VCA BOARD MEETING MINUTES



VANDERBILT COMMUNITY ASSOCIATION, INC.

VANDERBILT COUNTRY CLUB

2005 Annual Meeting

A meeting of the Vanderbilt Community Association, Inc. (VCA) Board of Directors convened on Thursday, November 14, 2005 at 5:00pm in the Vista Room at 8250 Danbury Boulevard, Naples, FL. Notice of Club meetings continue to be posted on the community channel 95 and the website.

Directors: Robert Bush, President; Charles Long, Secretary; Denis Davidson, Treasurer; Jerry Lewis, Vice President; David Pedersen, Parliamentarian; John Laliberte, General Manager and approximately 300 resident members were present. Niki Dutton, Membership Director/Office Manager, along with, Charles Long, Secretary of the Association, recorded the minutes.

Call to Order

Mr. Bush called the meeting to order at 5:01pm. While a quorum was being established, Mr. Bush announced the Candidates running for the VCA Association Board.

Candidate Introduction

Three candidates to fill the two open positions beginning January 1, 2006, were introduced in a alphabetical order: Joan Cappiello, Daniel Gritti and George Underhill. Gerald Lewis and David Pedersen’s terms expire on December 31, 2005. Mr. Bush asked for nominations from floor. No names were brought forward and nominations from the floor were closed.

Certification of Quorum

Mr. Bush confirmed that a quorum was present and that 414 units out of 800 were represented either by proxy or in attendance. Notices of the meeting were mailed to the membership on September 26, 2005 and October 14, 2005.

Last Call for Ballot/Ballot Counting

Mr. Bush asked if there were any members present who had completed a proxy or ballot to please place it in the ballot box. After asking a second time with no response the polls were closed at 5:09pm. The tabulation of the two board positions available and the Master Declaration Amendment began by April Keating, Association Manager/Supervisor of Elections, Niki Dutton, Membership Director, Paul Wright, Assistant Community Association Manager, Ed Logazino, Security Manager, Frank Shields and Pat Stapleton of the Audit Committee.

President’s Report, Bob Bush

a) County Development: Mr. Bush presented an updated review on neighboring developments as follows (please refer to attached map):

i. Bristol Pines: Construction has begun on 298 residential units and 30 affordable houses. The entrance is on Tree Farm Road. The developer has agreed to place a six-foot tall, two-foot berm concrete fence on the Vanderbilt Country Club boundary line with a 15-foot setback.

ii. Boxwood: Residential community planned. Developer met with the VCA Board of Directors a year ago; there have been no updates since then.

iii. Bucks Run: 56 total units and a church in front, 40 single family houses in back. The developer has agreed to add a concrete fence, 6 foot tall on two-foot berm along the Vanderbilt Country Club boundary line.

iv. Carolina Village: Construction has begun west of Mission Hills Shopping Center. This will be a commercial mixed-use development, ten free standing buildings with condos on second and third floors.

v. Wolf Creek: Townhouses and condo’s - $300 - $400k range. Starting soon.

vi. Sonoma Oaks: The formerly known Nagel Craig commercial - light industrial center concept has been shelved. New concept and name, commercial in front, 112 residential units in rear.

vii. Golden Gate Fire Station: The land has been cleared.

viii. Water Treatment Plant: New water wells and pumps stations for these wells are under construction. Project should be completed in 2006. More new water wells will be drilled to east of VCC in the future.

ix. Vanderbilt Beach Road: Phase One construction is in the process to extend 951/Collier Blvd. to Airport-Pulling Road. The remainder is to follow and due to be completed by late 2007. Talks to extend Vanderbilt Beach Road east are still in the planning phase. There were public workshops held this past summer, which the Board attended. Vanderbilt Country Club is most likely not be affected by this extension. The first mile of the extension to the west, from 951/Collier Blvd. to Massey Road and will be to the north of Vanderbilt Beach Road.

The Board will continue to monitor these and any new upcoming construction projects as new information is forthcoming and the Board will keep the membership informed.

b) 2005 Capital Improvements - Below is a list of approved projects:

i. Aquatic Plants for Lakes

ii. Golf Course Greens Rollers

iii. Administrative Time Clocks

iv. J-Mail Software

v. Tennis Court Cabana

vi. Re-landscaping Main Pool

vii. Golf Bag Drop Awning

viii. Vista Room Air Cleaner

ix. Tennis Court Roller

x. Fountain at Clubhouse

xi. Clubhouse Entrance

xii. Landscaping & Accent Lighting

c) 2005 Noteworthy Activities

i. The following Mission Statement was approved with the assistance of the Long Range Planning Committee: “Exceed the expectations of the Membership through continuous improvement and enhancement in the operation and maintenance of all assets of th4e Club. The goal of our Club is to be recognized as the “Premier” bundled community in Southwest Florida through the implementation of excellence in operation. And through strong leadership, manage the achievement of this mission in a cost effective manner.”

