GASPARILLA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF BOARD OF DIRECTOR’S MEETING

November 14, 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 five (5) directors in attendance: Tom Voss, President; Joyce Kelbaugh, Secretary, Dave Hubbard, Treasurer, Pat Hoyt and Ron Hook, Directors at Large. Kathy Waterhouse of Antares Group, Inc. was also present. There were also numerous unit owners present

OPEN DISCUSSION FOR ITEMS NOT ON AGENDA: There were none.

APPROVAL OF MINUTES FROM the April 11^th BOARD OF DIRECTOR’S MEETING and November 10th BOARD OF DIRECTOR’S WORKSHOP: Motion to approve the minutes as submitted was made by Joyce Kelbaugh, seconded by Dave Hubbard with the vote being unanimous. Motion passed.

FINANCIAL REPORT: Dave Hubbard reported the following:

The cash position of GCA as of October 31, 2009 is as follows:
Total operating funds, $56,000 of which $36,000 is in a Money Market savings account.
Total reserve funds, $306,000 of which $267,000 is in 4 CD’s and $39,000 is in a Money Market savings account.
Designated funds, $10,000 in a Money Market savings account. Of these funds, over one half are in the Boat Dock fund and $1,500 is in the GCA Fund.
Year to date Net Income is $37,000. The variences were previously reported in the budget letter everyone received.
As of October 31, 2009 2 unit owners were one month in arrears.
Based on discussions with the finance committee, the following investment transactions took place over the summer.
The 3.75% 6 month $50,000 CD at Colonial / BB&T Bank was rolled over to a 1.59% 6 month CD. This CD was rolled over again in November to an 11 month 2.25% CD at the same bank.
A new 2.10% 1 year CD in the amount of $50,000 was purchased at ING Bank.
A Money Market savings account was opened at the ING Bank for the excess cash in the operation account. These Money Market savings accounts are currently paying 1.15%.

Motion to approve the above financial transaction was made by Joyce Kelbaugh, seconded by Tom Voss with the vote being unanimous. Motion passed.

· MANAGER’S REPORT:

· Kathy requested approval from the board to mail out invoices for January, 2010 since the budget will not be approved untill December 12^th. There will not be enough time to have the coupons made up and into the hands of the unit owners in sufficient time. All approved.

· Kathy also reminded all unit owners who are not currently on the auto debit, that this is a very easy process and insures that the Association has their money at the 1^st of the month.

COMMITTEE REPORTS:

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

· Expressed concern about the irrigation system.

· Mulching is currently underway. The owners have been asked not to rake the pine needles that

Have been put down for mulch – any problems contact the Landscape Committee.

· Another pine tree has been lost to pine bark beetle. The committee will be replacing trees on a yearly basis.

· The Committee is requesting permission to plant a live oak on First Street in front of unit 113 and live oaks at the ends of First, Second and Third Streets.

· Landscape requests have been approved for units 117 & 130.

· The Committee is requesting approval to discontinue the “Do Not Touch” list.

B. Docks Report: Paul Boudria reported the following

Invoices for the dock fees were sent out November 12^th in the amount of $200.00
The bulb and light fixture at the dock have been replaced at a cost of $14.97
2010 dock assignments will be posted soon.

C. Buildings and Grounds Report: Don Kelbaugh gave the following report:

· Still looking for a good handyman

· Recommending leaving the light poles around the Shuffleboard Court in place. May need an

electrician to check out the lights.

· Dock sign needs to be replaced

· Problem with floor cracks in unit 130 – resolved

D. Social Report: Donna Freeman gave the following report (copy attached)

11/18/09 Lades are invited to a lunch at Casa Nova restaurant – hosted by Itsy Wells.
Volunteers are needed to help decorate for Christmas – including men.
December luncheon, hosted by Judy Hook, will probably be on December 9^th. More information to follow.
1/17/2010 – brunch at Pelican Point at 11:30 a.m. – Cost is 14.95
A ladies luncheon is planned for January 13^th to St. Armand Circle & Columbia Restaurant for Lunch
Phyllis Guida and Donna are discussing a Gasparilla Gal outing – short cruise & overnight stay in Naples for shopping. Contact Phyllis or Donna.
A mailing from All Around Tours will be at the clubhouse – sign up if interested in any of the trips
Looking to see if there is any interest in Bingo. If not, equipment will be sold.

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

Bank balance at the end of August was $1,472.84
The committee agreed to the expenditure of up to $200 for the purchase and planting of a live oak tree beside Unit 113 and $200 to improve the garden on 1^st Street between units 112 & 113, as well as planting around the fencing on 3^rd street between units 151 & 152. Copies of the invoices are to be provided to Betty Haynes.
All donations are appreciated and used for the benefit of everyone

F. Cabana Report: Pat Hubbard gave the following report:

· Things are looking good at the cabana. Cabinets will be cleaned out soon.

G. Irrigation Report: see Old Business

H. Hurricane Policy Report: Joyce Kelbaugh gave the following report:

The committee will set the date for the information session at their committee meeting on 11/19/09.
The committee will present the policy to the board on December 12, 2009.

