Porto Cima Townhouse Property Owners
Association Annual Meeting
November 19, 2005
NOTE: These minutes were approved by the POA board on 3/11/2006.
The annual board meeting was called to order at 9:00 a.m. by Derek Cooper, President. Board members present included Derek Cooper, Four Seasons Homes; Joe Roeger, First Title Insurance; Jane Kruse and Don Brohm, homeowners. Todd Nelson and Scott Nelson of Nelson Property Management and Nelson Landscaping attended.
Homeowners in attendance included:
Carole, Brohm, Bello Pt. Ed Debus, Via Bacino
Rick Kruse, Via Bacino Lee & Linda Eise, Villa La Cresta
Jim Barnett, Punto Piloto Elaine & Bill Manion, Bello Pt.
Mike Heitman, Bello Pt. Tom Stout, Via Bacino
Dick & Rhonda Gallagher, Bello Pt. Frank Coffey, Punto Piloto
Jim Schroeder, Punto Piloto Bill McHugh, Avilla Dr.
J. V. Osborn, Via Bacino Tim Meisner, Las Campanas
Richard & Janice Fiester, Villa La Cresta
Derek Cooper introduced current board members and advised the attendees that the POA board was being turned over to the homeowners. The developer will no longer occupy a position on the board. The association will include the seven townhome neighborhoods currently in Porto Cima.
Cooper advised the attendees that the Board revised the Declarations of Covenants and Restrictions for Porto Cima Townhouse Properties, which are now entitled the First Amended and Restated Supplemental Declaration of Covenants and Restrictions for Porto Cima Townhouse Properties. One of the primary purposes in doing so was to establish each townhouse neighborhood as a distinct entity. This allows for establishing assessments based on expenses common to all townhouses and those unique to each neighborhood. The different types of construction materials and replacement needs necessitated separating expenses by neighborhood. Brohm encouraged homeowners to visit the website to review the revised declarations.
Todd Nelson presented the audit of December 31, 2004 completed by Evers & Company. Copies are available to homeowners upon request. The auditors’ report states that the financial statements present the financial position of the POA as of 12/31/04. The auditors’ recommendations have been reviewed by the Board.
The Balance Sheet for the POA as of 09/30/05 was reviewed. At that time, 87 units had been closed. It is expected that there will be 106 or 108 units when all units are closed. The report breaks out revenue and expenses by the 7 neighborhoods. Owner’s equity varies by neighborhood because of differences in expenses. Tree removal in some areas, specifically Punto Piloto, impacted expenses as the cost was not budgeted. The repair of lawn areas in Punto Pilot where trees were removed, and replacement trees resulted in a neighborhood assessment for owners.
It was reported that a tree fell during a storm and damaged the railing around the walkway in the Punto Piloto neighborhood. During a second storm another tree fell also requiring removal. Neither of these expenses were budgeted. The cost was paid out of owner’s equity. One owner questioned whether the cost of repair should have been covered by insurance. Scott Nelson stated that the loss was not reported to the insurance company. Mike Heitman, a homeowner at Bello Point and executive with State Farm Insurance Company, offered to look at the policy.
Cooper stated that Four Seasons Homes policy is that any tree that dies a full year after closing is the responsibility of the POA.
The Statement of Revenues & Expenses by Townhouse Neighborhood for the 12 months ending 12/31/04 was revised due to audit adjustments. The revisions were minor. Kruse pointed out that the reduction to owners’ equity was approximately equal to the cost of tree removal and installation of 911 signs. Neither of these costs was budgeted in 2004 so the expense reduced equity.
In reviewing the Assessment Budgets for 2006, an owner asked for an explanation of the cost of pest control. Scott Nelson explained that the exterior of the units are sprayed once a month from March to October at a cost of $35.00 per unit per community. AB Pest will spray interiors and/or crawl spaces, but homeowners need to make arrangements directly with the company. Homeowners will be responsible for the cost.
The irrigation pump was installed in mid July at Punto Piloto and is working properly. The pump installed in May at Bello Point is also working properly. There was a short period of time when the Bello Point pump was not working and repairs had to be made. The savings in water costs at both neighborhoods will be realized in full next summer.
