November 18 Board Meeting Minutes
October 28 Board Meeting Minutes
October 6 Workshop Meeting Minutes
September 23 Board Meeting Minutes
August 12 Board Meeting Minutes
August 9 Workshop Meeting Minutes
June 22 Workshop Meeting Minutes
June 17 Board Meeting Minutes
June 1 Workshop Meeting Minutes
May 20 Board Meeting Minutes
April 25 Workshop Meeting Minutes
April 22 Board Meeting Minutes
March 18 Board Meeting Minutes
February 18 Annual Meeting and Board Meeting Minutes
January 26 Board Meeting Minutes
January 21 Board Meeting Minutes
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Other board members present were Jerry Beaumont,
Shirley Varni and Jean Deck. Eight other owners attended.
2. President's Message---Ed Smally
There will not be a board meeting in December unless one is required because of an emergency. A request for
replacing sliding glass doors will be discussed under “New Business”.
3. Approval of Minutes---October 28, 2005 Board Meeting:
.
Jean motioned to approve the minutes. Jerry seconded, all in favor
4. Budget-Finance Committee---Harold Fletcher
5. 2006 Budget:
There were no questions from the audience, so Shirley motioned to approve the Proposed Budget, Revision 5, for 2006,
as mailed to the owners, at $375 per month per unit. Jerry seconded, all in favor.
The board realizes that in any condo association it is necessary that the condo fees be sufficient to account for
the needs of the association as well as realizing that it is important for most owners that condo fees be kept as
low as possible to perform this function. The board carefully considered the need for an increase of $25 to $375
per month, taking into account the recommendation of the budget committee, before taking such action for the 2006
budget.
6. Management Report/Unfinished Business---RDI (Michelle)
a. Financials: Concrete Restorations, Inc has finally sent in the bill for the balcony work that was
finished more than a year ago. Therefore, we have no outstanding bills left to be paid to date.
7. Landscape Committee Report---Joann Smally
a. The report is attached to the minutes.
b. A few bushes at the North end of building 2 have been damaged by the roofers. These will be replaced at the
roofer’s expense.
8. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. One of the newly-repaired chaise lounges has come undone. Management will return it to Patio Depot for tightening
and repair.
The mesh covering on the east pool fence came down during hurricane Wilma, but all was still able to be re-hung.
Pole lights and exit lights took a hit in hurricanes both years, so are being replaced. Tech Systems touched up
the paint on the elevator frames under warranty. FPL security light was out over the main drive, but has been
repaired. All Florida Sprinklers did the quarterly inspection of the stand pipes.
Phil and Paul Dupre inspected all garages regarding overhead lentil work. Paul will make a recommendation but
felt this was not a structural problem. Paul recommended a sealer on the decorative columns at the ends of
the garages. He will send his proposal
9.Other Unfinished Business
a. Status of Hurricane Repairs: The roof on building 2 has been replaced. Shingles on the mansards are now
being replaced. Then the missing soffits will be replaced and the roof drains put up. The small roof above
the garbage area will be replaced at the same time the other work is being done. The contractor says
he expects the work on building 2 to be done by the end of November. A week or two later is
more realistic. Building 1 is the next building to be worked on. Residents will be notified ahead of time
where not to park cars.
b. Elevator: There have been complaints that ThyssenKrupp, our present elevator maintenance firm, is not
performing adequate maintenance. This was confirmed by our elevator consultant. It is also felt that the lack of
preventative maintenance is the cause of many of our elevator problems.
Our consultant has recommended that electronic scans be put on all elevator doors and door hardware be replaced for
all outside doors. He also said that any major repairs/replacements should be performed by the firm doing our
elevator maintenance. Thus the first order of business is to determine if our present maintenance firm be kept or
another firm hired. The board is looking at 2 other firms (General Elevator--large or Atlantic Coastal--small) and
has received maintenance and repair/replacement proposals from them as well as Tyssen/Krupp.A decision has to be made
as to whether to keep Thyssen/Krupp or change to one of the other firms. A workshop will be held in January, 2006
to make that decision.
10. New Business
a. Date for Christmas Tree Trimming Party: After discussion, Sunday, December 3rd, at 3pm will be the date
that all are invited to attend a party and help trim the rec room tree. Notices will be posted.
b. Sliding glass door approval - Unit# 1-505: Shirley motioned to approve. Jean seconded, all in favor. Management will send
written approval to owner and supply rules for installation
11. Adjournment
With no further business to discuss, the meeting was adjourned at 7:38 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT F0R NOVEMBER 18, 2005 BOARD MEETING
This report includes information since the October report.
Dann has started cutting the grass every other week. This gives him time to do some other projects.
B & R Pest Control fertilized the lawn and planting beds.
Planting beds in front of building two will be mulched and replanted as necessary when roofing is finished and dumpster removed. The roofing company will pay for plants damaged by them.
Work performed since last
report:
1. Normal grass maintenance was performed.
2. Sod was placed in several areas near various planting beds.
3. Petunias were planted under the main entrance sign and in the small planting bed
under the palms at the north entrance.
4. Red mulch was spread in planting beds.
5. Hurricane damage to hedges and small trees was repaired.
Future landscaping work (* indicates what is
expected to be done before the next board meeting)
1. Add red mulch to remaining planting beds.*
2. Continue to weed areas that need it.*
3. Trim dune crossovers and fence lines when necessary.
4. Replace plants in large planting bed later in the fall.
5. Existing hedges will be repaired and/or extended in a few places. This will be done after mansard
shingling is finished
Items to be discussed at November board meeting
1. None
Landscape Committee
Sharon Barrett
Jean Deck
Barbara McPeek
Joann Smally, chairman
| End of November 18, Board Meeting Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Other board members present were
Jerry Beaumont & Jean Deck. Shirley Varni was ill and could not attend. There were Five other owners in attendance.
2. President's Message---Ed Smally
Rust is showing again on the newly painted elevator door frames. Tech Systems, who painted them, will attempt
to take care of the rusted areas at no cost to us. Some of these areas are very hard to get to for sanding or
grinding before painting. Owners are requested to be careful in moving carts in and out of elevators because carts
hitting the door frames are one of the main causes of rusting. It is worthwhile to extend the life of the
doorframes. It costs $12,000 to replace 1 door frame because it has to be cut out of the cement.
3. Approval of Minutes---September 23, 2005 Board Meeting and October 6, 2005 Workshop:
.
Jerry Beaumont motioned to approve both minutes. Jean seconded, all in favor.
4. Budget-Finance Committee---Harold Fletcher
a. The report is attached to the minutes
b. Harold discussed the proposed budget the committee recommended to the board. He made special note
of increases in Insurance, Elevator Maintenance, General Maintenance and Repairs and Utility expense
accounts over last year. The proposed Operating budget came to $262 dollars per unit per month and the
proposed Reserve budget came to $113 dollars per unit per month. The proposed monthly assessment for 2006
comes to $375 dollars per unit per month, an increase of $25 per month. There was discussion about the fact
that this year for the first time the operating part of the budget increased 10%, which is the reason for
the increase.
5. Management Report/Unfinished Business---RDI (Michelle)
a. Financials: Karen Auth reported for Michelle Dugan that the Association has $12,575 in prepaid assessments
and almost $39,000 in prepaid special assessments. There remain 2 owners who have not paid their August
special assessment. They have been notified and have declared their intentions to pay.
b. Building 1 and 2 walkways railings: Ed Smally reported that the cost to replace the walkway railings
for Buildings 1 and 2 will be $23,705.60 and $20,742.40, respectively. The reason building 2 is less is
because the North half of the 2nd floor walkway railings were replaced previously when cement repairs
required replacement of the walkway. These are the last railings to be replaced on all the buildings Jerry
motioned to approve the replacement of the walkway railings for Buildings 1 and 2. Jean Deck seconded
the motion. All were in favor.
6. Landscape Committee Report---Joann Smally
a. The report is attached to the minutes.
b. Some of the hibiscus bushes blown over by hurricane Wilma will be cut way back and replanted.
Also, sod replenishment is underway in the flower beds and in the front area.
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. Phil mentioned that half of the pool chairs are being re-strapped. The other half will be done next.
He wanted owners to know that he will be replacing the exit signs that were lost during the hurricane.
c. Y cleanout on 1st floor, units 1-103 & 104: Phil explained the problem experienced in Building 1 when the
condensate line backed up. It is very difficult to keeps these lines cleaned out. While in the process of
repairing the problem in Building 1, the Association decided to install a Y cleanout on the 1st floor, for
unit 104, to ensure ongoing maintenance of the condensate line. He asked the Board to consider installing
the Y cleanouts to the 3rd and 4th units on the 1st floors in each building. He estimated the cost to be $250
dollars per unit, for a total of $1,750 dollars. The cleanouts will allow the Association to perform routine
maintenance more easily. The owner will still have responsibility for cleaning out the line from their
A/C unit to the Y cleanout in the wall. Jean motioned to approve the installation of the Y cleanout as
recommended. Jerry seconded the motion. All were in favor. Ed asked Phil Heller to add the Y clean out
activity to his annual maintenance schedule of activities.
8. Other unfinished business
a. Status of hurricane damage repairs: The garage C roof has been replaced. Hurricane repairs have been
slow for 2 reasons. We hired a small contractor who did a good job on the building 4 roof but he is
slower than larger contractors. Also we lost almost 3 weeks because of rainy weather.
It is expected replacing the building 2 roof will be completed the end of October. Replacing Mansard
shingles, missing soffits and roof drains will then start on building 2, 1, 3, and 4 in that sequence.
The contractor said it will take 2 to 3 weeks for each building. After the hurricane repairs have been
completed, the only roofs needing replacement will be garages B, D and E.
b. Elevator: There was an elevator workshop on October 6th. The minutes have been posted and
included in the budget notice newsletter. Our elevators are now 21 to 25 years old and require a
major repair/replacement effort. The association has hired an elevator consultant who is helping us in
this effort. The consultant has recommended that any major repairs/replacements be performed by the
firm doing our elevator maintenance. Thus the first order of business is to determine if our present
maintenance firm should be kept or another firm be hired. The board is presently investigating 2 other
maintenance firms and comparing them to our present firm. Please read the workshop minutes for further
elevator information.
9. New Business
a. Budget audit and review every other year:
Jerry Beaumont suggested that the Board consider auditing every two years instead of every year and doing
a review in between. His experience has been that the cost of the review is 50% less than the cost of the
audit. He did not intend this to happen this year but for consideration for next year as a method of
saving costs. Harold Fletcher commented that he had done some preliminary investigation into the review
and two year audit and found that the cost savings would be less than 50%. In addition, last year’s
audit surfaced accounting errors that were very easily rectified. He had doubts about the ease in which
these could be resolved if not found until a two year audit. Ed Smally’s preference was also for an
annual audit. He feels an audit protects board members and association officers. Karen Auth stated that
because of the amount of money the Board is working with, Michelle Dugan would also recommend the
annual audit. It was agreed that RDI would obtain cost estimates for a review and a 2 year audit for
review by the Board.
b. Paint building 3:
Ed Smally identified the costs associated with the painting of Building 3 this year. Normally the work
consists of painting the building, entrance doors, utility doors, the walkways and coating the rock towers.
This year the balcony railing and the window frames will also be painted because paint is coming off. The
1st floor walkways on all 4 buildings will be painted this year because they have so much traffic. The total
cost comes to over $33,000. Most of the money will come from the painting reserve but approximately $10,000
will come from deferred maintenance Jerry Beaumont motioned to approve the painting cited above. Jean Deck
seconded the motion. All were in favor.
c. Paint pool fence:
Ed Smally said the contractor painting building 3 gave us a proposal to paint the pool fence for $29 per
section. There are 26 sections and 3 gates. Jean Deck motioned to approve the painting of the pool fence
and gates at a cost not to exceed $1,200 dollars. Jerry Beaumont seconded the motion.
All were in favor.
d. Electronic safety edges for elevator doors:
This will be done as soon as a maintenance firm is selected.
e. Signs on premises:
Owners may have noticed there have been “open house signs” on the premises. Our documents do not allow any
signs on the common property or any unit except one 2x2 foot for sale or rent sign in the window. The
realtors involved have been notified by management. Owners selling their unit are obligated to notify their
realtor of this sign restriction. An owner realtor at the meeting argued that “open house signs” be allowed
on the property. However the board does not have the authority to make a decision involving signs on the
property. It would require an amendment to the documents and thus a vote of the membership.
10. Adjournment
With no further business to discuss, the meeting was adjourned at 8:12 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
Canaveral Sands Finance Committee Meeting, October 26,2005
Present: H. Fletcher, E. Smally and D. White
1. The budget committee reconfirmed their recommendation to the board of Directors for Version 5 of the Proposed 2006 Budget. The total proposed Maintenance Fee for 2006 is $375.00 / month / unit.
2. The Financial Statements to September 30, 2005 were reviewed in detail. It was noted that Insurance Payments of $97,505.07 and Special Assessments of $106,200.00 have been added to the regular Profit and Loss Statement. These two items have been very significant in partially offsetting the hurricane losses of 2004.
