PIPER DUNES CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS/ANNUAL MEMBERSHIP MEETING
OCTOBER 16, 2009
A concurrent Board of Directors/Annual Membership Meeting of the Piper Dunes Condominium Association, Inc., was held this date in the Heron Room, Racquet Park, Amelia Island Plantation, Amelia Island, Florida.
BOARD MEMBERS PRESENT AMELIA ISLAND MANAGEMENT (AIM)
Andy Thompson, President
AMELIA ISLAND MANAGEMENT (AIM)
Jeff Chapman, Senior Community Assn. Mgr.
|BOARD MEMBERS ABSENTRick Finnerty, Director
See attached sign-in sheet
Jason Hambrecht, Construction Solutions, Inc. (CSI)
DETERMINATION OF QUORUM, CONFIRMATION OF MEETING NOTICE, AND CALL TO ORDER
Notice of the meeting was mailed to the membership on September 16, 2009 and posted on property, which is in accordance with the Documents of the Association. There were fourteen owners represented by limited proxy and nine owners present in person totaling twenty-three, which represented a quorum. President Thompson called the meeting to order at 9:43 a.m.
APPROVAL OF MINUTES
John Dolan, Jr. moved to approve the October 17, 2008 Annual Membership Meeting Minutes, as written. Morris Purcel seconded and the motion carried unanimously.
Mike Burch moved to approve the April 24, 2009 Directors Meeting Minutes, as written. Ann Long seconded and the motion carried unanimously.
RATIFICATION OF INSURANCE COVERAGE AND DEDUCTIBLE:
Maximum Deductible for Hurricanes of 3% ($257,631)
Deductible to be met by Average Special Assessment of $9,201.11 per Unit; or Reduce by Funds on Hand
Ann Long moved to ratify the insurance coverage and deductible of 3%. Sandra Brown seconded and the motion carried unanimously.
AMELIA ISLAND MANAGEMENT REPORT
Review of Financial Statement
Shirlene Reeves reviewed the September 30, 2009 Financial Report and reported the Association is approximately $30,000 under budget and all monthly assessments are current.
President Thompson stated $60,000 in excess funds collected was moved from the insurance fund to the Board fund due to a reduction in insurance premiums and the Association is in sound financial condition.
Community Association Managers Report
Tim Scholl reviewed the Community Association Managers Report (copy attached).
There was another lightning strike which damaged the elevator and fire system. There was a lightning surge protection system installed, but not on the telephone lines. Mike Burch is working with Tim Scholl to investigate ways to prevent this occurring in the future. The Board agreed to install surge protection on the telephone lines. There was discussion on whether to file an insurance claim for the damage. Tim Scholl will talk to Bushong Insurance before the Board proceeds.
Construction Solutions Report on Annual Inspection and Other Follow-up Items
Jason Hambrecht reviewed the CSI Annual Inspection Report and stated the buildings are in good shape, with the exception of the following:
- The north stairwells of both buildings are settling and he will obtain proposals to repair these.
- General EIFS inspection revealed minor impact damage on some balconies, and he will get prices to repair.
- There are issues with the windows and doors. Discussion ensued.
Mike Burch proposed to obtain a quote to replace the windows from the inside, using non-impact resistant glass, because owners have storm shutters. Also, the Association should pursue a contract for shutter preventative maintenance as a part of this project. Tim Scholl will investigate the maintenance contract and send a letter to owners regarding the shutter inspection to ensure AIM has access to each unit.
DISCUSSION & VOTE ON THE CAPITAL RESERVE
Morris Purcel moved to waive funding the Capital Reserve for 2010. Mike Burch seconded the motion. Of the 23 owners present and represented by limited proxy, there were 23 yes votes to waive funding of the Capital Reserve, zero no votes, and zero unknown votes. The Capital Reserve funding for 2010 was waived.
NOTE: All limited proxies must be checked YES or NO to be counted. If left unchecked, proxies are considered UNKNOWN and can only be used to establish a quorum.
VOTE ON FINANCIAL REPORTING REQUIREMENT
Of the 23 owners present and represented by limited proxy, there were 12 yes votes to waive the year end financial reporting requirement, 11 no votes, and zero unknown votes. The year end financial reporting requirement for 2009 was waived.
The Board discussed whether to have an audit since there has not been one since the Association was turned over to the owners.
Mike Burch moved to have an audit completed for 2009. President Thompson seconded, and motion carried unanimously.
VOTE ON TO REAFFIRM THE BYLAWS TO CONTINUE 2 YEAR STAGGERED TERMS FOR THE BOARD OF DIRECTORS
Sandra Brown moved to reaffirm the Bylaws to continue 2 year staggered terms for the Board of Directors. Deb Mitchell seconded the motion. Of the 23 owners present and represented by limited proxy, there were 23 yes votes to reaffirm the Bylaws, zero no votes, and zero unknown votes. The Bylaws were reaffirmed to continue 2 year staggered terms for the Board of Directors.
REVIEW & APPROVAL OF THE PROPOSED 2010 BUDGET
President Thompson reviewed the proposed 2010 budget and stated the monthly assessment will stay the same for 2010. Shirlene Reeves stated she would add a line item to the budget for a tax audit in the amount of $2,400 and move this amount from the Board Fund. The Board agreed.
Morris Purcel moved to approve the 2010 Proposed Budget at a level of $362,880.00, as amended. Mike Burch seconded the motion. The vote carried unanimously.
There was no old business discussed.
An owner reported the lobby in Building 1 has a very musty odor. Tim Scholl will investigate.
Tim Scholl will have the garbage rooms cleaned and Stateline Disposal will supply new push carts.
President Thompson reported that an owner was leaving personal items at the pool, which were eventually disposed of by the pool contractor, per the pool contract. The owner suggested a storage building at the pool area for owners to put their belongings in overnight. The owner also requested reimbursement for the disposed items. The Board discussed this matter, will add an additional line on the pool sign at its next replacement, and to not reimburse the owner.
Sandra Brown reported a Board approved reserved parking sign for an owner was taken and requested the Board replace the sign. The Board directed Tim Scholl to replace the sign.
Jeff Chapman reported Amelia Island Management, Inc. is now a separate corporation from Amelia Island Company. AIM is launching a new website, aimamelia.com.
Dempsey Brown gave a brief report on DCCA activities. There was discussion on using the parking lot owned by the DCCA as overflow holiday parking for Piper Dunes. Mr. Brown will bring this item to the DCCA Board.
INSTALLATION OF DIRECTORS
President Thompson stated there were four positions to be filled on the Board and three notices were received from Sandra Brown, Mike Burch, and Andy Thompson. These three people were installed on the Board and Ann Long was appointed to the Board.
DETERMINATION OF ANNUAL/BOARD MEETING DATES FOR 2010
The meetings dates will be April 30, 2010 at 9:30 a.m. for the Board Meeting and October 22, 2010 at 9:30 a.m. for the Annual Membership Meeting.
There being no further membership business, the meeting was adjourned at 12:11 p.m.
BOARD OF DIRECTORS MEETING
CALL TO ORDER
Andy Thompson called the Board of Directors meeting to order at 12:20 p.m. There were six Board members present, which represented a quorum.
ELECTION OF OFFICERS
The Board agreed to retain the same slate of officers as 2009. Therefore, the slate for the 2010 Board of Directors is as follows:
The Board discussed changing the rental policy and how it might affect resale. Deb Mitchell will talk to realtors to analyze and research this matter. The Board will then re-address the rental policy.
There being no further business, the meeting was adjourned at 12:35 p.m.
Attachments: Community Association Managers Report
2010 Annual Budget
2010 Board of Directors List