CS - 2011 Minutes

Carol Martone opened the meeting at 9:00AM. Present were board members, Jean Deck, Mary Ernst & Joe Farber. Rose Rubino was absent. Also attending: Kathy Watts (RDI), Phil Heller & Rich Keinanen (Maintenance) and 1 unit owner.

Carol thanked Dave "Shorty" Barr (DAB Painting) for taking time to meet with the board. When asked how the project was progressing, Shorty stated that they are on the last side of Bldg. 4 and that he hoped to be through by November 23rd. He stated the extreme flaking on some of the railings made the job last longer than originally planned. (Shorty later returned to the meeting to request his crew be allowed to work on Saturdays. The board agreed to this proposal.) Both Joe Farber & Phil Heller pointed out that Bldg. 2 had never gone through a final check list and there are several "painted shut" window situations that need to be addressed. Shorty said he is working with Rich Keinanen on a list of windows and would like to do all side windows while the lift is still on the property. He stated it would be helpful if Rich could be on the inside (particularly in empty units) to open the windows. Touch-ups will be applied where necessary. Shorty will also make arrangements with Joe & Phil for a final inspection – probably the Wednesday after Thanksgiving. He also said he willing to come back for anything that might have been missed. Phil suggested someone from DAB join the Wednesday morning meetings for a few moments to give an update on the project – Shorty agreed.

The test area for the walkway painting was brought up. Shorty, Phil & Rich discussed the various types of coatings/sealers available. Shorty pointed out that floors are the most notorious areas for failure. He will check with the Sherwin-Williams rep to see if any newer products might be helpful. He also stated that he felt the lighter color was not a particularly good choice – more chances to show wear & discoloration. Originally, a test area was to be a section of walkway in front of Bldg. 1. Phil suggested two other areas be considered: the walkway leading to the Rec. Room and an area in front of Bldg. 2 that has excessive discoloration due to patching (caulking). Shorty will do both areas with the lighter color paint in the next few days. Since no further project would be started until next year, it would allow a sufficient amount of time to pass to evaluate durability.

Carol asked Shorty to give the board a price on painting Bldg. 3, painting the walkways, and painting the stairwells. At this time it is not certain which project will be done next. Ed Smally pointed out that it is the board's duty to maintain the property. Carol replied that while that is understood, it is difficult (and expensive) to accomplish everything at one time. When asked about the integrity of the waterproofing, Shorty said the building should have enough paint on them that this should not be an issue. Problems occur where there are cracks, not through the paint itself. He suggested the board consider a regime of pressure washing both the buildings and the railings (low force) to remove the salt that is a main cause of corrosion/failure.

Shorty said he will contact the Sherwin-Williams representative for the warranties so they will be available when the job is completed. Joe noted that the extra time involved in this project was not an issue; more important is that the job is done correctly. Before he left Shorty said he would assist in putting up the Christmas wreaths if the lift was still on the property – no charge. The board stated it would be greatly appreciated.

A request was received from an owner/tenant for permission to hang a piece of driftwood on his balcony. He was asked to come to today's meeting to explain exactly what he intended to do – he did not appear. Since the balconies are "limited common areas" and anything that might compromise the integrity of the building is not allowed (i.e. intrusion into the concrete) the request was denied.

An inspection by the fire company showed no water pressure for fire hoses to Bldgs. 3 & 4. Pressure was restored to Bldg. 3 but the post indicator on Bldg. 4 was broken. All Florida believes that it can be replaced and will solve the problem.

Kathy Watts showed the board color samples from Purcell's for a new rug in the Rec Room. The board decided on a color (Pecan) and the rug will be installed after the 1st of the year.

There seems to be an issue with the new cleaning company – time, number of crew on property, quality of what work was done. Kathy called Jan-Pro and left a message to try and resolve the issue.

Motion to adjourn the meeting made by Mary Ernst, 2nd by Jean Deck – meeting adjourned at 10:39AM.

The meeting was called to order at 6:00PM by President Carol Martone. Others present included: Joe Farber (Vice-President), Jean Deck (Secretary), Mary Ernst (Board Member), Ron Jakubowski (Treasurer), Kathy Watts (RDI) and 10 owners.
Rose Rubino was absent.

It was established that a proof of meeting notice had been mailed to all owners.
(Budget packet dated October 5, 2011.)

Motion to approve the November 2, 2011 minutes: Mary Ernst, 2nd Joe Farber – passed by all present.

Ron Jakubowski stated he had reviewed the September financials and feels Canaveral Sands is in good shape. He will get together with Kathy Watts regarding painting costs to assure appropriate reserve lines are used.

Discussion was open to members present regarding the proposed budget – there were no comments.

Motion to approve the 2012 budget: Joe Farber, 2nd by Jean Deck - approved by all present.
Proxy votes tallies:

Ron asked if this response (percentage-wise) was normal. Carol responded that, unfortunately, it is – not only for our association, but for most complexes.

Motion for partial funding: Joe Farber, 2nd by Mary Ernst – passed by all present.
Motion for waiving the audit and performing a review: Jean Deck, 2nd by Joe Farber – passed by all present.

Carol reported 3 bids had been sent out for Rec. Room carpet replacement. Responses were: Ocean Carpet ($1373.00 – gave no specifications), Purcell ($1738.00 – offered an upgrade to a thicker carpet), 3rd (no response). The board decided to award the contract to Purcell. Kathy will obtain color samples.

The next meeting will be a workshop with DAB painting at 9:00AM on Wednesday, November 9, 2011.

Don White complimented Ron Jakubowski on the work he has done since becoming treasurer. The board and the audience concurred.

Motion to adjourn the meeting: Joe Farber, 2nd Mary Ernst – passed. The meeting was adjourned at 6:14PM.

Carol Martone opened the meeting at 10:01 AM. Present were: Jean Deck, Mary Ernst & Joe Farber – Rose Rubino was absent. Kathy Watts was ill and did not attend. Phil Heller represented maintenance; there were 3 other unit owners present.

A motion was made by Mary Ernst and seconded by Joe Farber to accept the minutes of the October 26, 2011 workshop meeting – passed by all present.

President Martone stated that the board was impressed by Kone (elevator company) representative Aaron Smelser's presentation at the October 26th workshop. Currently there is only 1 contract in writing (door restrictors & toe guards). At the previous workshop Aaron asked Kathy Watts for a copy of the "Specs" (as written by Tim Cleckner) for both the entire project and the Maintenance Contract. Once he receives them he will be able to formulate the other 2 contracts (panel replacement/Maintenance). As agreed to at a previous meeting these contracts will then be reviewed by Wean & Malchow (law firm). Phil Heller pointed out that it is important to include reference to the questions/answers asked at the workshop as they may have addressed some issues omitted from the original "Specs".

A motion was made that all 3 Kone elevator contracts be accepted provided they comply with the "Specs" and have lawyer approval. The contracts are for:
1) Door restrictor/Toe Guard Replacement
2) Panel (etc.) Replacement
3) Maintenance Contract
Motion made by Joe Farber, seconded by Jean Deck – passed by all present.

Joe questioned whether or not the association could cancel the maintenance contract should Kone not be hired to do the final work. Phil said there is a clause in the "Specs" that permits this (8.1.4).

Representatives from Jan-Pro Cleaning Systems were introduced: Dave Cali, Veronica Shevlin & Francis Miles. Dave said they felt comfortable with the workload and would meet expectations. Dave also stated a log book would be available for the association to note particular problems. As Francis will be the foreman on the job, he will consult with Rich Keinanen on placement/entries in the log. Garage door washing was discussed, as there is concern over excessive power washing. Phil pointed out the doors are fiberglass and are 30 years old. Francis said a low psi combined with a wide spray span at a distance would be used; no cleaning agent would be used. In regard to the walkways, he said various methods would be tried until an acceptable solution was found. The crew will be the same each visit (barring illness) with Francis as foreman.

Dave requested they walk the grounds to better assess needs. Carol contacted Rich and asked him to accompany the Jan-Pro group. Rich suggested they contact Kathy Watts at RDI for any necessary keys. Phil noted we should be sure the former cleaning company has returned all keys assigned to them.

Ed Smally made a suggestion that since DAB (painting contractor) already has their equipment on the property we consider beginning painting Bldg. 3 (scheduled for next
year). He felt it might save us money in "set-up" costs. Another owner thought that since all the metalwork was done, it shouldn't take long. Carol responded that the weather could present a problem (cold) – and there is the issue of more people coming down for the winter. This led to a discussion of the current painting project. It was noted that no final inspection of Bldg.2 had been done, nor had an inspection of the metalwork painting on Bldg.3 and the pool area been checked. There have been instances of owners complaining that windows are painted shut - when they are freed they may need a "touch up". These are issues that have to be addressed before a final payment is made.

Joe asked the DAB foreman (Marco) to join the meeting to discuss some of these issues. Marco said the lift would not be removed until all windows in stacks #1 & #6 were operable. Carol asked Phil if he and Rich could determine which units still had problems. The board feels DAB needs to be more in touch with them regarding the current status of the project. It was recommended that a weekly report each Wednesday at the morning meetings would be helpful. Marco agreed.

Phil pointed out the fact that the walkways were not included in any project thus far and some are in need of a protective coating. Joe said DAB was to perform a test area (using a new product) on the walkways and the pool deck in an attempt to lower previous cost estimates. To date this has not been done. Phil suggested the board might consider the delaying of painting Bldgs. 3 & 4 and address the walkway issue. A workshop will be held with DAB on Wednesday, November 9th at 9:00AM in the Rec. Room to discuss our options.

