BUENA VISTA ASSOCIATION, INC.
Minutes of the Special Members’ 2008 Budget Meeting
Held on October 23, 2007, at 6:00 p.m. at the Management Office,
located at 109 Long Point Road, Cape Canaveral, FL 32920
1) Call to Order & Establishment of a Quorum of Directors:
Board President, Richard Blyth called the meeting to order at 6:05 p.m. Treasurer Rita Stevens and Karen Auth from Reconcilable Differences, Inc., were also in attendance. Richard remarked that Joyce Johns was out of town and unable to attend but she was present at the meeting where the proposed budget was approved for mailing to the unit owners. Unit owners Victor Pejic, Art Berger and Valeria Pejic were also in attendance at the meeting.
2) Establishment of a Quorum of Members by Proxy or in Person:
Management reported 20 unit owners in attendance; 15 by proxy and 5 in person, more than sufficient to establish a quorum of members for the meeting.
3) Proof of Notice of Meeting:
Richard Blyth personally noticed the meeting on the Association bulletin board on October 1st, and Management confirmed having mailed the notice of the meeting, along with a copy of the proposed budget, last month’s meeting minutes and a proxy to all owners on October 1, 2007.
4) Approval of the Minutes from the September 20, 2007 Board Meeting:
Having affirmed that the minutes had been mailed out to all unit owners, Rita Stevens motioned to approve the minutes. Richard Blyth seconded the motion.
5) Financial Report:
Richard reported a combined operating and reserve balance of $39,583.00 dollars as of the end of September of which $30,700 dollars were in the reserve accounts. Reserve funds are being held with RBC Bank. A portion of these funds is in a Certificate of Deposit (CD) which is earning 5.2 percent annual percentage yield and the money market account is earning over 3 percent. Richard noted there were accounts receivables totaling $2, 433.66 dollars and as of the end of September; the profit/loss statement indicates a surplus of $2,243.94 dollars. Richard reminded owners that in November, the Association will need to pay the premium renewal for the wind, property and liabilities insurance policies and the down payment is expected to consume some of this surplus.
6) Unfinished Business:
a) Installation of the Exit/Emergency signs:
Richard reported that all of the required emergency lights and exit signs have been installed. The electrician was able to discount the price by $350 dollars as he was able to use some of the existing conduit to run the new electrical wires. The installation cost was $3,610 dollars.
b) Update on the Fire Alarm System:
Management stated the Fire Marshall has recently called to let us know the unit horns being proposed by one of the contractors the Board is considering is not properly UL listed for installation in commercial properties. This information was passed along to the contractor who does not agree and intends to discuss it with the Fire Marshall. Art Berger stated he was quite familiar with the new requirements for the fire system as he has been working with the City of Cape Canaveral on this very concern for some of his properties. He didn’t believe the code required horns in every unit; only that horns, wherever installed, must be heard at a certain decibel level. In addition, he believed pull stations are only needed at the exit stairs and he thought that the installation of strobe lights was an Americans with Disabilities Act requirement. Art volunteered to work with Management to ensure full understanding of the requirements. Richard remarked that what is required seems to be in a constant state of change. The Association was given 18 months, as of July 20th, 2007 to implement the fire system. The Association has time for further evaluation. At some point in time the system will have to be implemented and he anticipates funding will come from levying a special assessment of $1,000 dollars per unit or some lesser amount if the Board decides to use some existing deferred maintenance funds to offset the expense to the owners.
7) New Business:
a) Board Approval of 2008 Budget
Richard stated that Florida Statute requires the Board to prepare a budget that includes 100% funding of reserves. Rita motioned to approve the 2008 Proposed Budget with 100% reserve funding and a monthly assessment of $377.00 dollars per unit/per month. Richard seconded the motion.
8) Results of Owner Vote to Waive Full Funding of Reserves:
Richard stated that Florida Statute also allows, if the Board chooses, to present a budget with less than 100% of reserve funding to the owners and to allow the owners to vote on their preference. This year’s Board has presented to the owners a choice of either 100% reserve funding or a budget with 50% of reserve funding. Management reported that a majority of owners, 16 owners, voted in favor of a 2008 budget with only 50% or reserve funding and 4 owners voted in favor of a budget with 100% funding of reserves.
