GASPARILLA CONDOMINIUM ASSOCIATION, INC.
CALL TO ORDER: President, Tom Voss, called the meeting to order at 10:08 a.m., at the Gasparilla Pool 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 asked if the new tables had been picked up. Tom Voss said they ran out, but are getting more in and when they do, they will be picked up. Donations are still being accepted to pay for the new tables.
· Joe Farrelly read a letter from Phyllis Guida with information about her husband, Bernie, who is scheduled for heart bypass surgery on March 26th.
APPROVAL OF MINUTES FROM THE FEBRUARY 16, 2008 BOARD MEETING AND MARCH 11, 2008 BOARD WORKSHOP MEETING: Copies of the minutes had been provided to the Board prior to the meeting and were also posted on the bulletin board. Dave Hubbard stated that the actual savings on the insurance as a result of the MIT reports was $8,500. The change will be made to the New Business section, Item D. Insurance/ Financial Recommendations. Tom Voss asked if there were any additional corrections, since there were none, motion by Joyce Kendall to dispense with reading the minutes and to approve them as amended. Seconded by Dave Hubbard. All yes by voice vote. Motion passed.
FINANCIAL REPORT: Dave Hubbard made the following report:
· The February 2008 financial status is as follows:
o $4,300 in operating
o $11,500 in designated funds
o $176,000 in reserves after $52,000 was withdrawn to pay the Association’s insurance policy premium, which will be repaid using the $11,100 wind refund from Citizens and the approved special assessment.
· There is an additional $4,200 in operating income this month since no bill was received for pest control yet.
· Year-to-date figures are slightly under the approved 2008 budget.
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 had nothing new to report.
COMMITTEE REPORTS:
A. Landscape Report: Rae Voss reported the following:
· The new plantings around the pool area were completed on February 26th.
· Two work parties reclaimed the triangular area at the head of 2nd Street by putting in bromeliads and dracaena, and weeded/mulched around the water pump.
· Bill Leavitt explained the current irrigation system and the committee recommended the Board should appoint an Irrigation Committee to investigate Gasparilla’s irrigation needs.
· Annemarie Post, Extension Agent for Environmental Horticulture, and the Florida Yards and Neighborhoods Coordinator, toured Gasparilla with the committee who will consider her recommendations.
· New plantings of plumbago and carissa were placed in front of Unit #134/Krause and #135/McMahon.
· Two planting requests have been approved and they are following up on the third request.
· Rebecca Hokkanen and Rae Voss attended an informative lecture by Laurie Schiller on Natural Florida Landscaping. Laurie is an author and ten-year owner of a native plant nursery.
· The committee currently has $500 in their 2008 budget.
· The committee has purchased a throw ring, two lines, two snaps and bolt cutters in the amount of $112.
· A work party has repaired the damage to a dock piling that was in need of replacement.
· Prices are being gathered for a lift mechanism. In the meantime, Fred Weber has installed a boarding pole as an option that seems to be working well.
· The committee is discussing inquiries for a kayak ramp and storage area.
· A good time was had by all during the boat trip to North Beach. The committee received a letter from the Social Committee thanking Paul Boudria, Dave Hubbard, Bill Leavitt and Fred Weber for providing boats for the event.
C. Buildings and Grounds Report: Don Kelbaugh presented Bill James’ report:
· Tom Voss did all the legwork on the fence project gathering four bids. The committee is recommending All-Pro’s bid of $25,500 to install the new fence. The price includes removal of the old fence and cleaning up the work area.
· Projects still to be done:
o Install and paint fence around electric transformer on 3rd Street
o Paint shed
o Replace street numbers on posts for each street
o Clean and paint light poles
o Get bids to remove trees or limbs in four areas
D. Social Report: Donna Freeman stated this is her last year as Chairperson of the Social Committee. Phyllis Guida will be taking over. Donna made the following report:
· Past events:
o March 3rd – The North Beach boat trip was enjoyed by all.
o March 9th – Daylight savings was celebrated at Middle Beach.
o March 12th – Judy Hook hosted a ladies luncheon at the Lock & Key.
