PepperTree RV Resort
4825 A1a South #200, Saint Augustine Beach, FL 32080   Office: 904-471-5263
Shareholders - Meeting Minutes

Peppertree RV Resort

4825 A1A S #200

St. Augustine, FL 32080

 

Minutes Following Election of

 New Officers to the Peppertree Board of Directors

March 5, 2016

 

Meeting resumed at 10:45.

 

  • Following the tabulation of ballots for the Election of Officers it was confirmed that the following top 3 candidates were voted in and agreed to serve on the Board of Directors in the following positions.

 

Rick Knowles - 62 votes (2 years) Secretary

Tom  Sandknop  - 52 votes (2 years) Vice President)

Fred Sampson - 50 votes (Treasurer)

Samantha Campbell (37 votes)

Joe Wytiaz (31 votes)

 

  • All Board members were present and thanked the outgoing Board for their service to the Peppertree RV Resort community during their term of office.

 

New Business:

 

  • A discussion was held pertaining to the newly established Rental Committee (3 meetings to date).  The membership was alerted that all committee's are open to all unit owners within Peppertree and Peppertree RV Resort is seeking owners / volunteers to bring new ideas and input to said committees in place now, or in the future.

 

  • Discussion concerning a unit owner requesting an opportunity to inspect (and be provided copies) of the financials (income) of rental units participating in the Peppertree RV Resort Rental Program.  Following approval of all 2015 Board members and a legal opinion from our legal counsel, this was allowed pursuant to our Bylaws and Chapter 719 - Florida Statues.

 

  • It was emphasized by the Board that all owners are welcome to join and/or attend any Peppertree RV Resort committee they so desire and to be present at all Board of Director's  meetings.

 

  • An idea was brought to the floor that a suggestion box be set up to allow unit owners and/or renters to submit Opportunities for Improvement for Peppertree RV Resort, the positive aspects of Peppertree RV Resort or any other issues or matters which may require attention.  A Suggestion Box will be available in the near future and located within the Peppertree Office.
  • Update:  The Suggestion Box will be the Key Lock Box at the Main Office.  Place your suggestions in a sealed envelope addressed to the attention of the Peppertree Board of Directors.  Only the Board members will have access to the enclosed information.    

 

 

  • Budget discussion.  A rather lengthy discussion took place concerning our 2016 Peppertree RV Resort budget.  It was decided that the 2016 Board of Directors will meet in the very near future to vote and finalize our budget.  

 

Respectfully submitted,

 

Richard Knowles

Secretary - Peppertree BOD

 

Anastasia Island Resort, Inc.

d/b/a Peppertree RV Resort

4825 A1A South #200

St. Augustine, Fl 32080

 


 

Minutes for Board Meeting (Jan 6, 2016)

 

President Denise Soggs called the meeting to order at 1:04 PM.  All Board members (Denise Soggs, Rick Knowles, Joe Wytiaz, Fred Sampson and Beverly Tarbox) were in attendance or appeared by telephone.  A quorum was established.

 

Rick Knowles read the minutes from the December 7th Board meeting.  Rick commented that he thought Larry Kety’s name should not have been used in the minutes as being responsible for failing to issue Samantha Campbell her stock certificate.  He stated that he would have preferred the responsibility for this action be referred to by His position as Secretary rather than as an individual.

 

No changes were made to the minutes.  The minutes were accepted and approved as read.

 

Denise initiated a discussion concerning Samantha Campbell serving as Secretary for the Association.  She stated that Samantha was an owner in good standing and was qualified to serve in this position.  She further stated that our Co op documents provided for the position of Secretary to be filled by a shareholder rather than a Board member.  Furthermore, Samantha as Secretary would not be entitled to vote on Board issues.

 

Fred Sampson said that he opposed the appointment for the following reasons:

  1. He did not receive sufficient notice that this would appear on the agenda.
  2. He opposed the Secretary having signatory powers.  He cited signing checks,   stock certificates and other un-named corporate documents as the reason for his opposition.

 

Fred stated that his opposition was not against Samantha personally or questions concerning her qualifications.  Some discussion ensued.  There was confusion as to exactly when Fred knew that the Secretary position would appear on the agenda.  Joe Wytiaz stated that he understood that Denise had informed Fred a few days in advance about this item.  Fred stated that the item was a surprise to him when he came to the meeting.  Denise stated that she thought Fred knew about this, but that there may have been some confusion in her communications with Fred.

 

The job description for the Secretary was read from our Cooperative Documents.  In short, the Secretary position required the Secretary to write minutes, be responsible for membership records and prepare agendas for Board and Shareholders meetings.  The Secretary is also responsible for the Corporate Seal and for affixing that seal to all issued member stock certificates.  The only signatory responsibility is to sign, along with the President, a member stock certificate.  The Secretary is not permitted to sign checks or any other corporate documents other than a member stock certificate.  This matter was cleard up as to the limited scope of the Secretary position and re-affirmed that the appointment of Samantha as Secretary did not make her a Board member.

 

Denise called for a vote to re-affirm Samantha’s appointment as Secretary.  The vote was 4-0 (Denise, Rick, Joe and Beverly) in favor of the appointment.  Fred abstained for voting.  The motion was approved.

 

Denise made a motion to adjourn the meeting.  It was seconded and the meeting was adjourned at 10:35AM.

 

 

Respectfully Submitted,

Samantha Campbell

 

 

Anastasia Island Resorts

4825 A1A South #200

St. Augustine, FL 32080

Minutes for Board Meeting (Dec 7, 2015)

President Denise Soggs called the meeting to order at 10:02 AM. All Board members were in attendance or appeared by telephone. A quorum was established.

Denise made a motion that Rick Knowles be appointed to the Board of Directors to replace Peter Wills who had passed away. The motion was seconded and unanimously approved. Rick will serve as member at large for the duration of Pete Wills’ term which will continue until the next election of the Board of Directors.

Joe Wytiaz resigned as Secretary of the Association, but will continue as a Board member at large for the remaining portion of his term. His resignation as Secretary is as a result of his travel plans for February and March.

Joe made a motion that Samantha Campbell replace him as Secretary of the Corporation. Under this motion, Samantha would serve only as Secretary and not as a member of the Board. Under Section 19 of our Bylaws, the Board is permitted to select officers such as the Secretary, Treasurer or other officers as deemed necessary by the Board so long as they are a shareholder in good standing. As Secretary, and not as a Board member, she would not have voting privileges reserved only to Board members such as voting to adopt a budget as well as other privileges reserved for Board members as enumerated in the Bylaws.

