CANAVERAL SANDS BOARD OF DIRECTORS

BOARD WORKSHOP

December 2, 2009

1. Call to Order:

The meeting was called to order at 10:00 am.  Present were Secretary Rose Rubino and Board Members Jean Deck, Joe Farber and Barbara McPeek.  President Carol Martone was absent.  RDI was represented by Michelle Dugan; CRI by Claudia Irvine and Angel Salas; maintenance by Phil Heller and Rich Keinanen.  5 owners also attended.

2. Concrete Update:

Claudia Irvine gave an update on the concrete repair work.  Currently they are working on stack 6 of building 3.  She stated the damage on the balcony of #3206 extended to the unit below.  This was most likely caused by incomplete work done during the last restoration (lack of owner cooperation).  The walkways (and ceilings) of building 3 still need to be done.  The 1st stack of building 4 has been marked and they hope to begin shortly (notices have been posted).  Claudia believes building 4 should go quickly and she is looking for a January completion date.

3. RDI Report:

a.) Michelle Dugan said that new monthly maintenance coupon payment books (for those who need them) should go out within the week.  The mailing will also include an updated approved budget for 2010.

b.) Michelle also stated that the "Dawn to Dusk" sign had been put up in the pool area per code requirements.  A question arose as to why the pool was still locked.  CRI stated they had been done with the area for some time and had no idea why it was still locked.  Maintenance will make sure the pool is open.

c.) Tim Cleckner (elevator consultant) told RDI he never received our letter requesting a variance for up-dating our elevators.  Michelle will ask President Martone to sign another on and send it by certified mail.

4. Unfinished Business:

a.) Harold Fletcher reported that our auditor is not in favor of the "Resource Pool" format; he feels it is too complicated.  Harold concurred that the spread-sheet involved is huge and the need for yearly approval by all owners is a major issue.  He also stated that if the "pool" system were to be implemented it would require a Reserve Study Survey.  This survey is something the association will need to do in the near future regardless of our budget system.  The Board agreed the survey should be considered in 2010.  Cost would be approximately $5,000.

b.) The issue of sliding glass door replacement in building 4 was addressed. The major concern is track deterioration that can lead to problems for units below.  Any owner who causes damage to units below by negligence is liable for that damage.  Jean Deck thought all owners should be sent a "generic" letter pointing out possible problems.  Since they should already be aware of their responsibilities, it would then be up to them to determine whether or not their sliders should be replaced.   Joe Farber felt that those owners with "specific" defects, based on the inspection by our maintenance people, should be told exactly what they were.  He said needed replacements would not only protect unit owners below but would minimize future concrete damage.  Both Phil Heller and Rich Keinanen said they were not engineers and could only document what they had seen.  Defects noted in their report did not mean damage was imminent, only that it might occur.  Rich did point out that the tracks of sliders in building 4 have had more of a tendency to pit and deteriorate than those in the other buildings.  After much discussion, it was agreed that RDI would adapt both concepts into a letter and send it to all owners in building 4.

c.) Phil Heller said that notices in the elevators are becoming quite numerous.  He suggested the basic notice (in the holder) be the one that states "This is Our Home...." - with other pertinent notices placed on top for a limited period.  The board thought this was a good idea.

5. New Business:

a.) Painting building 1 next year was brought up.  This would be in the normal time frame and would keep in mind the matter of warranty.  The subject will be discussed next year after the completion of the concrete restoration.  It was noted that there are funds available.

b.) RDI asked the board if it wished to consider Christmas bonuses for Rich and Phil.  The board agreed to the same amounts as last year.  Motion made by Jean Deck, 2nd by Rose Rubino, all agreed.

c.) Ed Smally requested the board look into a situation with the owner/renter of unit #2010.   They may not be aware of rules/regulations regarding dogs.  After the meeting, representatives of the Association will go to #2010 and evaluate the situation.  If needed a letter regarding violations will be sent.

6. Set Next Meeting:

The next Board Meeting:  January 8, 2010 6:30pm

7. Adjournment:

The meeting was adjourned at 11:20am

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

Minutes of the Board of Director’s Meeting

November 20, 2009

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: Board President Carol Martone and Board Directors Barbara McPeek, Joe Farber, and Jean Deck. Secretary Rose Rubino did not attend; however, a quorum was established.  Michelle Dugan represented the management company, Reconcilable Differences. Eight residents were also present.

2. Approval of Minutes from Oct 23rd Budget Meeting and November 4th Workshop:

Jean Deck motioned to approve both sets of minutes as written. Barbara McPeek seconded, all in favor.

3. Concrete Restoration Update:

Paul Dupre’s report stated that in Building #3, stacks one through four will be finished by this weekend and stack 5 will be finished by November 26th. The demolition and re-pouring on stack #6is underway and the building #3 walkways will be started next week. Building #4 is slated to start November 30th.

Engineer Claudia sent an additional report:

More sliders than anticipated need to come out, after finding damage underneath. She also gave facts and photos on the installation of new sliders in #3306. She said it was one of the worst installations she has ever seen, with non-stainless screws used which were actually drilled short, so they did not penetrate. She asked that the owner of this unit contact the manufacturer and the city building inspector about this since she could not find proof of a permit being obtained. A Board member agreed to discuss this issue with the owner of the unit.

As of the last meeting, Claudia said she would ask Byron to contact the city inspector to ask Beach and a recent installation that was signed off but not acceptable. Once Byron gives his report on this issue, the Board will decide how to legally proceed with banning this contractor from Canaveral Sands.

It was stated that there are no known overruns at this point.

The maintenance men were asked to inspect all sliders in building #4. They wrote up what they saw, but did not feel they were the experts who could state unequivocally that a slider needed repair or replacement. Jean Deck has written a letter to send to all owners in building #4. After discussion, it was agreed that this letter will be sent only those units that are deemed to need repairs, and owners will be asked to contact Board members or neighbors for referrals since management has heard complaints about all contractors currently being used and cannot recommend anyone. We will also mail the current approval specifications and form to all who need to think about replacing their sliders.

4. Management Report: 

Elevator Update: The letter written by the consultant to the state was signed by Carole and mailed to Tim to forward with a more detailed request for the variance.

Pool Lighting Certificate: The county has now required that if a commercial pool is open after dark, they need this certificate, signed by a licensed electrician, and since there is liability in signing a form stating there is sufficient light to walk safely around a pool after dark, electricians are reluctant to sign one and the engineers who are willing are charging more than $1500 to do it. After discussion, the Board agreed to have the signage state the pool is open from dawn to dusk. The interior pool light will still stay on until 9 pm, but pool hours will state the pool is closed at dusk.

New County Requirements for Pool Fencing: The county has also started requiring a four foot high fence to be installed around the pool heater and equipment, with work to be completed by May of next year. This is tabled until February of next year, when bids will be obtained.

Management Contract Changes: Michelle rescinded her resignation after discussion and help from the Board members over the last month.

Association Camera: Unfortunately, the digital camera used by maintenance was stolen. He left it in the rec room for a few minutes when a resident asked for his help, and when he returned, the box was there but the camera had been taken out. He has agreed to pay for a new one, and did purchase a new memory card for the new camera. The Board agreed that this was an accident and will not charge him for this new camera.

5. New Business:

Pool Hours:  Per above discussion, the pool hours will be dawn to dusk.

Pool Temperature: Some residents wanted to lower the pool temperature to save money. Others feel it is already too cold. Board agreed to keep as it is: 84 degrees on a regular basis, but when the air temperature reaches 50 degrees or below, it will be turned off since it cannot work correctly at those temperatures.

6. Committee Reports:  

Finance Committee: Harold Fletcher stated that he has discussed the “pooling” of reserves with the Board and this will be discussed in more detail after the holidays. He asked for approval to contact the CPA to see how he feels about pooling. Board approved. He did state that all unit owners would have to vote to pool reserves every year.

He said the Special Assessment money has been used and now we are using reserves and the operating account “cushion” to cover the concrete work.

Landscape Committee: Joanne Smally reported that the path to the beach crossover needs to be wider so this will be completed. She thanked Brandi at RDI for her help in obtaining a yard debris can for weeding and small trimming needs from the new waste company, Waste Pro.

Social Committee: Barbara McPeek said the Halloween Party was a success. Everyone wore costumes and there were prizes. The Tree Trimming Party will be held Saturday December 5th at 6:30. This is a change from past Sunday parties. Rich will be asked to put up the tree next week.

Contracts Committee: Jim O’Kane had no report this month, but agreed to review one contract per month and report back to the Board.

7. Owner Input:

Coupon Books: A question was asked about new coupon books for 2010. They have been ordered and will be mailed out soon with the Approved Budget, showing $445.00 per unit per month.

Shutter Outlet: A number of residents received a letter from Monica at Shutter Outlet. This letter stated that they were the approved shutter vendor at Canaveral Sands. The Board was deeply concerned about this since that title was never given to them, and it is not a Board decision to make. The Board asked that Monica be contacted to rescind this letter and send a new letter of apology, or at least send over notices we can post on the bulletin boards clarifying that thay are “one of” the approved vendors, but not “the” approved vendor.

Transformer Room Door: Barbara stated that the door to the FPL transformer room is rusted and looks terrible. The louvered panel rusts more quickly than the door and rust drips are unsightly. She asked for approval to use Door Reserve funds to purchase a new door and one extra new louvred panel for the next door that shows rust. This will cost about $1,000 for the door and installation by LB Drywall. Barb made that motion, Jean seconded, all in favor.

8. Set Next Meeting Date:

The next Workshop meeting will be held Wednesday December 2nd at 10:00 am. If needed, an additional workshop will be set for December 16th, but there will be no Friday evening Board meeting in December. The next Board meeting will be held January 8, 2010 at 6:30 pm in the rec room.

9. Adjournment:

There being no further business, the meeting was adjourned at 7:20 pm.

Respectfully submitted,

Michelle Dugan, Manager, LCAM, CMCA, AMS

Reconcilable Differences, Inc.

Canaveral Sands Board of Directors

Board Workshop

November 4, 2009

1. Call to Order; Establish Quorum of Directors:

The meeting was called to order at 10:00AM.  Board Members present:  President Carol Martone,

Secretary Rose Rubino and Directors Jean Deck, Joe Farber & Barbara McPeek.  Also present:  Michelle Dugan (RDI), Paul Dupre (CRI), Claudia Irvine (Existing Structures), Rich Keinanen & Phil Heller (Canaveral Sands Maintenance).  Three owners also attended.

President Martone opened the meeting by reminding everyone that both RDI and the Board have spent many long hours on concrete restoration issues.  She then turned the meeting over to CRI for an up-date.

2. Paul Dupre reported on the progress of Bldg. 3:

Stack 2 is open, stack 3 & 4 will be open today and stack 1 should be opened on Friday.  Stacks 5 & 6 were originally scheduled to begin on Nov. 9th  & 16th respectively.  Since they are ahead of schedule he asked permission to "knock on doors" to see if residents had any problems with them starting earlier.  If necessary, he would take Rich or Phil with him. The Board agreed to his proposal.  Paul said that CRI had removed the tile from unit 3206 and that doors needed to come out in unit 3306.

