October meeting notes

Tropic Isle
Annual Condominium Owners Meeting
October 18, 2008

At promptly 3:00 pm the meeting was dually qualified by the board of directors after a count of the homeowners and proxies were counted.

Present for the Board was as follows:

President- Ken Wood
Vice President- Bill Roberts
Secretary - Charles Rice
Treasurer - Joe Bischoff

The Management Company- Gulf Shores Rentals, Inc was represented by:
President/ Owner- John C. Boller
Association Manager- Kerry W. Ingram

Ken Wood called the meeting to order, greetings from Ken and thanks to all those that could participate in the work day were given.

First subject was the 2008 season.
The building leaks that occurred in the 01 and 05 units were corrected earlier in the winter months before Spring Break. The east side of the building and windows were sealed and painted. The east side of the building the windows were caulked and painted. The north side of the building was sealed and the windows were caulked. Other items were as follows; lobby tiled, dumpster moved from the northwest front of the building to the northwest front side of the parking lot. This freed up the old dumpster area for an owners closet, a gate and lock was added. Electrical outlets on each balcony were replaced, with new GFI type outlets, lights in the parking lot were repaired, Sand fence was added on each side of the boardwalk and at the east side of the property line extending out and over the dunes. The elevator was equipped with a new stainless floor plate, new tile and sump pump in the pit. Rick Helmick replaced hinges and reinstalled the gates that section off the A/C units, a new cover that locks on the pool heater control panel and the pool furniture was re-strapped.

Discussion:
It was noted that since the work on the building has been performed that the east side of the building has had no leaks. The west side will need to be painted and sealed in the future.

Next item Ken presented was the foreclosure list which consisted of units 203 and unit 604. Unit 203 will have no impact financially on the Association; unit 604 had an outstanding balance. All others were current.

Discussion
Rick Helmick asked if there was anything the association could do legally to get the monies owed. Ken Wood along with John Boller explained the different avenues that could be taken to collect the monies.

Next items were the rust spots on the Gulf front balconies and rusted pipe hangers in the garage area. These items will have to be completed by a contractor. GSR will get quotes on these items and submit them to the board for consideration.

Discussion:
Ken Wood stated that this could be some of the drain issues that unit 105 has been having. Most of the metal hangers are broken and not holding the PVC pipes. Painting them will not do any good at this point; they would have to be replaced.

Next item, the need for a hurricane clean-up contractor. This contractor requires a signed contract from the board to be authorized to perform duties such as securing the building and making sure it is structurally sound and safe to continue clean-up after a major storm. A company that was used as an example was C-Sharpe.

Discussion: questions were asked if the association would have to pay a fee for signing the contract. John Boller stated that there was not a fee unless there was a disaster in which the services were needed. The benefit of this relationship would be that the association would not have to shop for a company at the time of the disaster because one would already be in place to handle the problems.

Next item the budget was then presented to the owners in a hand out format. John Boller went through each line item and explained the budget.

Discussion: increase in flood insurance, property insurance, keeping fees the same and special assessments for insurance for this year and next year based on current information. A payment plan for the assessment was brought by Ken Wood that would either be paid in a lump sum before November 1st or spread out on 9 months. Motion was made to accept the budget by Rick Helmick and seconded by Joe Bishoff. All were in favor no opposed.

Ken Wood asked if there were any questions about the assessment pay plan. There were question on how this would be done. Ken said that the assessment was due by November 1 and would be delinquent June 30th. Owners would get a discount if their assessment was paid in full by January 15th. John Boller will get with Crowe Shields and Bailey on the payment plan numbers. The board will inform the owners of the payment amount.

Next the election of officers. Ken Wood was elected for a 3 year term along with Bill Roberts. Doug Sherrod was elected as treasurer for a 1 year term. A motion was made and seconded.

The new board for the 2008-2009 is as follows:
President- Ken Wood, 3 year term
V-Pres- Bill Roberts, 3 year term
Secretary- Charles Rice, 2 year term
Treasurer- Doug Sherrod, 1 year term
Board- Joe Bishoff, 2 year term
Board- Jody Wolff, 1 year term

