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Cloisters GateTO ALL CLOISTER OWNERS The following names were submitted as committee representatives to approve contractors for installation of the 10' st . fence, gate and operating devices. BUILDING A: BUZZY KLAUSNER 249-5134 BUILDING B: RICHARD COX 241-6633 BUILDING C: ED GEBERT 249-0415 BUILDING D: NELIDA McMAHON 246-0606 BUILDING E: ANN TRAIT 241-6446 BUILDING F: EDIE YEAGLE 246-3358 BUILDING G: CONNIE LANIGAN 247-8225 BUILDING H: BETH CASCONE 241-2245 BUILDING I: DOUG ANGEL 241-0251 BUILDING J: ELAINE BAKKO 249-4881 BUILDING K: ADELE GROSS 241-0650 TO: ALL CLOISTER HOMEOWNERS: FROM: THE IOT". STREET FENCE AND GATE COMMITTEE: At the Special Membership meeting March 12, 1997 a motion was passed that a committee consisting of one owner from each Cloister building be selected to determine the location, type, total installation price and installing contractor for the replacement fence and new electronically operated gate. Bids were requested encompassing the fence, gate and electronic controlling mechanism, from well established, reputable firms in the Jacksonville area. Southeastern Ornamental Iron and Duval Fence Company submitted all inclusive bids and Sunbelt Systems for the control system only. The committee agreed on three bids out of seven for final consideration. At the last meeting representatives from both Duval Fence Company and Sunbelt Systems were present to answer questions. The overall cost, experience and reliability of the installer, maintenance of the system, warranties, convenience and ease of operation for Cloister Owners were deciding factors of the committee's decision. Committee unanimous recommendation Southeastern Ornamental Iron will fabricate and install the fence, electronically operated gate and locking pedestrian gate. The style, height and design will duplicate the recently installed fence and gate at the south end of Cloister property. The bid for this work is $7,358.00. The bid of Southeastern Ornamental Iron was chosen because they submitted the best price and their product is superior to others that were examined by the committee. Sun Belt Systems, Inc. was -selected to install the electronic controls. They offer a quality product, a substantially advanced maintenance program, more experience in their field than others and years. of proven service. The bid submitted by Sun Belt Systems, Inc. is $15,200.00. In addition to total installation of all the electronic gate equipment, two key chain remote transmitters (gate openers) will be furnished each Cloister homeowner at no charge. A convenient feature of the gate is the key pad entry system. There will be a scrolling digital resident list at the entry keypad. When the appropriate name appears, a designated number may be pushed to call that resident. Any resident, when called, will have the ability to open the gate from their personal telephone. The system is capable of shutting down the resident list at a predetermined evening hour and remain dark until a preset time the next morning. No legitimate entrant will be denied access because of this feature. There will be no special assessment nor will there be any increase in the quarterly assessment because of this installation. We unanimously recommend that you support this program with a "yes" vote. Chairman Connie Lanigan, Committe'd Secretary GARAGES PARKING LOT 9NIG1I118 Ng LS1013 TENTH STREET Cloister Condominium Association, Inc. A Corporation Not -for -Profit PROXY/BALLOT Membership Meeting May 14, 1997 To: Secretary Cloister Condominium Association, Inc. P.O. Box 1159 Ponte Vedra Beach, FL 32004 Know all persons by these present, that the undersigned hereby appoints the Secretary of the Association, his or her designee or , attorney and agent with the power of substitution for and in the name, place and stead of the undersigned to vote as proxy at the Membership Meeting of the Association to be held at the Adele Grage Community Center, May 14, 1997 at 7:00 p.m. and any adjournment thereof, according to the number of votes that the undersigned would be entitled to vote if then present in accordance with the specifications here in after made, as follows: Limited Powers I hereby specifically authorize and instruct my proxy/ballot to cast my vote in reference to the following matter as indicated below. 1.) Should the 10th Street Fence and Gate Committees unanimous recommendation of fence'project be approved? Yes No The undersigned ratify and confirm any and all acts and things that the proxy may do or cause to be done in the premises whether at the meeting referred to above or at any change, adjournment, or continuation of it, and revoke all prior proxies preceding executed. Dated Unit Owner Unit Number CLOISTER CONDOMINIUM ASSOCIY%U9AR17-1EETING Adele Community Center Mar. 12,1997 Directors present: Judy Fike, Art Scarborough, Margie Stevens, Coline Walker, Marshall Howell, Ruth Bamberg, Alan Gleit, and Adele Gross Others present: Don Munch from Four Seasons Property Management A number of unit owners Mr. Latshaw, the Cloister Condominium attorney Roger Deary with Sunbelt Systems (electronic controls for gates) President Cox called the special meeting to order at 7:00 p.m. The minutes from the February 12, 1997 Board meeting were accepted as presented. (Howell/Bamberg) Financial Report: The treasurer reported for the January. There were $4366.39 in expenses in the last few days in Dec. Jan assets went up by $32000 when the fees came in. On the printout given to the Board members, Mr. Gleit has listed when the certificates of deposit mature. A treasurer's report for February was not given, but the treasurer will give a two-month report in April. Art Scarborough inquired as to what the total price on the fence at the south end came to. Mr. Gleit and/or Four Seasons will research it and bring back the figure in April. It was noted that the excess in legal fees that were not budgeted for came from capitol improvements because the expenses were incurred because issues brought ,rp with the installation of the south gate. The treasurer's report for January was accepted as presented. (Howell/Gross) Unfinished Business: Roger Deary from Sunbelt Systems spoke about the products his company carries. He spoke of a sliding gate which would move on rollers and be controlled by radio transmitter (like a garage door opener). The transmitters have a range of 30-250 ft. If a car is in the gate, the gate will not close. When the gate meets an obstruction, it opens, resets, and tries again. The device "hears" emergency vehicles. Delivery vehicles, UPS, FedEx, maintenance crews could use a coded card or a digital keypad. A visitor could be assigned a visitor digital number. The transmitter suggested is programmable and has the advantage of being able to have new transmitters added to the system and old/lost transmitters deleted from the system. The transmitters are battery operated. If the power goes off, there would be backup power for two hours and after that the gate would automatically open. The degree of control needs to be discussed so the system can be tailored to the Cloister use. The gate will be a 20 foot opening and will slide at one foot per second. It will take 15 to 18 seconds for the gate to open. There is the option of having pedestrian/bike traffic where the gate only opens 6 feet, but it eliminates the need for a separate pedestrian gate. There is a manual release to open the gate if the power goes off. Guests could be allowed in through a telephone entry panel. A menu would scroll to owner's name, punch in the number, enter the code the owner gives you, and the visitor is allowed in. Mr. Deary has a unit installed at Ocean Ridge for ten years. The costs will be $2000-2200 for the basic unit. Adding a telephone entry would be $2500. The "Bearing device" for the emergency vehicles would be $550-600. The cost of maintenance is usually 12-15% of the cost of the equipment. The gate (but not the fence) will be recessed 5 feet so it will not interfere with the garage entries or parking spaces. Privacy would be assured with proper landscaping. Rust will not affect gate if the gate is properly maintained. Mr. Deary is replacing a gate now after l8 years which has never had any maintenance done to it. The gate will last 10 year minimum, twenty year maximum with proper maintenance. A question was asked of Mr. Latshaw: if someone climbing over the gate/fence were to fall and get hurt, would the Cloister Association be liable? Legally, the person would be trespassing. President Cox informed the group that it was his intention to get a committee together to look into getting he gate and the electrical part if both items were to pass. A vote was taken among the owners present and those voting by proxy. The results were as follows: 1) Should the old wooden North fence be replaced by a black aluminum fence with decorative spears at the tap? Yes -48 No -9 G U69f Minutes from the Cloister Condominium Board Meeting Mar. 12,1997 Page 2 Z.) Should an electronic access gate be installed at the Tenth Street entrance to the Cloister? Yes -50 No -7 Mr. Latshaw reminded the group that: 50% approval would be required for capitol expenses greater than $5000. 66 2/3% approval is required to make a change to the documents. 75% approval of the membership is required to make a substantial improvement to the common element. By a 3/4 vote, the group approved the issue of the gate. This vote meets the most stringent requirements. There is no line ,item amount in this proxy and it will have to go back to the membership for approval of funds. That will only require a 50% membership approval. Does the membership vote before the approval of Atlantic Beach? Not necessarily; it could go in either order. That would be one of the purposes of the committee. It was moved, seconded, and passed that the President appoint a committee of one member from each of the I 1 buildings (elected by the members of that building) to present to the membership for their approval, a design and total price for gating the north end, based on the features discussed this evening, the price to be determined from three bids receiv3ed on a set of uniform specifications. (Mackoul/ Klausner) The motion was then amended, seconded, and passed to have a representative elected by majority of unit owners within the building with a statement saying person is endorsed by owners by one week from today, that the management company be notified within the week who is on the committee, a replacement may be reappointed by President if representative misses two meetings, a timeline of six weeks be adhered to, and buildings with no representative will have one appointed by the President. (Howell/Bamberg) Correspondence: (see attachments A, B, C, D, and E) A. Klausner letter. B. Cox letter C. Holmes -letter D. Cebeck letter -Asked why the association fees went up and was informed of the increase in insurance. E. Lanigan letter -The car in question will have a ticket put on the window and will be towed if caught again. A copy of the Lanigan letter will be given to the gate committee. New Business: I. Carl Bennett was told the minimum rental at the Cloister is for three months. It was reaffirmed that the minimum rental is for one month. 2. The Backus unit is rented by two construction workers. Four Seasons will look into it. The meeting was adjourned by President Cox 8:55 p.m. Respectfully Submitted, MargStevens Secretary Cloister Condominium Association, Inc. A Corporation Not -for -Profit PROXY Board of Directors Meeting March 12, 1997 To: Secretary Cloister Condominium Association, Inc. P.O. Box 1159 Ponte Vedra Beach, FL 32004 Know all persons by these present, that the undersigned hereby appoints the Secretary of the Association, his or her designee or attorney and agent with the power of substitution for and in the name, place and stead of the undersigned to vote as proxy at the Board of Directors Meeting of the Association to be held at the Adele Grage Community Center, March 12, 1997 at 7:00 p.m. and any adjournment thereof, according to the number of votes that the undersigned would be entitled to vote if then present in accordance with the specifications here in after made, as follows: Limited Powers I hereby specifically authorize and instruct my proxy to cast my vote in reference to the following matters as indicated below. 1.) Should the old wooden North fence be replaced by a black aluminum fence with decorative spears at the top? Yes No 2.) Should an elects onic access gate be installed at the Tenth Street entrance to the Cloister? Yes No The undersigned ratify and confirm any and all acts and things that the proxy may do or cause to be done in the premises whether at the meeting referred to above or at any change, adjournment, or continuation of it, and revoke all prior proxies preceding executed. Dated Unit Owner Unit Number MAR -07-97 FRI 10:15 EPISCOPAL HIGH SCHOOL 904 904 396 7209 P.02 CLOISTER CONDOMINIUM ASSOCIATION BOARD IMEETING Adele Community Center Feb. 12, 1997 Directors present: Art Scarborough, Margie Stevens, Coline Walker, Marsball Howell, Ruth Bamberg, Alan Gleit, and Adele Gross Others present: Alice Hubbard and Don Munch from Four Seasons Property Management A number of unit owners Mr. Latshaw, the Cloister Condominium attorney President Cox called the meeting to order at 7:00 p.m. A representative from a hurricane shutter company was to snake a presentation prior to the board meeting, but the representative did not show up. The minutes from the January 8, 1997 Board tueeting were accepted as corrected (Howell/Bamberg) 1. Art Scarborough withdrew his signature and support of the resolution discussed at the Jan. 8, 1996. 2. (strike the last line beginning with "when order could no longer be maintained..." Gross/Bamberg) Financial Report: The treasurer reported that the budgeted amount for the legal fee for the year had already been used up and it was only January. A treasurer's report for January was not given, but the treasurer will give a two-month report in March. Unfinished Business: None. Correspondence: (see attachments A, and B) A. Noe letter. B. Mrs. 'Tomlin letter New Business: A ballot (see attachment C) endorsing the north gate needs to be mailed before the next Board meeting. Judy Eike has reviewed the material and although she is not at the meeting, she sends her support. Mr. Gleit asked if it was clear that the first or second question could return a yes. Can one part of the ballot pass while the other part fails? Mr. Cox commented that even with owner approval we would need city of Atlantic Beach approval because of the city ordinance requiring the approval of all gates. Alice will add into cover letter that city will still have to approve gate and fence. The cost of the fence will be approximately $3000 and an electronic gate would cost approximately $10,000. Each unit owner would be given two "garage door" type controllers for the electric gate. The money for the project would come from Capitol Expenditures and possibly transferring $5800 from Security if the gate goes up. A pedestrian gate would also be installed as part of the fence. In an attempt to make the voting process run more smoothly, our lawyer, Mr. Latshaw, commented that using the proxies as a ballot to have a written record of the vote would be a good idea. He suggested that if you aren't coming fill out proxy, if you are coming, bring a proxy to fill out as a ballot, and if you are unsure as to if you're coming, send the proxy and retract it at meeting. Mr. Glcit suggested that the fence references should say "north" fence. A motion was made to send the proxy with the corrections,�additions, and deletions as stated. Q-lo%vell/Gross) COPY OF FENCE AND GATE VOTE TALLY SHEET USED AT MARCH 12, 1997 CLOISTER BOARD OF DIRECTORS MEETING. GARAGES PARKING LOT v rbc F, m A rt� O F w (.r y c t tv cr O W FI1•' H � f9 0 eb x o 00 .� toao_ Q wf.� DKIG111,18 N31s10rD TENTH STREET From: BOBBY GREEN SOUTHEASTERN ORNAMENTAL IRON CO Fax: 13041262-8680 Voice: 004126213680 To: SEOIC pi ma as pd Page 2 of 2 Wednesday, AprII 16, 1997 6:17:68 PM Sf er,41� f co, n ominiu orida 32233 10 Tenth April To whom it may concern: The following is -a chronological listing of events preceding the overwhelming approval of Cloister Owners for installation of a replacement ornamental metal fence and new gate at the 10t'. Street entrance to Cloister property. Pertinent information necessary to procure City permitting for this replacement and installation is included. 1. Sketch of the fence and gate after installation; 2. Dimensional layout of fence and gate; 3. Copy of occupational license for Southeastern Ornamental Iron; 4. Copy of Certificate of Insurance issued to Southeastern Ornamental Iron Works 5. Copy of Cloister Condominium Board of Directors minutes from Feb. 12, 1997 confirming motion to send ballots to Owners for vote; 6. Copy of tally sheet used at March 12, 1997 meeting to count Owner votes; 7. Copy of March 12, 1997 Board of Directors meeting stating results of vote tally; those minutes were approved at the Board of Directors meeting April 9, 1997; 8. Copy of actual ballot mailed to all Cloister Owners; 9. Copy of complete packet of information mailed to all Cloister homeowners naming contractors selected for this installation, including quoted prices; Yours y, chard Cox, President- sunbelt systems, inc. 716 Pearl Street • Jacksonville, Florida 32202 Telephone (904) 354-7060 • Fax: (904) 355-5617 May 5, 1997 Richard Cox, President The Cloister H.O.A. 10 Tenth Street - B-11 Atlantic Beach, Florida 32233 Re: Gate Operator/Access Controls Purchase Dear Richard: Thanks for taking a few minutes to clarify several items related to subject. Assuming that the project will go forward, we really appreciate the confidence the association is placing in us and we will do our best to merit that confidence on an ongoing basis. I have enclosed a sales order showing the controls as quoted with the quantity of transmitters you suggested. These will be the keychain style single button units all preprogrammed at the factory. Once installed, the only system management needed will be deletion of lost or stolen transmitters - a matter of a few simple keystrokes. Last Friday I met with Atlantic Beach Director of Public Safety, David Thompson regarding emergency entrance. Chief Thompson expressed delight with both the S.O.S. device and the back up power which he felt would simplify their tasks. He said he would share the information with John Ruhle and he saw no problem with going forward with the installation. He even expressed interest in what other municipalities were doing in related legislation requiring such devices at closed communities. As you can see, the sales order defines a down payment. If all is in order, please sign and return both copies along with the deposit check and we will execute and return one copy to you and advise our tentative schedule based upon factory shipping schedules. Timing appears to be good as we have several very large projects in negotiation which could delay installation schedules if your order was a few weeks later. We are aware that the "season" at the beach is upon us and we will do our best to expedite your order. Yours truly, Roger Deary, Sr. Parking and Access Controls • Time and Attendance Systems 9 Photo I.D. Systems b, CITY OF ATLANTIC BEACH FIRE/RESCUE - 850 SEMINOLE ROAD ATLANTIC BEACH, FLORIDA 32233 r.� TELEPHONE (904) 247-5859 May 1, 1997 John H. Latshaw, Jr. Attorney at Law 3010 South third St, Suite A Jacksonville Beach, FL 32250 REF: Fence and Gate North End of Cloister Condominium Dear Sir: The Fire Department has had an opportunity to review the documents submitted to the City regarding the ornamental metal fence and gate at the 10th Street entrance. At this time the Fire Department does not have a problem with the concept of a fence and gate at the north entrance of the Cloister Condominium. The Fire Department does have a concern with the ability to enter the property during an emergency and that the gate will cause a delay even when the gate is operating properly. I feel compelled to warn you that the locked gate will pose a delay of all responding emergency equipment, including Fire, Rescue and Police. Any delay could pose an increase in property and life loss. The following items need to be answered in writing prior to the final approval of concept by the Fire Department. How will the Fire Department and other emergency equipment make access to the property (when gate is operating properly) ? 2. How will the Fire Department and other rescue vehicles make entry when the power is out and there is no power to operate the gate ? The written notification above is not part of the official Fire Department approval during the permit and plan review process. 10th Street Gate Cloister Condominium May 1, 1997 page 2 If you have any questions regarding the Fire Department concerns, please call the Office of the Fire Marshal at 247-5876. Respectfully yours in fire and life safety, 7�L John Ruley, Fir Chief cc: George Worley, Community Development David Thompson, Public Safety Director I MAY -02-1997 13:53 21 21 21 APPLICATION FON'. FENCE PERMIT Owners Name C, Job Address 10 iv 'Th w <STC(��--F P.06 LotBlock and/or Unit # Subdivision Contractor if different from owneryTeNQ,�T V4alluation of fence $ �y� ` Corner or Interior Lot Type of Construction ►J C (t `4 G�qTt (, �►,� / f , Show location and height of fence as well as Location of street(s). i Owner Signature �I Contractor 5ignatur `�i ��_-�a..��i Date 1 C� _ TOTAL P.06 l C o CL r~ n v O j 1 O C E� V a CA O O! d C O V ` F- n E OW V � V V V W *M V Yr V 11� V E V E E 111,19! MITI, MIIMEMM.-.,�`.., cl, "J �2