BOARD OF GOVERNORS REGULAR MEETING
MINUTES
TUESDAY, MARCH 22, 2005 - 7:30 P.M.
T.P.C. Clubhouse

President Ira Josephson called the meeting to order at 7:35 p.m. Those directors present were, Ira Josephson, Ted Scatcherd, Nancy Frank, Harvey Morrow, and Mark Mills.

Absent: Mickey Berk and Joan Casagrande

Management: Lou Brawer

Frank, Weinberg & Black: Steve Weinberg Esq.

Goldman & Juda - Carol Eskew

Mr. Josephson opened the meeting by thanking everyone for attending. He informed the Board that we have a very busy agenda tonight so he will forgo any further remarks at this time.

APPROVAL OF THE MINUTES

Mr. Josephson asked that a MOTION be made to accept the Minutes from the Regular meeting held on February 22, 2005.
A MOTION was made by Mr. Scatcherd seconded by Mrs. Frank to approve the Minutes of this meeting. THE MOTION PASSED 5 YES and 0 NO.

FINANCIAL REPORT

Mrs. Eskew from our accounting firm Goldman and Juda presented the Financial Report.

For the month of February, 2005 the Master Association was under budget by $10,867 and the Tennis Center was $2,034 under budget.

Year to date the Master Association was under budget by $27,052. The Tennis Center has a profit for the year of $5,465.

The Community Reserves as of February 28, 2005 are $793,563.

Mrs. Eskew went on to report that our 2004 Audit was complete and the auditor complemented the Association and Mr. Brawer on the fine record keeping. The tax returns have also been completed and mailed.

Mrs. Eskew completed her comments by saying that the community is in very solid shape so far this year.

TENNIS REPORT

Mr. Brawer gave the Tennis Report since Ann Marie Walkley, Tennis Center Director, was not in attendance.

Mr. Brawer reported the following:
A.) The Tennis Center had a very successful St. Patrick's Day Round Robin on March 13, 2005. Twenty eight members took part in the event.
B.) The next major social event will be the Ladies Member Guest Day which will be held in April.
C.) Membership is holding steady at 155.
D.) Carlos Alvarado represented the Bolivia Davis Cup team and was victorious. The team will have additional matches within the next year but this should not affect Carlos' work schedule. While away Carlos was also able to attract students that will be training with him this summer.

Mr. Guy Abbanat, whose wife is a Tennis Center member, asked to address the Board on several issues. The Board is taking his comments under advisement and will address his concerns.

CHEVROLET SSR

Mr. Robert Distefano, a resident of Eagle Trace asked to address the Board to determine if this Chevrolet SSR would be considered a pick up truck by the Board.

Mr. Weinberg started the discussion by reading the section of the Homeowner's Documents that deal with pick up trucks.

Mr. Distefano explained how he felt this vehicle differs from a standard pickup and that Chevrolet classifies it as a Roadster. He explained that the back has a hard top that opens but cannot be removed.

Mr. Josephson explained that he felt that the Board's hands were tied especially with the past history of pick up trucks in the community.

The question was asked of the Board if the community should consider this vehicle a pick up truck or not. The majority of the Board felt that it is a truck and therefore should not be allowed to be kept on the driveway overnight. Mr. Josephson said, however, that if it was put in the garage it would be OK.

LANDSCAPING UPDATE

Nina Potter of Potter's Lawn and Landscaping addressed the Board on the landscaping issues within the community. The majority of her talk dealt with the renovations to the berm along Eagle Trace Blvd. She pointed out that most of the trees have been removed and that the stumps will be gone this week. After this is complete she will work with the Eagle Trace staff on the irrigation. After that is installed and working top soil and sod will be installed. She does not feel there will be any irrigation issues and now that the trees have been removed the grass will have no problem growing.

Ms. Potter then reported that the spring annuals will be installed starting April 1, 2005. She recommended that the Board look into going to three annual plants a year instead of two. The Board will consider this with next year's budget.

Finally, Ms. Potter reported that she had learned a lot from last year's hurricane season and that she and Mr. Brawer have already started to formulate some new plans in case we get hit by another storm this year.

Mr. Brawer brought up that he sent out letters to all the residents that were being affected by the berm project and that a special meeting was held for these residents with Ms. Potter and Mrs. Casagrande. One resident attended and his concerns were addressed.

LEGAL REPORT

Mr. Weinberg reported that there are presently two collection matters in his office: 1 property that has just been foreclosed upon and one resident that is working on re financing his debt that will allow us to be bad off.

Mr. Weinberg then reported that his office is trying to resolve an issue with damage that was done by a moving truck to the North Gate roof. The insurance company for the truck will not pay the total bill for the repair. Mr. Weinberg suggested that we go after the homeowner for the difference.

