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Minutes of the Special Members’ Meeting for the Buena Vista Association held Friday, November 14, 2003
Call to Order / Certify Quorum of Members: The meeting was called to order at 4:05 pm at the office of Reconcilable Differences, 109 Long Point Rd, Cape Canaveral, FL 32920. The governing documents require a majority (13) to make up a quorum. Nine owners were present in person and eight proxies had been received, for a total of 17 members present. All Board members were present as well as Fran Liggio, Diane Stevens and Mr. & Mrs. Pejik.
Proof of Notice of Meeting: Manager certified that the Budget mailing, including agenda, proxy and proposed budget, was mailed to all owners on October 14, 2003.
Owner Input: None.
New Business: Vote on Reserve Funding: The proposed budget mailed out had 2 choices, per the Board of Directors. The “fully-funded reserves” budget, required by Florida Statute, would make the monthly assessment $218.00. The budget with no reserves would keep the monthly assessment the same as this year, $174.00 but members must vote in a majority to do that. All ballots and proxies were called for. Three owners voted for fully-funded reserves and 14 voted for no reserves.
Adjournment: There being no further business of the members, the meeting adjourned at 4:20 p.m.
Minutes of the Board Budget Meeting for the Buena Vista Association held Friday, November 14, 2003
Certify Quorum/Call to Order: All Board members were present: President Richard Blyth, Vice President Steve Baer, Treasurer Rita Stevens, Secretary Joyce John and Director Brenda Gagnier. The four residents noted above were still in attendance as well. The meeting was called to order at 4:22 p.m.
New Business: Vote on Proposed Budget: Mr. Blyth stated that a majority of members rejected the fully-funded budget. Brenda Gagnier motioned to approve the budget of $174 per month per unit, with no reserve funding. Rita Stevens seconded, and after discussion, all were in favor.
Financial Report: Manager Michelle Dugan stated that one owner had been in arrears 4 months but paid in full on the day scheduled to go to collections. The foreclosure is on the docket for December 18, 2003. More information will be forthcoming from the attorney. Due to no surprise maintenance issues this year, the expenses are less than income by $2000 year to date.
Approve Minutes of Meetings: Richard Blyth motioned to approve the minutes of the July meeting, which were mailed to all owners. Joyce John seconded, all in favor. Brenda Gagnier motioned to approve the minutes of the October 10th meeting. Rita Stevens seconded, all in favor.
Manager’s Report: One owner has refused to produce a key to their unit and this is a problem because that unit’s front door needs to be painted and no one is home during the day when pest control arrives. Another letter will be written. If they still refuse, the part of the door that shows will be painted and owner will be responsible for the balance of the paint job. Fred Coots repaired light globes and the gate to the east courtyard. Thank you, Fred!
New Business: Rita asked about putting up Christmas decorations at her expense. There were no objections from the Board.
Owner Input: There is still a small ant infestation problem inside the units. A product called Taro, mixed with a bit of peanut butter in a bottle cap seems to take them away. The original building painter has still not come back to see about the leak into Unit #24. He will be reminded. Fire wood was placed on a patio many months ago. Many types of bugs are seen crawling around it. A letter was to be written to the owner, but residents took care of the problem. Some doors and windows have still not been replaced. All are asked to replace doors and windows that are pitting or peeling.
Set Next Meeting Date: The Annual Meeting will be held on January 15, 2004. The Request for Candidates sheet has already been mailed out with the budget. The 30 day notice of meeting and proxy will be sent by certified mail, per Board request, to ensure all know it is VERY IMPORTANT that everyone send in their proxy.
Adjournment: There being no further business, the meeting adjourned at 4:55 pm.
Respectfully Submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226 Community Association Manager Reconcilable Differences, Inc.
Minutes of the Meeting of the Buena Vista Association Board Meeting Held Friday, October 10, 2003
Call to Order: The meeting was called to order at 4:05 pm in Unit #6 at Buena Vista.
Quorum of Members: Board Members Present: President Richard Blyth, Treasurer Rita Stevens and Director Brenda Gagnier. Resident Fran Liggio was also in attendance. Vice President Steve Baer and Secretary Joyce John could not attend.
Approval of Minutes of July 03, 2003 meeting: Richard asked to defer the approval of minutes to the next meeting.
Financial Report: Manager Michelle Dugan reported that the Association is spending less money than taken in so far this year. Unit #12 will be sent to the attorney for collection action because their check bounced, it was not replaced with a good check and there has been no communication from the owner after two letters were sent. Unit #32 has been sent to the court to be placed on the docket for foreclosure action.
