B & R Pest Control (321-449-0399) B & R Pest Control (321-449-0399)
Buildings A - B - C Buildings D - E - F
Fourth Friday of every other month: Fourth Friday of every other month:
Jan-Mar-May-July-Sept-Nov Feb-April-June-August-Oct- Dec
Beginning at 10:00 a.m. Beginning at 10:00 a.m.
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, DECEMBER 13, 2005
CALL TO ORDER:
The meeting was called to order at 3:10 p.m. in the recreation room.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
The notice was posted on the bulletin board on December 8th. Board Members Present: Gwen Eifler, Ginger Jones, John Allen, Mitzie Rose, A.J. Carter and Otto Watson.
Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were present. Three owners were also present.
APPROVAL OF MINUTES FROM November 8th MEETING:
John Allen motioned to approve the minutes of the November meeting. Melinda seconded, all in favor.
UNFINISHED BUSINESS:
1) Concrete Restoration:
Mike’s Masonry was not able to get a quote printed before this meeting. He has promised to have the quote to Gwen by this Friday. All is on hold until his bid is received and discussed.
2) Painting of the Buildings:
This item is also tabled until the concrete bid is discussed and voted on. Manager handed out a list showing differences between painting companies Nolan and Tech. Most important to manager was that Nolan does not have Worker’s Compensation insurance. Also, they are a small company from Port Orange and stated that each building would take a month to complete. Although he stated that he would keep his price the same over 3 years if paint prices did not increase, the Sherwin Williams representative at the workshop meeting stated that paint prices would most definitely go up. Manager recommended that whichever company is used, walkway painting be done by the concrete restoration company because their materials are a waterproof membrane that will protect the walkways for a much longer period of time. Both items were tabled for more information.
FINANCIAL REPORT:
Jan stated that there is currently $164,494.34 in reserves, including a CD at World Savings Bank. The roof reserve now has a positive balance of $3,160 and the “D” roof is fully paid for. The Building Reserve currently has $52,184.54 towards the scheduled concrete and painting work and Deferred Maintenance has $55,205.54. The operating account has $15,721.40 currently. Jan stated that the Association is “within budget.” The only items over budget are the cable cost and the pool maintenance from the beginning of the year.
It was reiterated that the “bulk cable” rate paid by the Association is much less than an individual service.
COMMITTEE REPORTS:
a. Recreation Report: John read a report submitted by Jacquie Allen about Recreational committee issues. There were nine residents at the Social held November 18th. The December 16th dinner is filling up fast, with 30 people already signed up. The next scheduled event will be on January 20th.
b. Maintenance: Don Williams stated that the fence behind “C” and “D” has been repaired and the fence behind “B” has been re-staked. Posts were painted and / or repaired and a few more new posts are needed. This damage was due to the 50 MPH winds that also tore up the bridge and took the lights off there. Fred has stated that the broken chairs in the rec room cannot be repaired for less than new chairs would cost and are not safe to sit in. There is still an issue with the pump that runs irrigation and the waterfall. Fred has patched the corner of “F” building where the stucco delaminated. There has been minor vandalism on the tennis courts; blacktop chunks pulled up and thrown and a rat thrown into the court from outside. All is taken care of now. Manager asked if the insurance proceeds from the damage caused by a car running into the “D” building could be repaired by CRI, who was willing to take the Geico check as payment so no extra money was required from the Association. Board felt we should wait to repair until all the concrete work was completed. Don was willing to work with Fred on maintenance issues, but not head the committee. As of January 1, 2006, Don will not be the chairman.
UNITS FOR SALE:
Unit C-220, owned by Otto Watson, is closing on the 15th of December. It sold for $155K to David Martin and once closed, Otto will no longer be a Board member. He was thanked for his past service.
UNIT C-225, a 3-bedroom upstairs unit, is for sale at $179,000.
RE-ORGANIZATIONAL MEETING:
The Annual Meeting was held last week, on December 6th. Only one person, Gwen Eifler, sent in notification of intent to run for the Board. Melinda Poole sent it in, but it was after the cut-off date, so Gwen motioned to appoint her to the Board for a 2 year term. Melinda seconded, all in favor.
Sid Shipley and Larry Haymes verbally stated that they would serve again, so Gwen motioned to appoint them both to a 2 year term. Melinda seconded, all in favor.
Those serving their 2nd year, with appointments to the Board good until December 2006 are: John Allen A.J. Carter Ginger Jones Mitzie Rose
Those serving a 2 year term ending December 2007 are:
Gwen Eifler Larry Haymes Melinda Poole Sid Shipley
Otto is selling his home so must resign. Therefore, an additional position on the Board is available. If any Island Village owner is interested in serving, please contact a current Board member or management with any questions you may have.
