THE OGPOA PROPERTY OWNERS ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
April 6, 2019
A meeting of the Board of Directors for The Ocean Gallery Property Owners Association, Inc. was held this date and time in the Clubhouse of the Ocean Gallery, 4600 A1A South, St. Augustine, FL 32080.
President Belz called the Board of Directors meeting to order at 10:00 a.m.
Call to Order:
Proof of Notice:
Notice of the meeting was posted on all official bulletin boards of the association, on the website and on Channel 8001 in accordance with the FS720 on March 29, 2019.
Approval of Minutes:
The minutes of the last meeting were previously distributed to the board. A motion was made by John Heyer and seconded by Les Stoklosa to approve the minutes as presented. All were in favor and the motion passed unanimously. See Exhibit A.
Brandi Noegel reviewed the March financial reports for the audience. Brandi advised that the new accountant has prepared the financial reports differently than previous bookkeepers and the are some changes that need to be made. It was decided that the financial statements presentation should remain consistent with the budgeting format categories. See Exhibit c.
Real Estate Report:
Carmen gave a brief summary of Sales activity for the year to date. Se attached Exhibit E.
ARC report – Sam Price gave a report for the ARC. The committee has been reviewing all the documents and is planning on coming up with an ARC Resource Notebook. This is to make many things simpler, such as an owner modification request. Ig is hoped that ah committee will have a rough draft of the Resource Notebook available by August.
Rental Department Report:
The year is off to a good start in the Rental office. After a great winter season, our 2020 winter season is already off and running. See Exhibit F.
General Manager’s Report:
Scott Simmons gave a report (See exhibit F) with items of interest being delivery of mulch for OGPOA next week, implementation of the $10 increase in Lease Approval fees, pending tennis court crack repairs, repairs made to aging golf carts, clarification of non-native vegetation in the dunes. Jack Osgard made a motion to approve the removal of the Brazilian Peppers that are invasive near the dunes. Kathy Wiles seconded the motion. Jack revised his motion to include any invasive vegetation not to exceed $6500.00 for the work. President Belz asked about the overgrown palm trees out in the dunes. Scott advised that he will work with the contractor to remove any invasive vegetation possible within the three days not to exceed $6500.00. All were in favor and the motion passed.
The board discussed the proposal presented by Trimac for Island 8. The board suggested having Scott put together a cost plan to do the job in-house and also to try to get another landscape company give a proposal. John Heyer commented that it is known that Trimac guarantees their plants. A motion was made by Les Stoklosa to go ahead and approve the proposal. With no second, Les then made a motion to try another vendor. Jack Osgard made a motion to approve up an amount up to $9000 to make Island 8 look like the other islands, doing it the best way and with the President’s approval. Kathy Wiles seconded the motion. John Heyer amended Jack’s motion to go ahead with the landscaper that did the other islands. Brandi Noegel seconded the amended motion.
To avoid any confusion, the motion was started over – John Heyer made a motion to spend up to $9000 to have Trimac finish Island 8 as proposed with a completion date in April. Les Stoklosa seconded this motion and with all in favor, the motion passed. See Exhibit D.
Fannie Mae loan requirements – This was brought up by Carmen at the last OGPOA meeting. After Mr. Belz and Scott had a meeting with Carmen and a banker, slight adjustments can be made in the language that will allow loans to be approved.
Reserve Study – based on the review of the Reserve components, there is more than sufficient funds in the OGPOA for all components, including Paving. Scott was directed to get additional information on the scope, timing and cost of paving.
Carolyn asked for an update on golf carts. Scott advised that we do cannibalize parts as much as possible and when there is no more life, old carts are finally taken to the landfill.
Anne Belz asked about a possible method to know about contractors that are doing major renovations. Scott will work on establishing procedures to improve control over condo interior renovations, particularly those that affect the structural integrity (walls, rafters, etc.)
Internet Provide Update – Kathy Wiles gave an update of the research so far. See Exhibit G
The Premier Properties contract was discussed and is up for renewal. The contract is recommending a 5-year period. Kathy Wiles made a motion to alter the exiting contract to one year. Carolyn Harbourt seconded the motion. After discussion, a vote was taken and the motion passed unanimously. The contract will e reviewed with our CPA to determine the most efficient and proper way to account for and manage the contract.
An owner request was received to hold Yoga classes in the Clubhouse several times a week going forward, with this owner charging for the classes. See Exhibit H. This is not an OGP-sponsored event. Scott advised that the winter rental Yoga classes are well attended by owners as well as guests. Kathy Wiles made a motion that with regard to events booked in the clubhouse. as long as an activity is free and open, there will be no charge for the use of the Clubhouse. In the event that the participants are charged a fee, Clubhouse rent must be paid. John Heyer seconded the motion and with all in favor, the motion passed.
The Owner’s Social is this afternoon from 4-6pm. Owners are asked to bring an appetizer to share.
With no other business to discuss, a motion was made by Les Stoklosa and seconded by Kathy Wiles to adjourn and with all in favor the meeting adjourned at 11:55am.
Les Stoklosa, Secretary
Prepared for the board by Prop Mgmt