GASPARILLA CONDOMINIUM ASSOCIATION, INC. PAGE 1

MINUTES OF BOARD OF DIRECTOR’S MEETING

November 15, 2008

GASPARILLA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF BOARD OF DIRECTOR’S MEETING

November 15th, 2008

CALL TO ORDER: President, Tom Voss, 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 Kelbaugh (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 four (4) directors in attendance: Tom Voss, President; Dave Hubbard, Treasurer; Joyce Kelbaugh, Secretary, and Ron Hook, Director at Large. Gary Payne, Vice President was absent. Kathy Waterhouse of Antares Group, Inc. was also present.

OPEN DISCUSSION FOR ITEMS NOT ON AGENDA:

  • Ginger Marlowe requested permission for a screen door and stated that her shed needs to be repaired. The screen door was voted on later in the meeting while the shed door was referred to the Buildings and Grounds Committee.
  • Irrigation Contract – Tom stated board is not pleased with the Stahlman-England contract and will be discussing with Linda Hughes to see if she wants to take on this responsibility.
  • An inquiry was made if a list of condo units for sale and/or rent could be posted at the clubhouse. Carol Leavitt agreed to coordinate this with those owners.

APPROVAL OF MINUTES FROM THE April 12th, 2008 BOARD OF DIRECTOR’S MEETING: Copies of the minutes had been provided to the Board prior to the meeting. Motion to approve the minutes from April 12, 2008 as published was made by Dave Hubbard, seconded by Joyce Kelbaugh with the vote being unanimous.

INTRODUCTION OF MANAGER: Tom Voss introduced the new manager Kathy Waterhouse.

FINANCIAL REPORT: Dave Hubbard made the following report:

  • Cash on hand:
  • $2,600 in the operating account
  • $8,800 in designated funds
  • $256,600 in reserves
  • Accounts receivable has a credit balance (owners paid in advance) of $ 3,175. Only one unit is in arrears which has been paid.
  • Net income as of the end of October is $17,300.

MANAGER’S REPORT: Kathy stated that she was looking forward to working with the board and meeting and working with all of the unit owners.

COMMITTEE REPORTS:

A.Landscape Report: Rae Voss reported the following:

  • On November 3 they completed a walk around the entire property. A number of areas were identified that need to be cleaned up, dug out, replanted, etc. Some work Joe will take care of and some we will set up as work parties. Bushwacker will also be involved.
  • One request to plant crotons at unit 159 was approved.
  • Rae requested that if there are any areas that concern you please let the committee know.
  • Meeting times and work parties will be posted. All help is gratefully appreciated.

B. Docks Report: No Report

C.Buildings and Grounds Report: Don Kelbaugh stated that Bill James has tendered his resignation as committee chair and Bruno Costa was elected to replace him.

  • The committee has identified a number of issues that can be addressed in the near future:
  • Repaint floor in the cabana
  • Replace unit numbers on the street poles
  • Use PVC when replacing rusted and/or broken street light supports
  • Deal with flooding on First Street following heavy rains
  • Get copy of groundskeeper’s contract
  • Get rid of Brazilian Peppers on the back fence and along Gottfried Creek.
  • Power wash shuffleboard court.
  • Remove plum tree overhanging shuffleboard court. Estimate from Bushwacker is $1,800 to remove the tree.
  • Bushwacker will be coming through Gasparilla removing dead branches. Cost from Bushwacker will be $1,200.
  1. Social Report: No Report
  1. Gasparilla Fund Report: Betty Haynes reported the present balance is $998.68. The committee will be giving landscaping $100.00.
  1. Cabana Report: Pat Hubbard reported the following:
  • Repaired 4 chaise lounges and 1 chair.
  • Replaced 1 chair.
  • The cabana cupboards have all been cleaned
  • The following suggestions were presented:
  • Need racks to hold chairs and covers for tables and chairs – this will help to keep these clean.

G.Irrigation Report: No report.

OLD BUSINESS:

A. Action Without Meeting: Dave Hubbard discussed the concern about having all of our money in Superior Bank. The board passed a Meeting Without Notice to open CD’s in other banks. Rates the Association were able to receive were: Colonial Bank – 6 month @3.75% in the amount of $50,000 and a 13 month CD at 4.11% in the amount of $80,000. Regions bank a 16 month CD @4.25% in the amount of $80,000.

Motion to approve the transfer funds to Colonial & Regions banks was made by Joyce Kelbaugh, seconded by Ron Hook with the vote being unanimous. Motion Passed.

NEW BUSINESS:

A.Trees: Motion to approve $1200 to Bushwacker for clean up the property was made by Joyce Kelbaugh, seconded by Dave Hubbard with the vote being unanimous. Motion passed.

After a brief discussion regarding the Plum Tree Tom asked for a show of hands to remove the Plum tree – a significant majority was in favor. A quote was received to replace the Plum tree with two oaks at a cost of $350. Motion to remove the Plum tree at a cost of $1,800 and to replace with 1 or 2 oaks at a cost of up to $1,000 was made by Dave Hubbard, seconded by Joyce Kelbaugh with the vote being unanimous. Motion passed.

