BOARD OF GOVERNORS REGULAR & BUDGET MEETING
MINUTES
Tuesday, October 21, 2008 – 7:30 P.M.
TPC Eagle Trace Clubhouse

President Marty Friedman called the Regular & Budget Meeting to order at 7:35 p.m. Those directors present were, Mickey Berk, Harvey Morrow, Jeff Eisensmith, and Ted Scatcherd

Absent: Brian Frey and Renee Waltz

Management: Lou Brawer

Goldman, Juda, and Eskew: Carol Eskew CPA

Mr. Friedman opened the meeting by thanking everyone for attending this meeting. Since this is the budget meeting he suggested that we change the normal Agenda and start off this evening with any resident that would like to address the Board on any issue other than the budget.

Mr. Friedman also sent best wishes to Steve Weinberg who had surgery yesterday.

NEW BUSINESS AND AUDIENCE COMMENTS

Mr. Friedman opened the floor to any New Business and audience comments. No Board member or resident had any issues to bring before the Board.

2009 OPERATING BUDGET

Mr. Harvey Morrrow, Treasure of the community, presented the proposed budget which is attached and marked as Proposed Budget. The proposed budget resulted in a $31.98 increase per quarter over 2008. The following were some of the key changes from 2008:
            Annuals were decreased $15,000 which represented going from three plantings to two.
            Landscape Replacements was increased by $36,450
            Security contract was increased by $25,429.08 which was the contracted increase negotiated in 2007.
            Office and Gate Computers was decreased by $10,000 since all new computers were purchased in 2008.
            Social was decreased by $6500 as it was recommended that we only have one community party in 2009.
            Reserve Transfer was decreased by $24,750.
            A new line was added to the budget for Homeowner cleanup which will be used to maintain vacant properties. $5000 was placed into this line.
            Finally a line was added was Security Equipment which will be used for new surveillance cameras at the gates and a new entry system to replace the present clickers. $75,000 was placed into this item. It was stressed that this is a one time expense. Mr. Morrow and other Board members answered numerous questions about this line.

Board members and audience members raised questions and concerns about the budget and the Board proposed several changes to the proposed budget. These changes included:

Landscape replacements were changed from $66,450 to $40,000
Security Equipment was changed from $75,000 to $40,000. It was thought that the new transponder system would be done in 2009 and the new cameras would be held off till 2010.
Reserve Transfer was changed from $50,250 to $47,000
Homeowner cleanup was changed from $5000 to $15,000

With the above changes the quarterly assessment was increased by $11.00 over 2008 and the quarterly assessment for Neighborhood Associations will increase by $8.25.

A MOTION was made by Mr. Berk and seconded by Mr. Scatcherd to approve the 2009 Operating Budget as revised. The annual assessment for the Master Association will increase from $1,976 to $2020. MOTION PASSED 5 YES and 0 NO.

Mr. Brawer suggested that the Board look into a monthly payment plan instead of quarterly payments. Ms. Eskew felt that this was not a good idea for this community. After some discussion the idea was dropped.

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. Scatcherd that the ARC report be approved as recommended by the committee. MOTION PASSED 5 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 September 23, 2008.
A MOTION was made by Mr. Berk and seconded by Mr. Eisensmith to approve the Minutes of this meeting. THE MOTION PASSED 5 YES and 0 NO.

FINANCIAL REPORT

Mrs. Eskew of Goldman, Juda, and Eskew presented the Board with the financial report for September, 2008:

For the month of September 2008 the Master Association was over budget by $14,328. Year to date the community is under budget by $18,672.

The Community Reserves as of September 30, 2008 are $557,118.

Ms. Eskew said that the community is doing very well in controlling expenses especially during these tough times.

LEGAL REPORT

It was reported to the Board that Mr. Weinberg was not present tonight since he had shoulder surgery yesterday and is home recuperating. The Board sends their best wishes to him.

