Minutes of the
Board of Directors Meeting
of the BUENA VISTA ASSOCIATION, INC.
held Thursday, September 29, 2005
1. Call to Order:
The meeting was called to order at 4:00 pm at the management office, 109 Long Point Rd, Cape Canaveral.
2. Establishment of a Quorum of Directors:
Directors Present: President Richard Blyth, Treasurer Rita Stevens and Director Diane Stevens. Secretary Joyce John was in attendance by speakerphone. VP Carl Landrum sold his unit and has moved. No residents attended.
3. Approval of June 15th Meeting Minutes:
Rita motioned to accept these minutes as mailed to all owners. Diane seconded, all in favor.
4. Financial Report:
Michelle stated that the Association has $21,762 in the bank, with $6,053 of that in reserves. Between January and August, we show a profit of $12,000 to date, with the insurance proceeds received.
5. Old Business:
Landscaping: A small area still needs to be tied back with railroad ties, a small piece of sod is still needed and the rest of the re-landscaping is finished because Rita and Diane planted some small flowers on the west side of the building. Some plantings have died, but Lawns by Scott has replaced them. All new plants are guaranteed for 1 year. Irrigation work is still needed, but will be completed within a month.
6. New Business:
Stair Repair at NW Side of Building: The stairway at unit #26 is the issue. The unit owner had an attorney contact the Association about the top step being higher than the others. Our attorney sent a response stating that no repair work had ever been done there and the steps were that way from the beginning. The unit owner went to the city and the building department sent both Association and unit owner a letter saying this was approved when built and no further action would be done. The unit owner then went to the Fire Marshal. The Fire Marshal felt that this was a risk to life and safety and even though not illegal, the steps, per the current building code were not in compliance.
The Fire Marshal gave the Association until October 10th to repair this. When this issue was first addressed, two contractors said the only way to repair it would be to tear out the stairs and re-build them. Management obtained a bid and Board president obtained another, both from general contractors who do concrete restoration work.
One bid was from Concrete Restorations, Inc. Their solution was to grind down the coating on each of the top nine steps and pour a concrete topping to match so that each step is the same height. This cost was $1,850 dollars and a spall was found near unit #24, so this additional work would cost $450 dollars, but may be included if the time estimated to do the stairwell work is less than anticipated.
The second bid was from Prime Specialties. Inc. Their option was to grind two and a half feet off the top of the 2nd floor walkway for 10 feet. They would then add concrete only at the second step. Their cost was $1,650 It included the spall repair as well. There was much discussion about the procedure to use. Both the Cocoa Beach Fire Marshal and the Chief Building Inspector said either bid was acceptable, but worried about the coating of the rebar and walkway. A contractor/owner was also worried about opening up the rebar and causing more damage. After discussion, Rita motioned to hire Concrete Restorations, Inc to do the repair. Diane seconded, all in favor.
7. Budget 2006:
Manager prepared a draft budget with input from Board. The Board has to offer a "fully funded budget, which would be $230 per month. If owners wish to not "fully-fund" reserves, a second option is addressed, with 50% funded reserves and a credit of $9,000 carried over based on the proposed overage that the Association will have at the end of 2005. This would keep the monthly assessments at $174.00 per month for the fourth year in a row.
Richard motioned to mail out the proposed 2006 Fully Funded budget, along with a proxy for owners to vote for the 50% option. Rita seconded, all in favor.
8. Owner Input:
Rita asked that all residents help in keeping Buena Vista clean. If you spill something, clean it up. If you see trash, pick it up and throw it away. Pick off the dead flowers, which keep them blooming more vigorously. It’s your home – take care of it!
A special key is needed to use the water spigots. All owners will receive one with the budget mailout. If you need additional keys, they are $6.00 each.
Diane will be selling her unit on October 10th and will therefore, have to resign from the Board. This will leave 3 Board members, which is the amount originally arranged. There seem to be no amendments changing that, so the Board will consist of 3 members unless more wish to serve. An "odd number" of members are allowed to serve, i.e. 3 or 5.
Rita now has the keys to all units. Manager recommended that the locked box of keys be installed in the locked electrical room so that Board members and manager have access in case of emergency.
9. Set Next Meeting Date:
The November meeting will be held to discuss and vote on the 2006 Budget. The meeting was set for Thursday, November 3rd at 7:00 p.m. to allow for the greatest number of owners to attend. The minutes, proposed budget and reserve analysis will be mailed to all owners at least 14 days before the meeting, as required by Florida Statute.
10. Adjournment:
There being no further discussion, the meeting adjourned at 4:55 p.m.
Respectfully submitted,
Michelle Dugan
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
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Minutes of the
Board of Directors Meeting
of the BUENA VISTA ASSOCIATION, INC.
held WEDNESDAY, JUNE 15, 2005
1. Call to Order:
The meeting was called to order at 1:30 pm at the management office, 109 Long Point Rd, Cape Canaveral.