· Upcoming events:
o March 17th – St. Patrick’s party will be held with a 50/50 raffle.
o March 19th - Bingo
o March 24th – Easter Bonnet Tea. All Gasparilla ladies are invited to attend wearing their Easter bonnets, visors, etc. Prizes will be awarded.
o March 28th – Potluck
o March 31st – Book Club hosted by Jan McCallum. The book being reviewed is ‘The Devil in the White City’ by Erik Larson.
o April 2nd – Ladies luncheon at Zydeco Grille
E. Gasparilla Fund Report: Sue Boyd provided the following report:
· The committee has held their final meeting of this season and has a bank balance of $978.68 at the end of February.
· The committee will continue to accumulate monies until a sufficient balance has been achieved for their next project.
· All donations are appreciated, even if the reason is “just because”.
· All were thanked for their past support.
F. Cabana Report: Pat Hubbard presented the following report:
· The social events flag is stored in the cabinet above the sink.
· Reminders were given:
o Whoever is the last at the pool was asked to close up and tie any open umbrellas
o Replace loungers to their proper location when done using
OLD BUSINESS:
A. Fence: Tom Voss reviewed the All-Pro Fencing proposal with the Board for consideration and approval:
· Total cost is $25,500 with a payment schedule as follows:
o $3,500 due when old fence has been removed
o $6,600 (30%) due upon 1st delivery of supplies
o $6,600 (30%) due on 2nd delivery
o $8,800 balance due upon completion
· The work will consist of:
o Removing existing pillars and fence to include hauling away the debris
o Installing a 6’ tongue and groove tan vinyl fence (similar to the one around the pool equipment) with posts set in concrete
· The fence comes with a lifetime warranty.
· This project will be fully funded by monies in the fence reserve line item with $15,000 leftover.
Motion by Tom Voss to approve the All-Pro Fencing $25,500 proposal. Seconded by Gary Payne. Discussion ensued with several members asking questions:
· What is known about All-Pro? They do the bulk of Florida DOT work on the highways, installing rail guards, etc., in Sarasota, Charlotte and DeSota Counties. The owner has been in Florida for over 20 years.
· Was there any consideration to wrap the fence along North Street? This was not considered, but could be after the current project is complete since there are funds left over in the fence reserve line item.
There being no further discussion. The Board voted on the proposal, which was approved unanimously. Motion passed.
B. Locks for Cabana/Pool Area: Management presented the following information in response to a question posed by a member at last month’s Board meeting:
· From the Association’s insurance agent: “Gasparilla has met guidelines to safeguard access to the pool area. This has been done by posting rules and no trespassing signs and installing self-latching gates. If a trespasser were to injure themselves the GL (general liability) carrier will defend the association in any action. By installing locks to these entryways the association only strengthens their position.” But there will be no reduction in premiums.
· Locking gate latch options were presented:
o Double key locks cost around $100 each – approximate cost would be close to $550 for three locks and keys for everyone
o Combination locks cost just under $100 each – approximate cost would be around $300 for three locks
The Board asked for a show of hands from the members present for those in favor of adding either keyed or combination locks to the pool fence. Five members raised their hands in favor. The remaining 30+ members were not in favor of changing the current system. The item will not be pursued any further.
C. Irrigation Study Committee: Tom Voss stated that Fred Weber would chair this committee with the following members: Rebecca Hokkanen, Joyce Kendal, Bill Leavitt, Bill James, and Phyllis Payne. The committee is tasked with reviewing the Association’s irrigation needs and gathering information to present to the Board at a future meeting. Members were solicited for their input as well.
Joe Farrelly reported that the Englewood Water District (EWD) has a program in conjunction with SWFMD (Southwest Florida Water Management District) seeking new customers to contract to use reclaimed water. He suggested this might be an alternative method for irrigation needs in Gasparilla.
Management stated there are several drawbacks:
· There is a priority for the water, which is usually the golf courses, not residential areas. This was reiterated by Tom Voss as he witnessed this problem in North Port.
· There is also a problem with water pressure, sometimes not enough for the heads to pop up and stay up.
· The reuse water contract does not guarantee water. EWD ran out of water this past summer and another Association had a $35,000 bill for replacing dead sod due to lack of reclaimed water for irrigating.
· The state is in a serious drought meaning people are using less fresh water, so there’s less reclaimed water. And remember that half of the population leaves during the summer, which equates to less reclaimed water.
· There is a slight smell to the water and you don’t want it spraying on your cars. It has also been a problem for those who walk, jog, etc. around the property.
· The Association currently does not pay for irrigating, but would have to pay for reclaimed water.
· It is highly recommended to thoroughly research this alternative prior to approving.
