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CANAVERAL SANDS CONDOMINIUM ASSOCIATION

Minutes of the Board of Directors Meeting

December 19, 2008

 

1. Call to Order & Establishment of Quorum of Directors:

The meeting was called to order at 6:30 pm in the on site rec room.  In attendance were: President Jerry Beaumont, VP Carole Martone, Secretary Jean Deck, and Board Member Barbara Mc Peek. Co-VP Christy Anderson could not attend, but a quorum was established. Michelle Dugan represented the management company, Reconcilable Differences.  Thirteen owners were also present.

 

2. President’s Message:

Over a period of many months your Board has wrestled with the question of cement repairs to your homes. These discussions were held with consultants who made surveys of the buildings and provided guidance as to the condition of them.  It is apparent from their tests several areas of deterioration have been identified. To rectify that situation the consultants were instructed to detail the needs both in illustrations and in writing with the view towards letting for bids.  All of this preliminary work has been accomplished, workshops have been conducted and four firms have submitted their offers.  Tonight your elected Board must make the difficult decision regarding going forward with this project.  Your Board solicited information regarding the effect of delaying the project for another year which, when examined, would result in an almost doubling of the costs involved.   It is therefore apparent that any decision is going to result in a Special Assessment the amount of which would be entirely dependent upon whether we go forward now or delay.  Your Board is cognizant of the fact these are difficult times, additional financial burdens are repugnant, however, I intend to request your Board go forward with the project in its entirety and vote to accept the bid most advantageous for us. As always your views are respected, please keep to the general rules as previously stated:
1. Speakers will identify themselves and their unit number for the record.
2. Each speaker will limit comments to three (3) minutes.
3. Speakers will alternate between pro and con. Should there be only one view expressed, speakers will be invited by your President.
4. Please maintain a high sense of courtesy towards speakers and each other. Robert's Rules are the basis of conduct for your Board Meetings.

 

3. Approval of Minutes from the November 21, Board Meeting:

Jean Deck motioned to accept as written the minutes of the November 21, 2008 Board meeting. Carole Martone seconded the motion.  All were in favor.

 

4. Management Report/Unfinished Business: 

a. Financials: Michelle reported that for the 11 months ending November 30, the Association has $325,562 in the Reserve accounts, which are broken into 14 line items for future repairs. We have used all fence, pool and garage reserves, along with a large amount of the miscellaneous deferred maintenance line. We do have 6 units in arrears, but only one of those is more than 30 days late. Year to date, we have received $13,000 more than we have expensed for the year.

b. Asphalt Repair between Garages: Since the roof repairs are almost complete, the asphalt repairs now need to be made. Barbara McPeek made a motion to accept the asphalt bid of $700.00 from East Coast Asphalt. Carole Martone seconded it, all in favor.

c. Car Stop Repairs/Replacements: Asphalt Inc delivered an additional 15 car stops but never came back to paint them or re-paint those under warranty. We have not paid the bill for the extra car stops and manager recommended we have the work done by another contractor and if Asphalt Inc requests payment, we will reduce the bill by the cost to complete their warranty work. The Board also wanted the parking stops in front of the buildings to be stenciled with “Front In Only”, which is a rule of the Association that is often broken. Bids will be obtained.

d. B & R Pest Control: Manager was asked to obtain bids for bi-monthly pest control and for only exterior pest control with inside spraying only as specially requested. A majority of the Board and the audience felt monthly interior spraying is why we do not have a problem, so the bid was not discussed and this topic dropped.

e. Insurance: (HO6 & Flood Zone updates):  Manager stated that a resident in Building 3 was required to obtain an elevation survey in order to apply for flood insurance. It was found that Building 3 is in an AE flood zone. The Association, however, is grandfathered-in” at the “X-zone” rate, and is not required to obtain an elevation certificate.

Florida Statute changed as of January 2009 to require that ALL UNIT OWNERS have an “H06” condo policy. This covers owners’ personal belongings as well as carpets, wall coverings, cabinets and appliances, which the Association is not responsible for. This H06 insurance also requires the policy to have a minimum $2,000 “Loss Assessment coverage” which would help the owner pay for an assessment to repair after a catastrophic event. The Association should be listed as an “additional insured” on the policy and a certificate of insurance needs to be mailed by the INSURANCE AGENT to the Association, care of the management company.

f. Elevator Issues: We have had issues with the consultant hired to evaluate the elevators and help us fulfill the state-mandated upgrade requirements. They seem to be more interested in showing us how much they know rather than helping to obtain costs and contractors with detailed specifications. Additional consultants were found and bids will be obtained for their services. Once the upgrades are completed, we will need the consultant’s services to write up a monthly maintenance contract and ensure it is followed.

g. Concrete Restoration Revised Bids: After the workshop meetings with two concrete contractors and the engineer, more questions were asked and both those companies revised their bids. When a third, local company that has done work for this Association found out how high his bid was, he also asked to revise it and now his prices are very competitive. Concrete Restoration, Inc’s bid is $266,371. South East Restoration’s bid is $264,676 and Flores Hager is at $269,916.00. The Board will discuss these bids later in the meeting.

 

5. Reports:

a. Landscape Committee - Joann Smally:

The Landscaping Committee met with Jeff on December 9th to review what needs to be done during the winter.  Jeff is willing to spend extra time and Joanne will send him e-mails in advance to inform him of what needs to be done. Jeff thinks there are several areas that are routinely getting too much water, so he will meet with Rich to see if they can reset the sprinkler times in those areas. Jeff will continue to mow the lawn every other week through the winter.  The hibiscus hedges in front of garage C, by garage D, and at the end of building 4 seem to be improving. Rich has moved the sprinklers out from under the bushes and Jeff has trimmed off the dead and diseased portions. Bruce from B&R has fertilized. Some of the bushes may need to be replaced, but the committee is trying to save as many as they can. 

b. Social Committee – Barbara McPeek:

Barbara reported that the Christmas tree trimming party was well attended and a resident donated a wreath for the rec room. There will be a Welcome Back Party on Saturday, January 10th, which all residents are invited to attend. Euchre will be held every Wednesday evening at 7:00 p.m. with a cost of $3.00 per person. Josie will design the flyers and manager was asked to make Euchre stickers for the calendar so everyone can see when the rec room is reserved.

c. Hurricane Shutters Committee – Carol Martone:

There is nothing new to report at this time. This discussion was put on hold until next year.

d. Contract Administration Committee:

Resignation and Need for New Chairman: Chairman Ed Smally has resigned his position and a new chairman is needed to head the Projects Committee. It is important that this person live full time at the condo. No one volunteered at this meeting, although a couple owners were willing to serve on the committee. As of November 21st, thirteen projects had been completed this year.

e. Garage Roof Replacement Updates:

There was a concern about “ripples” in the garage roof and an uneven look that might hold water. The roof consultant was aware of this and called the material manufacturer out to inspect. It was found that these roofs were not built as well as the northern garages and in order to have a smooth surface a whole new truss system would have to be installed, which would cost more than the roofs. The consultant felt the roof was strong and correctly installed and the manufacturer agreed to uphold the 20 year warranty since the “48 hour ponding rule” was not breached.

f. Elevator Inspection Reports / Upgrades:

Discussed above.

g. Concrete Restoration:

CRI came out and repaired the broken step in the 4th building. They then came back at no charge to repair the step when someone walked on it before it was dry. Now, they have a competitive bid on new concrete restoration work and are willing to do their warranty work in January whether they are awarded the contract or not. Many residents had called or e-mailed concerns about starting this restoration work in the “high season” and yet others stated that summer is also a busy time and it also is the rainy season which would slow the work and spread out the inconvenience. All agreed there is no “good time” to start this work. Starting in January of 2008, people were complaining about concrete falling, cracks appearing and columns crumbling. Steel rigging has been installed to keep balconies safe in Building #2 since March. The reports written by the engineer say the damage progresses exponentially with every month the work is put on hold. The bids received are based on damage found in April; there may be much more than that even now, and the longer we wait the more expensive this job will be.

 

6. New Business:

a. Approve Contractor for Concrete Restoration:    

After much discussion and input from the audience, Jean Deck motioned to hire Concrete Restorations, Inc at $266,371 for the basic contract, with the option of 10% off the unit cost for any extra damage repairs that are found once the work is underway. Carole Martone seconded this motion, all in favor.

b. Approve Mailing of Special Assessment Notice to Owners:    

With the initial contract price, the engineer’s reports and oversight, and an expected 10% overage on the work to be done, the estimated cost of this project will be $325,680.00. This would equal $2,760.00 per unit. The Board in a majority wanted to give as much time to pay this as possible, but making sure we have enough to pay each approved draw as billed. Since the work should commence in early February, after all permits are received, the Board believes the first payment will be needed in February. Some of the audience stated they would pay the whole assessment up front, so this will help with cash flow. Therefore, Barbara made a motion to mail out the Special Assessment notice to the owners, to have the meeting on Friday, January 23rd, at which time the Board will vote on a Special Assessment that will probably equal $2,760.00 per unit, to be paid over six months at $460.00 per month. Jean seconded this motion and the Board members all voted in favor of this motion.