Presentation of Proposed Budget: Florida Statute requires the Board to approve a “Fully-Funded” Budget with expense line items for reserve savings to cover the cost of needed repairs and replacements over time. With fully-funding reserves, the monthly assessment would be $218 per month for next year. In past months, the Board agreed to assess the need to re-grade and resurface the parking lot. The Board in a majority agreed to Special Assess for this next year. Prices will be obtained before the next meeting. Past minutes also showed volunteers willing to clean and paint the walkways. This job, however, is much larger than originally thought and needs to be done by professionals who will warranty their work. A price will be obtained before the next meeting to re-grade and paint the first floor walkway. A separate price to re-paint the 2nd floor will also be obtained.
Cable and insurance will be going up 10% next year but if the members vote not to fund reserves, the monthly fee will be the same cost as last year.
Approval of Proposed Budget: Rita Stevens motioned to approve the budget as proposed for mailing to all owners. Brenda seconded the motion, all in favor. This budget, along with a proxy ballot to vote for full or no reserves, will be sent, along with an agenda for the Budget Meeting. This meeting will be held Friday, November 14th at 4:00 p.m. at the management office, 109 Long Point Road, Cape Canaveral.
Owner Input: The small ants seem to be a problem in units. Bryan of Pioneer Pest Control will be asked to re-spray.
Unit #44’s air conditioner is leaking and could be a safety hazard. The owner will be asked to keep the water from dripping onto the walkways.
Unit #24 has water intrusion into her porch. The paint company, Lee Garner Painting, warranted the work for seven years. Lee will be out to inspect soon.
Some doors and windows have still not been replaced. All are asked to replace doors and windows that are pitting or peeling.
Resident Fred Coots has offered to fix the light globes so that they cannot be taken off so easily. Fred was also asked to removed an overgrown shrub and new plants have been planted. The grounds look great and thanks were given to Rita Stevens, Diane Stevens and Brenda.
The gate to the east courtyard is broken. Fred will be asked to repair that as well.
Unit #22 has left towels and a bike outside. The realtor in charge of the rental will be notified.
Adjournment: There being no further business, the meeting adjourned at 4:40 pm.
Respectfully Submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226 Community Association Manager Reconcilable Differences, Inc.
Minutes of the Meeting of the Buena Vista Association Board Meeting Held Thursday, July 3, 2003
Call to Order: The meeting was called to order at 3:15 pm in the Cocoa Beach Library.
Quorum of Members: All five Board members were in attendance: President Richard Blyth, Vice President Steve Baer, Secretary Joyce John, Treasurer Rita Stevens and Director Brenda Gagnier. Resident Fran Liggio was also in attendance
Approval of Minutes of March 19, 2003 meeting: Brenda Gagnier motioned to approve the minutes as written and mailed to all owners. Rita Stevens seconded, all in favor.
Financial Report: Manager reported that the Association is in good shape. All bank accounts are now in the positive and the budget to date shows more income than expenses. There are still 2 units with outstanding special assessments, and both were sent certified letters. These two are also the only units refusing to replace doors and windows. The unit in foreclosure proceedings has made almost complete restitution. They have until July 7th to pay in full or ask for an extension, which would cost them more. $2,000 of their payment is being forwarded to the Association for deposit. This is helpful, because the unit that was just sold had always carried a large credit balance and that will have to be paid back to the seller.
Building Update: With regard to Doors & Windows, four units have not yet made the required changes but two are only due to being out of state. One requested an extension through mid-August due to health reasons. As for the roof, maintenance man Charlie Rousseau and manager Michelle met with the installer, Tech Systems, in May. The roof is in great shape, with an estimated life of 7 to 10 more years. The concerns about roof vents being covered is a non-issue. If vents had been covered, water would have immediately backed up and would consistently do so. The vents have covers which the plumbers have a hard time getting into with their equipment, but these vent covers are top of the line and used so that no water, debris or birds can get into the stacks.
New Business: Flagpole: To install a flagpole on common grounds would require the affirmative vote of 13 owners. Only 3 affirmative votes were received and four voted against it. The Board discussed the apathy of the owners and Steve asked that everything that requires a vote or a response of some kind be sent by certified mail. The Annual Meeting notices and proxies will be sent this way as well.
Walkway Painting: Resident Doug George offered to use a leveling compound on the walkways where needed before the painting is done. The Board agreed and thanked him for his work. Discussion began about two owners willing to paint the walkways to save money. This will be discussed before the work is done.
Owner Input: Much discussion ensued about the parking lot re-surfacing and the parking stops as well as where assigned spaces are. The Board agreed to discuss this work for the 2004 budget.
There are many problems with beach-goers using Buena Vista parking spots, throwing trash and breaking the water spigots to wash off their feet and beach toys. There are signs on the property stating that unauthorized vehicles will be towed. In the past, the president had to be the one to make the call and sign for the removal of it. Board discussed allowing one more person to be a point of contact. This was tabled until later.
