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 Approved by John Allen
Reconcilable Differences, Inc. IVCA President
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.
*** DRAFT ***
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held WEDNESDAY, JUNE 21, 2006
CALL TO ORDER:
The meeting was called to order at 3:00 p.m. in the recreation room. John Allen stated that this meeting had to be rescheduled when we did not have a quorum of Board members attend last week.
PROOF OF NOTICE / ROLL CALL / QUORUM ESTABLISHED:
The notice was posted on the bulletin board 48 hrs in advance of the meeting. Board Members Present: John Allen, Larry Haymes, Virginia Bradley, Gwen Eifler, Mitzie Rose and Sid Shipley. Not Present: Melinda Poole and AJ Carter. Three owners also attended.
APPROVAL OF MINUTES FROM May 9th MEETING:
Gwen motioned to approve the minutes as mailed to owners. Sid seconded, all in favor.
FINANCIAL REPORT:
John Allen stated that World Savings did not offer their lowest interest rate to corporate accounts, only private individual accounts, so a 1 year CD was opened in May at Fidelity Savings with reserve money and $20K from operating. Jan Byrd stated that she only receives a quarterly statement from Fidelity Bank. She will not show accurate financial figures until the bank statement shows a check has cleared, so her report shows Reserves with a balance of $182,998.88 but this does not reflect checks to Mike’s Masonry. The actual balance in the reserve account is $170K. The Operating account has a balance of $26,207.20. Electric was higher than budgeted and insurance will show a cost of $1300 more than budgeted each month for the rest of the year for a total of $30K in insurance costs this year.
UNFINISHED BUSINESS:
1) Painting Update
Management reported that the painting contractor is planning to start the second week of July but will firm up the date by the end of June. There was discussion about painting the walkways, but this is not included in the painting price. It is hoped to do this work in-house. Sid offered to paint one walkway with paint supplied by the Association. Painting balconies and porches would be an extra charge and Tech Systems requires that the owner remove all items from porches and closets before they start. It was agreed that the Association cannot afford to have the contractor paint these and we just do not have the manpower in–house to do this work. Many owners have done their own painting. The Association will supply the paint to all who are interested in painting these areas themselves. Owners are asked to notify the Board if they feel their balcony needs painting and they are not able to do it themselves.
Some owners have installed blinds on their porches. Although these are allowed, only CRČAM or WHITE blinds are allowed. Those with brown or other colors are asked to remove and replace theirs with the proper colors.
2) Welcome Letter – Approved by Board
Management supplied copies of a letter that will be sent to all new owners which has highlights of rules and helpful hints. Mitzie made some changes which will be incorporated and John asked that this letter be sent to all owners with the Annual Meeting paperwork.
Another Owner Profile will also be sent with the mailout to those who have not responded. It is important that the Association have all residents’ emergency phone numbers and if you have e-mail, being able to send the minutes in this way saves copying costs.
3) Rec Room Usage
The condo documents state that “limited use by a resident is permitted with advance knowledge”. Limited Use needed to be defined and the Board discussed this. Virginia motioned to allow one day per week use by a private individual and to charge $10 per use after that one day per week. Larry seconded. Due to the extra utilities, maintenance, cleaning expenses and wear and tear on community property, all felt one day per week use was reasonable and $10 for any additional days used in a week was also fair. All were in favor of the motion.
4) Response to Renewal Inquiry from Jack Kroening
John stated that the Association is faced with an unimaginable increase in insurance premiums as of January 1, 2007 when State Farm cancels all commercial policies. Mr. Kroening sent a letter on June 15th that estimates the annual premium to be $153,500 for 2007. John’s understanding from Jack is that the first year’s premium must be paid in advance and then the Association will have to save in 2007 to pay for 2008’s premium. On about December 1st, either a hefty down payment or the full premium will be payable. John figured that all 3 bedroom units will be charged $1,995 per year for building insurance. The 2 bedroom units would owe $1,654 and the 1 bedroom units would be charged $1,333. Jack Kroening of State Farm Insurance will attend a meeting on Tuesday, July 18th at 6:00 p.m. to discuss the insurance needs of the Association. This meeting will be a “Special Assessment” meeting so all owners will receive a written agenda and letter about the need for this. After Jack’s presentation, the Board will discuss and assess for insurance premiums. Management stated that there are banks who specialize in loaning money to condominium associations for just such needs, but a majority of the Board felt paying the interest on the money was not a good use of funds in 2007 at the same time funds for 2008 would also be saved. They felt that most owners would prefer to pay the full amount for 2007 up front.
There was discussion about what would happen if owners did not pay their Special Assessment. Management stated that Florida Statute and your documents allow late fee interest and the ability to place a lien on units that do not pay. More will be discussed at the July 18th meeting.
1) Insurance Cancellation and Renewal / Proposal for Property Appraisal
As stated above, State Farm has sent notices of cancellation to all condominium association policyholders. At this time, Mr. Kroening states that only the state-funded Citizen’s Insurance will be able to supply property and wind policies to condos in 2007. Citizen’s is requiring a current insurance appraisal, which shows accurate building value and re-building costs before they will quote or insure a condominium association. There are very few insurance appraisal companies in Florida and they are now overwhelmed with requests, so John approved signing the approval to obtain this appraisal through Allied Appraisals, which is competitive with the other 2 companies we requested bids from. At this time, we are told that the wait time for the appraisals is 8 to 20 weeks. Bookkeeper Jan Byrd stated that the Association should look into self-insuring. Management stated that there are a lot of regulations in self-insuring, with an estimated requirement of one-quarter the value of the buildings in savings. The Board asked her to obtain more information on this, and approved the use of the Association attorney if insurance agents do not have any information about this.
2) Status of Property Development on South and West Sides of Property
The development to the south has supposedly had financial troubles. The contractor has told management that when they did not receive the draws they were owed, they pulled out. The dirt blowing over from that project has made it very hard to keep “A” and “B” buildings clean. Residents cannot even open their windows. Many are worried about what would happen in a hurricane. Owners might want to call the city manager to see if anything can be done. The more calls he receives, the better the response might be.
Don stated that the development to the west is going forward in a timely manner. They have already built 22 garages.
The fence on the southwest side of the property has a lot of vegetative growth from the neighboring home. A letter will be sent from management asking for their help in removing this to maintain a strong fence.
