BOARD OF GOVERNORS REGULAR MEETING
MINUTES
Tuesday, September 25, 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, and Mickey Berk.

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

Management: Lou Brawer

Attorney: Steve Weinberg Esq.

Accountant: Carol Eskew

Mr. Friedman opened the meeting by thanking everyone for attending tonight’s meeting. He introduced our new Administrative Assistant Marian Frey and told everyone about what a great addition she is to our staff. He then went on a stated that tonight’s meeting may be long due to the presentation by our landscape architect.

He then went one to inform the Board that there is information in their packets concerning a proposal that was received from Advanced Cable Communications. If there is time tonight the Board will discuss this matter.

He also stated that a copy of the preliminary 2008 budget. Board members were asked to review this over the coming weeks in preparation for the budget meeting which will be held on October 16, 2007.

 

APPROVAL OF THE MINUTES

 

Mr. Friedman asked that a MOTION be made to accept the Minutes from the Regular meeting held on August 21, 2007.

A MOTION was made by Mr. Berk and seconded by Mr. Eisensmith to approve the Minutes of this meeting. THE MOTION PASSED 4 YES and 0 NO.

FINANCIAL REPORT

 

Carol Eskew from Goldman and Juda presented the Financial Report:

                        For the month of August the Master Association was overer budget by $17,942.
                        Year to date the Master Association is under budget by $49,091.

                        The Reserves for the community as of July 31, 2007 are $723,137.

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

 

LEGAL REPORT

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 advise the Board that there are ten units that have not responded to the collection letters. This is higher than usual for the last month of the quarter. He along with Goldman and Juda will monitor this closely in the months ahead.

Finally Mr. Weinberg suggested that the Board review our collection policy in light of the recent changes to the State Statues.

 

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. 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. She has already started to work on new projects and procedures for the community.
  2. Mr. Brawer reported that the new generator for the office has been fully installed and is working. All other aspects of our hurricane preparation plan is up and ready to go.
  3. Inspections for the month of September have been completed. Marian has been trained on inspections and will start doing some next month under Mr. Brawer’s supervision.
  4. The Recreation Center is working smoothly. The Women’s Broward League Tennis Team has started their fall season. We wish them the best of luck.
  5. Mr. Brawer informed the Board that their have been some service issues with Wackenhut and that he is working with their management team on corrective measurers.
  6. The next issue of the “Eagle Tracer” will be sent out after the Halloween Block Party which is scheduled for October 27, 2007.
  7. All plans are in place for Halloween evening.
  8. As mentioned earlier the 2008 Preliminary Community Budget  is in the packet and will be discussed at the next meeting. Board members with questions should call Mr. Brawer.

 

ARC REPORT

 

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

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

LANDSCAPE ARCHITECT PRESENTATION

Mr. Friedman introduced Mr. Rhett Roy the landscape architect that was retained by the Board to prepare the community master plan. He gave a brief history of Mr. Roy’s experience and noted that he has been around Coral Springs for the last 30 years.

Mr. Roy started his comments by reviewing the procedure that he followed in coming up with the conceptual designs that will be presented later this evening. The following were his steps:

  1. He collected data from the city and from the Association Manager that included site plans and historical information.
  2. He then performed a physical inventory of each of the gates.
  3. He then analyzed all the data and finally come up with the conceptual designs.

Mr. Roy stated that he did not want to totally rip out all the plant material since one of the key characteristics of Eagle Trace is its maturity of plant material and trees. He will try to keep as many of the trees as possible since most are in very good condition.

He then started to explain who he arrived at his design for the North Gate. He first showed a drawing of what is currently on the site and explained the inventory list that went along with it. He then showed a drawing that showed the areas of the gate and the different traffic patterns that need to be looked at in coming up with a design. Finally he showed the Board his concept and explained each change that he is proposing as well as explaining why he chose certain plant materials over others.

He then went on and did the same presentation for both the East and the West gates and showed how the looks will tie in with each other.

Finally Mr. Roy asked the Board if they liked the concept which they did and said that he will now go back and formulate a budget with the help of Nina Potter which will give a high and low range for each gate. Once this is completed he will come back and explain the budget and assist the Board in making changes if needed to fit the financial constraints of the community. Once this phase of the design project is complete construction drawings can be done and permits applied for.

Mr. Friedman thanked Mr. Roy for his fine presentation and stated that he looks forward to seeing his budget and moving forward on this project.

BULK CABLE TELEVISION PROPOSAL

Mr. Friedman announced that Mr. Morrow was approached by Advanced Cable Communications for a bulk cable television contract for the community. He then turned the floor over to Mr. Morrow who explained the proposal.

Mr. Morrow explained that he was approached by the Bulk Sales manager about a bulk cable television and high speed internet program for all Eagle Trace residents. The cost per resident per month will be $57.50. This fee would be included in each resident’s assessment and all will be required to pay it.

Advanced Cable offered the community the following incentives:

  1. Cable and internet service to each gatehouse and the Administrative Office.
  2. A community cable channel
  3. An upfront cash payment to the community

Mr. Brawer presented a survey letter that was recommend be mailed to each resident to see if there is an interest within the community.

A MOTION was made by Mr. Morrow and seconded by Mr. Eisensmith to spend up to $1,200.00 to send out the survey. MOTION PASSED 4 YES and 0 NO.

Mr. Friedman asked that a final draft of the cover letter and survey be sent to each Board member prior to it being mailed out.

There will be additional discussion on this matter at future meetings.

NEW BUSINESS & AUDIENCE COMMENT

 

Mr. Friedman asked if there was any new business to come before the Board and since there was none he opened the floor up to Audience comments:

  1. A new resident that did not give her name came to hear about her new community. She said that she was pleased with what she heard tonight.

 

ADJOURNMENT

 

The meeting was adjourned at 9:35pm. The next meeting is scheduled for October 16, 2007. This meeting will be the annual budget meeting in addition to a regular business meeting.

Respectfully submitted,

Louis Brawer
Property Manager