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 places. Kay Briley also stated that she was having a parking problem. The board said they would review the matter for the next meeting.
Marty stated that he will be in the on-site office every Tuesday and Thursday from 9:00 am to 1:00 pm. Marty stated that he would be available to work on resident concerns, but added that all issues must be in writing and signed, with a possible solution to the issue.
8. Set Next Meeting: The next meeting will be held Wednesday, July 18th at 6:30 pm at the Sunrise Landing Office, 7350 Unit #105.
9. Adjournment:
There being no further business, the meeting adjourned at 7:50 pm.
Respectfully submitted,
Martin J. Andreasen, LCAM #29711
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
Thursday, May 17, 2007
1. Call to Order
The meeting was called to order at 7:15 p.m. in the Sunrise Landing office.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, Secretary Sharon Skaggs, Treasurer Barbara Long(via phone conference) and Directors Cliff Kott, Beverly Lloyd Thomas (BT) and Linda Fisher. VP Ingrid McKinney could not attend. Martin Andreasen, manager, and resident Doris Propheta also attended.
3. Approval of Minutes of the April 19th, 2007 Board Meeting
Minutes of the April 19th were read by Sharon Skaggs and 3 changes were made. 1. Regarding the Chris Cook overpayment, the word “charge account” was changed to “expense account”. 2. More explanation was requested on the paving cost. The $34,337.90 is all that the paving reserve fund has available and the board is working to keep under this amount. 3. Handicapped ramps: Board made perfectly clear that they are working with and will continue to work with the Fair Housing Authority to assist those residents requiring handicapped ramps. It is also understood that the resident is responsible for the contractor plans, construction material, cost, and liability of any ramp construction.
4. Financial Report: Marty stated that there is $159,723.72 in the operating account and $148,653.16 in the Reserve account. Barbara Long stated that it would make good sense to take a large portion of the operating capital and place in a CD. Colonial has a 13 week CDARS currently paying 4.8% and insured to $2 million dollars. Barbara Long made the motion that they put $100,000 from the operating fund into this CDARS. BT seconded the motion and all were in favor. Two officers will sign the forms to move this money.
Marty stated that most accounts were current with the exception of 8 who have balances due since 2006. One owner sent a letter to the Board asking for more time to pay her debt. While late fees and interest will continue to accrue, the Board agreed not to take foreclosure action until June 20th.
5. Unfinished Business:
Paving Update:
Donna stated that all the patch work had been completed. She said that the work was done for under $3000.00 when the quotes had been $4000 and $7000 at the North end by the car wash. Donna said JRS will begin seal coating within the next 2 weeks. As soon as a start date is known, we will start notifying residents in the respective areas. Donna stated that JRS has plenty of experience in coordinating parking while doing pavement work and that Tony will help and direct the parking situation. All were in favor of that idea.
Porch Repairs: Marty stated that he had contacted JAG for a bid on replacing just the wood structure of the porches in need of repair and give a second bid on replacing the screen portion. By taking previous bids and separating the work and material down in this manner, it was suggested that Sunrise Landing have JAG do the wood repair and check out East Coast’s price with the permits to compare with Advance Aluminum for Screen Enclosures. It was suggested that these 2 companies work together and take building #7300 at wood repair price of $11,875.00 and screen repair bid of $7,434.00 or $645.00 for the first floor and $594.00 2nd floor per unit.
Cliff Kott submitted another bid from East Coast Screens, Inc. This bid was ˝ the price of the lowest bid that had been received. Manager was concerned that with such a low price; further investigation should be taken in regards to East Coast Screens. Marty stated he would get a couple of references from other jobs of this size. All agreed. Everyone thanked Cliff for his work.
Motion made by Sharon Skaggs to have Jag and Advanced or East Coast Screen start on building 7300 as soon as possible. BT seconded the motion. All in favor. Marty said he would coordinate the project with JAG and Advanced Aluminum or East Coast Screen.
Electric Overpayment in 2005: The board received an e-mail from the attorney with his recommendations on this situation. Based on Paul Wean’s advice, Barbara Long made a motion to have the attorney call Sentry Management in hopes of resolving this matter, but if not, to continue to pursue legal action against Cook and Sentry. Linda Fisher seconded the motion.
In favor-Beverly Lloyd Thomas, Linda Fisher, Cliff Kott, Donna Zimmerman and Barbara Long. Opposed- Sharon Skaggs. Motion passed in a majority.
Drywall reimbursement claim: Is being discussed with the attorney since insurance company will not pay for any damages.
Stairwell Painting: Rick is continuing to paint the stairs. There was discussion on painting the steps, but no action was taken.
