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Pirates Landing Townhouse Association
Annual MeetingNovember 13, 2010
Galveston Country Club, Galveston TX
1
Agenda
Minutes of 2009 Annual Meeting
Submit and Verify Proxies
Hurricane Ike Recovery Program–Flood Insurance Claim–Windstorm Insurance Claim
Financial Report
2
Agenda (Cont.)
Committee Reports–Landscaping– Insurance–Maintenance–Painting
PLTA website
Election of Board Members
3
Pirates Landing Townhouse Minutes from 2009 Meeting
PLTA Board Secretary:Victoria Staff
4
Pirates Landing Townhouse Hurricane
Ike Recovery
Recovery Task Force Leader and Board Member:
Kevin Foley
5
Hurricane Ike Recovery
Review of 2010 Milestones and Objectives
Returned Townhouses to Living Conditions
Restored Utility Services
Cleaned Out Storm Debris
Hired General Contractor
Filed all Insurance Claims6
Hurricane Ike Recovery
Distributed Funds
Completed External Repairs
Completed Internal Repairs
Long Term Issues of InterestDead Trees & Bushes removed
Planted FM 3005 Sound Barrier
Lawn Replenishment
Repaired sprinkler systems7
Hurricane Ike Recovery
8
Recovered Depreciation
Consulted with Attorney Firm to make sure we received everything from the insurance companies.
Total Funds received - $ ???
Total Funds distributed - $ ???
Pirates Landing Townhouse Financial
Report
Association Bookkeeper:Donna Foley
9
Financial Status and Update
Status of Current Account – Income Statement–Balance Sheet
Anticipated Expenditures
Accounts Receivable
Escrow for Insurance
Audit Results10
Pirates Landing Townhouse
Landscaping
Board Members:Victoria Staff and Sallie Waters
11
Landscaping
Current Contract – Renewed at 2008 cost.
Common areas onlyPersonal Gardens – Responsibility of the owner
Contract TermsCutting grass 43 times per year• Weekly March 1st to October 31st
• Twice per Month November through February
Trim palms and sound fence twice per year
Weed driveways
Other Miscellaneous Activities12
Landscaping
13
Special Thanks to Randy Stillwell
His crews dug the ditches, prepped the area, and planted the bushes for the sound barrier.
Replaced the dead bushes on his own time, effort, and cost.
Special Thanks to Victoria Staff, Sallie Waters, Hank Merry
The sound barrier was their project!
Landscaping
Sprinklers–We spent $ 2,000 to repair the sprinkler
systems–To keep in good repair:
• Don’t drive on grass (cars, golf carts, …)• Don’t park on the grass• Don’t leave large objects on grass (pools…)
– If you see problems contact a board member.
14
Pirates Landing Townhouse Insurance
Board Members:Kevin Foley and Mike Callahan
15
Insurance
Square Footage Implication PLTA home owners are assessed insurance costs based on the original square footage of each unit.
The square footage is from the original 1970’s design of the units.
Each Home Owner should check their current square footage as assessed by www.galvestoncad.org– Click “Appraisal” and “Real Property” then enter
your address. 16
Square Footage Implication
Additional square footage of the unit is the responsibility of the owner.
Each unit that increases the original square footage by adding or extending a room should provide the new measurements to GCAD to maintain records of the unit size and value.
Insurance
17
Current Insurance Package–Flood Insurance–Windstorm Insurance–Fire Insurance–Umbrella Insurances–Insurance Provider
• Galveston Insurance Associates (GIA)• (409) 740-1251 or (281) 442-1892
www.tiny.cc/PLTA
Insurance
18
Written in Homeowner’s name.
Written in PLTA’s name for each homeowner.
Insurance
Unit Coverage PLTA Bylaws Section 13.03 Indicate the Association will Insure the following: (There is no reference to cause of damage)– Texture and painted walls - Counter Tops*– Cabinets (kitchen and bathrooms)*
$18.00/sq yd for floor coverings* The issue of Quality is usually predicated on the extent of damage to the ENTIRE complex. If one or a few units are damaged then replacement will PROBABLY be of “like quality.” Where as if the complex experiences wide spread damage replacement will be of “construction quality” similar to the original 1975 build out. This would be based on $X per sq ft building cost up to the limit of PLTA insurance. ($x could change every year based on costs of construction). 19
Insurance
Unit CoverageOther “Fixed Items” Covered–Light fixtures - Ceiling Fans–Sinks & Faucets - Toilets and Tubs–Fixed Mirrors - Medicine Cabinets–A/C and Heating Units
“Non-Fixed” Items NOT Covered–Refrigerators - Microwave Ovens
20
Insurance
Owner’s ResponsibilityFlood &Wind is vague about who covers what.
To Assure replacement, each owner should consider “Build Out” or “Alterations and Improvements” coverage in addition to contents coverage.
Coverage for items not normally moved upon selling:– Instant Hot Water appliances - Wine Coolers– Extensive Tile Coverings - Fireplaces– Built-in Bookshelves/Cabinets– Tub/Shower Fixtures of Higher than Normal Pricing– Intercom or Sound System and Security Systems
GIA Insurance Representatives consider such items to be “Alterations and Improvements “ or “Build Out Items for definition of coverage .
21
Insurance
Owner ResponsibilityAdditional Structural Features Typically NOT Covered
– Ground Floor unit and content• Hot water heater, refrigerators, electronics, …
– Privacy Fencing– Outside Shower, Sink, and Cabinets– Outside Special Lighting and Ceiling Fans– Built-in Benches– Porch Swings – Plants and Shrubbery
22
Owner ResponsibilityWhen the Townhouse is a primary residence, supplemental insurance should be specified to pay for temporary living quarters while the unit is under restoration.
