Executive Committee meeting of April 18, 2015.
Available were: Rob Holt, Chairman, John Fager, Ted Green, John Lockbaum, Helen Glanfield and Diane
Brazelton.
Meeting started at 2:30 pm.
Agenda:
Grounds:
Tennis Court: the tennis court is scheduled to be renovated on the week of May 25. Gwenda will notify
all in residence about the disruption. This will take 2 weeks to complete. Dean Heynes from Complete
Construction and Maintenance will do the work. This includes removing and replacing the turf surface,
the nets and net posts. The cost is $63,865.00 c.i.dollars.
Swimming Pool: We have 2 quotes to refinish and refurbish the pool, from Pool Patrol, our current
maintenance company and Oasis Pool & Spa. Each features the same resurfacing product and color and
similar application. However, Oasis goes the extra steps to basically make a brand new pool as oppose
to a facelift. It includes taking the existing plaster and tiles completely off to the bare bones and taking
out all jets, lights and returns and reinstalling them with clean cement. It also includes renovating the
existing pool pump room and upgrading the electrical system. They will also include new ladders and
handrails, Pool water is not included in either quote but Oasis will oversee the filling of the pool.
In addition both companies offered the salt chlorine generating system however Oasis offers to replumb
all valves, piping, etc In Addition Oasis was more complete with their proposal, including 2 Intelliflo EE
pool pumps, 2 high flow multiport filter valves, 2 salt chlorine generators, new filter media in existing sand
filters. This extra is $10,846.41 c.i.dollars
Finally, Oasis offered ideas for multiuse in the shallow end of the pool. This includes a playground
platform for little ones to sit in the water and play. Steps will go out into the deeper end of the pool and
another set will go into the shallow end. Both will have hand rails. Offering two entrances into the
swimming area will help all other swimmers navigate by little ones. Lap swimmers will get into the pool
faster while those who want to leisurely coast from the steps will be able to do so. He offered the idea of a
long bench down the east side of the pool but we did not feel that was wanted. Also, we will not give up
the depth of the pool. We still have divers and young strong swimmers who enjoy the deep end of the
pool. (Both proposals are attached to these minutes). The total dollars is projected to be approximately
$50,000 c.i. dollars including water.
Beach Chairs: during the course of the busy season, especially Easter, it was very apparent that we need
more lounge chairs on the beach. We have a total of 49 and only 22 are decent. We need a total of 50 to
get us through the busy season. Also we hope to move the side tables that are on the pool deck to the
beach and replace those with correct pool style. We also would like to replace the gazebo furniture with
similar style and fill in the beach furniture (sand chairs & high backs) with what is needed. We can order
when appropriate to get a decent deal in shipping. This may have to wait until we see what monies are
left from the tennis and pool projects. However, we will still push to get 10 loungers for the beach.
Guilford and Gardens: The hibiscus shrubs all over the property have been invaded by a small red insect.
They had been sprayed before we met for the meeting and will be sprayed again this week. It must go its
course, we can’t prune them as they are already stressed. In general, considering no rainfall for weeks,
the gardens look pretty good. We had the seagrape trees pruned and will be sprayed for termites. Also
the causarinas on the beach will be sprayed. There is a guava tree by the office that has black mold and
was sprayed. The heat has brought out some pests and Guilford will stay on top of this. Not mentioned,
we will not need a major pruning for hurricane season this year. Also some of the lantana that decorates
the bases of some of the palm trees will be replaced as they are tired leggy.
Also, there is a major mango tree in the garden that somewhat blocks the view from the second floor.
Unfortunately, if it is pruned, it will stress and not bear fruit. As it is a mature tree, it cannot be
transplanted. We will leave it as is. Also, we continue to get compliments about our shade palm trees on
the beach. They are shaped and pruned perfectly.
Cameras: We have the quote for the 7 cameras ordered from the AGM. Dickie is doing the installation,
together with the Wi-Fi server price totals approximately $7000. Rob will confirm how long the film records
until it rolls over.