Owner, Victor Pejic, wanted it noted in the minutes that if the Board is going to give options to the owners he would prefer more than two options.
9) Announcement of Approved 2008 Budget w/ Owner Input
Richard announced that with the majority of owners voting in favor of a budget with only 50% reserve funding reserves, the monthly assessment amount for the year 2008 will be $330 dollars per month/per unit, a slight decrease over last year’s monthly assessment amount.
10) Adjournment:
Prior to adjournment, Management asked the Board to set the date for the annual meeting. It was decided the annual meeting will be held on January 10, at 6:30 p.m. With no further business to discuss the meeting was adjourned at 6:35 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Richard Blyth, Board President, Buena Vista Association, Inc.
BUENA VISTA ASSOCIATION, INC.
1) Call to Order & Establishment of a Quorum of Directors:
Board President, Richard Blyth called the meeting to order at 6:00 p.m. Treasurer Rita Stevens and Karen Auth from Reconcilable Differences, Inc., were also in attendance. Secretary Joyce Johns participated via teleconference. There was one owner in attendance at the meeting. Having a Quorum of the Board in attendance, the meeting continued.
2) Approval of Minutes from the June 25, 2007, Board Meeting:
Richard Blyth stated the minutes had been mailed to all owners. Having affirmed that all Board members and owners in attendance had been mailed and reviewed the minutes, Rita motioned to approve the minutes. Joyce John seconded the motion; all were in favor.
3) Financial Report:
Richard Blyth reported the Association ended the month of August with a total of $29,652.12 dollars in the operating and reserve accounts. Richard reminded attendees that the Deferred Maintenance Reserve account received $9,000 dollars of the insurance credit. Profit and Loss year to date indicated income was slightly higher than projected due to interest earned and late fees received. Total administrative costs are running slightly under budget, year to date. Maintenance expenses are running slightly over budget; primarily due to the work done on the walkways and the Board decision to have the building pressure washed concurrently with the painting of the walkways and the reoccurring and unanticipated repairs to the water exterior water spigots. Utility expenses are running slightly under the budget. The Association ended the month $1,287.28 dollars under budget, year to date. Richard was optimistic about the financial status of the Association and thanked Management for the preparation of the financial reports.
4) Unfinished Business:
a) Update, requirement for Fire Alarm System for building
Management provided an update from the Fire Marshall. The Fire Marshall has given the Association 24 months to implement the new fire alarm system from the July 20th date of his response letter. He has also reviewed the three contracts the Association has received to date. Management had shared with the Fire Marshall the Board was leaning toward a solution which would not require having to drill holes into all of the units to install the horns in each unit. The Fire Marshall spent considerable time evaluating this contractor’s product. His feedback to the Association was 1)the system looks like a positive one for those older buildings having to retrofit with fire alarm systems, 2)the Association should be aware that the panel installed by this contractor is proprietary and would limit the number of contractors available to the Association should they choose to change maintenance contractors in the future, 3) the Association should be aware that the batteries used in the horns would require replacement every 5-10 years at an estimated installed price of $35.00 dollars each (the contractor proposes the installation of 36 horns), 4) the Fire Marshall would be requiring this contractor to install tamper proof screws for the horns in the units and 5) should owners tamper with the horns, which is a federal offense, the Fire Marshall will require the Association to have the horns permanently wired into the units. Management added this contractor does not include the permit costs within their contract and therefore an additional expense of $570 would need to be added to the contract price. Management had made one reference check on this contractor and the feedback on post installation service only was not very positive. Management understands this contractor has since added service technicians to our area where in the past they have had to come from Orlando. The Board is still interested in a contractor who can install the system without drilling holes into the concrete to install the horns in each unit and is interested in the wireless fire alarm control panel to avoid having to pay for dedicated phone lines. Management was asked to pursue other reference information on this contractor and report to the Board at their next meeting. The Board is hoping to make a decision with regard to the fire alarm system this year. The top two contractors are willing to hold the price for a period of time into next year, if a letter of intent is signed by the Board this year.
