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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Wednesday, October 9, 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 and Director Lucia Kirkpatrick. In attendance by speakerphone were: Vice President Peter Engel, Treasurer Hattie Martin, Directors Al Fassler and David Tarantelli.  Secretary Angelo Laviano was absent.  A quorum was established.  Lynn Hiott with Reconcilable Differences was present. 

New Business:

  • Budget 2014 approval to mail out to owners: Lynn reported that we were able to keep the monthly assessments at $335 per unit, per month. We were having to not fully fund the reserves, however, Hattie feels strongly that there is enough money in the budget to complete the stairwell project with phase 1 and begin budgeting for a new roof on the 200 building early 2015. Peter made the motion to approve the mail out to the owners of the 2014 Proposed Budget as written, David seconded, all were in favor with Al opposing. Kathie reminded everyone that their vote counted and needed to be returned because if there was not a majority of votes returned, then the Board would be required by law to FULLY FUND the reserves at $622 per unit, per month. With the current rate of $335 per month, this was to not fully fund the reserves, so please everyone turn in their votes.
  • Straw vote for Security Deposit for tenants: Frank presented us with the wording of the straw vote that we would include in the Proposed Budget letter as:  “Charge all incoming tenants a refundable damage security deposit of $500.00 per unit to hold in a non-interest bearing account until the tenants move out. This security deposit would be held for damages to any common area, but not limited to stairwells, concrete, pool property, etc…” Peter made the motion to accept the wording written by our attorney for a straw vote. Al seconded, all in favor. 
  • Lynn stated that each owner would be asked to return their proxy no later than November 5, 2013 by 5:00 pm. Each owner would be voting on two items and have a straw vote. They would vote on a CPA Audit or review for 2013 financials, and most importantly on fully funding or partially funding the reserves for fiscal year 2014, then the straw vote on security deposit from new tenants for common area. Lynn also stated that the new amendment that was approved and recorded would be included in the mail out for owners to place in their Governing Documents. 

Unfinished Business:

  • Drainage update with concrete repairs: Lynn reported that she had Mike’s Masonry return to the property and re-evaluate the areas of concern regarding the drainage issues. We had the trees removed and felt that he needed to see the areas to bid accurately. He gave us a proposal of having 3 small areas at $1200 each, for a total of $3,600, 3 large areas at $1400 each for a total of $4,200, and then all the sidewalks that contained cracks and were becoming tripping hazards for $1,000 in total. His complete estimate with a guarantee of the drainage working properly is $8,800. The Board discussed this in further details and Lynn was asked to consult our engineer Jim Emory to see if he had any other concrete companies that could bid the job. Lynn did state that we could get other bids, however, in past experience, Mike has always been the best at what he does and by far the cheapest. This was tabled for next meeting to approve. 

Manager’s Report: None.  

Owner Input: None.  

Schedule Next Meeting: The next scheduled Meeting will be the approval of the 2014 Budget and regular Board meeting, Wednesday, November 6, 2013 at 6:30 pm at the clubhouse at Garrett’s Run. 

There being no further business to discuss, the meeting was adjourned at 6:55 pm by Kathie Heisey. 
Respectfully Submitted,   
Lynn Hiott, CAM #35322  
Reconcilable Differences, Inc.