SEPTEMBER 11, 2008
2:00 PM
Board Member(s) Present:
- Richard Moore, Treasurer
- Nancy Aprile, Secretary
- Russ Long, Director
- Ray Shaffer, Director
Board Member(s) Absent:
- Michael Fry, President
- Carl Brooks, Vice President
- Richard Sparks, Director
Also Present:
- Mike Walker, General Manager
- Kelly McGalliard, Operations Manager
CALL TO ORDER
Richard Moore called the meeting to order at 2:00 PM in the PGA WEST Residential Association Customer Service Center Meeting Room.
MINUTES FOR PREVIOUS MEETINGS
Approve & Waive Reading of Minutes – Board of Directors’ Meeting of 6/26/08 – Nancy Aprile made a motion to approve and waive the reading of the minutes from the Board of Directors’ Meeting of 6/26/08. Seconded by Ray Shaffer; passed unanimously.
Approve & Waive Reading of Minutes – Executive Session of 6/26/08 – Nancy Aprile made a motion to approve and waive the reading of the minutes from the Executive Session of 6/26/08. Seconded by Russ Long; passed unanimously.
OPEN FORUM
No homeowners or residents present for Open Forum.
FINANCIAL
- Operating Fund Financial Statement as of 07/31/08 – Russ Long made a motion to accept the Operating Fund Financial Statement as presented. Seconded by Nancy Aprile; passed unanimously.
- Accounts Receivable Summary as of 08/15/08 – Nancy Aprile made a motion to accept the Accounts Receivable Summary as presented. Seconded by Russ Long; passed unanimously.
- Assessment Collection Report Summary as of 08/25/08 – Nancy Aprile made a motion to accept the Assessment Collection Report Summary as presented. Seconded by Russ Long; passed unanimously.
- Reconstruction Fund Financial Statement as of 07/31/08 – Nancy Aprile made a motion to accept the Reconstruction Fund Financial Statement as presented. Seconded by Russ Long; passed unanimously.
- Request for Board of Director’s Authorization to Record Delinquent Assessment Liens – Russ Long made a motion to authorize Peters & Freedman to proceed with recording delinquent assessment liens on all 11 accounts listed. Seconded by Ray Shaffer; passed unanimously.
P100-00206-064-01
P100-00226-372-02
P100-00708-186-03
P100-00708-136-01
P100-00101-009-01
P100-00704-061-04
P100-00702-032-01
P100-00708-182-01
P100-00104-072-02
P100-00121-341-02
P100-00119-309-02
OLD BUSINESS
Ratify Ballot of July 22, 2008 Regarding Develop and Maintain Website – Nancy Aprile made a motion to ratify the ballot which approved of the development and maintenance of pgawest.org. Seconded by Russ Long; passed unanimously.
Ratify Ballot of August 11, 2008 Regarding Summer Reserve Work – Nancy Aprile made a motion to ratify the ballot which approved of summer reserve pool, spa, furniture and deck work. Seconded by Russ Long; passed unanimously.
Proposal Extra Service Regarding Soil Movement Survey, Nolte Engineering – Nancy Aprile made a motion to approve Nolte Engineering for their extra services regarding soil movement surveying. Task 1, which is to check the 110 points that were established in the past, in the amount of $7,770 and Task 2, which is to establish four (4) control monuments so the earth movement can be better monitored, in the amount of $4,200 Seconded by Russ Long; passed unanimously.
Proposal Geotechnical Engineering Services, Earth Systems – Nancy Aprile made a motion to approve Earth Systems Geotechnical Engineering Services proposed in the amount of $3,000. Seconded by Russ Long; passed unanimously.
Pool Repair Recommendations Pool 7-G, D.S.I. Structural Engineering – Three repair options were presented. Additional options to follow, pending receipt of information from ongoing study. No action required; none taken.
Proposal Amended RV Access Permit – Discussion ensued regarding the proposal to change the current rule that RVs may not be parked in excess of 24 hours within a 72 hour time period. The Board of Directors tabled the matter until the next Board meeting, at which time a further revised Access Agreement will be presented for consideration.
Agreement Regarding Noise Abatement Riverside County Lake Cahuilla – Nancy Aprile made a motion to approve renewing the noise abatement agreement with Lake Cahuilla / Riverside County in the amount of $1,125. Seconded by Ray Shaffer; passed unanimously.
