Westwood Homeowners Association 9-9-2008 Summary

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Westwood Homeowners Association, Inc.

A Florida Condominium1440 Ocala Road, Tallahassee, FL 32304

Meeting of the Board of Directors

September 9, 2008, at 7:15 PM

at the Westwood Clubhouse

AGENDA

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, President

IV. Approval of Minutes from August 21, 2008 Meeting Jeff Clotfelter, Secretary

V. ReportsA. Officers’ Reports

• President – William Graham

• Treasurer -- Sheila Chitty

o Current financial reports

o Budget status report

o Outstanding projects report

o Appointment of Budget Committee

B. Manager’s Report

C. Committee Reports

• Landscaping/Tree Committee – Gloria Rotan

• Lighting Committee – Leo Rotan

VI. Old Business:

A. Consideration of Westwood Handbook revision processB. Consideration of prevention measures for future Clubhouse flooding

C. Status of insurance claims (carport at 313)

D. Approval of stucco removal & replacement – unit 505

E. Approval of drainage work at unit 504

F. Consideration of policy on use of Westwood equipment.

VII. Residents Comments and Proposals

VIII. New Business

A. Consider additional cost of Unit 215 deck B. Set special meeting for Board to prioritize decks & and other work for remaining 2008.

C. Resident use of clubhouse for bridge game night.

D. Recycling at Westwood (Darrin).

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

IX. Adjournment



Westwood Homeowners Association, Inc.A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304


September 9, 2008, at 7:15 PM

at the Westwood Clubhouse

I. Call to Order William Graham, PresidentMeeting was call to order at 7:23II. Roll Call Jeff Clotfelter, Secretary

present___William Graham, Presidentpresent______Jeff Clotfelter, Secretarypresent______Leo Rotan, Vice President

present______Sheila Chitty, Treasurerabsent______Darrin Jones, Assistant

Secretary

III. Proof of Notice Bill Graham, PresidentProof of notice was given in a timely mannerIV. Approval of Minutes from August 21, 2008 Meeting Jeff Clotfelter, SecretaryJeff Clotfelter read the minutes from the 8-21-2008 meeting. Amended the minutes to reflect Bill Graham’s

stance on Milestone Management to “abstaining due to possible conflict”Leo Rotan moves to accept the change, Sheila Chitty seconds. AIF

V. ReportsA. Officers’ Reports

• President – William Graham

PRESIDENT’S REPORT

1. Clubhouse flooding during Fay was limited to very minor water intrusion due to quick action by Jeff Clotfelter. He bought a sump pump for the Association, set it up during thedownpour and moved enough water from the back door of the Clubhouse to the street toavert another disaster.

2. Carport at Unit 115 — No one has reported any information about who caused the damage.The damage has been put on the maintenance list.

3. Unit 205 — Sent certified mail to owner and to realtor regarding restoration of patio fence tooriginal location

4. Carport at Units 211/212 — Jett has done the repair as contracted by AAA ConstantComfort and will do the painting as soon as the wood is dry enough.

5. Unit 219 status: Have received no response.

6. Unit 412 deck — The owner sent a letter again stating that she felt that she should not beliable for foundation and flooring system repairs for her unit. A proposed response hasbeen circulated to the Board. After consensus, it will be mailed to each address we havefor her, and emailed as well. The certified mails sent earlier were returned to us as "notpicked up".

The letter was read aloud and entered into the records.

September 6, 2008



Ms. Kimberly A. McHardy Grant412 Westwood DriveTallahassee, FL 32304

Dear Ms. Grant:

Thank you for your letter which we received today.

I appreciate the research you have done, however, the information you receivedand your interpretation of it is not wholly as you have understood it.

It is true that in 2008 the laws governing insurance requirements for condominiumswere changed, and the section that I believe you meant to refer to now states:

718.111(11) (f) Every hazard insurance policy issued or renewed on orafter January 1, 2009, for the purpose of protecting the condominium

shall provide primary coverage for:1. All portions of the condominium property as originally installed orreplacement of like kind and quality, in accordance with the originalplans and specifications.2. All alterations or additions made to the condominium property orassociation property pursuant to s. 718.113(2).3. The coverage shall exclude all personal property within the unit orlimited common elements, and floor, wall, and ceiling coverings,electrical fixtures, appliances, water heaters, water filters, built-incabinets and countertops, and window treatments, including curtains,

drapes, blinds, hardware, and similar window treatment components,or replacements of any of the foregoing.

Ms. Kimberly A. McHardy GrantSeptember 6, 2008Page 2

Please note that this section does not become effective until the Association renewsit’s hazard policy after January 1, 2009. Westwood Homeowners Association willnext renew its policy on September 1, 2009.

