WUOA Executive Board Meeting - Minutes Date/Time of Meeting: Feb 10th at 6:00 pm Place of Meeting: Meeting held by conference call Minutes taken by: Judy Hoops Meeting Called to Order at 6:05pm Approval of Minutes from Executive Board Meeting Jan 14, 2009  Minutes had been sent out earlier via email and the board unanimously voted to approve the minutes with no corrections. Proof of Quorum: 

There were 7 board members present:  Betty White – President  Dwayne Porter - Vice-President  Trice Benge – Secretary  Judy Hoops - Treasurer  Roy Shrewsbury  Mary Cox  Laurie Pate

Discussion of gravel for driveway/road and parking lot maintenance  It was noted that there are many potholes in the road leading into Winterhaven and also in the parking lot area. Motion was made to have gravel added to the parking lot. Motion was tabled to allow Roy time to contact gravel company to obtain a quote for the service. Survey:  Mary gave a report of the survey that had been sent to Winterhaven owners. (See Attachment 1 for copy of survey sent.) It was noted that 16 owners had responded. Mary will summarize the results of the survey and the board will review before posting on the WUOA owner's webpage. Air Condition Units at Winterhaven  It was noted that some owners have been asking about the possibility of adding some type of AC unit to the units. Discussion was made regarding the impact on the building structure and moisture problems that may arise with the installation of AC units. Betty noted that the WUOA would probably want to have a structural engineer look at the building before we allow the exterior wall to be cut. The board agreed to have Judy look at and take pictures of an existing AC unit already in place and report back to the board as to how it was installed so that the board could further evaluate. Winterhaven Insurance:  It was noted that the board may want to consider getting another quote for the WUOA insurance policies in place. The board approved Mary researching this issue and looking for another quote(s).

Extermination:  The board discussed what type of extermination is presently in place at Winterhaven and whether or not this service was the right plan. The board approved Judy to call the extermination company to investigate and report back to the board. It was also discussed that there was no interior spraying of units who were not renting through RRE. It was agreed that a posting would be made on the owner's page to advise owners as to when the exterminator would be on site so that owners could make arrangements to have the interior of their unit sprayed. Setting up an account at Hardware Store:  The board approved the establishment of an account to purchase materials for the WUOA. Pet Policy for the Winterhaven Lodge  Motion was made and carried to implement a 'no pet' policy in the lodge – either upstairs or downstairs. Taxes 

Update had been provided to the board previously via email giving an update of the WUOA tax filing status. It was noted that we do not qualify to file under 501(c)(4), but would qualify for 1120-H under section 528 of the IRS code given the qualifications of certain exempt income and expense limitations.

Ski/Snow Board Equipment in the Lodge:  The board approved a 'no ski or snow board equipment in the lodge' policy in the lodge, either upstairs or downstairs. Outside Storage Closets at Winterhaven/Storage of WUOA Records:  It was noted that there are storage closets that contain various old items. The board agreed to wait until on-site meeting to look through and determine what to do with the items. It was also suggested that an off-site commercial storage bin would be a good option for storage of WUOA records. The board will make a later determination on this issue. Posting of Annual and Board Meeting Minutes on Owner's Web Page:  Motion was made and carried to post the minutes from all Annual WUOA annual meetings and Board meetings on the owners web page, to become effective with the minutes of the current meeting. Laurie will send an email to the owners (those which have provided email contact information) advising them about what information they can now find on the owner's page. Restaurant/Bar  It was noted from a board member that violations of the restaurant/bar lease had occurred. It was approved by the board that the owner would be contacted in order to address the violations. Discussion of Owner Costs vs. WUOA costs  The president formed a committee to look at and evaluate the differences between common expenses and limited common expenses and to report back to the board for further discussion.

