CANAVERAL SANDS ASSOCIATION

Board Meeting

December 8, 2010

1. Call to Order:

The Meeting was called to order at 10:00AM by President Carol Martone.  Other Board members present were:  Rose Rubino (Secretary), Jean Deck, Joe Farber & Barbara McPeek.  Maintenance was represented by Phil Heller and RDI by Kathy Watts.  6 owners also attended.

2. Accept Minutes of November 8th Meeting:

A motion was made by Rose Rubino, seconded by Barbara McPeek, to accept the minutes of the November 8th board meeting.

3. 2011 Budget:

Harold Fletcher reported that the 2011 budget had been adjusted to reflect the changes made at the November meeting.  He also noted his questions regarding certain auditing processes had been cleared up.  However, he is still waiting for clarification of the placement of auditing fees for the past two years – i.e. which year they will be attributed to.

4. Managers Report:

Painting Update: DAB has started the painting project for Building 1.  It’s expected to be completed early to mid December. 

Weekly Informal Meetings:  The weekly informal meetings have appeared to work quite well. This has enabled both management and the Board to be kept up to date on pending issues and not wait for a report monthly.

Pool Deck:  Price Rite has sent an estimate on sealing the pool deck in order to preserve the decking and assist in the overall looks.  The cost is approximately $2600.00 and the pool area would be unusable for a week.   Paul from Price Rite will be contacted to send RDI the specs for the sealing.  RDI will also request Paul be at the next Board meeting to answer any questions that arise.

Recreation Room Rental:  A 2011 calendar is posted for rec room rental sign-ins.

Pool Equipment Fence:  Custom Fence has been contracted to install the fencing around the pool equipment.  In order to get the permit required, a usable survey was found and copied for the contractor.  The application has been filed and we’re just waiting for the permit and then the fence will be installed.

Elevator:  We received an estimate from GESS for the platform and door restrictor installation for $10,500, Elevator 991 has submitted a bid for $5,800 and United Elevator for $7,400.  CSI will be contacted with questions about whether GESS is doing the correct maintenance and whether they need to inspect.  They will also be questioned concerning the bids received for the railing and pressure plates.

Association Taxes: Rose Rubino asked what the Association taxes were for this year vs. last year.  Kathy will obtain the necessary information.  (Note:  after the meeting the Board was informed that the association does not pay property taxes.)

Maintenance: Phil Heller presented the report from the newly formed Maintenance Committee (report on file.)  He pointed out the importance of "preventive maintenance" in several areas.  Measures taken now could help defray future replacement costs.  In brief, the following issues brought to the Board's attention and action agreed to:

Roofs: Jack Gibson (roof consultant) will be contacted by RDI in regard to an "interim inspection" (last done in 2008).  There are some small issues to address.

Metal Surfaces: It was suggested DAB be asked for costs regarding painting all metal surfaces.  Railings, in particular, could last longer than estimated if maintained properly (periodic painting).  (Rose Rubino mentioned a product (LP3S) that could be used as a coating over painted areas to prolong the life of the paint.  DAB will be asked if this is feasible.)

Concrete Repairs: There is a continuing list of repairs that is reported to Existing Structures.  They are evaluated (and repaired) as to whether or not the issue is covered under warranty or is a new problem.  RDI will check to insure the last list of repairs was completed and also on the status of the current list.

Rec. Room Bathrooms: LB Drywall is already preparing a bid for re-caulking tile and vanity replacement (they are rotted).  This would help prevent future water damage.

Asphalt Re-Sealing: RDI will obtain bids on this project.

List of Issues to be Addressed: An "update/upgrade" list was also presented to alert the board these issues will have to be addressed at some point. As Phil (and the committee) pointed out, the object is to take care of "small" problems before they become "big" ones.  The question of monies from reserve lines being used in certain instances was posed.  It was felt that there is some latitude regarding "replacement" vs. "preventive maintenance".  The committee would like to work with the budget committee in planning the 2012 budget to refine these issues.

Light Bulbs: Rose Rubino asked why the turtle light bulbs had not been replaced with regular bulbs.

(Note:  After the meeting, it was discovered this had been done.)

Christmas Bonuses for Maintenance Staff: A motion was made by Barbara McPeek to give the same Christmas bonus as last year to the maintenance people.  Motion passed 3-2 (Joe Farber & Rose Rubino voted against).

Pest Control: Joe Farber requested a list of owners who do not have their unit sprayed by B&R Pest Control.  The board also suggested checking the "master key" to insure the association has a key to every unit.  Carol Martone will consult with Rich Keinanen about this.

Meeting Procedures: Ed Smally presented a letter (on file) to the Board expressing dissatisfaction over certain meeting procedures.  He feels the agendas posted do not give a full picture of what will be covered in the meetings.  For example:

            a.) Managers Report does not list specific items

            b.) Committee Reports are often not even listed

            c.) New/Old Business lists no individual issues (owners may have input on one or more)

            e.) Issues presented by owners are not necessarily resolved – i.e. his concerns about the last dune-cutting procedure.

Dune Cutting: The Board agreed to put the dune cutting issue on the January agenda.

Notice of Annual Meeting: Kathy Watts stated the 1st notice of the annual meeting is to be mailed December 18th.  This will include a form for those intending to run for the 2011 Board.  The "intent" form must be returned by the DATE LISTED ON THE FORM.  A 2nd notice of the annual meeting will be mailed on January 18, 2011.  The 2011 Annual Meeting will be held on Friday, February 18, 2011 at 6:30PM in the Rec. Room.

5. Set Next Meeting:

The next Board Meeting will be held at 10:00AM on January 26, 2011 in the Rec. Room.

6. Adjournment:

Joe Farber motioned to adjourn the meeting at 11:55AM – second by Barbara McPeek.

Canaveral Sands

Board of Directors

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

Minutes of the Board of Director’s Meeting

November 8, 2010

1. Call to Order; Establish Quorum of Directors:

The meeting was called to order at 6:30 pm in the on-site rec room.  In attendance were: President, Carol Martone, Secretary Rose Rubino, Board Directors Barbara McPeek, Joe Farber, and Jean Deck establishing a quorum.    Kathy Watts and Michelle Dugan represented the management company, Reconcilable Differences. Six (6) owners were also present.

2. Proof of Meeting Notice:

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

3. Approval of Minutes:

Rose Rubino made a motion to approve the October 13, 2010 Meeting Minutes as written.  Barbara McPeek seconded the motion and it passed by unanimous voice vote.

4. Financial Report:

Harold Fletcher reported that the painting expenditure would be coming from Deferred Maintenance and that DAB has already started the project.  He stressed the next large project would be the elevator modernization and he’s also emailing CPA Sid Swope from Ron Cole & Associates with additional questions.

5. Discussion from Owners Regarding the 2011 Budget:

-Christy Anderson questioned why the full funding elevator reserve was less than the partial funding amount.  Harold explained the “partial” is from the grand total, not individual line items and it was felt more needed to be put into the elevator reserves.

-Jean requested the monthly fee be lowered $10 from the proposed fee of $480 to $470.

-Rose suggested keeping the fee at the current rate of $445 but Special Assessing.

-Ed Smally felt it may be more difficult to Special Assess and also felt the Association needs to plan for unexpected expenses.

Kathy reported the results of the proxy voting which are as follows:

            Partial Funding.................. 59........Full Funding....................... 10

            3% Hurricane Deductible... 56…...5% Hurricane Deductible.....11

            Accounting Review............ 55…...Accounting Audit.................12

Joe Farber made a motion to approve the 2011 Budget with a monthly assessment of $460 per month per unit.  Jean Deck seconded the motion and it passed by a majority with Carol Martone opposed. 

Joe Farber made a motion to adjust the following line items in order to achieve lowering the monthly assessment from the Finance Committee’s recommended $480 down to $460:

            $  3,000 from the Accounting Services        “Operating”

            $  4,500 from Building Walkways                “Reserves”

            $  4,500 from Roof                                      “Reserves”

            $18,000 from Elevators                               “Reserves”

Jean Deck seconded the motion and it passed by a majority with Carol Martone opposed. 

6. Unfinished Business:

Newsletter:  Mary Farber reported that the newsletter should be completed this week and ready for formatting.

Pool Equipment Fencing:  Two bids were received to fence in the pool equipment as required by the state.  The bids for a 4’x 12’x16’ with some pavers having to be removed, a self closing and locking gate are as follows:

            East Coast Fencing                   $ 2,675.00

            Custom Fencing                        $ 2,400.00

Joe Farber made a motion to approve the bid from Custom Fence in the amount of $2,400.  Barbara McPeek seconded the motion, and it passed by unanimous voice vote.

7. New Business:

8. Set Next Meeting Date:

The next Board Meeting is scheduled for Wednesday, December 8, 2010 at 10:00 am. 

9. Adjournment:

There being no further business, the meeting was adjourned at 8:10 pm.

Respectfully submitted,

Kathy Watts, CMCMA, LCAM

Reconcilable Differences, Inc.

CANAVERAL SANDS ASSOCIATION

BOARD WORKSHOP

OCTOBER 13, 2010

1. Call to Order:

The meeting was called to order at 10:00 AM by Joe Farber.  Other board members were Jean Deck, Barbara McPeek and Rose Rubino (Secretary).  President Carol Martone could not attend.  Kathy Watts represented RDI.  Tim Cleckner (elevator consultant) was also present.

2. Approval of Minutes:

A motion was made by Barbara McPeek, seconded by Joe Farber to accept the minutes of the September 22, 2010 meeting – passed unanimously.

3. Budget Packet Mailout:

A motion was made by Jean Deck to approve mailing the "Budget Packet" to all owners for the meeting on November 5, 2010.  Seconded by Barbara McPeek – passed by all.

4. Current Business:

Tim Cleckner, the Association's elevator consultant then spoke to the assembly.  He began by stating that while the variance we have received from the State presents us with some time to accomplish certain things (we have until December, 2012) the overall completion date has not been changed – 2015 is still the deadline for full elevator "up-grading".  (This was in response to a question that the date for completion had been moved to 2019 by the State.)  Tim stated that the figures he quoted at the March meeting for full compliance with State mandates are still applicable. These figures are:  $218,000 (to bring us up to Code), $19,000 (cab enclosures – Tim recommends this), $28,000 (electrical work), $14,000 (A/C's for electrical rooms – needed for computer components), $10,000 (new doors for electrical rooms) and $4,000 (hatchway vents).  Total = $293,000.00.

This does not include a Fire Recall system, which should be around $36,000.  This is a system that allows the fire company to control the position of the elevator when needed.  The question here is what else a fire marshal/inspector might deem necessary.  Fire officials have the final say in these areas and requirements can (and do) vary from city-to-city, county-to-county, etc.  With that in mind, Tim suggested we wait on this issue until we are ready to commit to the full project.

Tim did stress that we address two situations as soon as possible.  These are installing door restrictors and platform guards. While this is not only called for in the variance, it is a prime safety issue.  Cost = $15,000.

This would also keep us in compliance with our variance and show the State we are moving forward.

Phil Heller asked if our current maintenance contract was sufficient to keep our elevators operational.  Tim replied that the current company is probably doing a good job in the hopes of getting the full renovation project.  However, he did state that these elevators are old (well over their 25 yr life span) and if parts cannot be replaced, due to being obsolete, we could run into problems. While Tim understands the overall cost, he feels the sooner we can move forward the better.  He cautioned that the longer we wait, the more prices may escalate (i.e. the entire State of Florida vying to get the work done at the last minute) and it will become a situation of "supply & demand".

The Board (and owners present) thanked Tim for his time and expertise in guiding us through all the issues and questions involved in this up-coming project. 

5. Set Next Meeting:

The next meeting will be the Budget Meeting on Friday, November 5, 2010 at 6:30 PM in the Rec Room.

6. Adjournment:

Motion to adjourn made by Barbara McPeek, seconded by Rose Rubino – meeting adjourned at 11:38 AM.

Canaveral Sands Association

Board of Directors

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

BOARD MEETING

HELD SEPTEMBER 22, 2010

1. Call to Order:

The meeting was called to order at 10:03 AM by President Carol Martone.  Other board members present were Jean Deck, Joe Farber, Barbara McPeek and Rose Rubino (Secretary).  Kathy Watts represented RDI.  10 unit owners attended.

2. Approval of the Minutes of the September 15th Workshop:

A motion made by Rose Rubino, seconded by Joe Farber, to accept the minutes of the September 15, 2010 workshop was passed unanimously.

3. Budget:

Harold Fletcher (Treasurer) presented the proposed 2011 budget.  He began by saying that the up-coming "operating expenses" figure had been increased by $5.00 since the Budget Workshop held on Friday, September 17th (4:00PM).  This was due to the fact that a 17% water/sewer increase was not known at the time the time budget figures were finalized.  Harold pointed out that "operating expenses" are what keep the association functioning and that there is not a lot – if any – room for "trimming".  These expenses cover areas such as insurance, electricity, water, cable, lawn & pool maintenance, etc. etc.  Total operating costs for 2011 are $295.00 per month per unit.

