WOODLAKE CONDOMINIUM ASSOCIATION MINUTES ARCHIVE

Woodlake Association Annual Budget Board Meeting November 10, 2005 6:35pm Marcy called the meeting to order. Present: Marcy Blackwell, Vice President Colette Williams, Secretary Ramon Gomez, Treasurer Ward Ketrow, Director Gary Niznik, Property Manager from CMC QUORUM CERTIFIED: We have a quorum (enough Board Members present to conduct business; there must be at least three). DIRECTOR’S REPORT: Ward announced that unit #41 was sold. It was a 1/1. He didn’t have the selling price, but will get that for the next meeting. Unit #91 is for sale. It’s a 2/1; asking price $125,000. Unit #53 is unoccupied; likely still in probate. TREASURER’S REPORT: Ramon was not able to put a report together because of a mix-up at the bank. Apparently more money was deposited to our account than should have been. Gary is following up on this. MANAGEMENT REPORT: PLAYGROUND EQUIPMENT: We are still collecting prices for playground equipment. SPRINKLER SYSTEM: 4 zones are working out of 21 zones. Skip Quinn found the plans, which shows where each valve is, and they are all underground, not marked with above ground caps. With the plans we can get a written proposal to repair them. ROOFER: Gary is assisting the roofer to get the required city and county paperwork. MINUTES OF NOVEMBER 7, 2005 APPROVED: Colette made a motion that the minutes from November 7, 2005 be accepted without reading them. They had been emailed to all Board Members. This was seconded by Marcy. The Board voted unanimously to accept them. Colette distributed four copies of the minutes to Woodlake Members in attendance. BUDGET: Colette made a motion to accept the budget as it is. Marcy 2nded. It was accepted unanimously by the Board. DELINQUENCIES:  No news since November 7th meeting. Marcy adjourned the meeting at 7:13pm.
Meeting: November 7, 2005 Woodlake Association Board Meeting 6:32pm Gary called the meeting to order. This was a Special Meeting of the Board to have Gary instruct the Board Members on how to read a Profit & Loss Statement. Present: Marcy Blackwell, Vice President Colette Williams, Secretary Ramon Gomez, Treasurer Ward Ketrow, Director Gary Niznik, Property Manager from CMC QUORUM CERTIFIED: We have a quorum (enough Board Members present to conduct business; there must be at least three). INSTRUCTION ON HOW TO READ A PROFIT AND LOSS STATEMENT: Gary walked the Board through our September 2005 Profit & Loss Statement. The October P&L Statement is usually not ready till November 15th, but he will try to get us the October statement by our November 10th meeting. DELINQUENCIES: Thanks to Denise knocking on every door and getting a letter to every unit that is behind, delinquencies are well down. Marcy left at 7:32pm, which still left a quorum. MINUTES OF OCTOBER 13, 2005 APPROVED: Colette made a motion that the minutes from October 13, 2005 be accepted without reading them. They had been emailed to all Board Members. This was seconded by Ward. The Board voted unanimously to accept them. Colette gave Gary a copy of these, copies of the Agenda for October 6th, November 7th and November 10th, and asked him to ensure our corporate book has copies of all minutes and agendas. She will give him copies of any that are missing. 7:36pm Meeting adjourned.
Meeting: October 13, 2005 Woodlake Association Board Meeting 6:33pm Marcy called the meeting to order. This was a Special Meeting of the Board to review the budget and delinquencies. Present: Marcy Blackwell, Vice President Colette Williams, Secretary Ramon Gomez, Treasurer Ward Ketrow, Director Gary Niznik, Property Manager from CMC QUORUM CERTIFIED: We have a quorum (enough Board Members present to conduct business; there must be at least three). BUDGET: The Board discussed various items on the budget. Gary offered to meet with the board for a “How to read a Profit & Loss Statement” meeting, which was set for November 3rd at 6:30pm. Our annual Budget Meeting is already set for November 10, 2005 at 6:30pm. Changes can be made to the budget at the November 10th meeting. However the budget needed to be approved tonight, so that it can be mailed out to the entire Membership for review. Marcy made a motion to approve the budget. Colette seconded. The Board voted unanimously to accept the budget. DELINQUENCIES: Gary reported that the delinquencies are valid. Those who are listed as 30 days late are late on their September fees. Those listed as 90 days late are late on their July, August and September fees. Denise had gone door to door to talk to and/or leave a letter with all unit owners who are late, and mailed to all owners who don’t live in their units, with the exception of one that she needs to get the address for. Ward will find that for us. LATE FEE CHANGE: Gary reported that CMC has charged no late fees. He asked if we wanted this done. The Board was in favor of this. Gary will send late fee notices to all who are late. MINUTES OF OCTOBER 6, 2005 APPROVED: Colette made a motion that the minutes from October 6, 2005 be accepted without reading them. They had been emailed to all Board Members. This was seconded by Marcy. The Board voted unanimously to accept them. Colette gave Gary a copy of these, plus gave one copy to Gloria Hillenberg, the only other person still present at that time. 7:28pm Marcy adjourned the meeting.
