INDIALANTIC VILLAS ASSOCIATION, INC.

Board Meeting March 18, 2024 at 5:30 pm

Indialantic Town Hall  216 5th Avenue Indialantic, FL 32903 

AGENDA 

(1) Meeting called to Order 

(2) Quorum Determination 

(3) Approval of minutes of Feb. 28, 2024 meeting

(4) Old Business

Topic 1: Review proposal to prepare the 2023 tax return by CPA – Wm. Jackson Co.

Topic 2: Reviewing, approving or tabling, till next board meeting, the various maintenance projects that have been identified and provided estimates for :

a. Replacing electrical panels on two buildings, 5-8 and 41-44;

b. Resurface the stairwell of unit 24 and 26 with high skid resistant coating;

c. Resurface the stairwell of unit 38 and 40 with high skid resistant coating;

d. Repairs on balcony of unit 40;

e. Repairs on balcony of unit 26;

f. Repair soffit outside of stairwell of unit 18 and 20;

g. Repair cracks on balcony of unit 46;

h. Repair parking lot pavement at curve in south pavement area;

i. Repair irrigation zones on south end of property;

j. Reseal the window areas on units above unit 21, 33 and 39 due to leaks.

(5) New Business 

Review of transition to Vesta and clarification of policies for interactions 

Suggested topics to place on the agenda for Member Meeting on April 11, 2024

Open discussion

(6)  Adjournment 

INDIALANTIC VILLAS ASSOCIATION, INC.

Budget Meeting

December 5, 2023 at 6:00 pm

Indialantic Town Hall 

216 5th Avenue Indialantic, FL 32903 

AGENDA 

(1) Meeting called to Order 

(2) Quorum Determination 

(3) Approval of minutes 

(4) Budget Update and Summaries 

(5) Approval of a 2024 Budget (Assessments will be discussed to fund the 2024 Budget) 

(6) Old Business 

(7) New Business 

(8) Adjournment 

Note: Any changes or adjustments can be made at the meeting

Indialantic Villas Board Meeting

Monday, Nov. 6 at 5pm     Indialantic Town Hall 

The primary objectives of the meeting are to share with owners the following topics:                                                          

   Present the current 2023 financial status of the association;

   Discuss approaches for crafting a reasonable 2024 budget.

You can view documents related to budgets of past years, 

the current year and the draft of the proposed budget for 2024 

at the web site indialanticvillas.com under the Minutes and  Documents menu area.

Call to Order

Roll Call

Proof of Notice

New Business: 

· Review the current 2023 budget expense levels

· Identify potential year-end status of actual expenses for 2023

· Review, compare and discuss the proposed 2024 budget and identify the funding strategies

· Proposal for the 2024 projected budget and its funding strategy

· Proposal for an expense management procedure for final months of 2023 

Adjournment

The meeting to approve the 2024 budget will be December 5. 

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

Board of Directors Meeting

 AUGUST 28TH, 4:30 PM

Community Pool 

1145 N Shannon Ave Indialantic, FL 32903

New Business: 

· Vote to approve inspection by structural engineer of balconies for two units, unit 40 and ...

· Vote to change to a new irrigation company.  

 Hello Indialantic Villas Condo HOA Members,
We would like to give an update and a few reminders.

• Our condo insurance for 2022 was $61,167.  Our 2023 increase that began in early July is now $102,149, which increased by roughly $40,982.  The board will be looking at various options to pay for the increase, which would be approximately an annual cost of $854 per unit.  We will be conducting a budget review and want to make owners aware of the steep increase that we have no choice but to work with, given the state of the insurance market. 
• Please follow the rules for community pool use.
• If you have any questions or concerns, please contact our management office, Advanced Property Management, at 321-636--4889.  
• We have a website where you can find information and an email link for the board. www.indialanticvillas.com

Thank you,   Indialantic Villas Board Members

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Board of Directors Meeting

June 30, 2023 at 5 PM  in Indialantic Town Hall (small room)

Call to Order

Roll Call

Proof of Notice

Review and Approval of last meeting minutes

Unfinished and New Business: 

· Review, compare and discuss the quotes for property insurance for July 2023 through June 2024

· Proposal for selection of a Property Insurance Coverage provider for July 2023 through June 2024 from quotes available