If Townhouse is a rental unit, a “Loss of Income” rider may be requested. (Difficult to obtain).
Golf Carts are rarely covered under a Home Owner Contents policy. Discuss the options regarding insurance on golf carts with your insurance agent.
Insurance
23
Insurance
Record KeepingFor improved coverage and recovery of loss, the homeowner should maintain a written inventory of contents and attributes. An online Home Inventory “worksheet” can be found on the Insurance Information Institute (III) website; www.III.org– The Home Inventory Worksheet provides for descriptions,
serial numbers, costs and photos of items and features covered by the supplemental policy.
– A copy of the inventory details should be stored offsite in a secure place.
Dealing with the insurance company is easier and faster when you have detailed information on
covered items. 24
Pirates Landing Townhouse
Maintenance Committee
Maintenance & Repair Committee: Kevin Foley, Hank Merry,Coote Wright-Broughton
25
Exterior Maintenance Process
Current policy is that Association contracts for all maintenance.
Covenants require owners get HOA permission before ANY modifications are made. (5.01)
Request form – on website soon
Prioritization of projects1. Structural2. Safety3. Cosmetic 26
Exterior Maintenance 2010
Approximately $50,000 spent last year (November to November)
Major repair program placed on hold during summer months
If you have repairs get them to the Board to enable planning, scheduling and budget allocation in the coming year.
Spend maintenance money at a rate of approximately $4,800 per month
27
Pirates Landing Townhouse
Painting
Board Members:Sallie Waters, Victoria Staff, John
McNamara, and Hank Merry
28
Painting the Buildings
Building or unit colors
Color choices
Cost
Voting
29
Painting the Buildings
The current Maintenance Fees do not support a timely completion of painting of the entire complex.
At the present rate of expenditure of the maintenance fee, the plan is anticipated to take up to three years.
All proposals will require an additional or special assessment to complete the painting. 30
Painting the Buildings
The proposal –To have a special assessment for labor and paint to expedite the painting of the buildings
31
Painting the Buildings
Color choice palette:–See samples on table
32
Painting the Buildings
Building or unit colors–Option # 1 – Paint each unit a
different pastel color in the series–Option # 2 – Paint a Group of 4
units the same pastel color–Option # 3 – Repaint all units one
color33
Painting the Buildings
Estimated cost to paint the whole complex (labor and paint) based on Preliminary Quotes from 3 Painters plus 20% contingency:
• Option # 1 = $204,000 (10.8% more)• Option # 2 = $192,000 (4.9% more)• Option # 3 = $180,000 (Base cost)
Anticipated start date for Painting Contractor would be January 2011 with a projected schedule of completing at least one building a month. However, this will be determined by the availability of funds. 34
Painting the Buildings
What we currently have–Cash flow over 3 or 6 months–Start with half of our reserves
~$50,000–Use half of our available monthly
maintenance dues ~$3,500 per month
35
Painting the Buildings
Assessment needed from the Homeowners:
Option # 1• $3,053 ($1,018 per month for 3 months)• $2,830 ($472 per month for 6 months)
Option # 2• $2,799 ($933 per month for 3 months)• $2,574 ($429 per month for 6 months)
Option # 3 (Base cost)• $2,544 ($848 per month for 3 months)• $2,322 ($387 per month for 6 months) 36
Painting the Buildings
Notes:
Quotes will be updated and finalized when the Association members:– Select one of the three paint options.– Agree to one of the proposed assessment
proposals which in turn will set the project start/complete schedule.
Painting of owner installed lattice work and louvers, located mostly at ground level, is not included in the painting scope.
37
Painting the Buildings
Voting options for labor and paint:– Option # 1 – Paint each unit a different
pastel color in the series - $3,053 to $2,830 – Option # 2 – Paint a Group of 4 units the
same pastel color - $2,799 to $2,574 – Option # 3 – Repaint all units one color -
$2,544 to $2,322 – None of the above
38
Painting the Buildings
Voting process:1. Vote to have an assessment –
Yes/No
2. Vote on Color scheme
39
Voting Rights
Section 3.01 (c) – all members have the right to vote except those “in default of any provision of this Declaration.”
Unit not eligible to vote for non-payment of association dues:
101 305 604 803
40
Painting Election Results
41
Pirates Landing Townhouse Website
Board President: Mike Callahan
42
PLTA Website
www.tiny.cc/PLTA–Make sure the PLTA is in ALL CAPS
You will find:– Insurance policies–The covenants–The By-Laws–PLTA rules and regulations
43
Pirates Landing Townhouse Old and
New Business
Board President: Mike Callahan
44
Association Business
Old Business–Trash Pickup–PPOA Membership
New Business–Elections
45
Trash Pickup
Galveston City is still not picking up trash
Galveston City Water Bill – Do Not pay any trash pickup fee on your water bill. Contact the Galveston City Service and have the fee removed.
Dumpster – ALL trash must be put into the dumpster. If it is full, DO NOT place the trash next to the dumpster. 46
PPOA Membership
Membership has been discontinued.
PPOA threatened a lawsuit for non-payment of back dues.
We responded asking for proof of dues and how the amount was calculated.
PPOA has never replied.47
Pirates Landing Townhouse
Elections
Three Board Positions
48
Elections
Three open positions
Nominees:–Mike McDonald - Sallie Waters–Victoria Staff - From the floor
Guidelines for voting–Three (3) Vote per Unit –Per the covenants (2.02), A voter MUST
be the owner of record or proxy holder.49
Board Election Results
50
Special Thanks
Special thanks to John McNamara (Daddy Mc) for his tireless work for
the PLTA!
51
Discussion/Questions?
52
Pirates Landing Townhouse
Annual Meeting
Adjournment:Thank you for coming!
53
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