The next Board Meeting is Friday, November 4, 2011 at 6:00PM in the Rec. Room to approve the 2012 budget.

Motion made by Joe Farber 2nd by Mary Ernst to adjourn the meeting at 11:16AM – passed by all.

Carol Martone opened the meeting at 10:07 AM. Present were: Jean Deck, Mary Ernst, Joe Farber & Kathy Watts (RDI) – Rose Rubino was absent. 6 unit owners attended.

A motion was made by Joe Farber, 2nd by Mary Ernst to accept the minutes from the October 5th Board Meeting. Passed by all present.

Carol introduced Aaron Smelser the elevator representative from KONE. Aaron had already received a list of questions pertaining to the current elevator project (door restrictors & toe guards) and some regarding a proposed Maintenance Contract with KONE.

Many of the contract questions involved work-related situations: i.e. "staging" (or parking), damage control (shrubs, lights, etc.), supervision, sub-contractors, possible "work-delay" causes and insurance issues. All were answered to the Board's satisfaction.

Three issues that were of major concern were: "up-front" money, start time and "down time" for the elevators. In regard to prepayment, Aaron stated the company can be flexible but probable would require between 30-50% for each project (there could be 2). Regarding a starting date – it would most likely be 6 weeks between the signing of a contract and the beginning of the project. He said that the door restrictor/toe guard project would probably result in one week's worth of work per elevator. Aaron felt it might be possible to return the elevator to use each evening for all but 1 or 2 of those days.

At this time, the possibility of a second project was introduced – replacement of the car operation panels (including emergency phone), car direction lantern and hall buttons & lobby indicators. Vandalism to one of the elevators caused this issue to be investigated. Aaron stated that these replacements should only result in a one day shut down of the elevator. These 2 issues could be done at the same time or separately. He noted that by completing these 2 projects now, shut down time for the major renovation work could be reduced.

Costs for each project are:
Door restrictors/toe guards    (all elevators)                                $47,200.00
             Panel etc. replacement ($10,600.00 per elevator)           $42,400.00
               TOTAL                                                                       $89,600.00

Aaron stated that these bids would only be good if a contract (for each project) were signed this year, as prices will change in 2012.

A board member questioned if doing all the renovations in bits & pieces would result in an overall higher cost. Aaron replied it probably does, but the upside is having more time to plan expenses and a lesser amount of elevator down time all at once. He feels that prices are now competitive and will most likely increase once the deadline for the State mandated modernization approaches.

In regard to a Maintenance Contract with KONE, Aaron was asked about the difference between one with a 24/7 clause ($740 per mo.) and one without ($600 per mo). He pointed out that it might be advisable to start with the 24/7 and keep track of overtime issues to see if the Association is really using the service. KONE has a web site that would list our maintenance record for a year (no charge) to help us determine if the extra cost is worthwhile. If not, he said the contract could be changed to reduce costs. He felt as more and more upgrades were made it might be cost effective to make a change. Aaron also noted that the installation of the new car operation panels would mean KONE would be monitoring and not our current company (a savings of $1562.00 per yr). If a Maintenance Contract were to be signed, it would take at least three weeks to go into effect. Aaron did say that KONE would not likely sign such a contract if they did not get the other projects.

Aaron stated that KONE is the 4th largest elevator company in the world and prides itself on a reputation for trying to maintain a 100% maintenance service record. When asked if a set schedule would be implemented, he pointed out that while it might begin that way, variables and conditions that concern our particular complex could result in a refiguring a schedule that best suits our needs. He also stated he would be our representative with KONE. He requested a copy of the specs for the total modernization project – Kathy Watts will forward it to him.

The board thanked Aaron for his time and his presentation. As a final note, Aaron showed the board options for "select buttons" should it decide to install the new panels – no decision was made.

The Board felt another meeting was necessary in order to discuss and sign the necessary contracts. The Board meeting will be Wednesday, November 2nd at 10:00 AM and the elevator contract will be the only item on the agenda.

Motion to adjourn made by Mary Ernst, 2nd by Jean Deck, meeting adjourned at 11.30AM.

The meeting was called to order at 10:00AM by President Carol Martone. Other Board members present were: Joe Farber, Jean Deck, Mary Ernst & Rose Rubino. Representing RDI was Kathy Watts and maintenance by Phil Heller. 9 owners were also present

A motion was made by Joe Farber, 2nd by Mary Ernst to accept the minutes of the September 14, 2011 meeting – approved by all.

FINANCIAL REPORT:
The Board agreed to the mailing of the 2012 proposed budget to all owners. Motion made by Joe Farber, 2nd by Jean Deck – approved by all. Mailing will include proxy to be returned in time for the Annual Budge Meeting on November 4, 2011 at 6:00PM.

MANAGER'S REPORT:
Foreclosures: As of September 30th, one owner owes for finance and late fees that have accumulated for the past 2 years but is current on the monthly fees. Unit 1404 was sold at auction and we’re in the process of getting the final charges from the attorney in order to get our money from the new owner. Taylor & Carls would not give us the final figures until they received the Certificate of Title which they just did. Mr Neddlestrom would like to finalize the payment on 1404 and possibly purchase 3401 when it goes up for auction.
Elevator: KONE was on site Monday morning and met with Phil to inspect the vandalism and rep, Aaron Smelser, suggested a new flush button panel and a digital light for the floors. He stated he would be more than willing to come and discuss what KONE could do for Canaveral Sands and will be sending us pictures of the upgrades being done at Stonewood. Aaron confirmed that KONE’s maintenance agreement also includes monitoring which means Kings III could be discontinued.
Shutter/Slider Applications: There is one application for a slider to be installed by Fountain.

ELEVATOR UPDATE:
At the request of the board a representative from KONE was asked to give an opinion the vandalism issues that GESS stated were not repairable. Phil Heller reported that their representative was very informative (gave a possible solution) and also had some suggestions regarding the phone monitoring system.

In view of the fact the GESS elevator company has been taken over by Thyssen Krupp, the board felt is wise to re-open the contract issue. Motion to do so was made by Joe Farber, 2nd by Mary Ernst – all in favor. The board requested the Ad Hoc Elevator Committee reconvene to adjust the contract "questionnaires" (2) and present them to KONE. Once the questionnaire is returned, a workshop will be scheduled with KONE. (NOTE: It is not a case of changing questions, but of adapting them to information already known.) It was noted that it would be to the Association's advantage to choose a company and "lock in" prices before the first of the year when the may increase.

CLEANING BIDS:
Overall dissatisfaction with the current company has resulted in the contract being put out for bids. After reviewing these bids and interviewing the company that presented the best response, the board has decided to make a change. Clean-Serve will be given a 30-day notice of termination and Jan-Pro will replace them. Motion made by Joe Farber, 2nd by Rose Rubino – passed by all. Joe requested that the Canaveral Sands "specs" be made part of the contract. It was suggested that when the new company starts, they be accompanied by either Rich or Phil for a few rounds to be sure they understand all the issues involved.

REC ROOM CARPET:
Although not "worn" the carpet has several stains that repeated cleanings have failed to remove. Since it was last replaced in 2005 the board agreed to have Kathy Watts obtain bids and color samples from 3 companies.

COMMITTEE REPORTS:
Landscape: Joann Smally (Landscape Committee Chairperson) asked to be heard, even though no committee reports were on the agenda. She stated upcoming expenses in the next month or two included Dune Trimming ($950) and mulch (between $1,000 and $1,100). While this money is within the landscape budget, and does not need further approval, she felt the board should be aware of the expense. The board thanked Joann for her courtesy. Joe Farber noted the sego palm in front of Bldg.4 is not in good shape. Joann replied that we have already lost many of our segos due to disease and may lose the rest. Both the committee and the landscape company are monitoring the situation.

An application for slider installation for unit 2401 was approved. Motion made by Rose Rubino, 2nd by Jean Deck – all in favor.

An owner asked what could be done about spiders in the unit. Several people responded -stating they are impervious to pest control. This led to another owner asking if their unit had been serviced monthly as no "been there card" had been left. Carol Martone asked Kathy Watts to give the board a list of units not being treated or where access was not possible.

The next board meeting will be on Friday November 4, 2011 at 6:00PM. – Budget Meeting. This meeting will be held in the evening in an attempt to encourage more owners to attend – particularly if they do not live locally.

Motion to adjourn the meeting made by Jean Deck, 2nd by Rose Rubino – approved. Meeting adjourned at 10:50AM

Carol Martone opened the meeting at 10:01 AM. Present were: Jean Deck, Mary Ernst, Joe Farber & Kathy Watts (RDI) – Rose Rubino was absent. 9 unit owners attended.

A motion was made by Joe Farber, 2nd by Mary Ernst to accept the minutes from the August 10, 2011 Board Meeting. Passed by all present.

Carol introduced Paul Wean & Helena Malchow from the law firm of Wean & Malchow.

Paul began the meeting by stating that Helena handles foreclosures while he does the other legal work. He then addressed the three (3) units in foreclosure at Canaveral Sands. He said he discovered one of them was being presented for sale today by the bank holding the mortgage and he felt it was possible the other unit owned by the same party might also be for sale as they had filed for bankruptcy. Paul then pointed out the advantages of the Association filing a lien before the bank does (as the Association has done with the 3rd unit in foreclosure.) By filing a lien first, the Association has the advantage of obtaining title to the unit thus being able to rent the unit in an attempt to recoup a greater percentage of monies owed. Once the bank is in the picture, monies recoupable will be the lesser amount of 1% of the mortgage or 1 year’s monthly maintenance. Paul also stated that the time frame for resolution of a lien increases once a bank becomes the first lien-holder – from a few months to years. Paul said if the sale(s) does not occur, our attorney needs to pursue the matter as soon as possible.