2. Establishment of a Quorum of Directors:
Directors Present: President Richard Blyth, VP Carl Landrum, Treasurer Rita Stevens, Secretary Joyce John and Director Diane Stevens. Resident Brenda Gagnier also attended.
3. Approval of April 20th Meeting Minutes:
Joyce motioned to accept these minutes as mailed to all owners. Carl seconded, all in favor.
4. Renovation Update:
Mr. Blyth stated that walkway painting has started today. The asphalt work is complete except for a clean-out that needs a new pipe. The city would not approve moving the sign to the planter area at the front of the building. They require signs to be on the building so they won’t blow away in a storm. The Board looked at drawings the sign contractor had done showing the sign on the building. After discussion, they decided to go with letters in the same font as the door numbers, but with no logo. They also decided to place both name and address in the center of the west side of the building.
The fence on the north east side of the property will be re-built by KM Home Repair. He will also paint the retaining blocks on the east side.
5. Management Request for Increase:
Management requested an increase from $495 to $600 per month. Much extra work was accomplished to bring the building back from the storm damage. Rita motioned to approve the increase. Carl seconded, all in favor.
6. Financial Report:
Michelle stated that the $40K loan has been paid off so the bank does not require the collateral money in savings. Therefore that money, $2,642.74 could be returned to the operating account or kept in savings as “Deferred Maintenance Reserve”. Richard motioned to place this money in Deferred Maintenance Reserve. Carl seconded, all in favor.
Two owners are in arrears again and one bounced another check. Legal proceedings against the owner who keeps bouncing checks was discussed. At this time, legal collection action will be instated.
Management recommended that the Board allow owners to vote at the Annual Meeting on a $25 late fee for late payers. Most owners are very prompt in paying; there are only 10% who consistently pay late, but they have no real penalty for not paying promptly. A late fee may help them be more prompt.
The Profit & Loss Report for the first five months of the year shows the insurance proceeds, so this skews the total profit, but the Association has approximately $35K in the bank after the hurricane repairs are done.
After discussion about this money, Diane motioned to refund $1,000 of the $1,600 Special Assessment that all owners paid in November 2004. She further motioned that a check be mailed to each owner whose account is current, and just credit the account of those in arrears. Carl seconded, all in favor. These refunds will be mailed with minutes of this meeting to each owner.
7. Legal Matter – Owner of Unit #48 Refusal to Allow Door to Be Painted:
A unit owner has placed a notice on his door telling the painters not to paint his door. The Association is responsible for maintenance of the building and the documents specifically state that doors are under the Association’s control. Although the Association has full rights to just paint the door, after discussion, the Board agreed that a letter from the attorney may help him to understand what rights and responsibilities both sides have. Information about this incident will be forwarded to attorney so that a compliance letter can be sent.
8. Unit #18 Electrical Repayment:
This unit had a lot of water intrusion and the owner had asked that insurance proceeds be given to him to do his own work. Other owners were repaid for drywall they installed themselves, but the Association was paid for electrical work in his unit that was not completed, so all Board members agreed that the total, of $643.23 be refunded to Mr. Berger directly. Diane submitted a bill for drywall replacement in her unit of $661. All agreed she would be re-paid as well.
9. Maintenance – Cleaning Building:
Currently, a janitorial person visits every other Thursday to blow off debris, wipe down railings, sills and light fixtures and pick up trash. Once the building is renovated, bi-weekly cleaning will not be adequate to keep up appearances. Weekly visits were recommended, with monthly washing down of walkways and railings. Discussion ensued – many do not like the use of the blower, so she will be asked to bid this work using a broom and mop only.
10. Parking Issues:
The parking lot was re-surfaced and the handicapped spot moved to the far east end, as this would deter beach-goers looking for a free spot. All other spaces were widened a bit, because they were previously less-than-standard spaces. There was discussion about where some units’ spaces now were, but with a bit of switching, all were in agreement on where everyone should park. The car stops are lettered with the unit number.
11. Landscape Proposals:
Three companies were asked to bid replacement shrubs and sod so that the building will be completely finished. Prices ranged from $2,800 to $3,437 but included plantings all around the building. Board agreed that only the front (north) side should have new plants, as well as the “island” at the entrance. No “per plant” prices were submitted, so management will ask for details and have best choice meet with 2 Board members and management on site next week. The Board agreed to have the work done based on what the sub-committee and landscaper recommend.
12. Owner Input:
There were some issues with water intrusion on patios. Keith will be asked to address these.
13. Set Next Meeting Date:
No date was set, since the work is almost complete and no issues are left unresolved. If no emergencies arise, information for the budget meeting in September or October will be mailed to all owners.
14. Adjournment:
There being no further discussion, the meeting adjourned at 3:00 p.m.
Respectfully submitted,
Michelle Dugan
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
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BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE BOARD OF DIRECTORS MEETING
HELD THURSDAY, APRIL 20, 2005
1. CALL MEETING TO ORDER:
The meeting was called to order at 1:00PM by President Richard Blyth in the management office at 109 Long Point Road, Cape Canaveral, FL.
