DECEMBER 18, 2008
2:00 PM
Board Member(s) Present:
- Richard Moore, President
- Carl Brooks, Vice President
- Russ Long, Treasurer
- Nancy Aprile, Secretary
- Ray Shaffer, Director
- David Sari, Director
Also Present:
- Michael Walker, General Manager
- Kelly McGalliard, Operations Manager
Absent:
- Richard Sparks, Director
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 11/06/08 – Nancy Aprile made a motion to approve and waive the reading of the minutes from the Board of Directors’ Meeting of 11/06/08. Seconded by Carl Brooks; passed unanimously.
Approve & Waive Reading of Minutes – Executive Session of 11/06/08 – Carl Brooks made a motion to approve and waive the reading of the minutes from the Executive Session of 11/06/08. Seconded by Nancy Aprile; passed unanimously.
OPEN FORUM
Don Mann of 55-506 Pinehurst, stated he had nothing to address and is happy about the speed limit.
Robert Mott of 54-252 Oak Tree, stated he was here to listen.
John Gasper of 80-567 Oak Tree, thanked the board for turning on the heaters in the pools then addressed the lack of over seeding on the Stadium Course. John Gasper requested that the Board write the Stadium Course a letter asking that they over seed properly next year.
Richard Moore stated the association can’t really do anything about it as it is golf course property but will certainly bring it to their attention.
FINANCIAL
- Operating Fund Financial Statement as of 10/31/08 – Nancy Aprile made a motion to accept the Operating Fund Financial Statement as presented. Seconded by Russ Long; passed unanimously.
- Accounts Receivable Summary as of 11/15/08 – made a motion to accept the Accounts Receivable Summary as presented. Seconded by ; passed unanimously.
Russ Long made a motion to allow management to work out an acceptable payment plan with delinquent homeowners following specific guidelines determined by the board. The homeowner(s) can also request to go before the board of directors. Seconded by Nancy Aprile; passed unanimously.
- Assessment Collection Report Summary as of 11/30/08 – Nancy Aprile made a motion to accept the Assessment Collection Report Summary as presented. Seconded by Ray Shaffer; passed unanimously.
- Request for Board of Director’s Authorization to Record Delinquent Assessment Liens – Nancy Aprile made a motion to authorize Peters & Freedman to proceed with recording delinquent assessment liens on all nine accounts listed. Seconded by Ray Shaffer; passed unanimously.
P100-00120-323-01
P100-00223-317-04
P100-00119-316-02
P100-00101-008-03
P100-00707-165-03
P100-00228-399-02
P100-00206-070-04
P100-00204-428-03
P100-00102-029-02
- Reconstruction Fund Financial Statement as of 10/31/08 – Nancy Aprile made a motion to accept the Reconstruction Fund Financial Statement as presented. Seconded by Russ Long; passed unanimously.
OLD BUSINESS
Bob Hope Classic Use of Electricity at Pool Areas – Michael Walker stated our pool areas will not be used during the Bob Hope Classic. Instead, two generators will be on the course to provide electricity for the scoreboards.
Reconstruction-Gutter, Pool 7G, Units – Richard Moore gave an update on the reconstruction of the units and stated phase 2 of reconstruction is winding down. There are three units in question and depending on the results of these three units, the reconstruction crew will work through the first or second quarter of the year. The reconstruction crew is also working on courtyard gates as they are in need of repair.
Michael Walker also gave an update on repairs that will possibly be made from the remaining reconstruction funds. Pool 7G and the deck are still moving substantially. As a result, the Health Department closed the pool due to a trip and fall hazard. The trip and fall has since been repaired as best as possible. It may be necessary in the future to do something further with that pool. Funds may also be used for redoing the tile roofs. The membrane that the tiles sit on top of is starting to deteriorate from the cold and hot weather. Courtyard gates will also be repaired. The fiberglass on the gates is deteriorating. Another item for repair is the gutter on Firestone. The gutter has subsided approximately six inches not allowing water to drain. A bid has been received from Palomer Cement for cement repairs to the gutter in the amount of $37,982.23. The bid includes removing cement from drains on both sides of the street, removing and replacing the new curb, gutter and drain. This does not include digging a trench out to the lake. In house staff will dig the trench.
Carl Brooks made a motion to allow $45,000.00 for the repairs needed to the gutter on Firestone. $22,500.00 is to come from Reconstruction funds and the other $22,500.00 is to come from Reserve funds. Seconded by Nancy Aprile; pass unanimously.
Landscape Renovation – Richard Moore gave an update on the landscape renovation and stated prototypes will not be done street side but instead in large land mass areas where there is a lot of sod. About twelve areas around the complex have been identified where the prototypes can be implemented and water can be conserved in those areas. There are two common areas where the prototypes will be implemented immediately if approved by the board. Those areas are at the end of Arnold Palmer and at the end of Oakmont.
Ray Shaffer made a motion to immediately proceed with Landscape Prototypes in the common areas at the end of Arnold Palmer and Riviera and the end of Oakmont and Southern Hills at a cost not to exceed $70,000.00. Half of that amount is to come from Reconstruction funds and the other half from Reserve funds. Seconded by Nancy Aprile; pass unanimously.
Finance Committee – Richard Moore stated that reserve and reconstruction funds were invested in insured Smith Barney and Union Bank accounts.
NEW BUSINESS
Establish a Slate of Candidates – Richard Moore stated there are four members up for re-election, Ray Shaffer, Nancy Aprile, Carl Brooks and Richard Sparks. Richard Sparks will not be re-running. Homeowners Robert Mott and Don Mann are both interested in running for the board. Richard stated that homeowners need to have their resumes in by January 1, 2009.
Inspectors of Election – Richard Moore briefly stated this is something we need to do depending on the number of candidates that run for the board. Last year we did the Inspectors of Election with the association’s attorney at a cost of about $6,000.00. The reason is to keep everything on the up and up and so that somebody can’t come back to the association with questions. If only a few candidates run perhaps it won’t be necessary to spend $6,000.00 to have the attorney present.
Litigation Disclosure – Handout showing the outstanding lawsuits. No discussion.
Michael Walker gave a brief update about the leak in Lake SRP 2. A crack in the cement at the bottom of the lake was found. The waterfalls were stopped and severe cracks were also found in the waterfall. The liner has surfaced about five inches above the water but is still in tack. Lake SRP 2 is currently being pumped into Lake SRP 3.
David Sari made a motion to authorize the association $60,000.00 to find and repair the problem in Lake SRP 2 based on current knowledge. Seconded by Nancy Aprile; passed unanimously.
The next Board of Directors meeting is scheduled to be conducted on Thursday, February 19, 2009 at 2:00 PM.
David Sari made a motion to adjourn the meeting at 3:55 PM. Seconded by Nancy Aprile;
passed unanimously.
EXECUTIVE SESSION
An Executive Session was conducted immediately following the Board of Directors’ Meeting with the Board of Directors and Operations Manager.
Respectfully submitted,
Nancy Aprile, Secretary
PGA WEST Residential Association, Inc. Board of Directors
Board of Directors’ Meeting
