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.
2009 Annual Meeting
Held Tuesday, December 1, 2009 at 7:00 P.M.
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Board members present were Mary Touris-President, Berniece Williams-Sec/Treas and Steve Gaulin-Director. Sid Shipley-Vice President was not able to attend. Kathy Watts and Brandi Lowder represented Reconcilable Differences.
3. Certification of Proxies and Establishment of Quorum :
Notice of the Annual Meeting was mailed to all owners and posted 14 days in advance of the meeting. Sixty-nine (69) 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 2, 2008 Annual Meeting:
Bea read the minutes from the 2008 Annual Meeting which was held December 2, 2008. Arlene McEleny motioned to approve the minutes of the December 2, 2008 as written. David Martin seconded the motion and the motion passed by unanimous voice vote.
5. Financial Report:
Kathy Watts reported she had ordered the coupon books and any coupon packets not hand-delivered would be mailed out. As of November 30, 2009 the Operating account had a balance of $54,662.52 and the Reserve account had a balance of $106,629.66. Two units are being foreclosed on by their mortgage holders.
6. 2009 Events:
-The board held 7 regular meetings, 1 budget meeting and this evening’s annual meeting.
-Overall the year had fewer problems than in the preceding year.
-New wind mitigation forms were completed in order for owners to save on their unit insurance. .
-The seawall for the east pond is scheduled to be completed as soon as the permits are signed by the county.
-Maintenance fees for 2010 are unchanged after the owners voted to fully fund reserves.
-There will be a charge of $10 per occurrence to reserve the recreation room and the policy will go into effect January 1, 2010.
7. Presentation of 2010 Board Members:
Since there were seven (7) positions open and five (5) showed interest, there is no vote necessary.
The following owners are your 2010 Board of Directors:
STEVE GAULIN Unit #F146/F147
FRED O’DONNELL Unit #B115
SID SHIPLEY Unit #E238
MARY TOURIS Unit #E135
BERNIECE L WILLIAMS Unit #C125
There are Board seats open and the present Board urged anyone interested to contact management or a Board member.
8. Open forum, comments and discussion:
-Kathy reported that RDI is waiting on 2 more bids for painting Buildings E & F and as soon as they’re in, a spreadsheet will be sent to the Board with the results. The painting will not be started until the seawall has been completed. An owner requested that the walkways be pressure washed to brighten the appearance until this painting can be done. It was agreed to have the walkways pressure washed.
-Kathy report that bids were submitted for solar heating of the pool. These bids ranged from $12,000 to $14,000 and the entire roof of the "E" building would be covered with a solar panel. This is not an acceptable option and will not be pursued.
-Jacquie Allen stated that on Thanksgiving evening, they heard a strange sound and could not locate where it was coming from. They called management and felt the response was not adequate. They eventually discovered that the sound was an electronic device vibrating in a drawer. Her concern was that if this had been an emergency, there would have been no response. She suggested that a maintenance person be on 24-hour call to respond to these calls since management does not offer this service. Kathy stated that this type of service would be very expensive as would the holiday/emergency pay for someone to climb on the roof or look for a noise but if the Board wished this kind of expenditure, RDI could set it up. Mr. Mahoney reminded everyone that in this type of emergency (a strange smell or sound), 9-1-1 should be called. The fire department is trained and available for these calls.
The past Board was thanked for their service to the association.
Kathy wished to remind owners to utilize the Reconcilable Differences website for meeting minutes and notices at www.reconcilabledifferences.net
9. Adjournment:
With no further business to discuss, the meeting was adjourned at 7:20 pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Difference, Inc.
Island Village Condominium Association, Inc.
Organizational Meeting
Held immediately following the 2009 Annual Meeting
1. Call to Order:
The Organizational Meeting was called to order by President Mary Touris at 7:25 pm.
2. Additional Member:
Dave Martin offered to serve on the Board and his offer was accepted by the present Board with thanks.
3. Elections of Officers:
Bea Williams made a motion for the positions to stay the same as the previous year. Fred O’Donnell was opposed to this motion since he stated he wished to be President. After discussing options, the following motions were made:
- Fred O’Donnell nominated himself for the President position. There was no second to the motion. Motion failed.
- Bea Williams made a motion for Mary Touris to remain as President. Dave Martin seconded the motion and the motion carried with Fred O'Donnell opposing.
- Mary Touris motioned for Bernice L. Williams to serve as Secretary/Treasurer. Steve Gaulin seconded the motion and the motion passed by unanimous voice vote.
- Fred O'Donnell motioned for himself to serve as Vice President. Dave Martin seconded the motion and the motion passed by unanimous voice vote.
- Steve Gaulin, Sid Shipley and Dave Martin will serve as Directors.
