Cas Casa a Blan Blanca ca Board of Directors Meeting March 12, - - PowerPoint PPT Presentation

Cas Casa a Blan Blanca ca

Board of Directors Meeting March 12, 2016

Agenda

I.

Roll Call

II.

Call Meeting to Order - Quorum determined

III.

Proper Meeting Notice - Agenda has been posted in accordance with Florida Statutes

IV.

Approval of Minutes - Feb. 27, 2016

V.

Approval of Contracts

VI.

Introduction of Staff

• VII. Rental Manager
• VIII. CAM Report

IX.

Officer’s Reports

X.

Old Business

XI.

New Business

I.

Survey

• XII. Set BOD Meeting Dates
• XIII. Comments from Owners
• XIV. Adjournment

Rental Manager’s Report

CAM Manager’s Report

President’s Report

Transition To Do List

 Completed: (2/12 > 2/26 - day 15)

 Meeting with attorneys  Retained attorney for CBVR  Auditor contact  Insurance company - policies, proposal for additional liability coverage for BOD  Contacts with various Rental managers and companies, referrals, references  Interviewed 3/3 Management Companies  Interviewed 2/3 Rental managers  Interviewed 3/3 cleaning companies  Interviewed Head Maintenance  Contact w/ accountant for CBVR  Office access, keys, photos  Computers backed up  Bank signature cards 5/5, new account Retain Management Co (BOD mtg) finalize contract (Tom)

 To Do: (2/27 > 3/11 - day 30)

 BOD meeting - structure and Management co approval  Property/Rental Manager - (finalize Tom w/ Ana, Greg)  Head Maintenance finalize (Tom, w/ Lighthouse)  Maintenance man finalize (Head Main, Tom)  Rental Program Real Estate Broker (Tom)  Financial component for Rental Program /Broker (Tom, Greg)  Employee Contracts (Tom, legal, Lthouse) Finalize additional liability/BOD (Tom)

• Office staff interviews -14 pre-screened resumes

(Donna/manager)

• Reservation software (manager/reservationists, Donna)

✓ Cleaning Company finalize (Ana) Inventory - Maintenance, linens, office (photos, lists, quantities)

(Bld/Grounds walking property next week to prioritize action items and will take photos in storage, maintenance areas)

Transition To Do List

 To Do: (2/27 > 3/11 - day 30) (Cont’d.)

• Transfer Lighthouse from PCM - letter 3/4/16

Financial Records accts, credit cards, banking info, authorized signatures Documents Contractual Information Contractor bids Owner information- contacts, banking Software license transfer  Constant Contact membership info/access

 Feb Rent checks (PCM) Bank signature cards 5/5 (Tom, Ana > Donna, Greg, Lighthouse, manager)  TEAM Meeting 3:00 PM 3/11 new employees, BOD, CAM, rental financial/Broker - photos, organization 3/11 5:00 PM Locks, keys (locksmith) 3/12 BOD meeting - Welcome new staff, contract approval Newsletter to Owners (Tom, Jan) new employee team photos 2nd quarter maintenance payment info to owners (Lighthouse) Audit (in depth) through March 31 (Auditor w/Treasurer) Computer - website, reservation software, Constant Contact, owners link

(manager w/ domain owner and webmaster)

Review/revise staff expectations (manager)

Financial Report

Financial Report

 2016 CBA Budget

 Financial statements as of February 29th were not provided by PCM in time for this meeting

Financial Report

 2016 CBVR Budget

 Revenue

• Final numbers as of February 29th, show revenue totaling $126,369 which is significantly over

budget

Financial Report

 2016 CBVR Budget (cont’d.)

 Operating Expenses

• Operating expenses for the same period total $105,024 also over budget, leaving an excess of revenue over expenses

(surplus) in the amount of $21,345

Financial Report

Old Business

New Business

Reserve Study

 Reserve Study

 Two bids received

• GAB Robins North America (Updated Study)

– Scope of Work - Update Reserve Study with Inspection

» Thorough on-site inspection of common area improvements/reserve components

– Detailed reserve funding analyses using both Component Funding Analysis and Cash Flow Analysis (Pooling Method) funding methodologies – Fee Structure (Choose one)

