Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
Held
Tuesday, December 11, 2007
1. Call to Order:
The meeting was called to order at 5:30 pm in the Sunrise Landing office by Donna Zimmerman.
2. Establishment of a Quorum of Directors:
Board members present: President Donna Zimmerman, VP Ingrid McKinney Treasurer Barbara Long (via speaker phone), Secretary Sharon Skaggs and Director Cliff Kott. Directors Beverly Lloyd Thomas (BT) and Linda Fisher were not able to attend. Michelle Dugan and Kathy Watts represented Reconcilable Differences. Also present was Doris Propheta, resident.
3. New Business:
a. Insurance discussion and meeting with agents:
5:30pm SJR Insurance Company: Steve Robertson and Dave Murrell presented a spreadsheet showing insurance amounts from years 2006-7 and 2007-8. Steve stated he hopes Citizens will be decreasing next year Barbara asked if the property was really worth almost $22,000,000. Steve felt rebuilding costs would be closer to $70-85 per square foot instead of the almost $120 per square foot appraised. SJR stated that each million of stated value is about $6,770 in premiums, so a re-appraisal would lower the premium significantly. Sharon asked if one building was wiped out including the foundation and seawall, if the insurance would cover it. Steve stated the insurance companies would decide whether the hurricane or flood policy would insure the damage, but it would only be one or the other. Steve was asked what DIC consisted of. He explained it was for coverage not included in the regular property insurance policy from the state-run Citizen’s Insurance. Barbara asked if he could offer a lower interest rate on the financing of the policy than his bid of 7.43%. Steve stated no, but said some banks could give a lower rate. Steve did not have the cost of an Umbrella policy on hand, but said he would contact RDI with the additional cost.
*Since SJR Insurance was first, most general questions were asked and answered by him and his allotted time ran over.
6:10pm Peoples Insurance: Will Way and Billy Lange were present and distributed quotation packets. They explained their quote and stated they may have another provider sending prices and it may eliminate the need for a separate DIC Policy. Michelle asked how their company sends out Certificates of Insurance forms to owners’ mortgage companies when requested. Peoples Insurance has a program where the Property Manager can initiate the form for the owner to send to their mortgage company. Michelle then asked if the seawall was included in the policy. Will and Billy stated they would ask the carrier if the seawall could be included, but it was not a part of the insurance appraisal.
6:40pm Ranew Insurance Company: Barry Ranew explained their policy and distributed a form about what owners need to insure for and what the Association is responsible for. With regard to Flood Insurance, responsibilities are different, so one form discussed Property Coverages and one showed Flood Insurance responsibilities. The Board appreciated receiving these Tables. Barry recommended the Association policy reflect a 3% deductible to safely insure for a catastrophe. **See table below showing the per unit deductibles for 3% & 5%. He went through each policy, explained the definition of each and answered questions raised. Barry felt the Umbrella Policy is important especially for associations with a large number of leased units. When asked about the Certificate of Insurance, he stated owners could either go through their office or go online at www.eoidirect.com and get the certificate for free. He stressed that his company’s priority is servicing their clients. Barry stated with private carriers you have recourse if there’s a dispute or you feel you haven’t been treated fairly. Citizen’s is a state backed carrier and as such, there’s no recourse, but they are currently the only insurer available. Barry also suggested getting another appraisal and stated that Hanson, from which management had received a bid of $1,350, could get the appraisal done relatively quickly. He also stated that over-insuring doesn’t help anyone. It just raises the deductible and will only pay actual costs if there is a claim.
All the invited agents left and further discussion by the Board ensued. Cliff Kott made a motion to accept the quote from Ranew Insurance Agency for Citizens Property & Wind Insurance and Liability Insurance as presented, since this policy incorporates the DIC coverage and a lower overall premium than currently being paid. Ingrid McKinney seconded the motion and it passed by unanimous voice vote of those present.
Sharon Skaggs made a motion to get a new appraisal based on the suggestion from the agents. Cliff Kott seconded the motion and it passed by unanimous voice vote of those present.
b. Internet access:
The Board discussed the pros and cons of AT&T and Brighthouse. Costs were: Brighthouse, $54.95 per month with a $19.95 installation charge. AT&T, $49.95 per month with a $50 installation charge and $75 for the modem with a $75 rebate. Barbara Long made a motion to acquire AT&T internet service for $49.95 per month. Ingrid McKinney seconded the motion and it passed by unanimous voice vote of those present.
c. Culvert Issue:
The Board discussed the culvert complaint at length. Sharon Skaggs made a motion to table the decision of whether to add a fence in order to research it further. Cliff Kott seconded the motion and it passed by unanimous voice vote of those present.
Discussion arose on whether the fishing pole stands were causing erosion at the seawall. The Board felt more research was necessary before making any determination.
4. Adjournment:
There being no further business, the meeting was adjourned at 8:15 pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
Held
Tuesday, November 27, 2007
1. Call to Order:
The meeting was called to order at 6:35pm in the Sunrise Landing office by Donna Zimmerman.
2. Establishment of a Quorum of Directors:
Board members present: President Donna Zimmerman, VP Ingrid McKinney Treasurer Barbara Long (via phone conference), Secretary Sharon Skaggs and Directors Beverly Lloyd Thomas (BT), Cliff Kott and Linda Fisher. Michelle Dugan and Kathy Watts represented Reconcilable Differences. Residents attending were Pamie Stalder, Doris Propheta, Lynn & Toni Siegel, Vicki Pape, Walter Bobka, Bob Esser and Jack Landgrover.
3. Approval of Minutes of the October 30, 2007 Board Meeting:
Sharon Skaggs read the minutes to those present. After review from the Board, Donna Zimmerman made a motion to accept the minutes with changes as read. BT seconded the motion. The motion passed by unanimous voice vote.
4. Financial Report:
Michelle Dugan presented the financial report and stated as of October 30, 2007, there is $241,000 in the operating account and the 3 CD’s. There is $132,220 in the Reserve account. Michelle stated 29 owners have not paid the Special Assessment by the due date and late statements have been mailed.
5. Unfinished Business:
Insurance: We have one quote currently from SJR Insurance. Two other companies, Peoples Insurance and Ranew Insurance have both promised their bids by the end of this week. It was recommended by management that a new insurance appraisal be done to have accurate building replacement costs, and Hansen Appraisals has bid $1,350 to do this work. Manager asked that the Board meet in the next two weeks just to discuss the insurance renewal.
