Boca South Association, Inc.
Meeting Minutes, February 3, 2010

Meeting was called to order at 7:07pm

Board members in attendance were:

Giovanni Comes
Michelle Blouin
Mark Park

Item 1
Motion made by Michelle Blouin, seconded by Mark Park, to approve minutes from January 14, 2010 meeting. Motion passes.

Item 2 - Re-organization of office:

Joe has been spread too thin across the office and the building duties. As a result, both the office work and the building appearance has suffered. We need to have Joe focus on his expertise which is building maintenance and get someone part time for the book keeping responsibilities. Mark has worked with QuickBooks for a number of years and has offered to work as a 1099 contractor to fill the gap with the office duties. Mark has already had discussions with our accountant and understands what will be required of him.

Joe has agreed to work a 4 day week having Evan work only 20 hours a week. This will guarantee that 50 hours a week is dedicated to the upkeep and cleaning of the building. It is estimated that Mark will put in 10 or less hours a week.

Motion by Michelle Blouin, seconded by Giovanni Comes, to accept Mark as a part-time book keeper so Joe can focus on the needs of the building. Joe will work 32 hours a week at a reduced salary with a revised list of responsibilities. Motion passes.


Item 3 - Using On-line Bill Pay with SunTrust:

The board is looking for efficiencies in the office operations. On-line Bill Pay may prove to be a time saver and cost saver for envelopes and postage. After discussing with our accountant, more research needs to be done to determine if On Line Bill Pay is in the best interest of the condominium. Alternatives are to use QuickBooks to write checks.


Item 4 - Tree Planting Project:

When the SW courtyard tree was cut down, the city required us to plant two additional trees. While the inspector was on site, it was brought to out attention that our property does not meet the quota for canopy trees. We would like to allocate money in this year's budget to buy/plant 7 to 10 gumbo limbo trees and place them in the existing open beds. These trees are to be grade 1, 10 to 12 feet high.

Motion by Michelle Blouin, seconded by Mark Park, to allocate $2,000 of the 2010 budget to pay for 7 to 10 gumbo limbos trees to be planted in any open bed. Motion passes.

Item 5 - Concrete Restoration:

Now that the Concrete Restoration project is going forward, we are evaluating our current engineer. Through a recommendation of another condominium, Michelle Blouin and Mark Park met with a representative of Chalaire & Associates, Inc. They offer competitive pricing with proposed billing limits. They appeared to be more organized and we received direct answers to questions. Chris confirmed that Palm Beach county does not require a 40 year state inspection, this only applies to Dade and Broward counties. He also advised that our railings were structurally sound and could be re-used if we chose not to purchase new railings. They would be able to use the existing project documentation to pick up where we left off.

Giovanni and Joe met with our existing engineer, Tim Marshall, and he said it would take approximately $1500 to review the project again and get it going. He also suggested that we sub-contract out the different vendors to reduce project costs. Due to the delay of the project, he fears that the deterioration has only gotten worse and suggested for the condominium to open a line of credit with the Bank.

Motion by Michelle Blouin, seconded by Mark Park, to go forward with the new engineering firm if the references check out. Motion passes.

Motion to adjourn at 8:12pm by Michelle Blouin, seconded by Giovanni Comes. Approved.

Respectfully submitted,

Michelle Blouin
Treasurer