BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, June 23, 2006 – 7:30 P.M.
T.P.C. Clubhouse
President Marty Friedman called the meeting to order at 7:30 p.m. Those directors present were, Marty Friedman, Harvey Morrow, Mickey Berk, Nancy Frank, Mark Mills, and Ted Scatcherd.
Absent: Renee Waltz.
Management: Lou Brawer
Carol Eskew from Goldman and Juda
Mr. Friedman opened the meeting by thanking everyone for attending. In his opening comments he touched on the following:
Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular meeting held on May 23, 2006.
A MOTION was made by Mr. Morrow and seconded by Mr. Berk to approve the Minutes of this meeting. THE MOTION PASSED 6 YES and 0 NO.
Carol Eskew from Goldman & Juda presented the following Financial Report for May, 2006:
For the month of March the Master Association was under budget by $7,768.
Year to date the Master Association is under budget by $80,010.
The Reserves for the community as of May 31, 2006 are $766,414.
Mrs. Eskew then reported that she has completed the incorporation of all the tennis accounts into the community accounts. There will now be only one set of books that include both community and tennis expenses. Accounts such as electric and water have been combined and the few accounts, such as court equipment and supplies, remain as separate line items.
Ms. Eskew also reported that the hurricane expenses that were shown on the expense report has been removed to the Special Assessment area since that money plus insurance proceeds have now started to come in.
Ms. Eskew reported that as of today there is $31,500 outstanding for the first half of the Special Assessment.
LEGAL REPORT
Since Mr. Weinberg was not present the Legal Report was passed over.
Mr. Friedman did announce that there was currently only two collection matter open.
2055 CLASSIC DRIVE
Mr. Friedman introduced Mr. & Mrs. Joseph Marchese would requested permission to address the Board concerning the denial letter they received in regards to their fountain. Mr. Brawer showed the Board pictures of the fountain and everyone agreed that the landscape improvement were very well done.
Mr. Friedman reviewed the history of the fountain issue and told the residents that all the other fountains within the community were approved by the developer prior to turnover and that the only time a fountain has been approved is with the condition that it be shielded from street view.
The residents then questioned why the community does not permit fountains and change the documents. Mr. Friedman responded with more of the history and the fact that many of the existing fountains have standing water that attract and breed bugs.
In closing the Board decided the denial will stand and Mr. & Mrs. Marchese told the Board that they will now take the matter to the next level.
HURRICANE PREPARATION UPDATE
Mr. Friedman turned the floor over to Mr. Brawer who reported on the community’s preparation efforts for the 2006 hurricane season.
Mr. Brawer reported on the following in regard to the community’s preparation efforts:
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:
8.) Finally, Mr. Brawer announced that a tentative date has been set for the annual Community Halloween Party. The date will be October 28th. He will work with Mr. Scatcherd on this.
Mr. Brawer presented the ARC report for the Committee and explained the different applications. A summary of the applications are as follows:
8 new roof applications
2 painting applications
4 applications for hurricane shutters
1 application for the replacement of screen enclosures
1 application for new doors
3 applications for backyard fences
1 application for new garage doors
1 application for extension of pool deck
He reported that there is one application that was not recommended for approval:
1855 NW 124th Avenue requested permission is use painted roof tiles to repair roof damage. The resident was informed that our documents do not permit painted roof tiles within Eagle Trace.
A MOTION was made by Mr. Berk and seconded by Mr. Scatcherd to approve the ARC recommendations as reported including the one application that was denied by the committee.
MOTION PASSED 6 YES and 0 NO.
MODIFICATION OF TENNIS BUILDING FOR MANAGEMENT OFFICE
Mr. Friedman addressed the Board on the idea of renovating the tennis building to allow it be used by our Manager for his office. Some of the key points that he brought up included:
Mr. Friedman went on to say that this plan was developed since the construction costs of the new building have jumped to over $800,000.
