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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting
Wednesday, February 22, 2012
 
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: Vice President Peter Engel, Treasurer Hattie Martin and Director Al Fassler.  Secretary Marion Geiger was absent.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Rima & Angelo Laviano, Harry Gruenthal, Kathleen Fassler, Patricia Engel, Peter Cassese, Barbara and Ken Snella, and Rita Valentino.

Approval of the Board Meeting Minutes of January 25, 2012: Al Fassler made a motion to approve the minutes as written. Peter seconded the motion and it passed by unanimous voice. Lynn stated that the minutes would be posted to the website at www.reconcilabledifferences.net. 

Financial Report:

  • Hattie Martin reported that as of January 31st, the operating account at Sunrise bank showed a balance of $ 36,166.79. Sunrise reserve balance was $ 215,688.99, for a total of $251,855.78. Our A/R is $ 87,607.77 with 4 units that have not paid in over four years for a total of $56,700. No outstanding bills at this time. Peter made the motion to accept the treasure’s financial reports, Al seconded the motion and it passed by unanimous voice vote.
Unfinished Business:
  • Collections/Legal Update: Lynn reported that they only new information on this topic is unit 902 was not closed on today due to some discrepancies in the media outlet, so C&M has requested a new sale date. Unit 218 has sent full payment to C&M and the association should receive an estimated $12,000 to payoff this account. 
  • Re-Roofing Update: Lynn reported that legalities are still ongoing between Jason Duff and the association. Joe Horschel’s company did start the 500 building roof replacement and should have the 700 building completed also within 2 weeks. Owners have reported that this company is more professional and definitely cleans up after themselves. Lynn reported that the new wind mitigation forms for the previous completed buildings are available to send to any unit owner via email for a possible discount on their HO6 policies. The Board tabled the discussion about the exposed nails on the stairwells until the next meeting. 
  • Cosmetic Board Update-Lynn reported that Ralph’s Handyman services has completed the 200 building, and is scheduled to begin work on Tuesday of next week on building 300. He has submitted a bid for building 500 for $2600; Building 600 for $4230 and building 800 for $3180, then $200 for each building to clean the gutters while up with the boom. The Board will approve the next building in-between the meetings. 
  • Tree Removal from behind 300 Building/Trimming of Oak and Palm Trees-Lynn reported that there were four bids received for the removal of the trees behind the 300 building, they are: Bluebell $2650; Clean Cut $3700; 4 Quality Tree $2000, and M&M Professional for $3300. Peter motioned to accept Bluebell’s bid, pending the timeframe of the inspector and the start and ending date. Al seconded the motion and it passed by unanimous voice vote. Lynn will schedule a meeting with the inspector from West Melbourne to verify that the permits can be pulled with no fees. 
  • Parking/Decal Final Announcement: Towing will begin April 1st for vehicles not in compliance. Most units have complied with decals or visitor passes. This information will be included in the upcoming newsletter as a final notice to all owners and tenants. The Board declined at this time to repaint the visitor spaces. 
Manager’s Report
Maintenance Report For February: Lynn reported from an update from Vance of the following: 
  • Met with Barry from Bluebell about sprinklers; Painted Electric and Cable room doors on building 300, 400, and 200; installed signs on electrical and cable rooms after painting; Met with carpet company for an estimate for rental unit 906; Met with ADS to test all of the bells on the units; Sanded and painted old table for back patio; Replaced hose bib valve in golf cart area; Met with All Air and Heat, Hoskins, and Marrs for estimates on gym AC, then assisted Hoskins with the contract; Installed kick plate on phone room door on 916; Assisted Wiginton on leak to sprinkler system; Met with Tropical Blast and several other companies for bids for Pressure washing.
  • Fire Marshal Update-Lynn asked for an extension and this was granted from Fire Marshal, should have re-inspection within 2 weeks. 
  • Inspector Valves and Calculation Plates-Received 2 bids, one from Wiginton for $3960 and All Florida Fire Sprinkler for $2870, Al motioned to accept All Florida Fire Sprinkler bid for $2,870 to install the inspector valves and calculation plates, Peter seconded the motion and it passed by unanimous voice vote
  • Bell Replacements: Lynn reported that there were 17 bells that were not working properly and All Florida came in with a bid of $65 each to replace, where ADS was $75 each. Peter asked the question to see what the charge would be for installing a 2nd bell on the 2nd landing so the parties on the 3rd landing would hear the bells. Lynn stated that she would check on this information. Peter motioned to accept All Florida Sprinkler’s price of the $65 each to be completed as this was in violation with the Fire Marshal. Al seconded the motion and it passed by unanimous voice vote. 
  • Signs-The signs purchased were for the “Local Alarm Only. You must dial 911” to be placed above each pull station. These were purchased for approximately $500 and Vance will install them by the end of the week so that the association will be in compliance with the Fire Marshal. 
  • Keys needed for Brighthouse upgrades-Lynn and Vance has been trying to go through the keys to verify that they work. There have been a lot of keys that have not worked. Lynn requested that a mass letter be sent to each homeowner to have them verify the updated keys. Kathie suggested that this information be included in the upcoming newsletter as a warning stating that if the homeowner is not home at the time of the Brighthouse upgrades and the association has to contact a locksmith, the homeowner will be financially responsible for this bill. Access has to be available to complete this project. Management has agreed to assist and supervise Brighthouse during this upgrade. Management will let the Board know by the next meeting on the additional fees that will be charged. 
  • Certification Class which will be hosted by Larsen and Associates our attorney. There are several dates available, however, the Board has chosen the date of March 31st. Registration will be from 10:30 am to 11:00 with a lunch and learn from 11:00 am to 2:00 pm. The class will be held at Whitely Bay Condominiums in Cocoa. A flyer will be available for those interested in the class.
  • ·  Sprinkler certifications: Lynn reported that the sprinkler certifications are ready for distribution. It is easier for owners to contact Lynn by email for her to send either to them or to their insurance agent. This should help each homeowner get a discount on their HO6 policies. 
  • AC Condenser Lines Cleaned out: Lynn reported that 2 bids have been received for cleaning out the AC condenser lines which needs to be looked at by the board with summer just around the corner. This could be a huge expense for the association in damages from these lines being clogged. Steve Hoskins bid $1500 plus $400 to rebuild the 20 or so lines that are going right into the ground, unable to drain. All Air and Heat bid $3600 for the same work to be completed. If the association takes this first step, we can include in the letter to the owners that from this point forward, it is up to each unit owner to continue to do this yearly on their own otherwise be solely responsible for backup if it occurs. The Board stated that this should be a homeowner’s expense and if either company is willing to do a bulk rate price, which this could be offered to the homeowners with a sign up list in the office. Lynn will get this signup list started and made available in the office. The homeowner will need to be home for this inspection or made prior arrangements with a friend to be present. Management or the Board of Directors cannot allow access into anyone’s unit for this purpose.  
  • Steve Hoskins also quoted homeowners a Periodic Maintenance Inspection for $30 per inspection, also installation of a safety switch to prevent condensation drain overflow for $50 per unit and they will teach the homeowner how and where to put the bleach into the lines. This is a signup request only for homeowners. They will need to pay the company directly, not the management. This sign up list will also be made available in the office and will be announced in the upcoming newsletter. 
  • Lynn reported that a homeowner requested to plant her Norfolk Pine Tree on the property and she supplied management with a note and a drawing. Management approved this request and placed it in her file. 
  • Lynn reported that someone stole the lock off the racquetball room court last week and management has this on video and police were contacted with a case number. Management was requested to bill the owner for the replacement of the lock. 
  • Lynn reported that management sent out 1st Notice of Annual meeting, which is April 7th. She has been trying to get Brighthouse or Sunrise Bank to sponsor the meeting and provide breakfast items for goodies.  Also, management will be announcing board nominations and she reminded all owners to look at this strongly as volunteers are needed in all areas. 
New Business:
  • Condo Declaration Committee Report-Al reported that a response was received from Frank with Larsen and Associates on this, and it will be approximately $1000 to re-write the documents with the amendments. Al reported that there are over 34 rentals in this community and the committee is trying to add an amendment to the documents to cap the rental percentage to 20% to help buyers get FHA approved loans. 
  • Ratify Gym AC Unit Purchase and Drywall Repairs-Lynn reported that bids were received for the AC condenser unit to be replaced in the gym from Marrs at $2100 with 5 year warranty; All Air and Heat for $2100; and Steve Hoskins for $2045 with a 10 year warranty. The Board approved Hoskins with an in-between action due to the gym being without air-conditioning. Hoskins installed the unit, pulled the proper permits, and the inspector failed the inspection with issues not with the condenser that they had replaced but with the air handler unit itself. Lynn asked the Board if they remembered who replaced the air handler as there were several code violations that had to be repaired, otherwise the inspector would not sign off on the permit. Al motioned to have Hoskins complete the repair to bring the association within code compliance. Peter seconded the motion and it passed by unanimous voice vote.
  • Drywall repairs ratify amounts, Ralph’s Handyman Services did drywall repair work on Units 302, 701, 702, and 309, plus he repaired exposed wires with 3 electrical boxes and replaced the lights from the hallway to inside the racquetball rooms for a total of $1016.93. Peter motioned to accept the amounts ratified as stated, Al seconded the motion and it passed by unanimous voice vote.
  •  Brighthouse Contract: Lynn reported that the Brighthouse contract is due to end in early June of this year. She was able to negotiate with them a 7-year contract versus a 10-year contract. She also negotiated for them to come into the community and install a 2nd line at no charge to the homeowners as all the lines were going digital. After this installation, all units will have digital cable which means they are going from 100 channels to over 200 channels and they will get the reduction on their bill if they have a digital box. She also was able to negotiate a $6,000 sign-on bonus with Brighthouse, which can be used anyway the Board feels necessary. After discussion of the contract, Al motions to accept the Brighthouse contract as written with the perks, Hattie seconded the motion and it passed by unanimous voice vote.
  • Social Hour Announcement-Al reported that during the time the snowbirds come down, every Friday night at 7 pm they have coffee and snacks in the clubhouse. All are encouraged to attend and have fun. 
  • Annual Meeting Announcement-Lynn announced that the Annual meeting will be held on Saturday, April 7th starting at 10 am at the clubhouse. She reminded all owners to return their proxies even if they are planning on attending. These will be mailed out to all owners within a week or so. Please watch out for this very important mailing. 
Owner Input: None.

The next Board Meeting is set for Wednesday, March 21, 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 8:45 pm by Kathie Heisey
 
Respectfully Submitted,  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.