Sunrise Landing Condominium Association, Inc.
Minutes of the Board of Directors Meeting
Tuesday, December 9, 2008
1. Call to Order:
President Sharon Skaggs called the meeting to order at 7:01 p.m. Other Board Members present: Linda Fisher, Vice President, Barbara Long, Treasurer (via phone) and Directors Cliff Kott and Tyler Sirois. Secretary Beverly Thomas could not attend. Also in attendance were Linda Arahill, RDI Community Manager, and owners Donna Zimmerman, Ken Schmeling, and Bob Esser. Guest speaker was insurance agent Josh Ranew.
2. Approval of Minutes:
It was moved by Barbara Long and seconded by Linda Fisher to approve the minutes from the November 6th, 2008 Board meeting as written. All in favor. Motion adopted.
3. Financial Report:
Barbara presented the latest Financial Report as of November 30th: The balance in the Operating Account is $91,313 with Prepaid Assessments being $41,281 of that total. Reserves have $169,322 currently. We have two foreclosures and 3 collection accounts for a total of $15,310. The porch repairs are almost complete and the last check of $18,000 will be written to pay Jag Enterprises in full.
4. Management Report:
Ms. Helms provided a written manager’s report, a copy of which is attached to these minutes, along with an updated action report. Rick has finished the South Pool painting of the fence. Rick will repair the damage to Bldg. 7470 as a result of a resident’s car running into corner of the front entry. All related repair costs will be submitted to the resident’s insurance company for reimbursement.
5. Committee Reports:
Porch Project: Ken Schmeling and Cliff Kott reported the last building, #7200, is being finished by JAG Enterprises. Ken has submitted a binder showing all the details of the porch project so that historical data can be accessed when needed. Ken has also submitted a letter to send to all owners on "The Guidelines of Porch Care". This letter will be mailed with the coupon books this month.
Parking Decals: Cliff reported that approximately 61 units are still without decals. Notices on how to obtain a decal are still posted on all the buildings. After the New Year, this letter will be revised to require compliance or towing will start. Sharon suggested forming a committee of volunteers to write down vehicle tags that are without decals. Cliff and Linda Fisher volunteered to do this. Expired tags will also be acted on, with intent to tow in 24 hours.
Insurance: Josh Ranew spoke about the Property, Wind, Liability and Fidelity bond coverages which are renewing December 31st. The property is currently covered by Citizen’s Insurance, and Josh recommended staying with them even though one other company agreed to insure also. The other company is new and not as highly rated. Premiums were lowered for 2009 due to no hurricane damages the past 2 years. That, coupled with the wind mitigation credit allowed by Citizen’s, will give the Association a savings of $27,000 from last year’s premium. The total of these insurance policies will be $132,162.11 for 2009. The Association will make a down payment and 11 equal payments over the eleven year. Barbara Long motioned to keep the policies with Ranew and Citizen’s Insurance. Tyler Sirois seconded, all in favor.
6. Unfinished Business:
Sea Wall Repairs are still uncompleted. Linda A. and Rick will ensure this issue is completed.
Roofing Repairs are being questioned by the Citizen’s adjuster, after a claim was filed about the shingles lifting in the September storm. Citizen’s will be sending out an engineer to inspect the building roofs.
Responsibility for Maintaining North Ditch: Tyler Sirois was asked to take this issue on, since he works in the county offices. We need to see a survey showing the exact boundaries of the property. Tyler was asked to contact the electrical plant to the north to see who owns this “canal” between the two properties. It is littered with debris and needs to be trimmed and cleaned out.
7. New Business:
Annual Meeting: The governing documents require the Annual Meeting to be held the third Wednesday of March at 7:00 p.m., so this will be March 18th, 2009 at the Blessed Sacrament Church. All were in agreement and the First “60 day Notice of Annual Meeting” will be mailed out mid January. Linda Arahill will secure the date and time with the church.
Handyman Projects: Rick submitted a list of needed maintenance and estimated costs:
Tennis Court drainage-$175.00; Flag Poles and walls--$150.00; South Entrance Wooden center poles-$820.00; Light fixture lens replacements with bug lights; installing drainage pipes through the sea wall; Stripping & resealing the south lot; Painting tables and replacing a window at the South pool.
Sharon suggested putting a list of priorities into place so Rick can get this work started. Linda Arahill suggested taking photos of the areas needing repair to make it easier for the Board to decide on suggested projects in the future.
Landscape Contract: There has been miscommunication with Commercial Mowers, so management and the Board will meet soon to resolve problems. If these problems cannot be rectified, new landscaping bids will be obtained. .
Flood Elevation Certificates: There was discussion of owner need for these certificates in order to obtain their own flood insurance. Ranew Insurance will be asked for help in obtaining them. Linda Arahill was asked to follow up on this.
The Statement of Work for "New" RDI Contract - Sharon will meet with owner of RDI to discuss 2009 needs in the office and oversight of the grounds at Sunrise Landing.
8. Announcements:
Attorney Paul Wean recommended the Association have four budgets - 3 Phases and a Master Budget, due to the way the Governing Documents are written. Based on discussion among residents, the Board decided NOT to do this for 2009, but work with Paul Wean and the unit owners to implement the 4 phases beginning with the 2010 budget.
Newsletter – The Board decided these would be written and mailed out Quarterly. Look for a January Newsletter.
9. Set Next Meeting:
The next Board meeting will be held Tuesday, January 13th, 2009, at 7:00 pm.
10. Adjournment:
It was moved by Linda Fisher and seconded by Tyler Sirois to adjourn at 8:37 p.m. All in favor.
Respectfully submitted,
Linda Arahill, CAM
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association, Inc.
Minutes of the
Board of Directors Budget Meeting
Thursday, November 6, 2008
1. Call to Order:
President Sharon Skaggs called the meeting to order at 7:04 p.m. Board Members present: Treasurer Barbara Long, Secretary Linda Fisher, and Directors Beverly Thomas and Cliff Kott. Attorney Paul Wean was also present, as were Michelle Dugan and Melanie DeMott of Reconcilable Differences. Eighteen owners attended.
2. Financial Report:
Treasurer Barbara Long reported that as of the end of October 2008, there was $151,726.00 in the Operating Account, $16,895 in the Rental Deposit Account, and $165,163.00 in the Reserve Account. The insurance premium will be paid next month. Currently, the Association pays in full for the smaller insurance accounts and only finances the larger ones. The Association has adequate funds in the Operating to complete the porch project. There are currently three units in foreclosure with past due maintenance fees of $17,700.
Attorney Paul Wean was in attendance and he elaborated on the issue of foreclosures. Florida State Statutes limit the liability of lenders. Basically, upon foreclosure of a unit, the lender is only obligated to pay the Association six months of back maintenance fees or one percent of the original amount of the loan, whichever is less. After foreclosure they are responsible for all current fees, but any past due fees unpaid by the lender are considered a “bad debt” to the Association. Proposals have been made to change these laws but even if they are adopted, they will take time to phase in and will probably only be enforceable on new loans.
Owner Discussion regarding 2009 Budget: The following summarizes the discussion.
There is a substantial amount of money in the reserves for the pools and spas. The Board stated that the Pool Inspector has indicated that both pools and the South spa will need to be resurfaced. The Association feels it needs to begin to build up this line item for this large expense.
The parking lot sustained major damage this year because of all the rain. It will need to be totally repaved, not just patched, in the near future.
When repairing the porches/patios, rotted wood was discovered in many areas that were previously covered by tile or carpet. While the Association will cover the expense of replacing the wood, NO tile or carpets are allowed to be re-installed. Any units that do will be subject to pay for all subsequent damage repairs in the future.
The 2009 proposal has $ 111,000 budgeted for water/sewer. After this amount was proposed, it was reported in the local news that customers should expect a 15% increase in their bills. Therefore, the Association will actively pursue ways to conserve/reduce water usage. For example, it will be imperative that owners report any toilet or other leaks.
Insurance premiums may increase and/or the Association might have a problem obtaining liability coverage because of all the claims that have been paid in the last two to three years. For example, the Association currently has to pay a $ 1,000 deductible on what they consider a frivolous claim. Attorney Wean commented that there is not a whole lot that the Association can do about this. It is the insurance carrier’s responsibility to defend the Association and, if necessary, to pay out claims. Underwriting does look at all claims and it does impact the Association’s ability to obtain insurance and the price it will pay for it. It is of the upmost importance that reports are made to the insurance company within a short period of time or they can claim they are no longer responsible because the matter was not turned over in a timely manner. If a suit is definitely felt to be frivolous, it should be brought to the agent’s attention.
Regarding the current insurance claim where $ 28,000.00 was paid to a claimant for allegedly tripping over a pavement crack, Cliff Kott said the Association was told last year that the claim was denied and considered the matter closed until recently when a letter was received from the insurance agency stating the $ 1000.00 deductible needed to be paid. Attorney Wean surmised that the matter was probably resolved on the adjuster level and the insurance company should have kept the Association better informed but the company does ultimately control the claims.
The tennis courts need attention. Drainage needs to be provided so the tennis courts and shuffle board courts are not underwater every time there is a heavy rain. This work will be discussed with our maintenance man to see if he can handle it in- house first.
Following this discussion, Barbara Long made a motion to approve the 2009 Budget as presented, with a $15.00 per unit increase, to $265.00 per month, per unit. The motion was seconded by Cliff Kott. The motion passed with unanimous approval.
Approve Minutes of the October 7, 2008 Board Meeting: BT made a motion to accept the October 7, 2008, minutes as written. Linda seconded; all in favor, motion passed.
3. Unfinished Business
Roof Repairs: Jack from Rock Home Improvements stated that when he and his crew were doing repairs in October they found an excessive amount of shingles that had not been sealed properly for various reasons. This apparently is a default in the roof shingles installed seven to nine years ago and the problem is present on all buildings. Rock would like the Board’s permission to file a claim with the roof shingle manufacturer, Owens-Corning. He feels this is a manufacturer’s defect because it seems the shingles were laid properly then just didn’t seal correctly.
Rock has determined that Owens-Corning has a five year no limit warrantee. Because it has been more than five years since the installation, Rock feels they would prorate a refund amount because there is a 30 year limited warrantee.
It is also Rock’s professional opinion that the roofs will have a catastrophic failure if confronted with 70 mph winds or above. He recommended that preventative measures be taken now before this failure occurs.
At this point Linda Fisher asked Attorney Wean his opinion. Paul recommended separating the contractor function from the consultant position so no bias is present; therefore it is his recommendation that a roofing consultant be hired and if the pleasure of the Board, Rock be hired as the contractor. Management has names of roof consultants able to assess the project and see if they agree with Rock’s opinion. Board members also said they would research office files to see if it can be determined exactly when the roofs were installed.
Jack also recommended filing a claim with the insurance company, since the damage was found after Tropical Storm Fay. He submitted a contract he wanted the Association to sign, guaranteeing that if a claim is paid by Owens-Corning, his be the company to do the work. The attorney will look this over and give his recommendations.
Questions presented to Atty. Wean from Board: The Association wanted clarification of what their rights are with regard to rental agreements. Wean informed them that the governing documents allow approval by the Association and renters need to apply for this approval. The basis for approval basically comes down to whether they will be good neighbors, obey the rules and regulations, and if they can comply with the financial obligations. If it is determined they cannot fiscally comply, then this is a reasonable, non-discriminatory basis for disapproval. This applies to Section Eight applicants as well. The Association can adopt rental caps, but any owner who does not vote for it or even one who does not vote won’t be forced to comply; it can only be enforced for new owners even if the overall vote is a majority. Wean also stated that if more than 35-40% of units are in rental status, it is hard to find financing for new buyers. This alone is not a non-discriminatory reason to deny renters though. The owners of any unit that has non-approved renters should be taken to arbitration. When the Association becomes aware of unapproved renters, they have an obligation to take the matter to arbitration or they can be accused of selectively enforcing the policy. But, it is not necessary to go after all of these owners at once; as long as the minutes reflect that the Association is going after ALL of them, the actual event of taking them to arbitration can be spread out. The Association does not have the right to evict a tenant. The Association should be dealing with the owners who are ultimately responsible for what goes on in their units.
Regarding the new requirements for the H06 condo owner insurance policy, Mr. Wean explained the new statute and what it means for the Association. All unit owners are responsible to obtain insurance on their unit, and as of January 1, 2009, they are required to have a “loss assessment” rider with a minimum $2,000 payout. The Association is also to be named as a “Loss Payee” on the Certificate of Insurance that the agent supplies, but Wean did state that trying to enforce this or obtaining insurance for those units who do not comply might not be in the best interest of the Association, even though it is mandated in Florida Statute 718.
Regarding the towing of vehicles, Wean does not recommend towing because the Association would be obligated to say under oath that the vehicle owner KNEW they were about to be towed. He again recommends arbitration for non-compliant vehicles.
Porch Update: Ken Schmeling updated the Board on the status of the porch project. The screens should be completed on all buildings before Thanksgiving. He recommended a five year porch inspection schedule for the future so any problems can be caught before they become major ones. He also recommended that in the future no covering be allowed on decking. If a resident wants to have a carpet over the wood, it must end at least six inches short of walls and NOT be adhered. Also, if unit owners plan on enclosing their porch, ventilation and Board approval in writing are a requirement. The Board commended Ken and Cliff for all their work on this project.