b) Update, requirement for points of egress/ingress (lighted exit signs)
Management reported the Fire Marshall did participate in a walk through of the property and has determined that six emergency and exit signs were going to be required. The electrician has submitted an updated proposal to accommodate the Fire Marshall’s request, in the amount of $3,960 dollars. This is an increase of approximately $800 dollars due to additional wiring and emergency/exit signs. The Fire Marshall did alert Management to another provider of exit signs that were wireless but stated we would still have to run the electrical for the emergency lights that would be required. The initial cost for this new type of exit sign would be greater than those included in the electrician’s proposal and the Association would have to have someone install them. The warranty on these new type signs would be greater. The Board believed a single provider of both the exit and emergency lighting needs would be in the best interest of the Association. Joyce motioned to accept the quote from Sunkraft Electric for the installation of the emergency/exit signs, with the expense to be taken out of deferred maintenance reserves. Rita seconded the motion. All were in favor. Management did note that a check was made with the Fire Marshall to ensure clearance from the walkway to the bottom of the signs would meet code requirements. The electrician measured 6’ ft 9” at the lowest point in one of the stairwells. The Fire Marshall stated 6’ 8” was the minimum clearance requirement.
c) Update, miscellaneous repairs in electrical room/roof junction box
Richard reported that the Board hired KM Home Repair to make the repairs cited in the Fire Marshall’s inspection report. Management reported these repairs have been completed and the Fire Marhsall has been sent written notice of their completion.
5) New Business:
a) Proposed Budget 2008 (Approval to mail to owners for input)
Richard walked Board members through the proposed budget. It was the Board’s feeling that the owners’ preference would be a budget which included 50% of reserve funding therefore the focus of the review included that category of funding. At conclusion of the review, Richard felt the budget was in line with past historical trends in each budget category and agreed to meet with Management one day next week to make minor adjustments to the accounting/tax category and minor addition corrections to finalize the budget for mailing to owners. It is anticipated the monthly assessment amount for next year, if owners’ vote for 50% reserve funding, will be very close to last year’s monthly assessment amount. The decrease in insurance premiums allowed the Association to have the additional funds needed to support the required increases in reserve funding and the costs for the monthly monitoring and annual test and inspection of the proposed fire alarm system.
6) Set Next Meeting Date:
Joyce stated she would be returning to Florida by mid October. The Board therefore set a proposed meeting date of October 23, 2007, at 6:00 p.m. for the next meeting. The focus of this meeting will be to approve the final budget for 2008 and further discussion on the fire alarm system.
7) Adjournment
With no further business to discuss, the meeting was adjourned at 6:25 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Richard Blyth, Board President, Buena Vista Association, Inc.
BUENA VISTA ASSOCIATION, INC.
1) Call to Order & Establishment of a Quorum of Directors:
Board President, Richard Blyth called the meeting to order at 6:00 p.m. Treasurer Rita Stevens and Karen Auth from Reconcilable Differences, Inc., were in attendance. Secretary Joyce Johns was unable to attend due to illness. There were two owners in attendance at the meeting. Having a majority of the Board in attendance, a quorum was established and the meeting continued.
2) Approval of Minutes from the February 28, 2007, Board Meeting:
Richard Blyth stated the minutes had been mailed to all owners. Having affirmed that all Board members and owners in attendance had been mailed and reviewed the minutes, Rita motioned to approve the minutes with the exception of a date error in the reporting of the October 24, 2007 meeting. The year should have been reported as 2006. Richard Blyth seconded the motion.
Richard referred owners and Board members to section 4a Status of Insurance Mitigation Credits portion of the February 28, 2007 minutes and noted that the Board will need to re-address their decision made at that meeting due to some unanticipated actions by Citizens Insurance following that meeting.
3) Financial Report:
Richard Blyth reported the Association ended the month of May with $1,663.26 under budget primarily due to insurance. There were no unit owner accounts in arrears for the month of May. Richard reviewed the preliminary financial reports for June. He noted the Association had a combined total of approximately $32,000 dollars in the operating and reserve accounts. Management reported one account in arrears thus far for the month of June. A late fee was assessed and a statement of the account and a request for payment in full by the end of the June was mailed to this owner. Richard felt positive about the financial status of the Association and thanked Management for preparing the financial reports.
