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

LETTER FROM THE VICE PRESIDENT

Dear Pelican Point neighbors,

Those of you that were at the last board of directors meeting know that most of the board voted to start the conversion of the office into a fitness center.With all due respect I feel that before we start another project we need to finish a couple other projects we have been kicking around for months.

1) The completion of the breeze way planter project

2) The replacement of the garbage chute room doors

Doesn’t it make sense to get these two projects done and over before we take on another? If you agree with me please let your board members know your feelings.

George Koury, Vice President

MINUTES

MINUTES FOR JULY 28, 2009

Scheduled Board Meeting

Directors present: Colette Sellers, Constance Stumin, George Koury, Shawn Griffith and Doug Myers after 7:10 p.m. Ed Buttner from 6:30 p.m. to 7:40 p.m.

Motion: To approve the Minutes of June 16, 2009 and post to the PP BLOG.
Made by: Constance Stumin
Seconded by: Shawn GriffithVote:
Approved unanimously

Motion: To hire Ed Shafer at a cost of no more than $15,000. The Building committee will request a commitment from Ed Shafer to make as many site visits as deemed necessary by the Committee.
Made by: George Koury
Seconded by: Doug Myers
Vote: Approved 4-2 with Shawn Griffith and Constance Stumin voting NO.

Motion: To levy a special assessment on the Membership to pay for the installation of the new roof for Pelican Point building in the amount of $2,400 to be paid in three installments of $800 each. The installments will be due and payable on August 17, September 15 and October 15 of 2009. Any unused roof assessment funds will be returned to the unit owners.
Made by: George Koury
Seconded by: Doug Myers
Vote: Approved unanimously

Motion: To adjourn at 8:30 p.m. and re-meet on August 18, 2009 at 6:30 p.m.
Made by: Constance Stumin
Seconded by: Doug Myers
Vote: Approved unanimously

LETTER FROM THE PRESIDENT

August 21, 2009

The BLOG address is: pelicanbrief1901.blogspot.com

The Building Painting Project is complete. The Board and Property Manager thank you all for your patience, cooperation and diligence during the project, that due to unusual weather this winter, took more than seven months to complete. Many Owners, Residents and REALTORS have complimented the new look of our buildings.

The Roof Replacement Project is underway. A majority of Owners have paid their first installment of the Special Assessment, which is now due. We are meeting with the Architect this week. The contractor’s work is expected to begin as soon as the danger of storm season is over.

Although some issues must be resolved related to the new floors on the West Walkways; the deck coating will provide a low maintenance, more attractive entrance to our condo homes. As a reminder, No items are to be stored in the A/C rooms or the maintenance rooms to allow adequate access to utility and telephone personnel. Also, the common Walkways need to be clear for safety and aesthetic reasons. Furniture and beach items clutter the Walkways, causing inconvenience and safety hazards.

The 13th Floor Planters have been rehabilitated by our landscape company. That floor will serve as a test and a model for the other floors. We will do most of the planting in-house where ever needed. We appreciate the time and investments that one third of the Owners have made in beautifying the planters on their floors. We will concentrate on refurbishing the 65 empty or partially planted beds, so that all Owners and Residents can be proud of their “front lawns”. Linda Smith, an Owner/Resident who has helped us with the lobby plants in the past, will take care of the planters, with assistance from our Maintenance Staff and our Landscaper.

Storm season has started. This week the other “Bill” will bring waves, and probably rain; but we are being spared. The Board reminds you that if you still have your original windows and doors; it is your responsibility to seal between the frames and glass to prevent water intrusion. On the Oceanfront, it is recommended that they be sealed every three years. Bill has the name of a vendor who has sealed [caulked] windows and doors for a number of Owners. Also, note that the Use Restrictions of Pelican Point’s Documents specify that Owners shall periodically run their air conditioning system at 78 degrees Fahrenheit, to minimize humidity and mildew within the Unit – especially during and after a Storm.

If you purchased new windows and doors within the past two years, you must be sure that they have been installed properly. Even small openings must be sealed to prevent water intrusion. The painters sealed between the stucco and the window frames; which is expected to reduce water intrusion.

If your Unit is damaged from a storm, notify the Property Manager immediately. The Association must be given the option to repair components that are our responsibility, to prevent mold and to control the cost. Replacing drywall is included. However, paint, tile or any other wall coverings or floor coverings are not the Association’s responsibility.

Our Manager, the Building Committee and the Board are moving forward with projects that are crucial for the preservation of our systems and amenities. The Roof repair is the first priority. Kitchen drain cleaning, several spot-repairs in the Garage and planter rejuvenation are in progress. However, the Building Committee recommended that the major Garage repairs be rescheduled for early 2011; mainly due to the economic reality that many of our Owners are facing.

