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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
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. 

Financial Report: 
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.    

New Business:

  • 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. 

Unfinished Business:

  • 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. 
  • Landscaping/Beautification update: 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. 
Manager’s Report: None.

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. 
Respectfully Submitted,   
Lynn Hiott, CAM #35322  
Reconcilable Differences, Inc