4) Unfinished Business:
a) Status of Insurance Mitigation Credits
Richard reported that after the February 28, 2007 Board meeting, Management was contacted by the Association’s Insurance Agent, Josh Ranew, and informed that Citizens Insurance was disputing the roof construction of the building, specifically whether the roof had a concrete layer or not, and advised the Board and Management not to put the refund from Citizens into any type of long term savings account until it became known whether the money would have to be repaid to Citizens. Citizens Insurance asked an independent inspector to come out and look at the property. Josh Ranew, Management and Richard met with the inspector and provided him with documented evidence of the presence of a concrete layer on the roof. The Citizens Wind Policy Division accepted the inspector’s findings but the Citizens’ Property Insurance Division did not and the Association was required to pay an additional $1,632.00 dollars in premiums to keep the property policy in place. The good news is the Association was able to keep the $10, 168.00 dollar refund from the Citizens Wind Policy Division. Our agent will continue to argue the dispute with Citizens. Richard asked the Board to readdress the decision regarding where to place these proceeds. Management noted the interest rate for a money market account at RBC Centura is 4.3 percent if a balance of $10,000 dollars is maintained. The current savings account rate is less than .70 percent. The Board may want to consider closing the existing reserve savings account and transferring those dollars to the money market account along with the $9,000.00 dollars. Rita motioned to place the $9,000 dollar proceeds from the insurance company into a money market account along with the proceeds from the reserve savings account. The $9,000 dollars would be placed into the deferred maintenance reserve account. Richard seconded the motion. The remaining funds will be applied to the property insurance account to offset the additional premium.
5) New Business:
a) Results of Fire Alarm Inspection
Richard reported that on June 11, 2007, he met with Fire Inspector Grant, from the city of Cocoa Beach Fire Department and signed and received a copy of the Inspector’s report of findings after his inspection of the property. The report itself noted only minor code violations but there was also a letter included with the report stating the Association was in violation of the Florida Fire Prevention code by not having a building fire alarm system and the building not having any markings of means of egress. According to the National Fire Prevention Association (NFPA) buildings with more than three stories or with more than eleven dwelling units, shall be provided with a fire alarm system. Means of egress or signs directing people to nearby exits must be installed in all buildings having more than one exit. Richard also stated the Inspector is requiring a 30 day progress report from the Association. Management has already sent the Fire Marshall a letter of response letting him know what actions the Association has taken thus far and requesting grandfather status on the fire alarm and means of egress violations, or at a minimum to allow the Board to consider the costs for these items in next year’s budget and allow for a multi year implementation plan.
The Board proceeded with discussing the various proposals/contracts received by Management addressing the violations cited.
Requirement for a fire alarm system for the building:
Management reviewed the table below which reflects a summary of costs received by the three contractors who bid on the installation for a fire alarm system. Generally speaking, the fire code requires that all systems have 1) a fire alarm control panel in the electrical room, 2) external building horns, 3) an external building panel (called an annunciator) used by the Fire Department to rapidly locate where an alarm condition is coming from, 4) horns in each unit, 5) smoke detectors in all storage rooms and 6) external pull stations, that will be covered, located throughout the building for individuals to pull down in the event of a fire. The fire alarm system must also be a monitored system, meaning the system, much like an at home burglar alarm system, will automatically dial a central station who upon receipt of an alarm or trouble condition with either notify the Fire Department if it is an alarm condition or will notify the contractor maintaining the system, if it is simply a trouble in the system itself.
|
Company |
Alarm System |
Annual Test & Inspection |
Maintenance |
Monthly Monitoring Service |
Warranty |
|
Sonitrol |
31,823.00 |
$425.00 |
$68.00 per month. |
$42.00 |
1 year |
|
Dyna Fire |
24,955.00 |
$300.00 |
Option 1: $250.00 per month all parts & labor or Option 2 - $45.00 Trip charge; $90 labor charge and whatever material charges will be needed. |
$69.00 |
1 year |
|
CFS |
24,950.00 |
$300.00 |
Not included in proposal – need to revisit with contractor. |
$35.00 |
1 year |
Management noted that other than price there is one difference in the service provided by Dyna Fire. Dyna Fire provides a wireless connection to the monitoring service versus the use of dedicated phone lines. Their monthly monitoring service fee is slightly higher but the Association does not have to pay for phone lines which can run between $80 and $120 dollars per month. In addition, this company utilizes wireless horns in each unit eliminating the need to have holes drilled into each unit to have the horns hard wired to the fire alarm system.
