DRAFT

Sunrise Landing Condominium Association, Inc.

Special Meeting of the Board of Directors

Thursday, December 17, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 11:00 a.m.  Other Board Members present: Vice President Glen Michaels, Secretary Linda Fisher and Director Beverly Thomas. Treasurer Barbara Long attended via speakerphone and Director Chuck Zimmerman could not attend.  Also in attendance were Linda Arahill & Michelle Dugan from the RDI Management office. One owner, Bob Esser, attended. Guest speaker was insurance agent Josh Ranew.

2. 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. Josh obtained quotes from Citizen’s and from ACIC for the 2010 property policy. His recommendation was to go with ACIC at a cost of $96,433 for property and wind coverage. Any property loss would have a deductible of that single building’s value, not the entire property’s insured value.

Michelle Dugan stated that 2 other companies were asked for bids (Alliance & Key), but both declined to bid, stating the company Josh was using had the best rate currently available. Josh offered a financing option again through Premium Finance at a rate of 4.43% with no pre-payment penalty. Barbara Long motioned to keep the policies with Ranew Insurance. Beverly Thomas seconded, all in favor.

3. Unfinished Business:

a.) Electric Meters: As was discussed in the past meeting, “All-Phase Electric” was asked to inspect all the buildings’ switchgears and meter banks, and bid appropriately. Linda Fisher reported that three contractors have come out to bid on the project and one has withdrawn from bidding. To date, only All Phase has submitted a bid, of $34,150.00. The other companies have promised to have their bids in after the first of the year. All Phase completed the repair and re-mount of the switchgears on buildings 7160, 7230, 7430, and 7460 at $300 per building and replaced the ground wire on building 7470 at a price of $180.00.   The repairs will be paid out of the Master Association funds for these known issues, but will have to be paid out of the individual condo budgets in the future. Beverly Thomas made a motion to use funds from the Master Association account. Linda Fisher seconded. All were in favor.

b.) Painting of Entrances: Since the cost for this work was already budgeted and approved in 2009 but the work not yet started, BT motioned to have the Master Association pay for the painting of the center building entrances in 2010. Linda Fisher seconded, all in favor.

c.) Security Camera / Renter Complaint: A security camera was mounted on the outside of building 7200 by a tenant about a year ago for the purpose of detecting car vandalism/burglaries which were happening during that time. However, the BOD has recently received several complaints from residents about the camera being used to intimidate a neighbor and to monitor the activities of other residents.  After a brief discussion, the Board agreed to send a letter to the owner and this tenant requiring the immediate removal of that unapproved security camera mounted on common area, and ask the owner to keep her tenant from approaching others aggressively.

d.) Refrigerator: After getting several prices for a new refrigerator, the Board decided to purchase one for the office from Appliance Direct at a cost of $547.31. Linda Fisher made the motion to purchase the refrigerator for the office. BT seconded, all in favor.

e.) Plumbing Issue:  The sewer connecting into building 7310 Unit 105 has had several back-up problems over the past year. The issue will be postponed to a later BOD meeting in order to contact the owner and see if she is still having problems with the commode backing up.

f.) Mortgage:  Discussion ensued about the mortgage on the office unit and the interest rate being paid. Michelle stated that the mortgage rate is 8% and the balance owed is about $36,700.00. After much discussion about the costs of financing the insurance premiums and the large balance in the Master Operating account, Barbara Long made a motion to pay off the mortgage loan on the office to save that cost in the 2010 budget. BT seconded the motion, all in favor.

4. Set Next Meeting:

The next Board meeting will be held Tuesday, January 20th, 2009, at 7:00 PM in the SLA office.

5. Adjournment:

It was moved by Beverly Thomas and seconded by Glen Michaels to adjourn at 12:31 p.m. All in favor.

Submitted by,

Linda Arahill,  CAM

Reconcilable Differences, Inc.

LA/mdd

Sunrise Landing Condominium Association of Brevard County, Inc.

Minutes of the Board Meeting

Wednesday, December 9, 2009

1. Call to Order:  

President Sharon Skaggs called the meeting to order at 7:00 p.m. Other Board Members present: Vice President Glen Michaels, Secretary Linda Fisher, and Director Beverly (BT) Thomas. Treasurer Barbara Long attended by speakerphone. Directors Ingrid McKinney and Chuck Zimmerman were not present.  Three unit owners attended:  Donna Zimmerman, Kay Briley, and Robert Esser.

2. Approval of the November 18, 2009 Board Meeting Minutes:

Beverly Thomas made a motion to approve the minutes as written. Linda Fisher seconded. All in favor.

3. Guest Speaker:

Tom DeFusco, the Terminex representative, was invited to explain their current contract with SL and how they want to change it in 2010. There were concerns from unit owner when the baiting stations were removed last summer. Mr. DeFusco explained that since 1993 Sunrise Landing has had a contract for protection against subterranean termites. This only covers damages if live subterranean termites are found. Mr. DeFusco explained that this plan and the new one will not cover dry wood termites, but they will still continue to treat for and repair any damage done by live subterranean termites. Terminex will re-apply the liquid Termicide and re-inspect all the buildings starting in January 2010. The only difference will be that the baiting stations are not used anymore.

4. Financial Report:

Linda Arahill stated that as of November 30th, the balance in the operating account is $168,610 including prepaid assessments. Security deposits total $24,445 and petty cash funds are $300. Reserves have $136,217 plus a certificate of deposit at Sunrise Bank for $123,616.

5. Manager's Report:

a.) Pool Lighting Certificate: The county health department is now requiring a “lighting certificate”, certified by an electrical contractor, before the pools can be opened after dark. Recently, a supervisor from the county informed manager that if there was an original document from incorporation stating the pools were fit for night time swimming, this would eliminate the need for a certificate from the engineer, as this is a new mandate from the State of Florida. Linda Arahill will look into this.

b.) Roof Repairs/Insurance Claim:  Since the last Board meeting, another roof proposal was received from Centimark Roof Systems. Each of the quotes has been based on the scope of work detailed by the Citizen’s Insurance inspector, and all have been high. Centimark’s bid is $13,000 and JAG Enterprises bid nearly $20,000, even though Citizen’s stated the repairs would not cost more than $3500. Josh Ranew, our insurance agent, will send all this new information to Citizen’s, showing that their estimated rates were unusually low, and SL may be able to obtain insurance money to make these repairs.  Michelle Dugan will follow up on this with Ranew until closure.

c.) Porch Carpeting: In Unit 7430 #201, a hard board was apparently nailed to the balcony flooring and carpeting installed over that.  Since the unit owner claims prior BOD (under Jerry Cantin) approval and BOD paid installation and since a recent inspection revealed no visible damage, the carpet will be grandfathered in and allowed to remain until such a time when damage is discovered. Then the carpet will have to be removed at the owners’ expense. RDI will send a letter to that effect to the owner, and will keep a copy of this agreement in their unit file.

d.) Sauna at South Pool: This sauna has been vandalized numerous times by having water poured over the heating elements, despite being clearly posted as a dry sauna. The repair costs have far exceeded normal repairs. The Board has suspended the usage of the sauna until information is obtained to replace the heating elements.

6. Unfinished Business:

a.) Landscaping Contract: The Landscaping contracts have been received, and the top six firms with the lowest prices were called in for an interview. Two Board members, Sharon Skaggs and Glen Michael, and Michelle Dugan were present to thoroughly interview each downselected candidate to ensure they were adequately quoting to the Statement of Work contained in the SLA Request for Proposals. After discussion it was decided that Dobson’s Woods & Water was the most competitive. Beverly Thomas motioned to hire Dobson’s beginning January 1, 2010, at a cost of $ 3,132.41 per month, which includes lawn fertilization, pest control and placement of annuals in both entrances.  Linda Fisher seconded the motion, all in favor.

b.) Unapproved Patio: A Board member noticed that the owner in Unit #7240-106 had installed a concrete and tile patio on common area, without the board’s approval. This unit owner is now asking for approval from the Board. The Board’s majority opinion was that no one could infringe on the common areas without prior written approval from the Board.   RDI was directed to send a letter to the unit owner directing her to promptly remove the unapproved patio. In the past small resident gardens were permitted in back of the buildings, but it has come to light that resident infringement of common areas has gotten totally out of hand.  In order to ensure fair and equal treatment of all residents, a committee will be formed as soon as possible to inspect the common areas and report its findings back to the Board for follow up action.

c.) Electric Meters:  There was recently an electrical emergency on building on 7230. The meter box almost fell off the wall due to recent windy conditions that caused flickering of the lights in some units. This was quickly re-attached to the side of the building by a qualified contractor, “All-Phase Electric”.

We then had All-Phase Electric inspect all the buildings and report on the condition of all the switchgears and meter banks, and he is designing a detailed bid. The permits have been applied for on building 7340, as this had been discussed and approved at the prior meeting. We are also getting competitive bids on the entire job of replacing the meter boxes as needed on all the buildings. These bids should be back within two weeks.  Linda Fisher agreed to take the lead on this project.

d.) Building Water Meters:  Linda Arahill called Cocoa Utilities for another investigation of water usage near building 7320, which has been showing higher than normal monthly charges. They found another miscalculated meter and will refund a portion of the last six months, based on average use through the years. So far, Cocoa Utilities has refunded nearly $10,000 in total to the Association.

7. New Business:

a.) Request for Wood Flooring: There was a request from the unit owner of Bldg. 7200 -203 for wooden flooring. The Board reviewed the rules and regulations and it was reiterated that the second floor condominiums are not allowed wooden or tile flooring. The manager will contact them with the denial of their request.

b.) Tennis Court Resurfacing: This item was tabled at last month’s meeting so that pictures could be taken and discussed. The photos show that cracks are visible and the surface is in need of seal coating. The Board agreed to look into having the tennis courts repaired and resurfaced and the manager will be placing calls for bids for this work.

c.) Office Refrigerator: It has been in need of replacement for some time now and Beverly Thomas has priced them at Appliance Direct. Their prices ranged from $471 to $580 with frost-free components and with delivery included. This purchase was tabled until the next meeting, so that other bids could be obtained from Lowes and Home Depot.

8. Set Next Board Meeting:

The Next Board Meeting is set for December 17, 2009 at 11:00 am at the Sunrise Landing Office to discuss the insurance bids.

9. Adjournment: 

A motion was made to adjourn at 8:30pm by Beverly Thomas. Glen Michaels seconded this. All in favor.

Respectfully Submitted,

Linda Arahill

Community Association Manager

Reconcilable Differences, Inc. 

LA/mdd

Sunrise Landing Condominium Association of Brevard County, Inc.

Minutes of the Budget/Board Meeting

Wednesday, November 18, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 7:10 p.m. Other Board Members present: Vice President Glen Michaels, Secretary Linda Fisher, and Director Beverly (BT) Thomas. Treasurer Barbara Long, Directors Ingrid McKinney and Chuck Zimmerman were not present.  Seven unit owners attended: Gerard Ryan, Donna Zimmerman, Kay Briley, Kenneth Schmeling, Cliff Knott, Helen Gedutis, and Jeanine Lemueix. Present were from RDI were Linda Arahill and Michelle Dugan.

2. Approval of the October 21, 2009 Board Meeting Minutes:

Beverly Thomas made a motion to approve the minutes. Linda Fisher seconded. All in favor.

2. Financial Report:

Michelle Dugan presented the latest Financial Report as of October 31.  The balance in the operating account is $170,545 with prepaid assessments being $30,446 of that total. Security deposits total $22,445 and petty cash funds are $300. Reserves have $128,006 plus a certificate of deposit at Sunrise Bank for $123,616.  Past due accounts total $39,429, which consists of nine units more than $1000 past due. Two units that were in foreclosure have been sold and the association should be receiving funds within the next 30 days.

3. Owner Discussion Regarding 2010 Budget:

The proposed budgets for year 2010 had been mailed out to all the unit owners fourteen days prior to the budget meeting as required.  Since the mail outs, the Association attorney has made changes to condominium II, by including the Association’s office in the number of units in this sub-association. In the past, the office was not a consideration.