3. Ed Smally reviewed the Reserve Fund situation in detail and the planned replacements for the coming year. The Reserve Funds available were significantly reduced by the 2004 Hurricane, but the Insurance payments and the Special Assessment have made it possible to plan future necessary replacements. The elevator restoration program has a high priority for the year 2006.
4. The Proposed Budget for 2006 included funds for a CPA to audit the Canaveral Sands Financial Statements for the Year 2005. A discussion was held as to whether a Compiled, Reviewed or Audited Financial Statement best suits the needs of Canaveral Sands Condominium. The committee agreed an audit would be the best, at least for the foreseeable future.
Harold Fletcher, Chairman
LANDSCAPING REPORT F0R OCTOBER 28, 2005 BOARD MEETING
This report includes information since the September report.
This has been a difficult month for landscaping due to all the rain. Usually in October we start cutting the grass every other week but due to the hot weather and rain it has needed cutting every week. Work was difficult to schedule because it rained so much. Our landscaper was able to get the grass cut every week but some other work had to be postponed
Hurricane Wilma did some damage to our hibiscus hedge. The area damaged is being trimmed and straightened. Three small hibiscus trees were partially blown over and will be straightened and staked.
B & R Pest Control has started to do the insect control and fertilization for lawn and planting beds.
Nick’s Landscaping finished trimming the dunes in front of building 1.
Work performed since last
report:
1. Normal grass maintenance was performed.
2. Sprayed weeds on summer schedule along perimeter fence and planting beds.
3. Sod was placed in several areas near various planting beds.
4. Dune crossovers and fence lines were trimmed.
5. Bushes were trimmed on west side of garages D and E.
Future landscaping work (* indicates what is
expected to be done before the next board meeting)
1. Trim ligustrum between building 1 &2.and Indian Hawthorne near sidewalks.*
2. Replace dead bushes in front of building 2.
3. Add red mulch to all planting beds.*
4. Continue to weed areas that need it.*
5. Trim dune crossovers and fence lines when necessary.
6. Replace plants in large planter bed and in main entrance planter with petunias*.
Items to be discussed at October board meeting
1. None
Landscape Committee
Sharon Barrett
Jean Deck
Barbara McPeek
Joann Smally, chairman
| End of October 28, Board Meeting Minutes |
President Ed Smally called the meeting to order at 6:30 PM in the rec room. Board members present were Ed, Jerry Beaumont and Jean Deck. Other unit owners attending the meeting were Phil Heller, Harold Fletcher, Joann Smally, Don White and Paul Hurley
Mr. Lee Rigby of “Vertical Assessments Associates, Inc.”, our elevator consultant, had previously inspected our elevators. He was asked to come to the meeting to discuss short and long term maintenance repair/replacement requirements of the Canaveral Sands elevators. Our elevators are over 20 years old and will be our next major maintenance project.
Most problems with the elevators at the present time are doors not closing tight enough so the elevator will not move, elevator door closing when it should stay open and elevator not stopping exactly level with outside floor. Mr. Rigby said those were maintenance problems.
Mr. Rigby recommended the company performing our maintenance be the company performing the repair/replacement. This led into a discussion of maintenance contractors. Mr. Rigby was asked to give us a list of elevator maintenance contractors in the area, which he said he would do. Everyone at the meeting felt we should be satisfied with our maintenance contractor under contract before starting major repair/replacement. Thus the first order of business will be to investigate elevator maintenance contractors and decide on a maintenance contractor for the long term.
Mr. Rigby recommended that our present mechanical safety edges and dual electric eyes on all our elevators be replaced with electronic safety edges (infrared curtain). These devices detect an object in the doorway at any height and keep the doors from closing without physical contact. He recommended these units be water proof even though that would be an additional cost. It is expected the cost would be about $2,500 per elevator. This is one of the few repair/replacement items that is not important to be replaced by the Canaveral Sands maintenance contractor. Thus everyone at the meeting felt this should be done as soon as possible.
The second thing that should be replaced as soon as money is available is door operators and door hanger equipment. This equipment, which the door moves on, although serviceable, is worn and damaged from rust. Again it was recommended this equipment be water proof. The cost is projected to be about $12,000 per building. Money has been put in the 2006 budget for this work. This replacement should be done by the company doing our maintenance because of warranty responsibilities. Mr. Rigby at this workshop recommended raising the doors approximately 1 inch at the same time. This will keep water from running into the elevator shaft which currently causes most of our rust problem. This of course will necessitate cement work to eliminate a tripping problem.
Elevator controllers are a longer term replacement project. Modernization would consist of replacing our present relay electronics with solid state microchip electronics which would be quieter and smoother. However replacing the controller requires replacing other components and very expensive fire alarm additions not now required. The amount of fire alarm additions depends on city code. Management will look into this for us. Mr. Rigby said our present relay controller is operating satisfactorily and would most likely continue to do so in the foreseeable future as long as maintenance personnel are available to perform maintenance on a relay system. Some items like travel cable and wiring that normally would be replaced with the controller could by replaced without replacing the controller.
Pumping units and control valves are also longer range projects that will require replacement in the future, estimated to be in the 3-8 year range. Elevator reserves should be built up for this.
Mr. Rigby was asked his fee for writing specifications for elevator repair/replacement and making sure the repair/ replacement was done correctly. He said his fee would be $100 per hour with the condition his fee will not be over 6% of the cost of repair/replacement. That amount appears to be reasonable for consulting and managing a project.
The meeting adjourned at 7:55 PM.
Ed Smally---President
After the meeting Mr. Rigby, the Board and other interested owners inspected the building 3 elevator. Mr. Rigby identified several minor maintenance problems that management will send to our maintenance contractor, ThyssenKrupp. He also recommended one outside door be replaced because of rust deterioration on the bottom. The outside doors in the other buildings will also be checked for rust deterioration. The replacement cost per door is about $4,000.
| End of October 6, 2005 Workshop Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Other board members present were
Jerry Beaumont & Shirley Varni. Jean Deck could not attend. eight other owners attended.
2. President's Message---Ed Smally
The president said that if there were no objections that “Termite applications & inspections” and
“rec room sliding glass doors” would be discussed under “New Business”. He mentioned that Canaveral Sands
received a letter from the city saying that lights from outside our buildings (including balconies) and light
from inside units had been observed that could cause just hatched turtles to go toward the buildings instead
of toward the ocean. Phil has taken care of lights not related to units. Owners are responsible for lights
related to units. Please notify guests and renters of this situation.
Unit owners should start thinking of running for the board next year. New people with new ideas and a different
way of looking at things are welcome and would be good for the association.
3. Condo Insurance---Josh Ranew:
Property coverage has been increased based on the cost to rebuild: Concrete, sheetrock, steel, roof material;
all have increased in cost. The property was valued at $14.1 million for all buildings in 2004. It was increased
to $16.727 million, which is in line with other appraisals in the area. He is comfortable with this number
but recommends we have an insurance appraisal next year.
Wind, property, fire and hurricane carriers are staying the same but premiums are increasing $6,730 for the year.
This cost includes $2.5 million more in coverage.
Flood costs are mandated by the state. No matter who quotes it, each building cost is $3,500 per year. Garages
are not covered for flood insurance. Carol Martone asked about storm surge. Mr. Ranew said that was a grey area
but storm surge would be covered by wind or flood insurance.
Shirley motioned to accept the new rate. Jerry seconded, all in favor. Josh was thanked for his presentation
and for taking the time on a Friday evening to come to our meeting. He left at 7pm.
4. Approval of Minutes---August 12, 2005 Board Meeting:
.
Jerry motioned to approve the minutes. Shirley seconded, all in favor.
5. Budget-Finance Committee---Harold Fletcher
Harold stated that the committee has started the process of budgeting for 2006. A noticed budget meeting will
be held soon. We have been notified that utilities will see an increase next year. It is expected the increase in
the operating budget will be over 10%.
Harold stated that in 1992, monthly fees were $150 per month and home values were in the low $100,000’s.
The value of Canaveral Sands condo units have increases greatly while condo fees have decreased substantially as
a percentage of the value of the condo.
The Budget Committee is recommending an increase of $25/month to $375/month. The special assessment of $177,000
and insurance proceeds of $95,000 comes to $272,000 while the total hurricane repair, cleanup, landscaping, etc.
came to around $400,000. The over $100,000 difference in costs had to come out of reserves, which substantially
reduced them.
6. Management Report/Unfinished Business---RDI (Michelle)
a. Financials: Only two owners have not paid the August Special Assessment. Certified letters have
gone out to them. The Board agreed that those owners who have not paid will be sent to the attorney for
collection action.
b. Status of bldg 1 electrical & storage room doors: KM Home Repair has installed the fiberglass doors
and new frame as well as a higher concrete base so water does not flow inside. They still need to finish
the inside jamb work and then maintenance will paint the doors.
c. Status of Trash Chute Door Replacements: All Ready Chutes completed the job of installing 8 trash
chutes and sanitizing all chutes. They made some repairs also. Phil recommended that the balance of the
chutes be replaced in next year’s budget.
d. Status of Condo Insurance Hurricane Damage Reimbursement: We have finally received insurance proceeds.
We received $29150 for the "C" garage roof and $66,075 for the Building two roof, it's mansards and drain
pipes. All other building damage was under the deductible
7. Landscape Committee Report---Joann Smally
a. The report is attached to the minutes.
b. Dune Trimming: Our current dunes trimmer, Stanley, was asked to start the summer trimming in July. In
September he still had not finished. The committee met with Nick's Landscaping and recommended we use him for
the next dune trimming. Jerry motioned to hire Nick's Landscaping at $25 per man hour to trim the dunes.
Shirley seconded, all in favor.
8. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b.. Revised pool signs are up stating the need to close and lock the gates at all times. FPL finally came out to
clear their electrical rooms of weeds and even a tree that had grown up. FPL has the only keys to these areas.
We received 3 of 4 elevator permits. We must have an additional inspection with full compliance before the
state will send the last permit. Repairs were done to corner columns on the north garage and were re-painted
in a darker color.
9. Other unfinished business
a. Status of hurricane damage repairs: Garage C roof has been replaced. The building 2 roof replacement has
been slow for 2 reasons. We hired a small contractor who did a good job on the building 4 roof but he is
slower than larger contractors. Also we lost almost 2 weeks because of rainy weather. The heavy rains
resulted in a roof leak in building 2 where water intruded into units 505, 405 and 305. The leak has
been found and fixed and the contractor has accepted responsibility for the leak and water intrusion
into the units.
An owner asked when downspouts would be installed at building #1. Ed Smally said he expects building 2
roof work to be finished by the end of October, at which time building 1 work will start..
b. Elevator Repairs workshop: The workshop will be on Thursday, Oct 6th at 6:30 pm. in the rec room.
Mr. Lee Rigby of Vertical Assessments, Inc, our, elevator consultant, will be in attendance to explain
his short and long term elevator repair/replacement recommendations and answer questions.
10. New Business
a. Sliding Glass Door Approval - Unit #2101: Jerry motioned to approve. Shirley seconded, all in favor.
Management will send written approval to owner and supply rules for installation.
b. Automatic Garage Door Opener Repair #C68-Rose Rubino: Ms. Rubino sent the Association a bill to repair
her automatic garage door opener. It was reiterated that additions such as openers are allowed, but are always
the owner's responsibility to maintain. Garages were built without automatic openers. Just like shutters,
owners can put them in, but must take care of and keep them in running order.
c. Sliding Glass Door for Rec Room: Two sliding glass door bids were received. Beach Door bid $10,250 and
Space Coast Windows bid $14,360. There was a discussion about quality of materials and installation with
different installers. It was noted that Space Coast windows had installed many quality doors at Canaveral
Sands while Beach Doors was an unknown. The board and attendees were worried that installers that bid low
would try to cut corners someplace. Jerry motioned that if Phil is satisfied with the specifications supplied
by Space Coast, to approve the installation of rec room sliding glass doors at not more than $15,000,
no screens desired. Shirley seconded, all in favor.
d. Termite Bond: Every 10 years, a full treatment is required around every building. This is guaranteed with
just a re-inspect for the next 9 years. This is a treat and repair bond. The cost for treatment is $980 per
bldg. Building #4 requires treatment right now. In February, 2 more buildings come due, and then the last
building will be treated in Sept of 2006. Massey Services has been the company doing the work. They will be
drilling holes around the building to insert the treatment. Shirley motioned to accept this bid and
re-treatment cost, Jerry seconded, all in favor. The president signed the contract.
e. Facilities Manager Review: Phil presented a letter to the Board and left. Manager read his letter to the
Board, which said he liked working here and would appreciate a cost of living raise if the budget would allow
it. Owners in the audience said they were very impressed with Phil; that he does go above and beyond to help.
He works well with contractors, he does not go home until the "job is done" and he is available 24/7 if
needed. He takes comp time for after hours jobs instead of overtime. He currently makes $38,667 per year.