 

7. Owner Input:

Mr. Smally wanted it stated for the record that correct Parliamentary Protocol was not followed at the November 21st Board meeting. He felt that treatment of owners was selective and he was not given time to say what he had prepared at that meeting, being interrupted by other owners with no support from the Board. This is why he resigned from the Major Projects Committee. The Board did thank him for all his years of help to the Association. His letter is attached to the (print version) master copy of these minutes.

 

Mr. Beaumont supported a “3-minute” rule for residents who wish to speak on any subject. He asked that people to be courteous and concise in their opinions.

 

8. Set Next Meeting:

The Special Assessment meeting will be held the FOURTH Friday of January, the 23rd, at 6:30 pm. The notice and agenda will be mailed to all owners more than the minimum 14 days before the meeting that is required by Florida Statute, to prepare them for the needed costs.

 

9. Adjournment:

There being no further business, the meeting adjourned at 7:52 pm. 

 

Respectfully submitted,

 

 

Michelle Dugan, Manager, LCAM, CMCA, AMS

Jean Deck, Secretary, Canaveral Sands Condominium Association

 

 

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

Minutes of the Board of Directors Meeting

November 21, 2008

 

 1. Call to Order; Establish Quorum of Directors:

The meeting was called to order at 6:30 pm in the on site rec room.  In attendance were: President Jerry Beaumont, Co-Vice President Christy Anderson, Secretary Jean Deck and Board Member Barbara McPeek. Although Co-Vice President Carol Martone could not attend, a quorum was established.  Michelle Dugan represented the management company, Reconcilable Differences. Eleven owners were also present.

 

2. President’s Message:

The primary goal of this meeting is to discuss, revise (where appropriate) and approve the 2009 Budget. I am sure you will note that the Operating Fund section of the Budget is ($23, 274.00) TWENTY-THREE  THOUSAND SEVENTY- FOUR DOLLARS less than the estimated year end position of 2008.  It is your Board's responsibility to maintain the integrity of the structures and establish budgets which provide funding for that purpose. No one on your Board delights in raising fees or imposing Special Assessments, however there are times when this may become necessary. As we 'perfect' the 2009 Budget we need to remember that nothing of value is gained by losing our ability to be courteous.  It is in that light I request those who wish to address your Board observe the following:  

 

1. State you full name and Unit number for the record.
2. Limit your comments to a (3) THREE MINUTE time frame.
3. Comments pro and con will alternate, or, if there are comments only on one side of an Issue, the Chair will indicate the next speaker.
 

Your Board appreciates your coming to meetings and only regrets that more owners do not attend

 

3. Approval of Minutes:

Jean Deck motioned to accept as written the minutes of the October 24, 2008 Board meeting. Barbara McPeek seconded the motion.  All were in favor.

 

4. Financial Report with Resident Input:

Harold Fletcher reported that the committee started the budget process in August with members Steve Downes, Don White and Jerry Varni. The committee’s recommendation is to increase the total monthly fee to $450 per unit per month in 2009, with $290 of that paying operating costs and $160 funding reserves. He stated that the Association cut back reserves for a few years due to sharp increases in operating costs, but the Association has depleted the roof, fence and pool accounts and almost all of the deferred maintenance reserve account.

 

A resident felt that we should not have to fund the roof reserve since all the roofs are pretty new; same with the fence. Fully-funding reserves means to place enough money in the account each year so that at the end of its life span there is enough money to replace it without asking for more from the owners.

 

Some members present felt the pool maintenance and the janitorial work should be combined and done by the maintenance man, and that we should cut one part time maintenance person as well. Others felt doing this would affect the look of the Association.

 

Another resident felt roofs were being replaced prematurely. There was much discussion about the current contract for the three roof replacements and it was discussed that these are original roofs and have been patched through the years.

 

Mr. Fernandez requested that a “Contract Committee” be set up to look over all contracts before they are signed. He was willing to be a part of that committee and train the maintenance men or volunteers to check and maintain the roofs. The Board stated that professional consultants are always used to inspect, write the specifications and oversee work done to ensure the Association is given the best of service. This segued into elevator maintenance. The Board agreed that once the required state work is done to the elevators, the consultant will be asked to write up the specifications for monthly elevator maintenance and be paid to oversee their work at least every six months.

 

Residents asked about different line items and how to cut costs; having the maintenance man do the lawn work, pool cleaning and janitorial also. Some disagreed even though all agreed we don’t like to see fees increase. Another owner said many owners are on fixed incomes and the Board needs to look at cutting costs to help them, especially with the state of the economy right now. We may have units in foreclosure that will also hurt our ability to pay the bills adequately unless we can find ways to cut costs.

 

President Jerry Beaumont stated that to lower the monthly fee from $450 to $435 would require that we take $25,000 from the budgeted items. Christy Anderson motioned to re-look at all contracts. Jean Deck stated that the budget must be approved tonight in order to comply with Florida Statute. No second. Ms. Deck said cable tv is $41,000 per month. This could be discussed and removed if enough people deem it an owner responsibility. There is a contract in place, but the Association pays $28.95 per unit while individual homeowners pay over $50.00 for the same service.

 

Manager was asked how many owners were delinquent on their fees. She said some pay a few days late, but all are current on their fees.

 

Jerry was asked how he recommended the fee be lowered. He said to take $10,000 from 2 reserve lines. When asked which ones, he said walkways & balconies. Before a second line was discussed, he was asked about an additional Special Assessment. He concurred that no matter what, there will be a Special Assessment for the concrete repairs.

 

Committee member Steve Downes stated that there were three options to discuss: One – increase to the recommended committee level. Two-leave the fee the same and form a committee to find ways to cut next years’ expenses or 3) create an intermediate amount and work on expense lines at a committee level in the new year. Mr. Fernandez agreed that new eyes on all contracts may be able to save money without compromising quality of service.

 

Christy wanted to compromise at $435 by taking money from the Operating account, not the reserves.

She wanted to look at consolidating services. Others disagreed but confirmed that any time during the year changes could be made to contracts or contracts could be negotiated to help with the 2010 budget.

 

Christy Anderson motioned to start a committee to look at all contracts and into cutting costs while approving the 2009 monthly fee at $435.00 per month. Barbara McPeek seconded. All in favor.

 

A resident thanked the Board and the Committee for their hard work on this issue, but asked why it was being decided so late in the year. President Jerry Beaumont stated that many costs were not known until recently. The elevators and the concrete costs are still being discussed. Consultants are being used and no contracts have been signed yet for those items.

 

A resident reminded the Board that they did not finish deciding how to lower the fee to $435.00 Jean Deck recommended taking $10,000 from the walkways reserve and $10,000 from elevators, since both will need a Special Assessment. Manager recommended Roof Reserves since there are a few more years before any roof will need to be replaced. Board agreed to that: Concrete walkways and balcony reserves will be lowered by $10K and Roof Reserves will be lowered by $10,000 to bring the monthly fee down to $435 per unit per month.

 

5. Set Next Meeting:

A meeting was set for the third Friday of December, December 19th, at 6:30 pm, to discuss the Concrete Restoration bids and any new developments on the elevator issues.

 

6. Adjournment:

There being no further business, the meeting adjourned at 8:20 pm. 

 

Respectfully submitted,

 

Michelle Dugan, manager, LCAM, CMCA, AMS

Jean Deck, Secretary, Canaveral Sands Condominium Association

 

 

 

 CANAVERAL SANDS - Board of Directors Meeting

October 24, 2008 – in the on-site rec. room

  

1. Call to Order:

The meeting was called to order at 6:30 pm.  In attendance were: President Jerry Beaumont, Co-Vice President Carol Martone, Secretary Jean Deck and Board Member Barbara McPeek.

 

2. Establish Quorum of Directors:

Although Co-Vice President Christy Anderson could not attend, a quorum was established.  Michelle Dugan & Melanie DeMott were present representing the management company, Reconcilable Differences. Seven owners were also present.

 

3. President’s Message:

President Beaumont opened the meeting with the following comments:

As you can see by reading tonight's agenda, we are going to primarily discuss and deal with matters pertaining to improvements to our mutual homes. These improvements range from the boundary fence to the pool to concrete repairs and elevators. I would remind you that our homes are now, in general, over twenty years old and we live in an unfriendly environment here next to the ocean.
It might be argued that your Board is spending a lot of our hard earned money and that is true.  It is also true, however, that a very large expenditure results from some form or other of government mandates.  You know, of course, that any time the government mandates something it means that we are required to adhere to them but it also means that we, not the governmental agency, has to pay for them.
No one on your Board enjoys coming to you to say we need this or that in additional monthly fees or special assessments.  Unfortunately frequently there is no choice. A prime example of what a mandate looks like is the situation with our swimming pool.  While you might think your Board undertook the refurbishing of the pool simply to make it 'pretty', such is not the case.  Following an inspection by the county’s swimming pool inspector, we were advised that the diamond shaped tiles which indicated the line of demarcation to the deeper section of the pool had to be replaced, there were objections to the ladders and the opinion of the inspector was that the bottom of the pool had to be resurfaced. We were left with no choice but to drain the pool and carry out the work as indicated.  As usual the cost was of no concern to the inspector.
We find ourselves in somewhat the same situation with our elevators. Ed Smally will speak to that subject along with others.
The bottom line is this: There will be a relatively modest increase in monthly fees for 2009 and most likely your Board will seek a special assessment.  On this latter and unpopular subject please don't ask me how much as we don't have all the necessary bids in order to determine an amount. Let me simply say it will be smaller than an elephant and bigger than a bread box.  The Board asks for your patience and understanding.  There used to be an advertisement for, I believe, oil filters, which featured a 'mechanic' stating that "you'll either pay me now or pay me later". Thank you for coming to this meeting, your Board appreciates your interest.

