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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Wednesday, April 8, 2015
  
Call to Order/Establish Quorum of Directors: Board member Jim Hamilton called the meeting to order at 12:05 pm in the clubhouse at 7900 Greenboro Drive. Other Board Members present: Elvis Melena and Traci Niederriter. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Owners present were: Doug Davidson, Cathy Griffith, Angelo Laviano, Sue Kelly, James Pelletier, and Barbara Snella. 

Appointment of additional Board members to the Board: Traci makes a motion to appoint Norman Young and Ken Snella to the Board. Elvis seconds the motion, Norman and Ken accept, and all were in favor. Traci then asked to make a motion to nominate Scott Tilley and Tahida Parveen to serve on the Board as they were the ones who sent their candidate forms in but were late submissions. Ken seconded the motion, and there was a tie vote on the acceptance, so Traci stated according to Robert Rules of Order, the motion failed due to a tie vote. 

Jim made a motion to allow the Board to remain at 5 members and not have 7 members to serve. Traci stated that there is a “rule” in the Condo Declarations that states this must be approved 60 days to change the amount of Board members. Lynn stated that she would contact the association attorney to verify this process according to the Declarations. Traci also asked for clarification to be determined about Board terms and how this is determined. Management will seek counsel to clarify at the next meeting. 

Organizational of Officers: 
Traci motions for Jim Hamilton to serve as President, Elvis seconds, and all were in favor. 
Jim motions for Elvis Melena to serve as Vice President, Traci seconds, and all were in favor. 
Jim motions for Ken Snella to serve as Secretary, Traci seconds, and all were in favor. 
Jim motions for Norman Young to serve as Treasurer, Traci seconds, and all were in favor. 
Jim motions for Traci Niederriter to serve as Director, Elvis seconds, and all were in favor. 

NEW BUSINESS: 

  • Jim stated that a new Board has been elected and with this, committees are no longer valid that was under the direction of the “old” Board. He would like to have new committees addressed. Traci motioned to assign a landscaping committee with Cathy Griffith and Sue Kelly to serve. Jim seconded, all were in favor. They would report back to the Board and would not be eligible to make decisions on their own. 
  • Landscaping Contract: Jim stated that a new contract is in need to be signed. Lynn gave copies of all contracts that were sent back in for consideration. Jim suggested that US Lawns seems to be the most qualified and would consider having them on a 30-day trial before a contract signing occurs. The treasurer will work with management to determine where the additional funds will be allocated from moving forward. Currently, the landscaping bid is scheduled for $1900 per month and US Lawns is coming in at $2250 per month. Fertilization is for 6 treatments per year and this is for $715 monthly. Global Greenz proposed $2225 monthly, Men In Black of $1050 monthly, Valley Crest $2753 monthly. Lynn reported that the fertilization is based on 6 treatments a year and that this could be further negotiated to possible 4 treatments per year. Jim stated that he went and looked at the references and spoke with management on the other properties and he recommends US Lawns to move forward with. Leaf removal was a large concern from the Board and Lynn stated that US Lawns would remove the leaves with each visit they are on property and this would not be needed for a yearly cleanup. RFP was completed and all contractors received the same RFP. Lynn stated that the “old” Board was involved in writing the RFP for landscapers. Jim motioned to allow US Lawns a 30-day trial for landscaping services to begin immediately, Elvis seconded, and all were in favor. 
  • Management Contract: With the “old” Board and the “new” Board discussed all contracts and as stated in the annual meeting, Kathie said that all were in favor of continuing services with Reconcilable Differences to continue bookkeeping at a cost of $8.400 per year. Lynn will stay on as an onsite manager for two days a week on Tuesday and Wednesday at $24,544 per year. Jim makes a motion to accept RDI contract and Lynn Hiott’ s contract as presented, Elvis seconds this motion, and all were in favor. Traci expressed her concern of money changes mid-year after the Budget has been accepted and adopted. Traci asked that the fund line items be discussed and sorted now and not wait until the end of the year. Lynn reminded all Board members that the Budget is an “estimated guess” and it is not in stone. If amounts go above or below, it is not the end of the world. RDI will continue to work with the new treasurer to define amounts for future accounts. Traci asked about the temporary management contract and when did the temporary contract end. Lynn stated that the temporary contract ended April 1st and that Lynn would not continue to stay on temporarily but needed a signed contract. An owner questioned that if Lynn is not available for phone contact, then calls should be sent to the office phone of 321-453-1585 and issues will be dealt with if it is an emergency. Lynn will be the one to return regular calls, but in case of an emergency, Michelle with Reconcilable Differences can be contacted in the absence of Lynn Hiott.
  • Owner Input: Traci stated that she distributed a spreadsheet to the Board to look over regarding the reserve study and allowing them to correlate with the financials. She would like to address for the Board to update the Reserve Study if they are willing to utilize the updated study. Traci also stated that an insurance appraisal is needed as well. Traci also questioned what the percentage of what the capital improvements being saved for in the reserves was and wanted to verify that the savings was not below the 10% funding. 
Set Next Meeting: The next Board Meeting is scheduled for Wednesday, April 29th    at 6:00 pm, and a Board workshop on Wednesday, April 22nd at 6:00 pm. 

Adjournment: There being no further business to discuss, the meeting was adjourned at 1:15 pm by Jim Hamilton. 
  
Respectfully Submitted,   
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.