NOTE: These minutes will be formally accepted at the next annual meeting. The Board of Directors have not accepted these minutes and are not responsible for errors and omissions.
PELICAN LANDING CONDOMINIUM ASSOCIATION
MINUTES OF THE ANNUAL MEETING
DECEMBER 27, 2003
1. Call to Order. Before the meeting was officially started President Dave Hartman asked for a moment of silence for Roy Crandall, Alan Ramming, Lee Schaefer, and Don Bogart, unit owners who passed away in 2003. President Hartman called the meeting to order at 9: 05A.M. Board members present in addition to Dave Hartman were Vice president Chuck Mallek, Secretary Jim Johnson, Dan Beaudoin, Art Bubar and Carol Gombos. Fabian Dandaneau was present from Bay South Properties.
2. Certifying Quorum. Fabian said there were 44 unit owners present in person or by proxy. A quorum was present. New members introduced themselves to the group. A motion was made and seconded that Dave Hartman chair the meeting. All unit owners voted in favor.
3. Proof of Notice. Two notices was sent to all unit owners and noticed were posted through out the Condominium.
4. Disposal of Unapproved Minutes of Annual Meeting December 2002. Chuck Mallek made a motion to approve the minutes of the December 2002 Annual meeting. Carol Gombos seconded the motion and all voted in favor.
5. Report of Officers.
· DEP. Dave mentioned that the Department of Environment Protection called a meeting with Pelican Landing regarding the mangroves. The department said the mangroves were cut too short and the department is doing an investigation. Dave mentioned that the mangroves were cut by a licensed tree trimmer who has done mangrove work in the past. Fabian said that the DEP has been invited to an upcoming social meeting to discuss mangroves and the care of them. The other problem raised by the department dealt with the docks. They were concerned about how the docks were configured over the land lease water that Pelican Landing leases from the state. Dave thought the water issue could be resolved fairly quickly so that Association could proceed with the restoration of the docks. Fabian will send a history of the docks to DEP
· Projects. Dave mentioned that all the steel doors and bathroom doors have been replaced. The pool deck has been resurfaced but some problems have been developed with the previous coating coming through. The pool gates were replaced, as the old ones did not meet the state requirements. The final issue was the removal of the Australian pines that were owned by the owner abutting the pool area. The owner had originally given verbal approval in front of three witnesses that the trees could be removed but is now threatening to sue the Association. A question was raised about the dead pine trees on the other side of the property. Fabian talked with the owner who suggested that PL had poisoned them. Fabian said that no matter how they died they are a threat to her property and need to come down. She said she would get a quote from a tree trimmer. Dave said the BOD would have to address this issue if it isn’t taking care of by the owner. It was suggested that the Association’s lawyer should be contacted regarding both tree issues
6. Reports of Committees.
· Elevator Committee. Jim Johnson said that there been 12 failures in the past year. He gave an update on the different buildings. Sylvia Prorok asked about cleaning the stainless steel in the elevators. The problem will be looked into.
· Water Intrusion Committee. Art Bubar is chairing the committee to look at the water intrusion problems. Art said the problem is with the second floor lanai closet. Water is getting into the walls and they are eroding. The source of the problem is the seam between the precast concrete and the poured cement beam. If water gets into the floor of the closet and goes through the crack it usually will go into the walls and down to the unit below. Art mentioned that Leo Hughes and Bill Kissner are on the committee and are helping with the problem. The problem areas have been watched when it rains. The committee has talked with different vendors but so far they have not found one that can address all the problems. Art asked any owners, particularly those in first floor units, who notice this problem to please let the committee, know. Harold Jones said he has had a water problem for years that whenever there is a significant rain the water comes from up top right below the gutters over the top of his shutters. The water comes into the building and he has a vacuum cleaner that he uses to suck up the water. It is overwhelming the gutter and the downspouts and getting into the soffits, and coming down. Art said it would be a good idea to check the gutters on a yearly basis and make sure they are free of pine needles etc. Fabian said the water intrusion is a serious problem and has the potential to cost the Association serious money to remedy the situation. A discussion followed.
· Social Committee. Nancy Roknich said there was a meeting about two weeks ago and plans are underway to have pretty much the same type of activities that the Association has had in the past. Nancy mentioned that it is always appreciated to have volunteers helping during the various events. A schedule of planned events will be posted soon.
· Beautification Committee. Bonnie Hartman said the committee did mulching in November, which was a huge success. The committee has been sprucing up the areas, removing dead plantings
and replanting. Bonnie said this is an ongoing process. She mentioned that the flowerpots have been
redone. The committee has a big project coming up in January to create a natural Florida garden in the
area outside the pool facing the gulf. She mentioned volunteers are always welcome.
· Boat Committee. Stan Gombos reported that so far the boat rotation has not been a problem but we are not into the heavy season yet. He said that for $20.00/month the Association could rent space that could be used for boats. He said there is about 24 boat owners at PL. We are currently waiting on an approval from DEP prior to going ahead with the boat dock repairs. Stan said that there are new state mandates that we need to be aware of. He would like to see a budget for the repairs. Dave said when we get approval from DEP to move ahead with the project that would be the time to talk about a budget. A discussion followed.