Meeting adjourned

Agenda for Oct 2008 meeting

1. Motion to start meeting

2. Discussion about all of the work and insurance covered during 2008 – Ken and Kerry

a. Leak Issues for 01 and 05 columns:-

I. Sealed Windows on East and West and North
II. Sealed East Wall

b. Repair rooms damaged by water leaks - Completed

i. 805 guest bedroom –ceiling, Drywall and paint, Scrape, mud and texture ceiling, Kiel water stains and paint
j. 601 master bedroom window seal and paint around the area, master 15X15 cut out above shower, Drywall and paint,Mud, sand, re-caulk and paint window sill
k. 604 Master bath shower sw corner water stain –dry paint Kiel ceiling and paint wall
l. 605 kitchen nw corner ceiling water spot paint Kiel ceiling in kitchen
m. 501 smells -guest bedroom - SE corner water preeld,window seal damp still,carpet pulled up no pad dry now , blinds taken down - Dining room - above windows paint peeled-dry, Carpet, dry wall,paint, replace any damaged items Mud, sand plus re-plaster ceiling SE corner. Mud, sand and re-paint window and under window & SE corner wall. Left ½ gallon of touch-up paint. Install carpet pad in middle room
n. 401 smells guest - under window carpet damp, around winodw seal paint peeling bubbling paint and carpet Mud, sand and paint around window
o. 404 NE corner of bunk bed ceiling water stain paint Kiel ceiling
p. 301 guest bedroom - SE bottom wall water stains paint and drywall Scrape, mud, sand, orange pill and paint window
q. 305 sw corner ceiling on master bedrrom and guest windiw seal bottom left corner drywall and paint Kiel ceiling,Scrape, drape, sand, mud, orange pill, caulk and paint window
r. 201 master bedroom north wall under window stain and carpet wet and Dining room window seal carpet, dry wall,paint, replace any damaged items Kiel paint, sand, mud and paint in master bedroom. Paint, sand, mud and re-caulk dining room
s. 205 smells - master bedroom clost ceiling, guest room window seal left SE Paint Kiel ceiling in master bedroom closet, re-paint ,Micro ban,Sand, Mud, orange pill and paint window
t. 101 master bedrrom water on window seal bottom stains. Guest paint peeling below window, dining room window seal paint peeling drywall and paint Kiel paint and re-caulk window sill.,Scrape, mud, sand, orange pill middle bedroom, dining room and paint
u. 105 guest SE side water stain damp and SE corner of ceiling, Kitchen SE corner ceiling above cupboard , dining room window water seal and damp all around. drywall and paint Scrape, mud, sand and paint



c. Tiled Lobby Floors

d. Garbage container

i. Moving to West side of building (last spot near road)
j. Added new wood fence to old spot

e. Reattach power to Parking Lot lights on East side

i. All parking lights work

f. Replacement of Lights and Plugs on balcony

i. All lights and plugs on balcony replaced and working properly

g. Add extension to Sand fence over dunes

h. Elevator -

ii. New stainless base added

iii. Refurbished area in shaft to stop rust

iv. Added new tile

v. Add new pump to remove water from shaft

i. Re-hanging Gates in hallways -Thanks Rick Hemlick

j. Pool Heater -

ii. Pool heater will be running all year long at 82 degrees during cool months then off during warm months.

iii. Lock added to control usage

k. Lounge chairs –

i. The coral straps faded so we are re strapping to the green color.

l. Insurance for 2008 and 2009 paid since last meeting – Next insurance payment is July 2009.

3. Foreclosures in Complex – Room 604 and 203 has been foreclosed on this year. -Ken

4. Items on list for discussion and past to next Board: -Ken

a. Rust on Ocean front of building –

i. I would suggest next year discussing options

b. Next work day paint the lower level by the pool.

c. Seal North and West walls

i. I would suggest adding $20,000 for west wall sealing
j. I would suggest next year discussing North Wall

d. Hangers in Underground parking.

i. I would suggest adding money to assessment to correct hanger issue – I think it might be causing some of the sewage back-up on lower levels. Add $5,000 to assessment amount

e. Need to get a contract with someone local for Hurricane Clean-up

5. Need to discuss budget – John B. and Ken

a. I would suggest not changing budget

6. Need to discuss payment of insurance and work –John B. and Ken

a. Reminder of assessment over last 3 years

i. Ivan- 2005

1. Single - $4300

2. Double - $6200

ii. Katrina – 2006

1. Single - $4300

2. Double - $6200

iii. Insurance Payment -2007

1. Single -$4000

2. Double $5800

3. Increased assoc. fees

iv. Insurance and work on complex -2008

1. NO assessment or fee increase- actual one extra monthly payment

v. Insurance 2009 and 2010 and work on Complex

1. Need 160,000 dollars

7. Elect new Board members – VP Bill Roberts and Pres. Ken Wood terms have expired. Randy Engels no longer owns unit in complex.

8. Meeting adjourned

9. New Board meets elects new President