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 12, 2006
CALL TO ORDER / PROOF OF NOTICE:
The meeting was called to order at 7:00 p.m. in the recreation room. Notice of this meeting was posted on the clubhouse door 48 hours in advance of the meeting.
ROLL CALL / QUORUM ESTABLISHED:
Board Members Present: Gwen Eifler, Madeline Figas, Betty Gaulin, Isabelle Gentile, Larry Haymes, Mitzie Rose, Sid Shipley and Mary Touris.
APPOINT NINTH MEMBER TO THE BOARD:
Steve Gaulin, co-owner of Units F146 & F147, volunteered to serve on the Board. Gwen motioned to appoint Steve to serve a two year term. Madeline seconded, all in favor.
ELECT OFFICERS:
Mickey Phaneuf oversaw the balloting for Officers. Since only Mitzie was interested in serving as Treasurer, the Board was in agreement. Isabelle offered to serve as Secretary with Mary offering her help. All agreed to that. Secret ballots were used for the election of a president and vice president. With majority votes, Betty was elected to be president and Gwen was elected to be VP. Mickey stated that officers serve one year terms.
APPROVAL OF MINUTES FROM November 14 MEETING:
Mitzie motioned to approve the minutes as delivered to owners. Gwen seconded, all in favor.
FINANCIAL REPORT:
Bookkeeper Jan Byrd submitted her reports through November 30, 2006. She stated that the reserves have $233,501.39 but this was questioned and more detail will be gathered. The operating account has a balance of $25,285.65. The operating account is over budget on electricity, insurance, cable and pool maintenance, but under budget on water and maintenance help.
UNFINISHED BUSINESS:
1) None
1) Management Proposals:
The Board had obtained three quotes for management and accounting. Sentry, Coastal and
Reconcilable Differences (RDI) proposals were discussed. Coastal would not take meeting minutes. Sentry is a large firm and bid $950 for full management. RDI bid $700 per month for management and bookkeeping, but did not include oversight of maintenance. Gwen motioned to retain RDI. Mary seconded, all in favor.
Gwen motioned that all operating checks over $500 be required to have two signatures and all Reserve checks always require two signatures. Larry seconded, all in favor. It was agreed that the four officers and manager will be signers on the account.
2) Worker’s Comp Insurance:
Outgoing president John Allen had asked management to obtain a legal opinion on how the Association has been paying their part time employees. It is not recommended that they be paid as independent contractors for two reasons: If they do not file taxes on this income and the IRS deems them an employee, the Association could be liable for his back taxes as well as employer share of taxes and penalties. Also, if he is hurt on the job, he could sue for the full liability policy with no Worker’s Compensation policy in place. Manager Michelle Dugan had previously stated that she could not manage the property without proper employment practices being followed. Discussion ensued and manager will speak to employee about how this will affect his net pay, but Board agreed that RDI will pay him as an employee and bill the Association for his gross pay plus 35% for employer taxes and worker’s comp insurance.
COMMITTEE REPORTS
a. Maintenance: Don Williams reported that David works 8:30 to 1:30 most weekdays and is working out very well. Don asked that the Board vote a Christmas bonus for David. After much discussion, Steve motioned to give a $50 bonus. Larry seconded, all in favor. It was reiterated that the bridge wood repairs will be done after the holiday lights are removed.
Gwen said that in the past, Jan had been given a one-month of services bonus, so motioned to pay Jan a holiday bonus of $225. Madeline seconded, all in favor. A unit owner is a licensed accountant and in the past was willing to do the year end report, so he will be asked to do it this year.
The shut off valves in the laundry rooms of the units were discussed again. Based on legal opinion, the Association is responsible for replacing those valves that are still inside the wall. In replacing them, we will bring the valve out of the wall and into the unit. At that time, the owner is then responsible for any future repairs and maintenance of this valve because it is used exclusively by the unit. In the past, a plumber worked for the Association, billing $50 per valve replacement. Board members will try to find a similar deal.
b. Recreation: Madeline Figas stated that twenty-nine people attended the Holiday Party and all seemed to enjoy it. There was a 50/50 raffle, which Isabelle Gentile and Helen Hoats shared, and prizes of a clock and candy were won by Glynnis O’Donnell and John Allen. The group hopes to put on 3 parties per year, with discussion about a St Patrick’s Day corned beef and cabbage party, an Octoberfest dinner, a picnic in summer, an Easter dinner and a Spaghetti dinner. Any interested volunteers, please contact Madeline or Jacquie.
UNIT SALE APPROVALS (SALES PENDING):
None currently pending.
PHONE DIRECTORY UPDATES:
Mitzie has put a new directory together, showing seasonal residents and some cell numbers. Adding e-mail addresses was discussed, but the amount of space is a concern. She will forward this to management so that we have correct names and addresses for the coupon books to be ordered for the payment of monthly assessments in 2007. John stated that he has 25 e-mail addresses, which are used in lieu of paper copies of the monthly minutes. We appreciate those who are willing to accept the minutes in this way, to save paper and postage costs.
OWNER FORUM:
Mickey Phaneuf asked the Board to consider a membership with the Space Coast Condo Association. They hold monthly meetings that discuss condo issues with regard to maintenance, management, laws and the condo statutes. There is always something new to learn and with a membership, all unit owners can attend free of charge. Steve motioned to sign up the Association as a member, at an annual cost of $85.00. Betty seconded, all in favor.
Mickey recommended that when a unit owner replaces their water heater, they replace the shut off valve at the same time. All agreed this saves money and inconvenience. He also asked if the Association checks for water leaks in sinks and toilets periodically. Don said that when large water bills are brought to his attention, he will check out the problems. He has found many instances of toilets continuing to run, which wastes hundred of gallons of water per day. All owners are asked to check for drips and running toilets, OFTEN.
Management received an anonymous letter asking that we make people only use their own parking spaces or the ones at the ends of the building. Although we want to help ensure that there are open spaces for truly temporary visitors and that people don’t take up more spaces than are allowed, anonymous letters cannot be used, especially when no details are given. If you care enough about a problem, we need space number, make, model and tag of the offending car and dates and times the car is in the temporary space.
Lastly, a reminder about next years’ monthly fees: Until the coupon books are ordered and delivered to all unit owners, please mail your monthly fee to:
Island Village (or IVCA)
c/o Reconcilable Differences, Inc. (or RDI)
109 Long Point Road
Cape Canaveral, FL 32920
The monthly fees for 2007 are:
One Bedroom $226.60
Two Bedroom $281.00
Three Bedroom $339.00
SET NEXT MEETING DATE:
The next Board meeting will be held Tuesday, January 9th at 7:00 p.m.
ADJOURNMENT:
There being no other business, the meeting was adjourned at 8:23 p.m.
Michelle Dugan _____________________________
Michelle Dugan, CMCA, LCAM #17226 Approved by Isabelle Gentille
Reconcilable Differences, Inc. IVCA Secretary
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
ANNUAL MEMBERS’ MEETING
held TUESDAY, DECEMBER 5, 2006
CALL TO ORDER / PROOF OF NOTICE:
The meeting was called to order at 7:01 p.m. in the recreation room by Vice President Larry Haymes. Notice of this meeting was posted on the clubhouse door and delivered to all owners more than 14 days in advance of the meeting.
CERTIFICATION OF PROXIES & ESTABLISHMENT OF A QUORUM OF MEMBERS:
Mickey Phaneuf confirmed that twenty-nine owners were present in person and 43 proxies had been received, for a total of 72 members present, meeting the requirement of 47 member to have the Annual Meeting.
APPROVAL OF MINUTES FROM PREVIOUS ANNUAL MEETING:
Copies of the minutes had been handed to all attendees. Mitzie motioned to approve the minutes as written. Gwen seconded, all in favor.
FINANCIAL REPORT:
Larry stated that the report was not ready, but would be available at the Board meeting next week.
OPEN FORUM – COMMENTS and DISCUSSION BY OWNERS:
The lights in buildings A, B and C have not been working. Sunkraft Electric is on site now working on the problem.
Jacquie Allen stated that the Recreation Committee had been dysfunctional because of lack of participation, but now Madeline Figas and Betty Gaulin have had good response to the Holiday Dinner. Thirty-five residents have signed up for the $4.00 ham dinner Saturday evening.
Larry Haymes thanked Don Williams for all his hard work this past year. Jacquie thanked John Allen for his hard work this past year as well.
Madeline was thanked for her idea of actively asking for proxies and Don Williams was thanked for his help in knocking on door to obtain many of the proxies.
PRESENTATION OF 2006 BOARD MEMBERS:
Larry Haymes, serving the last year of his term, asked the new Board members to introduce themselves.
Madeline Figas lives in “A” building and has been on the Board in the past.
Mary Touris lives in “E” and is happy to serve.
Isabelle Gentille lives in “A” and is a new resident as well as Board member
Betty Gaulin lives in “E” and has helped on committees throughout the years.
Mitzie Rose lives in “F” add has offered to serve another term
Sid Shipley, serving his last year, stated that he helps Don with building and grounds needs and if anyone needs help, just call him.
Gwen Eifler stated that she has been on the Board forever and is serving her second term year.
MORE COMMENTS:
Sid stated that the budget was worked on for many months and was approved last month as required by statute. The increase was huge and it was mainly due to the estimate of what insurance rates will be in June, when the State Farm policy expires. There may well be a Special Assessment as well as these increases. He stated that the Board is working in the best interests of the whole community.
Betty stated that living in a 3 bedroom unit, her monthly assessment is going up $110 per month, but when she had a home and had to pay for lawn care, cable, water and insurance, it came to as much as this and didn’t include the savings for roofs and painting that are also included in the monthly maintenance fee.
A resident asked about having all units pay the same monthly amount. Management stated that fees are set by the governing documents, so would therefore require a 100% approval by owners to change the way in which fees are charged.
A resident asked how many owners were not paying their monthly fees when due. Larry stated that this is a high priority issue and will be discussed at the next Board meeting. It was also stated that those who do not pay on time will be charged late fees as allowed in the governing documents.
It was stated that the Board is short by one Board member and one owner has offered to serve, so this will be addressed at next week’s meeting. Mitzie asked that all owners get involved and participate in their Association.
Larry thanked everyone for attending. It was the most well-attended meeting in years. He also stated that the Board meeting would be held next Tuesday at 7:00 p.m. and invited all to attend that as well.
It was agreed that the Organizational Meeting would be postponed until next week so that a new member can be appointed before officers are appointed.
ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:22 PM.
Michelle Dugan _____________________________
Michelle Dugan, CMCA, LCAM #17226 Approved by Larry Haymes
Reconcilable Differences, Inc. IVCA Vice President
AS OF JANUARY 1, 2007, THE MONTHLY FEES PAYABLE TO I.V.C.A. ARE:
Unit Size Monthly Fee for 2007
One Bedroom $ 226.60
Two Bedroom $ 281.00
Three Bedroom $ 339.00
B & R Pest Control (321-449-0399) B & R Pest Control (321-449-0399)
Buildings A - B - C Buildings D - E - F
WEDNESDAY NOV 29th Fourth Friday of every other month
Beginning at 10:00 a.m. Feb-April-June-August-Oct-Dec
THIS IS NOT THE REGULAR DATE! Beginning at 10:00 a.m.
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors BUDGET Meeting
held TUESDAY, NOVEMBER 14, 2006
CALL TO ORDER:
The meeting was called to order at 7:00 p.m. in the recreation room.
MEMBER’S MEETING:
A budget informational meeting was held prior to the business portion to explain the proposed budget for the year 2007. Figures were reviewed by the budget chairman, Jacquie Allen, and Mitzie Rose, budget committee member, and member inquiries were addressed.
PROOF OF NOTICE:
Notice of this meeting was posted on the clubhouse door 14 days in advance of the meeting with a revised agenda posted more than 48 hours in advance.
QUORUM ESTABLISHED:
Board Members Present: John Allen, Larry Haymes, Sid Shipley, Madeline Figas and Mitzie Rose. Not in attendance: Gwen Eifler. AJ Carter died last month. Twenty-six owners attended.
APPROVAL OF MINUTES FROM LAST MEETINGS:
Sid Shipley motioned to approve the minutes of the September 17th Budget Meeting. Larry seconded, all in favor.
Mitzie motioned to approve the minutes of the October 10th meeting as delivered to owners. Sid seconded, all in favor.
Mitzie motioned to approve the minutes of the October 12th Proposed Budget Approval Meeting as written. John seconded, all in favor.
FINANCIAL REPORT:
Larry Haymes stated that the reserve account has $182,835, which includes the CD’s. This amount breaks down into categories. Roof Reserves have $39,162, Building Painting has $16,982 and Paving has $13,088. The balance is in the “deferred maintenance items” of grounds, plumbing, pool and other smaller items.
The operating account has a balance of $22,003. We are over budget on pool expenses, water, cable and insurance, but year to date we are only over budget by $700.00.
An owner asked about accounts receivable and how the Board tracks that. Currently it is not being tracked by the bookkeeper and there is no treasurer to oversee this task. Management was asked to report what should happen. When accounts are tracked by unit number, on the 15th of the month owners who have not paid are sent a reminder notice. Depending on the documents of the community, a late fee is also assessed at this time. If this amount is not paid by the 10th of the following month, along with that month’s fee, a certified letter is sent, adding more late fees and stating that if the account is not paid in full within 10 days, the account will be turned over to the attorney for collection action. At that time, the attorney bills the OWNER for the cost of sending a stronger letter and all costs and fees, along with the assessments are due by the owner. If not paid, a lien is filed and if still not paid, foreclosure can begin on the property. REMINDER: Monthly Assessments are due on the FIRST of each month and are considered LATE on the 10th of the month. Please remember that the Association cannot run properly and pay it’s bills without the cooperation of all owners in paying their fees.
Another owner asked about the fact that the Association is not in compliance with state statute in regard to unit accounting. John stated that the Board did not agree to second his motion last month and the option of RDI doing the bookkeeping as per statute was not accepted. John stated that next year’s Board would have to address this issue.
UNFINISHED BUSINESS:
1) Number of Signatures on Checks:
It was stated that the documents need to be revised and voted on to change the requirement of two signatures on every check. This issue will be left for the new Board to handle since the last amendment change reverted from two signatures down to one signature requirement.
2) Pool Status:
Larry stated that we were visited by the county inspector again. There has been progress: Price Rite Pool Service has installed DE tanks and separator tanks, and installed a compliant pool rules sign. There are some issues that we are hoping will be “grandfathered in” until we resurface the pool, but we will have to move the rope line before Spring or the county can shut down the pool for non-compliance.
Larry recommended that the Board appoint a committee to meet with the pool company to complete the list of requirements. A licensed electrician will be required to fix violations with the pool pump wiring. We do have 2 bids to address the violations. The cracks in the deck are a continuing problem due to the land shifting underneath the deck, but John and Larry agreed to work on this issue.
Larry also wanted to address the recycle containers at this time: Waste Management has sent a letter stating that the containers are “contaminated” and they will not empty them. Each green container has a sticker on top telling what can be placed inside. Glass, aluminum, newspapers, etc, can only be placed in their noted can or none of the containers will be emptied. REMINDER: PLEASE place recyclables in the correct container. Look at the sticker on the lid before placing your trash inside.
3) Maintenance Man:
Again this item is on the agenda because Greg Stevenson quit last month and another new man has started. David Labine started yesterday. He will be working 24 hours per week at $14 per hour and does not have a secondary job, so if any owners are interested in hiring him for interior work after hours, please leave him a note on the maintenance closet next to the rec room.
An owners asked about Worker’s Comp. Management stated that this is a concern to her because he is not licensed and insured as a small business. He is an employee and if the IRS audits the Association and finds that they are paying him as an independent contractor, the Association can be responsible for both employer and employee taxes on back wages. Again it was reiterated that the new Board will have to address this issue.
1) Resignation of Management Company:
John read the resignation letter from Michelle Dugan of Reconcilable Differences. RDI will stay through December 31, 2006. She gave notice on October 20th so the Board would have time to find a new manager. Her reasons for leaving hinged mainly on her licensed services not being utilized as RDI felt they should. John stated that the new Board will have to decide what services they need and obtain bids within those parameters. Although some members felt the Board should handle many of the day to day activities, it was hard this year to find willing volunteers.
2) Discussion and Approval of 2007 Budget:
State Farm will insure the Association until May 31, 2007 at the current rate of $31,000. After that time, Citizen’s is the only option and they will be expensive. Unfortunately we have no cost estimates at this time, but the “best guess” is about double the current rate. There is a 13% increase in operating expenses, not including insurance. Sid motioned to approve the proposed budget as mailed to owners. Mitzie seconded. Discussion ensued. Changes were made to reserves and how money would be allocated, but the end result was no change in the monthly amount. All in favor.
3) Annual Meeting Proxy Pick-Up:
Madeline Figas is willing to be called to pick up any proxies that owners are unable to deliver to the office. Others agreed to knock on doors in their buildings the day before the meeting so that we are assured of a quorum. REMINDER: PLEASE sign and date your proxy and call a Board member to pick it up or drop it at the rec room TODAY.
COMMITTEE REPORTS
a. Recreation: This is a standing committee. Although it hasn’t been active, it does handle the scheduling of the rec room along with planning functions. Some owners are hoping to put together a Christmas Dinner on Dec 9th. The cost will be $4, there will be a 50/50 drawing and reservations MUST be received by December 5th. The group has no meetings, but are hoping volunteers will help in planning community parties. Flyers will be posted with more details about the holiday dinner.
b. Maintenance: Don reported that he is again working closely with the new maintenance man and that the bridge work will be done in January. The owner of C220 stated again that the Association needs workers compensation insurance for the maintenance employee.
UNIT SALE APPROVALS (SALES PENDING):
None currently pending.
PHONE DIRECTORY UPDATES:
An updated directory will be issued after the first of the year.
OWNER FORUM:
John stated that Isabelle Gentile, Mary Touris and Betty Gaulin agreed to serve on the Board next year. They will be presented at the Annual Meeting next month.
SET NEXT MEETING DATE:
The next meeting will be the Annual Meeting, to be held Tuesday, December 5th at 7:00 p.m. The agenda and proxy for that meeting has been sent to all owners. Some proxies have already been received, but we ask that you send yours in even if you intend to attend, just in case something comes up and you are unable to be here in person. You may drop them off at the rec room.
The next Board Meeting will be held December 12th, time to be announced when the new Board takes office.
ADJOURNMENT:
There being no other business, the meeting was adjourned at 8:40 PM.
Michelle Dugan _____________________________
Michelle Dugan, CMCA, LCAM #17226 Approved by John Allen
Reconcilable Differences, Inc. IVCA President
AS OF JANUARY 1, 2007, THE MONTHLY FEES PAYABLE TO I.V.C.A. ARE:
Unit Size Monthly Fee for 2007
One Bedroom $ 226.60
Two Bedroom $ 281.00
Three Bedroom $ 339.00
Island Village Condominium Association, Inc.
2135 N. Courtenay Parkway E140
Merritt Island, Florida 32953
October 12, 2006
Board Minutes
President John Allen called the meeting to order at 8:25 PM.
Members present, John Allen, Larry Haymes, Sid Shipley, Mitzie Rose, and Gwen Eifler.
Meeting was posted October 10, 2006.
Agenda— Proposed 2007 budget for distribution to IVCA owners.
Motion: Vice President Larry Haymes moved the proposed budget for 2007 be approved for distribution to IVCA owners. Seconded by Sid Shipley. Motion passed unanimously.
The IVCA Proposed 2007 Budget will be distributed with the second notice of annual meeting before November 1, 2006.
The special meeting of owners will be November 14th, at 7:00 PM in the recreation room, prior to the 7:30 meeting of the board to consider the budget.
Adjournment: 8:30 PM.
Jacqueline H. Allen
Secretary Pro-Tem
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, OCTOBER 10, 2006
CALL TO ORDER:
The meeting was called to order at 3:00 p.m. in the recreation room. Notice of this meeting was posted on the clubhouse door 48 hours in advance of the meeting.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
Board Members Present: John Allen, Larry Haymes, Gwen Eifler and Mitzie Rose. Sid Shipley and AJ Carter could not attend and Virginia Bradley has resigned as of October 20th. Five owners also attended. John thanked Virginia Bradley for all her financial help while on the Board.
APPROVAL OF MINUTES FROM September 12 MEETING:
Mitzie motioned to approve the minutes as delivered to owners. Gwen seconded, all in favor.
FINANCIAL REPORT:
Bookkeeper Jan Byrd could not attend but had submitted her reports. The reserves have $176,544 and the operating account has a balance of $25,012. We are over budget on pool expenses, water, cable and insurance. $45,600 of reserve money was used to do concrete repairs and painting in the “C” & “D” buildings this year. We have received over $4,000 in interest on reserves to date.
UNFINISHED BUSINESS:
1) Allied Appraisal Update:
The inspection was completed and the report received, at a cost of $1700. The buildings are valued at $10.5 million to re-build, approximately $1.65 million per building. State Farm had estimated $12.75 million for the current policy.
2) Maintenance Man:
John stated that a new maintenance man has been hired. Greg Stevenson started 10 days ago and works Mon, Tues, Thurs and Friday mornings. He is also available for hire on an individual basis on his off-hours. Call the office or John Allen for information if you need work done in your unit.
I suggest you change the wording in item #3 – third sentence. The way it is written would make anyone not want to run for the board due to lack of expertise. Maybe something like this: John stated that running a condominium is a business, and, as such, the accountant and the treasurer should not be personally involved in late or delinquent accounts of various unit owners.
3) Financial Services:
John stated that the Florida Statute 718 requires that we keep records on each individual unit account and at this time that is not being done. The Board is not being made aware of the past due accounts. John stated that running a condominium is a business and, as such, the Board treasurer should not be personally involved in late or delinquent accounts. He wanted the Association to have a professional continuity because of changes in Board members from year to year and the fact that there are many statutory requirements that volunteers may not be aware of. He also stated that we must take the burden off the volunteer Board Treasurer to keep the financial records up to date. Management was asked for a price to do full accounting and receivables collection and she verbally bid $200 per month to do that. A sample of her monthly financials was presented earlier to the Board. She uses a coupon and lockbox system wherein owners mail their payment with a coupon directly to the bank, or have it automatically debited each month. There is a charge to the Association of $5.00 per unit per year for this service, but the bank has no other fees. John motioned to accept RDI’s proposal as of Jan 1, 2007, stating that he appreciated the past relationship with bookkeeper Jan Byrd but he wanted to ensure the Board complies with condo law. Gwen stated that an accountant friend did not like the financial program Michelle used and Mitzie noted that this report has more pages so copies would cost the Association more. Gwen said people complained to her that they would have to mail in their payments and not be able to leave them at the office. Larry said a Board treasurer should do this work. There was no second to John’s motion and it failed.
1) Bank Signatures Proposal:
Gwen Eifler stated that two signatures should be on every check written. The condominium Bylaws only require one officer signature but Gwen wanted to see this changed.
2) Board Meeting Time:
Gwen stated that some people wanted to attend the meetings but could not due to work schedules. Discussion ensued. It was agreed that the new Board will set a new meeting time.
3) Bridge Maintenance:
Mitzie Rose stated that the bridge is deteriorating rapidly. Wood needs to be replaced and supports need to be checked. Don Williams will work with Larry Haymes on a repair to this bridge.
4) New Board Members:
John stated that the Board normally has 9 members but with resignations and deaths, we are down to six. Madeline Figas has offered to serve the rest of Melinda’s term. Larry motioned to appoint Madeline to the Board. Gwen seconded. Manager stated that two owners have offered to serve on the 2007 Board by mailing in their intention to run forms.
As of the Organizational Meeting Last December 13th, four members will serve through 2007. Those are Gwen Eifler, Larry Haymes, Sid Shipley and Melinda Poole (now Madeline). Five Board positions need to be filled at the Annual Meeting.
COMMITTEE REPORTS
a. Recreation: This line will be stricken because there is now no recreation group. If anyone is interested in serving and planning community parties, please let management know.
b. Maintenance: Don reported that Greg has finished painting the wall, he is repairing sprinkler heads and working well with Don. Valdeci Dalesandro in “C” building helped Don paint the flowers on the entrance sign and it looks beautiful. She was thanked for lending her talent to help the Association.
UNIT SALE APPROVALS (SALES PENDING):
None currently pending.
PHONE DIRECTORY UPDATES:
The last copy printed was in May so a new copy will be printed and distributed soon. If any owners have changed phone numbers since May, PLEASE let Mitzie Rose know so we can change the records before printing.
OWNER FORUM:
Jacqueline Allen read a letter and asked that it be made a part of the minutes of this meeting. See attached.
SET NEXT MEETING DATE:
The next Board meeting will be held Tuesday, November 14th at 7:00 p.m. to approve the budget for 2007. A budget committee meeting is scheduled for this Thursday evening and a proposed budget will be delivered to all unit owners at least 14 days before the next meeting so all can attend and ask questions.
ADJOURNMENT:
Prior to adjournment, John reminded the board that we are not in compliance with state regulations related to the maintenance of financial records and that a decision had not been made to rectify this situation.
There being no other business, the meeting was adjourned at 4:15 PM.
Michelle Dugan _____________________________
Michelle Dugan, CMCA, LCAM #17226 Approved by John Allen
Reconcilable Differences, Inc. IVCA President
Island Village Condominium Association, Inc.
2135 N. Courtenay Parkway E140
Merritt Island, Florida 32953
September 17, 2007
Minutes of Called Meeting
Notice of meeting was waived.
Jacqueline H. Allen, appointed secretary pro-tem.
Members Present: President John Allen
Vice President Larry Haymes
Treasurer Virginia Bradley
Directors Sid Shipley
Mitzie Rose
Gwen Eifler
The meeting was called to order at 3:34pm by President John Allen.
The purpose of this meeting was to discuss the financial status of the association. Topics discussed were: transferring funds between accounts, bookkeeping practices required by state law and what the association requires.
The Budget committee will review the two proposed budgets submitted by the bookkeeper and the management company. The Budget committee will meet prior to the end of the month.
Adjournment: 4:35 pm.
Jacqueline H. Allen
Secretary Pro-Tem
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, SEPTEMBER 12, 2006
CALL TO ORDER:
The meeting was called to order at 3:00 p.m. in the recreation room. Notice of this meeting was posted on the clubhouse door 48 hours in advance of the meeting.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
Board Members Present: John Allen, Larry Haymes, Virginia Bradley, Gwen Eifler, Mitzie Rose, Sid Shipley and AJ Carter. Four owners also attended. John stated that Melinda Poole has resigned due to illness. She was thanked for her past help on the Board.
APPROVAL OF MINUTES FROM June 21st MEETING:
With Gwen Eifler added as a budget committee member, Sid motioned to approve the minutes as delivered to owners. Gwen seconded, all in favor.
UNFINISHED BUSINESS:
1) Painting Update
John and Don stated that the painting of Buildings “C” and “D” is completed and Tech Systems did a good job. The walkways and stairs still need to be painted and a contract has been signed with No Trace Painting for $3,600.00. The contractor was just released from the hospital due to appendicitis so will not be able to do this work for awhile.
2) Owner Profiles – Number Received:
Manager stated that 59 forms were received in her office and any required changes were made to the Master Owner’s List.
3) Rec Room Ceiling:
Mitzie asked if concrete restoration work is required in the “porch” area of the rec room. At this time, there is still one leak that has not been found, but Don and Sid are working to find it.
4) Blinds on Balconies – Colors Allowed:
As stated in the last set of distributed minutes, only CREAM or WHITE blinds are allowed. Those with brown or other colors were asked to remove and replace theirs with the proper colors in those minutes. We still have some people who have not changed them out. Therefore, when unit numbers of offenders are given to management, letters will be written asking that unapproved blinds be taken down.
