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4.17.21 Board Minutes
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4.17.21 Board Minutes October 13, 2021 05:53PM |
Admin Registered: 14 years ago Posts: 84 |
Traders Inn Beach Club Association, Inc.
Board of Directors Meeting
April 17, 2021
Board Members Present: Laura Diamond, Tom Farish, Mark Jones, Curtis McKeown and
David Savage. Patti Barker from North Shore Management Group, April Wolland & Jade
Ripoli were also present.
Call to Order – Establish a Quorum: The meeting was called to order at 9:00 A.M. A
quorum of the board was present.
Minutes: David made a MOTION to approve the minutes of the January 23, 2021 minutes
as corrected. Mark seconded the motion and it carried with all in favor.
Manager’s Report:
(1) Curtis updated lights in office to LED and showed Dan how to do the remaining.
(2) Negotiated with RCI using information Art provided down to TIBC owing 58
unit/weeks versus the original 258 they requested. RCI did leave it open to revisit
the remaining at a later date.
(3) Flooring downstairs is almost complete. We had to wait until the new desk was
installed before they could finish.
(4) Old front desk did not hold up – new desk is custom, solid Oak and cost $2,900.
(5) We are looking at providing some vending in-house. Possibility of purchasing a
refrigerator with a clear door for the lobby.
(6) Unit 205 – mold mitigation cost $2500
(7) Unemployment hearing for previous employee was ruled favorably for Traders Inn
(8) Front Desk phone issue – when clerk is on the phone, when 2nd call came in, it would
ring continuously. We added a 2nd phone to desk so calls transfer there for
voicemail.
(9) Insurance company inspection found that fire extinguishers are not properly tagged,
and the Sundeck roofing system needs replaced. They gave us 30 days to bring into
compliance. We have 3 proposals ranging in price from $23,655 to $54,300. Due to
timing factor, it was the consensus of the board that David & Curtis would investigate
the various proposals and check Tadlock references and make a recommendation to
the board via email. April will request a 30-day time extension from the insurance
carrier.
Treasurer’s Report:
Patti provided a final budget analysis as of December 31, 2020. For 2020, the association
operated $39,174 under budget. However, because we had to pay the Additional $74,000 to
So Cat for hurricane repairs, we actually ended up with a $35,000 deficit for the year.
Patti also provided a budget analysis as of March 31, 2021. Currently we are projecting
operating under budget by $52,200 however, it is early and there could be unanticipated
expenses that will alter this projection.
Accounts Receivable Report: Jade reported that we are 47.68% collected as of April 16,
2021. She further reported that rentals have increased for Week 40-52 from 2019/2020 low
of $29,260 to $37,072 for the same period in 2020/2021.
Maintenance Report:
Largest issue right now seems to be sliding glass doors. Due to costs for repairs, David will
work with April to determine if some repairs can be done in-house.
RDP Computer Program:
Implementation date has been moved forward to June 1st.
Propane Service:
Current vender, Amerigas is under new management and has negotiated a new contract
which will result in a potential savings of $3,900 over a six-month period. Due to this, April
recommends staying with Amerigas for now.
Trash Service:
Board approved Option 4 – to cancel Waste Management and change venders to Waste
Pro. April was able to negotiate an additional savings of $6,000 off the liquidated damages
charges. Overall, we will be saving approximately $15,000 per year.
Grill Area Lights: Solar lights have been installed at the grills.
Mattresses: All Mattresses have been replaced. April negotiated a reduced price of $420
per Q set and $720 per K set.
Cameras:
We have $16,000 in reserves for the camera system. We have bids ranging from $65,000
down to $10,700. Coastline is the low bidder, and their price includes 20 new cameras and
new DVR’s. Maintenance will be $159 per month going forward. After discussion, David
made a MOTION to use Coastline to replace the camera system including new wiring,
provided their references are favorable. Tom seconded the motion and it carried with all in
favor.
Contracts Status:
McCoy law firm has provided a 1st draft of the Manager’s agreement. The finance
committee has reviewed it and sent back recommended changes. They will work on the
North Shore Management contract next and then the final project will be the employee
handbook.
Tables & Chairs for Pool deck:
Instead of purchasing, we will be moving two tables and umbrellas from the sundeck
to the pool deck.
Housekeeping Supervisor: Robin has been promoted to Housekeeping Supervisor.
Service/Support/Pet Policy: Jade did some preliminary work regarding service animals
and emotional support policy animals. Patti stated that any policy regarding Service Animals
and Emotional Support Animals must be approved by an attorney. Patti has an attorney
written policy that she will share with the board.
Other: Laura Diamond would like to serve as the board liaison with employees and work on
employee incentive ideas with April; work on job descriptions, etc.…
Adjournment: There being no further business, David made a MOTION to adjourn the
meeting. Tom seconded the motion, and the meeting was adjourned at 12:53 PM.