Board members and owners present felt the wireless system presented financial as well as implementation advantages over the other two contractors. Rita asked whether the horns would be sensitive to smoke in the unit from cooking. Management remarked the horns will only sound if someone pulls on one of the pull stations located outside the building. The horns will sound to alert all owners to a potential fire so they can evacuate the building.
Need to mark points of egress with Exit Signs
The Board reviewed a proposal from Sunkraft Electrical to run new conduit and wiring from the house panel in the main electric room up to the second floor stairway. The conduit would have to extend around the second floor corridor to the southeast stairway. The proposal included the installation of 4 double faced Exit signs, one at each stairway. The proposed cost for this service was $3,123 dollars. The cost includes material, labor, tax and permit fees. Richard noted the Fire Inspector’s report did not state the number of exit signs that would be required or their required location. This proposal would have to be reviewed and approved by the Fire Marshall before moving forward.
Miscellaneous repairs in electrical room/roof junction box
Management stated the Fire Inspector’s report noted several minor violations in the electrical room during his inspection of the roof he found a junction box that had not been closed off. KM Home Repairs submitted a proposal of $525.00 to complete these repairs in addition to some painting of exposed wood trusses along the roof line in the southwest corner of the building. Richard motioned to accept the proposal from KM Home Repair and to pay this expense out of the deferred maintenance reserve account. Rita seconded the motion. Management will notify KM Home Repair of the approved proposal and to request these repairs be made as soon as possible.
After discussing all items relating to the violations cited by the Fire Inspector, Richard summarized by stating it appears the expense involved to resolve these violations will cost approximately $30,000 dollars or approximately $1,250 dollars per unit. The Board must decide how it is going to pay for this expense. It was his belief that since this is a one time expense, a special assessment may be the best way to pay for this work. An owner asked whether consideration could be made to use some of the existing reserve funds to help partially fund this project. Richard felt the Board could consider that option as well. Richard felt the Board and owners present needed some time to absorb all of the contract information presented at the meeting. In addition, we should wait to see what the response from the Fire Marshall will be to the letter that was sent. The Board will most likely have to reconvene in the near future to make a decision. Richard’s final remarks were that if the Fire Marshall insists this work must be done, the Association must abide by the law. It is a matter of safety for the owners and we can not subject the Association to the fines the Association will incur if the work is not done.
6) Owner Input
a) Ratify approval of balcony enclosure Unit 14
Richard commented that the owner in Unit 14 requested Board approval for enclosing his porch. The owner received proper permitting from the city of Cocoa Beach and the city required the owner to obtain approved engineering drawings in order to permit the work. Richard motioned to approve the porch enclosure of unit #14. Rita seconded the motion.
The owner in Unit 24 apologized to the Board for not seeking their approval to close off the back door to her unit. Richard accepted her apology and motioned to approve the closing off of the back door to unit #24, conditional upon the Board’s concerns cited in the letter she received from the Association. Rita seconded the motion.
7) Set Next Meeting Date
The Board will reconvene when a response from the Fire Marshall is received and all contractor information needed to make a decision is finalized.
8) Adjournment
With no further business to discuss, the meeting was adjourned at 7:10 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Richard Blyth, Board President, Buena Vista Association, Inc.
1) Call to Order & Establishment of a Quorum of Directors:
Board President, Richard Blyth called the meeting to order at 3:00 p.m. Treasurer Rita Stevens and Secretary Joyce Johns were in attendance at the meeting establishing a quorum of directors present to conduct the meeting. Karen Auth from Reconcilable Differences was also present.
2) Approval of Minutes from the October 24, 2007, Budget & Special Members Meeting:
Richard Blyth stated the minutes had been mailed to all owners. Board members briefly revisited the main topics of that meeting. Joyce then motioned to approve the minutes as written. Rita seconded the motion. All were in favor.
