November 9 Board Meeting Minutes
October 19 Board Meeting Minutes
September 21 Board Meeting Minutes
CANAVERAL SANDS BOARD OF DIRECTORS MEETING
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
![]()
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
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
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
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
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
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
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
Respectfully Submitted,
Karen M. Auth, LCAM 28323, Reconcilable Differences, Inc.
Ed Smally, Canaveral Sands Board President
| End of June 15, Board Meeting Minutes |