BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, May 20, 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.

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 6 YES and 0 NO.

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on March 25, 2008 and the Landscaping Workshop that was held on April 29, 2008.
A MOTION was made by Mr. Berk and seconded by Mr. Scatcherd to approve the Minutes of theses meeting. THE MOTION PASSED 6 YES and 0 NO.

FINANCIAL REPORT

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

For the month of April 2008 the Master Association was under budget by $3,418. Year to date the community is under budget by $51,012.

The Community Reserves as of April 30, 2008 are $655,426.

LANDSCAPING MASTER PLAN SURVEY RESULTS

Mr. Brawer made the report on the results of the survey that was sent to all residents concerning the landscaping renovations that have been proposed for the three gates. The results were as follows:
            Total number of responses                                    510 which represents 56% of the community

            YES Responses                                          99 which represents 20% of those that responded to the survey

            NO Responses                                             411 which represents 80% of those that responded to the survey

            For those that responded YES the following were the payment choices:
                        One total payment                                       2
                        Equal payments over one year                 23
                        Equal payments over 2 years                    23
                        Equal payments over 3 years                    51

            Finally there were 114 residents that took the time to add comments to their surveys. These will be available at the management office for Board Members that would like to review them.

The Board then held a brief discussion of these results and it was decided that Mr. Brawer will now go back and meet with Ms. Potter and Mr. Roy to establish alternate plans that can be developed to achieve some of the needed results without the need for an assessment. This will be reported on at the next Board meeting.

Mr. Berk then read the following statement concerning landscaping and other areas of concern.

LEGAL REPORT

Mr. Weinberg reported that there are currently 50 collection matters with his office:
                                    28 units have received collection letters
                                    4 units have had a Claim of Lien recorded against them
                                    7 units are to be turned from lien to Association foreclosure
                                    1 unit is in Association Foreclosure
                                    8 units are in bank foreclosure
                                    2 units are in bankruptcy

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.

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 his report by thanking the Board for allowing him to attend the Community Association Institute conference and trade show that was held in Orlando. The major topics of discussion were the foreclosure problems and security issues. The trade show featured many new and exciting products several of which Mr. Brawer discussed with the Board. These included:
1. An electronic radar speed sign that can be moved around the community. This unit is solar powered and stores data including traffic counts and speeds of cars. The sign and all necessary hardware would cost the community $4,300 which includes shipping and an extended warranty. The Board felt that they would like to have better assurance that the unit could not be stolen or damaged. Mr. Brawer was instructed to get some additional information and then report back to the Board for further consideration.
2. Next Mr. Brawer talked about a telephone notification system that is similar to the system that the city and the school board use to get important information out to residents. The system will automatically send a pre recorded message to any phone number that is in our database. Messages can be sent not only to the entire community but to specific neighborhoods and even streets if needed. Mr. Brawer felt that this system would be very helpful and even more efficient than our current email system. The system could result in the elimination of mailings. The cost of the system is $5 per unit per year and includes unlimited messages. The Board felt that this system was not needed at this time but would look at it again when the 2009 budget is being prepared.
3. Mr. Brawer then talked about a service that would assist the staff with the tracking of violations and maintenance needs throughout the community. The system uses a portable tablet that is taken into the field and records violations and then downloads into the office computer and prints out violation letters and reports. The system could also incorporate photos both into the resident file and into letters. The hardware cost is approx. $3000 and includes two tablet PC’s. The software is leased and costs $2.40 per home per year which would result in an annual cost of $1,920 based on 800 homes. The Board instructed Mr. Brawer to move forward on this.

1. Mr. Brawer then talked about hurricane preparation.
1. The gatehouse generator project is in the permitting stage and it is hoped that installation could begin within the next month.
2. The fiber optic cable project is completed and is working very well.
3. All the portable generators will be checked in case they are need prior to the installation of the permanent generators.
4. All vendors that are needed for storm cleanup are on board. Mr. Brawer will meet with them in early June to review our emergency plan.
5. Mr. Brawer will meet with the Neighborhood Association Presidents to make sure everyone is clear on our operations in the event of a storm.

1. The Glen Condos are now being managed by Eagle Trace.

1. Mr. Brawer then talked about landscaping projects:
1. The spring annuals have been installed and are doing well
2. New trees were planted on Lakeview Drive and Coral Ridge Drive. The cost of these 31 trees was $350.00 and $5000 will be paid by the city’s tree replacement fund.
3. New trees were also planted on Eagle Trace Blvd. East and Pinehurst Way. These six trees cost $6000 and are not eligible for city money since they are not on public streets.

1. There was a request from three groups of ladies for permission to have tennis teams at our courts. Mr. Brawer recommended that the Board approve these requests since each of the teams meet the requirements set forth in the community’s rules and regulations. The Board went along with Mr. Brawer’s recommendations. The teams included:
1. A summer Sun and Fun team that will play on Wednesday mornings during the summer
2. Two teams that will play on alternating Monday mornings starting in the fall.

1. Mr. Brawer reported that his office is still receiving complaints from residents concerning the golf course mowing the grass prior to 7:00am. Mr. Friedman has talked with city officials and the Code Enforcement Department will be sending out a Violation to the club.

1. Summer maintenance projects will include
1. Pressure cleaning
2. Fire hydrant painting
3. The painting of the gatehouse interiors
4. The cleaning of all street signs and the re-facing of signs were needed.

1. The community party that was held in April was a huge success. Mr. Brawer thanked the Board and the staff for their help. He reported that the event went about $3000 over budget and because of this adjustments will be made to the Halloween party to keep the Social budget in line for the year.

ARC REPORT

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. Eisensmith that the ARC report be approved as recommended by the committee. MOTION PASSED 6 YES and 0 NO.

NEW BUSINESS & AUDIENCE COMMENTS

A petition was brought to the Board’s attention for the adding of an additional speed hump along Classic Drive. Mr. Brawer will determine the location along with Mr. Friedman and then will arrange for installation.

Mr. Eisensmith made a MOTION to install a speed hump on Classic Drive in the vicinity of 12511 Classic Drive. The cost of the project will not exceed $4000 and will include the construction of the hump and 2 signs. The speed hump will be installed by King Kote Asphalt and the signs will be provided by Mailbox World. The MOTION was seconded by Mr. Berk and PASSED 6 YES and 0 NO.

NEXT MEETING

The next meeting of the Board of Governors will be held on Tuesday, June 17, 2008 at 7:30pm. The meeting will be held at the T.P.C.

ADJOURNMENT

The meeting was adjourned at 9:05pm.

Respectfully submitted,

Louis Brawer
Association Manager