Westwood Homeowners Association, Inc.

A Florida Condominium
1440 Ocala Road, Tallahassee, FL 32304

Meeting of the Board of Directors

March 13, 2008, at 7:15 PM
at the Westwood Clubhouse
AGENDA

I. Call to Order and Introduction of Brandon Jett

of Jett Builders, Inc. 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
IV. Officers’ and Committee Reports
A. Officers Reports
• President – William Graham
• Treasurer -- Sheila Chitty
B. Committee Reports
• Landscaping/Tree Committee – Dr. Gloria Rotan
• Lighting Committee – Dr. Leo Rotan
• Sidewalk Maintenance Committee – Phyllis Graham
• Handbook/FAQ Revision Committee – David Stevenson
V. Old Business:
A. Status of electrician’s written report of safety of temporary fix of common electrical
element near Unit 312
B. Need for electrician’s assessment of common electrical elements.
C. Drainage issues: between the 400 and 500 block buildings, carport at 505/506 and
“Lake Newton”.
D. Consideration of contracting with Jackie Dancy to clean clubhouse on regular basis.
VI. Residents Comments and Proposals
VII. New Business
A. Ratification of actions at emergency Board meeting on February 17 re removal of
dog from Westwood.
B. Report on damaged carport at Unit 313.
C. Authorization for carpentry and stucco repairs and painting on hourly rate basis.
D. Consideration of proposal to replace sidewalk deck at Unit 512.
E. Consideration of proposals to replace Unit 412 decks.
F. Consideration of proposals for further gutter replacements by Gutter Solutions.
G. Consideration of Unit 423 issues.
H. Prioritization of roof, gutter and retaining walls for application of 2008 assessment
funds.
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 March 13, 2008
At the Westwood Clubhouse

Meeting called to order at 7:19

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

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

Document list:
- Sign in sheet
- Agenda
- Transaction by vendor list
- Trial balance
- A/R Aging summary
- Annual meeting voting tally
- Fl. Fence 412 bid
- Gutter Solutions 213-217 bid
- Jett 512 bid
- Jett 412 bid and bonafides

Brandon Jett is a guest. He is a contractor bidding on projects at Westwood.

- gave us a brief business bio
- would like to use one plan for deck building if possible (using one plan to show
the engineering techniques, not necessarily the layout of each deck). This would
save us about $400 per deck in draftsman’s’ fees.
- Would like to bill us as “cost +”, meaning materials plus time, with the
understanding that we will need a bid for major repairs.
- Needs paint specs sent to jettbuilders@embargmail.com

Minutes were read for the last meeting. Februarys’ minutes need to get finalized.

Presidents’ report:
 - As the new year just began, there is not a lot new to report.
- Most important currently is Jett Builders
- We all agree that cost + is the way to go for a majority of the work that needs to
be done, but reserve the bid process where we deem appropriate.
- Stucco is another big item that needs to be addressed. We have available for
estimates:
- Jett Builders
- Curtis White
- A&A
- Dees Stucco

Treasurers report:
The financial records were presented and discussed. They are included in this file.

Tree report:
- Armstrong is coming on the 18th for the Big Prune Job
- We need to schedule and announce the next gutter cleaning to give residents a
chance to move their things off the porches.
- 105 has a cable that is exposed due to erosion. It needs to be covered with dirt and
more sod.

Lighting report:
- The city should have the dumpster light up in 1 month.
- There are some lights that won’t turn off on their own. We’ve had new photo cells
put in, but that didn’t fix the problem. It’s being addressed.

Sidewalk report:
We have accepted Mr. White’s proposal.

The Hand Book is a work in progress.

Old Business

A. Status of electrician’s written report of safety of temporary fix of common

electrical element near Unit 312
We’ve been promised a written report.

B. Need for electrician’s assessment of common electrical elements.

We will send a letter to the city requesting an assessment of Westwood’s electrical needs
as a whole, and specifically what it will take to get their old meters replaced.

C. Drainage issues: between the 400 and 500 block buildings, carport at
505/506 and “Lake Newton”.
If the clogged drain is tied to City’s storm water system, they might fix it for free.
 D. Consideration of contracting with Jackie Dancy to clean clubhouse on regular
basis.
We don’t have enough information on her to proceed.

JC moves to have Jett shore up 512’s walk way as an emergency repair. She is moving
heavy furniture out soon and it’s dangerous. LR seconds, AIF

205 has a damaged, owner installed light fixture that needs to go away. BG will notify
owner.

New Business

A. Ratification of actions at emergency Board meeting on February 17 re

removal of dog from Westwood.
This already has been addressed.

B. Report on damaged carport at Unit 313.

On 3-6 Leo saw a U-haul van hit the carport of 313. The driver got out and went into the
unit. When no one came to the door after he knocked, he got the info off of the van and
called U-haul. U-haul is looking into the claim and will send us a letter giving details.
Leo will follow up on it. The insurance company is Republic Western.

