Harbour Isle at Hutchinson Island West Condominium Association, Inc. Board of Directors Meeting Monday, December 5, 2011 Minutes

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1 Harbour Isle at Hutchinson Island West Condominium Association, Inc. Board of Directors Meeting Monday, December 5, 2011 Minutes Call to Order Roll Call Present: Jan Browning, President Ken Barclay, Vice President Cindy Bradley, Treasurer Dale Ernsberger, Director Aaron Bland, Community Association Manager Secretary Siegel was not present. A quorum of Directors was established and proof of notice of the meeting was presented. Vice President Barclay moved to accept the minutes of the November 7, 2011 Board of Directors Meeting. It was seconded by Treasurer Bradley and was unanimously approved. Manager Aaron Bland presented his report. The report is attached and part of these minutes. Financial Business: The attached Treasurer s report was presented. New business: A. Comcast Negotiations: Director Ernsberger moved to approve Communications Consulting Group, Inc. to pursue negotiations with Comcast on the current contract. There will be no cost to the Association unless Communications Consulting Group saves the Association money. This course of action was recommended by the Comcast Committee. It was seconded by Vice President Barclay, and passed unanimously. B. Policy for Private Clubhouse Use: President Browning moved to accept the proposed Clubhouse Rental Application with one change: that the use fee of $250 was removed. It was seconded by Vice President Barclay, and passed unanimously. The approved Application is attached and made part of these minutes. C. Alternate Exterior Door Locks: Treasurer Bradley moved to accept a specific alternate deadbolt that residents may use on their doors, the Schlage Bright Chrome Camelot model. It allows for keyless entry and was recommended by the Building & Grounds Committee. It was seconded by Director Ernsberger, and passed unanimously. A copy of the specs of this model is attached and made part of these minutes.

2 D. Recycling Program: Vice President Barclay moved to approve a Recycling Program offered by Waste Pro for $3,800 annually, beginning in January It will include two containers per building and will be picked up once a week. It was seconded by Director Ernsberger, and passed unanimously. There being no further business, Director Ernsberger moved to adjourn. It was seconded by Vice President Barclay, and was unanimously approved. Minutes prepared by Aaron Bland

3 Operating Funds TREASURER S REPORT 10/31/2011 October 31, 2011 September 30, 2011 Gulfstream Business Bank Checking 207, ,550 Seacoast National Bank MM 1.50% 26,602 26,600 Gulfstream Op CDARS 650, ,107 Wells Fargo Operating MM Gulfstream Business Bank MM 235, ,133 Petty Cash Social Fund Petty Cash Total Cash in Operating $1,121,259 $948,412 Reserve Funds Gulfstream Business Bank 10,896 44,366 Wells Fargo Brokerage CD 100, ,000 Bank of China.60% 5/11/12 100, ,000 Bank of Baroda.40% 5/27/12 200, ,000 Bank of China NY.60% 2/09/12 100, ,000 World Fin Bank.45% 7/20/12 100, ,000 GE Money Bank.35% 7/29/12 100, ,000 Wells Fargo Sweeps Reserves 1,902 1,865 Accrued Interest Wells Fargo 1, Wells Fargo Reserve MM 59,539 59,526 Gulfstream Reserve MM 602, ,066 Total Reserves $1,375,610 $1,408,791 Total Reserve and Operating Funds $2,496,869 As of October 31 st the unpaid assessments along with legal fees, interest and other administrative expenses was $455,524.

4 HARBOUR ISLE WEST CONDOMINIUM ASSOCIATION November 2011 FINANCIAL & PROPERTY REPORT TO: Harbour Isle West Board of Directors November 30, 2011 FROM: Aaron Bland Community Association Manager Elliott Merrill Community Management EXPENSES FOR THE CURRENT MONTH / YEAR TO DATE: $23,566 over budget for the month, and $10,991 over budget YTD. Notable variances by category for the month are as follows: Administrative Expenses: $14,369 over budget for month, $35,092 over budget YTD. Legal Fees - General $14,199 over budget for month: Due to attorney costs and fees related to the ongoing lawsuit with the developer. Building Operations: $1,191 over budget for month, $1,845 under budget YTD. Alarm/Extinguisher Maintenance $1,261 over budget for month: Primarily due to the repair of a broken conduit at Building 14. Elevator Maintenance $1,766 over budget for month: Due to the payment of the annual elevator inspections. Fire Alarm/Monitoring Contract - $3,740 over budget for month: Due to the quarterly payment of the alarm inspections and monitoring contract. Gate Maintenance & ID System - $596 over budget for month: Primarily due to gate repairs. Landscape / Grounds: $5,530 over budget for month, $537 over budget YTD. Mangroves/Mitigation $9,000 over budget for month: Due to the annual mangrove trimming. Utilities: $6,129 over budget for month, $47,536 over budget YTD. Water/Sewer - $5,475 over budget for month: Due to more water used for irrigation. All of our irrigation clocks have since been set back, so water usage should significantly decrease for the remainder of the year. Miscellaneous: $3,800 under budget for month, $41,215 under budget YTD. Residence Reserves $1,283,145 Storage Reserves $ 92,465