Paul Wean, the Association’s legal counsel, stated that each sub-association will need their own reserve analysis and savings account for painting, roof reserves, and paving, per Florida Statute.

Insurance: Also, the majority of the unit owners voted in favor of keeping insurance as a “Master Association” cost, so all insurance will be divided equally by all. We have been made aware that Citizen’s Insurance will be increasing their rates 10% or 11% this coming year.

Master Association: The bookkeeping for each multi-condominium, including the Master Association, will consist of four operating and four reserve accounts. There will be one annual audit, but four sets of financials each month.

Board Vote on 2010 Budget:

Linda Fisher motioned to approve the amended budget as discussed tonight, but asked that a revised approved budget be mailed out to the owners with the coupon books. Beverly Thomas seconded. All were in favor. Therefore, the approved monthly fees for 2010 are as follows:

Condominium #1 with 88 units @ $267.00

Condominium #2 with 72 units @ $266.00

Condominium #3 with 76 units @ $268.00

4. Unfinished Business:

Amendment: A majority of the unit owners voted to keep the insurance under one umbrella. The attorney will file this amendment with the county and recorded copies will be mailed to all owners.

Tennis Courts: The tennis courts will be discussed at our next meeting, as a letter was received from a resident owner,

for consideration of “resurfacing” the playing areas.

Swimming Pool: Private pool parties sponsored by residents will be restricted to no more than 15 non-resident guests.  There is no limit on the number of SLA residents attending.

Termite Bond: Terminix is willing to come to the next monthly board meeting to discuss our contract.

Common Areas: A Board member noticed that Unit #7240-106 had installed a concrete and tile patio on common area without the board’s approval. This unit owner is now asking for approval from the Board. The Board’s majority opinion was that no one can infringe on the common areas. There were recommendations that a committee should be formed to handle future common area issues and to bring their opinions to the Board. It was then suggested that management send a letter to this unit owner reminding her of the rules and asking that she remove this concrete and tile immediately.

Purchase of Golf Cart: Maintenance man Rick Hatfield has found a gas Club Utility Cart for $2968 and this will be delivered later next week. The Board had approved this purchase at a prior meeting, with a capped amount of $3,200. The Board was in agreement to purchase this cart for maintenance and RDI/BOD property inspections use only.

Electric Meters: There was recently an electrical emergency on building on 7230. The meter box almost fell off the wall due to recent windy conditions that caused flickering of the lights in some units. This was quickly re-attached to the side of the building by a qualified contractor, “All-Phase Electric”.

We then had All-Phase Electric inspect all the buildings and report on the condition of all the switchgears and meter banks, and he is designing a detailed bid. The permits have been applied for building 7340, as this had been discussed and approved at the prior meeting. We are also getting competitive bids on the entire job of replacing the meter boxes as needed on all the buildings. These bids should be back within two weeks.

Landscaping Bids for 2010:

Sixteen bids were received from Lawn Care Contractors. Sharon offered to take them and design a spreadsheet to show details of each proposal. The Board will meet with designated companies before a final decision is made.

Building Water Meters:

Linda Arahill investigated another building, 7430, that was overcharged due to a faulty water meter. The Cocoa Utilities department investigated and has refunded nearly $10,000 in total to the Association.

5. Set Next Board Meeting:

The Next Board Meeting is set for December 9, 2009 at 7:00 pm at the Sunrise Landing Office.

6. Adjournment:

A motion was made to adjourn at 8:30pm by Beverly Thomas. Glen Michaels seconded this. All in favor.

Respectfully Submitted,

Linda Arahill

Community Association Manager

Reconcilable Differences, Inc.

Sunrise Landing Condominium Association of Brevard County, Inc.

Minutes of the Board of Directors Meeting

Wednesday, October 21, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 7:04 p.m. Other Board Members present: Secretary Linda Fisher, Treasurer Barbara Long, and Directors Beverly (BT) Thomas and Ingrid McKinney. Vice President Glen Michaels and Director Chuck Zimmerman were not present.  Nine unit owners attended: Carol Anderson, Donna Zimmerman, Herbert Gault, Earl McKinney, Kenneth Schmeling, Frances Gurnauage, Mary Bowes, David and Beverly Carlson.

2. Approval of the September 30, 2009 Board meeting minutes:

Beverly Thomas made a motion to approve the minutes. Barbara Long seconded. All in favor.

3. Financial Report:

Barbara Long presented the latest Financial Report as of September 30.  The balance in the operating account is $137,637.with prepaid assessments being $32,906 of that total. Security deposits total $22,045 and petty cash funds are $300. Reserves have $110,408 plus a certificate of deposit at Sunrise Bank for $123,408.  Past due accounts total $39,429, which consists of nine units more than $1000 past due. Two units that were in foreclosure have been sold and the association should be receiving funds within the next 30 days.  One unit owner in foreclosure has offered to make payments to bring his past due amount current and the board is agreeable to working out a payment schedule with him.

4. Committee Report:

Terminix Services: Brian Lloyd did not attend the meeting to report on his conversation with the representative, so this item was tabled until additional information is obtained.

5. Management Report: Linda Arahill, Manager

Porch Inspection: The first six buildings that had porches repaired were inspected by JAG Construction Company and it was determined two porches had more damage that should be repaired. One unit has major damage and another unit has boards affixed to the porch flooring and must be removed before it can be inspected.  Repair work will begin the week of November 3rd.

Wildlife Trapper: There were 13 raccoons and 1 opossum trapped in the last two weeks.  Some of the animals were obviously sick and had to be destroyed. The others were released in a wildlife area that borders the St. Johns River.

Water Meters: Two faulty water meters have been replaced by the City of Cocoa and we are waiting to hear back on the final adjusted amount that will be credited to our account, but we have already received over $4,000 back.

Lawn Service Requests for Bid: Bidders for the upcoming year may pick up a detailed statement of work along with the contract written by the Association. These are also available through Reconcilable Differences or during business hours at Sunrise Landing on Tuesday and Thursday 10am-2pm.

6. Unfinished Business:

Roof Repairs: Shafer Roofing completed repairs on buildings 7360, 7340, 7240, and 7160. A list of minor repairs needed was faxed to JAG Construction Company and they will submit their bid when they begin the porch repairs.

Vote on Combining Insurance Policies for Multi-Condominium: A majority of unit owners voted to have all insurance premiums including the flood insurance as a shared expense. Linda Fisher was in charge of the mail outs and counting the ballots to ensure 66% of owners where in favor.

Newsletter: The board and management are currently gathering articles for the fall newsletter. If you have information you want included, please contact the management company or a board member.

Purchase of Golf Cart: Linda Fisher made a motion to approve $3,200 to purchase a used golf cart for the maintenance man to use to carry tools and supplies around the property. It is too large a property to expect him to go back and forth for tools, and he was using his own truck, which was not cost efficient. Barbara Long seconded. All in favor.

7. New Business:

Preliminary Draft Budget 2010: Michelle Dugan (RDI) and Barbara Long have been working on a draft budget to present to the board. A committee will be formed to finalize the proposed budget for submittal to unit owners by the first week in November.  As required by Article XXXII in all three SLCA Condominium Documents (Sunrise Landing I, Sunrise Landing II and Sunrise Landing III) and State Statues/Rules (61B-17.006 (8)(a)6, there will be separate budgets prepared for each of the three multi-condominiums (Sunrise Landing I, Sunrise Landing II and Sunrise Landing III) and one Master Association budget for the common area expenses. Sharon Skaggs reiterated that failure to establish these separate budgets as required by the Condo Documents and State Statues could subject the Association to fines of up to $200 per unit by the State. The good news is that, based upon initial input, it looks like the total monthly maintenance fees for all three condominiums will be within a couple of dollars of each other, none of which is expected to exceed the current $265/mo maintenance fees.

Trimming Trees:  A bid was received this week to trim 209 palm trees using a bucket truck, and 43 trees that must be trimmed by hand since these are not accessible with the tree trimming equipment. Two dead cabbage palm trees will also be removed.   A motion was made by Barbara to accept the bid from Lindemann Tree Service for $2,763. Beverly Thomas seconded. All in favor.  The manager will advise Mr. Lindemann and he will begin next week.  This should eliminate the palm fronds rubbing on the buildings and allowing animals to climb from the trees into attics.

Bushes: We are still obtaining bids from chemical companies for lawn and shrub spraying for weeds, insects and fertilizer. The current contract expires at the end of December 2009.

Traffic Light:  Ingrid suggested we contact Bob Esser and ask him to contact the county again about getting a traffic light at either the south entrance or the north entrance of our property. There have been multiple accidents by residents pulling out on US Hwy 1 and there is currently no light to slow down traffic.  Ingrid agreed to take the action to contact Bob.

Electric Meters: There were two bids obtained to replace switchgears and meter banks on building 7340.  One bid was received for nearly $6000 and one bid obtained from All-Phase Electric for $4300. We have requested that All-Phase Electric inspect all the buildings and report on the condition of all the switchgears and meter banks.

Vote on Electric Repair Bid: Motion was made by Barbara Long to accept the bid from All- Phase Electric for the repair of 7340 and monies would be utilized from building maintenance.  Linda Fisher seconded. All in favor.

8. Announcements:

Handicap Sign: Unit owner in 7300-103, submitted a request to install a handicap parking sign in front of their building.  They have been parking in a handicap space with a sign installed by another unit owner who is out of state. They now need their dedicated sign installed. This would be on the other side of the island, closest to the entrance of their unit. Permission was granted by the board.

E-Mail Addresses: The board has suggested that e-mail addresses be collected in the future to keep the costs down on the mailing of the newsletter. Plastic boxes have been installed by the bulletin boards and newsletters will be placed in these boxes.

9. Owner Input:

Since the last newsletter, we have had two responses regarding water aerobic classes. If you would like to participate please contact Linda Arahill or board member Beverly Thomas.

10. Set Next Board Meeting:

The Annual Budget Meeting with Unit Owners will be on November 18, 2009 at 7:00 pm at the South Pool. Proposed 2010 budgets and an agenda will be mailed to all owners two weeks prior to this meeting.

11. Adjournment: 

A motion was made to adjourn at 8:30pm by Beverly Thomas. Barbara Long seconded this. All in favor.

Respectfully Submitted,

Linda Arahill

Community Association Manager

Reconcilable Differences, Inc. 

Sunrise Landing Condominium Association of Brevard County, Inc.

Minutes of the Board of Directors Meeting

Wednesday, September 30, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 7:14 p.m.  Other Board Members present: Secretary Linda Fisher, and Directors Beverly (BT) Thomas and Ingrid McKinney. Treasurer Barbara Long, and Director Chuck Zimmerman participated by conference phone. Vice President Glen Michaels was not in attendance. Nine unit owners attended: Brian Lloyd, Lois Ostapovicz, Kay Briley, Donna Zimmerman, Mary Bowes, Gerard Ryan, Alice McCabe, Alexandria Dermody and Nancye Brewer.

2. Approval of the July 22, 2009 and August 19, 2009 Board meetings minutes:

Beverly Thomas made a motion to approve the July and August minutes. Barbara Long seconded it. All in favor. 

3. Financial Report:

Barbara Long presented the latest Financial Report as of August 31: The balance in the operating account is $119,222 with prepaid assessments being $29,271 of that total. Security deposits total $21,045 and petty cash funds are at $300. Reserves have $111,307 currently. There is total of $123,207 in certificates of deposits. We have seven units in foreclosure; two by the Association and five are from Mortgage companies or banks. Past due accounts total $34,883, which consists of eight units more than $1000 past due. There was a potential sale of one bank foreclosure. If this sale goes through, the Association will recover the $4348 in past due assessments and legal fees.  Also, there was a request from an owner that the Association settle for less than half for the association fees owed. The Board turned this down. The Association is in good standing even with the legal budget line over by $3000.

Phase Budgets: Paul Wean has advised the Association of his legal interpretations of the operation of the four budgets, but whether the Association wants to accept his advice or continue under one budget is still in question by the owners. The Association will look at the draft proposed budgets at next month’s board meeting, prepared by RDI.