Financial News:
The Paint Contractor has been fully paid and the project was completed well under Budget. Our Operating Budget has a favorable variance, mainly due to a reduction in our insurance premium and lower than expected Staff costs. Our Condo Documents are available on the Clerk of the Court web site, Official Records 14421, page 1043.

Our Manager, the Finance Committee and the Board have continued to work with legal council to sustain income, by taking firm legal action against several owners who are delinquent. We have recouped some delinquent funds and expect to control further losses. As Members in good standing, we ask you to respect every Member’s privacy and reputation.

Membership:
We would like to welcome new Members and say good bye to those who are leaving. One fourth of our Members have returned The Owner Survey. We will release results at the General Membership Meeting, on September 22, 2009. If you see items that need to be repaired or cleaned, Ron would appreciate that you complete a Work Order and insert it in his mailbox outside the Pump Room.

Dr. & Mrs. Carrasquillo have donated the very nice patio table and chairs that are in the pool area and Dr. & Mrs. Nezami gave us the beautiful armoire that is in the club room. We thank them all.

We are still using the Rules that were established in 2002. The most important rule to guide us to be good Neighbors is: The Golden Rule. If you are selling your unit, please be sure your REALTOR and the prospective owners know our policies regarding not moving Association pipes and adding an effective sound barrier below new floor tile. We do not allow moving furniture or renovating a unit on weekends or Holidays. The Manager must be notified to get permission to schedule these events and to reserve an elevator. Remember, only Small Dogs are allowed at Pelican Point. Picking up after your dog is expected.

Please report to the Manager and the Board any annoying or disturbing incidents. If you see or hear any thing that could be criminal or dangerous, we urge you to: Call 911! Please be vigilant about closing the doors and not allowing people in the Building.

If you have not submitted your e-mail address, please do. We can save several hundred dollars mailing expense per year. We do keep e-mail addresses confidential.

Board:
Three seated Board Members have volunteered for next year’s Board, George Koury, Doug Myers and Colette Sellers. Philip Lynch also will serve on the Board. Our other current Board Members have helped the Association accomplish so much this past eleven months. We thank Constance Stumin, Shawn Griffith and Ed Buttner for their dedication and fantastic service and we hope they will continue to assist the next Board with their energy, experience and talents.

Currently, the best method of communications is a phone call or e-mail to our Manager: Bill Stefanowitz (904)241-7206. Please send us your e-mail if you have not already, to Bill, at: inc7318@bellsouth.net.

Directors of the Board are:
Colette Sellers, President 241-9992 George Koury, Vice. Pres. 537-8960
Ed Buttner, Treasurer 281-0080 Constance Stumin, Sect’y. 241-9088
Shawn Griffith, Director 545-4993 Doug Myers, Director 389-6114

MANAGER’S REPORT

July 28, 2009

Units for sale

#603 $379,000 #1202 $375,000 #1801 $399,000
#806 $550,000 #1303 $455,000 #1806 $679,000
#1002 Contract #1306 $575,000
#1005 $365,000 #1404 $359,000

Units for rent

#205 #305 #1006 #1602

Administration

1. The date for the annual membership meeting has be set for September 22, 2009.
The first notice was mailed on 7/24/2009. Directors need to sign a statement
within 90 days of being elected that they read and understand the association’s
governing documents and pertinent statutes.

2. Another unit (#502) is a candidate for lien. Account turned over to attorney for
collection.

3. Recommend that the water leak issue be looked at by the Building Committee
and a process / procedure be initiated. ie. when a unit owner’s leaking pipes
damage the units below vs. when the pipe the association is responsible for
cause damage.

4. The reserve section of the next budget should attract close scrutiny. A reserve
study is needed OR proxy asking for less than full funding of reserves. Other
proxy issues need to be decided, for example, any amendments to the govern-
ing documents.

Building and property

1. There were several water leaks recently. Pin-hole size leaks in main supply line
of unit #1305 and #1103. This is the association’s responsibility. A leak in the
wall between the bathrooms in unit #1701. This is the owner’s responsibility.

2. The floor scrubber is a welcomed addition and works well although it cannot get
into corners and tight spots.

3. Lee & Cates installed 4 new glass panels in the east and west lobby areas. We
will be replacing fogged and etched glass a little at a time.

4. The valves and piping in the pool make-up tank and filtering package were renovated. This section had not been used for ten years for reasons unknown.

5. Four units are being renovated / remodeled: #1106 bathrooms and kitchen;
#1203 complete remodel; #1702 complete remodel; #1305 tile throughout and
limited kitchen remodel. Unit #704 was replumbed after recent leak in kitchen.