GASPARILLA CONDOMINIUM ASSOCIATION

GASPARILLA CONDOMINIUM ASSOCIATION

BOARD OF DIRECTORS MEETING

February 18, 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. Our Management representative Robert Hernandez was also present. Notice had been posted according to Florida law.

MINUTES:

Moved by Dave Hubbard, seconded by Joe Farrelly that the minutes of the January 14, 2006 meeting be approved as printed. All in favor. Moved by Bud Stewart, seconded by Joe Farrelly that the minutes of January 23, 2006 meeting be approved as printed. All in favor.

FINANCIAL REPORT:

Dave Hubbard reported that in January, 2006, we have a balance of $19,300 in the general fund, $59,300 in the reserve fund and $6300 in designated funds. He reported that Eugene Sullivan has received the information required for our annual review and has started the process. Moved by Bill Leavitt, seconded by Joe Farrelly that we accept the financial report as stated. All in favor.

MANAGEMENT REPORT:

Robert Hernandez reported that he will follow up with the contractor who will make gutter adjustments. He will hopefully be here this week to do the work. Robert reported that he expects the pine needle contractor to be here Feb 27^th. When confirmed, Robert will post. Robert has a contract prepared and when he has the information finalized on the handyman, he will proceed. Robert will post that he has changed his hours and will be on site Monday mornings and Thurs at days end. He will also make unannounced visits to check on things.

COMMITTEE REPORTS:

Landscape: Rebecca Hokkanen read her report, a copy of which is attached to and made part of these minutes. She reported that there have been several work parties and they concentrated on the Memorial Garden. Although there is more work to be done, the group is very pleased with the results so far. The committee thanked the Gasparilla Fund Committee for contributing up to $300. this year for new plants and weed barrier cloth for the Memorial Garden. Costs in next several years should be considerably less as weeds have been cleared out, new perennials have been planted and pine mulch is being used. She also thanked the volunteer workers for the time and effort.

After researching, the committee created the following policy regarding pine needles:

“Pine needles from our trees will be used where mulch is needed. The pine needles will be spread no deeper than 4 inches. There should be a clear space around the base of trees of about 2 inches. There should be no pine needles used around the base of fruit trees or light posts. Any excess needles can be placed at a designated area next to the North pond by Third Street. These needles can be used by anyone needing more mulch. If pine needle mulch is not used by a unit owner, then that owner must place, at his/her expense, organic mulch approved by the Landscape Committee.”

The committee has been meeting regularly with Jim reviewing projects and are very pleased that all requested projects have been completed to their satisfaction.

Dock Committee: No report was available.

Buildings and Grounds: Tom Voss read his report. A copy is attached and is made part of these minutes. He reported that a group met with Anderson Asphalt. They came to an agreement to resolve our problems. He reported that the committee had accepted and approved a proposal from Suncoast Dock & Boatlift to construct the dock railing for a projected cost of $8575, plus fees and permits. The committee is working on finalizing an agreement as to job requirements and responsibilities for a handyman. Individuals have been interviewed and they are close to hiring a person for the job. He reported that any alterations on or to the roof will void the warranty. The committee is in the process of getting the sidewalk repaired at unit 114. Because of pool problems, the committee has decided to wait for direction from the board as to proceeding on the fence project. They have numerous quotes for various types of fencing.

Social: No report available.

Gasparilla Fund: Joyce Kendall reported that we have allocated up to $300. for the 2006 calendar year to Landscape Committee. It is expected that for the years following 2006, maintenance of the Memorial Garden will not exceed $100. per year. The committee met and formulated a long range plan. Pending soil samples and professional opinion, the committee has allocated up to $400. to purchase an orange and lemon tree for the property. These will be good sized trees and planted by professionals. Income for 2005 was $520. and the committee has allocated $700. in expenditures. Joyce reminded everyone that donations to this committee are always welcome as the donations are used to purchase plantings and materials for the benefit of the entire community and are not within budget of the Landscape and Buildings and Grounds committees. Donations can be for memorials, to thank a neighbour or just because.

Cabana: No report available. Rae Voss mentioned that the committee has planned a “big clean up” of the Cabana on Tues, Feb 21 at 10:30 a.m. Everyone is welcome to help. There will be some heavy lifting involved.

OLD BUSINESS:

· Pool Update – Bill Leavitt reported that the Engineering Firm has requested $6000 to continue this project. Once the funds are received, we will be on their scheduled and work will be done within two months. The pool will be closed for two days while they do the drilling/boring. The firm will return pool to operational immediately following completion of the work. After we have received their report and proposals, we will make a decision on the pool. The $6000 includes retainer for engineering firm and $4435. to complete the drilling/boring. Moved by Dave Hubbard, seconded by Bud Stewart that we send a check for $6000 to continue the pool project. Funds to be charged to pool account. Joe Farrelly requested that when we send the money we need to determine when we can expect them so that we can notify everyone in advance of the disruption and pool closing. All in favor.

· Handyman: This item was covered in Buildings and Grounds report. It was pointed out that this handyman is being hired to work outside on common grounds. He will be an employee of PCM and work exclusively for Gasparilla Condominium Association. Should anyone wish personal work done, they can contact the handyman directly.

· Road Resurfacing – Joe Farrelly stated that Anderson has agreed to return in April to resurface valleys on all three streets and areas that are thin and well as make other repairs. April will have the least impact on residents. Robert will notify residents when we can expect the work to be done so that all residents are prepared. Robert reminded everyone that we might need to co-ordinate moving vehicles if the owner is not in residence and a vehicle is left in driveway.

