Westwood Homeowners Association 11-20-2008 Meeting Summary

8/14/2019 Westwood Homeowners Association 11-20-2008 Meeting Summary

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Westwood Homeowners Association, Inc.A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304

Meeting of the Board of Directors

November 20, 2008, at 7:15 PM

at the Westwood Clubhouse

AGENDA AND SUPPLEMENT

I. Call to Order William Graham, President

II. Roll Call Jeff Clotfelter, Secretary

______William Graham, President______Jeff Clotfelter, Secretary______Leo Rotan, Vice President

______Sheila Chitty, Treasurer______Darrin Jones, Assistant Secretary

III. Proof of Notice Bill Graham, PresidentIV. Approval of Minutes from October 16, 2008 Meeting Jeff Clotfelter, SecretaryV. Officers and Committee Reports

A. Officers Reports President William Graham Treasurer -- Sheila Chitty

B. Managers Report Phyllis GrahamC. Committee Reports

Landscaping/Tree Committee Gloria Rotan Lighting Committee Leo Rotan

VI. Old Business:A. Consideration of drainage work at unit 406B. Consideration of roof repairs.C. Consideration of deck repairs/replacements.

VII. Residents Comments and ProposalsVIII. New Business

A. Consideration of 2009 operating budgetB. Consideration of 2009 special assessmentC. Consideration of pool issues: maintenance contract; compliance with Graeme Baker Safety Act, pool

closingD. Consideration of landscaping contract.E. Consideration of gutter maintenance contract.F. Consideration of hiring plumber to inspect beneath raised units for water leaks.G. Consider hiring Action Labor for cleanup day (under raised units; pool area and furniture; light globes)H. Consideration of request to replace patio tile at unit 222I. Consideration of request to waive late fee unit 115J. Proposal of items for next agenda.

IX. Adjournment

SUPPLEMENT TO AGENDA

VIII. New BusinessA. Lawsuit filed by owner of unit 512B. Clubhouse water intrusionC. Unit 116 hole by gateD. High Quality service of air conditioner/heating unit annual maintenance $230 for 2 visits (now & spring)

or $149 for single visit.


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Bill Graham moves to notice proposed 2009 special assessment of $1500 at the next meeting, Leo Rotanseconds, AIF.C. Consideration of pool issues: maintenance contract; compliance with Graeme Baker Safety Act, pool

closingBill Graham moves to close the pool until such time as the repairs needed to make it compliant with the newlaws are made, beginning December 19th, Leo Rotan seconds, AIF.

Bill Graham moves to continue the Pool Tech contract and add a $150 cap on as needed repairs, Leo Rotanseconds, AIF.D. Consideration of landscaping contract.Sheila Chitty moves to continue the recontract with A&A for 2009, Leo Rotan seconds, AIF.

E.

Consideration of gutter maintenance contract.UnaddressedF. Consideration of hiring plumber to inspect beneath raised units for water leaks.UnaddressedG. Consider hiring Action Labor for cleanup day (under raised units; pool area and furniture; light globes)UnaddressedH. Consideration of request to replace patio tile at unit 222Sheila Chitty moves to allow 222 to replace existing tile on patio, Leo Rotan seconds, AIF.I. Consideration of request to waive late fee unit 115

Bill Graham moves to deny request for waiving of the late fee, Jeff Clotfelter seconds, AIF.J. Proposal of items for next agenda.

IX. Adjournment

SUPPLEMENT TO AGENDA

VIII. New BusinessA. Lawsuit filed by owner of unit 512

Addressed earlierB. Clubhouse water intrusionUnaddressedC. Unit 116- hole by gate

Bill Graham moves to have the hole next to the gate fixed, Leo Rotan seconds, AIF.D. High Quality service of air conditioner/heating unit annual maintenance $230 for 2 visits (now & spring)

or $149 for single visit.Unaddressed

Leo Rotan moves to adjourn meeting at 9:21, Bill Graham seconds, AIFWe immediately reformed to address the 116 hole in fence issue.


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6:43 PM

12/15/08Westwood Homeowners Association, Inc.

