Amelia Woods Beach & Racquet Clubhouse. Condominium Association, Inc.

Transcription

1 Amelia Woods Beach & Racquet Club Condominium Association, Inc. SECOND NOTICE OF ANNUAL MEMBERS MEETING NOTICE IS HEREBY GIVEN, the Annual Members Meeting of Amelia Woods Beach & Racquet Club Condominium Association, Inc will be at the following date, time and place: Date: Saturday, December 3, 2016 Time: Place: 9:00 AM Amelia Woods Beach & Racquet Clubhouse 2700 Mizell Street Fernandina Beach, FL Organizational, Board and Budget Meeting to immediately follow the Annual Meeting Enclosed with this notice are the following: 1. An agenda for the annual meeting and board meeting 2. A general and limited proxy for the annual meeting, reserves and a proxy envelope There were seven available positions and seven candidate forms returned by October 22. The members in the available positions are: Cheryl Bittner, John Guerin, Mike Lamb, E. William McGrath Jr., MD, Norma Storms, Roger Dexter and Steven Brown. No election will be required. They will serve on the Board of Directors for 2017 for Amelia Woods Beach & Racquet Club Condominium Association, Inc. This is your Association and your involvement is needed, so please plan to attend. If you are unable to attend this meeting, kindly execute the enclosed proxy and mail as soon as possible using the proxy envelope. A quorum is required to conduct official business at the annual meeting, therefore, it is imperative that we receive your proxy. If you have any questions prior to the annual meeting, please do not hesitate to call our office at (904) Thank you for your cooperation and we hope to see you at the meeting. Amelia Woods Newsletter Dec Page 1

2 Amelia Woods Beach and Racquet Club Condominium Association Newsletter NOTICE December 3, 2016 Annual Meeting, 9:00 A.M Mizell Street, Fernandina Beach, FL Clubhouse Agenda: 1. Calling of the roll and certification of proxies 2. Proof of Notice of Meeting 3. Approval of Minutes from Last Annual Meeting 4. Reports of Officers 5. Unfinished Business 6. New Business 7. Adjournment Organizational Meeting to follow Annual Meeting Board Meeting to follow Organizational Meeting December 3, 2016 Board Meeting Agenda: 1. Calling of Roll 2. Proof of Notice of Meeting 3. Approval of Minutes from Previous Board Meeting 4. Reports of Officers 5. Unfinished Business 6. New Business a. Discussion & Selection of Vendors b Proposed Budget 7. Adjournment Special Assessment Pool Repair/Rebuild Meeting to follow Board meeting December 3, 2016 Special Assessment Pool Repair/Rebuild Meeting Agenda: 1. Calling of Roll 2. Proof of Notice of Meeting 3. New Business a. Pool Repair/Rebuild Special Assessment 4. Adjournment Agenda is subject to change for the Annual and Board Meetings Amelia Woods Newsletter Dec Page 2

3 Amelia Woods Beach and Racquet Club Condominium Association Annual Meeting Call to Order: The meeting was called to order at 9:11 AM by President, Dr. Bill McGrath. Roll Call and Certification of Proxies: BOA members present - President, Dr. Bill McGrath; Treasurer, Mike Lamb; Vice President and Secretary, John Guerin; Director, Norma Storms. Also, present: Wanda Sloan C.A.M. PMSI. There was a total of 38 unit owners represented. Twenty-one in person and 17 by proxies provided. This total exceeded the number required to establish a quorum. Proof of notice of meeting: Presented by Dr. McGrath. Reading of the minutes from previous Annual meeting: A motion was made by Norma Storms and seconded by John Guerin to suspend the reading of the minutes and approve the minutes. The minutes were approved. Dr. McGrath explained the order of the meetings which will take place this morning. Reports of Officers: Mike Lamb Main projects A roofing company has been contracted to inspect and repair roofs. In August we were given an estimate of $8, However, more extensive damage was found in building 1 and this may be more expensive. It is our intention to have an annual inspection each year to try to keep ahead of major problems by performing minor repairs annually. Having said that, our shingles are still in good condition and no major roof replacement is anticipated for some time. We were required to replace the old T1-11 siding on a section of the upper portion of building 8. It is being replaced with Hardy board. That repair was estimated at $4, We still have lower level siding to replace on a couple of buildings. Building 9 will be the next building we work on. We had clean-up / tree damage from the hurricane which cost us $2, In addition, we replaced our second, older pump at the north end and now have 2 grinding pumps installed. We also purchased a portable pump for future use as a back-up. It was reported by a unit owner that the rear of building 1 has never been cleaned up after the hurricane. Wanda will request Dunmar take care of this. The most recent year-to-date budget for Amelia Woods is attached to this Newsletter as an Appendix. Amelia Woods Newsletter Dec Page 3