Meeting: October 6, 2005 Woodlake Association Board Meeting Woodlake Association Board Meeting October 6, 2005 6:32pm Denise called the meeting to order. This was a Special Budget Workshop Board of Directors Meeting. Present: Denise Schoonmaker, President Marcy Blackwell, Vice President Colette Williams, Secretary Ramon Gomez, Treasurer Ward Ketrow, Director Gary Niznik, Property Manager from CMC QUORUM CERTIFIED: With all Board Members present, we have a quorum  (enough Board Members present to conduct business; there must be at  least three). MINUTES OF AUGUST 16, 2005 & SEPTEMBER 15, 2005 ACCEPTED: Colette made  a motion that the minutes from meetings of these two dates be accepted  without reading them. They had been emailed to all Board Members. This  was seconded by Denise. The Board voted unanimously to accept them.  Colette gave Gary a copy of these, plus distributed four more copies to  association members who attended the meeting. BUDGET COMMITTEE REPORT: At the last Board Meeting, of September 15,  2005, a budget committee was established, consisting of: Helen Quinn,  Sandy Schadt, Carol Rezendes and Mike Schadt. Denise volunteered to  meet with them as they requested. The Board asked that they submit  their recommendations by October 1st. Helen Quinn reported that the  Budget Committee had not met and had no recommendations. The Board of Directors and Gary went over the budget in detail, making  some changes. Gary will get revised copies to the Board. LATE FEE CHANGE: Woodlake’s coupons have erroneously stated in the past  that payment is late if not received by the last day of the month. Our  bylaws state that payment is due on the 1st of the month and late after  the 10th. As of January 1, 2006, our bylaws will be put into effect, so  that any association fees that are not received by the bank on the 10th  of the month will be considered late, and late fees will apply. CMC has been issuing late notices for any fees not received by the  10th. Gary will stop these late notices to Woodlake unit owners until  January 2006. As of January 2006, any association fees not received by  the 10th will incur a late fee. Ward had to leave early, at 7:40pm, but this still left a quorum. 8:05pm Denise adjourned the meeting.
Meeting: September 15, 2005 Woodlake Association Board Meeting 6:39pm Denise called the meeting to order. This was a regular meeting of the board. Present: Denise Schoonmaker, President Marcy Blackwell, Vice President Colette Williams, Secretary Gary Niznik, new Property Manager from CMC MINUTES: Colette made a motion to accept the minutes from the June 21,  2005 meeting without reading them. Motion was 2nded and all Board  Members voted to accept it unanimously. We also had scheduled a meeting on August 16, 2005, but did not have a  quorum at that meeting, with only two Board Members present. Therefore  minutes taken at that meeting will be added to this meeting’s minutes,  and considered one set of minutes, to be approved at the next Board  Meeting. Minutes were taken of the discussions that took place at that  meeting, but no motions could be made, nothing voted on, without a  quorum. Because every meeting’s minutes are written up after the meeting, to be  approved at the next meeting, they are mostly old news by the time they  are approved to be posted on the web site or handed out. Gary says we  can post them before they have been ratified as long as they state that  they have not yet been approved. TREASURER’S REPORT: Although Ward was not present due to being ill, he  had submitted a written report, which Gary Niznik of CMC read. Denise  made a motion to accept it. Marcy seconded, and all Board Members voted  to accept it unanimously. DIRECTOR’S REPORT: Dorlisa Evans has sold her unit and resigned as  Director. She had not submitted a written report, but Denise gave a  verbal report of units sold, as follows: Unit #142, a 4/2, sold for $175,000 Unit #27, a 4/2, sold for $164,000 Unit #24, a 3/2, sold for $155,900 Unit #12, a 3/2, sold for $149,000 BUDGET: Gary Niznik says most associations have double the reserves  that we have, however Marcy points out that four years ago we had no  reserves. In the last four years the Board has made definite progress  in establishing reserves, which are added to every month. The budget  needs more work. We need to ensure we leave enough in operating costs  so that we don’t get caught short in operating funds, as we have this  year.  Any monies set aside in reserves cannot be used for any other  purpose without a majority vote of the entire membership. Also, once  the budget is approved to put a certain amount to reserves monthly,  that figure cannot be changed without a majority vote of the entire  membership. BUDGET COMMITTEE: A budget committee was established, consisting of:  Helen Quinn, Sandy Schadt, Carol Rezendes and Mike Schadt. Denise will  meet with them as they request. Their recommendations are needed by  October 1st. Gary Niznik had presented a budget, which the Board had reduced as much  as they felt feasible. The Budget Committee will further scrutinize the  budget to see if anything more can be reduced, to keep association fees  to a minimum, while also ensuring there are sufficient funds for  repairs and maintenance. For example, there is not enough money in  reserves to do all of the wood replacement and painting needed, which  is expensive. While the Board would like to go with hardipanel (a  concrete panel that looks like wood and would be painted the same color  that we now have, but would be termite-proof and rot-proof), all  estimates for it are twice as expensive, or more. So we are sticking  with wood for now. We can get more buildings done by replacing only the  wood that needs it, and repainting, as opposed to replacing whole  buildings or sections of buildings with hardipanel. We