BOD Meeting of January 22, 2020:
Hello, Friends and Neighbors,
For this evening’s board meeting, I am providing the below synopsis so that you can know what went on.
Board Members Present: All except Gerald Dinerman.
Pledge of Allegiance led by Harvey Ginsberg.
Marion Weil’s Opening Remarks and Announcements:
We have a very short agenda. Item #2, Discussion: Improving negotiation techniques of entertainment contracts will be removed from the Agenda; Jerry cannot be here and asked for it to be removed. We will be discussing iguanas, the ballroom system, which is over twenty years old, the wires are frayed, it’s dangerous, we have three proposals. The survey- we had over 433 completed online, which is more than 46 percent online. And then we had those who filled out the paper form which will be entered into the online system for data collection. The committee is analyzing the answers and will present it at the February BOD meeting. On February 7th from 8:30am to 2pm is the blood drive, Mimi Spinner asks that you register before the event. Tickets are still available for the January 26th Jane Curry show. The Sock Hop still has tickets available. Application for serving as a Board member will be mailed out this week. The deadline is Tuesday, February 25th before 4pm. Send in a resume, answer the questions on the application form. Resident information forms are due January 31st. Thank you for respecting each other and board members; these are not resident meetings; they are board meetings. This is not a time to speak to other residents at the podium. The Board meeting is streaming live. For Resident Input Session, not your image but your voice will be recorded; you are implying it’s ok to use your voice on the streaming.
First Residents’ Input Session: no speakers. [writer’s note: since item #2 was stricken from the agenda, your writer’s comments are reserved for the future; hopefully this will be on the next BOD agenda at which time your writer will comment; if it is not the agenda, your writer will still most likely comment, but probably in the Second Residents’ Input Session.]
Approval of Minutes: January 8th Minutes: Linda moves to approve; Harvey seconds; motion passes 6-0.
Treasurer’s Report: Mark Goodman: finished better than expected, expected a $69,000 deficit, a lot from carry over, we put some spending stops in place, we lost $5,300 for the month, year to date deficit of $50, 278. It will be finalized after handing it over to the auditing company; we have late accruals. It is reasonable to say that it is better than the projection. December reserves are $2,093,000, up $50,000 from the prior month. General funds, reserves up to $190,000 for paint, will paint every 7 to 8 years. For the month of December, the total income was $288,600; expenses were $292,000. Therefore, there was a $3,360 loss. Administrative expenses were over budget by $4,600. We had to increase our bad debt expense. We had legal fees of about $1,800 for the month. Utilities came in under budget by $6,200. Two lights on Cascade Lakes Blvd. are now illuminated. Contracts, we were under by $13,000. Repair and maintenance was over budget by $1,200. Entertainment had approximately $18,000 in revenue, expenses of $15,200, therefore there was a net profit of almost $2,900. Year to date is a $1,579 profit. December News & Views had $1,291 revenue with expenses of $1,784 (publishing) for a loss of $493. I make a motion to accept the Treasurer’s Report. Linda seconds. Motion passes 6-0.
Property Manager’s Report: Deborah Balka: Palm Tree started; Spring Oak today and possibly tomorrow, then Landon Circle. Weed turf spraying has begun. Trimming – the crew is in Angel Wing Pod; the final mow is January 28 and 29. The fitness equipment has been repaired. FPL – we are waiting for more information on additional post. The ad hoc committee has been set up to determine the best way to give security and privacy from Military Trail to Glenville. The Sports Center signage: the sign is being purchased through Signarama tomorrow. Hotwire classes: to refresh or new, will be in the library and a lobby rep will be available; this is regarding the phones, internet, and TV. See the lobby sign up book. Classes are limited to 20. Annual notice re board members will be mailed out this week. Deadline is February 25th at 4pm. Meet the Candidates night is March 9th. Annual elections: March 26th. Curtain panels will be left up until after the season. Glenville Lake Erosion project will begin in February or March when the water level is lower.
Marion: front door alarm is $3,450. Mark maybe can get it down to $3,200 with his negotiating skills.
Entertainment: Diane Green: 2021 show series tickets are $125 instead of $145 for the set. It will be $35 not $45 for individual shows. 168 seats have been sold for the Sock Hop, we can have up to 190. 278 seats have been sold for Jane Curry, we can have a maximum of 329. Juke Box Bingo is April 18th. Independence Day Party is July 11th, it will be a dinner and dance. We will present the entertainment and food contracts when ready.
