Westwood Homeowners Association 6-19-2008 Summary

Westwood Homeowners Association, Inc. A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304

Meeting of the Board of Directors June 19, 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 May 22, 2008 Meeting Jeff Clotfelter, Secretary

V. Ratification of Actions Taken at June 11 Emergency Meeting: Bill Graham, President a. Approval of modification of air conditioner lines by Unit 219; b. Roofing contract let for Unit 201; c. Purchase of new pool safety line and rope for life ring;

VI. Officers’ and Committee ReportsA. Officers Reports

• President – William Graham • Treasurer -- Sheila Chitty

B. Committee Reports • Landscaping/Tree Committee – Gloria Rotan

o H & H sod installation & sprinkler brigade • Lighting Committee – Leo Rotan

VII. Old Business: A. Status of A & A gutter cleaning and removal of leaves. (LEO) B. Paint used by Jett C. Status of insurance claims (corner fence/ carport at 313/ carport at 211-212 ) D. Prioritization of decks, roof, gutter and retaining walls for application of 2008 assessment funds. E. Schedule meeting with membership for Rules Handbook revision presentation.

VIII. Residents Comments and Proposals

IX. New Business A. Contract for management services. B. Calendar for rest of year. C. Action Labor: Consideration of 1) Further grounds cleanup and vine removal, 2) Planting more

annuals in front of Clubhouse, 3) Removing eroded dirt from sidewalks next to Godby fence, 4) Pressure washing sidewalks.

D. Approval of pool curbstone repair – Pool Tech $235.00 E. Approval of reimbursements to Leo and Bill F. Approval of roof repairs (512 cricket, 406 bubble, 213 bubble, etc) G. Unit 104 architectural review committee request for tiling patio and replacing doors & windows H. Orkin contract due $1,194.32 by 8/10/08. Some resident dissatisfaction has been expressed with

Orkin. Consider obtaining bids from other companies. (Myler Pest Control 545-7574) I. Stucco removal for Unit 505 so foundation assessment can be done J. Proposal of items for next agenda. (Consider previously deferred items)

X. Adjournment

Westwood Homeowners Association, Inc. A Florida Condominium

1440 Ocala Road, Tallahassee, FL 32304

Minutes of Westwood Homeowners Association Meeting of the

Board of Directors At the Westwood Clubhouse

Thursday June 19, 2008

Meeting called to order at 7:21 In attendance: Bill Graham (BG), President Leo Rotan (LR), Vice President Sheila Chitty (SC), Treasurer Jeff Clotfelter (JC), Secretary Darren Jones (DJ), A. Secretary The notice of the meeting was posted in a timely manner. SC moves to waive the full reading of the May 22 minutes, LR seconds, AIF JC reads the abbreviated form pertaining to current business. 219 - The owner didn’t supply the necessary documents

- the board won’t ratify until he does - ratification is deferred until

Concerning the roof of 201

- the board has approved Jenkins to re-roof - DJ moves to ratify, SC seconds, AIF

Pool equipment

- we need a line across the pool and a pool ring - Wally Womble has been contacted to get these - LR moves to ratify, DJ seconds, AIF

Officers reports Landscaping

- Thanks to all who helped take care of the newly laid sod!

Trees

- Armstrong came and checked all the trees - The drought is killing them - Certain trees are in need of unscheduled trimming and he says he will

trim them for $250-$350 - JC moves to have Armstrong trim the trees for $250-$350, DJ seconds,

AIF Lights

- in the pool area, some interior and some exterior lights are out - we need to put up a sign to that effect

Old business A&A

- the schedule of gutter cleaning is inadequate and needs to be adjusted - the removal of gutter debris needs to be better

Wrong paint

- Jett’s painters were seen to be using the wrong type of paint on a couple of projects

- He was contacted and said the paint shouldn’t have been used, will remove and replace it

- Sutton recommends using paint as opposed to stain on all our projects - Will give estimate for painting recently built decks

Insurance claims

- Jett has been asked to look at the corner/fence at 313 and the carport at 211-212, for the purpose of insurance estimates

o Constant Comfort backed into the carport of 211-212 and broke a support post. He has taken responsibility for it and offered to provide repairs. If he doesn’t, we’ll offer the job to Jett to repair

513

- there is a light hanging over because of being hit Dump light

- the new light is in danger of being hit because of it’s proximity to vehicles - we need to contact the city to see what we can do and how much it will be