4 Norma Storms Thanked everyone for being here. She also thanked Cheryl Bittner (who was not able to attend the meeting this year) for the snacks and Dee Sittig for the coffee. She also thanked Joe Maley for helping to set up the chairs / tables and decorations. John Guerin Pointed out that we still are asking as many owners as possible to become engaged in the community by subscribing to our web site. This will improve communications for our community. After each meeting, the Newsletters are posted there. Our web site is the front door on the internet for our community. The address is: Accessible to anyone visiting the site is general information and photos of our property; information for Real Estate agents working in our area; local travel, weather, tides and other information of interest; and then for our homeowners who have registered, our Members page contains 2 years of Board meeting Newsletters / Minutes, all of our Condominium documents, the complete detailed, most recent Reserve Study, Owner s CAM and Insurance for Also, forms such as a Clubhouse Reservation form are there. Finally, there is an online form which can be completed to report a problem or request attention which when completed is sent to PMSI and the Board instantly. During the hurricane, we used the list of web subscribers to update everyone on the conditions here thanks to frequent visits by Mike Lamb. We always welcome input from owners about what we can do to utilize the web site more fully. Unfinished Business: Dr. Bill opened the floor to unit owners to discuss any concerns from 2016 that need to be addressed. Judy Loper reported that a light on a pole between unit 8 and 9 was apparently turned during the storm and needs to be fixed. Wanda will have Kelley Electric address this. A question was asked about dogs in unit 702. Mike Lamb visited that unit and let them know that they must remove the 2 oversized dogs. It appears that the dogs are now living elsewhere. Apparently, the owner of that unit has passed and currently other family members are residing there. New Business: No elections were required as 5 board members and two owners submitted their names and no other owners placed their names in nomination. Therefore, the new board will be Dr. Bill McGrath, Mike Lamb, John Guerin, Cheryl Bittner, Norma Storms, Stephen Brown (503A) and Roger Dexter (504A). Reserves Vote to fund Reserves at 100% - The 2017 Reserves are proposed to be funded at $35, Mike explained that this level was higher than last year but our Reserve Study indicated that we need to have an annual Reserve contribution of $81,000 to keep pace with anticipated repairs. Mike Lamb motioned that we fund Reserves at $35,000 and Norma Storms seconded the motion. The motion was approved. Amelia Woods Newsletter Dec Page 4

5 The board has recommended funding reserves at 100%. By in person and proxy votes, there were 34 yea s to fund reserves at 100%. The vote passed. Vote to waive a certified audit Next, a vote regarding whether to pay for a certified audit was taken. It is estimated that the cost for such an audit would be from $5,000 to $8,000. The board recommended waiving the audit. By in person and proxy votes, a tally of 34 yea s were totalled for no audit to be required. New Business Dr. McGrath notified everyone that Holly Friedman passed away this week and called for a moment of silence on behalf of Holly and her family. Next Annual Meeting a date was set for the first Saturday in December, 2017 at 9:00. That would-be December 2, Adjournment: A motion was made by Norma Storms and seconded by Mike Lamb to adjourn. The meeting was adjourned at 9:42 Respectfully submitted, John Guerin Secretary Amelia Woods Newsletter Dec Page 5

