Garrett’s Run Condominium Association
Minutes of the Board of Directors’
Wednesday, September 21, 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. Director Al
Fassler attended by speakerphone and Skype. Other Board Members present
were: Vice President Peter Engel and Treasurer Hattie Martin. Secretary
Marion Geiger was absent. A quorum was established. Lynn Hiott
with Reconcilable Differences was present. Unit owners in attendance were:
Sue Kelly, Pat Engel, Judy Schneider, and Rita Valentine.
Approval of the Board
Meeting Minutes of August 24 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.
Hattie Martin reported that
as of August 31st, the operating account at Sunrise bank showed a balance
of $51,705.98. Sunrise reserve balance was $218,433.73 in our reserve accounts.
Our A/R is $75,102. Prepaid assessments of $19,588.25 with current liabilities
of $20,043 for the outstanding checks for the roofs. Peter made the
motion to accept the treasure’s financial reports, Al seconded the motion
and it passed by unanimous voice vote.
Lynn reported that she has been working diligently with Clayton & McCulloh.
She reported that one account was overpaid a cost deposit but that they
were sending this back to the management. Unit 902 is in the final legal
stages and within 3 months there should be a final summary judgment issued.
Unit 406 and management are working together to go through old paperwork
to see where the legal issues came from. If the owner is shown to be in
good standings, then Clayton and McCulloh has agreed to dismiss the case,
however the association will still be responsible for attorney costs since
it has been ongoing since 2007. A board member asked if there was any recourse
against the former management company if they were found to be in fault.
Lynn suggested that they discuss this with the new attorney. Another unit
had a sale date that was cancelled and the sale was finalized and purchased
from the bank. The attorney has to wait 14 days before they can send a
demand letter to them for payment. Unit 308 accepted the payment plan that
was offered and has been abiding by it. Unit 618 has sold and the association
received $4,490 for past assessments, $483 on interest, and $375 for late
fees, and the new unit owner has begun remodeling the unit. Unit 701 has
been making faithful payments on time. Unit 906, the attorney is still
working on a Deed-in-Lieu of foreclosure and will only wait 45 days for
a response. Unit 108 agreed to a payment plan but has defaulted and will
only be given a short time to ratify and if not, the association will proceed
with the foreclosure. Unit 603 has had a family member move into the unit
and the attorney is going to send the paperwork to them to see if they
are willing to make payments, in the mean time the attorney is aggressively
moving forward with the foreclosure. All amenity rights have been suspended
all accounts more than 90 days past due. A board member asked about the
special assessments if all owners have paid these. Lynn reported that there
are 4 accounts that are not delinquent on their monthly fees that have
not paid the special assessment, but she is working with them to collect
this money. If they continue to avoid her phone calls and attempts, then
late fees will be assessed
Re-Roofing Update: Lynn
reported that all parties have agreed and signed the amended contract.
She will ask the consultant about the painting of the stairwells where
the new wood has been replaced. Jason Duff Roofing will be starting on
the 500 building as there has been confirmation of a roof leak. After the
500 building is completed, then the 700 building will be the next on the
list. To date, he has completed the 800, 300, 100, and 900 buildings. Lynn
reported that there was a roofer employee who fell, he had some broken
bones, but will take time to recuperate. Lynn stated that she contacted
the insurance company to verify that the association would not have any
responsibilities with this fall. Jason has agreed to clean all the gutters
but not the downspouts. Vance will work on cleaning these out. A board
member asked if Jason could give us a bid to remove the downspouts and
clean them out and reattach them while he is doing the roof repairs. Lynn
stated that she would ask and report back to the board with a cost.
Power-washing of buildings/sidewalks:
Kathy asked if owners had seen their sidewalks and noticed how clean they
are? Vance did a wonderful job on cleaning these and he only has building
100 and 200 sidewalks to complete. The buildings are being inspected now
and should begin pressure washing them by mid October.
Budget Update: Hattie reported
that the committee consists of herself, Jane Hamilton, and Al Fassler.
Another volunteer had to resign due to family medical reasons. Hattie stated
that they would try to get their first budget meeting by mid October. Lynn
recommended that the proposed budget would be to the committee by September
30th to review, and then the board needed to have a board meeting to approve
the proposed budget to send to homeowners and within 14 days after this,
there would be a budget meeting to approve the final budget. The goal is
to have this budget approved by the first week of November so that management
has time to order the coupon books and get it sent to the owners. The items
that will be voted on is fully funding or partially funding the reserves
and a full audit or a review for 2011 of the financials. Hattie will be
going out of town and will not return until November 2nd, but has agreed
that she could work with the committee members via telephone and emails.
Managers Report: Lynn
Locks on the office door had
to be changed due to non-board members having access to the office during
non-business hours. All locks have been changed and Lynn has a sheet in
the office for the board members to sign out a new key to the office.
· Security Deposit for
the Clubhouse: In the rules and regulations #17 stated that there was to
be a $100 refundable security deposit retained for usage of the clubhouse
and a separate $100 fee for the usage. Lynn stated that the $100 was a
bit high and suggested to only charge a refundable deposit for damages.
Discussion ensued over what has been the rule and what has been followed.
This topic is tabled for Lynn to come up with a new agreement and rules
to adhere by. She will report this at the next meeting and the board can
vote to accept this or not. Some suggestions were to charge the owners
only for “Private functions” where they requested a notice be placed on
the door so that no owners could access the clubhouse. This would be a
charge of $25 up to 30 people and $50 charge for over 31 people. There
does need to be a damage deposit and this could vary from $50 to $100 and
the board will decide this at the next meeting. Once this has been
decided, Lynn will post this information into the newsletter for all owners
to be aware of.
