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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Tuesday, February 23, 2016
  
Call to Order/Establish Quorum of Directors: President Jim Hamilton called the meeting to order at 6:00 pm in the clubhouse at 7900 Greenboro Drive. In attendance: Vice President Elvis Malena, Treasurer Norm Young, and Secretary Ken Snella. Director Alicia 
Ponegalek was absent. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Kathy Griffith, Paul and Nancy Pelletier, Lynne and Stan Arthur, Rosemary Gleason, Rima and Angelo Laviano, Sue Kelly, Barbara Snella, David Tucker, Theresa Vazquez, Judy Schneider, Rita Valentino, Peter and Pat Engel, and Kathleen Fassler. 

Approval of the Board Meeting Minutes of January 19th: Norm made a motion to approve the Board meeting minutes of January 19th, Elvis seconded, and all were in favor. Lynn stated that the approved minutes would be posted on the website.

Financial/Collections: Lynn reported the following: As of January 31, 2016, the operating account at Sunrise Bank showed a balance of $51,597, but of that amount $21,770 was from prepaid assessments, leaving a balance of $29,827. There is $215,184 in the Reserve Accounts for future repairs. Accounts Receivable are at $36,589 with only 4 owners still owing for part of the 2015 Special Assessment.  The current profit and loss statement shows the association under budget by $38.

Collections: Unit 105 is still in litigation, owing approximately $12,500 to date. Unit 918 is still trying to go through a short sale, which should be completed by end of February. This unit owes $11,000, however to stop the non-payment and obtain a new paying owner, the Board agreed to accept $5,500 towards back assessments and write off about the same. The new owner will be responsible for January 2016 forward fees. 
The last unit still in collections is unit 709, and this unit owes about $9,500. We have heard was that the mother was putting this unit on the market to sell, so when the unit sells, they will have to pay everything that is owed to date. The remaining units are slow payers and are working on getting caught up.  

Unfinished Business: 

  • Building Painting: Anchor Painting is continuing to work on the clubhouse. Wood repairs are more than originally thought, but repairs and then painting should be completed by early next week.
  • Building 600, 800, 500 Cosmetic Bands update: Mike’s Masonry has started repairs on the 600 building cosmetic bands. This work will continue for several more weeks. There are now photos to be shared with the Board regarding how the cosmetic boards are being replaced. Also, Mike was wrong on some of his numbers on the initial verbal quote he gave management, so for building 600 the total is $20,810, which is a difference of $5005, due to his not adding in one complete side of repairs. So grand total for all three buildings will be $45,625. The Board approved this contract in the last meeting, so Norm made a motion to approve the remaining unaccounted for amount of $5,005 to be paid from the line of credit with Valley National Bank, as was stated in the original motion for approval. Elvis seconded this, and all were in favor. 
  • Asphalt Update-Burton Striping will be on property starting February 29th to begin repairs to the broken asphalt areas. During his repairs, the areas that he will be working on will be marked off limits, so owners please let your tenants and guests know that the areas that will be marked off cannot be driven on or parked in. These areas will be spray painted in orange. The actual sealcoating of the parking lot will not take place until Mid-March. The parking lot will be sectioned off into three sections. We will post notices on areas that will be closed due to traffic and these areas will be closed for 3-5 days. We will let owners/tenants know where they can park during this time. Notices will be posted on all doors in black and white and the colored versions will be posted on the bulletin board out front. Jim asked management to contact the towing company to get towing placed on hold until all the sealcoating is completed as owners and tenants will have to park in various locations. Management will contact them to stop towing from the property from March 14th thru 23rd.
New Business:
  • Painting Buildings 600, 800, 500: Jim reported that the bids had been received from Anchor painting and Orlando Prestige. Jim stated that due to some of the concerns with Anchor’s team painting the clubhouse, he highly suggested that the Board consider approving Orlando Prestige. Management contact Clay with Orlando Prestige and he lowered his original bid quote to meet the Board’s request. The base bid from Orlando Prestige was $31,990 to paint buildings 600, 800, and 500. This included all exterior painting of all previously painted masonry walls and ceilings, wood fascia and soffit, old and new wood stairwells, downspouts, metal flashing, first and second floor screen enclosure frames (one side only) and 28 front side doors. Anchor Painting’s bid was higher at $32,925. Elvis made the motion to accept and approve Orlando Prestige’s proposal for painting buildings 600, 800, and 500 buildings, to be paid from the paint reserve account. Norm seconded, and all were in favor. Jim stated that the painting would commence April 4th, with power washing and prepping of the buildings. Notices will be posted to allow residents to be notified and to make sure all front and back balconies are cleared of personal property. 
  • TV and Pool Table: Before the Super Bowl, the Board approved up to $250 to rent a large screen TV for the Recreational room. However, after more investigation, it was found that just to rent the TV for a week would cost $250, and to purchase a new 55” TV was only $329. So the Board allowed management to purchase the TV and mount from Best Buy. Vance and Jim put the TV up and we want to extend our appreciation to them. They did a great job. There also is a Blue-Ray DVD player that turns the TV into a “Smart TV”, what means that you can log onto Amazon, Netflix, or even U-Tube to play videos on the TV. Each individual must log on with their account information to access the specialties. There are directions located under the TV on how to use the remotes. Lynn will be adding a Wii Station with 3 controllers and a few games as well later in the month. This will be accessible to all residents of Garrett’s Run. Wii is a gaming station that allows you to move with the game. There is Bowling and Golf and Basketball available. It is a fun game system. 
  • Regarding the pool table, Lynn found an all-inclusive pool table that came with 12 pool sticks, 2 sets of balls, racks for the walls, pool table light, and many other accessories all for $200. This was a steal of a deal, so Lynn worked with the Board and bought the table. It took an additional 7 men to help move the pool table and place it in the Rec room. All has been completed, installed, and rules placed. We hope everyone is able to enjoy this new addition. 
  • Wi-Fi Access: The clubhouse is now a Wi-Fi Hotspot thru Bright house. The directions on how to access Wi-Fi is located just inside the door on the right on the wall. If you access the Wi-Fi, you must pay for internet inside your home (up north or here) and Bright house allows access. You must register your account thru their website “My services” and once you have established a user name and password, you will be able to connect. If you don’t pay for internet in your home, then they also give the capability to pay as you go for Wi-Fi services. All directions are on the wall inside the clubhouse. Should you have any questions or concerns, please see Lynn Hiott in the office. 
  • Rule Revisions Approval: Lynn reported that the rules were emailed to the Board for their approval and once they approved them, then they must be mailed out to the owners so that they can review them. Once this has been completed, then the Rule Revisions will be added to the annual meeting agenda for discussion and approval. The new rules consist of Charcoal Grill rules, Clubhouse TV, gaming system rules, pool table rules, and Wi-Fi instructions. Elvis made a motion to approve the mailing of the amended rules as discussed and to include them on the annual meeting agenda for approval. Norm seconded, and all were in favor. 
  • Annual Meeting: Lynn reported that April 2nd at 10 am is the annual meeting. Lynn reported that there are 11 candidates who offered to serve on the Board of Directors for 2016. An owner asked if those candidates would be announced. Lynn reported that Stan Arthur Unit 106, Peter Engel Unit 304, Kathleen Fassler Unit 312, Rosemary Gleason Unit 904, James Hamilton Unit 914, Kathryn Heisey Unit 616, Angelo Laviano Unit 701, Mary Orr Unit 906, Alicia Ponegalek Unit 318, Eugene Lee Shultz Unit 603, and Johnathan Tucker Unit 313 all sent in their intent to run before the deadline. Lynn stated that ballots will go out and owners can vote for up to 5 candidates that they would like to represent the owners. The ballot system is very precise and ballots that have more than 5 choices will be invalid. She also reminded owners that the ballots have to go into the ballot envelope, be sealed, then placed into the outer envelope where the owner would sign their name and put their unit number on the outside of it. There is also a proxy for all owners to sign and vote on changing the tennis court to a multi-sport court, adding speed bumps throughout the property, and allowing email versus printed copies for association official mailings. These proxies can be hand delivered, faxed, or scanned in and emailed or sent by the US postal service. Once all the owners receive their packages, if they have any concerns on how to complete the process, Lynn is happy to walk them through the process. Lastly, the Board will be hosting a B-B-Q lunch after the annual meeting. There is a massage therapist coming in to set up a table to give free massages, and Lynn’s dad will attend to answer VA Benefit questions, since he works at the VA in claim benefits. We hope to have a few more vendors participate, but are still working on that. Bright House has agreed to sponsor our party and purchase all the meats that will be grilled. So we will be asking the residents to bring a covered dish to share with everyone. We will have a signup sheet in the clubhouse and ask that anyone attending please sign up with what type of covered dish you will be bringing. We will have some games available to play; “corn hole” which is a version of horseshoes but with corn bags, and if any residents have other suggestions, please talk to Lynn.
Manager Report: Lynn reported that there have been some concerns and discussions with the fire alarm monitoring companies, and she is trying to get proposals for the yearly monitoring. There have been issues with the phone system in the office and management is trying to sort through all of the problems. Lynn will report on both of these items in the near future. Lynn did report to the Board that she will not be in the office the week of March 7th thru the 14th due to her husband having surgery. He will not be able to have any weight bearing on his feet. She will be available by phone if anyone needs to speak with her. The Board understood and approved Lynn’s absence to be with her husband. A notice will be posted on the front door displaying the phone number to contact for any reasons during her absence. 

Owner Input: None. 

Set Next Board Meeting: It was agreed that Tuesday, March 15th at 6 pm will be the Board meeting in the clubhouse. 

Adjournment: There being no further business to discuss, the meeting was adjourned at 7:00 pm by Jim Hamilton. 
  
Respectfully Submitted,   
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.