6 Amelia Woods Beach and Racquet Club Condominium Association Organizational Meeting Call to Order: The meeting was called to order at 9:42 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, Roger Dexter; Director, Norma Storms; Director, Stephen Brown. Also, present: Wanda Sloan C.A.M. PMSI. Proof of notice of meeting: Presented by Dr. McGrath. Reading of the minutes from previous meeting: A motion was made by Roger Dexter and seconded by Mike Lamb to suspend the reading of the minutes and approve the minutes. The minutes were approved Selection of 2017 Officers: Norma Storms nominated Dr. Bill McGrath for President. Mike Lamb seconded the motion. Motion passed. Mike Lamb nominated John Guerin for Vice President. Roger Dexter seconded the motion. Motion passed. Norma Storms nominated Mike Lamb for Treasurer. Roger Dexter seconded the motion. Motion passed. Norma Storms nominated Dr. Bill for President. Mike Lamb seconded the motion. Motion passed. Mike Lamb nominated John Guerin for Secretary. Norma Storms seconded the motion. Motion passed Board of Directors Officers President Dr. Bill McGrath Vice President and Secretary John Guerin Treasurer Mike Lamb Proposed Budget Mike pointed out that all vendors agreed to hold pricing at same level for 2017 therefore the Board did not need to vote on any new vendors. Vendors for 2017 PMSI Wanda Sloan is the Property Manager Dunmar is the landscaping vendor. Luckey is the pool services vendor. Terminix is the termite bond vendor. Amelia Woods Newsletter Dec Page 6

7 Nader s is the pest control vendor. Kelley Electric is the outdoor lighting service vendor. Joe Maley is the janitorial services vendor and condominium handyman. Aquatic Systems is the lagoon maintenance vendor. Current Source is the generator / pump servicing vendor. Insurance This year for the first time, we could contract private flood insurance rather than FEMA backed insurance. This reduced our flood insurance from approximately $65,000 in 2016 to $43,000. Our overall insurance was reduced from approximately $112,000 in 2016 to $92,000 for Budget The line item for 2017 for condo maintenance and repair has increased because we are needing to get back to residing / replacing T1-11. Mike also noted that due to the increase in construction on the island it has become extremely difficult to find contractors to do this work. With the Reserves increasing as previously discussed, these are the 3 areas of change A motion to approve the budget was made by Roger Dexter and seconded by Norma Storms. The 2017 budget passed. The new 2017 Budget is attached as an Appendix to this Newsletter. Old Business None New Business None. Our next meeting was set for Mar. 11, Adjournment: Roger Dexter moved to adjourn the meeting and John Guerin seconded the motion. The meeting was adjourned at 10:07. Respectfully submitted, John Guerin Secretary Amelia Woods Newsletter Dec Page 7

8 Amelia Woods Beach and Racquet Club Condominium Special Assessment for Pool Repairs Meeting Call to Order: Meeting called to order at 10:08 AM by President, Dr. Bill McGrath. Roll Call: BOA members present - President, Dr. Bill McGrath; Vice President and Secretary, John Guerin; Treasurer, Mike Lamb; Director, Norma Storms; Director, Roger Dexter; Director, Stephen Brown. Also, present: Wanda Sloan, C.A.M. PMSI. Proof of notice of meeting: Presented by Dr. McGrath. New Business: Pool Repair Special Assessment Mike explained that the problem started out with leaks. We were told that the scuppers around the top of the pool all were leaking. To repair this, the liner must be taken back and repairs affected. We could not find anyone who would do the liner work. We were counseled that the liner would not hold up to such a repair. Also, our gutters / scuppers are not in code and must have the slope changed to meet code. So we could not re-do the vinyl liner. We therefore had to re-coat the pool surface with a hard surface such as Marcite. Mike collected 5 bids. Bids ranged from approximately $118,000 to $50,000. Mike checked references and one of the low bids had redone the pool at Forrest Ridge. Mike inspected this pool and talked to the people there. It was a very professional job and well done. The Forrest Ridge people were very happy with the workmanship. He also looked at another low bid pool work but this was a residential pool. We would prefer this work be done during the months when the pool is closed between now and March 14. The vendor estimated that, without unforeseen delays due to weather or other extenuating circumstances, the work would take about 3 weeks to complete. Mike pointed out that Joe could probably remove the liner and that this might save us $3, Mike explained that with the estimate of approximately $50,000 he feels it would be prudent to add 20% to cover any overages which might occur due to unforeseen circumstances. This would bring the total to $60,000. After input from owners, Mike motioned that we approve All Type Pool Service (who did Forrest Ridge pool) for $49, with the additional cushion for a total of $60,000. Roger Dexter seconded the motion. Amelia Woods Newsletter Dec Page 8