Helena recommended the Association begin the "Collection Process" as soon as any amount of money is owed to the Association. She stated people are often more willing to work out smaller amounts before they become unmanageable. She also suggested the Association be amenable to a payment plan if necessary. (Later in the meeting it was suggested by an owner that the Association define the collection procedure and notify all owners of the procedure.)

When asked about the status of our current foreclosure proceedings, Paul said he felt it would not be prudent to switch law firms for the one (possibly two) units at sale due to the amount of money already invested with our current law firm. Since the Association has filed ahead of the bank for the 3rd, he thought Wean & Malchow could be of assistance. (They would continue the procedure from the where we stand now – not start over.) Paul then gave a brief over-view of costs.

Joe Farber questioned whether it would be advisable for their firm to write/review contracts for major projects. Paul replied that he supported the Association's use of consultants for these projects since they are more knowledgeable in their given areas and help maintain the fiduciary responsibilities of the board. He said either option would be at the Board’s discretion.

Jean Deck asked if anything could be done regarding "short-term" rentals. This is a gray area since it involves many scenarios: i.e. unit owners/rental agents advertising rentals for less than 30 days, vs. owners/corporations allowing different individuals to occupy the unit for less than the specified time. Paul stated that if an owner continues with the practice of “short-term” rentals, the association should consider arbitration which will force the owner to be present and they will be responsible for attorney fees if found in violation of the Docs.

After some discussion the board felt it would be worthwhile to change law firms, particularly since Taylor & Carls gave us no notification of the impending unit sale.

Carol Martone made a motion to turn over the foreclosure of the 3rd unit to Wean & Malchow and give any new business to them. Motion 2nd by Mary Ernst, passed.

RDI will contact Taylor & Carls for a total of what’s owed to them in regards to the 2 units referenced above.

Elevator Update
The Board reported that GESS, whom we have been dealing with regarding elevator up-grading and a possible maintenance contract, has been taken over by Thyssen Krupp (TK). It was felt that since so much time and effort has been put in with GESS regarding these contracts, we continue to deal with TK. Phil Heller pointed out that the question lists (one for the work contract, the other for the maintenance contract) contain some points that should be included in the final contracts. It was noted that the board did not have the answers to the questions concerning the maintenance contract.

Since it would take approximately 6 weeks from the signing of the contract to the onset of the job, the board felt the project should be delayed until next year. Kathy Watts said Mark Stitch felt TK would honor the current bid prices were the Association to put down a "good faith" deposit.

A motion was made by Mary Ernst, seconded by Joe Farber and passed by all present to contain the following points:

Motion to adjourn made by Jean Deck, 2nd by Mary Ernst, meeting adjourned at 12:07 PM.

The meeting was called to order at 10:00 AM by President Carol Martone. Board member(s) present were: Joe Farber, Jean Deck, Rose Rubino and Mary Ernst. RDI was represented by Kathy Watts – 6 owners also attended.

Approval of Minutes:
Rose Rubino made a motion to accept the minutes of the August 3, 2011 meeting as written. Jean Deck seconded the motion and it passed by unanimous voice vote.

New Business:
Elevator: partial modernization/maintenance discussion and vote: Carol thanked Phil Heller, Mary Farber, Jean Deck and Ron Jakubowski for the time they took calling references in preparation for this meeting.

The report is cut & pasted below:
Report On References For Elevator Contractors
Volunteer Committee: Phil Heller, Mary Farber, Jean Deck, Ron Jakubowski

We met on Wednesday, August 3, 2011 and reviewed the two Contractors that the Board had narrowed their selection to, (KONE and GESS-General Elevator), and the contracts and pricing.
We then called the references that were Condos such as Canaveral Sands so that we were comparing like units.

The following are the Condos that we spoke to:
Solana-Scott Headrick
Ocean Oaks-Roseann (?) not sure of last name
Stonewood-Charlie Abel
Costa Del Sol-Mr. Gibbs
Windrush-Christine Triolo
BP Davis who handle several different Condos

Solana and Ocean Oaks are happy with KONE. They are only dealing with maintenance contracts and have not done any modernization thru them. Their Boards will resign the maintenance contract with KONE and mentioned that they are particularly happy with their communication with them. KONE e-mails management after each visit and informs them of what work was accomplished and whether it was routine or a call for service or a regular monthly maintenance.

We found that many properties have GESS on the beach. Stonewood and Windrush have done their modernization thru GESS and have been well satisfied with their work. Most of the condos negotiated a 24/7 maintenance contract with no over- time call back charges. Everyone we spoke to feel that you will never find an A+ elevator contractor but feel that for this area GESS is as good as it gets, giving them a good solid B.

Recommendations: That GESS be awarded the contract for elevator modernization
                                     Response time for calls for repair is approx. 45 minutes
                                    They were willing to lower their overall charge to $44,500 and only increased
                                    their monthly fee by $32.00 + $10.00 phone monitoring, to include over time calls
                                    We currently have GESS and know what we have.
                                    After signing go over possible issues that may occur during the process.

Phil went over the figures given by GESS & KONE and stated there was an approximate $5,000 difference.

-Joe Farber made a motion to contract with GESS if the final contract is satisfactory to the Board at a cost of $44,500 for the door modernization with the expenditure from the Reserve account and for $572 per month for the maintenance which will come from the Operating account. Rose Rubino seconded the motion and it passed by unanimous voice vote.

Kathy will contact Mark Stich and request a meeting as soon as possible with him, the GESS Representative and the Board to finalize the contract.

Kathy will also be researching the phone lines to see what is needed and if any can be discontinued.

Next Meeting Date:
The next board meeting will be September 7, 2011 at 10:00 AM in the Rec. Rm.

Meeting Adjourned:
With no further business, Jean Deck made a motion to adjourn the meeting. Joe Farber seconded the motion and the meeting was adjourned at 10:40am.

The meeting was called to order at 10:15 AM by President Carol Martone. Board member(s) present were: Rose Rubino and Mary Ernst. Joe Farber (Vice-Pres.) was not able to attend. RDI was represented by Kathy Watts – 6 owners also attended.

Rose Rubino made a motion to accept the minutes of the July 22, 2011 meeting as written. Mary Ernst seconded the motion and it passed by unanimous voice vote.

Board Vacancy and Designation: Carol announced that there was one vacancy and 3 owners volunteered to serve: Jean Deck, Ron Jakubowski and Timothy Moorhead.

Mary Ernst made a motion to appoint Ron Jakubowski to the Board. There was no second to the motion.
Rose Rubino made a motion to appoint Jean Deck to fill the other Director’s position. Carol Martone seconded the motion and it passed by a majority vote with Mary Ernst abstaining.
Rose Rubino made a motion to appoint Jean Deck to fill the Secretary position. Mary Ernst seconded the motion and it passed by unanimous voice vote.
Carole Martone made a motion to appoint Ron Jakubowski to fill the Treasurer position as the Finance Committee Chairman. Mary Ernst seconded the motion and it passed by unanimous voice vote.

Meeting day and time: Rose felt Wednesday morning worked well for the 2 years it was in force and requested they go back to the Wednesday morning meetings. It was stated that the 3 months the Board meetings were on a Friday night, there weren’t any additional owners present than from the Wednesday meetings. Kathy suggested the Budget and Annual meetings be scheduled either on a Friday night or a Saturday in order for out of town owners to be there if they wish.

Carol Martone made a motion to change the meetings to the first Wednesday of the month at 10:00 AM starting September 7th. A special date will be set for Budget and Annual meetings. Rose Rubino seconded the motion and it passed by unanimous voice vote.

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

JULY 22, 2011

The meeting was called to order at 6:00 PM by President Carol Martone. Board member(s) present were: Joe Farber (Vice-Pres.). Bob Klorer (Treas.) was not able to attend. RDI was represented by Kathy Watts – 7 owners also attended.

It’s been a somewhat stressful month within the Canaveral Sands Association. Two members have resigned from the board; we wish to thank Jean Deck and Barbara McPeek for their many years of service to the owners of Canaveral Sands. Bob Klorer has resigned from the finance/budget committee; he’s agreed to remain on the board but not in the treasurer position. We wish to thank him for his service and work this year.

There has been much discussion in the past month, about our budget and reserves, I don’t intend at this time to go over numbers or “he said, she said “statements. I do wish to note that in keeping with the state laws, proposed budgets are mailed out to all owners prior to an annual budget meeting. The regular meeting is posted in all buildings at least 48 hours prior to the meeting. In the past there were very few owners attending, that has grown in the last few years. We encourage owners input.

It is the fiduciary duty of the board to act with the highest degree of good faith and to place the interests of the owners above the personal interests of the directors. I know that this has been done for many years past and I sincerely hope will continue to be done in the future.

Just to mention that on July 4^th and the shuttle launch day, that having Rich close the north entrance and sit at the south was quite effective, a good solution to our parking problem, thanks Joe, Rich turned away quite a number of cars, he was even asked to take a bribe, which of course he didn’t.

As you all know building 2 is being painted, I saw some damage done by the equipment and was assured the painting company would do the repairs. The job is moving along and the weather has pretty much cooperated. Should be done shortly

Joe Farber made a motion to accept the minutes of the June 24, 2011 meeting as written. Carol Martone seconded the motion and it passed by unanimous voice vote.

