November 9 Board Meeting Minutes
October 19 Board Meeting Minutes
September 21 Board Meeting Minutes
August 3 Board Meeting Minutes
July 20 Board Meeting Minutes
June 15 Board Meeting Minutes
June 3 Board Meeting Minutes
May 18 Board Meeting Minutes
April 20 Board Meeting Minutes
April 13 Workshop Meeting Minutes
March 16 Board Meeting Minutes
February 16 Annual Meeting Minutes
February 7 Workshop Meeting Minutes
January 19 Board Meeting Minutes
CANAVERAL SANDS BOARD OF DIRECTORS MEETING
Held November 9, 2007, in the on-site rec room
1. Call to order
The meeting was called to order at 6:36 p.m. by President
Ed Smally. Vice President Christy Anderson, Secretary Jean Deck, and Director
Barbara McPeek were also in attendance establishing a quorum for the meeting.
Director Gerry Burke was not feeling well and was unable to attend. There were 6
owners in attendance at the meeting and Karen Auth, from Reconcilable
Differences, Inc. was also in attendance.
2. President's Message---Ed Smally
The President reminded everyone that the annual Christmas
Tree Trimming party will be held Sunday December 2nd at 3 p.m., in the onsite
rec room. He reminded owners they should be aware that cars parked in areas
where asphalt recoating is being done will be towed off the premises so the
recoating project can be completed on schedule. Notices of the scheduled date
for recoating were posted on all units on November 9, 2007. In addition, the
President reminded owners to make sure they lock their vehicles, especially at
night. One owner has reported vandalism and believes they had forgotten to lock
their vehicle and toll money was taken from the vehicle. Their glove
compartment had been rummaged through and the contents were thrown throughout
the car. Lastly, beach sand re-nourishment is starting sometime the week of
November 12th. The dredging crew is supposed to be working from ½ mile north
of Cheri Down Park to Polk Avenue. The project, in front of Canaveral Sands, is
expected to be completed sometime mid to late December. The Association was
given this information on Thursday, November 8th.
3. Approval of Minutes, October 19th, Board 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:
The Committee Chairperson, Harold Fletcher, reported the
Budget Committee recommended the proposed budget, mailed to all owners with the
October 2007 Newsletter, be accepted as the approved Canaveral Sands budget, for
the year 2008, by the Board. Harold also warned the Board that total reserves
have been declining and are presently in the $250,000 dollar range, which is low
for a condominium of this size.
5. 2008 Budget
Barbara McPeek made a motion that the budget recommended
by the Budget Committee be accepted as the 2008 approved budget. Christine
Anderson seconded the motion. All were in favor. The monthly assessment amount
for 2008 will remain at $420 dollars per unit per month. The budget is attached
to the file copy of these minutes.
6. Management Report/Unfinished Business – RDI
a. Financials:
Management reported the preliminary balance of both
Reserves and the Operating Account as of October 31, 2007 as $247,090.83 dollars
and $81,511.30 dollars, respectively. The profit/loss for the same period
indicates the Association is $14,814.81 under budget for the year primarily due
to insurance credits received throughout the year which have out-weighed the
increased operating expenses, unbudgeted and unanticipated for 2007, for
quarterly tax payments, new telephone lines for monitoring the fire alarms
system and the monthly monitoring of the fire alarm system. Management stated
there is one account in arrears for the months August – October. The owner has
advised the Board, in writing, that the unit is up for sale, well below market
value, in hopes of selling the unit in order to pay past due assessments. The
owner asked the Board for time to sell the unit before proceeding with
lien/foreclosure action. The owner is in a hardship situation and can pay
nothing toward unpaid assessments. The Board agreed to withhold lien and
foreclosure proceedings at this time and will evaluate the situation at their
next meeting.
b. Status of 3-103 shutter repairs & repainting, special
assessment and electricity:
Regarding the shutter repairs and repainting, Management
reported the owner was given until October 28, 2007 to respond to the state
arbiter’s request from the Association’s Attorney to be compensated for legal
fees. This request, as with all previous requests, has gone unanswered by the
owner. Once the state arbiter grants the Association the right to request
reimbursement for these fees the Attorney will file a complaint against this
owner in civil court. Regarding the unpaid special assessment, Management
reported that the foreclosure process is proceeding. A copy of the complaint
was signed by the Association and will be served upon the owner. Regarding the
lack of electricity and a/c in the unit, the Attorney is requesting the Board
adopt a rule before proceeding with further litigation. The existing documents
can be legally enforced once mold or mildew forms but the Association needs a
rule if they are going to try to prevent mold/mildew from forming in the first
place. Board members discussed at length concerns regarding giving owners a
directive on setting their a/c units at a certain temperature. Jean Deck
motioned to have the Attorney draft a rule for the Board’s review at their next
Board meeting. Christine Anderson seconded the motion. All were in favor.
c. Building 1 fire alarm monitoring system:
The President stated that the motherboard is still being
assessed for repairs. The previous repair contractor could not fix it so it
has been forwarded to another contractor for repair.
d. Condo Maintenance:
Management reported normal maintenance for the month of
October and reminded the Board that maintenance has picked up two new project
responsibilities, installation of the new lighting for the garages and working
to secure the existing drywall in the end garages units. Management will
produce an end of year maintenance report for the January meeting. Management
also informed the board that the main pump for the pool has been out of service
since Wednesday. A new pump is being shipped in and the contractor will install
it on Monday. In addition, there has been a string of intermittent problems
with the pool heater. A new pump motor was installed this week but it cannot be
tested until the main pool pump motor is repaired.
7. Landscape Committee Report – Joann Smally
Report is attached to the file copy of the minutes. Joann
reported that dunes trimming and vine pulling in the dunes has been completed.
There was one hibiscus tree that was blown over during the storm but maintenance
helped to set it back up and it is believed it will survive. An owner remarked
that he had been gone from the property for four months and noticed much
improvement in the landscaping. Christine asked about the increase that was
proposed at the last meeting for the landscaper. Joann stated the Committee has
identified some areas for improvement for this contractor, particularly in the
area of weeding/detail work, and will be evaluating the contractor’s performance
over the next couple of months.
8. Unfinished Business
a. Status of Blacktop repairs/resurfacing:
The President reported that the asphalt repairs have been
completed and the recoating/re-striping, weather permitting will be done on
November 14th – 17th. Notices were posted on all unit doors today.
b. Status of key replacement for rec room, car wash, and
gates to pool and ocean:
Management reported that all but 40 owners have picked up
their initial new key. Over 170 keys have been surrendered by owners to be
re-keyed. Management announced that owners who dropped off their keys off for
re-keying before November 8th; those keys are now available for pick up at the
Management office and owners in attendance were encouraged to spread the word.
Barbara McPeek and Jean Deck volunteered to hand out the initial (1) key to
owners on November 10th and 11th, in the rec room, between the hours of 11:00
a.m. and 12:00 p.m. They also volunteered to hand out any re-keyed keys if
owners happen to stop by and ask for them. This will be the last weekend
volunteers will be available to hand out the (1) initial new key.
c. Elevator redundancy problem:
The Association is still waiting for a response from
General Elevator regarding resolution of the redundant wiring problem that
affects the proper leveling of the elevator when stopped. A response General
Elevator is anticipated next week and will be forwarded to the Association’s
elevator consultant for review upon receipt.
9. New Business:
a. Maintenance personnel Christmas bonus:
The President reminded Board members of the previous
year’s bonus that was given to onsite maintenance and how it was calculated
based on time worked by each employee. The total sum of the bonus last year was
$500 dollars. Ed remarked that if the same process is used to calculate the
bonus’ this year, Rich having worked full time all year and Phil working part
time all year, the bonus for Rich would be $350 dollars and the bonus for Phil
would be $150 dollars. Ed asked for input from the Board and owners present in
regard to the amount the maintenance bonus should be this year. Opinions varied.
After all input was heard, Jean Deck motioned for a $500 total maintenance
Christmas bonus with a $350 bonus for Rich and a $150 bonus for Phil. Christine
Anderson seconded the motion. Jean Deck, Christine Anderson and Barbara McPeek
voted in the affirmative and Ed Smally voted in the negative. With a three to
one vote in favor of the motion; the motion carried. Ed Smally said he wanted it
noted in the minutes that he voted against the motion as presented because he
felt the bonuses should be larger. His position was that both maintenance
persons performed work that would normally be performed by outside contractors.
This saved the Association money and the Association should show its
appreciation by giving them Christmas bonuses consisting of a portion of the
money saved by their efforts. Christine Anderson said she wanted it known that
she felt a $500 total Christmas bonus for maintenance personnel was sufficient.
b. Building 1 stack 1 cement repairs:
The President reported that cracks and loose stucco were
detected above the sliding glass doors in building 1 unit numbers 101, 201, and
401 but not above 501. It is anticipated that cracks will also be found above
the sliding doors in unit 301 but the owner has shutter housings in place
prohibiting a visual inspection. Karen Auth from Management, President Ed
Smally, Rich Keinenan our maintenance person, Paul Dupre, who has been doing our
cement repairs, and Byron Evetts, a Professional Engineer, inspected the cement
problem on Monday, November 5, 2007. Mr. Evetts recommended a thorough and
complete inspection of building 1. He felt the inspection should include the
entire building because the building had been constructed using epicore pans to
strengthen the cement and with less rebar than usual and he wanted to make sure
the same problem was not occurring in other stacks. The President requested a
proposal from Mr. Evetts in time for the November 9th Board meeting. Mr. Evetts
said he would also send proposals to inspect all four buildings, at the same
time, for Board consideration. The Board had been emailed a copy of those
proposals in advance of the meeting. The cost for inspecting all four buildings
would be $4,350 each for buildings 1 and 3 and $4,500 each for buildings 2 and
4.
Ed Smally presented information about when the two
previous inspections had been performed and when those repairs were completed.
He commented that the next building cement inspection by a Professional Engineer
was scheduled for 2009. However, the building 1 stack 1 problem, which just
became known last month, may need substantial repairs. The source of the problem
may be because this building has the epicore pan for cement strengthening with
less rebar than normal and because stack 1 is located on the northeast corner of
our property which bears the brunt of wind and rain. Ed also presented
information that cement reserves available in 2008 would be approximately
$60,000 dollars. He said approximately $30,000 more could be used from Deferred
Maintenance and Interest but this would leave only $30,000 available in Deferred
Maintenance for emergencies. Ed remarked that spending more than $90,000 in 2008
would make a Special Assessment necessary.
Jean Deck motioned to accept Mr. Evetts’ proposal in the
amount of $4,350, for building 1 only, at this time. She further motioned that
the project not start until after the beach sand re-nourishment project is
completed in front of Canaveral Sands, due to the vibrations caused by heavy
equipment used to accomplish the re-nourishment effort. Barbara McPeek seconded
the motion. The motion passed unanimously.
c. Acceptance of TV and microwave oven for rec room:
The President stated that two owners have contacted the
Management office and asked if the Association would be interested in a fairly
new microwave oven and a working 27 inch television set for the clubhouse.
Barbara McPeek motioned to accept the new microwave. Christine Anderson
seconded the motion. All were in favor. The Board discussed the pros and cons
of having a television in the rec room and asked for owner input. There was
some concern that the television would attract potential abuses to the rules
governing the use of the rec room but the majority of input was favorable.
Barbara McPeek motioned to accept the donation of the television on a trial
basis. Christine Anderson seconded the motion. Barbara McPeek, Christine
Anderson and Ed Smally voted in the affirmative and Jean Deck voted in the
negative. With a three to 1 vote in favor of the motion; the motion carried.
10. Adjournment:
With no further business to discuss the meeting adjourned
at 8:15 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
1. Call to order
The meeting was called to order
at 6:30 PM by President Ed Smally. Secretary Jean Deck and Directors Gerry Burke
and Barbara McPeek were in attendance. Vice President Christy Anderson was
unable to attend the meeting. There were 5 unit owners in attendance and Karen
Auth, from Reconcilable Differences, Inc. was also in attendance.
2. President's
Message---Ed Smally
The Board agreed to change the November meeting to
November 9th as the President will be out of town. Only emergency
Board Meetings will be held from November 10th until the end of the year with a
48 hour posted notice.
3. Approval of Minutes September 21, 2007 Board Meeting
Jean Deck motioned to approve the minutes from
September 21st Board meeting. Gerry Burke seconded the motion; all
were in favor.
4. Budget-Finance
Committee Report
Finance Committee Member Don White filled in for
Committee Chair Harold Fletcher who was unable to attend the meeting. Don
remarked that the committee met four times to discuss the 2008 budget. The
committee was quite pleased with the operational budget received from RDI and
therefore left that budget nearly unchanged. Steve Downes is a new member of
the committee and has been an active contributor during discussions. In
addition, two unit owners participated in the last budget meeting. The
committee proposed leaving the 2008 monthly assessment amount at its current
level of $420 dollars per month and felt the proposed budget for 2008 reflects a
solid and workable budget for the year ahead. All board members had received
and reviewed the proposed budget in advance of the meeting. Jean Deck motioned
to send the proposed budget to owners. Barbara McPeek seconded the motion. All
were in favor. Ed commented that he will prepare a newsletter to accompany the
budget which will need to be mailed to owners 14 days in advance of the November
9th Board meeting.
5. Management
Report/Unfinished Business – RDI
a.
Financials:
Management reported the end of
month account balances of the operating and reserve accounts as approximately
$65,679.44 dollars and $244,758.11, respectively. Approximately $13,520 dollars
of the operating account can be attributed to prepaid monthly assessments. As
of this meeting, there is only one unit owner with their accounts in arrears –
greater than 60 days. A final certified mailing has been sent to this owner.
If no response is heard, the account will be turned over to the attorney to
begin collection proceedings. Profit and Loss year to date indicates the
Association is operating approximately $1,023.71 under budget.
b. Status of
3103 shutters repairs & painting/special assessment/electricity
· Regarding the shutter housing repairs,
Management commented that as of the last meeting, the Board approved the
attorney taking civil action against this owner. The attorney is waiting on a
response from the state arbiter stating the Association is entitled to
reimbursement of attorney fees. The Association would want to include these
fees in the civil complaint.
· Regarding the unpaid special assessment,
a lien has been filed against this unit. Information from the title search is
currently being reviewed by the Association’s attorney. The complaint will be
written and forwarded to the Association for their approval.
· Regarding the lack of electricity in this
unit, at last month’s meeting the Board approved a request to have the attorney
send a 3rd letter to this owner. The attorney is in the process of
drafting this letter.
c. Building 1
Fire Alarm System
The repair contractor, who has been working on the
motherboard for the fire system in building 1 for some length of time, finally
returned the board to the association’s fire system maintenance contractor
noting they were unable to repair it. The motherboard has been shipped to an
alternate repair contractor. The Fire Marshall has stated that if the original
motherboard can not be repaired the association will have to upgrade the
complete fire system for building 1 to current fire safety code requirements.
The cost of an upgrade is unknown but could be $40,000 dollars or more. The
fire alarm system in building 1 is currently functioning fine utilizing an
alternate fire alarm control panel provided by the association’s fire system
maintenance contractor.
d. Condo
Maintenance
Report is attached to a file copy of the minutes.
Management reported that the concrete repairs outstanding from last month have
been completed by the contractor. Phil is completing the installation of the
new garage lighting required for owner safety after the FPL flood lights needed
to be extinguished during turtle season. Rich has come up with a proposed
method to eliminate the dark lines visible in the caulking along the stress
cracks in the walkways. He is testing a solution on the first floor walkways in
building 3. If the repair solution proves positive, he will continue with
repairs to the 1st floor walkways in the other buildings. Management
reported the elevators were recently inspected by our maintenance contractor (GESS)
and a member of Vertical Assessments, Inc., our elevator consulting firm. The
representative from the consulting firm commented that the elevators are in much
better shape, from a maintenance perspective, than they were last year.
6. Landscape Committee
Report – Joann Smally
a.
Report is attached to the file copy of the minutes:
Joann stated that Hugh Young is
in the process of trimming the dunes and pulling the vines in the dunes. She
asked Board members to consider a $50 per month increase for the new landscaper
and a $25, every other month, increase for the contractor providing exterior
pest control and fertilization. The landscaper says there is more work
involved than originally anticipated and the pest control and fertilization
contractor is always willing to make special trips upon request. The increase
would be $750 a year for both contractors for a total or $14,400. This is
considered lower than the industry average. It was noted that the requested
increase is included in the 2008 proposed budget. It was decided to table the
motion until the Landscape Committee reviewed the landscape work required in
more detail with the landscaper.
7. Other
Unfinished Business
a.
