BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, September 23, 2008 – 7:30 P.M.
Eagle Trace Management Office

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

Absent: None

Management: Lou Brawer

Frank, Weinberg & Black: Steve Weinberg Esq.

Goldman, Juda, and Eskew: Carol Eskew CPA

Mr. Friedman opened the meeting by thanking everyone for attending this meeting. He apologized for having to make the last minute move to the Management Office.

Mr. Friedman also thanked Phil Huber and Dr. Eric Ackerman for the excellent security seminar that was held last week. He said that it was very informative and he hopes that it will be able to be repeated in the future.

Mr. Friedman said the due to Mrs. Frank’s resignation at the last meeting that the position of Secretary was now open. He asked for nominations.

Mr. Scatcherd made a MOTION that Mrs. Renee Waltz be elected Secretary of the Eagle Trace Board of Governors. The MOTION was seconded by Mr. Berk and the MOTION PASSED 7 YES and 0 NO. Mrs. Waltz accepted the position.

APPROVAL OF THE MINUTES

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular Meeting held on August 26, 2008.
A MOTION was made by Mr. Eisensmith and seconded by Mr. Berk to approve the Minutes of this meeting. THE MOTION PASSED 7 YES and 0 NO.

FINANCIAL REPORT

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

For the month of August 2008 the Master Association was under budget by $2,630. Year to date the community is under budget by $32,910.

The Community Reserves as of August 31, 2008 are $600,952.

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

LEGAL REPORT

Mr. Weinberg reported that there are currently 40 collection matters with his office:
                                    10 units received collection letter
3 units have had a Claim of Lien recorded against them
                                    2 units are in Association Foreclosure
                                    16 units are in bank foreclosure
                                    4 units are in bankruptcy
                                    5 units have paid in full

Mr. Weinberg then explained some of the different collection issues and what the community can expect in the near future. He was concerned about the increase in bank foreclosure and Association foreclosures but he was also pleased that there were 5 settlements.

Mr. Weinberg reviewed certain specific collection matters and asked the Board for authorization to move forward on additional Association foreclosures. The Board agreed with his suggestions.

Mr. Weinberg finally reported that he is working closely with Mr. Brawer on violations and the maintenance of vacant properties.

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 off by thanking the Board for their trust as he completed his eighth year of service to the community. He looks forward to the future but is concerned with how residents are responding to the rules and regulations of the community. He passed out copies of the community’s New Resident Orientation Guide and asked Board members to review it and come back with suggestions for changes.
2. Mr. Brawer then went on to inform the Board that he feels that it is extremely important for the Board to investigate changing for our current clicker system to newer technology. He is working on a report that will be presented to the Board for discussion at the next meeting.
3. The violation tracking software is up and running and letters using this software will be sent out in October. Marian is currently verifying that all data was imported correctly.
4. The telephone notification system is also up and running. Due to some technical problems the first several calls were not as successful as we were promises. The vendor has issued a credit to Eagle Trace as compensation for the problems.
5. Board members were given copies of the first draft of the 2009 budget for their review. They were asked to direct suggestions to Mr. Friedman and Mr. Morrow.
6. Neighborhood Association collections are being closely monitored and currently there are no major problems.
7. The renovations to the North Gate fountain have been completed and it is hoped that everyone is happy with the final results.
8. The palm trees that were approved still are not available. This is good for Eagle Trace since we are now looking for delivery closer to the end of hurricane season.
9. The sod along Eagle Trace Blvd. West will be installed this week. This project was delayed due to recent rain storms and flooding at the sod farms.
10. Work has begun on the landscaping at the corner of Lakeview and Coral Ridge Drive. This work will be completed by the end of the week.
11. Mr. Brawer and Ms. Nina Potter talked about the landscaping at the North Gate and the need to move forward quickly with this phase of the landscaping plan. A new proposal will be presented to the Board at the next meeting. As part of the plan the idea of using planters along the north sidewalk was discussed and will be looked into further.
12. It was reported that 35 people attended the security seminar. Mr. Huber will do follow up calls with those that attended and offer a free security evaluation of resident’s homes. Board members were given copies of the Powerpoint presentations. It was announced that the video of the seminar will be put unto the web site shortly.
13. The gatehouse camera project is still being evaluated and now will be looked at in addition to a change in the clicker system.
14. There have been no recent problems with early morning noise coming from T.P.C. Mr. Brawer thanked Mr. Bartolec for living up to his 7 point plan.
15. The paving of the East Gate will begin next Monday. It will be done one lane at a time and it will not be necessary to close the gate for any extended time. Work will start at 9:30 each morning and will end by 4:30 each afternoon.
16. The storm drain cleaning and inspection project has been completed. Lots of trash was removed especially bags of pet waste.
17. Planning is under way for the Halloween party on Saturday, October 25, 2008.
18. Plans for Halloween night are as follows:
1. 8 Florida Highway Patrol officers have been retained for the evening.
1. One each will be placed at each gate
2. Five will be patrolling the streets in marked cars with warning lights on.
2. 6 additional officers have been requested from United Global
1. One officer will be at each gate working along with the regular gate officer.
2. One officer will be in a golf cart patrolling along Coral Ridge Drive and Lakeview Drive.
3. The remaining two officers will help patrol the streets in both the car and the Eagle Trace truck.
3. 5 community volunteers will be recruited to patrol in golf carts.
4. 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.

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 approved as recommended by the committee. MOTION PASSED 7 YES and 0 NO.

NEW BUSINESS & AUDIENCE COMMENTS

Mr. Friedman opened the floor to new business and audience comments. No comments or questions were raised.

NEXT MEETING

The next meeting of the Board of Governors which will be both a Regular Meeting and the annual Budget Meeting will be held on Tuesday, October 21, 2008 at 7:30pm. The location of the meeting will be determined once we determine if TPC will be available. Residents will be notified by telephone calls signs, and announcements on our web site.

ADJOURNMENT

The meeting was adjourned at 8:50pm.

Respectfully submitted,

Louis Brawer
Association Manager