** DRAFT **
BUENA VISTA ASSOCIATION, INC.
Minutes of the Special Members Meeting
Held October 24, 2006, held at the Management Office,
located at 109 Long Point Road, Cape Canaveral
1) Call to Order & Establishment of a Quorum of Directors & Members:
Board President, Richard Blyth called the meeting to order at 6:30 p.m. Treasurer Rita Stevens and Secretary Joyce Johns were in attendance at the meeting establishing a quorum of directors required to conduct the meeting. Management reported there were also 6 units represented in person and 9 units represented by proxy thereby establishing a quorum of owners also present and required to conduct the meeting.
2) Proof of Notice of Meeting:
Richard Blyth affirmed the notice of the meeting was posted on the property and this notice as well as the 2007 Proposed Budget and Special Assessment Notice were mailed to all unit owners on October 9, 2006.
3) Approval of Minutes from the June 14, 2006 Board Meeting:
Rita Stevens motioned to approve the minutes from the last Board of Directors meeting held on June 14, 2006. Joyce Johns seconded the motion, all were in favor.
4) Financial Report:
Richard Blyth reported as of the end of September 2006, the expenses for the Association were running close to what was budgeted in almost all areas with the exception of the unanticipated increases in insurance premiums. He believed the Association, absent of any unforeseen emergencies, should end the year on budget. Management reported one unit in arrears over 90 days. Management will send a final request for payment before turning the account over to the Attorney for collection.
5) Discussion of Special Assessment for Insurance:
Richard Blyth introduced Josh Ranew, the Association’s Insurance Agent, and invited Josh to share his expertise on what is happening in the insurance industry in Florida. In summary, Josh believed there were several factors contributing to the increased costs for insurance in Florida, 1)increases in the replacement cost value of existing properties, 2)increases in construction costs, 3)the absence of carriers willing to insure properties located on barrier islands, 4)the absence of carriers in the secondary markets (insurance other than wind storm coverage) willing to insure on barrier islands, 5)the financial condition of the state funded Citizens Insurance Program after the 2004/2005 hurricane season. He stated last year, the Association’s total cost for insurance, excluding flood insurance, was 11,317.70 dollars. This year he expects the total cost to be approximately $25,000 dollars. In closing, Josh suggested owners write to their local and state representatives about this issue. He also indicated he would work hard to pursue any mitigation credits offered by Citizens on behalf of the Association.
Richard Blyth thanked Josh for coming and his willingness to share his insights on what is happening in the insurance industry with the Board and members.
6) Owner Forum/Special Assessment:
Richard Blyth called for comments or questions from owners regarding the special assessment required to meet the Association’s insurance obligations.
An owner asked whether Josh or the Board knew what the actual cost per unit would be necessary to meet the insurance deductible of 3 percent. This figure came to approximately $2,700 dollars per unit. This owner also noted that several firms providing Home Owner’s Assurance policies are now offering owners options to pay into their policies for additional coverage for exterior damage to the property.
7) Final Adoption of Special Assessment and Terms of Payment:
With no further questions regarding the need for the special assessment, Richard Blyth stated the Board did not anticipate these drastic increases in insurance premiums in the operating budget for 2006 and must therefore levy a special assessment to cover the $8,450 dollars needed to pay the down payment on the total premium due November 30th and the first payment on the premium which will be due December 30th, 2006. Rita Stevens motioned to levy a special assessment of $352 per unit, for insurance premium increases, to be paid by November 15, 2006. Joyce Johns seconded the motion. All were in favor. Management will send the notices of the Special Assessment to owners.
Management informed owners they can mail their special assessment payment with their regularly monthly assessment payment, in a combined check, to the bank as long as their coupon is enclosed. If owner’s use internet banking they must ensure their account number, as noted on their original coupon book, as well as their unit number is noted on the check.
8) Owner Forum – 2007 Operating and Reserve Budget:
Richard Blyth opened the discussion by having owners reference the property and liability and the flood insurance line items in the proposed 2007 budget. He noted other than these line items; the remainder of the operating budget is very close to what was budgeted last year. These line items alone account for approximately $168 dollars per month per unit owner in the 2007 proposed budget.
Richard further explained the Florida Statute requires the Board of Directors to approve a fully funded budget but the owners have been given an opportunity to change the budget by voting to either fully fund or partially fund the reserve budget. He asked for owner input into the 2007 budget. An owner asked why the Board did not consider not funding the reserves. Richard remarked that the Board did not think it was prudent to not fund the reserves. The Board has in the past given that option but when the 2004 hurricanes hit the area the Association found it self without sufficient funds to respond to the repairs that were needed.
After further discussion amongst members into the differences in the costs per unit to fund operating versus costs per unit to fund reserves, with full and partial funding, Richard called for final questions and/or comments regarding the 2007 proposed budget. No further questions were heard.
