Minutes of Kontiki Phase I Board of Directors Meeting
November 13, 2010
Meeting was called to order by Scott Schomburg at 5:00pm.
1. Board members in attendance:
· Scott Schomburg
· Ray Luna
· Jeannine Vater
· Alan Koemel
· Pierre (Peter) Velasquez
Others present:
· Larry Biggers
· David Schneider
2. Board members agreed on officer positions to be assigned as follows:
President – Scott Schomburg
Vice President – Ray Luna
Treasurer – Alan Koemel
Secretary – Jeannine Vater
Board Position – Pierre (Peter) Velasquez
3. Scott made a motion to adopt the budget that was presented by Karra Crowley at the owner’s meeting (the budget that showed the payoff of the Crowley loans); Alan seconded. Motion was passed by general consent.
4. The issue of bonding and insuring the board was discussed – Larry will look into this and see if it’s necessary, cost, etc.
5. David Schneider was asked to give a brief overview of best practices of an HOA board. He discussed fiduciary responsibility to homeowners; guidelines regarding solicitation and selection of bids; separation of duties; approval limitations on projects. He also suggested we have a limited scope audit by a CPA in about six months. Alan will check with Johnson & Cate and see if they have a copy of another HOA’s guidelines to see if we can use this info as a basis for ours. David will put together some info in the future.
6. Discussion about establishing a permanent mailing address for the HOA – currently mail is sent to the rental office, which is a separate entity from the HOA. Scott made a motion to establish a permanent address for the HOA; Alan seconded the motion. Larry suggested using an existing unused mailbox – we can label it and notify our vendors and the mail service, and this would be at no charge to the HOA.
7. Discussion about the electric meters for the common areas not being marked, so it’s uncertain which meter goes with which area. Pierre will contact Hilda with AEP to try to straighten this out. Scott will handle the billing of the pier lights and security – these are split with Phase II. David recommended reconciling and documenting these split expenses. Jeannine will draft an agreement between Phase I and Phase II for the pier and security expenses; and an agreement between Phase I, Phase II and Sea Shell Shores for the breakwater repair and maintenance.
8. Security office (Pops) needs a better system for recording his hours – currently turns in scraps of paper to Johnson & Cate. He keeps a detailed incident log for every shift he works. Jeannine will create a spreadsheet for him to use to log hours, which will be filed with Johnson & Cate with the security log attached to the spreadsheet. Scott will initiate the new program with Pops once the spreadsheet is created.
9. Discussion about the removal of the old pier – bid was for $11,000 and after the owner’s meeting, Rob offered to complete the job for $7,000. Need to document the scope of the job and make sure he’ll be doing the same work as the bid. Jeannine made a motion to authorize Scott to negotiate with Rob for removal of the old pier and take action at his discretion; Ray seconded. Motion passed by general consent.
10. Kevin Johnson of Rockport Wifi has already been notified that he was selected to provide the wifi service for Kontiki Phase I. He will begin the installation immediately and the wifi could be up and running by December 1st. Scott made a motion to amend the 2010 budget to pay Kevin Johnson $2480 from the MM account; Jeannine seconded. Motion passed by general consent. Scott will work with Johnson & Cate to cut him the check for $2480 for the prepay of the first 4 months of service.
11. Discussion about the irrigation upgrade that was passed at the owner’s meeting – we need to verify the scope of the project and solicit more bids. Scott and Ray will handle this – ideally to have it up and running by the end of March or early April.
12. Discussion about the repair of the rotten trim around the complex that was passed at the owner’s meeting. Peter made a motion to authorize Scott to clarify the bid (ensure quality paint being used, matching lumber, add missing trim boards) and move forward at his discretion; Ray seconded. Motion passed by general consent.
13. Discussion about moving forward with the spillway and bulkhead repair: Ray will work with JR on this.
14. Discussion about the bay and channel lighting: this will be postponed until after the trim work repair is completed so the budget can be checked.
15. The next board meeting was scheduled for November 27th, 9am at Scott’s unit #504.
16. The meeting was adjourned at 8:00pm.