DRAFT

 BUENA VISTA ASSOCIATION, INC. 

Minutes of the 2010 Budget & Special Assessment Meeting 

Held on November 6, 2010 at 4:00 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 Vice President Art Berger called the meeting to order at 4:30 p.m.  Secretary/Treasurer Cindy Peterson and Directors Rita Stevens and Valeria Pejic were in attendance to establish a quorum.  President Viktor Pejic was not able to attend.  Kathy Watts and Michelle Dugan represented Reconcilable Differences, Inc. Owners Branko Pejic and Diane Stevens were also present.

2. Proof of Notice of Meeting: 

Management confirmed having mailed the notice of the meeting, along with a copy of the proposed budget and a proxy to all owners on October 15, 2010.   Notice was also posted on the condominium bulletin board.

3. Approval of the Minutes from the June 26, 2010 Board Meeting:

Cindy Peterson made a motion to approve the minutes of the June 26, 2010 Board meeting as written.  Valeria Pejic seconded the motion and it passed by unanimous voice vote.

4. Financial Report:

As of October 31, 2010, the association had $40,638.38 in the Operating account and a total of $44,639.88 in the Reserve accounts.  Art Berger made a motion to allow RDI to use any and all legal means necessary to collect accounts in arrears.  Rita Stevens seconded the motion and it passed by unanimous voice vote.

5. Board Approval of 2011 Budget:

Kathy stated that Florida Statute requires the Board to prepare a budget that includes 100% funding of reserves.  Art Berger motioned to approve the 2011 Proposed Budget with 100% reserve funding and a monthly assessment of $378.00 dollars per unit/per month.   Valeria Pejic seconded the motion and it passed by unanimous voice vote.

6. Discussion and Results of Owner Vote to Waive Full Reserve Funding in 2011:

Kathy 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 at $378 per month or a budget with 50% of reserve funding at $310 per month. Management reported that a majority of owners responding, 11 owners, voted in favor of a 2011 budget with only 50% of reserve funding and no owners voted in favor of a budget with 100% funding of reserves.

Art Berger 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 2011 will be $310 dollars per month/per unit, a $10 increase over last year’s monthly assessment amount.

7. Unfinished Business:

Electrical Room Door: Kathy reported that the electrical room door needs to be replaced and requested Board approval for the expenditure from Reserves.  Art Berger made a motion to replace the electrical room door at a cost of approximately $1800 with the funds being used from door reserves.  Cindy Peterson seconded the motion and it passed by unanimous voice vote. 

Unit 26: Kathy also requested formal approval from the Board to rekey the lock on unit 26 since the owners have been unresponsive to requests for a key which is mandated by the condominium documents.  Art Berger made a motion to allow RDI to rekey the lock for unit 26 and the owners will be mailed a new key for the lock.  The expenditure will be charged to the owner’s account.  Cindy Peterson seconded the motion and it passed by unanimous voice vote. 

Re-sodding the South Side of the Building: The Board discussed re-sodding the south side of the building or the possibility of using alternative materials. RDI will compile bids for revamping the south side and present them at a later meeting.  It was also stated that some of the owners whose rear doors face the south are not keeping their units in good order and requested letters to those units that need to pay attention to their individual issues.

8. New Business:

Special Assessment: The Board and owners present discussed at length the structural repairs needed at unit 6.  Byron Evetts from Existing Structures was contracted to inspect and write the specifications for the project. He sent the specs out to three (3) contractors and compiled the bids received. The bid amounts were included in the 2011 Proposed Budget packet mailed to all the owners.

Discussion and Final Adoption of Special Assessment:

The engineer’s fees were not included in the original costs mailed out to the owners. Approximately $36,000 will be needed to complete the project. Art Berger made a motion for a Special Assessment of $36,000 which breaks down to $1,500 per unit, payable in a single payment, if possible, or 2 payments of $750 each.  The association will enter into a payment plan with an owner if requested, but finance charges will be added to the balance.  Cindy Peterson seconded the motion and it passed by unanimous voice vote. 

Unit 6: Cindy Peterson made a motion to contract with AB Enterprises at a cost of no more than $25,963 to  make the building structure repairs at unit 6. The contract will be administrated by the management company, Reconcilable Differences.  Valeria Pejic seconded the motion and it passed by majority voice vote.  Art Berger abstained from the vote due to a conflict of interest.

Art stated he will complete the permit application, get the signature required, contact Existing Structures for the plans, and present to the permitting department this week.

The owners of unit 6, Rita and Diane Stevens, were given the option to have their own contractor complete the finishing work, i.e., replace baseboards, lay tile, re-hang the kitchen cabinets and replace interior doors.  This amount will be deducted from the amount contracted to AB Enterprises as long as the owners sign off and state there will be no future amounts due.

9. Set Annual Meeting Date:

The Annual Meeting will be held Thursday, January 13, 2011 at 6:30 pm at the Management Office.

10. Adjournment:

With no further business to discuss, the meeting was adjourned at 5:15 p.m.

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

BUENA VISTA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF THE BOARD MEETING

held JUNE 26, 2010

at the Management Office located at

109 Long Point Road, Cape Canaveral, FL 32920

1. Meeting Called to Order:

Viktor Pejic-Board President, called the meeting to order at 1:00 p.m.  Art Berger-Vice President, Cindy Peterson-Sec/Treas and Directors Valeria Pejic and Rita Stevens were present at the meeting. A quorum of Board members was established.  Kathy Watts represented Reconcilable Differences and announced she was recording the meeting.

2. Financial Report:

As of May 31, 2010, the association has a balance of $35,992.90 in the Operating Account and $40,241.90 in the Reserve Account.  Viktor requested RDI pay double insurance payments if the funds are available in order to save on interest charges.

3. Items of Discussion:

Dumpster Fence:  The fencing around the dumpster is in disrepair.  Kathy stated she would get the handyman from another property to see if he can repair it at a reasonable price.  

Rekey unit 26:  Kathy reported a letter had been sent regular and certified mail informing the owner that the association would replace the lock if a key was not received within 15 days.  The certified mail was returned unsigned but the regular mail letter was not returned.  Art Berger suggested we send the letter out again using UPS or FedEx in order to assure the owners received the letter.

Approval to hire Engineer:  The Board approved contracting with Byron Evetts from Existing Structures to inspect unit 6 in order to determine the repairs necessary.  Kathy will call Existing Structures to schedule the inspection when the flooring is removed.  Rita Stevens said the pressure grout previously used wasn’t completed throughout the unit.

Discussion of Repairs to Unit 6:  The Board agreed to the following procedure:

            a. Rita will move into unit 8 or another unit the association rents for the duration of the project

            b. the flooring will be removed in order for the engineer to inspect the foundation

            c. Existing Structures will inspect the unit and make a determination on what repairs are needed & write                  the specs

            d. Three contractors will be contacted with a bid request

Cindy Peterson made a motion to contract with AB Enterprises to remove the wood flooring in unit 6, not to exceed $3,000.  The removal will be completed within 1 to 2 weeks.  Viktor Pejic seconded the motion and it passed by unanimous voice vote.

Kathy informed Rita that during the repairs to unit 6, she is not to interfere with the workers, visit the construction site or enter unit 6.  An agreement will be composed by the association attorney and filed with management and the attorney.

Viktor Pejic made a motion to authorize Kathy Watts from RDI to negotiate with the owner of unit 8, or another unit if necessary, for the rental of a unit to provide living quarters for Rita Stevens while the unit 6 project is being completed.  The amount limit is $4000 for six months ($667 per month) with additional months on a month to month basis for $700 per month if it becomes necessary.  Art Berger seconded the motion and it passed by unanimous voice vote.

4. Set Next Meeting Date:

The next meeting will be announced at a later time.

5. Adjournment:

The meeting was adjourned at 2:30 PM.

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

BUENA VISTA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF THE BOARD MEETING

held MAY 22, 2010

at the Management Office located at

109 Long Point Road, Cape Canaveral, FL 32920

1. Meeting Called to Order: 

Viktor Pejic-Board President, called the meeting to order at 3:00 p.m.  Art Berger-Vice President, Cindy Peterson-Sec/Treas and Director Rita Stevens were present at the meeting. Valeria Pejic was not able to attend.  A quorum of Board members was established.  Kathy Watts represented Reconcilable Differences and announced she was recording the meeting.

2. Approval of Minutes:

Cindy Peterson made a motion to approve the minutes of the April 29, 2010 Board Meeting with corrects discussed.  Art Berger seconded the motion and it passed by unanimous voice vote.

3. Financial Report:

As of April 30, 2010, the association as a balance of $34,509.38 in the Operating Account and $39,362.42 in the Reserve Account.

4. Items of Discussion:

Discussion of repairs to unit 6:  Art Berger and Cindy Peterson inspected unit 6 and found the repairs completed in 2001 were not adequate. Art presented an estimate on what the cost would be to make the repairs correctly.  Art went line by line on the proposed expenses.  The repairs are expected to cost approximately $50,000.  An owner accused management of approving previous repairs to unit 6 when they knew the repairs were inadequate.  Manager Kathy Watts made it clear to this owner that management gives the Board info and advice but the Board determines, to the best of their ability, what was best course of action is.  Kathy stressed management does not make decisions without the Board’s approval and the accusation was unfounded.   Cindy Peterson made a motion for Rita Stevens to contact the owner of unit 8 to inquire what the rent would be to house Rita while the repairs to unit 6 are being completed.  Art Berger seconded the motion and it passed by unanimous voice vote.  Management will complete a draft of the Special Assessment letter and agenda for the Board to approve before it’s mailed to all Buena Vista owners.   The Board will also determine at the Special Assessment meeting what the expenses the association is responsible for and what the owner of unit 6 is responsible for.

Electrical Panels: Tabled for a later time.

Future Projects:  Tabled for a later time.

5. Set Next Meeting Date:

The Special meeting is scheduled for Saturday, June 26th at 1:00 PM in the RDI office.

7. Adjournment:

The meeting was adjourned at 4:00 PM.

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

BUENA VISTA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF THE BOARD MEETING

held APRIL 29, 2010

at the Management Office located at

109 Long Point Road, Cape Canaveral, FL 32920

1. MEETING CALLED TO ORDER:

Viktor Pejic-Board President, called the meeting to order at 6:30 p.m.  Art Berger-Vice President, Cindy Peterson-Sec/Treas and Directors Rita Stevens and Valeria Pejic were present at the meeting. A quorum of Board members was established.  Kathy Watts represented Reconcilable Differences and announced she was recording the meeting.

2. APPROVAL OF MINUTES:

Cindy Peterson made a motion to approve the minutes of the January 28, 2010 Special Meeting as written.  Art Berger seconded the motion and it passed by unanimous voice vote.

Cindy Peterson made a motion to approve the minutes of the February 4, 2010 Organizational/Board meeting as written.  Viktor Pejic seconded the motion and it passed by unanimous voice vote.

3. FINANCIAL REPORT:

As of March 31st, the association as a balance of $39,200.5 in the Operating Account and $62,857.16 in the Reserve Account.

4. UNFINISHED BUSINESS:

Concrete Restoration:  Units 46 and 48 have been completed. Viktor stressed that is the work had not been completed the roof would have collapsed and also stated there have not been any more leaks in 24.  Cindy complimented the workers of AB Enterprises for their workmanship and professionalism. Art will deliver additional paint for touch ups to Viktor this weekend.  The Board agreed that all future doors would be fiberglass and not wood due to the proximity with the ocean.  The total for units 46 and 48 also included the following additional work totaling $1,860.00:

Association Keys:  Kathy stated the Board discussed and agreed last year that the association keys are to be used for emergencies to the building and/or units only.  They are not to be used when someone locks themselves out of their unit.  If anyone else comes to the office yelling, swearing and name calling, the police will be called immediately and the offender will be trespassed from this office.  Such behavior will not be tolerated.  The pest control contractor will inform RDI which keys either are missing or do not work and RDI will inform the owners of the units in question that if a key is not received, the association with engage a locksmith to change the lock and management will send the owner a new key for the unit as well as keeping a copy in the locked emergency case.

5. NEW BUSINESS:

Hurricane Shutters:  Kathy presented the Board with a set of draft Hurricane Shutter Specs for review and discussion on whether the association wishes to have formal specs in place.  The Board felt this has not been an issue and specs are not necessary.  Viktor made a motion that all hurricane shutters must be approved before installation.  Art Berger seconded the motion and it passed by unanimous voice vote.   

-Viktor Pejic requested approval for the installation of white accordion or roll down hurricane shutters for unit 48.  Art Berger made a motion to approve the request.  Valeria Pejic seconded the motion and it passed by unanimous voice vote.

-Cindy Peterson requested approval for the installation of white accordion or roll down hurricane shutters for unit 46.  Art Berger made a motion to approve the request.  Viktor Pejic seconded the motion and it passed by unanimous voice vote.

Circuit Breakers: Viktor reported that he was told the circuit breakers in the units may need to be checked to make sure they’re not a hazard.  Cindy will research this issue.

Repairs to unit 6:  Viktor and Art were on site and inspected unit 6.  They both feel the building is not sinking anymore.  Approximately 9 to 10 years ago, a false floor was constructed over the concrete floor which was paid for by the association.  Diane Stevens will make copies of any photos she can find showing the damage and repairs that were made.  Art and Viktor will meet with the previous contractor to determine what work was done.  They will also make measurements to determine what the best course of action will be.

6. SET NEXT MEETING DATE:

The next meeting will be Monday, May 17th at 6:00 pm in the RDI office.  This will be a Special Meeting and the only items discussed will be the electrical panels, repairs to unit 6 and additional projects for the future.

7. ADJOURNMENT:

The meeting was adjourned at 8:00 PM.

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

BUENA VISTA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF THE ORGANIZATIONAL MEETING

HELD IMMEDIATELY FOLLOWING THE ANNUAL MEETING

ON February 4, 2010,

at the Management Office,

located at 109 Long Point Rd., Cape Canaveral, Florida 32920

1. MEETING CALLED TO ORDER:

The meeting was called to order at 7:10 pm.  The President elected will have the responsibility for the day to day operations of the Association along with Management.  Both will work within the existing budget in the handling of issues requiring attention.

2. ELECTION OF OFFICERS:

President: Art Berger made a motion for Viktor Pejic to serve as President.  Cindy Peterson seconded the motion and all were in favor.

Vice-President: Viktor Pejic made a motion for Art Berger to serve as Vice-President.  Cindy Peterson seconded the motion and all were in favor.

Secretary/Treasurer: Art Berger made a motion for Cindy Peterson to serve as Secretary/Treasurer. Viktor Pejic seconded the motion and all were in favor.

Directors: Valeria Pejic and Rita Stevens will serve as Directors.

The positions are as follows: Viktor Pejic: President, Art Berger: Vice President, Cindy Peterson: Secretary/Treasurer. Valeria Pejic and Rita Stevens will serve as Directors.

3. CONCRETE RESTORATION CONTRACT:

Secretary Cindy Peterson signed the contract for AB Enterprises along with Art Berger as the contractor.

4. PAYMENT AGREEMENT:

The designated agent of unit 12 has requested a payment agreement in order to catch up on their past due assessments.  Art Berger made the following motion:  Owner or their agent will be give 2 options.  Option 1:   Pay in full within 2 weeks and we'll waive the late fees.  Option 2:  Pay a monthly payment of $1005.00 plus the monthly assessment of $300.00 for a total of $1,305.00 until the account is current.   Late fees billed through this date are payable as a part of this agreement and must be paid. As of the date that the initial payment is made towards this debt, late fees will cease on the balance due for a six (6) month period or until the account it made current, as long as all payments are made per the terms of this agreement.  If any monthly payment is made later than the 10th of each month, all waived late fees will be assessed and the total will be due immediately or foreclosure will begin. The filed lien will stay in place until the account balance is zero and monthly fees have been paid on time for three (3) additional months as which time the lien will be signed off.  Viktor Pejic seconded the motion and all were in favor.  Kathy will call the agent and inform him of the proposed agreement.

5. SCHEDULE NEXT MEETING:

The next meeting of the board will be held on April 29, 2010 at 6:30 p.m. at the office of Reconcilable Differences, Inc.

6. ADJOURNMENT:

With no further business to discuss, the meeting was adjourned at 7:30 pm

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

Cindy Peterson, Secretary

BUENA VISTA CONDOMINIUM ASSOCIATION, INC.

MINUTES OF THE ANNUAL MEETING

held FEBRUARY 4, 2010

at the Management Office located at

109 Long Point Road, Cape Canaveral, FL 32920

1. MEETING CALLED TO ORDER: 

Art Berger, Board President, called the meeting to order at 6:30 p.m.  Treasurer Rita Stevens and Secretary Cindy Peterson were present at the meeting.  Viktor Pejic was present by conference call.  Director Valeria Pejic was not able to attend due to an illness.  Kathy Watts represented Reconcilable Differences. 

2. CERTIFICATION OF PROXIES & ESTABLISHMENT OF QUORUM:

Manager, Kathy Watts, reported there were 9 unit owners present by proxy and 4 unit owners present in person, establishing a quorum (a minimum of 13 owners present required) to conduct the meeting. 

3. PROOF OF NOTICE OF MEETING OR WAIVER OF NOTICE:

Kathy affirmed that the notice of the meeting was indeed mailed to all owners and the meeting notice was posted the same day as the mailing. 

4. READING AND APPROVAL OF MINUTES FROM FEBRUARY 5, 2009 ANNUAL MEETING:

Art stated that all owners were mailed a copy of the annual meeting minutes with the 30 Day Notice and did not feel it was necessary to read them aloud and called for a motion to approve the minutes.  Jim Peterson made a motion to approve the February 5, 2009 Annual minutes as written.  Art Berger seconded the motion and it passed by unanimous voice vote.   

5. FINANCIAL REPORT:

Art referred to the balance sheet and reported that as of December 31, 2009 the funds were as follows; Operating account balance, $39,233.31, Reserve Money Market balance, $32,759.71 and the CD account balance of $27,434.49.  Art stated the Association has ended the year in a very healthy financial situation and he thanked Management for a very good presentation of the financial status of the business. 

6. UNFINISHED BUSINESS:

·Fire alarm system:  Art stated he had spoken to the Fire Marshal and informed the Fire Marshal that we were in the process of applying for a waiver on the fire alarm system.  The Fire Marshal replied that the state is attempting to pass legislature to disapprove any waive applications.  It was felt that one option to consider would be to include the cost of the alarm system into the special assessment that is expected to be addressed this year.  The current bids will be updated when there’s a better idea of the timeline.

·Dumpster:  The construction company working on the city will be sending a proposal for turning the dumpster to the southwest and the Board will review the bid and the possibility of sharing it with Sandprint to the south.

7. NEW BUSINESS:

Update on unit 48:  The Board called a Special Meeting on January 28th to discuss and award the contract for the concrete restoration of unit 48. The spalling repairs will alleviate the water intrusion into unit 24. It was stressed that much of the demolition and expense for the windows have been accomplished by Viktor.

8. PRESENTATION OF 2010 BOARD MEMBERS:

The Board members for 2010 were presented:  Art Berger, Valeria Pejic, Viktor Pejic, Cindy Peterson and Rita Stevens will serve as the new Board for the year 2010.

9. ADJOURNMENT:

The meeting was adjourned at 7:10 PM.

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

Cindy Peterson, Secretary

BUENA VISTA ASSOCIATION, INC. 

Minutes of the SPECIAL Board of Directors Meeting

Held on January 28, 2010, at the management office

1. Call to Order & Establishment of a Quorum of Directors:

Board President Art Berger called the meeting to order at 6:30 pm. Treasurer Rita Stevens, Secretary Cindy Peterson and Director Valeria Pejic were also in attendance. Vice President Viktor Pejic, attended via telephone. Kathy Watts represented Reconcilable Differences, Inc.

2. Item(s) of Discussion:

Concrete Restoration:  Four (4) bids were received and all used the specs supplied by Art Berger.  The specs were as follows:

The intent of this project is to repair spalling concrete and eliminate a leak in unit 24. The most economical way to achieve the repair is to restore an enclosed balcony to its original open porch condition.

-Remove partition walls and windows on the back porch of unit #48 of Buena Vista.

-Repair all spalling and decayed concrete on deck, column and headers for the entire porch.

-After completion of all concrete restoration in accordance with the supplied engineer’s procedures, repair and replace stucco to match existing texture and prime and paint to match existing condo units as close as possible.

-Install new aluminum handrails on porch to meet all required codes.

-The engineering methodology of repairs is to be employed for this project and will be used to secure permits.

-All debris is to be removed or placed in the Contractor’s dumpster on a daily basis for the entire project.  The job is to be cleaned daily and no debris is to be left on the premises except in the dumpster.

-Replace, prime and paint all wood trim on the interior of the porch after concrete restoration. 

-The Contractor is to submit a lump sum price for this project.  The Contractor is to submit a start date, after the notice to proceed and a signed contract, with a 2 (two) week permit duration.  The Contractor is to give a schedule for the duration for the entire project.

The bids presented included:

After careful review and discussion on all the bids, Viktor Pejic made a motion to accept the bid number 1 from AB Enterprises which includes the repair to unit 48 for $9,680, repairs to the walkway for $2,280 and repairs to the stairs for $1,280 for a total of $13,240 to be paid from Reserves. The contract will include a timeline for the repairs to be completed. The Board requested management work with the contractor on content and completion of the contract.  Cindy Peterson seconded the motion and it passed by unanimous voice vote.  Art Berger abstained from the vote due to a conflict of interest.

3. Set Next Meeting Date:

The next Board Meeting is scheduled for Thursday, February 4, 2010 at 6:30 in the RDI office.  This will be the 2010 Annual Meeting.

4. Adjournment:

With no further business to discuss, the meeting was adjourned at 7:00 pm. 

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Community Association Manager