BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, November 21, 2006 – 7:30 P.M.
TPC Eagle Trace

President Marty Friedman called the meeting to order at 7:35 p.m.  Those directors present were, Marty Friedman, Harvey Morrow, Mickey Berk, and Mark Mills.

Absent: Nancy Frank, Ted Scatcherd, and Renee Waltz.

Management: Lou Brawer

Attorney: Steve Weinberg Esq.

Mr. Friedman opened the meeting by thanking everyone for attending tonight’s meeting.

Mr. Friedman then went on to state that tonight’s meeting has a large agenda.

Other topics that Mr. Friedman covered in his remarks included:

1. He wished everyone a Happy Thanksgiving.
2. He talked about the relationship that has developed between Eagle Trace and C.S.I.D. They are working to get the berm along the Sawgrass Expressway replanted after the construction of the sound wall.
3. Management is contacting Dr. Weiner concerning the repainting of his house. This matter came before the Board at its last meeting.
4. Mr. Friedman talked about a presentation made by our City Manager concerning the city’s business plan. The plan stresses Customer Service and communications between city departments and residents. He also mentioned that Coral Springs is applying for the Malcolm Baldridge award. Mr. Friedman stressed that many of the points brought up in this presentation are being done on a smaller scale at Eagle Trace.
5. As a final note Mr. Friedman read the attached letter to Mayor Scott Brook concerning police activity within the community. He reported that we still have not gotten a response and that management will be following up on this after the holiday weekend.

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular meeting held on September 19, 2006 and the budget meeting held on October 18, 2006.
A MOTION was made by Mr. Berk and seconded by Mr. Morrow to approve the Minutes of both these meetings. THE MOTION PASSED 4 YES and 0 NO.

FINANCIAL REPORT

Lou Brawer presented the Financial Report since Carol Eskew from Goldman and Juda were not present:
                        For the month of September the Master Association was under budget by $9,652.
                        Year to date the Master Association is under budget by $134,864.
                        The Reserves for the community as of July 31, 2006 are $681,248.

LEGAL REPORT

Mr. Weinberg reported that there are currently nine collection matters for both the Special Assessment and the 3rd quarter. All matters have liens recorded

Mr. Weinberg then reported that he and Mr. Brawer contacted the resident that installed the fountain. The resident agreed that the fountain will be removed by the end of the year.

Mr. Weinberg said that he has drafted a lease for the Vitzcaya tennis courts. Mr. Brawer will present this to their Vice President who feels that it will be approved and signed without problems. The lease has Eagle Trace paying $100 a year for the use of the two courts for a ten year period.

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

The following issues were covered in Mr. Brawer’s report:

1. Office operations are improving daily now that Carol Karman is on board. She has really helped with the community and the Board’s customer service efforts.
2. Inspections for the month of November have been completed and violation letters have been mailed. Management has sent out 120 letters concerning dirty roofs and 50 letters concerning other violations.
3. Potter Lawn and Landscaping has finished installing our winter flowers and are currently placing fresh mulch in beds. This will be completed prior to the Thanksgiving holiday.
4. Tennis Center operations are going smoothly. The one ladies team that plays on Fridays is doing well.
5. The Tennis center is also seeing many new faces and many residents just coming down and playing. The courts are well used but there does not seem to be any problems with reservations and being able to get a court for play.
6. Mr. Brawer reviewed the Tennis Center holiday schedule.
7. Mr. Brawer reviewed the vandalism problems that happened around Halloween time. He talked about the danger of these activities. No incidents have been reported since Halloween.
8. Halloween night went off without incidents. The 4 Florida Highway Patrol officers were a big help and it is recommended that we hire 6 officers next year.
9. Mailbox  World will be out before the end of the year to straighten up our street signs and make sure minor repairs.
10. The next issue of the “Eagle Tracer” is at the printer and will be mailed out next week. Copies were given to all Board members.
11. The Halloween Block Party was a huge success even though the weather was not the best. The estimated attendance was 450.
12. The renovations at TPC Eagle Trace were reviewed. It was announced that there will be a Wine and Cheese Open House on December 2nd for Eagle Trace residents.

Mr. Brawer answered questions from the Board on his report.

BERM BEHIND NW 14TH STREET AND NW 127TH AVENUE

Mr. Friedman reported that we have been contacted by Coral Spring’s Code Enforcement concerning the berm. He stressed that we must now act on this problem.

