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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Wednesday, July 1, 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 Treasurer Norm Young. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Alicia Ponegalek.

Board Position Resignation and Appointment: Tracy Niederritter served as Director, and she has sold her unit, there forth resigning from the Board. Her new buyer, Alicia Ponegalek has applied to be on the Board of Directors to fill her position. Ken made a motion to approve and accept Alicia to sit on the Board of Directors as a Director, Norm seconded this motion, and all were in favor. 

Approval of the Board Meeting Minutes of June 3rd: Alicia made a motion to approve the Board meeting minutes of June 3rd, Norm seconded, and all were in favor. Lynn stated that the minutes were approved and will be posted on the website.

Financial/Collections: May 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 $8,858. Elvis made the motion to accept the financials as stated, Norm seconded, and all were in favor. 

Collections: Unit 104-Good news, Frank has received payment in full totaling approximately $14K. They have paid what was owed and is no longer in collections. Foreclosure has been stopped on this unit. Unit 105-Per Frank, the bank is trying to notify the owner by newspaper publication. The owner has disappeared. Things are moving on both Association Foreclosure and Mortgage foreclosure. Just a matter of time. However, Frank did send clarification that the unit can be rented out, even if its only for a few short months until the bank forecloses. We will look to see about getting tenants in soon. Unit 308-Currently the tenants in this unit has been paying the association their monthly rent, however the bank has completed their foreclosure and a title should be issued for this unit within the next week. The tenants will be told to vacate the unit by the mortgage unit. Unit 709-The mother (owner) has sent our attorney a letter stating that her son has permission to oversee the account while she is out of the United States. Legal is continuing to move forward with association foreclosure for nonpayment. The son, Burk, is on the run from the law and has outstanding felony warrants. We assume if he is caught, he will be away for some time. Therefore, we are moving forward aggressively with Association foreclosure. Unit 918- Legal is moving forward with the association foreclosure, as well as the mortgage company is moving forward. We have tried to demand the rents from the tenant, but to no avail. Unit 315-Damaged light from child and continuous violations from the tenants, legal is moving forward with his demand letter to the tenants and the owners for payment for the damaged light and also demanding that the tenants be evicted immediately. Unit 706-Dogs continue to bark-legal is moving forward with sending them a demand letter to cure the violation of the dogs continuing to bark. If violation is not cured, then legal will proceed with evicting the dogs from the community. 


  • Building Painting Bids: Lynn is continuing to work with C&J to get their painting schedule and trying to complete the proper paperwork for the permits that are needed. The three buildings that will be painted is 900, 700 and 400 buildings. We are also working closely with Mike’s Masonry who will be out in the next few weeks to do a test and trial version of the cosmetic board replacements on the 900 building to see if what he proposes will work for the repairs before the painting begins.
  • Pool and Deck Issues-Update-Pool is now finished with the resurfacing. The company came out and completed a punch list of problems, which have been resolved. The pool looks nice and is back open for regular swimming. 
  • Roof 200 Building Update-Total Home Roofing completed the new roof installation. The City will be out this week to complete the final inspection and then the wind mitigation company will complete their forms. The new forms will be on the website for owners to send to their insurance companies for a possible discount on their insurance costs. The forms usually takes about 2-3 weeks to get sent to management and they will be posted on the website. 
  • Reserve Study update: The contract was signed with Custom Reserves. They will be contacting us in the next few weeks to schedule the walk around appointment with the engineer to begin his study. Once we get a draft version, this will be emailed to the Board to look over and will need their comments to finalize the study. We hope to have the completed study done by August in time for budget planning. 
  • Stairwell Project: The contract was signed and sent to Jim Emory, Engineer.   Then NAC Seaside who is the contractor doing the stairwell repairs is in the process of preparing their contract. It will be sent to Jim Emory for his approval, then will be sent to the Board. The expected date for stairwell repairs to be begin in mid-September. 
  • Clubhouse/Gym Remodel: Painting has started in the clubhouse. The top color is a light blue and the bottom color on the walls is a light grey. So far the color changes look wonderful. Vance and Don are doing a great job. The clubhouse continues to be closed until the painting is completed. Once the painting is completed, then they will begin in the gym, keeping with the same color blue. The next step of the remodel is to replace the carpet in the clubhouse and the office. However, we would like to see about a bid for tiling the office and possibly looking to get padding for the gym floor versus carpet. This would help with the sound that travels when the equipment is being used and possibly be better than replacing the carpet in the gym.  
  • Asphalt- this topic is tabled until September where the company will come out and speak with the Board at their meeting.
New Business:
  • Dumpster Enclosure: Jim and Lynn met with Mike’s Masonry to inquire about a proposal to change the dumpster enclosures from wooden fence panels to concrete block enclosures. The proposal was sent to the Board, however there are additional changes to be done.  Everything is correct on the bid but the “bulk area” dumpster was to be wider than originally thought. It would need an additional 20 feet of block wall added and another concrete pad poured, this would contain the landscaping dumpster, the bulk items, and the regular dumpster. Also, steel poles will be added to sit behind the dumpster so when the trash men go to put the dumpster back in place, they hit the pole and not crash the dumpster through the block wall. Just for the 3 dumpster enclosure locations that are 10’ x 22’ x 6’ high, those are $2600 each. Then the removal of the existing wood enclosures, looking to be estimated for the entire job approximately $14,000. Once budget time gets here, Jim asked that this be considered and tried to be implemented into the new budget for 2016. 
  • Drainage and landscape areas of behind unit 901 and 201 and front of 701. We had a proposal from US Lawns that was extremely expensive. Precision came out and gave us a proposal to repair the drainage area behind unit 901, level the landscape in front of unit 701 and behind 201 and place sod in these areas for $1,100. Norm made a motion to approve Precision Grounds, Alicia seconded, and all were in favor. 
  • Maintenance Man Hours: Elvis made a motion to ratify Vance’s hours going from 32 hours to 40 hours weekly. Norm seconded this motion, and all were in favor. 
  • Tennis Court -Discussion was held to allow the tennis court to be removed and replaced with a multi court, with bocce ball, shuffleboard, and horseshoe pits. This was to be approved by the membership. Norm made a motion to allow the attorney to write the language for a membership vote, Elvis seconded this motion, and all were in favor. The goal is to send the vote to the membership with the proposed budget in September or October. 

Manager’s Report: None
Owner Input: None.

Set Next Board Meeting: It was agreed that Tuesday, August 18th at 6 pm will be the Board workshop and the Board meeting will be held on Wednesday, August 26th at noon in the clubhouse. 

Adjournment: There being no further business to discuss, the meeting was adjourned at 12:35 pm by Jim Hamilton. 
Respectfully Submitted,   
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.