Todd Nelson reported that he has applied for a permit for a lake water irrigation pump at Villa La Cresta. Once the permit is approved, the pump will be ordered. Homeowners in Villa LaCresta have been advised by letter [dated 10/3/05] of a neighborhood assessment of $880.00 to cover the cost of the pump. This will result in a payback of initial costs over approximately 2.7 years through lower water bills. A review is underway to determine the feasibility, and cost/benefits of tying into the Golf Course irrigation system in all remaining neighborhoods.
One owner questioned why the electric and water costs are so much higher at Villa La Cresta. The Board advised that Villa LaCresta has more units than the other neighborhoods requiring more irrigation. There is also a waste water lift station that was required by the Department of Natural Resources that serves only Villa LaCresta. This lift station is responsible for higher electric costs at Villa LaCresta. Most units at the other neighborhoods have individual grinder pumps with electric usage paid for by the unit owner.
One owner inquired as to the location of the meter for the lift station pump in Villa LaCresta. It was reported to be located near the tennis courts. This meter is for the lift station only. Punto Piloto has three meters and two control boxes for irrigation.
Tree removal in all neighborhoods was done by Bill’s Tree Service. This company had the lowest bid, they named the POA as an additional insured on their insurance policy and the company had worker’s compensation coverage. The Board was very satisfied with the service and the price charged. Tree trimming is not in the budget. If an owner wants a tree trimmed, at their expense, he/she should contact Todd Nelson, POA manager, with Nelson Property Management. Owners should not contract for tree trimming on their own. Todd should also be contacted if light timers need adjustment.
Notes to the assessment budgets were reviewed. There is an increase in landscaping costs of 7%, which includes repair and replacement of landscaping, and an additional fungicide for the plant beds. As previously mentioned, a study is being completed to determine whether some neighborhoods can access the irrigation system on the golf course to reduce water costs. The Board will evaluate the cost for the hook up to the system as compared to the water costs for Avila, Southshore Place, Las Campanas and Via Bacino. One owner asked about the possibility of contaminates from the lake water. Scott Nelson has not seen any difference in using lake water versus the community water system. He said the lake water is softer.
A question was raised about removing the stains left by mud daubers. Expenses for removal are in the 2006 proposed budget. Todd Nelson will be soliciting proposals on behalf of the POA for Mud Dauber damage repair.
It was reported that Pete High, an independent inspector, was hired to inspect the townhouses. High will do a full blown inspection on one unit in each neighborhood and, if problems are found, the problem areas identified will be inspected in all townhouses in that neighborhood. The cost of a full blown inspection is $350.00 per unit. High moisture readings and the need for caulking have been identified in some areas. High advised the Board members that Dryvit has received bad publicity because of the trouble in North Carolina. What people didn’t hear is that when they check on vinyl siding and other exterior coverings, they found the same problems. Installers have to be trained and the caulking and soffit installation is most important for preventing water damage. The reports completed to date were available for review by homeowners. Derek Cooper, Four Seasons Homes, stated that the developer’s policy is that if Four Seasons has done something incorrectly, Four Seasons Homes will fix it. A Dryvit representative will be involved in the review of the areas identified as problems in the inspections. Cooper also noted that Four Seasons Homes only uses certified installers. He also stated that Weather Shield windows are welded in the corners so they won’t leak. One homeowner inquired which units in Bello Point will be inspected. The Board responded that buildings 2, 3 and 5 – 9 will be inspected. Newer units do not yet need a full inspection. Caulking will be checked each year on all units.
The water problems that have been noted on the decks at Punto Piloto are being examined. It is unclear what the source of the water is. Four Seasons Homes will tear into the decks to find out what the problem is. Cooper said Four Seasons plans to begin this shortly after Thanksgiving. Cooper reported that Dryvit did not have a detail for wrapping deck posts. One of Four Seasons Homes superintendents came up with a solution that is being used at Bello Point.
The Board decided to include $20.00 per month per unit for general reserves. There was discussion about conducting a more detailed reserve study. Tim Miesner suggested calling other Jack Nicklaus communities or other communities similar to Porto Cima to see how they had conducted such studies or who they had retained to perform the study. Miesner felt that other communities would be willing to share information. Brohm pointed out that most of the units belong to second homeowners and they don’t want to build up large reserves. Kruse pointed out that the Board wanted to keep assessments affordable for current homeowners and that the decision was made to increase general maintenance expenses for short term predictable costs with a smaller amount reserved for more long-term expenses. Brohm expressed a reluctance to spend money on a Reserve Study and would welcome input from other owners on their thoughts. Joe Roeger pointed out the need for a reserve fund to serve as a cushion, but that the amount did not need to be large as there are other ways to finance replacement/repair costs than to build up large reserves. Jim Barnett suggested that the Board keep its current system.
