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Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, December 9, 2010 4:30 PM
1. Call to Order/Establish Quorum of Directors:
Director Sharon Skaggs called the meeting to order at 4:32 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. President Chuck Zimmerman, Vice President Ken Schmeling, and Director Sally Mifflin attended by speakerphone. Other Board Members present were: Treasurer Barbara Long, Secretary Kay Briley, Director Beverly Thomas, and RDI management Lynn Hiott and Michelle Dugan. Directors Ruth Werth and Cliff Kott were absent. A quorum was established. Unit owners in attendance: Donna Zimmerman and Helen Gedutis.
2. Guest Speaker:
Josh Ranew with Ranew Insurance spoke about the hurricane deductibles and gave a brief explanation of the differences. If you were to go with the 5% of building value deductible, the premium for 2011 would be $79,665 a savings of $16,700 over last years’ premium, but that would give a large liability to each homeowner in case of damage. Staying with a 3% of building value deductible would cost $90,681, which is still less than last year’s rate, saving the Association $5752 over last year. The only changes from last year’s carriers were in the umbrella line. Five million dollars of coverage would have cost $3293 if we stayed with Zurich Insurance, so with a different carrier, St. Paul Insurance, fifteen million worth of coverage cost less; a premium of $3200.
A concern was raised regarding the property appraisal. Josh explained that per Florida Statue, every 36 months you must get an updated appraisal. That time is now here, but was not required for the 2011 policy. He suggested that in 2011, we put money into the budget for an appraisal and the new wind mitigation forms, which require an approved contractor. Barbara made the motion to go with the 3% Insurance deductible for 2011, Ken seconded the motion and it passed by unanimous voice vote.
3. Approval of the Board Meeting Minutes of November 18, 2010:
Beverly made a motion to approve the minutes as written. Barbara seconded the motion and it passed by unanimous voice vote.
4. Financial Report:
Barbara Long reported that as of November 30th, the balance in the operating account is $99,147, to include the petty cash, security deposits, and the Regions $500 account. Reserves have a total of $372,192. We have past due fees of $31,751, which includes 9 units that owe more than $1000 and all of these have been assigned to the attorney. The Master Association is about $48,000 over budget due to replacing electric meters and irrigation water leaks. Subdivisions SL1, SL2 and SL3 are under budget. Chuck asked where the money was going to come from for the over master budget and Michelle explained that this was covered by a surplus from 2009 in the operating account. She will add a line item to the profit and loss report to show this amount was carried over from 2009 so it better explains the “loss”.
5. Committee Reports/Unfinished Business:
Landscaping Contract: Sharon reported that BT and Kay contacted the references of the six companies that the committee “down selected” from the original seventeen. Florida Lawn Choppers bid $3360 a month and when asked why they were so low, the response was “we bid low to get our foot in the door”. Sharon recommended that we eliminate this company since low bidders have consistently not completed the work to our satisfaction. Verdescape did not walk the property and there were no good phone numbers for their references. They were also one of the higher bidders, at $4650 a month, so were eliminated. US Lawns came in at $4600 a month, but several board members remembered the hard feelings when they worked for us in the past, so majority felt this would not be a good decision. TC Lawns came in at the same $4600 a month, but several board members have worked well with this company, stating that they have always gone out of their way to help, and seemed to go beyond their scope of work. Robertson’s Lawn came in at $4874 a month, but there were concerns over their lengths of service with some references. Lawns by Scott came in at $4950. Although the most expensive of the chosen five, they have had some customers for 18 plus years and received high commendations. Discussion ensued about the budget for 2011. Grounds Maintenance was budgeted at $4700 a month. TC Lawns had bid a “clean-up” price for the berm at an additional $2800. There was discussion to negotiate this price in order to obtain the contract for 2011. Ken made the motion to hire TC Lawns for the landscaping contract for 2011. Chuck seconded the motion and it passed by unanimous voice vote. Sharon will contact TC Lawns to go over the details and sign the contract.
Fertilization and Pest Control Contract: Three companies bid the outside grass, shrub and tree services for pests, ants and fertilization: TruGreen, Truly Nolan, and Pearce Spraying. Pearce was eliminated due to high costs and several board members were not in favor of TruGreen due to past experience. The budget for 2011 is $19,000 and Truly Nolan came in at $16,000. Barbara made the motion to award the contract to Truly Nolan pending a discussion with them to better explain the contract and what it actually covers. Beverly seconded the motion and it passed by unanimous voice vote. Sharon has agreed to oversee this contract and report back to the board in the January meeting of the details.
Seawall Repairs: Ken reported that he has been sending out emails to all board members with photos to show the progress. There has been one additional panel needed to date, they have been able to salvage most of them. They are working on the 2nd breach and this repair should be done by tomorrow. They will be installing the tiebacks all at once at the end of the project. This project should be completed within 3 weeks. The company seems to be doing a very good job.
Parking Lot Asphalt: Ken reported that this project was on hold until all the heavy equipment for the seawall repairs is gone. We are planning to begin this project late January and will report on this in the January meeting. The asphalt project consists of patching all the holes, seal coating with 2 coats, restriping and replacing approximately 10-15 car bumpers that are broken, for a total cost of $18,650. After this is completed, we should be able to continue for another 4-5 years to build our reserve up so that we can get the asphalt done correctly the next time.
Roof Repairs: Ken reported that work will begin on January 3, 2011, with JAG Construction replacing all the ridge vents on all 24 buildings, sealing all the valleys, and repairing or replacing all the lead vent boot stacks where needed. There should be no need to contact the owners as there will only be a slight noise increase on the roofs in the mornings. Building 7420 was repaired by JAG on an emergency call last week due to a continuing leak from the ridge vent. To date, there has been no more leaking reported to the office.
6. Manager’s Report: Lynn reported that:
a.) Tennis Court: Rick inspected the tennis court post and found that the post had rusted and broken in half. She had him remove the good post and the net and put this in storage. “Southern Tennis Supplies” has the Titan External Post set, which includes the post caps and covered crank for $219.99 with $31 shipping. This has a 5-year manufacturer defect warranty. Beverly made the motion to purchase the tennis court posts for $265. Sally seconded the motion and it passed by unanimous voice vote to come out of the deferred maintenance reserve account.
b.) Shuffle Board Painting: Cross Court Resurfacing, the same company that repaired and coated the tennis courts and they quoted $500 each for the two shuffle board courts. This includes cleaning, painting, and stenciling the numbers. Barbara motioned to approve Cross Court Resurfacing to do this work for $1000, to be paid out of the deferred maintenance reserve account. Sally seconded the motion and it passed by unanimous voice vote.
c.) Benches: Rick gave a detailed report of the materials needed to complete this job. It will cost $700 for the material to replace all 15 benches on the property. This was tabled until January so that Kay can research the recycled benches used at the libraries. She will find out costs and manufacturers and report back at the next board meeting.
d.) Newsletter: The newsletter for December has been completed. Copies will be placed in the “take one” boxes at the mail areas, and Lynn will email the newsletter to all owners/renters that we have email addresses for. She thanked Kay Briley for writing a number of the articles and getting the information for the events. We will mail out the newsletters to those that do not have electronic mail through the postal service.
e.) Covenant Enforcement: Rick helped obtain a list of residents who are not abiding by the rules of the Association. Letters must be sent to these owners. Barbara suggested that we write them with a “friendly reminder” type of format, with the holidays so close. These will be mailed out next week.
f.) Unlicensed Vehicles: Management requested board input on a renter’s weekend visitor with expired tags. It has already been tagged with a violation warning. Somehow this vehicle also obtained a parking tag. The Board agreed that an unlicensed vehicle must be towed whether it has an SL parking tag or not.
g.) Dog Issues: That same tenant also has two dogs that continuously bark. She keeps her door open with a “kid gate” and anytime ANYTHING goes by, the dogs bark. The board agreed to get the attorney involved in this, since it s not the first issue with this tenant.
h.) Vehicle Decals: Lynn stated that she will work some Sunday’s, walking the property to tag vehicles without decals. She has placed notices on 40 vehicles and some have come in to fill out the paperwork and obtain their passes. The Board suggested waiting until after the New Year to begin this project. Board members also requested copies of the preprinted violation sheets so that they can assist with posting the notices. They will turn in the make, model, color, and tags for the vehicles they tag.
i.) Office Closure: Due to the holidays and manager surgery, the Board agreed to close the on site office from December 23-Janaury 4th. The RDI office will be open to take phone calls for emergencies.
7. New Business:
Rick’s Vacation Time: Sharon stated that while the budget only allows for a part time maintenance man, there are a number of jobs Rick will be doing that will use reserve funds or other line item funds, such as irrigation. Due to this giving him almost full-time hours, it would not be fair to take away his vacation time. He has received 80 hours (2 weeks) vacation time per year, plus 6 paid holidays. For the New Year, we will accrue his vacation hours at 1.52 hrs per payroll week. If one of the paid holidays (Christmas, Thanksgiving, New Year’s, July 4th, Labor Day and Memorial Day) fall on a Saturday, he will be paid for the Friday before; if it falls on a Sunday, he will get the Monday after it as a holiday He will start using a timesheet to reflect what budget account to pay him from, and Barbara will oversee that.
Annual Meeting: Sunrise Landing’s governing documents require the Annual Meeting to be held on the 3rd Wednesday in March at 7:00 pm, so the “first notices” of Annual Meeting will be mailed out in January, requesting nominees for the new Board. Lynn was asked to look for locations for the meeting. She will call the library, the community center, the Blessed Sacrament Church, and the schools, and report back to the Board so any deposit can be sent now.
8. Owner Input:
Donna stated that the windows at 7410-104 were leaking when it rained. Ken agreed to have JAG look at the windows.
9. Set Next Board Meeting:
The next Board Meeting is set for Wednesday, January 19, 2010 at 4:30 pm at the office at Sunrise Landing.
10. Adjournment:
There being no further business to discuss, the meeting was adjourned at 6:15 pm by Sharon Skaggs.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, November 18, 2010 6:30 PM
1. Call to Order/Establish Quorum of Directors:
Vice President Ken Schmeling called the meeting to order at 6:32 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. President Chuck Zimmerman, Treasurer Barbara Long and Director Sally Mifflin attended by speakerphone. Other Board Members present were: Secretary Kay Briley, and Directors Sharon Skaggs and Beverly Thomas. Directors Ruth Werth and Cliff Kott were absent. A quorum was established. Unit owners in attendance: Donna Zimmerman, Jack Landgrover, Bob Esser, and Helen Gedutis.
2. Approval of the Members Budget Meeting and Board Meeting Minutes of October 21, 2010:
Kay made a motion to approve the minutes as written. Beverly seconded the motion and it passed by unanimous voice vote.
3. Financial Report:
Barbara Long reported that as of October 31st, the balance in the operating account is $95,569, to include the petty cash, security deposits, and the Regions $500 account. Reserves have a total of $362,181. We have past due fees of $28,554, which includes 9 units that are more than $1000 and the ones that are more than 3 months overdue have been assigned to the attorney for either collections or a lien started. The Master Association is over $44,700 over budget due to electric meters and irrigation. Subdivisions SL1, SL2 and SL3 are under budget. We had some issues with the water bills. We are submitting forms to the city to try and receive “forgiveness” for the excess water usage. The most we can expect is 50% refunded. We have spent $28,340 from the handyman account and we have a budget of $34,000, so we are about $6000 under for this account.
4. Committee Reports:
Landscaping: Barbara reported that the Board ordered 27,000 square feet of sod and had these installed, as well as over 400 plants. Barbara, Sally and Helen planted many of the plants. The volunteers all received several compliments about how good the property is looking. Sharon wanted to compliment Barbara, Sally, Helen, Midgie, and Walter Bobka for all their help in this project.
Social: Helen Gedutis reported that John and Midgie Fannon donated 2 umbrellas with the stands to have at the south pool. She also reported on the Thanksgiving Social. It was a disappointment that there was not a large turnout. She requested that these notices be posted on a larger sheet of paper and put in the bulletin boards by the pools and possibly have copies put into the “take one boxes” that are out by the bulletin boards. A discussion ensued about possibly having a January Social to “Meet the Nominees”. Helen was asked to give details about future events to Kay to add to the newsletters.
Seawall Repairs: Ken reported that after lengthy research and a lot of time going over all the specs with several different vendors and engineers, he received a bid from Professional Docks and Seawalls for $91,000. He went back to Don Nesbitt with Waterfront Solutions, AKA Johnsen Amphibious who originally replaced the seawall in 2006, and Don came in with a proposed bid of $18,428. This does not include the price of the vinyl sheets that will need to be replaced, and there could be as many as 50 sheets needed, but more likely 20 sheets will need to be replaced. This cost was not included in the original bid. The discussion went to choices of stainless steel tieback rods with stainless steel washers or hot dipped galvanized tieback rods with hot dipped galvanized washers. The bid price of $18,428 included 38-12 foot hot dipped galvanized tiebacks with 3x3 washers. This breakdown is $172 per tieback. For the stainless steel option, the cost is $209 per tieback. These 3 option details are:
Option 1 - Stainless steel tieback rods with 3x3 washers, total $8242, total of $20,426
Option 2- Stainless steel tieback rods with 4x4 washers, total $8322, total of $20,506
Option 3- Hot dipped galvanized tiebacks with 3x3 washers, total $6536, total of $18,428
The bid does not include the sod replacement, but Barbara and Ken estimated that $1000 would be needed for the sod replacement after the seawall repair. Sharon motioned to approve an amount not to exceed $27,000 from the seawall reserves account, and to allow Ken to make the final decision and sign the contract once he has researched both options. Chuck seconded this motion. Vote was all were in favor except BT, who was opposed due to lack of information. She was assured that the final contract would be detailed as to materials and warranty. The repair should begin within the next 3 weeks.
Parking Lot Asphalt: Ken requested that we table this topic until January as there are too many other issues going on at this time. Sharon made the motion to table until January, Beverly seconded, and it was approved by unanimous voice vote.
Roof Repairs: Ken reported that a detailed inspection was completed by BCPM, and roofers were asked to bid the following scope of work:
a.) Replace ridge vents on all 24 buildings due to improper installation and age.
b.) Installation will include screws and neoprene washers (NOT NAILS).
c.) Where nails have popped, exposed nails or missing shingles need to be repaired on all buildings
d.) Lead vent boot stacks need to be repaired or replaced on all buildings.
e.) All valleys need to be resealed.
f.) Expect a leak warranty on all the buildings as well.
We had 3 contractors come in to bid the job: Chuck Becker with B.C. Project Management bid $15,470; JAG Enterprises bid $15,175; and Hippo Roofing came in at $18,750, but included a PVC material “Lomanco Omni Roll” instead of aluminum ridge vents. He also agreed to include preparation of the new wind mitigation forms for each of the 24 buildings, which we would have to pay a contractor in excess of $4200 to complete at a later date.
Discussion ensued over these bids and Barbara made the motion to approve a not-to-exceed amount of $19,000 from the roof reserves. $11,747 of this is insurance proceeds from Citizen’s in 2008 for hurricane damages, and the remaining monies will be split evenly by each building, coming out of subdivision reserves. Sally seconded this motion and it passed by unanimous voice vote, with Ken signing the contract of his choice once he investigates the companies further and makes a final determination. Barbara asked that once Ken meets with the contractors and makes his decision, he send this information via email so that the other board members were aware of his decision and can reply with their questions and approval.
New Lawn Maintenance Contract for 2011: Sharon Skaggs reported that Board members and management met with 17 lawn maintenance companies and walked the property to answer their questions before they bid. Sharon then handled creating a spreadsheet to list their bids and qualities. She reported that 9 companies were disqualified due to their bids being too high, 2 companies were disqualified for not complying with the specifications we asked for, and that left 6 companies as possibilities. She stated that she would need help with verifying references. BT volunteered to visit sites of references and Kay volunteered to make phone calls for verification. Discussion ensued over the irrigation bids since some people think Rick is doing a good job of this. The fertilization and lawn spraying portion of the contract was down-selected to Truly Nolan and Tru Green. They will both be met with to get more information. Chuck made the motion to continue with the landscaping maintenance contract down selection process, and pull out the irrigation contract. Barbara seconded the motion and this passed by unanimous voice vote. Sharon has the action to report back to the board at the next board meeting with recommendation for the final winner for board approval prior to contract signing.
5. Manager’s Report: Lynn reported that:
a.) Management need clarification on parking decals with owners and renters; Do they receive 2 decals each with 2 visitor passes or one decal so we can more accurately police units that are parking more than one car in front of buildings. The Board replied that each unit gets 2 decals and they are told that ONLY 1 vehicle can park in front of the building in resident spots. This needs to be stated again in the newsletter.
b.) A unit (7410-201) just sold that had an electronic chair lift that was recorded in the county records by the attorney that when the unit sold the responsibility is carried over to the new owner or removed. This new owner declined to be responsible for the upkeep on this chair as she does not need it. A second problem is that the title company did not request an estoppel, so they closed on this unit without proper documentation about the chairlift. A resident present said the neighboring unit needs this chair. Management will ask for a letter from Unit # 202 agreeing to take on full responsibility for this lift chair, with the proper recording of the change completed by the attorney. If she is not willing to take this responsibility then it would be the seller’s financial responsibility to remove it.
c.) Entry way decorations: Due to some questions, management asked for more detail on what is allowed, for holiday decorations and throughout the year. The board reported that the entry ways are common grounds and cannot have statutes, tables, etc in the hallways, on the walkways or in the landscaping. Displays are permitted only on the doors, and not on the walls.
d.) Vandals continue to steal the information, agendas and minutes off the office door. Lynn asked for permission to purchase a locked bulletin board to place on the wall next to the office door. Because the board had just agreed to owners not being able to place anything on the walls outside their units, it was felt that the office must follow those rules as well. This request was denied. For the future, nothing will be left on the office door. All information will be placed in the large bulletin board by the flag.
e.) Gutter guards: Rick recommended these on the gutters near the massive trees whose leaves clog the gutters. Ken made the motion of a not-to-exceed amount of $300 to be taken out of the miscellaneous building materials account. BT seconded the motion and it passed by unanimous voice vote.
f.) Per fire marshal requirement, the stove and vent were removed from the office. Lynn asked that Rick be approved to repair the hole in the wall and install an electric outlet. The board unanimously approved for this to be completed.
g.) A large “Do Not Enter” sign was ordered for the north exit since DOT does not supply signs for private property, and that "Do Not Enter" sign was on SLCA property--not on the road right-of-way.
h.) The Board requested cancellation of the Dobson’s irrigation contract. The landscaping contract also required a termination letter since a new contract is being discussed. Lynn sent both letters out in early November.
i.) The purchase of more mulch was approved. Barrett Landscaping will be bringing in 100 yards of mulch, which should be enough to complete up to the north pool. This plus pre emergence will cost $2000. This work will commence on Friday, November 20th.
j.) Termite Bond: Truly Nolan came in and offered to take over the bond at a savings of $1500 per year. There was a lot of discussion about the new product Terminex installed this last year, and the fact that they have covered damage in the past when no live activity was found. Sharon made the motion to stay with Terminex for the termite bond. Chuck seconded this and it passed with a unanimous voice vote.
k.) Shuffle board area: We obtained a quote of $450 from the tennis court company to clean, paint and re-stripe it. Ken stated that this was on Rick’s list and should be done by Rick. Management will try to find the correct paint and striping material.
6. Old Business:
Chuck stated that we had the owners “vote” on 3 topics: kayak racks, pool heater temperature and insurance deductibles. He stated that we should have stated to the owners that this was an “interest survey” of these topics, because the Board is not bound by these votes in making their decisions.
Kayak Racks: Chuck made the motion to put Kayak racks on the property at the north and south pools. Sally seconded this motion. Two were in favor and 5 were not in favor. Therefore, the kayak racks will not be placed on the property.
Pool Heating Rule: Sharon made the motion to shut off the pool heaters when pool contractor Jeff Stanton recommends it is too cold for the heaters to work. It was clarified that the pool heaters would be shut off when the outside air temperature is expected to fall below 65 degrees for more than 3 days,. Jeff will contact the management company when this is done. Chuck seconded this motion and it passed by unanimous voice vote.
Insurance Deductible of 3% or 5%: While the majority of owners voted for a 3% deductible, we will not have real quotes until early December, so this decision was tabled until the December board meeting.
Irrigation Leaks: The underground leak has still not been found. Rick installed a shut-off valve on this line so when irrigation water comes on, we can stop it in the leaking area, but the issue still needs to be resolved. Ken has agreed to research a tool/instrument that can be rented to find the leak. Rick will be directed to turn the sprinklers on 3 times a week until further notice in order to protect the new sod.