· Discuss strategies for covering the unplanned increase in property insurance in the calendar year 2023 budget

· Review issues of maintenance 

1. Pool shower drip/leak repair needed
2. Norfolk Island Pine removal bids and schedule
3. Rubber Tree removal agreement and schedule
4. Balcony water retention and flow – 

•          Identify owner or association responsibility for adjustment
•          Identify balconies with threshold non-compliances
•         Identify possible solution strategies and solicit bids
•         Prioritize order of work if scheduled

       5. Water accumulation in north parking area and the area in front of units 35 and 37

                    § Identify possible solution strategies

                    § Obtain bids for each strategy and each area separately

      6. Discuss the permanent solution to water intrusion with units #13-#16 for stucco repair and painting and follow up on the window replacement letters to the unit owners.

     7. Covering weep holes along edge of building roofs to stop birds from nesting but still allow ventilation and drainage

     8. Continue Rust-proof painting of electrical panels

 Discuss strategies for reducing expenses including current contracts and other items of      maintenance for calendar year 2023 budget

             o Consider new landscape maintenance contract

             o Consider adjusting the rodent control service frequency to quarterly from monthly

             o Consider adjusting the lawn spraying service to less frequently

            o Consider postponing balcony adjustments till January 2024 – better weather and new budget

· Reassignment of Treasurer position 

Adjournment  

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

Board of Directors Meeting

  June 14, 2023 – 4:30 PM

Community Pool- 1145 N Shannon Ave Indialantic, FL 32903

Call to Order

Roll Call to Establish Quorum

Proof of Notice:  

Old Business 

1. Irrigation system  update

2. Leaks in Units update, bids and owner responsibilities

3. Problematic trees on site and their removal strategy

New Business 

Topics presented by attending board members

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Board of Directors Meeting

May 31, 2023  at   5 PM in  Indialantic Town Hall 

Call to Order

Roll Call

Proof of Notice

Review and Approval of last meeting minutes

New Business: 

· Proposal for selection of Irrigation System service provider 

· Review and discuss the pending increase in property insurance for July 2023 to 2024

· Discuss strategies for covering the unplanned increase in property insurance in the calendar year 2023 budget

· Discuss strategies for reducing expenses including current contracts and other items of maintenance for calendar year 2023 budget

· Discuss changing the agreement with Advanced Property Management to ‘financials only’ and have the association ‘self manage’ the other services currently provided by APM

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Special Board of Directors Meeting

   May 17, 2023 6 PM

  Community Pool 

  1145 N Shannon Ave Indialantic, FL 32903

New Business: 

· Appointment/Nomination Director

· Review and revise checklist of on-going maintenance and repairs to be made.

· Review current bids and list bids we are still awaiting.

Announcement

Date: May 3, 2023

Time: 5:30pm till 7:30pm

Location: Meeting Room at Indialantic Town Hall

Electrical boxes outside each building will be replaced as needed by Gault Electric.  Work will proceed according to this plan.   Exact dates will be scheduled and communicated to each building individually.  This work has been postponed in light of the COVID-19 situation to avoid impacting residents who are working from their homes.

Announcement for INDIALANTIC VILLAS ASSOCIATION, INC.

Board Meeting

January 16, 2024 at 5:30 pm

Indialantic Town Hall meeting room

Indialantic, FL 32903 

AGENDA 

(1) Meeting called to Order 

(2) Quorum Determination 

(3) Approval of Minutes of Jan. 3, 2024 meeting

(4) A second consideration and vote of the proposal to terminate the service agreement with Advanced Property Management. A discussion period will provide the attendees the opportunity to express their position on this issue prior to the vote by the board. 

(5) A review of the proposals from the possible new property management firms from a short list of three candidate firms.  A proposal can be made and a vote can be taken to formalize the selection.

a. A & E Property Solutions

b. CAM Mgt LLC

c. Vesta Property Services

(6) A review of important maintenance projects and a setting of a dollar amount to devote to each (based on current quotes) and a setting of the time period when the work would be planned. A proposal can be made and a vote can be taken to formalize the costs and time factors.

