Pelican Isle Condominium Owners Association, Inc

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PELICAN ISLE CONDOMINIUM OWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING JANUARY 30, 2009

MINUTES

Board Members Present: Dawn O’Connor, President David McCombs, Treasurer

Board Members Via Teleconference: Hugh Randall, Vice President Holly McCann, Secretary Lynn Boyer, Director

Owners Present: Art Pattison, unit 201

Brooks and Shorey Representation: Ron Shorey, Association Manager Bill Treon, General Manager Dan Lee, Maintenance Supervisor Stasia Pavlich, Executive Assistant

Lundy & Bowers: Robert Anderson, CPA

Brown Insurance Services: Rob Tallent

CALL TO ORDER President Dawn O’Connor called the meeting to order at 3:30 p.m.

ESTABLISH QUORUM A quorum was established with five (5) Board members present.

PROOF OF NOTICE President Dawn O’Connor advised that the Notice of the meeting was posted in accordance with the By-Laws and Florida Statutes.

DISPOSITION OF PREVIOUS BOARD MINUTES Dawn O’Connor motioned to waive the reading and approve the budget adoption meeting minutes of December 1, 2008. David McCombs seconded the motion. The motion passed unanimously. Dawn O’Connor motioned to waive the reading and approve the Board meeting minutes of December 1, 2008. Lynn Boyer seconded the motion. The motion passed unanimously.

REPORTS OF OFFICERS AND MANAGEMENT President: No Report Vice President: No Report Secretary: No Report

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Treasurer: David McCombs stated the financials look good. The Association has been able to make the insurance payments and of the $20,000.00 borrowed for the insurance premiums, $14,000.00 has been paid off. Association Manager: No Report

OLD BUSINESS Accounts Receivable: Foreclosures and liens were discussed. Ron Shorey stated there was a receivable for Beacon’s utilities that they pay monthly. Maintenance was able to cut the power to the front office then Beacon brought a check over for the utilities. Beacon also brought over a corrective amendment to the condominium documents that the rate for utilities cannot be raised over $100.00 per month until April 2009. Hugh Randall recommends sending the amendment to the Association attorney. Foreclosures and liens; late penalty increases due to foreclosures: Dawn O’Connor stated if owners can’t pay now, increasing the late penalty isn’t going to make owners pay any better. Ron Shorey stated he agrees 100%. RV, bus and boat parking lot violation process: Dawn O’Connor stated over the holidays there was a tour bus parked in the parking lot that was bringing in rentals to Beacon Resorts unit owners. Hugh Randall stated how do we enforce parking issues according to the condo docs and if someone does not like the rules of the condo docs, who would lead a sub team to change them? Lynn Boyer stated per the condo docs the Association could mandate the parking of commercial vehicles. Ron Shorey stated that the Board can adopt a rule that allows tour buses as long as there is adequate parking for the tour buses and they are bringing rental income to the owners that we all represent. Ron Shorey recommends leaving this issue up to management. If there is no parking available or if there is a nuisance, management will act. But if they’re bringing in income, or it’s an owners vehicle management would like to have a little leeway. Holly McCann recommends renting parking space on a first come first serve basis to generate income to the Association. Ron Shorey stated conceptually that is a good idea, but when you start to commercialize it, it will cost more to manage than the income made. David McCombs does not want to be in the business of taking his time to watch this day in and day out that is what we have a management company for. Hugh Randall stated he does not know how management will be able to manage this. Ron Shorey stated this is not a problem on the other properties Brooks and Shorey Resorts manages. Beacon letter regarding sign removal in office and lack of compliance: Hugh Randall asked if management sent a letter to Beacon to remove signs. Ron Shorey stated there is a sign for after hours check-ins and if it is removed the guests will not know how to check-in. Hugh Randall asked about the sign right out side the front desk. Ron Shorey stated he would have Bill Treon ask Robert DeLeon to remove all signs, unless it deals with after hours check-in. Removal of video equipment from PI office, which Beacon occupies: Hugh Randall stated the Board needs to do due diligent according to the condo docs by making sure any Association property inside the rental office, including the video equipment, be removed immediately and that Brooks and Shorey have a pass key to the combination lock in the event of an emergency. We want to be prepared if and when the court does rule. Ron Shorey stated management could make a passkey at any time. David McCombs stated he would be concerned about the removal of the video equipment if Beacon were monitoring the video. Ron Shorey stated Brooks and Shorey could remove the video equipment and store it. Ron Shorey asked the Board to give Brooks and Shorey Resorts permission to change all the locks on the storage room doors. Ron Shorey would send an email to the Board with the cost to change all the locks and Bill Treon would check on the surveillance equipment. Art Pattison, unit owner of 201, asked if the Board is going to utilize this area. David McCombs stated the Board has discussed renting the storage space for income. Art Pattison stated he needs the storage. Art Pattison would work with Holly McCann to obtain pricing to create storage in the storage area. Ron Shorey recommends they speak with the fire department and the utility companies before getting pricing for the storage areas.