3) Roof Inspections
Management was asked to obtain a free estimate from Tech Systems on the condition of the roofs. Tech came out and gave a detailed overview and gave costs of $6 to $8 dollars per square foot for repair to the foam roofs. There was much discussion about what work Tech has done in the past. They installed the foam roof on “D” and this work did not include scupper work. “A” also has a foam roof. “E” will be the roof needing replacement in the near future. Mitzie requested that the Board obtain the services of a professional roof consultant for future replacements. All seemed to agree.
4) Committee Appointments
John stated that formally, committee appointments should have been recorded after the Annual Meeting. For the record, he stated that the Maintenance Committee is headed by Don, with Sid and Larry offering their time to help. All are greatly appreciated.
The Recreation Committee consists of Jacquie Allen and Madeline…
The Budget and Expenses Committee will be headed by Treasurer Virginia Bradley. They will not be formulating a budget, but will work with management and the bookkeeper to evaluate how the Association money is being spent. Her committee will consist of Jacquie Allen, Karen Auth, Mitzie Rose and Sid Shipley.
COMMITTEE REPORTS
a. Recreation: Jacquie’s report stated that the Memorial Day Picnic was well attended, but 26 people placed reservations and 19 attended. John Allen grilled and residents brought side dishes. It was a very fun social gathering but at this time, nothing is planned for the future.
b. Maintenance: Don reported that the rec room carpet was cleaned this month at a cost of $120. The trees have been trimmed as requested and Sid repaired the organ in the rec room. Larry Haymes is taking care of the pool and maintaining the chemical log books as required by the county and Don painted the pool deck. Owners are asked to stop throwing cigarette butts on the sidewalks, the grass and in the shrubs. Please ensure that your guests also do not litter our community with cigarette debris. There was a leak into the rec room from above, but it was found to definitely not be from the unit above. There is a leak from the roof but we do not currently know where that leak is coming from.
Maintenance man Robbie has all the waterfalls working and is working on the irrigation. Don turns off the timer when it rains to save water costs. John was hoping that Robbie would start taking care of the pool, but his time is being taken up with other work when he is here, including wasp removal and painting. The number of hours he works was discussed. Fifteen hours per week is not enough for a complex this size and the volunteers are just tired. New volunteers are really needed. Larry stated that he is putting in a lot of hours maintaining the pools and he called pool companies for costs. Only one, Price Rite Pools, returned a written bid, of $440 per month for twice-weekly service. Management was asked to contact him for thrice-weekly service. He stated that those months where three times per week are needed will cost $600 per month. There was more discussion about not having the money to pay a pool company and Larry stated that he would maintain the pool for $500 per month but could not continue to give the large amount of hours he has been giving to maintain it for free. He stated that his original agreement with the Association was that they would pay for his pool license and he would oversee the pool work. There was more discussion about the documents not allowing a member to be compensated. Sid motioned to hire an outside contractor at no more than $600 per month for three-times-weekly service and $440 for twice-weekly service. Virginia seconded. After discussion, Sid amended his motion for this hiring to be subject to a satisfactory interview by Board and committee members. Virginia seconded that. Vote: Five in favor and one, Gwen Eifler, not in favor. Motion passed.
UNIT SALE APPROVALS (SALES PENDING):
Units for sale are posted on the rec. room door. No sales are pending at this time.
PHONE DIRECTORY UPDATES:
A104 is owned by Debbie Friedman. Her phone number is 452-6042. B114 residents are Richard and JONI Peterson. Frank Trawczynski resides in F142 and B214 is being handled by Ginger’s daughter Kyndra Lotspeich at 453-7566.
OWNER FORUM:
None.
SET NEXT MEETING DATE:
The next meeting will be held Tuesday, July 18th, at 6:00 p.m. for a presentation by the insurance agent. More information will be mailed to all owners.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:46 p.m.
*** IMPORTANT NOTICE ***
Your Community NEEDS Volunteers Desperately! Costs are rising and if volunteers can help us with some of the maintenance needs, our Association fees will not rise as dramatically as others are.
REMINDER: The Second Thursday of every month is BINGO!!!
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, May 9, 2006
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 on the bulletin board 48 hrs in advance of the meeting. Board Members Present: John Allen, Larry Haymes, Gwen Eifler, Mitzie Rose, Melinda Poole, Sid Shipley and AJ Carter. Not Present: Virginia Bradley. Karen Auth from Reconcilable Differences and Accountant Jan Byrd were present. Three owners also attended.
APPROVAL OF MINUTES FROM April 11th MEETING:
John called for a motion to approve the minutes or any requests for revisions to the minutes. Gwen asked that the minutes reflect "Mitzie Rose offered to coordinate the updates to the phone directory” at the end of the Phone Updates segment of the minutes. AJ Carter motioned to approve the minutes with the one revision noted. Gwen Eifler seconded the motion. All were in favor. Mitzie still had an outstanding question regarding the minutes with respect to State Farm requiring the Association to have catastrophic coverage. This was determined not be a correction to the minutes. John asked Management to get a statement of explanation from Jack Kroening, the Insurance Agent.
FINANCIAL REPORT:
Jan stated there is currently $177,252.88 dollars total in the reserve account. There is $19,184 dollars in the roof reserve account and $40,090.19 in the building reserve account which does not yet reflect the additional costs for the concrete restoration work on the C & D buildings. There is currently $61,796.27 in the deferred maintenance account. There was a lengthy discussion about the use of deferred maintenance funds and questions as to why the deferred maintenance account could not be used to pay for non recurring maintenance items such as the concrete restoration. Jan stated that in the past, the deferred maintenance account was never used unless the funds were paid back, in a designated timeframe, via a special assessment. John believed that the Board needs to look into the use of the deferred maintenance account when planning the 2007 budget.
Gwen stated she had seen information from World Savings on their availability of a seven month CD that would pay 5.51%. She believed the Board should consider moving some funds to a CD at World Savings. She noted that their offer ends on June 10th, 2006 and the minimum deposit is $10,000 dollars. Jan stated that there were not sufficient funds in the Operating Account but there were sufficient funds in the Reserve account. Mitzie motioned to move $20,000 thousand from the reserve account to a CD at World Savings. Larry Haymes approved the motion. All were in favor. John Allen and Jan Byrd would work together to ensure this change was made if the rates at World Savings were indeed higher than those already being paid at Fidelty.