Status of
Blacktop repairs/resurfacing:
The contractor has completed the
installation of the concrete swales and other miscellaneous asphalt repairs.
The Association is waiting on the contractor to deliver a proposed schedule for
seal coating the driveways. It is estimated this work will be scheduled for the
last week of October, weather permitting. A schedule will be posted when the
exact dates become known.
b. Status of key replacement for rec room, pool, gates to ocean and the
car wash:
The distribution of the initial
(1) new key to owners began on October 15th. That one key will be
available to be picked up at the Management office from 9:00 a.m. to 4:00 p.m.
Monday through Friday. Volunteers will be available in the rec room, between
11:00 a.m. and 12:00 noon, starting the weekend of October 20th and
21st, for 4 weekends to distribute the initial (1) key to
owners. The locks on the rec room, pool, gates to the ocean and the car
wash will be changed on November 1, 2007. The current policy is to
distribute no greater than (4) keys to owners. Owners requiring more than 4
keys must provide a written request to the Board and be available to discuss
their request at a Board meeting.
c.
Status of cement repairs:
The known cement and urethane membrane repairs were
completed except for one urethane membrane repair where the key to enter the
unit was unavailable. The Association is having the contractor look into a new
cement repair situation in building 1 stack 1.
d. Elevators:
Since the last Board meeting, the
Association has sent a certified letter to the elevator maintenance service
contractor (GESS) requesting they inspect all elevators for the reported
redundant electrical wiring problem. GESS has since completed their inspection
and the Association is waiting for their recommendations on how to fix the
problem. The Board will forward their recommendation to the Association’s
elevator consultant upon receipt.
8. New Business
a. Date for Christmas tree trimming party:
The date for the Christmas tree
trimming party will be Sunday, December 2, 2007. Activities will begin at 3:00
p.m. Owners attending should bring a dish to share and their beverage of
choice. Management stated that onsite maintenance is aware of the date and
plans to have the tree and the exterior decorations installed in time for the
party.
b.
Put new carriage lights on all garages
The President asked Board members
to consider replacing the remaining carriage lights on all of the garages, with
the new type of carriage lights that were installed as replacements for the
flood lights that had to be extinguished during turtle season. He remarked
there are approximately 53 lights needing to be replaced and the replacement
lights give off much more lighting, are more energy efficient and more
attractive. There are presently (4) different types of garage lighting in
place. He estimated a replacement cost of approximately $3,000, with Phil
replacing the lights. Barbara McPeek motioned to replace the remaining carriage
lights with the new and more efficient lighting. Gerry Burked seconded the
motion. All were in favor. This expense will be taken out of deferred
maintenance reserves.
c. Garage ceiling falling down
Two panels of the garage ceiling on the SE corner of
garage C fell down doing minor damage to a renter’s car. The Association
insurance carrier has informed us that the Association is responsible for
repairs to the ceiling but not to contents of the garage. This is the second
time in 26 years this particular ceiling problem has occurred. Both times it was
during strong winds (one during the 2004 hurricanes). It is believed a strong
wind hitting the end garage units is the source of the problem. The ceiling
wallboard is presently held up with a combination of regular nails and barbed
nails. While adequate under normal conditions it may not be adequate with an
exceptionally strong wind. The Board directed Management to have maintenance
personnel put screws in the 2 drywall panels from the garage entrance on all end
garage units for additional ceiling support.
9. Adjournment
Prior to adjourning the meeting,
an absentee owner addressed the Board and cited the following:
1) He wanted the Board to know
the contractor hired to trim the dunes was doing an excellent job. He has
observed this contractor’s work habits and noted that he works continuously and
diligently.
2) He asked the Board to be sure
that all contractors carry the required insurance. Ed Smally commented that
Management ensures all contractors carry the required insurance coverage.
3) He wished to publicly thank
the Board for the job they are doing. The Board’s efforts make Canaveral Sands
the best looking, best manicured and best maintained condo on the beach!
With no further business to
discuss the meeting was adjourned at 7:47 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323,
Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board
President
CANAVERAL SANDS BOARD OF
DIRECTORS MEETING
September 21, 2007, 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 Christy Anderson, Secretary Jean Deck and Directors
Gerry Burke and Barbara McPeek were in attendance. There were 6 unit owners in
attendance and Karen Auth, from Reconcilable Differences, Inc. was also in
attendance.
2. President's Message---Ed Smally
Ed remarked that in an effort to reduce the amount of time
spent in Board meetings, a format change for the meetings is being implemented.
Board members had previously received a copy of the new meeting format and a
copy was made available to owners in attendance at the meeting.
3. Approval of Minutes, July 20th and August 3rd, Board
Meetings
Jean Deck motioned to approve the minutes from both the
July 20th and August 3rd Board meetings. Barbara McPeek seconded the motion;
all were in favor.
4. Budget-Finance Committee Report
Finance Committee Chairman, Harold Fletcher, informed the
Board the Finance Committee will begin work on the 2008 proposed budget. The
committee has received a preliminary budget from Management. Harold estimated
the proposed 2008 operating budget may be 5% lower than last year primarily due
to a reduction in insurance premiums for the 2007/2008 renewal period. Ed
asked Harold to ensure his committee is prepared to deliver a recommended budget
to the Board by the October Board meeting. Harold felt this was achievable and
planned to call a committee meeting next week.
5. Management Report/Unfinished Business – RDI
a. Financials:
Management reported the end of month account balances of
the operating and reserve accounts as approximately $89,523.63 and $283,289.89,
respectively. Approximately $22,000 of the operating account can be attributed
to prepaid monthly assessments. As of this meeting, there are only two unit
owner accounts in arrears – greater than 30 days. Profit and Loss year to date
indicates the Association is operating approximately $5,800 over budget. This
overrun can be attributed to unanticipated and therefore non budgeted items
including the payment of quarterly taxes on interest earned, operating costs for
the new fire alarm system, plus higher than expected attorney fees.
b. Special Assessments:
Management reported there remains one account still in
arrears on paying the special assessment and the Board will be asked to make a
foreclosure decision on this unit later in the meeting.
c. Status of 3103 shutters repairs & painting/special
assessment/electricity
Regarding the shutter repairs, according to the Attorney,
the arbitration process through Florida’s Department of Business and
Professional Regulation concluded on August 23, 2007, with a default order
issued against the owner because the owner failed to comply with the
Association’s request to make repairs to their shutter housings. The attorney
is seeking authorization to proceed to civil court on this matter. Gerry Burke
asked if a default judgment has been issued as he believed that to be the final
step in the process. Management took an action item to discuss the default
judgment with the attorney but believed that the default judgment is the process
taken once the Association takes the matter to civil court and not in the scope
of the current arbitration process. Jean Deck motioned to approve continuance
through civil court. Christy Anderson seconded the motion. All were in favor.
Regarding the unpaid special assessment, the Attorney has
filed a lien against this unit and is seeking authorization to move to
foreclosure action. Gerry Burke motioned to proceed with foreclosure action.
Jean Deck seconded the motion. All were in favor.
Regarding the lack of electricity in this unit, the owner
has received two letters from the Association requesting the electricity be
turned back on to avoid the risk of mold developing in the unit and potentially
spreading to other units and common areas. The second letter was sent certified
mail. The owner signed for receipt of the letter. Ed stated the next step would
be to have a third letter sent from the Association’s attorney. Board members
were in agreement to have the attorney send a third letter to the owner.
d. Building 1 Fire Alarm System
The President reported that since the July meeting Beacon
Security had received the repaired motherboard, for the fire alarm control panel
in building 1, from the repair contractor but upon installation the new
motherboard would not function properly. Beacon returned the motherboard to the
repair contractor. This contractor believes the motherboard is repairable but
it will require a specific part that is difficult but not impossible to find.
The Association’s only alternative is to wait on the repaired motherboard.
e. Turtle lights:
The President reminded Board members that both of the
flood lights located on the west side of the property had to be extinguished
during turtle season therefore it was necessary for the safety of owners to
install additional lighting in the entrance area and the west side of the
property The Association may consider canceling the contracts with FPL, for the
flood lights, in the future if the new lighting is adequate.
f. Condo Maintenance:
Report is attached to a file copy of the minutes.
Management reported all that remains outstanding on the maintenance list is a
few minor concrete repairs, primarily in buildings 1 and 2. The reason the
repairs are primarily in these two buildings is because the contractor had
completed the repairs in buildings 3 and 4 earlier in the year. Management also
noted that onsite maintenance has finished installing missing fasteners on the
roofs in buildings 1 and 2, has performed maintenance needed to the fire system
standpipes and other than some fine tuning, has completed the spring irrigation
maintenance. Phil Heller has been busy installing the new light fixtures thus
saving the Association the costs associated with having an outside contractor do
this work. Ed added that the fire panel in building 3 was hit by an electrical
surge during a lightning storm early Tuesday morning. Beacon security was able
to install a new panel by end of business Wednesday and the fire system is back
on line.
6. Landscape Committee Report – Joann Smally
a. Report is attached to the file copy of the minutes:
Joann stated the Committee has asked Hugh, the dunes
trimming contractor, to put Canaveral Sands on his schedule for the October
timeframe. Hugh will also remove the vines at the time of this trimming. The
Committee has also planted new bushes on the west side of garage D and added a
walking path made from pavers. The walking path on the west side of garage E
was also widened. These additions had been previously approved by the
Board.
7. Other Unfinished Business
a. Blacktop repairs/resurfacing:
Four contractor bids were proposed; 1)re-grade and re-sod
existing draining areas at the north and south ends of the property and at the
north side of the main entrance, 2)installation of concrete inverts and
miscellaneous asphalt repairs 3) asphalt seal coating and the re-striping and
painting of car stops and 4) the purchase of 17 new parking stops recommended as
needed by maintenance. Ed remarked the Association has $31, 500 in asphalt
reserve account. Jean Deck motioned to approve the re-grade and sod proposal at
a cost of $3,180.80 dollars. Gerry Burke seconded the motion; all were in
favor. Gerry Burke motioned to approve the proposal for the concrete inverts and
asphalt repairs at a cost of $5,925 dollars. Barbara McPeek seconded the
motion. Gerry Burke, Barbara McPeek and Ed Smally voted in favor. Jean Deck and
Christy Anderson voted against the motion. The Motion passed with the majority
in favor. Gerry Burke motioned to approve the two remaining proposals; for the
asphalt seal coating, re-striping of driveway & repainting of the car stops and
the purchase of 17 new car stops at a cost of $9,187 and $680 dollars
respectively. Jean Deck seconded the motion. All were in favor.
b. Pool Security:
Gerry Burke reported that the security camera and related
warning sign have been installed on the wall located in the southwest corner of
the pool area.
c. Key replacement for rec room and pool & gates to
ocean:
The Board with owner input discussed the process to be
used for issuing the first new amenity key to owners and the date the locks on
the pool and beach gates, rec room and car wash would be changed. The results
of this discussion are as follows and will be published and mailed to all owners
in the next Newsletter:
The date for re-keying of the pool gate, car wash, rec
room and beach gates would be November 1st, 2007.
RDI will distribute the initial (1) key to all owners who
appear in person with photo identification, at the RDI office, Monday through
Friday between the hours of 9:00 a.m. and 4:00 p.m. once keys become available.
Volunteer owners will be available on weekends to hand out
keys to owners on Saturday and Sunday from 11:00 a.m to 12:00 p.m. every weekend
for a period of 4 weeks. Photo identification will be required.
An owner wishing to have someone other than a deeded owner
pick up their new key, must provide the individual with a letter authorizing the
Association to do so. The individual authorized to pick up the key will be
required to present photo identification and will have to sign for receipt of
the new key.
The following process will be used for distribution: (1)
one new key will be given to each owner at no charge. Each owner will receive a
free replacement key for each old key surrendered, up to a maximum of 3
additional keys. The re-keying of the (3) additional keys will be performed
offsite by the locksmith and will not be IMMEDIATELY available to owners. Owners who do not have (3) keys to surrender can purchase additional keys, one
time only, for a replacement cost of $7.00. As a reminder, the replacement of
lost keys will be $100. Management was asked to order 150 new keys from the
locksmith in preparation for this change and to arrange for the locks to be
re-keyed on November 1, 2007.
Management was also asked to confirm whether a volume
discount would be applicable if more keys were purchased.
d. Status of cement repairs 1-405
The President reported the cement repairs in this unit
have been completed. LB Drywall is working with the owner to find a workable
replacement tile solution. The owner will be responsible for the cost of the
tile but the Association has always paid for the labor to lay the tile only in
the areas damaged by the concrete repair.
e. Status of building 3 roof
The President reported the building 3 roof has been
completed
8. New Business
a. Evaluation of RDI
Ed Smally has previously sent Board Members his input into
RDI’s performance evaluation and handed out copies to owners in attendance for
their review. It was his opinion that with his retirement from the Board at the
end of this term, both RDI and onsite maintenance will be asked to do more
unless the new Board is equally as active and participative in some of the
duties he has been performing as President. He further stated that it has been
the Association’s practice to pay a good salary to contractors who do good work.
It was his opinion that RDI receive at minimum a $1.00 per door/per month
increase and perhaps a cost of living increase. The Board sought owner input
on the matter which was all positive and supportive of the increase being
proposed. Having heard all input, Jean Deck motioned to approve an increase to
$15.00 per door/per month for RDI. Christy Anderson seconded the motion; all
were in favor. .
b. Insurance for Condo Association
The President remarked that there is positive news in this
year’s insurance premium renewal for 2007/2008. He reminded Board members that
the Wind policy now expires in March instead of September because earlier this
year the Association had to cancel and renew the Wind policy, in the month of
March, to qualify for mitigation credits from Citizens. Ed informed the Board
that the amount of the reductions received from our property and wind carriers
this year allowed the Association to pay the total property and liability
premiums now due ($38,407), thus avoiding having to pay finance charges.
c. Elevator shutdown and start up during hurricanes
The President stated that the Association has never had a
shut down policy on the elevators during hurricanes but felt for the safety of
the owners the Board should consider such a policy. The Association would not
want to have an owner stuck in an elevator at a time when emergency rescue
services were not available to assist. After some discussion on the matter,
Gerry Burke motioned to approve the following policy: elevators at Canaveral
Sands will be shut down 12 hours before the predicted landfall of a hurricane
and will be reopened as soon as possible after the hurricane has passed.
Barbara McPeek seconded the motion. Christy Anderson suggested notices also be
posted reminding owners NOT to use the elevators. Ed remarked that Rich has
volunteered to shut down the elevators.
d. Letters from GESS (General Elevator Sales and Service)
The Board had previously received copies of two letters
received from GESS, the contractor currently providing service and maintenance
on the elevators at Canaveral Sands. The first letter informed the Association
that GESS would no longer be providing emergency contact support from the
telephones in the elevators. Canaveral Sands does not use GESS for this service
and our elevator consultant, Lee Rigby confirmed this action does not apply to
Canaveral Sands. The second letter addressed a recently discovered
engineering/electrical design oversight in elevators that use hydraulic
controllers such as those at Canaveral Sands. Lee Rigby confirmed there is a
definite defect and GESS is working on a fix. Mr. Rigby also recommended the
Association take advantage of GESS’ offer to provide a free evaluation of all
elevators and their repair recommendations. He would be happy to evaluate the
recommendations received from GESS.
e. Buying Car Stops
Reference item 7a above for the Board decision on this
purchase.
Greeting and Parking Committees
The combined Greeting and Parking Committees that are made
up of the same 4 Committee Members has not functioned as directed by the
President. Canaveral Sands’ documents say the President is responsible for
forming committees to help him/her in performing the duties of the President. To
facilitate the committees the President wrote a “Purpose” for each committee,
which was agreed to by the Board and is filed with a copy of the minutes from
the June Board meeting. In addition, the President had written a 6 page memo,
dated 08-17-07, to Committee Members. This memo was written to show the Greeting
and Parking Committee Members how other committees functioned and to make sure
the Greeting and Parking Committees knew what their purpose was and how the
purpose should be implemented. This memo was also sent to Board Members. Since
no member of the Committees or the Board disagreed with anything said in the
purpose or the 8-17-07 memo, the President assumed Committee Members and the
Board agreed with what was written in both documents, including the direction to
the Greeting and Parking Committees.
The Parking Committee, however, has ignored the direction
given in both documents without notifying the President. Although there may be
honest differences of opinions, ignoring the direction of the principal officer
of any organization is not acceptable. Subsequent written resignations from 3 of
the 4 Committee Members indicated the main reason for resigning was that the
Committee Members did not agree with the direction of the President and thus did
not follow them. They did not seem to realize Condo Committees are not formed
with carte blanche authority to do what they want to do. This may be because the
Committee Members are relatively new to condo living.
