GASPARILLA CONDOMINIUM ASSOCIATION

 BOARD OF DIRECTORS MEETING

April 15, 2006

 President Bill Leavitt called the meeting to order at 10:00 a.m.  Board Members in attendance were Bill Leavitt, Joe Farrelly, Dave Hubbard, Bud Stewart and Sue Boyd.   Management representative Bill Sutton was also present.  Notice had been posted according to Florida law.

MINUTES:

Moved by Sue Boyd, seconded by Joe Farrelly that the minutes of the March 11, 2006 meeting be approved as printed.  All in favor. 

FINANCIAL REPORT:

Dave Hubbard reported that he has the preliminary report for March, 2006.  We have a balance of $17,300 in the general fund, $67,300 in the reserve fund and $8,600 in designated funds.  Income for the month and YTD are on budget.   Dave read a letter from Eugene Sullivan stating that the annual report for 2005 accurately reflects the results of the financial operations for the calendar year 2005 and the Balance Sheet as of December 31, 2005.  Dave advised that the annual financial statement would be mailed to all owners in the near future.  Moved by Joe Farrelly, seconded by Sue Boyd that we accept the financial report as stated.  All in favor.

MANAGEMENT REPORT:

Bill Sutton spoke and advised that Robert Hernandez is moving on and his replacement is Bill Kiefer.  Bill has condominium management experience and we should not have any interruption of service.  He has been to our property, met most of the Directors as well as our new handyman. 

COMMITTEE REPORTS:

Landscape:   Rae Voss read her report, a copy of which is attached to and made part of these minutes.  She reported that this season the committee has completed plantings at the Memorial Garden, Front St. area and at the end of First St.  Mulch guidelines were established.  There were a number of work parties and she thanked the numerous volunteers for all their time and effort.   There were 8 requests and as a result, a number of new plantings, trimming and general clean-up occurred.  She thanked those owners who offered to pay for their new plantings.  The committee has a balance of $500.00 in their budget and will spend that in the fall when there are people around to water and care for new shrubs. 

Dock Committee:  Jim McMahon read his report, a copy of which is attached to and made part of these minutes.  He reported that 17 of the 19 docks were rented this year.  During Jim’s absence, Dale Wells has agreed to assist in the Dock Master duties.  He will have all required forms for dock space usage.  All dock committee members should have these forms.  The committee made the following recommendations to the board:

Jim reported that there will be one work project scheduled for next year – place a wood sealer on the docks.

Buildings and Grounds:

Tom Voss read his report, a copy of which is attached to and made part of these minutes.  He reported on projects our new handyman has completed to date:  temporary repair of fence behind units 152 and 153, using material on hand, sanded and repainted glass table trim at the pool, installed metal plate and new lockset at tool shed door, helped with clean-up and organization of tool shed, checked trim and rotted jamb at side storage unit of cabana.  He is waiting to purchase material to complete this job.  He also repaired an electrical control box and some connections related to the pump system.

Future projects are:  repair notice boxes and tops of mail box units, replace wood surround on island in front of cabana, nail warped boards on some of unit enclosures, check for and remove dead tree branches if reachable.  He will also assess area for damage and required repair work.  He has also indicated he can clean gutters and roofs. 

Tom reported that Ken (our handyman) does not want to do the repair at the entrance to unit 114.  Tom is proceeding to have American Concrete do the job.  If they do not respond, he will pursue other avenues. 

  Tom has received utility approvals from Sunshine State One Call to proceed with stripping sod, excavating and replacing the sod.  There is no liability to the association if we do this “in house”.  Therefore, John Napolitano and others from the committee will commence work next week and hopefully complete the job in a day. 

  The committee has not contacted a forester/tree specialist from the state or county who can give a free evaluation of the property as to tree removal or thinning.  The Arborist’s report from 1999-2000 stated “the root system and critical root zone of the Slash Pine is extremely sensitive to construction, foot traffic and artificial irrigation.”

  Bill Leavitt reported that the irrigation system is up and working.  He thanked Jim McMahon for his help in locating and repairing the system in front of Unit #134.  A sprinkler head had been buried under the concrete floor under shed in the enclosure.  Better irrigation was placed in the island in front of #134.  Bill asked that anyone who notices a problem with irrigation to let him know.  Repairs need to be done to conserve water.  The pond is very low.

