Surf Club II Association Management Report November 12, 2009 Nov/Dec Report

Maintenance Report

1. Inspections Daily, M-F:  Key sign out sheet Weekly:  Roof A/C units checked for leaks  A/C units rinsed Monthly: a. Elevator Fire Test b. Units without power  Breakers off  refrigerator open  smoke detectors batteries checked  water off  Monthly cleaning of the stairwell light fixtures c. Maintenance Task Sheet for November (copy attached to Board packet) Quarterly: a. Courtesy cleaning of the front doors and windows in progress Annual: a. Emergency generator test b. Roof tiles inspection

2. Secured the balcony railing for unit 624 with “L” brackets. 3. Replaced the rusty metal vent covers with new plastic ones on unit’s 111 and 114 balconies. 4. The floor in the breezeway was scrubbed clean with a bleach and water solution. 5. The office door lock was replaced by staff and the key box and outside door combinations have been changed. A new separate key cabinet for the office maintenance keys was installed. The owner’s unit keys only are now in the old cabinet. 6. A total of 6 check valves on the A/C condensation line drains at the garage level that were installed improperly were removed and re-installed correctly by G & W Plumbing at no cost to the association.

1 7. A defective fire pull station on the 1st floor by the south stairwell was replaced by Siemens. 8. The front upper parking deck was waterproof coated by Blanchard Waterproofing and the parking lines were re-stripped as approved. 9. A total of eight cracked lenses were replaced on the four foot light fixtures in the garage. 10.A deep cleaning of all three stairwell railings was performed. 11.All of the hallway light fixtures were cleaned. 12.All of the 4’ light fixtures in the garage were cleaned. 13.The following units reported water intrusion issues unrelated to Haskell or rain water which were investigated by staff and reported by Management to the owners:  601 – The master bath above the vanity and close to the light fixture showed signs of an inactive leak. The owner of unit 701 was notified and a plumber was called in who did some work on the shower drain.  107 – The ceiling above the toilet in the front bathroom showed signs of a fresh stain. Maintenance contacted the new owners of unit 207 who stated they had a new toilet installed the day before. The owner of unit 207 called his plumber to check on the leak.  608 – A mold stain was observed on the ceiling by the small column in the front bathroom. Maintenance did not have immediate access to unit 708 due to a locked storm for which the association was not provided a key. The unit also has an alarm system installed. The owner changed all their phone numbers and did not provide new contact information. Maintenance staff left a note on the door for the owner to contact the office ASAP. The owner contacted maintenance staff the following day. 14.Miguel Vazquez assisted David Sowers and Michael Kormos with an inspection of the balcony railings in units 217, 222, 203, 313, 318, 620, 621, 721. 15.Balconies report: a) Total of 84 balconies and patios have been repaired b) Total of 32 balconies and patios walls and ceilings painted c) Total of 12 balconies and patios are completed 16.Front doors and windows completed on floors 8-7-6-5 17.Cleaning of floors with scrubbing machine in progress with floors 8 and 7 completed. 18.Mail box locks replaced for units 118, 703, 719, 817 19.Doorbell replaced on unit 504. 20.Total of 50 eye lids replaced on hallways light fixtures 21.Two plastic carpet runners 3’x50’ were purchased to be used to protect the unit flooring during the balcony refurbishment process.

2 Management

Action Items Completed:

 Miguel Check batteries and smoke detectors in no power units and charge back owner for the cost of batteries as needed.  Miguel Have check valves checked and repaired as needed  Sharon Schedule roof pads installation with Barber and Associates  Sharon Schedule Blanchard Waterproofing for upper deck parking  Miguel Schedule roof inspection by Elite Roofing  Lea Schedule meeting with Bob, Stuart and David re: budget  Sharon Send owners email regarding emergency transport  Sharon Inform Bill Strawn regarding roof pads proposal approval  Sharon Advise payroll Lewis Clark extended until January meeting  Miguel Give ½ or destroyed keys to Meryll Frost for disposal  Sharon Follow up on unit 322 assessment – if not caught up contact attorney for Title Search  Sharon Mail proposed 2010 budget to owners  Sharon Mail 2010 MPR and exercise room codes to owners