4. Management Report: Linda Arahill, Manager

After Rick’s review of the engineer’s report, his findings were that almost all the buildings have some (not many) loose or “popped” nails, and broken shingles. Also, the repairs from Rock Roofing were justifiable and if there were any faults in the workmanship, it would have been from the prior roofing company. Schaffer roofing was recently hired for the repairs sustained from aging. These minor issues have been fixed with the repairs to buildings 7360, 7340, 7240, and 7160.

The City of Cocoa Utilities Department came out to check the meter calibration at building 7410. Management called them because of extremely high water usage with no known reasons. The Utility Department found there was a reading of 300%, which is 200% over the actual flow through it. This was because the indicator affixed to the meter was not the correct one for the type of meter used. The Association will be receiving a credit of about $4700 for the incorrect readings and subsequent over-charge incurred since April of 2008.

5. Committee Reports:

Pool Furniture: New furniture for the North pool has been received. Linda Fisher stated that Rick has painted the legs of the old tables at the north pool and placed the new chairs around the sides, since most unit owners like the tables around the pool. Linda commented that there was a donation of four umbrellas to the north pool. The Board thanked Lois Ostapvociz for this donation.

Newsletter: Linda Fisher has finished with the distribution of the “Summer Newsletter” and has purchased four (“take-one”) plastic boxes that will be placed around the mailbox areas for quarterly distribution of the Newsletter. The Board asked for articles and volunteers to help with the distribution of the newsletter in the future. Three unit owners offered to volunteer: Kay Briley, Mary Dean and Donna Zimmerman.

6. Unfinished Business:

Porch Repairs: Manager Linda stated that she is sending out letters to certain owners with porches that may be in need of repairs, possibly due to carpet that is glued down to the wood. It has been mentioned numerous times that carpet or tile installed on porches is a violation of the covenants & rules of the Association.

The porch repairs that are needed to 7210-202 have been quoted by Jag Construction Co. at $3,734.  Barbara Long motioned to approve the proposal and have the work started.  Ingrid McKinney seconded. All in favor.

Golf Cart: The Board is continuing to look for a golf cart to purchase, because Rick uses his own truck for maintenance work. The president has been looking in Orlando, as there is a company selling used golf carts ranging from $2000 to $3500.  Barbara Long stated that her husband would be able to help look next month.

Shed for Maintenance Update: Rick was asked by the Board to look into enclosing the hallways leading to the storage rooms at each pool to be used as additional storage space.  Most of the board agreed not to add a storage shed to the common property at this time. They asked that Rick purchase a gate for the hallways of the storage rooms and to lock both gates. It was recommended that Rick look into the prices for the gates, as the shed is on hold for next year.  It was also recommended by RDI to purchase maintenance t-shirts for Rick to identify himself for security reasons. The board was in agreement with pricing of  $9 per shirt. Five will be ordered to start.

Fire Marshall Inspection Update: The Fire Marshall met with RDI and maintenance on Tuesday, September 22nd. He was pleased with the work that had been done and signed off on all issues that were pending. The Fire Marshall said that a tenant had complained to the Fire Department about letters from the Association, and he asked for an inspection of his grill/propane tank. When they arrived, the propane tank was removed, so that issue is closed. Linda stated that neighbors of this same tenant had complained about his use of more than one resident parking space. A letter was written about that also. The Board suggested that the attorney write the next letter to the owner and renter of this unit if complaints continue to be received.

Landscape Statement of Work: Rick wrote a “statement of work” for the landscaping contractors to base their bids on. Barbara Long reminded the board that bids must be received quickly because preparation of the proposed budget must be completed before the next board meeting. The Board President will work with the manager to clarify this Landscape Statement of Work and then contractors will be given the opportunity to bid.

7. New Business:

Terminex: Brian Lloyd and RDI have been working to resolve the issues with the termite contract. They have changed their monitoring system and inspections. We hope for resolution with one more meeting.

Parking Lot Flooding: There have been complaints about flooding in the parking lots between buildings 7350 and 7330 in heavy down pours. This has been found to be the result of improper drainage from the retention pond behind building 7350. Rick obtained prices for renting a machine to excavate, for approximately $510. The work will start September 29th.

Office Carpeting: Linda Fisher asked for approval from the Board members for Rick to remove the office carpet, and then paint the concrete floor until there are enough funds available for replacement flooring. Barbara Long motioned to have the carpet ripped out by Rick. Ingrid McKinney seconded. All in favor

Grills-reconsider grills for pools: The Fire Marshall inspected the property and RDI sent notices to the units that were identified from the inspection as having propane tanks on the patios. Since the propane tanks are the problem for grill owners, it was asked by a Board member if the pool areas could be reconsidered as areas to grill again. Discussion revealed that the Board did not want to re-establish the grills at the pools again, because the grills and the areas around them were left dirty and attracted rodents.

Renter checks: Linda Fisher stated that she would like to have the renter checks processed through the Sunrise Landing office along with all renter information. Linda added it would help to alleviate problems from when renters leave and it might relieve the burden from RDI and hopefully cut some of the cost of maintenance of records The Board recommended discussing this issue with Barbara Long and Michelle Dugan to determine if this could result in any cost savings on management fees. Further research will be done concerning rental money that cannot be returned. 

Complaints on 2nd floor: A complaint was received about noise from upstairs tenants. The Board agreed tonight to have a floor inspection done. The unit has been identified, and the Association is working with our property management company to help solve this matter.

8. Set Next Board Meeting:

The meeting has been set for October 21st at 7:00 p.m.

9. Adjournment:

Beverly Thomas motioned to adjourn the meeting at 9:01 pm. Linda Fisher seconded the motion.

All in favor.

Respectfully Submitted,

Linda Arahill

Community Association Manager

Reconcilable Differences, Inc.

Sunrise Landing Condominium Association of Brevard County, Inc.

Minutes of the Board of Directors Meeting

Wednesday, August 19, 2009

President Sharon Skaggs called the meeting to order at 7:02 p.m.  Other Board Members present: Vice President Glen Michaels, Secretary Linda Fisher, and Director Beverly (BT) Thomas. Treasurer Barbara Long was present by conference phone. Directors Ingrid McKinney and Chuck Zimmerman were not in attendance. Four unit owners attended; Beverly Powell, Kay Briley, Brian Lloyd and Donna Zimmerman.

2. Approval of the Minutes:

3. Financial Report: 

Barbara Long presented the latest Financial Report as of July 31: The balance in the operating account is $131,189 with prepaid assessments being $35,368 of that total. Security deposits total $20,545 and petty cash funds are at $300. Reserves have $226,040 currently. We have seven units in foreclosure, two by the Association and five are from Mortgage companies or banks. Past due accounts total $33,425, which consists of eight units more than $1000 past due. There is a potential contract on one of these foreclosed units. Should this sale go through, the Association will recover $4316 in past due assessments.

4. Management Report: Linda Arahill, Manager

Fence Repair: At the beginning of this month, the fence on the south side bordering Sunrise Village was apparently vandalized. Repairs to the fence were completed quickly by “Economy Fencing”, who had originally installed the fence for the Association.

Sewer Drainage: The sewer drainage problem that Rick had reported was from Building 7430 with units 101,201,102,202, being affected. The board agreed to have a maximum cap of $1500 to repair this problem. Barbara Long motioned to accept the above terms. Beverly Thomas seconded. All were in favor. RDI was given the action to contact a plumbing company to make the necessary repairs as soon as possible.

Parking Lot Flooding: There have been complaints about flooding in the parking lots between buildings 7350 and 7330 in heavy downpours. This has been found to be the result of improper drainage from the retention pond behind building 7350.  The Board asked the manager to obtain bids to repair this drainage problem. The board also wanted to ask Rick if he might be able to rent the proper equipment and do the work. RDI is to follow up with Rick and report back to the BOD.

Fire Marshall Report: The final report of the Fire Marshall’s inspection was presented to the board and required noted infractions to be completed within 30 days. To date, Rick has completed the following required repairs: (1) electrical meters labeled; (2) A/C units and their shut-offs labeled. (3) exposed light box covered, (4) cleaned dryer vents  showing visible clogs on both 1 & 2^nd Floors (approx. 12 units).

Recycling Bins: RDI called Waste Management for an inspection of all their recycling bins, as owners have complained that the lids to the actual containers are missing or broken.  During the property manager’s weekly inspections of the property, the “old empty blue newspaper containers” have been removed from all the mailbox areas for a cleaner appearance.

5. Committee Reports:

The pool furniture replacement committee is chaired by Linda Fisher, and after many hours of dedication, she recommended a commercial company named “Premier Patio”.  The deciding factor for “Premier” was that their furniture will never go out of “style or stock” and was reasonably priced, so this will be a benefit when the board decides to fund for additional furniture for the south pool. Beverly Thomas motioned to purchase five 42” tables, and twenty chairs for the north pool. Barbara Long seconded. All were in favor.

Linda Fisher stated that Rick was going to paint the legs of the old tables at the north pool and the place the new chairs around the sides, since most unit owners like the tables around the pool.

Bob Brown has completed the tree removal of the large pine tree in between 7430A and 7410C.

Correspondence / Vehicle Violation Notices were sent to unit owners with non-licensed or permitted cars. Copies have been filed in the unit files. Other letters written: security cameras incident at 7190-102, 7430 – 102 car leaking oil, and six cars with no visible decal or visitor pass were cited in the areas of buildings 7460, 7190, 7150.

Pools Inspection Issues: The County Health Inspector noted the following discrepancies at the pools and spas:

Patch deck where chipped around edge of pool.

Depth (FT.) tiles have worn or missing letters (South pool). Note: We are always being cited for this because these are stick-on letters that either wear off or are being pulled off by kids. These markers should be replaced with factory-produced tiles which have black letters printed on a white tile and are glazed to protect them from wear. (Approx. cost – 7 or 8 tiles at $18. each)

Lighting Certificate – Newly enforced rules require us to have a lighting certificate (tested and signed by an engineer) to prove we have the proper amount of light on our pool decks in order to operate the pools at night. Without this certificate, we must limit our use of the pool to only daylight hours (dawn to dusk). The board decided to look further into the lighting on and around the pool deck and to check on the feasibility of using motion detectors and timers that are under the cabanas for the lighting as needed.  At this time a unit owner also said the gate key tumbler was not working, so manager will follow-up to have this fixed.

Vacuum flow rate below minimum – The specifications for our pools require a flow rate of 90 GPM (Gallons per Minute). We are currently at 60 GPM for the south pool and 65 GPM for the north pool. This could indicate a clogged filter system or a worn-out pump. Jeff will try to acid clean the filtration systems in an attempt to increase the flow.

Vacuum gauge not working (north pool only) – Jeff will replace the vacuum gauge attached to the filter pump.

Spas: Equalizer line (small grate under skimmers) must have a special, anti-suction style grate installed before 11/20/09 or the spas will be closed. This is a small grate similar to the ones we had to install from the main drain lines in the pools and spas. (Our other option would be to permanently seal the line with cement – Rick did not recommend this due to possible changes in the codes in the future).  RDI/Rick to follow up with Stanton Pools to ensure this work is completed by the 11/20/09 deadline.

Tablet style chlorinators – Current code prohibits using solid (tablet) chlorine due to the high levels of stabilizer contained in them. We need to change to a non-stabilized chemical like Bromine. The equipment (erosion feeders) we currently have is not rated for Bromine and will have to be replaced with ones that are. We may also have to add ‘acid feeders’ to control the stabilizer levels if the Bromine is not enough.  Note: the only other alternative is to switch the entire system over to a salt system, which would probably be a lot more expensive.

Interior surface of south spa is very rough – We were not cited on this (this time) however, they are not pleased with the surface and will make us resurface the spa in the near future (as we had to do with the north spa).

Gravity Feed System – New Florida laws require our spas to be converted into gravity feed system before July 1st 2012. Currently our filters siphon water directly from the spa. This can cause people to be ‘sucked’ down onto the grates and drown. In a gravity feed system (which we use on the pools), the water would flow from the spa, by means of gravity, into a holding tank where it is siphoned out of the tank and into the filters. An engineer would have to design the system (tell us what size tank to use), however; we may be able to install the tank ourselves in order to save money. Further investigation would be needed.

