August 11, 2009 - October 26, 2009
We extend our condolences to Jan Chapman and her family for the passing of
Tom Chapman. The Chapmans have owned unit 1203-II since 1992. Tom was
very active serving on the Board of Directors and most recently serving on the
We are very pleased to welcome Larry and Kathy Merse who purchased unit 605-
I from Blanche Kitchen. Larry and Kathy are friends of Jim and Pat Miller from
It seems impossible that it has been two and one half months since our last
report. The summer has gone by quickly because we have been so busy
attempting to push all of our contractors to complete our projects. We realize it
is very important to have everything finished as soon as possible in order to
accommodate everyone who is returning; however we also realize quality is of
utmost importance and we guarantee we have not and will not compromise
quality to simply get something done. We have gotten several inches of rain
since our last report, which has really helped our turf and plants. The rainfall
total for the year is still more than fourteen inches below normal. We continue
to work with Davey Tree in an effort to improve our turf. We have seeded the
bare areas with Bermuda grass seed twice and there is some improvement;
however there are areas that are in need of sod. Davey Tree will provide the sod
and we will pay to have it laid. We are very happy to report the new drainage
system is working very well. We have had two large rains with no standing
water since the drainage work has been completed. We were very pleased to
see no water at our entrance next to Gulf Shore Drive after the rains. We
experienced a cold spell during the weekend of October 17th and 18th with
temperatures in the low 50's. Our pool temperature dropped to 69°. We
activated the pool heaters on Monday, October 19, 2009. It took several days
for our heaters to warm the pool water to 84°.
We continue to have our parking structure project meetings at 9:00 AM on
Tuesdays with Kraft representatives, Kraft's sub contractors and our contractors.
(In order to save a supervision fee, the landscaping, drainage, lighting, irrigation
and gate system is not under Kraft's contract). These meetings have been very
productive. We keep everyone informed of the progress of the project in order
to facilitate the coordination of each contractor. We are very happy to report the
project is near completion. The lighting, landscaping and irrigation is complete
with the exception of the ballard lights, which installation will be complete by
November 2. The pedestrian gate and entry/exit gates have been installed. The
County electrical and fire inspections are complete. The new call boxes are
operational for both buildings and the entry gate. The new card entry system is
installed. The existing card entry system was replaced with a new system that is
compatible with our gate system. The new system will allow us to track by
computer anyone who has used a card to enter the property. The old cards will
not open the new gates. We will exchange your existing cards with new cards at
no cost. If you would like to purchase additional cards, the cost remains at
$50.00. The existing remotes will continue to operate the entrance gate. The
paver installation is complete. The new concrete under the covered parking
structures has been sealed. The striping is complete. The cleaning/sealing of
the pavers began today. We anticipate the paver work will take 10-14 days. It
is very important that the entire area is closed in order that the paver
cleaning/sealing project is not compromised. As soon as the pavers have been
cleaned/sealed, the area will be available for use. We will notify you as soon as
this work is complete. We will do a final punch list after the area is open for use.
We moved the 18 cars that were parked at Vanderbilt Shores for 6 months back
to Vanderbilt Gulfside prior to October 15 in an effort to not pay additional rent.
These cars are parked in owners' parking spaces for Building I. Gary Kreger has
been very busy moving cars from space to space to accommodate owners'
arrivals. We are very proud of this project and we hope everyone will be pleased.
We have received many positive comments/compliments and those have been
much appreciated. We have tried so hard to make everything as perfect as
possible. We will prepare a final summary of budget vs. expenses after all
invoices have been paid, which will be after all punch items have been
The lettering on the concrete parking bumpers located in Building I is peeling.
Kraft is in the process of removing the lettering on each bumper, priming them,
painting them and re-stenciling them under warranty. There are also several
stops that are cracked that will be replaced under warranty.
