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
MINUTES OF THE ANNUAL MEETING
HELD ON
TUESDAY, DECEMBER 4, 2007 AT 7:00 P.M.
1. Call to Order:
The meeting was called to order by Betty Gaulin at 7:00 p.m.
Betty was presented with roses from the Board members for her service this past year.
2. Establish Quorum of Directors:
Betty Gaulin-President, Gwen Eifler-Vice President, Mitzie Rose-Treasurer, Steve Gaulin-Director, Larry Haymes-Director, Mary Touris-Secretary and Sid Shipley-Director. Madeline Figas-Director was not able to attend due to an injury. Michelle Dugan and Kathy Watts represented Reconcilable Differences.
3. Certification of Proxies and establishment of a quorum or owners for Annual Meeting:
Notice of the Annual Meeting was mailed to all owners and posted 14 days in advance of the meeting. Sixty-five (65) owners were in attendance in person or by proxy. Sixty-three (63) were needed to hold the Annual Meeting.
4. Approval of Minutes from the December 5, 2006 Annual Meeting:
Mary Touris read the minutes from the 2007 Annual Meeting which was held December 5, 2006 and one correction was noted. Betty Gaulin motioned to approve the minutes of the December 5, 2006 with correction discussed. Gwen Eifler seconded the motion and the motion passed by unanimous voice vote.
5. Financial Report:
Michelle Dugan reported she had the coupon books and auto debit letters in her possession and any envelopes not distributed that evening would be mailed out the following day. She also stated there was information in the packet of the past years’ events and information on how to obtain a certificate of insurance if a mortgage company requires it.
6. Results of the 80/20 Amendment Vote:
So far 62 owners have voted with the results so far being 50 owners agreeing to change the documents to allow people 45 years of age and older to reside and 26 voting to keep the requirement of being 55 years or older the same.
Discussion ensued on how much the attorney was charging the association and the Board was questioned about why it was even being done. Mitzie gave the history of the original amendment and stated that the “straw vote” ballot a few months ago showed that a majority of members wanted to legally vote on the issue. The new proxy was sent in order to change the Declaration of Condominium to match state law requiring associations deemed “55 and over” to allow individuals 45 and over to purchase 20% of the units.
Larry Haymes offered to assist to explain in layman’s terms anyone confused by the legal terminology.
The Board wishes to get as many of the 93 owners to vote as possible and as such have tabled the final determination of the vote until the next meeting. The proxy is valid for 90 days and it was determined that the Board was within its rights to table the voting results.
7. Presentation of 2008 Board Members:
Since there were five (5) positions open and only four (4) owners sent in their Intent to be a Candidate form, there is no vote necessary.
The following owners are your 2008 Board of Directors.
LYNN CARTER Unit #C222 (through 2009)
LARRY HAYMES Unit #A101 (through 2009)
SID SHIPLEY Unit #E238 (through 2009)
BERNIECE L WILLIAMS Unit #C125 (through 2009)
BETTY GAULIN Unit #E134 (through 2008)
STEVE GAULIN Units #F146/147 2008)
MITZIE ROSE Unit #F143 (through 2008)
MARY TOURIS Unit #E135 (through 2008)
There is one more Board seat open and the present Board urged anyone interested to contact management or a Board member.
8. 2007 Events as reported on the coupon cover letter:
Insurance News:
Ranew Insurance Agency utilizes an on-line company to handle the issuance of certificates of insurance for mortgage-holders. When your mortgage company requests a “Certificate of Insurance”, there are two ways to obtain it. You or your mortgage-holder can access them on the internet at www.EOIDirect.com or call them at 877-456-3643. If you need a certificate for your records, you can log on, sign in and print one out from your own computer. Your agent is Josh Ranew and if you have any questions, he can be reached at 321-722-2338.
9. Maintenance Updates:
Bonner Coatings is currently working on the repairs and painting of buildings “A” and “B”. We apologize for the inconvenience this messy work causes, but we are repairing cracks and concerns before the addition of new paint. We are also obtaining bids for gutters and downspouts on those two buildings, as the old ones will come down during this repair work and we do not believe they will be able to be re-used.
A large underground pipe had to be repaired on the west side of the property. Since it houses water from our pond, the county said we were responsible for any repairs to it. The work was done by Ramage Construction, at a cost of $2,500 and we hope this repair stops further disintegration.
Roofs are being replaced throughout the community. “B” & “E” building roofs were recently completed and we believe “F” will be next, although “C” also needs replacement. The budget for 2008 includes money to re-roof one building, so we the Board is assessing the needs of both right now.
Maintenance man David Levine is working out very well. He works 15 to 20 hours per week, on average, and has an extensive knowledge of carpentry, irrigation, electrical and painting, to name a few. We thank him for his quality work.
The county fire marshal required fire extinguishers and upgraded lighting throughout the complex. That work as well as pool repair work, was done this year and paid from your reserve accounts.
10. Open forum, comments and discussion:
An owner asked if the open Board position could be shared by 2 people, serving 6 months each since many of the owners are only here part time. Michelle stated some associations use a speakerphone for those members not able to attend.
Betty Gaulin stated that instead of mailing the minutes, some would be available in the Recreation Room. She also suggested owners use the RDI website for Island Village which has minutes of meetings, information and updates.
Many owners thanked the volunteers who put on the Christmas party and stated everyone enjoyed themselves.
11. Adjournment:
With no further business to discuss, the meeting was adjourned at 7:35pm.
Respectfully submitted,
Kathy Watts, LCAM #27668
Reconcilable Difference, Inc
ISLAND VILLAGE CONDOMINIUM ASSOCIATION
ORGANIZATIONAL MEETING
held
immediately after the 2008 Annual Meeting
1. Call to order:
The Organization Meeting was called to order by Betty Gaulin at 7:40pm.