 

4. Approval of Minutes:

McPeek motioned to waive the reading and accept as written the minutes of the August 15, 2008, Board meeting.  Martone seconded the motion.  All were in favor.

 

5. Management Report/Unfinished Business:  Michelle Dugan, RDI

Financials: As of September 30th, the Association has $ 123,000 in the Operating fund and $ 324,900   in the Reserve Fund. Two owners are slow-payers, but at this time we are not having any real problems obtaining fees from our owners.

 

Fence Replacement: The perimeter fence replacement should be completed by the end of next month at the latest.

 

Asphalt Repair between Garages:  Both of the two bids secured were under $500 but the contractors have not yet met with Rich Keinenan.  Dugan was impressed with the $400 bid from East Coast Asphalt and recommends him.  The Board directed Dugan to have East Coast Asphalt meet with Keinenan and go ahead with repairs. 

 

Car Stop Repairs/Replacements:  The company brought new car stops, but did not complete the warranty issue of painting the older ones that are peeling. No payment will be approved until all their work is done. Reconcilable Differences will continue to contact them regarding the work that needs to be finished.

 

Pool Resurfacing Update:  It was noted that the pool and deck look beautiful.

 

Elevator Phones:  Last month the phones were fixed for one day but then needed service again.  It appears people are removing the phone from the hook in the elevator.  This outdated system needs to be replaced; it is not approved for ADA use either.  Kings III did submit a bid for updating this system.  The Board decided to wait until after the Elevator Workshop to make any decisions.

 

Bright House Cable:  A representative from Bright House asked to attend the Board meeting to present several cable option upgrades to owners.  The Board recommended the Bright House information be posted on the bulletin boards. 

 

6. Committee Reports:

Landscape Committee: - Joann Smally, Chairperson

The landscaping committee will be meeting with our landscaper in two weeks to discuss things to be done during the winter months. Hugh Young is in the process of trimming the dunes.  The large number of vines in the area in front of building 3 makes the trimming much more difficult.

 

The hibiscus hedge in front of garage C, by garage D, and at the end of building 4 drive way has not responded to treatment.  Therefore, Bruce from B & R Pest Control has contacted his chemical supplier and also Rockledge Gardens to see if they have suggestions related to cause and treatment.  He has removed one bush and taken it to Rockledge Gardens for checking.  Rockledge Gardens said it might be Nematode or Root Rot.  Because of where the hedge is located, Root Rot seems likely.  The hedge will continue to be observed. 

 

We have decided to widen the path between building 1 and 2, and the pool path so people with carts will not cut through the pool deck area or cut through the grass and kill it.  The dune crossovers have been trimmed.  A “No Carts” sign might be needed at the pool but hopefully the widening of the paths will eliminate the problem. 

 

Social Committee: Barbara McPeek, Chairperson

McPeek stated she still needed volunteers to help plan activities.  There will be a “Welcome Back” social on January 10, 2009 as well as a tree-trimming party November 30 or December 7.  

 

Hurricane Shutters:  Carole Martone, Chairperson

The Board realizes this is of major concern to residents but wants to make sure they have correct information before making any decisions.  Beaumont felt that Building Four might cause some difficulties in setting standard shutter specs because that building was constructed differently from the rest of the buildings and the shed may not be strong enough to support the shutter housing.  The Board felt it would be in the best interest of the Association to have a meeting with three different installers, but specifically NOT the salespeople. At this meeting, questions regarding actual specs to be used can be addressed.  The City of Cape Canaveral will need to approve any permit for shutters so their specifications can be added also.  Finally, the Board will need to decided what types of materials, colors, etc., will be acceptable for use at Canaveral Sands.

 

Major Projects Committee: Ed Smally, Chairman

Replacement of Garages B, D and E Roofs:  Three proposals have been received. The roof consultant and the Committee recommend that Florida Roof Systems be selected to do the work. The Committee also recommends that work be started as soon as possible this year. The contractor says he can start 1 November. Money from the roof reserve, deferred maintenance reserve and interest can be used this year to pay for the work. This information has previously been given to the Board and Budget Committee.  Martone made the motion to accept the Committee’s recommendation to hire Florida Roof System to get the project started the second week of November; McPeek seconded. Motion passed with a unanimous vote.  Smally will contact Florida Roof System.  Starting the second week of November will give RDI time to post notices regarding parking, etc.

 

Elevator repairs:  The extent of the repairs is unknown at this time. The Elevator consultant’s report left more questions unanswered than it answered. The Committee recommends a workshop with the Board and the consultant as soon as possible to clarify this situation. This situation has to be resolved soon because of a change in State Elevator Law in the near future.  Dugan updated the Board regarding the change of Florida Statutes; the permit for the repairs must be pulled by March 1, 2009.  RDI spoke to Lee Rigby of Vertical Assessment, the elevator consultants, who suggested a meeting with his partner and co-owner, Bill Strawn.  The Boards asked RDI to try and arrange for a workshop with Strawn on November 7, 2008. 

 

Concrete repairs:  Repair proposal requests have been sent to 4 contractors by our engineer. Urethane Membrane topcoat will be a separate bid from the actual concrete repairs. Because urethane membrane topcoat is an expensive cosmetic item, the Board will have to decide how many, if any, balconies will be recoated.  The Committee is currently waiting for the proposals to be returned.  Once the bids are received the Board will need to hold a workshop to decide many factors including which balconies need their topcoat replaced and not patched.  

 

7. New Business:

Budget/Finance Committee:  Harold Fletcher, Treasurer 

The Committee recommends funding more in reserves for the 2009 Budget.  This equates to $290.00 monthly per unit for the Operating Fund and $160.00 monthly per unit for the Reserve Funds for a total of $450.00 per month per unit Association fee.  This will increase the funding in the Reserves since it has been spent down over the last several years without a raise in the maintenance fee. Fletcher expressed his appreciation for the work of the Committee and the Board concurred.  When looking at the proposed budget from the Committee, Dugan suggested that $20,000 be moved from the roof fund to Deferred Maintenance because the roofs are being worked on this fiscal year and Deferred Maintenance provides more flexibility over where it is used.  Martone made the motion that the Board accept the recommendation to shift $20,000 from the Roof Fund to Deferred Maintenance McPeek seconded.  Motioned passed. 

 

8. Approval of Proposed Budget for 2009 to Mail to Owner: 

McPeek motioned that the Proposed Budget be mailed to all owners.  Deck seconded.  Motion passed.  The presented Budget will assess owners a monthly fee of $450.00.

 

9. Set Next Meeting:

The next meeting will be the Members’ Budget Meeting on Friday, November 21, 2008, at 6:30 pm, in the Canaveral Sands Rec Room.

 

10. Adjournment:

There being no further business, the meeting adjourned at 8:00 pm. 

 

Respectfully submitted,

 

 

Michelle Dugan, manager, LCAM, CMCA, AMS

 

Melanie DeMott, Administrative Assistant

 

Jean Deck, Secretary, Canaveral Sands Condominium Association

 

 

 

CANAVERAL SANDS  -  Board of Directors Meeting

August 15, 2008 – in the on-site rec. room

 

 1. Call to Order:

Meeting was called to order at 6:30pm.  In attendance were: President Jerry Beaumont, Co-Vice Presidents Christy Anderson & Carol Martone, Secretary Jean Deck and Board Member Barbara McPeek.  Michelle Dugan was present representing the management company, Reconcilable Differences. 10 owners were also present.

 

2. Statement from the President:

President Beaumont opened the meeting with the following comments:

Tonight you will hear a number of reports but primarily the information will concern itself with the major projects which are before your Board. These projects include the pool, the fence, cement repair, elevator updates and last but not least, what might be called turtle lights. As you may well guess, the major projects are not inexpensive.  Some fall under the category of long term maintenance while others are mandated by the State or County.  For example, the pool, elevator updates and lights all come under the heading of mandates while the cement work and fence are long term maintenance items.

I would like to speak only to the light situation.  Canaveral Sands has been photographed at night by both myself and an inspector.  The result of these photos show that clearly some unit lights are visible from the ocean as well as some garage lights.  To rectify this situation, your Board has turned off some of the garage lights.  We hope this will not cause any undo hardship for we who are residents. As explained at a prior meeting, the fines for noncompliance are quite stiff and we intend to avoid them.  Each of us must also make sure that blinds are drawn and balcony lights turned off during the allotted hours. The Rec. Room lights must be turned off to be in compliance which may require the establishment of specific hours of use, perhaps from 9:00 AM to 9:00 PM
hours are the same as for the pool usage.