Handyman Position: With the 2011 change to part time help, the Board agreed to ask Rick what days and times he would like to work. Chuck suggested a structured schedule of 4 hours a day 5 days a week for 20 hours, with a clause that allows for emergency call ins. If there is other work to be completed, we have reserve accounts to cover certain issues. There was discussion about asking for a “not to exceed” time for extra jobs and pay him ‘by the job’ in a sense. Chuck and Ken have the action to discuss this further with Rick.
7. New Business:
Ratify Expenses: Sharon made the motion to ratify the payment of $600 to Existing Structures Engineering, out of the Seawall Reserve account for their report on the seawall breaches. Kay seconded this motion and it passed by unanimous voice vote.
Sharon made the motion to ratify the payment of $325 to Eradicators to remove the squirrel family and repair the damages made by them at 7300-201. Kay seconded this motion and it passed by unanimous voice vote.
Security Issue: A sheriff deputy has moved into a unit at Sunrise Landing and he was walking the property “undercover” for awhile, helping us find vandals and mischievous children. He spoke with board members about a monthly contract for his service, but the Board felt contacting the Sheriff’s Dept’s. non-emergency phone number “as-needed” was a better way to handle vandals.
8. Owner Input:
None
9. Set Next Board Meeting:
The next Board Meeting is set for Thursday, December 9, 2010 at 4:30 pm at the office at Sunrise Landing.
10. Adjournment:
There being no further business to discuss, the meeting was adjourned at 8:45 pm by Ken Schmeling.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Members’ Meeting
Thursday, October 21, 2010 6:30 PM
1. Call to Order/Establish Quorum of Members:
President Chuck Zimmerman called the meeting to order at 6:32 pm at 7212 N. Cocoa Blvd, South Pool. Unit Owners in attendance: Martha and Jim Tierney, Michael Lee, John Valleley, Mary DiFonzo, Mary Bowes, Leon and Patti Quandt, Lois Ostapovicz, Jim and Pat Johnson, Judith Lanoue, Edith Bartlett, Mike and Janice Davis, Terry Skaggs, Jack Landgrover, Ward and Ann Garee, Rita McGhee, Barbara Long, Beverly Thomas, Ken Schmeling, Chuck Zimmerman, Sally Mifflin, Sharon Skaggs, Midgie and John Fannon, Ed Neal, Helen Gedutis, Kay Briley, Jean and Walter Bobka, Joe Greenwell, Ann and Sunny Brammer, Donna Zimmerman, Patricia Zimmerman, Carol Anderson, Jack and Judy Linker, Barbara and Frank Pettinato, Ginger and Carl Bothe, and RDI Management, Lynn Hiott and Michelle Dugan.
2. Quorum of Owners Established:
33 units were represented in person and 44 units were represented by proxy for a total of 77 units out of 236 represented.
Vote #1: CPA Audit or CPA Review of the 2010 Financial Records: Florida Statute allows the members to vote for a lesser cost “review” for up to 4 years, with an audit required every 5 years. The Association has always paid for an audit, but if members vote for a review of the 2010 records, it would save approximately $1500 to $2000 in 2011.
56 YES votes received to waive the audit and have a Review of 2010 records.
31 NO votes received to have the audit again for 2010 financials.
Vote #2: Heating the pools in winter. Between Dec 1 and March 1, the Association pays $300 to $700 more in electric bills than in the warmer months. The Board asked for owner input on the following proposed rule: “When the expected combined ambient temperature reaches 70 degrees or below for 3 days, the pool heaters will be turned off.”
57 units agreed with the wording and the need to turn off the heaters in the coldest months.
31 units voted NO and wanted the pools to stay heated year round.
Vote #3: Kayak Racks. There are pros and cons to placement, material to be used, restricting views of the water, long term costs, launching over the seawall, and rules for using it. Before the Board takes on the time-consuming task of obtaining all the answers, they need to know if a majority of the owners are interested and care to have these racks as an amenity of the Association.
22 units voted YES, and were in favor of kayak racks, but needed more information before a final decision was made.
66 units voted NO, and did not want kayak racks on the property.
Vote #4: Hurricane Deductibles: 3% and 5% deductibles are available for hurricane insurance. The common property is valued at $16,138,000. A 5% insurance deductible would mean that the first $806,900 in damage would not be covered and all unit owners could be responsible for $3,420 of that. A 3% deductible would mean a $2,051 maximum out of pocket expense if major damage was done. The 5% deductible costs less, but gives you more personal liability.
46 units preferred the 3% hurricane insurance deductible.
39 units preferred the 5% hurricane insurance deductible.
3. Adjournment:
There being no further business to discuss, the meeting was adjourned at 6:50 pm by Chuck Zimmerman.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Minutes of the Board of Directors’ BUDGET Meeting
Held immediately after the Members’ Meeting
Thursday, October 21, 2010
1. Call to Order/Establish Quorum of Directors:
President Chuck Zimmerman called the meeting to order at 6:51 pm at 7212 N. Cocoa Blvd, South Pool. Board Members present were: Vice President Ken Schmeling, Treasurer Barbara Long, Secretary Kay Briley, and Directors Sharon Skaggs, Beverly Thomas, and Rebecca Mifflin. Directors Ruth Werth and Cliff Kott were absent. A quorum was established. Thirty Eight unit Owners in attendance as noted in the first meeting of the evening.
2. Approval of the September 15th and September 30th Board Meeting Minutes:
Beverly made a motion to approve the minutes as written and posted on the website. Barbara seconded the motion and it passed by unanimous voice vote. Copies are available to view in the onsite office.
3. Financial Report:
Barbara Long reported that as of September 30th, the balance in the operating account is $114,979. Reserves have a total of $355,923. In the Seawall Reserve account we have $32,040. The SBA loan taken out to cover the seawall and storm damage costs has a balance of $384,906. We have past due unit owner fees of $28,893. All units that are more than 3 payments past due have been sent to the attorney. Subdivisions SL1, SL2 and SL3 are under budget. There will be an adjustment at the end of the year to keep these unused funds in separate accounts for each subdivision.
Status on Seawall Breaches: Ken reported that there are three major breaches in the seawall. We contacted CMI who took over the material portion of North Star Vinyl Manufacture Company and spoke with Sal Martelli who is the product management who then referred us to their engineer from Shoreline Construction, owner is Peter Kaiser. After a lengthy discussion with all these companies, we were then referred to a Preliminary Engineer report, which showed our wall to have a 50 year guarantee but it is useless when the company is no longer in business. After speaking with several different people we are finding out that 0.60 CCA lumber was used and this was not considered to be Marine tempura, and to find out that half way through the construction of the seawall, they changed from square washers to round washers and that the tiebacks were 8 feet and should have been at a minimum of 12 feet in length. We have received estimates to repair the seawall ranging from $26,000 to $30,000. We are still looking at our options and will report back to be community once we have looked at all our avenues. We would like to get another opinion with an outside engineer to come and oversee the repair project.
Status on Reliant Clean up at the North End: Ken reported that Chuck Mason from Reliant said they would be shutting down their plant operations as of November 1st and that they would continue to have just a skeleton crew on board. However, they came in and cleaned the ditch between our north end and their property, but were waiting to get a licensed sprayer to spray the remaining weeds present. Reliant did share their survey with us, and it proved their company owned up to our north end line and they were responsible for keeping this area clean.
Owner Discussion regarding 2011 Budgets: There were no questions from the owners. Barbara made the motion to approve the 2011 budget as mailed to the owners with no increase in monthly maintenance fees. Ken seconded the motion and it passed by unanimous voice vote. An owner asked why they only received their subdivision budget and the master association paperwork. Last year the attorney opined that each subdivision only needs to know about the master and their own budget, but the Board agreed that if an owner would like to view the other phases, they are welcome to stop in the office to view them.
Discussion and Ratification of Member Votes: Chuck stated that he appreciated all the owners who chose to vote, but wanted to make it clear that the board was not required to act solely on those votes. These were straw votes and will help the board members to make a final decision on the items in question.
Vote #1-CPA Audit or Review: Sharon made the motion to go with the majority of the owners and waive the audit this year and only do a review. Sally seconded the motion and it passed by unanimous voice vote.
Vote #2-Rule change for heating the pools in the winter months: Chuck stated that due to confusion about how this was written and understood, the board would like to table this until the next board meeting so we can get more information. Since there is a rule already in place, it will remain that the north and south pools will be heated up to 85 degrees all year until another decision is made. Ken seconded this motion to table until the next board meeting. All were in favor except Sharon, who opposed.
Vote #3-Erecting Kayak racks on east side of both pool areas: Ken asked that this item also be tabled until the next board meeting so more information can be gathered. Beverly seconded this motion to table and all were in favor except Sharon, who opposed.
Vote #4-A 3% or 5% hurricane insurance deductible: The majority of owners voted for 3% hurricane insurance deductible, but the vote was close. The board did not confirm a decision on this vote, because they need to see the true costs in early December when the agents bid on the 2011 policies. Michelle did answer an owners concern on this subject, stating that it should be approximately $1 to $2 per unit, per month difference between the two. A question was asked by an owner about the “HO6 individual unit policies” and whether these would cover any special assessment that is voted on by the Board. The reply was “Yes, as long as a Special Assessment is billed for catastrophic damages.
4. Owner Input:
The social committee wanted to thank the board for purchasing the new carpet in the north and south pool cabanas and also for the new furniture at the south pool.
Chuck reported that a Brevard County Sheriff is living on the grounds and he walks through the complex in the evenings and checks the pools and bathrooms, but if you as an owner see something that does not belong, please call the non-emergency Sheriff number so that they can respond. We also have been told that the bathroom doors are not being shut properly and the gates to the pools are being propped open. All residents are asked to help the community by shutting these if you see them opened.
Chuck stated that he would like everyone to thank Reconcilable Differences for the refreshments that were provided. He also thanked Beverly for all her volunteer hours in the office on Tuesday’s and RDI for going above and beyond their contractual hours.
5. Next Board Meeting:
The Next Board Meeting is set for Thursday, November 18, 2010 at 6:30 pm at the Sunrise Landing Office.
6. Adjournment:
There being no further business to discuss, the meeting was adjourned at 7:30 pm by Chuck Zimmerman.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, September 30, 2010 4:30 PM
1. Call to Order/Establish Quorum of Directors:
Vice President Ken Schmeling called the meeting to order at 4:32 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. President Chuck Zimmerman and Director Beverly Thomas attended by speakerphone. Other Board Members present were: Treasurer Barbara Long, Secretary Kay Briley, and Director Sharon Skaggs. Directors Ruth Werth, Sally Mifflin, and Cliff Kott were absent. A quorum was established. Unit owner in attendance: Donna Zimmerman.
2. Approval to Mail Proposed Budget for 2011:
Barbara made a motion to approve mailing the proposed 2011 Budget to the owners showing no increase in maintenance fees. Chuck seconded the motion and it passed by unanimous voice vote. Sharon requested that the balance sheet be changed to have a “contingency per sub phase” added, which management agreed to do.
3. Landscaping:
A committee needs to be established for the 2011 landscaping and grounds contracts. There were no volunteers, so Sharon agreed to chair this committee. Chuck and Barbara agreed to help out when they are in town. The board was in favor of Sharon putting together the RFP to be mailed out to prospective bidders.
Barbara Long made the following motions:
a.) Approve an additional $2,500.00 for another 5,000 square feet of sod;
b.) Approve an expenditure for 3 rain gauges for the sprinkler system, to be installed by Dobson’s at a cost of $435 from the irrigation budget;
c.) Remove two pepper trees, a wild palm tree at 7240, and clean up the weeds around the tennis courts for $300 with work to be done by Dobson’s, with the funds to come from the tree removal/replacement budget;
d.) Remove the Century Plant (Cactus) and replace with sod at the river side of 7420-106, at a cost of $175 with work to be done by TC Lawns from the tree removal/replacement budget;
e.) Install two Pygmy Palm double trunk trees at the south pool for $350 and 2 single trunk trees at the walkway of the tennis courts for $190 with work to be done by TC Lawns from the tree removal/replacement budget;
f.) Install two Canary Island Palms for the north and south end islands for $350 each with work to be done by TC Lawns from the tree removal/replacement budget;
g.) Installation of a Sago Palm by the tennis court for $195 with work to be done by TC Lawns from the tree removal/replacement budget;
h.) Removal of the dead shrubs from the south pool and at the north and south entryways and sod to be laid as their replacement with work to be done by i.) TC Lawns for $550 from the tree removal/replacement budget;
j.) Treat with Potash for the new sod, to help it from going into shock, at a cost of $300 with work to be done by TC Lawns from the fertilization budget;
Ken seconded the above motions and they passed by unanimous voice vote.
4. Ratify Expenses:
Barbara Long made the following motions:
a.) Approve $285 from the miscellaneous contractors budget for replacement of air conditioning condenser line in Building 7200-units 103 and 203, and replacement of drywall, due to rodents eating through the line;
b.) Approve the purchase of two “No Trespassing” and four “No Smoking in Cabanas” signs at a cost of $254.40 from Lickety Split signs;
c.) Approve the rental of three gas powered machines (trash pumps) to remove the excessive water along the seawall during the rain, for $200.10 from SunBelt Rentals;
Sharon seconded the above motions and they passed by unanimous voice vote.
4. Approval to Sign Insurance Check for Damages to Building 7420-106:
Barbara made the motion to approve the signing of the insurance check as this was made out to the association and to the home owners for the water damage repairs in their unit. Sharon seconded the motion and it passed by unanimous voice vote, with the assurances that the owner will use the money to actually make all the repairs.
5. Outsourced Labor (Casual Labor):
Ken made the following motions:
a.) To grade the area in front of building 7200 for proper water drainage, at a cost of $800 from the master miscellaneous contractors budget, work to be completed by TC Lawns;
b.) To dig out and replace the pipe culvert to better assist with water drainage from the parking lot at the south end, at a cost of $1,700 with work to be done by TC Lawns, to be taken from the miscellaneous contractors budget;
c.) Power wash the buildings, clean out the gutters, repair soffit and fascia areas, at an expenditure not to exceed $3,300 from the Maintenance Labor budget;
d.) Approve drywall repairs to Building 7240, units 104 and 204 by Sierra South for $650 from the miscellaneous building repairs budget;
e.) Approve paying for an undercover law enforcement officer to walk the grounds, at a cost not to exceed $200, from the miscellaneous contractors budget;
f.) To paint the building entryways; no amount was determined and competitive bids will be obtained and discussed at the next board meeting;
Barbara seconded the above motions and they passed by unanimous voice vote.
6. Owner Input:
Donna Zimmerman wanted confirmation that the approved new palm trees do not have berries that are poisonous to animals or children. Barbara agreed to look into this.
7. Schedule Next Annual Budget and Board Meeting:
The Next Board Meeting and Annual Budget meeting is set for Thursday, October 21, 2010 at 6:30 pm at the South Pool Cabana at Sunrise Landing. The draft budget, agenda and cover letter will be mailed to all owners at least 14 days before that meeting and posted at all the bulletin boards.
8. Adjournment:
There being no further business to discuss, the meeting was adjourned at 5:18 pm by Ken Schmeling.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Wednesday, September 15, 2010 4:30 PM
1. Call to Order/Establish Quorum of Directors:
Vice President Ken Schmeling called the meeting to order at 4:32 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. President Chuck Zimmerman and Directors Beverly Thomas and Sally Mifflin attended by speakerphone. Other Board Members present were: Treasurer Barbara Long, Secretary Kay Briley, and Director Sharon Skaggs. Directors Ruth Werth and Cliff Kott were absent. A quorum was established. Unit owners in attendance: Barbara Matthews, her daughter, Donna Palletti, and Donna Zimmerman.
2. Approval of the August 19, 2010 Board Meeting Minutes:
Barbara made a motion to approve the minutes as written. Chuck seconded the motion and it passed by unanimous voice vote. Kay mentioned that the minutes of several meetings were still reading “Draft” version on the web although they had been approved at a subsequent meeting. She requested that these be updated. Management will have this updated.
3. Financial Report:
Barbara Long reported that as of August 31st, the balance in the operating account is $113,506. Reserves have a total of $347,089. We have prepaid owner assessments of $28, 018 and past due fees of $26,248. All units that are more than 3 payments past due have been sent to the attorney. The Master Association is less than $4000 over budget. Subdivisions SL1, SL2 and SL3 are on budget. In August, we paid the full amount for the flood insurance, which was $53,000. We will get back over $6000 from the insurance agent as a rebate once the National Flood Service has received our payment. Paying this in full has saved over $1800 in financing charges. We had some issues with the water bills. We had a major leak and did not know of it until the bill came in for $5,447. It has been fixed and we are submitting forms to the city to try and receive “forgiveness” for our water usage.
Barbara made the motion to ratify the AC condenser drain line repair and drywall repair for Building 7200, units 102 and 202 in the amount of $285. BT seconded the motion and it passed by unanimous voice vote.
4. Committee Reports:
Finance Committee: (Barbara Long-Chairman, Bob Esser, Jack Landgrover, Cliff Kott, Sharon Skaggs, and Ken Schmeling).
Barbara Long reported that the budget committee met this morning and that the 2011 budget is in progress.
Someone asked us why Sunrise Village’s fees are lower than ours. Barbara spoke with a board member from the Village and was told that their amount is lower due to having volunteers do most of the weeding, grounds maintenance and pool care, and their maintenance man only works about 12 hours a week.
A proxy ballot will be sent out with the proposed budget asking owners to vote their choice of a full audit as required by the governing documents at a cost of $4200, or as allowable by statute with a majority owner vote, have a CPA review the 2010 financials for about $3000. The budget will show the required audit cost until the votes are in.
Kay requested that management amend their contract to show the change in bookkeeping costs to reflect the increase of $200/mo. in 2010 when the Association went from one budget to four. Management agreed to write up an addendum for the Board to sign.
Landscaping Committee: (Sally Mifflin-Chairman, Barbara Long, Sharon Skaggs, and Terry Skaggs).
Barbara Long reported that they met with TC Lawn Service and chose the worst areas to be sodded first. TC’s will mark these areas with spray paint and flags, spray Round-Up to kill the crab grass, then come in 7-10 days later to remove the dead sections and install the sod. We have budgeted for approximately 20,000 square feet to begin and will do sections of 7,500 square feet at a time. This project will begin September 20th at 9 am. This will be charged at $0.50 a square foot. The areas in front of the pools and front of the buildings that are more visibly seen are the areas that will be replaced first. Two bids were received for this job: The current grounds contractor, Dobson’s, as well as TC Lawns, both came in with the same price. Due to concerns about Dobson’s lack of follow through and quality problems, a majority of the Board felt they needed to bring their quality up before giving them more business. Sharon made the motion to award the contract for $10,000 to TC Lawns for the sod and plant replacement. Ken seconded the motion and it passed by unanimous voice vote.
Asphalt Committee: (Ken Schmeling-Chairman)
Ken reported that he was working with Walter Brown from Aardvark Paving. There are approximately 28 areas that are in need of patching/repairing. This company did our patching in 2000 and it lasted until 2007 when another company came in and did some work. To patch all 28 areas, the cost is $1,950. He would clean 23, 100 square yards of parking lot, sealcoat it, and restripe for a total of $18, 350. He will replace bumpers that are broken at $37 each. We did receive another bid from Adrian Turnbaugh Construction for just the south entrance to the far south corner for $25, 424. We have been told that this should give the association another 4-5 years to build our reserves for a complete replacement of the asphalt for approximately $193,000. Freehill Asphalt came in with a bid of $210,000. Barbara made the motion to approve using Aardvark Paving for the repairs and sealcoating, at a cost not to exceed $20,000 from the Paving Reserves. Sharon seconded the motion and it passed by unanimous voice vote. This will have to be done in phases so that management can send out notices for owners to move their vehicles. This project will begin by early October.
5. Manager's Report: Given by Lynn Hiott/Michelle Dugan
Proposed Budget: The board has to approve a proposed budget (Draft Budget) to be mailed to the owners at least 14 days before the Budget Meeting in October. Owners have a right to ask questions before the Board approves the 2011 budget. Therefore, the Board must have a meeting to approve a budget to mail out. Chuck and Sally requested that a hard copy be sent to them prior to the Budget meeting after the committee has had an opportunity to discuss.
