SUMMERHOUSE BEACH & RACQUET CLUB
CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS (BUSINESS) MEETING
SUMMERHOUSE CLUBHOUSE
Saturday, February 18, 2012
AGENDA
CALL TO ORDER, ESTABLISH A QUORUM
APPROVAL OF MINUTES: Board of Directors Meeting – December 3, 2011
OFFICERS REPORTS
President
Vice President
Treasurer
Secretary
GENERAL MANAGER’S REPORT & RENTAL REPORT
COMMITTEE REPORTS
Landscape:
Architectural Committee:
Insurance:
By-Laws & Documents:
AD HOC COMMITTEES
OLD BUSINESS
GM Salary Increase
SH/SRI Policy Manual Update
BOD Document Notebook
Recycling/Going Green
Resurfacing of Racquetball Courts
NEW BUSINESS
Computer Replacement for Offices
ACTION ITEMS
Replacement of Golf Cart
COMMUNICATIONS
SET TIME AND DATE FOR NEXT MEETING
April 21, 2012
ADJOURNMENT
Manager’s Report
February 2012
Keith Jones
Since the last board meeting in December, the following has occurred:
The first year of the CREST project is behind us with buildings 5, 7, 18, and 19 being completed. The front side of
building 9 was also refurbished as the walkway was in such a state of disrepair that it could not wait for the 2nd round of
building repairs next August. In the spring, our engineer will reassess the remaining buildings to be done and make a
recommendation of which 4 buildings will be worked on this coming fall.
The pool in phase 1 was resurfaced in early December and new non-slip tiles were installed on the steps as required by
law. The final cost of the job ended up being $8500 which was less than anticipated as the scum gutter was in good
condition and did not need to be refinished. The workmanship is guaranteed for 2 years.
All of the pool furniture at the 4 pools has been replaced with the new sling back style chairs and lounges chosen by the
Pool Furniture Committee. New matching umbrellas were also purchased and installed. The used furniture was
offered to owners to purchase at bargain prices and the association has deposited over $1500 as a result of this sale.
The weather station that was approved by the board in December has been installed and the website to view local
conditions at Summerhouse is www.windalert.com/spot/96319.
A private recycling company was contacted in regards to setting up a program at Summerhouse. The recycling service
does not do complexes like Summerhouse as a whole, but will collect individual owner’s recycling materials at no
charge if they contact them. The phone number for AnJ Recycling Service is 904-540-0514 and their website is
www.anjrecycling.com/services.
The gate latches to all the pool gates have been replaced with child proof plastic latches that will not rust and are
guaranteed for life. The replacement of these latches has been recommended by the county pool inspector and should
prove to be a big improvement to the pool areas.
I obtained 3 bids for the replacement of our computers in the office along with a server and software updates. Also
included is the labor to move files from each workstation to the new PC’s along with data back-ups and anti virus
software. Repair costs to the current computer system have been increasing yearly and down time has been a problem.
We spent over $3,000 last year on repairs and replacement parts.
A new used golf cart was purchased for use by our night manager. The new cart has lights and is in good condition.
Repairs to the previous cart were becoming costly and excessive.
In late January, volunteers from the Guana Reserve came to Summerhouse at our request to cut all the Brazilian Pepper
trees that were growing wild in the dunes in front of Summerhouse. What we thought were Brazilian Pepper trees were
actually a variety of Holly and were native to our area. They only found one Brazilian pepper tree throughout the
property and that was across from building # 3. They removed this one tree and also applied a growth retardant to the
stump to prevent future growth. The group leader commented that our dunes were very healthy and there were no other
invasive species found there.
The pool heaters are under warranty until the end of this year. Historically, they tend to have increasing problems in
the final year of their 5 year warranty program due to the salt air and exposure to the sun. We need to start thinking
about replacing all of the heaters at the end of this year to get the most favorable price by buying in bulk.
Our maintenance staff will be working on resurfacing the racquetball courts in the next month.