Insurance Claim: Linda made a motion that the $ 1,000.00 deductible on the liability insurance claim be paid from the insurance account. Barbara seconded; all in favor, motion passed.
4. Owner Input:
Glenn Michaels broached the subject of placing rental signs on the property. He felt that by advertising on-site, owners would find more tenants. The Board informed him that the community bulletin boards should be used for this purpose, but the governing documents do not allow signage.
5. Set Next Meeting:
The next meeting was set for December 9, 2008, in the Sunrise Landing office.
6. Adjournment:
With no further business to conduct, the meeting adjourned at 9:00 P.M.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
Manager’s Report
October 7, 2008
Projects underway or completed.
1. Storm Damage:
Damage from Tropical Storm Faye is being addressed by Rock Roofing. They are taking pictures as they go that can be submitted to our insurance agent for possible reimbursement. The funds to cover the damage are from the Roof Reserve. There should be a resolution at this meeting to approve the expenditure. They are also cleaning out the gutters and will not charge for any building that is not in need of a clean out. They will also
give us prices as they go, for any damage that needs repair.
2. Budget:
The 2009 budget is in it’s final stages, and will be ready for vote at the Budget Meeting.
3. On-site Copier:
The top feeder tray was broken on the copier. It has taken several calls to Staples, and the warranty company, but it paid off. Cliff sent an email yesterday, stating that the machine was replaced today. That is really good news.
4. Painting:
We are getting bids from painting contractors for the front entrances
5. Landscaping:
Cliff Knott and I met with the landscaper on September 25th. We had a very good meeting. A written synopsis is available. (The pictures make it difficult to download).
6. Parking Decals:
The parking decal project is also supplying us with information to update our records on owners, and renters. Some of the owners who are renting out their units have not left forwarding addresses and are not responding to correspondence. We can address this with their renters when they come in for their decals.
7. New State Statutes:
Sharon Skaggs, Cliff Knott and I attended the Space Coast Condominium Association meeting this past Saturday, which addressed the new statutes regarding insurance. We will be checking with our agent to insure that Sunrise Landing is in compliance with the law.
8. Action Report Update:
The Action Report has been updated and will be attached to a subsequent email. Please see it for additional information
Sunrise Landing Condominium Association, Inc.
Minutes of the Board of Directors Meeting
Tuesday, October 7, 2008
1. Call to Order:
President Sharon Skaggs called the meeting to order at 7:00 p.m. Other Board Members present: Barbara Long, Treasurer (via phone); Beverly Thomas, Acting Secretary; Cliff Kott, Director and Tyler Sirois, Director. Linda Fisher, VP was not present. Also in attendance were Gerri Helms, RDI Property Manager, and owners Donna Zimmerman, Edward Gault and Kay Briley.
2. Approval of Minutes:
It was moved by BT and seconded by Cliff to approve the minutes from September 2, 2008 as written. All in favor. Motion adopted.
3. Financial Report:
Barbara presented the latest Financial Report as of 8/31/08: Balance in Operating Account - $166,770, Prepaid Assessments - $23,673, Reserves - $170,015, Petty Cash - $300, Past Due Monthly Fees - $15,000, which includes three units in foreclosure with unpaids of $8,791. (Note: Bank statement for Sept. was not yet received as of the 10/7 meeting date.) Insurance payment due in December will be approximately $50,000 and with this money we will pay in full the less expensive policies as we did last year. In 2008 we only financed Property/Wind and Flood policies which saved finance charges. In the prior years we had to finance all the insurance policies which increased the cost.
4. Property Management Report:
Ms. Helms provided a written manager’s report, a copy of which is attached to these minutes, along with an updated action report. .
5. Committee Reports:
Porch Project: Cliff Kott reported JAG’s foreman Scott has been very sick and is expected to be out of work for 6 – 8 weeks. JAG is setting up a new crew to help handle the work load until Scott can come back to work. They will be in soon to resume work. It was noted Bldg. 7430-104 still has a tape barrier on the door, Cliff will check it out.
Parking Decals: Cliff reported that 74 people have received decals, 8 of whom are renters. Notices have been posted on the buildings offering Saturday office hours during which residents can obtain decals. We were able to identify several renters with no paperwork on file. Cliff is doing a great job.
6. Unfinished Business:
a. Adoption of Updated Rules and Regulations: It was moved by Cliff and seconded by Tyler to approve the revised rules, a copy of which was included in the Sept. newsletter mailing to the unit owner, without any further changes. Discussion followed. All in favor. Motion adopted. The new rules are effective as of Oct. 7, 2008.
b. Expiring SLA Annual Contracts: Gerri gave Sharon a list of all contracts/vendors and when they will expire.
c. 2009 Budget Preparation: The Board reviewed two proposed budgets, one with a $260 monthly fee and one with a $265 fee per month per unit, neither of which contained any planned special assessments for 2009. The 2008 Operating account balance has been significantly reduced by the porch project and it will be a tight budget for 2009. Discussion followed. It was moved by BT and seconded by Barbara to submit the draft budget for $265/mo. per unit to the owners. Final vote by the Board on the proposed budget will take place during the November Annual Budget meeting. All in favor. Motion Adopted. The budget meeting will be held on November 6th at 7:00 PM, at the south pool. RDI will send out the notices, including a letter that all owners must submit proof of H06 insurance to the association pursuant to new State Statues. Questions should be filtered through RDI.
d. Painting Entrances to All Buildings: A bid was received by J&M Painting for $37,000. There was discussion of doing this work in-house with Rick, but that was deemed not advisable due to safety and equipment issues. There is $19,000 in reserves for painting. Item tabled until 2009; Cliff will seek additional bids.
e. Roof Repairs: It was moved by Tyler and seconded by Barbara to fund approximately $8,000 in repairs needed as a result of Tropical Storm Fay from reserves. All in favor. Motion Adopted
7. New Business:
a. Insurance Policy H06: All condominium units, whether mortgaged or not, are required to carry a hazard policy on their unit to cover damage to flooring, cabinetry, appliances and other personal possessions. This policy must also include a “Loss Assessment” rider guaranteeing at least $2,000 payable to the owner in any case where the Association must assess owners for catastrophic damages that are not covered by reserves.
b. On-Site Property Management (Cliff): Cliff presented his idea regarding the possibility of having a full time on-site property manager and remodeling the current office to provide him/her with a one-bedroom apt. The majority of the Board felt this option not feasible at this point of time. Another discussion followed regarding having RDI provide an on-site property manager for three days per week due to the lack of active volunteers and the fact that the buildings were aging and required more maintenance/oversight. The BOD agreed to include this expense as a separate line item in the 2009 budget to help offset the lack of active volunteers. .
c. Miscellaneous: BT discussed an error in Ranew’s current Certificate of Insurance. Bldg 7230 has been listed as an 8 unit building instead of the actual 12 units. However, this could possibly be a typo error as the insured amount listed for this building is the same as that for a 12 unit building. RDI will verify the information with Ranew.
Landscaping logs are falling apart at the south entrance. Discussion followed. Bob Esser usually maintains these with a group of volunteers, but it was unknown if they would be willing to continue doing the needed repairs. Barbara thought that Rick wanted to put up a concrete block wall. If so, he will be asked to obtain cost estimates.
d. BT will train Ruth Werth on volunteering at the office.
e. The Board confirmed that any resident may take his/her grill to the pool but it must not be left at the pool.
8. Announcements:
None
9. Owner Input:
Stray cats are damaging property – Discussion about getting a trap from animal control followed. The timer on the north pool woman’s bathroom is sticking. Cliff will complete a work order. There was damage to drywall in a unit from a roof leak. Rock Roofing will be requested to check that building to see if a roof leak was the culprit or something else (non-association related repair).
10. Set Next Meeting:
In lieu of a regular Board meeting in November, the next scheduled meeting will be the Annual budget meeting with unit owners scheduled for November 6th at the South pool.
11. Adjournment:
It was moved by Barbara and seconded by Tyler to adjourn at 8:25 PM. Motion Adopted
Submitted by,
Gerri Helms, CEG, CAM
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association, Inc.
Minutes of the Board of Directors Meeting
Tuesday, September 2 2008
1. Call to Order:
President Sharon Skaggs called the meeting to order at 7:00 p.m. Board Members present: Linda Fisher, VP; Barbara Long, Treasurer, (via phone); Beverly Thomas, Acting Secretary; Cliff Kott, Director. Tyler Sirois, Director, was absent. Also in attendance were Gerri Helms, RDI Property Manager, and owners Donna Zimmerman, Edward Gault, Brian Lloyd, Kay Briley and Kenneth Schmeling.
2. Approval of Minutes:
It was moved by BT and seconded by Cliff to approve the minutes from July15 and August 8, 2008 as written. Motion adopted.
3. Financial Report:
Barbara presented a Financial Report - Petty cash $300, Security Deposits of $17,387, Reserves $37,315 plus a CD of $126,667 renewed until 11/28 for a total of $163,082. The board is operating on or under budget on nearly all items. All but one of the invoices sent to unit owners to reimburse SLCA for the cost of tile removal have been paid; letters have been sent out to those who are delinquent on their special assessments. RDI is following the new laws and making every effort to collect the $14,000 in overdue Special Assessment and monthly maintenance fees. Letters are sent and when appropriate forwarded to the attorney for review and collection.
4. Property Management Report:
Ms. Helms updated progress from the tropical storm damage. Since the original roofer did not show up for an appointment to inspect the roofs, RDI will supply a list of new names to assess damage to the roofs. There was minimal damage to the seawall. A contractor came out to look at where it is buckling at the south end and he will prepare a bid to fix the wall before the next storm so it doesn’t collapse. There is $17,113 in reserves for seawall replacement ands repair. It was moved by BT and seconded by Linda to accept a bid to fix the seawall for $1,200 for emergency repairs, with the funds coming from reserves. After discussion, the motion was adopted. Rick can rent a bobcat and get dirt to fill in the holes nears the seawall for around $700. Gerri will put notice on the RDI website for residents to not walk near the seawall. Cars are being towed for having no registration tags, or if they are in poor condition.
5. Committee Reports:
Porch Project: Ken Schmeling gave a report on the porch project. To date 18 buildings have been completed, with six remaining to be done. Bldg. 7160, which is on the water, had minimal damage, minimum overrun. As a worse case scenario, Ken estimated it might take an additional $107,000 to complete the remaining six buildings. Barbara commented the porch cost tracking spread sheet showed $280,811 already spent which includes $17,385 for the engineer’s survey and the first 2 porches that needed immediate repairs. There is $15,824 remaining from the special assessment and $103,000 savings that was earmarked for the porch project. A minor special assessment may be necessary but the budget should be able to support the balance of the porch project if there is no major unexpected damage. Sharon reminded everyone that Michelle from RDI previously reported that the current budget should be able to support the balance of the porch project expense by deferring planned projects to 2009, utilizing monies from under-spent budgeted items and approving the use of monies in Deferred Maintenance reserves. . Barbara was given the action to work with RDI to provide the BOD with specifics on how the remaining porch costs could be covered under the existing budget without having to go through another special assessment. This report is due back to the BOD by Monday. The Engineer meeting reflected that when Byron met with the owners during the annual meeting last March, he gave 3 estimates and what has been spent is the medium range of what he had projected. There were many cases where owners would not let him on their porches and he had to estimate. The special assessment was for the lowest bid. He did tell the board that they really needed the $400,000 assessment for a proper repair. Some of the storage units and front entrances will need to be repaired next year.
Parking Decals: Cliff reported that the decals are in the office and ready to start being issued. Sharon suggested using a form for each unit (contact numbers, renters, auto tags, etc). Gerri will make up a form if none exist, including a statement on the bottom that any cars that are illegally parked will be towed. The project can start on the 15th. When the seasonal residents return, they can come into the office to get their new decals. Discussion followed about the limit of vehicles per unit. Only three decals will be issued per unit, which coincides with the updated rules.
Condo Rules and Regulations: Sharon reported that she had made the minor changes suggested by the BOD and that the latest draft would be submitted to the attorney for final review before distribution to the unit owners. Section 5 addresses commercial vehicles with visible signs – short discussion followed.
6. Unfinished Business:
Three Phase Condo – Budget Issues: Linda reported that she found a section in the condo documents which states that there was intent for completion of 240 units under the Association. For 2009, there will be one budget. Discussion – owners present do not recall any time when there was more than one budget. Since the association inception, there has only been one budget and the board will proceed as in the past, with one budget
Board Vacancies: There are still vacancies on the current board; no one is submitting his/her name. The soon-to-be released newsletter states that several current board members might not run for re-election in 2009. It also discusses the possibility of the Association having to go into a very costly receivership if there are an insufficient number of unit owners volunteering to serve on the Board.
Fuel Surcharge for Commercial Mowers: Recent monthly invoices include $119 monthly fuel surcharge. The BOD agreed this was becoming standard practice in the business world, given the high cost of fuel. However, it was acknowledged that Commercial Mowers pricing is still the least expensive. Gerri will meet with the mowers soon. Bids will be sought for the 2009 budget.
Condo Bulletin Boards: The small boards do not hold the minutes, but this expense will be deferred to 2009. Minutes will be posted at the door and on the RDI website.
