APPROVED

Landmark Holiday Beach Resort Page 1 of 5

August 23, 2019

LANDMARK HOLIDAY BEACH RESORT

BOARD OF DIRECTORS BOARD MEETING MINUTES

Friday, August 23, 2019

I. ROLL CALL/CALL TO ORDER

Ron Barnett called the meeting to order at 9:05 a.m. at the Landmark Holiday Beach Resort, room

604. The following persons were in attendance:

Board of Directors: Ron Barnett Bob Duncan

Linda DeLozier Hazel Courtney

Richard Horowitz Robert Miller

Absent: Bob Bull VRI Americas (VRI) and Resort Management:

Jeff Wharton, Director of Resorts/VRI, General Manager

Kyle Doggett, Assistant General Manager

Others: Victor Bowman, Architect with Pendleton & Bowman

10 Owners Present

II. VERIFICATION

A. Posted

Management stated that the meeting notice was posted and mailed to all Board members in

accordance with condominium documents and Florida Statutes.

B. Quorum

A quorum was established with six of seven Board members present.

III. APPROVAL OF PREVIOUS MEETING MINUTES (05/17/19)

MOTION: Robert Miller moved to approve the May 17, 2019 Regular Meeting Minutes as revised. Motion was seconded by Hazel Courtney and approved unanimously.

IV. FINANCIALS

A. Financial Summary Management reviewed the Financial Reports for month-end June 30, 2019, to include the Comparative Income Statement, Cash Flow, Reserve Schedule and Accounts Receivable.

APPROVED

Landmark Holiday Beach Resort Page 2 of 5

August 23, 2019

B. Delinquency Report

Management presented a breakdown of delinquent accounts to the Board along with the

attempts to resolve past due accounts. As of this meeting the status is:

Regular Active Accounts 9

Collections 191 Bankruptcy 23

Uncollectable 140

Deed-in-lieu 39

Foreclosure 50

Association 452 Total 904 intervals, or 18.7% Delinquency

August 2018 delinquency reflected 817 intervals or 16.9%.

C. 2020 ABC Policy

Management presented the 2020 Assessment Billing & Collection Policy (ABC).

(exhibit attached)

MOTION: Hazel Courtney moved to approve the 2020 Assessment Billing & Collection

Policy as presented. Motion was seconded by Linda DeLozier and approved unanimously.

D. Auditor Approval

Jeff Wharton reported that the three-year contract with the independent auditing firm, Palmetto,

Zeigler, Chamberlain & Perrella, is up for renewal. Ron Barnett requested proposals from

firms to perform annual audits for the next three years. After reviewing two proposals, the

Board suggested a change to Stroemer & Company, LLC.

MOTION: Bob Duncan moved to approve Stroemer & Company, LLC to perform the annual

audits for the next three years. Motion was seconded by Robert Miller and approved

unanimously.

V. SALES REPORT

A. By the Beach Realty

Cody Rowlett reviewed a sales report with year-to-date owner and HOA sales, projections and

marketing programs.

B. TheMVPSales

Jeff Wharton reviewed a sales report from TheMVPSales and requested an additional list of

weeks for the company to sell.

APPROVED

Landmark Holiday Beach Resort Page 3 of 5

August 23, 2019

MOTION: Bob Duncan moved to approve an additional 20 weeks for TheMVPSales to sell within a 12-month period. Motion was seconded by Hazel Courtney and approved

unanimously.

The Board directed management to obtain a performance assessment of completed sales by

TheMVPSales each January.

10-minute break

VI. MANAGER’S REPORT

Jeff Wharton provided a summary of recent projects and accomplishments. (exhibit attached)

VII. UNFINISHED BUSINESS

A. Hurricane Michael Re-Construction

Following the October 10, 2018 hurricane, initial remediation and recovery by Belfor

Property Restoration Company was completed to minimize additional damage to the

property. In November 2018, Alieri Transco American Claims was hired as the Public

Adjustor and Childress Engineering Services, Inc. was hired to represent Landmark

throughout the claims process.

Childress Engineering Services, Inc. performed an initial inspection and building

envelope/structural condition assessment to assess damage caused by high winds and rain

attributed to Hurricane Michael. Phase I, included a review of the building envelope and

25% of the one, two and three-bedroom units, which were inspected for glass window and

door damages (27 of the 95 guest units). Phase II work included the remaining 75% of the

guest units.

