PIPER DUNES CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS/ANNUAL MEMBERSHIP MEETING
OCTOBER 17, 2008
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
Ann Long, DirectorOWNERS PRESENTSee attached sign-in sheet
Herb Hildebrand, 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 18, 2008 and posted on property, which is in accordance with the Documents of the Association. There were twelve owners represented by limited proxy and eight owners present in person totaling twenty, which represented a quorum. President Thompson called the meeting to order at 9:45 a.m.
APPROVAL OF MINUTES
Sandra Brown moved to approve the October 19, 2007 Annual Membership Meeting Minutes, as written. Morris Purcel seconded and the motion carried unanimously.
Morris Purcell moved to approve the October 19, 2007 and the April 25, 2008 Board of Directors Meeting Minutes, as written. Sandra Brown seconded and the motion carried unanimously.
INSTALLATION OF DIRECTORS
President Thompson stated there are three positions to be filled on the Board and three notices were received from Rick Finnerty, Deb Mitchell, and Morris Purcel. These three people were installed on the Board. There will be a Board of Directors Meeting following the Annual Meeting for the election of officers.
AMELIA ISLAND MANAGEMENT REPORT
Building Maintenance Report Including Proposed Action for 2009
Tim Scholl reviewed and Amelia Island Management Annual Community Association Managers Report (copy attached).
Construction Solutions Report on Annual Inspection and Other Follow-up Items
Herb Hilderbrand reported the following:
- There were instances of water seeping into cracks in the ceiling/floor slabs. The cracks can be sealed with epoxy to prevent interior damage to the ceilings, but this will not prevent water from getting into the buildings.
- In Buildings 1 and 2, investigation revealed the windows on the top floor had moisture below, but not above, while all windows below had moisture above, along the sides, and below. Thus, it was determined the water intrusion was from the windows, not the roof.
- Water intrusion is worse on the ocean side bedroom windows, because the windows are operable.
- Installing new windows may not solve the water intrusion, but it may help.
- During prolonged horizontal wind driven rain, the storm shutters will allow water to pass through.
- There are no indications the EIFS and the waterproof skin of the buildings leak.
The approximate costs for installation of all 28 bedroom windows in two buildings are as follows:
- Installation of banding, base coat and finish coat, interior drywall ready for repair – $67,200
- Scaffolding – $16,800
- PGT Industries impact resistant windows – $92,400, or
- PGT Industries non-impact resistant windows – $55,636
Herb Hilderbrand will provide President Thompson with information on PGT Industries products to pass on to the owners. President Thompson asked Mr. Hilderbrand to submit a written report on the windows, costs, and recommendations.
Herb Hilderbrand had part of the EIFS removed and waterproofed behind it on Building 2. He would like to do the same on Building 1, as a preventive measure, with the Boards permission. The Board agreed, but would like the approximate cost before he proceeds.
Review of Financial Statement
Shirlene Reeves reported all the monthly assessments are current. President Thompson stated the Board Fund is a little short of what was planned, due to activities during the year, and Tropical Storm Fay was also an unexpected expense. President Thompson stated he did a comprehensive study of the Board Fund, and the Association may need to start funding more in the next few years.
Deb Mitchell stated there needs to be a better system of communication to insure all owners are aware to contact her with their information so they can be reached in case of an emergency, if they are not on the Plantation. Shirlene Reeves reported new owner packets are sent when AIM is advised of sales by the attorney, which is sometimes delayed. Ms. Mitchell will contact owners to gather their contact information and asked Shirlene Reeves to provide information on any new owners. This information should also be made available to Tim Scholl. Mr. Scholl indicated AIM has approximately 85% of the unit keys and if locks are changed, AIM needs the new keys. Without keys, if there is an issue inside the unit, a locksmith must be called. AIM has on file a list of all keys in their possession. Deb Mitchell requested Tim Scholl email the list to her.
Deb Mitchell asked if anything had changed with the janitorial service, because she had not seen anyone lately. Tim Scholl will check on this matter.
Morris Purcel thanked Tim Scholl and Herb Hilderbrand for their help with his water intrusion issue.
