BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, January 6, 2009 – 7:30 P.M.
Hampton’s Clubhouse

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

Absent: Mickey Berk, Jeff Eisensmith, and Renee Waltz.

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 thanked the Hampton’s and Glen Master Boards for the use of the club house and hoped that the change did not cause any inconvenience.

He continued by stating that the results of the landscaping survey will be discussed shortly and that there will also be discussions on the foreclosure situations within the community.

Mr. Friedman made a MOTION to reseat the current Board for another two year term since there was not a quorum at the Annual Meeting. The MOTION was seconded by Mr. Morrow and PASSED 4 YES and 0 NO.

BERTELLE (1867 NW 124TH AVENUE)

Mr. Friedman introduced Mr. Chip Bertelle who is a resident of the Greens. Mr. Bertelle’s property received damage due to tree roots breaking his drainage pipes. He requested that the Board pay for his damages and to remove the tree. The Board listened to Mr. Bertelle’s presentation and advised him that they would pass their decision through our attorney.

HEARRON (1862 CLASSIC DRIVE)

Mr. Hearron originally asked to address the Board concerning the cutting of his hedges. Mr. Weinberg advised the Board that he and Mr. Brawer were working with Mr. Hearron on a settlement and that he would report to the Board once an agreement is obtained.

LEGAL REPORT

Mr. Weinberg reported that there are currently 50 collection matters with his office:
                                    24 units have received collection letters
                                    5 units have had a Claim of Lien recorded against them
                                    5 units are to be turned from lien to Association foreclosure
                                    8 units are in bank foreclosure
                                    3 units are in bankruptcy
                                    3 units have paid their account in full
                                    2 units are in collections for other reasons

Mr. Weinberg then explained some of the different collection issues and what the community can expect in the near future.

There was a discussion concerning vacant homes and what the Association can do to keep their appearance up. It was suggested that the Association turn on the electricity in order to run irrigation and pool pumps. Mr. Weinberg felt that this not a good idea because of the liability. Mr. Brawer also commented that the systems most likely have other problems that could be very costly to repair and maintain.

Mr. Brawer was instructed to continue to have Potter Lawn and Landscaping clean up these properties and to add the bills to their accounts.

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 started off by wishing everyone a Happy New Year.
2. Work is continuing on plans for the transponder system. Mr. Brawer hopes to have a proposal ready for the Board to review at the February meeting and to have the system in place by mid March.
3. Mr. Brawer also mentioned that Safehouse is getting ready to roll out a web based guest entry system. When available a beta version will be made available to Board members for testing.
4. Management continues to closely monitor houses that are vacant or in foreclosure. Potter Lawn and Landscaping is being sent in to clean up properties as needed.
5. All 2008 records are being packed up for either storage or to be sent to our accountant in order to complete our audit.
6. The contract for the telephone notification system has been executed for 2009.
7. Inspections for January will be completed within the next two weeks. While the new tracking system continues to work well Mr. Brawer is now working with Dr. Eric Ackerman on a custom program for Eagle Trace.
8. The landscaping on Lakeview and Coral Ridge has been completed. Potter feels that it will start to really grow in once the warmer spring weather comes.
9. All community hedges have been sprayed twice for White Fly. Total expenses to date amount to $1600. Hedges will be inspected again next month and additional spraying will be done as needed.
10. Earlier in 2008 the Board approved the replacement of some of the palm trees that were damaged during Hurricane Wilma with ones that Potter were removing from another site. Several of these trees have become available and planted at the West and East gates. These will be paid for out of our Operating Budget rather than Reserves.
11. All parking rules will be back in force as of January 12, 2009. Rules were suspended during the holidays as has become customary.
12. Clay was installed on all tennis courts in early November.
13. There were several incidents of vandalism to resident’s holiday decorations. A warning message was sent to all residents through our telephone notification system.
14. The food drive that was held at our Halloween Party resulted in the collection of 535 pounds of food and $165 in cash.
15. Mr. Brawer reviewed the events of Halloween Night. He was happy to announce that there were no major incidents. The Florida Highway Patrol and United Global officers did an excellent job controlling the gates and the streets. A request for the FHP officers has already been placed for Halloween 2009.
16. Finally Mr. Brawer presented a schedule of meeting dates for 2009:
1. February 17th
2. March 17 – Annual Meeting
3. May 19th
4. June 16th
5. August 18th
6. September 15th
7. October 20th – Budget Meeting
8. November 17th

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on October 21, 2008.
A MOTION was made by Mr. Morrow and seconded by Mr. Scatcherd to approve the Minutes of theses meeting. THE MOTION PASSED 4 YES and 0 NO.

FINANCIAL REPORT

Carol Eskew from Goldman & Juda read the Financial Report for November 2008.

For the month of November 2008 the Master Association was over budget by $29,559. Year to date the community is over budget by $24,563. Ms. Eskew noted that this was caused primarily by Legal Expenses and Clean Up costs due to the current foreclosure situation.

The Community Reserves as of November 30, 2008 are $534,042.

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

ARC REPORT

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

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

NEXT MEETING

The next meeting of the Board of Governors will be held on Tuesday, February 17, 2008 at 7:30pm. The meeting will again be held at the Hampton’s Clubhouse.

ADJOURNMENT

The meeting was adjourned at 9:05pm.

Respectfully submitted,

Louis Brawer
Association Manager