Mr. Friedman then turned the floor over to Mr. Brawer who explained in detail what will be done to the facility. Some of the key points include:
A MOTION was made by Mr. Morrow and seconded by Mrs. Frank to spend up to $30,000 on the renovation of the Tennis Center building to allow the Management/Administrative Office to move from the North Gate. The scope of the work will include:
Mr. Friedman opened the floor up to questions from both the Board and the audience. All questions were answered and a vote was taken on the Motion.
MOTION PASSED 6 YES and 0 NO.
SECURITY CAMERAS FOR GATEHOUSES
Mr. Friedman opened the discussion by stating that this is a second phase to the wireless communications project that was started over a year ago and placed on hold due to Hurricane Wilma.
He explained that these cameras will be placed inside each gatehouse and will be used to:
A MOTION was made by Mr. Morrow and seconded by Mr. Scatcherd to spend up to $20,317 to install cameras and recording equipment in each of the three gatehouses and the patrol truck. The system will be purchased from Communications Concepts Inc. and will be installed and services by them.
These cameras will allow a record to be kept of interactions between gatehouse officers and visitors and will be used to:
The patrol vehicle camera will be used to record the interactions between the officer and residents/guests while on patrol and will be used to help resolve disputes over possible field incidents.
The cameras will not be hidden and all gate officers will sign a document that they understand that they are being recorded and the use of these recordings.
Proper signs will be posted at all gates and on the patrol vehicle informing residents and their guests that they are being recorded.
Mr. Friedman then asked Ms. Judi Mitchell of Communications Concepts and Mr. Mark Mills to explain the system in a little more detail.
Mr. Bill Shira of Wackenhut explained to the Board that his company has used similar systems in other locations and it has proved very useful.
Mr. Morrow asked if the above price includes sales tax and was told that it did not. He then asked that the MOTION be amended to read …spend up to $20,317 plus sales tax …
AMENDMENT WAS APPROVED 6 YES and 0 NO.
Several residents asked questions concerning putting cameras in other locations around the community and Mr. Friedman responded that this will be looked at in the future and that it is possible with the wireless system and the recording equipment that is included in this Motion.
MOTION PASSED 6 YES and 0 NO.
Mr. Friedman asked if there was any New Business to come before the Board.
Several residents from the Ascot Villas neighborhood addressed the Board concerning their concern about people coming over the exterior wall and into their community. The residents asked the Board what could be done to prevent this from happening since they fear for their safety.
Mr. Friedman responded that he walked the area today with Nina Potter of Potter Landscaping and gave the authorization to replace ficus bushes that were missing.
Other suggestions that were made included:
It was also reported that a resident called the police and was told that this was an Eagle Trace problem. Mr. Friedman asked that Mr. Brawer contact the police department for their assistance.
All residents were asked to call the police FIRST whenever they see activity of this type. The residents were informed that the only thing the gate will do is call the police and this will take additional time.
Mr. Shira also said that the police will respond quicker to residents then the gatehouse.
Mr. Friedman also asked Mr. Brawer to set up a meeting with representatives of Ascot Villas to help resolve their concerns.
Other new business:
Ms. Christina Shantz of Georgetown reported that tonight before she came to the meeting that teens were at the Georgetown pool and threw some of the pool furniture into the pool. She did not get the license number of their cars. She was asked that if she sees the car again to get the plate number and let Mr. Brawer know.
Mr. Anthony Fiorentini of Winged Foot Terrace addressed a concern that he had with the Accounting Office. Ms. Eskew addressed his concerns and will work with him privately on the problems.
Mr. Mark Goldberg of Glenmore Drive asked for a written summary of hurricane preparations that he can send out to his residents. Mr. Brawer will work with him on this.
Mr. Morrow reported that the Sunshine Water District has agreed to plant additional ground cover on the berm along the Sawgrass Expressway in the near future.
The meeting was adjourned at 9:25pm.
The next meeting of the Board is tentatively scheduled for August 22, 2006.
Respectfully submitted,
Louis Brawer
Property Manager