ii. Relay for Life: Vanderbilt members raised $29,000 last year in this fight against cancer. Mr. Bush asked last year’s event organizers; Gail Davidson, Kathy Dean and Charlotte Thompson to stand. The crowd acknowledged their hard work with a round of applause. Jim Madore, has stepped up to chair the upcoming event. Anyone interested in volunteering was asked to get in contact with Mr. Madore.

iii. Media Center: The Media Center will remain open for business as usual.

iv. Property Management Contract Renewed: VCA has extended the property management contract for an additional year with Waterford and the Wedgewood Associations.

v. Refurbishment Project: The Board and members are thrilled with the results of the Clubhouse Refurbishment. Mr. Bush thanked the staff members who worked outside at the Pavilion Pool Bar in extreme temperatures and difficult conditions, such as moving items from the main clubhouse to the outside area on a daily basis to satisfy the year round members. Congratulations went out to all involved, especially those on the Clubhouse Refurbishment Committee, who received an applause.

vi. Hurricane Wilma: Mr. Bush thanked the staff and the members for their exceptional teamwork after the hurricane hit. It was wonderful that so many members pulled together to clean up debris and assist their neighbors in the time of need.

d) Member Recognition/Award: This is a newly developed recognition program. The following members were recognized and presented with a plaque.

i. County and Local Development Committee; Richard Calabrese, Larry Smith, John Wellekens, Chappell Wilson.

ii. Clubhouse Refurbishment Committee: Dick Cronenwett, Mary Dorgan, Cheri Freshwater.

iii. Buck’s Run “Crash”; Bill Cooper, Jack Prete, John Wellekens.

iv. Capital Reserve Document; Gary Johnson

v. Access & Safety Committee; Barbara Hall Clark

vi. Common Grounds & Landscaping Committee; Bill Dorgan

vii. Audit & Special Projects Committee; Pat Stapleton

viii. Activities & Special Events Committee; Natalie Lewis and Roberta Murphy

General Manager’s Report, John Laliberte

a) 2005 Operational Highlights:

• John begin by introducing some new faces of key members of the Vanderbilt Country Club team as follows:

o Andy Costa – Head Golf Professional; Joined VCC mid-October; 6 Years at Hideout Golf Club, 16-years in golf business; earned Class “A” PGA Member Certification in 1993.

o Holly Durden – Merchandise Coordinator; Last 4 years as buyer at Vineyards CC. Avid Golfer and has a LPGA affiliation.

o Jim Gallagher – Maintenance Supervisor; Terrifically talented – Certified Handyman’s License.

o Paul Wright – Assistant Community Association Manager; Joins us from Minnesota as our 2nd Full Time Licensed CAM.

• Introduced remaining VCC Management Team:

o Mike Curran – Director of Tennis and Member of USPTA

o Niki Dutton - Membership Director/Office Manager; joined us this year from Collier’s Reserve CC; Member-Collier/Lee County “Membership Directors” Assn.

o Jack Hedenstrom – Clubhouse Manager, 7-yrs. since beginning December, 1998; NRA/FLRA

o Cathi Hughes – Activities & Event Director; remember Cathi as our F&B Admin. Asst.; Has 16 years experience in the hospitality industry.

o April Keating – our Vanderbilt-Community Association Manager; with us five years now

o Chef Richard MacDonald – 7 yrs. since the beginning December, 1998; member ACF

o Ed Logazino – Director of Access & Safety the past two years at VCC; great job with Access System installation

o Pat Zymros – Controller at VCC for past 6-Yrs.; member of HFTP Assn. (Hospitality Financial & Technology Professionals)

o Stuart Bothe – our VCC Golf Course Superintendent for the past 2-yrs.; member GCSAA

b) Property Management Office:

Commend VCA Board for recognizing and committing to increasing property management staff by two full time positions to meet growing needs of community and the responsibilities to Waterford and Wedgewood Condominium Associations. April & Paul will be moving to the new and separate location (previously Realty Office) by January 1, 2006.

c) Collier County Issues: Inching closer to closure.

d) Grease Trap: Code Enforcement. Great job by the Chef and the F&B Staff.

e) Plan to Trim Saw Palmettos in Preserve Areas: Our environmental consultant, Boylan Environmental has been submitted in final form and is very involved with the Big Cypress Fox Squirrel’s day beds/nests.

f) Hurricane Aftermath: Incredible job by VCC Members, 80+ members volunteered for community clean up and assess damages of Waterford and Wedgewood homes. John met with FEMA and Collier County just nine days after the hurricane hit. VCC was too efficient to benefit this time (out of 3,200 miles of roads in Collier County 1,450 miles are in gated communities or private roads). We were not eligible for FEMA aid prior to October 24, 2005.

