westwood homeowners association 9-18-2008 meeting summary

8/14/2019 Westwood Homeowners Association 9-18-2008 Meeting Summary

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Meeting of the Board of Directors

September 18, 2008, at 7:15 PM

at the Westwood Clubhouse

\

PRESIDENT’S REPORT

H.

LETTER TO DBPR RE TILING OF PATIOI. Consideration of policy on use of Westwood equipment. CHECK WITH WADE SHIPIRO RELIABILITY

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

1. Status of Rules: Rules draft sent again to Board to review/edit/revise. Will be on Septemberagenda.

2. Unit 219 status re a/c: any response to letter? What is next step?

3. Unit 412 Decks – status of decks and owner

i. ii. Status of Folsom Roofing repairs -- 512 cricket.

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

5. CPA reports are available & official notice will be included in Newsletter & on statements that acopy is available free upon request.

6. 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 addressforcing owners to fix. City of Tallahassee Fire Department (Fire Prevention) says it is a very

definite 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.

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

8. Carport at Units 211/212 – Jett has signed contract with AAA Constant Comfort to repair thedamage caused by their truck.

9. Carport at Unit 115 – If anyone has any information about who caused the damage, pleasecontact a Board member.

10. Unit 412 deck – anticipated that Jett Builders will complete decks after expiration of 30-day

official notice to owner on August 25.

Westwood Homeowners Association, Inc.


September 9, 2008 \

MANAGER’S REPORT

K. GET NEW CONTRACTORS TO BID ON DECKS



1. Completed meeting package for 9/9/08 meeting, including agenda, financial

statements, 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 units

415-419, 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 on

site.5. Contacted residents of 414 and had them clean up the litter behind their deck.6. Cars in the 500’s reported as parking in others’ carport spaces. Inspected the area

several times and issued one tow notice.7. Researched statutory and DBPR requirements for Frequently Asked Questions.8. 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.

9. Got copy of 2002 Comcast Cable contract, scanned and emailed it to the Board.10. Developed package for Budget Committee, including:

a. Excerpts from the Florida Statutes, Declaration of Condominium and Bylaws.b. 2007 budget vs. actual

c. 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 already

entered.



Westwood Homeowners Association, Inc.A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304


September 18, 2008, at 7:15 PM

at the Westwood Clubhouse

Minutes

I. Call to Order William Graham, PresidentMeeting called to order at 7:25

II. Roll Call Jeff Clotfelter, Secretary_present William Graham, President_present Jeff Clotfelter, Secretarypresent_Leo Rotan, Vice President

present_Sheila Chitty, Treasurerpresent_Darrin Jones, Assistant Secretary

III. Proof of Notice Bill Graham, PresidentNotice was given in a timely manner.

IV. Approval of Minutes from September 9, 2008 Meeting Jeff Clotfelter, SecretaryThe minutes were read and two corrections noted.Bill Graham moved to accept the minutes as corrected, Leo Rotan seconds. AIF

The first order of business was to approve the reimbursements from the end of the last meeting. Thereimbursements were to:Jeff Clotfelter, $155.80, for purchase of a sump pumpBill Graham, $45.14, for office suppliesBill Graham moves to accept the reimbursements, Sheila Chitty seconds. AIFV. Officers’ and Committee Reports

A. Officers Reports

• President – William Graham412- almost done

512- no response from Folsom, Jenkins is to do the repair.

• Treasurer -- Sheila ChittyThe financial documents were submitted, no questions were raised.See attached.

Shiela Chitty and Phyllis Graham are going to begin putting the line item statement on the back of themonthly statements.

Bill Graham moves to adjust the line item 710 (drainage) to $0, and add it to line 703 (landscaping), DarrenJones seconds. AIF

The new Budget committee meeting is on 9-29 at 7:15.

B. Manager’s Report – Phyllis Graham- still working with Massey to get billing straight.- Massey didn’t go under the buildings to inspect for termites

514- Realtor selling the unit reported roof problems.- Jenkins has submitted a bid (see attached)- her inspector found leaks under raised unit which can contribute to termites

220, 217 are waiting for an estimate from Jenkins



The clubhouse base boards will be painted tomorrow.

C. Committee Reports

• Landscaping/Tree Committee – Gloria RotanNothing new

• Lighting Committee – Leo RotanNothing new

VII. Old Business:

A. Handbook of information and rules: Schedule meeting with membership for Rules Handbook revision presentation.

Phyllis Graham suggests 10-23, at 7:15B. Consideration of stucco removal & replacement – unit 505

Jett has the lesser bid.Bill Graham moves to have Jett do the work on 505, Leo Rotan seconds. AIF

C. Consideration of drainage work at units 406 and 504Gutter Solutions bid came in at $445 for 504’s gutter work.Bill Graham moves to authorize Gutter Solutions to do the gutter work at 504, Jeff Clotfelter seconds. AIF

D. Consideration of roof repairsBased on the estimates provided on the attached document, Bill Graham moves to authorize Jenkins to dothe repairs on 205, 218, and 412, Darren Jones seconds. AIF

E. Consideration of deck repairs/replacements.This matter is differed until we have more estimates.

F. Consideration of Clubhouse drainageThis mattered is differed until we have more information.

G. Restoration of patio fence to original location -- unit 205Bill Graham moves to authorize Jett to do the restoration for time plus materials, Darren Jones seconds. AIF

VIII. Residents Comments and Proposals- Fancy Funk: Why wasn’t the roof of 213 totally replaced instead of repairing?

o Answer: The roofer said it didn’t need replacing, so we didn’t- Kim Hardee Takes issue with the repair cost incurred from the repairs to her unit

o Says she has engaged an attorney in the matter

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Fancy Funk notes that there is an exposed light cable on the Godby side of 217-216.o Phyllis Graham will follow up on it

- Ed Mcabe would like to know Massey’s treatment for bugs.o Phyllis is meeting with Massey Saturday to discuss the matter.

IX. New BusinessA. Resident use of clubhouse for bridge game night.

No problem. Clean up after yourselves.B. Landscaping contract.

Consider exactly what needs to be included in new bid.- vines- gutter/roof cleaning- maintenance

- fence line- use the A&A contract as the basis for changes- we gave ourselves a one week deadline for suggestions

C. Proposal of items for next agenda. (Consider previously deferred items)

X. AdjournmentSheila Chitty moves to adjourn at 9:25, Jeff Clotfelter seconds. AIF

westwood homeowners association 9-18-2008 meeting summary

Documents