Jan apologized for not having the bank statement available to the Board for today’s meeting but the statement had just come in and she had not had not quite finished the reports. She was however able to report there was currently $19,683.11 in the operating account as of the end of April, 2006. She indicated the electrical costs were a little higher for the month, there has been an increase in plumbing repairs costs, an increase of $1,000 dollars per month to cover the increase in insurance and an increase in cable costs. There still remains at least one month of operating expenses in the account which is positive. She noted that normally the Association does not have to pay any bank service charges but because the balance of the account dropped below $20,000 dollars a service fee of $6.00 was assessed.
John thanked Jan for her report and requested that she ensure that a copy of the bank statement is available for the Board members for the next meeting. He offered to make the copies for the Board members if Jan could find a way to make the statement available to him.
UNFINISHED BUSINESS:
1) Painting Update
Management reported that the painting contractor is still planning to start around the end of June, first week of July, weather permitting. John informed all that the concrete restoration work has been completed for the C & D buildings and the timelines for the painting of buildings has been approved by the masonry contractor. He shared samples of the damage found on the balcony edges in the two buildings noting that all balcony edges have been repaired in these buildings.
John commented there remains an outstanding repair requirement for the walkway in the C buildings. The masonry contracted estimated it would cost $5,500 to make this repair. The masonry contractor believes that the concrete added to the top of the surface slab was not of good quality. This is a repair item the Board will need to address later. AJ commented that he had not noted any problems with the walkways.
· Phone Updates
Management reported the updates to the phone directory have been completed and have been sent to all Board members. John has a master copy of the updates and plans to distribute them along with the minutes to the meeting. Both Mitzie and Don brought to the meeting additional updates for the directory. Management agreed to revise and distribute another master copy.
Mitzie requested a status on the decision to record the minutes of the meetings. John stated that there is a tape recorder in the office and if any Board member desires to record the minutes they may do so freely. Perhaps when a Secretary is found, that person can assume responsibility for the minutes. Mitzie asked Management whether other Associations record their minutes. Management responded that some do, most do not. Gwen felt that recording the minutes was always a good idea because at times the minutes do not reflect what was discussed and it helps to have a recording for final reference.
Although not on the agenda, Mitzie asked whether the Board had made a decision regarding the Welcome Letter that Management has available for new owners. She did not recall ever seeing the final copy. Management agreed to forward a copy of the Welcome Letter to all Board members for their review.
a) New Maintenance Person
John stated that the Association has hired Robbie Chambers as the new maintenance man. He will be working on Monday, Wednesday and Friday and a total of fifteen hours a week. Robbie has agreed to be flexible with his hours and seemed willing to make adjustments when necessary to accommodate larger project type work. His hiring salary is $13 dollars an hour but John recommended the Board allow for an increase in the near term if he works out well. Robbie will eventually assume responsibility for the maintenance of the pool. Until then, Larry Haymes, who has a certificate in pool an operation has agreed to take responsibility of the pool maintenance. Don Williams has also been helping with the pool maintenance. John requested that Larry maintain a record of all pool chemical readings a file for all pool related correspondence.
COMMITTEE REPORTS
a. Recreation: Through John, Jacquie has received several requests to start water classes again. The first class has been scheduled for 9:00AM on Monday, May 29th. A Memorial Day picnic is also planned for May 29th, between Noon and 3:00 p.m. The Committee will furnish the hamburgers, hot dogs, condiments and soft drinks. The cost is $2.00 per person. All owners are being asked to bring a side dish to share. Reservations should be made by contacting Madeline at 453-4285 or Jacquie at 453-7847, no later than May 24th.
b. Maintenance: Don reported on the status of the following maintenance items:
The front wall separating IVCA from the strip mall and the front wall separating IVCA from the bank are being prepped for painting. Some of the sprinkler zones that were not functioning properly have been worked on and are now operational. He advised there are currently two pool umbrellas broken and in need of replacement. It was estimated to cost between $150 and $200 each to replace them. AJ remarked that there are two yellow umbrellas that could be used in the interim. Don was asked to put up the yellow umbrellas. Don also noted that he has received requests to have the carpet in the rec. room cleaned. A lengthy discussion ensued. Several Board members believed the most frequent users of the rec. room should contribute something toward the cleaning of the carpet. John stated that this has been suggested in prior minutes but no donations were received. He will try again in his President’s message. The Association no longer requests rec. room deposits for the use of the room therefore the Association needs to take responsibility for having the carpet cleaned. Melinda motioned to have the rec. room carpet cleaned. John seconded the motion. All were in favor. John requested that Don wait until June before scheduling the cleaning.
Lastly, Don reported the six lights that were out of service by the C & D buildings have been repaired by SunKraft Electric. SunKraft found that the wiring for the lights, which has been in the ground for 30 years, is now bare, the coating has completely worn off and is badly corroded. We can expect to have more problems of this nature in the future.
UNIT SALE APPROVALS (SALES PENDING):
Units for sale are posted on the rec. room door. No sales are pending at this time.
OWNER FORUM:
Management reported having received a letter from the owner of D233, concerning the smell of cigarette smoke in their unit. After some discussion, it was the Board’s opinion that there was nothing the Association could do to assist with this problem. The odor is coming from the residents living adjacent to them. Management was asked to write a letter of response to the owner.
Mickey Phaneuf, Owner C221, stated he had not yet received a copy of the correspondence to the Association’s Attorney or the Attorney’s response that he previously requested nor did he receive a copy of the March meeting minutes. Management took an action item to mail copies of this information to Mr. Phaneuf. He further stated the Board must allow him to speak on an agenda topic if he so desires, however he is aware that the Board may limit the amount of time he has to speak on the topic. Mickey was citing a recent article in the paper by Attorney, Gary Poliakoff. The Board had no objections to this and Mitzie suggested having it added as a reminder in the minutes. (noted below) The Board hoped it would encourage owner attendance at the meetings.
Mickey Phaneuf also wanted to know when he would be getting his balcony repainted. Mitzie stated that at a past Board meeting, after receiving written clarification from the Attorney, the Board had agreed that because porches and balconies are common elements, the Association’s requirement for maintenance of the balcony and porches would be completed at the time the buildings are repainted, although they will not be done by the painting contractor but in house. If an owner would like to repaint their balcony in between these maintenance periods the Association will provide the paint. Mickey believed from an efficiency perspective, the Board should reconsider having the painting contractor paint the balconies as well. John agreed to revisit the contractor costs for repainting the balconies.
