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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting
Wednesday, September 18, 2012 
 
Call to Order/Establish Quorum of Directors: President Kathie Heisey called the meeting to order at 6:03 pm in the clubhouse at 7900 Greenboro Drive. Board Members present were: Vice President Peter Engel and Treasurer Hattie Martin. In attendance by speakerphone were: Directors Al Fassler and David Tarantelli.  Secretary Angelo Laviano attended by Skype and speakerphone.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Pat Engel. 

Approval of the Board Meeting Minutes of July 11, 2012: Angelo made a motion to approve the minutes as written. Al seconded the motion and it passed by unanimous voice. 

Financial Report:

  • Hattie Martin reported that as of August 31st, the operating account at Sunrise bank showed a balance of $ 57,692.39. Sunrise reserve balance was $217,913.09. Our A/R is $100,433.63. Two accounts are over the $25,000, then one with $12,700 one with $7,900, then 3 accounts at $5,000 each. We are under budget for the year of $1,100. Peter made the motion to accept the financial report as stated, Angelo seconded the motion and it passed by unanimous voice vote.  


Unfinished Business:

  • Collections/Legal Update: Al requested that Lynn get the lien dates for all the accounts with both attorneys’. He also stated to send a pending lien date sheet in the Board packages in the future. This leaves a total of 3 accounts remaining with Clayton and McCullough and the remaining accounts are with Larsen and Associates. Lynn reported that 613 and 707 are paid in full and have completed their payment plans.
Manager’s Report: Lynn reported on the roof that Horschel is due to complete the ridge vents soon. Tree trimming of the Oak trees have been completed. New trees that Peter planted are thriving and doing good. Vance has been watching the trees very closely. The palm trees are the only thing left to trim and she suggested that they get trimmed soon. A palm tree in front of 317 was found to be truly deceased and Black’s agreed with this. Blue Bell removed this tree. Cosmetic Board replacement was due to start but because of the afternoon rain showers this has been put on hold. Ralph will attempt to get this going by the end of September or October, once this rain has stopped. The AC in the gym and office have been not working as these are two separate units. The office will cost approximately $3500 to replace and it is very old. The gym AC will need a new AC air handler or possibly repaired at an estimate of $1000. These will be approved between board meetings. The Board suggested that Lynn return to Steve Hoskins who put the condenser in at the gym and who is believed to have messed up the air handler and have him fix his wrong doing or the Board would send it to legal for future investigation. Lynn reported that the lights around the pond need new fixtures as they are leaking and allowing water to short out the lights. Lynn will report once the bids come in. A Hurricane plan is in the works.   

New Business:

  • Ratify Past Expenses: Lynn reported: Mike’s Masonry had to come in and break out and put back concrete in the 700 building due to power outage from FPL which we were responsible for, this was for $500, Blue Bell installed a new cast iron pump behind the 300 building at a cost of $ 575, Space Coast Pool Maintenance had to replace a separation tank of $590, All Pro did pressure washing of the all the buildings and sidewalk in front of the 600 for a total of $4382. Angelo made the motion to ratify all above expenses as stated. Al seconded the motion and it passed by unanimous voice vote.
  • Rule changes (Entrance ways and plants): Lynn reported that after speaking with our legal counsel and getting them approved. Changes recommended are: 
10.  Two (2) potted plants are allowed outside front door to not exceed 1 foot in diameter and 1 foot in height for the pot. If you share an entrance way with another unit, there should be no more than 4 in total potted plants. Once the plants mature and exceed 10 pounds, they must be removed and transplanted to common grounds with approval from the Board of Directors.

11. Entrance ways may contain 1 small table with 2 chairs (Peter will measure to clarify measurements and this will be included in the revised rules.) 

D. USE OF GRILLS

Grilling is not permitted on screened patios or stair landings, Grills must be pulled away from building overhangs no less than 10 feet to avoid smoke and possible fire damage, but must be placed back into storage within 24 hours of grilling.  Grills must not be left unattended when in use.    All grills must be stored in a clean and orderly fashion under stair landings or on patio.  Additionally, NFPA 58-8.3.5, 2008 edition, states; Storage within residential buildings. Storage of [LP] cylinders within a residential building, including the basement or any storage area in a common basement of a multiple-family building and attached or detached garages, shall be limited to cylinders each with a maximum water capacity of 2.7 lb (1.2 kg) and shall not exceed 5.4 lb (2.4 kg) aggregate water capacity per each living space unit. 

E. Use of Dumpsters

2. …. Please put all “Bulk” items in the Bulk location, northwest of building 7821 on Maplewood Drive to the left of the big dumpster. No other BULK items are to be left at any of the remaining dumpsters.  
Lynn reported that she would make these changes in the rules and send these out with the Proposed Budget. Peter made the motion to accept the changes in the rules and regulations, Hattie seconded the motion and it passed by unanimous voice vote. Al suggested to put the revision date on the cover sheet.  

  •  Entrance way concrete painting: It was reported that the concrete is beginning to look dingy and dirty if not painted due to the stains and years of not being protected. Lynn researched this with the paint company and came up with a Sandstone color from Sherwin Williams. Kathie stated that the porch is considered a limited element and the association purchases the paint and if the owner doesn’t want to wait for maintenance to do the work, they could check out a gallon of paint from the office and sign a form stating that they understand the steps to be taken prior to painting. Lynn suggested to the Board to choose a color that was uniform. A tested area was used for the painting color so that the Board could see the completed area. Peter, Kathie, and Hattie have all seen the painted area and agree that they like the color. Vance will complete one or two concrete decks a week once the rainy season ends. Peter made the motion to approve the sandstone color for the concrete patios to be purchased by the association and signed out by the homeowners after completing a required form to complete the work themselves prior to the maintenance man getting to their area to paint them, and for this change to be inserted into the Revised Rules and Regulations. Hattie seconded the motion and it passed by unanimous voice vote.
  • Concrete repairs:  Tabled for bids. 
  • Palm Tree Trimming: Tabled for bids.
Owner Input: None.

The next Member’s and Budget Board Meeting is scheduled for Wednesday, October 10, 2012 at 7:00 pm at the clubhouse at Garrett’s Run.
 
Adjournment:
There being no further business to discuss, the meeting was adjourned at 7:36 pm by Kathie Heisey.
 
Respectfully Submitted,
  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.