Rick Knowles seconded the motion. Some discussion ensued. Fred Sampson stated that he did not object to Samantha serving as Secretary. However, Fred said that he would have preferred more notice of this action as it was a departure from what had been done in the past. Beverly Tarbox expressed the same comments as Fred had stated.

A vote was called for regarding this motion. The vote was 3 to 0 in favor of the resolution. Fred and Beverly abstained from voting. Samantha will serve as Secretary for an indefinite period of time, or until such time as She resigns or the Board recalls her from the position as Secretary.

Joe Wytiaz brought up certain irregularities surrounding last years’ election of the Board of Directors. Joe read the following statement into the Record as a clarification of matters surrounding last years’ election.

If you recall, last year the Board of Directors declared Samantha Campbell was ineligible to run for the Board of Directors. She was permitted to vote as the Board decided she was in fact an owner.  Ms. Campbell possessed a valid Owners Proprietary Lease. She was denied her right to run for the Board because Mr. Larry Kety, Secretary of the Association at that time, refused to issue her a stock certificate. The new administration under the direction of Denise Soggs (President) has issued her a valid stock certificate. After speaking with the State of FL, Bureau of Condominiums about this matter, the only conclusion that can be drawn is that her rights to run for the Board had been violated.  Now that this matter has been properly resolved, there should be no question that She is a shareholder and is lawfully permitted to run for our Board of Directors if She chooses to do so. 

A brief discussion ensued about Directors and Officers (D&O) insurance. It became apparent that that D&O was not a simple matter and that not all policies cover the same things. It was decided to have some legal advice on the proposed policy at no cost from the law firm where Samantha Campbell’s son is employed. Also, Fred Sampson mentioned that he had an attorney friend that he would ask for some free advice on this issue.  It was decided to defer action on this matter until we had more information.

Denise made a motion to adjourn the meeting. It was seconded and the meeting was adjourned at 10:35 AM.

Respectfully Submitted.

Joe Wytiaz

 

 

Anastasia Island Resorts, Inc.

Board Meeting Minutes May 15, 2015

The meeting was called to order by President Denise Soggs at 2:00 pm. The roll was called. Directors Fred Sampson, Denise Soggs, Joe Wytiaz and Beverly Tarbox and were present. Beverly appeared by phone. A quorum was established.

Denise introduced Jay and Matt McGarvey. They represented McGarvey Residential Communities, the Developer for the adjacent property to the north of Peppertree.

Denise invited everyone to go outside to view the property stakes and visualize the Developers plans.

Denise reconvened the meeting and asked the Developers to entertain questions from the Board and Shareholders. The following summarizes the discussion.

  1. The Developers plan to create their own entrance from A1A onto the property. Once the new entrance is completed, the easement for the Peppertree entrance will no longer be needed.
  2. The Developers at their expense will relocate the electric service box used to power the lift station will be relocated to Peppertree property.
  3. The lake to the north of Peppertree will be relocated closer to the A1A Highway.  The small section of the lake that is on Peppertree will be filled in at the Developers expense. The Developer will grant to Peppertree a “fishing” easement so that Peppertree residents can fish the lake by accessing that portion of the Developers land closest to Peppertree. (see attached site plan)
  4. The Developer projects construction to begin in about September.
  5. The Developers at their expense will create an attractive plant and tree barrier between the 2 properties.

Denise announced a 5 minute break. The Developers left the meeting.

The meeting was reconvened and more discussion ensued. Overall, the Shareholders and Board members were very positive about the Developers plans. Denise made a motion to accept the Developers proposal to fill in the small portion of the lake on Peppertrees property and accept the Developers offer to grant Peppertree a “fishing” easement.  Fred seconded the motion. The Board unanimously voted in favor.

Denise announced that the Board would like to receive any input or concerns that our Shareholders might have concerning the development next door so that we can better work together with the Developer.  

Fred gave the Treasurer’s report:

            AIR Checking     $59,659.21

            Reserves               102,803.95

  Peppertree Rental Deposits      $13,414.13

                    Checking Account     12,360.26 

The Treasurer’s report was approved as read.

Joe read the minutes from the March 26th meeting Board meeting. Th minutes were approved as read.

Denise announced that with the passing of owners Pete Wills and Bill Trautwig, both surviving families requested that the be a special planting at Peppertree in their memory. The Board approved this request.

Beverly made a motion to adjourn, Fred seconded the motion. The meeting was adjourned at 3:30 PM.

Respectfully submitted,

Joe Wytiaz – Secretary

NOTE: In lieu of sending a separate mailing to solicit Shareholder input regarding the Development next door, please consider these minutes as that solicitation.

Anastasia Island Resorts, Inc.

Board Meeting Minutes March 26, 2015

The meeting was called to order by President Denise Soggs at 3:00 pm. The roll was called. Directors Fred Sampson, Pete Wills, Joe Wytiaz and Beverly Tarbox and were present. A quorum was established.

Beverly read the minutes for the Shareholders meeting which were approved as read.

Pete gave the Treasurer’s report:

            AIR Checking                   $57,386.45

            Reserves                            $101,870.31

            Rental Deposits                 $11,326.55

            Checking Account            $34,345.00 

The Treasurer’s report was approved as read.

Denise opened a discussion about our WIFI system Tengo-net. Denise said there were many complaints about the quality of service. She said that she doesn’t have sufficient knowledge of the technology to evaluate it, nor has anyone on the Board or among the Shareholders come forward that are comfortable heading an evaluation of this WIFI system. She said that her son is in this business and is capable of helping us. She suggested that her son could head a committee to look into what to do with our WIFI. She asked for ideas who could be involved in this evaluation and for a Board member to work on this committee. Joe Wytiaz volunteered to help and suggested we ask Dennis Campbell (son of shareholder Samantha Campbell) help out. The Board discussed the   potential of a conflict of interest with Denise’s son being involved in this project. The Board decided to approve of Denise’s son working with us. Since no compensation was to be paid to Denise’s son and his involvement was disclosed to the Board, there is no conflict of interest.

It was decided to ask if any shareholders would like to serve on this WIFI committee. If so, please contact the front office.