Building Gutters: Sharon reported that Brown’s tree trimming will clean out the gutters at an agreed cost of $75/bldg. with work not expected to exceed 5 business days. They will also fix the gutters at an additional charge as they go, weather permitting. The installation of additional gutters will have to wait for the 2009 budget.
SLCA Newsletter: This will be sent out to everyone once completed. Discussion followed about recommended changes. Sharon will send out the draft tonight and suggested changes should go to Gerri. It will be mailed out with the new rules.
Action Item Report: Gerri is maintaining this report showing all outstanding items. The report cannot be opened by several of the board members. Gerri will send it out as a pdf file.
7. New Business:
Property Damage from Tropical Storm & Sailboat – discussion about drainage problem – water coming up from the wood retaining wall – it is not a repairable item. Sharon would like Tyler to check on drainage problems with the county. There may be public money available to help with the situation. The sailboat that hit the seawall during the storm is being dismantled and adequately secured so that it will not hit the sea wall.
Copy Machine – The feeder is broken. There is a 3 year warranty so Gerri will see if Staples will honor the warranty.
South Dock – painting/sealing – Rick thinks that it needs to be sealed. If it is under $300, Rick can go ahead and do it.
Painting entrances to all buildings – This is deferred to 2009. Gerri will check with Rick on what he can do, but this is tabled to 2009.
8. Set Date for October Budget Meeting:
October 28th at 7:00 PM at the South Pool has been tentatively set for the next annual budget meeting with the unit owners – need volunteers to serve on the budget committee.
9. Announcements:
Some buildings have high water bills and Rick is monitoring this. Linda wants to post a notice in the building entrances to alert residents that their building is the ‘high water user of the month”, asking to come in and inspect for leaks. Rick and Linda will spearhead that project.
Harold J. Flannigan requested permission to install shutters. BOD approved and letter will be placed in unit file. The owner is responsible to maintain and caulk the units.
10. Owner Input:
Owner states that water should be turned off when leaving the unit. This is addressed in the new rules.
Leaking windows in unit below Donna Zimmerman. Rick will look at it once the seawall repair is completed; he has a work order. Gerri will insure that they are on the action report. 7160 103 and 203. Owners will be asked to allow entrance to inspect.
11. Set Next Meeting:
Next meeting set for October 7, 2008.
12. Adjournment:
It was moved by Barbara and seconded by Cliff to adjourn at 8:40 p.m. Motion Adopted
Submitted by,
Gerri Helms, CEG, CAM
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association, Inc.
Special Workshop Meeting of the Board of Directors
August 10, 2008
1. Meeting called to order:
Sharon Skaggs, president, called the meeting to order at 07:00 p.m. Other Board Members present: BT (Beverly Thomas), secretary, Cliff Kott, director, and Tyler Sirois, director. Barbara Long, treasurer, participated via phone. Absent was Linda Fisher, vice president. Gerri Helms from Reconcilable Differences was present. Five (5) owners attended: Lynn Siegel, Toni Siegel, Kay Briley, Edward Gault, and Donna Zimmerman.
2. Flood Insurance: Ms. Skaggs reviewed the quotes consisting of two financial options submitted by the insurance company, one for a $19M appraised value and one for a $22M appraised value. The appraised value of the structures is $16M. There is enough money in the budget for the premium. Discussion followed. Gerri will ask the insurance agent why the insured value is $19M instead of the appraised value of $16M. It was moved by Barbara and seconded Tyler by to approve the $19M quote pending further clarification from Ranew as to the variances in the appraised values. Motion Adopted. Gerri will ask why the insurance is $19M instead of the appraised at $16M.
(NOTE: The following explanation was received from Ranew: The property insurance policy does not cover any damage to the inside of a unit, (i.e. cabinets, floor coverings, interior walls, etc.) while Federal policy currently mandates these items be included in any written flood policy. Therefore, our increased appraised value is due to the fact that our flood insurance policy does cover the individual unit’s interior walls, cabinets, flooring, etc. The only thing our flood policy does not cover is for personal items (clothes, TVs, furniture, etc.) of the unit owner, which should be covered under his own personal insurance policy. Additionally, SLA will receive a 12 % rebate on the insurance premium, (excluding those charges paid for federal taxes), which will amount to approximately $4000 within 30 days after the effective date of our new policy (Aug. 23). This rebate will in effect reduce our flood insurance renewal premium of $47,652.00 down to approx. $43,652.00, which is below our budgeted amount of $45,000.00.)
3. Dept of Business and Professional Regulations (DBPR): Letter regarding formal complaint filed by Brian Lloyd pertaining to the $16M appraised property value. Ms Skaggs stated that the appraised property value was thoroughly discussed at the annual meeting and that to date only one unit owner out of 235 has expressed any objections to the Board accepting the $16M appraised value. Discussion followed. RDI has the action to respond to the questions from the DBPR on or before the August 12th due date.
4. Budgeting Process for 2009: Paul Wean has advised the Board that the Association should be separately budgeting for the individual condominium phases, i.e. Phase I, Phase II, Phase III and the Master Association (common areas, office, etc.) in accordance with our current condo docs.. Sharon stated she saw an e-mail from many years ago which indicated Sentry also advised separate budgets when they assumed the management the association. However, there was no indication previous Boards ever considered going to separate budgets. .Additionally, research of all past budget preparations indicated only one budget has been done since day one. BT stated that Paul Wean apparently never read the entire docs until recently and it was only his opinion that there should be a separate 4 phase budgets. There was discussion regarding the feasibility of amending the documents to better clarify how budgets should be prepared; however this action would require 100% vote of owners, lenders and mortgage holders. Cliff said he read the condo docs and he firmly believed that the intention of the phases was to be one association. He suggested that the board table this until early next year after the porch project is completed and to allow time to obtain unit owner input. Barb said that as long as the board did not know it is one thing but now that we are advised by legal counsel, the association could be in violation of the condo docs. She suggested getting a second legal opinion before moving ahead with splitting the budgets. Discussion followed. It was moved by Barb and seconded by Tyler to get another attorney opinion and, until such time as this matter could be resolved, proceed with the preparation of the 2009 budget as a single budget. Motion Adopted
5. Rules and Regulations: According to the attorney, the rules should be detailed to proceed to arbitration for violations. The Board reviewed and discussed each item of the proposed updated rules and regulations and made several suggestions for changes to be incorporated prior to final adoption. Sharon has the action to ask the attorney for better wording regarding commercial vehicles parked on the property overnight.
6. Interruption: The meeting was temporarily adjourned @ 7:30 p.m. until police responded and removed two unit owners for displaying disruptive and threatening behaviors. Meeting was resumed at 7:45 p.m. (Note: The Board wishes to advise all unit owners that their participation in all Board meetings is welcomed and strongly encouraged. However, displays of threatening or disruptive behavior by any individual will not be tolerated and police will be called to remove such individuals as needed.)
The amended rules are attached to these minutes.
7. Adjournment:
It was moved by Tyler and seconded by Cliff to adjourn the meeting at 9:15 p.m.. Motion Adopted.
Respectfully submitted,
Gerri Helms, CAM
Reconcilable Differences
Sunrise Landing Condominium Association, Inc.
Minutes of the Board of Directors Meeting
Tuesday, July 15, 2008
1. Call to Order:
President Sharon Skaggs called the meeting to order at 6:30 p.m. Board Members present: Barbara Long, Treasurer (by telephone), Beverly Thomas, Director, Linda Fisher, Secretary, and Cliff Kott, Director, (by telephone). Manager Gerri Helms from Reconcilable Differences and owners Edward Gault and Donna Zimmerman were also present.
2. Approval of Minutes:
It was moved by BT and seconded by Barbara to approve the minutes from June 12, 2008 from June 19, 2008 as written. Motion adopted.
3. Financial Report:
Barbara stated that the Operating Fund had $132,172.22, Reserves $30,100.69 and a CD of $125,991 at Sunrise Bank for a total of $156,019, There are 2 CD's totaling $75,000, Security Deposits of $20,887 and Petty Cash of $300. No reserve money has been spent on the porch project. The total in Checking and Savings was $384,514.81. There was discussion regarding liens and payment of special assessment, interest and late fees. Barbara said that expenses are in line with the budget with the exception of water probably caused by a broken meter; Rick is following up. RDI keeps a spreadsheet to track water usage and provides a copy to the Board and to Rick. Lawn irrigation has been reduced to minimum usage due to the rainy season. Discussion followed.
4. Property Management Report:
Ms. Helms presented a written report. Several letters were sent to owners/renters for violations of rules. A new water meter was installed for bldg 7400. In response to complaints about landscaping, RDI will schedule a meeting next week with the landscaping contractor to discuss the Board’s concerns. Linda Fisher volunteered to attend that meeting and work with RDI on landscaper issues. Discussion followed.
5. Committee Reports:
Porch Project: Ken Schmeling gave a report on the porch project. 7330 has been completed and has passed the county’s inspection. The original estimate from the engineering report was $6700. Additional repairs included: 19 linear feet of 2 x 10’s, 29 linear feet of 2 x 6 T&G decking, (9) 4x4 posts, and 11 post buckets, an overrun of $8,013 due to the inadequate engineers report. Two Balconies, 201 and 206, had decking which needed to be replaced due to excessive rotting under sliding doors. This was an additional $4158 overrun. Ken identified with photos the inadequacies of the engineer’s report for building 7310, and stated he would file them in the buildings folder for future reference. A motion was made by Sharon Skaggs, President, BOD, to set up a meeting with the engineering firm to discuss the engineer’s report and possibly get attorney Paul Wean to participate. The motion was seconded by B.T. Thomas and approved by the board unanimously. The management company was instructed to set this meeting up with the engineering firm. Ken requested a volunteer to help in the day to day activities of overseeing this project while he is on vacation, Ed Gault, a unit owner, volunteered, however is not available during the day. Gerri Helms, RDI’s property manager will also help while she is onsite. To date, the extra repairs total in excess of $47,000 over our original contract price. Several upcoming buildings face east and have shown to have more damage than the engineering firm detected.
Pool Furniture: Linda Fisher reported that the present furniture is not that bad. After discussion, it was moved by Linda and seconded by BT to table pool furniture purchases until after the porch project is completed. Motion adopted.
Parking Decals: Sharon Skaggs reported that the new decals were received. It was moved by BT and seconded by Cliff that this be tabled until after September when the snowbirds return and the revised Rules and Regulations have been approved by the Board and distributed to the unit owners. Motion adopted.
Condo Rules and Regulations: Sharon reported that after discussion with Paul Wean, current rules were unenforceable because they were not specific; they must be strong and specific. A draft revision was distributed to the Board for review. Sharon asked for comments by Tuesday. Discussion followed. Fines can be issued after a Fining Committee has been established, but no liens can be processed for non-payment of fines.
Garden Club: Cliff Kott requested that this item be tabled to the next meeting.
6. Unfinished Business:
Three Phase Condo – Budget Issues: Ms. Helms spoke with Attorney Wean today, who said that the budget was done correctly until Sentry Management was hired and subsequently changed to the present method. This is not the recollection of Donna Zimmerman or Sharon. If Cliff knows of a clause that the attorney is not citing, it needs to be brought to the attorney’s attention. Sharon turned the project over to Cliff for further research.
Unit Owner Request for Common Area Modifications: Two unit owner requests for approval were received; from Mr. Hurd and Mr. Kott. Mr. Hurd at 7310-201 submitted a request to replace the sliders on his porch following the completion of his balcony repair. The sliders had been in place prior to the porch renovation and Ken Schmeling confirmed these sliders probably prevented more extensive wood rot as has been experienced on other balconies. Discussion followed. It was moved by Barbara and seconded by Linda to approve the re- installation of sliders on the patio. Motion adopted. Cliff requested to table his item until next board meeting.
SLCA Newsletter: Gerri needs articles of interest for the newsletter. Porch repairs will be discussed based on Ken’s reports. Inaccurate reports were emailed to some owners and the Board hopes the newsletter will dispel rumors. Gerri will start and Ken will elaborate on the porch article. The next newsletter will include articles on Rick’s projects, types of violation letters sent out to residents, the money-saving repairs that Rick does, where unit owners can read the minutes of meetings and that they can access them on the RDI website. If they request electronic copies, they need to supply their e-mail addresses, and the Association also needs updated emergency information. Gerri will check on adding notices to the RDI website and to possibly include the posted agendas in the 2008 Meetings section. Seasonal newsletters were deemed to be sufficient and Cliff will work with Gerri on this.
7. New Business:
Board Vacancies: Cliff stated he was feeling better, but still not up to full speed yet. Vicki Pape submitted her resignation via e-mail to Sharon effective immediately. It was moved by Cliff and seconded by BT to appoint Linda to Vice President. Motion Adopted . Secretary position is now open but the decision to fill that position has been postponed until a new director can be appointed to fill the vacancy left by Vicki.. Ken Schmeling and Ed Gault declined offer to serve as a director. There will be an ad in newsletter for candidate nominations to fill the vacancies, stressing the need for volunteers to be more actively engaged and not just fill the position in name only. Discussion followed. BT will serve as acting secretary.
Sea Wall: There are several holes in the dirt behind the seawall; Gerri has called the contractor but he hasn’t called back. Ken said that the culvert near Bldg. 7230 is cracked, causing dirt to be washed out. Gerri was requested to send e-mail to Tyler to contact county to have them fix the culvert. Rick said he can fill the holes. Gerri will follow up if it is not a county culvert. South end hole by the fence needs to be repaired.
