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Minutes of the Board of Directors Meeting
held THURSDAY, APRIL 5, 2018

CALL MEETING TO ORDER: The meeting was called to order in the clubhouse at 1:03 pm.

ESTABLISH QUORUM OF DIRECTORS: President Dottie Sauter, Treasurer/Secretary Bill Bernard, and Vice President Denise Holihan attended the meeting. Michelle Davis and Ted Manna from Reconcilable Differences were present, and thirteen owners were in the audience. Allegiance was pledged.

GUEST SPEAKER TREVOR BARONE from Brown & Brown Insurance: Dottie thanked Trevor for an excellent job of serving the Carmel community. Trevor reported that there is another check on the way for the roof replacement depreciation, but it appears to be $800.00 short, so he is going to continue fighting for that. Trevor presented a renewal packet with insurance quotes for the Board's review. Trevor guided the Board through each page of the insurance options and carrier quotes.

APPROVAL OF PREVIOUS BOARD MEETING MINUTES: Bill motioned to approve the minutes of the February 26th board meeting as written and posted. Denise seconded, all in favor.

FINANCIAL REPORT: Michelle reported that as of the end of March, the Association has $82,000 in the operating account and $212,000 in Reserves. Approximately $68,000 from Reserves will be going towards the roofs. Without the water and trash bills, we are about $2,000 under budget. Including the utilities, the income and budget are right on track. Dottie explained that after all insurance payments, the Association is only paying about $10,000 to replace the roofs.

FINANCIAL DISCUSSION AND APPROVAL OF INSURANCE RENEWAL: Michelle mentioned that she requested a quote from another insurance carrier to compare with Trevorís quotes. Her quote was $200 higher than Trevorís offer. Bill made a motion to move forward with Heritage through Brown & Brown Insurance. Denise seconded, all were in favor.

Asphalt Repair: Dottie explained that shortly after the roads were resealed in 2016, a trash truck dug grooves into north entrance of the complex, and it has continuously gotten worse with commercial trucks and trailers. Dottie contacted the city about the damage, but has not received any positive feedback. Dottie explained that there are 3 options to repair the road: It could be patched again; the city sent an email to have it repaired and send them the bill. It could also be dug out and re-asphalted, but this is expensive and if this were done, a recommended height restrictor could be installed to keep large vehicles from exiting that way. Dottie believes the height restrictor would cost about $3,000. Dottie made a motion to contract with Burton Paving to patch the grooves for $1,000 and send the bill to the City. Denise seconded, all in favor. (Update: Burton will not just patch after all)

Roof Lights: The Board asked Ted to get prices for new halogen flood lights to save costs on bulb replacements. Ted stated that he believes the lights will be ineffective for ground illumination, and that mounting would be an issue due to the placement without a manlift. 4 lights and a manlift could be as much as 3 or 4 thousand dollars. Ted recommended trying one new light to replace the completely broken one and see how it works. The Board decided to table this decision for a month to do further research on options. Dottie summarized that the Board is aware that the lights on the southeast side of 1420 and the north side of 1410 are currently out of order. The standard bulbs are not working, so they will no longer be replaced until a permanent solution can be found.

Architectural Reviews: There are two requests outstanding. Claybrook #1103 requested approval for a new storm door, and Ryder #1501 requested approval for a new window. They have been reviewed and were signed today. Dottie made a motion to approve both requests. Bill seconded, all were in favor.

Rules for Official Record Reviews/Document Examinations: Dottie explained that all residents have the right to request financial information about the Association. The board also has a right to put an official rule in place for this practice based on Chapter 718 of the Florida Statutes. The officlal rules will protect both the residents and Managementís rights. Dottie made a motion to adopt the new written process for official record reviews and document examinations, and add them to the Associationís Rules and Regulations. She also asked that they be posted on the website. Bill seconded, all were in favor.

Elevators: Dottie explained that the elevators are more than 20 years old. The current proposal to modernize is $67,000 for each elevator, for a total of $135,224.00. Dottie stated that the Association has $102,000 in Reserves for the elevators. Michelle recommended that the Association hire a Consultant to look at the elevators and give an unbiased opinion on what is needed. The fee for the inspection of two elevators and a detailed report on both elevators is $1,500. Any additional work done beyond the initial inspection would be billed at $250/hour. Bill made a motion to contract with Lerch Bates Consulting, and use Elevator Reserves for the cost. Denise seconded, all in favor.

Painting/Repair Updates: Ted had nothing new to report. Michelle stated she had received emailed requests to pressure wash and paint walkways, doors, and the pool deck. Michelle stated there is money available in the Reserves for painting, and she would like to get 2-3 bids on the work. Bill made a motion to move forward with collecting proposals for both pressure washing and painting. Denise seconded, all in favor. (Update: Maintenance man Tony pressure washed the pool deck and can handle one to two door paintings per week)


Maintenance: Ted reported that he has completed several large items on his repair list. There are several other projects underway and future projects being discussed. The Board is collecting bids for dryer vent cleaning. Dottie stated that a petition was circulating regarding trimming the oak tree at 1420. Dottie explained that US Lawn advised the board to leave the tree alone after the hurricane. They recommended that trimming or removal should only be done between October and February when an insect infestation will not be a concern. The tree is also protected by the city, county, and state, so approval will be required for removal of the tree as requested by one resident. All of the oak trees need to be trimmed, and an estimate was received for $250 per tree.

Social Activities: Nadine Laser reported that the committee started with $726.50 with zero expenses. Income from the garage sale was $526.15, ending the month with a balance of $1,252.65. Upcoming activites include a Potluck Dinner on April 7, the Activity Meeting on April 16, and an Ice Cream Social on April 28. The Social Committee is now selling advertisement space in the monthly newsletter. Michelle requested a copy of the newsletter that she can upload to the website.

OWNER FORUM: No questions from the audience.

Michelle mentioned that 2 people have requested that the Association become FHA-approved, but that process is not within her realm of management. There are companies that charge thousands to guide an Association through this process. Dottie confirmed that this task is not part of Michelleís management contract, nor an issue the Association should deal with. This item only helps buyers obtain financing. It has nothing to do with running this association.

SET NEXT MEETING: The next meeting will be held when needed, with at least 48 hoursí notice by posting the agenda, as required by statute.

ADJOURNMENT: There being no further business to transact, Bill made a motion to adjourn the meeting at 2:30 pm. Denise seconded, all in favor.

Respectfully Submitted,
Michelle Davis
Michelle Davis, CMCA, AMS, CAM #17226, Community Association Manager