» $2,725.00 - Reserve Study Update With Inspection Only » $2,600.00 - Reserve Study Update With Inspection Plus Three Consecutive Annual Reports At $700.00 Per Report

• Dreux Isaac & Associates, Inc. (First Time Study)

– Scope of work - Perform on-site survey of the property. Identify reserve components and collect specific information on each including age, history, quantity and condition. Photographs and measurements will be taken as needed – Reserve Study Report will contain both a straight line component plan a thirty-year cash flow plan – Fee Structure

» First Time Reserve Study Fee - $4,200.00 First Year Update Fee: $650.00

 Recommend acceptance of bid from GAB Robins

Owner’s Survey

Owner’s Survey – Owner Information

(19%) (81%)

Owner’s Survey – Owner Information

(14%) (26%) (44%) (16%)

Owner’s Survey – Owner Information

(90%) (10%)

Owner’s Survey - Common Elements and Infrastructure

(24% Needs Improvement / Poor) (76% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(22% Needs Improvement / Poor) (78% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(12% Needs Improvement / Poor) (88% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(16% Needs Improvement / Poor) (84% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(35% Needs Improvement / Poor) (65% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(33% Needs Improvement / Poor) (67% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(2% Needs Improvement / Poor) (98% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(8% Needs Improvement / Poor) (92% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(3% Needs Improvement / Poor) (97% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(11% Needs Improvement / Poor) (89% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

(12% Needs Improvement / Poor) (88% Good – Average / Fair)

Owner’s Survey - Common Elements and Infrastructure

 Owner Comments

 Beach Chairs

• Need more beach chairs at beach
• Beach chairs should not be allowed to be taken the night before for the next day in peak periods
• There should be more chairs and possibly a way to identify their users as C.B. residents
• We need more beach chairs. Renters should not be able to hold chairs w towels without using for hours

 Common Elements/Grounds

• Need to address handicap issues' especially pool area
• Need a front gate. People just walk through here on such a regular basis, they even say hello now. Could use more machines, but that is

not possible. Could use more landscaping

• The landscaping has lost a lot due to the loss of "green space" with the addition of pavers and loss of grass & bushes behind apartments
• Beach chairs, rec room acoustics, apt building landscaping, palms
• When I stay in my unit, I find trash on our beach. Not much, little here and there. I always pick it up because I believe our beautiful beach

is one of our best assets. If we can get some staff to periodically check our beach to trash, I think that will be helpful. Thank you.

• #12 loose pavers at pool shower #13 drain covered up at beach shower? #15 back door left at D row trash bin #10 elevator need new

floor #13 entrance to beach pavers looks old by water fountain and restroom.... wrong sealer? #13 beach chairs dirty #7 much improvement plantings at beach and now we have an on site person covering grounds which will help #16 very nice up front laundry area

• Washers are too high, for short people can't reach the bottom on the washers
• We have put a lot of money into the various projects
• Casa Blanca is looking good!

Owner’s Survey - Common Elements and Infrastructure

 Owner Comments (Cont’d.)



Security

• Security needs to be addressed to prevent trespassers



Management/Staff

• We do not need a Mgmt Co that is our compeditor (real Estate Co handling their own properties and in the business of listing

and selling for their own benefit

• We will require someone with experience with CB. I recommend we hire back Greg Loxley. He understands we are in the

hospitality business and can repair/and replace just about anything. He is great with customers and will be a great asset. I have his contact information if you like

Owner’s Survey - Service

(72% Needs Improvement / Poor) (28% Good – Average / Fair)

Owner’s Survey - Service

(56% Needs Improvement / Poor) (44% Good – Average / Fair)

Owner’s Survey - Service

(63% Needs Improvement / Poor) (37% Good – Average / Fair)

Owner’s Survey - Service

(28% Needs Improvement / Poor) (72% Good – Average / Fair)

Owner’s Survey - Service

(65% Needs Improvement / Poor) (35% Good – Average / Fair)

Owner’s Survey - Service

 Owner Comments

 Management/Staff

• Staff should be good will ambassadors for Guests and Owners
• Why are we paying guys to driving around all day and not pick up trash when out. Very little works gets done from what I can see.