Site walk-throughs with the insurance adjustor and engineering representatives were

conducted following each inspection to develop a scope of work from each phase.

Insurance claims report provided an estimate from the initial visit/inspection for a total of

$742,457.33 factoring in depreciation. This includes the roofs, exterior walls, 16th floor and

other items. The second inspection focused on the sliding glass doors, which remains to be

an outstanding item in the recovery from Hurricane Michael.

1. Public Adjustor Report

Altieri Transco American, Chris Aldridge reported he has not received the insurance

adjustors claim update from Phase II inspections and engineering report.

2. Consulting Engineer Proposal

Victor Bowman, architect with Pendleton & Bowman, Inc. outlined the scope of the

services, experience and normal process of engineering related work for projects of this

size and scope.

APPROVED

Landmark Holiday Beach Resort Page 4 of 5

August 23, 2019

Utilizing electrical, mechanical and construction engineering specialists, Mr. Bowman will provide professional services for the first phase reconstruction of the exterior façade,

waterproofing, replacement of roofs and reconstruction of the club room as a result of

Hurricane Michael damages outlined in Phase I. Mr. Bowman suggested the insurance

company’s scope of work may change once he and the contractor become involved.

3. General Contractor Recommendation

Multiple contractors were invited to conduct preliminary inspections of the property’s

exterior, 16th floor area and interior units to begin work on securing proposals of the

known repairs. Kogan Construction, and C-Sharpe construction conducted site visits

and inspections. Kogan Construction is a VRI Preferred Vendor, and C-Sharpe is an

Alabama based company very familiar with the property as they were involved in prior

projects dating back in 2002 and 2007.

MOTION: Bob Duncan moved to proceed with Phase I of building repairs as outlined by Pendleton & Bowman, in conjunction with C-Sharpe as the General Contractor. Motion

was seconded by Hazel Courtney and approved unanimously.

30-minute lunch break

B. Tiki Hut Beer & Wine Service

To enhance the owner and guest experience, an inquiry of beer and wine service at the Tiki Hut

proceeded with management’s outline of licensing qualifications and local ordinance

requirements. Additional items were requested for the October meeting.

C. Commercial Washing Machine

Management reported that a measurement issue requires a change to the original 65# hard

mount washing machine replacement plan. B&C Technologies’ service technicians

recommended a 75# soft mount machine with minor fabrication to the frame. Placement of a

secondary 75# machine is feasible as well. Landmark will realize efficiency from the new

machinery with reduce drying time.

MOTION: Hazel Courtney moved to approve the purchase of a 75# soft mount commercial

washing machine at a cost not to exceed $15,000. Motion was seconded by Linda DeLozier

and approved unanimously.

VIII. NEW BUSINESS

A. Parking Lot Lighting

Management requested postponement of the parking lot lighting project until the proposals are

ready for review.

APPROVED

Landmark Holiday Beach Resort Page 5 of 5

August 23, 2019

B. Proxy Voting

Bob Duncan suggested proxy voting should be changed to distribute equitably or have an

understanding of what to do with it, although the consensus is there in not another way to

handle it fairly. The discussion was tabled.

C. Ratification of Contracts

Management reported that one contract was entered into on behalf of the Association since the

last regularly scheduled Board meeting.

1. Rendell Enterprise of Bay County, Inc., DBA: Minuteman Private Investigation and

Security Agency. The contract renewal increased the hourly rate to $17.00/hour.

MOTION: Hazel Courtney moved to ratify the contract as presented. Motion was seconded

by Robert Miller and approved unanimously.

IX. 2020 BUDGET WORKSHOP

Management presented the preliminary 2020 budget. Revenue comparisons between previous years, 2019 projections, reserves funding, delinquency assumptions and estimated taxes were included in the discussion prior to a vote on the presentation budget.

MOTION: Bob Duncan moved to approve the 2020 presentation budget as revised with a

maintenance fee not to exceed $699.98. Operating: $552.74, Reserves: $131.09, Taxes: $16.14 for a total of $699.98 per interval week. The total presentation budget is: $3,617,079. Motion was seconded by Hazel Courtney and approved unanimously.

