PIPER DUNES CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS/ANNUAL MEMBERSHIP MEETING
OCTOBER 20, 2006
The Board of Directors/Annual Membership Meetings of the Piper Dunes Condominium Association, Inc., were held concurrently this date in the Ossabaw Room, Executive Conference Center, Amelia Island Plantation, Amelia Island, Florida.
BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT
Andy Thompson: President Roger Rollins: Director
Morris Purcel: Vice President William Burch: Director
Deb Mitchell: Secretary
Sandra Brown: Asst. Secretary
Rick Armbrust : Treasurer
AMELIA ISLAND MANAGEMENT GUEST PRESENT
Jeff Chapman: Community Association Manager Chuck Bushong: Bushong Insurance
Shirlene Reeves: Sr. LCAM Villa Accountant
Carolina Brunetti: Administrative Assistant
Joan Sheets: Administrative Assistant
DETERMINATION OF QUORUM, CONFIRMATION OF MEETING NOTICE, AND CALL TO ORDER
Notice of the meeting was mailed to the membership on September 20, 2006, which is in accordance with the Documents of the Association. There were eight owners represented by proxy and nine owners present in person totaling 17, which represented a quorum. President Andy Thompson called the meeting to order at 9:10 a.m.
APPROVAL OF MINUTES
Sandra Brown moved to approve the October 21, 2005, Annual Membership meeting Minutes as written. Morris Purcell seconded the motion, which passed unanimously.
Morris Purcell moved to approve the April 28, 2006, Board of Directors Minutes as written. Rick Armbrust seconded the motion, which passed unanimously.
Chuck Bushong reported on the increase in insurance over the past year. He stated cost increases were caused by, lack of availability, past hurricanes, potential hurricanes, and reconstruction cost of buildings. He stated Piper Dunes had an appraisal performed on the buildings and the increase was 36%. However, the fact that Piper Dunes wind premiums renewed on August 8, 2006, before the major rate increases, this will cause substantial increase in 2007. Mr. Bushong stated Piper Dunes is covered for Wind and Flood under Citizens Group. With the amount of Flood coverage obtained by the Association, the individual owner does not need to carry individual dwelling coverage. Each owner does need to have individual flood content coverage. Mr. Brown (1551) asked if there was any way to change the renewal date to not have it fall within hurricane season. Mr. Bushong replied attempting to change dates with Citizens Group is very hard to do. Once there is more of a surplus of insurance agencies available to coastal states it will be easier to change renewal dates. Mr. Finnerty asked if there were different rates for different areas within Florida. Mr. Bushong stated yes. Each area is charged different rates depending on location. Mr. Bushong stated Citizens Group covers all condo associations for wind and flood.
Mr. Thompson reported in 2005 the Association had an appraisal performed. Since that time, Florida Statues state a licensed appraiser must perform an appraisal every 18 months.
AMELIA ISLAND MANAGEMENT REPORT
Jeff Chapman reported on completed projects and projects for 2007 (see attached). Jeff presented a task management sheet. This shows all work completed that requires financial transactions. This list will be presented to the Board every month.
Fire safety: Jeff introduced the fire safety logbook to the Association. He stated this book would be placed in the fire alarm system rooms. Anytime an exit light or a fire extinguisher is checked, the person who performed the job will be logged. Jeff reiterated the fire code prohibits grills on balconies. All grills must be used 10 feet away from the building. However, electric grills are allowed. Jeff requested villa owners remove all items from the stairwell as this can be a hazard in an emergency. The Board directed Jeff to remove any items left in the stairwell every 30 days. The Board authorized Jeff to remove all items from the south elevator landing. This space is reserved for the fire damper system and the common element HVAC systems. The North side closets are for use by the owners.
Jeff explained the process of checking out keys through Amelia Island Management (AIM).
- Owner(s) must first call Jane Marie Malcolm (904-277-5122) and authorize the key usage for whomever needs it.
- Contractor/Guest must show photo ID to obtain key.
- Key must be returned by 5:00 p.m. on a daily basis, unless otherwise instructed by owner or Amelia Island Management Association Manager.
- If keys are not returned, Jane Marie will contact the contractor and the Association manager. Contractors payment will only be issued when key(s) are returned.
The Board requested the following of all owners:
- Test smoke detector in your unit every month. Change the battery ever year.
- Shut off water at the main valve when you are not going to be in the unit for a long period of time.
- Have all waterlines checked on a yearly basis to help prevent leaks within the units. This includes water heater lines, washing machine lines, AC lines, and water lines to all sinks and toilets.
- Make sure there is a fire extinguisher in your unit that is in working order.