He pays his own medical insurance at over $4,000 per year. Last years raise was $2,000 plus a $1,500 bonus.
All felt a “cost of living” increase would be fair. Harold felt that $19.00 per hour was within that range.
Shirley moved, with appreciation to Phil, to raise his rate to $19.00 per hour, effective August 1, 2005.
Jerry seconded, all in favor.
11. Adjournment
There being no further business, the meeting adjourned at 8:00 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT F0R SEPTEMBER 23, 2005 BOARD MEETING
This report includes information since the August report.
Black’s Spray has done the July-August insect and liquid fertilizer application for the lawn.
B & R Pest Control has been hired to replace Black’s Spray to do the insect control and fertilization for lawn and
planting beds.
Stanley has trimmed the dunes in front of buildings 2 & 3 but has not finished the job. He was first contacted in
June with a request to schedule trimming the dunes in July. He has been contacted at least 4-5 times in each July,
August, and September and the job is still not done. Therefore Ed asked our manager to find someone else to trim
the dunes in the future. Wednesday, September 21, we met with Nick’s Landscaping who is willing to do it starting
the next time it needs trimming.
Work performed since last
report:
1. Normal grass maintenance was performed.
2. Sprayed weeds on summer schedule along perimeter fence and planting beds.
3. Trimmed old section of hibiscus hedge in front of building 1.
4. Trimmed hedge at north end of building 1.
5. Trimmed ligustrum hedge around pool, at east end of building 4, and at east end of garage D.
6. Trimmed hedges at south end of garages B & C.
Future landscaping work (* indicates what is
expected to be done before the next board meeting)
1. Trim ligustrum between building 1 &2.and Indian Hawthorne near sidewalks.*
2. Replace dead bushes in front of building 2.
3. Continue to add red mulch to areas that have not been done this spring.*
4. Continue to weed areas that need it.*
5. Trim dune crossovers when necessary.*
6. Add sod where needed.*
Items to be discussed at September board meeting
1. Dune trimming
Landscape Committee
Sharon Barrett
Jean Deck
Barbara McPeek
Joann Smally, chairman
| End of September 23, 2005 Board Meeting Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Other board members present were
Jerry Beaumont & Shirley Varni. Jean Deck could not attend. Nine other owners attended.
2. President's Message---Ed Smally
The roofer has asked to begin work at 6 am due to the heat of each day and afternoon rains. Approval was given.
New signs are being made for the pool to say "Pool Gate must be Closed and LOCKED at all times" due to some
problems we are having with residents. It is a serious subject due to the fact that a child could get in
and drown. Maintenance has even found the gates open in the morning, meaning it was unlocked all night.
This summer has had more children than any summer before. All unit owners have responsibility to tell people
when they are doing something wrong.
We must have some new volunteers for the Board. Ed has been on the Board for eleven years and the others
have served their share as well.
3. Approval of Minutes---June 17, 2005 Board Meeting and June 22, 2005 Workshop:
.
Jerry motioned to approve the minutes. Shirley seconded, all in favor.
4. Budget-Finance Committee---Harold Fletcher
Harold stated that due to the meeting being held earlier in the month, the financials could not be presented.
The account receivable, however, were presented and 2 owners have not yet paid any of their special assessment
payments. The budgeting process must start soon, so he asked that committees get their requests in. Also,
reserves need to be studied for the many items being discussed for processing next year.
5. Management Report/Unfinished Business---RDI (Michelle)
a. Financials: Certified letters have gone out to those in arrears and they will be sent to the
attorney for collection action if not paid by August 25th. Late fees have been billed.
b. Status of cement walkthrough repairs: CRI has finally completed their warranty repairs and two owners
have paid them to return and re-do balconies after they have installed new sliding glass doors.
The job is complete and the company is due their retainage of $15,000.00.
c. Status of pool cement repairs: CRI has completed the repairs. The caulk has discolored,
so Paul Dupre has been asked to investigate this, but his contracted work is complete.
d. Status of bldg 1 electrical door: Contract has been signed with KM Home Repair to install
a fiberglass door and new frame at the electrical room and storage room. They will also install a
higher concrete base so water does not flow inside. This work is projected to be completed by the
end of the month.
e. Status of trash chute door replacements: Bids were received from two contractors and both companies
purchase the chutes from the same manufacturer and both are from South Florida and have the same sized companies.
Based on that, price was the deciding factor and All Ready Chutes were called to confirm a few things. They were
willing to only charge $300 for all four buildings for sanitizing and cleaning all the chutes at the same time
and would bring replacement parts for the guillotine if replacements are necessary. Shirley motioned to use
All Ready Chutes to replace doors and clean trash chutes in all buildings for $395 per door and $300 for
cleaning. Jerry seconded, all in favor.
f. Status of Condo Insurance Hurricane Damage Reimbursement: We did receive the adjuster's calculations,
but no check has been received yet. We have been told that usually the insurance company accepts the adjuster's
numbers and pays from that, but the check has not yet come, although we call weekly for updates.
6. Landscape Committee Report---Joann Smally
a. The report is attached to the minutes.
b. Replacing Black's Spray with B & R Pest Control: The committee has not been satisfied with the
quality of Black's Spray work with regard to weed control and shrub fertilization. B&R Pest Control, who also
sprays the interiors of the units, supplied a bid for outside service and fertilization. B&R's estimate is
very comparable to Black's Spray at about $3,000 per year. Jerry motioned to approve the move to B&R.
Shirley seconded. All in favor
c. The committee has a new member - Barbara McPeek in unit 1-106
d. Stanley, the dunes cutter, was supposed to trim the dunes July 18th, then July 25th, and still has not
been back to trim. The dunes should be cut before the end of the month.
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b.. Hartmann Irrigation came out and installed the new timers and included rain sensors, which are now
required by the city. They are state of the art and are working well. All locks have been repaired
or replaced as needed, so problems should be at a minimum now.
8. Other unfinished business
a. Status of hurricane damage repairs: Ed Smally stated that the “C” garage roof has been installed
and Florida Roofing Systems is now working on the Building #2 roof. The consultant says work is progressing
well except it is a little slow. The contractor says the heat and afternoon rains has slowed progress.
He will keep a full crew on the job and start at 6 AM to help this situation..
b. Elevator Repairs workshop: A workshop is tentatively planned for the 1st week of October with
Mr. Rigby, our elevator consultant to discuss short and long term elevator repair/maintenance. The date of
the workshop will be determined by the availability of Mr. Rigby. He will be asked to write a scope of work,
obtain bids and oversee the work.
c. Fire Alarm System Repairs: CFS Industries has been out to complete all the repairs that were found
in the fire marshal’s inspection
d. Temporary Hurricane Shutter Update:: The results of an investigation
by a unit owner since last October and just lately by the board were discussed at a workshop held August 9th.
Three contractors were invited and 2 came. They, along with the unit owner, gave presentations. Three members
of the board and 9 other owners attended the workshop. The board feels the negative aspects of temporary shutters
outweigh their cost advantage. At the present time the board agrees with previous boards that only roll down
shutters with the housing & slats beige and the frame bonze will be allowed at Canaveral Sands. However at the
workshop one of the 2 Lexan temporary shutter contractors said they would have their engineer look into
designing an installation that would not require penetration into the urethane membrane and would allow final
installation from inside the unit with easy entry into and out of the unit. It obviously is too late for this
hurricane season but the subject could be looked at again next year if the above conditions were met.
It is worth mentioning that many owners have installed sliding glass doors with hurricane resistant glass
instead of shutters.
9. New Business
a. Sliding Glass Door Approval - Unit #3304: Jerry motioned to approve. Shirley seconded, all in favor.
Management will send written approval to owner and supply rules for installation.
10. Adjournment
There being no further business, the meeting adjourned at 7:20 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT F0R AUGUST 12, 2005 BOARD MEETING
This report includes information since the June report.
The committee, Ed Smally, and Dann Collins met with Bruce from B & R Pest Control on August 11, 2005 to discuss
the possibility of having him replace Black's Spray to do our weed and insect control as well as our lawn and
shrub fertilization. He has given us a cost breakdown to do this and it will be presented to the board at
this meeting.
Black Spray has done the May-June insect and liquid fertilizer application for the lawn.
Stanley has trimmed the palm trees. He has been asked to trim the dunes but has not done this yet.
Work performed since last
report:
1. Normal grass maintenance was performed.
2. Continued putting new red mulch in planting beds and hedges.
3. Cut back oleander in front of building 2 as requested by fire marshal.
4. Trimmed small hibiscus trees and started trimming older part of hibiscus hedge.
5. Removed old hedge at south end of building 3 and planted new eleagnus hedge.
6. Sprayed weeds on summer schedule along perimeter fence and planting beds.
Future landscaping work (* indicates what is
expected to be done before the next board meeting)
1. Trim ligustrum around pool and Indian Hawthorne near sidewalks.*
2. Replace dead bushes in front of building 2.
3. Continue to add red mulch to areas that have not been done this spring.*
4. Continue to weed areas that need it.*
5. Trim sago in east front area of bldg. 4.*
6. Trim dune crossovers when necessary.*
7. Add sod where needed.
Items to be discussed at August board meeting
1. Having Bruce replace Black Spray
2. New committee member
3. Dune trimming
Landscape Committee
Sharon Barrett
Jean Deck
Barbara McPeek
Joann Smally, chairman
| End of August 12, 2005 Board Meeting Minutes |
President Ed Smally called the meeting to order at 6:10 PM in the rec room. Other board members present were Jerry Beaumont and Shirley Varni. Nine other unit owners attended the meeting
At the present time only Roll down shutters are allowed to be installed at Canaveral Sands. The workshop was called to discuss temporary hurricane Shutters because a unit owner asked that the association look into allowing temporary hurricane shutters to be installed. Representatives from 3 companies were asked to speak at the meeting. They were East Coast Shutters, Son Clear Shutters and Clear Hurricane Shutters
The board has specified that temporary hurricane shutters must not detract from the looks of the building, that installation does not require intrusion through the urethane membrane on the balcony floor, that entry into the unit from the balcony is possible for final installation, that the shutters meet Dade county hurricane specifications and are permitted by the city of Cape Canaveral and the shutters be easy to put up before a hurricane and easy to take down after a hurricane.
Brian Lund, an owner, has been investigating temporary hurricane shutters since October 2004. He feels the lower cost of temporary shutters will encourage more people to install shutters and said in his opinion that aluminum temporary shutters is the best way to go. He spoke first for East Coast Shutters about the installation of temporary aluminum shutters because a representative of the company could not make the meeting. Brian said the aluminum shutters could be painted to match the color of the building. He said the only practical way to install aluminum shutters that meets the above board’s specifications was horizontally. However Brian could not verify that East Coast Shutters had ever installed aluminum shutters on a condo balcony where there was entry into the unit, from the balcony, for final, installation. This is critical because otherwise the person putting up the shutter is left out on the balcony after the shutters have been put up. >/P>
Last month the board was made aware of a Lexan (type of strong plastic) product that was advertised to be a strong temporary shutter that could be installed above the 1st floor on condos. Ace Young of Sons’ Clear Shutters and Mike Messner of Clear Hurricane Shutters were asked to come to the workshop and explain their product. Ed Smally has seen a 2 glass sliding glass door installation by Son Clear Shutters on a house balcony in Ocean Woods. Entry into the unit for final installation was possible but not easy by bending the lexan material at a lower corner and slipping into the unit. The installation methods used by the 2 companies were different. After listening to both companies it was not obvious if either company’s installation could meet both the Dade county wind spec and still allow entry into the unit for final installation. This is especially true with the 3 panel sliding glass doors. Mark Fuller of Clear Hurricane Shutters is going to contact the manufacturer of the product to see if it is possible to come up with an installation method that would meet our requirements. However it is doubtful that easy entry would be possible.
The meeting adjourned at 7:40 PM.
Ed Smally---President
| End of August 9, 2005 Workshop Minutes |
President Ed Smally called the meeting to order at 7 PM in the rec room. Other board members present were Jerry Beaumont, Jean Deck and Shirley Varni. Phil Heller and Mr. and Mrs. Rocker also attended the meeting.
The latest information from the elevator consultant was handed out to everyone present. It identified elevator repairs to be expected, costs involved in major repairs/replacements and priority of repairs/ replacements. The consultant stated in the handout that at the present time the elevators are safe to operate with no requirement for immediate repairs/replacements other than those necessary to correct the code violations noted in the original elevator report.
Body filler and painting has already been done on outside doors and door frames to prolong their useful life as recommended by the consultant because replacing these items is very expensive.
After a lengthy discussion everyone agreed the code violations should be taken care of as soon as possible. Management and the president will meet with ThyssenKrupp (our elevator maintenance firm) to get this started. Management has already contacted ThyssenKrupp about this meeting.
A meeting with the elevator consultant (workshop) will be held in the Sept-Oct time frame to discuss major repairs/replacements and to work on a repair/replacement plan for the short and long term. The consultant will be asked at the workshop meeting that he write the specifications and oversee major component repair/replacement work.