A/R Aging SummaryAs of November 30, 2008

1 - 30 31 - 60 61 - 90 > 90 TOTAL

408-A GEORGE 333.00 333.00 333.00 3,340.00 4,339.00 NO215-B NORWOOD LIEN MAR 30 07 277.00 277.00 277.00 1,737.00 2,568.00220-B GREER 277.00 277.00 277.00 1,728.00 2,559.00420-C ANGEL 333.00 333.00 333.00 30.00 1,029.00503-D RYAN 333.00 333.00 60.00 0.00 726.00219-B WINTERS 277.00 277.00 145.00 0.00 699.00506-C LEE 333.00 316.25 0.00 0.00 649.25207-B NORTON 277.00 277.00 15.00 0.00 569.00304-B ROWLAND 277.00 102.00 0.00 0.00 379.00103-C NOVELLIERE 333.00 0.00 0.00 0.00 333.00311-C BOOTH 318.00 0.00 0.00 0.00 318.00206-C MUNN ( pur6/27/08) 296.00 0.00 0.00 0.00 296.00409-B GREEN 277.00 0.00 0.00 0.00 277.00416-B BIELEC 239.00 0.00 0.00 0.00 239.00316-B CLAUSON 223.00 0.00 0.00 0.00 223.00115-B TWEEDIE 15.00 0.00 0.00 0.00 15.00412-C McHARDY-GRANT 0.00 0.00 3,143.52 0.00 3,143.52407-A TOMLINSON 0.00 0.00 0.00 233.76 233.76406-A PERCY -7.00 0.00 0.00 0.00 -7.00418-B CLOTFELTER -18.00 0.00 0.00 0.00 -18.00405-A BIRDSONG & SHUMATE -34.01 0.00 0.00 0.00 -34.01413-C MADDOX -70.00 0.00 0.00 0.00 -70.00303-B HARMSEN -262.00 0.00 0.00 0.00 -262.00509-B ERSKINE (pur. 2/28/07) -262.00 0.00 0.00 0.00 -262.00

TOTAL 3,764.99 2,525.25 4,583.52 7,068.76 17,942.52

SUMMARY OF ACCOUNTS RECEIVABLENumber Amount Number Amount Number

BALANCES OVER $1000 NOTE (2) 4 10,495.00 3 7,692.00 3BALANCES OVER $500, LESS THAN $1000 4 2,643.25 4 2,907.00 4BALANCES BETWEEN $200 AND $500 7 2,065.00 8 2,576.00 11

31-Oct-08 30-Sep-08 31-Aug


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6:43 PM

12/15/08Westwood Homeowners Association, Inc.

A/R Aging SummaryAs of November 30, 2008

1 - 30 31 - 60 61 - 90 > 90 TOTAL

BALANCES BETWEEN $0 AND $200 1 15.00 2 112.00 3TOTAL HOMEOWNERS' FEES DUE 16 15,218.25 17 13,287.00 21

CREDIT BALANCES 6 (653.01) 12 (1,980.06) 8

FOUNDATION REIMBURSEMENT OWED (1) Unit 407 233.76 Unit 407 433.76 Unit 407FOUNDATION REIMBURSEMENT OWED Unit 412 3,143.52 Unit 412 3,143.52

TOTAL 24 17,942.52 31 14,884.22 30

(1) Making regular payments.(2) Received payment of $4,990 from one owner in December.


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Westwood Homeowners Association, Inc.

A/R Aging SummaryAs of October 31, 2008

Current 1 - 30 31 - 60 61 - 90

408-A GEORGE 0.00 333.00 333.00 25.00215-B NORWOOD LIEN MAR 30 07 0.00 277.00 277.00 25.00

220-B GREER 0.00 277.00 277.00 25.00

420-C ANGEL 0.00 333.00 333.00 15.00

416-B BIELEC 0.00 277.00 277.00 8.00

SUMMARY OF ACCOUNTS RECEIVABLE

Number Amount Number Amount

BALANCES OVER $1000 4 9,911.00 3 7,692.00BALANCES OVER $500, LESS THAN $1000 1 562.00 4 2,907.00BALANCES BETWEEN $200 AND $500 12 3,763.25 8 2,576.00

BALANCES BETWEEN $0 AND $200 0 - 2 112.00TOTAL HOMEOWNERS' FEES DUE 17 14,236.25 17 13,287.00

CREDIT BALANCES 5 (846.01) 12 (1,980.06)

FOUNDATION REIMBURSEMENT OWED (1) Unit 407 333.76 Unit 407 433.76FOUNDATION REIMBURSEMENT OWED Unit 412 3,143.52 Unit 412 3,143.52

TOTAL 24 16,867.52 31 14,884.22

(1) Making regular payments.

31-Oct-08 30-Sep-08


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9:11 AM

12/15/08

Accrual Basis

Westwood Homeowners Association, Inc.