Until 2004, management fee expenses were accumulated in owner’s equity. Four Season Homes was taking care of the management of the properties and was not charging for the service. Effective 1/1/2005, the Board contracted with Nelson Land Management for property management. The Board has been pleased with the performance of Nelson Management. The Board had also considered contracting with U. S. Resort Management, the company that manages Four Seasons properties, but the cost was prohibitive.
It was pointed out that Via Bacino has the largest amount in reserves. For some other neighborhoods, costs were estimated as there was no historical cost data. As a result, some assessments were initially set too low. Mr. Barnett thanked the board for their time and effort in addressing this issue.
There was a discussion about the decision to turn roads over to the counties. La Riva Est has roads in both Miller and Camden Counties. Brohm indicated that a Miller County official who was contacted was receptive to the idea of turning over road tax money collected in Bello Point to Camden County to cover this expense. Camden County will not take over until roads are repaired. The roads in La Riva Est have been a problem for over two years with patching done several times. Currently, previously done patching is breaking up badly again.
Owners were encouraged to look at the Website for contact numbers. Contact Todd Nelson for tree removal or trimming. For dead trees on golf course property, contact Todd Nelson and he will contact Paul with Porto Cima Golf Course.
Derek Cooper reported that Four Seasons plan to install 17 street lights this year.
Dr. McHugh, Avila Drive, asked about responsibility for damage to the side of his building from golf balls. Todd Nelson will talk with the Golf Course personnel. [Subsequent note: Golf ball damage is not general maintenance and is not the POA’s responsibility. Such costs are the responsibility of the golfer. If the golfer is unknown, the responsibility falls to the homeowner.]
In 2003, Four Seasons Homes interviewed interested homeowners for two positions on the board. Don Brohm and Jane Kruse were selected. In 2004, the developer decided to wait one more year before turning control over to an all homeowner board. New board members for 2006 were introduced:
Bill Manion – Bello Point
Lee Eise – Villa La Cresta
Ed Debus – Via Bacino
Derek Cooper thanked Don Brohm and Jane Kruse for their work on the revised Declarations for the separate neighborhoods.
Twelve new townhouse buildings are planned for the center loop of the front 9 holes of the golf course. These units will have their own owner’s association. Cooper stated that Four Seasons Homes will still be supportive of the Porto Cima POA and he said “he is just a phone call away.”
Don Brohm said he appreciates the feed back he gets from homeowners. Problems should be directed to Todd at Nelson Property Management.
Joe Roeger stated that the new owner controlled board is well positioned to take control. He feels that this board is one of the best prepared owner’s associations he has seen at the Lake and he anticipates a smooth transition.
Don Brohm said the Board had discussed the possibility of power washing the buildings; however, this would require removal of the screens on the windows. Because this would require access to everyone’s unit, it was decided that homeowners would need to individually schedule this service and the cost was not included in the budget.
If a townhome owner wishes to modify the exterior of a building, the owner must seek approval of the Townhome POA Board to maintain uniformity in each neighborhood.
There was a question about owner’s use of the pool at the Lodge of Four Seasons. Some owners had been advised in the past that the pool was available for their use, but that no longer is the policy. Scott Nelson offered to raise this issue with Peter Brown.
An owner asked about installation of fire hydrants. Cooper said that at one time Four Seasons was working with Lake Region Water on this issue, but Lake Region Water was sold and the issue came to a standstill. There had been some discussion about a bond issue to fund the cost. There was a question about the problem of access to water during the fire at Villa LaCresta last year and the possibility of using the irrigation system to assist if necessary. According to Cooper, volume requirements do not allow for use of the irrigation system in the event of a fire. While all agree that this is a serious problem, there has been little progress in coming up with a solution. There was a question about the impact on insurance rates and Heitman indicated that this is not a consideration in establishing rates. Heitman agreed to meet with Todd Nelson to review the insurance policy.
Future board meetings will be held on Saturdays. Derek Cooper and Joe Roeger have agreed to be available for some meetings or be available by phone to provide assistance and/or information as needed.
Dick Gallagher motioned to close the meeting, it was seconded and the meeting was concluded at 11:00.
Jane Kruse, Secretary
This page last edited or updated on Wednesday November 28, 2012 07:34 AM