Minutes of the Board of Directors’
Wednesday, September 24, 2014
Call to Order/Establish
Quorum of Directors: President Kathie Heisey called the meeting to
order at 7:10 pm in the clubhouse at 7900 Greenboro Drive. Board Members
present were: President Kathie Heisey, Vice President Peter Engel, Treasurer
Al Fassler, Asst. Treasurer Hattie Martin, Directors David Tarantelli and
Traci Niederriter. Secretary Angelo Laviano was absent. Lynn Hiott and
Michelle Davis with Reconcilable Differences. A quorum was established.
Unit owners in attendance were: Judy Schneider, Teri Vazquez, Patricia
Engel, Kathleen Fassler, Sue Kelly, Rita Valentino, and Douglas Davidson.
Approval of the Board
Meeting Minutes of August 27 and September 3rd: Peter made the motion
to approve the minutes as written and sent to all Board members, David
seconded, all in favor. Traci abstained from the approval vote.
For the current time, Hattie
will be assisting Al with the financial reports. Al reported that as of
August 31st, the operating account at Sunrise bank showed a balance of
$28,146. This included $14,715 in prepaid owner assessments,
so there is actually only $13,431 in the operating account.
Sunrise Bank reserve balance is $90,045 and FBC (Florida Bank of
Commerce) reserve balance is $85,526 for a total reserve fund of
$175,572. Accounts Receivables is at $87,491 with $900
still owing on the special assessment, by foreclosure units that have not
paid. We have $55,383 already expensed for bad debts as the
accountant recommended last year. We are $20,000 over budget due
to the stairwell repairs and unexpected emergency light repairs. Hattie
made the motion to accept the financial report as stated, Peter seconded
the motion and it passed by unanimous voice vote.
reported that, per Board directive, unit 510 the bank has completed their
foreclosure and now has taken possession of the unit. The tenant that was
renting that unit has relocated to unit 207 at $500 per month for rent.
Unit 608 completed the deed-in-lieu of foreclosure and the Association
has a tenant in this unit renting at $700 per month. Unit 308 is currently
in foreclosure proceedings, however the tenants are now paying the monthly
rent to the association to pay down the bad debt on this account. Unit
906 is now in the possession of the bank and will receive 100% of money
that is owed for this unit. Unit 104 is in negotiation with our attorney
and we hope to have the balance paid in full very soon on this unit. We
are continuing our steps of foreclosure on units 105 and 306. Unit 808
has been with Fannie Mae and we are continuing to negotiate with them on
their amounts owed.
Clubhouse Roof update and
ratify contract approval:
Total Home Roofing was awarded the contract to replace the Clubhouse roof
at a cost of $22,075. They received good reviews on Angie’s List and the
Board met with Kevin the lead foreman. The roof work will begin within
the next week. Lynn will post notices that the drive thru where the mailboxes
are located will be closed along with the pool while the repairs are being
completed. Total Home also included replacing the T-11 boards that were
rotten and painting those boards after replacement at no extra costs to
the association. David made the motion to approve Total Home Roofing to
complete the new roof job on the clubhouse with funds to be used from the
roof reserve. Al seconded, all were in favor.
Landscape Committee Report:
Sue reported that unit 908/909 had Palm Trees on the island are dead and
needs to be replaced. She suggested that the soil is bad and not allowing
these items to grow and thrive here. Area between units 701-704 has nothing,
no plants on the island where the cars parked and requested something be
placed here. The area between 703-709 and 601 had a tree that was taken
down and nothing has been replaced here. Unit 216/217, again the
palm tree is dead and believe the soil is bad in this area as well. Suggestions
made from the Committee: The bush or tree in front of unit 110-111 has
been there for over 10 years and seems to do very well in this type of
soil. Maybe this type of bush or plant could be used in other areas liked
mentioned above where the Palms don’t seem to do well in that soil. No
sun also south of 601 by the walkway this area has to be cleaned up. Dead
crotons and bunches of dead leaves and the soil is believed to be bad.
Suggested plants for these areas where other bushes and plants do not grow;
wide Leaf Ligustrum, Variegated Giner Lilly, Trinette Variegated Schefflera
are some possible suggestions for planting.
Manager’s Report: Lynn
reported that the swimming pool deck is in need of repairs and the interior
of the pool needs to be considered for a resurfacing. Doug Davidson volunteered
to be on the committee regarding the pool updates. He will report at the
next meeting on what he was able to research.
Guest Speaker: Bill Brant
with All Brevard Fire Sprinkler to discuss stand pipe repairs and sprinkler
repairs: Bill reported that during his inspection of the property, he noted
all the standpipes on 9 buildings needed to be repaired or replaced. The
building at 400 was an emergency repair as this standpipe busted on a Friday
night and the association had to maintain a “fire watch” where we had to
hire a person to walk the building every 2 hours from Friday night to Monday
afternoon, per the guidelines of the Fire Marshal. Sprinkler heads in several
of the units have to be replaced due to having paint on them or not in
working condition. These replacements will be billed to each individual
unit once the work has been completed. Over the next few months, the repairs
will begin to take place and we will need the attention of all owners or
tenants to work with us entering the units. Notices will be posted prior
to us entering the units. Once the work has been completed, Vance will
leave a notice to the owners clearly stating that we were in the unit for
sprinkler repairs and were done. If we do not have a key in the office
and no one is home to allow entrance, we will have to contact a locksmith
to gain access and then the homeowner will be responsible for the locksmith
invoice. Bill estimated the replacement of the escutcheons and sprinkler
heads to be approximately $38-40 each. We have estimated 184 escutcheons
to be replaced and 54 sprinkler heads. This number may rise due to us not
being able to get into some units during the inspection period. Those units
will have a $25 fee attached to their account for us not having access
to their units with the first inspection. Written notice was sent to them
explaining this charge. To replace these sprinkler heads and escutcheons,
it will be approximately $10,000.
Stand pipe repairs: The approximate price for the repairs of the standpipes
is $15,000. Bill stated that he would be using the galvanized schedule
40 which lasts three times longer than the black pipes used in the past.
Al made the motion to approve All Brevard to move forward with replacing
the standpipes and to utilize the money from the deferred maintenance reserve
account. Peter seconded this motion and all were in favor.
Approval of Exit Bars for
Pool per the Fire Marshal: Lynn reported that Lacy’s Locksmith gave
us a proposal to install the two exit bars in the pool exit fences for
approximately $2,296.67. Peter made the motion to accept Lacy’s proposal
for the exit bars per the fire marshal in the amount of $2,296.67 to be
used from the Pool Amenities reserve account, David seconded, all were
Approval of 6 foot pool fence
to secure backside of pool: Tabled for another meeting.
Budget Committee: The
Committee is working diligently with the treasurer for the 2015 Budget.
The committee would like the owners to vote on the tennis court since it
is due for resurfacing in 2018, the Board would like to ask the owners
to possibly turn the court into a multi-court with bocce ball, horseshoes,
and shuffle board. Peter agreed to help with the language to send to the
owners for their opinions.
Tree Trimming: Tabled
for another meeting.
Owner Input: An owner
asked about the RV/Boat lot being allowed to store other items and the
Board overall stated that the only items to be stored in the RV/Boat lot
were just that. Nothing else. Lynn will get with the owner who has items
stored illegally in there and have it removed. Another owner complained
about the roadside of building 500 being clogged with mulch, dirt, and
mud. There was no drainage occurring from the storm drains. Lynn will get
Vance to look at this and clean it up.
Set Next Meeting:
The next Board Meeting is scheduled for October 15th at 5:30 PM.
There being no further business
to discuss, the meeting was adjourned at 9:05 pm by Kathie Heisey.
Lynn Hiott, CAM #35322