BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, October 16, 2007 – 7:30 P.M.
TPC Eagle Trace

President Marty Friedman called the meeting to order at 7:30 p.m. Those directors present were, Marty Friedman, Jeff Eisensmith, Harvey Morrow, Nancy Frank, Ted Scatcherd, Renee Waltz and Mickey Berk.

Absent: None.

Management: Lou Brawer

Attorney: Steve Weinberg Esq.

Accountant: Carol Eskew

Mr. Friedman opened the meeting by thanking everyone for attending tonight’s meeting. He informed the audience and the Board that the landscape architect has not finished his budget and that this will be discussed at the next meeting.

Mr. Friedman the Board that there has been a large response so far to the cable television survey and that early result are showing that residents do not want the Board to proceed. Over 1/3 of the residents have responded and of that 75% are against. The final results will be announced at the next meeting since the deadline for returning the survey is October 31, 2007.

Mr. Friedman expects tonight’s meeting to be long since there are several MOTIONS to come before the Board in addition to the budget.

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular meeting held on September 25, 2007.

A MOTION was made by Mr. Eisensmith and seconded by Mr. Scatcherd to approve the Minutes of this meeting. THE MOTION PASSED 7 YES and 0 NO.

FINANCIAL REPORT

Carol Eskew from Goldman and Juda presented the Financial Report:

For the month of September the Master Association was under budget by $11,461.
Year to date the Master Association is under budget by $58,436.

The Reserves for the community as of September 30, 2007 are $727,141.

Ms. Eskew reported that the financial strength of the community is excellent and is doing much better than many other communities that they represent.

SECURITY UPDATE

Mr. Friedman asked Mr. Brawer to report on problems that have been occurring with Wackenhut.

Mr. Brawer reported that the quality of service that has been received from Wackenhut after the past year has been in decline. In January, 2007 the Board put Wackenhut on four month probation and held back their rate increase that was to take effect on January 1, 2007. At the end of the four month their service level improved but during the last several months the quality of service again declined. Resident complaints have also increased and have included:
                        Guests getting in without calls
                        Confrontations between officers and visitors
                        Guests not being logged into the access control system
                        Communication problems between officers and residents

Having reviewed all these complaints Mr. Brawer recommended to the Board that the community’s contract with Wackenhut be terminated.

The following MOTION was made by Mr. Morrow and seconded by Mr. Berk:

MOTION to terminate our access control contract with Wackenhut effective on or about November 17, 2007. The Notice of Termination will be prepared by our attorney and he will address all questions and concerns raised by Wackenhut Corporation.

Wackenhut Corporation will be instructed not to remove any current employees without the approval of the Eagle Trace Board of Governors.

MOTION PASSED 7 YES and 0 NO.

Mr. Brawer then went on to report that he looked into several new security companies and would like to recommend that the Board retain United Global Security Group. This is a company that is owned by three former Wackenhut managers and is felt to be very strong in training and customer services. Mr. Brawer has gotten positive responses to his reference checks and feel confident that they will be able to bring the level of security back up to what is expected by the residents of Eagle Trace.

Mr. Brawer also told the Board that this company has promised that they will be able to pay the officers more money will keeping their bill rates below what was being charged by Wackenhut. This will be accomplished by the company having lower overhead.

Mr. Brawer answered questions by the Board and the audience.

Finally he informed the Board that Mr. Phil Huber from United Global is caught in traffic and will be here shortly to address the Board.

Mr. Friedman then reported that he too had talked with the management of United Global and felt very strongly that they can be a positive change to the community. He then asked if there was a MOTION to retain United Global to provide access control services to Eagle Trace.

The following MOTION was made by Mr. Eisensmith and seconded by Mr. Berk:

MOTION to accept the Access Control contract from United Global Security Group to begin on or before November 17, 2007 and run through December 31, 2008 at a total cost of $525,070.92 including sales tax. If desired the contract can be continued for the calendar year 2009 at a cost of $547,454.04.

