APPROVED

HOLLYWOOD SANDS RESORT OWNERS ASSOCIATION’INC.

BOARD OF DIRECTORS MEETING MINUTESMonday, March 26, 2018

I.　CALL TO ORDER/ROLL CALL

The meeting was called to order by President Mamy Ma証nez at 5:49 p.m. with the following

PerSOnS in attendance‥

Board of Directors Present:

Manny Martinez) President

Jesus Mier, Secretary

Joanne Rounds-Kos, Vice President

Dave Hutson, Director, Via telephone

Absent:

Michael Garczynski, Treasurer

籍。V。1。Pm。ntlVRITami Isaacs, Resort Manager

Fabio Peguero, Maintenance Supervisor

II.　NOTICE CERTIFICATION/QUORUM VERIFICATION

Jan Samson confirmed that the notice ofthe meeting was posted at the resort in an approved

location in accordance with the Condominium Documents and FIorida Statutes.

A quorum was achieved with four offive Board members in attendance.

IⅡ.　APPROVALOF AGENDA

MOTION: Jesus Mier moved to approve the agenda by adding C. Tile Proposals under VⅡI.

New Business. Motion was seconded by Joame Rounds-Kos and approved unanimously.

IV. APPROVAL OF PREVIOUS MEETING MINUTES (11/14/17 and 2/05/18)

MOTION: Mamy Martinez moved to approve theNovember 14, 2017 and February 5’2018

Regular Meeting Minutes as presented. Motion was seconded by Dave Hutson and approved

unanimously.

v.　REVIEW OF FINANCIAL STATEMENTS AND RELATED REPORTS

The Board and Management reviewed the year-end December 20 17 and month end February

201 8 financial reports. Included in the review were the financial statements’CaSh forecast’

reserve schedule, CaSh balances report’aCCOuntS reCeivable report and the rental income report・

Jan Sams。n Stat。d that the Association ended 2017 with a $46,157 (unaudited) operating

surplus and maintenance fee collections were l.4% better than year-end 201 6.

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March 26. 2018

Ms. Samson stated that through February, OPerations are ruming e餌ciently with positive

variances in many line items and that the bottom line is ahead ofbudget・ The Accounts

Receivable Summary report reflects that Association collections are l.5% ahead ofthe same

time last year and rentals are also running higher than last year' Ms. Samson also stated that

。urrent CaS掴ow prQjections reflect ending the year with a surplus and that she will continue

to monitor it as the year moves on.

Regarding the 201 7 yearrend operating surplus’the Board agreed to wait until the 2017 audit is

complete prior to making a decision as it relates to moving surplus operating funds to reserves.

VI.　REPORTS

A. Management Report

Tami Isaacs reviewed the Manager’s Report and a description of significant operational

matters which included, but were not limited to’the following:

. The storage unit and the files at the resort were cleaned out and any documents older

than retention dates were shredded and disposed of.

'　Ms. Isaacs stated how we11 she and the team at VRI work together on rentals and that

year-end 2017 totals were more than $10,000 in the positive than the prior year’eVen

with the cIosure from the hurricane in October.

●　Emp]oyee health insurance was renewed with Av Med.

●　A part|ime front desk clerk Ally, reSigned effective March 24, 2018. A search for a

new clerk is underway.

. The beau描cation prqiect on SurfRoad and installation ofpavers is complete. The

flowerbed box had to be replaced along with some plants.

. Housekeeping has been extremely busy since January. Olga is working six days a week

to keep up with stayover cleans and laundry.

. New floor/entry mats have been purchased and placed in each unit.

B. Interval Sales Report

The Board and Management reviewed the current Association-OWned sales and owner

resales repo串rovided by Net Realty Broker’Richard Schwartz. Through February 28,

2018, ten Weeks have been sold: Six Association owned and four owner weeks. The

Association currently owns 86 weeks - the least number ofweeks since before VRI started.

C. ForecIosures

Ten weeks were sent to the Association’s forecしosure attomey in February.

VⅡ. UNFINISHED BUSINESS

A. Kitchen and Bathroom Proposals

Jan Samson reported that she and Tami Isaacs have received three bids for the kitchen and

bathroom prqject and the proposed costs vary significantly.

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APPROVED

The Board and Management reviewed the proposals and requested that Ms. Samson contact

the lowest bidding vendor to ensure their proposal includes details that the second bidder

provided. She will email the Board once the details and final proposals have been received・

B. Murphy Bed Proposal

Management reviewed a proposal received from Murphy Bed Sleep Shop to replace the

Murphy Bed/couch combinations in two units・ The cost per unit is $4,375 plus tax and

includes the mattress. Ms. Samson stated that the other vendors she communicated with,

came in with higher pricing.

The Board and Management discussed fabric options and Dave Hutson stated that he has

remaining fabric from the couch replacements that were previously completed. Tami

Isaacs wm research how many yards of fabric are needed for each couch and whether

Murphy Bed Sleep Shop will approve using fabric from an outside source and言fso, Will

there be an additional price. Ms・ Isaacs will also communicate with Mr. Hutson regarding

cost ofhis fa.bric. Once the details are secured, Ms. Samson and Ms. Isaacs w紺report

back to the Board.

