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Board Meeting January 20, 2022

Board Meeting Minutes Date: January 20,2O22 Place: Pensacola Library 239 N. Spring St. Pensacola, FL 32503

1. Meeting called to order at 5:30pm by Patfy Martitez, President of the Board. euorum established with 5 of 9 board members present. r Board members present Patty Martinez, Daniel Dorman, Jason Robbins, Taylor Loftin, Barry Boyd. r Board members abseat Brian Cox, Natalia Chapman, John Amentler, Cliff Kirk.
2. Review minutes ftom LZlffilZAZl Noted needed correction to Jan 20 agenda to correct the date listed for previous board meeting. No board members had amendments to the meeting minutes frsm lLlg.Only issue is that Secretary Cliff Kirk signed the second page, and not rhe third. lyill get Cliff to sign third page. o Jason Robbins motioned to accept meeting minutes from lZlglZAZl,patty Martinez seconded. Motion passed unanimously.
3. Financial Review ending lLlSOl2UZl: Review tabled; inaccurate financials for the monfh of Dec. Patty Martines noted that reserve accounts were not correct, when inquiries were made, the management company had informed us that the books had not yet been balanced. Patfy stated that rather than present something inaccurate, rather wait until next month’s meeting w/ accurate numbers and two months of financials to review and approve. r Taylor Loftin motioned to table the flnancial review until next menth’s board meeting, seconded by Jason Robbins. Motion passed uuanirnarusly.
4. Presentation from East Bay I*andscaping Heath and Justin from East Bay Landscaping made a presentation to the Board regarding the Service Maintenance Agreement and overall landscaping project for Spyglass. Landscaping Exploratoqy Working Group reviewed between 4-6 quotes; East Bay was the better choice and thus a presertation was requested. Presentation covered: r Heath & Maintenance (reference copy of confiact): 42 services per year every week from April to Oct, every other week Oct to end of March. East Bay handles similar properties as Spyglass, Wyndchase for example, is one of the properties they maintain. Heath checks properties every other week, maintains communication, problems can be commuqicated and it will be taker care of.Irrigation and fertilization 7 treatrnents per year using subcontractor, locally owned (West Florida Tutr Service). Long-term goal would be to improve all building grounds; not feasible to d<l it all at once. Will dress them up and make them more appealing at the preseot time, and in a phased approach will address the turf, irrigation, and fertilization issues.

a Justin & Landscaping Improvernents: reviewed the overall vision for the phased, ineremental beautification and landscaping improvements for Spyglass point. Will use some of the existing landscaping where possible.Improvements to include: Entranee/center island, improvements to entrance lighting, pool house and pool deck landscaping, Scenic Highway-facing aspects in front of buildings A and B;lmprovement of grounds and landscaping overall. 5.01d Business: a. M&H insurance claim status Patty Martinez stated she is tracking it and is in contact with them, she has a spreadsheet of the issues and still workiug on them with M&H. b. Progress on roof replacements Working on the O Building, will be working on P building next. Think we are completed with roof work. If anyone is experiencing guuer issues please contact patty so that she can report thern to M&H. c” Damage to sprinkler systerrdpool security system; insurance claim/relocation of wire We have the claims from sprinkler system, currently waiting for claims from pool security system. Cliff stated he should have them, will get them to Jay to file an insurance claim. d. Service maintenance contract with Riker Irrigation Already in the }W?budget ($t80O.00) but do not have a service maintenance confract for the inigation. They are familiar with and have worked on our irrigation system over the summer. They stated they would do it and gaye us a quote, $150.ffi per month/$1$00p/yr and pull funds from general maintenance to cover the $6m.00 difference. o Jason Robbins made a motion to use Riker as our service maintenance contractor for irrigation, Taylor Loftin seconded; motiou passed by the board unanimously. e. Status of new Board members or all bank accounts, CD’s, sigrtatures; removal of previous board members on accouuts Had to wait on minutes and for Cliff Kirk to sign - will get this comploted. f, Status of hiring an accountant Jay Schwartz with the management company has reached out to several accountants, have not found one yet. Taylor Loftin stated he is still having issues contacting his POC, will continus ta try to coiltact. g. Reserve Survey Spoke to the Attorney, who recammended we have a reserye study completsd. Florida legislature is moving towards requiring a reserve survey on an annual basis. Attorney’s recommendation was that we move forward ffi this before it becomes law, recommendation stems from accident in south Florida with Condominium building collapse. Patfy brought it up at the last moeting, will help build a strategic plan and assist

financially. Surveys cost between ffiO and g1,900, depending on how large/small the association is. r Taylor t”oftin motioned that we order/obtain a reserve surveyoJason Robbins seconded. Motion passed unanimously by the board.

