Board Minutes - May 25, 2005

Diamond View Elementary School 7:00pm

AGENDA

Opening Remarks: Mr. Gibson brought the meeting to order at 7:10 pm and welcomed residents and guests. He then introduced the newly appointed Board of Directors:

President Ken Gibson
Vice President Arthur Heron
Secretary Angel Del Valle
Treasurer Howard Eimer
Board Member-at-Large Terrence Hart

Review and approve minutes from previous meeting: Mr. Gibson explained that there were no previous minutes as this meeting represented the first meeting of the newly formed Board of Directors.

Residents concerns: Residents expressed their concerns to the board. These concerns, issues, and suggestions pertained to: a. Parking in the Community Center lot and the ensuing noise level. b. Rental home property lawn maintenance. c. Parking bylaws not obeyed by homeowners and guests, hindering the flow of traffic. This is crucial when emergency vehicles cannot negotiate the roads in Nautica Isles West (NIW). d. Trespassers, including, but not limited to, individuals who access NIW over the perimeter wall. e. Landscaping could be contracted with an alternate lawn care service that would include maintenance of all residences in NIW. f. Animal control by homeowners. g. An abundance of algae has manifested in the lake south of the gatehouse. h. Homeowners are leasing their homes under the minimum time frame established in the bylaws (minimum of seven months, with no rooms to be rented).

Main gate:

a. Introduction of Chris Saenz, Operations Manager: Mr. Gibson introduced Mr. Saenz, Operation Manager of Eagle VIP Security. Mr. Saenz advised the group that the guards provide gate access control only. He briefly discussed what Eagle VIP Security Services could provide NIW. These services could include 24-hour security and verification of individuals on community property to confirm they are homeowners or guests.

b. Update from Mr. Saenz on the daily problems that occur at the main gate: He urged residents to keep their gate access codes confidential. In addition, delivery drivers must present identification to the gate guards to be permitted in NIW. Prior permission must be given to allow their entry or the guards will contact homeowners.

Sam Negri, owner of Eagle VIP Services was then introduced. He offered to provide one month’s free security to NIW during the month of June. Mr. Negri informed the board that his security guards could monitor the security equipment (if installed in the guardhouse), patrol the community, and report to the board on a daily basis.

c. Board members questions and comments: Mr. Gibson reminded residents that guests must provide identification to the gate guard for entry. Only those listed by homeowners can enter NIW and those contacted by the guard. Per the bylaws, no more than two guests are allowed in the community center. Guests must be accompanied by a NIW resident.

Mr. Gibson and Mr. Eimer will follow-up with Mr. Negri on his offer to provide security for one month. They requested that Mr. Negri provide a copy of the Eagle VIP Security contract. Mr. Negri requested a copy of the current list of residents to update the households in the NIW security database. Mr. Merenstein will forward the current list to Mr. Negri.

The board members advised residents to contact the board with security and gatehouse problems in order for issues to be addressed and corrected.

Budget:

a. Board members discussion and comments: Tabled until the June meeting pending review of the NIW budget by the board.

b. Contract review: Tabled until the June meeting pending review of the NIW contracts by the board. Mr. Merenstein will forward copies of all contracts to the board members next week.

Architectural Control Committee (ACC):

a. Board members discussion and comments: Mr. Gibson advised residents that registration forms had been made available prior to the meeting for those interested in volunteering for the Architectural Control Committee (ACC). Mr. Heron will preside on the committee and contact volunteers. Details for joining the committee will be outlined in the forthcoming NIW newsletter.

The ACC committee will meet and provide suggestions and solutions for ACC review in NIW at the June board meeting.

Fining Committee:

a. Board members discussion and comments: Mr. Gibson advised residents that registration forms had been made available prior to the meeting for those interested in volunteering for the Fining Committee. Volunteers are needed for this committee. Details for joining the committee will be outlined in the forthcoming NIW newsletter. Mr. Gibson stated that the board must determine the number of violation letters sent to homeowners before a fine or other penalty would be rendered.

Security Committee:

a. Board members discussion and comments: Mr. Gibson advised residents that registration forms had been made available prior to the meeting for those interested in volunteering for the Security Committee. Mr. Hart will preside on the committee and contact volunteers. Details for joining the committee will be outlined in the forthcoming NIW newsletter.

The Security Committee will meet and provide suggestions and solutions to security issues for review at the June board meeting. Main concerns to include, but not limited to, access through the gate to the community by individuals other than homeowners, parking, community center vandalism, and trespassing.

Hurricane Preparedness Committee:

The Hurricane Preparedness Committee will meet and provide suggestions in preparing for the upcoming hurricane season at the June board meeting.

Website Proposal:

a. Board members discussion and comments: Mr. Del Valle presented his proposal for a NIW website, explaining the importance the website would play in communication between the board and residents. He also outlined specific pages that could be included, such as, NIW bylaws, ACC forms, classified advertisements and more. Mr. Del Valle proposed that he would monitor and maintain the website. The board determined they would review the proposal and forward changes to Mr. Del Valle. He agreed to make any suggested changes, then solicit bids for three vendors to create the website.

The board advised Mr. Del Valle they would review the proposals submitted by the three website vendors at the June board meeting.

Summer Tennis Clinic Request by Mr. James Waldron:

a. Board members discussion and comments: Mr. James Waldron presented his proposal to conduct a summer tennis clinic. Should the board agree to the proposal, both tennis courts would be utilized Monday through Friday, June 6 to August 5, 2005, 9:00am to 11:00am. Mr. Waldron expects approximately 15 to 20 NIW students to attend the clinic. He provided the board copies of his certificate of insurance and, at the board’s request, agreed to add NIW to his insurance policy. The board advised Mr. Waldron that Mr. Hart would conduct a background check. Pending the results of the background request, Mr. Heron motioned to accept the proposal for the summer tennis clinic, seconded by Mr. Del Valle. The board unanimously approved the clinic once positive background check results are received.

Old Business: No old business.

New Business: The board stated that a Property Manager’s Report would be included on future Board of Directors meeting agendas. This report would include, but not limited to, activities on behalf of NIW and violations within the community.

Adjourn meeting: The meeting adjourned at 9:00pm by motion of Mr. Eimer, seconded by Mr. Del Valle. The next Board of Directors meeting will be held on Wednesday, June 22, 2005, 7:00pm, in the community center.

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