Prioritization of deck, retaining wall, and roof replacement

- decks in the condition of 401-405 need to be completely replaced - JC moves to have an engineering plan done now, with the intent to have the decks

replaced as soon as possible, DJ seconds, AIF

- JC moves to have an engineering plan done for the decks of 311-312. LR seconds, AIF

Rules handbook

- tabled, almost done

Residents comments 512

- Mrs. Newton’s roof leaks - The original contractor who replaced the roof didn’t put in a cricket - He’s been contacted to replace it

New business Pool

- DJ moves to have Pool Tech repair the broken coping stones, as well as filter cleaning, for less than $500, LR seconds, AIF

406

- JC moves to have Jett locate and make accessible the water cut off for unit 407, DJ seconds, AIF

Reimbursement

- DJ moves to reimburse LR $91.42 for expenses incurred in the great hose gathering and sprinkler round up, SC seconds, LR abstains, AIF

- JC moves to pay David Stevenson $155.24 for the new copier, LR seconds, AIF - DJ moves to pay BG $64.56 for pine straw, LR seconds. AIF

Orkin

- Orkin found no live activity in their inspection of 408-412 - Some residents said they weren’t happy with the service and would like another

company WDO

- WDO report was created in a per-sale inspection of 313 - The realtor sent us documentation of his understanding of the responsibilities of

both the owner and Westwood - It’s being addressed

Westwood management

- we are considering using a management agency for the operations of Westwood

- Phyllis Graham has offered her services - She proposes:

o A charge of $2000 a month as budgeted o Regular office hours

Newsletter

- goes out on the 27th of June Calendar

- July 10th- finish meeting - July 15th- meet and greet Phyllis - July 17th- regular meeting

423

- BG is contacting the owner of 423 concerning the sale of his unit and his unacceptable conditions

Meeting adjournment -JC moves to adjourn, DJ seconds, AIF - meeting adjourned at 9:17

Westwood Homeowners Association, Inc. Budget vs. Actual

January through April 2008 and Projected to December 31, 2008

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

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

EXPENSE300 ROUTINE EXPENSES302 ANNUAL MEETING EXPENSES 302 400 600 303 ACCOUNTING FEES - 4,500 4,300 304 BANK FEES & CHARGES 68 68 305 CORPORATE FEES 404 405 306 INSURANCE-LIAB./D&O/BOND 26,702 84,910 84,910 308 Licenses and permits 275 275 309 Legal fees 750 750 402 ADMINISTRATIVE EXPENSES 850 2,231 3,500 404 MANAGEMENT FEES - 10,000 20,000 405 FINANCING EXPENSE 1,192 3,279 3,230 602 BLDG REPAIR/MAINTENANCE 5,046 23,000 23,000 603 BLDG MATERIALS & SUPPLIES 631 5,600 5,600 604 CLUBHOUSE CLEANING EXP 203 868 975 605 PEST CONTROL 1,576 6,600 6,600 606 POOL SERVICE/SUPPLIES 2,617 6,184 5,500 702 GROUNDS CONTRACT 8,989 26,966 26,966 703 LANDSCAPING EXPENSES - 2,500 2,500 704 PERIMETR FENCE/LOCK MAINT - - 250 705 PLUMBING/SEWAGE REPAIRS 2,375 2,375 1,500 706 ELECTRICAL MAINTENANCE 573 573 5,500 707 TRASH PICK UP/REMOVAL 297 1,397 1,000 708 TREE REMOVAL 2,125 3,725 5,000 709 GUTTER CLEANING 1,352 4,056 3,975 710 DRAINAGE - 5,000 5,000 802 COMCAST CABLE 12,983 38,951 42,107 803 ELECTRICITY 2,204 6,684 6,625 804 WATER & SEWER 9,594 30,394 40,000 806 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 36,875 2008 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 38,000 GUTTER RESERVE EXPENSE (2) 4,825 13,875 14,000 ROOF RESERVE EXPENSE 13,200 13,321 SIDEWALK/LIGHTS/FENCING SPEND (3) 14,448 17,108 16,398 DRAINAGE 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.

