MEETING OF THE BOARD OF DIRECTORS July 3, 2012 2:00 PM ...

MEETING OF THE BOARD OF DIRECTORS
July 3, 2012 2:00 PM Speakers Hall, Sunset View Clubhouse
DRAFT MINUTES
CALL TO ORDER: President Willacker called the meeting to order at 2:00 p.m.
PLEDGE OF ALLEGIANCE: All recited the Pledge of Allegiance
DIRECTORS PRESENT: John Willacker, Don Hein, Anne Leach, Bobbi Hoffman, Steve
Bailey and Gary Schwertly
DIRECTOR ABSENT: Larry Holbrook
STAFF PRESENT: Steve Campbell, Dana Barrena, Todd Chaloux, Dorene Schiavone,
Clay Hubbard, Mitch Meyer, Francesca Holmbo, John McLaughlin, Christina Ayala, Ira
Rosenthal and Wayne Guralnick, Corporate Counsel
GUEST: Lieutenant Matt Martello, County of Riverside Sheriff’s Station, Thermal
Motion - Bobbi Hoffman moved to amend the agenda to add District 14
Neighborhood Cost Centers (NCC) 100 and 101 assessment reductions under
New Business. This immediate action is necessary and came to the Board’s
attention after the agenda was posted. The motion was seconded by Gary
Schwertly. As all were in favor, the motion carried unanimously.
PAST MINUTES: Board of Directors Meeting minutes of June 5, 2012. Joint Board of
Directors/Strategic Business Plan Committee Meeting minutes of May 15, 2012
Motion – Don Hein moved to approve the Board of Directors Meeting minutes of
June 5, 2012 and the Joint Board of Directors/Strategic Business Plan
Committee Meeting minutes of May 15, 2012. The motion was seconded by
Anne Leach. As all were in favor, the motion carried unanimously.
EXECUTIVE SESSION DISCLOSURE:
The Board held an Executive Session on June 4, 2012 to discuss contracts, personnel
matters.
CONSENT CALENDAR:
Association Documents Committee: Jun 20, 2012
Compliance Committee: Jun 7, 2012
Emergency Preparedness Committee: Jun 6, 2012
Finance Committee: Apr 27, 2012
Fitness and Recreation Committee: May 8, 2012
Follow-On Cable TV Ad Hoc Committee: Jun 7, 2012
Food and Beverage Committee: Jun 4, 2012
Insurance Committee: May 24, 2012
Library Committee: Jun 19, 2012
Lifestyle Enhancement Committee: May 17, Jun 7, 2012
Lifestyle Enhancement Subcommittee: May 22, 29, Jun 12, 2012
News & Views Committee: May 24, 2012
Public Safety Committee: Jun 13, 2012

Strategic Business Plan Committee: May 10, 31, 2012
Motion – Bobbi Hoffman moved to accept and approve the Consent Calendar
Minutes. The motion was seconded by Gary Schwertly. As all were in favor, the
motion carried unanimously.
MANAGEMENT and FINANCIAL REPORT: Steve Campbell, General Manager
Financial Report:
The May 2012 financial statements have been reviewed by the Finance Committee
and are available in the library, and on the website for resident review.
Through May 31, 2012, a favorable variance versus budget of more than $735,000 is
reported. The increase from the previous month is due mainly to continued savings in
the non-revenue producing maintenance departments. Lower utility costs, a mild
winter which led to lower all around plant replacement costs and continued diligence
by department managers are all factors in the increase in the positive variance.
The updated forecast now projects a favorable year-end variance versus budget of
$778,757. A large portion of this variance ($360,000) will be carried forward into the
new fiscal year, which began on July 1, 2012. Staff will work with the Finance
Committee and the Board of Directors to best determine how to utilize any funds in
excess of the $360,000 after the audit is completed for the 2011-2012 fiscal year.
The circumstances involving the Association’s prior workers compensation insurance
company is still ongoing. A full report will be given once this situation has been
resolved.