Kendall Towing: They have
removed the old trailers and pop up camper that was abandoned in the RV
lot. Blue Bell has been working every week to clean this area up at no
extra charge to the association. If owners need access to the RV lot, they
are to contact the office to fill out an application and there is a $10
fee for the key to the RV lot, which is refundable. Lynn will get these
forms onto the website as well.
The parking decals have
been ordered, and should arrive no later than the end of October. There
was a hold on this due Hurricane Irene up north and the flood waters. This
information will be in the newsletter as well. The decals will be removable
and will need to be applied to the front inside window of their vehicles.
This will help in enforcing only 1 vehicle in front of the building per
unit; all other vehicles will need to park in the visitor parking area
or risk being towed.
There was a hot water heater
that exploded into the downstairs unit, doing considerable damage. The
association is required to cover the drywall expenses. The City of West
Melbourne educated the manager on pulling a permit from them for hot water
heaters. You MUST go to the City of West Melbourne City Hall and pull a
permit to install a hot water heater or an air-conditioner. If you do not
comply, they can fine the homeowner up to $250 per day for non-compliance.
Management is still getting
bids for the restoration of the tennis courts.
Management purchased an
All-in-One printer for the office; the old one had to retire. This was
a cost of $200.
AC Drainage Lines: This
is not a responsibility of the association, but as a suggestion for preventative
maintenance and protecting the drywall damages, Lynn received a bid to
clean out all 120 AC drainage lines and repair the pvc pipes that were
damaged and going into the ground for $3,600. This line is where the homeowners
should be putting a ½ cup of bleach and water down monthly to help
keep the lines clear. This topic was tabled for this meeting to gather
more information. The board suggested doing a signup sheet and allowing
the owners that wanted it done to go in as a group and maybe get a good
discount this way. Management will work on this list. This would work in
the same way for the dryer vents to be cleaned.
A homeowner requested that
the board approve an amount to purchase new table and chairs for the outside
patio area. Al made the motion to approve a not-to-exceed amount of $500
to purchase new table and chairs, Peter seconded the motion and it passed
by unanimous voice vote.
An owner’s son has been
repeatedly letting the air out of neighbor’s tires due to them parking
in “his spaces”. The cops have been called on numerous occasions and have
told the owners that “nothing can be done unless caught in the act or witnessed
with proof”. The board suggested writing him a letter explaining the rules
and that this behavior would not be tolerated. His vehicle was towed as
management witnessed him parking the vehicle illegally blocking the parking
spaces to “save” them for no other use. Once the parking decals go into
effect, this will help eliminate this problem as owners will only be allowed
to have one vehicle in front of the buildings.
Lynn read certificates of
appreciation for Unit 212 when he volunteered his time to empty the trash
cans around the property when there was no maintenance man on payroll and
unit 914 for their donation of the new RV lock. Since these homeowners
were not at the meeting, management will mail these to them.
Painting: Management received
two bids for painting of the stairwells, steps, and landings. Peter requested
that this be tabled until he can work with Lynn on these bids. The board
approved to table at a later date.
Ratify expenses for Beverly
Gutheir and pool filters. Peter reported that Beverly was hired as a consultant
to assist them in hiring a new management company. She assisted them with
the writing of Scope of Work then reviewed it line by line, once ready
sent to various management companies, narrowed the results, helped with
questions to ask, she was present for all the interviews and then gave
the introduction to Reconcilable Differences, the new management company.
She was a great asset to the board in helping them find a great management
company and a great manager. Her cost was $1900 with a discount given for
being members of the Space Coast Condominium Association group. Lynn reported
that the pool filters were old and worn out and did not do the correct
job in filtering the pool with the chemicals. There are 20 filters to be
replaced and this total came to $500. Peter made a motion to ratify the
expenses of Beverly and Pool filters, Hattie seconded the motion and it
passed by unanimous voice vote.
Pool exemption from Brevard
County: Kathy reported to qualify for this exemption the association had
to have in their documents that there was a more than 6-month minimum for
rental and this would allow the association to not be under the restrains
of the county. The pool will still be taken care of and the chemicals watched,
but that the association will not have to do some of the major expense
items that the county says has to be done. They would come in once a year
to inspect the life saving equipment and the chemicals. This exemption
would be for the pool and spa. Peter made the motion to send in the completed
forms to become exempt from the County, Hattie seconded the motion and
it passed by unanimous voice vote.
An owner asked if the buildings
have been pressure washed and the board replied no this would happen in
Another 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 had asked management to remove the lock and leave it open for owners,
but there was a repeat of garbage being placed in this and so it is locked
again. If an owner needs to put yard waste in it, they can contact the
office and Vance will unlock for them to use.
An owner asked about the
recycling bins and if items had to be separated. Kathy replied that no
items have to be separated anymore; they all can be placed together.
An owner requested that
more work orders be printed and placed in the clubhouse. Management said
this would be done, but the work orders are also online to be printed out
or they can email their requests to management.
Security cameras: Management
stated that there were 5 cameras around the property and asked to get bids
to update these cameras with possibly a DVR. The board stated this would
be something discussed at the next meeting but to go ahead and get bids
for this to present.
An owner asked where the
agendas were posted and management explained that the minutes are posted
on the back bulletin board behind the clubhouse and the agendas would be
posted on the front bulletin board by the mailboxes.
Next Board Meeting:
The next Board Meeting is
set for Wednesday, October 26, 2011 at 7:00 pm at the clubhouse at Garrett’s
Run. There will be another meeting before this to approve the proposed
Budget to owners, once the date is determined, it would be placed 48 hours
in advance on the front bulletin board.
There being no further business
to discuss, the meeting was adjourned at 8:22 pm by Kathie Heisey