Garrett’s Run Condominium Association
Minutes of the Board of Directors’
Wednesday, March 21, 2012
Call to Order/Establish
Quorum of Directors: President Kathie Heisey called the meeting to
order at 7:05 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, Cathy Griffith,
Kathleen Fassler, Patricia Engel, Ken Snella, and Francis Grady.
Approval of the Board
Meeting Minutes of February 22, 2012: Peter made a motion to approve
the minutes as written. Al seconded the motion and it passed by unanimous
voice. Lynn stated that the minutes would be posted to the website at www.reconcilabledifferences.net.
Hattie Martin reported
that as of February 29, the operating account at Sunrise bank showed a
balance of $ 41,124.39. Sunrise reserve balance was $ 224,364.65, for a
total of $265,489.04. Our A/R is $ 90,372.77 with 4 units that have not
paid in over four years for a total of $56,700. Prepaid assessments are
$21,090.00. Post February 29 payment has been received for two outstanding
accounts for $14,426, which brings the A/R down to $75,846. We have received
the credit reimbursement from Tamko for our roofs that have been completed
to date for $18, 681.56. There are 2 receivable accounts that have been
delinquent since mid 2007. One unit the bank has taken title to but we
have not been paid in full yet, another account is owing $6154, which the
association has taken title to and entered into a rental lease and in approximately
2 years with them paying current assessments and little towards outstanding,
the amount will be paid in full within 2 years. Peter made the motion
to accept the treasure’s financial reports, Al seconded the motion and
it passed by unanimous voice vote.
Collections/Legal Update: Lynn
reported that she had met with C&M for over 3.5 hours the day before
going through all the accounts one by one. Lynn stated that the reason
behind most of the accounts being quite delayed is when C&M opened
the accounts they only opened them as a “mortgage foreclosure” and therefore
would only “monitor” them and not begin collection accounts where the association
foreclosed. This is no longer the story; all accounts have been opened
as association foreclosures. Prior management approved the monitoring only.
She also reported that on the two accounts where money was received there
was $9200 that had to be written off as bad debt as the units qualified
for a statutory reduction and the association was only entitled to 12 months
or 1% of past assessments. Lynn did ask for approval on one account that
was now 4 months behind in assessments to send to the new attorney Larsen
to begin collections. Peter made the motion to send account 306 to Larsen
to start foreclosure proceedings. Hattie seconded the motion and it passed
by unanimous voice vote. Peter asked Lynn to obtain dates of when the liens
had to be re-recorded as they were only good for one year. Lynn agreed
to get this and stated that she had just signed for unit 603 to continue
for another year. Lynn explained to the Board that Larsen and Associates
has a website that they can at any time check on the status of any of the
collection accounts. Lynn will forward them the password to retrieve this
information. Peter asked Lynn about unit 902 and she reported that it was
scheduled for courthouse sale for April 18th and would report on this at
the next meeting.
Audit Update: Lynn reported
that her and Hattie had met with the auditors from Gerstle, Rosen &
Goldenberg, PA and went through all the financial records for 2011. They
have begun their task of completing the audit and should have a draft version
ready before the next meeting. Peter requested that the CPA meet with the
Board to explain the audit and then possibly with the owners. Lynn stated
that she would work on this for the next meeting.
Re-Roofing Update: Lynn reported
that the 500 and 700 buildings have been completed and the wind mitigation
forms are completed as well and are available on the website. The 400 building
is scheduled to be completed the beginning of May with Joe Horschel’s company.
Cosmetic Board Update-Peter
reported that these boards hide the stucco and the boards are rotted with
a flange that is over the board, which is to help divert the rain water
from entering the buildings. Peter reported that Ralph has done a wonderful
job replacing these and doing a good job with caulking them and sealing
the holes found underneath. Peter requested that he bid the buildings that
are remaining to replace all the boards and not just the ones that are
rotten. Lynn stated that she would get this bid to the Board for the next
meeting. To date, buildings 200, 300, 600, and 500 have been completed
with repaired boards.