2. Elections of Officers:
President: Betty Gaulin - Bernice Williams nominated Betty for the position. Larry Haymes seconded the nomination. Betty was asked if she would accept the position and she stated she would if there was no one else that wished it.
Vice President: Larry Haymes - Larry accepted the Vice President position when offered.
Secretary: Mary Touris - Mary accepted the Secretary position when offered.
Treasurer: Mitzie Rose and Co-Treasurer: Berniece Williams - Mary Touris nominated Mitzie for the position. Larry Haymes seconded the nomination. Mitzie stated she would rather not but it was determined it would benefit the association for Mitzie to accept the position with Berniece Williams as a Co-Treasurer until Berniece felt comfortable taking the position over completely. Mitzie agreed to accept the position with those stipulations.
The 2008 Board of Directors is as follows:
President: Betty Gaulin Unit E134
Vice President: Larry Haymes Unit A101
Secretary: Mary Touris Unit E135
Treasurer: Mitzie Rose Unit F143
Co-Treasurer: Berniece Williams Unit C125
Director: Steve Gaulin Units F146/147
Director: Sid Shipley Unit E238
Director: Lynn Carter Unit C222
3. Adjournment:
With no further business to discuss, the Organizational Meeting was adjourned at 8:00.
Respectfully submitted,
Kathy Watts, LCAM #27668
Reconcilable Difference, Inc
DRAFT
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS BUDGET MEETING
HELD TUESDAY, NOVEMBER 13, 2007
1. Call to Order:
The meeting was called to order by Betty Gaulin at 7:00 p.m.
2. Establish Quorum of Directors:
Betty Gaulin-President, Gwen Eifler-Vice President, Mitzie Rose-Treasurer, Madeline Figas-Director, Steve Gaulin-Director, Larry Haymes-Director, Mary Touris-Director and Sid Shipley-Director. Michelle Dugan and Kathy Watts represented Reconcilable Differences.
3. Approval of Minutes from October Board Meetings:
Betty Gaulin motioned to approve the minutes of the October 9, 2007 Board meeting as written. Gwen Eifler seconded the motion and the motion passed by unanimous voice vote.
5. Financial Report:
Mitzie Rose presented the financial report and stated there was $36,921.20 in the Operating Account and $149,568.32 in the Reserves. All the accounts look good at this time.
Mary Touris volunteered to fill the position of Secretary until December 31, 2007. Betty made a motion to accept Mary’s offer to fill the position. Gwen Eifler seconded the motion and it passed by unanimous voice vote.
Results of Vote to Partially Fund or Special Assess in 2008:
The results of the vote for partially funding the Reserves were announced. 70 owners voted to waive the full funding of the Reserves and 4 owners voted for fully funding the Reserves.
6. Board Approval of 2008 Budget:
Betty opened the floor and Michelle was on hand to answer any questions from owners. Since there were no questions, Gwen Eifler made a motion to accept the Proposed 2008 Budget as presented with Reserves “partially” funded. Madeline Figas seconded the motion and it passed by unanimous voice vote.
Assessments for 2008 are as follows: 1 bedroom $247.00
2 bedroom $306.00
3 bedroom $370.00
7. Maintenance Update:
· Roof Replacements: Buildings B & E are completed and paid for. A credit for $4,000 from FPL for each building was received and insurance credit is expected once mitigation forms are accepted by Citizen’s Insurance. Shaffer Roofing’s bid for Building F was also received. The bid is good for 90 days and equals the same per square foot price as the other buildings. The bid was $73,987 less the $4,000 FPL credit. The “C” building roof has developed more water intrusion issues and Shaffer Roofing will be contacted to see if “C” roof may be in worse shape than “F” roof.
Concrete Repairs & Painting of “A” & “B”: The contract has been signed and concrete repairs will begin on November 15th. Due to the fact the present gutters must be removed and will be damaged beyond repair, a bid was received from Danny Beard Gutters for $1,487. Competitive bids will be obtained.
Drainage Pipe Repair Update: The drainage pipe in the easement west of Island Village was repaired by Ramage Construction and a final bill was received by RDI in the amount of $2,000. Betty Gaulin made a motion to take the funds needed from Deferred Maintenance. Gwen Eifler seconded the motion and it passed by unanimous voice vote. It was again stated that the city refused to repair this, stating that this easement is to be maintained by Island Village.
Pool filters: Six filters of the 18 in the pool equipment needed to be replaced at a cost of $698.00. Betty Gaulin made a motion to take the funds needed from Deferred Maintenance Reserves since these filters are replaced less than annually. Madeline Figas seconded the motion and it passed by unanimous voice vote.
8. New business:
Approval of Christmas bonus for onsite maintenance: All felt David was doing a good job and as such, Steve Gaulin made a motion to approve a Christmas bonus of $300. Larry Haymes seconded the motion with Steve, Larry, Betty, Gwen, Mitzie, Mary and Madeline voting yes. Sid Shipley voted no. The motion passed.
Update on Candidates for Board: Betty reported the candidates volunteering to serve a two year term as Board members starting in 2008 are: Lynn Carter, Larry Haymes, Sid Shipley and Bernice L Williams. They will join Betty Gaulin, Steve Gaulin, Mitzie Rose and Mary Touris who are serving their second years. Betty requested anyone interested in volunteering for the Board contact any Board member or management as there is still one position left unfilled. The Board will appoint another for the last position at a future meeting.
