Greenbriar of Citrus Hills BOD Meeting Minutes January 10, 2017

The meeting was called to order at 10:00 a.m. by Gerry Jones, President. Also in attendance were: Spiro Colivas and Nancy Deyeso. Megan Barker, CAM and Linda Ames, was also present. A quorum of the Board has been established.

Resident Concerns: Numerous homeowners attended the meeting.

• Mr. Quinn (Bldg. 3 Unit 2B) – inquired about enclosing the upstairs screen area with glass and installing a storm door. There have been similar approvals made throughout the Condo Assoc.; however, Mr. Quinn would still be required to submit his plans and what the finished product will look like in order to receive approval from the Board/ACB.

• Mrs. King (Bldg. 20 Unit 1A) – has a hibiscus plant she would like to plant along the walkway leading to her unit. She may install the plant as long as it does not interfere with the lawn maintenance contracted by the Assoc. and the homeowner maintains the plant. She also requested the corner “bush” by her unit be removed. Joe will look at the bush to determine if it will deter from the overall landscaping and if it can be removed.

• Mr. Mayhew (Bldg. 19 Unit 2B) – never received communication from the Assoc. regarding the conversion of Bosshardt to VSC. A coupon book as well as a welcome letter from VSC was sent to all owners when Bosshardt transferred the files to VSC. If the owner has an out of state address and it is being forwarded back to the GB address, that is why it has taken longer, but everyone in the community received a coupon book and welcome letter introducing VSC and the CAM. Board also included an information sheet for unit owners to fill out and return to VSC in order to update information on file.

• Bldg. 3 Unit 1A – homeowner asked about recycling for the Condo’s and if a notice could be sent to the owners asking for them to recycle more. Recycling is on Wednesday and the recyclables in blue bags must be placed at the end of the driveway on the nearest street for the men to pick up.

• Mr. Maybin (Bldg. 19 Unit 1B) – asks that tenants are made aware when they move out they are not permitted to leave their trash out because it could be a few days before the trash is picked up and critters could easily get into the trash causing a mess. Also to remind owners/ renters not to leave trash outside the gate where the dumpsters are located after hours or on weekends when the gate is locked.

Appointment of New Board Members:

There will be five open positions for the Board of Directors for 2017. Since there were no records as to date and length of appointments of the current Board, VSC proposed that the terms will be staggered and will be determined after the upcoming Annual Meeting. Intent to Run forms/ First Notice of the Annual Meeting will go out towards the end of the month.

Maintenance report given by Joe Henry:

• The deck on certain units located in Building 1 and 3 needs to be replaced: Joe suggests composite wood to be placed as it seals better and lasts 15 years. They have colors to match the existing decks in Greenbriar. Joe presented a proposal for the deck replacements and this work will be bid out and reviewed at the next meeting.

Board agreed that if color samples can match existing decking, that we begin transitioning to composite from lumber wherever possible for cost-effectiveness and better maintenance.

• Issues with the new compressor for the fresh water plant have been resolved.
• Electrical issues on both plants should be completed within the next two weeks.
• Most of the stairs are in need of replacing. Stringers have been patched to mask rotted wood.
• Top railing has been replaced on Building 15.
• Irrigation is working well; however, there is an area in front of Building 12 where irrigation is not working. The problem is being corrected.
• Bad light poles are an ongoing issue and are still being replaced.

o Homeowner asked if the “boom” at the water tank is being replaced. When it happens, the whole condo shakes for a long time. The issue is the variable speed pump and to replace it would be very expensive and not an easy fix. Joe is meeting with the electrician in the next coming weeks and will discuss this issue with him to come up with a solution.

Board Members Concerns:

• Email addresses – Board would like to acquire as many as emails as possible from the owners in the community. As stated during resident concerns, emails have been requested at of the overall information sheet included with the 2017 coupon book mailing.

• Oleander plantings – Jerry Mann has submitted a proposal for plantings around the plant to block the view of unit owners as well as planting additional plants throughout the community. Board emphasized to ensure existing irrigation/ sprinklers will be adequate once the new planting is installed. Motion was made by Spiro to approve Jerry Mann’s proposals for the new plantings around the plant and the community, seconded by Nancy. All were in favor and the motion passed. Plantings to be installed at the plant total $8,500.

• Notice of support dog – the letter received by the doctor’s office for the support dog has been tabled at this time since Gerry has not heard back from the doctor’s office. Board asked VSC to work on obtaining different form/ registration documentation being utilized by other associations.

• Attorney conversations with Spiro & Lauren Mirriam – Spiro discussed the Copp unit in detail with Attny. Lauren Mirriam and Spiro would recommend continuing with the Attorney and not settling on an amount for the heirs of the Copp Estate. Motion was made by Gerry to pursue this case and not settle with the heirs on a modest settlement price, seconded by Nancy. All were in favor and the motion passed. Megan will inform Lauren to move forward with the case. The Board also discussed the 3 properties currently with BMAK for past due assessments. Motion was made by Spiro to continue with the notice of intent to foreclose for 219 E. Hartford St. – 2A and to hold off on pursuing 333 E. Hartford – 2A as well as 400 E. Glassboro Ct. – 5B since Gerry is supposed to be meeting with the owner of the last two properties to discuss paying off the account, seconded by Nancy. All were in favor and the motion passed.

• Condo water – Spiro Colivas (300 E. Glassboro Ct – 4A) stated that the fridge filter clogs up with sediment every month and there is an extreme presence of metallic and chlorine taste in the water. It is prevalent in the ice as well. He has gathered ice from two other units from Hartford and the same issues do not appear in those. The timing for when the situation was noticeable was noticeable around the time of the water pump failure back in late September 2016. Other unit owners present that live close to the water pump stated that they too have noticed the same issues and have been forced to bottle water. Joe stated the water is tested – but at the farthest point from the pump to ensure adequate chlorination. At this time, the Board is not sure what route to take because a proper sampling of the water will be very difficult. This was explained by Spiro who had done research into the process and testing protocols. Joe will work on this and try to come up with a solution or a way to test the water.

Old Business:

• A registered letter will be sent to Van’s Lawn Maintenance regarding poor performance and other concerns from the Board.

• Leaves in gutters – handymen are taking care of but Megan will receive bids for the 3rd floor gutters as the Board does not want the handymen up that high cleaning the gutters. Spiro suggested Joe consider purchasing an extension wand to attach to the Associations power washer to be able to clean the gutters easier and without the need to have staff up on 3rd floor roofs. It was also discussed that the use of screening over the gutters may be causing more of a problem and hindering the natural “flushing” out of debris when it does rain and for staff to clean these out. Joe will let Board know if it is best to remove these from the gutter.

• Approval of Minutes – Motion was made by Gerry to approve the December 6th meeting minutes, seconded by Nancy. All were in favor and the motion passed.

New Business:

• Fixing trim around Essex tennis court – this is a low maintenance job and looks great.
• Driving on the grass – it has been reported that parents are parking and driving on the grass on the corner of Hartford and Citrus Hills Blvd waiting for their kids to get off the bus. The School District should be contacted to relocate the bus stop because they are currently stopping in a dangerous spot. Also, a sign or boulder will be looked at to install at the corner so parents will no longer be permitted to drive on Greenbriar grass.

With no other business to discuss, a motion was made by Spiro to adjourn the meeting at 11:30 a.m., seconded by Gerry, all in favor. Motion passed.

Submitted by: Megan Barker, CAM