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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting
Wednesday, April 25, 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 and Treasurer Hattie Martin. In attendance by speakerphone were: Secretary Angelo Laviano, Directors Al Fassler and David Tarantelli.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Josephine McLean, Pat and Peter Cassese, Patricia Engel, Francis Grady, and Rita Valentine. 

Approval of the Board Meeting Minutes of March 21, 2012: Al made a motion to approve the minutes as written. Peter seconded the motion and it passed by unanimous voice. 

Approval of the Organizational Meeting Minutes of April 7, 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. 

Financial Report:

  • Hattie Martin reported that as of March 31, the operating account at Sunrise bank showed a balance of $ 81,535.07. Sunrise reserve balance was $ 198,127.73, for a total of $279,662.80. Our A/R is $ 87,179.56. Prepaid assessments are $18,623.00. We have $24,681.56 in outstanding checks and $22,023.20 to transfer to the reserve account. Closed out unit 805 after receiving payment. We are making slow progress into ratification of our A/R accounts. We did just receive a draft from our CPA Audit. We have not completed the draft with a meeting with the CPA. Once it becomes a final draft, we will let everyone know when they can pick up a copy in the office. Al made the motion to accept the treasure’s financial reports, Peter seconded the motion and it passed by unanimous voice vote.
Unfinished Business:
  • Collections/Legal Update: Lynn reported that she sent the password information to the new Board members to view the website for Larsen and Associates so that they could review the collection accounts. With Clayton and McCulloh, the foreclosure sale went final for unit 902. The association now has title to this unit and will rent this unit out until the mortgage company forecloses on us. The other unit is 108, the owner signed the Deed-in-lieu of foreclosure and Lynn is waiting on this to be recorded with the county and then this unit will be available to rent out.
  • Re-Roofing Update: Lynn reported that discussion is still ensuing between this contractor and the attorney. The association attorney has set a court date for dismissal of the case for May 30th. Horshchel has been approved to complete the new roof on Building 400, which work should commence the 2nd week of May and should not take longer than a week to complete. He will also complete the wind mitigation forms for this unit as well. The remaining buildings to get roof repairs will be scheduled out with the next few years. They have been stated that these roofs have another 2-4 years life span on them. The buildings that have not been completed to date are 200, 600, and clubhouse.
  • Cosmetic Board Update-Ralph’s Handyman Services was requested to replace all of the boards on the 900 building due to them being the worse. The front side of the building is the worse due to the sun and rain entering these. The total of the bid of the 800 and 900 building to be repaired is $9,950. To rent the boom by the week is $602 and by the month it is $414, so it is cheaper to rent the boom for the month. He stated that they would not be able to start this work till mid June, so it is possible that there would be more money in the budget.
  • Tree Removal from behind 300 Building/Trimming of Oak and Palm Trees-Peter reported that the 12 trees were planted. Peter reminded all owners that as they walk around the property and if you see the new trees damaged, please let the office know as soon as possible. LeLand Trees will be out May 1st to remove the 6 Oak trees behind the 300 building that were impacting the buildings. Vance and Lynn will oversee this project to verify that all work is completed to standards and the stumps and surface roots are grinded. Leland and other companies are bidding the tree trimming. Lynn will walk around with them to get them to bid apples to apples. Lynn will report these bids at the next meeting. Once the trees are trimmed, then Blue Bell will complete the annual leaf removal.
  • Condo Declaration Committee Report: Peter reported that what the attorney sent back was unacceptable and rewrote the suggestions and he read: The following proposed amendments concerning unit ownership and the leasing/rental restrictions on units were formulated by the Association's desire to minimize residential transiency in order to * improve access to resale financing  * improve Association access to favorable insurance coverage  * enable Garrett's Run Condominium Association to continue to receive favorable Code Enforcement exceptions  * increase safety * foster a greater sense of community  PROPOSED AMENDMENTS 1.  No owner or entity shall own more than two units at any one time. 2.  No owner may lease/rent his/her unit after the date of adoption of this amendment if leasing/renting said unit would result in more than 20% (24 units) of the total units in the condominium being leased/rented at the same time. 3.  The leasing/renting restriction shall not apply to current owners of any unit that is leased/rented on the date of adoption of this amendment. 4.  Rental/leasing rights given to owners exempt from the restrictions noted terminate upon sale or change in unit ownership. 5.  An owner of a unit that is not exempt from the leasing/rental restrictions who wishes to lease/rent his/her unit at a time when 20% (24 units) of the total units are being leased/rented, may request the unit be placed on a first-come, first served waiting list maintained by the Association to be considered when the number of leased/rented units falls below 20% (24 units). 


Manager’s Report: Vance continues to work with all the contractors that come onto the property. He has been working on the Billie Goat machine trying to get it running properly. He has completed the Telephone room and Electrical room doors with their painting. He will be working on the two units that the association will rent out. Brighthouse upgrades: Lynn explained that each owner is entitled to a digital box, however if there are tenants in the unit, then the tenant is responsible for this digital box and will leave with the tenant. The cost of installing these boxes are no longer valid after this week and from this point forward, the owners/tenants can physically go to the Brighthouse office and pick up a digital box at no extra charge, Brighthouse just will not come out and install the box. 

All the units are required to have a digital box in order to receive all the channels that are now offered to the residents of Garrett’s Run. When Lynn speaks with the tenants at the time of the interview, she explains this to them as well. AC Preventative maintenance will begin with Steve Hoskins. Those units that signed up for this will receive a call the night before and remind them so that someone is home. Lynn and Vance will assist Steve Hoskins in these maintenance updates. Lynn will be working on the newsletter and asked for any articles to be submitted, which to date there has been nothing submitted. Kathie agreed to do a Presidents message of all last year’s accomplishments. Al stated that he would like to see what is envisioned for the future, how is the money being spent, and just a way to keep the owners really updated on information. 
 

New Business:

  • Painting of Front Doors:- The painting of the outside of the front doors are the association responsibility. If the homeowner is real anxious to get their door painted, the association would purchase the paint and allow them to check it out from the office. Vance will begin preparing and painting the doors after the summer and go with a steady schedule, building by building. 
Owner Input: None.

The next Board Meeting is set for Wednesday, May 30, 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 8:25 pm by Kathie Heisey.
 
Respectfully Submitted,
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.