|Minutes of the
Meeting of the Board of Directors for the
VILLAGE SQUARE OF TITUSVILLE CONDOMINIUM
March 28, 2014
Call to Order:
The meeting was called to
order at 1:00 pm by President Brenda Dowd. Four residents attended.
Establish Quorum of Directors:
Board members present: President
Brenda Dowd, Vice President Evelyn Bourke, Secretary Betty Conant, Treasurer
Dennis Filler. Director David Mark was absent. Michelle Davis and Lynn
Hiott represented Reconcilable Differences.
Guest Speaker: Dave
Siperek with Statewide Insurance stated that he was invited to discuss
the Association Insurance policies. All owners are encouraged to have an
HO6 policy to cover their interior contents, but the association has a
master policy which covers from “the drywall out” which means that plumbing
and electrical lines that service more than one unit are covered by the
Association along with the structure. Dave noted that foundations
are excluded from coverage under the property policy. Only flood policies
cover foundations. The owner’s HO6 policy covers from the paint inward,
which covers the paint, the baseboards, carpet, tile, cabinets, and all
personal contents. American Coastal insures the property with a 3% “per
building, per calendar year” hurricane deductible. Should the property
be flattened in a “named” storm, the buildings are insured for $7.6 million
dollars, so the deductible would be $228,000 or $2200 per unit owner.
Should we have a “no name” storm and it does damage, there is $5,000 deductible.
This premium is $42,548 per year. Lloyds of London covers our general liability
policy at $3,928.79 per year. Liberty Mutual covers our Directors and Officers
policy. It has a $1,000 deductible with a premium of $1,076.82. Continental
Casualty offers a worker’s compensation policy for $648. This is not for
the handyman; he is covered by the payroll company. This coverage is needed
if a contractor or his employees are hurt on the property and their coverage
has lapsed. Instead of being sued under the liability policy for millions
of dollars, this inexpensive policy covers them as employees. National
Surety Corp covers the $5 million umbrella policy for $1,189.32, and Liberty
Mutual covers the fidelity bond which insures all the Association funds
for a premium of $462.94. The total insurance premium for the year is $49,
853.87. Dave reported that if a homeowner has high-impact windows
or gets hurricane shutters on their units, they are encouraged to get a
personal wind mitigation inspection to assist with lowering their personal
Approval of Prior Minutes:
Betty motioned to approve
the minutes of the Board meeting held November 15, 2013, and the February
28, 2014 Board Organizational meeting as written and posted on the web
site. Dennis seconded, all in favor.
Manager Michelle Davis reported
that as of February 28, 2014, the Association has $37,653 in the operating
account, with $6,000 in prepaid assessments, leaving an actual total of
$31,653 in operating funds. There is a total of $248,305 in the various
reserve accounts. We show a total of $43,070 in outstanding dues from residents
as of the end of last month. The Association has foreclosed on and holds
title to four units. We have rented three of them so we are collecting
rent to lower the balances due before the banks foreclose on the units.
Unit 255 has seen no movement on the bank’s foreclosure, so we have asked
the Association attorney to order a case management conference. Units 238
and 122 are behind in their payments and unwilling to make payment arrangements
with us. Therefore, Dennis made the motion to send these two units to the
attorney to start the collection and foreclosure process. Betty seconded,
all in favor.
Through the first two months
of the year, the Association is $653 over budget, due to legal fees being
higher than anticipated.
Exterior Spigot Clarification:
Evelyn reported that David found an e-mailed opinion letter from attorney
Paul Wean sent on July 17, 2006 regarding spigots. It states that the association
is responsible for outside spigots, even though they are individually metered.
She will have John look into repairing those that are of concern.
Building 1775, unit 206 back
porch repair: Evelyn reported that contractor Paul Layton will complete
the repairs on this back porch at a cost of under $1,000. It was noted
that the owner ignored the rules about not allowing carpet on the patios.
His carpet held moisture on the deck, causing it to rot. Betty motioned
to repair the deck with reserve funds, Brenda seconded, all in favor.
Camera at pool and clubhouse:
Dennis reported that he saw some vagrants using the Association shower.
He requested that cameras be looked into for safety and security. Evelyn
reported that she and John did some internet research and found a camera
with a sim card which could record for a cost of $150. She priced a DVR
online at $120. More information will be gathered and the Board asked management
to obtain professional bids to install an infra-red camera system also.
This topic was tabled for the next meeting.
Painting of Buildings 1695,
1715, and 1725: Bids are being obtained, but this issue was tabled
until all bids are received.
Roofs of Buildings 1695, 1725,
1785, and 1795: Bids are being obtained, but this issue was tabled until
all bids are received. As was noted last month, Alron Construction inspected
all the roofs and wrote a detailed report that showed the need for only
minor repairs. Bids will be obtained for the needed repairs, and bids will
also be obtained for new roofs, even though this report shows that none
are in need of immediate replacement.
Amendment Language Discussion:
Lynn reported that the attorney did not feel any of the amendments voted
on at the Annual Meeting had passed, based on the wording in the declaration.
Evelyn motioned to have the attorney write up a new amendment to be voted
on; changing the documents from requiring the affirmative vote of at least
2/3 of all members to requiring at least 2/3 of those members who vote
to be sufficient to amend the documents. This would mean that those who
care to participate and vote will make the decisions for the community.
Evelyn’s motion included making this a “mail away” vote, allowing owners
90 days to respond, with the final meeting in July. Dennis seconded, all
were in favor.
Office Computer and Printer:
The association office has no computer and no color printer. Board members
stated that they have to go home and use their equipment for Board materials.
Evelyn made the motion to not exceed the amount of $900 for a new desktop
computer, monitor, and color printer/fax/scanner, along with a one-year
subscription to Office 365 software. Lynn agreed to purchase the
system and install it in the office. Dennis seconded, all in favor.
Gutter and Downspouts: There
was discussion on the need for gutters, but the Board felt they need an
attorney opinion on whether this was considered maintenance or if it would
have to go to the membership for an owner vote for alteration of common
elements. This was tabled for further discussion.
An owner commented that
the south east fence is in poor condition and needs to be repaired or replaced.
Board members will try to find the owner of the adjacent land and ask that
they repair or replace the fence for safety reasons and to improve the
look of the area.
Set Next Meeting Date: The
next meeting date is set for April 25, 2014 at 12:00 pm.
There being no further business
to discuss, the meeting adjourned at 2:50 pm.
Lynn Hiott, LCAM and Michelle
Davis, CMCA, AMS, LCAM