DRAFT
Minutes of the
MEMBERS’ BUDGET MEETING
Banana Bay Condominium Association, Inc.
THURSDAY, DECEMBER 18TH, 2008
1. Call to Order/ Establishment of Quorum of Owners:
Don Baumann called the meeting to order at 6:40 pm. RDI reported a quorum of members was established with 71 members attending in person or by proxy.
2. Tally of Votes for Partial Funding:
A total of 74 votes were received by proxy or in person. 72 owners were in favor of partially funding the Reserves, enabling the monthly fee to continue at $425 per month per unit. Two owners were in favor of fully funding the Reserves which would raise the monthly fee to $550 per month per unit. With the majority of the votes in favor of partially funding reserves, the monthly assessment will be $425.00 for 2009.
3. Owner Discussion Regarding 2009 Budget:
No discussion from the audience. Donna asked for a copy of the very final approved budget. Michelle provided Donna with a copy. Don Baumann made a motion to accept the budget as presented. Joy Taylor seconded the motion and it passed by unanimous voice vote.
4. Adjournment:
With no further discussion, Don Baumann made a motion to adjourn the meeting, Joy Taylor seconded the motion and it passed by unanimous voice vote. The meeting was adjourned at 6:50 pm.
BOARD BUDGET MEETING
Immediately following the Members’ Budget Meeting
THURSDAY, DECEMBER 18TH, 2008
1. Call to Order/ Establishment of Quorum of Directors:
Meeting was called to order by Don Baumann at 6:55 pm. Present were Don Baumann-Vice President, Donna Sands-Treasurer, Joy Taylor-Secretary and Gisela Klettke-Director. Clyde Hoover- Board President was not present. Michelle Dugan, Kathy Watts and Tina Lybarger of Reconcilable Differences also attended the meeting.
2. Approval of Minutes:
November 19, 2008 minutes: Don Baumann asked for approval or changes as presented. Donna Sands asked if changes she submitted by email would be added to these minutes. Michelle suggested they be entered into tonight’s minutes for this is the true budget meeting and Donna agreed to the suggestion. Donna Sands made a motion to accept the November 19, 2008 minutes as written, Don Baumann seconded the motion and it passed by unanimous voice vote.
December 3, 2008 minutes: Gisela Klettke asked for changes to be made to the December 3, 2008 meeting as requested via email. Kathy asked exactly how she wanted it worded since the email was not clear to her. Gisela asked that the wording of the minutes be changed to note that she voted for the option of $420.00 per month for the 2009 assessment but that Don wanted to keep the fee at $425.00 to have extra cushion in the budget. This is what she voted against, not against $425.00 per month. Kathy stated that she would make changes to the December 3rd meeting to reflect Gisela’s change. Don replied that he wanted the following posted in these minutes. “Let the minutes reflect the truth, Don asked for a show of hands from all who attended the meeting, along with the board, about not lowering the monthly payment and leaving the payment as it was to add $7000.00 more to the reserve fund for the year. The yes vote was about 16 to 20, the no vote was about 5 or 6. A vote of the board was then taken by motion and three voted for and 1 voted against, so it is the majority who attended that wanted it that way, not just Don.”
Don Baumann then made a motion to accept the minutes of December 3, 2008 with these changes. Joy Taylor seconded the motion and it passed by unanimous voice vote.
3. Financial Report:
a.) Donna presented the financials for the month of November. There is currently a total of $263,829.30 of which $195,708.00 is reserved funds. The net income year to date is $17,573.00. This income is what will be rolled over at the end of the year to become usable funds towards next years’ expenses. Money has already been charged to the carport and carpentry lines and will be transferred to reserves to fund current planned projects that will be paid for in 2009. Don thanked Donna and Michelle for a job well done.
b.) The Reserve Maintenance Expense line item includes funds committed to a contract with American Eagle Inc. for carport repairs. Board approval is recorded in the meeting minutes dated 10-18-08. The remaining balance as of this date to be paid is $20,250.00.
c.) The Reserve Maintenance Expense line item includes funds committed for wood and door replacements. Funds for this purpose will be included with 2009 since all work has not been completed or billed.
4. Unfinished Business:
Carports: Donna asked why it has taken so long to pull permits. Don stated there were a few changes made to the plans and he knows that the permits have been issued. American Eagle has obtained all permits and the material has been ordered. As stated at an earlier meeting, any surface rust in the section 1 carport will be sanded and painted with a rust inhibitor when the carport for section 2 is in progress. Michelle received a call this evening from American Eagle. They stated that they would use galvanized beams in the new carports since there was a problem with the first carport’s untreated steel beams. There will be no additional cost to the Association, even though it will cost the company more. They will also add a layer of insulation between the ceiling and the top layer of the carport, to help stop water from dripping down on high humidity days. The parts have been ordered and should arrive in ten days. It was later determined the beams would not be galvanized but pretreated with a rust inhibitor and painted before installation.
White Apron: Donna asked if Conrad was coming twice a week now, and noted we paid $100 per week in October but he had only come once per week and now we were paying that same $100 per week in November. Kathy confirmed that while White Apron only came once per week in October, he was spending a longer time on site. Now, he understands he needs to be on the property twice per week so that bathrooms and elevators are cleaned more often
5. New Business:
Fleas and ticks: Marie Stehl stated there is an ongoing issue with fleas and ticks in the area near the wall by Publix. Don asked management to contact Pearce Pest Control to treat this area. Michelle noted that the contract is up for renewal with Pearce and since this is an ongoing issue, we can possibly have flea, tick and ant control added to Pearce’s contract at a reduced fee or with no increase in the contract. Don Baumann made a motion to amend the contract or have an additional treatment. Joy Taylor seconded the motion and it passed by unanimous voice vote.
Tree Removal: Ruth Fell stated the tree that is growing outside her unit by the shed still has not been removed by Commercial Mowers. Commercial had said they would remove the tree for free as a training tool for the crew. Kathy will follow up with Commercial Mowers on the removal of this tree. Don Baumann made a motion to have the tree removed, since it was planted by a past homeowner and is too close to the building. Donna Sands seconded the motion and it passed by unanimous voice vote.
Lawn Crew: An audience member asked that we tell the lawn crew to be careful when controlling weeds. They are killing ground cover in addition to the weeds. Kathy will speak with Jon at Commercial Mowers and Dave at Pearce Pest Control.
Palm Trees: Marie Stehl asked when the palm trees would be trimmed at the midrises since some have not been trimmed in a very long time and are beginning to block the sunlight. Don stated that the trimmer should be finishing up this week. Kathy will contact Bob Brown to get these taken care of.
Debra Wolfard, unit #1303, stated there is a palm frond raking her roof. Kathy will contact Bob Brown to take care of this as well.
Vandalism at clubhouse and on the dock: On a number of mornings, the clubhouse was found littered with beer bottles, trash and damaged walls. Two Board members confronted a large group of teenagers and found that one does live at Banana Bay. He has agreed to pay for the damages caused by his party. There is also a problem with other teenagers hanging out on the dock, leaving beer cans and being loud. Don stated when these actions are seen, the police or Don need to be called immediately and they will take care of the problem. Don stated that there is a new law coming into effect that will supersede our condo docs. Once available we can fill out an application to allow the police to come in and take action against vandals, even if they are residents.
Pool Maintenance Contract: Price Rite Pools has established a contract for pool maintenance. The monthly fee has not increased, however they have never implemented a contract and have began to do so. Don had reviewed the contract prior to the meeting and found it acceptable. He asked all board members to review the contract. Gisela retained the copy and will review it and return it to management.
Clyde Hoover resignation: Don announced with much regret the resignation of Board President Clyde Hoover. Clyde submitted through email on December 16, 2008 his letter of resignation. Don read the letter to all present. Don made a motion to appoint Jim Millican as the fifth Board member, since he had the next highest amount of votes at the Annual Meeting. No second was made to this motion. Donna, Joy and Gisela feel they can run as a 4 member board and stated Don can head the board until the annual meeting scheduled for March 3, 2009.