Amendment Change: Gwen explained that another proxy will be delivered this week. It is SEPARATE from the proxy used at tonight’s meeting and separate from the Annual Meeting proxy for the Annual Meeting. This week’s paperwork includes a coversheet and a proxy/vote to change the Document of Covenants from stating that Island Village is 100% a “55 and over” community to read “80/20” which means 80% of residents would have to be 55 years of age or older, but 20% of residents could be 45 to 54 years of age. The association would still be protected by the Housing for Older Persons Act., but allowing some younger people is thought to help in selling units here. Votes will be counted the night of the annual meeting and a total of 62 “yes” votes are needed for the change.
9. Next Meeting Date Set:
The next Board meeting is scheduled for December 4, 2007 at 7:00pm. This will be the Annual Meeting, so all owners are urged to attend or send in their proxy.
10. Adjournment:
There being no further business, the meeting ADJOURNED at 7:50 p.m.
Respectfully Submitted,
Kathy Watts, LCAM #27668
Community Association Manager
Reconcilable Differences, Inc.
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December 1st will be the Christmas dinner for Island Village in the clubhouse. The cost will be $3.00 and will include a pork dinner with all the fixings and spiked punch. BYOB if you wish something else.
**Please R.S.V.P. to Mary Touris or Betty Gaulin as soon as possible so they can make sure there’s enough food for all.
COME JOIN THE FESTIVITIES !!!!!!
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ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, September 11, 2007
1. 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 more than 48 hours in advance of the meeting.
2. ROLL CALL / QUORUM ESTABLISHED:
Board Members Present: President Betty Gaulin, Vice President Gwen Eifler, Treasurer Mitzie Rose, and Directors Madeline Figas, Steve Gaulin, Larry Haymes, Mary Touris and Sid Shipley. It was announced that Isabelle Gentile has resigned as Secretary. This vacancy has not been filled. Christine Landwehr, Manager, and owners Don Williams, Mickey Phaneuf, Donna Whaley, Virginia Bradley and Karen Auth were also in attendance.
3. APPROVAL OF MINUTES FROM JULY 17TH MEETING:
Gwen Eifler motioned to approve the minutes of the July 17th meeting as distributed to all residents. Madeline Figas seconded, all in favor.
4. FINANCIAL REPORT:
Christine reported the Operating account balance as of the end of August was $39,013.56 and the Reserve account balance was $263,704 (Deferred Maintenance Reserves $99,506.97, Roofing Reserves $99,184.00, Painting Reserves $50,255.54 and Paving Reserves $14,758.02.)
Mitzie reported that 2 Certificates of Deposit (CD) have matured since the last meeting and the Association has another CD maturing on September 29th. The Coastal Bank CD was renewed for 6 months at an annual percentage yield of 5.41 and will mature in February of 2008. The proceeds from the CD maturing at Fidelity were placed in the Fidelity Money Market Account. Gwen stated a decision will be made on what to do with the funds from CD maturing on September 29th within a couple of weeks. Mitzie closed this report by stating the Association has approximately $121,569 dollars liquid money that can be used when needed.
5. UNFINISHED BUSINESS:
1.) Roofing Engineer: Betty stated the roofing engineering report has been received by the Association and she made it available for others to review. The Engineering firm is recommending a modified bitumen torchdown roof system. She has spoken to Shaeffer roofing who had submitted a bid for the Durolast roofing system,but they do not install this types of roof. Shaeffer did rework his estimate to include some of the engineers recommendations. She has also spoken to Winebarger Roofing and plans to meet with them. She summarized quotes received to date: JAG (torchdown) $76,000 {incomplete bid}, Alamar (torchdown) $91,000, Alamar (Durolast) $80,867, Shaeffer (Durolast) $73,807. These bids are still being fine tuned for comparison.
She has been told that Florida Power & Light gives a rebate for Durolast which could be as much as $5,000 dollars. It was asked whether the old roof would be removed. Betty stated yes, and the new roof would be sloped to allow water to drain into the scuppers. Betty motioned to have the $2,410 dollar expense for the engineer’s report be taken out of the Roof reserve account. Mitzie seconded the motion. All were in favor.
Sid asked if the roofing engineer would be responsible if something goes wrong with the roof. Betty stated the engineer has only been paid to do an assessment of the roof and provide a recommendation to the Board. There was mention that the a/c stands should be replaced when the roof is replaced as many of them have rotted. County Code now mandates elevated aluminum stands.
2.) Concrete Restoration in “A” & “B” Buildings: Betty stated the Association has received two quotes for concrete repairs. Christine is following up with JAG on the quote they promised. Betty has made contact with another company and they have promised to have information to the Board next week. Betty also stated the Board has received one quote for the painting of the A & B buildings.
3.) Abandoned building/lot South of Island Village status: Owner, Mickey Phaneuf, stated the property was bought by the bank at Auction and they are simply going to try to sell it. Christine noted that she is following up with Al Yorkston, from Commissioner Nelson’s office. According to Mr. Yorkston, the bank was given a notice of violation on August 7, 2007, for property maintenance, overgrowth, insufficient storage of items, etc. The bank was given 21 days to comply after which time another property inspection would be done.
Although not on the agenda, Gwen did report that she has been in contact with Attorney John Soileau requesting he prepare the proxy needed for owners to vote to amend the documents to an 80 percent age 55 / 20 percent age 45 residency, with no resident allowed under the age of 18 years of age. She stated an affirmative vote of 62 of the 92 owners will be needed to pass this amendment. The proxy will be mailed to owners upon receipt.