6/18/08 Westwood Homeowners Association, Inc. A/R Aging Summary As of May 31, 2008

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

408-A GEORGE - emailed that will pay by June 30 333.00 333.00 15.00 1,650.00 2,331.00

215-B NORWOOD LIEN MAR 30 07 277.00 277.00 15.00 1,094.00 1,663.00

220-B GREER -- paid $300 & says is getting roommate to help 277.00 277.00 15.00 878.00 1,447.00

420-C ANGEL -- emailed that will send check on June 18th 333.00 333.00 15.00 363.00 1,044.00

219-B WINTERS 277.00 277.00 15.00 262.00 831.00

506-C LEE 333.00 333.00 0.00 100.25 766.25

501-A WARREN 333.00 333.00 15.00 0.00 681.00

305-A TORRES -- all received after May 31st 281.00 333.00 0.00 0.00 614.00

514-B GREGORY 277.00 277.00 0.00 0.00 554.00

103-C NOVELLIERE 333.00 63.00 0.00 0.00 396.00

503-D RYAN 333.00 45.00 0.00 0.00 378.00

206-C ODHAM pur6/2/06 333.00 0.00 0.00 0.00 333.00

213-C BAKER 284.00 0.00 0.00 0.00 284.00

302-B UNGLAUB 277.00 0.00 0.00 0.00 277.00

304-B ROWLAND 277.00 0.00 0.00 0.00 277.00

316-B CLAUSON 277.00 0.00 0.00 0.00 277.00

410-B MCMILLAN/HYDER 277.00 0.00 0.00 0.00 277.00

416-B BIELEC 277.00 0.00 0.00 0.00 277.00

412-C McHARDY-GRANT 119.13 0.00 0.00 0.00 119.13

204-B HOWELL 0.00 0.00 0.00 1,516.36 1,516.36

407-A TOMLINSON 733.76 0.00 0.00 0.00 733.76

201-A NAGELSON-MCCORMICK -4.00 0.00 0.00 0.00 -4.00

207-B NORTON -5.00 0.00 0.00 0.00 -5.00

106-B BURNS -15.00 0.00 0.00 0.00 -15.00

418-B CLOTFELTER -21.00 0.00 0.00 0.00 -21.00

413-C MADDOX -7.00 -21.00 0.00 0.00 -28.00

Page 1 of 2

6/18/08 Westwood Homeowners Association, Inc. A/R Aging Summary As of May 31, 2008

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

405-A BIRDSONG & SHUMATE -34.01 0.00 0.00 0.00 -34.01

515-B HERRMANN-TURNER -74.00 0.00 0.00 0.00 -74.00

406-A PERCY -82.00 0.00 0.00 0.00 -82.00

209-B LIMONGI -262.00 0.00 0.00 0.00 -262.00

509-B ERSKINE (pur. 2/28/07) -262.00 0.00 0.00 0.00 -262.00

210-A DEVERS 0.00 -318.00 0.00 0.00 -318.00

424-A FAWAZ pur 2/06 0.00 0.00 0.00 -318.00 -318.00

TOTAL 5,475.88 2,542.00 90.00 5,545.61 13,653.49

SUMMARY OF ACCOUNTS RECEIVABLESee Note (2) Number Amount Number Amount BALANCES OVER $1000 4 6,485.00 3 4,554.00 BALANCES OVER $500, LESS THAN $1000 5 3,446.25 3 1,946.00 BALANCES BETWEEN $200 AND $500 (1) 9 2,776.00 9 2,918.25 BALANCES BETWEEN $0 AND $200 1 119.13 2 278.13 CREDIT BALANCES 12 (1,423.01) 14 (2,783.01) FOUNDATION REPAIR BILLED Unit 407 733.76 PLUMBING REIMBURSEMENT OWED Unit 204 1,516.36 Unit 204 1,516.36

TOTAL 33 13,653.49 32 8,429.73

(1) Includes Unit 305 payment from closing received after May 31.

30-Apr-0831-May-08

(2) Letters sent to owners with overdue accounts as of June 1. Two owners with accounts exceeding $1,000 have responded that they will pay before June 30, one sent a payment and is taking steps to become current.