Melinda Poole requested to have the large tree located in the SW corner of the property heavily pruned before the upcoming hurricane season. John acknowledged and accepted this request.
Melinda Poole also requested the Board’s consideration in the handling of the maintenance items relating to E240 and went into detail on the specific items; electrical fixture, leak into the men’s bathroom, the watering of plants on the balcony, drywall repair, etc. John commented that cooperation is needed from both the owner and Association until all water intrusion problems are eliminated. He encouraged Board members not try to become mediators between neighbors. Don Williams stated that he had spoken to the owner and the owner agreed to leave the hole in the drywall open until the repairs could be confirmed. In the absence of rain, this has been difficult to accomplish. He had no problem making the drywall repairs now as long as owner is aware that if the leak into the men’s room still exists, the Association may need to come back and if necessary cut the drywall again if that is the only way to discover the source of the water intrusion.
Richard Hall, Owner D131, reported that his A/C is working just fine now. He did however want the Association to know the contractor making the roofing repairs wired the A/C units incorrectly. He thought the Board should keep this in mind in the event they decided to use this same contractor in the future.
SET NEXT MEETING DATE:
The next meeting will be held the second Tuesday of June, June 13th, at 3:00 p.m. John reminded Board members the June meeting will be the last Board meeting until September. As has been the custom, no Board meetings will be held during the months of July and August. John encouraged Board members to stay involved and engaged in the operations of the Association during these months.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:53p.m.
*** IMPORTANT NOTICE ***
The Board wishes to remind owners that they are WELCOME to attend all Board meetings and provide their input on any of the topics on the agenda.
Owners wishing to speak on a particular agenda item can do so by identifying the topic they wish to speak on along side their name on the sign-in sheet.
If an owner wishes to add a topic to the agenda, they may also do so by sending a written request to Reconcilable Differences, Inc., ten days in advance of the next scheduled meeting date.
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, April 11, 2006
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 on the bulletin board 48 hrs in advance of the meeting. Board Members Present: John Allen, Larry Haymes, Gwen Eifler, Mitzie Rose, Melinda Poole, Sid Shipley, AJ Carter and Virginia Bradley. Not Present: Ginger Jones. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were present. Four owners also attended.
APPROVAL OF MINUTES FROM March 14th MEETING:
John asked for any changes and there were none. Gwen motioned to approve the minutes as delivered to all owners. John seconded, all in favor.
It was also stated that we need to fill the Secretary’s position – if anyone is interested, please contact management or President John Allen.
FINANCIAL REPORT:
Jan stated that there is currently $171,508 in the reserve account and we are spending close to what was budgeted in all areas. Electric costs are down from last month thanks to Larry Haymes’ idea to use owner electricity on the balconies instead of lighting the whole complex 24 hours per day to keep the outlets live. We did have a $9.00 fee for writing more than 2 checks per month out of the savings account, but it was agreed that the Board will look for a better paying interest bank.
UNFINISHED BUSINESS:
1) Insurance Premium:
State Farm is requiring that the Association properly insure for catastrophic damage. They have been insured at $80 per square foot, but need to be insured for $95 per square foot, or a total buildings value of $12,231,460. The agent offered 4 options of “per year” or “per occurrence” deductibles and 3% or 4% deductibles. The current budgeted amount for the year is $20K. The new premium would begin in June, with an additional $1,000 per month average increase. AJ motioned to accept the option of a 3% per year deductible at an annual premium of $33,700.00
Virginia seconded. All in favor except Mitzie. Gwen was undecided, which must be considered a yes vote in the condo arena. Motion passed.
2) Concrete Restoration Mike’s Masonry is almost finished with "D" building and “C” is complete. Larry stated that on the lake side, the rebar was ground down til the rust was removed and then filled with new concrete. They have re-faced the vertical sections and also the railing posts on the balconies have been re-set in concrete.
3) Painting Update:
Tech Systems bid for waterproofing/painting Buildings C & D is $17,649. It was approved and signed last month. Once received in their office, Tech put this work on their schedule - it will be at least July before they can start. Management will keep the Board updated on this.
4) Fire Extinguisher Re-Inspections:
Several owners needed new extinguishers or needed the six-year check-up. This was not accomplished on the inspection date. If anyone needs this extra service, contact management and we will try to schedule another date for Jim from Space Coast Fire and Safety to come back. The inspection date went smoothly thanks to the volunteers.
NEW BUSINESS:
· Plumbing and Electrical Emergencies:
It was stated that if a unit owner has no plumber of electrician whom they would normally call, and they need assistance, they can call the management office for a list of local, licensed, insured contractors. There was discussion about what the manager gets for calling contractors. It was stressed that management is here to help the Association keep the buildings and grounds maintained. We will only recommend licensed, insured contractors, but we receive NOTHING from the contractors for recommending them.
· Phone Updates
John stated that Ginger used to keep up the name and address changes. In the future, if anyone has a phone number change, please contact management so the changes can be shown next time a directory is printed. For this month, John asked for volunteers to contact residents in one building each and forward those to management. “A” building will be called by Larry Haymes. Gwen will call “B” residents. “C” will be called by AJ. Don offered to call “D” owners. “E” will be called by Virginia and Mitzie will call “F” owners. E-mail addresses and phone numbers will be verified.
· Role / Responsibilities of RDI as related to the operations of IVCA:
Management lowered their fee to $400 per month as of Jan 1, 2006 due to the understanding that they would just attend meetings, record minutes and distribute these to the Board for approval. They do not oversee maintenance, but will obtain bids for needed services. For emergencies, management has reputable contractors able to come out on short notice.
COMMITTEE REPORTS:
a. Recreation: Through John, Jacquie report stated that if anyone wants to use the rec room, they may call Ellen Gonzalez to reserve it. Jacquie’s sorority donated $35 for their monthly use of the rec room. Others who use it frequently are asked to consider donating something to IVCA.
b. Maintenance: We are without a maintenance man. Fred left with no notice. Larry will take care of the pool until a replacement is found. We need a part time person for 15 hours per week, knowledgeable in plumbing, irrigation, electric, carpentry and pools.
Don stated that the walls at “F” & “A” need to be sealed and painted. The wall between the retail center and Island Village must be painted and have the cracks filled. We are responsible for our side of it.
