remarks The board has agreed to reconvene in January 31 at 12:00 in SF 5 Unit 301 to follow up on open actions and to firm up spring work weekend plans. Agenda for January meeting: Go over October actions Discuss new issues Discuss new business (clarification and communication of upcoming work weekend) |
| Board Meeting Date: October 18, 2008 Location: Starfish V, Unit 301 Attendees: Board Members - Mark Byrne, John Ryan, Manny Gomez, Richard Gilbert, Bill Riley, Tom McDaniel (via phone) & Nina Post, (via phone) Supporting members - Hoss McCormick (Shipley Management) & Garrett German |
| Board Meeting Date: January 31, 2009 Location: Starfish V, Unit 301 Attendees: Board Members - Mark Byrne, John Ryan, Manny Gomez, Richard Gilbert, Bill Riley, Tom McDaniel (via phone) & Nina Post, (via phone) Supporting members - Hoss McCormick (Shipley Management) & Garrett German Agenda 12:00 Meeting Open 12:00 12:15 Go over October closed actions Mark 12:15 12:30 Go over open actions (internet / Roof Status) Tom 12:30 12:35 New issues (trash fence) Mark 12:35 12:50 Property assessment Mr Ryley 12:50 1:25 Work weekend topics Dick Gilbert / All 1:25 1:30 Action Items / meeting closure All Action and Outcome: The board voted to continue to carry insurance on all units for property inside units that would have been supplied when the units where new, this would include coverage for things like kitchen cabinets, appliances, basic carpet etc. there is a new state law that has (at least for now) removed the requirement for associations to insure these elements. Action: The board addressed an option to replace the present $1,000 deductable payable by any owner whose negligence caused damage to his or other units or property, to $5,000 deductable. A new state law allows for this change. The board agreed to first determine the difference in cost before a decision is made (Hoss McCormick took the action to get a price for $5,000 deductable) Outcome: Hoss found the savings to the association annually would be $1,415 per year to increase the deductable from $1,000 to $5,000 the board voted and the results where as follows: Six to maintain the $1,000 deductable, two to go to the 5,000 deductable, one no vote. Therefore there will not be a change from $1,000 to $5,000 deductable. Reference data: The renewal premium for Starfish III,IV & V with a $1,000 Deductible is $18,210. The premium with a $5,000 Deductible would be $16,795. Please advise which Deductible you want for the renewal. Action / Outcome The board then turned to discussions regarding work 2009 weekend plans. It was voted and agreed that there would be one work weekend in the spring of 2009 that would be the only opportunity for owners to get credit for their condo fee reduction. It was agreed that this work day would require owners to sign up in advance so that an appropriate amount of projects and materials could be available on the day of the event. An additional work day will be held in the fall but credit toward condo fees will not be granted. John shared with the board his observation that the work weekends are having an impact on the cash flow of the association, due to credits given to owners, John noted that this is fine, if equal or greater amounts of work are being done resulting in savings to the association (this has not always been the case in the past). The spring work weekend will include a after party. Action: The team discussed concerns surfaced regarding the roofs, there has been some very minor repairs done over the past moths which triggered recommendations by the roof repair company to invest in the roofs now with preventive maintenance or roof replacement. Shipley has gotten three recommendations from three different companies ranging from $10,000 to $200,000 this has shed more confusion as to what if anything actually needs to be done. Tom McDaniel has agreed to investigate the validity of this situation, Tom will report back to the board with his findings Outcome: Pending closure Action: It was reported that a wifi opportunity could be very beneficial to owners and renters. Two companies are being investigated who would use the Starfish roof to mount an antenna that would bring (pay by credit card) wifi to any user. The Starfish Association would get a discount rate and a % of the annual income: Outcome: A service provider, www.city-media-group.com and negotiated the best possible royalty rates for us at 15%. That means the Association will receive 15% of the revenue that is generated from anyone (renters, owners, people in the parking lot using our WiFi) and we will be paid on a quarterly basis. A revised contract will be presented to the board to review and sign in January. Service may start in late February. Action: The board was visited by owner Larry ????? who requested that the board consider installing elevators in each of the three buildings. With little or no knowledge of the purchase cost or the maintenance cost of such a venture, the board agreed to acquire pricing and options prior to any further discussion. (Hoss McCormick agreed to get pricing). Outcome: Hoss also has inquired about elevator installation in each building: He has learned that pricing for such an improvement would require stacks be built off the front or end of each building, it is not possible to put an elevator within the existing stairwell. The cost of the stacks (less the elevator itself) would be between $60,000 and $100,000 per building. An estimate for the elevator equipment would be an additional $150,000 to $200,000. Once the elevators are installed there is an ongoing mandatory maintenance and certification process. Considering that thirty percent of the owners live on the first floor and would most likely not want to pay out ~ $21,000 each to install this equipment. The Board voted on the installation of elevators for each of the three buildings the vote result was as follows 8 No, 1 member did not vote. Therefore there will be no further action on this topic |
| Board Conference Call Date: February 25, 2009 Attendees: Mark Byrne, John Ryan, Manny Gomez, Richard Gilbert Tom McDaniel & Nina Poss, Topic: roof upgrade The team was notified that the previously quoted price of $39,000 for all three buildings to coat and guarantee for 12 years was modified to $29,000. The board voted and a majority agreed to move forward with the effort Action: Manny will contact the supplier and notify him and Hoss McCormick of our plan to move forward with the $29K offer Action: Manny will request from the supplier a price for replacement of all three roof access hatches, this will include the lids and the through roof structures. A detailed description of the materials and installation method should be supplied with the quote Action: Manny will request from the supplier a price to replace all air conditioner mounting surfaces (unit to roof interface) this to be supplied with a detailed description of the materials to be used and mounting technique / installation method. Action: Manny will draft a memo to owners offering a group price for replacement of air-conditioning systems to be done in advance / in concert with the roof effort. Action: Manny and Hoss to distribute AC replacement offer to all owners Action: Yale to add these meeting minutes to the web site and the attached minutes from the Jan 31 meeting |