CSMin2006.html

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 1^st 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 3^rd 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 2^nd 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 3^rd, 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

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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 30^th, 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 1^st notice of the annual meeting. For the upcoming annual meeting, the Board will send the 1^st 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

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CANAVERAL SANDS BOARD OF DIRECTORS MEETING
September 15, 2006 in the on-site rec room

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
The committee recommends that a $600 special assessment be made to pay for the increased insurance cost for the rest of 2006.

Items 4,5,6 on Agenda—Special Assessment Because of Insurance Increase: .
An initial insurance deposit of $33,125.84 is due by September 29th. From there, the monthly payments will cost $10,353.51 per month, for a total of $74,539.88 through the end of 2006. There is some money in operating to take care of emergencies but not enough to take care of an emergency of this magnitude. Owners present and the board discussed the situation in an open discussion. There was a general consensus among attendees at the meeting and the board that the best solution was the $600 Special Assessment recommended by the budget committee, with $200 payments every month for 3 months. Board member Jerry Beaumont motioned to approve a Special Assessment of $600, payments due October 1, November 1 and December 1. It was seconded by Jean Deck. The motion passed unanimously. There will not be late fees until after the December 1 payment. However it would be appreciated if anyone who can afford to pay the full Special Assessment amount would do so as soon as possible to replenish the operating fund. in case of an emergency before the end of the year. .

7. Approval of Minutes---August 18, 2006 Board Meeting: .
Jean Deck motioned to approve the minutes. Jerry Beaumont seconded the motion. All were in favor.

8. Management Report/Unfinished Business---RDI
a. Financials: Management reported that through August 31st, the Association is under budget and that three past due accounts have been forwarded to the attorney for collection action.

b. Condo Maintenance: Management reported the most significant maintenance items over the last month have included prepping for the painting of Building #3 which will begin October 10th. All balcony furniture will need to be brought in during that time. Owners worried about water intrusion during pressure cleaning should put towels at the bottom of doors and windows. Waste Management had to send our dumpsters to Orlando for repair. In the meantime, smaller dumpsters are in place but they will increase their level of service to compensate.

9. Landscape Committee Report---Joann Smally
a. The report is attached to file copy of minutes.

b. Dunes Trimming: is not progressing because Nick’s Landscaping took a large job in Nassau and the whole crew will be gone for a month. The other contractor we were going to use broke his foot. We are still trying to find a contractor with worker’s compensation insurance who can handle this job. Joann stated that some of the vines, those with purple flowers, in the dunes are native plants and cannot be killed. The vines covering the seagrapes will be cut when the dunes are trimmed and although there have been times when these vines cover the seagrape plants, they do seem to die when the weather gets cold. A resident asked when the dune cutting is done and it was reiterated that when they get to 6 feet high, we contract for them to be cut to 4 feet high. It was also stressed that the sand is much higher in some spots than others so even though the fence line at our property is a good guide, when you walk towards the ocean, the sand is higher and therefore you won’t see a straight flat dune line.

c. The committee stated that they would like to purchase a “fake rock” to cover the new well in front of building 1, at a cost of approximately $80.00. They plan on using a brown rock instead of the grey color used in front of building 3. The Board agreed.

Jim Bennett wanted the record to show that he thanked the Board and committee for their hard work in a thankless job.

10.Other Unfinished Business
a. Elevator Door Replacement:: The consultant did his final inspection last week and said overall the work is completed and done well. We will receive a written inspection soon. One resident stated that there was a problem with the elevator in building 3 not moving from the first floor, but once he opened the door and tried again, it worked fine.

b. Reconditioning of Main Circuit Breaker: We replaced the main circuit breaker in building #1 and a resident asked if we could re-condition the old one to have as a back-up in case of another emergency. Building #4 uses a different breaker, but it could be used in Buildings 1, 2 and 3. The cost to send it in for evaluation is $50.00. If they can re-condition it, the cost would be $2,500 with a one-year warranty and return postage of $50. A rebuilt breaker from the company would cost $4,875. A new breaker would cost $12,687. Ed motioned to send our old breaker in for evaluation and pay a total of $2,600 from deferred maintenance reserves to re-condition it as a back-up. Jerry seconded, all in favor.

c. Non-Owner Residents: The August newsletter and August minutes mentioned a problem in July with non-owner residents not following condo rules. There have been many verbal complaints made to management and board members. So far 8 owners have sent in written complaints, examples and suggestions. The board is waiting for more inputs from owners and direction from our legal council before scheduling a workshop.

d. Status of Appraisal: The appraiser should be on site October 3rd to start. Once a true insurance value is decided, the insurance cost could be modified.