Cleaning is another issued

• Staff seems to lack direction and follow up
• Would be nice to have a full time CAM/mgr. to delegate necessary chores and to follow up on their completion!

 Security

• More security is needed during the holiday periods and policing any young adults from renting
• I notice a lot of people walking through to use our beach that don't appear to be renters

 Board of Directors

• The BOD is too new to rate. It is difficult to really rate. I have not recently done a serious walk through of property
• Owners need to support current BOD and curb rumors
• We are excited about the new board and changes developing

 General

• Lack of communication or owner input from BOD, poor response and effort from CAM, dismissive of owners and guests, need Spring

Break security, low occupancy compared to rest of the key

• Most items are poor and hope for improvement. Above mentioned should all be making changes
• #20 #21 new night man very visible hard worker #18 need cb manager more visible and checking property after hours , # of people in

units etc. courteous supervision of property, renters, employees #19 need to be more aggressive not enough rent can never make expenses #18 need employees off social media etc. #21 possibly adjust rates for villas closer to beach , villas with- out lanais #21 I have faith in new board, have seen good changes already and transparent, hands on very diligent

Owner’s Survey – Rental Program

(56% Needs Improvement / Poor) (44% Good – Average / Fair)

Owner’s Survey – Rental Program

(51% Needs Improvement / Poor) (49% Good – Average / Fair)

Owner’s Survey – Rental Program

(32% Needs Improvement / Poor) (68% Good – Average / Fair)

Owner’s Survey – Rental Program

(56% Needs Improvement / Poor) (44% Good – Average / Fair)

Owner’s Survey – Rental Program

(40% Needs Improvement / Poor) (60% Good – Average / Fair)

Owner’s Survey – Rental Program

(77% Needs Improvement / Poor) (23% Good – Average / Fair)

Owner’s Survey – Rental Program

(51% Needs Improvement / Poor) (49% Good – Average / Fair)

Owner’s Survey – Rental Program

(40% Needs Improvement / Poor) (60% Good – Average / Fair)

Owner’s Survey – Rental Program

 Owner Comments

 Rates

• Improve rates in busy season - Do a rate comparison on competition in area. Empower manager to decide on a discount in slow

time (fall) in order to close a deal as Island House does. Stop discounting in winter

• Rates need improvement during the winter
• It is not necessary to give a discount on the rate in high season. Or, it should be for 60 or 90 days, not 30 days. Our web site

states rates subject to change. This should be changed for 2017. The entire Key is booked. We could replace guests that are unhappy with this policy. Our rates seem much lower than comparable properties. We should look into raising rates in High season and doing promotions during slower times. Island House will not discount in peak times, however they WILL offer 10%

• ff in slower times to retain the reservation. This is smart business practice
• Rental rates are reasonable, but the cost of the management company is too high, resulting in less income to owners

 Statements

• Individual monthly statements
• Very pleased with the statements and the check deposits all last year

 General

• I'd like to see work done to determine our rates vs. competitors. Too many times things are broken or missing without knowing
• when. The statements are not easy to figure out. After deep clean I found areas that were not even addressed. I think we need

to do a better job at understanding how to market our properties

• Need to revisit friends and family policy and review of past Architectural Review policy on apartment doors

Owner’s Survey – Rental Program

 Comments (Cont’d.)

 General (Cont’d.)

• We have had issues over the past couple of years with the cleanliness of our unit when we have arrived to use it ourselves. Also we

have never received compensation from tenants for any damage done - the maintenance staff doesn't report it. The website is not good for booking more than 4 guests or for those who want to rent for less than 7 days (I allow a 5 day minimum). The statements could use some work and need to be kept on the website longer. Last year's are already gone

• We have only owned our unit for 2 years so right now I don't have any history for comparison. My answers maybe a bit skewed
• We are constantly upgrading our unit and gave never broken even
• Housekeeping has improved, but needs more attention. Statements have been inaccurate on several occasions. require more

information elated to the insurance coverage provided within our condo fees- value deductible- in side walls? all outside ?