 

3. Approval of Minutes:

May 23, 2008 (Board Meeting) and July 16th (Concrete Repair Workshop) Motion to accept made by Jean Deck, Seconded by Barbara McPeek – all in favor. Motion passed.

 

4. Budget Committee Report – Harold Fletcher, Treasurer 

Harold stated that the association is running at an $8,955 profit year to date. The committee recommended that the Board not use reserve funds for the concrete renovation work to be done, since the line items of deferred maintenance and earned interest will be needed for other unanticipated issues like fire alarms, elevators, pool repairs, etc, and it wouldn’t be wise to use all discretionary money up front. It looks like a Special Assessment will definitely be needed for this concrete work. The committee is working on next year’s budget and there will be an increase, but we do not know how much just yet.

 

5. Financials – Michelle Dugan, RDI

Michelle stated that we received a foreclosure notice for one owner, but this unit should be sold soon and we would then be entitled to all payments due on that account. Carole concurred that it should close by the end of this month.

 

6. Issues:

Fence Replacement: The Board approved the signing of the contract for the perimeter fencing because bids were only good for 10 days due to the cost of materials, and with a signed contract and half down deposit, we basically purchased the material at today’s cost and it is on hold until fall when the fence will be installed.

Asphalt & Car Stop Repairs:  The company finally came out after a lot of promises. They brought new car stops, but did not complete the warranty issue of painting the older ones that are peeling. No payment will be approved until all their work is done.

Turtle Lighting Violation: We received a letter from the city citing bright lights again this year that can be seen from the beach. Maintenance is working hard to keep all lights and glare from being seen from the beach. Carriage lights on the east side of the garages have been extinguished and others have been “blackened” on the beach side to only shine down. Stairwell lights are a safety issue, so these are being determined very carefully. The city will come out again soon to take more photos. All owners are asked to make sure they close their blinds when lights are on inside between 9 pm and 7 am.

Condo Maintenance: There have been some issues with screen and storm doors not being properly maintained by owners. Maintenance has done some repair or removal work and owners are billed for that. Work is kept up and as items need repair or cleaning, the crew is doing that.

 

7. Reports:

Landscape Committee: - Joann Smally, Chairperson

Joann stated that Hugh Young trimmed the dunes and the palm trees and the dunes will soon need to be trimmed again. She stated that the dunes used to kept higher and thus kept the light from being seen from the beach. The beautiful view means we have to be vigilant in keeping lights from being seen from the beach.

Social Committee: - Barbara McPeek, Chairperson

Barbara stated that there is not a lot going on in the summer, but fall will bring Wednesday night euchre, pinochle, dominoes, cribbage, pool parties, nights of games, etc. Barbara asked that any resident interested in being on the committee and helping with these activities call her. There will be afternoon and evening gatherings scheduled and a “Welcome Back” to the winter residents.

Newsletter: - Christy Anderson, Chairperson

Christy is putting the final touches on a newsletter to go early next month. She would like to spotlight new neighbors and get residents involved in articles for this community newsletter. Anyone with items of interest is asked to contact Christy.

Major Projects Committee: - Ed Smally, Chairman

Ed stated that the pool resurfacing, roof replacements, concrete restoration work, fence repairs and elevator upgrades are all being discussed and will need action soon. The committee meets with the consultants whenever possible and they have recommendations for the Board based on these experts’ opinions. Management was asked to obtain quotes for new monthly maintenance of the elevators.

Legal: - Jean Deck

Jean Deck stated that the Recorded Amendment that all unit owners voted on at the Annual Meeting, regarding certified mailings of official documents, will be mailed with the newsletter to all owners. This recorded amendment needs to be added to your current copy of the governing documents and transferred to any future buyer of your unit.

 

8. Unfinished Business:

Garage Roofs (B, D & E):  All roofs were inspected by the consultant this month. He found some rusting steel screws installed by the a/c companies that need to be cleaned up and replaced with stainless steel screws. Garage Roofs B & E need to be replaced asap and “D” is a small roof that would be less expensive to replace at the same time than in the future. The committee’s guess is $130,000 for all 3 roofs and at the end of 2008, there will be $78K in the roof reserves fund. Barbara McPeek motioned to have Consultant Gibson write the specs now and obtain bids so we have true numbers to budget for. Christy seconded, all in favor.

Concrete Restoration:  The reports were received by Existing Structures at $485,000 to do the repairs now. The engineer estimated in writing that holding off would add a lot to the cost. After much discussion, Jean motioned to have Byron Evetts, engineer, write up the specs and obtain quotes for this work so that the Board will have actual special assessment numbers to discuss with the owners. Barbara seconded, all in favor.

Pool Renovations:  The committee met with consultant Paul from Price Rite Pools and agreed that McRoberts is the best contractor at the best price. There was discussion about when this work should be done, based on current reserve funds, but all agreed we need to do this now, since major renovation work will be done in the next 6 months and roofs will also be done in the near future and we do not want all work to be done at the same time. Jean Deck motioned to accept the bid from McRoberts and have the work start after Labor Day. Carole seconded, all in favor.

Elevators:  We have a meeting scheduled with Vertical Assessments next week to discuss the requirements of the state and federal government with regard to the elevators and how they react in emergencies. The meeting will also address general maintenance.

 

9. New Business:

Elevator Phones:  There were issues with the elevator phones sporadically not working and both General Elevator and AT&T said it was not their responsibility, so we obtained a quote from Kings III which would oversee both sides of the issue; wiring and the phones. They have a monthly fee and would install phones that are automatically answered by their personnel, but at this time, we believe General has repaired the lines properly, so will wait to discuss this extra cost until fire code requires us to have them monitored.

Unit Owner Request for Hurricane Shutters:   Rose Rubino attended and made a case for adding one more type of hurricane shutter to the approved list. Currently only Roll Down shutters are approved. Rose brought a representative from a shutter company to explain wrap-around shutters, which could be installed near the edges of the balconies and allow residents to close those and yet still use their porches during turtle season. These do not have motors like the roll downs. They are pulled closed and locked, and allow the porch furniture to be kept outside instead of being brought in. There was discussion about quality, safety and failure in both types of shutters. It was stated that the cost to remove and re-install these shutters and their tracks would be the sole responsibility of the owner whenever concrete restoration work is required, and there were concerns about drilling holes every 8 inches near the edges of the balcony. Christy motioned to consider this second option and to investigate specifications and requirements to install them at Canaveral Sands. She further stated that any new option would have to be handled in the same way as currently, with approval requested of the Board before installation and specific requirements for installation that preserve the integrity of the balconies. After discussion, Christy motioned to change policy and allow two shutter types to be installed, with specifications to be determined. Carole seconded. In favor: Christy Anderson, Carole Martone, Barbara McPeek. Not in favor: Jerry Beaumont and Jean Deck.

 

10. Adjournment: 

There being no further business, the meetings adjourned at 8:02 pm.

 

 

Respectfully submitted,

 

Michelle Dugan, manager, LCAM, CMCA, AMS

Jean Deck, Secretary, Canaveral Sands Condominium Association

 

Canaveral Sands Association

Cement Workshop Meeting

July 16, 2008 – 9:30am in the on-site Rec. Room

 

Present:  President Jerry Beaumont, Co-Vice President Carol Martone, Secretary Jean Deck, Board   Member Barbara McPeek, Michelle Dugan (RDI), Ed Smally & Rich Keinenan (Major Repairs Committee {MRC}), Byron Evetts (Existing Structures).  3 other unit owners attended.

 

Although not on the agenda, it was brought to the Board's attention that RDI had received a notice of violation from the City of Cape Canaveral (dated 7/11/08) for 8496 Ridgewood Ave. (Building 3) in regard to the Sea Turtle Ordinance (lights).  Unfortunately, the notice was not more specific.  Since this situation must be corrected within 15 days, it was felt it was necessary to address the issue.  A special notice will be posted in Building 3 stating that someone is in violation.  (There are already notices posted in all buildings on the limitations of lighting during turtle season:  May 1st – Oct 31st, 9pm-7am). This violation carries a fee of $250 per day for the 1st violation and may go up to $500 per day for any repeated infractions.  The Association is responsible for these limitations in all common areas; however, each owner/renter is responsible for any lights emanating from their unit and, therefore, any fees incurred.  The Board has no control over what the city deems a violation.  If you have any questions, contact the Cape Canaveral Code Enforcement Office (321 –868-1222).

 

Byron Evetts of Existing Structures (our cement consultant) began his comments by addressing some questions posed  by the MRC.  These involved clarification of points the MRC felt were not clear (copy on file).  Byron assured the Board that the safety of any building is not a factor – restoration and remediation are the issues.

 

Byron then distributed an overall expense package that listed most – but not all- cost for the concrete restoration project.  When asked how he arrived at his figures, he said they were based on his experience of 6 years of costs dealing with projects similar to Canaveral Sands.  He noted that while contractors are currently not "overbooked" the situation can change at any time.  (Existing Structures is merely a consulting agency – repair work must still be put out for bids.)  Among costs still to be determined are:  the method of treatment for the EpiCore pan in building 1, and the possibility of only partial application of the urethane coating to balconies that require minor repairs.