The Building I balcony/paint project is complete. We are please to report that
the quantities of stucco/membrane repairs were less than budget. The new
paint colors on the three sides of the building and the lanai walls and ceilings
look great. We accompanied Steve Bauer, engineer with TRC Worldwide
Engineers while he inspected all the balconies in Building II. Steve has prepared
his report based on his findings and he has prepared specifications and a bid
packet. An invitation to bid has been sent to three contractors. There will be a
pre-bid conference on November 5 and bids will be due two weeks later on
November 19. The work is to be done during next summer. The expense of this
project will be paid from reserves.
The walkway tile control joint sealant replacement project is complete on both
buildings. The work was done efficiently and on schedule. Our maintenance
team members are in the process of painting all 30 walkway walls six inches
above the sealant. They have completed Building I and floors one through ten in
Building II. This is a very time consuming job. Each floor takes approximately a
day to complete. We anticipate this work to be completed no later than
The bar-b-que deck area has been replaced with Cross Timbers. Our
maintenance team members have painted the walls and pool equipment door
surrounding the deck area. This area looks very nice and updated.
Malcolm Daigle, our elevator consultant, performed his annual elevator
inspection in October. We will be receiving his report by November 1st. His
verbal report was very positive. He feels Kone, our elevator maintenance
contractor, is doing a very good job in maintaining our equipment. This summer
Kone replaced the shive in one elevator in Building I (the other elevator's shive
was replaced last year). This work was included in the maintenance contract
with no charge to Vanderbilt. This summer Kone also installed the universal key
switches for all four elevators. This on/off switch is used by the fire departments
though out the State of Florida. It was mandatory to have these switches
installed by October 1, 2009 and we were in compliance within those guidelines.
We have replaced three damaged formica panels in the elevator cabs and the tile
grout for the elevator floors has been replaced and sealed.
Lintaway cleaned the dryer vents in all 144 units at a cost of $28.63 per unit.
This cost will be billed with the January 1, 2010 quarterly invoice.
Davey Tree trimmed all of our trees and removed pods and coconuts in
preparation for winter. Grow, our weekly lawn service, trimmed the bushes and
seagrape trees and the seagrape hedge along the beach. Mulching Solutions, a
new vendor from West Palm Beach, provided blown-in mulch through out the
property. This is a new concept we tried this year. The mulch is delivered on a
semi-truck and blown in place. Traditionally we have purchased 24 pallets of
grade "A" cypress mulch from Forestry Resources and Grow spread the mulch.
The cost of this project was approximately $17,000.00. The blown in mulch cost
$8,000.00. The mulch is a cypress, but not grade "A". Time will determine if it
will be as long lasting and retain its color and consistency. We felt the need to
try this new concept in keeping all expenses as low as possible.
Our cleaning crew washed the railings, screens and balcony floors, walls, and
ceilings of every unit in Building II (Building I's units were cleaned and painted
during the paint/balcony project). They washed all of the ceilings, walls, and
floors of the walkways in both buildings. This work was necessary due to the
great amount of construction dust. They also washed all the lobby floors, lobby
rugs, recreation room furniture, and power washed both recreation room patios.
We also had Building I pavers located from the handicap parking past the front
door to the drive leading up the hill to Building II power washed and spot
cleaned. This area had experienced a great deal of construction traffic from the
first floor beam project and the balcony/paint project.
In addition to their regular duties, our maintenance team members, Jerry Bouley
and Gary Kreger have been very busy. Gary has been very involved with every
project and he has attended all weekly meetings. In addition to the items
previously discussed, they completed the following items:
1. Painted the cabana patios on Building II (Building I's were painted and
caulked during the paint project).
2. Placed furniture on the pool deck that was in storage.
3. The benches were stained.
4. Opened many units for owners arrival.
5. Ran electric for our low voltage lighting.
6. Installed a new door for the FPL meters on the 9th floor of Building II.
7. Repaired a large hole in the drywall next to the roof door in Building I.
8. Cleaned debris from the retention pump and added a clean out at the end
of the line.
10.Removed all bumper stops in Building I, sealed the concrete and re-
installed the bumper stops.
11.Installed new sprinklers for three zones at the beach side yard.
12.Installed a new lock on the pedestrian gate.