The 2010 Board of Directors is as follows:
President: Mary Touris Unit E135
Vice President: Fred O’Donnell Unit B115
Secretary/Treasurer: Berniece Williams Unit C125
Director: Steve Gaulin Unit F146/147
Director: Dave Martin Unit C220
Director: Sid Shipley Unit E238
4. Announcements:
Brandi will provide the Board with a list of Board member and management phone numbers. Steve Gaulin is the only Board member with email so management will continue to send correspondence to Betty Gaulin then Mary Touris will distribute the information to the other Board members either by phone or in person.
5. Adjournment:
With no further business to discuss, the Organizational Meeting was adjourned at 7:40 pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Difference, Inc
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS/BUDGET MEETING
HELD TUESDAY, OCTOBER 13, 2009
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Mary Touris-President, Berniece Williams-Secretary/Treasurer and Director Steve Gaulin were in attendance. Sid Shipley-Vice President was not able to attend. Kathy Watts represented Reconcilable Differences.
Residents in attendance were: A107-Madeline Figas, B111-Gwen Eifler, B114-Richard Peterson, B212-Joyce Haugen, C125-Don Williams, C220-David Martin, C221-Mickey Phaneuf, C224-Peggy Barnes, D131-Richard Hall, E134-Betty Gaulin, E135-George Touris, E137-Mark Mahoney, F146-Max Mahoney, F146/147-Donna Gaulin, F248-Jacqueline & John Allen
3. Approval of Minutes from September 8, 2009 Board Meeting:
Steve Gaulin motioned to approve the minutes of the September 8, 2009 Board meeting with one spelling correction. Bea Williams seconded the motion and the motion passed by unanimous voice vote. The Board wishes residents to utilize the management website www.reconcilabledifferences.net for future meeting minutes.
4. Financial Report:
Berniece Williams reported the association has the following amounts as of August 30, 2009:
Operating: $59,044.20 and Reserves: $93,978.72. We are well within the budget for the first 8 months of 2009. Financial sheets have been posted on the bulletin board for the residents to read.
5. Unfinished Business:
Seawall bids: Kathy introduced Jim Marshall from Marshall Construction who attended to answer any questions the Board or members had concerning the proposed seawall construction. Mary Touris asked for a motion to accept the bid of $29, 920 from Marshall Construction which includes a 368 LF of new seawall around the east retention pond. Seawall is to be constructed of vinyl sheet pile jetted or driven approx 2-1/2 to 3 feet into the lake bed. Top will be a P.T. decking cap and backfill with clean fill. Bea Williams made the motion and Steve Gaulin seconded the motion. All were in favor.
Clubhouse reservation: The Board wished to revisit the issue since it was felt $20 per usage may create a hardship. Jacque Allen made the suggestion that the $20 first voted on be reduced to $10 per use for off-site groups paid in advance to the Sec/Treas who shall handle the reservations and monies beginning January 1, 2010. Bea Williams made a motion to reduce the fee to $10 per usage for all reservations, off-site groups and residents having private parties. Any association event will not be charged any fees. Reservations and monies will go through the Sec/Treas with the Sec/Treas sending all monies to RDI for deposit in the Island Village operating account. A separate line item will be established in order to keep track of monies collected. RDI will assist in establishing a reservation policy and all owners & residents will be informed of the new policy. Mary Touris seconded the motion and the motion passed by unanimous voice vote.
6. New business:
Maintenance Questions: Tabled until the November meeting so a full Board is present.
Approve mailing of the 2010 Proposed Budget to the Owners: Steve Gaulin made a motion to approve the mailing of the 2010 Proposed Budget and Budget Agenda to the owners. The Budget meeting will be held November 10, 2009. Mary Touris seconded the motion and the motion passed by unanimous voice vote.
7. Committee Reports:
Maintenance – Management:
Kathy discussed the projects that were in the works. Bids are being collected for:
a.) painting Buildings E & F
b.) solar heater for the pool
c.) repair the sprinklers in the individual courtyards
Trees: The trees that are going to be removed by the pool and at the east end of the pond will be replaced with a tree, palm or flowering bush. Management will confer with the landscaper and the Board on what would be the best for those areas.
Rumor: Kathy also addressed a rumor being circulated that management is being paid $30,000 per year for their services. This is incorrect as the contract is for $12,000 per year which includes all bookkeeping and official records, collections for past due accounts, renewals of licenses & fees, assist with the annual budget, attend meeting and record minutes, creation and maintenance of a custom web site, working closely with the Board & vendors, obtain bids for services and verify vendors are completing services, etc.
8. Social Events:
Bingo: Bingo is now being held at 4:00 pm the second Thursday of each month. For more information, call Mary Touris at 454-4644. The cost is $4, and the time involved is one hour.