FINANCIAL GIFT FOR FRED:
Gwen stated that one average week’s pay, which for Fred is 20 hours, is usually given as a Holiday gift. John motioned to approve a $240 bonus to Fred for his hard work and help this year. Mitzie seconded, all in favor except Sid, who favored a $100 bonus. Motion passed.
OFFICER APPOINTMENTS:
Secret ballots were distributed by Mickey Pheuneuf, as has been done in past years. Mickey asked who did not want an Officer position. Gwen, AJ, Melinda, Mitzie and Sid did not wish to be officers, but would serve on the Board in a Director position.
Therefore, only John Allen, Larry Haymes and Ginger Jones were willing to serve as officers.
As ballots were being passed, Mitzie thanked Gwen for her thankless and helpful service as Board President the last year. All agreed.
Ballots were counted: With the majority of votes, John Allen was voted President. At that time, Mitzie motioned to elect Larry Haymes as Vice President. Melinda seconded, all in favor. Ginger agreed to serve as Secretary again and all were in favor. After much discussion, Melinda motioned to appoint John Allen as both President and Treasurer. AJ seconded, all in favor.
Mickey was thanked for his help with this smooth transition.
OWNER FORUM:
There has been a problem with emergency personnel being able to access some units. Mitzie recommended a locked box at each building that the police and firemen could access. Discussion ensued about placing it next to the fire extinguishers at each building. Manager stated that a “knox box” must be approved by the fire department and paid for by the Association, but could work in this situation. Manager agreed to speak to fire marshal and get details.
SET NEXT MEETING DATE:
The next meeting will be held the second Tuesday of January, the 10th, at 3:00 p.m. The date and time may change for 2006, but until further notice, the meetings will stay the same.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:19 p.m.
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Annual Members Meeting
held TUESDAY, DECEMBER 6, 2005
Call to Order:
The meeting was delayed and not called to order until 7:25 p.m. because we lacked sufficient owners and or proxies. Next year, the Board will consider furnishing refreshments to gain a better attendance.
Certification of Proxies and Establishment of a Quorum of Members:
Mickey Phaneuf stated that 51 owners were present in person or by proxy. Thirty-five proxies were received and 16 unit owners were present. A quorum for this meeting was half plus one of 93 units, or 47 units.
Approval of Minutes from Previous Annual Meeting:
John Allen made a motion to approve the minutes of the December 7, 2004, Annual Meeting as printed and delivered to all owners last year. Larry seconded, and all were in favor.
Financial Report:
Jan Byrd stated that through October 30, 2005, the Association has $44,970 in the operating account and $159,997 in the Reserve account. Using reserve funds, we installed one new roof on “D” building in 2005. In the operating account, the Association has $16,826.15. Almost everything is within budget except cable costs which has gone up.
Presentation of New Board:
Gwen Eifler sent in notification of her intention to run again for the 2006-7 Board. Therefore, she is the only new member and will serve a two year term, with current members serving one more year being John Allen, Ginger Jones, AJ Carter, Mitzie Rose and Otto Watson.
After the Board Meeting next week, the Organizational Meeting will be held to elect Officers of the Corporation.
Open Forum:
Jacquie Allen reported for the Recreation Committee that the December 16th Christmas dinner will cost $4.00 per person. At that dinner, there will be a presentation of Outstanding Accomplishments and future repairs that the committee will help with. She asked that all owners support the Recreation Committee because there is a lot of work involved in planning these dinners and very few attend. This makes it difficult to continue spending time and money on these plans, so let the group know what you want or the Committee will be dissolved.
Gwen thanked all her past Board members as she will not be continuing as President in the new year.
The rock waterfalls were discussed. The pump is still not working correctly. The waterfalls and fountains are beautiful when they work correctly.
At this time, Board meetings for 2006 will still be set for the second Tuesday of every month at 3:00 p.m. All unit owners are welcome and encouraged to attend and may speak if they desire.
Copies of minutes of the meetings are delivered to every unit owner every month. If you need an extra copy of the past minutes, please contact the Secretary, Ginger (321-453-1023), for a copy.
It was suggested that the proxies next year be dated and have a specific time that they will be picked up from the owners who are house-bound. This will be discussed.
Don was thanked for putting up and taking down all the Christmas and yearly decorations.
Mickey was thanked for his help in verifying owners’ attendance and counting proxies. Michelle’s assistant, Karen, was also thanked for her assistance tonight.
Adjournment:
There being no further business, the meeting adjourned at 7:45 p.m. and as stated, the Organizational Meeting will be held next week, December 13.
Respectfully Submitted,
Michelle Dugan
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
These minutes are being distributed to owners “As Information Only”. They will be approved at the Annual meeting in December 2006.
