November 19 Board Meeting Minutes
October 15 Board Meeting Minutes
September 17 Board Meeting Minutes
August 20 Board Meeting Minutes
June 18 Board Meeting Minutes
May 21 Board Meeting Minutes
April 16 Board Meeting Minutes
March 12 Board Meeting Minutes
February 15 Board Meeting Minutes
February 13 Annual Meeting Minutes
February 13 Organizational Meeting Minutes
January 31 Workshop Meeting Minutes
January 16 Board Meeting Minutes
1. Call to order The meeting was called to order at 6:30 p.m. Board members present: President Ed Smally, VP Jerry Beaumont and Treasurer Jean Deck. Director Shirley Varni could not attend. Ten other owners attended.
2. President's Message - Ed Smally
The finance committee recommended that the fees stay the same while we wait for hurricane damage assessment.
At that time, the Board will decide whether to Special Assess or not.
3.Approval of minutes- August 20 Board meeting:
Jean Deck motioned to approve the minutes as written. Jerry Beaumont seconded, all in favor.
4. Budget/Finance Committee:
Harold Fletcher stated that the committee has been busy preparing a proposal for the Board for the 2005 budget.
Only one person attended the finance committee meeting that was posted. The proposed budget was mailed more than 14 days
before this meeting.
Regarding the audit for 2005-- Florida Statute and Canaveral Sands Governing Documents Require that a CPA complete an
audit each year. An engagement letter will be sent out in mid-December. We have had a good relationship with
Bray Beck & Koetter who has done the audits since 2001. The board agreed to continue to use this firm.
Through October, we have brought in $10,792 more than spent. It is a good “policy” to have 2 to 3 months of expenses
saved in the operating account. By having this available, we do not have to finance insurance policies.
5.Budget---Harold Fletcher
Operating expenses will be increasing 3.25% for 2005, but the Board wanted to keep the assessment the same while
we find out what extra expenses will be required to repair hurricane damage. By keeping the monthly assessment the
same, reserves had to be lowered a bit. Jerry motioned to accept the budget as mailed. Jean seconded, all in favor.
6.Management Report/Unfinished Business- RDI (Michelle)
a. Financials
Michelle stated that coupon books will be mailed out in December for the new budget year. The unit owners
who had been in collections have paid the attorney in full. Although we do not have the money in our
hands yet, the attorney has stated that the account is paid in full.
b.Garage C door replacement:
Twelve of the 13 doors have been installed. One had to be coordinated with the
owner to remove his vehicle. This job should be complete next week.
c. Status of 3-206 balcony painting
Another letter was sent, after a call 2 weeks ago was not well-received. The Board agreed that if this
balcony shed and walls are not painted correctly within 10 days, the lawyer will take over..
d. Building 3 third floor elevator door replacement::
Thyssen Krupp hopes to have the door installed before Thanksgiving
e. Brighthouse TV cable replacement:
A second meeting was held Monday of this week and Brighthouse wants to start the cable upgrade work on
November 29th at building #1. Residents of #1 will be notified in person. Other buildings will receive a letter
with the details. Any utility room modifications will have to be viewed to see if they must be removed for access.
This work MUST be done in ALL units. Once Brighthouse obtains access to the main line, they will also run new line
to the ceiling of the kitchen. No more new lines will be run in the unit, but all cable outlets will receive new ends.
It is owners responsibility to move all furniture from in front of these outlets. Call management for clarification
for extremely heavy furniture that is in front of cable outlets. All of this upgrade work is being done at no charge
to the Association or owners
f. Painting building 3 & 4 walkways and 1st floor patios:
Larry from Tech Systems met with management today. They will start pressure washing on Tuesday, November 30th
and tentatively will paint the walkways November 7 & 8. Stairwells and patios will be done later, no date has yet
been set. The walkway painting will be in 2 steps, 2 coats, 2 days in a row. Both days, residents will have no
walkway access from 9am until 4 pm.
g. Status of cement walkthrough repairs::
We are waiting for more sand to be placed behind Building #4. Also Unit #1401 has 2 balcony cracks
that will be re-done
h. Status of pool cement repairs and bldg 1 electrical room sump pump:
This is still on hold because of the hurricanes.
7.Landscape Committee Report - Joann Smally
a. See attached report
b.Hedge repair:
After Thanksgiving, the landscaper will be planting a new hedge. Approximate cost is $1350. As for the
ligustrum hedges – any plants showing no "green" are probably dead. The bid to pull out and replace these,
and mulch them, is about $1,000. The board approved repairing this hurricane damage. Petunias were just planted
at the entrance.
8. Condo Maintenance---Phil Heller
a. Report is attached to file copy of the minutes.
b. Garage doors and roof #1 took most of Phil’s time this month. Great thanks to Don White, who spent
approximately 4 hours per day disassembling the garage doors so we can use them for parts! He also loaned the
use of his garage for storage. Harold Fletcher also helped out. Thanks to you both!
The Board hired Chris Juliano to work 3 hrs in the evenings and some Saturdays to help Phil get caught up.
He is being paid $10 per hour.
9. Other Unfinished Business
a. status of building #1 roof replacement:
Commercial Roofing should finish by Thanksgiving or the following week. They are currently pulling wire
down to the air conditioners and putting in pitch pans, all is enclosed and dry at this time. The roof consultant
and the roof committee both say the association has saved money by contracting for the work before the hurricanes,
even though there have been setbacks and problems. They feel costs would have gone up and the hurricanes most likely
would have damaged the old roof.
b. Elevator maintenance contract:
We are waiting for an original copy to sign and return instead of the faxed version
c. Flores Del Mar heater cover:
Jean Deck stated that the condo next door has installed 2 brand new heaters without combustion fans.
They are much less noisy.
d. Mrs. Smally asked if the “Trim the Tree” party could be held in the rec room on Sunday,
December 5th. The board agreed. Notices will be posted.
10. New Business
a. 2005 garage sale dates:
Brian Lund asked to continue these quarterly sales. Brian has overseen all work and clean-up.
The Board agreed to continue these sales.
b. Perimeter fence:
Prices are still being obtained. Only one bid has so far been received. The north fence
blew down in the hurricane and management was asked to obtain bids for the whole fence, but after investigation,
only the north fence needs repair now. There is a wait time of six to seven weeks on materials alone right now.
c. A/C for rec room:
The roof compressor is on its last legs. A bid of $2,545 was received from Kabran for a complete system.
Jerry motioned to accept the proposal and have Kabran install the new system, which includes a thermostat.
Jean seconded. All in favor.
d. Tinted or coated glass:
An owner requested the ability to tint their sliding glass doors.
Per past rulings, brown tinted glass is allowed, but no coating is allowed over the glass.
e. Management compensation:
Michelle Dugan of Reconcilable Differences has been managing Canaveral Sands since January 2004.
Audience members gave favorable reviews of her work before she was asked to leave the room. The board and the
other attendees then discussed if a compensation adjustment should be made. It was mentioned that RDI had
originally requested $13/unit/month but had agreed to $12/U/M with an evaluation after 1 year. Jean Deck
made a motion to raise the RDI compensation to $13/U/M, seconded by Jerry Beaumont. The motion passed unanimously.
11. Adjournment-- There being no further business the meeting was adjourned at 7:58pm.
Respectfully Submitted
Michelle Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed Smally--Canaveral Sands Condo Association
Landscape Committee Report For November 19, 2004 Board Meeting
This report includes information since the October report.
Black Spray has spread granular fertilizer this month on the lawn and shrubs. The president of the board and I met with Terry Kennedy from Black Spray and he agreed to spray our planting areas with a liquid fertilizer to give the plants a little extra help recovering from the hurricane. He also did another treatment for global sedge in front of building one.
Stanley has trimmed the dunes during the week of Nov. 8. He also trimmed the oleander tree on the south side of building 2.
Dann has been looking for new plants for our hibiscus hedge and for ligustrum to replace dead plants in hedge around pool and between buildings 1 & 2.
Michelle found someone to grind up and remove stumps and roots of Washingtonian palms.
Work performed since last report
1. Normal grass maintenance was performed.
2. Removed damaged plants from hibiscus hedge.
3. Trimmed remaining plants in hibiscus hedge severely to help their recovery.
4. Planted petunias under entrance sign and north of garage C.
5. Planted annual plants where Washingtonian palms were. This is a temporary fix to
make it look nice until we decide what to plant there
Future landscaping work (* indicates what
is expected to be done before the next board meeting)
1. Monitor plants damaged by hurricane and trim as necessary.*
2. Replace plants that were blown over or severely damaged by hurricane.
3. Do lower trimming of oleander hedge south of bldg. 2.
4. Trim small hibiscus and oleander trees.
Items to be put on November agenda
Hedge repair
Landscape Committee
Sharron Barrett
Jean Deck
Joann Smally - Chairperson
| End of November 19 Minutes |
1. Call to Order: President Ed Smally called the meeting to order at 6:30 pm in the Rec Room. Other Board members present: Jerrold Beaumont, Jean Deck and Shirley Varni. Eight other owners attended.
