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Board Meeting April 21, 2022

Board Meeting Minutes Date: April 21, 2022 Place: Tryon Library 1200 Langley Avenue Pensacola, FL 32504

  1. Call meeting to order and establish quorum & Introduce Etheridge Property Management e 5 of 8 board members present: Patty Martinez, President; Daniel Dorman, Vice President; Jason Robbins, Treasurer; Barry Boyd, Natalia Chapman e Absent: Clif Kirk, Secretary, Taylor Loftin, John Amentler
  2. Review of minutes from Board Meeting 2/17/2022 & 3/17/2022 e Jason Robbins motioned to accept the meeting minutes from February and March Board meeting minutes without edits, seconded by Barry Boyd; passed unanimously. o 5 Yes Votes: Patty Martinez, Daniel Dorman, Jason Robbins, Barry Boyd, Natalia Chapman
  3. Financial review ending 2/28/2022 & 3/31/2022 Financials for January and February were not available during last meeting. Financials are now up to date through March; Etheridge Property Management confirmed. Financial review encompassed updates on engineers costs ($10,500 — or 50% of $22,000 budgeted amount deposited); completed tree trimming ($32,550; + $150 over budget for removal of dead tree not in estimate totaling $32,650); pool furniture & plant pots ($3,617.27 of $6,000 budgeted); pool repairs (50%
    • or $19,500 of $40,000 budgeted amount deposited); pool landscaping completed within budget ($13,972); corner lights on buildings completed ($3,800 of $4,000 budgeted, $200 under budget); PVC drain pipes completed ($900 budgeted); Reserve survey ($2,900 — or 50% of $5,800 budgeted amount deposited) e Jason Robbins motioned to approve the financials as reviewed from January and February, seconded by Daniel Dorman; passed unanimously. o 5 Yes Votes: Patty Martinez, Daniel Dorman, Jason Robbins, Barry Boyd, Natalia Chapman
  4. Old Business a. Update status on repairs to common elements: 1) Landscaping - inside/outside of pool area to include lighting -addressed during financial review. 2) Pool renovation/repairs to pool and deck; anticipated grand opening, -Barry Boyd received update from pool company, tiling will finish Monday, plastering will be done/completed on Tuesday, deck cleaning/sealing will then be completed (all weather dependent); may begin filling the pool the weekend of May 1, 2022. -Aquatic Edge will be out to ensure proper chemical levels of the water. Patty Martinez discussed Grand Opening of the pool, celebrating with the community to come together and enjoy the renovated pool. Date has yet to be set; would like the event to be later in the evening with food, water, and will have a give-away of beach towels (1 per unit) for first 24 individuals that attend; drawing for two fern plants for owners. Daniel Dorman emphasized that the HOA’s funds were not spent for the towels and plants, donations made by members of the board. 3) Cut down trees, trim trees, removal of dead limbs, and canopy trees on entire property Patty Martinez stated that unless there are extenuating circumstances, tree trimming should be complete and would not need to be done again in next 4 to 5 years. Board and community members commented on the great job Sterling Co. did on the tree trimming. 4) Repair and seal coating street and paint lines, letter & number to curbs Patty Martinez mentioned that Brianne (Etheridge Property Management) sent out an email notifying owners about work sometime in May. There will be designated work areas, cars will need to be removed by 9:00am CST. A towing company will be on standby to tow cars away at owners’ expense. This information will be added in subsequent emails. Owners will need to convey the information with their renters. Bryon Wilson will be completing the painting of the lines and numbers for $3,840; another bid was $4,037. Motion and vote were not made as this was previously voted and approved by the Board. 5) Reserve CDs and establish checking account at The First Bank Two CD’s at The First Bank of $35,259.16 and $43,039.48; may have earned little interest, figures may not be exact as statements were unavailable. Patty Martinez proposed the Board cash the CD’s out and establish a checking account so that the Board may utilize the funds as the board sees fit. Barry Boyd confirmed that the Board is still applying required funds to the reserve; confirmed. e Daniel Dorman motioned to cash out the CD’s at the First Bank and establish a checking account, seconded by Barry Boyd; passed unanimously. o 5 Yes Votes: Patty Martinez, Daniel Dorman, Jason Robbins, Barry Boyd, Natalia Chapman b. Status on line of credit Tabled Ad-Hoc update on Status of the Reserve Study: Assocation Reserves Co. was out on April 1, 2022 and completed the reserve study, Board is waiting for the final report and debriefing — should come mid to late May. c. Status on Structural Engineer with Joe DeRuil Assoc., Scheduled on Monday, April 25,2022 -Brianne put out an email to the owners for the units affected. Brian Wilson will complete the intervals and UT techs will be out to complete testing of metal posts. GeoTech will be out first week in May, exact date to be determined. Results and report will take some time before being provided to the Board. d. Status on financial audit/review Kevin Etheridge provided update: Realty Masters is working to provide CPA information. CPA want to set a date at the end of May for an on-site visit. e. Status on M & H Insurance Claim Status/Repairs — Hurricane Sally Working with M&H on a daily/weekly basis for the last three weeks. Patty Martinez has tracked and provided updates to M&H on a regular basis, progress is being made. Still some issues with the Second Supplementary Claim has not been filed, M&H is working with the adjustor on the windows, siding, sliding glass doors, insulation. Testing and fixing gutters for leaks, sealing, and leaf guards which were installed incorrectly, roof vents. 