are getting more  estimates, with buildings #1 and #3 scheduled next for wood replacement  and painting. What we have in reserves for wood replacement and painting determines  the number of buildings we can have done each year. The tennis courts need to be repaved, repainted, and either refenced,  or the rust removed from the existing fence. This is not yet figured  into the budget. We need sufficient funds to keep the community in good repair, while  also ensuring we deal with companies that give us good value for our  money. As it stands now, we are looking at an increase of approximately 10%  for 2006. The budget needs to be approved by the Board and submitted to CMC by  October 13th so that it can be mailed to the membership by October  27th. It has to be mailed two weeks before the annual Budget Meeting,  which is scheduled for November 10th at 6:30pm. MANAGEMENT REPORT: Gary recommends we resurface the pool deck in  November, when it is not being used. Also that we need a plumber to  handle the stoppage in the men’s room at the pool. And last, that the  new landscaper, Egret, will be on the property Saturday to remove the  palms that are pressing against the fence around the pool and to get  the sprinklers working. OLD BUSINESS: 1. New lighting system through Progress Energy: this will be installed  by the end of October. 2. Old lighting system: This will be removed after the new lighting  system is installed. Dwayne Spedden will give us a price on it. 3. Pool deck resurfacing: Dwayne can do this. He will get the  resurfacing paint-like material from a professional’s store, which is  higher quality than Home Depot carries. 4. Denise has found prices for playground equipment on the internet.  Colette to check with the Department of Revenue to find out if we would  have to pay a use tax if we purchase it from out of state. (Use tax is  the same percentage as sales tax and is paid to the Florida Department  of Revenue. It just means we wouldn’t save the sales tax by ordering  from out of state. As a corporation we may have to pay this.) 5. Mulch: Egret will do this. 6. Delinquencies: Our coupons have incorrectly stated that association  fees are not late till the 30th of the month. Per our bylaws, they are  due on the 1st and late if not received by the 10th. New coupons will  state they are late if not received by the 10th. 7. Insurance renewal: this has been verified. 8. Maintenance: We want to put more money into operating expenses so  we can pay employees (currently Skip Quinn and Dwayne Spedden) to do  more work, which is less expensive than hiring contractors. If Skip or  Dwayne do any painting, we can’t pay them out of painting reserves;  they have to be paid out of operating expenses or out of payroll  reserves. 9. Roofing: building #8 was the only one to be done. 10. Dumpster signs: they’ve been posted 11. Painting and wood/hardipanel replacement: (covered under BUDGET  COMMITTEE). 12. Landscaping and lawn care progress: (covered under MANAGEMENT  REPORT). OPEN DISCUSSION: 1. Denise will ask Progress Energy if they replace all the grassy  areas they’ve dug up, once installation of the new lighting system is  complete. 2. There is a red car that is apparently abandoned, tires flat. Marcy  will ask Ward to check the plates. 3. There is a white car parked by the mail boxes closest to the  entrance. Plates need to be checked on it because it was reported by  two people that this car has not moved for weeks. 7:39pm The meeting was adjourned.
Meeting: August 16, 2005 Woodlake Association Board Meeting 6:30pm Denise called the meeting to order. This was a regular meeting of the board. Present: Denise Schoonmaker, President Colette Williams, Secretary Gary Niznik, new Property Manager from CMC Ward had to work; Dorlisa was out of town; Marcy had a child ill. With  only two Board Members we had no quorum, so could not have a meeting.  We continued discussion informally. Gary Niznik was introduced to those present. TRANSFER OF BANK ACCOUNTS FROM RAMPART TO CMC: Rampart uses Colonial  Bank. CMC uses Bank of America for their clients. Therefore the  Woodlake Association bank accounts need to be moved from Colonial Bank  to B of A. Gary reported that our Colonial Bank account has been  closed; however, this means that no more deposits will be received into  it. Any late payments of the special assessment will be returned to the  unit owners. They will need to make another check out to Woodlake  Association, which should be sent directly to CMC. CMC will deposit it.  Gary recommended a notice to this effect be posted on the bulletin  boards. Although no business could be officially conducted, we couldn’t even  discuss the rest of it until the assessment monies are collected. We  need from Gary a list of all those who are paid in full, 1/2 paid, and  unpaid. Some may not have received the coupons yet. Denise and Colette are in agreement that no late fees should be charged  for the assessment payments at this time, due to the inordinate amount  of confusion including the situation above and others. Any late fees  assessed later will be done so fairly. PROGRESS ENERGY NEW LIGHTING: Progress Energy has been paid in full for  the new lighting system, which is per their contract. In 2 weeks they  will begin the first step of installing the new lights, by having  Geomasters map out all water mains, electrical, sewer, etc. the cost  for this is included in what we paid. We should have lights installed  by some time in October 2005. REMOVAL OF OLD LIGHTS: This will be done after the new lights are  installed. Dwayne Spedden can do this work. DUMPSTER SIGNS: What these signs should say was unclear. It had been  discussed at an earlier meeting. Colette will find it in earlier  minutes and email it to Denise. (All I found was a motion on 6-2-05 to  have three permanent [metal] dumpster signs made up and Denise to  decide on wording for each.) BUDGET FOR 2006: CMC will provide the Board with a proposed budget by  the end of August. We need to approve the budget by November. FILES OF CONTRACTS AND WARRANTIES/GUARANTIES: Colette asked that we  have files set up at CMC of all those items on which we have warranties  or guarantees, or that we are currently under contract with by subject,  such as: (a) a hanging file labeled “FENCE & GATE REPAIR” (b) inside the hanging file would be individual manilla folders for  each contractor who has done fence & gate repair work that is  warrantied, with a copy of their invoice and the warranty or guarantee. (c) Also noted: which building(s) and/or unit(s) the work was done on. (a) a hanging file labeled “INSURANCE” (b) inside the hanging file would be individual manilla folders for  each insurance policy the Board has in effect. (c) Also noted: which building(s) and/or unit(s) the work was done on. etc. for each subject. Then, when we want to know if the fence is still under warranty and  which company we used, or if that roof is still under warranty, etc.,  we can find it easily, without having to remember who we used, when the  work was done, etc. Gary says this can be set up, if it is not already. He may need a list  of each subject we want. Meanwhile, these files can be started with all contracts and policies  Gary knows of. POOL VIOLATIONS: Denise said the mother in unit #45 is allowing her  kids to swim unsupervised. They are age about 14 and 7. The 7 year old  shouldn’t be in the pool without someone 18 or older according to rules  posted pool side. Denise has called the police regarding this once.  Denise will check with our attorney, Steve Mezer, to see if we can fine  parents whose children violate pool rules. Our main concern here is the  children’s safety. The 2nd pool gate bars that were bent out of shape by someone who then  climbed through them, have been bent back, but have not been  permanently fixed, as the quote we got was $400 to fix one bar. Bob  Osborne will check into the cost of a black metal mesh to add to all  three gates, so that they can’t be climbed through like that. Home  Depot carries it. Skip can put it on both inside and outside of all  three gates. The padlock on the third pool gate was removed, but the gate is not  working. Denise called Skip, who agreed to fix it tomorrow. TERMITE PROBLEM IN #145: Gloria, owner of unit #145, said she reported  tiny, pea-sized or smaller holes in her back fence to Rampart, but  nothing was done about it. Gary will get an exterminator out. Denise  recommended the unit be handled individually, perhaps just the fence  needs replacement, rather than tenting the whole building which is not  necessary and is much more expensive. UNOCCUPIED UNITS RESPONSIBILITY: A unit owner says she doesn’t want  things hung on her door knob because she and her husband are there so  sporadically; this is a vacation home for them. She also complained of  the phone company leaving phone books on her porch that remained there  for a long time. She felt this advertised that the unit was vacant and  that the Board should do something about it. In a case like this, the unit owner should rely on neighbors, friends  or relatives to help. If you are going to be gone for an extended  period, please ask a neighbor or friend to check your unit from time to  time to remove anything like this. The Board already has many responsibilities. Some unit owners may not  realize that Woodlake Board Members receive no pay of any kind. We have  an excellent Board who work well as a team. All of this work is done in  our spare time for no pay. In spite of the compassion we feel for any situation that needs to be  taken care of, individual unit owners need to take responsibility for  something of this nature. We all want our community to be safe, and  certainly each of us as unit owners and neighbors can help with  anything we see that needs to be taken care of. But unit owners who  will be absent for extended periods need to make these type of  arrangements individually, to ensure this job gets done. POSSIBLE ABANDONED CAR: There is a brand new red car parked in our lot,  with temporary plates from May 2005. Denise will try to find out who  the car is registered to. We don’t want to tow a car that belongs to a  snowbird. NEXT BOARD MEETING: September 15, 2005 at 6:30pm, which is a Thursday. 8:03pm Meeting adjourned
Meeting: June 2, 2005 Woodlake Association Board Meeting 6:04pm Denise called the meeting to order. This was a special meeting of the board. Present: Denise Schoonmaker, President Marcy Blackwell, Vice President Colette Williams, Secretary Ward Ketrow, Treasurer Dorlisa Evans, Director MINUTES: Minutes had been emailed to each Board Member. Denise made a motion to approve them. 2nded. TREASURER’S REPORT: Since this meeting was only one week after the last one, Ward simply updated the previous report by reporting that he had looked into the unknown bill Rampart had paid on our behalf in the amount of $598.38. It was a bill from March, for repairing the lights in the pool area, and was a valid bill. 1. DELINQUENCIES: The Board agreed to wait on this issue till we are using the new management company, when we will have an accurate delinquency report. The one we have from Rampart still shows people delinquent 30 days before they are in fact delinquent. 2. MANAGEMENT COMPANY: Denise delivered a 30 day written notice to Rampart Properties, Inc. on May 31, 2005. This may be extended to 60 days. She selected CMC (Community Management Concepts) to replace Rampart. Their contract is for one year with a 30 day cancellation. They will pay the bills, maintenance payments, collections, employ the new maintenance person; basically run the whole business of the community. Our contact’s name there is Hal. Marcy made a motion to accept CMC as our new property management company. 