Garrett’s Run Condominium Association
Minutes of the Board of Directors’
Wednesday, May 27, 2015
Call to Order/Establish
Quorum of Directors: President Jim Hamilton called the meeting to order
at 12:00 pm in the clubhouse at 7900 Greenboro Drive. No other Board Members
present. In attendance by speakerphone: Vice President Elvis Melena, Secretary
Ken Snella, and Director Traci Niederriter. Treasurer Norm Young 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 and Angelo Laviano, Pat and Peter Engel, Barb Snella,
Cathy Griffith, Paul and Nancy Pelletier, and Sue Kelly
Approval of the Board
Meeting Minutes of April 29th: Jim made a motion to approve the Board
meeting minutes of April 29th, Elvis seconded, and all were in favor. Lynn
stated that the minutes were approved and will be posted on the website.
Lynn reported that as of April 30, 2015, the operating account at
Sunrise Bank showed a balance of $57,270, but of that amount
$9,740 was from prepaid assessments, leaving a balance of $47,530.
There is $283,271 in the Reserve Accounts for future repairs. Accounts
Receivable are at $92,025 with some owners still owing for sprinkler
invoices and many owing for half the 2015 Special Assessment or more. True
Foreclosure accounts show total balances of $46,081. The remainder
of the receivables, $45,944 is special assessments and sprinkler
invoices owed by owners, which should be paid by the end of the year. The
current profit and loss statement shows the association under budget by
We are moving each month’s
budgeted stairwell money, professional consultants, and NAC Stairwell line
items to stairwell reserves so we have enough to do the work without a
large invoice “skewing” the profit and loss report once we start working
on the stairs. We have moved $29,336 to date. With these transfers,
the reserve stairwell account has $41,960 and once all the special
assessment money is received that will go in also.
Pool pavers and the pool
resurfacing project has cost $13,671 so far. This was paid from
operating and we have moved that amount from pool reserves back to operating
to cover the costs. With this transfer, the pool/amenities reserve account
is $451 in the negative, but every month, $520 is going into
this account, so by year end, this account will be in the positive by approximately
$3,640. Elvis made the motion to accept the financials as stated,
Ken seconded, and all were in favor.
The CPA Audit for 2014 has
been completed. Copies are available in the office upon request and will
also be added to the website soon.
Changes to 2015 Budget:
Lynn reported that the following line items in the current 2015 Budget
should be changed to allowing the funding to be shown for the increase
in maintenance, management, Landscaping, and fertilization contracts. The
suggested changes are: Line Item: 5650-Manager-Change from $21,240 to $18,648;
Line Item: 5651-Manager Taxes/Insurance-(Add) $3,732; Line Item:6100-Building
Repairs & Subcontractors, change from $25,740 to $18,510; Line Item:
6650-Mtce Man-Change from $35,940 to $33,720; Line Item: 6651-Mtce Man
Taxes/Insurance-(Add) $6,744; Line Item:7460-Irrigaiton Contract-Change
from $5,100 to $4,800 (Removing $300 total from annual amount, not needed);
Line Item: 7465-Irrigation/Pond Repairs-Change from $4,800 to $2,400; Line
Item: 7500-Lawn Contract-Change from $22,800 to $25,950; Line Item:7520-Lawn
Fertilization/Pest Control change from $4,344 to $5,460, move the Cable
line item 8550 back to utilities to flow with the monthly financials. ______
makes a motion to change the line items as stated above, ______ seconds,
and all were in favor.
Anchor revised their bid after
the meeting we had with them and walked the property. If the Board would
like to sign with them, for the 400, 700, and 900 buildings painting, the
totals are $4,435+$7,315+$12,175 for a total of $23,925. This is just for
the painting. This does not include the 2nd stairwell railings on the back
of the buildings at $335 each, then the 1st floor screen enclosures on
the back of the units at $115 each, then the replacement of wood trim boards
at $6 per lineal foot and the T111 siding replacement. If approved $40,000,
then this would leave $16,000 for these additional items for these three
buildings. Once 3 buildings have been done, we can verify the costs for
each of the buildings to see what steps need to be taken to move forward.
Building Painting- C&J Painting
and Anchor Painting are the two companies. After meeting with both companies,
C&J seems to be more willing to work with us and complete 2 or 3 buildings
at one time to get a better understanding of pricing for each building.