11. New Business
a. Increase in Cost of Clean Serve::
The cleaning service, who is here 5 days per week, requested a raise from $1,368 to $1,532 a month. Due to pressure from management and a change in Florida Statute, he has purchased a Worker’s Comp policy which adds to his cost to do business. Also, he has been asked to clean and shine the new elevator doors and trash chute doors on a 6 week schedule. This would add $82 to the monthly cost for a total monthly cost of $1,532.00. Jerry motioned to approve this increase. Jean seconded, all in favor.

b. Weatherproof covers for fire alarm pull stations::
Last year as a trial, the Board approved the installation of pull station covers for building #4. These worked out well. They protect the expensive pull stations from the weather and protect from water intrusion, which causes false ringing alarms. Annually these have to be checked. After the inspection, maintenance currently has to re-caulk all of the present pull stations to ensure no water gets into the wiring. The covers would reduce this type of extra maintenance. After more discussion, Jerry motioned to approve the purchase and installation of ten pull station covers in Buildings 1, 2 and 3, for a cost of $980.00 per building. Ed seconded, stating that the total of $2,940 would be taken from the interest reserve. All in favor.

c. Diamond line at Bottom of Pool::
The county environmental heath department has a new inspector who has written the Association pool a violation for not having a 2 inch stripe across the pool bottom and up the sides where the deep end starts. The violation says we have to drain the pool and put in the stripe. Our President has written a letter to the county asking the purpose of the line, including pictures showing the 5 ½ by 6 inch diamonds we have are more visible than a 2 inch stripe and asking why what we have is not grandfathered in.

d. Approval of shutters and windows at #2504::
Jean motioned to approve Mr. Chaskelson’s hurricane shutters and sliding glass doors. Jerry seconded, all in favor. Management will send a letter to the owner so the permit can be applied for.

e.. A resident felt there was duplication of effort involving our cleaning company and our 2 maintenance people (Phil & Rich). The President pointed out that this question had been discussed at previous meetings and the board feels the present working responsibilities assigned are best for the association. Majority opinion from attendees at this meeting was that maintenance is busy and saves the Association money by not needing to hire subcontractors for many issues. They have over 300 sprinkler heads to check periodically, they deal with plumbing, electrical and trash issues, and most importantly, they are the interface with contractors. A lot of problems are stopped because our maintenance team oversees contractors who try to take shortcuts.

Adjournment
With no further business to discuss the meeting was adjourned at approximately 8:15PM.

Respectfully Submitted,
Michelle Dugan, CMCA, LCAM #17226, Reconcilable Differences, Inc.

Ed Smally, Canaveral Sands Board President

End of September 15, 2006 Board Meeting Minutes

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
August 18, 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 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

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
June 16, 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. 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

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
May 19, 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. 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

CANAVERAL SANDS BOARD OF DIRECTORS WORKSHOP MEETING
May 17, in the on-site rec room

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

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
April 21, 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. 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 in the letter to her indicating they were interested in wrap around shutters. Some of them attended the meeting and mentioned why they were interested. Ms. Rubino’s presentation and the discussion afterwards lasted 20 minutes. Everyone there was made aware that this topic had not been on the agenda and therefore the board could not make a decision. There are legitimate reasons both for and against Canaveral Sands allowing installation of wrap around shutters at this time. These will be discussed when a unit owner requests in writing to the board through management to put this topic on the agenda and attends the meeting to discuss it. The contents of Ms. Rubino’s letter will be discussed at that time.:

d.. Two owners at Canaveral Sands reported their cars had been broken into. Make sure your vehicle is locked and remove valuables from it.

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 8:12p.m.

Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President

End of April 21, 2006 Board Meeting Minutes

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
March 24, 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. All Board members, Jerry Beaumont, Jean Deck, and Barbara McPeek, were in attendance. Karen Auth from Reconcilable Differences was also present. There were ten unit owners in attendance for the meeting.

2. President's Message---Ed Smally

It has been mentioned in previous board meeting minutes and newsletters that unit

owners who want something on a board meeting agenda should do the following.

However it is worthwhile mentioning again.

· First, write a letter to the board, through management, identifying the topic the owner wants on the agenda (the topic will be put under “new business”).

· The owner asking for the topic to be put on the agenda has the obligation to be at the board meeting to explain the topic to the board and to interested owners attending the meeting.

· The topic will not be discussed if the owner that asked for it to be put on the agenda is not at the meeting.

3. Approval of Minutes---January 20, 2006 Board Meeting

Jerry motioned to approve the minutes. Jean seconded the motion. All were in favor.

4. Budget-Finance Committee Report – Harold Fletcher

Harold Fletcher, Treasurer, stated he had received a draft copy of the audit on March 23, 2006. He met with the Auditor today and he believes the way the audit has been prepared is accurate and the audit will be finalized as such. He thought it was a good audit report. Copies should be sent to all owners before the next Board of Directors meeting in April.