Profit & LossJanuary through November 2008

Jan - Nov 08

Ordinary Income/Expense Other Income/Expense

Income RESERVE FEES

100 INCOME 104A RESERVE-Interest Received 975.22

102 B- Maintenance Fee 126,225.00 2007 Collected Fees 333.00

103 A-C-D- Maintenance Fee 154,550.00 Total RESERVE FEES 1,308.22

104 LATE FEES & MISC 2,313.37

104B OPERATING-Interest Receiv 94.98 RESERVES EXPENDITURES

105 POOL/PARK KEYS/CLUBHSFEES 90.50 BLDG STRUCTURE RESERVE EXPENSE 7,306.24

Total 100 INCOME 283,273.85 GUTTER RESERVE EXPENSE 4,825.00

Total Income 283,273.85 ROOF RESERVE EXPENSE 3,150.00

Expense SIDEWALK/LIGHTS/FENCING SPEND 15,818.36

300 ROUTINE EXPENSES Total RESERVES EXPENDITURES 31,099.60

302 ANNUAL MEETING EXPENSES 301.73 Net Reserve Income -29,791.38

303 ACCOUNTING FEES 4,500.00

304 BANK FEES & CHARGES 127.70 2008 SPECIAL ASSESSMENT INCOME 41,329.00

305 CORPORATION FEES 404.00 Total SPECIAL ASSESSMENT INCOME 41,329.00

306 I NSURANCE-LIAB./D&O/BOND 79,586.14 SPECIAL ASSESSMENT EXPENDITURES

307 INCOME TAX EXPENSE 1,185.99 BLDG STRUCTURE RESERVE EXPENS 24,678.00

308 LICENSES & PERMITS 200.00 GUTTER RESERVE EXPENSE 10,250.00

Total 300 ROUTINE EXPENSES 86,305.56 ROOF RESERVE EXPENSE 7,744.00

400 ADMINISTRATIVE EXPENSES SIDEWALK/LIGHTS/FENCING SPEND 1,260.00

402 ADMINISTRATIVE EXPENSES 1,520.28 Total SPECIAL ASSESSMENT EXPENDE 43,932.00

403 CONSULTING 245.00 Net Special Assessment Income (2,603.00)

404 MANAGEMENT FEES 4,000.00

405 FINANCING EXPENSE 2,492.55 NET WESTWOOD INCOME (accrual basis) (7,752.17)

Total 400 ADMINISTRATIVE EXPENSES 8,257.83

600 BUILDING MAINTENANCE

602 BLDG REPAIR/MAINTENANCE 19,916.00

603 BLDG MATERIALS & SUPPLIES 1,654.11

604 CLUBHOUSE CLEANING EXP 2,173.93

605 PEST CONTROL 4,991.74 NOTE: CASH income (loss) is ($15,713.05)606 POOL SERVICE/SUPPLIES 6,220.24

Total 600 BUILDING MAINTENANCE 34,956.02

700 GROUNDS MAINTENANCE

702 GROUNDS CONTRACT 24,718.76

703 LANDSCAPING EXPENSES 8,263.24

704 PERIMETR FENCE/LOCK MAINT 897.59

705 PLUMBING/SEWAGE REPAIRS 2,530.88

706 ELECTRICAL MAINTENANCE 2,463.17

707 TRASH PICK UP/REMOVAL 713.31

708 TREE REMOVAL 2,425.00

709 GUTTER CLEANING 3,718.00

Total 700 GROUNDS MAINTENANCE 45,729.95

800 UTILITIES EXPENSE

802 COMCAST CABLE 32,464.00

803 ELECTRICITY 6,807.29

804 WATER & SEWER 29,647.78

806 GARBAGE DISPOSAL/DUMPSTERS 14,463.21

Total 800 UTILITIES EXPENSE 83,382.28

Total Expense 258,631.64

Net Ordinary Income 24,642.21

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Estimate For Vendor Amount

Decks

512: front patio deck Jett Builders 8,250.00$

311: front patio deck

Replacement Jett Builders 13,000.00$

Repair only Dion Builders 13,816.80$

Replacement Dion Builders 19,968.00$

Drainage. Unit 406: Waterproof trench, install French drain, tie

downspout into drain, fill trench with gravel, drain beneath sidewalk to

Gutter Solutions 2,245.00$

Jett Builders 875.00$

Grounds Maintenance, Gutter & Roof Cleaning, Garbage Transfer

A & A 38,221.92$

C & A 40,200.00$

(Does not have workers compensation insurance)Jean Charles 24,000.00$

Gutter Cleaning

Gutter Solutions 7,200.00$

Pool Maintenance Contract: Twice weekly cleaning

(includes all chemicals; would like to have

permission to do repairs up to $150) Pool Tech 385.00$

(does not include any chemicals) Swain Pools 349.00$

Roofs

220 - Roof. Replace damaged boots on main building 219-221 Jenkins Roofing 900.00$

222 - Roof. Replace damaged boots Jenkins Roofing 995.00$409-411 - Roof. Replace 11 boots, damaged area over 409 and thebuckled area on backside Jenkins Roofing 2,250.00$

Color = Approved 11/20/08


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OFFICIALNOTICE

Thursday, November 20, 2008

Monthly Board Meeting

7:15 PM in the Clubhouse

THE BOARD WILL VOTE ON

THE 2009 BUDGET ANDSPECIAL ASSESSMENT!


