|Minutes of the
Meeting of the Board of Directors for the
VILLAGE SQUARE OF TITUSVILLE CONDOMINIUM
October 18, 2013
Call to Order:
The meeting was called to
order at 12:00 pm by President Betty Conant. Twelve residents attended.
Establish Quorum of Directors:
Board members present: President
Betty Conant, Secretary Brenda Dowd and Treasurer Dennis Filler. Michelle
Davis and Lynn Hiott represented Reconcilable Differences. Attorney Frank
Ruggieri with The Ruggieri Law Firm P.A. was also in attendance.
Approval of Prior Minutes:
Brenda motioned to approve
the minutes of the meeting held August 23rd as written and posted on the
web site. Dennis seconded, all in favor.
Betty reported that there
was an owner who found a car that appeared to be abandoned and he contacted
the police. They came out to retrieve the vehicle and found that it had
been stolen and left onsite. It is now back with the owner. For his outstanding
performance in the community, the Board presented Joe Biggi with a small
token of appreciation and thanked him for his services.
Manager Michelle Davis reported
that as of September 30, 2013, the Association has $48,304 in the operating
account, with $6,675 in prepaid assessments, leaving an actual total of
$41,629 in operating funds. There is a total of $249,235 in the various
reserve accounts. We show a total of $37,150 in outstanding dues from residents
as of the end of last month. 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,
along with paying the current fees. We have $35,776 accrued to cover “bad
debts”, and that should be sufficient if and when banks finally foreclose
on their properties.
Guest Attorney Frank Ruggieri
with The Ruggieri Law Firm P.A. was introduced to assist the Board with
their Declarations and Bylaws.
Yard sale Request: Dennis
reported that at the last Board meeting, Sarah Fraser accepted the task
of getting the community to sign in support of having a yard sale and to
report this data back to the Board for them to discuss. However, Sarah
and her team chose to place announcements on residents’ doors stating that
the yard sale would occur October 18th. The Board then had to post notices
on the bulletin boards stating that this yard sale was not approved by
the Board and should not occur. Dennis asked the membership in attendance
who gave the authority to post these notices and move forward with the
yard sale. No one would come forward to accept this responsibility. Nonetheless,
this is why this subject is on the agenda. Several owners had the ability
to speak on why they felt the yard sale should be approved and several
owners spoke about not wanting to have the yard sale. A number of residents
were not aware that the yard sale was going to be open for anyone on the
outside of the community to come in, so this made some residents who live
by themselves very fearful.
A lot of discussion occurred
about how this yard sale could be supported by the majority of the owners.
Sarah’s group did present signatures in support of the yard sale and the
Board agreed to contact each of the signatures to verify their understanding
of the yard sale. The Board asked Attorney Frank Ruggieri about their right
to proceed with approving or disapproving the yard sale. Frank stated that
the Village Square Bylaws, 4.26 discuss the Board’s right to regulate common
elements like the lawns, sidewalks, etc. He stated that it is the Board’s
discretion to look at all the pros and cons of having such a sale and since
many residents have expressed their safety concerns about bringing in the
public that this should not be ignored. Another issue was brought up about
the Associations insurance and if the Board allowed this type of activity
to occur, then there was a strong chance that the liability insurance could
increase due to the liabilities of the public entering our grounds. The
Board agreed unanimously to post 2 signs today after the meeting to postpone
the yard sale. Any further requests for a yard sale are tabled until more
information is gathered and disseminated correctly to the residents.
Harassment Issues: Dennis reported
that owners have taken it upon themselves to leave harassing notes on doors
or vehicles, along with the many phone calls and knocks on the Board members’
personal doors. Dennis said that no owner should be knocking on their private
doors at any hour of the day to complain about association business. We
have a policy in place where owners can fill out an “Attention Form” either
online or in the office and the Board will receive these and assign what
needs to be accomplished. Frank spoke to the Board about what needs to
occur regarding harassment and he suggested that a policy be written and
adopted by the Board about items such as “conversational tone” that must
be adhered to, that voices cannot be elevated, and that if situations occur
that the Board needs to be aware of, then completing the Attention forms
we already have in place. He will write the needed documents for the Board
to adopt into their Rules and Regulations. Once the policy is in place,
there will be steps that will have to be taken to not allow someone to
cross those lines of harassment or annoyance. Frank reminded the residents
that the Board of Directors is not a “paid” job and that they were volunteers
and should not be disturbed at their residence or place of employment.
If the residents have something to share, just follow the procedure already
in place with the attention forms.
Approval of Proposed 2014 Budget
for mailing to owners: Michelle reported that after several hours of going
over the actual costs and expected expenditures in 2014, the Board was
able to keep the 2014 monthly association dues at the same rate they have
been for the 4 prior years, at $200 per month, per unit. Dennis made the
motion to accept the proposed 2014 budget and mail out to owners to look
at and discuss at the next meeting. Brenda seconded, all in favor.
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.
Paulette Guthrie asked why
we budgeted for a CPA review this year when the new Florida Statutes changed
the amounts and we are only required to complete a financial statement.
Michelle said she just realized how that statute will modify what financial
oversight is needed, and the budget will be changed to show the lower cost.
Prior to the approval meeting.
Set Next Meeting Date:
The next meeting date is
set for November 15th to approve the 2014 Budget. All unit owners will
receive a full copy of the draft budget and reserve analysis, along with
written justification for the numbers, at least 14 days before that meeting,
per Florida Statute.
There being no further business
to discuss, the meeting adjourned at 12:55 pm.
Lynn Hiott, LCAM
and Michelle Davis, CMCA, AMS, LCAM Reconcilable Differences,