 

The test patch on the EpiCore pan in unit 106 is still in the process of being evaluated.  It should be done in 2-3 wks.  At that time the cost of work involved in dealing with the EpiCore  pan (a major one) should become clearer.  In regard to a partial urethane coating on some balconies (a cost cutting suggestion made by the MRC), Byron felt the savings might generate future expense when the balconies do have to be recoated (i.e. re-staging of equipment, labor for only that particular job, etc.)

He also pointed out there might be a difference in texture/color on a balcony that was only partially treated.

 

As an alternative to having the entire project done at once, Byron offered to write up two (2) different scenarios:  #1 – spread the project out over a 1 yr. period; #2 – spread the project out over 2yrs.  This would allow the Association time to build up reserves in the interim.  He felt that any longer period of time would exacerbate the problems and not be cost effective.  He hoped to have this information for the Board within 2-3 weeks.  Pending reception of these proposals, a workshop will be scheduled.

Discussion was limited, since there are still too many variables to get a complete picture.

 

With no further business, the meeting was adjourned at 10:40 am.  Motion to adjourn made by Jean Deck, seconded by Barbara McPeek – all in favor.

 

 

Jean Deck, Secretary,

Canaveral Sands Association

 

 

CANAVERAL SANDS  -  Board of Directors Meeting

May 23, 2008 – in the on-site rec. room

 

1. Call to Order:

The meeting was called to order at 6:30pm.  In attendance were: President Jerry Beaumont, Co-Vice Presidents Christy Anderson & Carol Martone, Secretary Jean Deck and Board Member Barbara McPeek.  Representing RDI: Michelle Dugan and Krista Baska.  10 owners were also present.

President Beaumont opened the meeting with the following comments:

A letter of appreciation will be written to Ed Smally thanking him for his many years of service to Canaveral Sands;

Board meetings will be held quarterly with special meetings as needed;

Owners desiring to present an item to be discussed must notify RDI in writing (in advance) and be present to support their issue;

A 3-minute rule will be observed – "pro" and "con" to speak alternately.  Speakers are asked to keep their comments non-argumentative.

 

2. Approval of minutes:

January 18th, (Board Meeting) February 15th  (Organizational Meeting) and April 2nd  (Workshop) 2008 meetings.  Motion to accept made by Jean Deck, Seconded by Barbara McPeek – motion passed.

 

3. Budget Committee Report – Harold Fletcher, Treasurer (report on file):

Harold stated the association is maintaining a balance between income and expenses. However, he noted it is necessary to take into consideration those items budgeted on a monthly basis but paid out at one time.  He also pointed out that the upcoming cement repairs will require careful consideration in future planning.  The auditor, Cole & Associates, will be here on June 20th  (in the Rec. Room) to answer any questions regarding the 2007 audit.

 

4. Financials – Michelle Dugan, RDI:

Michelle stated that the Association has $303,806.99 in Reserve Accounts and $98,900.00 in the Operating account, with $23,000 of that in owner pre-paid dues. One owner is two (2) months in arrears.  Currently we are $400.00 under budget.  She agreed with Harold that while our current financial situation is acceptable, future planning for major repairs is a concern.

 

Amendment to Documents:  The Amendment to the Documents to eliminate certified mailing for notice of the annual meeting was passed and filed with the State.  A copy will be mailed to all owners with the next newsletter.  Owners should add this to their copy of the Condominium Documents.

 

5. Unfinished Business – Ed Smally, Major Repair Committee Chairperson (report on file):

Concrete Restoration:  Since reports for buildings 2, 3 & 4 have not been received from Existing Structures, it was agreed that not enough information has been amassed to address the problems.  RDI is working with Byron Evetts (consultant) to bring us up to date. A workshop will be held as soon as all reports have been received.  It was recommended that the Budget Committee attend this workshop as it will have an impact on future planning.  RDI will look into the issue of the 3 units whose balcony ceilings were removed, to see what, if anything, should be done at the current time.

Pool Renovations:  3 bids have been received regarding the updates required by law.  Krista Baska has asked Price Rite Pools to assist us in reviewing these bids to determine exactly what is needed.  We have until April 2009 to comply with the problems noted on the State of Florida Pool Inspection Report.

Fence Replacement:  It was agreed by the board to delay this repair until after the hurricane season.  A temporary repair has been made to the hole in the east fence.

Garage Roofs (B, D & E):  Since these roofs are scheduled to be replaced in 2009, Ed recommended we not spend $1500.00 for minor repairs at this time.  He felt, and the board agreed, that these repairs could be made by our on-site maintenance people – Rich Keinanen and Phil Heller.  Motion to wait for roof replacement made by Jean Deck, seconded by Carol Martone – motion passed.

 

6. Other Issues:

Elevators:  On a board member's question as to whether all past elevator issues were solved, Michelle Dugan reported RDI had been contacted by GESS regarding possible updates that may be needed.  RDI will contact Lee Rigby (consultant) in deciding which issues must be addressed.  It was also noted that there are some issues with paneling inside the elevators in buildings 1 & 3.

Garage Door Painting (C):  Two (2) bids were presented.  A motion was made by Christy Anderson and seconded by Barbara McPeek to accept the bid from L.B. Drywall ($900.00) - motion passed.

Car Stops:  RDI has not heard from Asphalt, Inc. regarding defects in some of the car stops.  Warranty is a concern.  An e-mail was received from an owner suggesting parking spaces nearest the buildings be painted "Owner Parking Only".  Since cost is a consideration, any lettering will be considered at a later date.

 

7. Landscape Committee: - Joann Smally, Chairperson (report on file):

Joann stated that Hugh Young will begin trimming the dunes in June.  (He has provided RDI with the necessary insurance information.)  No other discussion.

 

8. New Business:

Raise for Rich Keinanen:  Jerry Beaumont asked if all Board Members had read Rich Keinanen's annual review.  All had and a motion to give Rich a raise ($1.00 per hr) was made by Barbara McPeek, seconded by Jean Deck – motion passed.

Owner issue:   An owner's letter regarding "unit renovations" was not supported by an appearance.  The issue was deferred until the next meeting.

 

9. Adjournment: 

Jerry Beaumont concluded the meeting by stating various areas of responsibilities for board members.  The rationale for these assignments is to provide a wider area of involvement and a better utilization of members' time.  (copy on file)

Motion to adjourn made by Jean Deck, seconded by Jerry Beaumont.  The meeting was adjourned at 7:16pm.

 

 

Jean Deck, Secretary, Canaveral Sands Association

 

 

CANAVERAL SANDS WORKSHOP
 April 2, 2008, at 3:00 p.m., in the on-site rec room

 

1. Call to order:

The workshop was called to order at 3:00 p.m. by President Jerry Beaumont.   Co-Vice President Carol Martone, Secretary Jean Deck, and Director Barbara McPeek were present.  Co-Vice President Christy Anderson was unable to attend.  There were 8 owners in attendance as well as Rich Keinanen, onsite maintenance, and Karen Auth from Reconcilable Differences, Inc. Byron Evetts and Claudia Irvine from Existing Structures, Inc. were also present. 

 

2. Report from Engineer – Survey Report of Findings Building 8500:

The Engineering firm of Existing Structures, Inc. has been in business for 7 years having recognized the market need for expertise in dealing with corrosion issues prominent in the salt prone environment along the east coast. The firm has received both international and state recognition for excellence in past projects. A 30 minute educational video on the nature of corrosion and how it is remedied was presented followed by a summary of findings for the 8500 building. At a high level the findings were as follows:

 

The 8500 building was constructed using an epicore pan as the primary source of reinforcement for the balconies and walkways and very little rebar.   There was evidence from the initial survey that there was significant metal loss occurring in the epicore pan. To augment the survey results the Engineering firm sought permission from the Board to use ground positioning radar on (3) balcony decks to determine how much rebar, if any, was present in the construction of the balconies and also asked that the stucco be removed from the ceilings of (3) balconies, (one at each end of the building and one in the center of building) to determine the extent of metal loss in the epicore pan. The Engineer reported finding sufficient amounts of rebar in the balcony decks to negate any potential safety concern but remarked that finding a solution to the deteriorating epicore pan is still a large issue that will need to be addressed during restoration. The Engineer has been in contact with the manufacturer of the epicore pan and he is optimistic they will help in finding a long term remedy. 

 

In addition to the epicore repair concern referenced above, the engineer’s findings also revealed needed deck repairs, edge repairs, header repairs, beam repairs, spall spot repairs, stucco repairs on the ceilings (both balconies and walkways) and overlay repairs on the decks. Not all repair types are needed on all balconies but the majority of balconies will require repair work of some type. Claudia Irvine stated she believed all but (2) units would require balcony deck repairs. There were also 5 unit sliding glass doors identified in the findings that would need to be removed in order to make threshold repairs. The Engineer recommended that owners in these units seriously consider replacement of the sliding doors to newer code compliant doors at the time the repairs are made, if the owners have not already done so.   