X. OTHER

A. Future Meeting Dates Thursday, October 17, 2019, 10:00 a.m. – Budget Meeting Friday, October 18, 2019, 10:00 a.m. – Annual Meeting Friday, October 18, 2019, immediately following Annual Meeting, Organizational Meeting

XI. ADJOURNMENT

There being no further business, the meeting was adjourned at 3:06 p.m.

Respectfully submitted:

BY: DATE:

Linda DeLozier, Secretary

JW/smt

lhb: 082319min

LANDMARK HOLIDAY BEACH RESORT CONDOMINIUM ASSOCIATION, INC. MAINTENANCE FEE BILLING AND COLLECTION POLICY

ANNUAL BILLING PLAN (STATE OF FLORIDA)

The following is the Maintenance Fee Billing and Collection policy for the Landmark Holiday Beach Resort Condominium Association, as adopted by the Board of Directors on November 13, 1999 and amended on August 17, 2002 and reconfirmed on August 23, 2019. NOVEMBER 1st You will be mailed the First Maintenance Fee Notice for the next year's maintenance fees. Payment is due January 1st. Failure to receive a statement does not relieve the owner of the responsibility of payment or constitute cause for cancellation of maintenance fees, penalties, and fees. NOTE: BEFORE SUBMITTING YOUR WEEK FOR EXCHANGE PURPOSES THE ENTIRE YEAR’S MAINTENANCE FEES FOR THE YEAR YOU ARE RESERVING, MUST BE PAID IN FULL. FEBRUARY 1st Late Date (or 30 days after the date of the first maintenance fee notice) A reminder notice is sent to owners who have not paid to date and the following actions may be taken: A Late Charge (Reinstatement of Delinquency) of $25.00 or 5% (whichever is less) Maximum interest allowed by law per month beginning December 1st or the delinquency date

MARCH 1st Statutory Delinquency Date (or 60 days after the date of the first maintenance fee notice, or the date on which the maintenance fees are due whichever is later.) You will be mailed the final Maintenance Fee Billing Notice, including all penalties, fees and interest. THIS NOTICE

SERVES AS THE LOCK OUT NOTICE AS STIPULATED IN FLORIDA STATUTE 721.13(6)(A) (ADVISING OF A LOCKOUT DATE OF THE STATUTORY DELINQUENCY DATE SET FORTH BELOW) AND THE NOTICE OF INTENT TO RENT YOUR WEEK PURSUANT TO FLORIDA STATUTE 721.13(6)(F)1 and 721.13(6)(F)2.

All delinquent owners will be denied access or use. Your reservations are canceled and you may not make or hold a reservation after this date until the total amount of the delinquency is paid in full.

THE EXCHANGE COMPANY WILL BE NOTIFIED OF CANCELLATION PURSUANT TO FLORIDA STATUTE 721.13(6)(C). Exchange requests of any type will not be confirmed. Confirmed reservations are subject to cancellation. There is no guarantee that you will be able to receive a confirmed exchange after your account is brought current.

An Administrative Fee (exchange, deposit, or confirmation cancellation) of $15.00 or 5% (whichever is less) If you are delinquent, your reservations are canceled and you may not hold a reservation until your account is brought current. Exchange requests will not be confirmed. Existing confirmed exchanges will be blocked. After 10 days of the Intent to Rent Notice being mailed there is no guarantee that you will receive a reservation or confirmed exchange even after you have brought your account current. You must pay all charges in full to have your occupancy and voting rights reinstated or produce satisfactory evidence that the delinquency does not exist You will be bound by the terms of any rental contract entered into by the managing entity with respect to the timeshare period or use rights. The Board of Directors may, at its discretion, submit delinquent accounts to an attorney for formal notification of default

and demand for payment (Legal Notice). The cost of Legal Notice will be added to delinquent owner’s accounts. The Board of Directors may, at its discretion, implement any of the following actions. Any related costs for these actions

will be added to the delinquent owner's account. a. Engage professional collection agencies to collect payment. b. Pre-Notification of Lien & Record a Claim of Assessment Lien. c. Foreclose on the Claim of Assessment Lien.

d. Institute a Small Claims suit or other legal action.

NOTE: A $25.00 charge will be added to your account for any payment that is not honored (bad check, insufficient funds, etc.). If the first payment is not honored for any reason subsequent payment including applicable late fees must be by secured funds (cash, money order, cashier's check).