Pool Repair: Marty was asked to contact the pool company for a completion date on the on-going repair problem. This will be completed by end of month or another company will be obtained to complete the work.
6. New Business:
Landscaping: Donna Zimmerman, Brandon and Michael Silverstein from US Lawns, Ingrid McKinney, Brian Lloyd, Rick Hatfield and manager walked the grounds Tuesday, April the 15th in order to point out the concerns over the work being done. After viewing grounds and pointing out such problems as lack of weeding, edging, and bush trimming, the group decided and asked US Lawns to cut the bushes in front of the windows down to the height of the window sill and do a better job of weeding and trimming. US Lawns agreed, but added that mulch would help with the weeding problem. Donna explained that there was no money in the budget to mulch this year. Marty asked Brandon if US Lawns would submit an estimated cost for mulching the entire grounds and then the board could look at this for a budget on mulching for next year. Brandon said he gave one this year, but that he would get us another bid. On the issue of grass trimming being blown back into the grass, Brandon said they would try and move the trimmings to the parking area. All members agreed to start at 7150 building, so that all could see the results.
Sunrise Landing Gazette: BT has written a new Sunrise Landing Gazette. She wanted this mailed as soon as possible. Donna objected for the reason of the cost of postage. Marty said it might be possible to place the information on their Web page that is furnished by RDI. Discussion from the members was mixed for and against, citing that some people do not have access to a computer. Marty said he would check into the idea more.
7. Owner Input: None
8. Set Next Meeting: The next meeting will be held Thursday, June 21st at 6:30 pm at the Sunrise Landing Office 7350-Unit # 105. Motion made to set new time to 6:30 pm by Linda Fisher. Motion seconded by Sharon Skaggs, all in favor.
9. Adjournment:
There being no further business, the meeting adjourned at 9:15 pm.
Respectfully submitted,
Martin J. Andreasen, LCAM #29711
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
Thursday, APRIL 19, 2007
1. Call to Order
The meeting was called to order at 6:15 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). Linda Fisher could not attend. Martin Andreasen was introduced as manager from Reconcilable Differences Management Company. Six owners attended: Jack Landgrover, Terry Skaggs, James & Thelma Klein, Earl McKinney and Walter Bobka.
3. Approval of Minutes of the March 14, 2007 Board Meeting & the March 25th Organizational Meeting:
Two changes were made to meeting on 25th: Paragraph 4 delete line reading “They interview new owners and new renters to go over rules and regulations of living in a deed-restricted community, which helps everyone abide by the rules” and Paragraph 7 change building from 7490 to 7450.
Donna motioned to approve both minutes with changes noted. This was seconded by BT, all in favor.
4. Financial Report: Marty stated Operating account $150,961.17, Reserve account $149,488.72. The Association is under budget by $7,405.29. Water and sewer bills were high and he recommended that a spreadsheet be kept on all buildings to separate usage. Also, suggested to send out notices and make all residents aware of water leaks in their home. Maintenance man costs were budgeted for $4446.75 and actual was $2180.25. Barbara stated some of these savings were due to Rick being paid some money out of the painting reserve. All agreed that Rick is doing a great job and is saving them money.
5. Unfinished Business:
Paving Update:
Terry Skaggs discussed what he believed is the water problem with the parking lot. Terry stated that rain washing down from Highway US 1 and the grass area is the problem and not the car wash. Members agreed not to accept bid from JR’s until further discussion and other options are found. Board asked that management, residents and a couple of board members meet with Tony from JR’s. Current budget for project is $34,337.90. Barbara asked that the Board try to stay within this budget and all members agreed.
Porch Repairs: After much discussion, the Board requested that two more bids be obtained before making any decisions. Marty noted that there is a time frame of 6 months to start this project, based on the county building inspector’s letter.
Slip and Fall insurance claim: Pending
Dumpster: Waste Management continues to upgrade to better dumpsters. The broken dumpster was replaced.
Environmental Testing by EPA: Bill Foster is still monitoring the air quality between the two power plants. We hope to have a meeting in the future to hear the interim results.
6. New Business:
Electric Overpayment in 2005: In 2005, Sentry Management paid Chris Cook Electric $2,479.00 which was the account charge code for hurricane repairs, instead of the $190.00 that he had billed. In November 2006, Donna found this error and called Mr. Cook. He did not respond to her calls, Barbara Long’s calls or a letter from RDI. The Board agreed to have attorney Paul Wean send a final letter and to date, Mr. Cook has not responded. Mr. Wean recommended the Board file suit against both Sentry Management and Chris Cook Electric. Donna Zimmerman motioned to include Sentry in the suit as well. Ingrid McKinney seconded, all in favor. It was noted that attorney Wean will need a $450 retainer to start this filing.
