RIVER OAKS APARTMENTS

CONDOMINIUM OWNERS’ ASSOCIATION

BOARD OF DIRECTORS MEETING

May 9, 2012 REVISED

CALL TO ORDER

The meeting was called to order by President Linda Wright in the River Oaks Clubhouse at 10:00am.

DETERMINATION OF QUORUM / NOTICE POSTED

A quorum was established with DirectorsLinda Wright, Lois Huseby, Bob Maples, Joe Mathias, and Joe Grimaudopresent. Directors Christine Kennedy and David Reid were absent. Also present wereProperty Manager John Tillman of Progressive Community Management (PCM) and one resident. Notice was posted in accordance with Association documents and Florida statute.

APPROVAL OF MINUTES

Joe Grimaudo moved with second by Lois Huseby to approve the Minutes of the April 5, 2012 Board of Directors meeting as revised. The motion was approved by unanimous vote.

FINANCIAL REPORT

Treasurer Lois Huseby reported the March Financial Statements have been previously reviewed. Legal expenses of $1,947 was investigated and discussed with Becker & Poliakoff. It was noted that contact with the attorney is costly and should be held to a minimum and only when necessary. At the April 5, 2012 meeting, the Board agreed to reimburse Board members for mileage expenses incurred on Association business. These costs will be charged to Office Expense account #7490.

Lois Huseby moved with second by Joe Grimaudo to approve the March Financial Statements. The motion was approved by unanimous vote.

BUSINESS

  1. Grounds & Maintenance – Lois Huseby reporting.

a)2 new outside lights installed on Building A.

b)Seawall excavated, sealed and re-packed where soil washing out.

c)Building B Lobby roof repaired and repainted.

d)Awning both buildings cleaned and refurbished.

e)Bike rack construction in progress.

f)Water leak in irrigation pump located in Clubhouse repaired. Pump will be relocated outside Clubhouse.

g)Added shelf in storage shed to accommodate paint and other flammables.

h)Proposal for Tru-Green to fertilize turf and shrubs presented.

Bob Maples moved with second by Joe Grimaudo to approve the Tru-Green proposal to fertilize turf every 2 months at $175/each application. Fertilizing shrubs on hold. The motion was approved by unanimous vote.

i)Four new surveillance cameras to be installed on property at cost of $219

Bob Maples moved with second by Joe Grimaudo to approve purchase of four new video cameras. The motion was approved by unanimous vote.

j)Thirteen pool chairs to be re-strapped at cost of $35/ea. Majority of chairs moved inside during summer months.

k)Picture of Peace River to be framed and displayed in Clubhouse. Board members approved 4 in favor and 1 opposed.

  1. Reserves – Linda Wright reporting. President Linda Wright, Treasurer Lois Huseby and Secretary Joe Mathiasmet with representatives of Morgan Stanley Smith Barney and are authorized to sign on the account. Lois Huseby asked PCM to get information from BB&T bank regarding account numbers.
  2. Lease/Subletting – Linda Wright reporting. Becker & Poliakoff rendered opinion on documents concerning leasing/subletting for Board of Directors.
  3. Docs – Linda Wright reporting. Board members have explored revision of documents and recognize this to be a very extended and costly procedure. Board decided to put this project on hold at present.
  4. Audit – Linda Wright reporting. Audit is being conducted after tax season at special discounted rate.
  5. Foreclosure Status – John Tillman reporting. Unit 404A has been foreclosed in April. 402A is still in process.
  6. New Resident/Tenants Interviews – Information check list for new residents needs updating for such items as maintenance staff assigned to Association duties and is not authorized to work inside individual units. Changes being made in form.

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  1. Complaint Process – Form in clubhouse. Complaints must be in writing.
  2. Preventative Maintenance – Joe Grimaudo is making modifications to unit and will have wall open exposing common drain stack pipe and suggested this be replaced with pvc pipe while wall is open thus saving the Association costs later.

Bob Maples moved with second by Joe Grimaudo to authorize replacement of common stack pipe in units being remodeled by owner while wall is opened for other construction. The motion was approved by unanimous vote.

EJ to make list of people wanting monthly inspection of Unit during prolonged absence.

  1. Phone Lists – Lois Huseby reporting. Phone lists have been updated and is available in Clubhouse.
  2. Non-Renewal Contract Letters – John Tillman reporting. Letters have been sent to Bright House and Florida Elevator. There are no other contracts that automatically renew with no provision for cancellation during the interim term.

COMMITTEE REPORTS

  1. BBQ Grill Cmte – In absence of committee members, Linda Wright read the procedure prepared by the committee for use of the grill. With a few additions suggested by Board members, the procedure was accepted.
  2. Recreational Cmte – Startup planned for late August (Deb Foraker).
  3. Web Site Cmte – Progress is underway on web site. Board members agreed to have their name and phone presented on the web site but not email address. Joe Mathias will provide contact information to Bill Peruzzi.
  4. Clubhouse Cmte – Board discussion of use of Clubhouse on Holidays.

Joe Grimaudo moved with second by Lois Huseby to prohibit “private parties” on Holidays. The motion failed by a vote of 2 in favor and 3 opposed with Joe Grimaudo and Lois Huseby voting in favor of the motion.
After further discussion, Bob Maples moved with second by Joe Grimaudo to allow any resident to sign-up on bulletin board (during time frame designated) in kitchen to use clubhouse facilities on holidays defined as New Years Eve/Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas Eve/Day. No private parties and clubhouse remains open to all. The motion was approved by unanimous vote.

PROJECTS (Update)

  1. Bike Rack/Med Scooter – Covered under New Business #1e above.
  2. Parking Lot Paving – Joe Grimaudo suggested Joe Mathias investigate county records to determine which parking space is assigned to each unit.
  3. 2013 Cable Contract – Tabled until the fall.
  4. Parking Pass Procedure – Project on going.
  5. Lobby Showcase Updating – Blue 3x5 cards will be used for sale/rental; Yellow 3x5 cards will be used for items for sale.
  6. Hurricane Strong Doors – Entry doors cannot be changed. For storm protection, use hurricane shutters. Follow documented guidelines. Owners making request had withdrawn request.
  7. Inventory of Tools – Documented to date. Work in progress.
  8. Maintenance Duties – Complete and posted on wall in office.
  9. General – Board agree to have balloon & alligator in pool this summer.

NEXT MEETING – October 17, 2012, 10am in Clubhouse.

ADJOURNMENT - There being no further business to come before the Board,

Joe Grimaudo moved with second by Bob Maples to adjourn the meeting at 11:38pm. The motion was approved by unanimous vote.

Respectfully submitted,

John Tillman, Community Association Manager

Progressive Community Management, Inc.

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