Page 2 of 2

06/11/08 Accrual Basis

Westwood Homeowners Association, Inc. Trial Balance As of May 31, 2008

May 31, 2008

Operating Reserve Special Assessment

OPERATING CHECKING -CAP CITY BK 36,456.46

BANK OF AMERICA-Utility Deposit 10,756.11

RESERVE CHECKING - CAP CITY BK 23,844.30 2,800.76

RESERVE INVEST - VANGUARD GROUP 46,507.42

*Accounts Receivable 13,653.49

UNDEPOSITED FUNDS 580.00

PREPAID INS PREMIUM 18,060.10

PREMIUM ASSIGNMENT CORP DEBT (17,886.46)

FUND BALANCE - Positive! (49,385.20) (95,627.48) -

-

INCOME:102 B- Maintenance Fee (57,375.00)

INCOME:103 A-C-D- Maintenance Fee (70,250.00)

INCOME:104 LATE FEES & MISC (955.00)

INCOME:104A RESERVE-Interest Received (442.60)

INCOME:104B OPERATING-Interest Receiv (94.98)

ROUTINE EXPENSES:302 ANNUAL MEETING EXPENSES 301.73

ROUTINE EXPENSES:303 ACCOUNTING FEES 2,500.00

ROUTINE EXPENSES:304 BANK FEES & CHARGES 67.70

ROUTINE EXPENSES:306 INSURANCE-LIAB./D&O/BOND 41,363.14

ADMINISTRATIVE EXPENSES:402 ADMINISTRATIVE EXPENSES 637.51

ADMINISTRATIVE EXPENSES:403 CONSULTING (Unit 512) 120.00

ADMINISTRATIVE EXPENSES:405 FINANCING EXPENSE 1,365.68

BUILDING MAINTENANCE:602 BLDG REPAIR/MAINTENANCE 6,768.13

BUILDING MAINTENANCE:603 BLDG MATERIALS & SUPPLIES 890.90

BUILDING MAINTENANCE:604 CLUBHOUSE CLEANING EXP 203.30

BUILDING MAINTENANCE:605 PEST CONTROL 1,995.76

BUILDING MAINTENANCE:606 POOL SERVICE/SUPPLIES 3,243.73

GROUNDS MAINTENANCE:702 GROUNDS CONTRACT 11,235.80

GROUNDS MAINTENANCE:703 LANDSCAPING EXPENSES 2,468.21

GROUNDS MAINTENANCE:704 PERIMETR FENCE/LOCK MAINT 628.50

GROUNDS MAINTENANCE:705 PLUMBING/SEWAGE REPAIRS 2,375.00

GROUNDS MAINTENANCE:706 ELECTRICAL MAINTENANCE 1,544.56

GROUNDS MAINTENANCE:707 TRASH PICK UP/REMOVAL 296.81

GROUNDS MAINTENANCE:708 TREE REMOVAL 2,125.00

GROUNDS MAINTENANCE:709 GUTTER CLEANING 1,690.00

UTILITIES EXPENSE:802 COMCAST CABLE 12,982.80

UTILITIES EXPENSE:803 ELECTRICITY 2,700.60

UTILITIES EXPENSE:804 WATER & SEWER 12,382.77

UTILITIES EXPENSE:806 GARBAGE DISPOSAL/DUMPSTERS 6,552.85

RESERVE FEES - PRIOR YEAR ASSESSMENT (111.00)

2008 SPECIAL ASSESSMENT (19,314.00)

RESERVES EXPENDITURES:BLDG STRUCTURE RESERVE EXPENSE 5,156.00 11,213.24

RESERVES EXPENDITURES:GUTTER RESERVE EXPENSE 4,825.00 5,300.00 RESERVES EXPENDITURES:SIDEWALK/LIGHTS/FENCING SPEND 15,848.36

Page 1 of 2

06/11/08 Accrual Basis

Westwood Homeowners Association, Inc. Trial Balance As of May 31, 2008

May 31, 2008

Operating Reserve Special Assessment

TOTAL -0.00 0.00 0.00

Page 2 of 2

05/31/08 Westwood Homeowners Association, Inc. Transaction List by Vendor

May 1 to May 31, 2008

Date Num MemoInvoice Amount Total

A & A Lawn Service & Landscaping LLC 05/09/2008 1932 April grounds maintenance & garbage transfer (3,185.16) Auto Owners Ins. 05/19/2008 1934 4TH Quarter 2007-08 Insurance Installment (2,621.57) Betts, Rogers, Schenck & Jones CPA 05/19/2008 1935 Progress Billing - 2007 Review and tax return (2,500.00) City of Tallahassee 05/19/2008 DEBIT Electricity (14.18) City of Tallahassee 05/18/2008 DRAFT Electricity (112.69) City of Tallahassee 05/20/2008 DEBIT Water & Sewer (2,788.89) City of Tallahassee 05/19/2008 DEBIT Electricity & Garbage (1,008.54)