C. Authorization for carpentry and stucco repairs and painting on hourly rate
basis.
LR moves to authorize stucco, painting, and construction that is not structurally
imperative be done on cost +, DJ seconds, AIF

D. Consideration of proposal to replace sidewalk deck at Unit 512.

JC moves to have Jett do the job immediately and see if the city will expedite the process
due to unsafe conditions, BG seconds, AIF

E. Consideration of proposals to replace Unit 412 decks

SC moves to accept Jett’s bid for the work on 412’s deck, LR seconds, AIF
.
F. Consideration of proposals for further gutter replacements by Gutter
Solutions.
JC moves to accept Gutter solutions bid, BG seconds, AIF

G. Consideration of Unit 423 issues.

We need a copy of Mr. Tomasi’s demand letter. We will do the repairs to the property
that we are responsible for. BG will write him a letter detailing what we will and won’t
repair. We will pay to have the non-standard a/c work replaced.. His work will be done in
a timely manner, consistent with priorities off the entire community.

H. Prioritization of roof, gutter and retaining walls for application of 2008

assessment funds.
Tabled pending fact gathering.

JC moves to enter the votes from the annual meeting into these minutes, LR seconds, AIF

LR moves to adjourn, JC seconds, AIF

Next meeting scheduled for Thursday April 24, 7:15

 Stucco notes
Unit Notes Direction Size

stucco 110 big hole in outside wall at garbage area; water getting to inside walls

stucco 110 small hole on right side of front patio (north) door where pipe or electrical wire comes out;

Jett stucco 111 stucco needs to be treated for deep mold ; stucco needed on SW facia where gutter replaced

Bad installation of exterior spot light on outside storage closet wall allowed water intrusion,
Jett stucco 111 causing mold on inside of storage unit & INSIDE UNIT

stucco 112 remove dirt piled agains stucco on SE corner of unit

water leaking through base of wall garbage area meets the outside storage closet; ruining carpet
stucco 112 & damaging insulation & drywall in closet

stucco 212 Hole in stucco finish at the rear of the chimney -- permits moisture intrusion into wall cavity

stucco 304 flashing above roof west large

stucco 305 missing stucco at back roof - side of next unit's second story

stucco 306 lower corner of back porch west medium

stucco 311 stucco on back deck never finished when deck replaced 3 years ago

stucco 311 patio wall and pillar west medium

stucco 312 Stucco repair needed on 2-3 places on patio/deck

stucco 312 patio wall and pillar west large

1. north 1. large
stucco 313 1. patio wall and pillar / 2. hole along sidewalk 2. west 2. small

stucco 314 patio wall and pillar north large

stucco 316 patio wall and pillar north large

stucco 317 patio wall and pillar north large

stucco 402 divider wall east small

stucco 404 inferior prior patch work east medium

stucco 405 porch, sliding door, left side east small

stucco 409 wall vent and wall south medium

stucco 411 1. deck, next to garbage, lower corner; 2. around light fixture; 3. behind garbage, head high south small

stucco 419 needs stucco repair and paint by front door to unit

stucco 423 flashing on storage roof exposed / lower corner of the storage room north medium

stucco 501 major damage west large

stucco 501 hole in wall under kitchen window where plumbers broke through to fix leaking pipe
stucco 502 on dividing wall between 502 $ 503 north medium

stucco 504 wall around faucet has deteriorated north small

1. lower portion of wall has to be completely replaced due to a poor repair job in the past. It is
stucco 505 about 24' long by 2' high; 2. back door, above door south & east South: huge; East: small

After gutter cleaning several areas of stucco chipped away - with the whole area of studdo
stucco 505 underneath brown wood strip buckling - becoming serious

stucco 505 stucco buckling and cracking. Needs to be repaired after foundation fixed

stucco 506 patch by back door north small

1. hole around electrical outlet; 2. hole from gutter replacement; 3. porch, sliding door, top left;
stucco 507 4. divider wall, corner; 5. storage room, right of door, lower corner south/north/west small

stucco 509 below sliding door west small

1. below window, below trim; 2. storage room door, left, high ; 3. roof line (above), divider wall;
stucco 511 4. roof line (above), corner west / east small

stucco 512 unable to assess until repair is in progress

stucco 513 1. deck wall; 2. side of deck, west end north/south small

stucco 516 1. by garbage area; 2. under deck, east end south / north small

stucco 517 1. door, right side, lower; 2. porch, right end east / west small

1. below trim; 2. rear door, top left; 3. front deck, below trim, lower roofline; 4. we are advised
stucco 521 to cover flashing. north/south/west small
 Looks like a homeowner add on. Stucco is inconsistent with original work (per A&A). WW should
stucco 518&519 not be responsible for repair if this is the case. The whole wall needs to be removed west large

Stucco repairs needed by pool pump room door at ground; and near the door to the "rest room"
stucco Clubhouse (west side of building)

stucco hole along sidewalk west small