Denise announced that we have received 3 bids to pout a concrete slab in front of the dumpster. The concrete slab there is broken up and presents a hazard. Bill Hayden (#13) volunteered to help Denise evaluating the bids and overseeing this project.

Denise gave an update on the bathroom renovations. The work will start mid-April or early May. During this renovation period the bathrooms will be closed.

Other topics discussed were:

  1. Denise will schedule a meeting with the shareholders who signed a petition regarding office hours and other matters.
  2. Discussed cleaning of bathrooms.
  3. Toni Capwell’s “We Care” committee asked for volunteers. Fred Sampson volunteered to publish information about new owners.
  4. Denise commented about automated bill pay for maintenance fees and utilities. We are not going to address this at this time.
  5. We are going to have large RV’s staying at Peppertree be spotted as they use their site. This should help minimize the possibility of damage to surrounding structures.

New Business

  1.  Denise made a motion to put Bob, our maintenance man, on salary with flex-hours. This would allow him more flexibility to work around weather conditions and on call emergencies.  The Board unanimously voted to approve this.
  2. Joe Wytiaz announced that the Association would be updating its shareholders records. This would include issuing stock certificates to Owners of record who for some reason had not been issued certificates. These reasons might include lost certificates or errors in not issuing them. Denise asked this to include an update of telephone numbers and e-mail addresses.
  3. Fred expressed his appreciation for Denise’s leadership. Denise stated that with the arrival Spring, it is a time for new beginnings and a renewal of spirit at Peppertree.
  4. Bill and Carol asked permission to buy 2 new ducks for the pond. The Board approved this request.

Beverly made a motion to adjourn, Fred seconded the motion. The meeting was adjourned at 4:18 PM.

Respectfully submitted,

Joe Wytiaz - Secretary




Anastasia Island Resort, Inc.

4825 A1A South #200

St. Augustine, FL 32080

Approved Minutes for Shareholder’s Meeting (Saturday March 7, 2015)

President Fred Sampson called the meeting to order at 10:00 AM. All Board members were in attendance and a quorum of Shareholders was established.

Fred announced that Samantha Campbell is not eligible to run for the Board and that her votes would not be counted. Joe Wytiaz asked if Fred was cancelling the election. Fred said no that the election was not being cancelled. Joe Wytiaz said that Fred’s decision to disqualify Ms. Campbell was not acceptable. He said this was a dirty election. The failure the Secretary, Larry Kety, to do his job of issuing Ms. Campbell a certificate was no excuse to claim she was ineligible to run for the Board. The Secretary is responsible to maintain the records for the shareholders. Joe Wytiaz blamed the Board for violating Florida Law by holding secret meetings not open to the shareholders where this matter was privately discussed and decided.

Denise Soggs blamed the Board for poorly handling and bungling this election. She suggested that the only fair thing to do was to conduct the election and see if either Samantha or Larry were elected.  It was decided to continue with the elect and see if we had a legal problem.

Pete Wills stated that all shareholders had a right to vote. A motion was made, seconded and approved to proceed with the election.

Larry Kety read the minutes. The minutes were approved with changes made by Denise. Pete Wills, Treasurer, gave a financial report:

AIR checking:  $52,535.50                      Reserves: $101,870.31

Peppertree Rentals:   Deposits: $10,326.55       Checking:  $23,655.21

The Treasurers report was approved as read.

Fred announced that he would not accept the role of President with the new Board. He stated that all the Board members are unpaid volunteers and that there is a lot of work involved. Each Board member was asked to speak.

Fred: The new Board should look into repairing the Dumpster area concrete.

Denise: Thanked everyone for allowing her to be on the Board. We need more committees to work on Association business.

Pete: Thanked everyone. We should make sure we continue to monitor cash coming in through washer/dryers and over the counter.

Larry: Agreed with Denise’s comments about committees

Sal: The Park is moving in the right direction.

Fred thanked Ray Bigelow for buying a replacement for our worn out American flag. A brief recess was held while the votes were counted for the election.

Fred announced the results of the election:

Denise Soggs  52 votes ,Beverly Tarbox 46, Joe Wytiaz 43, Larry Kety 36, Samantha Campbell 35, Sal Albanese 34

The new directors are Denise and Beverly with 2 year terms, Joe with a 1 year term. They will join Fred and Pete who will serve one more year on the Board.

New officers were elected. Denise was selected as President. Fred will be Vice President. Pete will continue as Treasurer. Joe will be the Secretary and Beverly will be member at large.

A brief open meeting continued. Joe suggested that the shareholders express whatever thoughts and concerns they have.  A petition signed by 9 shareholders was briefly discussed. The petition requested a review of office hours and job functions in the front office. Some discussion ensued. Denise said that this would be addressed. Kathy Jackson suggested that the Association accept credit or debit cards for payment of maintenance fees. Setting up Committees was discussed. It was decided to have a Technology committee to address WI-FI, CATV, telecom costs, website and accepting online payments. It was decided to ask for shareholder volunteers to head this committee as well as volunteers to serve on other committees.  In the next Board meeting, the Board will discuss setting up other committees such as a Rental Committee and Finance Committee. Denise volunteered to continue to serve as Chairman of the Maintenance and Architectural Committee.  Toni Capwell suggested we have a Security Committee and volunteered to be in charge of this committee. It was agreed that Denise and Toni would serve as the chairmen for these committees.  Leslie Allegro suggested that we raise the security deposits for rentals as well as address cleaning fees and background checks. Beverly suggested the Association screen all prospective tenants whether privately rented or through the Association. Joe disagreed, saying that the Association should focus on improving its own screening.

A motion was made and seconded to adjourn the shareholders meeting. The meeting was aduourned.

Respectfully submitted by: Larry Kety and Joe Wytiaz


Anastasia Island Resort, Inc

4825 A1A South, #200

Saint Augustine, FL  32080

Approved Board of Director's Meeting Minutes, Tuesday February 24, 2015

The meeting for the Anastasia Island Resort (AIR) Board of Directors was held at the resort clubhouse and called to order at 5:00 pm on Tuesday February 24, 2015. Presiding over the meeting was President Fred Sampson.

