PELICAN TAPRC
MINUTES OF 1ST QUARTERLY BOARD MEETING
HELD AT PELICAN RESORT
APRIL 18, 2007
In
Attendance were the following Board Members: Jerry Luke,
Treasurer; Judy Young, Secretary; and Tom Hoshall. Jeff Pray,
Chairman; and Dan Menniti sent their regrets.
From Royal were: Richard Corso, COO; Luis Cabrera, Resort Manager; and Rodrigo
Gamboa, Caribbean Division Coordinator. Also present were Frank Roozen,
Antillean counsel, and Len Matsunaga, US counsel.
Marina Project:
The Marina Project is on
schedule and on budget. As of March 26, 2007 the Marina Project is 41%
completed.
Building One status: Construction is on the seventh floor and interior finishes
include tiling on the fifth floor and
interior sheet rock on the wall on the seventh floor.
Central Building (reception, etc.) status: The roof is under construction.
Building Two status: The construction is up to the third floor for half of the
building. Pilings for the foundation on the second half are currently being
installed.
Resort Insurance:
The
cost of insurance at the Resort will go up with the new building and also if
there is another hurricane. Quotes were received from three companies.
Projects:
“B” Corridors:
Tiling the corridors is the required first step in addressing the mold in the
“B” buildings. The first layer of concrete is gone and water leaks down to the
next floor. The railings on these buildings will be replaced. The Board and
Royal Resorts have decided to use all new materials.
“A” Pool:
The “A” pool
was originally constructed out of single block construction and it is causing
cracks, very often resulting in lost water. There are two options: One would be a new vinyl liner at approximately US$46,000. The
second would be new construction out of concrete at approximately US$88,000.
Parking lots:
There are concerns about parking for A, C and D buildings. It will cost
US$23,000 for 17 new parking spots in two
areas: one by the towel hut across from “A” building and the other next to
tennis court #3 near “D” building.
Wireless / Security:
The Board and
Royal Resorts agreed that we should install security cameras and wireless (for
internet connection). The cost for the cameras and wireless will be
approximately US$320,000 and could possibly be
taken out of the regular yearly budget (cash flow). After an attempted
robbery on Tuesday night, April 17, 2007, the installation of the cameras has
become a priority. A security guard was injured during the incident. We need to
invest money for security cameras to protect guests as soon as possible. There
had been plans to replace bedspreads and drapes, which has been cancelled in
order to install the cameras.
There was a discussion on improper conduct by guests at the Resort. Guests
should not be allowed to stay if they are acting improperly. We need to notify
people through every communication means that the minimum age to stay at the
resort is 25.
“B” Building A/C in
Living rooms:
There is a problem with the A/C in the “B” units that causes mold problems.
Owners use the bedroom A/C to cool the entire unit. However, there is a problem
in not having enough electrical current capacity to add another A/C to the
units. There is a project to insulate the ceilings to prevent water on the
floors of the bedrooms. There is a plan to install an extra A/C unit at the ends
of the “B” buildings as a test.
Legal Update:
FIP Contract:
Joe Costa raised the validity of the voting rights of FIP at the AGM 2006. He
stated that FIP is not a member in good standing. This is being review by the
Board and legal counsel.
Membership agreement:
The lawyers for the Board and Royal discussed the form of the agreement to be
used by the Marina Residence.
Resale and Forced
Resale Agreements:
There is an internal agreement in place from the old and new owner in selling a
forced resale. New contracts (not forced re-sales) are given a year with II. A
resale or forced resale does not get a year with II. There are small changes
needed in the agreement.
Marina Project
Agreements:
These are under review. Pelican lawyers will provide comments for the Board’s
review.
Construction
Management:
Alpha Marketing is supervising the
construction with fees. Kimshaw Beach is being used for the storage of materials
for the Marina Project. An arrangement, for the use of this property was
accepted by the owner of the property. He did not charge a fee. The document
has been reviewed by the Board’s lawyer, Frank Roozen, and has been sent to Luis
Cabrera. Luis was able to secure this accommodation for the Marina Project. It
could have cost $100,000 to lease this space.