Termite Damage Repairs: Marty spoke with Tom from Terminex and Tom stated that one incident at the northernmost building is still in review, but no live termites were found.
Drywall reimbursement claim: All members were opposed to paying any amount of money to repair the drywall inside a unit where water damage occurred from an upstairs leak.
Car wash and dog signage: Marty to get size and cost of signs. Six signs needed along with two of the signs to have “Dog Walk” added to them. A new request was to install a new pool gate sign as well.
Tennis Court Net: Marty to get prices on new nets.
Alarm repairs: Marty stated that he spoke with Warren Martin from the Fire Marshall’s office. Mr. Martin agreed that if we get the electrician to fix the one alarm and notify him of the repair, this would resolve the problem. Marty called one electrician, but no return call, so Marty was given the number of Budd at Cape Electric. Board also asked that Cape Electric look at the sauna problem.
Car Wash Location Move: Put on hold till the repaving issue was resolved.
Handicapped Ramps: A recent purchaser has verbally requested the ability to install a ramp at the sidewalk near her unit. Several suggestions were made, but all were in favor that the resident is responsible for construction that meets the required guidelines. Board will wait for a written request before pursuing details.
Stairwell Painting: Rick is continuing to paint the hand rails. There was discussion on painting the steps. Marty said that he might have more information on paint for the steps this next week.
North Fence area: Marty has spoken with Jennifer from the Brevard County Public Works. Jennifer said she would look into the matter and get back to management soon.
7. Owner Input: Mr. and Mrs. Klein expressed their concern about the loose dog problem. Donna said that anyone seeing a loose dog should call the office or an animal control agent. Every effort will be made to solve this problem and the new signs hopefully will help.
8. Set Next Meeting: The next meeting will be held Thursday May 17th at 6:30 pm Sunrise Landing Office 7350-Unit # 105. Motion made to set new time to 6:30 pm by Ingrid. Motion seconded by Barbara Long, all in favor.
9. Adjournment:
There being no further business, the meeting adjourned at 8:52 pm.
Respectfully submitted,
Martin J. Andreasen, LCAM #29711
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
ORGANIZATIONAL MEETING
held
SUNDAY, MARCH 25, 2007
1. Call to Order
The meeting was called to order at 6:00 p.m. in the on site office.
2. Establishment of a Quorum of Directors
Board members present: Cliff Kott, Barbara Long, Ingrid McKinney, Beverly Thomas and Donna Zimmerman. Linda Fisher and Sharon Skaggs could not attend. Roberta Kott also attended. Michelle Dugan from Reconcilable Differences was present by phone to take minutes.
3. Elect Officers
BT motioned to appoint Barbara Long as Treasurer. Ingrid seconded, all in favor.
Ingrid nominated Sharon Skaggs as Secretary. BT seconded. All in favor.
Donna nominated Ingrid as Vice President, BT seconded, all in favor.
BT nominated Donna as continuing President. Ingrid seconded. All in favor.
Cliff Kott, Beverly Thomas & Linda Fisher will be directors.
Cliff would like to help with maintenance and pool oversight and was thanked for taking that responsibility.
The office volunteers are vital to the smooth-running performance of the Association. They interview new owners and new renters to go over rules and regulations of living in a deed-restricted community, which helps everyone abide by the rules. The volunteers also hand out parking passes and pool keys. Anyone interested in donating some time to helping in the office, or with the landscaping or maintenance committees are asked to call the office or management with their offer.
For now, the volunteers in the office will not change. On Mondays, Helen Gedutis will man it. On Tuesdays, Ingrid McKinney will work and on Thursdays BT is still willing to work. Doris Propheta will be working Monday after April 15th. The office hours are 10 am to 1 pm.
There was discussion about an oversized dog seen at the south end of the property. More investigation will be done. All are reminded that pets must always be on leashes, owners must clean up after them and pets must be under 29 pounds at full weight.
A termite was seen near the repair work being done on 7490 building. This will be brought to the attention of Terminex.
Adjournment:
There being no further business, the meeting adjourned at 8:20 pm.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
SUNRISE LANDING CONDOMINIUM ASSOCIATION
ANNUAL MEETING
March 21, 2007
CALL TO ORDER: The meeting was called to order at the Blessed Sacrament Church at 5135 N. US Hwy 1 in Cocoa at 7:00 p.m. by Donna Zimmerman.
GUEST SPEAKER: Steve Robertson of SJR Insurance was present 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 renew 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 and with Donna’s help, wind mitigation credits were received which lowered the 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 on the account by almost $4,000 per month. It was also stated that some personal insurance policies will also give 13% wind mitigation credits due to the hurricane clips used on the roofs. Ask the office for a copy of your building’s mitigation form if needed.