Attachment 1 – Survey Sent to Owners We would like to here your opinions andthoughts about Winterhaven. We will use this information to help guide us in making decisions. Please respond via email by Sunday, 2/8/09 The Lodge Do you feel that the arcade games are a positive or negative? What improvements would you like to see involving the lodge? Are there any issues that you feel the board needs to address in the lodge? In the future, would you like for us to keep the games or use this area for another idea? If so, explain. The Hot tub Have you or your guest used the hot tub, this season? In the past two years, how many times did you use the Hot tub? Do you feel that having the hot tub is a benefit to our complex? Are there any changes with the Hot tub, or changes that need to be made? In the future, would you like for us to keep the hot tub or use this space for some other idea? If so, explain. Restaurant and Bar Have you or your guest visited the restaurant? In the past two years, how many times did you visit the Restaurant? Do you feel that the restaurant/bar is a negative or positive to the property? Do you feel this area should be non smoking? Do you feel that we should just have a restaurant without alcohol? In the future, would you like for us to keep the restaurant/bar or use this space for some other idea? If so, explain. General Do you feel that the board is moving in the right direction for Winterhaven? List any and all concerns or comments that we did not address in this survey. Please respond because we value your opinion. The results will be posted on the owner’s page at

www.condosatwinterplace.com/owners/owners2.html To respond

- on the email, right click and hit select all - click reply - go to edit in new email window, click Paste - then answer and send

OR fax at 803-356-0856

Attachment 1 Description of Services to be Provided by Temporary Managing Agent: Temporary Managing Agent: Judy Hoops For the remainder of the ski season, will be on-site for the weekends (Friday evening until Sunday late afternoon) and will perform the following services while on-site. • Check and ensure that Lobby is kept clean • Check and refill the coin changer as necessary • Pick up trash in parking lot and around dumpster • Keep a general eye out for problems/needed repairs. If the job is small in nature, then manage and follow-up with Billy that repair is completed. • Check the hot tub twice a day on Sat and Sun to ensure hot tub is being maintained properly. • Will perform front-line problem solving to keep internet running (i.e., easy problems, if issue is larger requiring updated/new hardware, then would report problem to board) • Will check to ensure that all walkways are free of snow and ice. If Snow or ice are present, will contact Billy to remove. If Billy is not available to do the work, then Judy will perform the service to be billed to the WUOA at an hourly rate. • Will provide a weekly report to the board via email, describing any issues or problems noted. The above services will be performed for $100/weekend. The following services will be performed and billed to the WUOA at an hourly rate: • •

• • •

Any required snow removal or application of salt required to keep walkways clear (when Billy not available). Handling of any WUOA emergency issue that arises while on-site where immediate action is required and approval from the board is not practical (will use discretion in determining how to best handle problems, whether it be using Billy to fix problem, calling an outside contractor, or fixing problem myself when Billy is not available or not suited to perform the work). Handling of larger non-emergency WUOA maintenance/repair issues with approval of Betty (or board as Betty deems necessary ) Handling of other WUOA board requests, e.g., getting quotes, researching issues, etc Purchasing of certain materials when necessary (only smaller items, would contact Betty for approval if larger in nature)

Hourly Rate to be billed: $18.50/hour The agreement would be weekly in nature, the board will have the right at any time (with one week's notice) to terminate this agreement if not satisfied with the arrangement or feel the service is no longer required. Will provide to Sarah a Tax ID number and copy of WV business license. Agreement to become effective Friday, Jan 16th upon proof of Tax ID and business license. Judy Hoops will be hired as an independent contractor. Disclosure: Judy Hoops is a member of the Executive Board and holds the officer position of Treasurer. The duties outlined in the position of a Temporary Managing agent are mutually exclusive from any duties of that of a board member/officer. No compensation will be received by Judy Hoops for the performance of her role as a board member or officer.

WUOA Executive Board Meeting

Minutes had been sent out earlier via email and the board unanimously voted to approve the minutes with no ... Motion was tabled to allow Roy time to contact gravel company to obtain a quote for the service. ... The board approved the establishment of an account to purchase materials for the WUOA. Pet Policy for the ...

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