HARBOUR ISLE AT HUTCHINSON ISLAND WEST CONDOMINIUM ASSOCIATION, INC. Board Meeting Tuesday, January 10, 2017 Minutes

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1 HARBOUR ISLE AT HUTCHINSON ISLAND WEST CONDOMINIUM ASSOCIATION, INC. Board Meeting Tuesday, January 10, 2017 Minutes I. CALL TO ORDER: President Larry Sauter called the meeting to order at 1:00 p.m. II. III. IV. ROLL CALL/ESTABLISH A QUORUM OF BOARD MEMBERS: The Board was polled. Board members present were President Larry Sauter, Vice President and Assistant Treasurer Bob Porter, Treasurer Bill Mercer, Second Vice President and Assistant Secretary Liz Evans and Secretary Elliott Zide. Also present and representing First Service Residential was Community Association Manager Dawn Atwood. There were 51 residents present. A quorum was established. ADOPTION OF THE AGENDA: A motion was made by Elliott Zide to adopt the agenda as presented. Liz Evans seconded the motion. The motion passed unanimously. PROOF OF NOTICE: Notice was posted on January 6, 2017 in accordance with Florida Statute 718 V. APPROVAL OF DECEMBER 20, 2016 SPECIAL MEETING MINUTES: The Board was presented with the December 20, 2016 Special Board Meeting Minutes for their review. Several changes were noted and requested by the Board. A motion was made by Elliott Zide to accept the December 20, 2016 minutes as amended. Bill Mercer seconded the motion. Liz Evans abstained from the vote because she was not present for the meeting. The motion passed. VI. PRESIDENT S COMMENTS: Opening Statement: President Larry Sauter commented it was nice to see new faces in the audience and the attendance for the meeting was triple previous meetings. Board Request from Kathy Urciuoli: President Sauter presented a follow up status pertaining to a request made by Kathy Urciuoli, President Sauter stating her request was sent to the Association s Attorney on timely basis and the Board will confer with Counsel as to the status of the response. Association Attorney Status Report: President Sauter presented the Association Attorney status report. He commented to the membership that the Association was sent a Final Notice of intent to arbitrate by counsel for Vincent Luliano pertaining to the storage space issue and they are going forward into litigation mode, pertaining to the Storage Space area. He reported that the Association s Directors and Officers Insurance through Traveler s Insurance had appointed counsel to represent the Association and that the current cost of the litigation would go through the insurance policy with a $1000 deductible. Owner Comments on Agenda Items: President Sauter advised the members in the audience they would have an opportunity to speak specifically on agenda items before the Board makes

2 determinations under the Owner Comments on Agenda. He also advised the membership they would have a second opportunity to address the Board and make comments during the Board Member / Owners Comments section on the Agenda. Financing Through the V.A.: He announced due to member inquiries, management was working with the V.A. to get Harbour Isle West on the V.A. Mortgage List. All requested information had been submitted to the V.A and HIW was denied based on certain verbiage in the HIW Documents pertaining to sales approvals. Management is continuing forward to try to obtain an approval status. Acknowledgement of Committees and Committee Members: President Sauter acknowledged and thanked all the committees for their volunteer work and hours spent for the community. He gave special acknowledgement to JoAnne St. John with the Welcome Committee and Ron Weeden with the Social Committee for all their extra efforts. Barcodes and Access Cards: President Sauter commented there was a concern with our access system and who has barcodes and swipecards for property entry. He expressed that management was currently looking at the existing and new systems. He asked management to come up guidelines pertaining to the amount of barcodes and swipecards each unit can have and what costs would be incurred for replacements. Need for New Audio and Video Device: President Sauter explained there was a need for a new audio and video system in order to conduct meetings and Association business. He directed management to look into systems and report to the Board. HIW Community Day: President Sauter completed his comments by announcing that HIW was having their Community Day on Saturday, January 21, He also commented that Building #26 requested the use of the HIW Logo for their Community Day T-shirts. The Board approved this request based on non-commercial use. He encouraged all residents to participate in the HIW Community Day. VII. VIII. IX. TREASURER S REPORT: A. November Financial Statements: Treasurer Bill Mercer reported on the November Financials. He advised the Membership that HIW was currently running a $52,000 deficit but there would be major adjustments to that number before the close of the year. He reported that approximately $32,000 of the deficit were from costs that were incurred from Hurricane Matthew. B. Appointment of 2017 Auditor: The Board was presented with three proposals for the 2017 Auditor for their review and selection. A motion was made by Treasurer Bill Mercer to accept the audit proposal of Proctor Crook, Crowder and Fogal Certified Public Accountants & Associates and appoint them as the Auditors for Harbour Isle at Hutchinson Island West Condominium Inc. to audit the records for the fiscal year ending December 31, 2016 and that the amount of the audit fee in excess of the budgeted amount be charged against the Contingency Account. Elliott Zide seconded the motion. The motion passed unanimously. C. Priority List: Treasurer Mercer presented the Board with the updated Priority List and estimated costs for the projects. The Board discussed the Priority List and opted to identify the top four on the list they would like to see completed. Those included the flooding / drainage issues behind buildings #14 and #36, the pond erosion issue, the elevator main oil lines and the caulking of the windows, dryer vents and bird holes on the buildings. MANAGER S REPORT: Dawn Atwood presented the Manager s Report (on file). The report focused on property Security, Rules and Regulation reminders, scheduled and completed projects and the upcoming Annual Meeting and Election of the Board of Directors. OWNER COMMENTS ON AGENDA: Owners were given the opportunity to address the board about agenda items. X. COMMITTEE REPORTS AND MINUTES:

3 A. Buildings and Grounds December 13, 2016 Meeting Minutes and Board Discussion: The Board was presented with the Buildings and Ground s December 13, 2016 Meeting Minutes for review, discussion and Board Action items. The Committee recommended to Management and the Board an blast to the community pertaining to bikes and what items are not permitted under the walkway, walkways to the grills and bocce court for handicap access. B. Finance Committee November 20, 2016 Meeting Minutes and Board Discussion: The Board was presented the Finance Committee s November 20, 2016 Meeting Minutes for review, discussion and Board Action items. The Committee recommended Management and the Board look into less expensive ways to send statements and coupon books, identify additional revenue sources for 2017 and regular meetings with The Harbour Isle East Finance Committee for idea comparisons. C. Social Committee September 12, 2016 Meeting Minutes and Board Discussion: The Board was presented the Social Committee s September 12, 2016 Meeting Minutes for review, discussion and Board Action items. The Committee recommended to Management and the Board to have the locks on the cabinets in the kitchen, designated for Social Committee items, be repaired and secured. D. Welcome and Orientation Committee October 26, 2016 Meeting Minutes and Board Discussion: The Board was presented with the Welcome and Orientation Committee s October 26, 2016 for review, discussion and Board Action Items. E. Rules Committee September 2016 Meeting Minutes: The Board was presented the Rules Committee s September 2016 Meeting Minutes for review, discussion and Board Action items. The Committee presented the Board with proposed modifications for the HIW Rules and Regulations pertaining to: 1. Section 2 Vehicles, Parking, Use, Maintenance and Entry under subsection 2:12b Washing, detailing or waxing vehicles: The current rule reads: Washing, detailing or waxing of a vehicle is permitted only in provided designated car washing area. Proposed modification: Washing, detailing or waxing of a vehicle is permitted only in the provided designated car washing area. Storage unit owners are permitted to wash, wax or detail their vehicles in the storage unit area. A motion was made by Liz Evans to approve the proposed modification to rule 2.12b as presented with the addition of adding bio-degradable soap and products are required to be used for all washing. Elliott Zide 2. Section 6 Clubhouse under subsection 6.12 Use of Pool Tables, Ping Pong Tables, TV and Kitchen Facilities: The current rule reads: Use of pool and ping pong tables is permitted if there is not conflict with other functions that have been scheduled. Proposed modification: Use of pool table, ping pong tables, TV, kitchen facilities and game playing is permitted if there is no conflict with other functions that have been scheduled. If necessary, conflict resolution will be managed by HIW Security and or Fort Pierce Police. A motion was made Elliott Zide to approve the proposed modification to rule 6.12 with the deletion of the last line if necessary, conflict resolution will be managed by HIW Security and or Fort Pierce Police. Liz Evans 3. Section 6 Clubhouse under subsection 6.15 Access to the interior kitchen and its contents. The current rule reads: Access to the interior kitchen and its contents is limited to members of the Social Committee, except as stipulated in the Harbour Isle West Clubhouse Residents Rental Agreement are considered to be part of these rules. Proposed modification: Access to the interior kitchen facilities is available to all residents. Food preparation and scratch cooking is prohibited at all times. Refer to the Harbour Isle West Clubhouse Residents Rental Agreement for use of kitchen for events. A motion was made by Larry Sauter to approve the proposed modification as presented with the addition of all residents must clean up after themselves after use to the last line. Liz Evan XI. UNFINISHED BUSINESS: A. Discussion of Building Representative Policy Update: This agenda item was tabled for further discussion at a later date. B. Update on Transition of Investments to First Financial: Manager Dawn Atwood reported to the Board That First Financial was currently waiting on a few signature cards from a couple of the new banks and that the signature cards and transfer forms will be prepared by the end of the week for the HIW Board to sign.