Pool Furniture Replacement: Linda Fisher has done research for the north cabana for the purchase of “Sturdy New Chairs”, at the cost of $65 each. Beverly Thomas made a motion to purchase the cabana chairs for the north pool.  Chuck Zimmerman seconded. All were in favor

The Hurricane Preparedness Committee chairperson Alice McCabe was not in attendance, but she had followed up with a current list of the residents from the office. Alice spent time after the last board meeting with Linda Arahill and Rick to update the records to show current residents who are handicapped. This way, when there is a potential hurricane threat, a calling chain can contact them.

SLA Newsletter: This was discussed and suggested that input was needed to complete the “Community Newsletter” from the Board of Directors. Sharon would be sending out by e-mail, a draft “Newsletter” next week.

8. Unfinished Business:

Roof Engineers:  Sharon asked that it be a priority to establish a relationship with a qualified roofer, for emergencies. Reconcilable Differences reported that there was mis-communication after the Citizen’s report. There are currently no known roof leaks and all repairs are holding.  The engineer’s report from Citizens noted only minor repairs needed to bring all roofs up to code. While these should be handled, we do not have an emergency need at this time. Sharon stressed to continue to acquire bids from local roofers to make all needed repairs and to start a relationship with one in case of emergency need after storms. Linda will contact Shafer Roofing, and Donna Zimmerman said the original installer was Woodington & Wybarger, so they will also be contacted. 

Porch Repairs: Due to a concern by units 7210-102/202 of rotted wood on their balconies, an inspection was completed and it was found that the first six buildings that were originally repaired had only the engineer’s specifications completed, where the rest of the buildings were inspected more thoroughly and all damage found was repaired. Ken Schmeling has again offered to work with JAG and management to complete all needed repairs. Estimated costs will hopefully be known soon.

Potential Mold Problem: A concern was called in about mold in 7330-102. Manager and maintenance entered this empty unit and only found mold in the toilet. Linda asked maintenance man Rick to pour bleach down the shaft, because the new neighbors upstairs had concerns about the smell.

Phased Budget Concerns: Letters were received from Carlos & Joann Garcia and Terry Skaggs with concerns about the legality and need for phased budgets. The Association attorney, Paul Wean, was asked to supply a letter addressing their concerns. This was done and is available for unit owners upon request.

Handyman Compensation Package: Rick Hatfield has been working as Maintenance Man for Sunrise Landing since late 2006 with no real benefits. After discussion, Sharon motioned to give Rick two weeks paid vacation, holiday pay for 6 holidays per year and a raise to $15.00 per hour. Barbara commented that they’re this not enough money in the budget for a raise this year, but it could be budgeted for next year.  Chuck Zimmerman modified the motion to give Rick two weeks of vacation pay and six paid holidays in 2009. Beverly Thomas seconded that motion. All were in favor.  (Since 40 hrs. /week have already been budgeted for the handyman’s labor hours, there will be no cost impact to this year’s budget.)

Discussion of Hallways/Cleaning of Concrete Floors:

Renter Deposit Checks: A Board member had asked that only the renter be able to give the deposit check to the Association. In this way, we would always know who to give the refund to at the end of their lease. However, Michelle Dugan said this is not legal. If the owner of the unit wants to pay the $500 deposit himself and be responsible for the actions of his tenant and deal with them himself if we must keep some of the deposit, that is the owner’s choice.

The Board was in agreement that the deposit money could be accepted from either the renter or the owner renting and RDI has modified the interview form to ask who the deposit is received from and will be refunded to.

Complaints about Noise from an Upstairs Neighbor: A unit called in a complaint about loud noise from the above unit and the fact that there may be tile or other illegally installed flooring on the floor even though this goes against the documents of the Association. The Board recommended that the attorney get involved in requiring entrance to the unit for inspection.

Unit Owner’s Claim for Reimbursement of A/C Condenser Repair Costs: A resident felt that the irrigation sprinklers spraying his a/c compressor caused rust and a premature need for replacement of parts. After discussion, the Board denied responsibility for this claim from unit 7430-202, since this is an outside unit that weathers rain, salt spray and other factors. Irrigation water not on a well is not the cause of premature rust. The Board has also agreed that any further communication with this unit owner should come from the attorney.

9. Owner Input:

10. Set Next Board Meeting:

11. Adjournment:

Overview of the Collections Process

To Lien an Unpaid Account, two notices must be sent to the owners:

The first is a thirty-30 day notice of intent to lien. This must be sent by certified and regular mailing to all addresses on file, including the property address even if they do not live there. This letter can be written and mailed by the Association or the Association’s management company. It was recommended by Helena that a statement/notice of non- payment be sent in the middle of the month (as soon as the account is delinquent). On the first of the following month, if payment was not received, the 30-day notice is mailed, as stated above.

The second is a thirty-30 day notice of intent to foreclose on lien. This letter is sent by the attorney after the 30-day intent to lien letter is sent and there is no response or payment within the thirty days. This notice states that a lien has been placed on the property, and it is highly recommended that the owner pays all fees due in order to avoid the Association filing a foreclosure on the property.

Helena recommended that when an owner does communicate with the association and needs an extension, that the Association consider any reasonable payment arrangements as long as such arrangement does not exceed a six-month period.  By accepting a payment plan with the owner, it shows that the Association is trying to work with them. When and if the account ends up in the Association foreclosure step, this shows the courts that the Association has done everything they could do to assist the owners.

An Association lien is valid for one (1) year. Once the lien expires, the association can file a new lien. The new lien picks up where the previous lien left off. The amounts stated on an old lien are no longer secure by a updated lien. The lien does not show legal or late fees or interest owed. Those items are itemized to the owner, in the notice.

Foreclosure:

When the unit owner refuses to pay or work with the Association, the Association should move forward with a foreclosure action, filed with the courts. The complaint will then be served to the owner and they have twenty (20) days to respond to the court. If they do not reply, the association moves forward with an entry of default and can then file a motion of summary of final judgment. This motion tells the court there are no defenses and affidavits of costs, affidavit of indebtedness, affidavit of attorney fees, are then completed. Once judgment is entered, the Association is in the position to proceed with the foreclosure sale.

Once foreclosure date is set, an auction is held at the court building in Titusville. If there are no bidders, the Association then takes title possession of the property. The Association has no responsibility to the first mortgagee and the Association can rent or sell the property.  If the Association sells the property it is subject to the first mortgage. This means the sale must exceed the balance due on the first mortgage and all encumbrances and the mortgage will need to be satisfied at time of sale. If purchased by a bidder, the bidder must pay the Association the total amount of the judgment plus post judgment cost.

The owner of record does have liability for property taxes but it is not recommended the Association pay these property taxes until notice of a tax deed sale is received from the tax collector.  It takes approximately two to three years before tax liens are filed.  At that time, the Association would need to pay the taxes on the property to prevent the property from being sold due to unpaid taxes. It is also recommended the Association contact the insurance company for coverage on the property.

Once the Association forecloses, then the Association owns the property and can rent the property. Renting the unit will recoup some moneys owed to the Association. The Association can hold on to the unit until the bank forecloses on the property. If the Association decides to rent the unit, Helena suggests a lease agreement be drafted stating the lease is null and void if and when the bank forecloses. 

Banks are taking an extremely long time to foreclose right now; around two years.  With the banks taking so long to take ownership, the Associations lose more and more association fees.  Under a bank foreclosure the bank is only responsible for 6 months of past due association fees or 1% of the original mortgage, whichever is less.

Once a bank forecloses and takes possession of the property they are responsible for the monthly assessments. Mortgage companies do not want to pay out monthly association fees and this is part of the prolonged process of a bank foreclosure.  The banks have no obligation to pay the monthly association fees until they take title to the property.

After each step of the Association collection lien foreclosure process, Helena will evaluate bank status on the property. If no activity is found, she will proceed to the next step. If action is noticed, she will notify the Association with her recommendations.

Sunrise Landing Condominium Association of Brevard County, Inc.

Minutes of the Board of Directors Meeting

Wednesday, May 20, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 7:04 p.m.  Other Board Members present: Vice President Glen Michaels, Secretary Linda Fisher, Directors Beverly (BT) Thomas and Chuck Zimmerman. Treasurer Barbara Long attended by conference phone. Director Ingrid McKinney was not present Also in attendance were Linda Arahill, manager from Reconcilable Differences, and the following unit owners: Doris Propheta, Alice McCabe, and Donna Zimmerman.                                                                                                            

2. Approval of Minutes:

It was moved by Linda Fisher and seconded by Beverly Thomas to approve the minutes from the April 15, 2009 Board meeting, as written and posted on the website. All in favor, motion adopted.

3. Financial Report:

Barbara presented the latest Financial Report as of April 30, 2009: The balance in the Operating Account is $101,819, with Security deposits of $18,045 and Petty Cash of $300. The Reserve Account at Colonial Bank is $71,574 and the Sunrise Bank CD is valued at $129,307 currently.  Past due fees owed to the Association are $24,937.00. Barbara commented that she had spoken to Michelle before the meeting and she suggested looking into two bank certificates at $25,000 each, as Colonial Bank’s money market rate is next to nothing. Barbara recommended purchasing two $25,000 CD’s for three months. This would leave $21,000 in the liquid reserve account.  Chuck asked Barbara if we should consider staggering the maturity months. Glen Michaels suggested looking into a penalty-free CD such as Regions Bank offers. Sharon recommended holding off buying any Certificates of Deposit until we can look at these different rates. Barbara stated she would email the Board with new rates as soon as she is able to. 

The aging report now shows six units in bank foreclosure, two units turned over to the attorney for Association foreclosure action and a total of $23,453 in past due fees currently owed.

Barbara Long made a motion to approve liening unit 7180-102. Chuck Zimmerman seconded, all in favor. 

Barbara did note that the water bills are over $6,000 for the north end buildings. Sharon asked if maintenance could start checking into this. 

4. RDI Management Report

a.) Rick has improved the south entrance with plants and mulch.

b.) Green lattice fence has been purchased and installed to conceal the pool equipment at the North pool – (as someone complained it looked like a coffin).

c.) Rick has repainted the office sign for a crisp “New” look. 

d.) All air-conditioner drains have been cleaned.

e.) Oleanders will be purchased and placed along US1 in front of Building 7430.

f.) The south pool spa heater is not going to be replaced at this time. Jeff called May 18th to say that the heater was still working, by a miracle again. Jeff would like to hold off replacing this until the heater is totally exhausted.  

g.) Rick has completed 95% of the maintenance list that the Board supplied to him about four weeks ago. He has added replacement plants and ground cover as requested.

h.) Inside entryways are in the process of being pressure washed and the front windows cleaned, as time allows.

i.) Bob Brown has completed the trimming of the berm in between cul-de-sac 7300 and 7310 and has “hurricane cut” all the palms and taken mistletoe out of various trees. The oaks were also trimmed away from the parking areas, and some dead leaning trees were removed. Lastly, a few “eyesore” stumps were ground down.

j.) Eight covenant enforcement letters have been written to unit owners for incidents such as grills in the common area, grill debris thrown in the river, window and painting issues (7180-101,7240-106 & 103, 7340-104,7360-103,7350-102,7160-101)

5. Unfinished Business:

Roof Engineers: Manager followed up on the evaluation of the roofs done by a roof consultant at Citizen’s Insurance expense. We recently received the report. It consists of 20 pages and reports that 21 roofs did have wind damage, but none of the roofs need more than $1,000 worth of repairs and each building has a $1,000 deductible. The report says that “faulty repairs” caused the damage. The Citizen’s adjuster felt a total of $3,547.81 would take care of all current needs in repairing the roofs. Manager specifically asked Anita Thor from Citizen’s about the shingles, since the roofer felt there was a warranty issue with them. She stated the report made no mention of faulty shingles, only past repair work that was not properly done. A copy of the adjuster’s findings and estimated costs report will stay in the office. Barbara suggested that we file against Rock Roofing’s insurance carrier. Sharon suggested that we contact another roofing company for an estimate on correcting the roofs, as the report recommended. All members were in agreement. RDI has the action to obtain the repair quotes.