 

In conclusion, it was recommended by the Engineer that the Board consider surveying the remainder of the buildings to evaluate and prioritize repair needs.   He also stated that the only way to address the epicore repair costs will be to establish a contingency fund, e.g. a set amount of money to be set aside and put toward these types of repairs and used only as needed. Until restoration begins and a repair solution is firmed up, the actual cost for the epicore repairs will be unknown. The Engineer’s estimate for repair costs, exclusive of the epicore repairs, was $117,000 dollars. This cost also excludes the cost for removing shutter housings where needed to make repairs. Management stated that owners are responsible for removing their shutters when necessary for required maintenance of the building. 

 

Management asked if there was any preservation action that needed to be taken to those (3) balconies where the stucco from the ceilings was removed.  The three owners of the impacted units were present at the meeting and supported a decision to leave them as is until permanent repairs could be made.  The Engineer would evaluate the situation and make a recommendation within two weeks. The Engineer would also follow up with a written report of findings from the GPR testing and removal of the stucco from the (3) balcony ceilings. 

 

Ed Smally asked about the urethane top coatings to be done on the balcony decks.   Ed stated it was his understanding the coating system was originally anticipated to last at least 5 years and he understood that it was actually lasting longer than that.  Claudia Irvine stated the top coating was being done to all balcony decks where some restoration of the deck was needed in order to maintain a consistent appearance of the balcony deck after repairs were made.  Ed remarked that since the top coating is for aesthetic purposes only, the Board should consider limiting the top coatings to only those having repairs done to them.  Claudia indicated that she believed all but two balconies in the 8500 building would need top coatings. 

 

3. Ratify Approval of GPR Testing and Stucco Removal Proposal:

Barbara McPeek motioned to approve the proposal from Existing Structures, Inc. in the amount of $3,200 dollars, for the GPR testing of (3) balcony decks and the stucco removal from (3) balcony ceilings.  Jean Deck seconded the motion.  Jerry Beaumont called for comments.  None were heard.  All were in favor. 

 

4. Approve Engineer Survey of Buildings 8498, 8496 and 8494:

Jean Deck motioned to have the remaining buildings surveyed (buildings 8498-8494) by Existing Structures, Inc. for a total cost of $13,350 dollars.  Ed Smally commented that he supported the survey of the remainder of the buildings because it will not only provide the Association with a total cost estimate for repairs but it will also identify any warranty repairs that may be needed.  He did not anticipate the costs for the repairs in the other buildings to be as significant because there is no epicore pan in their construction and because the Association has been making ongoing concrete repairs to the buildings.  Having heard all comments, Carol Martone seconded the motion.  All were in favor. 

 

5. Dunes Trimming:

Joann Smally sought Board approval for trimming the dunes this spring at a cost estimate of between $800 and $1,000 dollars.  Jerry Beaumont stated that the operating budget was approved with an amount itemized for addressing landscaping concerns.  It is the Board’s belief that the Landscaping Committee can use those funds at their discretion, without additional approval by the Board, if the Committee Chair is comfortable with that process.  Joann had no objections. 

 

6. Resurfacing Pool:

Management stated the Health Department (Department of Environmental Health)  has done a recent inspection of the pool and has found many areas, especially in the shallow end and in the gutter area, where the surface coating is coming off and in a report to the Association has stated that the pool needs to resurfaced by December 1st, 2008. Management, Ed Smally and Jerry Beaumont had a follow up meeting with the Health Department inspector and the inspector agreed to a possible extension until April of 2009, if funding is not available to complete the project this year. At the time the pool is resurfaced the pool will also need to be brought into compliance with current code requirements, e.g. a solid slope line will need to be installed at the deep end, permanent markings for no diving, skid resistance tiles on the steps in the shallow end, the installation of stainless screws in the main drain grate, leveling of the gutter areas, repair all cracked tiles, etc. Management has sought proposals from (3) pool contractors. Due to the outstanding issue of cracks in the pool deck, each contractor is also being asked for a quote to repair the deck cracks and recoat the deck. A proposal from McRoberts Pool Finishing, Inc. has been received.  Their cost estimate for resurfacing the pool and repairing and recoating the deck was approximately $16,000 dollars and $8250 dollars, respectively. The cost may be higher if new ladders are needed. Jean Deck stated the pool reserve funds will be inadequate to perform both of these projects this year. Ed Smally suggested the Board wait to review all proposals before making a financial determination.

 

7.  New Screen Door approvals Units (4304 and 4205):

Management stated that the owners of units 4304 and 4205 are having a difficult time getting the contractor to document the specifications for the doors they are purchasing. The owners are committed to replacing their doors with the same type door they currently have, which are in compliance, but in need of replacement. The owners are seeking conditional approval from the Board based on the Association receiving and approving the specifications from the contractor. Barbara McPeek motioned for conditional approval of the installation of the new screen doors. Carol Martone seconded the motion.  Jerry Beaumont was in favor. Jean Deck abstained due to a conflict of interest. As there was a majority in favor; the motion carried. (Management was notified after the meeting that the owners in 4304 withdrew their request for approval and would address the issue later in the year.)

 

8. Adjournment:

Board members discussed the need to establish a date for the next Board meeting. It was agreed the next meeting will be held on Friday, May 23, 2008, at 6:30 P.M.  With no further business to discuss Jean Deck motioned to adjourn the meeting. Jerry Beaumont seconded the motion. All were in favor. The meeting adjourned at 5:05 P.M. 

 

Respectfully submitted,

 

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

Jean Deck, Secretary, Canaveral Sands Board

 

 

 

 

 

CANAVERAL SANDS ANNUAL MEMBERS MEETING 

Held February 15, 2008, in the on-site rec room

 

1. Call to order:

The meeting was called to order at 6:30 P.M.  by President Ed Smally.   Ed wanted to let owners know of the recent passing of former Canaveral Sands Director, Gerry Burke.  Gerry had been very helpful and very instrumental in getting the Rules and Regulations Handbook published and into the hands of the unit owners.  Gerry had been living at Canaveral Sands since the summer of 2006. 

 

2. Proof of Notice of Meeting:

Management affirmed both the mailing and the posting of the meeting notice and that an affidavit is on file at the office. 

 

3. Certification of Proxies and Establishment of a Quorum:

Management reported a quorum has been established; 15 units were represented in person and 69 units were represented by proxy.    A quorum requires only 60 units to be represented either in person or by proxy at the meeting.     

           

4. Approval of the Minutes from the February16, 2007 Annual meeting:

Barbara McPeek motioned to approve the minutes from the last annual meeting.  Christy Anderson seconded the motion.  All were in favor. 

 

5. Report of Officers:

Ed Smally summarized the high points of being on the Board for 14 years and President for 7 years as being involved in getting the structural part of the buildings in good shape, getting good reliable contractors, helping to build up reserves and keeping the property in good condition with a solid maintenance plan.  The low points were the unkind words directed at him by owners who did not get what they wanted.  Ed stressed that maintaining the property is the main function of the Board and encouraged owners and other Board members to get involved and help the new President in the operations of Canaveral Sands.  Ed also noted that a summary of maintenance projects completed in 2007 and those forecasted was mailed to all owners with the 2nd notice of the annual meeting.  Interested owners may refer to the January 2008 Newsletter for this information.  Board members thanked Ed for his years of service on the Board. 

 

6.  Reports of Committees:   

a. Financial Committee Report - Report is attached to the file copy of the minutes. 

Committee Chairman, Harold Fletcher reported the Association ended the year with a profit of $10,995 dollars, primarily due to insurance premium rebates received after current property appraisals were submitted.   He expressed concern over the balance in the reserve accounts, which have been declining as result of repairs to the roofs, painting, etc., and that the amount of dollars being allocated to reserves, as a percentage of the total monthly assessment amount, may need to be addressed in the future.  He announced that the Committee is quite pleased with the new auditor; hired in 2007 and a specialist in accounting for condominiums.  It is anticipated the financial records for the year ending 2007 will be turned over to the auditor before the end of February.  He recognized Reconcilable Differences, Inc. for the outstanding job they are doing in managing accounts receivables. 

b. Landscaping Report - Report is attached to the file copy of the minutes.

Committee Chairman, Joann Smally remarked that the biggest change this year with regard to landscaping has been the hiring of a new lawn and landscaping contractor, Evergreen Landscaping Service.  The Association’s prior lawn contractor died suddenly last summer.  She summarized landscaping improvements for 2007 as including a path built of pavers and new plantings on the west side of garage D, a new hedge planted on the south side of the 8498 building, the continued trimming of the dunes, the removal of the vines when present in the dunes during scheduled trimmings and red mulching of all planting beds. 

 

7. Open Forum:

Ed called for questions or concerns from the owners.  Carol Martone thanked Ed for his service to Canaveral Sands and she believed Ed has been the hardest working President Canaveral Sands has ever had.   No other comments were heard. 

 

8. Unfinished Business:

Ed commented that the Board members, just this evening, received a copy of the survey results of the Engineering inspection for required cement repairs to building 1. At a glance, the repair cost estimates are higher than anticipated.  He recommended the new Board schedule a workshop as soon as possible to discuss the survey results. 

 

9. New Business: 

a. Results of Vote for Amendment to Declaration Documents

Management reported having received a total of 84 positive votes in favor of the proposed amendment to the declaration documents which was seeking to remove the certified/return receipt mailing requirement for the 1st notice of the annual meeting.  There were no negative votes received and the amendment passed as only 79 positive votes were required to pass this amendment. 

