Westwood Homeowners Association, Inc.

A Florida Condominium
1440 Ocala Road, Tallahassee, FL 32304

Meeting of the Board of Directors

May 22, 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 ______Sheila Chitty, Treasurer
______Jeff Clotfelter, Secretary ______Darrin Jones, Assistant Secretary
______Leo Rotan, Vice President

III. Proof of Notice Bill Graham, President

IV. Approval of Minutes from March 13 and April 24, 2008 Meetings Jeff Clotfelter, Secretary

V. Officers’ and Committee Reports

A. Officers Reports
• President – William Graham
• Treasurer -- Sheila Chitty
B. Committee Reports
• Landscaping/Tree Committee – Gloria Rotan
• Lighting Committee – Leo Rotan

VI. Old Business:

A. Schedule of A & A gutter cleaning and removal of leaves.
B. Action Labor Hire: Establish calendar and assign supervision responsibility for 1) Grounds
cleanup (incl. Maintenance Storage Area) and poison ivy removal, 2) Leveling ground near unit
506, 3) Removing eroded dirt from sidewalks and parking lots, 4) Planting impatiens and
renewing pine straw mulch near Clubhouse, 5) Pressure washing slippery sidewalks, and
prepping decks for painting, 6) Sodding.
C. H & H Proposal Consideration.
D. Drainage issues: between the 400 and 500 block buildings, carport at 505/506 and “Lake
Newton”. Call to storm drain cleaning company.
E. Prioritization of decks, roof, gutter and retaining walls for application of 2008 assessment funds.
F. Schedule meeting with membership for Rules Handbook revision presentation.

VII. Residents Comments and Proposals

VIII. New Business

A. Ratification of Approval of Curtis White Masonry work: Additional concrete laid in excess of bid;
additional work not included in bid; unit 403 back patio resurfacing.
B. Consider obtaining estimates for deck repair for units 311 and 317, and removal of rotting decorative
deck post at unit 313.
C. Consider sealing foundation of unit 112 – water apparently coming through wall at laundry room and
by back faucet. RECOMMEND EVALUATION OF FOUNDATION PRIOR TO ACTION.
D. Consider obtaining engineering report for replacement of retaining wall behind units 218-222.
E. Consider obtaining engineering report for drainage. Especial problems: Erosion on Tharpe Street
side of duplex unit 311-312, all down the north side of the Westwood property, between 400’s and
500’s, in the 500’s.

IX. 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
Thursday May 22, 2008
At the Westwood Clubhouse

Meeting called to order at 7:27

In attendance:
Bill Graham (BG), President
Leo Rotan (LR), Vice President
Sheila Chitty (SC), Treasurer
Jeff Clotfelter (JC), Secretary
Darren Jones (DJ), A. Secretary

Proof of notice
Notice of meeting was given in writing and posted in a timely manner.

Document list:
Agenda
Sign in sheet
Minutes
Curtis White’s over run summary
Curtis White’s 403 deck repair bid
Financial pack

LR moves to accept the 5-8 minutes, DJ seconds, AIF

SC moves to waive one late fee (for April) because the Board was looking into the matter
of Mrs. Hardee’s case. LR seconds, AIF

Reports:
President’s report
- nothing not already documented to report on

Treasurers’ report
- financial paperwork was offered for comment or explanations
- paperwork is on file

Old Business
Schedule of A&A gutter cleaning and removal of leaves
- gutter cleaning was done, but inadequately
 - LR will talk to Rodolfo and Carlos

Action Labor clean up

- DJ moves to hire Action Labor this weekend to clean. JC seconds, AIF

H&H proposal consideration

- LR moves to approve H&H $6945.88 proposal for sodding. DJ seconds, AIF
- Gloria will supervise

The drainage issue between 400 and 500 is tabled until the results of the resodding are
able to be taken account.

Prioritization of decks, roof, gutter and retaining walls is deferred pending fact gathering.

Rules handbook presentation has been tabled until completion.

Residents’ comments:

Concerning painting:
- Painters were observed using the wrong kind of paint for a project (Metal
adherent for a direct to wood job).
- We need to make sure Jett ahs the right paint specs and uses them.

DJ moves to have a Jett supervisor asses the fascia wood rot on East side of units 401-
405, and that we take the lesser of the bids offered. JC seconds, AIF

New business:

Ratification of approval of Curtis White Masonry work

- SC moves to ratify the Curtis White $1400 payment for over run cost. DJ seconds,
AIF

Consideration of obtaining estimates for deck repairs of units 311 and 317, and removal
of decorative deck posts at unit 313 is deferred until Jett makes further progress

The remaining 3 items of New business are deferred due to time constraints

Next meeting is scheduled for June 19, 7:15

DJ moves to adjourn. BG seconds, AIF

 Instructions for Exporting QuickBooks data

Where did my worksheet go?