Respectfully submitted,
Patti Barker, North Shore Management Group
Board of Directors Meeting
April 17, 2021
Board Members Present: Laura Diamond, Tom Farish, Mark Jones, Curtis McKeown and
David Savage. Patti Barker from North Shore Management Group, April Wolland & Jade
Ripoli were also present.
Call to Order – Establish a Quorum: The meeting was called to order at 9:00 A.M. A
quorum of the board was present.
Minutes: David made a MOTION to approve the minutes of the January 23, 2021 minutes
as corrected. Mark seconded the motion and it carried with all in favor.
Manager’s Report:
(1) Curtis updated lights in office to LED and showed Dan how to do the remaining.
(2) Negotiated with RCI using information Art provided down to TIBC owing 58
unit/weeks versus the original 258 they requested. RCI did leave it open to revisit
the remaining at a later date.
(3) Flooring downstairs is almost complete. We had to wait until the new desk was
installed before they could finish.
(4) Old front desk did not hold up – new desk is custom, solid Oak and cost $2,900.
(5) We are looking at providing some vending in-house. Possibility of purchasing a
refrigerator with a clear door for the lobby.
(6) Unit 205 – mold mitigation cost $2500
(7) Unemployment hearing for previous employee was ruled favorably for Traders Inn
(8) Front Desk phone issue – when clerk is on the phone, when 2nd call came in, it would
ring continuously. We added a 2nd phone to desk so calls transfer there for
voicemail.
(9) Insurance company inspection found that fire extinguishers are not properly tagged,
and the Sundeck roofing system needs replaced. They gave us 30 days to bring into
compliance. We have 3 proposals ranging in price from $23,655 to $54,300. Due to
timing factor, it was the consensus of the board that David & Curtis would investigate
the various proposals and check Tadlock references and make a recommendation to
the board via email. April will request a 30-day time extension from the insurance
carrier.
Treasurer’s Report:
Patti provided a final budget analysis as of December 31, 2020. For 2020, the association
operated $39,174 under budget. However, because we had to pay the Additional $74,000 to
So Cat for hurricane repairs, we actually ended up with a $35,000 deficit for the year.
Patti also provided a budget analysis as of March 31, 2021. Currently we are projecting
operating under budget by $52,200 however, it is early and there could be unanticipated
expenses that will alter this projection.
Accounts Receivable Report: Jade reported that we are 47.68% collected as of April 16,
2021. She further reported that rentals have increased for Week 40-52 from 2019/2020 low
of $29,260 to $37,072 for the same period in 2020/2021.
Maintenance Report:
Largest issue right now seems to be sliding glass doors. Due to costs for repairs, David will
work with April to determine if some repairs can be done in-house.
RDP Computer Program:
Implementation date has been moved forward to June 1st.
Propane Service:
Current vender, Amerigas is under new management and has negotiated a new contract
which will result in a potential savings of $3,900 over a six-month period. Due to this, April
recommends staying with Amerigas for now.
Trash Service:
Board approved Option 4 – to cancel Waste Management and change venders to Waste
Pro. April was able to negotiate an additional savings of $6,000 off the liquidated damages
charges. Overall, we will be saving approximately $15,000 per year.
Grill Area Lights: Solar lights have been installed at the grills.
Mattresses: All Mattresses have been replaced. April negotiated a reduced price of $420
per Q set and $720 per K set.
Cameras:
We have $16,000 in reserves for the camera system. We have bids ranging from $65,000
down to $10,700. Coastline is the low bidder, and their price includes 20 new cameras and
new DVR’s. Maintenance will be $159 per month going forward. After discussion, David
made a MOTION to use Coastline to replace the camera system including new wiring,
provided their references are favorable. Tom seconded the motion and it carried with all in
favor.
Contracts Status:
McCoy law firm has provided a 1st draft of the Manager’s agreement. The finance
committee has reviewed it and sent back recommended changes. They will work on the
North Shore Management contract next and then the final project will be the employee
handbook.
Tables & Chairs for Pool deck:
Instead of purchasing, we will be moving two tables and umbrellas from the sundeck
to the pool deck.
Housekeeping Supervisor: Robin has been promoted to Housekeeping Supervisor.
Service/Support/Pet Policy: Jade did some preliminary work regarding service animals
and emotional support policy animals. Patti stated that any policy regarding Service Animals
and Emotional Support Animals must be approved by an attorney. Patti has an attorney
written policy that she will share with the board.
Other: Laura Diamond would like to serve as the board liaison with employees and work on
employee incentive ideas with April; work on job descriptions, etc.…
Adjournment: There being no further business, David made a MOTION to adjourn the
meeting. Tom seconded the motion, and the meeting was adjourned at 12:53 PM.
Respectfully submitted,
Patti Barker, North Shore Management Group
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Traders Inn Beach Club
1355 Ocean Shore Boulevard
Ormond Beach, FL 32176