Paul then advised the Board that there has been a problem with one of the companies that is currently installing sliders.  He noted that the company does not work with him regarding removal of doors and installation is often sloppy.  He cited unit 3203 as an example.  Even though the city inspector signed-off on the permit, both Claudia Irvine and our maintenance people found irregularities.  (Upon seeing the unit after the meeting, the Board concurred.)  Although Paul's recommendation was to not use this company, the Board cannot single out a particular vendor by name.  To do so could open up a slander/libel suit.  Joe Farber pointed out the need for owners to understand their liability if a poorly installed slider causes damages in the future.  He said the Canaveral Sands specs for slider installation are known by all vendors and should be followed.  Claudia stated that the manufacturer's specs are often "generic" and may not address the beach-front situation we have.  She said she would check on the company's specs for #3203 to see what they stipulated and to determine if our specs were followed correctly.  During the meeting she spoke with Byron Evetts who said he would meet with the City inspector to re-evaluate their approval on the unit.

Carol suggested we contact our attorney on how to best handle the issue and what, if anything, could be put in writing.  Even though it has been addressed many times in past minutes and newsletters, it was agreed to remind owners of their responsibilities/liabilities regarding sliders and any damages incurred in the next newsletter.

3. Issues:

Michelle noted 2 problems with the pool: 1.) The circulator motor has burned out and needs to be re-built; 2.) there is a problem with "metal shavings" in the pool.  Paul replied that no metal work had been done without a tarp covering the pool and suggested it could be wind-blown from the sand used in the balcony re-coating – sometimes the mining of the sand includes miniscule particles of metal. He did not see any need to re-cover the pool.  The Board agreed to the cost of re-building the motor ($250) and any additional expenses needed to clean the pool.

Leaf-Blowers and Increased Crime: Joanne Smally reported that someone was using a blower on the walkway between buildings1&2 and also behind building 1. She verified that it was not a landscaper or owner.

Unfortunately there has been an upsurge in criminal activity in many areas. Carol said owners should be wary of any activity not directly connected with a current project. 

4. Newsletter:

Rose Rubino said Christy Anderson is willing to do the next Newsletter.  She will ask Christy to include a reminder of owner liability regarding sliders, and a caution regarding any unauthorized activity on the premises.

5. Next Meeting:

The Board set the next meetings as:

 Board Meeting:  November 20, 2009 – 6:30PM  Board Workshop:  December 2, 2009 – 10:00AM

6. Adjournment:

With no further business, the meeting was adjourned at 11:00AM.

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

Minutes of the Board of Director’s Meeting

October 23, 2009

1. Call to Order; Establish Quorum of Directors:

The meeting was called to order at 6:32 pm in the on-site rec room.  In attendance were: Secretary Rose Rubino, Board Directors Barbara McPeek, Joe Farber, and Jean Deck.  President, Carol Martone, was unable to attend; however, a quorum was established.  Michelle Dugan and Brandi Lowder represented the management company, Reconcilable Differences. Paul Dupre, Concrete Restorations, Inc. attended. Seven owners were also present.

2. Paul Dupre, Concrete Contractor, Progress Update to Board:

Paul presented this report:  Building 2 punch-list is completed.  Building 3: Stack 1 has been poured.  He sent a report and pictures by email earlier today requesting Board approval to go forward with repairing two more columns due to excessive damage.  Stack 2 is in the process of prepping for coatings.  Stack 2 should be completed by next Friday.  Stack 3 is in the process of having stucco and painting done right now, and will be prepping for coatings next week.  The stack 4 inspection was done yesterday and today, and they will be pouring concrete on Monday and Tuesday.  He asked Brandi to get notices out for Stack 5, which will start on November 9.  We will set a date for Stack 6 at that time as well.  Joe Farber made a motion to approve the change order for Building 3.  Barbara McPeek seconded this motion, all in favor.

Paul stated that the concrete takes 14-21 days to cure depending on the weather.  They use a quick cure chemical compound as well as corrosion inhibitors.  Therefore, regardless of the number of workers on the job, they cannot speed up the curing process.  While the concrete cures, the balconies cannot be used.  He has been doing this for 15 years, and there is no speeding up this process.  He further stated that they are behind schedule, and he is losing jobs due to the amount of time this job has taken.  He pointed out that three of his jobs are over budget because it is so difficult to determine the amount of damage prior to the actual work.  He expects about the same timeline on Building 4 as has been seen at Building 3 because of the damage on the ends of the buildings.  He knows that everyone is frustrated, but so is he, especially with the holidays coming up.  He has gone through 23 workers over the summer, and he loses production time to train new workers as this takes at least two months to train someone to do the workmanship that will pass inspection.

Paul wanted to reiterate the reason they use screws to lock the sliding glass doors.  They have tried everything from 2x4's that block everyone's view to wedging blocks into the track that people remove and open the doors anyway.  They now use screws on the older doors because this keeps people from opening the doors and causing a liability issue, but they can be wedged open in case of fire.  The screw only goes in 1/4" and is used only on the older doors as the railings are removed when working on the balconies.  Until the engineer signs off on it, Paul is liable for any harm caused by people going onto the balcony before the construction zone is released.

Unit 3203: Beach Window put in the sliding doors before Building 3 was started; therefore, the doors had to be removed when the balcony work started.  Now, that contractor has asked CRI to hold off on coating this balcony while he orders a new threshold. They cannot honor that wish and still be on schedule, so CRI will inspect after the installation is complete, to ensure proper sealing around the threshold and around the perimeter of the frame.

Unit 1406:  When Ability Window removed old sliders today, rebar damage was found inside.  The engineer and CRI pulled the carpet back at the other two doors and found significant damage there as well.   Paul stated that he spoke with Claudia and Angel about this. During the initial inspection, no damage was found on the balcony side of these doors, so there was no requirement to check inside the unit. This damage will be repaired on Monday and Tuesday and will be ready for the new doors on Thursday.  He brings this up as this is typical of how damage cannot be predicted or found until they actually get the area opened up.

Joe asked if the damage in 1406 was caused by bad sliding glass doors.  Paul stated that he would go out on a limb and say yes.  He hasn't actually looked at these doors, but when you have damage that far in and knowing that Flores Hager, which is a very reputable company, did the repairs approximately five years ago, the damage had to have been caused by a leak in the threshold throughout the years.  Joe stated that because we have seen too much of this type of damage in every building, the Board made the decision for the maintenance to do a yearly inspection of all sliding glass doors.  Next week, they will be inspecting building four.  Any doors that are in bad shape will be inspected by the engineers.  If the engineers determine that the doors could cause or are causing damage, pictures will be taken and the owner will receive a letter notifying him/her that the doors must be replaced.  This is causing the Association and other owners a lot of money, and it has to stop.  Rose asked if there was any type of coating that can be used on the doors to prevent water damage.  Paul stated that a lot of the leaking is due to the installation rather than the actual quality.  If the sliding glass doors are installed properly, they will last for a lot of years.  Screws will corrode, even if they are stainless steel, which is why CRI recommends that urethane be used under, over, and around the screw to provide a thin membrane of protection.  This is also the reason they recommend stainless steel tap-cons.  Paul further recommends that the balconies be pressure washed yearly to wash away the built-up salt and sand.

Unit 3401: Michelle stated that unit 3401's sliding glass doors have to come out.  She asked Paul if these doors can be reinstalled.  Paul stated that they can put them back in, but because of the condition of these doors, he recommends that the doors be sealed shut.  Michelle stated that this unit is in foreclosure, and we cannot locate the owner.  Therefore, this owner is not going to replace the doors and the only other option is to put up plywood.  Paul stated that they would put the doors back in and seal up the threshold the best they can, seal the stationary door in tight, and leave the operable door just for practicality purposes.  He will write the Association a letter about this unit. Barbara McPeek made a motion to have the sliding glass doors of Unit 3401 be put back in and sealed up.  Joe Farber seconded this motion as stated, and it passed by unanimous voice vote.

3. Proof of Meeting Notice:

Michelle confirmed that the meeting notice was mailed to the owners 14 days before the meeting as required by law.

4. Approval of Minutes:

Jean Deck made a motion to approve the August 26, September 9, and 23, October 7, and 14, 2009, Meeting Minutes as written.  Barbara McPeek seconded the motion, and all were in favor.

5. Financial Report:

Harold Fletcher confirmed that all Board members have a copy of the revised budget and presented this report:  The committee started work on the budget in early September and there are a number of significant changes due to the concrete restoration.  The big question has been in the fire alarms and elevators that must be refurbished to pass inspection.  The Board of Directors requested a $10 decrease in the monthly unit fee since the original was mailed out. This is reflected on this revised budget by taking $20,000 from the elevator reserve line since it is unknown what the true cost will be.  We know something has to be done, but the State hasn't made clear what that is.  This was the only change and brings the assessment to $445 per unit per month.

Jan Molinel, owner, asked if there were any raises given, especially in this time of so many people losing their jobs.  Harold confirmed that RDI, the management company, would be receiving a 3% raise as they had not received an increase last year.  He further stated that the finance committee considered this increase as a non-negotiable budget item.  Discussion ensued regarding reserves.  Since we were under budget this year, the reserves were reduced for 2010.  Jan Molinel asked about the savings potential of reducing the lighting sensitivity.  Harold did a study of the cost and hours and stated that the outside lighting costs are .25 cents per hour; therefore, a reduction of lighted hours or changing of the times for lighting would not be enough to make any significant impact.  He does suggest watching the hours we are getting out of the fluorescent bulbs, keeping in mind that the warranty is void when using timers.

Joe Farber made a motion to approve the proposed 2010 Budget of a monthly assessment of $445 per month per unit.  Rose Rubino seconded the motion and it passed by unanimous voice vote.

6. Unfinished Business:

Elevator Update:  Michelle Dugan reported that Tim Cleckner, elevator consultant, sent a very good overview of what is needed and the status at this point.  He has given us a variance letter that Carol Martone will need to sign.  We should be able to get the variance in two to three weeks.  Michelle requested that the Board read the letter, and it will be discussed in a future meeting.  The Board agreed.

7. New Business:

Resignation of Management Company:  Michelle Dugan submitted the Management Company's 30-day resignation letter and stated that she would be willing to just do the monthly financials for December to help in a smooth transition to the new company. The new management company will order 2010 coupon books and take over fully on January 1, 2010.  Michelle recommended that the Association use their contract committee to find a new management company.

8. Owner Input:

Jean Deck, Don White, Harold Fletcher, and Rose Rubino expressed their gratitude to Reconcilable Differences.  Rose Rubino, Joe Farber, Ed Smally, Don White, and Harold Fletcher each spoke stating their disappointment with this decision and requesting some type of re-negotiation.  Michelle stated that the biggest problem is that RDI is spending over 40 hours a week on Canaveral Sands issues, so is losing money on this Association while her other properties suffer because of time constraints. She said between the verbal abuse of a small but consistent few, and all the people complaining about the repair work going on, the office is spending more than 50% of our time just on Canaveral Sands and it cannot continue.  Several of these Board members and owners discussed the fact that verbal abuse by owners has been a problem here for many years.  The management company has to go to the Board for approval of everything; therefore, the owners need to go to the Board with their complaints and actively participate in the Board meetings instead of just verbally stating their discontent.