2nded. 3. INSURANCE RENEWAL: Our insurance renewal contract is approximately $4,000 less than last year. The Board’s concern was to ensure we are getting the same coverage, despite the lower rate. On a quick review, Marcy announced the coverage is the same, but will double check this. Colette made a motion that as long as our coverage is the same, that we sign this contract. 2nded. 4. MAINTENANCE MAN: Denise announced that she would like to hire Skip Quinn, a Woodlake unit owner, who also has pool experience, as our new Maintenance Man. We can hire him through CMC, who he would work for technically. Or we can pay him as an independent contractor, but we need to ensure we have Workers Comp insurance for him, either way. Colette will get prices for Workers Comp insurance for the group (if Woodlake Association, Inc. pays for it) and for individuals (if Skip pays for it himself). Denise has written out his list of duties. These would not include removing pine needles, etc. from the roofs. She is considering Dwayne Spedden for that. 5. NEW TOILETS/ASSESSMENT: Denise has a flyer for new toilets that run only $60. These are being offered at a low price because they conserve water. Denise announced we will have three new toilets installed in the pool restrooms, to replace those that are damaged. The assessment that is planned will cover this cost. The assessment will also cover removal of branches that hang over our building roofs. A newsletter is planned that will cover in detail what the assessment will pay for. 6. ROOFING: Bayview Roofing will give us a ten year warranty instead of the five year warranty, and they are the lowest bid. They will provide us with a new written contract that states the warranty as ten years. Denise made a motion to approve Bayview to replace the roof on building #8. 2nded. 7. DUMPSTER SIGNS: Colette made a motion to have three permanent (metal) dumpster signs made up; Denise to decide on the wording for each dumpster. 2nded. 7:07pm Denise adjourned the meeting.
Meeting: May 26, 2005 Woodlake Association Board Meeting 6:05pm Denise called the meeting to order. This was a regular meeting of the board. Present: Denise Schoonmaker, President Colette Williams, Secretary Ward Ketrow, Treasurer Michelle Clark, Rampart Properties Manager MINUTES: Ward made a motion to waive reading the minutes of the previous meeting. 2nd & 3rd by Denise & Colette. DIRECTOR’S REPORT: Denise read Dorlisa’s report: since our last meeting there were no units sold and no new renters. TREASURER’S REPORT: Ward read the Treasurer’s Report. Motion to approve by Denise. 2nd by Colette. LANDSCAPING & TREE TRIMMING: Michelle had sent a certified letter of 30 day notice Fatolitus & Rousch. They will no longer be our landscaper as of June 1st. Denise has signed a one year contract with Egret Environmental Services, which starts June 1st. Their monthly fee of $2,650.00 covers lawn maintenance, tree and shrub care (not tree trimming), weed control, insect pesticides for the lawn, fertilization, picking up any debris and ensuring the irrigation works properly. They will do our first lawn maintenance on the first Tuesday in June (the 7th). They will also start the palm tree trimming then. Denise also approved the contract with Egret Environmental to trim our 111 palm trees. Cost for this is $3,885.00. These trees have not been trimmed in a very long time (2 years or more?). In their current condition, they have become food sources for a number of insects (fire ants, carpenter ants, palmetto bugs). Egret will also remove debris or broken branches as long as they are not over a building (which requires other equipment). Ward made a motion to ratify these contracts. 2nd & 3rd. TRANSFER OF ROOFING FUNDS & ASSESSMENT: The Board had discussed and done considerable research on a number of issues prior to this meeting and agreed unanimously that an assessment is in order to complete the following projects, which will bring the community up to snuff, increase the value of the property, and enhance the quality of life for all residents: 1. Installation of new lights (Research done by the Board reduced this cost by roughly $5,000 for installation and $300-400 per month in maintenance, on a minimum 6 year contract) 2. Removal of old lights, which is not included in the Progress Energy proposal 3. Replacing the Woodlake sign lights, which is not included in the Progress Energy proposal 4. Resurfacing the pool deck 5. Replacing the playground equipment and leveling the land it is on, which currently floods easily 6. Planting some flowers around the pool, and filling in mulch where needed around the community Michelle says that the Membership needs 14 days notice of a special meeting to consider the assessment. Also that we could take out a short-term loan from a bank for the lights, in order to pay for the lights immediately so that that work can be scheduled as soon as possible. Also that any assessment must be based on percentages, not a flat fee per unit. Denise laid out the map of the new lighting system that Progress Energy will install, for all Association Members present to look at. All new lights are marked in blue marker. The last lighting proposal we received from Progress Energy needs one more light added to it, for a total of 25 single poles and 4 double poles, or a total of 33 lights. Installation is currently at $26,460.95. It will come to approximately $27,000.00 with one more light added. Monthly maintenance will run $575.00 plus taxes and fees. Colette made a motion to accept the lighting contract with one light added. Denise 2nd. SPECIAL MEETING OF THE BOARD OF DIRECTORS FOR VOTE OF MOVING ROOFING FUNDS TO COVER INSTALLATION OF NEW LIGHTS: This meeting will require a quorum