There are several bikes in the “brown house” that have flat tires and are rusty. It is the owners’ responsibility to maintain them or remove them. Each item there must be tagged with your name, phone number and unit number. Those who are storing boats need to check them and ensure boats, trailers and RV’s are in good working condition and currently registered. Periodically check on your belongings. If they are not maintained, they will be disposed of.
Larry stated that he took the pool course to help the Association but may not be physically able to do the daily checks and cleaning. The health inspection revealed that the main drain needs four screws put in. Larry will try to do this.
The air conditioning inspections done by Tom Hoskins went well but while he was inspecting, he found that the units on “D” building were not strapped down for hurricanes. This should have been part of roofer Schafer’s job, so he has been called to install the straps.
UNIT SALE APPROVALS (SALES PENDING):
Units for sale are posted on the rec room door. No sales are pending at this time.
OWNER FORUM:
Mitzie asked that management call Waste Management about the recycle can for glass containers. The one between E & “F” is smaller than all others and does not get picked up on a regular basis.
SET NEXT MEETING DATE:
The next meeting will be held the second Tuesday of May, the 9th, at 3:00 p.m. Michelle Dugan will be out of town and Assistant CAM Karen Auth will attend the meeting. In July and August, there will be no meeting.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:20 p.m.
*** IMPORTANT NOTICE ***
We need a part time maintenance person – 15 hrs per week. Knowledge of pools, irrigation, plumbing, carpentry, electric. Good overall handyman needed. Contact Management at 799-0660 or Board President John Allen at 453-7847.
Island Village Condominium Assoc., Inc.
2135 N. Courtenay Parkway, Merritt Island, Florida 32953
PRESIDENTS’ MESSAGE
MARCH 2006
The first day of spring has arrived and with it comes thoughts of running our air conditioners more often. A spring checkup has been scheduled for Saturday, April 8, 2006, with work to be done by Tom Hoskins, of Hoskins A/C Appliance and Repair. Tom worked with us last year. The cost for this service will be $35 dollars per unit and is payable on the day the work is done. If you wish to have this service performed, please contact our Management Company, Reconcilable Differences, Inc. at 799-0660, no later than Monday, April 3, 2006.
In the same light, the mandatory fire extinguisher inspections will be done Friday, March 31st, from 8:30 a.m. to 10:30 a.m., in the recreation room. Bring your extinguisher to the recreation room along with the $3 fee or more if needed. Read the minutes for the various costs related to these inspections. If you are unable to attend, please make arrangements to have someone do this for you.
As noted in the minutes, our hurricane insurance premium will increase over 40% beginning in June of this year. It is something we can not avoid—again, read the minutes to get all of the information.
We welcome Virginia Bradley to the board. Virginia will serve as Treasurer and is a most welcome addition.
In the same breath, we regret to advise Ginger Jones will no longer be our Secretary. Ginger is very ill and we offer our thoughts and prayers for her recovery.
We now have an opening once again for a board member and ask that anyone willing to help to please let us know. We value your input and trust that you are interested in the welfare of our community.
Thank you, Mitzie Rose for compiling a list of units for sale or rent. The list is posted on the recreation room door. Let Mitzie know if any corrections or additions are needed.
Lastly, please be aware that monthly maintenance fees are due on the first of the month and by far most are paid on time. If you should have some difficulty in this regard, it is important to contact either our Treasurer or President for input. Rest assured all information will be held in strictest confidence. We have a business to run and need to run it as such.
Warmest Regards,
President, Island Village Condo. Assoc., Inc.
=================================================================
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, March 14, 2006
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 48 hours in advance of the meeting. Board Members Present: John Allen, Virginia Bradley, Larry Haymes, Gwen Eifler, Mitzie Rose, Melinda Poole, Sid Shipley and AJ Carter. Not Present: Ginger Jones. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were present. Five owners also attended.
APPROVAL OF MINUTES FROM February 14th MEETING:
John asked for any changes in the minutes. There were none, so he stated that the minutes were approved.
APPOINTMENT OF BOARD TREASURER:
New Board member Virginia Bradley was in attendance. John asked for a show of hands in appointing her to the office of Treasurer. She was welcomed.
FINANCIAL REPORT:
Jan stated that there is currently $181,377.85 in all Association accounts, less approximately $8000 which was paid for concrete work done thus far. That amount has not cleared as of the last bank statement.
The operating account has $16,735.40 currently. All line items are within budget except for Brighthouse cable, which will be about $1500 over our budget for the year. At this time Jan left.
UNFINISHED BUSINESS:
1) Insurance Renewal:
State Farm Agent Jack Kroening attended to help the Board understand that the Association is under-insured, and that we need to increase the insurance values for the property. Currently we are insured at $64.00 per square foot of unfinished re-building. The actual cost is closer to $100 per square foot.
Jack offered four options: a 3% per “storm” deductible, a 3% per "year" Hurricane deductible, a 2% per “storm” deductible or a 2% per "year" deductible. The premium ranged from $33,100 to $35,800 per year. Jack stated that a new "rate filing" went into effect March 1st, 2006. Also, Citizens’ insurance will be subsidized by a fee on each property policy that State Farm and all companies write this year, which will add 11% to the total premium. This is included in the above pricing. The Association is currently insured for $8.2 million. It’s actual value to re-build should be at $12 million, and this requires a $360K deductible that the Association would have to cover in a catastrophe. With 93 units, each owner would have a maximum of $3,871 they would have to cover and personal insurance policies have “loss assessment” coverage that would pay a portion of this if the buildings were damaged. Owners should speak to their personal insurance agents about this.
State Farm is beginning to work on the policy costs for 2007. He requested that the Board decide what square foot price they want to use for the replacement cost. He would also like to know if they want to include building ordinance insurance. He also needed to know which of the four deductible options the Board preferred.
He explained building ordinance insurance again for those who requested it and the changes in building "code". If structural changes are made to the old building, they would have to be built to the new codes. This would include fire sprinklers in all units, a roof truss engineering change, wind load requirements, wind load wall tie-downs, etc. These all cost more than the original way of building the structures. The policy costs quoted by Jack today include this ordinance insurance cost. This decision will be discussed and approved at the April meeting. Jack was thanked and he left.