This contract will be reviewed and approved by our attorney prior to signing and will include all customary cancellation and insurance clauses.

MOTION PASSED 7 YES and 0 NO.

Mr. Friedman informed the Board that Mr. Huber will address the Board when he arrives.

LEGAL REPORT

Mr. Weinberg reported that he has received and has reviewed the contract from United Global and was only making a few minor changes and that he is working directly with them on this.

He also announced that he is preparing the termination letter for Wackenhut and that it should be ready to send tomorrow.

Mr. Weinberg reported that there are only four collection matters with his office at this time. This is very good especially with the current situation with the mortgage market.

Mr. Weinberg did however again inform the Board that there are a large number of units that have liens or have had collection letters sent. He advises that the Board monitor this situation closely.

UNITED GLOBAL SECURITY GROUP

Mr. Friedman introduced Mr. Phil Huber the Vice President of United Global who address the Board briefly on what United Global expects to bring to Eagle Trace in addition to the normal security services. Some of the areas that he commented on were:
                        Crime Prevention Meetings
                        Traffic Control
                        AED and CPR training for their staff as well as residents and the Eagle Trace Staff

He then talked about the experience that his management group brings to the table and explained how he expects to have the community staffed and what makes them different than Wackenhut.

Finally Mr. Huber explained that his officers will be paid a better rate than Wackenhut and he feels that this will allow them to attract and retain a better quality officer.

Mr. Friedman thanked Mr. Huber for attending and expressed the Board’s confidence in their company.

PROPERTY MANAGERS REPORT

Before Mr. Brawer started his report he explained that a resident Dori Kaplan asked to address the Board concerning the need for additional speed humps along Classic Drive.

Ms. Kaplan made her presentation and Mr. Friedman said that the Board will look into this. He went on to explain that maybe it is time to have a new traffic study done.

Mr. Brawer then 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:

Mr. Brawer started off his report by again reporting on the fine work that Marian is doing and how quickly she has picked up the office procedures.
Mr. Brawer explained that Marian has started calling residents of the Neighborhood Associations that are Past Due on their assessments. He hopes that she will be able to call residents of the Master Association starting next week.
The office has also started a Work Order program so that resident requests can be handled in a more efficient manner.
Mr. Brawer then reported on the Neighborhood Associations:

Georgetown held their annual elections and did not get a quorum. Mr. Friedman and Mr. Newman will continue to serve as Directors along with Ms. Shantz.
Georgetown and Ascot Villas has retained Potter Lawn and Landscaping for their landscaping.
Ascot Villas had a meeting and seems very pleased with the level of service they are receiving. The Hamptons will have their meeting on October 25, 2007.

The mailbox repainting program has received 276 checks. The actual work will begin on or about November 1, 2007.
Mr. Brawer reported that he and his staff are very pleased with the new John Deere Gator utility cart that was purchased. He also informed the Board that the second golf chart is now in need of repair and he would like the Board to consider another John Deere char instead of repairing the existing cart. Mr. Friedman said that he would entertain a MOTION for this after the report is completed.
The Recreation Center continues to run smoothly. The Women’s Broward League Tennis Team has started their fall season. Our tennis pro has a very active Junior Program and is giving private and group lessons daily. While the use of the basketball courts and playground was slow during the hot weather now that it is starting to cool off more people are coming out a playing. Mr. Brawer reminded everyone that the dedication of the basketball courts and playground will be held at the Halloween party.
Mr. Brawer informed the Board that the canal access gate along Coral Ridge Drive at the north end of the community was replaced. This gate was damaged during Hurricane Wilma and was being used as a shortcut by children coming home from school. The new fence has barbed wire and is made of a smaller mesh that will not permit climbing. The fence also extends down to the canal. Warning signs were installed per the advice of our attorney.
Mr. Brawer then explained to the Board about the need for a gate at the entrance to the vacant lot along Lakeview Drive. Again Mr. Friedman suggested that a MOTION be entertained after Mr. Brawer’s report was completed.
Mr. Brawer reminded everyone about the Halloween Party on Saturday, October 27, 2007.. He said that he has granted permission for Whole Foods Market to give out healthy samples. He also said that the Blood Mobile will be there and urged everyone in attendance to sign up to give blood.

