BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, August 26, 2008 – 7:30 P.M.
T.P.C.  Clubhouse

President Marty Friedman called the Regular Meeting to order at 7:30 p.m.  Those directors present were, Mickey Berk, Harvey Morrow, and Brian Frey

Absent: Jeff Eisensmith, Ted Scatcherd, and Renee Waltz.

Management: Lou Brawer

Frank, Weinberg & Black: Steve Weinberg Esq.

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

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on July 24, 2008.
A MOTION was made by Mr. Berk and seconded by Mr. Frey to approve the Minutes of this meeting. THE MOTION PASSED 4 YES and 0 NO.

FINANCIAL REPORT

Lou Brawer presented the Financial Report for July, 2008 as Mrs. Eskew was not present.

For the month of July 2008 the Master Association was under budget by $9,213. Year to date the community is under budget by $32,364.

The Community Reserves as of July 31, 2008 are $590,451.

STORM SEWER INSPECTION AND CLEANING PROJECT

Mr. Brawer informed the Board that he has received notices from the Coral Springs Improvement District that the entire storm sewer permits need to be renewed. There are 19 open permits within Eagle Trace and the District requires that all catch basins and storm sewer lines be inspected and cleaned every five years.

Mr. Brawer introduced Mr. Ira Almas from Basin Solutions who has been working with the Association on developing the scope of the project and obtaining bids for the required work.

Mr. Almas explained that there are 19 open permits and in order for the permits to be renewed each catch basin (approx. 300 throughout the community) will need to be cleaned and inspected. Once this is done an engineer certifies the system and issues a report that is submit with the renewal application. The cost of the entire project is $50,100. The work will be supervised by Basin Solutions and they will be responsible for the cleaning, inspection, and the issuing of the renewal applications.

A MOTION was made by Mr. Berk and seconded by Mr. Frey that the community contract with Basin Solutions for the renewal of all storm sewer permits at a cost of $. The funds will be taken from reserves with a pay back of 50% in 2009. The community will also put into Reserves 20% of the cost for each of the next five years to pay for the next renewal. MOTION PASSED 4 YES and 0 NO.

LEGAL REPORT

Mr. Weinberg reported that there are currently 51 collection matters with his office:
                                    20 units received collection letter
7 units have had a Claim of Lien recorded against them
                                    1 units are in Association Foreclosure
                                    14 units are in bank foreclosure
                                    4 units are in bankruptcy
                                    5 units have paid in full

Mr. Weinberg then explained some of the different collection issues and what the community can expect in the near future. He also explained that he now sees that the problem is starting to stabilize and slow down.

Mr. Weinberg went on to report that he has sent another letter to Tampa Armature Works concerning the disputed bill for the service on the generator and is waiting for a response.

There was a question raised concerning the cleaning of roofs on vacant homes. Mr. Weinberg said that we have the right to go and get the work done but that the Association should only use licensed and insured vendors. He also suggested that we try to stay off the roofs as much as possible.

Finally Mr. Weinberg reported that he is working with Mr. Brawer on all other property violation matters.

TELEPHONE EMERGENCY NOTIFICATION SYSTEM

Mr. Brawer reported to the Board that Georgetown has been using the Telephone Emergency Notification System supplied by Intec for the past several months and is very pleased with the results. He recommended to the Board that they subscribe to the service for the entire community. Intec has agreed to charge a prorated amount of $1,500 for the remainder of 2008 and to bill the community for the entire yearly fee of $4,500 come January 2009 so that it will fall in line with our budget year.

A MOTION was made by Mr. Morrow and seconded by Mr. Berk to subscribe to the Telephone Emergency Notification System from Intec for the remainder of 2008 at a cost not to exceed $2000. The funds will come from the general operating budget. MOTION PASSED 4 YES and 0 NO.

PROPERTY 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 reported that the generators at the gatehouses and now fully functional and the staff has been trained on how to service and check their operation.
2. Mr. Brawer thanked our summer help for their hard work and reviewed the projects that were completed. These projects included:
1. Gatehouse interior painting
2. Installation of Plexiglas on the doors
3. Pressure cleaning around the community - ongoing
4. Street light painting completed
5. Fire hydrant painting completed
6. Street sign cleaning completed
1. Renovation and resurfacing to be scheduled for after hurricane season
7. Decorative columns around the community completed
3. Mr. Brawer announced that Marian Frey passed her first anniversary with the community and continues to do an excellent job.
4. Violation tracking software data has been installed and currently the maps are being imported. Once this is completed the system should be ready to go.
5. Work has started on the North gate Fountain and the contractor was not pleased with the jets that were installed and has gone ahead and order different ones. These should be installed within the next two weeks.
6. The second annual planting for the year has been completed. The plants that were used included Pentas for the medians and the gates and Vincas for the cul de sacs which are similar to Inpatients.
7. The installation of the new sod along Eagle Trace Blvd. West has been placed on hold due to the availability of sod. This is due to the heavy rains in the central part of the state. This project should be completed shortly.
8. The noise issue with TPC seems to have resolved itself and no complaints have been received by management.
9. Mr. Brawer informed the Board of the vandalism that occurred on the grass along Burning Tree Land in front of Georgetown. Thanks to a vigilant neighbor the police were contacted and the person responsible was caught. The police are involved and the attorney will send the parents a bill for $1400 for the damages. Potter Lawn and Landscaping will make the necessary repairs.
10. Mr. Brawer brought up a concern with the pavement at the East Gate. He reported that several contractors have advised that the pavement needs to be replaced instead of being patched due to the extent of the damages. The cost of this project will be $. A MOTION was made by Mr. Frey and seconded by Mr. Morrow to spend $25,112 for the pavement replacement of the East Gate including all striping and markers. The work will be performed by P & M Construction and should be completed within 30 days. The above price will also include patches at the other two gates as needed. The funds for this project will be taken from Reserves. MOTION PASSED 4 YES and 0 NO.
11. Mr. Phil Huber from United Global and Dr. Eric Ackerman will hold a Crime Prevention Seminar on Wednesday, September 17, 2008 for the community. The seminar will instruct residents on how to protect themselves and their homes. It will also include a segment on internet safety.
12. The community Halloween Party will take place Saturday, October 25, 2008 with a BBQ and as normal.
13. Mr. Brawer discussed Halloween Night and the plans that are being put in place. These include the hiring of 8 Florida Highway Patrol officers, additional United Global officers, the Eagle Trace staff, and volunteers. Mr. Brawer hopes to have one FHP officer and two United Global officers at each gate and the rest patrolling the streets.
14. Finally Mr. Brawer reported that a committee has been evaluating the camera proposals and is waiting for some demo cameras to be installed. The committee is not ready to make a proposal to the Board but it is hoped that this will come at the next meeting. The price for the project is estimated to be around $45,000.  

ARC REPORT

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

A MOTION was made by Mr. Berk and seconded by Mr. Morrow that the ARC report be approved as recommended by the committee. MOTION PASSED 4 YES and 0 NO.

SECURITY UPDATE

Mr. Bill Schira of United Global attended the meeting and talked about what is currently happening with access control. They reported that for the most part everything is running smoothly but that they are constantly fine tuning the system to better serve the residents.

Mr. Schira talked about the importance of the gatehouse cameras and urged the Board to move quickly on this.

The town hall security meeting will be held on Wednesday, September 17, 2008.

A.E.D. and C.P.R. training will also be done in September for Eagle Trace employees and Board members that want it. The service will also be made available to TPC.

LANDSCAPING

Mr. Brawer reported that he has talked with Rhett Roy and Nina Potter and has come up with an alternate plan which would cost $248,345. Mr. Friedman recommended that the Board table this discussion till the entire Board could be present.

NEW BUSINESS & AUDIENCE COMMENTS

Mr. Chris Harris of Classic Drive read a letter to the Board (see attached) concerning a food drive that the DECA program at Coral Glades High School would like to do at the gates to provide food for senior citizens. The Board thought that this was a great idea but suggested that it be incorporated into the Halloween Party. Mr. Brawer was instructed to work with Mr. Harris on this project.

Mrs. Jackie Eljallad of Glenmore raised a concern about the flowers at the east gate and the algae growth in the canals. Mr. Brawer addressed both of these concerns and said that he would be monitoring both problems with Potter and the Coral Springs Improvement District.

Mr. Weiss of Classic Drive raised a concern about the curve at the end of Classic Drive near Georgetown. He suggested that a center line be painted. Mr. Brawer said he will ask the contractor to do this when the East gate project is done.

NEXT MEETING

The next meeting of the Board of Governors will be held on Tuesday, September 23, 2008 at 7:30pm. The meeting will be held at the T.P.C.

ADJOURNMENT

The meeting was adjourned at 9:30pm.

Respectfully submitted,

Louis Brawer
Association Manager