9 Concerns were expressed about the removal of the liner and possible encroachment / problem with the pool after the liner is removed. Concerns were expressed about possibly not understanding what is underneath the liner. There was specific concern expressed about the fact that there may be a fiberglass lining underneath the vinyl. It was suggested that we research old meeting minutes to try to learn the condition of the pool when the vinyl liner was installed. Dr. McGrath suggested we amend the proposal to include further research about the pool and after bringing any changes to the vendor s attention, if the cost to repair the pool changes, we would void this vote and hold a second meeting to approve any different amount. A vote to approve special assessment of $60,000 was approved by all Board members. Mike Lamb made a motion that we pay for this by permitting homeowners to make a lump sum payment or payments over 3 months. Discussion ensued. It was suggested that we change this to 2 payments with half paid January 15 and the other half February 15 to avoid Holiday family budget stresses. Two months of payments would ensure that we are not caught short of funds should the vendor complete work prior to the final collections. We could have the vendor begin work at the end of January or beginning of February. Roger Dexter motioned that we amend this motion to show the change to the two monthly payments or lump sum payment. John Guerin seconded the motion. The Board voted 5 to 1 in favor of this. Next, we discussed what would be done with any excess if we have an overage of assessed funds after the repairs are paid for. Roger Dexter moved that we put any excess into the Reserves. John Guerin seconded the motion. Discussion ensued. A vote to put the excess back into Reserves was passed with 5 yea s and 1 abstention. Dr. Bill explained that what we have just agreed to is to repair the pool at this price. If we learn that the costs will be more than planned, we will hold another Special Assessment meeting to approve the new estimate. Before beginning any work, we will do our best to learn from any past Board information and ask the potential vendor about the impact which a fiberglass lining may have on the estimate. The breakdown of Special Assessment funds owed by each Owner is attached to this Newsletter as an Appendix. NOTE: After the meeting it was pointed out by Wanda Sloan that for complete compliance and transparency according to Florida statutes the Special Assessment notification must include the total expenditure, Owner payment and payment methods. Therefore, another Special Assessment meeting which conveys this information is now being scheduled to provide a 14 day notice to all Owners. Amelia Woods Newsletter Dec Page 9

10 Adjournment: Roger Dexter moved to adjourn the meeting. Norma Storms seconded the motion. The meeting was adjourned at 10:47. Respectfully submitted, John Guerin Secretary Amelia Woods Newsletter Dec Page 10

11 AMELIA WOODS CONDOMINIUM ASSOCIATION As of October CURRENT ASSETS Bank-Operating Account $11, Bank-Money Market (Reserve Account) $54, Restricted (Roads) ($15,120.00) Unrestricted ($39,765.85) TOTAL ASSETS $66, LIABILITIES $0.00 EQUITY Fund Balance ($8,555.00) Current Year Net Income/(Loss) $20, Subtoal Equity $11, Total Liabilities & Equity Operating Account $11, Reserve Account $54, Total $66, ORDINARY INCOME AND EXPENSES Actual Budget INCOME CAM $101, $102, Insurance $102, $93, Reserve Contribution $18, $18, Ocean Cove $2, $2, Late Charges $ $ Misc $ $1, TOTAL INCOME $225, $218, EXPENSES ADMINISTRATIVE Accounting $ $ Audit $0.00 $0.00 Legal $ $1, Office $ $1, Licence $61.25 $ Bank $0.00 $0.00 Mgt Fee $7, $7, Reserve Study $3, $2, TOTAL ADMINISTRATIVE $12, $13, MAINTAINENCE & REPAIR Termite Contract $2, $1, Pest Control $1, $1, Pool Service $6, $6,500.00

