Westwood Homeowners Association 10-16-2008 Meeting Summary

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Westwood Homeowners Association, Inc.A Florida Condominium1440 Ocala Road, Tallahassee, FL 32304

Meeting of the Board of DirectorsOctober 16, 2008, at 7:15 PMat the Westwood Clubhouse

AGENDA

I. Call to Order William Graham, PresidentII. Roll Call Jeff Clotfelter, Secretary______William Graham, President______Jeff Clotfelter, Secretary______Leo Rotan, Vice President______Sheila Chitty, Treasurer______Darrin Jones, Assistant SecretaryIII.

Proof of Notice Bill Graham, PresidentIV.

Approval of Minutes from September 18, 2008 Meeting Jeff Clotfelter, SecretaryV. Officers’ and Committee ReportsA. Officers Reports

•

President – William Graham

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Treasurer -- Sheila ChittyB. Manager’s Report – Phyllis GrahamC. Committee Reports

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Landscaping/Tree Committee – Gloria Rotan

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Lighting Committee – Leo RotanVI. Old Business:A.

Handbook: member comments received to date.B.

Consideration of drainage work at units 406 and 504 --C.

Consideration of roof repairs.D.

Consideration of deck repairs/replacements.E.

Consideration of Clubhouse drainageVII. Residents Comments and Proposals

VIII. New BusinessA.

Consideration of hiring plumber to inspect beneath raised units for water leaks.B.

Consideration of landscaping contract.C.

Consider hiring Action Labor for cleanup day (under raised units; pool area and furniture; lightglobes)D.

Proposal of items for next agenda.IX. Adjournment

Meeting of the Board of DirectorsSeptember 18, 2008, at 7:15 PMat the Westwood Clubhouse \ PRESIDENT’S REPORT

F.

Consideration of stucco removal & replacement

– unit 505

Get both bids & copy for Board

G.

ALSO NOTE ABOUT 218 AND $1800 BID. IF NEEDEDH.

Restoration of patio fence to original location -- unit 205

Call Mary re no Board minutes

I.

LETTER TO DBPR RE TILING OF PATIOJ.

Consideration of policy on use of Westwood equipment. CHECK WITH WADE SHIPIRO RELIABILITYK.

Restoration of patio fence to original location -- unit 205

Call Mary re no Board minutes

L.

Consideration of prevention measures for future Clubhouse flooding ? Additional estimate?Pool drain?

1. Unit 219 status re a/c:

any response to letter? What is next step?

2.

Unit 412 Decks – status of decks and owner3.

Jett Builders has provided construction specifications for deck construction (cost: $125) so thatbids from other contractors will be based on same quality construction.4.

Dryer vents for 3-bedroom flats. City said venting into the attic is a violation of current code, asource of damage to roof materials and a fire hazard; DBPR says that the statutes do not a

ddressforcing owners to fix. City of Tallahassee Fire Department (Fire Prevention) says it is a verydefinite fire hazard. Will send letter to each owner requesting that they determine the status of their unit’s dryer vents and installing correct venting as soon as possible.5.

Unit 512 roof – continuing to pursue with Folsom Roofing; no progress.

Westwood Homeowners Association, Inc.

Meeting of the Board of DirectorsSeptember 9, 2008

\

MANAGER’S REPORT

M.

GET NEW CONTRACTORS TO BID ON DECKS

1.

Completed meeting package for 9/9/08 meeting, including agenda, financialstatements, budget analyses, and other information to be considered. Got agendaapproved by President, sent to Board members, posted agenda and meeting notice.2.

Developed door-knob form for first notification of violations.3.

Massey:a.

Working with Massey to determine who our tech is, what days he comes,what building are done when, etc. Have started a special requests log for tech

to check each time he’s on site. Any emergencies will be called in to Masseyimmediately.b.

Massey sprayed for carpenter ants at units 409 and 410, and did a specialspray for unit 221 for roaches and bugs.c.

Massey sent us two $25 Target gift cards. Obtained Treasurer’s approval tospend on cleaning supplies for the Clubhouse.4.

A & A Lawn Service:a.

Met Rudolpho Alas on Monday and showed him the blocked gutters, plants &vines about which I had concerns.b.

A & A is to remove the plants growing in the gutter of the carport for units415-419, and on the roof of the carport at 401-405 They will use step laddersas leaning ladders would crush the gutters. They will give us an estimate forremoving vines from walls and fences.c.

Rudolpho raised issue of how to clean downspout extensions at units 401-405and others. They are to inspect and clear the ordinary downspouts, includingremoval of dirt if buried.d.

A & A is to mow the shed area each time they come.e.

Have started a special requests log for A & A to check each time they’re onsite.5.

Contacted Wally Womble of Pool Tech. He said we could not tie in to the pool back wash line because the pressure of draining the pool would cause water to come upthe grate for the Clubhouse drain.6.

Buried above ground electrical line in the 200’s.7.

Revised & printed Maintenance Request forms8.

Researched statutory and DBPR requirements for Frequently Asked Questions.9.

Started bid packages on decks for 311-312, 512, and 516, will send out this week.Asked Jett Builders for estimate for decks at 401-405 so Budget Committee couldhave a figure to consider in recommending the 2009 capital projects budget for theAssociation.10.

Got copy of 2002 Comcast Cable contract, scanned and emailed it to the Board.11.

Developed package for Budget Committee, including:a.

Excerpts from the Florida Statutes, Declaration of Condominium and Bylaws.b.

2007 budget vs. actualc.

2008 budget vs. projectedd.

Information on cost increasese.

Report of capital projects issues needing immediate attentionf.

2009 budget worksheet, with fixed and non-discretionary items alreadyentered.

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