There was discussion about a unit that was asked to place a bucket under their air conditioner and to empty it regularly, which has not been done. There was also discussion about a kitchen window that was removed and not replaced. Management will look into these concerns.
Rules Discussion: In November 2002, rules were mailed to all owners and input was requested before the next meeting, at which time the rules would go into effect. One Board member wished to make some changes at this time, but after much discussion, the Board agreed to look at any specific issues needing clarification brought to a Board meeting in the future, but would not re-do the whole rules sheet. Richard proposed officially adopting the Rules & Regulations amended November 2002. Steve Baer seconded, all in favor.
Next Meeting Date: The Board agreed to meet to discuss the 2004 budget sometime in October, preferably a Friday afternoon after the 7th. An agenda will be sent to all members in advance.
Adjournment: There being no further business, the meeting adjourned at 4:05 pm.
Respectfully Submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226 Community Association Manager Reconcilable Differences, Inc.
BUENA VISTA CONDOMINIUM ASSOCIATION, INC. MINUTES of the SPECIAL ASSESSMENT MEETING held Friday, APRIL 18th, 2003 1. Call to Order: The meeting was called to order at 3:10 p.m. in the conference room at Reconcilable Differences, Inc, located at 109 Long Point Road, Cape Canaveral, FL.
2. Establish Quorum of Directors: Directors Present: Vice President Steve Baer, Treasurer Rita Stevens and Director Brenda Gagnier. Not Present: President Richard Blyth & Secretary Joyce John. A quorum was attained. Owners Present: Diane Stevens-Unit #42, Fred Coots-Unit #4, Francis Liggio-Unit #24, Mr.& Mrs. Frank Barresi-Unit #44, Charles Albro-Unit #48 and 3 guests.
3. Approval of November 14, 2002 Minutes: The minutes of this budget meeting, along with decisions about the doors and windows, were mailed to all owners. Rita motioned to approve the minutes as mailed. Brenda seconded, all in favor.
4. Financial Report Manager Michelle Dugan stated that the Association is running on budget, but with the overages last year, the Association is operating “day to day”. With some owners in arrears, many bills must be held until enough money is deposited to cover them. Three units are in arrears 1 month and a fourth is in foreclosure.
5. Update on Foreclosure Proceedings The paperwork is in the process of being served on the owners of unit #32. The lawyer must wait approximately 20 days for proof of service to be mailed back from NY. At that time, the owner has 20 days from the date of service to respond to the suit with some sort of action in writing to the attorney. If the unit owner does not respond, then 45 days after service of Notice, the attorney will serve a "Motion for Summary Judgment" and the foreclosure will be placed on the judge’s docket.
6. Presentation of Costs Involved for: · Foundation Repairs: Unit #6 had repairs done to the bathroom floor and plumbing inside the walls. All work in this unit is now complete and Rita must be re-paid for fronting the money, a cost of $3,500 to the Association. · Plumbing Repair Overages: Recent plumbing problems turned out to be unit owner responsibilities, so at this time, the 2003 budget is sufficient to cover small problems through the rest of the year. · Roof Repairs: When a plumbing problem required cleaning out the vents on the roof, the plumber found 6 to 8 of the vents covered over with shingles. A roofer was called out to make the repair, but only took care of the immediate need. Paperwork found by unit owners stated that the roof was replaced in 1995, with a 10 year warranty. The Association paperwork only goes back to 1998, so the insurance agent will be contacted for information on the roofer. · Parking Lot Resurfacing & Re-grading of West Lot: This is not an immediate need, so the Board agreed to put this item on hold until next years’ budget review. · 2002 Year End Overage: The year-end compilation and tax return was received from CPA Lee Garner. With plumbing and repair overages, the Association had a deficit of $2,971 for 2002. · Dumpster Fence: A Board member felt the $250 quote to repair the fence was too much. After discussion about the time involved to pick up the materials, unit owner Fred Coots offered to make this repair. Thank you, Fred! · Parking Stops: A Board member stated that another unit owner with a construction business offered to obtain these for $5 each. Steve will contact that person to see if the offer is still available. If so, the maintenance man will paint them and stencil the unit numbers on the front.
7. Approval of Special Assessment: Steve motioned to assess $300 per unit owner to cover the foundation repairs and the 2002 budget deficit. $300 per unit will also cover a portion of the walkway repair and painting. Rita seconded, all in favor. The special assessment will be due on June 15, 2003 with a fee of $25 assessed each month that the special assessment is late being paid.
8. Board Authorization to Install Required Doors & Windows, cost per spreadsheet attached, if owners do not replace by May 15, 2003
9. Owner Input Mr. Coots asked for more information on the hurricane standards required on the installed doors and windows. Wood doors versus fiberglass were discussed and the Board agreed to allow wood doors for those doing their own work. They stated that all units that do not comply on their own will have the fiberglass doors and the PVC windows installed, as recommended by the installing contractor.