TGIF: Jacque Allen reported the TGIF has been going well and wanted to stress that everyone is invited to come and enjoy the evening.
Events calendar-Jacque Allen: If you wish to have an event, please call Jacque so she can reserve that date for you.
9. Unit Sale /Approvals:
C218: new renter – Lucila Damers 453-2723
10. Owner Forum and Announcements:
a.) Maintenance issues were raised which will be discussed in detail at the November meeting.
b.) John Allen complimented Michelle Dugan and RDI and stressed there has never been an issue with RDI taking a kickback which seems to have been rumored lately.
c.) Mitzie Rose presented the Board and Management with a list of questions on plant beds, i.e. who is responsible to remove dead shrubs. She suggested asking residents to possibly attend to the beds in the buildings they live in with suggestions on the purchase of new plants.
d.) Mitzie questioned whether the association was using the CFL lights and Don Williams replied they are used when old lights need replacing. Mitzie felt there are different types of white lights being used.
e.) The pool loungers appear to be a haven for wasp nests and attention needs to be given to them.
f.) Mitzie suggested the agendas read that all residents are welcome, not just owners.
11. Next Meeting Date Set:
The next meeting is scheduled for November 10, 2009 at 7:00pm.
12. Adjournment:
There being no further business, the meeting adjourned at 8:30 pm.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences
Website: www.reconcilabledifferences.net
Office: 321-799-0660 Fax: 321-799-0630
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS/BUDGET MEETING
HELD TUESDAY, SEPTEMBER 08, 2009
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Mary Touris-President, Sid Shipley-Vice President, Berniece Williams-Secretary/Treasurer and Director Steve Gaulin were in attendance. Kathy Watts represented Reconcilable Differences.
3. Approval of Minutes from May 12, 2009 Board Meeting:
Sid Shipley motioned to approve the minutes of the May 12, 2009 Board meeting as written. Berniece Williams seconded the motion and the motion passed by unanimous voice vote. The Board wishes residents to utilize the management website www.reconcilabledifferences.net for future meeting minutes.
4. Financial Report:
Berniece Williams reported the association has the following amounts as of July 31, 2009:
Operating: $56,278.90 and Reserves: $86,286.89. We are well within the budget for the first 7 months of 2009. Financial sheets have been posted on the bulletin board for the residents to read.
5. Unfinished Business:
Seawall bids: Kathy reported she has received 3 bids but since one is extremely high, she’s called another contractor for a third comparable bid. The Board should receive a copy of the bids and a spreadsheet within a week then a vote will need to be taken at the next Board meeting unless the Board wishes a Special Meeting to discuss the bids.
Trees: Chuck’s Landscaping sent in a bid to remove the 6 large Queen and Washingtonia Palms plus the Cabbage Palm in front of the fountain that’s rotted. This includes hauling away and stump grinding for $1200. Sid Shipley made a motion to approve the bid submitted by Chucks Landscaping to cut, remove and grind the stumps of 6 large palms and 1 cabbage palm by the east fountain, including the palm by the pool area. Steve Gaulin seconded the motion and the motion passed by unanimous voice vote.
F Building fascia repair: As residents are aware, there was a minor accident which caused damage to the fascia at F Building. The residents owner’s auto insurance sent the association a check for the repairs but it was determined David would be able to make the repairs himself which enabled the association to add the balance of the repair to the operating account for future expenses. The Board feels the repairs, though satisfactory, are not up to the standard expected and required Mike from Mikes Masonry make additional aesthetic repairs when buildings E and F are repainted.
6. New Business:
Pump room safety: The County Health Department determined the door to the pump room needs to have a lock added in order to not only protect the contents of the pump room but also for the safety of residents and guests that may hurt themselves by entering the room. The Inspector also stated the exposed pool equipment will need to be fenced and covered by May of 2010.
Policy for common property repairs: The Board has requested that all repairs to common property be handled through the management company and for owners not to try and make the repairs themselves unless specifically approved.
7. Committee Reports:
Maintenance – Management:
-Pool: A leak detection company was called to determine if there was a leak since the pool appeared to be using excessive amounts of water. It was determined there was not a leak but that someone had been in the pump room and turned a value to the wrong position.
-Sinkhole: This was a sinkhole in the parking space of C123. All Florida was called to inspect it and called in the City of Cocoa to determine if a pipe of theirs was cracked. The sinkhole was caused by it being a “trash hole” and full of tires, pieces of concrete and whatever they could find to use as filler when the water pipes were first installed.
Social Events:
-Bingo now being held at 4:00 pm the second Thursday of each month. For more information, call Mary Touris at 454-4644. The cost is $4, and the time involved is one hour.
Events calendar-Jacquie Allen: If you wish to have an event, please call Jacque so she can reserve that date for you.