Steve 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.
GUEST SPEAKER: Byron Evetts, engineer from Existing Structures was present to discuss the porch and balcony damages needing repair. He stated that the findings were significant and one balcony “set” (top and bottom units) was deemed unsafe and has been repaired. One other has also been repaired, although not deemed unsafe. There were significant findings in 70 units. Handouts were disbursed to those present to discuss costs for repairing only “High Priority” damages, at a cost $288,148 up to “Complete Repairs” which would include repairing all damaged areas and totally re-screening all 236 balcony sets, with a cost of $428,841. The costs were based on five estimates already received from contractors, but he is waiting on one more estimate from a company that residents wanted a price from, so the figures might change slightly. Any new work completed will be done based on the 2004 hurricane codes. All estimates include labor and materials and there are no hidden costs. All bids come 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 could direct water flow into the units, causing more problems.
Byron stated that is should take about one year to complete the full repair and enclosure installation. They would start at one end of the property and finish one building at a time. Based on estimated extra funds in the operating account right now, voting in favor of “Complete Repairs” would be about $1,500 per unit. If “Complete Repair” is done, any plexiglass or other enclosures would have to be removed and would only be allowed back up if permitted by the county, and at the owner’s expense.
CERTIFICATION OF PROXIES & ESTABLISHMENT OF A QUORUM OF MEMBERS: The required number of members to hold the Annual Meeting is 119. Alex Durwoody certified that there were 47 proxies and 48 units represented in person, for a total of 95 units represented. This did not constitute a quorum, so this could only be an informational meeting and even last year’s minutes could not be approved.
READING AND APPROVAL OF LAST YEAR’S ANNUAL MEETING MINUTES: Due to a quorum not being present, the reading was waived and not approved.
PRESIDENT’S MESSAGE: Donna expressed appreciation for the Volunteer Support, with special thanks to Walter, Bob, Jim and George. Volunteers have completed landscaping, pool decking and dock work and have saved the Association thousands of dollars.
The seawall replacement and repair is completed, gutter work is completed, and painting of stairways is underway.
Termite season is now upon us. Please report any sightings immediately. Without proof of sighting, the termite bond will not be effect and the Association is responsible for repairs.
There is a new lawn service in place as of January and the grounds are looking better. We will be patching and then sealing the pavement in the next few weeks.
A unit owner gave thanks to the board for their hard work and dedication to the Association.
TREASURER’S REPORT: Outgoing treasurer Brian Lloyd stated that the Association is doing well financially. As of the February 28th financial report, we have $140,000 in the operating account, $146,000 in reserves and $10,600 in damage deposit fees. $9,200 in the reserve account is from a special assessment that has not yet been used for office air conditioner and landscaping work. The parking lot resurfacing and repairs will be covered by Reserves of about $25K. Owners are paying enough now that bills are being paid and we are able to establish some savings. The 2005 Audit was completed last September and the 2006 Audit is currently underway. The porches will be a big expense, with approximately 50% of the cost going to new enclosures. Brian’s recommendation is that all work be completed now and not try to spread it out. The lower insurance costs due to the mitigation credits saved over $30,000.
PRESENTATION OF 2007-2008 BOARD MEMBERS: Those who offered to serve are Linda Fisher, Cliff Kott, Barbara Long, Ingrid McKinney, Sharon Skaggs, Beverly Thomas and Donna Zimmerman. Donna stated that Board meetings are held monthly and all are welcome to attend. If you have questions, please let management know ahead of time so answers can be available at the meeting. Brian Lloyd was thanked for his service. He will be missed.
OPEN FORUM: Michelle Dugan of Reconcilable Differences was introduced as the new management company. She was thanked for organizing the financials.
The on site office hours are Monday, Tuesday and Thursday from 10 am to 1 pm. If you have any issues after hours, please call the management office at 321-799-0660.
We have annual fire ant and termite service agreements, so please contact management for re-treatments at no cost.
Patching and re-paving of the parking lots will begin in a few weeks. Letters will be posted so cars can be moved when work in their area is being done.
Donna reminded residents that no trees or large shrubs can be planted without Board approval. Some species will grow out of control in a very short time. Planting of annual flowers is acceptable without permission if they are maintained. If you are not sure about what is acceptable, contact the office or manager.
The pool heater is being turned up too high and causing problems. It cannot go above 85 degrees or the unit freezes up and a service call is required. Someone is reaching through the fence and turning it up, so a locked cover of some kind will be installed. Someone is also getting into the storage room and a new tarp was stolen that will now have to be replaced. All locks have now been changed.