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, NOVEMBER 8, 2005
CALL TO ORDER:
The meeting was called to order at 3:00 p.m. in the recreation room.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
The notice was posted at the clubhouse on November 4th. Board Members Present: President Gwen Eifler, Vice President Larry Haymes, Secretary Ginger Jones, Treasurer John Allen and Directors Mitzie Rose and Sid Shipley, A.J. Carter, Melinda Poole and Otto Watson. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were present. Two owners and one resident were also present.
APPROVAL OF MINUTES FROM OCTOBER 11TH MEETING:
A sentence stating that owners can be required to paint their balconies met with some resistance. It was re-stated that owners are allowed to paint their balconies. The Association will supply the paint, and we thank those owners who take care of their balconies. John motioned to approve the minutes as amended. Melinda seconded, all in favor.
UNFINISHED BUSINESS:
PAINTING OF BUILDINGS: Gwen received a quote from J.W. Nolan Painting and Services of Port Orange for $48,069.30 to paint all 6 buildings, not including balconies. He was also willing to do the job over 3 years, painting 2 buildings per year at a cost of $8,011.50 per building. Management had obtained 3 other bids, the lowest of which was Tech Systems at $52,275 and he could not hold his price for 3 years. Sid motioned to accept Nolan as the painting contractor as long as management finds his references to be good and ensures that he carries Worker’s Compensation insurance. A.J seconded. John Allen opposed this, stating that he believes that all buildings should be painted at once. Vote: 8 in favor, 1 opposed.
CONCRETE RESTORATION: Gwen is scheduling a meeting next Wednesday in the late afternoon with another concrete restoration company. The Board will then discuss what is needed next, but discussion was to have the two worst buildings’ restoration work done and then have the buildings painted. If possible, restoration work would be done just in front of the painting work.
NEW BUSINESS:
Lake Pump:
At this time, we understand that the new pump burned up, possibly due to being so strong that not enough water moved through to cool it. Maintenance man, Fred, will set up a Board meeting with PVC Supply and the installer to try and get some warranty work done.
“D” Building Structural Damage:
A visitor ran into the wall in front of “D” stairs, causing damage to the wall and to the FPL transformer. The driver’s insurance company, Geico, has asked for pricing on this, so Gwen obtained a bid of $1200 from Mike’s Masonry.
Roof Leaks:
There were reports of roof leaks after Hurricane Wilma. Some were in “D” building and one was found in “E”. John Schaeffer, the roof installer, made repairs at no cost.
Fence Damage:
Hurricane Wilma caused the southwest fence to fall. The poles holding the chainlink fence are not repairable. Fred will be asked to purchase new steel poles to re-position the current chainlink.
Pest Control Date Change:
Due to the Thanksgiving holiday, B & R Pest Control will be spraying the units in A, B, and C on Tuesday, November 29th.
FINANCIAL REPORT:
Jan stated that the bank statements had not yet been received so October financials were not complete.
Discussion and Approval of 2006 Budget:
The budget and notice of meeting were distributed to owners last month with the minutes and the first notice of Annual Meeting. As stated last month, the budget shows a 10% increase, primarily due to insurance, cable and putting $40K into the roof reserve account. No one had any comments about the budget. Mitzie motioned to approve the budget as mailed, with the 2006 changes in monthly maintenance fees to be: $155.41 for one-bedroom units, $192.71 for 2 bedroom units and $232.49 for 3-bedroom units. Larry seconded, all in favor.
COMMITTEE REPORTS:
a. Maintenance: Don stated that there was only minor damage from the hurricane. He asked that anyone smoking outside NOT throw cigarette butts on condo property.
b. Recreation Report: John read Jacquie’s report. Twenty residents attended the Friday Night Social November 18th. Christmas Dinner will be hosted December 16th. Cost is $4.00 and your own beverage. Reservations are required by December 13th to Ellen Gonzalez. There will be a 50/50 raffle to bring committee funds back up. If you are interested in having more dinners, please let the committee members know: Madeline Figas, Betty Gaulin, Jacquie Allen or Ellen Gonzalez.
OWNER FORUM:
Resident Katherine Morgan, a Financial Advisor for Morgan Stanley, attended to invite all residents to a financial workshop on “Smart Solutions for your Retirement Money”. This seminar will be held Monday, December 5th at 3:00 p.m. in the clubhouse. She requested RSVP to ensure there is enough food. Her flyer is posted on the clubhouse door.
Sid asked about responsibility for water shut off valves inside units that are in the walls. Much discussion ensued and Sid motioned to have the Association replace any shut-off valves in the walls as needed, with responsibility reverting to the owners after the repair is made that brings the valve out into the room. Mitzie seconded. After much discussion, Larry motioned to set this motion aside while obtaining a legal opinion. John seconded. Ginger and John will pose a question to attorney Poliakoff in the newspaper. If that is not answered, they will attend the next legal seminar at Space Coast Condo Assn, and ask there about this issue and balcony painting responsibility. All in favor.
