GASPARILLA CONDOMINIUM ASSOCIATION, INC.
CALL TO ORDER: President, Bill Leavitt, called the meeting to order at 10:00 a.m., at the Gasparilla Cabana, 160 Jose Gaspar Drive, Englewood, Florida, the location specified in the meeting notice.
CONFIRMATION OF PROPER MEETING NOTICE: Joyce Kendall confirmed that the appropriate notice had been posted in accordance with the Association’s documents.
DETERMINATION OF A QUORUM: A quorum of the Board was established with five (5) directors in attendance: Bill Leavitt, President; Tom Voss, Vice President; Dave Hubbard, Treasurer; Joyce Kendall, Secretary, and Bud Stewart, Director at Large.
APPROVAL OF MINUTES FROM THE APRIL 28, May 31, and August 2, 2007 BOARD MEETINGS: Bill Leavitt stated the Board had previously received copies of the minutes to review and minutes were posted on the bulletin board. Bill asked if there were any revisions. There being none, a motion was made by Dave Hubbard to dispense with reading of the minutes and approve them as written. Seconded by Bud Stewart. All yes by voice vote. Motion passed.
FINANCIAL REPORT: Dave Hubbard reported that during the summer Antares bookkeeper was gone and there were some difficulties with getting the financials. That has since been rectified and we are back on track. Dave wanted to note that during this entire pool and cabana rebuilding our manager, Corrine Malopolski has been here, has given regular reports, photos of the pool progress, and deserves many kudos for a job well done.
As of the end of October net income was $900.00 over budget. This has occurred as a result of the special insurance assessment of $300.00 in April of 2007. Although our package insurance expense did not increase as much as expected due to Nationwide deciding to cover us. The assessment also was used to cover increases in the time Ken had to spend here during the summer. We incurred additional tree trimming expense due to the removal of pine borer infected trees and replacing a pump in the lift station.
Motion made by Tom Voss to accept the financial report as presented. Seconded by Joyce Kendall. All yes by voice vote. Motion passed.
COMMITTEE REPORTS:
A. Landscape Report: Ray Voss reported on the following items:
· The committee completed a walk of the grounds to assess effects of the drought this summer.
· Joe Llewellyn, the groundskeeper, completed his summer “to do” list as well as clearing many overgrown areas.
· 8 pine trees were removed over the summer because of pine borers.
· 1 grapefruit tree on 1st Street was lost as per USDA determination that it was diseased.
· There will be a meeting on Tuesday, Nov. 13th at 10:00am to review the landscape contract.
C. Buildings and Grounds: Bill James reported on the following:
· The roof on unit #111 was repaired.
· 2 bids were received from asphalt companies for road repairs. To be addressed later in the meeting.
· 2 fence companies bid on replacement of the privacy fence around the pool mechanicals. To be addressed later in the meeting.
· Ken Piotter has been working on sheds, the irrigation system, the fence and other projects as needed.
· The cabana floor is in the process of being repainted.
· A new entrance sign was delivered and installed.
· On Monday, November 12, there will be a work party to remove the shrubs between the pavers and the fence by the pool. This area will be filled with river rock.
D. Social committee: In the absence of Donna Freeman Bill announced that there will be a ladies luncheon on Wednesday, Nov. 14, at Farlow’s. Sign up by Tuesday, Nov. 13.
E. Gasparilla Fund: Carol Leavitt reported:
· It was a very busy year. Funds were given for a new garden on 1st Street, new plantings on 2nd Street and for the garden adjacent to the shuffleboard court.
· Every year $100 is given for maintenance of the Memorial Garden.
· Due to the summer drought and the breakdown of the irrigation system many plantings did not survive. Joyce Kendall and Carol Leavitt met with the designer from Sea Oats on Thursday and on her advice we hope to replace some of the lost plants. The replacements will not be all the same species as those that were lost as we hope to get more drought resistant plants.
· At the final meeting of the year in April the committee voted to spend $500 towards a new sign at the entrance to Gasparilla. The Auction Fund matched that amount. As a result we now have a very nice new sign.
F. Cabana Report: There was no formal report but as everyone could see it is a work in progress.
OLD BUSINESS:
A. Permit for unit #132. Bud Stewart reported that during the summer a permit for his dryer vent was approved by the county.