Harold then addressed the issue of reserves.  Two issues currently facing the association are painting (buildings) and the State mandated updates of elevator/fire alarms.  It was suggested that the painting of Building 1 could be paid using current Deferred Maintenance funds to allow painting reserves to be built up for the other buildings. Painting costs have escalated due to inflation and newer (more expensive) materials.  It is hoped these newer products might prolong our painting schedule. Harold noted that funding for Deferred Maintenance has been increased for 2011 to allow for unexpected issues, cost overruns and projects that became more expensive than originally budgeted for (i.e. painting).

In regard to the elevator/fire alarm situation - reserve funding in the proposed budget shows a significant increase in an attempt to prepare for the expense involved. However, there are still so many variables it has been hard to arrive at a workable solution.  Time lines (for start/completion) keep changing.  Issues involved are not totally clear – what may be needed for one elevator/fire alarm system may not be true for another.  They were installed at different times and may have different components - which might require different approaches. The State has already backed down on time restraints and may continue to make adjustments. At best, the association has (in the current scenario) until 2015 to show we are beginning to address updating.  An owner asked if increasing funding in these 2 reserve lines (elevator/fire alarm) now would mean no special assessment later.  Unfortunately, the answer is – we can't be sure if enough money is being budgeted in reserves.  Current figures put these up-dates between $300,000.00 to $500,000.00.  In reality, it becomes a question of pay now or pay later.

The current reserve funding figure is $185.00 per month per unit.  Combined with $295.00 per month per unit for operating expenses, the total recommended monthly maintenance fee for 2011 is $480.00.  Harold pointed out that the current reserve funding does not comply with a fully funded budget.  If such a budget were proposed, maintenance fees would be much higher.  Harold also noted it is fiscally prudent to have at least 3 months of operating expenses "on tap" for emergency situations; currently we are short of this amount.

Joe Farber stated that the association is fortunate to have only 2 foreclosures at this time.  He expressed concern that the proposed increase in maintenance fees might change this.  The loss of any monthly fee has to be absorbed by the association in some manner.  He suggested we meet with our Elevator Consultant again to determine a more precise definition of exactly what we need to do to comply with State mandates and also to get a better understanding of exact expenses.  Kathy Watts (RDI) will try to set up a meeting with Tim Cleckner on October 13th at 10:00 AM in the Rec Room.

The Board thanked Harold and the Budget Committee for their input.  They noted budget analysis is a tedious and thankless job, but one that needs to be done.

A letter stating the proposed budget will be mailed to all owners.  A copy of the Budget Committee's comments will be on the reverse side.  Also included in the mailing will be a proxy requesting a" waiver of a fully funded budget" – 51% must agree to waive such funding.  A membership meeting to discuss the budget will be held on October 29, 2010 at 6:30PM in the Rec Room.  It was agreed by the Board that a Friday evening meeting might allow more people to attend. Kathy Watts will submit a draft of the mailing to the board for approval.

4. Manager's Report:

New Slider/Shutter Approval Form:  The form was updated again with the Board changes to make it clearer that a sample of the color of the item must accompany the application.

Painting Update:  Per the Board’s request, all three contractors were contacted and interviewed.  The contract was awarded to Shorty from DAB Painting and should start early November.  Shorty will send the contract and the contract committee with review it before it’s signed.

Weekly Informal Meetings:  The weekly informal meetings have appeared to work quite well. This has enabled both management and the Board to be kept up to date on pending issues and not wait for a report monthly.  A notice has been posted informing the owners so we’re compliant with the Sunshine Law.

Newsletters:  The last newsletter was in April.    The Board might want to assign the task to someone and get it started.  Mary Farber volunteered to chair the committee.  Additional volunteers were: Jean Deck, Jim Kopko and Madelyn Kopko.

Towing Signs:  It was felt the towing signs were fading and needed to be replaced.  Manager picked up two signs from Doug’s Towing and they were given to Rich to post.

Pool Deck:  Since McRoberts was called twice and they never responded, Price Rite was contacted to see if they would meet with a couple Board members to discuss the deck.  Paul from Price Rite was agreeable and requested a couple days notice for the meeting.

Recreation Room Rental:  The rec room application has been revised and just needs form approval from the Board and a vote on when to start charging.  The information will need to be in the next newsletter also.  The fees will start October 1, 2010 and new rec room forms will be provided.

The Condominium Concept Book:  Carol approved the purchase for the 12th edition of the book for the Board members.

Brighthouse:  Brighthouse has an incentive program whereas the Association with get gift cards when residents sign up for additional services.  The amount of the card will depend on the number and type of services and if we meet our goals.  There’s no charge to CS and all we have to do is place the packets where residents can see it.

Shutter/Slider Inspections:  Byron from Existing Structures will be on site Thursday the 23rd at 9:30 to inspect any shutter/slider installations  not already completed.

5. Landscpae Committee Report:

Mary Farber presented the Landscape Committee report in Chairperson Jan Molinell's absence. Evergreen Landscaping will be replaced by US Lawns.  It was noted there are still problems with weeds (spurge) and various types of grass in the lawns.  This will probably be an on-going issue and one the committee will continue to address.  Areas not "finished" (sod, mulch, etc.) are also on the committee's agenda.

6. Flood Insurance:

Rose Rubino stated the there was an error in the Flood Insurance information regarding elevation - which could cause a difference in individual policy premiums.  Kathy Watts stated that the surveyor was contacted and he admitted he had made an error.  He then stated he would be sending corrected elevation certificates.

7. Dune Trimming:

Ed Smally asked to be heard regarding the trimming of the dunes.  He feels that the manner in which they were done may not have complied with our permit and also varied from past practice.  He pointed out that the association spent a great deal of time and effort to obtain this permit and, if compromised, we could lose it.  Ed also felt that notice of dune trimming should have been on a meeting agenda.   Mary Farber replied that all parties connected with the dune trimming "walked the area" and were aware of any/all restrictions.  These included:  Carol Martone (Association President), Jan Molinell (Landscape Committee Chairperson), Brandon & Mike Silverstein (US Lawns) and John McDowell with The Bureau of Beaches and Water Lines.  President Martone asked Ed itemize his specific concerns and give them to RDI.  Kathy Watts will contact US Lawns for a copy of their contract and any other pertinent paperwork for review.  A meeting will be arranged with US Lawns regarding this issue.

8. Schedule Next Meeting(s):

Elevator Workshop – October 13, 2010 at 10:00 AM

Board Meeting (Budget Presentation) – October 29, 2010 6:30 PM

9. Adjournment:

With no further business, the meeting was adjourned at 11:33 AM.

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

BOARD WORKSHOP

HELD SEPTEMBER 15, 2010

1. Call to Order:

The meeting was called to order at 10:00AM by President Carol Martone.  Also present were board members Jean Deck, Joe Farber, Barbara McPeek and Rose Rubino (Secretary).  RDI was represented by Kathy Watts, maintenance by Phil Heller & Rich Keinanen.  10 unit owners attended.

2. Statement of Workshop Purpose:

The president opened the meeting by stating that the purpose of the workshop was to interview bidders for the painting of Building 1. Since each company had received and answered a specific list of questions, Carol asked that any further inquiries wait until after the interviews.

3. Project Description:

This project includes:  painting all stucco surfaces (walls & ceilings), railings and window frames (flat exterior surface only – NO SLIDER FRAMES), exterior shed door and wall, and the front door.  It does NOT include any walkways (including stairwells) – this is a separate project.  It should also be noted that patio/balcony floors are NOT included.  The floor finish coat, applied during the recent concrete restoration, cannot be compromised.

Companies (and their representatives) interviewed were:

                        CRI – Paul Dupre

                        J & M – Mike Lafata & Rod Ruth

                        DAB- David "Shorty" Barr

The board used a spread sheet of the aforementioned questions & answers as a guide to clarify items that were un-clear or vague.  (A summary of this sheet will be added to the minutes.)  Issues addressed included:  surface preparation (metal in particular), starting date (duration of project), staging of equipment, adherence to Sherman William materials specs, repair of any damages caused by them (landscaping, etc.), possible increases in material costs, warranties (material & labor), method of payment and any other item that needed to be addressed.  The board thanked each representative for their time.

4. Poll Results:

Since all issues seemed to be covered, discussion ensued as to which company would be best for Canaveral Sands.  A poll (voice) of attending owners was unanimous and reflected the opinion of the board.  A motion was made by Joe Farber, 2nd by Barbara McPeek to award the contract to DAB.

Kathy Watts will contact DAB to obtain a contract, which will be reviewed by the contract committee.  Some issues may need to be made more specific.   It is important that any contract be in the best interests of Canaveral Sands.

5. Schedule Next Meeting(s):

The Budget Committee will hold a meeting Friday, September 17, 2010 at 4:00PM.

The next Board meeting will be September 22, 2010, at 10AM

6. Adjournment:

The meeting was adjourned at 12:20PM.

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS ASSOCIATION

BOARD MEETING

AUGUST 25, 2010

CALL TO ORDER AND ESTABLISH A QUORUM:

The meeting was called to order at 10:00AM by President Carol Martone.  Board members present included Jean Deck, Joe Farber and Rose Rubino (Barbara McPeek was absent).  Kathy Watts represented RDI.  8 unit owners were also present.

APPROVAL OF MINUTES:

A motion to accept the minutes of the July 28, 2010 meeting was made by Joe Farber, seconded by Jean Deck and approved by unanimous voice vote.

FINANCIAL REPORT:

Harold Fletcher (Treasurer) reported the Finance Committee is ready to begin planning for the 2011 budget.  As the July Financial Report is used as a basis for computation, he pointed out what he felt was a discrepancy between the Financial Report and the Auditor's Report regarding "retained earnings".  RDI will check into this issue.  Harold stated that the Committee would like some guidelines from the Board regarding planning for next year.  While the Board cannot dictate to the Committee, it can inform them of upcoming costs and issues.  Two areas of concern are:  building painting & elevator upgrade costs.  Both Phil Heller and Ed Smally noted it would not be a good idea to wait a year between the painting of Building 1 and Building 2.  This would throw off the whole idea of continuity and possibly confuse warranty issues.  Phil pointed out metal areas (railings, windows) are not in the best of shape and the longer the wait the worse the situation will become (i.e. Building 4).  He also noted extending the painting period could coincide with other issues (elevator, concrete restoration).  Phil feels the new products recommended by our painting consultant could increase the life value of the job.  The Board agreed proceeding on schedule is the best approach and has set a Workshop for September 15, 2010 (10:00AM) in the Rec. Room.  Phil will give Kathy Watts a final list of questions/concerns (i.e. time frame, equipment, labor force, etc), which Kathy will forward to each vendor (3) prior to the meeting.  The Board hopes to make a decision at this workshop.

In regard to reserve funding for up-coming elevator issues; Don White pointed out that, unfortunately, costs for the concrete restoration project were seriously under estimated.  Even with a 20% over run built into the assessment, it took most of our "extra" reserve funds (Deferred Maintenance, Interest Income) to pay for the project.  Discussion ensued as to whether it was better to fund reserve lines that re-occur on a regular basis than lock money into an elevator fund.  The complex is aging and many items need to be addressed.  According to new laws, the Association has until 2015 to comply with elevator issues.  It was generally agreed that while continuing to fund the elevator reserve at some level it would also be prudent to build up other reserve lines – particularly Deferred Maintenance which is a "catch-all" for over-run projects, small issues and unexpected occurrences.  Harold pointed out that the auditor is more inclined to tolerate a higher balance in Deferred Maintenance than before.  Since the Finance Committee would like to begin planning for 2011 in September, he will meet with RDI to obtain operating cost figures.

MANAGERS REPORT:

New Slider/Shutter Form:  The form was update to make it clearer that a sample of the color of the item but accompany the application. 

Painting Update:  Per the Board’s request, all three contractors were contacted to see how long their bids were good for.  The responses are as follows:  CRI stated paint prices are going up but he wouldn’t increase the labor cost.   J&M stated painting prices are expected to increase by 5% in January so his bid would increase.  DAB stated he would not increase his bid and further stated if Canaveral Sands starts the painting project in November, he’d discount the bid by 5%.

Weekly Informal Meetings:  The weekly informal meetings have appeared to work quite well. This has enabled both management and the Board to be kept up to date on pending issues and not wait for a report monthly. 

Newsletter:  The last newsletter was in April.    The Board might want to assign the task to someone and get it started.

Towing Signs:  It was felt the towing signs were fading and needed to be replaced.  Kathy will pick up a couple more signs from Doug’s Towing when she goes to Cocoa.

