Harbourside
Managers Report
Submitted by: Mara Bell
October, 2009

POSTED NOTICES:
Meetings
• Agenda Meeting held on 10/5 at 7PM
• Board Meeting going to be held 10/19 at 7PM
• Finance Committee Meeting held on 10/22 Re: Budget at 10AM

Party
• Halloween Party on November 1st at 6PM to be held at the Clubhouse
*Sign up in the main office

FYI
• FYI: Building 1 elevator cab repair (damage after the fire) will take place the first quarter of 2010
• As of 10/16 all telephone books have been moved to the laundry rooms for pick up.

Purchases
• Shop Vac
• Paint Brushes
• Office Supplies (new ink for printer, pens, tissues, paper towels, storage boxes, etc…)
• Bins for all Devcon books at the fire panels (as requested by Devcon)
• Sidewalk attachment for the pressure cleaner
• Damp rid for all of the storage rooms and dumpster rooms
• Batteries to replace all of the air fresheners with fresh ones
• (5) Quart sized reusable containers to provide paint to owners who would like to paint their doors. I will keep a log of who borrows the containers to make sure that they are returned.
• New signs in each elevator that now read the correct method for contacting emergency personnel.
• New signs at the pool gates asking all residents to please close the umbrellas before exiting the pool area.
• New sign at median asking that all vendors come in to the office to sign in and obtain parking permit or they will be subject to being towed.
• New lamp for Boathouse, the one prior broke.
• The pump that runs the hot water throughout Building 4 has gone bad, it is believed to have been there for approximately 20 years. This was replaced at a cost of $1025. Mr. Abbate is working with a local electrician and welder to fix a few minor obstacles.
• A new Fire Panel for the Fire System in Bldg 4 needs to be replaced at a cost of $2,217.00; this will also include a new LCD Panel.

Repairs
• The copy machine in the library was not working properly, Goldcoast came out and repaired.
• The washing machine in Bldg 2 was not working the spin activator was bad and replaced at a cost of $189.20
• The copy/fax in the office needed to be repaired at a cost of $35. It is now working properly.
• At the North end of building 2 there was some dirt that always spread onto the parking lot so the on-site maintenance man (Manny) has formed a cement curb that matches the one at the south side.

Work Orders
• There were a total of 103 work orders entered from the time period 9/1/2009-10/16/2009. 19 work orders are currently open. 7 work orders were regarding cleaning, 6 regarding electrical (lights out), 4 for irrigation and the remaining were for pest control and general maintenance.

Community Projects
• Currently pressure cleaning the sidewalks as time permits
• Pressure washed around pump house and roof-Complete
• Built curb at Bldg 2-Complete
• Blacktop repair at main entrance and Bldg 2-Complete
• Painted shed/maintenance office/cement walkways out back-Complete
• Built a walkway to the shed-Complete
• Painted Guest Cottage-Complete
• Spray painting the green lights at dock-Pending
• Painting the trash room floors-Pending
• Repairing all benches as needed-Pending
• Painting all curbs white-Pending

Items to be addressed by the electrician:
• A fan is needed in the pump room to circulate the air
• Bldg 3 laundry room fan is broken
• Misc lights throughout the community that are out and not working with replacement bulbs
• Bldg 4 new pump needs a few minor tweaks to have it set up correctly

Tree Trimming
• Baker started the tree trimming on 10/08; they concluded on Monday 10/12. The Palm trees were cut at a 9-3 angle.

Cottage
• A new doorbell was installed
• The non slip pad was placed under the area rug
• The tile acid wash is complete and looking great
• Bathroom shower tile is permanently stained (the tile expert believed some sort of acid was spilled and is actually embedded in the tiles (only way to remove the black stains is to replace tiles); tile does need to be re-grouted at a cost of $150. This will help prevent water from seeping under the tile.
• The A/C unit was checked on Monday 10/12, it has not been serviced in a long time and is approximately 16 years old. The A/C tech from Air-Ref said that the system could be on its last leg. I would suggest we wait until after Winter and see how the system is working in Spring and reevaluate it at that time. They no longer make the model we have (R22). We would have to shop around for a different model.
• We do need to purchase a new refrigerator, the freezer is no longer working and the refrigerator is on its last leg.

Misc.
• I have received complaint s of slippery floor tiles at Bldg 4 near the mailboxes, no real solution due to tile texture according to the Home Depot rep. I would suggest you consider purchasing a sign for each building that reads: “Caution- Tiles Slippery When Wet” or something similar to notify residents of the potential condition until a solution is reached.
• My business cards have arrived.
• The Devcon Fire System Emergency Contact list has been updated. I have listed myself as the first contact and then Mr. Diorio, Mr. Boyce, Mr. Abbate and Mr. Stokes as secondary contacts. The password has been provided to all the contacts.
• Devcon who services our Fire System has submitted a proposal to have Harbourside enroll in a maintenance contract, the cost for this is 75.00 per month per building.

Harbor
• Received a complaint from Unit 1106 on 10/8 which reads the following: Attn Board of Directors and Harbor Master: The Gloria K is a very large boat and is completely obstructing my view from 1106. Can her location please be switched to not obstruct a view. Thank you in advance for your attention to this matter. It is very important to me. Sincerely, Marion Glinert (914) 261-6780. Paul will speak to the owner to notify her that as soon as a better spot for the mentioned boat becomes available the boat will be switched. Until then there is nothing that can be done.

Pool
• A few Board Members and I are meeting with Russ from Pool Care this week to go over his current service schedule. The pool has been functioning properly after a few minor adjustments were made to the pump equipment and log book.

Irrigation
• The irrigation system is being checked on a regular basis. The last check was completed on October 14th. All zones were running properly.
Landscaping
There was a walkthrough with Dave from Bakers Landscape. The following items were discussed with Dave:
Inspection Date: Friday, September 18, 2009

POOL AREA:
• The hedges around the pool area with the exception of the North side need to be brought down aprx. 1 foot and maintained at that level.-COMPLETE
• The North hedges at the pool need to be cut back 3 inches from the gate but maintained at a 6 foot level for privacy reason.-COMPLETE
• Remove existing plants and mulch this area from sidewalk to lamp post (10’x5’)

RECYCLE BIN AREAS:
• The areas behind most of the recycle bins are being neglected. These should be maintained on a regular basis.

NORTH WALL:
• The grass/weeds are extremely overgrown along this wall.-AREA CLEANED

MANGROVE AREA:
• The weeds along this area are out of control and need to be sprayed/pulled-DAVE ADVISED CREWS TO MAINTAIN THIA AREA

BLDG 1:
• Dead hedge in back of building needs to be removed.-COMPLETE

Unit 3103:
• Replant pathway with green island ficus (any other suggestions)

FEDERAL HIGHWAY:
• Replace/fill in ficus at property line.

REAR ENTRY NEAR UNIT 1103:
• Sod needed.

Items for Board Review
Following are some procedural questions I will need additional input from the board on:

Should rental info be posted in the clubhouse? Do we allow this? If it is possible for owners to post their listing on Harbourside’s website would we like to do that?

I am in the process of getting together forms that are commonly asked for. I am working with the creator of the Harbourside website to have all of these forms downloaded to the community’s website so they can be easily accessed.

I would like to discuss the payment process in the office. We need to determine how payments dropped off at the office will be processed? Should Harbourside collect checks in house until the 5th of the month and send one envelope a month to the payment processing center for those who would rather not mail in their own payment?