GASPARILLA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF BOARD OF DIRECTOR’S MEETING

April 11, 2009

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 Kelbaugh 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, President; Joyce Kelbaugh, Secretary, Dave Hubbard, Treasurer, and Pat Hoyt Director at Large. Ron Hook was absent. Kathy Waterhouse of Antares Group, Inc. was also present.

OPEN DISCUSSION FOR ITEMS NOT ON AGENDA: 

·         A concern about problems with the cable was discussed.  The Board will look into this.

·         Bill Leavitt spoke about a survey of fruit trees undertaken.  In 2001 there were 33 fruit trees and in 2009 there were only 15.  Funds have been received from the Memorial Fund to purchase fertilizer. Pat Yovaish noted that citrus trees have a lifespan of about fifteen years.

·         Carol Leavitt advised that the tabs that have been collected will be taken to the Children’s Hospital in Ft. Myers this week.  If anyone wants to donate more tabs please see Carol or Bill.

APPROVAL OF MINUTES FROM the March 14th BOARD OF DIRECTOR’S MEETINGS:  Motion to approve the minutes as submitted was made by Dave Hubbard, seconded by Joyce Kelbaugh with the vote being unanimous.  Motion passed.

FINANCIAL REPORT:  Dave Hubbard reported the following:

• March Financials are not yet complete.
• February Financials have been posted.  The Association had $1,331 net income for February; $12,400 in the operating account, $7900 in designated funds and $240,700 in reserves. During March, $10,000 has been paid on the $25,000 loan from the reserve account.

MANAGER’S REPORT:  Kathy reported the following:

·         It is time once again to inspect the backflow.  She has a plumbing company, KD Plumbing who will do the inspection for $70.00.  This would not include any repairs that may be needed.  Motion to approve KD Plumbing to test the back flow was made by Dave Hubbard, seconded by Tom Voss with the vote being unanimous.  Motion passed.

·         Kathy also reminded everyone of the need to provide proof of insurance to the Association.  To date only 12 unit owners have provided this information.

·         A question was raised about the minimum $2,000 loss assessment coverage – is there a maximum.  Kathy advised that there is no maximum it is up to each homeowner.

COMMITTEE REPORTS:

A.   Landscape Report: Pat Yovaish made the following report (copy attached):

·         A planting schedule has been put together and will be implemented in the fall.

·         A number of dead / dying plants have been marked for removal.

·         Many foundation plants are at the end of their life span and will be assessed and a plan developed.

·         Indian Hawthorne will be planted on First Street to compliment the new tree.

·         Border boards have been requested from Buildings and Grounds on First Street around transformer plantings to help prevent lawn mowers from throwing mulch and on Front Street in front of units 134 and 135 to keep mulch in place on slopes.

·         A campaign will be undertaken to educate and encourage all unit owners to use mulch.

·         Landscapers will be asked to stockpile pine needles to be used for mulch rather than remove them.

·         A survey has been done to identify those trees whose branches need to be trimmed.

·         The committee requests another carrotwood be removed behind units 147-148.

·         Orville Boyd asked about pine needles and fire.

B.  Docks Report:  No Report

C.   Buildings and Grounds Report:  Don Kelbaugh gave the following report (copy attached):

·         Our handy-worker has had back surgery – Tom Voss has been looking at a possible replacement until Linda is able to come back.

·         Picnic tables, benches at shuffleboard court and new bike rack will be painted as weather permits.

·         Street light globes need to be cleaned.  Volunteers are encouraged to help Bruno. 3^rd Street has already been started by Bruno.

·         Tom Voss and Bill James will begin working on the fence maintenance.

·         New bulletin board boxes are needed for 1^st and 2^nd street mailboxes.

·         Two new umbrellas have been purchased and will be installed as soon as suitable bases have been purchased.

·         The old light poles at the Shuffleboard court will be removed.

·         Repaving the streets will be the next big project – we hope this will help with the drainage problems following heavy rains.

Dave Hubbard recommended that the road work be coordinated with the irrigation.

D.      Social Report:  No Report

E.       Gasparilla Fund Report:  Sue Boyd gave the following report: (copy attached)

• A corrected February report has been provided by Betty Haynes: Donations for February were $375.00 not the $405 as previously reported. 
• As of March 31^st, 2009 year-to-date donations total $440 leaving a balance of $1,353.68.
• The committee agreed to provide funds to fertilize the remaining citrus trees.
• All donations are appreciated and used for the benefit of everyone.

