NEWSLETTER: Summary of Meeting Oct. 15, 2016

Transcription

1 NEWSLETTER: Summary of Meeting Oct. 15, 2016 POSTED NOTICE Amelia Woods Beach and Racquet Club Condominium Association, Inc. Oct. 15, 2016 Board Meeting At the clubhouse Mizell Street 9:00 A.M. Agenda: 1. Calling of Roll 2. Proof of Notice of Meeting 3. Approval of Minutes from Previous meeting 4. Reports of Officers 5. Unfinished Business 6. New Business 7. Adjournment Agenda is subject to change for Board meetings Amelia Woods Newsletter Oct Page 1

2 Board Meeting Newsletter Date: Oct. 15, 2015 Time: 9:00AM Place: Amelia Woods Beach & Racquet Clubhouse 2700 Mizell Avenue Fernandina Beach, FL Call to Order: Meeting called to order at 9:00 AM by President, Dr. Bill McGrath. Roll Call: BOA members present - President, Dr. Bill McGrath; Treasurer, Mike Lamb; Vice President and Secretary, John Guerin; Director, Cheryl Bittner; Director, Norma Storms. Also present: Property Manager, Wanda Sloan C.A.M. PMSI. Proof of notice of meeting: Presented by Dr. McGrath. Reading of the minutes from previous meeting: Motion by Norma Storms and seconded by Cheryl Bittner to suspend the reading of the minutes. Motion passed. Reports of Officers: Treasurer - Mike Lamb We survived the hurricane! One of the sump pumps had an electrical connection problem. We added a 3 gas pump (rental) to supplement the 1 working pump. At one point all pumps stopped working. Joe got two of them going again. In the process Mike purchased another gas pump which north side residents have been asking for, to have on hand as a backup. We will keep this pump for future use - ($400). We have had some minor tree damage requiring some cutting / removal. Also, Dunmar has been requested to come out and clean up the property. All in all, we got out of the storm without spending more than $1000. A large pine tree down behind our dumpster is still in discussion as to whose property it is on. A new roof leak has been reported in 503B. We had contracted with a roofer to do repairs which were not able to start before the storm. Other leaks in 301 and 103B. These will be addressed soon. Additionally, minor repairs to almost all building roofs will be performed in accordance with an inspection report from the roofing company two months ago. NOTE TO ALL OWNERS: ONCE AGAIN, ALL OWNERS ARE STRONGLY ENCOURAGED TO ENSURE THAT PMSI HAS A KEY TO YOUR UNIT. WE ALSO ENCOURAGE ALL OWNERS TO LEAVE AN EXTRA KEY WITH THE BOARD (WHICH ARE KEPT LOCKED UP IN THE CLUBHOUSE). KEYS TO YOUR UNIT ARE NECESSARY IF YOU WISH A VENDOR (PEST CONTROL, ROOFING REPAIR, ETC.) TO ENTER YOUR UNIT WHEN YOU ARE NOT HERE. WE ASK THAT A KEY BE LEFT WITH THE BOARD IN THE CASE SUCH AN EVENT Amelia Woods Newsletter Oct Page 2