It is likely that at the Sept-Oct workshop the consultant will reconfirm his previous recommendation that the mechanical safety edges, door operators and door hanger equipment be replaced after taking care of the code violations. If this happens, as expected, it would be the first part of our repair/replacement plan. This effort is projected to cost about $50,000 and an attempt will be made to get this done next year. The budget committee will be asked to work this into the budget.
Replacement of major elevator components, like pumping units and control valves will occur when they are obsolete or when they break down and parts are no longer available. Thus in most instances specific future dates cannot be determined. However our elevators are quite old and major repairs/replacements can be expected in the near future. The consultant can help us in predicting normal life and thus possible time of repairs/replacements so the association can have money available to do the necessary work to keep the elevators running.
Units #1-403 requested approval for roll down shutters. Shirley motioned to approve. Jerry seconded, all in favor. Management will send written approval to owner and supply rules for installation.
The meeting adjourned at 8:07 PM.
Ed Smally---President
| End of June 22, 2005 Workshop Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Other board
members present were Jerry Beaumont, Jean Deck & Shirley Varni. Twelve other
owners attended.
2. President's Message---Ed Smally
A board meeting will not be held in July. If a meeting is necessary a notice
will be posted. Newsletters and minutes are being put on the website as soon as
possible (Please notice the updated website picture of the entrance sign with
flowers around the base). Both Ed and maintenance man Phil will be on vacation
July 7-18.
3. Approval of Minutes---May 20, 2005 Board Meeting and June 1, 2005
Workshop: .
Jean Deck motioned to approve the minutes of both meetings as written. Shirley
seconded, all in favor.
4. Budget-Finance Committee---Harold Fletcher
a. Report is attached to the minutes.
b. The committee recommended that fire alarm and irrigation updates be
dealt with as operating expenses. They understand that the elevators will
require future expenditures which must be budgeted. It is felt that hurricane
damage repairs are proceeding satisfactorily and there will be money to cover
the cost of repairs.
5. Management Report/Unfinished Business---RDI (Michelle)
a. Financials: Late payers are being assessed interest but some
are refusing to pay that. Management stated that this balance will stay on their
account until the unit is sold. Board and Committee agreed.
Management felt that the Association is collecting interest on the outstanding
ThyssenKrupp check so did not want to re-issue without a request from the payee.
That check was sent with the signed contract to do the work and the work has
been done, so the check was lost at ThyssenKrupp. The board asked that manager
send a letter to vendor to see how they want to proceed.
b. Status of cement walkthrough repairs: CRI has again not
responded to requests for the finishing of punchlist items. The Association
still has $15,000 in retainage.
c. Status of pool cement repairs and bldg 1 electrical room sump pump:
CRI half-finished many projects and still others were not even started in the
last 10 months, so another firm was asked to bid this work and guaranteed that
they could complete it in 2 weeks. We are awaiting the bid..
d. Status of trash chute door replacements: Another property
managed by RDI is using Southern Chute. The board agreed to inspect that work
when completed and then decide.
e. Status of Condo Insurance Hurricane Damage Reimbursement: The
association’s insurance agent has sent all paperwork to a woman he says is
“second in command” and that woman has promised to look into it within 2 weeks.
They will probably send out an additional adjuster.
6. Landscape Committee Report---Joann Smally
a. The report is attached to the minutes.
b. The committee recommended increasing Dann Collins Lawn Maintenance by
$100 per month, to $900, beginning July 1st. He has been at the same rate for 4
years and works well with the committee. He was the second lowest priced
landscaper when hired, when prices ranged from $9,160to $15,540 per year. The
Budget Committee agreed that there was money in the budget to cover the
increase. Jerry motioned to approve this raise. Shirley seconded, all in favor
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. Elevator #3 wasn’t working for 6 hours this week, but it was not the
fault of the elevator. FPL had to replace a transformer at the street. It only
affected the 220 volt elevator, not the units.
c. The annual fire inspection was done. They marshal required that we
install knox boxes at all buildings with keys to all utility doors for their
ease in access in case of emergency. They also require replacement of all trash
chute doors that cannot lock. Bids are being obtained by management. There was a
problem with one fire panel, and that issue is being resolved. There was a water
leak underground at Building #4 this week, but that was repaired as well. We are
cooperating with the fire marshal in all they require.
d. Irrigation System Repairs: Phil stated that the Association has
irrigation wells and 23 year old mechanical controller boxes, which continually
needs repairs, to run the hydraulic valves to open the 39 zones when watering. A
new controller / timer will allow sections to be watered longer or more often
than others, which is impossible now. Hartmann Irrigation quoted $2275 for 2 new
controllers and a conversion kit which would be retrofit to the hydraulic valves
we already have. The price would also include the rain sensor bypass feature, to
shut off the system when it is raining. Shirley motioned to approve this
purchase from operating funds. Jean seconded, all in favor.
8. Other unfinished business
a. Status of hurricane repairs: Ed Smally stated that the workshop
minutes and the recently-mailed newsletter explain this subject in detail. The
contracts have been signed with the roof consultant and the roofer, Florida
Roofing Systems. They will start the work the first part of July.
b. . Elevator Repair Analysis Report: The elevator analysis was
received from Vertical Assessments. The cost for the report was $800 per
elevator and all board members received a copy of the full report and a CD of
photos showing damages. It was technically a good report, but lacked costs and
life expectancies as well as a long term plan for replacement and repair of
these 20 to 22 year old elevators. The board decided to have the code violations
identified in the report taken care of by ThyssenKrupp as soon as possible.
Management will schedule a meeting with them to discuss when this could be done
and the cost involved
9. New Business
a. Fire Alarm System Repairs from CFS Industries: After the recent
inspection, the alarm maintenance company reported many pull stations, strobes
and horns inoperable and these must be replaced. Their bid to repair and replace
all non-functioning parts is $1,712.47 and these are required to bring the
system up to acceptable compliance with the fire marshal. Jerry motioned to
approve this expenditure from operating account. Jean seconded, all in favor
b. Temporary Hurricane Shutter Investigation: Last October, Mr.
Lund and Mr. McPeek requested that the Board consider temporary window
protection as an alternative to the approved roll-down shutters. The board at
that time told them that previous boards had determined that permanent roll down
shutters would be the best for protection and appearance of the buildings and
were the only ones allowed o be used at Canaveral Sands. The board agreed to
allow Mr. McPeek and Mr. Lund to look into temporary shutters and present their
findings to the board but this was not to be construed to mean that the board
would permit temporary shutters. Mr. McPeek has since installed high impact
sliding glass doors. Mr. Lund at this meeting presented sales brochure
information and discussed 2 types of temporary shutters (aluminum or clear
panels and a strong mesh). The board felt that the information was not detailed
enough, particularly in regard to installation, to hold a meaningful discussion
and was presented too late for this hurricane season. Mr. Lund asked the board
to tell him the type of information they wanted. The board agreed to give Mr.
Lund the information in writing, which was done the following week.
10. Adjournment
There being no further business, the meeting adjourned at 7:56 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
Canaveral Sands Finance Committee Meeting, June 14,2005
Present: H. Fletcher, E. Smally and D. White
1. The May Balance Sheet gives an excellent picture of the Canaveral Sands financial situation. The Profit and Loss Statement provides a good summary of the condo’s operating expenses.
2. The Balance Sheet contains the April and May UBS Financial Report of the Reserve Investments. The UBS report for April was late last month.
3. The Balance Sheet shows that Accounts Receivable have decreased to $4,085.17 The details will be discussed later when the summary sheets are reviewed.
4. In the Profit & Loss Statement, please note that the Special Assessment Income Account 4001 has been added to the Income section and Hurricane Repairs have been added to the Expense section.
5. Water and Sewer expenses are the only area that is substantially over the budgeted amount.
6. Actual Year to Date Operating Loss without the SPAS was $8,098.71.
7. In the Monthly Maintenance Fee Section, there are still 6 units for which interest charges are still outstanding.
8. In the Special Assessment Section, there were 11 delinquent accounts at the end of May. It is recommended that these be handled in the same manner as Delinquent Maintenance Fees. These accounts are now in the class of 61 to 90 days delinquent.
9. The Reserve Breakout Summary gives an excellent summary of all activities in the area of Reserves . The only problem in this area is that there is still an outstanding check to Thyssen Krupp for $1,991.50 which was originally made out in September of 2004. It is recommended that this item be settled as soon as possible, even if we have to pay a stop payment charge on the original check
10. The committee discussed necessary repairs in the fire alarm and irrigation areas. It was recommended that these expenses be considered operating expenses.
11. The committee discussed the elevator report, which indicated repairs will be required in the near future and long term. They decided it will be necessary to build up the elevator reserve to perform the projected repairs.
Harold Fletcher, Chairman
LANDSCAPING REPORT F0R JUNE 17, 2005 BOARD MEETING
This report includes information since the May report.
The committee met June 9, 2005 with our landscaper, Dann Collins. We discussed future plans for our planting beds. Dann said he will plant the new hedge south of building three next week and will also plant summer flowers under the sign at the main entrance and in the big bed in the front of the property. We decided not to replace the flowers north of garage C until the roof is replaced.
Black Spray has done a special spraying for mealy bugs on the coontie palms.
Work performed
since last report:
1. Normal grass maintenance was performed.
2. Continued putting new red mulch in planting beds and hedges.
3. Sucker growth removed from oleander and holly trees.
4. Replaced oleander hedge on south side of building 2 and the ixora hedge on
south side of garage C.
5. Replaced the flowers under the sign at the main entrance with summer flowers
that will tolerate the heat better.
6. Trimmed stepped hedges on south side of garages B and C.
7. Sprayed weeds on summer schedule in fence rows and planting beds.
Future
landscaping work (* indicates what is expected to be done before the next
board meeting)
1. Cut back oleander in front of building 2 as requested by fire marshal.*
2. Trim ligustrum around pool and Indian Hawthorne near sidewalks.*
3. Replace dead bushes in front of building 2.
4. Continue to add red mulch to areas that have not been done this spring.*
5. Continue to weed areas that need it.*
6. Trim sago in east front area of bldg. 4.*
7. Trim small hibiscus trees.*
8. Trim dune crossovers when necessary.*
Items to be put on June 17, 2005 agenda
Compensation for landscaper
Landscape
Committee
Sharon Barrett
Jean Deck
Joann Smally, chairman
| End of June 17, Board Meeting Minutes |
CANAVERAL SANDS BOARD OF DIRECTORS
WORKSHOP MEETING
June 1, 2005 in the on-site rec room
President Ed Smally called the meeting to order at 6 PM in the rec room. Other board members present were Jerry Beaumont, Jean Deck and Shirley Varni;. There were 8 other unit owners attending. The purpose of the meeting was to discuss hurricane damage repairs. The Canaveral Sands roof consultant (Mr. Jack Gibson) also was present.
The workshop was held to select a contractor and to decide on metal or asphalt shingles as well as to decide on replacing all of the soffits with wooden sofffits or just replace vinyl soffits that are missing.
Three contractors sent in bids. These were Florida Roofing Systems, National Roofing and Advanced Roofing. The bids for Florida Roofing and National Roofing are shown below. Advanced Roofing came in the day of the workshop but was higher than National Roofing.
Florida roof systems
National roofing
1. bldg
2------------------------------132,545----------------------------------193,810
2. garage C----------------------------
34,650-----------------------------------74,800
3a. metal mansard
shingles------------176,391----------------------------------223,610
3b. asphalt mansard
shingles----------128,820----------------------------------169,700
4a. all wooden soffits-------------------27,096-----------------------------------67,600
4b. replace vinyl soffits-----------------$6
sq/ft---------------------------------$29 sq/ft
5. downspouts &conduit--------------910
each-----------------------------------no bid
6. hourly labor rate for extra
work--------52.00------------------------------------65.00
Money available for repairs April 30 is $372,000. This includes all our roof and deferred maintenance reserves, $39,000 in interest and all of the special assessment. $20.000 in roofing reserves will be coming in the rest of the year. $40,000 in deferred maintenance will be coming in the rest of the year but most of this money has to be available to take care of unforeseen maintenance problems.
There was much discussion with everyone present participating. Florida Roofing Systems was the contractor selected. This is the contractor that replaced building 4 roof, which has held up very good during the last hurricane season. They were also substantially lower than the other 2 bids, which would have required another special assessment if one of them had been chosen. Because of the price differential and before the workshop, Florida Roofing was asked to check their bid estimates for each line item. They verified they were satisfied with their original bid proposal.
Although it was felt that metal shingles would improve the appearance of Canaveral Sands ,it was the general consensus that the $48,000 difference in cost was too much of a cost differential. Thus asphalt shingles were selected. The original asphalt shingles had lasted over 20 years and the new shingles will be a better grade of shingles with a 40 year 130 mph rating.
It was decided to just replace the vinyl soffits that had blown off rather than replace all the soffits with a solid wooden soffit. There would be a substantial cost savings and the present vinyl soffits had a more pleasing appearance.