Fuel Surcharge for Commercial Mowers: Contractor has begun charging a $117 (3%) surcharge for fuel on his monthly invoices. Gerri will review contract and discuss the fuel surcharge and poor performance. Discussion followed. Linda asked to be contacted to sit in on meeting when it’s been scheduled.
Condo Bulletin Boards: Current bulletin boards located next to the mailboxes are very small and water leaks into them. The two large boards located at both entrances are currently being used for unit sales and rental information posted by owners. Possibly look at installing larger boxes next to mailboxes in 2009. Discussion followed; no action. Put in newsletter that Board meeting minutes will be posted on the office door and on the RDI website; copies of the minutes will also be available for inspection in the office.
Building Gutters: Board previously approved Brown’s Tree Trimming to clean out the gutters at a cost of $75.00 per hour. Gerri will get a contract to sign that has some parameters on how long the project will take (not to exceed 20 hours total without prior written approval). JAG bid $150 per building. There were questions about the possible use of a big truck that could damage sprinkler heads. Ken will supervise the project
Ideas Submitted by Cliff Knott: Cliff will put the ideas in the newsletter to determine interest. Potential projects include football club for Saturdays at the pool cabana (club would be responsible for all costs). There was discussion about liabilities; could club meet in private homes? When meeting with Paul Wean, ideas were discussed about raising funds. Discussion about fund raising ideas followed. Sharon will check on what Paul Wean said. Item tabled until next meeting.
Notifying Police of Criminal Activity: Several emails from owners about rumored drug activity have been circulated, although no specific details have been provided to date. Police had to be called when a unit owner attacked his downstairs neighbor over a resident parking dispute. Sharon wanted to stress to everyone that the Board does not have legal standing to get involved in these types of criminal activities unless the Board member actually witnesses the act. It was stressed again that residents must contact police immediately when criminal activity is observed. Discussion followed. Complaints need to be in writing and specific. This will be another newsletter article. It was stated that police can arrive quickly; They were on site in three minutes on the recent owner assault.
Owner Apathy: Article will be placed in the newsletter about what will happen if the entire board quits due to lack of community support. Discussion followed about an owner in the pool area with a dog, and the “apartment complex vs. condo ownership” mentality. Dogs are being walked outside the dog-walk area and off leash. Unless specifics are provided to the office, it is difficult to enforce for violations.
Announcements: Vicki resigned. A new director is needed to replace her. BT cited a call from an owner who wanted to tie up their boat to the seawall. This is not allowed.
8. Owner Input:
Car parked and leaking – Gerri is running the tag. For any other vehicles, Gerri needs the tag numbers to identify the vehicle owner.
9. Set Next Meeting:
Tuesday, August 19th @ 7:00 p.m.
10. Adjournment:
It was moved by Barbara and seconded by BT to adjourn at 8:20 p.m. Motion Adopted.
Submitted by
Gerri Helms, CEG, CAM
Reconcilable Differences, Inc
Sunrise Landing Condominium Association, Inc.
Minutes of the
Board of Directors Special Meeting
Thursday, June 19, 2008
1. Meeting called to order:
Sharon Skaggs, President, called the meeting to order at 6:30 p.m. Board Members present were Barbara Long, Treasurer, Beverly Thomas (BT), Director, Vicki Pape, Director, and Linda Fisher, Secretary. Tyler Sirois, Director and Vice President Cliff Kott were not present. Owners present were Donna Zimmerman, Edward Gault and Bob Morley. Gerri Helms with Reconcilable Differences was also present.
2. New Business:
Vice President Position - President Sharon Skaggs received and read two resignation letters from Vice President Cliff Kott. Copies of the letters are attached to these minutes. The letters are not clear to the intent (resigned from the Board or as Vice President only). Discussion followed. It was moved by Barbara Long and seconded by Linda Fisher to accept Cliff’s resignation as Vice President and remain as a director unless he provides further clarification or written notice that he also resigns as Board director. The motion passed unanimously. The Board was complimentary to Cliff’s participation as a Board Member.
3. Owner Input:
Edward Gault volunteered to check the chemicals at both pools daily on Cliff’s behalf. Arrangements will be made to have Jeff from Stanton pools meet with Ed to explain how to test the water. Sharon thanked him for his willingness to volunteer.
4. Adjournment:
With no further business to conduct, the meeting adjourned at 6:40 p.m.
Submitted by,
Gerri Helms, CAM, CEG
Reconcilable Differences, Inc
DRAFT
Sunrise Landing Condominium Association, Inc.
Minutes of the
Board of Directors Meeting
Thursday, June 12, 2008
1. Meeting called to order:
Sharon Skaggs, president, called the meeting to order at 6:30 p.m. Other Board Members present: Barbara Long, Treasurer, BT (Beverly Thomas), Director, Vicki Pape, Director, and Linda Fisher, Secretary. Cliff Kott, Vice-President, was absent. Michelle Dugan from Reconcilable Differences was present. Three (3) owners attended: Ken Schmeling, Donna Zimmerman, and Jeanine Lemieux.
2. Approval of Minutes:
BT made a motion to accept the minutes of the May 8th meeting as posted. Linda seconded the motion, all in favor.
3. Financial Report:
Barbara stated that the Operating Fund has $24,793.00 and the Reserve Fund has a balance of $30,326 plus $125,000 in CDAR which equals $155,000. We have $19,392.00 in security deposits. We have 2 more CDAR totaling $75000 - 1 for $50,000 and one for $25,000. We have $125,000 earmarked for the porch repairs. We are basically operating right on budget-just a bit over on water use.
4. Property Management Report:
Michelle Dugan stated that CAM Krista Baska has resigned due to health issues. A seasoned CAM, Geri Helms, with 25 years of property management experience and a published author, will be starting next week.
North Spa Resurfacing: Sutton Pools has completed the work and has been paid in full. The work looks very good and all are happy with the results. Barbara moved to use Pool Reserve funds for this project, moving $4K from reserves to operating to reimburse. BT seconded, all in favor.
Pool Lock Replacement – Beach Locksmith should have the locks in this week. They will install them at both pools, since current locks are not working properly.
Bright House Cable: Letter has been sent to Brighthouse letting them know that the Board, based on input from the attorney, has decided not to sign the contract to allow the cable upgrade work to be done, since the Board cannot guarantee access into each unit nor agree to Bright House’s 10-year easement requirement. Sharon stated that per her conversations with a Bright House technician the pixel freezing many are getting is caused by the cable company software, not a need for new cable lines.
Notice of Violation Letters sent to residents: Letters were written to residents for items such as grills being used too close to the buildings, kayaks stored in common grounds, and illegal interior flooring as well as screen doors that are rusted and need repair or replacement.
Flood Insurance – SJR Insurance was paid for the full year’s policy through August of 2008, but reassigned the policies to Ranew in June. Ranew is willing to accept requests for certificates of insurance for ALL insurance policies and will show the flood policies issued through SJR on their certificate, so that mortgage companies are satisfied. SJR will no longer help the owners with certificates of insurance. The flood policies renewing in August have been received. Based on the current values, the cost will be $47,652 and with the 12% rebate of $5,718 that we will receive by using Ranew’s Flood Agency, we will be under budget on this line item for the year. The Board will vote on which values to use at the next meeting.
Tree Trimming Project: As initially approved by the Board in February, Brown’s Tree Trimming quoted $12.00 per palm tree to cut and remove all fronds from the property. Brown’s is doing an excellent job. We have their certificates of insurance, assuring us that they have worker’s compensation coverage on their employees, and are awaiting a completed W-9 before payment will be issued.
5. Committee Reports:
Porch Project: Ken Schmeling reported that the project is just a week behind schedule and this is mainly due to transportation slow downs in getting the materials delivered to the job site. The first (6) buildings done under his watch, 7410, 7180, 7170, 7150, 7190 and 7220 have been completed. All of the buildings were originally inspected by an engineering company, but that company failed to note all of the extensive damage that these buildings had incurred which included entire decks, additional floor joists, deck stringers, and every 4 X 4 post. It has cost approximately $36,000 over budget at this point to complete the repairs to the first 12 buildings, mostly due to the illegal installation of tiles and glued down carpeting on the 2nd floor balconies. Building 7150 is approximately $4587 over, building 7170 is approximately $4500 over, building 7180 is approximately $3300 over, building 7190 is approximately $3665 over, 7220 is approximately $5100 over, and building 7410 had an overrun near $10,025. For the porch projects that included tile repair, they are billing the specific owners to pay for the tile removal. It looks like this over budget amount will still be able to be worked through by taking money out of building maintenance reserves and CDs to cover the extra costs over budget. We hope not to need an additional Special Assessment for this work. They are currently working on Building 7330 right now which doesn’t seem to have as much damage, but there are two more buildings on the water to repair and those have typically had more unseen damage. JAG does not charge the Association for any wasted wood, only linear feet installed, as the contract calls for. Unfortunately, people have stolen items from inside JAG’s trailer which would be considered a felony if prosecuted. JAG has been doing a great job and all seem to be happy with the results. Ken reminded all that if a resident finds damage, they should report it in writing to management ASAP. Ken said that this project will last well through December, and he projects that these repairs will be needed every 20 years. Ken was thanked with applause for doing an outstanding job on the porches. He did ask, however, for any volunteers with construction experience who could help out when he is on vacation or not available.
Pool Furniture: Linda Fisher reported that table legs would be painted since tables still seem to be in good shape. She recommended purchasing resin commercial-grade deck chairs for the pool areas, but after much discussion, it was decided that chaise lounges are needed more, so she will discuss the pricing recently obtained by a resident who purchases for the government, and after ensuring we are getting the best price on commercial-grade furniture, Linda will order chaise lounges up to the $1500 budget this year. More money will be budgeted for next year for more pool furniture.
Parking Decals: Sharon designed a spreadsheet for use in handing out and tracking the permits assigned to resident vehicles. These decals will start to be distributed in October when the majority of snowbirds (owners) are in town.
Condo Rules and Regulations: Sharon stated the committee is still working on drafting an updated revision and the RDI website has many good options drafted by other condos, so a final draft of the modified rules should be ready for Board approval in 2 weeks. Any changes to the current rules and regulations will require a 14-day advance notice to unit owners to allow their input at a scheduled board meeting before the updated documents can become effective. Sharon proceeded to tell owners to use the current rules and regulations as seen on RDI’s website.
There are reported issues with (6) people living in a single condo in 7400; they are having numerous parties, leaving cigarette butts in the grass, empty beer cans in the shrubs, creating damage and excessive noise. Management will write a letter to the owners of this unit once the exact address is known.
Garden Club – Since Cliff Kott was unable to attend, his request to start a “garden club” is on hold.
6. Unfinished Business:
Board Vacancy: With Bob Esser’s resignation, a position is available on the Board. Tyler Sirois, assistant to the County Board of Commissioners and new Sunrise Landing owner, is willing to becoming a member of the board and has a lot to offer the community. Three other people also offered to serve; Ingrid McKinney, but she now doesn’t think she will have enough time to fulfill the duties; Roberta Kott also offered, but there is new Florida legislation that may prohibit two from one unit serving on the Board, and Doris Propheta also offered, but she is not a full time resident. Barb motioned to appoint Tyler to the Board for the rest of the term. BT seconded, all were in favor.
Pool Grills: The grills at the pools were not taken care of and people had not been cleaning them so the Board voted to remove and not replace them. Some residents asked the Board to re-address this, since they felt it was unfair to the majority who don’t mis-use the grill. They asked that the pool grill be reinstated for a trial period to prove that they can take proper care of the grills. A possibility was brought up to have the residents leave a deposit on grills purchased and owned by Sunrise Landing rather than people bringing their own inappropriate grills. BT made a motion to re-open discussion to buy new grills for the pool areas. No second to that motion was declared, so the issue was once again dropped.
Entranceway Carpeting & Painting: A number of entrances need to be re-painted with a second coat-especially the 7400 building. Sharon stated it was not the Association’s responsibility to keep fixing and paying for these carpeting and painting problems that the residents created, but a second coat will be painted on those that need it.
SRL Newsletter: Newsletters were originally prepared by volunteers and recently management prepared them. Management agreed to continue if people will supply social and other interesting information for the quarterly issues.
Pool Fence Painting: Barbara said that Rick doesn’t see any point in just painting the gate, so this entire project will probably have to wait until the cooler months when volunteers will be able to help. A motion was made by Linda to work on the fence painting in the fall. BT seconded, and all were in favor.
Complex Security Issues: Wireless cameras and such have been discussed, but these are very expensive. Cliff Kott received initial estimates of $80,000 which has been deemed by the Board to be much too expensive to be considered a realistic purchase right now. Sharon stated that residents should call the police if they see anyone walking around that looks suspicious. Do not confront anyone when you are alone!
Handyman Projects: Rick has replaced many sprinkler heads and has re-arranged them for better coverage. If the heads are broken by lawn mowers, they will replace them, so Rick will be asked to keep those damaged heads for reimbursement. Rick did an excellent job at the north pool when he took the tiles off the sides and then stucco’ed around the required depth tiles. Sharon made a motion for Rick to beef up the retaining wall near the north entranceway at a cost of approximately $400, BT seconded the motion, and all were in favor. Sharon and BT also brought up interest for Rick to work on the South entranceway as well. Rick will be asked for estimated material costs on this project.