Kathy Watts reported that as of June 30, 2011, the Operating Account has a balance of $87,343.65 and the Reserve Account has a balance of $519,817.90. The Reserve Account is being funded on schedule and all bills are current.

Painting Update: Painting of Building 2 and the railings for Buildings 2, 3 and 4 is progressing.

Foreclosures: As of June 30th, one owner owes for finance and late fees that have accumulated for the past 2 years but is current on the monthly fees, one owner is 2 months behind and has been sent the collection letter and as soon as the 30 days are up, a lien can be filed. The Board has a copy of the status report from the attorney.

Elevator: The bids for the door repairs and maintenance were received from Otis, General Elevator, Coastal and KONE. Mark has sent a spreadsheet with the bids and met with us on Wednesday. He will contact the two front runners and try to get some better prices. The yearly inspection by A-1 Inspection is scheduled for Tuesday, August 16^th at 8am.
Roof Contracts: The roof repairs are almost complete and Jack Gibson should be having the final inspection next week.

Sliders: Maintenance discovered an issue with the installation of a slider in 3306 from before the association required the engineer to inspect all installations. It appears the concrete was either chipped aware or deteriorated when the sliders were being installed on 2009 which is now causing the slider to leak. The owner has been made aware of the issue and that it may be her responsibility to make the repairs. Beach installed the slider in 2009 but there’s no information in the file about it.
Shutter/Slider Applications: Shutter Outlet has replaced the tapcons with stainless steel screws in unit 3203.

Gate request: An owner in building 1 has requested approval to install gates on his porch. Due to the installation affecting the building, the Board felt more information was needed, specifically the exact type of metal being used and specs. Once that information is received, specs will be written and a waiver added to ensure owners know they will be held responsible for future issues and will also be responsible for the gate upkeep.

Contract Committee: Joe Farber made the following report: The committee reviewed the bids for the first phase of the elevator modernization project. Questions were sent to two of the bidders. The other two were out of line in their pricing. In talking to her elevator consultant, he felt that we may even be able to get the price down a little once the contractors knew we were ready to move on the project. When we get the results of the consultant’s negotiations and our questions, we will review the contract and recommend the board take on the project. There will have to be time before we begin the project as the elevators will be out of commission for two weeks on each building. We want to be able to give residents ample time to make plans on how they are going to handle the stairs or will make arrangements to visit relatives during the project. We will try to give everyone adequate notice.

Joe also reviewed the spreadsheet for the painting project and suggested which reserve line item specific amounts would be coming out of. In reviewing the estimated balances as of the end of this year, the following amounts will come from these line items: Painting - $29,000 : Railings - $18,000 : Windows - $7680 : Doors - $4500 : Interest $16,205, totaling $75,385.

Landscape Committee: Joann Smally made the following report: The landscaping committee consists of Calvin Arnold, Mary Farber, Barbara McPeek, and chairperson Joann Smally. US Lawns will trim our palms within the next two weeks. There are 38 trees to be done at a cost of $17 per tree for a total cost of $646.00. I contacted Jeff Barrett as suggested by RDI but he did not keep the appointment we made to look at the property and he did not call to let me know or to make another appointment. The Hibiscus hedge was trimmed west of building four More trimming will be done in the next few weeks. Kathy from RDI called to report a brown spot in the lawn in front of bldg. 4 thought to be caused by a water heater that was partially emptied there. I spoke to Mike at US Lawns and he felt that if it was just water that it should come back. I see a little green in it but it will take time. There have been complaints again about the mowers leaving clumps of grass in the lawns. This time it is because they are mowing early in the morning and the grass was wet. This will be addressed with US Lawns. Fertilizer and insecticide treatments were done this month. I have also requested that US Lawns spray to kill the weeds just outside the dune fence line and along the walkways. This has not been done yet.

Cleaning Schedule: Kathy reviewed the updated bid form with the board and requested approval to send it out for bidding. It was suggested to not only send it to the current cleaning service but three additional companies. The findings will be presented to the board before the next board meeting. Joe Farber reported that some of the items on the Clean Serve schedule have been turned over to the maintenance department to complete. The items left on the cleaning schedule will be reworked into a spreadsheet and sent out for bids.

Board Vacancies: Carol announced that there are two vacancies to the board and to owners volunteered to serve the remainder of the terms.

-Joe Farber made a motion to appoint Rose Rubino to fill one of the Director’s positions. Carol Martone seconded the motion and it passed by unanimous voice vote.

-Joe Farber made a motion to appoint Mary Ernst to fill the other Director’s position. Carol Martone seconded the motion and it passed by unanimous voice vote.

Owner forum - comments made by both board & audience included (but are not limited to):

-Phil reported that he has been checking the foreclosed units weekly to make sure the AC is working and there are no problems.

-Joann Smally asked when the stairwells and walkways would be repainted. The cost is approximately $10,000 per building and the funds are not available right now but it is planned for the future.

-Jean asked the results of the power washing of the first floor. Carol stated that Shorty from DAB power washed the first floor but since a cleaning solution was not used and a forceful spray could not be used, the results were minimal. It was suggested to try to power wash again with a cleaning solution.

With no further business, a motion was made to adjourn by Joe Farber, seconded by Carol Martone. Meeting adjourned at 6:55PM.

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CANAVERAL SANDS CONDOMINIUM ASSOCIATION

JUNE 24, 2011

The meeting was called to order at 6:05 PM by President Carol Martone. Other Board members present were: Joe Farber (Vice-Pres.) Jean Deck (Sec.), Bob Klorer (Treas.) and Barbara McPeek (Dir.). RDI was represented by Kathy Watts – 12 owners also attended.

Barbara McPeek made a motion, seconded by Bob Klorer to accept the minutes of the May 13, 2011 meeting as written – all in favor.

Bob Klorer stated we are “keeping the lights on” and meeting our budget in terms of monthly operational expenses. Bob indicated once again that he felt we were over paying in the areas of cleaning and maintenance. Bob mentioned that we only increased our reserve expense year over year by $6 per unit which is $8496 annualized and that we already had well over $50,000 in unexpected expenses in 2011 (garage roof, additional concrete repairs as well as drywall expenses).

Bob mentioned that virtually every Reserve account was significantly under budgeted and that next year the budget would reflect a “truly funded number” to the owners so that they have a better understanding as to the true expenses involved in managing Canaveral Sands. Bob mentioned that Don White stated in the meeting of July 2010 that the auditor commented that the Association is not up to par on reserves due to the overage in the concrete restoration expenses and the Board noted this as a situation that needs to be monitored. The financial report ended with Bob stated he would be working with Michelle in the next few months to put a fully funded figure together in lieu of the number in 2010 that did not accurately reflect this number. Don White spoke up and said that even though the fully funded figure was a “somewhat bogus” figure, the owners overwhelmingly voted to partially fund the reserves.

It was explained that the finance committee suggested using deferred maintenance in reserves to paint building one in order to give us time to save money in the painting reserves for building two. Carol explained that the reason we have deferred maintenance is because once money is placed in a specific reserve line item we're not able to use it for something else so the deferred maintenance is therefore for issues that come up that we don't expect. Kathy explained that the Board took the recommendation of the finance committee when sending out the proposed budget and relied heavily on what the finance committee suggested. Joe explained that a majority of the owners feel that they would rather have a smaller increase in their monthly assessments and have a special assessment when the need arises then raising the monthly assessments a large amount which would make it difficult for many of them. Carol explained that a majority of the condominiums on the East Coast are not fully funded due to it being cost prohibitive to the owners with their monthly assessments. Many condos have had to put off the work required to build up the reserves. Canaveral Sands is keeping up with the repairs before they get out of hand. It was found with the concrete restoration that the longer you wait the cost usually doubles so the Board is trying to be proactive in taking care of issues like railings before they have to be replaced. Jean stated that preventative maintenance extends the life of an item which is what the board is doing now. Bob reiterated again his concerns with the lack of sufficient funds in the reserves stating we are $950,000 short of being fully funded. Kathy suggested that when the budget for 2012 is completed he can show what he feels the true figures of what fully funded should be. The owners will then have the option as they do every year of either fully funding or partially funding the reserves.

An owner asked what percentage of the budget goes to operating and what percentage goes to reserves. It was determined that approximately 60% goes to operating and 40% for reserves. Rose asked how many standing contracts we have with vendors. Joe answered that there are five contracts including pool, landscaping, cleaning service, inside pest control and management. Rose stated that last year we changed the landscaper and did save a lot of money and felt there were ways that the condo could generate income.