 

Landmark Holiday Beach Resort

 

General Managers Report August 23, 2019 

 

Landmark Team – Leadership Team and personnel changes in each department:    

Kyle ‐ Assistant General Manager (Brandy Ware‐Front Desk, Cathie Hightshoe‐Activities) 

David – Maintenance Supervisor 

Toni – Housekeeping Supervisor 

Katie ‐ Administrative Assistant 

Recruiting of skilled team members is ongoing as we seek skilled electrician/plumbing/pool service technician.  Hiring new CPO to handle all pool services.  Lowered 2020 pool service expenses estimated at $2225 per month will move to maintenance payroll as we bring on a licensed pool operator (CPO) to improve pool conditions, care and services.  

HVAC – Very proud to say that not one of our Landmark owners or guests were moved After many months of inspection, replacement and servicing of equipment we are already seeing lower service calls and set a goal to stop room moves caused by a/c performance.  Keith helped us understand and began resolving the water leak across walkways, which will lessen slip and fall potential.   

Tiki Hut – Lori Moore – A spreadsheet is updated each month providing a breakdown of sales/cost/profit‐loss.  Lori and I are working to coordinate additional food events in conjunction with other scheduled events through the next two months.   

Owner Communication – We are re‐implementing the pre‐arrival notifications via email and postcard.  All owners will begin receiving regular notice of confirmation prior to arrival.   

New Owner Packets – A revised and updated new‐owner sales packet is under review.  Once ready, all new owner purchasers will receive a new owner packet via email or hard copy.  A second version will provide new or updated information to all secondary purchasers.  This information is vital, especially for off‐site sales.   

Our team is working on developing new strategies, coordination, values, and policies which will enhance our standards and quality our guests expect.  We are listening to the guests, evaluating comments reports, social media reports, and trends to make improved decisions and respond to the needs of our guests.  RCI Comment Card Scores: As of August 21, 2019, we had the following RCI Guest Comment scores from Sept 2018‐ Aug 2019 to date ‐ Check In/ Check Out: 4.6, Resort Hospitality 4.5, Resort Maintenance 4.2, Resort 

Amenities 3.5, Resort Activities: 3.8, Unit Quality 4.1, Unit Maintenance 4.1, Unit Housekeeping 4.2, Unit Amenities 4.4, Overall Vacation 4.3, Staff Response 4.4, Atmosphere 4.3.  Landmark is focused on the goal of obtaining a Silver Crown award status for all our owners interested in exchanging through the RCI system.   

Web II/CSI Scorer:  A recent search of some of our customer comments and reviews on various web listings reveals that people who stay at Landmark generally hold us in high regard. Here are a few of the customer reviews: 

Booking.com ‐ Scored Landmark 8.6 out of 10  Trip Advisor ‐ Scored Landmark 3.5 out of 5, #23 of 86 properties  Google Reviews ‐ Scored Landmark 4.4 out of 5  Priceline.com – Scored Landmark 3.5 out of 5  Expedia.com – Scored Landmark 4.3 out of 5  Travelocity – Scored Landmark 4.2 out of 5 

Guest Type Analysis 

Year    Owners  Exchange  Rentals  Comps/Board    Maintenance 2016    46.4%    18.7%    4.8%    .6%      7.0% 2017    40.2%    22.3%    5.5%    1.0%      4.5% 2018    31.2%    23.3%    3.3%    1.0%      3.7% 2019    38.6%    24.6%    8.6%    .3%      4.5%  Average Daily Rates     

Year    Q1    Q2    Q3    Q4   2016    151.03   176.04   182.16   165.56   2017    114.87   149.75   154.92   141.27   2018    106.92   139.73   154.13   151.68   2019    115.10   164.78  

Tourism Tax Collection/Projections ‐  

Mr. Tyler Miller, tourist development tax specialist, reported that Panama City Beach tax collections through April 2019 were up 3.13% in cash collected over the same period in 2018.  We plan to continue a strong push for additional rentals through the end of Q3, and present multiple promotions in Q4. 

