Minutes of the Board of Directors’
Wednesday, September 18, 2013
Call to Order/Establish
Quorum of Directors: President Kathie Heisey called the meeting to
order at 6:05 pm in the clubhouse at 7900 Greenboro Drive. Board Members
present were: President Kathie Heisey, Vice President Peter Engel, Treasurer
Hattie Martin, Directors Al Fassler and Lucia Kirkpatrick. In attendance
by speakerphone were: Director David Tarantelli. Secretary Angelo
Laviano was absent. A quorum was established. Lynn Hiott with
Reconcilable Differences was present. Unit owners in attendance were: Pat
Engel, Kathleen Fassler, Rita Valentino, and Bob Barnes.
Approval of the Board
Meeting Minutes of June 26, 2013 Meeting: Hattie made a motion to approve
the minutes as written. Lucia seconded the motion and it passed by
unanimous voice vote.
Hattie Martin reported that
as of July 31st, the operating account at Sunrise bank showed a balance
of $53,898.02, Security deposits account with $1,520 for a total of $55,418.02.
Sunrise Bank reserve balance is $166,153.56 and FBC (Florida Bank of Commerce)
reserve balance is $125,186.76, for a total reserve fund of $291,340.32.
Our A/R is $92,414.60 and $7,200 for special assessment A/R, which the
owners who pay by ACH will have their accounts debited in November, therefore
we will carry this number until December. Then as of August 31st,
the operating account at Sunrise bank showed a balance of $87,059.54, Security
deposits account with $1,520 for a total of $88,579.54. Sunrise Bank reserve
balance is $135,120.46 and FBC (Florida Bank of Commerce) reserve balance
is $125,213.34, for a total reserve fund of $260,333.80. Our A/R is $88,323.99
and $6,800 for special assessment A/R. Peter made the motion to accept
the financial report as stated, Al seconded the motion and it passed by
unanimous voice vote.
Guest Speaker: Jim Emory with
Keystone Engineering with a presentation of our stairwells and discussion
on bid packages for upcoming project. Jim had a power point presentation
that showed us photos of our depleted stairwells and wood posts/anchors
that were rotted and needed to be replaced. He stated that they would be
replaced with pressure treated lumber. He suggested to use a ply deck mesh
for the underside of the stairwells. He presented the Board with his package
to send out to bidders, with them having the bids returned in a sealed
envelope by October 23rd. He then suggested that the Board meet to open
the bid packages and then have interviews with the companies and possibly
negotiate the bid pricing. Kathie thanked him for his time and coming to
the meeting to speak with all of the Board and the presentation. We would
be in contact with him to come to our interview with the prospected companies.
Ratify past expenses:
Budget discussions: Hattie explained
some thoughts: She looked at the reserve fund and feels that we estimate
we will need $42,000 for a new roof on building 200. To fund phase 2 of
the stairwell/landing project, we estimate a cost of about $24,420. In
order to have these funds and not increase the monthly assessments, we
will need to suspend certain items and/or realign the amount that we contribute
to other capital projects in 2014. Currently, we contribute $7,972 monthly
to the reserve. To complete the roof and stairwell at the above levels,
$5,535 will be needed, leaving only $2,437 for the other reserve accounts.
Manager’s Report: None.
Association Financial Services:
Lynn reported that things are continuing to run smoothly with this company.
They have several active files that they are continuing to pursue.
Tree removal for drainage repairs
to begin in front of 300/900 buildings: Lynn reported that she finally
received the approval and permit from the city of West Melbourne to remove
the 7 oak trees that were encroaching the parking lot and becoming a big
problem for water to reach the drain basins. An owner did send the Board
a letter explaining his views on why the trees should not be removed and
that other avenues should be looked at before removing healthy trees. The
Board all agreed that they did not want to see healthy trees removed, however
the drainage is a big problem and they have spent thousands of dollars
trying different remedies that just simply have not worked. This was the
only way we could get a guarantee from the masonry that the drainage would
work properly is to remove the trees. Leland Trees came in with a price
bid of $2,430 to remove and stump grind the 7 oak trees. This was already
approved at an earlier meeting. Lynn reported that Leland would be on the
property this Saturday, September 21st. Lynn said that she would have notices
posted on each of the building doors (200/300/900 buildings) to notify
residents that all vehicles must be moved for the day or else the vehicle
would be towed by Kendal Towing. There would be no exceptions granted.
Peter volunteered to walk the property and verify that all vehicles were
removed for the tree company, since this was a weekend, Vance would not
be on the property to assist.
Peter reported that everything was looking pristine and the grass was actually
luscious. He did want Lynn to speak with the landscaping company to remind
them to trim the palm trees and also trim everything else especially if
it was touching the buildings or against the windows.
Owner Input: Bob Barnes
expressly pleaded with the Board about why he felt it was not in the best
interest of Garrett’s Run owners to cut down the trees. Rita asked
if the tree by the 200 building was going to be removed and Peter replied
that it was not on the list this time as it was not encroaching the building.
The next scheduled Board
Meeting will be Wednesday, October 23, 2013 at 6:30 pm at the clubhouse
at Garrett’s Run.
There being no further business
to discuss, the meeting was adjourned at 7:42 pm by Kathie Heisey.
Lynn Hiott, CAM #35322