|Minutes of the
Meeting of the Board of Directors for the
VILLAGE SQUARE OF TITUSVILLE CONDOMINIUM
AUGUST 23, 2013
Call to Order:
The meeting was called to
order at 2:30 pm by President Betty Conant. Thirteen residents attended.
Establish Quorum of Directors:
Board members present: President
Betty Conant Secretary Brenda Dowd and Treasurer Dennis Filler.
Approval of Prior Minutes:
Brenda motioned to approve
the minutes of the meeting held May 23, 2013 as written and posted on the
web site. Dennis seconded, all in favor.
Manager Michelle Davis reported
that as of July 31, 2013, the Association has $39,200 in the operating
account, with $7,850 in prepaid assessments, leaving an actual total of
$31,350 in operating funds. There is a total of $243,664 in the various
reserve accounts. We show a total of $41,153 in outstanding dues from residents
as of the end of last month, but one, #116 has been paid in full by the
bank ($4800) after much correspondence about the FL statute and having
the Association attorney tell us we were only entitled to $971.00. Over
$26K of the receivables balance is in two units that the Association has
taken back and is renting out. We are paying down the outstanding balance
by $400 each month with these tenants.
The Association has started
foreclosure action against #226 because of their refusal to follow the
payment plan the Board agreed to and bouncing the last check received.
Another two units are having problems paying, and we must send them to
the attorney since they are not making any payments at all now. Unit #255
is in bank foreclosure, but they are slow in making progress. We have $34,776
accrued to cover “bad debts”, and that should be sufficient.
The Association is $433 under
budget, working very hard at keeping expenses under control. They did spend
money on a new well and pump, but those expenses came from reserves.
Roof Cleaning Ratification:
When we met with the painter,
Ryan Bonner from Anchor Painting, he noted that a number of our roofs were
moldy. He noted that this actually cuts the life of the roof material,
so Michelle researched, obtained 2 written bids and the Board gave the
go ahead to have the three roofs completed this last week, before the painting
begins. That cost is $900 because they used our maintenance man and removed
$100 from the total for the five hours John worked with them. Brenda made
that motion, noting that it could come from roof reserves, if needed. Dennis
seconded, all in favor. Dennis recommended that for the next new roof installed,
we should research using a synthetic shingle instead of asphalt, since
the synthetic should not mold and deteriorate.
Update on Painting Start
We have confirmed that the
work will begin August 27th, by pressure washing 1765, 1785, and 1795 Harrison.
This should take one to two days and then painting will start.
Rules / Amendment Committee
The committee of Evelyn
Bourke and Dolores McDowell took the time to look at problem areas in the
rules and came up with changes to Pets, Noise, Pool Rules and Leasing Requirements.
Regarding pets, they felt
all owners with pets should be charged a $20 fee if excrement is found
on the common elements. Manager stated that we must have proof of who is
not cleaning up before billing anyone, so recommended the “Doggie DNA”
testing, which would require all pet owners to pay the initial $30 fee
and have their pet’s mouth swabbed. When poop is found in the common areas,
it will be sent in for testing. This ensures the violating owner is accurately
found, and that offender would then pay the current cost of $50 for the
It was explained that all
rule changes will go to the attorney to ensure we can legally enforce the
rules, and then they will be mailed to all owners for input before the
Board decides to enact them.
Dennis noted that a couple
of owners have circumvented the leasing process, and it caused an uproar
in the neighborhood. There has to be some monetary ramification for those
who do not honor the minimum 10 day approval process. There was discussion
of fining owners $500 if they do not follow the process. They also wanted
it known that if a tenant is not approved in advance, they will be unapproved
completely and must move out immediately.
There was also wording to
disallow any Section 8 Housing applicants, or those deemed not appropriate
for condominium living. Manager said this could cause lawsuits of discrimination.
Many owners felt manager was wrong, because the current rules allow the
Board to disapprove anyone they want for any reason. The attorney will
be asked for appropriate wording and to explain the Board’s power.
Because fining requires a
committee of non-Board members, Geraldine Pope offered to serve. Two others
also offered, so the attorney will be told they are in place and ready
Yard Sale Request:
Resident Sarah Fraser spent a lot of time putting together questions and
options for having a condo-wide “garage sale”. Some were against it, believing
it would bring in people who might want to “case” the place, and that parking
would be an issue. The Board took a poll of those present, and 9 were in
favor and 4 were against having these sales.
Sarah was asked to put together
a final version of the pros of doing this, and other members will help
going door to door asking for opinions and signatures on whether to go
forward with this. Dennis stated that if this is to go forward, Sarah would
have to be in charge of managing all of the concerns and issues that might
come up. She agreed.
Update on Security Lighting:
The first bid from Brevard
Electric was for $865.00. A second bid came in from a friend of John’s,
at over $200 in savings, but he does not have worker’s compensation insurance.
A third bid was requested, because the Board felt that with this type of
work, we need a warranty and real worker’s comp insurance.
Receipt of Owner Interest
in Serving on Board:
Dennis said he was happy
to say that we now have 5 legitimate parties willing to serve on the board,
after going seven months with no one else willing to serve. Those interested
in serving are: Linda Beckwith, Felicia Cardone, Mark Novella, (but a resident
attending the meeting said he had changed his mind and was too busy), Evelyn
Bourke and Sarah Fraser. Dennis said it will be wonderful to have a 5 person
board, but he wants the sitting Board to interview each of them before
making a decision, so this was tabled until the next Board meeting. Some
in the audience vocally dissented waiting. Dennis said that the Board is
currently a 3 person board and there must be an odd number of members,
per the governing documents. He said the Board will interview each prospect
as part of the process, but are not prepared to do that today.
He asked that everyone recognize
that this is a voluntary board and that they serve the community on their
“own time and own dime”, so instead of contention, please allow the Board
to follow their process. He reiterated that he is very happy to see people
willing to serve with the current Board, but wants to follow a fair process
in their decision-making.
Geraldine Pope said that
all the complaints that are brought up at meetings should be started before
the meeting by writing a letter to the Board and asking for their help
in rectifying a problem. Going through the “process” before taking it up
at a Board meeting would help speed things up.
Bob McDowell said we waste
money on having a maintenance man. Dennis said that John’s hours have been
cut to 25 per week, and we believe this should be sufficient to get the
work done, but that a complex this size does need maintenance personnel.
Dennis noted that at the
last meeting, an “Interview Committee” was discussed. It seems that there
is now a 3 person committee to get this started: Dennis Filler, Geraldine
Pope and Linda Beckwith. They will interview new owners and new tenants,
to ensure that they know all the rules and responsibilities of living in
a condo environment. Manager will take the first step of obtaining the
credit and background check, and then face to face communication should
help smooth out any problems with new residents.
There being no further business
to discuss, the meeting adjourned at 3:36 pm.
Michelle Davis, CMCA, AMS,