  Social: 

Donna Freeman reported that by using the 50/50 money, the committee is able to provide ham and turkey to the 40 people attending the Easter pot luck.  She is always looking for ideas for events. 

  Gasparilla Fund:

Joyce Kendall reported that we have a balance of $1,488.52 in our fund, after donating $300.00 to the Landscape Committee.  New plantings will be done in the fall when there are volunteers to water.  The committee looks forward to all donations – memorials, honorariums, or just because. 

  Cabana:

Pat Hubbard reported that the round glass table by the pool has been refinished.  They have identified 5 lounge chairs to be refurbished.  They have also stocked up on supplies.

  OLD BUSINESS:

·        Pool Update – Bill Leavitt read a report received from Universal Engineering evaluating our pool area.  The distress and settlement of the pool and deck areas are mainly the result of consolidation of underlying organic material.  In addition, some of the distress can be attributed to the continued loss of water from the pool which has caused some undermining of these areas.  They believe that if the pool shell is kept in place, the re-construction would be an immense process resulting in no guarantees of future pool shell integrity.  The engineers will have a final report and recommendation within a week. There were several questions.  Bill advised that a new pool would be built according to state requirements.  The time frame involves many considerations including arranging financing.  Construction will not be done during the busy season when pool usage is high. Joe Farrelly reminded all that we could consider filling in the pool and building one beyond the fence.  This is a one time  opportunity for us to extend and enclose the Cabana to make a community centre. 

·        Landscape Contract:  Sue Boyd reported that the Landscape Chairpersons revised the Landscape Contract, which when finalized, will be reviewed with Jim (our contractor).  This contract is fair to both parties and will be renewed annually.  Questions were asked – will there be an increase in price, will the contract be posted so all owners will know what to expect?  During a previous discussion, Jim advised that he would be increasing his price, but no time frame was given.  The contract will be posted for all to see.  Initially we will have a contract signed for remainder of this fiscal year.  Following that, the contract will be renewed annually in December.  Moved by Joe Farrelly, seconded by Dave Hubbard that we present the new contract, with the current fee written into the contract, for signature by Jim.  All in favor.   

·        Cable Contract – Dick Haynes reported for the committee.  He thanked Joyce Kendall and Gary Wittlich for the tremendous effort on behalf of all residents.  They contacted Comcast, asking many questions and were satisfied that Comcast was very responsive with their answers.  He noted that it is important to remember that this will be a new contract, not a continuance of the old contract.  They negotiated a cap of 6% increase per year, but it could be lower.  He explained in detail all of their findings.  The committee is recommending that we choose a 5 year contract.  Moved by Dave Hubbard, seconded by Bill Leavitt that we approve a 5 year contract at a cost of $28.55 per unit per month effective October 1, 2006.  All in favor.  

·        Dock Railing - Dave reported that the material should be delivered and construction started on Monday, April 17th.  In his absence, Joe Farrelly will oversee this project.

·        Drainage – Covered under Buildings and Grounds.  Joe Farrelly read a letter received from our insurance agent to the effect that the Association has liability insurance, but there is no coverage under our policy for medical expenses for insured persons if they are injured. Renters and guests are not included in our liability coverage.

·        Termites – Sue Boyd reported that Ban-A-Bug quoted for annual spraying for termites and various ants.  We opted for exterior control by power spraying each building 4 – 6 feet out and walkways to buildings.  The options were quarterly at $4680. and every other month at $5400.  In each case it would include spraying around the pool.  This is deferred until next budget.  In the meantime, we will get at least one more quote. 

·        Hurricane Preparedness – Bud Stewart thanked Pat Yovaish for her help on this project.  He advised that he would have it completed and left in all units by weeks end.  Sue Boyd noted that this project must be approved and adopted by the Board of Directors before it can be distributed.    

·        Repair Entranceway – #114 –Covered in Buildings and Grounds.  Moved by Joe Farrelly, seconded by Bud Stewart that we hire American Concrete (quote $250.) to do this job.  Sue Boyd expressed her concern regarding the health of the tree with a major root being cut.  We are heading into hurricane season.  All in favor.

