Cas Casa a Blan Blanca ca Board of Directors Meeting March 12, - PowerPoint PPT Presentation

Cas Casa a Blan Blanca ca Board of Directors Meeting March 12, 2016

Agenda Roll Call I. Call Meeting to Order - Quorum determined II. Proper Meeting Notice - Agenda has been posted in III. accordance with Florida Statutes Approval of Minutes - Feb. 27, 2016 IV. Approval of Contracts V. Introduction of Staff VI. VII. Rental Manager VIII. CAM Report Officer’s Reports IX. Old Business X. New Business XI. Survey I. XII. Set BOD Meeting Dates XIII. Comments from Owners XIV. Adjournment

Rental Manager’s Report

CAM Manager’s Report

President’s Report

Transition To Do List  Completed: (2/12 > 2/26 - day 15)  To Do: (2/27 > 3/11 - day 30)  Meeting with attorneys  BOD meeting - structure and Management co approval  Retained attorney for CBVR  Property/Rental Manager - (finalize Tom w/ Ana, Greg)  Auditor contact  Head Maintenance finalize (Tom, w/ Lighthouse)  Insurance company - policies, proposal for  Maintenance man finalize (Head Main, Tom) additional liability coverage for BOD  Rental Program Real Estate Broker (Tom)  Contacts with various Rental managers and  Financial component for Rental Program /Broker (Tom, companies, referrals, references Greg)  Interviewed 3/3 Management Companies  Employee Contracts (Tom, legal, Lthouse)  Interviewed 2/3 Rental managers Finalize additional liability/BOD (Tom)  Interviewed 3/3 cleaning companies  Office staff interviews -14 pre-screened resumes  Interviewed Head Maintenance (Donna/manager)  Contact w/ accountant for CBVR  Reservation software (manager/reservationists, Donna) ✓ Cleaning Company finalize (Ana)  Office access, keys, photos  Computers backed up Inventory - Maintenance, linens, office (photos, lists, quantities)  Bank signature cards 5/5, new account Retain (Bld/Grounds walking property next week to prioritize action items Management Co (BOD mtg) finalize contract (Tom) and will take photos in storage, maintenance areas)

Transition To Do List  To Do: (2/27 > 3/11 - day 30 ) (Cont’d.) 3/11 5:00 PM Locks, keys (locksmith)  Transfer Lighthouse from PCM - letter 3/4/16 3/12 BOD meeting - Welcome new staff, contract approval Financial Records accts, credit cards, banking info, authorized signatures Newsletter to Owners (Tom, Jan) new employee team Documents photos Contractual Information 2nd quarter maintenance payment info to owners Contractor bids (Lighthouse) Owner information- contacts, banking Audit (in depth) through March 31 (Auditor w/Treasurer) Software license transfer Computer - website, reservation software, Constant  Constant Contact membership info/access Contact, owners link  Feb Rent checks (PCM) (manager w/ domain owner and webmaster) Bank signature cards 5/5 (Tom, Ana > Donna, Greg, Review/revise staff expectations (manager) Lighthouse, manager)  TEAM Meeting 3:00 PM 3/11 new employees, BOD, CAM, rental financial/Broker - photos, organization

Financial Report

Financial Report  2016 CBA Budget  Financial statements as of February 29 th were not provided by PCM in time for this meeting

Financial Report  2016 CBVR Budget  Revenue • Final numbers as of February 29th, show revenue totaling $126,369 which is significantly over budget

Financial Report  2016 CBVR Budget (cont’d.)  Operating Expenses • Operating expenses for the same period total $105,024 also over budget, leaving an excess of revenue over expenses (surplus) in the amount of $21,345