to vote on whether or not to transfer $27,000 from the roofing reserves. In addition to this, there will be an assessment to cover the remaining expenses. The full amount needed is $17,600, which will be paid on the same percentage basis as our monthly dues, and will be a little less than a regular monthly payment for each unit. Michelle will determine the exact amount for each unit. We currently set aside $1,600 per month for our roofing fund, which is more than enough, and will quickly replenish the funds we will transfer for the installation of the lights. If the Membership votes against the transfer of funds ($27,000) from the roofing reserves, an additional assessment will be set to pay for the lights, which will be more than one regular monthly fee. This was scheduled for June 21st at 6:30pm. MAIN POOL GATE: Michelle recommends we turn the pool gate around so that it opens from the left side instead of the right. Fence Factory can do it, but this would leave a hole approximately 1 1/2” wide by 3” tall in the post. The Board favors instead simply trimming the plants by that gate. POOL OPERATING PERMIT: Michelle presented our pool operating permit, and said it needs to be posted in the Clubhouse. TABLED TO TAKE UP AT EMERGENCY MEETING SCHEDULED FOR JUNE 2ND 6:00PM: 1. DELINQUENCIES: Michelle reviewed the number of units that are 60 days late in Association dues and recommended we invoke the Acceleration Clause on each, which means that their fees for the remainder of the year must be paid up front. If not paid, we foreclose on the unit. However, further discussion disclosed that Woodlake residents are being sent late notices earlier than actually due. Michelle will ensure Woodlake is not being charged for sending out late notices that are not in fact due. Ward made a motion to table this to be decided on at an Emergency Meeting. 2nd. 2. MAINTENANCE: Michelle had sent a certified letter of 30 day notice to Real Deal. May 27th is their last day. Denise distributed the Maintenance Checklist she had devised. As the question of how to hire an employee not yet resolved, Ward made a motion to table it to be decided on at an Emergency Meeting. 2^nd 3. ROOFING: The Board needs to further discuss the contracts from Bay View and Benchmark. Bay View is less expensive, but offers only a 5 year warranty, whereas Benchmark offers a 10 year warranty. This was tabled to be decided on at the Emergency Meeting. 4. DUMPSTER SIGNS: Michelle recommends we get some metal signs made up for the dumpsters that would attach to the gates with screws. Costs are roughly $50-70 each. This was tabled to decide on at the Emergency Meeting. 5. INSURANCE RENEWAL: Michelle pointed out that our insurance renewal is less than it was last year, which is a red flag. The Board needs to look into why the policy is less, to ensure we are still getting adequate coverage. This was tabled for the Emergency Meeting. Denise opened the meeting for discussion. At first all Members present (about 8 people; one of whom owns three units) who spoke were opposed to the assessment, but at least three people changed their minds. All five Board Members, who are of course also unit owners/Association Members are unanimously for it. Prior to the meeting, Colette had mentioned it to another member who owns three units, and she is in favor of it. The Board does not need approval to make an assessment, only to transfer funds from the roofing reserves so that a larger assessment is not needed. However, we would prefer that the entire Membership understand the need for these improvements and hope we will get an overwhelming majority in favor of our decision to call for this assessment, in order to bring the property up to adequate living conditions. Colette will issue a newsletter covering these issues in detail, to that end. 7:51pm Denise adjourned the meeting.
Meeting: March 9, 2005 Woodlake Association Board Meeting 7:25pm Marcy called the meeting to order. Present: Marcy Blackwell, Vice President Colette Williams, Secretary Ward Ketrow, Treasurer Michelle Clark, Rampart Properties Manager Colette made a motion to waive the reading of the last minutes. Seconded and approved. ACCELERATION CLAUSE INVOKED ON UNIT #97: Michelle announced that this unit has a file about 5” thick from being in and out of foreclosure status and told us that we can invoke the acceleration clause on this unit, which means that their fees for the remainder of the year must be paid up front. If not paid, we foreclose on the unit. Colette made a motion to invoke the acceleration clause on this unit. Seconded by Ward and approved by Marcy. LANDSCAPING: Fatolatis & Rousch Landscape Co. is currently on a month-to-month contract, having failed to produce a signed and dated contract to Michelle. The owner did a walk-around with Michelle and repaired one sprinkler head. He also offered to pull whatever plants should be pulled. Some plants are a security issue when the growth is so high and thick, and growing right against a building makes it conducive to rats. Marcy made a motion to do a walk through and determine what gets pulled. Colette seconded. NON-BOARD APPROVED LANDSCAPING: There are some units that have changed their exterior landscaping without Board approval. The problem with these units is that the owners who made the changes kept up the landscaping, but when they sold, the new owners seem to be under the impression that the association is responsible to keep up all exterior landscaping. Our landscaping company is not required to maintain this. Some of this landscaping is extensive. Other business precluded further discussion on this at this meeting. GRASS: In response to some complaints that the grass is brown (not properly maintained), Michelle announced that Woodlake has two types of grass: Floratan, which stays green year-round and