Foreclosures: Donna stated that she spent the day looking into foreclosure laws of HOA’s and does not think it is in our best interest to foreclose on units that are behind on their monthly assessments. Joy stated at another property she has been involved with, management would disconnect cable services on those units in arrears. Michelle spoke of garnishing rent from the units that have tenants and are still not paying the monthly assessments, but asked for approval to obtain an attorney’s opinion on this matter.
Don Baumann made a motion to authorize RDI to contact the association attorney regarding these situations, Joy Taylor seconded the motion and it passed by unanimous voice vote.
Christmas bonus Bob Sczerba: Don began discussion to give Bob a $500.00 Christmas bonus. Joy stated that the association in the past, prior to Bob’s employment, had passed a card around for owner donations. Donna stated it is a known fact that residents give him individual cards and gratuity and this should be enough. With that said, audience members asked how much the bonus would be and a discussion began. A majority of the audience did not feel, with the current economic times, the association could afford to give a bonus. An audience vote was conducted with 4 in favor of the Christmas bonus and 9 against. Don made a motion to give Bob a $500.00 Christmas bonus. No second was made. Ruth Fell asked if a notice of sorts could be posted to state that the association was not able to afford to give Bob a Christmas bonus, due to economic hardship, so anyone desiring to thank Bob for his hard work and dedication to Banana Bay could do so in person or by dropping a card at the onsite office. The Board agreed that she could post this notice at the mailbox bulletin boards.
Don thanked Donna, Michelle, Kathy and Tina for all their hard work this year.
6. Set next meeting date:
The next meeting is scheduled for January 21, 2009 at 6:30 pm.
7. Adjournment:
With no further business, Don Baumann made a motion to adjourn the meeting at 8:30 p.m. Donna Sands seconded the motion and it passed by unanimous voice vote.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Michelle Dugan, CMCA, AMS, LCAM #17666
Tina Lybarger, Accounts Specialist
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
of the BOARD MEETING
held Wednesday December 3, 2008
1. CALL to ORDER:
The meeting was called to order at 6:30 p.m. by Don Baumann, Vice-President.
2. ESTABLISH QUORUM of DIRECTORS:
Don Baumann-Vice President, Donna Sands-Treasurer, Joy Taylor-Secretary and Gisela Klettke-Director. Clyde Hoover-President was not able to attend. Michelle Dugan and Kathy Watts of Reconcilable Differences also attended the meeting.
3. PROOF OF MEETING NOTICE PROPERLY POSTED:
Kathy Watts confirmed that agendas had been posted more than 48 hours in advance of this meeting.
4. APPROVAL OF MINUTES from the October 15, 2008 meeting:
The minutes will be approved at the next meeting.
5. FINANCIALS:
Two proposed budgets were discussed by the Board. One proposed budget had the assessments staying the same as 2008 at $425 and one with $420 ($5.00 less). Don asked for a count of all owners that attended the meeting, including Board members, about not lowering the monthly payment and leaving the payment as it was to add $7000.00 more to the reserve fund for the year. The yes vote was about 16 to 20; the no vote was about 5 or 6.
Approval of 2009 Proposed Budget for mailing: Don Baumann made a motion to approve the 2009 Proposed Budget for mailing with a column showing the fully funded reserves, as mandated by Florida Statute, with a monthly unit cost of $550.00 per unit, along with a column showing Reserve Savings funded at 50% of need, for a monthly fee of $425.00 per unit, which unit owners will have to vote for. Any excess in funds for 2009 will be transferred to the Reserve account. Donna Sands seconded the motion and it passed by a majority vote with Gisela Klettke voting against the motion.
6. ANNOUNCEMENT:
Carport update: permit is still at the county waiting to be signed. Kathy stated she would call for a status on the permits.
Dave Westner: Dave is finishing up the job he’s on now and is hoping to start at Banana Bay next week. For sure the week after and will get as much done this years as possible.
7. OWNER INPUT:
a) It was brought to our attention that the cleaning company has only been coming once a week and doing the necessary cleaning when the contract states twice per week. While the Board does not have an issue with Conrad coming on a Saturday, the contract must be followed. Kathy stated she’d contact White Apron and discuss the issue.
b) John Butler, the original builder, offered his service to the Maintenance/Building Committee. Don Baumann accepted the offer with thanks.
c) Gisela stated there appeared to be rust on the new carport in section 1. Kathy offered to call American Eagle and have Eric inspect the carport to determine if rust is visible and report his finding.
8. NEXT MEETING DATE:
The next meeting is scheduled for Wednesday December 18, 2008 at 6:30 pm. The Annual Meeting is scheduled for March 3, 2009 (the first Tuesday of March) as directed by the Documents.
9. MEETING ADJOURNED:
With no further business to conduct, the meeting adjourned at 7:40 pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
of the BOARD MEETING
held Wednesday November 19, 2008
1. CALL to ORDER:
The meeting was called to order at 6:35 p.m. by Clyde Hoover, President.
2. ESTABLISH QUORUM of DIRECTORS:
Clyde Hoover-President, Don Baumann-Vice President, Joy Taylor-Secretary, Donna Sands-Treasurer and Gisela Klettke-Director were in attendance. Kathy Watts of Reconcilable Differences attended and tape recorded the minutes of the meeting. Attorney Neil McCulloh from the firm Clayton and McCulloh was also in attendance for questions on Florida Statutes.
3. PROOF OF MEETING NOTICE PROPERLY POSTED:
Kathy Watts confirmed that agendas had been posted more than 14 days in advance of this meeting.
4. APPROVAL OF MINUTES:
Donna Sands motioned to approve the minutes of September 17, 2008 as presented. Don Baumann seconded the motion and it passed by unanimous voice vote.
Donna Sands motioned to approve the minutes of September 18, 2008 as presented. Don Baumann seconded the motion and it passed by unanimous voice vote.
The minutes of October 15, 2008 were deemed invalid due to a quorum not being legally established.
5. FINANCIALS:
Financial Report: Donna reported that as of the October 31, 2008 Balance Sheet, current Cash in Banks was $274,491, which includes the Reserve balance of $187,146. Reserves were increased by the regular monthly amount of $9,475. The Profit and Loss statement reflects a Net Income YTD and $ Over Budget of $51,361.84. Donna explained that she had some questions for Michelle as to why Net Income was such a large number, and so far over budget but still the proposed budget for 2009 would increase monthly assessments. A closer look needs to be completed and several items reviewed. Donna also noted that no Janitorial Contract and Insurance expense for the month was recorded which would have an impact on the Net Income.
6. DISCUSSION AND RESULTS OF OWNER INPUT TO WAIVE AUDIT OF 2008 FINANCIALS:
A required majority of owners voted to waive a full audit of the 2008 financials. Of those 72 proxies’ in our possession, sixty-two (62) voted to waive the audit and ten (10) voted for a full audit. Therefore the association will have a review performed of the financials.
7. DISCUSSION AND RESULTS OF OWNER VOTE TO WAIVE FULL RESERVE FUNDING IN 2009:
A required majority of owners voted to waive fully funding the Reserves for 2009. Of those sixty-nine (69) votes, sixty-four (64) voted to partially fund Reserves and five (5) voted to fully fund Reserves. Due to the fact the October 15, 2008 meeting was not legally held, the 2009 Budget was not approved to be mailed and therefore any vote on partially or fully funding Reserves is invalid.
Atty. Neil McCulloh suggested approving the 2009 Budget with partially funding Reserves for $445 per month per unit then if necessary reissue a revised budget to the owners. A majority of the Board felt the budget could be revised and mailed to owners by December 3rd and a vote taken at the December 17th on the 2009 Budget.
8. BOARD APPROVAL OF 2009 BUDGET:
The 2009 Budget was not approved due to the October 15, 2008 meeting not being held.
9. UNFINISHED BUSINESS:
Carport repairs update: Don Baumann has been in contact with American Eagle regarding a starting date. Eric from American Eagle stated the permit is expected to be approved by the following week. The project will start a week after the permit is approved. One of the poles at the carport in front of the 800 building was damaged by a resident hitting it. American Eagle has since replaced the pole.
