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GASPARILLA CONDOMINIUM ASSOCIATION, INC. PAGE
MINUTES OF BOARD OF DIRECTOR’S MEETING
JANUARY 12, 2008
GASPARILLA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF BOARD OF DIRECTOR’S MEETING
JANUARY 12, 2008
CALL TO ORDER: President, Bill Leavitt, 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 four (4) directors in attendance: Bill Leavitt, President; Tom Voss, Vice President; Joyce Kendall, Secretary and Bud Stewart, Director at Large. Corrine C. Malopolski of Antares Group, Inc. was also present. Dave Hubbard, Treasurer, was out of town and called in at 10:08 a.m. to say he would be available by telephone if need be.
BAN-A-BUG: Bob Negrich from Ban-a-Bug was invited to explain the upcoming termite treatments:
· The treatment is for subterranean termites only and does not cover dry wood termites.
· Owners may request the Ban-a-Bug technician to inspect their unit’s interior for termites at the time of the exterior application, if they so desire.
· A trench will be dug around the exterior of each building, treatment applied and then the trench will then be back filled. Owners are asked to help provide access by trimming plants away from the exterior wall. If help is needed, Joe Lewellen with FloridaScape, could be used.
· All exterior slabs (porches, sheds, etc.) will be treated by drilling small holes approximately 16” apart, applying the treatment, then filling the hole. The floor of the closest wall to the unit needs to be cleared so the technician can apply the treatment.
· The termites take the chemical back to their nest where they die.
· The chemical is not harmful to humans. It also is not harmful to pets once it dries, which is a relatively short period.
APPROVAL OF MINUTES FROM THE DECEMBER 12, 2007 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. Bill Leavitt listed each meeting asking if there were any revisions, since there were none, the Board voted as follows:
· December 12, 2007 Board of Director’s Meeting: Motion by Bud Stewart to dispense with reading the minutes and approve them as written. Seconded by Tom Voss. All yes by voice vote. Motion passed.
· December 12, 2007 Special Assessment Meeting: Motion by Tom Voss to dispense with reading the minutes and approve them as written. Seconded by Bud Stewart. All yes by voice vote. Motion passed.
· December 12, 2007 Budget Meeting: Motion by Tom Voss to dispense with reading the minutes and approve them as written. Seconded by Bud Stewart. All yes by voice vote. Motion passed.
FINANCIAL REPORT: Joyce Kendall read the e-mail financial statement provided by Dave Hubbard since he was unable to attend the meeting.
“I'm pleased to report that the Management Company was able to provide me with a preliminary report for December. I know that a lot of effort was put into producing this report for us and I thank them for that.
· As of December 31, there was:
o $11,100 in the designated funds account
o $214,900 in the reserve account
o $1,300 in the general fund
· A total of $273,500 was spent on the pool during 2007, this along with the $9,900 spent in 2006, brings the total project cost to date to $283,400. There are still a few items to be paid for in 2008, one being the balance of $1,800 for the fence around the pool equipment.
· The preliminary net income for 2007 is $7,300. Although we were able to reduce our insurance expense after we collected the $300 special assessment, that money was used to fund additional time for the handyman, pay to have the dead trees removed and pay to have the lift station repaired.
· We are planning to have the final report for you at the Annual Meeting.”
Motion by Tom Voss to accept the Treasurer’s financial report as presented. Seconded by Joyce Kendall. All yes by voice vote. Motion passed.
MANAGER’S REPORT: The manager had nothing new to report. Bill Leavitt mentioned that the manager is handling on going, day-to-day items.
COMMITTEE REPORTS:
A. Landscape Report: Rae Voss reported that aside from the day-to-day maintenance of the grounds and replacement of shrubs, the Landscape Committee has identified four projects of the upcoming year:
· #1 – Complete the pool area with a new landscape design around the exterior of the cabana and fence. Sea Oats Nursery has provided a proposal, which has been submitted to the Board for review/approval.
· #2 – Test three different ground covers for the mulched area in front of units #134 and #135. One will be selected and planted this winter.
· #3 – Mulch the Memorial Garden with the same mulch used in the three new gardens planted last year.
· #4 – Continue working on and replenishing the entry area.
All four projects should flow and blend to enhance first impressions of all upon entering Gasparilla and driving along Front Street. Jim McMahon asked the committee to remove the mulch as soon as possible as it promotes mold and both he and his wife have upper respiratory problems.
B. Docks Report: Jim McMahon re-submitted the Dock Committee’s April 14th, 2007 report to the Board for review/approval. Bill Leavitt stated the dock space fees and reimbursement will be discussed under new business.
There was another item the Board did not vote on at the April 14th meeting, which involved the committee’s suggestion of limiting each condominium unit to one boat dock. Motion by Joyce Kendall to amend the Rules & Regulations to specify that each condominium unit is limited to one boat dock space rental. Seconded by Bud Stewart. Discussion ensued that this rule will apply if all dock spaces are full. If not, then by making application to the Dock Committee, the application would be reviewed/approved at that time and a unit could rent another dock space. All yes by voice vote. Motion passed.
C. Buildings and Grounds Report: Bill James’ report contained the following:
· Work parties are needed to complete the following tasks:
o Complete the pool fence power washing
o Landscape around the pool’s mechanical area
o Repair leaky bulletin board at 3rd Street
o Add three lights in front of the pool, one by the new steps
· Other projects to be worked on are:
o Reposition flagpole
o Install handrail next to pool steps and add reflective tape to steps
o Install larger bulletin board at cabana
o Add metal shelving to storage closet behind cabana – shelving has been purchased, just needs to be assembled
o Assess roof drainage problem at the front corner of unit #132
o Review unit #126 gutter as to why it overflows during the rain
· Ken’s maintenance list is:
o Work on bad doors at units #137 and #141
o Fix enclosure at unit #147
o Remove rotten timbers
o Enclose transformer on 3rd Street by utilizing the old fence materials from the pool equipment area
Bill also reiterated that Ken is paid by the Association to perform Association work. Any owner that utilizes Ken for personal items must pay Ken out of his/her own pocket.
