Westwood Homeowners Association 10-18-2007 Meeting

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Westwood Homeowners Association, Inc.A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304

Meeting of theBoard of Directors

October 20, 2007, at7:15 PM

At the Westwood Clubhouse

AGENDA

I. Call to Order David Stevenson, President.

II. Roll Call Jeff Clotfelter, Secretary______ David Stevenson, President

______Jeff Clotfelter, Secretary______Leo Rotan, Vice President______William Graham, Treasurer______Darrin Jones, Assistant Secretary

III. Proof of NoticeIV. Officers and Committee Reports

A. Officers ReportsPresident David StevensonTreasurer -- William Graham

B. Management Report David StevensonC. Committee Reports

Tree Committee -- Gloria RotanLighting Committee -- Leo RotanBudget Committee -- William Graham

V. Old BusinessA. Consideration of approval of Anita Blacks contract for cleaning the clubhouse .B. Consideration of approval of A & A Lawn Maintenance, Inc.s garbage pickup,

gutter cleanout and lawn maintenance contract.C. Consideration of estimates for replacement of decking at Unit 512 and 407.

D.. Consideration of scheduling a special meeting to discuss Leo Rotans managementproposal for the board.

E. Consideration of estimates for repair of perimeter fence along Tharpe Street and.Ocala Road

VI. New BusinessA. Consideration of letting contracts for the following projects:

1. Roofing and flashing repairs to Unit 212 called for in an inspection reportat time of sale of unit.


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2. Reinstallation or replacement of guttering which fell away from Units203, 409-411 for which maintenance requests were submitted last year andresubmitted this year.

B. Consideration of hiring two carpenters whose $35 and 37.50 hourly rates areconsiderably less than $45-50/hour rate of previously considered carpenter.

C. Meet with Southeast Painting , Inc. representatives to discuss proposed paintingcontract..

VII. Adjournment

NOTICE OF MEETING

OF WESTWOOD HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS

Thursday, October 18, 2007

Meeting will be held at the Clubhouse at 7:15 PM


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Minutes of Westwood Homeowners AssociationBoard of Directors

Monthly Meeting

Thursday, October 18, 2007

Meeting called to order at 7:11

In attendance:David Stevenson (DS), President

Leo Rotan (LR), Vice PresidentBill Graham (BG), TreasurerJeff Clotfelter (JC), Secretary

Proof of notice:- notice was given three days prior to meeting; sign and written

Reports:

Lighting committee

-

everything looks good except for one broken globe

Arbor committee- Gloria Rotan called Panther Creek concerning sod and found them to be rude and

unprofessional- We need to find a sod contact. It must be St. Augustine grass

Old Business:

- A&A consideration and approval-

BG moves to pay $2485 for period ending September 30

th

, JC seconds- A&A has provided certificate of liability insurance in the amount of $100000 peraccident, per employee

- BG moves to approve insurance as specified, LR seconds- Because landscaping is in their name, they could need extra insurance in the

event of catastrophic injury. BG feels that the current amount is inadequate.- Carlos was asked what the most serious injury his employees have had, and

responded that they havent had a serious injury in ten years.


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- A&A must make their own workers comp and insurance payments and are notWestwood employees, A&A recognizes and accepts it

- DS moves to make A&A our lawn care people, LR seconds and except for BG allare in favor

- A&A will charge us $3185.17 per month for their services-

BG moves to go with them at that price, LR seconds- A&A must give us their invoice at the end of the month to be paid promptly- Scrap iron- BGmoves that Mrs. Marsee pay the $200 for the iron as is, with no cleanup of

vines etc., with removal at her cost, JC seconds- Perimeter fence- BG moves to accept Fl. Fence bid on the repair of fence, JC seconds- Vines must be removed first- A&A needs to give us a quote

Presidents report:

- Womens commode- have Whites plumbing to fix it- Carpentry- 2 carpenters came out to look at the pump room (Hilton Vernon and Ben Monroe)- both charge $35 an hour (Vernon needs $300 a day)- both have $300000 liability insurance and are workers comp exempt- BG moves to bring on both to work separate jobs for $300 per day or $35 per

hour, JC seconds- DS will identify jobs using the specs from BGs previous email- We request a sketch of the pump room along with their bids- Must contact High Quality Air concerning voiding of contract if we do work

around the new A/C system

Treasurers report:

- Trial balance presented- A more transparent trial balance that is more in line with what we are accustomed

to seeing is forthcoming

Consideration of LR's management proposal:

- Tabled until next meeting AGAIN!

- 212 roofing and flashing repair- Sold last summer- His agent gave us an inspection report calling for repairs at the time of sale


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- Get Folsom to bid on re pair

- Gutters- Fallen downspouts on 203 will be reattached-

409-411 are on repair list

- Southeast Painting- Proposed contract is tabled until next meeting

LR moves to adjourn at 9:30, BG seconds

- Next meeting Tuesday, October 23 at 7:00


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SPECIAL ASSESSMENT BUDGET

REVENUE: $444 SPECIAL ASSESSMENT PER UNIT ($37/mo 44,844.00

EXPENDITURES: Replacement of roofs, gutters, sidewalks & d (44,844.00

TOTAL REMAINING AT 12/31/2008 -

RESERVE BUDGET

2008


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Calculation of Estimated Cash BalanceOctober November December

Cash balance at 10/1/07 59,760 56,953 33,715

Collections 22,591 23,000 23,000

Expenses (25,398) (46,238) (37,856)

Estimated Cash Balance at End of Month 56,953 33,715 18,859

Estimated Monthly Cash OutflowOctober November December

City (5,379) (5,379) (5,379)

Comcast (3,027) (3,027)

Pool service (500) (500) (500)

Orkin (420) (420) (420)Marpan (72) (72) (72)

Premium Assignment Corporation (6,030) (6,030) (6,030)

A & A Lawn Service & Landscaping LLC (5,670) (3,185) (3,185)

All American Asphalt, Inc. (485)

Armstrong Tree Service (350)

Brown & Brown Insurance Agency (893)

FOLSOM CONSTRUCTING, LLC (flat roofs) (1,800)

H & H Enterprises LLC (sod) (834) (1,666)

Jean Charles Lawn Care (200)

GAINES **** MUST CALL HIM (1,170)

MAIL OUT ANNUAL MEETING STUFF (400)

Accounting fees (4,300)

Corporate Fees (404)

Legal fees (unit 304) (750)

Bill Graham admin exp (300)

Estimated 602 BLDG REPAIR/MAINTENANCE (2,630) (15,000) (15,000)

Estimated 603 BLDG MATERIALS & SUPPLIES - (2,619) (2,619)

Clubhouse cleaning contract (135) (70) (70)

Fence repair (2,250)

October trash pickup cost (250)

TOTALS (25,398) (46,238) (37,856)


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Draft 2008 Operating Budget

2008 Operating Budget

2/4/2009

WESTWOOD HOMEOWNERS ASSOCIATION, INC.