2. President's Message - Ed Smally
The new revised handbook of Canaveral Sands rules & regulations and emergency & useful phone numbers will be put in each
unit next week. They will be given to realtors to give to renters. This handbook has a good table of contents so
information being looked for will be easy to find. Reading the handbook or looking up specific information should
answer many of the phone call questions received by management.
Two pickup trucks with ladders have been parking on the premises overnight. This in not normally condoned.
They belong to insurance adjusters staying here. An exception has been made to help speed up resolving hurricane
insurance problems.
Unit owners with hurricane damage have been asking about association versus unit owner responsibility. Our condo
documents state that the apartments of the condo consists of the volume of space which is contained within the
undercoated or unfinished exposed interior surfaces of the perimeter walls, floors and ceilings of the apartment.
This information is also true for garages. Some owners do not understand what their responsibilities are with regard to
their units and letters have gone out to those owners who, due to water intrusion from old sliders, caused damage to
units below.
3.Approval of minutes- August 20 Board meeting:
Jerry Beaumont's name was mistakenly left out as attending the last meeting. With that change, motion by
Jerry Beaumont to accept the minutes. Shirley Varni seconded. Motion passed unanimously.
4. Hurricane Jeanne:
The October newsletter contains information about the damage from the second hurricane hit in one month. Below is a
synopsis. There are currently 7 garage ceilings near the entrance that came down in the hurricanes. It will be
about 2 months before these can be repaired, while unit and life/safety issues are addressed. Many more shingles
were lost as well. The roof consultant, however, says there is no structural problem with waiting and no water
will intrude due to the slop of the mansards. The pool equipment was flooded by seawater and two pumps needed
replacement. It is estimated the damage to landscaping, pool, perimeter fence, other common area repairs and
clean-up to be in the $25-$40K range. The mansards, soffitts, drain pipes, and roof repairs are an unknown
cost at present however our roof consultant is working on this. The hurricane deductible is $106K per building,
so no insurance proceeds will be available
5.Budget-Finance Committee---Harold Fletcher
Harold reported that the committee met on the 14th to review the financials through Sept. 30th and to discuss an
initial budget for 2005. As of September 30th, there is $48,426 in the Operating account and $442,897 in Reserves.
Through September, the Association is under budget by $13,225. Replacing mansards was scheduled for one year away, but
the hurricanes have hurried that along. Hurricane repairs won’t be figured into next year’s budget, with a
Special Assessment possible.
6.Management Report/Unfinished Business- RDI (Michelle)
a.Financials
The insurance policy just renewed. The Association sent a check for a year’s payment for property/liability coverage
of $22K. There is a cushion in the operating account with which to do this and it saves interest payments of
almost $800. The “wind” coverage is an additional $21,5K and will be billed by Philadelphia Insurance in 10 monthly
interest-free installments. We have $13K in pre-paid assessments, which is owners who have paid ahead, and $2,689
in receivables. That constitutes 7 units behind one month and 5 others with small balances due. Overall, receivables
are in good shape.
b.Status of Front Entrance Sign:
The new sign was installed today.
c. Garage “C” Door Replacements:
Abell Garage Doors state that in 3 weeks the doors should be completely installed. They do need access to these
garages and ask that owners move all items away from the door to at least halfway back inside their garage to make
it easier to install the doors. We have 2 painting bids of $50 per door, with paint supplied by Association.
d. Status of unit 3-206 Balcony Painting:
The association has supplied the owner with 5 gallons of wall and ceiling paint and 1 gallon of shed paint.
The owner agreed to repaint before the end of September, but recently said the hurricanes stopped the progress.
We will allow until October 30th before a prompt compliance demand letter is sent.
e. Building 3 third floor elevator door replacement
Thyssen-Krupp Elevator was mailed a deposit of $1944 on August 19th, but with the hurricanes, replacement was
postponed. The company has promised to get this installed as soon as possible
f. Brighthouse TV cable replacement:
This week, Brighthouse called to again apologize for the delay and to state that it is still unknown when they can do
this work because the construction department is still in restoration mode.
g. Painting building 3 & 4 walkways and 1st floor patios:
Tech Systems is looking at starting this in 6 weeks, barring any more weather-related problems.
h. Status of cement walkthrough repairs:
A $15,000 retainage is still owed to the concrete contractor (Concrete Restoration Inc). They have one balcony crack
to repair and will be adding sand to the landscaping to fill ruts. This company will also be coming back to do extra
work at unit #1-301. Now that the owner is replacing her sliding doors, the door will be raised and the balcony leveled.
i. Status of pool cement repairs and bldg 1 electrical room sump pump:
Concrete Restorations, Inc will also be doing the pool deck repairs, installing a sump pump, and repairing
building #1’s walkway ceiling that blew down in the hurricanes.
7.Landscape Committee Report - Joann Smally
a. See attached report
b.West hedge repair:
A large amount of hedge will have to be pulled out. The cost to do this, replant and cut remaining hedge to
2 feet will be about $1,500.
8. Cond Maintenance---Phil Heller
a. Report is attached to file copy of the minutes.
b. Phil stated that the roof consultant really helped the Association by recommending the coping repairs
be done to building 2 and 3 roofs. If these had not been done, more serious damage would have occurred in the
hurricanes. The new roof on building #4 sustained no damage. There is still much clean-up work to do. Seven
garage ceilings fell down in the storms and will be 5 to 6 weeks before repairs are made. Fence lighting had to
be replaced as well as many exit lights. Phil will identify signs missing because of the hurricanes so that
management can have new ones made.
9. Other Unfinished Business
a. status of building #1 roof replacement:
After many calls and a certified letter, Commercial Roofing is finally back on the job to finish
building #1’s roof. The hurricanes voided any warranties in place.
b. Replace pool heater:
The gas heaters seem to last 2 years on the beach and this one has not been able to be revived this fall.
A new gas heater will cost $1940, to be installed by Nat-Pro Gas. Jerry Beaumont motioned and Shirley Varni
seconded approval to replace. All in favor. Money to come from reserves for this project. Phil added that
the pool is 76 degrees now; with heat, it stays about 84 degrees.
c. Elevator maintenance contract:
Board member Shirley Varni researched the details of the contract. She asked for clarification about the
cost of the inspector because the contract said this was a cost to the association. Michelle said the inspector’s
fee of approximately $150 per elevator is a cost all Associations incur every year. Other areas of the contract
that Shirley mentioned that the board agreed should be changed in the contract are:
1. Change the 90 day termination clause to 60 days. (if possible)
2. State that there will be no more than a 3% yearly increase (for sure)
3. State that mediation be done in Brevard, not Miami Dade county (for sure)
4.The addendum referenced in the contract must be added to the contract (for sure)
d. Flores Del Mar heater cover--On Hold:
10. New Business
a. Electronic garage door openers
In the hurricanes, a few garage ceilings fell down from water intrusion. One has stated that the fallen ceiling
caused their garage door opener to stop working and they have requested re-payment of the equipment, at $140.
The attorney has stated that owners are responsible for anything they add on to their garage, so this request was denied.
b. Condo insurance
As stated above, the insurance was just recently renewed at the following costs:
Condo Package-Liability/Property Damage-------$18,082.
Wind/Hurricane---------------------------------------$21,495.
Crime---------------------------------------------------$ 701.
Directors and Officers Liability Insurance---------$ 1,100.
Umbrella-----------------------------------------------$ 2,090.
Flood renewed in July at $3,288 per bldg-----------$13,152.
total Yearly Insurance:--------------------------------$56,620.00
If wind damages the property, a $1,000 deductible per occurrence is levied. When a named hurricane is the reason
for the damage, the deductible becomes 3% of the value of the building. Each of our buildings are valued at $3,560,000
so the deductible is $106,800 per occurrence per building.
c. Flood insurance certificate
Some homeowner flood policies are requesting an elevation certificate, but the Association does not have one.
The city has a flood map and may be able to make copies and audience members said there is a website where you
can pay for a flood elevation map.
d. Canaveral Sands has hired a helper for Phil for 15-20 hours a week to help with hurricane cleanup
so Phil will have more time for more important repairs.
e. Hurricane Shutters
Owner Bob McPeek asked about Canaveral Sands policy regarding temporary hurricane shutters. The rules at
the present time are that only permanent roll down shutters are allowed. The board agreed to let Mr. McPeek
and Brian Lund research temporary type shutters keeping in mind that drilling holes in balcony floors is not
acceptable, holes in building walls cannot be left open, and the color must match the color of the building.
10. Adjournment-- There being no further business the meeting was adjourned at 7:50pm.
Respectfully Submitted
Michelle Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed Smally--Canaveral Sands Condo Association
Landscape Committee Report For October 19, 2004 Board Meeting
This report includes information since the Sept report.
