Westwood Homeowners Association 5-22-2008 Summary

8/14/2019 Westwood Homeowners Association 5-22-2008 Summary

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Westwood Homeowners Association, Inc.A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304

Meeting of the Board of Directors

May 22, 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 March 13 and April 24, 2008 Meetings Jeff Clotfelter, Secretary

V. Officers and Committee ReportsA. Officers Reports

President William Graham

Treasurer -- Sheila Chitty

B. Committee Reports

Landscaping/Tree Committee Gloria Rotan

Lighting Committee Leo Rotan

VI. Old Business:

A. Schedule of A & A gutter cleaning and removal of leaves.B. Action Labor Hire: Establish calendar and assign supervision responsibility for 1) Grounds

cleanup (incl. Maintenance Storage Area) and poison ivy removal, 2) Leveling ground near unit

506, 3) Removing eroded dirt from sidewalks and parking lots, 4) Planting impatiens andrenewing pine straw mulch near Clubhouse, 5) Pressure washing slippery sidewalks, and

prepping decks for painting, 6) Sodding.

C. H & H Proposal Consideration.

D. Drainage issues: between the 400 and 500 block buildings, carport at 505/506 and Lake

Newton. Call to storm drain cleaning company.

E. Prioritization of decks, roof, gutter and retaining walls for application of 2008 assessment funds.

F. Schedule meeting with membership for Rules Handbook revision presentation.

VII. Residents Comments and Proposals

VIII. New Business

A. Ratification of Approval of Curtis White Masonry work: Additional concrete laid in excess of bid;additional work not included in bid; unit 403 back patio resurfacing.B. Consider obtaining estimates for deck repair for units 311 and 317, and removal of rotting decorative

deck post at unit 313.

C. Consider sealing foundation of unit 112 water apparently coming through wall at laundry room andby back faucet. RECOMMEND EVALUATION OF FOUNDATION PRIOR TO ACTION.

D. Consider obtaining engineering report for replacement of retaining wall behind units 218-222.

E. Consider obtaining engineering report for drainage. Especial problems: Erosion on Tharpe Streetside of duplex unit 311-312, all down the north side of the Westwood property, between 400s and

500s, in the 500s.

IX. Adjournment


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Westwood Homeowners Association, Inc.

A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304

Minutes of Westwood Homeowners AssociationMeeting of the

Board of Directors

Thursday May 22, 2008

At the Westwood Clubhouse

Meeting called to order at 7:27

In attendance:Bill Graham (BG), PresidentLeo Rotan (LR), Vice President

Sheila Chitty (SC), TreasurerJeff Clotfelter (JC), SecretaryDarren Jones (DJ), A. Secretary

Proof of notice

Notice of meeting was given in writing and posted in a timely manner.

Document list:AgendaSign in sheetMinutesCurtis Whites over run summaryCurtis Whites 403 deck repair bidFinancial pack

LR moves to accept the 5-8 minutes, DJ seconds, AIFSC moves to waive one late fee (for April) because the Board was looking into the matterof Mrs. Hardees case. LR seconds, AIF

Reports:

Presidents report- nothing not already documented to report on

Treasurers report- financial paperwork was offered for comment or explanations- paperwork is on file

Old Business

Schedule of A&A gutter cleaning and removal of leaves- gutter cleaning was done, but inadequately


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- LR will talk to Rodolfo and Carlos

Action Labor clean up- DJ moves to hire Action Labor this weekend to clean. JC seconds, AIF

H&H proposal consideration- LR moves to approve H&H $6945.88 proposal for sodding. DJ seconds, AIF- Gloria will supervise

The drainage issue between 400 and 500 is tabled until the results of the resodding areable to be taken account.

Prioritization of decks, roof, gutter and retaining walls is deferred pending fact gathering.

Rules handbook presentation has been tabled until completion.

Residents comments:

Concerning painting:- Painters were observed using the wrong kind of paint for a project (Metal

adherent for a direct to wood job).- We need to make sure Jett ahs the right paint specs and uses them.

DJ moves to have a Jett supervisor asses the fascia wood rot on East side of units 401-405, and that we take the lesser of the bids offered. JC seconds, AIF

New business:

Ratification of approval of Curtis White Masonry work- SC moves to ratify the Curtis White $1400 payment for over run cost. DJ seconds,

AIF

Consideration of obtaining estimates for deck repairs of units 311 and 317, and removalof decorative deck posts at unit 313 is deferred until Jett makes further progress

The remaining 3 items of New business are deferred due to time constraints

Next meeting is scheduled for June 19, 7:15

DJ moves to adjourn. BG seconds, AIF


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Instructions for Exporting QuickBooks data

Where did my worksheet go?When you export data to a new workbook, your new worksheet containing exported data goes to She

the new worksheet is placed in front of the last active sheet where it will be named "SheetX" using th

How do I make sure this tips sheet isn't exported with the QuickBooks report in the final workbook?Before exporting, on the Export Report Basic tab, deselect the option to include the instruction works

How can I customize and update my worksheet?You can set up Excel links between 2 or more worksheets. (See Microsoft Excel Help for details abo

feature to setup links between a QuickBooks summary report and your customized sheet.