Breaker Boxes: Dickie has checked individual breaker boxes within each condo. Some have been
ungraded by the owners and some are original. The upgrades have been done when renovations
especially kitchens have been upgraded. 2015 Appliances and other products need more power than
what was needed in the original kitchens, including garbage disposals, subzero, and other high end
appliances. We will address circuit breakers as needed. If there is a power surge and breakers need
replacing strata will take care of it. This subject is at the core of the bylaw discussion and will continue
into the July exco meeting.
Diane mentioned that the circuit breaker boxes that control the outside lighting, including parking lot and
soffit lighting need upgrading. Rob and the committee agreed to allow Dickie to do this as it is necessary
maintenance.
Rental Pool: Financial Status of 1st quarter 2015 income is down 11% year to date (2014 was up 25%). It
is a direct correlation to #28 pulling out of rental pool for renovations. It will continue to be in the pool but
as a 2 bedroom, not 3. The owner wants to be more selective with the type of guest (no children). #34 is
in a long term tenant situation and we have been asked to intervene with the owners to get the apartment
in a better condition. The renters do not feel comfortable as they don’t want to jeopardize their lease,
however, it needs some basic repairs. We will ask Gwenda to document the tenant’s complaints and the
committee will try to work with the owner.
Richard’s Proposal:
Specific comments on level of standards: All units must currently meet or exceed DOT standards for
quality. While the committee agrees with many of the proposals, it felt that some of the requests may not
be practical and should not be made mandatory. It was agreed, a clean, well-stocked unit is of upmost
importance. We are not “the Avalon” and our guests do not expect such. As long as the units are clean,
tidy, well cared for, we should not mandate granite over Corian.
John Fager and Ted Green were going to spend the remainder of the week working on this, and with
Richard, create revisions to the plan. There will be conversation with the rental pool owners and a plan
over how much time is needed to bring their units up to standard. Once this work is complete, we feel that
the rental pool deserves a rate increase, something that hasn’t been done in years.
Human Resources: Kathy was not able to attend so this area was discussed within the Chairman’s report.
We did discuss Darrin’s position. It was noted that he is actually a full time/part time employee with
pension and insurance benefits as well as vacation time. This was never actually approved by the
Executive Committee however, it is justified via the labour law.
Finance: Helen had to leave the meeting before we could get into this topic. However, we will be sending
out the agreed upon assessment voted on at the AGM for the tennis court and pool renovations.
Owners’ information requests: will continue to be processed through the office. The first page of the strata
insurance can be found on the Silver Sands website.
Chairman’s report: Rob Holt agreed to stand for another year as Chairman of the Executive Committee.
Directors and Officers Liability Policy: In general, according to all asked insurance representatives, stratas
do not need D&O. At best, if the strata were to get sued for some reason, the insurance will cover, at
most, the attorneys’ fees. It was agreed that the savings of $5000/yr. outweighed the benefits of this
insurance.
Amendment: We discussed the Amendment to the By-Laws which would change the way SS has always
handled repairs within walls for electricity and water as a Strata expense. This is the way SS has always
handled these repairs and is so stated in the old By-Laws and the current By-Laws. We did discuss the
difficulty of the drafting, per our counsel, what the change in liability means for the individual Owner,
insurance ramifications and effect on the marketability of the units. As each Exco member was against
changing the By-Laws, it was clearly felt that an Emergency General Meeting should not be called and
the matter should be discussed thoroughly at the AGM where we will have a far greater attendance. Our
Counsel agreed ratifying this decision
Lastly, not on the agenda, Diane presented a proposal from CostWatch for an upgrade installation cost
and service fees for 2015-16. This basically was another way to monitor water expenses to the individual
units through replacement meters. Most of the meters are at the end of their life span and Cost Watch is
recommending their replacements. No action was taken at this time.
The summer meeting is scheduled for July 25 and the fall meeting is scheduled for November 7.
Respectfully submitted
Diane Brazelton