A resident owner thanked all participants in the monthly pool parties. She asked for some kind of stackable chairs to accommodate more people. Donna asked Barbara Long to look into prices and styles of chairs.
Euchre and pinochle games are held at the south pool on Fridays at 1:00 p.m. Beverly Thomas said it is a good way to meet your neighbors and have fun.
The dumpster in front of 7420 has a broken lid. Manager has already called Waste Management twice and will call again for an update on date of change-out.
There was a mugging/robbery at Publix recently. The perpetrator was caught, but residents wanted all to be aware and careful. If you see anything or anyone suspicious on the property, call the police.
There was a company that was recommended by some for window replacements after the hurricanes. That company went out of business and their work was not completed properly. Make sure that any contractor you use is licensed and insured and that they have a permit to do your work. Competitive bids are important. Window replacements must be approved by the Board of Directors, must be code-compliant, and must match existing windows.
ADJOURNMENT: Beverly Thomas made a motion to adjourn the meeting at 9:10 p.m. Ingrid McKinney seconded the motion and all were in favor.
Submitted by:
Tina Lybarger, Reconcilable Differences
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
WEDNESDAY, MARCH 14, 2007
1. Call to Order
The meeting was called to order at 6:00 p.m. in the office.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, Secretary Barbara Long, Treasurer Brian Lloyd and Directors Ingrid McKinney and Sharon Skaggs. Vice President Beverly Thomas could not attend. Michelle Dugan from Reconcilable Differences Management Company and six owners attended: Robert Esser, Doris Propheta, David Vallelonga, Alex Dermody, Patti and Leon Quandt.
3. Approval of Minutes of the February 21 Meeting
Barbara Long read the minutes of the February meeting. With a change of Bob Esser being asked to help Rick learn how to clean the a/c cleanouts, Donna motioned to approve the minutes as written. Barb seconded, all in favor. There was discussion about why these lines were an Association responsibility. Brian stated that the lines serve two units, so therefore this becomes a common expense.
4. Financial Report:
Manager stated that draft financials show $146,572 in Reserves and pre-paid owner assessments of $23,803. Accounts overdue are $10,065, but much of that is probably not accurate. We are waiting for written proof from many who say they paid. Year to date, we show $207 over budget. We are doing very well. There was much discussion about overdue accounts and the fact that if not paid for 2 months, we will file a lien on the unit and have the right to foreclose for unpaid assessments.
5. Unfinished Business:
Pool Deck Repairs: We received a lot of estimates, but Bob Esser repaired the cracks and sealed the deck, saving the Association thousands of dollars based on current bids. We believe the county will accept this repair. The railing work was approved at the last meeting, but has still not been completed. Once this work is completed, the balance of the Special Assessment that was earmarked for these repairs will be placed in the pool reserve account for future completion and deck painting, as agreed.
A resident asked about obtaining new tables and chairs for the pool area. Sharon, Barbara and Ingrid agreed to start investigating prices. If any owners have alternative solutions for good quality furniture at a good price, let management know. There is money in the regular operating budget for pool furniture.
Dock Work: Bob Esser, Jim Trusick, George Klug, and Pete Shummer power washed the south dock and installed heavy monofilament line through eye hooks to keep the birds away. They also sealcoated the dock and it looks wonderful now. Thank you to our wonderful volunteers who have again saved the Association money!
Air Conditioner: The air conditioner in the office must be replaced and there was much discussion about Freon versus the Puron systems. A/C companies say that Freon will be available for 13 years more, but the actual units will only be made for another 3 years. Ingrid motioned to purchase the more “environmentally-friendly” Puron system from Kabran with a 13 seer, 2 ton unit for $3,700. Donna seconded, four in favor. Barbara Long not in favor, motion passed.
Asphalt Sealcoating: JR’s will start repairing the holes in the road in the next two weeks. They will then map out how the sealcoating will be handled and in approximately one month the roads will be coated. It was brought up that Sunrise Village has no car stops in front of the buildings and two Board members wanted to move stops to areas where there are broken ones needed instead of paying $55 for new ones. Ingrid agreed to walk the property and check out how many stops could be moved or removed and how many more will need to be purchased. There was discussion about the entrance area and the need to revise the turning radius to help the fire department. They will be asked to come out and discuss this before any changes are made.
Porch Repairs: The engineer met with four contractors and will meet with 2 more in the next week for a pre-bid walkthrough to ask and answer questions. We hope to have costs and information at the Annual Meeting. The engineer will be at the Annual Meeting.
Environmental Testing by EPA: Bill Foster is still monitoring the air quality between the two power plants. We hope to have a meeting in the future to hear the interim results.