8. Unit Sales /Approvals:
C223: new renter – Frances Kaplan
D128: new owner – Donn Bruse
F145 – unit is for sale
9. Owner Forum and Announcements:
a). Ana Del LaTorre in unit D132 passed away in August.
b). Jacquie Allen reported the rec room is used quite often by clubs and groups where one owner is present. This issue was first discussed in February but since the rec room is in need of repairs it was suggested the association start charging a fee for its use. Sid Shipley made a motion that beginning October 1, 2009 a fee of $20 be assessed when the rec room is reserved for anything not a community event/function or an event for an owner’s immediate family to help defray the cost of the upkeep and cost of electricity. A separate line item will be used in the accounts in order to keep track of funds collected. Steve Gaulin seconded the motion and the motion passed by unanimous voice vote.
c). Sid Shipley requested a letter be sent to Ms Snow informing her that the hose on any of the buildings are not to be used to water the plants on her balcony.
d). Sid Shipley reported the fence post on the north side of E Building needs replacing.
10. Next Meeting Date Set:
The next meeting is scheduled for October 13, 2009 at 7:00pm.
11. Adjournment:
There being no further business, the meeting adjourned at 8:15 pm.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences Website: www.reconcilabledifferences.net
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS/BUDGET MEETING
HELD TUESDAY, MAY 12, 2009
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Mary Touris-President, Sid Shipley-Vice President, Berniece Williams-Secretary/Treasurer, Directors John Allen and Steve Gaulin were in attendance. Kathy Watts represented Reconcilable Differences.
3. Approval of Minutes from April 14, 2009 Board Meeting:
Sid Shipley motioned to approve the minutes of the April 14, 2009 Board meeting as written. Bea Williams seconded the motion and the motion passed by unanimous voice vote. The Board wishes residents to utilize the management website www.reconcilabledifferences.net for future meeting minutes.
4. Financial Report:
Kathy Watts reported the association has the following amounts as of April 30, 2009:
Operating: $55,741.52 and Reserves: $63,052.51. We are well within the budget for the first 4 months of 2009. Financial sheets will be posted on the bulletin board for the residents to read when they’re available.
5. Unfinished Business:
Walkways: Upstairs walkways need to be kept clear of furniture and any other items that may block the walkway.
Per the NFPA 101, Life Safety Code:
7.1.10.1 *Means of egress shall be continually maintained free of all obstructions r impediments to full instant use in the case of fire or other emergency.
7.1.102.1 *No furnishings, decorations or other objects shall obstruct exits, access thereto, egress there from or visibility thereof.
6. New Business:
AC Maintenance: In order to maintain your air conditioning system you must change the filter at least quarterly or when the filter shows dirt. In order to prevent blockage in the A/C drain, the drain requires a ½ cup of bleach poured into the drain followed by a gallon of hot water monthly.
Budget Committee: Mary asked for volunteers for the Budget Committee. Owners Sid Shipley, Betty Gaulin, Mitzie Rose and Gwen Eifler offered their services. Kathy from RDI will start working on the 2010 Budget in August and will send the Committee the Draft as soon as it’s available.
Paint Disposal: Many owners use this time of the year to repaint rooms and do touch ups. Since paint cans, whether empty or not, are not to be placed in the dumpsters. David has offered to take the cans when he has a load to the disposal facility. This also applies to electronic items no longer in use. A charge of $2 for paint only and $5 for paint & electronic items is requested for gas and any fees for the disposal which will take place June 30th. Contact John Allen for additional information at 223-5747.
Rescinding “no dog” Rule: Kathy stated an owner has requested the Association reconsider the “no dog” rule since they wish to rent to a person who has a small dog. The Board and owners present felt the issue had already been voted on by a vast majority of the owners and do not wish to rescind the rule.
Seawall Erosion: Kathy stated will be requesting bids from vendors and David for adding sandbags to the east lakes in order to prevent further erosion. After the sandbag seawall is completed, fill can get added to the eroded area to build it back up.
Painting for Buildings E & F: Bids will be compiled for the painting of these two buildings by the next meeting in August.
7. Committee Reports:
Maintenance-John Allen:
-Pool: With the increased use of the pool come increased issues related to safety. Violations being observed include: food scraps on the deck, people observed in the pool with drinks, pool furniture not attended to (umbrellas being left up) and entering the pool without showering first.
-Recreation Room: not turning off the AC, TV and/or lights and not cleaning up after themselves.
-B Building Wind Damage/Bridge Re-Seal: The bridge has been resealed and minor wind damage to B Building was repaired.
-Unattended Units: If you leave your unit for an extended period of time, be sure a neighbor has a key and checks your unit often. It’s best to turn off the water main and unplug any electric devices. Also leave a number where you can be reached.