9) Board Vote on Budget for 2007.
As required by the Florida Statute, Rita Stevens motioned to approve the 2007 budget as proposed with full funding of reserves. Joyce Johns seconded the motion. All were in favor. The monthly assessment amount for a fully funded reserve budget would be $373.00 dollars per unit per month.
Richard Blyth asked Management for the results of the vote from members. Management reported 11 units voted in favor of a partially funded reserve budget and 4 voted in favor of a fully funded reserve budget. As the majority of owners favored the partial funding of the reserve budget for 2007, the approved budget for 2007 will reflect the majority’s preference.
The 2007 monthly assessment will be $333.00 per unit per month and will become effective January 1, 2007. Management will notify Colonial Bank of the required changes so that new coupon books can be ordered and mailed to owners.
Before adjourning the meeting, a unit owner asked the Board to consider an amendment to the documents to allow for the parking of motorcycles on the property. Richard explained the process for amending the documents which included the following: 1) a written letter to the board from the owner requesting the amendment change, 2) a proxy developed and sent to all owners for a vote for or against the amendment 3) acceptance of the proposed change by 2/3 of the membership (17 positive votes), 4) the legal services of the Association’s attorney to document the amendment change and record the change with the clerk of the court.
10. Adjournment: With no further business to discuss, the meeting was adjourned at 7:37PM.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Board of Directors, Buena Vista Association, Inc.
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BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE MEETING
held June 14, 2006
at the Management Office located at
109 Long Point Road, Cape Canaveral, FL 32920
1. MEETING CALLED TO ORDER:
Richard Blyth, Board President, called the meeting to order at 5:36 p.m. Treasurer Rita Stevens and Secretary Joyce Johns were present at the meeting. Unit owners present included Victor Pejic. Karen Auth was also present and Michelle Dugan was sought for council on occasion throughout the meeting.
2. ESTABLISHMENT OF QUORUM OF DIRECTORS:
All Board members were present establishing a quorum of Directors.
3. READING AND APPROVAL OF MINUTES FROM NOVEMBER 3RD, 2006 BUDGET MEETING AND JANUARY 6, 2006, ORGANIZATIONAL MEETING:
After all Board members acknowledged having read the minutes, Rita motioned to approve the minutes from both meetings. Joyce seconded the motion. All were in favor.
4. FINANCIAL REPORT:
Karen Auth referred Board members to the balance sheet which reflected an operating account balance of $11,872.26, of which approximately $3,000 dollars could be attributable to prepaid assessments. There are no accounts in arrears. The Association is over budget by approximately $5,500. The amount required for the renewal of flood insurance was greater than budgeted. Maintenance is also slightly over budget. Barring any unforeseen major maintenance emergencies, the Association is in a satisfactory position to pay expenses going into the end of the year. However, the renewal of both property and wind storm insurance occurs in November, 2006. Higher than budgeted premium costs are anticipated and a significant down payment is usually required. As the Association begins the budgeting process for next year, it may become necessary to special assess to cover the cost for the increase in insurance premiums and to increase next year’s monthly assessment amount. Board members were satisfied with the Financial Report. A question was asked about the interest rate paid on the reserve account. It was believed to be 1 to 1.5%. Both Richard and Victor felt the Association should be able to earn a higher rate on the reserve funds. Richard volunteered to open an account with ING Bank, which pays 4.2% percent on savings accounts. Management agreed to send a letter to Banco Popular to close the current reserve account so that Richard may open a new account at ING Bank.
5. NEW BUSINESS:
a. Insurance Premium Increase: Richard Blyth commented that many insurance companies are pulling out of the state of Florida. It is anticipated that the only option for obtaining insurance will be through Citizens Insurance. Citizens Insurance is now requiring that all policies on all buildings must have an appraisal completed on the property within 45 days of the policy renewal date.
b. Approval Property Appraisal Proposal:
Joyce motioned to approve the $900 expense for the property appraisal. Rita seconded the motion. All were in favor.
c. Pet Restrictions: Management reported several owner and tenant concerns regarding pet restrictions. There currently is no size or weight limitation in the documents or rules yet the existing Renter Profile includes a 30 pound, total, weight restriction. This causes difficulty in covenant and rule enforcement. After consulting with Michelle Dugan, it was recommended that if the Association wants to keep the weight restriction in the Renter Profile they should send the change to the owners and give them 30 days to provide input to the Board before the new rule goes into effect. Rita motioned to change the current rule regarding pets to incorporate the “under 30 lbs total” weight restriction. Joyce seconded the motion. Richard voted against the motion. The motion passed by majority vote. There was additional discussion about the amount of cats gathering around the city dumpster. The Association is not responsible for cat problems not on Buena Vista property but owners disturbed by their presence can call the City of Cocoa Beach. In addition, it was noted that the owner in Unit 8 has more than two cats. Richard responded that this owner is aware of the pet restrictions that were put in place with the adoption of the 2002 Rules and Regulations and the cats residing there at that time were grandfathered. The owner is restricted to not introducing any new cats or replacing any cats that are lost or die until only two cats remain.
