GASPARILLA CONDOMINIUM ASSOCIATION

BOARD OF DIRECTORS MEETING

January 14, 2006

 President Bill Leavitt called the meeting to order at 10:01 a.m.  Board Members in attendance were Bill Leavitt, Joe Farrelly, and Sue Boyd.  John Farnham and Dave Hubbard were absent.    Our Management representative Robert Hernandez was also present.  Notice had been posted according to Florida law.

MINUTES:

Moved by Joe Farrelly and seconded by Sue Boyd that the minutes of the December 10, 2005 meeting be approved as printed.  All in favor.

FINANCIAL REPORT:

Bill Leavitt read from a preliminary unaudited financial report.  The final report will be available soon.  We have $37,197 in our reserve account and $6,602 in the operating account.

MANAGEMENT REPORT:

Robert Hernandez reported that he is having someone in to adjust the 4” downspouts, leading from the second floor to the roof level. 

COMMITTEE REPORTS:

Landscape:   Rae Voss reported that the committee did a walk thru and identified plants needing replacement.  Accordingly, all 2005 funds have been spent.  She reported that before a Xmas break, there were weekly work parties.  The committee is ready to go for the 2006 season, continuing with the work parties.

Dock Committee:   Fred Weber reported that the expanded dock has 19 slips.  As 17 are  subscribed to, there are two available.  The cost is $300. per year.  To secure a space, contact a committee member for the rules and an application.

Buildings and Grounds: Warren Mears read his report.  A copy is attached and is made part of these minutes.  He reported that he met with a representative of Anderson Asphalt at which time the representative stated that the work performed by his company meets their specs and is warrantied for one year.  The company has agreed to return to touch up those areas that were affected by water damage during and after seal coat application. 

He also reported on the malfunctioning street lights.  He contacted an electric company who is not interested in becoming involved in this type of work.  If we are not able to obtain the services of a qualified electrician, we may end up doing testing and repair in house.  He asked for everyone’s patience and requested that for the residents affected, please leave front lights burning during the night time hours.

Social:  Donna Freeman reported that the committee is preparing a cookbook and it will be completed next season.  They will be sending a form to all residents, requesting that a typed or hand printed copy of a favourite recipe be sent to the person identified for that section.  The recipe book will be in the form of a binder so that recipes can be added in the future. 

The ladies luncheon will be held on Feb 1^st.  Donna noted that 50-50 tickets will be sold at the pot luck dinner end of January.  Proceeds will help the social committee. 

Gasparilla Fund:  Walter Yovaish reported the Garden Fund balance is $540.22, the Gasparilla Fund balance is $987.55, for a total in the account of $1437.77.  It was noted that this committee works together with landscaping and contributes towards common areas, not perimeter plantings around units.   

Cabana:  Carol Leavitt reported that not much is happening.  The committee is responsible for cleaning out the closets once a year and a member of the committee should clean the shelves/counter/sink on a daily basis (approx. 5 minutes).  Volunteers are needed for this committee, including men as there is some heavy lifting involved. 

OLD BUSINESS:

·        Pool Update –  Bill Leavitt reported that we are monitoring the water usage.  Last month the bill was $500. which means another leak.  Because for years we have been spending good money after bad, the Board of Directors has hired an engineering firm.  They will do testing and give us the most frugal and best way to have a good pool.  They will carry this project to completion and give us a finished product.  There will be 10 test borings around the perimeter of the pool.  To do this, they will have to dismantle a portion of the fence.  A new pool, which means destroying the current one, take the material away, give us new mechanical equipment and a new pool is in the range of $150,000 - $200,000.   There are other options.   Accordingly, we can expect another assessment regarding the pool before it is completed – possibly in the 2006 calendar year.  A large portion of the current $1000 assessment is being spent on research and solutions. Bill will give a monthly update as to progress.

·        Handyman:  There is an individual living at Deer Creek who has expressed an interest in being a handyman here.  Bill will have the Buildings and Grounds committee meet with him to review our needs and determine if he is a good fit for our community. 

·        Roof Cleaning:  We have several bids for roof cleaning.  Moved by Bill Leavitt, seconded by Sue Boyd that we award the contract to Mac’s Home Maintenance for a price of $800. each cleaning after the Board of Directors has reviewed the contract.  All in favor. The roofs will be cleaned in the general time frame of February, July and November, depending on weather.  Robert Hernandez advised that the Board of Directors will see the contract in approximately one week.   It was noted that we have spend a great deal of money to replace the roofs and we need to take care of them.

·        Anderson Asphalt – Joe Farrelly stated that he is not criticizing anyone on Buildings & Grounds, but the contractor. He feels they did a lousy job.  He feels Anderson, himself, should come here, look at the job and answer if he is satisfied that the cracks were filled.  If so, why does it look like it does and why has sealer worn away.  Bill Leavitt said we don’t have the expertise to prove how much sand was in the mixture.  Accordingly we do not know if there was adequate sand in the sealer to fill cracks.  Joe Farrelly wants it on record that he feels we did not get what we paid for and that Mr. Anderson should come and make an explanation to us.  Joe volunteered that he will be happy to write a letter.  Warren Mears said that he is not an expert, but feels that the areas showing cracks were not properly sealed.  He noted that Anderson has been in business for 30 years and has a good reputation.  Warren was concerned about the patches and noted that they are hardening up and doing as described by Anderson’s representative.  When he questioned the sand, they claimed it was according to the specs.  Shortly after the sealer application, it rained and sand washed away and collected in low parts of our property.  Warren said he is satisfied with the patches but not the cracks.  It was noted that they have a rain clause in the contract.  Joe Farrelly moved that this issue be addressed by Buildings and Grounds committee and they report back to the Board.  This motion was seconded by Bill Leavitt.  All in favor. 