5 IN-HOUSE MAINTENANCE Repainted a number of trash room doors and replaced the door knobs Installed Christmas lights around the clubhouse and wreaths on all 26 buildings Assembled and installed a Ping Pong table in the clubhouse I d like to note this is not a complete list, and simply highlights the more obvious work being done by our in-house staff beyond their daily routine building & grounds maintenance. OUTSIDE VENDORS All Around Power Wash pressure cleaned the large and small storage areas. Coast to Coast Pest Control granular fertilized all plant and shrub areas. Precision Painting and Finishing painted the walkway floors, interior walls, and columns of buildings Coast to Coast Landscaping removed the six ligustrum trees from the front of the clubhouse and replanted them around the small lake. They also installed new shrubbery and rocks in front of the clubhouse. Blakeslee Electrical repaired some broken underground wiring serving the clubhouse lighting. 3-D Fencing installed a 6 white vinyl fence in the Dog Run utility area. Leisure Patio re-slung ten of the pool area chairs. UPCOMING AND UNDER REVIEW: The drainage problems we have in sections of the community are being addressed. In particular, the swale behind buildings will need to be re-graded in order to get the water to run to the drains between the buildings. Measurements have been taken and the work is expected to take place soon. Grading work was recently performed on the rear and side of Building 36, where there were heavy pooling problems during rainfall. The large painting project for all 26 buildings has been approved and is currently underway and nearing completion, which includes all interior walls, walkways, and stairwells. This project began in July and is expected to be completed in December. Ongoing projects include a bocci court and a flagpole in front of the clubhouse.

6 HARBOUR ISLE WEST CLUBHOUSE RESIDENT S RENTAL AGREEMENT The Harbour Isle at Hutchinson Island West Condominium Association agrees, subject to the stipulations below, to rent the Clubhouse, located at 14A Harbour Isle Drive West, Ft. Pierce, FL. Resident Address Phone: Home Business/Cell Day/Date Hours Purpose of activity Number attending (Not to exceed 120) Alcoholic beverages will will not be served. Proof of Liability insurance by providing a certificate naming Harbour Isle West Homeowners Association as an additional insured with a minimum of $1,000,000 (one million dollars) of general liability, and if there is liquor being served, supply a certificate evidencing liquor liability with a limit of $1,000,000 (one million dollars). Name of Liability/Home Insurance Company Policy number BUILDING USE STIPULATIONS 1. Resident agrees to pay Association the sum of : a. $500 (five hundred dollars) security deposit to cover the cost of any damage to or misuse of the clubhouse facilities. b. $100 (one hundred) for use of the dance floor (optional). 2. Resident will have use of the Clubhouse for the hours of the event on the day of the event, subject to the following: a. All residents have access to the Clubhouse as long as they are not engaging in activities disruptive to the event. b. The Clubhouse closes promptly at 10 PM. All cleanup must be completed at this time. c. Non-resident guests must park in guest parking places only.

7 d. All contents of the kitchen are the property of HIW Social Committee. Residents must bring all their own supplies. 3. The resident will be in charge of and responsible for the property for the duration of the event and accepts full responsibility for the activities and behavior of all persons participating in or attending the function. If the resident is a renter, the owner of the unit must consent to the use of the Clubhouse by co-signing the contract. 4. Resident agrees to hold Association harmless from all claims and causes of action resulting from the utilization of the clubhouse, and will present evidence that he/she has secured liability insurance covering the event. 5. Resident agrees to reimburse Association for any losses and damages incurred, including replacement cost of any furniture, fixtures, or equipment entrusted to him/her, which is lost, stolen, or damaged during the utilization period. Resident shall be responsible for attorneys fees incurred in recovering damages or losses. 6. Resident agrees to leave the premises in clean condition. Excess soiling of carpet, kitchen, tables, chairs, etc. may be cause for charging a fee for extra cleaning expense, said fee to be deducted from the deposit. 7. The security deposit of $ (five hundred), which is due seven (7) days prior to the event, will be returned within fifteen (15) working days following the event if no damage or loss has occurred, there is no excessive soiling as set forth in foregoing paragraph 6, and no other charges have been levied against it. In the event of smoking in the building, no deposit shall be returned. 8. Resident and their guests shall comply with all HIW rules and policies. 9. Resident shall comply with all federal, state, county, and city laws, including Fire Department regulations and shall obtain at Resident s expense any required licenses or permits. 10. If fire or other damage to the Clubhouse prior to the requested date prevents use of the facilities, Association will return to the resident any fees or deposits received from the resident, and the resident waives any claim for damages or compensation for the termination of the Agreement. The terms of this agreement are understood and accepted by: Resident Date: Owner Date: For Association Date:

Harbour Isle at Hutchinson Island West Condominium Association, Inc. Board of Directors Meeting Monday, April 14, 2014 Minutes Call to Order

Harbour Isle at Hutchinson Island West Condominium Association, Inc. Board of Directors Meeting Monday, April 14, 2014 Minutes Call to Order Present: Jan Browning, President Ken Barclay, Vice President