6. NEW BUSINESS:
1.) Sunkraft Electric/Fire Marshall Inspection: Betty stated that the Board has been very busy handling compliance issues directed by the Fire Marshall. The exit signs required rewiring; new extinguishers had to be purchased. Betty motioned to have the Sunkraft Electric expenses totaling $2,436 dollars be taken from the Deferred Maintenance Reserve account. Larry seconded the motion. All were in favor.
Betty further stated that Sunkraft Electric was also called to service the air conditioner in unit B209. This owner has asked the Association for assistance in paying for this repair. An explanation of the repair by Sunkraft Electric was requested and received. After consulting with Management, it is believed the Association does have some responsibility for the repair because the electrician could not access the a/c wiring servicing this unit because the conduit the wires run through was filled with roofing debris. Betty motioned to have the cost for this repair, the sum of $875.72 dollars, be split with the owner and IVCA’s portion be taken from Roofing reserves. Gwen seconded the motion. All were in favor.
2.) Swimming Pool Chlorinator: Betty stated the pool pump was leaking and had to be rebuilt. In addition, the pool chlorinator did not meet Brevard County Environmental Services code requirements and had to be replaced. Betty motioned to have these expenses, the sum of $1,448.25 dollars, be taken from the Deferred Maintenance Reserve account. Gwen seconded the motion. All were in favor.
3.) BBQ Grills: Betty reminded owners that only electric grills are permissible on the porches/balconies. Gas grills can only be used 10ft away from any permanent dwelling and cannot be stored in the owner’s unit.
7. COMMITTEE REPORTS:
1.) Maintenance: Don Williams reported that the tennis court has been painted, the bridge has been treated with a waterproofing product, the rec room wall has been painted and he has blocked off 3 more scuppers in the “F” building due to leaks reported by owners.
2.) Social: Madeline Figas reported there were no social activities planned at this time. Gwen suggested they consider a Halloween or Oktoberfest event.
8. UNIT SALES/APPROVALS
A107 has been sold to Madeline Figas. Her previous unit, A203, is For Sale.
C219 sold to Bob and Martha Shuford.
9. OWNER FORUM:
Karen Auth (A108) commented that she looked forward to the concrete repairs and painting of buildings A & B and thanked the Board for their efforts toward this goal.
Before closing the meeting, Betty informed all present that there will be Board positions available and the Board is looking for volunteers to serve. Mitize stated there will be 5 open positions. In addition, a Budget Committee has been established. Karen Auth (Unit A108) has volunteered and Betty planned to ask Lynn Carter (Unit C222) if she would want to volunteer.
10. SET NEXT MEETING DATE:
The next scheduled Board meeting will be held Tuesday, October 9th at 7:00 p.m. Betty asked Board members if they would be willing to attend a special meeting to approve contracts, if needed. Sid Shipley stated it would have to be an afternoon meeting.
11. ADJOURNMENT:
There being no other business, the meeting was adjourned at 8:00 p.m.
Karen M. Auth #28323 __________________________
Karen M. Auth Approved by Betty Gaulin
Reconcilable Differences, Inc. IVCA Board President
DRAFT
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
PROPOSED BUDGET MEETING
HELD MONDAY, OCTOBER 15, 2007
Call to Order:
The meeting was called to order by Betty Gaulin at 7:00 p.m.
Establish Quorum of Directors:
Betty Gaulin-President, Gwen Eifler-Vice President. Mitzie Rose-Treasurer, Madeline Figas-Director, Steve Gaulin-Director, Larry Haymes-Director, Mary Touris-Director and Sid Shipley-Director. Kathy Watts represented Reconcilable Differences and 3 residents attended. Karen Auth represented the Budget Committee.
New Business:
Budget Proposal:
Karen Auth reviewed the Proposed 2008 Budget and stated she felt the Budget Committee needed to have a complete picture of the reserves. Michelle Dugan presented the Board with a Proposed 2008 Budget. The options were:
1.) Fully fund reserves budget for 2008 with one bedroom unit monthly fees being raised to $331.17, two bedroom units at $410.68 and three bedroom units at $495.47 per month.
2.) Partially fund reserves: Fund for one whole roof needed in 2008, and fund only enough in paint and concrete to cover the repairs needed next year. This option would cost one bedroom units $246.88, two bedroom units $306.14 and three bedroom units $369.35 per month.
3.) Fully fund reserve with a special assessment for one roof, with one bedroom unit monthly fees being raised to $257.29, two bedroom units at $319.06 and three bedroom units at $384.94 per month, ALONG with a SPECIAL ASSESSMENT of $603.70 per one bedroom, $748.64 per 2 bedroom and $903.21 per 3 bedroom unit.
4.) The fourth option was to partially fund the reserves and decrease the one bedroom units to $214.61, two bedroom units to $266.13 and three bedroom units at $321.08 per month, ALONG with a SPECIAL ASSESSMENT of $603.70 per one bedroom, $748.64 per 2 bedroom and $903.21 per 3 bedroom unit.
Betty Gaulin stated no one, including herself, liked special assessments and that they should be used for emergencies; but funding the reserves is important for maintaining property values.
Larry Haynes stated that partially funding in previous years may have contributed to current problems.
Karen Auth felt they’re starting to get back up to where they should be.
Karen Auth, as the Budget Committee Chairperson, felt option 3 would be the best choice to send along with option 1 to the owners.
Betty Gaulin explained that the Board MUST present a “fully-funded reserves” budget, but can offer options for owners to vote on.
Sid Shipley made a motion to send one other option, besides the fully funded (option 1) to the residents to decide. Mitzie Rose seconded the motion and it passed by unanimous voice vote.
Gwen Eifler made a motion to present Options 1 and 2. Mary Touris and Larry Haymes seconded the motion and it passed by majority voice vote with Mitzie Rose opposed.