3rd DRAFT OF 2008 BUDGET

10/24/2007

TOTAL

2007

Budget

Estimated

Final

Jan - Dec 07 2008 Budget

Use of Cash Balance at 12/31/07to ReduceAssessments to 2007 Amounts 12,000

Use of Cash Balance at 12/31/07to ReduceAssessments

102 B- Maintenance Fee 137,700 137,700 137,700 Same as 2007

103 A-C-D- Maintenance Fee 168,600 168,600 168,600 Same as 2007

104 LATE FEES & MISC 1,485 Not budgeted as may not be collected

104B OPERATING-Interest Receiv 86

105 POOL/PARK KEYS/CLUBHSFEES 130 Not budgeted as may not be collected

Total 100 INCOME 306,300 308,001 318,300

308,066

Expense

300 ROUTINE EXPENSES

302 ANNUAL MEETING EXPENSES 803 800

Mailing required multiple notices and proxies for

annual meeting303 ACCOUNTING FEES 4,300 4,300 4,300 Same as 2007

304 BANK FEES & CHARGES 375 251 Have sufficient checks to last through 2008

305 CORPORATION FEES 405 404 405 Fixed

306 INSURANCE-LIAB./D&O/BOND 89,890 85,355 84,910 Citizens: $72,240+$893 & Auto Owners $11,77

308 LICENSES & PERMITS 300 261 275

309 LEGAL FEES 750 1,215 750 Estimation

320 SETTLEMENT OF CLAIMS 643 One-time problem

Total 300 ROUTINE EXPENSES 96,020 93,233 91,440

400 ADMINISTRATIVE EXPENSES

402 ADMINISTRATIVE EXPENSES 4,300 2,605 3,500Postage, copying, mailing fees, office supplies,

mileage, etc.

403 CONSULTING 400 Engineering Company: One-time problem

404 MANAGEMENT FEES 14,850 5,000 20,000Assume Board retains after annual meeting (Ma

Dec=10 months @ estimated $2000)

405 FINANCING EXPENSE 3,230 3,455 3,230

Total 400 ADMINISTRATIVE EXPENSES 22,380 11,460 26,730

600 BUILDING MAINTENANCE602 BLDG REPAIR/MAINTENANCE 23,000 36,166 23,000 Same as 2007: backlog on repairs

603 BLDG MATERIALS & SUPPLIES 5,600 5,601 5,600 Same as 2007: backlog on repairs

604 CLUBHOUSE CLEANING EXP 960 401 975 Newly contracted cleaning service

605 PEST CONTROL 6,500 6,588 6,600

606 POOL SERVICE/SUPPLIES 4,400 4,878 5,500 Includes repair of coping stones

Total 600 BUILDING MAINTENANCE 40,460 53,636 41,675

700 GROUNDS MAINTENANCE

702 GROUNDS CONTRACT 32,400 26,471 26,966(A&A Contract allocated between Grounds, Gutt

Cleaning, and Garbage Pickup)

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Draft 2008 Operating Budget

2008 Operating Budget

2/4/2009

WESTWOOD HOMEOWNERS ASSOCIATION, INC.

3rd DRAFT OF 2008 BUDGET

10/24/2007

703 LANDSCAPING EXPENSES 1,000 3,430 2,500 Sod to prevent erosion

704 PERIMETR FENCE/LOCK MAINT 500 3,523 250 Estimated

705 PLUMBING/SEWAGE REPAIRS 600 1,032 1,500 Must repair leaking pipes to save on water bill

706 ELECTRICAL MAINTENANCE 1,000 1,233 5,500 Need to start renovating/replacing meter stations

707 TRASH PICK UP/REMOVAL 1,000 949 1,000 4 special City pickups of bulky items each year

708 TREE CARE & REMOVAL 1,850 5,000

Potential wind damage because many trees

damaged by drought; overgrowth too close to

roofs; shade too dense for turf (causes erosion)

709 GUTTER CLEANING 12,600 1,014 3,975 (part of A&A contract)

710 DRAINAGE 847 5,000Gully forming under Ocala fence; swales broken

covered; ditch formed between 400's and 500's

Total 700 GROUNDS MAINTENANCE 49,100 39,179 51,691

800 UTILITIES EXPENSE

802 COMCAST CABLE 36,350 39,352 42,107 7% increase per our long term contract

803 ELECTRICITY 6,000 6,624 6,625

804 WATER & SEWER 32,000 43,546 40,000

Had huge plumbing leak in 2007; now repaired -

BUT pipes within and under units (owners'

responsibility) are going bad and we can expect

more leaks

805 TELEPHONE 173 -

806 GARBAGE DISPOSAL/DUMPSTERS 24,170 18,109 18,000 A&A, Marpan, City of Tallahassee

Total 800 UTILITIES EXPENSE 98,520 107,805 106,732

Total Expense 306,480 305,313 318,268

Net Ordinary Income (180) 2,754 32

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Westwood Homeowners Association, Inc.

