Garrett’s Run Condominium Association
Minutes of the Board of Directors’
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
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.
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.
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:
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)
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.
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
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.
Hattie asked that Lynn read
some unplanned expenditures of 2012. Lynn reported the following:
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
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
Reserve study group was hired
to evaluate the entire property for repairs and help with reserve accounts
for future maintenance repairs/replacements.
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.
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.
Condo Declaration’s Amendment
regarding rentals: Kathie requested that we table this topic for December
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.
There being no further business
to discuss, the meeting was adjourned at 7:55 pm by Kathie Heisey.
Lynn Hiott, CAM #35322