Long Range Planning: Sue Leonard: the survey is closed. 450 residents participated, we are meeting tomorrow and preparing for the February 5th board meeting with recommendations.
Rules, Regs, and Docs: Sue Schmer: the committee continues to monitor board meetings and records are kept of all.
Facilities: Phyllis Martin-Hirsch: I’m happy to hear that Bob Dingee is on the ad hoc committee. Phil Kennedy sent in photos of the roads for review by the board. Replacement things that we need for the facilities committee – I think this was budgeted already; I’d like to get started on this.
Safety and Security: Jon Nast: regarding additional streetlights, we suggested to the board additional streetlights. Four new lights re being installed through the FPL program. Regarding stop and speed limit signs, the signing has faded, and it is difficult to see the signs at night. We have two bids. We are meeting with additional contractors for more competitive bids. Or we can purchase the signs directly and install it internally. $5,000 budget, we can get better quality signs if we do it ourselves. ISN – we are looking for vendors. The access control company: we have a working relationship with ISN which has improved over the last six months. Does the board wish to look at alternatives to ISN? Marion: yes, we do. Jon: FEM – there was a recent delay in repairing the rear gate. We should find an alternative contractor who can service our gates in a more timely manner, who can offer guarantee repair times. FEM – remote front, wire $2,800 and wireless. [writer’s note: unclear here.] Cloud based security camera footage [writer’s note: this is about the security camera footage.] At the sheriff’s meeting, they recommended off site storage. ADT bid by Alan Silver was presented. The security fence against Glenville Drive – Les Bennis joined the committee. Our next meeting is February 18th at 10am. Cascade Lakes Blvd: from the south fountain to Spring Oak. [writer’s note: not clear on this. The problem is that while these hard-working residents and the Board know what they are talking about, someone listening without any knowledge does not, and is not able to understand exactly what is being referred to.]
Entertainment Committee: Diane Green. [writer’s note: the speaker took the podium again.] Aaron Glenn is back again by popular demand. He is a concert pianist. He will give a free concert on February 27th at 11:00am in the ballroom.
Landscaping: Barry Gordon: the front center fountain, nothing can grow. There is a meeting in February of the landscaping committee, and we will follow up.
Alan Silver, Sub-Committee on internet presence expansion: Eileen and I were discussing how to expand our presence. We brought in Mike Blackman, Jeff Green, Nina Kuropatwa, and Sue Leonard and contractors Carrie Sonderegger from the fitness center and Lee Sinett from the sports. We want to attract active adults. We came up with these points: 1. Update our community video, we are putting all the efforts in this area. We added pickleball, updated the pictures, and want to show the diversity of clubs. We are almost done -we are waiting for the sports sign. 2. 55places.com – this is a very important site. A lot of people look for communities. We want an agreement to enter changes to their website regarding our community. 3. Update our own external website. Internally, incorporate pictures and messages. 4. Additional social media presence – should we also run a social media page, and 5. Improving our hits from google searches.
Item 1: Iguana Control – Proposals: Eileen: They’re here. They’re burrowing, laying eggs along the canal. Six different options. No major outbreak yet. We have the beginnings. 1. Choice is do one month for $2,500 and see what that does. 2. Blue Iguana - $6,800 for the year. 3. M & J Ecological - $18,000 for a major outbreak. 4. Kramers - $9,000 for a year which is $750/month. 5. And 6. True Tech – 2 options. 5 hours/month for 1 year, $6,150, the other is 1 year at 8 hours/month for $10,200 for the year. The decision is do we do one month or use Blue Iguana for one year. Discounts are not clear. Reduced for Cascade Lakes Residents Association for $1,200 per resident, per home, instead of $1,800. [writer’s note: that’s a private homeowner fee which has nothing to do with what they are discussing here for the community at large.] Do we do one month or one year. Harvey: Motion for Blue Iguana for $6,800. Second: Eileen. Discussion: Alan: some [treatment] visits of a couple of times a week or a few times a month. Yet, for trapping, there is a state law that says you have to collect it within 24 hours. So, I don’t understand without daily visits how they can fulfill that. Deborah: some of them shoot to kill. Harvey: $4,800 plus $2,000 to do Cascade Lakes Blvd. from front to back. Kramers shoots to kill. We don’t want that. True-Tech is 5 or 8 hours a month, no minimum, no maximum [writer’s note: no minimum or maximum of what?] Therefore, the biggest bang for the buck is $6,800, Blue Iguana. Mark: The first one is one month for $2,500. Eileen: the problem is if they go underground where they’re laying their eggs. Alan: You are overlooking Nozzle Nolen [writer’s note: phonetic]. They are the only company coming out daily to comply with the state law. They will open the traps on the weekend so that no animal will be caught. Harvey: Iguana Control will