QVLOA Minutes 20060722

QUAIL VALLEY LOT OWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING Saturday, July 22, 2006 HOLIDAY INN EXPRESS, HIGHWAY 50, CLERMONT, FLORIDA MINUTES
The meeting was called to order by Board President Matt Earnest at 9:10 AM. In attendance were Board members David Yeager and Richard Burke. Absent were Board members Nancy Jackson and Amy Deering. Also in attendance were Gary House and Mary Loffredo, Premier Community Managers and 10 homeowners from Quail Valley. Proof of Notice was acknowledged unanimously and a quorum certified with 3 of 5 Board members present. A motion was made by David to waive the reading of the July 12, 2006 meeting minutes and approve them as submitted, 2nd by Richard, UA. Gary gave the financial report for month ending June 30, 2006. The Board accepted the financial as submitted. Also submitted for the Board’s consideration was the Association Delinquency Report as of July 22, 2006. Gary noted the dues were payable no later than July 31 and any owner who has not paid by that date would receive a late notice along with a $10 late fee. He noted only the Board can waive a late fee for an owner if the owner was to request same. He also suggested Premier will work with any owner who calls and requests additional time provided that owner have a credible reason for the extension and are willing to put their request in writing to the Board. In such instances, the Board will consider granting the waiver of the late fee. The late fee will be charged to the Association at the time the late notice is sent and then the Association is reimbursed as the owners pay the past due assessments and the late fees. He further explained the late fee allows owners 15 additional days to pay. Failure to pay within those 15 days and the owner then receives an Intent to Lien letter which gives the owner 30 additional days to pay. The ITL letter is sent certified and regular mail. If the owner still fails to pay or contact Premier or a Board member then the Board will need to make a decision whether to refer that owner to the Association legal counsel for collection or lien or whatever remedies are appropriate. Presidents Report – None Old Business: Liability Insurance: Matt explained to the Board he has been in contact with Doug Merrill, Merrill Insurance and Doug has recommended the Association accept the proposed $1M liability insurance package with Tower Insurance Company. Matt explained the policy has a $1,000 deductible, 2% hail and wind damage exclusion, replacement coverage and a 4% inflation factor built in to the policy and also provides for $1M Directors and Officers insurance. In addition, Matt felt it prudent to purchase the insurance immediately since the Association is currently uninsured and as a result has liability exposure as does the Board of Directors individually and collectively. After discussion, a motion was made by Richard to accept the Tower Insurance policy, 2nd by David, UA. Landscape Contracts: Matt explained he has contracts from Al Torrello and from Double S for community landscaping work. He further explained Double S does not have Workers Compensation insurance and Al Torrello does. David asked to inspect the Certificate of Insurance showing the Workers Comp for Mr. Torrello but the certificate was not available. Matt mentioned attorney Paul Wean and Gary House, Premier Community Managers both advised the Association should not contract with vendors who do not have workers compensation nor should the association contract with any vendor who has or claims to have a workers compensation exemption certificate from the State of Florida Workers Compensation office. Matt then polled the owners attending the meeting and all owners in attendance suggested the Board accept the workers comp waivers. A motion was then made by David to allow contracted vendors to have workers compensation exemption certificates without exception to any vendor, 2nd by Richard. Gary asked the Board to incorporate into the minutes that Paul Wean and Premier Community Managers have advised the Board and the Association of the possible legal and liability consequences of retaining the services of a vendor without workers compensation. The Board unanimously accepted the friendly amendment to the motion and the motion was unanimously approved. Property Management: Matt explained Premier Community Managers was the successful bidder from many other bids received for property management services. Matt recommended to the Board the contract be approved. After discussion, Richard made a motion to approve the PCM contract for 4 years with a 60-day out clause only during the initial 12 months of the contract. After the initial 12 months, the contract will not expire until the end of the initial term which is June 30, 2010 provided the Association gives PCM 60-days advance notice in writing that it does not wish to renew the contract. The motion was 2nd by David, UA. Comments followed the motion and it’s approval from each Board member that PCM has worked for the Association the last 1-1/2 months and has done a very favorable job and has done work that is above and beyond the contract limits of their responsibilities and has proven so far to be a reliable and professional firm who has made a very positive and significant impact on the community already and the Board members are very impressed with the professionalism and efficiency of the PCM staff. The motion passed unanimously. A motion was made by David to adjourn the meeting, 2nd by Richard, UA. Time was 10:10 AM.
Submitted by PCM, Inc.