Roll was called and Board members in attendance were:  Fred Sampson - President, Denise Soggs - Vice President, Pete Wills - Treasurer, Larry Kety – Secretary and Sal Albanese - Member at Large (via telephone/intercom)

Pete read the prior meeting minutes out loud dated November 11, 2014. Fred asked the board members if they had any changes to be made to the minutes prior to making a motion to approve. Denise wished a change to be made. She wanted it understood that she voted against the budget because she wanted the office staffing to be evaluated, possibly changing the Payroll for the office in the budget. She said that several shareholders had approached her on the issue and that she was addressing it to the board. Larry then made a motion to “Approve” the minutes with the change and it was seconded by Denise.

Treasurer’s report was read by the treasurer Pete. As of today AIR Checking: $52,652.70, AIR Reserves: $101,036.99, Peppertree Rentals Deposit: $11,500.00, Peppertree Rentals Checking: $24,465.08. Motion to accept the treasurer report was made by Fred and seconded by Pete.

Fred said that this is the last meeting of this board of directors with only 7 days left till the annual meeting. He said that it has been very difficult for this board to discuss issues because of schedules. He is the only one retired and all other members are working.

New Business –

A. results of survey. The board received 31-32 responses all in favor of enforcing the rules. This should be done with compassion. The new board needs to make this a priority.

B. Renovations of rest room floors to begin next month.

C. Tengo (Wi Fi) contract. Our agreement comes up in November 2015 and we have to give them 60 days’ notice, which would be in September. Fred said that there are 4-5 companies locally that can setup Wi Fi. He also mentioned that any dispute has to be handled by a lawyer.

D. Pit Bulls not allowed. Fred said that twice this year complaints were received on pit bulls. He feels that they are ok if they have the right owners. He does not know what the Florida law is and it will need to be looked into.

E. AIR Attorney Update. Fred said that he had met with Joe Wytiaz over the matter of Samantha lot 23 running for the board of directors telling him that we are not lawyers and since the association has turned this matter over to our attorney, that they will handle it. The attorney has instructed the board to not discuss the issue and to let them handle it.

Joe Wytiaz stood up and addressed the board on the matter of a shareholders right. He has spoken with the State of Florida and if this continues to be an issue it will be brought to the state and the board will not prevail because the board is restricting the rights of an owner. He said that he would caution the board to not proceed with this because there are many negative outcomes that can occur to the board.

Fred said that he forgot to mention a petition received yesterday and that he felt it should not be addressed by this board, he will hand it over to the new President and for the new board. Denise then summarized the petition to the shareholders who wanted it read. A copy of that petition is attached to these minutes for accuracy.

Samantha Campbell stood up and said that thought that the shareholders did not understand the issue at hand with the lawyer. People in the park are concerned with only 10 days left till the election of not knowing what to do. The question is that she is either an owner or not. She stated that this is the issue that she is running for the board, does live here at the park, and has lived here for three years. She said that the association is disputing her ownership at this time: paperwork issues she believes. We did not issue her a “stock certificate”. She feels that she has provided this board with all information which was requested of her. Her application was sent out to the shareholders ballot for their votes. She feels that we should stop wasting all of our shareholders money for no reason with a lawyer, when very simply our secretary cannot maintain his records and try to rig the election at the last minute which she feels is going on.

Pete addressed the shareholders on the matter of those in the park bad mouthing Jeannie in the office. He said that he has worked with her for 8 years now and she does an outstanding job. She went out on her own getting a CAM (Community Association Manager) license which she paid for with her own money. We are very fortunate to have a CAM license here. He noted that all board members have also to study and take an exam. The new board needs to discuss the office staffing issues.

Joe Wytiaz remarked that a CAM license is not required

Larry made a motion to adjourn the meeting and it was seconded by Pete.

Fred adjourned the meeting.

 

Anastasia Island Resort, Inc

4825 A1A South, #200

Saint Augustine, FL  32080

Approved Board of Director's Meeting Minutes, Tuesday November 11, 2014

The meeting for the Anastasia Island Resort (AIR) Board of Directors was held at the resort clubhouse and called to order at 6:00 pm on Tuesday November 11, 2014. Presiding over the meeting was President Fred Sampson.

Board members in attendance were:  Fred Sampson - President, Denise Soggs - Vice President, Pete Wills - Treasurer, Larry Kety – Secretary and Sal Albanese - Member at Large (via telephone/intercom)

Fred asked all in attendance, since it was Veterans Day, to stand and say the Pledge of Allegiance to the flag.

Fred was then handed a stack of letters written by shareholders to be addressed by the board and read out loud. Fred said that it was not right for these letters to be handed in at the last moment and that shareholders have had 30 days to address issues and should have been sent in earlier.

Fred asked for Larry to read the prior meeting minutes out loud. Fred asked the board members if they had any changes to be made to the minutes prior to making a motion to approve them and all board members had no changes. Denise then made a motion to “Approve” the minutes with no changes and it was seconded by Pete.

Fred read a letter addressed to the board from Valerie Gruhot on lot 31.

Fred said that this meeting is a “board” meeting and not a “shareholder” meeting on the budget.

Fred addressed the “Gift” money spent in the budget of $350 and explained that it was for flowers sent out when a shareholder or spouse had passed.

Toni Capwell asked who was involved in the budget and if Lisa knows all of Jeannie’s job responsibilities. Fred said that in addition to the board members, that shareholders Helen Parks and Beverly had been involved in the budget.

Change made to minutes: Denise wanted it understood that she voted against the budget because she wanted the office staffing to be evaluated, possibly changing the Payroll for the office in the budget. She said that several shareholders had approached her on the issue and that she was addressing it to the board.

Fred made a motion to vote on the proposed budget by the board members. The vote was as follows: Fred-yes, Denise-no, Pete-yes, Larry-yes, Sal-yes. The budget was approved.

Fred said that we will be looking at doing some road repair around the dumpster area and fencing to hide bulk items.

Fred said that if shareholders are not satisfied with his leadership, then send an email to him and he will “go away”.

Fred said that we will look into what is being done in the office. It was said by Fred that Lisa is a part time employee. We are an RV Park and cannot just limit our hours; it is a seven day a week operation.

 

Pete Wills presented the Treasurer's report. The AIR account balances are: checking $43,036.57 and reserves $97,235.42. Peppertree Rental account balances are: checking account $11,085.00 and deposit account $12,500.00.

Larry made a motion to adjourn the meeting and it was seconded by Pete.

Fred adjourned the meeting.


