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Garrett’s Run Condominium Association  
Minutes of the Board of Directors’ Meeting 
Wednesday, January 23, 2013 
  
Call to Order/Establish Quorum of Directors: President Kathie Heisey called the meeting to order at 7:02 pm in the clubhouse at 7900 Greenboro Drive. 

Board Members present were: President Kathie Heisey, Vice President Peter Engel, Treasurer Hattie Martin, Secretary Angleo Laviano, and Director Lucia Kirkpatrick. In attendance by speakerphone were: Directors Al Fassler and David Tarantelli. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Rita Valentine, Denise Banton, Rima Laviano, Pat Engel, George Klice and Cathy Griffith. 

Approval of the Board Meeting Minutes of December 12, 2012: Peter made a motion to approve the minutes with changing north/south on the gutter replacement section, and with those changes a motion was on the table.  Al seconded the motion and it passed by unanimous voice. 

Financial Report: 

  • Hattie Martin reported that as of December 31st, the operating account at Sunrise bank showed a balance of $ 58,663.74. To be better insured by FDIC, it was recommended by management to split the reserve account into two accounts. FDIC only insures up to $250,000 and we would soon reach that limit. Therefore, Sunrise Bank reserve balance is $110,099.99 and FBC (Florida Bank of Commerce) reserve balance is $125,005.14, for a total reserve fund of $235,105.14. At Sunrise Bank the account is earning 0.31% interest and at FBC account is earning 0.25% interest. Our A/R is $104,241.11. We have over $59,270 in allowable collectable monies that the accountant recommended last year. In December, unit 305 changed ownership and now has an outstanding balance of zero. Overall for 2012, we ended the year $5,000 over budget, which is excellent as there were a lot of unforeseen repairs that had to be dealt with. Angelo made the motion to accept the financial report as stated, Peter seconded the motion and it passed by unanimous voice vote.    
New Business:
  • First Annual Meeting Notice Approval: Kathie reported that our annual homeowners meeting is the first weekend of April and this needed to be mailed to the owners and ask that 2013 Board members running for candidacy will have to be returned and if more than 7 owners run for the Board, then we will have a secret ballot vote that will be needed. Peter asked about the class requirement for certification and Lynn responded that as long as there is not more than a year gap in them running terms, then the course would not expire.  Peter made the motion to send the first annual meeting notice to the owners as written. Al seconded the motion and it passed by unanimous voice vote. 
  • Special Assessment Letter approval: Kathie requested that the wording be changed on the form to state continued roof replacement and remove the 600 building. Lynn agreed to do this change. Al made a motion to send the letter with the changes for the $200 special assessment per owner, first payment due of $100 by April 30th and last payment of $100 by November 30th. Lynn reminded owners that if they are set up on “ACH” then the owner would have to email permission to Lynn for the association to take the $200 special assessment out on November 30th. Al made the motion to send the special assessment letter out to the owners with the wording changes. Angelo seconded the motion and it passed by unanimous voice vote. 
  • Concrete repairs/Mtce Man Ramp: Lynn reported that in front of 700 and 200 buildings the sidewalks were damaged by various trucks cutting trees, fixing pipes, and age that needed to be repaired. Mike’s Masonry gave us a bid of approximately $700 to repair the sections that were broken. Lynn also requested a ramp be built by the racquetball court to end the golf cart from crossing along the sidewalk beside the racquetball court. The other issue with Mike’s Masonry is 2 concrete flumes are needed for water drainage in front of the 100 building going to the canal and the 2nd flume at the entrance of the 100 road from Greenboro Drive as these areas are all flooded when we have a hard rain. Lynn stated that she felt it would assist with the water runoff in the future. Al made the motion to approve Mike’s Masonry bids for the concrete repairs of the sidewalks, 2 flumes, and maintenance man ramp. Angelo seconded the motion and it passed by unanimous voice vote. 
  • Walking stones along the Dumpster where recycle bins are located: Lynn reported that a homeowner complained about walking along the grass and mud to access the recycle bins as they can no longer be kept in the area where the dumpster are kept. The stones are approximately $2 each. Peter made the motion to approve to purchase 24-30 stepping stones to place in front of the recycle bins in the 3 locations. Lucia seconded the motion and it passed by unanimous voice vote. 
  • Sod/mulch placement: Lynn requested sod to be placed out in front of the pool area where the bushes apparently overgrew the sidewalk. This is not a large area. Also, would like to mulch in front of the office building to spruce up the front where the plantings are. Peter made the motion to approve the sod/mulch in front of the office. David seconded the motion and it passed by unanimous voice vote. 
  • Wiginton Fire Sprinkler Repairs: Tabled for further information to be gathered. 
  • Storm Drains/Catch Basins Cleanout: Tabled for further information to be gathered. 
Unfinished Business:
  • Roof 600 Building Replacement: Tabled for further information to be gathered. 
  • Pressure washing Sidewalks: Tabled for further information to be gathered. 
  • Stairwell Repairs: Tabled for further information to be gathered. 
  • Gutters and Downspouts: Tabled for further information to be gathered. 
Manager’s Report
  • Lynn reported that the safety inspector came out and inspected the property from payroll department. Vance was hurt on the job and filed a Worker’s comp claim. Two areas of concern were the replacement of the safety lights; he will have to a spotter in the future. Also, the power washer has been an issue of having to move the washer and remaining equipment around. Lynn suggested putting the barrel and washer equipment onto a trailer that could be hauled around via the golf cart for just some suggestions to explore for future purchasing. These suggestions will be looked into further and discussed at a later time. 
  • Fire Extinguisher inspections were just completed. The Board asked if Palm Bay Extinguisher could come out and do a class to show how an extinguisher is to be used properly. Lynn reported that she would check into this for the annual meeting. 
  • Visitor parking passes are completed for 2013/2014 and they are GREEN. The blue visitor passes are no longer valid. Residents that need to change the passes, please see Lynn during Wednesday business hours. There is a clause now put onto the visitor passes that state specially that visitor/guests must park in designated spaces and not in front of the buildings. 
  • Annual meeting, Lynn has vendors that are willing to donate towards the annual meeting, but she needs to have volunteers to help host the party. However, it was determined that cold cuts or finger foods would be acceptable for the annual meeting. No cook out at this time. Also a signup sheet would go up and any volunteers that would like to bring a covered dish would be appreciated.  
  • Lynn also had a computer desk, computer, and printer donated to Garrett’s Run and would like to put this in the clubhouse for residents to use to access the web. 
  • Lynn reminded residents that they gym and pool have cameras recording 24 hours a day and to please remind the teenagers that the equipment must be used properly. 
  • Massey Services offered a 5% discount if paid in advancement for the annual contract, with a savings of $138. Peter motioned for the association to prepay for the year to get the discount. Angelo seconded the motion and it passed by unanimous voice vote. 
Owner Input: None.
The next Board Meeting is scheduled for Wednesday, February 27, 2013 at 7:00 pm at the clubhouse at Garrett’s Run. 
  
Adjournment
There being no further business to discuss, the meeting was adjourned at 8:40 pm by Kathie Heisey. 
  
Respectfully Submitted,   
Lynn Hiott, CAM #35322  
Reconcilable Differences, Inc.