 

 

 

 

 

  

Assistant GM Accomplishments and Goals: Kyle Doggett, Assistant GM 

Summer is slowly coming to an end for us in this season of 2019 and many challenging factors have taken place for us to accomplish. The Front Desk is still going through struggles with finding employees. In the beginning of June one of our front desk employees (Zoe) found out that she has cancer at the age of 19 now. She is faced a major challenge to accomplish but all our thoughts, prayers, and comfort is helping her get through this. With this happening we all at the front desk have had to work together to close 5 of the 7 nights that Zoe was scheduled. After having an add out for front desk for 2 months I was able to bring back Brandy, a former employee from 2015 back to work at Landmark. She is on her 2nd week and still learning all the changes landmark has made since being here in 2015. To the activities position. I hired a great lady named Marline who did activities for almost 2 months until she was informed her mom would be passing away in the near months due to heart failure. With this it caused us to not have activities for almost a month until I found our new activities director Cathie. This week will be her first week starting activities back and plan to add more next week after grasping the season changes with schools starting back. I would like for everyone to welcome Brandy back to Landmark when you see her and to welcome Cathie to the Landmark family! 

From the time that we had activities for 2 months with Marline, she was able to bring in $756.00 to our activities department.  

VRI was able to combine SiteMinder to the system 9900 so that we no longer need to look on SiteMinder website every time we have someone who booked an OTA. How the process works, once a person books a room online the reservation is made 30 minutes from that time and will show up into system 9900. This kicks out the process on the weekends on waiting for VRI to make the reservation once they reopen from over the weekend. Another benefit to this is the ability for Landmark to fully control what inventory is added and removed to what the demand is. We used to have to go through VRI to cancel OTA’s, now we no longer have to do that.  

I am still seeing and hearing complaints every week by multiple guests and owners about the condition of the carpets in the rooms are getting very dirty and not holding up, the furniture in the units are worn out and really need to be replaced, and the bathrooms are falling apart to where the front desk has to put multiple work order tickets in for maintenance to repair many different things in the bathrooms.  

 

Maintenance Accomplishments and Goals:  David Moore, Supervisor 

The following is a summary of projects either completed or currently in progress: 

The Sprinkler system has been repaired and is up and running properly 

All new Cat 6 cabling installation has been completed and new cable boxes installed in each unit by Comcast, as well as upgrading the electronics room 

The hot tub coping has been repainted, as well as the filters replaced with new ones for proper filtration  

The main drain line and gutter lines for the pool have been cleaned to restore proper return flow to pool pumps 

All interior and exterior pool lights have been replaced with updated LED fixtures and/or bulbs 

All door locks to the pool, hot tub, and pool sliding windows have been replaced as the corroded locks were no longer functional 

A new dedicated water supply was added to the boardwalk area to increase water pressure on the boardwalk and to the tiki hut 

The fire and domestic backflow prevention valves in front of the resort have been repaired and or replaced to meet backflow testing parameters required by the City of Panama City Beach 

The waist high picket fence on the west end of the building, facing parking lot, has been replaced 

A proposal was obtained for the replacement of all exterior storage, maintenance, housekeeping, and 16th floor emergency exit doors to staircases, and those proposals have been forwarded for approval.  This will be coordinated with the exterior renovation project. 

Proposals have been obtained for replacement and upgrading to LED fixtures and bulbs of all parking lot lighting (North and South lots), to include the tennis courts and overflow parking walk path. These proposals also include the replacement of the rooftop down lighting. These proposals have been submitted for approval 

The faulty tiki hut closet upright freezer has been removed and replaced with a more energy efficient model 

The sea oats area between the boardwalk and beach has been eradicated of unwanted growth from weeds and vines that were choking out the sea oats and taking over the ramps from the boardwalk to the beach 

Faulty emergency lighting along the walkways on each floor are being replaced with new LED fixtures and bulbs as needed. When all lights have been replaced, our energy consumption should lower dramatically, as these fixtures burn dusk to dawn, 365 days a year 

We will be adding a full time CPO/plumber to replace our existing pool service company in order to provide a quality water facility for our guests. This person will work directly under the supervision of the maintenance supervisor 

The off season shut down list is being devised and unit inspections are being completed and recorded to expedite the room by room unit PM’s this fall. Our goal is to have every unit operating at it’s full potential by spring 2020 

The directional signs for each level have been installed at the intersection of the elevator landing and walkway area on each floor. 