Pool Deck:  A message was left requesting a meeting on either Sept 15th or the 29th in regards to the deck and the inability to keep it clean, plus the cracks and what needs to be done in order to prevent further damage.

 Recreational Room Rental:  Once the Board decides whether there will be a charge for reserving the rec room, Management will work with one or two Board members to finalize the application.  An application from another property can be utilized for this purpose.

Recreation Room AC:  As you’re aware, the AC broke in July and after getting estimates one of the bidders, Duran Smith, found it was still under warranty and made the repairs for $624 labor.

Cleaning Contract:  Carol, Rose and Kathy met with the owner of Clean Serve to discuss the contract and showed him areas, kitchen & bathrooms) that weren’t being cleaned sufficiently.  Mike Brown will discuss the issue with his workers and supervise them more closely. 

Car Stops:  Both East Coast and J&R Asphalt have sent in bids for the car stops requested by Rich.  The Board was given copies of the estimates for review.

UNFINISHED BUSINESS:

Recreation room rentals:  A fee to use the Rec Room for private parties was discussed.  While there is currently a $100.00 refundable deposit required, many felt the general use of the room is resulting in expenses that have been absorbed by the Association.  It was felt that a "user-fee" of $50.00 per occurrence would help offset these costs.  Kathy Watts will revise the Application for Rec Room use to include this fee and present it to the Board for approval.

COMMITTEE REPORTS:

Landscaping:  Since Jan Molinell was unable to attend the meeting, the Landscape Committee report was given by Mary Farber.  (Report on file).  Mary pointed out that since there have been continuing issues with current contractors, the Committee recommends hiring U.S. Lawns for all services – this would involve 3 separate contracts:  1-Lawn Maintenance, 2-Dune & Palm tree trimming, 3-Pest/Weed control.  Joe Farber gave a brief summary of each.  While the initial lawn contract was revised to suit Canaveral Sands, there are some items that should be addressed:  fence perimeters should be weed/grass free 1' inside the property and 2' on the beach side of the property; "courtyard" areas should be cut with a small mower (not a large riding mower or a weed whacker); it was also requested that mowing be done on Thursdays.  Regarding the tree trimming contract, Joann Smally requested the palm trees be trimmed using an "umbrella" cut not a "hurricane" cut.  This less severe cut is recommended by the Brevard County Agricultural Service.  The Contract Committee will make these changes and present them to U.S. Lawns.  Should they be agreed to - a motion was made by Rose Rubino, seconded by Joe Farber to accept the contracts – motion passed.

Dunes:  Ed Smally commented on the dune cutting done by U.S. Lawns.  While he felt they did an excellent job on the sea grapes, he expressed concerns re the cutting of the palmettos and Spanish bayonets.  Viewed from above, there are gaps/holes that show thru to the sand – it is no longer a large expanse of greenery.  He wondered what effect these gaps (and the removal of trimmed vegetation) might have if there were a storm surge.  Normally, trimmings are left on the dunes to build them up.

NEW BUSINESS:

Shutter/Slider Application:  Applications for Accordion Shutters were received from units #1105 (Affordable Glass) & #3302 (Best Shutters).  Color samples were provided by both and noted on the application.  Motion to approve both applications made by Joe Farber, seconded by Jean Deck – passed.

Car Stops:  Two bids were received for car stop replacements.  East Coast Asphalt was significantly less expensive and they were the previous vendor.  Carol Martone signed the estimate from East Coast and Kathy will fax the approval form to the vendor. 

OWNER INPUT:

The slider situation of unit #4201 was discussed.  This has been an ongoing problem as the owner is unable to get the City permit signed due to improper installation.  RDI contacted another installer in an attempt to rectify the situation.  Unfortunately, his solution is not acceptable.  RDI will contact Paul Dupre (CRI) to inquire what might be done to remedy the situation.

James Kopko (#4105) reported he had had dry-wall removed from his shed area due to a leak and is still waiting for it to be replaced.  Kathy Watts will contact maintenance regarding the status of the repair.

NEXT MEETING DATE:

The next Workshop will be on September 15, 2010 (10:00AM) – 1 item – painting bids.

The next Board Meeting will be on September 22, 2010 (10:00AM).

MEETING ADJOURNED:

The meeting was adjourned at 12:30PM

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS ASSOCIATION

BOARD MEETING

JULY 28, 2010

1. Call to Order:

The meeting was called to order at 10:00AM by President Carol Martone.  Board members present included Jean Deck, Joe Farber and Barbara McPeek (Rose Rubino was absent).  RDI was represented by Kathy Watts, Maintenance by Rich Keinanen; 9 owners also attended.

2. Approval of Minutes:

A motion to accept the minutes of the June 22nd, June 23rd & July 21st 2010 meetings was made by Joe Farber, seconded by Barbara McPeek – all in favor.

3. Financial Report:

(Note: Harold Fletcher was absent). The president asked if there were any questions regarding the auditor's presentation on July 21st.  Don White reiterated the auditor's comment that the Association is not up-to-par on reserves due to the overage in concrete restoration expenses.  The Board noted this is a situation that needs to be monitored.

4. Management Report:

Railings:  CRI was called and the railing installation was cancelled.  Plants were placed in that area instead. 

New Slider/Shutter Form:  A revised form is in the meeting packet for review.  After discussing the present specs with Joe, it was felt a revision was necessary.

LETTERS SENT: 
Unit 2504: Chaskleson in 2504 needed work done and they completed the necessary work.
Shutter/Slider Inspections:  Byron Evert from Existing Structures inspected some of the installations and some have failed due to stainless steel screws not being used.  A spreadsheet was revised and sent to the Board (copy in meeting packet).  There’s also a checklist in the packet for items to be initialed when received and/or completed.  A draft is also included in the packet that will be sent to the owners needing work.  Once the Board approves the letter, it will be mailed with a copy of the inspection report to the appropriate owners.

Painting Update:  Interviews have been scheduled with the vendors for Wednesday, August 4th.  The three vendors are CRI (will be out of town), DAB Painting @ 10:30am, and J&M Painting @ 10:00.

Weekly Informal Meetings:  Starting the 11th of August, Kathy will be meeting with 1 or 2 Board members and a committee member if they wish to go over issues.  This will enable both management and the Board to be kept up to date on pending issues and not wait for a report monthly.

Newsletter:  The last newsletter was in April.    The Board might want to assign the task to someone and get it started.

Cleaning Contract:  A copy was given to all the Board members.  Clean Serve is required to clean the bathrooms and the rec room but it might be a good idea to use grout cleaning twice a year and replace the globes on the lights so it looks brighter in there.

Recreation Room Rental:  In order to help with the additional expenses when the rec room is reserved for private parties.  Many communities are charging a nominal fee for the usage.  Even though monthly assessments include the use of the rec room, when there’s a private party, additional expenses are incurred.  I would suggest a fee of no more than $25, per occurrence, for the usage when non residents are included.  Of course there’s no fee when it’s a community wide event.

Painting Bid Update: Joe Farber stated a list of questions has been established to ask all bidders – there are currently 5.  Since some of them could not make the scheduled workshop (August 4, 2010), it has been postponed to a later date.  Carol Martone suggested the project be delayed until after hurricane season with the hope bid amounts will stand.  This will give the Association more time to build up reserves.  The Board agreed.

Sliders/Shutters: Since there are still installations that have not passed our engineer's (or in some cases, City) inspection, a letter will be sent to owners (with a copy of the inspection report) who are not in compliance.  They will have 30 days to repair the problem; otherwise, the Association will address the situation and bill the owner for costs. There are some owners whose 2009 installation is in question. These will be kept on file in the event problems occur.  RDI has also instigated new checklists to better monitor installations.  Maintenance will assist RDI in following through with this procedure.  It is important for residents to realize that improper installation costs the Association (i.e. all of us) in the long run.

Collection Update: Kathy Watts reported 2 properties are in foreclosure processing and that the Association has a lien on both of them.  Hopefully, we can recoup some of it.

Parking Problem: There has been an ongoing issue with a resident across Ridgewood Avenue continuing to illegally park vehicles on Association property.  A confrontation between a maintenance person and the resident has resulted in a police report being filed.  RDI will ask our lawyer to write a letter re the situation and stating the next time a vehicle is parked on Association property it will be towed without advance notice.  Joe Farber pointed out that there are many other incidents of illegal parking on our property.  He feels we should have some way to identify those vehicles that belong here and those that do not.  A "sticker" system was discussed.  Some felt it would be a good idea while others thought it would be impossible to enforce.   Kathy Watts will look into the cost of obtaining stickers/tags that could read: Owner, Renter or Visitor.

Blistering Paint (walkways): CRI responded to our request to investigate areas of concern.  They have agreed to correct the walkway situation and 2 balcony problems at no charge.  However, they will charge for the epicure situation in building 1, sill damage in building 1, and stairwell problems in buildings 1 & 4.  They noted building1will always have a problem with the epicure.  The issue with building 4 balconies may have been due to the fact that they simply had a topcoat applied rather than all applications. Unit 4201 seems to have a severe problem and will be re-done.  The Board agreed to proceed with all suggested repairs as soon as possible.  Kathy Watts will contact CRI regarding this issue.  Rich Keinanen requested notification of repairs so owners could be notified.

5. Landscape Committee Report:

Jan Molinell (Chairperson) told the Board she had a discussion with US Lawns re our landscaping.  She feels that since they are a "full service" outfit (monthly maintenance, pest/weed control, palm/dune trimming) they would better serve our needs.  Jan gave the Board a copy of a suggested contract.  This will be given to the contract committee for review.  Since the combined services of all costs might exceed $10,000, the Board felt other bids should be considered before a decision is made. Carol Martone suggested we allow US Lawn to trim the dunes (since they need to be done before they grow too tall to be trimmed to our permit level) and evaluate the job.  Jan stated they would send in a crew and do the job quicker than in the past.  Jan also expressed concern that our watering has been insufficient to support both the lawn and new plantings.  Phil Heller replied that we have about 350 sprinkler heads and it is difficult to have them cover 100% of our acreage – unfortunately, there will be gaps.  Carol also pointed out that we need to be careful to comply with water restrictions – currently we are in a drought period.

6. New Business:

Joe Farber said AT&T is starting to compete with Bright House in the cable TV area.  They offer a basic package and a full service package (computer/phone).  If the association is interested, he will contact the representative for a presentation.  Carol Martone suggested we wait and see how other condos (that have switched) feel.

7. Set Next Meeting:

The next Board Meeting is scheduled for August 25, 2010 at 10:00AM.

8. Adjournment:

The meeting was adjourned at 11:40AM.

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

Minutes of the Board of Directors’ Meeting

July 21, 2010

1. Call to Order; Establish Quorum of Directors:

The meeting was called to order at 10:00 am in the on-site rec room.  In attendance were: President, Carol Martone, Secretary Rose Rubino, Board Directors Barbara McPeek, Joe Farber, and Jean Deck.  Michelle Dugan and Kathy Watts represented the management company, Reconcilable Differences.  Two owners were also present.

2. Financial Report: 

Guest Speaker Ron Cole, CPA formally presented the audit for 2009.  The Operating fund as of December 31, 2009 was approximately $62,000 and the Reserve fund was approximately $392,000.  Ron reported on each line item and felt the association was in good shape budget wise except for the special assessment overage.  There was an amount owed to the Reserves for $73,635 for the concrete restoration which Michelle Dugan stated was repaid in January of 2010 from the Operating fund.  $6,600 has been allowed for Bad Debts but none have been written off as of yet.  Ron felt that future Reserves should be $312,000 yearly instead of the $205,000 presently being funded.   The Board will need to decide whether to heavily fund the Reserves in order to hopefully prevent special assessments or to partially fund and special assess as needed.  Much of the $312,000 figure is based on the $2.1 million replacement costs and the remaining life on many of the major components, elevators, roofing, etc.   Elevators will need more funding since they’re due for replacement.  Carol mentioned that the state has required a current Reserve Analysis be done and Ron responded that that was true unless the owners voted to waive the analysis.  Ron recommended not waiving the analysis and for the relatively small amount it would cost, it would give the association a clearer picture on what their needs will be.   Don White stated the finance committee felt it would be better to partially fund and special assess when needed due to the fact that if there are not enough funds available from a specific line item, additional funds cannot be taken from another established line item without a vote, except for the Deferred Maintenance line item.  Pooling was briefly discussed and Ron felt it can be very difficult unless the association pays an accountant or has a retired accountant on site willing to take the time to do all the calculations necessary.  Ron stated at present, since it’s not a tax issue and interest rates are very low, it’s best to have more in Deferred Maintenance for any reserve issues needing additional funds.  Michelle inquired if the line item should be labeled “Misc Building Component” instead of Deferred Maintenance, as some attorneys have suggested that term.  Ron stated the title didn’t matter but if the association wanted it relabeled, it would not be an issue.  Ron requested that any funds used from the Reserve be added to the minutes with information on the amount , vendor used and what the expense was for.  As a general rule, the operating account should have at least 3 months of funding available.  The association is a little short of that goal but is working on accomplishing it.   Don questioned why the retained earnings appeared to stay the same.  Ron replied that Michelle doesn’t get the adjustments to the 2009 amounts until April or May, so they change at that time and then not again until the following years adjusting journal entries.  Carol felt the association is in good shape considering the financial climate and the fact that the restoration costs were more than expected.  Don said Harold and Ed Smalley should be credited with keeping the association on track.  Carol also thanked Ed for his help and for the 8 years he was President.