(7) Old Business 

(8) New Business 

(9) Adjournment 

Indialantic Villas Board Meeting

Monday, Nov. 6 at 5pm     Indialantic Town Hall 

The primary objectives of the meeting are to share with owners the following topics:                                                          

   Present the current 2023 financial status of the association;

   Discuss approaches for crafting a reasonable 2024 budget.

You can view documents related to budgets of past years, 

the current year and the draft of the proposed budget for 2024 

at the web site indialanticvillas.com under the Minutes and  Documents menu area.

Call to Order

Roll Call

Proof of Notice

New Business: 

· Review the current 2023 budget expense levels

· Identify potential year-end status of actual expenses for 2023

· Review, compare and discuss the proposed 2024 budget and identify the funding strategies

· Proposal for the 2024 projected budget and its funding strategy

· Proposal for an expense management procedure for final months of 2023 

Adjournment

The meeting to approve the 2024 budget will be December 5. 

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

Board of Directors Meeting

 AUGUST 28TH, 4:30 PM

Community Pool 

1145 N Shannon Ave Indialantic, FL 32903

New Business: 

· Vote to approve inspection by structural engineer of balconies for two units, unit 40 and ...

· Vote to change to a new irrigation company.  

 Hello Indialantic Villas Condo HOA Members,
We would like to give an update and a few reminders.

• Our condo insurance for 2022 was $61,167.  Our 2023 increase that began in early July is now $102,149, which increased by roughly $40,982.  The board will be looking at various options to pay for the increase, which would be approximately an annual cost of $854 per unit.  We will be conducting a budget review and want to make owners aware of the steep increase that we have no choice but to work with, given the state of the insurance market. 
• Please follow the rules for community pool use.
• If you have any questions or concerns, please contact our management office, Advanced Property Management, at 321-636--4889.  
• We have a website where you can find information and an email link for the board. www.indialanticvillas.com

Thank you,   Indialantic Villas Board Members

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Board of Directors Meeting

June 30, 2023 at 5 PM  in Indialantic Town Hall (small room)

Call to Order

Roll Call

Proof of Notice

Review and Approval of last meeting minutes

Unfinished and New Business: 

· Review, compare and discuss the quotes for property insurance for July 2023 through June 2024

· Proposal for selection of a Property Insurance Coverage provider for July 2023 through June 2024 from quotes available

· Discuss strategies for covering the unplanned increase in property insurance in the calendar year 2023 budget

· Review issues of maintenance 

1. Pool shower drip/leak repair needed
2. Norfolk Island Pine removal bids and schedule
3. Rubber Tree removal agreement and schedule
4. Balcony water retention and flow – 

•          Identify owner or association responsibility for adjustment
•          Identify balconies with threshold non-compliances
•         Identify possible solution strategies and solicit bids
•         Prioritize order of work if scheduled

       5. Water accumulation in north parking area and the area in front of units 35 and 37

                    § Identify possible solution strategies

                    § Obtain bids for each strategy and each area separately

      6. Discuss the permanent solution to water intrusion with units #13-#16 for stucco repair and painting and follow up on the window replacement letters to the unit owners.

     7. Covering weep holes along edge of building roofs to stop birds from nesting but still allow ventilation and drainage

     8. Continue Rust-proof painting of electrical panels

 Discuss strategies for reducing expenses including current contracts and other items of      maintenance for calendar year 2023 budget

             o Consider new landscape maintenance contract

             o Consider adjusting the rodent control service frequency to quarterly from monthly

             o Consider adjusting the lawn spraying service to less frequently

            o Consider postponing balcony adjustments till January 2024 – better weather and new budget

· Reassignment of Treasurer position 

Adjournment  

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

Board of Directors Meeting

  June 14, 2023 – 4:30 PM

Community Pool- 1145 N Shannon Ave Indialantic, FL 32903

Call to Order

Roll Call to Establish Quorum

Proof of Notice:  

Old Business 

1. Irrigation system  update

2. Leaks in Units update, bids and owner responsibilities

3. Problematic trees on site and their removal strategy

New Business 

Topics presented by attending board members

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Board of Directors Meeting

May 31, 2023  at   5 PM in  Indialantic Town Hall 

Call to Order

Roll Call

Proof of Notice

Review and Approval of last meeting minutes

New Business: 