3 OCCUR DURING CLOSING HOURS OF PMSI. FURTHERMORE AND MOST IMPORTANT TO NOTE IF THERE IS AN EMERGENCY SITUATION (WATER LEAK OR OTHER IMMEDIATE PROBLEM) THE BOARD HAS THE RIGHT AND AUTHORITY TO ENTER YOUR UNIT BY WHATEVER MEANS POSSIBLE. UNIT OWNERS ARE THEN RESPONSIBLE FOR THE COST OF ENTERING OR REPAIRS RESULTING FROM ENTRY. SO PLEASE EVERYONE, JUST MAKE SURE AT LEAST PMSI HAS YOUR CURRENT KEY AND BETTER YET, GIVE ONE TO THE BOARD TOO! NOTE TO ALL OWNERS: YOU ARE ENCOURAGED TO TURN OFF THE WATER SUPPLY TO YOUR UNIT IF IT IS GOING TO BE VACANT FOR A WEEK OR MORE. A question was asked about bugs coming in after the hurricane. Residents who observe pests are encouraged to contact PMSI directly who will arrange for Nader s to come out and treat outside and inside if needed at no extra charge. John Guerin We established a web site over a year ago now. This is a great way to receive information about our community. During the storm, thanks to Mike Lamb and his frequent inspection visits to AW, we were able to issue reports to all web site subscribers about the conditions here. Notifications of Board meetings are required to be posted 48 hours prior to the meeting. But only annual Homeowners meetings are required to be announced by individual notification. However, I have been asked by web site subscribers to send reminders which I will try to do prior to each meeting. The web site is simply a good way to stay connected and engaged with our community. No spam is sent. So we urge everyone to sign up. If you have a neighbor who asks about meetings or the web site, please encourage them to sign up. It s simple. Go to and click on Membership Registration, fill out the form and submit it. You will receive a confirmation and an with your password to log in to the Members Page. A question was asked about the outside water faucets. Not all units have one. There are a few on each building. Problems have been encountered with water left running or hoses left lying in the grass. Everyone please check to ensure that these faucets are properly turned off with hoses put out of the way. Cheryl Bittner commented about the water back up at the north end. She stated that she was going to try to get the city s attention on this. Concerns were expressed about mosquito infestation as a result of remaining water. Wanda at PMSI will try to contact city to arrange for spraying. (Follow up after meeting: Wanda indeed contacted the city and shared the following: I have contacted the City regarding the mosquito spray. Amelia Woods is set up for regular maintenance and trucks service the community between 4:00 am and 7:00 am. Their website is and if you click on What s New you will see which zones have recently been sprayed. AW is in Zone 4. Their standard procedure is to put out tin traps and they need a count of 25 mosquitos to warrant any additional spraying; however, if residents have complaints about excessive pests, they can call and report problems directly to AIMCD. Amelia Woods Newsletter Oct Page 3

4 Thanks Wanda for this rapid follow up!) Wanda Sloan thanked the board for their hard work. Delinquencies are relatively low and the grounds look great! She enjoys working with our community. Unfinished Business none New business Dr. Bill encouraged people to consider signing up for board. We need more / new people. The board can have 5 or 7 people serve. We need succession planning as several board members have served for many years. It would be a much smoother transition if we had 7 board members who could learn the ropes prior to some of the old timers stepping down. Board members are required to both read the State statute 718 and sign a document saying that they have read and understand these statutes or they must take a course. Courses are offered in our area and are also available online for a fee. Note: After the board meeting, Cheryl Bittner shared the following which may be of interest to prospective new board members: Please let folks know that Galphin Real Estate and 1st Fed Bank is hosting a Board Member Certification Course - FREE Friday, Nov. 4th 9am-11:30am at the Board of Realtors Auditorium th Street Fernandina, FL RSVP Jennifer or galphinre@bellsouth.net Joe Beatty Owner of 303 has had a restraining order against him to not come on to the property until May This was due to problems with aggressive behavior and threatened gun violence against owners, employees and the Board of Directors of Amelia Woods. During this problem, the Board had to pay for private security to protect owners and board members at Board meetings. That restraining order was extended to May of 2017 for unknown reasons. Mr. Beatty s wife, Helene has asked for us to ignore the restraining order to permit him to move back into the community. She spoke at the meeting about their situation to request this permission. An owner spoke about the personal confrontation they had with Mr. Beatty where he threatened their lives. A motion to enforce the restriction against Mr. Beatty coming to AW until May 2017 was made by Norma Storms. The motion was seconded by John Guerin. Discussion: none. Vote to enforce the probation to the fullest extent. Vote was 4 to 1 to support the probation. Review of bid proposals the current Board selects vendors to recommend to the new board for That new board can either accept or reject these vendors as they see fit. The following vendors were selected: In general, all vendors agreed to no increase in prices for services rendered from 2016 to Dunmar for landscaping. Joe Maley for Janitorial Services as well as Handyman. Amelia Woods Newsletter Oct Page 4

