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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting
Wednesday, October 10, 2012 
 
Call to Order/Establish Quorum of Directors: President Kathie Heisey called the meeting to order at 7:03 pm in the clubhouse at 7900 Greenboro Drive. Board Members present were: Treasurer Hattie Martin. In attendance by speakerphone were: Vice President Peter Engel, and Director Al Fassler. Directors David Tarantelli and Secretary Angelo Laviano were absent. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Terry Vazquez, Rita Valentine, George Klice, Lucia & Terry Kirkpatrick, and Bob Barnes. 

Approval of the Board Meeting Minutes of September 18, 2012: Peter made a motion to approve the minutes as written. Al seconded the motion and it passed by unanimous voice. 

Financial Report:

  • Hattie Martin reported that the amounts were as of August 31st and the new data for September has not arrived yet. Therefore, she will not repeat the totals, but year-to-date the numbers are still within budget for 2012. Peter made the motion to accept the financial report as stated, Al seconded the motion and it passed by unanimous voice vote.  
New Business:
  • Appoint new Board Member: Kathie reported that there was still one vacancy on the 2012 Board of Directors and Maria Lucia Kirkpatrick, owner of unit 217 had expressed a desire to serve the remaining term as a director. Peter made the motion to appoint Lucia to fill the 7th position through the remaining 2012 term. Hattie seconded the motion and it passed by unanimous voice vote. Kathie welcomed Lucia to the Board and asked that she join them at the table.
  • Approve the 2013 Proposed Budget and mailing to owners: Lynn reported that the package for the 2013 proposed budget was ready to be mailed to the owners for the owners to review and return their proxy votes for the following items:
  •     Vote #1: CPA Audit or CPA Review of the 2012 Financial Records: Florida Statute allows the members to vote for a lesser cost “review” for up to 4 years, with an audit required every 5 years. We paid for an audit in 2011, but if members vote for a review of the 2012 records, it would save approximately $2000 in 2013. (Audit $4500, Review $2500)
  •     Vote #2: Fully Fund or Partial Fund: Should the Association have full or partial funding of reserves for the fiscal year 2013? Fully funding the reserves will result in monthly assessments increasing to $584 and partially funding will increase monthly assessments to $335 per month.
  •     Vote #3: Combine reserve line items into one for better understanding. Combine last year reserve line items of golf cart replacement and office upgrades into line item Clubhouse/Amenities, including the end of year balance in both accounts.
  •     Vote #4: Straw Vote: Should the Association permanently remove the sauna from the governing documents due to the high costs of repairing them? If majority wants this removed then we will send out a ballot to amend the documents to show these changes. By voting to permanently remove the sauna and no longer have this as an amenity in the documents and voting to keep the sauna as an amenity and complete the necessary repairs which are estimated at $7,000, which is currently not funded in the partial reserves. 
If the board does not receive a majority of proxies to partially fund reserves, they will be required by law to fully fund the reserves at the $584 as stated above.

Hattie asked that Lynn read some unplanned expenditures of 2012. Lynn reported the following: 

  • Cameras were installed in and around Clubhouse at a cost of approximately $3,000.
  • Replaced roofs on buildings 400, 500, and 700 at a cost of $20,000, $15,000, and $13,000.
  • Replaced cosmetic bands along buildings 200, 300, 500 and partial 800 at a cost of approximately $13,000. This was due to the leaks into the units from these boards that showed an abundance of rot. 
  • Trimmed Oak and Palm Trees throughout the property at a cost of approximately $11,000.
  • Had several leaks from interior pipes causing major water damage to one or more units, Association is responsible for drywall repairs) at a cost of approximately $7,500 plus an additional $6,000 on drywall repairs. 
  • Replaced the condenser in the gym and additional work to bring Air Handler into compliance with City officials with repairs at a cost of $2,400.
  • Replaced the entire AC unit in the office at a cost of approximately $2,800.
  • Floor in Clubhouse stripped and waxed at a cost of approximately $600.
  • Buildings and entranceways pressure washed to remove mold/algae at a cost of approximately $2,600.
  • Sidewalks repaired due to safety reasons at a cost of approximately $4,200.
  • Fire Marshal required upgrades and signs to bring us into compliance for 2012 at a cost of approximately $6,000.
  • Reserve study group was hired to evaluate the entire property for repairs and help with reserve accounts for future maintenance repairs/replacements. 
Hattie also reported that with this partially funded reserves amount, this would include 2 special assessments to be divided into two $100 payments, one being due in April and the last one being due in September. This would assist with the new roof for building 600 and replacing gutters that are missing, and setting aside legal costs monies. 

Al made the motion to approve the 2013 Proposed Budget mailing package to the owners, expressing the importance of owners returning their proxy so that their votes counted. Lucia seconded the motion and it passed by unanimous voice vote. Lynn reported that she would get the packages out within the week. As a suggestion from Peter, Lynn stated that she would fix bright labels to the envelopes that read “Time Sensitive Material Enclosed”, so that owners would be more inclined to open the mail and return the proxy vote immediately. 

Unfinished Business:

  • Condo Declaration’s Amendment regarding rentals: Kathie requested that we table this topic for December meeting. 
Manager’s Report: Lynn reported that the office would be closed the week of October 22nd through 26th a sign will be posted on the front door. 

Owner Input: None.

The next Member’s and Budget Board Meeting is scheduled for Wednesday, November 7, 2012 at 7:00 pm at the clubhouse at Garrett’s Run.
 
Adjournment:
There being no further business to discuss, the meeting was adjourned at 7:55 pm by Kathie Heisey.
 
Respectfully Submitted,
  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.