Anastasia Island Resort, Inc

4825 A1A South, #200

Saint Augustine, FL  32080

Approved Board of Director's Meeting Minutes, Tuesday July 15, 2014

The meeting for the Anastasia Island Resort (AIR) Board of Directors was held at the resort clubhouse and called to order at 6:00 pm on Tuesday July 15, 2014. Presiding over the meeting was President Fred Sampson.

Board members in attendance were:  Fred Sampson - President, Denise Soggs - Vice President, Pete Wills - Treasurer, Larry Kety – Secretary and Sal Albanese - Member at Large (via telephone/intercom)

Fred asked the board members if they had any changes to be made to the minutes prior to making a motion to approve them and all board members had no changes. Larry then made a motion to “Approve” the minutes with no changes and it was seconded by Denise. 

Pete Wills presented the Treasurer's report. The AIR account balances are: checking $52,496.00 and reserves $94,735.46. Peppertree Rental account balances are: checking account $15,744.95 and deposit account $12,975.12. Denise made a motion to accept as read and it was seconded by Larry.

Fred said that in unfinished business that the Trimming of the Trees was complete. We needed to do this because there were so many trees which were a liability and danger to our units especially in the event of a bad storm. The same tree company was hired that does our palm tree trimming.

Under new business Fred asked Larry to do a status report on our repaving of the roads. Fred felt that this project would have a greater impact to the park than our pool project. Curbs are broken and cracked just waiting for an accident to happen and he felt this would further improve and enhance our park. Larry suggested that we follow the same steps we took when we approached the swimming pool project, to call in a company to have an engineer and survey done prior to making any decision on how to approach the project. The cost for the engineering and survey work to be done is $6,950.00. Larry proposed that we budget for this work to be in the 2015 budget. It was seconded and all board members approved. Only after this work is complete will we then discuss the actual street project and our options.

Under new business Fred brought up the “Naming of the Streets”. Larry further had some input stating that “St. John’s County division of addresses” and the “911 services depart” both had no objection to our putting up “Vanity” Street Signs. Their concern was that we make sure that all residents/shareholders understand that these names of street would not be recorded in their system. No mail is to be addressed using these street names and if 911 is called, they will have no record of these street names in their system.

Under new business a date was selected for our annual holiday party to be on Saturday, December 6, 2014.

Fred and Denise had been meeting and discussing beautification of the park. Denise needs name of shareholders whom wish to be involved in the committee in setting standards for the park. Denise feels that her theory is that of a snowball effect. If enough people move forward in making changes that others will follow suit. If anyone needs help and are unable to make changes then just come forward and we will all work together to help one another.

Fred made mention of the fireworks in the park and held up a rocket which was turned into him. There is a very serious concern for this matter and the concern of a serious fire. Older individuals are concerned that if there was a fire, would they even be able to get out of their units in the event of a fire. Fred has had 4-5 individuals approach him on this matter. Fred feels that we can deal with this issue internally and not have to call the fire and police departments. He said that steps have been taken in resolving the issue and that he feels it will not be a future problem. Pete suggested putting up a sign on the 4th of July and New Year’s Eve stating “no fireworks in the park”.

Fred opened the floor to any addition topics.

Cookie on lot 22 brought up a problem with his neighbor on lot 23 with noise and fireworks being set off. He made mention that in the county that no fireworks can be discharged without a permit. He turned over to the board a print out of the county noise ordinance for their review. Much discussion occurred. Joe Wytiaz brought up that this was not an issue for the board to handle as per our bylaws and that it was to be handles between the shareholders involved.

Rick on lot 37 asked if the minutes could be read at all meetings prior to being approved. Some discussion and the board agreed that at the Annual Meeting the minutes from the previous meeting would be read.

Toni lot 50 complained of noise in the park by owners and renters and they needed to be more responsible.

When asked what action was going to be taken, Fred said a letter would be sent out followed by a second letter, followed by a third letter from our lawyer.

Fred adjourned the meeting.




Anastasia Island Resort, Inc

4825 A1A South, #200

Saint Augustine, FL  32080

Approved Annual Shareholder and Board of Director's Meeting Minutes, March 8, 2014

The meeting for the Anastasia Island Resort (AIR) Annual Shareholders and Board of Directors was held at the resort clubhouse and called to order at 10:00am, Saturday, March 8, 2014.

Board members in attendance were:  Larry Kety, President, Nancy Finley, Vice President, Pete Wills, Treasurer, and Sal Albanese, Member at Large. Vivian Lampard, Secretary, was not present. The two inspectors for the election informed the board that a quorum was established between the shareholders present and proxies received.  The inspectors, Helen Parks and Beverly Tarbox, were asked to begin their count.

Proof of notice of the annual meeting was quickly reviewed prior to the unapproved minutes of the last Board meeting was read.  Motion was made to approve the minutes as read, seconded and passed by all members present. 

Pete Wills presented the Treasurer's report.  The AIR account balances were as follows:  checking $49,929.51 and $87,235.50 in the reserves.  Rental program deposit and checking accounts had balances of $13,060.32 and $20,524.07 respectfully. 

Counting of the ballots was completed.  The three shareholders on the ballot, Fred Sampson, Denise Soggs, and Pete Wills were elected to the Board of Directors. Both Pete and Fred, having received the most votes will serve two year terms while Denise will serve a one year term.  The members discussed among themselves the responsibilities of the different officer positions and who was best suited to fill them. The following appointments were decided for Anastasia Island Resort & Peppertree RV Resort:  President: Fred Sampson, Vice President: Denise Soggs, Treasurer:  Pete Wills, Secretary:  Vivian Lampard and Member at Large:  Sal Albanese.

Nancy Finley thanked everybody for letting her be a part of the Board.  Pete Wills stated that our money looks great and everything is good. Pete thanked Larry for all of his good work as President.  Larry Kety stated last year went great.

Larry spoke about the property next door.  He explained the county has to approve the building plans.  He suggested to wait until land is purchased before any further discussion.

A question was brought up regarding the rental process.  Fred will look into this.  Fred was unhappy with the turnout of Shareholders at the meeting.  Fred would like more participation from Shareholders at the park.

Fred spoke about foreclosures vs. deed in lieu of foreclosure.  Stating that any back maintenance fees must be paid, this is the Owner’s responsibility.

Motion to adjourn was made, seconded and passed.  The meeting was adjourned at 11:15am.