Kayak Proposal: The prior Board tabled this issue in January. The current Board had discussions tonight which ranged from it being a value-add commodity to possibly being an eyesore and liability.  Chuck felt that allowing kayak storage on site could enhance the property values since we are on the river. Chuck also recommended that we ask all owners for their feedback with another ballot vote. Linda Fisher felt the request should be added to the “Association’s Newsletter” for the owners’ input.  All agreed to this recommendation. 

Special Event Security: There has been a concern from the owners for security during special area events like shuttle launches, especially at the south end of the property. Sharon discussed the possibility of getting volunteers to man each entrance. Other possible suggestions included putting thistle and holly bushes at the berms as a deterrent to trespassers. Linda Arahill added that Rick has placed “No Trespassing” signs at all three entrances, and the berms have signs staggered throughout the length of the property. The Board opted to table this item until the next board meeting.

Annual Fire Inspection: The Fire Marshal has been on property to start the Annual Inspection, which will continue through June. He expressed concern to the property manager about the clogged dryer vents he was finding. Rick Hatfield was alerted of the fire marshal’s concerns and he has started cleaning the vents on the first floors of all the buildings, but recommended the Board hire a contractor to clean the vents on the second story walls. The Board agreed to have the manager get quotes for the dryer vent cleaning. Although this is actually an owner responsibility, due to a major safety factor affecting all of the buildings, the association might have to bear the expense to ensure all dryer vents have been properly cleaned.

Pool Pumps: Jeff Stanton called today to say that the south pool’s pump, installed ten years ago, had also gone bad. (The north pool pump had broken last week). This pump is required to support the backwashing of the pool(s). Barbara suggested that the cost for these repairs ($800) be taken from the operating account instead of the pool reserves, as we need to keep what is in reserves for future projects.  She made a motion to approve this replacement from the Operating account. Beverly Thomas seconded, all in favor.

Porch Siding: Linda stated that she still receives occasional calls about unfinished porch siding repairs.  Ken Schmeling did not attend this month’s Board meeting, so the manager stated she would let him know about those that still need to be completed.

Self Defense Classes: Sharon stated that the self-defense classes are on hold until the fall, to allow time for the snow birds who signed up for it to arrive back in Florida.

Fencing at the North End on US1: This issue was tabled at the last meeting so that manager could obtain bids. Linda presented three bids: The first from Custom Fence is $3,325 without the permit fee. East Coast Fence bid $3,075, and Rick priced evergreens that will grow in as a hedge. These were priced at 18 for $108 not including tax and delivery. His estimate of labor hours to dismantle the old fence and plant would roughly be 24 hours. With taxes and insurance that cost would be $455. The Board accepted the proposal by Rick to plant a “live hedge” fence.

6. New Business:

Sharon Skaggs recommended the Board take on the following Major Projects for 2009:

a.) Replace office refrigerator

b.) Landscaping Improvements

c.) Resurface South Spa

d.) Replace North pool furniture – cabana and chaise lounges

e.) Repair/replace outside bldg. electrical boxes

f.) Replace South pool furniture – chaise lounges

g.) Repair all front bldg. entrance knee walls and replace rotten wood

h.) Paint all bldg. Front entrances

i.) Replace office carpet

j.) Upgrade office computer to Windows 2007

k.) Resurface parking lots (to be done in phases)

l.) Purchase utility cart (for use by maintenance and management employees

m.) Resurface North and South pool

n.) Replace bulletin boards next to mailboxes

o.) Install boxes for newsletters, etc.

Office Water Heater: There was a suggestion from the Board to not replace the broken hot water heater in the office and instead just remove it to add much-needed storage. No one felt hot water was required. Linda Fisher suggested that building shelves in that area would benefit the space. All board members were in agreement to just remove the hot water heater.

Cart & Shed: Our maintenance staff has suggested a maintenance utility cart and storage shed. Chuck commented that Rick is looking at different building materials for the shed, and if possible, he could build it. A decision on where to install the shed still needs to be made, should the Board elect to go forward with getting a shed.

Illegally Installed Chair Lift: A chair lift was installed at Unit #7470-205 without permission from the association.  The association’s attorney, Paul Wean, wrote up a lien on that property which requires the current owner to return this common area back to its original state before selling the unit. This was notarized and is filed with the county recorder’s office.

Pool Parties: The resident-sponsored pool parties are a source of many complaints. Sharon recommended the rules be revised to limit the number of non-resident guests to no more than fifteen people. Notices will need to be sent out to the unit owners for feedback before any revision to the rules can be made.

Guest Parking: Sharon suggested that excess reserved resident parking slots be changed by renaming some of them to “Guest”. A committee will need to be formed to determine which resident spaces can be changed to guest parking.

Collection process for past due maintenance fees: This issue was tabled until the next meeting in order to gather more information on the correct process.

7. Committee Assignments:

Pool Furniture Replacement: Linda Fisher volunteered to chair this and Linda Arahill offered to help.

Hurricane Preparedness: Alice McCabe volunteered.

SLA Newsletter Gazette: All board members decided that they will make the final decisions after the manager puts together the draft.

8. Next Set Board Meeting:

The next meeting is set for Wednesday, July 15, 2009 at the SLCA Office at 7:00 pm.

9. Adjournment:

There being no further business, the meeting adjourned at 9:35 pm.

Respectfully Submitted,

Linda Arahill

Community Association Manager

Reconcilable Differences, Inc.

Sunrise Landing Condominium Association of Brevard County, Inc.

Minutes of the Board of Directors Meeting

Wednesday, April 15, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 6:37 p.m.  Other Board Members present: Vice President Glen Michaels, Treasurer Barbara Long, Secretary Linda Fisher, and Directors Beverly (BT) Thomas, Ingrid McKinney and Chuck Zimmerman. Also in attendance were Linda Arahill and Michelle Dugan from Reconcilable Differences and attorney Paul Wean. There were twenty-two unit owners present.   

2. Guest Speaker: Paul Ween, Atty.

Paul Wean attended this meeting to discuss the ramifications and legalities of having three separate condominium communities or regimes operated and maintained by the single corporate association.
Paul introduced himself as the association's corporate attorney since approximately 1992, and stated that when he was first representing the condominium, he was with another law firm. He was originally only given the documents for “Sunrise Landing Unit 1”. It was one or two years later that he found out about the other condominium communities. At that time and on several other occasions through the years, he has advised the board and management that this was a multi-condominium association. He assumed that the appropriate budgetary and financial changes were made and the issue did not arise again until Paul was invited last summer to a budget meeting. This was the first such meeting he had attended at this association; at that time, he realized the budget needed to be changed. He explained his recollection that he had been told that the budget had been changed to a single community/single association budget during the time that Sentry Management was managing the property.  He went on to explain that there are three separate condominium communities, each created by the recording of a separate declaration of condominium describing the land subject to that particular declaration.  All three condominium communities consist of the land and the physical structures and improvements within their boundaries.  The same corporate association is charged with operating, administering and maintaining the common elements of each community, with the common elements largely consisting of the exterior building components. The owners of units in each condominium community are responsible for paying the costs of maintaining and insuring the common elements within their community.  Some costs, such as landscaping, management and the like, are common to all three communities and they can be shared in common.
This community structure, with one corporation operating multiple condominium communities, is called a "multicondominium association."  Even though it apparently has been done incorrectly for years, the repeated failure to do it right never will make it right and legal, and the knowledge that it is not right imposes a fiduciary duty on the Board to fix. After a brief discussion, it was determined that the Board would change to the required multi-condo budget format beginning with the 2010 budget and going forward.  The only other alternatives available would be (1) to merge the three condominium communities into one by getting 100% of the unit owners as well as 100% of the lien holders to approve an amendment to combine all three of the Sunrise Landing condominium communities into one, or  to start operating correctly.   Mr. Wean agreed to take the action to draft the necessary materials to allow the members of the Association to take the vote permitted under Section 718.111(11) to treat all of the insurance issues as though there was only a single condominium community.  This would only require a majority vote of all the unit owners, regardless of which condominium community is theirs.  Mr. Wean answered questions from the audience at this time and then was thanked for his time and left

3. Approval of Minutes:

Barbara Long motioned to approve the minutes of the February 18th Board meeting, the March 4th spa heater and repair Board meeting, and the March 18th Annual Organizational Meeting. Linda Fisher seconded this motion and all were in favor.

4. Financial Report:

Barbara Long presented the latest Financial Report as of March 31, 2009: The balance in the Operating Account is $99,909, with Prepaid Assessments being $29,178 of that total. Reserves have $192,470 currently. At this time, the Association is under budget. The accounts receivable report shows five units in foreclosure; two of these are in foreclosure with mortgage companies and 2 accounts are liened and ready to be foreclosed by the Association. One foreclosure unit was sold last month. Past due fees owed to the Association are $21,590.00. Realistically some of this will not be able to be collected. The owners stop paying their fees and mortgages, but the banks are not foreclosing in a timely manner. Once a bank actually forecloses, the Association will receive 6 months of past due fees and all current fees due, but until they actually foreclose, the only alternative is for the Association to foreclose and re-sell the units.

5. Management Report:

Linda Arahill reported on projects underway or completed:

Staircases - Rick is touching up all the staircases with paint. He has completed 19 of the 59 entryways. 

Building Lights - All the new light poles have been installed in areas deemed too dark and unsafe, and the light poles that needed replacement have also been installed throughout the property. All owners are encouraged to notify RDI or the Sunrise office when a light has gone out.   

Pool Heater - The south pool spa heater is not going to be replaced at this time. Repairs were completed and a decision will be made to repair or replace when it breaks again.

Boat – Major parts have been removed and a work order has been issued for Rick to remove the 2 buoys with ropes attached.

Maintenance - New board member Chuck Zimmerman has agreed to work with Rick Hatfield and Linda Arahill to coordinate weekly maintenance activities.

Decals - Decal project has been completed. A spreadsheet has been designed with all the information. A copy of this will be kept in the Sunrise office and also at RDI.

Grounds - A review of the grounds is in process to see where plants are needed.  Dead plants will be replaced.

Pressure Washing - Inside entryways are in the process of being pressure washed and the front windows are being cleaned.

Plants - Crepe Myrtles were not cut back this year as was done in previous years.  We have received information that this cutting is not healthy for the plants and may cause stem decay.  The branches will be thinned according to instructions on the University of Florida’s website.

Tennis Courts - A drainage ditch of 150 feet was dug to divert water that was standing on the tennis court during heavy rains. It will be funneled to the retention area. Since this is common area, mulch has been put down to keep dirt from washing down on the shuffleboard court.

6. Unfinished Business:

Roofing Engineers: Following up with Patrick Rhoads of HSA engineers, they are generating the report and it will be mailed by the end of the week to RDI. The report will contain an evaluation of the repairs to the roofs. The report will consist of 70 pages and must have a seal from their office in Tampa prior to mailing from Altamonte Springs.

Accident/North End update/Insurance Company: Linda Arahill reported that Geico has sent a check to cover the repair costs from the December  6th,  accident wherein a resident drove into the building..

7. New Business:

Funding for the North Fence - Since there were more suggestions regarding a plant hedge fence instead of wood, or the possibility of the county installing a guard rail since it is on Hwy 1, the President made a motion to table this issue until the next Board meeting. Barbara Long seconded that motion, all were in favor.

Funding for Tree Removal - The large pine directly in front of 7430C seems to be a possible danger in case of storms. Bob’s Tree Service quoted $1000 to remove this pine tree. He also offered a suggestion that the property address a tree “maintenance program” for next year.

Beverly Thomas made the motion to approve this cost from the operating budget, Linda Fisher seconded the motion. All in favor.

8. Unit Owner Input:

Terry Skaggs asked for New Oleanders to be put in at the North End, as they

help keep the sound barrier down. Barbara Long commented that it would be done in a timely fashion.

9. Set Next Board Meeting:

The meeting has been set for May 20th at 7:00 p.m. 

10. Adjournment:

Beverly Thomas motioned to adjourn the meeting at 8:17 pm. Linda Fisher seconded the motion, all in favor.

Respectfully Submitted,

Linda Arahill, LCAM #29004

Community Association Manager

Reconcilable Differences, Inc.