The President’s solution for this situation and the
reasons for it are in the file copy of these minutes. This was given to the
Committee and Board Members to read before discussion was started. The solution
was (1) to disband the Parking Committee for now because it had expanded its
jurisdiction beyond its defined purpose and was not following any directions
from the President, (2) have two members from the old Parking and Greeting
Committees become a Social Committee because they had shown a strong interest in
this area, and (3) have the two remaining members of the old Greeting and
Parking Committees stay on as the new Greeting Committee. This caused extreme
dissatisfaction with 3 (Joe & Mary Farber and Dave Lyons) of the 4 old Greeting
and Parking Committee Members and they resigned from any committees, saying they
could not work with the President. The Parking Committee did have some useful
ideas but they had not identified real and potential, present and future parking
problems as they had been directed. Also, they were attempting resolutions
before identifying the problem and all aspects of the problem, which they had
specifically been asked not to do. Attempting to resolve problems before
understanding them could result in not having the best solution and/or cause
future problems. The President said he felt he would be remiss in performing his
duties as President if he allowed the Parking Committee to continue on its
present course of action. He reminded the resigned Committee Members he would
only be on the Board until next year’s election and asked them not to let their
disagreements with him keep them from volunteering to help Canaveral Sands in
the future.
One Board Member said she thought the memo to the
Committee Members was insulting and inappropriate. Another Board Member said a
different forum could have been used. The 2 other Board Members did not comment.
The President agreed a different forum may have been possible. However he said
he felt there was little choice because he felt ignored and insulted by the
continuous ignoring of his directions by the Parking Committee; especially after
giving a 6 page direction, including what specifically to do for the September
Board Meeting.
After saying all this, it must be said that all Committee
Members, including the Greeting and Parking Committees, are to be commended for
volunteering to help the Association. Disagreements in condo Associations are a
fact of life. One has to be careful not to take condo decisions personally. In
the past this has led to attacks on the character of individuals, which is not
useful to the parties involved and is detrimental to the Association.
9. Adjournment
With no further business to discuss the meeting was
adjourned at 8:40 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
CANAVERAL SANDS BOARD OF DIRECTORS MEETING
August 3, 2007,
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 were in
attendance establishing a quorum for the meeting. There were 7 owners in
attendance at the meeting.
2.
Blacktop repair/resurfacing
The President and
Board Member Jerry Burke met with Asphalt Inc. at 7:30 a.m. this morning (August
3) to clarify the work to be done. Terry from Asphalt Inc. was to fax a new
proposal before the 6:30 p.m. Board Meeting. Terry said the new proposal would
be close to the original proposal except for additional work identified. However
the new proposal was approximately $11,000 more than the original proposal. The
President was unable to contact Asphalt Inc. before the meeting to find out why
the additional increase. Under the circumstances the Board decided to postpone a
decision involving blacktop repair/resurfacing until the next Board Meeting.
3.
Approval of #4302 new sliding glass doors:
Board Members received
and reviewed a copy of the sliding glass doors specifications from the unit
owner. Jean Deck made a motion to approve the sliding glass doors, seconded by
Jerry Burke. The motion was approved unanimously.
4.
The meeting was adjourned at 7:10
p.m.
Respectfully
Submitted,
Ed Smally, Canaveral
Sands Board President
CANAVERAL SANDS BOARD OF DIRECTORS MEETING
July 20, 2007,
in the on-site rec room
1. Call to order
The meeting was
called to order at 6:30 PM by President, Ed Smally. Barbara McPeek and Gerry
Burke were also in attendance. Vice President Christine Anderson had previously
notified the Board that she would be unable to attend and Secretary Jean Deck
was not feeling well and unable to attend. There being a majority of Board
members in attendance a quorum was established. There were 7 unit owners in
attendance and Karen Auth, from Reconcilable Differences, Inc. was also in
attendance.
2.
President's Message---Ed Smally
Ed reminded everyone
that there are two months out of the year the Board tries not to have meetings
unless necessary. Those months are August and December. Unless Association
business dictates the need, there will not be a Board meeting in August.
3. Approval of Minutes, June 15, 2007 Board of
Director Meeting
Gerry Burke motioned to approve the minutes from the June
15, 2007, Board meeting. Barbara McPeek seconded the motion. All were in
favor.
4. Budget-Finance
Committee Report
Finance Committee Chairman, Harold Fletcher, informed the
Board that the June financials reflect accurate reporting of the findings of the
auditor. Profit and Loss ending June 30, 2007, reflected the Association was
operating approximately $5,000 over budget. He stated that half of this overrun
could be attributed to the Association’s requirement to pay quarterly taxes due
to the interest earnings on the certificates of deposit. He stated the reserve
allocations were also recently evaluated by the Committee and in their analysis
were performing as expected.
5. Management
Report/Unfinished Business – RDI
a.
Financials:
Management reported the end of month account balances of the operating and
reserve accounts as approximately $67,000 dollars and $320,000 dollars,
respectively. Approximately $20,000 dollars of the operating account can be
attributed to prepaid monthly assessments. There were only two accounts in
arrears – less than 30 days.
b.
Special Assessments: Management reported there remains one account
still in arrears on paying the special assessment. Ed Smally said this unit
also has failed to repair or replace their shutter housings and power has been
turned off to the unit. The Board will proceed with initiating a lien against
this unit for past due assessments.
c. Status of 3103 shutters repairs &
painting/special assessment/electricity: The President said that Management
was finally able to locate contact information for the owner, has contacted the
owner and has discussed the three issues outstanding and their responsibility to
pay for all legal fees associated with resolving these disputes. The owner felt
he could resolve all grievances within 60 days. There has been no response from
the owner to the state’s “Order Requiring Answer”, part of the state’s
arbitration process and filed by the attorney on behalf of the Association. An
attorney opinion has been sought on how the Association can deal with the
absence of electricity and therefore inadequate air conditioning in this unit. A
mold remediation expert was contacted to assess the unit’s air quality for the
presence of bacteria and assess for the presence of mold. There was no mold
found and no presence of bacteria in the air.
d. Building 1 Fire Alarm System: The
motherboard panel for building 1 has been repaired once but did not function
correctly. The contractor still felt confident repairs could be made so the
motherboard was shipped again to the manufacturer. It is expected back soon. Ed
Smally reminded board members that if the motherboard cannot be fixed, the Fire
Marshall has stated that using an alternate method for monitoring would be
considered an upgrade to the fire system and the Association would have to bring
the buildings up to current fire safety code. It is estimated the cost will be
$40,000 to do this work.
e. Turtle lights: Management has not yet
heard from code enforcement regarding the scheduling of the night walk to check
Canaveral Sands again. Of particular interest this time is the stairwell lights.
Rich has used 3 different methods to dull the lights and we want to check with
the turtle lady to find out which one would be appropriate to use. The
Association will install new garage lights on the west side of garage D next
week, after which the large light on the west end of garage D will have to be
turned off.
f. Condo Maintenance: Management reported in
addition to normal maintenance, onsite maintenance has provided contractor
support for the roofing project in building 3. Rich has assisted greatly in
making arrangements for product delivery and assisting in access to units to
have a/c units powered off and on while electrical work, as part of the roof
replacement, was done. In addition, there remain only 4 of the old unit doors
that need to be replaced in the entire complex; all of which are in building
one. Two are scheduled for replacement next week and the remaining two will
follow shortly thereafter.
6. Landscape
Committee Report – Joann Smally
a.
Report is attached to the file copy of the
minutes: Joann noted three
items she wanted to bring to the attention of the Board. The first item being
the Association has signed a contract with the new landscaping company. This
landscaper does like to edge more frequently and likes to trim hedges more
frequently. The second item; the sea grapes and palmettos in the dunes have
been trimmed and the third item; Management has been asked to contact
contractors to have the palms trimmed. An owner suggested cutting back of the
shrubs and hibiscus to make them stronger should we happen to get a hurricane.
Joann stated that some of the shrubs had just recently been trimmed but said
another trimming may be necessary if they grow fast.
7. Greetings and
Parking Committees – Joe Farber:
a.
Greeting
Committee Report: David Lyons stood in for Joe Farber and his other
committee members who were unable to attend the meeting. He gave Board members
a copy of a revised letter the committee gives to owner that they meet and
greet. Board members reviewed the revised letter and felt it was well done.
David reported the committee initially attempted to greet owners mid morning but
they were not very successful in finding people at home. They changed to an
early evening schedule and were much more successful. He reported the committee
has greeted at least 7 long-term guests/renters and all have been quite
receptive and appreciative of the visit.
Ed Smally said there must have been many more
long-term guests/renters over this period than 7. He suggested that any resident
that knows of long-term guests/renters that have not had a visit by the Greeting
Committee notify Management so the Greeting Committee can visit them.
b.
Parking: David Lyons reported the parking committee has not met since the
last Board meeting and therefore he had nothing new to report. An owner had
taken snapshots of the parking situation on the 4th of July holiday.
These were shown to the Board and attendees. Parking was discussed in general
but Ed Smally said it is expected that a parking workshop will be scheduled in
the August/September time frame and to bring their recommendations to that
workshop. Ed commented the Board should consider, when making the asphalt
resurfacing decision, what if any writing should be put on the parking stops
e.g. if the Association plans to restrict certain parking areas to owners and
renters and others to guests/visitors. This item was tabled.
8. Other
Unfinished Business
a.
Rules and Regulations – Infraction and Enforcement: Gerry Burke reported
that updated Rules and Regulation Handbooks have been distributed to all units.
Owners not residing at Canaveral Sands will be mailed a compact disk of the
handbook with the distribution of the next newsletter. Several owners remarked
at how professional the handbooks looked. An owner remarked having noticed the
absence of rules restricting renters from having pets. Ed Smally said that it
is the owner’s right and not the Association’s right to restrict renters from
having pets and therefore this restriction was removed from the handbook.
b.
Pool Security:
Gerry Burke reminded the Board this issue originally surfaced because we had
people in the pool at 1:00 a.m. in the morning, people having keys to the pool
that didn’t seem to be residents of the property and people climbing over the
fence to utilize the pool. Several lighting solutions had been discussed but
with the turtle lighting restrictions, they were ruled out. He brought forward
information regarding the installation of security cameras in the pool area.
Board members and some owners believed the security cameras could be a deterrent
and also believed signs advising people of the presence of cameras would be a
viable solution to the problem. Management agreed to research and to discuss
suitable outdoor camera options with onsite maintenance.
c.
Key replacement for rec room, pool and gates to ocean. Gerry Burke
reminded everyone that the key is also used for the car wash. The President
reminded Board members that new keys would be issued sometime after the summer.
There was a suggestion to wait until after Labor Day, which everyone was in
agreement. An owner suggested that realtors should charge a $100 dollar deposit
for keys issued to renters. Ed Smally said our condo documents dictated that
would have to be up to the owner.
d.
Status of cement repairs 1-405: The President remarked we have some minor
concrete repairs scheduled, primarily in building 1, with unit 1-405 being the
most significant. He stated the contractor was onsite working in unit 1-405
today and on a positive note, the repair was not as extensive as originally
thought and again the problem probably developed from water intruding through
the sliding glass door tracks. The owner has recently replaced the sliding
doors in this unit. The contractor will also work with onsite maintenance to
schedule the minor repair work needed throughout the building. Ed Smally
commented that owners are encouraged to call the management office if they find
evidence of cracks developing in the concrete. He also commented that the
Association has adopted a practice of fixing minor repairs when they are found
vs. waiting for them to turn into a major repair. The Association maintains an
ongoing list of concrete repairs and when deemed substantial schedules the
contractor to come out and make these repairs. This method is a little more
costly but the Board believes it will save the Association money over the long
term if the small repairs are fixed before they become large repairs.
e.
Status of Building 3 roof: The
President reported there have been some rain delays in the roof replacement
project. There have also been some issues the contractor and consultant needed
to resolve regarding the handling of the electrical requirements for the a/c
units. The latter issue was resolved this week and the electrical requirements
for the re-roof were successfully completed this week. The latest completion
date for the roof is mid August. An owner expressed concern over the amount of
workers present to complete the roofing project and complained of the noise
disturbance to her guests and 14 year old dog.
9.
New Business
a.
Black top repairs/resurfacing: The Board reviewed the three proposals
received for seal coating the asphalt, making asphalt repairs and making
drainage improvements to the areas to the west of building 1 and building 2
where puddles are usually present for extended periods of time after heavy
rains. Two contractors recommended the installation of concrete swales which
would force the water to flow to an existing area of good drainage. The third
contractor recommended the installation of small drains in the low lying areas
where the drainage problems are occurring. None of the contractors wanted to
bid on both solutions. The two contractors bidding on the concrete swales felt
this type drain would provide only a short term solution, unless the drains were
cleaned regularly, and felt these type drains would still allow for considerable
puddling during heavy rains, as the drains would be slow in removing all of the
water. Gerry Burke was concerned that the installation of the concrete swales
would potentially divert the existing drainage problem to another area. Ed
Smally disagreed. He said the swales would force the water to run off to the
street or lawn areas. The Board then went outside to review the problem drainage
areas, after which the discussion continued. Ed Smally presented the board with
what he believed were the two options available to the Board; 1) Installing the
drains and see if they are functional and if not have the concrete swales
installed or 2) selecting one of the two contractors who proposed installing the
concrete swales. Barbara McPeeek suggested a third option which was to hire a
consultant to make a recommendation to the Board. In conclusion, it was agreed
a workshop will be held with the existing contractors to gain more insight into
what work would actually be done. Management was asked to schedule this
workshop.
b.
Elevator fan suggestion – Bosek: Mr. and Mrs. Bosek wrote a letter to the
Board but did not attend the meeting as requested. The President summarized the
letter which suggested the installation of an additional fan to the exterior
wall of elevator cab. The owner said they both had health issues that could be
become exacerbated if they became stuck in the elevator. Ed stated that state
code does not permit the installation of any object in the cab that protrudes
more than one inch from the cab wall and that there is already a fan installed
in each elevator that meets code requirements. After some discussion, it was
agreed the Board would seek advice from the elevator consultant who would be
inspecting the elevators in the August or September timeframe as to adequate air
flow in this elevator.
10.
Adjournment
With no further
business to discuss the meeting was adjourned at 8:20 p.m.
Respectfully
Submitted,
Karen M. Auth,
LCAM 28323, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
1. Call to order
The meeting was called to order at 6:30 PM
by President Ed Smally. Vice President Christine Anderson, Secretary Jean
Deck, and Directors Barbara McPeek and Gerry Burke 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
The President’s message was deferred to
allow all agenda items to be addressed in a timely manner.
3.
Approval of Minutes, May 18th and June 3rd, 2007 Board of Director
Meetings
Gerry
Burke motioned to approve the minutes from both the May and June Board
meetings. Jean Deck seconded the motion. All were in favor.
4.
Budget-Finance Committee Report
Finance
Committee Chairman, Harold Fletcher, informed the Board of the Finance
Committee’s meeting with the CPA this afternoon. Management also attended. The
CPA satisfied all outstanding questions the Committee members had regarding the
2006 audit. Harold remarked the new CPA firm specializes in condominiums.
5. Management Report/Unfinished Business –
RDI
a.
Financials:
Management reported
the end of month account balances of the operating and reserve accounts as
approximately $73,500 dollars and $326,000 dollars, respectively. There is one
unit owner account in arrears and the owner has been requested to bring the
account current or the account will be turned over to the attorney for
collections. Year to date operating budget performance shows the Association is
over budget by approximately $11,000 dollars primarily in the maintenance
category due to all of the maintenance repairs done in building 4 in preparation
for painting.
b.
Special Assessments:
Management reported there remains one
account still in arrears on paying the special assessment. This account has
been turned over to the attorney to begin collection proceedings. The attorney
has sent an initial demand letter; the owner has until June 18th to
respond to the attorney’s letter.
c.
Building 1 Fire Alarm System:
The President reported good news from the
company who was contracted to look into repairing the motherboard from the fire
alarm control panel in building 1. This company has indicated they can repair
the motherboard at an estimated cost between $800 and $1000 dollars. This is
will save the Association $40,000 dollars as the Fire Marshall indicated a
complete upgrade of the fire system would be required if the old panel could not
be repaired. Ed remarked the annual inspection of the fire system was recently
completed. The contractor had to replace eight pull stations in building 2 and
six strobe horns in building 1.
d.