2. ESTABLISHMENT OF QUORUM OF DIRECTORS:
Board members present: President Richard Blyth, Treasurer Rita Stevens, Secretary Diane Stevens and Director Joyce Johns were in attendance. Vice President Carl Landrum was unable to attend. Owner Francis Liggio also attended.
3. APPROVAL OF MINUTES FROM MARCH 23, 2005 MEETING:
Diane motioned to approve the minutes. Rita seconded. All in favor.
4. FINANCIAL REPORT
Management reported the Association is in a very good position with $87,000 in the operating account. The loan with Kislak will be paid off in the next 2 months. The Association is committed to expenses for approximately $39K for the remaining renovations (painting, paving, etc) which should leave approximately $48K in the operating account.
The Association has received payment in full from Unit #12 owner. Only two unit owners are in arrears for all or a portion of February and March. Management has sent late notices. The Association will still need to purchase flood insurance. The Elevation Survey has been completed and Management has requested quotes for flood insurance from the insurance agent. In summary, this is the healthiest financial report the Association has received in a long time.
5. TALLY VOTES ON PAINT COLORS
A total of 17 proxies were received. Colors Bleached Ivory & Warm Sands received eight votes and colors Mariah & Copperfield received 9 votes.
6. VOTE ON COLOR CHOICE
Based on the majority of proxy votes received, Mariah & Copperfield will be the new paint colors for the building. The Board authorized KM Home Company to commence with the painting of the building. Management informed the Board that KM Home Company is scheduled to begin work on Monday, April 25th, and it is expected the work will take two to three weeks to complete. Richard stated that although the Board agreed to remove the sign from the building, fire regulations require the numbers to be on the building. The Board members agreed in majority to a font style of Brushed Script for the numbers.
7. OWNER INPUT
a) Color change for walkways: Several Board members expressed discontent with the color chosen for the walkways and have heard same from other unit owners. The Board members agreed in majority to the change in color for the walkways from George of the Jungle to Buckskin Brown.
b) Request to approve Unit #46 A/C Installation: Board members agreed in majority to the installation of A/C for Unit #46 assuming stainless steel is used for the stand and the roof remains intact and waterproofed. Owner will contract with original roofer, Dave Murphy, to ensure this happens.
c) Placing unit numbers on walls instead of doors after painting: Board members agreed in majority to putting unit numbers on the wall to the left of each door and recommended the color black for the numbers.
d) Selection of exterior sign for building: Board members agreed in majority to select sample sign #2 provided by KM Home Company, for the new exterior sign for the building. The sign will be 3ft x 8ft. There will be a palm tree and sun logo on it as well as the name of the condominium.
e) Many owners have called regarding the closing in of doors, A/C cover repairs and installing new A/C units. Those present at the meeting expressed complete satisfaction with the work that has been done by KM Home Company. KM Home Company will be starting their contract work on Monday, April 25th. Management will post notice. Richard also recommended Management provide residents with sufficient notice to obtain a City Parking Permit before paving of the parking lot begins. The paving contractor has been scheduled for mid-May. The contractor plans to meet again with Management, around the first week of May, to go over the work requirements one final time before paving begins.
f) Unit #18 Request for Reimbursement for Hurricane Damage Expenses: The Association has already reimbursed WoodSavers for their remediation services for Unit 18 and for electrical work performed by SunKraft Electric for Unit 18. Diane made a motion to reimburse Unit #18 for the insurance company estimates for drywall and insulation repairs to his unit, as was done with other unit owners. Joyce seconded; all in favor. Management will calculate the amount due and send a check to Mr. Berger.
g) Unit #8 Request: Owner of Unit #10 recently installed a central air conditioner, with approval from the Association. Unit #8 says the unit is noisy and heat is going into her unit. Board members in majority declined this request. This is not an Association problem.
h) Management informed the Board that the current landscaper has submitted his resignation effective May 15th. Management is waiting for proposals from two landscaping companies.
i) Board members agreed in majority to purchase flood insurance, as soon as possible, upon receipt of the pricing from the agent.
j) Management agreed to double check with SunKraft to ensure electrical system is in sound condition.
12. SET NEXT MEETING DATE:
The Board members agreed in majority to defer the scheduling of their next meeting as all outstanding business items have now been resolved.
13. ADJOURNMENT:
There being no further business to discuss, Richard Blyth adjourned the meeting at 2:42PM.
*** Please ensure that you have an alternate parking space
while the painting and paving renovations are being done.
Remember that City Hall offers parking stickers for $5.00 per year,
which entitles you to park in front of any Cocoa Beach
parking meter for free. ***
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BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE BOARD OF DIRECTORS MEETING
HELD
THURSDAY, MARCH 23, 2005
1. CALL MEETING TO ORDER:
The meeting was called to order at 1:00PM by President Richard Blyth in the management office at 109 Long Point Road, Cape Canaveral, FL.
2. ESTABLISHMENT OF QUORUM OF DIRECTORS:
Board members present: President Richard Blyth, V.P. Carl Landrum, Treasurer Rita Stevens,
Secretary Diane Stevens. Director Joyce Johns arrived while meeting was in progress. Owners Victor Pejic, Nancy Landrum and Francis Liggio also attended.
3. APPROVAL OF MINUTES FROM JANUARY 28, 2005 MEETING:
Rita motioned to approve the minutes. Carl seconded. All in favor.
4. FINANCIAL REPORT AND UPDATE ON FORECLOSURE:
Management reported that the owners of Unit 12 have spoken with the Association’s Attorney and expressed their intentions of paying off the full amount due. We can assume that we will receive payment this month. Actual costs are running close to the budgeted amounts. At the time of the hurricane there were no reserve monies available. Now there is $2,099.13 in Reserves. The Association will be paying off the $40K loan in approximately three months. The Association has received $239,449 in insurance proceeds; $192,600 has already been paid out and we still have to paint and have other miscellaneous items to take care of.
Fran Liggio asked the Association’s position on paying for the large window in her living room. The seal broke away during the storm and water was trapped in the middle. She had informed the Association of this problem right after the hurricane. The window is 9-10 years old. There was a great deal of discussion about the end units, on the East and West sides being enclosed from the very beginning. They were not built like the rest. Richard motioned to pay up to $200 for the hurricane damaged window. Diane seconded. Yes votes: Richard, Carl, Diane. No vote: Rita.
5. STATUS OF HURRICANE REPAIRS:
Board Members reviewed the list of hurricane repairs made to date and estimated costs for repairs still outstanding. Richard remarked that the only item missing was the costs for re-landscaping after all work is complete.
6. REVIEW OF PAINT COLOR OPTIONS & VOTE ON TWO CHOICES TO SEND TO OWNERS FOR A VOTE:
After a posted meeting on March 16th on-site with the MAB Paint representatives, 2 base color choices and 2 door color choices were made. The Board proposed that the two colored samples be sent to all owners for a proxy vote to decide the color of the building. Proxy will be mailed out as soon as paint swatches are received.
7. REVIEW/APPROVE OUTSTANDING BIDS:
a. Repaving the Parking Area – the Board reviewed all of the bids. There was discussion about reclaiming the East parking spot where there is a planter and bushes and making it a visitor spot. Also had discussion on removing the grass in front of the parking spaces on the west side and rebase and coat that area. The cost to have this area recovered with a crushed and concrete base would be an additional $1600. Carl motioned to accept the bid from Asphalt, Inc. for resurfacing, plastic car stops and the additional basing and coating of the planter and west areas. Diane seconded. All in favor. It was recommended that when the parking stops are replaced that they be stenciled with the unit numbers and perhaps the word “private” to discourage public parking. Additional tow away signs will also be ordered.
b. Painting/Leveling Walkways - The Board reviewed all of the bids. The bids from Trevor Baggett and True Colors were not based on the specifications from MAB paints. The Board members chose to discard those bids. After a review of the three remaining bids, Maritime $27,400, Bonner $21,700 and KM Company $19,700, Diane proposed accepting the bid from the KM Company. Carl seconded. All in favor. Victor Pejic recommended adding color in the concrete for those areas being leveled, but it was stated that only partial repairs are being done to the concrete.
8. FLOOD INSURANCE REQUIREMENT:
This item was deferred to the next meeting. The Association has not yet received the FEMA Elevation Survey from Allen Engineering yet. It is expected by the end of the month. After submitting that to the insurance agent, we can then obtain prices for insurance.
9. PARKING PROBLEMS/RULES:
A lengthy discussion ensued regarding the parking situation at Buena Vista. Victor Pejic felt it was the individual unit owner’s responsibility to enforce parking in their spot. The Association had a very bad situation with the tenants of Unit 12. When told about the situation, the owner advised management that there should not have been anyone in their unit. After much debate, it was agreed that the parking rules for the Association would be strictly enforced. Any vehicle not having a Buena Vista Parking Permit visibly displayed on their vehicle dashboard or hanging from the rear view mirror was at risk of being towed as of the April 1st, 2005.
10. NEW BUSINESS:
a. Approve #10 central A/C installation. The unit will be placed on the south side of the building. Carl proposed acceptance of Joyce’s request. Richard seconded. All in favor. Recently, we also found a hole under the walkway in front of Unit #10 and Board agreed to have Certified Structure & Foundation pressure grout concrete under #10’s bedroom floor and the outside walkway. Joyce was late because this work was being done inside her unit today, at a cost of $2390.
b. Discuss the closing in of unused doors: The Condominium documents state that any change to the doors must be approved by the Board. The Board recommended a letter be sent to the unit owners who need to repair their doors or giving them the option to close in their doors, specifically units #10 & #24. Management has received a price of $225 dollars from KM Company to close in unwanted doors.
c. Discuss new A/C covers: Management received a proposal from KM Company of $120.00 to provide new A/C covers and a price of $145 dollars for closing in A/C box areas that are no longer needed, but this is an owner’s responsibility. Joyce and Rita stated their intentions of having this latter work done by the KM Company. A member stated that if the A/C unit is rusting, the new cover will not fix the problem of rusting water running from the unit and leaking down the walls and walkways of a freshly painted building. The units with the worst rusting problems are Units 46 and 28. Letters will be sent to those owners.