PURCHASE OF JOHN DEERE GATOR UTILITY CART

The following MOTION was made by Mr. Morrow and seconded by Mr. Eisensmith:

MOTION to purchase a new John Deere Gator TS gasoline driven utility cart from Green Thumb for use by our Maintenance Department. The cost of the unit is $6,147.94 and includes a trailer hitch, tax, delivery, and set up.

MOTION PASSED 7 YES and 0 NO.

SECURITY GATE ALONG LAKEVIEW DRIVE

The following MOTION was made by Mr. Eisensmith and seconded by Mrs. Frank:

MOTION to have Florida Safety Equipment Co. manufacture and install a 40 foot galvanized steel fence (5 foot high) with a 20 foot galvanized steel slide gate at the entrance to the Eagle Trace vacant loot on Lakeview Drive.

The total cost of this project $3,031.60 which includes sales tax.

Work will be completed within 30 days.

After Board discussion the Board asked that Mr. Brawer investigate using hedge material over half the opening and to see if a 6 foot high fence can be used instead of the 5 foot high one.

The MOTION was therefore changed to allow Mr. Brawer to spend up to $4500 on this project after the Board’s questions are answered.

MOTION PASSED 7 YES and 0 NO.

ARC REPORT

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

It was suggested that the application for 12712 NW 19th Manor not be approved since they have used a palm tree as a street tree. Mr. Brawer was instructed to inform the homeowner of this and the requirement that they have a hard wood street tree.

A MOTION was made by Mr. Morrow and seconded by Mr. Scatcherd that the ARC report be accepted as recommended by the committee with the above mentioned change. MOTION PASSED 7 YES and 0 NO.

2008 COMMUNITY BUDGET

Mr. Brawer presented an overview of the 2008 budget in comparison to the 2007 budget:

2007 Total Budget $1,623,002
2007 Quarterly Assessment $489

2008 Total Budget $1,639,635
2008 Quarterly Assessment $494

Major increases for 2008 include:
            Water                                                  $3000
            Landscape Contract                                    $16,320
            Landscape Replacements             $25,000
            Gatehouse Computers                   $14,000
            Payroll                                                $23,369
            Transfer to Reserves                       $5,000

Major Decreases for 2008 include:
            Tree Service                                      $4000
            Security                                             $30,829 (due to new contract)
            Telephone                                         $2,000
            Insurance                                          $10,750
            Property Taxes                                 $13,500 (due to reclassification of vacant land and Recreation Center property)

The following MOTION was made by Mr. Eisensmith and seconded by Mr. Berk:

MOTION to approve the 2008 Eagle Trace Community Association Operating Budget as presented by Management.

The total amount of the budget is $1,639,634.64 which will result in an Annual Assessment $1,976.00 and a quarterly assessment of $494.00 for the members of the Master Association.

Members of neighborhood Associations will pay an assessment of $1,482.00 annually or $370.50 quarterly. This will be added their Neighborhood’s assessment.

The budget will go into effect on January 1, 2008.

MOTION PASSED 7 YES and 0 NO.

Audience members commented that it would have been nice to have copies of the budget available for audience members. Mr. Brawer apologized for this and said that he will send out copies to everyone in attendance as well as placing the budget on the web site.

NEW BUSINESS & AUDIENCE COMMENT

Mr. Friedman asked if there was any new business or audience comments to come before the Board and since there was none

ADJOURNMENT

The meeting was adjourned at 9:20pm. The next meeting is scheduled for December 4, 2007.

Respectfully submitted,

Louis Brawer
Property Manager