h. Outcome of holiday Season rneet and greet event Was fabulous, had people come out. Board thanks the residents that came to the event. i. Status of remaining buildings LED corner and breezeway light replacements; outside water faucets (P-1 pipes need completed and closing of pipes at udt E_l) All breezeway lights were changed, still working on quotes for poly pipes. j. Status of rneeting wl Sugar Tree’s HOA Board officers or kesident Patfy Martinez did speak to the president of the SugarTree HOA regarding the easemento and will continue working with them tq get the easement cleared out. Was suppused to talk to their residents in the back of their complex regarding their trash and parking of cards. We do not want to put up another fence but if it continues we will want those fences. Contact will be maintained to aecomplish the cleaning of the easement and handle the nuisance of Sugar Tree ffash and parking. k. DryerVents Patty Ma*inez tebled discussion of the dryer vents, as we are still waiting on a response frorn the attorney.

1. Pool Quotes a. Review pool quotes for 1) Blue \il/ater Pool Services, LLC.,2) Aquatic klge pool Services,3) Emerald Coast Pool Sharks Barry Boyd stated two quCItes were obtained to redo the pool. One quote came it at $t0t,000 and the second came in at $39,000. Met with both, they were both essentially going to do the same work, with one being significantly more cost effective. Would like to move fonryard with Pinch-a-Penny Pools to refurbish the pool. r Taylor Loftin motioned to move forward with pinch-a-penny pools to complete the work of refurbishing the pool for $qr000 as quoted. Motion seconded by Jason Robbins; motion passed unanimsusly by the board.

b. Pool mainteoance Barry Boyd reported that the company taking care of the maintenaace of the pool, payne Pools, no longer wished to do so. During the course of the summer others were interviewed. Blue Water Pool service, not a good presentation. Emerald Coast pools took over from Payne Pools, all they stated in their email quots wes that they would be doing the same thing as Payne for the sarne co$t, no *umbers and only penalties, want us to have a debit account. Quote from Aquatic Edge, essentially same thing regarding maintenancq, coming out to $450.00 per morth. Had difficulty widr people ccming out to look and discuss with us. r Jason Robbins motioned to approve Aquatic Edge as the new contractor for Spyglass pool maintenance, seconded by Taylor l,oftir. Motion passed

ucanimously by the board. Jay will need to contact the two companies and inform them of the board’s decision. c. Purchase new pool equipment and pool signs

1. Status report from Management Company on currentlopea reported maintenance issues Patty Martinez has copies of the maintenance issues and their status currertly being handled by the mauagement company. This should cover this item for the board at this time.
2. Architecture Committee No one present to discuss, tabled until next meeting.

3. Reports from Exploratory V/orking Groups BJ. Balcony is an absolute emergency.PatU has asked Jay to look into it.Individual who did come out said it was a structural/engineering issue and a liability and would not proceed with a remedy. Patty stated it is on her priority. Taylor Loftin stated he may have a POC who can assist Barry Boyd reported that there are other balconies in the complex that are exhibiting the same issues. Some are ilot as bad, but requested POC check all of the balcony issues.