·        Review of Dock Rules -  Sue Boyd noted that in the spring we had a request for use and storage of a kayak.  As we had no rules pertaining to this, permission was granted, with parameters, and we would address in the fall.  It was noted that all dock rules would be reviewed by the dock committee at this time.

NEW BUSINESS:

a.      Petition from Full Time Residents – Letter received from summer residents had been deferred until more board members were here.  We had agreed to set up a meeting to discuss, but a date had not been established.  Sue Boyd read briefly the items of concern so that all could understand.  It was decided to have a special board meeting on January 23, 2006 at 7:00 p.m. to discuss these issues.  As with all board of directors meetings, all owners are invited to attend.

b.      Fence Update  -  Tom Voss advised that he has been collecting prices from several companies on various types of fences – vinyl, wood, stucco.  Bill Leavitt stated that the pool is our first priority and the fence will be done when funds are available.  It was noted that financing the fence is not feasible. 

c.       Management Company – Bill Leavitt suggested that we defer this issue until after the January 23^rd meeting.  It was noted that there are issues with the management company as well

d.      Landscape Contractor  -  Bill Leavitt said that the Board of Directors has had many complaints regarding performance of landscape contractor.  Bill noted that there is no signed contract and he has been doing our work for several years.  The Board of Directors will meet with him and review our very definite performance expectations, how many hours he should be spending here each week and when he will be here.  John Farnham provided oversight last year, but there was none during the summer.  Bill noted that we will be seeking other bids, not necessarily to change contractors, but to see what is a realistic cost. 

e.      Committee Assignments – Sue Boyd advised that assignments would be finalized and posted.  All persons wishing to volunteer, and haven’t, should do so after the meeting. 

f.        Violation Hearing Panel -  Bill Leavitt reviewed that the assignment of this panel was postponed until a majority of the Board of Directors was present.  Moved by Sue Boyd, seconded by Joe Farrelly that the Board of Directors assign a volunteer panel of unit owners – Gary Payne, Betty Haynes and Jan McCallum.  All in favor.  This panel will determine a date for the hearing, establish a forum, complete their hearing and report back to the Board.  After several questions/comments, Bill Leavitt said that it is inappropriate to discuss at this time.  We, the Board of Directors, are following Florida law and the panel will meet and respond. 

g.      Board of Directors Term of Office  -  Bill Leavitt read a proposed amendment to our Articles of Incorporation regarding term of office for directors.  He is recommending that no more than two director’s terms shall end simultaneously and that directors serve for three years.  This will mean a 2-2-1 split.  Sue Boyd explained that, in the best interest of the community and Board of Directors, this is important.  No matter how much preparation a new director does, there is always a learning curve and it takes time to get up to speed.   Having three experienced members leave at the same time would be very disruptive in the operation of the Association.

h.      Auction – Joe Farrelly advised that the annual auction will be held at 10:00 a.m. on Saturday, Feb 11, 2006.  Proceeds from the auction are spent on items not budgeted for, such as heavy duty cocktail tables for the pool area, a power blower and many other things. Joe will send a second notice with finalized details. 

i.        Cable Contract -  Our contract expires in Sept/06.  We need to form another committee to negotiate a new contract.  There were no volunteers.  Joe mentioned that the new committee should consider upcoming legislation on a la carte selection of channels.

j.        Emergency Contact Information – Sue Boyd raised the issue that, should someone in our community have a serious emergency, there is most often no knowledge of who should be contacted.  Ideally the contact would be a decision maker.  As secretary of the Board of Directors, she will keep a file with this information, which will be kept confidential.  She will create a form, deliver it to all and requests it be returned to her within a week of receipt.  Neighbours are not able to make decisions or sign papers authorizing care.    

k.      Moved by Sue Boyd, seconded by Bill Leavitt that we approve rental of units 105, 124, 125, 131.  All in favor.  

l.        Correspondence -   

·        Sue Boyd read a letter from Dick & Betty Haynes re hazardous rising of walk way from front stoop of their unit.  This appears to be caused by tree roots.  Moved by Joe Farrelly, seconded by Bill Leavitt that this issue be given to Buildings & Grounds to look into taking care of the tree, sidewalk and get back to the Board of Directors with a price.  All in favor. 

·        Sue Boyd read a thank you letter from Lori Zydanowicz.

·        Sue Boyd read a letter from Donna Freeman regarding installation of an electrical outlet under the palm tree and next to the flag pole.  Moved by Joe Farrelly, seconded by Bill Leavitt that we send this to Buildings and Grounds to look into and report back.  All in favor.  Sue took the opportunity to thank Donna and her group for the beautiful decorating for the Christmas season. 

·        Sue Boyd read a letter from The Lake Doctors stating that our contract expires on Feb 1, 2006.  The price has increased by $4.00 to $95.00 per month.  Moved by Joe Farrelly, seconded by Sue Boyd that we approve the increase.  All in favor.

QUESTIONS AND ANSWERS: 

Bill Leavitt told those present that Gary Wittlick has posted a copy of last year’s directory and asked all to review and update as soon as possible.  It is preferable that we do not have to issue corrections after publication.  All owners get a copy and a second copy of this directory is available for $2.00.  Sales of second copies help defray the cost of this directory.

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

The next Board of Directors Workshop will be on Tuesday, February 14 and the next Board of Directors meeting will be held on Saturday, February 18, 2005 at the cabana.

The meeting adjourned at11:47 A.M.

Respectfully submitted,

Sue Boyd,

Secretary. 

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