The boneyard fence is being rebuilt, pending the decision to add or remove the additional parking space adjacent to the spa pump system.  

Our mission continues to provide the fastest, friendliest, and most accurate maintenance service possible. We want our guest experience here at Landmark to be second to none, and we won’t stop until we reach that goal. Thank you for your continued faith in our department and staff. 

David C. Moore, Maintenance Supervisor 

 

Housekeeping Accomplishments & Goals: Toni Frederick, Supervisor 

I am researching other options for the master bedroom decorative top sheet more cost effective to complete the building. 

I am exploring replacement of the sofa bed mattress to something more comfortable for our guest. (Still in Process) 

I would like to explore replacement of the master bedroom lamps, as they have become broken and some are in disrepair and we do not have backups in stock that match what we have currently. (Still in process) 

I am exploring replacement of the living room rugs, as they become easily stained and have begun shedding. During my room inspections, some rooms do not have them, and we do not have backups in stock. (Still in process) 

Crock pots are being added to the 20 units. This will be a quarterly transition until the project is complete.  Update we have now updated 40 units with crockpots. Project will be complete during the winter. 

Guest bedrooms drapes have been installed 

New wash machine has been ordered, waiting on decision and install date. 

 

Administration Accomplishments and Goals:  Katie Pulling 

Hello Board! I’m officially back from my maternity leave. The twins are 2 months old now and I’m excited to dive back into things. I am now in the office Mondays and Tuesdays on a regular basis, adding in a short morning here and there when needed. I’m continuing to perform a large portion of my duties from home. The flexibility provided by this position is very, very helpful and appreciated! 

I’ve taken back the internal exchanges, and I am still handling back system operations such as invoice coding, rental accounting, account management, and credit applications. I am still involved with some day‐to‐day operations in System 9900 and always available to the desk for assistance. Listed are a few new things I’m doing, as well as updates to some of my larger projects. Deed Backs Due to slow responses from Greenspoon Marder, I will begin reviewing current and past deed backs to determine how many have been completed and how many are still in active status. I will also begin researching new ways to make the deed back process more efficient. I will not be submitting any new batches until we have a clearer idea of where our current deed backs stand.   

W‐9 and COI Collection This is still an ongoing process! Over half of the needed W‐9 forms have been collected, but all companies with missing W‐9s have been contacted. At this time, we are only missing updated certificates of liability from two vendors, both of which have been contacted.  

Deed Processing and New Sales I am still handling all deeds for the resort and forwarding all new sales contracts, but I am also currently working with all new MVP sales. I have the new deeds notarized and forward them back to Dave Heine for recording. Once the accounts are updated in the system, I will be providing all new owners with personalized welcome calls and a current welcome packet. Invoice Organization Currently I’ve been working on the All Star invoices, tallying cleaned units and making sure all information is correct and in order. I plan on continuing this trend with all of our filed invoices, making sure that they are filed chronologically so that if we ever need to pull them, we will be able to access information quickly. PM Schedule This is a new project for me, but I am in the process of shutting down units beginning October 19th for preventative maintenance and deep cleaning. Each unit will be down for two weeks. General Research As always, I am available to research anything and perform requested tasks as needed. 

Activities Accomplishments and Goals:  

An Activity Report will be ready at the next meeting.  

 

XK3BL8IZT4E3SHDFC4K5UA

Linda DeLozierParty ID: MWKGUYIGP3J9FSMZRIBS5MIP Address: 67.187.77.199

VERIFIED EMAIL: lmdelozier@yahoo.com

Multi-FactorDigital Fingerprint Checksum 150de18151c63d8fd8eba4a322953786fc3ae8d1

Timestamp Audit2019-12-21 16:00:30 -0800 All parties have signed document. Signed copies sent to: Nancy Blank, Linda

DeLozier, and Jody Frankel.

2019-12-21 16:00:30 -0800 Document signed by Linda DeLozier (lmdelozier@yahoo.com) with drawn

signature. - 67.187.77.199

2019-12-21 15:59:00 -0800 Document viewed by Linda DeLozier (lmdelozier@yahoo.com). - 67.187.77.199

2019-12-20 12:11:05 -0800 Document created by Jody Frankel (jody.frankel@vriresorts.com). -

12.42.131.10

Page 1 of 1