3) Financial Report:
Richard Blyth and Board members reviewed the January 31, 2007 Financial Report. The account balance for both operating and reserves as of the end of January totaled $22,934.30 dollars. The Association was under budget by $1,248.63 dollars, also as of the end of January. Management reported one account in arrears in January and this same account has not yet paid the February assessment. Management sent a statement of the past due balance to the owner requesting payment in full by March 1, 2007. Richard motioned to accept the January Financials as reported. Joyce seconded the motion. All were in favor. The discussion moved forward in the agenda to the unfinished business item “Status of Amendment Change for Late Fees.” (Refer to item 4b below.)
4) Unfinished Business:
a) Status of Insurance Mitigation Credits
As mentioned in the October Budget meeting, Josh Ranew, the Association’s Insurance Agent, believed the Association could possibly receive credits on their insurance premium if they completed the mitigation forms required by Citizens Insurance. Those forms were completed late last year and the Association did receive a rebate from Citizens Insurance in the amount of $10,168.00 dollars in January. The Board discussed what should be done with these unanticipated funds. Rita felt the Association should use the funds to increase the Association’s savings. Richard felt two things happened after the 2004 hurricane season he would not want to see repeated; there were no funds in the reserves and there were insufficient funds in the operating account to start the roof repairs. The Association had to wait for a members’ meeting to be held to approve a special assessment before the repairs could begin. Rita motioned to place $9,000 dollars of these funds in another Certificate of Deposit at RBC Bank and apply these funds to the Deferred Maintenance Reserve Account. The balance would remain in the Association’s Operating Account. Richard Blyth seconded the motion. All were in favor.
b) Status of Amendment Change for Late Fees
Richard reported both he and Joyce have signed the amendment change and it has been returned to the Association’s Attorney for filing with the Clerk of the Court. Richard stated that once the amendment is filed with the court and returned to the Association, a special notice will be mailed to owners with a copy of the amendment announcing the date the new late fee of $25.00 on any assessment not paid by the 10th of each month, will go into effect. Until then, the current documents allow for a late fee of 8% per annum after 30 days of unpaid assessments.
c) Status of Water Spigot Northeast Side of Property
Richard stated the Association received a sufficient number of positive votes to have this spigot removed at the annual meeting therefore action has been taken to cap off this water spigot. It is no longer available for use. The Board felt it best not to have the spigot permanently removed as there may be a need at some future date to return this spigot to service.
5) New Business:
a) Approval of Stairway and Walkway Painting Proposal
The Board reviewed two proposals; one from Tech Systems and one from KM Home Repair for the repainting of the walkways and stairwells. There was agreement amongst the Board members that the walkways do not look good and the northeast stairway looks really bad. Management reported having budgeted approximately $3,000 in the operating budget for this work. The Tech Systems proposal in the amount of $3,990 dollars included the removal of all existing paint on both the stairwells and walkways, the sealing of cracks 1/16” and over and included a 4 year warranty against peeling and blistering. Their proposal also included the option of pressure washing the building for an additional $290 dollars. KM Home Repair submitted two proposals, totaling $2,675 dollars. Their proposal included the removal of all paint in the stairways only, and the Association would have to supply the paint. There was some discussion about when the building was painted nearly two years ago, it was understood the walkway paint applied at that time would not be long lasting and the Association would probably have to repaint the walkways annually. It was generally felt the Association should seek a longer lasting solution. Rita motioned to authorize the President to sign the proposal for Tech Systems to include the pressure washing of the buildings for a total of $4,280 dollars. Joyce seconded the motion. All were in favor.
b) Approval of Landscaping Proposal – Beachside
Richard stated there is a need to replenish the north end of the beachside area now that all of the century plants have been removed. There is also a need to remove the silver buttonwoods that have been planted over the main water line because the plumber has informed the Association the roots of these plants will eventually attach themselves to the water line causing damage. The Board reviewed two proposals; one from Lawns by Scott in the amount of $1,480 dollars and one from Dan Collins Lawn Service in the amount of $320 dollars. Management had asked Lawns by Scott for a counter proposal to make their proposal more equitable and suitable to the type of landscaping the Board was seeking but none was received. Rita motioned to accept the proposal from Dann Collins. Joyce seconded the motion. All were in favor. Rita volunteered to hand water if necessary, the new plantings, until they are root bound.
c) Consideration of New Lawn Service Contractor
The Board reviewed a proposal, for $142.50 per month, from Commercial Mowers, Inc. The proposal includes maintenance of the turf, shrubs and trees up to 15ft tall and weed control on each service date. The current contractor charges $126 dollars per month but has been quite lax in areas of shrubbery trimming, weeding and keeping the grass from growing over the sprinkler heads even after repeated calls from Management. The Association invested a considerable amount of money in landscaping after the hurricanes and it was generally felt the looks of the property could be enhanced through better maintenance of the grounds. Richard Blyth motioned to accept the proposal from Commercial Mowers, Inc. Joyce seconded the motion. All were in favor.
Management would send a 30 day notice of termination to the existing contractor as required per the contract. The new contractor will start in April.
d) Purchase of Pressure Washer by Association
The Board decided to defer making a decision on this item until later in the year when they would have a better idea on how the Association is operating against what was budgeted for the year.
6) Owner Input
Richard asked about the recent plumbing problem in Unit 8. Management reported having received a call from the owner in unit 8 reporting water backing up in her sink. The plumber was contacted and found a stoppage and lots of grease in the common line shared by four units. Richard remarked if the stoppage was in the common line owned by the Association, the Association has an obligation to pay for the cleanout.
7) Set Next Meeting Date
The Board will set their next meeting date when business needs necessitate doing so.
8) Adjournment
With no further business to discuss, the meeting was adjourned at 4:02PM.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Richard Blyth, Board President, Buena Vista Association, Inc.
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE ANNUAL MEETING
held JANUARY 10, 2007
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 6:30 p.m. Treasurer Rita Stevens and Secretary Joyce John were present at the meeting. Karen Auth, from Reconcilable Differences, was also present.
2. CERTIFICATION OF PROXIES & ESTABLISHMENT OF QUORUM:
Manager, Karen Auth, reported there were 19 unit owners present by proxy and 3 unit owners were present in person, establishing a quorum to conduct the meeting.
3. READING AND APPROVAL OF MINUTES FROM JANUARY 6, 2006 ANNUAL MEETING:
Copies of the minutes had been mailed to all owners and with all attendees having acknowledged having read the minutes in advance of the meeting, Joyce John motioned to approve the minutes and Rita Stevens seconded the motion. All were in favor.
4. PRESIDENT’S MESSAGE:
Richard Blyth reported the Association had a very good and uneventful year. The only problematic event was the need to increase the monthly assessment amount primarily due to increases in insurance premiums. Richard reported that working in cooperation with Management and the Association’s Insurance Agent, Josh Ranew, the Association has completed the necessary paperwork to apply for all available insurance credits. The Association’s agent believes the Association can anticipate a considerable credit from Citizens Insurance on the wind policy and they have applied for similar credits from Citizens Insurance on the property policy. Once the credits are received, the new Board will need to decide how to direct those credits.
5. RESULTS OF VOTES BEFORE MEMBERSHIP
a. Vote to amend the documents to allow for the charging of a late fee of $25.00 per month on any assessment over 10 days late:
Richard Blyth called for the results of the vote for this amendment change.
Management read from the existing governing documents with regard to the number of votes required to amend the documents, “Section XIV, Amendment to Declaration, Page 15, “…these restrictions, reservations, covenants, conditions and easement may be modified or amended by recording such modifications in the public records of Brevard County, Florida, signed by the owners of at least seventeen units, whose votes were cast in person or by proxy at the meeting duly held…..” Management reported receiving seventeen owner votes in favor of this amendment and five owner votes against this amendment. The required number of positive votes (17) were received therefore the vote to amend the documents to incorporate the charging of a late fee late fee of $25.00 per month on any assessment over 10 days late has passed. Management will work with the Association’s Attorney to ensure the documents are changed, according to the wishes of the members, and recorded with the Clerk of the Court.
Paragraph 5, Section VII, Common Expenses, Assessments, Collections Lien and Enforcement, Limitations will be amended to read as follows:
The record owners of each apartment unit shall be personally liable, jointly and severally, to the corporation for the payment of all assessments regular or special, made by the corporation and for all costs of collection of delinquent assessments. In the event assessments against a unit are not paid within (60) days after their due date, the corporation shall have the right to foreclose its lien for such assessments. Assessments that are unpaid as of the 10th of each month, shall be assessed a late fee of $25.00 per month until paid.
b. Vote for the removal of the outside water spigot located on the north east side of the building.
