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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting
Wednesday, January 25, 2012
 
Call to Order/Establish Quorum of Directors: President Kathie Heisey called the meeting to order at 7:00 pm in the clubhouse at 7900 Greenboro Drive. Other Board Members present were: Vice President Peter Engel, Director Al Fassler, and Treasurer Hattie Martin. Secretary Marion Geiger was absent.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Sal and Nancy Ferrara, Francis Grady, Fred Sohlstroma, Rita Valentino, Ken and Barbara Snella, Josephine McLeon, Cathy Griffith, Rima and Angelo Laviano, George Klice, Rose Marie Culhone, and Patricia Engle.
 
Approval of the Board Meeting Minutes of November 2 2011: Peter made a motion to approve the minutes as written. Al seconded the motion and it passed by unanimous voice vote.  

Approval of the Budget Meeting Minutes of November 30 2011: Peter made a motion to approve the minutes as written. Al seconded the motion and it passed by unanimous voice vote.  Lynn stated that the minutes would be posted to the website at www.reconcilabledifferences.net . 

Financial Report:

  • Hattie Martin reported that as of December 31st, the operating account at Sunrise bank showed a balance of $22,980.80. Sunrise reserve balance was $214,124.81, for a total of $237,105.61. Our A/R is $87,453 with 4 units that have not paid in over four years for a total of $56,700. Prepaid assessments were $10,300 and $11, 289 to bills paid. This is a preliminary report for 2011 and the association is within budget, $8,000 less than budgeted. Al made the motion to accept the treasure’s financial reports, Peter seconded the motion and it passed by unanimous voice vote.
  
Unfinished Business:

Collections/Legal Update: Lynn reported that unit 510 the daughter is taking over and has asked for a payoff letter, which is just under $10,000. Unit 808 has requested a cost deposit to move forward with the foreclosure. Unit 902 has a sale date of February 22nd and if the association takes title then the attorney will issue an eviction within 48 hours. Unit 406 was closed for false accusations. Unit 805 was sold to US Bank and the association is entitled to everything that is owed, closed February 6th with new ownership. Unit 308 was closed for false accusations. Unit 508 paid in full, Unit 709 and 613 remain active in payment plans. Unit 218 has asked for a payoff letter from attorney of $16, 200. Unit 603 continues to move forward with the foreclosure procedures. Larsen and Associates continue with their new cases and are moving aggressively. Hattie reported that with all these updates the amounts from the A/R will decrease by $17,000. 

Re-Roofing Update: Lynn reported that there is currently a lawsuit that Jason Duff filed against Garrett’s Run Association and are currently in litigation. Joe Herschel Company has been retained to finish the roofing of building 500 and 700, which work should commence on February 20th and completed by March 1st, which will allow the association to receive the Tamko labor certifications.  Joe Herschel Company bid for vinyl to be placed on each stairwell to cover the exposed nails at $475 per stairwell. The Board requested this topic to be tabled until next meeting. 

Manager’s Report Lynn reported that while looking through the insurance policy’s discovered that there was no coverage for worker’s compensation for volunteers on the property, which she initiated a policy to be written. Also the fidelity bond was under as well, so this was increased to $300,000 for an additional cost of $65 per year. The office personnel is no longer with Reconcilable Differences due to the fire that occurred at the management office and Lynn stated that this need is not required at this time and the Board could look into this further at a later time. Lynn reported that Vance has done an excellent job in painting the electrical and phone room doors to give the complex a cleaner look and has completed buildings 100 and 200, even though this is a slow process, work is being completed. Pressure washing of the sidewalks has been completed this year and the buildings are being discussed and are currently accepting proposals from commercial cleaning companies as there are no water connections on the back of the buildings. Vance will attempt to mist the northern buildings to see how this does. This item will be discussed at the next meeting. Lynn reported that new furniture in the back of the clubhouse had been purchased and looks great. Now owners can enjoy their time outside under shade in rocking chairs. 

New Business:
Fire Marshal Violations: Lynn reported that most of the fire violations have been resolved. The installation of the inspector valves and calculation plates are still being considered. Lynn has been unable to locate any of the fire sprinkler original blueprints to assist in these violations, but she continues to look for these. Lynn reported that Wiginton will be completing the sprinkler certifications for each of the buildings and suggested that homeowners put their request in for the certification to be given to their insurance company for a possible reduction in their HO6 policies. 

Parking Decals and Parking spaces: Peter stated in consideration of owner’s concerns, the Board recommends that every unit owner that presents a car registration and driver’s license will be issued up to two decals per unit with two visitor passes. If a tenant comes in to retrieve their parking decals, a current lease MUST be in the file or no decal will be issued. A decal allows owners or tenants to park anywhere in front of their buildings. March 1st will begin the towing of illegal vehicles on Garrett’s Run property at the owner’s expense. Appointments can be made with management for issuance of decals after normal business hours. 

Ratify past expenses with in-between Board actions: Due to the Board not having a meeting in December, the following expenses need to be ratified and they are: 

  • Purchase of a new irrigation pump for $575; Cosmetic board repairs on 200 and 600 buildings from water damages for $768.72; Wiginton fire repairs from violations found in December for $910; Rental expenses for unit 906 to get ready for tenants for $300, and pool pump replaced for $700. 
Peter made the motion to ratify the above expenses as stated, Al seconded the motion and it passed by unanimous voice vote.

Carpet in Rental unit: Lynn reported that three bids were received for replacing the carpet in unit 906 with Chapman biding $1691; Floor Trader bidding $1623; and Carpet Fashions not following bid procedure. Al made the motion to accept Chapman’s contract for $1691 to replace the carpet in Unit 906.  Peter seconded the motion and it passed by unanimous voice vote. Lynn reported that this fee will be charged to the unit. It was reported that the rental unit was renting for $550 per month, $500 security deposit and a $50 administrative/background fee. The lease was signed with a tenant for 12 months. 

Reserve Study: Hattie reported that the Reserve Advisors came in with the best bid of $4,500 and that the reserve had the money for this study. She stated that this expense is needed approximately every 10-15 years and the company will do a follow up study every 5 years. The study will assist the association in determining if the reserve funds are being spent properly and putting projects into priority listing. This topic will be tabled for the next board meeting so that the company can come out to have a meeting with the Board members to discuss the contract more in depth. 
 

Contracts:

  • Gutters cleaned out-tabled until more bids are received.
  • Ralph’s Handyman Services for replacing cosmetic bands on buildings 100 and 300, total contract price is $5, 200. Al made a motion to accept this bid using Hardy board for replacement and not pine wood. Peter seconded the motion and it passed by unanimous voice vote.
  • Wind Mitigation forms for 2012: Lynn reported that new forms became affective February 1st, and Honor Construction would complete these for $60 per building that had their roof replaced for a total of $240. Al made the motion to approve this bid, Peter seconded the motion and it passed by unanimous voice vote.
  • Tree trimming of the Oaks and Palm trees and removal of Oak trees was tabled for further investigation. 
  • Painting of doors and stairwells was tabled for further discussion. 
Assign Committee for changing documents regarding rental percentage not to exceed 20%. Al volunteered to chair this committee and Angelo agreed to assist with this committee. The committee announced they will meet every Wednesday at 5 pm in the clubhouse to discuss this amendment. 

Owner Input: None

Next Board Meeting:
The next Board Meeting is set for Wednesday, February 22, 2012 at 7:00 pm at the clubhouse at Garrett’s Run. 
 
Adjournment:
There being no further business to discuss, the meeting was adjourned at 9:49 pm by Kathie Heisey
 
Respectfully Submitted,
  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.