Midrise inspection: Kathy from Reconcilable Differences and Don Baumann will compile bids on the repairs needed to the 4th floor column per the ultrasound report presented by Existing Engineering Some handrails need attention, Don Baumann and RDI will coordinate the repairs with Dave Westner.
10. NEW BUSINESS:
White Apron: Don discussed reinstating the cleaning company for $250 per week. He felt the common elements are not being maintained satisfactorily. After reviewing the contract it was determined Conrad was completing the work in one day instead of the required 2 to 3 days per week. Due to the fact the restrooms need to be cleaned more than once per week, doing all the cleaning once a week is not acceptable. Kathy will contact White Apron and inform them Conrad is not following the contract and state he needs to fulfill the contract. The issue will be revisited once it’s determined the common elements cannot be maintained by following the contract.
11. OWNER INPUT:
Mrs. Mills from unit 703 was requesting the association reimburse her for repairs when she overflowed an upstairs wash basin in her townhome causing damage to her dining room ceiling. It was felt that the association should not be responsible for an owner’s negligence in their own unit. The association’s insurance company will be contacted for clarification on whether the association is responsible.
12. SET NEXT MEETING DATE:
The next meeting is scheduled for Wednesday December 3, 2008 at 6:30 pm.
13. MEETING ADJOURNED:
With no further business to conduct, the meeting adjourned at 9:10 pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
of the BOARD MEETING
held Wednesday October 15, 2008
1. CALL to ORDER:
The meeting was called to order at 6:45 p.m. by Don Baumann, Vice President.
2. ESTABLISH QUORUM of DIRECTORS:
Don Baumann-Vice President, Donna Sands-Treasurer and Clyde Hoover-President by phone. Joy Taylor-Secretary and Gisela Klettke-Director were not able to attend. Kathy Watts of Reconcilable Differences also attended the meeting. Due to the illness of Clyde Hoover, the only business attended to was the approval to send out the 2009 Proposed Budget.
3. PROOF OF MEETING NOTICE PROPERLY POSTED:
Kathy Watts confirmed that agendas had been posted more than 48 hours in advance of this meeting.
4. APPROVAL OF MINUTES from the Sept 17th & Sept 18th meetings:
Waived until the next meeting
5. FINANCIALS:
Approval of 2009 Proposed Budget for mailing: Donna Sands made a motion to approve the 2009 Proposed Budget for mailing with a column showing the fully funded reserves, as mandated by Florida Statute, with a monthly unit cost of $569.00 per unit, along with a column showing Reserve Savings funded at 50% of need, for a monthly fee of $440.00 per unit, which unit owners will have to vote for. Don Baumann seconded the motion and it passed by unanimous voice vote.
6. UNFINISHED BUSINESS:
Carport update: waived until the next meeting
7. NEW BUSINESS:
Waived until the next meeting
8. OWNER INPUT:
None
9. SET NEXT MEETING DATE:
The next meeting is scheduled for Wednesday November 19, 2008 at 6:30 pm.
10. MEETING ADJOURNED:
With no further business to conduct, the meeting adjourned at 7:00 pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
SPECIAL BOARD MEETING
with AMERICAN EAGLE CARPORT CONTRACTOR
held Thursday September 18, 2008
1. CALL to ORDER:
The meeting was called to order at 7:20 p.m. by Clyde Hoover, President.
2. ESTABLISH QUORUM of Directors:
Clyde Hoover-President, Don Baumann-Vice President and Donna Sands-Treasurer. Joy Taylor-Secretary and Gisela Klettke-Director were not in attendance. Kathy Watts of Reconcilable Differences attended and tape recorded the minutes of the meeting.
3. UNFINISHED BUSINESS:
Carport repairs update:
Eric from American Eagle answered questions from the Board and residents present. Eric cleared up many misinterpretations and confusion caused by incorrect information reported. Eric stated he felt spending $800 to inspect a total of 5 carports (2 of which are already slated for replacement) would be an unnecessary expense to the association. Donna questioned whether American Eagle could discount the bid on file if they were given additional work in the future. Eric stated there would be an approximate 3% discount if that were the case. The Board asked what the timeframe would be for completion and Eric stated both should be done within 2 months, barring circumstances beyond their control, i.e., storms and delays in the delivery of supplies, permits, etc.
After extensive discussion and questions, Don Baumann made a motion to accept the bid from American Eagle for $40,000 and to proceed with the replacement of the carports in Section 2 and Section 4 as stated on the bid. Donna Sands seconded the motion and it passed by unanimous voice vote.
4. SET NEXT MEETING DATE:
The next meeting is scheduled for Wednesday October 15, 2008 at 6:30pm.
5. MEETING ADJOURNED:
With no further business to conduct, the meeting adjourned at 8:30pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
BOARD MEETING
held Wednesday September 17, 2008
1. CALL to ORDER:
The meeting was called to order at 6:35 p.m. by Clyde Hoover, President.
2. ESTABLISH QUORUM of Directors:
Clyde Hoover-President, Don Baumann-Vice President, Joy Taylor-Secretary, Donna Sands-Treasurer and Gisela Klettke-Director were in attendance. Kathy Watts of Reconcilable Differences attended and tape recorded the minutes of the meeting.
3. PROOF OF MEETING NOTICE PROPERLY POSTED:
Kathy Watts confirmed that agendas had been posted more than 48 hours in advance of this meeting.
4. APPROVAL OF MINUTES:
Clyde Hoover motioned to approve the minutes of August 27, 2008 as presented. Don Baumann seconded the motion and it passed by unanimous voice vote.
5. FINANCIALS:
Donna Sands reported that as of the August 31, 2008 Balance Sheet, the balance in Colonial Bank is $158,861. This balance consists of the operating checking account and the Money Market Reserve account. Due to the failing bank problems, a watchful eye to not exceed the $100,000 insured limit in one financial institutional requires the need to move some money. The Board is in the process of opening a second Certificate of Deposit, at Sunrise Bank, in the amount of $75,000. This will be an addition to the $90,000 Certificate issued last month with Legacy Bank.
Replacement Reserves continue to be funded monthly in the amount of $9,475, resulting in a current balance in reserve of $188,852. Total Equity as of this period is $54,308, which includes the year to date Net Income of $22,041.
Donna asked management if periodic checks are conducted on two foreclosed units to ensure that power has not been turned off, that water is not dripping, or that any other issues may exist. Management confirmed that entry to either of these units has not been conducted. The Board agreed it was prudent to enter and monitor on at least a weekly basis to ensure power is on and that no mold or water issues are seen that might affect surrounding units. It was agreed that if keys are not available, a locksmith will be hired to gain access to these and any other units that may end up in this situation.
6. UNFINISHED BUSINESS:
Carport repairs update:
There has been extensive discussion on the issue of carport repairs and replacements. Clyde stated that a decision needs to be made in a timely manner. Gisela said she met with Eric at American Eagle and that they would do an evaluation of 5 carports for the cost of $800. Clyde questioned whether the $800 could be applied to the total cost of the carport repairs. Clyde Hoover made a motion to replace the carports in sections 2 and 4 as discussed in past meetings, and to accept the bid of $41,160 from American Eagle, with a request that they inspect the other three carports and report back. Don Baumann seconded the motion. Clyde and Don voted in favor of the motion. Gisela, Donna and Joy voted against the motion. The motion did not pass. Since there appear to be contradicting reports on the carports, the Board requested RDI set up a meeting with American Eagle as soon as possible in order to clear up any misinformation and to make a decision on the carports since more then sufficient time has passed. RDI or Don Baumann will contact American Eagle to hold a meeting and will inform the Board members.
Landscape update:
Jon from Commercial Mowers was present to answer any questions and/or concerns the Board had concerning landscaping. After a heated discussion with Gisela, Jon presented his owns concerns and stated he would not accept a 6 week ultimatum from the grounds committee. He then insisted the Board vote whether to give Commercial Mowers their 30 day termination notice. Clyde opened the floor to the Board for anyone who wished to make said motion. No one wished to entertain the motion and the matter is closed.