Copies of the complete audit are available to all owners free of charge.  Contact RDI and they can either email the audit to you or mail a copy to you.

3. Set Next Meeting Date:

The next Board meeting will be held on July 28, 2010, at 10:00 am.

4. Adjournment:

There being no further business, the meeting was adjourned at 10:45 am.

Respectfully submitted,

Kathy Watts, CMCA, LCAM

Reconcilable Differences, Inc.

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

BOARD MEETING

JUNE 23, 2010

1. Call to Order:

The meeting was called to order at 9:38AM by president Carol Martone.  Present were Board members Jean Deck, Joe Farber & Barbara McPeek (Rose Rubino was absent). Maintenance was represented by Phil Heller & Rich Keinanen; RDI by Michelle Dugan & Kathy Watts.  8 unit owners attended.  Insurance agent Barry Ranew joined the meeting at 9:50.

2. Approval of Minutes:

Motion to accept the minutes of the June 2, 2010 meeting was made by Barbara McPeek, seconded by Joe Farber – passed.

3. Budget/Reserves/Insurance Issues:

Budget: Harold Fletcher (Treasurer) reported the Operating Fund had a balance of $3,436 as of the end of May.  This figure would have been higher if not for the once-a-year Audit Fee of $4,850.  Harold said the new Florida laws should decrease monies lost to "bad debts" (over $6,000 this year).  By the end of 2010 there should be sufficient funds in painting reserves of cover the cost of painting Bldg. 1 – depending on what the project entails (there are 3 different areas involved).  However, to rebuild the reserve line sufficiently for the painting of Bldg. 2 the following year is questionable.  Harold again stressed the need to plan for elevator/fire alarm system updates mandated by the State of Florida.  At this time, the laws have again changed which leaves more questions as to exactly what must be done.  By the end of 2010 Harold said there should be $210,920 in the Elevator Reserve Line & Deferred Maintenance.  Since, according to figures given to us by our elevator consultant, this is not enough – there are concerns.  It was also pointed out this does not include issues we may have with the fire alarm system.  The meeting with the auditor has been postponed due to illness.  Kathy Watts said she will set up a new date as soon as feasible.  Kathy also mentioned new elevator certificates should be posted in August and that they will be good for 2 years.

Since the Budget Committee will begin reviewing the figures for next year in September, a question was raised as to whether or not the Board could give input at this time (e.g. hold a flat line for next year).  Ed Smally pointed out that the purpose of a committee is to come to independent findings, which they then present for discussion.  Carol Martone agreed, stating that such a directive would defeat the whole purpose of the committee.

Reserves: The question of a Reserve Study every 5 years and the pooling of all reserves are still vague issues that have not been proven.  Harold stated the auditor does not favor a pool system.  Since neither are mandated, it was suggested that a wait-and-see approach be taken.

Insurance: Barry Ranew (Insurance Agent) presented the Board with a synopsis of our current insurance policies coverage. High points included:  deductibles, assessment procedures, shutters (only included if the entire condo has shutters), umbrella, board liability, wind, crime, general liability & flood.  In regard to liability, Barry stated an inspector would be visiting the property in August to determine if there were any concerns.  This report will be forwarded to the Association President.  Violations, if any, will be addressed at that time.  In regard to Flood Insurance, this is mandated in your Docs. Currently our deductible is $500 – he said we might consider changing it to $1,000 although he was unsure if it would make much of a difference.  The Board thanked Mr. Ranew for his time.

4. Maintenence:

Painting: Joe Farber reported the committee is still working on the painting bids and will advise the Board when meeting with individual contractors is appropriate.  (See minutes of 6/22/10 meeting for more complete details).

Landscape: Jan Molinell (Landscape Committee Chairperson) gave an update on current projects.  She is still trying to get the oversized palm tree in front of Bldg. 4 removed by Jerry Stevenson.  Jan also pointed out the Christmas palm by the east stairwell of Bldg. 4 seems to be dead – she will ask Stevenson to remove that when he is here.  B&R has been contacted to address the weed (in lawns) situation. Regarding the trimming of the dunes, Hugh Young's e-mail is no longer responsive.  Jan asked if there were any other people who could do the job.  RDI said they had sent a list to Carol Martone – which she will give to Jan.  Sod & red mulch have been put down in many areas – there are still sections to be done.  Jan thanked the many volunteers who participated in this endeavor.   She would like to consult with Phil Heller & Rich Keinanen regarding the sprinkler system to ensure all areas are getting proper coverage.

Railings: The issue of the railing at the west end of Bldg. 4 was brought up.  Continued calls to CRI have resulted in promises – but no railing.  The Board agreed to have the Landscape Committee build up the soil at the end of the walkway and plant 2 hibiscus bushes (they will be larger than those replanted in the front hedge).  The Board also agreed to have the areas on the west side of Garage D & E filled in with soil and sodded.  Jan believed these projects could be completed and still stay within the Landscape Committee budget.

Shutter Installation: RDI has updated the Shutter/Slider instruction packet, which should insure better compliance with the Association's specifications.  Completed installations that have failed our consultant's inspection will receive a letter (by Certified Mail) informing them of the problem(s) and requesting a response within 30 days.  The letter will also specify the need for re-inspection.  Kathy Watts will draft a letter for the Board's approval.  The Board will ask our attorney what options are available to us if an owner fails to comply.  Unfortunately, these steps are necessary to protect the integrity of the concrete restoration and to prevent future damage.

Walkways: It was pointed out that there is some blistering of the paint on the walkways just redone.  Since this work should still be under warranty Rich will contact CSI.  In addition, several owners expressed they have problems with deck surfaces and rust coming through the finish. RDI will contact Claudia Irvine (Existing Structures) regarding these issues.  The Board stressed that any problems and/or issues should be reported to RDI.

Entry Sign: The sign at the main entrance needs to be repaired – it is on the maintenance list.

Meetings: A question of changing regular Board meetings back to evenings arose.  It was noted that more people seem to attend the morning sessions, so it was agreed to leave meetings at their current time period.  The next meeting will be on July 28th at 10:00AM.

5. Adjournment:

With no further business to discuss, the meeting was adjourned at 11:38AM

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

WORKSHOP

JUNE 22, 2010

5:00PM

1. Call to Order:

The meeting was opened at 5:02P.M. by President Carol Martone.  Present were Board Members Jean Deck, Joe Farber & Barbara McPeek.  (Rose Rubino was absent)  10 owners also attended.

2. Committee Reports:

Landscaping: Jan Molinell (Landscape Committee Chairperson) stated she had been prepared to give her report at tomorrow's meeting.  She did mention a few "glitches":  the "over-cutting" of the oleander in front of Building 2, weed-whacking weeds, and installation of sod/mulch.  Jan feels these issues are under control and may have a more detailed report at tomorrow's meeting.

Painting: Joe Farber reported that he, Phil Heller & Rich Keinanen had met with Gary Eggers (painting consultant) on Monday to redefine issues regarding the painting of Building 1.  They have 2 pages of items they wish to discuss with the bidders. They include, but are not limited to, such items as caulking used, type of paint (different for some places), preparation and weather conditions.  Humidity/temperature can play a major role in the time it takes to complete the project.  Joe said Gary Eggers also pointed out the need for "preventive maintenance" – i.e. power washing where needed (hosing down is not enough), sanding and painting railings (where needed), and keeping on top of rusted areas (electrical room doors, elevator entrance perimeters and any other applicable areas.)  It was pointed out there are 3 separate areas involved in the painting:  the building itself, railings and walkways.  Each area has different specs, which must be considered.  Joe noted that if the Association defines a viable plan for Building 1 it followed for the rest of the buildings when they are ready to be painted.  It is important the Board consider all factors of proposals before accepting a bid.  (There may be more information at the meeting tomorrow.)

3. Open Forum:

There was an open forum between the Board and the audience regarding issues with some of the Association's employees.  The main dissention seemed to be with the Cleaning Service, Maintenance and Management.  Questions regarding "responsibility", "follow-thru", "contract clauses" (not being followed), "efficiency", "supervision", "cost-effectiveness" were discussed.  While "generalities" were not considered, there seem to be plausible concerns.

Members of the Board will meet with each contractor to resolve these issues.  Carol Martone and Jean Deck will meet with RDI – date to be determined.

4. Adjournment:

The meeting was adjourned at 7:00P.M.

Canaveral Sands

Board of Directors

Canaveral Sands Condominium Association

Workshop Meeting

Held June 2, 2010   

1. Call to Order:

The meeting was called order at 10:04 AM by President Carol Martone. Present were: Board members Rose Rubino (Secretary), Jean Deck, Joe Farber & Barbara McPeek; Rich Kienanen & Phil Heller (Maintenance); Kathy Watts (RDI); 6 unit owners also attended.

2. Approval of Minutes:

A motion to accept the minutes of the April 21, 2010 meeting was made by Rose Rubino, seconded by Barbara McPeek-all in favor.

3. Financial Report:

Harold Fletcher (Treasurer) reported that the current balance in operating funds is $61,722-far less than the ’08 balance of $173,000. He said this was due mainly to the cement repair work. He also stated that the Association is below the suggested norm of having 3 months operating funds on hand. Harold also expressed concerns over the elevator /fire alarm issues the Association will be facing. At the current rate reserves are being funded, he said $250,000 would be available for the project at the end of 2011. (This includes using all appropriate reserve lines.) Adjustments from the Auditor have been received and the Finance Committee will review them. Harold noted that the Association incurred $6, 628.00 in “bad debts” due to units under foreclosure. Kathy Watts will contact the Auditor to set up a date for them to meet with the Board for explanations/questions. Jean Deck asked if funds for insurance premiums due in September were sufficient and Harold stated they were.

4. Building 1 Painting:

Joe Farber (Contract Committee) presented a spreadsheet regarding the painting of Bldg. 1. The specs written by Gary Eggers (Sherman-Williams) are based on newer products /procedures than used in previous years. While there was some break-down of costs from most bidders (1 only gave a bottom –line figure). Joe feels there are still issues to be addressed – any contract accepted needs to be one in the best interests of the Association.  A question arose regarding warranties – Joe pointed out that since they can be different for individual situations (stucco, wood, metal) and are usually “pro-rated” their real value is debatable. Another question involved the number of workers and the time frame. Carol Martone pointed out that since this is a contract and not “time & materials”, it is in the best interest of the contractor to finish as soon as feasible. Jan Molinell expressed concern over damage to the grass areas. Rich Kienanen stated previous painters have usually put plywood down (for high-rise equipment) and removed it at the end of each day. Since the Contract Committee still has some points they wish clarified, they will contact bidders with additional questions. Joe stressed that this not just a “paint job”, it is a “system” to obtain the bests finished product. As soon as replies have been received, a meeting will be set up between the contractors and the Board. Rich reported that LB Drywall has completed pre-painting preparation.

5. Walkway Color Change Voting Results:

The vote to change the walkways: Brown-71, Gray-17 (71 votes were required).  The Board asked if the cost of painting the walkways was included in the painting bid for Bldg. 1.  Joe Farber replied that it was not as each color would require a different procedure. The Contract Committee will contact Gary Eggers for specs to comply with a color change, which will give to the bidders. Joe noted it is important for the Board to consider how to implement this change - i.e. each building as it is being painted, all at once Rich Kienanen reminded the Board the all 1st floor walkways are under warranty with CRI (they did extensive preparation work before painting). Carol Martone asked the Committee to obtain a walkway price per building and per “job” (all 4).

