Meeting was called to order at 2:00 by Vice President Alden Corley
Roll Call: President Lew Werth, absent; Vice President Alden Corley, present; Secretary Treasurer, Rosemary Smith, present; James Dobbs, present; Richard Holmes, present; Charles Lea, present; Charlie Weidner, present. There is a quorum.
Rosemary Smith then announced that she was refusing to participate in the meeting because in her opinion, it was “illegal”. Her reasoning was that although the meeting was called some time ago, President Lew Werth had canceled it when he became aware that he would not be able to attend. In her narrative, the meeting was then rescheduled without the proper notice, therefore being illegal.
It was pointed out that the president does not have the power to cancel a meeting unilaterally, and that the current meeting was the same one that had been scheduled in the first place, proper notice and all. Regardless, Rosemary still refused to participate and hung up the phone. Even with Rosemary’s voluntary absence there was still a quorum.
Alden asked Jim Dobbs to conduct the meeting since he had contractors at his home at the time, and might have to come and go from time to time, and then asked Charles Lea to take minutes in Rosemary’s absence, both Jim and Charles agreed.
Reading and approval of minutes: None, since Rosemary was absent.
Treasurer’s Report: None since Rosemary was absent.
Building and Grounds Committee: Property survey was completed and delivered.
We need to talk to the city to finalize the location of the new fire pump. The city prefers that it be as close to the street as possible, and we prefer that it be closer to the seawall. Charlie will be talking to them.
Spalling update: We have gotten the report from the engineer, and now need to come up with the specifications needed for putting the work up for bids.
Elevator repairs: Interior is in poor condition. Our manager, Gary Rumberger will get some estimates from an elevator company he works with.
Screen Room Floor: We need a non-slip surface. Charlie Weidner has found and tested a product called “Skid Safe”. Jim Dobbs and Richard Holmes will oversee the staff installing this new surface.
Parking Lot Drainage: Rainwater accumulates in several spots in the parking lot, and cannot drain away. This has been an ongoing problem for years. Gary is acquainted with the public works director of the City of Marathon, who is also an engineer. He will talk with him to get ideas about a possible solution.
Seawall: Last meeting, the board agreed to hire Coastal Systems to perform a comprehensive survey of the seawall to see what, if any repairs were required. Coastal needs a $1,000 deposit to start work. Charles Lea made the motion to direct Gary on behalf of the board, to execute the contract with Coastal Systems which was approved at the last Board meeting, and issue a check for the down payment. Alden Corley seconded the motion. No further discussion, roll call vote, 5-0 yes.
Budget Committee: The budget is not yet complete, and Lew and Rosemary have said that they will have it ready for the board to approve at the meeting scheduled for April 6. It was pointed out that the budget has to be sent out to the owners no later than April 7th, leaving not much time for the board to examine and discuss it. It was agreed that Lew and Rosemary be sent an email asking for a schedule as to how all this might be accomplished sooner. Possibly there could be a budget specific meeting scheduled sometime earlier than April 6. Charles will send the email.
Owners Committee: New website, no comments.
Proxies, Jim Dobbs recounted that at the last annual meeting, there were a couple of instances that the secretary voted the proxies that had been given to her on a couple of owner originated votes. Jim feels that the proxies should be limited to the purpose of establishing a quorum, and wants to check with our attorney about this. Charles Lea made the motion, seconded by Charlie Weidner, to authorize Jim to have our attorney come up with an appropriate proxy for this year’s meeting. Roll Call, 5-0 yes.
Legal: Pending foreclosures. The good news is that of the only 5 pending foreclosures, one has paid, one has said they were going to pay, and three have not indicated that they will pay. The bad news, if you can call it that, is that next year, we won’t have the income from selling lots of foreclosed units.
Minimum bids for association-owned units: After looking at recent sales of HN weeks similar in size and time of year to the weeks up for bid, a motion was made to accept the suggestion made by Rosemary to establish minimum bids on the two bedroom units of $6,000 on all but one week, and $5,500 on the remaining one. Minimum bids on the one bedrooms to be $1,500 of all but one, which will be offered at $1,750. Passed 5-0.
Pending lawsuit: The one pending case was briefly discussed.
Remodeling: Jim Dobbs brought the board up to date on the plans for the bathrooms. Previously, it was thought that the contractor was only able to do two floors a year during maintenance week. It turns out that he is able to do all four floors in a year. We will only be able to have him do floors 2-4 this year however, since it will take the entire week this year for the repairs to the fifth floor hallway floor spalling.
So he will do #5 next year along with two floors of kitchens, and the other two floors of kitchens the following year. So what was a four year project will now be a three year project.
Because of the extra work that will be done this year, Jim Dobbs moved that we increase the amount to be paid to the contractor in 2017 from $25,000 to $37,500. Seconded by Alden, passed 5-0.
President’s Report: there was to be a report on the boats, whether they are paying for themselves or not. Since President Lew Werth was absent, there was no report.
Manager’s Report: Gary has only been on the job for a month, so there is no report, but he will make monthly reports to the board in the future. The board welcomed Gary back to the Hawks Nest.
Old Business: none
New Business: none
Guest Comments: Marty Shapiro asked how much the contract amount was for the seawall survey, answer: $8,000.
Keith Gilliver remarked that he would be checking with the State of Florida regarding the legitimacy of this meeting, also talked about his emails to some members of the board regarding his opposition to the smoking ban.
2:40, meeting went into executive session to discuss legal and personnel matters.