MINUTES OF THE

SUNRISE LANDING CONDOMINIUM ASSOCIATION of BREVARD COUNTY, INC.

ANNUAL MEETING

held WEDNESDAY MARCH 18, 2009

1. Meeting Called to Order:

Sharon Skaggs called the meeting to order at 7:00 p.m. at the Blessed Sacrament Church. Michelle Dugan, Linda Arahill, Dawn Kosak and Tina Lyberger of Reconcilable Differences attended the meeting and recorded the minutes. Bob Esser introduced the Ballot Committee and explained the ballot counting process. The ballot committee consisted of Doris Propheta, Ruth Talbott, Patti Quandt, and Alexandra Dermody. Tina Lybarger of Reconcilable Differences was also on the committee.

2. Certification of Proxies & Establishment of a Quorum of Members for Annual Meeting:

Forty-six (46) unit owners were present. Sixty-four (64) units attended by proxy. This made a total of one hundred ten (110) units represented. One hundred nineteen (119) units were needed to attain a majority. Therefore, the quorum was not met this year.

3. Reading and Approval of Minutes from 2008 Annual Meeting:

Beverly Thomas read the 2008 Minutes. The minutes could not be approved since a quorum was not established.

4. President’s Message:

Sharon introduced the current Board members and thanked them for a good year. She thanked Rick Hatfield for overseeing Sutton Pools resurfacing the north spa (at a cost of $4,000).  She also thanked Rick Hatfield for overseeing the installation of the green fence around the pool equipment that was done by a fence company. The balcony work is finally complete and Ken Schmeling will give a report during Committee reports. Parking decals were issued to owners and renters this year. Two different colors were used to distinguish the differences:  blue for owners and black for renters. Due to the size of the property, posting notices and towing of non-resident vehicles is an on-going problem.

Dead plants have been replaced. Unfortunately, due to the freeze, more will need to be replaced. The Rules and Regulations were updated with help from the attorney in September 2008, making them clearer to understand. Gutters were repaired and palm tree fronds were trimmed. There were some major seawall repairs done after storms in September. Emergency roof repairs after those storms cost $8,000. Due to some issues found by the roofer, Citizen’s Insurance was asked to inspect the roofs and will soon report on their findings. We may need to file a claim for failing roof material on the roofs.

The Association has a few bank foreclosures in progress. The corporation can file a lien and foreclose on unpaid assessments, but when the bank gets involved, that usually puts a stop to the Association’s rights until re-sold.

Sharon introduced Michelle Dugan, Owner and Linda Arahill, Association Manager, from Reconcilable Differences. She explained that they take care of all bookkeeping, and Linda works in the on-site office on Tuesdays and Thursdays, walks the property, meets with suppliers, meets with unit owners, interviews new renters and directs the handyman and monitors maintenance. As part of its property management responsibilities, RDI is contracted to be on-site for 18 hours but work many more and do an outstanding job.

Sharon said a self defense class is being put together by a local man. Sharon will contact his secretary to schedule a date and time. Some people have already signed up and Sharon will be contacting them. If you would like your name added to the list, please contact Sharon.

5. Financial Report:

Barbara Long said we have had a very good year. We are under budget on most expense lines, which helped to cover the overages on the porch project. Board member Linda Fisher has taken the time to go through all the Security Deposit files to make sure we have given back deposits to the correct people. As of February 2009, there is $89,000 in the operating account, $18,000 in security deposits, and $184,000 in reserves. Each month, we are able to deposit $8050 into reserves, and this covers roads, porches, pools, seawall and roof repairs. Currently, there are 5 units in foreclosure with past due fees/assessments owing $15,407. In all, there is $20,838 in past due fees/assessments. For the first two (2) months of this year, we are $15,000 under budget, so we are financially sound.
 

6. Committee Reports:

Ken Schmeling, Porch/Balcony Committee: Byron Evetts, with Existing Structures Engineering firm, inspected the property and found 70 units that needed immediate attention, at a cost of $288,148. Additional damages were found, mostly with units that had put tile on balconies. No flashing was used and this caused water leaks; some entire balcony structures had to be replaced. The most damaged building was the 7200 building, where they ended up repairing every porch. The cost of repairs to all porches, according to Byron Evetts, would have been $428,841 less the ten (10) units that had tile. According to our documents, the porches are a limited common area, therefore an Association responsibility. The homeowner is responsible for the maintenance of their porch. The buildings are 23 years old and we need to pay attention to our structures. Carpets on the second floor need to be lifted back at least once a month to let the area dry, especially after a rain and no permanent carpets can be allowed. All of the information on this project, including reports and pictures, has been comprised into a folder that is kept at the office. Most damage found was to those porches that had tile. If you received a bill to pay for tile removal, please pay it. Don’t expect your neighbors to pay for your repairs.

Ceilings are allowed over the patios, with prior approval from the Board. Details and drawings are available in a book at the office. It was a tough year getting these porches done, cranky residents and all, but he thanked RDI and the Board for relieving the Association of paying an engineer a fee to oversee this of over $40,000. The book in the office shows each individual unit and the repairs done to it. Sharon presented Ken a gift certificate for his hard work and dedication to this project. Money came from donations from many residents. Ken thanked Cliff Kott for taking over the screening project.

Cliff Kott, Parking Decals:  The parking decals have helped out a lot with the parking issues. He appreciated everyone coming down to fill out vehicle information paperwork. There were some car break-ins in the past and a few recently, but all are urged to work together to help solve these problems. If you have guests, put something on their dash stating where these guests are visiting. 95% of units are using the parking decals. Sharon interjected that this has helped identify renters that were not registered. Linda Fisher thanked Rick Hatfield for getting a new database started to verify all resident information.

Sharon Skaggs for Bob Esser, North Ditch Maintenance: Bob contacted Kay Vargas at the Brevard County Property Appraiser’s office about the north ditch. Kay contacted Brevard County Code Enforcement to see if they could fine the owners or get them to start maintaining that north ditch in between Sunrise Landing and the power plant.

 

7. Unfinished Business:

Sharon spoke about the requirement to go to three Associations and a Master Corporation with regard to budgets. Paul Wean could not attend, but will come to a meeting at the south pool on April 1st, 2009 and go over requirements for phasing in the new budgets. The Board did consult with two (2) attorneys and they both stated that the documents require separate budgets for each Association, which we have been calling phases. Without having four budgets in place, we are in violation of our condo documents and also in violation of State Statutes. The Board can be held accountable for that. One attorney said that we could join a class action lawsuit for about $40,000 that would force us into a one condo association. Paul Wean said that was expensive and contentious. We need to have four budgets and break up reserves per “community”, or we can try to have every single unit AND every single mortgage company vote 100% and amend our documents and allow us to go to one (1) budget. As you can see, that would prove difficult since we can’t get enough response to establish a quorum. Notices will be sent out for this meeting and we really urge people to attend this meeting to understand the facts. A Board meeting will immediately follow that meeting.

8. Introduction of 2009-2010 Board Nominees:

Sharon introduced this year’s nominees and asked them to please stand. They were Pamie Stalder (not in attendance), Ingrid McKinney, Cliff Kott, Glen C. Michaels, Beverly Thomas, Barbara Long, Lynn T. Siegel, Sharon Skaggs, Charles Zimmerman and Linda Fisher.

9. New Business:

Florida Statute changed this year. It now states that a Board cannot have staggered terms (terms of more than one year) any longer unless the owners vote to keep what was already in their documents. The Sunrise Landing owners voted in 1999 to have the top 3 “vote-getters” serve a two year term so that a whole new Board does not come into office at the same time, i.e. “staggered terms”. While the Association has not been utilizing it, the documents allow this option. Therefore the vote tonight is to ratify the decision of 1999 or vote to never have staggered terms again. Therefore a “Yes” vote allows the staggered terms to continue and a “No”  vote allows only one year terms for all of the Board positions from this year forward.   Vote total came to 84 yes and 14 no votes. Attorney stated that a majority of owners must vote in favor of this, so it did not pass. Future Board members will only serve one year terms.

10. Open Forum: Comments & Discussion:

Terry Skaggs asked about the north fence. He said the current property owners should maintain the area or take down the fence so everyone will know that the drainage ditch is their property, not ours. We are trying to avoid that if law states that something is there for so many years, it’s yours. The fence should be moved. Talking about the load on the porch, maybe a sign should be posted to show maximum load for those porches. Residents shouldn’t be responsible for overload on porches and damages caused. And lastly, since the Association is in such good financial standing, maybe the dues should be lowered. Barbara Long interjected that the Association would then go back into a negative standing. Sharon stated that we need to have enough money to pay the bills and maintain the property.

Kay Briley, #7430 Unit 105 – She questioned why we’ve had the attorney for so many years and he just noticed that we had to have a phased budget. She asked why the hibiscus plant on the NW corner of the north pool was “massacred”. It now looks like a tumbleweed.  Linda Arahill stated that she walked the property with the landscaper and it was scheduled to be cut back and is now starting to grow back properly. The cold weather didn’t help the new growth. Thirdly, she had a comment, since she lives across from the north pool. If you use the umbrella, please put it down when you are finished. The ribbings are torn and she understands that new furniture is being purchased, but let’s take care of these items we already have.

Ms. Briley asked if there was any possibility of getting a traffic light installed once the Walgreen’s store opens. The traffic will be heavier and there have been accidents. There was no information presented about that.

Lynn Siegel spoke about sending three (3) letters to the Board and RDI office in the past year about trimming the trees around his unit. He has parked his car in a different area to avoid the trees doing damage to his vehicles. He received a response letter back stating that the landscapers are aware to trim those trees. Linda Arahill stated that Brown’s Tree Trimming service will be on property on Tuesday to discuss the work needing to be done. He spoke about Board members and other residents taking up two (2) resident parking spots and he feels he is the only person being called to task on it. Beverly Thomas said if she has a problem with any neighbors regarding parking, she will address it with them, not write letters to have someone else do it for her. Sharon said that notices are going out and cars are being towed. She said Lynn has had four (4) cars parked in the resident spots and that is why he received letters. She said most people will cooperate when a notice is posted.

Sharon said Rick installed security lights in each entranceway of every building. Deputies have increased patrols at night and foot patrols on the property. Linda Arahill said that if anyone sees a car without a parking decal, we ask that they call the office with details (building number and car details) and she will get it resolved.

A woman stated that she is a snowbird and just wanted to comment that every year upon her arrival, she sees that the grounds and entire property look terrific and thanked the current Board and past Boards for taking such good care of the landscaping. Sharon thanked the volunteers also for their hard work and time.

Alice McCabe from #7170 Unit 103 commented that at January’s meeting it was discussed how to handle parking issues and visitor issues for shuttle launches. She and Harold captained their “quad” of buildings to try to stop people from entering the property. They had a confrontation with someone in a vehicle who backed into them, shot camera flashes in Harold’s face and knocked the cane out of his hand. The sheriff came and Alice asked for help and was told there were too many people and turned around. The sheriff attending this meeting asked if she wrote down the squad car # and said he realizes how important an issue this is since we, as taxpayers, pay their salary. Alice said that she had to clean up bottles, diapers and garbage the next day. Sharon said that maybe the Association would like to look into paying for security for the launch days. Terry said that 4-5 years ago, the Association paid $300 to have security at the entrance in a car. They would ask for resident’s identification and there was never a problem like what recently happened. He also stated that there is a liability issue to be aware of if someone were to get hurt on the seawall; the Association could get sued. A resident brought up that someone has to stay with the deputy also. Sharon stated that if the launch is delayed, we have to pay for each time the deputy will come out. She asked if volunteers would like to patrol.

Mr. Carlson at #7400 Unit 203 had questions on how this phased budget came in if after 24 years no one else noticed it.  Sharon explained that approximately two years ago Paul Wean was researching the documents for another issue and noticed the 3 separate condominium documents. He then notified the Board at that time that the SLA budget was not in compliance with our condo docs and advised corrective action needed to be taken immediately by the Board.  The Board did further research on this, which included consulting another lawyer and contacting the state to determine what other options were available.  Based upon the responses received, the Board has determined that it could face legal issues and liabilities if not corrected. Cliff said that the Board sat down last summer and went through all of the books trying to find a way to avoid this but our documents clearly state the amount of acres in each phase and so on. Sharon asked if there were volunteers to knock on every door to try to get 100% vote from unit owners and mortgage companies. Sharon reiterated that all owners should attend the meeting on April 1st at north pool.