• Occupancy should be higher, inconsistent to poor cleaning for 2 yrs, no unit inspection following cleaning for damage or items that

need attention, errors on charges and difficulty getting them corrected, owner access and ability to make reservations on website

• Once we gave up our Casa Blanca Management, our rental program went downhill and it didn't pay to rent anymore for many
• reasons. We have lost so much money at Casa Blanca to PCM, it is a SIN
• You may note that income on the eastern half of the villas is rather poor. It is easy in general conservation with the reservationist to

pick a property closer to the beach! Generally, it takes 80-90 nights of winter rental to "break-even"! Compared to "Island House". We are not getting advance reservations for the spring/summer seasons, while they have many. We must need better exposure? Cancellation policy should be at 60 days, not 30. We had a good cleaning company here 2 years ago. Maybe we should try to get them back!

• When we are there I alway get chg for cleaning after I did it and I use my own linens, I have to call and clear this is each time. Then

wait for next month to get the money back.

• #30 doing much better

Owner’s Survey - Top Priorities for 2016

 Top Priorities

 Common Elements/Grounds

• Beach chairs – 1
• Apartment stairs and 2nd & 3rd floor walkways – 1
• Villa painting – 1
• Maintenance of all grounds, buildings, security gate – 3
• Better security - 3

 Management/Staff

• Good/better management – 12
• Getting/better maintenance staff in place – 7
• No management company - 2

 Rental Program

• More revenue/income - 12
• Increase marketing/marketing plan – 3
• Rate Study/Increase rates – 4
• Better rental office practices - 1
• Installation of telephone performance system – 1
• Listing all rental costs on webpage – 1
• Better hospitality, Ritz Carlton attitude - 3

 Financial

• Keeping expenses down – 1
• Fiscal responsibility – 2
• Regain control of our monies – 1
• Lower maintenance fees and keep commission at 13% - 1
• Address reserves, develop a long range plan -1

 Board

• Better communication, more open – 4
• Well functioning BOD - 2

Owner’s Survey – Policies/Procedures for Review

 Policies/Procedures for Review

 All policies  CBVR bylaws  Rental rates including discounts

• Allow owners to negotiate discounts

 Rental policies

• Flexibility on minimum rental days
• Inspection/damage policy - # number of people who

actually stay in units

• Cancellations
• Spring break/Fourth of July security
• Cleaning/Cleaning fees
• Rental unit grading - All units are safe and clean
• Revisit 365 days out/"right of first refusal" policy
• Ability to rent on any web site - CB still gets there

commission

 Review of management company cost structure  Friends & family policy  Small pet allowed by owners  Respecting owners vendors of choice for repairs.  Every owner pays their individual insurances (flood,

wind)

 Staff salaries & job descriptions  Uniforms or shirts for all personnel  Board/Association communications  Pavers issues resolved

Owner’s Survey

 Additional Comments



Board of Directors

• New BOD needs to stabilize and get a handle on all that needs to be done to get our property values in line with where they should be.

And now address the need for a new management company

• Better communication between owners and the Board
• No "closed door meetings"
• Board infighting is out control amid is lowering real estate prices of this property. Needs more transparency in the way rentals Are
• generated. Rumors Apodaca board members getting preferential treatment needs to be addressed. Management company is not
• necessary. Way too many assessments in the last 10 years with no input from the owners. Board does whatever it wants and spends $ like

its someone else's

• Owners need to know what is going on. There seems to have been a lot of secrecy and therefore rumors as to management and board
• activities. Because of the lack of transparency there is a lack of trust which has not created a warm, inviting, pleasant environment. We all

live busy lives and this is a spot we hope we can look to as a great getaway, with benefits of rental income. Siesta Key is becoming more

• desirable. The growth of Sarasota has been incredible and it should continue. There is no reason why we shouldn't be able to participate in

that growth. Thank you to the Board members. We appreciate your time and we hope things improve