>> Choose one sheet as your source worksheet into which you'll export QuickBooks data.

customize your data and link the data between that sheet and the source worksheet.

>> Export your source data to an existing worksheet and overwrite the current data so tha

>> Create Excel links between a QuickBooks data worksheet and another worksheet in th

Troubleshooting: Why don't my links work correctly after exporting data?Be aware that any difference in the structure of the current report from the report that you used when

in the links between worksheets. If you are seeing wrong data in your customized worksheet, then yo

>> Moved or deleted elements, or changed the structure of the report in some way? For

You might have moved or deleted items from item list which gets used in a rep

You might have moved or deleted accounts from accounts list which gets used

>> You are using a report related to accounts and have account(s) with no activity associ

TIP: Choose display All rows (available for most of the reports), Select Modify

>> Deleted exported data sheet which serves as data source.


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et 1. When you export to an existing workbook,

next available number in the series.

eet.

ut linking in Excel.) You can use this

Then create another worksheet where you can

t the new data is used by any Excel links and formulas.

e workbook.

setting up links, can cause mismatch

u may have:

xample:

ort like Inventory Valuation report.

in a report like Profit and Loss standard report.

ted and did not choose to display "All rows".

report->Display->Advanced->Display Rows->All rows


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Budget vs. ActualJanuary through April 2008 and Projected to December 31, 2008

Available for OperationsBudgeted From 2007 Unexpended Funds 11,768 11,768 11,768Maintenance Fees from "B" Units 45,900 137,700 137,700

Maintenance Fee from "A-C-D" Units 56,200 168,600 168,600LATE FEES & MISC 745 2,225 2,225OPERATING-Interest Receiv 95 255 255

Total Available for Operations 114,708 320,548 318,068

EXPENSE300 ROUTINE EXPENSES302 ANNUAL MEETING EXPENSES 302 400 600 200303 ACCOUNTING FEES - 4,500 4,300 200

304 BANK FEES & CHARGES 68 68 68305 CORPORATE FEES 404 405306 INSURANCE-LIAB./D&O/BOND 26,702 84,910 84,910308 Licenses and permits 275 275309 Legal fees 750 750

402 ADMINISTRATIVE EXPENSES 850 2,231 3,500 1,250404 MANAGEMENT FEES - 10,000 20,000 10,000405 FINANCING EXPENSE 1,192 3,279 3,230602 BLDG REPAIR/MAINTENANCE 5,046 23,000 23,000603 BLDG MATERIALS & SUPPLIES 631 5,600 5,600604 CLUBHOUSE CLEANING EXP 203 868 975 100605 PEST CONTROL 1,576 6,600 6,600

606 POOL SERVICE/SUPPLIES 2,617 6,184 5,500 (684)702 GROUNDS CONTRACT 8,989 26,966 26,966703 LANDSCAPING EXPENSES - 2,500 2,500704 PERIMETR FENCE/LOCK MAINT - - 250 250

705 PLUMBING/SEWAGE REPAIRS 2,375 2,375 1,500 (1,875)

706 ELECTRICAL MAINTENANCE 573 573 5,500

707 TRASH PICK UP/REMOVAL 297 1,397 1,000 (400)708 TREE REMOVAL 2,125 3,725 5,000709 GUTTER CLEANING 1,352 4,056 3,975 (100)710 DRAINAGE - 5,000 5,000802 COMCAST CABLE 12,983 38,951 42,107 3,156803 ELECTRICITY 2,204 6,684 6,625 (100)

804 WATER & SEWER 9,594 30,394 40,000806 GARBAGE DISPOSAL/DUMPSTERS 5,242 15,730 18,000 2,270

Total Expended for Operations 84,919 287,418 318,068

Net Ordinary Income (Note 1) 29,789 33,130 - (2,891) 19,706

RESERVE FUNDINGUnexpended 2007 Funds Transferred From Operating 36,875 36,875 36,8752008 SPECIAL ASSESSMENT 15,762 44,844 44,844

Total Available for Reserve Items 52,637 81,719 81,719

RESERVE EXPENDITURESBLDG STRUCTURE RESERVE EXPENSE (1) (2,656) 37,680 38,000GUTTER RESERVE EXPENSE (2) 4,825 13,875 14,000ROOF RESERVE EXPENSE 13,200 13,321SIDEWALK/LIGHTS/FENCING SPEND (3) 14,448 17,108 16,398DRAINAGE RESERVE EXPENSE (4) - - 5,340

Total Expended for Reserve Items 16,617 81,863 81,719Net Reserve Income 36,020 (144) -

(1) Unexpended 2008 funds are available for additional maintenance and repair as determined by the Board.