Joe Farber asked if the Board wanted the contract committee to review all of the contracts and prioritize.  Carol suggested that the committee look over all contracts to see what ones need to be reviewed and/or redone.

9. Social Committee:

There will be a Halloween party in the rec room Friday, October 31, 2009, at 6:00 pm.  Costumes are optional.  Barbara has posted notices on the bulleting board and by the mailboxes.

10. Set Next Meeting Date:

The next Workshop meeting was approved for November 4, 2009, at 10:00 am.  The next Board meeting was approved for November 20, 2009, at 6:00 pm.

11. Adjournment:

There being no further business, the meeting was adjourned at 7:36 pm.

Respectfully submitted,

Brandi Lowder, Administrative Assistant; and

Michelle Dugan, Manager, LCAM, CMCA, AMS

Reconcilable Differences, Inc.

Canaveral Sands Board of Directors

Board Workshop

held OCTOBER 14, 2009

1. Call to Order; Establish Quorum of Directors:

Carol Martone called the meeting to order at 10:00 am at the management office, 109 Long Point Road, Cape Canaveral. Notices had been posted with this change in location. Board members present: President Carol Martone, Secretary Rose Rubino and Directors Barbara McPeek, Jean Deck & Joe Farber. Three unit owners, Jan Molinell, Christy Anderson and James O’Kane were present. Michelle Dugan from Reconcilable Differences was also in attendance.

2. Budget Discussion:

Treasurer Harold Fletcher was asked to go over the numbers for the Board to understand before next week’s Annual Budget Meeting.

Joe Farber said that attendees at the Space Coast Condo Assn meetings say that pooling of reserves is the best way to fund, since right now there are funds that we cannot use for anything except specific items.

Harold said the actual operating budget has gone down again, and the extra $20.00 per month per unit is to boost reserve funds, since many will be used up by the end of the year.

Pooling of Reserve Funds was discussed. This way of funding starts with a reserves analysis by an engineer, projecting 20 to 30 years out, how much money will be needed year by year to cover repair or replacement costs. The year with the most money needed is the amount that needs to be funded for each year. It also requires a vote of membership. With all the items coming up soon, with very high costs, now is not a good time to try and pool reserves, but all agreed to look at this method after the expensive repairs are completed.

Harold said that the numbers used for partial funding are not the same numbers used for full funding. Full funding means taking the cost to replace, divided by the number of years of service left, less the amount already saved in that reserve account. Those numbers can also change on an annual basis based on new costs or partial repairs done in the interim.

The residents in attendance recommended changes for next year. The options were having the maintenance men cut the grass, clean the pool, take care of pest control and the janitorial work, along with their regular duties. There was also discussion about requesting all contractors to take a pay cut in order to keep their jobs at Canaveral Sands, and re-negotiate with Brighthouse Cable. Jan Molinell was given the approval to contact Brighthouse, but the contract doesn’t renew until April of 2011. The Contracts Committee will meet with all contractors to discuss lowering their fees for at least a year. Copies of all contracts are kept in the rec room for Board members to look at.

A Board member recommended taking the increase out of the elevator reserves line to keep the monthly fee the same and then when we know how much the elevator costs will be, the additional unfunded amount can be part of a Special Assessment. This was not met with agreement from the residents present.

There were complaints about the contractor taking too long on the concrete repairs and not being held accountable, but Board members tried to explain that the contractor bid on a certain amount of repair and that repair has turned into more than double what the engineer originally estimated. Some still wanted the contractor to bring in more employees to get the job done faster.

Jan Molinell said that there are 310 lights around the property. They are on sensors, and sometimes lights come on when not needed or stay on too long in the morning. She recommended timers instead, which the maintenance man could change each week by 5 minutes. Majority of those in attendance felt the sensors are very efficient, but the sensitivity needs to be changed on the sensors. If the ones currently in place are not adjustable, the Board agreed to purchase two new sensors that have that capability. Management was asked to check the FPL power bills in the months after this change is made to see what kinds of savings we will see.

Painting of the Buildings was discussed. These are scheduled to be painted every seven years, based on the warranty and expected lifespan. Some wanted to raise the life expectancies higher so we could cut some funding in the reserves. Carol said “this year’s solutions are next year’s problems”, and we need to be careful about what is put off or not funded.

Discussion moved to the elevators and the state requirements for safety upgrades that will cost thousands of dollars. Carol asked that all residents send letters to our representatives asking them to look at these proposed state bills closely before costing condo owners more to comply. The Space Coast Condo Assn website, www.spacecoastcondo.com has e-mail addresses for our local reps.

Pool heat was also discussed. Some residents want a very warm pool, but others said one degree will help cut costs and this needs to be addressed. The pool is kept at 83 degrees through the winter. Solar was discussed; but this was installed in 1996, and it did not keep the pool warm. A storm then blew the panels away, and they were never found.

The Mack’s in building #2 requested approval to install impact sliding glass doors. The Board signed the approval form, and a letter will be sent to owners so they can obtain their permit.

The Elevation Certificates that were approved by the Board were received from the engineering firm. Copies of all building elevation surveys were handed out to Board members. When owners’ insurance or mortgage companies request these, RDI can fax them to the proper person.

Copies of the last 3 meeting minutes were handed to the Board members to discuss and approve at the next meeting.

There was discussion about not approving a budget at this October meeting. Michelle stated that it could be put off for another 3 weeks, but by statute, we need an approved budget by mid-November so coupon books can be ordered and delivered to unit owners by December 1st.

The Board meeting for members to discuss their concerns is scheduled for next Friday, October 23, 2009. The proposed budget and an agenda for that meeting were mailed to all owners, and the agenda was posted on site.

3. Adjournment:

There being no further business, the meeting adjourned at 12:24 pm.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Community Association Manager

Canaveral Sands Board of Directors

Board Workshop

held OCTOBER 7, 2009

1. Call to Order; Establish Quorum of Directors:

Carole Martone called the meeting to order at 10:00 am at the management office, 109 Long Point Road, Cape Canaveral. Notices had been posted with this change in location. Board members present: President Carole Martone, Secretary Rose Rubino and Directors Barbara McPeek, Jean Deck & Joe Farber. Two unit owners were present.  Michelle Dugan from Reconcilable Differences was also in attendance.

2. Concrete Restoration Update:

Byron Evetts and Claudia Irvine from Existing Structures Engineering were in attendance. Byron had a revised spreadsheet for their new findings in Building #4. Figures were not clear to some Board members and Claudia said she would confirm the numbers and get back to us, but their new estimate of repair costs for Building #4 are about $46K.

Claudia said that unit #2206 has a very uneven sand finish that was not due to the current or the last round of work done, but somewhere in the past the top coat was not properly prepped, so cosmetically the balcony needs to be re-done. The Board members had gone to the unit to inspect and agreed that the work should be done. Claudia said it would cost $1,150 based on CRI’s quoted costs, to remove and re-coat with all three steps required from bare concrete, but owner Paul Dupre was in attendance and said he would do it for his cost, $800 to $900. Jean Deck motioned to have this done, Barbara McPeek seconded, all in favor.

Paul also said that Ms. Peter from Building #3 is contesting his cost for removing her tile and he cannot do anything more for her. The Board agreed that, while it is the unit owner’s decision who she wants to pay to remove the tile, if it is not done correctly, it will cost her more for CRI to go in and remove all grout and thinset and prep it properly. Byron Evetts agreed to write a letter stating what he will be requiring before the restoration coating is re-done. This will be sent to Ms. Peter in a letter from the Association.

The engineers and contractor left and the Board discussed feeling unsure of true costs and damages. They requested a list of actual work done and those accurate costs to date, along with the new estimated costs and all the change orders along the way that have been approved, separated out by date approved and cost added.

The Board also wanted letters to go to any unit owner in building #3 or #4 who have sliding doors in need of repair or replacement. Joe Farber accompanied the engineers on their last inspection survey and some sliding doors could not even be opened. Some of these have full time residents living in them. Once unit numbers are known, management will send letters advising the need for repair or replacement ASAP.

3. Manager’s Report:

Based on the approved budgets sent from the committee after their Friday meeting, a mailing was sent to all owners with this proposed budget.  It will be discussed and then a final budget approved at a Board meeting on October 23rd.  Florida Statute requires it be mailed and posted 14 days before that meeting.  Michelle had concerns about the reserves being fully funded or if the life spans and replacement costs were modified to make it look like reserves are fully funded. The Board was unsure of what was ultimately approved for mailing last week, so they want to meet with Harold or the committee before the meeting on the 23rd. Carole will ask if he can attend a meeting next Wednesday at the RDI office so the Board can ask all those questions before the members’ meeting.

A resident in Building #4 has asked for permission to install impact sliding glass doors. The Board signed the form and a letter of approval will be mailed to the owner. 

Mary Ernst asked for permission to teach water aerobics for arthritis. In order to do this, she said she needs a statement from the Association that the pool is heated.  Manager stated that what was presented to us is a very large contract with some liability issues.  Mary wants to teach these classes for free to residents, but eventually wanted to be able to charge people for attending. That is conducting a business, which cannot be done, and the contract is so large that the Board needs to look this over before agreeing to sign. While a worthwhile endeavor, the Board agreed it was not appropriate at this time.  Jean Deck said she would return Mary’s application and explain the Board’s decision.

A sliding screen door issue is still outstanding. All agreed the screen has rotted, but this may turn into something more because the owner is quite upset and says the screen door also doesn’t roll correctly anymore either.

Another resident said she is going to sue the Association because the worker’s drank her milk and she wanted the Association to pay for the tile that needs to be replaced in her living room. Until we receive notice from her attorney, this issue is closed.

General Elevator Services was out last week working on more outstanding issues, and Rich believes A1 Elevator Inspections came out last week for their second inspection and met with Phil.

There is now an issue with the fireman keys. We have keys for every elevator (to open the outside doors, then get in and be able to turn a lock and go to another floor) but some of these keys do not work at all. We have heard that General Elevator Repair replaced locks last year and maybe did not give us new keys. Consultant Cleckner will ask General for keys that work before the variance request letter is sent to the state. Our elevators are out of compliance and the state has not issued 2010 permits, even though we paid for them in June. We have not received copies of the 2nd elevator inspection yet. It must have been sent directly to the consultant.

Joe asked about lowering the cost for the elevator phone lines, which we were told would be able to happen with the new monitored phones. It was found that the only way to reduce the line costs would be to tie into a resident’s line and that would not be proper. The line added to the rec room was found to not be a separate line, but was tied into an existing line, so there is no monthly fee for that one.

Waste Management has been replaced by Waste Pro and the Landscape Committee would like a yard debris dumpster for their use. We are looking into that.

4. Set Next Board Meeting:

If Harold or a Budget Committee member can attend, the Board would like to have a meeting next week at the RDI office to go over the budget and the estimated reserve numbers. Either way, the Friday, October 23rd Board meeting will be held in the rec room at 6:30 pm to discuss the budget that was mailed to all owners.

November 4th will be the next daytime meeting and it should be able to be held in the rec room, as long as the concrete work is completed in that portion of the building.