TOTAL CITY OF TALLAHASSEE (3,924.30) Curtis White Masonry 05/19/2008 1026 Add'l concrete over contract & extra work (1,400.00) DJP, INC. ORKIN 05/19/2008 1936 Pest control (420.16) Fla Dept of State / Div of Corporations 05/30/2008 1948 Fee to amend Articles of Incorporation (35.00) Gutter Soutions & Waterproofing 05/05/2008 1025 New gutters - units 101-102 and 213-217 (5,300.00) H & H Enterprises LLC 05/29/2008 1946 1/3 down payment for soil & sod installation (2,315.00) High Quality Heating & Air, Inc. 05/21/2008 1938 Inv. 5231 - Inspect units 512 & 513 for source of water damage to 513 (120.00) Hilton Vernon 05/06/2008 1930 Relocate wooden fence to chain link fence around Storage (628.50) Home Depot 05/24/2008 1943 Landscaping plants & materials (72.64) Jett Builders, Inc 05/02/2008 1024 2nd Installment - contract on 407 decks (5,850.00) Jett Builders, Inc 05/06/2008 1931 Wood rot & other repairs (2,199.48) Jett Builders, Inc 05/21/2008 1937 Inv. 436: Unit 406 - wood rot repair to deck railing (125.00) Jett Builders, Inc 05/22/2008 1027 Wood rot & other repairs (6,630.24) Jett Builders, Inc 05/22/2008 1028 Final pmt 407 decks, Complete pmt 407 patio deck (11,745.00) Reimbursement of Jett Builders Charge 5,200.00

TOTAL JETT BUILDERS (21,349.72) Leon County Clerk of Courts 05/30/2008 1947 Filing fees for amendments to bylaws & articles (37.00) Marpan Supply Co., Inc. 05/21/2008 1939 Dumpster rental (72.03) Premium Assignment Corporation 05/01/2008 DEBIT Insurance debt payment - 8 of 10 (6,030.47) R.C. Electrical Services 05/19/2008 1933 Installation of power pole to restore power to 200's lights (896.20) U. S. Postal Service 05/28/2008 1945 Stamps & certified mail (106.96) Wally Womble 05/22/2008 1941 April 2008 Pool Service (627.19)

TOTAL (51,641.90)

Page 1 of 1

WESTWOOD HOMEOWNERS ASSOCIATION, INC.WORK ORDER

DATE 6/10/2008 ORDER NUMBER 103

Unit # Description of Work Priority (1= high)

101/102 1

416/417 1

417/418 1

416

Attach patio divider fence between Units 101 and 102 to house wall and to fence.

Front Patio (side away from parking) Attach fence to house wall & exterior fence; replace rotten boards


Front Patio (side away from parking) Badly warped board at north fence needs to be replaced.

Please review the decking situation from the front door of Unit 405 to around behind unit 401 with a view to recommending repairs/reinforcements that will hold the deck and eliminate any safety issues until complete replacement is financially feasible.

Please call 264-3324 about any other problems you see that you think need immediate repair.

BOARD\CALENDAR\Calendar_to_2009_Annual_Meeting_-_showing_statutory_notice

WESTWOOD HOMEOWNERS ASSOCIATION, INC.2008 - 2009 CALENDAR WITH NOTICE DATES

Meeting Type Meeting Date

Minimum Statutory

Notice Required

Latest Date for Notice Actual Notice Date

Type of Notice:

Mail Electronic

Post

Age

nda

Prop

osed

Bud

get

Affi

davi

t

Regular Board Meeting 6/19/2008 3 6/16/2008 P

Continuation Board Meeting



Budget Committee Meeting 9/16/2008 14 9/2/2008 8/31/2008 M / E


Rules Regarding Unit Use Meeting 14 M / E & P




Board Budget Meeting 11/20/2008 14 11/6/200810/31/2008 w copy of proposed budget M / E Y Y