1. Title search results for unit 322 attached to Board packet. 2. During the balcony refurbishment process, Maintenance staff has found two electric grills on the balconies left on. The grills were unplugged and the owners notified. 3. Seven unit owners reported to Management that they believe there was unauthorized access into their units. Management informed the Board and conducted a lengthy investigation, but could find not “common denominator” regarding the entries. No theft or damage to the units was reported. A lock smith was called to investigate how entry could be obtained without a using the unit owner’s key. 4. Contractors hired by owners are dumping construction debris, broken tile, wall board, old carpet, etc, into the building dumpsters. This is not allowed. Contractors need to haul the debris away and dispose of it at a special construction debris site. Waste Management has the right to impose a special fee on the Association account for any construction debris they have to pick up from the Association dumpsters. 5. Contractors are also using the luggage and utility carts to haul their tile, carpet and equipment. This can and has damaged the carts. Contractors need to bring their own hand truck or utility cart. Contractors using the Association carts will be

3 verbally warned once by Management and then banned from the property upon a second occurrence. 6. Miguel Vazquez and Sharon Castellano held an eye protection and safety workshop with staff based on OSHA guidelines. This is the first of 24 planned safety, diversity and emergency preparedness workshops. 7. Receipts have been resent to Haskell for reimbursement of the ServPro invoice for the first floor units affected by the check valves. 8. Doug Valenti of The Haskell Company has asked for any owner receipts pertaining to the clean up or repairs regarding the check valve incident. Management is gathering this information from the owners. 9. Management contacted the USA Today and St. Augustine Record newspaper companies to find out why the papers quit be delivered. A new carrier has been provided by the companies and regularly delivery has resumed. 10.The owners of units 601 and 107 were contacted by Management regarding possible leaks originating in their units. Both owners called in plumbers and contacted the unit owners below them regarding the leaks. 11.The owner of 708 had disconnected their phones and did not provide updated contact information to Management. Management obtained a contact number from maintenance staff in order to speak with the owner regarding the leak. The owner requested the new contact information not be kept as a part of the Association records. Owner does not wish to provide key access to the unit due to a history of personal safety issues. This owner will be moving out at the end of the year. 12. Excessive moisture in the air has caused multiple false warnings on the monitoring panel for the building alarm systems. Siemens and maintenance staff are keeping track of the warnings and checking to ensure they are indeed “false”. 13.Blanchard Caulking and Coating was called on 12-10-09 because the coating on the parking lot is peeling in some spots and Miguel Vazquez feels some areas may not have had sufficient coverage. 14.Blanchard will be out on 12-11-09 to check on these problems and also to conduct additional water testing regarding the leaks into the electric panel room. 15.Monthly building inspection performed. Copy attached to Board packet

Flood and Master Insurance Certificate reminder

The Surf Club Homeowners Association is able to assist you by providing the information you need to obtain a certificate of insurance. Your lending institution requires the certificate to come directly from the Insurance Company with your name and your lending institutions name on it as well as information only you can provide for the certificate.

4 If you have a problem, or you are being requested to pay for your certificate by the web site or people at the toll free number, please call your agent, Lora Kelly: 727-480-9695, or FAX your letter to her at: 727-683-9829.

 You can obtain a copy of the certificate online, or call the toll free number listed below.

* Flood Insurance Company: American Bankers Flood

 Visit www.eoidirect.com to request a certificate of insurance. o If you are a first-time user, follow the links to register o Write down the User ID and Password so you can log on to your account when prompted. Once you have logged on to the desired account, click on "Evidence of Insurance" to search and access the association policy information you are seeking.

o Once Registered: Put in: Surf Club II o Select the state of Florida o Reason for certificate request: Mortgage lender requesting proof of flood insurance

Or call direct to the EOI customer service department 1-877-456-3643 from 9AM to 8PM (Eastern Time) Monday through Friday for electronic certificate assistance.

If you have a problem, or you are being requested to pay, please call your agent, Lora Kelly: 727- 480-9695, or FAX your letter to her at: 727-683-9829.

* The above certificate information is for FLOOD only. If you require a certificate for any other type of insurance, please call the Thompson Baker Agency: 1-904-824-1634

This information and other helpful owner information is available on your web site mysurfclubii.com

Financial

1. The November financials and lien reports have been provided to the Board

Respectfully provided to the Surf Club III Board of Administrators, Lea A. Stokes CAM, Sharon C. Castellano CAM

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