Three Condo Phases: Cliff Kott researched information about the 3 phases of the property and feels that the attorney is not correct. Attorney Wean stated that each condo phase should have its own budget and reserves, with a 4th budget for the Master Association to oversee it all. Management will confirm with the attorney that this is his opinion and ask for a letter from him to send to the owners. Before doing that, Linda will research where the wording is that Cliff feels negates the need for four budgets to show the attorney.
7. New Business:
Building Gutters: JAG bid $150.00 per building to clean out gutters, at the completion of their work schedule. Brown’s bid $75.00 per hour to check and clean out those gutters that need it, using the tree-trimming “lift” while they are on site. Based on Ken’s belief that it should take no more than 1 hr per building to do this work, Barbara motioned to approve paying Brown’s $75 per hour to clean out the gutters, from the Miscellaneous Building Maintenance budget. BT seconded the motion, and all were in favor.
Unit Owner Request for Reimbursement of Plants: A resident purchased plants to install around her entrance. Unfortunately, she did not obtain Board approval before purchase, and the Board felt that to approve this expense after the fact would set a dangerous precedent, so rejected the request. Management will send the receipts back to the owner with a letter of explanation. If a resident wishes to plant anything around their unit, on the common grounds, they must receive written approval from the Board before proceeding.
Lawn / Ground Maintenance: Two letters were received from Commercial Mowers. One apologized to Ingrid McKinney for pulling up the garden herbs behind her unit, but asked that any personal plants (that are Board approved) be noted as “Private Garden” so they stay away. CM did state, however, that if the weeds are not taken care of in these areas, he has a responsibility to remove them. His second letter was sent due to an altercation with a Board member who felt he should be taking away the large piles of palm fronds and debris from the US 1 area. First, Waste Management will pick these up for free, with a call. They were actually scheduled to pick these up, but after the incident, Commercial Mowers did come in Wednesday and remove them. Supervisor Jon said they are willing to leave a dump truck for residents to place yard debris in, but it does have the name of the company on the side of the truck. Board agreed to leave the situation as is and not have a dump truck on site. We will call for pick-up by Waste Management when the piles are larger than 3x3, and CM will pick up smaller resident-trimming piles weekly, up to a trash can full. Barbara did remind all that Commercial Mowers charges less than $4K per month. They send out 5 to 6 men and 2 mowers every week, they pick weeds, sometimes by hand, and pick up trash so the mowers don’t run it over. They do a very good job and the next lowest bid, from Lightning, was $8,800 per month. It was reminded that no one has the right to tell a contractor that they will be fired. Any firing is a total Board decision in a posted meeting. The Board, through Sharon and Barbara, has apologized to the two contractors affected by angry outbursts, and for the future, only the Board president or RDI will direct contractors.
Unit Owner Request for Modification to Common Area: Cliff Kott had requested approval to place stepping stones and a fountain outside his back porch. Since he was not able to attend this meeting, his request was placed on hold for the next meeting, but Sharon and management stated that any modification to common areas must be voted on by all the owners, and the liability of a pond and the extra maintenance work of edging around new stepping stones makes approval look slim.
Procedure for Renter Interviews: A renter came in for an interview with Sharon over the weekend, but had no lease or the two required checks. The realtor said they couldn’t approve a renter until the Board did. Sharon clarified that the Board does not “pre-approve”, but just requires an interview to go over the rules of the property so no misunderstandings ensue. Packets are available in the office for prospective renters, and the paperwork will be modified to read “pre-interview” instead of “pre-approval”.
Illegally Parked cars on SRL property: Cars without a permit that have flat tires, no tag or expired tags will be towed. If the vehicle has not moved in months and has cobwebs on the tires, it also needs to be researched and towed. Cars with oil leaks that ruin the asphalt will also be towed. Volunteers will patrol and tag any vehicle not in legal running order and tow in 48 hours.
Sunrise Landing Office Hours: RDI is on site two days per week. BT has volunteered to always man the office on Thursdays, so Tuesday, an RDI employee will be in the office and Wednesday that RDI employee will be on site to meet with contractors, check common areas and maintenance work with Rick, and do paperwork in the office without interruption.
8. Announcements:
None
9. Owner Input:
None
10. Set Next Meeting:
Thursdays are not ideal for management so Board members agreed to try Tuesdays. Therefore, July 15th at 6:30 pm will be the next scheduled Board meeting.
11. Adjournment:
With no further business to conduct, the meeting adjourned at 8:10 p.m.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM
Reconcilable Differences, Inc
Sunrise Landing Condominium Association, Inc.
Board of Directors Meeting
Thursday, May 8, 2008
1. Call to Order:
The meeting was called to order: by the President, Sharon Skaggs at 6:30 PM. Other Board Members present were: Cliff Knott, Vice-President, Barbara Long, Treasurer, BT (Beverly Thomas), Director, and Vicki Pape, Director. Linda Fisher was absent. Krista Baska from Reconcilable Differences was present. Six (6) owners attended: Edward Gault, Ingrid McKinney, Ken Schmeling, Lucy Stringer, Donna Zimmerman, Doris Propheta.
2. Approve Minutes of April 17, 2008 Meeting:
BT read the minutes. Barbara made a motion to accept the minutes as read. Vicki seconded the motion, all in favor.
3. Financial Report:
Barbara provided the following report: Operating Fund: $47910.00, $26559.00 in Reserve Fund. $325,772.00 in CD’s. It was reported that the petty cash has been lowered to $250.00. She also stated any reimbursement over $25.00 would be paid by check.
4. Property Management Report:
Introduction Krista Baska: Sharon introduced Krista as the new property manager for Sunrise Landing Condominium Association of Brevard County, Inc.
5. Committee Reports:
Porch Project: Ken Schmeling reported on this project and that this project is going well. Building 7120 has been completed and looks good. Building 7150 Carpentry work has been completed and the screen work was one (1) week behind. Building 7190 painting was being done. It was also noted that porches directly on the river side have had more damage. Ken asked that anyone with problems with their porch repairs to put it in writing in the office. The Board thanked Ken and Cliff for the great job they have done on this project.
Pool Furniture: Krista reported that she had stopped by the Raddison at the Port to look at their furniture, to see the quality. Linda will follow up. Barbara stated there was $1500.00 in the budget for this year.
Parking Decals: Sharon reported that we have received the new parking decals for Residents and owners. She stated that Krista will work up a spreadsheet to keep track of vehicles and units. The Board anticipates the distribution of these new decals in the Oct-Nov. timeframe when the snowbirds have returned.
Bright House Cable: Sharon explained that the Board had met with the attorney regarding the contract for Brighthouse to re-wire all units and that he advised against it. Additionally, the chances of obtaining 100% of unit owner cooperation would probably be impossible to get as required by the contract. BT made a motion not to re-wire all units. Cliff seconded the motion, all were in favor. Sharon asked RDI to formally notify Bright house accordingly.
Condo Rules and Regulations: Sharon stated the committee is still working on drafting an updated revision. Any changes to the current rules and regulations will require a 14-day advance notice to unit owners to allow their input at a scheduled board meeting before the updated documents can become effective.
New Business:
Organize a work group to paint the pool fence: Sharon stated they would like to get volunteers to do this job. It was decided to put up a sign up sheet at the pool area bulletin boards to see if they could get enough owners to do this project. It was decided to get Rick to paint the entrance gates for now.
Stain Entry Wood: This project was tabled until the porches are finished.
Maintenance: Beach Locksmiths had given a bid to change out these locks at a cost of $594.00. BT made a motion to have the locks replaced. Cliff seconded the motion, all were in favor. Barbara stated that she had received a verbal bid in the amount of approximately $1400.00, from A1 Locksmith.
Pool Filters: Sharon stated that Stanford Pools recommended that these filter be replaced at $375.00. Cliff made a motion to approve replacing them. Vicki seconded the motion, all in favor.
Vacation for Rick: Sharon reported that Rick had taken a week off for vacation. Cliff made a motion to pay Rick thirty six (36) hours for vacation time. BT seconded the motion, all in favor.
Maintenance: The Board discussed the prioritization of Rick’s planned projects.
1. Check into renting a sander for parches to remove glue.
2. Pool Fences – Do gates at entrances.
3. Replace dead plants in front of buildings.
4. Replace flush pipe of drain both pools (french drain).
5. Cover (S. Pool) for thermostat.
6. Check light timers for restrooms.
7. Put screw in hot tub timers to stop.
8. Spray washing for mold.
9. Sprinkler repairs.
Boats Tied to Seawall: Not allowed, put in newsletter.
6. Unfinished Business:
SRL Newsletter; Kayaks: After some discussion it was decided to discuss this at the next meeting.
Water Leak in Bldg. 7210-104: Sharon reported that repairs have been completed.
North & South Pool Heaters: There have been some problems and many repairs have been made.
7. Announcements:
Grills at the poolside: Sharon stated that grills at both pools were in bad shape and needed to be removed. Also, residents were not cleaning the grills at the pools and that someone was using charcoal in them which is a safety hazard. Barbara made a motion to not have the grills at the poolside. Vicki seconded, all were in favor.
Owner Input: None
8. Set Next Meeting:
Next meeting set for June 12, 2008 at 6:30 pm.
9. Adjournment:
The Meeting adjourned at 8:40 PM.
Respectfully submitted,
Krista L. Baska, LCAM #3414
Reconcilable Differences, Inc.
For the Board of Directors, Sunrise Landing Condominium Assoc. of Brevard County Inc.
SUNRISE LANDING CONDOMINIUM ASSOCIATION
BOARD MEETING
HELD THURSDAY, APRIL 17, 2008
1. Call to Order / Establish Quorum of Directors:
The meeting was called to order by Sharon Skaggs, President at 6:30pm. Board Members present were: Sharon Skaggs-President, Cliff Kott-Vice President, Linda Fisher-Secretary, Beverly (BT) Thomas-Director and Vicki Pape-Director. Barbara Long-Treasurer, attended by conference phone. The following residents also attended: Mr. & Mrs. Charles Porter, Nick & Jeanette Suit, Ruth & Frank Talbott, Donna Zimmerman, Ken Schmeling, James Johnson, Jim Klein and Edward Nichols.
2. Approve Minutes of April 3, 2008 Meeting:
Linda Fisher read the minutes of April 3rd to those present. Beverly (BT) Thomas made a motion to accept the minutes as read. Cliff Kott seconded the motion and it passed by unanimous voice vote.
3. RDI – Manager Report:
-Kathy Watts reported that the county health department has been notified of the contract signing for resurfacing the north spa so no violation fine will be assessed.
-The new green vinyl fence has been installed around the pool equipment at the north pool.
-Rick has completed the stucco trim around the north pool and the depth markers required by the county have been installed.
-The last bit of vegetation along US1 has been removed by Commercial Mowers.
-Rick has completed the dock repairs.
-JAG has been called and will remove the damaged dock boards as a courtesy to the association.
-SJR has been contacted again and refund checks for the cancelled insurance should all be received within a month.
4. New Business:
Resignation of Bob Esser: The Board thanked Bob for his service and requested anyone interested in being appointed to serve the rest of Bob’s term to please contact Management or a member of the Board.
Formal assignment of committee chairs:
Parking decals: Kathy will work with Cliff on decal prices and types then present their findings to the Board.
Pool furniture: Linda Fisher will head a committee on researching prices for chairs and chaise lounges. There is $1,500 budgeted for this year.
Porch project: Ken Schmeling will continue to chair this project with the assistance of Cliff Kott. The Board expressed their appreciation for all the time they’ve given the community.
Brighthouse: Sharon has made some changes to the proposed contract and will question the attorney on the 23rd of April.
Condo Docs: Linda Fisher has been researching the issue of Sunrise Landing being 3 separate communities and will question the attorney on this issue.
Pool heater: The September 2007 minutes state the pool heaters will be turned off on April 1st. BT presented an analysis comparing the electrical costs of the North and South pools. In a 4 month period, the bill for the North pool was $1,182 higher than the South pool. Linda suggested only heating one pool during the winter. Sharon felt that since a cover has been attached to the thermostat and a new fence has been installed around the pool equipment, we’ll be able to see if that has made a difference in the costs. Beverly (BT) Thomas made a motion to turn the heater down to 78 degrees from May 1st to November 30th in order to lowers costs, and raise the temperature to 85 degrees from December 1st to April 30th. Cliff Kott seconded the motion and it passed by unanimous voice vote.
South spa motor: Barbara Long made a motion to ratify the agreement to replace the south spa motor at a cost of $375 to $400. Cliff Kott seconded the motion and it passed by unanimous voice vote. The motor should be installed next week.
5. Unfinished Business:
Porch Update: Ken presented a design for those requesting a ceiling on their porches. BT stated there needs to be a uniform standard for all future applications. Cliff Kott made a motion to approve the design proposed by Ken Schmeling. Linda Fisher seconded the motion and it passed by unanimous voice vote. Two requests for ceilings have been received for units 7180-103 and 7180-104. The Board has approved the ceilings as long as they adhere to the approved design. The owner of #103 feels the soffit panels are taking up too much room but agreed to the design. The ceilings will be inspected after they’re installed to insure the design was followed.