come out a few times a week [writer’s note: Blue Iguana dba Iguana Control per later in this transcript]. We have to nip it in the bud. Month to month will cost $30,000. For the money, we should go with the year contract. It will get worse. Linda: I agree with Harvey, we can’t put it off, it has to be done. Harvey: Sorry for putting it this way, but it’s shit, or get off the pot. Linda: it will get worse. Harvey: they’re on one house sunning themselves daily – not my house. Eileen: vegetation – they’re eating everything in sight. And there are health issues with their droppings. Alan: you have to understand what you’re getting: traps. They have to come daily, or they will be in violation of the law. Marion: I wouldn’t worry about it, they’re a corporation and we don’t have to be their police. Blue Iguana is coming a minimum of three times a week. Eileen: Over the weekend, close the traps. Harvey: they open the traps. Alan: I’m concerned about an exit clause, some have 30-day termination; I know they all don’t. Marion: no, because you have to pay the whole thing up front. Alan: can we negotiate? Marion: we’d have to leave it up to our negotiator here [writer’s note: Marion pats Mark on the shoulder.] Alan: we need an exit strategy. Linda: Ponte Vecchio West. Marion: my sister-in-law is there – they can’t get a handle on it. Motion: Harvey, to accept the contract with Blue Iguana dba Iguana Control for $6,800 a year. Eileen: second. Mark has been so good about talking to vendors about contracts. Alan and looking at the exit strategy. Marion: pending till Mark negotiates? Harvey: why, if there’s no out clause. As long as we continue, the price won’t change. [writer’s note – in subsequent years.] Linda: we should accept the $6,800 proposal. Harvey: if we keep trying to get the price down, we will get a reputation. Marion: nonsense, they want our business. The motion is for $6,800. Motion passes 6-0.
Item 1. Replacement of audio equipment – Marion. Mike Deckinger. Marion: we have 5 proposals from 3 vendors. Mike: this will be a reserve item. Different – $58,000 high end. Approximately $21,000 low end. Show Pro, $58,000, installed our video camera. Now, he’s extremely busy and doesn’t want the business. He’s quoting Rolls Royce equipment and there is no reason for it. All quotes have speakers up front, amplifiers, etc. Each vendor deals with certified manufacturers. One we’re looking at, Hospitality Multi-media, a very well-known company in this area, just did Kings Pointe – new video, sound, lighting, does all the Valencias, communities, large theatres, golf clubs. His website, Rich Velaw [writer’s note: phonetic] is his name, his is the lowest, he doesn’t sell you a bunch of stuff you don’t need. The equipment is high middle, four Array speakers. Our speakers are 20 years old. Music – they can blast it, may not be too clear [writer’s note: I believe he is speaking about our current speakers.] New technology – tunable, can be adjusted. Ballroom. Harvey: any Bluetooth? Mike: no. We are reusing some of our stuff. Harvey: $19,000 and Cascade Lakes purchases $1,258 what we’re gonna buy plus electrician plus permits. Mike: no permits; all low voltage. Alan: I have a lot of respect for you, Mike. Survey – a number of people complained about the quality of the audio in the ballroom. Will this fix the problem. Maybe we should have an acoustic engineer. Mike said Rich is an acoustic engineer. I tried calling him, haven’t been able to contact him. Are we doing everything we can to solve the problem? I’m not sure yet. Eileen: I forwarded an email from Diane [writer’s note: Green, Entertainment Committee Chairperson] – if the system fails during a show, we would have to refund the money. Mike: Rich said it’s brand new equipment and would run another 20 years. Mark: time is of the essence; how long? Mike: two days to install. We have a window the week of February 9th or after the season. Harvey: 1 show, hope it doesn’t fail. Mike: it’s a one woman show, and I have alternatives. The system is failing quickly. Marion: It’s old stuff. Mark: do the entertainers bring their own stuff? Mike: yes. Eileen: new system- is the system we’re getting compatible to adding things to it? Mike: yes. Four speakers are taken down, will be used as floor monitors. Two subs are perfect; we can use them. [writer’s note: a sub is a subwoofer, a loudspeaker component designed to reproduce very low bass frequencies.] Mark: we do have this in the reserve. Marion: it’s less than what we have in the reserve. Alan: he understands the echo issues? Mike: that’s tuning issues. Marion: the mirrors give a lot of echo. Alan: these speakers, you can steer the aim? Mike: these are standard box speakers. Harvey: when we redo the room, we need to add a sound path? Mike: no consideration was given to the usability of this room. If it’s gonna be a theatre for part time. No consideration given, that’s why you have the … [writer’s note: could not get the last word, maybe “proposal.”] Eileen: thank you for doing such a good job with the shows and your expertise. Motion to accept the bid of Hospitality Multi-media for $21,202.35 out of reserves. Harvey: second. Alan: I think we ought to talk to him. Only talking about a day or two. Marion: you will talk to them. All in favor? Motion passes 6-0. Linda: On the Minutes, do I put that it’s out of reserves? Marion and Mark: yes.