6. Landscaping Update:

Jan Molinell (Landscape Chairperson) updated the Board on various landscape issues. The contract with Evergreen Landscaping has been adjusted due to the City’s “take-over” of the “right-of-way”. While the monthly charge remains the same, some changes have been made in specifics (weeding, planting, etc.) She noted both Evergreen & Hugh Young (dune/palm tree trimmer) need to be sure their insurance/liability forms are current with RDI. She has not been able to contact Hugh regarding this issue. Carol Martone said Hugh has been invaluable in trimming the dunes and the Association does not want to lose him. Barbara McPeek said she would try to contact Hugh. Jan also stated B & R would consider adding services for the same monthly charge. She noted the cabbage palm planted in front of Bldg. 4 is way too large for the location (it was not what she requested) and will contact Jerry Stevenson for a replacement.  Rich Kienanen stated the tree was planted on top of a large pipe.  Since Jan mentioned the sago palm in front of Bldg. 4 should be relocated, Carole suggested that smaller trees might be more appropriate in front of Bldg. 4 as pipes, growth can be an issue. To finish the current projects (tree situation, adding additional hibiscus hedge, sod, and red mulch) should cost under $2,000.00.  A motion was made to approve the expense made by Joe Farber, seconded by Rose Rubino – all in favor. Carol asked that the board be informed (in advanced) of any projects over $ 500, and also plantings of lesser expense so they can respond to inquiries. Jan thanked Rich for his work with the sprinkler system, which improved many dry areas.  Jean Deck’s letter of resignation was attached to Jan’s report to the Board.

Joe Farber asked the status of the situation with the Yucca plants on the dunes that a resident had complained about. He was told the owner never followed through with an official written explanation as to exactly what should be done. The Association’s current permit allows us to trim the dunes lower than newer permits. A serious violation could cause revocation of our permit. It was suggested we ask Hugh Young about the trimming of the Yucca.

7. Building 4 Railing:

Jean Deck brought up the issue of the west end of the Bldg. 4 walkway.  At the March 10, 2010 work shop it was decided to remove the pavers and place a railing across the expanse.  To date, pylons still mark the end of the walkway. Kathy Watts will again contact CRI who submitted the price for the railing and report back to the Board.

8. Inspection of New Work:

Joe Farber expressed concerns that the Association is not following through with the inspections of new installations of sliding glass doors and shutters. He noted that it is imperative to insure the new concrete work  is not compromised by shoddy materials/workmanship. Rather that submit applications to RDI (to be signed by any Board member) he feels all applications should be presented at a Board Meeting. Joe also questioned our consultant’s (Byron Evert’s) lack of cooperation in inspecting each installation. He feels that if we are to protect the integrity of the concrete work which costs us a great deal of money, we need to be more diligent. Kathy Watts will go over the log of new installations and contact Byron regarding the issue.

9. Set Next Meeting:

In lieu of the above, the Board has reinstated a monthly Board Meeting be held on the 4th Wednesday of each month. The next meeting will be held on June 23, 2010. Workshops will be scheduled on an “as needed” basis. All meetings will be posted.

10. Adjournment:

With no further business, a motion to adjourn was made by Joe Farber, seconded by Barbara McPeek. Meetings adjourn at 11:45 pm.

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS ASSOCIATION

BOARD WORKSHOP

APRIL 21, 2010

1. Call to Order:

The meeting was called to order at 10:00AM by President Carol Martone.  A full Board was present:  Rose Rubino (Secretary), Jean Deck, Joe Farber & Barbara McPeek.  Others present were:  Rich Keinanen & Phil Heller (Maintenance), Kathy Watts (RDI) and 5 owners.

2. Announcement:

Kathy Watts announced that she would be recording the meeting.

3. Approval of Minutes:

Motion to approve the minutes of the April 14, 1010 board meeting was made by Rose Rubino, seconded by Barbara McPeek – all approved.

4. Building 1 Painting Update:

Kathy Watts stated Gary Eggers (paint consultant) had sent revised bids to all interested parties – only 1 has responded so far (J&M Painting).  She will send a copy to the Contract Committee.  As soon as other bids come in, they will also be forwarded to the committee.  LB Drywall has posted notices for pre-painting work to be done on the 4th floor – they should be on-site today.  The T1-11 panels that need to be installed will replace interior grade plywood that was used for some sheds (there seem to be about 9 units that need this replacement).  Phil Heller pointed out that LB needs time to complete their work before actual painting begins.

Jan Molinell asked if a time frame could be stated in the contract.  The Board responded that it is in the best interest of the contractor to finish as soon as possible as a final payment is not made until the job is completed.  It is not a "time & materials" contract.

5. Landscape Update:

Since Jan Molinell (Landscape Committee Chairperson) could not attend the last meeting she gave her report today.  Jan said she has been in contact with the City (Kay McKee) regarding the maintenance of the Ridgewood Ave. right-of-way.  Canaveral Sands has always mowed this area but since there are new "plantings" she feels we should know whose responsibility the area is.  Jan has also been in touch with Jerry Stevenson (Stevenson's Landscaping) regarding sod and new plantings for areas that were devastated by this year's "winter-kill".  (She hopes to meet with him today.)  Once all areas have been re-planted, she will ask our current landscaper to put down red mulch.  The Board suggested the Landscape Committee have a meeting to finalize projects/costs and report back to the Board.

6. Newsletter Update:

Jean Deck asked why so much of the current newsletter was a duplication of the last one mailed.  The Board felt some issues were important enough to bear repetition.  They also felt enough time had spent putting the newsletter together and that it needed to be sent out.  Two sections will be changed:  Owners phone numbers & e-mail addresses will not be included; and the paragraph for Board Meetings will be modified.  Motion to mail the newsletter with the 2 changes made by Joe Farber, seconded by Barbara McPeek – all in favor.

7. Walkway Paint Color Change:

The Board recommended sending a letter explaining the issue along with a separate sheet (vote form) for owners to choose between two (2) colors.  In essence, keep the current color or make a change.  Votes must be received at RDI by May 31,2010.  Motion made to send the letter/vote made by Rose Rubino, seconded by Barbara McPeek – passed.

Jean Deck asked to go on record as against.  Joe Farber made a motion that after this vote has been tallied the issue would be closed, seconded by Barbara McPeek – all in favor.

A combined mailing of the newsletter and the color change issue will be sent out by RDI to all owners at addresses they have on file.

8. Elevators:

Joe Farber suggested the Board should begin to devise a plan regarding the up-coming State mandated elevator issues. Since a main concern is shutting down the elevators during repairs, owners need to know what to expect.  For those owners on higher floors, it can present a major problem.  They need to be informed well ahead of time so that they can deal with the fact that the elevators may be shut down for an extended period (weeks). Unfortunately, as our elevator consultant has previously informed us, the State does not give us any options other than shutting them down.  However, again – according to our consultant – the rules seem to be constantly changing.  At this point, we are in a "wait and see" situation.  The Association has received a "variance" for these up-dates, which allows us time to plan and build up funding.

9. Set Next Meeting:

The next meeting will be a Board Meeting on June 2, 2010.  If a workshop is needed before then, it will be posted.

10. Adjournment:

The meeting was adjourned at 10:50AM

Canaveral Sands Association

Board of Directors

CANAVERAL SANDS ASSOCIATION

BOARD MEETING

APRIL 14, 2010

1. Call to Order:

The meeting was called to order at 10:04AM by President Carol Martone.  Present were:  Board members Rose Rubino (Secretary), Jean Deck, Barbara McPeek; Rich Keinanen & Phil Heller (Maintenance) and Tim Cleckner (Elevator Consultant).  Kathy Watts represented RDI.  Six (6) unit owners also attended.

2. Reading and Approval of Minutes from March 10th and Mach 24th Meetings:

Motion to accept the minutes of the March 10th and March 24th meetings was made by Rose Rubino, seconded by Barbara McPeek – all in favor.  Ed Smally noted that there are no 2010 minutes on the website – Kathy will check into this.  She will also place copies in the Rec. Room.

3. Budget:

Harold Fletcher (Treasurer) reported that the concrete restoration project bills have been finalized.  He stated that reserve funds seem to be in fairly good shape.  However, currently the association does not have a 3-month cushion in operation funds - which is where we like to be.  Harold said painting costs over the reserve fund account could be covered by deferred maintenance.  He also noted the association is still owed about $20,000.00 in past due accounts.  Hopefully some of this money can be recouped through foreclosure proceedings.  Carol agreed this was possible.  She also pointed out that Canaveral Sands is in better shape than many other condominium associations regarding foreclosures.

4. Pool Lighting:

It was agreed that lighting around the pool would not be changed.  Phil Heller will obtain information regarding "pagoda" lights on the west side of the pool fence.  This is a dark area and could pose a safety issue.

4. Fire System Updates:

Tim Cleckner told the board that the fire inspector is willing to work with us regarding updates but stressed that codes could change the issue.  He also stated that even though we have a variance for needed updating, codes and costs could change.  He thought his original estimate of $405,000.00 for all work might be brought down to around $300,000.00.  But, again he stressed the point that all condos who received a variance are probably doing what we are doing – waiting as long as possible.  He feels a year to accumulate funds is reasonable – any longer might put us (and everyone else who waited) in a scramble for bids thereby driving up costs.  Tim noted that the codes have already been changed and probably will continue to do so.  This will ultimately affect final costs.  Tim stressed the need for A1 to reinspect the elevators in order to update our certificates.

Tim stated that GESS would be willing to renew our maintenance contract (due April 17, 2010) for another year at the same price.  He will contact them regarding this issue.  Maintenance work done by GESS should still be monitored – some costs should be part of the contract, not extra.  While there are work sheets to be signed at each inspection – it is important that we know the work has actually been done (this includes the monthly fire system check).  Tim pointed out it all depends on the individual repair/maintenance person.  One of the problems we have is that much of our equipment is obsolete, making repairs time consuming. A motion to renew the contract was made by Rose Rubino, seconded by Barbara McPeek – all in favor.

Don White thanked Tim for his diligence in working with the association to keep us informed on all issues. The board agreed that Tim has been invaluable in helping us define this upcoming project.

Tim reminded the Board that his job is consulting us for the modernization project for the elevators and not maintenance.  He noted that he has been available in the past as a favor to us regarding maintenance issues, but he will have to focus on the modernization project.

4. Painting:

Specs for the painting of Bldg.1 were redefined and sent back out to bid by Gary Eggers.  To date, none have come back.  Phil suggested a spread-sheet be devised to identify all parts of the project.  When this information becomes available, the board will review all bids.

5. Drywall:

LB Drywall submitted prices for preparing the balcony/patio sheds for the project.  An actual total was not included, but the board feels they have always done a good job prepping these areas for painting a building. Rich & Phil will work with LB Drywall to determine if some repairs can be postponed.  A motion was made by Jean Deck and seconded by Rose Rubino, to have them get started – all in favor.  Harold felt the funds should come from operating expenses and not reserves.

6. Walkway Color:

The issue of the walkway color change was tabled as there was not a full board present.

7. Landscape Report:

Jan Molinell (Landscape Committee Chairperson) could not attend.  Carol will ask her for a written report to put on file.

8. Newsletter:

The "Newsletter" was discussed at length and it was agreed that all board members will review the current copy.  Corrections, suggestions, etc. will be discussed at a workshop (4/21/10).

9. Approval Requests:

Two units (#2201 & #3404) have requested approval for accordion shutter installation.  While the applications were approved, the board is revising the on site "check list" and will include it in the package the owner receives.  The owner is responsible for notifying the installer (the same company is doing both).  The major revision is that the installation is to be checked by our engineer consultant (Byron Evetts) before a city inspection.

10. Set Next Meeting:

The next meeting (a workshop) will be at 10:00AM, April 21, 2010.  It will be limited to the walkway color change issue and the Newsletter, so that a combined mailing can be put together.

11. Adjournment:

With no further business, the meeting was adjourned at 11:47AM.

Canaveral Sands Association

Board of Directors

CANAVERAL SANDS ASSOCIATION

BOARD WORKSHOP

MARCH 24, 2010

The meeting was called to order at 10:08AM by President Carol Martone.  Board members present included:  Secretary-Rose Rubino, Jean Deck, Joe Farber and Barbara McPeek.  Maintenance was represented by:  Rich Keinanen & Phil Heller, RDI by Kathy Watts, and Tim Cleckner (elevator consultant). 10 owners attended.

Sydney Pasternack (Unit #1202) presented her findings regarding the trimming of the "Spanish Bayonet" trees growing in front of Building 1.  She stated she had spoken to both Duree Alexander (Code Enforcement Officer for the City of Cape Canaveral) and John McDowell (Bureau of Beaches & Coastal Systems) and while both were helpful – neither would give a definitive answer in writing.  Their main concern was that turtle nesting not be interfered with nor the "vegetation" be killed.  Since she felt uncomfortable with this information (because our "dune-cutting" permit might be compromised) she asked the Board for direction.  Joann Smally agreed that improper trimming could cause a problem.  Jan Molinell pointed out the benefits of dune growth in preventing erosion.  The Board suggested the Landscape Committee get the opinion of a Landscape Architect to determine the proper way to trim this vegetation and meet all requirements.

Tim Cleckner informed the Board that a variance had been received.  This means we have 3 years to comply with State mandated elevator work.  However, he cautioned about waiting the full time period as prices are sure to rise when everyone rushes to meet state standards.  He stated he received bids from 2 companies that he considers to be workable numbers.