The estimated cost for all the repairs is $326,000 with Florida Roofing. This will fit within our budget with money available for a cost overrun if presently unknown problems are found
Jerry Beaumont made a motion that the association use Florida Roofing Systems to repair the hurricane damage and to use asphalt singles and to replace the missing vinyl soffits. Jean Deck seconded the motion. The motion passed unanimously.
It is expected the repairs will start 1 July with garage C roof being replaced. Next will be building 2 roof followed by mansard shingles, soffits and roof drains.
The association is still pursuing getting some money from our condo insurance for garage C and building 2 repairs. Our agent, Ranew Insurance Agency, is helping us at the present time.
The meeting adjourned at 6:40 PM.
Ed Smally---President
| End of June 1, 2005 Workshop Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Other board
members present were Jerry Beaumont, Jean Deck & Shirley Varni. Six other owners
attended.
2. President's Message---Ed Smally
Hurricane Season is coming. If owners do not live on site, they are asked to
remove all balcony items and ready their homes for the hurricane season. Also
make sure to have a realtor or friend available to check on your home,
particularly after a hurricane, because management will be busy taking care of
building damages.
3. Approval of Minutes---April 22, 2005 Board Meeting and April 255, 205
Workshop.
Jean Deck motioned to approve the minutes as written. Shirley seconded, all in
favor.
4. Budget-Finance Committee---Harold Fletcher
Harold stated that all required 2004 changes were input with CPA’s help so all
reports are now correct. The P&L shows $2,434 over budget to date, due to a
one-time water/sewer leak. Twenty-four owners were delinquent on their first
Special Assessment payment. The committee recommended that these be handled the
same way other late payments are, with late fees attached. There is still one
outstanding check from 2004, payable to Thyssen Krupp for the deposit on the new
elevator door in building #3. Management told them they would have to pay for
the stop payment fee if they request a replacement, so they are still trying to
find the check.
5. Management Report/Unfinished Business---RDI (Michelle)
a. Financials: Many of the late special payments seem to be due to
owners assuming that the bank would automatically deduct these fees as they do
their monthly fees. Now that they have been informed, most are paying promptly.
b. Status of cement walkthrough repairs: CRI has again not
responded to requests for the finishing of punchlist items. The Association
still has $15,000 in retainage.
c. Status of pool cement repairs and bldg 1 electrical room sump pump:
CRI has again not responded to requests for the finishing of punchlist items.
The Association still has $15,000 in retainage.
d. Status of building 4 walkway railing repair: The work was
completed last week.
e. Status of Building #2 Painting: Tec Systems should finish by
next week.
f. Status of Elevator Repair Analysis Report: The analysis was
received by e-mail today, but hard copies and a CD of photos of the equipment
will be sent to all Board members soon. Management faxed those pages of the
report that discussed maintenance that should be done by the contracted elevator
company to the supervisor today and asked for expeditious service to complete.
6. Landscape Committee Report---Joann Smally
a. The report is attached to the minutes. The four new palms were
installed on the south side of the entrance garages. They were well-staked and
look great.
b. Hedges Replacement: . The committee requested the ability to
plant new hedges where the storms and age had killed the old plants. The cost is
within budget and would be $550. Shirley motioned to approve this work and cost.
Jerry seconded, all in favor..
c. Stanley trimmed the dunes last week.
d. Flowers around fake rock: A unit owner planted flowers around
the fake rock in front of the rec room that were not appropriate for that
location. The owner was reminded by the Landscape Committee Chairperson by phone
and Management by mail that owners do not have the right to plant flowers
without the approval of the board. She was asked to remove the flowers by a
specific date or they would be removed by the association. The association did
remove the flowers after that date. The board would like to remind owners that
they can make landscaping requests/recommendations by writing to the board. The
board and the landscape committee will decide if the request/recommendation is
appropriate and fits into the landscaping décor of Canaveral Sands.
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. Phil has spent a great deal of time working with the painters and
railing contractor on coordination during their work. He also had to paint the
areas where holes had to be moved due to new codes when installing railings. The
pool heater blower and pool pump broke at the same time. The heater blower was a
third failure falling under warranty. All is working well now. Irrigation is now
a main concern. A valve and controller are problems and we are temporarily
watering 3 times per week due to the stress seen in the grass when watered twice
a week. Phil does turn off the irrigation when it rains.
c. Phil’s helper, Chris, has been working out very well, working about 20
hours per week. He started working after the hurricanes to help Phil at $10 per
hour. His help at a low salary has allowed more time for Phil to do work that
would otherwise require hiring contractors and more time for Phil to interface
with contractors. Ed Smally recommended raising Chris’s salary to $11 per hour
(Michelle said this is under the wage she pays for similar work at her other
properties) and making him a permanent part-time employee. Harold Fletcher, the
budget committee chairperson, confirmed the 2005 budget would allow for this.
Jerry motioned to raise Chris’s salary to $11 per hour and hire him permanently
as a part-time employee. Jean seconded, all in favor.
8. Other unfinished business
a. Status of hurricane repairs: Mr. Smally stated that we are
waiting on roof bids from bidders approved by the roof consultant. It is
expected the bids will be in next week. As soon as they are received a workshop
will be scheduled so the board can select a contractor to do the hurricane
damage repairs. At the present time the hurricane damage estimates have not been
received from the condo insurance company with the 2nd adjuster’s inputs. The
insurance company says they have lost or misplaced the inputs from the 2nd
adjuster. The adjuster has told us he has sent them in again. However Canaveral
Sands cannot wait until this is resolved to repair the hurricane damage.
9. New Business
a. Trash Chute doors: Bids were received from All Ready Chute and
Southern Chute. There were many questions about the bids and Phil has not seen
the bids yet, so these will be discussed with Phil and the contractors will be
asked to bring out samples if possible
b. Request for Replacement of Sliding Glass Doors (Unit #2-405):
Jerry motioned to approve. Jean seconded, all in favor. Management will send
written approval to owner and supply rules for installation.
10. Adjournment
There being no further business, the meeting adjourned at 7:45 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
Canaveral Sands Finance Committee meeting, May 19,2005
Present: H. Fletcher, E. Smally and D. White
1. The April Balance Sheet gives an excellent picture of the Canaveral Sands financial situation. The Balance Sheet and the Profit and Loss Statement combine to provide the main status of the condominium’s finances.
2. The Balance Sheet was put together without the UBS Financial Report of the Reserve Investments. The income and increase in value for the month of April was $407.82. This will be included in the May report.
3. The Balance Sheet shows that Accounts Receivable have increased to $9,739.67. The details will be discussed later when the summary sheets are reviewed.
4. In the Profit & Loss Statement, please note that the Special Assessment Income Account 4001 has been added to the Income section and Hurricane Repairs have been added to the Expense section.
5. Water and Sewer expenses are nearly $6,000 over the budgeted amount.
6. Actual Year to Date Operating Loss without the SPAS was only $2,434.66.
7. In the Monthly Maintenance Fee Section, there are still 7 units for which interest charges are still outstanding.
8. In the Special Assessment Section, there were 24 delinquent accounts at the end of April. It is recommended that these be handled in the same manner as Delinquent Maintenance Fees.
9. The Reserve Breakout Summary gives an excellent summary of all activities in the area of Reserves . The only problem in this area is an outstanding check to Thyssen Krupp which was originally made out in September of 2004.
10. The Prepaid Insurance Schedule is now properly presented. Each of the last two auditors had a different method of calculation, which created confusion. Michelle and Marcia, the last auditor, have the April calculations brought up to date.
11. Ed Smally explained the money situation involving the hurricane damage repairs. The 2 unknowns at the present time are bid proposals from the contractors (expected next week) and if the association will get any insurance money. He will explain this again at the board meeting along with the various options possible. The committee will make a recommendation to the board when both pieces of information are known or a decision has to be made without the insurance information.
Harold Fletcher, Chairman
LANDSCAPING REPORT F0R May 20, 2005 BOARD MEETING
This report includes information since the April report.
The committee met May 6, 2005 with Association president, Ed Smally. He reviewed with us the purpose of committees which is to help the president and the board make decisions in their areas and thus use the Associations money in the best way. Everyone agreed that the priority for the rest of this year will be to replace hedges damaged by the hurricanes and to work on planting beds in front of buildings. Additional tall trees will be looked at this year and planted with board approval when money is available
Black Spray has done a special spraying for mold on our sago and coontie palms. They have also done the regular application of insect, broadleaf weed treatment, and liquid fertilizer for the lawn.
Four Sabal palm trees were installed at the corners of garages B and C to replace the holly trees which were killed by the hurricane. We asked to have them staked because of the wind that comes through that area and because we are entering hurricane season.
The fire inspector has asked us to cut back the large oleander in front of building 2. She feels it blocks the entrance to the electric room too much.
In the past there have been instances of people planting flowers or plants on the premises without permission of the board. In the past the committee has removed inappropriate plants and left those that were appropriate. One person has replanted inappropriate plants and this will be reported to the board.
Work performed
since last report:
1. Normal grass maintenance was performed.
2. Trimmed sago palms in front of building 3 and near garage D.
3. Trimmed coontie palms in front of buildings.
4. Sprayed weeds in all fence lines and planting beds.
5. Continued putting new red mulch in planting beds and hedges.
6. Sucker growth removed from oleander and holly trees.
7. Sod area around fire pipes near bldg. 4 and where dumpster was in front of
bldg one.
Future
landscaping work (* indicates what is expected to be done before the next
board meeting)
1. Replace hedges damaged by hurricanes.*
2. Cut back oleander in front of building 2 as requested by fire marshal.*
3. Trim ligustrum around pool and Indian Hawthorne near sidewalks.*
4. Replace dead bushes in front of building 2.
Items to be put on March 18, 2005 agenda
Hedge replacement
Flowers around fake rock
Landscape
Committee
Sharon Barrett
Jean Deck
Joann Smally, chairman
| End of May 20, Board Meeting Minutes |
1. President Ed Smally called the meeting to order at 6 PM in the rec room. Other board members present were Jean Deck and Shirley Varni; Jerry Beaumont was absent. There were 7 other additional owners attending. The purpose of the meeting was to discuss hurricane damage repairs
2. The Canaveral Sands roof consultant (Mr. Jack Gibson) was there to answer questions about hurricane damage repairs to soffits, mansard shingles, garage C roof and building 2 roof. He has specifications almost complete in those areas and will send them to contractors at the end of this week or the beginning of next week. Jean Deck also asked him to include putting up 7 roof drains and he agreed.
Mr. Gibson will show the contractors the work to be performed on the premises and expects proposals from them within 2 weeks after sending the proposal request with the specifications.
3. Soffits: Three types of soffit repair or replacement situations
were discussed. The final decision will depend on the cost difference and
appearance. They are:
a. Replace the missing soffits with the same type of soffit. These soffits
are the most likely to blow off again but this is the least expensive approach.
b. Replace all the soffits in all the buildings with a solid wooden soffit.
They would be less likely to blow off in a strong wind but would have to be
painted when
the building was painted. This approach is more costly than “a”.
c. The 3rd approach is the same as “b” with a decorative type addition to
the wood for a more pleasing appearance. This approach is the most expensive.
4. Mansard shingles: Asphalt VS aluminum shingles were discussed. The asphalt shingles are the least expensive. The aluminum shingles would cost more but would improve the appearance of the property. The contractors will be asked to bid on both of them so the board can make a decision. It will come down to cost VS appearance.
5. Building 2 roof:. This roof would be replaced with the same type of roof as the new roofs on building 1 & 4. It is estimated that the cost to replace this roof has increased by about 50% since buildings 1 & 4 roofs were replaced due to increased costs of building materials and increased labor costs. Roofers are still in high demand in this area. Our consultant says roofing costs are going up at about 9 % a month so he did not recommend delaying this effort..
6. Garage C roof: One third of the roof lifted during one of the hurricanes and came back down. This roof should be replaced. Again costs have increased and are still increasing for any roof work. The additional slope of the roof to take care of our present water ponding problem over the entrances will increase the cost.
7. Seven roof drains: These roof drains came down during the hurricanes. Putting them back up has been added to the bid proposal request.
8. The roof consultant left after about 1 and ˝ hours and the workshop continued with a discussion about repair costs and how to pay for the repairs. Ed Smally presented the projected cost of the work by the roof consultant. It was $315,000 but the actual costs will not be known until bid proposals have been received from the contractors and the board decides on the type of soffit repair/replacement and the type of shingles to use. Money available for this work as of January 1, 2005, including the special assessment is $341,000. This is too close for comfort because there should always be extra money available in case of an overrun. However there should be some insurance money for both garage C roof and building 2 roof. The insurance company has not confirmed this yet. It is expected this information should be available soon. The board is waiting for the insurance information and the bid proposals to make the best decision for the association.
Ed Smally---President
| End of April 25,2005 Workshop Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Other board
members present were Jerry Beaumont, Jean Deck & Shirley Varni. Eight other
owners attended.
2. President's Message---Ed Smally
A Space Coast Condo Meeting will be held tomorrow at the Cocoa Beach Library.