Bahai, which goes dormant in winter and turns brown. Michelle recommended a type of grass that you buy in small clumps, plant it in spots on a yard, and it grows together, is low maintenance and looks nice, stays green. She recommends the association buy the grass and make this a social event for all unit owners, getting the unit owners to provide the labor of planting it, because the cost of the grass is nominal, but the labor is costly. WEEKS TOWING: Michelle announced we have a towing contract with Weeks Towing. Denise and Marcy are the only signers. Denise has a supply of towing tags. CASHFLOW PROBLEM: Michelle announced we have a cashflow problem. We had $16,000 in bills, and were about $1,000 short, so she selected some bills to be paid later. BULLETIN BOARD: The Board agreed that a locking bulletin board with aluminum frame and acrylic cover (not glass), and a medium-dark blue corkboard, that holds up to 4 letter size sheets of paper, should be posted next to each of the mailboxes, for the posting of minutes and notices, including board meeting dates and times. Michelle will order these, arrange payment, and have the posts installed, by each of the three mailboxes. These will be up within 2 weeks. GATE REPAIRS: Michelle announced that the Fence Factory was responsible for only 4 fences, which are all in good repair. They also repaired the dumpster gates free of charge, which are all double-pin latches, which are no problem. Those latches that are single-pin are in repeated need of repair. Michelle recommends all double pin latches. The other fence company we used, Nations, had installed the problematic gates, but theirs are not under warranty. DRIVE TO LOOK AT TYPES OF LIGHTING: The Board will meet on March 18th at 8pm, purposely after dark, to drive around to various other condo associations that have installed various types of decorative lighting. Addresses where the various types of lighting can be viewed were supplied at an earlier meeting by Michelle. ORIENTATION FOR BOARD MEMBERS PROVIDED BY RAMPART: Rampart Properties will provide an orientation meeting for the Board Members, which goes over the duties of each Member of the Board, and the Board as a whole, as well as what Rampart provides, so that we can all ensure we are fulfilling our duties and working together with Rampart in the best capacity. Rampart also provides a binder to each Board Member that contains this information in writing. Michelle will schedule this. 8:40pm Colette made a motion to adjourn the meeting. Seconded and approved.
Meeting: February 23, 2005 Woodlake Association Board Meeting The Annual Membership Meeting was originally scheduled for February 9, 2005 at 6:00pm in the Club House, but Betty Moore of Rampart Properties called the meeting to order, and announced that we do not have enough present for a quorum (the minimum number of members required to be present before we can transact business). We need 45 unit owners (or 51% of the 88 units). We have 25. (Denise Schoonmaker, Board President, Marcy Blackwell and Dorlisa Evans, were not present at this meeting. Denise was very ill with the flu, and Marcy was as well, but did plan to come late. Colette Williams and Ward Ketrow were present. From Rampart, both Betty Moore and Michelle Clark were present.) Michelle Clark of Rampart Properties had been collecting proxies from all who attended; the Proxy was also a voting sheet, with two issues on it to be voted on either “yes” or “no.” We couldn’t conduct business on the 9th, so rescheduled the meeting for February 23, 2005 at 6:30pm. STREET LIGHTING: Michelle provided information on lights to Colette and Ward, which included photos of various kinds of lights available, a web site for more information, and addresses of properties that have the various kinds of lighting installed. She recommends the Board Members all go together in one car some evening (when the lights are on) to look at these. The Annual Membership Meeting was held February 23, 2005 at 6:30pm in the Club House. At 6:45pm, at the Board Members’ request, the meeting was called to order by Michelle Clark. Michelle collected proxies and verified them as valid unit owners (not renters). She announced we had 46 proxies (we had one from everybody present at the meeting as well as from those who could not attend the meeting). She then read the votes on the two issues to Ward, who tallied them. The result was: On issue #1: Should the review of the condominium financial records for 2004 by a Certified Public Accountant be waived? 40 voted yes; 7 voted no. On issue #2: Should any excess of assessments, over and above the amounts used for the operation of the property, be applied to the following year’s assessments? 44 voted yes; 3 voted no. At 6:55pm Marcy made a motion to adjourn the Membership Meeting. At 6:55pm Michelle called to order the Board Meeting. Marcy motioned to waive reading of previous minutes. The Board elected its members to these positions: President Denise Schoonmaker motion made by Colette Vice President Marcy Blackwell motion made by Colette Secretary Colette Williams motion made by Marcy Treasurer Ward Ketrow motion made by Colette & Marcy Director Dorlisa Evans motion made by Marcy Michelle recommended the Board meet monthly instead of quarterly for now, as there is much to handle. These meetings were scheduled: March 9th at 6:30pm, Wednesday April 13th at 6:30pm, Wednesday May 11th at 6:30pm, Wednesday The date of our spring yard sale was set for May 14th. Marcy assigned Colette to check into ad costs in The Flyer. Marcy assigned herself to make signs to attract people outside Woodlake. STREET LIGHTING was discussed. The Board has a proposal from Progress Energy, but needs to decide on which type of lights will replace the current, inadequate lights. WOOD PANELING was discussed. Michelle suggested