2009 Association meeting

Board of Directors Meeting prior Association meeting

October 17, 2009

Attendance:

Ken Wood – President, unit 704

Bill Roberts- V-President, unit 501

Charles Rice- Secretary, units 301&302

Joe Bishoff- Treasurer, unit 105

Jody Wolf- Director, unit 303

John Boller- President, Gulf Shores Rentals, Inc.

Kerry Ingram- Association Manager, Gulf Shores Rentals, Inc.

Meeting was called to order at 2:11 p.m. by President Ken Wood.

The proxies were counted and there was enough to hold the annual meeting with the proxies and the members present.  John Boller mentioned that one proxy had a note they were turning over their unit to there mortgage company as soon as possible.  Jody Wolf asked about the procedures the board took to recover money from foreclosed units. John Boller explained that in the event of a foreclosure the mortgage company was responsible for six months past dues.

Ken Wood went through the agenda for the annual meeting. The proposed budget for 2010 along with the year to date income and expenses for were reviewed. Flood and property insurance coverage was discussed. Building Maintenance for 2009 was high verses the expected 2010 year due to the projects completed.  There are other projects like the pool ladders and health department code requirements to be completed. The Board discussed raising the dues to include the total estimated insurance cost or leaving the dues the same and having an insurance assessment. The Board of Directors views are the dues should stay the about the same and have an insurance assessment in the spring. 

The Board discussed wireless for the complex. John Boller and Joe Bishoff added comments about the different companies.

Wood discussed security for the complex and charging for parking passes to help off set the cost. Board decided to discuss in the annual meeting. 

Wood adjourned meeting.

Tropic Isle Condominium

2009 Annual Meeting

October 17, 2009

2009 Board Member Attendees:

President- Ken Wood

Vice Pres- Bill Roberts

Treasurer- Joe Bishoff

Secretary- Charles Rice

Director- Jody Wolf

Management Company: Gulf Shores Rentals, Inc.

President- John Boller

Association Manager- Kerry Ingram

After qualifying the proxies and attendance the meeting was called to order by President Ken Wood.  A total of 69% of the Owners were represented either in person or by proxy. Wood welcomed everyone and recognized new owners and introduced the Board of Directors.

Wood asked if everyone had a copy of the minutes from the last meeting. Joe Bishoff made the motion to waive the reading of the minutes and that they be approved as presented.  Bill Roberts seconded the motion.  All approved motion passed.

Wood presented the Presidents report to the members, a look back at 2009 year. The repairs to the exterior of the building and the repair to the 05 units were discussed. Only a couple of units are not finished. Wood reported that the complex was in good shape and that he would keep everyone up to date on any repairs that will come up.

John Boller was asked to present the Financial Statements. Boller reviewed the balance statement along with income and expenses for the year.  Joe Bishoff asked Boller about the pool regulations set forth by the BC Health Department. The pool ladders will have to be replaced but the fence for separating the kiddy pool from the pool was not going to be required now. The fence requirement has been extended for 3 years. The sand filter was not working correctly and is in the process of being replaced.  Wood asked if there were any more questions or comments. An Owner made a comment the elevator was working very good these days.  Wood asked that a rubber mat be purchased and placed in the cab of the elevator. Boller confirmed the request.

Wood asked members and the board to review the 2010 budget. Wood requested that Boller present the 2010 budget. Boller reviewed the two options.  Option one includes an insurance assessment with the monthly dues remaining the same.  Option two includes the estimated full cost of the insurance in the budget with an increase in the monthly dues.  Boller reviewed other items and asked if there were any question. Wood asked for a discussion. Raising dues or leaving them as they are and having a special assessment.  Many members voiced their opinions.

Candi Blackwell unit 206 asked about a discussion of the insurance and the trend. Boller stated that some agents are suggesting to budget a 5-10% increase.  Others are hoping for no increase due to no storms so far this season.  The member’s consensus was that the monthly dues remain lower or the same and have an insurance assessment in the spring.  The Board agreed and stated they would discuss and approve a final budget.

Ken Wood brought to the floor the issue of security of the property and the Association charging for parking passes. This was discussed at length, but the members and the board did not feel either was necessary at this time.

Wireless internet access for the complex was discussed. Most all members agreed it was of interest and was needed for the building.  It was asked that John Boller and Joe Bishoff check into this service and pricing from various companies.  The Board will keep members updated on the progress of this item.

