Board Minutes - August 2, 2005

Nautica Isles West Clubhouse 7:00pm

Present:

Arthur Heron
Angel Del Valle
Howard Eimer
Terence Hart
Mel Merenstein
Marty Deiser

Absent:

Ken Gibson

AGENDA

1. Opening Remarks:

Mr. Heron brought the meeting to order at 7:15 pm, explaining that this meeting was in place of the July meeting. The regularly scheduled August meeting would be held on August 24th.

2. Review and approve minutes from previous meeting:

A motion was made by Mr. Heron, seconded by Mr. Del Valle, to approve the minutes. The minutes were unanimously approved by the board.

GRS Management Report:

Mr. Merenstein updated the board on the following:

a. Recreation Area Bids were acquired to replace the current pool contractor due to poor maintenance.

b. Parking King’s Wrecker will begin patrolling Monday and Wednesday nights, after midnight, and tag illegally parked vehicles. Mr. Merenstein advised that a representative from King’s Wrecker would fax him a list of tagged vehicles. Mr. Merenstein would then forward certified letters to the offenders, informing them that their vehicles would be towed if parked illegally, in violation of the by-laws. He stated that commercial vehicles parked in driveways could not be towed; however, letters would be issued to violators, advising them that they are not in compliance with the by-laws.

c. Landscaping Bids were acquired to replace the current landscaping contractor due to excessive costs. A vote will be taken at the next board meeting for a replacement landscaper.

d. Rental Properties Mr. Deiser advised the board that he would provide a policy for rental properties at the next meeting. The policy could serve as a guideline on rental properties in the community.

4. Treasurer’s Report:

Mr. Eimer announced the accountant was conducting an audit. In addition, Nautica Isles West (NIW) lawyers have contacted homeowners 60-days behind in dues payments. Liens have been placed on those homes. Agricultural Control Committee requests will not be approved on those homeowners with late dues payments.

5. Committee Reports:

a. Security Mr. Eimer advised that rover security, provided at no cost by Eagle VIP Security, has ended. Due to a lack of funds in the budget, the rover patrol can not continue at this time. As the rover was proven effective, the service can be continued once funds are available in the budget. Mr. Eimer stated that the board will vote on reestablishing the rover service when funds are available.

Mr. Hart informed the board that individuals in the recreation area continue to prop open the gate for access into the clubhouse. He also stated that problems continue with guards not checking identification consistently; carry-out drivers continue to provide one address when delivering to more than one home.

In addition, individuals working at the guardhouse have allowed guests to visit them at the guardhouse. Mr. Hart asked homeowners to contact board members or Mr. Merenstein if they witness this taking place. They must also provide dates and times of these occurrences.

Mr. Hart advised homeowners to contact animal control regarding roaming dogs and cats.

Mr. Del Valle asked Mr. Merenstein to provide estimated costs for a gate to be added to the walkway next to the guardhouse.

Mr. Hart informed homeowners that Officer Warren would attend the next meeting to discuss the implementation of a Neighborhood Watch program.

b. Website Mr. Del Valle distributed a copy of the NIW website page. He informed homeowners that board members would be linked to all email correspondence through the website. Mr. Deisner approved the addition of Mr. Merenstein’s email address to be linked to the website on a 30-day trial basis.

A homeowner suggested utilizing a checklist format for homeowners to select specific areas of concern to alleviate lengthy emails.

c. Agricultural Control Committee Mr. Eimer instructed homeowners that the approval process is delayed when applications are incomplete.

6. Review of Contract Bids and Selection of Vendors:

a. Law Firm Mr. Eimer briefly explained the need for a new law firm. A motion was made by Mr. Eimer, seconded by Mr. Del Valle, to approve the law firm J. Steven Levine, effective immediately, with a 30-day cancellation of contract clause. The law firm was unanimously approved by the board.

b. Pool Service Mr. Eimer briefly explained the need for a new pool service. A motion was made by Mr. Eimer, seconded by Mr. Heron, to approve the pool service Aqua Clear, with a 30-day cancellation of contract clause. Aqua Clear was unanimously approved by the board. Their service will commence in 30 days.

c. Air Conditioning Mr. Eimer briefly explained the need for air conditioning service. A motion was made by Mr. Heron, seconded by Mr. Del Valle, to approve Wayne Air Conditioning, with a 30-day cancellation of contract clause. Wayne Air Conditioning was unanimously approved by the board. The company will service the swimming pool heaters, exercise room, and guardhouse.

d. Video System / Camera Repair Mr. Eimer briefly explained the need for repair and monitoring of the NIW video system. He proposed that Eagle VIP Security repair the cameras and link them to the guardhouse. Once activated, the activity would be monitored at the guardhouse and police would be contacted accordingly. Mr. Eimer stated that cost for the camera repair and activation would be added to the GL Homes account, as they were not provided to the board in working condition. A motion was made by Mr. Heron, seconded by Mr. Del Valle, to approve the video system repair and monitoring by Eagle VIP Security, effective immediately. The service was unanimously approved by the board.

e. Landscaping Mr. Eimer stated that a new landscaping service would be discussed/voted on at the regularly scheduled August board meeting. He advised homeowners adjacent to the perimeter wall they would be responsible for maintaining the berm (the area between their property and the perimeter wall). Mr. Eimer said a letter would be forwarded to homeowners advising them of this change. In addition, an irrigation company would be contracted to provide maintenance of the sprinkler system on NIW “common” property.

7. Old Business

a. No Trespassing Signs Mr. Merenstein stated that No Trespassing signs have been posted. Now that the signs are in place, police can make arrests as necessary and trespasser injuries are not NIW’s responsibility. More signs will be added throughout the community.

b. Security Lights and Motion Sensors Mr. Hart requested that Mr. Merenstein obtain quotes for security lights and motion sensors to be placed in the recreation area.

8. New Business

a. Hurricane Preparedness Committee Mr. Del Valle asked for volunteers to prepare the community when hurricanes are forecasted.

b. Security Committee Mr. Hart asked for volunteers on the Security Committee.

c. Agricultural Control Committee Mr. Eimer asked for volunteers on the Agricultural Control Committee.

d. Initial Rules A motion was made by Mr. Del Valle to change the NIW by-laws initial rules; Initial Rules and Regulations would become Current Rules and Regulations. The motion was seconded by Mr. Eimer to approve the change in the by-laws. Current Rules and Regulations was unanimously approved by the board.

e. Property Violations A motion was made by Mr. Del Valle to change the NIW by-laws Property Violations Draft, as the wording is no longer current. Property Violations Draft would become Property Violations. The motion was seconded by Mr. Eimer to approve the change in the by-laws. Property Violations was unanimously approved by the board.

f. Additional issues were brought up to GRS Management

Car Stolen in the community – GRS Management not aware of this incident
Landscaping equipment being stolen in the community – GRS Management not aware of this incident
Rust Control issues
Signs in designated areas
Security lights in the club house
Broken gate in the pool area

Adjourn meeting:

The meeting adjourned at 8:45pm by motion of Mr. Hart, seconded by Mr. Hart. The meeting unanimously adjourned. The next Board of Directors meeting will be held on Wednesday, August 24, 2005, 7:00pm, in the clubhouse.

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