D. Insurance/Finance Recommendations: Dave Hubbard mentioned there was good input from the members at the March 11th Board Workshop Meeting regarding the proposed “Strategic Plan for the Gasparilla Condominium Association”. Motion by Gary Payne to adopt the Strategic Plan submitted by Dick Haynes. Seconded by Dave Hubbard. All yes by voice vote. Motion passed.
E. Drop for Cabana: Donna Freeman presented a tan woven vinyl fabric drop for Board consideration and approval. The clear type was not considered because the drop would be rolled up for the majority of the time and the clear tends to stick together and crack if not left down. The Social Committee is seeking Board approval to spend $839.95 of their own funds to pay for the drop. There will be grommets on the sides and weights on the bottom to hold it in place when down. Motion by Joyce Kendall to approve spending $839.95 from the Social Committee fund for the woven vinyl fabric drop as proposed. Seconded by Tom Voss. All yes by voice vote. Motion passed.
NEW BUSINESS:
A. Approval – Rental Applications: Joyce Kendall reported receiving two rental applications, with fees paid, for the following units:
· Unit #132 – Stewart for Moenck, from Dec. 1, 2008 to Mar. 31, 2009
· Unit #158 – Foster for Logan, from Feb. 1, 2008 to Mar. 31, 2008
Motion by Dave Hubbard to approve the applications as presented. Seconded by Gary Payne. All yes by voice vote. Motion passed.
B. Gasparilla Fund Monies Transfer to Landscape: Dave Hubbard stated the Board needs to formally approve transferring $100 from the Gasparilla Fund to the Landscape Committee. Motion by Dave Hubbard to approve the transfer. Seconded by Gary Payne. All yes by voice vote. Motion passed.
C. Lee Krause Request: Lee Krause requested the Board to consider another option if the plants recently put in by the Landscape Committee don’t work. The option is for Lee Krause and Jim McMahon to remove the top 8” of existing soil to replace with new topsoil and sod at their own expense. The Landscape Committee will monitor the new plants and make a recommendation to the Board should they fail.
CORRESPONDENCE: Joyce Kendall read three pieces of correspondence addressed to the Board:
1. E-mail from Joe Farrelly/Auction Committee: Concern was expressed over Auction Account disbursements – approving umbrellas and bases without knowing the actual cost and stolen and missing items purchased with auction funds in years past. Asked that before any unbudgeted committee funds are spent that committee be brought into discussion.
· Bill Leavitt responded – items from the workshop were stored in PODS, a new POD was brought in later in pool renovation and other items had to be moved to that POD when we weren’t around to supervise; aluminum rail was violation of County Building code and Association was asked to remove it, it was cut up since it had been set in concrete; two years ago the workshop was broken into, tools were taken, it was reported to the police.
· Don Kelbaugh concerned over nit picking – need to concentrate on big picture.
· Dick Haynes commended past and present Boards – did good job.
Tom Voss, President, had to leave the meeting, turning it over to Gary Payne, Vice President, at 11:16 am.
2. Letter from Marty McCoy: Concern over the strategic plan, expending more funds in a time of “probable recession,” and for a new pool which hasn’t helped to sell her unit.
· Management responded that it is the Board’s fiduciary duty to maintain the common elements – competitive bids were received – procedures were followed – part of condo living.
3. Letter from Jim McMahon: Concerned over budget increases, reserves funding; on ways to get majority owner input on various funding projects, and on Board communication with working committees.
· Gary Payne responded that the 2009 budget figures are a benchmark – more serious numbers are worked on in the fall.
· In response to Jim McMahon’s suggestion that at workshops people should have a time to say what they wish and the Board remain silent, Management did not understand why the Board shouldn’t respond.
· Joyce Kendall responded that the Board’s Workshop Meetings primarily are to set the agenda for the following Board Meeting; everyone is welcome to attend and to speak.
· Jan McCallum stated that maybe a representative from each street could be the person members would talk to and voice their concerns to be forward to the Board (a Board liaison).
Note: These three letters are attached to the official minutes.
QUESTIONS AND ANSWERS: There were no additional questions from the members. Donna Freeman was thanked for all her hard work as chair of the Social Committee.
ADJOURNMENT: There being no further business to properly come before the Board at this meeting, motion by Dave Hubbard to adjourn at 11:34 a.m. Seconded by Ron Hook. All yes by voice vote. Motion passed.
Respectfully submitted,
Joyce Kendall, Secretary
JK/ccm