2) Concrete Restoration Update:
Larry stated that Mike's Masonry has found more damage on the patios on 2nd floors. This means the edges will have to be repaired. Mike has bid $4,400 for the additional 177 feet of repair at “D” building, which is $25 per linear foot. He also bid an additional $4,400 for the “C” building damages and handrail repairs on the porches. "A" looks like it will have even more damage. This brings the original bid for 2 buildings from $17,900 to $26,700. There is also an issue with power. For the mason to use the outlets, all exterior lighting must be turned on. This is a large unexpected cost. Mitzie offered the use of her electricity at C223. She was thanked and an owner in “D” is now needed. We will pay any overage, but it should be minimal. John thanked Larry for his work on this. Because it has to be done, Larry motioned to approve the extra $8,800 cost. John seconded, all in favor.
3) Approval for Painting of the Buildings:
The bid was approved at the last meeting but Tech sent a revised contract showing only C & D building painting. The cost will be $17,649. John will sign the contract, but the work will not be done until June.
4) Fire Extinguisher and A/C Inspections - set proposed dates:
The Board agreed to Friday, March 31st for the Fire Extinguisher Certification Event.
Owners are asked to bring their personal fire extinguishers to the rec room for inspection and tagging. It will cost $3.00 per extinguisher. If the extinguisher is more than 5 years old, it will also have to be recharged and that cost, which includes tagging, is $20.00. A brand new fire extinguisher from Space Coast Fire and Safety would cost $30.00. If you cannot attend in person, you must leave an emergency phone number. He said that last year many needed recharges and he could not help without the owner there. He will need someone on-site to assist. Owners must make arrangements to have their fire extinguisher inspected, recharged or replaced. This is a mandatory requirement of the Association.
As for Air Conditioning checks, Tom Hoskins, again the same man who did the work last year, is willing to come on a Saturday to check and charge personal air conditioners; both your interior evaporator unit and your roof compressor. The Board agreed to April 8th. Steve’s price of $35.00 must be paid by the unit owner that same day.
NEW BUSINESS:
1) There was no new business, but some Board members felt a decision should be made in regard to the insurance requested. John stated that we need to look at the budgeted insurance funds for this year before making a decision, but that the 3% per year deductible looks to be the best value.
John stated that he will write a President’s letter to include in the minutes.
Ginger Jones is in the hospital. She has cancer, so we will therefore have to appoint another secretary. Cards are welcomed and can be sent to Ginger’s daughter, Kendra.
COMMITTEE REPORTS:
a. Recreation Report: John stated that there is no report this month.
b. Maintenance: Don Williams stated that mulch is needed and that Chuck’s Lawn Service charges $48 per yard. This would cost about $900 delivered and spread. If we have Fred do it all, he will have to go to Home Depot and purchase 250 bags. This would cost between $442 and $663 based on color, and the labor to spread this will cost almost as much as having the contractor do the work. After later discussion, it was agreed to have Chuck’s Lawn Service purchase and spread the mulch.
On E240, three full coats of waterproof paint were installed to try and stop the water intrusion into the rec room below. The ceiling in the recreation room has also been patched. There is a problem with the large number of potted plants on the patio above – over 50 – and the owner will be asked to remove most of these to try and stop the cracking ands water intrusion below. There is also a problem with water leaking into the rec room bathroom from above. A plumber will be scheduled to investigate and repair if possible. Owner of unit will be billed for labor and materials to patch the ceiling where electrical wires from an old ceiling fan were still showing on their patio.
Don stated that all shrubs were fertilized, the waterfall is clean and working properly. Decks will have to painted in-house when the concrete and outer painting are completed.
Don stated that we have a timer problem with the sprinklers in the shrub beds. Fred is working on it. It will be a wiring problem or a new $560 timer will be purchased.
Mitzie asked about cutting back the crape myrtles and trimming the hedges before they bloom.
Don will ask Chuck to trim these down.
UNITS FOR SALE (SALES PENDING): Mitzie offered to post a list at the rec room showing the unit for sale, # of bedrooms, realtor name and phone number. She was thanked for taking this on.
Mitzie stated that she is selling one of her units to her daughter and son-in-law. According to the documents, the Board doesn't have the right of first refusal if selling to relatives. Therefore, she is exempt from the rule.
OWNER FORUM:
AJ asked Fred to go over and check his living room floor, saying that it was springy. They pulled up loose carpet and found cracks all over. It was confirmed with the mason that these are settlement cracks and are not a structural problem.
In one unit a son is living in his parents’ unit while it is for sale and they have moved away.
A letter was written that stated their son may only reside there on a very temporary basis. The rules of Island Village require that a person 55 or older must be making this their PERMANANT address, and then a younger person could be allowed to live with them.
Mitzie thanked Mickey Phaneuf for coming to all the meetings, and we also had two other new attendees today. We appreciate the interest from our owners.
SET NEXT MEETING DATE:
The next meeting will be held the second Tuesday of April, the 11th, at 3:00 p.m.
Due to Ginger’s serious illness, a request was made for an interim secretary.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:50 p.m.
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, FEBRUARY 14, 2006
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 48 hours before the meeting. Board Members Present: President John Allen, VP Larry Haymes, and Directors Gwen Eifler, Melinda Poole, Mitzie Rose and Sid Shipley. Not present: Secretary Ginger Jones and A.J. Carter. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were present. Two owners, Mickey Phaneuf and Don Williams, also attended.
APPROVAL OF MINUTES FROM January 9th MEETING:
John asked for any changes. None were forthcoming, so John stated that these stand approved as written.
BOARD VACANCY:
Two owners, Karen Auth and Virginia Bradley offered to take the vacant Board position. Because some members felt there was a conflict of interest and said that the attorney agreed, Karen Auth, who works for the management company was not considered although she was highly qualified. Therefore, John asked for general approval of Virginia as the appointed member. No one opposed.
FINANCIAL REPORT:
Jan stated that there is currently $23,270.40 in the operating account. All checks written were routine. Reserves have $173K currently. Financial report was not ready at this time. She wrote more than 30 letters to owners who were still paying the old monthly maintenance rate.
UNFINISHED BUSINESS:
1) Concrete Restoration Update:
Mike’s Masonry signed a letter agreeing to waive his start-up fees and take responsibility if a permit is needed. He has begun working this week at “D” building on the column repair damaged by a vehicle. The complex lights will be on all day while this job is completed because power outlets and lights are co-mingled.
2) Painting of the Buildings:
Tech Systems’ price had to increase by $135 per building due to paint increases. John felt that the walkway deck painting could be done in-house by Fred, so Sid motioned to approve $8,847.50 per building, for 2 buildings to be painted in 2006, with work to begin after April, allowing the new concrete time to cure. Larry seconded, all in favor. Management will obtain a revised contract from Tech Systems and it was noted that they are licensed and insured for Worker’s Compensation and have a 7 year warranty.
NEW BUSINESS:
1) Legal:
Management was asked to obtain an opinion from the Association attorney on the following items:
Main Water Shut-off Valves, located in the laundry room of each unit: If a valve is leaking, it will be maintained by the Association. Contact a Board member if you believe there is a problem.
Painting Balconies: Painting of walls and doors is the responsibility of the Association. Owners are responsible for the ceiling and the floor.
First Right of Refusal: This right is held by the Board, not by individual owners. Currently, the Board is polled before the approval letter is signed for a new buyer.
2) Fire Extinguisher and Air Conditioner Inspections:
Tom Hoskins Air Conditioning and Appliance is offering a $35 per owner price to inspect air conditioners in March or April. He asked that the Board choose a date, let him know and have the owners sign up and have checks ready when he arrives. Fire Extinguishers were also handled the same way by Space Coast Fire & Safety. Their price has not yet been established, but more information will be forthcoming. It was asked that all owners pour a bleach/water mixture into their air conditioning water pipes once per month to help keep mold dangers away.
3) Insurance Renewal:
State Farm agent Jack Kroening sent updated information stating that the increase will be more than he projected. He would like to meet with the Board at the next meeting.
4) Parking Concerns:
There have been a lot of complaints about owners using the unmarked spaces, leaving no guest spots. There have also been complaints about the front of the building looking like a used car lot with all of the vehicles parked there with For Sale signs on them. Please be reasonable in the use of sale signs and try not to use guest spots. There have also been a number of grease stains left by leaking cars. In the Board Rules and Regulation section of the documents, on page 13, it states "owners shall be liable for pavement damage due to oil leaks and other fluid discharges where their vehicle is parked”.
5) Taping Meetings:
Gwen stated that meetings used to be taped in case any owners wanted to hear all the details. This tape recorder will be found and used in the future.
6) Change of Meeting Time:
John was asked to consider evening meetings for those people who work and might be able to be a part of the Board if the meetings were held later. No motions were made to change the time, so this issue was tabled.
COMMITTEE REPORTS:
a. Maintenance: Don Williams stated that the pump is up and running, thanks to Fred. He repaired sprinkler heads and sprinklers now come on at 4:30 a.m. on Sunday and Wednesdays. The fountain and waterfall are on a separate timer. Fred has requested an increase in his hourly rate and the Board felt he has done a superb job. Gwen motioned to increase his pay, Sid seconded, all in favor.
b. Recreation Report: John stated for Jacquie Allen that Val in “C” building has a craft shop in the center on Courtenay and has offered to teach the residents craft classes. The Irish Dinner is usually held on the Saturday near St. Patrick’s Day, so this would be March 18th. Volunteers are needed. Please speak to a Board member if you are willing to help.
c. Thanks: Ginger Jones was thanked for her donation of a fax machine for the office and the Antiputs were thanked for a chair in the clubhouse.
d. Community Garage Sale: This was requested, but was tabled for now.
UNITS FOR SALE:
At this time, Gene Ward in “A” building has listed a one-bedroom for $140K.
OWNER FORUM:
If an owner is interested in speaking to the Board or requesting approval from the Board for anything, it is asked that they submit their desire in writing to the Management company at least 10 days before the meeting. Attaching any pertinent information is also helpful.
It was reiterated that if no one was willing to be a Board member, the state would take over, put an attorney in charge at a cost of $250 per hour minimum and this would in turn raise the monthly fees. All are asked to consider donating their time to help the Board.
Brighthouse Cable charges the Association about $2,400 per month. This divided among all unit owners is $26 per month. This is much lower than a single-family home is charged.
If an owner has a cable problem, first make sure it is not a TV problem. If Brighthouse comes out and finds you have no cable problem, they will charge the owner for the service call.
John stated that the management company has a standard “Welcome” letter that they like to send to new owners. He asked the Board members for their input so we can start mailing these to new owners.
Lastly, it was stated that the Board does exist to serve the Association, so if you have concerns or questions, please ask them.
SET NEXT MEETING DATE:
The next meeting will be held the second Tuesday of March, the 14th, at 3:00 p.m.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:20 p.m.
** Residents – we ask that you keep the visitor spaces open for short-term guests and delivery people. Please use your own marked spot and be mindful of the needs of your neighbors. Thank you! **
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, JANUARY 10, 2006
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 on the bulletin board on January 6th. Board Members Present: John Allen, Gwen Eifler, Mitzie Rose, A.J. Carter, Melinda Poole and Larry Haymes. Not present: Ginger Jones. Michelle Dugan from Reconcilable Differences and Accountant Jan Byrd were present. Three owners, Mickey Phaneuf, Don Williams and Phylis Fernandez) also attended.
APPROVAL OF MINUTES FROM December 13th MEETING:
Gwen asked that changes be made: Minutes showed Melinda seconding her appointment to the Board and that isn’t correct, so John will be named as seconding that appointment. There was discussion about when the new Board takes over. Gwen felt that the documents were changed to keep the outgoing Board in place until the end of December, not the Annual Meeting. If this is accurate, the name at the bottom of the minutes will be Gwen’s and members attending meeting will change to old members.
Secondly, under Maintenance, the repair to the “D” building where the car ran into the post, it was decided that the insurance payoff will be sent to Jan for deposit in account and we will just have this fixed by the mason who does the concrete repairs.
As corrected, Gwen motioned to approve the minutes of the meeting. AJ seconded, all in favor.
UNFINISHED BUSINESS:
3) Pump:
Fred attended to explain the issues. The sprinklers, waterfall and lake discharge are all on the same pump/motor. A correctly-sized impeller is the crucial issue to run these items and it was poorly engineered in the beginning, forcing the motor to pump too many items. He recommends tying the fountains, waterfall and discharge to one pump and the sprinklers to another. He is heading to PVC Supply House to get their recommendations on this repair.