5. Management Report/Unfinished Business – RDI

a. Financials: All special assessments have been collected and the last unit unpaid, paid in full prior to going to the Attorney for collections, thus saving the Association legal fees.

b. Status on Replacing Sliding Glass Doors in Rec Room: The new high impact sliding glass doors for the rec room have been installed.

c. Status on Replacing Building 1 and 2 Walkway Railings: The contractor is waiting on a permit from the city. It is expected shortly. All materials are prepared for installation. Owners should check bulletin boards for the updates on the scheduled installation dates.

d. Status on Painting Building #3: In order to ensure onsite maintenance support is available for supporting the painting of the building project, this project was deferred until October 10, 2006. Phil Heller is scheduled to be on vacation during the months of July and September. The painting contractor is committed to the October 10^th start date.

e. Status of replacing fire hydrant valves for buildings 1 & 2 –above & below ground: The City of Cocoa required the installation of back flow preventors which was not discovered until the plumbing contractor dug the hole to replace the existing Fire Department Connectors and Post Indicator Valves and noticed the absence of the required check valves in the original construction. Jean Deck motioned to approve the added expense of $18,800 dollars for the back flow preventors. Barbara McPeek seconded the motion. All were in favor.

f. Status of drilling North irrigation well: Adgar Wells will be onsite on April 10^th and April 11^th to cap off the old wells and install the new well at the north end of the property near the stairwell.

g. Painting the rec room: This project was placed on hold temporarily until other projects could be brought to conclusion.

6. Landscape Committee Report – Joann Smally

a. Report is attached to the minutes.

b. Palm trees South end of property: The Committee Chairperson requested approval to purchase one Christmas palm and three cabbage palms. Jerry motioned to approve no more than $600 dollars for the purchase of these palms. Ed Smally seconded the motion. All were in favor.

c. Area between buildings 1 & 2: The Landscaping Committee will be looking into options for hiding the new bright red back flow preventors between buildings 1 & 2. They will be seeking direction from the City before taking any action.

7. Condo Maintenance Report – Phil Heller

a. Report is attached to the minutes. It was noted by unit owner Dave Kronberg that the tow away sign was missing from the South Entrance. Management took an action item to acquire a new sign for this entrance. There was a discussion about the straps holding the A/C units to the stands. Phil stated that there were quite a few A/C units in Buildings 2 & 3 that had corroded straps or some A/C unit that were no longer strapped down. Ed asked Phil to inspect all buildings and come prepared to report next Wednesday on the status and to recommend contractors for the work to be performed.

8. Other unfinished business:

a. Status of hurricane damage repairs: Hurricane repairs have been completed and the contractor has almost completed the punch list from our roof consultant.

b. Status of elevator repairs: The schedule for elevator repairs identified in previous minutes will be worked on as soon as we can replace our present elevator maintenance firm with the one the board selected at the last workshop. The contract with our present elevator firm expires the middle of November this year. The association is presently negotiating with them in an attempt to terminate our maintenance contract early in a mutually advantageous way.

9. New Business:

a. Replacing full time maintenance person: Ed Smally announced again that Phil Heller will be looking to retire. We had hoped to groom Chris Juliano, who has been working part time at Canaveral Sands, for Phil’s position. Chris has recently announced his resignation and move to Colorado. Chris’ last day will be April 4^th. The Board, Management and Phil are nearly finished with identifying Phil’s job specifications. Chris has also documented the current irrigation system which will be beneficial to new maintenance personnel.

b. Elevator tile cleaning: The Board unanimously approved the $220 dollar expense associated with cleaning, dying and sealing the grout for the elevator floors.

c. Cement Repairs to garages, slab at South Beach entrance; elevator sill: A proposal from Concrete Restorations, Inc., for concrete and stucco repairs for the garages, raising the elevator thresholds to prevent water intrusion and for repairing the shower slab at the north end beach walkway was discussed. Jerry motioned to approve no more than $10,000 dollars for the garage repairs and for the $300 plus set up fee for each elevator threshold needing to be raised. Barbara seconded both motions. All were in favor. Barbara McPeek motioned to approve the $500 expense related to the repair of the beach slab. Jean Deck seconded the motion. All were in favor.

d. Hurricane shutters: Ed stated that this item was added to the agenda because of an owner who was petitioning the Board for approval to install accordion shutters on the outside of the balcony. The owner was not present to discuss this issue. Thus the board decided it would not be discussed further.

e. Signs on premises: Carol Martone questioned why an “open house” sign is not allowed attached to a car on the premises. This has been discussed in previous board meetings and the board again reiterated that the only non-association sign allowed on the premises is one 2 foot by 2 foot “for sale” or “for rent” sign in a unit window. The discussion concluded with Ann Kronberg asking the board to have an attorney make sure the association has the authority to put a “Board Meeting Tonight” sign on our premises the day of a Canaveral Sands board meeting. It is the board’s position that the association has the authority to put up signs regarding association business like towing if parking illegally, be sure to close pool gate, board meeting tonight, etc..

10. Adjournment:

With no further business to discuss, Jean motioned to adjourn the meeting. Jerry seconded the motion. All were in favor. The meeting was adjourned at approximately 8:05 p.m.

Respectfully Submitted,

Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.

Ed Smally, Canaveral Sands Board President

End of March 24, 2006 Board Meeting Minutes

CANAVERAL SANDS ANNUAL MEMBERSHIP MEETING
February 17, 2006 in the on-site rec room

1. Call to order
The Meeting was called to order at 6:38 p.m. in the rec room when a quorum was met.

2. Proof of Notice of Meeting---Ed Smally
Management reported that the agenda and notice of the meeting were mailed to all owners 30 days in advance of the meeting.