· Review of Dock Rules - The Boat Dock committee has recommended amending rule #42 as follows: “Boat dock space shall be contracted on an annual basis and rental shall be due in advance by January 1 of each year. Rental charges will be reviewed during or before November by the Board of Directors and announced for the coming year. Owners currently occupying dock space on an assigned annual basis shall retain dock space priority. However, in order to have a boat at the dock, you must be in residency. By early November an ASSIGNMENT LETTER will be mailed advising of assigned slip number, amount of fee, and a DOCK SPACE CONFIRMATION form to be completed and returned with payment on or before January 1.” This change results from situations where owners have a dock space and rent their units. Moved by Joe Farrelly, seconded by Dave Hubbard that we accept the recommendation of the Dock Committee to amend rule #42 as stated. All in favor.

· Landscape Contractor - Bill Leavitt advised that, as a result of complaints from the meeting of January 23, as well as previous concerns by the Board, we will be meeting with Landscape Contractor to review his performance. Robert has provided us with a bid, which we will review as well.

· Management Company – The Board met with Bill Sutton, Shirley Jones and Robert Hernandez at their office regarding a performance review and further defining expectations. Main issues were lack of performance, communication and responsiveness. We felt the meeting was very productive for all. Robert is on site and will walk the property on a regular basis. He will be our onsite co-ordinator and take care of issues. He has been very responsive to any Board requests. We discussed the issues we have had with contractors. PCM will do bidding on our behalf, recommend contractors and monitor work. They will perform due diligence – review contracts, ensure proper licensing/permits and that they can work in Sarasota County. We also reviewed some financial concerns and Dave is satisfied.

· Appointment of Committees and Chairpersons – Sue Boyd noted the new chairpersons of each committee and will type and post a new list. Moved by Sue Boyd, seconded by Bud Stewart that we appoint the committees and chairpersons as posted. All in favor. It was noted that workers for each committee are always welcome.

· Auction – Joe Farrelly reported that our annual auction, held last Sat., was very successful. Although we did not make as much as last year, we are $1477 richer than we were the day before the auction. In addition, the social committee benefited financially from the 50/50 draw and sale of coffee and muffins. Joe thanked the gourmet chefs, artisans, the pickle lady, the baker and all who donated and purchased treasurers on this beautiful and fun filled day.

· Cable Contract – Joyce Kendall reported for the committee that they will be meeting with Comcast on March 1^st to review a list of questions which they have forwarded in advance. They are optimistic that this project will be completed and a recommendation made to the Board for the April meeting.

· Dock Railing - Dave reported that a contract has been signed with Suncoast Dock and Boat Lift in the amount of $8575. We have made a $200. deposit. Moved by Dave Hubbard, seconded by Joe Farrelly that the Board enter into this contract, pending due diligence to be done by Management Co. to be certain this company is capable of completing the contact. Funds to be taken from the fund balance of the Association. It was noted that PCM has agreed to supervise completion of this contract and work is to be done prior to April 30, while Board of Directors is in residence. All in favor.

· Hurricane Preparedness Update - Bud Stewart reported that he has completed a rough draft and he expects to have the project completed by April 1^st. Pat Yovaish has given him some information and offered her assistance with this project.

· Pine Needle Contract – Moved by Sue Boyd, seconded by Dave Hubbard that the Board accept the pine needle contract as prepared by Robert Hernandez. All in favor.

NEW BUSINESS:

Update Committee Responsibilities - Sue Boyd reported that, as a result of the meeting with PCM and their commitment to do bidding on our behalf, she will change the responsibilities of Buildings and Grounds Committee to reflect this. Reviewing the booklet, no other committees are responsible for bidding so no further changes will be made. She will provide a copy of responsibilities to each respective committee.
Write-Off Irreconcilable Payment - Dave is working with PCM regarding reconciliation of accounts receivable and prepaid assessments. There are four items outstanding. One situation involves a prepayment of $225. in April 2002 which is prior to our involvement with PCM. At the time of transfer to PCM, systems were not compatible and information on this prepayment is not available. Robert is satisfied that, based on the information and history provided by unit owner - Leavitt, write-off is substantiated and legitimate. Moved by Joe Farrelly, seconded by Dave Hubbard that we write-off $225.00 to reconcile this problem. Sue Boyd and Bud Stewart in favor. Bill Leavitt abstained from voting. The three remaining items will be reconciled.
Emergency Contact Information - Sue Boyd thanked everyone who completed and returned the emergency contact information form and said that for those who have not done so, it is not too late. The forms are file away, hopefully never to be looked at, but information will be available if necessary. The file will be transferred, along with the keys when she leaves for the summer.
Rental - #134 Moved by Sue Boyd, seconded by Dave Hubbard that we approve the rental of unit #134. All in favor.
Correspondence –

· Letter received by Florida Fish and Wildlife and read by Joe Farrelly. Joe does not feel the changes as mentioned will affect us, but he is trying to contact them to be sure. He will advise.

· Letters received from #111 (Leavitt) and #115 (Boyd) requesting permission to change the screen door of their units. Moved by Joe Farrelly, seconded by Bud Stewart that we approve the installation of new screen doors as described in their respective letters. All in favor.

QUESTIONS AND ANSWERS:

Dave Hubbard raised the issue of modifications to the exterior of unit #132. This will be placed on the agenda for the March, 2006 meeting.

Rae Voss spoke on behalf of the Cabana Committee and noted that 4 chairs and new pads are missing from the pool deck. All are asked to keep their eyes and ears open regarding this issue.

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

The next Board of Directors Workshop will be on Tuesday, March 7 and the next Board of Directors meeting will be held on Saturday, March 11, 2006 at the cabana.

The meeting adjourned at11:10 A.M.

Respectfully submitted,

Sue Boyd,

Secretary.