D. Social Report: Donna Freeman made the following report:
· The ladies enjoyed their lunch and shopping at St. Armand’s Circle.
· Wednesday, January 16th at 4 pm is reserved for bingo with Tom Voss calling the numbers. Bring your own drink. Popcorn will be provided.
· Sunday, January 20th, there is a brunch at Pelican Point.
· Friday, January 25th, there will be a potluck at the cabana. A sign up sheet will be posted at the cabana.
· Monday, January 28th, will be the Book Club meeting at Ann Farrelly’s condo. The book is Poisonwood Bible.
· Anyone wishing to purchase a “Gasparilla Cooks” cookbook, are asked to sign up on the sheet provided at the cabana. Anyone wishing to add a favorite recipe should give it to Betty McCallum.
· In February there will be an auction and bake sale. More information will be coming. Everyone is encouraged to start getting their treasures together and think about what to bake. $500 from the Auction Fund went to pay for the new wooden Gasparilla sign at the front entrance.
· At the end of February, a shuffleboard tournament will be scheduled. This was a lot of fun last year with Judy & Ron Hook taking the championship.
Donna encouraged others to sign up for the Social Committee so all can have a good time next year.
E. Gasparilla Fund Report: Carol Leavitt provided the following report:
· Balance as of 12/31/07 $848.38
Carol also mentioned that due to the lack of irrigation water over the summer, many of the new plantings that had been done in the spring had to be replaced because they had died.
F. Cabana Report: No report.
OLD BUSINESS:
A. 55+ Community: Joyce Kendall asked everyone to bring either a drivers license or passport to the Annual Meeting so copies can be made for the files. The Association needs to collect identification from all owners and renters in order to be in compliance with the state regulation.
Tonia Rovito asked to speak in reference to the letter her family received from the Association. Management read the letter aloud regarding a child under 16 residing in the unit for more than 30 days in the calendar year. The letter specifically mentioned the following:
Per Gasparilla’s Declaration of Condominium:
· Article 20. Item (20), Use Restrictions (original document dated December 8, 1980) . . . “No unit shall be permanently occupied by any person under the age of 15 years. Persons under the age of 15 years may occupy a unit as a temporary house guest or visitor of a unit owner or lessor of a unit for a period not to exceed 30 days.”
· Article XXI. Item (21), Use Restrictions (Amendment dated April 21, 2000) . . . “No owner, tenant or other occupant shall . . . Allow a child under sixteen (16) years of age to occupy a unit for more than thirty (30) days in any calendar year.”
Mrs. Rovito plans to respond to the letter and believes the child’s civil rights may have been violated.
B. Fence Update: Tom Voss reported that the grant is still up in the air, but he has been trying to determine if the Association can proceed with the new fence before, and if, the Association is awarded a grant. Grants are scheduled to be awarded in late February. There is no guarantee the Association will receive the maximum amount of $12,000 or even any money at all. Tom suggested proceeding with obtaining a fence contract and is seeking Board approval for the Building and Grounds (B&G) Committee to proceed. Bill Leavitt asked Tom to get a third bid and then come back to the Board with a proposal.
Tom provided a comprehensive report as to how the B&G Committee decided on vinyl fencing:
· Living Fence: This fence could either be a hedge type fence with shrubs or trees or could be a chain link fence with vine type growth planted to cover the fence. Past experiences with this option posed several negatives as it will require irrigation and trimming, and one must also consider the mortality rate of the plantings.
· Wooden Fence: This fence is the least expensive but has several negatives as well, to include that wood has a relatively short life span, requires maintenance and upkeep, in addition to the deterioration of material quality from what was available ten years ago.
· Vinyl Fence: This fence has a long-term life, limited maintenance other than periodic pressure washing, and there is now a wood grain type available.
· Stucco on Rigid Foam Board: This type of fence is abundant along SR 776 and they look great, but are double the cost of vinyl, needs maintenance (painting and stucco damage), and the life span in unknown.
C. Brazilian Pepper Removal Payment: Bill Leavitt reminded everyone that the Board approved a motion on November 10, 2007 to pay the $3,500 Bushwacker invoice for Brazilian pepper removal along the dock/water’s edge out of the Dock Fund. The removal of this invasive plant was a suggestion by the DEP when the new dock permit was applied for. The Board met with the Dock Master, Jim McMahon, and if the Board’s decision remains, there will not be enough funds to repay the dock owners per the original agreement when funds were sought for the rebuild. The Dock Committee would like to refund, at the beginning of 2008, the $500 earnest money put up by each dock renter. During an email poll of the Board, there were four votes for and one against to change the November decision and to pay the $3,500 from the Association’s operating fund, so the Board needed to revisit their original motion. At 11:10 a.m. Dave Hubbard was called and placed on speakerphone.
Motion by Tom Voss to rescind the Board’s November vote to pay the $3,500 Brazilian pepper removal invoice out of the Dock Fund. Seconded by Joyce Kendall. All yes by voice vote. Motion passed.
Motion by Tom Voss to pay the $3,500 Brazilian Pepper removal invoice to Bushwacker’s out of the Association’s operating account/opening equity balance, which is how the railings were funded. Seconded by Joyce Kendall. All yes by voice vote. Motion passed. Management paid the $3,500 November invoice in accordance with the Board’s November motion and will transfer the $3,500 from operating into the Dock Fund. The speakerphone call with Dave Hubbard ended.