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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting
Wednesday, December 12, 2012 
 
Call to Order/Establish Quorum of Directors: President Kathie Heisey called the meeting to order at 7:05 pm in the clubhouse at 7900 Greenboro Drive. Board Members present were: President Kathie Heisey, Treasurer Hattie Martin and Director Lucia Kirkpatrick. In attendance by speakerphone were: Vice President Peter Engel, Secretary Angelo Laviano, Directors Al Fassler and David Tarantelli. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Rita Valentine and Cathy Griffith. 

Approval of the Board Meeting Minutes of October 10th, 2012: Peter made a motion to approve the minutes as written. David seconded the motion and it passed by unanimous voice. 

Approval of the Member’s Budget and Board Meeting Minutes of November 7th, 2012: Peter made a motion to approve the minutes as written. David seconded the motion and it passed by unanimous voice. 

Financial Report:
· Hattie Martin reported that as of November 30th, the operating account at Sunrise bank showed a balance of $ 51,130.56. Sunrise reserve balance was $226,369.77. Our A/R is $111,735.38. We have over $57,770 in allowed collectable monies. Angelo made the motion to accept the financial report as stated, David seconded the motion and it passed by unanimous voice vote.    

New Business:

  • Special Assessment: Hattie reported that a special assessment was needed to make up the funding difference of the stairwell reserves, the roofing reserves, and needed money to replace the gutters on all the buildings within the community. The stairwell reserve currently has $12,950 and the estimated repairs are at $17,950 with about $5,000 needed. Then the roof at the 600 building needs to be replaced and the roof reserve account has $31,400 with the current bid of $37,400, having a shortfall of $6,000. The gutters within the community are either missing or in desperate need of repairs and the bid currently we received is for $23,350.00 to replace with seamless gutters. We have $10,000 in the Deferred Maintenance reserve account, but there is still a deficit that is needed of $13,000. We acknowledged that we need to special asses the owners for $24,000 at $200 each unit. The Board agreed to accept one payment of $100 by April 30th and then the last $100 by November 30th. Lynn reported that if the owners are on automatic debit, we could debit their $200 at the end of November. Hattie stated that this special assessment is needed to complete the tasks at hand. When the budget was completed, the Board felt in order to keep the monthly assessments down then the special assessment would be bennefical to all owners. Peter made the motion to send the special assessment letter out to all the owners with the 2 payment plan discussed above. Al seconded the motion and it passed by unanimous voice vote. 
  • New Roof of 600 Building: Lynn reported that we have a bid from Joe Horschel in the amount of $37,400 but this was the only bid we had. Several Board members agreed that we needed to seek another bid from another vendor. Lynn will get this and report on it at the next Board meeting. 
  • Stairwell Repairs: Lynn reported that there are several engineers and vendors to come out and review the repairs and give proposals. This would be discussed at the next meeting. 
  • Gutters and Downspouts: Lynn reported that she has a bid from Water Tight Gutters but still had some concerns and would like to discuss at the next meeting. However, she asked that the Board approve to get new gutters at east and west end of the 300 building so the Board and owners could see what type of gutters would be installed. Angelo made the motion to approve the 300 end gutters and to discuss the remaining contract at the next Board meeting. Al seconded the motion and it passed by unanimous voice vote. Hattie reported that the money would be used from the “Deferred Maintenance Reserves” account.
  • Drainage issues in front of 900 and 300 Buildings:  Lynn requested that we table this topic for January meeting to get further information. 
  • Condo Declaration’s Amendment regarding removal of sauna: Board requested this be tabled for February meeting and would like to have Frank, our attorney with Larsen and Associates, come to the meeting to discuss. 
Unfinished Business:
  • Condo Declaration’s Amendment regarding rentals: Kathie requested that we table this topic for February meeting.
Manager’s Report: Lynn reported that the office would be closed the week of December 25-January 4th, in observation of the winter holidays. A sign will be posted on the front door. Lynn also stated that the books have not disappeared from the clubhouse, the Lending Library is now located in the closet and it does not lock. Lynn also stated that she received several compliments about the holiday decorations and has photos to share. The residents all commented on how festive the community looked for the first time in years. Lynn also told the Board members and residents to have a safe and happy holiday. 

Owner Input: None.

The next Board Meeting is scheduled for Wednesday, January 23, 2013 at 7:00 pm at the clubhouse at Garrett’s Run.
 
Adjournment:
There being no further business to discuss, the meeting was adjourned at 7:30 pm by Kathie Heisey.
 
Respectfully Submitted,  
Lynn Hiott, CAM #35322 
Reconcilable Differences, Inc.