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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Wednesday, April 24, 2013 
  
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: President Kathie Heisey, Treasurer Hattie Martin, and Vice President Peter Engel. In attendance by speakerphone were: Directors Al Fassler and David Tarantelli. Secretary Angelo Laviano and Director Lucia Kirkpatrick were absent.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Pat and Pete Cassese, Judy Schneider, Rita Valentino, Sue Kelly, Cathy Griffith, Theresa Vazquez, George Klice, Pat Engel, and Fred Nimmerfroh. 

Approval of the Board Meeting Minutes of February 27, 2013 and April 6, 2013 Organizational Meeting: Peter made a motion to approve the minutes as written.  Al seconded the motion and it passed by unanimous voice vote. 

Financial Report: 
Hattie Martin reported that as of March 31st, the operating account at Sunrise bank showed a balance of  $64,239.61. Sunrise Bank reserve balance is $134,109.53 and FBC (Florida Bank of Commerce) reserve balance is $125,082.21, for a total reserve fund of $259,191.74. Our A/R is $101,347.58. We have $63,020.46 in allowable collectable monies that the accountant recommended last year. AL made the motion to accept the financial report as stated, Peter seconded the motion and it passed by unanimous voice vote.    
Collections Update: Lynn reported that unit 510 had its foreclosure sale and the association took title on March 27th. Lynn and Vance will review the condo for minor repairs to get it ready for rental. Unit 808 filed bankruptcy and now is on hold. Unit 603 completed their bank foreclosure and the bank now has title. Units 306, 709, and 305 are moving forward with their foreclosure sales by the association. Unit 612, 601, and 804 still continue to have outstanding balances due to water damages and legal counsel has started to move forward with a personal Judgment for past due balances. 

New Business:

  • Association Financial Services: Hattie and Peter were the elected ones to contact their personal references and for the ones that returned their calls, all associations were pleased with their work and were able to recuperate most of the due funds. The Board asked if one more meeting could take place before they approve the contract; however all the Board members were in favor of approving the contract with an action in-between board meeting. The meeting will be scheduled for May 8th at 7:30 pm.
  • Engineer for Stairwell repairs: Jim Emory with Keystone Engineering and Consulting will meet with Peter tomorrow to walk the property and exchange ideas and understanding for a contract. He will be the one to complete a thorough inspection of all the stairwells, complete an RFP for contractors to bid on, and then will oversee the project in completion. His bid came in with a Phase I with inspection and report for $3,800 and then Phase II with bid documents and process for an additional $1,600. All of the Board members were in favor of approving his contract with an action in-between board meeting with an update on the next meeting. 
  • Pond irrigation repair with Brevard Electric: The pond pump behind the 600 building has completely shut down and this affects our grass in the surrounding area as well as the fountain. Brevard Electric bids were 1-total labor and material cost to run new line from electrical room to J-box before pump house and to trench under 3 sidewalks to run new lines in the amount of $1,146; 2nd bid was total labor and material cost to run new line to pump house, trench from 600 building and under 1 sidewalk, have to make room in panel and run pipe from panel to outside wall, make junction and LB outside in the amount of $1,314.75. The Board had some further questions that were asked for Lynn to inquire with them. They were all in favor of approving the contract with action in-between board meetings. 
  • Unit 510 Repairs/Rental amount: Lynn explained that her and Vance were able to review the unit and it appeared with $800 approved the unit could be brought up to standards in order to rent it out. However, the repairs would not be started until the AC unit was inspected and working. Lynn has the list of needed repairs in the file. The Board was very adamant that if the AC or hot water heater had to be replaced, then it would not be financially beneficial to replace at this time. 
  • Approval to suspend rights of delinquent owners: Lynn reported that units 107, 104, 601, 612, 709, and 808 should have their amenity rights suspended for their continuous delinquent accounts. These amenity rights included, but not limited to, pool, gym, clubhouse, racquetball, tennis court access, cable TV, and the ability to park in front of their units with their decals. Lynn will give them an opportunity to agree to a payment plan, however if they do not agree then their amenity rights or tenants amenity rights will be suspended effective immediately. Peter made the motion to approve to suspend the above units amenity rights for failure to make good on their payments effective immediately, Al seconded the motion and it passed by unanimous voice vote.
  • Ratify gate repair expenses of the RV/Boat storage: Lynn reported that the main gate entering this area was broken and very hard to open and close and has had several owner complaints about this. She contacted the only gate company to come out was Custom Fence and their total for repairs was $827. David made the motion to approve the ratification expense, Lucia seconded the motion and it passed by unanimous voice vote. 
  • Landscaping/Beautification recommendations: Cathy, Sue and Peter were on this committee and Cathy reported the following recommendations: 
    • Items for Landscape Company: Grind/remove stumps by unit 501 where bush was cut down; determine feasibility and cost to transplant rubber tree by unit 807 to lawn area; remove vines attached to building by units 308/309 and severely cut by the ground cover.
    • Items for Vance’s attention: Notify owner/renter to remove small garbage pail by unit 306, if not removed in two days, he should remove it; on a schedule to be determined, Vance should periodically clear the termite trenches by each unit with a garden hoe; repair or build new wood frames that enclose the ground water meters in front of those units that require attention. 
    • Items for Lynn’s attention: Tree removal by units 701 and 901 followed by appropriate grading, discuss with committee. 
    • In priority order, the landscape committee recommends the following: 
      • Remove mulch, grade and sod area between units 209/202, also plant a bush or hedge.
      • Plant bush, shrub, or a hedge between units 213/204, 105/106, on side of 301, between units 309/308, 706/707, 913/904, 107/102, 909/902.
      • Plant a small croton in space in front of unit 901.
Unfinished Business:
  • Roof 600 Building Replacement: Tabled for further information to be gathered. 
  • Stairwell Repairs: Tabled for further information to be gathered. 
  • Drainage issues in front of 900/300 buildings: Tabled for further information to be gathered for tree removal first and need city to sign off on permit to remove the trees with no permit fees. Once this has been completed, the Board is in favor of approving Mike’s Masonry contract with action in-between board meetings. 
  • Amendment for Sauna removal: The Board was unanimously in favor or re-mailing the amendment to those that did not cast their votes. 


Manager’s Report: 

  • Lynn reported that she will work with Vance and get his hours and duties posted along with the office hours posted on the office door. Lynn also reported that Cathy Griffith has agreed to be the “Sunshine Lady” and this is for all those that are hospitalized or has a death in the family, please let the office know and the “Sunshine Lady” will mail them a get well or sympathy card to help lift their spirits. Lynn reported that she was able to purchase a small fountain for the front of the office in the flower bed out front for a total of $100 for everything. It would not take any extra electricity, but would be very inviting and beautiful to look at while you get your mail. Unfortunately, there was a lot of opposition from the members and the Board asked for the fountain to not be placed for now. 
Owner Input: None.

The next Board Meeting will be Wednesday, May 22, 2013 at 7:00 pm at the clubhouse at Garrett’s Run. 

Adjournment
There being no further business to discuss, the meeting was adjourned at 9:06 pm by Kathie Heisey. 
  
Respectfully Submitted,   
Lynn Hiott, CAM #35322  
Reconcilable Differences, Inc.