|Minutes of the
Meeting of the Board of Directors for the
VILLAGE SQUARE OF TITUSVILLE CONDOMINIUM
Friday, April 25, 2014
Call to Order:
The meeting was called to
order at 12:00 pm by President Brenda Dowd. Six unit owners attended.
Establish Quorum of Directors:
Board members present: President
Brenda Dowd, Vice President Evelyn Bourke, Secretary Betty Conant, and
Director David Mark. Treasurer Dennis Filler was absent. Michelle Davis
and Lynn Hiott represented Reconcilable Differences.
Approval of Prior Minutes:
Betty motioned to approve
the minutes of the Board meeting held March 28, 2014 as written and posted
on the web site. Evelyn seconded, all in favor.
Manager Michelle Davis reported
that as of March 31, 2014, the Association has $46,027 in the operating
account, with $8,580 in prepaid assessments, leaving an actual total of
$37,447 in operating funds. There is a total of $258,262 in the various
reserve accounts. We show a total of $39,911 in outstanding dues from residents
as of the end of last month. The Association has foreclosed on and holds
title to three units. We have rented two of them so we are collecting rent
to lower the balances due before the banks foreclose on the units. Unit
255 has a bank’s foreclosure sale scheduled for the end of May. Units 238
and 122 are behind in their payments and we will be sending these to the
attorney to start the collection and foreclosure process. Unit 241 is on
a payment plan and Unit 210 will be paid within the week.
Through the first three months
of the year, the Association is $117 under budget. Mr. Mark asked what
was spent to date in legal fees. Michelle replied that $1,700 has been
spent in legal fees this year.
Camera at Pool: Evelyn reported
that she and John researched camera options on line and felt that the one
from Best Buy would be suitable with a sim card recording. Questions were
asked about the clarity of the camera, what the record time was and if
John was able to install it and connect it to the lights currently at the
pool to only record at night. Evelyn assured all that John was capable
of installing the camera and that the quality would be reviewed after installation.
If not a quality recording, the camera can be taken back to Best Buy for
an exchange. Evelyn motioned to purchase the camera from Best Buy for $159,
Betty seconded, all in favor.
Painting Buildings 1695, 1715,
and 1725: This was tabled for the next meeting to assure all bids were
in and could be discussed.
Roofs of Buildings 1695, 1725,
1785, and 1795: Management advised the Board that the roofs have a life
span of 20 years and they are only 15 years old, and that the report from
Alron said no roofs look like they need to be replaced, only repairs were
needed on a few. Mr. Mark felt that replacing before there were problems
is better than after water intrudes. A discussion ensued. Mr. Mark will
review the Alron report, and one of the four bidders, Total Home Roofing,
will be asked to come to the next Board meeting to discuss their bid and
their opinion on the roofs’ life spans.
Amendment Language Discussion
(Reduce 2/3rd): Mr. Mark motioned to mail out amendment ballots to all
owners, with wording requiring that after a quorum of owners is established
(53 units), with the affirmative vote of 2/3rds of those owners voting,
an amendment can be passed. All agreed to have this rewritten by
the attorney and sent as a mail away ballot, meeting in 90 days to adopt
if enough positive votes are received (currently 69 positive unit votes
are needed). Betty seconded the motion, all were in favor.
Rules and Regulations: Management
explained that the Rules and Regulations went out to membership with the
annual meeting packages. There were a few minor changes suggested and discussed
today. These minor changes will be noted in the upcoming newsletter to
inform membership. Betty made the motion to approve and accept the Rules
and Regulations with the minor changes as discussed and adopt the new Rules.
Brenda seconded, and all were in favor. Management asked about the registration
of the pet rules and the DNA testing. The Board all agreed to the need
for all pet owners to register their pets with the office, but to not yet
start the DNA testing process.
Guest/Visitor Form: Evelyn stated
that in working with management, they were able to define a one-page form
that would be used for visitors staying more than 2 days, as many people
have friends and relative visit when the owner is not on site. This form
does not require a background check and no fees are required, but it helps
the Association know who is onsite as a guest versus those who are walking
through the property without living there. The completed forms will be
placed in the unit files. Copies of this form will be available in the
clubhouse and on the website. The Board requested that this form and the
pet registration form be sent with the amendment vote to inform all owners.
Slab leaks: Evelyn reported
that there have been numerous slab leaks lately. Pipes are at the end of
their lifespans. She asked to ratify the expenses of the last few slab
leaks that had to be repaired between meetings by All Brevard Plumbing:
January 7 $867.13 (#116) April 10 $571.19
(#202) March 12 $711.91 (#101) We have just
started using Taylor Plumbing, and they completed the re-piping of both
the upper and lower units #127 and #227 at a cost of $1500.00, although
they said they would honor that bid, but in the future it would be more.
Brenda motioned to ratify these slab leak repair costs, a total of $3650.23
to come from Water Pipe Reserves, and to approve that future slab leak
repairs also come from reserves. Betty seconded. Evelyn said that in the
past, a slab leak was not completely re-routed as a final fix until it
leaked twice. In order for the Board to act preventively, she recommends
that when a slab leak is found, both the upper and lower units be re-routed
so damage does not happen twice. Votes on this: All in favor. Evelyn will
also get a quote from Taylor Plumbing for owners to know how much it would
cost to replace their wax rings under the toilets. Due to the age of most
of the toilets, the wax rings are leaking, causing damage into units below
them, and need to be replaced. This information will be included in the
Guthrie’s Complaint to DBPR:
Michelle reported that a unit owner filed a complaint with the Department
of Business and Professional Regulations (DBPR) because of the work done
in 2012 to the “west wall”, which she felt was owned by Spanish Oaks, so
Village Square misused their association funds to make the repairs. The
amount of time and effort it has taken to do the research, along with attorney
fees to reply to DBPR, is costly to the association, especially since a
response from the attorney was already sought and read at the annual meeting,
stating that the Board acted responsibly in repairing the Village Square
side of the wall. Since that was not enough for her, this new complaint
has been turned over to our legal counsel to reply to DBPR and we will
receive a response from DBPR within 30 days. The complainant owner spoke
up to state that what was in question was not the repairs to the wall but
why the Association felt the need to include “Spanish Oaks” name in the
2014 Budget. Michelle responded that the prior Board accepted the wording
“west wall – Spanish Oaks” to help owners know exactly which wall was being
funded. Mr. Mark suggested that our legal counsel write up an agreement
between both associations that stated that the side facing each association
would be maintained by that association. Lynn will ask the attorney for
his opinion on doing this.
An owner commented that
a downstairs unit #136 has 4 cats and a bird, and that the litter box on
their porch has a foul stench emanating up and affecting the neighbors
in their enjoyment of their outside porch. Management will write a letter
explaining that only 2 animals are allowed at Village Square and that the
litter box has to be maintained or they could lose the right to have any
animals at Village Square.
An owner commented that her
grandchildren have been yelled at repeatedly for riding their skateboards
up the curbs of the landscape and she felt that was not fair because children
need a place to play. All agreed that children have a rights to ride their
skateboards, but not up the curbs and into the mulch and plants.
Curbs cannot be used
as skateboard ramps.
Set Next Meeting Date:
The next meeting date is set for June 27, 2014 at 12:00 pm.
There being no further business
to discuss, the meeting adjourned at 1:21 pm.
Lynn Hiott, LCAM and Michelle
Davis, CMCA, AMS, LCAM