d. Service Valve Repair: Richard commented that just recently he tried to assist one of the contractors working in Unit 2 with turning off the external water source to this unit. In the process of doing so it became quite clear that all of the water shut off valves have been covered up by landscaping. Richard believed that all water shut off valves should be readily identifiable and visible to owners and contractors. Management has already requested the landscaper uncover all water shut off valves and to ensure they remain uncovered. Management has also requested the uncovering and exposing of all sprinkler heads. To assist owners and contractors in identifying the location of these valves, Management also agreed to diagram the location of the shut-off valves, once uncovered, and to put a notice on the Association bulletin board. Richard further remarked that the water shut off valve for Unit #2, once found, was badly deteriorated and is in need of replacement. Management took an action item to ensure this valve was replaced and a box and new cover were placed over the valve.
e. Rate increases for Legal Services: Management shared with the Board the correspondence received from Attorney John Soileau’s office notifying the Board of their new rates for 2006. The new rates were reviewed and accepted by the Board. The majority of services the Association looks to the Attorney for are for filing claims of lien. These fees are normally collected from the owner.
6. OWNER INPUT:
Richard mentioned that the recyclable bin for glass has been filled with garbage and Waste Management will not pick it up. He also mentioned that one of the bins is missing a lid and the labels on the others are difficult to read. He recommended paying Kelly to empty this bin for the Association. Victor Pejic volunteered to do this for the Association. Board members thanked Victor for doing this. Management reported having escalated the need for a replacement of the bin that is missing the lid and for new labels this week.
Victor mentioned that the attic cover for the roof opening is not properly secured and may become dislodged during a bad storm. He volunteered to purchase the materials and secure the cover with some type of stainless steel latch. The Board agreed to this action and requested that Victor submit receipts for the materials for reimbursement by the Association.
Victor mentioned there is a shallow spot in the walkway between unit 48 and unit 46 where water collects. Richard acknowledged having witnessed standing water in this area after Kelly washes down the building and has specifically asked Kelly to clear this area after each wash down. Victor volunteered to level this area the next time the Association decides to paint the walkways. Richard reported that money is currently being budgeted for walkway repainting. Victor recommended the contractor hired for the repainting scrape all of the old paint off before repainting. Doing so will help extend the life of the paint job. The Board appreciated Victor’s offer to level the walkway area. Victor also believed the walkways may need to be pressure washed at least once, maybe twice year. Management agreed to ask Kelly for a price to perform this service. Victor felt that depending on the cost, the Association may consider buying a home type pressure washer for less than $100.
Victor mentioned there is a graveled area, located on the Sand Print property, where there is always a significant amount of dog feces. It is very unsightly. Management agreed to contact a Board Member from Sand Print and find out if anything could be done to clean up this area.
Victor requested the Board consider putting out for a vote of the membership a second time, the change to the documents that would allow the Association to charge a $25.00 late fee. The Board agreed to this second vote when they solicit member input on the 2007 budget this fall.
Victor mentioned that the unit numbers on the parking stops are coming off again. He suggested they be stenciled and painted on the stops. There was a discussion as to whether the pavement needed to be sealed next year. Management agreed to double check with the asphalt contractor but believed she had been told that sealing the asphalt is not required for three to five years. There was no decision made regarding the stenciling of the parking stops.
7. CORRESPONDENCE RECEIVED BY THE PRESIDENT:
Richard commented on the recent correspondence he has received from the owner agent and owner of Unit 28 claiming harassment of their tenants by owners at Buena Vista. Richard remarked that interpersonal relationships between owners or tenants is not the responsibility of the Association however, anyone personally involved in this action should consider the potential legal consequences of such behavior.
8. SET NEXT MEETING DATE:
The next Board meeting will be held in late August, early September when the insurance renewal information, critical for next year’s budget process, becomes available.
9. ADJOURNMENT:
The meeting was adjourned at 7:00PM.
Respectfully Submitted,
Karen M, Auth, LCAM #28323
Community Association Manager
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE ANNUAL MEETING
held JANUARY 6, 2006,
at the Management Office located at
109 Long Point Road, Cape Canaveral, FL 32920
10. MEETING CALLED TO ORDER:
Richard Blyth, Board President, called the meeting to order at 2:00 p.m. Treasurer Rita Stevens and Secretary Joyce John were present at the meeting. Unit owners present included Mr. & Mrs. Barresi, Dr. & Mrs. Pejic, and Art Berger.