Mr. Berk mad a MOTION to spend up to $32,000 for the renovation of the berm area behind NW 14th Street and NW 127th Avenue. The project will consist of the following:

1. Remove all undesirable plants as determined by the City of Coral Springs.
2. Remove any dead tree or plant material.
3. Cut back all plant material (such as Philodendron) to the property line of the berm.
4. Install sod on resident’s property to repair bare spots caused by the removal of plants removed in Item #3.
5. Lift and trim all hardwood trees
6. Clean up Arecas where necessary.

The work will be performed by Potter Lawn and Landscaping (see attached Proposal) and will commence on or about December 1, 2006.

All residents will be contacted to have a property inspection (including homeowner’s irrigation system) completed. The resident will sign an acknowledgement form to be prepared by the Association’s attorney.

Mr. Friedman entertained questions on this topic from both the Board and those residents in attendance. It was stressed that this MOTION was in agreement with the city and satisfied the majority of the residents involved.

Mr. & Mrs. Slovan were concerned that the area will look very bare with just a cut back on the Philodendrons. Mr. Friedman felt that these plants will grow back rapidly and if there is a problem it will be addressed in the future.

Mr. Brawer reported that letters will go out to the residents involved shortly advising them of the work that will be done and invite them to an informational meeting. At that meeting each resident will be asked to sign an acknowledgement of the work and allow the staff to inspect their property and their irrigation system.

Finally this area will be maintained on a regular basis once this work is completed but residents will need to maintain the sod that will be installed on their property.

Mr. Friedman asked for a second to this MOTION. Mr. Morrow seconded it. THE MOTION PASSED 4 YES and 0 NO.

ADDITIONAL RECREATION FACILITIES AT THE TENNIS CENTER

Mr. Morrow made a MOTION to convert the four (4) remaining tennis courts currently not being used for tennis play into the following:

1. Courts 10 & 11 will be converted into two (2) asphalt basketball courts at a cost not to exceed $63,494.00 (including tax). Work will be performed by Fast Dry Corporation per the attached proposal.
2. Courts 8 & 9 will be converted into a grass area at a cost not to exceed $7,420 (including tax). The work will involve the installation of top soil and sod over the existing court material. Net posts will be removed. Work will be performed by Potter Lawn and Landscaping per the attached proposal.

Additional work that will be done to complete this project:

1. New court lights will be installed on courts 10 & 11 at a cost not to exceed $8,162 (including tax). Work will be performed by RLS Lighting per the attached proposal.
2. Necessary fence repairs to enclose park area at a cost not to exceed $5,000. Vendor to be determined

The total cost of this project will not exceed $85,000 (including all taxes). Work will be started as soon as possible with an exact date provided once all contracts are executed.

Mr. Friedman opened the floor for comments on this MOTION from Board members and residents. There were none made.

Mr. Friedman then called for a second to the MOTION.

The MOTION was seconded by Mr. Berk. THE MOTION PASSED 4 YES and 0 NO.

LANDSCAPING MASTER PLAN

Mr. Friedman reported that management has only received one bid to perform the Landscaping Master Plan. He has instructed Mr. Brawer to try to get additional bids in time for the Board’s next meeting.

ARC REPORT

Mr. Brawer presented the ARC report for the Committee and explained the different applications.

A MOTION was made by Mr. Morrow and seconded by Mr. Berk that the ARC report be accepted as recommended by the committee.  MOTION PASSED 4 YES and 0 NO.

SECURITY CAMERAS

Mr. Mills reported that the security cameras have been installed at the three gatehouses and are operating. He said that there are still some minor problems with the system and that the technicians are working with Mr. Brawer on these issues. He is also searching for different types of microphones to give better audio.

The video unit for the patrol truck has also been delivered but has not been installed since the microphone for this unit has not been delivered as yet. This unit should be installed within the next few weeks.

Mr. Mills feels that all issues should be resolved shortly.

NEW BUSINESS & AUDIENCE COMMENTS

1. Mr. Mike Newman asked the Board about the tax status of the Tennis Center. The question was answered by Mr. Weinberg.

ADJOURNMENT

The meeting was adjourned at 8:30pm. The next meeting is scheduled for December 19, 2006.

Respectfully submitted,

Louis Brawer
Property Manager