Garrett’s Run Condominium Association
Minutes of the Board of Directors’
Wednesday, July 11, 2012
Call to Order/Establish
Quorum of Directors: President Kathie Heisey called the meeting to
order at 7:03 pm in the clubhouse at 7900 Greenboro Drive. Board Members
present were: Treasurer Hattie Martin. In attendance by speakerphone were:
Vice President Peter Engel, Directors Al Fassler and David Tarantelli.
Secretary Angelo Laviano was absent. A quorum was established.
Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance
were: George O’Neill and John Blake.
Approval of the Board
Meeting Minutes of May 30, 2012: Al made a motion to approve the minutes
as written. Peter seconded the motion and it passed by unanimous voice.
Hattie Martin reported that
as of May 31st, the operating account at Sunrise bank showed a balance
of $ 70,875.70. Sunrise reserve balance was
$ 217,179.40, for a total of $288,905.10. Our A/R is $ 88,532.09. Total
assets are $410,559.67, prepaid expenses of $3,388. Prepaid assessments
are $18,355.00. Printed copies are available in the office of the Audit
for 2011. David made the motion to accept the financial report as stated,
Al seconded the motion and it passed by unanimous voice vote.
Manager’s Report: Lynn
reported that the roof on building 400 has been completed, along with the
Oak tree trimming around the buildings. The cosmetic board repairs are
due to begin in early August, weather permitting. Lynn also reported that
there were several owner complaints about sidewalks and entrance ways not
being pressure washed and Lynn will have Vance begin his sidewalk pressure
washing cleaning in early September.
Collections/Legal Update: Lynn
reported that unit 108 has a paying tenant and so does 912. Unit 603 had
major water damages resulting from unit 612 having a clogged AC line. Unit
612 will be held financially responsible for all costs. The suggestion
was made for the Board to approve a purchase of a commercial dehumidifier
or renting one while unit 603 remained in foreclosure due to the unit not
having any type of HVAC system to prevent future mold growth. A discussion
ensued, Al made the motion to purchase the commercial dehumidifier for
$1500, David seconded the motion and it passed by unanimous voice vote.
Lynn reported also that unit 613 and 707 have completed their payment plans
and are currently paid in full. This leaves a total of 3 accounts remaining
with Clayton and McCullough and the remaining accounts are with Larsen
Sod behind 300 building: Hattie
agrees that something is needed behind 300 building as it rains the dirt
continuously gets washed away. Blue Bell sent a bid in for $1350 for 6
pallets of sod, but Lynn and Vance feel that only 3 pallets are really
needed to cover the sides of the building. After a discussion, the Board
members agreed to look into Home Depot and Lowe’s to see what their pallets
of sod would be and then they would take action in-between meetings to
approve this work.
Condo Declaration’s Amendment
Regarding Rentals: The Board is still confused and feels that the wording
is convoluted and not clear. A request has been made to schedule a meeting
with Frank to further discuss this amendment September 13-27 to further
discuss this amendment. Lynn will contact Frank to get a date and time
and will email the Board for this meeting.
Reserve Study Update: Kathie
requested that a volunteer committee be arranged to discuss the Reserve
study and come back to the Board with a plan for future budgeting. All
the Board members agreed to this and will announce a committee volunteer
group in the next newsletter.
Owner legal fees reimbursement:
At the direction of the former management company, the Board was led to
believe that all of this owner’s accounts were to be discussed only with
the legal attorney involved and that they should not discuss anything with
the owner. The owner has proven to new management that he was never in
the arrears with payments and should be entitled to his legal fees reimbursed.
The Board had a long discussion on this. Al made the motion to reimburse
the owner for his legal fees of $1465.09 in good faith to resolve this
issue. The Board further stated that Garrett’s Run Association would legally
pursue the former management company for their expenses for a wrongful
case. The owner agreed to write a letter establishing what occurred. Hattie
seconded the motion and it passed by unanimous voice vote.
Clubhouse Reservations Form
Usage Fee: Lynn reported that the Fire Marshal stated the maximum number
of bodies inside the clubhouse for a part is 60 people. The suggestion
was given to the Board to charge a “Private Party” usage fee broken down
into 0-25 people, $25 charge, 26-50 people $50 charge, and 51-60 $75 charge
for usage of the clubhouse. This fee is only for “Private parties”. If
someone reserves the clubhouse for only their guests and no one else was
allowed entry into the clubhouse, they would be charged a nominal fee for
this money to be put into a clubhouse reserve fund to later fund the elements
to be replaced. Peter made the motion to charge the $25, $50, and $75 fees
for private parties. David seconded the motion and it passed by unanimous
voice vote. This fee would be effective August 1st.
Owner Input: None.
Pressure Washing Buildings:
Lynn reported that even though several bids have come in, there is still
one more outstanding with a company that has done a good job on other properties,
at a lower rate. Once this comes in, she will send to the Board members
and they will approve the action in-between meetings.
Parking Spaces assignment: Table
for next meeting.
Wi-Fi for the Clubhouse: Lynn
reported that Brighthouse charges $100 and more per month to set the clubhouse
up on a Wi-Fi hotspot. She stated that she would change the router in the
office to be stronger and it would be just as easy for the homeowners to
use. The password will be hidden in a selective spot and she would change
the password every 6 months to keep security strong. Having the Wi-Fi available
is a great advantage for the residents in Garrett’s Run.
Ridge vent repairs on building
200 and 600, possibly clubhouse: Lynn reported that Joe Horschel
would be coming out to do the ridge vent repairs soon. He will only replace
or seal the ones that are damaged due to the association replacing the
roofs within the next 1-2 years.
The next Board Meeting is
set for Wednesday, September 26, 2012 at 7:00 pm at the clubhouse at Garrett’s
There being no further business
to discuss, the meeting was adjourned at 8:56 pm by Kathie Heisey.
Lynn Hiott, CAM #35322