Garrett’s Run Condominium Association
Minutes of the Board of Directors’
Tuesday, December 16, 2014
Call to Order/Establish
Quorum of Directors: President Kathie Heisey called the meeting to
order at 6:30 pm in the clubhouse at 7900 Greenboro Drive. Board Members
present were: President Kathie Heisey and Assistant Treasurer Hattie Martin.
In attendance by speakerphone were: Vice President Peter Engel, Treasurer
Al Fassler, Secretary Angelo Laviano, and Director Traci Niederriter. Director
David Tarantelli was absent. A quorum was established. Lynn Hiott
with Reconcilable Differences was present. Unit owners in attendance were:
Cathy Griffith, Doug Davidson, Rodney Savickis, Stephen Laurence, Rita
Valentino, Paul and Nancy Pelletier, and Jane Hamilton.
reported that Unit 104 has asked for a settlement offer and a payment plan.
AS a good faith gesture, they are paying their current monthly fees. They
were 16 payments behind from August 2013 to present with 16 late fees,
one NSF fee and legal fees. They are asking for a settlement of $5,500
with a payment plan. Sprinkler replacement costs in that unit will have
to be factored in and added onto the back end of the payment plan. Peter
asked for a stipulation to be placed into the payment plan that if a payment
is missed, then settlement would be cancelled and all fees would be due
and payable immediately. Management will ask the Association attorney to
write up this payment plan. Payment plan is put forward as 6 months, with
association waiving the late fees and interest. The payment plan would
have to still include the monthly payment on top of the payment plan. The
2015 special assessment will have to be included as well. The Board would
like to review the payoff letter prior to complete approval. Traci made
a motion to move forward with the attorney to write up a payment plan of
6 months and to include all of the expenses included, but with the late
fees and interest waived. Angelo seconded this motion, all were in favor.
Unit 807 asked for a payment
plan for the 2014 special assessment of $550 paying an additional $100
per month along with the monthly assessment. Peter made the motion to approve
the payment plan as stated and said the unit owner’s request must be received
in writing. Angelo seconded, and all were in favor.
Units 510, 902, and 906 are
moving forward with the banks foreclosures.
Hattie reported for Al that
as of November 30th, the operating account at Sunrise Bank showed
a balance of $25,504. This included $8,485 in prepaid owner
assessments, so there is actually only about $17,000 in the operating account.
Sunrise Bank reserve balance is $125,139 and FBC (Florida Bank of
Commerce) reserve balance is $85,580 for a total reserve fund of
$210,720. Accounts Receivables is at $86,514. We have
$45,388 already expensed for bad debts as the accountant recommended
last year. Currently, we are $40,386 over budget to date,
due to stairwell repairs and not having all the special assessment money
Manager’s Report: Lynn
reported that the office would be closed December 24th and 31st and that
the maintenance man would be on vacation from December 24th through January
5th. These notices will be posted on the office door and bulletin boards.
Management is on call 24/7 with maintenance issues. This was approved.
Sprinkler Repairs: All
Board members received the spreadsheet that management e-mailed out. The
sprinklers on the landings were replaced by the association. Lynn explained
that when the buildings are inspected by the contractor, he tags the buildings
as a “green or red”. If the Fire Marshal sees a Red tag, the association
could be eligible for daily fines until the building is brought into compliance
and the green tag is placed. In order to come into green tag status, the
contractor has to drain each of the buildings’ sprinkler lines, inspect
each sprinkler head in the units and if the heads are painted, then these
heads no longer function properly. Some of the sprinklers were rusted and
not working properly so they had to be replaced. The contractor was able
to clean some paint off escutions, and the fee for cleaning was charged
to the homeowners at $25 per head. If a sprinkler had to be completely
replaced, the charge to the owner is $45. Lynn will send each affected
homeowner an invoice for their costs. Lynn will also work with the owners
on payment plans if requested. No late fees will be charged until April
1st. Some owners will not receive an invoice due to their units passing
the inspections with no needed repairs or replacements. The total amount
owed to the association is $13,690 and this was divided amongst the owners
as individual charges of $25 for cleaning (a total of 106 cleaned) and
$45 per replacement (a total of 207 replaced). Traci made the motion to
approve charging the homeowners the agreed cost as stated above and invoices
will be sent to those owners. Peter seconded this motion, and all were
Gym AC Lines and Ceiling
Repairs-Ratify Lynn reported that the gym’s AC lines were found to
be leaking due to the damage to the roof before the repairs were done.
The AC lines were significantly damaged and crushed before the roof was
replaced. These lines were sweating and in turn this was dripping from
the ceilings and causing mold and mildew. Lynn reported that All Air &
Heat came in and removed all of the AC lines (ducts) and replaced them
with new ones. They removed the mold and mildew with this cleanup. The
total cost for this was $2,750 after a $250 credit given due to some unnecessary
damage done by his employees. To repair the drywall from these new AC lines
being installed, is an additional $1,000. There was Board discussion about
getting an air quality test, but manager reported that the contractor removed
all old drywall and debris and all new piping and vents were installed.
Al made the motion to ratify the expense of $3,750 to be paid from the
Pool/Amenities Reserve line item. Angelo seconded, all were in favor.
reported that an owner fell in front of the 500 building where there was
a crumbling handicap ramp due to tree roots growing through it. Mike’s
Masonry was called out for an emergency repair and completed the repair
the next day at a cost of $300. While he was here, he had the materials
and the time, so he completed the ramp to the pool at the new gate to make
the area “ADA” accessible, as required by the fire marshal. Angelo made
the motion to ratify repairing and adding handicap ramps at a cost of $680.
Al seconded, and all were in favor.
Management “Scope of Work”
Kathie reported that RDI has given their 30-day notice of termination and
so the Board needs to put together an RFP to seek new management companies.
Kathie will email to all Board members the RFP that was put together by
the consultant 3 years ago, and the Board can email Kathie any changes
they would like to see made to that RFP. All Board members should send
in their changes to Kathie by January 12th, so that she can prepare the
changes for discussion at the next Board meeting. The Officers of the Board
will conduct the interviews with the RFP when the time comes. Once Peter
is here in Florida, he will collate the changes and move forward with the
search. Traci asked if there was a committee, Peter explained that the
Board collectively will have input into the changes or suggestions for
Owner Input: Jane
Hamilton said some units have signs in the windows, and this is not allowed
per the governing documents. Lynn explained that these are foreclosure
units and she is trying to contact the right divisions of the banks to
have them removed.
Another owner said extension
cords are coming out of a front door to have Christmas lights around a
unit and he felt the crushed cord was a fire hazard. Manager said a notice
was put on the bulletin board stating this is not allowed.
Cathy Griffith stated that
the management is very knowledgeable and a great asset to the community
and thanked Reconcilable Differences for the great job they were doing.
The manager is doing more work that her contract calls for and she commended
Lynn on her knowledge.
The front entrance and the
clubhouse were decorated for Christmas and all this work was completed
by Lynn and Vance. Rita volunteered to help, and decorated the Christmas
tree in the clubhouse.
Set Next Meeting:
The next Board Meeting is scheduled for January 28th at 6:30 PM.
being no further business to discuss, the meeting was adjourned at 7:45
pm by Kathie Heisey.
Lynn Hiott, CAM #35322