g) Met with Insurance Adjuster last week. Staff busy handling claims information. And separate Insurance Policies for Tree and Debris Cleanup vs. Tree Replacement Coverage vs. Bldg/Structural Damage vs. Business Lost Revenue.

h) Main Pool Repair: Crack above the waterline tile forming. Repair rescheduled to begin on Monday, November 28, 2005, following Thanksgiving Weekend so we can better accommodate our VCC families. Expect pool to be down minimum 3-weeks, depending on severity of crack.

i) Sales Tax Audit: First audit in Club’s history, although not unusual. Typically clubs are audited every three years. Other clubs did not fare as well. Anticipated expenses accrued in 2004. Great job by Pat Zymros in working with and challenging findings by State Auditor.

j) Tennis Program: Great job done by Mike Curran to build tennis program. VCC now has 190+ active tennis players. Mike has implemented anew 2.5 Women’s and 2.5 Men’s Teams this year. A goal is to facilitate play and socials for all levels of players. Last Thursday Tennis Social welcomed 145 members for the Pro-Pro Exhibition that Mike and Christina, Seasonal Asst. Tennis Professional, played in!

k) Golf Course Condition: Stuart Bothe and his crew have done a superb job this year. Their efforts are even more evident this year. Stuart has managed to improved management practices with a better fertilizer program, which allows increased cutting heights; more Aerifications (3-wall-to-wall this year), better preventative fungicide applications & programs, such a curfew injection to fight Nematodes.

l) Recognition of the 2005 VCA Board of Directors: These five gentlemen have a combined 12-years of service to the Master Board and to our Vanderbilt Community. They all bring varying backgrounds & talents to the Board, but the one common denominator is their commitment and dedication to you and this community. Countless hours were spent attending meetings. They worked upwards to 20 - 25 hours per week serving as Board liaisons on 14-Standing VCC Committees. Each one represents the membership well, with integrity and professionalism in every decision they make. John stated it has been a pleasure for him as General Manager to work with each and every one of the VCA Board Members. On behalf of our Vanderbilt Members and Staff, John presented a gift, as a token of our appreciation, to the remaining three Board Members, followed by the two outing Board Members.

John closed by informing the group how much he has enjoyed working with the staff and serving the members as the general manager for the past two years.

Treasurer’s Report, Denis Davidson

Mr. Davidson thanked the staff for being dedicated and conservative in the values that they bring. Mr. Davidson reported on the following areas: Estimated year-end P&L, potential financial issues facing VCC, 2006 budget process, operating budget and the capital requirements for 2006.

Mr. Davidson reported on the followings:

Revenues by Department: the golf department continues to fall below budget in revenue. Food and Beverage project a 3% increase in revenue in last quarter. Currently income is off budget by 2% year to date.

Expense Management: Forecasted year-end expense trend by department to be below budget by $7,000. All departments have done a superior job in maintaining cost controls. Payroll has remained at the same level for two years.

2005 Year End P &L (pre hurricane Wilma estimate): The total expense is $1,922,677 versus a budget of $1,948,426. The following expenses are still unknown at this time: Costs of repairs to fencing around maintenance building and fencing along #14? Cost of trees and debris removal in common areas and on the golf course? Cost of tree and shrub replacement? Loss of revenue being closed for ten days? Cost of roof repairs to clubhouse and other buildings?

2006 Budget: The Board spent more than 36 hours during eight meetings to develop the 2006 budget. Budget assumptions were established by using the 2004 actual costs by line item compared to 2005 year to date actual by line item. A four percent inflation factor was used if detailed supplier information was unavailable.

2006 Budget: Members can expect a $34.71 monthly increase in 2006, which includes capital items too.

New Capital Items Approved for 2006:

o Landscape additions to six holes on golf course - $16,000

o 951 Greenway Path fencing & landscape - $10,000

o Security Fencing along hole #13 - $20,000

o Community Association Office - $15,000

o Coquina removal on hole 14 - $9,900

o Reseal and r-stripe clubhouse parking lot - $8,000

o Speed reducers for Parkstone Place - $7,500

o Fitness Center rubberized flooring - $8,200

o Lobby marquee and announcement board - $3,000

o Equipment to open Pavilion Pool Bar - $6,500

Total 2006 Capital projects: $104,100.

Questions & Answers

Election/Amendment Results

Mr. Bush announced the results of the VCA Board election. Joan Cappiello and Daniel Gritti were elected to serve two-year terms. The Resale Capital Contribution Amendment required 276 + 1 positive votes to pass, the club received 308 positive votes therefore the amendment was passed.

Adjournment – Bob Bush

With no further business to come before the Board, Mr. Bush moved to adjourn the meeting at 6:25pm.

Respectfully submitted,

_____________________________ _____________________

Charles Long Niki Dutton

Secretary Membership Director/Office Manager

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