Minutes of the Meeting of the BUENA VISTA ASSOCIATION, INC.
held TUESDAY, OCTOBER 5, 2004
1. Call to Order:
The meeting was called to order at 7:02 pm at the management office, 109 Long Point Rd, Cape Canaveral.
2. Establishment of a Quorum of Directors:
Directors Present: President Richard Blyth, Treasurer/Secretary Joyce John, Directors Brenda Gagnier and Branko Pejic. VP Steve Baer could not attend. Approximately 8 other owners attended.
3. Hurricane Update:
Hurricane Jeanne took 1/3rd of the roof off, causing damage in units 44, 42, 40, 38, 18, 16 & 14. Unit #44 & #48 also had balcony windows blow in. All Phase Roofing, owned by owners of #12, Scott Stoeckert, came out and tarped the area while we obtained bids for replacement. At that time, a new roof was going to cost $17,600 and guttering was to cost $3,800. A Special Assessment notice was sent out to all owners for tonight’s meeting. In the next two weeks, Hurricane Frances blew off the tarps, an additional 1/3rd of the roof, more gutters and downspouts and soffitt, along with leaving another 2 truckloads of sand all over the building. After the second hurricane, the Association hired Structural Engineer Byron Evetts of Existing Structures. He found that although portions of the roof were still intact, they had failed in the storms and the roof nails pulled out, meaning the entire roof needs to be replaced.
The hurricane deductible of $37,500 is now going to apply, with that cost being equally apportioned among the owners. Insurance adjuster Scott Saveley met with Board president and management. He felt an electrical evaluation was also needed, based on a spark in one unit. He also felt that all affected units needed to be "dried out" and he recommended "Woodworks". They came out on Friday, Oct 1 and re-tarped the roof and checked all units for moisture. They pulled out some drywall and have left dehumidifiers and blowers in some units. It was stressed that the Association insurance does not cover mold nor does it cover anything but drywall. Owners insurance will cover all contents.
Sunkraft Electric came to do the initial inspection. They made some repairs in unit #40 but so far have found nothing of concern to the building, only breaker boxes that need upgrading, which are owners’ responsibility.
Insurance agent Barry Ranew attended the meeting. He stated that mold & its remediation is not covered in any insurance policy in Florida. Mold remediation must be borne by the unit owner before new sheetrock is installed. Landscaping is also not covered. Barry recommended that owners look at their own policies for "loss assessment coverage." Most policies have a $1000 deductible, but pay the balance of the owner’s share of the Special Assessment to repair. Some policies don't pay for hurricane deductibles, but it is in your best interest to look at your policy. Barry recommended that all owners get their money in as soon as possible so that the roof work can begin.
He was asked about FEMA’s help. They may help low income owners with their insurance deductibles. Call 1-800-621-FEMA to apply.
Mr. Blyth stated that since the expenses are now over the deductible, $1,562.50 per unit would apply. Branko Pejic motioned to assess $1,600 per unit to cover the deductible, payable immediately since that money is required as a down payment to start the work. Brenda Gagnier seconded. Vote: All in favor. The Special Assessment Notice will be sent out tomorrow, asking everyone able to pay immediately. Branko amended his motion to have the payment due upon receipt. Brenda seconded, all in favor. Lastly, a late fee of $25.00 per month will apply is not paid in 30 days.
At this time, a Miami roofing contractor was presented by the insurance adjuster. First State Development Company came to say they would put on a first-quality roof and just accept whatever insurance pays, less the deductible. Engineer Byron asked for a scope of work. They said they were still working on it. Byron asked for an estimated cost and they said somewhere around $100 to $120K, which would include the 18" a/c stands, wood, soffitt, gutters, and a 20 year warranty on a mopped down, modified bitumen roof. They said they could start almost immediately. Questions were asked about the other proposal received and the "NDV" or No Dollar Value bid. This contractor stated that NDV covers material and labor except in hurricanes, so is not usually a recommended extra. They were thanked for their time and left. Much discussion ensued about roof contractors and the fact that this company did not even have a scope of work to present yet said they would start immediately. Their price also seemed exorbitant.
Richard Blyth motioned to accept a proposal by All Phase Roofing with a 12 yr warranty for $48,675. Joyce seconded. All in favor. This bid does not include the a/c stands, guttering, soffitt, etc, so prices will also be obtained for those items.
Financial Report:
Manager Michelle Dugan stated that the Association is running very close to budget through August, before the hurricanes hit. Only one owner is in arrears, one month, on their monthly assessments, and the Association has $8K in the bank.
Proxy Vote on Reserve Funding:
Twelve proxies were received. Four voted for full reserve funding and eight voted for partial funding. Branko Pejic motioned to accept a partially funded reserves budget at $174.00 per unit for 2005. Brenda Gagnier seconded, all in favor. Due to the loan being paid off in October, this does put some money, $3100 in the Building Painting Reserve.