Management read from the existing governing documents with regard to the number of votes required to make changes to the common property, Section XI, Additions, Alterations or Improvements by the Corporation, Page 13, states, “Whenever the judgment of the Board of Directors the condominium shall require alterations and improvements (in excess of the usual items of maintenance), and the making of such additions, alterations or improvements shall have been approved by a majority of the apartment owners,…..” Management reported having received fourteen positive votes for the removal of the water spigot and eight votes against the removal of the water spigot. As the number of positive votes received (14) exceeds the majority requirement as noted in the documents, the vote for the removal of the outside water spigot located on the north east side of the building passed. Management was directed to pursue the capping off of this water spigot in a manner which would allow for reopening at some future date, should the members’ decide to do so, but to also ensure there would be no chance of anyone tampering with the spigot.
Management did note that one owner, who voted against this change, did so because it was felt this water spigot was needed to water the plants at that end of the building because the current irrigation system was not reaching the plants in front of her unit. The Board President acknowledged that efforts would be made to ensure the irrigation system was working satisfactorily. Management would pursue action toward this goal.
6. OPEN FORUM:
Richard Blyth mentioned the only item brought forward during last year’s members’ meeting was the specifications for hurricane shutters brought forward by Dr. Pejic. Although Dr. Pejic had presented to Management a set of shutter specifications for his unit, he specifically requested Management hold off on presenting to the Board until he had pursued the option of purchasing high impact windows vs. installing shutters. This item is on hold pending Board receipt of specifications from an owner.
7. FINANCIAL REPORT:
Before proceeding with the financial report, Richard did state the financials he will report on are a preliminary view only, as of the end of 2006, as not all bank statements have been received by Management and therefore all bank accounts have not been reconciled. Management does not anticipate there will be much change in these preliminary figures once all accounts are reconciled and the final reports are produced.
Richard reported the Association started the year with $8, 980 dollars and ended the year over budget by $5,911 dollars. The approximate $3,000 difference was attributed to unanticipated increases in insurance premiums and the decision to replace all of the deteriorating outside water shutoff valves and to have boxes installed over them so they would be more visible and accessible to owners and contractors when needed. At year end the operating account reflected a balance of $8,880.59, the money market reserve account has a balance of $4,619.70 and the reserve account which is a certificate of deposit (CD) has a balance of $8,500 dollars. All owners are current in their monthly assessments and several owners have paid in advance for a total of $3,179 dollars in prepaid assessments. Richard felt this was a very good financial ending to the year. Richard thanked Management for the time and effort put into to generating financial reports that are very easy to understand and for their assistance in helping the Association remain on budget.
8. PRESENTATION OF 2007 BOARD MEMBERS:
Richard Blyth, Rita Stevens and Joyce Johns were presented as the new Board of Directors serving this year.
9. ADJOURNMENT:
The meeting was adjourned at 7:00 p.m.
Respectfully Submitted,
Karen M, Auth, LCAM #28323
Community Association Manager
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BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE ORGANIZATIONAL MEETING
HELD IMMEDIATELY FOLLOWING THE ANNUAL MEETING
ON JANUARY 10, 2007,
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 7:01 p.m. Joyce John, Rita Stevens and Karen Auth, from Reconcilable Differences, were also present.
2. ELECTION OF OFFICERS:
Joyce John nominated Richard Blyth for the President’s position. Rita seconded the motion. All were in favor. Richard nominated Rita to continue as Treasurer. Joyce seconded this nomination. All were in favor. Richard nominated Joyce John for Secretary. Rita seconded. All were in favor.
3. SCHEDULE NEXT MEETING:
The next meeting will be scheduled based on the needs of the business. Management was asked to pursue competitive bids for the re-painting of the walkways and stairwells. Should those bids come in greater than the amount budgeted for this work, it will become necessary for the Board to meet and evaluate the available bids and to decide on a course of action.
Before closing the meeting, Richard Blyth informed attendees this would be his last year serving as President of the Board.
4. ADJOURNMENT:
The meeting was adjourned at 7:05p.m.
Respectfully Submitted,
Karen M, Auth, LCAM #28323
Community Association Manager