Status of 3103 shutter repair/painting
Unit 3-103 now has 3 problems. One, some shutter housings have become detached
and all need repair and/or painting. Another is that they have not made their
last Special Assessment payment. A third is that electricity has been cut off to
their unit. Our attorney is presently involved with the first 2 problems. The
Board is worried about mold/mildew forming in the unit without AC and spreading
to other units. The company that the association uses to dry out units will
check the air quality in the unit to check the mold/mildew situation for $75.
Gerry Burke motioned to seek the attorney’s opinion on what the Association can
do with regard to restoring power to this unit. Jean Deck seconded the motion.
All were in favor. Management was asked to contact the attorney and to schedule
the air quality test.
e.
Turtle lights:
Management passed to Board members the photos provided by Cape
Canaveral’s Code Enforcement office of their most recent night
inspection of the Association’s lighting that remains visible from the beach.
This year some of the stairwell lights are shown in the photos. Onsite
maintenance is attempting to block visible lighting to the beach on these lights
by placing covers over or darkening the existing panels in the lights and
checking to see if there is still safe lighting for the stairwells. There is
still some question as to whether both of the flood lights installed on the FPL
poles on the west side of garages C and D must be extinguished. Code
Enforcement is scheduling another night inspection and Ed Smally and Management
have been asked to attend, which they will to ensure the Association is in
compliance and to reach agreement on the lighting not in compliance. It is
expected the FPL light to the west of garage D will have to be extinguished as
it was required last year. Management asked the Board to consider approving
the electrical and lighting expense that would be necessary to illuminate the
north side of garage D should this happen. The estimated expense was $2,100
dollars. Onsite maintenance would install the lights but new electricity would
need to be run to this garage and new lights would need to be purchased. Gerry
Burke motioned to approve both the electrical expense and new lighting, not to
exceed $2,200 dollars. Jean Deck seconded the motion. All were in favor.
f.
Condo Maintenance:
Management reported in addition to normal maintenance, onsite maintenance
provided oversight and final inspections of the painting of building IV and the
garages, reinstalled unit and garage door numbers after painting, conducted roof
inspections after tropical storm Barry, made repairs to balcony lighting damaged
by this storm and completed the installation of the new frames around the
elevator doors in all buildings.
6. Landscape Committee Report – Joann
Smally
a.
Report is attached to the file copy of the
minutes:
b. New landscaper:
Joann informed the Board Dann Collins Lawn
Service has sold their company to Evergreen Lawn Service of Melbourne. This new
company has been in business for approximately 5 years The Committee feels like
they should give this new company a chance. If the new service doesn’t prove
satisfactory the Committee will ask the Board to seek bids from other
contractors. Joann remarked that the Association is still planning to utilize
our existing dunes trimmer even though the Association may have to pay for
workers compensation coverage for him. He did an exceptional job last year
trimming the dunes and did so at a much lower price than prior contractors. It
is anticipated, even with the Association paying the cost for workers
compensation, the cost to retain this contractor will be less than others.
7. Other unfinished business:
a. Painting
of building 4 and garages:
The President reported this project as
having been completed.
b.
Status of building 3 roof:
The President said the roofing contractor
has been selected and a contract has been signed. There has been a slight delay
in the scheduled start date of June 18th but he believes the
contractor will start some time next week.
c.
Status of cement repairs 1-405
The owner has contacted the Association
regarding how she would like the living room tile cut in preparation for the
concrete repairs needed in her living room. The Association is waiting on a
firm date from the contractor as to when the repairs in this unit will begin.
d.
Pool Security
Several
motion detection methods were discussed. None appeared to satisfactorily solve
the problem of detecting persons in the pool after pool hours without having
negative effects to nearby residents or the sea turtles. Onsite maintenance
suggested a security camera and sign announcing this property is under
surveillance after normal pool hours. No decision by the Board was made. This
item will be kept on the agenda for further investigation and discussion.
8. Rules and Regulations -----Infraction &
Enforcement
a.
Resident identification Forms and Handbook Committee
At the last Board
meeting the Board approved the revised forms from this Committee and asked them
to also look at revising the current rules handbook. Ed Smally commented that
the rules handbook updates are completed with the exception of the outstanding
issue of replacing the key used for rec room
entry and the pool & ocean gates and the rules
regarding the parking of RVs, trailers, boats
& other watercraft on
the premises. Once these two issues have been decided upon by the Board at this
meeting, the new rules handbook will be finished. Gerry Burke presented cost
estimates to have 150 new handbooks bound and printed. After reviewing price
information from Office Depot ($1029.00 dollars) and Pioneer Printing ($585.00
dollars), Jean Deck motioned to approve Pioneer Printing; Christine Anderson
seconded the motion. All were in favor. Gerry mentioned his Committee will
also be inserting current county flyers on Hurricane Preparedness and Emergency
Preparedness for Persons with Disabilities in each handbook. Joann Smally
commented on how well members of this committee worked together. Carol Martone
thanked Gerry Burke for the significant amount time he
spent putting revised forms and the handbook on the
computer and supplying them to committee members for review.
b.
Keys
Joe Farber reported that
his Committee recommended replacing the key used for entry into the rec room and
for the pool & ocean gates. The committee recommended limiting keys per unit
with a substantial cost to replace keys. They recommended reworking present keys
instead of using blank key stock because this would save $7 per key.
Discussion amongst the Board and meeting attendees ensued. In conclusion, Jean
Deck made the following motion (1) each owner will initially be mailed
one new key at no charge
(2) all old keys should be returned to management (3) Owners returning 3 keys
will have them re-keyed at no cost to them, for a total of 4 keys per unit.
Owners not returning 3 keys will have to pay $7 per key to pay for the cost of
using blank key stock (4) owners will be charged $100 dollars to replace a lost
key. Re-keying will not start until after summer is over.
c.
Greetings Committee:
The President handed out a purpose
statement (attached to file copy of the minutes) for the Greetings Committee and
Parking Committee to Board members and Committee members present at the
meeting. Joe Farber remarked that the welcoming committee attempted to welcome
three new renters. They were successful in greeting only one of them. The
renter they did greet was very interested in talking to them. The renter did
have a copy of the rules but had not been asked to complete a renter profile
form. The Committee gave them a copy of the form and asked them to complete it
and mail it to the Management Office. Joe Farber assured Board members the
Committee takes a very friendly approach in their greetings while also
accomplishing the purpose they have been given. Ed Smally motioned for the
Board to approve the purpose statements for the greeting and parking committee.
Gerry Burke seconded the motion. All were in favor.
d.
Parking and Vehicle Identification:
Joe Farber stated his Committee has not
come to a final resolution regarding the issuance of parking stickers and tags.
The Committee has discussed the possibility of owner/renter stickers/tags, with
owners and renters parking in front of the buildings & pool area and designated
parking for guests. The Committee did recommend the Board consider hiring of a
security guard for the 4th of July. The Board in general felt the
need to hire security may come at some future date but believed with the 4th
of July holiday falling in the middle of the week; it may not be a problem this
year. The Association plans to block off the north entrance to the property
from the weekend before the 4th through the weekend after the 4th.
The Board agreed to reassess the need for hiring security for the Labor Day
holiday weekend after the Board assesses what happens over the 4th
this year.
Ed Smally asked Board members whether the
Committee addressing parking should be separate from the Greetings Committee and
whether the Board should address the rules regarding the parking of watercraft,
RVs and trailers on the property or to leave this issue with the committee.
Gerry Burke remarked he saw no reason not to allow the current Greetings
Committee to continue to address the parking issue using the purpose statement
to direct them in their actions. The Board discussed at length the parking of
RVs, trailers and boats & other watercraft and the amount of parking spaces
these vehicles take up especially over the holiday weekends. Gerry Burke
motioned to NOT allow parking of these type vehicles on holidays and over
holiday weekends. Christine Anderson seconded the motion. All were in favor.
The Board directed Management to only allow 2 boats or other watercraft to park
on the premises for 3 to 4 days at a time during non holidays.
9.
New Business
a.
Facilities management salary review
The President commented that he and
management had prepared a performance summary for Rich which all Board members
should have received via email. Ed and Management are recommending a $1.00 per
hour increase which would bring Rich’s salary from $31,200 annually to $33,280
per year. Christine Anderson indicated she was pleasantly surprised at the
number of proactive steps Rich has taken to improve the maintenance operations.
Phil Heller remarked the Board should keep in mind that Rich is paying for his
own benefits. The Association only pays for vacation days; Rich receives no
other benefits. Gerry Burke motioned to approve the $1.00 per hour increase.
Christine Anderson seconded the motion. All were in favor.
b.
Blacktop repairs/resurfacing
The President met with 3 asphalt
contractors to obtain bids for making repairs to the existing areas in the
driveway that are collecting water and for seal coating the driveway. He said
two of the three contractors recommended installing cement swales in the
areas where water is collecting; the third contractor recommended installing
small drains about 4 feet underground and filled with gravel. All contractors
were asked to submit their proposals to Management.
c.
Signs on premises
Board members discussed the issue of an
owner putting garage sale signs on the property over this past weekend’s garage
sale. The issue of signs on our premises has come up numerous times in the
past. Both the governing documents of the Association and the rules posted with
the schedule for garage sales state no signs are allowed on the property. If the
Board allows signs on the property there will be no way to control how many and
the type of signs that will surface, e.g. dogs for sale, cars for sale,
furniture for sale, etc. The Board unanimously agreed no garage sale signs
should be permitted on the property.
d.
Installation of hurricane shutters 1-505
Board members having received and reviewed
a copy of the shutter specifications from the unit owner in 1-505; Jean Deck
motioned to approve the installation of the shutters. Gerry Burke seconded the
motion. All were in favor.
10.
Adjournment
With no further business to discuss the
meeting was adjourned at
9:00 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable
Differences, Inc.
Ed Smally, Canaveral Sands Board President
| End of June 15,
Board Meeting Minutes |
CANAVERAL SANDS BOARD
OF DIRECTORS MEETING
June 3, 2007, in the on-site rec room
1. Call to order:
The meeting was called to order at 3 PM by
President Ed Smally. Vice President Christine Anderson, Secretary Jean Deck,
Director Gerry Burke and Director Barbara McPeek were also in attendance
establishing a quorum for the meeting. There were 3 owners (Beth Fink, Harold
Fletcher, & Brian Lund) in attendance at the meeting. Roof consultant Mr. Jack
Gibson was also in attendance.
2.
Cement repairs in unit 1-405:
A proposal to do cement repairs in unit
1-405 has been received from Concrete Restoration Inc. It was $2,225. This would
include putting up a dust barrier and removal & installation of the sliding
glass doors. It would also include removal of 3 cubic feet of cement. Ed Smally
suggested more money be appropriated to take care of unexpected problems that
often occur with cement repairs. Jerry Burke made a motion to spend up to
$3,000 to do the cement work required in unit 1-405. Barbara Mcpeek seconded the
motion. The motion passed unanimously.
3.
Building 3 roof repairs:
The President
reviewed how the roof consultant’s roof evaluation report of February 22, 2007
resulted in getting uplift testing of the roof. The uplift testing indicated the
roof membrane could easily blow away with less than hurricane force winds.
At the last Board
meeting the Board decided to ask Mr. Gibson, our roof consultant, to write
specifications for repairing the building 3 roof and send them to 3 contractors
asking for proposals to repair the roof. The 3 proposals have been received and
this meeting was called to select a contractor to do the work. The 3 contractors
and proposed costs are below:
·
Joseph Horschel Roofing &
Construction, Inc----------------------------$87,239.95
·
Couche’s Waterproofing,
Inc--------------------------------------------$118,834.00
·
Florida Roof Systems,
Inc-----------------------------------------------$122,952.00
Mr. Gibson, our roof
consultant, answered question from the Board and other attendees explaining the
need for the roof repairs and the difference in cost from the 3 proposals. He
said the reason Horschell’s bid was substantially lower was because work was
slow at the present time and he would have to lay off a crew if he didn’t find
work for them. In Mr. Gibson’s opinion all the roof contractors were equally
capable of doing good work and he would not hesitate to use any of them.
Mr Gibson explained how a modified
bituminous membrane should be put on over the present roof membrane. This
membrane would be attached to the roof with long screws that would go into the
original cement roof. At the same time the consultant recommended the AC
electrical boxes on each AC stand be replaced to be up to the standard of the
electrical boxes on the other roofs, scupper roof drains should be moved to a
better location and crickets be made larger & slopes increased to better
facilitate water drainage to the scupper drains. According to Mr. Gibson all of
the roofers said they could start working in June.
The President explained the roof reserve
situation, The roof reserves will have approximately $82,000 in 2007. The rest
of the money would have to come from deferred maintenance if the building 3 roof
was repaired in 2007. This is easily done if the $87, 239.95 proposal is
accepted but would just about deplete our deferred maintenance reserve if one of
the other 2 were selected. Jerry Burke made a motion to accept the Joseph
Horschel Roofing & Construction, Inc. proposal of $87,239.95. Jean Deck seconded
the motion. The motion passed unanimously.
Ed Smally and Mr. Gibson are to finalize
the A1A standard roofing contract with Joseph Horschel Roofing & Construction,
Inc. Monday so they can start work as soon as possible.
Ed Smally--President
| End of June 3,
Board Meeting Minutes |
CANAVERAL SANDS BOARD OF
DIRECTORS MEETING
May 18, 2007, 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 Directors Barbara
McPeek and Gerry Burke were also in attendance establishing a quorum for the
meeting. Vice President Christine Anderson could not attend. There were 8 owners
in attendance at the meeting and Michelle Dugan, from Reconcilable Differences,
Inc. was also in attendance.
2. President's Message---Ed
Smally
The elevator consultant has inspected
our elevators. I don’t believe there were any major problems but he will send us
his written report soon.
3. Approval of Minutes, April
20, 2007, Board of Directors Meeting
Gerry motioned to approve the minutes
of this meeting. Jean seconded, all were in favor.
4. Budget-Finance Committee
Report
There is no report this month because
of vacations of committee members.
5. Management Report/Unfinished
Business – RDI
a. Financials:
Michelle stated that we currently
have one owner in arrears for April & May. Finance fees have been billed. The
Reserves bank accounts currently have $361,048. The Operating year to date
expenses are running $4,931 higher than income, due mostly to attorney fees and
more maintenance work being done than originally planned.
b. Special Assessments:
Management reported that the account
in arrears for payment of the assessment remains unpaid in the amount of $400
plus finance charges. This has been turned over to the attorney for collection
action.
c. Status of Audit
The 2006 audit has been completed.
The audit is available to owners at no charge by requesting it through
management. This information will be put in the next newsletter which is
expected to be mailed next week.
d. Fire alarm monitoring
system:
We are still awaiting a response on
the ability to repair the motherboard in building one as opposed to upgrading to
a new fire panel. The fire marshal is requiring a more supervised system than
the fire inspector originally said in the deficiency report. It is now required
that an alarm to be answered in four minutes and the problem to be repaired
within 4 hours as opposed to 24 hours. This extra monitoring will cost $30 extra
per month per building.
e. Status of 3103 Shutters
repair/painting:
The state has started the arbitration
process. The Division of Florida Land Sales mailed the owners of unit 3-103 the
“Order Requiring Answer” on May 9th. They have 20 days to respond.
f. Condo Maintenance:
Phil Heller attended to update the
Board on the work he and Rich have been doing. They performed minor repairs to
building 4 & garages and oversaw the painting of the garages and building # 4.
Irrigation work is on-going and numbers are being re-applied to doors this week.
Rich has started putting the elevator door edges on building 3.
Landscape Committee Report – Joann
Smally
A report is attached to the file copy
of the minutes:
Joann stated that Dan Collins, the
owner of the landscaping firm that Canaveral Sands has used for many years, died
last Sunday. His nephew is the vice president of the company, and has asked the
Association to work with him while things get organized.
