Homeowners Association Meeting Minutes December 17, 2006
Call to order: Larry Demme called to order the annual meeting of the Homeowners Association on December 17, 2006 at 9:00 a.m. in the Clubhouse. Board Members in attendance: Alex Pockrus, Larry Demme and Ken Bastani Others in attendance: Lyn Sorensen, EMC Compliance Manager, Jennifer Hawkins, Administrative Assistant. Absent were Board members Jim Hamway and Doug Cordello. Owners in attendance, Ken & Kristin Bastani, Tom & Lee Judd, Wally Wilson and Dr. Jim Blumenthal. Notice of meeting was formally mailed to all owners of record, on December 04, 2006 along with the 2007 HOA budget. Alex Pockrus made a motion to approve the minutes of the December 10, 2005 HOA Meeting, as distributed, Lee Judd second the motion…motion carried to approve last years minutes as presented. Discussion of 2007 HOA Budget – This year’s budget has been modified to show prior year figures as requested by the homeowners at the last HOA meeting. Also included in this year’s budget are the indicated actual and original budget amounts for last year for comparison purposes. Total expenditures for 2007 HOA $393,500.00 Wind Insurance is the largest increase for the HOA at an approximate increase of 30 percent. HOA master assessment fees for 2007 are $275.45 except building 9 which is $229.54 New line item this year for taxes, licenses, permits & fees that had previously been paid by the developer. Floor is open for questions. Owner, Lee Judd informs management of water meters not being re-attached after the buildings were painted. Owner, Lee Judd inquires about the resurfacing of building 7’s roof being done this year as the waterproof membrane is showing through the roof. Larry will have the roof assessed again and let Lee Judd know the outcome. Discussion of Pool Licensing Agreement-Larry Demme Pool is on an HOA common area easement. Therefore, in order for the Club to maintain the pool instead of assessing the costs to the HOA the decision was made to enter into a license agreement. This agreement allows the Club to operate and maintain the pool. This resolution was unanimously approved by the board at a HOA Board of Directors meeting held on October 12, 2006. Owner, Dr. Blumenthal asks if there will be a transfer of incurred debt for the building of the pool. Alex Pockrus responds that no debt will be transferred to the HOA for the building of the pool. The developer is responsible for the debt for building of the pool. There is no debt that the HOA is incurring by any loans drawn by Ocean Key Associates (the developer) to build the pool. Owner, Lee Judd inquires on who owns the pool, Alex Pockrus responds that the pool sits on a HOA common area easement and that the pool improvements are owned by The Club. Owner, Wally Wilson questions if the resolution is an official copy. Larry Demme responds that all original documents are kept in the management office and are dated and available for review at any time. These documents are also posted online for the homeowners to view. A copy of the original on file will be mailed to Mr. Wilson. Owner, Dr. Blumenthal inquires on the total cost of maintaining the pool and its inclusion. Larry Demme responds that the cost of maintaining the pool is approximately $120,000 which includes everything associated with the pool such as propane, water, landscaping, staffing, etc. Larry also states that this is currently a projected amount that may need to be adjusted once we complete a full year of maintenance. Discussion of Sewer Treatment Plant Acquisition -Larry Demme The purpose of this resolution is to convey ownership and operation of the sewer treatment plant from the developer to the HOA in the amount of $10.00. This is a normal operational procedure to transfer to those whom are receiving benefit. Based on preliminary calculations, the vacation rental company is incurring 63% of the cost due to rentals, the Club is incurring 26% of the cost due to the pools and the HOA is incurring only 11% of the costs of the operation and water use.
