September 15 Board Meeting Minutes
August 18 Board Meeting Minutes
June 16 Board Meeting Minutes
May 19 Board Meeting Minutes
May 17 Workshop Meeting Minutes
April 21 Board Meeting Minutes
March 24 Board Meeting Minutes
February 17 Annual Meeting Minutes
January 26 Workshop Meeting Minutes
January 20 Board Meeting Minutes
DRAFT
CANAVERAL SANDS BOARD OF DIRECTORS MEETING
November 17, 2006, in the on-site rec room
1. Call to order
The meeting was called to order at
6:30 PM by President Ed
Smally. Vice President Jerry Beaumont, Secretary Jean Deck, and Director
Barbara McPeek were also in attendance establishing a quorum for the meeting.
There were 9 owners in attendance at the meeting and Karen Auth, from
Reconcilable Differences, Inc. was also in attendance.
2. President's Message---Ed Smally
President Ed Smally informed owners there would not be a Board meeting in
December unless there was an emergency requiring the Board’s attention. If such
was the case, the Board would meet only to address that particular emergency
item. In addition, Ed asked owners to contact the Management Office to report
any cracks or disturbances in the concrete observed near or around their unit.
It is less expensive to address these type problems when they are caught and
treated early.
3. Approval
of Minutes, September 15, 2006, Board of Directors Meeting
Jean Deck motioned to approve the minutes from the last Board of Directors
meeting. Barbara McPeek seconded the motion. All were in favor.
4.
Budget-Finance Committee Report
Ed Smally noted the Treasurer and Finance Committee Chairman, Harold Fletcher,
was available to accept any questions from the Board and/or owners in attendance
regarding the 2007 budget. No questions were heard. Harold did remark that two
owners attended the noticed budget committee meeting held in October. He
believed both owners, after an extensive review of the budget, were quite
satisfied with the proposed budget. This is the first time owners have attended
a noticed budget committee meeting and he was encouraged by their participation.
5.
2007 Budget
With no questions heard regarding the 2007
proposed budget, Jerry Beaumont motioned to approve the 2007 budget, which
included an increase in the monthly assessment amount from $375.00 dollars per
month to $420.00 dollars per month. Barbara McPeek seconded the motion. All
were in favor.
6. Management Report/Unfinished Business
– RDI
a.
Financials:
Management reported year to date, the
Association was operating slightly under budget. There remains one account in
arrears for 2 months of monthly assessments and the first payment of the special
assessment. A certified letter has been mailed to this owner and if not paid
before the end of November, the account will be turned over to the Attorney for
collection.
b.
Special Assessments:
As of the end of October, forty percent of
the special assessment remains outstanding which indicates a significant number
of owners have prepaid. There are approximately 23 units which have not made
their first payment toward the special assessment. Management asked whether the
Board wanted to charge interest penalties on these accounts. The Board in
majority felt that because the special assessment notice was late in mailing
they would defer interest penalties for the month of October.
c. Status of the Appraisal:
Management reported the appraisal has been received and forwarded to the
Association’s insurance agent. With regard to the Association’s Wind Policy,
the insured replacement cost value for the property based on the appraisal was
near identical to the value insured by the Association’s insurance agent in
October of 2006. The Association’s property insurance carrier required the
Association to insure for a replacement cost value of $100 per square foot.
That amount came to $24 million dollars. The appraisal estimated the
replacement cost value at approximately $17 million dollars. The Association’s
insurance agent will be applying for a credit from the carrier of property
insurance. With regard to the flood policy, the flood values in the appraisal
reflect a replacement cost value of approximately $2 million above the insured
amount. The Association should expect to pay a slightly higher premium when
renewing the flood policy in 2007. Management further reported the
Association’s insurance agent has delivered copies of the forms that must be
completed when applying for mitigation credits. These credits can be granted
for roofs, windows and shutters. A copy of these forms would be given to our
roof consultant for completion and Ed agreed to provide Management with the name
of the contactor who replaced all of the windows in hopes this company can
assist in applying for the mitigation credits for the windows.
d. Status of amendment change for 1st membership meeting
notice:
Ed reminded owners and Board members the documents of the Association require
the first notice of annual meeting to be sent via certified and return receipt
mail. Although this has not been done in the past since it has been brought to
the Board’s attention it must be done this year. Sending this mailing certified
with a return receipt costs the Association $501.50 dollars more than regular
mailing. The Board has asked the Attorney to prepare an amendment to the
documents authorizing these mailings to be sent via the use of an affidavit of
mailing as defined in the Florida Statute. This amendment change will require a
vote of 2/3 of the membership. The proxy to support this change will be sent
with the second notice of the annual meeting.
e. Condo Maintenance:
Management reported that other than normal maintenance, onsite maintenance has
been overseeing the painting project in building 3, has inventoried all garages
for repair needs and has completed an inventory of front door sills requiring
repair in building 4. Work on both the garage and sill repairs is expected to
begin in December. A combination of onsite maintenance and outside contactors
will assist in making these repairs. Management asked owners to contact their
office if they are planning major renovations in their unit. This initial
contact helps prepare both the contractors and the Association in planning for
these renovations in a way that protects and preserves the property.
6. Landscape Committee Report – Joann
Smally
a.
Report is attached to the file copy of the
minutes:
Joann noted the Committee is working with
onsite maintenance to come up with a solution to the problem of mulch washing
onto the pool deck area during heavy rains or when the pool deck is hosed down.
7. Other unfinished business:
a. Light at Main Entrance:
Ed Smally prepared a diagram for the Board
of the planned actions that might become necessary should the Cape
Canaveral Code Enforcement office decide our FPL lighting must be extinguished
again next year during turtle season. The plan was outlined as follows;
1)
FPL will install an additional amber light on their utility pole located
at the north end of garage C
2)
The Association will install a set of carriage lights on the North side
of garage D.
3)
The Association will install lights at the West side of garage D to light
the walkway
4)
The Association will install a new light at the Southwest corner of
garage B to assist in lighting the driveway entrance.
5)
The Association will install a new light at the NE corner of Garage D to
assist in lighting the parking area East of this garage.
d.
Status of Painting:
Ed remarked three owner issues have arisen since the start of the painting of
building 3. He summarized as follows:
1) An owner who has enclosed their balcony with screens has refused to remove
their screen enclosure to allow the painters to paint all four sides of the
balcony railings. The railings in building 3 really got sandblasted during the
2004 hurricanes. There is evidence of deterioration and of salt getting onto
the insides of the railings. Management has sent the owner two letters
requesting they remove their screens. The Board in majority agreed to send a 3rd
letter to the owner, from the Attorney, requesting the screen be removed so the
painters can paint the interior of the railings.