6 roofs have been inspected by the City of Pensacola, 10 have yet to be inspected, M&H permits expired so city would not come out and inspect. M&H applied for new permits and are currently scheduling remaining inspections with the city. Patty Martinez requested the results of the 6 inspections for buildings O, K, J, L, E, P; all of the inspections passed without issue. f. Status on establishing new members to all bank accounts and CDs/signatures Completed. Etheridge has been added to operating account. g. Status on Fines Committee and amendments In communication with the Attorney, still working on it. h. Next Report on Food Truck event Daniel Dorman provided an update on events; tried to get 3D Eats and Tea out in March, gave them some time to provide documentation which was not provided, followed up and provided some, two days prior to the event. Not enough time to invite our neighbors in Sugartree and Windchase to bolster turnout and make the events worthwhile for the food trucks. Suggested a new date, did not respond. Who Cuts the Cheese has been contacted, response pending and will follow up on Monday. Will again follow up with Lonestar, were pleased with initial turnout. Will talk with Mike about what other food trucks we can have come out. Mike suggested we have a food truck and a desert truck come out at the same time. Apologized for the cancelation of the March food truck, but liability was a concern for all parties involved without proper documentation. Jason Robbins asked Kevin Etheridge about contacting Windchase and Scenic Trace about inviting them. Patty had contacted Windchase and Sugartree asking if there was an interest in the collaboration. Kevin would reach out. Only restriction would be that they would have to walk as parking is limited at Spyglass. i. FPL trimmed tree limbs off of power lines Patty Martinez mentioned the completion of FPL trimming trees off of power lines. Visibility has improved safety. FPL attempted to place us on the backburner, Board thanked Patty for being assertive in getting FPL to come out and addressing the tree issue. Ad-Hoc Pest Control Update: Second notice coming up in May, email for Management company has been provided to Florida Pest Control to ensure no lapse in inspection/coverage.
  5. SERVPRO — Emergency Ready Profile for storm/hurricane mitigation and permanent repairs Patty Martinez dialed in Joe Lovell and put him on speaker phone. Spyglass was looking for oversight over the process, ensuring control and communication with the company which SERVPRO provides well along with enhanced technology solutions. Daniel Dorman asked Joe about mitigation options, not so much remediation. Joe discussed SERVPRO’s Emergency Ready Profile (ERP) process — which is a walkthrough with Spyglass to assess needs. Partnership with SERVPRO is a free service, gentlemen’s agreement, in turn hoping we would choose to use SERVPRO’s services. e Jason Robbins motioned to move forward with SERVPRO as Spyglass service provider; Daniel Dorman seconded; passed unanimously. o 5 Yes Votes: Patty Martinez, Daniel Dorman, Jason Robbins, Barry Boyd, Natalia Chapman
  6. Status report from Management Company on review open reports on maintenance issues Tabled; nothing to provide at this time.
  7. Architecture Committee Tabled; nothing to provide at this time.
  8. Working Groups Reports 1) Budget; 2) Building Maintenance/roads/re-Stripping parking lot/road; 3) Landscaping; 4) Pool; 5) Insurance; 6) Update covenants; 7) Community Events Working group reports tabled.
  9. New Business a. Vote on new board member to fill vacancy Reviewed the resume of Ms. Angela Henrichs of 16 as an applicant/replacement Board member following resignation of Brian Cox. e Daniel Dorman motioned to accept Angela Henrichs to the board following resignation of Brian Cox, seconded by Barry Boyd; passed unanimously. o 5 Yes Votes: Patty Martinez, Daniel Dorman, Jason Robbins, Barry Boyd, Natalia Chapman Ad-Hoc update on Clif Kirk as Secretary: Clif wishes to remain on the board but is stepping down as Secretary. Daniel Dorman volunteered to take up additional duties as Secretary of the Board. e Jason Robbins motioned to allow Daniel Dorman, Vice President of the Board, to take up the duties of Secretary of the Board, Barry Boyd seconded; passed unanimously. o 5 Yes Votes: Patty Martinez, Daniel Dorman, Jason Robbins, Barry Boyd, Natalia Chapman b. Insurance wind mitigation/Renewal Insurance deductible Insurance is due May 24, 2022 — obtained quotes on discount for insurance if Spyglass obtains new wind mitigation — Insurance Co. was indeterminate on whether or not Spyglass would get a discount, answer was “already have one, so maybe.” Discussed with Kevin Ethridge; should start getting quotes as little as 14 days out from the renewal date, happy to jump in and assist. Kevin volunteered additional companies (BlueTeam and NCRI) that Ethridge has worked with to great success, makes things a lot easier and used them on a number of projects; could work in concert with SERVPRO following any major storms/hurricanes to restore Spyglass. Would not have to sign over an Assignment of Benefits, however agreement could provide priority following a storm; which would be good as much as SERVPRO will be able to do for Spyglass, they could not guarantee priority as they have other contracts, such as with DOD. Kevin and Patty to meet, Patty to reach out to the companies; put on May agenda.