-Workroom Shut-Off Valve: Kathy will call All Florida Plumbing to replace the shut off valve in the workroom. Once that’s accomplished, David will repair the plumbing issue in the men’s room.
Social Events:
-Bingo now being held at 4:00 pm the second Thursday of each month. For more information, call Mary Touris at 454-4644. The cost is $4, and the time involved is one hour.
-Memorial Day: John Allen stated Jacquie has suggested a Memorial Day get together. If anyone is interested, please call Jacquie at 223-5747.
-Events Calendar-Jacquie Allen: If you wish to have an event, please call Jacque so she can reserve that date for you.
8. Unit Sale /Approvals:
None at this time.
9. Owner Forum and Announcements:
-Smoke Detectors: Mark Mahoney in E Bldg 452-0492 has offered to inspect unit smoke detectors if the resident requests it.
-Landscaping: It was suggested to give Chuck’s Landscaping a key for the storage area lock so they can enter to mow when necessary. Kathy will get additional keys made and make sure Chuck receives one.
-Old/Dead Plants: Sid Shipley stated some of the plants appear to be very old and/or dead. It was suggested the issue of replacing them be discussed later this year.
-E Building Balconies: An owner requested an update on the E Bldg balcony issue. The owner of the unit will be giving Don Williams a key and David will be removing the carpet. Once it’s determined the concrete has not be compromised, David will clean and paint the slab with an oil base paint in order to protect the concrete as much s possible.
10. Next Meeting Date Set:
The next meeting is scheduled for August 11, 2009 at 7:00pm.
11. Adjournment:
There being no further business, the meeting adjourned at 7:50pm.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS/BUDGET MEETING
HELD TUESDAY, APRIL 14, 2009
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Mary Touris-President, Sid Shipley-Vice President, Berniece Williams-Secretary/Treasurer, Directors John Allen and Steve Gaulin were in attendance. Kathy Watts represented Reconcilable Differences.
3. Approval of Minutes from March 10, 2009 Board Meeting:
Sid Shipley motioned to approve the minutes of the March 10, 2009 Board meeting as written. Berniece Williams seconded the motion and the motion passed by unanimous voice vote. The Board wishes residents to utilize the management website www.reconcilabledifferences.net for future meeting minutes.
4. Financial Report:
Kathy Watts reported the association has the following amounts as of March 31st:
Operating: $51,514.47 and Reserves: $55293.41. So far this year we’re a little under budget which can be attributed to insurance being lower than expected for 2009-2010 renewal. Financial sheets will be posted on the bulletin board for the residents to read.
5. Unfinished Business:
AC Maintenance: The maintenance for those wishing the service was completed on April 2. The Board thanked Mary Touris for her efforts in scheduling the work.
Fire Extinguishers: On Saturday, May 9th at 10:00am, Palm Bay Fire Extinguisher Company will be on site to complete the annual inspection of residential fire extinguishers. Mr Townsend from Palm Bay Fire informed us the minimum rating for a fire extinguisher to comply with al city, county and state regulations require a fire extinguisher with a 2A10BC rating. Class A fires are fires in ordinary combustible materials, such as wood, paper, cloth, rubber and many plastics. Class B fires are fires in flammable liquid, combustible liquids, petroleum greases, tars, oil, oil base paints, solvents, lacquers, alcohols and flammable Class C fires are fires that involve electrical equipment.
Roof Update - C Building: The roof for Building C has been completed. DuraLast and the County have inspected the roof and both signed off on the project since the workmanship met their standards. The AC straps have also been installed.
Insurance Information: We want to remind all unit owners that whether you have a mortgage on your unit or not, Florida Statutes for 2009 now require all condos to be insured for hazard repairs and all policies must include ”Loss Assessment" coverage of at least $2,000. This policy will then pay you up to that amount for any Special Assessment in the future that is assessed by the Board to cover catastrophic repairs. The Statute further requires that all owners send proof of this coverage to the Association. Please have your insurance agent send or fax a "Certificate of Insurance" for your unit to the Association and make them an "additional insured" as certificate holder. Please have the certificate addressed to: Island Village Condominium Assoc, Inc c/o RDI 109 Long Point Rd, Cape Canaveral, FL 32920 or fax it to 321-799-0630 or e-mail the certificate to RecDif@earthlink.net. If you have any questions after speaking to your insurance agent about this, please feel free to contact the management office at 321-799-0660.
*The Board has requested all owner “Certificate of Insurance” pages be sent to the Island Village office and RDI by June 1, 2009.
6. New Business:
Petty Cash: Sid Shipley made a motion to increase the funds in petty cash thereby raising the funds to $200. Steve Gaulin seconded the motion and it passed by unanimous voice vote.