Election of two Directors:

Jody Wolf and Doug Sherrod positions were a 1 year term and are expiring.  The election is for two positions for two year terms.  After discussion, Joe Bishoff nominated Jody Wolf and Candi Blackwell for three year terms. Hearing no other nominations, Joe Bishoff made a motion to close nominations and elect Wolf and Blackwell by acclamation.  Charles Rice seconded the motion and motion passed.

Hearing no other business Wood adjourned the meeting at 4:22 p.m.

Board meeting afterwards for election of officers.

2009

Board of Directors Meeting after Association meeting

October 17, 2009

Meeting called to order at 4:30pm.

The following slate of officers was presented and discussed:

President- Ken Wood

Vice Pres- Bill Roberts

Treasurer- Candi Blackwell

Secretary- Charles Rice

Director- Joe Bishoff

Director- Jody Wolf

Joe Bishoff made the motion to approve the slate of officers, Bill Roberts seconded the motion and it carried.

Ken Wood talked about increasing monthly dues by a small amount to increase the reserve fund. Numbers will be looked at and emails will be sent out with proposals.

Wireless internet for the complex; there was enough interest in the subject at the annual meeting that the Board request that John Boller and Joe Bishoff to check into this, and get back to them.

Ken encouraged the board to keep in touch with emails and with problems or comments about the complex.

Meeting adjourned.

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

Status as of June 5th 2008

All,

We have the old garbage container area ready to use for storage and we have added an wooden gate with lock. The owners can start using this area to store Beach or other items during their stay at the complex. Once you leave please remove your items from this area.

I used this area during the Memorial Day week with my family and we were able to store 4 families - chairs, umbrellas, boogie boars, and floats without any problem. So, even if we have a couple families down at the same time you should have plenty of room.

I have also added a Weber charcoal grille 22 inch to the storage area for owners to use to grille during windy, rainy, or if the complex grilles are being used. I just cooked in front of the storage area and used some of the white plastic chairs. The sprinklers will come on about 6am and 7pm each day. So, please make sure to store items away from the front gate because water sprays inside the storage area.

The code for the lock is 0433 and we entering the last 3 push the lock in and then it should open up

Status as of Jan. 18th 2008

Status of work completed after COA meeting

Leak Issues for 01 and 05 columns:-Completed
Sealed Windows on East and West
Sealed East Wall
Current no leaks found with work
Repair rooms damaged by water leaks - Completed
See info below
Lobby Floors - Completed
Tile floors
Need to replace a few on 6th floor
Updated Elevator tile
Garbage container - Completed
Moving to West side of building (last spot near road)
Added new wood fence to old spot
COA –needs to discuss what do with spot
Reattach power to Parking Lot lights on East side -Completed
All parking lights work
Replacement of Lights and Plugs on balcony -Completed
All lights and plugs on balcony replaced and working properly
Need to caulk around light
Add extension to Sand fence over dunes-Completed
Elevator -Completed
New stainless base added
Refurbished area in shaft to stop rust
Added new tile
Add new pump to remove water from shaft
Re-hanging Gates in hallways –Work in Progress
Not all gates have been rehung waiting on plastic hinges to replace rust metal hinges.
Pool Heater - Completed
Pool heater will be running all year long at 82 degrees during cool months then off during warm months.
Lock added to control usage
Re strap Lounge chairs – Work in Progress
The coral straps faded so we are re strapping to the green color.

Items on list for discussion:

Rust on Ocean front of building
Next work day paint the lower level by the pool.
Seal Windows on North side of building
Seal North and West walls
Hangers in Underground parking.
Discuss what to do with new storage place created by move of garbage can.
Need to touch up walls after tile work in lobbies



Work completed in each room:
Room
Status
Work to be done:
Actual Dec. 30th 2008
805
guest bedroom -ceiling
Drywall and paint
Scrape, mud and texture ceiling,Kiel water stains and paint
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
604
Master bath shower sw corner water stain -dry
paint
Kiel ceiling and paint wall
605
kitchen nw corner ceiling water spot
paint
Kiel ceiling in kitchen
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
401
smells guest - under window carpet damp, around winodw seal paint peeling bubbling
paint and carpet
Mud, sand and paint around window
404
NE corner of bunk bed ceiling water stain
paint
Kiel ceiling
301
guest bedroom - SE bottom wall water stains
paint and drywall
Scrape, mud, sand, orange pill and paint window
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
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
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
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 windowsill.,Scrape, mud, sand, orange pill middle bedroom, dining room and paint
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