11. OWNER INPUT:
It was recommended that the garden committee be disbanded because planting is being done and then undone by certain committee members. Carl proposed that on a bi-annual basis the Association have an evaluation done on what is needed from a landscaping perspective (trimming, sod, bushes, etc.) Board members agreed to replenish needed sod at this time and requested management obtain bids from landscapers on what it will take to bring the place back up to par.
The Board reviewed Victor Pejic’s request for reimbursement for the drywall, insulation and sub-floor in the amount of $468.04. The Board unanimously agreed to approve the reimbursement for these repairs.
Richard Blyth asked whether anyone had received reimbursement from their Insurance Company for their Loss Assessment Coverage. No one present had received any reimbursement. Richard remarked that his Insurance Company told him that because everything that was claimed was paid by the Association’s Insurance Company they were not going to pay him anything. Richard also asked members to think about whether they would consider returning some monies to the unit owners, perhaps $800 dollars, if there is money left over after all repairs are made to the building. The Association’s loan will be paid off and there should still be approximately $20,000 dollars left in reserves. This item was tabled until the next meeting.
Before closing the meeting, Nancy Landrum asked whether the Association was going to leave the existing sign on the building or have it removed when the painting is done and have another sign made that could be placed in the center island. Rita proposed removing the sign and throwing it away and replacing it with a smaller, free standing, sand blasted painted sign with Buena Vista and the address number and the words private on it. Carl seconded, all in favor. It was suggested that a sea bird of some type be added to the sign.
12. SET NEXT MEETING DATE:
The next meeting date was scheduled for April 20th, 2005 for the purpose of voting on the paint color to be used for the repainting of the building. The time for the meeting was to be determined later.
13. ADJOURNMENT:
There being no further business to discuss, Richard Blyth adjourned the meeting at 2:55PM.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM #17226
Reconcilable Differences, Inc.
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BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
Minutes of the
BOARD MEETING
held FRIDAY, January 28, 2005
1. Call to Order
The meeting was called to order at 9:00 a.m. at the management office in Cape Canaveral.
2. Establish Quorum of Directors
Board members present: President Richard Blyth, VP Carl Landrum, Treasurer Rita Stevens, Secretary Diane Stevens and Director Joyce John. Owner Nancy Landrum also attended.
3. Approval of Past Minutes –October 5, 2004
Minutes of said meeting were read. Most in attendance were not present at that meeting, so no one had any changes and minutes were approved as written.
4. Parking Rules
Recorded rules were discussed. One member will continue to look for an original diagram of parking spaces. With that, we can have the numbers or associated letters painted on the car stops after the parking lot is resurfaced and parking stops are replaced if needed.
5. Motorcycles
No written request was received by the meeting time, so any changes to the rules for motorcycles could not be discussed. Current rules state “No Boats, Campers or Trailers are to be kept on the premises.”
6. Status of Hurricane Repairs
We have received $130K in insurance proceeds, but have used that up. The adjuster had originally recommended a $300K pay-out, less deductible, overhead and profit, so we should see an additional $61K, but Richard will meet with the adjuster again to see what else is needed to get the claim finished.
The roof is complete and approved by the city. The fascia and gutters have been installed and the drywall work should be completed this week. Soffitt work is underway but much electrical deterioration was found, so Sunkraft Electric will be out to re-run conduit in plastic and replace junction boxes.
A new ladder to the roof has been bid and repairs will be done on the loose bricks and brick walls, as well as a new dumpster fence being installed. Mr. Landrum agreed to write the sign verbage, then the sign will be ordered, since the condo next door seems to be using the BV dumpster for their trash
If there is enough money left, the general consensus is to paint the building and not the same white color. Management is meeting with MAB Paints today. They will write up specifications, obtain painter bids and oversee the project and give a 7 year warranty. If money does come in, choices in paint colors will be mailed to all owners for their vote.
7. Flood Insurance Requirement
When owners tried to re-finance in 2004, mortgage lenders required flood insurance and some stated that the Buena Vista flood zone determination had changed. Last month, the association insurance agent, Ranew, did find that the survey now shows an “A” flood zone requiring flood insurance. We are awaiting a new bid from them, since last time we asked for a quote, Buena Vista was not in a flood zone. Diane motioned to purchase Flood insurance in May, 30 days before the hurricane season starts, since it is now a requirement. Carl seconded, all in favor.
