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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Tuesday, January 26, 2016
  
Call to Order/Establish Quorum of Directors: President Jim Hamilton called the meeting to order at 6:04 pm in the clubhouse at 7900 Greenboro Drive. In attendance: Vice President Elvis Melena, Treasurer Norm Young, and Director Alicia Ponegalek. Secretary Ken Snella was absent. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Kathy Griffith, Paul and Nancy Pelletier, Hattie Martin, Lynne and Stan Arthur, Rima and Angelo Laviano, Judy Schneider, Kathie Heisey, Rita Valentino, Cathy Valentino, Peter and Pat Engel, and Kathleen Fassler. 

Approval of the Board Meeting Minutes of October 28th: Norm made a motion to approve the Board meeting minutes of October 28th, Alicia seconded, and all were in favor. Lynn stated that the minutes were approved and will be posted on the website.

Financial/Collections: Lynn reported the following: November 31, 2015, the operating account at Sunrise Bank showed a balance of $33,942, but of that amount $10,310 was from prepaid assessments, leaving a balance of $23,632. There is $220,589 in the Reserve Accounts for future repairs. Accounts Receivable are at $50,898 with some owners still owing for sprinkler invoices and many owing for half the 2015 Special Assessment or more. True Foreclosure accounts show total balances of $36,157. The remainder of the receivables, $14,751 is special assessments and sprinkler invoices owed by owners, which should be paid by the end of the year. The current profit and loss statement shows the association over budget by $11,580 for the year. 

December 31, 2015, the operating account at Sunrise Bank showed a balance of $41,167 but of that amount $14,370 was from prepaid assessments, leaving a balance of $26,797. There is $229,861 in the Reserve Accounts for future repairs. Accounts Receivable are at $38,651 with some owners still owing for sprinkler invoices and many owing for half the 2015 Special Assessment or more. True Foreclosure accounts show total balances of $31,000. The remainder of the receivables, $8,000 is special assessments and sprinkler invoices owed by owners, which should be paid by the end of the year. The current profit and loss statement shows the association over budget by $12,334 for the year.

Collections: One active foreclosure is unit 105 with the bank moving forward with their foreclosure. Unit 918 has a pending contract so we are awaiting payment. Unit 709 has paid partial of their amount owing, we are moving forward with our active foreclosure since payment was not made in full. Unit 308 was sold and this should be paid in full by end of December. Lynn has contacted owners either by email or phone calls about balances still owing on their accounts and will try to get owners to bring their balance to zero for the start of the New Year. Late fees will be assessed to those units that are late in paying their 2015 Special Assessments. 

Unfinished Business: 

Building Painting Update: Buildings 400, 700, and 900 were painted by Orlando Prestige and seemed to have done a marvelous job. The completed buildings do look very good. 

Asphalt Update: Burton Striping submitted a proposal for a total of $32,235. Currently, as of November 30th, there is $63,202 in the Asphalt Reserve account. The details of this is: 

  • Sealcoat the entire parking lot-done in 3 phrases-$10,495
  • Saw cut and remove and repair all damaged areas within parking areas-$7,987. Most of the damaged asphalt is caused by tree roots coming through the asphalt. They will remove the surface roots and patch around the area. Once it is repaired over time roots may start to come through again. Management suggested to the Board to look into removing several of the trees in the areas where most of the damage is being caused, the island areas. 
  • Restripe the property as existing-384 lines, 20 handicaps-$1,675
  • Place additional 3 coats of sealant on turn areas-where the big trucks come in and out and along the drive paths-$1,478
  • Paint the word “Decal” along each parking stall in front of the buildings only. This is for decal parking ONLY-two stencils to be purchased but will be ours after work is completed-$125, Paint 184 spots and 12 Handicap spots with stencil-$2,000
  • Speed Bumps-Wanting to install 8 24 foot long speedbumps after the sealcoating job is completed. We will need to send this out for an owner vote but the total cost of this would be $8,600. The speedbumps would go in front of building 100, 400, 700, 2 in front of the 900 building, then front of 800, 500 and 300 buildings. These will assist in helping people slow down while driving through the property. The speed bumps are heavy duty rubber speedbumps.  
  • Install metal drain grate over by 700 building-Safety reasons-$600
Norm made a motion to approve the asphalt repairs and sealcoat as stated above with Burton Stripping minus the speedbumps as this will have to go out to the owners for a vote, for a total of $23,635 to be paid from the Asphalt reserve account. Alicia seconded, and all were in favor. 

Tennis Court Vote: To date, not enough votes were returned, we needed 75% positive votes returned for the tennis courts to be changed to multi sports court. So we needed 90 positive votes, we had a total of 65 votes returned, with 40 agreeing to change the tennis courts to a multi-court and 25 votes asking to leave it as tennis courts. So due to not having enough votes to make this material alteration, we will have to resurface the tennis court this year. The proposals I received for resurfacing are

  • Cross Court-$3,950
  • Elite Court-$4,000
  • Fast Dry Courts-Resurface existing court and patching cracks (which will come back thru) $4,995-Acrylic---Fiberglass resurface-$7,250
  • Nidy-$4,970
  • CSI-$5,390-Fiberglass resurface-$9,320
After much discussion of the tennis courts, it was suggested to the Board that they send another vote to the membership with more details as the reason of changing from tennis court to a multi court, what the real costs of each would be and allow the owners another chance of deciding to resurface the existing tennis courts or to allow the tennis courts to be changed into a multi court. The Board agreed with this suggestion and will send another vote out to the membership to vote on at the annual meeting. The Board does not want to move forward with resurfacing the tennis courts until the vote has been read at the annual meeting. The resurfacing of the tennis court is tabled until after the annual meeting. 

New Business: 

Clubhouse Painting-Lynn reported that 2 different companies submitted their bids to repair all T-111 boards that is rotten, paint the clubhouse, replace wood trim boards, and paint the 2 racquetball court doors (excluding stairwells). Bids were: Orlando Prestige $13,715, and Anchor Painting $9,000. After discussion, Elvis motioned to accept Anchor Painting Bid, however the unknown with the rotted T-111 boards, he stated the painting not to exceed $10,065 to be paid from Painting Reserves. Norm seconded, and all were in favor. Lynn will get Anchor Painting the signed contracts and see when work is expected to start. Breakdown of Anchor Painting Bid: Painting exterior walls, ceilings, columns, and posts $4450, Ceilings of stairwells-$1,000, Fascia, gutters, and soffit-$420, Steel utility doors, $70, and replacement of T-111 Boards with trim boards-$4,125. 

Cosmetic Boards on Buildings 600, 800, and 500-Mike’s Masonry bid numbers for replacing all the cosmetic boards is: Total: $40,620  

  • Building 600-$15,805
  • Building 800-$10,385
  • Building 500-$14,430
After much discussion, the Board agreed to have Mike’s Masonry begin work on replacing the cosmetic boards on buildings 600, 800, and 500. This work has to be completed before painting of these buildings can start, so Elvis makes a motion to approve this work and for payment to be made from National Valley Line of Credit Account, Norm seconded, and all were in favor. 

Painting on Buildings 600, 800, 500. Anchor returned their proposal at: Option 1-$32,925 Option 2-$37,915 (Option 1 is with an 8 year warranty and option 2 is with 12 year warranty) these prices are including the stairwells that have not been replaced.  Orlando Prestige: Total for 3 buildings of $32,175 and then an additional $11,520 for stairwells that have not been replaced, for a grand total of $43,695 difference between the two painters of $10,770. Elvis motioned to accept Anchor Painting bid for the 3 buildings contingent upon how they perform on the clubhouse and not to exceed $34,000 from the Painting Reserves account. Norm seconded, and all were in favor.  

TV’s for gym and Clubhouse-Jim did some research and found 70” LED Flat screen TV at Best Buy for $1,249.99 or $1,497 for the clubhouse. Norm suggested that considering the association does not have extra money to spend like this, could Jim do some research on renting a TV just for the super bowl? Jim stated that he researched it and Aarons would rent us a 65” TV for 30 days for $140. Rent a Center would rent us a TV for $250 for 7 days. Management felt at this time due to money restraints, it would not be beneficial to spend $1000 on a TV, and the Board recommended supporting to rent a TV up to $250 for the Super Bowl party. Jim reported that Bright House has offered to purchase the food items to assist with the party. 

Security System for Clubhouse-ADT was contacted and submitted a proposal for $2,075 to install more cameras around the property. Innovative Surveillance Company also submitted a proposal. This topic was tabled for the time being to be discussed at a later time. 

Clubhouse Floors-Jim received a proposal from a reputable company for resurfacing the floors for $550. Dry fast stripped the flooring and applied 4 coats of finish to clubhouse floor in June of 2012 at a cost of $650. The Board asked if research could be done on purchasing an inexpensive floor buffer at a later time. Management and Jim will research on this topic and report back to the Board.   

Pool Bathroom-There is a bathroom next to the shower at the pool that has always been used for storage. To help people not travel outside the locked gate wet from swimming, we removed the storage items and replaced the toilet, had tile placed on the floor (which we had free here) painted the walls with the paint we already had here and eventually will put a small bench inside for changing clothes. All these expenses equaled out to approximately $1200 to renovate the bathroom. The lock will be changed and fitted with the amenity key and will be open to all residents by February. Norm motioned to ratify these expenses and approve them to be paid from operating funds. Elvis seconded, and all were in favor. 

Ratify expenses: Two outdoor grills bought and placed in the back of the clubhouse, cost for these were $500 then an additional $300 for signage to explain the usage of the grills. Signs for no parking were purchased and placed by the 900 building as school children parents were parking all along here causing safety concerns to pick up their children. Hot water heater for entire clubhouse building. For over 3 years, there has been no hot water due to the tank being so old it quit working. After much research, we purchased a “tankless” hot water heater and installed this for approximately $1,000. The thought was why the association should pay for water to constantly heat up when it hardly ever gets used. The more cost upfront will save the association money in the long run. This has been purchased and installed. The AC unit in the clubhouse, quit working, so a new unit was installed in December through Better Built at a cost of $3200. Norm motions to ratify all these expenses from operating account. Elvis seconds, and all were in favor. Norm, as the treasurer, did state to the Board that no more expenses could be approved unless the expenses were sent to him and he would have to approve them before the work was completed.

Landscaper change: Issues have been ongoing with Bernard with Precession Lawns and management was asked to receive proposals. Three companies that has bid on this property before were contacted. They were: 

  • MIB Lawn care-$1600 monthly lawn service, Fertilization/pest control at $510 monthly, for a total monthly fee of $2,110. (This is my opinion who to go with. This will save us about $600 each month in fees. 
  • Valley Crest-$1,897 monthly lawn service, Fertilization/pest control $613, for a total monthly fee of $2,510
  • Global Greenz-$1,900 monthly lawn service, Fertilization/pest control $345 , for a total monthly fee of $2,245 plus an additional $350 month for Oak tree cutting fee for a grand total of $2595 
Lynn asked the Board to allow her to communicate directly with Bernard and see if issues could be resolved and things could be taken care of. Lynn reported that with other Board members giving directions to the landscaper, along with management, things get turned upside down. So the Board agreed to have Lynn work closely with Precession Lawns for the next 30 days to see if things improve. This topic will be tabled for another meeting.

Manager Report: Electrical issues-Asked BJ for a proposal to remove and replace with LED fixtures in back of clubhouse-quantity of 9 for $585; front of clubhouse qty of 6 for $330 with LED recess trims at 900 lumens for $252; add another receptacle at front of driveway for $80, add lighting in utility room for $175, relocate front fountain GFI for $85 and change photo censor front two outlets of office to be constant power for $125, for a grand total of $1,692. Elvis made a motion to approve the work stated above to be completed, Norm seconded and stated it should be paid from the Lights and Electrical operating expense line item 6106 which has a budget for 2016 of $2,208. All were in favor. Lynn also reported that proposals from the CPA for the 2015 financials were returned and Norm made a motion to approve Mapili proposal to complete the review for 2015 financials for $1,800. Elvis seconded, and all were in favor. 

Announcements: Super bowl Party in clubhouse February 7th with Bright house sponsoring with some of the food. 

Annual Meeting B-B-Q-April 2nd at the clubhouse, will be potluck for side dishes and Bright house will sponsor the meats to grill. Management is working on getting some vendors to have tables in the back of the room and some games to be played are in the works.  

Board Certification class by Clayton & McCulloh at Hilton Rialto at the Airport in Melbourne, Saturday, February 13th from 8-1:15, must register if you want to attend. 

Owner Input: Owner asked if Vance could clean the stairwells going into the gym and Lynn replied that she would have this completed. 

Set Next Board Meeting: It was agreed that Tuesday, February 23rd at 6 pm will be the Board meeting in the clubhouse. 

Adjournment: There being no further business to discuss, the meeting was adjourned at 8:00 pm by Jim Hamilton. 
  
Respectfully Submitted,   
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.