2) An owner does not like the way the railings are being painted. They object
to the gloss finish being used and the fact the Association did not consider
removing all of the railings and having them painted offsite. The Board chose
the current method of painting the railings as the most cost effective method
and the method most advantageous for preserving and protecting the concrete slab
from exposure to the salt elements. Removing the railings would break the
current epoxy seal that was required during installation of the railings.
3) An owner has requested the Association assume responsibility for painting
their shutter housings as the paint on their housings peeled away when the
painting contractor pressure washed the building. It is the owner’s
responsibility, not the Associations, to maintain the shutters and shutter
housings. Management will send a 2nd notice to owners who have
failed to respond to the Association’s request to paint their shutters or have
the Association’s painting contractor paint them.
8. New Business:
a.
Christmas Bonus for Phil and Rich:
Jean Deck motioned to approve a $300 dollar
Christmas bonus for Phil and a $200 dollar Christmas bonus for Rich. Barbara
McPeek seconded the motion.
b.
Christmas Tree Decorating Party:
As is customary every year, the Association
will hold their annual Christmas tree decorating party on Sunday, December 3rd,
starting at 3:00 p.m., at the rec room.
Owners should bring a covered dish to share and their beverage of choice.
Owners wishing to participate in additional decorating of the clubhouse in
advance of the party should contact Joann Smally.
Adjournment:
With no further business to discuss the
meeting was adjourned at approximately 7:26 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable
Differences, Inc.
Ed Smally, Canaveral Sands Board President
============================================================================================
CANAVERAL SANDS BOARD OF DIRECTORS MEETING
October 20, 2006 in the on-site rec room
1. Call to order
The meeting was called to order at
6:32 PM by President Ed
Smally. Vice President Jerry Beaumont, Secretary Jean Deck, and Director
Barbara McPeek were also in attendance establishing a quorum for the meeting.
There were 8 owners in attendance at the meeting and Karen Auth, from
Reconcilable Differences, Inc. was also in attendance.
2. President's Message---Ed Smally
President Ed Smally told the Board, an invoice from Concrete Restoration, Inc.
in the amount of $11,732 dollars was just received today by the Management
Office. The invoice is for the new elevator thresholds, repairs to cracks found
on the buildings, and for urethane coating around the sliding doors of units who
have recently installed new sliding glass doors. These re-coatings help to
prevent water intrusion. Jerry Beaumont motioned to approve payment of this
invoice, Barbara McPeek seconded the motion. All were in favor.
3. Approval
of Minutes, September 15, 2006, Board of Directors Meeting
Jean Deck motioned to approve the minutes from the last Board of Directors
meeting. Barbara McPeek seconded the motion. All were in favor.
4. Budget-Finance Committee Report
a. Report: Regarding account receivables, Harold noted that an
owner who owns two units is now over $1400 dollars in arrears on each unit. He
recommended Management take action to resolve.
b. 2007 Budget: The Budget Committee
recommended an increase of $45/month to a total of $420/month. The increase from
insurance alone would have been $61/month and there was an increase of utilities
for a 22.21% increase in operating. The committee felt the reserves could be
reduced because of money received from insurance, no hurricanes this year and
reasonable costs to repair damage from the 2004 hurricanes due to waiting a year
for costs to come down. The board agreed with the committee.
Jerry Beaumont motioned to send the proposed budget to owners. Barbara McPeek
seconded the motion. All were in favor.
5. Management Report/Unfinished Business
– RDI
a.
Financials:
Management reported that through September
30th, of the three significantly past due accounts from August, one
has been paid in full, the other an owner which has two accounts past due, was
referred to the Association’s Attorney. The Board President has signed for the
recording of a lien on these two units. We are waiting feedback from the
Attorney’s office that the liens have been recorded.
b.
Special Assessments: As of the end of September, Management
reported 21 unit owners had prepaid their special assessment in full and 7 other
unit owners prepaid their first payment.
c. Status of Fire Alarm Covers for Buildings 1, 2 and 3:
Management reported the covers for the pull stations are in. The contractor is
hoping to schedule a day next week for the installation.
d. Condo Maintenance: Management reported normal
maintenance for the month of September. Onsite
maintenance made sure the contractors finalized repairs for building 3, in
preparation for painting, and that they had been concluded satisfactorily.
e. Status of Appraisal: Recent notification from the appraisal
firm indicated the Association can expect to receive the completed condo
property appraisal by mid November.
6. Landscape Committee Report – Joann
Smally
a.
Report is attached to the file copy of the
minutes:
Trimming of the dunes has been completed.
The contractor bid $800.00 to trim the dunes but the
task was much more difficult than expected because he had to pull the vines out
before the sea grapes could be trimmed. The committee felt the contractor
did an excellent job of cutting the dunes to 4 feet and removing the vines. The
Association’s prior contractor typically charged in excess of $900 dollars to
trim the dunes and had quoted a little over $1,000 to eliminate the vines. The
President sought the Board’s approval to pay the current contractor $1,100
dollars for the job. Barbara McPeek motioned to approve the $1,100 dollar
expense, Jean Deck seconded the motion. All were in favor.
b.
Sagos: Joann informed owners that all of the sago palms on the property
are plagued with Asian Scale. She called the University of Florida Extension
service who advised her to trim off all of the branches, fertilize the plants
and gave her a formula to use to soak the palms and ground around them. It
remains to be seen whether this treatment method will save the sago palms.
Management remarked the Asian Scale is affecting sago palms at all properties.
It is their understanding the Asian Scale goes active in the summer months and
the disease can be contained but not eliminated.
7. Other unfinished business:
a.
Non-owner residents:
The President informed those present that
the Board has received a letter from our attorney on this subject. The letter
says the owner of the unit is responsible for guests and renters, not the
leasing agent, and the Association has the authority to address the issue with a
sharply worded rule. However implementing the rule is not easy. It will take
the involvement of owners as well as Management and our Attorney. Jean Deck has
recommended a workshop to further discuss this subject.
It was decided to wait until after the holidays to
have the workshop. Information about this topic will be in the next newsletter.
b. Diamond Line at bottom of
pool:
A letter was written to the Supervisor of
Environmental Health Services regarding their requirement that the Board provide
in the budget for next year, funds to replace the existing slope line (marking
the deep end of the pool) next year. It pointed out that the current slope
line, made of 5-6 inch wide tiles was far superior, with regard to visibility,
than the two inch wide slope line required by the state and sought their
approval to wait until the pool needed to be resurfaced before replacing the
slope line. Ed Smally personally spoke to the Supervisor and was granted
approval to wait until the pool was resurfaced. The inspector has subsequently
provided written confirmation of this approval.
c.