6. Other unfinished business:
a. Status of Painting Building
4 and garages:
The work is going well. The garage
walls and doors are completely painted, the rock surfaces are water-proofed and
the building is almost complete. All work should be completed by end of next
week, barring unforeseen problems.
b. Rules & Regulations –
Enforcement & infractions
The forms committee and greeting
committee have been very active. The forms committee sent forms they generated
for owners profile, renter/lessee/guest form, rec room reservation form and a
rules and regulations acknowledgement form for the greeting committee to have
signed by renters or new owners to the association attorney for review and
comments. His comments were received the day of this meeting. The Board reviewed
the forms and the attorney’s comments. Ed Smally made the following motion which
was seconded by Jean Deck. The 4 forms will incorporate the 2 substantive
changes from our attorney. Furthermore, the forms committee will review his 3
consideration comments to determine if they should be incorporated. The forms,
after the committee’s changes, will be used as standard forms by Canaveral
Sands. The motion passed unanimously. The “owners profile form” will be sent
out with the May Newsletter and all owners will be requested to fill out the
form and send it in to management to update the association’s owner information.
c. Clean out A/C Condensate
Lines:
This work was completed last month
and no problems were encountered
d. Balcony cement work on
units 3-401 & 501
This work has been completed. Cement
repairs were required in the ceiling of 401. The Association has painted the
ceiling that had been repaired. The owner informed management she wanted the
complete ceiling painted. It is the association’s position that it is
responsible for the cement and wallboard and the owner is responsible for any
covering to the cement and wallboard. The Association in the past has painted
the repaired area, even though it is not their responsibility, but has never
painted the complete ceiling, wall etc. Management was told to inform the owner
of the association’s position.
e. Building 3 roof uplift
testing:
The test showed that the membrane on
the roof had very little adhesion to the roof. The roof measured 8 psi in the
center and 15 at the edge when good adhesion would be 50 in the center and 100
at the edges. Our roof consultant (Jack Gibson) recommended we put a modified
bituminous roof over the present roof before hurricane season if possible. Mr.
Gibson thinks this is possible because there are roof contractors looking for
work now. Because much of our present roof system could be used, like the
insulation, AC stands and coping, the estimated cost would be in the $60,000
range. A complete roof replacement would cost about $150,000.We will have
$82,000 in the roof reserve this year. Jerry Burke made a motion to have Mr.
Gibson write the specifications for the modified bituminous roof on building 3
and send them to 3 contractors asking for proposals and also asking them of the
possibility of starting in the middle June/early July time frame. Barbara McPeek
seconded the motion. It passed unanimously. The consultant estimates it will
take 3 weeks to complete the roof work.
f. Replacement of building 3
main circuit breaker:
This work was done and the old
breaker has been sent to the manufacturer to be renovated so we have a spare on
hand.
g. Trimming of Palmettos:
Mr Hugh Young, the person who cuts
our sea grapes on the dunes, was given the specifications for trimming the
palmettos and asked to look at the palmettos and determine how much of them
could be trimmed and if he would be willing to do it. His letter, attached to
the file copy of the minutes, says that only a few palmettos could be trimmed
and they were in the center of a clump of palmettos. Jerry Burke recommended,
and the Board agreed, to trim these few palmettos the next time the sea grapes
are cut since this would be a negligible cost.
7. New Business:
a. Turtle Lights:
Duree Alexander from the City has
taken photos of the buildings from the beach after dark and will discuss her
findings with management and the Board soon. If required, we will add lighting
to the North side of D garage, entrance end of B garage and at the entrance,
which will not be seen by the turtles. Pool lights go off at 9:00 p.m.
b. Pool Security:
Jerry Burke stated that three weeks
ago, at 1:30 a.m., people who were not residents made a lot of noise in the
pool. Jerry would like to see a motion detector light installed, facing towards
the parking lot so the turtles aren’t affected, which would deter trespassers.
Maintenance was asked to research where to place such a light so it cannot be
seen from the beach or touched by vandals.
c. New keys for Common Areas
Jerry Burke and members of the
audience have seen non-residents using amenity keys to access the beach and pool
areas. They feel that too many keys are in the wrong hands. Management obtained
a quote to re-key all the entrances. It would cost under $400 to change the
locks, but the keys are the expensive part of this change. The company that
makes these keys recommended buying one key per unit and then returning the keys
they have and re-keying those. If we return the old keys, re-keying is a less
expensive option. There was much discussion about how many keys each unit could
have, how many would be paid for by the Association and how much a replacement
key would cost in the future. This was tabled for the greeting committee to
investigate and make a recommendation to the Board.
d. Car Stickers for Owners and
Cards for Renters:
Greeting committee member Joe Farber
discussed using car stickers to identify owners from renters. There was much
discussion about the best method to use for vehicle identification. Joe was
asked to look into the best method and to get inputs from management in regard
to options that are used at their other properties.
e. Screen on 4-106 Patio:
The new owners of this unit were
scheduled to install a new enclosure as the painting was being done. They and
their contractor have agreed to hold off until the paint work is complete. Jean
motioned to approve this installation, after maintenance approves paint
completion. Gerry seconded, all in favor.
8. Adjournment:
With no further business, the meeting
adjourned at 8:35 p.m.
Respectfully Submitted,
Michelle Dugan, LCAM 17226, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT
For May 18, 2007 Board Meeting
This report includes
information since the April 20, 2007 report.
We received word on Thursday, May 17
that our landscaper, Dan Collins, died suddenly over the weekend. His nephew,
Danny, who is part owner of the company and who has been working with him, hopes
to continue as our landscaper.
B & R Pest Control did the regular
insect and weed control application.
All of the sago’s now have new
growth. John Rocker has returned for the summer and is doing some extra
spraying of these trees. Bruce (B & R Pest Control) is aware of this.
Oleander tree in main entrance
planting area was broken during a storm with high winds.
The whole top of it broke off.
Work performed since last report
1. Normal grass maintenance was performed.
2. Weeds have been sprayed throughout the property
3. Started adding red mulch to planting beds.
4. Trimmed small hibiscus trees.
Future landscaping work (* indicates
work to be done before the next board meeting)
1. Continue to weed areas that need it.
-
Trim dune crossovers and fence lines when needed
-
Finish adding red mulch to planting beds.
-
Plant new flowers in planting bed under Christmas
palm.
-
Trim Indian Hawthorn after they finish blooming.
-
Trim oleanders .
-
Install pavers and new bushes behind garage D.
Items to be discussed at May board
meeting
None
Landscaping Committee
Sharon Barrett Bozek
Jean Deck
Barbara McPeek
Joann Smally, chairman
| End of May 18,
Board Meeting Minutes |
1.
Call to order
The meeting was called to order at 6:30 PM
by President Ed Smally. Vice President Christine Anderson, Secretary Jean
Deck, and Directors Barbara McPeek and Gerry Burke 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
The
president reported that our elevator consultant would be doing another
inspection of our elevators soon. The elevators are considered old in regard to
service time and preventative maintenance to keep them in working order is in
the best interest of all owners. There has been an interest expressed in having
board meetings every other month instead of every month. This does not seem
possible at this time because the buildings are 23 to 27 years old. A look at
the agenda shows there are many repair type money decisions the Board has to
make on a monthly basis
2.
Approval of Minutes, March 16, 2007, Board of Directors Meeting and April
13, 2007, Workshop
Jean Deck
motioned to approve the minutes from both the March Board meeting and the April
Workshop. Barbara McPeek seconded the motion. All were in favor.
4.
Budget-Finance Committee Report
Finance
Committee Chairman, Harold Fletcher, informed the Board that the Finance
Committee has received a copy of the preliminary audit and intends to meet with
the Auditor on April 25th, at 3:00 p.m. to review the auditor’s
findings. He remarked that the Association’s total operating and reserve fund
balance has not changed much since 2004 despite the hurricanes and the necessary
special assessments. He praised Reconcilable Differences, Inc. for the handling
of the delinquent accounts. Currently there is only one account in arrears as
of the end of March. He noted prior management companies had delinquent account
balances in excess of $25,000 dollars.
5. Management Report/Unfinished Business –
RDI
a.
Financials:
Management reported the end of month
account balances of the operating and reserve accounts as approximately $90,000
dollars and $348,000 dollars, respectively. The balance of the operating
account includes approximately $25,000 dollars in prepaid assessments. The
operating account is running over budget primarily due to the maintenance
expenses associated with preparing building 4 and the garages for painting. One
account in arrears did make a payment in April to bring the account current.
b.
Special Assessments:
Management reported that one owner remains
unpaid in the amount of $400 dollars. Management sent a certified mailing to
this owner last month. This is the same owner the Association has filed a
petition for arbitration with the State for the repair of their shutter
housings. Gerry Burke suggested Management ask the Attorney to amend the
petition to include the unpaid assessment amount. If this can not be done, the
Association has the legal obligation to turn the account over to the attorney
for collections.
c.
Status of Audit
As previously reported by the Finance
Committee Chairperson, the auditor has presented a preliminary version of the
audit to the Association. Because there is a new auditor, a meeting is scheduled
Wednesday, April 25th, between the auditor, Management and the
Finance Committee so the committee can better understand the audit.
d.
Fire alarm monitoring system:
Management reported the contractor has noted a problem with the motherboard
servicing the building 1 fire alarm control panel and he was unable to complete
the installation for this building. The contractor has been able to locate a
company in Michigan who may be able to repair the motherboard. He has received
permission from the Fire Inspector to disconnect the motherboard for repairs but
he will leave the pull stations connected directly to the bells in the event of
a fire. Ed Smally informed the Board that if repairs are not possible, a new
fire alarm control panel may be needed and this would require the Association to
upgrade the fire alarm system to meet current fire code requirements. A complete
upgrade could cost as much as $40,000, which would deplete our fire alarm
reserve.
e.
Status of 3103 Shutters repair/painting:
The
Association’s Attorney filed the petition for arbitration on March 27, 2007.
The Attorney predicts an arbitrator from the State will be assigned to the
petition in approximately 2 months from that date. The Association and the
Attorney have asked this owner to make repairs to their shutter housings. All
requests have gone unanswered.
f.
Gates to ocean:
The
President remarked that the new gates to the ocean have been replaced. He
thanked Rich, our new onsite maintenance man, for the design of the gates.
There have been numerous positive remarks about the looks of the new gates.
g.
Condo Maintenance: Management reported the majority of maintenance on
building 4, required before painting, has been completed. There are a few minor
concrete repairs outstanding. Management also reported another incident of
vandalism; both the pool rules sign and the entrance sign for the rec room were
removed from the walls. The pool rules sign was destroyed and found floating in
the pool. We were unable to locate the rec room sign. Management also noted
more garage repairs were needed on garages 106, 108 and 110. It is believed
these garage doors were damaged by skateboards. Lastly, Management reported the
transformer room doors in each building are showing signs of deterioration.
They are galvanized steel hollow doors and the bottoms are rusting away.
Management presented a proposal from LB Drywall for the replacement of these
doors. The approximate installed price, including priming and painting the
door, is estimated to be $1,400.00 per door. Ed Smally asked the Board to
consider replacing one door each year starting with the worst door located in
building 3. Gerry Burke motioned to replace one door this year, at a cost not
to exceed $1,500.00. Barbara McPeek seconded the motion. All were in favor.
6.
Landscape Committee Report – Joann Smally
a.
Report is attached to the file copy of the
minutes:
Joann commented the Committee would like
the Board’s permission to plant new shrubs and put pavers down in the area west
of Garage D similar to the landscaping on the same side of Garage E. This area
has become a more heavily trafficked area and there is a pathway being worn in
the grass. She estimated the cost to be approximately $130 dollars. Jean Deck
motioned to approve the expense of no more than $150 to re-landscape and add
pavers to this area. Barbara McPeek seconded the motion. All were in favor.
It was noted that funds were available in the landscape improvement budget for
this work.
7. Other unfinished business:
a. Painting
of building 4 and garages:
Management reported the painting contractor
plans to start on May 1st, 2007. He has requested the color for
painting the garage doors. Management will obtain the color from onsite
maintenance.
b.
Cleanout of A/C condensate lines:
The President remarked that Management had
provided Board members with an update on the all costs related to the cleanout;
including the costs for onsite maintenance to perform the work and the purchase
and rental of the equipment needed. He stated at the last Board meeting the
Board had concerns over the liability the Association would assume should onsite
maintenance perform this task. Ed called for Board opinion on the matter. Jean
Deck motioned to approve the All Florida Fire & Sprinkler proposal for cleaning
of the condensate lines at a cost of $630 dollars. Christine Anderson seconded
the motion. All were in favor.
c.
Balcony cement work on units 3-401 & 501
The March
16th Minutes mentioned that cement repairs would have to be done to
the balcony ceiling of 3-401 and floor of 3-501 but that the date was not known
at that time. Notices had previously been put on bulletin boards and in the
elevators saying cement repairs were going to be made to building 4 to get it
ready for painting and repairs to other buildings would be done also. On Monday,
March 16 the contractor measured the sliding glass doors being replaced during
the repairs of 3-401 & 501. They had not started removing cement when the
President and RDI met at their usual Wednesday morning meeting. The contractor
was contacted at that time and he assured us he would start that day and RDI
immediately had notices put on all the doors of building 3 that day. However the
work did not actually start until Thursday. Anyone who has dealt with
contractors in Florida has experienced this. The owner of 3-301 wrote a strongly
worded letter (attached to the file copy of the minutes) to Management, with
copies to Board Members, about the delay from Wednesday to Thursday in the work
being done above her unit and the noise the work caused. She emailed Management
on April 20 (meeting day) and asked that this be discussed at the board meeting.
She said that she was leaving because of the noise and would not be at the
meeting. The Board would have preferred for her to be at the meeting. She wanted
compensation from our Management Company because she was “not able to enjoy her
peaceful home”.
The
Association has never in the past compensated an owner for any inconvenience
caused by repairs done to our property. The Board does not agree with the owner
that Management was negligent in this matter. The Board feels that Management
has been doing a good job in notifying owners when contractors are going to
perform work on the premises and attempting to make residents aware when
unexpected changes to contractor working dates occur. The Board is sympathetic
with the owner’s lack of peaceful enjoyment of her home. Every home owner of
Canaveral Sands has experienced that during building repair work. However, in
this situation the Board Members were in agreement that Management and the
Association acted appropriately and in the best interest of the Association.
d.
Building 3 roof uplift testing:
The roofing consultant is
attempting to arrange the uplift testing on the building 3 roof for next week,
however it could be later. This is a precautionary test to confirm the wind
uplift capabilities of this roof.
e.
Electrical panel replacement on South end of Garage A:
The President reported that
Sunkraft Electric has completed the replacement of the electrical panel on the
south side of Garage A. Stucco repairs around the new installation have also
been completed.
f.
Trash chute doors:
Replacement of the
remaining 7 trash chute doors has been completed and all trash chutes have been
cleaned. The contractor has advised Management they will provide a proposal for
recommended solutions to fixing the jams occurring at the bottom of the trash
chutes in buildings 1 and 4 where the right angle at the bottom of the chutes is
rather severe and not permitting the trash to flow freely.
8. New Business:
a.
Dune Fire Situation – Jim O’Kane:
At the
March Board meeting, Mr. O’Kane complained about a dunes fire hazard on the
ocean side of his unit and said 3 people told him debris could be removed from
the dunes. Mr. O’Kane was appointed a committee of one and asked to get in
writing, from someone in authority, permission to remove debris from the dunes.
Mr. O’Kane reported the results of his investigation in a letter to the Board.
(The letter is attached to the filed copy of the minutes.)
The letter he wrote to the Board does not do that
but does say Ms. Alexander, the City of Cape Canaveral Code Enforcement Officer,
indicated debris should be removed from a specific area of the dunes because of
a fire hazard situation. With the letter Mr. O’Kane felt his committee work had
been completed so the committee was disbanded. The President of the Association
contacted Ms. Alexander to find out why only one section of the dunes was a fire
hazard. There must have been a misunderstanding between Mr. O’Kane and Ms.
Alexander because Ms. Alexander did not confirm the contents of Mr. O’Kane’s
letter. She said she told Mr. O’Kane that debris could be removed a couple of
feet from the fence line if the Association wanted to do that. She said there
was no mention of 20 feet from the fence line or mention of the beach access
walkway or the pool area or to unit 2-105. She said she had no intentions of
writing anything directing the Association to remove debris from the dunes. She
said she told Mr. O’Kane that because of the drought there was a fire hazard
throughout Brevard County. It is the Board’s position that debris would not be
removed from the dunes unless written direction was received from someone in
authority that was confirmed by the Department of Environmental Protection.
Mr.
O’Kane then asked why the palmettos in the dunes were not being trimmed as in
the dune trimming plan. The President said the 2 previous companies trimming the
dunes were asked to trim the palmettos but they both declined because they said
it was too hard and not much of the palmettos could be trimmed. The latest
person trimming the dunes did a good job of trimming the sea grapes but was not
asked to trim the palmettos. Gerry Burke made a motion to ask the person now
trimming the dunes to trim the palmettos as described in the dune trimming plan
and to evaluate the outcome after one year. If he declined to trim them the
palmettos would not be trimmed. The motion was
seconded by Ed Smally. All were in favor.
b.