Painting Update: Painting of Building 2 and the railings for Buildings 2, 3 and 4 has begun.
Foreclosures: As of May 31st, one owner owes for finance and late fees that have accumulated for the past 2 years but is current on the monthly fees, one owner is 2 months behind and has been sent the collection letter, we received the foreclosure notice on 6/23 for one unit and one owner has 2 units that are being foreclosed on.
Elevator: The bids for the door repairs and maintenance were received from Otis, General Elevator, Coastal and KONE. Mark will review the bids and complete a spreadsheet then meet with the Board to review his findings.
Units without Power: Three units (1404, 3103 & 3401) did not have their power on so with the Board’s approval, service was established and a Board member, maintenance and management confirmed the AC’s are now running.
Roof Contracts: The roof on Garage A has been replaced and the other repairs are being worked on. The roof consultant, Jack Gibson, will be inspecting all work. We’ve received a copy of the release of lien for Garage A and the check is being released.
Sliders: Maintenance discovered an issue with the installation of a slider in 3306 from before the association required the engineer to inspect all installations. It seems the sides were chopped away in order for the slider to fit which is causing the slider to leak. The owner has been made aware of the issue and that it will be her responsibility to make the repairs. The engineer will need to present a written report for the association and owner.
Shutter/Slider Applications: There are two installations (3205 & 3203) that the engineer will be inspecting. The “contractors notice” page of the application packet has been updated. If the instructions are not followed, the installer will not be allowed to proceed until all steps listed have been taken.
Hurricane Information Form: Jean and I spent some time updating the hurricane info form which may be distributed with the next newsletter.
Attention Form: All residents who have a problem or concern will be required to fill out an “attention form” which will be logged and kept track of in order to determine what additional work is being performed and as a way to make sure maintenance, management and the Board are aware of issues. Blank forms will be in the rec room, Rich will have some with him at all times and it will also be on the web site which will enable a resident to print the form. Once completed, either leave it in the rec room closet basket, bring it to RDI, fax it to RDI or scan and email it to the address on the form.

Contract Committee: Joe Farber stated that most of his report was already presented in the Managers Report. The painters are making great progress and the weather has been cooperating. Shorty from DAB has been asked to power wash the first floor of building two in order to determine if power washing will help get the stains up, and also to determine whether it will damage the paint job. The elevator bids have been reviewed by Phil. We are waiting for the elevator consultant to review and make his presentation and suggestions. The board will then review the bids and discuss the findings. The cleaning contract is being reviewed; The Board is discussing taking some of their duties and giving them to our in-house maintenance department.

Landscape Committee: Joann Smally stated the landscape committee consists of herself as chairperson, Calvin Arnold, Mary Farber and Barbara McPeek. Joann reported that US Lawns has removed the two dead palms in the front entrance drive area and replaced them with a Queen Palm and Oleander bush. Rich has been watering them twice a week in addition to the regular sprinkler days as US Lawns requested. Mulch will be spread around the new plantings. The dunes have been trimmed this week at a cost of $1375. Our next big project will be to trim the Palm trees. This is usually done in July. US Lawns will charge $17 per tree, which is what we paid them last year. This is 38 Palm trees, including the Palm on the south side of building four, for a total of $646. The hibiscus hedge needs to be evened up a little. The committee wanted it to flower, and to allow the new plants to grow, but some areas will be trimmed in the next few weeks. We have had three unexpected plant problems; one of the new Flax Lilies was stolen and US Lawns will replace it. One of the small hibiscus at the end of building 4 was stomped on by kids who did not belong here. It was broken but looks like it may live. Workers who repaired some pipes in front of building three cut back the small hibiscus and needed a large fern removed then it was replanted. There have been complaints about mowers leaving clumps of grass in the lawns. This happened because they were mowing in a rainstorm last week and Joann has already addressed this with US Lawns.

Maintenance Committee: Jean Deck reported the committee's main duties are to inform the board of issues that if addressed now (preventive maintenance) could save money over time. The roof project has been implemented, resurfacing the parking lot has been put on hold, and walkway lighting fixtures are being assessed by Phil. Other smaller issues will be brought to the board as time and money permit.

Joe Farber reported that some of the items on the Clean Serve schedule have been turned over to the maintenance department to complete. The items left on the cleaning schedule will be reworked into a spreadsheet and sent out for bids.

Rental Units: Joe Farber stated that he doesn't feel there is control over ensuring that anyone renting the unit rents for at least 30 days. There are some real estate agents that will rent for one week and that is against the condominium documents. Joe stated that if we had parking stickers residents would be forced to contact RDI with vehicle information in order to obtain a sticker for their vehicle and offered to chair a committee to research the possibility. Rose Rubino, Madelyn Kopko and Management offered to assist Joe in compiling the information for the Board’s review.

Shuttle launch security: The shuttle launch is schedule for Friday, July 8^th and it was felt that there is always an issue with parking anytime there is a shuttle launch but since this is to be the last launch, funds not be used to hire security personnel. It was suggested to put the sawhorses back out and block the north entrance.

Owner forum - comments made by both board & audience included (but are not limited to):

- It was suggested that a way for the Association to save money is for owners to pay for their own cable. This has been suggested before that since there are many units that are empty and the Association still has to pay for the cable in their bulk contract.

- It was suggested that Rich be asked, if he doesn't already have plans, to work on July 4 to monitor parking and use comp time to take another day off. Kathy stated she would contact the towing company and add Rich and Phil to those authorized to tow vehicles off the property.

With no further business, a motion was made to adjourn by Barbara McPeek, seconded by Jean Deck – passed. Meeting adjourned at 7:30PM.

CANAVERAL SANDS CONDOMINIUM ASSOCIATION

The meeting was called to order at 6:00 PM by President Carol Martone. Other Board members present were: Joe Farber (Vice-Pres.) Jean Deck (Sec.), Bob Klorer (Treas.) and Barbara McPeek (Dir.). RDI was represented by Kathy Watts & Michelle Dugan, Maintenance by Phil Heller. Ten owners also attended.

Bob Klorer requested the minutes of the April 15, 2011 meeting be amended as follows:

- Include that on the elevator reserve line we potentially have a $150,000 short fall in terms of this expense by 2014.

Joe Farber made a motion to approve the amended minutes, second by Barbara McPeek – passed.

-Canaveral Sands can save $18,000.00 per year by eliminating Clean Serve and passing along their duties to the maintenance crew. Each of the 4 buildings plus the pool area can be assigned one day a week to be washed down. Clean Serve has just raised their fee 5% for the first time since 2006.

- $36.00 per hour when both Phil & Rich are working is excessive – suggest cutting 8 hrs. per wk which is a savings of $7,000.00 per yr.

Past minutes reflect the fact that no one wants an increase in maintenance fees, yet cost cutting measures seem to be non-existent.

Painting Update: Bids have been received for the painting of Building 2 and the railings for Buildings 2, 3 and 4. The Board will be discussing and awarding the contract this evening.

Foreclosures: As of April 30th, one owner owes for finance and late fees that have accumulated for the past 2 years but is current on the monthly fees, one owner is 6 months behind and has been sent the collection letter and one owner has 2 units that are being foreclosed on. A status report was sent from the attorney and a copy is in the meeting packets. It doesn’t appear the attorney has made any significant headway on the collections.
Elevator: We’ve been emailing Mark Stich from CSI to try and get information on who he sent the specs to and what kind of timeline he gave for the sealed bids to be received. Manager also requested his opinion on a bid we received from General Elevator to replace a cylinder that was installed between 1974 and 1982 but some cylinders are just now being recalled. Mark’s opinion as of Wednesday is to replace the cylinders when the modification is done. The bids for the door repairs and maintenance are due back by the 28^th of May and they were sent to Otis, General Elevator, Coastal, KONE, Oracle and TKE.
Units without Power: Three units (1404, 3103 & 3401) have been sent letters stating the electricity and Air Conditioner must be left on in order to prevent mold. The owners were given until April 15^th to reestablish the service with FPL or the association would have to and charge the account. FPL will charge a $50 deposit per unit and a connect fee of $14.88 per unit. Monthly costs to maintain minimum cooling levels should be under $50.00 per month. We will bill the account for these costs, but cannot guarantee that they will be repaid when the bank forecloses. The Board will need to approve or disapprove this item under new business.
Roof Contracts: The contracts have been signed for the repairs of building roofs and replacement of Garage A. As soon as we have a firm date for commencement, notices will be posted.
Rusty AC Units: Three units (1102, 1201 & 1505) were sent a letter, with pictures, informing them of the condition of their units on the roof and the possibility of them damaging the roof. Units 1102 and 1505 have made the repairs and/or replaced the AC units.
Unit keys: Unless directed otherwise by a majority of the Board, maintenance or management will use the unit keys we have on file for the following reasons only: leaks, vendors repairing and/or replacing AC units or water heaters, and building repairs. The keys cannot be used if a resident has locked themselves out of their unit or lost their keys, unless the owner is personally known, hasn’t requested this help before, and it is during the hours maintenance is on site.
Concrete Restoration: An updated copy of the spreadsheet has been distributed showing the current issues and the cost of the repairs.

Shutter/Slider Applications: There is one open application for unit 3205 that will need to be reviewed and voted on.

Contract Committee: Joe Farber reported that bids were received from three contractors for the painting of building #2 and the painting of the metal surfaces and front doors of bldgs. #3 & 4, along with the fencing surrounding the pool. The three contractors were: Division 9 Painting, Concrete Restoration, Inc. and DAB Painting.

Phil Heller composed a spreadsheet for presentation to the board. The committee has a recommendation, but the board may want to have a special workshop to ask questions of the contractors before awarding the contracts. This will be discussed under Unfinished Business.

Landscape Committee: Joann Smally stated she had signed a contract with US Lawns to implement the work she presented to the board at the last meeting. She was concerned as to whether or not the board had agreed to all expenses – she was informed the board had approved $1,500.00. Joann then noted the final cost had slightly exceeded that amount and requested support for additional funds. Motion made by Joe Farber, second by Bob Klorer to approve – passed.

Joann also asked the board to approve a contract with US Lawns ($1,375.00) to cut the dunes. Motion to approve made by Bob Klorer, seconded by Joe Farber – passed. Joann will ensure US Lawns has a copy of the state mandated rules/regulations for this project.