11. Presentation of 2009-2010 Board Members:

The results of the ballot count were given and the results were: Linda Fisher-88, Cliff Kott-56, Barbara Long-80, Ingrid McKinney-74, Glen C. Michaels-69, Lynn T. Siegel-24, Sharon Skaggs-74, Pammie Stalder-30, Beverly Thomas-71, and Charles Zimmerman-86.

 The 2009-2010 Board will consist of: Linda Fisher, Barbara Long, Ingrid McKinney, Glen C. Michaels, Sharon Skaggs, Beverly Thomas and Charles Zimmerman.

12. Adjournment:

There being no further discussion, meeting was adjourned at 8:14 p.m.

Respectfully submitted,

Dawn Kosak, Administrative Assistant
Linda Arahill, LCAM #29004
Michelle Dugan, CMCA, AMS, LCAM #17226
Tina Lybarger, Accounts Specialist
Reconcilable Differences, Inc. 

Sunrise Landing Condominium Association, Inc.

Minutes of the

ORGANIZATIONAL MEETING

of the Board of Directors

Held Wednesday, March 18  2009

1. Call to Order:

The meeting was called to order at 8:17 p.m.

2. Board Appointments:

The group discussed who was willing to serve in the different capacities. Beverly Thomas nominated Sharon Skaggs as president. Sharon asked if anyone else wished to take that position and none volunteered, so she agreed to serve for another year. The group then agreed to fill the remaining 2009-2010  board positions as follows:

Sharon Skaggs – President

Glen Michaels – Vice President

Linda Fisher – Secretary

Barbara Long – Treasurer

Beverly Thomas – Director

Charles Zimmerman – Director

Ingrid McKinney - Director

Immediately following the Annual Meeting with unit owners, the newly-elected Board members met to discuss Officer Positions.

3. Set Next Meeting:

The first meeting of the new Board will be held on April 1, 2009. The attorney has been asked to be present to discuss the three condo associations and the need to have 3 budgets and a master budget.

4. Adjournment:

With no further business to discuss, the meeting was adjourned at 8:30 p.m.

Respectfully submitted,

Linda Arahill, LCAM #29004

Michelle Dugan, CMCA, AMS, LCAM #17226

Dawn Kosak, Administrative Assistant

Tina Lybarger, Accounts Specialist

Reconcilable Differences, Inc.

Sunrise Landing Condominium Association, Inc.

Minutes of the

SPECIAL MEETING

of the Board of Directors

Held March 4, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 7:02 p.m. in the on site office.

2. Establish a Quorum of Directors:

Other Board Members present were Vice President Linda Fisher, Director Cliff Kott and Treasurer Barbara Long by conference phone. Absent were Directors Tyler Sirois and Acting Secretary Beverly Thomas. Linda Arahill from Reconcilable Differences was present. Nine (9) unit owners attended: Bob Esser, Leon and Patti Quandt, Jack Landgrover, Chuck Zimmerman, Brian Lloyd, Helen Getutis, Donna Zimmerman and Alex Dermody.

3. Guest Speaker: 

Jeff Stanton of Stanton Pools discussed the following repairs needed for the upkeep on the pools and spas of the property, which should be done every two years.

-  Replace four filter elements at the North and South SPAS: Cost $98 each – Total $392.

-  Replace all four filters gaskets with spa filter lids: Cost $15.00 each – Total $60.00.

-  Replace feeder tubing & fittings on Chlorine Feeder at both Spas: Cost $200 each - Total $400.

Jeff commented that the most immediate replacement needed would be the gaskets/filter lids for each spa. The other replacement parts could be replaced as needed. Cliff Kott motioned to approve the replacement of the four filters gaskets. Linda Fisher seconded the motion. All in favor.  Motion passed.

4. Unfinished Business:

South Spa Heater:

Ken Schmeling volunteered at the last meeting to research the south spa heater replacement. His recommendation for the best product and warranty was from Jeff Stanton. This would be an Aqua-Cal heat wave heat pump with 102,000 BTU, a lifetime warranty on the titanium heat exchanger, and a two-year warranty on parts and labor for a price of $3400.00. Linda Arahill commented that approximately $3700.00 has been paid in repairs to Weather Engineers since January 2008.

Barbara commented that since the heater is currently working, when it next breaks down, it should be replaced since funding is available from the Operating account. Cliff Kott motioned to approve the purchase of the Aqua Cal Heat pump when the old heater next breaks down, to be purchased from Jeff Stanton at a price of $3,400. Barbara Long seconded, all in favor. Motion passed. Additionally, it was agreed that Stanton Pools would be responsible for the installation of the new heat pump.

Drywall Issues: Tropical Storm Fay did some roof damage that caused leaking into units 7310-205 and 7400-203. These units had ceiling drywall damage attributable to the roof leaks. LB Drywall quoted $540.00 for both unit repairs. Linda Fisher motioned to approve these repairs, Cliff seconded, all in favor. Motion passed.

Phased Budget: RDI presented the following response from attorney Paul Wean:  Paul Wean disagreed with the opinion on the phased budget by attorney Neal McCulloh. He said there really are 3 condos with their own budget and 1 Association with it's oversight and amenities budget. He said there is a Statute of Limitations that only requires going back 5 years on expenditures. He said the Association really needs to follow the law and just do it correctly. It will be difficult to figure which condo used which reserves and how much each now has, but once that is figured, each of the 3 condos needs to be billed separately for building insurance, bldg electric, water/sewer and LOCALIZED Maintenance. Then the Master Association will cover all amenities, the seawall, pools, tennis courts, roads, LANDSCAPER, etc. The MASTER will be the most expensive and EVERYONE pays the same percentage of that. The localized costs, except insurance shouldn't be much; reserves, again will be hard to figure. 

Sharon stated she would like to discuss this issue at the annual meeting and would like Paul Wean to attend to give more information. Cliff Kott agreed. Sharon asked RDI to contact Paul’s office to make the necessary arrangements.  Chuck Zimmerman suggested a committee should be set up to contact unit owners that are away, if the documents were to be amended.

Donna Zimmerman made comments about the errors with the ballot and added that she doesn’t think RDI can handle the financials if the phases were to be split.

Corrected Ballot Form:

Linda Arahill provided for the meeting the corrected ballot handout, which Chuck Zimmerman and Linda Fisher volunteered to post at all entrance ways.

Donna Zimmerman said she has drywall damage and it hasn’t been handled in a timely manner. Linda Arahill commented that Rick the maintenance man said these damages were caused by poor window installation, not from the roof. Sharon recommended that Linda Arahill take LB Drywall to inspect and take photos of the unit when LB is on site. This will be done.

5. Adjournment:  

There being no further business, the meeting adjourned at 7:54 p.m.

Respectfully Submitted,

Linda Arahill, LCAM

Reconcilable Differences, Inc.

Sunrise Landing Condominium Association, Inc.

Minutes of the Board of Directors Meeting

Wednesday, February 18, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 7:00 p.m.  Other Board Members present: Vice President Linda Fisher, Treasurer Barbara Long, and Director Cliff Kott.  Directors Beverly (BT) Thomas and Tyler Sirois were not present. Also in attendance, Linda Arahill, manager and Michelle Dugan from Reconcilable Differences, and the following Unit Owners:  Leon & Patti Quandt, Charles Zimmerman, Brian Lloyd , Paul Neuroh, Ken Schmeling, Alex Dermody, Nate & Kathy Carter, Doris Propheta, Vicki Pape,  Jack Landgrover, Frank & Ruth Talbot, Glen Michaels, Donna Zimmerman, Robert Esser, and Dave Carlson                                                                                                              

2. Approval of Minutes:

It was moved by Cliff Kott and seconded by Linda Fisher to approve the minutes from the January 13, 2009 Board meeting and January 23, 2009 Special Lighting meeting, as written and posted. All in favor. Motion adopted.

3. Financial Report:

Barbara presented the latest Financial Report as of January 31, 2009: The balance in the Operating Account is $89,216, with Prepaid Assessments being $27,785 of that total. Reserves have $181,727 currently. At this time, the Association is $11,895 under budget. The accounts receivable report shows six units in foreclosure; four of these in foreclosure with mortgage companies and 2 accounts liened and ready to be foreclosed by the Association.  Past due fees owed to the Association are $16,876.00

4. Management Report:

Ms. Arahill provided a written manager’s report. Rick has been working on the security lights, and to date, five out of six are completed. Next, he will replace the lenses of the light fixtures for all entranceways. The south spa pool heater has been repaired by Weather Engineer and is now running, but the association will need to consider a new heater soon, because repair visits are adding up quickly.

5. Committee Reports:

Parking Decals: Cliff Kott reported that approximately 9 units are still without decals. Notices were placed on 47 cars to go to the office to obtain a decal. There was a good response from residents and the association was able to compile an accurate list of unit owners and their vehicles.  Any cars without decals are now subject to towing. A final reminder letter will be written to those who have not come in to obtain their permits.

Screens on Patios: Cliff Kott reported that all screen enclosure replacements are complete, with the help of Linda Arahill, except for one unit, 7330- 202, which will be completed before the end of next month.

6. Unfinished Business:

Sailboat issue: Officer Jeff Luce of the Florida Fish & Wildlife Conservation was on property to inspect the remains of the sailboat, and has put the owner, resident Mike Petty, on notice, with a time frame for the removal of the carcass. We are still waiting on a follow up call from Officer Luce.

Roofing Engineers : The engineers were on property one more time, January 26, 2009, to look over some of the roofs. Engineer Patrick Rhoads of HSA Engineering is still processing the evaluation report.

Responsibility for Maintaining North Ditch: Barbara Long has followed up on this matter with Jim Sanford, of Reliant Energy. He stated the ditch north of Sunrise Landing is not deeded to anyone, but as a "Good Neighbor Policy", Reliant spent a great deal of time picking up debris in the area until an alligator was seen. Unit owners Bob Esser and Ken Schmeling volunteered to check further into this matter with the county and to help find out who has the final responsibility to maintain this area.

Update on  Security Lighting: President Sharon Skaggs reported that a special Board meeting was held to discuss this and vote on the use of  $5,170.68 from Deferred Maintenance reserves to purchase and install 6 light fixtures for safety lighting on the property. She stated the lights would be adjusted as soon as the poles are in concrete and are completely stabilized.

Accident/North End update/Insurance Company: Linda Arahill reported that Geico is working with us. They requested a detailed bill with all costs and work done when their insured ran into the building. The requested information has been submitted to them.

Parking Lot Patrol Committee: Unit Owners Donna Zimmerman, Cliff Kott, Ken Schmeling,  Alice McCabe, Harold & Beverly Powell all offered to watch and call the police if they see anything questionable.  A resident noticed a homeless man sleeping and keeping a small fire on the other side of the fence. Police were called and took the man away.

7. New Business:

South Pool Equipment Replacement: Linda Arahill stated we have had repair problems with the south spa pool heater for months, so she obtained bids for replacement.  Three companies, Florida Solar Energy, Weather Engineers and Jeff Stanton Pool Co, have produced bids for replacement. After discussion about warranties and manufacturers, Ken Schmeling volunteered to research all proposals and come back to the Board with his recommendation.

Attorney Review on "Three Budgets" Issue:  There has been much discussion since attorney Paul Wean stated that the Association has three separate Associations, not just phases, and therefore needs 3 Association budgets and a Master budget. All past history suggests there has always only been one budget and that the developer’s thoughts were to meld all three when all homes were sold. Because of the liability of not taking the attorney’s advice, and yet not agreeing with his opinion on this matter, the Board discussed having another attorney give a second opinion. Neal McCulloh of Clayton & McCulloh, another law firm that specializes in Association law, was willing to do this. Barbara Long made the motion to have Clayton & McCulloh give a second opinion on the need for separate Associations and budgets. Cliff Kott seconded this motion and all were in favor.