When you export data to a new workbook, your new worksheet containing exported data goes to Sheet 1. When yo
the new worksheet is placed in front of the last active sheet where it will be named "SheetX" using the next available

How do I make sure this tips sheet isn't exported with the QuickBooks report in the final workbook?
Before exporting, on the Export Report Basic tab, deselect the option to include the instruction worksheet.

How can I customize and update my worksheet?

You can set up Excel links between 2 or more worksheets. (See Microsoft Excel Help for details about linking in Ex
feature to setup links between a QuickBooks summary report and your customized sheet.
>> Choose one sheet as your source worksheet into which you'll export QuickBooks data. Then create a
customize your data and link the data between that sheet and the source worksheet.
>> Export your source data to an existing worksheet and overwrite the current data so that the new data
>> Create Excel links between a QuickBooks data worksheet and another worksheet in the workbook.

Troubleshooting: Why don't my links work correctly after exporting data?

Be aware that any difference in the structure of the current report from the report that you used when setting up link
in the links between worksheets. If you are seeing wrong data in your customized worksheet, then you may have:
>> Moved or deleted elements, or changed the structure of the report in some way? For example:
You might have moved or deleted items from item list which gets used in a report like Invento
You might have moved or deleted accounts from accounts list which gets used in a report like
>> You are using a report related to accounts and have account(s) with no activity associated and did no
TIP: Choose display All rows (available for most of the reports), Select Modify report->Display
>> Deleted exported data sheet which serves as data source.
 goes to Sheet 1. When you export to an existing workbook,
etX" using the next available number in the series.

uction worksheet.

r details about linking in Excel.) You can use this

kBooks data. Then create another worksheet where you can

t data so that the new data is used by any Excel links and formulas.
rksheet in the workbook.

u used when setting up links, can cause mismatch

heet, then you may have:
e way? For example:
used in a report like Inventory Valuation report.
ch gets used in a report like Profit and Loss standard report.
tivity associated and did not choose to display "All rows".
elect Modify report->Display->Advanced->Display Rows->All rows
 Westwood Homeowners Association, Inc.
Budget vs. Actual
January through April 2008 and Projected to December 31, 2008

Excess
Above Available
January - April Projected Total 2008 Budget Budget for Other
Actual for Year Total Uses Use
Available for Operations
Budgeted 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 2,225
OPERATING-Interest Receiv 95 255 255
Total Available for Operations 114,708 320,548 318,068

EXPENSE
300 ROUTINE EXPENSES
302 ANNUAL MEETING EXPENSES 302 400 600 200
303 ACCOUNTING FEES - 4,500 4,300 200
304 BANK FEES & CHARGES 68 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 1,250
404 MANAGEMENT FEES - 10,000 20,000 10,000
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 203 868 975 100
605 PEST CONTROL 1,576 6,600 6,600
606 POOL SERVICE/SUPPLIES 2,617 6,184 5,500 (684)
702 GROUNDS CONTRACT 8,989 26,966 26,966
703 LANDSCAPING EXPENSES - 2,500 2,500
704 PERIMETR FENCE/LOCK MAINT - - 250 250
705 PLUMBING/SEWAGE REPAIRS 2,375 2,375 1,500 (1,875)
706 ELECTRICAL MAINTENANCE 573 573 5,500
707 TRASH PICK UP/REMOVAL 297 1,397 1,000 (400)
708 TREE REMOVAL 2,125 3,725 5,000
709 GUTTER CLEANING 1,352 4,056 3,975 (100)
710 DRAINAGE - 5,000 5,000
802 COMCAST CABLE 12,983 38,951 42,107 3,156
803 ELECTRICITY 2,204 6,684 6,625 (100)
804 WATER & SEWER 9,594 30,394 40,000
806 GARBAGE DISPOSAL/DUMPSTERS 5,242 15,730 18,000 2,270
Total Expended for Operations 84,919 287,418 318,068

Net Ordinary Income (Note 1) 29,789 33,130 - (2,891) 19,706

RESERVE FUNDING
Unexpended 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 EXPENDITURES
BLDG 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) -

(1) Unexpended 2008 funds are available for additional maintenance and repair as determined by the Board.

(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
 Westwood Homeowners Association, Inc.
Budget vs. Actual
January through April 2008 and Projected to December 31, 2008

Deposit slips

Aug incl Kelly Girl for old files

Pool furniture

Leak in front of 101

Potential for savings: assess after City inspection

Potential for savings if NO LEAKS

 Westwood Homeowners Association, Inc.
Budget vs. Actual
January through April 2008 and Projected to December 31, 2008

January - April Projected Total 2008 Budget

Actual for Year Total
Available for Operations
Budgeted 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

EXPENSE
300 ROUTINE EXPENSES
302 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 FUNDING
Unexpended 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 EXPENDITURES
BLDG 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) -

(1) Unexpended 2008 funds are available for additional maintenance and repair as determined by the Board.
(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