The meeting was called to order at 9:37 a.m. by President Tim Pellerin. All Board members in attendance were Tim Pellerin, Mike Dammeyer, Deb Stevens, Steve Couch, and Terry Barrett. Attending from Hilton Grand Vacations (HGV) were Chip Fosth, Dawn Cornfield, Matt Fox, Sharry Luneke, and Amy High.
APPROVAL – PREVIOUS MINUES: MOTION was made by Deb Stevens and seconded by Terry Barrett to approve the minutes of the board meetings held on September 27, 2024, as presented. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
TELLER’S REPORT:
As of this morning there were 1,296-unit weeks represented out of a possible 2,100-unit weeks, which representsw 62% owner response. The new quorum is 50% + 1.
WAIVER OF STATUTORY FUNDING OF RESERVES: Ther were 1,285 votes to waive the statutory funding of reserves, 11 votes not to waive the statutory funding of reserves; therefore, the waiver of statutory funding of the reserves was approved for the 2025 budget.
RESALES REPORT:
2024 Year to Date Total through 9/23/24
21 weeks
$140,900 Total Dollar Volume
2024 Association Sales through 9/27/24
12 weeks
$36,400 Total Dollar Volume
These sales are included in the figures above.
DELINQUENCY REPORT: Discussed
It was asked if the board would be interested in allowing HGV to purchase association owned weeks for club exchange. MOTION was made by Terry Barrett and seconded by Mike Dammeyer to allow HGV to purchase the association owned weeks for club exchange. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
FIRST ONSITE, Patrick Vorhees Update:
Ian work is completed.
Electrical work to be done for Milton.
Fire inspection was done and passed for occupancy.
FOS will be around until everything is complete.
Backup generator flood doors will not be completed before opening due to new codes. Doors are not in production yet.
AC units are all working.
Walls in Floors 1-2 stairwells will be repainted with touch-ups for the rest to be done.
Units still require a final inspection, but furniture will all be moved into units shortly.
Life expectancy of new pipes is 40+ years.
Patrick Voorhees left the meeting at 10:56 am.
MANAGER’S REPORT: Meeting 10/24/24 – First OnSite reviewed the Ian punch list and responsibility and Milton’s damage list.
Pool/Spa – Pumps on order, installation as soon as received. Completion next Friday. Once completed, inspections will need to be done.
Pool Bar- installation planned for today.
Elevators – North pit is being worked on currently with water proofing. Cabs have not yet begun yet.
Beach Grooming – can begin and so far is looking good.
Electronic Locks – Dormakaba
Grills will not be operative because of propane. Temporary grills will be available.
Lobby Art- Turtle paintings are safe and will be hung on once wall is repaired.
Bug Control – Mist has been paused and will be done once fences are installed.
Propane- company missed appointment for installation, but locations were submitted, and proposals will be submitted.
Resort Artwork – save and will be installed once all walls are done.
Landscape Design – reviewed with some changes made. Irrigation will begin on Monday. Tennis court landscaping is done and survived Helene and Milton.
Pavers – Insurance will not cover. With each hurricane, these have been damaged, repaired, and damaged again. Proposals have been submitted to reset all patios in sand and gravel and then pavers. One submitted came in at $11,200 to tear up, fill, pour concrete. To replace the tile will be more. MOTION was made by Deb Stevens and seconded by Terry Barrett to proceed with submitted proposal, not to exceed $22,500 to tear up, fill and pour concrete on all patios. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
Storage tank removal
Signage – delivered and ready to be installed.
Lobby – carpet is scheduled for next week with furniture after that.
Security desk has been removed with repairs done shortly.
Pool Deck Furniture – being stored in units until deck is complete.
Mailbox – it will be replaced
FINANCIALS: Discussed
2025 BUDGET: 2024 Reserves – discussed and adjusted as needed.
2024 Operating Budget – discussed and adjusted as needed.
2024-2025 TAXES: Overall decreased 68.4%
Weeks 1-6 – $15.03
Weeks 7-13 – $42.78
Weeks 14-18 – $15.03
Weeks 19-23 – $8.64
Weeks 24-33 = $15.03
Weeks 34-42 – $8.64
Weeks 43-48 = $15.03=Weeks 49-50 = $8.64
Weeks 51-52 = $42.78
MOTION was made by Steve Couch and seconded by Mike Dammeyer to extend the cost of the plumbing project to $910,000. Mr. Pellerin voted aye, Mr. Dammery voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
MOTION was made by Mike Dammeyer and seconded by Steve Couch to transfer $250,000 from Interior Reserves to Capital Reserves to cover the cost of the cast iron pipe project. Mr. Pellerin voted aye, Mr. Dammer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
MOTION was made by Terry Barrett and seconded by Deb Stevens to transfer $50,000 from Roof Reserves to Capital Reserves to cover the cost of the cast iron pipe project. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
MOTION was made by Mike Dammeyer and seconded by Deb Stevens to transfer $200,000 from Painting Reserves to Capital Reserves to cover the cost of the cast iron pipe project. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
After all items were adjusted, the maintenance fee was determined to be $1,321.49 per unit week, a 9.25% per unit week increase over the 2024 budget. MOTION was made by Terry Barrett and seconded by Mike Dammeyer to adopt the 2025 budget with individual annual maintenance fees of $1,321.49 per unit, Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
MOTION was made and seconded to approve waiving statutory funding of reserves based on the owners vote to waive statutory funding of reserves. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
MOTION was made by Terry Barrett and seconded by Mike Dammeyer to approve and instruct the Manager to facilitate the mailing of the 2025 annual maintenance fees to the members of the Association. This mailing must include a strong worded request for email addresses. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
The ARDA Resort Owners’ Coalition (ARDA-ROC) is a non-profit program sponsored by the American Resort Development Association, dedicating to preserving, protecting, and enhancing vacation ownership. ARDA-ROC is an alliance of owners, developers and managers who are committed to advocating for local, state, and federal policies that enable the vacation ownership industry to thrive.
**MOTION was made by Terry Barrett and seconded by Mike Dammeyer to allow Hilton Grand Vacations to include a request for a voluntary $3.00 per week contribution to ARDA-ROC on the maintenance fee statement. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
MOTION was made by Deb Stevens and seconded by Steve Couch to reaffirm the existing investment policy in place. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
Next meeting dates:
Wednesday, February 5, 2025 @ 10:00am ET
Friday, May 2, 2025 @ 9:00 am ET(Board) and 3:00 pm (Annual)
Tuesday, August 2, 2025 10:00 am ET
Thursday/Friday, October 2-3, 2025 @ 9:00 am ET (Budget)
There being no further business, MOTION was made by Terry Barrett and seconded by Deb Stevens to adjourn. Mr. Pellerin voted aye, Mr. Dammeyer voted aye, Ms. Stevens voted aye, Mr. Couch voted aye, and Mr. Barrett voted aye. Motion carried unanimously.
The meeting was adjourned at 12:49 p.m.
These minutes were approved on February 5, 2025
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