Garrett’s Run Condominium Association
Minutes of the Board of Directors’
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.
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.
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
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.
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.
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
There being no further business
to discuss, the meeting was adjourned at 8:05 pm by Kathie Heisey
Lynn Hiott, CAM #35322