Garrett’s Run Condominium Association
Minutes of the Board of Directors’
Wednesday, June 26, 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 and Treasurer Hattie Martin. In attendance
by speakerphone were: Vice President Peter Engel, Secretary Angelo Laviano,
and Directors Al Fassler, David Tarantelli, and Lucia Kirkpatrick.
A quorum was established. Lynn Hiott with Reconcilable Differences
was present. Unit owners in attendance were: Sue Kelly, Cathy Griffith,
and Theresa Vazquez.
Approval of the Board Meeting
Minutes of April 24, 2013 Meeting: David made a motion to approve the minutes
as written. Lucia seconded the motion and it passed by unanimous
Hattie Martin reported that
as of April 31st, the operating account at Sunrise bank showed a balance
of $70,986.56, Security deposits account with $1,520 for a total of $72,506.56.
Sunrise Bank reserve balance is $142,116.78 and FBC (Florida Bank of Commerce)
reserve balance is $125,107.91, for a total reserve fund of $267,224.79.
Our A/R is $109,988.58 and $7,200 for special assessment A/R, which the
owners who pay by ACH will have their accounts debited in November, therefore
we will carry this number until December. Then as of May 31st, the
operating account at Sunrise bank showed a balance of $73,524.73, Security
deposits account with $1,520 for a total of $75,044.73. Sunrise Bank reserve
balance is $150,127.36 and FBC (Florida Bank of Commerce) reserve balance
is $125,134.47, for a total reserve fund of $275,261.83. Our A/R is $111,964.58
and $7,200 for special assessment A/R. AL made the motion to accept the
financial report as stated, Angelo seconded the motion and it passed by
unanimous voice vote.
Lynn reported that unit 510 completed the foreclosure sale and the assocation
took title, however the repairs exceeded our budget and will try to force
the bank to foreclose quickly. Unit 603 has completed the mortgage foreclosure
and hopefully they will begin paying their assessments soon. All other
foreclosures are continuing on track.
Deed-in-lieu of foreclosure
acceptance: Lynn reported that a unit owner came forward and was willing
to sign the deed over to the association so that we could rent it out and
attempt to keep this unit from gaining a large balance due. It is pretty
much turn-key and we should not have to do a lot of repairs to the unit.
Lynn hopes to get a tenant into this unit pretty quickly. David made the
motion to accept the deed-in-lieu of foreclosure from the homeowner and
to rent it out as fast as possible, Al seconded the motion and it passed
by unanimous voice vote.
Ratify past expenses in-between
meetings: Lynn reported that Brevard Electric completed the new wiring
of for the fountain to work again at a cost of $1,146 and also our condo
insurance was renewed, so Lynn wrote the deposit check for $19,232.16 with
concurrent 10 payments of $5,901 for insurance 2013-2014 policy. Peter
made the motion to ratify these past expenses, Angelo seconded the motion
and it passed by unanimous voice vote.
Amending Governing Documents:
This was not discussed as the Board was able to get better clarification
of what this was and agreed that our governing documents should not be
New Computer in office: Lynn
reported that the computer in the office was old and outdated and the accounting
programs that management used was conflicting with the old computer and
data was being jeopardized. A new computer would cost approximately $600
to replace. David made the motion to purchase a new computer and have to
allow the computer expert to install all the needed firewalls, software,
and virus protection and to take the funds from the onsite office supply
line item, Lucia seconded the motion and it passed by unanimous voice vote.
Painting of the Racquetball
Court: Lynn reported that three bids were given, however DAB came in with
the lowest amount of $900. Al made the motion to accept DAB’s bid to paint
the court, Peter seconded the motion and it passed by unanimous voice vote.
Water meter box covers: Lynn
reported that the landscape committee requested that the wooden boxes be
rebuilt that house the water meters. Lynn was able to speak with the City
water department and considering they are electronically read that a paver
could cover these meters and it would not interfere with their readings.
Lynn will get a shipment of pavers and stored in our storage area and Vance
would do the work of taking out the old wooden meter boxes and replace
with the stone paver covers. Vance would also stencil the unit numbers
on the pavers so that they could easily be found. The Board unanimously
approved for this work to be completed.
Association Financial Services:
Lynn reported that the contract was signed and approved by all the Board
members last month and that she has spent a lot of extra hours inputting
the needed information into the computer. All has been completed and we
are moving forward with the accounts. There are still some questions that
will have to be answered though and Lynn will request another meeting with
the owner of the company to get clarifications of some issues.
Amendment Recording update:
Lynn stated that the papers were received from the secretary signed and
now will forward them to the attorney for recording at the court house.
This amendment should be completed and recorded by the end of July. This
does mean that once recorded, any new owner will not be allowed to rent
their units out until the association has dropped below the 20% of rentals,
but their name will go on a waiting list.
Engineer for Stairwell repairs:
Jim Emory with Keystone Engineering and Consulting has been to the property
several different times. He has all the information needed to write his
reports. Once we receive his reports, a Board meeting will be conducted
to review the reports and come to a decision on which stairwells will be
repaired immediately and assist him with writing an RFP for bids to be
conducted. Lynn hopes to have these reports within 2-3 weeks.
Cathy and Sue stated that the trimming of the bushes has been accomplished
and look good. The only thing they would like to request is the maintenance
trail be looked at and something like pavers or such be placed to help
aid the path that is now worn looking form the golf cart. Lynn stated that
she would investigate and try to come up with some suggestions and will
get with the landscape crew to get their suggestions.
Roof 600 building update: Lynn
reported that the new roof project has started and should be completed
within a week or so. She reminded owners to look out for falling debris
and have patience that everything would be repaired, cleaned up and fixed
Tree removal for drainage repairs
to being in front of 300/900 buildings: Lynn reported that she has been
in contact with Tom from the City of West Melbourne and he assured her
that the permit fee for the tree removals would be waived due to the trees
encroaching the water system and growing into the catch basins. Lynn is
completing the paperwork now and will be on the tree removal company’s
waiting list to have the trees removed. Lynn will post a notice at the
front bulletin board on when the work will begin for the tree removal and
the drainage repairs to begin. Peter reminded Lynn to have Mike’s Masonry
place wording in his contract to guarantee the drainage as the tree and
tree roots would be removed before his work would start.
Pool furniture/gym equipment:
Lynn reported that there was money placed in the budget to replace some
of the pool furniture and gym equipment, and the Board agreed, so Lynn
will try to look at purchasing 10 chaise lounge chairs of PVC soon and
will look again at prices of new gym equipment including a speed bike and
Lynn reported that she will
be taking a week vacation for her birthday and that the office would be
closed, but Vance would be onsite for any issues that may arise. The Board
agreed that the office would be closed for the week of July 12th.
Owner Input: An
owner requested that the gutter drainage things be consistent with the
white concrete pavers instead of the plastic as the plastic seems to disintegrate
in the sun and breaks too easy. Another owner asked about the mailboxes
and the maintenance that is needed on these if they will be taken care
of. Lynn will look into these two items.
There will be no scheduled
Board meeting in July or August. Therefore, the next scheduled Board Meeting
will be Wednesday, September 25, 2013 at 7:00 pm at the clubhouse at Garrett’s
There being no further business
to discuss, the meeting was adjourned at 8:06 pm by Kathie Heisey.
Lynn Hiott, CAM #35322