Light at main entrance:
The President and Management met with the
City of Cape Canaveral and he, Management plus onsite maintenance also met with
Florida Power & Light (FPL) seeking alternatives to lighting the driveway and
area behind Garage D now that the City has required that we extinguish our
directional light during turtle season. FPL will not be able to lower the
existing light because it must be 3 ½ feet above any existing telephone cable.
Due to the repeated incidences of vandalism in the front area, Ed asked Phil to
install lighting at the entrance sign and temporary lighting behind garage D.
The current plan is to 1) move the existing light on the FPL pole to the utility
pole located north of the main driveway and see what affect it will have on
lighting the driveway area 2) install a complete row of lights behind garage D,
(we have asked a contractor to bid on this work) 3) and add more lighting at the
corner of garages D and C. The whole entrance lighting issue is a work in
progress. The Association is trying to determine what will be allowed by the
city because of the turtles and what is best for Canaveral Sands. The Board is
interested in a long term year long solution.
d.
Status of Painting:
By the end of this week, all painting to common area ceilings, walls, window
frames, stairwells and unit doors should be completed. Management confirmed
that the last of the unit doors were painted today. The elevator door frames
and metal doors in the building will be next followed by the west side exterior
walls and the towers. It is estimated it will be two to three weeks before the
contractor will begin on the east side.
A new problem involving painting railings has become
apparent. Paint on anything aluminum is flaking off after a few years.
Contractors say this is because lead is not allowed to be used in the paint. The
result is our windows and railings need to be painted to keep them from
deteriorating. Salt spray from the ocean speeds up the deterioration. Owners
that have balcony screens will have to remove the screen (not the screen frames)
to allow painting of the railing when it is required. There was a discussion
involving methods of painting the railings without removing the screens but none
of them would allow painting all 4 sides of the railings and this is necessary
to protect the integrity of the railings. The Board asked Management to send a
letter to the one owner in building 3 asking that they remove their screen
enclosure so the railings can be painted. This will also be a problem when
building 4 is painted next year.
8. New Business:
a.
Pool Heater
Jerry Beaumont motioned to
approve the purchase of the new pool heater for $2,114, Jean Deck seconded the
motion. All were in favor. The heater needed to be replaced late spring but was
not replaced until the fall because the pool did not need to be heated during
the summer and to extend the warranty.
Joann Smally remarked that the company servicing the pool heater recommended
adding shrubs in front of the heater to reduce the amount of exposure to the
elements and perhaps extend the life of the heater. The Landscaping Committee
did extend the existing hedge around the pool to area where the pool heater is
located.
b.
Certified Annual Meeting Notice:
It was brought to the Board’s attention
through Management that the Association’s documents require owners to receive
their notice of the annual meeting via certified and return receipt mail. This
will add $501.50 to the cost of the mailing.
The
President sought Board approval to ask the Attorney to amend the
documents and develop a proxy to send to the owners along with the 1st
notice of the annual meeting. For the upcoming annual meeting, the Board will
send the 1st notice via certified mail
and
will do so until the membership votes for
a change. A vote of two-thirds of the membership will be required to adopt this
amendment. Board members agreed to move forward with the amendment as did the
unit owners present.
c.
Termite Bond Renewal:
Over the years there have been
negative comments about our existing
contractor providing Termite protection for the buildings so Management
solicited bids from other contractors. The existing contractor charges $3,500
for the initial treatment and $888 dollars to renew the bond annually. The bids
received were considerably higher, the next closest bid was seeking $8,000 for
the initial treatment with an annual renewal of $800 dollars. It was believed
the lower costs from the existing contractor could be attributed to the long
standing relationship, 26 years, Canaveral Sands had with this contractor. Phil
Heller remarked that our existing contractor is using the best product available
for termite protection. The Board saw no reason to change contractors at this
time.
d.
Keying of car:
A unit owner in building #4 has had their
vehicles keyed four weekends in a row. Management asked the owner reporting the
incidents to contact the police after each incident. The most recent keying
involved a new vehicle. Harold Fletcher mentioned that another owner in
building 1 also reported having their vehicle keyed. Management was asked to
post a notice on the bulletin boards, located near the mailboxes, acknowledging
the vandalism that has occurred and if it continues surveillance cameras
may have to be installed on the property.
e.
Application for sliding glass doors – Unit 3-302
Barbara McPeek motioned to approve the new
sliding glass door installation, Jean Deck seconded the motion. All were in
favor.
f.
RDI Salary Increase:
The President asked the Board’s
consideration of an increase of $912/year as requested by the Management
Company. He felt the Management Company is currently giving more time on
property than is in the contract, has begun generating a weekly project summary
that has helped in keeping Association projects on schedule and last year the
Management Company did not ask for an increase because of all the hurricane
damage the Association was having to deal with. The recommended increase has
been incorporated into the new budget. Jerry Beaumont motioned to approve the
increase, Barbara McPeek seconded the motion. All were in favor. An owner
commented how much he appreciated the Management Company making the approval
process as simple as possible for owners wishing to add shutters or replace
doors, etc. and also appreciated the fact that past due accounts are at a
minimum.
Adjournment:
With no further business to discuss the
meeting was adjourned at approximately 7:56 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable
Differences, Inc.
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT
For
October 20, 2006 Board Meeting
This report includes information since the
September 15, 2006 report.
B & R Pest Control did the regular insect and weed control application.
He has also done a special three part spraying job on our sago palms to try and
save them from a disease that is killing sagos all over
Florida. We had to trim the foliage of them so
the spray could reach all areas. This was all recommended by the University of
Florida Extension Service,
Brevard County.
We have bought a fake rock to cover the pipes from the new well in front
of building one.
The dunes have been trimmed and the vines were removed from the sea
grapes. This turned out to be a very big job.
Work performed since last report
1.
Normal grass maintenance was performed. Dann is now cutting the grass
every other week. This will continue through the winter.
2.
Weeds have been sprayed throughout the property in the past week.
3.
Sagos were cut back to remove diseased foliage so Bruce could spray them.
4.
A Jatropa plant was moved from a pot to a planting area near garage D.
This should
be a better place for it.
5.
The hedge by the pool was extended to provide protection from the wind
for the pool
heater.
. -
Future landscaping work (* indicates work to be done before the next board
meeting)
1. Continue
to weed areas that need it.
2. Trim dune
crossovers and fence lines when needed
3. Trim
oleanders.
4. Trim
hedges and small trees as needed.*
5. Plant
flowers around new fake rock.*
6.
Bottlebrush bushes removed from the west side of garage D so a light
could be
7.
installed on the west end of garage D.