Ken reported:
-7180: has been completed and has been inspected.
-7170: has been completed but has not been inspected yet. There was minimal damage.
-7150: this is midway through completion and appears to have minimal damage.
Dog walk: The Board discussed the straw poll and the results; Forty-two (42) owners voted to allow dogs to be walked along the seawall and fifty-eight (58) were against the practice. The Board felt that since the majority of votes received were decidedly against allowing it, they must respect the wishes of the majority. BT made a motion to rescind allowing dogs to be walked along the seawall which was first approved in the minutes of November 27, 2007 and that the attorney will be questioned as to its legality. Linda Fisher seconded the motion. Linda, BT, Cliff, Barbara and Sharon approved the motion with Vicki going on record as a no vote.
Kayaks: There have been complaints regarding kayaks being hidden in bushes for storage. Letters have been sent and the attorney will be questioned on whether the association can legally remove and dispose of the kayaks.
6. Announcements:
-Petty cash account: Barbara will be on site next week and will close the account at Bank of America. The small amount of funds on site will be for receipts less than $10. All other receipts will have a reimbursement check written by RDI.
-Police: Sharon again stressed the importance for owners to call the police immediately when they observe an altercation or suspicious activity. Reporting the incident to Management or the Board a day or two later serves no purpose.
There was a question on whether a wall was planned. The Board stated it was much too expensive a project for the association to take on.
-One past due owner’s unit has been sold and we expect to collect all legal and late fees billed.
7. Owner Input:
One resident stated no one shuts off the lights in the rest room and the spas. Ken asked this owner to check the lights and turn them off if necessary since this resident stated he’s there all the time. Cliff suggested motion sensors for the lights and Rick will be questioned about adding timers to the spa controls/jets.
8. Set Next Meeting:
The next meeting is scheduled for April 23, 2008 at 3:00 p.m. and will be a closed meeting for the Board to obtain legal advice on a number of issues.
9. Adjournment:
With no further business to discuss, the meeting was adjourned at 8:15pm.
Respectfully submitted,
Kathy Watts, LCAM #27668
Reconcilable Differences, Inc.
SUNRISE LANDING CONDOMINIUM ASSOCIATION
BOARD MEETING
THURSDAY, APRIL 03, 2008
1. Call to Order / Establish Quorum of Directors:
The meeting was called to order by Sharon Skaggs, President. Board Members present were: Sharon Skaggs-President, Cliff Kott-Vice President, Linda Fisher-Secretary, Beverly (BT) Thomas-Director and Vicki Pape-Director. Barbara Long-Treasurer, attended by conference phone. The following residents also attended: Brian Lloyd, Helen Gedutis, Alex Dermody, Vicki Porter, Nick & Jeanette Suit, Jack Landgrover, Doris Propheta, David Carlson, Ingrid McKinney, Ruth & Frank Talbott, Donna Zimmerman, Chuck Zimmerman and Edward Nichols.
2. Approve Minutes of March 6, 2008 Meeting:
Linda Fisher read the minutes of March 6th to those present. Beverly (BT) Thomas made a motion to accept the minutes as read. Barbara Long seconded the motion and it passed by unanimous voice vote.
3. Speaker:
Rich Renaud from Brighthouse was present to discuss the replacement of all cables within the common area. Replacing the main line usually takes care of any interference issues. Rich explained about the “homerun” cable which is the initial cable for the unit that other cables branch off of. The feeder wire going to the cable is good. The cable from the outside cable box to the homerun is what will be changed. Rich stated it would enable residents to take advantage of other Brighthouse services and stressed that it would have to be all the units agreeing to the upgrade. Any owners not agreeing would have to pay at least $300 to have the cable replaced at a later time. This would require another 10 year “right of easement” agreement which means other companies would not be able to use Brighthouse cable. Any outside wires would be housed in PVC or gray molding.
If the Board agrees to the proposal, there would first be a Pre-construction Meeting to map out the procedure and they’d like to do this asap since funding to allow the upgrade is running out. The project would take approximately 3 to 4 weeks and would require a Board Member, maintenance personnel or Management to accompany workers whenever they enter a unit.
Rich was asked if this project will force rates to increase and he stated it wouldn’t.
In closing, Rich stated he would send the Board a letter that would be sent to Sunrise Landing owners/residents and the blank agreement between Brighthouse and Sunrise Landing that will be filled in at a later time.
4. RDI – Manager Report:
Kathy Watts reported that the county health department has been notified of the contract signing for resurfacing the north spa so no violation fine will be assessed. The new green vinyl fence should be installed around the pool equipment at the north pool this week or next week at the latest.
5. Unfinished Business:
Porch Update: Ken stressed these porches are “limited common property”, association responsibility and that all tile and carpet on the 2nd floor balconies have to be removed. If the owner does not remove it, the association will be forced to and will charge the owner. No porch ceilings are to be installed without prior Board approval.
-7410: is finished and all porches had to be replaced. If there’s any issues please put it in writing.
-7180: carpentry work is finished and screens will be installed when 2 porch ceilings are removed.
-7170: has been started and the damage appears to be minimal. One unit still has tile which will be removed by the owner. Screens will be replaced and all doors will be placed in a uniform place.
All enclosures will be removed and replaced at the owner’s expense.
Insurance: Barbara Long made a motion to ratify the insurance binder signed in December 2007. BT seconded the motion and it passed by unanimous voice vote. Brian Lloyd stated he planned to file a compliant with the State because he felt the Association was not fully insured.
6. New Business:
Maintenance: Sharon felt the association might not require a full time maintenance person and that perhaps should pay by the job instead. All present felt Rick does a great job. The Board needs to establish a Statement of Work to better define Rick’s responsibilities.
Recent Vandalism: Vicki, Cliff and Sharon called the sheriff’s department regarding people attempting to launch a boat over the seawall. A trespass warrant was issued to those people and again it was stressed for residents to call the sheriff’s department when they see suspicious activity. Cliff felt a Crime Watch group would not succeed since people don’t want to get involved. Suggestions were made: cameras, motion sensors with flood lights and prickly bushes along the berm.
Landing carpet: Linda Fisher made a motion to replace the second floor landing carpet at association expense when deemed necessary. Cliff Kott seconded the motion and it passed by unanimous voice vote. Kathy will notify Rick accordingly.
7. Announcements:
-There was a question on whether a wall was planned. The Board stated it was much too expensive a project for the association to take on.
-One past due owner’s unit has been sold and we expect to collect all the expenses incurred.
8. Owner Input:
One resident asked if we could make it harder for owners to rent their units. It was stated that the Board would talk to the attorney to see if there are any options available.
9. Set Next Meeting:
The next meeting is scheduled for April 17, 2008 at 6:30pm in the SL office.
10. Adjournment:
With no further business to discuss, the meeting was adjourned at 8:05pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.
MINUTES OF THE
SUNRISE LANDING CONDOMINIUM ASSOCIATION
ANNUAL MEETING
held Wednesday March 19, 2008
1. MEETING CALLED TO ORDER:
The meeting was called to order at the Methodist Church, 1165 Fay Blvd, Port St. John, at 7:07 pm by Sharon Skaggs, Board President.
2. CERTIFICATION OF PROXIES & ESTABLISH A QUORUM OF MEMBERS:
119 members were needed to establish a quorum. 53 proxies were received and 44 members were in attendance. With only 97 members present by proxy or in person a quorum was not established.
3. READING & APPROVAL OF 2007 ANNUAL MINUTES:
Beverly Thomas (BT) read the minutes from the 2007 annual meeting held March 21, 2007. Minutes could not be approved, as a quorum was not established.
4. GUEST SPEAKERS:
Brevard County Sheriff’s Department, Barry Ranew of Ranew Insurance Agency, Ken Schmeling and Cliff Kott
Brevard County Sheriff’s Department:
Police officers from Brevard County attended. Kelly of the Crime Prevention unit spoke of the Neighborhood Watch Program and told members if they would like to set up the program in their community to please call. She offered to set up an onsite meeting with members to discuss the program in further detail and then as a community, the Association can decide if this is something to pursue further. The Supervisor of the Crime Investigation Unit for Port Saint John stated Port Saint John is a good place to live in comparison to other communities in Brevard County. We are not without crime but we do not have as much violent crime as other communities. The Sergeant for the evening shift gave the statement “We are here to serve you and the community. If you see anything suspicious, out of place or if someone or something does not seem right, call. We need residents to be our eyes and ears. Do not approach anyone, call let us come out and assess and protect. You can always call 911 in an emergency or the non emergency North Area Police Department at 321-264-5100. The most reoccurring crimes in our area are car robberies. Lock your doors, keep valuables out of sight, engrave valuables, keep a record of your valuables serial numbers; these are all measures that can be taken to help recover your valuables.”
Barry Ranew of Ranew Insurance Agency:
Barry gave the 2008-2009 insurance policy binder to Michelle Dugan of Reconcilable Differences. Barry saved to disk the Wind Mitigation documents, by building, and gave the disk to Sharon Skaggs, Board President.Owners can obtain a 13% discount on their personal insurance with these wind mitigation forms. Bldg. 7460 is not on the current disk; Barry Ranew is in receipt of forms from the state and will add to the disk and provide an updated disk to Sharon Skaggs when received. Sunrise Landing is still insured with Citizens with the same coverage as last year but with values being lower. The deductible is $1,000.00 per occurrence until the occurrence becomes a named storm; at that time the 3% deductible becomes effective. The original quote given to the Association was $110,929.00, but the policy issued at $108,528.00 with a decrease of $2,401.00. This is an all-risk policy, which includes 4 major exclusions: War, Nuclear, Earthquake and Flood. Policies include: Liability coverage of 1 million dollars with an umbrella of 5 million dollars for a total of 6 million dollars. The policy includes all common areas of property. The D&O policy coverage of 1 million dollars includes an umbrella of 5 million dollars for a total of 6 million dollars. This covers all board members and committee members. Valuation of buildings: Hanson Appraisal Service, Inc. was hired by the Board of Directors to give a current appraisal value. Hanson submitted findings to Marshall & Swift and combined gave the appraisal total. This is done by zip code and Barry feels the appraisal to be accurate for Brevard County and property location within the county. Brian Lloyd had questions regarding values of current appraisal. He feels we are under insured. Barry gave a detailed explanation of the values of the appraiser and explained how they are determined. Barry also stated if Brian still feels the appraisal is low he can call another appraiser in the Brevard County area and give information of building based on true account of property and see what value is obtained. If there is a substantial difference take it to the Board to re-evaluate. Barry feels there is appropriate coverage for the property. Florida Statutes determines unit owner vs. association responsibilities. Basically the association is responsible for exterior to interior walls. Owners are responsible for finishes to drywall and all interiors including cabinets, fixtures etc.
Ken Schmeling: Porch update:
Schedules for the next buildings are posted on site and copies were available tonight. There was extensive damage above initial inspection found on building 7410. All balconies needed to be completely replaced due to balconies improperly nailed during original construction. They have also have found more damage to those porches that had tile and/or carpet. This was not seen until tile and carpets were removed. We are repairing all the damage and starting from a clean slate. Going forward no tile, carpet or flooring of any kind will be allowed to be installed on the balconies. This will be enforced and new buyers will be informed through the estoppels before purchasing. The schedule of buildings completed is based on urgency from inspection results of Existing Structures. The contractor is currently on schedule and the estimated completion time is November 2008.
Cliff Kott: Spoke of ideas to increase association revenue.
These ideas could generate revenue to cover future repairs that will be needed to the buildings and property. This property is getting old and wear and tear is taking its toll. Cliff suggested a dock and felt leasing the boat slips for would generate revenue. Cliff also felt Bingo would be agreeable to most and would like to speak with the attorney to go over gambling laws. Sports events at pool areas such as a “guy’s day out” are also being considered. A TV and cart have been donated and the Association could charge to watch football games, races, etc.
5. PRESIDENTS MESSAGE:
The Board has been working hard to improve the overall appearance of the common areas; dead shrubs are being removed and replaced with new plants in front of the buildings and the North and South entrances. The association is in good shape financially and the porch project is on schedule for completion by November ’08. The Board is looking at ways to improve the format and distribution of association’s newsletters to unit owners to ensure they are kept current as to Board and community activities.
6. FINANCIAL REPORT:
Michelle Dugan of reconcilable Differences gave the financial report. There is $144,000.00 in reserves, $266,000.00 in operating with approximately $200,000.00 of this dedicated to porch repairs. Water & Sewer usage is a little over budget, so we ask that residents please check toilets and faucets for leaks, etc. To date 14 units still owe some money to Special Assessment. Six owners have not paid any of the Special Assessment with 3 of the 6 in bankruptcy or foreclosure. Late fees are being assessed monthly and liens filed on those units that are not making arrangements to pay.
7. PRESENTATION OF 2008-09 BOARD:
Only seven volunteers submitted their offer to serve on the Board, so no vote was needed. Your Board includes Bob Esser, Linda Fisher, Barbara Long, Vicki Pape, Sharon Skaggs, Beverly Thomas (BT), and Cliff Kott.
8. UNFINISHED BUSINESS:
Results of the proxy vote in regard to the walking of dogs on the seawall showed 42 yes votes, to allow the dogs to walk around the seawall, and 58 owners voted no.