Black Spray will be spreading granular fertilizer this month. This should help our plants to recover from the hurricane. He will be asked to do another treatment for global sedge in front of building one.
Damage from Hurricane Jeanne
Stanley started to trim the dunes on August 25. Hurricanes Frances and Jeanne and the huge number of broken and downed trees that have to be removed from homes and streets seem to be keeping him busy. We will contact him again.
Work performed since last report
1. Normal grass maintenance was performed.
2. Debris pickup from lawn.
3. Started to remove damaged plants from hibiscus hedge.
4. All three Washingtonian palms have been cut up and removed
Future landscaping work (* indicates what
is expected to be done before the next board meeting)
1. Monitor plants damaged by hurricane and trim as necessary.*
2. Replace plants that were blown over or severely damaged by hurricane.
3. Do lower trimming of hedges to help them come back after hurricane.
4. Trim small hibiscus and oleander trees.
5. Remove stumps from Washingtonian palms.
Items to be put on October agenda
West hedge repair
Landscape Committee
Sharron Barrett
Jean Deck
Joann Smally - Chairperson
| End of October 19 Minutes |
1. Call to Order: President Ed Smally called the meeting to order at 6:30 pm in the Rec Room. Other Board members present: Jerrold Beaumont, Jean Deck and Shirley Varni. Thirteen other owners attended.
2. President's Message - Ed Smally
A September newsletter will be sent out explaining damage from hurricane Frances. Management has notified our
insurance carrier that Canaveral Sands did sustain damage from hurricane Frances. However it is doubtful if it
will be more than the insurance deductible, which $103,000 per building.
3.Approval of minutes- August 20 Board meeting:
Motion by Jean Deck, seconded by Shirley Varni to accept the minutes as presented. Motion passed unanimously.
4.Hurricane Frances
Water from the storm surge reached halfway through our dunes in a few places. There were no broken windows.
There was a lot of shingle, soffitt and drain spout loss. The roof consultant recommended that we wait 4 to 5 months
before trying to get a contractor for replacing these items because they will be hard to get and very costly.
The premises may not look nice during this period but he has assured me there is not a water intrusion problem.
There was a large amount of debris, especially in front of Buildings 1 & 2. The Board appreciated “Drywall George’s” time
in helping with clean-up while Phil was away. Phil is now checking air conditioners on the roof, getting lights working
and other safety problems which the Board deems more important than cleaning. The newly planted trees at the entrance
blew over and were replanted at no cost to us by the landscaper. About a third of the coping at the edge of the mansard
on top of building 1 blew off. This was part of the old roof that had not been replaced yet. Three
elevator covers blew off. Water poured into the elevator shafts and kept blowing fuses until the elevators dried out.
Garage lights and emergency lights were broken. One garage still has no power. The north perimeter fence was blown
over and a parts of a few garage ceilings fell down close to the entrance. This may sound like a lot of damage but it
could have been much worse. It looks like it will be less than our insurance deductible.
A major problem was water intrusion under and between old sliding glass doors. This resulted in many carpets being soaked and water seeping down to units below. The resulting damage was to 3 areas. (1) to the unit where the water came in (2) to association common elements-- rebar in the cement and wallboard, and (3) to property in the unit below. It is recommended that unit owners with this problem replace their sliding glass doors. They may also want to get storm shutters. Our attorney has said that unit owners who do not repair a problem that is damaging other property could be held responsible by being negligent if the problem is not repaired after being notified of the problem
5.Budget-Finance Committee---Harold Fletcher
Harold stated the reserves appear to be in good shape. At this time, the committee is waiting for cost estimates for
repairs because of hurricane Frances to see whether there will be enough in reserves to cover the repairs.
6.Management Report- RDI (Michelle)
(a)Financials:
Manager Michelle Dugan stated that the Association has $42,767 in the Operating Account and $430,817 in Reserves.
Currently the Expenses are $7,277 less than expected, due to lower than budgeted sewer costs. Over $15,000 has
been pre-paid by owners for future assessments. Eight owners are in arrears by one month and 1 is in arrears two months.
Finance charges are being assessed to late payers.
b. Status of Handbook Update
The final review was done and handbooks will soon be distributed to all units
c. Front Entrance Sign
The hurricane broke the posts and blew the main board down. The contractor bid an additional $345 to repair
and install with supportive concrete. The Board agreed.
d. Garage C Door replacement
The permit was finally received yesterday from the city, so the door company has ordered the new garage doors
to be installed on the street side of “C” garage. Installation will be mid-October due to hurricane hold-ups.
e. Status of unit 3-206 balcony Painting
The owners were given until September 30th to do the re-painting work.
7.Landscape Committee Report - Joann Smally
a. See attached report
b.tall trees at entrance:
Bids were received to cut up or re-plant the 3 large Washingtonian palms near “C” garage. No one could
guarantee survival. Bids of $200 plus cherry-picker were received. After much discussion it was agreed the trees
were too tall to try to replant. The board was worried about them falling and hitting our garages, telephone lines
or pedestrians. It was decided to cut them up and have them removed..
c. Dune Trimming
Stanley Ostaski started trimming the dunes before hurricane Frances started. He will return as soon as
possible to finish. However that may not be for awhile because he is probably busy doing debris removal.
8. Condo Maintenance---Phil Heller
Report is attached to file copy of the minutes.
9. Other Unfinished Business
a. Bright house TV cable replacement:
As of this date, there was no mention of canceling the dates. However please note that on September 20th,
a notice was received by management that puts this item on hold indefinitely.
b. Painting Buildings 3 & 4 Walkways & 1st Floor Patios:
c. Status of cement walkthrough repairs:
d. Status of pool cement repairs and Bldg #1 electrical Room Sump Pump:
All of the above (b, c, and d) have been put on hold while contractors are doing hurricane clean-up and
emergency repairs for others.
d. Status of Building #1 Roof Replacement:
The roof company has not returned after hurricane Frances to continue replacing the roof. They have been busy
doing emergency repairs for people who had their roof blown off. All the AC’s on stands were still upright on the stands.
One of them had been hit by a flying object and had lost its Freon. Three stacks of AC’s that had not been put on
stands yet were either blown over or had been moved by the wind. These were set upright and attempted to get running.
If this was not possible the owners were notified so they could get their AC person to repair it. There were some tears
in the new roof, but Phil repaired them
f. The elevator door for Building #3, 3rd floor, has been ordered by Thyssen-Krupp. This replacement is
required to obtain the elevator certificates and should stop the many repair calls on that elevator.
The new contract proposal from Thyssen-Krupp had been reviewed by the association attorney. He agreed the
proposal was legitimate but found many places that he felt were too advantageous for the contractor. Board member
Shirley Varni is going to review the contract for the rest of the board and make a recommendation.
g. Beach Pools came on Sept 8th to put chlorine in the pool. They did not come back until today, at which
time they cleaned the pool so it could be opened. This took much too long. Price-Rite Pools re-bid pool maintenance
at 2 days per week in winter and 3 days per week in summer for $458 per month. They will also requires $1500
in repairs to get the pool running properly. Shirley Varni motioned to try new pool contractor Price Rite Pools
at $5,500 per year. Jean Deck seconded, all in favor.
e. Flores Del Mar heater cover
So far there is no problem because they have not turned on the heater yet. They did purchase a new unit
with a combustion air fan, which should help with the loud noise.
10. New Business
a. . Residents have been throwing many items into the roof dumpster. The roofer will be reminded that we are
giving him free storage of his roof material in our garages if he should complain about this.
10. Adjournment-- There being no further business the meeting was adjourned at 8:34pm.
Respectfully Submitted
Michelle Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed Smally--Canaveral Sands Condo Association
Landscape Committee Report For September 17, 2004 Board Meeting
This report includes information since the August report.
Black Spray has done the regular insect and liquid fertilization application for the lawn. He will be asked to do another treatment for global sedge in front of building one.
The area behind building 4 where there are deep ruts caused by the lifts that the cement repair company used will be repaired by them. These ruts are deep enough that they interfere with the lawn mower. Some sand has been put there but more is needed. Some of the grass there is currently being cut with the hand edger so it is not as even as usual
Damage from Hurricane Frances
Stanley started to trim the dunes on August 25. Again this has been stopped due to Hurricane Frances and the huge number of broken and downed trees that have to be removed from homes and streets. A large amount of sand was blown into our dunes.
Work performed since last report
1.Normal grass maintenance was performed.
2.Dune crossovers were trimmed.
3.Fence line was sprayed to kill weeds and grass.
4.Hibiscus hedge was trimmed.
5.Weeds were killed around garage doors and in planting beds.
Stanley started to trim the dunes on August 25. Again this has been stopped due to Hurricane Frances and the huge number of broken and downed trees that have to be removed from homes and streets. A large amount of sand was blown into our dunes.