Owner, Lee Judd questions usage of owner’s water by the maintenance crew to pressure wash the driveways and roads. Larry Demme responds that the only time our crew should use the owner water is when their individual driveways are being pressure washed. Larry informs Mrs. Judd that he was not made aware otherwise, in the future please advise of the inappropriate use and their bill will be adjusted appropriately. Owner, Dr. Blumenthal comments on wedding parties causing strain on the facility in many different ways and questions where the homeowners are being reimbursed for the costs of propane and wear and tear on the facility. Alex responds that there are no propane costs on the HOA budget. Larry responds by tabling the comment until the Club portion of today’s meeting. Discussion of year end audits – Lyn Sorensen The audit will be done again this year as it has been and the owners will be mailed a copy once the audit is complete. If there are ever any questions about the audit please contact Lyn Sorensen. The audit for 2007 will be done in March or April and the cost is $6,000 and is included in the budget. Questions from the floor Owner, Wally Wilson questions the special HOA Minutes from June not being included in this meeting for approval. They should have been in this meeting and we will ensure they are included in the next meeting. Owner, Wally Wilson questions security issues with the Mandalay gate. Larry Demme responds that we are still looking into a resolution at this time and are currently receiving proposals from different vendors. We do have cameras in place and the restaurant crew is monitoring the gate daily. Owner, Lee Judd would like to know if key pad at the front gate can be repaired. Larry Demme responds that the key pad is working. Owner, Tom Judd questions who’s budgeted expense are the off duty officers. Larry Demme responds that the developer is currently incurring the expense for the off duty officers however they will not be budgeted for this year moving forward. The purpose of the off duty officer was added security due to construction. No other questions or comments. Conclude HOA Meeting Alex Pockrus Motion, Lee Judd- Second, All in favor. Meeting adjourned 9:50 a.m.
December 17, 2006
Call to order: Larry Demme called to order the Mariner’s Club Meeting at 9:51 a.m. in the Clubhouse. Introduction of Board: Alex Pockrus, Larry Demme, absent was board member Doug Cordello. Others in attendance: Lyn Sorensen, EMC Compliance Manager, Jennifer Hawkins, Administrative Assistant. Owners in attendance, Ken & Kristin Bastani, Tom & Lee Judd, Wally Wilson and Dr. Jim Blumenthal. Notice of meeting was formally mailed to all owners of record, on December 04, 2006. Larry Demme discuss bylaws stating the dues/membership can not increase more than 10 percent a year without a 51 percent proxy vote of the club membership which consists of homeowners. The developer does not control the majority of votes in the club. Discussion of 2007 Club budget- Larry Demme Revenue to be collected this year $675,512.00 for the club memberships and marina. Projecting new equity members 15 by end of year. Not moving to increase social memberships this year. Budgeted for new high and dry facility listed under marina. Club deficit to be funded by the developer this year is $67,408.00 Club fees have increased to $258.00 this year. Discussion of club facility hours in regards to owners. Purpose of the club facility hours is to avoid disruption of tenants surrounding the facilities. The Club rules have been established by the developer to ensure the comfort and consistency of all. As long as there is no disturbance being created you should not be asked to leave the facilities. Discussion of owner access to the clubhouse television and kitchen. Larry Demme responds that any owner requesting access to the club house should notify management. Owner, Wally Wilson questions if the pool expenses are included in the budget. Larry Demme responds that all the expenses have been broken out into separate line items. Maintenance pool line item is for the maintenance contract for cleaning and chemicals. Owner, Lee Judd questions who is responsible for monitoring the temperatures in the pools and hot tubs. Larry Demme responds that they are all monitored by our staff daily and a log is kept. Owner, Dr. Blumenthal questions why the marina wet slips are empty. Larry Demme responds that there has been no effort to extend social membership due to the high and dry construction beginning soon. The wet slips are to be utilized to accommodate the boats currently in dry storage. Discussion of pool closing, Larry Demme responds that the pool was closed for minor repair and in the future we will improve notification. Dr. Jim Blumenthal goes on record to say that he feels that Val Scherbin, Harbor Master is an asset to the club facility and marina. Floor open for discussionAlex Pockrus discusses building and permits for the high & dry and club meeting building which will include office space, ball room and vacation rental check in. Owner, Dr. Jim Blumenthal questions the building of new town homes between building 3 and 4. Alex Pockrus responds that the decision has not be made as of yet but will be soon. Larry Demme reviews website access information for homeowners. Commitment made to the homeowners to place a plaque/sign next to the clubhouse TV with instructions on how to operate TV after hours. No other questions or comments. Conclude Club Meeting Alex Pockrus Motion, Lee Judd- Second, All in favor. Meeting adjourned 10:16 a.m.