GASPARILLA CONDOMINIUM ASSOCIATION, INC.
Minutes to be approved at January Board of Directors meeting
CALL TO ORDER: Vice President, Tom Voss, called the meeting to order at 10:20 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 four (4) directors in attendance: Tom Voss, Vice President; Dave Hubbard, Treasurer; Joyce Kendall, Secretary and Bud Stewart, Director at Large. Corrine C. Malopolski of Antares Group, Inc. was also present.
APPROVAL OF MINUTES FROM THE NOVEMBER 10, 2007 BOARD MEETING: Joyce Kendall stated the Board had previously received copies of the minutes to review and they were also posted on the bulletin board. Joyce asked if there were any revisions. There being none, motion by Bud Stewart to dispense with reading of the minutes and to approve them as written. Seconded by Dave Hubbard. All yes by voice vote. Motion passed.
FINANCIAL REPORT: Dave Hubbard thanked Antares Group for getting the November financials done in time for this meeting. Normally they’re completed mid-month. At the end of November, account details are as follows:
· $11,000 in Designated Funds
· Reserve balance is $220,100
· So far this year $263,800 has been spent on the pool renovation.
· Year to date net income of $3,200 in the operating account.
MANAGER’S REPORT: Corrine Malopolski thanked the Board for all their hard work on the pool renovation, which made this project go very smoothly.
Motion made by Bud Stewart to accept the Financial and Manager’s reports as presented. Seconded by Joyce Kendall. All yes by voice vote. Motion passed.
COMMITTEE REPORTS:
A. Landscape Report: Rae Voss presented the following report:
· A new “to do” list has been compiled for Joe Lewellyn of FloridaScapes.
· The committee reviewed the 2008 landscape contract and is recommending the Board approve it at an increased cost of $1,200 per year.
· Joe attended a regular landscape meeting to “meet” the Landscape Committee where they discussed his and their expectations.
· Any member having any landscaping concerns should contact Rae.
· The entry area was cleaned out and poinsettias were planted.
· Mulch was purchased for the three new gardens, which Joe spread last Monday.
· The committee is approximately $400 over budget after the last purchase which will be transferred to 2008.
C. Buildings and Grounds Report: Bill James reported on the following:
· Bushwackers will return to finish cleaning out the Brazilian pepper trees along the dock.
· Bushwacker provided a bid of $750 to remove three more pine trees that have pine borers and is asking for Board approval.
· The committee is also asking for Board approval on a $1,800 bid to install a new concrete path with steps from the existing walkway to the front pool fence gate. The bid includes a 6’ x 20’ concrete pad outside the fence, opposite the restrooms, for trashcan and grill storage.
· The committee is researching additional lighting along the street in front of the pool at the request of several owners.
· A proposal was received from Stahlman-England Irrigation, Inc. in July of $53,000 to upgrade the irrigation system. Action on this item is tabled for now.
· The bike rack has been installed.
· The committee is looking into companies to service the entire irrigation system, including the ponds and pumps.
· The old wooden fence around the pool equipment will be replaced.
D. Social Report: Donna Freeman made the following report:
· Sunday, December 9th at 4 pm – Bingo and supper at the cabana. Tom Voss will be the bingo caller.
· December 12th – The ladies will be going to the Fishery for lunch. The sign up clipboard is on the cabana wall.
· 2nd Wednesday, January 9th – The ladies will be going to Sarasota for shopping and lunch at the Columbia.
· A Christmas tree cardholder has been placed on the cabana counter for anyone wishing to put a Christmas card up.
· Judy & Ron Hook were thanked for the grounds’ decoration along with the help from several others.
· Sunday, January 20th – Brunch at Pelican Point hosted by Elissa Sullivan and Felicia Seeley.
· Recipes are still being accepted for the “Gasparilla Cooks” cookbook. Anyone wishing to purchase a cookbook is asked to contact Betty McCallum.
· Anyone going home for Christmas is asked to remember to bring a wedding picture and Easter bonnet for the tea in March.
E. Gasparilla Fund Report: No report.
F. Cabana Report: Pat Hubbard mentioned the following:
· They’ve been busy putting items away in the new cabinets.
· A sign up sheet for the Friday night cocktail has been posted.
The Board was asked to reconsider adding some type of shield on the side of the cabana to protect the area during inclement weather . . . rain, wind, etc. Tom Voss asked Bill James if his committee would look into this.
Tom Voss also mentioned that the new folding chairs were purchased through donations and donations are still being accepted. Any overage in donation funds will be used to purchase umbrellas for around the pool area.
OLD BUSINESS:
A. Pool Update: Tom Voss reported that the Building & Grounds Committee had several work parties, accomplishing the following tasks at a greatly reduced cost due to volunteer laborers:
· On November 11th they removed the old shrubs around the pool pavers, prepped the ground and then spread 4 cubic yards of tan river rock at a materials’ cost of approximately $500.
· The cabana concrete floor was scoured, patched and then two coats of a special non-slip paint was applied at a cost of around $100.
· On Monday, December 3rd, the kitchen cabinets arrived and on Tuesday the volunteers went to work installing the cabinets, counter tops and the sink. By Friday afternoon all was complete, except the wiring, which will be completed next week. Total cost is anticipated to be $5,400.
· The pool heater was not working because the pump had lost its prime. Symbiont came out on Monday, December 3rd, and the heater is working fine now.