FIRST NOTICE OF COMPLAINT

DATE: October 26, 2007

TO: Resident102 Westwood DriveTallahassee, FL 32304

SALVADORE & VICTORIARESURRECCION (WW102)648 Wyndham CourtOrange Park Country ClubOrange Park, FL 32073

FROM: Board of Directors

RE: Nuisance Complaint

Complaint: 1) Two dogs allowed out of unit unleashed.2) Dog feces accumulating near unit,

causing odor and flies and disturbingneighbors quiet enjoyment of theirproperty.

PETS(SEE HANDBOOK)

RESIDENTS WALKING THEIR ANIMALS SHOULC PICK UP AFTERTHEIR PETS. WE HAVE A DOG WALK AREA PLEASE USE IT.

ALL DOGS MUST BE ON A LEASH AT ALL TIMES WHEN ON THECOMMON AREAS OUTISDE THE WESTWOOD RESIDENTS UNIT.

NOTE:FINES OF UP TO$100 PER DAY (NOT TO EXCEED $1,000)CAN BE IMPOSED FOR CONTINUING VIOLATIONS

PLEASE NOTIFY THE OCCUPANTS OF UNIT 102 OF YOUR RECEIPTOF THIS COMPLAINT.


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Westwood Homeowners Association, Inc.

FIRST NOTICE OF COMPLAINT

DATE: October 26, 2007

TO: Resident109 Westwood DriveTallahassee, FL 32304

Charles & Debra Pettry (WW109)104 Antler Pointe Ct.Ponte Vedra Beach, FL 32082

FROM: Board of Directors

RE: Nuisance Complaint

Complaint: 1) Two dogs allowed out of unit unleashed.2) Dog feces accumulating near unit,

causing odor and flies and disturbingneighbors quiet enjoyment of theirproperty.

PETS(SEE HANDBOOK)

RESIDENTS WALKING THEIR ANIMALS SHOULC PICK UP AFTERTHEIR PETS. WE HAVE A DOG WALK AREA PLEASE USE IT.

ALL DOGS MUST BE ON A LEASH AT ALL TIMES WHEN ON THECOMMON AREAS OUTISDE THE WESTWOOD RESIDENTS UNIT.

NOTE:FINES OF UP TO$100 PER DAY (NOT TO EXCEED $1,000)CAN BE IMPOSED FOR CONTINUING VIOLATIONS

PLEASE NOTIFY THE OCCUPANTS OF UNIT 109 OF YOUR RECEIPTOF THIS COMPLAINT.


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Westwood Homeowners Association, Inc.BOARD OF DIRECTORS

David Stevenson - President 850/893-2462Leo Rotan - Vice President 850/575-3167William Graham - Treasurer 850/222-7387

Jeff Clotfelter - Secretary 850/980-3356Darrin Jones Assistant Secretary 650/322-8212

Amendments to Westwood Homeowners Association,Inc. that were passed in 2004 were not recorded in thepublic records of Leon County as required, and aretherefore not valid. In addition, provision 3.(g)(regarding Board membership be limited to members of

the Association or residents of the condominium)conflicted with the language in the Articles ofIncorporation.

This proposal is to1. Schedule a vote on an amendment to the Articles of

Incorporation, which will then allow amendment ofBylaws provision 3.(g).

2. Schedule a vote of the current membership on theamendments originally passed in 2004.

If the amendment to the Articles of Incorporation passeswith at least 51 positive votes, an amendment must befiled both in the public records of Leon County, as theoriginal Articles of Incorporation were filed with theDeclaration of Condominium in 1973, and with theFlorida Department of State, Division of Corporations.

If the amendments to the Bylaws pass with at least 51positive votes, they must be filed in the public recordsof Leon County.