Phil Heller reported the committee's main duties are to inform the board of issues that if addressed now (preventive maintenance) could save money over time. The roof project has been implemented, resurfacing the parking lot has been put on hold, and walkway lighting fixtures are being assessed. (Joe told Phil he might have some information re fixture prices). Painting bids have been received and will be discussed later. Other smaller issues will be brought to the board as time and money permit.

Painting: Bob Klorer began the discussion by asking where funding would come from as the total of $75,000.00 exceeds the amount in painting reserves. Phil Heller pointed out that the cost could be divided among the various reserve lines the projects entail (i.e. railings, doors, windows) with the remainder coming from Deferred Maintenance. Carol Martone agreed, stating this is preventive maintenance. Bob expressed concern that deferred maintenance is being overused when reserve lines are insufficient. Phil suggested that since the metal & wood areas would be painted (those areas most inclined to deterioration) it might be possible to delay building painting by a year – allowing funds to rebuild. A question was raised as to why there was a charge for "shutter boxes & guides" since bldg. #1 did not have this expense. Phil explained that DAB painted the boxes at no charge, but did not include the guides – thus the extra $1,000.00 per building. Joe Farber asked if it would be productive to have a workshop with the contractors. Phil replied that there really wasn't anything to discuss that couldn't be worked out in a contract – the board agreed. It was the recommendation of the contract committee to award the project to DAB. They had done a good job on bldg. 1 and they were the lowest bidder. The bids were as follows: painting of Building 2, DAB $43,020.00, Division 9 $55,118.80 and CRI $47,245.00. Building 3 door and railings: DAB $17,155.00, Division 9 $20,817.50 and CRI $21,080.00. Building 4 door and railings: DAB $15,210.00, Division 9 $19,179.87 and CRI $19,930.00. Motion to accept DAB's bid (for all 3 contracts) with the funds to come from Reserves made by Joe Farber, second by Barbara McPeek – passed. Kathy Watts will contact DAB to obtain contracts and request a start date as soon as possible.

Units w/o Electricity: There are 3 units currently without electricity. Since mold is a major issue and can move from unit to unit, the Board had asked Kathy Watts to contact the owners regarding the situation. Kathy stated one notification by certified mail was returned but all letters were sent regular mail in addition to certified. Monies spent by the association to have the power turned on & monthly bills will be added to fees owners have already incurred (all owners are in foreclosure) if the board wishes to have the electricity turned on. Motion made by Joe Farber, seconded by Bob Klorer to restore power to 3 units – passed. Concern was expressed about the AC's being in working condition. This situation will be monitored.

Carol Martone began by saying this would be an open forum to discuss issues that have been raised with both "outside" and "in-house" personnel. Copies of letters from owners with comments on the issues were available for all present.

Carol said she did not see how eliminating Clean Serve and cutting maintenance hours would be in the best interest of the Association. Bob Klorer responded by saying owners should be aware of the fact that the board has not made cuts in spending. He feels there are no other areas to cut costs. Joe Farber did point out that a landscape contractor change was made resulting in reduced costs.

Questions and Comments made by both board & audience included (but are not limited to):

- Percentage needed for a second bid – multiple bids are required for any project that will cost over 5% of the yearly income.

Carol asked the board if Clean Serve should be terminated with 30 days notice. Joe Farber made a motion to do so, seconded by Bob Klorer – motion failed. Joe Farber and Bob Klorer voted for the termination. Carol Martone, Jean Deck and Barbara McPeek voted against termination.

Carol suggested a workshop to review all job assignments and possible cuts in outside contracts. After some discussion, the board agreed. A workshop will be held on Tuesday June 7, 2011 at 10 AM. The only item on the agenda will be cleaning/maintenance. Kathy stated she would like to update the current maintenance schedule with the possibility of removing an item(s) from Clean Serve’s list and add that to the maintenance schedule in order to reduce some expenses.

With no further business, a motion was made to adjourn by Joe Farber, second by Barbara McPeek – passed. Meeting adjourned at 8:13PM.

The meeting was called to order at 6:00PM by President Carol Martone. Other Board members present were: Joe Farber (Vice-Pres.) Jean Deck (Sec.), Bob Klorer (Treas.) and Barbara McPeek (Dir.). RDI was represented by Kathy Watts, – 11 owners also attended.

A motion was made by Joe Farber, seconded by Barbara McPeek to accept the minutes of the March 25, 2011 meeting – all in favor.

Ed Smally asked if the minutes of the February 2011 annual meeting could be posted on the web site. Although these minutes cannot be approved until the 2012 Annual Meeting, the board felt it might be useful for owners to be able to review them before that time. RDI will post the minutes and specify that they are a DRAFT copy.

Bob Klorer reported that he had met with the Finance Committee prior to the meeting. He stated he is concerned with what he feels is under budgeting for the state mandated elevator up grading. Discussion ensued as to how financing should be handled. On the elevator reserve line we potentially have a $150,000 short fall in terms of this expense by 2014.

Painting Update: Bids have been sent out for the painting of Building 2 and the railings for Buildings 2, 3 and 4. The cutoff date was April 14th at 5:00pm and all 3 were received by the cutoff date and time.

Foreclosures: As of March 31st, one owner owes for finance and late fees that have accumulated for the past 2 years but is current on the monthly fees, one owner is 6 months behind and has been sent the collection letter and one owner has 2 units that are being foreclosed on.

Elevator: We’ve been in contact with Mark Stich from CSI and he’s been given the approval to send the specs for the elevator doors and maintenance contract out for bidding. Management requested information on who he would be sending the specs to and what kind of timeline he’d be giving for the sealed bids to be received.

Parking Lot: Bids have been received and the project is on hold and will be revisited after the roof and painting projects are completed.

Units Without Power: Three units (1404, 3103 & 3401) have been sent letters stating the electricity and AC must be left on in order to prevent mold. The owners were given til April 15th to reestablish the service with FPL or the association would have to set up new service and charge the unit account.

Rusty AC Units: Three units (1102, 1201 & 1505) were sent a letter, with pictures, informing them of the condition of their units on the roof and the possibility of them damaging the roof.

Contract: Joe Farber stated bids have been received for all 3 painting projects: Bldg. 2 (entire), Bldg. 3 (metal/doors) & Bldg. 4 (metal/doors). He will meet with Phil Heller to develop a spreadsheet to present to the board. Roofing repairs will be discussed under "unfinished business".

Landscape: (Full Report on File): Joann Smally said that Joe Farber had met with Mike Furber from US Lawns who presented proposals for what he (Mike) thought would improve the overall look of the property. These included: new plantings (where necessary), moving some existing plantings, sod (where immediately needed), mulching of new plantings, removal/replacement of the 2 palms at the south entrance and attention to weeds along fence lines. Joann also asked for approval to replace the "fake rock" that "disappeared" from the NW corner of the pool area (it covers pipes and prevents them from being struck by mowers). Since all costs were within the landscape budget, the board suggested the committee proceed with these improvements. Future projects will be presented to the board as they arise.

Maintenance: On-going projects include replacement of Bldg. lighting (trash chute/stairwell areas) and downspout extension repair/replacement. Painting bids will be reviewed. Roof bids are discussed below (Unfinished Business). The committee reminded the board that some monies from Reserve Lines should be used to fund these projects. "Preventive maintenance" can and should lower/defer replacement costs.

Roofing Repair: 3 bids were received on 2 different projects: 1 – roof repairs, 2 – replacement of roof on Garage A. It is the maintenance committee's recommendation (backed by Jack Gibson – consultant) to award the contracts to Florida Roof Systems for roof repairs and Horschel for the replacement of the roof on Garage A. This roof does not meet "wind engineering standards" and it is to the Association's advantage to insure the new roof will. When questioned as to why the same company was not recommended for both projects, it was noted that Jack Gibson informed them that Horschel was a general contractor and best suited to deal with any issues that could arise in replacing the roof. Jack has proved to be invaluable in the past as a consultant. Kathy Watts will contact him to request he obtain contracts from each company and also act as overall consultant on both projects.

Newsletters: Joe Farber thanked the Newsletter Committee for an informative issue. It was suggested that new avenues of distribution be considered to lower the cost of mailings. The committee will work with the board and RDI to determine if a more cost effective approach can be developed.

With no further business to discuss, a motion was made by Barbara McPeek, seconded by Bob Klorer to adjourn the meeting at 7:02PM – passed by all.

The meeting was called to order at 6:30PM by President Carol Martone. Other Board members present were: Joe Farber (Vice-Pres.) Jean Deck (Sec.), Bob Klorer (Treas.) and Barbara McPeek (Dir.). RDI was represented by Kathy Watts, maintenance by Phil Heller – 14 owners also attended.

Carol Martone welcomed Bob Klorer to the Board as the new treasurer. Bob stated that while he had spoken to Harold Fletcher, he would like to schedule a Finance Committee meeting to select a chairperson and fully review finance figures and up-coming expenditures. He is particularly concerned with reserve figures, which he feels are under-funded. Bob asked where the Association stands regarding state mandated elevator updates. Carol replied it has been difficult to determine our exact situation as some issues are not totally clear and we need more information from the state. Kathy Watts replied to Bob's question regarding foreclosures by stating they are in the hands of our attorney. The amount owed the Association is approximately $26,000.00. What amounts we can actually recoup is unclear at this time. Bob closed his comments by mentioning volunteers for the Finance Committee would be welcome.

Painting Update: bids have been sent out for the painting of Building 2 and the railings for Buildings 2, 3 and 4.