6. New Business:
a. Landscaping Contract: After discussing the various options for landscaping, fertilizing and pest control, BT made a motion to terminate the contract with US Lawns since it was felt they were not complying with the contract even after having meetings and showing them the problem areas. A 30 day notice of termination is required and management will send that tomorrow. BT also motioned to sign a contract with Commercial Mowers for the landscape maintenance at the same price as currently paid, but with more options included. Commercial Mowers also bid the fertilization and pest control at a competitive cost with TruGreen. Since the Board has also not been happy with the quality of service from TruGreen, BT’s motion included hiring Commercial Mowers for all grounds maintenance, fertilization and pest control. Linda Fisher seconded the motion and it passed by unanimous voice vote. TruGreen will also be sent a 30 day termination notice tomorrow.
b. Rescind “dog walk” vote: There was extensive discussion about dogs being walked along the seawall. The Board was split in the issue and some residents felt the renters were the only residents not picking up the waste. A majority of residents at this meeting responded positively to allowing the dog walking at the seawall since they felt while walking the seawall, items needing fixing could be brought to the Board’s attention and be repaired before they become a serious issue. Barbara Long asked Michelle for her opinion on the validity of this rule. She stated that with the contention on this issue, it would be a good idea to poll the owners before making a final decision. Linda point out that the Docs stated dogs could only be walked in designated areas; however, those areas were not defined either in writing or on the exhibits of the condominium layout. Thus, the Board had the authority of designating a new dog walk area. After a lengthy discussion, Ingrid McKinney stated she walked the seawall from North to South at least five(5) times in the last two (2) weeks and has seen no offensive dog debris, then made a motion to allow dogs to be walked along the seawall as long as the owners followed due diligence and disposed of any waste properly. Other owners would be watching to see if they were complying and if it got out of hand, the rule could be changed back at a later date. Cliff Kott seconded the motion. A “yes” vote was given by Donna, Ingrid, Cliff, Linda, Sharon and Barbara. BT opposed the motion.
c. DSL vote – AT&T vs Brighthouse: Kathy will check on additional prices with Brighthouse for “lite” internet service and will report her findings at the next Board meeting.
d. Appraisal: Donna Zimmerman made a motion not to get a new appraisal as the Board felt the present appraisal is sufficient until next year since Citizens requires a new appraisal every 2 years. Ingrid McKinney seconded the motion and it passed by unanimous voice vote.
7. Announcements:
Linda Fisher stated she is working on the changes to the Rules & Regulations and would welcome anyone willing to help.
Bob Esser announced he and a few others will be filling sandbags with dirt donated by Pelican Point in Titusville Thursday at 9am and they will be working at the seawall making repairs on Saturday morning.
If was felt the conduct at the meetings needs to be addressed. It is not acceptable to have people yelling, making hand gestures, calling others improper names or constantly interrupting whoever has the floor. Those recognized by the person conducting the meeting should be the only one speaking at that time. Inappropriate conduct cannot and will not be tolerated. If those present cannot conduct themselves appropriately, they will be asked to leave or the meeting will be halted and rescheduled.
7. Owner Input:
Sharon Skaggs asked about the new wood being placed on the porches. There have been questions and she wished to get the correct information. The contractors are using a grey paint on the pressure treated cedar that they are installing. It matches the paint that is already on some balconies. If owners did not paint their porches, he will use a clear stain. The wood will not be left bare.
9. Set Next Meeting:
There will be no scheduled meeting for December except to discuss insurance and choose an agent for the 2008 property and wind policy. Meetings will resume in January 2008.
10. Adjournment:
There being no further business, the meeting was adjourned at 8:05 pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD & MEMBERS’ Meeting
held
Tuesday, October 30, 2007
1. Call to Order:
The meeting was called to order at 6:30 pm at the South Pool by Ingrid McKinney, who asked attorney Paul Wean to chair the meeting. Paul Wean accepted the chair with the knowledge and stipulation that Ingrid could take over and chair the remainder of the meeting at any time she wished.
2. Establish Quorum of Directors:
Board members present: Vice President Ingrid McKinney, Treasurer Barbara Long, Secretary Sharon Skaggs and Directors Beverly Lloyd Thomas (BT), Cliff Kott and Linda Fisher. President Donna Zimmerman was in the hospital so unable to attend.
3. Approval of Minutes of the October 2, 2007 Board Meeting:
Sharon Skaggs motioned to approve those minutes as prepared. Cliff Kott seconded, all in favor.
At this time, Mr. Wean stated that anyone who wishes to speak will be heard on any item that is being discussed. He asked that all stay polite and address their questions to the chair.
4. Financial Report:
Barbara Long stated that as of September 30, 2007 there is $106,107 in the Operating account. That figure includes $25K in pre-paid monthly fees, $45K that will be used in December towards the new insurance policy and $7K to pay the CPA and taxes. The balance, $35,000, is recommended as a fairly healthy balance to always keep in the account of a property of this size. The CPA recommends one to two months of income be kept in the Operating account. There is also $103,000 in CDARS that will mature December 3rd. This money will be used towards the porch repairs. In the Reserve account, the balance of $126,188 is divided in the following rounded accounts: Miscellaneous Deferred Maintenance of $6K, Painting fund of $15K, Pool Repairs $24K, Roads $9K, Roof $58K, Seawall $11K. There is a Security Deposits account with a balance of $12,469.
Resident Ken Schmeling asked about self-insuring. Attorney Wean stated that one condo alone cannot qualify to self-insure. It takes a group that files as an insurance cooperative, registers with the Department of Insurance, places money into the fund monthly and is overseen by a licensed administrator. He said there is a lot of red tape and lots of regulations to self insure and with a community valued at 21 million dollars, as Sunrise Landing is, you just cannot afford to self insure.
5. 2008 Budget Discussion:
Manager stated that the proposed budget increases the monthly fee by $3.00 per month, majority of which will cover a full-time maintenance man. Owner input was welcomed. Owners asked for justification on some line items, including lawn maintenance, shrubs and sod, tree trimming, carpentry, management fees and maintenance duties. Manager Michelle Dugan answered the questions and showed that competitive bids had been sought on all expensive line items. When some still wanted to complain about the costs, attorney Wean stated that these are the contracted prices. If residents do not feel the Board is finding the best quality for the cost, they need to offer to serve on the Board and help in finding more competitive bids.
6. Establish Quorum of Members:
Thirty-nine owners were represented in person and 50 proxies had been received, for a total of 89 units represented. To obtain a quorum, 118 units must have been represented, so no member business could be voted on.
7. Results of Vote on Assigned Parking Spaces: While a quorum was not met, of those who voted to pursue more information on assigning parking places, 39 said yes and 50 said no. The Board will discuss these votes at their next meeting. BT stated that the Board would look at putting 4 spots in front of each “A”, “B” and “C” entrance to be used exclusively by one owner per unit if the votes supported more research.
8. Approval of 2008 Budget:
Attorney Wean stated that this is a Board action. While owners have the option of asking questions and offering suggestions, the Board ultimately has to approve a budget that covers all the costs of running this business and statute requires that they save funds in reserve for future repair and maintenance. After allowing all owners to give their input, Barbara Long motioned to approve the budget as presented to owners, at $250 per month per unit. Ingrid seconded. Sharon asked about the potential lower insurance premium that management is working on. Barbara said if that works out, we can put more money towards the insurance premium, thus lowering the interest that we pay. Vote: All Board members in favor.