Mr. Purcel inquired about bug extermination, because most of the bugs are coming from the trash rooms.
Tim Scholl reported the contract was renegotiated with a different company, Arrow Exterminators, with very reasonable rates for regular services. Arrow Exterminators will do initial inspections and treatment where needed. Then, there will be exterior trimester treatment to keep the bugs out of the buildings, and also on demand services.
Mike Burch inquired about the status of the settling concrete slab outside Building 2 storage room. Herb Hilderbrand reported underpinning will be installed to stop the settling after quotes are received. The underpinning work will have a 25 year guarantee against more movement of the slab.
Morris Purcel requested reimbursement for damages to his unit due to external building issues during Tropical Storm Fay. The Board agreed it was the Associations responsibility. Mr. Purcel will submit the bills to AIM through Tim Scholl.
President Thompson requested anything relative to building issues be reported to Tim Scholl at AIM (904-432-1447).
DISCUSSION & VOTE ON THE CAPITAL RESERVE
Michael Burch moved to waive funding the Capital Reserve for 2009. Morris Purcel seconded the motion. Of the twenty owners present and represented by limited proxy, there were eighteen yes votes to waive funding of the Capital Reserve, two no votes, and zero unknown votes. The Capital Reserve funding for 2009 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 REQUIREMENT
Shirlene Reeves stated a change in the Florida Statutes allows the Association to waive the year end financial reporting requirement for three years, but one must be completed every fourth year.
Morris Purcel moved to waive the year end financial reporting requirement for the year 2008. Sandra Brown seconded the motion. Of the twenty owners present and represented by limited proxy, there were twenty yes votes to waive the year end financial reporting requirement, zero no votes, and zero unknown votes. The year end financial reporting requirement for 2008 was waived. All owners will receive a year end Financial Report produced by AIM.
REVIEW & APPROVAL OF THE PROPOSED 2009 BUDGET
President Thompson reviewed the 2009 Proposed Budget and highlighted the following:
Insurance costs were not as high as expected, so the difference was put into building maintenance.
The electricity line item was raised due to rate increases.
The average monthly assessment for 2009 will be $1,080.00 per unit, the same as 2008.
Mike Burch moved to approve the 2009 Proposed Budget at a level of $362,880.00, as presented. Morris Purcel seconded the motion. The vote carried unanimously.
DISCUSSION REGARDING ANY PREVIOUSLY CONSIDERED ITEMS
Deb Mitchell reported it was recommended not to put new palm trees at the entrance because there is a disease in the soil which kills them. Nothing will be done at the entrance at this time, other than treating the existing palms. President Thompson stated Martex is doing a great job with the landscaping.
NEW BUSINESS/DISCUSSION ONLY
President Thompson reported the construction of the Dunes Club Lodge is not being allowed by the St. Johns River Water Management District. Morris Purcel stated owners should send letters against the Dunes Club Lodge construction, because this could bring property values down. Letters can be sent to the Dunes Club Community Association.
DATES OF 2009 MEETINGS
The meetings dates will be April 24, 2009 for the Board Meeting and October 16, 2009 for the Annual Meeting.
There being no further business, the meeting was adjourned at 11:24 a.m.
BOARD OF DIRECTORS MEETING
CALL TO ORDER
Andy Thompson called the Board of Directors meeting to order at 11:24 a.m. There were five Board members present, which represented a quorum.
ELECTION OF OFFICERS
Deb Mitchell moved to retain the same slate of officers as 2008. Mike Burch seconded the motion. The vote carried unanimously.
The slate for the 2009 Board of Directors is as follows:
There being no further business, the meeting was adjourned at 11:25 a.m.
2009 Board of Directors List
Community Association Managers Report
President Thompsons Letter to Owners
POST-BOARD MEETING ADDENDUM
The Board discussed the request from Morris Purcel to be reimbursed for interior loss from Tropical Storm Fay. Updated information regarding this request: Per our attorney, Jeffery Tomassetti, the Association cannot be responsible nor reimburse an owner for interior damage. Owners must provide personal insurance coverage for such potential damage and assign the Association as an additional loss payee. Morris has been made aware of this decision.