Anastasia Island Resort, Inc.
4825 A1A South, #200

Saint Augustine, FL  32080

Approved Board Meeting Minutes, November 18, 2013

The meeting for Anastasia Island Resort was called to order at 6:30 pm
by President Larry Kety. 

The following Directors were present:

  • Larry Kety-President
  • Nancy Finley-Vice President
  • Pete Wills-Treasurer
  • Vivian Lampard-Secretary
  • Sal Albenese- Member at Large (on phone)

A quorum was established.

 Larry introduced John Keddy, a developer of the property next door.  His plan is to build 33 two story single family homes on this property.  He explained the development would have their own entrance.  His main reason for coming to speak to us was to ask us if we would allow the relocation of the lift station electrical box that is currently on the property.  The relocation of that electrical box would terminate the easement that is now in place.  He also hopes to relocate the pond.  Larry, Vivian and Pete have walked the property with John about a Month ago.   If any Owner should have any questions, his business card is in the office.

Treasury Report:  Pete gave the following report  Air checking $49,733.28, Air Reserves $83,800.00, Rental checking $15,560.00, Rental deposits $15,723.00. 

The minutes from the last meeting have been approved as written.

Budget:  Motion to approve the 2014 budget was unanimously approved.

The renovation to re do the office entrance has been approved.  The bathhouse will not be done in the 2014.

Lawyer:  A very small amount of delinquencies were discussed.  It was decided to have a legal notice sent to one individual. 

Mail box lighting at the cost of $585.00 for two fluorescent lights to be placed under the overhang.   It was voted to look into this a little further.

Larry brought up that we had received an email from Joe Wytaiz questioning our policy on our pet fee.  He feels that the Owner of the property should receive that pet fee.  Larry explained that the pet fee is used for rug cleaning, flea treatments, and the cost of extra cleaning if needed.  Much discussion occurred.  The final outcome was that the policy would stay as it is now. 

Pete motioned to adjourn meeting seconded by Nancy.

 

 Anastasia Island Resort, Inc

4825 A1A South, #200

Saint Augustine, FL  32080

Approved Board Meeting Minutes, September 24, 2013

The meeting for Anastasia Island Resort was called to order at 8:30pm by President Larry Kety. 

The following Directors were present:

  • Larry Kety-President
  • Nancy Finley-Vice President
  • Pete Wills-Treasurer
  • Vivian Lampard-Secretary

A quorum was established.

Larry presented the minutes from the July 6th meeting.  The board was asked if any changes or corrections were necessary. Vivian and Pete motioned to accept minutes as read, seconded by Nancy.

Pete presented the Treasurer’s report:

AIR checking $42,925 and reserves $82,228.91

Rental program checking $25,893.32 and deposits $16,500.00

Larry stated that we had used reserve funds to purchase a new lift pump.  This was the first time reserves have been used since Larry has been here at AIR.

As per new state regulations, it is now mandatory for all Board members to take a Board Member Certification Training class and test for Community Associations.  Books were purchased for all board members, who signed for the books, to use during their term in office.

Larry stated all vehicles should have a parking decal. Please stop into the office to be assigned a decal.

Larry also stated that complaint forms are on our web site and available in the office.  All complaints must be in writing.   For any lot improvements please fill out the Park permit form available in the office.  If a county permit is needed, a copy  of the permit must be turned into the office prior to any work being begun.

The new employee handbook, which had been reviewed by the lawyer, was discussed and approved with all members of the board present voting in favor. Employee Job descriptions are in the process of being written.

The repainting of the bathhouse has been completed.  The tiling project has been put on hold for a later date and will not be included in the 2014 budget. The construction of the front of the office has been approved for next year’s budget.  Total cost is approximately $1,500.00.  The pool heater is much too costly and will not be done.

The budget committee will consist of the Board of Directors.  The proposed budget was approved to be mailed out to the shareholders.

A letter was read from Joe Wytaiz in regards to having his units in the rental program cleaned by a shareholder in the park.  The Board said it was ok as long as whomever he hires has a 1099 form on file with the office.  If a 1099 form is not on file with the office he would not be able to have his own housekeeper. The program does not allow the cleaning fee to be paid to the owner of the unit and then allow them to handle the cleaning.

Larry discussed the playground vandalism and what the lawyer said regarding this issue.

The floor was open for discussion…Fred mentioned the conditions of the road and curbs throughout the park and feels this could be dangerous.  Larry replied, Bob is going to repair the roads in the near future.  We just purchased a new saw which will allow him to cut out the bad sections and then repair. Toni mentioned all of the traffic at #84.  Larry explained his concerns and explained the no trespassing order on their friends is in place.  Toni thanked the Board for taking care of the past tenants in #18.

The AIR Holiday party was discussed, all seemed happy. On Sat.Dec.14th@ 4:00 PM

The next Board meeting will be held on Monday, November 18th at 6:30 pm.

Meeting adjourned.



Anastasia Island Resort, Inc

4825 A1A South, #200

Saint Augustine, FL  32080

Shareholder and Board of Director’s Approved Meeting Minutes, July 6, 2013

The meeting for the Anastasia Island Resort (AIR) Shareholders and Board of Directors was held at the resort clubhouse and called to order at 8:30am, Saturday July 6, 2013.

Board members in attendance were:  Larry Kety President, Vivian Lampard Secretary, Nancy Finley Vice-President, Peter Wills Treasurer, and Sal Albanese Member at Large.

Minutes from the last meeting were approved with no changes.  The account balances were as follows:  AIR Checking $42,856.23, AIR Reserves $80,562.27. The rental program balances were as follows:  Rental Checking $5,677.36, Rental Deposit  $15,072.00.

The park update was a discussion of the following completed projects:  lift station installed, mail box covering, sod, swing set, golf cart shed, benches around pond (possibly more benches to be installed in the future), dog waste stations, additional stop signs and speed limit signs, pond signs, bath house lighting, street lights and security cameras.

Unfinished business consisted of trailer storage by the front entrance.  The Board had a lengthy discussion including members attending the meeting. A motion was then made to eliminate this storage/parking area and in making an arrangement with Bryn Mawr for future storage for our short term guest. All board members voted in favor of this to begin on August 19, 2013.

New business consisted of complaints regarding lot #18, this issue has been resolved.  Tenant will be vacating in the near future.  The bath house had personal items inside.  This issue has been resolved and the items have been picked up.  Any personal items left in either of the bath houses will be removed. The bath house will get a fresh coat of paint and new locks have been purchased.