12 AMELIA WOODS CONDOMINIUM ASSOCIATION As of October Actual Budget Pool Supplies $0.00 $ Landscape $20, $15, Condo/Clubhouse Maint $7, $5, Creek Maint $1, $1, Outdoor Lt Maint $5, $5, Irrigation $0.00 $ Pool Furn $0.00 $ Janitorial $3, $4, TOTAL MAINT & REPAIR $49, $42, UTILITIES Electric $5, $6, Garbage $2, $2, Sewer $24, $23, Water $14, $13, Other $81.14 $ TOTAL UTILITIES $47, $45, 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 $86, $93, *** RESERVE EXPENSE $20, $20, TOTAL EXPENSE $216, $217, RESERVE ACCOUNT 12/31/ /31/2016 Restricted Roads $14, $15, Building Roof Unrestricted $21, $39, TOTAL $35, $54, *** Total of $29, for down payment in Dec. 2015

13 AMELIA WOODS BUDGET FOR 2017 as of 12/3/2016 1:33 PM 2017 Approved Budget INCOME 4010 CAM Dues $136, Insurance $92, Reserve Account 4035 Ocean Cove $2, Contribution $35, Other Income 4050 Late Charges $ Collection Fees Income $ Prepaid Assessment Fees 4520 FCCB M/M Interest $ Misc $ Pool Key $ TOTAL INCOME $268, EXPENSES Admin Expense 6000 Audit $ Accounting $ Appraisal $ Legal $1, Licenses & Fees(Corp Rpt/ Pool Lic. $ Office Expense $1, Del/Collection Fees $ Reserve Study $ Management Fee $8, Sub Total Admin Expense $12, Maintenance & Repair 7010 Pool Service $7, Pool Supplies & Repair $1, Pool Furniture $ Termite Contract $2, Pest Control $1, Condo/Clubhouse Maint/Repair $20, Creek Maint $1, Landscape Serv $18, Janitorial Ser & Supplies $5, Irrigation $ Outdoor Light Maint $6, Sub Total Maint & Repair $65, Utilities 6510 Electric $7, Water $16, Sewer $27, Garbage $3, Other $ Generator Maint $ Sub Total Utilities $55, Delinquency Expense CAM $1, Insurance $1, Reserves $ Sub Total Delinquency Expense $3, Contingency Expense $1, Total CAM Expense $138, Insurance Expense $92, Reserve Expense $37, TOTAL EXPENSE $268, of 1

14 2017 AMELIA WOODS BEACH & RACQUET CLUB Pool Special Assessment $60, Unit Ownership Total Annual Monthly # Percentage Share Pmt. Due Jan 15 & Feb $1, $ A $ $ B $ $ A $ $ B $ $ A $ $ B $ $ A $ $ B $ $ A $ $ B $ $ A $ $ B $ $ $1, $ $1, $ $1, $ $1, $ A $1, $ B $1, $ A $ $ B $ $ A $ $ B $ $ A $ $ B $ $ A $ $ B $ $ A $1, $ B $1, $ A $ $ B $ $ A $1, $ B $1, $ A $ $ B $ $ A $1, $ B $1, $ A $1, $ B $1, $534

15 Unit Ownership Total Annual Monthly # Percentage Share Pmt. (Nearest $) $ $ A $ $ B $ $ A $1, $ B $1, $ A $ $ B $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $1, $ $1, $ $1, $ $1, $ $60, $30,000