B.Budget: Dave Hubbard discussed the proposed budget. He highlighted some areas:

2009 Budget Compared to the 2008 Estimate:

  • Monthly assessments will increase $30 to $295 per month and no Special Insurance Assessment this year. This is a $600 reduction from last year
  • The Reserve Assessment this year is $225 per quarter, $45 per quarter less than last year.
  • Overall the total Assessments in 2009 are 8.6% less than the amount collected in 2008
  • Total expenses are projected to be $2,900 higher than 2008’s estimate
  • Because of the changes in state rules and regulations, we have increased Contingencies $5,000 and Prof. Fees-Legal $2,500 and Prof. Fees-Acctg. $2,700
  • We are projecting our total Insurance Expenses to be $4,400 higher than last year
  • Cable & Electric costs are estimated to be $2,900 higher than last year based on estimated provided by the provider
  • Offsetting these increases is a projected $18,700 reduction in Pest Control costs. As you will remember, 2008 included the initial cost to treat all the buildings for termites which was a onetime charge of $21,600. 2009 includes $2,800 for termite control and $5,200 for the ongoing pest control around the buildings

Reserve Accounts:

  • We are projecting a year end balance (Column 8) in the Reserve Accounts of $251,200, an increase of $36,300 over last year
  • The proposed Reserve Budget includes reallocating the excess balances (as shown in Column 7) in the Pool, Fence and Interest Accounts. Doing this we have funded the Insurance Reserve to our current required balance of $100,000
  • Based on the information in Columns 1, 2, & 3 of the Proposed Budget, we are proposing a special assessment of $900 or $225 per quarter.

B.Budget (continued)

Dick Haynes thanked the board for all their hard work on the reserves.

C.Rental Approvals: Lee/McDaniel #155 1/1/09 – 3/31/09, Wells/Hall #105 1/1/09 – 3/31/09, Zydanowicz/Flynn #131 11/1/08 – 1/31/09, Lambert/Leonard #103 1/4/09 – 4/4/09, and Stewart/Moenck #132 12/1/08 – 3/31/09. Motion to approve rentals was made by Dave Hubbard, seconded by Tom Voss with the vote being unanimous.

D.Insurance: Kathy discussed the changes the state has made to the insurance requirements for both the Association and to unit owners:

  • Associations are now required to do an appraisal every 36 months which we have been doing.
  • Associations are now responsible for the air conditioning units: air handlers, compressors, a/c ducts, and the thermostats under the association’s hazard insurance.
  • Owners are required to provide the Association with proof of insurance.
  • Associations must be listed as a named insured on the owners’ policy.
  • Owners’ hazard policy must include provision for loss assessment coverage of no less than $2,000 per occurrence.

E.Staggered Terms for Directors: Kathy brought everyone up to date on the changes the state legislature has made regarding board terms. All directors are to be elected on an annual basis regardless of what the documents allow. If the members want to continue with two (2) year staggered terms, a vote of the membership must take place prior to the Annual Meeting. Kathy went on to explain that with the upcoming Annual Meeting, a membership meeting will be held immediately prior to the Annual meeting for the purpose of voting on whether to keep staggered terms. Based on recommendations from attorneys, those directors whose terms have not expired will serve out their terms so that Joyce and Dave will serve two years, the balance of their three-year term. Tom and Ron will serve one year, the balance of their two-year term. Gary’s position will be up for election.

F.Board Approval for Antares for Contractors’ Expenses: After a brief discussion, Joyce Kelbaugh made a motion to approve Antares Group spending up to $500 per occurrence for budgeted contractor’s expenses. Motion was seconded by Dave Hubbard with the vote being unanimous. Motion Passed.

G.MIT Forms: Dave Hubbard advised those present that they can submit the MIT forms to their agents to receive credit on their wind policy. However, some agents are not accepting the forms used by the Association. Owners may contact South Florida Renovations, Ann Raymond, VP., 1682 SE Mistletoe St., Port St. Lucie, FL 34983 (Phone: 772-344-1960) and request a residential MIT form which may then be submitted to owner’s insurance agency.

H.Annual Meeting: The Annual Meeting will be January 27th, 2009 at 7pm. The location to be determined.

I.Other:

  • Joyce reminded all unit owners to be sure the Rules and Regulations are in the units and are readily available to renters.
  • Dave suggested Gasparilla Condominium belong to CAI (Community Association Institute). Motion to approve joining CAI for $ 114 per year was made by Dave Hubbard, seconded by Tom Voss with the vote being unanimous.
  • Request for a screen door replacement – motion to approve replacing the screen door by owner at unit 133 was made by Joyce Kelbaugh, seconded by Dave Hubbard with the vote being unanimous. Motion Passed.
  • A question was asked about the lawsuit – Tom advised everything was progressing but not yet signed by all parties.

CORRESPONDENCE: Tom Voss reviewed the following correspondence (letters attached):

  • Request from Dale Wells to change restriction for two (2) wheel motorized vehicles.
  • Request from Ron Hooks to use a battery operated scooter

Tom advised the above requests would require a change in the rules and regulation. Tom asked for a show of hands – majority was in favor of this. Motion to approve changes was made by Dave Hubbard and seconded by Joyce Kelbaugh. Vote was unanimous.

  • Letter was received from Pat Yovaish regarding lawn maintenance issues.
  • Letter was received from Martha McCoy regarding landscape issues.
  • Letter was received from Jean Scudder re: landscape, pool and termite prevention.
  • Tom’s reply to letter from Jean Scudder.

ADJOURNMENT: There being no further business to properly come before the Board at this meeting, motion by Joyce Kelbaugh to adjourn at 11:40 a.m. Seconded by Ron Hook. All yes by voice vote. Motion passed.

Respectfully submitted,

Joyce Kelbaugh, Secretary

JK/kaw