9. Approval of Special Assessment:
Attorney Wean started this discussion by stating that the Board had received a letter from the county a year ago demanding repair of unsafe porches. He said the Board had a responsibility to maintain the buildings for safety of the residents. Manager Dugan was asked to synopsize what has been done and why. Attached to these minutes is the written response to the many e-mailed questions and concerns.
There was much owner input on how the payments would be handled, but it seemed that the majority of owners understood that this work must be done and that all owners will receive a new screen enclosure.
Ingrid McKinney motioned to assess $750 per unit, to be payable in 3 installments of $250 each, on November 15th, January 15th and February 15th. BT seconded. There was more discussion about payments dates, so Ingrid amended her motion to make it four payments of $187.50, payable November, Jan, Feb and March 15th. BT seconded that amended motion. Votes in Favor: Cliff Kott, BT and Sharon Skaggs. No votes: Barbara Long, Ingrid, Linda Fisher. Vote did not pass. Ingrid motioned to assess $750 per unit, to be payable in 3 installments of $250 each, on November 15th, January 15th and February 15th. Barbara seconded. Votes in favor: Barbara, Ingrid, Linda, BT. Board members voting “No”: Cliff & Sharon. Motion passes four to two. Bills will be mailed out to owners this week.
10. Owner Input:
People had concerns about residents parking two vehicles in front of the buildings, leaving owners who come in late to park too far from their front doors. Attorney Wean stated that if they fail to abide by letters from management, the attorney gets involved and then they ultimately have to comply AND pay legal fees.
11. Set Next Meeting:
The next meeting was scheduled for the second Wednesday due to Thanksgiving, but this is being changed due to scheduling conflicts and the need for a meeting about the landscaper. It is tentatively scheduled for November 27th at the office at 6:30 pm.
12. Adjournment:
There being no further business, the meeting was adjourned at 8:00 pm.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM
Community Association Manager
Reconcilable Differences, Inc.
ATTACHMENT:
Management’s Response to Owner E-mails Sent in October, 2007:
Regarding the $750.00 assessment:
In October of 2006, a resident called the county to complain about his unsafe balcony. The Board spoke to 2 or 3 engineers and decided to hire Existing Structures Engineering, Inc to assess the damage and see if other areas needed to be repaired. Their cost was $12,685 for balcony and porch inspections, final damage report, the bid process of meeting with contractors and tallying their bids, and then presenting the package to the Board. Other engineers were more expensive and had their own work crews, so the Board felt Existing Structures, which is just an engineering firm, would be a neutral party for assessing damages.
On November 24, 2006, all owners were sent a notice which will be attached to the hard copy of this letter. It discussed the potential safety issues found and the fact that the county could fine SLCA daily until conditions were rectified. It stated that Existing Engineers had been hired and asked all owners to remove floor coverings and allow access within 10 days.
It was difficult to get into some units to obtain access to porches, but the engineering company inspected all they could and the others were inspected from the outside. The “girls” who were seen are degreed engineers and their findings were then placed on spreadsheets to show the damage they found. The company president, Byron Evetts, PE, attended the Annual Meeting in March to present their findings. Byron stated that the findings were significant and one balcony “set” (top and bottom units) was condemned by the county and had to be repaired immediately. Another, though not deemed “condemned” was also repaired because it was the unit that had filed the original complaint. This work was done by Ulbricht Construction, a company recommended by Evetts. Their licenses and insurance, including worker’s comp, were verified before they started and they charged $2,350 for unit #7430-104 and an additional $2,350 for the repairs to #7230-105. Both of these units had new screen enclosures and screening installed because the old enclosures were not “up to code”.
Evetts said there were significant findings in 70 units. A handout was disbursed to those present at the Annual Meeting, showing different options for repair. The “High Priority” damages were estimated to cost $288,148. His “Complete Repairs” recommendation, which would include repairing all damaged areas and totally re-screening all 236 balcony sets, had an estimated cost of $428,841. His costs were based on historic figures and the following week we received the actual bids from three contractors. Those contractors were Ulbricht Construction, Paul Davis Restoration and Hartgrave Builders. Bids were $404,092.97 from Hartgrave, $348,616 from Ulbricht and $434,478.85 from Paul Davis Restoration.
All bids came with a minimum 10 year warranty. Byron stressed that these balconies were made to “breathe” and should not be permanently covered up. Installing carpet, wood or tile has caused moisture build up in some units and in some cases these changes have directed water flow into the units, causing more problems. He stated that this work should take about one year to complete the full repair and enclosure installation. Any new work completed would be done based on the 2004 hurricane codes.
Based on estimated extra funds in the operating account at that time, voting in favor of “Complete Repairs” would have been about $1,500 per unit.
At the next Board meeting, the Board discussed the costs and the contractors. There were “mobilization and demobilization” costs that all thought were frivolous. Screen enclosure costs ranged from $92,150 to $145,500 for all 236 units. An alternate bid was then requested from JAG Enterprises for just the wood repair. JAG’s bid was $157,945 for all noted repairs except screen enclosures. He was not shown the previous bids.
Three bids were sought separately from screening companies. Those bids were:
Alliance Aluminum: $925 for 2nd floor enclosures & $725 for first floor enclosures.
Advanced Aluminum: $594 for 2nd floor and $645 for 1st floor screen enclosures
East Coast Screens: $436 per 2nd floor and $364 per first floor enclosure
All first floor enclosures will include a screen door with kickplate, and second floor enclosures will have 1 inch pickets on 4 inch centers, with 42” high rails and stainless steel fasteners.
The Board received positive references for East Coast Screens. Their price would be $94,400.00 for all units to receive new enclosures and screening. The two units that have already been repaired will be deducted from the cost and any screen enclosures that meet code and can be re-installed will be credited.
The Board decided to have JAG and East Coast Screening repair the worst six buildings and then if their quality was satisfactory, allow another 6 buildings to be completed. If all of the required work is completed by these two contractors, the cost will be $252,345.00. The Board felt this was a huge difference in price between what the engineer recommended and actual cost, with highly recommended companies doing the work, thus saving at least $96,271 over the least expensive general contractor who bid through the engineer.
Obviously, there will be additional costs. Permits will be approximately $500 per building ($13,500) and if more damage is found behind beams that were not accessible during the inspection, these will be additional costs, but we have “per item” costs for items such as beams, joist buckets, deck planks, etc. We feel that if more damage is found, we will not be overcharged on “extras”. The engineer has also agreed to be on retainer at an hourly rate for any questionable repairs.
As of September 30, 2007, the Association has $103,000 in the operating account that is earmarked for these repairs. That is why the Board recommends a $750 per unit Special Assessment. The office will not be paying a separate fee, because this is considered a common element, but the porch will be repaired and a new screen enclosure installed, just like all other units.