Future landscaping work (* indicates what
is expected to be done before the next board meeting)
1. Monitor plants damaged by hurricane and trim as necessary.*
2. Replace plants that were blown over or severely damaged by hurricane.
3. Try to straighten some of small trees blown by hurricane.*
4. Do lower trimming of hibiscus hedge to help it come back after hurricane.
5. Trim small hibiscus trees.
6. Cut up and remove debris from Washingtonian palms
Items to be put on September agenda
Tree damage
Dune trimming
Landscape Committee
Sharron Barrett
Jean Deck
Joann Smally - Chairperson
| End of September 17 Minutes |
1. Call to Order: President Ed Smally called the meeting to order at 6:30 pm in the Rec Room. Other Board members present: Jean Deck and Shirley Varni. Absent: Jerrold Beaumont. Ten other owners attended.
2. President's Message - Ed Smally
The August newsletter was sent out so that unit owners would receive it before the board meeting.
It is also on our website. Empty boxes take up too much space in the dumpster. This causes garbage to back up
the garbage shoot and fall on the floor when the dumpster is emptied if the boxes are not taken out by Phil
and broken down. This is a reminder to owners to break down their empty boxes before putting them in the dumpster.
Owners should remind their renters to do the same.
3.Approval of minutes- June 18 Board meeting:
Motion by Jean Deck, seconded by Shirley Varni to accept the minutes as presented. Motion passed unanimously.
4.
Budget-Finance Committee Report - Harold Fletcher--
There was no written report this meeting. Harold Fletcher, the chairman, reported that the financial
statement appears to be in good shape. All the problems in the previous statement have been taken care of in the
July financial statement. Harold reminded management to make sure the monthly Profit & Loss Budget VS Actual is
put in the financial statement.
5.Management Report- RDI (Michelle)
(a)Financials
We have over $15K in prepaid assessments and only $2,368 in late payments. The last two Special Assessments
outstanding are complete. The owners finally provided proof of payment, 7 months late. These two units, owned by
the same person, are, however, still one month in arrears and the attorney says they are still responsible for
the collection fees. Four other owners are one month in arrears. An owner present stated that the coupon books
help people remember to pay. Now that late interest is being assessed, that helps people pay promptly as well.
b. Status of Handbook Update
The proofreader just finished going over the handbook. Copies will soon be made and placed in each unit.
This booklet will also be given to realtors to give to renters.
c. Front Entrance Sign
The sign contractor originally approved raised his price and would not supply written specifications with
his contract. Therefore, more bids were received, from $950 just to repair, all the way up to $3600 for 2
new sides. After much discussion, the Board agreed to have the sign repaired and re-painted, but with the approved
new logo of sunset colors at a cost of $1,203. Work has begun.
d. Garage C Door replacement
After much investigation, the ribbed steel door with a wind-load capability of 130 MPH seems the best fit.
These doors are close in design to the current doors. The city required that the contractor obtain the permit
and Abell has submitted paperwork to them. These should be installed the 3rd week of September. Old doors are
going to be disassembled for parts. Phil recommended clearing out the storage room in Building 2 to store the
rollers, springs and door panels.
Shirley Varni motioned to spend $500 each for 13 doors, to be installed on the “C” garage; all to include a locking handle, with funds to come from Garage Door Reserves. Jean Deck
seconded, all in favor. Painting bids are being sought, but should cost about $50 per door. This will also be taken from reserves. Questions arose about how automatic garage doors will be hooked back up. Contractor will be asked how much extra would be charged (to owner) for this.
e. Status of unit 3-206 balcony Painting
Unit #3-206 owner has painted the walls, ceiling and shed on her balcony a different color than the rest of
the units. She was asked to re-paint. We have supplied her with 5 gallons of wall and ceiling paint and 1 gallon of
shed paint and her husband has agreed to paint it before the end of September.
6.Landscape Committee Report - Joann Smally
a. See attached report
b. Tall trees at entrance
Trees were planted at the entrance and not deemed to need “staking” by the contractor. He came in the Sunday
after the hurricane to re-plant two trees that had blown over. He also agreed to replace these trees if they die.
The contractor was asked to remove the entrance sign bushes, as they were overgrown and too big for the spot.
New plants will be installed after the sign is completed. Some damage was done to the hibiscus hedge at the north
end of “C” garage. They will be cut back and re-positioned. The city cut down the broken palm tree and said they
would replace it.
c. Dune Trimming
Stanley Ostaksi was called in July to start trimming the dunes August 1st. He said he was too busy and would do
it August 16th. On August 16th cutting was postponed because of hurricane Charley. He said he would start
on August 23rd.
7. Condo Maintenance---Phil Heller
Phil stated that having Clean Serve do all the janitorial work and walkway cleaning is working out well.
Brevard Fire Safety inspected all fire extinguishers. Fire panels were inspected by CFS in June. Stand pipes
will soon be inspected. The State Elevator inspector pulled the disconnect power and the handle broke. This
was replaced last week. During hurricane Charley the #2 elevator was not powered for 4 days due to a “leg” of
FPL power that had been hit by lightening. Phil thanked the Board for his bonus and raise.
8. Unfinished Business
a. Painting Buildings 3 & 4 Walkways & 1st Floor Patios:
Tech Systems will start mid-September due to summer rains.
b. Status of cement walkthrough repairs:
There was a walk-through today with the engineer, coating manufacturer representative, the contractor,
Phil, management and the President. Some spots are showing through the paint topcoat. This is the sealant coming
through the top coating. It is a problem with adhesion, and the undercoating appears darker due to sun exposure.
Small cans of repair coating will be left. This is not a water penetration problem; the sealant is good. The full
five-year water penetration warranty was given by the manufacturer.
Cracks have appeared in a few balconies, which may require a post to be installed at the corner of the balcony
for support. A repair will be tried first and then this will be checked in the winter when the concrete contracts.
c. Status of pool cement repairs and Bldg #1 electrical Room Sump Pump:
CRI, the contractor, will start this work on Sept 13th. There is enough in reserves to do this work.
d. Status of Building #1 Roof Replacement:
There was a leak in stack #1 before the hurricane. De-humidifiers and blowers have been in these units
for almost 2 weeks and chemicals have been applied to deter mold. Roofers fixed that leak, but then another
showed after the next rain. The Roof Consultant will try to collect for the cost of the repair bills of $6K to $10K
from the roof contractor. We expect the roof to be completed the second week of September.
e. Flores Del Mar heater cover
Jean Deck stated that the condo to the south has replaced one heater with a “no fan” unit. Until the second
heater is turned on at the same time, there is no way to know about the noise level. This is on hold until winter.
9. New Business
a. Brighthouse Cable Upgrade
This work will begin October 18th. Management procured two security guards, to be paid for by
Brighthouse, while this work is underway. Owners will be responsible for giving clear access to the technician
for all cable outlets.
b. Sand Litigation results against Army Corp of Engineers:
$15,000 was received by Canaveral Sands Condos in settlement against the Army Corp. Shirley Varni motioned
to place $5K in the operating fund to build up funds for future emergencies and place $10K in
Deferred Maintenance Reserves. Jean seconded, all in favor.
c. Elevator Maint:
The elevator inspector wrote up the 3rd building for a rusty door and threshold, which he said may be
why the elevator stops working occasionally. This is a “major” violation and the Association will not be able
to obtain the annual permit until the door is replaced. Bids were received of around $4K. Thyssen-Krupp Elevators,
the current maintenance company, was also sent a certified termination letter due to poor service. They have
since offered a 2-year (instead of 5) contract for less money and very importantly, no overtime fees. Currently,
we have spent over $1400 on overtime this year. The Board asked that the lawyer review the new contract.
Jean Deck motioned to accept the elevator door replacement proposal of $3,983 by Thyssen Krupp, because they
are the current maintenance company for at least the next year. This amount will be taken from elevator reserves.
Shirley seconded, all in favor.
d. Pool Maintenance:
This particular summer has been the worst. Beach Pools has been maintaining the pool since inception,
but 13 days in July, Phil found zero chlorine readings. Anything below .5 chlorine can shut down the pool by
the Health Dept. Beach Pools has not been doing a good job recently. For almost 3 months, we were calling daily
due to low chlorine levels, no service, etc. A bid was received from Price-Rite pools, but his bid is $540 per
month; $145 more than Beach charges in summer and $245 per month higher than they charge in winter. This is a
cost difference of $2,340 per year. He also bid $1,543 for needed repairs that Beach has not had time or knowledge
to repair (filter grids, flow meter, chlorine feeder, chlorine vat). The Board asked management to call Price Rite
and see if their price could come down a bit.
e. Fire System Maintenance:
It is unknown when the last maintenance inspection was done on the stand pipes and fire suppression system
on the buildings. Management sent a termination letter to Wiginton, but cannot find payment to them in the last
two years. All Florida Fire Systems has bid $975 per year for 4 quarterly inspections, one of which will be a
hydro testing. There are state statutes that require quarterly inspections, although the city is only checking
annually right now. Shirley motioned to contract with All Florida. Jean Deck seconded, all in favor.
f. Owner Input:
An owner saw a sign on another condo elevator that she would like to see used at Canaveral Sands. A copy
will be placed in each elevator. If it is well-accepted, a real sign will be made to post at the entrance to the
elevators on each floor.