First Notice of Election 60 12/24/2008 11/30/2008 M / E




Candidates must file to run for election 40 12/6/2008

Second Notice of Election 14 2/8/2009 1/31/2009 M / E

Annual Members' Meeting 2/22/2009 14 2/8/2009 1/31/2009 M / E & P Y Y

Transmit to Owners

Milestone Management of Tallahassee 1575 Lee Avenue

Tallahassee, Florida 32303 (850) 264-3324

[email protected] June 18, 2008 Board of Directors Westwood Homeowners Association, Inc. 1440 Ocala Road Tallahassee, Florida 32304 Dear Westwood Board: During the past three and a half years, I have done considerable work for the Westwood Homeowners Association on a volunteer basis. I have very much enjoyed working with homeowners and the Board to make Westwood a better – and better managed -- community. There have been many improvements on all fronts, and I am very proud to have had a part in them. I have now tendered my retirement from county employment and am starting my own association management company, Milestone Management of Tallahassee. Milestone’s aim is to provide top quality management for a few select clients. I would very much like to obtain Westwood Homeowners Association as a client of Milestone Management. Milestone is in the process of completing its city, county and state requirements for operation, and I would propose to begin as management agent on September 1, 2008. In addition to holding a license as a Community Association Manager, I am also a Certified Public Accountant in the State of Florida. While my CAM license is very recent, I have obtained considerable experience while volunteering at Westwood for two different periods, totaling 18 months. I have attached a list of some of my accomplishments during that time. I believe my extensive knowledge of condominium operation and of Westwood’s situation in particular would enable me to release the Board from onerous day-to-day chores and permit you to instead provide direction, set policies and review operations. If you vote to contract with Milestone Management, I will be happy to negotiate a contract that will provide Westwood with the management and accounting services needed to continue to improve the property and the community. Sincerely yours, Phyllis J. Graham



[email protected]

List of Accomplishments

Provided accounting and bookkeeping services for the Association under the review of the Association’s Treasurer, including: • Corrected errors in asset, revenue and expenditure accounts • Prepared and mailed all monthly statements in a timely fashion • Received all homeowners’ fee payments, posted payments to accounts and made all

deposits • Received all vendor invoices and statements and prepared checks for signature of

officers • Reconciled all bank accounts promptly.

Provided current financial information to Board and owners, including trial balances for

Operating, Reserve and Special Assessment funds; budget comparisons, vendor payments, accounts receivable analyses; and other reports as required.

Worked with owners to provide correct account balances and encourage timely payment of

homeowner fees, including preparing account histories and analyses for owners and answering owner questions by phone and email. Prepared letters to owners who were delinquent on fee payments for signature by the Treasurer.

Worked with the CPA firm hired to conduct the Association’s review, including completing

questionnaires and furnishing all records requested.

Worked with realtors when units have been sold, including completing condominium questionnaires and providing financial information for closings.

Prepared many Board meeting agendas and the package for the 2008 Annual Meeting,

which included many proposed revisions to Association documents, the proxy form and ballot. The package was mailed on time, a record number of proxies were returned and the Annual Meeting was notably successful.

Became familiar with the Westwood Declaration of Condominium, Articles of Incorporation,

Bylaws, and statutory requirements for the operation of condominium homeowner associations, including knowledge of required notice periods for all types of Association meetings.

Compiled and am maintaining a listing of maintenance issues for the Association.

Searched for licensed contractors to handle pressing maintenance problems of wood rot and

sidewalk damage, including interviewing vendors and checking references, and setting specifications for work done and permits to be obtained. Verified work was done prior to payment of contractors.

Worked with contract labor to landscape the front of the clubhouse, and with the Board and

contract labor to perform a complete grounds cleanup after EMS ended their contract with Westwood.



[email protected] June 18, 2008 Board of Directors Westwood Homeowners Association, Inc. 1440 Ocala Road Tallahassee, Florida 32304 Dear Westwood Board: During the past three and a half years, I have done considerable work for the Westwood Homeowners Association on a volunteer basis. I have very much enjoyed working with homeowners and the Board to make Westwood a better – and better managed -- community. There have been many improvements on all fronts, and I am very proud to have had a part in them. I have now tendered my retirement from county employment and am starting my own association management company, Milestone Management of Tallahassee. Milestone’s aim is to provide top quality management for a few select clients. I would very much like to obtain Westwood Homeowners Association as a client of Milestone Management. Milestone is in the process of completing its city, county and state requirements for operation, and I would propose to begin as management agent on September 1, 2008. In addition to holding a license as a Community Association Manager, I am also a Certified Public Accountant in the State of Florida. While my CAM license is very recent, I have obtained considerable experience while volunteering at Westwood for two different periods, totaling 18 months. I have attached a list of some of my accomplishments during that time. I believe my extensive knowledge of condominium operation and of Westwood’s situation in particular would enable me to release the Board from onerous day-to-day chores and permit you to instead provide direction, set policies and review operations. If you vote to contract with Milestone Management, I will be happy to negotiate a contract that will provide Westwood with the management and accounting services needed to continue to improve the property and the community. Sincerely yours, Phyllis J. Graham