No Trespassing Signs and No Smoking in Cabana Signs: A board member asked management to get signs made to replace the old “No Trespassing” signs at the entrance ways. Another request came in about the pool cabanas, as the association just replaced the carpets in the south and north cabanas; a board member suggested that signs be made to state: “No smoking in the cabana, Smoking is permitted in open area.” Barbara made the motion to put the signs up in the north and south cabanas as previously stated, Ken seconded the motion and it passed by unanimous voice vote.
Newsletter: It has been completed and printed, and Lynn will e-mail it in color to those we have e-mail addresses for. Those without will be mailed and copies will be placed in the ‘Take One” bins at all 5 bulletin boards. They were printed on blue paper this month, and a new color will be used for each subsequent edition.
Brighthouse Upgrades: Two unit owners refused to allow access when the initial work was completed. Brighthouse had a right to charge the homeowners $300 each to upgrade their wiring at a later time. Management was able to reschedule their work for September 28th, and Brighthouse has agreed to complete this at no charge to the owners.
Rules of Enforcement: Lynn gave an update on a resident with an oversized pet. Due to their not being in compliance with the rules and regulations, the association would not authorize parking decals until the oversized dog was removed. There are now other issues with this rental unit. The daughter has been observed smoking an illegal substance. The board has requested that we have the attorney send a letter demanding them to vacate the premises. The association did receive the security deposit from the owner and will possibly use this for the legal fees.
Ratify AC Line: This is the expense from 7200, Units 104 and 204, where the condenser line was eaten through by a rodent. This in turn caused damage to the drywall in both units. Sharon made the motion to ratify the amount for $285, Barbara seconded the motion and it passed by unanimous voice vote.
6. Maintenance Report:
Electric Meter Replacements & Repairs: Ken reported that repairs came in at budget. We have completed 15 buildings and 9 buildings are left to investigate. Out of the 15 buildings completed, 12 of them had structural damage and hardee boards were placed behind the electrical meters to help protect from fires. Kay asked if the meters could be inspected on a periodic basis to try to avoid the problems encountered during this current work. Ken responded this matter will be part of a preventive maintenance checklist for the electrical meters, siding and porches with inspections to be done annually. The board was in complete favor of this. There were 3 overhanging structures covering the electrical meters that had to be replaced due to being rotted from water intrusion. Ken made the motion to, within the next year, inspect and repair as needed the remaining 9 buildings and not to exceed an expenditure of $18,000 out of the master operating account, Barbara seconded the motion and it passed by unanimous voice vote. Terminex told Ken that the dirt was too high against the buildings, making it too easy for termites to enter. This will be cleared away from the buildings.
Responsibility for Insulation of Existing Exterior Walls: An owner replaced his windows and found no insulation in the walls, so requested the association to install it. Ken has agreed to do some research and report back at the next meeting. Chuck made a motion to table this topic until we have a response from the attorney, BT seconded the motion and it passed by unanimous voice vote.
Progress Report of Cleanup of North end with Reliant: Progress Report of Cleanup of North end with Reliant: Ken reported that Reliant is going to shut down their plant at the end of October. Ken, Barbara Long, and homeowner Terry Skaggs, met with Reliant’s maintenance supervisor, Chuck Mason. Mr. Mason brought with him the latest survey defining our north property line. According to their survey, Reliant is responsible for the area, up to our north fence line, and agreed to clear the ditch area on October 4th.; however due to Federal and State Laws they cannot touch the marshland, but will clean up the trash. Terry Skaggs has agreed to take charge of this project until the scheduled clean-up is completed.
Window Caulking Job: Ken reported that Rick completed the downstairs units moderately, and two young men have been hired to complete the top unit windows. They will go back and do the lower unit windows that were not done properly. They should be finished by the end of the week.
7. Unfinished Business:
Kayak Storage: A survey went out in this newsletter, asking owners for their opinion in having a Kayak storage area at the North and South pools. This topic will be tabled until the November meeting to allow the owners to vote their opinion. The board is asking the owners to reply to the office with their opinions.
9. New Business:
Handyman: Chuck reported that the Association is outsourcing a large number of jobs due to the inability of the handyman to complete certain tasks. For example, the caulking of the windows of the upstairs units; the painting of the entrance ways; pressure washing of the buildings and gutters, along with the irrigation system inspections and repairs have all had to be outsourced. With all of this outsourcing, Ken made the motion to cut the handyman job position to not exceed 20 hours a week staring January 1, 2011. Since this will be a part-time position, there will be no benefits (holiday, sick leave, or annul leave pay). Chuck seconded the motion and it passed by unanimous voice vote.
Service of the Golf Cart: Ken reported that the golf cart has been observed leaking oil and going through a minimum of 2 quarts a week. Barbara made the motion to service the golf cart at an expenditure not to exceed $400, BT seconded the motion and it passed by unanimous voice vote. Since the cart was purchased from M & B in Cocoa, it was suggested to use them for the servicing.
North Pool Spa Heater: The heater was purchased in 2000. It is completely broken and needs to be replaced. Sharon made the motion to spend no more than $5600 to replace the heater, using Pool Reserves. Barbara seconded the motion and it passed by unanimous voice vote.
Volunteer Garden Club: The association has had no volunteers to date. This is tabled until the next regular meeting. The association is giving notice to owners with personal gardens and ornamentals that the landscaping committee will be removing what is deemed “not uniform” so they should remove their personal items soon.
10. Owner Input:
Donna Palletti, the daughter of Hilda Matthews, owner of 7420-106, spoke about the following:
The back of the unit in regard to the gardening will be taken care of by the owner’s family.
Hilda requested approval to purchase a bridge to be installed in front of her unit, across the drainage area. The board requested a detailed proposal and drawings/photos.
The damage that was done to the unit by water intrusion: they had an insurance adjuster come out in August, then Sleuth Leak Detection came out and took photos and submitted a detailed report. In this report it showed that there are construction issues that need to be repaired immediately.
a.) The lattice work under the master bedroom is loose from the screws rusting.
b.) The terrace/deck above has some type of engineering defect. The association will check to see if there was flashing installed at the slider on the porch.
c.) In the front bedroom there is rotting to the underside of the window. They were told that the association is responsible for drywall.
d.) Master bedroom window does not appear to be properly caulked.
Ken has agreed to meet with the owners tomorrow to view this and report back to the association at the next meeting. Ms. Palletti submitted a detailed report from the detection company. Insurance is paying for damages they are responsible for.
Spiral Staircase Issue: Since the attorney stated that the owners would need a majority vote of all the owners in their subdivision, the owners requesting this structural change chose to close this issue without further action.
11. Set Special Budget Meeting:
The Special Budget meeting will be held at the Sunrise Landing office on Thursday, September 30 at 4:30 pm to approve the proposed annual budget mailing.
12. Set Next Annual Budget and Board Meeting:
The Next Board Meeting and Annual Budget meeting is set for Thursday, October 21, 2010 at 6:30 pm at the South Pool Cabana at Sunrise Landing.
13. Adjournment:
There being no further business to discuss, the meeting was adjourned at 6:05 pm by Ken Schmeling.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, August 19, 2010 4:00 PM
1. Call to Order/Establish Quorum of Directors:
President Chuck Zimmerman called the meeting to order at 4:10 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. Director Sally Mifflin and President Chuck Zimmerman attended by speakerphone. Directors Ruth Werth and Cliff Kott were absent. Other Board Members present were: Treasurer Barbara Long, Secretary Kay Briley, and Directors Sharon Skaggs and Ken Schmeling. Four unit owners were in attendance: Jean Bobka, Terry Skaggs, Beverly Thomas and Donna Zimmerman.
2. Approval of the June 17, 2010 Board Meeting Minutes:
Sharon made a motion to approve the minutes. Kay seconded the motion and it passed by unanimous voice vote.
3. Approval of the July 22, 2010 Board Meeting Minutes:
Ken made a motion to approve the minutes. Sally seconded the motion and it passed by unanimous voice vote.
4. Fill Board Member Vacancy:
Chuck made a motion to nominate Beverly Thomas to fill the vacancy on the board as a result of Glen Michaels’ resignation. Sally seconded the motion and it passed by unanimous voice vote.
5. Appoint New Vice President:
Barbara made a motion to nominate Ken Schmeling to fill the Vice President position, Sharon seconded the motion and it passed by unanimous voice vote.
6. Financial Report:
Barbara Long reported that as of June 30th, the balance in petty cash was $300; the operating account has $135,937 and the Security Deposits account totals $22,887. Reserves have a total of $ 328,157, which includes a money market account at BB&T Bank for $53,430 and CD’s at BB&T, Sunrise and Region’s Banks. We have prepaid owner assessments of $23,904 and past due fees of $28,394. One unit sold and we received $6,542 in past due fees. The Master Association is under budget. Subdivisions SL1, SL2 and SL3 are on budget. Barbara also reported that as of July 31st, the balance in petty cash was $300; the operating account has $134,125 and the Security Deposits account totals $21,445. Reserves have a total of $ 338,579, which includes a money market account at BB&T Bank for $63,166 and CD’s at BB&T ($63,166), Sunrise ($124,849) and Region’s Bank ($100,563 and $50,000). We have prepaid owner assessments of $29,604 and past due fees of $24,251. The Master Association is under budget. Subdivisions SL1, SL2, and SL3 are on budget. Barbara stated that we have started the lien process on four units, and one other will be started in 2 weeks if payment is not received as promised. We are $20,000 under budget with the lawn service. We are also $7000 under budget in the building maintenance accounts. In August, we paid the full amount for the flood insurance, which was $53,000. We will get back over $6000 from the insurance agent as a rebate once the National Flood Service has received our payment. Paying this in full has saved over $1800 in financing charges.
Barbara made the motion to ratify the AC condenser drain line repair with drywall repair for Building 7200, units 102 and 202 in the amount of $285. BT seconded the motion and it passed by unanimous voice vote.
7. Committee Reports:
Finance Committee: (Barbara Long-Chairman, Bob Esser, Jack Landgrover, and Cliff Kott) The committee will be meeting in early September to begin discussions on the 2011 budget.
Landscaping Committee: (Sally Mifflin-Chairman, Barbara Long, and Sharon Skaggs). It was announced that Ruth Werth and Donna Zimmerman had resigned from the committee. An article will be placed in the next newsletter to request volunteers to work on this committee. Barbara reported that she and Sharon Skaggs walked the property from South to North end. They spoke with Merritt Island Nursery, Dobson’s, and Cypress Mulch to get quotes on sod, mulch and replacement plants. We need to approve chinch bug spraying for six times a year; not just the two times that are included in the landscape contract. Dobson’s is willing to give us a complete spraying of the property, valued at $1700, for free, and guaranteed this to be done by the end of August, since we have a spraying due at the end of October for the last spray of the year.
Barbara made the motion to approve a not-to-exceed expenditure of $3600 for plant replacements through the remainder of this year. Sharon seconded the motion and it passed by unanimous voice vote.
Barbara made the motion to approve a not-to-exceed expenditure of $3000 for mulch to be placed in front of as many buildings as possible, Ken seconded the motion and it passed by unanimous voice vote.
Chuck made the motion to approve a not-to-exceed expenditure of $10,000 for the sod replacement to do the worst areas first; Sally seconded the motion and it passed by unanimous voice vote.
Barbara made the motion to approve the Dobson’s irrigation contract, which is a set amount of $200.00 per month, to be responsible to check that all sprinkler heads are in working order and that all zones are watering correctly. She only approved it on a month-to-month basis, with a willingness to discuss continuation in December for the upcoming year. Kay seconded the motion and it passed by unanimous voice vote.
There have been complaints about the shuffleboard court and storage box being in disrepair. Barbara made the motion to look for benches at the tennis court made of recycled material, with a cost not to exceed $400 for two benches. Sharon seconded the motion and it passed by unanimous voice vote. The storage box needs only minor repair, which Rick can do.
Social Committee: (Helen Gedutis-Chairman, Midgie Fannon, Patti Quandt)
Carpet North and South Pools-Kay made the motion to approve the purchase of carpet for both pool areas, and to accept the bid from Spectra at $2,508, color being 30453 Tradewind, installed at both the North and South pool cabanas, with the money to be taken from Pool Reserves. Ken seconded the motion and it passed by unanimous voice vote.
Asphalt Committee: (Ken Schmeling-Chairman) Due to health reasons with Cliff, Ken has taken over this project. He will meet with several contractors to get bids and suggestions for both repairing the asphalt and resurfacing the complex. This item has been tabled to get more information. He will report on this at the next meeting.
Signage Committee: (Kay Briley-Chairman, Cliff Kott) Kay reported that all the signs have been placed and that many people have commented appreciatively. She would like the north directional sign moved to where it was originally located so it is readily visible as one turns off U.S.1 into the driveway. The current location is not visible until turning north at the entranceway. Relocation would restore the original intent for these directional signs. Lynn will ask Rick to do this immediately.
8. Manager's Report: Given by Lynn Hiott/Michelle Dugan
DBPR Complaint: Investigator Maria Majia called RDI about a complaint filed with the state. Ms. Majia would not say who filed the claim but said there were 16 allegations. Michelle went through some of them with her:
(1) Why did the Board feel the need to increase the size of the Board? (Michelle said with only 3 members on site and 2 of them ill, they had been complaining about all the work they had to do, so the Board thought adding two owners who also lived on site would help.)
(2) Why would they go to 9 members when it is so hard to get people to even run? (We did have an election in March and 9 people had run. The two who didn't get enough votes were asked if they were still willing to serve and they were, so we added their names to the group who showed interest when the request was posted.)
(3) Why didn't they deal with the resignation of an outgoing Board member? (Manager said the resignation letter stated that Glen wanted to resign on August 10th, so the Board will accept his resignation and appoint someone at the next regular meeting after that date.)
(4) She said she understood the legality of increasing the size of the Board to 9, but did not think the Board had the right to appoint those two members now instead of at the annual meeting. (Michelle said the Board has the responsibility to appoint a new member when one resigns, so since increasing the size of the Board left 2 positions unfilled, the Board needed to appoint to fill those.)
Ms. Majia verbally agreed that she understood and would send an e-mail response. Her e-mailed reply was received yesterday and it stated that, after speaking with her superiors, they agreed that the SLA BOD was legal in doing what it did last month and that no more action was necessary. She did say, however, that the current statute allows a Board member to abstain, even without a good reason.
Since no further action is required by the DPBR, this entire matter is considered closed by the DBPR.
Fire Marshal Visit/Update: BT made the motion to remove the stove and donate it, because we have been told by the Fire Marshal that we have to remove it or add a very expensive fire suppression hood and the stove does not seem to be in working order anyway. Kay seconded the motion and it passed by unanimous voice vote.
Berm/Palm Tree Service: All palm trees and the berm were cleaned up and look good.
Ficus Tree Removal: Lindeman Tree Service removed the dead ficus trees at the north and south ends. The landscape committee will decide what to plant in place of these.
Rules of Enforcement: Lynn gave an update on a resident with an oversized pet. We thought the dog had been removed, but it came back, so a certified letter was sent to the owner and renter. We are still waiting on a response.
South Sauna: It was reported the south sauna was fixed.
Pool Maintenance: It was reported that Jeff Stanton, Stanton Pools, will be on vacation for a week. The question was about his replacement since all of his family will be away. Sharon stated that he should be asked to find his own replacement for the duration of his absence.
Tennis court and shuffleboard court: The matter of the crack and its repair was discussed. A “cherry picker” caused a crack to become more pronounced, but the court resurfacing company is assisting with the repair. It was reported that the shuffleboard court needs to be patched and painted.
Bulletin Boards: To alleviate duplicate bulletin boards at the flagpole and to provide for information to be posted at the southern end of the complex, it was announced the smaller bulletin board at the flagpole would be relocated to the southernmost cul-de-sac for posting notices, etc.
Maintenance Employee Duties: Rick met with Lynn and several board members and a written reprimand was given. We have given 30 days probation and will re-evaluate his performance at that time. Concerns were addressed with regard to his duties, calling into management, and insubordination.
North Fence: Custom Fence was approved to do this work a few months ago, but obtaining the proper surveys took some time. We have been informed that the fence will finally be completed within a week or so. Lynn will report on this at the next meeting.
9. Maintenance Report:
Electric Meter Replacements & Repairs: Ken reported on this and stated that repairs are going as expected. There are only 5 more buildings left to be completed. The contract was modified when the electrician found that by removing more wood, the job could be completed with a higher quality end result. The cost for this was $500 per building for the last five buildings. Ken made the motion to approve this increase in the contract, Kay seconded the motion and it passed by unanimous voice vote. The buildings that are scheduled are: Building 7430-August 24th; Building 7460-September 2nd; Building 7400-September 3rd; Building 7230-September 9th; and Building 7160-September 10th. Notices will be posted on Thursday of the prior week before each power outage and management will try to make phone calls to the owners a day or two before the work starts.
Approval for Commercial Pressure Washer: Ken explained in detail about the pressure washer and why it was needed and how it would save money in the long run. Chuck made the motion to approve the purchase from Direct Pressure Washing for $1549. Barbara seconded the motion and it passed by unanimous voice vote.
10. Unfinished Business:
Kayak Storage: Sally supplied photos to the board for possibilities of either a horizontal rack to hold 6 kayaks, or a vertical rack, approximately 12 feet wide and 2 feet deep. Since other board members voiced strong opposition to this project, it was tabled so that management can do a survey of the owners for their opinions on adding this storage unit. The results will be discussed at the October meeting.
Approval Letter for Front Flower Gardens and Removal of Personal Items: It was suggested to advertise for a “Garden Club” who would be responsible for common areas upkeep. In regards to the front of the buildings, Sharon made the motion to approve a letter to remove all personal items/flower gardens from the front of the properties, Ken seconded the motion and it passed by unanimous voice vote. Lawn crews cannot be held responsible for damages to personal gardens. The letter will go out to all owners, giving them time to remove their personal belongings. If they are willing to donate their plants, these may be used by the garden club.
11. New Business:
Building 7420-106 Water Damage Requesting Approval for Repairs: The unit in question was vacant for a long time and water damage was found when they returned. Board discussion followed and it was determined that the damages to this unit were not the responsibility of the association. The association acted in good faith once notified of the problem. The Association caulked all the windows on the outside to prevent rain from entering the unit and has taken the added precaution of caulking all windows in the association. Management will notify the homeowner to contact their insurance company for repair coverage.
Building 7330-102 and 202 Requests to Modify Spiral Staircase: One owner owns both the top and bottom floor units and requested permission to open up the floor/ceiling between the second bedrooms and add a spiral staircase. After a lengthy discussion, this item was tabled for the next meeting to give the owners time to answer some specific questions.
Approval for New Wind Mitigation Forms: Two owners had insurance agents requesting that the Association have new wind mitigation forms completed. Since the Association’s agent does not require these updates for the commercial property until 2011, the Board agreed that they would not pay for unnecessary forms at this time.
Computer Repair Due to Viruses: This problem was taken care of with no charge to the association. The BOD wishes to thank Dennis Thomas for volunteering his technical services.
Approval of Additional Temporary Manpower for 2nd Story Window Caulking and Pressure Washing of the Buildings, along with Various Landscaping Jobs: Sharon made a motion to approve additional temporary manpower at a not-to-exceed expenditure of $2700 for caulking of the second story windows. Ken seconded the motion and it passed by unanimous voice vote. Pressure washing will be discussed at a later time.
12. SLA Newsletter:
Kay volunteered to work with RDI to complete the next newsletter and get it sent out shortly.
13. Owner Input:
Donna Zimmerman brought to the board’s attention that there are a lot of fire ants, and they need to be treated throughout the property. Management will contact Dobson’s and advise them of the problems.
14. Set Next Board Meeting:
The Next Board Meeting is set for Wednesday, September 15, 2010 at 4:30 pm at the Sunrise Landing Office.
15. Adjournment:
There being no further business to discuss, the meeting was adjourned at 6:05 pm by Ken Schmeling.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, July 22, 2010 7:00 PM
1. Call to Order/Establish Quorum of Directors:
Vice President Glen Michaels called the meeting to order at 7:05 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. Other Board Members present were: Secretary Kay Briley, Directors Cliff Kott and Ruth Werth. Board Members in attendance by speaker phone were: President Chuck Zimmerman, Treasurer Barbara Long and Director Sally Mifflin. Eight unit owners were in attendance: Brian Lloyd, Beverly Thomas, Roberta Kott, Vicki Pape, Sharon Skaggs, Ken Schmeling, Terry Skaggs, and Donna Zimmerman.