F.       Cabana Report:  Dave Hubbard gave the following report (copy attached):

·         The broken chaise and chair will be replaced in the fall.

·         The committee requests cover and rack for chairs.

·         It was suggested that we look into re-sanding the pool pavers. The board had suggested this to Kathy earlier and she had already called Grant Pools to ask about it. Kathy is awaiting a return call from Grant Pools.

·         Carol Leavitt asked about removing the weeds around the pavers. Tom will talk to Bushwacker’s.

G.   Irrigation Report: Fred Weber gave the following report:

• Fred brought everyone up to date on the search for someone to maintain the irrigation since the contract with Stahlman England was terminated and Linda Hughes has back problems and may be unable to do it.

• Tom talked to Oak Farms Nursery and received the name of someone who may be able to maintain the irrigation. Fred Weber and Bill Leavitt met with this man, Pat Clark, who has over 25 years experience installing new irrigation systems and now does irrigation maintenance.  His cost would be $45 per hour regardless of the number of people he has wit him. The previous company charged $350 per month. He is licensed and insured.  He also works on pumps for the fountains.

H.  Hurricane Policy Report: Janet McCallum gave the following report (copy attached):

• Three committee members attended an informational meeting with Hurricane Glass Shield in Sarasota learning about the various types of shutters available.
• The committee surveyed the property to identify the various window configurations in the complex.
• The committee met with Terry Lydon from Hurricane Glass Shield at Gasparilla and Hurricane Glass Shield is preparing  information regarding what products can be used effectively at Gasparilla.
• We anticipate a mailing over the summer of all the information the committee has received.

OLD BUSINESS:

A.     Irrigation Contract:  Motion to accept contract proposal for irrigation with Pat Clark Southern Sprinkler & Irrigation, subject to receipt of license, insurance and receipt of contract at $45 per hour was made by Dave Hubbard, seconded by Pat Hoyt with the vote being unanimous.  Motion passed.

Bill also reported that the irrigation has been turned off while the ponds were being treated.  It should be on in the next day or so. He also reported that a leak was fixed at the pump for $50.00.

NEW BUSINESS:

A.      Handyman:  Tom reported he had met with a handyman referred by Kathy – Alan MacTaggert. He is willing to work on an as needed basis and will charge the same rate as Linda Hughes: $22.00 per hour.  His proof of insurance and licenses are on file at Antares. Alan understands that this is a temporary situation.  Motion to hire Alan MacTaggert without a contract was made by Tom Voss, seconded by Dave Hubbard with the vote being unanimous.  Motion passed.

Tom also reminded everyone that if they have maintenance issues to continue to note on the maintenance list at the cabana.  Kathy will check weekly.

B.   Outside Lights:  Joyce advised that some unit owners have expressed concern about the area in the back of the units being dark and not being able to turn on an outside light to see if someone/something is out there.  Tom explained that the board would be receptive on an individual case basis to look at requests for lights in the back of the units (as per the Rules and Regulations).  The lights must be approved in advance and the work would need to be done by a licensed electrician.  No motion sensors would be allowed. 

C.   Other: Bill Leavitt asked for permission to purchase a pole tree trimmer in the amount of about $27.00 to replace the one that was stolen. Motion to approve the purchase of the pole saw was made by Dave Hubbard, seconded by Tom Voss with the vote being unanimous.  Motion passed.

D.   CORRESPONDENCE:  None

QUESTIONS AND ANSWERS:

·         Fred Weber thanked Bill Leavitt for maintaining the irrigation systems for years.

·         Dave Hubbard asked if there were any questions about the update that was mailed out.  There were none.

·         Tom Voss thanked everyone for their hard work this year and wished everyone a safe and healthy summer.

·         Dick Haynes stated that he has been here for 17 years and the financials affairs of the community are the best they have ever been.  He thanked the board for all of their hard work.

ADJOURNMENT:  There being no further business to properly come before the Board at this meeting, a motion was made and seconded to adjourn the meeting.  The meeting adjourned at 10:50 a.m.

Respectfully submitted,

Joyce Kelbaugh, Secretary       

JK/kaw