6. New Business:
Termite Damage Repairs: While remodeling a bathroom, a resident found damage but no live termites. Terminex has agreed to pay 40% of the repair costs with the Association paying the rest. Sharon Skaggs motioned to enter into a contract with Terminex in which the Association pays 60% of the cost to the contractor and the contractor will receive the other 40% directly from Terminex. It was noted that Terminex would have paid 100% if live termites were found and two bids were received. Barbara Long seconded, all in favor.
Slip & Fall Report: Information has been received by management that a resident fell on the walkway and hurt herself. The attorney and the insurance agent agree that the insurance carrier must be notified of these types of claims as soon as we receive them. They will be out to look at the sidewalk in question and speak to the resident.
7. Owner Input: None
8. Set Next Meeting: The Annual Meeting will be held next Wednesday, March 21 at 7 pm at the church. All owners have received the agenda and meeting address in the mail and it was posted in the timeframe required by Florida Statute 718.
9. Adjournment:
There being no further business, the meeting adjourned at 7:50 pm.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
held
WEDNESDAY, FEBRUARY 21, 2007
1. Call to Order
The meeting was called to order at 6:00 p.m. in the office.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, Secretary Barbara Long, Treasurer Brian Lloyd and Directors Ingrid McKinney and Sharon Skaggs. Vice President Beverly Thomas could not attend. Michelle Dugan from Reconcilable Differences Management Company and ten owners attended: Dave Carlson, Alex Dermody, Robert Esser, Midgie Fannon, Helen Gedutis, Doris Propheta, Peter Schummer, Nick & Jeanette Suit and Val Vallelonga.
3. Approval of Minutes
Barbara Long read the minutes of the November 12, 2006 meeting, which had not yet been approved. This meeting was about approving SJR as the insurance agent for 2007 with coverage at 100% of value. It also approved the use of Existing Structures Engineering for porch inspections and specifications for repair and plant purchase. Donna motioned to approve these minutes as read. Brian seconded, all in favor.
Barbara read the minutes of the January 19th meeting. Donna motioned to approve these as written. Sharon seconded, all in favor.
4. Financial Report:
Manager stated that the Operating Account has $140,093 and the Reserve account has $144,194 in separate repair accounts. We are currently under budget for the one month of 2007 by $3,917.39. We are working on the receivables as were handed over from SCPM. Many balances were incorrect and management appreciates the help of the owners in providing proof of past payments where needed.
Unfinished Business:
Fertilization: A bid from Pearce Spraying was much higher than the current TruGreen price, so Donna motioned to approve the contract for another year. Barbara seconded. The annual fire ant treatment and grass fertilization and pest control were done last week. All were in favor of keeping the TruGreen contract in place. Donna stated that if a resident sees a fire ant problem, please call or write up a work order with details of the address where seen. TruGreen will then re-treat.
Pool Deck Repairs: Sutton Pools had bid $255 to repair the wobbly railing in the south pool, a violation noted by the health department on their last visit. When they came to make the repair, they found that the option they bid did not work. They re-bid $355 to drain the pool a bit to install the two anchors needed. The Board accepted this increase.
A third bid was received for the pool deck and tile repairs that were noted as violations by the health inspector. The new bid added the “No Diving” tiles instead of painting the letters on the coping. They also bid a paint stain for the deck after all the repairs are made.
Because the 3 bids were not based on the same specifications, a comparison will be done and more information obtained before the next meeting.
Air Conditioning: Three bids were received from $2577 to $4798 and there was discussion about puron versus freon and the years left before no freon will be available. After much discussion, a resident said we should obtain a bid from Platt’s A/C and we should confirm the rebates available from FPL and the IRS. This will be done before the next meeting.
Asphalt Sealcoating: A third bid was received as requested by a resident at the last meeting. Bids for the sealcoating and striping ranged from $21,795 to $33,255 and the patching was included by JR’s, who did the last job. Donna motioned to accept JR’s Asphalt bid of $21,795 and take the money from Road Reserves. Sharon asked about his alternate bid. Donna stated that Tony from JR’s also bid $3,295 to dig out the curb extension at the south entrance where the fire trucks have trouble entering. Although this does not include curb replacement, it removes the long curb and adds asphalt at that area. Sharon modified the motion to award the contract to JR’s Asphalt per his entire bid which includes the island repair. Ingrid seconded, all in favor.
Brian was asked to work with Tony again on this project to ensure all potholes are repaired, and Bob Esser was thanked for filling the largest pothole recently. Manager was concerned about adequate notice to owners who may have vehicles on site when they are not here. A map of the property will be blocked out and plenty of notice will be posted as to when and where to park while this job is underway.