10. Adjournment-- There being no further business the meeting was adjourned at 8:34pm.
Respectfully Submitted
Michelle Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed Smally--Canaveral Sands Condo Association
Landscape Committee Report For August 20, 2004 Board Meeting
This report includes information since the June report.
Black Spray has been contacted to treat cinch bugs behind building 4.
The area behind building 4 where there are deep ruts caused by the lifts that the cement repair company used will be repaired by them. These ruts are deep enough that they interfere with the lawn mower. Some of the grass there is currently being cut with the hand edger so it is not as even as usual.
We had very little damage to plants from hurricane Charley. There was some debris from palm trees, especially near the street. Most of the palm trees on our property had been trimmed recently which limited the amount of debris. There was some damage to the hibiscus hedge behind garage C. Two new palm trees were partially up rooted and have been replanted by the landscaper.
Stanley has been contacted to trim the dunes. He was unable to start on August 1 as requested and so a starting date of August 16 was agreed on. This has been postponed again due to work caused by hurricane Charley. He will start our dunes on August 23.
Work performed since last report
Future landscaping work (* indicates what is expected to be done before the next board meeting)
Items to be put on August agenda
Tall trees at entrance
Dune trimming
Landscape Committee
Sharron Barrett
Jean Deck
Joann Smally - Chairperson
| End of August 20 Minutes |
1. Call to Order: President Ed Smally called the meeting to order at 6:30 pm in the Rec Room. Other Board members present: Jerrold Beaumont and Jean Deck. Five owners attended.
2. President's
Message - Ed Smally
Turtle Season Notices received from the city are posted, giving directions for lighting during their season.
Walkway Railings will be replaced on building #4 this year. They will be replaced on Buildings 1 & 2 when money
is available.
There will not be regularly scheduled board meetings for July and August. A Meeting will be called and noticed when
and if one is necessary to conduct condo business.
3. Approval of
minutes- May 18 Board meeting:
Motion by Jerrold Beaumont, seconded by Jean Deck to accept the minutes as presented. Motion passed unanimously.
There will not be regularly scheduled board meetings for July and August. A Meeting will be called and noticed
when and if one is necessary to conduct condo business.
4.
Budget-Finance Committee Report - Harold Fletcher--no report this month
5.Management Report- RDI (Michelle)
(a)Financials
There is currently $420,563 in Reserves, broken out to specific line items that are being funded correctly to
do planned maintenance over the next few years. For the first five months of the year, Canaveral Sands is running
close to budget, with accounting services and attorney fees being higher than planned, for a total over budget
of $1,640 to date.
All Special Assessments have now been paid except for 2 units owned by the same person, which have gone to
collections. With regard to monthly assessments, 2 owners are behind by one month. All others are paid current.
b. Front Entrance Sign
The sign contractor, Tell Tale Signs, drew up 2 choices of colors and designs for the front sign. Jean Deck
obtained information from the city that says they will require a photo off the current and proposed sign.
Shirley motioned to choose the “A” drawing, have the contractor obtain a permit from the city and repair the
sign for $1,300. Jean seconded, all in favor.
c. Garage Doors
Both the vinyl and galvanized stainless steel doors being looked at meet or exceed current wind specifications.
Jean Deck said that because some of the garage doors face the street pictures of the doors will have to be shown
to the City Community Appearance Committee for approval. The ribbed stainless steel door is the closest look to
the current doors. Painting of the doors for colors other than white and putting handles on the doors with locks
will be an additional cost with both contractors. The decision on doors was tabled while answers are gathered
from the city and the contractor.
d. Class Action Suit
Jean Deck heard at City Hall that the class action suit against the Army Corp of Engineers by the city and many
beach front condos had been settled. This information had been sent to our previous management firm but they had
not been forwarded it to our present management firm. It turns out that Canaveral Sands is entitled to a payment
of approximately $10,000 from the suit. Information was faxed over and payment should be received within 60 days.
As part of the settlement the Army Corp of Engineers will be required to maintain the sand on the beaches
for 50 more years.
e. Brighthouse Cable Upgrade
A letter is forthcoming from Bright House Cable stating a scope of work that they will be doing to upgrade
the television/DSL cable for quality future viewing. They will replace the cable and fittings for free if we
upgrade now. They will need access to the main cable line in each kitchen ceiling, in the utility room and all
rooms that have TV outlets (4).Owners will have to move their own furniture/belongings away from all cable
outlets, but Bright House will do all the work at no charge. Shirley Varni moved to sign a scope of work
agreement with Bright House Cable. Jerry seconded, all in favor
6.Landscape Committee Report - Joann Smally
a. See attached report
b. Tall trees at entrance
Over the years the Landscape Committee has received many comments about having some tall trees at our entrance.
They discussed this with the landscaper and made the following recommendation to the board; planting one
Queen Palm which may grow to 40 feet for the entrance, two coconut palms, which grow to 60 feet between
the Queen Palm & the present Oleander tree and a Cardboard Palm east of the Oleander tree. The landscaper
stated that the entire installation and cost of trees would be under $1,000. Shirley V. motioned to approve
this work. Jerry seconded, all in favor.
7.Condo Maintenance Report - Phil Heller
Phil stated that having Clean Serve do all janitorial work and walkway cleaning is working out well.
Irrigation work is being done to ensure green grass, Phil worked with a fire sprinkler company to prepare
bid on raising fire hose connections when new roof is done. Heavy rains recently have not resulted in any
water intrusion calls.
8. Unfinished
Business
a. Roof repair/replacement update is in the June newsletter and on the website. The following is additional
information since the newsletter was written. Bids have been received from 3 contractors in regard to replacing
the building 1 roof. Commercial Roofing, Inc was the low bidder, at $102,367. Other bids were $108,445 and $114,168.
The roof consultant recommended Commercial Roofing. He also recommended a speedy approval due to the fact that
material prices are going up substantially. Shirley Varni motioned to accept the Commercial Roofing bid.
Jean seconded. Ed will find the start time after the contract is signed, but it is expected this work will
start around the first of August and take approximately 3 weeks.
b. Cement repair update is in the June newsletter and on the website. Since then a walk-through of the cement repairs was done with
the Manager, Engineer, Contractor and Phil. They went through the units for the final inspection. A punch list
of items will be identified by the Engineer and the Contractor will take care of them before final payment will
be made.
Two other areas that were not in the original contract will also be repaired by CRI. The pool deck has cracks in it.
CRI bid $2,700 to repair these cracks and re-coat the pool deck. The engineer suggested paving stones could be
used, but this wasn’t received positively by those in attendance at this meeting. After much discussion,
Shirley Varni motioned to use CRI for the pool deck repairs. Jean Deck seconded, all in favor.
Building #1 electrical room was originally poured too low, and water goes under the door and sits in the electrical
room. This sitting water has rotted out the door also. The engineer recommended installing a sump pump in the room.
CRI said this would be done on a time and materials basis, along with some repairs to garage wall cracks.
c. Buildings 3 & 4 painting update is in the June newsletter and on the website. As soon as the punchlist concrete items are done,
the walkways and first floor patios will be painted. This is expected to be sometime in mid-July to 1 August.
This painting will include the railings in stairwells. Ample notice will be given to residents.
d. Flores Del Mar heater cover-- Jean Deck
A June 10th meeting was cancelled, but both heaters are turned off for the summer. Filters are surrounded by
a “sand dam”, which is masking the noise quite a bit. The second problem cannot be dealt with until heaters
are turned back on. In the meantime, the city may pass an ordinance of 60 DBA, due to Harold Fletcher’s input in
city meetings.
e. Opening on the board
Shirley Varni was the only person to volunteer to be on the board. Jean Deck motioned to appoint Shirley Varni,
Jerry seconded, all in favor. Kippy Jones just sold her unit so there is another opening on the board. Notify
management in writing if you are interested in becoming a board member.
f.Unit 3-206 balcony
An owner painted their balcony ceiling yellow and the storage wall gray. They were sent a letter to re-paint these
the same color as the rest of the building balconies. The owner has until June 22 to complete this or a certified
letter will be sent before it will go to the attorney for further action.
