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SUNWATCH ON ISLAND ESTATES CONDOMINIUM ASSOCIATION, INC. Board of Director's Meeting January 23, 2006 CALL TO ORDER President Jo Warn called the meeting to order at 9:30 AM. Board members present were Bob Burwell, Sue Clark, Joe Giacomini, and George Powers. Jo Warn asked everyone to stand in silence in memory of Charlie Blankenhorn. MINUTES Minutes of the November 28, 2005 Board Meeting and the January 11, 2006 Orientation were approved as presented. FINANCIAL REPORT Treasurer Burwell reviewed Financial Report for the year ending December 31, 2005. The Operating Account had a balance of $17,315; however $20,782 was in Prepaid Owners Fees. The reason for the low cash balance was because $120,024 was paid in insurance premiums of which $56,350 was borrowed from the Reserves as authorized by the membership at the Annual Meeting The Reserves will be paid back in monthly installments over the next twelve (12) months. The Reserve Account had a balance of $389,725. Income exceeded Expenses and Reserve Funding by $10,646 for the year 2005. One owner was delinquent $387.13 in monthly maintenance fees. MANAGEMENT REPORT Ray Sturgis presented a written Management Report dated January 23, 2006. George Powers inquired as to how the membership could read the Management Reports. President Warn suggested that any owner interested in the report could request a copy from any Board member or the Management Company. CORRESPONDENCE Secretary Burwell stated that at the request of George Powers he will furnish Board Members with copies of notes in the Suggestion Boxes prior to Board Meetings. There were no notes in the Suggestion Boxes prior to this meeting. A letter dated January 2, 2006 was received from the Secretary of Island Walk complaining of noise from construction in one of our units over the weekend in violation of our Rules and Regulations. President Warn had contacted the Secretary to discuss the matter. A letter dated January 16, 2006 was received from Bruce and Cindy Hill – Unit 208 concerning the prolonged hurricane shutter construction. The construction company has been storing equipment, electrical cables and scaffolding for several months. The letter also complained about debris on the exposed walkways on the north side of the building in front of Units 205,206, 207 & 208. President Warn stated that the construction company will complete their work this week. She further stated that Laurie has been instructed to clean the 2nd floor walkways on a more frequent basis. COMMITTEE APPOINTMENTS President Warn stated that she wanted Board members to be liaisons with the committees and then made the following Committee appointments: Covenants: Sue Clark, Chair, Merry June Burwell and Betsy Garfield Emergency: George Powers, Chair, Lars Warn and Tom Smith Guest Unit: Sharon Givens, Chair and JoAnne Bauman Landscaping: Jo Warn, Chair and Merry June Burwell Social: Betsy Powers, Chair, Joyce Smith and Anita Johnson Maintenance: Joe Giacomini, Chair, Cliff Snedeker, Robert Poladian, Mona Cleary and Jo Warn Newsletter: Betsy Garfield, Chair and Susie Thatcher Welcome: Susie Thatcher, Chair and Jody Keck COMMITTEE REPORTS The Emergency Committee reported on three (3) items, Security Codes, Diesel Fuel Tank and Security Cameras. It was moved and seconded to change the universal security code on the Entrance Doors every six months and providing a system to issue personal codes for owners to use up to thirty (30) days for real estate agents, vendors, etc. Motion carried. Resource Property Management will prepare a mailing concerning use of codes for all owners. The Covenants Committee was requested to prepare a Rule and Regulation concerning security codes for presentation to the Board for adoption. The Emergency Committee was requested to review bids for an additional diesel tank and security cameras and then make recommendations at the next Board meeting. The Landscape Committee reported that new plants were planted at both the 670 and 680 entrances. The Maintenance Committee presented a report dated January 22, 2006 with several recommendations. It was moved and seconded to approve a bid on the amount of $3,400 from R. A. Strump, Inc. to repair the tiles and coping around the top of all pools. Motion carried. It was moved and seconded to approve a bid not to exceed $9,000 from Artistic Decks to recoat and seal the pool deck. Motion carried. The Board instructed the Maintenance Committee to make sure the deck surface is a “Non-Slip.” Bob Burwell stated that the report dated October 11, 2005 by Kerns-Whitehouse did not specify the type of caulking to be used to waterproof the windows and doors. He requested that the Maintenance Committee contact Kerns-Whitehouse for that information. SALE & LEASE APPROVALS It was moved and seconded to grant confirming approval for the following sale:     Unit #905 to Thomas and Lita Kishbaugh Motion carried. OLD BUSINESS Secretary Burwell will post pictures of the surplus items from the 670 Lobby for a Silent Auction. Sealed bids for the various items will be opened at the next Board Meeting. NEW BUSINESS It was moved and seconded to approve the purchase of six (6) shopping carts at $115 each. Motion carried. The carts will be teal in color with “SUNWATCH” attached to them. It was moved and seconded to confirm the purchase of two (2) Napoleon grills from ALL About Grills for 1,403.73. Motion carried. Secretary/Treasurer Burwell reminded the Board that Nathan Hightower has been the General Council and Resident Agent for Sunwatch since turnover by the developer. Hightower is a litigation attorney which the Board felt was necessary at the time of turnover because of problems the owners were having with the developer. Several Board Members feel Sunwatch could be better served by an attorney that specializes in condominium law. Debbie Reinhardt of Resource Property Management was asked for recommendations of attorneys with those credentials. The Board suggested at the Orientation Meeting that President Warn and Secretary/Treasurer Burwell interview Ben Rabin of Brundy & Rabin, P.A. The interview revealed that their firm only practices condominium law and that they do not represent management companies or developers. They are very familiar with our CPA, Elizabeth Wadsworth, and have worked with her with several condominium associations. Their fee is $220 per hour with no retainer required. It was moved and seconded to retain Bennett L. Rabin as the general council and resident agent for Sunwatch and that the Secretary is designated as the contact person for Sunwatch. Motion carried. President Warn informed the Board that Sharon Givens has agreed at “NO FEE” to be responsible for reservations of the Guest Units, Party Room and Meeting Room. President Warn further stated that linens and bed covers were almost ten (10) years old and needed to be replaced. It was moved and seconded to authorize the purchase of up to $400 for new guest unit linens. Motion carried. Ray Stugis of Resource Property informed the Board that many associations allow the President to authorize spending between Board meetings. It was moved and seconded to authorize the President to commit Sunwatch for expenditures of up to $1,000 between Board Meetings. Motion carried. NEXT MEETING The next meeting is scheduled for Monday, February 27, 2006 at 9:30 AM in the meeting room. ADJOURNMENT There being no further business, the meeting was adjourned at 11:03 AM. Robert A. Burwell, Secretary/Treasurer