Item 2. Discussion: Improving negotiation techniques of entertainment contracts – removed per Marion’s opening remarks above.
Second Residents’ Input Session:
Art Ritt: Thank you for the light on Cascade Lakes. The trees need to be trimmed way back. The lights aren’t doing anything.
Bill Deitsch: I have several questions pertaining to the budget and replacing sprinklers. $19,000 last year and this year $23,000. I’d like to know what this includes. Does it include parts and labor? Harvey: Barry will address that. Barry Gordon: sprinkler heads we have four-inch sprinkler heads, we decided to go with six-inch sprinkler heads for better coverage. The six-inch heads are more expensive. Bill: how did we come to $23,000 budget? Marion: the cost of the six-inch sprinkler heads. Bill: it’s inserts. Marion: we replace them more than you think because of the mowing. Barry: $8.00 difference for the bigger head. Bill: insert: it’s $3-$5.00 per insert. I still want to know how you come up to $23,000 for sprinklers. Mark: a lot for labor. If we have to replace, it’s labor. Palm Beach Broward. Bill: the cost factor for labor is theirs, not ours. Harvey: any time you have a job done, it’s parts and labor, the labor is usually more expensive. Mark: $60/hour. Marion: we’ll have to research and get back to you with the numbers. Bill: how many heads were replaced last year? What was the cost of the parts? The labor? If Palm Beach Broward [writer’s note: the Landscaping Company] breaks a head, that’s their cost, not ours. [writer’s note: great point!] When you find out, how many heads in our whole property? If you replace 1,000 a year, it would cost $23,000; I don’t think you replace that many. Marion: 1,000/year, yes. Harvey: breaking, and things wear out. Bill: table it under Robert’s Rules and get back to it. [writer’s note: Robert’s Rules of Order.] Marion: thank you, Bill.
[Writer’s note: Arthur Andelson makes the following critically important observations: it’s not just the change to a six-inch sprinkler head, and the longer sprinkler head has nothing to do with coverage per se. And you cannot put a six-inch sprinkler head (the insert) in a four-inch chamber. When you increase the length of the sprinkler head, you have to decrease the extension pipe from the head to the main water supply pipe underground, also known as a riser, otherwise the sprinkler head would be sticking out two inches above the ground in its closed state. If you don’t do this, it will get mowed and destroyed every time the mower goes by. So, it stands to reason that the labor cost must include also replacing the riser (the connection between the sprinkler head and the main water supply pipe) upon which the sprinkler head rests. If they are breaking a lot of sprinkler heads, it could be because the mower blades are set too low. In that case, they must adjust their mower blades or absorb the cost of what they destroy. However, if the mower blades are properly adjusted to accommodate this issue, this necessarily means they will not mow as low and will therefore likely have to re-mow more frequently, which is a great cost to the community. The reason why it is better to have a six inch sprinkler head, which has to be set four inches lower as further explained below so that it doesn’t stick up in its closed position (called a counter-sink so it is below the ground when closed), is that when you put in where it is counter-sinked, it can rest in its closed position slightly below ground level so as not to be damaged by mowing, but long enough so that in its extended position, it will cover the same as the four inch one. It allows for the same coverage without breakage and damage by mowers. You do not get greater coverage. You get the same coverage without repeatedly breaking and damaging sprinkler heads, but this is only true assuming they do it properly by also lowering the risers (extensions) which connect the sprinkler heads to the main water supply pipe below ground. So, you are no longer going down only two additional inches to the main water pipe; you are going down an additional four inches. Let me explain why: for example, if the main water pipe is 12 inches below ground, a four inch sprinkler head requires an eight inch underground riser to connect it to the main water pipe if you have the sprinkler head at ground level. A six-inch sprinkler head, if it had a six-inch riser, would not solve your problem, as the head would still be at the same ground level and still get damaged and broken. If you drop the riser an additional two inches, so that in this scenario, the riser is now 8 inches below ground, which makes it a four inch riser (four inches above the main water pipe), this means that the four inch riser plus the six inch sprinkler head equals 10 inches from the main water pipe, and that means that the six-inch sprinkler head in its closed position is two inches below ground level, and therefore will not be damaged by mowing. When it is opened, it will therefore open six inches, which includes the two inches underground plus an additional four inches above ground. You get the same exact coverage, but you don’t get damaged sprinkler heads. Are they doing this for the $23,000 contract? This does require a lot more labor. However, if they are not doing all of this, then it is a total waste of $23,000 because you have not solved the problem. If you do have the sprinkler head below ground in this scenario, there is additional care involved in making sure that the head does not get clogged by dirt and debris.]