2. Expansion of Board:
To discuss and vote on increasing the number of Board Members from seven (7) to nine (9): Chuck explained the reason for needing to increase the board size from 7 to 9 was to assist in all of the Board duties since there are currently only 3 board members that live on property full time and there were complaints of having to oversee too much. He said that adding two more members, who live on site, would help take the stress off those living on site now.
Cliff voiced his interpretation of a discussion that he and two other unit owners had with someone from the Florida Department of Business and Professional Regulations. Based upon that discussion, Cliff stated that while he felt it was not illegal for the Board to vote to increase the size of the Board, he did believe it was illegal for the Board to appoint those extra two members without a majority vote of the unit owners. After a lengthy discussion about this and based upon the legal opinion received from the Association’s attorney, a majority felt the meeting was legal and the meeting was continued.
Chuck Zimmerman made the motion to increase the board size from 7 to 9. Sally Mifflin seconded the motion. Final vote: In favor: Chuck, Sally, Barbara & Glen. Not in favor: Cliff, Ruth and Kay. The motion passed by a majority.
The following unit owners had formally expressed interest in filling the new board positions: Beverly Thomas, Ken Schmeling, Sharon Skaggs, and Terry Skaggs.
Barbara Long nominated Ken Schmeling to fill one of the vacant seats. Sally Mifflin seconded the nomination and it passed with a vote of four to three (Cliff, Kay & Ruth were not in favor).
Chuck Zimmerman nominated Sharon Skaggs to fill the remaining vacant seat. Sally Mifflin seconded the nomination and it passed with a vote of four to three (Cliff, Kay & Ruth were opposed).
Glen Michaels had previously submitted his resignation from the BOD to be effective Aug. 10th. An appointment to fill that vacancy was tabled until the next BOD meeting.
3. Set Next Board Meeting:
The Next Board Meeting is set for Thursday, August 19, 2010, time to be determined, at the Sunrise Landing Office.
4. Adjournment:
There being no further business to discuss, the meeting was adjourned at 7:30 pm by Glen Michaels.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, June 17, 2010 7:00 PM
1. Call to Order/Establish Quorum of Directors:
Vice President Glen Michaels called the meeting to order at 7:06 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. President Chuck Zimmerman attended by phone conference. Director Sally Mifflin was absent. Other Board Members present were: Treasurer Barbara Long, Secretary Kay Briley, and Directors Cliff Kott and Ruth Werth. Seven unit owners were in attendance: Nancy Levanti, Mary Bowes, Mary Dean, James Johnson, Bucky Long, Sharon Skaggs, and Donna Zimmerman.
2. Approval of the May 19, 2010 Board Meeting Minutes:
Kay Briley made a motion to approve the minutes. Barbara Long seconded the motion and it passed by unanimous voice vote.
3. Committee Reports:
Brighthouse Upgrade Update: (Ruth Werth) Contractors are great to work with. Things are going very smoothly. She opens the second floor units first, and then opens the bottom floor units for the contractors to have access. They have been helpful in moving furniture so they can get to the outlets. She sits in front of the buildings all day and questions people to see if they are authorized to enter the building. She reported that a locksmith had to be called for unit 7470-203 as we had no access. The owner will be billed for this. She wanted to remind people that the owners received the letter about the upgrades, not the renters. This is why we have someone contacting the renters as well to notify them of the upgrades.
Finance Committee: (Barbara Long-Chairman, Bob Esser, Jack Landgrover, and Cliff Kott) The committee will be meeting in August to discuss the 2011 budget.
Landscaping Committee: (Sally Mifflin-Chairman, Barbara Long, Ruth Werth, and Donna Zimmerman) Barbara reported that Ruth Werth and Donna Zimmerman walked with her doing an assessment from buildings 7150 thru 7230 and they made a list of items that needed attention at each building. They have given a copy of the report to Rick so he can begin to help.
There was a meeting with Cypress Mulch, who has now given us an accurate bid for the mulching of buildings 7150, 7160, and 7170. Ruth made the motion to approve the contract price of $1883 to spray pre-emergent and lay the mulch an average of 3 inches thick around these three buildings. Barbara seconded, all in favor except Cliff Kott, who opposed because last month the Board accepted the bid for $1000 to do the same work. It was explained that the first bid was only a verbal bid and the actual is $1,883, but he still was not in favor. The motion passed by the majority.
Dobson’s has made a huge improvement in the grounds upkeep. It is beginning to look much better and they have not been charging to do additional cleanup around the property.
Irrigation: Dobson’s has done a complete property sprinkler check. He has submitted a bid for repairs to the system for $1000, which includes labor and parts. Barbara motioned to approve this cost, Ruth seconded, and it passed by unanimous voice vote.
Ruth asked management to inquire about chinch bug treatment for 4-6 times a year versus the included twice per year treatment currently being done. Management will report on this at the next meeting.
Social Committee: (Helen Gedutis-Chairman, Midgie Fannon, Patti Quandt)
Carpet North and South Pools - As requested, management obtained carpet replacement bids for both south and north pools. Cliff said the North pool does not need new carpet; the edges just need to be sealed. He then stated that we do not have enough money to do this, so he objects to any carpet bid approval. It was decided to table this discussion for now.
Pool Furniture-South Pool - The requested furniture replacement cost is $2,222.40 for the same type of furniture that was purchased for the North pool last year and there is a budget for it. Kay Briley made the motion to purchase this furniture, Barbara seconded, and it passed by unanimous voice vote.
Grill-(Cliff Kott) He purchased a gas grill for the North pool for a total of $231, for which he is asking to be reimbursed. Discussion followed. Ruth made the motion to reimburse him, and Kay seconded. Barbara opposed stating that he had said he was donating that grill and Chuck opposed as well. Cliff had to abstain from the vote. Therefore this vote did not pass. Cliff agreed to maintain and accept responsibility of the grill.. It was mutually agreed that if the grill becomes unkempt, the association will ask that it be removed immediately.
Fans Replaced at North Pool - Kay Briley made the motion to replace the fans in the cabana at the north pool with actual outdoor fans. Barbara seconded, and it passed by unanimous voice vote.
Asphalt Committee: (Cliff Kott-Chairman) Cliff reported that an engineer, Jim Freeman of Asphalt Conglomerates, came to inspect the pavement. He suggested getting a core sample at the south and north areas to figure out the percolation problems. Cliff agreed to obtain bids for a French drain system to help with the water issues before we start discussing asphalt repairs. Cliff made the motion to table this for more information and Kay seconded this. Cliff was asked to find out if there would be costs associated with a study. He was also asked to discuss things with the county commissioner, Robin Fisher, and Kay agreed to help him with this. They will report on this at the next meeting.
Termite Pest Control Committee: (Cliff Kott-Chairman, Brian Lloyd, Barbara Long, and Ruth Werth) Lynn reported that a meeting was held with Terminex and there is now an understanding that if he sends his workers out to the property to do the trenching for termite control, he will contact Lynn prior to coming out so that she is aware of this and can monitor their work. Mr. Mason from Terminex told Lynn that they should complete the trenching of all the buildings by August.
Signage Committee: (Kay Briley-Chairman, Cliff Kott) Lynn reported that in finding prices for sandblasted directional signs to look the same as our entrance signs, these are in the thousands of dollars. She had some other ideas that she reported on.
Address Signs: Lickety Split quoted $15.00 each for reflective 6x12” address signs, as required by the fire inspector. There are 59 entrances, so this would cost $950, but the advantage of these signs over individual numbers is the time savings in installing them. The Board agreed to black reflective letters & number on a white background. . Barbara made the motion to approve this, Glen seconded and it passed by unanimous voice vote.
Directional Signs: Staying with the same theme on signs, the directional signs at each entrance would be $55.00 each for aluminum and $45.00 for PVC signs. The required pool address signs with arrows would be $20.00 each. Barbara made a motion to approve these signs in 3-mil PVC. Glen seconded the motion and it passed by unanimous voice vote.
Bulletin Board: The approved board has been received and the Board was asked where to place this. They agreed to place it in front of the flag pole next to the mailboxes. Rick is to use the old fence posts from the north end and paint them to match the building. It was also discussed that the smaller bulletin boards at each mailbox also need upkeep and post painting. This task will be given to Rick to complete.
4. Financial Report:
Barbara Long reported that as of May 31st, the balance in petty cash was $300; the operating account has $153,100 and the Security Deposits account totals $23,387. Reserves have a total of $ 328,000, which includes a money market account at BB&T Bank for $47,205 and CD’s at BB&T, Sunrise and Region’s Banks. The Seawall Loan with the SBA is down to $393K. We have prepaid owner assessments of $26,742 and past due fees of $25,766, which includes 4 bank foreclosures. One unit is selling before foreclosing, so we should receive $6,276 in past due fees. Barbara pointed out that some of the owners that are in foreclosure are paying their maintenance fees so these are not showing on the aging summary. The Master Association is within budget. Subdivision SL1 is under budget, SL2 is right on budget, and SL3 is $2,400 under budget. Barbara stated that we have 2 active bankruptcies, are starting the lien process on one more, and one owner is moving out and will probably stop paying. We estimate that we have 60 rental units, a 26% rental rate. We are $12,000 under budget with the lawn service. We are also under budget on maintenance hours since Rick has been on Worker’s Compensation and not working 40 hours.
Barbara asked that the dollar amounts that the Board members and management can spend be specified as follows: She motioned that RDI have an emergency approval amount of $500.00, and that for non-emergencies, two board members and RDI would have an approval amount of $250.00. Rick would be able to purchase up to $100.00 of materials at one time, and Barbara Short would be able to spend up to $50 for needed bathroom and cleaning supplies. Kay seconded the motion and it passed by unanimous voice vote.
Barbara made the motion to ratify several expense checks. One was a check written to Ken Schmeling for a foundation leak in his unit, which the attorney deemed was the responsibility of the Association, in the amount of $825, the cost of repairs. Another was more costs to repair the south sauna, which are estimated at $280.00; lastly, the irrigation emergency for a replacement solenoid valve at 7350 for a cost of $300.00 with labor. Chuck seconded the motion and it passed by unanimous voice vote.
5. Unfinished Business / Manager's Report: Given by Lynn Hiott
Hot Water Heater: Management obtained 4 bids to include the heater and installation by a licensed plumber. Glen motioned for Hans McKinney to do the work for $450. Barbara seconded the motion. Cliff and Ruth opposed, but it passed with a voice vote of 4-2.
Fire Marshal Visit/Update: The Fire Marshal inspected the property again and reported that no current violations exist, since we have bids on all required signage. The signs noting “wood truss roofs” are ordered and Existing Structures will install them as soon as received. The fire inspector required signs above each “pull station”, so Kay motioned to approve purchase of those signs from A1A Signwave, at a total cost of $787 and Rick will install them to conform to the Fire Department regulations. Barbara seconded the motion and it passed by unanimous voice vote.
Advanced Detection System: This company does an annual inspection of the pull stations, but was billing us on a quarterly basis, in advance. Lynn negotiated a new contract with them since the original was approved in 1997. The new contract requires that they inspect each building separately and write up each one on its own, since we need to bill each sub-association separately, and she got them to lower their price from $975 to $825, payable annually, when the work is complete. ADS have also been instructed to contact the management office at least 48 hours in advance of a scheduled inspection. Barbara made the motion to approve and sign the new contract, Glen seconded the motion and it passed by unanimous voice vote.
Berm/Palm Tree Service: Bids were obtained from three contractors. Barbara made the motion to approve Jeff Barrett to complete the berm clean up of cutting and removing all dead foliage for $1000. She also motioned to approve the hurricane cutting of the rest of the palm trees on the property by Barrett for $2150, which was the low bidder on that project. Ruth seconded the motion and it passed by unanimous voice vote.
Ficus Tree Removal: Barbara motioned for Lindeman Tree Service to remove the 3 dead ficus trees and grind the tree stumps for a total cost of $375. Ruth seconded the motion and it passed by unanimous voice vote.
Rules of Enforcement: Lynn gave an update on residents with oversized pets. One is now handled, having to call in the police to assist. Now another oversized dog has just moved in and the tenant never came in for their interview. Glen suggested that the board send the owner and renter a certified letter explaining the approval process and the requirement to remove the oversized dog and give them 15 days to respond. The letter is to include that they will be held responsible for all legal fees if they do not respond within 15 days. Management will get this sent out.
Approval for Teenagers to assist Rick: In order to get the bushes trimmed, clean-up and mulch jobs done less expensively, Lynn offered the services of her sons. There was a discussion on this, and two Board members and some audience participants felt it was a conflict, so the Board majority decided to vote against this help. Kay will supply details on “work force” assistance at the next meeting.
Maintenance Employee Duties: Chuck stated that Rick is an employee of RDI. Rick is to report to Management daily for his activities. The board is to direct management, who will then direct Rick. An item came up about Rick cleaning out the recycle bins and that this was not part of his job duties. There was discussion about requiring Waste Management to clean these. Cliff agreed to get information on this and possibly on another waste carrier for the next meeting.
North Fence: Custom Fence has been approved to do this work, but has not been able to start, due to permitting issues at the county. They need a survey and none of the current plats and paperwork in the office will suffice. A new survey is required. Management obtained one bid and Barbara obtained another from a resident surveyor. Barbara motioned for Vicky and Dennis Bass to complete the survey for $150. Ruth seconded the motion and it passed by unanimous voice vote. Once this has been done, and the permit approved, then the contractor will install the fence at the north end.
Brighthouse Cable Upgrade: It was discovered on the first day of upgrades, that Brighthouse needs the units open all day so that they can go in and out of each to test and run wires. This is much different than the 30 minutes per unit originally discussed and the units must be watched and secured, so Lynn asked for more Board volunteers since Ruth has taken on so many of the buildings. Management had a signup sheet available for them to choose their days. Even though the contractors are bonded, a board member or management must be visible on the outside of the buildings so that no unauthorized access is given. Glen made the motion that if there were no Board volunteers, the association would have to pay the management company an hourly rate to give security to the buildings. Barbara seconded the motion and it passed by unanimous voice vote.
Safe for Keys Update: Lynn reported that the Sentry safe has been installed and secured for $120 for labor and materials. Cliff made the motion that RDI be the only ones to have the safe key and combination, even though it was mentioned that the combination can be changed when the board of directors is changed. Ruth seconded the motion and it passed by unanimous voice vote.
Sidewalk Lifting: Michelle reported that Rick gave management a complete record of areas along the sidewalks that needed to be sanded down as he is unable to do this himself. Barbara motioned to approve the bid of $500 for Mike’s Masonry to complete the work. Cliff seconded the motion and it passed by unanimous voice vote.
Tennis Court Resurfacing Update: This work has been done and owners are commenting that they were very pleased with the work, along with the professionalism of the workers from Cross Court Resurfacing. Photos will be taken and included in the e-mailed newsletters.
6. Maintenance Report:
Electric Meter Replacements & Repairs: Glen Michaels stated that repairs are going as expected. They have completed building 7410. There were holes left in the siding on building 7420 when it was done last year and he will discuss this with them. They are scheduled to do buildings 7350 on June 22nd and 7170 on June 24th. Notices will be posted on Thursday of the prior week before each power outage and management will make phone calls to the owners a day or two before the work starts.
7. Unfinished Business:
Kayak Storage: Cliff brought in a drawing of how it could be built, but this issue was tabled for the next meeting so that Sally could bring in more information.
8. New Business:
Keys for Employees (Rick Hatfield): Cliff made the motion for Rick to be given a key to the office, Kay seconded the motion. Chuck, Barbara, and Glen opposed, so the motion failed. Rick does have a key to the storage room at the office and Board majority felt that was sufficient.
Checks and balances for purchases: Cliff wanted receipts to have a clearer description about what was purchased and who bought the items.
Bills, contracts, bids and correspondences: Cliff wanted all of these to be sent directly to Sunrise Landing’s Office. There was a discussion about this. Eventually all original items are sent and stored at the SL office, but in order for bills to be paid in a timely manner, they need to be sent to management so the check can be written, then brought up for approval and signature. The majority of board members agreed.
9. Owner Input:
Sharon Skaggs brought up a letter sent out by a Board member and wanted to make sure accurate information was relayed about some of the allegations. She also discussed the “private meetings” that were occurring at the north pool with two and three of the Board members. It was agreed that these meetings are not illegal, since a majority of the Board was not present, but she asked that they stop disparaging management and other Board members in front of other residents.
10. Set Next Board Meeting:
The Next Board Meeting is set for Thursday, July 15, 2010 at 3:00 pm at the Sunrise Landing Office.
11. Adjournment:
There being no further business to discuss, the meeting was adjourned at 10:30 pm by Glen Michaels.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Michelle Dugan CMCA, AMS, CAM #17226
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, May 19, 2010 7:00 PM
1. Call to Order/Establish Quorum of Directors:
President Chuck Zimmerman called the meeting to order at 7:10 pm in the onsite office at 7350 N. Cocoa Blvd, Unit #105. All other Board Members were also present: Vice President Glen Michaels, Treasurer Barbara Long, Secretary Kay Briley, and Directors Sally Mifflin, Cliff Kott and Ruth Werth. Five unit owners were in attendance: Anna & Ward Garee, Brian Lloyd, Sharon Skaggs, and Donna Zimmerman.
2. Approval of the April 22, 2010 Board Meeting Minutes:
Kay Briley stated Donna Zimmerman had volunteered to serve on the landscape committee and should be included in the listing of committee members. Ruth Werth questioned the fence motion and approval. She wanted to make it clear that she voted to have the same quality of fence installed. Owner Brian Lloyd wanted it noted that he did not see signs at his place, had several other owners sign a statement that they did not see signs and that he did not make up the story about signs not being posted when the pest control was sprayed. Chuck asked that this be noted in these minutes. Kay Briley made a motion to approve the minutes as changed. Glen Michaels seconded the motion and it passed by unanimous voice vote.
3. Committee Reports:
Finance Committee: (Barbara Long-Chairman, Bob Esser, Jack Landgrover, and Cliff Kott) The CPA Audit of the 2009 financial year has been completed. The committee will be meeting in August to discuss the 2011 budget year to date expenses.
Social Committee: (Helen Gedutis-Chairman, Midgie Fannon, Patti Quandt) As requested, management obtained carpet replacement bids for both south and north pools. JJ Carpet bid $3,825; Ocean Carpets bid $2,947, and Spectra bid $2,508. This will be discussed later in the year when the committee has given their input.
Asphalt Committee: (Cliff Kott-Chairman) Cliff reported that an engineer is coming to inspect the pavement and give options for the water drain off on the property. There will be no cost for this and Cliff will bring these findings to the board once he receives them.
Termite Pest Control Committee: (Cliff Kott-Chairman, Brian Lloyd, Barbara Long, and Ruth Werth) Lynn reported that a meeting is scheduled with Perry Mason from Terminex on May 27th at 11 am to discuss the termite contracts, responsibilities, etc. This will be reported on at the next meeting.
Signage Committee: (Kay Briley-Chairman, Cliff Kott) Kay handed out an informational sheet *(See attachment 1) on directional signs that are needed at the entrances into the complex. She stated that she recommends routed wood signs, painted white with black lettering and horizontal in shape, to show the building numbers. Cliff has agreed to make an example of this directional sign to bring to the board for approval before bids are obtained. Cliff motioned for the broken signs to be removed along the property and re-done, Kay Briley seconded the motion and it passed by unanimous voice vote.
Bulletin Boards: Barbara Long obtained bids to replace the bulletin boards at the north and south entrances. She proposed several options: Go Signs gave a bid for $1968 78” W x 52” H. CB Signs bid $842.70 3’ X 4’ outdoor sign cabinet with 2 lockable doors; and My White Boards bid $353 for a 48” x 36” locked, weather resistant bulletin board with 2 doors. Discussion ensued. Barbara Long motioned to purchase the bulletin board from My White Boards and place it by the flag pole in the cull de sac near the office. Kay Briley seconded the motion and it passed by unanimous voice vote. Once the boards arrive, it will be decided in another meeting where and how to put these up.
Kay Briley reported on her findings of library openings for meetings. She said that she spoke with Dave McMurrin the director and at present time they are only open one night a week, Wednesday until 8 pm, as for weekends, the library is open from 10 am to 2 pm on Saturdays. There is no charge for usage of the meeting rooms, but this may change due to current budgets.
Kay also reported about citronella plants. The landscaping committee agreed to look at using these in the future.