Replacement of building 3 main circuit
breaker
The President mentioned when FPL attempted
to turn the power off at the main circuit breaker for building 3 for their
maintenance work this month they found the breaker would not engage. The
Association paid $2,600 to recondition the breaker that came from building 1
with the intent to use it as a spare should a problem develop in another
building. Sunrkraft Electric will replace the main breaker in Building 3 with
the reconditioned breaker from building 1 on April 25th. Ed
recommended the Board consider reconditioning the old breaker from building 3;
again as a spare to be used for building 2, if needed. Jean Deck motioned to
approve the reconditioning of the main breaker removed from building 3, at a
cost not to exceed $3,000 dollars. Gerry Burke seconded the motion. All were
in favor.
c.
Rules and Regulations---infractions and enforcement
Last
year, there were numerous complaints from owner residents that non-owner
residents were creating a nuisance by not obeying condo rules and lacking the
civility and common courtesy one has come to expect at Canaveral Sands. This
problem has become increasingly worse over the years with the summer of 2006
being the worse by far, resulting in a large number of complaints to Management.
The Association’s attorney was asked what legally could be done to remedy the
situation. A workshop was held on April 13, 2007 in an attempt to resolve the
problem. There was general agreement among meeting attendees to follow our
attorney’s advice, which was for the Board to vote for a strong resolution
requiring all owners to identify everyone who resides in their unit, and to
vigorously enforce the rule.
Gerry
Burke made a motion that everyone residing at Canaveral Sands must be identified
to the Association. Residency identification forms will be available through
Management and must be returned completely filled out to Management.
1.
The owner(s) and any other person(s) that will be permanently or periodically
residing in the unit must be identified when the unit is bought and any time
later if the persons residing in the unit should change.
2.
The owner has the responsibility of identifying person(s) residing in their unit
during 30 days or more rentals.
3.
The owner has the responsibility of identifying relatives and guests that will
be residing in their unit for less than 30 days, while the owner is not present.
The
motion further states that the owner is responsible for the conduct of their
guests not residing in their unit that are using Canaveral Sands facilities. The
motion was seconded by Ed Smally. All were in favor.
Enforcement of Canaveral Sands rules and regulations infractions would follow
the normal procedure. That is, the first 2 violations would result in demand
letters to the owner identifying the infraction and notification that the
Association expects the infraction to stop or not to occur again. The 3rd
infraction would result in a letter from the Association attorney. The 4th
infraction would result in the start of legal action.
9.AAdjournment:
With no further business to discuss Ed
Smally motioned to adjourn the meeting. Barbara McPeek seconded the motion.
All were in favor. The meeting was adjourned at 8:02 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable
Differences, Inc.
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT
For April 20, 2007 Board Meeting
This
report includes information since the March 16, 2007 report.
B & R Pest Control did the regular insect and
weed control application. He also fertilized the planting beds.
All of the sago’s except one in front of
building three have new growth starting. Our landscaper and Bruce both think
that it may still come back so we will watch it a while longer.
Work performed since last report:
1. Normal grass
maintenance was performed.
2. Weeds have been
sprayed throughout the property.
3. Bushes trimmed
around building four in preparation for painting.
4. Replaced three
ixora in hedge south of garage C.
5. Palm tree dug out
of fence line south of building four.
6. Trimmed ligustrum
around pool and between building 1 & 2.
7. Trimmed eleagus
hedge south of building three.
8. Sod put down behind
building one and near pool where grass had died.
9. All scheffelera
hedges trimmed.
10. Plants added to main
entrance planter.
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.
Add red mulch to planting beds.
4.
Trim small hibiscus trees.
5.
Trim new hibiscus bushes in front of building 4 east tower.
6. Plant new flowers in planting bed under
Christmas palm.
7. Trim Indian Hawthorn after they finish
blooming.
8. Trim oleanders.
Items to be discussed at April board meeting:
Pavers behind garage D.
Landscaping Committee
Sharon Barrett Bosek
Jean Deck
Barbara McPeek
Joann Smally, Chairman
| End of April 20,
Board Meeting Minutes |
1.
Workshop called to order
The workshop was called to order at 6:38
p.m. by President Ed Smally. Vice President Christy Anderson, Secretary Jean
Deck, and Directors Gerry Burke and Barbara McPeek were in attendance. There
were 21 units represented at the meeting and Karen Auth from Reconcilable
Differences, Inc. was also in attendance. The President, at the
beginning of the meeting, told attendees that this workshop is not intended to
be a complaint session where participants identify infractions and individual
situations involving infractions. The fact that rules and regulations
infractions occur to the extent they affect Canaveral Sands residents has
already been established by the many complaints received by the Association. The
workshop is being held to determine how to stop the infractions from occurring.
The letter from the Association’s Attorney about what legally could be done to
stop infractions from occurring was handed out to attendees. In addition,
attendees received a one page summary of the problem and a suggested 7 step
framework on how the Association could begin to legally resolve the problem.
Time was allowed, for those arriving at the meeting before 6:30 PM, to read the
handouts provided before the meeting was started.
2. Discussion Rules & Regulations, Infractions and
Enforcement
Owner
discussion and comments were heard and were summarized as follows:
·
One owner did not feel the owner should be responsible for the
actions of persons using their unit if a realtor rented their unit to someone.
They felt the realtor should be responsible. The association attorney in his
letter said the owner is responsible for the actions of anyone using the unit
and that will be the association’s position.
·
One owner asked about the possibility of hiring someone to monitor
for rules infractions during potentially problem times. The President said the
Board would look at that if she presented dates, times and cost information.
·
There was concern about remaining anonymous as the person
reporting the complaint to avoid any negative feedback from the owners or
renters. The reason this is unacceptable is explained in the next paragraph.
·
An owner did not feel anything other than letter writing to owners
should be needed. That is the 1st step to be used. If it works
nothing more will need to be done.
·
An owner suggested the Association consider retaining a deposit
from renters until the guests/renters have left and the Association is assured
there have been no damages. It was felt this was not practical because many
owners now do not notify the association for their renters or guests.
·
An owner suggested that the current Rental Profile Form be used to
obtain signoff from the renter/guests that they have read and will abide by the
rules of the Association. A committee was formed at this workshop to work on
forms for this purpose.
·
An owner suggested police involvement on infractions that violate
local city ordinances. Owners have the right to call the police if they feel
that is necessary.
The
President mentioned that it is not the Board’s or Management’s responsibility to
monitor for rule violations. All owners have the same responsibility in this
area. It is important that the owner contact Management about the infraction.
They should identify the person(s), family, or groups responsible and the
unit(s) where they reside or are a guest. It is important the person reporting
the infraction to Management identify themselves. The name of the person
reporting the infraction will not be used when notifying the owner of the unit
responsible for the rules infraction. Anonymous reporting is not useful for 2
reasons; complaints that are not true could be used when one owner wants to get
another owner in trouble and the complaint would not be useful if legal action
has to be taken.
The
President asked for general agreement from owners (via a show of hands) to use
the letter from the association attorney as a guideline and to use the following
7 steps as a framework for “infraction detection and enforcement”. Majority
agreement from the owners in attendance was received.
1.
The Board will pass a strongly worded rule that owners are required to notify
the Association when their unit will be occupied by renters or anyone
temporarily using their unit, including family and guests (the Board will try to
get this done at next Board meeting).
2. A
Newsletter will be sent to all owners via certified mail identifying the rule
and identifying the vigorous enforcement (4 thru 7 below) that will be used. The
association President will write the letter soon after the board votes on the
rule.
3. A
temporary committee is needed now to work on a form for renters and guests to
fill out to gather necessary information about them. Signing this form will
indicate they understand Canaveral Sands rules and regulations in the handbook
and agree to abide by them. Joann Smally, Barbara McPeek, Carol Martone and
Jerry Beaumont agreed to be on the committee. The first meeting will be
Wednesday, April 18 at 3 pm in the rec room.
4.
Management will supply the forms for renters and guests to fill out and sign. It
is the Owner’s responsibility to make sure the forms are filled out completely
and correctly and turned in to Management. The owner may ask a realtor to do
this but like income taxes they cannot transfer responsibility to someone else.
5. A
permanent committee should be formed to meet with new owners and renters. Steve
& Janet Downes and Joe & Mary Farber volunteered for this important committee.
More committee members are needed.
6. All
owners are responsible for identifying infractions. That involves identifying
the person(s) involved in the infraction and unit they reside in or are
visiting. The information has to be given to Management.
7. The
Association (Management) will record the infractions and send demand letters to
the owner of the unit with copies to renters and realtors, if involved, for the
first 2 infractions. A letter from the Association’s Attorney would be sent for
the 3rd infraction. The 4th infraction would start the arbitration or law suit
process.
More work
may need to be done to finalize details of some of the 7 parts above. For
example, should the association have time(s) for only adults to use the pool and
how many infractions and types of infractions should be required before going to
an attorney and starting legal action.
3. Adjournment
Gerry Burke motioned to adjourn the
workshop. Jean Deck seconded the motion. All were in favor. The workshop was
adjourned at approximately 8:00 p.m.
Respectfully submitted,
Karen M. Auth, LCAM #28323, Reconcilable
Differences, Inc.
Ed Smally, Canaveral Sands Board President
| End of April 13
Workshop Minutes |
1. Call to order
The
meeting was called to order at 6:33 PM by President Ed Smally. Vice President
Christy Anderson, Secretary Jean Deck, and Director Gerry Burke were also in
attendance establishing a quorum for the meeting. Director Barbara McPeek was
out of town and unable to attend. There were 7 owners in attendance at the
meeting and Karen Auth, from Reconcilable Differences, Inc. was also in
attendance.
2.
President's Message---Ed Smally
A date
for the “rules and regulations infractions & enforcement” workshop will be
discussed later in the meeting. Ed mentioned for those present that there will
be a meeting of the Space Coast Condo Association Saturday March 24 at the Cocoa
Beach Comfort Inn from 9 to 11:30PM. All Condo Contractors will have tables
where you can learn about their products. More information is displayed on the
rec room bulletin board.
3.
Approval of Minutes, January 19, 2007 Board Meeting and February 7, 2007
Workshop
Jean
Deck motioned to approve the minutes from both the last Board meeting and the
Workshop. Gerry Burke seconded the motion. All were in favor.
4.
Budget-Finance Committee Report
Finance
Committee Chairman, Harold Fletcher, reported the Association was running
slightly over budget year to date. Water and sewer expenses are slightly higher
than budgeted. Fuel expenses for the pool heater are always higher during the
winter months. Harold felt the Association was in good shape financially for
this early in the year.
5.
Management Report/Unfinished Business – RDI
a. Financials:
Management reported as of the end of
February, the Operating Account balance was $95,631.56 dollars and the Reserve
Account balance was slightly over $334,000 dollars. There remains only one unit
account in the arrears for $45 dollars. Management also noted Administrative
expenses were slightly higher due to the certified mailing requirement for the
first notice of the annual meeting as well as the special ballot mailing
envelopes required for use in the election of the Board. In addition,
Maintenance repairs were higher than anticipated due to the shed and door
repairs taking place in building 4 in preparation for painting this building.
It is anticipated the actual expenses will track closer to budget projections as
the year progresses.
b. Insurance mitigation application
The President reminded owners and new
Board members the Association had the building and roof structures evaluated to
attempt to get mitigation credits on the Association’s wind policy. This
information was given to our insurance agent to pass on to our insurer. The
result was the association received approximately $19,500 off of our wind policy
by canceling and renewing our wind policy.
Christy Anderson wanted to know what
she should tell owners who may be expecting a refund of some of the special
assessment money paid last year due to the decreases in our premium. Ed Smally
reminded Christy the special assessment was collected to pay for the down
payment and the monthly premium payments that were required to be paid between
September and the end of December last year. The $19,500 is less than the amount
being paid in 2007. Thus this money will remain in the operating account and
will influence next year’s operating budget.
c.
Status of the Special Assessment:
Management informed the Board there
were only two accounts in arrears on paying the special assessment. These
owners were sent letters of their past due status in February. Management will
send one last letter via certified mail this month.
d.
Status of Audit:
Management stated the CPA has
promised to have the audit ready for preliminary review no later than April 21,
2007. A meeting will be scheduled between the auditor, the Finance Committee
and Management before the audit is finalized.
e. Status of amendment change for
membership meeting:
The President stated the Association
needed 79 positive votes to amend the documents to eliminate the need for the
certified/return receipt mailing of the 1st notice of the annual
meeting and we only received 69 votes. All votes received were positive votes
but we needed 10 more positive votes to pass this amendment. Ed stated the
Association will put it to a vote again at the next membership meeting. A unit
owner, Dave Gentry, suggested the Association consider using email to
communicate reminders to owners especially on issues of importance like this.
After discussing some of the past experiences using email, it was decided the
idea of an email distribution list would be included in the workshop to be
scheduled to address rules and regulations infractions.
f.
Fire alarm monitoring system:
The President reported the delay in
getting this job completed has been in our contractor ironing out problems with
the city and problems with the telephone company in getting the phones lines
installed. Management will continue to work with Bell South to resolve problems
with the new phone lines.
g.
Status of 3-103 shutter repairs/painting:
The President stated the
Association’s attorney has drafted a letter to start arbitration proceedings
against the owners in unit 3-103 whose shutter housings have fallen off,
exposing the rusted metallic cylinders. All Board members were in agreement that
the attorney continues with filing the petition for arbitration. Christy
Anderson asked if the owners would be responsible for paying the costs related
to filing the petition. Management stated one of the relief items includes
compensating the association for those charges and related attorney fees.
h.
Condo Maintenance
Management referred Board members to
the updated items to be repaired status
report. In addition to daily maintenance requirements, onsite maintenance has
been focused on getting building 4 ready to paint. They have completed all of
the sill repairs and have started on the repairs needed for the unit numbers
that will need to be removed and repainted when the building is painted. In
addition, they have replaced several garage panels that were badly damaged.
Phil has also finalized the repairs needed for new electrical lighting he
installed for the walkway lights in building 1. We were recently notified by
the contractor who inspects the fire system that there is evidence of corrosion
underneath the paint on all the fire hose valves. Onsite maintenance will add
the standpipes and knox boxes to these repairs as they are showing signs of
corrosion as well. Lastly, Massey services just completed the termite
protection treatment for buildings 1 and 3. They had to drill holes into the
concrete deck to apply the treatment. Maintenance will have to prioritize
weatherproofing all of these holes. Christy Anderson asked whether onsite
maintenance could not install hinges on doors. Jean Deck responded that she has
seen this work done and it is not a simple process. The doors must come off and
are usually taken out of the unit to have the new hinges installed. There is an
expertise to doing this type of work to ensure the door hangs properly with the
new hinges
6. Landscape Committee Report –
Joann Smally
Report is attached to the file copy
of the minutes:
Joann thanked unit owner Brian Lund
for his donation of a lady palm and a mother in law plant to the Association.
The palm has been planted next to the elevator in building 1 and they will plant
the mother in law plant in one of the pots between buildings 1 and 2. Joann
said there had been a fire at the ocean end of the public walkway next to the
trash barrel. The fire burned the tall sea oats but stopped when it reached the
sea grapes. The Fire Department came.
7. Other unfinished business:
The contractor is still planning to
start painting/waterproofing the end of April/early May timeframe. Management
reported
repairs to building 4 and garages required before painting are progressing on
schedule. An owner asked how frequently the buildings were painted. Ed recalled
the warranty from the contractor is for 6 years. We are usually into the 7th
year before a contract is signed and painting begins.
a.
Gates to the ocean:
The contractor recommended using
powder coated aluminum gates, like those at the pool area, rather than mesh
fencing gates, and agreed to do this at no additional charge. It was felt the
aluminum gates would last longer, look better and provide a better installation
for the locking system. All Board members supported this idea. It is expected
they will be installed soon
b.
Elevator door frame covers
Maintenance has installed covers
around the frames of the elevator doors on the first floors of building 3 & 4
elevators. The intent of these covers is to protect the frames, which are
metal, from being damaged by shopping carts, contractors, delivery companies,
etc. Board members who had seen the new covers thought they looked great and
would serve the purpose of protecting the frames. The Board agreed to purchase
these covers for all of the elevator door frames. Management estimated the
price per elevator door to be $42.00 dollars. Jean Deck motioned to approve the
purchase of the covers; Gerry Burke seconded the motion. All were in favor.
This expense will be taken out of the maintenance repairs operating account.
8. New Business:
a.
Balcony cement work on units 3-401 and 501
The area of repair is to the balcony
of 3501, specifically the area underneath the living room sliding doors in this
unit and the area above the same doors in unit 3401. The sliding doors in both
units have to be removed and replaced and cement repairs made into the units.