5. Adjournment:

There being no further business, the meeting adjourned at 12:10 pm.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Community Association Manager

Minutes of the Meeting of the

Canaveral Sands Condo Association, Inc

Held Wednesday, September 23, 2009

1. Call to Order:

The meeting was called to order at 10:00 am in the Recreation Room.

Board members present: Carole Martone, president, Rose Rubino, Secretary, and Directors Jean Deck, Joe Farber, and Barbara McPeek. Eight residents attended.
 

2. Updates:

Concrete Update: Claudia Irvine stated that Stack #1 of Building #3 will be started Monday. Angel stated that Building #2’s top coats are being applied today and if there is no rain, these should be dry by Friday. The walkways are being pressure washed today and tomorrow, then the priming and painting of the walls and new stucco will be completed. So far, there are no more surprises. Joe Farber asked for the rest of the reports on Building #3 and #4. Claudia said Byron had a death in the family, so these will be later than expected. Carole asked if the cost estimates are still close to expected final costs. She said yes.

Stack Rescheduling: A resident asked about a wedding expected to be held in the recreation room next weekend. Due to that and much discussion, the contractor agreed to start stack #2 on Monday instead of stack #1, allowing the wedding party to use the pool deck for the reception.  They will then go back to stack #1 the week after stack #2 is started.  It was reiterated that all sliding glass doors will be locked down, whether they have a lot of damage or not.  All decks are getting new coatings, so all are locked down while the “stack” is being worked on.

Pool Update: The closing of the pool was discussed. Since the deck will have plywood laid over the coating, it will stay all week, and then each Friday, the contractor will remove it for weekend use of the pool.

Angel asked for a key to the pool area while this is going on.  Barbara McPeek loaned him her key.

Insurance Update: Josh Ranew from Ranew Insurance, attended to answer questions about elevation certificates, wind mitigation forms and insurance appraisals. He also had updated numbers for the policies that renew on September 29, 2009.

The new insurance appraisal was just completed and these new costs to rebuild were used for the quote. The premium for  property insurance, Directors and Officer’ s Insurance, Boiler & Machinery, Liability, $15 million Umbrella policy and a $500,000 crime policy will be less than last year’s price by about $2,000. The Flood Policy renewed in July and Ranew offers a 12% rebate on the policy. The wind (hurricane) policy renews in March.

Rose said package policies would give a better price, but Josh felt that shopping a number of companies for the best coverage and the best price gives the Association the best overall coverage. He said the policies he has written for Canaveral Sands since 2002 and the premiums were from a low of $39,966 to a high of $132,503 right after the 2004 hurricanes. 

Wind mitigation forms were discussed. The Association gets credits for the strong roofs, the concrete building, and if all windows and doors are covered or impact resistant, those also get credits. These forms also help owners obtain credits on their personal policies. Residents said they saved between $200 and $700 on their personal policies. Josh said the wind premium will also be issuing a credit based on the new appraisal and the mitigation forms already in place. He said Citizen’s is revising the wind mit form, but Canaveral Sands can continue to use their forms for the next year. He recommended that before the policy renewal next year in September, the new forms should be completed again.  They are good for 5 years.

Boiler and Machinery insurance is very important for the elevators, pool equipment, fire panel and alarms. Any time there is an act of God that damages equipment, this insurance covers the replacement.

Liability insurance pays up to $1 million dollars per occurrence if anyone has a legitimate claim of being hurt on the property. This insurance also covers the legal fees to fight claims that aren’t valid. Rose asked about a drop down provision. Josh said it is included and the umbrella coverage will cover any lawsuits over that million.

Directors and Officers insurance covers the Board from lawsuits for the decisions they make, and the umbrella also covers those claims that might occur. This policy also covers any committees that are assigned responsibility and sanctioned by the Board.

The deductible for property is $5,000. This covers fire, lightening, hail for the structure of the building. The Association could save about $3,000 to $4,000 if they chose a $10,000 deductible. 

FS 718.111 states what owners are responsible to cover versus what the Association is responsible for.

As of January 1, 2009, the air conditioners on the roofs are covered by the Association for insurable claims – wind, fire, lightening strikes, etc. Therefore, the policies reflect that coverage as well. This does NOT cover maintenance issues, only damage by an Act of God. Owners are still responsible for their own maintenance of their air conditioners.  In a casualty, the doors and windows are also covered by the Association.  There is still law being discussed about what happens when the damage does not meet the deductible, especially when only one unit is affected.

Carole asked about Terrorism coverage.  The quote has an option of $1,650 for terrorism coverage for the property and there was a lot of discussion about this. Some wanted to take this since the condo is in between Patrick Air Force Base and the nuclear submarine base at Canaveral. Finally it was agreed to not accept that coverage for now, while researching what would actually be covered. At that time, the policy could be added.

Josh said the current premium for renewal is for all policies except flood and wind. This cost is $24,935 and he had a finance agreement available for the Board to discuss. If chosen, the rate is 4.42% interest.

Josh stated that the FEMA maps of flood zones were recently changed.  Canaveral Sands changed from an “X” zone to an “AE” zone, and therefore, if the Association changes agents, they will need to have new elevation certificates completed by an engineer before the flood policy can be reissued. Quotes were received from management, of $150 per building up to $350 per building. For the National Flood agency, the Association is currently grandfathered in, but for owners, these elevation certificates can help them obtain their own flood policy. These certificates are also required by new mortgage holders. Joe motioned to pay $600 for 4 new elevation certificates and Rose seconded that. All in favor.

Josh left and another policy was discussed from Skip Wren. His quote had a $10,000 deductible and was a package policy through a new company. The Board discussed this at length, but Barbara McPeek motioned to stay with Ranew, Jean Deck seconded and all were in favor.

The terrorism policy was discussed. The Board agreed to NOT insure for terrorism now, but will have Josh give them more information for a future discussion. This policy could be added at another time in the future.

Budget Report: Harold Fletcher handed out proposed budgets for Board to look at. The committee had two long meetings to come to these numbers. The committee recommends a 2010 cost of $285 for operating costs and $170 towards reserves, for a total $455.00 monthly fee. The committee will have a meeting open to the public this Friday, September 25th at 4:30 in the Rec Room.  Notices will be posted today.  Harold and the committee were thanked for their hard work.

Elevator Updates: Consultant Tim Cleckner has written a number of memos to General Elevator and has not received a positive response to whether they have completed their needed repairs yet or not. Therefore, Tim will visit the property next week to be sure. If the work is completed, he will contact A1 Elevator Inspections to do their second inspection and hopefully not fail. Once all violations except the state upgrade are handled, he will send the letter to the state asking for a time variance but we will receive the elevator permits with that waiver attached. For now, the elevator permits have expired.
Assessments / Forclosures: Owner Assessment payments were discussed: Six owners are late in the final special assessment and two units, owned by one person, are in the process of being foreclosed by the Association. There was much discussion on the difference between this and a bank foreclosure. If the bank is not foreclosing and the owner is not paying, the Association needs to foreclose to get non-paying residents out.  At that time, the Association can rent out the unit to re-coup the outstanding balance before the bank forecloses or it is sold.  Condo law does not allow the Association to take away rights to use the amenities if you do not pay your monthly fees.  The only way to stop “deadbeats” is to foreclose and remove them as owners.

The newsletter has been e-mailed to all known addresses and copies are in the rec room.

Reserve Study: Manager obtained a price on a reserve study, as requested by the Board and as required by Florida Statute every 5 years. She handed over the bid and sample study to Joe Farber for the Contracts Committee.  It is expensive, but is a start to the process.

3. Owner Input:

Crossover Parking Space: Joe Farber asked if the parking space in front of the walkway to the beach crossover could be noted as fire lane or no parking to make it easier to get carts and supplies past the cars on the way to the beach. Board discussed this, but agreed we need to keep all front parking spaces available.

Social Committee: Barbara stated that there will be a Halloween Party in the Rec Room on October 31st.  She will post notices soon.  It will be a costume party.

4. Adjournment:

There being no further business, the meeting adjourned at 12:20 pm.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, CAM #17226

Community Association Manager

Canaveral Sands Board of Directors

Board Workshop

held SEPTEMBER 9, 2009

1. Call to Order; Establish Quorum of Directors:

Carole Martone called the meeting to order at 10:00 am.   Board members present: President Carole Martone, Secretary Rose Rubino and Directors Barbara McPeek, Jean Deck & Joe Farber. Three unit owners were present. Michelle Dugan from Reconcilable Differences was also in attendance.

2. Concrete Restoration Update:                                                                                                                                  Byron Evetts and Claudia Irvine from Existing Structures Engineering were in attendance. Byron stated that his firm was hired 18 months ago to do a survey of the damage and needed repairs, and today he had a spreadsheet showing how much more damage has been found since that initial survey. He went into some scientific data about why waiting exponentially adds to the percentage of damage, but also apologized for being the bearer of bad news.

He did a partial re-survey of building #3 since the first two buildings were so far over budget. He handed out a revised spreadsheet for just building #3 that shows a 72% increase in deck repairs needed, and a 1300% increase in “through-deck repairs” needed. This means that there have been significant increases in damage and cracks in the last 18 months. The rate of corrosion was much more than even the engineer had expected. They had photographs from April 2008 and present, and spalls have doubled in size in that time.

Cracks that were one foot long 18 months ago are now 5 ½ feet long. That is the accelerated nature of what has happened.

He will bring chloride testing results to the Board in the near future. The budget had a 30% increase for unseen damage, but it has been more than that. People asked why: Byron said the why’s could have been a poor paint job in the past that allowed water to intrude; it could have been a higher level of water to concrete in past repairs, but there is no way to know exactly why. He said cathodic protection used to be touted as helpful to slow the corrosion, but after 20-year test results, they are finding it isn’t a better way to protect. A good repair job, which is what we are getting with CRI, is the best protection.

Paul Dupre said they are finishing up stacks 5 and 6 in Building #2 right now and are at a crossroads. They need to know if the Board wants to continue with the process into Buildings 3 and 4 or if they should stop. Paul had projected 4 months for this job and it is already into 6 months due to the extra unexpected work. He is now behind schedule on 3 other jobs due to finding more damage. A board member asked why he can’t bring more men on. Paul said he has experienced men who know what they are doing and hiring untrained laborers would not help and could hurt the job.

Currently the building #2 walkways (the front of the building) have delaminated stucco that is falling off. While not structural, it needs to be repaired and Paul needed an answer as to do this work or leave it as is. This is an additional $5,500. The walkway floors will also be an overage, but the engineers did not have those numbers with them. Byron did state that the final spreadsheet presented today shows the estimated cost of building #2 with all extras needed, at $152,700.  Joe Farber motioned to approve this change order, Barbara McPeek seconded, all in favor to complete building #2 entirely before leaving it.

Paul Dupre stated that he has spent a lot of time dealing with a resident who does not want to understand that the tile must come off her balcony and cannot be reinstalled, and that the cost is hers. The Board agreed that the work must be done whether she has it done or CRI must do it when they prep the area for repairs.

3. Approval of Minutes from the August 26 Board Workshop:

The Board just received these minutes and will read them and ratify approval at the next meeting.