To get to code would cost:        General Elevator - $218,000                Coastal - $218,000

To add cab enclosures/tops:          "            "             32,000                    "            19,000   

              (optional)                                                 $250,000                              $237,000

These quote are tied into each company receiving a monthly maintenance contract:  General Elevator ($460.00), Coastal ($600.00)

This estimate does not include replacing the frames with stainless steel ($77,000 for all) or capping frames ($17,000 for all).  Although Tim said our current maintenance re this is "adequate", rust will "bubble" through and become a future problem.  Although plastic edges installed to prevent things from hitting the edges of the frames helps, it does not totally solve the problem.

What must also be considered is additional costs for items such as electrical work ($28,000), air conditioners for the electrical rooms ($14,000), new doors for the electrical rooms ($10,000), and hatchway vents ($3,900).  These are items that must be addressed even if cab enclosures/tops are not.  Using the lowest price (GE), total cost would come to $306,000.00.

As to costs for updating the fire alarm system, Tim stated there are too many variables at this time to give an accurate figure.  Much depends on exactly what needs to be replaced and how far it will extend.  For example, individual "horn alarms" might be required in each bedroom in each unit – do they need to be "hard-wired" or could they be "wireless". 

Tim did suggest we be careful in renewing our current maintenance contract (expiring 4/17/10).  He cautioned we not get into anything long-term.  The shortest time period should be considered (re-negotiate if possible) as we are probably paying for such items as time travel and what our current company considers "obsolete" parts.  This would change with updating and a new maintenance contract.

When asked about a "time frame" for this project, Tim stated is usually takes 12 weeks from the signing of a contract to get the necessary equipment on the premises.  From them on it would be between 4-6 weeks (Tim said he was more inclined toward 6 weeks.)

Tim will give RDI an updated report of his findings (and specs) to be reviewed by the Board.  He was thanked for his time and his input.

Regarding the painting of Building 1 this year, Joe Farber asked if there were sufficient funds in the reserve line to cover the project.  Harold Fletcher replied that there were.  However, Joe noted the bids received failed to clarify several items (among them: were windows & frames included, how many balcony/patio floors need to be done) and suggested the Contract Committee and Maintenance meet with Gary Eggers to redefine these issues.  Kathy Watts will set up an appointment with all concerned before 4/11/10.

A new proxy will be sent to all owners regarding the painting of the walkways.  There will be choice of 3 colors.  As soon as RDI obtains the necessary swatches to include it will be mailed out.  Owners have 15 days to respond and the votes will be void after 90 days.  This is a final vote on this issue.

Turtle light fixtures that may meet our needs will cost $91.00 per light pole.  Phil Heller will install one fixture on the north side of the pool (in the center) to determine their efficiency.  The Board will then make a decision as to whether or not to purchase the rest – we will need 6 more.

Jan Molinell reported that CRI had installed 2 more pallets of sod in areas disturbed by their machinery.

She stated these areas should be watered for at least 10 days.  Jan asked the Board for approval to have our landscaper supply 1 more pallet of sod to fill in sections where pavers have been removed – the Board agreed.  Jan said she would like to contact John Realino (the original landscaper for the Association) to get his input.  She has asked the City if they intend to trim the palm trees along Ridgewood Avenue – so far, she has had no answer.  She will continue to pursue this issue.

LB Drywall presented a worksheet to prepare the shed areas of Building 1 for painting.  Unfortunately, many items were unclear and no final price was stated.  Kathy Watts will contact them to see if we can get a more comprehensive picture of the project.

Kathy Watts reported that Units #1404 & 3401 are moving toward foreclosure.  Carol Martone stated that #4105 (a foreclosure possibility) is in the process of being sold and need not be pursued.

Kathy stated she is in the process of composing a "Newsletter" which will be sent to the Board for review.  One of the issues to be included is that of Sliding Glass Door installation.  The newsletter will try to inform owners of ways to insure proper installation with reputable firms.

The next meeting of the Association will be a Board Meeting on April 14, 2010 at 10:AM.

With no further business to discuss, the meeting was adjourned at 12.29PM.

Canaveral Sands Association

Board of Directors

CANAVERAL SANDS ASSOCIATION

BOARD WORKSHOP

MARCH 10, 2010

1. Call to Order:

The meeting was called to order at 10:00AM by President Carol Martone.  Present were:  Board Members Jean Deck, Barbara McPeek and Secretary Rose Rubino; Rich Keinanen & Phil Heller (Maintenance); Kathy Watts (RDI); Paul Dupre (CRI) and Claudia Irvine (Existing Structures). 

4 unit owners attended.

2. Concrete Restoration:

Paul Dupre presented the board with the "final package" for the concrete restoration project.  This is a loose-leaf binder that has all papers pertinent to the project (permits, contracts, releases, warrantees, etc.)  It also contains survey drawings of balcony work - which will be invaluable in future concrete restoration work.  Claudia Irvine said she would be available to answer any questions that might arise.  Paul stated the final bill of $90,208.02 was included.  Rich pointed out that discounts for overages amounted to slightly over $19,000 which was a substantial savings.  Don White stated that he believed Paul (& his crew) ran a smooth, professional operation.  The Board agreed with him in thanking Paul.

3. Sliding Doors:

Kathy Watts asked Paul if he had spoken with Kim Smith (#3304) regarding her complaints about chipped paint on her sliders and dents in her balcony railings.  Paul replied that he had, and that both he and Angel Salas inspected the areas in question.  He noted the paint on the sliders was "bubbled" and that was why it came off during the power washing – this is either a warranty issue or the owner's responsibility.  In regard to the dents on the railing, no paint had been chipped or marred in those areas leading them to believe they could not have been caused by CRI's equipment.

Carol Martone asked Claudia if she had checked the patio of #4105.  Claudia left the meeting to do so and came back to report that the floor shows signs of being painted over un-removed carpet "glue".  To get a decent finish on the floor it would need to be stripped down to bare concrete.  The crack between the wall and the floor simply needs to be caulked.

Kathy reported that Byron Evetts had adjusted his bid for inspecting new slider installations to $100 per unit.  This inspection would include a "flood test".  Since there seems to be an issue with only one installer, RDI will compile a list of new slider installations dating back to March 2009 (beginning of the concrete project) with emphasis on those units.  Kathy also agreed to compile a spread sheet to keep up on future SGD installations.  The Board feels it is important to check questionable work to ensure the integrity of the cement on the balconies.  Claudia suggested she discuss this inspection with Byron and possibly work out a "time & materials" price.

4. Shutters:

Rich felt new shutter installations (particularly accordion, which affect the balcony floor) should also be included in an inspection.  Since damage to balcony edges was evident in this project, screened balconies, any work involving the edges should be monitored.

5. Lawn Damage:

Jan Molinell felt CRI could have done more to repair lawn damage done during the concrete work.  The Board responded by saying it takes time for the grass to re-establish (CRI did re-sod the worst areas) and that the winter weather has been a problem.  Paul agreed to go outside with Jan and review the situation.  Jan said Paul offered some suggestions.  There will be a Landscape Committee meeting at 10:00AM, March 17, 2010 where this and other issues will be addressed.  Rich and/or Phil were asked to attend.

Paula Berntson from the Brevard County Natural Resources Management Office dropped off 18 light bulbs that will be used to light the stairwells.  These bulbs are "turtle friendly", use less electricity and we obtained them at no cost.  Rose Rubino was thanked for pursuing and following through on this matter.

6. Safety/Liability Issues:

Safety concerns were debated at length.  After much heated discussion with pros and cons on all issues, the following was decided:

a.) Installation of any concrete pathway was tabled

b.) Paver path on the west side of Garage D will be removed

c.) No other paver paths will be removed at this time

d.) All paver paths that have been removed will be filled in and sodded

e.) Adjustments to pool lighting – tabled:  only one bid received

f.) Railing to be installed at the west end of Bldg 4 (1st floor) only.

With regard to the above:  Paul Dupre quoted a price of $40 per foot for the railing.  It would be "mechanical" which means put together by screws rather than welded.  He felt that for such a short span it would be more than adequate.  The finish and quality would match existing railings.  Rich was asked to monitor the remaining paver paths and "even them" on an ongoing, as needed basis.  The sod and soil fill to replace removed paths will come from the excavation being done by the City.  Rich said they are willing to give us any sod/fill they take out.  Extra soil can be stored on tarps north of Garage C; extra sod can be used to fill in depleted lawn areas.  Rich will use some of Paul's crew from Manpower to help implement this project.

7. Painting:

Bldg.1 is scheduled to be painted this year.  While 4 bids have been received (meeting specs set by our Sherman Williams consultant) Phil Heller pointed out that they did not seem to be specific enough as to what was actually included (i.e. windows, railings, stairwells, etc.).  The Board suggested that both Phil and Rich get together with Joe Farber (contracts committee) to determine an itemized list of exactly what will be included in the contract.  Harold Fletcher was asked if there is enough money in the painting reserves to cover the cost.  He stated he could not give an accurate answer without an updated financial report.  Harold also asked Kathy when the audit results could be expected.  Kathy said the auditor hoped to have them in about 8 weeks.  Ed Smally pointed out that even if there is not enough money in the current reserve it could be "borrowed" from another area as long as it was repaid by the end of the year.  Carol asked how much maintenance money was in arrears and Jean asked how much was still owed on the special assessment.  RDI will look into those figures.

8. Walkway Colors:

Kathy gave the Board a "draft" of the letter to be sent to owners regarding the change of color in the walkways/stairwells.  Revisions and the choice of colors will be discussed at the next workshop.

9. Set Next Meeting:

The next workshop will be on March 24th at 10:00AM.

10 . Adjoournment:

The meeting was adjourned at 1:00PM

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS ASSOCIATION

BOARD WORKSHOP

FEBRUARY 17, 2010

1. Call to Order:

The meeting was called to order at 10:00AM by President Carol Martone.  Also present were Board Members Jean Deck, Joe Farber & Barbara McPeek.  Secretary Rose Rubino was absent.  Maintenance was represented by Rich Keinanen & Phil Heller; RDI by Kathy Watts; and CRI by Paul Dupre and Angel Salas.  4 unit owners attended.

2. Concrete Update:

Paul Dupre gave an update on the status of the concrete restoration project.  He stated that, basically, they are finished.  A "punch list" has been completed and sod replacement will be delivered within a week. Final paperwork is in process:  this will include an itemized list of "extras" (i.e. tile/screen removal, etc.).   This extra work was added to the contract; it will be up to the Association if they wish to bill individual owners for these costs.  Paul said Claudia Irvine (Existing Structures) is working on a "close-out" package that should be available for this Friday's meeting.  Canaveral Sands will also receive a binder indicating all work done on balconies for future reference.  Since only some of the 1st floor patios were evaluated for possible repair work, Existing Structures will be asked to re-inspect all for needed repairs.

3. Sliding Doors:

Jean Deck asked Paul for his opinion on sliders that have been installed after CRI completed balcony work.   Paul felt it was important that the coating be applied to any area between the bottom of new tracks and the balcony floor.  He stated it would definitely help in preventing future problems.  Paul said CRI would be willing to re-visit those units and apply any necessary coating.  This would be done by going through the unit one time with a minimum amount of disruption.  He also agreed to include this cost in the contract price. RDI will supply CRI with a list of those units.  Future installation of sliders will be dealt with on an individual basis.

The Board noted that there is a continuing problem with one slider installer.  Failure to pass inspection by both our engineer and the City's building inspector still exists.  Joe Farber asked if the Board could simply deny any application for slider installation by this company.  According to a letter received from our lawyer regarding this issue – we can't.  Carol Martone suggested that if an application for slider installation is received using this company, we reply with a letter stating the specific problems previous owners have had and suggest the applicant contact them for more information.  It was suggested that the "package" for slider installation be amended to include owners be cautious about up-front payments until the application was approved.  Corrections to the "package" will deal with painting issues (most installers do not include either inside or outside painting – this is an owner responsibility).

Regarding slider inspection, a letter was received from Existing Structures stating they would be willing to inspect new installations at a cost of $150 per unit.  The Board felt this cost was excessive and asked RDI to contact Byron Evetts regarding costs.  Rich Keinanen said inspections of "accordion" shutters also be included since they are connected to the balcony floor.

4. Safety/Liability Issues:

There are remaining concerns. Carol & Rich walked the property at night to check the many "paver" paths on the property.  Many are uneven, due to shifting ground, and present a possible tripping hazard.  It was decided to remove those paths most dangerous.  The rest will be evaluated on an individual basis.  Ed Smally stated that many paver paths were put in at the request of owners – either for convenience or to cover areas that turned muddy from usage.  He felt if one were removed, they all should be removed – Joe Farber agreed.  In addition, the pavers at the west end of Building 4 also present a problem – they are slanted, uneven and cracked.  Joann Smally said the original landscape architect suggested a railing be placed in that area (between the building wall and the stairwell) to prevent accidents.  Other areas under consideration for a railing might be the north end of Building 1 (pavers exist) and the south end of Building 3.  All of these areas have a significant drop off from the end of the walkway and could cause a fall.

