GASPARILLA CONDOMINIUM ASSOCIATION, INC.
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 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 five (5) directors in attendance: Tom Voss, President; Gary Payne, Vice President; Dave Hubbard, Treasurer; Joyce Kendall, Secretary and Ron Hook, Director at Large. Corrine C. Malopolski of Antares Group, Inc. was also present.
OPEN DISCUSSION FOR ITEMS NOT ON AGENDA:
· Donna Freeman spoke about the following:
o Embroidered “Gasparilla Gal” t-shirts will be sold at $15 each. Contact Donna Freeman or Phyllis Guida to purchase.
o Gasparilla golf hats will also be sold at $16.25 each. Contact Orville Boyd if interested.
o The Social Committee reports good turnouts for bingo, but could handle more players. Next bingo will be a week from Wednesday, February 27th.
· Judy Hook asked for a show of hands to those who are interested in going on a boat ride to either Manasota Beach/North Beach or Don Pedro Island on March 3rd or 4th. A sign up sheet will be left at the cabana. The rides will be on friend’s boats and are free.
APPROVAL OF MINUTES FROM THE JANUARY 12, 2008 AND FEBRUARY 1, 2008 BOARD MEETINGS: Copies of the minutes had been provided to the Board prior to the meeting and they were also posted on the bulletin board. Tom Voss asked if there were any revisions, since there were none, motion by Joyce Kendall to dispense with reading the minutes and to approve them as written. Seconded by Gary Payne. All yes by voice vote. Motion passed.
FINANCIAL REPORT: Dave Hubbard made the following report:
· The January 2008 financial reports are ready and have been provided to the Board, as well as posted at the cabana.
· Cash on hand:
o $400 in operating – this will remain low for a while due to the fact that the termite treatment is paid at the beginning of the year, but is being collected for throughout the year
o $11,200 in designated funds
o $227,000 in reserves
· 2008 pool expenditures:
o $4,200 – final payment on pool fence and down payment on pool landscape;
o $2,300 – still to pay on pool landscape, which should be near the end of the pool expenses;
· January 2008 showed a net loss of $5,100 due to Ban-a-Bug termite contract, but will catch up later on in the year since this is a pre-paid item.
Dave noted that there still is a problem with a lack of operating money with which to pay bills.
Motion by Joyce Kendall to accept the Treasurer’s report as presented. Seconded by Gary Payne. All yes by voice vote. Motion passed.
MANAGER’S REPORT: Corrine Malopolski has been working closely with Joyce on two projects:
· 55+ designation: IDs are still being collected. Once the Association has records of at least 48 units with occupants aged 55 and over, a letter will be sent to the state registering the Association as a 55+ community. There is a $20 registration fee, which is renewable every other year. This designation helps in the enforcement of the 55+ age restriction, as specified in the Association’s documents.
· Gasparilla directory: A draft has been prepared and reviewed. Changes will be made and then it should be ready to copy and distribute. Joyce mentioned anyone wishing to not have his or her cell phone numbers listed need to let us know as soon as possible.
COMMITTEE REPORTS:
A. Landscape Report: Rae Voss reported the following:
· The 2008 co-chairs of the Landscape Committee are Phyllis Payne and Rae Voss.
· The new plantings around the pool have been scheduled for February 25th and 26th.
· Annemarie Post, Extension Agent and Florida Yards & Neighbors Coordinator, will be the guest speaker on February 18th.
· The committee’s landscape plan has been distributed to all members for review.
· $600 remains in the committee’s 2008 budget.
· The 2009 dock fees to remain at $200, which should adequately fund the dock reserves for future expenses.
· The following policy is for people wanting to switch from one dock to a vacant dock: ”In the future, if an open dock is available, seniority will be used as the means to settle any dispute and the senior person(s) will have the right of first refusal.”
· Paul Boudria to move from dock #16 to vacant dock #6.
C. Buildings and Grounds Report: Tom Voss read Bill James’ report as follows:
The Buildings and Grounds Committee (B & G) discussed and voted on four proposals listed below for Board approval:
There will be a work party at 8:30am Tuesday if the Board accepts the proposal to add the three lights and move the flagpole.
D. Social Report: Donna Freeman made the following report:
· Gasparilla had another successful auction; Joe Farrelly was thanked for his job as auctioneer.
· Thank you’s were also extended to those not mentioned in the note: Phyllis Guida and Arlene Hall.
· This is the last week for recipe submission to Betty McCallum for inclusion in the cookbook.
· Everyone enjoyed the Valentine’s Buffet planned by Pat Hubbard, Marcia Weber and Phyllis Guida.
· Wednesday, February 20th – ladies luncheon at Howard’s.
· Saturday, February 23rd – shuffleboard tournament. Ron and Judy Hook are defending champions. Let Sandy and George Yamarik know if you need a partner.
