GASPARILLA CONDOMINIUM ASSOCIATION, INC.
CALL TO ORDER: President, Tom Voss, called the meeting to order at 10:06 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 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 five (5) directors in attendance: Tom Voss, Pat Hoyt, Dave Hubbard, Joyce Kelbaugh, and Ron Hook. Kathy Waterhouse of Antares Group, Inc. was also present.
OPEN DISCUSSION FOR ITEMS NOT ON AGENDA:
· Don Kelbaugh requested we look at the Rules and Regulations regarding the parking of trucks. Dave suggested we open this to the unit owners for their input and form a committee in January to look into further. He also thought it might be time to revisit the rules for the boat dock.
· Dave Hubbard reminded everyone about the donations for the Christmas fund and mentioned the contributions were slow.
APPROVAL OF MINUTES FROM THE NOVEMBER 14TH, 2009 BOARD MEETING: Motion by Tom Voss to approve the minutes of the November 14th board meeting, seconded by Joyce Kelbaugh with the vote being unanimous. Motion passed.
FINANCIAL REPORT: Dave Hubbard made the following report:
· The November financial status is as follows:
o $29,000 in operating checking
o $36,000 in operating savings
o $10,000 in designated funds
o $268,000 in reserve CD’s
o $39,000 in reserve savings
o Y-T-D Net Income is $41,600
o One unit was in arrears which was paid in December
· During November one (1) CD came due and was rolled over to a 2.25%. Motion to approve the rollover of the CD was made by Tom Voss, seconded by Joyce Kelbaugh with the vote being unanimous.
· Dave requested the authorization for a petty cash fund of $100.00. Motion to approve the petty cash fund of $100 was made by Joyce Kelbaugh, seconded by Pat Hoyt with the vote being unanimous. Motion passed.
· Dave mentioned the reserve study was in process. Site plans have been put on CD at a cost of $26.00. Dave recommended the Association open a 10x10 safety deposit box at SunTrust. This would allow the Association to keep copies of site plans and other important papers in a safe place should a storm hit the area. The 1st year is free, after that it would be $145 per year. Motion to secure a safety deposit box with Antares, Joyce Kelbaugh and Pat Hoyt as key holders was made by Dave Hubbard, seconded by Tom Voss with the vote being unanimous.
MANAGER’S REPORT: Kathy stated that as of December 12, 2009 there were no delinquencies of 30 days or more.
COMMITTEE REPORTS:
A. Landscape Report: Pat Yovaish reported the following: (copy attached to minutes)
· Bushes along Third Street have been replaced.
· Gardenia shrubs behind Unit 108 have been replaced.
· Once the Utility people marked the locations of cable and water lines the committee had to look for appropriate substitutes for the oak trees that were to be planted. The following recommendations were made and approval requested for:
o Shady Ladies for First Street
o Areca Palms for the end of Second and Third Streets.
o Possible Oak Tree between the Memorial Garden and the large pond.
C. Buildings and Grounds Report: Don Kelbaugh stated that no meetings have been held but projects are in motion including checking for erosion problems.
D. Social Report: Donna Freeman made the following report: (copy attached to minutes)
· Judy Hook was thanked for her committees work on decorating for Christmas. Those that helped decorate were:
o Corner – Pay Hoyt, Rae Voss, Phyllis Payne, Rebecca Hokkanen and Pat Yovaish
o Electrical work – Tom Voss and Don Kelbaugh
o Decorating – Dale & Itsy, Donna Freeman, Joel Hokkanen, Judy Breitenbach, Gwen John & Pat & Dave Hubbard.
· Ladies Luncheon was held at Farlows last Wednesday and hosted by Judy Hook with 20 ladies attending – our largest December luncheon.
o Ladies will be going to St. Armands Circle on Wednesday, January 13th for shopping and lunch at Columbia.
o Sunday, January 17th Elissa Sullivan will be our hostess at brunch at Pelican Point at 11:00 a.m.
o Friday, January 29th will be the 1st pot luck of the season.
E. Gasparilla Fund Report: No Report
F. Cabana Report: The Board was thanked for the poinsettias.
G. Irrigation Report: See Old Business
H. Hurricane Policy Report: See New Business
OLD BUSINESS:
A. Reserve Study: see Financial Report
B. Irrigation Contract:
· The Board discussed the current irrigation contract and the following motion was made: Motion to change irrigation contract to a “As Needed” was made by Tom Voss, seconded by Ron Hook with the vote being unanimous. Management was asked to send a letter to the irrigation company. Tom then stated that the contract would stay the same. After further discussion the above motion was rescinded by a motion from Tom Voss, seconded by Ron Hook with the vote being unanimous. The contract will stay the same – monthly irrigation checks and the company will come out as needed in between until the contract expires in April, 2010.
· Tom Voss read a report provided by Arrow Environmental Services. Highlights of the report are as follows: (copy attached to minutes)
o Landscape foundation plantings should be on a separate system from turf areas.
o Netafin filter at pond intake would keep the system junk free.
o Hunter Valves to replace what we currently have.
o Updated timers are needed to solve water schedule problems and to allow for additional zones to be added.
o New rain shut off would turn entire system off during rain.
o Updating and moving rotor heads for better coverage.
o Noticed that down spouts are adding to erosion problems.
o Conclusion:
v Tweak and fix what is currently in place
v New Mains
v New Valves
v New Timers
v Better quality rotor heads
v Netafin Drip for foundations
v Improved rain shutoff
NEW BUSINESS:
A. Approval – Rental Applications: Joyce Kelbaugh reported receiving three rental applications, with fees paid, for the following units:
· Unit #105 – Wells for Leonard, from Jan. 1, 2010 to Mar. 31, 2010
· Unit #138 – James for Loppatto, from Jan. 1, 2010 to Jan. 31, 2010
· Unit #138 – James for Loraditch from Feb. 1, 2010 to Mar. 31, 2010
Motion by Joyce Kelbaugh to approve the applications as presented. Seconded by Tom Voss with the vote being unanimous. Motion passed.
B. Hurricane Policy Revision: Joyce Kelbaugh reported that the committee consisting of Joyce, Pat Hoyt, Jan McCallum, and Pat Yovaish have met to revise the Hurricane Policy and a copy was mailed to all owners in September. The committee is now seeking approval from the board. Motion to approve the revised Hurricane Shutter Policy was made by Joyce Kelbaugh, seconded by Pat Hoyt with the vote being unanimous. Motion passed. Joyce also advised that the committee met with a company in Sarasota while investigating the various types of shutters. Shutters approved include:
· Accordion Shutters – these are mid range
· Roll Down – these are higher priced
· – these meet economic needs
· Wind Screens/Fabric Shield – these also meet economic needs.
· Owners will be allowed to put up shutters prior to leaving in the spring.
· A building permit is required for these shutters
Information on hurricane shutters along with the Hurricane Shutter Policy and request form is on the website (the entire copy of the Rules and Regulations is on the website – josegaspar.org ).
C. Other: Tom Voss reported he had received a request from Phyllis Payne for a light to be installed in the rear of her unit (copy attached to the minutes). Tom has looked at the area and finds no problem with the light. Motion to approve the light was made by Tom Voss, seconded by Dave Hubbard with the vote being unanimous. Motion passed
CORRESPONDENCE: A letter was read from Dick Haynes thanking the board for outstanding jobs on the financials (copy attached to the minutes).
QUESTIONS AND ANSWERS: There were no additional questions from the members.
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 Kelbaugh, Secretary
JK/khw
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