OLD BUSINESS:

Irrigation Contract: Tom advised everyone that Arrow Environmental Services has been asked to provide a bid to Gasparilla for the irrigation system. The 1^st meeting on November 19^th at 9:00 a.m. will be an informational meeting. The following people will also be in attendance: Pam Tudor of Arrow, Bill Leavitt, Joyce Kelbaugh, Rebecca Hokkanen, Phyllis Payne, and Pat Yovaish.

NEW BUSINESS:

A. Review Proposed Budget for 2010: Dave Hubbard reviewed the proposed 2010 budget with the following highlights:

· He anticipates a $36,000 net income from 2009.

· Proposed Maintenance fee will be $265 per month – a $30 reduction.

· Dave then briefly reviewed the Reserve Budget that the members will vote on in January. This fee will be reduced to $95 per quarter because of applying the 2009 net income to the proposed $245 quarterly payment.

After the review, Gwen John suggested leaving the fees the same as last year. Pat Yovaish also suggested continuing with the $295 per month with $30 going towards the reserves.

B. Reserve Study: Dave advised that he is recommending the Association do a Reserve Study to get the true replacement cost of the components. Two bids have been received: Delta Engineers - $5,400 and Reserve Advisors - $4,500. Kathy briefly explained what is involved in the reserve study. Dave recommended the money come from reserve interest. Motion to engage Reserve Advisors at a cost not to exceed $4,500 with money to come from Reserves was made by Joyce Kelbaugh, seconded by Tom Voss with the vote being unanimous. Motion passed.

C. Collection Policy: Kathy reviewed the recommended changes to the Collection Policy:

· Delete “The Board will waive late fees and interest if account is brought current – 30 days.

· Add “with 30 days to pay to Action after 16 days

Motion to accept revised Collection Policy effective 1/1/2010 was made by Dave Hubbard, seconded by Joyce Kelbaugh with the vote being unanimous. Motion passed.

After a brief discussion Dave Hubbard made a motion to remove late fees on two (2) unit owners. The motion was seconded by Tom Voss with the vote being unanimous.

D. Landscape Memo: The Landscape Committee, at their last meeting, discussed the “do not touch” list, which instructed the landscapers to refrain from working in areas around certain units. Since all agreed that the property has never looked better and we now have a much better landscape company we discontinue immediately the “do not touch” list. The Board was asked to support this change and they did so unanimously.

E. Comcast Cable: Joyce spoke with Tess Gowl at Comcast and reported the following:

· Free box is available at the Venice Office of Comcast – no additional monthly payments.

· 58 channels without the box at this time

· 110 channels with the box at this time

· Comcast will be moving programs from the non-box to the box so over time those without a box will have diminished channels.

· Comcast contract expires September 30, 2011.

· Verizon FIOS not yet available in Gasparilla.

F. Approval – Rentals: Unit 155 - Lee to McDaniel 1/1/2010-3/31/10; Unit 132 - Stewart to Seidel 3/1/10-3/31/10; Unit 132 - Stewart to Moenck 1/1/10-2/28/10; Unit 134 – Krause to Maxwell 2/1/2010-3/31/10; Unit 103 – Lambert to Turner 2/1/10-2/28/10; Unit 103 – Lambert to Anderson 3/1/10-4/30/10; Unit 150 – DeCota to Seelig 1/1/10-3/31/10. Motion to approve the rental applications was made by Dave Hubbard, seconded by Tom Voss with the vote being unanimous.

G. Approval – Sales: Joyce reported that in May the sale of unit 130 from Ruth Sutley to Allan and Suzanne Cook was approved with an Action Without Meeting. Motion to formerly approve the sale was made by Joyce Kelbaugh, seconded by Dave Hubbard with the vote being unanimous. Motion passed.

H. Trees – Removals and New: Motion to approve Pat Yovaish’s report to replace the dead trees was made by Tom Voss, seconded by Pat Hoyt with the vote being unanimous.

I. Unattended Cars: Tom Voss stressed the need for owners to leave a set of keys for autos with Joyce Kelbaugh when they will be gone for any length of time.

J. Other:

· Horseshoe Pit – Tom asked for a show of hands of those interested in having a Horseshoe Pit: 6 people responded positively. This was referred to Buildings and Grounds.

· Gas Grills – Tom expressed concern that the grill is not cleaned after use. He asked everyone to clean the grill after using.

· The bulletin boards by the mailboxes are in bad shape – Buildings and Grounds committee was asked to look into this.

· Joyce reminded everyone that notices posted at the mailboxes should be kept to about 3 x 5 – space is needed for Board notices.

· Joyce thanked Wilma Katz for providing copies of the Charlotte Harbor National Estuary Program 2010 calendar.

K. Correspondence: Tom read letter received from Jean Scudder – Unit 129.

QUESTIONS AND ANSWERS: None

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 11:45 a.m.

Respectfully submitted,

Joyce Kelbaugh, Secretary

JK/kaw

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