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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Wednesday, March 18, 2015
  
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: Vice President Peter Engel, Secretary Angelo Laviano, and Assistant Treasurer Hattie Martin. In attendance by speakerphone: Director David Tarantelli. Director Traci Niederriter was absent. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Terri Vazquez, Judy Schneider, Rita Valentino, Rima Laviano, Pat Engel, Josephine McLean, Scott Tilly, Tauhida Parveen, Pat Cassese, Elvis Malena, Lucia Kirkpatrick, Barb and Ken Snella, Jane and Jim Hamilton. 

Approval of the Board Meeting Minutes of February 25th: Peter made the motion to approve the minutes as written. Angelo seconded, and all were in favor. Hattie abstained due to leaving early during the meeting. Kathie stated that the minutes were approved and will be posted on the website.

Financial Report: Hattie reported that as of February 28, 2015, the operating account at Sunrise Bank showed a balance of $52,611, but of that amount $22,203 was from prepaid assessments, leaving a balance of $30,408. Sunrise Bank reserve balance is $157,816 and FBC (Florida Bank of Commerce) reserve balance is $85,633 for a total reserve fund of $243,449. Accounts Receivable are at $42,632 with owners still owing for the sprinkler invoices and some owing from the 2014 special assessment. The current financials showed the Association under budget by $12,441. Peter made the motion to accept the financials as stated, Angelo seconded, all were in favor. 

Collections: Lynn reported the following: Unit 918 is the one we are trying to consider a deed-in-lieu of foreclosure. Lynn is continuing to work with the attorney on this account. Unit #105 had her realtor express a desire for the Board to accept a payoff balance of approximately $4000, which the Board declined. The association attorney responded to the Board via email and stated that the Board had taken the best option for this unit by not accepting the payoff amount and continuing forward with their foreclosure. 

NEW BUSINESS: 

  • Management “Scope of Work” RFP Discussion: Kathie reported that she sent the RFP’s out to 16 management companies with the deadline to return them by March 16th, and they have received 7 responses and the next few days, they will get together with the committee and the new Board to move forward with deciding on which ones to go with.
  • · Building Painting: Lynn reported that her and a few of the Board members met with the painters last week and the Board has some further requirements and so the painting consultant Shawn with Sherwin Williams changed the specifications and resent it to the painters. They are forthcoming in returning their changes to the Board to be later discussed. 
  • Pool Deck Issues: Lynn reported that the Board agreed to sign the contract with All Phase pool remodel for the amount of $9,750. They also approved the pavers Elite bid, but found out that the bid did not address the issues regarding the drainage. The Board then met with this contractor, asked a lot of questions and voiced concerns. Bryan with Elite stated that his original bid was simply a band aid and would not repair the actual problem. After meeting with the Board, Bryan submitted a new bid to fix the drainage problems within the pavers, which amounted to $4,000 to correctly repair the pavers. Angelo motioned to approve the revised bid of $4,000 to move forward with the corrections, Peter seconded, and all were in favor. Hattie recommended that the pool reserve fund be utilized for payment.  Lynn reported that the pool will be closed from April 20th for about 3-4 weeks, signs will be posted for the closure. 
  • Roof 200 Building: Tabled for the new Board to discuss. 
New Business
  • Landscape Committee: Nothing to report. However, Lynn reported that several companies were sent an RFP for other landscapers to bid apples to apples. Jim and Lynn has met with several of the contractors. Jim addressed this and would like to possible allow US Lawns to come into contract with Garrett’s Run. 
  • Ratify Maintenance Christmas Bonus: Kathie explained that a Christmas bonus was given to Vance AuClair. She asked the attorney to send a vote out for an action in between Board meetings, which had to be approved unanimously. All the Board members agreed to the bonus and this is just to simply ratify that decision. David made a motion to ratify the bonus to Vance for the 2014 Christmas Bonus. Peter seconded the motion, and all were in favor. 
  • Pool Furniture: Lynn reported that Vance cleaned the existing pool furniture and they look good. The Board approved money to spend last year and Lynn found a great deal at Bed, Bath, and Beyond and purchased 16 chairs, which will go out to the pool after the repairs have been completed. Another request that the new Board is looking into is umbrellas and replacement of 2 of the tables. Lynn also reported that 2 smoking receptacles had been purchased as well, with one in front of the office and the other one in the back of the clubhouse. 
  • Replace/repair fencing around dumpster: Lynn reported that she took Vance today to pick up the supplies to repair the fence that was damaged from the tenant’s children and should be repaired within the next week. 
Manager’s Report: Nothing to report. 

Owner Input: 

Set Next Meeting: The next Board Meeting is scheduled for April 4th, which is our Annual Meeting at 10:00 AM. 

Adjournment: There being no further business to discuss, the meeting was adjourned at 7:35 pm by Kathie Heisey. 
  
Respectfully Submitted,   
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.