Oct. 23rd Status

Highlights from Association meeting:

Barely had enough members in attendance and proxies to conduct business.
Budget – Monthly dues will stay the same
We have paid the insurance from our cash account $61,000
We have around $7000 in cash and $24,000 in reserve
Approved- Assessment to all members of One month dues instead of increase- due April. Two 410 and one 285
Board of Directors
Added Larry Rice (301) and Joe B. (105 re upped) to Board for three years
Ken Wood (804 pres.), Bill Roberts (501 V Pres.), Joe B. (105 Treas.) , and Lary Rice ( 301 Sec). Other Board Directors - Randy Engel and Jody Wolf.
Leak Issues for 01 and 05 columns:
Re Patching East Wall
Adding Gutters and re chalking all West and East walls
Correct all inside leak damage
Line of credit for work -est. $30,000
Lobby Floors
Tile floors
Checking into cost for each balcony –if owners would like to have their balcony tiled
Update Elevator tile
Need another estimate before work will be approved
Line of credit for work –est. $18,000
Garbage container
Moving to West side of building (last spot near road)
Need to verify with Sunbelt before move.
Change area of current garbage container to bike parking or make it owner storage with combo lock.
No major cost
Reattach power to Parking Lot lights on East side
No major cost
Internet for Complex
The association isn’t going to invest in any internet service for complex.
Internet service will be left to each owner.
Replacement of Lights and Plugs on balcony
Approved replacement of lights and plugs on balcony
Line of credit for work - $4,000
Rust on Ocean front of building
Same as other buildings in area
Next work day paint the lower level by the pool.
No plans to address issue
Hangers in Underground parking.
No plans to address
Small issues
Locked Heat on pool -completed
Corrected skimmer top flipping over by pool -completed
Need to re strap the coral lounge chairs to green because of some type of dis coloring issue
Touch up all lobby walls – completed
Increase sand fence to over dunes
Need to drain outside shower water better – make holes in deck to allow water to drain?

Information reminders

All Association members,

Please don’t forget the annual meeting on Oct. 20th:

“The annual membership meeting of the Tropic Isles Condominium Owners Association, Inc. will be held Saturday, October 20, at 3:00 P.M. The meeting will be held in the La Quinta Inn, 213 West Fort Morgan Road, Gulf Shores, Alabama.”

Agenda:
1. Budget
a. Assessment vs increase in Dues
b. Insurance renewal
2. Elect two new Board Members
3. Outstanding Issues with Complex – need to add money to budget?
a. Water leaks outside wall columns 01 and 05
b. Rust streaks on Front of Complex (oceanfront)
c. Lobby Floors
d. Wood Deck and Shower -
e. Moving Dumpster from under building


The Insurance renewal for this year should be completed by the end of the week. The new rate should be around $61,000(total) down from the $191,000 (total) last year. Big Thanks to Bill Roberts for working the insurance companies…


***Cancelling Work Day on Oct. 20th***
The Product for the floors will not work with our situation.
Thanks to everyone who had planned on attending the work day.

Update Sept. 18th

Current Status:

COA meeting is scheduled for October 20, 2007 at 3PM.

The location is the LaQuinta Inn at 213 West Fort Morgan Road , Gulf Shores

* I would like to try to schedule a clean-up day prior to the meeting. I'm working on getting the material needed to paint the floors. The material takes about 30 minutes to dry. All we need to do is use a paint roller and roll the floors then keep everyone off the floors for 30 minutes. If we had 16 people (2 per floor). I believe that if we started at 9:00 the whole process would be finished by 11:00. This would be the last large project on the COA list to complete. Then we would be back to maintenance and start preparing for any large out sourced projects (like painting ocean front of the complex).

To accomplish this task --it will be very important to have at least 16 people available to roll the floors. I will get the floors prepared and I will cut-in the floors so the process can be quick and not disturb guest. One item - I will be removing all floor mats in the lobby so if you want to keep your mat please have it removed from lobby for at least two weeks before and after application.


Items that still need to be addressed:

1. Painting Lobby Floors
2. Wireless for complex
3. Painting Front of building rust streaks
4. Budget for 2008 - Need insurance figures to complete
5. Insurance for 2008 -change in amounts still no word
6. Moving Trash bins


* The Association in the past has never addressed late COA dues or assessments but with the depending Insurance fees we will be forced to send letters about liens on property until all payments have been received by the COA. I believe this will be the first time the Association has taken this action but we need to have all outstanding payments paid to try to avoid another assessment.