Next Meeting Date:
Barring unforeseen emergencies, the next meeting will be the Annual Meeting held tentatively on Tuesday, January 11, 2005 at 7:30 pm. 60 day notice of this meeting, along with request for Board nominees, will be mailed in November.
Adjournment:
There being no further discussion, the meeting adjourned at 9:00 p.m.
Respectfully submitted,
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Minutes of the Board Meeting for the Buena Vista Association
held Saturday, May 8, 2004
Call to Order:
The meeting was called to order at 5:30 pm at the office of Reconcilable Differences, 109 Long Point Rd, Cape Canaveral, FL 32920.
Quorum Attained:
Board members present: President Richard Blyth, VP Steve Baer, Secretary Joyce John and Directors Brenda Gagnier & Branko Pejic.
Approval of
Minutes:
Brenda
Gagnier motioned to approve the minutes of the April 21 Meeting. Branko
Pejic seconded, all in favor.
Bid for Foundation Work in Unit #8:
Last month, due to lack of a quorum of voting members, unit #8’s sloping patio repair was not able to be approved. The cost is $670 to level the patio and re-install the enclosure. Steve Baer motioned to carry out the work required in Unit #8 as quoted by Gary Borgman. Branko Pejic seconded, 1 abstention from Brenda Gagnier, as this is her unit, all others in favor.
Set Next Meeting Date:
This was deferred until a need arises for the Board to meet again. The notice will be advertised on the Buena Vista bulletin board at least 48 hours before the meeting.
Adjournment:
There being no further business, the meeting adjourned at 5:50 pm.
Respectfully Submitted, Michelle Dugan, CMCA, AMS, LCAM #17226 Community Association Manager Reconcilable Differences, Inc.
| End of May 8 Minutes |
Minutes of the Board Meeting
held Wednesday, April 21, 2004
Call to Order: The meeting was called to order at 6:00 pm at the office of Reconcilable Differences, 109 Long Point Rd, Cape Canaveral, FL 32920.
Quorum Attained: Board members present: President Richard Blyth and Directors Brenda Gagnier & Branko Pejic. Not Present: Secretary Joyce John & VP Steve Baer. One owner, Rita Stevens was also present.
Approval of Minutes: Brenda Gagnier motioned to approve the minutes of the Budget Meeting November 14, 2003. Richard seconded, all in favor. Brenda motioned to approve the minutes of the Organizational Meeting held after the Annual Meeting held Jan 15, 2004. Dr. Pejic seconded, all in favor.
Financial Report: Manager Michelle Dugan stated that one owner who had been in arrears has just paid up to date. Two others are one month behind. All others are paying promptly. Expenses are matching budget. There is $7369.00 in the operating account.
Foundation Work Required in Units #8, 10 and Walkways: A bid was obtained from Gary Borgman, who did the work in #6. His proposal was to repair the sunken and cracked patio and reinstall the screen at #8 for a cost of $670.00. His bid to level the living room and bedroom in #10 was $845.00. He also bid leveling the front walkway at a cost of $1,462.50.
Richard Blyth motioned to repair the living room and bedroom of unit #10 at a cost of $850. Brenda seconded, all in favor. The bid for unit #8 was deferred until a later meeting due to Brenda Gagnier’s personal interest in, and therefore inability to vote on that issue.
The walkways were also deferred until the next meeting as which time more bids will have been received.
Owner Input: The wood surrounding the dumpster is in disrepair again. Owner Fred Coots will be asked to help again with this issue.
Brenda spoke to the landscaper and obtained a price of $35 per yard for mulch. Landscaper believes the grounds need five yards. The Board agreed to that. Brenda also asked if she could plant a sago palm and a croton in the common areas.
A resident felt porches are the owner’s responsibility. Mr. Blyth read the Declaration of Condominium, Section 3 (iv) – Limited Common Expenses, which states that porches are indeed owners’ responsibility unless there is structural instability, which the issue being voted on is all about.
Mr. Blyth had a man paint all the doors that had been installed. He did a very good job, removing and replacing all hardware, for $20 per door.
There was a water problem in the corner of Unit #48. It was outer structural work that had been missed in the renovation. It was removed, filled and re-plastered at a very reasonable $50. Water was getting in between the walls and the paint before that work was done.
Parking permits were designed and printed. After much discussion, it was decided that all owners whose cars are recognized do not need one, but all guests and part-time residents are asked to put the permit on their rear view mirror when parked at Buena Vista. Three permits will be mailed to all owners. It is requested that owners keep these in the unit next to the “House Rules” so that guests will find them easily and use them. Towing of non-guests will be done, so it is imperative that all guests use these permits.