Bob Willard was thanked for donating a stereo to the clubhouse.
SET NEXT MEETING DATE:
The next meeting will be the Annual Meeting, to be held the FIRST Tuesday of December, per the governing documents. December 6th at 7:00 p.m., all owners are asked to attend or return the enclosed proxy.
Only one person offered to serve on the Board in the coming year. Five members will be staying on for their second term. There are three positions available. Anyone interested should contact manager or a Board member. Additional Board members will be appointed at the Organizational Board meeting immediately following the Annual Meeting.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:25 p.m.
*** Don't Forget ***
BINGO
2nd Thursday of every month
Please bring small bills
Also, don’t forget to give us your e-mail address, if you have one. It saves us $$ MONEY $$ when we can lower our copying costs!
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, OCTOBER 11, 2005
CALL TO ORDER:
The meeting was called to order at 3:02 p.m. in the recreation room.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
The notice was posted on the bulletin board on October 8th. Board Members Present: President Gwen Eifler, Vice President Larry Haymes, Secretary Ginger Jones came in later, Treasurer John Allen and Directors Mitzie Rose and Sid Shipley. Directors A.J. Carter, Melinda Poole and Otto Watson could not attend. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were present. Three owners were also present.
APPROVAL OF MINUTES FROM SEPT 13TH MEETING:
Larry motioned to approve the minutes of the September meeting. Mitzie seconded, all in favor.
UNFINISHED BUSINESS:
FILL for WEST SEAWALL: Don stated that this work is completed. Cement has been added all the way around the pond.
OTHER MAINTENANCE ISSUES: Don's report stated that the new pond pump is in and working and a new one-year warranty has been received.
Fred has installed electrical outlets on both sides of the bridge and thanks go to Gwen Eifler for donating a flag to the condo.
NEW BUSINESS:
Budget Committee Report:
Last Tuesday afternoon, the committee met and discussed bookkeeper's proposals for next year. Management presented a Reserve Analysis and the numbers were very close to what Jan's budgeted reserve savings were. The budget shows a 10% increase, primarily due to insurance, cable and putting $40K into the roof reserve account. There are also additional monies being placed in the painting and concrete renovation reserves. Management will be lowering her monthly fee because maintenance is being handled by the Board and volunteers, so there is not a need for weekly visits.
The proposed 2006 assessments will be $155.41 for one-bedroom units, $192.71 for 2 bedroom units and $232.49 for 3-bedroom units. John Allen motioned to mail this proposed budget to all members, with final approval at next month’s meeting. Mitzie seconded. Discussion: questions were asked about the roofs. Currently, none are leaking and we hope there is no need for another replacement before mid-2006 to save some reserve money.
Vote to mail proposed budget as received: All in favor.
Concrete Repair Bid:
Michelle stated that NAC Seaside will not bid on the repairs unless an engineer specifies the needs and oversees the work. We found the same answer from Cosmopolitan Renovations. We called International Construction and Engineering and they require $2500 just to do the inspection. Byron Evetts of Existing Structures Engineer said a scope of damage and recommendations for repair would run $3-4,000. Concrete Restorations Inc. scoped the area and gave a detailed bid of $43,675. He stated that the “C” and “D” buildings have the most concrete spalling issues, and there is minor stucco repair needed in every building. He also agreed that a structural engineer would have to oversee his work. He would also bid painting in conjunction, which would lower the price, but his full bid for both has not been received yet. Paul Dupre of CRI also recommended that he be contracted to assess all balconies for damage to give a better overview of needs. At this time, manager stated that the Board needs to decide how to proceed before we gather any more bids. Gwen stated that Martin Simon, a resident in B216, is an Engineering Consultant, so she will ask his advice.
FINANCIAL REPORT:
Jan stated that there is currently $155,500.34 in reserves, including a CD at World Savings Bank. She stated that as of September 30, 2005, there is $14,818.74 in the operating account. Water costs were very high in Building #1, so all owners were reminded to check for toilets constantly running and for dripping faucets. These small things can have a tremendous impact on costs. It was stated that the pool was re-surfaced about 4 years ago and should need no major repairs soon. Questions were asked about what we purchase at Home Depot. Mulch, irrigation items, paint, plants, light bulbs, copper sulfate for the pond – all are purchased at Home Depot. Fred has not charged mileage for any of these errand runs.
COMMITTEE REPORTS:
a. Maintenance: See above
b. Recreation Report: Jacquie Allen submitted a report about Recreational committee issues. The committee met October 7th. They will sponsor Social Hour on the third Fridays in October, November and December. Participants are encouraged to bring a snack to share. The social committee paid for the new floor covering in the kitchen area, but that depleted their savings. After purchasing the soda for the last party, they have $6.13 in their account. Therefore, to bring the fund balance up, there will be a 50/50 raffle at all socials. They urged all residents to come and meet their neighbors.
