CORAL CREEK ANGLERS CLUB OWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING MONDAY, NOVEMBER 28, 2016 The duly noticed Board of Directors meeting for the Coral Creek Anglers Club Owners Association, Inc. was held on Monday, November 28, 2016. The meeting was called to order at 2:00 p.m. Directors Roger Harris and Gordon Schiff were present in person and Director Betsy Fitter was present via conference call. Also present in person were owners April Schiff and Ron Cooper and Association Managers Tim Freeman and Dianne Beymer. Owners Jim and Sue Abbott and Barry and Ann Breckon as well as Erin Plautz of SilverCrested Management were present via conference call. A quorum of the Board of Directors was present so the meeting could proceed. MINUTES MOTION was made by Gordon Schiff to defer consideration of the draft minutes presented by the property manager because they contain inaccuracies and errors and are incomplete and to direct the property manager to re-draft the minutes to accurately reflect the October 24, 2016 board meeting and to bring the revised draft minutes to the next board meeting. There was no second, therefore, the motion failed. Gordon Schiff requested future meetings be recorded, but then said it is a moot issue since the new manager is coming on board and the minutes will be done accurately. Sue Abbott commented that minutes are a history of the Board s actions. Betsy Fitter remarked that minutes are not meant to be verbatim; all that s required to be recorded by Florida Statutes are votes taken Anglers minutes include more than is required. Gordon Schiff said he has no doubt SilverCrested will do a good job with minutes; Grande Property Services has not. On a MOTION by Roger Harris, seconded by Betsy Fitter, the Board voted 2 to 1, with Gordon Schiff dissenting, to approve the minutes of the October 24, 2016 Board of Directors Meeting. FINANCIAL REPORT Roger Harris reported that the bank accounts, check register and Trial Balance reconcile. Lawn pest control and repairs and maintenance are slightly over budget. As of the date of the meeting, three members are delinquent for 4 th quarter. Gordon Schiff stated members do not receive financial reports, only Board members do. Mr. Schiff commented there is an ongoing issue regarding the waiving of fees related to the sale of Unit 110. He reviewed a copy of an estoppel certificate dated 3/22/16, which showed an amount due of $10,453.94. A subsequent estoppel certificate dated 4/14/16 showed the balance due as $3,482.16. (Both estoppel certificates attached.) Per Association records in May, Bad Debt expense went from $.61 to $6,101.90. Mr. Schiff claims this was an unlawful waiving of fees. Betsy Fitter explained the history of the situation: no one was paying dues neither the owner nor the bank and the unit was in disrepair and getting worse. It made sense to write off the past-due fees in order to facilitate the sale and get a paying owner in the unit. Schiff said the reduction of the amount due between the 3/22/16 estoppel and 4/15/16 was very, very wrong. Anglers Club at Boca Grande Board Minutes of 11/28/16 Page 1
Betsy Fitter said the sale was originally presented as a deed in lieu of foreclosure, which requires the seller to pay assessments one year back from the date of sale. At the last minute, it was changed to a short sale and the bank would only pay one year back or the sale would have fallen through and the arrearage would have continued. No further explanation is forthcoming. Gordon Schiff said it was not a deed in lieu of foreclosure, but a warranty deed. Mr. Schiff wants to know who authorized the assessment amount and presented both estoppel certificates for the record (attached). Betsy Fitter stated it was done to try to move the property forward and the 2015 Board agreed to accept one year of assessments the status change from deed in lieu to short sale was communicated shortly before the closing. Mr. Schiff and Jim Abbott said a claim to either the Association s D&O carrier or property manager s insurance company should be filed. Tim Freeman said he was notified in July, 2015 that unit was going into foreclosure. Both the bank and owner told management it would be deed in lieu of foreclosure and the Association would receive assessments due one year back from date of sale. Management always issues estoppel certificates for the full amount due because sometimes the bank will pay it. Just prior to closing the bank said the transaction would be a short sale and they would only pay six months back and Mr. Freeman told them they would need to pay at least one year back. If the unit went to foreclosure, the Association would only get one year of back assessments. Mr. Schiff stated there was no board motion to approve this transaction. Mr. Schiff suggested that Grande Property Services should contact their insurance company to file a claim because there was no motion by the 2016 Board to waive the assessments. After one hour of discussion on this issue, Erin from SilverCrested suggested tabling this subject until more information can be provided. Gordon Schiff said Grande Property Services contract does not provide for charging of estoppel fees. Tim Freeman was asked to provide documentation for collection of estoppel fees which Mr. Schiff said the Board did not authorize. Mr. Schiff also said he has asked Mr. Freeman for a complete listing of all supervisory fees above the $2,207.50 monthly management fee collected or paid to management since 1/1/15 when Grande Property Services contract began. He requested this information be provided by 12/15/16. Property Manager Report: Mr. Freeman highlighted the Property Manger Report that had previously been distributed to the Board: Landscaping New sod was installed in front of some townhomes; trees were trimmed and mangroves trimmed and permit submitted. Landscapers can mulch in December or early January if desired by the Association. Mr. Freeman requested invoices be submitted prior to year-end to assure expense goes on this year s financials. Mr. Freeman explained this work was performed by Galvan Brothers for the same price as last year -- $1,363 for townhome area; $3,705 for common areas. The amount for tree trimming was approved two meetings ago. And the mangrove trimming cost is within budget. Mr. Freeman will email Galvan Brothers invoice to the Board when it is received. Betsy Fitter stated this is the standard amount paid for tree trimming each year, and the contract will be bid in 2017. Sue Abbott said the replacement sod did not appear to be laid properly. Tim Freeman said the sod is guaranteed, so there s no cost to the Association. Anglers Club at Boca Grande Board Minutes of 11/28/16 Page 2
