Board Minutes - September 27, 2006

Nautica Isles West Clubhouse 7:00pm

Present:

Angel Del Valle
Howard Eimer
Michele Gibson
Arthur Heron
Errol Thomas
Brigitte Yero

Guest:

Joseph Gilbert, GRS Management
Marty Deiser, GRS Management
Police Officer Rick Warren

AGENDA

1. Call to Order:

Mr. Eimer brought the meeting to order at 7:12pm.

2. Review and Approve Minutes from Previous Meeting

Ms. Yero, seconded by Mr. Heron, made a motion to approve the August 23, 2006 board meeting minutes. The board unanimously approved the minutes.

3. Treasurer’s Report:

As Ms. Yero is transitioning to the role of treasurer, the Treasurer’s Report was presented by Mr. Eimer. Mr. Eimer stated that the association was in good condition fiscally, then briefly discussed the status on collections of overdue quarterly fees.

4. G.R.S. Responsibilities/Discussion:

Mr. Gilbert addressed board concerns regarding delays in management’s timeliness in completing projects. He then detailed the day-to-day business management and discussed specific projects of major concern to the board of directors. A lengthy discussion ensued, culminating in a gesture of good faith. Mr. Gilbert offered to assign Mr. Thomas additional time in Nautica Isles West (NIW) to complete lingering projects, and other topics as needed, for the next two months. This time frame would also provide an opportunity to determine whether Mr. Thomas’ allotted time in NIW should be adjusted in the upcoming contract renewal. The board accepted the offer of Mr. Thomas’ additional time in NIW.

5. Property Manager’s Report:

Mr. Thomas updated the board on the following:a. Painting of Fitness Center and Touch/Up of Guardhouse

Painting in the fitness center and paint touch-up in the guardhouse has been completed.

b. Pool Gates/Locks

A second locksmith will utilize the previous locksets to reconfigure locks on the new gates. The project is to be completed in the next two weeks. As the funds have been allocated in the budget, Mr. Heron made a motion, seconded by Mr. Del Valle, for the new vendor to reconfigure the “old” locksets on the new gates. The total sum would not exceed $1,800. The board unanimously approved the reconfiguration and installation for a sum not exceeding $1,800.

c. Light Proposals

i. Streetlight Time Clocks

Mr. Eimer reviewed bids to replace two streetlight time clocks. Mr. Heron, seconded by Mr. Del Valle, made a motion to approve the RCB Electric bid to replace the streetlight time clocks. The board unanimously approved the RCB Electric bid.

ii. Lighted Sign Fixture at the Gatehouse

Mr. Eimer reviewed bids to replace the sign fixture at the gatehouse. Ms. Gibson, seconded by Ms. Yero, made a motion to approve the RCB Electric bid to replace the lighted sign fixture at the gatehouse. The board unanimously approved the RCB Electric bid.

In addition, Mr. Thomas will contact RCB Electric regarding the non-functioning lighting at the gatehouse in the drive-through area ceiling.

iii. Nautica Isles Boulevard Street Light

Mr. Eimer reviewed bids to replace the streetlights on Nautica Isles Boulevard. Mr. Heron, seconded by Ms. Gibson, made a motion to approve the RCB Electric bid to replace the streetlights on Nautica Isles Boulevard. The board unanimously approved the RCB Electric bid.

d. Electronic Entry System

The board reviewed a bid for an electronic entry system at the clubhouse. Mr. Thomas will obtain additional bids.

e. Resident Entry Gate

The board determined that the new resident entry gate and system would be tabled and included in the 2007 budget planning.

f. Violations

Mr. Heron stated the fining committee has been active in the community. He reminded homeowners that hurricane shutters must be removed.

g. Fence Bid for Resident

The board reviewed a bid for adding a fence to a homeowner’s property. The board determined that a solution is needed for all such instances and more time would be needed to resolve such problems.

h. Credit Card

A NIW credit card will be obtained.

6. Officer Rick Warren: Mr. Eimer introduced Police Officer Warren to the homeowners.

Officer Warren advised homeowners there was no crime reported in NIW between the last meeting to the present time. Discussion followed:

a. Individuals identifying themselves as Florida Power & Light (FPL) representatives have appeared at residences in Palm Beach County, advising the homeowners their meters would be checked. The homeowners have been persuaded to accompany one individual to the meter while a second individual robs the home. Officer Warren advised homeowners that FPL representatives do not announce their arrival when checking meters. He stated that homeowners should always request identification and contact FPL immediately if this occurs.

b. Officer Warren distributed information on home invasion tips.

7. Old Business:

a. Pool (New Maintenance Company/Repairs)

Mr. Eimer briefly outlined Aqua Clear’s poor maintenance and repair of the swimming pool and equipment. The board reviewed several swimming pool vendor bids. Mr. Del Valle, seconded by Ms. Gibson, made a motion to approve the Al White Pool Service bid. The board unanimously approved the measure.

Mr. Eimer advised homeowners that the swimming pool would be reopened when the locks have been installed on the clubhouse gates, the swimming pool chemical levels have been corrected, and the equipment functioning appropriately. An announcement will be made via the website when the pool is reopened.

b. New Security Company

Mr. Eimer announced that Eagle VIP Security would no longer provide security and gatehouse coverage effective Friday, September 30th, 11:30pm. The contract was terminated due to street patrol issues, poor coverage at the gatehouse, and more. The board reviewed bids for a new security vendor. Mr. Heron, seconded by Ms. Yero, made a motion to approve Tru Security as the new security company. The board unanimously approved the measure with the caveat that the contract could be terminated in three months if the service proves unsatisfactory. Tru Security will begin servicing the community on Friday, September 30th, 11:31pm.

c. ABDI Software

Mr. Gilbert outlined options available for gate access software once Eagle VIP Security is no longer the security vendor for NIW. Ms. Gibson, seconded by Mr. Del Valle, made a motion to approve a lower level ABDI gate access system with high-level hardware that could be updated at a later time. The board unanimously approved the measure.

Mr. Gilbert also discussed the availability of an excel spreadsheet containing all homeowner information. ABDI, owner of the software program, would provide the data to the board. Mr. Heron, seconded by Ms. Gibson, made a motion to approve ABDI’s printing of homeowner information via an excel spreadsheet. The board unanimously approved the measure.

8. New Business:

a. Poles Installed at the Gatehouse to Deflect Vehicles

Mr. Eimer requested Mr. Thomas obtain bids for poles to be added to the sidewalk and median at the gatehouse to prohibit drivers from accessing those areas. The poles would serve as barriers. Mr. Heron, seconded by Ms. Yero, made a motion to approve the purchase of the poles, to be painted bright yellow, for installation on the sidewalk and median at the gatehouse. The board unanimously approved the measure.

b. Gatehouse Landscaping

Mr. Eimer discussed bids to install landscaping in front of the gatehouse. Ms. Yero, seconded by Ms. Gibson, made a motion to approve the new landscaping in front of the gatehouse once the poles/barriers have been installed. The board unanimously approved the measure.

c. Clubhouse Landscaping

Mr. Eimer discussed bids to install landscaping at the clubhouse. Ms. Yero, seconded by Mr. Heron, made a motion to approve the new landscaping at the clubhouse. The board unanimously approved the measure.

d. Mulch

Mr. Eimer will obtain revised bids for adding mulch to the landscaping in the NIW common areas. This will be discussed at the next meeting.

9. Resident Comments:

a. New Homes on Queenship with No Sidewalk

A homeowner advised the board that two homes on Queenship do not have sidewalks. Mr. Thomas will follow-up with GL Homes and report to the board at the next meeting.

b. Basketball Courts

The blacktop around the basketball courts may need to be extended. This will be added to the engineer’s agenda for areas/issues to be reviewed.

c. Lighting at Tennis Courts and Basketball Courts

Mr. Thomas will address the lights not functioning at the tennis courts and basketball courts.

d. Queenship Trash Can in Common Area

The board was advised that the trashcan installed on Queenship has not been emptied. Mr. Thomas will contact Lucy’s Cleaning Service to correct this issue.

e. Top Cut

Mr. Eimer and Ms. Yero will re-evaluate what needs to be carried out by Top Cut concerning the landscaping repairs/replacement following last year’s hurricane. This will be discussed at the next board meeting.

10. Adjourn meeting:

Mr. Heron, seconded by Ms. Gibson, motioned to adjourn the meeting at 9:50pm. The meeting unanimously adjourned. The next Board of Directors meeting will be held on Wednesday, October 26, 7:00pm, in the clubhouse.

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