Financial Report

Old Business

New Business

Reserve Study  Reserve Study  Two bids received • GAB Robins North America (Updated Study) – Scope of Work - Update Reserve Study with Inspection » Thorough on-site inspection of common area improvements/reserve components – Detailed reserve funding analyses using both Component Funding Analysis and Cash Flow Analysis (Pooling Method) funding methodologies – Fee Structure (Choose one) » $2,725.00 - Reserve Study Update With Inspection Only » $2,600.00 - Reserve Study Update With Inspection Plus Three Consecutive Annual Reports At $700.00 Per Report • Dreux Isaac & Associates, Inc. (First Time Study) – Scope of work - Perform on-site survey of the property. Identify reserve components and collect specific information on each including age, history, quantity and condition. Photographs and measurements will be taken as needed – Reserve Study Report will contain both a straight line component plan a thirty-year cash flow plan – Fee Structure » First Time Reserve Study Fee - $4,200.00 First Year Update Fee: $650.00  Recommend acceptance of bid from GAB Robins

Owner’s Survey

Owner’s Survey – Owner Information (19%) (81%)

Owner’s Survey – Owner Information (14%) (26%) (44%) (16%)

Owner’s Survey – Owner Information (90%) (10%)

Owner’s Survey - Common Elements and Infrastructure (76% Good – Average / Fair) (24% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (78% Good – Average / Fair) (22% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (88% Good – Average / Fair) (12% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (84% Good – Average / Fair) (16% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (65% Good – Average / Fair) (35% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (67% Good – Average / Fair) (33% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (98% Good – Average / Fair) (2% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (92% Good – Average / Fair) (8% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (97% Good – Average / Fair) (3% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (89% Good – Average / Fair) (11% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure (88% Good – Average / Fair) (12% Needs Improvement / Poor)

Owner’s Survey - Common Elements and Infrastructure  Owner Comments  Beach Chairs • Need more beach chairs at beach • Beach chairs should not be allowed to be taken the night before for the next day in peak periods • There should be more chairs and possibly a way to identify their users as C.B. residents • We need more beach chairs. Renters should not be able to hold chairs w towels without using for hours  Common Elements/Grounds • Need to address handicap issues' especially pool area • Need a front gate. People just walk through here on such a regular basis, they even say hello now. Could use more machines, but that is not possible. Could use more landscaping • The landscaping has lost a lot due to the loss of "green space" with the addition of pavers and loss of grass & bushes behind apartments • Beach chairs, rec room acoustics, apt building landscaping, palms • When I stay in my unit, I find trash on our beach. Not much, little here and there. I always pick it up because I believe our beautiful beach is one of our best assets. If we can get some staff to periodically check our beach to trash, I think that will be helpful. Thank you. • #12 loose pavers at pool shower #13 drain covered up at beach shower? #15 back door left at D row trash bin #10 elevator need new floor #13 entrance to beach pavers looks old by water fountain and restroom.... wrong sealer? #13 beach chairs dirty #7 much improvement plantings at beach and now we have an on site person covering grounds which will help #16 very nice up front laundry area • Washers are too high, for short people can't reach the bottom on the washers • We have put a lot of money into the various projects • Casa Blanca is looking good!

Owner’s Survey - Common Elements and Infrastructure  Owner Comments (Cont’d.) Security  • Security needs to be addressed to prevent trespassers Management/Staff  • We do not need a Mgmt Co that is our compeditor (real Estate Co handling their own properties and in the business of listing and selling for their own benefit • We will require someone with experience with CB. I recommend we hire back Greg Loxley. He understands we are in the hospitality business and can repair/and replace just about anything. He is great with customers and will be a great asset. I have his contact information if you like

Owner’s Survey - Service (28% Good – Average / Fair) (72% Needs Improvement / Poor)

Owner’s Survey - Service (44% Good – Average / Fair) (56% Needs Improvement / Poor)

Owner’s Survey - Service (37% Good – Average / Fair) (63% Needs Improvement / Poor)

Owner’s Survey - Service (72% Good – Average / Fair) (28% Needs Improvement / Poor)

Owner’s Survey - Service (35% Good – Average / Fair) (65% Needs Improvement / Poor)