Foreclosures: As of February 28th, one owner owes for finance and late fees that have accumulated for the past 2years but is current on the monthly fees, one owner is 6 months behind and have been sent the collection letter and one owner has 2 units that are being foreclosed on.

Elevator: We’ve been in contact with Mark Stich from CSI and he’s in the process of writing the specs for the door upgrade and a maintenance contract.

Roof Inspection: Jack Gibson was called and inspected the building roofs. Three (3) have been received for the necessary repairs. Each Board member has a copy of the bids.

Parking Lot: Bids have been received and they were scanned and emailed to the Board. The bids were from AB Enterprises, East Coast Asphalt and US Pavement.

Ants & A/C: Joe Farber asked about ants in buildings 3&4. Kathy replied that the exterminator was aware of the problem and that she will check back with him. Joe also expressed concern about lack of electricity (i.e. no air conditioning) in 3 units. He pointed out this could result in a mold problem. Kathy stated a letter had been sent to the owners informing them of the situation. The Board requested a second letter be sent by Certified Mail requesting a response by April 15, 2011. If nothing is done, the matter will be turned over to our attorney. Phil Heller cautioned the board to be aware a problem could exist if the electricity is turned on (by the Board) and the air conditioner system doesn't work.

Painting: Joe Farber stated the final scope/specs for the painting of Bldg. 2 and metal work in Bldg. 3&4 had been approved and sent out for bid. When received, they will be reviewed and presented to the Board. At that point, a time frame for the project could be decided.

Pool Deck: Before the committee goes any further developing specs/scope, it needs direction from the Board as to what should be done.

Parking Lot: The services of a consultant are being considered for this project.

Phil Heller stated that while he is willing to work with the contract committee on projects where he has helped develop scope/spec issues he does not wish to be a full time member of the committee. Calvin Arnold volunteered to serve on the Contract Committee.

In lieu of a Chairperson, and at the request of the Board President, Joe Farber summarized a report submitted by US Lawns. Suggestions for improving the grounds included: replace missing/dead shrubs/trees, spruce up the front entrance sign and mulch – as budgeting allows.

It was questioned as to why this report was not submitted to the remaining committee before it was presented to the Board. Since the committee lacked a chairperson, it seemed appropriate. Calvin Arnold pointed out that one of the first things noticed by the "public" is the appearance of our grounds, and that a Landscape Committee is invaluable in working towards this goal.

Joann Smally agreed to temporarily chair the committee with the provision that all information go through the committee first and regular meetings be held with the landscaper. She also asked for volunteers to work on the committee. The Board thanked Joann and gave her their full support.

Roof Repair: bids have been received and will be reviewed by the committee at its next meeting (Tuesday, March 29th). A summary will be submitted to the Board as soon as possible.

Painting Bids: Phil stated he will work with the Contract Committee to develop a spread-sheet for each bid (there are 3 – each for various aspects of the overall painting project). If the Board feels it is necessary, a meeting with all bidders could be considered. Phil pointed out that maintaining unit front doors could greatly prolong their life – they are fiberglass. This would mean fewer dollars in replacement costs ($500.00 per door).

Parking Lot: The Committee recommends this project be deferred until any painting/roof repairs have been completed. Phil agreed with Joe Farber that it might be prudent to look into a consultant to determine the best approach to the project.

Misc: Other areas covered include replacing/repairing downspout extensions and lighting in trash chute/stairwells. Prices for walkway lighting are being researched.

While asking for volunteers for various committees, reference was made to a "file" committee. Carol Martone responded by stating that records amassed over the years are being reviewed to determine what should be kept and what needs to be shredded. In response to queries as to what this actually is, Kathy Watts stated that RDI typically keeps only 1 year of files - then turns them over to the Association. Since there are papers going back many years it is a slow and time consuming to decide what to keep and what to shred. The present committee is diligently at work to complete this project. A contractor has been contacted by Mary Farber to do on-site shredding of papers when we are ready.

Calvin Arnold asked about the painting of walkways in Bldg. 1. Carol replied that painting is an issue of priorities and metal preservation is of greater concern at this time.

Bob Klorer asked when the Condo Amendments would be posted on the web site. Kathy Watts said they are in the process of being scanned to do so. It was pointed out that the first 5 or 6 amendments deal with the development of the complex – it is only the later ones that reflect significant changes in the documents. All of these amendments should have been part of the Condo Docs received by an owner on purchase of their unit.

A motion to approve a request for Sliding Glass Door replacement for unit #4301 was made by Joe Farber, seconded by Barbara McPeek – passed by all. All appropriate forms have been received by RDI.

A motion to approve a "garage sale" for the weekend of April 15th was made by Bob Klorer and seconded by Joe Farber – passed by all. This may be either a 2 or 3 day sale. This sale is being co-coordinated by Patty Burns.

Ed Smally informed the Board that the effort to deregulate association managers (HB 5005) failed. He also gave the board copies of a Space Coast Condominium Assoc. report on the aging of condominiums.

Ed remarked any item passed by a motion at a meeting should be on the agenda for it to be legal. He pointed out that many years ago, this had been an issue for the Association. Kathy Watts replied that these were last minute minor items and that any vote affecting the owners or causing an expense to the association would have been added to the agenda.

With no further business, the meeting was adjourned at 7:45PM. Motion made by Joe Farber, seconded by Jean Deck – passed by all.

President Carol Martone called the meeting to order at 6:32PM. Board members present: Jean Deck,

Joe Farber, Barbara McPeek & Rose Rubino (Secretary). RDI was represented by: Kathy Watts, Michelle Dugan and Lynn Hiott. 18 owners attended.

Carol Martone asked for a volunteer to assist in tabulating ballots for the election of board members. Linda Rhinesmith offered to assist Michelle Dugan and Lynn Hiott in this process.

This was established by RDI: 1st notice – December 17, 2010; 2nd notice – January 18, 2011. Kathy Watts stated there were sufficient proxies & owners present (67) to constitute a quorum.

A motion to approve the minutes of the 2010 Annual Meeting was made by Rose Rubino, second by Joe Farber – passed unanimously by membership.

At an owner's request, the board was asked to introduce themselves (and state their building number). The board suggested it would be a courtesy for the owners to do the same. All present complied.

Carol Martone regretfully informed all that Harold Fletcher was resigning his position as Treasurer. Harold said he would be willing to stay on the Finance Committee to assist any new members. Carol, the board and the audience thanked Harold for his years of service to the Association.

Maintenance: (Phil Heller, Jean Deck, Mary Farber) – President Martone stated that this is a newly formed committee to help identify areas where "preventative maintenance" could prevent "replacement". In addition, they monitor items that, while not major, will improve the overall look of the complex. (No report)

Contract: (Joe Farber, Phil Heller) – Joe Farber stated the committee is currently evaluating painting contracts. Building 2 is scheduled for painting this year; however, metal surfaces (railings, doors, etc.) are a concern. They are currently pursuing this matter. (Report on file)

Finance: (Harold Fletcher, Don White, Calvin Arnold) – Harold said the association faces two issues in the coming months: painting building 2 & elevator "upgrade" expenses. While funding for each has been allotted in reserve lines, overall costs remain a concern (Report on file). He also noted the 2010 audit had been received. Even though this was a "review", the report was timely and met the committee's needs.

Landscape: (Jan Molinell, Calvin Arnold, Mary Farber, Barbara McPeek) – Mary Farber said the damage caused by extreme weather during the past 2 years has been an issue and is being addressed. At the present time the committee is awaiting a report from the landscape contractor for evaluation on the lawns (Report on file).

Elevators: The board replied that the State of Florida's upgrade mandates have been the subject of board/workshop meetings for the past two years. A review of the minutes posted on the web site will give an overall picture of the issue. As far as cost is concerned, it is impossible to estimate a figure at this time as the State keeps changing rules and time frames.

Minutes: Board/workshop minutes are posted on the Canaveral Sands website when approved by the board. As of today there are still two (2) to be approved (1/26/11 & 2/2/11).

Exterior Lighting: The City of Cape Canaveral has replaced Ridgewood Avenue "street" lights with solar/turtle friendly lights. They may not have the wattage of the previous lighting.

Joe Farber thanked all those who attended this evening's meeting and encouraged all to participate in helping keep Canaveral Sands a viable community. Anyone who has thoughts, comments or complaints was encouraged to contact RDI, a board member, or fill out a "Situation Needs Attention" form (located on the bulletin board in the Rec. Rm.) – this form should be placed in the slot in the door next to the light switches. Rose Rubino agreed, saying that volunteers are needed and welcome.

Kathy Watts reported the results of the board election. New officers are (in alphabetical order): Jean Deck, Joe Farber, Bob Klorer, Carol Martone, Barbara McPeek.

Don White thanked Rose Rubino for her service on the board. The board also applauded Rose for all the time and effort she has given to Canaveral Sands.

An Organizational Meeting to elect officers will follow – all are invited to remain.

With no further business to discuss, the meeting was adjourned at 7:05PM. Motion made by Jean Deck, seconded by Rose Rubino and passed by all.

The Organizational Meeting was called to order at 7:10 pm by Kathy Watts of RDI.

a.) Barbara McPeek made a motion for Carol Martone to serve as President. Jean Deck seconded the motion and the motion passed by unanimous voice vote.

b.) Barbara McPeek made a motion for Joe Farber to serve as Vice-President. Carol Martone seconded the motion and the motion passed by unanimous voice vote.

c.) Joe Farber made a motion for Jean Deck to serve as Secretary. Carol Martone seconded the motion and the motion passed by unanimous voice vote.

d.) Barbara McPeek made a motion for Bob Klorer to serve as Treasurer. Joe Farber seconded the motion and the motion passed by unanimous voice vote.