Tree Removal from behind 300
Building/Trimming of Oak and Palm Trees-Peter reported that another visitor
has been out to inspect the Oak Trees and he determined that the 6 previous
trees that were initially identified behind the 300 building were impacting
the buildings and would qualify for removal. We asked him to walk around
the complex and he identified 3 trees behind the 200, 500, and 800 building
that are impacting and would have no problem granting a permit for removal.
He stated that in order to approve a “non-fee” permit, you would have to
replace the trees with an “approved tree” planted anywhere on the property.
Peter contacted some nurseries and is in the process of getting prices
on the approved trees. Peter reminded everyone that West Melbourne took
out some trees in 2003 and they did not have to replace trees and as he
read the code he would like to inquire more into why they didn’t have to
follow this as they are not waived from this. He will try to get an answer
to this for everyone. Lynn also stated that she tried to argue that the
12 trees that were just planted within the last year could be used and
they denied this as they were not approved trees. Permit is ready to be
sent in but can’t send it in until we know what trees will be replacing
them. Peter stated that the amount for the trees to possibly replace is
estimated at $600 for replacement. Lowe’s will give us a 1-year warranty
on death of the tree with replacement. Peter also stated that it needs
to be considered as well to have all the trees trimmed at the same time.
Parking/Decal Final Announcement:
Towing was included in the newsletter. It was explained that any vehicle
parking in front of the buildings without a decal the vehicle will be towed
at their expense. April 1st will start the official towing of unregistered
Condo Declaration Committee
Report: Al reported that they are still on the right path to get something
written to amend our documents regarding the rental units. We are now at
48 rentals and Al reported that if the association crosses the 51% in rentals,
then the association would lose their ability to maintain their exemption
with the county with the pool, which would cause the association to incur
a lot of extra fees to comply with the county regulations. He also
spoke on FHA loans not being approved for communities over 20% rentals
versus homeowners. The lawyer is drafting an amendment now that will be
sent to owners for a final vote later on.
Larsen has agreed to do
a Board Certification Class which is a lunch and learn for any homeowner
that has a desire to be a Board member. Tentative date is scheduled for
March 31st, more to come at a later time. Fire Marshal has passed us completely
on the violations. Brighthouse cable upgrades will start March 22nd and
management will tape a letter to their door 24-48 prior to entering their
units. This work will be for cable outlets to be added, if a unit has only
2 outlets (one in living room and one in master bedroom, then another one
will be added in the spare room). Management stated the Board needed to
approve an additional amount to cover this expense for Lynn to be onsite
every day. Kathie made a motion to approve for management not-to-exceed
80 hours without prior approval for $10 per hour rate. Al seconded the
motion and it passed by unanimous voice vote. Management will be responsible
for checking the units, verify that the outlets needed to be completed,
and make sure everything is cleaned up properly. If keys are not turned
into the office and no one is home to allow entrance, then a locksmith
will be contacted and the homeowner will be financially responsible for
that charge. Maintenance Report for March: Lynn reported from an
update from Vance that he has almost completed the painting of all the
electrical/phone room doors.
Rules and Regulations Amendments
Adopted-Lynn reported that the amendment went out with the 2nd notice of
the annual meeting packages. There was an amendment dated April 2012 that
will replace the section in the Rules regarding the parking. Lynn stated
that she would revise the rules and plug this section into and remove the
old section and then have copies available in the office and on the website
as well. Peter made the motion to adopt the Rules and Regulations as amended.
Al seconded the motion and it passed by unanimous voice vote.
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. Food and drinks will be donated.
Al asked if security cameras
could be looked into for further security. Lynn stated that she would get
these bids for the next meeting. The cameras would have to record with
It was requested that management
look into the pool water drains and where they are draining to. This will
be reported on at the next meeting.
The next Board Meeting is
set for Wednesday, April 25, 2012 at 7:00 pm at the clubhouse at Garrett’s
Run. In celebration of Peter’s birthday, cake will be served.
There being no further business
to discuss, the meeting was adjourned at 8:20 pm by Kathie Heisey
Lynn Hiott, CAM #35322