Obtaining permits took much longer than anticipated. We had hoped to have the work start in August, but permits were not issued for the first six buildings until mid-September. The first six buildings to be completed, based on “most damage found”, are 7300, 7430, 7470, 7240, 7230, and 7420.
We expect the work to take 2 to 3 weeks per building and the first building has been started. A signed contract is available for review and does detail how much each building will cost, again based on the engineer’s damage report. We must realistically expect some extra damage to be found. We have all licenses, permits, liability and worker’s compensation insurance certificates on file. We found no complaints issued by the Better Business Bureau and the company did some roof, siding and flashing repairs for us earlier this year and we were very happy with both the quality and his fair price.
While no one likes a Special Assessment, the Board has the responsibility to approve this. We are required to send notice of the Special Assessment meeting to all owners, so that you can ask questions, but ultimately, the Board makes the decision and assesses the owners for needed repairs or costs. Please remember that your Board members, who have this fiduciary responsibility, have to pay the same costs you do and many of them cannot afford it either.
Regarding the “Assigned Parking”:
A member of the community asked the Board to look into this and a number of owners contacted Board members with their frustrations over not finding a parking space close to the building, especially at night. The Board looked at some options, but could not agree in a majority to this issue, so wanted to ask the members of the community for their input. If a majority of owners like the idea and vote yes, the Board will investigate all options further. This vote is just a “straw vote” to see if it is worth pursuing. We will be adding up the proxy votes on the day of the meeting and will have ballots available for owners who attend. The proxy is to be used by non-attending owners. Those who cannot attend are asked to vote their choice, sign and date the proxy and get it to one of the offices before the meeting date. This proxy is a standard item that lawyers use and I agree that it can appear confusing, but the “proxy holder” is only a person who can hand it in for you. No one votes for the owner; the owner must vote for himself. We will add the proxy vote results to those votes received at the meeting and have a total for you during the meeting.
Maintenance Fee Increases:
While everyone hates increases, costs do not stay the same. Insurance was by far your largest increase in the past two years, and all condos in Florida were hit with ridiculous premiums. We have a budget number from SJR Insurance that is 7% lower than last year and we are seeing this same amount at a number of our other condo associations. This is primarily due to the insurance relief that was supposed to come in 2007. We will see it in the December 2007 premium.
We are also obtaining quotes from other companies. Currently People’s Insurance, SJR Insurance and Ranew Insurance have been contacted for bids. We will not see accurate numbers until the middle of November, but all three that are bidding are local, reputable agents who specialize in association insurance.
With regard to the budget, management recommended a $3.00 per month increase. While the Board made changes in where that increase is shown on the budget, the end result was the same. A $3 per month increase that allows for a full time maintenance man and increases in utilities. While we hope water and sewer costs do not increase, the Association pays for these and cannot monitor every unit’s toilets and sinks. When we see a higher than average bill, we will investigate, but by the time a problem is found and fixed, it is sometimes two months of wasted water. We have to budget for these because not every resident is vigilant about turning off their water valves when they leave and some do not want to pay a plumber to fix their drip or their toilet.
Management did initially recommend to the Board that they consider paying off the mortgage or refinancing because the mortgage balance is $38,000 and the monthly payment of $373.21 pays only approximately $70 to principal each month. The rate is 8.75% and the mortgage financing company, SPS Portfolio Servicing, Inc, charges unknown fees on a regular basis and then charges us to ask what these fees are for. This item was briefly discussed and not approved.
Management only wanted to make the Board aware of the costs associated with this loan.
Currently, Steve Robertson of SJR Insurance is the agent managing all the insurance policies. He came to the Annual Meeting to speak to unit owners about Association and Individual Insurance policies and coverage. He informed the owners that the Association’s property insurance is now covered by Citizens Insurance, the state carrier, since no other carriers will currently insure older buildings close to the water. The flood policies renewed in August and have a $1,000.00 deductible for rising water damage. These policies should insure for 90-100% of value of Association property. As an example, the flood policies cover $626K of value on an 8-unit building that is valued at $743K. Flood coverage is federal government backed and is the same cost no matter which agent you use. The annual flood insurance cost is currently $41,942.00 and a resident present stated that some buildings are in an AE3 flood zone. As for the property and wind coverage, the initial cost estimate was over $215K. Donna Zimmerman and Barbara Long applied for wind mitigation credits and met with a contractor to fill out all the required forms. Once these credits were received, it lowered the property and wind insurance cost to $164,355. Since the policy is financed, the credit from Citizen’s was mailed back to the finance company that initially paid the full balance and this in turn lowered the monthly payments we are making. The surplus from this rebate will be used to offset the down payment on the 2008 policy.
Mr. Robertson discussed the difference between the Association’s policy and an owner’s policy. The Association is only responsible for the exterior of the building and possibly drywall inside the unit, but nothing else. Finish and paint on the drywall as well as cabinet installations are an owner’s responsibility and as the insurance law reads now, even if the damage is caused from an above unit or a roof blowing off, the damaged unit’s insurance policy pays for repairs unless the responsible party can be proved negligent.
Management:
The Board hired a management firm to help with the many daily duties and statute-required work. They hired one company in 2006 that did not work out and Reconcilable Differences has been with Sunrise Landing since January of 2007. When we took over, the accounts receivable were over $25,000 in uncollected or past due funds. We have found that some of that total was not correct, but it took time and a lot of letters and correspondence with owners to obtain proof so we could remove those incorrect debts. We now have an accounts receivable balance of $2,858 and most of that is due to one unit. The management office averages over 200 phone calls, visits or e-mail inquiries per month from Sunrise Landing owners. We attend Board meetings and prepare minutes of those meetings for the Board to approve. We post information on the website once the Board gives approval, and we accompany Board members on meetings with vendors such as Terminex, TruGreen, pool repair companies, lawn service personnel, electricians and other contractors. We meet with Board members twice per week to go over association issues and ensure bills are properly coded and paid promptly. We collect and pay federal taxes and provide worker’s compensation insurance for your handyman.
Colonial Bank charges an annual fee for coupon books. They charge individual associations more than management companies. They receive the checks and deposit the funds in the Sunrise Landing account. They do send a daily list of units who have paid that day. Someone has to download this list every day, apply the amounts to the proper accounts and send notices if fees are not paid by the 10th of each month. The Board hired us to ensure payments are handled properly and collection action is started when people do not pay. Checks are written weekly, and financials are prepared every month showing a full accounting of where your money goes. My understanding is that no owners wanted this responsibility. It is time consuming and the bank will not do anything more than bring in the money.