3. Certification of Proxies and Establishment of Quorum of Members: .
Management reported there were 48 unit owners represented by proxy and 14 unit owners attending in person. This number established the quorum for the meeting exceeding the majority requirement of 60 owners in attendance either by proxy or in person. It was necessary to send attending unit owners out to get proxies from owners not in attendance in order to have a quorum. Next year, owners are asked to 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 the February 18th, 2005, Annual Meeting
Ed Smally asked if any owner or Board member had objections to the minutes. No objections were heard. Jean Deck motioned to approve the minutes from last year’s annual meeting. Jerry Beaumont seconded the motion. All were in favor. Ed Smally reminded owners that this was their meeting and to bring forward any items they would like discussed.

5. Financial Report
Due to an illness in the family, Harold Fletcher, Treasurer, was unable to attend the meeting. Management reported that the audit for Canaveral Sands has begun. She anticipated it being completed within the next 30 days. Canaveral Sands ended the year over budget by $8,000 dollars. This was due primarily to the use of soaker hoses needed for new foliage (the city applies sewage charges on this water), higher fuel costs to heat the pool and increased spending on maintenance repairs. The Association is currently on budget, year-to-date. There is one unit owner who has failed to send in their December special assessment and another unit owner who has not paid either their special assessment or monthly assessments since September. The latter owner will be sent to the Attorney for collections if payment is not received by the end of the month.

6. Reports of Directors
a. President’s Report: (See attached) All owners present received a copy of the President’s Report. Ed asked if anyone had any questions regarding this report. A unit owner asked for further information on the trip Ed and Harold took to Tallahassee. Ed remarked that the trip was sponsored by the Space Coast Condo Assoc. in Brevard County. This organization is very active in Florida legislation. Some of the legislation one of the elected officials in Tallahassee was looking to pass included requiring Board members to take classes and to also disclose their financial background. The SCCA did not want this legislation to pass and asked for support from the community to go to Tallahassee with them. It is difficult enough getting owners to run for the Board. It would become even more difficult if financial background checks and required education became necessary.

Ed mentioned that the Association has held several elevator workshops and has selected a new elevator firm. The Association is hoping for an early termination of the existing contract. The existing contract expires in November. Once the new firm is in place, we are looking at purchasing new electronic eyes, doors and door hardware. There is money is the elevator reserve budget and we will be putting more into that reserve account this year. It is expected the cost for these upgrades will be approximately 50 to 60 thousand dollars. Be aware that these upgrades may require the elevator to be out of service for several days. As always, notices will be posted in advance.

7.Committee Reports
a. Landscaping Committee: (See Attached) All owners present received a copy of the Landscaping Committee report. Ed asked if there were any questions regarding this report. Several owners remarked that they felt the Committee was doing an exceptional job

b. Financial Report: As previously stated, the Treasurer was unable to attend due to an illness in the family.

8.Open Forum – Comments & Discussion by Homeowners
An owner, who works as a realtor, asked if an Open House sign could be attached to her vehicle while it was on the premises. Ed Smally, as well as other owners, sympathized with the realtor’s situation but granting an exception to realtors could set a precedent for requests for other types of signs and could ultimately provide a problem situation that future Board members would have to deal with.

An owner asked about the status of the shutter petition sent out to all owners by an owner. Ed remarked that this issue initially surfaced about the same time the notices were sent out about the restriction on lighting during turtle season. It was thought by this owner the installation of wrap around shutters would allow them to close the shutters during turtle season and still allow them to have lights on in their unit. Installing wrap around shutters on the balconies would require drilling holes into the balcony walls and edges. The Board has recently considered an owner’s request to install lexan panel type shutters as an alternative to the roll down but after the Board’s review they still believed the roll down was best shutter type for the Association.

Unit owner Kim Smith remarked that she had done extensive investigation into the turtle restrictions. The turtles navigate by celestial light. Celestial light is different than any lighting we would have in our units and is not as bright as even a small night light. She said owners simply needed to close their blinds during turtle season and do their best to shelter the beach from light. She did not feel wrap around shutters were needed to resolve this simple problem

9. Presentation of 2006 Board of Directors
Ed Smally introduced Barbara McPeek to the owners and welcomed her to the Board. Barbara will be filling Shirley Varni’s vacancy. Shirley decided to take some time off from her Board position. A special thanks to Shirley for her years of service on the board. The board now consists of Jerry Beaumont, Jean Deck, Barbara McPeek and Ed Smally.

Before adjourning the meeting, a unit owner expressed appreciation to all Board Members and the Property Management Company for their efforts to repair the damages caused by the hurricanes.

10. Adjournment
With no further business to discuss, the meeting was adjourned at 7:20p.m.

Respectfully Submitted,
Karen M. Auth , LCAM #28323, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President

CANAVERAL SANDS
ADMINISTRATIVE MEETING
OF THE NEWLY ELECTED BOARD
HELD IMMEDIATELY FOLLOWING THE ANNUAL MEETING
February 17, 2006, in the rec room.