Also, the hazards for which the Association is required to provide insurancecoverage include fire, wind damage, etc. We are not required to obtain, and do nothave, insurance coverage for wood rot or termite damage.

The cost of repairing termite and wood rot damage to the floor framing system andfoundation is the responsibility of the owner.



Sincerely yours,

William N. GrahamPresident

Repairs are underway. The Association will bear its cost, and the homeowner will be expected tobear hers.

7. UNIT 423 status: Letter prepared and will be sent within the week.The homeowners are invited to meet with the Architectural Committee. If there is no response,the Committee will decide the corrective action.8. Unit 512 roof — Estimate from Jenkins Roofing of $3,150. Mr. Folsom has finally agreed to

look at the roof tomorrow and will tell us if he's willing to do anything. He still maintainsthat someone repaired the roof after he completed it, and that the leak is coming from the

unit next door.- Jenkins gave us an estimate of $3150 for the repair.- Folsom’s work appears to be consistent with the original design, and was inspected by the

city.- Mrs. Newton has complained to DPR.- The status of the roof repair will wait, pending Mr. Folsom’s comments.- Jeff Clotfelter moves to authorize Bill Graham to have unit 512’s roof repaired by either

Folsom or Jenkins, based on Folsom’s response, Leo Rotan seconds. AIF

9. Pictures of nonconforming air conditioner lines have been taken of units identified by FancyFunk. Investigation will be undertaken to determine if the Architectural Review

Committee approved each installation and if it was approved in writing by the Board.Bill Graham will send pictures with drafts of the letters.10. Status of estimates for decks: Bid packages for decks for 311-312, 512, and 516 are being

prepared and will be sent within the week.

11. Dryer vents for 3-bedroom flats. We will send a letter to each owner requesting that theydetermine the status of their unit's dryer vents and install correct venting as soon aspossible, and, if possible, include both the recommended methods of correcting theproblem and a list of contractors who can do the work.

Roof repairs to units 406&213 have been completed by Jenkins.

Bill Graham proposes considering assessment to take care of all repairs at once.

• Treasurer -- Sheila Chittyo Current financial reportso Budget status reporto Outstanding projects reporto Appointment of Budget Committee

Budget committee members are:Sheila ChittyPhyliss PorterDick Subblet



Emi McMullin

The meeting is scheduled for 9-17-2008

B. Manager’s Report

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, whatbuilding are done when, etc. Have started a special requests log for tech tocheck 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 onsite.

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. 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 already

entered.



C. Committee Reports

• Landscaping/Tree Committee – Gloria RotanGloria Rotan had Massey come and spray for critters.( fungus and chinch bugs)

- the cost was $700 for a one time treatment- grass clipping are to be left on the grass because the pesticide is still in them and still working

• Lighting Committee – Leo Rotan- the 200’s are in process- 512 will be moved back - Dump light barricade, city will be in touch

VI. Old Business:A. Consideration of Westwood Handbook revision processSchedule a special meeting to address handbook reviewB. Consideration of prevention measures for future Clubhouse floodingSee attached. More estimates are coming.C. Status of insurance claims (carport at 313)Leo Rotan has been in touck with Weston Ins., in Atlanta. Still in process.D. Approval of stucco removal & replacement – unit 505White- $450. Doesn’t include replacing it.Jett- $825- he needs to assess the foundationNeed White’s final estimate

E. Approval of drainage work at unit 504F. Consideration of policy on use of Westwood equipment.We will wait for Brown and Brown’s comments to make a formal decision.406- Gutter Solutions estimate to fill in the trench between the buildings is $895. To waterproof thewall is $1350Phyllis Graham will set up a meeting with Jeff Clotfelter to look at other options.

VII. Residents Comments and ProposalsFancy Funk noted that:- Reversed numbers on carports can affect the performance of EMS personel. The know problem units

are 316/317, 415/416- She spoke with a real estate agent (Miriam Nichols of Amour Realty) who told her that a man

identified as Bill Graham told unit owners that they couldn’t sell to parents of undergradstudents. Bill Graham contends that he had no such conversation.

VIII. New BusinessA. Consider additional cost of Unit 215 deck

- Good foundation, bad surface.- $185 to attach the deck to the building- Leo Rotan moves to authorize the expenditure, Jeff Clotfelter seconds. AIF

B. Set special meeting for Board to prioritize decks & and other work for remaining 2008.C. Resident use of clubhouse for bridge game night.D. Recycling at Westwood (Darrin).E. Proposal of items for next agenda. (Consider previously deferred items)All remaining items differed until next meeting

VIII. AdjournmentLeo Rotan moves to adjourn, Jeff Clotfelter seconds, AIF9:18Reimbursements to be formalized at next meeting:$155.88 to Jeff Clotfelter for sump pump$45.14 to Bill Graham for office supplies



Westwood Homeowners Association, Inc.1440 Ocala Road

Tallahassee, FL 32304

[email protected]

September 6, 2008

Ms. Kimberly A. McHardy Grant412 Westwood DriveTallahassee, FL 32304

Dear Ms. Grant:

Thank you for your letter which we received today.