7. Unfinished Business.
· Unit D102. Fabian said he was approached about whether unit D102 was for sale. Dave suggested that the unit should not be sold but saved for major renovations down the road as the buildings age. A discussion followed. The consensus was to keep the unit as an asset for the Association.
· Change of Date of Annual Meeting. Fabian mentioned that the documents say the BOD can decide when to have the Annual Meeting. He mentioned that the survey was about 62% in favor of changing the meeting date to the second Saturday in November. Fabian said that with a November date for the Annual Meeting the notices would have to go out in September and the budget would have to be developed in October for the following calendar year. Preparing the budget that far in advance the potential for errors would be greater because you would be less accurate about the future year. A discussion followed. A motion was made and seconded to change the Annual Meeting to the second Saturday in November. All members voted in favor.
8. New Business.
· BOD Election. Fabian mentioned that there were two vacant seats on the BOD. Dave Hartman and Art Bubar submitted paperwork to run again. As Dave and Art were the only people running for the BOD there was no need for an election.
· Pool Gate. Nancy Roknich asked about the need for a pool gate key. She said that you could get into the pool without using a key. Fabian said that he would have USA Fence come back to PL to fix the gates. It was mentioned that if the gates are not working properly they are a safety and liability concern. Another owner said that a plastic gate is not durable enough for the amount of use that the gates receive. It was suggested that a steel or wooden gate with some integrity would better serve the pool area.
· Cleaning Dryer Vents. A comment was made that there is a small screen in the gooseneck loop on the roof and that needs to be taken out and cleaned. Once it is cleaned it can be put back. It was suggested that Ben clean the vents out on a yearly basis.
9. 2004 Budget. Fabian started by saying there was a couple of Directors that thought he was over funding the reserve fund. Fabian stated that as we complete fiscal year 2003 the reserve fund has been fully funded for 2003 at $159,055 and with the interest the figure is a little higher. There were non-budgeted expenses (1) $4,400.00 for exterior doors over the original $8,000.00 that was special assessed in 2002; (2) repair work done on the pool deck and replacement of the pool gates with at a cost of $3,800.00; (3) the Australian Pine trees near the pool were cut down in December at a costing of $3,200.00; (4) $5300.00 for repairing water intrusion damage to various units, which is over and above what was being spent on repairs and maintenance. These unbudgeted repairs came to $16,700.00 and some of these expenses can be allocated to the reserve funds with the board’s approval. Some boards members feel that the 2004 budget allocated too much money to the reserves. Fabian said that three of the eight reserve funds are fully funded and because of that more money can go into the remaining four reserve funds, Paul Marshall said that could be done if the membership wanted to do that. Fabian mentioned the Board could vote not to fully fund the reserve funds in 2004 and keep the quarterly fees at $675.00. Other Association members felt that the quarterly fees should go up to $700.00 which is about $9.00 more per month and fund the reserves as per the presented budget. Fabian also said that the water intrusion issues would be costly with twenty years old buildings and new building codes. Paul raised the issue of removal of the Australian pine trees and questioned where that money was appropriated. Fabian said that could be taken from the landscape reserve fund. He also said that when the doors were replaced the jams were in bad condition and had to be replaced. Paul said that to use reserve funds is a decision that the Board must make. Dave mentioned that the Board makes the decision to accept the budget. Juergen Heim thought that the membership voted on the reserves and asked if they could vote on the reserves today. Dave said the Board needs to address this issue. A discussion followed. Paul asked are we still on target when we have last years costs all the way down the line? Paul said this figure needs to be adjusted for inflation on an annual basis. Paul recommended getting contractors to give estimates every three years on what it would really cost to repair projects to keep the reserve funding in line with current costs. By doing that you can then properly fund the reserves at a more realistic rate, however this would change all the figures currently showing for reserve funding. Fabian said that the 2003 budget worked well except for building repair and building maintenance, which went over budget. Fabian raised the question of increasing the quarterly fees from $675.00 to $700.00. A discussion followed about quarterly fees and water intrusion. Paul asked the question if appraisals are still being done on the buildings and if they are it is the insurance coverage adequate for the current appraisals? Fabian said the appraisals are being done and he will make the current appraisal available to the insurance agent for input. Paul said he did not have a problem with the increase in fees but the reserves should be looked at again. He went on to say that the numbers should be moved around to be in line with the named reserves, for example pool gates should come out of the pool reserve fund, Australian Pines out of the landscaping reserve etc. Dave made a motion to raise the quarterly fees to $700.00 per quarter. Jim Johnson seconded the motion and all members voted in favor. A motion was made to approve any funds that were over and above costs to be put in the reserves accounts spread equally among the funds. The motion was seconded and all voted in favor. A motion was made to have an audit committee made up of unit owners to do the yearly review of Pelican Landing finances. The motion was seconded and all voted in favor. Unit owners that volunteered were Irene Ferguson, Natalie Newmerzhcky, and Fran Raftes.
10. Adjournment. As there was no further business before the Association Chuck Mallek made a motion to adjourn. The motion was seconded and all voted in favor. The meeting was adjourned at10: 45 A.M.