SUMMERHOUSE BEACH & RACQUET CLUB CONDOMINIUM ASSOCIATION, INC. BOARD OF DIRECTORS (BUSINESS) MEETING SUMMERHOUSE CLUBHOUSE Saturday, August 18, 2007 9:00 AM AGENDA CALL TO ORDER, ESTABLISH A QUORUM APPROVAL OF MINUTES: Board of Directors Meeting – June 16, 2007 GENERAL MANAGER’S REPORT/RENTAL MEETING REPORT OFFICERS REPORTS President Vice President Treasurer Proposed 2008 Budget Distribution of Stancorp stock proceeds Secretary COMMITTEE REPORTS Landscape: Garry Vaneman Architectural Committee: Mike Langton French Drains in Courtyard By Laws/Documents: Bob Wheeler Welcome Committee: Carol & Garry Vaneman Personnel Committee: Don Coker AD HOC COMMITTEES Election Committee: Carol Vaneman Long Range Planning Committee/Reserve Study – Don Coker, Bob Wheeler, Bob Mericle Improved Communications Committee – Bob Ford, Norm Breen, Keith Jones - no meeting held OLD BUSINESS Unit 147 water leak - Brown & Brown Painting of all buildings to begin in September Unit 437 – scheduled work to begin in September – cost of $25,993 (Intron Technologies) Continued Action Items for the General Manager Fine tune our irrigation system – new 12 zone timers for each phase Contact John Geiger for a determination of Association vs. Owner liability for collateral damage during Intron project, and advise Building 19’s Owners Investigate the availability of a short-term liability policy with Brown & Brown Paint patios and balconies in fall after buildings are done, Maintenance staff to check the condition of the railings Work with the architectural committee to assess problem of steps holding water after raining (Intron Technologies?) Update the Hurricane Preparedness Manual Other Action Items Wireless Campus discussion - Don Coker, Keith Jones Palm trees in courtyard - Legal Opinion NEW BUSINESS Fitness Center Renovation Annual Audit Bids SET TIME AND DATE FOR NEXT MEETING ADJOURNMENT MANAGERS REPORT AUGUST – 2007 Keith Jones The past two months were devoted to the following tasks: Completing the repairs to the property from the sudden, unexpected storm that hit in early July with winds of 70 MPH. Repairs included; Replacement of 4 roof vents that were blown off. Replacement of 12 lengths of Hardyboard siding that were blown off. Replaced the flag pole that was sheared off at the ground. Repaired numerous sections of tennis court fencing that was either blown over or ruined. Cleared grounds of litter and debris that was strewn all over. The palm trees have been trimmed back in preparation for hurricane season. All 286 palms were trimmed. This year we contracted with a new company that uses ladders instead of cherrypickers and hand shears instead of power tools. This seems to be a much better method of trimming as it is not annoying to our summer guests. This crew also picked up their cuttings every day before leaving. During the peak occupancy months of June and July, we managed to handle the normal maintenance tasks along wit h the additional rental requests with reduced staff in the maintenance department. Even with Joe Piet’s illness, the maintenance staff handled the demands of the peak season very well – Maintenance Supervisor, Ron Vician, did a fine job of reorganizing and making sure all functions were covered. Our two relatively new bookkeepers have done a commendable job of organizing our files and greatly improving our accounts receivable positions. This work will also pay benefits when we have our annual audit early next year. The work on building 19 is scheduled to begin September 4 th. Intron Technologies, of Jacksonville, has been contracted to hydraulically lift the west side of the building to recapture approximately 3 inches that the building has settled. Intron has a comprehensive liability insurance policy and will furnish us a copy of their limits. A certified letter was sent to al l unit owners within building 19 advising them of the work to be done. An All-Staff luncheon meeting will be held during the week of August 20th and we will go over and update the Hurricane Manual with everyone. We will also recap both the Rental and Association Board meetings and decisions. Lastly, an unfortunate incident occurred on the evening of July 3 rd. Our night manager, Jim Bellamy, was making his rounds at 9:15 PM when a sudden summer storm hit. As Jim was traveling west in his golf cart from the oceanside parking lot of phase 3, a guest walked out in front of him from behind one of the fenced in garbage dumpsters and a collision occurred. The recently installed lights on the golf cart were not working due to either the rain or a short and the guest did not see Jim coming. To date, our insurance company has paid out $2,367 in medical expenses for this guest as he received 60 stitches in the emergency room. The injured party now has legal representation and our insurance company, Old Dominion, has set aside a reserve of $36,000 in anticipation of possible additional claims. Old Dominion, is trying to get some subrogation from the golf cart company that installed the faulty lights.