In regard to the paver path from the driveway to the south beach entrance, the Board feels the best solution would be a concrete path.  When/if it could be done is questionable.  Rich said it might be a good idea to talk to Paul Dupre, or the crew that is currently working on the Ridgewood Avenue project to determine if they could help us out (i.e. costs, problems, etc.). A concern is the propane gas tank underground in the area. 

Another safety issue is the yellow stripes on the walkways that lead into the stairwells.  They, and other appropriate places, will be repainted.

5. Lighting Update:

Florida Bulb & Ballast has agreed to come to a workshop with ideas for updating the pool lighting.  It would not allow for nighttime swimming but would meet Florida code safety standards for illumination.

Rich said there are LCD, solar-powered, amber colored, turtle friendly light bulbs available that are being installed along Ridgewood Ave. by the City.  He suggested we ask if we could get one for our main entrance.  Rich also thought that this "type" of bulb might allow our stairwells to be better lit during turtle season.  It might be necessary to check with the City to ensure this is in compliance with regulations.

Phil Heller reported that information regarding the Ridgewood Avenue project is available on a website.  City of Cape Canaveral – Public Works Department – Ridgewood Avenue Improvement.

6. Painting:

Kathy Watts reported that Gary Eggers (Sherwin-Williams) has written the specs for the painting of Bldg.1 and has put out bid requests.  Paul Dupre has expressed interest and will be considered. Rich stated that Paul's crew would use rollers, not sprayers, to minimize spatter.  Phil said Paul would guarantee the painting already done on the 1st floor for one year, since the surface was taken down to bare concrete.  However, Phil expressed some concern with the amount of "thin-set" that was used (flaking could occur).  Phil said Paul suggested the walkway be recoated before each painting.

7. Legal:

Kathy told the Board that our attorney suggested we not file a "Receivership of Rent" against unit 1404 since it is no longer being rented.  The $500 fee to do so would not be recouped by the Association if the unit continues to be unoccupied.  This type of procedure is an uncertain area:  owners who will not receive any money have little incentive to rent their units.  Kathy stated the attorney is continuing with the foreclosure of unit 1404.

8. Adjournment:

With no further business to discuss, the meeting was adjourned at 11:30AM.

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS ASSOCIATION

BOARD WORKSHOP

February 3, 2010

1. Call to Order:

The meeting was called to order at 10:00 AM by President Carol Martone.  Also present were:  Secretary Rose Rubino, Board Members Jean Deck, Joe Farber & Barbara McPeek. RDI was represented by Michelle Dugan & Kathy Watts; Maintenance by Rich Keinanen & Phil Heller.  7 unit owners attended.

2. Concrete Restoration:

Rich Keinanen reported that Concrete Restoration has completed stacks 5 & 6 in Building 4 and is in the process of grinding down all 1st floor walkways for painting.  Carol Martone asked if the patios of the 1st floor of Building 4 had been checked for possible repair.  Rich said that since no re-bar is involved it was not an issue.  Phil Heller suggested that since there were repairs to patios in other buildings, CRI should re-inspect all patios to determine whether there are any problems.  It was noted that cosmetic damage caused by owners does not apply.  Michelle Dugan said bills to be sent to owners for extra work such as enclosure removals and re-installs, which were not covered by the contract, still need to be determined. Carol stated that she noticed an ant problem in the shed of unit 4105.  Massey (Termite bond company) will be contacted to evaluate the situation.  Rich will contact CRI about filling in the two 2” squares on Rose’s patio if the vertical support bars from the old shutters are removed.

3. Elevators:

RDI reported that we are still waiting for an answer from the state to our request for a variance for the Elevator modifications.  Tim Cleckner will meet with the Board sometime during March, after receiving the variance response and updating his bids.

4. Ridgewood Ave. Renovation:

Phil Heller mentioned the City of Cape Canaveral's renovation project on Ridgewood Avenue.  The project is slated to begin at Central Blvd and work south.  He pointed out that Canaveral Sands could have issues to deal with regarding closed driveways, parking by non-residents and construction work (re-positioned sidewalks) between our property and the roadway.  This project was supposed to have begun in January and last up to 12 months.  To date, we have no further information.

5. Painting:

Painting of Building 1 is scheduled for this year, but specs have yet to be determined by the representative Gary Eggers from Sherman Williams.  Once they are finalized, Gary will send the specs out for bids.  Some firms have already expressed an interest in the project.  It was suggested by maintenance that before painting begins, outside sheds & doors should be inspected to determine what repairs/replacements are needed.  LB Drywall has done this work before and will be contacted.

6. Work Summary Request:

Jean Deck asked if the Association could get a final summary of concrete work done in Buildings 3 & 4 similar to the ones we received in October 2009 for Buildings 1 & 2.  This overview showed details of individual unit repairs and costs.  The Board agreed this would be useful documentation for future concrete projects.  RDI will contact Concrete Restoration to obtain the information.

7. Elevator Issue:

Ed Smally reported an oil drip in the elevator of Building 1.  Rich said that GESS had been told about this and they stated it was the result of over oiling.  However, since it still seems to be dripping, GESS will be contacted to resolve the issue.

8. Safety Issues:

Several members of the Board expressed concern regarding areas on the common grounds that seem to have safety issues and might result in injury, liability, etc.  They noted the following:

a.) "Paver" path on the west side of Garage E: This path was originally installed as a convenience for owners with garages on the west end of the garage.  However, the slope of the land makes the path uneven and a tripping hazard.  The path will be removed and filled in with soil.  It does not seem prudent at the present time to sod the area since the City of Cape Canaveral will soon begin their renovation project of Ridgewood Avenue and may be digging up the adjacent area.  When the City finishes, the area will be re-evaluated.

b.) "Pavers" at the step-off from the west end of Building 4 walkway:  2 pavers will be removed and the ground underneath the remaining 2 built up. This is another situation of pavers shifting due to the slope of the land.

Other "Paver" paths:  Will be addressed as the need arises.  The Board asked maintenance to keep them (and RDI) apprised of additional areas of concern as they are identified.  It was noted that "paver" paths continue to be a problem as they yield to shifting very easily.  Concrete pathways (where applicable) could be a future consideration.  Rich will have a report identifying the problem areas at the next scheduled workshop.

c.) Propane Gas Tank Cover:  (This area in about mid-way between the pool and the south end of Building 3.) The cover was previously covered by grass, but has become exposed.  It is rusted, and could be "broken through".  A cone will mark the area until some type a new cover can be installed.  It could then be covered with a "fake rock" staked to the ground.

d.) Entrances to stairwells from the walkways:  The step-up (1-2 inches) will be painted yellow to define the difference (all buildings, all floors).

e.) Elevator Floors:  A test case of rugs installed in the elevators of Building 3&4 seems to be working to prevent slipping on wet tile.  Rugs will be placed in the elevators of Buildings 1&2.

f.) Lighting in the Pool Area:  A survey done by Existing Structures, supported by a report from owner Harold Fletcher, shows the we do not meet the standards required by Florida Administrative Code 64E-9.006 (2) (c) 1.  Michelle Dugan (RDI) will ask Florida Bulb & Ballast to meet with the Board to discuss possible solutions.  In the meantime, members of the Board will visit the Hampton Inn in Cocoa Beach (as suggested by Existing Structures) to evaluate their lighting system.  It is hoped a solution can be found that both meets the code requirements and is "turtle friendly" thus negating the need to go dark during turtle season. And also so we can be diligent about any liability that could arise from insufficient lighting.

9. Foreclosures:

Michelle Dugan said that currently 2 units are in foreclosure – one by a bank and the other by Canaveral Sands.  Michelle said the Association could apply for "Receivership of Rent" on the unit we are foreclosing.  This would involve our attorney and cost $500.00.  If accepted by the court, it would entitle the Association to receive all rents earned by the unit.  The Board voted to begin the procedure and to start the receivership procedure as soon as we foreclose on any unit in the future – Motion made by Joe Farber, seconded by Jean Deck, passed unanimously.

10. Set Next Meeting:

The next meeting is the Annual Meeting – February 19, 2010 6:30 PM in the Rec. Room.

11. Adjournment:

With no further business to discuss, the meeting was adjourned at 11:27AM.

Jean Deck

Board of Directors

Canaveral Sands Association

CANAVERAL SANDS CONDOMINIUM ASSOCIATION, INC.

MINUTES OF THE ANNUAL MEETING

held FEBRUARY 19, 20010

at the Association Recreation Room

1. Meeting Called to Order:

Carol Martone, Board President, called the meeting to order at 7:18 p.m.  President, Carol Martone, Secretary Rose Rubino, Board Directors Barbara McPeek, and Jean Deck were present at the meeting.  Joe Farber was not able to attend.  Michelle Dugan, Kathy Watts, and Brandi Lowder represented Reconcilable Differences.

2. Proof of Notice of Meeting or Waiver of Notice:

Kathy affirmed that the notice of the meeting was indeed mailed to all owners and the meeting notice was posted the same day as the mailing.

3. Reading and Approval of Minutes from February 20, 2009 Annual Meeting:

Rose made a motion to approve the February 20, 2009 Annual minutes as written.  Barbara seconded the motion and it passed by unanimous voice vote.  

4. Reports of Officers:

Financial Report:  Harold Fletcher reported that the cement work was almost finished.  The financials are okay even though it is costing nearly double the original estimates.  However this additional cost was covered from the operating budget because the decrease of the insurance premiums saved us.  Claudia of Existing Structures will meet with us in a workshop with the final numbers.

-The next project concerns the elevators and fire alarms.  Since it is still not clear what will be required, we do not know what the required expenses will be.

-The 2009 audit should be completed by May or June.

-Harold still recommends that the Pooling of Reserves be delayed until we are required to have a Reserve Study done because the Reserve Study is going to cost between $5,000 and $8,000.  This Legislation was signed years before the Reserve Study is required.   The Board agreed with Harold's recommendation.

-Carol Martone and the Board thanked Harold for all of his hard work as Treasurer over the past year.  The Board appointed Harold as the Treasurer for 2010, and thanked him for continuing to serve in this position.

5. Reports of Committees:

Landscaping Committee:  Joanne Smally sent her report to the Board; however, since the members did not receive a copy, she read her report.  The Hibiscus is still a problem.  We are trying to save them, but may have to replace them.

-The City provided two bins for yard debris because it is not allowed to be placed in the garbage dumpsters/bins.

-The Sago Palms are sick and dying.  We have had one pulled out, but will probably have to pull the ones in front of Buildings 1 and 3.  These will be replaced with a different type of palm.

-The University of Florida recommends not doing anything until late March due to the continuing threat of frost/freeze including trimming.  At that time, we will continue trimming the dunes and the sea grapes as well as laying red mulch in the thinning areas.

-Joanne reported that an owner is investigating the trimming of the Spanish Dagger plant on the dunes.  The owner reported that as long as we don't kill the plants, the city doesn't care what we trim; however, this does not agree with Joanne's readings.  Therefore, she is going to request this in writing to protect our dune trimming permit.

-Carol thanked Joanne for all of her hard work keeping the grounds beautiful over the years.  Joanne has resigned as Landscaping Committee Chairperson, and Jan Molinell has volunteered to fill this position.

6. Certification of Proxies & Establishment of Quorum:

Manager, Kathy Watts, reported there were 53 unit owners present by proxy and 11 unit owners present in person, establishing a quorum (a minimum of 60 owners present required) to conduct the meeting.

7. Open Forum:

Kim Smith, Unit 3304, stated that her renter had pointed out that there was some damage to her sliding glass doors and the railings.   This damage appears to be caused from the pressure washing during the concrete repairs.  The paint is chipped from the sliding glass doors, and there are dents in the railings that appear to be caused by the cherry picker used during the concrete repairs.  She stated that she keeps getting put off on her complaints.  Brandi reported that Ms. Smith's sliding glass doors and railings were inspected by CRI and that Paul Dupre was in the process of getting a letter to her explaining that these are older doors and the chipped paint was a manufacturer issue.  The sliding glass door painting is the owner's responsibility.  However, the Association is responsible for the railings; therefore, Kathy will ask Paul his findings on the railings and will let Ms. Smith know what will be done.

