BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, August 18, 2009 – 7:30 P.M.
T.P.C. Eagle Trace Clubhouse

President Marty Friedman called the Regular Meeting to order at 7:30 p.m.  Those directors present were Mickey Berk, Harvey Morrow, Renee Waltz, Jeff Eisensmith, and Ted Scatcherd

Absent: None

Management: Lou Brawer

Frank, Weinberg & Black: Steve Weinberg Esq.

Goldman, Juda, Martin & Eskew: Carol Eskew

Mr. Friedman opened the meeting by thanking everyone for attending this meeting.

He reported on the recent meeting he and Mr. Brawer had with Representative Ari Porth, Police Chief Duncan Foster and a representative from the city’s attorney office. The purpose of the meeting was to again try to get traffic enforcement within the community. Representative Porth will try to help the cause on a state level and the community was asked to again talk with a traffic engineer in order to implement a traffic agreement with the city. Mr. Brawer will try to get an engineer’s estimate including the cost and what is involved by the September meeting. Chief Foster said that once the agreement is in place his department will work closely with the community to reduce speeding and other traffic infractions.

Mr. Friedman then asked Mr. Berk and Mr. Eisensmith to report on the work of the Nominating Committee. This committee was asked to recommend a replacement for Mr. Frey.

Mr. Berk reported that he and Mr. Eisensmith interviewed five candidates and they forwarded all the information on to Mr. McClusky who was away for the summer. The committee recommended that Ms. Luisa Geilen be appointed to the Board of Governors for the remainder of Mr. Frey’s term. This term will end in March, 2010.

Mr, Morrow questioned Ms. Guilen about the dates of her education which was listed incorrectly on her resume. Ms. Geilen explained the misunderstanding and Mr. Morrow was satisfied with her explanation.

A MOTION was made by Mr. Eisensmith and seconded by Mr. Berk to appoint Ms. Luisa Geilen to fill the open Board seat till March, 2010. MOTION PASSED 6 YES and 0 NO.

Ms. Geilen was asked to join the Board at the front table and was welcomed by Mr. Friedman on behalf of the entire Board.

Mr. Eisensmith asked Mr. Brawer to send a letter of thanks to the other candidates.

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on May 19, 2009.
A MOTION was made by Mr. Scatcherd and seconded by Mr. Berk to approve the Minutes of this meeting. THE MOTION PASSED 7 YES and 0 NO.

FINANCIAL REPORT

Carol Eskew from Goldman & Juda read the Financial Report for July 2009.

For the month of July 2009 the Master Association was under budget by $5,487. Year to date the community is over budget by $37,587.

Ms. Eskew gave the following reasons for the over budget:
The budget for the new transponder system was spread out over twelve month however the total expenditure has already been made.
At the time of the purchase it was decided to order 5000 transponders in order to get a price break. To date only 2000 of the transponders have been used. Money that is collected from sales in the future will be deposited as misc. income and will help to lower expenses for the year received. A note of the inventory that is left at year end will be included in the year end financial report.
Legal fees are higher than expected. Mr. Weinberg felt that some of these expenditures will be paid back by the end of the year.
The cost of the emergency call system had also been budgeted over twelve months even though the entire expense was made in January. This line item will be at zero at year end.
As with the emergency call system landscaping replacements have also been paid out even though it was also budgeted over the twelve months.

Ms. Eskew feels that the community will be at or below budget by the end of the fiscal year.

The Community Reserves as of July 31, 2009 is $570,636.

Ms. Eskew still feels that Eagle Trace is doing better than most communities in collections and curtailing expenses.

Ms. Eskew asked that the Board pass a MOTION to close the clicker account and transfer the remaining funds to the general Operating Account. The funds will be applied to the transponder project line item.

A MOTION was mad by Mr. Morrow and seconded by Mr. Berk to close the Clicker Account and transfer all funds to the Operating Account. MOTION PASSED 7 YES and 0 NO.

EAGLE TRACE BLVD. NORTH ROAD REPAIR AND DRAINAGE

Mr. Mark Gilwit of Eagle Trace Blvd. North asked to address the Board concerning drainage issues in front of his house. He explained about how water collects in front of his house and causes dirt to accumulate on his driveway. He also says that the trees have not allowed grass to grow on his front lawn.

Mr. Friedman reported that he and Mr. Brawer met with Mr. Rhon Ernest Jones who is an engineer and gave some ideas of what will be needed to make the necessary repairs.

Mr. Brawer reported that he met with a contractor who also gave some ideas to fix the problem.

It is hoped that a more detailed report and cost estimate will be available for the next Board meeting.

LANDSCAPIN REPORT

Ms. Nina Potter of Potter Lawn and Landscaping was asked to give a landscaping report. She talked about the following:

                        Fertilization will be done starting in early September.

                        All hedges were again sprayed for White Fly.

                        A new system of weekly reporting is being worked on and will be implemented by early September.

                        Finally Ms. Potter explained the chart in her report that showed possible projects for 2010. This information will be used in preparing the 2010 replacement budget.

TRANSPONDER PROJECT

Mr. Brawer reported that the transponder project is moving ahead smoothly. The following are some statistics:
            747 homes have turned in their applications
            510 homes have had all their transponders installed
            237 homes still have at least one transponder to install
            142 homes still have not turned in their applications
            60 non resident applications have been turned in
            28 TPC applications have been received
            2029 transponders have been processed and are set for installation

ASSOCIATION MANAGERS REPORT

Mr. Brawer presented his report, which was presented to each Board member in written form. A copy of Mr. Brawer’s report is attached to these Minutes and will be placed on the web site for residents to review. Some of the key points that Mr. Brawer reported on included:

1. Mr. Brawer started off by reporting on the summer projects that the staff has been working on. These included:
1. Pressure Cleaning on
1. Classic Drive
2. Eagle Landing
3. Georgetown
2. Painting of gatehouse interiors
3. Street lights have been cleaned to remove bugs and dirt
4. Hurricane preparation plans has been completed
2. A review was made on what was being done with the vacant properties around the community. Measures have included:
1. The removal of debris that could blow and cause damage in the event of a major storm.
2. Landscaping maintenance to keep grass cut and beds looking as good as possible.
3. The roof of 1970 Las Colinas Way was inspected for cleaning and was found in too bad a condition. It was sprayed with Roof-a-Cide that will help clean it up slowly.
4. Mr. Brawer then talked with the Board about the condition of the paint on 12688 Classic Drive. Mr. Brawer reported that he has gotten a quote of $1750 for a basic repainting and asked permission to move forward. The house is scheduled for foreclosure sale on September 9th. A MOTION was made by Mr. Morrow and seconded by Mr. Eisensmith to have the house painted after September 9th. MOTION PASSED 7 YES and 0 NO. Mr. Weinberg was asked to send the necessary notice to the owner and the tenants.
3. Mr. Brawer reported that all parking rules that were suspended for the summer will be put back in force starting September 8th. Signs will be posted at all gates prior to the September 8th date.
4. Mr. Brawer reported that Gabriel was still being held up in Argentina with his visa situation. It is hoped that he will be returning to this country shortly. He asked that his rental payments for use of the tennis courts be cut in half for the next few months. The Board recommended that Mr. Brawer handle this in a way that he feels will be best for the community.
5. Mr. Brawer talked about the community’s annual Halloween Party and the estimated costs associated with it. The Board felt that since there is still money in the budget for this party that it should go on. Mr. Brawer was instructed to find ways of cutting the cost wherever possible. Mr. Brawer also reported that the compliment of 6 FHP officers has been reserved for Halloween night and plans are being made with United Global for extra officers. Volunteers will also be used as in previous years.
6. Finally Mr. Brawer reported on the results of the special promotions that were offered by TPC this summer. Forty five residents took advantage of the golf course use and TPC received one new membership as a result of the discount offer. Other special promotions are being worked on and will be announced in the near future.

ARC REPORT

Mr. Brawer presented the ARC report for the Committee and explained the different applications.

A MOTION was made by Mr. Morrow and seconded by Mr. Scatcherd that the ARC report be accepted as recommended by the committee. MOTION PASSED 7 YES and 0 NO.

The floor was then turned over to Joanne Friedman who explained some new recommendations that the committee would like added to the ARC application. These included:
            “No two adjacent homes may have identical paint colors unless it is required to do so by Neighborhood Association documents.”
            “It is recommended that garage doors and driveways be painted to match the base color or the trim of the home, unless Neighborhood Association documents preclude this.”  Garage doors are not intended to be the focal point of the home.
           
It was further recommended by the committee that “faux” painted garage doors not be allowed and that “Grandfathering” of colors not be applicable in any case.

After the Board and the committee discussed the different recommendations it was decided that the committee work with Mr. Brawer on the necessary revisions of the application.

NEW BUSINESS/AUDIENCE COMMENTS

Mr. Berk showed the Board a vehicle pass that he received from L’Hermatage and asked about the possibility of using a similar pass system. Mr. Brawer said that the SafeHouse System can do this and he will work with them and our printer on samples that will be presented to the Security Committee.

A request was made for a speed hump on Classic Drive near the north gate end. This will be addressed with the traffic engineer as part of the necessary engineering study that will be required to obtain a traffic agreement with the city.

LEGAL REPORT

Mr. Weinberg reported that there are currently 71ollection matters with his office.
            Association foreclosure      18 (9 are also in bank foreclosure)
            Bankrupcy                             1
            Bank foreclosures               34 (14 of which are current with the Association)
            Association liens                 18

Mr. Weinberg then explained some of the different collection issues and what the community can expect in the near future. Direction was given to Mr. Weinberg for the residents that are currently under lien and need to move to foreclosure.

Mr. Ryan Jones addressed the Board concerning his payments and the associated legal fees. Mr. Weinberg showed the history of this resident’s account and after discussion it was felt that all dues and fees need to be paid in full.

NEXT MEETING

The next Regular meeting of the Board of Governors will be held on Tuesday, September 15, 2009 at 7:30pm. The meeting will be held at the TPC Eagle Trace Clubhouse.

ADJOURNMENT

The meeting was adjourned at 9:30pm.

Respectfully submitted,

Louis Brawer
Association Manager