DISCUSSION AND VOTE ON THE CAPITAL RESERVE
Mr. Armbrust stated it is part of Florida Condominium law that the membership vote on the Capital Reserve, and briefly explained the purpose.
Of the 17 owners present and represented by limited proxy, there were 17 yes votes to waive funding of the capital reserve, 0 no votes, and 0 unknown votes.
VOTE ON FINANCIAL REQUIREMENT
Of the 17 owners present and represented by limited proxy, there were 17 yes votes to waive the third party financial report, 0 no vote, and 0 unknown votes. The third party financial report requirement for 2006 was waived. All owners will receive a year end financial report produced by AIM.
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.
REVIEW AND APPROVAL OF 2007 PROPOSED BUDGET
Mr. Thompson reviewed the proposed 2007 budget. He reported the areas reflecting an increase as follows:
Rick Armbrust moved to approve the proposed 2007 budget at a level of $250,656.00 as presented. Sandra Brown seconded the motion. The vote carried unanimously.
Discussion and approval of special assessment in the amount of $5,000.00 PER UNIT
Mr. Thompson explained the Special Assessment is to replenish the Board Fund, returning it to the appropriate level. The assessment will also fund a larger than expected insurance payment earlier in the year.
Morris Purcel moved to approve the Special Assessment in the amount of $5,000.00 per unit. Deborah Mitchell seconded the motion, which passed unanimously.
The Special Assessment will be due on December 1, 2006 and late by December 25, 2006.
Battery Back Up: Mr. Thompson stated the battery back up system on the Roll-A-Way shutters is replaceable. He contacted the maker of the battery, TORO, who will advise where it can be purchased. Mr. Thompson reported all shutters were installed with the Battery backup.
Meeting Dates for 2007
April 13, 2007 @ 9:30
October 19, 2007 @ 9:30
There being no further business, the meeting was adjourned at 11:18 a.m.
BOARD OF DIRECTORS MEETING
The meeting of the Board of Directors was held immediately following the Annual Membership meeting.
CALL TO ORDER
President Andy Thompson called the meeting to order at 11:33 a.m.
ELECTION OF OFFICERS
The 2006 Board unanimously agreed the officers for the 2007 Board would remain in the same positions they held in 2006.
The slate for the 2006 Board of Directors officers is as follows:
President: Andy Thompson
Vice President: Morris Purcel
Secretary: Deborah Mitchell
Asst. Secretary: Sandra Brown
Treasurer: Rick Armbrust
Director: William Burch
Director: Rick Finnerty
Mrs. Mitchell is heading up the creation of a Piper Dunes website, the address is www.piperdunes.org . This site will be working within 30 days. It will contain the minutes from previous meetings, owners handbook, rules and regulations, a directory, and other items pertinent to the Association.
Lighting Protection System
The Board unanimously agreed to accept the contract from Lighting Masters, for a lighting protection system. Herb Hilderbrand and Mike Burch will oversee the project.
Rules and Regulation Change
Mrs. Mitchell presented a draft document that upon Board approval will be presented to any owner(s) wanting to remodel. This document must be signed by both the unit owner and the contractor. A discussion ensued regarding the rules imposed in the document. The Board unanimously agreed to accept the document as revised (see attached).
Pool Gate Locking System
Mr. Armbrust spoke about the need for a key pad locking mechanism for the north side pool gate. A lengthy discussion ensued.
Sandra Brown moved to approve the installation of a key pad locking mechanism for the pool gate. Rick Finnerty seconded the motion, which passed unanimously.
Cost Saving Ideas
Mr. Thompson suggested the following:
Removal of the pool shower inside the pool gate
Removal of the water fountain inside the pool area
The Board unanimously agreed these items should be removed due to being in operable and to help save the Association money.
Sealing & Striping of the Parking lot
Mr. Thompson advised Jeff to proceed with the sealing and re-striping of the parking lot. Total cost will be $3,000.00. Monies are to be taken from the Board fund. Work will performed in late December.
Mrs. Mitchell will lead the effort to upgrade signage as was requested by AIPCA. She will report her findings at the April 2007 Board meeting.
Painting of the Handrails
Mr. Thompson reported 1/3 of the balcony hand rails are in need of re-painting. This was done five years ago and it is believed the incorrect type of paint was used. Jeff was instructed to move forward with having the railings in disrepair painted.
The Board instructed Jeff to have Martex extend the flower bed which separates Sea Dunes and Piper Dunes, and to install additional plant material to hide the back area of the garages.
Mr. Armbrust stated people are leaving items in his carport. The car ports are privately owned, and are not to be used to store others items.
There being no further business, the meeting was adjourned at 12:32 p.m.