• Improvement in communication and owner input through committees, surveys... accuracy in financial reporting to owners
• Board needs to realize they are responsible for the management errors
• Difficult to comment until new board proficiency is demonstrated
• I'm glad that there is a new board and I hope this is a changing moment of all of us. It's been 15 years of pure hell at Case Blanca. Do

please don't let us down. If I can do anything I would love to help. Teri evans 14c

• Really do appreciate the communication from the new board!!
• Salaries based on performance, better supervision of property,financials and staff, I believe this is the board to make great changes to the

property, financial well being and overall progress at CB

Owner’s Survey

 Additional Owner Comments (Cont’d.)



Rental Program

• Consider guest paying for cleaning as many places on the key. Jamaica Royal adds it into the rent and the guest doesn't know that

they are paying. It is an all inclusive price. They are at least $200. per week higher than Casa, and they do not offer discounts

• Inspect units immediately after check out for damages or missing items. Start a lost and found column in the newsletter for items that

travel when several units are occupied with families. Feature owners that have visited with pictures etc.in an effort to introduced owners to each other

• It's all about raising rent!!! You need to be working on 2017 and 2018. Beyond immediate personnel issues, we need to be working on

the future, in particular how to get rental unit QUALITY up and justifiably raise rents!!!

• Signed rental agreements by owners in the rental program
• We need to increase retention of GOOD renters
• My daughter rented an OF apartment in Oct 2015. The unit had some safety issues, and was unclean. The photos online didn't show

the true condition. They had to take another unit, which was not OF because none were available

• I think the monthly statements would be more helpful if they showed year to date information. Also, there is usually a mismatch of

revenue and expenses when a month is crossed. For example, commissions should be exactly 13% of the monthly reported (allocated)

• revenue. This seldom happens. Overall, we have been happy with Casa Blanca and have appreciated the efforts of Jasmine. It would

be nice if we could keep her on

• Every employee needs to have skin in the game. Would love to see the space above office utilized other than storage
• Do not make decisions regarding annual cleaning, service contracts, or purchased equiptment without contacting owners prior to
• action. Equitable distribution of long term tenants to owners properties. Sign for Casa Blanca needs modernization. Office should return

phone calls and call back with answers to questions asked

• Units are still not inspected carefully at check out. Determining missing and broken items. A/c units set proper temps as to not freeze

the systems and create damage to compressors and unit water leaks. Making sure all windows are shut when a/c units in operation

Owner’s Survey

 Additional Owner Comments (Cont’d.)



Management/Staff

• New BOD needs to stabilize and get a handle on all that needs to be done to get our property values in line with where they should be.

And now address the need for a new management company

• Need professional and friendly people here
• High turnover of Casa Blanca staff has caused disruption to operations
• Staff hospitality and responsiveness are concerns
• Going forward. PLEASE hire a manager and staff or another property manager with experience there are some good ones in Sarasota.

DO NOT ALLOW BOD MEMBERS TO RUN THE OFFICE!!!



Financial

• Full accounting of finances and answer to "What was the actual cost of using PCM". Develop plan for returning reserves to a "fully

funded basis“

• We need an audit to find our where all our money has gone. Don't forget our vending machines and washing machines/dryers



General

• Thank you everyone for taking a proactive approach to managing CB. We love our CB community and want to keep it safe, clean and

beautiful for everyone to enjoy; especially for our year round residents

• We need to be back in the top 10 with hands on management
• Casa Blanca hasn't looked this good per some of the improvements that have taken place in the last 3 years. Keep it up to protect all
• ur investments without any assessments

BOD Meeting Dates

 Proposed BOD Meeting Dates



Saturday, March 12 10am



Saturday, April 16 (committee reports w/ action plans)



Saturday, May 21



Saturday, June18



Saturday, July 16 (skip?)



Saturday, August 20



Saturday, Sept 17



Saturday, October 15 or 22



Saturday, November 19 (’17 budget approval)



Saturday, December 17 (owner meeting/election material)



Annual Meeting Saturday, January 14, 2017

Thank you!