8. Results of Vote on Changing the Color of the Walkways and Stairwell Stairs:

Michelle reported that the ballot results are 53 yes votes and 11 no votes.  We needed 71 votes; therefore, we are 7 votes short of a quorum.  Rose asked what the Board's options are, and Michelle answered that the condo docs allow the Board to put the vote on hold for 90 days in an effort to get the required votes.  An owner commented that the proposed color really shows all marks and stains as has been seen from other condominiums that use the darker color.  The owner further stated that the darker color would have to be repainted sooner than the present gray color.  Ed Smally, owner, stated that this is a membership issue rather than a Board issue.  He feels that most owners agree that the color change is not a good idea, and it is up to the members, not the Board whether to put the vote on hold or not.  Michelle pointed out that the majority of the proxies named the Secretary of the Board as their proxy voter, and recommended a show of hands among the members present.  However, this vote was too close to be used as a deciding factor.

-Michelle recommended that the Board put together a proxy with the true pros and cons of each color rather than a vague 1-line vote statement.  Kathy suggested that this proxy be more specific about the color, and Carol suggested that a swatch of each color and a letter be included with the proxy.  Discussion ensued regarding how we can get more members to participate in a new vote including a suggestion of making personal phone calls to all owners that did not participate in the first vote.  It was decided to put an explanation in the letter stating that the vote was being redone because of a lack of participation.  A new vote with a new mailout to all owners to include a letter, proxy and two swatches would cost less than $150; therefore, the Board agreed to a new vote.  Kathy will get swatches from Gary Eggers of Sherwin Williams and the Board can decide on a brown and a gray.  Michelle will start the letter and the Board will review and add their opinions before it is approved and mailed out.

9. New Business:

The Board is requesting members to please volunteer for the Contract Committee since we only have two owners on this committee, who are Joe Farber and Jim O'Kane.  The duties of this committee include reviewing all contracts before presenting to the Board for their signature/approval.  This review is to see if the contract protects the Association and if the costs can be reduced.  We need this information before mid-summer, which is budget time.

-There are no emergency instructions in the Building 4 elevator.  Kathy will make a temporary laminated sign that states, "For Emergencies, Open Door, and Push the Button" as the elevator modernization will begin this year.

-A newsletter committee was discussed; however, Michelle stated that management provides this service for other Associations and would be happy to put out a quarterly newsletter for this Association as well.  However, the management company requests that all Committees, the Board, and owners please submit articles for the newsletter.  These articles can be community or condominium related.

-Barbara announced that the Social Committee is having an Irish Party on Thursday, March 10th at 5:00pm.  Notices have been posted.

8. Presentation of 2010 Board Members:

The Board members for 2010 were presented:  Carol Martone, Rose Rubino, Joe Farber, Jean Deck and Barbara McPeek will serve as the new Board for the year 2010.

9. Adjournment:

The meeting was adjourned at 7:18 p.m.

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

CANAVERAL SANDS CONDOMINIUM ASSOCIATION, INC.

MINUTES OF THE ANNUAL MEETING

held FEBRUARY 19, 20010

at the Association Recreation Room

1. Meeting Called to Order:

The meeting was called to order at 7:18 pm.  The President elected will have the responsibility for the day to day operations of the Association along with Management.  Both will work within the existing budget in the handling of issues requiring attention.

2. Election of Officers:

Jean Deck made a motion for the Board to retain their current positions.  Barbara McPeek seconded the motion and it passed by unanimous voice vote.

The positions are as follows:  Carol Martone - President,  Rose Rubino – Secretary and Barbara McPeek, Jean Deck, and Joe Farber will retain their positions of Director.

3. Schedule Next Meeting:

The next workshop meeting will be announced when we get the final numbers from Claudia of Existing Structures.  The next meeting of the Board will be held on April 23, 2010, at 6:30 p.m.

4. Adjournment:

With no further business to discuss, the meeting was adjourned at 7:24 p.m.

Respectfully Submitted,

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

Minutes of the Board of Director’s Meeting

January 8, 2010

1. Call to Order; Establish Quorum of Directors:

The meeting was called to order at 6:30 pm in the on-site rec room.  In attendance were: President, Carol Martone, Secretary Rose Rubino, Board Directors Barbara McPeek, Joe Farber, and Jean Deck.  Michelle Dugan and Brandi Lowder represented the management company, Reconcilable Differences.  Ten owners were also present.

2. Approval of Minutes:

Joe Farber made a motion to approve the November 20,  2009, Board of Director's Meeting and the December 2, 2009, Workshop Meeting Minutes as written.  Rose Rubino seconded the motion and all were in favor.

3. Concrete Restoration Update:

Michelle Dugan reported that Building 3 has been completed, and Building 4 is going as planned with no surprises.  Jean Deck pointed out that CRI was now ahead of schedule.  The Board received an email from Claudia Irvine of Existing Structures notifying them of an overage.  Michelle explained that this overage was not from CRI's concrete restoration project; rather this was from Existing Structures due to the engineers extra time spent conducting the sliding glass door installation inspections.

4. Financial Report:

Harold Fletcher confirmed that all Board members received a copy of the January 5, 2010, Finance Committee Meeting Minutes.  This meeting was held to discuss the Pooling of Reserve Funds in the Condo Finances.  Pooling of Reserve Funds allows for one category to cover all the useful life of all assets instead of each asset divided by category with its own individual funding.  The funding the Association uses now requires owners to vote to pull reserves from one category to cover the insufficiencies of another category.  A pooling of reserves would allow the Association to use reserves for any of the listed categories; however, if an item is not listed that needs funding, it cannot be added until the next year.  Also, the ballot needed for the owners to vote on Pooling Reserves is complicated and must be written by the attorney.  Therefore, the committee recommends implementing Reserve Pooling on a two to three year horizon.

Regardless of the reserve method chosen, the state requires the Association to have a Reserve Study done every 5 years that provides information on how much should be funded each year and the values of the repairs or replacements.   Since we still have 3 years to have the Reserve Study done, the committee recommends we wait another year to do it.  However, the committee requested that management start finding various Reserve Analyst companies and comprise a list for the Board.  He pointed out that a neighboring condo association requested a Reserve Study back in March and they are still waiting for it to be done.  Michelle stated that management has received one bid of $5,500 to complete the Reserve Study, which has been submitted to the Contracts Committee for review.  She further stated that we know of four reserve analyst companies, but only recommend three of these.   Carol recommended we wait one year to have the Reserve Study done and to wait and learn more before moving toward implementing Reserve Pooling.  The Board agreed.

Michelle reported that we were very close to budget.  However, the recent $75,000 bill from CRI needs to be taken out of the operating funds as taking it out of reserves will make the concrete reserves short by about $3,000.  The Board agreed as this is the first overage.  Michelle stated that we have one more owner, who is not paying or responding to letters and calls.  She requested sending this to collections.  However, Carol wants to speak to this owner first. She will ask management to start the collection process if she is not successful in speaking with them.

5. Management Report/Unfinished Business:

Elevator Update:  Michelle Dugan reported that Tim Cleckner, elevator consultant, has submitted the variance request letters to the state and expects a reply within 80 days.  He expects the state to allow a variance of two years.  Also, Tim has found another company to bid on the elevator modernization, giving us a total of four bids.  Tim will meet with the Board in March to discuss these bids.

Pool Lighting:  Michelle Dugan reported that the county now requires lighting on the pool deck for night pool hours.  While the Board had decided two months ago to change the pool hours to "dawn to dusk", an engineer has offered to do the lighting survey for $50.  Michelle noted that most of the condo pools in Brevard County have failed this survey.  Joe Farber made a motion to have the engineer, Byron Evetts, do the lighting survey.  Rose Rubino seconded the motion and all were in favor.

Nominees for Board:  The owners present were asked to volunteer for the Board, but no one did.  The present Board has agreed to serve next year if no one else volunteered.  Management thanked the Board for this.

Sliding Glass Door Inspection:  Michelle Dugan reported that Byron Evetts, engineer, inspected the sliding glass door installations done by a particular contractor.  He found quite a few problems, but the main issue is the consistent use of the wrong screws causing rusting and deterioration in the frame and threshold.  This contractor met with Byron and agreed to bring his work into compliance at no extra cost to the owners.  He will be starting with Mr. Wojak's unit on Monday.  The contractor has been made aware that all of his work will continue to be inspected by the engineer.

Contractor Recommendations: We requested and received a legal opinion from our attorney regarding the Association's options when a contractor that is hired by owners is not meeting Association requirements.  We really cannot do anything without being in jeopardy of libel, slander, or defamation of character.  Carol pointed out that we have listed local contractors in the handbook as a convenience for owners, but do not recommend, nor do we not recommend these contractors.  No contractors are “Association approved” contractors; therefore, we need to issue a disclaimer with this list and when giving contractor names to owners by phone.

6. Committee Reports:

Landscaping:  Joanne Smally reported that the Cape Canaveral Beautification Board notified the Association that Canaveral Sands had been nominated for the 2009 Holiday Multi-Family Beautification Award.  We did not win, but were nominated.  Joanne stated that while the Landscaping Committee receives these reports, Rich and Phil should get the credit for the yearly decorating.

Joanne further reported that the Hibiscus needs to be replaced.  The committee is thinking of replacing it with a Scheffelera as recommended by Rockledge Gardens.  The committee has also decided to replace the Sago Palms as we can no longer keep them free of disease.  Since these are full-grown trees, the committee needs permission from the Board and will need the Board to sign the City Permit.  Joanne stated that they are going to try to keep the big Sago in the middle.  Jean pointed out that we need to watch for the sprinkler pipes during this removal.  Joe Farber made a motion to remove the Sagos and the Hibiscus and replace with whatever plant/bush/tree the committee chooses.  Rose Rubino seconded the motion as stated and it passed by unanimous voice vote. 

Since a lot of the soil has washed away at the edges of the asphalt, Hugh wants to dig up some of the old dirt and build this area back up.  Joanne is checking with the Department of Agriculture to see if this can be done.  Also, the drainage areas need to be re-done, as soil is building up and causing root rot.  They are going to use gravel to do this.

Joanne has resigned as Chairman of the Landscaping Committee.  She will stay on the committee, but not as Chairman.  Carol stated that the Board will really miss her since she has kept the grounds beautiful for many years.  Carol asked Joanne to please help them find her replacement.

Social Committee:  Barbara McPeek reported that the tree-trimming party was very well-attended.  She announced that there will be a "Welcome Our Winter Friends" party for the snow birds on Saturday, January 23, 2010 at 6:30 pm.

Contract Committee:  Jim O'Kane is ill and could not be here to give the contracts report. 

7. New Business:  

Hours of Pool Operation:  Rose Rubino suggested replacing the globes of the pool deck lighting fixtures with "turtle approved" domes that will redirect the lighting down.  Carol pointed out that we have to get foot lighting, so using the domes would definitely help.  Rose stated there are local companies that have these fixtures.  The Board agreed to get the Lighting Survey done first to see what needs to be done, and then they will make this decision.

Attorney Poliakoff Free Seminar: Space Coast Condo Association will have well-known Association attorney Gary Poliakoff at the January 23rd meeting. All owners are welcome to attend.

Owner Input:  Sydney and Robert Pasternack commented that there is a plant on the dune side that is starting to block their building's view of the ocean.  She believes it is called a Spanish Dagger.  Jean stated that it is a Yucca plant, which is protected.  Joanne Smally explained that the dunes are trimmed two or three times per year, but not during the winter months.  The Association has approval to trim the Sea Grapes and various other plants on the dunes, but this particular plant was not there when they requested this permission.  There was discussion about treading carefully with the Army Corp of Engineers since we currently have a permit to cut to 4 feet but new permits are only issued to cut to 6 feet. Sydney offered to serve as committee head and report back to the Board on what her investigation finds out about removing the dagger plant. The Board agreed and Sydney will contact Jean or Brandi for names of the City Public Works contacts.  Sydney will do the research and relay her findings to the Board.

Painting: Carol Martone reported that we need to obtain bids for painting Building #1, including railings. There was also discussion about changing the color of the walkways and stairs.  We presently paint one building per year; however, we must keep everything in conformity according to the condo docs.  Joe suggested that we paint all of the walkways first since this is the area we will change the color.  Since the color change has to be voted on by the owners, management can include a ballot with the Annual Meeting Proxy.  The ballot will give the option of voting yes or no to changing the walkway color from gray to a light tone of brown (approximately the same shade as the patios).  Rose Rubino motioned to issue a voting ballot to the owners to change the walkway color from gray to light brown with the Annual Meeting Proxy mailout.  Barbara McPeek seconded the motion as stated and all were in favor.  Action item:  Michelle will have Sherwin Williams create specs and get bids for all of the needed painting and will give a copy of the specs to CRI so they can bid the painting as well.

8. Set Next Meeting Date:

The next Workshop meeting was approved for February 3, 2010, at 10:00 am.  The next Board meeting will be the Annual Meeting, which will be held on February 19, 2010, at 6:30 pm.

9. Adjournment:

There being no further business, the meeting was adjourned at 7:42 pm.

Respectfully submitted,

Brandi Lowder, Administrative Assistant; and,

Michelle Dugan, Manager, LCAM, CMCA, AMS