Landscaping Committee: (Sally Mifflin-Chairman; Ruth Werth, Helen Gedutis, and Donna Zimmerman) After speaking with Dobson’s Woods & Water, the association’s landscaping company, there has been improvement. Sally walked the property and took some pictures of areas that needed attention. The shrubs around the air-conditioning units do need immediate attention, so management was asked to speak to Rick the SL handyman, and have this project begin immediately so that the a/c units are not damaged. There was discussion about height of shrubs and Barbara Long motioned that the bushes behind and on the sides of the units would be cut down to a 4 foot high level. Cliff Kott seconded the motion and it passed by unanimous voice vote. Sally contacted Cypress Mulch Business: 321-267-4312 and got prices for mulch with labor. She suggested that the association do a trial run by purchasing a 20 yard “truck” of natural color mulch, with labor included, for a cost of $1000. This mulch would possibly cover 2-3 buildings. Sally motioned for this to be approved, Barbara Long seconded the motion and it passed by unanimous voice vote. Ruth Werth has volunteered to oversee the mulch project. She will coordinate with the company as to when they arrive, where to place the mulch, and all the final details. Sally commented that the mulch will need to be at least 3 inches thick to keep the weeds under control, but also needs to be kept away from the buildings for termite prevention. They will start at the south end, with building 7150.
4. Financial Report:
Barbara Long reported that as of April 30th, the balance in petty cash was $300; the operating account has $158,775 and the Security Deposits account totals $22,887. Reserves have a total of $315,397, which includes a money market account at BB&T Bank for $90,919 and CD’s at BB&T, Sunrise and Region’s Banks. Barbara motioned to move $50,000 from BB&T into a CD at Region’s Bank paying 1.75% interest. Cliff Kott seconded, all in favor. The reserve tennis account has $5390 and the repairs will cost $6,850. Barbara recommended that since we are placing $150 per month into that tennis reserve, at the end of the year we will have an additional $1200 to use, thus only needing an additional $260.00 from the unallocated interest reserve. The Board agreed to have the balance sheet show a negative in the tennis reserve until December so that the account will show a zero balance at the end of the year. We have prepaid owner assessments of $27,644 and past due fees of $23,570 in past due fees, which includes 4 bank foreclosures. Barbara pointed out that some of the owners that are in foreclosure are paying their maintenance fees so these are not showing on the aging summary. The Master budget is within budget. Subdivision SL1 is $2,500 under budget, SL2 is right on budget, and SL3 is $2,400 under budget. Michelle discussed the foreclosures. The bank took over two homes but fees have not been paid as required. Cliff made the motion to start foreclosure against the banks by having the attorney send the 1st notice of intent to lien on these accounts. Chuck seconded, all in favor.
Barbara stated that the 2009 Audit is completed and copies are available in the office at no charge. The CPA did recommend a Reserve Study within 5 years for remaining life expectancy of common equipment, which will be discussed at the next committee meeting.
Because of some earlier discussions about snacks and water being purchased for the office, Barbara stated that we have one volunteer who gives up her time one day a week to help in the office. To allow her a 4 ounce bottle of water and an occasional honey bun in no way exceeds our budget and these purchases have been made for many years. After discussion, it was asked that these items be listed separately when purchased and the topic will be re-visited later.
5. Manager's Report:
SL Office Phone & Hot Water Heater: No report given on office phones, since the Magic Jack is still being tested. Michelle did report that we were unable to find a hot water heater under $100 as requested at the last meeting. Barbara Long motioned to spend $250 for a hot water heater for the office. Chuck Zimmerman seconded the motion and it passed by unanimous voice vote.
Fire Marshal Visit/Update: The Fire Marshal inspected the property last week. There were minor issues. One was that a new law requires a sign at every entrance to a multi-family or commercial building noting whether it has light truss framing. Lynn reported that this law was made when two firefighters lost their lives in a roof collapse. Lynn stated that we have a bid from Existing Structures Engineering to do the required inspection and place 2 signs on each building. The inspection cost is $150 for all 24 buildings and then the installed signs cost $20 each. The total of the bid was $1110 for the association to come into compliance with the Fire Marshal and Lynn stated that we have not yet found another firm that offers this service. Ruth Werth motioned for this to be approved, Cliff Kott seconded the motion and it passed by unanimous voice vote. Other items that the fire department wanted are being investigated and Lynn will report back on her findings at the next meeting.
Reflective Address Numbers/Letters: Lynn asked to table this as she is still looking into requirements versus recommendations from the fire department, as well as the costs involved.
Brighthouse Upgrade Contract: Michelle reported that Brighthouse will begin work on June 15th and it was decided by the Board that they will start at the north end of the complex. After the Board’s discussion with the Association attorney, they agreed that a letter should be sent to all owners requesting keys to all units as required by Florida Statute. Cliff Kott motioned to approve Paul Wean to write this letter and send it out to owners right away. Barbara Long seconded the motion and it passed by unanimous voice vote. Chuck pointed out that Brighthouse will not enter any units without a Board member present, so we will need to get volunteer board members to walk the property with Brighthouse employees. Discussion ensued about keys needing to be in a secured location. Management was asked to seek and find a key locked box that could be secured to the foundation at a reasonable cost, and purchase it right away. Barbara Long made a motion to approve the key locked box be bought and installed. Cliff Kott seconded the motion and it passed by unanimous voice vote.
Pool Lighting Exemption Update/South Sauna Update: Michelle reported that the county health department honored our request for exemption from the commercial pool rules. Once per year the county will inspect the pool and all they will care about is that the chemicals are in balance and that the life safety equipment is in good shape and in the correct places. Kay Briley asked if the evening pool hours could now be extended until 10 PM. Michelle responded in the affirmative and stated the signs at the pools would be changed to reflect the normal hours the pools are open. As for the south sauna, Michelle stated that the 3rd heating element has finally been shipped and should arrive at the end of this week. We are hoping that repairs will be completed by the end of next week.
Tennis Court Resurfacing Update: This work, approved at the last meeting, will begin in early June.
Berm/Palm Trees bid Updates: Management obtained several bids for cleaning up the berm and trimming the palm trees. Barrett Landscaping bid a flat price of $1000. Dobson’s bid $11,600. Cliff Kott motioned to approve Barrett Landscaping, Barbara Long seconded the motion and it passed by unanimous voice vote. Management will walk the berm with the company and make sure that their contract covers all we need done.
Mold Issue Update to 7430-206: Michelle, Lynn, Cliff, and Rick visited the unit with possible mold issues. Rick went into the attic and took photos to show that there was no evidence of mold. It was further found that the roof contractor, FL Roofing Systems, did replace all the wet underlayment and plywood before making the roof repair last month. Lynn stated that after the last heavy rain, she contacted this owner and confirmed that there seem to be no more leaks.
6. Maintenance Report:
Electric Meter Replacements & Repairs: Glen Michaels stated that repairs are going as expected. They have had to replace rotted wood and make repairs to the meter boxes. Advent has done their job correctly. The new schedule is: Building 7350 on May 27th; Building 7420 on June 10th; Building 7170 on June 24th; Building 7190 on July 1st; Building 7330 on July 8th; Building 7450 on July 22nd; and Building 7470 on July 29th. Notices will be posted on Thursday of the prior week before each power outage. We then try to make phone calls a day or two before the work starts. Glen questioned if the painting was included in the price, and it is, so he asked that management makes sure the job is completed correctly before checks are mailed out.
Rick's Duties: Cliff Kott reported that there is a meeting scheduled with Rick on May 20th at 2:00 pm to discuss job description and job performance. Chuck stated that Rick is an employee of RDI and wanted Lynn to supervise him. He will now check in with Lynn and get his daily tasks from her. We wanted Rick to only have 1 boss instead of 8 different ones so that he only gets his direction from one person. All of the board members agreed to this.
7. Unfinished Business:
Kayak Ramp: Michelle stated that a letter was written to the owner of the kayak ramp but there has not been a written response and it has been almost 30 days. Chuck stated that the association should write another letter to the owner of the ramp and state that since we received no response, we assume that he is willing allow access by all as this is on common property. Once this is written it can be placed into his file.
Kayak storage: This issue was discussed with the attorney and the association has asked Paul Wean to prepare a waiver for the usage of the kayak storage area. Cliff made a motion to design a plan and bring that forth at another meeting. Barbara seconded the motion and it passed by unanimous voice vote.
Fence at North End: Michelle stated that Custom Fence clarified that their commercial fence will be the same circumference but will be thicker and stronger, to withstand the heavier winds at the river’s edge. The work will begin in mid-June.
8. New Business:
2010 Goals: This was tabled for the next meeting. Chuck asked the board members to put into writing their ideas and suggestions about what they would like to see accomplished during their term.
Keys for Employees (Cleaning lady and lawn crew): Barbara made a motion to allow the cleaning lady to receive a key to the office so that she can complete her cleaning when no one is in the office. The lawn crew also needs a common key for usage of the bathrooms and to have access to the pool equipment area to weed and blow it out. There was discussion and that motion was ratified to have the contractors sign for their keys and agree that they will be held responsible for any damages to the equipment. Ruth Werth seconded the motion and it passed by unanimous voice vote.
Rules in regard to Administrative Requests: A suggestion was made to adopt a rule that only one inquiry is allowed per unit per 30 days. This was tabled for next month since a past president stated that this rule is already in effect and is an addendum to the documents, completed somewhere around 2005.
9. Owner Input:
Sharon Skaggs asked that we put into our newsletter that the animal shelter is in dire need of pet food and donations. She would be willing to pick up any donations and take them in. There was discussion about a “donation box” being placed in the office for this. Sharon offered to create this. The board liked the idea and stated that it would be okay for this to occur.
Ruth Werth asked that we put into the newsletter about SPCA needing items for their thrift store. We could list her number for small donated items for her to pick up and take to them. She will also supply us with a phone number for larger items to be donated.
Brian Lloyd voiced concerns over the closed meeting with the attorney this afternoon. He stated that he was sending a complaint to the state of Florida for the association having a closed door meeting and discussing items that are not in litigation.
Kay Briley suggested an item for the newsletter encouraging 1st floor residents to extend an invitation to their 2nd floor neighbors to come to their ground-floor units for safety during warnings and storms. She was asked if she would write such a piece for the newsletter, and she stated she would be glad to submit this good neighbor policy.
9. Set Next Board Meeting:
The Next Board Meeting is set for Thursday, June 17, 2010 at 7:00 pm at the Sunrise Landing Office.
10. Adjournment:
There being no further business to discuss, the meeting was adjourned at 9:30 pm by Chuck Zimmerman.
Respectfully Submitted,
Lynn Hiott, CAM #35322
Michelle Dugan CMCA, AMS, CAM #17226
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Minutes of the Board of Directors’ Meeting
Thursday, April 22, 2010 7:00 PM
1. Call to Order/Establish Quorum of Directors:
President Chuck Zimmerman called the meeting to order at 7:00 pm in the on site office at 7350 N. Cocoa Blvd, Unit #105. Other Board Members present: Vice President Glen Michaels, Secretary Kay Briley, and Directors Sally Mifflin, Cliff Kott, and Ruth Werth. Treasurer Barbara Long attended by speakerphone. Since all Board members were present, a quorum was established. Eleven unit owners were in attendance: Janice & Mike Davis, Alex Dermody, Midgie Fannon, Anna Garee, Helen Gedutis, Jack Landgrover, Brian Lloyd, Ken Schmeling, Sharon Skaggs, and Donna Zimmerman.
This being the first meeting of the 2010 Board of Directors, each member introduced themselves and stated their office (as reflected above). Michelle Dugan introduced Brandi Lowder, Administrative Assistant; Lynn Hiott CAM, and herself as owner and CAM of Reconcilable Differences, the Association's management team.
2. Unfinished Business (1):
Chuck moved some unfinished business to the front, to allow Ken to report and leave:
Electrical Meter Replacements & Repairs: Ken Schmeling is monitoring this project. We are replacing some meters, some modules, and replacing some rotted wood. Ken handled the filing of Notices of Commencement on the 6 buildings needing full meter replacement, and all permits are ready. The wood and electrical contractors requested that we start with the buildings needing the most wood first, so the schedule changed slightly.
The first building, 7240, was done on April 21. While there was some rotted siding that was replaced, the damage was minimal. Ken stated that the carpenter got all of his measurements during the initial walk-through, allowing the repairs to be prefabricated to decrease the outage time. The buildings will be without electricity for 8 to 10 hrs, and the schedule, already approved by FPL, is:
7300 April 28, 2010
7310 May 05, 2010
7320 May 19, 2010
7350 May 26, 2010
7410 June 02, 2010
Ken reported that he would get the schedule for the next six buildings soon. Glen asked about the FP&L scheduling and Ken answered that this schedule cannot be changed. Ken posted notices in the hallway for Building 7240; however RDI will post notices on each unit door a week before the outage is scheduled and will call the owners or renters of each unit 2 days prior to the power outage to ensure all residents are given adequate time to make any necessary arrangements.
-Owner Sharon Skaggs stated that she has watched these contractors and they are efficient and look knowledgeable.
-Owner Donna Zimmerman pointed out that her neighbor is on oxygen and asked if the power outage time could be decreased. Ken answered that all the buildings listed on the schedule will be without power for 8 to 10 hours in order to complete the electrical and wood repairs necessary. Donna asked why we changed contractors. Michelle answered that we did not change the wood repair contractor, but we did have to change electrical contractors because the first, All Phase, raised his price after his proposal had been approved by the Board, so the Board had to re-evaluate the other bids. Advent Electric came in at less than the original All Phase cost and has been very professional to deal with.
3. Approval of the February 17, 2010 Board Meeting Minutes:
Cliff Kott made a motion to approve the minutes as written. Kay Briley seconded the motion and it passed by unanimous voice vote.
4. Approval of the March 17, 2010 Organizational Meeting and Approval to post the Draft Annual Minutes on the Website:
Kay Briley made a motion to approve the minutes as written. Cliff Kott seconded the motion and it passed by unanimous voice vote. There was not a quorum established at the Annual Member Meeting, but Kay Briley made a motion to post the Draft Annual Meeting Minutes on the website. Sally Mifflin seconded the motion and it passed by unanimous voice vote.
5. Financial Report:
Barbara Long reported that as of March 31st, the balance in the operating account is $146,232 and Security deposits total $22,887. Reserves have a total of $309,668, which includes a money market account at BB&T Bank for $85,317, a CD at Sunrise Bank for $124,351 and a CD at Region’s Bank for $100,000. We had to open a checking account at Region’s to obtain the CD rate of 2.23% with no early withdrawal penalty, but that account won't be used. We have prepaid assessments of $29,197.
-Barbara reported that there are $22,332 in past due fees, which includes 6 bank foreclosures and one bankruptcy. Barbara pointed out that some of the owners that are in foreclosure are paying their maintenance fees so these are not showing on the aging summary.
-The Master budget is within budget except the administrative expenses because of the office upgrades costs early in the year. SL 1, 2, and 3 are operating within budget. The estimates have come close to actual except for the $1,000 over on the pool expenses, due to the electricity for the pool heaters that always runs over in the winter months, but falls under during the warmer months; thus coming out within budget by year end.
-Jack Landgrover asked if the Association would be putting more reserve money into CD’s. The Board agreed that some expenses are coming up that will need liquid funds.
Chuck reported that a Finance Committee has been established. Jack Landgrover, Cliff Kott and Bob Esser will be helping Barbara find the best use of the Association’s money and work on the budget together. He further reported that Sally Mifflin will be chairing a landscaping committee and also asked Helen Gedutis to Chair the Social Committee. Chuck pointed out that these 3 committees will give more ownership to the volunteers and the members of the Association.
Kay Briley made a motion to approve the Treasurer's Financial Report. Glen Michaels seconded the motion. All in favor.
6. Manager's Report:
SL Office Phone (AT&T vs. Brighthouse costs): Michelle reported that the Association would save about $80 if we go to Brighthouse for phone and internet. However, Ruth Werth reported that she has used a Magic Jack for her home phone for years and has had great success with it. Ruth pointed out that for the first year, which includes the purchase of the equipment, the cost is $39.95 plus $4.95 to keep the same number. It is $19.95 per year after. Ruth distributed information to the Board for their review. This device is plugged into a USB port on the computer, which means the computer must be on and working 24 hours a day, 7 days a week. Discussion ensued regarding the Magic Jack as a business line vs. a residential line, that Magic Jack has conference calling, voice mail, caller ID, etc, which it does as long as the computer is on, and the fact that we would still need Brighthouse for our internet or stay with AT&T for the internet. Michelle reported that we are presently paying $269 per month for 2 business lines and internet through AT&T. Cliff Kott made a motion to try the Magic Jack as the fax line for one year. Ruth Werth seconded the motion. All in favor. The Board tabled the decision to change the second line and internet provider until we see how the Magic Jack works as a fax line.
Reflective Address Numbers/Letters: Michelle reported that we have received some calls about the EMT & Fire services being unable to see the building numbers at night. 4" reflective numbers that are dark during the day and reflective at night were found at $4.00 each. With Rick willing to install these, the cost would be $1,180, which is cheaper and quicker than having Rick remove the numbers, mix and paint the numbers with the special reflective paint, and re-install the numbers. Glen Michaels stated that the Tax Records do not show the addresses correctly, e.g. U-2 instead of Unit 102, so finding a unit in an emergency is already difficult. After a lot of discussion the Board decided to table this issue while management calls the Fire Department for their requirements and/or recommendations.
Hot Water Heater at Office: Michelle reported that the last Board had decided against replacing the broken office water heater; however, the cleaning lady and staff need hot water. A small water heater is about $200 and Rick confirmed that he can install this smaller sized heater. Discussion ensued about price (some Board members believed a cheaper one could be found), the electric costs and ways to reduce these with a timer or shutting off during off hours, the expense of a new breaker and electrical rewiring needed for a tankless water heater, and delivery vs. Rick's truck's carrying capacity. This discussion was tabled until more research is done to find a water heater under $100.
Brighthouse Upgrade Contract: Michelle reported that we asked owners through the newsletter about accessing their units to upgrade the cabling equipment, and only one owner called with a problem. However, he called back today with a change of heart and understands that this affects all neighboring units, not just his own. Sharon Skaggs voiced her concerns over the contract she had previously disapproved, the possibility of Brighthouse damaging other provider's lines (AT&T), and the need to replace the junction boxes and not just the cables. Chuck and Michelle explained that the AT&T lines and boxes are completely separate from the Brighthouse lines and boxes, and that the contract states Brighthouse will replace the junction boxes and the home-runs. Chuck pointed out that this really needs to be done as many owners have a great deal of reception problems. Chuck further pointed out that Brighthouse will not enter any units without a Board member present. Kay Briley made a motion to approve the Brighthouse Upgrade contract. Cliff Kott seconded the motion and it passed by unanimous voice vote.
Tile & Laminate Flooring in Second Floor Units: Michelle reported that many owners have put in illegal flooring without approval over the years and then got mad when told to remove it. The governing documents may be vague, but it has now become a serious issue. Some unit owners have replaced the illegal flooring when requested, but others are ignoring us. Michelle suggested that we have a Board meeting with the attorney for the sole purpose of discussing this issue. Sally pointed out that exceptions were made in the past and the enforcement of this rule has not been consistent over the years. Donna Zimmerman stated that downstairs tile echoes up into the upstairs unit as bad if not worse than upstairs tile noise. Kay Briley made a motion to table this issue until the Board can meet with the attorney. Cliff Kott seconded the motion. All in favor.
Management Job Description/Newsletter: The Board had requested that management encapsulate what they do and this was put in the recent newsletter. We welcome any questions owners have. Jack Landgrover asked why the fees went up if landscaping decreased $27,000. Michelle explained that we didn't know about the decrease until after the budget was approved, nor will the decrease actually be reflected until we come in $27,000 under budget at the end of the year. Sally pointed out that it is really good that we over-budgeted this expense, especially since there are so many frost damaged plants and sod to replace.
7. Maintenance Report:
Ratify Plumber cost for drainage repair at 7350: Chuck reported that the plumber drainage repair behind the 7350 building at a cost of $4100 was necessary because not only was the drainage pipe blocked, but the elevation was incorrect and causing too much water to build up in the parking lots and the catch basins. He explained that the plumber came in with a backhoe, replaced the blocked pipe with a larger pipe and dug out the ditches to allow for proper drainage. This will keep the parking lots from getting ankle deep when it rains, which is destroying the asphalt. Cliff pointed out that no one was cleaning the culverts. Sharon Skaggs stated that the landscaping Statement of Work (SOW) clearly listed this as one of Dobson's Woods & Water's responsibilities. Kay Briley made a motion to ratify the drainage correction expense and pay All Florida Fire Sprinkler & Plumbing out of the operating account. Cliff Kott seconded the motion. All in favor.