I appreciate the research you have done, however, the information youreceived and your interpretation of it is not wholly as you have understoodit.

It is true that in 2008 the laws governing insurance requirements forcondominiums were changed, and the section that I believe you meant torefer to now states:

718.111(11) (f) Every hazard insurance policy issued orrenewed on or after January 1, 2009, for the purpose ofprotecting the condominium shall provide primary coveragefor:1. All portions of the condominium property as originallyinstalled or replacement of like kind and quality, in accordancewith the original plans and specifications.2. All alterations or additions made to the condominiumproperty or association property pursuant to s. 718.113(2).3. The coverage shall exclude all personal property within the

unit or limited common elements, and floor, wall, and ceilingcoverings, electrical fixtures, appliances, water heaters, waterfilters, built-in cabinets and countertops, and windowtreatments, including curtains, drapes, blinds, hardware, andsimilar window treatment components, or replacements of anyof the foregoing.

mailto:[email protected]

mailto:[email protected]



Ms. Kimberly A. McHardy GrantSeptember 6, 2008Page 2

Please note that this section does not become effective until the

Association renews it’s hazard policy after January 1, 2009. WestwoodHomeowners Association will next renew its policy on September 1, 2009.

Also, the hazards for which the Association is required to provideinsurance coverage include fire, wind damage, etc. We are not required toobtain, and do not have, insurance coverage for wood rot or termitedamage.

The cost of repairing termite and wood rot damage to the floor framingsystem and foundation is the responsibility of the owner.

Sincerely yours,

William N. GrahamPresident




SUMMARY OF PROPOSED PREMIUMS AND RELATED INFORMATION

Citizens

American

Coastal

(not rated)

Underwriters

at Lloyds

(rated A XV)

Premiums as Proposed: Expiring Option #1 Option #2

Property 66,164.00 56,773.00 57,439.11

Difference in Conditions 6,076.10 N/A N/A

General Liability 11,774.55 10,514.08 10,514.08

Auto Included Included Included

Crime Included 716.00 716.00

Directors & Officers Included 1,141.00 1,141.00

Umbrella N/A 1,409.00 1,409.00

Total $ 84,014.65 $ 70,553.08 $ 71,219.19Deductible 5,000.00 10,000.00

Deductible Windstorm

& Hail

3% - min.$1,000.00

3% - min$25,000

Payment Plan:Property: Agency Bill — Paid in Full or Premium Financing AvailableGeneral Liability: Direct BillD&O/Umbrella/Crime: Agency Bill — Paid in Full or Premium Financing Available





September 9, 2008, at 7:15 PMat the Westwood Clubhouse

\

PRESIDENT’S REPORT

1. Clubhouse flooding during Fay was limited to very minor water intrusion due to quick action byJeff Clotfelter. He bought a sump pump for the Association, set it up during the downpour andmoved enough water from the back door of the Clubhouse to the street to avert another disaster.

2. Carport at Unit 115 — No one has reported any information about who caused the damage.

3. Unit 205 — Sent certified mail to owner and to realtor regarding restoration of patio fence tooriginal location

4. Carport at Units 211/212 — Jett has done the repair as contracted by AAA Constant Comfort and

will do the painting as soon as the wood is dry enough.

5. Unit 219 status: Have received no response.

6. Unit 412 deck — The owner sent a letter again stating that she felt that she should not be liable forfoundation and flooring system repairs for her unit. A proposed response has been circulated to theBoard. After consensus, it will be mailed to each address we have for her, and emailed as well. Thecertified mails sent earlier were returned to us as "not picked up".

7. UNIT 423 status: Letter prepared and will be sent within the week.

8. Unit 512 roof — Estimate from Jenkins Roofing of $3,150. Mr. Folsom has finally agreed to look at the roof tomorrow and will tell us if he's willing to do anything. He still maintains that someonerepaired the roof after he completed it, and that the leak is coming from the unit next door.

9. Pictures of nonconforming air conditioner lines have been taken of units identified by Fancy Funk.Investigation will be undertaken to determine if the Architectural Review Committee approvedeach installation and if it was approved in writing by the Board.

10. Status of estimates for decks: Bid packages for decks for 311-312, 512, and 516 are being preparedand will be sent within the week.

11. Dryer vents for 3-bedroom flats. We will send a letter to each owner requesting that they determinethe status of their unit's dryer vents and install correct venting as soon as possible, and, if possible,include both the recommended methods of correcting the problem and a list of contractors who cando the work.

Westwood Homeowners Association 9-9-2008 Summary

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