9. New Business
a. Shutter for window (unit 4-201) Kitchen window:
Jean Deck motioned to allow the installation of a hurricane shutter on this owner’s window, at owner’s
expense. Shirley Varni seconded. All in favor.
b. Balcony/Patio furniture:
Many times, patio furniture has been left out and Phil had to move it inside and then back out after maintenance work
or storms were finished. This really is the owners' responsibility and Association employees shouldn’t have to
take Association time to do this work. The Board discussed whether to ignore the items on the balconies or charge
for emergency moves. Board members agreed to check with lawyer and, if able, charge a minimum $25 for moving
furniture in and out when required.
c. Parking
For the July 4th weekend, manager will stop by and take photos of illegally-parked vehicles, blocking entrances
or on grass. If vehicles are blocking another car in, they will be towed. It was agreed to block of the North
entrance that weekend. Also, owners are asked to take photos of the illegally parked vehicles themselves.
We will then try to find registered owners and send notices.
A resident took photos of two vehicles parked at Canaveral Sands that “probably” belong to a neighboring home.
A "Friendly Note to our Neighbors" will be mailed out if names and proper addresses can be found.
e. Facilities Manager's evaluation:
Phil Heller is on call 24/7. He is known to work late when needed until the job is done. Last year he was given
a cost of living raise. The board agreed at that time to see if his responsibilities increased with the new management
firm and reward him accordingly. Paul Hurley sent a written request that the Board give him recognition in the form
of a bonus or raise because he interfaced so well with all the contractors working here. Percentages and dollar
amounts were discussed, with input from the attending residents. Jerry Beaumont motioned to give Phil a merit
bonus of $1,500 now and a pay raise of $2,000 per year as of August 1, 2004. Shirley seconded, all in favor.
10. Adjournment-- There being no further business the meeting was adjourned at 8:45pm.
Michelle Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed Smally--Canaveral Sands Condo Association
Landscape Committee Report For May 21, 2004 Board Meeting
This report contains information since the May report.
Black Spray has treated the global sedge in all areas of the lawn. Further treatments may still be necessary. They have also done the regular insect and liquid fertilizer application for the lawn. We called them to spray the plants around the pool and they said they would inspect all shrubs and trees at the same time and treat as necessary.
The plants damaged by Tech Systems when they were painting are recovering well
Work performed since last report
Future landscaping work (* indicates what is expected to be done before the next board meeting)
Items to be put on January agenda
Tall trees at entrance
Landscape Committee
Sharron Barrett
Jean Deck
Joann Smally - Chairperson
| End of June 18 Minutes |
1. Call to Order: President Ed Smally called the meeting to order at 6:30 pm in the Rec Room. Other Board members present: Jerrold Beaumont, Jean Deck and Kippy Jones. Eight owners attended.
2. President's Message - Ed Smally
A May newsletter is on the bulletin board in the rec room and on the website. Brien Lund is
going to add that garage sale signs are not allowed on condo property to his
list of instructions for unit owners having a garage sale. Ed reminded the
Board and unit owners present that the last two 4th of July weekends have
created a massive parking problem with many cars parked on the lawn and other
illegal parking place. Damage was done to sprinkler heads, a fire truck would
not have been able to get to some buildings and the entrance and exit of
some garages were blocked.
3. Approval of minutes- April 15 Board meeting:
Motion by Kippy Jones, seconded by Jerry Beaumont to accept the minutes as presented. Motion passed unanimously.
4. Budget-Finance Committee Report - Harold Fletcher
See attached report
5.Management Report- RDI (Michelle)
(a) Status of late fees - As of today, all Special Assessments have been paid! As for late
payers of regular monthly assessments, there are still 3 units who are behind in their condo fees.
Two of these units are owned by one person and these accounts were sent to collections. The interest
fee is also now being charged to anyone over 30 days late at $5.25 per month.
(b) Dog & Towing Signs - The tow company supplied us with a free replacement sign when the old
one was stolen. Two replacement dog walking signs were purchased from Go Signs when the others were found missing.
6.Landscape Committee Report - Joann Smally
See attached report.
7.Condo Maintenance Report - Phil Heller
Report is attached to file copy of minutes. Problems were seen with the pool heater this month. Normally,
the heater is turned off in mid-May, but cooler weather has required
the need to keep it on. It will be turned off next week. Turtle season is approaching, so the pool lights
will be turned off as of 8:30 pm and the lights on the north end of building 1 will be turned off for the season.
8. Unfinished Business
(a) building 4 roof replacement update - In May newsletter on website
(b) Cement repair update - In May newsletter on website
(c) Building 1 and 2 painting update - In May newsletter on website
(d) Flores Del Mar heater cover - Harold Fletcher spoke in Art Periard’s absence. Harold, Jean Deck,
the Canaveral code enforcement officer and Gary Wolford of FDM met and FDM was given another 30 days to try to
reduce the noise. They have placed sound insulation in the pump boxes. Because the city’s noise ordinance is
ineffective, Harold spoke to the city commissioners and recommended that they adopt the county’s rule of 60 DBA.
(e) Elevator update - The Thyssen-Krupp contract now in place is a 5-year contract, renewable for additional
5 year increments unless they are notified 90 days before the end of the contract, which is September, 2005.
Their contract gives a once per month preventive maintenance visit and emergency calls during business hours.
Overtime emergencies are an extra cost and were adding up substantially. A certified letter has already been
accepted to the company notifying them that we will be terminating the contract, but an additional letter will
go out in May of 2005.
(f) Illegal cutting on dunes letter - A resident wrote a letter about his concern over someone
illegally cutting the dunes. He gave his permission to post it, so it is in the newsletter posted on the website.
(g) front Entrance Sign - It was decided to repair the existing sign rather than continue to look into a
new design. There were two bids to repair and repaint. One for $1044 would paint the wood and reface the existing
logo.The other company, for $1,300, would remove the logos from the frame, paint the wooden support and make brand
new urethane logos, apply weatherproofing sealant and re-install the logos. Discussion ensued about changing
the color of the sign and whether approval would be required from the city. Kippy Jones motioned to hire
TellTale Signs to redo the sign for $1,300, but that we would ask him to print out color options for Board
approval next month. Jean Deck seconded, all in favor.
9 New Business
(a) Opening On Board - Paul Hurley took a new job with a lot of travel involved, so he had to resign
from the board. Shirley Varni has volunteered to replace him. Anyone else interested in replacing Paul on the
Board should notify President Ed Smally or apply in writing to Management. The Board will vote to fill the
opening at the next Board meeting.
(b) Garage Doors - There was much discussion about a galvanized steel door at approximately $500 versus a
vinyl door at approximately $1,000. Also about doors that looked similar to our present doors with ribbed panels
or those with flat panels. This item was tabled to obtain more information about the differences and whether the
city will allow vinyl doors to be installed. Our present fiberglass doors are not made anymore because they do
not meet the standard of the new hurricane code.
(c) Handbook - Fifty-two dollars was spent to type up the rules and regulations handbook in Microsoft Word.
After some revisions, this will be posted on the website and the new revisions put in all units.
(d) Unit #3206 Balcony painting - A unit owner has painted her balcony ceiling and stucco walls a different
color than the rest of the building. Also the storage area door and wall were painted a different color than those
on the rest of the building. The Boar agreed unanimously to have our attorney write a demand letter to change them
back to the building colors.
11. Adjournment: There being no further business the meeting was adjourned at 8:10pm.
Michelle Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed Smally--Canaveral Sands Condo Association
Canaveral Sands Finance Committee Report, May 18, 2004
for May Board Meeting
Present: H. Fletcher and E. Smally
1. The May balance sheet of the financial report was reviewed. The Wachovia Bank Business Account #7801 has been closed. The #05-Premier Bank account will be used for all general business operations. The #05-Premier Bank reconciliation did not agree with the ending balance of #05 Operating Account.
2. The Accounts Receivable 1200 and the Prepaid Assessments Account 2300 have been combined into one Accounts Receivable. Some information is lost due to the combining of these accounts.
3. The amount of prepaid insurance shown on the balance sheet did not agree with the amount of prepaid insurance shown on the breakout sheet.
4. The format of the balance sheet has been modified at the request of our auditor. Changes have been made to the Liabilities and Equity sections to comply with GAAP rules. The balance of the funds in the Special Assessment Account appear under Long Term Liabilities. The Operating Fund Balance is the value at the beginning of the current year. Changes to this value since the beginning of the year are shown under Net Income which comes from the Profit and Loss Statement. The Reserve Fund Balance shown is the amount in this account at the beginning of the year. Changes made since the beginning of the year are then treated as Net Other Income. Special Assessment Funds spent during the year are also included in Net Other Income.
5. The Insurance Payment Schedule has been included in the April Report. It is essential in keeping track of the existing policies and shows the amount of prepaid insurance.
6. Details of the Reserve Accounts have been partially restored to the General Ledger.. Further work is needed on the organization of the General Ledger Accounts.
7. The Accounts Receivable Summary sheet gives an excellent breakdown of the delinquencies and prepays. Delinquencies are down to $1340, which is the lowest figure the Finance Committee has ever seen.
8. Ed Smally and Harold Fletcher will meet with Michelle Dugan of RDI on May 25 or 26, to work out problem areas encountered in the Balance Sheet.
