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SUNWATCH ON ISLAND ESTATES CONDOMINIUM ASSOCIATION, INC. Annual Meeting November 29, 2000 CALL TO ORDER The meeting was called to order at 7:00 PM by President Don Harrill. Directors present Bob Burwell, Don Harrill and Bob Van Roten. Mike Small of Rampart Properties verified that 57 units were represented in person or by proxy thereby establishing a quorum. COUNTING THE BALLOTS Ballots were counted by Mike Small and Veronicia R. Poston of Rampart Properties together with unit owner Joe Mee. ANNOUNCEMENT OF NEW BOARD MEMBERS Mike Small presented to Don Harrill the results of the vote tally. Don Harrill announced that the three new Board Members are Bob Burwell, Don Harrill and Bob Van Roten. ADJOURNMENT There being no further business, the meeting was adjourned. Robert A. Burwell Secretary/Treasurer SUNWATCH ON ISLAND ESTATES CONDOMINIUM ASSOCIATION, INC. Board of Director's Meeting November 29, 2000 CALL TO ORDER The meeting was called to order at 7:45 PM by Don Harrill. Members present Bob Burwell, Don Harrill and Bob Van Roten. ELECTION OF OFFICERS It was moved and seconded to elect Don Harrill, President; Bob Van Roten, Vice-President; and Bob Burwell, Secretary/Treasurer. Motion carried. ANNUAL BUDGET It was moved and seconded to adopt the 2001 Annual Budget which had previously been mailed to all unit owners. Motion carried. MINUTES Minutes of the October 30, 2000, Board Meeting were approved as presented. FINANCIAL REPORT There was no November financial report since the meeting was held before the end of the month. MANAGEMENT REPORT Mike Small from Rampart Properties reviewed his Management Report dated November 29, 2000. CORRESPONDENCE The following is a review of the Suggestions from the Suggestion Box: Jeff Garfield #604 - Suggested that outdoor parking spaces should first be assigned to owners and any additional spaces should be utilized for guests and deliveries. The Board stated that the Parking Committee had studied the parking problem earlier in the year and determined that assigning outside parking spaces to owners was not practical because there are not enough parking spaces for all owners. Dan Lowrey #1003 - Suggested that BOTH garage doors in the 670 building remain open during the day. The Board instructed Mike Small to instruct Dan to leave BOTH garage doors open when he is on the property on weekdays. Josie Elder #205 - Suggested that a professional pest control be hired to spray the dumpster rooms on a regular basis. Mike Small was instructed to have Dan spray the dumpster rooms on a regular basis and to also obtain bids from professional pest control firms for spraying the dumpster rooms. Letter dated November 24, 2000, from Joe Mee #905 requesting permission to install a double storm door at the entrance to his unit. It was moved and seconded to allow Joe Mee to install a double storm door at the entrance to unit #905 provided it is the same bronze color as the railings. Motion failed. Undated letter from Patty Kunsemiller #700 concerning enforcement of Rules & Regulations. Of particular concern was business meetings etc. being conducted on the premises. Mike Small was instructed to write the person conducting business in the buildings to inform them they are in violation of the Rules & Regulations. It was further noted that Rampart Properties has been hired by the Board to manage our property and that anytime an owner is aware that Rules & Regulations are being broken Mike Small should be contacted directly. The Board also requested that our newsletter inform owners to contact Mike Small concerning any violations. SALE AND LEASE APPROVALS The following application for sale was approved: #806 Carlos & Lois Dixon OLD BUSINESS Mike Small stated that he had been in contact with the unit owners delinquent for $573.70 and the other for $49.99. The Board instructed Mike Small to waive the late charges for both accounts provided he receives a copy of a check as promised. The problem with the sub-lease of Unit #702 has been resolved since the tenant moved out. Don Harrill has reviewed the Time-Warner contract and is ready to sign pending a couple minor points. The new contract will become effective on January 1, 2001. Don Harrill instructed Mike Small to order the signs for the doors to the dumpster rooms and the garbage chutes after he has given final approval. Mike Small presented a proposal for $3,385.85 to install an automated chemical controller for the pools. The Board was not convinced that the controller would solve the problem of keeping the SPA clean on weekends. Mike Small was instructed to obtain bids for cleaning only the SPA on Sundays. Mike Small will investigate further surge arrester systems to reduce lighting damage. It was moved and seconded to approve a one year contract with A-1 Elevator Inspection, Inc. for state required inspections of our four elevators at $106.25 per elevator. Motion carried. It was moved and seconded to engage Elizabeth Wadsworth, P.A. for $2,350 to prepare a review of our financial statements as of December 31, 2000, our federal and state income tax returns for 2000, and our state intangible tax return for 2001. Motion carried. Mike Small stated that he was waiting for the selection of the ceiling tiles for the 680 Building before he could obtain a bid to replace the lobby ceiling. NEW BUSINESS It was moved and seconded to pay Sue Clark $300 for reimbursement of expenses for holiday lights and decorations. Motion carried. Bob Burwell was instructed to set up appointments to interview Herb Brock with Becker & Poliakoff and Steve Cole with Macfarlane Ferguson & McMullen in order to determine which one should be hired as our construction attorney for negotiations with the developer concerning our engineering report. There being no further business, the meeting was adjourned. Next meeting is scheduled for Monday, January 22, 2001, in the Meeting Room. Robert A. Burwell, Secretary/Treasurer