Concessionaries Report:
We
are receiving income from the following concessions:
Los
Gauchos Restaurant and the Pelican Bistro
Pool Bars and Beach Bar
L’Aqualigne
Aqua Marina Adventures
Financial
Information as of March 2007:
Financial statements can be found on the Resort web site, www.pelicanresort.com
web site, in the “Member’s Room”.
Maintenance Fee:
The increase will be 3% for 2008. The increase will meet the requirements of
the new government law about the maintenance fee increases. There is nothing in
the Pelican contract to say that the Resort cannot make an increase above the
cost of living.
The
total 2006 AMF not collected on foreclosed intervals was US$615,280,
representing 349 intervals and 5.8% of the total amount billed.
Currently there are 2379 units in forced resales. Management hopes to recover
some of the maintenance fees from those who receive the third foreclosure
letter. Management will also rent out those units that have not been sold.
Pelican receives rental income on forced resale units that are not sold.
Amount Billed for 2007 US$11,978,415
Amount Collected as of April 1, 2007 US$10,803,561
(90% of the AMF has been collected)
PCIP Status:
The target to reach US$4,000,000 has not been achieved. This is due to
rollovers; only 59% rolled over their
investment in the program.
Operations Report up
to March 2007:
The
Resort hopes to remodel 26 units this year. The corridor tiling project in the
“B” buildings is about to start.
Anti-Mildew Program:
There are four people working on this fulltime until the problem is solved. This
is one of the most urgent issues at the Resort.
Pre-Check-In Program:
An average of
15 registration forms are received per week. There is a need for a
pre-registration line. This might help promote the use of on-line registration.
Improvements:
i.
The Kiddies Pool has been improved:
Built sunroof w/ picnic table and BBQ grill
Pool handrail
Small waterfall
New sand
Light fixtures
New toy houses
New trampoline
Area repainted
ii.
Voicemail system
iii. Laundry equipment
iv.
They have added two small A/C units in the lobby for use on weekends for
check-in, as they are less expensive than the larger one in use during the week.
v.
Two new channels have been added: one in French (Ch 21) and one in Spanish (Ch
19).
Repairs Report:
Corrective maintenance was performed on 35 units, such as: broken items,
non-functioning items and leaks, etc.
Preventive maintenance was performed on 90 units when they were unoccupied. They
received touch ups and painting. The A/C filters in units were cleaned and / or
replaced. Also 9 A/C units were replaced. Some were old window units. A new
extractor fan was installed in “B” pool. A new radiator for the Flamboyant
generator was installed and the water pumps were changed. Service was performed
on all electrical rooms. The A/C in the Main Laundry was serviced and the water
valves changed. All machines were serviced. The septic system at Marina pool
was plastered due to a water leak. Planters were removed at Flamboyant in order
to gain 5 parking slots. All vacuum pumps were serviced. The “B” building boiler
was serviced.
PRC 25th Anniversary Project Marketing Events:
Welcome – Sundays @ 10am
Management Cocktail - Mondays @ 6pm
Movies at Marina Pool Area –
Wednesdays @ 7pm
Sunset cruise – Sundays @ 4pm and Mondays @ 5pm
Beach Pizza Party –
Sundays @ 5pm
Karaoke at
Marina Pool – Thursdays @ 6pm
Promotional items – such as: T-shirts, beach bags, caps, coffee mugs, etc.
Signage – Anniversary logo banners at pool
areas, tennis courts and stickers on utility vehicle doors
Web
site promotion – anniversary events will be posted on the web site and in the
Pelican News magazine
Communication
Materials:
Magazine could be sent to owners quarterly
Sales could select some units for sale in magazines
Sell advertising for the magazine
Training Program:
Training of Pelican staff continues. Pelican staff will receive three weeks of
training instead of two in each of Royal’s four visits. In addition, all Front
Desk, Bellboys and PBX staff will receive a special, two week, twice a year
training from the Guest Services Dept. Head from Royal Resorts in order to focus
on the quality of service and guest satisfaction.
Meeting adjourned. Judy Young, Secretary
| 