Outside contractors: It has come to the attention of the Board that some outside contractors are using the association dumpsters to dispose of materials, including drywalls, carpets, etc. The association dumpsters cannot be used for this purpose since Waste Management will either not empty the dumpster or will charge the association extra for its removal. Contractors are to take their used materials with them for disposal.
Walkways: Walkways need to be kept clear of furniture and any other items that may block the walkway.
7. Committee Reports:
Maintenance-John Allen: John stated that entranceways and dryer vents are the owner’s responsibility and need to be kept clean. John has been meeting with David and the new procedures appear to be working well. John wanted to stress to owners not to call David on his cell phone for emergencies.
Social Events: Bingo now being held at 4:00 pm the second Thursday of each month. For more information, call Mary Touris at 454-4644. The cost is $4, and the time involved is one hour.
Events Calendar-Jacquie Allen: If you wish to have an event, please call Jacque so she can reserve that date for you.
8. Unit Sale /Approvals:
None at this time.
9. Owner Forum and Announcements:
a). A $35 check was presented to IVCA by Alpha Delta Kappa, the sorority of which Jacquie Allen is a member, in appreciation for the use of the recreation room for their monthly meetings--the members are all post graduate educators and are part of an international group whose primary purpose is philanthropy.
b). Irma Spaar expressed her concern over the lack of cooperation with the unit above her to remove the carpet on the balcony so the association can determine the extent, if any, damage to the concrete. The Board stated they understand her concern and are working to solve the issue.
10. Next Meeting Date Set:
The next meeting is scheduled for May 12, 2009 at 7:00pm.
11. Adjournment:
There being no further business, the meeting adjourned at 7:45pm.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences
Website: www.reconcilabledifferences.net
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS/BUDGET MEETING
HELD TUESDAY, MARCH 10, 2009
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Mary Touris-President, Sid Shipley-Vice President, Berniece Williams-Secretary/Treasurer, Directors John Allen and Steve Gaulin were in attendance. Kathy Watts represented Reconcilable Differences.
3. Approval of Minutes from February 10, 2009 Board Meeting:
John Allen motioned to approve the minutes of the February 10, 2009 Board meeting as written. Berniece Williams seconded the motion and the motion passed by unanimous voice vote. Betty Gaulin will email the February minutes to all and make them aware they will need to go to the management website www.reconcilabledifferences.net for future meeting minutes.
4. Financial Report:
Kathy Watts reported the association has the following amounts as of February 28th:
Operating: $49,040.21 and Reserves: $104,516.48. Financial sheets will be posted on the bulletin board for the residents to read when a reconciled financial report is available.
5. Unfinished Business:
Insurance Information: We want to remind all unit owners that whether you have a mortgage on your unit or not, Florida Statutes for 2009 now require all condos to be insured for hazard repairs and all policies must include ”Loss Assessment" coverage of at least $2,000. This policy will then pay you up to that amount for any Special Assessment in the future that is assessed by the Board to cover catastrophic repairs. The Statute further requires that all owners send proof of this coverage to the Association. Please have your insurance agent send or fax a "Certificate of Insurance" for your unit to the Association and make them an "additional insured" as certificate holder. Please have the certificate addressed to: Island Village Condominium Assoc, Inc c/o RDI 109 Long Point Rd, Cape Canaveral, FL 32920 or fax it to 321-799-0630 or e-mail the certificate to RecDif@earthlink.net. If you have any questions after speaking to your insurance agent about this, please feel free to contact the management office at 321-799-0660.
AC Maintenance: *****NOTICE****** Air Conditioner maintenance has been scheduled for Thursday April 2nd.
Work will begin at 8AM on bldg. “A” at a cost of $30.00 for each unit owner. Call Mary 454-4644 to schedule an appt.
Fire extinguishers: On Saturday, May 9th at 10:00am, Palm Bay Fire Extinguisher Company will be on site to complete the annual inspection of residential fire extinguishers. Mr Townsend from Palm Bay Fire informed us the minimum rating for a fire extinguisher to comply with al city, county and state regulations require a fire extinguisher with a 2A10BC rating. Class A fires are fires in ordinary combustible materials, such as wood, paper, cloth, rubber and many plastics. Class B fires are fires in flammable liquid, combustible liquids, petroleum greases, tars, oil, oil base paints, solvents, lacquers, alcohols and flammable Class C fires are fires that involve electrical equipment.
Maintenance Checklist: Kathy distributed the updated maintenance checklist at the last meeting. Berniece Williams made a motion to adopt the checklist and for Kathy to meet with David to explain the procedure. John Allen seconded the motion and it passed by unanimous voice vote.