Irrigation information and people from the Division of Fl Land Management will
be present. Meeting is from 9 am to 11:30 am. Sand fences were installed on the
beach by the city. It is believed all people who had loss assessment coverage
have been paid except Allstate. Allstate wants to see something from the condo
adjuster before they will process the owners' claims. We had a second adjuster
come out and he felt we needed new roofs on Garage C and Building #2, so we
should see something from Citizen's insurance next week. Owners and realtors are
asked to tell renters to read the handbook. Many do not understand the rules.
3. Approval of Minutes---March 18,2005 Board Meeting.
Jerry motioned to approve the minutes. Jean Deck seconded, all in favor.
4. Budget-Finance Committee---Harold Fletcher
Harold stated that the committee did not hold a meeting in April because there
were not enough members available. With the hurricane expenses known, we should
be able to accurately assess costs for repair with current reserves. Harold
asked that the Accounts Receivable for the Special Assessment be broken out
separately from regular balances due. The audit was mailed out last week.
5. Management Report/Unfinished Business---RDI (Michelle)
a. Financials: The Association is almost $7,000 over budget right
now, but this is due to higher utility costs which should even out by year’s
end. We show $45,000 in prepaid accounts because of owners who have paid their
Special Assessment or monthly maintenance fees in full for the year. We have 4
people who are consistently late with their monthly assessments but pay in less
than 45 days.
b. Status of cement walkthrough repairs: CRI has taken care of one
major balcony ceiling problem and placed sand in the ruts in the grass, but
there are still a small number of balcony repairs that need to be done. We are
holding the retainage of $15,000.
c. Status of pool cement repairs and bldg 1 electrical room sump pump:
CRI did the repairs to cracks around the pool and coated the deck, but still
need to add the “NO DIVING” stencils around the pool. Sump pump work and cracks
in garage edges are also supposed to be done at the same time.
d. Status of building 4 walkway railing repair: The notice of
commencement was notarized yesterday and work should commence in 1 to 2 weeks.
The work will not disallow passage.
e. Status of mesh around pool: This work was completed last night
with Phil's help. It is a thicker material than in the past.
f. Status ofasphalt Repair: This work was completed on the 12th.
g. Status of building #2 painting: Tech Systems has started the
painting, by pressure washing the east side today. The work should take 5 to 6
weeks to complete. Building #3 is scheduled for painting in 2006. Hurricane
shutter housings are the responsibility of owners and most of building #2’s need
sanding and painting. Management will be calling and billing the owners involved
for this portion of the work..
h. Status of elevator repair analysis report: The analysis by our
consultant was started April 13th and we should receive his findings by the end
of next week. The budget committee will look at the short and long term elevator
repair requirements and integrate this information into the association’s
reserves.
6. Landscape Committee Report---Jean Deck
a. The report is attached to the minutes. Jean Deck read report due to
Joanne Smally’s absence. Mulch was added and one Sago has the white mold
disease. Black’s Spray will be asked to re-spray it. Sod was replaced at the new
stand pipes and the cardboard palm will take some more time to return to life,
but it is not dead.
b. Sabal Palms: The committee recommended replacing the holly
trees that have died twice, in front of “B” & “C” garages. Jean motioned to
install four Sabal palms at $125 each when they become available. Shirley
seconded, all in favor.
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
8. Other unfinished business
a. Status of hurricane repairs: Roof consultant could not make the
meeting yesterday, so a revised workshop meeting will be held next Monday April
25.
A decision will be needed on asphalt versus aluminum shingles. The expected cost
is $20,000 more for aluminum. Another decision to make is on the soffits. In the
storms, we lost sections. The roof consultant recommended a solid type soffit
instead of what there is, to hold up better in high winds. He estimates $7,000
to replace what is missing or $20,000 to replace all soffit with the solid wood
type. Normally soffit replacement would cost much more, but with the lift
equipment on site for shingle replacement, this lowers the overall cost. The
estimated cost is $315,000 to install 2 roofs (building 2 and garage C), replace
all the soffit, install new drains and install metal shingles on the 4 building
roofs. If all of the deferred, roof and interest reserves as of Jan 1, 2005 are
used and included with the Special Assessment, we have $341,000 to work with.
That would run the reserves too low for the Board’s comfort, but we are hoping
for some insurance proceeds.
9. New Business
a. Shutters Installation Approvals: Units #1302 and 1303 requested
approval for roll down shutters. Jerry motioned to approve. Jean seconded, all
in favor. Management will send written approval to owner and supply rules for
installation.
b. Request for Replacement of Sliding Glass Doors for units #1101 and
1504: Jerry motioned to approve. Jean seconded, all in favor. Management
will send written approval to owner and supply rules for installation.
10. Adjournment
There being no further business, the meeting adjourned at 7:30 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT F0R APRIL 22, 2005 BOARD MEETING
This report includes information since the March report.
Black Spray has done a special spraying for global sedge in front of building one and in other small areas.
Someone vandalized our new coconut palms Saturday night, April 2. They broke five fronds off the two trees. Chris notified us on Sunday and then cut them off. No further damage has been done.
Work performed
since last report:
1. Normal grass maintenance was performed.
2. Removed one dead hibiscus in front hedge, dead bush in front of bldg. 2, dead
hollies in front of bldg 3 & 4.
3. Trimmed oleander at north entrance.
4. Trimmed hedge at south end of building 3.
5. Removed all fronds from cardboard palm east of garage D. New growth is
beginning to show.
6. Sprayed weeds in all fence lines and planting beds.
7. Continued putting new red mulch in planting beds and hedges.
8. Sucker growth removed from oleander and holly trees.
9. Dead branches removed from old areas of hibiscus hedge.
Future
landscaping work (* indicates what is expected to be done before the next
board meeting)
1. Monitor plants damaged by hurricane and trim or replace as necessary
2. Trim oleander hedge at south end of building 2 to remove dead areas. Replace
any bushes that are dead*.
3. Trim ligustrum around pool.*
4. Replace dead bushes in front of building 2.
5. Sod area around fire pipes near bldg. 4 and where dumpster was in front of
bldg one.*
6. Trim Indian Hawthorne near sidewalks.
Items to be put on March 18, 2005 agenda
Adding Sable Palms
Landscape
Committee
Sharon Barrett
Jean Deck
Joann Smally, chairman
| End of April 22, Board Meeting Minutes |
1. Call to order:
The meeting was called to order at 6:30 PM by President Ed Smally. Other board
members present were VP Jerry Beaumont, Secretary Jean Deck & Director Shirley
Varni. Seven other owners attended.
2. President's
Message -Ed Smally
One legislator is trying to make some changes to the Florida Statute. He is
making stringent proposals to change state condo law. One is financial
disclosures for all Board Members. Another is a 2 yr term limit on directors.
These proposals are impractical and would keep good people from serving on the
board. Space Coast Condo Association is asking for volunteers to visit
Tallahassee on March 30th. There will be a free bus ride leaving at 5AM and
arriving back at 10PM. Breakfast and lunch will be free but you will have to pay
for your own dinner on the way back.
3. Presentation by Brevard Shutters Shirley Varni was responsible for getting Vince Morrison from Brevard Shutters to come in and present information on his product. Although motors are not required on most windows and sliders, his company offers a discount of 50% ($250 savings) for any who desire it. Code requirements for Dade County are 133 MPH, which is also the requirement for Brevard county now. His shutters will take impacts up to 150 MPH winds. At this time, delivery is 12 to 14 weeks out. Brevard Shutters offers a 5 year material and labor warranty. Cost is approximately $26 per square foot for manual shutters, up to $30 per square foot for motorized shutters.
4. Approval of
Minutes- February 18, 2005 Organizational and Board Meeting Minutes
After the Annual meeting, an organizational meeting and then a Board meeting
were held to vote on a Special Assessment. Jerry motioned to approve the
minutes. Jean Deck seconded, all in favor.
5. Budget-Finance
Committee -Harold Fletcher
Harold stated that the preliminary audit has been received and the completed
audit should be mailed out within the next month.
6. Management Report/Unfinished Business-RDI (Michelle)
a. Financials-$52,684 in the Operating Account, of which $15,934 is
pre-paid assessments - owners have paid in advance. There is $379,000 in
Reserves. We have 5 owners who had not paid their February maintenance fee by
the end of February, and 6 owners who are not paying the finance charge due on
their account from being late in the past, for a total of $1,817.94 outstanding
b. Status of cement walkthrough repairs: CRI has said that they would be
on-site to look at the 4 balconies in question and add sand in ruts made by
their machinery so that this contract could end, but so far, they have not.
c. Status of pool cement repairs and bldg 1 electrical room sump pump:
CRI did the repairs to cracks around the pool and coated the deck, but still
need to return to re-coat an area and add the “NO DIVING” stencils around the
pool. He said he would be here today, but was not. Sump pump work and cracks in
garage edges are also supposed to be done at the same time.
d. Status of North perimeter fence replacement: Nations Fence is almost
finished. They will be back on Monday to secure the mesh to the poles.
e. Status of building 4 walkway railing repair: The contract with RC
Aluminum was signed a month ago and work is scheduled to begin around the middle
of April.
f. Status of painting building 2: Tech Systems should be starting in late
April.
g. Status of unit 4-306 railing repair: This work was completed by CRI
and cost was paid by owner.
h. Mesh around pool: Management is to send a photo of the pool fence to
the contractor before he will bid it.
g. Asphalt Repair: Contractor has not returned calls. Another contractor
may have to be contacted.
7. Landscape Committee Report- Joann Smally
a. Report is attached to the minutes
b. Landscaper did replace 9 hibiscus, but they still need 3 more to replace all
those that were stolen. Next week, committee will meet about trees that have not
come back after the hurricanes and discuss trimming/removal. c. It was decided
to have the landscaper put new sod in front of building 4 where the fire
equipment was replaced and a small section in front of building 1.
8. Condo
Maintenance Report---Phil Heller
a. a. Report is attached to file copy of the minutes.
b. All garage damages and door replacements are complete. Don White donated his
garage during the process and Don was thanked for his help and the use of his
garage.
c. There was 11 inches of rain sitting in the bottom of the elevator pit in
building #2. The plumber got the oil/water combination out. The lighting in the
pit was ruined by the sitting water, so SunKraft Electric has been called to
replace lights and repair the conduit.
d. The stand pipes at buildings #3 & 4 are complete. The pool heater blower went
out for a second time, both of those under warranty. Part time maintenance man,
Chris, is working out very well. He works about 10 hrs per week.
9. Other
unfinished business
a. a. Status of hurricane repairs
Mr. Smally stated that a second insurance adjuster finally came out. He was more
objective than the first, and feels that garage roof and bldg #2 roof both
completely failed. Adjuster also felt all mansard shingles must be replaced. To
replace the shingles will cost $70,000. Requests were made for metal shingles,
and those were priced at $90,000 total for all 4 buildings. Metal withstands
higher winds and could update the property
. It will cost about $7,000 to replace soffits that blew away. However, the roof
consultant is recommending replacing all the soffits with solid wood or solid
painted aluminum, which would only cost $20,000 because a “cherry picker” would
already be on site for the mansard replacements. The solid soffits are less
likely to blow off during a strong wind.
One-third of garage roof "C" lifted up and came back down. Therefore, the whole
roof must be replaced. The consultant believes it will cost $50K to replace it.
On the Building #2 roof, the sides of the foam roof pulled away and the adjuster
recommended replacing the entire roof. Each building has a $106,000 deductible,
and the cost to replace the roof is about $150,000, so we will probably see some
insurance proceeds.
All totaled, this work will cost about $310,000. If the repair costs are as
estimated the reserves along with the special assessment should cover the costs
of all repairs.
10. New Business
a. a. Elevator Consultant: We have had many problems in the past with
the maintenance of the elevators. A consultant was found and cost requested for
elevator assessments. He also sent along a sample copy of a 24 page report on
another condo. The cost is $800 each for a total of $3200. This includes a bound
comprehensive report and the contract is very clear. Jean motioned to approve
this contract. Seconded by Shirley Varni. All in favor.
b. Request for Replacement of Sliding Glass Doors and Shutters (Unit #1206):
Jerry motioned to approve. Jean seconded, all in favor. Management will send
written approval to owner and supply rules for installation.
c. Request for Replacement of Sliding Glass Doors (Unit #2105): Jerry
motioned to approve. Jean seconded, all in favor. Management will send written
approval to owner and supply rules for installation.
11. Adjournment
There being no further business, the meeting adjourned at 7:54 p.m.
Respectfully
Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT F0R March 18, 2005 BOARD MEETING
This report includes information since the January report.
Black Spray has spread granular fertilizer on lawns and in planting beds.
Work performed
since last report:
1. Normal grass maintenance was performed.
2. New ligustrum plants were planted around pool and between buildings 1&2.
3. Nine hibiscus plants were purchased and planted in hedge to replace those
that were stolen.