9. NEW BUSINESS:
Monthly Maintenance payments: Do not drop off your payments to the Sunrise Landing office. Some people drop off on the 10th or close to that date, and by the time someone is in the office to receive the payment, turn it over to RDI to post and mail it to Colonial Bank, it becomes late. Along with this, the association has to pay the postage. Please mail to Colonial Bank as instructed in your coupon book, or you may deliver it to the Colonial Bank located on US1 in Titusville by the Miracle City Mall.
10. OPEN FORUM:
A resident felt the pool areas were looking worn and old. Sharon stated that there is $1,500.00 budgeted to purchase pool furniture and we are in the process of doing so.
11. ADJOURNMENT:
With no further business the meeting was adjourned at 9:11 pm by Board President Sharon Skaggs.
Respectfully Submitted,
Reconcilable Differences, Inc.
Michelle Dugan, CMCA, AMS, LCAM
Kathy Watts, CMCA, LCAM
Katrina Lybarger, AA
MINUTES OF THE
SUNRISE LANDING CONDOMINIUM ASSOCIATION
ORGANIZATIONAL MEETING
Held Wednesday March 19, 2008
At 9:30 pm
Bob Esser, Sharon Skaggs Linda Fisher, Beverly Thomas, Cliff Kott and Vicki Pape were present along with Michelle Dugan, Kathy Watts and Tina Lybarger of Reconcilable Differences.
Bob Esser nominated Sharon Skaggs as president. BT seconded, and Sharon accepted with the understanding that they are all aware she has a full time job and cannot be there all the time.
Sharon Skaggs nominated Cliff Kott as Vice President based on his hard work over the last year. Linda Fisher seconded and Cliff accepted.
Barbara Long was nominated as treasurer by Sharon Skaggs. Barbara was not present but informed Sharon before leaving the property that she was still willing to be treasurer. Bob Esser seconded. All in favor.
Bob Esser nominated Linda Fisher as secretary, BT seconded, Linda accepted, all were in favor.
Beverly Thomas and Bob Esser will serve as directors.
2008-2009 Board:
Sharon Skaggs: President, Cliff Kott: Vice President, Barbara Long: Treasurer, Linda Fisher: Secretary, Beverly Thomas (BT): Director, and Bob Esser: Director
Meeting adjourned at 9:45pm
Respectfully Submitted,
Reconcilable Differences, Inc.
Michelle Dugan, CMCA, AMS, LCAM
Kathy Watts, CMCA, LCAM
Katrina Lybarger, AA
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
Held
Thursday, March, 6, 2008
1. Call to Order:
The meeting was called to order at 6:30pm in the Sunrise Landing office by President, Sharon Skaggs.
2. Establishment of a Quorum of Directors:
Board members present: President Sharon Skaggs, Treasurer Barbara Long and Directors Beverly Lloyd Thomas (BT), Cliff Kott and Vicki Pape. Secretary Linda Fisher was not able to attend. Kathy Watts represented Reconcilable Differences. Residents attending were Doris Propheta, Bob Esser, Ruth & Frank Talbott, Nick & Jeanette Suit, John & Midgie Fannon, Ingrid McKinney, Ken Schmeling, Elbert Carter and Donna Zimmerman.
3. Approval of Minutes of the February 20, 2008 Board Meeting:
Beverly (BT) Thomas made a motion to accept the minutes as written. Cliff Kott seconded the motion. The motion passed by unanimous voice vote.
4. Financial Report:
Barbara Long presented the financial report and stated as of February 29 2008, there is $66,212 in the operating account, $17,692 in the security account, $1,500 in petty cash account. There is $187,400 in the Reserve account. A 4 month CD of $125,000 from the Reserve Account was opened at Sunrise Bank and a 4 week CDAR with $125,000 from the Operating account was opened with Colonial Bank.
5. Managers Report:
Kathy Watts from the management company gave the following report from a task list given by the Board.
A deposit check has been sent to Sutton Pool to resurface the North Spa. The project should be completed by May unless they have a cancelation and can complete the resurfacing sooner. The county inspector will be informed by Sutton Pool of the schedule.
Two bids for a fence around the North Pool equipment has been presented to the Board.
Johnson Amphibious will be on site to fill in any holes missed on their last visit.
6. Unfinished Business:
Porch update:
Ken Schmeling will be taking the lead on the porch project. Bob Esser was thanked for his service with the first set of buildings. Ken reported that most of the decking in the 7410 building is in need of replacement. The association is at long term repairs, not a quick fix that will only last a couple years. Building 7180 has been started since JAG had to order additional lumber for the 7410 repairs. One unit still has their screen up due to tile being present and the owner’s reluctance to remove it. The owners felt since the tile was there when the unit was purchased it should be allowed to remain. After further inspection from Ken, it was found the porch itself was rotten and would need to be replaced so whether the tile should be allowed to remain is a moot point. Ken also recommended the porch not be used at all until repairs are completed. Cliff Kott read from the Docs regarding carpet and tile. Questions were raised as to why the inspector did not see the rotten boards when the initial inspection was done. Ken stated the tile covered most of the damage and the inspector wasn’t able to see it. He also explained continually painting the boards would have more than likely covered existing damage making it look acceptable. Sharon stated we never really know what damage is there until tile and carpet is removed and the workers start the demolition. It was suggested that the list of buildings and their approximate dates for work to begin be made available to owners so they can plan accordingly. Ken felt that could be accomplished as long as it was understood the dates would only be approximate.
7. Agenda and preparation for Annual Meeting:
Sharon Skaggs stated that Richard Renaud from Brighthouse will be added to the agenda as a speaker. Mr. Renaud will discuss replacing all the cables but all owners would have to agree to allow access to their individual units. The annual meeting will be held March 19, 2008 at the First United Methodist Church on Fay Blvd. Barry Ranew from Ranew Insurance will speak for approximately 15 minutes. The Sheriffs Dept will be giving a talk on a community watch program. Ken Schmeling will speak on the porch repairs and Cliff Kott will present some of his ideas.
8. New Business:
Locks for pool/spa heaters: There continues to be problems with someone raising the temperature on the North pool heater, which in turn is causing unexpected pool equipment repair. There was a brief discussion on the feasibility of installing some sort of locking device on the pool equipment to prevent any further tampering. Due to the planned installation of a new fence around the pool equipment which might help to resolve the problem, the Board tabled this subject for another time.
Fence for North Pool equipment: Discussion ensued on each fence type. The consensus seemed to be in favor of vinyl covered chain link as opposed to a wood board on board fence. Barbara Long made a motion to accept the bid from Economy Fence for green vinyl covered fence at the North Pool equipment area for $1200. Beverly (BT) Thomas seconded the motion. The motion passed by unanimous voice vote.
Revised Rules and Regulations: The committee is in the process of reviewing and updating the current Rules & Regulations. Once approved by the Board, a copy of the updated Rules & Regulations will be mailed to the owners. And it will be the responsibility of the owners to notify their tenants accordingly.
Board resignation: Ingrid McKinney has tendered her resignation and the Board felt that since the Annual Meeting was only a couple weeks away, it would not be necessary to appoint someone else for such a short time. The Board also thanked Ingrid for her service to the association.
Resident letter: Barry Renew will be at the Annual Meeting to answer any further unit owner’s insurance questions, including those submitted via a certified letter from Brian Lloyd. There will also be a letter from Hanson Appraisal explaining the appraisal procedures for owners.
Dog Walk: In response to a certified letter received from Mr. Garcia, results of a straw vote to obtain owners’ inputs as to whether to continue allowing residents to walk their dogs along the seawall will be announced during the 2008 Annual meeting.
9. Announcements/Owner Forum:
Office Copy Machine: Sharon Skaggs announced the copy machine has been moved into the private office and copies for owners will be made by a volunteer. Effective immediately, owners will be charged $.25 per page for personal copies to help defray the cost of the paper and ink. This charge will not apply to those requesting copies to post SRL community social events.
Air Conditioning: Bob Esser discussed the AC units. He stated many of the AC pans are rusty and in turn clog the hoses. Old air handling systems seem to be the problem and owners should have their units checked as it’s their responsibility, not the Associations.
North Dock: After further inspection, it was found some handrails and supports will also need to be replaced. Bob Esser stated the costs previously approved should be revised to take the additional repairs into account. Barbara made a motion to revise the cost approval to a not-to-exceed amount of $2,000. Vicki Pape seconded the motion and it passed by unanimous voice vote.
10. Set Next Meeting:
The next meeting will be the Annual Meeting on March 19, 2008 at 7:00pm at the First United Methodist Church on Fay Blvd.
11. Adjournment:
There being no further business, the meeting was adjourned at 8:20 pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
Held
Wednesday, February 20, 2008
1. Call to Order:
The meeting was called to order at 6:30pm in the Sunrise Landing office by President, Sharon Skaggs.
2. Establishment of a Quorum of Directors:
Board members present: President Sharon Skaggs, VP Ingrid McKinney, Treasurer Barbara Long, Secretary Linda Fisher and Directors Beverly Lloyd Thomas (BT), Cliff Kott and Vicki Pape. Michelle Dugan and Kathy Watts represented Reconcilable Differences. Residents attending were Doris Propheta, Walter Bobka, Bob Esser, Beverly Carlson, Ruth & Frank Talbott, Brian Lloyd, Donna Zimmerman and Alex Dermody.
3. Approval of Minutes of the January 16, 2008 Board Meeting:
January 16, 20078: Barbara Long made a motion to accept the minutes as written. Beverly (BT) Thomas seconded the motion. The motion passed by unanimous voice vote.
4. Financial Report:
Barbara Long presented the financial report and stated as of January 31, 2008, there is $173,000 in the operating account, $19,000 in the security account, $1,500 in petty cash account and the 2 CD’s of $25,000 and $50,000 respectively will be used for the porch repairs. There is $140,000 in the Reserve account. Michelle and Barbara stated the CDAR for $25,000 will mature 2-29-08 and that it will be rolled over for another 4 weeks. A CDAR for $50,000 matures on 3-6-08 and will be put back in for 13 weeks.
-Barbara Long made a motion to open a 4 month CD with $125,000 from Reserves with Bank of America if the interest is 3.85% and to open a 4 weeks CDAR with $125,000 from the Operating account with Colonial Bank. Beverly BT Thomas seconded the motion and it passed by unanimous voice vote.
5. Managers Report:
Kathy Watts from the management company gave the following report from a task list given from the Board last week.
Asphalt repair. We received a bid from JR's for $375. After discussing the issue with Bob Esser and Rick, it was determined they would be able to do it for approx $20 a bag to fill the holes.
Crape Myrtle trimming: They’re scheduled for trimming on the 25th of February; Commercial Mowers will trim them past the "knot" to insure growth.
Figures from JAG on building overrun: Totals were received on 2/20/08 for $3,160 for the completed buildings. A copy was given to each Board member and Building Committee. The new permits cost $4,699.
JAG – additional work order: The estimate given was $2950 for roof and siding repairs and water damage to units. The Board needs to approve the additional work this evening.
CPA: The form was signed in November 2007 and CPA has the paperwork needed for audit/review.
Termite Bond: Has the termite bond been paid. Yes, December 3, 2007 for $9,020.
Pool furniture: $1500 was budgeted last year but nothing spent. $1500 is also in budget this year. Bob Esser bought two folding tables and 7 stackable chairs from Walmart. Board is stating they will reimburse him. , Sharon emailed links to Board members for sales websites for commercial grade furniture and will need to establish a committee to oversee the purchasing of pool furniture.
Fire Ants: When is the spraying for fire ant and weeds scheduled? Jon - he stated next month it's scheduled. He is following the same schedule TruGreen did.
Insurance refund: A letter was just sent to SJR Insurance to authorize the cancellation notice from Ranew Insurance because SJR refused the request originally signed by Sharon. RDI to follow up on this until refund has been received.
Notice on "Home Inspection" truck: The issue has been taken care of. It was a magnetic sign and will be removed at night.
FPL meter at pool. Cape Electric never returned the call. SunKraft was called and has already started the procedure. They’re waiting for the county permit then will contact FPL for a time to shut down the power. It should only take a few hours to repair and cost is expected to be $300.
Palm trees - hurricane cut: Browns is scheduled to trim in April for $12.00 per palm. They will be called for proof of insurance, license & W-9.
Three (3) certified letters received:
- One from Brian Lloyd Re: insured values that have been answered by Ranew Insurance and RDI (see attached).
- Two from owner Garcia Re: Dog walking area. RDI responded to the first letter and feels the Board needs to determine whether to request the attorney respond to the second letter or if the Board itself wants to respond.
6. Unfinished Business:
Porch update: Bob Esser reported that the first 6 buildings have been completed. The bill for the additional work has been presented from JAG for the amount of $3,160. Barbara Long made a motion to accept the bill for the $3,160, to pay it out of the porch funds and to have JAG sign a release form stating all services for the first 6 buildings have been paid in full. Michelle stated she would make up a form and email it to the office. Beverly (BT) Thomas seconded the motion and it passed by unanimous voice vote.
Some owners felt the JAG workers aren’t here very often. Ingrid stated she usually sees they come at 8am and leave at 3:30pm. Cliff stated it didn’t matter since we were paying for the job not by the hour.
