Board of Directors - Vacation Property Management, Inc.

2016 Board of Directors
Board of Directors
Meeting Minutes
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Walter Johnson, President
Mike Shestok , Vice President
Jay Cooper, Secretary/Treasurer
OWNERS’ PAGE
Florence “Flo” McGee, Director
Richard De Jong, Director
CAMARON COVE
BOARD OF DIRECTORS MEETING
WEDNESDAY, JULY 20TH, 2016
7:00PM
AGENDA
Approval Board Meeting Minutes of June 23rd, 2016
What Is In the Board of Directors Meeting Minutes
Swimming & Whirlpool Filter Renovations in December
New Mattress, Box Springs & Bed Encasements in September
Rooms A/C Units and Letter From Homeowners About Temperature.
Room Alarm Clocks & Radios
Maintenance and Housekeeping Rooms Electric
Room Information Book Changes & Review
Audit & Mid Year Financial Review
Discussion of Unfinished Business from Past Meetings
Old & New Business
Date of Next Board Meeting
ATTENDEES:
Walter Johnson, President
Mike Shestok, Vice President
Jay Cooper, Secretary/Treasurer
Flo McGee, Director
Jim Valente, VPM President
Mark Bodine, Vice President VPM
Gloria Weir, General Manager VPM
Richard Hazelton, Homeowner
Meeting called to order at 7:05PM
Approval Board Meeting Minutes of June 23rd, 2016: Walter Johnson confirmed that everyone was in receipts of the minutes from June 23rd, 2016. Mike Shestok made a motion to approve the minutes, seconded
by Flo McGee, motion carried.
What Is In the Board of Directors Meeting Minutes: Mike Shestok reminded everyone that in an article from
2012 that Allan Parsons shared in spoke on what should be minutes. The article did pertain to coops & condominiums but not timeshare. Mike was hoping to get some set guidelines as to what the Board Members
felt about this. The minutes currently are 5-6 pages where a few years ago it was short & sweet. Mike
wants to make sure about accuracy in the minutes. It is the only platform for the owners to see what is
happening with the resort. Flo had mentioned about only agenda items and about motions made being in
the minutes. She stated that normally the meeting is taped but the minutes only contain motions that have
been voted on. Currently there is no policy. Walter asked of Gloria how she felt. Gloria shared that not
too many owners actually read them and a few years ago Mike felt that not all the information is being shared
that is transpiring. It was asked of Richard Hazelton if he reads them and he stated no. Stated that he did
not know they were available. Gloria feels a decision has to be made to set policy. Mike Shestok made motion to continue to do the minutes with every agenda item with the focus on the ones that motions are
made, sent to Mike for review and then sent to the other Board Members and have the other Board Members respond within 4 days, Walter Johnson seconded the motion, motion carried.
Swim & Whirlpool Filter Renovations in December: Mark stated that the pool/spa contracts have been
signed and letters have been sent out to the homeowners. Still trying to work out arrangements with an
outside source for the owners to use a different facility during those 3 weeks. During those 3 weeks at
least one of them will be open. Rick had suggested a compensation to the owners. The suggestion of offering people another week for compensation would be feasible. Mike felt no because there are 40 units times
3 weeks and there would not be enough inventory and also stated that he felt that the resort was correct by
sending out a 6 month notification. Flo agreed not to offer another week.
Mike Shestok made motion not to offer another week, Walter Johnson seconded, motion carried.
Flo asked if Mark had received any irate letters from the homeowners and it was confirmed that he had received one letter. Mark also stated he had not received as many calls as he thought he would.
Flo McGee made motion to let Mark Bodine handle the situation on a case by case basis. It was confirmed
that the resort does have some foreclosure weeks to cover those owners who are really irate about it and
switch for this week. Mike Shestok seconded the motion, motion carried that Mark will handle the situation
case by case basis. Mark restated that he does hope to find another facility for them to use a pool/spa.
New Mattress, Box Springs & Bed Encasements in September: Mark just provided an update that these
items have been ordered and will be installed mid September.
Rooms A/C Units and Letter From Homeowners About Temperature: Mark has had a rash of AC problems
this summer but fortunate the compressors could be replaced, which is cheaper than putting new units. Actually used 2 portable units this past week until contractor came out and they worked very well to cool
down the bedrooms.
A letter was received by a homeowner about the thermostat. Thermostats are set not to go lower than 70
degrees and no higher than 80 degrees. Mike Shestok made motion that the normal would be 70-80 degrees but on case by case no lower than 67, Flo seconded, motion carried.
Room Alarm Clocks & Radios: Mark has placed 5 of the stereos in units. They are very nice but the radio
reception part is still difficult through the concrete walls. Mike’s take was to not replace the clock radios
because they can’t get the stations and if they need to be woken up they can have a wake up call through the
phone system. It was asked of Mark the cost. From Best Buy $45 plus tax for a total of $5,000 that would
be needed. Jay Cooper made motion to purchase the radios, seconded by Walter Johnson, motion carried
by majority as Mike Shestok voted no.
Maintenance and Housekeeping Rooms Electric: When building was originally built it was for full condo and
not timeshare. Over the years we have to add spare refrigerators, water heaters, air conditioning for housekeeping supplies and fans in the downstairs areas. Because of that the electrical system breaker keeps tripping. The electrician came out and for $1,250 will run 2 wires from the second floor to the housekeeping
room to prevent the breaker from tripping. Walter Johnson made motion for the $1,250 Mike Shestok seconded, motion carried.
Room Information Book Changes & Review: Mark has received positive feedback so he will update all
books. Jay recommended to add instructions about the new stereo equipment. Flo asked if Mark had received the pictures of the Board Members yet. Flo is the only one whose picture is received, others to
provide.
Audit and Mid Year Financial Review: Keith Newman sent letter to the Board stating he was discontinuing
doing the audits. Mark called Chelsea from the insurance company but she had no recommendation. Contacted Gloria and she provided Ken Kandefer’s telephone number and Mark contacted them. The fee for the
audit would be $8,000 which is about $400 less than what Keith was charging. The audit is required by the
state each year. The monthly financials will continue through Keith Newman at $310 per month. The total
cost for monthly financials and the proxy count by Keith Newman and audit and tax return by Ken Kandefer
will be approximately $12,520.
Mark asked how Jim & Gloria felt about Ken Kandefer. Ken Kandefer has been handling Smugglers Cove financials before VPM even took over in the 1980’s.
Ken Kandefer’s office has done very satisfactory work.
Mike Shestok made a motion to have Keith Newman continue to do the monthly financials and proxy count
for 2016 and Ken Kandefer prepare the audit and tax return for 2016, Flo McGee seconded, motion carried.
The June financials were sent out to everyone. Mike Shestok had some questions as some items look higher
for the first six months. Bank charges seemed a little higher but that is due to credit card charges on the collection of the maintenance fees. This line item will fall in line as the majority of those fees are in the first
part of the year. Property Insurance spent $73,000 but budgeted for the 6 months at $45,000 but a lot of
that is accrued since all insurance is paid in May. Gloria stated that if you look at the audit for 2015 there is a
line item showing prepaid insurance.
Appliances were budgeted for $6,000 but have spent $12,000 but it is understood that the resort has aging
equipment, such as refrigerators, stoves & microwaves. Mike just wanted to make sure the Board is watching
the budget. Mark stated once you get back to the fall months the line items should fall back into place.
Mike wanted to commend Mark and his staff for keeping costs down. Also it was asked what the $70,000
was in the miscellaneous category which is the funds received from the BP Claim.
Mark stated that once the August monthly statements come out he will begin the proposed budget for next
year. Mark is hoping to have the proposed budget discussion during Flo’s stay in September when we have
the next group meeting at the resort.
Discussion of Unfinished Business from Past Meetings: Gloria stated the regarding the website there is link
that states owner information. She is checking into having a separate tab or newsletters/pictures and then
minutes separate containing only 4 sets of minutes plus annual meeting ones. It is recommended to be password protected in which a blast could be sent out to all homeowners if password protected.
Carolyn Albino sent a letter regarding cigar smoking and Mark was going to show her where smoking area is.
Mike made motion that a letter is not needed to be sent to Ms. Albino, Walter Johnson seconded motion
carried.
Mike asked Mark to discuss the visit made by Velocity Camera & Boss Solutions regarding wi-fi, number of
users causing overload. Mark shared that Velocity did pay the resort a visit and had a conference call with
Boss Solutions and they changed the IP address and currently all cameras and wi-fi equipment are working
well.
Board Approved the next on-site meeting to be during Flo’s stay. Jay spoke up and stated their stay is in August. Mike stated it could be tabled for next on-site meeting. Mark suggested postpone August meeting and
just have September meeting. Flo stated she would be gone in August. Jay confirmed that he and Walter
would attend the one in September
Mike Shestok made motion not to have August meeting and September to be determined, Walter Johnson
seconded, motion carried.
Mike wanted to make sure that the driveway, roof & sliders continue to be discussed. The work may not be
done in 2017 but will need to be in next couple of years. Mark stated that they patch the roof every year
which is original so there are still a couple of years. The sliders the wheels can still be obtained. Mark had
spoken to a contractor and when time comes to replace the sliders they would have to be replaced with
high wind density which will be 4 times the cost.