4 C. Discussion on Pond Erosion Project: Manager Dawn Atwood reported a meeting had been scheduled for January 17, 2017 between HIW Management, Engineer Rod Kennedy and Steve Register with The PMA (Property Maintenance Association) to devise a plan of action for the pond erosion. XII. NEW BUSINESS: A. Approval of 2017 Insurance Appraisal: The Association is required to complete an Insurance Appraisal every three years. HIW s last Insurance Appraisal was completed in The Board was presented with a proposal from GAB Robins for the completion of the 2017 Insurance Appraisal. Board discussion ensued pertaining to the proposal and the justifications for accepting the current proposal from GAB Robins. GAB Robins had complete the last Insurance Appraisal for HIW in They are currently completing the HIW Reserve Study and they are familiar with the property. A motion was made by Elliott Zide to accept the proposal presented by GAB Robins for the HIW 2017 Insurance Appraisal in the amount of $900. Liz Evans B. Ratify Crowther Roofing Proposal for Tile Replacement on Porticos: The Board was presented with a proposal from Crowther Roofing to complete the replacement roof tiles on all the building porticos and garage roofs that were damaged or missing from Hurricane Matthew. A motion was made by Elliott Zide to accept the proposal presented by Crowther Roofing for the tile replacements for the building porticos and garage roofs in the amount of $5, Bill Mercer seconded the proposal. The motion passed unanimously. C. Sewer Backup Insurance: The Board was presented with an additional insurance policy for sewer backup. Board discussion ensued pertaining to the policy, what exactly it would cover and the costs involved to implement the additional policy. Based on the information presented the Board decided not accept this policy at this time. D.Approval of Lease Renewal for 13-PH01 (Association owned unit): The Board was presented with a Lease Renewal for unit 13-PH01, an Association owned unit in lieu of bank foreclosure. A motion was made by Bill Mercer to approve the lease renewal for 13-PH01 in the amount of $1200 a month for an Annual Lease and to have the renters sign the Lease Addendum. Liz Evans seconded the motion. The motion passed unanimously. E. Approval of Security Firm Renewal Contract: The Board was presented with a renewal contract for HIW Security. The renewal contract contained a 3% increase. The last increase in the contract was A motion was made by Bill Mercer to approve the renewal contract with Universal Protection Service for the HIW Security with an annual amount of services not to exceed $180,000.Liz Evans F. Adopt Fee Waiving Resolution pertaining to Management: A resolution was presented to authorize the CAM to Waive Late Fees under certain circumstances. In the resolution the manager (CAM) for the Association would be authorized to waive late fees for a unit owner where the imposition of the late fee for payment of quarterly assessments would not be appropriate; provided that the CAM shall not waive any late fee where the matter has been referred to the Association Counsel for collection and that the CAM shall notify the President and Treasurer of the Association, in writing, of each instance where a late fee has been waived and the reason for the waiver. A motion was made by Larry Sauter to adopt the resolution for waiving late fees as presented. Elliott Zide seconded the motion. The motion passed unanimously. G. Discussion and Approval of Gate Input System: The Board discussed the current system used for gate input and information for owners, renters, guests, vendors and contractors. Management advised the current system was not capable to the needs of HIW and recommended a change to another system. HIW is currently using a system called I Visitor and paying $450 quarterly for the system. Management recommended changing to a system called On Guard that is currently used by Harbour Isle East and that is user friendly, cost effective and had the ability to obtain and retain pertinent information. A motion was made by Elliott Zide to approve the proposal for the On Guard System for a quarterly charge of $150 and to authorize up to $400 for the record and loading option. Liz Evans

5 H. Discussion on Board Member Training for FSR Connect System: Manager Dawn Atwood advised the Board that a training session could be scheduled for Board Members at the FSR Vero Office location. She advised that she would send the Board an pertaining to suggested dates and times. I. Discussion on Meet the Candidates Night: The Board discussed tentative times and dates for the Meet the Candidates Night, as well as format and timing for the event. No concrete decisions were made at this meeting. The Board opted to discuss further and confirm the format and schedule after the Board had ample time to plan. XIII. XIV. XV. BOARD MEMBER / OWNERS COMMENTS: Owners commented on the Building A/C Drains pertaining to scheduled clean outs, vehicle barcodes and color designations for owners and renters, obtaining prices for cameras at the coastline and legal fees spent on the dog park and storage garages. SCHEDULE NEXT BOARD MEETING: The next Board Meeting is scheduled for Tuesday, February 14, 2017 at 1:00pm in the HIW Clubhouse. ADJOURNMENT: A motion was made by Liz Evans to adjourn the meeting at 4:39pm. The motion was seconded by Bob Porter. The motion passed unanimously. Respectfully submitted, Dawn Atwood LCAM For and on behalf of the Board of Directors Date of Approval Elliott Zide, Board Secretary