SUMMERHOUSEBEACH & RACQUET CLUB

CONDOMINIUM ASSOCIATION, INC.

BOARD OF DIRECTORS (BUSINESS) MEETING

SUMMERHOUSE CLUBHOUSE

Saturday, February 16, 2008

9:00 AM

AGENDA

CALL TO ORDER, ESTABLISH A QUORUM

APPROVAL OF MINUTES: Board of Directors Meeting – December 1, 2007

GENERAL MANAGER’S REPORT/RENTAL MEETING REPORT

OFFICERS REPORTS

President

Vice President

Treasurer

Secretary

COMMITTEE REPORTS

Landscape: Garry Vaneman

Architectural Committee: Mike Langton

By Laws/Documents: Bob Wheeler

Personnel Committee: Don Coker

LongRange Planning Committee/Reserve Study

Finance Committee

AD HOC COMMITTEES

Improved Communications Committee

OLD BUSINESS

  • Paint walkways, patios and balconies in fall after buildings are done, Maintenance staff to check the condition

of the railings – Ongoing– approximately 70% completed.

  • 2nd opinion regarding problem of steps holding water after raining.
  • Fire Marshall reinspection. Bids for required work.
  • Comcast Proposal/Rewiring Project

NEW BUSINESS

  • Russell e-mail (unit 308)

ACTION ITEMS

  • Phase II lights – problems after rain solved - breaker replaced and main box rewired.
  • POD in front of unit 132 - moved to the storage area.
  • Extended warranty for pool heaters.
  • Employee Health Benefits review.
  • Add current and future newsletters to the Owner’s Page of our website.

SET TIME AND DATE FOR NEXT MEETING

ADJOURNMENT

1/30/08

MANAGER’S REPORT

FEBRUARY - 2008

KEITH JONES

The painting of the walkways and stairs of all buildings has taken priority the past 2 months as our winter guests have been arriving. All 20 buildings have had their steps and walkways repainted and about ½ of the patios and balconies are now left to be finished up. The anticipated completion date will be sometime in early March.

AquaCal was called out to inspect our new pool heaters as the pools were not heating up to the temperatures they should have been. The technician found 6 of the 9 heaters had either faulty or burned out relays which prevented them from heating the water. All heaters were fixed and the problem has been rectified.

Three different companies were contacted to visit Summerhouse to provide an opinion regarding some of the stairways holding water after a rainfall. Unfortunately, not one company even responded showing any interest in our project. I will continue soliciting an opinion by contacting new companies.

We are continuing to work with two fire safety companies to revise the bids for our fire alarm system. The two companies are Fire Fighters Equipment Co., and A-1 Fire Equipment Company. It has been difficult to get local companies to bid on our project as every fire safety business in St. Augustine has projects pending and these companies have more work than they can handle right now. We will ask the Fire Inspector to review the 2 bids in hand to make sure the proposed work satisfies our deficiencies.

We have made a few changes to our website. There is now a button at the top of the page on the main banner that will connect with the owner’s page. There is also a menu listing of what can be found on the owners page on the password – sign in page. Also, the past board of director’s minutes have been condensed with each year having its own button to access that year’s minutes. These changes were a result of suggestions made by the Improved Communications Committee.

A new light fixture was installed at the north entrance along with new wiring to replace the old, frayed wiring that kept shorting out at random times.

I met with Robb Cobb of Comcast to initiate negotiations for our cable contract that expires in August. Our buildings are still scheduled to soon receive new, upgraded wiring to be able to handle the latest technology and signal and to replace the 20+ year old wiring and connectors we currently have.

The annual audit has begun and the new auditors, Taylor & Wainio, have already reviewed our internal controls and will be reviewing the entire year’s financials over the next few weeks.