Ratify Roof damage repair at 7430: Michelle reported that the roofer had done what he was contracted to do, which was to replace the ridge vent and the wood underneath it to stop the water intrusion into units 206 and 106. The leak at the entrance way of Units 101 and 201 was a separate issue. It was reported that Mr. Dermody will meet with the roofer to fix this small problem. Michelle stated that the owner of 206 was demanding mold remediation. Michelle and Cliff will inspect the unit for mold next Thursday, and if found, a mold inspector and remediator will be called to confirm and bid. The Board discussed the possibility of mold since this leak was repaired quickly, but the owner has sent pictures that justify the need to inspect. If the A/C is not used regularly, mold will form, which is why the Board recommends that the A/C be left on even during the owner's absence. Kay Briley made a motion to ratify the roof repair cost of $650, and to pay Florida Roofing System from the operating account. Ruth Werth seconded the motion. All in favor.
Bid for Wasp/Honey & Carpenter Bee Prevention: Michelle reported that we have received a number of bids for the removal and deterrent treatment for wasps, honey bees and carpenter bees. Carpenter bees drill holes in the wood and cause damage, but Cliff Kott and other residents in attendance said it was not structural. The first bid was for year-round treatment and protection for $14,000. We received two other “one-time treatment” bids of $4,080 and $3,742. Michelle explained that Terminex has the current outside building pest control contract as well as the termite contract and will not provide a copy of this 12 year old contract showing what they provide. Other bids received show basic treatment of wasps and bees included in the “pest control” contract.
We wrote a letter to Terminex requesting some assistance with the contract terms and received a defensive and unhelpful letter in return. Discussion ensued regarding what pests are covered by which contractor. Fire ants are in the landscaping contract, but pests around the buildings are a separate contract. Terminex is paid almost $10,000 per year for termite protection, with a supposed repair and retreat clause in effect, but they have removed the Sentricon system and gone to a liquid that is only 1/3 installed to date.
Michelle pointed out that Truly Nolan has offered to take over the Terminex contracts for the same price we are paying, but they must see the current contract to know what is included. Brian Lloyd voiced his concern that Truly Nolan would claim all old damage was not their responsibility like Terminex has done. Discussion ensued regarding the bushes that are too close to the buildings, which adds to the termite and pest problems; however, Chuck stated that he would address this with the landscapers. Michelle requested that a Board member work with her and would like to possibly interview alternate pest control companies once we have enough information to determine if we need to make a change. She needs a Board member's help to find out what we have had done in the past since we cannot get a copy of the contract with Terminex. Chuck volunteered to work with Michelle to get a legitimate outside pest control contract.
Bid for re-pitching Sewer Line at Building 7310 (104 & 204): Barbara Long reported that about a year and a half ago this sewer line was cleaned out and it was found that paper towels had been stuffed down the toilet. We had to have the line snaked out again recently, and it is working fine now. Plumber Hans McKinney has bid to re-pitch the line, and management obtained another bid as well, but we have only had two problems with it in 20 years; therefore, Barbara recommends that we table this until a real problem arises. The other Board members agreed.
Pool Lighting Exemption Update: Michelle reported that an application for exemption has been sent to the county and that we are waiting for their response. Kay Briley asked how we can police people in the pool during closed hours now that hours are dawn to dusk. Sally suggested that if you see someone in the pool after hours, ask them to please refrain from this until the exemption has been granted or the lighting issue has been resolved. Chuck and Cliff agreed with this suggestion. Michelle explained that if the county finds that any owner rents for less than 180 days, the variance will be denied.
South Sauna Update: Michelle reported that the contractor had to order another element; so now they have had to order 3 parts separately causing this repair to take longer than expected. She explained that they know we are anxious, and we hope that in the next 2 weeks we will get the last part installed and working again.
Tennis Court Resurfacing: Michelle reported that we have received 2 written bids and 1 verbal bid. She passed around pictures of the courts for the Board's review. There was a lot of discussion about waiting until the electrical/wood repair project is completed and that the carpenter believes the repairs will stay within budget, the dangerous condition of the tennis courts, the effect the unusable tennis courts have on the property values, and the cost increase if we wait a year to have the work done. The Cross Court bid is for $7,150 and we currently have $4,100 in the tennis court reserve account. Sally pointed out that she has asked unbiased professionals about this bid and they have stated that this is an excellent value. The Board discussed using the Miscellaneous Building Reserves and the Unallocated Interest to make up the shortfall. Ruth Werth made a motion to use all of the Tennis Courts Reserves, all of the Reserve Interest and some of the Miscellaneous Building Reserves to fund the repair of the tennis courts. Sally Mifflin seconded the motion and it passed by unanimous voice vote.
Asphalt Repairs/Replacement: Michelle reported that the professionals have determined that the parking lot asphalt is at the end of its lifespan. We have received 3 bids, which range from $54,000 to $80,000 just for the south end. Michelle explained that she met with another company that recommends a 1" overlayment, which has never been done to this parking lot. Doing this would cost over $200,000 for the whole parking lot, but this contractor would do it in phases to try and keep the costs within budget. Michelle pointed out that the contractor said doing this now will give us another 20 years as long as we seal every couple of years. She stated that we have $68,000 in road reserves right now. Discussion ensued regarding the water drainage problem and how this would effect doing the parking lot overlayment in thirds each year for three years; getting an engineer to evaluate the storm water drainage problem; that we really don't even have 5 years left on the present parking lot; and that patching is no longer a working option. The Board agreed to table this discussion until RDI can research possible grants to fix the water drainage problem through DOT and the county, but acknowledge that the parking lot will have to be started soon.
Front Doors Paint/Maintenance Responsibility: While some owners are not capable of painting their front doors, it was reported that the condo docs make the painting of the front door an owner responsibility. The Association supplies the correct color of paint (from the office) and owners must hire a contractor if they cannot do it themselves.
Rick's Duties: Michelle reported that Rick created a matrix with input from a number of people. This gives Rick a schedule so he knows what he is to do each day. His afternoons are now available for the weekly and monthly cleaning, preventative and basic maintenance duties. Jack Landgrover asked how the lights are routinely checked and Michelle answered that Rick turns off the sensor and checks all of the lights on a monthly basis. She explained that if an owner notices a light out, please call RDI or come to the office and complete an attention form.
8. Unfinished Business (2):
New Plants at Fronts and Sides of Buildings: Sally Mifflin reported that she really needs to read through the plant replacement proposal and re-walk the grounds with the contractor that made these replacement recommendations. She suggested that since we need to move the plants that are too close to the buildings, perhaps we could pull all the dead plants out and replace with these plants that need to be moved. Kay suggested some citronella plants to deter pests and that we try to get some of the free plants she has seen. Sally pointed out that the problem with free or cheap plants being put in by Rick is that we have no guarantees and they have to be sprayed for pests that could hitch a ride onto the property. Sally pointed out that we need to get the replacements in before the hot weather hits, and recommends that we have the professionals do this because they can get it done faster than Rick can work into his schedule and would be cheaper because we will have a guarantee on the plants, their long term care, and the fact that they were installed correctly. Discussion ensued regarding the personal gardens and the desire to make the fronts and sides of the buildings uniform in appearance. Sally stated that plant groupings are more aesthetically pleasing. Action item: Brandi, Lynn, and Sally will meet with Scott, the landscaping crew foreman to walk the grounds and formulate a realistic plan to make the fronts and sides of the buildings uniform. Helen Gedutis, Ruth Werth & Donna Zimmerman volunteered to work with Sally on the landscaping committee. Helen and Ruth will join the meeting with the landscaper on Tuesday.
Alarm Monitoring Requirement Update: Michelle reported that we have a bid of $17,657 per every 12-unit building to install alarms in every unit and install a monitored panel. If this must be installed, there is also the monthly monitoring fee to pay. Since the Fire Marshal isn't pressing the issue and this legislation is being discussed, the issue will be tabled until we have a written requirement for it.
9. New Business:
Storm Drain Grate Cover: Michelle thanked Dennis and Vicky Bass for getting the new storm grate cover at cost and installing it for free. The county, the water department, the health department and St. Johns River Water management refused to help or replace this grate over the storm drain that leads from the railroad tracks to the river, so the Association had to cover this cost.
South Pool Furniture - Social Group Recommendations: Helen Gedutis reported that she has previously given us a list of carpet and furniture for the south pool; however, the north pool also needs carpet. Michelle reported that the signs at the south pool are damaged and look terrible. She passed around pictures for the Board's review. She asked if we could get a creative volunteer to fix the bulletin boards at each pool and Helen & Midgie Fannon agreed to do this. Rick will remove the old signs. Helen requested the same kind of furniture at the south pool as is at the north pool. Barbara Long reported that we spent between $2300 and $2400 on the north pool furniture, but have only budgeted $1500 for south pool furniture. Chuck stated that we will get the needed chairs and will get bids for carpet.
Entrance Notice Signs/Bulletin Boards: Chuck reported that he received a letter from a bank that took over a unit and desires to post signs to sell the unit. Glen has researched a possible community sign where each sign hangs off the main sign and all are the same size, shape, and use the same font, etc. He passed around pictures for the Board's review. Glen pointed out that there would only be up to 10 allowed and these would be given for a certain time period on a first come, first serve basis, with the owner paying the cost of their sign. We keep a list of rentals and sales at the on site office that is distributed when anyone inquires. We are only aware of those that owners tell us about, but we try to list all relevant information including the price. Michelle suggested placing this list on the bulletin boards at the entrance ways and pointed out that with permission from the office, others can put their signs on these bulletin boards as well. Kay Briley asked if we could get directional signs installed at each entrance way with "Buildings 7XXX - 7XXX" this way (arrow) for both directions. Chuck asked for a motion regarding the “for sale” and “for rent” signs.
-Cliff Kott made a motion to fix up the entrance way bulletin boards and use those for these signs with permission from the office. Sally Mifflin seconded the motion. All in favor.
-Kay Briley made a motion to have directional signs posted at both entrances. Ruth Werth seconded the motion. All in favor. Kay was asked to put a drawing together with how the signs should look and the numbers required. RDI will then obtain prices.
-Discussion ensued regarding "Private Property" signs, too many signs of too many shapes and sizes at entrance ways now, and obtaining signs through the Sheriff's Community Watch Program. Glen will work with RDI on this, Cliff will design something for the various entrance way signs, and Sally volunteered to help.
North End Plants/Fence/Seawall Repairs: Michelle reported that we have pictures of the weeds and broken seawall on the north end; and owner Mike Davis reported seeing a raccoon come from the seawall onto their back porch. Therefore, we have bids to extend the fence on the north end to the seawall, which will deter the critters from coming onto our property. The three bids are: Viking Fence for $1400; Custom Fence for $1825; and East Coast Fence for $1076. Michelle stated that Custom Fence’s bid was higher due to a commercial grade of aluminum, but discussion ensued regarding the grade of the present fence which is 5 years old and in good condition. Owners from the north end who attended this meeting want this protection. Ruth Werth made a motion to accept Custom Fence's bid. Barbara Long seconded the motion. All in favor.
Kayak Ramp Off Seawall/Ladders Off Seawall: Chuck reported that while we do not have a picture of this, an owner installed a kayak ramp onto the seawall without approval. Chuck pointed out that the ramp does protect the seawall from damage caused by kayaks being launched over the seawall, but this is on a common area and must be made available to all residents or it must be removed. Michelle will write a letter to this owner explaining that either it is an Association amenity for all or it is to be removed without damaging the seawall.
Amenity Key Cards or Combination Locks: Chuck reported that this was considered when we discovered that there were unauthorized keys out there allowing non-residents to use the amenities. However, the bids from 3 companies for key cards are quite expensive, so a combination lock will be used on the shuffle board storage and the present amenity key will still be used for access to the pools and saunas.
Corrected Certificate of Notice of Election to make Insurance a Common Expense: Michelle explained that the Certificate that was sent out initially did not have flood insurance included as a common expense; therefore, the attorney corrected this at no charge as he missed the error as well. The corrected Certificate was sent to the owners with the newsletter.
10. Owner Input:
Brian Lloyd and Donna Zimmerman voiced their concerns over the landscapers not giving adequate notice or posting signs in visible locations when pesticides, weed killers, and fertilizers were sprayed on the lawns. Brian presented a letter signed by several owners stating that they never saw any signs posted. While some residents and management saw some of these signs, Chuck assured everyone that we will get the landscapers to give us several days’ notice and post signs at mailboxes prior to anything being sprayed in the dog walk areas.
-An resident has a Chow, which is bigger than the condo docs allow. RDI asks owners to please let us know which building and unit unauthorized animals are living in so we can send a letter to the owner.
11. Set Next Board Meeting:
The Next Board Meeting is set for Wednesday, May 19, 2010 at 7:00 pm at the Sunrise Landing Office. The special meeting with the attorney to discuss the flooring issue will be announced later.
12. Adjournment:
There being no further business to discuss, the meeting was adjourned at 9:47 pm by Chuck Zimmerman.
Respectfully Submitted,
Brandi Lowder Michelle Dugan
Administrative Assistant CMCA, AMS, CAM #17226
Reconcilable Differences, Inc. Reconcilable Differences, Inc.
Sunrise Landing Condominium Association, Inc.
Minutes of the Annual Members’ Meeting
Held at the Blessed Sacrament Church on
Wednesday. March 17, 2010
1. Meeting Called to Order:
Board president Sharon Skaggs called the meeting to order at 7:03 p.m. Sharon introduced the current Board Members, thanked them for their hard work throughout the past year and commended each one for an outstanding job
2. Board Election:
Impartial Committee to Count Ballots: Sharon Skaggs introduced the owners who volunteered to count ballots. These were: Jim Johnson, Patti Quandt, Pete Schlumer, Ruth Talbot, Jim Trusek and Kathy Watts from RDI.
Ballot Counting Procedure: Sharon asked manager Michelle Dugan to explain the ballot counting process: Basically, we have 6 people (5 owners and 1 representative from RDI), who will open the outer envelopes and put these to the side as these must be kept on file for 1 year. The inner envelopes will be opened separately as these are your secret ballots. The counters will group into 2 sets of 3. Each group will have 1 person read aloud who was voted for on the ballot while the other 2 will mark. They will be checking their votes. If the 2 that are marking have the same number, then we know that the votes have been counted correctly. By doing this as 2 groups at 2 separate tables, it will go a little faster than last year. At the end the 2 groups will come together and make sure all was counted correctly.
Board Nominees: Sharon introduced the nominees running for the Board in alphabetical order: Kay Briley, Cliff Kott, Brian Lloyd, Barbara Long, Glen Michaels, Rebecca “Sally” Mifflin, Beverly Thomas, Ruth Werth (who could not attend tonight) and Chuck Zimmerman
Ballot Casting Closed: Sharon asked if there were any ballots that had not been turned in. There being none, Sharon announced that the ballot casting was officially closed. The counting committee was excused.
3. President’s Message:
Sharon reported that Sunrise Landing is a corporation and must be managed in strict accordance to the condo docs, the Rules & Regulations, and Florida State Statute 718. That is the reason we have been forced to go to a subdivision budget. We spent a lot of time over the past year and a half trying to figure out how we were going to do it with input from the CPA and the attorney. At the budget meeting, a budget was approved with some input just hours old. We had hoped to keep the fees as they were, but due to the last minute changes, we struggled with the calculations and requirements and finally had to increase the fees by a couple of dollars. Hopefully, next year we can bring this back down. Right now we are in good financial shape, which is important for the mortgage companies to lend any money to new buyers. We had a lot of meetings in an effort to explain how this budget worked, and we hope that everyone now understands it.
-The majority of the unit owners voted to have the insurance, including the flood, all under one umbrella, and the cost equally shared by all of the unit owners. It was just brought to our attention that an incorrect amendment was recorded, excluding the flood, so the attorney has agreed to re-file a modified form showing that all insurance, including flood is a part of the Master Association. The correct amendment will be mailed out with the next newsletter.
-Sharon reported that the next major project will be the electric meter replacements. We have received bids and have chosen a contractor. The cost will be $30,000-$40,000, and we already have money set aside in the budget for this; so there will not be any special assessment for this project. It is critical that we get this done as soon as possible as it is presently a fire hazard.
-A brief list of all of the items accomplished in 2009:
Increased and upgraded the security lighting, which significantly decreased the car vandalism we had a rash of last year. We have not had any more reports of vandalism.
Paid off the office mortgage, which was $37, 079 with an interest rate of 8%. Therefore, our monthly payments were mostly paying interest. This saves us an average of $3600.00 per year in interest.
New furniture at the North pool. We will replace the furniture at the South pool this year.
Remodeled the office with new flooring, baseboards and painting of the walls, trim and doors. Sharon, Barbara Long, and Barbara Short spent the past 2 days scrubbing it from top to bottom for the new Board. It looks really nice.
-Sharon pointed out that RDI maintains a website for the Sunrise Landing Association. If you go to the RDI website at www.reconcilabledifferences.net, you can click on the Sunrise Landing link. This website contains copies of Meeting Minutes, newsletters, Frequently Asked Questions, forms, and procedures. If you haven’t already done so, please go check out this website, as it is very informative.
-Sharon thanked all of the volunteers who have worked very hard over the last year. There aren’t many, but to those who have volunteered and taken an active role, we really appreciate it.
4. Establishment Of A Quorum Of Members For Annual Meeting By Certification Of Proxies:
Michelle Dugan reported that we have 37 units in attendance in person and 62 units in attendance by proxy for a total of 99. One hundred nineteen (119) units were needed for a quorum; therefore this is another year without one established. However, since 98 ballots were cast and we only needed 47 ballots (20%) to have an election, that is officially underway. Sharon commented that it is very sad that this large of a community (236 units) can’t get more participation in meetings and in voting.
5. Approval of Minutes:
Since we did not have a quorum, we cannot approve last year’s Annual Meeting Minutes; however, BT read the 2009 minutes aloud. They are also posted on the RDI website.
6. Financial Report:
Treasurer Barbara Long reported the end of the year figures as $104,912 in the Operating account, $23,445 in Security Deposits, and $268,235 in Reserves. We have used very little out of the reserves this year as we have pulled money from the Operating account for the repairs and projects, such as filters and heat pumps for the pools. We have been saving the money in the reserves to do the paving and the roofs, and we know the pools are going to have to be resurfaced before long.
-Barbara reported that the end of the year past due accounts totaled $23,897 and this has jumped to $26,000 as of today. We have 5 units in foreclosure that are not paying any money on the monthly fees and we have 3 foreclosures that are making the monthly maintenance fee payments. One bank foreclosure sold the home so we received 6 months of past fees and the new owners are making their payments on time. We have 2 foreclosures that will close this month giving the past 6 months of past due payments, and then the banks will have to pay the monthly fees going forward or risk foreclosure by the Association. Sharon pointed out that Sunrise Village next door is smaller and has $50,000 in delinquent accounts. Therefore, we are fortunate and we have a bad debt line item in the budget to cover some of these delinquencies. An owner asked if the $23,000 was a total of the foreclosures or a total of the past due accounts. Barbara answered that this figure was a total of all past due accounts, some of which owed very small amounts and 2 of which were in collections, but not in foreclosure. We know there are going to be more as we have had calls and office visits from owners telling us that they have lost their jobs and won't be able to make any more payments. Barbara also pointed out that a couple of the foreclosures have gone into bankruptcy, which means we can't do anything until the bankruptcy has been discharged.
-Barbara reported that out of all 3 budgets in place, 2 are running under budget for the first 2 months of this year. SL 1 and 3 are under budget in their water budgets, and SL 2 is just a couple of hundred dollars over budget. She pointed out that these budgets were good estimates since all are within a couple hundred dollars of their projection. We currently have $133,000 in Operating and $288,000 in reserves, so we are in excellent financial shape.
-Barbara reported that the SBA loan for the seawall balance is $407,722 at the end of the year, and it is at a low interest rate; therefore, part of our payments are going towards the principal and not just towards interest.
-Jack Landgrover asked if any of this money was put into CD's. Barbara answered that we have 1 CD in the amount of $123,000 in Sunrise Bank. We have made arrangements with Regions Bank to open another CD, but it cannot be completed until after the new Board is in place and can sign the paperwork. Glen, who made these CD arrangements, reported that Regions offered a one-time penalty free withdrawal. This will allow us to put into another CD if we find a better interest rate. An owner asked about the time frame of the CD, but Glen stated that we went with the highest return rate and didn't concern ourselves with the time frame. Barbara reported that the CD with Sunrise has a 6-month term and a penalty-free withdrawal. Therefore, we are not tied into any term at these interest rates.