Mike asked Mark if he needed to prioritize the items or just wait to see if they fail. Mark stated he would
wait to see what happens. Still confirmed Flo’s is the only picture.
Bathrooms downstairs will be completed in fall when the resort slows down.
Mike asked Walter if he
wanted to do a second newsletter as had been previously discussed. It is already July and usually it goes out
in October. Walter rescinded the 2nd newsletter. It was reminded that new pictures of updates on the
resorts are sent out via email blasts when they are provided.
Mike asked Jay about his concern on the stairwell doors being locked. It was stated that the doors & frames
would have to be replaced and could be looking at a cost of $8,000. Rick and Flo had mentioned previously
about keyless locks and that type of equipment could be placed on the stairwell doors as well. Mark is looking into it.
Parking spot for security was discussed at last meeting but no decision was made. Mark stated he does not
want designated spot but if need be would remove the cone. It is really during the 6 weeks during the
summer that he requests staff to park outside.
Housekeeping contract was because of new people such as Flo & Rick since we should be getting something
from Marta regarding any increase in fees for the proposed budget coming up. As we get closer Marta will
provide Mark with any increase she feels is needed. Flo went over the contract and Marta does need to
increase some of her costs. Marks stated that Jay did an excellent job on the housekeeping contract.
New Business: Flo wanted to know if some sort of agenda would be sent out before the workshop with a
plan of action as to what will be done during such meeting. Mark stated he will present to the Board prior
the meeting the proposed budget. Marta will attend the meeting and the pool contractor will attend for the
board to pick out pavers. It will be a workshop and board meeting. It will be like last one where we listen
to the employees then homeowners and then go into the board meeting for the budget discussion
Date of Next Board Meeting: September meeting to be determined during Flo’s stay. Looking at Thursday,
September 22nd tentative date around noon and meeting at 1PM.
It was asked of Richard Hazelton if he had any comments and he did not.
Mike Shestok made motion to adjourn, Flo Mc Gee seconded, motion carried
This space intentionally left blank...
CAMARON COVE
BOARD OF DIRECTORS MEETING
THURSDAY, JUNE 23RD, 2016
7:00PM
AGENDA
Approval Board Meeting Minutes of May 18th & May 26th, 2016
Update On Items from last Board Meeting: Laundry Room Washers & Bill Changer, BP Oil
Spill Settlement & Office Flooring
New Mattress, Box Springs & Bed Encasements
Room A/C Units
Room Stereo System & Alarm Clocks
Swim & Whirlpool Filter System & Decking
Keyless Locks For Rooms
Room Information Book Changes & Review
Smoking Area at Resort
Pool Bathroom Flooring
CCR/VPM Web Page Review
Discussion of Unfinished Business from Past Meetings
Old & New Business
ATTENDEES:
Walter Johnson, President
Mike Shestok,Vice President
Jay Cooper, Secretary/Treasurer
Flo McGee, Director
Rich Dejong, Director
Jim Valente,VPM President
Mark Bodine,Vice President VPM
Gloria Weir, General Manager VPM
Richard Hazelton, Homeowner
Norbeth York, Homeowner
Marta Juhasz, Homeowner & Owner of Juhasz Cleaning Company
Meeting called to order at 7:03PM
Approval Board Meeting Minutes of May 18th & May 26th, 2016: Walter Johnson asked if everyone had received the minutes of May 18th, 2016 and it was confirmed. At this time Mike
Shestok made motion to approve the minutes of May 18th, seconded by Rick DeJong, motion
carried. It was then asked if everyone was in receipt of the minutes of May 26 th, 2016 and it
was confirmed. Mike Shestok made motion approve the minutes of May 18th, seconded by
Rick DeJong motion carried. Mike Shestok did request that when the other Board Members
receive the draft from Gloria Weir that they respond in a timely matter with any changes they
feel may be needed or even to confirm that they have received them. He also wants to make
sure everyone hits “reply all” on the emails to keep everyone in the loop. Mike stated that
Gloria has been kind enough to get the minutes out and it is taking a long time to get Board
responses. It would be helpful if the other Board Members would provide their suggestions in a timely matter. Flo wanted to confirm that you want the Board Members
to hit reply all.
Update On Items from last Board Meeting: Laundry Room Washers & Bill Changer, BP
Oil Spill
Settlement & Office Flooring: New washers are installed. There were 4-18lb ones and
now two of them have been replaced with a 30 lb & 40 lb that can handle the heavier
laundry. There are 4 washers, 2-18lbs, 1-30lb & 1-40lb.
Rick at last meeting asked about a coin changer and Mark stated that they are not
cheap. The one he got a quote on was $3,300. If you buy cheaper one will have problems with bill changer. Quarters are kept in the office. Gloria stated that they purchased one years ago and the machine kept breaking down. At this time no coin
changer will be purchased.
BP Oil Spill settlement. Last meeting the attorney came back with the offer and documents have been signed by Walter and waiting for the check. The attorney is monitoring the Shell Oil spill that has happened and the Deep Horizon Water also has lawsuits
against them and monies set aside and possible some additional fees could come in. At
last meeting a motion was made for the funds to be placed into the operating account.
Mark is asking that the motion made be revised for the funds to go into the maintenance account. Once a month about $70,000 is transferred to the operating account
to pay the bills. Mark does not want excess funds in the operating account due to a
$250,000 ceiling. Flo asked if it is higher interest. Banks are not paying high interest.
Rick asked if the funds would be designated to special projects and Mark confirmed.
Jim wanted to confirm that all bank accounts are not higher than $250,000 to be protected by FDIC. Mike Shestok made motion to amend BP Settlement be deposited into
the Bank of America maintenance account not the Bank of America operating account
and also have Keith Newman, CPA prepare the 1120H long form to help save on the
tax liability, Flo McGee seconded, motion carried.
New Mattress, Box Springs & Bed Encasements: Mark stated that at the last meeting
the Board approved the expenditure of mattresses and thought there would be a 10
year warranty but the manufacturer will not warrant the new ones unless you purchase
the box springs at the same time. To help protect the new mattresses & box springs
encasements will be purchased and cost is approximately $7,000. There will be free delivery and the cost for extra staff hours to remove old ones and install new ones will
be around $1,000. Once removed Salvation Army will pick them at no extra cost. Total
cost will be $67,200. Walter wanted to confirm that funds are available. Mike stated it
is an expensive cost but the right thing to do. Rick did ask about time line. Takes about
2-3 day to install and the delivery would be about 60 days. The mattresses are deeper
so that the sheets delivered by Alscott (laundry service) for the deep pocket will be
about $.50 per sheet. End result will be the linen expense will be higher, not much this
year but it will have to be built into the budget next year. Rick asked if Mark had to
buy the sheets but it was explained that the laundry service will purchase and service
them. The cost would be approximately $6,000 extra a year. Flo made motion to approve the $67,200 to cover the expense of mattresses, box springs, encasements and
extra cost for the linen service, Mike Shestok seconded, motion carried
Room A/C Units: Currently the resort has 3 spare R-22 units. If the resort has to go the R410 unit
an expansion valve can be used to take care of the pressure. This is an option when having to replace the inside unit plus outside.
Room Stereo System & Alarm Clocks: Jay brought an example of one that was purchased at Sams.
Found out it is discontinued. They had a sample one that is a little larger. Concern is still the reception but tunes can be played off Bluetooth. Cost $44.00 plus tax. Mark got price based on 80 plus
spares. Mike stated that they might not work do to reception and asked if this something that we
want or really need. If you need a wake-up call you can place a wake-up call. He does not feel this is
needed.
Jay felt that 5 should be purchased and tested, Flo felt it is a good thing to get, Rick
agreed he felt it would be a good investment. There was a question as to how many to order. The
Board of Directors was in agreement to purchase six of them will be ordered to see how the reception is on them. Rick asked that Mark report back to the Board at next meeting.
Swim & Whirlpool Filter System & Decking: Mark was hoping to get the 3rd bid and kept calling
them and no bid submitted and does not wish to work with that company since they have not been
responsible enough to get quote back. Notifications have to be sent to the homeowners and RCI
with dates of the renovations. The filtration systems are in need of updating along with pavers
around the pool and whirlpool area. The whirlpool is leaking and has broken pipes. The whirlpool
needs a complete renovation, been in place for 30 years. Mark would like to use Pool Works since
they were very responsive when he requested information. At last meeting it was suggested to put a
new whirlpool but according to Pool Works the shell of the whirlpool is in good shape but the
plumbing is in bad shape. The lines are cracked. Whirlpool plumbing currently has one row of filters, recommendation is to add a 2nd row of filters. The total cost for renovations of the whirlpool,
pool and pavers would cost approximately $83,100. Everything is original and currently just putting
temporary patch on it for repair has extended the life of the system but the time has come for replacement of the plumbing. Rick asked how long pool would be closed for and it was stated about a
week and the whirlpool about 2 weeks. Mark has contacted the Holiday Inn to use the facilities. A
letter will be sent out explaining that one or the other will be done during your stay and other options may be arranged. The work to begin week after Thanksgiving, weeks 48, 49 & 50. If approved
tonight letter will go out this week. Rick asked about renting a whirlpool to see if a portable one
could be installed during this time of renovations. Mike asked where it would be placed and it was
suggested under the picnic area. Rick asked if there was enough in reserves to cover the expense. It
was explained that Keith Newman, the resort accountant, has suggested that the Board start spending some of the funds. Jay asked about the guarantee that Pool Works will show up on time and get
the work done. Pool Works is available for December. Jim asked Mark if he has used company before and it was stated that when Mark met them and asked them to show up they were there the
next day. Mark has called the references and they confirmed that they are very reliable. Walter
Johnson made motion to approve the $83,100 expenditure, seconded by Flo McGee, motion carried.
Keyless Locks For Rooms: The current door locks use keys and do not require batteries and can
just be rekeyed. Mark reviewed a couple of different types of keyless locks. The ones he researched
are R4D in which it operates with a card that you wave in front of the door. The system is based on
battery backup. For 40 units plus common areas and installation is about
$15,000. The Board of Directors does not wish to do anything at this point until it is furthered
investigated. Jay asked about having lock on the first floor doors and be forced to use elevators
and if that price could be obtained. Mark stated that the door, casing and lock would have to be
replaced and he will get pricing. Concern was if people had to get out and elevator was down it
was explained it would be a bar from the inside that they would push on to exit. Flo suggested
we look further into it and have a sample at the September workshop meeting.
Room Information Book Changes & Review: Mark had sent out updated room information book
last month for Board review and requesting if anyone had changes they wanted made. Mike asked
if Mark had heard from anyone and the only one was himself. Walter did not remember seeing it
and requested that Mark send out another email attaching the information book. Rick mentioned he looked at and felt it was fine and that is why he did not respond to it. Mark stated that
Mike went through it thoroughly and made changes already.
Smoking Area at Resort: Installed smoking area and bicycle racks and the designated smoking area
is working great. Mark has spotted a few people not using the designated smoking area but when
they were directed to the area they are very respectful to use it.
Pool Bathroom Flooring: Men’s and ladies bathroom floors on first floor are in need of attention.
They will need to be stripped down to the concrete and replaced with same coating that is on
the other floors and cost would be $1,475. Walter Johnson made motion to approve the $1,475,
seconded by Mike Shestok, motion carried.
CCR/VPM Web Page Review: Mark stated that Jay mentioned to Gloria about his suggestions.
The front page needs something to jump out and the minutes are too far down on the owners’
page with all the newsletters & pictures on top and should be separated. Gloria stated that she
has requested from the web host that there be 2 separate areas. When you go to the owners
page you would have newsletters/pictures on one side and minutes on the other one and that is
exactly what Jay was thinking. Also that the minutes be limited to the last 4 meeting minutes. Jay
also stated he has a nice picture of the new beach chairs that he would like to see on the page.
Mark stated that currently there is hardly any beach left. A picture was sent via email to the
owners showing them. Currently there is no permitting in place for beach renovations and they
are hopefully looking at 2018.
Discussion of Unfinished Business from Past Meetings: Walter asked if anyone had anything. Mike
asked if Mark had put instructions on the safes in which it was confirmed that there is a magnet
on the safe with the information.
Balcony railings were of question at the last meeting. Mark was going to look at the railings. He
found the area that was loose and put angle irons put in place to secure.
At the May 18th it was suggested that Bob show up so that a picture along with life time certificate to use facilities be rewarded but he could not make it. Mike asked that next time Bob
comes out to take a photo with giving him the certificate.
Mike also mentioned that it was approved for Mark to purchase a shed for beach items such as
toys for the kids and it was done and it is on wheels.
Old & New Business: Mike wanted to make sure that on the budget planning that the three big
things such as sliding doors, driveway and roof be prioritized. An asphalt company that Jay knew
did stop by and looked at the driveway. These items may not be completed in 2017 but the next
few years.
Flo stated the laundry room by the fence was very hot. Fan was already installed. Mark indicated
that fans have been installed behind the fence area to help in keeping the housekeeping and
maintenance area on the ground floor cool.
Mike also stated that an RCI exchanger and others had been complaining about the room renovations (loveseat & couch) and how their dissatisfaction with the interior decorations. When the
renovations were done it was through an interior decorator and proper steps were taken but
Mike wants to make sure the board has Mark’s back covered and support him in that matter.
Walter stated that Mark does an excellent job. Mark stated that you get some homeowners that
like it and then some who do not. Mike stated you can’t please everyone. There has been questions about the green loungers that have been in the rooms for many years and many love them
but some have asked about cloth recliners. Purchase of recliners require a lot of maintenance.
Mike stated that security/maintenance parks where the TV is and it might be sending out wrong
message and asked Mark to have ideas for use of the parking spot at the next meeting. During
the summer time parking lot is full and staff parks on the outside. The guests are told 1 car and
no exception. Mark did state that if maintenance spot is needed it will be used for the guest inhouse parking
Mike had no other comments. Jay suggested putting a pole in that parking space but currently a
cone is in place.
Rick how do the people know who is on the Board and recommended to put a header on the
website and put it in the information book. Possibly obtain pictures and post in the office.
Mike asked when Annual Meeting is set for and the date is Saturday, December 10 th. Jim wanted
to commend the Board for wanting to appeal the BP claim and what a great job they did in winning the appeal.
Walter asked if anyone not on the Board had any questions. No comments were made, Flo Mcgee
made motion to adjourn Mike Shestok seconded, motion carried.
Next Board meeting set for July 21st.
CAMARON COVE
BOARD OF DIRECTORS MEETING
THURSDAY, MAY 26TH, 2016
10:00AM
ATTENDEES:
Walter Johnson, President
Mike Shestok, Vice President
Jay Cooper, Secretary/Treasurer
Flo McGee, Director
Rich Dejong, Director
Jim Valente, VPM President
Mark Bodine, Vice President VPM
Gloria Weir, General Manager VPM
Charles & Nancy Kubecka, Homeowner
Mitch Chub of ERG Law Firm
Meeting called to order at 10:02AM
The floor was opened to Mitch Chubb of ERG Law Firm. Way back in April we challenged the original offer of $70,710.15 before the fees and made a few technical arguments. We have received a
ruling and response on the challenge and made ruling on challenge. There were some challenges
they won and some they lost. Ultimately, the new offer is $98,327.22 before 25% fee and $500 cost
provision, net to Camaron Cove of $73,245.42. They have reviewed the offer with their team and
their calculations and feel this is good offer and encourage Camaron Coveto take it.
Mike Shestok, Flo McGee, Jay Cooper & Walter Johnson had no questions.
Rick Dejong asked when would the money come in. Mitch stated there are 2 things. This is number
is from independent third party and the dynamics from the third that the court appointed to handle
the claims is not directly from BP. BP has opportunity to appeal and have till Monday, May 30th at
midnight to dispute it. Mitch does not expect them to appeal and chance could be probably 20%
chance. If they do not appeal the funds would be received 4-6 weeks from now and if BP did appeal
it could be an additional 3-6 months. Most likely the funds would be sent to Camaron Cove within 4
-6 weeks.
Mike Shestok, made motion that the BP oil settlement that Camaron Cove Board has received to accept offer of $98,327.22 minus 25% fee plus $500 cost provision to ERG law firm. Camaron Cove to
receive $73,242.42 as a result of our current BP settlement appeal. This motion to also allow Keith
Newman, CPA for Camaron Cove to file 1120 long form to reduce the tax liability. Keith’s cost is expected to be between $400—$500. Camaron Cove Board appreciates Mitch assisting us and working with the Board on the BP settlement offer. The funds will be placed into the general operating
account per the Keith Newman, CPA. This motion was seconded by Flo McGee, motion carried.
CAMARON COVE
BOARD OF DIRECTORS MEETING
WEDNESDAY, MAY 18TH, 2016
1:30PM
AGENDA
Approval Board Meeting Minutes of April 21, 2016
Update On Items from last Board Meeting: Mattresses, Laundry Room Washers, Fire Pump
Inspection, BP Oil Spill Settlement, Beach Chairs, Storage Shed, Homeowners Delinquencies &
Property Insurance
Replacement Office Flooring
Room Stereo System & Alarm Clocks
Swim & Whirlpool Filter System & Decking
Beach Club Use
Room Information Book Review
Smoking at Resort
CCR/VPM Web Page Review
Discussion of Unfinished Business from Past Meetings
Old & New Business
ATTENDEES:
Walter Johnson, President
Mike Shestok, Vice President
Jay Cooper, Secretary/Treasurer
Flo McGee, Director
Rich Dejong, Director
Jim Valente, VPM President
Mark Bodine, Vice President VPM
Gloria Weir, General Manager VPM
Marta Juhasz, Homeowner & Owner of Juhasz Cleaning Company
Paul Brownell
Sandy Farrell
Verna Dickie
Carmen & Murray Shank
Before having the Board of Directors meeting called to order there was a brief meeting with
the VPM staff for them to share any matters they wish to discuss. Everyone seems happy.
Congratulations did go out to Kyle Bennett for the great work he has done on the Camaron
Cove video. Jay Cooper commented on how professional it was. Joann Evans expressed her
gratitude to everyone for all the help that everyone has given her. Holly Hardin spoke a little
about the parking situation at the resort. Kyle did state that he felt that over past year the
beach pass situation has gotten better. Mike Shestok expressed to the staff on behalf of the
Board their satisfaction with everything.
Walter Johnson called meeting to order at 1:33PM on Wednesday, May 18th, 2016. Mike
Shestok stated that we normally wait till end of the meeting to open the floor to owners but
today would be an exception to that policy and Walter Johnson felt the owners could share
before meeting in order for the Board Members to hear their concerns. Sandy Farrell concerns was about the smoking around the resort and if the Board could find an area since the
smoke does rise and go up into the units. Also asked about bulletin board being placed on
property where people trying to sell their weeks could advertise. Sandy was informed that
according to the Camaron Cove docs the owners cannot place advertisements on the property. Paul Brownell has been trying to sell one of his weeks for over a year and no luck. Paul
felt that there needs to be more attendance to the activities by the sales person and better
communication to the those staying in-house as to what is available. Currently there is 80
unit weeks on inventory which is only 4% and includes the inventory that has been foreclosed in the name of the resort. Verna Dickie had spoken with Mike Shestok about the public bathroom floors and standing water by the picnic areas which will be addressed further in
the meeting. It was asked what Beach Club is. Mark Bodine explained it is for those not
staying at the resort to use the facilities. An owner can come with 6 people plus 6 guests but
they need to call ahead.
Approval Board Meeting Minutes of April 21, 2016: Walter Johnson asked the Board Members if they were in receipt of the meeting minutes of April 21, 2016. It was confirmed. At
this time Mike Shestok made motion to approve the minutes seconded by Flo Mc Gee, motion carried.
Update On Items from last Board Meeting: Mattresses, Laundry Room Washers, Fire Pump
Inspection, BP Oil Spill Settlement, Beach Chairs, Storage Shed, Homeowners Delinquencies
& Property Insurance: Mark Bodine expressed that at last meeting the Board approved new
mattresses. Sample mattresses are in the room for the Board to look at. Marta was concerned about the depth of them for the fitting of the bedding. The mattresses will have the
encasement plus mattress pad. Marta was hoping for thinner ones for drying purposes. The
current mattresses are 10 years old and the industry usually says 8 to 10 years.
Laundry Room Washers: One washer in the laundry room is not working and are they are
the original ones. At last meeting two were approved. One will be 40lb & one 30lb and due
to arrive first week of June. The new dryers were already in place.
Fire Pump Inspection: The resort was due for a five-year inspection, this inspection had
nothing to do with the incident from the weekend were the alarm went off on Sunday. There
was a bad sensor in the stairway by the beach. Inspection went well and the resort passed.
BP Oil Spill Settlement: Mark shared with those present that back in 2010 after the oil spill,
which affected a lot of people regarding reservations, the resort filed a claim with BP and at
last meeting had the attorney for ERG in which they offered a settlement. The claim was for
$120,000 and resort was offered $70,000 but the attorney felt they could appeal it. The
Board made a decision to appeal it. Appeal could take from couple of months to a year. It is
appeal process and if they come back with another amount Mark will present to the Board.
There is another oil spill of 90,000 gallons by New Orleans
Beach Chairs: The Board approved beach chairs which were put in place and have been stenciled. The chairs have been a success. There are also kids toys for the guests use. Mike Shestok
recommended buying a shed to hide the items. Amount needed to purchase shed is $199. Mike
Shestok made motion to purchase a shed not to exceed $500, Jay Cooper seconded, motion carried.
Owner Delinquencies: At last meeting it was stated that a final letter from the resort was going
out stating they could not use the facilities nor deposit their weeks with RCI. Mark stated it
worked as many owners sent their monies in. For those who do not pay by June 1 st they will be
sent to attorney. Outstanding delinquencies are currently $77,000 and this time last year was
72,000. That is a 3-4% delinquency rate and usually by end of year it is 1%. The industry is usually 10%.
Going forward the resort will use non-judicial foreclosure process. Traditional foreclosure is normally between $1,200 to $1,400, non-judicial is $425 per file. Mike Shestok stated in the April
meeting there were 157 delinquent owners. The owner will be charged an $80 fee once it goes
to the attorney in which the owner has to pay any additional costs. Currently there are 13 foreclosures in place from last year’s delinquencies.
Property Insurance: Walter & Mark met with the insurance company in which Camaron Cove
policies are due middle of May and about 45 days prior Chelsea (insurance agent) comes out
and reviews the policies. This year the rates went down a few thousands and the deductible
from 5% to 3%. Mark thanked Walter for his experience in the insurance industry.
Replacement Office Flooring: The carpet in the office is looking bad. They would like to go with
a wood laminate and the work would be done in-house, cost would be around $1,000. Walter
made motion to spend $1,000, Mike Shestok seconded, motion carried.
Room Stereo System & Alarm Clocks: Jay Cooper brought a sample of a stereo that has alarm
clock, blue tooth, phone charger. It was purchased at Sam’s for $50. It is 8” wide by 4” high and
letters around 2” high. The concern was the reception for sound, it may need to be near a window. Mike Shestok made motion to approve purchase of five stereos and try it in different
rooms to test them out and report back at next meeting, seconded by Flo Mc Gee, motion carried.
Swim & Whirlpool Filter System & Decking: Swimming pool filtration & pumps are worn out
past their life expectancy and Mark has been waiting for third bid. The two bids received for the
back pack system came in extremely different. The systems are actually manufactured in Pinellas County. Mark had three companies bidding on the job but only two are in. Pool Works proposal which includes doing the pavers around the spa area was $71,081 and AquaMan was
$98,085, quite a big difference and this why Mark wanted to see the third bid and asked if it
could be tabled till next meeting. The work would be completed in December. The pool would
be completed first and then the spa area. Arrangements trying to be made with Holiday Inn.
Flo asked if there was enough time by waiting till next meeting. Mike Shestok asked as to when
the third company (Pinellas Pools) was suppose have quote in and it was by today. Mike feels
this is irresponsible on their part. Flo stressed to call and tell them the bid is needed before the
next Board Meeting. The whirlpool is leaking and loosing chemicals also and since not sure why
that maybe the Board should consider tearing it completely out (whirlpool). Flo asked how
much more would it be. Walter Johnson made motion to table the pool/spa until next meeting
at which time they want the 3 bids to completely replace the whirlpool, seconded by Flo
McGee, motion carried. Mike Shestok doesn’t want to spend a lot of money just fixing it when
it might make sense just to put a new one in. Rick asked since they are looking at completely
new would there be more competitive prices.
Beach Club Use: Mike stated that the rules we have are from 2009 and from the surveys that
were received and the attorney’s copy everyone endorsed the rules and it needs to be enforced
especially with the summer season beginning. If there is a rule it needs to be reinforced. Mark
stated that the rules where provided by the attorney and approved by the Board at that time.
Karen was the driving force behind it so that if there are issues the Board would have something
to stand by. Mark stated the problem is the owner being present during beach use, if they are
coming out they cannot just send their family members and friends, they need to be present
also. Beach Club gets more interesting during the summer when kids are out of school. Cannot get rid Beach Club since it was offered to the owners from the beginning. Mark stated that
if an owner is staying here and then someone on beach club show ups and the owner staying
cannot find a parking space they would be upset. There are 60 spaces with 40 units. Notices
are sent out stating that it is one car per unit. The other concern is the RCI guests are the ones
who get to rate the resort and if there are confrontation they might rate the resort low. Walter
asked if anything needed to be changed in the rules and it was confirmed that nothing should
be changed. Mike stated that if Mark or Holly run into issues they could defer it to the Board.
Paul Brownell concern was that there was an issue where a family came to use the facilities but
allowed the children to go the pool without supervision while they stayed on the beach. There
has to be better method and enforecement.
Room Information Book Review: Mark stated that in each room are the information books and
once a year they are gone through to make any necessary changes. Mike brought up the fact
that the pages are shuffled around, pages to be put in order.
Smoking at Resort: At last meeting smoking was discussed and the Board is looking at designated areas. Mike had designed a survey that he thought could be sent out to get a flavor on how
the owners felt and maybe an area at the southwest corner could work. Originally he thought
Tiki hut but after hearing from Sandy Farrell that would not be best area since bbq’s are there
and afraid they might set the tiki hut on fire. Mark asked about sending out an email blast.
Rick asked what the purpose of the survey is and asking owners about smoking is in a
way that you are condoling it, there are no set of rule now. Walter asked Gloria what they
did at one of the other resort. Gloria stated they took an area of about 20’ x 6’ and put 2 tables and made that the designated smoking area and it has worked. Rick stated to try and
find area away from the pool and picnic area. Jay had mentioned the southwest area of the
pool area but concern is the sea breeze blowing the smoke back into the pool area. Mike
asked Walter if he was in favor of sending survey and he stated no. Walter thought Jay’s
idea might be a good one. Currently only policy is no smoking in the units but they can on
the balconies. Gloria stated that when you walk out of the elevator and turn to your left
behind the walkway to the pool there are picnic tables that are behind the fence that are not
used, the area is under cover. Flo McGee made motion to make the area north of the elevator underneath to be the designated smoking area, Jay Cooper seconded by motion, motion carried. Rick wanted to confirm that the pool/spa, picnic area & tiki hut would now be
smoke free. A letter will be drawn up, sent to the Board for approval and then a blast sent
out to the Homeowners.
CCR/VPM Web Page Review: Camaron Cove owner page is down to the last 4 meetings.
Mike feels the last 4 months will save some space. What is taken up space is the font change
and that takes up more space. Need to look at some of the pictures and possibly remove
some. If you look webpage there are a lot of older newsletters that could possibly be removed. Mike asked Walter if he is still looking at a 2nd newsletter. Mark Green handles
placing items on the website. It is suggested that Jay Cooper review the site and get with
Mark Green on removing newsletters and/or pictures. Mark Green’s email provided to Jay
Cooper and he can provide his input to him.
Discussion of Unfinished Business from Past Meetings: Walter asked if there was any old
business. Rick asked about the coin machine for the laundry room. Mark Bodine will look
into it.
Old & New Business: Mike wanted copy of email Allan sent out in January 12, 2012 to be
sent to the Board as it was never finalized back in 2012. Mike looked at the entire minutes
of 2012 and felt the January 12th, 2012 minutes had not been approved (research found they
were on April 30th, 2012). Mike asked Mark to find letter from attorney about what should
be in the minutes. Gloria clarified that Allan found an article in the paper as to what should
be in the minutes and Brian verbally stated the article was pretty close to what should be.
Mike confirmed there has not been anything in writing in which board approved what
should be in the minutes. Gloria will research the approval of the minutes. Mike feels that
Gloria needs to be commended on the what she has been doing. Flo stated she is on a library board and their minutes are not as detailed. Currently there is more language being
put into the minutes. Minutes use to be 2-3 pages now 5-6 pages.
Also in the minutes of April 8th, 2014 parking permits in the rear view mirror was suggested.
It was decided to put on the dash since it could provide more information. Mike asked if Mark
would just look at the September 25th, 2014 paragraph 4 in which it states that safe instructions would be added to the room directory and also note put a on the safes that if you have a
problem during normal business hours. No calls after hours have been received.
July 16th, 2015 meeting minutes were six pages long and it could be because of font change.
Also brought up at same meeting the railings on the balconies needed to be repaired. Mark
will check to see if fixed.
Mike wanted to discuss security in which a situation took place with an employee. There was
a situation where they were assaulted and Mike wanted to know why camera did not catch it.
The area where the situation happened did not have camera at that time. Security is instructed to call the sheriff’s department. Having security on the shirts the people might thing
they are carrying weapon or something. There are now 31 cameras on the property now, if
something happens it will be caught.
Mike suggested a bike rack for people to lock their bikes up. Mark will purchase one. Also
asked about the black top area out front and possibly clean it up. Last year there was discussion about the fencing by housekeeping and maintenance and to put fans up. Mark stated
fans were put in place this morning.
Sliding glass doors and paving of driveway are still future plans.
Flo did want to thank the resort for sending flowers for the loss of her son. It was asked if any
other questions. Murray Shank is still concerned about internet seems there are still some
weak areas.
Mike Shestok made motion to adjourn the meeting, Jay Cooper seconded, motion carried.
Next meeting is set for June 23rd, 2016. Meeting at the resort with owners and staff will be
set while Flo is at the resort is being set for September 22nd, 2016.
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CAMARON COVE
BOARD OF DIRECTORS MEETING
THURSDAY, APRIL 21ST, 2016
5:00PM
AGENDA
Approval Board Meeting Minutes of February 18th and April 5th, 2016
BP Oil Spill
Swim and Whirlpools Filter System and Deck Replacement
Fire Pump & Fire Alarm System 5 Year Inspection
Room Stereo System & Alarm Clocks
Rooms - A/C Units, Appliances, Beds
Laundry Room Washers
Financials, Audit, Homeowner Delinquencies
Beach Club & Beach Chairs
Smoking Letter
Board Workshop Session and Board Meetings
VPM/CCR Employees
Discussion of Unfinished Business from Past Meetings
Old & New Business
ATTENDEES:
Walter Johnson, President
Mike Shestok,Vice President
Jay Cooper, Secretary/Treasurer
Rich Dejong, Homeowner
Jim Valente,VPM President
Mark Bodine,Vice President VPM
Gloria Weir, General Manager VPM
Charles & Nancy Kubecka, Homeowner
Pat Sullivan, Homeowner
Marta Juhasz, Homeowner
Walter Johnson called meeting to order at 5:00PM on Thursday, April 21st, 2016.
1.
Approval Board Meeting Minutes of February 18th and April 5th, 2016: Walter Johnson
asked if the Board Members had received the minutes of February 18th, 2016 and Mike
Shestok commented that under attendees that it was Pat Sullivan, not Pam Sullivan. Mike
Shestok made motion to approve minutes of February 18th, 2016, seconded by Rick DeJong,
motion carried. Walter asked if everyone received the April 5th, 2016 ones. Changes to be
made were to remove "ed" on paragraph one 6th line, 8th line add "offer" after claim, 4th paragraph correct Mark's name, 5th Paragraph, 4th sentence remove "per". After those changes
Mike Shestok made motion to approve the minutes of April 5th, 2016 seconded by Rick
DeJong, motion carried.
2.
BP Oil Spill: Mark stated there was a special meeting on April 5th with the ERG law
firm attorney Mitch representing Camaron Cove. Offer came in at $70,710 minus the
commissions & charges Camaron Cove would receive $52,532. The question was to take
the settlement or if we appeal they would go for $120,000. The appeal process could
take months to see if we could get settlement for more. Walter felt that it could take a year.
Jay asked if more questions would be asked. Mark stated they have all the information they
need and they and felt nothing else would be needed since the ruling is by the courts they
have to pay out. Walter questioned if attorney said he thought the claim would be alright
and Camaron Cove would be paid upfront the money claimed but could not positively guarantee it but was about 60% positive the amount would not change if appeal did not work.
Mike stated that in the minutes of April 5th it said when it comes down to time would be
looking at 6-14 months and it determines what we submit as the appeal or other questions.
Mike feels that since Camaron Cove is a timeshare and we were quite a few miles from the
incident the spill and had no tar balls on the beach and it did not stop owners coming and
business as usual, felt it was low risk on the matter. Mike does not question validity of
the claim but downplayed it. The person who gains is the attorney. All depends on how the
third party feels and not dealing with BP and get graded on how they settle. Rick's feeling
has not changed and there that there is grounds that at least 60% chance of getting significantly more money, which would benefit Camaron Cove and appeals expedited and there is
food for thoughts to appeal it and attorney did not feel Camaron would not lose any of the
$52,000 and is probably safe and for the sake of a few months that we look at appealing and
getting $50,000 more. Jay originally felt take the money and run, but after hearing everyone's comments and it will not cause Camaron Cove to get less. Mark Bodine does not see
what other questions they can ask since Keith Newman, CPA has already provided all requested information. They might come back and split the difference. Jim stated they we
expressed that we felt take the money but after hearing the attorney who made a decent
argument and are the lives going to change if less no but by waiting the time to earn more
he now agrees that Camaron should appeal. Mark is calling attorney in the morning to either accept the offer or appeal. If appealed and BP comes back with an in between number
and giving more but not the $120,000 would the Board seriously consider it. The Board
stated yes.
Roll call vote: Mike Shestok, Rick DeJong, Jay Cooper, Walter Johnson all said yes on appeal.
Mike Shestok made motion to appeal the settlement, Walter Johnson seconded, motion carried.
3. Swim and Whirlpools Filter System and Deck Replacement: Mark spoke to the board in
the past a lot of the equipment is original from 1982. The whirlpool and pool filter dated back to 1982 and over the years have done modifications to have it continue to run
and it is at life's end. Camaron Cove has aVac Pack diatomaceous earth gravity fed
filter system and the water flows into a big pit in the pump room and filters the waters.
Currently there are small leaks and the staff is having to add water daily. It is time to
replace and also would like to replace decking for the whirlpool area. Walter asked
about the estimate and Mark stated around $90,000 to $100,000.
He is getting bids and would like to do it between Thanksgiving & Christmas because
pool will be down a week to two and then same for the whirlpool. Good thing is that the
new equipments would be "like by like" so no architect drawings are needed. The company
would only have to pull permits.
Mark would like a decision at next meeting. Company is in Pinellas and needs time to get order in place. Mark is going to try and work deal with Holiday Inn to use the pool during such
times. Rick asked if both would be done same time or separately and then simultaneously
one would be open. Rick asked if the whole area around the pool/spa for pavers but Mark
stated just the whirlpool area. Rick asked if it would come out of the reserves and Mark confirmed that the reserves are pretty much funded. Reserves are set for painting, paving, furniture, pool areas but the amounts can be moved from one item to another. Reserves are fully
funded at this time. Mike Shestok supports the idea of the project and also using Holiday Inn
since guests are not happy when they are not getting full benefits. Once time frame is picked
should give notice to the owners in case they want to bank their week or something. Mark
stated he normally gives sufficient notice of 6 months. Gloria stated RCI prefers to have 6
months notice about major renovations in case they have to move inbounds.
4.
Fire Pump & Fire Alarm System 5 Year Inspection: Mark got a quote from Critical Solutions for $2,100 for the 5 year inspection. Mark had attended a seminar and United Fire was
there and gave quote for $1,000 for the 5 years inspection. Rick DeJong made motion that
United Fire do the inspection, seconded by Jay Cooper, motion carried. Mike Shestok wanted
to make sure it included the flow valves, which it does.