considering a vinyl replacement called Hardee Panel, which would not rot from underneath, like the wood does, and pointed out that the prior company used did not caul and waterproof. DUMPSTER GATE REPLACEMENT will be done at no charge by the Fence Factory, who Michelle has met with. GATE LATCHES & HINGES on numerous units need to be replaced. Michelle pointed out that the single bolted hinges need frequent replacement, but if replaced with a double bolt, they will last. BULLETIN BOARDS will cost approximately $130 each. One should be placed at each mailbox. Each one is glassed, locked, and holds 4 sheets of letter size paper. Board Minutes and other announcements can be posted in these, to keep the Woodlake community in communication. The BBs need their own posts. They cannot be attached to the mailboxes. COPIES OF MINUTES AND BUDGET will be kept in the Club House, so that any unit owner who would like their own copy can pick these up there. The budget will not be posted on the bulletin boards. LANDSCAPE COMPANY: The Board has been unhappy with the performance of the landscape company. The earliest payment Michelle could find to these landscapers was January 2003, but she didn’t find a contract. At this point the onus is on the landscapers to produce a contract with a data on it. They have not done so. Michelle recommended we include a 30 day cancellation clause in any future contracts, as well as require that workers are licensed, insured, and have their own workers comp insurance. Also that we have our attorney check any major contracts before signing, as it could save us a substantial amount to invest the $250 with our attorney on, say, a $30,000 contract, to ensure the contract is written to our benefit. IRRIGATION: Currently this is handled by our landscape company. A new irrigation company will be chosen at the same time a new landscape company is chosen. RAT TRAPS: In response to questions about the rat traps: Not all units are having problems with rats, but some are. The most effective handling is to place the rat traps all around the community, as has been done. The rats eat the bait, which makes them terribly thirsty, so they head for water instead of heading back inside the buildings, where you don’t want them to die (the carcasses stink). They will most likely head to the lake and die there. Although the traps were not set for squirrels, they can get to the bait; they are a type of rodent. Cats and dogs cannot get to the bait. Please do not put food out for birds or other small animals, because instead, the rats eat the food and ignore the trap bait. CATS IN NEIGHBORS’ YARDS: A question was asked re: what could be done about cats using one’s yard as a litter box. Michelle stated that Pinellas County does have a leash law, and that for this problem, instead of calling Rampart Properties, that we should call Animal Control. DERELICT CAR: This had been reported to Michelle just a day before the meeting, and she is working on it. 7:53pm Marcy motioned to adjourn the meeting.
Meeting: October 19, 2004. Woodlake Association Board Meeting
Called to Order: 7:00pm
Board:	Denise Schoonmaker		President
	Marcy Blackwell		Vice President & Treasurer
	Shirley Agnew		Secretary and Membership
	Bill Martin, Manager		Rampart Properties Management Co. Representative
Members:	Gloria
	Lillis
	Becky
	Nichole
	Mr. & Mrs. Adler
	Colette
Motion:	Approve the Minutes from prior meeting
	Moved:	Marcy
	Seconded:	Denise
Approved:		All yes
Motion:	Appoint Collette Treasurer
	Moved:	Marcy
	Seconded:	Denise
Approved:		All yes
Motion:	Appoint Dorlisa Evans Membership
	Moved:	Marcy
	Seconded:	Shirley
Approved:		All yes
Motion:	Table re-strapping Five (5) lounges and five (5) chairs
	Moved:	Marcy
	Seconded:	Shirley
Approved:		All yes
Motion:	2005 Budget presented
	Moved:	Shirley
	Seconded:	Denise
Approved:		All yes
Office Report:
1.	James Morgan resigned as Treasurer. Marcy Blackwell is temporary Treasurer.
2.	Letters sent to a total of nine (9) Unit Owners more than 30 days past due in Woodlake Association dues.
3.	Unit 22 had a plumbing leak. Association paid for repairs.
Management Report
1.	Expenses are high and money is tight. Nothing extra can be done but bills are being paid.
2.	New budget was OK’d
Old Business:
1.	Trash dumpsters: Bay Area Fence redid all the gates on the dumpsters. In less than one month’s time one was ripped off. Owners advised to call police if they see anything suspicious happening. Call Rampart Propertie’s.
2.	Suggestion made to get rid of dumpsters. Also fining members guilty of throwing trash on the ground etc. To implement fines a 75% vote of the membership is required. Collette suggested mailing letters to all unit owners. This has been done in the past but to no avail. Bill suggested we let everyone know who is doing this. Two people would be needed to identify the guilty parties. Also, these two people would be required to sign affidavits – volunteers are needed.
New Business:
1.	Five (5) lounges and five (5) chairs are to be re-strapped after the first of the year. (See above motion)
2.	Common Element Lighting: Repairs will cost $35,000. The possibility to change to street lights was discussed. Bill contacted Progress Energy for minimal lighting cost. There are no reserves for lighting so funds need to be raised. No action was taken and this item was tabled for discussion at a later date.
3.	Limited common area can be inspected and any problems should be brought to the Boards attention. Letters are to be written to clean up the common area.
4.	Bill Martin is retiring from Rampart Property’s Management Company. Betty Moore will be our new Manager.
5.	Budget was presented to condo owners. Minimal increase: $9.00 highest amount, $6.00 - $7.00 lowest amount. (See above motion)
Meeting adjourned: 8:10pm
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