1. Call to order
The meeting was called to order by Ed Smally at 7:25p.m.

2. Election of Officers
     As there was only one change in Board membership from the 2005 Board, Jean Deck motioned for the following:

    Ed Smally – President
    Jerry Beaumont – Vice President
    Jean Deck – Secretary
    Harold Fletcher – would be appointed by the Board to the position of Treasurer.

    Jerry Beaumont seconded the motion. All were in favor.

3. Set Next Meeting Date:
The meeting is currently scheduled for March 17, 2006 at 6:30p.m., in the rec. room.

4. Adjournment
There being no further business to discuss, the meeting was adjourned at 7:30p.m.

Respectfully Submitted,

Karen M. Auth , LCAM #28323, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President

PRESIDENT'S REPORT AT ANNUAL MEMBERSHIP MEETING
FEBRUARY 17,2006

Items of interest since last annual meeting
• The new management firm has been here 2 years and has continued to work closely with the board, budget committee and unit owners. The coupon books to pay condo fees are working good. Please continue to use them. The coupons with the payments have eliminated payment confusion that existed in the past.
• All minutes and newsletters as well as other condo related information is on the management website at “www.reconcilabledifferences.net”. It is recommended that those owners that have computer availability use this as a source of information.
• Two members of the association (Harold Fletcher and Ed Smally) went to Tallahassee, along with members from other condo associations, to meet with and talk to legislators about pending legislation that would be harmful to condo associations.
• Hurricane damage repairs
    - hedge replacement and cleanup done last year
    - north perimeter fence replaced
    - garage C roof replaced
    - building 2 roof replaced
    - all roof drain downspouts replaced
    - roof drains that were blown down were put back up
    - mansard shingles on all buildings replaced
    - small areas of shingles on garages were replaced
    - plywood under shingles was replaced where rotten
    - all missing soffits replaced
    - building 2 & 3 small roofs above garbage areas were replaced
     (this was not hurricane damage but needed to be done)
• Completed West side garage C door replacement
• Building 2 was painted
• Cracks in pool deck were repaired—frayed netting around pool was replaced—replaced pool heater and pool pump
• Cracks in cement on garage corners repaired
• Replaced large fire hydrant valves for buildings 3 & 4
• Moved building 1 electrical and storage rooms doors higher to keep water out when it rains
• Replaced building 4 walkway railings
• Another row of sand fences were installed on the dunes by the city
• Replaced 8 trash chute doors
• Replaced firm that puts fertilizer and insecticide on our lawn and plants
• Replaced firm that had been cutting the dunes
• Replaced 2 irrigation controller/timers that were malfunctioning—included automatic shut off when it rains
• Restrapped pool chairs
• Received the Christmas “Holiday Multi-Family Beautification Award” from the City
• 3 trunk Christmas Palm was planted North of garage C
• a elevator consultant was hired and there have been 3 elevator workshops

Items of interest in the near future (an* indicates the item is expected to be done in 2006)
• Phil Heller, our Facilities Director and maintenance man, has notified the association he wants to start phasing out of work and start phasing in retirement. He presently is working on work specifications for his position. He is working with management and the board as to what phasing out involves.*
• Replace elevator maintenance firm
• Replace elevator door detectors all elevators*
• Replace elevator doors and door hardware *
• Replace 2 irrigation wells at North end of property with one deeper well
• Building 3 will be painted*
• Paint all 1st floor walkways*
• Replace the rest (7) of the trash chute doors*
• Replace the sliding glass doors in the rec room---also paint rec room*
• Put Y AC cleanouts in 1st floor units xxx3 & xxx4*
• Repair cement cracks above some garage doors*
• Replace fire hydrant valves for building 1 & 2 *
• The Landscape Committee is looking into adding more tall palm trees on the South end of our property*
• Garage roofs B, D, and E will have to be replaced in an estimated 2 to 4 years
• Building 3 roof will have to be replaced in an estimated 3 to 6 years
• The South and East perimeter fence will have to be replaced in an estimated 2 to 4 years

Ed Smally

LANDSCAPING COMMITTEE ANNUAL REPORT
FEBRUARY 17, 2006

The current landscaping committee consists of Sharon Barrett, Jean Deck, Barbara McPeek, and Joann Smally.

This report will contain landscaping information since the last annual membership meeting.

Dann Collins continues to do our lawn, shrub and hedge maintenance. We have a new company, B & R Pest Control, doing our fertilization and insecticide spraying. (This is the same company that does the pest control in our units.) Nick’s Commercial Landscaping Co. is now trimming the dunes.

There was very little landscaping damage due to Hurricane Wilma. Some plants in the new hibiscus hedge needed to be trimmed and straightened.

The roofers have done some damage to lawn and planting beds. They are repairing the lawn and replacing plants when necessary.