· Wednesday, February 27th – next bingo game. Tom Voss is the caller. The more people we have, the bigger the pot. Bingo is played ever other Wednesday.
· March 17th – St. Patrick’s Day party with Jim McMahon and his friends.
· Other planned March events are as follows:
o A boat trip
o Sunset at the beach to celebrate daylight savings
o A luncheon at the Lock & Key
Watch for sign up sheets for all activities at the cabana.
E. Gasparilla Fund Report: Sue Boyd provided the following report:
· Committee officers were elected: Sue Boyd, Chair; Betty Haynes, Treasurer; Carol Leavitt, Secretary.
· Current account balance is $898.68.
· Agreed to transfer $100 annually to the Landscape Committee.
· Agreed to build the committee’s bank balance before committing to further expenditures on projects undertaken by the committee.
· All donations are appreciated and all of the money is used to beautify the common property.
· Donations can be made to Betty for any reason and are always appreciated.
F. Cabana Report: Dave Hubbard presented this report on behalf of Pat Hubbard:
· Pat Hubbard and Gloria Swanson will Co-Chair the committee.
· At this time, there are very few concerns, with just a reminder for residents at the pool to return the chairs and chaise loungers to their proper place around the pool when finished using them.
OLD BUSINESS:
A. 55+ Community: Joyce Kendall stated this topic has already been covered in the Manager’s report.
B. Fence Update: Tom Voss reported the committee is reviewing the bids and will share them with Building & Grounds for their input. They are close to signing a contract.
C. Ban-a-Bug Pest Control Contract: Management presented Ban-a-Bug’s renewal contract to the Board for review/approval. The service is an exterior power spray performed every other month for general pest control. The service costs $900 per application, sub-totaling $5,400 minus a 5% discount, for a grand total of $5,130. Motion by Joyce Kendall to accept the renewal contract as presented. Seconded by Gary Payne. All yes by voice vote. Motion passed.
NEW BUSINESS:
A. 2007 Surplus: Dave Hubbard reported the 2007 carryover came to $4,711.75. The Insurance & Finance Committee supports leaving these excess funds in the operating account because it is so low. Motion by Gary Payne for the carryover funds to remain in the operating account. Seconded by Tom Voss. All yes by voice vote. Motion passed.
B. Approval of Committees for 2008: Joyce Kendall presented the committees and chairs for 2008 for Board approval:
· Buildings & Grounds: Bill James, Chairperson
· Dock: Paul Boudria, Chairperson
· Gasparilla Fund: Sue Boyd, Chairperson
· Landscape: Phyllis Payne and Rae Voss, Co-Chairs
· Social: Donna Freeman and Phyllis Guida, Co-Chairs
· Cabana: Gloria Swanson and Pat Hubbard, Co-Chairs
Motion by Joyce Kendal to approve the committees as presented. Seconded by Tom Voss. All yes by voice vote. Motion passed.
C. Approval – Rental Applications: Joyce Kendall reported receiving rental applications, with fees paid, for the following units:
· Unit #107 – Foltan for Hall, from Feb. 1, 2008 to Mar. 31, 2008
· Unit #132 – Stewart for Heer, from Feb. 1, 2008 to Feb. 28, 2008
· Unit #134 – Krause for Krause, from Mar. 1, 2008 to Apr. 1, 2008
· Unit #138 – James for Fish, from Mar. 1, 2008 to Apr. 1, 2008
Motion by Tom Voss to approve the four applications as presented. Seconded by Gary Payne. All yes by voice vote. Motion passed.
B. Umbrellas: Tom Voss requested approval from the Board to purchase four market umbrellas in a rust-colored fabric, with bases, for the pool area from Patio, Etc. Once the order is placed, they will take two weeks to manufacture. The only price received thus far was for the four umbrellas at $791.80. Motion by Gary Payne to purchase the umbrellas as proposed from the auction fund. Seconded by Dave Hubbard. All yes by voice vote. Motion passed.
Discussion ensued about the umbrella bases. Approximate per base cost is $100 each. The approved motion was amended as follows: Motion by Joyce Kendall to purchase the four umbrellas and bases from the auction fund for a total cost not to exceed $1,291.80. Seconded by Dave Hubbard. All yes by voice vote. Motion passed.
C. New Tables and Chairs for Cabana: Tom Voss mentioned the Social Committee is suggesting purchasing three more fold-up round tables and 24 chairs to replace the two uncomfortable wooden picnic tables. Concern was expressed as to where all the new tables and chairs would be stored. There is plenty of room for storage in the pool restrooms. There’s $177 left from the last drive that paid for the other tables and chairs. The thought is to try and raise more money before taking out funds from another account to pay for the additional items. Tables are around $300, the chairs about $490, minus the $177 leftover, leaving approximately $650 to raise. Motion by Dave Hubbard to approve the purchase of three tables and 24 chairs from the auction fund, the cost not to exceed $650. Seconded by Ron Hook. All yes by voice vote. Motion passed.
