BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Thursday, July 24, 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, Ted Scatcherd, Jeff Eisensmith, and Renee Waltz.

Absent: Nancy Frank

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.

Mr. Friedman announced that Nancy Frank has submitted her letter of resignation from the Board of Governors. Mr. Friedman asked for a MOTION to accept her request.

A MOTION was made by Mr. Scatcherd and seconded by Mr. Berk to accept Mrs. Frank’s resignation. MOTION PASSED 6 YES and 0 NO.

Mr. Friedman wanted the Minutes to reflect the thanks of the entire community for the years of service that Mrs. Frank gave to the community. She will be greatly missed on the Board.

A MOTION was made by Mr. Scatcherd and seconded by Mr. Berk to appoint Mr. Brian Frey t serve out the remainder of Mrs. Frank’s term on the Board of Governors. MOTION PASSED 6 YES and 0 NO.

Mr. Frey then joined the rest of the Board and was welcomed by Mr. Friedman.

T.P.C. NOISE CONCERNS

It has been brought to the Board’s attention that the T.P.C. has been out cutting the grass and preparing the golf course for play prior to 7:00am which is against the rules of both Eagle Trace and the city.

The Coral Springs Code Enforcement Department has gotten involved in the situation and has come out to perform sound level tests.

Mr. Brian Bartolec, General Manager of T.P.C., asked to address the Board with a plan to resolve the problems and work with the community.

Mr. Bartolec stressed that he wants to be a good neighbor and has come up with a seven point plan that hopefully will resolve the problem from here forward.

  1. Monday through Friday there will be no mowing done prior to 7:00am.
  2. Blowers will not be used prior to 9:00am on any day.
  3. On Saturday and Sunday mowing will start at 6:30am in the middle of the course away from as many houses as possible. Mowing at the 1st hole will not start before 7:00am and at the 10th hole prior to 8:00am.
  4. The practice facility will not be mowed prior to 7:00am on any day.
  5. The mowing of the greens will be done without lights.
  6. When machine are moved between holes they will be kept in idle.
  7. In the event of a special golf function Eagle Trace management will be notified in advance and they will be responsible to notify residents if it is deemed necessary.

 

Everyone agreed to give the plan a chance and Mr. Brawer was instructed to keep the Board and the city apprised of any problems.

Mr. Berk also mentioned golfers cutting across grass areas and causing damage to community property. Mr. Bartolec said that he will work with management to target areas so signs or fences can be installed to stop these problems.

Mr. Friedman thanked Mr. Bartolec and the city officials for their help in resolving these issues.

 

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on May 20, 2008.
A MOTION was made by Mr. Berk and seconded by Mr. Scatcherd to approve the Minutes of theses meeting. THE MOTION PASSED 7 YES and 0 NO.

 

FINANCIAL REPORT

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

For the month of June 2008 the Master Association was over budget by $5521. Year to date the community is under budget by $23,150.

The Community Reserves as of April 30, 2008 are $640,396.

Collections are currently at 2% which is the lowest of all Goldman, Juda, and Eskew clients.

 

LEGAL REPORT

Mr. Weinberg started his report by talking about violations with property:
            This month started off with 17 open matters
            Eight homes have corrected the problems and the matters have been cleared
            Nine matters continue and of these seven are vacant homes where the landscaping is currently being handled by Potter Lawn and Landscaping.

Mr. Weinberg reported that there are currently 34 collection matters with his office:
                                    10 units have had a Claim of Lien recorded against them
                                    3 units are in Association Foreclosure
                                    14 units are in bank foreclosure
                                    4 units are in bankruptcy
                                    3 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 the banks have slowed down on their foreclosures so the community is seeing more residents staying in their homes without paying either their mortgage or their assessments.

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

SECURITY UPDATE

Mr. Bill Schira and Mr. Phil Huber 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 camera and felt that additional surveillance was in the best interest of the community. He will work with Mr. Brawer and the vendors to make sure the right system is installed within the community.

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.