7. NEW BUSINESS:
Committees:
Grounds: There was further discussion on the extensive debris from the tropical storm. Jon offered to bring a dump truck on site and park it by the vegetation dumpster for owners and landscape personnel to use for a few days. He stated the truck did leak oil but that he would put dirt under the truck to absorb any oil and it would not damage the parking lot. The Board accepted his offered of the dump truck. Jon stated he would have it there Thursday or Friday for Banana Bay use.
Building/Bids: Midrise Inspection Report: The report and bid from Claudia at Existing Structures was emailed to the Board members for review. Gisela Klettke made a motion to accept the bid of $2,000 to ultrasound the 2300 and 2400 building columns. Don Baumann seconded the motion and it passed by unanimous voice vote.
Leak detection: It appears the leaks at the midrise are mainly caused from lack of caulking around the windows and the lack of storm doors to prevent water intrusion. These are owner responsibilities. Don suggested that midrise owners purchase storm doors to help prevent water intrusion during storms. Kathy reported that Bill from Beach Window and Doors has offered to supply the caulk needed for the recaulking of the windows that were previously installed by his company.
Building 700 shut off valves: Clyde made a motion to accept the bid from All Florida to replace and raise the shut off valves at building 700 since they appear to be buried. Don Baumann seconded the motion and it passed by unanimous voice vote. Gisela requested the valves at the 300 building also be checked for leakage.
Orientation: Nothing to report at this time.
Social: Nothing to report at this time.
8. ANNOUNCEMENTS:
Clyde discussed the issue of Bob, maintenance, being used to assist with landscaping chores. He felt Bob’s time is too valuable to pull weeds and dead shrubs. In the future, Bob will take direction for maintenance issues from Don Baumann with the assistance of RDI.
9. OWNER INPUT:
Residents questioned what happened to the generator that was approved a couple years ago for use in the clubhouse if power went out. Kathy stated she would look back into the minutes to see when it was voted on and to purchase the generator with the approval of Board President/Vice President. (The following day it was reported that the generator was purchased in 2006 and is stored at the clubhouse ready to use in a power outage.)
10. NEXT MEETING DATE:
The next meeting is scheduled for Wednesday October 15, 2008 at 6:30 pm. A meeting with American Eagle will be scheduled immediately.
11. MEETING ADJOURNED:
With no further business to conduct, the meeting adjourned at 9:30 pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
BOARD MEETING
held Wednesday August 27, 2008
1. CALL TO ORDER:
The meeting was called to order at 6:30 p.m. by Clyde Hoover, President.
2. ESTABLISH QUORUM OF DIRECTORS:
Clyde Hoover-President, Don Baumann-Vice President, Joy Taylor-Secretary, Donna Sands-Treasurer and Gisela Klettke-Director were in attendance. Kathy Watts of Reconcilable Differences attended and tape recorded the minutes of the meeting.
3. PROOF OF MEETING NOTICE PROPERLY POSTED:
Kathy Watts confirmed that agendas had been posted more than 48 hours in advance of this meeting.
4. APPROVAL OF MINUTES:
Clyde Hoover motioned to approve the minutes of July 9, 2008 as presented. Joy Taylor seconded the motion and it passed by unanimous voice vote.
5. FINANCIALS:
Donna Sands presented the financial report as of July 31, 2008. The Operating Account balance is $52,852 and the MM Reserve balance is $89,092. The Board did elect to move $90,000 from the MM Reserve during the month of July to a CD account due to the recent bank failures, in order to ensure our balances in one financial institution do not exceed the $100,000 insured limitation by FDIC. Funding to the reserves is $9,475 monthly with an ending balance as of this report of $163,242. The balances at Colonial Bank will be monitored regularly and additional CD’s may be purchased. Donna reported a balance in Total Equity of $44,175 and YTD Net Income in the amount of $11,909. It was discovered that several accruals were recorded twice after the adjusting entries from the CPA were made and Donna was happy to report that our financial position looks much better after these entries were corrected. Donna did have some concerns on several line items and posed questions that will need input from RDI. One item was regarding check #6323 issued and recorded on BB books as of June 30 in the amount of $9,180. The description on the check was to transfer from the Operating account to Reserves, although the bank statement for the MM Account reflects a deposit on July 7 in the amount of $7,650. Where is the difference of $1,530? Clyde did ask are the other concerns just a few hundred dollars or so. Discussion ensued regarding a difference of $15,850 that represents work done a while ago by Concrete Restoration in which BB was never invoiced so therefore has not yet paid, but is accrued as a payable on the balance sheet. These funds are not included the Reserve balance stated on the financials, causing a difference between the bank balance and the reserve balance. Donna suggested that for the sake of better business practices, we contact Concrete Restoration to ascertain if our account balance is paid in full and if so, move this amount back to the reserves. Clyde and Don felt that since the Association was not invoiced and the work took almost two years and a lot of phone calls to complete, we should not remind the company about an outstanding balance. All of the Board members agreed that the funds should be moved back to the reserves and properly reflected on the financials.
Donna concluded by saying that she and Michelle have worked well together and assured the owners their money is being accounted for and the financial reporting is being reviewed for accuracy on a monthly basis.
6. UNFINISHED BUSINESS:
Carport repairs update: Clyde felt the section 2 and section 4 carports need to be replaced especially after the additional damage from the tropical storm. Gisela stated she still feels they both can be rejuvenated. Clyde requested Gisela call vendors and get bids for rejuvenating and bringing them up to code in time for the next meeting.
Cleaning company: Clyde stated that the Board member who requested the cleaning issue be revisited has changed their mind so RDI will contact White Apron on Thursday and instruct them to proceed with the cut in services for cleaning and maintenance. The new schedule will begin as of September 1, 2008.
Brighthouse cable: Clyde stated the project is progressing rapidly and most of the residents have complied with the requests for keys. A few residents/owners have failed to give the association keys and/or access. The Board feels that since the residents/owners have been given more than adequate notice, a locksmith will not be called to gain access and rekey the locks. Owners who do not comply and therefore do not receive the upgraded cable will have to pay for the work themselves when they need it. Clyde felt the whole process and the Brighthouse personnel have been very professional.
7. NEW BUSINESS:
Discuss landscape parameters: Clyde displayed the Banana Bay handbook that all owners received years ago. He stated there were discrepancies between the rules and what the landscapers have been instructed to do. Clyde felt the Rules & Regulations need to be updated and requested the grounds committee undertake the project to clarify the handbook and to update what is incorrect. Gisela stated she and her committee would attempt to simplify the handbook. Resident Dan Boscarino offered his assistance as well.
Committees:
Grounds Committee:
Replacement of some shrubs:
Gisela reported that some of the shrubs in the islands are dead and made a motion for the Board to approve the purchase of approximately 30 – 3 gal plants for a cost of not more than $300. Joy Taylor seconded the motion and it passed by unanimous voice vote.
Don Baumann presented the amendment, Article V-Paragraph 3, where it states that balconies and fences are the association’s responsibility. Because the Association is responsible, they have a right to require that plants and vines be kept from growing through and up the fences because this can cause acceleration of deterioration.
Vegetation debris was discussed and it was felt the association should bear the cost for the removal of large piles of courtyard debris since we require the courtyards to be maintained.
A letter from Commercial Mowers was distributed. It stated that due to the wet conditions due to Tropical Storm Fay, mowing would be postponed. The missed week will be added to the end of the contracted weekly mowing schedule in October. Banana Bay will not be paying for a service not received. The weekly cutting schedule will be performed a week longer than the contract specifies. Some Board members felt Commercial Mowers was not fulfilling the contract and service was not up to par. It was felt the time was not being spent on site and there was a lack of personnel. It was also felt Commercial Mowers was not weeding the islands as required. Gisela Klettke made a motion to give Commercial Mowers a six (6) week notice to clean the property. Joy Taylor seconded the motion. Gisela Klettke, Joy Taylor and Donna Sands were in favor of the motion. Don Baumann and Clyde Hoover were against the motion. The motion passed with a majority vote. RDI will contact Jon from Commercial Mowers and request a meeting to discuss the issues some Board members have.