NEW BUSINESS
Foam Roof Bid Opening – The three bids received for foam roofing were opened and discussion was tabled until the Executive Session.
Set Date and Time for 2009 Budget Workshop October 23, 2008 2:00 P.M. – The budget workshop is scheduled to begin at 1:00 P.M. on Thursday, October 23, 2008.
Request from Community Association Institute Regarding CLAC Contribution – Russ Long made a motion to decline the request from Community Association Institute to contribute a dollar per door to CLAC. Seconded by Nancy Aprile; passed unanimously.
Letter from Valley Pools Regarding 2009 Pool Maintenance Contract – Nancy Aprile made a motion to approve the contract as submitted by Valley Pools to perform all operating repairs at a fixed rate of $10,400. per month, for the year 2009. Seconded by Ray Shaffer; passed unanimously.
Letter from Sunshine Landscaping Regarding 2009 Landscape Contract – Nancy Aprile made a motion to approve the contract as submitted by Sunshine Landscaping for service in 2009, in the amount of $2,305,716, which reflects a 1% increase over the 2008 landscape contract. Seconded by Ray Shaffer; passed unanimously.
Proposal LaBarre/Oksnee Insurance Regarding October 2008 to October 2009 Policy Period – Carol Fulton from LaBarre/Oksnee presented the proposed insurance policies for master, umbrella, fidelity, directors and officers, earthquake and work comp. Russ Long made a motion to approve the insurance proposal from LaBarre/Osknee Insurance Agency. Seconded by Nancy Aprile; passed unanimously.
Resolution to Borrow Prepaid Insurance Payment from Reconstruction – Ray Shaffer made a motion that the Board resolve to temporarily borrow from the Reconstruction Account monies to fund the prepayment of 2008-2009 Earthquake and Master Policy Insurance, with the stipulation that the money will be repaid from assessment revenue within twelve months. Seconded by Russ Long; passed unanimously.
Steve Valsvig of Valley Pools gave a verbal presentation regarding the Virginia Graeme Baker Pool and Spa Safety Act; a new federal law that President Bush signed on December 19, 2007. All pools and spas throughout PGA West Residential Association will need to have new ANSI stamped drains installed to prevent suction entrapment. These installations will need to begin prior to December 19, 2008. Steve recommends that the Association obtain bids from other vendors for the installation of the new drains. The Association’s insurance agent, Carol Fulton stated in the event an incident should occur in this policy period, that the HOA will be covered by the 10/08-10/09 master policy as there is no exclusion in our insurance policy. The Board will discuss this matter further and decide how they are going to approach compliance with the law and how the project will be funded.
Dick Fletcher and John Hartfield from Global Jet Ambulance Plus made a verbal presentation. Global Jet Ambulance Plus is a service that provides transportation for individuals, families and seniors if they become sick or injured while at a location over 150 miles from home. If an individual is hospitalized, Global Jet Ambulance Plus will pick them up anywhere in the world. Their medical jet is fully equipped with two medics and two pilots and will fly the ill individual to their home hospital. This service is not to be mistaken with insurance; it is a yearly membership. Dick Fletcher and John Hartfield have been working with other homeowners’ associations as well. Richard Moore stated it is something the Board may be interested in and that the Board may consider making the service available to PGA WEST Residential Association, Inc. homeowners at a reduced rate.
Proposal 2009 Irrigation Maintenance, Dick Horiuchi – Nancy Aprile made a motion to approve the Irrigation Maintenance Proposal as submitted by Dick Horiuchi for service in 2009, in the amount of $68,666.00 annually. Seconded by Russ Long; passed unanimously.
The next Board of Directors meeting is scheduled to be conducted on Thursday, October 30, 2008 at 2:00 PM.
Nancy Aprile made a motion to adjourn the meeting at 3:50 PM. Seconded by Ray Shaffer; passed unanimously.
EXECUTIVE SESSION
An Executive Session was conducted immediately following the Board of Directors’ Meeting with the Board of Directors’ and General Manager and Operations Manager. Foam Roofing Contract, Landscape Renovation Prototype Contract, MC Builders Painting Contract and pending litigation were discussed.
Respectfully submitted,
Nancy Aprile, Secretary
PGA WEST Residential Association, Inc.
Board of Directors
Board of Directors’ Meeting