[email protected]

List of Accomplishments

Provided accounting and bookkeeping services for the Association under the review of the Association’s Treasurer, including: • Corrected errors in asset, revenue and expenditure accounts • Prepared and mailed all monthly statements in a timely fashion • Received all homeowners’ fee payments, posted payments to accounts and made all

deposits • Received all vendor invoices and statements and prepared checks for signature of

officers • Reconciled all bank accounts promptly.

Provided current financial information to Board and owners, including trial balances for

Operating, Reserve and Special Assessment funds; budget comparisons, vendor payments, accounts receivable analyses; and other reports as required.

Worked with owners to provide correct account balances and encourage timely payment of

homeowner fees, including preparing account histories and analyses for owners and answering owner questions by phone and email. Prepared letters to owners who were delinquent on fee payments for signature by the Treasurer.

Worked with the CPA firm hired to conduct the Association’s review, including completing

questionnaires and furnishing all records requested.

Worked with realtors when units have been sold, including completing condominium questionnaires and providing financial information for closings.

Prepared many Board meeting agendas and the package for the 2008 Annual Meeting,

which included many proposed revisions to Association documents, the proxy form and ballot. The package was mailed on time, a record number of proxies were returned and the Annual Meeting was notably successful.

Became familiar with the Westwood Declaration of Condominium, Articles of Incorporation,

Bylaws, and statutory requirements for the operation of condominium homeowner associations, including knowledge of required notice periods for all types of Association meetings.

Compiled and am maintaining a listing of maintenance issues for the Association.

Searched for licensed contractors to handle pressing maintenance problems of wood rot and

sidewalk damage, including interviewing vendors and checking references, and setting specifications for work done and permits to be obtained. Verified work was done prior to payment of contractors.

Worked with contract labor to landscape the front of the clubhouse, and with the Board and

contract labor to perform a complete grounds cleanup after EMS ended their contract with Westwood.

WESTWOOD HOMEOWNERS ASSOCIATION, INC.WORK ORDER

DATE 6/10/2008 ORDER NUMBER 103

Unit # Description of Work Priority (1= high)

101/102 1

416/417 1

417/418 1

416

Attach patio divider fence between Units 101 and 102 to house wall and to fence.



Front Patio (side away from parking) Badly warped board at north fence needs to be replaced.

Please review the decking situation from the front door of Unit 405 to around behind unit 401 with a view to recommending repairs/reinforcements that will hold the deck and eliminate any safety issues until complete replacement is financially feasible.

Please call 264-3324 about any other problems you see that you think need immediate repair.

BOARD\CALENDAR\Calendar_to_2009_Annual_Meeting_-_showing_statutory_notice

WESTWOOD HOMEOWNERS ASSOCIATION, INC.2008 - 2009 CALENDAR WITH NOTICE DATES

Meeting Type Meeting Date

Minimum Statutory

Notice Required

Latest Date for Notice Actual Notice Date

Type of Notice:

Mail Electronic

Post

Age

nda

Prop

osed

Bud

get

Affi

davi

t


Continuation Board Meeting





Rules Regarding Unit Use Meeting 14 M / E & P




Board Budget Meeting 11/20/2008 14 11/6/200810/31/2008 w copy of proposed budget M / E Y Y

First Notice of Election 60 12/24/2008 11/30/2008 M / E




Candidates must file to run for election 40 12/6/2008

Second Notice of Election 14 2/8/2009 1/31/2009 M / E

Annual Members' Meeting 2/22/2009 14 2/8/2009 1/31/2009 M / E & P Y Y

Transmit to Owners

Documents

Westwood Homeowners Association 6-19-2008 Summary