 

b. Ed expressed his thanks to Jean Deck, Barbara McPeek and Carol Martone for their efforts in calling owners and getting them to send in their proxies. 

 

c. Presentation of the New Board Members:

As announced in the 2nd notice of the annual meeting mailed to all unit owners; Ed introduced the new Board members, Jerry Beaumont, Jean Deck, Barbara McPeek and Christy Anderson. 

 

10. Adjournment:

With no further business to discuss Jean Deck motioned to adjourn the meeting.  Owner Kim Smith seconded the motion.  All were in favor.  The meeting was adjourned at 6:55P.M.

 

Respectfully Submitted,

 

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

Ed Smally, Canaveral Sands President

 

 

MINUTES FROM THE CANAVERAL SANDS

ADMINISTRATIVE MEETING TO ELECT OFFICERS

HELD IMMEDIATELY FOLLOWING THE ANNUAL MEMBERS MEETING

HELD ON FEBRUARY 15, 2008, IN THE ONSITE REC ROOM.

 

1. Call to Order:

The meeting was called to order by Management at 7:05 P.M.  Before the Election of Officers occurred Jerry Beaumont asked existing Board members to reaffirm their letter of support to him if they still desire that he serve as President.  Jean, Barbara and Christy each affirmed their support.  Jerry also offered a proposal on areas of responsibility and asked that each Board member review and provide input. 

 

2. Election of Officers:

Barbara McPeek nominated Jerry Beaumont to serve as President.  Jerry accepted the nomination.  Jean Deck seconded the nomination.  All were in favor.  Barbara McPeek motioned that current Board positions stand for the remaining Board members.  All were in agreement to continue in their current positions on the Board.  Jean Deck seconded the motion.  All were in favor.  Jerry motioned to continue having Harold Fletcher as ex-officio (voice with no vote) Treasurer and Finance Committee Chairman.  Jean Deck seconded the motion.  All were in favor. 

 

Jerry noted there was a vacancy on the Board and that Carol Martone had submitted a written request for consideration.  Jerry motioned that Carol Martone be appointed to the Board, filling this vacancy.   Christy Anderson seconded the motion.  All were in favor. 

 

With the addition of Carol to the Board, the motion for the Vice President position previously made was rescinded and Jean Deck motioned for the Vice President position be shared between Carol Martone and Christy Anderson as Co-Vice Presidents.  Barbara McPeek seconded the motion.  All were in favor.  

 

Before adjourning the meeting, Jerry asked Management if the start time for the Wednesday meetings could be changed to 9:30A.M.  Management had no objections to this change. 

 

3. Adjournment:

With no further business to discuss, the meeting was adjourned at 7:34 P.M.

 

Respectfully Submitted,

 

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

Jean Deck, Secretary, Canaveral Sands 

 

 

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
Held January 18, 2008,  in the on-site rec room

 

1. Call to order

The meeting was called to order at 6:37 p.m. by President Ed Smally. Vice President Christy Anderson, Secretary Jean Deck, and Director Barbara McPeek were present establishing a quorum for the meeting. Karen Auth from Reconcilable Differences, Inc. and 9 unit owners were also in attendance.   Director Gerry Burke, who was serving his first term on the Board at Canaveral Sands, passed away unexpectedly in December. Gerry was instrumental in revising the Canaveral Sands handbook in 2007.

 

2. President's Message:

There was no President’s Message at this meeting. 

 

3. Approval of Minutes of November 9th, 2007 and January 8th, 2008 Board Meetings

Barbara Mc Peek motioned to approve the minutes from both meetings.  Christy Anderson seconded the motion.  All were in favor.

 

4. Budget-Finance Committee Report—Harold Fletcher

Report:  There was no report from the Finance Committee Chairperson.

 

5.  Management Report/Unfinished Business – RDI

a. Financials: 

Management reported the preliminary balance of both Reserves and the Operating Account as of December 31, 2007 as $257421.41 and $104,604.39 dollars, respectively.   The profit/loss for the same period indicates the Association ended the year $10,995.77 under budget primarily due to insurance credits received throughout the year.  Unit owner accounts in arrears as of the end of December have been brought current.  The one account that was seriously in arrears as of the November meeting has been brought current through the sale of the unit.

b.Building 1 stack 1 cement repairs:

Management reported that the survey of building 1, by the engineering firm, will take place the week of January 21, 2008.  The survey of the balconies will hopefully be completed on the first day in order to minimize disruption to the unit owners.  The common walkways will surveyed throughout the remainder of the week. 

c. Status of 3-103 shutter repairs & repainting, special assessment and electricity: 

Regarding the shutter repairs and repainting, Management reported the state arbiter has awarded the Association reimbursement for attorney fees.  The arbiter has sent the unit owner a final order on the motion for attorney fees requesting reimbursement to the Association.  The unit owner has until February 4th to respond to this final order.  Regarding the past due special assessment, the foreclosure process is continuing.  The complaint and summonses was filed with the Clerk of the Court on November 27, 2007 and was given to the process server to service upon the unit owner as of January 3, 2008. 

 

Regarding the lack of electricity in the unit, Board members reviewed a rule drafted by the Association’s attorney that could be used to ensure electricity was turned on in all of the units and the air temperature in each unit was maintained at a level that would deter mold and mildew growth.  A discussion occurred amongst the board members and the significant points of concern included; creating rules because a single unit owner is not responsible could result in the Association being overrun with rules, there are current requirements in the documents that owners maintain their units and are responsible for damages if they do not,  what is in the documents provides an after the fact response to the problem whereas the rule being discussed provide an enforceable means to prevent the problem from happening in the first place and lastly, it is in the Association’s best interest to protect the assets of the Association if a known condition exists in a unit that could have a negative affect on other units.    At conclusion of the discussion, Jean Deck motioned to approve the rule on the condition that the word “must” wherever mentioned in the attorney’s draft of the rule be changed to the word “should”.  Barbara McPeek seconded the motion.  All were in favor.  The new rule, as revised will read as follows:

 

 “All Unit owners must should operate the air conditioning/central-heating system in their condominium unit at all times.  The thermostat for the air conditioner must should be set at a temperature not exceeding eighty-two degrees (82˚) Farenheit at any time that the unit is vacant or uninhabited.”

 

d. Building 1 fire alarm monitoring system:

There is no change in status; the motherboard is still being evaluated for repair. 

e. Status of key replacement for rec room and pool gates, car wash and gates to ocean: 

Management reported having only 6 unit keys remaining of the initial new keys given to owners.    Management encouraged owners who have dropped off their old keys to be re-keyed, to please stop by the office and pick them up.   Christy Anderson and unit owner Carol Martone expressed their thanks to Karen and the staff at RDI for their excellence in the handling of this project. 

f. Condo maintenance:  Report is attached to the file copy of the minutes.  Management stated the new garage lights have been installed on all garages. In addition, the inspection and re-securing of the front panel of the drywall ceiling on the end unit garages has also been completed with the exception of garage #1 where furniture stored in the garage is prohibiting access.

 

6. Landscape Committee Report—Joann Smally

a. Report:  

Report is attached to the file copy of the minutes. 

b. Compensation for landscaper and fertilization/pest control contractor

Joann asked the Board to consider a $50 dollar per month increase for the new landscaper and a $25 dollar increase every 2 months for the fertilization and pest control contractor for a total increase of $750 dollars per year.  She noted that the funds are already in the budget and that the Association has been receiving many favorable comments about the appearance of the landscaping.  During December, the City of Cape Canaveral placed a “We noticed your beautification” sign out on the lawn.   Christy Anderson motioned to approve the increase; Barbara McPeek seconded the motion.  All were in favor.  Before closing, Joann remarked that Bruce, the fertilization and pest control contractor, learned from the staff at Rockledge Gardens that there is something attacking the hibiscus, particularly those that are peach and orange.  Most of the hibiscus hedge seems to be responding to treatments but there may be a few that may need to be replaced. 

 

7.  Other unfinished business:    

a. Status of Blacktop repairs/resurfacing:

The President reported that all of the asphalt repairs and the recoating and re-striping of the pavement has been completed.  Management stated that onsite maintenance noticed within a week of the repainting of the car stops that the new paint was beginning to peel off.  Over fifty percent of the car stops will need to be repainted.  Management notified the contractor who confirmed the findings and has provided a commitment to come back and repaint the car stops in April, after the seasonal renters have gone home.

b. Elevator leveling/redundancy problem/ elevator controller replacement:

Background:  This issue addresses the need for the Association to 1) contract with GESS, Inc. the elevator service contractor for a fix for the elevator leveling redundancy problem at a cost of $3,000 for all four elevators or 2) take the $3,000 dollars and apply these funds to upgrading the controllers in each elevator now, because according to our elevator consultant, new Florida Building Code changes going into effect in December of 2008, will require more fire alarm upgrades to be done in conjunction with any controller upgrade, increasing the overall cost of upgrade. At the January 8, 2008 Board meeting, Board members were made aware that the cost estimate for a controller upgrade, as provided by the elevator consultant in 2005, was $23,000 dollars per elevator; plus an additional $6,000 dollars for the fixtures in the elevators that should also be  changed.  These costs were exclusive of the fire alarm upgrades.  It was further noted at the January 8th Board meeting that at the end of 2008 the Association would have $71,000 in elevator reserves and $48,000 in fire alarm reserves.  Also at the January 8th Board meeting Management was asked to obtain the costs for the fire alarm upgrades as well as a final outcome on what the fire alarm upgrade requirement would be. 

