OARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, May 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, Mark Mills, and Ted Scatcherd.
Absent: Nancy Frank.
Management: Lou Brawer
Carol Eskew from Goldman and Juda
Mr. Friedman opened the meeting by thanking everyone for attending. He stressed in his opening comments that it is important for everyone to find residents that are interested in getting involved and serving on different committees. He noted that the Architectural Review Committee has just added another member. Volunteers are needed to help with communications and social activities.
APPOINTMENT OF MRS. RENEE WALTZ
Mr. Friedman asked for a MOTION to appoint Ms. Renee Waltz to fill the vacant Board seat. He reviewed the key highlights of Ms. Waltz’s resume and felt that she would be very helpful to the Board because of her public relations and communications skills.
Mr. Morrow made and Mr. Scatcherd seconded a MOTION to appoint Mrs. Renee Waltz of 1429 NW 127th Avenue to fill the open seat on the Eagle Trace Board of Governors for the period from May 23, 2006 through the Annual Meeting and Election to be held in March of 2008. MOTION PASSED 6 YES and 0 NO.
Mrs. Waltz was asked to join the Board at the front table and was welcomed by Mr. Friedman.
PRESENTATION TO DR. ERIC ACKERMAN
Mr. Friedman turned the floor over to Mr. Brawer who made a presentation to Dr. Eric Ackerman. This presentation was to show the Board’s appreciation for all the work Dr. Ackerman has done with the Eagle Trace Web Site. Mr. Brawer explained some of the enhancements that Dr. Ackerman has made including the on line tools which have been added to the site.
It is the Board’s hope that Dr. Ackerman will continue to volunteer his services to the community in the years ahead.
TENNIS COURT LEASING AGREEMENT
Mr. Friedman reviewed the agreement that has been worked out between Mr. Matteazzi and the Board for the leasing of two tennis courts to teach residents and non residents.
Mr. Friedman asked if there was a MOTION to accept this agreement.
Mr. Morrow made and Mr. Scatcherd seconded a MOTION to approve the court leasing agreement between the Eagle Trace Community Association Inc. and Mr. Gabriel Matteazzi. Mr. Matteazzi agrees to pay the Association $1000 per month and return the Association agrees to allow Mr. Matteazzi use of Courts 6 and 7 during following times:
Monday, Wednesday, Friday 8:00am till 9:30pm
Tuesday, Thursday 8:00am till7:00pm
Saturday 9:00am – 4:30pm
9:00am start time only allowed if teaching a minimum of 4 Eagle Trace residents. If this is not met starting time will be 11:00am
Sunday 11:00am – 4:30pm
Both parties agree to a sixty (60) day termination clause.
Mr. Matteazzi will keep 100% of all money that is collected for lessons, clinics, and for any other services offered by Mr. Matteazzi.
MOTION PASSED 6 YES and 0 NO.
Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular meeting held on April 18, 2006.
A MOTION was made by Mr. Berk and seconded by Mr. Scatcherd 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 March, 2006:
For the month of March the Master Association was over budget by $911 which included expenses of $11,381 which were directly related to Hurricane Wilma.
Tennis expenses for the month were $8,338.
Year to date the Master Association is over budget by $38,298 which includes expenses directly related to Hurricane Wilma of $107,384.
The Reserves for the community as of March 31, 2006 are $738,775.
Mrs. Eskew then asked permission to incorporate the tennis Balance Sheet and Profit and Loss Statement into the financial report for the Master Association. She explained that this can be done since the community and tennis are a part of just one corporation and the books were only separated to be able to track how tennis was doing as a stand alone business. She felt it is no longer necessary to do this.
Mrs. Eskew went on to say that she would reclassify all entries back to January 1, 2006 and that this will be done at no additional charge to the Association.
Mr. Brawer added some additional comments concerning why this change was necessary at this time.
After some brief Board discussion Mrs. Eskew was given the authority to make these changes.
LEGAL REPORT
Since Mr. Weinberg was not present the Legal Report was passed over.
Mr. Friedman did announce that there was currently only one collection matter open and that the Association was getting ready to file a Foreclosure action on the unit owner.
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 started his report off by talking about the Hurricane Preparation Committee that he has formed. The committee consists of the following members:
Nina Potter – Potter Lawn and Landscaping
Keith Moele – Twin Tree Service
Frank Miele – Miele Brothers
Bill Schira – Wackenhut
Brian Bartolec – T.P.C. at Eagle Trace
Michelle Horowitz – Maximum Management
Cindy Whittle – Integrity Property Management
Marty Friedman – President Eagle Trace Community Association
Lou Brawer
He then went on to talk about the first committee meeting that was held. The meeting centered on the following topics:
1.) What we did right and wrong during Hurricane Wilma
2.) Areas of responsibility for each person
3.) Communications needs before during and after the storm
4.) Supplies that are needed to allow our community to fend for itself
5.) The need for centralized coordination and who will be responsible
Who will coordinate vendors?
