REGENCY ISLE OWNERS ASSOCIATION, INC
BOARD OF DIRECTORS MEETING
March 2, 2008, 8:00 A.M.
Regency Isle Meeting Room – Third Floor
(Approved Minutes)
Call to Order & Roll Call of Directors – Establish Quorum:
Noel Daniels, Nelson Morrison, Gary Reno, Mike Cranston, Tommy Hardy, &
Ken Graves
Members in attendance: Cindy Self (305), Frank Chapman (308), Gene Clemens
(510), Jude Reno (1009), Nelson Morrison Jr, John Dubay (PH1111)
Invited Guests: Kevin McCarron, (OB Insurance), Freddie Boudin (Coastal
Products), Hunter Finch (McGriff, Seibels & Williams, INC present insurance
agent), Tyson Whiteside (Daniel Craven, counsel for Association),
Reading & Approval of December 9, 2007 Board of Directors Meeting minutes: Nelson
Morrison made motion to avoid reading the minutes and approve as is. Gary Reno seconded
the motion, all in favor. Motion Passed.
Storage Unit discussion, one owner who had previously rented the units returned to
Association due to humidity and moisture from rains. Two other units are currently rented by
owners.
Building Maintenance Discussion:
412 / 1112 North patio door will be repaired this coming week or next as contractor
schedules. Indoor pool deck coating / sealant incompatibility was discussed. Sherwin
Williams will be reporting back this week with a resolution. Outdoor pool coating was
postponed. Update on pool sand filter maintenance that 3 filters have been changed, with two
to go before Spring Break. Grills will be reworked with new briquettes, rock grates as well as
cleaned & recoated. Stairwell door hardware to be replaced where needed. Two unit front
doors will be replaced, one from deterioration, the other from guest damage.
Problem: The north walkways are covered in carpet. The concrete under the carpet is not
waterproofed and therefore soaks the walkways. The soaked walkway is contributing to the
deterioration of the ceiling texture on the floor below, causing the texture to fall in numerous
areas around the building. The south balconies are also allowing water/ moisture in cracks on
the decks causing the ceiling texture on the floor below to be deteriorated as with the north
decks.
Freddie Boudin, Coastal Products was present to discuss the need for walkway and balcony
waterproofing and per board request, to specify materials to solve this issue. Freddie’s
company, Coastal Products, provided the elastomeric coating for building that was applied by
Harrison Construction during the 2006-07 construction project. Freddie suggested two
contractors who specialize in this scope of work as well as discussed the materials that
Coastal had for this application. The Board viewed samples of the texture for the front
walkways and chose the material as tan with an aggregate finish for traffic. Discussion about
replacing the carpet resulted in the decision to not re-carpet the north walkways but to apply
the tan aggregate and materials. Discussion was made about possibly getting a machine to do
maintenance / cleaning the possible new walkways.
Mike Cranston made motion to choose the Tan color for the walkways if work was approved.
Gary Reno seconded the motion all in favor. Motion Passed
Kevin McCarron, Orange Beach Insurance, presented preliminary numbers for the insurance
policies. The board discussed coverage amounts and policies.
Quote ability - 2 weeks prior to renewal, Board asked about mold coverage. Kevin stated that
limited coverage was available. Board asked that mold be included in final quote.
Budget was reviewed and proposed. Tommy Hardy mad a motion to approve proposed
budget, Ken Graves seconded motion, all in favor. Approved. Noted that Landscape, and
Security contracts still to be approved.
Tyson Whiteside discussed security contract with Coastal. Provision in contract limits
liability to only amount paid to Coastal as amount able to collect in case of liability. Board
directed Tyson to discuss contract with Coastal for revision. Board also directed Property
Manager, Jay to research other companies to provide coverage.
Hunter Finch, McGriff, Seibels & Williams, INC, presented current insurance companies
offer for renewal of 13 month policy with the offer to expire Tuesday March, 3rd, 2008.
Board asked for clarification on mold coverage to be added to policy and available amounts,
as well as wind driven rain coverage which was not included in the offer.
Tommy Hardy made a motion that McGriff, Seibels, & Williams, INC offer be accepted as
is. No one seconded. Motion Died.
Tommy Hardy voted to accept McGriff policy once wind driven rain was added, Gary Reno
seconded motion. Noel then asked for discussion. After discussion Gary Reno rescinded his
second of the motion and none voted. Motion Died.
Board decided that upon completion of other items on the agenda, policy numbers could be
revised by Hunter Finch and McCarron Ins could respond as well. Board plans to hold a
conference call this week to resolve the issue of policy.
Jude Reno updated the board about the annual meeting location and cost as well as the
caterer and entertainment for the after meeting social. Decision was made to use Chick N Sea
restaurant / caterers from Foley with DJ Ms Jude on the turntables. Bring your favorite cd
music. ANNUAL MEMBER MEETING will be held at “Pheonix 5” not Pheonix 3 like
last year. PLEASE NOTE THE CHANGE IN LOCATION.
Nelson Morrison made motion to adjourn to Executive Session, Tommy Hardy seconded, all
in favor. Motion Approved.
Nelson Morrison made motion to end the Executive Session, Gary Reno seconded motion, all
in favor. Motion Approved.
Rental Guests Parking Registrations:
Board discussed collection of parking registration income from owners in addition to rental
agencies as currently practiced. Board discussed the number of owners now renting
individually through vrbo.com and other avenues. Noel Daniels made motion to begin
charging owners who rent for parking registrations for each guest vehicle on property
whether a one night or monthly rental guest. Parking registrations will continue to be
distributed to the owners and rental agencies for distribution to their rental guest. Registration
enforcement will continue through security and in house staff. Gary Reno seconded the
motion, all in favor. Motion Approved.
John Dubay, PH1111 owner, brought up the Board’s decision that the Front Office
Receptionist position had been terminated. Mr. Dubay expressed his opinion on the need for
the position and asked if the Board would reconsider the decision. Noel Daniels stated that
the Board would be reviewing the decision until the Annual Owner’s Meeting in April to
decide if further action should be taken.
Gary Reno made motion to recess meeting until middle of week for insurance and contract
votes, Ken Graves seconded motion, all in favor. Meeting was recessed.
Ken Graves made motion to reconvene meeting, Nelson Morrison seconded motion, all in
favor. Motion Approved.
The Board discussed insurance quotes submitted by Mc Carron Insurance and McGriff and
Siebles. Nelson Morrison made a motion to approve Mc Carron Insurance bid for
Association Insurance, Ken Graves seconded the motion, all in favor. Motion Approved.
Nelson Morrison mad a motion to approve the bid for landscaping by Overstreet
Landscaping, Gary Reno seconded the motion, all in favor. Motion Approved.
Nelson Morrison made a motion to adjourn, Ken Graves seconded the motion, all in favor.
Motion to adjourn approved.