--Mr. Bobka, owner, asked why we don't ask the government for some of the stimulus money. Mr. Landgrover agreed that he has seen an Association that got government money for a new golf cart. Sharon stated that the government money was only if a new golf cart was purchased, however, the new Board could look into this.
7. Committee Reports:
Electric Meter Project: Ken Schmeling reported that during the meter repairs and replacements, if anyone is on emergency medical equipment, arrangements will have to be made for them, as the power will be shut off for an 8-hour period during the day. He requested that these residents please notify either Management or the Board as soon as possible. He stated that, like the porch repairs, we are not certain how extensive the damage is. Therefore, we will have a wood-repair contractor working with the electricians to repair any damage to the buildings caused by the meters. The buildings that will be affected are: 7170, 7190, 7160, 7230, 7240, 7300, 7310, 7320, 7330, 7350, 7400, 7410, 7420, 7430, 7450, 7460 and 7470. Some of these will only have the meter replaced. Due to their corrosive nature, the locks, boxes, and some modules have rusted through. All of the buildings will be on a schedule for the power outages, which can only be scheduled on a Wednesday with FP&L. As we will have 3-4 days notice for each building, we will post notices in the hallways of the buildings that will be without electric for the day, and we will notify each owner separately of any changes to the posted notice. We have to wait for the new Board to give the go-ahead to the electrician, then it will take approximately 2 weeks to order and receive the parts. Therefore, it will be about a month before the work begins.
An owner pointed out that when the water was shut off, no one informed them when it was turned back on. Ken stated that the buildings with just a meter replacement would be completed in 8 hours. However, those that need wood repairs, we honestly won't know the time-frame because we don't know the extent of the damage. When the shut-off is scheduled, we have to schedule the time to turn it back on. Ken further stated that all of the mentioned buildings would also have to be grounded. This project is being paid for by the Association as the meters are owned by the Association.
Ken, on behalf of the Association, the Board, Sharon & himself, commended and thanked Sharon for her hard work as the Board President, and he presented her with a bouquet of flowers. The members applauded.
Landscaping: Chuck Zimmerman reported that he and Rick did a walk-through with the landscapers to inspect all of the vegetation that was lost during the freezes this winter. The landscapers will give us a bid for the replacement of burned plants, shrubbery, and grass as we are aware that a lot of owners are concerned with the landscaping. Sharon apologized to the members for not getting this done sooner; however, the delay was due to following the landscaper's advice to wait until all danger of frost had passed before making the property look better. Chuck pointed out that the plants that have survived the frosts/freeze will be cut way back to allow them to bush out and be healthier. Therefore, don't panic when it looks like a desert for a little while because it will come back bigger and prettier than before. Rest assured, we will replace the plants that need replacing. The others will come back. An owner asked about sodding and Chuck answered that the grass was inspected during this walk-through, and there have been several places observed that will be re-sodded.
Chuck reported that one of the landscaper's frustrations is the gardens that belong to the snowbirds. While they are gone during the summer, the weeds overtake the garden and the plants die, but the landscapers are told to leave it alone. We aren't worried about the ones that are kept up and taken care of all year long, but if an owner isn't going to be here during the summer months, they shouldn't plant gardens or they need to make sure someone will take care of it for them. Sharon pointed out that the governing docs actually prohibit any personal planting on any of the common grounds, which include the front and back of the buildings. She stated that this is the reason for the planting vote on the proxy. We are going to make the fronts and the sides of all the buildings uniform with no personal planting. Then if the majority voted for the personal planting in the backs of the buildings, each owner can plant what they want as long as it is well maintained. If the back plantings get overrun with weeds or get overgrown, the Association will pull these out. Michelle reported that we received 75 yes votes for planting in the back, and 16 no votes for a total of 91 votes. Therefore, we did not get a majority as we didn't get enough total votes, but we did get a straw vote. The new Board will have to discuss this further. Regardless, the Board will look at each area and work towards the fronts and sides looking uniform.
Pool Committee: Chuck reported that the pool hours have been changed to "Dawn to Dusk" because of a new county guideline that requires 3-candle power at the surface of each pool. Chuck has read a book given to him from Michelle that is about the Condominium Act; and while a little knowledge is a dangerous thing, he found that an Association that does not allow rentals of less than 60 days is exempt from the Health Department inspections and laws. RDI contacted the County and found that once in the system, it is difficult to get out. Therefore, we are trying to apply for this exemption to save about $12,000 in lighting. In the meantime, we must keep these hours as reflected on the signs. An owner stated that many people break these rules by swimming at midnight and using a kayak in the pool. Sharon pointed out that the owners need to call the police when they see these things. The Board should not be the only people who can or should call the police. If you owned a home, you wouldn't expect your neighbor to call the police if there is someone trespassing on your property. Calling the Board 2 days later does no good whatsoever; the police need to be called immediately.
Management Report: Sharon introduced Michelle Dugan, manager and owner of Reconcilable Differences. Also in attendance from RDI were Brandi Lowder, Assistant, Sarah Davis, Bookkeeper, and Kathy Watts who helped count ballots. Sharon stated that the management team at RDI put in a lot of hours and do a wonderful job for Sunrise Landing Condominium Association.
-Michelle thanked her and reported that last year, we contacted Citizens Insurance about the roof damage and repairs. Thanks to our insurance agent, Josh Ranew of Ranew Insurance, and Michelle, we received $11,200 from Citizens, which covered the $8,000 spent on the roof repairs last year. Citizens had been looking at the policy as having individual $1,000 deductibles per building, but Josh pointed out that the policy was for the entire property, not individual policies. Therefore, Citizens reviewed the claim again and paid the lowest bid obtained, less one $1,000 deductible. At this time, we do not believe there are any roof leaks. If there are, please let Michelle know. She recommends to the Board that the excess be put into the reserves for any future roof repairs needed.
Michelle reported that last year, we also contacted the water utilities as we had a couple of buildings with exceedingly high water bills. It was found that these buildings had faulty meters resulting in overcharging. The water utility sent us an $11,000 refund for the 2 buildings (2 years worth of overcharging).
Michelle reported that we had 16 bids for grounds maintenance. We had budgeted about $4800 per month based on old bids received, however, after interviewing, the Board contracted in December with Dobson's Woods & Water, subsequently saving $27,600 in our current budget.
We got away from the state run Citizens insurance this year saving us another $10,000. Our insurance agent has really helped us.
Michelle reported that the sauna on the south side will be receiving new heating elements and will be operating again soon.
Michelle reported that there were several bicycles on the property in the bike racks that look terrible. We feel these have been abandoned. Therefore, we will put notices on them and then if not claimed in a week or two, we will try to donate them to the Sheriff's Department to be refurbished for kids.
Social Committee: Helen Gedutus reported that they hold a function or get-together once a month at the south pool to give the residents an opportunity to get to know each other. Patti Quandt pointed out that the more we all get to know each other, the better off we are. We will know who does and doesn't belong on the property and will enjoy where we live more. We hope that everyone from the north side and the south side will participate. Patti stated that you just might enjoy getting to know us. The members applauded.
Helen reported that there will be a Luau on April 8, 2010. Sharon stated that her problem with attending the socials was that these were generally planned during her working hours and suggested that some of these be planned for a weekend or later in the evening.
Michelle reported that we are looking into getting a new window and new furniture at the south pool at the request of the social committee.
8. Owner Input:
An owner asked if the landscaping and the parking lot were common areas and what budget these expenditures would be taken from. Sharon explained that all grounds are common areas including the parking lots and the repaving would come from the Master budget. The repaving may be done in phases to alleviate parking issues, but the money would come from the Master budget as does the landscaping expense.
-An owner asked if the Board looked into getting a traffic light at the north entrance (across from Walgreens). Sharon reported that it had been addressed in the past by Bob Esser. BT reported that a survey was done and the results didn't show enough traffic for a light, and that the turn that was put in for the Family Drug was found to be sufficient. Sharon said they even looked at the speed limit, but found most people go an average of 57 mph through there, so would only consider increasing the speed limit. An owner stated that the continuous green right lane is the biggest problem, and another owner suggested trying to get the U-turn removed from this turn area. Sharon suggested that if any owner would like to volunteer to look into this again, they are welcome.
-An owner stated that as a new owner, she hasn't felt very welcome and will plan to come to one of the monthly socials. She asked what was going on with the tennis court resurfacing. Michelle reported that tree trunks have lifted and cracked the surface, but we presently do not have enough in the tennis court reserves account. She will speak to the new Board about using deferred reserves to get this done and Chuck asked Michelle to show him this damage.
-Sharon pointed out that we are having a problem with tile in upstairs units regardless of Board approval or that the condo docs prohibit tile being installed in upstairs units. She stated that we are taking legal action against an owner who installed the tile knowing it was against the condo docs. Others have complied and removed illegal tile, so we must consistently enforce the documents.
-An owner asked if anything could be done about speeding through the parking lot as many owners walk and walk their pets. Sharon stated that the 10 mph speed limit has been posted, so all we can do is request residents to write down the plate number for management to find out who the speeders are and send the speeder a letter.
-An owner wanted confirmation that dogs are not to be walked anywhere except the designated areas. Sharon stated that the Board has done everything to try to enforce this rule to no avail. Our only recourse at this point is legal action, which is a huge expense and not worth it as long as these owners are cleaning up after their dogs. Dogs are to be walked in the designated areas in the cul-de-sacs or along the berm line, but NOT in the back or at the seawall. Signs are posted in the approved areas. An owner asked about visiting dogs, and Sharon stated that dogs can visit as long as they are under the 29 lb limit and the visitors follow our rules.
-Sharon explained to the owners that when you see a resident, whether it is an owner or a renter, breaking Association rules that do not warrant the Sheriff, please find out where they live, get pictures of the violation, and report them to management. We will keep your name confidential and will send a letter to the violator. The renter procedures were discussed, and it was explained that renters undergo an interview with BT and/or a Board member, who informs the renters of the Rules & Regulations as well as amenity and parking policies.
9. Presentation of 2010-2011 Board Members:
Michelle introduced the new Board in alphabetical order: Kay Briley, Cliff Kott, Barbara Long, Glen Michaels, Rebecca "Sally" Mifflin, Ruth Werth and Charles Zimmerman.
10. Adjournment:
With no further business to conduct, the meeting adjourned at 8:26 p.m.
==================================================================
Sunrise Landing Condominium Association, Inc.
Organizational Meeting
held immediately after the Annual Meeting On March 17, 2010
1. Meeting Called to Order:
Barbara Long called the meeting to order at 8:30 p.m. Other Board members present were Chuck Zimmerman, Glen Michaels, Kay Briley, and Sally Mifflin. Ruth Werth could not attend. Michelle Dugan and Brandi Lowder represented Management.
2. Appointment of Officers and Directors:
President: Barbara Long made a motion to appoint Charles Zimmerman. Rebecca "Sally" Mifflin seconded the motion and it passed by unanimous voice vote.
Vice President: Kay Briley made a motion to appoint Glen Michaels. Sally seconded the motion and it passed by unanimous voice vote.
Secretary: Chuck made a motion to appoint Kay Briley. Sally seconded the motion and it passed by unanimous voice vote.
Treasurer: Kay made a motion to appoint Barbara Long. Chuck seconded the motion and it passed by unanimous voice vote.
Directors will consist of: Cliff Kott, Ruth Worth, and Sally Mifflin.
3. New Business/Unfinished Business:
The Board discussed the staggered vote results from last year, and it was confirmed that each Board member serves a 1-year term.
-The duties of the President were discussed and Glen will help more during the time that Chuck is up north.
-BT has offered to continue to volunteer in the office and give the renter interviews.
-The Board discussed the majority votes needed and the procedure for changing the condo docs, and Michelle told them that she would make a welcome
binder for each Board member with all of this information as well as what is presently ongoing throughout the Association.
-The Board discussed changing the day and/or time of the meetings in an effort to get more member participation; however, the first Board of Director's
meeting will be held on the fourth Wednesday of April when Board members can attend, and this discussion was tabled until that meeting.
4. Adjournment:
With no further business to conduct, the meeting adjourned at 8:35 p.m.
Respectfully submitted,
Michelle Dugan, CMCA, AMS, LCAM
Brandi Lowder, Administrative Assistant
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association of Brevard County, Inc.
Board of Directors Meeting
Wednesday, February 17, 2010
1. Call to Order:
President Sharon Skaggs called the meeting to order at 7:00 p.m. She stated that the agenda for this meeting had been placed on the office door last Thursday, but sometime before Tuesday it was removed, While we also post in the mailbox bulletin boards, the official posting is on the office door and we hope in the future, this agenda is not removed again.
Other Board members present: Vice President Glen Michaels, Secretary Beverly Thomas and Director Chuck Zimmerman. Treasurer Barbara Long attended via speakerphone. Director Ingrid McKinney could not attend. Also in attendance were owners Kay Briley, Nate Carter, Dave Carlson, Mike Davis, Alex Dermody and Donna Zimmerman.
2. Approval of Minutes from the January 20th Board Meeting:
Barbara Long motioned to approve the minutes of the meeting as posted on the website. Beverly Thomas seconded. All were in favor.
3. Financial Business:
Barbara Long stated that the balance in the operating account is $124,188, with $278,233 in the Reserve Account & CD. We have a large pre-paid account – people who have paid their fees in advance – of $27,820.
The Reserve account consists of a CD of $124,028 at Sunrise Bank paying 1.19 % and $154,205 in a money market at BB&T, paying .02%. Barbara recommended moving $125K of that money into a 12 month CD at 1.49% at Sunrise Bank. Bank of America is at .80 %, and others that Barbara called were also paying less than Sunrise Bank. This CD allows for up to 3 withdrawals with no penalties, as long as the total does not go below $50K.
There was much discussion about staggering the terms of more CD’s so there is always money maturing in case of need. There was also discussion about another local bank that will waive ANY withdrawal penalties. Barbara motioned to use $125K of reserves in the best way possible to obtain the most interest. BT seconded, all in favor.
Michelle stated that we currently show past due assessments of $25,661 with three units in foreclosure, two in foreclosure with bankruptcy, and two in the collection/lien stage. Once an account is two months past due, we send a “notice of intent to lien” and the majority do pay. If not, they go to the attorney for lien and foreclosure collection.
With regard to expenses versus income, the Master Association is $12K under budget. SL1 is $1,867 under budget, SL 2 is $1,157 under budget and SL3 is $1,410 under budget.
4. Management Report:
Roof Repair Insurance Claim: Michelle reported that Citizen’s insurance has agreed to pay the Association approximately $13,000 towards damages received in the September 2008 storm that took some shingles and roof nails up. They based this payoff on the low bid for repairs from CentiMark Roofing, but are waiting on more details from Centimark before cutting the check. We should receive it within the next month.
Electrical Boxes: After discussing bids with each of the contractors in detail, it was found that two companies bid over $100,000 for the work and two were between $30K and $35K. Those two, All Phase and Advent were contacted for references and to ensure they had licenses and proper insurance.
With regard to the wood repair and replacement behind these electrical boxes, six companies had bid this, at between $600 and $2,000 per building. After calling to confirm understanding of the full nature of the job and to see who had actually done this type of repair, working in conjunction with FPL & an electrician, East Coast Framing, at $660 per building, was deemed the best overall value. BT motioned to use All Phase Electric and East Coast Framing to do the work as originally specified; replacing six building meters in full and making repairs on 11 more, all to be paid from the master operating account. Barbara seconded, all in favor.
Bicycles: There are at least 2 bikes throughout the property that have been sitting in the racks for more than 2 years and are in disrepair. They have flat tires and are rusty. Manager recommended that we remove these inoperable bikes, hold for a month to make sure they aren’t a resident’s property that is cared for, and then donate to a local charity. BT motioned to remove bikes in disrepair, hold them for a month and then donate to the sharing center or the sheriff’s department. Barbara seconded, all in favor.
Storm Drain Grate: Last Thursday, two resident children were playing football and went into the easement area between the parking lot and US1. One fell through the storm drain cover. He was shaken and cut up, and this is a 3x2 foot hole that must be covered. Manager called City of Cocoa, who said they were not responsible and recommended county Bridges & Roads. The county said it was not their responsibility and recommended the Department of Transportation. DOT finally came out Tuesday after 3 calls and now they say they do not believe it is their responsibility, but they will check the permitting through the years to see when it was installed. They made it sound like the responsibility would fall back on the Association. After discussion,
BT motioned that if we do not get an answer soon as to responsibility for repair, the Association will take the action to have a new grate made and installed. Chuck seconded, all in favor.
Painting: At one time, management was asked to obtain a cost to paint the 59 entrances. One company has been diligent in called to inquire and has lowered their bid three times. The price they have currently quoted is $21,828. There was discussion with Rick about the need for this. Chuck stated that Rick is repairing and painting the stairs and has also replaced and painted the outcropping ledges. The interior walls do not seem to need painting at this time. Chuck motioned to table the painting of the entrances until needed. A resident asked about the windows that all second floor residents look through as they walk down the stairs. Dragonflies and spiders get stuck up there and the glass looks dirty within days of being pressure washed. There is also a complaint about the gutters right over the walk-in entranceway. Chuck will discuss these issues with Rick.
Pool Furniture: A resident asked when we would replace the south pool furniture. The north pool furniture was replaced last year and at least one resident feels the south pool area needs the same care. Discussion ensued that the lounge “strapped” chairs may be what residents feel are in poor condition. Manager was asked to look into the details and actual need.
Tennis Court: There was one complaint about the disrepair of the courts; the cracks and mold. Management obtained bids of $7,000-7900 to repair and resurface. The Association has $3,850 in Tennis Reserves, but Deferred Maintenance reserves could also be used.
Chuck said Rick offered the option of using a scrubber / buffer to try and clean up the courts but we would also need to patch the cracks. It has been 5 years since the last resurfacing and Rick said there is a 7 year life span. After more discussion, Manager was asked to have the bidder, Cross Court Resurfacing, come back out to see what is really needed right now.
Social Committee: Unit owner Helen Getudis has hosted numerous resident parties during various times in the year at the South pool. She has been designing notices and posting them. This is not a committee directed by the Association, but it does bring the community together. The Board agreed to allow small notices of these pool parties to be placed in the mailbox bulletin boards so that we do not have to print 60 copies and have push pin holes in the entranceway walls. February 25th is the next planned party from 4 to 7 pm. Bring a dish to share and your own drink.
Recorded Certificate: A resident asked for clarification on the recorded certificate that was just mailed out. It states that flood insurance is excluded from the master policy. Since the attorney dealt with this exact issue on the day of the budget meeting and gave the Association the ok to make flood insurance a master expense, we believe this is an inaccurate certificate. Manager will contact Paul Wean tomorrow for clarification.
Maintenance Report: Before Chuck gave his report, Sharon stated that Rick has reported an injury. He said his right shoulder was painful to move. Sharon stated that once we know about a potential injury, we must report it to Worker’s Comp or face problems later. He is currently restricted to light work until Worker’s Comp can complete its evaluation of his reported injury.
Pump Repair by Weather Engineers:
In December a repair was completed by this contractor, using a new glue that was supposed to be better than sauter. In January the same area started leaking again, so Rick called for service. They came our and did not use the glue again, using instead. They billed $292.50 for this work and management agreed it should have been done under warranty. We have called the contractor about it, they have said they are researching it, but we have no intention of paying for a repair to their repair.
The South Sauna: This sauna is still not useable. Rick said that vandalism was a problem at one time, but the heating elements just do not last long. Management tried to find alternatives to the current, but no one had any ideas, so the Board approved paying the $667 for the three new heating elements to be installed.
Lighting Certificate for the Pool Areas: Regarding the county’s rule about adequate light on the pool decks to be kept open, we added a notice that says “Pool closes at Dusk” which meets the requirement for the county until alternate lighting can be found.
The $150 report was received from engineering firm Existing Structures, and the pool lighting failed the test. The county requirement is 3.0 foot candles of illumination and the test showed 0.2 to 0.8 and 0.1 to 0.2 foot candles were measured on our decks. We asked Florida Bulb and Ballast for recommendations and costs for light fixtures that would emit the needed candle power, but they recommended a Harry Smith of Lighting Products Co in Orlando, who bid $500 per pool and $150 per spa to write up specs of what is needed and where, and then they would come back out to check and certify in writing that the pool is then in compliance with the county specifications. Existing Structures bid $2200 for the same job.
Chuck brought up the option of just leaving the pool closure at dusk to keep the costs down. There is also the issue of how light it will be if we do follow the county specs to stay open. After more discussion, Barbara motioned to have the report done by the company that was recommended by Fl Bulb & Ballast, which will give us estimated prices. BT seconded. Manager said she would try to get a discount on this price since we have the initial findings. Vote: All in favor.
Pool Chlorinator: Another chlorinator for south pool is needed, at $300 and a used 2.5 HP pump for the north pool was also discussed with Jeff Stanton. After some discussion on prices for pumps, Chuck motioned to approve up to $300 for a used 2.5HP pump for the north pool, BT seconded, all in favor
Power Washing and Painting: Rick is power washing the walkways in between painting the office. The conference room has been done and all the ceilings have also been completed. Sage green was used. The terra cotta floor tile was ordered. Since Rick cannot finish the painting at this time, volunteers were requested.
Fire Marshal Alarm Requirements: Chuck spoke to Rick about these fire alarm panels and he agreed that until we receive written violation notices from the fire marshal, this be tabled. We do have a bid from ADT for approximately $24K per building if the fire marshal asks for that.
5. Unfinished Business:
Many of the posted agenda items were already discussed under the above reports.
Resident Encroachments on Common Area Property: The camera was removed from the roof of one building, as requested.
Common Areas: Sharon read a legal synopsis about allowing personal plantings. This report made it clear that no alterations to common areas can be permitted unless a majority of all owners positively vote to allow such alterations. This includes personal plantings or other personal articles in front of and behind the buildings. The Board has already agreed that the front landscaping will be modified to get back a uniform appearance, but personal gardens in the back of the buildings must be discussed. A vote will go out with the 2nd notice of Annual Meeting asking the owners to vote yes or no to the questions, “Do you want to allow small personal gardens in the backs of the buildings?” If a majority vote positively then these can be allowed, on a case by case basis with written Board approval of the details.
If we do not get a majority of owners voting positively, then everyone will have to remove all personal plants and the Association will have to start planting uniform choices throughout the property.
Unapproved Alterations: Wood Flooring Installed at 7350-204 without Board approval: There has been no word from the owner of the unit that refuses to remove her wood flooring, so another letter will go out demanding compliance or we will have to send it to the attorney for legal action.
5. New Business:
Tenant Deposits: Glen said he was told that the state requires the Association to send all unclaimed rental deposits to the state. Management stated that the CPA had already given the ok, two years ago, to place unclaimed deposits in the operating account and if they ever do come back with proof to request it, we can pay them from the operating account.
Glen then asked about lowering the current deposit. There was much discussion about the amount being higher than other condos, but a majority felt this keep the standards of residency high.
There was then discussion about who can pay this deposit. It is hard for most people to come up with a first month’s rent and security for the owner and then $550 for the Association. There was much discussion about the amount, damage that has actually occurred in the past by tenants, and the fact that the owner is responsible for any damage their tenants do anyway.
Management stated that it would be illegal to not allow the owner of the unit to pay it if he chooses. We cannot require it only from the tenant. Therefore, we have a way to keep track of who pays the deposit and who will receive it at the end of tenancy, so as long as the $500 deposit is received for that unit, the tenant can move in.
BT said the higher deposit has stopped a number of problems with undesirable tenants, so all agreed to keep the $500 deposit, but allow either the registered tenant or the unit owner to cover the deposit amount.
Candidates and Update: Nine owners are running for the Board: Kay Briley, Cliff Kott, Brian Lloyd, Barbara Long, Glen Michaels, Rebecca Mifflin, Beverly Thomas, Ruth Werth and Chuck Zimmerman.
At least 14 days before the meeting, the ballot and the proxy will be mailed out. It was stressed how important the proxy is to having the Annual Meeting and making any changes, such as the personal gardens being voted on. We need 51% to send their proxy or attend the meeting.
Preparation for Annual Meeting: We have paid the deposit for the meeting room at the church, but we need volunteers to show up at 6 pm to help set up the room and the chairs, and then a chairman and volunteers to count the votes. Afterwards, we need volunteers to help get the room back in order. The Board approved posting a notice on the bulletin boards.
Announcements: Sharon read the following excerpt from the August 2009 Florida Community Association Journal:
“Community Association Governance is not a democracy nor is it a representative form of government. Board members must be clear they do not serve a constituency. They specifically are not to vote the wishes of the people. Nor should they vote their opinion or their pocketbooks. They can only vote the way the statues or governing documents allow.”
6. Owner Input:
Pets: A resident asked if the newsletter can again discuss animals being left out alone. There are cats that roam and cause problems, and dogs that are let off leashes and residents who do not pick up after them.
Fence Extension: Another resident thanked the board for dealing with the inside entrance windows that are in need of general maintenance. He then asked about the fence at the north end of the property. He requested that the Association extend the “plant fence” further down, about 75 feet, to hide the weeds, trash and junk that lays in that retention area. It was noted that Reliant owns this area and they do not clean it up often. Mr. Davis said he has actually paid someone himself to have it cleaned up in the past.
After discussion, Mr. Davis was asked to talk to his neighbors and see if any would disagree with this addition. He is willing to pay for this to help block an unsavory view. Donna said another resident was vehemently opposed to this, so Mike will speak to her and other neighbors and come back with the results. This was tabled for the Board to inspect also. It will be placed on the next agenda.
Building Numbers: Numbers on the buildings are hard to see at night and or by EMT personnel. Costs for new numbers or reflective paint will be researched by management.
Old Fence Posts: A resident asked about the posts that are still in the ground where bushes are now growing. Chuck said Rick wanted to keep these up until the bushes get to the same height as the old fence.
7. Set Next Meeting:
The next Board meeting will be the annual meeting, to be held on March 17, 2010 at the Blessed Sacrament Catholic Church located south of SLA on US
8. Adjournment:
It was moved by Beverly Thomas and seconded by Glen Michaels to adjourn at 8:53 p.m. All were in favor.
Submitted respectfully,
Michelle Dugan
Community Association Manager
Reconcilable Differences, Inc.
Sunrise Landing Condominium Association, Inc.
Board of Directors Meeting
Wednesday, January 20, 2010 7:00 pm
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, Directors Chuck Zimmerman, and Beverly Thomas, Treasurer Barbara Long, was via phone. Director Ingrid McKinney could not attend. Also in attendance were Linda Arahill and Michelle Dugan from RDI Community Association Management Company. Owners present were Bob Esser, Kay Briley, Alex Dermody, Donna Zimmerman, Cliff Kott, and Frank and Ruth Talbott. Guest speaker was Allan Gibson with Dobson Woods & Water, Inc.
2. Approval of Minutes from the December 9, 2009 Board Meeting and the December 17th Special Board Meeting:
Beverly Thomas motioned to approve the minutes of both meetings as posted. Chuck Zimmerman seconded. All were in favor.
3. Landscape:
Allan Gibson from Dobson Woods & Water handed out to the Board members the goals and operational plans that they have forecasted for the next 30 days, 90 days and 6 months. Allan stated that the recent frost has left damage, and pruning could actually kill the shrubs if another frost occurs. It was recommended waiting until after March to prune again and they recommend another month before mowing also, due to the frost damage. They recently sampled the soil for turf fertilization and the results will be back next week. They have now completed the ornamental and shrub fertilization. The pests on the shrubs have been sampled to help determine what will be needed to integrate the fertilization and pest control for the plants. They have noticed sacs of worms and flies that they can control. Allan was asked to make his foreman aware of the need to blow out the entranceways after mowing.
4. Financial Business:
Barbara Long’s “end of year report” shows a balance in the operating account of $105,177 and $268,235 in the Reserve Accounts. The CPA recommends an Association keep three months of working capital, and our monthly expenses are about $62,000, but we are in good financial shape. We currently show past due assessments of $23,897 with four units in foreclosure and one in the collection stage.
One year ago, the Association had $75,000 in the operating account, and $173,103 in reserves, with past due assessments of $17,174 and three foreclosures and three in the collection stage.
We ended 2009 with a large credit, due mostly to lower insurance premiums than originally estimated, along with two large refunds from the City of Cocoa for overcharging us on water meters for two years. Due to this and the fact that the mortgage on the office unit was at 8% and barely any principal was paid in 2009, the Board voted in December to pay that mortgage off and not have this interest expense for 2010. We are aware of needed electrical and wood repairs on many buildings, so those will be paid out of the Master operating account in 2010.
2010 Budget Questions:
Barbara helped to clarify questions from the unit owners as to why the monthly assessments went up. Each phase has a different monthly fee, based mainly on water usage, since so much of the monthly fee is paid through the Master Association.
When the initial draft budget was mailed out to all owners, we were told to expect a 12% increase in insurance, we knew the county was mandating new pool upgrades, the landscaper at that time was stating that he would be increasing his price, and we were made aware of some potential new Federal requirements for alarms in buildings with more than 12 units. ADT has inspected the complex and the costs for new technology that doesn’t use phone lines is about $24,000 per building, but we are waiting on a written demand from the fire marshal before going forward, although we felt the need to start budgeting for it.
Prior to commencement on drafting the 2010 budget, an amendment had been mailed out to all owners asking for approval to amend the documents to allow the Master Association to pay for the Property Insurance under one umbrella coverage. We initially did not get enough votes back to pass that, so a budget was drafted with that unknown. Then the board was advised we could add Flood insurance to the Master Budget if we obtained enough amendment votes, which drastically changed the sub association fees again. A group of volunteers was drafted to personally contact all unit owners who had not responded back with their vote on the amendment. This last minute action resulted in the board successfully obtaining the number of votes needed to pass the amendment by the State mandated deadline.
Just days before the meeting at which the Board voted on the 2010 budget, we were told by counsel that we must add expenses for the office into that sub-association’s budget, and there were some reserve requirements for all four Associations that had not been figured into the first draft that was mailed out. As all who worked on it noted, we were “scrambling” to make sure all was done correctly up until an hour before that budget meeting. The end result was a small increase for all sub-Associations.
Since approving that budget, we have received a lower insurance rate than last year, and we obtained 18 landscaping bids, interviewed 6 companies submitting the lowest bids, and hired a new landscape company that is giving us more services for less money than the last company.
A resident was unhappy about the increase and another said they received notice of it too close to the first of January. BT stated that volunteers tried to save postage by delivering and some were hard to reach but the process was started on December 18th and the volunteers were trying to help. We are starting 2010 with some good credits.
It was reiterated that the first Draft Budget that is mailed to all owners along with an agenda for the meeting is just that; a first draft that is discussed at the actual meeting before being approved. All owners are encouraged to attend so they know how much goes into the decisions on the budget.
Mortgage Payoff:
As mentioned, the mortgage payoff was voted on in December 2009 and the payment was sent in December. Michelle called about the warranty deed and they said it would take about 60 days to receive it, but no more payments are due on this account. The Association paid $1,507.23 towards principal in 2009, and paid $2,971.29 in interest. The payoff was $36,320.48.
5. Management Report:
Terminix: Linda stated that Terminix has started to treat the buildings for termites with Termidor, since they pulled up the canisters around the entire complex last summer. They started at the south end of the property, but so far only three building have been completed, as they are fitting this in-between their other scheduling.
Lighting Certificate for the pool areas: The Brevard County Health Department wrote up SL for this new violation. They stated that either an engineer’s certificate was required showing that the pool decks have enough “foot candle” wattage, or the pools need signage stating “Open Dawn to Dusk”. Linda obtained a copy of the original pool plans from the county and they state that it is up to the owner (association) to insure proper lighting for nighttime use, so those plans could not help us meet the requirements of the county. Linda tried to obtain prices from engineers as far away as Orlando, and these ranged from $600 to $2500. A local engineer was willing to do the initial inspection for $150 for both pools. Chuck Zimmerman made a motion for the licensed engineer to perform this inspection and send a report back to the board for any needed follow up action. Beverly Thomas seconded. All were in favor.
The South Sauna has been out of order for months, due to people pouring water over the heating elements and shorting out the controls. A bid was obtained from Chemical Pools at $667 for three heating elements; replacing exactly what was there. The board asked the manager to research other heating options that might last longer and not be damaged so easily, since this is an ongoing problem every year. For now, the sauna has been temporarily padlocked due to potential fire hazard and to prevent abuse to the controls.
Waste management came out this week and replaced all the dumpsters with new ones that have a light weight side door for easier access. They are also replacing recycle bins as needed.
Violation Notices: Rick designed a form for noting violations. These will be posted at doors of units violating rules or on cars that are not properly tagged.
A resident asked about watering the shrubs in the rain and during frosts. Rick manually turns off sprinklers when needed, and he did turn them off during the frost as directed.
6. Maintenance Summary:
Chuck Zimmerman reported that he has weekly meetings with Rick and RDI management. He will continue these meetings and report back to the board with an e-mailed summary. The porch repairs are complete with the exception of 7430-201. The flooring in that unit will be removed before selling the unit. Chuck feels the roofs are fine and not leaking. There is still discussion about water meter calibrations, but we believe we have received all credits we are entitled to. Rick appreciates the golf cart and has created a reserved parking space near the office for it since some residents felt it was too visible at the pool storage area. He has cemented an anchor into the ground for locking it up after hours. The entranceway hall and stairways touch up painting is an on-going project. The office paint colors will be determined by the board. Rick will paint the office first before the decision of flooring is determined.
The pool flow rate is slower than preferred. Rick would like to cut off all pipes at the surface and re-pipe correctly, but it was decided to keep the pipes as is until we cannot get the chlorine readings to stay in the proper range. By March 2012 we have to switch from chlorine tablets to bromine, but we will wait on this for now.
Pool furniture may NOT block the pool safety equipment and a sign is needed reminding the residents of this.
The seawall requires on-going maintenance and more dirt will be needed to fill the deep impressions. The potholes in the parking lots, due to excess water run off from US1, have been repaired. Chuck had inquired about Rick being compensated for his hard work. Chuck made a motion to increase his salary by $1.00 per hour, and this would be retroactive from the beginning of the year. Beverly Thomas seconded. All were in favor. Chuck reiterated that Rick takes the initiative to start needed projects, has a lot of knowledge and saves the Association money.
Cleaning at the pool areas and an increase for Barbara Short was discussed. It was agreed that Barbara has requested a small increase for 2010 and it was a part of the budget. She cleans the pool areas three times per week. Sharon stated that new carpeting should be discussed for these areas.
7. Unfinished Business:
Electric Meters/Wood repair proposals: A few months ago, there was a dangerous electricity issue and an emergency repair was made. That contractor was asked to assess all the buildings and give a specification sheet for needed repairs. Once those specs were received, Linda Fisher obtained bids from four electrical companies. Michelle synopsized all bids and they ranged from $29,077 to $110,000. While they all bid in a slightly different manner, it seems all but one bid the correct specifications which is meters on 11 buildings and smaller repairs on 6 others. The six contractor bids to replace the rotted wood/siding behind those meter boxes ranged from $1925 to $9000. The funds for this work will come out of the Master Association budget since the problems were known before the sub associations were formed and they do not have the funds to cover these expenses yet. The Board agreed to table this until they were able to interview the lowest three bidders for each project.
SLA Office Refurbishment: The refrigerator was received and is in place. Paint samples have been brought in and some tile samples have also been delivered by a local contractor. Rick will paint, and the bids for tile flooring came in at about $3,000. Chuck Zimmerman and Beverly Thomas volunteered to work with Rick to pick out colors and tiles and bring back to the Board for final approval.
Water Meter Refunds: We received 2 checks in 2009, a total of $10,200 from the city utilities department for their over-billing due to incorrect calibrations on two meters.
Roof Repair / Insurance Claim Update: A claim was filed a year ago when a roofer said he felt we had a claim from the storm damage in 2008. A adjustor from Citizen’s Insurance came out and their report said it should only cost about $3,000 to make a lot of small repairs, with no new roofs needed.
Management obtained bids for the repairs listed on the report, and these bids were $19,000 to $23,000. Manager asked insurance agent, Josh Ranew, about this and he said we should re-file the claim. He scanned in all bids and documentation, and kept pushing the information up the chain at Citizen’s. Finally, today, Anita Thor, the original adjuster, agreed to re-open the claim and put these bids in for review. Josh said to give them 2 months to make a decision.
Traffic Light at Entrances:
Some residents asked management to research the option of adding a traffic light at the entrance/exit to Sunrise Landing. Bob Esser had done research in 2002, and had asked the county to test and see if a light was substantiated. The county replied that this entrance did not meet the requirements to add a light, but they produced a 38-page report for the Association and Bob gave this to the Association this night. There was more discussion, but all agreed that Bob did all possible to obtain a positive result and since he could not, it seemed impossible to get a different answer now. This was tabled unless more accidents and foot traffic are seen. At that time, the county could be contacted again to re-open the investigation.
Dryer Vents:
This vent cleaning is the responsibility of the owner since these vents only service one unit. The Board asked that the name of a local vendor that cleans these dryer vents be listed in the next newsletter. The Fire Marshall had made prior mention of the dryer vents needing to be cleaned out. This can be a fire hazard. The Board asked that the next newsletter have a note about the importance of cleaning these out on a regular basis.
8. New Business:
Resident Encroachments on Common Area Property: We have found a number of unapproved porches and landscape hardscape in front and behind units. The property is not looking uniform and it needs to be brought back into compliance. There was much discussion about consistency but also the ability to allow some personal planting behind the units. The Board will look into allowing a certain list of approved plants, with Board approval, but the fronts will be re-landscaped in a uniform manner. The landscaping company will be asked to submit a bid with recommendations and prices to spruce up the fronts of the buildings in a uniform way. Chuck and Rick will inspect all the buildings and take photos of all unapproved or non-compliant items around the buildings. There was discussion about those additions that have been in place for years. The Board will look at each unapproved item on a case by case basis. These issues and how to handle future plantings will be discussed at the next meeting. There was some concern about personal items being stored outside. These will be removed if not handled by the owner in a timely manner. Another issue is a camera placed on the roof of a building. It was mounted over a year ago due to some vandalism, but now there are complaints of the tenant monitoring people nearby with that camera and causing problems. The Board agreed to have management send a letter to the owner requiring the camera to be removed, since it is on common property. It was reiterated that all condo attorneys say that allowing any personal items in common areas can only cause problems.
Wood Flooring Installed at 7350-204 without Board approval: The owner who installed wood flooring in an upstairs unit did not attend this meeting to defend her actions, but sent a letter stating we should have let her know sooner. The governing documents are very clear that nothing except carpet and linoleum are allowed in 2nd floor units. The Board already demanded the removal of unapproved flooring in another unit and has told this unit owner the same. The Association will not allow this floor to remain and one letter was already sent by management. Beverly Thomas made the motion to send another letter demanding the removal of the wood flooring. If the owner does not comply, this issue will escalate to an attorney action. Barbara Long seconded. All were in favor.
Tennis Court Resurfacing: Linda called for bids from three companies. Only one, Cross Court Resurfacing, has replied, with a bid of $7,350. This issue was tabled to the next meeting. Michelle mentioned that one company had given her the website to purchase the materials, and that Rick is more than capable of doing the work so we will discuss this with him.
Fire Marshal Alarm Requirements: The fire marshal verbally stated that we need fire alarm panels is all 12 unit buildings and alarms inside the units of those buildings, monitored 24 hrs per day. Since some condos are filing for variances with the state, we will not take any action unless we receive a written notice from the fire marshal.
Pool Upgrades: There are a number of items the state will be requiring upgrades on in 2010 and 2012. We have money in the reserves to cover the work and materials, but will wait until closer to the required date.
9. Announcements:
Linda Fisher has resigned and BT has offered to serve as Secretary until the Annual Meeting.
The Board agreed not to look for a replacement since this happened so close to the annual meeting.
10. Set Next Meeting:
The next Board meeting will be held Wednesday, February 17th, 2010, at 7:00 pm.
The annual meeting will be held on March 17, 2010 at the Blessed Sacrament Catholic Church located south of SLA on US 1.
Nominees for candidates for the Board cannot be taken from the floor at the annual meeting. The first notice of the annual meeting was mailed out this week and anyone interested in volunteering to serve on the 2010 Board is asked to complete the form that was sent.
11. Adjournment:
It was moved by Beverly Thomas and seconded by Glen Michaels to adjourn at 8:37 p.m. All were in favor.
Submitted respectfully,
Michelle Dugan & Linda Arahill,
Community Association Managers
Reconcilable Differences, Inc.