8. Unit #46 Request for reimbursement
Mr. Petersen sent an e-mail requesting re-imbursement for his ruined carpet, overhead light, drywall repair and lost rents when dirt water and tar came through while the roof work was being done. The Board discussed the fact that at least 3 companies had made roof repairs before Murphy Builders pulled off and installed a new roof. They discussed the fact that no repairs were recommended until the new roof was installed. The governing documents and Florida Statute state that the Association is responsible for drywall, but owners must cover the cost of interior damage, even if not directly their fault. The Board in a majority agreed that Mr. Peterson will be reimbursed the cost for drywall at the cost per square foot that the insurance paid for, but nothing else is the responsibility of the Association. Mr. Peterson will also be asked to replace or repair his leaking air conditioner, because the rusting water is not only an eyesore, but is a slip hazard.
9. Financial Update:
One owner, #12, has written a recent letter stating that they are not paying their special assessment because they do not agree with the way the roof is being installed. They have also not paid their monthly assessment for many months, so this account, after 3 letters requesting payment were ignored, has been sent to the attorney for collection action and foreclosure if not paid timely. Owner’s account is always charged for legal collection fees and Florida Statute does not allow an owner to withhold funds because they disagree with a Board decision.
10. Set next meeting date
The Board agreed to meet on the last Friday in March, March 25th, at 9:00 a.m.
11. Adjournment
There being no further business, the meeting adjourned at 10:35 a.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
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BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE 2005 ANNUAL MEETING
HELD AT THE MANAGEMENT OFFICE ON
THURSDAY, JANUARY 13, 2005
1. CALL MEETING TO ORDER:
The meeting was called to order at 7:00PM by President Richard Blyth.
2. CERTIFYING OF PROXIES-ESTABLISHMENT OF A QUORUM OF UNIT OWNERS FOR ANNUAL MEETING:
Owners Present in Person: Landrum #2, Coots #4, Stevens #6, Gagnier #8, John #10, Berger #18, Liggio #24, Canzenella #26, Blyth #36, Pejic #40, Stevens #42, Barresi #44, Peterson #46, Pejic #48.
Owners Present by Proxy: Fraser #16, Baer #28, Vera #30. To attain a quorum, 13 owners (minimum) must have been present. Fourteen members were present and three members were represented by proxy this year.
3. OUTSIDE RETURN ENVELOPS APPROVED FOR OPENING:
Richard Blyth made a motion to approve the opening of the ballots. Joyce John seconded the motion.
4. READING AND APPROVAL OF MINUTES FROM PREVIOUS ANNUAL MEETING:
Richard Blyth asked if everyone had read the minutes from the previous meeting or whether they needed to be read. In the absence of a response, Richard Blyth read the minutes from the 01/15/2004 meeting. Corrections to the minutes were noted as follows: change spelling Pejic and Landrum. Joyce John motioned for approval of the minutes. Francis Liggio seconded the motion.
5. PRESIDENT’S MESSAGE:
Richard Blyth read the following message:
I
will confine my report and comments to the one major issue: The hurricane season
of 2004. Hurricane Francis severely affected Buena Vista Condominiums with
further damage caused by Hurricane Jeanne.
Hurricane Damage
Approx one-third of the roof, more or less in the centre of the building and
mainly directly above Units #38, 40 and 42 was completely ripped off.
However, the wind lifted the entire roof pulling out the metal pegs and pins
that attached the roof to the soft concrete below, creating a pocket of air
between the soft concrete and the roof material. The result of this was the
100% failure of the roof.
In most parts of the roof, the kitchen vents were either ripped off or badly
damaged, allowing water to intrude, damaging many ceilings, walls and floors and
creating the potential for bacterial problems associated with wetness and
dampness.
Other damage directly caused by the hurricane included: Soffit damage and
loss of all guttering and downpipes, exterior lights, globes and electrical
wiring and fixtures, the wooden fence surrounding the dumpsters, cracks in many
of the upstairs and downstairs support posts, a variety of problems with
windows, walls and porch ceilings and some of the a/c compressors on the roof.
What we have done:
All Phase Roofing was requested, by owner Doug George, to install a blue tarp
temporary repair. The president was not available at that time because of a
mandatory evacuation order. That temporary repair failed allowing additional
water intrusion. All Phase was asked to come back. They did and made some
further temporary repairs, which also failed; once again allowing further water
damage. All Phase was asked to come back a third time. There was a considerable
delay and by the time they returned we had already suffered a lot more water
damage. In the meanwhile, we had already hired WoodSavers to carry out
emergency services and to attempt temporary roof repairs in order to minimize
any further water intrusion. The work they did on the roof helped considerably,
but did not completely fix the problem. In the end, the only completely
successful temporary fix was that carried out by Dave Murphy Construction
WoodSavers carried out a huge amount of emergency services work, removing wet
dry wall and insulation, saturated carpets and the spraying of anti-microbial
agents, as well as using large equipment to dry out the affected units.
We also made contact with the insurance adjuster assigned to us and worked
closely with him to establish our insurance claim. It was also established that
under our insurance policy, we would have a deductible of $37,500
We also engaged the services of a structural engineer who examined the entire
building to ensure its structural soundness and safety. He examined the roof
and offered the opinion that the roof that had been on the building was the
correct roof and should be replaced with a similar roof.
We also engaged the services of an electrical contractor to check the safety of
our electrical system, especially those units where there had been water damage,
and he was asked to carry out necessary repairs inside units as well as the
exterior lighting system.
We also engaged the services of a roofing consultant to advise us on replacing
the roof.
We held a Board meeting on October 5th. to approve a Special Assessment of
$1,600 per unit. We also received three proposals for replacing the roof. The
Board accepted the proposal by All Phase Roofing, but never acted on that
decision because of advice and opinion given by both the Roof Consultant and the
Engineer regarding the new Florida Statutes and the vulnerability of the soft
concrete base to which the new roof had to be adhered and attached.
Instead, we invited new proposals, including one from All Phase Roofing. From
among those, we accepted what seemed to us to be the best, a proposal by Dave
Murphy Construction who met and complied with all the requirements of the
Florida Code and the City of Cocoa Beach. That work has now been carried out
and we have a new roof, with a 10 year warranty. Needless to say, no warranty
will ever include the effects of a hurricane!
There seems to have been some miscommunication between the Insurance Company and
the Adjusting Company. For almost three months we were told that there was a
check in the mail to enable us to start the roof replacement. That check, for
$40,000, finally arrived on the 24th of December. But in the
meanwhile, without that check and without Reserves of our own, it was very
difficult to proceed with repairs. Almost all contractors require a 50%
commencement payment and the balance on completion. Another progress check for
$90,000 was received on the 27th of December.
We have engaged a guttering company to replace all gutters and down pipes and
soffit. That work will commence on January 20th.
We have invited proposals for replacing the drywall and insulation and other
assorted repairs inside units. We have accepted a proposal by the Mangin
Brothers, and that work will be started within a few days, on January 17th.
Air compressor metal stands, required by the Florida Code, have now been
installed on the roof by Mickey Kabran, and the existing a/c compressors placed
on those stands.
We will have further meetings with our Insurance Adjuster to attempt to make a
subsidiary claim for the painting of the exterior of the building. Citizens
Insurance Company had originally denied this claim.
All scheduled repairs should be completed within a matter of weeks, at which
time we ought to receive another payment from the Insurance Company.
6. APPOINTMENT OF VOLUNTEERS TO COUNT BALLOTS:
In the absence of any resident volunteers, Michelle Dugan volunteered to count ballots in full view of all attendees.
7. OPEN FORUM – COMMENTS AND DISCUSSION:
Before initiating the open forum segment of the meeting, Richard Blyth established the following ground rules: 1) a three minute time limit 2) one opportunity per person and 3) he would not engage in arguments.
Victor Pejic expressed, as a board member, his dissatisfaction with not being kept informed of the decisions that were being made. He thought he would be participating in the decision making process or at least kept informed of decisions being made. Richard Blyth commented that under normal circumstances there would be very few decisions requiring attention from the board and these could be handled via announced board meetings. Because of the catastrophic nature of this event, there was a need to make decisions quickly.
A question was asked about when the Association’s insurance would expire. Richard Blyth responded that the insurance expired at the end of November and has already been renewed. We did however; recently receive an updated opinion from FEMA, that the Association is now required to have flood insurance. The current quote is for $6,500 dollars. The new board will need to address how the Association will pay for this insurance.
A question was asked whether unit owners who now carry flood insurance should cancel their flood insurance policies. Richard Blyth responded that the flood insurance under discussion would cover the Association. He did not recommend individuals with flood insurance coverage for their units cancel their policies.
There were a lot of comments from various owners about the need to set some policy regarding parking. People are parking in other people’s spaces, people are using more than one space, people are reserving visitor spaces, the unit numbers on the bollards need to be made larger, sea doos are being parked on property, unit owner cars have been towed away. There was general agreement that some policy needs to be made with regard to parking.
Richard Blyth commented that it is especially important that the Management Office receive renter’s profiles whenever the unit is rented. From these profiles we can ascertain who belongs and who does not.
There was a comment about someone having a for sale sign on their automobile. If we are not allowed to have these signs in the windows of the units how can they be allowed on cars? The individual who had placed the sign on the car agreed to take it off.
It was mentioned that there was a confrontation between one of the unit owners and a guest of another owner. The guest was not able to identify the last name of the person he was visiting. It was interpreted by the owner who questioned the guest that this individual really did not belong on the property and had asked the guest to leave.
Several problems were brought to the attention of the Board and Property Manager:
· Stems are gone on the water faucet
· Debris laying in hallway by unit #2
· Plywood needs to be removed
· Sprinklers are running every day
Michelle Dugan encouraged unit owners to call her office when there is a problem.
