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Cape Gardens Owners Association
MINUTES
of the
BOARD BUDGET MEETING held
Wednesday, November 14, 2007
1. Call to Order: The meeting was called to order at 6:30 pm at the management office of Reconcilable Differences; 109 Long Point Rd, Cape Canaveral.
2. Establish Quorum of Members: Board members present were Mike Lee-President and Jennifer Glick-Sec/Treasurer. Michelle Dugan represented Reconcilable Differences (RDI).
3. Proof of Meeting Notice Mailed to All Owners & Properly Posted: Michelle Dugan acknowledged that the budget information and agenda had been mailed to all owners and posted on site for more than 14 days before this meeting.
4.Approval of Minutes of Sept 26th: Mike Lee made a motion to approve the minutes of the September 26th meeting as written and mailed to all owners. Jennifer Glick seconded the motion, all in favor.
5. Financial Report: The foreclosure sale of one unit will be held in late November. At that time, the Association will be entitled to receive 6 months of past payments owed, along with current fees, but these will be paid when the home sells to an individual. The operating account has $7,720 and River Gardens has sent in a check for their past due fees, but the check came with a letter of stipulations and the Association attorney has asked that we not deposit this check until their further intentions are clear. The Board agreed that we will pay River Gardens the $50 per month that we owe, but will have our own stipulations
The unit in bankruptcy has no change. We will hope to obtain owed fees on a payment plan after discharge.
The Special Assessment payments have been received from all except 10 units. Those will receive reminder statements and late fee interest.
Discussion and Approval of 2008 Budget: With no concerns addressed by the owners, Jennifer motioned to approve the budget as mailed. Mike seconded, motion passed. A letter will be mailed to all owners with due dates and amounts for 2008.
6. Unfinished Business:
Sprinklers & Controller: Contractor Kit Carson has almost finished all repairs to the electrical wires and broken pipe and heads. Management paid for the needed upgrade to a larger timeclock so that the costs would stay within budget. There are still a few areas in need of proper coverage. It was stated that a timeclock is in the garage of the unit at 151 King Neptune and there is a yard with only rock that needs to be sprinklered and sodded. Kit will supply us with as-built drawings after completion of this first “phase” of work. There was discussion about patios and sliding doors being hit with sprinklers. If this is still happening, we ask that owners contact management and we will have the contractor move heads or do what is needed so the building is not being sprayed needlessly.
7. Maintenance Update: Jim’s Maintenance bid $1200 to finish the outstanding items at the pool, mailbox and storm drains. Mike asked for more detail on how the storm drain work will prevent the blockage from coming up again. He also asked how the pool gate would be repaired and if there will be a warranty on the work.
The Board agreed that the new landscaper is doing a much better job, but Mike said they are not blowing the debris off the walkways and out of the street well enough. Commercial Mowers will be contacted about this concern and they have already stated that the palm tree work should be completed soon as well. Commercial Mowers submitted a bid of $116.00 per month extra to maintain the front “fingers” of each home, weeding and trimming shrubs. This will be tabled for now because these areas are an owner responsibility, but the price was reasonable.
Fertilization of all common area grass and shrubs will be started in November or early December. Weeds in the pool bricks will be discussed with them as well.
Board asked that we discuss groundcover options with the landscaper for the area under the oleanders.
Mike said the lights in the pool and around it are not working. Management will investigate.
8. New Business:
Storm Drains: The drain near the pool has been cleaned out. This was required to find the leaking irrigation line that was placed in the same area. More detail will be received from the contractor before the other one is completed.
River Gardens Legal Update: Two new Board members at River Gardens contacted management and delivered a check for the balance due, but this check has a letter of stipulations attached to it. Since their Board president has been vocal about a “large assessment” for boardwalk repairs, the Cape Gardens attorney recommended we not deposit their checks until they have sent us the detail about what Cape Gardens owes them. We hope to have an amicable working relationship with the new Board members at River Garden.
9. Set Next Meeting Date: The next meeting will be determined at a later time, but quarterly meetings are desired.
10. Adjournment: With no further business to discuss, the meeting was adjourned at 7:40 pm.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Reconcilable Differences, Inc.
