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Garrett’s Run Condominium Association 
Minutes of the Members’ Budget Meeting
Wednesday, November 7, 2012 

Call to Order: The meeting was called to order at 7:03 pm in the clubhouse. 

Establish Quorum Of Members:  A quorum was met. Fifty-eight (58) proxies were needed to establish a quorum of members. Seventy-eight owners attended (18 in person and 60 by proxy).

NOTE: These votes are a straw vote from the owners to help the Board make their final decision for the 2013 budget as proposed. The final decision on the 2013 budget rests entirely with the Board of Directors.

Voting Results On CPA Audit versus CPA Review for 2012 financials were seventy-two (72) voted to have a CPA review and six (6) voted to have a CPA audit for 2012 financials. 

Voting results to fully fund or partially fund reserves for fiscal year 2013: Seventy-eight (78) voted to have partially funded reserves for fiscal year 2013 with no votes for a fully funded reserve for fiscal year 2013. 

Voting results to combine last year reserve line items of golf cart replacement and office upgrades into reserve line item Clubhouse/Amenities to include the end of year balance in both accounts were fifty-eight (58) voted yes to combine with twenty (20) voting against the combination of reserve line items. 

Voting results from a straw vote to permanently remove the sauna as an amenity were seventy-four (74) to remove the sauna as an amenity and four (4) to have the sauna remain as an amenity. 

ADJOURN MEMBERS’ MEETING: There being no further member business, the meeting adjourned at 7:06 pm. 

Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting
Wednesday, November 7, 2012 
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: Treasurer Hattie Martin and Lucia Kirkpatrick. In attendance by speakerphone were: Vice President Peter Engel and Secretary Angelo Laviano. Director David Tarantelli and Al Fassler were absent. A quorum was established.  Lynn Hiott, Michelle Davis, and Sarah Davis with Reconcilable Differences were present. Eighteen unit owners were in attendance. 

Approval of the Board Meeting Minutes of October 10, 2012: Lynn reported that these minutes were not completed and would need to be tabled for next meeting. 

Financial Report:

  • Hattie Martin reported that as of September 30th, the operating account at Sunrise bank showed a balance of $ 56,723.77. Sunrise reserve balance was $226,582.86. Our A/R is $99,310.06. In prepaid assessments of $11,470 and $54,770 in uncollected debt that is allowed. Angelo made the motion to accept the financial report as stated, Peter seconded the motion and it passed by unanimous voice vote. 
Owner discussion regarding 2013 Budget: 

Questions from the audience: 

  • Where is the maintenance man salary and what is is his hours and duties. This amount includes taxes, worker’s compensation, holiday pay, etc. His hours are Monday through Thursday from 7:30 am to 3:30 pm, with a half hour for lunch. His duties include building repairs, cleaning of restrooms, clubhouse, and gym. He has various duties that he must complete daily and is in constant communication with management.
  • Can it be explained about fully funding the reserves or partially funded reserves? Hattie explained that capital improvements need to be discussed. A reserve study was just completed to help the Board see the capital improvements over a 30-year period. Owners may check out a copy of this report from the office. The partially funded reserves allow the Board to complete immediate projects and the fully funded reserve is over a 30-year improvements of capital projects. Projects that are included in the 2013 partially funded budget are the stairwell/landing repairs with an engineer to oversee the project, roads and paving, roof reserve to complete the 600 building roof, clubhouse issues of new equipment in the gym, deferred maintenance fund for plumbing and uninsured drywall repairs, gutter replacement/repairs, racquetball courts and tennis court repairs, and irrigation systems. 
  • Question was asked about the Brighthouse contract and if this could be discussed and looked into further? This contract is signed for 7 years and there is no way out of this contract. Owners are given digital cable with a free box from Brighthouse that allows them to receive over 300 channels. Should you have any further questions about this, please see management.
Discussion and Ratification of Member votes above: 
  • Kathie reported that the member vote showed that the majority wanted a CPA review versus an audit. Peter made the motion to complete a CPA review for 2012 financials. Angelo seconded the motion and it passed by unanimous voice vote. 
  • Kathie reported that the members voted majority for partially funding the reserves for 2013 as outlined in the proposed budget. Angelo made the motion to partially fund the reserves as outlined in the proposed budget for 2013. Hattie seconded the motion and it passed by unanimous voice vote. 
  • Kathie reported that the members vote showed majority for combing the golf cart and office improvement reserve line items and their balances into a new line item of Clubhouse/Amenities. Hattie made the motion to combine the line items in the reserve budget as proposed. Lucie seconded the motion and it passed by unanimous voice vote. 
  • Kathie reported that the members vote was for a majority to remove the sauna as an amenity. Lucie made the motion to have legal counsel write the amendment to be mailed out for an owner vote in 2013 to remove the sauna as an amenity from their declarations. Hattie seconded the motion and it passed by unanimous voice vote.
Board Vote on 2013 Budget: Peter motioned to approve the 2013 partially funded proposed budget as presented to the owners raising the monthly assessments to $335 per month. Angelo seconded the motion and it passed by unanimous voice vote. 

It was noted that those owners that already do “ACH” debit or bill pay will not receive coupon books this year. In order to save the association money, Lynn will request to all the owners if they would like a coupon book ordered for 2013. Please note: Should an owner request a coupon book after December 5th, there will be a $10 charge to order a coupon book. A cover letter will go out to everyone explaining the coupon books and ACH forms in early December with their coupon books if ordered. It was expressed that payment will NO LONGER BE ACCEPTED AT THE Garrett’s Run office starting January 1, 2013. Owners will need to mail their check in with their coupon to the address located on the coupon books. 

The next Board Meeting is scheduled for Wednesday, December 12, 2012 at 7:00 pm at the clubhouse at Garrett’s Run.
There being no further business to discuss, the meeting was adjourned at 8:55 pm by Kathie Heisey.
Respectfully Submitted,  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.