Harold Fletcher, Chairman
Landscape Committee Report For May 21, 2004 Board Meeting
This report includes information since the April report.
The sea grapes and palmettos have been trimmed on the dunes. Not much trimming could be done to the palmettos within the specifications provided by the state.
Many people have commented on the irresponsible vandalism of cutting trees on the dunes and the potential cost to all residents, including fines and the loss of our permit to trim the dunes at all. (See May newsletter.)
The landscape committee met with Terry Kennedy from Black Spray to express our concern about weeds in the lawn and to ask what can be done about them. Our two main areas of concern were (1) the area between the street and the hibiscus hedge and (2) the global sedge in all areas of the lawn, especially in front of building one. Terry will bring the area by the street to the attention of his people and ask them to give special treatment to that area. He said global sedge is not killed by his usual weed treatment and will require special chemicals applied to the individual patches of weeds. He will do this. We asked him to notify us in the future if there are weeds that need special treatment.
Tech Systems did some damage to planting beds near towers at both ends of building one when they were painting the building. They replaced three plants and most of the others should put out new growth during the summer.
Work performed since last report
Future landscaping work (* indicates what is expected to be done before the next board meeting)
Items to be put on January agenda
None
Landscape Committee
Sharron Barrett
Jean Deck
Joann Smally - Chairperson
| End of May 21 Minutes |
1. Call to Order: President Ed Smally called the meeting to order at 6:30 pm in the Rec Room. Other Board members present: Jean Deck and Kippy Jones. Absent: Jerrold Beaumont and Paul Hurley
2. President's Message - Ed Smally: Ms. Jill Reyes, our auditor from Bray, Beck & Koetter will be here tonight to answer questions about the audit. A newsletter was sent out just before the board meeting. This newsletter will be put on the website. Subsequent newsletters will only be put on the website. A pool heater decision will be discussed under new business because a problem arose after the agenda was posted.
3. 2003 Audit Report - Ms. Jill Reyes Ms. Reyes explained the budget process and answered questions from the board and other unit owners. Jean Deck questioned why the special assessment amount in the audit was identified as $77,350 instead of $77,000. It turned out that BP Davis had credited $350 for condo fees to the special assessment account. This has been corrected in this years financial statements. Jean also found addition and subtraction mistakes on page 9. Ms. Reyes agreed and said that page 9 would be reissued. The board thanked Ms. Reyes for taking the time to come to the meeting on a Friday evening.
4. Approval of minutes- November 21 Board meeting: Motion by Kippy Jones, seconded by Jean Deck to accept the minutes as presented. Motion passed unanimously.
5. Budget-Finance Committee Report - Harold Fletcher: The report is attached to file copy of minutes
6.Management
Report/Unfinished Business - RDI (Michelle)
(a) Status of late
fees - There are still 8 people who are behind in their condo fees. It
was agreed that management would send another letter, and then turn those
who are still late over to our attorney for collection. Starting May 1st
the association will charge 18% interest to those our records show are
late and who have not offered proof of payment.
(b) Management supplied
copies of calls and visits to their office to the board. This will allow
the board to better understand the problems of unit owners.
7.Landscape
Committee Report - Joann Smally
(a) See attached
report.
(b) Dune trimming - There was much discussion
involving 2 aspects of dune trimming. One was how often the dunes should
be trimmed. The other was should saw palmettos be trimmed, and if so how
often should they be trimmed. Motions were passed by the board to clarify
these 2 aspects of dune trimming. Ed Smally made a motion that the
landscape committee and the landscaper who trims the dunes together would
decide when the sea grapes were close enough to 6 feet to trim them to 4
feet, seconded by Jean Deck. The motion passed unanimously. Some unit
owners wanted the saw palmettos cut down or if that could not be done
trimmed down to 4 feet. The Department of Environmental Protection (DEP)
will not allow either of these to be done to saw palemettos. Ed Smally made
a motion that the saw palmettos be trimmed as specified on page 5 of the
letter our landscape architect sent to the DEP dated August 6, 2003,
seconded by Jean Deck. The motion passed unanimously. The letter and DEP
specifications say that saw palmettos can only be trimmed once a year.
Also dead and live fronds can be removed but not more than 2 feet from the
ground and 1 foot below the crown. This information will be given to the
landscaper who trims the dunes. He will be told to trim the dunes in April
and to include the yearly trimming of the saw palmettos.
8.Condo
Maintenance Report - Phil Heller
Report is attached to file copy of
minutes. Phil reported that work is progressing satisfactorily on
repairing the storage area doors and walls. He said that drains on
building 4 roof, which have been moved, are now connected and working
properly. He reported that the dog sign on the North fence and the towing
sign at the main entrance have been removed by vandals. The board asked
management to get new signs to replace the signs that had been removed.
9. Other
Unfinished Business
(a)building 4 roof replacement update -
This information was sent out in the April Newsletter
(b) Cement
repair update - This information was sent out in the April
Newsletter.
(c)Building 1 & 2 painting update - This
information was sent out in the April Newsletter.
(d)Flores Del Mar
heater cover- Art Periard
Although the city does not have a noise
level ordinance, Flores Del Mar agreed to have the pool heater/filter
noise level checked against the county noise level ordinance. This was
done and the noise level exceeded the county noise level ordinance with
only 1 heater on ( there are 2 heaters). FDM president Gary Rickles,
Harold Fletcher from Canaveral Sands (Art Periard will be gone for the
summer), and Duree Alexander from the City will meet to discuss this issue
when the county noise level report is received.
(e)Front Entrance
Sign
The sign is in need of repair. Kippy Jones would like the
association to think about a new design, which will require a vote of the
membership. This item was tabled until the next board meeting when it is
expected the full board will be available and to give Kippy time to come
up with a new design with pictures and costs.
10 New
Business
(a)ARC of Brevard, Inc. - Phil Heller/RDI
Arc of
Brevard said they wanted a price increase from $383 to $675 per month.
Mike Brown Clean Serve) who presently cleans our walkways, stairwells and
garbage areas said he would do the same work for $450 per month. Phil has
been very satisfied with the service of Clean Serve and has not been happy
with Arc of Brevard. Kippy Jones made a motion to have Clean Serve do the
work for $450 per month, seconded by Jean Deck. the motion passed
unanimously.
(b)The pool heater blower motor went bad after the board
meeting agenda was posted. Past experience indicates the heater itself is
getting close to the end of its life. Replacing the blower motor at $300
or the heater itself at about $1,600 was discussed. The board decided to
replace the blower motor at the present time because the heater will be
turned off soon for the summer and the 2 year warranty on the heater could
begin somewhere in the fall or later when the heater itself fails and is
replaced.
(c) Request for sliding glass door replacement
(3-504)
Procedures are in place for approval of replacement. Owner
said she would coordinate with the concrete work being done. The board
agreed to approve the replacement. Management will mail an approval
letter.
12. Adjournment: There being no further business the meeting was adjourned at 8:45pm.
Michelle
Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed
Smally--Canaveral Sands Condo Association
Canaveral
Sands Finance Committee Report, Jan. 13, 2004
for January Board Meeting
Present: H. Fletcher, E. Smally, D. White and G. Varni
1.The auditor has made available the ending year balances to R.D.I, so the first balance sheet for the year 2004 has been completed.
2.The March balance sheet of the financial report was reviewed. The Wachovia Bank Insurance Account #7801 has been closed and the Wachovia Business Checking Account will soon be closed as soon as final service charges have been applied to the account. The Finance Committee requests that bank account reconciliations be included with the monthly reports.
3.The format of the balance sheet has been modified at the request of our auditor. Changes have been made to the Liabilities and Equity sections to comply with GAAP rules. The balance of the funds in the Special Assessment Account appear under Long Term Liabilities. The Operating Fund Balance and the Reserve Fund Balance shown are the values at the beginning of the current year. Changes to these values since the beginning of the year are shown under Net Income which comes from the Profit and Loss Statement. This combines changes in Operating Fund Balances and Reserve Fund Balance into one Net Income figure.
4.The Insurance Payment Schedule has been eliminated. The Finance Committee requests that it be included in the monthly reports.
5.Details of the Reserve Accounts have been removed from the General Ledger. They are only listed in the Reserve Summary Sheet. Further work is needed on the organization of the General Ledger Accounts.
6.The Accounts Receivable Summary sheet gives an excellent breakdown of the delinquencies and prepays.
7.The Special Assessment balance on the Summary sheet did not agree with the value shown on the Balance Sheet. The Net Income on the Profit and Loss statement also did not agree with that shown on the Balance Sheet.
Harold Fletcher, Chairman
Landscape Report For March 16, 2004 Board Meeting
This report includes information since the March report.
New sod has been put down behind building 2, between buildings 1 and 2, and at the north end of building 1. The rain we had April 11-13 should help to get it established.