Roof update - C Building: The roof for Building C is almost completed. After completion, the roof will be inspected by a representative from the manufacturer DuraLast and the County. Both will sign off on the project if it meets their standards.
6. New Business:
a.) Sid Shipley made a motion to increase the funds in petty cash by another $100. John Allen seconded the motion and it passed by unanimous voice vote.
b.) Sid Shipley made a motion to use funds from the Roof Reserve to pay the $3800 invoice from NG Electric for work completed on Building C during roof replacement. Berniece Williams seconded the motion and it passed by unanimous voice vote.
7. Committee Reports:
Maintenance: Don Williams: Don reported that David has cleaned the tennis courts and around the pond. He will be power spraying the pool deck in preparation for repainting. Many present thanked Don for his time and efforts. John Allen will be the liaison with David in the future and will meet with RDI when necessary.
Social Events: Bingo now being held at 4:00 pm the second Thursday of each month. For more information, call Mary Touris at 454-4644. The cost is $4, and the time involved is one hour.
Events Calendar: Jacquie Allen: If you wish to have an event, please call Jacque so she can reserve that date for you.
8. Unit Sale /Approvals:
Unit B217 has been sold and will close approximately 3-11-09.
9. Owner Forum and Announcements:
An issue concerning unit keys from the office being used to open units for realtors and potential renters was discussed. The Board made the determination that if an owner wished to give a key to their unit to another resident giving them permission to open the unit, that was their prerogative but keys from the office were to be used for emergencies or pest control only.
10. Set Next Meeting Date:
The next meeting is scheduled for April 14, 2009 at 7:00pm.
11. Adjournment:
There being no further business, the meeting adjourned at 8:00pm.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences
Website: www.reconcilabledifferences.net
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS/BUDGET MEETING
HELD TUESDAY, FEBRUARY 10, 2009
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Mary Touris-President, Sid Shipley-Vice President and Berniece Williams-Secretary/Treasurer were in attendance. Directors John Allen and Steve Gaulin were not able to attend. Kathy Watts represented Reconcilable Differences. And several owners were in attendance.
3. Approval of Minutes from January 13, 2009 Board Meeting:
Sid Shipley motioned to approve the minutes of the January 13, 2009 Board meeting as written. Berniece Williams seconded the motion and the motion passed by unanimous voice vote.
4. Financial Report:
Kathy Watts reported the association has the following amounts as of January 31st: Operating: $41,121.52 and Reserves: $114,458.72. Financial sheets will be posted on the bulletin board for the residents to read when a reconciled financial report is available.
5. Unfinished Business:
Insurance Information: We want to remind all unit owners that whether you have a mortgage on your unit or not, Florida Statutes for 2009 now require all condos to be insured for hazard repairs and all policies must include ”Loss Assessment" coverage of at least $2,000. This amount will assist you in paying any Special Assessment in the future that is assessed by the Board to cover catastrophic repairs. The Statute further requires that all owners send proof of this coverage to the Association. Please have your insurance agent send or fax a "Certificate of Insurance" for your unit to the Association and make them an "additional insured" as certificate holder. Please have the certificate addressed to: Island Village Condominium Assoc, Inc. c/o RDI 109 Long Point Rd, Cape Canaveral, FL 32920. You can also fax it to 321-799-0630 or e-mail the certificate to RecDif@earthlink.net. If you have any questions after speaking to your insurance agent about this, please feel free to contact the management office at 321-799-0660.
Wind Mitigation Forms: Kathy reported there has been an issue with the mitigation forms being accepted by insurance companies. It was determined Citizens Insurance had changed the forms so all the forms in our possession were invalid. Ranew Insurance sent us the new forms and John Shaffer from Shaffer Roofing completed the new forms at no charge to the association. If anyone needs a copy for their insurance company, RDI has a set of the completed forms at their office and there’s also a complete set at the Island Village office.
Distribution of Minutes: The Board felt getting a volunteer from each building to deliver the minutes would not pose further hardship on the Board who has had to deliver the minutes in the past. The Board is asking residents with internet capabilities to log onto the RDI website and read the minutes from there. You will also be able to print a copy if you desire. The web site address is www.reconcilabledifferences.net.
6. New Business:
AC maintenance: Information will be collected for the next meeting on prices for scheduling group A/C maintenance.
Reporting condo issues: If there are any issues or items that need attention, please call the management company at 799-0660.
Roof on C Building: The Board felt it was in the association’s best interest to replace the roof on Building C before the rainy season in order to eliminate any damage the damaged roof could cause. Sid Shipley made a motion to accept the contract supplied by John Shaffer Roofing. Funds will be used from Roofing Reserves with the balance needed coming from Deferred Maintenance. Berniece Williams seconded the motion and it passed by unanimous voice vote.