Improvements made in 2005
• Four Sabal palms planted on main entrance side of garages B & C
• One Christmas palm with three stems was planted in the planting bed at the front of the property. This is a small palm and will not endanger electric wires in future storms.
• Continued trimming of dunes to four feet
• New sod to repair several small areas, notably along planting beds in front of buildings
• Planted hedge of gold tipped ligustrum hedges between buldgs.1 & 2 and around pool
• New dwarf oleander hedge planted at south end of bldg. 2
• New Ixora hedge planted at south end of garage C
• New eleagus hedge planted at south end of bldg. 3
• Red mulch applied to all planting beds.
Note: The above new hedges were replacements due to 2004 hurricane damage.

Joann Smally, chairperson

End of February 17, 2006 Annual Meeting Minutes

CANAVERAL SANDS BOARD OF DIRECTORS WORKSHOP MEETING
January 26, in the on-site rec room

President Ed Smally called the meeting to order at 6:30 PM in the rec room. Board members present were Ed, Jerry Beaumont, Jean Deck and Shirley Varni. Other unit owners attending the meeting were Phil Heller, Harold Fletcher, Rod Rand, Barbara McPeek, Gerald Douglas and Paul Hurley. Also attending was Mr. Lee Rigby, our elevator consultant, Mr. Dave Fisch from Atlantic Coastal elevator (small firm) and Mr. C. J. Sloan from General Elevator (large firm).

The purpose of the workshop was to select an elevator maintenance firm and to decide on elevator repairs/replacements to be done during 2006. Our consultant, at a previous workshop, had emphasized the importance of having the maintenance firm performing maintenance at Canaveral Sands replace the parts that have to be replaced. The consultant also had identified many maintenance problems that existed when he performed an inspection of all of our elevators. The board, after investigating the number of calls to our present elevator maintenance firm (Thysssen/Krupp) that necessitated them coming to our premises to fix stalled elevators and taking into account the type of maintenance related problems found by our elevator consultant, decided that poor maintenance, not the age of the elevators, was the main reason for most of the elevator problems. Poor maintenance has also resulted in parts rusting, which means that some parts should be replaced for proper operation.

At this workshop Mr. Dave Fisch form Atlantic Coastal and Mr. C.J. Sloan from General each gave a ½ hour presentation explaining their maintenance procedures and the cost of their maintenance as well as the cost of replacing our present door opening/closing system with an electronic system and the cost or replacing outside doors and outside door hardware ( rollers, tracks, etc.). Our consultant had previously recommended that the electronic door opening/closing system be put on our elevators as soon as possible and some doors and all door hardware be replaced as soon as we have money to do it. He feels this will eliminate most of our present elevator downtime problems and the resulting calls to our elevator maintenance company for them to come to our premises to get the elevators working again.

Because of the problems we were having with our present maintenance company, they were not seriously in contention as our future maintenance firm. Our contract with ThyssenKrupp ends October 31, 2006. The association is attempting to end it before then so we could start repairs earlier.

Comparisons
1. References: Six references were contacted for Atlantic Coastal and 5 for General. The consensus was that the maintenance performed by General was good and Atlantic Coastal very good.

2. Contract renewal: Atlantic Coastal insists on a 5 year contract with automatic renewal. General offered an option of a 2 year or a 5 year contract with automatic renewal. Both firms agreed to a clause saying that the contract could be terminated with “due cause” after giving the company 30 days to take care of the “due cause” complaint".

3. The maintenance performed by both companies is the same.

4. Monthly service fee: Atlantic Coastal is $650 and General is $580.

5. After hours service charge: Atlantic Coastal is $200 per hour of time on premises in one hour increments. General is the difference between the cost of overtime and cost of normal working hours. This would be $98 per hour except Sundays and holidays would be $140 an hour portal to portal.

6. Elevator parts: General, because they are a larger company, has more spare parts available (in Orlando), which could mean less downtime if a part is required for repair.

7. Both firms say our present relay control system is one of the best and they have experienced personnel to work on it they have replacement parts for it.

8. Cost to install 4 electronic door opening/closing: Atlantic Coastal is $8,600 and General is $$6,000.

9. Cost to install one door and door hardware: Atlantic Costal is $2,700 and General is $1,820.

10. The cost to put electronic door open/closing on all elevators and replace all doors with hardware: Atlantic Coastal would be $62,600 and General would be $42,400.

11. General had a paragraph in their contract that said we had to put them on our insurance liability contracts. C. J. Sloan and our consultant said this must be a mistake and that they should supply information to us that they have insurance liability.

The 2 elevator firms were asked to leave after their presentations while everyone else discussed which firm should be hired to perform elevator maintenance at Canaveral Sands. It was generally agreed that Atlantic Coastal would most likely give us more attentive maintenance because they were a smaller company (their references agreed with that) but that the cost advantage of maintenance and parts replacement of General was too much to ignore.

Shirley Varni made a motion to hire General Elevator under the following conditions:
• with a 2 year maintenance contract at $580 per month
• That General agrees to install water resistant Tri-Tonics Door Control System on all 4 elevators for $6,000 (proposal #2 dated January 26, 2006)
• That General agrees to install waterproof door equipment along with exterior door as defined in proposal #6 dated January 26, 2006.The cost per door would be 1,819.60 per door or $9,098 for the 5 doors per building or $36,392 for 20 doors for all 4 buildings.
• That General agrees to changes to the maintenance contract specified by our elevator consultant Mr. Lee Rigby.
Jerry Beaumont seconded the motion and the board voted in favor unanimously. General had agreed to all of the above conditions during the meeting.