13.Installed a new auto fill valve for the pool.
14.Removed, painted, and re-installed the grills at the bar-b-que area.
15.Replace a dryer stack motor for Building I.
16.Installed a new shaft seal in one of the pool pumps.
17.Leveled many Italian stones on the pool deck and walkways.
18.Put new feet on several pool chairs.
19.Pressure washed the pool deck.
20.Installed new vacuum breakers in the beach showers.
21.Installed a hose bib at the pool area.
22.Repaired several irrigation leaks.
23.Painted the frames of the pool signs.
Our administrative team members Lynne Kreger and Donna Tewalt have done a
great job in assisting with the preparation of the 2010 proposed budget,
coordinating the opening of units for owner arrival and giving access to units for
several contractors such as Bugs R Us, Lintaway, and Pioneer Cleaning. Lynne
has worked very closely with Action Automated Door, our new gate supplier in
entering all the data for our new gate system.
As discussed, the proposed 2010 operating and reserve budgets have been
completed. The Finance Committee members and the Board of Directors were
given their budget back up material on October 1. The Finance Committee
meeting regarding the budget will be Friday, October 30, 2009 at 1:30 PM in the
recreation room of Building II. The owners meeting to vote on the partial
funding of reserves will be held at 12:00 PM on November 20, 2009 in the
recreation room of Building II. In addition to the reserve vote, owners will also
be given the opportunity to vote to amend the by-laws for unit owners to
receive, with their consent, electronic transmission notice of the Board, unit
owners, and committee meetings. Minutes of such meetings, newsletters,
manager's reports, and the annual audit would also be transmitted electronically,
with owners consent. Anyone who wishes to receive these in paper form will be
able to continue to do so. The amendment is needed to provide approval for
those who wish to receive notices/information electronically. The Board Meeting
will immediately follow the owners meeting on the 20th. At that meeting, the
Board will adopt the 2010 budget.
We continue to have one unit (502-II) that has not paid quarterly dues nor the
special assessment for 2008 and 2009. La Salle Bank received a summary
judgment on October 14, 2009. The unit will be sold by the Collier County Court
System around mid November. We assume La Salle will be the highest bidder.
They will be responsible for paying assessments from the period they acquire the
unit. LaSalle will be responsible for paying one percent of the original loan
amount in past due fees to the Association which will be approximately
$8,500.00 (per Florida Statues). The electricity was turned off due to non
payment and the HVAC unit is inoperable. In an effort to prevent mold, the
Association turned on the electric on October 22 and purchased a dehumidifier
for the unit. The dehumidifier and a fan seem to keep the unit at a suitable
temperature and humidity level. After the unit is sold the new owner will be
responsible for the utilities and the purchase of a new HVAC unit.
We are in the process of obtaining the cost of two public access defibrillators.
They would be located in the lobby next to the office in each building. The
Board will discuss this further at the next Board meeting.
In addition to the items previously discussed, please find the following list of
1. Inspection and cleaning of all trash chutes and trash rooms has been
2. Annual flowers have been planted.
3. Fertilizer and weed control has been applied to all plants and turf area.
4. Several pathos were replaced in walkway planter boxes.
5. Several plants were replaced in lobbies.
6. Safety Signal performed the annual fire system inspection and several
items were repaired.
7. RJ Vann performed the quarterly sprinkler inspection.
8. Roof Checks were performed by Crowther Roofing.
9. Metro Power performed generator inspections.
10. ABC Fire equipment performed an annual fire extinguisher inspection.
11. The carpet and furniture was cleaned in the 103-II guest suite.
12. Bugs Or Us performed the quarterly pest control service.
13. Four solar powered lights were installed along the path leading from the
pool to the beach gate for Building I.
14. Two new salt chlorinator boards were purchased for the pool.
15. A new computer and modem was purchased for Lynne's office.
16. Donna's computer was repaired.
17. A new chair was purchased for the Manager's office.
In summary, we hope everyone is pleased with the results of our efforts. Please
let us know if we can be of assistance to you. We look forward to seeing