Items to be
discussed at October board meeting
Sago Palms
Landscaping
Committee
Sharon Barrett
Bozek
Jean Deck
Barbara McPeek
Joann Smally, Chairman
=========================================================================================================================
1. Call to order
The meeting was called to order at 6:33 PM by President Ed Smally. Vice President Jerry Beaumont and Secretary
Jean Deck were also in attendance establishing a quorum for the meeting. Director Barbara McPeek could not attend.
There were 14 owners in attendance.
2. President's Message---Ed Smally
The city has removed power to the light that lights our main entrance and the North side of garage D because of sea
turtle lighting restrictions. Management is setting up a meeting to include our President, the City and FPL in an
attempt to resolve this situation. Any resolution will most likely require Canaveral Sands to add some lighting to the
affected area.
A crack in the lady’s toilet tank resulted in flooding of the entire rec room. Shirley Varni found water covering the
hallway and entire rec room floor Saturday 2 September. Shirley, Jean Deck and Barbara McPeek worked hard to remove
the standing water. A drying out company was contacted and they did dry out the rec room and treated it for mold
prevention. Jerry Beaumont made a motion to pay this emergency expenditure of $1,254.50 out of deferred maintenance.
Jean Deck seconded. The motion passed unanimously.
This information has been said before but it is worth repeating. There are 3 ways owners can communicate their
concerns to the board: (1) Write a letter to the board and send it to management if you want to report something or
express an opinion, (2) Come to a board meeting and bring a topic up under “New Business” if you want to talk directly
to the board and (3) write to the board, through management and ask for a topic to be put on the agenda. You will
have to be at the meeting to explain why the topic is important enough to be on the agenda and explain it to the
board & attendees for it to be discussed.
3. Budget-Finance Committee---Harold Fletcher
| End of September 15, 2006 Board Meeting
Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Vice President Jerry Beaumont, Secretary
Jean Deck and Director Barbara McPeek were also in attendance establishing a quorum for the meeting. There were
8 unit owners in attendance at the meeting and Karen Auth from Reconcilable Differences was also present.
2. Condo Insurance---Josh Ranew
Josh Ranew reported that the Association should expect to see the wind storm coverage for the Association increase
to approximately $90,000 dollars with the upcoming renewal (it is $24,613 now). This figure will be based upon a
replacement cost value of $100 per square foot which will increase the total value of the property from approximately
16 million to 24 million with the renewal. The Association may receive a credit after the appraisal is completed
if the replacement cost value comes in below this figure. Josh hoped to have the exact figures for all policy renewals
by the end of next week. He said the Association should be prepared for an increase three times that of last year’s
total insurance premium costs, which is $65,198 now. Josh Ranew was thanked for his participation in the meeting and
for his efforts in getting insurance claims paid following the 2004 hurricanes.
3. President's Message---Ed Smally
Originally there were 12 AC’s that could not be tied down by the association because they had deteriorated (rusted)
to the extent there was not enough solid material on the AC’s to attach them to the stands. Nine of the owners of those
AC’s have replaced them and tied them down correctly. Another owner has declared their intentions to do so. That leaves
only 2 AC’s that will be without adequate attachments to the stands.
4. Approval of Minutes---June 16, 2006 Board Meeting: .
Jerry Beaumont motioned to approve the minutes. Jean Deck seconded the motion. All were in favor.
5. Budget-Finance Committee---Harold Fletcher
Harold commented that the Finance Committee had met earlier in the week and felt the year to date budget figures
were reasonable.
The committee has attempted to make sure there has been extra money in the Operating account to take care of unexpected
expenses that occur over the year. However there may not be enough to take care of the large additional Association
insurance premiums that will have to be paid in 2006. The additional 2006 insurance is to satisfy the increase in
premium for the months of October, November & December of 2006 plus a 20 to 25% upfront cost will be required at the
time of renewal. If there is not enough money in the operating account to cover this expense, a special assessment or
borrowing from a bank will be required. In any case next year’s budget will have to take into account the additional
cost of association insurance and to build up the operating account to again be able to take care of
unexpected expenses.
6. Management Report/Unfinished Business---RDI
a. Financials: Management reported past due payments from 12 owners. Certified letters were sent to
those owners 60 days past due
b. Status of rec room repairs, painting & replacing lights: Ed reported the repairs and painting of the rec
room have been completed. Two of the interior lights fixtures were damaged during shipment. They have been returned
to the supplier and replacements have been ordered.
c. Status of Replacing main electrical circuit breaker building #1: Phil reported the new breaker was
installed successfully. Harold asked if the Association planned to refurbish the old breaker. Phil will find out
what the disposition of the old breaker is and Management will seek the opinion of the electrician with regard to
viability and cost to refurbish the old breaker.
d. Condo Maintenance: Management reported the most significant maintenance items over the last two months
have included maintenance of the irrigation system, repairs to the fire system in Building 2 damaged from an
electrical storm and the concrete repairs underway in building 3 in preparation for the painting of the building in
October
7. Landscape Committee Report---Joann Smally
a. The report is attached to file copy of minutes.
b. Status of palm tree trimming: Management reported it has been a struggle finding trimmers with
Worker’s Compensation Insurance. Ed asked the Board for their opinion with regard to contractors carrying the
required insurance. All Board members felt contractors should carry the required insurance to protect the
Association. Jerry Beaumont approved the current proposal from A-A-A TREE SERVICE for no more than the bid amount
of $750 to $1,000; assuming license and insurance requirements are met. Barbara McPeek seconded the motion.
All were in favor.
8.Other Unfinished Business
a. Status of elevator repairs:: The outside elevator doors on all the buildings have been replaced along
with new door hardware. Several doors were contracted to be raised when they were replaced to eliminate water running
down the elevator shaft. One additional door was raised at the time of door replacement at an additional cost
of $800. Jean Deck motioned to accept General Elevator’s proposal to raise this additional door. Jerry Beaumont
seconded the motion, it passed unanimously. Work was completed early because the contractor realized they could
replace 2 doors a day instead of the one door a day they originally had planned.
b. Status of cement repairs to garages: Phil reported these repairs as being completed.