A proposa岨om Murphy Bed Sleep Shop for replacement mattresses for the other units

with Murphy Beds was reviewed. Ms. Samson suggested the Board wait to approve this

until the two Murphy Beds discussed above are installed and the opportunity to review

owner/guest comments on the mattresses is complete・ The Board agreed.

C. Smoking Policy Update

A new smoking policy was adopted by the Board at the November 2017 meeting on a trial

basis. Tami Isaacs reported that she has received several complaints from owners and

guests regarding smoking being allowed on the pool deck and upper deck. A lengthydiscussion was held.

MOTION: Joanne Rounds細Kos moved to approve changing the smoking policy to state

that no smoking is allowed on resort property. Motion was seconded by Dave Hutson and

approved unanimously・

Ms. Samson directed Ms. Isaacs to purchase and install no smoking signs, along with

adding the policy to the website’Rules and Regulations’registration cards and to also

inform VRI so that appropriate changes can be made to their website.

D. PooI Wristband Update

The Board and Management discussed the current pooI wristband policy. It was agreed

that owners and guests will be required to wear wristbands at the pool during holidays and

busy summer fami量y vacation times. During any other time’OWnerS and guests will be

required to check in with the front desk if/when they want to bring in guests that will

exceed their allowed occupancy number・ Ms. Issacs will add this to the resort’s Rules and

Regulations.

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APPROVED

VIⅡ. NEW BUSINESS

A. In-Room Directory Proposal

Jan Samson reviewed a proposal for in-rOOm directories from North American Directory

Services (NADS). NADS requires a five to seven day stay at the resort so advertisements

can be secured from local vendors, reStaurantS, etC., and then a directory binder with the

inserts言ncluding any resort information and advertisements, Wi= be provided at no cost.

MOTION: Joanne Rounds-Kos moved to approve the agreement with North American

Directory Services to provide in-rOOm directories at no cost other than a five to seven night

stay at the resort to solicit advertising for the directories. Motion was seconded by Manny

Ma正nez and approved unanimously.

Manny Martinez signed the agreement and Jan Samson will retum it to NADS for final

signature and will retum the final executed agreement to Ms. Isaacs for the Association’s

轟1es.

B. Ratification of Board Approved Expenses

Jan Samson asked for ratification ofthe fo11owing items that were approved via email on

the dates listed below:

1.) November 22, 201 7 - aPPrOVal ofthe three-year VRI management agreement renewal

that included Board requested revisions.

2.) December 21, 2017 - aPPrOVal ofthe telephone cabling prQject to bring it up to code at

a cost of$90l as proposed by Lee’s Total Cleaning Plus.

3.) January 8, 201 8 - 201 8 resort insurance renewals ftIT PrOPerty, genera川ab梢ty, Crime,

D & O, umbre=a and flood insurance through Brown and Brown at a total cost of

$44,709.44.

4.) January 17, 2018 - POOl light fixture in the pool and an electrical conduit from the pooI

wa=, under the deck with a newjunction box to connect it, at a COSt Of$2,450 as

proposed by Blue Coast・

MOTION: Joanne Rounds-Kos moved to ratify′ the email approvals ofthe fo=owing: l.)

Three-year management COntraCt reneWal with VRI as presented on the revised proposal

November 22, 2017, 2.) The telephone cabling prQject to bring it up to code at a cost of

$901 as proposed by Lee,s Total Cleaning Plus, 3.) 201 8 reso証nsurance renewals through

Brown and Brown at a total cost of$44,709.44 and 4.) Replacement ofthe poo=ight

fixture and an electrical conduit from the pooI wall, under the deck with a newjunction box

to connect it, at a COSt Of$2,450 as proposed by Blue Coast・ Motion was seconded by

Manny Martinez and approved unanimously.

C. Tile Proposals

Jan Samson stated that there al.e SeVen units that need tile replacement・ A proposal was

reviewed, discussion was held and it was agreed that replacement oftile should not be

completed until the kitchen and bathroom renovation occurs. At that time, the units in need

ofnew tile will also be the first units completed in the renovations.

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March 26. 2018

APPROVED

D. Other

Tam=saacs informed the Board that a new company called Wash, PurChased the company

with which they have the contract for the guest laundry. The Board directed Ms・ Isaacs to

call Wash and inquire ifa new contract with shorter terms can be obtained.

The Board also discussed the current cable contract and directed Ms. Isaacs to call the

cable company and find out ifthe current package can be reworked’adding HD.

IX.　FUTURE MEETING DATES

Jan Samson w紺email everyone with date options for the next Board meeting・

X.　　ADJOURNMENT

MOTION: There being no fu血er business, Manny Martinez moved to a句ourn the meeting at

7:40 p.m・ Motion was seconded by Joanne Rounds-Kos and approved unanimously.

Jesus Mier, Secretary

JSIjmf

hsr: 032618min

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