 

Ed Smally had prepared a one page summary of the facts and his conclusions regarding this issue and handed it out to all Board members and owners in attendance and time was given for all to read the   summary report.  Management had also provided Board members with a copy of the proposal from Beacon Security which indicated the costs for the fire alarm upgrades to be $2,400 per building.   Ed called for questions or comments from the Board members.  All Board members were in agreement with Ed’s conclusions that, in summary, recommend the Association 1) not upgrade the controllers until they have to be replaced.  The controllers are functioning now with no problems but the life expectancy was estimated to be between 3-8 years as of 2005, 2) specifications for replacing the controllers should be written when a decision is made to upgrade them, 3) the contract with GESS, Inc. for fixing the elevator redundancy problem should be approved and  4) it would be prudent fiscal policy to build up the elevator and fire alarm reserves to take care of known future elevator and fire alarm system repairs and/or replacements. Jean Deck motioned to sign the contract with GESS, Inc., for $3,000, to fix the current elevator leveling/redundancy problem.  Barbara McPeek seconded the motion.  All were in favor. 

 

8.  New Business:  

a. Request to install retractable screen door 1-106—Barbara McPeek

Director and owner Barbara McPeek informed Board members that the new type screen door, she is seeking approval to install, will be for the front door of the unit.  The door will be made of solid screen, it will have the same color frame as existing screen doors and the frame is installed like other screen door frames with one exception.  This door will require a bottom track but the track will be glued not screwed into the concrete threshold.  The door completely retracts into a small tubular frame when in the closed position.  Christy Anderson motioned to approve the installation of this new type of screen door.  Jean Deck seconded the motion.  Ed Smally was also in favor.  Barbara McPeek abstained due to a conflict of interest. 

b. Notice on bulletin board about using rec room for exercise sessions—Mrs. O’Kane

Board members had received a copy of the notice that was placed on bulletin boards by the mailboxes by an owner.  The notice implied the use of the rec room for holding exercise classes several days during the week. The owner who put the notices on the bulletin boards was notified by management regarding the Association’s policy about putting unsigned notices on bulletin boards. She was told the exercise sessions would be put on the agenda and was asked to attend this board meeting to explain the exercise sessions situation. The owner did not attend the meeting. Ed Smally felt there were two issues that needed to be addressed, 1) the notice was unsigned and therefore it could be implied the Association was sponsoring this event which it was not and 2) according to state law and the condo documents, only the Board of Directors, not owners, have the right to make decisions regarding the use of the common elements such as the rec room.  To address the first issue, Ed suggested a motion be made that anyone posting notices on the bulletin board by the mailboxes has to identify themselves on the notice. He proposed the following, “Notices on the bulletin board by the mailboxes will require the signature or some means of identification of who put up the notice or the notice will be removed.”  Barbara McPeek motioned to accept the new rule; Jean Deck seconded the motion.  All were in favor. Ed said this has always been the accepted practice at Canaveral Sands and has not been a problem until lately.  

 

With regard to the issue on the use of the rec room for organized exercise purposes, Ed stated, that contrary to what owners or renters may have heard the Association has not had a position against this issue since it has never been brought before the board. Mrs. Callahan, a renter, attended the meeting and was very interested in having exercise sessions. Ed commented that only owners, not renters, have the right to speak at Board meetings, however Canaveral Sands has allowed and encouraged renters to attend Board meetings and he invited Mrs. Callahan to take part in the discussion. The Board and attendees discussed the pros and cons of using the rec room for exercise sessions. It was generally agreed it seemed like a good idea but felt someone should be responsible for overseeing the sessions. No owner at the meeting volunteered but Mrs. Callahan said she would be the one in charge if that was okay with the Board. She said that she expected the exercise session would be about one (1) hour long. Mrs. Callahan said she would be responsible for contacting persons interested in the exercise sessions and to notify management of the final dates and times the sessions would be held.

 

 After further discussion, Board members agreed to allow use of the rec room for exercise purposes under the following conditions: 1) Mrs. Callahan would be the main point of contact for this organized activity, 2) Mrs. Callahan agreed the exercise session would be canceled if the room was to be used for Association business or other owner use 3) Any set-up or take down of the rec room needed to conduct the exercise classes would be the responsibility of Mrs. Callahan, and 4) the classes will not be instructor led; participants will be listening to exercise tapes. Jean Deck motioned to waive the $100 deposit normally required for use of the rec room.  Christy Anderson seconded the motion.  All were in favor.   Board members thanked Mrs. Callahan for attending the meeting and for her efforts to bring about shared activities for the owners and renters at Canaveral Sands.  

   

9. Adjournment:

With no further business to discuss, the meeting adjourned at 7:42 p.m.

 

Respectfully Submitted,

 

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

Ed Smally, Canaveral Sands Board President

 

 

 

 

CANAVERAL SANDS BOARD OF DIRECTORS MEETING
January 8, 2008, in the on-site rec room

 

1.  Call to order:

The meeting was called to order at 2:00PM by President Ed Smally.   Secretary, Jean Deck and Director, Barbara McPeek were in attendance establishing a quorum of the Board.  Vice President Christy Anderson was unable to attend.  Karen Auth, from Reconcilable Differences, Inc. was present along with three unit owners.   

 

2.   Elevator Controller Replacement:

Board Members Barbara McPeek and Jean Deck asked about the “Elevator” and “Fire Alarm System” reserve situation.   Ed Smally stated the elevator reserve would be just over $59,000 at the end of 2007 and $12,000 would be added in 2008, making just over $71,000 available in 2008. The fire alarm reserve will have almost $43,000 at the end of 2007 and $4,800 will be added in 2008, making just over $48,000 available in 2008.  The meeting proceeded with a brief discussion on the condition and costs of upgrading the controllers as advised by the Association’s elevator consultant in his report to Canaveral Sands in 2005.  In this 2005 report, the controllers were estimated to have a remaining life of 3-8 years.  The replacement costs for a controller was $23,000 dollars, per elevator, and an additional $6,000 dollars to replace the fixtures (call button panel, etc.).  These costs exclude any upgrades required to the fire alarm system.

 

Ed commented that at present there is nothing wrong with the controllers or the elevators other than the redundancy problem, which affects leveling and a fix for this problem has been recommended by the elevator service contractor.   However, in the process of having the elevator consultant evaluate the fix for this problem, the consultant has informed the Board that the Florida Building Code will be changing December 1, 2008, after which time, if the elevator controllers are upgraded, the new code will require fire alarm initiating devices (also known as heat detectors) to be installed outside every elevator door, on every floor.  The issues at hand were summarized as follows:

 

The cost to fix the elevator redundancy problem is $3,000 for all elevators.  If the Association upgrades to the new controllers, the fix will be included in the upgrade.

Will the existing fire alarm system at Canaveral Sands handle the requirements for upgrading to the new controllers for the elevators?  Our consultant has stated that if the controllers are upgraded now only smoke detectors in the elevator equipment rooms will be required to be connected to the existing fire alarm system.    

Should we have the elevator consultant write up the specifications for the controller upgrade now at a cost of $1,200 dollars?

 

Management stated they have received an email from our current fire alarm service contractor confirming that the fire alarm panels in buildings 2, 3 and 4 are capable of expansion to accommodate the installation of the smoke detectors in the elevator equipment room and heat detectors outside each elevator door on each floor.  The building 1 fire alarm panel is currently being evaluated for repair capabilities but the contractor believes if it can be repaired, this panel, with the approval from the Fire Marshall, could also handle the expansion.  The dilemma however is that both the City of Cape Canaveral Fire Marshall and our fire alarm service contractor believe the existing building code requires that heat detectors (also known as fire alarm initiating devices) be installed if we upgrade to new controllers now.  Additionally, we do not yet know the cost savings related to installing the new controllers now versus waiting until they are needed. 

 

The Board was confident that the elevator consultant is correct in defining the requirements for the upgrade but it is still essential that all parties agree to those requirements prior to moving forward in the decision process.  Board members were in agreement that there was not sufficient information available today to move forward with a decision on having the elevator consultant write up the specifications for the controller upgrade. There was a brief discussion about whether to conduct a workshop inviting the elevator consultant, the Fire Marshall and the fire alarm service contractor to resolve the differences in opinions with regard to code requirements.  Management asked if she could attempt to resolve this without a workshop and if unsuccessful a workshop will be arranged.  Management was given the go ahead to proceed.

 

Before adjourning the meeting; there was some discussion about the fire recall capabilities of the current elevators and whether the existing controllers would need to be or could be upgraded to handle new fire recall requirements should the Fire Marshall dictate it must be done.  Management was asked to research the answer to this question. 

 

3. Adjournment:

With no further business to discuss the meeting adjourned at 3:21PM. 

 

Respectfully Submitted,

 

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

Ed Smally, Canaveral Sands Board President