5) Self-Insurance Update:
The attorney was asked to respond to this request to be self-insured so that the monumental increases could be avoided. His written response clearly shows that the Association has to fully insure unless they have reserves with enough money to completely pay for any losses. Obviously, the Association does not have the millions of dollars required to self insure.
6) Allied Appraisal Update:
The company is backed up 180 days and says they will get the report finished by mid-December. The Association will need this information to obtain a quote for new insurance.
7) Insurance Update:
State Farm has changed their mind again and agreed to insure the Association until the end of the policy period, May 31, 2007.
8) Maintenance Man:
The current man, Robbie, usually can only work evenings because of a full time day job. Therefore he really cannot fulfill the needs of the Association. John obtained information from the state-run Brevard Job Link and will look into this option in order to find a day time maintenance person.
9) Status of Property Development South and West Sides:
The building to the west is on schedule and going well, with minor inconvenience to Island Village. The development to the south is causing great concern. The city manager, code enforcement and building permitting departments were contacted and it was found that the initial general contractor walked off the job, an additional contractor also walked off and now it is sitting empty while the developer has up to 180 more days to get the work underway. Gwen stated that she met a man named Steven yesterday who said he was the new owner and would be getting things started up shortly. He will be selling first floor units for $189,000 and 3 bedroom units for $235,000.
FINANCIAL REPORT:
Jan’s report shows Reserves with a balance of $191,521.98 but this does not reflect the checks to Tech Systems for about $19K. The Operating account has a balance of $26,952.43. The Association is a bit over budget on water, cable and insurance.
Jan did not agree with John about using Deferred Maintenance Reserves for the Concrete Restoration work, but more about the budget will be discussed at a later date.
1) Plant Beds:
Mitzie stated that dead trees on the sides of the bridge need to be removed and new healthy trees need to be installed. A company will be contacted for a price to remove the trees and stumps and Board members will discuss replacement plants. There are also 2 palm trees growing up at the tennis court which need to be removed.
2) Mold Remediation:
United Carpets is a local water extraction and mold remediation company. They have offered to be on retainer in case of emergencies. Their costs are detailed on the contract and would give first priority to those condos who sign up. Since there is no fee involved in signing, Mitzie motioned to sign this contract in case of emergency need. AJ seconded, all in favor. It was reiterated that this type of work is paid for by individual owners but the Association has the responsibility to ensure water is removed so mold does not grow.
3) Pool Repairs:
The county environmental health department cited the Association on a number of violations for commercial pools. John spoke to the county and with the pool contractor and believes that the only required need for health and safety is to install the separation tanks at a cost of $1,045. Other violations were to have rough-surfaced tiles. John purchased a “tape” that will stick to the current tiles and be rough on the top. Throw ropes were purchased and the need to move the safety line is not required right now if the eyebolts are recessed when the line is not attached. Mitzie motioned to approve the separation tank installation. Virginia seconded, all in favor.
4) Budget Discussion:
There will be a meeting in October to discuss the budget. If owners have any items they would like to see funded or saved for in 2007, they are asked to put it in writing so it can be discussed.
COMMITTEE REPORTS
a. Recreation: No report this month.
b. Maintenance: Don reported that general maintenance is being done on a daily basis and he wanted clarification on when the flag is placed at half-mast. It was agreed by the Board that any resident who dies is entitled to a half-mast flag for a day.
UNIT SALE APPROVALS (SALES PENDING):
One unit, A207 was sold to Betty Whitmeyer.
PHONE DIRECTORY UPDATES:
Due to a number of changes, John recommended a revised directory be put out in October. Isabelle Gentille, daughter of Mildred Lieggi (deceased) was introduced. She resides in A104. Please advise RDI of any changes you may wish to make to the current directory.
OWNER FORUM:
None.
SET NEXT MEETING DATE:
The next Board meeting will be held Tuesday, October 10th at 3:00 p.m. to discuss the budget for 2007. A budget committee has been organized with John Allen, Virginia Bradley, Karen Auth, Gwen Eifler, Larry Haymes, Mitzie Rose and AJ Carter serving as members.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:40 p.m.
Michelle Dugan _____________________________
Michelle Dugan, CMCA, LCAM #17226