A MOTION was made by Mr. Morrow and seconded by Mr. Scatcherd to allow Mr. Weinberg's office to go after the homeowner for the difference. MOTION PASSED 5 YES and 0 NO.

NEW ADMINISTRATIVE/MAINTENANCE BUILDING

Mr. Brawer reported on the progress of the new building. He showed the preliminary drawing that was supplied by the architect showing the site plan and the first draft of a floor plan. He and Mr. Friedman both stressed that this was a long way till the final version but it at least shows what space is available and what can go into that space.

Mr. Friedman stated that he and Mr. Brawer met with city officials and they seem to think that there will be no problems with the building especially since that land is zoned for commercial use.

Mr. Josephson asked Mrs. Eskew about different ways of financing the project and she said that we can easily borrow the money from the bank or we can borrow the funds from our Reserves with a pay back that would come from the Operating Budget. It was suggested that the payback be 10 years so that future residents, who will get the benefit of the building, would help pay for it.

The next step would be for the architect to design a final site plan that would be submitted to the city for approval. At the same time site engineering studies will also need to be done. The cost for this next phase will be $25,000.

A MOTION was made by Mr. Scatcherd and seconded by Mr. Morrow to spend up to $25,000 for the above services. MOTION PASSED 5 YES and 0 NO.

Mrs. Eskew was instructed to take this money from Reserves and to set up a special account for all expenses related to the building. She said that this was already done.

COMMUNICATIONS AND TECHNOLOGY UPDATE

Mr. Mills introduced Judi Mitchell of Communication Concepts Inc. who has been working with Mr. Brawer on this project. She started off her presentation by reviewing the savings that are already being planed by reducing phone lines and by changing long distance carriers. It has been determined that we will have a yearly savings of $9,688.32 just by reducing the number of phone lines and by changing long distance service. An additional $9,036.00 can be saved if we eliminate that frame relay that is needed for the SafeHouse System.

Ms. Mitchell then went on to explain how the proposed wireless system would work. The total cost of this system will be $30,743.00. With the above savings the payback period for this expense would be 19.7 months.

A MOTION was made by Mr. Scatcherd and seconded by Mrs. Frank to spend the $30,743.00 on the wireless system. MOTION PASSED 5 YES and 0 NO.

Mr. Josephson instructed Mrs. Eskew to take this money from Reserves.

Mrs. Mitchell was asked when we can expect installation and she said that the first step would be to have a site survey done of the community which should be completed within the next two weeks. Once this is completed the system should be installed by the end of April.

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:

a. Mr. Brawer reported that the maintenance staff has gone around and cleaned all the street lights in the community. This is done each year to remove the build up of dead bugs which in turn shorten the life of the fixture.
b. Mr. Brawer then brought up his idea to do a mailing asking residents for their e-mail addresses. This will be used to set up a notification system to send out emergency information, as well as meeting notices and other official Board notices. The cost of this mailing would be $1,123.00 which would include a stamped self addressed return envelope. The Board was given copies of the proposed mailing. The Board had discussion on this and it was decided not to do a special mailing but to include a return card and envelope with the newsletter.
c. Mr. Brawer reported that inspections for March resulted in:
i. 40 first warnings
ii. 22 second warnings
iii. 12 final warnings
iv. 3 issues to go to the attorney

ARC REPORT

Mr. Brawer presented the ARC report for the Committee and explained the different applications. All applications were recommended for approval.

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 5 YES and 0 NO.

COMMITTEE REPORTS

SOCIAL AND NEWSLETTER

Mr. Scatcherd reported that the first issue of the newsletter is scheduled to be out around the 1st of May. Letters were sent to Neighborhood Presidents asking for stories. Committee chairs were also asked for stories. Other stories will be written by:
The Property Manager
Potter Lawn and Landscaping
Wackenhut

The deadline for the first issue is April 1, 2005.

Mr. Scatcherd then talked about the cocktail party which is tentatively scheduled for May 15, 2005. The projected cost will be $6,800 and will be a country and western theme. The above price will include, food, drink, a D.J., the rental of a tent, and the printing/mailing of invitations.

BY-LAWS

Mr. Morrow did not have a report since he was not available to do any work for several weeks due to a death in his family.

NEW BUSINESS & AUDIENCE COMMENTS

Mr. Josephson asked if there were any residents that would like to address the Board. There were no comments made.

NEXT MEETING

The next meeting of the Board of Governors will be held on Thursday, April 21, 2005 at 7:30pm. The meeting will be held at the T.P.C.

ADJOURNMENT

The meeting was adjourned at 9:30pm.

Respectfully submitted,

Louis Brawer
Property Manager