Bid for sod around clubhouse:
Gisela requested a bid on a pallet of sod for around the clubhouse. Commercial Mowers quoted $300 per pallet, installed.
Building/Bids:
On Tuesday, August 26th Don Baumann, Gisela Klettle and Kathy Watts met with Claudia from Existing Structures to inspect the walkways and columns of the mid-rises for deterioration and suggest the next course of action. As soon as the report is received, the Board will receive a copy and discuss the next step.
Building leaks:
There appear to be numerous leaks in the mid-rise units with no obvious reason. Don Baumann made a motion for authorization to contact a leak engineer to determine the reason for the leaking and an estimate to correct the problem. The estimate and inspection would be at no charge to the association. Donna Sands seconded the motion. Don Baumann, Clyde Hoover, Donna Sands and Joy Taylor were in favor of the motion. Gisela Klettke was against the motion. The motion passed by majority voice vote.
Orientation Committee:
Nothing to report at this time.
Social Committee:
Nothing to report at this time.
8. ANNOUNCEMENTS:
Clyde stated Clayton & McCulloh has a set of the revised documents for when the association decides to go forth with amendments. RDI will check to see how much of a credit Banana Bay has.
Gisela had earlier requested RDI contact Waste Management to cut service on dumpster pick up from twice a week to once per week since she felt trash removed more than once a week was not necessary. Discussion ensued on whether this was feasible due to the amount of trash, additional odor and the lack of sanitation this action would cause. The majority if the Board felt this was not an option.
Don Baumann gave a report on the Canary Date Palm that had blown over during the tropical storm. Jon from Commercial Mowers had researched individuals looking for palms in an effort to hopefully obtain a buyer for the palm since those palms are quite expensive and it was not feasible to try and replant the palm. After an extensive search by Commercial Mowers, it was determined the prospective buyer for the palm felt it was going to be too expensive to transport it to Tampa. Jon will continue to look for a buyer.
9. OWNER INPUT:
The Board discussed the issue of allowing residents to speak during the meeting. Clyde stated the Board agreed long ago to allow the practice of residents speaking on issues being discussed, when acknowledged, during the meeting. The present Board agreed to continue the practice. Gisela felt the owners should only speak at the very beginning of the meeting but Clyde explained a resident would not be able to discuss a subject or give their opinion until they knew what the Board was saying.
Sharon Millican requested information on the patio furniture for the mid-rises and stated the furniture presently there was not useful. Sharon offered to purchase a table and umbrella, possibly at Palm Casual since Kathy had already researched prices. Gisela Klettke made a motion to authorize the purchase of a table or umbrella with a limit of $300. Joy Taylor seconded the motion and it passed by unanimous voice vote.
10. SET NEXT MEETING DATE:
The next meeting is scheduled for Wednesday September 17, 2008 at 6:30pm.
11. MEETING ADJOURNED:
With no further business to conduct, the meeting adjourned at 8:45pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
of the BOARD MEETING
held Wednesday July 9, 2008
1. CALL to ORDER:
The meeting was called to order at 6:30 p.m. by Clyde Hoover, President.
2. ESTABLISH QUORUM of Directors:
Clyde Hoover-President, Don Baumann-Vice President, Joy Taylor-Secretary, Donna Sands-Treasurer and Gisela Klettke-Director were in attendance. Michelle Dugan and Kathy Watts of Reconcilable Differences attended and tape recorded the minutes of the meeting.
3.PROOF OF MEETING NOTICE PROPERLY POSTED:
Kathy stated that agendas had been posted more than 48 hours in advance of this meeting.
4. APPROVAL OF MINUTES:
Clyde Hoover motioned to approve the minutes of May 21, 2008 as presented. Donna Sands seconded the motion and it passed by unanimous voice vote.
5. FINANCIALS:
Donna Sands presented the financial report and stated the Reserves are being funded on time and as of May 31st have a balance of $123,625. There is $51,337 in the Operating Account. The draft presented for June 30th shows balances of $141,043 in Reserves and $46,459 in Operating. Donna stated she has received the adjusted journal entries from the CPA. A discussion on equity ensued where Donna informed all that as of the June draft financials, the Net Income reflects a loss of $5,449. Donna stressed that with the final adjusting entries for 2007 year end recorded, we can now confirm the correct total of negative equity and continue to show Net Income losses YTD in 2008. .Clyde stated that even though the financials may show a negative balance right now, it doesn’t necessarily mean the association is in bad shape and most times it balances out as the year progresses. It may also be because of bad debts which the association has no control over. Donna reiterated that something has got to turn the losses around and recover from bad debt in prior years rather than continuing to carry them year after year. RDI requested the authorization to send unit 1803 to the attorney for collection action and all approved. Donna will complete and file the paperwork for the lien on 1702.
6. UNFINISHED BUSINESS:
Carport repairs update: Kathy presented the estimate from American Eagle to replace carports in Sections 2 and 4 for a cost of $41,000. Gisela felt the carport in section 2 could be repaired and that she had looked at the top and saw nothing wrong. Kathy reminded her there are holes in the roof and pieces of rust are falling on the cars and there’s a structural issue. Don was requested to schedule a meeting with American Eagle, Gisela, Bob and Kathy to determine if repairs were possible. Donna added that the current balance in the Carport Reserve as of June 30th is $20,830 and is supplemented each month in the amount of $2500. RDI stated there would be funds in the operating “carport repair” to cover the difference of what’s in Reserves and the estimate presented. There was audience discussion and Gisela felt Roberts Rules of Order should be used and that residents are there to listen and not talk.
Midrise pool – table and umbrella: Donna suggested taking the table from the south pool and exchanging it with the table from the north pool. Donna had ordered an umbrella stand but it wasn’t feasible due to the table’s design. Resident Sharon Millican stated the north pool needs a decent table with a commercial crank umbrella. Clyde stated that most of the tables have been donated and the association should be able to purchase a table and umbrella. Donna made a motion to purchase a table and crank umbrella that can be used with the stand previously purchased, not to exceed $300 without Board approval. Don Baumann seconded the motion and it passed by unanimous voice vote.
Cleaning company: Kathy presented a spreadsheet on what services would be removed if the Board proceeded with its intent to cut the cleaning schedule with White Apron. The changes in service would be as follows: Cleaning all four (4) mailbox kiosks would go from twice (2) weekly to once (1) per week; Sweep and mop all 4 exterior bathrooms would go from twice (2) weekly to once (1) per week; Sanitizing all pool furniture would be unchanged at once (1) per month; Clean midrise walkways and elevators would go from three (3) times weekly to twice (2) per week; Sweep hallways and wipe railings would go from three (3) times weekly to twice (2) per week; Sweep stairways would continue twice (2) per week. The Clubhouse/Pool schedule which includes vacuuming the carpet, cleaning kitchen and floor, cleaning glass walls and windows, and inspecting and cleaning both pool areas would go from five (5) times per week to once (1) per week. Don explained the walkways, pools, clubhouse and elevators are common property and need to be maintained. The Management Company strongly advised against cutting any cleaning services and informed the Board since the cleaning company had not raised their fee in 7 years, that if the Board cut services then decided they wished to return to the previous schedule, White Apron would not honor the former price but would rebid. Don Baumann made a motion to leave the cleaning schedule as it is, at a cost of $800 per month. Clyde Hoover seconded the motion. Don and Clyde voted for the motion. Donna, Joy and Gisela voted against the motion. The motion did not pass.
Parking stickers: Clyde asked if there was justification in spending the funds for stickers. Resident consensus was that having a sticker was a waste of funds in that many would not even want to use them and they would not show through tinted windows. It was also felt each area will police themselves. Don read from the DOCs and stated each owner was entitled to one reserved parking space. Joy Taylor made a motion not to purchase 500 stickers for the cost of $200. Clyde Hoover seconded the motion. Clyde, Joy, Don and Donna voted for the motion. Gisela opposed the motion.