UNITS FOR SALE:
A208 – a 3-bedroom owned by Peterson – is for sale.
D233 – a 2nd-floor 3-bedroom owned by Georg is for sale
C120 – owned by Otto Watson is for sale and
E234 – a 3-bedroom owned by Tinfow is also for sale
A108 is closing Friday, with the Metzlers selling to Les & Karen Auth.
Ginger and Gwen are also updating the phone directory. It should be mailed with these minutes, but changes are:
D127 - Katharine Davis - 452-2457
C112 - John Nagle - 453-7431
C119 - Valdeci Dalesandro - 459-9425
OWNER FORUM:
Management was asked to contact B&R Pest Control about spraying perimeters of buildings, especially “E” building, and what day they will actually be spraying in November, since the 4th Thursday is Thanksgiving. We will have an answer for the next meeting.
Complaints were received about dollar weeds that never go away. Manager will obtain other bids.
Manager asked if the people who received letters asking that extra cars be parked at the front of the complex had complied. Two of the cars have been moved, making way for visitors and delivery personnel.
There is a truck parked in the front of the complex with a “for sale” sign on it. Board agreed that it could stay there for a reasonable period of time.
An owner asked about painting balconies and patios. These are limited common elements. The Association is responsible for maintenance but in the case of painting, where all patios have screens, past action has been to supply the paint and have the owner paint their own. Those who do not comply can be required to.
SET NEXT MEETING DATE:
The next meeting will be the Budget Meeting, to be held the second Tuesday of November, the 8th, at 3:00 p.m. The proposed budget will be mailed with these minutes. The 60 day notice of Annual Meeting will also be mailed with these minutes and that meeting will be held, per your governing documents, on Tuesday, December 6th at 7:00 p.m.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 3:45
IVCA Secretary
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, SEPT 13, 2005
CALL TO ORDER:
The meeting was called to order at 2:03 p.m. in the recreation room.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
The notice was posted on the bulletin board on Sept 6th. Board Members Present: President Gwen Eifler, Vice President Larry Haymes, Secretary Ginger Jones, Treasurer John Allen and Directors Melinda Poole, Mitzie Rose, Sid Shipley, A.J. Carter and Otto Watson. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were also present.
INSURANCE AGENT JACK KROENING of State Farm in attendance:
Jack has been the association’s insurance man for many years. Initially, the buildings were valued at $8 million dollars for insurance purposes with $64 per square foot budgeted for replacement. Now, based on square footage, the buildings are valued at $11.5 million, construction costs are in the $100 to $142 per square foot range and therefore, the Association is under-insured. State Farm does not provide "co-insurance" which is designed to penalize the customer if we choose to under-insure. If re-building costs were $1 million and we insured for half the value, then a claim would be settled at 50% of need with co-insurance. Because of that, we need to be insured to proper value.
For 2005, the company is not requiring more premiums, but for the June 2006 renewal, a minimum 40% increase is being addressed. Currently, the premium is $16,588 for the year. Jack recommended budgeting $21,000 for the policy next year. He also recommended that the Board look into BUILDING ORDINANCE INSURANCE also, because if a building were to be demolished, bringing the new building up to current building codes would not be covered by insurance. High impact windows, stronger trusses, fire sprinklers, etc would be required in a re-build, but State Farm would only pay to re-build exactly as-is and the city would require more. Ordnance insurance would cover the difference in cost between the old and new building codes.
The deductible on the policy is $10,000 per incident other than hurricanes, such as fire or wind. The hurricane deductible is 3% of the value of the buildings, $345K, with $57,500 deductible per building. Also, hurricane insurance only comes into play with a named hurricane”. If wind damages the building but it isn't a "named" hurricane, the $10K deductible applies.
Appraised value considers land also. Insured value is only the cost to replace the buildings and that is what is being discussed today.
On older buildings, building ordnance insurance is important. This would protect us in substantial loss and adhering to new codes to re-build. A 25% building ordnance policy which would give $3 million dollars in coverage, is what the agent recommends, and would add an additional $7500 per year to the premium. Jack was thanked for his time and he left.
APPROVAL OF MINUTES FROM JUNE 14TH MEETING:
There was one change to the last minutes: D233 had a contract for $209,900, not $290,000. With that change, Mitzie motioned to approve the minutes of the June 14th meeting. Sid seconded, all in favor.
UNFINISHED BUSINESS:
LAKE PUMP: The pump, which is only 3 or 4 months old, stopped working, so Don was able to get the manufacturer to warranty the pump and it is currently in the shop being re-wired.