c. Irrigation remote control: Currently onsite maintenance spends a considerable amount of time walking
back and forth to the irrigation control panel when checking the operations of the irrigation system. The remote
control system will allow onsite maintenance to perform irrigation repairs/maintenance without having to return to
the main control panel to test the results of their efforts. Saving time and therefore costs related to the
maintenance of the irrigation system. Barbara McPeek motioned to approve the expense associated with the purchase
of a remote control device for the irrigation system. Jerry Beaumont seconded the motion all were in favor
d. Status of new maintenance person: Ed Smally informed the Board members of a recent meeting he held
with Management and Phil regarding the hiring of the new maintenance person Rich Keinenan. The meeting resulted in
a hire recommendation from all. Based on this recommendation, Jerry Beaumont motioned to hire the new maintenance
person. Barbara McPeek seconded the motion. All were in favor. Ed mentioned that Phil, after vacationing in
September, would assume a part time position working two days a week or a third day, if projects warranted, when
he returns
9. New Business
a. Approval of Shutters, 1-301::
b. Approval of shutters 4-205::
c. Approval of sliding doors/window 2-403::
d. Approval of sliding doors 1-403::
Jerry Beaumont motioned to approve the installation of the above referenced shutters, sliding door and window
installations. Barbara McPeek seconded the motion. All were in favor.
e. Non owner residents::
The August newsletter mentioned a problem in July with non-owner residents
not following condo rules. The email address for RDI was not correct in that newsletter. It should have been
RecDif@earthlink.net. Several owners have sent in recommendations and it is expected that many more will be
received soon. The Association has contacted our attorney requesting legal advice on this issue. Jean Deck requested
a workshop be held after all owner inputs have been received and legal advice obtained. The board agreed this was
a good idea and would be done.
f. Audit and Taxes for 2006::
Management proposed the use of a new CPA firm for next year’s
income tax filing and audit. Over the last two years the existing firm has become increasingly more difficult to
work with. The Finance Committee reviewed this new proposal and supported the change in firms with an exception to
one line in the contract which referenced the proposed price would be dependent upon the books being in an auditable
condition. As Management has worked with the firm in the past, the striking of this language from the contract was
not viewed to be a problem. The Board accepted the Finance Committee’s recommendation. Jean Deck motioned to
approve the proposal from the new CPA firm with the contract deletion recommended by the Finance Committee.
Barbara McPeek seconded the motion. All were in favor. Harold Fletcher asked that the prior CPA firm be
notified in writing that their services would not be needed in 2007. The Board concurred and asked Management to
notify the firm.
g. Proposal for water and mold inspection & remediation:: Ed informed the Board and owners present that
at the last Space Coast Condominium Association meeting it was highly recommended that Associations make every effort
possible to secure contracts for those services needed post a hurricane hitting our area. The Board has received a
proposal for water and mold inspection and remediation services. There was no charge for this service proposal due
the contractor’s prior relationship with Canaveral Sands and Reconcilable Differences, Inc.; however, charges will
be incurred if the services are rendered. It was noted during the meeting that these services would only be used
by the Association in the event of a common element failure, like the roof, or if an owner failed to respond to
requests from the Association to resolve water intrusion problems in their unit. Jerry Beaumont motioned to approve
this proposal. Barbara McPeek seconded the motion. All were in favor.
10. Adjournment
With no further business to discuss the meeting was adjourned at approximately 8:10PM.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
| End of August 18, 2006 Board Meeting
Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Secretary Jean Deck, VP Jerrold Beaumont and
Director Barbara McPeek were also in attendance, establishing a quorum for the meeting. There were 4 unit owners in
attendance. Karen Auth, from Reconcilable Differences, Inc. was also present at the meeting.
2. President's Message---Ed Smally
Automobile parking places have become increasingly hard to find at Canaveral Sands during holiday weekends. This is
especially true over the 4th of July weekend. If this continues to get worse it may be necessary to discontinue, at
least during holidays, the present practice of allowing boats to park over the weekend. Phil asked when the Board would
like the north end of the driveway blocked off for the 4th of July holiday. The Board recommended the entrance be
blocked off on Friday, June 30th, end of day, until the morning of July 5th.
It is obvious that many renters and guests do not know that condominiums have rules and regulations that are different
from hotels/motels. Barbara McPeek has volunteered to talk to all new renters and make sure they have a copy of the
Canaveral Sands handbook that has our rules and regulations as well as useful phone numbers. Joann Smally and
Carol Martone have volunteered to help Barbara. It is the responsibility of the owners to make sure their guests
understand our rules and regulations.
General Elevator has promised us they will start replacing elevator doors and door hardware July 31. A newsletter
will be sent to all owners early July identifying the projected schedule for this work. Also in the newsletter will be
an explanation of a new big money expenditure situation for the association because of substantial increasing insurance
costs.
3. Approval of Minutes---May 17, 2006 Workshop and May 19th, 2006 Board Meeting: .
Jean Deck motioned to approve both sets of minutes. Barbara McPeek seconded the motion. All were in favor.
4. Budget-Finance Committee---Harold Fletcher
There is no report because a meeting was not held this month.
5. Management Report/Unfinished Business---RDI
a. Financials: Management stated the Association is currently overrunning the operating budget by
approximately $8,000 dollars; a large amount of that is attributable to maintenance repairs, including getting
building 3 ready for painting. It was recommended that the Board consider making a motion to have these repairs, past
and future, be taken from the deferred maintenance reserve account. Jean Deck motioned to take the past repairs and
any future repairs of this nature out of the deferred maintenance account. Jerrold seconded the motion. All were in
favor.
b. Status of rec room repairs, painting & replacing lights: Management reported that the new lights have
arrived but they will not be installed until after the painting is completed. The contractor prepping the rec room
for painting has committed to having this work done around mid July. The painting contractor will be scheduled when
this work is completed. The painting contractor will have to perform the work on the weekend but estimates he can
complete the project in one weekend. The contractor will purchase the paint..
c. Replacing main electrical circuit breaker building #1: Management reported that the electrical contractor,
in cooperation with FP & L, will be onsite on June 27, at 9:00AM, to test the operation of the main circuit breaker
for building 1. If the breaker works satisfactorily an outage of no more than 15 minutes is anticipated. If the
breaker does not function properly, it is estimated it will take 2 ½ to 3 hours to install the new circuit breaker.
There will be no power to building 1 during this timeframe. The Association has already purchased the breaker and
the contractor has checked to ensure it will install correctly, if needed.
d. Status of Replacing elevator circuit breakers bldgs 1,3,4: This work activity has been completed.
e. Status of elevator electronic eye replacement: This work activity has been completed.
f. Status of AC tie downs: This work activity has been completed. Letters have been mailed to owners who had
units that could not be tied down because their A/C condenser was too rusted out to secure adequately
g. Status of pool ladder repairs: This work activity has been completed
h. Status of North well: Management reported that the new north well is still being infiltrated with a great deal
of sand and therefore it is not functioning properly. The contractor has been very responsive thus far and has
provided assurances they will take whatever action is necessary to ensure a satisfactory operation of the new well.