· They are looking into umbrellas for around the pool deck and should have them in the next few weeks.
A big thank you to all those volunteers who helped with these tasks. It is estimated that the volunteers saved the Association at least $4,000 in labor costs.
B. Termite Treatments: Tom Voss reported that Ban-a-Bug will begin termite treatment for all units in January starting on 3rd Street and it involves trenching and drilling along the foundations. Owners will need to provide a one-foot clearance between the building and plants/shrubbery for the technician’s access. Joe, the landscaper, will help with shrub trimming if anyone needs help. In addition, items on the floor of the sheds will need to be moved so holes can be drilled in the foundation for them to infuse the Termidor. Any questions should be directed to either Tom Voss or Joyce Kendall. The cabana has already been treated.
The first treatment is scheduled for the week of January 14th through 18th and will be for units #140 through #159. Other buildings will be treated in February, March, and April. Advance notice will be given each month.
If owners find termites inside their units, please contact management. Termite damage is evidenced by piles of sawdust, shavings, etc. Joyce Kendall will invite Greg from Ban-a-bug to attend the next Board meeting to answer questions and to provide explanations.
C. Fence Update: Tom Voss said the next grant application, to cover part of the cost of the fence, is due in January. If no grant monies are forthcoming by February, the Board will review the option of utilizing reserve funds to get the fence replaced.
NEW BUSINESS:
A. 55+ Community: Management stated the Association needs to register with the state as a 55+ community, in support of the Association’s documents. In so doing, the Association needs to have records showing that at least 80% of the residents of the community are aged 55 and over. This includes owners and renters. Dave Hubbard and Joyce Kendall will review the files and contact those owners/renters who need to provide the appropriate documentation . . . drivers’ license, passport, etc.
B. Approval – Rental Applications: Joyce Kendall reported receiving rental applications, with fees paid, for:
· Unit #103 – Lambert for Leonard, from Jan. 6, 2008 to April 6, 2008
· Unit #105 – Wells for Tyree, from Jan 1, 2008 to Mar. 30, 2008
· Unit #138 – James for Mackey from Dec. 10, 2007 to April 10, 2007
· Unit #150 – DeCota for Seelig from Jan. 1, 2008 to Mar. 31, 2008
Motion by Bud Stewart to approve the four rental applications as presented. Seconded by Joyce Kendall. All yes by voice vote. Motion passed.
C. Rental and Sales Request Forms: Joyce Kendall mentioned that these forms will be modified to include requesting that photocopies of identification for all occupants be included with all applications in keeping with provisions for a 55+ community status.
D. Trespassing Form and Signage: Management reported the Association experienced some trouble recently with several homeless people using the pool restroom facilities. The Sheriff’s Department has since taken care of the problem, but additional efforts are needed by the Association. The appropriate signage regarding soliciting and trespassing needs to be posted and an agreement with the Sheriff’s Department to have free access to the property needs to be signed. Motion by Dave Hubbard to proceed with the signage and contract. Seconded by Bud Stewart. All yes by voice vote. Motion passed.
Buildings & Grounds to have three signs made and posted as follows: 1) at the Jose Gaspar Street entrance, 2) at the fence’s end on North Street and 3) at the docks. A person living in Ken’s community at Deer Creek will be making the signs. The contract has been forwarded to Bill Leavitt, President, for his signature.
E. Landscape Contract: The Board reviewed the 2008 contract submitted by FloridaScapes totaling $31,200. Motion by Joyce Kendall to accept the contract as submitted and approved by the Landscape Committee. Seconded by Dave Hubbard. All yes by voice vote. Motion passed.
F. New Walkway and Pad: The Board reviewed the proposal submitted by W.F. Griesmeyer Masonry, Inc. for $1,800 for a new walkway and concrete pad at the cabana. Motion by Tom Voss to accept the proposal as submitted and approved by the Buildings & Grounds Committee. Seconded by Dave Hubbard. All yes by voice vote. Motion passed.
G. Pine Borers/Tree Removal: The Board reviewed the request by the Buildings & Grounds Committee to pay Bushwackers $750 to remove three more pine-borer infested trees. Motion by Joyce Kendall to proceed with the tree removal as proposed. Seconded by Dave Hubbard. All yes by voice vote. Motion passed. The Landscape Committee has not looked into replacing these trees as of yet.
H. Annual Meeting and Election of Officers: Tom Voss noted that the Annual Meeting place has changed this year and will be held at the Deer Creek Clubhouse on January 29, 2008, at 7:00pm. Attendees are asked to carpool, bicycle, etc. as there is limited parking. All five (5) positions are up for re-election due to the document’s amendment and staggering of Board terms.
I. Christmas Donation: Joyce Kendall mentioned they are still accepting donations.
J. Correspondence: Joyce Kendall read a letter from member, Jean Scudder, and will respond.
K. Aluminum Can Recycling: Tom Voss noted that the aluminum can recycling has been a success. The poinsettias at the front entrance were purchased with those funds and asked for people to continue contributing. In addition, a basket has been placed on the kitchen counter at the cabana for the can tabs, which will be donated to a Ronald McDonald house.
ADJOURNMENT: There being no further business to properly come before the Board at this meeting, motion by Dave Hubbard to adjourn at 11:21a.m. Seconded by Joyce Kendall. All yes by voice vote. Motion passed.
Respectfully submitted,
Joyce Kendall, Secretary
JK/ccm