This requires barriers to be put up to keep cement dust from getting into the
rest of the unit. The contractor, Paul Dupre, has given us a detailed estimate
for the work involved. Because it is rather extensive work, a professional
engineer will be required to write the specifications for the job and a permit
will also be required. The total cost for the repair comes to just under $6,000
dollars. In Ed’s opinion, this cost is approximately 25% to 30% more than it
would cost if the repair was done as part of a large concrete project, however
he felt it is cost effective for the Association to have the work done now
because something has to be done and cement damage due to rebar expanding
increases exponentially with time. Jean Deck motioned to approve the contract
received from Paul Dupre. Gerry Burke seconded the motion. All were in favor.
Christy Anderson suggested that all
balconies be checked by a professional to see if more cement problems have to be
addressed. After Discussion by the Board it was felt this was not necessary at
this time. Maintenance continuously checks for obvious problems and owners have
been requested in minutes and newsletters to notify management if they see
cement problems. Owners should also notify Management if they see water stains
in their ceiling.
b.
Trash chute doors:
Nine trash chute doors have been
previously replaced. Ed asked Board members if they wanted to proceed with
replacing the remaining 7 trash chute doors at a cost of $567.98 per door by
“All Ready Chute”. This is the same company that replaced the other chute doors
and is only a few dollars more than the previous doors about 1 ½ years ago.
Gerry Burke motioned to accept the proposal from “All Ready Chutes” for the
replacement of the trash chute doors. Christy Anderson seconded the motion. All
were in favor. This expense would be paid using deferred maintenance funds.
Jean Deck mentioned the trash chute in building 4 seems to be blocked somewhere
at the bottom of the chute and trash keeps bunching back up into the chute. Ed
remarked the same thing is happening in building 1. Management was asked to
have All Ready Chutes look into these problems when they are onsite installing
the new doors.
c.
Electrical panel replacement on South end of garage A:
The panel in question provides
electricity to the garages. It is rusted inside and the circuit breakers and
wire connections inside the panel are also rusted. There have been electrical
problems lately. This panel is on the outside of the garage and exposed to
weather conditions. There are two options to installing a new panel. One is to
remove the guts of the old panel but leave it there and put a new panel on the
outside of the garage next to the old panel at a cost of $1,580. The other
option would be to put a new panel where the old panel was at a cost of $2,570.
Board members were in general agreement that replacing the existing panel would
be a better solution to the problem than putting in a second panel along side
the old panel. Gerry Burke motioned to approve the option to replace the
existing panel where it exists today and the installing a stainless steel cover
to protect it from the weather at a cost of $2,570. Christy Anderson seconded
the motion. All were in favor.
d.
Inspections of roofs:
All board members had previously
received the roof inspection report from the Roofing Consultant; Ed Smally
summarized the report as follows:
e. Garages:
We
have two good garage roofs (A & C). The consultant is recommending we replace
garage D roof next year, and on garages B & E at the same time if finances
allow. Ed stated there will be enough money
in the roof reserves to do 3 garage roofs next year.
He obtained an estimated price of $40,000 dollars for each
roof from the roofer that replaced garage roof C. His recommendation would be
to wait and do all three garage roofs (B, D & E) next year. The Association
would benefit from a pricing perspective by having more roofs done at the same
time.
f. Building Roofs:
We have 3 good roofs (buildings 1, 2 and 4). The consultant is concerned about
the lift resistant capabilities on the building 3 roof and is recommending an
uplift test be done on this roof to determine how many useful years of life it
had left. All Board members were in agreement the lift test needed to be done on
this roof.
Christy Anderson motioned to have a
lift test conducted on building 3. Gerry Burke seconded the motion. All were
in favor. The decision on roof replacement for the three garages and building 3
was deferred until the result of the lift test on building 3 is known.
g.
Clean out A/C condensate lines:
The President explained that these
lines run down in each stack to the first floor; then from units 3 through 2 & 1
to the outside and unit 4 through 5 & 6 to the outside. Water backs up in these
lines sometimes and can flood the 1st floor units. Plumbing was done
in units 3 & 4 in all buildings last year to allow access into these lines.
The A/C lines in all the buildings were cleaned out at that time and it was
decided by the Board to clean them out once a year. Management received one
estimate from All Florida Fire & Sprinkler for $630 dollars and is planning on
obtaining additional proposals for this work. Onsite maintenance and Management
is also looking into the costs, which would include buying or renting equipment,
associated with doing the work in-house. All Board members expressed concern
over the liability issue. It was generally felt that a member of maintenance
should be present at the next meeting to get their thoughts on doing this work
in-house.
h.
Possible dunes fire hazard
A 1st floor owner,
Mr. Jim O’Kane unit 2-106,
told the Board there was a fire hazard in the dunes in front of his unit. He was
quite upset about the situation. Because this was unexpected and took the
Board by surprise an intelligent discussion where all the facts of the situation
could be discussed was not possible. Mr. O’Kane said that he heard from multiple
sources that debris in the dunes could be removed. He was made a committee of
one to get written confirmation of this and under what conditions and give it to
the Board for their review. The Board could then send this information to the
Department of Environmental Protection for confirmation because it was thought
dune trimmings had to be left on the ground. One should remember the association
has spent about $1,000 and it took a year to get permission from this department
to allow us to trim the dunes down to 4 feet. There are strict requirements that
should be followed. It has been mentioned before but owners should be aware that
the association does not have a legal obligation to trim the dunes. This is
being done at the request of 1st floor owners to improve their view
toward the ocean. This item will be on the agenda at the next Board meeting.
Board meetings are where the Board
performs the duties of running the association. Owners input at a Board meeting
can be made under “new business” after agenda items have been discussed but
decisions effecting the association cannot be made on any items not on the
agenda. This is a good State Condo Law. Being on the agenda allows all
interested unit owners on both sides of the topic to be at the meeting to
present their thoughts on the subject and it gives the board an opportunity to
review the subject and be ready to discuss it. If this had been done, it is felt
the harsh words and hard feelings that happened during the meeting would not
have occurred. The Board would not be acting responsibly if they reacted without
completely understanding the situation every time one owner wanted something.
A possible dunes fire hazard
should be brought to the attention of the Board. There are 3 ways to make
the Board aware of concerns you may have about Canaveral Sands. (1) Although it
has been mentioned many times in newsletters and in meeting minutes it is
appropriate at this time to again mention the procedure that should be used for
an owner to get an item to be discussed by the Board. It is particularly
important to use this method if you expect the board to do something or to make
a decision. The procedure is to write to the board, through management, and ask
to put the item on the agenda. Your name will be put behind the item and you are
expected to explain why it is on the agenda. If you are not there the item will
most likely not be discussed. (2) If an owner just wants the Board to look at
something, but not put on the agenda, just write to the Board through management
and tell them that. (3) If there is an emergency situation you should phone
management.
9. Adjournment:
Before closing the meeting, the
President reminded Board members of the workshop to be scheduled to address the
rules and regulations infractions that occurred last summer. He felt the
workshop should be held soon if there is to be any action taken to address the
issue this year. It was agreed the workshop will be held on April 13, 2007, at
6:30 p.m. in the rec room. Management will post notices on all unit doors
and a newsletter will be sent to all owners
notifying them of this very important workshop. With no further business to
discuss, Jean Deck motioned to adjourn the meeting at 8:44 p.m. Gerry Burke
seconded the motion, all were in favor.
Respectfully Submitted,
Karen M. Auth, LCAM 28323,
Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board
President
LANDSCAPING REPORT
For March 16, 2007 Board Meeting
This report includes information since the January 19,
2007 report.
1. B & R Pest Control did the regular
insect and weed control application.
2. Hugh has pulled the vines off the
sea grapes at the south end of our dunes a second time. This is the only area
that needs it done.
3. Rich and Phil moved some sprinkler
heads that were too close to the hibiscus hedge.
4. Brian Lund (1304) donated a Lady
Palm which we planted in front of building one. He also donated two
Mother-in-Law plants which I am going to try in the small planter between
building 1 & 2.
Work performed since last report
1.
Normal grass maintenance was performed. Dann is now cutting the grass
every otherweek. This will continue through the winter.
2.
Weeds have been sprayed throughout the property
3.
Flowers and grassy plants have been planted around the new fake rock in
front of building 1.
4.
Replaced two bushes in hibiscus hedge.
5.
Trimmed asparagus ferns.
6.
Replaced ligustrum around pool where they has died.
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 oyster plants off driveway.
4.
Dig palm tree out of fence line south of bldg. 4.
5. Replace three ixora at main
entrance by garage C.
Items to be discussed at March
board meeting
None
Landscaping Committee
Sharon Barrett Bosek
Jean Deck
Barbara McPeek
Joann Smally, chairman
|
End of March 16
Board Meeting Minutes |
CANAVERAL SANDS ANNUAL MEMBERSHIP MEETING
February
16, 2007, in the on-site rec room
1.
Call to order
The Meeting was called
to order at 6:30 p.m. by Chairperson Ed Smally.
2. Appointment of Impartial Committee to Count Ballots
The Chair asked for
volunteers to count ballots. John Tricard, Dave Smith and Linda Rhinesmith
volunteered to count the ballots.
3. Collection of Ballots Not Yet Cast
Ballots of members
attending the meeting were collected when they entered the meeting room. These
ballots and the proxy ballots were given to the ballot committee. The ballot
counting committee was requested to begin the counting of the ballots.
4. Proof of Notice
of Meeting
Management reported
the agenda and 30 day notice of the meeting was mailed to all owners on January
16, 2007 and the agenda was posted on the property, same day.
5. Certification of Proxies and
Establishment of Quorum of Members
Management reported there were 46 unit
owners represented by proxy and 23 unit owners attending in person. This number
exceeded the 60 unit owner requirement for establishing a quorum for the
meeting.
6. Approval of Minutes from the February 17th,
2006, Annual Meeting
The Chair asked if any owner or Board
member had objections to the minutes produced from last year’s annual meeting.
No objections were heard. Unit owner Joan Rand motioned to approve the minutes
of the February 17, 2006 meeting. Unit owner Kim Smith seconded the motion. All
were in favor.
7. Reports of Officers
a. President’s Message
(Report has been filed with the minutes.)
Ed Smally gave owners time to read the President’s message handed out at the
meeting. The content of the message included the following key points:
§
With the aging of the
buildings it is known that repairs will need to be made in the foreseeable
future for items like elevators, roofs, cement repair, painting, the fire alarm
system, etc.
§
Full reserve funding and
preventable maintenance is necessary for good condo maintenance.
The Budget Committee and the Association has realized this and is
working in the direction of full reserve funding. There were almost no reserves
10 years ago. The Association is also taking a more proactive role in performing
preventative maintenance.
§
Unpredictable structure and
non-structure related items occur from time to time, like the $19,000 expense
for the new backflow valves last year and the large increase in insurance
premiums.
§
As Canaveral Sands becomes
more popular, people problems have been increasing. What can be done to resolve
these problems will depend on owner’s interest and participation in the spring
workshop(s) as well as owner participation
in any solution.
8. Reports of Committee
a. Finance Committee
Harold Fletcher remarked there were two
significant events that have impacted the financials; the hurricanes and the
damages which resulted from them and the increase in the insurance premium. The
insurance premium this year was in excess of $100,000 dollars and therefore an
increase in association fees was required in the operating budget. He informed
the owners the financial records were turned over to the CPA on February 16th
to start the 2006 audit.
b. Landscaping Committee
(Report has been filed with the minutes.)
Joann Smally referenced the two major projects completed by the committee this
past year. These included the planting of new palm trees at buildings 3 and 4
and the re-landscaping of the area between buildings 1 & 2 after the new
standpipe system was installed. Unit owner Carol Martone thanked the
Landscaping Committee members for their outstanding work. An owner asked who
was currently on the Landscaping Committee. Committee members were identified
as Joann Smally, Jean Deck, Barbara McPeek and Sharon Bosek.
9. Owner Forum
a. Budget:
One owner
wanted to know if members or the Board voted on the annual budget. The answer is
the Board because they have the fiscal responsibility for the association.
However State Statute 7:18 describes under what conditions owners may challenge
the budget. The Statute can be found by visiting the RDI website
(www.recconcilabledifferences.net)
and finding the link to Florida Statutes 718.
There was a discussion about the
amount of increase of the budget this year. It was explained that the insurance
increase alone would have increased condo fees $61 a month and that the
operating non-insurance part of the budget increased 6.2 % in 2007 ($16.27 per
month), which would normally have resulted in a $77 increase in condo fees. The
Budget Committee reduced that amount to $45 per month by reducing the amount
that normally would go into the reserves. They felt that could be done this year
because (1) the association received an unexpected $95,000 from hurricane
insurance (after much communication with the insurer and a second damage
estimation) and (2) approximately $100,000 was saved by waiting 1 ½ years to
perform some of the hurricane repairs.
b. Shutters
The subject of allowing owners to
install wraparound shutters as an option was brought up. The chair mentioned
that this topic had been discussed in detail in workshop meetings and board
meetings in 2005 and 2006. The Board, at the last of those meetings, agreed with
previous boards that only roll down shutters were the best for Canaveral Sands.
Minutes of all the meetings can be found on the RDI website for Canaveral
Sands.
c. Landscaping
There were suggestions from owners in
regard to types of flowers and hedges that should be planted at Canaveral Sands.
The President said that it is understood that different people have different
preferences in regard to landscaping, which is why a committee is given the
responsibility of deciding what to plant. It is felt this committee listens to
inputs received from owners through management and works well together as a
group. The chairperson of the committee explained the rational for the hedges
and flowers planted, which involved salt tolerance and wind tolerance.
The question of planting vines to
grow on the fences to improve the looks of the fence was discussed. One reason
for not doing this is because all our fences are in windy areas and the weight
of the vines in a high wind could pull the fence down as the fence posts
deteriorate. Another reason on the East (ocean) side is that vines would impair
the view of the ocean for 1st floor owners.
d. Dunes
There were complaints about the sea
grapes looking like sticks this winter. The President agreed and explained how
this happened. The company that had been cutting the dunes was first asked to
cut the dunes in the late September early October time frame. This company was
repeatedly asked for weeks to cut the dunes before someone else was found who
was willing to cut them (not everyone wants to do this work). Cutting them so
late in the year does not allow new growth before the cool weather arrives, thus
the stick appearance. The person cutting the dunes now is doing a good job and
has promised he will be available in the September/ October time frame this
year.
There were complaints about the
pretty flowers on top of the sea grapes in front of building 3 being removed.
These flowers are attached to vines that are on top of the sea grapes. There
have been complaints in the past about the vines killing the sea grapes which
are known to be protection against water intrusion during hurricanes. Thus the
vines were pulled up. This is another case where it is not possible to please
everyone so the decision is made on the side of safety.
10. Unfinished Business
The Chair reported there was no unfinished
business from the annual members’ meeting of 2006.
11. New Business
a. Voting Results on Amendment Change
Management reported the Association
received only 69 votes, all positive in favor of amending the documents to
remove the certified/return receipt mailing requirement for the 1st
notice of the annual meeting. Unfortunately a 2/3 vote or 79 positive votes
from the membership is required to pass this amendment to the documents.
b. Voting Results on Board of Directors
There were seven owners running for the 5
open Board positions. Management announced the results of the five highest
scoring candidates for the Board as follows: Christine Anderson 56 votes, Edwin
Smally 54 votes, Gerald M. Burke 52 votes, Barbara McPeek 50 votes and Jean Deck
43 votes.
12. Presentation of New Board Members
The 2 newest Board members (Christine
Anderson and Gerald Burke) were introduced to the owners. Ed Smally thanked
Jerry Beaumont for his past years serving as a Board member. He remarked that
Jerry was extremely instrumental in several key decisions made by the Board
including the hiring of Reconcilable Differences, Inc. as the Association’s
Management Company and the hiring of the Association’s current legal firm.
Without Jerry, he believed the Association would not be in as good a position as
it is at present.
13. Adjournment
With no further business to discuss, the
meeting was adjourned at 7:36 p.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 16, 2007,
in the rec room.
1. Call to order
The meeting was called to order by Ed Smally at 7:37 p.m.
2. Election of Officers
Ed Smally remarked he would be willing to serve as Board
President for another year. Gerald Burke motioned to nominate Ed Smally as Board
President. Barbara McPeek seconded the motion. All were in favor. Jean Deck
nominated Christy Anderson to the position of Vice President. Christy accepted
the nomination. Gerald Burke seconded the motion. All were in favor. Ed Smally
nominated Jean Deck to the position of Secretary. Jean Deck accepted the
nomination. Barbara McPeek seconded the motion All were in favor. Ed Smally
commented that Harold Fletcher has always been appointed as Finance Officer and
asked whether the new Board was in favor of continuing in this manner. Jean
Deck motioned to appoint Harold Fletcher as Finance Officer. Barbara McPeek
seconded the motion all were in favor. Harold accepted the appointment.
