PIPER DUNES CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS/ANNUAL MEMBERSHIP MEETING
OCTOBER 19, 2007
The concurrent Board of Directors/Annual Membership Meeting of the Piper Dunes Condominium Association, Inc., was held this date in the Egret Room, Racquet Park, Amelia Island Plantation, Amelia Island, Florida.
| BOARD MEMBERS PRESENT
Andy Thompson President
Morris Purcel Vice President
Deborah Mitchell Secretary
Sandra Brown Asst. Secretary
Michael Burch Member
AMELIA ISLAND MANAGEMENT
Shirlene Reeves Sr. Villa Accountant .
Vicki Akins Administrative Assistant
| BOARD MEMBERS ABSENT
Construction Solutions, Inc
DETERMINATION OF QUORUM, CONFIRMATION OF MEETING NOTICE, AND CALL TO ORDER
Notice of the meeting was mailed to the membership on September 19, 2007, which is in accordance with the Documents of the Association. There were eight owners represented by limited proxy and nine owners present in person totaling seventeen which represented a quorum. President Thompson called the meeting to order at 9:40 a.m.
APPROVAL OF MINUTES
Deborah Mitchell moved to approve the October 20, 2006 Annual Membership Meeting Minutes as written. Morris Purcel seconded the motion. The vote carried unanimously.
Morris Purcell moved to approve the April 27, 2007 Board of Directors Meeting Minutes as written. Sandra Brown seconded the motion. The vote carried unanimously.
AMELIA ISLAND MANAGEMENT REPORT
Construction Solutions Report on Annual Inspection and Other Follow-up Items
Herb Hildebrand from Construction Solutions, Inc. stated the Association is in good condition and discussed the following regarding the annual inspection:
- The EIFS system on both buildings is in the process of being repaired.
- Membrane on the flat roof has been cut and repaired.
- Rusting dryer vents will be changed out during next major waterproofing effort.
- Fire department stand pipe leak in one unit has been repaired.
- Unit 1547 has a ceiling leak in the southeast corner.
- Unit 1535 master bedroom has window leaks.
- Handrails painting project is complete.
Review of September 30, 2007 Financial Statement
Shirlene Reeves stated the September 30, 2007 Financial Statement shows the funds in the insurance reserve are based on what is budgeted for next year and what will be collected by the end of 2007. This is a little heavy and can be adjusted. President Thompson stated 2007 was aggressively budgeted in the insurance reserves. Insurance premiums have escalated because of the hurricanes in the past years. Because there was no hurricane damage in our area this past year the premium did not go as high as anticipated.
Building Maintenance Report Including Proposed Action for 2008
Jeff Chapman discussed the Community Association Managers Report which covered recently completed, ongoing, and future projects for Board consideration. (See attached)
Sandra Brown reported she received information from the Nassau County Sheriffs Office stating the associations address was Beach Walker Road. For insurance purposes it has changed to Piper Dunes Place. Owners should contact their insurance company and have this change made on their policy.
DISCUSSION & VOTE ON THE CAPITAL RESERVE
State law requires full funding of the capital reserve unless owners vote to waive or under fund.
Michael Burch moved to waive funding the capital reserve for 2008. Sandra Brown seconded the motion. Of the seventeen owners present and represented by limited proxy, there were sixteen yes votes to waive funding of the capital reserve, zero no votes, and one unknown vote. The capital reserve funding for 2008 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 WAIVER OF THIRD PARTY FINANCIAL REQUIREMENT
President Thompson stated Florida Statutes requires the Association have a year end audit. This can be done by a third party or the membership may vote to waive the requirement and the additional cost.
Deborah Mitchell moved to waive the financial Audit by a third party for the year 2007. Ann Long seconded the motion. Of the seventeen owners present and represented by limited proxy, there were seventeen yes votes to waive the third party Financial Audit, zero no votes, and zero unknown votes. The third party Financial Report requirement for 2007 was waived. All owners will receive a year end Financial Report produced by AIM.