The Board saw no reason why chairs needed to be folded up and put away after each use. It is okay to leave chairs out, open with the tables.
D. Insurance/Finance Recommendations: Dave Hubbard stated that on February 1st, the Board approved the Insurance & Finance Committees’ recommendation to sign Statewide Commercial Insurance’s proposal for the Association’s insurance, minus flood, in the amount of $52,000. Members of the committee are: Gary Payne, insurance; Dick Haynes, finance; and Dave Hubbard.
Gary Payne said the biggest problem is that it is difficult to estimate insurance premiums. The committee received proposals from three carriers. The bulk of the insurance comes out of a government wind pool. Mitigation (MIT) reports were performed at a cost $1,900, saving $8,500 on the wind policy premium. The MITS can only be applied to the Citizens wind policy and can be used year after year without paying for new reports unless something major is changed on the structures. MIT reports can also be applied by owners on their personal insurance. Anyone wishing a copy of his or her building’s MIT report should contact management. The Association also paid to have a full appraisal done in June 2007 and will pay $595 this year to update the appraisal.
The Association’s wind policy has a 3% deductible on the $5.6 million coverage, which equals a $170,000 deductible if there were a total loss. Currently there is $50,000 in the insurance deductible reserve line item, which makes the total needed to be short by $120,000. We are at 90% coverage, which means the insurance company pays for all repairs once the Association has paid the deductible. We looked at saving money by going with an 80% coverage, but then there is a co-insurance. We could also have gone with a 5% deductible, but only saved $2,000 on the premium and the deductible cost would’ve increased over $110,000.
Dave Hubbard went on to say that the Association saved $2,200 on the flood policy by going with a company that provides a refund. Property insurance costs with Nationwide in 2006 were $22,700, in 2007 they were $25,700, but in 2008 it’s up to $52,000. That’s a $26,000 increase. Current policy costs are $19,800 for fire and $32,200 for wind. The Association borrowed $52,000 from reserves to pay for the insurance. Motion by Dave Hubbard to approve the borrowing of $52,000 from reserves to pay for the insurance. Seconded by Tom Voss. All yes by voice vote. Motion passed.
The special assessment mentioned at the Annual Meeting was originally thought to be $700 per person and was based on a $40,000 insurance policy cost. Since the cost was more, the committee recommends that the special assessment be increased to $800 per person to be collected in two payments due April 1st and May 1st. The loan from reserves should be repaid by end of May. The funds were borrowed from reserves to keep from financing the premiums at an 18% interest rate. The recommendation is for the Association to repay reserves at 6% interest. Motion by Dave Hubbard to approve a special insurance assessment of $800 and to charge the operating account 6% interest to borrow the funds from the reserve account. Seconded by Gary Payne. All yes by voice vote. Motion passed. A special assessment meeting will be held on March 15th before the start of the Board meeting.
Dick Haynes stated the committee will look forward and try to formulate a strategic plan in an attempt to lay out insurance costs for the next two to three years.
E. Irrigation: Tom Voss reported the Building & Grounds Committee received two quotes for irrigation services:
· Stahlman-England Irrigation - $54,162 to completely redo the system and $375/month for monthly service
· Coastal Irrigation - $58,780 to completely redo the system and $675/month for monthly service
The committee recommends the Board to meet with both company reps prior to making a decision. Dave Hubbard said the intention is to use leftover money from the pool renovation to install new system. There is approximately $48,000 left over plus $14,000 in reserves for irrigation, so there should be enough to cover the costs. Discussion ensued with members requesting the Board look into replacing only part of the system where irrigation is needed the most and the Board agreed to do so.
F. Other: Tom Voss presented a request on behalf of the Building & Grounds Committee for authorization to spend:
· $600 to install three lights in front of the pool area, which will match the other ones on property.
· Up to $150 to move the flagpole in front of the pool
Motion by Tom Voss to approve the expenditure up to $750 to install the lights and to move the flagpole. The lights to be charged to ground supplies and the moving of the flagpool to the pool account. Seconded by Ron Hook. All yes by voice vote. Motion passed. A work party is scheduled for 8:30 am on Tuesday.
CORRESPONDENCE: Joyce Kendall read a note from Gwendolyn John asking the Board to consider locking the pool and cabana area at 10:00pm to a time in the morning agreeable to all. Management to provide the following information at the next Board meeting:
· Costs for different types of pool gate locks and keying information
· Insurance changes as a result of adding locking pool gates to include possible premium reduction and reduced liability due to trespassing
QUESTIONS AND ANSWERS: None.
ADJOURNMENT: There being no further business to properly come before the Board at this meeting, motion by Dave Hubbard to adjourn at 11:15 a.m. Seconded by Gary Payne. All yes by voice vote. Motion passed.
Respectfully submitted,
(As Amended March 15, 2008)
Joyce Kendall, Secretary
jk/ccm