At the present time rain water is running down our elevator shaft underneath some of our elevator doors because the original builders of the buildings did not slope the concrete away from all the elevator doors. The consultant has advised that the elevator doors be raised approximately one inch where this condition exists and to patch the concrete in front of those doors to eliminate the water problem and eliminate a possible tripping condition cause by raising the door. C. J. Sloan estimated the cost for General to raise the doors and tracks inch would be approximately $600 per door.

The elevator reserve has $38,546 as of Dec 31, 2005. The 2006 budget is going to put $35,000 in this reserve. Thus it appears there will be enough money in the reserve in 2006 with General Elevator to install the electronic eye in all the elevators and replace all the doors with door hardware. It is felt this will eliminate almost all of our present problems we are having with elevators downtime. Hopefully good preventive maintenance and the elimination of rainwater will keep them problem free for a long time.

Ed Smally, Canaveral Sands Board President

End of January 26, 2006 Workshop Meeting Minutes

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
January 20, 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. Other board members present were Jerry Beaumont, Shirley Varni and Jean Deck. There were nine other owners in attendance.

2. President's Message---Ed Smally
Phil Heller is investigating problems with the 2 wells that supply irrigation water for the North end of our property. He will discuss this situation during his “maintenance report”. Phil also has notified the association that he is thinking about retiring. However he will write specifications for the position and will help the association in the selection process and work with the person selected over a period of time to familiarize him with the job.

3. Approval of Minutes---November 18, 2005 Board Meeting: .
Jean Deck motioned to approve the minutes. Jerry Beaumont seconded the motion. All were in favor.

4. Budget-Finance Committee---Harold Fletcher
Harold stated that the committee met January 17th. They reviewed the letter of engagement for the audit by Bray, Beck & Koetter. The cost will be $5,100 to $5,300 and the same auditor, Marcia Dykes, will be doing the work. The 3 tax returns required for the condo association would cost an additional $525. The committee recommended accepting the bids. Shirley moved to accept the finance committee's recommendation for the audit and tax returns of no greater than $5,825. Jean seconded. All in favor. Harold mentioned that this price is only $100 more than last year’s cost.

As for preliminary results for 2005, the operating expenses are $20,000 greater than budgeted, due mainly to maintenance repairs ($11,530 over) and the pool heat ($7,252 over). In 2004, the pool heat cost $11,000. The budget for 2005 was $12,000. Our actual cost for 2005 is $20,000. Discussion ensued about how hot to keep the pool. Currently it is heated to 81 degrees. Energy rates will be increasing this year. Home rates will increase 19% and commercial rates will increase 30%.

5. Management Report/Unfinished Business---RDI
a. Financials: Although three owners had not paid their Special Assessments by the end of December, all but one have now paid. Two people have been sent collection notices on regular assessments. One immediately paid their balance of $1,102. The other will be sent to collections at the end of the month if not paid.
b. Status on Replacing Sliding Glass Doors in Rec Room: This installation is tentatively scheduled for the end of February.

c. Status on Replacing Building 1 and 2 Walkway Railings: This is scheduled for mid February. They will let us know a couple of weeks in advance so we can let residents know about the inconvenience they will experience for 2 days.

d. Status on Painting Building #3: Tech Systems is scheduling this work for early April

6. Landscape Committee Report---Joann Smally
a. The report is attached to the minutes.

b. Trimming Dunes: Nick’s Landscaping will start trimming at the south end Monday or Tuesday of next week.

c. Planting of a Christmas Palm at North end of Garage C: The Committee would like to plant a Christmas Palm with 3 trunks where the 3 Washingtonians blew down in the 2004 hurricane at the North end of Garage C. Dann Collins, our landscaper, said he could buy and plant a good size Christmas Palm for $250 or less. The committee will plant petunias around it. Jerry motioned to approve this purchase. Shirley seconded, all in favor

d. Unit owners at the South end of our property have asked if some tall palm trees could be planted there. The committee is looking into this and will make a recommendation to the board later this year. The committee at that time will identify possible location(s) and cost involved.

e .Joann stated that Canaveral Sands was the winner of the “multi-family beautification award” from the city for decorations at Christmas. We won a plaque and a $25 gift certificate to Home Depot, which will be given to Phil to use.

7. Condo Maintenance Report---Phil Heller
a. Report is attached to file copy of the minutes.

b. The tiles and grout in the bathrooms were cleaned, stripped and sealed, which improved the looks of the bathroom.

c. Phil reported there are 2 irrigation wells on the North end of our property that are 26 years old and have been giving us problems lately with bits of metal showing up in the filter. Phil did find a break in the line causing air to enter which was the source of one problem. However Phil recommended the association look into drilling a new well like the one drilled 3 years ago on the South end of our property because the 2 wells are showing the same signs of aging as the well on the South end of the property did 3 years ago. The cost at that time was just over 4 thousand dollars. There was a discussion by the board and attendees about the age of the wells and the fact that it is getting harder to get a permit to drill a well. Jerry moved to drill a well at the north end, from the same company, Agar, as previously used, based on competitive bids at that time. Jean seconded. All in favor.

d. New “Private Property No Trespassing” signs for the beach side of the gates were installed. These have the logo for Canaveral Sands on them and they look nice.