Betty Gaulin presented the bids for masonry and painting for bldgs. A & B. It was felt it might be practical to have one company do all the work. Bonner Coatings price came in at $47,605 to do both the masonry and the painting for both A & B. Mitzie Rose made a motion to accept the bid from Bonner Coating for the cost of $47,605. Gwen Eifler seconded the motion and it passed by unanimous voice vote.
Betty Gaulin brought up the issue of replacing the air conditioner on the roof for the clubhouse with $1065 from deferred maintenance. After polling the Board members by phone, the issue just needs to be ratified.
Betty Gaulin made a motion to ratify the previous discussion, replacing the air conditioning unit on the roof for the clubhouse with $1065 from Deferred Maintenance. Madeline Figas seconded the motion and it passed by unanimous voice vote.
Gwen Eifler wanted to advise residents to only get a new air conditioner if they really had to and to possibly get a seconded opinion.
Owner Forum: None
Next Meeting Date Set: The next Board meeting is scheduled for November 13, 2007 at 7:00pm. This will be the Budget Approval meeting, so all owners will receive the proposed budget and an agenda so that they may ask questions before the Board finalizes the 2008 budget.
Adjournment:
There being no further business, the meeting adjourned at 8:00 p.m.
Respectfully Submitted,
Kathy Watts, LCAM #27668
Community Association Manager
Reconcilable Differences, Inc.
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
PROPOSED 2008 BUDGET MEETING
HELD TUESDAY, OCTOBER 09, 2007
1. Call to Order:
The meeting was called to order by Betty Gaulin at 7:00 p.m.
2. Establish Quorum of Directors:
Betty Gaulin-President, Gwen Eifler-Vice President. Mitzie Rose-Treasurer, Madeline Figas-Director, Steve Gaulin-Director, Larry Haymes-Director and Mary Touris-Director. Sid Shipley-Director was not able to attend and Secretary Isabelle Gentile resigned. Michelle Dugan and Kathy Watts represented Reconcilable Differences and ten residents attended.
3. Approval of Minutes:
September 11, 2007: Gwen Eifler motioned to approve the minutes of the September 11th Board meeting as written.
Mary Touris seconded the motion and the motion passes by unanimous voice vote.
September 24, 2007: Gwen Eifler motioned to approve the minutes of the September 24th Board meeting as written.
Mary Touris seconded the motion and the motion passes by unanimous voice vote.
4. Financial Report:
Mitzie Rose presented the financial report and stated that with one CD maturing, there are sufficient funds for the roof replacements. Michelle Dugan added that expenses are matching income at this time.
5. Unfinished Business:
Roof Replacement Update: The Board approved one new roof, “E”, at the September 24th meeting. Soon after, a problem was found on “B” roof which requires either expensive repairs or a new roof immediately. John Shafer Roofing agreed to a discount of about $6,000 if both roofs were completed at the same time. Board members were telephonically polled on their opinions and agreed that both roofs are in bad shape and need replacement. The cost for the 2 Dura-Last roofs (B & E), including AC stands, scuppers and gutters would be $135,294. Larry Haymes made a motion to ratify the Board decision to replace BOTH roofs in 2007. Mitzie Rose seconded the motion and it passed by unanimous voice vote. Larry also stated that a representative of the Dura-Last company will be on site until the project is finished. The project is also eligible for a rebate program that will save an additional $4K and once the roofs are complete the insurance mitigation forms will be filled out in the hopes of saving on insurance premiums in 2008. A leak was found in building F and it was determined this needs to be the next building roof replaced.
Masonry Repairs on A/B Buildings: It was determined that more information is needed in order to compare bids properly. Ryan Bonner from Bonner Coatings will meet with management and the Board next Monday to clarify his bid. Management placed a call to Mike’s Masonry to ensure he will honor his bid from April. The other bid was 75% higher and will not be considered
Painting A & B Buildings: Three bids have been submitted and total costs for repairs and painting range from $47,000 to $50,000. Gwen Eifler made a motion to spend no more than $50,000 total for painting and masonry repairs on buildings A & B from Painting and Deferred Maintenance Reserves. The contractor(s) will be determined at a later date. Betty Gaulin seconded the motion and it passed by unanimous voice vote.
6. New Business:
Brevard County Storm Water claims the drainage easement between IVCA and Hidden Glen is IVCA’s responsibility. The area appears to be deteriorating and a section of a lot in Carlton Groves is sinking. Brevard County Roads & Bridges stated that if these pipes are metal, we were lucky they lasted this long and suggested they be replaced with cement pipes which would be quite expensive. RDI will call contractors to see exactly what needs to be repaired. The drain pipe runs from the IVCA pond and empties into the storm ditch to the west of Carlton Groves. Questions arose about Hidden Glen being somewhat responsible since they ran heavy equipment over the area, moved dirt into berms and planted large trees. Don Williams was asked if the previous problem was in the same area. It was not; that problem was on IVCA property where the drain grate can be seen on the south side of “C” building
7. Budget Proposal:
Michelle Dugan presented the Board with a Proposed 2008 Budget. She stated that based on other commercial policies written recently, we expect a 7% discount on insurance premiums next year. She explained that the Board MUST present a “fully-funded reserves” budget, but can offer options for owners to vote on. The options were:
a.) Fully fund reserves budget for 2008 with one bedroom unit’s monthly fees being raised to $331.17, two bedroom units to $410.68 and three bedroom units to $495.47 per month.
b.) Partially fund reserves: Fund for one whole roof needed in 2008, and fund only enough in paint and concrete to cover the repairs needed next year. This option would cost one bedroom units $246.88, two bedroom units $306.14 and three bedroom units $369.35.
c.) The third option was requested by the Budget Committee: Special Assessing for the roof. Michelle misunderstood them and budgeted partial reserve funding as well, so that would have decreased the one bedroom units to $214.61, two bedroom units to $266.13 and three bedroom units at $321.08 per month, along with a SPECIAL ASSESSMENT of $of $603.70 per one bedroom, $748.64 per 2 bedroom and $903.21 per 3 bedroom unit..