Porch Repairs: The last of the inspections were done this week. There were still 7 units that we could not gain access to, but these will have to wait until the work is underway. A number of balconies have carpet and/or plywood and these must be taken up before inspection can be accurately done. Tile is a different issue. If it was installed properly, and the grout sealed, it could have undamaged wood below. The main concern at this time is glued down carpets and plywood. These cannot remain on the balconies. There was discussion about what the developer allowed or installed but glass enclosures are not allowed now.
Environmental Testing by EPA: Donna stated that Bill Foster is still trying to monitor the air quality between the two power plants, and currently an oily film is sometimes found on vehicles, but no one is taking responsibility to clean them up, so Donna recommended an inexpensive car cover. Unfortunately, someone pulled a portion of the quality testing equipment out and a part is now broken. Someone also turned off the power in the room, which turns off the monitoring machine. This information would have shown the poor air quality and could have helped to get the utility company to comply with restrictions, but now that information is gone. The Board discussed and agreed to change the lock on that room with limited access for the future.
New Business:
Annual meeting: Seven candidates offered to serve on the new Board, so no election is necessary. The second notice of the meeting will be mailed out more than 14 days before the meeting, which will be held Wednesday, March 21 at 7pm at the Blessed Sacrament Church. All information will be on the agenda which will be mailed to all owners and posted on site. The seven Board members will be Linda Fisher, Cliff Kott, Barbara Long, Ingrid McKinney, Sharon Skaggs, Beverly Thomas and Donna Zimmerman.
Owner Input:
A resident felt the dock was a disgrace due to the bird excrement that is now thick and uncleaned. He said he and another resident hosed down and scrubbed the dock, but 3 days later it was filthy again. He recommended attaching stainless steel screw eyes and fishing line. There was much discussion about signs, a heavy test fishing line and people feeding the birds. Sharon motioned to allow Pete Schummer and Bob Esser to spend up to $100 to purchase the needed materials and the volunteers will do the work. They asked that Rick then pressure wash the area. Vote: Ingrid was not in favor, but all others were. Motion passed.
Barbara stated that Rick is doing a great job in getting sprinkler problems fixed with Walter Bobka. They are having to tear out old shrubs to get to the broken heads and pipes. He is also sanding and painting stairwells. He has so far completed the stairs in #7150, 7460, 7470 and now he is working on 7450 and 7160. He is power washing, sanding the rusty portions, priming and painting. Once this work is completed, the outside walls of the buildings will be pressure washed to remove the mold. It should take about 6 months to complete all this work. A resident felt the outside of the buildings should be done first, since these are seen first as you drive in. Bob Esser was asked to show Rick how to clean out the air conditioner lines, which should be done two times per year.
At this time, Rick is working 40 hours per week because although only 20 hours per week was budgeted, the Board has approved using Painting Reserves for the stair painting work. He also volunteers with Walter on sprinkler work. He is working on cleaning the mold off the pool decks and currently gives more than 40 hours worth of time. He had said he would need to look for another job to compensate for the cut in pay, so all Board members were agreeable to paying him $2.00 more per hour.
Sharon stated that she sees a huge improvement in the landscaping since the new company took over. She is very happy with the landscaper. Donna stated that Walter Bobka and Rick are also doing a lot of trimming and weeding.
A resident asked what the general plan will be on repairs to porches. Donna stated that the engineer will have a report ready within 2 weeks. It will discuss needed brackets, headers and other items and will put all repairs in a priority order. He will give options and costs and a representative of the company will speak at the Annual Meeting.
Termite damage was found in the walls of a unit and Terminex did come out to inspect. Unfortunately, since no live termites were found, obtaining the repair money from Terminex will be difficult. They are supposed to do quarterly inspections of the canisters and spray monthly. Some residents feel these are not being checked regularly. Some lids have been broken off for months or have been under the mulch that was placed in the spring of 2005. Terminex will be asked to schedule these visits with us so we can walk with them or at least check where they inspected.
There has been a vehicle break-in on site.
A resident asked for written permission to install a rug on the stairs and landing in his building. Some Board members felt these shouldn’t be allowed because they aren’t being taken care of.
Manager recommended that the Board make rules regarding what can be installed and how it will be cared for. Discussion ensued and Board agreed that the bluish-gray colored carpet has been allowed in the past. Manager recommended that Board must approve the color and that the carpet must be kept in good appearance with no fraying or threadbare areas. Whoever puts it down must maintain it and if the installing owner sells and moves, the new owner will be responsible to maintain or pay to remove it. If removed, the Association will then take responsibility for painting the stairwells. Donna motioned to allow rugs in the hallways as has been done in the past, with the color being approved by the Board before installation. The owners installing the carpets must be responsible for maintaining them and removing them if required. Barbara seconded, all in favor.