4. Removed bottlebrush by bldg. 4 east stairwell due to hurricane damage.
5. Trimmed scheffelera on west side of garage E.
6. Trimmed ixora at south end of garages B&C.
7. Removed dead fronds from cardboard palm east of garage D.
8. Sprayed weeds in north fence line.
9. Started putting new red mulch in planting beds. Hedges were mulched when new
plants were planted.
Future
landscaping work (* indicates what is expected to be done before the next
board meeting)
1. Monitor plants damaged by hurricane and trim or replace as necessary
2. Monitor ligustrum hedge at south end of building 2 for need of trimming or
replacement.
3. Remove sucker growth from oleander and holly trees.
4. Remove and replace dead bushes in front of building 2.
5. Spray weeds in fence lines and planting beds.
6. See what we need to do with holly trees by buildings 3 & 4.
Items to be put on March 18, 2005 agenda
None
Landscape
Committee
Sharon Barrett
Jean Deck
Joann Smally, chairman
| End of March 18, Board Meeting Minutes |
1. Meeting Called to Order:
The Meeting was called to order at 6:35 p.m. in the rec room as soon as a quorum
was met.
2. Proof of Notice of Meeting:
Manager Michelle Dugan certified that the notices of Annual Meeting were posted
on site and mailed to each owner more than the required 14 days in advance of
the meeting.
3. Certification of Proxies and
Establishment of a Quorum of Members:
Manager Michelle Dugan stated that 15 owners were in attendance and 46 were
present by proxy for a total of 61 in attendance. A total of 60 members were
required to obtain a quorum. It was necessary to send Phil out to get members in
order to have a quorum. Next year please send in your proxies to save the time
and expense should there have to be a second annual meeting.
4. Approval of Minutes from Previous
Annual Meeting:
Copies of last year's minutes were handed to all who attended. Shirley Varni
motioned to approve the minutes of the 2003 Annual Meeting. Jerrold Beaumont
seconded, all in favor.
5. Financial Report:
Manager Michelle Dugan stated that the 2004 audit is underway with Bray, Beck
and Koetter, but a different CPA employee is doing the work. We should have a
completed audit within 1 month. As for the fiscal year 2004, the Association
kept very close to budget, with an ending income of $578 over expenses.
We used $297,000 in reserves and put back $191,000 as part of the 2004 budget, so we began 2004 with $513,000 and ended the year with $408.000.
We kept on top of accounts receivable and at this time, we have no owners who are more than 1 month behind. All overdue accounts are charged interest.
6. Report of Directors:
See attached report from president
7. Reports of Committees:
See attached reports from landscape committee and financial committee..
8. Open Forum: Comments and Discussion by Homeowners:
Unit owner’s questions were answered below in item 10.
9. Presentation of
2005 Board of Directors:
No one except the current Board members offered to serve, so the 2005-2006
directors are: Jerrold Beaumont, Jean Deck, Ed Smally and Shirley Varni. There
is also one unfilled position. Anyone interested in being on the board contact
management.
10. Discussion of Special Assessment for
Hurricane Damage Repairs
Mr. Smally went over details of the damages from the hurricane and the
implication for a Special Assessment (below). A large portion of the "C" garage
roof had lifted up and came down again. This was not detected until Phil noticed
nails sticking up. The roof consultant recommended replacing the whole roof.
Cleanup and minor repairs: Includes roofs, buildings, grounds,
pool----------------$8,000
Landscaping----------------------------------------------------------------------$5,000
Inside units and
garages-----------------------------------------------------------$9,000
North perimeter
fence-------------------------------------------------------------$4,000
Repair mansard shingles & soffits and put up roof drains-------------------est.
$150,000
Replace garage C roof-------------------------------------------------------est.
$40,000
Total--------------$216,000
A $1,000 Special Assessment = $118,000---approximately 1/2
of hurricane damage
A $1,500 Special Assessment = $177,000---approximately 3/4 of hurricane damage
The association can get by with a $1,000 Special Assessment but it would put back our reserves at least a year. We would not be able to do some things that were planned for this year, like replacing all the walkway railings and would not be in the best shape if new problems came up, like elevator repairs or another hurricane.
Although a $1,5000 Special Assessment would not pay for all of the hurricane damage repairs, it would pretty much put us back on track as far as reserves is concerned because we had planned on replacing the mansard shingles in the near future. It would also allow us to stay with our present condo fees of $350 per month longer.
This is one of the few times (maybe the only time) unit owners will be able to get back part of the Special Assessment by using the “loss assessment” in their individual insurance policy.
The roof consultant was asked to look into the cost difference between a Gerard metal roof and the shingles.
There was general consensus among unit owners present that a $1,000 Special Assessment was best for the association.
11. Adjournment
There being no further business, the meeting adjourned at 7:28 p.m.
IMMEDIATELY FOLLOWING THE ANNUAL MEMBERS'
MEETING,
THE NEWLY-ELECTED BOARD OF DIRECTORS
held an ORGANIZATIONAL MEETING to ELECT OFFICERS
1. Call to Order:
The meeting was called to order at 7:30 pm.
2. Election of Officers:
Shirley Varni motioned to keep all offices the same as previously held. All
agreed.
Ed motioned to allow Harold Fletcher to stay on as Finance Officer. All agreed.
1. Call to Order:
The meeting was called to order at 7:32 pm. Notice of the meeting had been
posted 48 hours in advance of this meeting.
2. Approval of Minutes of Board Meetings
held Jan 21
Jerrold Beaumont motioned to accept the minutes of both meetings as written.
Shirley Varni seconded, all in favor.
3. Building #4 Walkway Railings
RC Aluminum had given a bid of $20,670 in July of last year, but with the
hurricane and subsequent repairs, aluminum pricing has gone up. The Board had
approved a maximum of $42 per linear foot at the January meeting, but the
revised bid received recently is at $42.90 per linear foot, for a total of
$22,737 for the Building #4 walkways, not including the ends, for a total of 530
linear feet. Jean Deck motioned to accept the revised estimate. Shirley
seconded, all in favor.
4. Consultant for Hurricane Damage
Repairs
Roof consultant Jack Gibson has quoted a price of $6,171 to write up
specifications, obtain bids and oversee the contract to re-roof the “C” garage
which we recently found out was lifted and failed in the hurricanes. Included in
that price is the same work for soffit, mansard shingles and downspouts, so that
all hurricane damage can be repaired.
Meeting with the Board and residents to answer questions is not included in his price, but all agreed that would be a good idea. Jean Deck motioned to accept his proposal of $2,000 to design/bid and $4,171 for managing the project. Shirley seconded, all in favor.
5. Special Assessment for Hurricane Damage Repairs A notice of a possible special assessment was mailed to all owners in the annual meeting notice. After much discussion at the annual meeting and with the recommendation of the Finance Committee, Jerrold Beaumont motioned to levy a $1,500 per unit Special Assessment for Hurricane Repairs, payable at $300 every other month, starting with April. Along with the bill, owners will be sent a detail of the damages to be repaired. Jean Decks seconded, all in favor. The detail of damages to be repaired can be used by unit owners (send to insurance company) to get some of the Special Assessment back from their insurance company if they have “Loss Assessment Coverage”.
6. Adjournment
There being no further business, the meeting adjourned at 7:45 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Reviewed--Ed Smally, Canaveral Sands Board President
PRESIDENT'S REPORT AT ANNUAL MEMBERSHIP
MEETING
FEBRUARY 18, 2005
· The new management firm (RDI) has been here one year and has worked closely with the board, budget committee and unit owners. The Coupon books to pay condo fees are working out good. Use of them has eliminated payment confusion that existed in the past. Interaction with unit owners has improved tremendously. All minutes and newsletters as well as other condo related information is on the management website at “www.reconcilabledifferences.net”.
· Hurricane Damage from Francis and Jeanne is described here. Much debris was removed after each storm. Most of the West hedge, the hedge around the pool and the hedge between buildings 1 & 2 had to be replaced because of hurricane damage. Three tall Washingtonian palms that were blown down were cut up and removed. One pool filter motor was replaced and the other one repaired. Soffits and mansard shingles still have to be replaced and some roof drains down the buildings have to be reinstalled. The roof of garage C has to be replaced. The North fence has to be replaced. The ceilings at the entrance to 7 garages came down and were replaced. Wallboard in some units had to be replaced because of water damage. In addition the corner units in building 1 that had old sliding glass doors and did not have storm shutters had much water intrusion causing damage to their units and the units below. Some other units had this problem to a lesser degree.
· New carpet was installed in the rec room.
· The air conditioning system in the rec room was replaced.
· New garage doors were installed on the West side of Garage “C”.
· The sign at the front entrance was replaced.
· Building 1 & 4 roofs were replaced. The state required air conditioning stands are now installed on all the roofs.
· Balcony and walkway cement repairs are completed.
· New high frequency TV cable has been installed in all units. This was done at no expense to the association by Brighthouse networks.
· Building 1 was painted.
· All building walkways, stairwells and 1st floor patios were painted.
· Palm trees were planted at the entrance.
· The pool heater was replaced.
· Fire hydrant system standpipes and valves replaced for buildings 3 & 4.
· Garage sales were held 4 times in 2004
Items of interest in the near future
· Garage sales will be continued. Bryan Lund is in charge.
· Building 2 will be painted. Building 3 and 4 in succeeding years.
· Cracks in pool deck will be repaired
· Bldg. 1, 2 and 4 walkway railings will be replaced. Building 4 railings would have been replaced in 2004 but for the hurricanes. Will try to do at least building 4 in 2005.
· North perimeter fence will be replaced (hurricane related). The rest of the perimeter fence will need to be replaced in 2-4 years.
· Mansard shingles will be replaced (hurricane related).
· Many soffits will be replaced (hurricane related).
· Seven building drain pipes from roof will be reinstalled (hurricane related)
· A special assessment may be required because of hurricane damage cleanup and repairs.
· Cracks in Southeast and Northeast corner of garage “A” will be repaired.
· Garage C roof will be replaced this year. Garages B, D and E roofs will be replaced in 2 or 3 years.
· The Landscape Committee is looking into planting more palm trees on the premises
· Elevator repairs will have to be made. This will be expensive.
Canaveral Sands Finance Committee Meeting
Jan. 15, 2005
Present: H. Fletcher, E. Smally and G. Varni
1. Bray, Beck and Koetter, Certified Public Accountants, have been engaged to audit the Financial Statements of the Canaveral Sands Condominium for the year 2004. Also, American Express Tax and Business Services will prepare Federal and State Tax Returns for the Year ending December 31, 2004. The audit is to cost $4800 to $5000 and the Tax returns $450
2. The January 2005 balance sheet and the supporting documents were reviewed in detail. Areas in which the hurricane damage increased costs were discussed in detail. A small problem with prepaid insurance was noted and is being corrected.
3. Accurate repair cost for mansard shingles, soffits, drain pipes and garage C roof is not possible because proposals from contractors have not been received. However our roof consultant feels our estimates are reasonable. The total repair costs for hurricane damage is expected to be over $200,000.Repair information will be presented by the President at the annual meeting. The committee used this information to analyze the reserve situation and in making the Special Assessment recommendation below.
4. It now appears that elevator repairs will be in the future for Canaveral Sands. The committee took this into account in looking at future reserves and in making the Special Assessment recommendation below. The committee recommends that an elevator consultant be used to provide an unbiased opinion of our situation
5. After considerable discussion, it was recommended that the Board of Directors consider a SPECIAL ASSESSMENT of $1,500. This would then leaves the remaining reserves in a better position to deal with the elevator, fire hydrant and other normal problem areas. Non-hurricane areas of concern in the reserve areas are elevators, fire hydrant, fire alarm systems ,railings and garage roof replacement.
Harold Fletcher, Chairman
LANDSCAPING
COMMITTEE ANNUAL REPORT
FEBRUARY 18, 2005
The current landscaping committee consists of Sharon Barrett, Jean Deck, and Joann Smally.
This report will contain landscaping information since the last annual membership meeting.
The same companies continue to take care of our landscaping needs. Dann Collins is doing our lawn, shrub and hedge maintenance. Black Spray Service, Inc. is doing our fertilization and insecticide spraying.
Improvements
made in 2004
1.Two coconut palms and one queen palm planted at main entrance.
2.Continued trimming of dunes to four feet
3.Lawn resodded in front of building 2 north end..
4.Entrance sign and planting bed under it replaced—new plants planted there
5.Planted hedge of gold tipped ligustrum between buldgs.1 & 2 to replace
oleanders which were killed by the wind..
Hurricanes
Frances and Jeanne caused a large amount of landscaping damage.
1.Shingles and other debris were scattered throughout lawn and planting beds.
Shingles and other debris were scattered throughout lawn and planting beds
2.The three Washingtonian palms at the front of the property were blown over.
They have been removed.
3.Ninety plants have been replaced in our hibiscus hedge at the west edge of
the property. (Eleven of these were stolen and so will have to be replaced
again.) .
4.Most of the ligustrum hedges between buildings 1 & 2 and around the pool
have been replaced as well as a few plants in the hedge at the east side of
bldg. 4.