Mr. Berger felt the quote he received from the insurance company was inadequate and he wanted to know if he could piggy-back on the adjustments Richard Blyth is planning on discussing with the insurance adjuster. Richard indicated it would not be fair to go after additional monies for Mr. Berger’s unit when the Association has accepted the insurance estimate for the other units. He would however; ensure Mr. Berger gets a copy of the bid’s he receives for replacing the drywall and insulation and the electrical work. The Association will not be able to refund Mr. Berger for anything greater than what the insurance company already agreed to pay.
It was asked whether there were plans to paint the building. Richard Blyth responded that we did not receive any insurance proceeds to paint the building but it is one of the things he would like to discuss with the insurance adjuster. He believes there was a great deal of damage to the building caused by highly abrasive sand hitting the building at hurricane force winds. Mrs. Landrum asked for a motion to ensure unit owners are involved with picking the color for painting the building. Richard Blyth agreed to the motion. Richard added that if there are any monies left over, the Association hopes to paint the building, re-pave the parking lot and level the walkways. There was a question as to whether the current sign on the building will remain after the painting of the building or will it be taken down and a new sign put up perhaps at the ground level. Richard remarked we can have a discussion about it when/if the time comes.
Someone asked whether the building was going to be inspected. There is a lot of garbage still lying around from the roofers. Michael Latta, from Dave Murphy Builders, remarked that the roof is completed. They have minor work to finish; installing vents, installing pitch pans and cleaning up. Richard remarked that the City Inspector had already been out and informed Richard that we have a very fine roof that meets all code requirements.
There was a lengthy discussion about the water intrusion in Mr. Peterson’s unit. Richard assured Mr. Peterson that the problem was not the fault of Dave Murphy Builders and that the ceiling in Mr. Peterson’s unit would be repaired by the Association. Mr. Peterson was asked to put his request to have the Association pay for the replacement of his carpet in writing to the Board. The Board will make a decision.
Mr. Branko Pejic raised several issues; 1) Parking lot problem needs to be addressed, his friend’s car was towed, 2) The letters on the bollards need to be easier to see, 3) He did not believe the Board acted timely with regard to pursuing monies from the insurance company, 4) He did not think WoodSavers did a very good job. He found additional drywall with mildew that needed to be ripped out and sub-flooring that was completely black with mildew and had to ripped out as well, 5) He recommended the Association invest money in a machine which would dispense water – to resolve faucet problem, 6) He recommended window A/C units with inadequate draining should be fixed by the Association at the owner’s expense, 7) He does not agree with rule that he cannot park his motor cycle in the parking lot.
Richard commented that rule changes must be addressed in writing to the Board. Also, considerations for reimbursement for the additional drywall must also be submitted in writing to the Board. There was a discussion about the Board making decisions without a vote of all the members. Michelle Dugan commented that if 20% of the members do not agree with a decision by the Board they can force the Board to call for a vote by all members.
FINANCIAL REPORT:
Michelle Dugan commented that at year end the Association was running close to budget. A deposit has been made for the gutters, downspouts and soffits. We are keeping some monies from the roofers until final inspection and all work is completed. Michael Latta remarked that it is extremely important to get the gutters up as soon as possible. He found holes over the windows when the gutters were taken down and he caulked those holes. There is still caulking work that needs to be done. Michelle continued by stating that one unit owner is two months behind in payments and two others have gone to the Association’s attorney to begin the collection process. Lastly, Michelle reminded members that the Association is now required to carry flood insurance. The new Board will have to address the issue of how this insurance will be funded.
VOTING RESULTS AND PRESENTATION OF 2005 BOARD MEMBERS:
Michelle Dugan announced the new members of the Board as follows:
Richard Blyth, Joyce John, Carl Landrum, Diane Stevens and Rita Stevens
ADJOURNMENT:
There being no further business to discuss, Richard Blyth adjourned the meeting at 8:15PM. He announced that there would be an organizational meeting for the new board members immediately following this meeting for the sole purpose of electing officers.
Respectfully Submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
ORGANIZATIONAL MEETING
HELD IMMEDIATELY AFTER THE ANNUAL MEETING
ON THURSDAY, JANUARY 13, 2005
Michelle Dugan called for nominations for the President position. Joyce John nominated Richard Blyth. Carl Landrum nominated Rita Stevens. Diane Stevens nominated Carl Landrum. No additional nominations were heard. Rita Stevens graciously declined her nomination. A vote was called. Richard Blyth won the nomination getting 4 out of 5 votes. Carl Landrum was nominated for Vice President. All members unanimously agreed to this nomination. Diane Stevens was nominated for the Secretary position. All members unanimously agreed to this nomination. Rita Stevens was nominated for the Treasury position. All members unanimously agreed to this nomination. Joyce John was nominated for Director At Large position. All members unanimously agreed to this nomination.
All Board members agreed on a date for their next meeting and a preliminary agenda to include; 1) rule about parking motor cycles, 2) the parking problem, 3) the status of hurricane repairs, 4) flood insurance.
The next meeting of the Board was scheduled for Friday, January 28th, at 9:00AM.
The meeting adjourned at 8:30PM.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.