Lawyer business:  The bi laws and rules and regulations have been modified from the Lawyer.  The revised rules and regulations will be recorded.  The Board held a vote and motion to approve the revised set of rules and regulations.  Four are in favor and one has not decided at this time. It was passed to have only this one set of rules and regulations and not to generate a modified set of rules for rentals. All shareholders will receive the new set of rules and regulations and all rentals.

Letters have been sent out to owners regarding trailers and boats on lots not being allowed.  We received a phone call from Howard White head of the building code department. He was at the meeting years ago when the park was told to in the future not break any regulation and to apply for permits. He told me that they are watching us very closely and we must apply for permits and not just begin/undertake a building project. He said that because of the past and the fact that much of the park has code violations, if they have to come here again for additional infractions that the park could be closed down by the County. Shareholders MUST first fill out the permit from the office here at the park and it will be reviewed by the architectural committee and then will be returned to the shareholder, noting if they are required to obtain a permit.

 Larry also spoke of a four foot sinkhole that is on his property that he recently fell into, luckily no one was hurt.  This is due to an old drainage pipe that is obsolete and has deteriorated and is collapsing.  We are going to evaluate the situation by uncovering more of the pipe since additional sink holes are alongside of the park model 41.

The floor was open to the shareholders.   They discussed storage, the pool, pressure washing of units, etc.

The next meeting date is open, we will set a date within the next few months.

Motion to adjourn was made, seconded and passed.  The meeting was adjourned at 9:30am.




Anastasia Island Resort, Inc

4825 A1A South, #200

Saint Augustine, FL  32080

Approved Board of Director's Meeting Minutes, April 22, 2013

The meeting for the Anastasia Island Resort (AIR) Board of Directors was held at the resort clubhouse and called to order at 5:45am, Monday, April 22, 2013 and a roll call was held.

Board members in attendenance were:  Larry Kety, President, Pete Wills, Treasurer, Vivian Lampard, Secretary and Sal via telephone.  A quorum was met. 

Both front office employees were introduced to the shareholders who were in attendance.

Larry Kety stated that reading of the minutes would no longer take place at board meetings. Minutes would be sent out prior to the meetings and only changes, would be made at the meetings when necessary.  The previous meeting's minutes were changed to include the results of the election to include the number of votes received by the candidates.  They are as follows:  Sal Albanese - 51 votes, Vivian Lampard - 47 and Nancy Finley 43.  The two with the most votes will serve 2 year terms and Nancy Finley will serve a 1 year term.  Motion was made to accept the minutes with the above changes, seconded and passed.

Pete Wills presented the Treasurer's report.  The AIR account balances were as follows:  checking $63,830.96 and $84,985.94 in the reserves.  Rental program deposit and checking accounts had balances of $14,571.62 and $17,188.35 respectfully.

Moving on to old business.  The first item addressed was the lift station.  Sal did extensive research on the system requirements and equipment needs.  The information gathered and his recommendations had been sent to all the board members in the weeks past.  As a result it had been agreed by the board members that a new pump was indeed required.  It was ordered and in a couple of weeks it should be delivered and installed.

Installation of a roof over the mailboxes has been completed.  Shareholder from unit 13 shared his opinion saying that it was an unnecessary expense and that the roof was useless.

The final phase of the entrance rehabilitation was completed with the installation of new irrigation and sod.  The cost was $832.10 for sod and $487.00 for irrigation parts and equipment.

Playground equipment/installation was the next topic.  There was a lengthy discussion between board members and from the floor on the pros and cons.  Shareholder from units 13, 50, 89, 70 and 78 contributed their views, suggestions and recommendations.  After taking into account the views of the shareholders the board decided to go ahead with the project with the cost being somewhere around $1,000.

To begin the new business, President Larry Kety reminded the shareholders and all present that the association is run by the board of directors not by one individual.  When things are done, it is not the decision of one person but that of at least a majority of the board members.

First new business item:  Amplification system for meetings.  After consulting the shareholders in attendance and reviewing rough estimates of cost, it was decided that things are going well for now.

Spring clean up will be going on soon.  All owners will be receiving a letter that will be more on the positive than some that have gone out in the past.

Holiday party schedule.  A date of December 14, 2013, was set for the Association sponsored holiday event.

Trailer storage.  We do not have much space for a conventional storage area.  The space currently being used is considered to be an eyesore by many.  The management at Bryn Mawr has been contacted and they will extend a special rate to our owners who need to store their trailers or campers.  A great deal of discussion took place some of which referenced current rules that do not allow lots to be used for storage of campers or trailers.  Current storage area will continued to be used for now.  Sal will have our bylaws checked by legal counsel in order to address many of the concerns voiced and have a clearer picture of where we can go from here.

Bathhouse lighting.  Recessed lighting was recommended to replace the current floods being used.  Board approved the recommended replacement.

Street light/light post SW corner of property.  A new bid was received to place a light post by unit 24 that was significantly lower than any received in the past.  Installation of the light was approved by the board.  Shareholders present said some of the lights were out, the locations were noted and they will be repaired or replaced as needed.

Front office area remodeling.  Two preliminary bids for a remodel of the office area have been received.  The space could be used more efficiently and made more attractive with this remodel. Since it is not a pressing issue, it will be considered further and looked at again in the future.

 

Security cameras.  There are currently two inoperable cameras in our security system.  The board approved replacing the two cameras and the purchase of an additional camera to fill a coverage gap in the pool area. 

Pool area and bathhouse restrooms.  The floors and some of the walls are in need of leveling and repair.  Repair costs estimated at about $1,000.  No decision was made to affect the repairs at this time.

New art in the clubhouse.  About $180.00 was spent at local thrift stores to purchase art for the clubhouse.  It was an expenditure approved by board members and well received by all.  The new art is an improvement over what was there before.

Complaints.  The floor was opened for comments.  Several shareholders said that there was a lot of noise, activity and horn blowing taking place late in the evening and very early morning hours. Unkempt areas and disturbances. Some of these issues have already been addressed others cannot until our bylaws, rules and regulations have been properly reviewed.

Rules and regulations.  Board members were given copies of the current rules and regulation to review.  It was recommended that the speed limit be 10 mph in the park and after a brief discussion it was approved.  New sights will be purchased and placed in the park.