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Item 2: Revision to Bylaws of Westwood HomeownersAssociation, Inc.:

Excerpt from Bylaws:10. Amendments. The By-Laws may be amended in the followingmanner:

(a) Notice of the subject matter of a proposal amendment shall beincluded in the notice of any meeting at which a proposedamendment is to be considered.

(b) A resolution adopting a proposed amendment may be proposedby either the Board of Directors or by the members of theAssociation. The same must be approved by a majority of themembers of the Association. The same must be approved by a

majority of the members of the Board of Directors and by amajority of the votes of the members of the Association.(c) No amendment shall discriminate against any homeowner ..(d) A copy of each amendment shall be certified by the President

and Secretary of the Association as having been duly adoptedand shall be effective when recorded in the Public Recordsof Leon County, Florida.

Current Language:3. Directors.

(f) The term of each Directors service shall extend until hissuccessor is duly elected and qualified or he is removed in themanner elsewhere provided. (As Amended 1983, OfficialRecords 1067/1198) (As Amended 1987, Official Records1244/0667)

Proposed Language:3. Directors.

(f ) The term of service for each elected Directors service shallextend until his successor is duly elected and qualified, he

ceases to be either a Westwood homeowner or resident, or he isremoved in the manner elsewhere provided. The term of eachappointed Director shall extend until the next annual meeting oruntil he ceases to be either a Westwood homeowner or resident.


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(Amended 2002, Official Records 2662/2143) (Amended 2003,Official Records 2913/1266)

Proposed Language:9 Assessments.

(a) Assessments against the homeowners for their share of theitems of the budget shall be made on or before December June 1of the fiscal year preceding the fiscal year for which theassessments are made. Such assessments shall be due inmonthly payments on the first day of each month for which theassessments are made. If an assessment is not made asrequired, an assessment shall be presumed to have been madein the amount of the last prior assessment. In the event theassessment proves to be insufficient, the budget andassessments therefore may be amended at any time by the

Board of Directors if the items of the amended budget do notexceed the limitations thereon for that year. Any item which doesexceed the limitation shall be subject to the approval of themembership of the Association as provided in the Declaration.The unpaid assessment for the remaining portion of the calendarmonth for which the amended assessment is made shall be dueupon the date of the assessment.


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`October/November

Westwood Homeowners Association NewsletterBOARD OF DIRECTORS

David Stevenson - President 850/893-2462Leo Rotan - Vice President 850/575-3167

IMPORTANT MEETINGS YOUSHOULD ATTEND

November 15, 2007, Board Meeting. The Boardwill be receiving recommendations from two adhoc committees (Handbook/FAQ Committee) onevision of the Westwood HOA

Residents/Landowners Handbook andNomination Committee) on its recommendationsor candidates to run as directors for the

sociations Board of Directors in 2008-09.As

STANDING COMMITTEES:

Lighting Committee: Dr. Leo.Rotan,Chairperson 850/575-3167Landscaping/Trees Committee: Dr. GloriaRotan, Chairperson 850/575-3167

AD HOC COMMITTEES

Handbook Committee: David Stevenson,Chairperson 850/893-2462Nomination Committee: Fancy Funk, 575-7908

THE LATEST NEWS ON SERVICESGARBAGE PICKUP AND GROUNDS MAINTENANCE

Bagged garbage pickup is on Monday and Fridayrom each units garbage can and recyclables box.

Large items that will not fit into a plastic bag mustbe taken to the dumpster. Lawn maintenance isdone three times monthly.

FREE PAINT TO BE MADE AVAILABLETO RESIDENTS FOR THEIR UNITS

Watch next months newsletter for information onree paint the Board will provide one weekend foresidents to touch up their units.

_______________________________________________________________________________

WHO DO YOU CALL for INFO?WHERE DO YOU SEND ITEMS for t

BOARD?