4. Financial Report:

Harold Fletcher stated that between deferred maintenance reserves, interest earned on reserves, and the line item “balcony and walkway repairs”, we should have enough to finish this project.  However, this will deplete these line items and next year, the reserves will need to be built back up.

The Board briefly discussed the possibility of a bank loan to cover the overages or asking the contractor to carry the debt over a longer period of time.

Owners brought up rental difficulties but the Board stated that they have a fiduciary duty to get this work completed correctly.

Based on Byron’s revised numbers, the repair work will cost about $547,000. This means $227,000 more is now needed. After discussion, Joe Farber motioned to proceed with the completion of buildings #3 and #4 at a cost not to exceed $550,000 for the entire project with all extras. Rose seconded. Discussion ensued about the engineer needing to finish his survey of both of these buildings before the work is started. All in favor. CRI will be contacted with this news so they do not stop work next week.

Jean Deck said that in 1996, the first round of concrete repairs was done and the cost was $590K. Phil Heller stated that we are getting good value and a good job. There has never been this much rebar exposed and treated before.

5. Manager Update:

Legal Opinion: Michelle stated that the attorney from Taylor & Carls, PA has sent his opinion letter regarding responsibility for drywall replacement, based on the condominium documents and Florida Statute 718. The attorney states that the Association is responsible for perimeter unit walls of drywall, but not interior walls. He also states that the Association is responsible after a known event, not just because a resident thinks their drywall is old and discolored.  Insurance adjusters state that the Association is responsible for all drywall inside a unit, so there will be struggles with this, but the opinion letter is available to any owner who requests it.

Insurance Appraisal: Worthy Appraisals bid $1400 to inspect and write up a new insurance appraisal as required by Citizen’s Insurance every 24 months. The Board agreed to this cost and Bonnie Worthy will be out within 2 weeks to inspect and take photos, and 2 weeks after that, the report will be received and forwarded to the Board.

Budget 2010: Michelle handed out a draft 2010 budget and a detailed reserve analysis for the Board and committee to start working with.

Newsletter: A draft newsletter was designed by RDI. Carole will add a “President’s Message” and then it will be e-mailed to all we have addresses for, will be mailed to out of state owners, and copies will be left in the rec room for on site owners.

Approvals: One unit requested approval to install edge of balcony hurricane shutters and one unit asked for approval to install new sliding glass doors. The Board signed these forms and management will send the approval letter to the owners so their contractors can obtain the permits.

Screen Damage: A resident said the contractor ripped their sliding door screen, but a sample of that brought to the meeting showed that the screen was old and falling apart. The Board agreed that the contractor is not responsible for that.

Garage Drywall: Drywall repairs inside garages are owner issues, and neighboring units had LB Drywall take care of a mutual repair and all is complete now.

5. Elevator Updates:

General Elevator Services was out last week to work on their outstanding issues, but we cannot have the second inspection until they have completed everything and our consultant has inspected their work.  Phil installed “tube guards” in the elevator cabs, which was one of the violations. Having Phil do this work saved the Association money.

6. Set Next Board Meeting:

The next meeting will be held Wednesday, September 23rd at 10:00 am in the rec room.

7. Adjournment:

There being no further business, the meeting adjourned at 11:50 pm.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Community Association Manager

Canaveral Sands Board of Directors

Board Workshop

held AUGUST 26, 2009

1. Call to Order; Establish Quorum of Directors:

Carole Martone called the meeting to order at 10:00 am.   Board members present: President Carole Martone, Secretary Rose Rubino and Directors Barbara McPeek, Jean Deck & Joe Farber. Seven unit owners were present. Michelle Dugan from Reconcilable Differences was also in attendance.

2. Concrete Restoration Update:                                                                                                                                  Claudia Irvine from Existing Structures Engineering had delivered a draft “cost estimate to date” late last night. She said Building #2 is substantially over budget. There were six extra columns and much more overhead damage than initially inspected in early 2008. She will review the surveys to find out why there was so much more damage than originally surveyed, but to date, the project has now billed more than was budgeted for the entire project, and we have not yet started buildings #3 and #4.

Byron Evetts, the owner of Existing Structures, also attended and he stated that as the engineer of record, he will be coming back at no charge to the Association and re-visit the issues, learn from the mistakes of the first two buildings and come back with better numbers and reasons for the overage.

Joe Farber stated that building #1 was $50K over budget and now building #2 is $61K over budget. Carole stated that we cannot start building #3 until we have a better handle on the true costs to complete the project.

Byron said there was a 30% increase in damaged footage added to the bid, but even that was not enough.

While he wanted to re-inspect building #3 and come back to the Board with an answer, Joe asked that building #4 also be re-inspected now, not later. Byron agreed, took responsibility for this overage and did say the time lag between the inspection report and actual work done could be the reason for this increase in damage.

Jean Deck stated that their budgeted number for repair costs in 2008 was closer than the now actual, but this was based on higher “cubic foot” costs. The contractors came back with lower prices, but all bids were based on the same footage.

There was more discussion, but Byron agreed to have numbers by next Wednesday, September 2nd, to give to the Board and all agreed to reconvene in two weeks to discuss the results found. The engineers will attend the September 9th meeting.

Jan Molinell asked if change orders were signed for this overage. Byron stated that there are always change orders  if there are changes to scope of work, but on this type of balcony work, there are “unit costs” so if the footage changes, it is measured by the engineer, quantified and billed at the quoted footage rate.  Byron said if the damaged footage was LESS than the bid, the cost of the project would have been less, but the “item” being done is already in the bid and just billed by the actual cubic footage rate.

Jan then asked if the contract noted how many men would be on the job every day. She felt there were only five, but others in the audience and on the Board felt the men were working well and quickly. Paul Dupre said he usually has 12 men, but they are like ants, all over the building, not all in one place. Rich said he logs between 8 and 12 men every day and Paul offered his timesheets as proof also. Majority of the audience agreed the men are working quickly and with all the extra work being done, the job is not going slowly.

On unit 1306, Byron re-inspected the slider and gave approval to close that issue. He will also send a note to that effect. Management asked about 2301 and the contractor’s use of white nails or screws. All agreed that this must be corrected before the contractor can do any more work at Canaveral Sands.

Mrs. Smally said the window sill on the north side of 2401 has chunks missing. Paul will inspect this.

Harold Fletcher said that at building 1, 2nd floor, he sees spalling in front of the elevator entrance. Byron said they would look at this.

Barbara McPeek said there was a door threshold that also needed to be done. Claudia said they would take care of this. Barbara asked how much that would cost. Claudia said about $30.00

3. Elevator Updates:

Tim Cleckner, elevator consultant, attended to update the Board. Michelle said he earned his pay this month. General Elevator billed the Association for “kellum grips”, at a cost of almost $3,000 and Tim found that these should have been replaced as part of the maintenance contract. He has replied to the supervisor at GESS asking for a credit on the billing.

Tim then said General did not respond or repair the violations after the inspection almost a year ago. They only took care of these because Tim pushed and demanded they be done before the elevator permit expired.

Tim said the upgrade “A17.3” issues are a financial hardship to the condos, so usually the variance is allowed, but it only gives a little more time to do the work, it cannot be ignored. With the variance, the permits will be issued with a caveat that time has been given to comply. He said the fire alarm system upgrade is also tied to the A17.3 issue and that will be expensive.

Tim sent a long e-mail to GESS last night about all these issues and the fact that the Association will not pay the recent bill. Copies were given to the Board.

Tim was asked about classes for Rich. He said the technician classes are “book work” to understand codes, not hands-on instruction, plus Rich could get hurt, so Tim recommended the Association purchase some books he knows of that could help with the basics. It was also mentioned that the technician does NOT let Rich know when they come on the property. This needs to change. Carole wanted Rich to sign off on what is done.

Quotes were received from GESS for a warped door and some other items GESS felt needed to be repaired, but the cost was over $11K and Tim felt this was out of line. He will speak to them about the quote and the need for these items right now. Tim said this is how the elevator maintenance companies work: they bid a low monthly fee and then charge inflated fees for all “extras”.

Tim said the escape hatches are rusted shut and General Elevator did not address these at all. Carole asked about replacing the entire car instead of just pieces. Tim felt this might be the least expensive alternative with all the problems being seen on these old elevators. He is trying to keep the costs down, but fixing rusty items isn’t the best way to handle the repairs.

There was discussion about suing the maintenance contractor, but Tim said it would cost more than the condo would recover and with all the different companies that have been used in the past, it is hard to point fingers.

Tim said once all the work is completed, it is recommended that a third party inspect the maintenance work on an annual or semi-annual basis to make sure they are keeping the new equipment in good order.

Tim will let us know when the work by GESS is completed so that we can have A1 Elevator Inspections return.

Tim was asked who could make elevator repairs and upgrades. He stated that a certified elevator company and technician must do all work inside an elevator or equipment room. Cab upgrades are a part of that.

Carole noted that she and Joe attended the Space Coast Condo Presidents’ Forum. The state is bankrupting the condos with all their new requirements and this group is working to try and change that.

4. Approval of Minutes from the August 12 Board Workshop:

Rose made two corrections and approved the minutes with her clarified wording. Barbara seconded, all in favor. Ed Smally asked if it was possible to have the minutes placed on the website more quickly and asked if hard copies could be kept in the rec room. This is a high priority.

5. Ratify Appointment of New Board member Jean Deck

Joe motioned to appoint Jean to the balance of the term. Barbara seconded, all in favor.

6. Financial Report:

Harold Fletcher said all is in a state of flux and it is unknown what all will cost. He said so much damage is hidden until they start working. He feels there will be real problems keeping within budget for the year. He said the Colonial Bank situation was a scary issue. Luckily BB&T Bank has taken over all the Colonial accounts. Carole commended Michelle for being on top of this issue and moving money to Sunrise Bank to be sure we stayed below the FDIC insured value of $250K. Rose asked that we look into Space Coast Credit Union for the future. Rose felt they had more stability than regular banks. Michelle stated that most of the reserve money is with USB Bank in Orlando. Other than the concrete unknowns, Michelle stated that we are on budget. Collections were discussed. Two units have payment plans in place. They are paying the interest and the Association agreed not to send the accounts to collections if the monthly payments are made as agreed.

Jean asked about bank loans. A general consensus was that this is what will have to be done to cover the upcoming elevator repairs.

Discussion went back to the concrete and the engineer’s estimates. Carole felt we were not properly notified of the overages and given revised costs quickly enough.

Michelle said 17 units have not yet paid their special assessment in full, which is due at month’s end. Two units are in foreclosure with the Association. There were questions from the audience about the difference between a bank foreclosure and an Association foreclosure. At this point, no bank has served papers starting foreclosure. Since these units, owned by one person, have not paid the Association, we have started proceedings to take back the units.