The next building, 7410, will be started on Monday the 25th of February. Notices will be posted as soon as the date is confirmed.
The issue of tile still on some second floors was discussed and it was determined RDI would send another letter telling all owners with tile that they have to be removed before the building is started. If not, the association will have the tile removed and bill the owner.
Maintenance services: Cliff asked who authorized Rick to add sprinklers along the berm. Barbara stated this had a dual purpose in that he was looking for an electrical short in the parking lot lighting. Linda added the other reason for the sprinklers is to prevent erosion. All agreed Rick is doing a wonderful job but the Board felt he should be adhering more to the priority list. It was also agreed by the Board that there needs to be more open communication between the Board and Rick. It was suggested that a meeting be set up with Rick to go over the list. The Board wanted to also express their thanks for the wonderful new office sign Rick made.
A resident suggested joining the Lowes Garden Club since they guarantee plants for a year. Cliff Kott offered to set up and chair a Garden Club in order to assist individual who wish to enhance the areas behind their units.
Ingrid stated Rick carries attention forms with him and that residents should either ask him for one or come to the office when a form needs to be filled out.
Barbara Long made a motion to approve the following as the priority maintenance list and costs associated with them:
Seal the wood on the seawall: cost of sealer
Sprinkler repairs-as needed: $300
Gutter repairs: $400
Asphalt repairs: $50
Painting stairs: cost of paint with work to be done when weather permits
Remove frayed carpets where necessary and paint with cement stain
Kathy will procure bids on a new fence for the north pool equipment.
Cliff Kott seconded the motion and the motion passed by unanimous voice vote.
7. New Business:
Pool/spa resurfacing: Kathy presented the Board with 2 bids for resurfacing the north spa. McRoberts Pool bid $4865 and Sutton Pools bid $4775. Barbara Long made a motion to accept the bid from Sutton Pool for $4775 which includes a Gem Finish with a warranty of materials-10 years and labor-5 years, 2 rows of 6x6 tiles, the outside roll of tile cut smaller in order to prevent tile cracking and a Kool Deck 8” beam after tile work is completed. Permit fees will be an additional cost. Beverly (BT) Thomas seconded the motion and the motion passed by unanimous voice vote.
Cable issues: Michelle stated while she understands the association does not want bulk cable, Brighthouse has offered to upgrade the existing cable in the units at no cost to the association. The RDI and SL offices are getting numerous complaints of poor reception for TV, phones and internet service. This week the BrightHouse rep asked to meet on site soon to inspect areas to be dug up so that sprinklers, valves and electrical conduit are not damaged. Once they know how much this work will entail, they would like to meet with the Board to discuss an “easement” agreement to allow access into units to upgrade the cable lines, but it was stressed that this would be at no cost.
Revised Rules and Regulations: The committee has sent the final draft to the Board for their input and will vote on its approval at the next Board Meeting. Once the Board approves, the revisions will be mailed to all owners, allowing them to respond before the rules go into place 30 days later.
Annual meeting venue and speaker: The annual meeting will be held March 19, 2008 at the First United Methodist Church on Fay Blvd. Barry Ranew from Ranew Insurance will speak for approximately 15 minutes. The Sheriffs Dept will be giving a talk on a community watch program. Bob Esser will speak on the porch repairs and Cliff Kott will present some of his ideas.
Security deposits for renters: The Board felt requiring a month’s rent from renters for the association deposit was excessive and as such Barbara Long made a motion to implement the following: A deposit of $500 will be required from new renters and all renters who have over $500 deposited in the Security Account be refunded the difference. Linda Fisher seconded the motion and the motion passed by unanimous voice vote.
Security issues: Residents are asked to immediately call the police when they see suspicious activity and not just mention it to a Board member days later. We are having problems with non-residents in the pool areas and on the docks.
Office carpet: A discussion ensued on replacing the carpet in the office. Many that volunteer in the office felt it has a negative impact on residents and future residents, whether owners or renters, to be subjected to a stained office carpet. Cliff inquired if funds were available in the budget. Linda Fisher made a motion to table the discussion until the June meeting when there would be a clearer picture on whether there would be sufficient funds available. Cliff Kott seconded the motion and the motion passed by unanimous voice vote.
8. Announcements/Owner Forum:
Owner Brian Lloyd spoke at length about the letter he wrote to the Board and insurance agent Barry Ranew and the response from Barry. He felt the Board should insure for the original appraised value, completed in 2006 by a South Florida company as opposed to the current appraisal completed by a local licensed appraisal company. The Board suggested he pose his questions to Barry Ranew directly at the annual meeting.
Donna Zimmerman stated there were still holes next to the south seawall that needed to be filled; Kathy took the action to contact the seawall company to get this work completed.
9. Set Next Meeting:
The Board discussed having Board meetings twice a month until the new Board is comfortable and the office is organized. Cliff Kott made a motion to schedule the Board meetings on the 1st and 3rd Thursday of the month until such time the Board feels they can revert to once a month meetings. Linda Fisher seconded the motion and the motion passed by unanimous voice vote. The next meeting will be March 6, 2008 at 6:30pm in the SLCA office.
10. Adjournment:
There being no further business, the meeting was adjourned at 8:50 pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.
Minutes of the
SUNRISE LANDING CONDOMINIUM ASSOCIATION, INC.
BOARD Meeting
Held
Wednesday, January 16, 2008
1. Call to Order:
The meeting was called to order at 6:35pm in the Sunrise Landing office by Vice President, Ingrid McKinney.
2. Establishment of a Quorum of Directors:
Board members present: 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 Doris Propheta, Vicki Pape, Walter Bobka, Bob Esser, Dave Carlson, Beverly Carlson, Ruth & Frank Talbott and Alex Dermody.
3. Approval of Minutes of the November 27th and December 11th 2007 Board Meetings:
November 27, 2007: Beverly (BT) Thomas made a motion to accept the minutes. Ingrid McKinney seconded the motion. The motion passed by unanimous voice vote.
December 11, 2007: Ingrid McKinney made a motion to accept the minutes. Barbara Long seconded the motion. The motion passed by unanimous voice vote.
4. Financial Report:
Barbara Long presented the financial report and stated as of December 31, 2007, there is $127,761 in the operating account, $17,617 in the security account, $1,500 in petty cash account and the 2 CD’s of $25,000 and $50,000 respectively will be used for the porch repairs. There is $135,852 in the Reserve account. Michelle and Barbara stated the CD for $25,000 will mature soon and that rolling it over for another 13 weeks should be acceptable.
5. Unfinished Business:
Porch update: Ingrid McKinney introduced the newly formed porch committee comprised of Bob Esser, Ken Smelling and Jim Trusick with Bob Esser acting as Chairman. The Board thanked them for volunteering their expertise. Sharon Skaggs made a motion to authorize this committee to oversee all aspects of the porch project. Linda Fisher seconded the motion and it passed by unanimous voice vote. Bob reported he and Ken have been looking at the schedule and meeting the workers. Bob cleared up the misconception some owners had concerning the workers entering the units. The only time the workers will need to enter a unit will be when they are finishing up the screen installation on second floor units only. They will need to exit through the unit when the last section of screen is placed and there will be no material brought through the units. Five buildings of 12 units have been completed and the next set of paperwork to pull permits is in JAG’s hands. Bob estimates the project will be completed by the end of July. The Board discussed the issue of using indoor/outdoor carpet on the porches and determined indoor/outdoor carpet could be used as long as it wasn’t glued down completely and as long as a 6 inch space is left between the carpet and the screen framing in order to allow the wood to breathe.
Insurance: The insurance appraisal approved at the December meeting was completed and the new value of the property is $16,139,048. With that new value, Ranew Insurance Agency, approved by the Board at the last meeting to act as agent, was able to lower the premium for wind and property coverage by $25,650. Ranew had also told the Board members that bringing all current policies over to his agency would not require any additional funds, would save money on two policies, and would keep all policies except the flood insurance renewable at one time. Currently, the policies for D&O, Fidelity Bond, Liability and Worker’s Coverage renew at different times. Flood Insurance will stay with the present company, SJR Insurance, until renewal in August.
6. New Business:
a.) Board Resignation & Vacancy: Due to the resignation of Donna Zimmerman, there was a vacant position on the Board and the President’s position.
-Sharon Skaggs made a motion to appoint Vicki Pape to the Board for the duration of the 2007 term which will end at the annual meeting on March 19th. Linda Fisher seconded the motion and it passed by unanimous voice vote.
-Ingrid McKinney made a motion to appoint Sharon Skaggs to the President position for the duration of the 2007 term which will end at the annual meeting on March 19th. Barbara Long seconded the motion and it passed by unanimous voice vote.
-Beverly (BT) Thomas made a motion to appoint Linda Fisher to the Secretary position opened by Sharon’s move to President for the duration of the 2007 term which will end at the annual meeting on March 19th. Cliff Kott seconded the motion and it passed by unanimous voice vote.
b.) Pool/spa resurfacing: Kathy reported Pinch-a-Penny was due to come view the north spa and bid on resurfacing Thursday afternoon. Kathy also called McRoberts Pool and left a message requesting a bid. Jeff Stanton from Stanton pools will also try to get a bid from them. All-in-One Pools was scheduled to come out on Monday. It was also suggested to contact Sutton Pools for a bid.
c.) North dock-repairs: Ingrid stated that some of the boards need replacement and Rick will be doing the repairs if he can get volunteers to assist him. Rick felt it would cost approximately $750 for the material. BT made a motion to authorize the repairs with a limit of $1,000. Linda Fisher seconded the motion and it passed by unanimous voice vote.
d.) Fishing pole holders: There was concern over fishing pole holders and whether they are causing wash outs at the seawall. Kathy contacted Johnson Amphibious, the seawall contractor, and posed the question to them. Their answer in an email was “When last we spoke, you asked about the impact of fishing pole holders on a seawall. Fishing pole holders behind a seawall would not increase the likelihood of a wash out. In addition, fishing pole holders screwed to the outside of a seawall would not impact the structural integrity of that seawall.” Discussion ensued regarding a friend of an owner that comes on the weekend with poles and nets then proceeds to set the all the equipment up then retires to his friend’s unit to relax. It was determined the owner needs to talk to his friend and request they cease this action.
e.) Plumbing issues: Ingrid reported on an issue that happened one weekend. McKinney Plumbing was called for a sewage back up. It was determined the clog was due to paper towels and hemorrhoid pads flushed down the toilet causing the clog. The owner is now requesting reimbursement for the $500 homeowner’s insurance deductible she was required to pay for items claimed to be damaged by the clog. A letter is being sent to the owner and the owner of the connected unit that there would not be any reimbursement due to the fact it was not the association’s sewer lines, but the fault of one of the owners.
f.) Cable issues: Michelle stated while she understands the association does not want bulk cable, Brighthouse has offered to upgrade the existing cable in the units at no cost to the association. The RDI and SL offices are getting numerous complaints of poor reception for TV, phones and internet service. Michelle stated she would get the agreement from Brighthouse for the Board to examine. Linda Fisher asked about satellite dishes for the complex and both Bob Esser and Cliff Kott felt it would not be feasible.
g.) Revised Rules and Regulations: Linda Fisher has been working on revising the Rules & Regs. Sharon Skaggs suggested a committee to review and compare the new and old versions to make sure everything is covered. Sharon, Linda and Cliff stated they’d get together and finalize the Rules & Regs then present them to the Board.
h.) Annual meeting venue and speaker: The annual meeting will be held March 19, 2008 at the First United Methodist Church on Fay Blvd. Barry Ranew from Ranew Insurance will be asked to speak for approximately 15 minutes. The Sheriffs Dept is also going to be called for a talk on a community watch program.
i.) Maintenance/grounds manager: Linda Fisher made a motion to consider Rick the grounds manager. Cliff Kott seconded the motion and it passed by a vote of 5-1, with Sharon Skaggs casting the dissenting vote. All present felt Rick is doing an exceptional job.
New email address: Ingrid announced the office now has DSL and the new email address is “sunriselandingco@bellsouth.net”. All owners are asked to update their records. The Sunrise Landing web site can be accessed at www.reconcilabledifferences.net.
j.) Progressive ideas by Cliff Kott: Cliff felt it would take too long to go through everything but a list of some ideas was given to the Board. He stated he’d like to get more information and hopefully be given time at the annual meeting to go over them with the owners. Some items briefly mentioned were discussed by those present: a dock for owners’ watercraft, a windmill/electric energy system, hurricane proof enclosures, master satellite dish, water savings, an internet system and solar panels.
k.) Fencing: A discussion was held regarding the recent confusion over the fencing of a culvert. Sharon stated that this topic had been tabled via a Board motion during the last meeting until more research could be done to determine fencing and safety requirements. A fence has been erected without further input from the entire board.
l.) Board Action: Cliff Kott made a motion that all major items should be voted on before action is taken and that no person is to take it upon himself or herself to give any direction or take any action which contradicts a previous Board decision without Board approval. BT seconded the motion but added she felt there were times an issue needs immediate attention. The motion passed by unanimous voice vote.
9. Set Next Meeting:
The next meeting will be February 20, 2008 at 6:30pm in the SLCA office.
10. Adjournment:
There being no further business, the meeting was adjourned at 8:25 pm.
Respectfully submitted,
Kathy Watts
Community Association Manager
Reconcilable Differences, Inc.