4. New Business a. ktablish a Fines Committee Some individuals are not complying with the rules, and so the Board desires to establish a fines committee undsr the Condominium Act, will create a committee, will have a lettor, violations will be communicated and will communicate with the Board regarding the violations. r Jason Robbins motioiled that a fines committee be established; Daniel Dorman seconded the motion. Motion passed unanimously by the board.

b. Financial Audit The process used during the board meeting in November was done incorrectly. All of the questions which wer€ proposed at &e November meeting should only have been directed at the board, and this is according to Rene Wind from the Management Company. At that time, the questions were voted olt as owners, and we should not have voted. Should have only been the board members. AII other questions were fine. Finaucial audit question was actually a tie. Speaking with Rene that this board has the authority, since it was lt tie, that we have the ability to yote on a financial audit if we so choose to do so. Emailed Jay about proxies, there were two proxies, oile from a homeowner who sold their properfy the day of the board meetingo and the other from a board member. Proxies are not allowed for board members at a board moeting, so you cannot just turn your proxy over to someone else. With that being said, there were still 4 members present at the meeting. This board is faced with voting on whether we want to have a financial audit. r Daniel Dorman motioned to move forward with a financial audit, motion seconded by Taylor t oftin. Motion passed unanimously by the board.

c. Proposal for property improvements Covered in presentation to the board by East Bay. d. Corner Lights -J.D.Ingram 13 corner lights remain which still need to be replaced, which will cost $4,000.Right now, they are \ryarm lights, will be replaced with lights of similar brightness with what is currently up. Bulbs will be changed in the existing lights. r Taylor Loftin made a motion to have J.D. Ingram continue with the replacements, motion seconded by Daniel Dorman. Motion passed unanimously by the board.

e. East Bay l”andscaping Service Maintenance Patty asked if we wanted to vote, or go over the proposal. Barry Boyd said we should table, regarding security cameras in front. The security cameras issue was tabled as too cost prohibitive. Board briefly reviewed Patfy Martinez’s proposed phased improvement plants; discussion regarding the total costs io lawn maintenance contracts, current budget was for $30,000; would increase to $44,500, which would include pest, fertilizer, etc. Inigation maintenance is to be handled separately by Riker. First year budget for lawn maintenance would be $44500; second $455m, and third year fi6,0ffi. This is for the service maintenance contract, not the improvementslbeautification contract. r Jason Robbias motioned to accept the proposed service maintenance contract from East Bay Laudscaping for $44500; motion seconded by Daniel Dorman. Motioned passed with 4 “Yes” votes from Patty Martinez, Daniel Dorman, Jason Robbins,Taylor Lofton and 1 “No” vste from Barry Boyd stating he would like to lmk at it more closely. Discussion of the Exploratory Budget Working Group Proposal No. uo2,’ for the 3-year Improvement Plan (see attachments) of the Spyglass Point property which includes incremental increases in HOA dues, assessments to ownsrs, and does rol include Spyglass Point obtaining a loan. Board did not have any objections to the proposal as presented. r Taylor Loftin motioned to accept Proposal No.2 of the proposed budget which does not i*clude a loan, Daniel Dorman seconded. Motion passed unanimously by the board. 1 1. Member Comrnerts/Concerns Sandy (87) brought up concerns regarding the placement and direction of the security lights. Photocells may not be working. Taylor Loftin stated that we would tske note to have them adjusted and cells checked. Patty Martiuez requested that Sandy send an email to patty or Jay, with the details of her concernlrequest. Maintenance form on the matragement compaxy’s website should be used, that way it is captured. Single-source input from the owners. Bob (87) gave his thanks for the activity and dedication of the board, and feels the proposal for the improvements looked great. Comparing us to Wyndchase isn’t a bad thing, as there are obviously similarities. Stated we’ve done a good job. Eastbay Landscaping seems to do a good job, pleased with the selectioq.

Board and members diseussed the lack of action and effect on values of the property. Improvements are coming with a different plan, things will fall into place. patty Martinez has talked with owners and they don’t mind paying if they’re getting something from it.

1. Schedule next board meeting: a. Next Spyglass Point Board meeting will be held on Thursday, February lT,ZAZZ at 5:30pm at the Tryon Branch Ubrary Iocated at 1200I”angley Avenue, pensacola FL 32544 (8s0) 471-6e80
2. Meeting adjourned

r Taylor Loftin motioned to adjourn, Jason Robbins seconded. Motion passed usanimously. Meeting adjourned at 6:53pm.

Meeting minutes recorded, transcribed and prepared by: Daniel llorman, Vice President of Spyglass Point Condominium Association of Pensacola, Inc. F Signed on 6 2022