With Phil Heller’s assistance we have proven the problem is not in any of the water lines coming into the well from
the Association property
6. Landscape Committee Report---Joann Smally
a. The report is attached to file copy of minutes.
b. Area between buildings 1 & 2: Joann reported the landscaping effort between buildings one and two is
complete. She also remarked that Nick’s lawn service has been asked to trim the dunes and palm trees. They should be
onsite next week to complete this activity. Lastly, Joann remarked that owner, John Rocker, has been very helpful in
providing special pest control treatment to the sago palms.
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. . Noteworthy items included the following: A power pole close to the property fell over last week resulting in a
power outage to all buildings. Florida Roofing was onsite this week to re-do the patches on garages B, D, and E due
to owner reports of water intrusion. The new maintenance man, Rich Keinenan, would like everyone to know that he
is very happy thus far at Canaveral Sands and is hoping to become their permanent employee. Phil will be on
vacation July 1st – 28th, 2006.
8.Other Unfinished Business
a. Status of garage repairs:: Concrete Restoration, Inc. is scheduled to be onsite next week to
begin restoration work on the garages.
b. Blacktop resurfacing: Ed has met with two contractors to discuss resurfacing the driveway and making
repairs to the areas in front of buildings 1 & 2 where there is standing water after heavy rains. There is no
urgency surrounding this project therefore Ed suggested the Board table this item until after the elevator and
rec room projects are completed. Jean Deck motioned to table this item. Jerry Beaumont seconded the motion.
All were in favor.
9. New Business
a. Condo insurance:: Our insurance agent has notified us we can expect a large increase in our insurance
this year (due October 3rd). He says we can expect wind insurance to have an increase of 100 to 300 percent. In
addition CITIZENS, our wind insurer, say they need a property appraisal 45 days before they can insure us. It is not
possible to get a property appraisal to meet that date. A more detailed explanation of this problem situation, with
its special assessment and/or condo fee implications will be in the next newsletter (early July). Ed Smally motioned
to approve the appraisal proposal received from Jeff Jolicouer for $2,000 dollars. Barbara McPeek seconded
the motion. All were in favor.
10. Adjournment
With no further business to discuss, Ed motioned to adjourn the meeting. Jean Deck seconded the motion.
All were in favor.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
| End of June 16, 2006 Board Meeting
Minutes |
1. Call to order
The meeting was called to order at 6:32 PM by President Ed Smally. Secretary Jean Deck and VP Jerrold Beaumont
were also in attendance, establishing a quorum for the meeting. Director Barbara McPeek could not attend. There
were 10 unit owners in attendance
2. President's Message---Ed Smally
A unit owner requested information about parking a relative’s car on the premises for a period of time. Our
documents do not allow that. They say “ No auto parking space may be used for any purpose other than parking
automobiles which are in operating condition. No parking shall be used by any other person other than an occupant
of the condominium who is an actual resident or be a guest or visitor and by such guest or visitor only when
such guest or visitor is, in fact, visiting and upon the premises”.
3. Approval of Minutes---March 24, 2005 Board Meeting: .
Jean Deck said the landscaping report should say there were three sabal palms and one Christmas palm planted near
Buildings 3 & 4 instead of 4 palms. With that change, Jean motioned to approve the minutes. Jerry seconded.
All were in favor.
4. Budget-Finance Committee---Harold Fletcher
Harold stated that the committee had their meeting Thursday. Their goal was to get any changes from the CPA
incorporated into the monthly financial statements. This was done. All is now in agreement. We are running at a small
operating loss, which is normal early in the year.
5. Management Report/Unfinished Business---RDI
a. Financials: Management stated that the same 4 owners are consistently 30 to 50 days late in paying
and are charged interest on their late payments.
b. Status on Replacing Building 1 and 2 Walkway Railings: : Although the railing installation is completed,
the clean-up is not done. Some extra work is still needed from the contractor before we pay him. Management
will contact RC Aluminum to make them aware of the situation
c. Painting the rec room & new lighting: A new light has been installed in the kitchen area, because
the lens had cracked. This type of light was also offered as a replacement for the rusted lights in the rec room.
It has a softer light. The cost for seven of them would be $1,053.50 Gary Logan, a foreman with Tech Systems,
bid $800 to paint the room. LB Drywall bid $500 to edge the corners of the windows with metal, add a wooden frame
around the slider openings and repair the damaged drywall areas. An additional contractor bid $1,411 for repairs
and painting. Jerry motioned to approve the repairs by LB Drywall, the painting by Logan and the lighting, for not
more than $2,400, to come from Rec Room Reserves. Jean seconded, all in favor..
d. Status of replacing maintenance person: Previous minutes have reported that Phil Heller is retiring as our
maintenance person. Phil has done an excellent job in that position and will be hard to replace. Phil and
Ed Smally representing the association and Karen Auth, representing our management firm made up the committee
that generated the specification requirements for the new maintenance person, reviewed the job applicants and
supplied information to the board for applicant selection. Four persons sent in an application for the position.
Two were well qualified and had a second interview. The committee presented qualification and background
information as well as information obtained from references to the board. Jean Deck made a motion to accept
Richard (Rich) Keinanen for the position, seconded by Jerry Beaumont. It passed unanimously. There will be
a 90 day probationary period where Mr. Keinanen”s salary will be $14 an hour, after which, if he is retained,
his salary will be $15 an hour. Phil and Mr. Keinanen will work together for 1 month. Phil may be retained part
time for awhile after that.
e. Replacing main electrical circuit breaker- building #1: The main circuit breaker that powers the entire
building is rusted and did malfunction when FPL was changing a transformer. It was recommended to have a
replacement on hand to install if needed when checking out the circuit breaker. A brand new circuit breaker costs
$12,687 and comes with an 18 month warranty. A re-built breaker, with a 12 month warranty, would cost $4,875.
Harold Fletcher was asked at the last board meeting to look at competitive bids. He checked 5 companies and all
were higher than our quote; some as high at $18,000. He recommended the re-built model. Jerry motioned to purchase
the re-built model from FPL for $4,875, money to come from deferred maintenance. Jean seconded, all in favor.
6. Landscape Committee Report---Joann Smally
a. The report is attached to file copy of minutes.
b. Area between buildings 1 & 2: The area where the fire plumbing was installed needed a lot of landscape
repair. Two Oleanders were purchased and planted along with bushes and groundcover. They have also made a patio
with red pavers. More landscape work will be required to make the area look presentable. This work was unexpected
when the budget was made and has used up much of the landscape budget. The fire marshal was asked if we
could paint the stand pipes green to blend in with the landscaping, but she said no.