Pet pick up stations.  Recommendation made to install a few in the park.  Decision was postponed to next meeting so it could be looked at further.

Benches.  Installation of benches by the ponds was recommended.  Since there was one in the past the board members agreed that it would a nice addition. Shareholder in # 13 offered to build and install benches at no cost to the association.  The board did not vote on the benches but deferred the decision to the next meeting. 

Storage shed.  The size of the shed currently in the compound is not large enough to properly store two carts, lawn mowers and all the maintenance equipment.  It was recommended that a shed be purchased and placed alongside the mailboxes to house one of the carts.  We will continue to look at this purchase and placement options.

Comcast.  There are recurring issues with Comcast cutting service to boxes in units and on RV lots.  It is an ongoing problem that will need more attention but for now Jeanie will continue to handle it on a case by case basis until a later date when there are other options available.

Attorney.  Sal is already handling this issue and will be reporting back with recommendations.

The next meeting date was set for Tuesday, June 11, 2013 @ 5:45pm.

Treasurer, Pete Wills had another engagement that evening and excused himself at 7:25pm.

The meeting was opened to the floor for comments and new business.  It was immediately brought to the board's attention that the flag being flown out front was in dismal condition.  The board quickly resolved to have it replaced immediately. 

Need for shade on one of the decks was brought up.  That led to a discussion on the condition of the pool/patio furniture.  It was agreed that a canopy to provide shade on one of the decks is to be purchased and installed as well as replacement of patio/pool furniture at the ends of its useful life will also be replaced.

Some discussion and several comments were made about the recent palm tree trimming, rental cleanings, rain sensors, speed bumps, BBQ grills and pets loose in the park.  Notes were made by the board members and many of these issues will be addressed in future meetings.

Motion to adjourn was made, seconded and passed by all members.  The meeting was adjourned at 7:41 pm.

Respectfully submitted by Vivian Lampard, Secretary.




Anastasia Island Resort, Inc

4825 A1A South, #200
Saint Augustine, FL 32080


Approved Annual Shareholder and Board of Director's Meeting Minutes, March 9, 2013


The meeting for the Anastasia Island Resort (AIR) Annual Shareholders and Board of
Directors was held at the resort clubhouse and called to order at 10:17am, Saturday,
March 9, 2013.


Board members in attendance were: Vivian Lampard, President, Larry Kety, Member
at Large and Pete Wills, Treasurer. The three inspectors for the election informed the
board that a quorum was established between the shareholders present and proxies
received. The inspectors, Helen Parks and Beverly Tarbox, were asked to begin their
count.


Proof of notice of the annual meeting was quickly reviewed prior to the unapproved
minutes of the last Board meeting was read. Motion was made to approve the minutes
as read, seconded and passed by all members present.


The President's report consisted of a recap of the previous two years of projects
completed, successes of the rental program and the progress made in the appearance
and reputation of the park. Our new employee, Lisa Persco, was introduced. She will
be working in the front office on the weekends and intermittently on weekdays. Since
neither the Vice President nor Secretary was present, the Treasurer's report followed.
Pete Wills presented the Treasurer's report. The AIR account balances were as follows:
checking $70,503.23 and $79,152.62 in the reserves. Rental program deposit and
checking accounts had balances of $16,383.00 and $19,587.12 respectfully. Larry Kety
had nothing to report as Member at Large.


Counting of the ballots was completed. The Financial proxy passed. The three
shareholders on the ballot, Sal Albanese, Nancy Finley and Vivian Lampard, were
elected to the Board of Directors with Sal receiving the most votes. Both Sal and
Vivian, having received the most votes will serve two year terms while Nancy will serve
a one year term. The members discussed among themselves the responsibilities
of the different officer positions and who was best suited to fill them. The following
appointments were decided: President: Larry Kety, Vice President: Nancy Finley,
Treasurer: Pete Wills, Secretary: Vivian Lampard and Member at Large: Sal
Albanese.


At this time the new President usually takes control of the meeting, but he decided to
have the outgoing president continue until the end.


Unfinished business consisted primarily of status updates on various projects,
mailboxes, irrigation, sod etc. Other items were employee compensation, playground
replacement, pool heater and the cat complaints. A salary increase for Jeanie
retroactive to the first of the year was passed. After some discussion and comments
from the shareholders in attendance, all agreed to complete the planning and move
forward with the project making sure that the area is small and manageable. Subject of
heating the pool was brought up by a shareholder. It is something that the Board has
looked at in the past and although highly desirable, it was found to be cost prohibitive.
When the pool was constructed, all the necessary plumbing and electrical lines were
installed for this upgrade. It is something that the board would like to purchase without
a special assessment or increase of monthly fees; therefore it will continue to be on
hold until it becomes financially feasible. As for the complaints concerning cats, the
owner of the offending cat and the owner of the dog that was attacked have set their
differences aside. The dog was not injured and steps have been taken by the cat's
owner to prevent any further incidents. It was suggested by a shareholder that proof of
rabies vaccination be required from all pet owners prior to allowing any animals onsite.
The recommendation was rejected.


New business. The board was presented with a quote for a replacement motor for
our lift station. This came about due to one of the pumps being removed and sent out
for repair. Prior to the motor's failure, the county increased the water pressure on the
island, due to the age of the pump and the increased pressure, even if it is repaired,
the motor will not work properly in our system. The possibility of a whole system
upgrade, adding a macerator, replacement of both pumps and system failure were
discussed at length. It was decided that further information was needed to make an
informed decision. Sal was appointed to collect and evaluate the options and present
the information to the other board members before action is to be taken.


It was suggested that the administrative staff, Jeanie and Lisa, attend future board
meetings, to give input and provide information and assistance as required by the
members of the Board. All members of the board were in agreement and the staff will
be at the next meeting.


When opened to the floor, Shareholders expressed their views on various topics.
A need for more board meetings, amplification system for those meeting, more
shareholder participation and publication of board position descriptions. Topics
for more discussion include the need for legal opinions when it comes to our rules,
compliance and possible implementation of fines as well as ways to get more
participation by shareholders in committees.


In response to shareholder comments and suggestions, the new President has pledged
to have more frequent meetings. The next meeting date was set for April 22, 2013.


Motion to adjourn was made, seconded and passed. The meeting was adjourned at
11:58 am.


Respectfully submitted by Vivian Lampard, Secretary, Board of Directors.