With no further business to discuss, the Organizational Meeting was adjourned at 7:35 pm.

The workshop was called to order by President Carol Martone at 10:00AM. Board Members present: Rose Rubino (Secretary), Jean Deck & Barbara McPeek. (Joe Farber could not attend). Also attending: Phil Heller & Rich Keinanen (Maintenance), Kathy Watts (RDI) and 7 owners.

Mark Stich from Elevator CSI was introduced as our new elevator consultant. He replaces Tim Cleckner who is no longer with the company.

Mark was asked to comment on the bids the Association received regarding the installation of door restrictors and toe guards on elevator cab (inside) doors. This particular door modification addresses a major safety issue. Mark noted that 80% of service calls and 90% of elevator accidents involve doors. He pointed out that although these two components must be installed by December 2012, (per our variance) it would be wise to consider doing all components of cab door modification at one time. These would also include door operators, locks, clutches, hanger rollers and protection devices. This should prevent retro-work, should either the door restrictor or toe guard be incompatible with other equipment. Mark felt the cost should be $10,000 -$12,000 per door. If a new cab door is required - approximately $600.00 per door. This part of the project would probably close down the elevators for a week. Mark stated that current prices are at a low and will increase as everyone attempts to comply with the new codes by July 2015 – i.e. supply & demand.

The remaining upgrading encompasses features needed to have the fire alarm systems meet new Florida Codes. This involves any and all components that are necessary to insure compliance. It can be the most expensive aspect of the upgrade – it depends on exactly what must be done.

Mark felt that if the Association has the funds to do the doors at this time – it should be seriously considered. That would give the Association time to plan for the remaining expenses. He realizes that with 4 elevators, this expense is considerable, but as the deadline for completion nears costs could escalate. Since full compliance is due by July 2015, it would be wise to consider the time frame involved between submitting bids and completion. When asked if the State might push the deadline forward, Mark said he was not aware of any changes

When asked about specifications regarding the project, Mark said they have already been written as part of the consultation contract. It is just be a matter of defining which areas the association wishes to address at any given time. Also developed, is a suggested Maintenance Contract that is more detailed than our current one. Mark pointed out that a company usually pays more attention to a maintenance contract if they have installed the equipment they are required to service.

In regard to our current maintenance contract (GESS), the board stated we have a month-to-month contract with no long-term obligations. Since we have some concerns as to whether our current maintenance is actually being done properly, Mark was asked if he could, in some manner, oversee maintenance and repair issues. He agreed we have valid reason to be concerned since our elevators are old and there can be a problem when a part needs replacing; was it because of improper service or did it actually wear out. Mark felt our current monthly fee is not "out of line" it is just a question of what the maintenance contract calls for and what is actually been done. As for assisting the Association in this manner, Mark noted that our current contract with CSI is consultation for elevator upgrading (from start to finish) and this is a separate item. However, he felt an agreement could be worked out regarding this issue.

Mark suggested Kathy Watts forward to him copies of bills submitted by GESS along with any invoices and he will review them. Kathy asked Mark if he would send RDI a copy of the specifications written for the entire project. She also asked if he could provide some proof that our variance has been granted to make sure we have all the necessary paperwork. Mark said notice of the variance must have been posted in the elevator room, since the last inspection "signed off on" (10/5/10) noted no violations.

The board thanked Mark for his time and input. Before he left, Mark asked to see one of the elevators. Phil Heller suggested Rich Keinanen show him the Bldg.2 elevator since there have been some issues with it.

Discussion ensued as to whether or not it would be advisable to go ahead with Mark's suggestion to do the elevator cab door modifications at this time. Harold Fletcher said there were sufficient funds in the elevator reserve line to support this expense.

1.) Define specifications for elevator cab door modification (to include all necessary items);

The next meeting will be the Annual Meeting, February 18, 2011, 6:30PM in the Rec. Rm.

The Meeting was called to order at 10:00AM by President Carol Martone. Board members in attendance were: Rose Rubino (Secretary), Jean Deck, Joe Farber & Barbara McPeek. Kathy Watts represented RDI; 10 owners were present.

A motion was made by Rose Rubino, seconded by Barbara McPeek, to accept the minutes of the December 8, 2010 board meeting. Motion passed by all.

Harold Fletcher reported that the 2010 year-end Net Income was $5,548.00 – operating expenses came in under budget. 2009 year-end Accounts Receivable are $27,832 (the 2010 audit will not be done until mid-year.) Since $13,628 has been "written off' as Doubtful Accounts (2009 & 2010), the balance is basically due to the fact that there are 2 units in foreclosure. Monies obtainable depend on when & if either unit is actually foreclosed on since liability lasts only one year – hence the previous "write-off". Harold stated the association is fortunate to have such a small number of foreclosures. Late payments, interest penalties are a fraction of the Accounts Receivable figure (around $4,000.00).

2010 reserve figures are: Painting = $50,692.00, Elevator = $135,000.00. Harold reiterated his previous concerns about funding state mandated elevator repairs. At the present time this deadline is still 2015. Carol Martone said a meeting with the new elevator consultant is in the process of being arranged – this would probably be a workshop. Harold also stated monies from reserve lines can be used in a preventive maintenance situation.

Painting Update: DAB has completed the painting project for Building 1 and everyone seems very happy with the quality of the job..

Forclosures: As of December 31st, one owner owes for finance and late fees that have accumulated for the past 2 years but is current on the monthly fees, one owner is 4 months behind and has been sent the collection letter and one owner has 2 units that are being foreclosed on.

Pool Deck: Price Rite met with Carol, Jean, Phil, Rich and Management to discuss the sealing of the pool deck. Sealing would preserve the decking and assist in the overall looks. The cost is approximately $2,600.00 and the pool area would be unusable for a week. Price Rite will be sending us a price on doing the rec room patio as a sample so the Board can see that the pool deck would look like. The Contract Committee requested more information from Price Rite and materials that would be used.

Pool Equipment Fence: Custom Fence installed the fencing around the pool equipment. The pool inspector approved and closed out this action.

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, Coastal $4,060 and United Elevator for $7,400.

Rec. Room Bathrooms: LB Drywall had been contracted to make repairs to the tile in the bathrooms and to replace the vanities in both bathrooms at a cost of $1,271. This work has been completed and all are happy with the work.
Roof Inspection: Jack Gibson was called and inspected the building roofs. He then emailed a detailed report for the Board to review. Overall, the roofs are in good shape with just a few repairs needed. The report was then emailed to the Board for their review.

Unit Keys: We’re only missing two unit keys. Carol requested letters be sent to the two owners but later rescinded the request.

Elevators: Management has been in contact with Mark Stich at CSI and is in the process of scheduling a workshop with this new consultant, under the old contract we originally signed.

Concrete Repairs: The bid from CRI was received at 7:30 the morning of this meeting and copies were made for the Board. The contract committee will review the information.

Annual Meeting Packets: The second notices were mailed out Monday the 24th. The annual meeting is scheduled for Friday, February 18th.

Ed Smally requested the board pass a motion to be recorded in the minutes defining procedures for cutting the dunes. A motion was made by Barbara McPeek and seconded by Jean Deck to require that "all future dune cutting adhere to the specifications stated in the permit granted to Canaveral Sands on October 1, 2001 (File #BE 1002) by the Florida State Department of Environmental Protection". Passed unanimously.

Bids for elevator work (door restrictors & platform guards) were tabled until we can meet with the new elevator consultant. Kathy Watts will notify the board as soon as a meeting can be arranged – this will probably be a "workshop".

New association keys for the “closet” in the rec room will be handed out at the annual meeting to the new Board members. It has come to the board's attention that some keys may not have been turned in when a board member "retired". In the interest of security, it seemed wise to re-key certain locks and re-issue keys. A policy of signing "In & Out" for association keys will be implemented at the 2011 annual meeting.

1 - A contract with CRI for a submitted list of repairs was accepted by the board - with the stipulation that repair work on unit #4304 be deleted. Motion to amend the contract made by Joe Farber, seconded by Jean Deck – motion passed. Kathy Watts will notify Paul Dupre to amend the contract. Kathy was later instructed to hold off on this action until more research is done on actual needs.

2 – A contract with CRI for Bldg. 1, 1st floor patio work was tabled until the committee had a chance to review it.

Joe Farber suggested a master list of all concrete repairs be compiled by building & unit so that future repair issues could be compared with those that had previously been done. Kathy agreed that this was possible and would establish one. The board requested that, in the future, the contract committee submit a written report stating which contracts, if any, are under consideration.

In brief, the committee noted which projects have been completed, which are "on-going" and those that are either in process or need further board consideration. The roof evaluation submitted by Jack Gibson was reviewed as well as project questions submitted to him by Phil Heller. The board agreed to address the issue again, once it had Mr. Gibson's responses.

The committee's request to consider splitting the painting process (Metal vs Stucco/Masonry) was discussed. RDI was asked to obtain bids for the complete painting (both areas) of Bldg.2 and also "Metal" only for Bldgs. 3 & 4. These bids will follow the specs set forth for the painting of Bldg. 1. When bids have been obtained, the board will reassess the situation.

The next meeting will be the 2011 Annual Meeting on Friday, February 18, 2011 at 6:30 PM in the Rec. Room.