Before closing the meeting, Ed Smally informed the Board
members of a recent concrete problem found in unit 3401. The repair proposal
will be discussed at the next Board of Directors’ meeting in March.
3. Set Next Meeting Date:
The next Board meeting is currently scheduled
for March 16, 2007 at 6:30p.m., in the rec. room.
4. Adjournment
There being no further business to discuss, the meeting
was adjourned at 7:53 p.m.
Respectfully
Submitted,
Karen M. Auth , LCAM
#28323, Reconcilable Differences, Inc
Ed Smally, Canaveral
Sands Board President
President Ed Smally called the meeting to order at 10:30 AM in the rec room.
Board members present were Ed, Jerry Beaumont, Jean Deck and Barbara McPeek.
Other unit owners attending the meeting were Christine Anderson and Harold
Fletcher. Also attending, Karen Auth from Management.
The
purpose of the workshop was to select a company to install and monitor a Fire
Alarm Monitoring System as directed by the City of Cape Canaveral Fire Marshal.
Proposals from 3 companies were obtained (They are CFS Industries, Inc.,
Sonitrol of Florida East Coast and Beacon Security LLC). The cost of each
company for installation of the monitoring system, the monthly cost for
monitoring, the yearly cost for testing & inspecting the entire fire alarm
system and the maintenance and repair costs if there are problems in the fire
alarm system are shown below.
Installation
monitoring test & inspection maint/repair
CFS
$1,500
$140/month $2,100/year $75/hour
$1,680/year 1&1/2
overtime
Sonitrol $2,075
$180/month $920/year $84/hour
$2,160/year 1&1/2
overtime
Beacon $2,554.23
$120/month $568/year $75/hour
$1,440/year
$75/h overtime
All 3
companies would be installing a Silent Knight 5104 dialer/communicator in
buildings 1, 3 & 4 and would reprogram the main program chip in the panel in
building 2.
All 3
companies monitor a signal from each building that tells them that it is from
Canaveral Sands and what building it is from. They then call the fire station
and give them that information. The fire station then sends a truck to that
building on our premises.
Canaveral Sands is required to give the monitoring company the names and phone
numbers of 3 persons that can be called when there is a fire alarm. This is so
one of them can meet the fire department personnel when they arrive on the
premises.
The
association is required to pay for 1 direct and 1 shared phone line per building
to support the monitoring system. Karen Auth (Management) supplied the following
information about the cost of these phone lines, which she obtained from Bell
South.
·
We are currently paying $233.24 per
month for the two elevator lines and the maintenance line. Karen told the Bell
South contact we would need 4 additional lines and if possible, we would like to
share the existing elevator lines to become the back up for the fire alarm
system. The Bell South contact said that would not be a problem. She
recommended we combine billing and accounts and offered us a package deal of
$248.64 per month. She said this includes the FCC charges and taxes. We would
have to sign a (3) year contract. In addition, she said she would waive
installation fees, credit our account for $150.00 for adding the new lines to
the account and also give us a shoppers’ reward credit of $100. This is a
significant price break for us and not much of an increase for the operating
account.
There
was considerable discussion by all present about which company to use. All 3
companies would be installing the same monitoring devices and would be supplying
the same monitoring service. Thus the decision came down to costs. It was
decided to go with the lowest cost over the long term. Since the monitoring
devices are the same for all companies, it was felt a change in companies could
be made at any time. Jerry Beaumont made a motion to select Beacon as the
company to install the monitoring system and to monitor it as well as performing
the yearly testing/repair of the entire fire alarm system. The motion included
signing a 3 year contract with Bell South for $248.64 a month for the existing
elevator lines and the phone lines for the fire alarm system. Barbara Mc Peek
seconded the motion. The motion passed unanimously.
On
another subject the President told the Board that the owner of unit 3-103 has
been sent 3 notices from the association (the last one certified) that their
shutter housings are in terrible condition and something had to be done. Finally
our attorney sent a certified letter. There has not been a response to any of
correspondence and the association does not have a phone number to call. The
board after looking at the condition of the shutters agreed to tell our attorney
to file for arbitration on this matter.
Karen M. Auth, LCAM 28323, Reconcilable Differences, Inc.
Ed
Smally, Canaveral Sands Board President
| End of February 7
Workshop Minutes |
1. Call to order
The meeting was called to order at 6:30 PM by President Ed
Smally. Vice President Jerry Beaumont, Secretary Jean Deck, and Director Barbara
McPeek were also in attendance establishing a quorum for the meeting. There
were 10 owners in attendance at the meeting and Karen Auth, from Reconcilable
Differences, Inc. was also in attendance.
2. President's Message---Ed Smally
Information from the Space Coast Condo Association’s
December meeting about the care of aging condominiums is on the table in the rec
room on the pool side between the 2 sliding glass doors. This important
information should be of interest to all owners. Please take a copy.—The
Association has identified repair work to be done on building 4 before it is
painted this year. Most of it is the association’s responsibility. However,
owners will be told if repairs are required that are their responsibility.—Human
feces has been found twice in the pool lately. In addition it has been reported
that someone washed their dog in the pool. The pool had to be closed after those
situations for sanitary reasons. Maintenance will be directed to add information
that an unsafe condition exists on pools closed signs and to lock the pool gates
with chains. There is a $37.50 service cost to get the pool safe for swimming
every time one of these unsanitary conditions happens. Please report pool
violations like these to management and try to get name(s) and unit #(s) of
person(s) involved in these violations.—The Board would like to thank the lady
resident that picked up the flag that was on the ground because of a broken rope
and gave it to the president.—The rec room is presently being used every
Wednesday evening to pay cards (euchre) starting at 6:30 PM. All residents are
invited to play.
Approval of Minutes, November 17, 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
The Treasurer and Finance Committee Chairman, Harold
Fletcher, informed the Board that the Finance Committee had met earlier in the
day to review the end of year financials. It was their opinion the Association
ended the year in good shape financially.
5. Management Report/Unfinished Business – RDI
a. Financials:
Management reported the Association ended the year
tracking close to budget in all categories except insurance. Payroll expenses
were slightly under budget due to Phil’s retirement to a part time position
earlier in the year. Maintenance expenses were also slightly under budget.
Utility expenses were slightly over budget at year end, primarily in the
categories of water and sewage. The operating account balance as of year end
was approximately $84,000. This includes Special Assessment monies. The reserve
account balance was approximately $312,000. Accounts in arrears on payments of
assessments for the month totaled approximately $6,600. One unit owner account
has been referred to the Association’s Attorney for collections and two of the
outstanding accounts have been paid in full through January 31, 2007.
b. Special Assessments:
Management informed the Board that the Association has
received a credit from our property insurance carrier in the amount of
$11,748.83. This credit was due to the carrier requiring us to value the
property at a higher rate at the time of renewal until a current appraisal was
received to confirm the value. The appraiser valued the property at $20 million
dollars and the insurance carrier valued the property at $24 million. The
credit will be applied to the outstanding insurance premium balance and the
Association should expect to see adjustments in the monthly payment amount soon.
Building structure information has been sent to the insurance company in the
hope that further monetary credit can be obtained.
c. Status of the Special Assessment:
Management reported there remained $10,000 dollars in
unpaid special assessments as of the end of December. Management did send out
reminder notices to all accounts unpaid on December 21st. There was
some response to these notices. In November the Board agreed to not begin
applying interest assessments to those accounts that remained outstanding but to
wait and evaluate the situation after the first of the year. After discussion on
this matter and a general agreement amongst Board members that owners have been
given ample time to pay this special assessment, Jerry Beaumont motioned to have
Management send a final reminder to these owners informing them that interest
charges will be assessed against their accounts if the special assessment is not
paid in full by February 1, 2007. Jean Deck seconded the motion. All were in
favor.
d. Status of Audit:
Management reported having spoken to the auditor and he is
more than happy to begin the audit early but his preference would be to wait
until all of the financials for January are completed and he is assured that any
checks outstanding from December have cleared the bank. As bank statements for
January will not be received until the 10th of February, Management is
anticipating January financials to be completed around the mid February
timeframe and all records will be turned over to the auditor at that time.
Harold Fletcher, chairperson of the finance committee, agreed with Management
and the auditor’s opinion and his recollection from past audits was the process
did not start until the mid February timeframe.
e. Status of amendment change for membership meeting:
The change to the documents to eliminate the certified
mail with receipt requirement in the 1st mailing of the membership
meeting notice has been sent with the 2nd notice of the membership
meeting. This requirement costs the association $501.50 this year. The amendment
change requires a 2/3 vote of the entire membership so please send in your vote.
Yes is for the change.
f. Condo Maintenance:
Management reported in addition to normal routine
maintenance, onsite maintenance completed the final inspection/walk through of
building 3 with the painting contractor and has also completed an in-depth
evaluation of the repair requirements for building 4, in preparation for
painting this building later in the year. Ed Smally added that Phil has
installed a new light at the NE corner of Garage D and FPL has installed a new
light on the utility pole just north of the main entranceway. Ed remarked Phil
handles many of our small electrical repairs saving the Association the costs of
having to hire an electrician to do this work. Phil added there are plans to
purchase some new lights for the trash chute areas in building 4 and both he and
Rich are working to make some of the sill repairs needed in building 4 in
preparation for painting the building.
Jean Deck informed the Board that after receiving the
letter notifying building 4 owners of the problems discovered with sliding door
tracks, she contacted twelve window and door contractors to find out what could
be done to assist the owners in resolving this problem. Only 3 contractors
returned her call. Phil mentioned one of the owners had solved the problem by
filling the area with some type of two part epoxy product. It was not known how
this solution has held up over time. Ed, Phil, Jean and Management made plans
to visit this owner’s unit next week to view the process used and to see how it
has held up. Jean will provide Management with her 3 successful contacts and
Management agreed to take follow-up measures.
6. Landscape Committee Report – Joann Smally
a. Report is attached to the file copy of the minutes:
Joann reported having conferred with B & R Pest Control
and Dann Collins, the lawn maintenance contractor, on the condition of the sago
palms. Two of the palms have come back with new growth while the remaining
palms have not. She was assured that all of the sagos are still alive and only
time will tell if all of them will respond with new growth. She has asked B & R
Pest Control to retreat all of the sagos with the treatment recommended by
Florida’s Extension Service.
7. Other unfinished business:
a. Painting of building 3:
The President reported this project as having been
completed. He remarked there were 3 owners who chose not to respond to the
Association’s request to paint and/or repair their shutter housings. After two
letters were sent by Management with no response from the owner, a third letter
was sent from the Association’s Attorney. Management has heard from one of the
three owners and they have agreed to take steps to have their shutter housings
painted. Ed further commented that two of the shutter housings in need of
repair were located directly over the pool deck area. The housing was breaking
away from the fasteners attaching it to the wall and it was deemed a safety
hazard to owners using the pool. The Association directed the painting
contractor to make repairs to this housing and has billed the owner for the
repairs. The alternative would have been to close down the pool area. Owners
should understand that any approved addition they make to the common or limited
common elements is their responsibility to maintain, in both appearance and
operating condition. It is the Association’s responsibility to make sure owners
perform the required maintenance.
8. New Business:
a. Fire alarm system repairs:
The Fire Inspector visited the property in December.
There were two major items identified in his report. The first item was the
presence of gas grills on the balconies The Association posted notices on all
bulletin boards in December notifying owners the city does not allow gas grills
on balconies. The second item of significance in the report stated the fire
alarm control panels must be connected to a monitored system. Management sought
proposals from three contractors and Ed Smally had summarized the results of
those proposals for the Board members. As is usual with original proposals from
different contractors the information in the 3 proposals was not the same.
Management will be working on getting important proposal information identical
from all 3 contractors so the Board can make an intelligent selection for the
best monitoring system for Canaveral Sands.
b. Painting building 4 and garages
A summary of costs from the painting proposal were
presented to the Board for consideration. The cost to paint building 4 will be
$29,226 dollars and the cost to paint the exterior of the garages will be
$6,980. There would be some additional costs added to this expense to have the
contractor also paint the new downspouts and new collector boxes on building 4.
This work will be done on a time and materials basis.
Ed Smally reported that there will be sufficient funds in
the painting reserve fund to paint building 4 and all of the garages but not the
garage doors in 2007. The cost to paint the garage doors, excluding those
already replaced in garage C will be $8,025. Ed said there are enough funds in
the garage door replacement/repair reserve to paint the doors in 2007 as well
and asked for the Board’s opinion. Jerry Beaumont motioned to approve the
painting of building 4, all of the garages and the garage doors in 2007 using
money in the painting reserve for building 4 and the garages and money in the
garage door replacement/repair reserve to paint the garage doors. Barbara
McPeek seconded the motion. All were in favor.
c. Gates to ocean
The gate posts have rotted through at the bottom and
although temporary repairs have been made, they will not hold up over the long
term and the gates and supporting sections of fence at both beach entrances
needed to be replaced. Rich has designed a new gate system that will help to
keep people from climbing over the gate and fence. Management had requested
proposals from three contractors. The prices received from the three
contractors were $4,380 dollars, $4,830 dollars and $6,880 dollars. It is
believed all 3 contractors are equitable in work to be performed and product
(commercial grade), therefore there was no need to not go with the lowest price
proposal. Barbara McPeek wanted assurances the new gate system would not allow
the gate to be opened more than one way and it was agreed to put this feature
into the contract. Jean Deck motioned to accept the proposal from East Coast
Fence, in the amount of $4,380, for the replacement of the gates and fencing at
the north and south beach access areas. Jerry Beaumont seconded the motion. All
were in favor.
d. Elevator door frame coverings
The frames around the elevator doors are constantly being
damaged by carts, construction material, etc. Management located a manufacturer
who makes a product to cover the edge of the frames and maintenance is going to
try to custom fit these covers for our needs. Maintenance will test the
product’s use on the first floor elevator door frame in building 3 since this
door frame was recently painted and very little prep work will be required. If
the test proves to have positive results the Board will have maintenance install
these covers on all elevator door frames.
e. Grocery carts
The existing carts are starting to have problems. The
material for the wheels is simply falling off the wheels. Some of the wheels
are permanently mounted to the cart and therefore cannot be taken off for repair
by onsite maintenance. Management sought proposals for new carts. Management
reported the majority of vendors have the same make and model of carts. The
proposal presented to the Board was the lowest priced contractor and was the
model cart recommended as an equitable replacement to the existing carts by
onsite maintenance. The cost for each cart was $122 dollars. Management
reported having received a quote which included shipping costs bringing the
total purchase for four new carts to approximately $685.00. Board members
believed the carts were an essential and heavily used item by owners and should
be kept in operational order. Barbara McPeek motioned to approve the purchase
of four new carts at a price not to exceed $700 dollars. Jerry Beaumont
seconded the motion. All were in favor. Management agreed to try and locate a
supplier closer to our area in an attempt to save some money on the shipping
costs.
f. Unit 2402 approval of sliding glass doors
A contract for the installation of new sliding glass doors
received from Fountain Window and Doors was presented by Management on behalf of
the owner. Jerry motioned to approve the installation. Barbara McPeek seconded
the motion. All were in favor.
9. Adjournment:
With no further business to discuss the meeting was
adjourned at 8:17 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
LANDSCAPING REPORT
For January 19, 2007 Board Meeting
This report includes
information since the November17, 2006 report
B & R Pest Control did the regular insect and
weed control application. He is going to do another special three part spraying
job on our sago palms since they are putting out new fronds. He and Dann both
think that the Sagos that still have no leaves are alive and will put out new
fronds in the spring if not before.
Dann has recommended
that we have the vines pulled off the sea grapes at the very south end of our
dunes a second time. This is the only area that needs it done. He also
suggested we put down sod behind bldg. 1 where there is a large bare spot.
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.
3. Dune crossovers and fence lines have been trimmed and
sprayed.
4. Small hibiscus trees have been trimmed.
5. Mulch has been spread around new palm trees and stakes
have been removed from around them.
6. Petunias have been planted under main entrance sign,
under the Christmas palms, and at north end of garage C.
7. Oleanders in front of bldg, 2 were trimmed.
8. Hedges at main entrance trimmed. Scheffelera by garage
C trimmed back to allow room for Ixora to grow.
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. Plant flowers around new fake rock.*
4. Add a few more
petunias to flower beds.
5. Trim oyster plants off driveway.
6.
Dig palm tree out of fence line south of bldg. 4.
Items to be discussed at January board meeting:
None
Landscaping Committee
Sharon Barrett Bosek
Jean Deck
Barbara McPeek
Joann Smally, Chairman