7. Management Report/Unfinished Business

a) Drywall Responsibility: A unit had drywall and mold damage from “above” and wanted the Association to remove and replace the damaged board. They also asked that we replace some damaged drywall in other parts of the condo. Management told the owner that the insurance law requires the Association to cover drywall from a catastrophe, and the Association will bill the unit who is responsible, if known. Old drywall or damage from unit owners to their own drywall is not covered by the Association. The attorney is still working on the opinion letter regarding Association responsibility for drywall replacement.

b) Air Conditioning Line Responsibility: Michelle wanted it noted in the minutes that when a unit owner has air conditioning problems, the rule of thumb is how many other units are affected. If only that one unit is affected by a loose wire or electrical problems with their air conditioner, the unit is responsible for the costs involved in re-wiring their air conditioner, even though the lines all meet in one conduit.

c) Elevation Certificates: Some units are requesting this certificate in order to get credits on their own flood insurance or need it for new mortgage holders. The Association never had this done, and some units have covered the cost themselves. Other owners have asked if the Association will cover the cost as a shared expense so that no one person has to cover this expense themselves. The Board asked management to obtain costs for this certificate for each building.

8. Committee Reports:

Landscaping  - Joanne Smally: B & R Pest Control has also done the regular fertilization and insecticide spraying. Bruce will also spray the Sago palms twice for Japanese scale.  Some of them will need more trimming after they are sprayed.  Hugh Young has trimmed the dunes and also has done the yearly palm tree trimming.  A fake rock was purchased to cover pipes at NW corner of pool.  Rich was asked to take the three fake rocks inside in the event of any hurricanes.  Future landscaping includes installing the path requested by Jim O’Kane as well as the repairs of damage done to the garden area between bldg. 1 & 2 by a small vehicle used by the cement workers.

Social  - Barbara McPeek: There will be a Halloween Costume Party on October 31st in the Rec Room. More details will follow.

Hurricane Shutters – Carole Martone: The current specifications and approval form will be added to the website for anyone who wishes to install new sliding glass doors, hurricane shutters or screen enclosures. We are still waiting on the engineer’s specs, but until then, these interim specs will be used.

Contracts – Jim O’Kane: Jim was not in attendance but current contracts will be discussed in the near future.

9. New Business:

Rugs for Elevator Floors: Rose Rubino felt the wet floors in the elevator cabs are a safety issue and asked that rugs be installed. Management was asked to obtain costs for the restaurant-style mats that do not move and have thin edges. Samples were e-mailed to the Board and Rose made a motion to purchase 4 of them for the elevators. Joe seconded, Discussion: Some were worried about mold, who will clean them, roll them up, some may trip over them, some people wanted more signs about not entering if wet, etc. Vote: Three in favor (Rose, Joe & Barbara.) Two not in favor (Jean & Carole). They chose a brown carpet with specs so the dirt does not show as much.

10. Owner Input:

Ed Smally spoke on the Concrete Restoration work. The special assessment money came to $325K. The total repair cost, now revised, is $379K. There is more money that can be used. There will be over $70K in the Concrete Reserve at year’s end; there is $50K that can be used from Operating, $76K in deferred maintenance reserves and $20K in interest reserves. Michelle said the engineer’s oversight cost is $30,000.   Ed sees no reason, from a financial standpoint, why the job cannot be completed.

11. Set Next Board Meeting:

The next meeting will be held Wednesday, September 9th at 10:00 am in the rec room.

12. Adjournment:

There being no further business, the meeting adjourned at 12:15 pm.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Community Association Manager

Canaveral Sands Board of Directors

Board Workshop

held AUGUST 12, 2009

1. Call to Order:

Carole Martone called the workshop meeting to order at 10:00 am.

2. Board Members Present:

President Carole Martone, Secretary Rose Rubino and Directors Barbara McPeek & Joe Farber. Seven unit owners were present. Michelle Dugan from Reconcilable Differences was also in attendance.

3. Concrete Restoration Update:

Paul Dupre and foreman Angel attended. Paul stated that the engineer, foreman, manager and maintenance had met this morning regarding contractor specifications on sliding glass doors. The meeting helped the contractors understand that Canaveral Sands will hold them to a higher standard than the city’s building department.

On Building #2, Stacks 1 and 2 are opened now and stacks 3 and 4 are prepped for coatings. One door on that stack needs to be re-installed and then it is ready for coatings. Stacks 5 and 6 are starting demolition this week.

Financially, Claudia gave him a demo sheet, and the project is at $240K to date. Paul will get a bill to Claudia and she will look at it and get the approval request to the Board soon.

At the next meeting, Paul recommends that they discuss how to go forward financially and where the project stands as bid with known extras.

Rose asked when Building #3 would be started. Paul said he will have a plan by the next meeting about how the pool will be handled, based on the amount of work to be done on the north edges of building #3.

The RDI office is getting complaint calls about railings and sliders being pitted and paint removed. The engineer attended a walk through this morning and all agreed that the railings are a maintenance issue that will be repaired when the building is painted (Next year building #1 is scheduled to be painted) and the slider doors missing paint at the bottom is probably from the pressure washing. This is not a responsibility of the contractor. It just means the doors needed to be re-painted and this pressure washing took off degrading paint. Paul concurred that they put wood in the tracks to keep sliders locked; they do not use tape.

He then stated that the railings at Canaveral Sands are powder coated and the primers in the powder coating process have not held up well in this environment – a little blister starts, then water and salt get under that and it start deteriorating the aluminum. Paul uses a different finish on the railings he paints now, but that is not a part of their contract. The correct primers for aluminum are about $200 per gallon, but these primers give a 7 year manufacturer’s warranty against blistering.

4. Manager’s Report:

Unit # 2206 damage: The owner’s daughter contacted RDI and said her insurance company said the condo Association is responsible for all drywall inside the unit and she wants all new drywall in her bathrooms and hallway from a leak from the unit above. When we inspected the unit a month ago, we saw some topical mold, but no “mushy” drywall, which is our indicator of a need to replace.

Michelle said Association Attorneys do not agree on a standard answer to the drywall responsibility based on the statute and asked for permission to obtain a legal opinion from Canaveral Sands’ attorney. The Board agreed that an opinion from the attorney is needed since these sorts of items will continue to be asked of us. Carole asked RDI to make all the units above and below this unit aware of the damage also, and ask them if they are aware of any water leaks in their units.

Ed Smally made copies of the 2003 Attorney’s Opinion letter on Towing and gave them to Board members.

4. Elevator Inspections:

Inspection reports were received and the Association did not pass. General Elevator is now out working on all elevators, taking care of those items that are THEIR responsibility. RDI has requested that GESS pay for the re-inspections since they had promised their responsibilities were fixed before we made the appointment. “A17.3” violations are those that the elevator engineer will address by requesting a variance from the state AFTER all the other violations are fixed.

Regarding the phones from Kings III, one of those phones was not working the day of the inspection, because AT&T was working on lines out on Ridgewood. This is now repaired and all 4 phones in all four elevators work properly.

Joe asked for more information on the A17.3 violations. The inspector cannot overlook these violations, but once the small items we CAN take care of are handled, then the elevator consultant will try to get a variance for more time to get the modernization complete.

Michelle stated that the roof hatches and the elevator room doors were not noted as violations on the inspection report, so these are not needed until the modernization is complete.

Michelle stated that once General Elevator completed all the repairs that they are responsible for on the inspection list, then A-1 Elevator Inspections will come back out, do a re-inspection and then the variance issue will be handled by the consultant.

Permits in the elevators are expired and will stay expired until the modification work is complete, but we have paid for the 2009-2010 permits.

5. Other Maintenance Issues:

Rich’s Maintenance Report was delivered and Rich and Phil were asked to come up with wording to hand to contractors before they start working at Canaveral Sands. This will be looked at and discussed at the next meeting.

After speaking with Shutter Outlet, another modification was made to the current Shutter, Slider and Enclosure specifications sheet. PVC is no longer used; now it is “extruded aluminum”.

While the engineer does not like our specifications sheets, they are all we have until he comes up with something else. Our specifications request more than the standard state  specs, but will be required of anyone installing these items at Canaveral Sands.

6. Approval of Minutes from the July 29th meeting:

With a modification from Rose, Joe motioned to approve these minutes and place them on the website. Barbara seconded, all in favor.

7. Board Member Resignation:

Christy Anderson had to resign for personal reasons and notices were posted asking for volunteers. Jean Deck was the only person to offer, so Joe motioned to appoint Jean for the balance of the year, Barbra seconded, all in favor.

8. Owner Input / Other Business:

Joe said the cleaning company is leaving the interior of the elevator cabs very wet and it is slippery. Rose asked about the carpets for inside the cabs.

Some Board members felt it could be a trip hazard or get caught in the doors. Others were afraid that the carpet would hold wetness or mold beneath it

Rose explained that these are commercial grade, used in many places, are heavy and do not move and the lip edge is really thin. Michelle offered to have RDI research this on line and submit something to the Board before the next meeting.

Rose designed a Towing form with a sticky backing, to place on any vehicle that is really mis-parked, such as on grass, in fire zones, etc. Others wanted the cars parked next to Ridgewood that belong to people across the street to be tagged or towed. A resident asked why the tow sticker doesn’t have a name and number to contact. Rose said a real resident will know how to contact management and a person who shouldn’t be here just needs to move their car. Joanne Smally discussed the fact that people from across the street who park at Canaveral Sands cut through the bushes, causing damage to the shrub hedge.

Manager asked if she could start a newsletter since it has been so long since the last one was sent. Carole offered to help.

Joe stated that he and Carole attended a “President’s Forum” held by the Space Coast Condo Association, and they discussed Bright House cable, problems others are having, the option of placing a dish on the roof and obtaining income from the satellite service and other items regarding cable. Carole said they are in the early stages of discussing these items, along with Verizon and AT&T coming in as competition for Bright House. It was stated that most of the residents of Canaveral Sands do not have quality problems, since new wiring was installed 2 years ago by Bright House. Joe said it would be nice to try and get the annual increases stopped or lowered. Michelle said the contract signed with Brighthouse when the wiring upgrades were done gives a 4% maximum increase per year.  Satellite service was discussed and many felt a dish on the roof would not be a good thing in a hurricane.

9. Schedule Next Meeting:

There was discussion about not having a workshop and only having a Friday evening meeting on August 28th, but later it was agreed to have the next workshop meeting on Wednesday, August 26th at 10:00 am and not have a Friday evening meeting.

10. Adjournment:

There being no further business the meeting adjourned at 11:05 am.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Reconcilable Differences, Inc.

Community Association Management

Canaveral Sands Board of Directors

Board Workshop

held JULY 29, 2009

1. Call to Order: 

Carole Martone called the workshop meeting to order at 10:00 am.

2. Board Members Present:

President Carole Martone, Secretary Rose Rubino, and Directors Barbara McPeek & Joe Farber. Vice-President Christy Anderson could not attend. Twelve unit owners were present. Manager Michelle Dugan from Reconcilable Differences was also in attendance.

3. Concrete Restorations, Inc: Report: Claudia, Engineer & Paul Dupre

Claudia stated that three more sliders need to be completely removed to have the damage beneath them replaced.  They have also found original stucco falling off the building ceilings of balconies and walkways. It looks like the original stucco is not adhering anymore. She was asked to get a price back to the Board for this repair.

Paul Dupre stated that stacks 1 and 2 are almost ready to have the sliders opened back up. Stacks 3 and 4 have another two to three weeks of work before owners can be allowed to open their sliders.

Stack 3 has three more sliding glass doors that need to be taken out. RDI called those owners and told them that all interior furniture must be moved at least 3 feet back from the sliders before next Monday in order for this work to be completed.