FOR INFORMATION REGARDING WESTWOCONDOMINIUM ASSOCIATION OTHER THAROUTINE MAINTENANCE REQUESTS: CallDavid Stevenson (850) 893-2462 for

EMERGENCY maintenance requests andAssociation information other than financialmatters. Call Bill Graham (850/222-7387)evenings only and on weekends for informationFINANCIAL matters including billing.

NOTE: NON-EMERGENCY MaintenanceRequests are to be mailed to 1440 Ocala RoadTallahassee, FL 32304 or placed in drop box afront of clubhouse. Forms are available in themetal box on the clubhouse wall below the bullboard or by mail or e-mail upon request. ALSOinquiries regarding lighting and landscaping,including downed or dead trees in the commonareas, should be brought to the attention of ouLighting or Landscaping committee chairperso(see above).

NOTE: Monthly dues checks are to be made oWESTWOOD HOMEOWNERS ASSOCIATIONINC. or WHOA.

COMMITTEE VOLUNTEERS NEED

A Social Committee is being formed to planseasonal events at the clubhouse. Call JosepNewton at 575-1638 if you are interested.

William Graham - Treasurer 850/222-7387Jeff Clotfelter - Secretary 850/980-3356Darrin Jones Assistant Secretary 650/322-8212


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YOUR KEY ISSUESThe Association is not responsible for providingeplacements for these items.

Unit door key * Mailbox key* Pool gate key**

If door or mailbox keys are missing, you canarrange with local locksmiths to have the locksekeyed at your or your unit owners expense.

The cost is usually $40-45.

*The pool gate key can only be replaced bycorresponding with a security key company inVirginia vis--vis certain members of theAssociations Board of Directors authorized to acton behalf of the Association. The time-frame forobtaining this key is 1 -2 months. The cost is$35.00.

YOUR CAR AND YOUR PETThe Associations rules regarding pets andvehicles are posted on the bulletin board next tohe drop box at the front of the clubhouse. Theules are too lengthy to be printed in this

newsletter but will be included in the AssociationHandbook for residents and owners. It will bedistributed this late this year. In the meantime, weadvise all residents not familiar with theseegulations to read them as soon as possible

because of the cost involved to the pet or vehicleowners in cases of infractions. Some changes tohe sections of the handbook on pets and

vehicles proposed by the HandbookCommittee will be presented to the Board at itsNovember 15 meeting. The Board is expectedo announce a special meeting to hear

comments from residents on the proposedchanges following the Thanksgiving holiday.

SWIMMING POOL REGS ANDETIQUETTE

The pool is open for residents use from 7 am - 10pm. There is a guest limit of four persons perhousehold. Please keep pool gates locked at allmes. No food, drink or pets are allowed

within the pool or on the deck in accordancewith county health department regulations.Read and follow these and other pool use rules asposted on the bulletin board in front of theclubhouse to ensure that county inspectors renewhe Association annual pool use permit.

SAVE WATER ITS EXPENSIVE

Residents assistance is requested to report waleaks from exterior faucets and water lines locabelow flooring in crawl spaces under units. Thleaks can be reported on the maintenance requforms in the metal box on the clubhouse front wopposite the drop box, or reported by e-mail to

[email protected]). Eliminationwasteful water consumption and leaks will resureduction of the current high monthly utility billswhich is a large component of the Associationfees.

$15 LATE PAYMENT FEES

As of August 1, the Association has resumed t$15.00 LATE FEE for each account not paid inbefore the end of the month. Statements are

mailed before the end of the month, so any latefees charged for the month will be removed ifpayment in full is received after the statementsmailed but before the end of the month.

We are attempting to notify those whose paymare a few dollars short to help owners avoidgetting a $15 late fee on a $5 balance butcannot always do so. Please be sure to pay thamount shown on your statement. If you havequestions, call Phyllis Graham, 222-7387 evenor weekends.
mailto:[email protected]:[email protected]


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Westwood Homeowners Association 10-18-2007 Meeting

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Transcript of Westwood Homeowners Association 10-18-2007 Meeting