B. Pool update: Bill Leavitt said that when he got back here in mid-October to look over the cabana and pool work he came up with a punch list of several unfinished items. Bill held back $2,000.00 until the bathrooms, electrical, irrigation, fence, and windows were finished. At this time they have been completed and payment was authorized. The Shaw and Pfliger contracts have been completed. Bill will write a letter to Giffels-Webster commending Tom Shaw for his work with GCA’s pool reconstruction project.
The total cost for this project through November 1st is $271,200.00 of which $261,800 was expended during 2007.
A new sign is being made for the pool stating rules taken from Florida statutes and the GCA bylaws.
C. Fence update: Tom Voss said that there is a newer style of vinyl fencing that looks wood grained. Bill James and Tom will look at it. The next grant application to cover part of the cost of the fence is due in January and Tom will be pursuing it at that time.
D. Appraisals: The appraisal/comprehensive insurance risk inspection report which the Board approved in April was completed in June at a cost of $1,995.00. Our coverages were updated based on this report. Yearly renewals of the report will cost $595.00; this will enable us to keep the appraisals up to date. The report was done by IP Risk Services, Inc. Prior to this the coverages for the various buildings were not consistent or up-to-date. The flood policy has been renewed; the package policy is due in February.
NEW BUSINESS:
A. 2008 Budget: Dave Hubbard presented the proposed budget as follows.
The monthly assessment in 2006 was $225.00 and $250.00 in 2007. In 2008 the board is proposing a monthly assessment of $265.00, however, with this budget we are not putting anything into the reserve accounts from the monthly assessment. In addition, we must have a special assessment for the operating budget of approximately $700.00 to pay for the package insurance policy, the final amount to be determined when the renewal is complete. It should be noted that we are limited by statutes to a 15% increase in the monthly assessment; therefore the special assessment is needed to make up the difference for insurance. The reason there is not enough for insurance is that in re-doing the cabana termites were discovered. There has not been a termite treatment since 1993. The board feels it is important that we do our best to guard against termite damage and go with termite control. We had 3 bids and had a discussion at the Tuesday workshop with a representative from Ban-A-Bug about the various techniques and applications. Of the 3 bids, Ban-A-Bug came in with the lowest bid for the initial treatment and yearly retreatments over the next five years. The 2008 budget for the initial termite treatment and pest control is $30,000.00. This is an increase of $24,800.00 over the 2007 estimate.
We also had a MIT (mitigation) study done, that cost us $1,900.00 this year. They went into the attics of the different buildings and identified structural components. This will be submitted to our insurance carriers. If we don’t save $1,900.00 in insurance premiums we won’t have to pay for the MIT study. It is our hope that this study will save us some money in insurance. If the Association is able to reduce our premiums because of the MIT study we will supply copies of the studies at the request of individual owners so that they can use this for their own wind insurance.
Gwen John said that she does not feel termites can be controlled. Bill noted that there will be a seven year warranty with Ban-A-Bug’s contract. Bill and Tom will talk to Ban-A-Bug to look at where they have had success.
This is the proposed budget. The landscape contract is still to be signed.
Looking at the reserves as they now stand, we project expenses this year of $265,000.00 in the pool account, leaving a balance of $61,600.00 in that account. The fence account shows a balance of $39,900.00, and insurance has a $50,000.00 balance.
In order to continue to fund the reserves so that we have the required amounts available we are looking at an assessment of $270.00 per quarter, or $1,080.00 for the year in the reserves budget. 2008 includes a new item in the reserves for the irrigation system.
The board feels that we must build up the insurance reserves in case of a disaster. We don’t want to be hit with a $100,000 shortage in the insurance deductible.
B. Collection policy: Joyce reported that we have had questions arise in the past about collecting past due accounts from owners. The management company presented a draft Collection Policy for Board adoption stating that the information contained in the draft was gleaned from the Association’s documents and Florida condominium law. The policy reiterates existing rules and procedures condensing them into an easily understood form. We took this draft and made a few changes where we could.
Motion made by Tom Voss to approve the collection policy as presented. Seconded by Bud Stewart. All yes by voice vote. Motion passed. Copy attached.
C. Termite contract: Three proposals were received. Corrine drew up a spreadsheet comparing the three bids over the five-year cost and Ban-A-Bug came in as low bidder at $20,672.00 for the initial treatment and then $2,850 for the yearly treatments. They recommended Termidor over bait stations and will trench and treat around all the buildings, and will down drill in the cabana and where necessary. Ban-A-bug also gives owners a break for individual interior treatment with a yearly contract of $200.00 or $50/quarterly treatment.
Motion made by Joyce Kendall to accept Ban-A-Bug for termite control for 2008. Seconded by Tom Voss. All yes by voice vote. Motion passed.
D. Asphalt repairs: Bill James noted that the Buildings & Grounds Committee looked over the asphalt condition after the completion of the pool and found areas where repair was needed. Their immediate concern was safety in areas where tree roots have lifted the asphalt. Two bids were received. It was decided that the three areas most in need of repair at this time were in front of units # 105 ($850.00) and 141 ($1,800.00), and the parking area by the lift station ($2,000.00) for a total of $4,650.00. The funds will come out of the reserve.
Motion made by Dave Hubbard to repair the asphalt by units # 105, 141, and the asphalt by the lift station for $4,650.00; the bid was awarded to Sunland Paving. Seconded by Tom Voss. All yes by voice vote. Motion passed.
E. Approval of payments: These are current payments for finishing work for the pool and cabana construction:
· Shed $533.00
· Tables $349.00
· River rock and matting $556.00
· Cabinets and counter top $5,055.00
· Pool signage - Approx. $120.00-150.00
· Fence around the pool mechanicals $2,648.80 Arrow was best bid.
Motion to accept the Arrow contract was made by Tom Voss. Seconded by Bud Stewart. All yes by voice vote. Motion passed.
F. Flood insurance: Dave reported that we placed our flood insurance with Statewide Commercial Insurance which Corrine secured because they will give a 12% discount. Flood insurance rates are preset but this company will take less of a commission. They are also willing to submit a bid for the package policy. We will also be receiving bids for the package policy from Rowley, and Brown & Brown.
G. Document integration: Joyce explained that this spring we allocated $1,500.00 to have GCA’s law firm review all of the Amendments of record to the Declaration, Articles, and Bylaws,
and retype and integrate them into the appropriate condominium documents. We have received that package; Corrine had some questions and is awaiting answers from our lawyer. Once we are satisfied with the retype copies will be distributed to all owners. Please note that these integrated documents cannot be recorded. “All of these documents are already recorded. This document is merely for ease of reading everything that is already of record. An amended and restated document is recorded as it contains new material. An integrated document is not recorded, as it does not contain new material.” Quotes from Sharon Vander Wulp with Kanetsky, Moore & DeBoer. Now, instead of having to go back through all the documents and amendments we have one document with which to refer.
H. Rental requests: All fees have been paid. Moved by Tom Voss, seconded by Bud Stewart to approve rentals as of Nov. 10, 2007. All yes by voice vote. Motion passed.
#124 - Page – for Pangori
#155 – Lee – for McDaniel
I. Request from unit #155 to put in concrete walkway from the front of the unit to the enclosure. Tom Voss and Bill Leavitt looked at the area and determined that all that was necessary was to add to the pavers already in place. No action needed.
J. Other:
The Brazilian Peppers by the boat dock must be removed as part of the permitting process for the new dock.
Motion to remove the Brazilian Peppers as soon as possible made by Bill Leavitt. Seconded by Bud Stewart. Payment of $3,500.00 to Bushwacker Tree Service will come from boat dock funds. All yes by voice vote. Motion passed. Bill James will contact Bushwacker’s to start the project as soon as possible.
Gary Payne asked Dave to address the special assessment. Dave said that he had originally asked for a $240.00/year special assessment for reserves. At the workshop we discussed going with a more realistic figure. Since we are looking at a $150,000.00 insurance deductible in case of a total loss, this proposal was more realistic and responsible.
Tom Voss also mentioned that there are good looking folding chairs that match the new round tables that will be placed inside the cabana. With these folding chairs we can get eight people per table as opposed to trying to fit that many people in with the older plastic chairs that take up more room. It was decided that we buy 32 new folding chairs and ask folks if they would like to “sponsor” a chair or two. As a result many donations are coming in for the new chairs and it isn’t too late to buy them for $22/chair.
The annual meeting will be held on January 29, 2008 at Deer Creek at 7:00pm. Bill added that as per a letter from our attorney the entire board will be up for election and the new three-year staggered term will take effect.
CALL TO ADJOURN: There being no further business to properly come before the Board at this meeting, motion by Joyce Kendall to adjourn at 11:35am Seconded by Tom Voss. All yes by voice vote. Motion passed.
Respectfully submitted,
Joyce Kendall, Secretary