Brighthouse cable: Cable television and internet quality in the mid-rise and townhouses is inadequate for the digital change in 2009. There have also been numerous complaints about reception. Brighthouse had previously made a presentation and have inspected the cables. The new contract will allow Brighthouse to install all new cable lines and inside attachments (home bases). In this new contract, Brighthouse will then be responsible for all future cable repairs. This contract also limits annual increases to 5% per year instead of the current 10%. The monthly fee will increase slightly but the problems will be resolved. Clyde Hoover made a motion to accept the contract from Brighthouse. Don Baumann seconded the motion and it passed by unanimous voice vote.
Hurricane Plan Documentation: Donna felt the Hurricane Plan presented by Reconcilable Differences was very well done. Donna questioned the verbiage in several places through the document regarding items stating TBD; specifically pertaining to the associations’ office business files. It was suggested that Bob could be asked if he would load the file cabinet from the clubhouse office in his truck and move it to his home for safekeeping in Port St John. Clyde Hoover made a motion to accept the Hurricane Plan as presented. Don Baumann seconded the motion and it passed by unanimous voice vote. It was requested the plan be posted on the web site. Clyde also suggested the association make sure they have keys for all the units.
Response on owner profile updating: Donna stated she would like to see all update changes before the forms are filed. Kathy stated she would pull any forms already filed and leave them and any new forms in her box.
7. NEW BUSINESS:
Committees:
Grounds: Gisela stated Joy and Edna Maloney have volunteered to serve on the committee. Duties would include inspections but any changes need Board approval. Irene stated the Carrotwood tree by the 2300 Building makes quite a mess. Bob has been working extensively on the sprinklers. Gisela reported the zones all ran at the same time. As of now the sprinklers appear to be working well. Gisela stated Commercial Mowers isn’t handling the sprinklers. Clyde informed her Bob wanted to do the sprinklers himself therefore Commercial Mowers was instructed not to get involved with them. Edna Mahoney felt the area around her unit looks better than it has in months.
Building/Bids: Board felt the building and bids committees could be combined with Don Baumann as the Chair. Don and Kathy inspected the midrise railings and presented a spreadsheet of their findings to the Board. There are a few areas that need immediate attention. Don Baumann made a motion for the Board to authorize him to compile bids to identify the issues and to make recommendations to the Board. Joy Taylor seconded the motion and it passed but unanimous voice vote. Clyde Hoover motioned to contract with Claudia from Existing Structures, per Reconcilable Differences’ recommendation, to survey the concrete and make recommendations on any areas that are in need of being addressed. Donna Sands seconded the motion and it passed but unanimous voice vote.
Orientation: Nothing to report at this time.
Social: Nothing to report at this time.
Don made a request that all committees report to the Board with recommendations and when approval is given, give the documentation to the management company to take issue with vendors and /or make necessary adjustments to schedules and workload. Donna stated her understanding was that this was what the Board and committees agreed to even though not all are following through with reports.
Don also discussed the approval of vines on fences at the townhouses at an earlier meeting. It was felt plants need to be at least one (1) foot from the fence. Don feels vines should not be allowed per the governing documents and cited an amendment that made the Association responsible for fences and balconies. With the Association responsible, rules need to be in place to protect these items. Further discussion will be done at a later meeting.
Clyde announced that the City of Cocoa Beach awarded Banana Bay with the Beautification Award and the award will be framed and hung in the recreation room.
8. ANNOUNCEMENTS:
Joy felt it was her responsibility as a fellow homeowner to make the others aware that a sexual predator was living in Banana Bay. This is public record and residents are urged to check out the website www.familyalert.us.
9. OWNER INPUT:
There appear to be vagrants in the dumpster area.
10. SET NEXT MEETING DATE:
The next meeting is scheduled for Wednesday August 20, 2008 at 6:30pm.
11. MEETING ADJOURNED:
With no further business to conduct, the meeting adjourned at 9:40pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE BANANA BAY CONDOMINIUM ASSOCIATION
of the BOARD MEETING
held Wednesday May 21, 2008
1. CALL to ORDER:
The meeting was called to order at 6:30 p.m. by Clyde Hoover, President.
2. ESTABLISH QUORUM of Directors:
Clyde Hoover-President, Joy Taylor-Secretary, Donna Sands-Treasurer and Gisela Klettke-Director were in attendance. Don Baumann-Vice President was not able to attend. Michelle Dugan and Kathy Watts of Reconcilable Differences attended and recorded the minutes of the meeting.
3. PROOF OF MEETING NOTICE PROPERLY POSTED:
Manager stated that agendas had been posted more than 48 hours in advance of this meeting.
4. APPROVAL OF MINUTES:
Clyde Hoover motioned to approve the minutes of April 15, 2008 with the corrections discussed: Gisela felt she should not have to give a report to management on issues she feels need attention, and would prefer being the liaison between the association and the landscaper. Donna Sands seconded the motion and it passed by unanimous voice vote.
5. FINANCIALS:
Donna Sands presented the financial report and stated the Reserves are being funded on time and as of April 30th has a balance of $113,909. The association is approximately $10,000 under budget so far this year due to expected repairs not yet being completed. Donna stated she had a meeting concerning financials with Michelle on May 9th and felt it was a productive meeting. Donna Sands requested and made a motion for approval from the Board to contact the CPA, Ron Cole, to answer questions she has concerning Equity. Joy Taylor seconded the motion and it passed by unanimous voice vote.
6. UNFINISHED BUSINESS:
Carport repairs update: Kathy requested approval from the Board to get bids for replacement of 2 more carports. One carport is in section 2 and the other in section 4. The Board gave their approval to proceed with the bidding process since the budget has funds earmarked for this project.
7. NEW BUSINESS:
Dryer vents: The President of Dryer Fire Prevention Company, Philip Charron, sent a proposal for dryer vent maintenance. The proposal was discussed and the majority felt the proposal was too high. Clyde felt it was a safety issue and requested input from the other Board members present. The majority felt some washers are not spinning enough and causing the drying process to take longer. The majority of the Board felt that if a resident thinks their dryer vent is blocked, they need to address the problem/clean the vents using their own funds. The Board discussed budgeting to clean the vents in future years. Gisela and Bob will check the mid-rise stacks for blockage and the Board requested Dryer Fire be called to determine if the end 3 bedroom units in the midrises are on a single stack or if they are also all individually vented.
Dumpster - fencing bids: Kathy from RDI presented the Board with 2 bids for fencing around the vegetation dumpster behind the midrises, as requested last month. East Coast Fencing was $2,934.54 and Custom Fencing bid the project at $2,100. The Board felt it was not necessary to fund the project at this time, since the dumpster is rarely overloaded and unsightly.
Mid-rise – 4th floor gutters: There have been complaints about the gutter on the 4th floor of the 2300 mid-rise overflowing whenever it rains. Kathy stated she is aware of the issue and has requested Don Baumann accompany her to inspect the gutter next week.
Landscaping concerns – palm at clubhouse: The Board felt that Oleanders that are away from the buildings should be allowed to grow taller in order the enable the buds to bloom. Plants by the buildings will still be trimmed. Vines will be allowed on fences as long as they do not protrude over a foot onto common property and do not have “suckers” that would cling to the wood. Clyde Hoover made a motion to remove the queen palm in the clubhouse courtyard. Joy Taylor seconded the motion and it passed by unanimous voice vote. RDI will inform Commercial Mowers of the decisions.
Mid-rise – table and umbrella request: Residents have requested a table and umbrella, with a holder, since the present table will not allow a holder allowing the umbrella to be secure. Donna Sands offered to investigate a holder for the existing table; possibly a cement holder.
Committees:
Grounds: Gisela requested the email address and phone number for Jon at Commercial Mowers since she is now the liaison.