A complaint was filed about air conditioners leaking down the side of the building and staining the walls. Owners needing to repair will be sent registered letters to repair immediately.
A landscape committee member stated that the group has done a tremendous job of planting, at their own expense, and asks that EVERYONE make the extra effort to pick up trash and not throw cigarette butts on the ground.
10. Set Next Meeting: The next meeting was tentatively set for Thursday, July 3, 2003. Notice will be posted at least 48 hours in advance of that meeting.
11. Adjournment With no further business at hand, the meeting adjourned at 4:35 pm.
Respectfully submitted, Michelle Dugan Michelle Dugan, CMCA, AMS, LCAM #17226
Minutes of the Board of Directors Meeting held Wednesday, March 13, 2003 in Unit #36
Call to Order: The meeting was called to order at 1:00 p.m.
Establish Quorum of Directors: Board members present: President Richard Blyth, VP Steve Baer by telephone, Treasurer Rita Stevens, Secretary Joyce John and Director Brenda Gagnier
Proposal to Terminate Management Services:
Proposal to Hire New Management Company: Steve Baer motioned to hire Reconcilable Differences, Inc to manage the affairs of the condominium, effective April 1, 2003. Richard Blyth seconded, all in favor.
Adjournment: There being no further business, the meeting adjourned at 1:20 p.m.
BUENA VISTA CONDOMINIUM ASSOCIATION, INC. MINUTES OF THE 2003 ANNUAL MEETING HELD IN THE CAPTAIN'S ROOM AT THE COCOA BEACH LIBRARY
ON MONDAY,
JANUARY 6, 2003 CALL MEETING TO ORDER The meeting was called to order at 1:00 by President Richard Blyth.
CERTIFYING OF PROXIES-ESTABLISHMENT OF A QUORUM OF UNIT OWNERS FOR ANNUAL MEETING: Owners Present in Person: John #10, Liggio #24, Baer #28, Blyth #36, Stevens #42, Owners Present by Proxy: Blaine #40. To attain a quorum, 13 owners minimum must have been present.
Even though a quorum was not met, those members present felt the Annual Meeting should proceed. The lack of participation by owners was discouraging and all present felt setting another date would only waste paper and postage.
APPROVAL OF MINUTES FROM PREVIOUS ANNUAL MEETING Richard Blyth motioned to approve the minutes as written and mailed to all owners last year. Steve Baer seconded, all in favor.
FINANCIAL REPORT: Although not reconciled yet, the association seemed to have ended the year only $1600 over budget. There are 2 owners in arrears by 60 days and 1 owner more than a year in arrears, but a payment was recently received. The Board asked that the lawyer proceed aggressively with foreclosure if the unit in arrears does not honor the monthly payment agreement.
PRESENTATION OF 2003 BOARD MEMBERS Five candidates have volunteered to serve on the board. Therefore, no election of officers is required, per Florida Statute 718.112 (d) 3. Those who have agreed to serve are: STEVEN BAER (Unit # 28), RICHARD BLYTH (Unit # 36), BRENDA GAGNIER (Unit # 08), JOYCE JOHN (Unit # 10), and RITA STEVENS (Unit # 06. These owners will take over the positions immediately.
OPEN FORUM-COMMENTS AND DISCUSSION Discussion ensued about damage inside a porch. No vote was taken, but discussion felt that interior areas, especially porches, are the owners’ responsibility to repair.
ADJOURNMENT Diane Stevens motioned to adjourn at 1:45 pm. Richard Blyth seconded, all in favor.
Respectfully Submitted,
Michelle Dugan Michelle Dugan, CMCA, AMS, LCAM Community Association Manager Space Coast Property Management of Brevard, Inc.
BUENA VISTA CONDOMINIUM ASSOCIATION, INC. ORGANIZATIONAL MEETING HELD IMMEDIATELY AFTER THE ANNUAL MEETING ON MONDAY, JANUARY 6, 2003
Three of the new Board members met to decide Officer Positions. Richard Blyth agreed to stay on as President. Steve Baer agreed to continue as Vice President. Joyce John agreed to serve as both Treasurer and Secretary. The two members unable to attend will be directors.
Due to the poor attendance at the Annual Meeting, the Board agreed that anything needing a vote will be sent out by certified mail so that owners will understand how important it is that they respond.
The door & window contractor did not have his bid ready for this meeting and at least two more contractors will be asked to bid the replacement of doors and windows before the work is accomplished. As soon as the information is received, the Board will decide when their next and future meetings will be.
Respectfully submitted,
Michelle Dugan
Michelle Dugan, CMCA Community Association Manager Space Coast Property Management of Brevard, Inc.
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