Paul stated that when the doors must be removed, plywood is installed in their place, and the doors are re-installed within 3 to 4 days.

Paul was asked for an estimate of when the work in building #3 will be starting. He said there is still no final damage assessment in building #2, so it will be at least 3 weeks before building #3 is started.

Joe asked about the need to shut down the pool for the repairs to Building #3. Paul said it should be able to be tarped, but they won’t be able to make that decision until they determine how much damage is found on the south end of the building.

We have been made aware that the construction crew is coming in each morning to find their orange construction fence down and dog poop in their work zone.  They are forced to pick this up or risk stepping in it and transferring it to a balcony or walkway.  This is unacceptable. All owners are asked to stay away from the construction zones.

Unit #1105 had a small amount of damage to the ceiling edge of their patio from the screen enclosure that was just removed. It was an old enclosure, and when originally installed, the contractor drilled huge holes that now need to be repaired. Paul was given the ok to do this work. He will bill the association separately, and the Association will bill the owner.

Resident Des Chaskelson asked if the men could work from 10:00 am to 6:00 pm instead of 8:00 am to 4:00 pm. Paul said that this wouldn’t be ideal for them since they need to get an early start to not work all day in the summer heat.

Des then asked that the notice posted on the outside of his sliding glass doors be removed or lowered. The Board said this notice needs to stay for liability purposes, but they eventually agreed to have Paul move the notice lower on his slider so he has a better view.

Rose asked how owners will know if their patios are ready to be inhabited again. Paul responded that the blocks in the doors will be gone, the notices will be removed from the sliding glass doors, and the area will be cleaned up.

4. RDI’s Report:

The Board had asked for stickers to place on cars that should not be parked on site. RDI brought a sample sticky notice and the catalog with other notices and other wording. There was discussion about how to know who is a guest and who doesn’t belong. Rich will give Rose some of his paper notices about illegally parking, and the Board will discuss this issue at a later date. There was discussion among those in attendance, and the majority felt that more signs don’t /won’t help the situation. There was also discussion about just towing those illegally parked. Ed Smally said he has an opinion letter from the attorney about towing and will make copies for the Board members.

Financials for June were presented, and RDI said expenses are close to budgeted amounts. The Board signed two claims of lien for units that have not made their special assessments or monthly fee payments for the last 4 months. Association foreclosure is the next step.

The roof repairs that Phil noted have been inspected by Florida Roofing and the Fiber Tite roof material manufacturer. The Board gave their ok for $200 to re-install the walking pads and to make a non-warranty repair to a parapet. All other issues will be taken care of under warranty.

The building #3 elevator still has issues. The doors open about half way and have to be pushed to get them to open fully. A resident also said the 4th floor call button light doesn’t work. Jean Deck said the building #4 interior elevator buttons stick so that the cab just sits doing nothing. Building #1 elevator doors only open about 10 inches and then must be pushed to open the rest of the way. General Elevator will be called to make the needed repairs. Rose asked about mats inside the elevators so people don’t slip on the water that wet bathing suits drip inside. Rich will check for pricing, but Phil was afraid the mat could get stuck in the door and thus cause further elevator problems.  Rose stated that she is referring to commercial grade non-slip mats that are made not to slide from their position on a floor (these kinds of mats are used in restaurants where very slippery grease abounds and they do not slide at all).  As a matter of fact, you have to use some muscle to lift and pull these mats to be able to move them.

Boiler and Machinery brochures were delivered by Ranew Insurance and handed out to the Board.

Carole and Rose met with the “Turtle Light Lady”. Carole said every solution seems to become a problem, but they will be meeting with this woman from the Brevard County Natural Resources office one evening soon to see how the lights look from the beach. Rose said the state grant money expires in 3 weeks and these free light fixtures & bulbs won’t be available any longer

Two more units have asked permission to install the edge of balcony accordion hurricane shutters. The Board reiterated that while we cannot demand, we can recommend that these not be installed until after the restoration work is completed. Otherwise, the owner risks the added expense of removing to make repairs and re-installing.

The Board signed the approval forms for Units #4403, Fink and #3202 Rubino and also signed approval for new sliding glass doors for Shanklin in #3203. The owners’ contractors have been contacted, so all understand the rules required before installation starts. Also, Shutter Outlet will be meeting with us to make sure the beige in their stock matches closely with the building walls.

Minutes of the July 15th meeting were discussed. Rose asked that the use of “manager” be changed to “RDI” and the Board then approved these minutes for posting on the website.

Two units, 2101 and 2102, have a lot of glue on the patio floor from rugs that were glued down in the past. After going over and looking at these units, the Board gave permission to have CRI sand these floors down to the original concrete and re-coat with the new system. This costs $814.68 per patio.

5. Elevator Update:

GESS finished all of their required work, so the elevators are now ready for this year’s inspection. We have called A1 Inspections to do this work. If the elevators pass inspection, we will obtain the new permits and the consultant can then go forward with trying to obtain the variance and getting the required upgrades done to the elevators.

We still have one building without the new Kings III phones. AT&T did come out to repair the line, so now the new hands-free phone just needs to be installed.

6. Resignation:

Christy Anderson has had to resign her position on the Board due to living in Orlando and starting a new career there. Notices will be posted asking for volunteers, and the Board will make a decision on who to appoint at the next Board Workshop on August 12th.

7. Schedule Next Meeting:

The next workshop meeting will be held Wednesday, August 12th at 10:00 am.

8. Adjournment:

There being no further business, the meeting adjourned at 11:15 am.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Reconcilable Differences, Inc.

Community Association Management

Canaveral Sands Board of Directors

Board Workshop

held JULY 15, 2009

1. Call to Order:

Carole Martone called the workshop meeting to order at 10:00 am.

2. Board Members Present:

President Carole Martone, Secretary Rose Rubino and Directors Barbara McPeek & Joe Farber. Vice-President Christy Anderson could not attend. Four unit owners were present. Manager Michelle Dugan from Reconcilable Differences was also in attendance.

3. RDI’s Report:

Michelle stated that over the weekend someone defecated in the pool and it had to be closed. There were many children in the pool on Saturday, but none were actually seen, so this cost to super chlorinate the pool cannot be billed to anyone. It will cost approximately $150 for the weekend service call, and Rich stated that this happens about once per year.

Joe Farber said someone else broke the foot wash on the beach crossover over the weekend also. Rich has already fixed it, but there were a lot of people on the property this weekend.

Carole asked that notices be posted again that say “This is our home”. Notices will be designed by management.

Carole stated that having cars parked blocking the north entrance on July 4th did help the problems that occurred in the past on holidays, but we still have people parking on site and walking across the street or directly to the beach. There was discussion about towing, and RDI said there are large orange “super-sticky” stickers reminding people that they are parked illegally. This can sometimes stop future parking, so RDI will order more of these stickers. Rose offered to oversee stickering the vehicles.

Joe said many people are walking in and using amenity keys to gain access, but RDI said keys were changed about a year ago, so there was no answer to this problem right now.

Boiler and Machinery brochures were e-mailed to the Board members as requested by Rose, and printed brochures will be delivered by Ranew in the near future.

Engineer Claudia did send over her calculations on estimated versus actual costs to repair Building #1. The costs came to about $50K, due to the year of waiting between inspection and start of work, and the fact that the epicore pans in building 1 are an unknown and damage could not be seen until the balconies were opened up.

Carole felt part of this cost was due to the fact that the engineer and contractor knew we had a bit of overage in the budget year to date. Joe said he did not want the published minutes to show any financial information anymore since this coincidence happened after the money was discussed in a meeting. Carole agreed that financial statements should not be discussed and minutes should state that they are available to be seen by any owner who asks.

We received a bid for the hoistway vent upgrades from Florida Roofing. The bid was very competitive, but as discussed with the consultant, this job is on hold until the elevator inspector cites the Association for it, or we can wait until the upgrades are done and bring all of it up to code.

General Elevator has just responded that they will have all the items under their responsibility completed by next week. Then we can schedule the inspector, hopefully get a clean slate for the 2009 permit and then start the process of obtaining a variance and getting the required upgrades completed.

Don White said the Building #3 elevator door closes very hard. Rich has asked the technicians to check on this.

The required fire signs at each elevator door, stating that you need to use the stairways in an emergency, are being installed now. We obtained these plastic signs for $8.50 each. The bid from GESS was $500 for metal signs and $1300 to install them. We saved a great deal of money in this instance.

Manager Michelle stated that she contacted the roof consultant. His response to the Board’s question of who is responsible to have known about the code requirements is that he needs to see photos of the vents, he will speak to the roofer and then will let us know, but if all the roofer did was install new roofing material over what was already there, and no changes were made, no roofer should be responsible to have known about a code upgrade for elevators.

There are 2 liens in place that are being taken to the next step, which is Association foreclosure. These will be signed, notarized and mailed back to the attorney to record and proceed.

RDI handed out the template letter mailed to any owner who has followed the procedures for installing sliding glass doors, hurricane shutters or enclosures.  This was acceptable to the Board as long as the specifications sheet clearly states that owners are responsible for the behavior of their contractor and that the owner understands they are responsible for removing and reinstalling these items if they need to be removed for maintenance in the future. It was confirmed that the engineer’s notes were added to these specs and these will be used until the engineer makes a new set available to the Board. There was more discussion about beige versus cream also, and beige is the required color. It was discussed that maintenance or a Board member need to confirm the color of the shutters is correct before they are installed.

#3206 still has tile on the balcony. Angel, the CRI foreman, attended this meeting and said Paul had spoken to him about this unit, and the engineer stated that if the tile is still on the balcony when the building is started, CRI will remove it and the Association will bill the owner. The Board wanted to confirm that the owner understands she cannot re-install any more tile. Carole stated that the past owner won the lawsuit and was allowed to install tile years ago, but this cannot be re-installed now that damage was found underneath and the old tile must be removed. The Board wanted to make sure the owner signs the new form before the work begins. RDI stated that these specs are being sent to her and her contractor.

Claudia noted that hurricane shutters should not be installed on this balcony right now, since the tile will be removed and this will lower the floor height.

Engineer Claudia Irvine attended to discuss Concrete Restoration work:

Claudia stated that there was another sliding glass door, #2501, that had to be removed due to extra damage found underneath. Other than that, work is progressing as anticipated. Unit #2101 needed a new center column poured. The engineer calculated the load and they are using aluminum columns with concrete poured inside and stucco on the outside.

Claudia also inspected the first floor patios and found one more, #1105, that should have the coating completely removed and re-coated properly. They do, however, have an old screen enclosure on this unit and it must be removed before the work is done. The owner of Unit #1105 will be contacted to remove their screens and the Board gave approval to strip and re-coat the two patios, #1105 and #2106 at a cost of $814.68 each.

Shutter housings were inspected last month and all owners who need to make repairs were contacted. Those who do not make repairs this month will be mailed a reminder to repair before the hurricane season hits Florida.

There was an issue with a slider re-install, and CRI is handling this now.

Minutes of the July 1st meeting: There was discussion to clarify the wording, and Barbara motioned to approve these minutes and place them on the website. Joe seconded, all in favor.