Building – White Apron: Donna Sands questioned whether it was necessary to have Conrad clean some areas 3 times a week. RDI was directed to contact White Apron and inquire as to what services they could provide for $400 a month instead of the $800 presently being paid.
Orientation: The updated owner profile was discussed by the Board. Section 15 of the form will be changed to read “any person staying” instead of “family members”. Completed forms will be sent to RDI and copied to Donna who will keep track of the forms received.
Kathy from RDI strongly stressed the Board needs to confer with the association’s attorney before charging any renter or new owner an application fee since it does not state in the governing documents that the association is allowed to.
The majority of the Board requested liens be filed by them in order to save attorney fees.
Clyde thought there was a revised copy of the governing documents and requested Michelle be asked if she has seen one. The Board feels the documents need to be condensed.
8. OWNER INPUT:
Clyde brought up a plumbing issue in the 1300 building in the past week. Two of the units were flooded and it was felt the water was coming from the emergency line which appears to end at a cement wall under the building. Clyde felt he’d be able to obtain “as built” blueprints from the builder John Butler. Clyde felt the expenses incurred by owners when damage is caused by inadequate drain lines should be reimbursed by the association. The Board will research the drains to determine where the drain lines are. The Board also felt owners should be made aware that their individual shut off valves may not work due to corrosion.
9. NEXT MEETING DATE:
The Board felt that unless there is an issue that needs discussion, the meetings will be curtailed for the summer and resume in September.
10. ADJOURNMENT:
With no further business to conduct, the meeting adjourned at 9:00pm.
Respectfully submitted,
Kathy Watts, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE
BANANA BAY CONDOMINIUM ASSOCIATION
of the BOARD MEETING
held Tuesday, April 15, 2008
1. CALL to ORDER:
The meeting was called to order at 6:30 p.m. by Clyde Hoover, President.
2. ESTABLISH QUORUM of Directors: Clyde Hoover-President, Don Baumann-Vice President, Joy Taylor-Secretary, Donna Sands-Treasurer
and Gisela Klettke-Director were in attendance. Kathy Watts of Reconcilable Differences attended and recorded the minutes of the meeting. Thirteen
(13) members also attended.
3. PROOF OF MEETING NOTICE PROPERLY POSTED:
Manager stated that agendas had been posted more than 48 hours in advance of this meeting.
4. APPROVAL OF MINUTES:
Clyde Hoover motioned to approve the minutes of January 22, 2008 as written. Don Bauman seconded the motion and it passed by unanimous voice
vote.
5. UNFINISHED BUSINESS:
Carport repairs update: Kathy reported she, Don Bauman and Bob Szcerba inspected the finished carport at Section One and requested the company
add knee braces for additional stability. Don felt the exposed screws needed to be painted or covered with a plastic tip and one area in the northeast
corner could use an additional screw. The final check and certificate of completion will not be signed until the Don is satisfied with the construction.
The Board and owners are very pleased with the look and color of the carport.
Midrise alarm installation completion: After numerous visits the Fire Marshal has signed off on the alarm system for the mid-rises. Management wishes
to thank all the mid-rises residents for their patience.
Flag pole: In order to enable Bob to hoist the flag, the Board approved the cost of renting a bucket truck for $75 per hour to restring the rope on the
flag pole and to replace any bulbs necessary on the tall parking lot light poles.
6. NEW BUSINESS:
Dryer vents: The President of Dryer Fire Prevention Company, Philip Charron, sent an email to management after his company was called to clean a
unit’s duct. The following are quotes from his letter which was presented to all Board members: “the wind speed started as 2 mph and was 9.1 mph
after our work….this unit should have the duct replaced. It is only .3 mph above the danger threshold of 8.8 mph. Anything below that speed will
allow moisture to condense in the duct. The difference between a starting speed of 2 mph and an after speed of 9.1 mph indicates a real danger of
fire. The poor configuration of this duct seems certain to continue to cause trouble. Don stated it would be prudent to have a scheduled service since
it would be dangerous if the dryer vents got clogged. There was discussion about scheduling cleaning of these between 18 and 36 months. Clyde
requested Management get some prices for a scheduled service every 18-24 months.
Committees:
Grounds/Buildings: Gisela offered to chair a committee on grounds and buildings. Gisela felt a group is needed to see things with a new eye. Bob
maintains the grounds and buildings and all agreed he does an excellent job.
Bids: Clyde requested Don chair the bids committee due to his expertise. Clyde explained to the owners present that the procedure used to be to
automatically take the lowest bid which doesn’t always work out.
Orientation/Welcoming: Gisela stated she felt the association should inquire as to the criminal record of all prospective owners and renters. Gisela also
suggested the association sign off on all applications (renters and new owners) and charge a fee of $100. Michelle Dugan from RDI strongly suggested
the Board consult their attorney before adopting this procedure since the governing documents do not state this procedure is allowed. Clyde asked
Gisela to get a new renter/owner packet together for review at the next Board meeting. Clyde suggested getting 3 or 4 items together for a mailing and
Jim Millican suggested adding an owner update form to that mailing. It was suggested to list the proposed committees and ask if anyone would be
interested in participating.
Social: Clyde stated there used to be many covered dish gathering and would like the association to be more of a community again.
7. ANNOUNCEMENTS:
-Gisela suggested protective sleeves be purchased and placed around the base of each lamppost when they’re replaced.
-Don announced the Citizens Patrol is touring the property more often. Clyde stressed residents need to call the police when there are disturbances or
suspicious activity. Clyde also suggested the association get the city codes on what the police are required to respond to.
-The issue of parking was brought up and one vehicle was towed last week. Kathy from RDI will compile prices on parking decals and present it to the
Board.
8. OWNER INPUT:
a.) It was brought to the attention of the Board that more of the trees at the mid-rises needed trimming as they were rubbing against the garage roofs
and the gutters. Kathy will contact Commercial Mowers and make the arrangements to have them trimmed back.
b.) RDI received a complaint from an owner about the vegetation dumpster in the south mid-rise parking lot. Kathy had previously emailed the Board
with a brief history on why it’s there. “There used to be a large aluminum dumpster on wheels in section 3. When the wheels broke, Waste
Management informed us they wouldn't be using aluminum anymore and went to a steel dumpster that had to be stationary. The only place WM and
Bob felt it could be placed was in that particular place in the 2300 parking lot since the truck has to be able to get to it in order for it to be emptied. As
for the usage, it's primarily for residents and Bob to put vegetation in. Waste Management comes on Wednesday to empty it.” Clyde suggested a
fence be built around the dumpster to shield it or another place be found. Gisela volunteered to look for new placement.
c.) It was stated the palm tree in the Recreation Room courtyard needed to be trimmed. Kathy will contact Commercial Mowers about the trim.
d.) Mid-rise railings: it was determined there are some railings sinking and rotting out. Members asked if it would cheaper to just replace them. Don
stated it would cost approximately $52,000 to replace them all. Clyde questioned whether each floor could be scheduled to be done at intervals. Don
suggested repairing instead of replacing since they will continually rot. The Board requested RDI identify issues with the mid-rises and contact Dave
Westner to repair them.
e.) Janet Weiss presented specs to replace the windows on the screened area of her unit and requested approval from the Board. After examining the
design and specs, Don Bauman made a motion to approve the specs presented. Donna Sands seconded the motion and it passed by unanimous voice
vote.
9. NEXT MEETING DATE:
Clyde asked the Board members if Wednesday would be a more convenient day for a meeting and since there was no objection, further meetings will
be on the 3rd Wednesday of the month. Therefore the next meeting will be scheduled for Wednesday the 21st of May at 6:30pm.
10. ADJOURNMENT:
With no further business to conduct, the meeting adjourned at 8:15 pm.
Respectfully submitted,
Kathy Watts, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE
BANANA BAY CONDOMINIUM ASSOCIATION, INC.
ANNUAL MEETING
Held TUESDAY, MARCH 4, 2008
7:00p.m.
1. Call to Order:
Clyde Hoover called the meeting to order at 7:00p.m. There were not enough members present or by proxy to establish a quorum. 80 unit owners
were required to have this Annual Meeting commence. Only 24 members were present and 37 mailed in their proxies.
