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Garrett’s Run Condominium Association
Minutes of the Board of Directors’ Meeting
Wednesday, August 24, 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 Peter Engel and director Al Fassler attended by speakerphone. Other Board Members present were: Treasurer Hattie Martin. Secretary Marion Geiger was absent.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Josephine McLean, Sue Kelly, Cathy Griffith, Judy Schneider, and Theresa Vazquez. 
 
Approval of the Board Meeting Minutes of July 28, 2011: Al Fassler made a motion to approve the minutes as written. 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 reported that as of June 30th, Space Coast Property Management stated that there was an ending balance of $27,058.79 in the operating account. Reserve account had $254,639.77 before the roof project was debited. The A/R showed $85,338.79 and special assessment account had $8,351 for a total of $93, 717.29 owing. The special assessment payment for the fascia was $29,250. As of July 1st, the association moved to Reconcilable Differences and monies were transferred to Sunrise Bank. As of July 31st, the operating account at Sunrise bank showed a balance of $40,322.81 and Wells Fargo still had a balance in the insurance account of $1,326.58 for a total of $41,649.39. Sunrise reserve balance was $222,844.86 with Wells Fargo having $68.31 and $2,514.32 for a total of $225,427.49 in our reserve accounts. Our A/R is down to $68,752 and our waste management bills were down by $554 due to a decrease in the amount being charged. Peter made the motion to accept the treasure’s financial reports, Al seconded the motion and it passed by unanimous voice vote.
  
Unfinished Business:
  • Collections/Legal Update: Lynn reported that she has seen some accounts move with Clayton & McCulloh. She reported that there were fourteen accounts delinquent, two of these were on payment plans, two would like to go with payment plans, two are selling via short sales, one sold with full amount received and one is in bankruptcy that cannot be touched; this leaves six accounts that are remaining on the delinquent list. Sale dates are set for two of these accounts, hopefully bringing the total down to four accounts that will remain on the outstanding list. Peter made a motion to accept payment plans as written from C&M for Unit #108 and for Unit #308. Al seconded the motion and it passed by unanimous voice vote. Peter made the motion that all new accounts placed in collections go to Larsen and Associates as well as the bankruptcy case, unit 906, that is out of state. Al seconded the motion and it passed by unanimous voice vote. Lynn reported that when taking over management, there were some issues with the book keeping and there were incorrect fees assessed to several accounts. Lynn has found a total of 35 late fees that were incorrectly assessed. Lynn asked the board to consider waiving these fees from various accounts, Peter made the motion to waive these fees as presented to the board in the amount of $866, Al seconded the motion and it passed by unanimous voice vote.
  • 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, 300, and 100 buildings and has begun work on the 900 building. 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 reported that the roof consultant is in the process of meeting with Jason and amending the contract. She also stated that she has three labor certificates that she will be sending into Tamko for reimbursement for the shingles being replaced. Peter asked if Jack was going to send a report weekly or bi-weekly, Lynn responded that he will send us reports and is working well with Jason Duff at this time. Peter asked about the nailing of the roofs and what is going to be done about the exposed nails, Lynn replied that Jack is working with Jason on these issues and that this is the type of documentation that will be amended in his contract. Lynn stated that once she receives the amendments from Jack she would pass them along to the board for clarification and approval. 


Managers Report:

  • Management is requesting a prepaid cell phone for Vance so management and other board members can get in touch with him. The phone is $20 and then for 300 minutes this charge is $35. These 300 minutes last for 90 days and he should not need more than this. Lynn stated that she has this on several other properties and this tool is very useful for communication between employees and management. Al made a motion to approve this purchase and stated that the number not be given out to owners that only management and board members have his number. Peter seconded the motion and it passed by unanimous voice vote.
  • Power-washing: Vance is having a tough time with this, the hose does not reach around to the back of the buildings and there is no water available for this either. He can reach the lower ends of the buildings, but cannot get to the higher levels. Management requested that bids are solicited for this job. Peter stated that he is coming to Florida in September and would take responsibility for this project. He would work with management and the maintenance man on ways to overcome this issue. He asked that the owners be notified that NO PRESSURE WASHING will begin until mid October; management will include this in the upcoming newsletter. He will go to the company who sold us the pressure washer, in the mean time, Vance can pressure wash what he can reach and the sidewalks. Management will relay this information to him and put this on his list of duties. The board also approved a purchase up to 150 feet of hose to assist with this task. Peter and Lynn will report back on this issue at the September board meeting. 
  • Peter asked management to put together a priority list for Vance to include the sidewalks being pressure washed first. The gutters should be cleaned out from Jason Duff as his roofing materials probably caused the blockage. Peter stated that Jason agreed to clean these out while he was doing the roof project. Management will get with him for this work to be completed. 
  • Roof consultant: Lynn reported that she has been working with Jack Gibson from Gator Roofing Consultant and he is in the process of amending the contract with Jason Duff Construction. He will itemize several different things; what type of nails will be used, itemizing construction material, how many feet the nails will occur on the roof decking, what will be done about the exposed nails in the stairwells, and the payment schedule of funds. He will also inspect the buildings periodically to make sure that Jason is following protocol and the homeowners can be assured that the work is being done correctly. When the contract was written these MAJOR details were absent and have to be corrected. Management needs to know the payment draws in advance. To date, Jason has done a good job with his work and his men seem to be cleaning the area after each day’s work. The board felt it was in everyone’s best interest to have a professional overlook this massive job. Lynn will continue to update all with this project.
  • Kendall Towing: Lynn presented a price sheet for the towing company that will come around once a month to monitor vehicles with expired or no tags. A violation will be placed on the vehicle, which will be towed within 48 hours. Kendall Towing will stay in touch with Lynn each time they are on the property. Lynn wanted all board members to have the price sheet and it will be included in the newsletter with a section about towing. 
  • Parking decals and registration: The question came to the board of directors about parking decals. After some discussion, Peter made the motion to approve the purchase of the decals and the requirement for all owners to supply a copy of their vehicle registration in exchange for a decal. Each unit would get two decals and two visitor passes. Compliance will be immediate; owners will have until January 1st to have vehicles registered with the office. The owners will get the 1000 numbers and tenants would get the 5000 numbers. Management will get these ordered and they will be available in the office beginning October 1st. 
  • The units that flooded have been resolved and the association received a check for approximately $5000 less our $2500 deductible. The insurance company called management today and they will reimburse the full amount of the ac unit in 606 due to the damages. 
  • The golf cart had to have 2 new tires placed on the front due to flats. Then the next day it stopped running. Lynn called the service tech that came out immediately and repaired the cart, it is back to running better than it did, apparently there was a fuse that was the wrong voltage and this caused it to short out. The repair was $80, tires and all! Vance and Lynn also got a lesson on the electric golf cart as well, so this was much needed!
  • Budget season is upon us once again. Management requested the names and emails of those on the finance committee. Hattie reported that the budget committee members are Director Al Fasler, herself, and Homeowner Jane Hamilton. The workshops will begin very soon. 


New Business:

  • Painting: Management received two bids for painting of the stairwells, steps, and landings. Peter requested that this be tabled until the October meeting so he can work with Lynn on these bids. The board approved to table until October. 
  • CPA Audit for 2011 and Review for 2012: Some board members met with Eric and Seth from Gerstle, Rosen, and Goldenberg, P.A, certified public accountants and found that Garrett’s Run really needed an audit for 2011. The association has not had an audit in several years. The price for an audit for 2011 is $3200 and the review for 2012 is $2500. Peter made the motion to allow GRG firm to complete the audit and review. Al seconded the motion and it passed by unanimous voice vote.
Owner Input: 
  • An owner requested that everyone be notified when pressure washing is to begin so all personal property can be removed and a towel placed inside the door to help prevent the water intruding into the unit. Management assured her that notices will be present.  
  • An owner requested that the recycle bins be placed on the outside of the fences and not inside the fences as they cannot get to them. Management stated that this would be taken care of.
  • An owner questioned why we had a lock on the dumpster used for lawn waste. Peter stated that there were issues in the past of people placing garbage in this dumpster and Waste Management would not dump it if it was mixed with the yard waste. Peter asked management to remove the lock and leave it open for owners, but if there was a repeat of garbage being placed in this, it would have to be locked again. Management will have the lock removed. 
  • An owner praised the management and board for allowing the community bulletin board in the clubhouse. The guidelines were placed on this board and it is believed that it will be a great tool for our community.
Next Board Meeting:
The next Board Meeting is set for Wednesday, September 21, 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 8:15 pm by Kathie Heisey
 
Respectfully Submitted,
  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.