8.Other Unfinished Business
a. Status of Hurricane Repairs: Everything is done except below:
• All conductor heads building 4.
• One roof drain building 4
• All roof coping building 3 & 4 and small roof building 2
• Shingles and missing soffits pool side building 3
• Patch of shingles South side of garage E
• Installation of special edging materials top sides of all stairwells

b. Elevator workshop: The elevator workshop will be held on Thursday, January 26 at 6:30 PM in the rec room. The agenda and date was put on the bulletin board 2 weeks ahead of time so that interested unit owners would be aware of the workshop and put it on their calendar to attend. The board will select an elevator maintenance firm and decide on elevator repairs/replacements to be done during 2006 at the workshop.

9. New Business
a. Fire Hydrant Valves for buildings 1 & 2: The bid to replace the red valve housings in between buildings 1 and 2 was $11,050, which is only a few dollars more than what it cost a year ago to replace the two next to Building #4. Jean motioned to approve the installation of new fire hydrant valves and housings. Shirley seconded, all in favor.

b. Painting rec room: The manager requested that the Board look at updating the rec room with paint and window treatments after the new sliding glass doors are installed. Shirley motioned to approve updating. Jean seconded, all in favor. Discussion ensued about a wallpaper border or a valance. Colors and details will be discussed in a later meeting. For now, prices will be sought for borders and paint.

c. Use of rec room Wednesday evenings for card playing: The renter in #1204 asked that the rec room be allowed to be used for condo wide card playing on Wednesday evenings. Because the Board felt an owner should be responsible in case of damage or problems, Shirley Douglass of unit #2306 offered to oversee this social group. As long as there is no clean-up time required of maintenance man or janitorial crew, the Board agreed unanimously to waive the deposit. Last week they had 5 tables of players. All are requested to bring their own drinks and clean up after themselves.

10. Adjournment
With no further business to discuss, the meeting was adjourned at 7:47 p.m.

Respectfully Submitted,
Michelle Dugan, CMCA, LCAM, Reconcilable Differences, Inc
Ed Smally, Canaveral Sands Board President

LANDSCAPING REPORT F0R JANUARY 20, BOARD MEETING

This report includes information since the November 2005 report.

The Landscape committee met with Dann Collins, our landscaper on December 1 and will be meeting again with him on January 19 to discuss current landscaping needs and future projects.

B & R Pest Control did the regular insect and weed control application.

The roofing company has replanted the crotons that were damaged by the dumpster placement in front of building 2. They also cleaned up and remulched that planting bed and have sanded areas where the cherry picker left ruts.

Work performed since last report:
1. Normal grass maintenance was performed
2. Red mulch was spread in all planting beds.
3. Fence lines were sprayed.
4. Braces were removed from new palm trees near B & C garages.
5. Small hibiscus trees in front of buildings were trimmed.
6. Sheflera and Ixora at west end of garages D & E were trimmed.

Future landscaping work (* indicates what is expected to be done before the next board meeting)
1. Continue to weed areas that need it.*
2. Trim dune crossovers and fence lines when necessary.
3. Replace plants in large planting bed at north end of garage C.
4. Existing hedges in planting beds near buildings will be repaired and/or extended in a few places. This will be done after mansard shingling is finished.

Items to be discussed at next board meeting
1. Dune trimming
2.Christmas Palm at N. end of garage C

Landscape Committee
Sharon Barrett
Jean Deck
Barbara McPeek
Joann Smally, chairman

End of January 20, 2006 Board Meeting Minutes

DRAFT

CANAVERAL SANDS BOARD OF DIRECTORS MEETING November 17, 2006, in the on-site rec room

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CANAVERAL SANDS BOARD OF DIRECTORS MEETING October 20, 2006 in the on-site rec room

CANAVERAL SANDS BOARD OF DIRECTORS MEETING March 24, 2006 in the on-site rec room

CANAVERAL SANDS ADMINISTRATIVE MEETING OF THE NEWLY ELECTED BOARD HELD IMMEDIATELY FOLLOWING THE ANNUAL MEETING February 17, 2006, in the rec room.

PRESIDENT'S REPORT AT ANNUAL MEMBERSHIP MEETING FEBRUARY 17,2006

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
November 17, 2006, in the on-site rec room

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
October 20, 2006 in the on-site rec room

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
March 24, 2006 in the on-site rec room

CANAVERAL SANDS
ADMINISTRATIVE MEETING
OF THE NEWLY ELECTED BOARD
HELD IMMEDIATELY FOLLOWING THE ANNUAL MEETING
February 17, 2006, in the rec room.

PRESIDENT'S REPORT AT ANNUAL MEMBERSHIP MEETING
FEBRUARY 17,2006