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. . Noteworthy items included that lights at the ends of the buildings have been disconnected for the turtle season
and the pool lights are adjusted to go off at 8 pm this season. CFS did their annual fire alarm inspection but we
have not received the report yet. With regard to the lights at the fire stands, Phil installed a new cement base
around the new light and junction box. As for the new irrigation wells, we may need another casing. They have
gone down to 365 feet, but are still pulling in sand, which causes problems with the sprinkler heads. With the
drought conditions right now, the city is asking that we only water twice per week.
8.Other Unfinished Business
a. Status of elevator repairs: : An elevator workshop was held on May 17, attended by our elevator
consultant, Lee Rigby, and a representative from General Elevator, Ben Green. The purpose of the meeting was to
discuss the schedules and procedures that would be used by General Elevator when installing electronic eyes in all
the elevators and replacing all the elevator doors and door hardware. Minutes of the meeting are posted on the
rec room bulletin board and will be posted on the website. Electronic eyes will be installed in all the elevators
in June. It is expected that elevator doors along with door hardware will be replaced starting in July. Please
read the workshop minutes for specifics.
SunKraft Electric replaced a circuit breaker for the elevator in building 2 to get the elevator running for $219.
They proposed to replace the identical circuit breaker in the other 3 buildings for $200 each. Jerry motioned to
replace the circuit breakers in the other 3 buildings by SunKraft Electric for $600 from the elevator reserve,
seconded by Jean. All were in favor.
b. Status of cement repairs to garages: : Concrete restoration for the garages is scheduled to begin
within two weeks. These are individual, relatively minor problems that have occurred over time.
c. Status of AC tie downs: : Owners are responsible for their AC’s However, there are multiple methods
used to tie the AC’s to the stands. The association will make sure all AC’s are tied down by one method, previously
approved by the city. After this is done the AC tie down to the stands, along with the AC’s, will again be the
owner’s responsibility. Management obtained 2 bids to attach the AC units to the stands like on building #4.
Merritt Island Air bid $2,200 and EMS bid $2,750 to do this work. Ed stated that we know that Merritt Island Air
has done good work for the Association in the past and they have also agreed to use stainless steel materials.
Jean motioned to accept the proposal from Merritt Island Air for $2,200, to be taken from deferred maintenance.
Jerry seconded, all in favor. The owners of those units that are in too poor shape to tie down will be notified.
It will be the responsibility of those owners to replace their AC’s or tie them down adequately so as not to damage
the AC or the roof.
9. New Business
a. Sliding glass door replacement #2-203: Jerry motioned and Jean seconded the approval to replace
their sliders. A letter will be mailed with the specifications their contractor must adhere to. All in
favor.
b. Blacktop resurfacing: Ed stated that paver John Filipowitz will meet with him in the morning so there
was nothing new to discuss at tonight’s meeting.
b. Pool Repairs: The county health inspector cited the Association for loose ladders into the pool.
Price Rite Pools quoted a price of $611.50 to repair the ladders. Jerry motioned to repair the ladders
for $611.50 from pool reserves. Jean seconded, all in favor.
d. Hurricane Shutters : Rose Rubino asked that the topic of “shutters” be put on the agenda. She presented
arguments for allowing wraparound shutters to be installed at Canaveral Sands. Monica Perry of Shutter Outlet
spoke about the installation and characteristics of wraparound shutters. This board, after listening to the
pros and cons for allowing wraparound shutters at Canaveral Sands, agreed with previous boards that allowing
only permanent roll down shutters was in the best interest of the association. They also feel wraparound
shutters would substantially increase balcony cement spalling and cement cracking conditions because of being
installed close to the edge of the balcony.
10. Adjournment
With no further business to discuss, Ed motioned to adjourn the meeting. Barbara McPeek seconded the motion.
The meeting was adjourned at approximately 8:52p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President
| End of May 19, 2006 Board Meeting
Minutes |
President Ed Smally called the meeting to order at 6:30 PM in the rec room. Board members present were Ed, and Jean Deck.
Other unit owners attending the meeting were Phil Heller, Mr. & Mrs. John Rocker, Joann Smally and Don White.
Also attending were Mr. Lee Rigby, our elevator consultant, and Mr. Ben Green from General Elevator.
The purpose of the meeting was to discuss the schedules and procedures that would be used by General Elevator when
installing electronic eyes in all the elevators and replacing all the elevator doors and door hardware.
Ed Smally chaired the meeting and opened it by identifying concerns the association had regarding the schedules,
particularly downtime during repairs. Ben Green of General Elevator and Lee Rigby, our elevator consultant, indicated
they were very aware of the association’s concerns. The information below describes the schedules/procedures agreed to
by them and the association.
Electronic eye installation
Mr. Green said it will take 4 hours per elevator to install the electronic eye. He expects to do 2 elevators a day.
Residents will be notified before installation.
Replacing elevator doors and door hardware
Mr. Green said it will take 1 day to replace an elevator with the door hardware. To be on the safe side, allowing for
unexpected problems, one should assume 5 to 7 seven days per building. Residents will receive 2 weeks notice when doors
in their building will be replaced.
Working hours will be 8 AM to 4 PM. During that time the elevators will not be used except for a medical emergency.
With a ½ hour notice the workers will get the elevators working if needed for a medical emergency. From 4 PM to 8 AM
the elevators will be available for use.
Seven elevator doors will be raised to keep rainwater from running down elevator shafts. These doors are in
building 1 floors 3 & 5, Building 2 floors 1 & 5, and building 3 floors 2, 4 & 5. On these floors cement work has to
be done to eliminate the step to the raised door and to move the water away from the door. The elevator on these floors
will not be available for use during door replacement for 1 or 2 days from 8 PM to 4 AM, necessitating a walk up 1 flight
or down 1 flight of stairs during those hours.
Mr. Green said he expects the doors to be shipped to General Elevator by the manufacturer on June 11 and should be
received by them within 1 week. He has agreed not to schedule door work until General Elevator receives the doors so
that the replacement schedule once made can be adhered to. General Elevator has the door hardware in stock. Thus it is
expected that the elevator door replacement will start sometime mid July.
The new doors will be stainless steel and cannot be painted. General Elevator will take the old doors away.
Our elevator consultant, Mr. Lee Rigby, was involved in all the above agreements. He will have someone on site when
the 1st door is replaced and when the 1st raised door is replaced. Someone from his organization will check the door
replacement in each building twice during that buildings door replacement. He also said he personally will visit each
building and inspect the elevator replacement work and indicate to us when the work was satisfactorily completed before
we should pay for the work.
Mr. Rigby and Mr. Green should be commended for the spirit of cooperation shown during the discussions, especially in
the area of minimizing the impact on residents during door replacements.
Ed Smally, Canaveral Sands Board President
| End of May 17, 2006 Elevator Workshop
Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed Smally. Secretary, Jean Deck and Director, Barbara McPeek
were also in attendance establishing a quorum for the meeting. There were 16 unit owners in attendance and
Karen Auth from Reconcilable Differences was also present.