With so many scenarios, it is very hard to determine an exact amount. Discussion
with both companies about the “cosmetic boards” replacements and C&J
had the best advice on the repairs. Getting with Mike Masonry as well to
get prices for removing the flashing and changing the boards out correctly,
but this price is not in as of yet. Recommend that the Board choose C&J,
ask for only building 900, 700, and 400 get painted. From here, we can
better determine what each building will cost in the future to not only
paint but to repair the “cosmetic bands” and the other repairs. The Board
can also determine the quality of work and get to know situations regarding
the other 7 buildings by only painting 3 buildings now. The estimated maximum
for these 3 buildings should not exceed $40,000. To date, there is $110,000
in the painting reserve fund. A motion is needed to choose a contractor
and start with the three buildings and a not to exceed amount declared.
Pool and Deck Issues-Update-Weather
issues have delayed the pool resurfacing. But other delays occurred due
to when the tiling was completed, we noticed tiles on the outside of the
pool that were broken, however the original bid did not include replacing
these broken outside tiles. Once the company came back to the property
and tried to match the outside tiles, they were impossible to match. So
a change order was given to remove the old broken tiles along the short
ends of the pool (sides facing tennis court and front of clubhouse), those
tiles were ordered and delivered yesterday. That change work order cost
was for $830. The lights were corroded and bad, so Jim asked for LED lights
to be installed, that change order was for $1630. There was a concern about
the height of the walk in bar and this height is being investigated into
being within code or not. This may possibly require another change order
to replace. Complaints have occurred that the bar to enter the pool is
too low for older people to enter the pool due to having to step up 6 inches
before entering the pool. The pool will be closed for another 2 weeks,
the date of hopefully having it reopened is May 22nd.
Roof 200 Building Update-Contract
was signed with Total Home Roofing, permits have been applied for. They
will contact Lynn to schedule the date for the new roof of the 200 building.
Hope is within the next 2 weeks.
is due to be renewed in June, requirements are for an insurance appraisal
every 36 months. The last appraisal was in 2011. Insurance will not write
for the association unless a new appraisal is completed. Worthy has done
a lot of work for RDI and does a great job on the insurance appraisals.
The other bid we received was from Custom Reserves, which was for $1800.
Worthy bid is for $1500, then every renewal is done at $500 each time.
This money is usually okay to pay with thru the Insurance line item, as
there is always a little extra in this account at the year end, so worry
about where this will be paid from. This will need a motion at the meeting.
Lights and Circuit Panel- Ratify-Lights
at 200 building and end of 100 building, material costing $1241, also new
lights in drive thru area as well. Labor and lights estimated at $3,000,
paid from Building repairs and subcontractors. This will need a motion
to ratify expenses.
Reserve Study-Custom Reserves
or Reserve Advisors Need to decide on which company to move forward with
discussing to do the reserve study-Custom Reserves is BCAM vendor, and
they proposed to do a complete reserve study for $1900. Reserve Advisors
completed our initial reserve study in 2011 and for them to come back out
and update the reserve study, they proposed a fee of $3,050. Whichever
company the Board decides to go with, the purpose of agreeing to one of
these is to get the contract signed, and get on their schedule for their
engineers to come out and meet with the Board and discuss the issues at
hand, and allow them to assist the Board in trying to save for the future
repairs correctly and put the items together as they are in the budgets
that everyone is familiar working with. With deciding on the company, this
does not mean the study will be done tomorrow, it simply means that the
communication has now been opened and meetings can begin to occur with
the Board and them.
Stairwell Project-Lynn has contacted
NAC Seaside contractor and they stated that they would honor the same prices
as last year’s work. However, they stated that an engineer was needed to
oversee the project and to submit for the permits. Lynn contacted the city
office and they stated that the same drawings could be used as last year
from the engineer, but Lynn is trying to negotiate with Jim Emory for a
reasonable cost to oversee the repairs this year and only have an inspection
at the end to submit to the county. Jim and Vance has a list of 10-15 stairs
that are in need of repairs. Once Jim contacts Lynn back to state a negotiated
price, she will let the Board know immediately. Then the meetings can occur
with NAC to begin discussion on bid amounts.
Exercise Room/Office Upgrades-Carpet
and paint-Four bids will have been received for replacing the carpet in
the exercise room and the office. The other 3 contractors are meeting with
Lynn and Jim on Monday and Tuesday. Once their bids are in, we will try
and get them emailed to the Board. The painting of exercise room and clubhouse
will be of a light blue and grey color. Vance will do the painting of these
Pool Bathroom Repairs-Ratify-Updates
for the men/women bathrooms at the pool. The showers were in disarray,
the counter tops and sinks were cracked and the paint was outdated. Vance
replaced the lightening with LED lights, Don Freeman replaced the sinks,
new countertops, retiled the showers, repaired the steps into the shower
and Vance painted each of the bathrooms and the stalls. All for a total
amount of $2000. Would like to use the funds from pool/amenities reserve
line item 9020 for total amount of upgrades. This will need a motion at
Jim reported that in the workshop
it was discussed to meet with Anchor and C&J Painting to walk around
again and discuss the bids. There were discrepancies noted in each of the
bids and the painters agreed to meet with Norm and Jim the following week
to revise their bids after they understood what was needed. This agenda
item is tabled for the next meeting.
Pool and Deck Issues Update:
Jim reported that the pool inspector will be present today and the inspection
will occur at 1 pm and he will ask them when the pool work would be completed.
Lynn reminded the owners that the pool was scheduled to be closed for 3
weeks while the resurfacing is completed.
Roof 200 Building: Jim reported
that Total Home Roofing submitted two proposals for replacing the roof
at the 200 building. One proposal was for replacement of the Owens Corning
Shingles at a cost of $36,700 and the second proposal was for Certain teed
Shingles for $35,900. The differences between the two shingles was only
the manufacture name. They both held the same warranty for the shingles.
The roofing contractor was able to get a discount on the Certain teed shingles
at the current time. Traci asked how much was in reserves and Lynn reported
that at end of year there would be $30,000 in roof reserve. Traci stated
that the additional $5,900 would have to be located and explained to the
owners where the additional funds would come from. Lynn stated that there
is a deferred maintenance account that could be utilized. Norm made a motion
to approve Total Home Contract with the Certain teed shingles, Elvis seconded,
and all were in favor. Lynn will contact the contractor and begin the paperwork
for the permitting and the Notice of Commencement so that the roof can
get on the schedule.
Manager’s Report: Lynn
reported that the Audit is almost completed and should be available to
all owners within the next few weeks per request.
Jim reported that US Lawns has been under a temporary contract for 2 weeks,
and appear to be doing a great job. He would like to sign a year contract
with US Lawns for $25,950 plus the fertilization of the shrubs and turf
for an additional $5,460. Lynn will work with Norm to determine how the
budget line items need to be changed to cover these contracts. Norm made
a motion to approve signing with US Lawns for 12 months, Elvis seconded,
and all were in favor.
Asphalt: This is tabled
for the asphalt company to come out in September to discuss with the Board.
Sue Kelly reported that the landscape committee consisted of herself and
Cathy Griffith. They also invited Peter Engel to serve on the committee
upon his return from up north, which he accepted. Sue stated that she and
Cathy performed a site visit on the grounds housing buildings 1-9 on 4/27/15.
Their goal is to see how our association, our community presents itself
to the outside world, to prospective home buyers, and to us, as home owners/residents.
We were looking for consistency in the landscaping, healthy trees, grass
cared for, and hedges/bushes planted and trimmed to just below the windows.
The spreadsheet that she prepared from their findings were given to the
Board and identifies areas that need actions or attention. Priority: In
2014 a tree stump was removed from in front of unit 701, but since nothing
has been done. The ground in this area needs to be leveled, sod laid, and
hedges planted. Islands: Several plants appear to need water, one in front
of building 3 appears to be dying. Two palm trees are very close to the
buildings and windows of building 3 and 4 that need to be removed. Ground
cover near and around doorways and stairs and these need to be removed
so that critters don’t have a place to hide. One last thing was a utility
housing cover needed attention located near NE corner of building 200.
It is pulled apart and simply looks horrible.
Owner Input: An owner
asked about issues with her ground and flooding behind unit 901. Jim stated
that this issue is being looked into and that they are waiting for a bid
from the landscaper. Another owner commented that the leaves are being
left on the grass and this is killing the grass. Jim stated we will continue
to work with the landscaper on these issues.
Set Next Board Meeting:
It was agreed that Tuesday, May 19th at 6 pm will be the Board workshop
and the Board meeting will be held on Wednesday, May 27th at noon in the
being no further business to discuss, the meeting was adjourned at 12:25
pm by Jim Hamilton.
Lynn Hiott, CAM #35322