A management company must take direction from the Board. We cannot make the decisions for the Board, but we bring the options and bids to them so that they can make an educated decision. Sunrise Landing has a number of hardworking volunteer Board members and residents. These people help out in the office interviewing new residents, handing out parking passes, handling complaints, and keeping track of homes for sale and rent, in order to try and help if interested parties come in. If residents need copies of paperwork, we are happy to show them or make copies. Florida Statute allows the association to charge an individual for copies they ask for that are not in a bulk mailing to everyone. We do request written notice of what you would like to see or copy. In that way, we can have it ready without dropping any business we are doing at the moment you come in. Florida Statute requires a certified letter be mailed requesting any information, and they allow 30 days for any written response. The Sunrise Landing Rules adopted on March 4, 2003 state that Unit Owner Inquiries are to be in writing by certified mail and are limited to 5 questions which will be answered within 30 days. We will not, however, charge for copies of this letter and the package of attachments, since so many have questions. The packets will be available on Tuesday, October 23rd after 1:00 pm, or we will mail it to you if you request this.
The management company is willing to take on more of the calls and complaint issues, but some Board members feel a responsibility to the community and take care of problems themselves. We feel we work well with the Board and have accomplished a lot this year. We take our responsibilities seriously and always try to be available to the Board and owners. We work hard to uphold high standards and if you were to contact the Space Coast Condo Association, the Better Business Bureau, the Chamber of Commerce or any properties we currently manage or managed in the past, you will find that we are highly recommended and no complaints have ever been made.
While self-managing is an option to go back to, I recommend that anyone interested in that avenue serve on the Board for a year and see how much work the Board members and the management company do before they vote for a change.
Regarding the SBA Loan made to the Association in 2004, the total borrowed was $438,500.00. The SBA required documentation of all receipts before they would issue checks. The Board sent in every invoice received and the SBA had to approve these invoices before they would send the Association a check to pay these bills. The Board feels very strongly that all bills were adequately approved by the SBA and they have a large box of historic documentation to back that up if anyone is interested in looking at this. This information is in the office, so you will need to make an appointment with management to see them, but we will try to accommodate a time that is best for you.
We sincerely hope the above information is helpful and answers the questions adequately. As stated above, we will have packets of information (letters, bids, damage assessments) available in the Sunrise Landing office on Tuesday afternoon or we will be happy to mail them to you.
Sincerely,
Michelle Dugan, CMCA, AMS, LCAM
Community Association Manager
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
Held
Tuesday, October 2, 2007
1. Call to Order
The meeting was called to order at 6:35pm in the Sunrise Landing office by Barbara Long.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, VP Ingrid McKinney Treasurer Barbara Long (via phone conference) and Directors Beverly Lloyd Thomas (BT) and Cliff Kott. Linda Fisher was not able to attend and Secretary Sharon Skaggs was available for voting via phone conference. Michelle Dugan and Kathy Watts represented Reconcilable Differences. Residents attending were Nick and Jeannette Suit, Sue Hicks and Carol Anderson.
3. Approval of Minutes of the September 19, 2007 Board Meeting
After review from the Board, Barbara Long made a motion to accept the minutes as presented. Ingrid McKinney seconded the motion. The motion passed by unanimous voice vote.
4. Financial Report: Michelle Dugan presented the financial report and stated as of September 31, 2007, there is $204,241 in the operating account and the 3 CD’s. There is $126,188 in the Reserve account. Michelle stated final notices for the delinquent accounts would go out by the end of the week. Michelle also reported that year to date, the association is under budget but the extra funds will be needed to pay for the deposit on the insurance policy due in December and other expenses that occur near the end of each year.
5. Unfinished Business:
Porch / Balcony Updates: The contractor, JAG will be bringing the trailer onsite October 3rd with the lumber coming the following day. One resident has refused to remove the tile on her porch. If she continues to refuse, the association will have it removed and bill her for the expense. RDI will send a letter to confirm her refusal and inform her of the cost when the Board confirms this issue. Donna stated owners on the first floor can add larger kick plates to the enclosure at their expense and with the Board’s approval. BT stated that she will check with the screen company on whether there will be an additional cost for the units with glass enclosed porches.
6. New Business:
Budget: The Board reviewed the Proposed 2008 Budget as presented by management and the treasurer. Beverly Thomas made a motion to mail the Proposed 2008 Budget to the owners with an increase of $3.00 to $250 per month. Final vote will be at the Budget Meeting to be held October 30th at 6:30pm at the South Pool. Barbara Long seconded the motion and it passed by unanimous voice vote. Proposed Budget mailing will be sent out at least 14 days before the meeting, as required by Florida Statute. RDI will print the budget double sided in order to save on postage.
Special Assessment for Patio Repairs: As has been discussed, the patio repairs and enclosure replacements have started. JAG’s bid for the complete repair of all buildings, based on the engineer’s repair requirements, is $157,945. East Coast Screens’ price is $94,400 for new enclosures and screening on all 236 units. The Board had already voted to have JAG and East Coast Screening repair the worst six buildings and then if their quality was satisfactory, allow another 6 buildings to be completed. If all of the required work is completed by these two contractors, the cost will be $252,345.00. Permits will be approximately $500 per building and if more damage is found behind beams that were not accessible during the inspection, these will be additional costs, but we have “per item” costs for items such as beams, joist buckets, deck planks, etc. Since the Association had earmarked approximately $103,000 towards these repairs, the balance must be assessed equally to all owners. The Board discussed spreading the Special Assessment payments out in order to make it easier for owners to budget their expenses. Beverly Thomas made a motion to allow 3 payments on the Special Assessment. First payment of $250 will be November 15th, the second to wait until January 15th and the last payment of $250 to be due February 15th totaling $750. If payments are not made by the 25th of the month due, a late fee of $10 will be assessed for each month late. Ingrid McKinney seconded the motion and it passed by unanimous voice vote.
Rules & Regulations: It was determined the Rules and Regulations draft needed additional attention. Voting was tabled until the next regular meeting. Linda Fisher will be talking to the Fire Marshall for direction on precise wording and laws.
7. Owner Input: An owner stated the gutters on some of the buildings are full of leaves. Donna stated this discussion is slated for another time. Barbara suggested we ask JAG to look at this need while he is onsite with elevating equipment, and see if a reasonable cost can be received for this extra work. There was a question about what the Special Assessment was for and why there would be a $3.00 increase in the monthly assessments. Donna explained the condition of the wood porches made a Special Assessment necessary in order to make the balconies safe for usage. The buildings with dire need are to be done first. The increase in the monthly dues will enable the Association to increase the maintenance person’s hours, which are needed on a property this size.
8. Set Next Meeting: The next meeting will be the 2008 Budget Meeting to be held Tuesday, October 30, 2007 at 6:30 pm at the Sunrise Landing South Pool.