5.The four holly trees by the garages near the main entrance were killed and
have been removed.
6.There are a few other plants that have been damaged that we are waiting
until later this spring to see if they come back.
| End of February 18, 2005 Annual Meeting and Board Meeting Minutes |
1.
Call to order:
The meeting was called to order at 9:15 a.m. by President Ed Smally. Other board
members present were VP Jerry Beaumont, Secretary Jean Deck. Two owners
attended.
2.
Meeting with All Florida Fire Systems:
Bill Brant from All Florida Fire met with the Board to discuss his proposal for
installing new fire equipment. He showed those present the rusted and blistering
pipes and said the fire department could not, at this time, use these standpipes
to help fight a fire at Canaveral Sands. There are 4 sets of pipes; one set for
each building. The cost of $7680.00 plus $1500 for each valve
required, is to replace 2 sets of standpipes. The two
between Buildings 1 & 2 did pass inspection. Bill left the meeting at that time.
After discussion, Jerry motioned to approve the work for 2 standpipes at Buildings 3 & 4, to include replacing the valves which are original and are set 4 feet down in the ground currently; taking the money from Deferred Maintenance Reserves. Jean seconded, all in favor. There will be asphalt repairs, but the extent is unknown at this time.
3.
New Business:
North perimeter fence
Nations Fence’s written proposal for 248 feet of commercial grade black chain
link fence was $3,792. After discussion confirming that the old fence and posts
will be completely taken away, Jean motioned to have Nation’s Fence install, but
in BROWN coated vinyl. Jerry seconded, all in favor.
Elevator
inspection report:
ThyssenKrupp just faxed the report for the elevators inspection 3 weeks earlier.
The report was supposed to identify immediate, short and long term elevator
repair needs. Instead of the report requested by the association it was a bid
proposal to repair/replace items, with an average cost of $17,000 to $20,000 per
building. A more comprehensive understanding of the elevator situation is needed
and more than 1 contractor is required for bidding on projects with this amount
of money involved.
4.
Adjournment
There being no further business, the meeting adjourned at 9:50 a.m.
Respectfully Submitted
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally Canaveral Sands Board President
| End of January 26, 2005 Minutes |
1. Call to order:
The meeting was called to order at 6:30 PM by President Ed Smally. Other board
members present were VP Jerry Beaumont, Secretary Jean Deck & Director Shirley
Varni. Eight other owners attended.
2. President's
Message -Ed Smally
There was not a meeting in December. The following things were completed since
the November board meeting: (1) The garage doors on the West side of garage C
were replaced and painted (2) Building 3 third floor elevator door was replaced
(3) Brighthouse has replaced the TV cable into all the units (4) Building 3 & 4
walkways and 1st floor patios have been painted (5) The air
conditioner for the rec room has been replaced
Units 1-106 and 2-506 will be added to agenda item 9f because they would like to replace their sliding glass doors. Also unit owner 4-301 would like to put shutters on her unit (this will also be addressed in agenda item 9f).
Letters will be sent to unit owners that put up plywood to protect against the hurricanes reminding them that it is their responsibility to restore the building to its original condition. Plywood is not an acceptable method of covering openings. Only roll down shutters are allowed by the association. Unit owners who want to protect their property for the next hurricane season should install roll down hurricane shutters.
3. Approval of
Minutes- November 19 Board Meeting
Jean Deck is the secretary not treasurer. With that change, Jean motioned to
approve the minutes as written. Shirley seconded, all in favor
4. Budget-Finance
Committee -Harold Fletcher
Harold Fletcher stated that we ended the year just under budget. Attorney fees
were higher than expected. Maintenance was overbudget, mainly due to hurricane
clean-up. Payroll was up by$2K, but this was because part-time maintenance man
Chris Juliano was hired. The “buffer” was that Utilities were $11K under budget
and the unexpected $5K from the Army Corp of engineers. These helped to keep the
Association just under budget for 2004.
The Finance Committee recommends hiring Bray, Beck & Koetter for the 2004 audit at a cost of $4800-5000. They also recommend approving $450 for the tax return. The engagement letter is ready to sign. Shirley motioned to accept Bray Beck as CPA for the 2004 audit and taxes. Jerry seconded, all in favor to take the committee's suggestions and hire this CPA again.
a. financials: Michelle stated that many owners have pre-paid their 2005
assessments. Through December, 2004, the Association was very close to budget,
with only an $857 overage. However there is still much hurricane damage repair
costs that will have to be paid this year.
b. Status of cement walkthrough repairs: The engineer was called by management to set up a time to meet for a final walkthrough. Cracks in 3 units need to be inspected again and sand has to be replaced behind building 4..
c. Status of pool cement repairs and bldg 1 electrical room sump pump: Paul Dupre has stated that he will be on site the first week of February to start this work.
6.
Landscape Committee Report- Joann Smally
a. Report is attached
b. Hedges: 11 hibiscus plants were stolen out of the ground at the street. Nine were stolen one night and two more the next night. It has been reported to the police, but there is not anything more we can do.
The committee asked that the pool netting be replaced, as it is fraying badly. Management stated that prices are being received, but the most recent bids were almost $1,000. Discussion ensued and it was agreed that the east side would be covered top to bottom to keep the sand out and the other 2 sides will have netting halfway up.
7. Condo
Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. Brighthouse work is completed and positive comments have been received. Walkways are all painted now. Ceilings in garages are all repaired. Elevator vent covers were replaced on Buildings 2 & 3. New Lights were installed on the middle garage.
8. Other
unfinished business
a. Status of building 1 Roof replacement:
It is finally complete, paid for and watertight! There were 3 items on the punch
list –a metal strip over the garbage area is still needed; the handicapped sign
will be replaced and a patch of grass in front of the building will be replaced.
The largest good news is that the roofer's insurance company paid for the water
extraction and mold remediation that was needed in the beginning of the repair.
$11,500 was deducted from their final bill.
b. Status of
hurricane damage repairs:
1.The cleanup and relatively minor repairs have been done.
2.Repairs inside units and garages (mostly wallboard) have been completed.
3.Landscape repairs are about ˝ done (should be completed in another month).
4.The association is waiting for proposals to replace the North perimeter
fence.
5.The roof consultant is working on writing specifications to replace the
mansard shingles, replace/repair soffits, put up roof drains and repair garage
roofs.
c. Flores Del Mar
heater cover
Art Periard explained that there seems to be no more controversy – all that
could be done has been done. Harold Fletcher spoke to Todd Morley in the
building department and believes this is a closed subject now. All involved were
thanked for their help.
9. New Business
a. Special assessment for hurricane damage
The association can probably do all the hurricane damage repairs without a
special assessment. However it will put our reserve situation back a few years,
the association will not be able to do some things that should be done now
(walkway railings for 3 buildings), and there will be very little reserves for
emergencies or unexpected repairs (elevator repairs).
A special assessment will help all of the above. Those unit owners with “loss assessment” on their individual insurance policies will be able to get part of the special assessment back from their insurance company. The insurance adjustment for our hurricane damage was unrealistically low. Getting them to come back again has been a battle because they say damages will be under our deductible so why do we care what it is. We do care what the hurricane damage amount is because we will most likely need a realistic damage amount for individual unit owners to get the maximum amount from their “loss assessment” if we have a special assessment. Management is working with our insurance agent to get the insurance company adjuster to come back.
A special assessment will also delay the inevitable need for increasing condo fees. It is estimated the total cost for hurricane damage repairs will be $175,000 +- $25,000. More definitive information should be available by our annual meeting 18 February.
b. Painting building 2
The Association has used Tech Systems for many years for painting. Their bid was
$23,526. This is $3,500 less than Exterior Painting by Maritime, which was
$27,000. Jerry motioned to approve the use of Tech Systems to paint building 2
at a cost of $23,526. Jean seconded, all in favor. Management was asked to
clarify a written start date and get costs to paint the balcony railings and
window casements on north, west and south sides of building 2.
c. Perimeter fence
The president has asked for more detail from the contractors regarding the size
and materials used in the fence and whether it was residential, light commercial
or heavy commercial. Only one company has responded to the new request and said
they would get a written price to us next week. After much discussion, Shirley
motioned to spend up to $3,500 to have Nations Fence install 250 feet of fencing
on the north side of the property. Jerry seconded, all in favor.
d. Repairs to fire hydrant system:
All Florida Fire Systems gave a bid of over $7,000 to make repairs to the fire
system equipment for buildings 3. Management was asked to have the company
representative attend a meeting next week to explain the problem and the
recommended repairs. The agenda will be posted so all who are interested can
attend.
e. Railing repair to unit 4-306
During the hurricanes, the owner put up plywood. It broke away during the
hurricane and broke off part of their balcony railing. This is the owner’s
responsibility to repair. Fencing companies said only a general contractor could
do such work, so management received a price of $465 to make the repair. The
owner said she was also getting her own prices. The Board wanted a certified
letter sent to her, giving fifteen days to make a decision due to safety issues,
being aware that there are specifications to adhere to.
f. Sliding glass
door replacement for unit 3-406
This agenda item was modified to also include 2 other units. Jean Deck motioned
to approve sliding glass door replacements on balconies at Units #3406, #1106
and #2506; Jerry Beaumont seconded; All in favor. All owners submitted their
specifications. Owners should notify management when sliding glass doors are
scheduled to be replaced. Management can then get a cement contractor if
concrete work is required below the tracks.
Unit #4301 requested approval to install a roll-down shutter on her window. Approval was granted for this as well and letters will be sent to all.
g. The stairwell
railings in the west end of building #4 are loose. Paul Dupre will be asked to
fill these in with concrete while he is out doing the other work next month.
h. The walkway railings on building #4 were bid in July before the hurricanes. This was a planned expense. After discussion, Shirley motioned to contract with RC Aluminum to install the walkway railings on all floors of the building 4, at a cost not to exceed $41 per linear foot. Jerry seconded. All in favor.
i. Vandals did damage to the new entrance sign. They have pulled out 7 nails. Contractor is aware of the damage and will repair it soon, requested to use bolts instead of screws.
k. Mansard shingles - Art Periard asked about the possibility of using aluminum shingles in the replacement. The roof consultant will be asked, but we understand this material is twice the cost, based on the roof consultant's opinion earlier in the year.
10. Adjournment
There being no further business, the meeting adjourned at 7:54 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT F0R JANUARY 21, 2005 BOARD MEETING
This report includes information since the November report.
Dann has replaced the dead plants in the hibiscus hedge. Unfortunately someone has stolen eleven of the new plants in the middle of the night so these will have to be replaced again. This theft was reported to the police but there is very little they can do.
New ligustrum plants have been ordered to replace dead plants in hedge around pool and between buildings 1 & 2.
Work performed
since last report:
1.Normal grass maintenance was performed.
2.Removed damaged plants from ligustrum hedges
3.Trimmed oleander hedge next to bldg. 2 severely.
4.Trimmed small hibiscus trees as needed
5.Put new plants under palm trees at north entrance. 6.Sprayed weeds in
dune fence line and planting beds.
Future
landscaping work (* indicates what is expected to be done before the next
board meeting)
1.Monitor plants damaged by hurricane and trim or replace as necessary
2.Plant new ligustrum hedge where needed.
3.Remove bottlebrush by bldg. 4 east stairwell.
Items to be put on January 18, 2005 agenda
Hedges
Landscape
Committee
Sharon Barrett
Jean Deck
Joann Smally, chairman
FINANCE COMMITTEE REPORT F0R JANUARY 21, 2005 BOARD MEETING
Present: H. Fletcher, E. Smally and D. White
1. Bray, Beck and Koetter, Certified Public Accountants, have been engaged to audit the Financial Statements of the Canaveral Sands Condominium for the year 2004. Also, American Express Tax and Business Services will prepare Federal and State Tax Returns for the Year ending December 31, 2004. The audit is to cost $4800 to $5000 and the Tax returns $450
2. The January 2005 balance sheet and the supporting documents were reviewed in detail. Areas in which the hurricane damage increased costs were discussed in detail. A small problem with prepaid insurance was noted and is being corrected.
3. Accurate repair cost for mansard shingles, soffits, drain pipes and garage C roof is not possible because proposals from contractors have not been received. However our roof consultant feels our estimates are reasonable. The total repair costs for hurricane damage is expected to be over $200,000.Repair information will be presented by the President at the annual meeting. The committee used this information to analyze the reserve situation and in making the Special Assessment recommendation below.
4. It now appears that elevator repairs will be in the future for Canaveral Sands. The committee took this into account in looking at future reserves and in making the Special Assessment recommendation below. The committee recommends that an elevator consultant be used to provide an unbiased opinion of our situation
5. After considerable discussion, it was recommended that the Board of Directors consider a SPECIAL ASSESSMENT of $1,500. This would then leaves the remaining reserves in a better position to deal with the elevator, fire hydrant and other normal problem areas. Non-hurricane areas of concern in the reserve areas are elevators, fire hydrant, fire alarm systems ,railings and garage roof replacement.
Harold Fletcher, Chairman