BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Thursday, January 21, 2010 – 7:00 P.M.
T.P.C. Eagle Trace Clubhouse

President Marty Friedman called the Regular Meeting to order at 7:05 p.m.  Those directors present were Mickey Berk, Harvey Morrow, Renee Waltz, Jeff Eisensmith, and Ted Scatcherd

Absent: Luisa Geilen

Management: Lou Brawer

Attorney: Steve Weinberg, Frank, Weinberg, and Black

Prior to the start of the meeting Mr. Duane Holland of Classic Drive address the Board about a letter he received concerning the need to plant shrubs around the fence that he installed. Mr. Friedman asked Mr. Brawer to try to work out the situation with Mr. Holland.

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

He informed the Board that a bill is being introduced by Rep. Ari Porth that will allow local police departments to come into communities with private roads and issue speeding tickets and that the maximum speed limit be set at 25MPH. The Board will be kept up to date as this bill moves through the system.

Mr. Friedman also reported that a group of residents addressed the City Commission about model airplanes being flown from the Sportplex as well as noise from events being held there. The city will be looking into these issues as well as the possibility of an ordinance to limit the flying of these airplanes.

Finally it was noted that Mrs. Friedman was not in attendance tonight due to illness.

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on December 16, 2009.
A MOTION was made by Mr. Eisensmith and seconded by Mr. Berk to approve the Minutes of this meeting. THE MOTION PASSED 5 YES and 0 NO. (Mr. Morrow was not present for this vote)

FINANCIAL REPORT

Mr. Brawer presented the financial report for December 2009 since Carol Eskew from Goldman, Juda, and Eskew was not able to attend the meeting.

For the month of December 2009 the Master Association was over budget by $19,519. Year to date the community is over budget by $12,824. Mr. Brawer again reminded the Board of the inventory of transponders that has already been paid for as well as the larger than normal legal expenses.

The Community Reserves as of December 31, 2009 is $573,633.

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 by talking about the transponder system.
1. System is working fairly well
2. Residents are still trickling in the pick up transponders
3. It is still necessary to work on shortening the width of the resident lanes. This will be accomplished, at least at the East and West gates will be done using plastic poles.
4. Transponders will be shut off around February 15th for non payment of 1st quarter dues.
5. The Board was asked how they would like to handle residents that continue to ask for clicker deposits. It was decided that these deposits will be honored and the money will come out of our General Operating Budget.

1. Mr. Brawer then talked about the operation of the gates.
1. There is a serious problem with people running the resident gates and breaking the gate arms. This is becoming a big problem at the East and West because the gates come down fast and it is felt that the padding encourages this because it is known that the gate arm will not damage cars.
2. Two possible solutions were offered:
1. Remove the padded cover so that hitting the pole will damage the cars. The LED lights will be installed on the gate arm.
2. Research installing a sensor on the gate arm that will trigger a camera that will record the license plate of the car that hit the arm. Safehouse is working on this idea and will come back to the Board with a proposal.
3. The Board decided to have Mr. Brawer remove the pads and to place warning signs announcing this change. A phone message will also be transmitted to the residents.
2. The following projects are being done by Neighborhood Associations.
1. Georgetown completed the repair to valley gutters at a cost of $15,000. This was needed because tree roots have been lifting the streets.
2. Landscaping has been authorized to improve the front entrance The Georgetown community. This work will be completed in March.
3. The Glen Condo will be repairing two flat roofs. These repairs will be funded through a special assessment.
3. The four Association owned properties were reviewed:
1. 12688 Classic Drive – rented
2. 12344 Classic Drive – rented
3. 1970 Las Colinas Way – due to the condition of this property it cannot be rented
4. 12468 NW 19th Place – awaiting the eviction of the current tenant
4. Landscaping issues
1. Cold weather took a serious toll on Annuals. These plants will be removed shortly and a recommendation will be made to the Board on when to plant replacements.
2. White Fly seems to be returning. The hedges on the outside of the community will be sprayed again within the next two weeks.
3. Tree trimming is progressing on schedule
5. Web Guest has taken off slowly. Signs and phone message will go out shortly. A reminder will also be placed in the election mailing.
6. The lines on the tennis courts have been looked at and those needing repair will be done next month.
7. The violation report for December was passed out the Board and there was a discussion about how to handle properties that are in need of work and are either vacant or in foreclosure. It was reported that quotes were received from two roof cleaning companies and it would cost around $400 to $500 per home to clean the roofs. Mr. Brawer was asked to make a list of roofs that he feels need to be done and send it to the Board. Board members will then look at the individual homes and give their opinions. Those needing to be done will be and a lien placed on the properties.

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 6 YES and 0 NO.

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NEW BUSINESS/AUDIENCE COMMENTS

Ms. Jessica Frankel of Glenmore asked the Board how she can go about requesting speed humps on her street. She was told that she would need to go to the Glen Master (Hampton’s) Board as they maintain Glenmore Drive.

Mr. Morrow suggested that the Board look at increasing the hours for the Rover as a result of seeing large number of beer bottles and cans around the community. There seemed to be little interest in this idea.

Mr. Friedman reminded the Board that everyday the staff goes around picking up garbage and this will continue.

LEGAL REPORT

Mr. Weinberg gave each of the Board members copies of his collection report and reported the following:
                       
                        Association owned properties       4
Association Foreclosures               19 (4 settled)
                        Bankruptcies                                                3
                        Bank Foreclosures                          49 (21 are current with Assoc.)
                        Association Liens                            15
                        Collection Letters                             8

The Board then asked Mr. Weinberg questions on particular units and advised which units he needs to move forward with.

Mr. Weinberg passed out a draft of a letter that he wants to send to a resident that continues to break the Association’s truck rule. The letter was reviewed and a MOTION was made by Mr. Scatcherd and seconded by Mr. Berk to have the letter sent. MOTION PASSED 6 YES and 0 NO.          

NEXT MEETING

The next Regular meeting of the Board of Governors will be held on Wednesday, February 17, 2010 at 7:00pm. The meeting will be held at the TPC Eagle Trace Clubhouse. This meeting will also include a Meet the Candidates Program for Board candidates.

ADJOURNMENT

The meeting was adjourned at 8:30pm.

Respectfully submitted,

Louis Brawer
Association Manager