4. Owner Input / Other Business:

Barbara was asked about the tables to be purchased at the pool. Since they weigh about a thousand pounds, she will wait to order these until building #3 concrete work is completed so they don’t have to be moved again.

Ed Smally went over the details of the Building #1 completed work. He felt the overages were within reasonable limits for this type of work and had percentages to share with anyone interested.

Don White said the speed of Building #2 repairs is noticeably faster than Building #1’s repairs.

The Canaveral Sands logo words were installed on the Ridgewood sign, and Rich has completed the hole repairs on the wood portion of the sign.

Rose said the Brevard County Natural Resource Management Group is willing to give light bulbs and light fixtures to condos for their common areas, to lower electric bills and protect the turtles. Rose was asked to contact these people to meet with the Board and tell them what is offered.

5. Set Next Meeting:

The next workshop meeting will be held Wednesday, July 29th at 10:00 am.

6. Adjournment:

There being no further business the meeting adjourned at 11:35 am.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Community Association RDI

Canaveral Sands Board of Directors

Board Workshop

held JULY 1, 2009

1. Call to Order:

Carole Martone called the workshop meeting to order at 10:00 am.

2. Board Members Present:

President Carol Martone, Secretary Rose Rubino and Directors Barbara McPeek & Joe Farber. Vice-President Christy Anderson could not attend. Four unit owners were present. Michelle Dugan from Reconcilable Differences was also in attendance.

3. Guest Speaker/Restorations: Paul Dupre of Concrete Restorations, Inc (CRI):

Paul stated that on building #2, the first two stacks of column replacements are almost complete. Unit #2201 was the last of those and all inspections have been done.  By the end of next week, all of stacks 1 & 2 will be done with the stucco application and ready for floor coatings.

He will be posting notices on the 3 & 4 stacks today that their work will begin on July 13th.  There is some edge damage in the middle (3 & 4) stacks, but this should not take long.  He also issued the notices for stacks 5 & 6 to start July 26th so they have as much notice as possible of the work to begin. These ends do have more damage than the centers of the buildings, including more column work.

Door removals on an emergency basis are causing concern for some unit owners; and he apologized for that, but when the engineer came out and inspected, it was found that some sliding glass doors must come out even though not realized during the inspection a year ago. Some people are complaining and asking why this work is being done in the summer, but there really is no good time to do this.

Engineer Claudia is compiling a tally of the extra work in building #1. There was more damage, especially to the epicore pans, that was not known or seen at the original inspection, so there were overages in building #1; but #2 does not seem, so far, to have as much unexpected damage.

Looking at the pay application does not give an accurate overage cost, so this spreadsheet from the engineer will help the Board know how much more building #1 cost than budgeted.

Questions were asked about the columns. They were originally built as concrete blocks with only half of it poured. The repair work now is being formed and poured solid. It is stronger and no more costly. There was rebar in the columns, but they were not tied to anything.

Attendees asked if building #4 might not be done due to the extra costs in building #1. Carol said this would be discussed later.

Joe asked if there were other surprises in building #2. In the columns and beams

They are comparing work they did six years ago with the damage since then. There is some warranty work being done during all this as well, which is not being charged.

There is only one layer of rebar in the slabs on the 4th & 5th floors, when normally there are two layers. They are used to seeing more steel, but the engineer ran the numbers and it is still structurally sound.

Joe Farber asked how Byron Evetts & Claudia Irvine actually fit into the whole picture. Paul said when there are structural issues he calls Byron. But for laying out damage, for overseeing the workmen to ensure they don’t remove too much concrete, then verifying the linear footage and approving the billing, Claudia does this. She is considered a Field Technician and trained under engineer David Bryant and has been doing this work for 7 or 8 years. She and Byron work for the Association to make sure you are getting accurate and required work for the money spent.

Paul said he has been doing this work for 27 years and knows what is needed, but he calls Byron out when he sees structural issues that need evaluations and confirmation before proceeding. Claudia ensures the work is done correctly and billed accurately.

Paul said that when the initial “sounding” inspection was done, there were cracks found. Water and salt get into the concrete and the spalling happens much more quickly. He said it is important to remember that factoring in 20% more than the engineer budgets is important.

Audience members said the crew has hard workers, clean up after themselves and all are happy with the work. Eleven men are now on the job.

Joe asked if the pool would have to be closed when the Building #3 work was done. Paul said probably not, but he will let us know well in advance if we need to, based on column work.

Paul left and there was discussion about the costs. Joe was worried about the contractor bidding more than needed and getting more money. Ed Smally said their billing is only based on actual work done, based on linear feet of replacement, which the engineer verifies. The contractor was only giving budgeting options when saying to budget for 20% more. Joe felt the engineer did a poor job of estimating; that if concrete damaged that fast, the building would be falling down.

Overages are a separate issue, but even that is based on a linear cost. The Board asked if we are getting the 10% discount on all extra work. Manager will ask the engineer about that billing question.

Elevator:

The consultant sent a report this morning, but no one had time to go over it. This will be discussed at the next meeting.

Manager stated that the consultant had required 4 things at the last meeting: steel doors at the machine rooms, revised hoistway vents, pit lighting repairs and signage at all floors.

Manager obtained a cost of $8.50 per sign for the notices that show, “In case of fire, use the stairs, not the elevator”. The Board approved that purchase.

SunKraft Electric has agreed to come out tomorrow to do the repairs in the pits

Hoistway Vent: A price is being obtained from Florida Roofing for the hoistway vent modifications. A Board member asked why we aren’t getting more bids, and Phil spoke up with a high recommendation about Florida Roofing. They have come back and done warranty and extra work with no charges, their work is high quality, they are trustworthy, and unless their price is higher than we estimate, Phil felt they were the best roofer to take care of the problem since they have their own metal-working shop.

The Machine Room Doors were then discussed. Phil Heller agreed with manager that until the modification is done, those doors need to stay since they are vented and not too rusted. The consultant will be reminded of this fact. A Board member asked if the state would shut down the condo elevators if these doors weren’t replaced. Manager said no, they would write the Association up and we would have time to replace them. It was discussed that Vertical Assessments found more violations than they submitted to the state. We only have to fix the violations that were submitted for now. Other violations were given to the condo to work on, but were not required as of the August 2008 inspection.

Phones in Elevators: Phil met with AT&T and General Elevator to try and get the responsible party to fix the phone line so the emergency phones work. There was no resolution. Manager stated that the Kings III contract was signed after the last meeting and the new phones should be installed this week and then Kings III will be responsible for the lines working. There may be a savings on phone lines, since Kings III said each building needs two lines but not more. Phil wanted to make sure when the modification / upgrade is done on the elevators that we don’t pay extra for new phones. Michelle confirmed that these are a separate issue from the elevator upgrades. We have been told that it will take 2 hours per elevator to install the new phones and it will not affect the elevators’ use. He can install them while they are moving up and down.

4. Quarterly Roof Inspection:

Phil Heller did his quarterly inspection of the roofs, which entails cleaning the roof and then getting on hands and knees to look for holes and tears. Three of the four roofs are Fiber Tech roofs, and Florida Roofing installed 2 of them. Building 1’s Fiber-Tite Roof has 22 patches. There are a series of nicks that need to be repaired before they cut all the way through and two parapet walls in the corners need to be adhered back down.  Phil explained that Fiber Tite is a rubber membrane, similar to tire material, with cords of steel running through. The nicks found are pencil eraser-sized, but need to be patched before water intrudes. Manager will fax Phil’s list to Florida Roofing for repair.

Phil noted that the area above1506 has water ponding and probably needs a new scupper. He recommended having the roof consultant inspect again and give options for stopping this ponding. He said most of the roofs drain well, look good, and in Building #3 the walking mats around the A/C just need to be adhered back down.

It was confirmed that there are no bird nests and all the roofs are in good shape.

5. Owner Input / Other Business:

Rose asked about Boiler & Machinery Insurance. Michelle stated that the condo is covered for elevators, fire system and large equipment. Rose asked manager to get brochures on this for the Board to see.

A resident filled out an “attention” form requesting another row of pavers near the stairwell and the shrubs, because many pets are relieving themselves near the building and then it is stepped in when people walk through the grass. He felt pavers would at least give walkers a place to step safely. There was much discussion about this.

Ed Smally presented a history on how these pavers started being used, and the Board agreed to have the landscape committee make a final recommendation.

There was then discussion about the pets being walked in the grass. All agreed that there is no pet walking or relieving allowed in the condo grass. Those with pets must take them to the easement or sidewalk on Ridgewood. Those who ignore the rules need to be reminded, so all were asked to note WHERE the offenders live and let management take care of calling or sending them letters. Do not confront your neighbors, but management must have the unit number and a detailed description of the pet, the time and the offences before anything can be done.

Joe Farber asked that those rules that are largely ignored be placed in the next newsletter as a reminder. He also mentioned that people are leaving towels, shoes, coolers, surfboards, etc, on the front walkways and these are not allowed, as it is a fire hazard. Rich does have notices he posts on the belongings if management is made aware of the violations and call him.

The discussion came back to the pavers and Joe motioned to put the pavers down as requested by Mr. O’Kane. Rose seconded the motion, all in favor. Mr. O’Kane also requested signs stating “No Dog Littering”, but there was no consensus as to where another sign would be placed.

Rose asked if we could post the basic rules in the elevator sign holders when they are not in use for emergency notices. This will be discussed.

A resident requested approval to install accordion shutters on the outside edge of her balcony and roll downs on the outer windows. There was discussion about the requirements. The engineer had offered to re-write the specifications sheet as part of his fee, with no extra cost, but when pushed for a date it would be done, he said sometime this year. Since many people are interested in getting accordion shutters installed now, the Board agreed to use the manager’s spec sheet, with the modifications the engineer and contractor had given, and use that until the final specifications can be obtained from the engineer.

The Board approved the Peter’s, Unit #3206, request to install shutters, but asked that the approval letter “suggest” owners wait until the concrete work is done, because if not, they will be responsible for the cost to remove and re-install them for the planned work.

Rose thanked Rich for all the work in getting the entrance reflectors right. It is now much easier to see the entrance in the dark.

The lettering on the front entrance sign will be installed this week, and Rich and Phil will “band-aid” the wood rot to get a few more years out of the sign, per Board approval at the last meeting.

Mr. O’Kane said the Space Coast Condo meeting spoke about NOT renewing cable contracts in the near future, since new and less expensive options may be coming. The Association signed a revised contract when all the cable upgrades were completed, which manager believed is a 5 year renewable unless a letter of termination is sent in advance. Joe Farber found the contract in the files and confirmed that contract dated April 8, 2008, is a 10-year contract with automatic renewal for successive 3-year terms thereafter unless written notice of non-renewal is received 90 days prior to expiration of the then-current term.

6. Set Next Meeting:

The next workshop meeting will be held Wednesday, July 15th at 10:00 am, in 2 weeks. Rich was asked to post the generic “Board Workshop” notice on the Monday before each bi-weekly meeting.

7. Adjournment: 

There being no further business the meeting adjourned at 11:50 am.

Respectfully submitted,

Michelle Dugan, CMCA, AMS, LCAM # 17226

Community Association Manager

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

June 19, 2009