REVIEW & APPROVAL OF THE PROPOSED 2008 BUDGET
President Thompson gave a short review of the variances in the 2007 budget and the 2008 budget.
The average monthly assessment for 2008 is $1,080.00 per unit.
Sandra Brown moved to approve the proposed 2008 budget at a level of $362,880.00, as presented. Deborah Mitchell seconded the motion. The vote carried unanimously.
NEW BUSINESS/DISCUSSION ONLY
President Thompson stated the association is in good shape. Deborah Mitchell did a great job with the website. The website can be reviewed and comments made at www.piperdunes.org
A letter was received from Piper Dunes North regarding concerns on security. The association questioned whether Piper Dunes would be interested in paying for additional patrols. Discussion ensued and it was determined not to participate. The Board instructed the President to respond to the letter.
The new gate devices are available for trade-in or purchase. It would be wise to take care of this as soon as possible rather than waiting until the mandatory use date of January 21, 2008.
INSTALLATION OF DIRECTORS
President Thompson stated there are four positions to be filled on the Board and four notices were received from Sandra Brown, Mike Burch, Ann Long, and Andy Thompson. These four people have been installed on the Board. There will be a Board of Directors Meeting following the Annual Meeting for the election of officers.
DATES OF 2008 MEETINGS
President Thompson stated the next Board of Directors meeting will be April 25, 2008 and the next Annual meeting will be October 17, 2008. The meetings for 2009 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 10:35 a.m.
BOARD OF DIRECTORS MEETING
CALL TO ORDER
Andy Thompson called the Board of Directors meeting to order at 10:55 a.m. There were six Board members present, which represented a quorum.
ELECTION OF OFFICERS
President Thompson stated Richard Armbrust has chosen not to run for the Board in 2008.
Ann Long moved to appoint Andy Thompson as President, Morris Purcel as Vice President, Deborah Mitchell as Secretary, Michael Burch as Treasurer, Sandra Brown as a member, and Ann Long as a member of the Board of Directors. Sandra Brown seconded the motion. The vote carried unanimously.
The slate for the 2008 Board of Directors is as follows:
President: Andy Thompson
Vice President: Morris Purcel
Secretary: Deborah Mitchell
Treasurer: William Burch
Director: Sandra Brown
Director: Ann Long
The Board discussed the following:
Deborah Mitchell stated new owners need to have the construction rules explained to them as soon as they take possession of their unit. President Thompson stated something needs to be given to Shirlene Reeves to give to new owners. Shirlene Reeves stated about two days before a property closing the title company will call and request information for financial reasons. It could be 2-3 weeks after that before AIM receives the closing information and the settlement statements which will give AIM the new owners name, etc. At that time, a letter is sent from David Gregory explaining this is condominium living, etc., and encloses a copy of the Board of Directors List. This could be a full month after the closing. President Thompson stated the Association new owners information could be included with the letter from David Gregory. Deborah Mitchell stated she would work with AIM to address this issue.
President Thompson discussed the following items:
- Swing stage system for maintenance. Jeff Chapman will contact Construction Solutions, Inc. for answers to the availability of contractors who are familiar with how to use this system, and liability issues.
- Window replacement. Jeff Chapman will contact Construction Solutions, Inc. to determine if the building can structurally withstand hurricane impact glass and report back to the Board.
- Fire sprinkler head change-out system. The Board requires the owners replace the sprinkler heads. The President drafts a letter to the owners explaining the procedure and includes the time frame. Jeff Chapman will incorporate the letter into an announcement to the owners.
- Entry way palm trees have died. Deborah Mitchell will discuss this issue with Martex and determine the feasibility of replacing the trees and report back to the Board.
- Sandra and Dempsey Brown requested permission to close in their open carport at the owners expense.
- Otis Elevator proposal. President Thompson will respond to Otis Elevator stating the association is not interested in the once yearly contract payment.
- United Pest Control termite contract. Morris Purcel will research this proposal and report back to the Board.
There being no further business, the meeting was adjourned at 11:58 a.m.
2008 Board of Directors List