Nominees for 2009 Board of Directors: Those candidates running for the Board this year were asked to introduce themselves. Ten nominees have offered to serve, six were in attendance tonight. Florida Statute changed last year and now requires that anyone offering to serve on the Board sign a “certification form” written by the “Division” that states the nominee has read their governing documents, the Florida Statute 718 (condominium law) and Administrative Code 61B. If they do not sign that form before the Annual Meeting, they cannot serve.

Review of the Staggered Terms:  An amendment was passed in 1999, allowing “staggered terms” for incoming directors. Through the years, this 2 year term allowance was not utilized, due to resignations and the inability to fully “staff” the Board. In 2008, the legislators voted to change Florida Statute 718 and disallow all staggered terms in the future unless the majority of owners vote in favor of keeping any already in place. Therefore, the proxy for this year’s Annual Meeting will include the legal wording for a vote of the membership to keep the staggered terms in place.

Bob Esser stated that staggered terms were designed to keep continuity on the Board from year to year and are important to keep in place. He then discussed the need to be sure who the “Designated Voter” for each unit is. Manager stated that the form will be mailed to all owners with the Annual Meeting package Bob then volunteered  to chair the "Election and Ballots Committee”.  Linda Fisher motioned to approve Bob as the chairman of the Election Committee. Cliff Kott seconded, all in favor.  Sharon asked for more volunteers to help in the process of accepting, opening and counting the ballots. Ruth Talbott, Patti Quandt, Doris Profeta, and an employee from RDI offered to serve.

Wojcik Request for Return of non-refundable $50: The Wojcik’s decided not to sell their home and take it off the market. They then requested refund of the fee collected by the Association, per the governing documents. They also refused to pay the cost of removing tile from their balcony. Cliff motioned to not refund the “non-refundable” fee, but it is paid when they decide to sell again.

Sunrise Landing Condominium Taxes: A resident told Sharon about the option of contesting high property taxes with the county appraiser's office. With proof of lowered sales values and especially if a group of residents work on this together, the county will re-evaluate.

8. Owner Input:

Speed bumps possibly need to be raised, as cars are speeding through the parking lots. Potholes are also apparent, and need to be filled. Linda Fisher has seen an option  for a filler to be rolled in the holes and then patched over. She will research more on this for the next monthly meeting

Doris Propheta asked about the side of her patio storage area that needs to be replaced. Ken Schmeling reminded the board that three units were in need of that same type of repair. He said  that JAG could not this work or we could see if Rick is able to do it. Ken will work  with Linda Arahill and fill her in with the details of what is needed. 

Sharon Skaggs encouraged everyone to volunteer and to refrain from starting rumors. When in doubt, ask management or a Board member  to provide factual data.

Paul Neuroh asked about assigning parking spaces. This issue was brought up at an earlier Annual Meeting but did not have enough support from unit owner’s to change to assigned parking. He stated that many residents park more than one vehicle in front of their building, and this leaves no spaces for those who come home late. He was asked to obtain the decal numbers and we can then find out if more than one vehicle parked in front of the building belongs to one unit. If so, we will make the tenants aware of the rules and then tow those out of compliance.

Clarification of Articles was requested. The "No Fishing” off the seawall was clarified to be “Do not leave poles or supplies alone at the seawall.”

The portion that said  "NO Grilling” on the balconies needs to be clarified to state no grilling with open flames (propane, briquettes, etc) are allowed, but electric grills are allowed by the  fire marshall.

9. Set Annual Meeting:

The meeting has been set for March 18th at 7:00 p.m., at the Blessed Sacrament Church, as required by the governing documents. The “Second Notice of Annual Meeting” will be mailed next week to all owners. 

10. Adjournment:

Barbara Long motion to adjourn the meeting at 8:17 pm. Linda Fisher seconded the motion, all in favor.

Respectfully Submitted,

Linda Arahill, CAM #29226

Michelle Dugan, CMCA, AMS, LCAM #17226

Community Association Managers

Reconcilable Differences, Inc.

Sunrise Landing Condominium Association, Inc.

Minutes of the

SPECIAL MEETING

of the Board of Directors

held January 23, 2009

President Sharon Skaggs called the meeting to order at 3:04 p.m. in the on site office.

2. Establish a Quorum of Directors:

Other Board Members present were Vice President Linda Fisher, Director Cliff Kott and Treasurer Barbara Long. Absent were Directors Tyler Sirois and Acting Secretary Beverly Thomas. Linda Arahill from Reconcilable Differences was present and five (5) owners attended: Michael Davis, Leon and Patti Quandt, Jack Landgrover, and Dave Carlson.

3. Unfinished Business: 

Projected costs and funding for new parking lot Security Light Poles: Due to vandalism, car break-ins, and concerns about sufficient lighting throughout the community, Rick Hatfield, maintenance employee, presented two proposals to add lighting to the parking lots. He provided extensive information to back up these bids, including how the height of the poles would affect the maximum weight allowed for each light fixture. The bid from City Electric was over $7,100. The other bid, which came from Florida Bulb and Ballast for the same poles and fixtures, was just over $5,100.00.

After all discussion and owner input, Barbara Long motioned to approve the purchase of light lamps with  twelve-foot light poles and  mounting  fixtures from Florida Bulb & Ballast. The cost will be $5,170.68 and is to be taken from the Deferred Maintenance Reserve Account. Cliff Kott seconded the motion, all voted in favor.

Rick will be overseeing and installing all security lights as weather permits.

4. Adjournment:   

There being no further business, the meeting adjourned at 3:37 p.m.

Submitted by,

Linda Arahill, LCAM

Reconcilable Differences, Inc.

Sunrise Landing Condominium Association, Inc.

Minutes of the Board of Directors Meeting

Tuesday, January 13, 2009

1. Call to Order:

President Sharon Skaggs called the meeting to order at 7:01 p.m.  Other Board Members present: Vice President Linda Fisher, Treasurer Barbara Long, Secretary Beverly Thomas and Director Cliff Kott. Director Tyler Sirois was not present. Also in attendance were Linda Arahill, manager from Reconcilable Differences, and the following Unit Owners: Alice McCabe, Ken Schmeling, Harold & Bev Powell, Ingrid McKinney, Leon & Patti Quandt, Pami Strald, Helen Gedutis, Frank & Ruth Talbot and Donna Zimmerman.

Guest speaker was Deputy Cheek from the Sheriff’s Dept., who answered questions from unit owners. Because of the recent vehicle break-ins, security of the parking lots was a main topic. Deputy Cheek gave a brief presentation on the some of the actions being taken by the Sheriff’s Dept., to provide increased security, including additional drive-throughs and foot patrols by deputies in the evenings and other additional security initiatives which he was not at liberty to discuss in detail. 

2. Approval of Minutes:

It was moved by Beverly Thomas and seconded by Cliff Kott to approve the minutes from the December 9, 2008 Board meeting as written and posted. All in favor. Motion adopted.

3. Financial Report:

Barbara presented the latest Financial Report as of December 31st: The balance in the Operating Account is $74,968 with Prepaid Assessments being $18,395 of that total. Reserves have $173,103 currently. We have three collection accounts, two foreclosures and one lien, which total $20,475.

4. Management Report:

Ms. Arahill provided a written manager’s report along with an updated action report. The South Pool spa is fixed. Rick did repair the damage to Bldg. 7470 as a result of a resident’s car running into the corner of the front entry.  All related repair costs have been submitted to the resident’s insurance company for reimbursement. 

5. Committee Reports:

Porch Repairs: These repairs are complete except for some screening in units we have not been able to access.  Letters will be sent out to those owners notifying them of the need to provide access to their units to complete the screening.  Owners not responding will be held liable for the costs to hire a locksmith to gain access to the units.  Ken Schmeling and Cliff Kott were thanked for all of their hard work and dedication in overseeing the completed project.

Parking Decals: Linda Fisher and Cliff reported that approximately 34 units are still without decals. Notices on how to obtain a decal are still posted on all the buildings.  Any cars without decals are subject to towing. A final reminder letter will be written to those who have not come in to obtain their permit. Discussion followed concerning the need for volunteers to help patrol the parking areas to ensure adherence to the parking rules and regulations.  Sharon stated Bill Foster had previously volunteered to help set up a committee to patrol the common areas for parking violations.  Cliff and Linda took the action to contact him to get a committee started.  Harold Powell volunteered to be a captain for his cul-de-sac.  Cliff and Linda Fisher are also still volunteering to write up any cars that do not have decals. Linda Arahill will act on expired tags, with notices posted stating the vehicles will be towed in 24 hours if not brought into compliance.

6. Unfinished Business:

The seawall repairs were completed by Johnson Amphibious on January 9th. This work included repairs to the tiebacks from the dead man’s hole and two screws in the seawall.

Roofing engineers have completed an inspection of all of the roofs. The reports are still not completed but will be generated through the Citizen’s Insurance adjuster, since a claim was filed about the shingles lifting in the September storm.

Responsibility for Maintaining North Ditch: Tyler Sirois was not present, so this was tabled until the next meeting.

7. New Business: 

Brighthouse: Problems are continuing to be reported with Brighthouse service.  Although Brighthouse has been telling residents the BOD will not allow them on our property to do any rewiring, the BOD wishes to assure everyone that is far from the truth.  Instead, Brighthouse has been refusing all requests from residents to rewire units until the BOD agrees to sign an exclusive contract with them.  The BOD has been unable to do that at the advice of Association’s attorney and the fact Brighthouse requires at least 95% of the unit owners to allow access into their units.  Since Brighthouse actually contracts out this work with local electricians, residents have the option to contract privately with an electrician to have this work done at the resident’s expense.  Sharon Skaggs has contacted the County Commissioners office to register a complaint and will keep residents posted as to latest status.

Common Area Security: Rick recently installed a security light near 7230, which illuminates approximately seven hundred square feet of area. The Board approved for Rick to start at the south end of the property and replace all dim lights in the center parking lot islands.

Trim Oleanders: The berms need to be cut back in the next week to help with the problems

of the security of the parking lots. Jon with Commercial Mowers will be notified to do this work immediately.

Kayak Proposal:  A proposal was submitted by Cliff Kott and Linda Fisher to install a kayak rack on the property.  Cliff Kott had a drawing of the proposed kayak rack, which could be placed by either Pool.  The Board opted to table this for now, until the annual meeting in March.

Trash Removal: Unit owners’ yard debris is a problem. When owners trim and weed their own areas, they need to remove their own debris. Commercial Mowers will pick up debris that is left next to the trash dumpster. There was talk of purchasing four large fifty gallon containers for yard debris, but no decision was made. This issue was tabled until the next meeting.

Annual Meeting: The meeting has been set for March 18th at 7:00 p.m., at the Blessed Sacrament Church, as required by the governing documents. The “First Notice of Annual Meeting” notice will be mailed next week. 

Flood Elevation Certificates: Manager investigated this issue. The Association has an old one, which was required when flood insurance was first purchased for the property. The Association is not required to obtain updated flood elevation surveys, but if a unit owner needs one to purchase their own flood insurance, they will be responsible to pay for this themselves. The estimated cost for this individual survey is $300.

Bulletin Boards: Some of the bulletin boards are not water tight so items are getting wet and the boards are deteriorating. Rick has said he can modify them to stop the leaking. This will be done first, since new boards from manufacturers are $150 to $350 each. A local contractor is also willing to make new ones, but repair work will be done first to see if the completed item is acceptable.

Future Projects:  Sharon provided the following list of projects to be considered for commencement in 2009.

Resurface South spa (required by State)

Replace office refrigerator

Repair all front building entrances – knee wall and replace rotten wood

Repair/Replace outside building electrical boxes

Paint all building front entrances

Replace office carpet

Replace or upgrade office computer

Resurface/repair parking lot (to be done in phases)

Purchase golf cart (for use by handyman and management employee only)

Resurface North and South pools

8. Announcements:

A Quarterly Newsletter will be posted on the bulletin boards, e-mailed to owners and placed on the website. Manager should have it ready by the end of this month.

9. Set Next Meeting: