Garrett’s Run Condominium Association
Minutes of the Board of Directors’
Wednesday, June 3, 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, Treasurer Norm Young, and Director Traci Niederriter. A quorum
was established. Lynn Hiott with Reconcilable Differences was present.
Unit owners in attendance were: Cathy Griffith and Paul and Nancy Pelletier.
Approval of the Board
Meeting Minutes of April 29th: Norm made a motion to approve the Board
meeting minutes of April 29th, Ken 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
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
Tracy made the motion to accept the financials as stated, Norm 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. Tracy
made a motion to change the line items as stated above, Norm seconded,
and all were in favor.
Building Painting- C&J
Painting and Anchor Painting are the two companies that the Board has met
with. 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. The Board is also working 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. The Board choose C&J Painting and
asked him to only paint buildings 900, 700, and 400. After these buildings,
the association 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 their 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. Tracy made the
motion to approve C&J Painting and to complete buildings 900, 700,
and 400 to start with, not to exceed $40,000 from the painting reserves.
Elvis seconded, and all were in favor.
Pool and Deck Issues-Update-Weather
issues delayed the pool resurfacing, but we were able to open the pool
after the holiday. There seems to be a minor leak and management is working
with the company to locate the leak and call the right company to detect
it, hopefully at their cost. There are some other issues regarding the
resurfacing project. We are trying to get the company to meet with us and
complete a punch list before final payment is given. A change order was
approved for LED lights and new tiles on the outside of the pool. Elvis
made a motion to ratify the spending of an additional $2460 to be paid
from the pool/amenity reserve line item. Norm seconded, and all were in
favor. There was a concern about the height of the walk in bar. Currently
it is at 31 inches. Code allows it to not exceed 40”. Replacing the current
height bar with a 40 inch bar would be an additional $1,000 and it would
be a special order. The Board felt that 9 inches was not worthy of an additional
Roof 200 Building Update-Contract
was signed with Total Home Roofing for $35,900 to be paid from the Roof
reserve account. Work has started as of Monday this week. We hope to have
this roof completed by end of week, weather permitting.
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. Norm
made a motion to approve Worthy to complete the insurance appraisal for
the amount of $1,500 to be paid from the insurance account, Ken seconded,
and all were in favor.
Lights and Circuit Panel-
Security lights were placed at 200 building and end of 100 building, materials
and labor were estimated at $3,000. Elvis made a motion to ratify this
expense of $3,000 to be paid from building repairs and subcontractors,
Norm seconded, and all were in favor.
Reserves or Reserve Advisors. A meeting was held this past Saturday with
Paul with Custom Reserves, Lynn, and Jim. Paul answered all the questions
and concerns that Jim had asked him. Custom Reserves is a 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. Elvis made
a motion to approve Custom Reserves for the updated reserve study at a
cost of $1,900. Norm seconded the motion, and all were in favor.
and Jim met with NAC Seaside and Jim Emory, the Engineer on Tuesday. Jim
stated that he would agree to be the engineer overlooking the stairwell
project and Don with NAC stated that their company is willing to split
the engineering cost with the association. Jim reduced his fee to $900
per week, and so the association would be responsible for $450 per week
of that fee. The estimated time is approximately 4-6 weeks. Jim was asked
to complete a contract for the Board to review, along with NAC. NAC stated
that they would honor the same prices as quoted for the last job they did
last year. The service dates will begin early September to repair another
Exercise Room/Office Upgrades-Carpet
and paint-Several bids have been received for replacing the carpet in the
exercise room and the office. At this current time, the carpeting will
be tabled for further discussions. The painting will begin immediately,
which Vance is completing this project. The colors agreed upon were a light
gray for the bottom of the walls, with a light-pale blue for the top of
the walls in the clubhouse and the exercise room to match the blue/grey
flooring in the clubhouse.
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, re-tiled 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. Elvis made a motion to approve using the funds from
pool/amenities reserve line item 9020 for total amount of upgrades, Tracy
seconded this motion, and all were in favor.
Asphalt: This is tabled
for the asphalt company to come out in September to discuss with the Board.
Owner Input: None.
Set Next Board Meeting:
It was agreed that Tuesday, June 23rd at 6 pm will be the Board workshop
and the Board meeting will be held on Wednesday, July 1st at noon in the
being no further business to discuss, the meeting was adjourned at 12:35
pm by Jim Hamilton.
Lynn Hiott, CAM #35322