THE LANDINGS RACQUET CLUB
MINUTES OF BOARD OF DIRECTORS MEETING
SEPTEMBER 16, 2003
The meeting was called to order by President Bob Fernander at 2:00 p.m. in the Lakeside Club, at the Landings Racquet Club, Sarasota, Florida.
DETERMINATION OF A QUORUM
Present were Bob Fernander, Judy Greene, Jack Jost, Barbara Pendrell, Raph Ricapito and Collin Wendel constituting a quorum. Absent was Jere Berkey. Also present was Kevin Richards, LRC Manager and Bill Sutton and Shirley Jones both of CMI-Progressive Community Management, Inc.
CONFIRMATION OF PROPER MEETING NOTICE
The notice for the meeting was posted in accordance with Bylaws of the Association and requirements of Florida Statutes.
APPROVAL OF MINUTES
Minutes of the August 19, 2003 Meeting of the Board of Directors were amended as follows:
Page 2 - paragraph 3 “Jazz by the Pool” was changed from October 16, 2003 to November 16, 2003.
Page 2- paragraph 4 the “Welcome Newcomers” was changed from October 30, 2003 to October 23, 2003.
Page 3 – paragraph 1to read Lakeside rate to from $150.00 to $250.00 with a refundable cleaning fee of $100.00
It was further noticed the recession of the $20.00 guest fee had not been mailed to all members. Bob Fernander Fernander and Kevin Richards indicated they would include that information in their report, which is published in
A motion made by Jack Jost and seconded by Collin Wendell to accept the minutes as amended.
Each director present voted in favor of the motion. Motion passed.
Bill Sutton from Manasota Management spoke to the Board relative to Progressive Community Management’s purchase of Condominium Management, Inc. (CMI) and the subsequent merger of Manasota Management with Progressive Community Management. The merger was official as of September 1, 2003 and a letter explaining this merger was distributed to the Board. Bill further explained that due to the moving and combining of the two offices there have been some glitches and may still be some bumps in the road throughout the remainder of September. He asked for the Board’s patience and understanding while these are worked out. The company is upgrading the entire computer system and will be installing a new software program, “TOPS Software”. During the coming months the Financial Reports will be produced on both accounting systems and the two reports provided to the Treasurer Jere Berkey and the Board for their review.
Kevin Richards reported:
2) Outside the Lakeside room near the dumpster area a old well was discovered when it began leaking. An investigation was conducted by checking with Swift Mud, Sarasota Sprinkler, and Symbiont to determine if this well was an active well. It was determined that it is not an active well and Swift Mud will cap the well. The total cost is approximately $550.00 with the Landing Racquet Club being responsible for only about $100.00 of that cost.
3) New white rock has been installed along walkways. Additional drainage digging is being done around the tennis court to keep the debris off the courts. These are being filled in with white rock also.
4) A hitting net has been purchased and installed at Court #4. Several people have used the net and find that it works quite well.
5) A safety slope and sign have been installed in place of the half step at the pool. This was a safety issue.
6) The old copier was in need of repair for the second time in about two months. Rather than repair it again, a new copier was purchased using a $100 rebate and $20 coupon to keep the cost down.
7) Staff Changes – Mina will be leaving and her replacement, Cindy will be starting on October 1. Mina will stay a short while to train Cindy. Cindy will have the same duties, courts, vacuuming, table set up, coffee pots, etc.
Kevin Richards reported there has been a problem with the cooling system in the pool. According the to digital thermometers, the temperature was 86 degrees and the cooling system should have been running and was not. Symbiot will be making repairs.
The Committee is doing a great job and the calendar of events has been posted.
The palm trees and hibiscus have been trimmed
Kevin Richards reported that the Gomez brothers have been given the contract to review for the use of two courts, with an option to expand the program to four (4) courts in season and five (5) courts out of season. Parents are not signing up due to the non-commitment on the part of the Gomez brothers.
There have been some issues with regard to the scheduling of team lessons and practices with teams wishing to block off time with Robby in the 9:30 am timeframe, which is typically when he has personal lessons which is where Robby’s income comes from.
A motion made by Collin Wendell and seconded by Jack Jost make a rule that team lessons and practices with Robby can only be scheduled after 11:00 am.
Each director present voted in favor of the motion. Motion passed.
The fitness center equipment is all in good condition. The mats are deteriorating and Kevin will have them replaced.
There have been nothing but positive comments on the library and already have been requests for expansion. The expansion should include a plan to do a whole wall of open backed shelving. Kevin will make arrangements to get additional shelving.
The house furniture is in need of cleaning. This is done two times per year, typically in the fall before the snowbirds return and again in early winter after all the holiday parties are done. It is about due and Kevin will make those arrangements.
The installation and expansion of the fencing around the pool is complete and looks great.
Lighting and Additional Fencing
There is a great deal of corrosion on the light fixtures and fencing. Law Engineering has provided a bid to do a complete survey of lights and fencing at a cost of $100 per hour, plus the cost of the testing equipment. Jack Jost indicated that Van Coffey (mechanical engineer) can do core samples to determine the extent of the corrosion.
There are two approaches. Either scrape and repaint the light posts and fence or replace the existing. Firm estimates are needed on the replacement of the lighting and fencing. Then there are two options, one to replace the concrete pads, posts and lights and to replace the fending and the other to replace just the light posts and use the same lights with the existing concrete pads and to make cosmetic repairs to the fence. One consideration may be that replacement lights may be more energy efficient and provide better lighting.
Board for 2004
The By-Laws are explicit that the term for all Board members is two years, so that each year three or four members are elected and the other members remain. The following members terms expire in January but have expressed their willingness to continue for another term: Berkey, Greene, Jost and Ricapita. The remaining Board members have one year remaining of their term.
The current interest rate on the Operating Account with Premier is .25%. This needs to be addressed with Premier. An appointment will be set up with Jere Berkey and Kevin with Premier to discuss option.
Bob Greenfield is checking into the legality of changing the By-Laws. The Covenants require that the budget for the coming year along with the billing be provided to the members by November 20 of each year, however, candidates for the Board of Directors have until the 5th day of the month preceding the election to make notice of their intent to run for the Board. This requires two mailings. The suggestion has been made to work with the Association’s attorney to change the procedure to have a nominating committee appointed in October instead of November and to have all Notices of Intent to be due prior to the November 20th budget mailing deadline. The Board approved this action.
Year to date we are under budget by $6,958. This is due to approximately $1,000 more in revenue that was budgeted and about $6,000 under in expenses than was budgeted. Specific questions regarding the financial statement included why is the capital reserve expense the same as the budget and that on the Balance Sheet the Fixed Asset were not in balance. These issues will be reviewed with CMI-Progressive accounting department.
We have received a letter from Flanigan and Menchinger approving the settlement of the bill for the 2002 audit. The original engagement was estimated at $3,200 to $3,500 including the tax returns. The first bill received was for $3,950 of which $3,350 was paid. A second bill was subsequently received for $6,470, which Kevin refused to pay. Flanigan and Menchinger have agreed to settle for $3,650 and a check for $300 has been requested and will be mailed to them.
There being no further business, the meeting was adjourned at 3:15 p.m.
Shirley N. Jones