·        Dock Refund – Bill Leavitt gave the history on this topic.  All boat owners were required to pay $500. towards the dock expansion.  When funds were available, the $500. was refunded to all who were no longer using the dock space.  There was a consortium of 5 owners who paid and that $500. has not been refunded.  Moved by Dave Hubbard, seconded by Bud Stewart that we refund the $500. to Jane Robinson for distribution to the other 4 owners of the boat.  All in favor

NEW BUSINESS:

  1. Exterior Modifications –  Bud Stewart brought a petition to the meeting which was signed by 16 owners.  A lengthy discussion took place surrounding this petition and the work done on unit 132.  Bud noted that the work he had completed does not meet the current code.  He will make changes.  In addition, he must submit a drawing, which includes a detailed plan with measurements, to Sarasota County and have them do a review of the application plan.   Bill Leavitt said he would not be part of any alteration in any building that has not been done according to International Mechanical Code as it is a fire hazard and our insurance would deny a claim.  Joe Farrelly contacted the County to clarify the problem.  A Residential Alteration Permit is required.  The county has specifications on venting to the outside for stoves, microwaves and cloths dryers.  The county follows the State building code guidelines.  Drawings (not a sketch) must be submitted to the Building Inspectors prior to getting the permit. They will go through the process and advise if the alteration can be done.   The department will send out an official to inspect the work to ensure it meets code.  Much discussion took place.   Bill Leavitt would not accept the petition as written until wording has been changed as it is not specific.  Jim McMahon spoke and said that he did not understand the implications when he signed the petition and would like to have his name removed.  To move along and alleviate the confusion, Sue Boyd noted that there were two issues here.  The first is to legalize work that was done without permission (the petition) and the second is that the completed work does not meet code.  She noted that the petition is to change the Declaration.  She advised that we need to be very specific if this alteration to the Declaration is accepted.  Inside units cannot vent outside, except at the front of their units.  Is this what we want?  Right now we are all protected because the Declaration prohibits altering exterior of units.   The alteration to Declaration will require a 2/3 majority positive vote. The second issue – alterations do not meet code – is extremely important.  She reminded everyone that if an alteration is done and proper procedures are not followed (i.e. Residential Alteration Permit), if a loss should occur in the building that can be traced back to the alteration, insurance coverage is void for damage for the entire building.  This would be a serious personal liability issue.   Although the code has changed, at the time of construction, all units were built to code.  If a loss occurs and alterations have not been done, the insurance policy would cover.  Moved by Bill Leavitt, seconded by Joe Farrelly, that Bud Stewart change the petition, give to the Management Co. for review of legalities and bring it back to the Board.  Following that a proxy would be sent to all owners.  All in favor.  
  2. Irrigation Contract – Bill Leavitt recommended that we renew the contract as per last year.  The owner is very responsive, price is reasonable and he is very knowledgeable.  Moved by Joe Farrelly, seconded by Bud Stewart that we renew the contract from May 1 to Oct 1, 2006.  All in favor.
  3. Minutes on GCA Web Site  -  Joyce Kendall advised that she is reinstating our Web site and intends to place meeting minutes, pictures and calendar on it.  She will take notices from the Board of Directors and from Committee Chairpersons.  Any entries must be in Microsoft Word.  She will organize based on our fiscal year.  Moved by Joe Farrelly, seconded by Sue Boyd that Joyce recreate the web site and that she be the official webmaster.  All in favor.
  4. Approval of Sales - #117 to Gwen John and #151 to Bruno Costa.  Moved by Joe Farrelly, seconded by Sue Boyd.  All in favor.  Both new owners were officially welcomed to our community
  5. Rental – Moved by Joe Farrelly, seconded by Dave Hubbard that we approve the rental of units #133, #133 and #105.  All in favor.  Two of these are for the 2007 season.  Sue Boyd also noted that owner of #133 has advised that there will be two sets of guests at her place in the next month.  Sue reminded everyone that, as a courtesy, it is a good idea to advise Management Company and neighbours who will be in their unit when they are not there.
  6. Request for Tile  -  Sue Boyd read a letter from unit #132 requesting tile in their lanai.  Moved by Dave Hubbard, seconded by Sue Boyd that we approve the installation of tile in #132.  All in favor.

Summer Issues  -

QUESTIONS AND ANSWERS: 

There were no further questions and answers as they were addressed throughout the meeting. 

Moved by Sue Boyd, seconded by Joe Farrelly that the meeting be adjourned at11:55 A.M.  All in favor.

Respectfully submitted,

Sue Boyd,

Secretary

 

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