· Proposal for selection of Irrigation System service provider 

· Review and discuss the pending increase in property insurance for July 2023 to 2024

· Discuss strategies for covering the unplanned increase in property insurance in the calendar year 2023 budget

· Discuss strategies for reducing expenses including current contracts and other items of maintenance for calendar year 2023 budget

· Discuss changing the agreement with Advanced Property Management to ‘financials only’ and have the association ‘self manage’ the other services currently provided by APM

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Special Board of Directors Meeting

   May 17, 2023 6 PM

  Community Pool 

  1145 N Shannon Ave Indialantic, FL 32903

New Business: 

· Appointment/Nomination Director

· Review and revise checklist of on-going maintenance and repairs to be made.

· Review current bids and list bids we are still awaiting.

Announcement

Date: May 3, 2023

Time: 5:30pm till 7:30pm

Location: Meeting Room at Indialantic Town Hall

Electrical boxes outside each building will be replaced as needed by Gault Electric.  Work will proceed according to this plan.   Exact dates will be scheduled and communicated to each building individually.  This work has been postponed in light of the COVID-19 situation to avoid impacting residents who are working from their homes.

The homeowners have approved the measure with a majority vote of 32 approvals to switch to the "pooled" method of reserved funding.  Space Coast Property Management accounting department will handle converting over from the old "component" method.  The pooled method gives the board the flexibility to cover expenses for any of the reserve assets by allowing projects to be completed in order of need at the time the need arises.  

 Wind Mitigation inspections have been performed for all units and are available to send to your insurance company.   Contact Advanced Property Management for a copy of your specific building report. 

Structural repairs were completed to the porch of unit 13  and balcony of unit 14.  There was an ongoing problem with extensive cracking as well as water damage due to leaking from the balcony onto the porch below.  The board hired a licensed structural engineer to determine the cause.   Michael Hoffman from Advanced Engineering Consultants provided us with the initial report and Dan Bendix with DiPenta Enterprises, LLC performed the follow-up analysis.  They determined that the supporting column had to be stabilized with a new footer and the concrete lintel in the support beam had to be replaced in order to prevent further shifting and cracking of the balcony.   The balcony floor was also leveled and sealed.   The repair work was performed by Dale Koch, LLC. 

Indialantic Villas Board Meeting

Monday, Nov. 6 at 5pm     Indialantic Town Hall 

The primary objectives of the meeting are to share with owners the following topics:                                                          

   Present the current 2023 financial status of the association;

   Discuss approaches for crafting a reasonable 2024 budget.

You can view documents related to budgets of past years, 

the current year and the draft of the proposed budget for 2024 

at the web site indialanticvillas.com under the Minutes and  Documents menu area.

The full agenda will be posted Thursday .

The meeting to approve the 2024 budget will be December 5. 

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

Board of Directors Meeting

 AUGUST 28TH, 4:30 PM

Community Pool 

1145 N Shannon Ave Indialantic, FL 32903

New Business: 

· Vote to approve inspection by structural engineer of balconies for two units, unit 40 and ...

· Vote to change to a new irrigation company.  

 Hello Indialantic Villas Condo HOA Members,
We would like to give an update and a few reminders.

• Our condo insurance for 2022 was $61,167.  Our 2023 increase that began in early July is now $102,149, which increased by roughly $40,982.  The board will be looking at various options to pay for the increase, which would be approximately an annual cost of $854 per unit.  We will be conducting a budget review and want to make owners aware of the steep increase that we have no choice but to work with, given the state of the insurance market. 
• Please follow the rules for community pool use.
• If you have any questions or concerns, please contact our management office, Advanced Property Management, at 321-636--4889.  
• We have a website where you can find information and an email link for the board. www.indialanticvillas.com

Thank you,   Indialantic Villas Board Members

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Board of Directors Meeting

June 30, 2023 at 5 PM  in Indialantic Town Hall (small room)

Call to Order

Roll Call

Proof of Notice

Review and Approval of last meeting minutes

Unfinished and New Business: 

· Review, compare and discuss the quotes for property insurance for July 2023 through June 2024

· Proposal for selection of a Property Insurance Coverage provider for July 2023 through June 2024 from quotes available

· Discuss strategies for covering the unplanned increase in property insurance in the calendar year 2023 budget

· Review issues of maintenance 

1. Pool shower drip/leak repair needed
2. Norfolk Island Pine removal bids and schedule
3. Rubber Tree removal agreement and schedule
4. Balcony water retention and flow – 

•          Identify owner or association responsibility for adjustment
•          Identify balconies with threshold non-compliances
•         Identify possible solution strategies and solicit bids
•         Prioritize order of work if scheduled

       5. Water accumulation in north parking area and the area in front of units 35 and 37

                    § Identify possible solution strategies

                    § Obtain bids for each strategy and each area separately

      6. Discuss the permanent solution to water intrusion with units #13-#16 for stucco repair and painting and follow up on the window replacement letters to the unit owners.

     7. Covering weep holes along edge of building roofs to stop birds from nesting but still allow ventilation and drainage

     8. Continue Rust-proof painting of electrical panels

 Discuss strategies for reducing expenses including current contracts and other items of      maintenance for calendar year 2023 budget

             o Consider new landscape maintenance contract

             o Consider adjusting the rodent control service frequency to quarterly from monthly

             o Consider adjusting the lawn spraying service to less frequently

            o Consider postponing balcony adjustments till January 2024 – better weather and new budget

· Reassignment of Treasurer position 

Adjournment  

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

Board of Directors Meeting

  June 14, 2023 – 4:30 PM

Community Pool- 1145 N Shannon Ave Indialantic, FL 32903

Call to Order

Roll Call to Establish Quorum

Proof of Notice:  

Old Business 

1. Irrigation system  update

2. Leaks in Units update, bids and owner responsibilities

3. Problematic trees on site and their removal strategy

New Business 

Topics presented by attending board members

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Board of Directors Meeting

May 31, 2023  at   5 PM in  Indialantic Town Hall 

Call to Order

Roll Call

Proof of Notice

Review and Approval of last meeting minutes

New Business: 

· Proposal for selection of Irrigation System service provider 

· Review and discuss the pending increase in property insurance for July 2023 to 2024

· Discuss strategies for covering the unplanned increase in property insurance in the calendar year 2023 budget

· Discuss strategies for reducing expenses including current contracts and other items of maintenance for calendar year 2023 budget

· Discuss changing the agreement with Advanced Property Management to ‘financials only’ and have the association ‘self manage’ the other services currently provided by APM

INDIALANTIC VILLAS CONDOMINIUM ASSOCIATION, INC.

 Special Board of Directors Meeting

   May 17, 2023 6 PM

  Community Pool 

  1145 N Shannon Ave Indialantic, FL 32903

New Business: 

· Appointment/Nomination Director

· Review and revise checklist of on-going maintenance and repairs to be made.

· Review current bids and list bids we are still awaiting.

Announcement

Date: May 3, 2023

Time: 5:30pm till 7:30pm

Location: Meeting Room at Indialantic Town Hall

Electrical boxes outside each building will be replaced as needed by Gault Electric.  Work will proceed according to this plan.   Exact dates will be scheduled and communicated to each building individually.  This work has been postponed in light of the COVID-19 situation to avoid impacting residents who are working from their homes.

The homeowners have approved the measure with a majority vote of 32 approvals to switch to the "pooled" method of reserved funding.  Space Coast Property Management accounting department will handle converting over from the old "component" method.  The pooled method gives the board the flexibility to cover expenses for any of the reserve assets by allowing projects to be completed in order of need at the time the need arises.  

 Wind Mitigation inspections have been performed for all units and are available to send to your insurance company.   Contact Advanced Property Management for a copy of your specific building report. 

Structural repairs were completed to the porch of unit 13  and balcony of unit 14.  There was an ongoing problem with extensive cracking as well as water damage due to leaking from the balcony onto the porch below.  The board hired a licensed structural engineer to determine the cause.   Michael Hoffman from Advanced Engineering Consultants provided us with the initial report and Dan Bendix with DiPenta Enterprises, LLC performed the follow-up analysis.  They determined that the supporting column had to be stabilized with a new footer and the concrete lintel in the support beam had to be replaced in order to prevent further shifting and cracking of the balcony.   The balcony floor was also leveled and sealed.   The repair work was performed by Dale Koch, LLC.