Discussion ensued about funding for a whole roof in one year. More discussion ensued about Special Assessing for the one roof in 2008 but fully funding all other line items. There will be one more roof needed in 2009. That 4th option was put into question and the Board determined they would need to have another meeting to review all options. Michelle will compile this information before the meeting, which the Board agreed would be held next Monday, October 15th at 7pm in the clubhouse.
8. Committee Reports:
Maintenance: Don Williams stated all ceilings on the porches will be painted the same color and that all hooks will be removed. Betty Gaulin formally thanked Don Williams for all his hard work.
Social – Jacquie Allen / Madeline Figas: Madeline didn’t have anything to report at this time. Betty Gaulin suggested a social for the beginning of December.
9. Unit Sale Approvals: None at this time.
10. Owner Forum: It was stated residents from buildings A & B will need to park elsewhere while repairs are being made.
11. Next Meeting Date Set: The next Board meeting is scheduled for November 13, 2007 at 7:00pm. This will be the Budget Approval meeting, so all owners will receive the proposed budget and an agenda so that they may ask questions before the Board finalizes the 2008 budget.
12. Adjournment:
There being no further business, the meeting adjourned at 8:15 p.m.
Respectfully Submitted,
Kathy Watts, LCAM #27668
Community Association Manager
Reconcilable Differences, Inc.
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, September 11, 2007
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 more than 48 hours in advance of the meeting.
ROLL CALL / QUORUM ESTABLISHED:
Board Members Present: President Betty Gaulin, Vice President Gwen Eifler, Treasurer Mitzie Rose, and Directors Madeline Figas, Steve Gaulin, Larry Haymes, Mary Touris and Sid Shipley. It was announced that Isabelle Gentile has resigned as Secretary. This vacancy has not been filled. Christine Landwehr, Manager, and owners Don Williams, Mickey Phaneuf, Donna Whaley, Virginia Bradley and Karen Auth were also in attendance.
APPROVAL OF MINUTES FROM JULY 17TH MEETING:
Gwen Eifler motioned to approve the minutes of the July 17th meeting as distributed to all residents. Madeline Figas seconded, all in favor.
FINANCIAL REPORT:
Christine reported the Operating account balance as of the end of August was $39,013.56 and the Reserve account balance was $263,704 (Deferred Maintenance Reserves $99,506.97, Roofing Reserves $99,184.00, Painting Reserves $50,255.54 and Paving Reserves $14,758.02.)
Mitzie reported that 2 Certificates of Deposit (CD) have matured since the last meeting and the Association has another CD maturing on September 29th. The Coastal Bank CD was renewed for 6 months at an annual percentage yield of 5.41 and will mature in February of 2008. The proceeds from the CD maturing at Fidelity were placed in the Fidelity Money Market Account. Gwen stated a decision will be made on what to do with the funds from CD maturing on September 29th within a couple of weeks. Mitzie closed this report by stating the Association has approximately $121,569 dollars liquid money that can be used when needed.
UNFINISHED BUSINESS:
1.) Roofing Engineer: Betty stated the roofing engineering report has been received by the Association and she made it available for others to review. The Engineering firm is recommending a modified bitumen torchdown roof system. She has spoken to Shaeffer roofing who had submitted a bid for the Durolast roofing system,but they do not install this types of roof. Shaeffer did rework his estimate to include some of the engineers recommendations. She has also spoken to Winebarger Roofing and plans to meet with them. She summarized quotes received to date: JAG (torchdown) $76,000 {incomplete bid}, Alamar (torchdown) $91,000, Alamar (Durolast) $80,867, Shaeffer (Durolast) $73,807. These bids are still being fine tuned for comparison.
She has been told that Florida Power & Light gives a rebate for Durolast which could be as much as $5,000 dollars. It was asked whether the old roof would be removed. Betty stated yes, and the new roof would be sloped to allow water to drain into the scuppers. Betty motioned to have the $2,410 dollar expense for the engineer’s report be taken out of the Roof reserve account. Mitzie seconded the motion. All were in favor.
Sid asked if the roofing engineer would be responsible if something goes wrong with the roof. Betty stated the engineer has only been paid to do an assessment of the roof and provide a recommendation to the Board. There was mention that the a/c stands should be replaced when the roof is replaced as many of them have rotted. County Code now mandates elevated aluminum stands.
2.) Concrete Restoration in “A” & “B” Buildings: Betty stated the Association has received two quotes for concrete repairs. Christine is following up with JAG on the quote they promised. Betty has made contact with another company and they have promised to have information to the Board next week. Betty also stated the Board has received one quote for the painting of the A & B buildings.
3.) Abandoned building/lot South of Island Village status: Owner, Mickey Phaneuf, stated the property was bought by the bank at Auction and they are simply going to try to sell it. Christine noted that she is following up with Al Yorkston, from Commissioner Nelson’s office. According to Mr. Yorkston, the bank was given a notice of violation on August 7, 2007, for property maintenance, overgrowth, insufficient storage of items, etc. The bank was given 21 days to comply after which time another property inspection would be done.