The president and landscaping chairperson met with Stanley, the landscaper who trims the dunes, and looked closely at the dunes. We all came to the conclusion that the sea grapes were approximately five feet high and would not need to be trimmed until they were about six feet high. Stanley was not in favor of trimming the palmettos but said he would do it if we want it done. Trimming the sea grapes and the palmettos will be discussed at the April board meeting.
Stanley was very upset to see that the two tough bumelia trees near the gate between buildings 1 & 2 were cut down without permission. One was killed first. This could result in a $10,000 fine.
Black Spray did an insect and broadleaf weed treatment and liquid fertilization application for our lawn.
Work performed since last report
Future landscaping work (* indicates what is expected to be done before the next board meeting)
Items to be put on January agenda
Dune
trimming (timing and saw palmettos)
Landscape Committee
Sharon Barrett
Jean
Deck
Joann Smally - Chairperson
| End of April 16 Minutes |
1. Call to Order: President Ed Smally called the meeting to order at 6:30 pm in the Rec Room. Other Board members present: Jerrold Beaumont, Jean Deck. Paul Hurley arrived later. Absent: Kippy Jones. Seven owners attended.
2. President's Message-Ed Smally I would like to thank those unit owners who have been communicating with the association through the new management firm. Since RDI has been our management firm the number of communication directly to me (the president) has continuously decreased. This includes phone calls, email and direct mail by unit owners and bills from vendors. This line of communication is one of the responsibilities of a management firm and is greatly appreciated because it allows me (or any president) to spend more time on other association business and more free time to enjoy retirement.
3. Approval of minutes - January 16 Board Mtng, Jan 31 Roof Mtng, Feb 15 Special Mtng: Motion by Jerry Beaumont, seconded by Jean Deck to accept the minutes as presented. Motion passed unanimously.
4. Budget-Finance Committee Report - Harold Fletcher: See attached report. Audit is complete and will be mailed to all owners. The CPA who did the audit will attend future meeting to answer questions.
5.Financial
Report - RDI (Michelle)
(a) Status of coupon books - Most
are using the books. Some have lost them already. Many are taking
advantage of the automatic payment method.
(b) Status of late
fees - Michelle stated that no late fee interest has yet been assessed
while owners are still getting used to the change in management/payments.
Many owners have contacted RDI to contest balances from last year and are
sending in proof of payments. Two have not responded at all and are
severely in arrears, so these two have been sent to collections with the
lawyer.
6.Landscape Committee Report - Joann Smally See attached report. Committee asked for Board approval to install red pavers in areas where people have been walking. Board agreed.
7.Condo Maintenance Report - Phil Heller Phil could not attend. The annual alarm maintenance was done on Tuesday and although the alarms were annoying, there were very few problems and the system passed inspection. Past dunes cutter cannot be found, but management will continue to research and will also obtain additional bids to trim dunes and do the annual saw palmetto trimming. Current elevator certificates were received and are installed in all elevators. There continue to be problems with the elevator maintenance company, Thyseen-Krupp. The 3rd and 4th building have intermittent shut-down problems. The doors don't slide smoothly and the doors don't "seat". An independent inspection will be scheduled.
8.Roof
Repair/Replacement - Ed Smally
Materials for the roof replacement
has arrived and is being stored between buildings 3 and 4. A crane to lift
material to the roof and take debris off the roof is scheduled to arrive
Tuesday 16 March. It will be located in the same area (between buildings 3
& 4). It is expected work will start on the roof Wednesday 17 March.
The contractor has projected the work will be completed in 3 to 4 weeks.
Please do not park in front of building 3 from the garbage area South
to the lawn. This area is required for roof materials, the crane and
dumpsters for debris from the roof. By year's end there will be enough
money in reserves to replace the roof of Building 1.
9.Other
Unfinished Business
(a) Cement repair update - Ed Smally -
See attached report.-- Building 2 is complete and painting of walkways and
patios will begin soon. Building 1 is almost complete and the entire
building will soon be painted. Tec Systems will be contacted to complete
both painting projects at the same time.
(b) Flores Del Mar heater
cover - Art Periard could not attend, so Harold Fletcher stated that
the 90 days to repair is up April 6th. At that time, the neighboring condo
is supposed to present an engineer's report with recommendations to quiet
the pump.
(c)Front Entrance Sign - Kippy Jones had originally
requested that her relative be allowed to submit a new design for the
entrance sign. In the meantime, prices to re-paint/repair were obtained.
One contractor's proposal was to repaint the original sign for $1,044.
Another contractor would remove the present logos, paint the wooden
backdrop frame and replace the logos with the same design but with a
urethane solid sheet coated with fiberglass and enamel, with a urethane
finish for $1,300. Jean Deck J motioned to table this issue until Kippy
Jones could present her design/cost. Jerry Beaumont seconded, all in
favor. A new design would require a vote of the membership.
10. New
Business:
(a)Request for sliding glass door replacement
(3-404) - Procedures are in place for approval of replacement. Owner
said he would coordinate with the concrete work being done. Jerry Beaumont
motioned to approve the replacement. Paul Hurley seconded, all in favor.
Management will mail an approval letter.
(b)Owners input - Paul
Hurley said that wild cats being fed by owners are a problem. Canaveral
Sands rules state that there is no feeding of wild cats allowed and
individual owners can contact Animal Control but the Association can take
no responsibility. Paul also identified parking by persons not residing at
Canaveral Sands as another area of concern. Paul and Harold Fletcher said
they knew of residents of neighboring homes using the condo parking lot.
It was requested that anyone noticing an illegally parked car to identify
the make/model/color/tag/date and time of infraction. Send this
information to management and management will send a letter to the
offending person. Mr. Hurley stated that he is able to find the owner of
tagged vehicles and he is willing to get information about violators.
11. Adjournment: There being no further business the meeting was adjourned at 7:45pm.
Michelle
Dugan--Reconcilable Difference, Inc--CMCA, LCAM #17226
Ed
Smally--Canaveral Sands Condo Association
Canaveral
Sands Finance Committee Minutes, March 10, 2004
for March 12 Board
Meeting
Present: H. Fletcher, E. Smally, D. White and G. Varni
1. The auditor has finished with the 2003 audit of the Canaveral Sands books. She sent RDI a list of journal entry changes via FAX on March 6, 2004. The print was small and the resolution of the fax was low, so some parts of the list were difficult to read. As a result, RDI was unable to incorporate the final changes into the financial reports for the March 10, 2004 Finance Committee Meeting. Michelle and Jill have scheduled a meeting on Wednesday, March 10 in which they will get the corrected initial balances for the accounts. Then quick books will bring all the accounts up to date.
2. The financial sheets we have today are correct for income, expenses, delinquencies, prepays etc. for the current year to the end of February.
3. The financial reports were reviewed.
(a). Reserve Summary
(b).
Special Assessment
(c). Accounts receivable. Account statements were
sent out at the end of January for prepays and delinquents. Over 5 weeks
have past since then and there is still a considerable amount of monies
that are over 31 days late. Condo Fees over 31 days late are $4,410 and
Special Assessments over 4 months late are $3,300. Michelle has been
working hard on this situation and will give a status report at the board
meeting.
(d). Profit and Loss Statements were reviewed.
(e). Balance
Sheet. Further changes needed, Reserve account numbers need to be modified
so that the reserve summary agrees with the balance sheet numbers.
4. The committee feels the financial situation is progressing as good as can be expected during this management transition.
5. A Draft version of the Auditors Report was reviewed. There are about
16 pages in the report to be mailed to the Unit Owners. Will have an
unbound master from which the unit owners copies will be printed.
(a).
It was recommended that that the Auditor give an oral report at the board
meeting. With the change in management, it probably would be desirable to
have an oral report so that questions can be answered.
(b). The State
and Federal Tax returns are completed. Federal taxes owed are $135. The
forms must be in the mail before March 15. The president needs to sign the
forms and a check must be cut for $135.
Harold Fletcher, Chairman
Cement Repair Update For March 12, 2004 Board Meeting
1 Building
1---Cement repairs on the walkways and balconies have been completed.
Urethane membrane coating will be completed on floors 2 through 5 next
week. Minor railing and stucco work should be completed in 2 weeks. All of
this building will be painted once all of the repairs are completed. This
will start the sequence of painting one building a year.
2. Building 2---Cement repairs are completed. The urethane membrane coating has been put down on floors 2 through 5. The aluminum column still has to be put on the NE corner of stack 1. The walkway and 1st floor patio floors will be painted soon.
3. Building 3---Walkway cement repairs expected to be completed this week. Balcony cement repairs to start on floors 2 and 3 Monday 15 March. The contractor projects this building to be completed the end of April.
4. The pool will most likely have to be closed for a short time while the NE corner of building 3 is being repaired. Cracks in the pool deck will be repaired during this time.
5. Building 4 has the least cement repairs and will be repaired last. It is expected work will start on this