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 propane tanks and the generators are in place and that the electrical work will be completed next week. The project should be completed within 2 weeks.
  2. Hurricane preparation is complete with supplies on hand and all vendors in place ready to go.
  3. Summer projects have included
    1. Gatehouse interior painting
    2. Installation of Plexiglas on the doors
    3. Pressure cleaning around the community
    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 still ongoing
  4. Violation tracking software data is being worked on and should be ready to use by next month.
  5. Received two proposals for the repair of the North Gate fountain:
    1. Proposal #1 is to just repair the existing jets at a cost of $2312.50
    2. Proposal #2 is to replace the jets and lights to establish a water pattern that is in keeping with the recommendation of our landscape architect. The cost of this proposal is $7065.00

 

A MOTION was made by Mr. Eisensmith and seconded by Mr. Scatcherd to accept Proposal #2. The work will be completed by Cascade Fountain. MOTION PASSED 7 YES and 0 NO.

  1. Mr. Brawer reported that he is working with three vendors for camera systems at the gatehouses. The prices range from $50,000 to $80,000. Mr. Brawer asked Dr. Ackerman, Mr. Frey, and Mr. Berk to help evaluate the proposals and come up with a recommendation by the next Board meeting.
  2. Mr. Brawer talked briefly about the foreclosed properties and the work that the community is doing to keep them looking as good as possible. It was suggested that the Broward County Health Department be contacted concerning pools as they will come out a treat them free of charge.
  3. Mr. Brawer then talked about landscaping.
    1. The new mulch color was not well received and will be changed back to red in the fall.
    2. The cost of mulching the trees on the exterior of the community would cost $3215. Mr. Brawer was concerned that the run off from the street and the sidewalks would wash away the mulch quickly. He will work with Potter on some other alternatives.
    3. Potter came to the community with a proposal to replace the damaged or missing Royal Palms at the North and West gates. The trees are being removed from another project that Potter is doing and can be transplanted at Eagle Trace at a cost of $2900 each. The price of these trees if purchased new would be approx. $5000.

A MOTION was made by Mr. Eisensmith and seconded by Mr. Scatcherd to spend $14,500 to purchase 5 Royal Palms to be installed at the North Gate (2) and the West Gate (3). The trees will be installed by Potter Lawn and Landscaping and will have no warranties. MOTION PASSED 7 YES and 0 NO.

                        9.) Mr. Brawer is working with Rhett Roy on coming up with a “Plan B” for the landscaping at the gates. He hopes to have this completed by the next meeting.
                        10.) The paving of the gates is currently being investigated.
                        11.) Tennis is running smoothly with both league and regular play on an increase. Summer camp program has also been successful. Gabriel’s after school program will start in mid August.
                        12.) The fall tennis leagues will start in mid September with two teams playing out of our facility.
                        13.) The community Halloween Party will take place Saturday, October 25, 2008 with a BBQ and as normal.

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. Berk that the ARC report be approved as recommended by the committee. MOTION PASSED 7 YES and 0 NO.

NEW BUSINESS & AUDIENCE COMMENTS

 

Mr. Berk brought up the following concerns:

  1. The responsibility for the sidewalk on the exterior of the community. Mr. Brawer said that the county and the city have been making the repairs and he felt that they might stop if we did any work on them.
  2. The Highland Place fountain. Mr. Brawer reported that this was turned off during the drought but was operational now. Mr. Hoffer explained that it is filled by the sprinklers and if they are off for any reason then the fountain is also turned off. Mr. Brawer will talk to their manager about alternatives to make sure the fountain is working on a regular basis.
  3. Finally Mr. Berk stated that we must continue to keep the landscaping up even if we do not do the Master Plan. He said that areas of the gates look very poor and should be improved. Mr. Brawer will meet with him to get specifics.

Joanne Friedman presented the Board with a revised paint pallet from the A.R.C. committee.

A MOTION was made by Mr. Scatcherd and seconded by Mr. Berk to accept the paint pallet as presented. MOTION PASSED 7 YES and 0 NO.

Mr. Brawer was instructed to send a letter out to the community announcing the new pallet.

The Board had a discussion concerning residents that want to repaint their houses the same color even if it is not currently on the pallet. It was decided that this was acceptable but that the resident still needs to apply to the ARC for approval.

It was suggested that the Board send some type of welcome gift to new residents. Mr. Berk volunteered to deliver these. Mr. Brawer will look into different ideas and report back to the Board.

 

NEXT MEETING

The next meeting of the Board of Governors will be held on Tuesday, August 26, 2008 at 7:30pm. The meeting will be held at the T.P.C.

ADJOURNMENT

 

The meeting was adjourned at 9:15pm.

Respectfully submitted,

Louis Brawer
Association Manager