Mr. Brawer made the collection report on behalf of Mr. Weinberg:

Currently there are 40 collection matters in Mr. Weinberg’s office compared to 31 in September:
                                    1 unit received collection letter
7 units have had a Claim of Lien recorded against them
                                    3 units are in Association Foreclosure
                                    12 units are in bank foreclosure
                                    3 units are in bankruptcy
                                    4 units have paid in full
                                    1 unit is owned by a bank and is not paying

The following is the occupancy status of the above matters:
                                    10 of these homes are currently vacant
                                    5 of these homes are rented out and occupied
                                    16 of these homes are occupied by owner

Since Mr. Weinberg was not present there were no additional comments or questions concerning collections or other legal matters.

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:

Mr. Brawer started by announcing that meetings for the near future will be held at the Hampton’s clubhouse due to some operating changes at TPC. Mr. Bartolec, TPC General Manager, assured the Board that meeting will be allowed in the future once his operational issues are resolved.
The violation tracking software is in place and except for some minor problems is working well.
The telephone alert system is also up and running. There were some problems in the beginning but the vendor has worked out those issues and has issued Eagle Trace a partial refund of the fee paid for 2008.
A review of Neighborhood Association foreclosures shows the following:

Ascot Villas has 0 foreclosures
Eagle Landing has 3 collection issues
Georgetown has 0 collection issues
Glen Condo has 1 collection matter
The Hamptons has 3 collection matters
The city reports Highland Place has 2 matters
The city reports Steeplechase has 2 matters

The North Gate fountain renovation has been completed.
The landscaping of the sign at Lakeview and Coral Ridge has been completed. New light fixtures have been ordered for the top of the wall and they should be installed within the next month. The Board was reminded that half the cost of this project was paid for by the city.
The Board was informed that Eagle Trace has seen the first signs of White Fly infestation. This is an insect that eats Ficus hedges and trees. Mr. Brawer is working with Mr. Frank Miele and should be able to spray all community hedges and ficus trees within the next several weeks. The cost of equipment and chemicals should be less than $1000. Pest control companies gave bids of between $3000 and $5000 for just the hedge on the outside of the community. 2009 payment coupons in early December.
The Board was informed of the egg throwing incident at the West Gate on Friday, October 10, 2008 at 11:30pm. The attack caused about $500 in damage to the gatehouse computer. The guard on duty was hit in the back but was not injured.
On Saturday, October 11, 2008 vandalism was again done to the grass area along Burning Tree Lane.
The pavement at the East Gate was completed. A resident asked why only areas were done and why the color did not match the existing pavement. Mr. Brawer explained that the black will fade to gray over time and that the cost of asphalt did not warrant other areas being done just to allow the color to match.
The storm drain project is completed. The next renewal date for the community will be October 2013.
The Board was reminded that the annual Halloween Community Party will be held this Saturday. All Board members were urged to attend.
Mr. Brawer again review the plans for Halloween Night. These include:

8 Florida Highway Patrol officers have been retained for the evening.

One each will be placed at each gate
Five will be patrolling the streets in marked cars with warning lights on.

6 additional officers have been requested from United Global

One officer will be at each gate working along with the regular gate officer.
One officer will be in a golf cart patrolling along Coral Ridge Drive and Lakeview Drive.
The remaining two officers will help patrol the streets in both the car and the Eagle Trace truck.

5 community volunteers will be recruited to patrol in golf carts.
Mr. Brawer will be patrolling the entire community in his car.

Everyone will be informed that trick or treating will end at 10:00pm and that the police will escort visitors out of the community at that time. Residents will be asked to return to their homes.

The Telephone Notification System will be used to advise residents of these rules prior to Halloween Night.

TPC has agreed to our use of golf carts again this year.

NEXT MEETING

The next meeting of the Board of Governors will be held on Tuesday, December 9, 2008 at 7:30pm. The meeting will take place at the Hampton’s Clubhouse on Glenmore Drive. Residents will be notified of this change by gate signs and telephone notification. The change will also be posted on our web site..

ADJOURNMENT

The meeting was adjourned at 9:10pm.

Respectfully submitted,

Louis Brawer
Association Manager