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Reminder to owners to save costs: Cox telephone, beach service: No discussion Maintenance list review: The maintenance list was discussed. Hugh Randall asked if an automatic switch has been installed on the shower and foot wash. Dan Lee would check into it. Long term plan for balcony rebar replacement and windows: Ron Shorey stated when the building is repainted the rebar will be ground down and treated at $7.50 each, which will be part of the paint job. Hugh Randall asked if there is anyway to repair the pitted window frames. Ron Shorey stated maintenance has tried to paint the window frames on other properties and you can tell they have been painted. The window frames were originally powder coated and management does not have that capability. Pool signage completion: Bill Treon stated the pool sign is complete and request the Boards input on where to install the sign. The Board agreed to leave this to Brooks and Shorey’s discretion. Ron Shorey asked the Board to take a look at the new sign and if more signs need to be installed Brooks and Shorey would order more. Bill Treon would order a new clock for the spa area. Insurance update on additional exceptions pursued by Brooks and Shorey and Rob Tallent: Rob Tallent emailed a contract from PBS&J to management, which is a contract to obtain a V Zone risk rating for Pelican Isle. Rob Tallent stated FEMA gives credit for flood insurance in two factors based on the flood zone. The community-rating discount, which Pelican Isle has and a V Zone risk rating factor form, which is a four-page form that must be filled out by an architect or an engineer. This form takes into account not only the elevation of the building and where the machinery and equipment sits in the building, but also the way the building was built, such as: are there breakaway walls and will wave action come through the building out through the garage area and into the parking lot or is the wave action going to slam into the building. If the building is built to certain specifications, the Association can earn credits for the specifications. Rob Tallent stated the cost for the contract is $2,500.00 and this is a one-time fee, which could save the Association on insurance premiums every year. Dawn O’Connor motioned to accept the V Zone study of $2,500.00. David McCombs seconded the motion. Dawn O’Connor amended the motion to approve the V Zone study subject to the Associations financial ability to pay for it. David McCombs seconded the motion. The motion passed unanimously. Dawn O’Connor stated this is something the Board has wanted to do as long as she has been on the Board. Rob Tallent stated this could take anywhere from three weeks to nine months to finalize, because of working with the Federal Government. BBQ grills: Stasia Pavlich stated the four BBQ grills have been ordered and the price of stainless steel has come down, so the Association saved approximately $600.00.

NEW BUSINESS Kaba coded locks: Ron Shorey stated Resort Quest has asked to change the locks on the units they manage. The new locks would not have a key, which means management could not get into the unit for pest control or emergencies. The Board asked Ron Shorey to send Resort Quest an email with the approved locks for Pelican Isle. Board member resignation: Dawn O’Connor stated her unit is under contract and should close on March 31st. Dawn O’Connor stated she does not feel like she should be making decisions for the long term. Ron Shorey stated as soon as her unit closes she would be off the Board. Holly McCann thanked Dawn O’Connor on behalf of the Board and all the owners for her dedication and her contribution to the Pelican Isle Owners Association. Ron Shorey stated Brooks and Shorey Resorts certainly agree with this statement. Ron Shorey stated once Dawn O’Connor’s unit closes, the Board would need to appoint someone to complete Dawn’s term. The Board asked Dawn O’Connor to stay on the Board until her unit closes. The Board discussed who would take the position of President. Hugh Randall stated the Board is currently asking for an owner to step forward as an interim director until the fall and to please contact Hugh Randall. David McCombs stated with the help of Emerald Coast CPA’s most of the Treasurer items are automated, so most of the stuff is done via computer.

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David McCombs stated he does not want anyone to be afraid of being the Treasurer. David McCombs thinks every future President should be the Treasurer at some point in time prior to being the President.  Dawn O’Connor stated the Association attorney filed for the summary judgment on January 26th, 2009.  Bill Treon stated the balcony inspection was done in December. There were four discrepancies that will need to be repaired and then reinspected.  Stasia Pavlich stated she is negotiating a new rate with ConferenceCall.com.  Bill Treon stated he has a proposal from Coastal Seal Coating to seal and strip the parking lot for $3,400.00. David McCombs motioned to accept the proposal from Coastal Seal Coating for $3,400.00. Lynn Boyer seconded the motion. The motion passed unanimously. Bill Treon stated the sealing and striping of the parking lot would be done around April 15th, weather permitting.

NEXT MEETING Friday, March 20, 2009 at 3:30 p.m. at Brooks and Shorey Resorts

ADJOURNMENT Dawn O’Connor made a motion to adjourn the meeting. David McCombs seconded the motion. The meeting was adjourned at 5:15 p.m.

Signature:______Date:______