2. President's Message---Ed Smally
Chris Juliano, who had been helping Phil, has now gone to live in Denver. Before he left he made a schematic of the
location of all our water valves and sprinkler heads. Evidently not all owners are aware that the elevators are not
public bulletin boards to be used by unit owners. The bulletin boards in the mailbox area have been put there
specifically for that purpose. Rose Rubino called the condo president the day of the meeting to ask if the topic
of “accordion wrap around shutters” could be put on the board meeting agenda. She was told it was too late since
the agenda has to be posted 48 hours before the meeting but she could bring it up under “New Business”. However
the board cannot make a decision on any topic that is not on the agenda. Also any unit owners interested in the
topic must have an opportunity to know it is on the agenda as well as an opportunity to speak at the meeting on
that topic
3. Approval of Minutes---March 24, 2005 Board Meeting: .
Jean Deck motioned to approve the minutes. Barbara McPeek seconded. All were in favor.
4. Budget-Finance Committee---Harold Fletcher
Harold Fletcher, Treasurer, mentioned that all owners should have received a copy of the report from the auditors.
Owners present had no questions regarding the audit. Harold reported that last year the Association required an
estimated $15,000 more in operating funds than was budgeted. Expenses, as of the end of March this year, are in line
with what has been budgeted. He mentioned that journal entries made by the auditor will require Management to make
some adjustments in accounts as well.
5. Management Report/Unfinished Business---RDI
a. Financials: Management had nothing to add to the Treasurer’s Report.
b. Status on Replacing Building 1 and 2 Walkway Railings: : Ed reported that the walkway railings for
building 2 were installed this week. The contractor will begin installation of the new railings for
building 1 next week.
c.Status of drilling North irrigation well: : Adger Wells has completed the installation of the new well on
the North end of the building. Phil reported that he had found some sand in the filters. He will continue to
monitor the filters and report to Management if he has any concerns about the new well.
d.Painting the rec room: As new lighting for the rec room had not been previously discussed at a Board
meeting, the Board tabled this item until the next meeting to allow sufficient time to review the lighting
proposal. Management stated that some of the existing lights are rusting out on the ends and since the
Association is considering repainting it was thought this would be a good time to replace the lighting
as well. It was also thought that a wallpaper boarder could be added after painting; in general updating
the overall appearance of the room. Several owners thought this was a good idea. The Board reviewed the
bids received thus far from the painting contractors. The painting decision was also tabled.
e.Status of repaving maintenance person: Management, Ed and Phil have worked together to establish a set
of job specifications. A job ad has been submitted to Brevard Job Link for posting on their web site. An
owner suggested putting a notice on the bulletin boards and also in the next newsletter regarding the job
vacancy. The Board thought this was a good idea. Management will bring copies of the job ad for posting on
the bulletin boards next week. An owner knowing of anyone interested in the position should have that person
contact management.
6. Landscape Committee Report---Joann Smally
a. The report is attached to file copy of minutes.
b.Status of planting 4 Palm trees South end of property: The Committee Chairman reported having completed the
planting of the four palms trees at a cost of $125 less than what was approved by the Board. The committee
Chairman also mentioned that the petunias in the main entranceway were severely damaged by the recent high
winds and would be replaced.
c. Area between buildings 1 & 2: The Committee Chairman reported that two large oleanders and some Indian
Hawthorne have been planted in this area. Some brick pavers have also been laid down to establish a walking
path. The Committee is considering other ideas on how to improve the appearance of this area, e.g., planting
of some ground cover and possibly adding a sitting bench. An owner expressed a tripping concern over the
light in the middle of the new walkway. The board is aware of the situation and is looking into solutions,
like moving the path or light.
7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.
b. . Noteworthy items included the replacement of the tow away sign in front of the main entrance, the replacement
of the blower motor for the pool heater (under warranty) and he requested owners who are leaving vehicles for
a long period of time unattended to please notify the management office.
8.Other Unfinished Business
a. Status of elevator repairs: The last 6 months of the contract with the elevator maintenance firm of
ThyssennKrupp was bought out for $2,104.20. General Elevator has started as our elevator maintenance firm
as of 17 April 2006. General Elevator will start putting electronic eyes on all the elevators and replacing
all the elevator doors along with door hardware some time this summer. A workshop will be held before then
to determine the amount of time it will take per building to perform this work and the schedule. The
association is going to insist on hard starting dates per building and at least 2 weeks notice before the
starting date. Notification will be given to owners and residents as soon as this information is known as
well as expected downtime of the building elevator. Since each building only has one elevator residents
that require the use of the elevator will have to make allowances for the elevator downtime (use stairs,
change Doctor appointments, live with relatives or friends, etc.).
b. Status of cement repairs to garages: Ed reported that the concrete restoration for the garages is
scheduled to begin in early May.
c. Status of AC tie downs: : Ed commented that Management is requesting bids for replacing the hurricane
tie downs on all units. An inspection of all buildings by onsite maintenance revealed that many units are
not secure and various tie down methods are being used. Although AC’s and their tie downs are the
responsibility of unit owners the association will make sure AC’s are tied to supports adequately before
the hurricane season this year. Several AC condensers are in such a state of disrepair that that they will
not be able to be secured. Owners for these units will receive a letter from Management and will be
responsible for making the necessary repairs and ensuring adequate tie downs for their units.
9. New Business
a. Replacing main electrical circuit breaker Building 1: Ed reported that there was a problem shutting
down power to building 1 using the main breaker panel. The electrician was hesitant to force power to
shut down without having a new breaker on hand to replace the old one if he found it could not be repaired.
The contractor has submitted a proposal for a reconditioned breaker and for a new breaker. The
reconditioned breaker has a 12 month warranty and will cost $4, 875.dollars. The new circuit breaker
will have an 18 month warranty and will cost $12,697 dollars. An owner suggested having Harold Fletcher,
who has years of expertise in this field, to make a recommendation to the Board on how to proceed. Harold
agreed to investigate and provide feedback to the Board.
b. Blacktop resurfacing: Ed stated that this item was added to the agenda to begin a discussion about
the resurfacing of the driveways and parking area. He noticed several areas in the driveway that were
cracking. He remarked that there is enough money in reserves to do this work and re-paving could help to
solve some of the water retention problems occurring especially in front of buildings 1 and 2 after heavy
rains. This item was tabled for further discussion by the Board.
c.Hurricane Shutters : Although not on the agenda Rose Rubino asked to talk about accordion wrap around shutters. She had sent
a letter to all 118 unit owners in January and 20 of them had returned a form i