E Building roommate: A resident requested a roommate that was a few months short of her 55th birthday be allowed to share her unit in order to assist in paying expenses including monthly condo assessments. Kathy stated she had been in contact with John Allen for his input and he had stated while he was not there to vote, he would approve the request if present. After a discussion by the Board and residents present, Mary Touris made a motion to approve the request and allow the roommate. Berniece Williams seconded the motion. The motion passed with Mary Touris and Berniece Williams voting yes and Sid Shipley voting no.
7. Committee Reports:
Maintenance-Don Williams:
Don stated Dave is back at work after his illness and there don’t appear to be any maintenance issues.
Social-Jacquie Allen/Bea Williams:
Bingo is now being held at 4:00 pm on the second Thursday of each month. For more information, call Mary Touris at 454-4644. The cost is $4, and the time involved is one hour.
Events calendar-Jacque Allen: If you wish to have an event, please call Jacque so she can reserve that date for you.
8. Unit Sales /Approvals:
A105 has been sold.
9. Owner Forum and Announcements:
A and B Building: some residents appear to be leaving chairs, tables and other items in the walkway on the second floor. Per the County Fire Marshal, all walkways must be clear of any items.
F Building Parking: some residents are upset because others continually park their second car in the visitor space for long periods. It was suggested that vehicles be parked on the east side of the property when traveling in order to leave the visitor space to those in residence. The Board stated they could not police the visitor spaces nor request vehicles be parked elsewhere and that it’s a “first come, first served” situation.
10. Next Meeting Date Set:
The next meeting is scheduled for March 10, 2009 at 7:00pm.
11. Adjournment:
There being no further business, the meeting adjourned at 7:45pm.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
MINUTES OF THE ISLAND VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS/BUDGET MEETING
HELD TUESDAY, JANUARY 13, 2009
1. Call to Order:
The meeting was called to order by Mary Touris at 7:00 p.m.
2. Establish Quorum of Directors:
Mary Touris-President, Sid Shipley-Vice President, Berniece Williams-Secretary/Treasurer and Steve Gaulin-Director were in attendance. John Allen-Director was not able to attend. Kathy Watts represented Reconcilable Differences.
3. Approval of Minutes from November 11, 2008 Board Meeting:
Steve Gaulin motioned to approve the minutes of the November 11, 2008 Board meeting as written. Sid Shipley seconded the motion and the motion passed by unanimous voice vote.
4. Financial Report:
Kathy Watts reported the association has the following amounts as of December 31st: Operating: $39,029.75
Reserves: $106,659.20.
Financial sheets will be posted on the bulletin board for the residents to read when a reconciled financial report is available.
5. Unfinished Business:
Balcony repair-E Bldg: After speaking to the owner of E236, he agreed to allow the sealing of balcony by the wall but feels strongly that is not the problem. Kathy reported she told the owner if the area is sealed and there’s still leakage to the lower unit, the association will know it’s not from his unit and will look elsewhere.
Insurance Information:
It was requested that all insurance declaration pages be sent to Reconcilable Differences.
Dog removal-A Bldg: Kathy reported the dog has been removed from the unit.
Parking space removed-E Bldg: The south space in the visitors section has been changed to a “no parking” area. There had been numerous complaints of residents having a difficult time backing out of spaces and making the corner without damaging any car parked there.
Distribution of minutes: The Board felt getting a volunteer from each building to deliver the minutes would not pose further hardship on the Board who has had to deliver the minutes in the past. The Board will email minutes to offsite owners if the email address is on file. The minutes will also be posted to the web site at www.reconcilabledifferences.net.
6. New Business:
The Board discussed the possibility of charging owners for the exclusive use of the clubhouse for parties, etc. Some felt requiring a deposit and requesting a donation would suffice. Management presented each Board member with a draft clubhouse form to review for the next meeting.
7. Committee Reports:
Maintenance-Don Williams:
-Don reported that the pumps have repaired, the last one being the pump that controls the fountains.
-Don also reported that some of the patio furniture is being stored in the clubhouse for the winter.
-Kathy presented the Board with a maintenance checklist that the Board members will review and discuss at the next meeting.
Social-Jacquie Allen/Bea Williams:
-Bea Williams stated she would like to step down as social committee chairperson and it was decided to hold off on social issues until someone offers to take the position.
-Bingo now being held at 4:00 pm the second Thursday of each month. For more information, call Mary Touris at 454-4644. The cost is $4, and the time involved is one hour.
8. Unit Sale /Approvals:
None known at this time.
9. Owner Forum and Announcements:
None at this time.
10. Next Meeting Date Set:
The next meeting is scheduled for February 10, 2009 at 7:00pm.
11. Adjournment:
There being no further business, the meeting adjourned at 7:45 p.m.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
Reconcilable Differences, Inc.