5.
Room Stereo System & Alarm Clocks:Walter had brought up about the alarm clocks
because of the radios on them not working in the rooms. Jay Cooper found one at Sam's
club and will bring to the meeting at the resort next month. Mike asked what are they trying
to fix since the alarm clock works and people can call for a wake up. Gloria stated that at the
one meeting Rick had mentioned about listening to music and get a little stereo. Mark had received quote for $200 each. Gloria has picked up ones for $69 at Walmart. Mike stated $200
per 40 equals $8,000. Jay Coopers item would cost $2,000. Mike asked if this a true need?
Rick stated it was discussed about a $50-$60 price range. Gloria stated that for the May
meeting Jay and her will bring the items they have.
6.
Rooms - A/C Units, Appliances, Beds:
Mark gave update on AC units spares that
run on the R22 freon and would like to get more and might be able to get adapters to upgrade system to the 410 freon to switch units both in closet and on the roof. Mark will have
more information at next meeting. The resort has replaced 3 Refrigerators this year due to
compressors and getting to point they are wearing out.
Mark has been receiving complaints on the mattresses since they are 10 years. Expectancy is
8-10 years. Quotes have been obtained with a couple of options. The resort currently has
pillow tops and the vendor that sold to Camaron Cove last time and has recently put new
Sealy top of the line at the Don Cesar with pillow top on one side, Klugman Enterprises
(same company that all the living room furniture has been bought from)
came in with price of $52,960. This price does not include removal of old mattresses. The
resort needs 40 king, 32 queens and 16 twins. Gloria just had Serta reversible mattresses so
that every 3 months they can be flipped which helps maintain the springs in them. America
Mattress came in at $56,326, which included delivery and removal.
Sam's Club has Serta
ones and price is $56,000 with no delivery and no removal. Prices came in about the same.
The current quotes do not include encasements for the box springs and mattresses that can
eliminate bed bugs that would cost $7,000 plus mattress covers for $3,000, total of $10,000.
Walter asked if the money was there. Mike asked what the solution was to remove the old
ones. Dumpsters would have to be bought in. Approximate cost $2,000, since Salvation Army & Good Will no longer taking mattresses. Mike stated the encasements are a wise investment.
Rick confirmed that a pillow top is being used and the people can expect the same. Box
springs and frames are good. Rick also asked if they would be of same size. Installation
would be a a few rooms a day, two to three days. Marta and her staff would strip the beds
and remake them as soon as new ones are installed. Mike asked if Walter would take a roll
call. Jay Cooper, Rick DeJong, Walter & Mike all in agreement for pillow top. Mike Shestok
made motion to spend $67,000 on new mattresses, coverings and removal. Rick DeJong seconded the motion, motion carried.
Rick asked if extra refrigerators are kept on sight. Mark confirmed he has extra of everything
so he can replace as quick as possible. The portable AC is in storage.
Mike was wondering what the Board feels since the AC units are taking a beating. His
thought is to have a major capital expenditure of $200,000 and would like Mark to add discussion to the May workshop meeting. Mark stated over the past few years he has replaced
many of them on the roof and are working pretty good. Mike thought there were not enough
new R22 unit and the only 3 are in storage and sooner or later Camaron Cove will have to
go to new systems.
7.
Laundry Room Washers: Laundry room washer renovated recently 4 new dryers,
painted and dressed it up but there are 2 older washers. One is 35lb and one is 18 lb. The
large one is out of commission. The cost to replace with parts is $1,000. Recommendation is
to purchase a 40lb that way cleaning mattress pads, bedspreads on the smaller washer the
king does not fit. One washer is needed the cost of 40lb is $7,000 with 3 year warranty
parts and labor. To replace 2nd one would be $6,000, which would be a 35lb washer.
Mark stated that the resort could do both or just replace one. Mark asked Marta and it was
felt to just get both new ones. Rick asked if we could get a better a deal if we buy both.
Cost would be around $13,000 that includes base, taxes and equipment. Mike said with
summer time more laundry is being done. Walter made motion to approve expenditure for a
35lb & 40 lb washer, Mike Shestok seconded, motion carried. Rick recommended a coin machine for quarters and Mark will look into it.
delinquencies due January 1st and gave to March 15th and then added $25 on April 1st. Along
with that is a copy stating you cannot use the facilities nor exchange. Delinquencies as of today are $110,000 compared to last year of $92,000 but each day funds are still trickling in.
Over next two months staff tries to collect before sending to attorney for foreclosure. Resort is at 10% delinquency which is about normal. Next letter will state that are being
turned over to the attorney. Mike asked what the amount of late fee was, which is $25 and
posted in the condo docs plus it is statutory. It is approximately 157 owners of which some
are foreclosures in the name of CC and that inventory is rented out for the cost of fees.
9.
Beach Club & Beach Chairs: Beach chairs are a success and are being brought back in.
If not returned no more chairs will be bought. Mark is wishing to purchase more chairs. Jay
also has noticed them using them on the beach. Rick asked how many were purchased and it
was 16 of them and also asked how many more he would like. Rick made motion to purchase another 16 chairs for the beach at approximately $20 per chair, Mike Shestok seconded,
motion carried. If chairs are left out the city will take the chairs to their maintenance department. Mike asked if security closes the pool and do they check the beach. Mark confirmed that the staff does look to see if everything is removed from the beach.
Mike wishes for Mark & Gloria to look at the December minutes where it stated that the only time you have to call the office is when you will have 6 people. He felt this needs to be discussed at the May meeting. Mark shared how they show up and he does not want to argue
with them. Mike has heard from owners that they are not happy with so many people using
facilities. The owners who wrote the letter about beach club will be at the resort during the
May meeting.
10. Smoking Letter: A homeowner wrote letter about owners smoking around
the pool. Brian Deeb was sent questions regarding second hand smoke by the
Board. Mr. Deeb in his response to the Board stated his opinion would be to have
designated smoking areas. Walter feels they will smoke where they want. Mike stated
that Pinellas county only regulates restaurants and not timeshare and we are on good ground
that they do not smoke in the units. If someone is upset that someone is smoking on the balcony maybe they could ask those people to move to a different area. Someone did complain
to the county and they did come out but they could not do anything nor can they enforce it.
Mike asked Gloria about the other VPM resorts. Gloria did speak to the state and county
and they informed her it is a Board decision. The Boards at other resorts have posted signs
No Smoking at the pool/spa. They have also designated smoking areas and the owners have
expressed that it was a great idea. If Camaron Cove could find a small area to put some tables with little fence that might resolve some issues, will be looked at in May by the Board.
Mike came up with idea of asking the owners on a little survey and then the Board can make a
decision before the Annual Meeting.
Pat Sullivan believes no smoking in the room and people who are non-smokers were probably
smokers and people should be able to smoke where they want to. It was expressed to Pat
11. Board Workshop Session and Board Meetings: Next meeting to be scheduled for
Wednesday, April 18th in which we would meet at the resort and Rick would call in when the
Board Meeting starts. Mike made motion that we would all be there for the hot dog social
and then have employee meeting at 1:30 with some type of food for the Board and staff.
Hot dogs start at noon so by the time everything is cleaned up the employee meeting will
start and then the Board Meeting. Next workshop session will be when Flo's week or Jay's
week. Walter Johnson, seconded, motion carried.
12. VPM/CCR Employees:
Bob who was recovering from heart valve replacement and stopped in to see Mark and stated he wanted to spend more time with family and
retired. Mark then took the group out for dinner. Bob was with Cameron Cove for a long
time and taught Mark a lot with his electrical experience. Joann is still out, went to the doctor and the surgery was a success but something is still pressing on the nerve giving her a lot
of pain. Joann has tried to come in and Carolyn has offered to bring her into the resort. A
discussion of pay where Joann is paid a commission by VPMR on sales but VPM pays her salary
through Camaron Cove for assisting Mark with administrative duties Holly & Carolyn
have been covering the hours. The question for the Board is do they want to continue to pay
Joann and still utilize Holly & Joann. The hours Joann was doing go to Holly & Carolyn. Jim
asked about prognosis on Joann and Mark stated she is hoping to be back within the next 30
days. Mark stated Joann wants to come back but physically cannot and he hoping once the
doctor's figure out wants wrong she gets back full time. Walter stated that if she gets better
she could then come back. It was stated that Joann's salary would stop end of April.
Mike stated Paragraph 5 of the February meeting was to pay her till the March meeting but
then there was no meeting. Rick made motion continue to pay Joann until next Board Meeting but it was not passed. Mike made motion to approve Joann's salary for March and April,
seconded by Walter Johnson, motion carried.
Mike stated Bob was a good employee but not an owner but pretty sure that Bob would still
be welcomed. It was suggested to make a certificate for him and family as Beach Club
honorary life members. Rick thought it was a good idea. Walter stated it is not costing anything. Rick asked if any gift was given. Rick was thinking about a small gift as a token but
others felt not to knock on that door. Walter thought Bob will be pleased with being able to
use the facilities. Mark stated he will be visiting since he has made lots friends over the years.
It was suggested that he come to the meeting in May. Mark reminded that he did take the
whole staff out to eat to celebrate Bob's retirement.
13. Discussion of Unfinished Business from Past Meetings: Mike reminded Walter that he
asked about a 2nd newsletter. Mark stated that there are email blasts sent out regularly.
Once the meeting is over in May maybe a one page email could be sent with the new items
being done.
14. Old & New Business: The only concern was to try and keep the website up to date
about Board Members. Jay had suggested to have the election each year staggered, but Mark
reminded them that Brian Deeb had checked into that a few years ago and the condo docs
would have to be amended.
Mike wanted the Board to look at the webpage. He commented how pleased he is currently
with the minutes. However, the webpage is currently 47 pages and maybe just keep 4
sets of minutes (4-6 months). Mark does have copies of all minutes prior that time. Mike
reminded everyone that a lot of ground is covered during the meetings. Some owners feel it
is too much and just feel we are the ones that deal with that every day and want a verbal update. It was stated by Brian Deeb a couple of years ago that minutes should be comprised of
just motions. Gloria will continue to do detailed minutes.
Mike wants the Board to look at the site and he is happy with Kyle's video but wishes to see
the article about the scam companies. Gloria did state it is on the website and she will let
Mike know where it is.
Walter opened the floor to those present. There was nothing shared from the homeowners
present. Walter Johnson made a motion to close the meeting, Mike Shestok seconded, motion carried.
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SCROLL DOWN FOR ADDITIONAL MEETING MINUTES
CAMARON COVE
BOARD OF DIRECTORS
MEETING
TUESDAY, APRIL 5TH, 2016 AT 10:00AM
AGENDA:
BP Claim Settlement
ATTENDANCE:
Walter Johnson, President
Mike Shestok, Vice President
Flo McGee, Director
Rick Dejong, Director
Jim Valente, President VPM
Mark Bodine, VP of VPM
Gloria Weir, General Mgr VPM
Norm Orzel, Homeowner
Mitch Chubb, Mitch for ERG Law Office
Meeting was called to order at 10:03AM.
Mitch Chubb, of Economic Recovery Group, presented the offer that has been given to Camaron Cove for
the BP Oil Spill. The original claim was for $150,000 and the offer has come in at $70,710.15 before their
25% fee and $500 cost provision, net to Camaron Cove would be $52,532.62 if accepted. We do have an
option to challenge the offer and so everyone understands this settlement program was a result of a class
action lawsuit in which there was a settlement and each claim is laid out solely by the financials reviewed by a
third party referred as the claim center. The third party is an in-house accountant at the claim center. Claim
offer came from third party not BP and that's why the two options and because the in- house accounting is
completed by that department it is objectively evaluated. Mitch met with the third party and they think there
is a challenge to the current calculation and could successfully increase claim $50,000 making total $120,000
and then net to Camaron Cove of $89,500. As per email he feels there is a 60% chance to win the challenge
and this is one of the situations normally he would have advised to accept but feels in his opinion it comes
down to time and you would be looking at another 6 to 14 months. Or if the current offer is accepted you
could have a check within a month. At this time Mitch asked what questions the Board had.
Walter Johnson asked if the resort decided and challenged do we lose the first claim. Mitch did state that
technically you would be risking the offer on the table and claim value could completely change and go down
but they do not see that happening.
Jim Valente asked if there is a trust fund or is it coming out of operation. The BP funds are in a Trust run by
the third party and there is no cap on what BP pays under the settlement case. Jim asked what forces them
since stock is down, oil prices from $130 to $35 a barrel, is there a time where they don't write checks anymore. Mitch said it is not an option, that would only happen if BP America goes bankrupt also the British BP
goes bankrupt as they backed it. Jim Valente asked if we wait 6-8 months but Mitch confirms they have to
pay all valuable claims under this program. There is too much oil in reserves
Mark Bodine federal judge approved the $20 million payout and how have appeals been with other properties?. Mitch said they have good success in making challenges. I have not ever made an appeal on this exact
type of claim, 85% of claims rewarded made by third party have been to accept offer on the table and of the
15% challenges about 75% successful. But there is a chance they don't.
Rick asked what are other resorts are doing along that part of the Gulf. Mitch explained that everything is
confidential and they cannot see what similar situated resorts have done unless it was handled through their
office. If Mark gave Mitch a list he could look to see which ones they represent. It is really more of an individual claim and it is solely based on monthly financial statements and it is not based on what others have
done.
Gloria stated that another VPM resort got their offer there was no offer to challenge. Mitch explained that it
was probably one of the 85% that they felt the 3rd party got it right and no viable avenues to present a challenge.
Flo asked what the original claim of what percentage of the $52,000 if we take the settlement now vs
$120,000 and receive the $89,000 and if there is sufficient amount being offered to the resort losses. Mitch
stated that It was originally projected at $120,000 mark and it not a true negotiation and figure on the table
is something that they have specifically calculated and would not say we are taking a loss. Your decision is
simply time of gaining $39,000. If the resort challenges could the amount go down and it was stated yes but
most unlikely.
Mike Shestok had a few questions but felt they were answered by the Mitch and others. One question to the
Board is separate is how the funds would be spent but not the attorneys concern and he was fine at this
time. He did state that the letter stated they needed an answer by April 15th. Mitch did state he could wait
to April 22nd, but that would be the drop dead time especially if they are challenging. Need time to put together the materials.
Walter Johnson stated then no decision was needed today and the Board would meet on April 21st and report to the Mitch the morning April 22nd in order for him to move forward.
Flo stated that Jay's decision if the majority wants to take the money that he was fine with their decision. but
has left it to the majority of directors there.
Rick asked what was it was about this claim that the Mitch felt it would be successful. Mitch explained on the
high level of the claim values are arrived at is lost variable cost calculation of Cameron Cove and in 2010 valuable profit comparing to 2007, 2008, 2009. They compared 2007 vs 2008, 2008 vs 2009, vs 2009 vs 2010 to
determine, which may be the most beneficial to the claim. Then the independent third party awards
amount by subtracting revenues received for the reserve account and they did not calculate those as revenue
when running the claim calculation but as reimbursed expenses and he thought there is a very strong argument and the resort is receiving those regardless since they are used on a yearly basis. There is a corresponding account and it is not a true reimbursement. If you use those reserves as revenue you would increase the claim by $50,000.
Flo felt first to take the money but after listening to Mitch and she feels due to more money go for the challenge.
Rick does it make financial sound challenge
Mike - stated take money now, understands it is found money and based on the monthly financial and we are
lucky to have claim looked at and accepted. We are a timeshare and different from resort on Clearwater
beach that may have had oil markings. His feeling was to take the money now.
Walter Johnson stated to go for the challenge.
At this time three said to challenge, one stated take the money so final decision will be made after Jay is back
at the April 21st meeting. It was also asked what money would be used for. There would taxes paid out of
the funds received around $8,000-$8,500, the expected plan. The plan would be after taxes the funds be put
in reserves for capital expenditures.
Flo asked about a 2nd elevator. Suggested Flo have conversation with Mark because of a 100% vote. To
put an elevator in only owners voting yes would have to pay and there could be a special assessment. It has
to be 100% of the homeowners. Mark Bodine fights every year to get a 33.3% for meeting.
Rick felt the funds should be earmarked for special project. The April 21st meeting is set for 5PM.
Mike Shestok made a motion to table the BP decision to 4/21, seconded by Flo McGee, motion carried.
Mike Shestok made motion to adjourn meeting, Walter Johnson seconded, motion carried.
THIS SPACE INTENTIONALLY LEFT BLANK
CAMARON COVE RESORT
2402 N. Gulf Boulevard
Indian Rocks Beach, FL 33785
(888) 596-8610 (727) 596-8610
(727) 595-9158 FAX
www.camaroncove.com
Annual Meeting of the Camaron Cove Resort
Condominium Association, Inc. Homeowners
December 12, 2015
This is a draft of the annual meeting of the Camaron Cove Resort Homeowners. Final approval of the
minutes to be approved by the homeowners at the next annual meeting.
Notice duly given, the annual meeting of the Camaron Cove Resort Condominium Homeowners Association
Inc. was called to order at 10:25 a.m. on December 12, 2015 at the Indian Rocks Beach City Hall 1507 Bay
Palm Blvd, Indian Rocks Beach, FL 33785. Present were Allan Parsons, President, Edward Covel, Vice
President, Walter Johnson Secretary/Treasurer, Mike Shestok, director, James Cooper, director. . Also present were Jim Valente, Mark Bodine and Gloria Weir from Vacation Property Management. Brian Deeb, attorney and Keith Newman CPA.
There were 50 homeowners attending the meeting in person.
The main purpose of the annual meeting is to elect a board of directors for 2016, vote on reserves for 2016
and any other matters that may come before the membership.
Roll call of directors and members were taken and certification was given by Keith Newman, CPA that there
was a quorum of members present either in person or by proxy to hold the annual meeting. 680 proxy=s
were needed to have a quorum and this years for the annual meeting. Proxy=s send in this year exceeded
the quorum needed.
Homeowner Ronald Cornell made a motion to waive the reading of the 2015 annual meeting minutes. Motion
was seconded by Douglas Deaton which passed unanimously. Mark Bodine stated that the minutes, books
and records of the resort are in the resorts office at 2402 N. Gulf Blvd, Indian Rocks Beach and can be
viewed by any homeowner during normal office hours. Also copies of the resort records will be emailed or
mailed to the homeowners at their request.
Mark Bodine stated that a new board of directors for 2016 is to be elected at this meeting. A letter was sent
out on October 12, 2015, 60 days ago asking any homeowners who wants to run for the board of directors to
submit the notice of intent to run for the board along with a resume. The form and resume had to be returned
at least 35 days before the annual meeting so it could be mailed to all homeowners with the information mailing that will go out with the annual meeting material to all homeowners in November. The board of directors
approved Keith Newman, the associations CPA to accept the proxies and votes for this years election and
who will total the results of the board of directors and reserves.
The following persons names were submitted for the 5 positions on the board:
James Cooper, Edward Covel, Walter Johnson, Florence McGee, Allan Parsons, and Mike Shestok.
Bodine asked the people at the meeting running for the board to give a short speech.
Mark
Mark Bodine stated that in according to Florida Statute 721 a vote to approve or waive the reserves is to be
taken at the annual meeting of the homeowners. Notice of the reserves for 2016 were sent to all homeowners
along with the annual meeting materials in October. The reserves are for painting, paving, roofing, and capital
improvements to the resort.
If reserves were not approved each year, special assessments of the homeowners would result in getting
funds to do these projects. Proposed reserves for 2016 will remain the same with no increase at $ 150.00 for
each unit week.
(See attached 2016 reserves).
Mark Bodine then opened up the meeting for comments and suggestions from the attending homeowners.
Jim Valente read a letter from a former Board of Director Magil Darnley. Mark Bodine read a letter from former Board of Director, Darl Langford. Both praised the work of the Camaron Cove Resort Board of Directors
and Vacation Management, Inc. (See copy of attached letters).
Charles Kubecka asked about the budget for the resorts if the replacement project is years from now. Mark
Bodine stated that each year reserve items such as roofing, panting and paving are recalculated to reflect the
increase cost for replacement. What is budgeted now for reserves will increase in the future and funds should
be available at the time for replacement. This is done to prevent a special assessment to the homeowners.
It was discussed about the timeshare status that in the year 2022, the owners shall have a special meeting to
decide the status of the resort. Brian Deeb stated that at least 60 days before June 2022, a special meeting
of the homeowners must be convened to determine the resorts status. To continue as a timeshare resort or
what to do with the resort.
Discussion about the red paper notice sent to all homeowners with the annual meeting material on Beach
Club Rules and Regulations. Flo Mcgee asked about calling the resort when coming to use the Beach Club
for the day. Mr. Bodine stated that large parties of 6 or more must contact the resort to see if the resort can
accommodate their party for the day. In the summer months, weekends and holidays, the resort is overcrowded with Beach Club users.
Marta Juhasz who had the housekeeping contract at the resort spoke to the homeowners. She has worked at
the resort for the past 16 years and loves her job and the residents. She will continue to do the best cleaning
of the resort as possible.
June Mace spoke about recycling at the resort. Mark Bodine stated that blue recycling bins are located on the
ground floor, south side of the building for recycling of paper, cans, glass, etc. Also the information book in
the rooms talks about recycling.
Mark Bodine asked to the homeowners if they have not yet voted for the board of directors or reserves to do
so at this time. Keith Newman collected the votes from the homeowners.
Keith Newman certified the results of the election. Board of Directors for 2016 are, James Cooper, Edward
Covel, Walter Johnson, Allan Parsons and Mike Shestok.
Keith Newman certified that the reserves were approved by the homeowners for 2016.
There being no further matter to discuss with the homeowners at the annual meeting, Charles Kubecka made
a motion to adjourn the meeting, motion was seconded by June Mace which was approved unanimously.
Camaron Cove Resort
Board of Directors Meeting
December 12, 2015
Notice duly given, a meeting of the Camaron Cove Resort Board of Directors was called to order on December 12, 2015 at 11:10 a.m., Indian Rocks Beach City Hall, 1507 Bay Palm Blvd, Indian Rocks Beach, FL
33785. Present were Allan Parsons, President, Edward Covel, Vice President, Walter Johnson, Secretary/Treasurer, Mike Shestok, director, James Cooper, director. Jim Valente Mark Bodine and Gloria Weir from
Vacation Property Management, Inc.
The main purpose of the meeting was election of positions for the newly elected board of directors for 2016
and any other matters that may come before the board.
The board discussed the minutes from the October 28, 2015 board meeting.
Mike Shestok discussed how the minutes are sent out to all directors for review and approval.
Gloria Weir stated that at the beginning of the Board of Directors meeting, Allan Parsons asked if the Board
of Directors had received the October 28th, 2015 minutes. All agreed they received the minutes except Mike
Shestok, Mike was given a copy of the minutes at this meeting. Allan Parsons made a motion to approve
the minutes which was seconded by James Cooper. At this point Gloria Weir requested that the board clarify
the distribution of the minutes. Over the past few months it has been a discussion on the proper procedure
and requested of Jim Valente to explain. As was asked of all board members today to please make sure to
hit Areply all@ when emailing and also if it was alright to send draft of minutes to all board members and to
have a speedy response. There was not motion but all did agree on this matter.
Allan Parsons made a motion to approve the October 28, 2015 minutes. Motion was seconded by Edward
Covel. Motion passed 4 for 1 opposed.
Mark Bodine stated that new positions for the board of director need to be established for 2016.
Mike Shestok nominated Walter Johnson as President for 2016. Motion was seconded by James Cooper.
Edward Covel nominated Allan Parsons as President for 2016. Motion was seconded by Allan Parsons.
Votes for Walter Johnson for President were 3 for, 2 against. Votes for Allan Parsons for President were 2
for, 3 against. Walter Johnson was elected President .
Walter Johnson nominated Mike Shestok at Vice President for 2016. Motion was seconded by James Cooper.
Allan Parsons nominated Edward Covel as Vice President for 2016. Motion was seconded by Edward Covel.
Votes for Mike Shestok for Vice President were 3 for, 2 against. Votes for Edward Covel as Vice President
were 2 for, 3 against. Mike Shestok was elected Vice President.
Walter Johnson nominated James Cooper as Secretary/ Treasurer for 2016. Motion was seconded by Mike
Shestok. Motion approved 3 for 2 against. James Cooper was elected as Secretary/Treasurer.
Mark Bodine presented a letter of engagement from Keith Newman, Newman and Company, P.A. to do the
2015 audit for the resort. In accordance to Florida Statutes, an annual audit must be preformed at all
timeshare resorts by an independent CPA form. Newman and Company had done the audit at Camaron Cove
Resort for many years.
Allan Parsons gave the board of directors his resignation to serve on the board. (See attached letter of resignation).
The board discussed filling Allan Parsons vacancy on the board of Directors. Since Florence Mcgee ran for
the board and was not elected,
it was suggested to contact her to see if she would be interested in filling in the vacancy on the board. Walter Johnson to contact Florence Mcgee to see if she would be willing to serve on the board.
Edward Covel made a motion to have Newman and Company do the 2015 audit for Camaron Cove Resort.
Motion was seconded by Walter Johnson which passed unanimously.
Mark Bodine stated that the resorts attorney, Brian Deeb of the Deeb Law Group is the escrow agent on
Camaron Cove Resort=s real estate tax account. Brian signs the checks to pay the real estate taxes for the
resort. Edward Covel made a motion to have Brian Deeb continue at escrow agent on the real estate tax
account. Motion was seconded by Walter Johnson which passes unanimously.
Mark Bodine stated that a board of board of director must be appointed by the board to sign on all corporate matters for the Camaron Cove Resort Association. Mike Shestok made a motion that Walter Johnson
sign on all Camaron Cove Resort Association matters as being President. Motion was seconded by James
Cooper. Motion passed unanimously.
Mark Bodine stated that with the new board of directors he wanted to know who would be signers on all bank
accounts. Previously it was Allan Parsons, Walter Johnson, Mark Bodine and James Valente. Walter Johnson made a motion to have Walter Johnson, President, James Cooper, Secretary/Treasurer of Camaron
Cove Resort. Mark Bodine and James Valente, Vacation Property Management, Inc., as signers on all Camaron Cove Resort bank accounts. Motion was seconded by Mike Shestok. Motion passes unanimously.
Mark Bodine said the new signers on the bank accounts will need to meet at the following banks to sign new
account signers cards. Bank of America, Wells Fargo and BB & T. Date and time to be determined.
The housekeeping contract was discussed. Mark Bodine presented to the board the revised housekeeping
contract with the proposed changed by Marta Juhasz and Anna Bennett of MJC Cleaning. The board were
in agreement on the changes. Mike Shestok would like to see the statement of work added to the contract.
It was approved to add the statement of work done by James Cooper to the housekeeping contract. Also to
date the contract to start January 1, 2016. Mike Shestok made a motion to approve the housekeeping contract with the changes from Marta and Anna and to add James Cooper statement of work to the contract.
Motion was seconded by Walter Johnson which passed unanimously.
The board decided to continue having the monthly board meeting on the 3rd Thursday of the month at 7:00
p.m. Next board meeting scheduled for Thursday, January 21, 2016 at 7:00 p.m.
There being no further matters to come before the board, Mike Shestok made a motion to adjourn the meeting. Motion was seconded by Walter Johnson. Motion passes unanimously.
Meeting adjourned at 11:51 a.m.