Although not on the agenda, Gwen did report that she has been in contact with Attorney John Soileau requesting he prepare the proxy needed for owners to vote to amend the documents to an 80 percent age 55 / 20 percent age 45 residency, with no resident allowed under the age of 18 years of age. She stated an affirmative vote of 62 of the 92 owners will be needed to pass this amendment. The proxy will be mailed to owners upon receipt.
NEW BUSINESS:
1.) Sunkraft Electric/Fire Marshall Inspection: Betty stated that the Board has been very busy handling compliance issues directed by the Fire Marshall. The exit signs required rewiring; new extinguishers had to be purchased. Betty motioned to have the Sunkraft Electric expenses totaling $2,436 dollars be taken from the Deferred Maintenance Reserve account. Larry seconded the motion. All were in favor.
Betty further stated that Sunkraft Electric was also called to service the air conditioner in unit B209. This owner has asked the Association for assistance in paying for this repair. An explanation of the repair by Sunkraft Electric was requested and received. After consulting with Management, it is believed the Association does have some responsibility for the repair because the electrician could not access the a/c wiring servicing this unit because the conduit the wires run through was filled with roofing debris. Betty motioned to have the cost for this repair, the sum of $875.72 dollars, be split with the owner and IVCA’s portion be taken from Roofing reserves. Gwen seconded the motion. All were in favor.
2.) Swimming Pool Chlorinator: Betty stated the pool pump was leaking and had to be rebuilt. In addition, the pool chlorinator did not meet Brevard County Environmental Services code requirements and had to be replaced. Betty motioned to have these expenses, the sum of $1,448.25 dollars, be taken from the Deferred Maintenance Reserve account. Gwen seconded the motion. All were in favor.
3.) BBQ Grills: Betty reminded owners that only electric grills are permissible on the porches/balconies. Gas grills can only be used 10ft away from any permanent dwelling and cannot be stored in the owner’s unit.
COMMITTEE REPORTS:
1.) Maintenance: Don Williams reported that the tennis court has been painted, the bridge has been treated with a waterproofing product, the rec room wall has been painted and he has blocked off 3 more scuppers in the “F” building due to leaks reported by owners.
2.) Social: Madeline Figas reported there were no social activities planned at this time. Gwen suggested they consider a Halloween or Oktoberfest event.
UNIT SALES/APPROVALS
1.) A107 has been sold to Madeline Figas. Her previous unit, A203, is For Sale.
2.) C219 sold to Bob and Martha Shuford.
OWNER FORUM:
Karen Auth (A108) commented that she looked forward to the concrete repairs and painting of buildings A & B and thanked the Board for their efforts toward this goal.
Before closing the meeting, Betty informed all present that there will be Board positions available and the Board is looking for volunteers to serve. Mitize stated there will be 5 open positions. In addition, a Budget Committee has been established. Karen Auth (Unit A108) has volunteered and Betty planned to ask Lynn Carter (Unit C222) if she would want to volunteer.
SET NEXT MEETING DATE:
The next scheduled Board meeting will be held Tuesday, October 9th at 7:00 p.m. Betty asked Board members if they would be willing to attend a special meeting to approve contracts, if needed. Sid Shipley stated it would have to be an afternoon meeting.
ADJOURNMENT:
There being no other business, the meeting was adjourned at 8:00 p.m.
Karen M. Auth #28323 __________________________
Karen M. Auth Approved by Betty Gaulin
Reconcilable Differences, Inc. IVCA Board President
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Special Members Meeting on a Special Assessment
Held Tuesday, July 17, 2007
CALL TO ORDER / PROOF OF NOTICE:
The meeting was called to order at 7:00 p.m. in the Island Village Recreation Room.
ROLL CALL / QUORUM ESTABLISHED:
Board Members present: President Betty Gaulin, VP Gwen Eifler, Treasurer Mitzie Rose and Directors Madeline Figas, Steve Gaulin, Larry Haymes, Sid Shipley and Mary Touris. Isabelle Gentile was not present.
ESTABLISHMENT OF MEMBERS PRESENT:
Twenty owners attended. Martin Andreasen and Michelle Dugan from Reconcilable Differences, Inc. and Guest Colette Andreasen attended.
APPROVAL OF MINUTES FROM JUNE 12TH MEETING:
One correction was made to the minutes of the June 12, 2007 meeting. Sid Shipley had seconded the motion to approve the minutes instead of Mitzie Rose. Motion was made by Betty Gaulin to accept the minutes with the change noted. This was seconded by Gwen Eifler; all were in favor.
FINANCIAL REPORT:
Michelle Dugan reported on the financial status of the Association as of June 30, 2007. The operating account balance was reported as $18,007 dollars and a Reserve balance of $248,743 dollars. A breakdown of the reserve balance was reported as follows: Painting - $49,400 dollars, Paving $14,400 dollars, Roof Reserves $85,850 dollars and Deferred Maintenance Reserves $99,093 dollars.
Michelle further explained that expenses incurred not on an annual basis could be taken from the Deferred Maintenance Reserve Account but that would require Board approval. The profit and loss year to date reflected approximately $10,000 over budget primarily in the insurance, payroll for onsite maintenance and the maintenance expense accounts. Utilities have been under budget so that offset the total some. There is one account in arrears greater than 60 days. Late fees have been assessed.
DISCUSSION OF COSTS TO BE ASSESSED:
Prior to proceeding on this subject matter; Betty requested time to address some of the rumors heard regarding next year’s monthly assessment amount and insurance. With regard to next year’s assessment, Betty assured members the Board has not even begun to evaluate next year’s budget but would be doing so in the September/October timeframe. On the insurance matter, an owner had suggested the Association not purchase insurance. Michelle remarked that the governing documents of the Association and Florida Statute require the board to insure the property. The Association does not have the income to pay for a total loss. Should a catastrophic loss occur and complete rebuilding is necessary the Association would be obligated to a 5% deductible or $493,000.00 dollars. The Board’s decision to go with a 5% deductible had substantial premium savings for the Association. Mitzie stated the savings was approximately $49,000 dollars in the total premium amount.