Who will coordinate the needs of the neighborhoods?
6.)Safety and access control concerns.
Mr. Brawer said that the results of this meeting have resulted in a request to purchase the following items to help the community be prepared for this and future storm seasons:
3 generators for the gatehouses including transfer switches
6 additional two way radios and a small generator to run our radio repeater
Road hazard supplies including traffic cones and barricades
Office supplies including
Hard wired telephones
Batteries
Storage boxes
Disposable film cameras
Additional memory cards for digital camera
First aid kits
Fuel to run the generators and our equipment and trucks
Storage containers for gasoline
Hand pump
Fuel itself
Equipment storage
A 40 foot container that will be placed down by our maintenance building that will house all of our hurricane supplies. This will be a highly secure area and will not be used for other items that are used on a daily basis.
Employee Necessities
Water
Gatorade
Non perishable food items
Property Security
Tee Shirts for staff and vendors. These shirt will be orange and will say “Eagle Trace Emergency Response Team”
Magnetic signs for trucks with the same wording
Mr. Friedman made and Mr. Scatcherd seconded A MOTION to spend up to $20,000 on hurricane preparation supplies as outlined in the attached 2006 Hurricane Preparation Budget Request as submitted by the Association Manager. All expenditures over the amount of the budget request and the $20,000 limit must be approved by the President or Treasurer. If any expenditure will bring the total over $20,000 the balance must be brought before the entire Board.
The Board held some discussion on the Motion. The area of most concern was the storage of gasoline to run the generators. It was discussed that we should look into propane. Mr. Friedman said that it is too late to do this for 2006 but we will look into this for the future.
Mr. Brawer said that he will look into a better method of gasoline storage.
Dr. Ackerman said that he will work with Mr. Brawer on communications since we will have satellite communications available. He will also like to help set up a charging station for cell phone batteries.
Mr. Berk said that each Board member should have a picture identification card and tee shirts. He also suggested that more water and drinks be purchased.
Mr. Friedman called for a vote and the MOTION PASSED 6 YES and 0 NO.
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:
Mr. Brawer presented the ARC report for the Committee and explained the different applications. A summary of the applications are as follows:
18 new roof applications
7 painting applications
3 applications for hurricane shutters
3 applications for the replacement of screen enclosures
1 application for new doors
2 applications for backyard fences
1 application for a room addition
1 application for replacement of driveway pavers
He reported that there were three applications that were not recommended for approval:
2055 Classic Drive requested permission to install a fountain
12180 Eagle Trace Blvd. North requested permission to install a fountain
12722 NW 17th Street requested permission to install a metal roof
The homeowner of 12722 NW 17th Street, Mr. & Mrs. Jose Linears, asked and were granted permission to speak concerning their application. They stated that they were having a hard time getting traditional roof materials and felt that they wanted to have the newest technology that is on the market.
Mr. Friedman reported that the city is approving these roofs on a temporary basis and that the city’s fire chief is not happy with the product. He claims that these roofs are hard to open in the case of a fire.
Mr. Friedman also reported that WCI Communities was not happy with their experience with this product in their communities on the West Coast.
Mr. Friedman gave the salesman that was in attendance an opportunity to speak. He said that if something were to hit the tiles that they may dent but will not break. He also said that the tiles should stay cleaner since the material is not porous like clay tiles are. The product is cleaned by simply applying a mixture of bleach and water. They do not need to be pressure cleaned.
Finally it was asked if this product can be walked on and the Board was told that it can be.
A MOTION was made by Mr. Scatcherd and seconded by Mr. Berk that the ARC report be accepted as recommended by the committee. This includes the three recommendations for rejection. MOTION PASSED 6 YES and 0 NO.
SECURITY CAMERAS
Mr. Mills suggested that we hold off till the next meeting to discuss this matter.
Mr. Friedman asked if there was any New Business to come before the Board.
Mr. Berk asked for a status report on 1766 Colonial Drive. Mr. Brawer said that there has been some improvement in the parking situation but there are still problems with the landscaping.
Mr. Friedman read a letter that was received from the unit owner.
It was suggested that the Board wait to receive an update from Mr. Weinberg at the next meeting.
Mr. Friedman then opened the floor up to audience comments and questions.
The following residents addressed the Board:
Mr. Kasmir of Steeplechase reported to the Board that he is having a problem with the TPC employees using blowers in the parking lot prior to 8:00am. Mr. Friedman suggested that Mr. Brawer talk with the General Manager and the Maintenance Supervisor about this. He also advised Mr. Kasmir that he can file a complaint with the city as well.
Mr. Kasmir also reported that there is still a problem with people feeding stray cats near the TPC maintenance building. Mr. Brawer reported that he caught one resident that was doing it and Mr. Kasmir reported that it stopped for several weeks. He did say that now it is happening again.
Mr. Mills suggested that we may be able to install a camera to find out who is doing this.
The meeting was adjourned at 9:00pm.
Respectfully submitted,
Louis Brawer
Property Manager