11. CERTIFICATION OF PROXIES & ESTABLISHMENT OF QUORUM:
Manager Michelle Dugan reported there were 15 unit owners present by proxy and 6 unit owners were present in person. This number was sufficient to establish a quorum for the meeting.
12. READING AND APPROVAL OF MINUTES FROM JANUARY 13, 2005 ANNUAL MEETING:
Copies of the minutes were made available to attendees. Frank Barresi motioned to approve the minutes. Joyce Johns seconded the motion. All were in favor.
13. PRESIDENT’S MESSAGE:
Richard Blyth was pleased to inform the unit owners that all outstanding issues presented to the Board have been resolved. Every item has been dealt with. Anything brought before the Board now will be considered new business. The building is in better condition than it has ever been before and the Board was able to utilize the insurance proceeds received to achieve all that needed to be done. He continues to receive nothing but positive compliments on the changes made to the building.
14. OPEN FORUM:
Richard Blyth asked Dr. Pejic to speak about his action toward acquiring shutter specifications for presentation to the Board. It is the Board’s responsibility to establish hurricane specifications on behalf of the Association. Dr. Pejic has initiated the first step in gathering the data necessary to establish those specifications.
Dr. Pejic informed unit owners that he had a meeting scheduled with a shutter contractor after the annual meeting. He welcomed other unit owner participation in this meeting. He will be looking for a shutter system that is durable, simple to use, manual to operate and would present a horizontal view from the outside of the building.
Mr. Berger remarked that there are four different types of shutters; bahama, accordion, roll down, and panel. The pros and cons on some were discussed. Mr. Berger stated that the only two he would recommend would be roll down or accordion. He had recently been doing business with Roll-Tek in Merritt Island. He offered to provide the Board with the contact number for this company.
Richard Blyth closed the hurricane shutter subject by stating the Board would like to see specifications for several shutter types included in their review. Dr. Pejic agreed he would provide the Board with the information he receives from the contractor he is meeting with today.
Dr. Pejic requested the Board consider a resolution to the new gutter installed outside his unit. It is impacting his view. It will also interfere with any new shutter installation. Richard Blyth agreed to accept this issue as an item for the new Board to address. He anticipated any solution to this issue would require a financial cost to the Association.
15. FINANCIAL REPORT:
Mrs. Dugan reported that the Association will end the year with a slight net income of $2,256 dollars. There is $10,000 in the bank account which will be needed to pay increased operating costs since owners did not approve any increases in the assessment. After all hurricane work was completed there were two additional items that required Association funds. The Association received a notice of violation from the Fire Marshal regarding the height of the top stairway riser on the south stairwell. Upon close inspection of this area, a spall problem was discovered on the walkway area west of the stairway. Both the stairway riser and spall problem have been taken care of. Unit #24 has had a serious water intrusion issue that also seems to have finally been resolved.
Management further reported that three unit owners are two months in arrears and have been sent notices but since the documents permit only a minimal late fee, there is little to motivate them to pay on time.
The Board asked that Management report on the results on the vote for/against changing the documents to add a late fee of $25 dollars for those owners who do not pay their monthly assessments on time. Management reported receiving 14 votes for and 7 votes against the implementation of a late fee. Since 2/3 vote is required for a change in the Declaration documents the vote did not pass.
Richard closed this agenda item by remarking that the Association dues have remained at $174 dollars per year for the last four years. He does not anticipate, with the increased costs for insurance and the requirement to now carry flood insurance, the Association will be able to maintain this amount going into next year.
16. PRESENTATION OF 2006 BOARD MEMBERS:
The 2006 Board will consist of Richard Blyth, Rita Stevens and Joyce Johns.
17. ADJOURNMENT:
The meeting was adjourned at 2:28PM.
Respectfully Submitted,
Karen M, Auth, LCAM #28323
Community Association Manager
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE ORGANIZATIONAL MEETING
HELD IMMEDIATELY FOLLOWING THE ANNUAL MEETING
ON JANUARY 6, 2006, at the Management Office,
located at 109 Long Point Rd., Cape Canaveral, Florida 32920
1. MEETING CALLED TO ORDER:
Richard Blyth called the meeting to order at 2:29 p.m. New Board members present included Joyce John and Rita Stevens.
2. ELECTION OF OFFICERS:
Joyce John nominated Richard Blyth for the President’s position. All were in favor. Rita agreed to continue as Treasurer. Richard Blyth seconded this self nomination. All were in favor. Richard nominated Joyce John for Secretary. Rita seconded. All were in favor.
3. SCHEDULE NEXT MEETING:
It was agreed that the next meeting would be held upon receipt of hurricane specifications from interested owners for review by the Board.
4. ADJOURNMENT:
The meeting was adjourned at 2:40 p.m.
Respectfully Submitted,
Karen M, Auth, LCAM #28323
Community Association Manager