5 Aquatic Systems for lagoon. Nader s Pest control. Kelley for electrical service. Lucky Pool Service. Current Source Generator for generator maintenance. PMSI was asked to submit a proposal if our agreement with them is up for renewal and to propose a multiyear proposal if it would be more cost effective. Clarification was given that Terminix is our termite bond vendor. A motion from board to recommend all above vendors to the 2017 Board was made by Cheryl Bittner and seconded by Norma Storms. These vendor s bids will be placed into the proposed 2017 budget. That budget will be voted upon by the new board at the December meeting. Mike Lamb discussed our ongoing discussions with our insurance broker Shaun Woleshin with Hardin Insurance Agency. Our insurance premiums (prior to Matthew) were expected to be reduced for most categories other than flood. The Federal government has removed its subsidy of flood insurance. Thus, for the past few years the cost had increased substantially. This year (2016) our premium was $66K. It was set to increase to $84K. However, more and more, private companies are entering into the market. Last year, no private broker was available for our insurance but this year our brokers identified a private insurance source which would cover our flood at $43K. Again, this was before the hurricane. Insurance vendors will not provide final numbers until 30 days prior to renewal so it remains to be seen where we will end up for Mike discussed our efforts to repair the pool. The pool is leaking at the scuppers and elsewhere. Vendors have been contacted. We have to find qualified vendors who can handle the repair. At the present time, we have had 2 vastly different bids and must determine an appropriate vendor and pricing. A special assessment will need to be made. It is likely that this will be voted upon at the December meeting if we can identify realistic bids / vendors. Mike also discussed our reserve study. The complete reserve study was submitted last month. It has been posted on our web site for your review. Based upon this study, our reserve contributions need to increase significantly. We will also have to decide this at the December meeting. Next meeting will be Dec. 3, 2016 at 9:00AM at the Clubhouse. Please mark your calendars! NOTE: FOR THE DECEMBER 3, 2016 ANNUAL HOMEOWNERS MEETING ALL RESIDENTS ARE REQUESTED TO ATTEND OR RETURN THE PROXY FORM WHICH WILL BE SENT. SECONDLY, FOR THOSE OWNERS WHO ATTEND, PLEASE CONSIDER PAYING YOUR ANNUAL INSURANCE CHARGES AT THAT MEETING. YOU WILL SAVE APPROXIMATELY 6% INTEREST VERSUS PAYING YOUR INSURANCE MONTHLY. Amelia Woods Newsletter Oct Page 5

6 A motion was made to adjourn by Cheryl Bittner seconded by Norma Storms. Meeting adjourned at 10:15. Respectfully submitted, John Guerin Secretary Amelia Woods Board of Directors Amelia Woods Newsletter Oct Page 6

7 AMELIA WOODS CONDOMINIUM ASSOCIATION As of August 31, 2016 CURRENT ASSETS Bank-Operating Account $20, Bank-Money Market (Reserve Account) $51, Restricted (Roads) ($15,120.00) Unrestricted ($36,087.12) TOTAL ASSETS $71, LIABILITIES $0.00 EQUITY Fund Balance ($8,555.00) Current Year Net Income/(Loss) $28, Subtoal Equity $20, Total Liabilities & Equity Operating Account $20, Reserve Account $51, Total $71, ORDINARY INCOME AND EXPENSES Actual Budget INCOME CAM $81, $81, Insurance $87, $75, Reserve Contribution $15, $14, Ocean Cove $1, $1, Late Charges $ $ Misc $ $ TOTAL INCOME $186, $174, EXPENSES ADMINISTRATIVE Accounting $ $ Audit $0.00 $0.00 Legal $ $1, Office $ $1, Licence $61.25 $ Bank $0.00 $0.00 Mgt Fee $5, $5, Reserve Study $1, $2, TOTAL ADMINISTRATIVE $8, $10, MAINTAINENCE & REPAIR Termite Contract $0.00 $1, Pest Control $1, $1, Pool Service $5, $5,200.00

8 AMELIA WOODS CONDOMINIUM ASSOCIATION As of August 31, 2016 Actual Budget Pool Supplies $0.00 $ Landscape $16, $12, Condo/Clubhouse Maint $7, $5, Creek Maint $ $ Outdoor Lt Maint $4, $4, Irrigation $0.00 $ Pool Furn $0.00 $ Janitorial $ $3, TOTAL MAINT & REPAIR $36, $34, UTILITIES Electric $4, $4, Garbage $2, $2, Sewer $19, $18, Water $11, $10, Other $81.14 $ TOTAL UTILITIES $37, $36, DELINQUENCY EXPENSE CAM $0.00 $0.00 Insurance $0.00 $0.00 Reserve $0.00 $0.00 TOTAL DELEQUENCY EXPENSE $0.00 $0.00 CONTINGENCY $0.00 $ INSURANCE $87, $75, *** RESERVE EXPENSE $15, $14, TOTAL EXPENSE $186, $172, RESERVE ACCOUNT 12/31/2015 5/31/2016 Restricted Roads $14, $15, Building Roof Unrestricted $21, $30, TOTAL $35, $45, *** Total of $29, for down payment in Dec. 2015

9 AMELIA WOODS CONDOMINIUM ASSOCIATION As of August 31, 2016