QUAIL VALLEY LOT OWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING
Saturday, July 22, 2006
HOLIDAY INN EXPRESS, HIGHWAY 50, CLERMONT, FLORIDA
MINUTES

The meeting was called to order by Board President Matt Earnest at 9:10 AM. In attendance were Board members David Yeager and Richard Burke. Absent were Board members Nancy Jackson and Amy Deering. Also in attendance were Gary House and Mary Loffredo, Premier Community Managers and 10 homeowners from Quail Valley.

Proof of Notice was acknowledged unanimously and a quorum certified with 3 of 5 Board members present.

A motion was made by David to waive the reading of the July 12, 2006 meeting minutes and approve them as submitted, 2nd by Richard, UA.

Gary gave the financial report for month ending June 30, 2006. The Board accepted the financial as submitted. Also submitted for the Board’s consideration was the Association Delinquency Report as of July 22, 2006. Gary noted the dues were payable no later than July 31 and any owner who has not paid by that date would receive a late notice along with a $10 late fee. He noted only the Board can waive a late fee for an owner if the owner was to request same. He also suggested Premier will work with any owner who calls and requests additional time provided that owner have a credible reason for the extension and are willing to put their request in writing to the Board. In such instances, the Board will consider granting the waiver of the late fee. The late fee will be charged to the Association at the time the late notice is sent and then the Association is reimbursed as the owners pay the past due assessments and the late fees. He further explained the late fee allows owners 15 additional days to pay. Failure to pay within those 15 days and the owner then receives an Intent to Lien letter which gives the owner 30 additional days to pay. The ITL letter is sent certified and regular mail. If the owner still fails to pay or contact Premier or a Board member then the Board will need to make a decision whether to refer that owner to the Association legal counsel for collection or lien or whatever remedies are appropriate.

Presidents Report – None

Old Business:

Liability Insurance: Matt explained to the Board he has been in contact with Doug Merrill, Merrill Insurance and Doug has recommended the Association accept the proposed $1M liability insurance package with Tower Insurance Company. Matt explained the policy has a $1,000 deductible, 2% hail and wind damage exclusion, replacement coverage and a 4% inflation factor built in to the policy and also provides for $1M Directors and Officers insurance. In addition, Matt felt it prudent to purchase the insurance immediately since the Association is currently uninsured and as a result has liability exposure as does the Board of Directors individually and collectively. After discussion, a motion was made by Richard to accept the Tower Insurance policy, 2nd by David, UA.

Landscape Contracts: Matt explained he has contracts from Al Torrello and from Double S for community landscaping work. He further explained Double S does not have Workers Compensation insurance and Al Torrello does. David asked to inspect the Certificate of Insurance showing the Workers Comp for Mr. Torrello but the certificate was not available. Matt mentioned attorney Paul Wean and Gary House, Premier Community Managers both advised the Association should not contract with vendors who do not have workers compensation nor should the association contract with any vendor who has or claims to have a workers compensation exemption certificate from the State of Florida Workers Compensation office. Matt then polled the owners attending the meeting and all owners in attendance suggested the Board accept the workers comp waivers. A motion was then made by David to allow contracted vendors to have workers compensation exemption certificates without exception to any vendor, 2nd by Richard. Gary asked the Board to incorporate into the minutes that Paul Wean and Premier Community Managers have advised the Board and the Association of the possible legal and liability consequences of retaining the services of a vendor without workers compensation. The Board unanimously accepted the friendly amendment to the motion and the motion was unanimously approved.

Property Management: Matt explained Premier Community Managers was the successful bidder from many other bids received for property management services. Matt recommended to the Board the contract be approved. After discussion, Richard made a motion to approve the PCM contract for 4 years with a 60-day out clause only during the initial 12 months of the contract. After the initial 12 months, the contract will not expire until the end of the initial term which is June 30, 2010 provided the Association gives PCM 60-days advance notice in writing that it does not wish to renew the contract. The motion was 2nd by David, UA. Comments followed the motion and it’s approval from each Board member that PCM has worked for the Association the last 1-1/2 months and has done a very favorable job and has done work that is above and beyond the contract limits of their responsibilities and has proven so far to be a reliable and professional firm who has made a very positive and significant impact on the community already and the Board members are very impressed with the professionalism and efficiency of the PCM staff. The motion passed unanimously.

A motion was made by David to adjourn the meeting, 2nd by Richard, UA. Time was 10:10 AM.

Submitted by PCM, Inc.

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Posted Oct. 8, 2006.

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