WUOA Board Meeting Via Conference Call Tuesday, June 8, 2010 3:00 PM Present: Laurie Pate Mary Cox Debbie Corcoran Dwayne Porter

Also Present: Judy Hoops, owner Sheila Norman, WUOA employee

Dwayne Porter, president, called the meeting to order at 3:08 PM, and a quorum was established. The minutes from the Executive Board meeting held on May 17, 2010 were approved. Vote: Yes Unanimous Proposed Budget Discussion/Decision: The need to have a proposed budget at the annual membership meeting was discussed. The total budget needs to be determined so that dues can be set for the new fiscal year. Categories and amounts can be adjusted, as needed. Mary Cox, vice president, will help Debbie Corcoran, treasurer, and they will send the proposed budget to Board members via email. The idea of providing an incentive for paying in advance, rather than monthly, was discussed, but it was decided that, with the current accounting, it would be too confusing. It was noted that a condo that was in arrears was purchased, and the back dues have not yet been paid. The bookkeeper recently sent a bill to the owner. Property Manager Discussion: There have been three responses to the ads placed in newspapers and online, asking for resumes and letters of introduction. One was not sent to all Board members because it was not considered a viable option. Since Judy had applied for this position in the past, she was asked if she was interested. She had not seen the ad and had only recently heard about the position. She said she was interested and would send the requested information. Motion: Made by Dwayne By Wednesday, June 16, all applications in hand will be considered for the position of Managing Agent. Applicants will be contacted by Thursday, June 17, of a conference call meeting to be held on Saturday morning, preceding the Annual Membership Meeting. Each meeting will last approximately 20 minutes. Vote: Yes Unanimous Repairs Update Discussion/Decision: Sometimes it may be difficult to keep up with Keith’s time on specific jobs because he does several things when he is at the condos. This should be easier to manage when we have a managing agent. The next repair item to be taken care of is determining the need for cement bases for any columns that may be in a deteriorated state. Laurie Pate raised the question of whether or not all people working with our employees are paid directly so that they are covered by our insurance. It was said that any helpers were paid directly. Sheila reported on the plumbing repairs in E204, saying she had sent a work order to the owner. Air Conditioning Policy Discussion/Decision: Laurie said the air conditioning policy had already been rewritten to include the county’s requirements. She said it needed to be looked at to see if it needs to be as specific as it is written,

since new units are being put on the market, and we have not provided for consequences for anyone not following the Association’s procedures. Keith has said that all units installed do not meet the manufacturers’ requirements.

Pet Policy Discussion/Decision: Prior to the meeting, it was agreed by email that release forms be required by anyone who brings a pet to a condo. Owners and renters will be required to file the forms with the Association. Even though small, domestic pets, such as dogs, cats, and caged birds, are allowed by owners, as provided by the by-laws, Board members are in agreement that an amendment barring renters from bringing pets would be a good idea and should be considered when the by-laws are amended. Miscellaneous Restaurant: Laurie said she noticed that the rental fee for the restaurant was listed on the unit owner’s financial statement for her unit. She said she would call the restaurant manager and resolve the differences in what she owes us and what we owe her, since we gave her an allowance. She also paid for some repairs herself, for which she needs to be reimbursed. (After the meeting, Mary emailed that she had been contacted by the restaurant manager, who said she would fax her the needed information.) New Executive Board Nominees: Laurie will prepare a written ballot containing the names of those owners who have expressed an interest in serving. Webcast: Stefan Hoops has agreed to set up the webcam equipment again this year, making it possible for those owners who cannot attend the membership meeting in person to watch and listen online. Financial Reports: Debbie will check with the bookkeeper on an obvious error in the income field. Domain Name (added after the meeting): Laurie contacted Richard Bland about letting the old domain name, winterhavencondos.com, expire. He replied that he had received a bill and was ignoring it. Laurie also contacted the bookkeeper, telling him not to pay the bill, if it is sent to him by mistake. Closed Session: There was a discussion about employee practices. Motion: Made by Debbie Background checks will be run on all employees of the Association who work inside the units. Vote: Yes Unanimous The next Board meeting will be held following the Annual Membership Meeting on Saturday, June 19, 2010. The meeting was adjourned at 4:14 PM. Respectfully submitted, Laurie Pate Secretary, WUOA

WUOA Board Meeting Via Conference Call Tuesday, June 8, 2010 3 ...

Via Conference Call. Tuesday, June 8, 2010. 3:00 PM. Present: Also Present: Laurie Pate. Judy Hoops, owner. Mary Cox. Sheila Norman, WUOA employee.

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