Set Next Meeting Date: Board members will be asked for dates that they can attend a meeting and then it will be advertised on the Buena Vista bulletin board at least 48 hours before the meeting.
Adjournment: There being no further business, the meeting adjourned at 6:52 pm.
Respectfully Submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226 Community Association Manager
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BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE 2004 ANNUAL MEETING
HELD AT THE MANAGEMENT OFFICE ON
THURSDAY,
JANUARY 15, 2004
1. CALL MEETING TO ORDER
The meeting was called to order at 1:02 by President Richard Blyth.
2. CERTIFYING OF PROXIES-ESTABLISHMENT OF A QUORUM OF UNIT OWNERS FOR ANNUAL MEETING:
Owners Present in Person: Stevens #6, Gagnier #8, John #10, Liggio #24, Baer #28, Blyth #36, Pejik #40, Barrisi #42.
Owners Present by Proxy: Lundrum #2, Coots #4, Vera #30, Blaine #32, Stevens #42 & Pejik #48. To attain a quorum, 13 owners minimum must have been present. Fourteen were present this year. Some members felt the certified correspondence helped owners to understand how important it is to participate.
3. APPROVAL OF MINUTES FROM PREVIOUS ANNUAL MEETING:
Rita Stevens motioned to approve the minutes as written. Steve Baer seconded, all in attendance were in favor except one owner who was not present last year.
4. FINANCIAL REPORT:
Insurance costs were more than budgeted, but plumbing costs were minor this year. Overall, expenses were right in line and the Special Assessment to cover the foundation repairs and last year’s budget shortfall have brought the Association back to a healthy balance. The Association must keep $5K in the Kislak Bank account while the loan is in effect. The loan balance is $14,692. This will be paid off in 1.5 years. The Operating Account is keeping a balance of $2500 to $3000. The foreclosure suit is over and payment was received in late December. There are three owners one month in arrears, but overall, a very healthy Association.
Richard Blyth stated that the 2004 Budget was mailed in November, and showed no increase in monthly assessment. In 2005, when the loan is paid off, that extra money can be used for future maintenance such as roof repairs or painting.
5. PRESENTATION OF 2003 BOARD MEMBERS
Four candidates 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) and JOYCE JOHN (Unit # 10). Three other owners have offered to serve in the 5th member capacity: Diane Stevens, Francis Liggio and Dr. Pejic. The Board will discuss this in the Organizational Meeting.
6. OPEN FORUM-COMMENTS AND DISCUSSION
Two letters were received about foundation damage. There was much discussion about #6’s porch being 6” lower in one corner than the other and #10’s sloping bedroom floor. Verbal promises were made in 1999 that need to be honored. Both owners were asked to get estimates of cost and a detailed description of what needs to be repaired. These will be presented to the Board at the next meeting.
A “For Rent” Sign is in a window and must be removed. The realtor for that unit offered to rent only one of the two bedrooms if someone so desired, so after much discussion, it was stated that the Declaration of Condominiums does not allow subletting or subdividing.
It was reiterated that when a unit is rented, management needs to be made aware of the new residents. “Renter Profiles” are available from management.
A request to trim the plants on the dunes on the east side was received. General consensus was to leave the area natural, since permits and approval are required.
A question was asked about late fees from the bank in 2002. Research found that the past management company had paid 2 months late because there was no money in the account. The Special Assessment in 2003 helped ease this problem.
Noise from washing machines and dishwashers was discussed. All are asked to be considerate of neighbors with all noises, including vacuums. If this type of work can be done between 8 am and 10 pm, that would help. If the noise continues to be a problem, the Board will look at interpreting the rules more clearly.
7. ADJOURNMENT
There being no further business, the meeting adjourned at 1:45 pm.
Respectfully Submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
ORGANIZATIONAL MEETING
HELD IMMEDIATELY AFTER THE ANNUAL MEETING
ON THURSDAY, JANUARY 15, 2004
The Board discussed the 3 candidates: Diane Stevens, Francis Liggio and Branko Pejic. The vote was 3 to 1 to appoint Dr. Pejic. The original four Board members met to decide Officer Positions. Richard Blyth agreed to stay on as President for one more year. Steve Baer agreed to continue as Vice President. Joyce John agreed to serve as Secretary and Brenda Gagnier will be Treasurer. Dr. Pejic will serve as Director-at-Large.
There seems to be a water problem at the corner of #48, next to the front door. Contractor will be sent out to investigate.
Lighting problems were recently handled.
Problems with loud tenants/residents require a call to the police.
The next meeting date will be decided after the bids for foundation repair are obtained.
The meeting adjourned at 2:20 p.m.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.