9. Adjournment:
There being no further business, the meeting was adjourned at 7:50 pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
Wednesday, September 19, 2007
1. Call to Order
The meeting was called to order at 6:40 p.m. in the Sunrise Landing office.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, VP Ingrid McKinney, Secretary Sharon Skaggs, Treasurer Barbara Long (via phone conference) and Directors Beverly Lloyd Thomas (BT), Cliff Kott, and Linda Fisher. Michelle Dugan and Kathy Watts represented Reconcilable Differences. No other owners attended.
3. Approval of Minutes of the August 15, 2007 Board Meeting
Sharon Skaggs and Ingrid McKinney read the minutes of the last meeting. Sharon Skaggs made a motion to accept the minutes with the correction that assigned spaces were requested at four per ENTRY instead of 4 per unit. Ingrid McKinney seconded the motion. The motion passed by unanimous voice vote.
4. Financial Report: Michelle Dugan presented the financial report and stated that as of August 31, 2007, there is $204,298 in the operating account when including the $100,000 in the CDAR funds that will mature in early December, and $128,900 in the Reserve account. There are only 2 unit owners that are delinquent. The RDI Accounting Department will continue to follow up on these owners to ensure payment and will be sending “15 Day Certified” letters for payment before sending to the attorney for collection action.
5. Unfinished Business:
Dog Walk: It was felt that calling the area along the sea wall a “dog walk” would make some feel it was permissible to either allow the dogs loose and/or stake them, which would interfere with the enjoyment of others. Donna Zimmerman made a motion to allow residents to walk their dogs by the seawall as long as they are on a leash and the resident is to be required to remove and dispose of the animal’s waste. No pets are allowed on the docks or pool areas. The motion was seconded by Cliff Kott and passed by unanimous voice vote.
Rental Limits: Donna stated there may be an issue with an owner who appears to be renting his unit on a weekly basis and will not answer calls from the Board requesting information.
There was a question at the last meeting regarding the rental ratio. The Association attorney was asked to respond to Mr. Skaggs. The response, in part, is as such: “Your letter raises an issue about the number of rental units in the condominium community and the potential impact that the number of rental units can have on the ability of unit owners to find lenders, especially those writing under FNMA guidelines, who will be willing to loan money to unit owners and prospective purchasers of unit….First, your documents do not contain language that permits a rental cap to be invoked. In order to do this, the Declaration of Condominium would have to be amended by more than a majority of the membership.” “as of October 1, 2004….new Section 718.110(13), Fla. Sta. now provides: (13) Any amendment restricting unit owners’ right relating to the rental of units applies only to unit owners who consent to the amendment and unit owners who purchase their units after the effective date of that amendment.”
“This language is troublesome for many reasons, including how an amendment limiting rentals could be adopted via an anonymous vote, and the fact that persons that vote ‘no’ and persons who fail to vote at all would not be bound by the amendment even if it obtained enough votes to pass.“
Because there are consistently between 48 and 52 rentals in the complex, which is about 21% rented, and due to the attorney’s response above, the Board will drop this issue.
Review Rules and Regulations: Linda Fisher stated she has been working on them and would like to have the Rules & Regulations reviewed by the Board. The rules concerning grills will be added and will state, per the Fire Marshall, that grills are banned from balconies and patios. The Board stated they would welcome input from the residents on the changes. Barbara Long suggested the new Rules and Regulations be sent out with the Proposed 2008 Budget.
JAG Enterprises: Michelle Dugan, Donna Zimmerman, Cliff Kott and Kathy Watts met with Joe from JAG Enterprises regarding the porch repairs this week. The first 6 buildings to be done will be 7300, 7430, 7470, 7240, 7230, 7420 and will begin on September 24th, weather permitting. Notices will be posted at each affected building. JAG Enterprises will be placing a trailer in a central location for the supervisor and for supplies. Donna will loan Joe (JAG) 2 keys for the pool restrooms for the workers instead of having a portable john in the parking lot. Joe will hold onto one key and place the other in a lockbox at the pool. Joe stated he will be using a solid stain on the new wood which can be painted at a later time if required. Each building will be billed when completed. A reimbursement check for the six (6) building permits in the amount of $2,943.37 was brought to the meeting for signature.
Pool Heater: The Board discussed using the $5,600 balance from the 2006 Special Assessment to pay for the pool heater. RDI was directed to transfer the balance of this fund to the operating account for payment, since “pool repairs” was what this balance in the account was for. Linda requested that the rules & regulations state when the heater would be on and what temperature would be maintained. The Board agreed that the pool will be heated to 85 degrees December thru March, depending on the weather. A cover was will be to the thermostat to keep people from raising the temperature at will. RDI was asked to contact the installer to obtain easy instructions on how to maintain the heater.
Tree trimming: The palm trimming has been completed. One resident requested her palms be re-cut or removed but the Board felt it was not required. Donna felt the landscaper has not been removing the fallen branches and palm fronds, just kicking them under the trees along the street. A meeting is planned with Brandon of US Landscaping for the week of the 24th to discuss the issue.
6. New Business:
Budget: A brief discussion about the 2008 budget was held and management will be modifying the draft before the scheduled budget meeting on September 24th at 6:30pm in the office. Notice will be posted and all owners are welcome to attend.
Assigned Parking: Donna discussed assigned parking, not a specific space but specific spaces for entries, because residents come to her when they have no parking spaces at the front of the buildings. The governing documents state the Board has the right to assign spaces, but the majority of the Board felt this would cause more problems than it helps. After much discussion, the Board agreed to have management send out a proxy ballot with the budget mailing, to get owner votes on assigned parking. If a majority of owners vote yes, the Board will re-address this. In the meantime, we ask that you make management aware of owners violating the “one space per unit in front of the building” rule, and letters or phone calls will be made to the offenders.
7. Announcements: The Board welcomed Kathy Watts as their new community association manager through Reconcilable Differences.
8. Owner Input: Linda requested the Board deal with the condition of carpets in the hallways. In the past, neighboring owners would share the cost and upkeep to have carpeted entrances to their homes. Now, many original owners have left and new owners do not know or do not want the responsibility to repair or replace them. While this is “limited common property”, it is not fair to the Association to maintain what others started and then failed to keep up. Rick will be asked to help compile a list of units where the carpets in the landings need to be removed or replaced. Those owners affected will be asked to work together to replace, or this carpet will be removed at Association expense and will not be allowed to be replaced.
9. Set Next Meeting: The next meeting will be held in October to discuss the budget, at 6:30 pm in the Sunrise Landing Office, 7350 Unit #105.
10. Adjournment:
There being no further business, the meeting adjourned at 8:30 pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
Thursday, August 15, 2007
1. Call to Order
The meeting was called to order at 6:30 p.m. in the Sunrise Landing office.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, VP Ingrid McKinney, Secretary Sharon Skaggs, Treasurer Barbara Long (via phone conference) and Directors Beverly Lloyd Thomas (BT), Cliff Kott, and Linda Fisher. Manager Christina Landwehr and residents Susan Cochran, Edward Gault, Herb Kreppein, Danielle Lemieux and Terry Skaggs also attended.