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APPROVED

BUDGET 2008

PROJECTED

ACTUAL 2008

APPROVED

BUDGET 2009

300 ROUTINE EXPENSES

302 ANNUAL MEETING EXPENSES $600 301.73 $600 $4,000.00 late fees

303 ACCOUNTING FEES $4,300 4,500.00 $4,500

304 BANK FEES & CHARGES $0 127.70

305 CORPORATION FEES $405 444.00 $404

306 INSURANCE-LIAB/D&OBOND $84,910 82,066.65 $73,000

307 INCOME TAX $0 1,185.99

308 LICENSES & PERMITS 275 200.00 $200

309 LEGAL FEES $750 $0 $10,000.00310 CONTINGENCIES $0 $1,500

311 INSURANCE APPRAISAL $0 $1,200TOTAL ROUTINE EXPENSES $91,240 $88,826 $80,204

400 ADMINISTRATIVE EXPENSES

402 ADMINISTRATIVE EXPENSES $3,500 1,862.28 $2,100

403 CONSULTING 245.00

404 MANAGEMENT FEES $20,000 8,000.00 $24,000

405 FINANCING EXPENSE $3,230 2,742.74 $2,450TOTAL ADMINISTRATIVE EXPENSE $26,730 $12,850 $28,550

600 BUILDING MAINTENANCE

602 BLDG REPAIRS/MAINTENANCE $23,000 $46,547 $32,000

603 BLDG MATERIALS & SUPPLIES $5,600 $5,600604 CLUBHOUSE CLEANING EXP $975 2,173.93 $150

605 PEST CONTROL $6,600 5,170.24 $3,342

606 POOL SERVICE/SUPPLIES $5,500 6,378.82 $5,500 $11,500.00

TOTAL BUILDING MAINTENANCE $41,675 $65,870 $40,992

700 GROUNDS MAINTENANCE

702GROUNDS CONTRACT (incl. Gutter Cleaning &Garbage Transfer) $38,141 38,221.92 $40,000

703 LANDSCAPING EXPENSE $7,500 8,263.24 $3,500

704 PERIMETER FENCE/LOCK MAINTENANCE $250 897.59 $1,000

705 PLUMBING/SEWAGE REPAIRS $1,500 2,530.88 $1,500

706 ELECTRICAL MAINTENANCE $5,500 2,819.47 $4,000

707 TRASH PICK UP/REMOVAL $1,000 813.31 $1,000

708 TREE REMOVAL AND CARE $5,000 2,425.00 $500 $2,500.00710 DRAINAGE $5,000TOTAL GROUNDS MAINTENANCE $58,891 $55,971 $56,500

800 UTILITIES EXPENSE

802 COMCAST CABLE $42,107 35,702.70 $37,188

803 ELECTRICITY $6,625 7,350.46 $8,850

804 WATER & SEWER $40,000 32,452.42 $33,000

806 GARBAGE DISPOSAL/DUMPSTERS $10,800 7,276.66 $9,466TOTAL UTILITIES EXPENSE $99,532 $82,782 $88,504

TOTAL PROPOSED 2009 BUDGET $318,068 $306,300 $294,750$316,750.00

Revised 11-20

THIS PROPOSED BUDGET IS LESS THAN THE PROPOSED BUDGET FOR 2008 AS THE PROJECTED

AMOUNT THAT WILL BE SPENT IN 2008 DOES NOT MEET THE PROPOSED BUDGET AMOUNT FOR 2008

THIS PROPOSED BUDGET WOULD MAKE THE MONTHLY FEE FOR A-C-D UNITS $272.00 AND THE BUNITS $218.00

THE BUDGET COMMITTEE IS IN AGREEANCE THAT BECAUSE OF THE ENORMITY OF MAJOR

MAINTENANCE ISSUES THAT ARE FACED BY WESTWOOD AN ASSESSMENT IS AGAIN NEEDED FORTHE 2009 YEAR. AFTER AN INITIAL SUGGESTION OF $1,000, THE BUDGET COMMITTEE SUGGESTS

THAT THE ASSESSMENT BE SET AT $45.00/UNIT PER MONTH

WESTWOOD APPROVED 2009

OPERATING BUDGET


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Westwood Homeowners Association 11-20-2008 Meeting Summary

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