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Garrett’s Run Condominium Association
Minutes of the Board of Directors’ Meeting
Thursday, July 28, 2011

Call to Order/Establish Quorum of Directors: President Kathie Heisey called the meeting to order at 7:02 pm in the clubhouse at 7900 Greenboro Drive. Vice President Pete Engel and director Al Fassler attended by speakerphone. Other Board Members present were: Treasurer Hattie Martin and Secretary Marion Geiger.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. There were 13 unit owners in attendance. 
 
Approval of the Board Meeting Minutes of June 23, 2011: Al Fassler made a motion to approve the minutes as written by Space Coast Property Management. Pete Engle seconded the motion and it passed by unanimous voice vote. Lynn stated that the minutes would be posted to the website at www.reconcilabledifferences.net within the week. 

Financial Report:
Hattie Martin could not report the financial balances as Space Coast Property Management has not sent them to her or to the new management for review even after several requests and demands. 

Unfinished Business:

  • Collections/Legal Update: Lynn reported that she has been working closely with Clayton & McCulloh on the legal accounts. She spent 4 hours on the phone discussing each account in details and asking the questions pertinent to why some of these accounts have not moved. She reported that she will type these answers and get them to the board members for review. She did state that she has been working with individual owners to get their accounts reconciled and she feels very confident in the responses she has received to date. She asked the board and owners for patience as there is a lot of material to go through and try to sort out for right answers. Lynn reported that the one homeowner that the board went to mediation on had made his payment as promised of $1500 on July 3rd. 
  • Re-Roofing Update: Lynn reported that she has been working with Jason Duff and that work is progressing. To date, he has completed the 800 building and has begun work on the 300 building, which the 100 building will follow. Notices are being placed on the front doors of the buildings getting the work done. She urged owners to be cautious as they exit their buildings and watch for nails, especially in the grass. Lynn requested from the board an approval to contact a roof consultant to come out and speak with the board members to inspect the roofs completed and be the liaison between the roofing company and the board members. She stated that there were some concerns within the contract that needed to be clarified, for example, the current contract does not specify materials that should be used and payment agreements. The consultant will mediate these concerns and amend the contract as necessary. Lynn asked for an approval not to exceed $500 for the roofing consultant. Al made the motion to approve the not to exceed amount of $500 for Jack Gibson, Gator Roofing consultant. Pete seconded the motion and it passed by unanimous voice vote.
  • Landscaping: Lynn reported that Blue Bell Landscaping has met with her and they are working through the concerns at large. They seem to have obliged with reporting to Lynn on Wednesday mornings to go over issues, especially sprinkler concerns. Lynn has a notebook that is located in the office for them to view each Wednesday that they arrive, which will hold owner complaints and management communication with them. Lynn asked the board if she could see about getting mulch bids to help control the growth of the weeds. Peter and Al both asked for this to be tabled until they arrive back into town and this would be discussed then. Al questioned the other board members about what happened to the pallet of mulch and soil that was recently purchased. Hattie reported that Shorty delivered the mulch to several different owners and that there were only a few bags remaining. 
Managers Report:
  • Power washing/Painting: Lynn reported that she has received several bids to date on the painting of the stairwells on all entrances. She will send these bids to the out of state board members and would like to table to discuss at the September meeting. The board unanimously agreed. Lynn did report that the stairwell at Unit 612 and 613 were painted with the slip resistant paint and that it appeared to be a great job completed. The power washing will begin the week of August 15th with the new maintenance man. He will begin on the 600 building to remove the mildew from the buildings. He will progress as weather permits. 
  • Meet and Greet: Lynn stated that on July 14th, David Murrell with SJR Insurance came out and provided us with beer, wine, shrimp, and meat/cheese platters. We had about 30 owners attend and all had a good time. There were a lot of questions asked and answered, along with some great suggestions given. We hope to continue this type of gathering with all of our vendors every quarter. So be on the lookout for another posting in the future. 
  • Community Bulletin Board: This subject was brought to our attention at the Meet and Greet by several owners. They requested a bulletin board be placed in the Clubhouse for owners to post notices of items for sell, parties, etc. Kathie asked that the rules be placed on the board for all to adhere to. Those rules are: You must date the card when it is posted, then you will have 30 days of posting before it is to be removed. Index cards are the only items that can be pinned to the board, which are 3x5 index cards. Management will monitor the board weekly and will remove anything that is offensive or not dated. Hattie made the motion to accept purchasing a cork board and mounting this in the clubhouse with the rules attached. Pete seconded the motion and it passed by unanimous voice vote.


New Business:

  • Newsletter: Lynn reported that she would like to help with a newsletter every quarter. She requested that owners get involved and submit articles for this newsletter. She requested that these newsletters be provided only with 3 options: 1-Owners may retrieve these from “Take-One Boxes”, which would be mounted below the bulletin boards. 2-Owners/Renters can send in their E-mail address. 3-Owners can mail management four self-addressed-stamped envelopes and management will mail these quarterly. All of the board members agreed to these 3 options and welcomed having a newsletter written. 
  • Maintenance Man: We have had some issues with having a maintenance man. Lynn had over a 100 resumes and reduced the resumes to the top 3. The board interviewed these 3 individuals and decided to hire Vance Auclair. Vance worked 1 day and then received an offer he could not refuse from his prior employment and left Garrett’s Run. Lynn has been working meticulously to try and get a replacement. Please be patient and management will eventually find a great one to keep around for a while. The board has given Lynn the approval to interview and find someone that will be a good fit. We did agree on hiring a maintenance man for 32 hours a week, which he will clean the restrooms, gym, and clubhouse, along with his other various duties. The board also discussed benefits and they are: After a year of employment, this person will have earned 1 week of paid vacation and 6 paid holidays (after 90 days) (New Year’s Day, Labor Day, Memorial Day, July 4th, Thanksgiving Day, and Christmas Day).  He would be hired at $13 an hour, after 30 days of employment, a raise in his hourly pay to $14 an hour, and after 90 days of employment, a final raise in his hourly pay to $15 an hour. His hours will be Monday thru Thursday from 7:30 am to 4 pm with a half-hour lunch. Friday, Saturday, and Sunday will be for emergency calls only and with these calls he will get time and a half compensation time earned. Pete made a motion to accept these terms for a new hired maintenance man. Al seconded the motion and it passed by unanimous voice vote.
  • Suspend amenity rights for past due owners: Al made the motion to have management send letters suspending amenity rights to all owners who are over 90 days past due on their assessments. Lynn expressed that these owners need to bring their amenity keys to the office and also warn them that if they were witnessed at the pools or tennis courts, that the Sherriff would be contacted and the association would trespass them. Lynn stated that included in the amenity rights were the pool, tennis court, racquetball courts, gym, clubhouse, and basic cable would be turned off.  Lynn would send these owners a 14-day cancellation notice of their cable being turned off unless full payment has been received. Hattie seconded the motion and it passed by unanimous voice vote.


Owner Input: None

Next Board Meeting:
The next Board Meeting is set for Wednesday, August 24, 2011 at 7:00 pm at the clubhouse at Garrett’s Run. 
 
Adjournment:
There being no further business to discuss, the meeting was adjourned at 8:05 pm by Kathie Heisey
 
Respectfully Submitted,
  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.