4) Concrete Restoration:
Mike’s Masonry just handing in bids for all 6 buildings, detailing the cost per building. “A” building will cost $8,687 to repair, “B” will cost $5,314, “C” will cost $9,457, “D” will cost $8,393, “E” will cost $4,556, and “F” will cost $3,709. He also states that there will be a $500 per building start-up fee. Permits are extra. He was called about this and stated that he feels this is repair work and does not require a permit. IF a permit is required, an engineer would be required to approve the drawings and costs could be in the $4K to $5K range. He said he would take responsibility (and therefore the fine) for not complying if the building inspector felt it was more than repair. Manager stated that Mike is a mason, not a General Contractor. Sid motioned to hire Mike’s Masonry to repair “C” and “D”, with permit costs of no more than $2K total for all repairs, if needed. His motion asked that Gwen contact Martin Simon about getting Mike to reduce his mobilization fees. Larry seconded, all in favor.
5) Painting of the Buildings:
Jan stated that there is currently $52K in the painting reserve and in 4 months, there will be $58,575. John felt that a Special Assessment could allow all concrete work and painting of all buildings to be done and completed this year. No one else agreed and wanted only 2 buildings repaired and painted per year. Tech Systems Painting was slightly higher in cost than Nolan Painting, but management believes his is using a much higher grade of paint than Nolan, he has Worker’s Comp insurance, is a local company and has a good reputation. Larry motioned to accept the bid by Tech for 2 buildings at a time, to be completed after the concrete work cures. AJ seconded, all in favor.
FINANCIAL REPORT:
Jan stated that there is currently $168,991.34 in reserves plus approximately $800 in interest to be posted for December. The CD at World Savings Bank matures in February. The roof reserve has $5,852 so we hope no new roofs are required soon. There is adequate money in the painting and building reserves to do the restoration and painting work approved. The operating account has $16,735.40 currently. Jan stated that the Association is “within budget” even with payment for “D” driveway work that wasn’t budgeted.
NEW BUSINESS:
7) Knox Boxes:
Mitzie had asked that we look into installing locked boxes at each fire extinguisher with keys to units so the fire and EMT’s can access ailing residents. Management obtained prices from the fire marshal for the Knox boxes they use. The Association would have to pay the fee of approximately $250 per box, have copies of unit keys installed in these boxes and then the keys given to the fire marshal. After discussion, Larry motioned to drop this issue. Mitzie seconded, all in favor.
COMMITTEE REPORTS:
e. Recreation Report: John read a report submitted by Jacquie Allen. Twenty-six owners attended the Christmas Dinner held December 16th. There will be a TGIF on Friday, January 20th at 5 p.m.
f. Maintenance: Don Williams stated that maintenance is going well.
OWNER FORUM:
D233 has the son of the resident parking in a visitor space even though his parents are not in town and their space is vacant. This makes it difficult for delivery people to find close parking for quick visits. Manager was asked to send a letter to the resident son asking that he use the space marked for his unit. We also need him to fill out a “renter’s profile” so we know who is living there. Larry Haymes said he would personally deliver the letter to the resident.
Phyllis Fernandez of Unit D133 presented a request to allow a fireplace in her first floor bedroom, with the propane tank situated outside on her patio. She does not have specifics yet, and will contact the fire marshal herself before continuing her investigation, but wanted to make sure the Board would listen to this request if all legal and fire issues were addressed. The Board agreed to allow her to present all facts when she has them, requesting fire marshal responses in writing as well as a detailed drawing with specs.
Board was reminded that a legal opinion had been requested on a number of items. John stated that writing to the lawyer in the paper does not guarantee a response and these types of answers do not consider actual document regulations. Therefore, John stated that we would ask Association attorney John Soileau for his opinion on the following:
1) Water shut off valves in units: These are inside the wall, but only serve the individual unit. Many have paid for these to be repaired or replaced as an individual expense, but others feel the Association should pay for this.
2) Painting of balconies and patios: Since these are screened, some feel owners should handle painting themselves, although repairs of balconies and walls are still an Association responsibility.
3) First right of Refusal on Sales: Is this a Board or member approval?
We will check to ensure attorney has most recent revision to documents, dated December 2004.
Doors were then discussed. Some felt the Association is responsible for replacing doors, but a majority of owners have replaced on their own and there are many different styles. Board agreed that all doors must be painted brown and if replacement is desired, there will be one style okay’ed by the Board for future replacements, to be determined at a future meeting.
PRESIDENT’S MESSAGE:
John read his letter and asked that it be put in the minutes:
“Happy New Year to one and all and may 2006 be the best possible. Thanks to Gwen Eifler and the other Board members from 2005 for their dedication and concern for our friends and neighbors. Many do not realize that it takes input from all the owners to make this organization function. It would be very nice to have more participation. Remember: This is YOUR HOME and we all need to be proud of it.”
We have some pressing issues for this year and most concern our building repairs and painting. There is substantial repair work to be done and bids are being obtained. Following that, painting is the next item and will be addressed shortly. We should have more information by February.
Our new officers have been listed in the previous minutes and please note that they have priorities in their personal lives. If you have an issue or routine problem, please call the office – 452-9182 – and leave a message. Do not call Board members for routine concerns. For emergencies, call the appropriate contractor such as your plumber or electrician. Please also note the phone number for our management company – 799-0660. All these numbers are listed in your phone directory.
At our Annual Meeting, it was necessary to go out and find enough proxies to obtain a majority for a quorum. Needless to say, this is most disappointing and we ask that you take a more active roll in your community.
You are welcome to attend our Board meetings and to ask ahead of time to include any concerns for our agenda.
It was requested that the New Maintenance Fees be added to these minutes in large colored type to remind owners of the change.
One Bedroom Units $155.41 per month
Two Bedroom Units $192.71 per month
Three Bedroom Units $232.49 per month
John stated that a letter was just presented from owner Karen Auth of her interest to serve on the Board. This will be added to next month’s agenda and discussed and voted on at that time.
SALES PENDING:
At this time, Gwen had to leave and no one knew of any sales pending. If an owner wants to sell, we remind you that the Association has first right of refusal and MUST approve the sale before you close. Call management once you have a signed contract.
SET NEXT MEETING DATE:
The next meeting will be held the second Tuesday of February, the 14th, at 3:00 p.m.
ADJOURNMENT:
There being no further business to discuss, the meeting adjourned at 4:50 p.m.
** Residents – we ask that you keep the visitor spaces open for short-term guests and delivery people. Please use your own marked spot and be mindful of neighbors’ needs. Thank you! ***