FILL for WEST SEAWALL: Don’s report stated that Fred has started this work and is halfway done.
OTHER MAINTENANCE ISSUES: Don’s report stated that the asphalt repair at the end of “D” building is completed, the new roof is on “D” building, the “A” and “B” buildings on the pond side are being cleaned of mildew, the rec room tables and chairs have been painted, the carpets cleaned, and the kitchen floor has been replaced. Thanks to Ellen Gonzalez for seeing the floor replacement through from start to finish.
Also, thanks to Martin Simon for obtaining a commercial street drain for the end of “B” building and installing it for us! And thanks to Virginia Bradley for donating 3 plants to the waterfall area at the end of “E” building.
If anyone is having leak problems on their balconies, please let management know. It is usually a scupper leak and can be repaired fairly quickly, but we need to know about any water intrusion.
Don also wanted everyone to know that he is very pleased with Fred. He is doing an outstanding job for us.
6. NEW BUSINESS:
Revised Owner and Rental Profiles:
Management made new forms for owners to fill out. There is also a form for renters to fill out. These forms have almost the same information as the cards used in the office. The cards are needed to have owner emergency information close at hand, but having owners fill out new information sheets would be helpful in case of changes in phone numbers and emergency contacts. John Allen motioned to accept the owner and rental profiles for use by IVCA. Melinda seconded, all in favor. These will be mailed with the Annual Meeting paperwork.
Concrete Repair Bid: Concrete Restorations, Inc was called out to inspect an area on “B” building where stucco had fallen and rusted rebar was exposed. He gave a price of $680 to make that repair but also inspected the whole complex for any other damage. He gave a bid of $43,675 to make all concrete/stucco repairs. After much discussion, Board asked for 2 more bids and asked that the owner of CRI, Paul Dupre, meet with the Board the first week of October.
Painting Bids: MAB PAINTS visited Island Village and designed painting specifications. He asked 3 companies to bid the project. M & P Reynolds, Bonner Coating and Tech Systems bid on painting. Costs bid were $64,385, $58,625 and $52,275 for the outer shell of the buildings, not including walkways, railings, balconies or doors.
The Board wants to investigate the concrete damage costs before painting.
FINANCIAL REPORT:
Jan Byrd stated that as of August 31, 2005, there is $99,479.29 in reserves after paying for the “D” roof. The need for a Special Assessment was discussed. This will be further discussed at the budget meeting next month. We are running close to budget on everything except cable, which is a bit high. We are placing $4,497 in reserve savings every month. A Budget meeting will be held Tuesday, October 4th at 3pm. At the October 11th meeting, a budget will be approved for mailing out to owners, along with the first notice of the Annual Meeting, which will be held the first Tuesday of December.
COMMITTEE REPORTS:
a. Maintenance: See above
b. Recreation Report: The committee met September 12th to explore possible activities for 2006. Monthly dinners have not been supported well in the past. A “TGIF-BYOB Social” will be held September 23rd at 5pm. A flyer will be distributed. Don added that after paying for the clubhouse flooring, the Committee has $14.13 in their fund.
UNITS FOR SALE:
a. C-120, owned by Rosemary Haufbauer, has a contract for $165K, closing Sept 20th.
b. A-208, a 3 bdrm owned by M. Peterson, is for sale
c. D-233, a 2nd floor/3 bdrm, owned by Richard and Joann Georg has a contingency contract for $209,900.
d. E-234, a 3 bdrm owned by Yvonne Tinfow, is also for sale.
OWNER INPUT:
Management was asked to write a letter to C122, where one resident has 2 vehicles, and to C221 where 2 residents have 3 vehicles. All vehicles are being parked near the unit entrances and because parking is at a premium, we are asking ALL residents to use the east side of the property to park second and third vehicles so that daily drivers, contractors, delivery persons and guests are not inconvenienced. Discussion ensued. This is not a legal issue, but a moral one. Thinking of your neighbors is important.
Adjournment:
There being no further business to discuss, the meeting adjourned at 4:12 pm.
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, JUNE 14, 2005
CALL TO ORDER:
The meeting was called to order at 3:05 p.m. in the recreation room.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
The notice was posted on the bulletin board on June 11th. Board Members Present: President Gwen Eifler, Vice President Larry Haymes, Secretary Ginger Jones, Treasurer John Allen and Directors Melinda Poole, Mitzie Rose, Sid Shipley and Otto Watson, A.J. Carter could not attend. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were also present.
APPROVAL OF PAST MEETING MINUTES:
Sid Shipley motioned to approve the minutes of May 9, 2005. Larry Haymes seconded, all in favor.
FINANCIAL REPORT:
Jan Byrd stated that as of May 31, 2005, there is $186,415.57 in reserves less a withdrawal of $9,645.96 for the roof deposit on “D” Building.