3. Approval of Minutes of the July 18, 2007 Board Meeting
Sharon Skaggs read the minutes of the last meeting. Donna made a motion to accept the minutes. Sharon Skaggs seconded the motion. All in favor.
4. Financial Report: Christina Landwehr stated that as of July 31, 2007, there is $99,233.90 in the operating account. There is $125,761.28 in the Reserve account and $11,484.39 in the Security Deposit account. CD account #1 has $50,366.72, CD #2 has $25,183.36 and CD #3 has $25,183.36 to date. Christina stated that to date there are only 2 unit owners that are delinquent. Reconcilable Differences Accounting Department will continue to follow up on these owners to ensure payment. Donna announced that the Board will be holding their Annual Budget meeting in the very near future.
5. Unfinished Business:
Porch Update:
Donna requested a status report regarding JAG Enterprises. Christina stated that he is still out of town. Donna stated that according to JAG, the county called him regarding the permits and he needed to fill out additional paperwork. Donna explained that unit owners should not put any expenses into their porches due to all porches being re-done with screens and frames when this work is done. Donna explained that if unit owners do choose to re-screen their porches before this work is done, they will not be reimbursed. Donna explained that at this time the Board of Directors does not know what the assessment will be regarding the porches.
6. New Business:
Retention Wall: Donna explained that the retaining wall behind building 7470 needs to be re-filled with dirt; it is becoming unstable because of the erosion of the landfill over the years. Johnsen Amphibious supplied a quote in the amount of $14,430 for 75 feet of repair and $5,871.00 for 30 feet of full repair. At this time, the Board is opting to fill in the holes at the wall where the dirt is missing. The problem was due to the wall’s location and that is not posing a threat. Sharon Skaggs stated that her son felt Johnsen Amphibious was charging too much and he would look at the work to be accomplished and report back to the Board with his recommendations. Donna stated that she has two volunteers to help Rick fill in the area, but more are needed. If the Board cannot find volunteers willing to help, she suggested that a landscaping company could be hired to fill in the area. The Board and Management will continue to follow up on this issue to ensure completion.
Rental Units: Donna stated that, per the amended documents from April 2004, the Association can require a security deposit of up to one month’s rent from renters. Donna stated that the Board of Directors needs more regulation, and due to the recent activity and destruction of rentals throughout the Association, the amendment needs to be implemented. The Board of Directors discussed whether to charge one month’s rent or make it a set amount. Donna motioned to implement the amendment as stated, Cliff Kott seconded, all except Sharon Skaggs in favor. Sharon opposed, stating that she would like it to be a set amount. The motion passed with a 6 to 1 vote.
Donna stated that the monies will be held in a non-interest bearing account. Barbara Long stated that letters informing the membership of this change need to be sent out and that a copy of the recorded amendment needs to be included in the mailing. Sharon Skaggs asked about the current renters and how it would affect them. Donna stated that they are grandfathered in; however this amendment is in effect immediately.
7. Owner Input: Donna asked for any owner input. Danielle Lemieux stated that she could not check the pool chemicals because the “pool closed” sign was up. Donna stated that Rick is painting around the pool area right now; it will be open in a couple days. Terry Skaggs asked about the rent ratio. The Board stated that he was supposed to be working on it with Linda and reporting back to the Board. Terry Skaggs requested that assigned parking be addressed and that each building have four assigned spots. Sharon Skaggs stated that at the annual meeting the membership was opposed to assigned parking.
8. Set Next Meeting: The next meeting will be held Wednesday, September 19th at 6:30 pm at the Sunrise Landing Office, 7350 Unit #105.
9. Adjournment:
There being no further business, the meeting adjourned at 7:35 pm.
Respectfully submitted,
Christina Landwehr
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
Thursday, July 18, 2007
1. Call to Order
The meeting was called to order at 6:35 p.m. in the Sunrise Landing office.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, VP Ingrid McKinney, Secretary Sharon Skaggs, Treasurer Barbara Long (via phone conference) and Directors Beverly Lloyd Thomas (BT) and Linda Fisher. Manager Martin Andreasen, Michelle Dugan, owner of Reconcilable Differences and residents Joy Lipman, Brian Lloyd, Edward Gault, Edward Nichols and Terry Skaggs also attended. Not present: Director Cliff Kott.
3. Approval of Minutes of the June 21, 2007 Board Meeting
Marty Andreason read the minutes of the last meeting. With the removal of all reference to drywall repairs, which weren’t discussed, Beverly Thomas made a motion to accept the minutes. Linda Fisher seconded the motion. All in favor.
4. Financial Report: Barbara Long stated that as of June 30, 2007, there is $83,748 in the operating account after placing $100,000.00 into CDARS (CD’s paying 4.85% for 3 months) in June. There is $154,185 in the Reserve account and $11,491 in the Security Deposit account. While we believe about 50 units are currently rented and have deposits on hand, the CPA has advised that we must tie all deposits to actual units and make an effort to try and find renters who have left without requesting a refund of their security deposits. After a reasonable time, if we cannot find the renters entitled to these old deposits, we could probably place the unaccounted difference in the operating account, but the CPA recommended asking the attorney for an opinion on that matter. For now, we will start sending letters to past renters we show no refund for. The security deposits are held in a non-interest bearing account.
Manager stated that one past due account has paid in full and one has been forwarded to the attorney to start collection and foreclosure action, since they have not responded to management’s letters.
5. Unfinished Business:
Paving Update:
The paving project is now complete. JRS asphalt re-sealed some areas at no charge and replaced more car stops than he billed us for. This project cost a total of $29,585. Upon completion of the resealing, a unit owner reported seeing a red pickup truck and a blue van spinning their tires on the area just completed at the far north exit. This caused $200 worth of damage. The Board will make every effort to locate the people responsible for the damages and bill them.
Porch/Balcony Repair Update: Permits are currently being obtained to begin work on six buildings. The 7300 building will be done first. The screening company will be asked for a revised total cost for that whole building.
Chris Cook Electric Overpayment in 2005: Association attorney Paul Wean filed suit against Chris Cook but also spoke with Sentry Management owner Jim Hart about their responsibility in this error. Mr. Hart agreed to pay half of the debt in return for a hold harmless agreement. Board discussion ensued. Beverly Thomas made a motion to accept ˝ of the money ($1,144.50) that was overpaid by Sentry to Cook Electric. Donna seconded the motion. All in favor. BT also motioned to continue the claim against Chris Cook Electric for the balance. Linda Fisher will investigate other liens and Cook’s financial ability to pay. If his business closes, a judgment against him would not guarantee payment.