Gordon Schiff suggested holding off on mulching and let the new manager bid the job. Request was submitted to DCB by Unit 132 to relocate tree at rear of home to side and replace with a smaller palm. Work was approved by the DCB and has been completed at the owner s expense. Pool Area Pool main drain gate was replaced per County requirements. Dock Area Bennett Marine has their equipment at the marina for other work and they should be able to complete Anglers work while their equipment is in the area. Mr. Freeman said Bennett s price for the work was sent to the Board via email and was authorized at an emergency meeting in July. Retention Ponds Due to a concern with a gator straying too far from the pond towards the townhome area, state trappers were called in and removed two large gators from the ponds. Gordon Schiff stated renters are feeding the gators chicken and they re losing their fear of humans. Mr. Freeman will call the gator hotline regarding additional nuisance gators. Administrative Report No violations to report. Tim Freeman was informed the license plate camera is not working. After discussion, Gordon Schiff MOVED to defer this issue to the new management company. Betsy Fitter seconded the motion and it was approved on a vote of 3 to 0. Gordon Schiff asked Tim Freeman to provide quarterly management reports for 3 rd and 4 th quarters. Mr. Freeman said he s been giving the reports monthly at Board meetings. Gordon Schiff said the elevator has not been operable since June. Mr. Schiff would like the new manager to investigate other elevator options. Tim Freeman stated that the elevator was working on his most recent inspection. Sue Abbott asked how the Welcome Committee can gain access to use the clubhouse for welcome cocktail parties. Betsy Fitter said the Committee should submit a plan to the Board and then execute the plan. Committee Reports: Audit Committee: Jim Abbott reported he continued his audit of 2016 Association financial records. NEW BUSINESS A. Racoon Issues: After discussion, Gordon Schiff recommended deferring this issue to the new manager. Anglers Club at Boca Grande Board Minutes of 11/28/16 Page 3
B. Annual Meeting: The Annual Meeting is scheduled for January 21, 2017. Erin Plautz wants to be involved in the process. She needs the agenda and notice of election prior to year-end, and all info needs to be sent to owners by the first week of January. Ms. Plautz and Tim Freeman will coordinate the transition. The agenda should include the budget, committee reports, election results. Ann Breckon commented that mail was criss-crossing between owner s northern and local addressed. April Schiff asked if Annual Meeting information can be emailed. Gordon Schiff said it can. Tim Freeman said not all owners have provided their email addresses or consent to receive notice by electronic transmission. Gordon Schiff MOVED that the Board ask SilverCrested Management to oversee the Annual Meeting mailing and Notice of Election. Betsy Fitter seconded the motion, and it passed on a vote of 3 to 0. April Schiff suggested mailing the packet earlier than two weeks prior to the meeting; if all information is ready now, why not mail sooner. Betsy Fitter asked Erin Plautz to get the Notice of Election out ASAP. Ms. Plautz said she will get the notice out now, and the packets mailed by 12/22/16. C. Transition to New Management Company: Gordon Schiff would like to transition management of the Association website to the new manager. Gordon Schiff would like to transition control of Association bank accounts to the new manager and remove the signing authority of Tim Freeman. On a MOTION by Gordon Schiff, seconded by Roger Harris, the Board agreed on a vote of 3 to 0 to endeavor to transition signing authority on Association bank accounts to SilverCrested Management Company and remove Paul T. Freeman as a signer on the accounts by 12/22/16 but no later than year-end. MOTION by Gordon Schiff, seconded by Roger Harris, to add Brandy Davenport and Erin Plautz of SilverCrested Management Company as authorized signers on Association bank accounts. Motion passed on a vote of 3 to 0. MOTION by Gordon Schiff, seconded by Roger Harris to have Grande Property Services provide all Association keys, i.e., post office box, building keys, etc., to SilverCrested Management Company. Motion passed on a vote of 3 to 0. MOTION by Gordon Schiff, seconded by Roger Harris, to require Grande Property Services to provide all Association records paper, electronic, emails prior to 12/31/16. Motion passed on a vote of 3 to 0. MOTION by Gordon Schiff, seconded by Roger Harris, to require Grande Property Services to provide a list of all persons (contractors) who have received gate codes from Grande Property Services. Motion passed on a vote of 3 to 0. Ron Cooper asked to have the construction gate code changed now that construction on his home has been completed. Gordon Schiff said that issue should be deferred to SilverCrested and they should put gate management at the top of their priorities. Sue Abbott brought up the issue of pet waste and dogs running loose in the community. Gordon Schiff said this is becoming a bigger problem, and the issue should be put on the agenda for the next meeting. Betsy Fitter said proof (pictures) is needed to send a violation letter. Gordon Schiff said proof is not necessary a verbal complaint will do. Anglers Club at Boca Grande Board Minutes of 11/28/16 Page 4
Roger Harris and Erin Plautz spent some time working on the 2017 budget. Gordon Schiff suggests they work together to fine tune the budget and have it ready for the next meeting on December 19. Roger Harris suggested the Board approve the budget, since it s a Board-approved budget and the assessment is remaining the same. Erin Plautz said members should be given 14-day notice of the meeting where the budget will be approved, which would be no later than 12/5/16. Ms. Plautz and Tim Freeman will assist Roger Harris. D. Next Meeting Date: The next regular monthly Board of Directors meeting will be held on Monday, December 19, 2016 from 2:00 p.m. until 4:00 p.m. ADJOURNMENT There being no further business to come before the Board, the meeting adjourned at 4:10 p.m. Respectfully submitted, Dianne Beymer Association Manager Anglers Club at Boca Grande Board Minutes of 11/28/16 Page 5