She stated that the new roof will cost $51K. By the end of the year, the Association will have enough to cover this, but other roofs need replacement and more money will have to be allocated in 2006’s budget. The painting reserve has $49,448 and bids will soon be obtained for this work.
The Deferred Maintenance account has $51,000 but, per governing documents, if this money is used, it must be replenished with a Special Assessment.
With regard to the Income and Expense Report, a pump was required for the lake, so the Lake/Grounds line item is over budget. The pool maintenance person line is also over budget. Cable is more expensive than originally budgeted, so will always show over budget, but only by about $108 per month. There was a water leak in building "A" and electrical work in "D" which contributed to higher building maintenance expenses.
MANAGEMENT SERVICE in Transition:
The Board held a special meeting on May 16, 2005 to discuss changing management firms. They accepted the services of Reconcilable Differences, with CAM manager Michelle Dugan, to begin July 1, 2005, at the same cost, $500 per month, as currently paid to Space Coast Property Management. She attended this meeting to meet residents and take minutes. Minutes of the Special Meeting can be made available to anyone interested.
COMMITTEE REPORTS:
a. Maintenance:
Chairman Don Williams stated that all soffits have been cleaned on all second floors and first floor walls and ceiling cleaning were completed June 12th. Mildew was removed at the ends of E & D buildings and also from the handrails going down the steps. All buildings fronts and backs have been sealed on the edges. General Maintenance is always on-going.
The Driveway is to be repaired within the next two weeks at the end of “D” building. The reason for the delay so far is due to rain. The contractor will call Don a few days before he can start.
A new maintenance man will be starting June 16th. His name is Fred Elliott. He will be available to do personal work for unit owners outside his regular business hours.
Effective January 1, 2006, Don will be resigning from the Maintenance Committee.
b. Recreation Report:
Jackie Allen had asked John to read the report highlights:
The Rec Committee has concerns about excessive use of the recreation room by one owner and the lack of participation by owners in social functions. The room has not been properly cleaned after personal use and the committee would like to see the deposit reinstated. No janitor is paid to regularly clean the rec room so all must clean up after themselves. Lights, air conditioning and toilet use costs money. A donation was discussed as a way for residents to show appreciation for the use of the room, especially those who use the room more than once a month.
In the past, residents were charged a $25 deposit. If they left the room clean, they would receive their deposit back. They had until noon of the following day to clean it or lose their deposit. All reservations are to be booked through Ellen. It was also discussed that a checklist of clean-up items be posted on the refrigerator so people will not forget any aspect of clean-up including the bathrooms. The Recreation Committee will be asked to come up with a list of dos and don'ts.
It was requested that the minutes have a list of what to clean up and that the $25 cleaning deposit be reinstated.
John motioned to incorporate the Board’s discussion today into new Rules and Regulations for the use of the recreation room facilities and its appliances. Larry Haynes seconded, all in favor.
c. Landscape:
No report. Don and Sid do all landscape work by themselves and IVCA residents thank them for these efforts.
UNFINISHED BUSINESS:
NEW BUSINESS:
At this time, the need to clean the rec room carpet was discussed. Don stated that the last time it was cleaned, it cost $125 and all were happy with the results. John motioned to get the carpet cleaned by the same company as used before, but wanted the price confirmed before scheduling. Melinda seconded, all in favor.
c. Discuss Office Phone Service:
Bellsouth charges an extra fee to forward the phone calls to the management company and the Association is charged the business rate, not a residential rate. The option of removing the phone was discussed, as were cost-savings with the current bill. An inexpensive answering machine could direct residents to call management and could give the emergency number as well. At this time, the Board tabled the discussion to explore options.
Units for Sale:
a. A-208 (2nd floor/3 bdrm) owned by Marilyn Peterson – contract for $179K received.
b. C-119 (1st floor/1 bdrm) owned by Nancy Brower - contingency contract for $125K received.
c. D-233 (2nd floor/3 bdrm) owned by Richard and Joann Georg –contingency contract for $290,900K received.
d. D-126 (1st floor/3 bdrm) owned by Warren Youngblood- contract for $170K contingent on selling other property received.
Adjournment:
There being no further business to discuss, the meeting adjourned at 4:12 pm.
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Parkway, Merritt Island, Florida 32953
SPECIAL BOARD OF DIRECTORS MEETING
MONDAY May 16, 2005 at 4:00 p.m.
CALL TO ORDER:
President Gwen Eifler called the Special Meeting of the I.V.C.A. Board of Directors to order at 4:00 p.m.
CERTIFYING OF QUORUM AND PROOF OF NOTICE:
President Gwen Eifler waived notice of this meeting.