2. Establish Quorum of Directors:
Vice President Clyde Hoover, Secretary Don Bauman, Treasurer Irene Nishirmura, and Directors Jim Millican and Kelly Pemberton were in
attendance. Michelle Dugan and Kathy Watts of Reconcilable Differences attended the meeting and Tina Lybarger of Reconcilable Differences
recorded the minutes.
3. Appoint Chairman and Inspectors of Election Committee:
Volunteers were requested from the audience to count and validate the ballots received. Three residents, Janet Weese, Lisa Mulloolly, and Barbara
Salber, offered to serve, and Property Manager Kathy Watts also offered to count ballots. They were directed to start opening outer ballot envelopes
at that time.
4. Collection of Ballots not yet cast:
Ballots were turned in during sign in and handed to manager Kathy Watts as they were received.
5. Speakers while ballots were being counted:
RBC Centura Bank: Christy Whelan and Bridgette Parchment
Bridgette Parchment spoke to attendees about ID theft. A pamphlet was given to all who attended, along with a flyer for quick referencing re:
information on protecting your identity. Bridgette spoke on how to guard your personal information, use of unique passwords, controlling incoming and
outgoing mail, ordering your credit report every year and what to do if there are mistakes and you are a victim of identity theft. Christy Whelan headed a
drawing and Blockbuster gift cards were given to those whose names were pulled from the pool of entries.
Neighborhood Watch: Sgt. Ireland of the Cocoa Beach Police Department and two of her colleagues spoke to attendees.
Sgt. Ireland informed all attendees to call, call, call the police department. If you see anything out of place, strangers, actions, vehicles, etc; CALL!!!!
If you do not call they do not know and cannot help. Throughout Sgt. Ireland’s presentation she stressed over and over again to call. This is what they
are there for. They cannot enforce condominium rules and regulations but they can document situations and place on official record. They can remove
trespassers and they can uphold the law. If you feel threatened or see anything or anyone that is not supposed to be there, call. Of course you can
always call 911 but there are non emergency contact numbers: 868-3251 or 868-3260. Sgt. Ireland informed all of a “National Night Out” which
will be held in August for all residents. Complete information will be available once finalized. She also spoke of the electronic neighborhood watch
program. This is a program set up to email information to participants. Some information contained through the ENWP are alerts, arrests and events in
the city and neighboring areas. She encouraged all with email to sign up.
6. Approval of Minutes from Previous Annual Meeting:
Minutes were again not able to be approved since a quorum of owners was not established through attendees and proxies. This makes three years that
we were unable to attain a quorum of owners. Next year, if a quorum is attained, 3 years’ worth of minutes will have to be approved.
7. Officers Report:
No report given, as a quorum was not established through attendees and proxies.
8. Committee Report:
No report given, as a quorum was not established through attendees and proxies.
9. Election of Directors:
The results of the ballot count were given. The 2008 board will consist of: Donald Baumann, Clyde Hoover, Gisela Klettke, Donna Sands and Joy
Taylor. All outgoing members were thanked for their service.
10. Adjournment:
There being no further information the meeting was adjourned at 8:15p.m.
MINUTES OF THE
BANANA BAY CONDOMINIUM ASSOCIATION, INC.
ORGANIZATIONAL MEETING
Held TUESDAY, MARCH 4, 2008
The meeting was called to order at 8:20 p.m.
After discussion about whether to wait for Gisela Kettke, who did not attend, and the statute that requires the new Board to elect officers within 10 days of the Annual Meeting, Clyde Hoover was asked to serve as president and he agreed. Donna Sands was asked to serve as Treasurer since she has a finance background, and she agreed. Don Baumann agreed to serve as Vice President and while Joy had wanted to serve only as a director, she is a residing owner with a local job and did agree to serve as Secretary if the need for document signing arises, but management assured her that they would take and prepare minutes of meetings and ensure proper mailings will be sent out. Therefore, Gisela will serve as a director.
With no further business to discuss, the meeting was adjourned at 8:30p.m.
Respectfully submitted,
Tina Lybarger, RDI
Kathy Watts, LCAM #27226???
Michelle Dugan, CMCA, AMS, LCAM #17226
Reconcilable Differences, Inc.
BANANA BAY CONDOMINIUM ASSOCIATION
MINUTES OF THE BOARD MEETING
held FRIDAY, JANUARY 22, 2008
1. CALL to ORDER: The meeting was called to order at 6:35 p.m. by Irene Nishimura.
2. ESTABLISH QUORUM of Directors: Secretary Don Bauman, Treasurer Irene Nishimura, Director Kelly Pemberton and Director Jim Millican were in attendance. Vice President Clyde Hoover could not attend. Kathy Watts of Reconcilable Differences also attended and recorded the minutes of the meeting. Nine members attended.
PROOF OF MEETING NOTICE PROPERLY POSTED: Manager stated that agendas had been posted more than 48 hours in advance of this meeting.
3. APPROVAL OF MINUTES: Don Baumann motioned to approve the minutes of the November 2, 2007 meeting. Kelly Pemberton seconded the motion and it passed by unanimous voice vote.
4. FINANCIAL REPORT: Irene reported as of December 31, 2007, the association is approximately $15,685 over budget. Some of the overage is due to the north pool developing two leaks that needed to be repaired, the termite bond and unexpected legal expenses.
5. UNFINISHED BUSINESS:
Carport repairs update: Kathy reported she’s been in contact with American Eagle twice a week for updates and they expect to have the permit within a week. Once the permits are approved, residents will have 5 days’ notice to remove their cars from the carport and park elsewhere until repairs are complete.
Midrise alarm installation completion: The last unit has had their alarm upgraded and we’re just waiting for the extra phone lines to be installed in order for the Fire Inspector to test the alarms and then to sign off on the project.
Fire alarm monitoring: The fire code requires the alarms to be monitored by an outside company with calls directed to the fire department when the alarms go off. The Board felt one dedicated phone line per midrise with the elevator line as a backup would be more than sufficient for safety. The Board suggested a procedure manual for midrise evacuation and requested Reconcilable Differences develop a draft packet for the Board to edit and if necessary make additional procedures. It was stated at least 2 owners from each midrise would check the elevators for individuals in case of a fire and they were unable to exit the elevator. There are also owners not able to navigate the stairs so these procedures would enable them to evacuate safely.
6. NEW BUSINESS:
Rodent problems at townhouses: An owner in building 1100 reported a problem with rodents. Bob is placing traps and bait containers hoping to eliminate the problem. Jim Millican suggested moving the gutter in order to prevent access to the balcony.
Midrise door panels: An owner had asked to paint a mural on the glass panel next to their door on the midrise. The Board stated that was not allowed as it would interfere with the overall appearance of the property.
7. ANNOUNCEMENTS:
-Brighthouse is requesting that anyone having cable interference contact the management company to be put on a list and to also call the Brighthouse office itself to file a complaint. If Brighthouse has enough units with interference, they will upgrade the entire association, midrise and townhomes, at no cost to the association. A notice will be places in the display cases requesting owners to contact RDI and Brighthouse.
-Edna Maloney thanked the Board for all their hard work.
8. OWNER INPUT:
-Ryan Smith from unit 2202 is a Wildlife Officer and has offered to establish a Neighborhood Watch for Banana Bay. Kathy will contact the Cocoa Beach Police and attempt to schedule an officer to speak at the annual meeting in March.
-Terri Booth sent a list of questions for the Board and RDI to answer. They were answered in writing and handed to her at the meeting.
9. NEXT MEETING DATE:
It was decided to substitute a “Meet & Greet” with the candidates instead of a formal February Board meeting. The “Meet & Greet” is scheduled for February 12. 2008 at 6:30pm.
10. ADJOURNMENT: With no further business to conduct, the meeting adjourned at 7:35 pm.
Respectfully submitted,
Kathy Watts, LCAM #27668
Reconcilable Differences, Inc.