BOARD OF GOVERNORS ANNUAL, ELECTION, AND REGULAR MEETING
MINUTES
Tuesday, March 25, 2008 – 7:30 P.M.
T.P.C. Clubhouse
President Marty Friedman called the Annual 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 Annual Meeting.
Mr. Friedman announced that the voting was closed at 7:35pm.
Mr. Friedman asked if there was a quorum of the membership present either in person or by proxy. Mr. Brawer reported that 122 proxies and votes were received therefore no quorum was obtained. Because there was no quorum the election could not be held and the current Board members remain in office. Mr. Friedman instructed Mr. Brawer not to open the ballots and to have them destroyed.
Mr. Friedman then moved to adjourn the Annual Meeting at 7:45pm
The regular Board meeting was then called to order. Mr. Friedman reminded everyone about the community party on April 6, 2008.
SECURITY REPORT
Mr. Friedman turned the floor over to Mr. Phil Huber of United Global Security Group who talked about the following:
The transition that went very well
The company’s use of Mystery Shoppers to evaluate the service being given by the on duty officers
Mr. Huber also said that he or one of the other owners makes it a point to stop by the community at least two or three times a week to make sure everything is running well.
One of the owners also responds to all resident complaints.
Finally United Global is working with the community of better systems to identify and stop people entering the community on foot.
Mr. Friedman thanked Mr. Huber for the service being given and reminded him about the community meetings that were promised. He said these would be scheduled shortly.
Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on February 19, 2008.
A MOTION was made by Mr. Morrow and seconded by Mr. Scatcherd to approve the Minutes of the meeting. THE MOTION PASSED 6 YES and 0 NO.
Carol Eskew from Goldman & Juda read the Financial Report for February 2008.
For the month of February 2008 the Master Association was under budget by $10,702. Year to date the community is under budget by $27,574.
The Community Reserves as of February 29, 2008 are $699,053.
GATEHOUSE GENERATORS
Mr. Brawer informed the Board that he has been investigating the feasibility of installing permanent stand by generators at each of the gatehouse. He felt that this is necessary especially now that we have installed the fiber optic cable.
If these generators are approved the only time that the gate would not be operational is during actual storms or when there is structural damage to the buildings.
The project if approved would include the following:
Kohler 12KW generator
500 gallon in ground propane tank
100 amp automatic transfer with load center
Concrete pad
Permits and taxes
Items not included in the proposals:
Site survey
First fill up of propane
The project should be completed within 10 weeks of permit application which will be well before hurricane season starts.
Mr. Brawer said that he had three companies submit bids:
Assurance Power Systems $48,555.00
Palm Beach Generator $56,865.00
Propane USA $ would only bid on 17KW unit
Mr. Brawer went on to say that he then went back and asked for bids for 17KW unit which were as follows:
Assurance Power Systems $50,265.00
Palm Beach Generator $59,375.00
Propane USA $63,355.00
Mr. Morrow made the following MOTION which was seconded by Mr. Berk.
I make a MOTION to install 17kw Kohler generators with 500 gallon in ground propane tanks at each of the guard houses at a cost not to exceed $55,000. The above price will include all materials and labor to have the units ready to operate with the exception of the first fill up of propane. Permit and survey fees are included in the above price. All work will be performed by Assurance Power Systems of Boca Raton. They will supply all necessary insurance and licenses prior to commencing the project. Work should be completed within 8 to 12 weeks.
MOTION PASSED 6 YES and 0 NO.
Mr. Roy took time and explained hat went into his analysis. Some of the key points that were looked at included:
Traffic flow
Existing plant and tree material
Once Mr. Roy completed his presentation Ms. Potter talked about the life of plants and how the community could re use some of the materials that are currently at the gates and why some need to be replaced.
Ms. Eskew reported that the community would be able to borrow money for this project at approx. 5.25% which is a very good rate. Different payment schedules can be set up and looked at by the Board.
Mr. Friedman then discussed the letter and survey that needs to be sent out to the community. The Board was in favor of this but it was felt that the Board should look into a Public Relations person to help with the letter.
Several Board members made suggestions of changes to the survey and these will be incorporated into the final version.
Mr. Friedman then asked those residents in attendance if they were in favor of the project and everyone seemed to be.
Mr. Friedman thanked Mr. Roy and Ms. Potter for attending this meeting.
Mr. Weinberg reported that there are currently 30 collection matters with his office:
13 units have received collection letters
3 units have had a Claim of Lien recorded against them
5 units are in Association Foreclosure
7 units are in bank foreclosure
2 units have paid in full since the last report
Mr. Weinberg then explained some of the different collection issues and what the community cane 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. Weinberg then brought the Board up to date on several maintenance issues that have been sent over to his office. He will continue to handle these with Mr. Brawer.
Finally Mr. Weinberg talked about letters that he was drafting concerning open garage doors. He will be writing these letters with more of a safety slant rather than a rule violation. Mr. Brawer will report back to the Board if the letter is successful.
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:
Dear Mr. Bartolec:
The Eagle Trace Board of Governors has been informed by residents of Eagle Trace that the TPC @ Eagle Trace Maintenance Department is out on the golf working as early as 6:00am.
The Board has made inquires of the City of Coral Springs Attorney and the Board of Governors has been advised that city Ordinance prohibits landscaping activities prior to 7:00am weekdays and 9:00am on weekends and holidays.
The Board of Governors would therefore put the TPC @ Eagle Trace management on notice that if it continues to receive resident complaints concerning this activity that the Board will consider barring the entrance of TPC @ Eagle Trace employees prior to 6:45am to insure that equipment is not on the golf course prior to 7:00am.
At a duly called meeting of the Eagle Trace Board of Governors held on Tuesday the 25th of March, 2007 it was voted and approved to deliver this Notice to the General Manager of TPC @ Eagle Trace and to request a plan for the resolution of this problem.
Marty Friedman
President
Eagle Trace Community Association Inc.
Mr. Brawer presented the ARC report for the Committee and explained the different applications.
A MOTION was made by Mr. Berk and seconded by Mr. Scatcherd that the ARC report be approved as recommended by the committee. MOTION PASSED 6 YES and 0 NO.
APPOINTMENT OF THE NOMINATING COMMITTEE
Mr. Friedman suggested that due to the late hour that this and the election of officers are held off till the next meeting. Everyone agreed to this.
It was suggested that the Board look into speed humps on Augusta Terrace. The Board suggested that we call the engineer that did the original survey and come back with some additional locations.
It was suggested that the Landscaping Master Plan be displayed at the community party.
ELECTION RESULTS
Since there was not a quorum no election results were announced.
The next meeting of the Board of Governors will be held on Tuesday, April 22, 2008 at 7:30pm. The meeting will be held at the T.P.C.
The meeting was adjourned at 9:30pm.
Respectfully submitted,
Louis Brawer
Association Manager