Betty proceeded in discussing the costs to be assessed. Insurance was budgeted at $65,000 dollars. The actual premium was $109,907.86 dollars. By years end the Association will be over budget by $26,853.51 dollars. A down payment was made at 20% of the total amount of the insurance premium and monthly payments are being made including a 7% interest charge. Citizens Insurance requires full payment up front so that is why the financing is being done. In addition, the payroll expense is anticipated to be $7,500 dollars over budget and the maintenance costs are anticipated to be $6,500 dollars over budget. Michelle reminded owners that in addition to the recently approved increase in salary for onsite maintenance, this position is now an employee position and no longer an independent contractor position and therefore the Association is obligated to pay social security, Medicare, and workers compensation benefits. The Board sought an attorney opinion on this matter last year and the attorney recommended hiring as an employee otherwise the Association would be vulnerable to liability suits should an on the job injury occur. Michelle acknowledged that some of the costs associated with maintaining the property, like the installation of the new bridge and tennis court repairs, could actually be taken out of the deferred maintenance reserve account if the Board chose to do this.
OWNER FORUM:
Several owners expressed concern over the need to special assess for the payroll and maintenance overruns believing those expenses were not day to day operating expenses but expenses which should be funded by the deferred maintenance reserve account. Another owner commented on how well she believes the Board has run the Association. There has only been one small assessment in the long history she has been living at Island Village and she was extremely pleased with the actions of the Board thus far and very appreciative of all the work Don Williams does for the Association.
APPROVAL AND ADOPTION OF SPECIAL ASSESSMENT:
Mitzie motioned to approve a special assessment for the insurance and payroll expenses that were under- budgeted. This motion was seconded by Gwen. While one member wished to abstain, management stated that unless there was a conflict of interest that he was directly a party to, he must vote either nay or yea. All were in favor. Motion carried. The special assessment amounts were announced as follows:
· 1 Bedroom Units $298.00
· 2 Bedroom Units $370.00
· 3 Bedroom Units $445.00
Betty motioned to have some of the past expenses not attributed to day to day operating expenses, a total expense of $4,932.21 dollars, paid out of the deferred maintenance reserve account off setting some of the anticipated overrun in the maintenance account for the year.
This amount includes the following:
· Masonry work done on the clubhouse, $544.
· Tennis court maintenance (grinder/paint), $747.04.
· New fire extinguishers on the second floors, as required by the fire marshal, $660.84.
· The cost to ground the pool electric, $736.73.
· Construction of the new bridge, $1168.60.
· Replacement of wiring for lights around the pool, $1,075.00.
Mary Touris seconded the motion. All were in favor.
DISCUSSION OF PAYMENT PLAN OPTIONS:
The Board agreed to give owners an option of paying the special assessment in full on September 1st, 2007 or in three payments with the first payment due on September 1st and subsequent payments due on October 1st and November 1st respectively. Management will send out the notice regarding the special assessment and payment options.
UPDATES:
A) Roofing “E” Building
Marty stated he is expecting a bid from another contractor on the roof for E building. As the Board had expressed interest in hiring an engineer to evaluate the requirements for a roof for Building E, he has also submitted proposals to the Board on costs for this work. Owner John Allen remarked that last year the Board was very positive about a decision to hire engineers to assist the Board in making the right decision on major cost expenditures such as roof replacement. Mitzie concurred and motioned to hire an independent engineer to evaluate the building “E” roof and make recommendations to the Board. Madeline seconded the motion; Sid Shipley opposed; all other Board members were in favor. Motion carried.
B) Concrete Restoration
Marty stated he was anticipating receipt of another bid from JAG Enterprises on the concrete repairs needed for buildings A & B soon.
ADJOURNMENT:
There being no other business, the meeting was adjourned at 8:15 p.m.
__________________________
Approved by Betty Gaulin
IVCA Board President
ISLAND VILLAGE CONDOMINIUM ASSOCIATION, INC.
2135 N. Courtenay Pkwy, Merritt Island, FL
Board of Directors Meeting
held TUESDAY, June 12, 2007
1. CALL TO ORDER / PROOF OF NOTICE:
The meeting was called to order at 7:15 p.m. in the recreation room. Notice of this meeting was posted on the clubhouse door more than 48 hours in advance of the meeting.
2. ROLL CALL / QUORUM ESTABLISHED:
Board Members Present: President Betty Gaulin, Vice President Gwen Eifler, Secretary Isabelle Gentile, Treasurer Mitzie Rose, and Directors Madeline Figas, Steve Gaulin, Larry Haymes, Mary Touris and Sid Shipley. Martin Andreasen, manager, and residents Don Williams, Mickey Phaneuf, Karen Auth, George Touris, Donna Whaley, Jacqueline & John Allen attended.
Introduction of Mr. Al Yorston, Commissioner’s Aide, to address board on situation of abandoned building South of IV. Mr. Yorston stated that he viewed the property in question and will be pulling permits on this property. Mr. Yorston explained the procedure to begin the process of getting this area cleaned up. Mr. Yorston said he would have this information this week and forward the information to Martin Andreasen. Meantime, it is noted that a public auction dated for June 28th of 2007 is posted on this property.
3. APPROVAL OF MINUTES FROM MAY 8th MEETING: