BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, December 4, 2007 – 7:30 P.M.
TPC Eagle Trace
President Marty Friedman called the meeting to order at 7:30 p.m. Those directors present were, Marty Friedman, Jeff Eisensmith, Harvey Morrow (arrived at 9:00pm), Ted Scatcherd, Renee Waltz and Mickey Berk.
Absent: Nancy Frank.
Management: Lou Brawer
Attorney: Steve Weinberg Esq.
Mr. Friedman opened the meeting by thanking everyone for attending tonight’s meeting. He informed the audience that Harvey Morrow will arrive late tonight. He also apologize for the change in room location.
Mr. Friedman official sent condolences to the Frank family on the passing of their daughter Pamela.
Mr. Friedman then wished everyone Season’s Greetings.
Finally, Mr. Friedman reported about the vandalism that has occurred around the community. He told the audience that besides the vandalism that the staff spends hundreds of man hours a year just picking up trash that is thrown from cars.
PICK UP TRUCK RULE EXCEPTIONS
Two residents requested permission to come before the Board to ask for exceptions to the pick up truck parking rule. These residents are Mr. Gary Jones of 1426 NW 126th Drive and Mr. Keith Hobbs of 1711 NW 127th Way.
Mr. Friedman started off the discussion by reviewing the history of the rule for the Board and the audience. He then allowed both these residents an opportunity to address the Board. He then had Mr. Weinberg advised the Board on the legal issues. Finally Mr. Friedman asked his fellow Board members if they had any comments.
After the discussion Mr. Friedman informed both residents that the rule stands and that at the present time there will be no exceptions made.
APPROVAL OF THE MINUTES
Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular meeting held on October 16, 2007.
A MOTION was made by Mr. Eisensmith and seconded by Mr. Scatcherd to approve the Minutes of this meeting. THE MOTION PASSED 5 YES and 0 NO.
Mr. Brawer presented the Financial Report on behalf of Goldman, Juda, martin and Eskew since Ms. Eskew was not able to attend the meeting:
For the month of October the Master Association was over budget by $633.
Year to date the Master Association is under budget by $57,803.
The Reserves for the community as of Octoberber 31, 2007 are $717,977.
DISCUSSION OF FIBER OPTIC CONNECTIONS
Mr. Friedman turned the floor over to Mr. Brawer who explained what this project will entail.
Mr. Brawer reviewed the history of our communications between the gates which allows our access computers to communicate with each other. When the first system was installed the computers communicated over telephone lines. These telephone lines cost the community $7000 a year. Three years ago a former Board member recommended that the community install wireless radio links to transmit this information. There is no monthly fee to this service and therefore the community was able to eliminate most of the telephone lines. This system, however, was vulnerable to weather and storms.
Mr. Brawer is now recommending that the community install fiber optic cables to carry this information at or below ground level. There will be less likelihood that communications will be lost since weather will no longer be a factor and since the cable will be installed at or below ground even if there was a hurricane it is unlikely that communications will be lost. This will allow for gate operations to be brought back sooner assuming there is no damage to the gatehouses or the gates. Electric power will of course be needed.
Mr. Brawer also said that having this type of connections will allow for more cameras to be installed at each gate and that the images and the audio will be much clearer. He hopes to have between eight and ten cameras at each gate when this project is completed.
Finally Mr. Brawer explained that he has been working closely with SafeHouse Systems in developing this project. SafeHouse Systems is our vendor for our access control software and by allowing them to install and maintain this system the community will then be dealing with just one vendor and there will not be any finger pointing.
Mr. Rob Beline of SafeHouse was introduced and explained some more about the project.
Mr. Brawer then asked Dr. Eric Ackerman to talk about the project. Dr. Ackerman is an Eagle Trace resident who is Assistant Dean of the Computer Department at Nova Southeast University. Dr. Ackerman said that he has worked closely with Mr. Brawer and feels strongly that this project will be very beneficial to the community
Having reviewed all these complaints Mr. Brawer recommended to the Board that the community’s contract with Wackenhut be terminated.
A resident asked if bids were received for this project and Mr. Friedman said that the prices were checked out. He explained the benefits of dealing with our existing vendors.
A MOTION was made by Mr. Eisensmith and seconded by Mr. Scatcherd to have SafeHouse Systems supply and install fiber optic cables between each of the three gatehouses and the Administrative Office per the attached proposal.
The cost of the project is not to exceed $75,000 with 60% of the cost due at the beginning of the project, 20% to be paid when the project is 75% completed and the balance will be due upon completion of installation and full operation.
The project will be completed within three months.
MOTION PASSED 5 YES and 0 NO.
LANDSCAPE MASTER PLAN UPDATE
Mr. Friedman announced that the architect is not quite ready to present a budget to the Board for the landscaping plans for our entrance gates. He hopes that the architect will be ready by early January. At that time there will be a special Board meeting to hear the presentation. The accountant will also make a presentation of different methods for funding this project.
Mr. Brawer recommended that a special newsletter be prepared that will include renderings that are being prepared. The newsletter will also announce community meetings where residents can come and ask questions about the project.
Following these community meetings the Board will meet again to vote on the project and the funding method.
TREE TRIMMING PROJECT
Mr. Brawer announced that it was time for our trimming of our street trees. He said that he received bids from Potter Lawn and Landscaping and Twin Tree Service. The project will include all street trees, all common area trees, and the trees along Lakeview Drive and Coral Ridge Drive. The project will include around 1350 trees.
A MOTION was made by Mrs. Waltz and seconded by Mr. Eisensmith to have Potter’s Lawn and Landscaping trim all Canopy Street trees (within 12 feet of the street) to ANSI 300 Class II standards. The cost per tree will be $22.00.
It is estimated that there are 1350 trees and management will verify the tree count on a weekly basis.
Invoicing will be done on a weekly basis.
The project will start immediately and will be completed within 15 weeks.
MOTION PASSED 5 YES and 0 NO.
SECURITY UPDATE
Mr. Friedman introduced Mr. Phil Huber of United Global Security Group who brought the Board up to date on the transition to their company from Wackenhut.
Mr. Huber in turn introduced Mr. Bill Schira and Mr. Donny Hixon who are the other principles of United Global.
They then talked about their commitment to Eagle Trace and their hands on approach to managing an account like this.
Finally Mr. Huber said that in February they would like to have a community meeting to talk with residents about safety and security of their homes.
LEGAL REPORT
Mr. Weinberg presented his report which dealt with collections. Currently the following number of units are being handled by his office:
17 residents have received collection letters
1 resident is in foreclosure with the Association
6 residents are waiting for foreclosure
2 residents are in bank foreclosure
4 residents have had claims of lien filed
Mr. Weinberg then talked about one resident that is in collections and has asked that their legal fees be waved. After some discussion the Board instructed Mr. Weinberg not to wave his fees for this resident.
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
Mr. Brawer presented the ARC report for the Committee and explained the different applications.
A MOTION was made by Mr. Scatcherd and seconded by Mrs. Waltz that the ARC report be accepted as recommended by the committee with the above mentioned change. MOTION PASSED 5 YES and 0 NO.
Mr. Friedman asked if there was any new business or audience comments to come before the Board and since there was none
The meeting was adjourned at 9:20pm. The next meeting is scheduled for December 4, 2007.
Respectfully submitted,
Louis Brawer
Property Manager