Landscaping: The palm tree trimming should begin soon. They wanted to wait until the paving work was completed. There is a concern about the retention ditches being too thick with grass to allow water run-off. US Lawns was asked to cut these areas down to 1 inch in height and Rick will be asked to dig out and find the concrete culverts that will take the water to the retention area. US Lawns has promised to cut the pepper trees and weeds out of the shrubs and spray the “mounds” at the entrances to rid them of weeds. More fill dirt is needed at the bulkhead behind 7470 and at the north end of the property where the old seawall was not replaced. Management was asked to contact the seawall contractor to bring in the fill dirt.
6. New Business:
Flood Insurance: The twenty-six flood policy premiums are due in August. SJR Insurance has submitted two options: one with the same building values as last year and one with a 10% increase, along with a financing plan. Donna motioned to continue to use SJR as the agent of record, since they have worked well with owners needing certificates and insurance, and approve the higher value of coverage, at a total cost of $44,580 and to approve a down payment of $11,121.25 and 11 monthly payments of $3,196.11. Ingrid seconded, all in favor.
Complaint Procedures: Many people are calling Board members or catching them while they are out doing personal errands, to complain about condo issues. We ask that all complaints be directed to management, preferably in writing.
Rules Enforcement: We are having problems with people placing personal items under stairwells, not cleaning up after their pets, allowing their pets to go unleashed and leaving dangerous items like gas tanks in their porch and in storage sheds. Letters were sent by management to residents storing items under stairs, to residents using grills within 15 feet of the building, and to residents who lit fireworks near the buildings, all of which are not allowed by the Fire Marshal. The Fire Marshal has stated that grills with fire cannot be used on the porches, but the electric variety is acceptable. There are grills at the pool for those who wish to grill out.
Kayak Storage: Some people have kayaks and want to store them on the side of the buildings. There was discussion, but no storage on the outside of the buildings is allowed. Some residents have hung their kayaks from the roofs of their porches which is a good use of space. Any kayaks stored outside will be removed.
Fenced Dog Area Discussion: A resident offered to obtain donations to install a fenced area on the property in which to allow dogs free rein. There were concerns about animals hurting other animals or getting out and running onto US1, so the insurance agent was contacted. She asked that this not be discussed because there is a lot of liability in having such an area. Management stated that it would also require a member vote to install it on community property, so this issue was dropped.
Hurricane Shutter Specifications:
Currently, only white roll-down shutters are approved to be installed on the
outside of the building and they must be approved by the Board in writing before
installation. Two residents have installed clear panel shutters on the outside
of the building and are now asking for approval. There was much discussion by
the Board. Barbara Long made a motion that all shutters not currently approved
must be removed and any damage done to the exterior of the building must be
repaired at the owner’s expense. Beverly Thomas seconded the motion. All
in
favor. Letters will be sent to Klein & Nichols, who installed the clear panels.
Pool Heater, Leak and Repairs:
Pool repairs are in progress at the north pool. Three bids have been received for a new heater at the north pool. The Board will discuss this in detail at the August Board meeting.
7. Owner Input: BT stated that a unit owner has spotted two dead rats outside their unit. While it is better to see dead rats than live ones, Terminex will be asked for direction in removing these pests.
Rental percentage: Terry Skaggs asked that the Board address a change to the rules or governing documents to not allow over a certain percentage of rental units. Management asked him to put his request in writing and to include proposed language change to the documents. Once received, this suggestion will be added to a Board agenda. Two Board members also agreed to look at revising the current rules. Management reminded them that once the Board approves changes to the rules, the modifications must be delivered to all unit owners for input at the next meeting, and after 30 days the revised rules can be put into practice.
Unknown Renters: Management will write letters to owners of units we believe are housing unknown renters. All renters must fill out paperwork, provide a refundable security deposit of $100 and an application fee of $50 and be interviewed by the Board before they can legally live in Sunrise Landing.
8. Set Next Meeting: The next meeting will be held Wednesday, August 15th at 6:30 pm at the Sunrise Landing Office, 7350 Unit #105.
9. Adjournment:
There being no further business, the meeting adjourned at 9:05 pm.
Respectfully submitted,
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
Thursday, June 21, 2007
1. Call to Order
The meeting was called to order at 6:35 p.m. in the Sunrise Landing office.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, VP Ingrid McKinney, Secretary Sharon Skaggs, Treasurer Barbara Long(via phone conference) and Directors Cliff Kott and Beverly Lloyd Thomas (BT). Not present: Director Linda Fisher. Martin Andreasen, manager, and residents Kay Brily and Terry Skaggs also attended.
3. Approval of Minutes of the May 17, 2007 Board Meeting
Donna Zimmerman made a motion to accept the minutes as read. BT seconded the motion. All in favor.
4. Financial Report: Marty stated that there was $72,119.95 in the operating account after placing $100,000.00 into CDARS (CD’s) in June. The Security Deposit account has $10,989.99. Barbara said they might be better served by placing a large portion of this money into a 1 year CD. The number discussed with Michelle Dugan and Donna was $8,000.00. Donna emphasized that every effort to return deposits is made and wanted to know what procedure should be followed on this money. It will be looked at and Barbara will check into the CD rates. Marty said there were 2 aging accounts that totaled $2750.00 and suggested that the board make a motion to turn these accounts over to the attorney for collections. Marty explained that no good faith effort from either of the parties involved has been made. Sharon made the motion to start collection action with the attorney. BT seconded the motion. All in favor except Ingrid.
5. Unfinished Business:
Paving Update:
The paving project will begin June 25th, weather permitting. Colored charts of the areas and dates that these areas will be sealed have been posted around the community. UPS and Florida Today were notified of this project and the possible inability to access certain areas.
Porch Repairs: Jag Construction was selected for the wood replacement and East Coast Screen was selected to replace the screen enclosures. There was discussion about the change in enclosure contractor. Marty stated that East Coast had the proper insurance certificates, four good references and their license was in good standing with the State of Florida. Their quality stainless steel materials were American made and they were the lowest bidder. Making the 7300 building a trial area will ensure that if any problems arise, the second company could be used on the next building. It was also stated that any deviations from original plans should be discussed with management and the Board. Any additional costs such as floor coverings, etc. would be at the owner’s expense and not the Association’s.
Electric Overpayment in 2005: No discussion. It is in the hands of the attorney
Stairwell Painting: Rick is continuing to paint the stairs. Rick is about 1/3 into the project.
Car Wash/Dog Walk signage: Rick is working on getting some treated 4x4 posts and installing the signs that were made by GO Signs.
Tennis Court Nets: Nets have been installed.
6. New Business:
Landscaping: US Lawns will be doing the Tree Trimming. Start time according to Mike of US Lawn will be June 27th or July 2nd. Marty has told US Lawns that the Association would be in the process of having their parking lot re-surfaced during that same time and that they need to work with Tony from JR’s Asphalt.
7. Owner Input: Terry Skaggs brought up the issue of percentage of units that can be rented and said he would be asking the attorney for more clarification. Terry also asked about the board considering numbering the parking pla