MANAGER’S REPORT October 12, 2009

 Units for sale or rent  
#505     $375,000                    
#305     $1,600-$1,800 furnished       
#1204   furnished  
#803     $375,000                   
#301     $2,000 furnished   
#1602   furnished  
#1005   $350,000 
#803     furnished  
#1202  $310,000
#1006  unfurnished
#1404  $299,900
#101    $1,500 unfurnished
#1806  $649,000
#1101  unfurnished
 
Administrative   
1.  As of Monday morning: 45 owners have paid in full; 34 owners have made two             installment payments; 8 have made the first installment. $170,000 approx. total  collected.  
2.  The roof bid package has been finalized.  Four companies asked to bid  on the roof replacement: Advanced Roofing; Childers;  Register & Waynes. The  pre-bid conference will be 10/20/2009 @ 10:00; The tentative bid opening will be 10/29/2009 at ALS. 
3.  Colette and Roseanne Macon reviewed approximately 40 boxes of old PPCA records and securely disposed of the files by having them shredded on site. These files were housed in the storage room and were musty and dirty.  
4.  Board meetings are being moved to back Monday evenings from the third Tuesday of the month.  
5.  The procedure and policies regarding delinquent owners is being consistently             applied.  The legal process seems to take a long time but the courts are overloaded.
6.  Quarterly P/R tax returns (3^rd qtr) have not been done as yet. Future returns and             deposits will be done electronically.    

Building and Property    
1.  Two sold units (1206 & 1801) will be renovated / remodeled.
2.  Unit #101 has been repainted and made ready for rental.  
3.   A guest / visitor auto hit the low planter wall at NE corner of the garage over the             weekend.  
4.  The “8” key on the building entry system keypad sticks. May need to replace the             keypad.  
5.   Planters in front of the elevators upgraded with new plant material all floors.  
6.   No water leaks this period.  No significant problems.  
7.   New garage door installed at the south entrance.

MINUTES October 12, 2009 at 6:30 PM

Pelican Point Condominium Association

 

MINUTES October 12, 2009 at 6:30 PM

Board of Directors’ Meeting

 

 Directors present:, Colette Sellers, George Koury, Doug Myers, Jaime Calzada, Philip Lynch

 

Motion: To approve the Minutes of the September 22, 2009 meeting and post to the PP BLOG.

Made by: George Koury
Seconded by: Doug  Myers
Vote: Approved unanimously

 Motion: To approve the concept of moving the mailboxes to the north hallway and moving

 the Manager’s office to the western side of the lobby. 

Made by: Jaime Calzada
Seconded by: Philip Lynch
Vote: Approved by 4 Directors, George Koury dissented

 

Motion: To adjourn at 8:30 PM and re-meet on November 09, 2009 at 6:30 PM.

Made by: Doug Myers
Seconded by: George Koury

Vote:  Approved unanimously

____________________________________________________________________________

Pelican Point Condominium Association

 

MINUTES November 07, 2009 at 9 AM

Board of Directors’ Meeting

 Directors present: Colette Sellers, George Koury, Doug Myers, Jaime Calzada, Philip Lynch

 

 Motion: To appoint Jaime Calzada as Secretary of the Board of directors.

Made by:  Philip Lynch
Seconded by: George Koury
Vote: Approved unanimously.

 

Motion: To approve the Minutes of the October 12, 2009 meeting and post to the PP BLOG.

Made by: Jaime Calzada
Seconded by: Doug Myers
Vote: Approved unanimously.

 

Motion: To accept the Architect’s recommendation to hire Register Roofing, the low bidder, to replace the 28 year old Roof on the main building.

Made by: George Koury 
Seconded by:   Philip Lynch 
Vote: Approved unanimously.

 

Motion: To approve commencement of a Reserve Study, contingent upon our attorney’s response regarding waiver of full funding.

Made by: George Koury
Seconded by: Philip Lynch
Vote: Approved by 4 Directors, Jaime Calzada dissented.

Note:  This motion previously was approved by the Board in the year 2006.

 

Motion: To adjourn at 10:10 AM and tentatively set next meeting, the Budget Meeting, on Monday, December 14, 2009 at 6:30 PM.

Made by: Doug Myers
Seconded by: George Koury

Vote:  Approved unanimously.

 

MANAGER’S REPORT

September 21, 2009


Units for sale or rent #505 $375,000 #1202 $310,000 short sale #1806 $649,000 #603 sold 9/21/09 #1206 contract close 9/28 #803 $375,000 #1404 $299,900 short sale #1005 $350,000 #1801 contract close 9/28

Personnel Hired Barbara Kesslar to perform janitorial work and plant care

Administrative

1. Mailouts for special assessment and annual meeting second notice and proxy done timely. Some communication being done by e-mail where possible.

2. As of 0900 Monday morning: 29 paid special assessment in full; 56 paid the first installment: 35 paid the second installment. Total collections: $142,800

3. The federal government billing is up-to-date: they owe us $16,000!

4. Unit #101 tenant moved out the end of August. Will use security deposit as partial rent for unpaid period. Unit being repainted. Purchased new washer.


5. Need to review policy on water leaks and responsibility.

6. Work begun on 2010 calendar year budget.

7. Delinquent owners – one auction scheduled for October. Another is being foreclosed by lender. Other action delayed by probate action.

Building and Property

1. South garage door needs to be replaced. Ordered same and will install when received next week.

2. Front building entrance redone with new plants and colored rock.

3. The 13^th floor planters were used as a showcase for new foliage.

4. A section of the main water supply line replaced in 203-303.

5. Units in renovation: 1002, 906, 1203 & 1401 is getting hurricane shutters.

6. Clog in 06 stack condensate drain line below #606 caused backup into unit.

7. Pull test (2^nd one) done by Soprema Co. on roof.

8. Atlas Scientific Technologies performed asbestos survey on the roof.

9. A 16 yr. old hot water heater leaked in a 6^th floor unit.

10. Tennis court fence components are rusting badly.

Letter from the President

Dear Fellow Owner:

Enclosed are: the Notice of the Budget Meeting, The Proposed Budget for Calendar Year 2010, the Schedule of Reserves and a Package for two proposed changes to the Amended and Restated Declaration of Condominium for Pelican Point.   

The Budget Committee analyzed our association’s income and expenses.  We also considered likely 2010 capital expenditures and future reserve needs.  After verification of proposed utilities rate increases and some research of insurance trends, we concluded that our monthly assessments will need to increase by 3.5% to $502.  Costs are being driven by Insurance, Utilities, Staffing, delinquencies and Reserve contributions, an estimated $471 per unit [or 94% of the $502 per unit]. 

The Board may consider alternatives before making a final decision that possibly could make a small difference in the monthly assessment amount.  However, if we approve initiating a Reserve Study and Engineering Report, we will probably find that we will need larger reserve contributions in future years.  As our building ages we will need more operating funds for repairs and maintenance. If the adopted budget proves to be inadequate, the Board may amend it or call for a special assessment.

The better news is that we think we have sufficient funds to complete the Roof Replacement Project and we do not expect to levy any special assessments during the coming year.  The ground work for the Garage Project has been completed but the project has been postponed.

We have been researching the cost and quality of accounting services by an outside company.  The cost would be offset by changing our Property Manager’s focus to maintaining and enhancing building systems and project management and oversight.  The quality of reporting by a professional management firm would be valuable for Board decisions; and owners would be able to use various payment options, including ACH and credit card.  Our collection processes would be more systematized and therefore easier to minimize.  And by reducing our Manager’s bookkeeping chores and changing his work schedule to four days a week, we would offset the cost of the service.   

We have been increasing our FTE [full time equivalent] staff hours this year from 2.0 to 2.6 and broadening the nature of staff responsibilities to better serve the needs of our owners and residents.  The salary budgets in 2009 and 2010 are lower than any year since 2002.  We have added our cleaning/plant-care lady and a part time office organizer/administrative assistant.  We now have a Jacksonville Beach Police Officer residing at Pelican Point and walking the property daily, reporting incidences to us and to his department.  We think that these additions and changes will benefit our community immediately and in future years.

We thank you for your understanding and cooperation.  Please feel free to call if you would like more information or if you want to offer suggestions. 

Very best regards,

Colette C. Sellers,

 President, Pelican Point Condominium

     For the Board of Directors