Cape Gardens Owners Association
BOARD MEETING MINUTES
Wednesday, September 26, 2007
1. Call to Order: The Meeting was called to order at 6:30 pm at the management office of Reconcilable Differences; 109 Long Point Rd, Cape Canaveral.
2. Establish Quorum of Members: Board members present were Mike Lee-President and Jennifer Glick-Sec/Treasurer. Michelle Dugan and Kathy Watts represented Reconcilable Differences (RDI). Three homeowners also attended: Deana Crews, Beverly Davis and Jeanne Phillips.
3. Approval of Open minutes: Mike Lee made a motion to approve the minutes of the March 17, 2007 meeting as written and mailed to all owners. Jennifer Glick seconded the motion and it passed by unanimous voice vote.
4. Financial Report: Operating account has approximately $3,000. One owner is in foreclosure but still hopes to live on site after her court date of October 4, 2007, stating she will pay all arrearages. Another owner is in bankruptcy, so at present we cannot collect. River Gardens has also not paid since November of last year and we have given a time limit of 10 more days before we send this account to collections.
5. New Business:
Landscaper update: A final termination letter was sent to the current contractor, Mike Carpenter Yard Detailing Company, based on quality of work, his refusal to provide a completed W-9 form or an insurance certificate. There were other issues as well, and a new contractor, Commercial Mowers, has been signed to begin service this week. Commercial Mowers is currently trimming the common area palms and weeding the front entrance. His monthly cost is less than the previous contract but includes more services. Weeds will be pulled and shrubs trimmed in the common areas under the contract. Work will also be completed during weekly business hours, not weekends.
Sprinkler System: Kit Carson of Sprinkler Pros has been hired to install a new controller to replace the two that didn’t work, as well as check all pipe and sprinkler heads as they are currently installed, to make sure all zones do work properly. There is currently a lot of damage with broken wires, pipe and heads. Once this work is completed, the board has requested that Commercial Mowers check the sprinklers monthly so no future problems get out of hand. The board also requested the sprinkler company indicate on a survey where all the sprinklers and valves are located.
There was discussion about the grounds contractor offering his services to individuals for weeding and trimming their own homes. An average cost estimate will be obtained from Commercial Mowers and offered to the owners for individual contracting.
There was more discussion about rocks and weeds and the need for owners to keep their yards in neat order to keep the value of the property up. More about this will be discussed with all owners at the Annual Meeting.
Now that the common property is being maintained in a professional manner, it is more imperative that private lots be brought up to the same standards. Some owners are trying very hard to keep up their trimming and weeding. Other lots are being ignored. Owners will receive notice of covenant violation if their weeding, shrub and tree trimming are not kept up. If an owner wants management to have the work done and be billed, this can be arranged.
Maintenance updates: The Board requested an estimate from Commercial Mowers to trim the oaks in the common area.
Estimates have been received from Jim Park Maintenance to replace doors, hinges and vents at the pool area for the men’s room and store room, to pressure wash the pool deck and bathroom building and to paint the bathroom doors. He also bid repairing the mailbox area and the other front sign light that was vandalized. The Board requested changing the code on the pump lock box.
The drains across Evelyn and King Neptune are full of debris and in need of cleaning. Costs will be sought and the city and storm water management will be called to see if they will help.
Legal updates re: agreement with River Gardens: Michelle reported the President of River Gardens felt they were being charged for too much and that is why they had refused to pay. Management sent details and answers to their concerns by certified mail. While the River Gardens President stated he wanted to sever the pool and dock agreements with Cape Gardens, our owners voted in a large majority to keep the agreement in place. It would take “super majority” owner votes from both associations to sever these agreements.
2008 Budget discussion: With input from owners present, the budget was discussed and reserves were determined to be needed to offset future repair costs. Mike Lee made a motion to approve sending the owners a Proposed 2008 Budget with future reserve savings. Quarterly assessments would increase by $20 to $380. Jennifer Glick seconded the motion and it passed by unanimous voice vote.
Special Assessment: Based on the responses to the ballot sent out in June, the Board discussed the details of what will be assessed and completed. With input from the owners in attendance, Mike motioned to approve the following: Assess $2,000 for the sprinkler repairs, $1,920 for trimming palms, $160 for mailbox repairs, $1,140 for pool door vents, hinges and painting, and pressure washing the pool deck. This totals $5,220 or $174.00 per owner for these unanticipated and unbudgeted repairs. River Gardens will be billed for their share of the pool expenses. Jennifer seconded the motion and it passed by unanimous voice vote.. Since the last quarter invoices have just been mailed, it was requested that RDI not mail the Special Assessment invoices until mid October, making them due November 1, 2007 and past due on the 10th.
Michelle will make all adjustments and mail the Proposed 2008 Budget to the owners. Owners will then be able to ask questions at the November meeting before this budget is approved for 2008.
6. Announcements: Some owners have voiced the hope that the Association would take care of all grounds seen from the street. While deeded plats show each lot owning into the middle of the street and those on King Neptune owning across the road, the need to maintain front yards to a high standard makes this decision important. Owners will be asked to vote on this issue later, but for now, based on the vote in June, all palms seen from the street will be trimmed as part of the Special Assessment.
There was also discussion about the need for speed bumps on King Neptune. Again, an owner vote would be required.
7. Owner Input: It was reiterated that cars are not allowed to park on the street, on the grass, or on the sidewalks. There are only 3 parking spaces in front of the pool. If your home’s vehicles do not fit in your driveway, you need to make alternate arrangements for parking if the 3 open spaces are being used.
The Board and residents present expressed their satisfaction with the web site at www.ReconcilableDifferences.net
RDI will send a “Welcome Packet” to all new owners and renters. We ask that owner landlords fill out our paperwork so we know when a new renter moves in.
Residents present requested a list of owners. All owners have a right to this list, but it does have confidential information that we ask you to keep private. This list is only to allow you to know your neighbors and call them if necessary.
It was suggested to have a community “street party”. RDI offered to contribute towards it.
Mike Lee indicated he’d like to limit the number of “for sale” signs allowed at the next selling season that are being placed by River Gardens owners and realtors on Cape Gardens property. As a reminder, all signs placed on Cape Gardens must first receive Board approval and must be made professionally
It was requested that residents be made aware of trash days and how they must leave it for pick-up. The green barrels MUST be used. Waste Management will not take debris left lying out or in other cans. Trash is picked up Saturdays and Wednesday. Yard debris is picked up Mondays. Again, all debris must be put out in the large green cans that Waste Management supplied.
Beverly Davis has offered to help her neighbors with trimming shrubs around their HVAC units and in their yards. Just call her.
8. Set Next Meeting Date: The next meeting will be determined at a later time; however a meeting in November will be planned for approval of the proposed budget. Participation by Cape Gardens homeowners, either in person or via proxy, is imperative. You will be informed of the meeting date and time at least 30 days prior to the scheduled date.
9. Adjournment: With no further business to discuss, the meeting was adjourned at 8:20 pm.
Respectfully submitted,
Kathy Watts, LCAM #27668
Reconcilable Differences, Inc.
Cape Gardens Owners Association
Annual Meeting Minutes
Held March 17, 2007 at 10:00 am at the Cape Canaveral Public Library.
8 Owners attended. 5 Proxies received
13 total votes. Not enough for a quorum so no official voting could be made. (See attendee listing)
Board Members present:
Michael Lee, President Jennifer Glick, Treasurer
Meeting started at 10:10 am
Effective June 1, 2007, Michael Lee is resigning as President and Jennifer Glick is resigning as Treasurer of Cape Gardens Owners Association.
A request for volunteers for new officers was made, none were identified. If new board members are not assigned before the resignation of Michael and Jennifer in June, our maintenance contracts and management contract will no longer be paid and the condition of Cape Gardens will deteriorate significantly and quickly. Please contact Michael Lee, 784-9028, or Jennifer Glick immediately to volunteer and help assure a smooth transition of responsibilities.
Meeting Discussion
Property Management Company
The first item that was discussed was the hiring of a property management company. All in attendance agreed that this needs to be done due mostly to the lack of involvement by the community. Current board members are investigating the use of Reconcilable Differences, Inc. in Cape Canaveral and intend to put them on contract before June 1, 2007.
Entry sign replacement
Discussion was held to see if the residents felt replacing the sign was really needed. The cost to replace the sign is approximately $750 plus labor to install. Would the money be spent better elsewhere such as trimming palm trees, etc? Since no voting could be held, no decision was made go without a sign. As allowed under current association by-laws, an order will be placed to replace the sign.
Cape Garden’s landscaping
Michael Carpenter of Carpenter Landscape Maintenance, our lawn maintenance and irrigation system contractor, gave an overview of the status of the irrigation system and talked about what is covered by our contract with him. Further discussion included the idea of trimming the palm trees in all areas of Cape Gardens versus just the common areas and leaving the individuals to maintain their own on their property. This would be cheaper for association but requires that each homeowner be actively responsible for the upkeep of all trees in their yard. At this point, the majority of trees in Cape Gardens need to be trimmed. There are over 150 palms on the property in the combined common and individual owned properties. Michael Carpenter can trim an individual’s trees if they so desire for a fee. Per the current by-laws, maintenance of each individual lot is the ongoing responsibility of each homeowner. Michael Carpenter is available and willing to perform yard maintenance for any homeowner that wishes to take him under contract to do so. He can be contacted directly to do this by calling him at 321-302-2987.
Discussion of correcting the condition of our grass came up. We are still working to get the sprinkler system completely operational. Michael Carpenter is fixing parts as breakage is identified and he is working sections at a time. There are also problems with the sprinkler timers that he is currently working to identify replacement timers and their cost. Concern has been expressed by one homeowner over the short length at which the grass is being cut. Unfortunately, there are some areas in people’s backyards that are so overgrown with shrubbery, etc. that the only means to care for the grass is by using a weed eater. In order for the landscapers to use the proper mowing equipment, the plant growth in the yards must be kept under control which is the individual homeowner’s responsibility. Keeping our neighborhood looking nice is the shared responsibility of our landscaper and of the homeowners! Carpenter has been requested to provide an estimate for re-sodding all grass areas in Cape Gardens that are no longer predominantly St, Augustine grass. If the choice is made to re-sod the entire property, the cost will be levied on the homeowners as an additional impact. The other option being considered is to re-sod only those areas requiring it in the common areas and require each individual homeowner retain responsibility for sodding or plugging their own property, thus reducing the shared cost for homeowners with less grass on their individual property.
Pool Status
For a small fee, one of our residents has been cleaning the pool furniture and bathrooms on a monthly basis. Due to poor air circulation in the bathrooms, we are experiencing a recurring problem with mildew buildup and its associated smell. Adding vents to the bathroom doors will help mitigate this problem, but will require levying an impact on each of the homeowners to cover the costs. No voting could be held, so no action has been taken on the door vents.
Auto Issues
People are violating the no parking area rules. Enforcement of this and all association rules is the responsibility of each and every homeowner. Homeowners need to start putting notes on cars and telling their guests that parking in No Parking areas is not allowed. If this continues to be a problem, we will have to enforce this rule and have vehicles towed. Please let people know if you see them parking inappropriately so this action is not necessary.
We discussed the idea of adding of speed bumps on King Neptune Lane where people are known to speed. There could potentially be a liability issue as the individual owners on King Neptune own their portion of the road. After we hire a management company, we will discuss this topic with an attorney.
Treasurer’s Report:
Reviewed the Profit and Loss Statement for 2006. We were down $3,789.71 from 1/1/06 primarily driven by: Unpaid dues
Increases in insurance premiums, lawn maintenance, water, and electricity
Unpaid property taxes for common area in 2005 and unbudgeted item for 2006.
Pool expense has risen due to the previously mentioned water and insurance rate increases. River Gardens currently pays 50% of the pool costs; however, the officers of the Cape Gardens have requested that we consider terminating our sharing agreement at the association level and handle it only at an individual level, including our use of the river boardwalk. Their share has gone up from $10 per month per unit to $12.24 per month per unit for 2006 and $11.68 per month per unit for 2007.
We currently have over $7,000 in Accounts Receivables due to unpaid dues and payments owed by River Gardens.
Open Floor:
The draining ditches on both Evelyn Ct. and King Neptune need to be cleaned. Need to call the city to see if they will clean.
Suggestion to have another meeting in 6 months. Meeting adjourned at 11:55 am.