SPECIAL BUSINESS:
a) Reconcilable Differences, Inc. of Cape Canaveral (Michelle Dugan, President)
b) Advanced Property Management of Central Florida, Inc. (Van Moore, President)
After much discussion, John made a motion to send Space Coast Property Management a certified, return-receipt-requested letter stating that Island Village Condo Association is discontinuing their services. Larry seconded the motion. All eight members of the board that were present voted in favor of the motion. Thirty days notice is necessary for making the change.
John also made a motion to accept Reconcilable Differences, Inc. as the replacement property management service. Larry seconded the motion. Seven board members voted in favor of the motion and one abstained. The contract with Reconcilable Differences, Inc. will commence July 1, 2005.
Gwen reported that she contacted Fred Elliott, whom she has worked with in the past, to come on board as IVCA’s part-time maintenance person. He will be working for the Association fifteen hours per week at $12 per hour and is available on Saturday, if needed. Fred is knowledgeable in pool pumps as well as general maintenance work.
Larry Haymes has been authorized by the Board to complete Pool Service classes for certification. IVCA will pay for the classes and expenses associated with them. In return, Larry will direct maintenance of the IVCA pool (daily testing for chemical balance and cleaning the pool when needed). After receiving his certification, Larry will be able to work at other condominium complex pools. He will be authorized to instruct Fred in pool maintenance as well.
With reference to the color of the buildings, after much discussion, Sid made a motion to keep the same color we have. A.J. seconded and six members were for the motion and two were not. The board is presently accepting proposals for painting the buildings.
A. J. made a motion to accept “Tile Red” color for the walkways. (This is the color that Sid and Don had used on the walkways in buildings “C” and “E”.) Larry seconded the motion and all agreed. The paint costs $23 per 5-gallon can. Sid will figure out how many gallons will be needed to complete all the building walkways.
The meeting was adjourned at 4:47 p.m.
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
MONDAY May 09, 2005 at 3:00 p.m.
2135 N. Courtenay Parkway, Merritt Island, Florida 32953
CALL TO ORDER:
President Gwen Eifler called the I.V.C.A. Board of Directors meeting to order at 3:05 p.m.
CERTIFYING OF QUORUM AND PROOF OF NOTICE:
The notice was posted on the bulletin board on May 7, 2005. Seven of the nine 2005 Board members were present: President Gwen Eifler, Vice President Larry Haymes, Secretary Ginger Jones and Directors Mitzie Rose, Sid Shipley, Otto Watson and A.J. Carter. Melinda Poole and Treasurer John Allen were absent. Mark Jackson from SCPM and Accountant Jan Byrd were present.
APPROVAL OF MEETING MINUTES:
Sid Shipley made a motion to accept April 11, 2005 minutes. A.J. Carter seconded the motion and all were in favor by voice vote.
FINANCIAL REPORT:
Jan Byrd gave an overview of the Association’s funds as of March 31, 2005.
Reserve Balance: Currently the Reserve balance is $177,421.57 including the $12,000.00 CD that is in World Savings.
Operating Account Balance: Currently the Operating Account has $17,464.69. The Cable expense is a little more that $300.00 over budget and the Insurance costs will be about $1,500.00 under budget.
SCPM MANAGER’S REPORT-
Additional Roof Bids:
1. One Source Roofing - $54,045.00
2. BMCI - $54, 671.00
The county has done all the work they are going to do on the street repair.
COMMITTEE REPORTS:
Maintenance- (submitted in writing by Don)
1. Don will finish one remaining area of painting in building “C”, and the upstairs walkway of building “F”.
2. Soffit cleaning is being done on the 2nd floors of the condominiums.
3. The pump for the waterfalls and the sprinkler system is now being installed.
4. All mulch has been completed around the property. Greg and Dianne Gallager bought and planted 8 plants in the plant area behind their condominium (C-118). A special thanks to Greg and Dianne Gallager from the owners of I.V.C.A. and also to John Chambers (F-241) for the use of his truck to pick up the mulch.
5. Building “C” – Don will finish the area and paint it.
Recreation – April 16, 2005 Bruncheon
22 people were served. The winners for the afternoon event were:
50/50: Ellen Hart
$5 gift certificate to Denny’s Lynn Carter
$5 gift certificate to Denny’s Fred O’Donnell
The Recreation Committee presently has a balance of $324.90.
Landscape - Sid has added some new plants and some others have been trimmed.
UNFINISHED BUSINESS:
a. Lake Pump - Everything is in place and waiting for final hookup on lake pump.
b. Walkway repairs will be finished.
c. Fill for west Seawall - The amount of fill for west seawall is pending.
d. Painting of building exteriors - Larry will be getting color swatches and prices from Sherwin Williams for exterior paint.
e. Driveway repair west end of complex - County did all they are going to do. Larry will have Rick Chiarullo start on the previously approved concrete replacement.