Beryl Goldberg, Angel Wing Drive: this may seem trivial, we hired Fiddler on the Roof to clean our driveway, we were told it would be done in November. They finally got to Cascade Lakes on New Year’s Eve day. We had company on New Year’s Eve in our home. The stench of chlorine that covered our home was unbelievable and embarrassing. I would have made sure it was not done on the night I was having company. I would appreciate that when this is scheduled and your residents pay for it out of their own pocket, know the effect it has on homeowners. Deborah: I will bring it to the attention of Fiddler.
Round Table Discussion:
Eileen: I noticed at the last meeting we said we would discuss the shed. Is there any activity? Deborah: changes were made, brought back to the county, we are waiting for it to be approved. Marion: we can’t move it. If we do, we start at ground zero. Per the county, we can put it in the parking lot or behind the indoor pool, but that’s inaccessible during work hours. They don’t want it near Military Trail, they don’t want to see the roof.
Safety and Security [writer’s note: my notes don’t indicate who said this]: didn’t discuss the speed on Cascade Lakes Blvd., what are the options, to slow down residents – stops, or speed strips, was never discussed.
Alan: I have a Public Service Announcement: I had Hotwire in my house this week – there is buzzing coming from the back up battery. It has a three-year life. Hotwire will replace it for free.
Mark: I went to the Presidents’ Council meeting last Saturday. It lasted more than 2 and ½ hours because of one major discussion, more than 1 and ¾ hours on that discussion: there is a bill in the State Senate they want to pass which will allow AirBnB in all neighborhoods. All HOAs are against it and fighting it. Property management companies are speaking as well. Not enough communities are aware of it to fight it. The attorney and some council people will inform a letter to represent all the communities against it. A lot are for it: people who have financial problems, builders, investors who want to buy a house and rent it. If we have to show numbers against this, we’ll form a letter and have you email me to represent against this. Marion: there are 30 – 40 communities in the Presidents’ Council. We have the number of residents. We’ll be fighting 800 to 900,000 people. Cobra is working on it. Mark: Faith Farms just sold many acres to GL with the understanding they allow AirBnBs. Marion: our documents are against AirBnBs. Mark: this will override it. [writer’s note: Mark is correct, State law always trumps HOA documents which are contrary to said law.] It’s in the committee now. [writer’s note: the legislative committee.] I will let you know as soon as I know.
Linda: per Phyllis Martin-Hirsch of Facilities, Phil Kennedy’s photos of the roads; you all have it.
Harvey: reiterating what Art Ritt said about the bucket trucks (palm trimming). Deborah: I already spoke to Yuri [writer’s note: Palm Beach Broward Landscaping].
Mark: there are a number of trees blocking lights. Cobra has several lobbyists and property management companies. [writer’s note: referring to the previous discussion about the pending bill at the statehouse.]
Marion: call from Rich Levy, now working with the sheriff’s department, scams against seniors. There is a “Run, Hide, or Fight” program. Would you like us to bring that program here? It’s a unanimous yes. Will have him talk to Deborah.
Linda: I want to remind residents – do not put feet on the tables under the portico. It happens on a daily basis. Want to thank Jeff Green for helping us stream and Mike Deckinger for the sound system. [writer’s note: well-deserved applause]. Motion to adjourn. Alan: second. Marion: meeting adjourned at 8:12pm.
Writer’s concluding comments: And that’s what went down at this evening’s board meeting.
Vicki Roberts, your faithful scribe :)