Set Next Meeting:
Although the Annual Meeting is in one month, the Board agreed to meet in 2 weeks to decide on pool deck repair bids and air conditioner replacement for the office. The meeting will be held on Friday, March 9th at 6pm. (Addendum: That meeting was moved to Wednesday, March 14th in order to have more information needed for discussion)
Adjournment:
There being no further business, the meeting adjourned at 8:25 pm.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
FRIDAY, JANUARY 19, 2007
1. Call to Order
The meeting was called to order at 6:05 pm in the office. Residents were reminded about the Activity Night at the South Pool, next Wednesday at 5:30 pm. Dress as a Cowboy and bring a dish to share and your own beverage.
2. Establishment of a Quorum of Directors
Board members present: President Donna Zimmerman, VP Beverly Thomas, Secretary Barbara Long, Treasurer Brian Lloyd and Director Ingrid McKinney. Director Sharon Skaggs could not attend. Twelve residents attended: Ruth & Frank Talbott, Patti & Leon Quandt, Robert Esser, Lathan Hudson, Walter Bobka, Carol Anderson, Janine Lemieux, guest Ed Cichowski, Ken Schmeling and guest Sharon Summers. Manager Michelle Dugan from Reconcilable Differences also attended.
3. Approval of Minutes
BT read the minutes of the December 29th meeting. Mr. Esser stated that the seawall has a total 2800 linear feet. The seawall was fully repaired, but SBA measured 274 feet less than actual. Brian stated that the financial report was unclear with regard to the Special Assessment. Due to mis-coding of bills by Sentry Management, money had to be transferred between operating and Special Assessment accounts to cover approved bills. With these changes, Brian motioned to approve the minutes, BT seconded, all in favor.
4. Annual Audit
Three bids were received. The last CPA, Bray Beck and Koetter, bid $10,000 for an audit. Forensic Accountant James Milucky bid $6,500 and Ron Cole & Associates bid $4500-$4900. This includes the tax return. Manager stated that she was familiar with all three firms and that Ron Cole’s work has always been good. BT motioned to approve the use of CPA Ron Cole for the 2006 audit and tax return, based on manager’s recommendation. Ingrid seconded. Brian stated that $5,000 was budgeted for the audit. All in favor.
5. Pool Deck Repairs: One written bid was received, at $15K for the north pool and $10K for the south pool, to repair the broken deck and re-coat it. More bids are forthcoming, but this bid was much more than expected and volunteers felt they might be able to do the repairs required by the county. Donna stated she would ask Mr. Garcia, who had voluntarily replaced tiles in the past, if he would be willing to help again. Rick had been asked if he could make these repairs and he did not feel capable of it.
6. Asphalt: The bids to recoat the driveways and parking lots, replace broken car stops and re-stripe all lines have not been received in writing yet. Tony, from JR’s Asphalt, did verbally stated that he would stand by his 2006 bid except for the new holes that have to be filled. There is $31K in Road Reserves, and his bid was $23K in April 2006. Manager was asked by a resident to obtain 3 bids.
7. Lawn Service: US Lawns started on January 1, 2007. The first week, they brought in a crew of 8 and worked over 8 hours. The following week, the owner came in to say they would not be able to bring the property up to par in 1 month; it would take 2 months instead and they would be in every other week in the winter. He said the detail work was much more time consuming than they thought and they were willing to walk away from the project rather than lose money, at $3,900 per month. Three more bids were requested and two were more than double the cost; $8800 and $9600 per month. A third bid is expected, but US Lawns did express a desire to make this work. The manager recommended we give them three months to see if the quality improves.
8. Porch Repairs: Ulbricht Construction was brought in to make the repairs to 2 units, but once they removed the screen enclosure, they found more damage and had to order more rough-hewn cedar. There was discord about why the engineer hadn’t found this damage in his original assessment. The current bid to do this work is $2,750 per patio/porch address. Today, while drilling 7430, they cracked the cement. Some in the audience felt this now needs a new footer or a stainless steel plate to be strong enough to support the second floor porch. The engineer will be contacted about that. Mr. Schmeling stated that his porch is starting to pull away from the building, so the engineer will also be asked about this. Mr. Schmeling presented a letter from Mr. Garcia offering to help with oversight or assistance. He will be asked to be a part of the committee. Another resident asked that the Board start saving funds in a “Wood Replacement / Repairs” account in next year’s budget.
9. Owners Input: A resident asked about the meeting at which the Board voted on SJR for the Property Insurance. This will be researched.
10. Adjournment:
There being no further business, the meeting adjourned at 7:40 pm.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Community Association ManagerReconcilable Differences, Inc.