January - AprilActual

Projected Totalfor Year

2008 BudgetTotal

AboveBudgetUses

ExcessAvailablefor Other

Use

(2) Unexpended 2007 funds transferred from Operating included: > $10,312 for Bldg Structure (decks), > $4,825 for Gutters,> $16,398 for Sidewalks/Lights/Fencing, > $5,340 for Drainage


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Deposit slips

Aug incl Kelly Girl for old files

Pool furniture

Leak in front of 101

Potential for savings: assess after City inspection

Potential for savings if NO LEAKS


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January - April

Actual

Projected Total

for Year

2008 Budget

Total

Available for OperationsBudgeted From 2007 Unexpended Funds 11,768 11,768 11,768

Maintenance Fees from "B" Units 45,900 137,700 137,700Maintenance Fee from "A-C-D" Units 56,200 168,600 168,600LATE FEES & MISC 745 2,225OPERATING-Interest Receiv 95 255

Total Available for Operations 114,708 320,548 318,068

EXPENSE300 ROUTINE EXPENSES302 ANNUAL MEETING EXPENSES 302 400 600303 ACCOUNTING FEES - 4,500 4,300304 BANK FEES & CHARGES 68 68305 CORPORATE FEES 404 405306 INSURANCE-LIAB./D&O/BOND 26,702 84,910 84,910308 Licenses and permits 275 275

309 Legal fees 750 750402 ADMINISTRATIVE EXPENSES 850 2,231 3,500404 MANAGEMENT FEES - 10,000 20,000405 FINANCING EXPENSE 1,192 3,279 3,230602 BLDG REPAIR/MAINTENANCE 5,046 23,000 23,000603 BLDG MATERIALS & SUPPLIES 631 5,600 5,600604 CLUBHOUSE CLEANING EXP 203 868 975605 PEST CONTROL 1,576 6,600 6,600606 POOL SERVICE/SUPPLIES 2,617 6,184 5,500702 GROUNDS CONTRACT 8,989 26,966 26,966703 LANDSCAPING EXPENSES - 2,500 2,500704 PERIMETR FENCE/LOCK MAINT - - 250705 PLUMBING/SEWAGE REPAIRS 2,375 2,375 1,500706 ELECTRICAL MAINTENANCE 573 573 5,500

707 TRASH PICK UP/REMOVAL 297 1,397 1,000708 TREE REMOVAL 2,125 3,725 5,000709 GUTTER CLEANING 1,352 4,056 3,975710 DRAINAGE - 5,000 5,000802 COMCAST CABLE 12,983 38,951 42,107803 ELECTRICITY 2,204 6,684 6,625804 WATER & SEWER 9,594 30,394 40,000806 GARBAGE DISPOSAL/DUMPSTERS 5,242 15,730 18,000

Total Expended for Operations 84,919 287,418 318,068

Net Ordinary Income (Note 1) 29,789 33,130 -

RESERVE FUNDINGUnexpended 2007 Funds Transferred From Operating 36,875 36,875 36,8752008 SPECIAL ASSESSMENT 15,762 44,844 44,844

Total Available for Reserve Items 52,637 81,719 81,719

RESERVE EXPENDITURESBLDG STRUCTURE RESERVE EXPENSE (1) (2,656) 37,680 38,000GUTTER RESERVE EXPENSE (2) 4,825 13,875 14,000ROOF RESERVE EXPENSE 13,200 13,321SIDEWALK/LIGHTS/FENCING SPEND (3) 14,448 17,108 16,398DRAINAGE RESERVE EXPENSE (4) - - 5,340

Total Expended for Reserve Items 16,617 81,863 81,719

Net Reserve Income 36,020 (144) -

(2) Unexpended 2007 funds transferred from Operating included: > $10,312 for Bldg Structure (decks), > $4,825 for Gutters, >

$16,398 for Sidewalks/Lights/Fencing, > $5,340 for Drainage

(1) Unexpended 2008 funds are available for additional maintenance and repair as determined by the Board.

Documents

Westwood Homeowners Association 5-22-2008 Summary