And on a final note, a big “Thank You” goes out to all our residents who dine in
Boulevards bar and grille. For the second year in a row Boulevards has exceeded the
One Million Dollar mark in revenue with a total of $1,054,180.
The Association continues to be in sound financial condition.
Management Report:
Coyote incidents:
There have been two residents bitten by coyotes within the Association’s boundaries
over the past three weeks. The first incident was in District 3 in the evening. The
resident was gardening along the golf course wall and was bitten on the calf from
behind. The second incident occurred in District 10 near 11. The resident was
walking in the early morning before sunrise and was bitten from behind on the calf.
The California Department of Fish and Game and the US Department of Agriculture
responded immediately, trapped and humanely destroyed one animal and shot the
second. This operation was directed by the California Department of Fish and Game
with the full cooperation SCPDCA. Please follow the safety information which has
been distributed on the SCPDCA website, district emails and on channel 98. The
Association urges you not to feed any coyotes or wildlife.
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MV Fitness Center locker rooms:
The Mountain View Fitness Center Locker Rooms will be remodeled. The main
entrance to the fitness center will be closed to all residents and guests. Entry
will be at the swipe gate closest to the street at the outdoor pool area. The bicycle
parking area will be closed. The fitness center will be open during construction.
Both locker rooms and the entry areas to the locker rooms will be closed to the general
public. Residents will have to utilize the outdoor pool restrooms or the Pro Shop
restrooms for the entire duration of the project. Since no lockers will be available, only
the small storage compartments are available. There will be no room for large fitness
bags, suitcases, etc. Entry to the indoor pool will be through the outdoor pool doors.
Entry to the fitness area will be from the outside patio. Monitors will assist with entry to
the fitness center and directions to the restrooms.
Food and Beverage updates:
For our summer entertainment, Randy and Marilyn of Rodeo Drive will continue to
play your favorite tunes on Monday, August 6. There is a $7.00 cover charge at the
door. A La Carte menu will not be available through the summer months. Join us for
our next Cool Summer Nights Show, featuring Marilyn and Randy of Rodeo Drive. The
special show presentation is on Monday, August 20 in The Sierra Ballroom, from 6:00
to 8:00 p.m. Happy Hour cocktails and a special buffet are available (please note:
$13.00 buffet is only available by purchasing tickets in advance at the Events
Department). Regular a La Carte menu will not be available during the summer
months.
.
Golf Updates:
Physical Assistance Cards for the 2012-2013 fiscal year are now available in the
Santa Rosa Pro Shop. A valid DMV Certificate or Physician’s note is required to
qualify for these cards. The summer golf league is going strong and running every
other week on Saturdays. The cost is $40 and includes prizes and green fees. See
the golf shop staff for more information.
Grounds and maintenance
On Monday July 30, the Santa Rosa golf course will be closed until August 6 due to an
aggressive aeration. The golf course will reopen for play on Tuesday, August 7.
COMMITTEE REPORTS: Finance Committee, Bill Dani
Although there is a negative variance from budget for the month of May, there is a
positive variance from budget for the first eleven months of our fiscal year. The
Finance Department’s latest update of the forecasted results to year end shows a
growing positive projected variance.
The May golf play revenues were slightly under budget but remain over budget for
the year-to-date budget comparisons.
Food and beverage net income from operations continues to be over budget for the
year to date comparisons, due to Boulevards having an outstanding year.
There are two areas of significant savings in indirect operating expenses for
common area maintenance. The first is for utilities, mostly from electricity, due to
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measures undertaken by management for conservation and efficiency; and the
second is for tree and plant replacements due to favorable wind and weather
conditions for this fiscal year.
As has been previously mentioned, management continues to address the budget
challenges for both food and beverage operations, operating expenses and is
focused on continuing to maximize golf revenues.
There were no purchases, sales or maturities in our reserve fund investment
portfolio in May. Our portfolio continues to perform well.
The Finance Committee recommends the approval of the following Board Action
Items (BAIs):
o 12-07-109 - to authorize the purchase of Forty (40) Windows 7
desktop workstations, sixteen (16) all-in-one Elo 19" point of sale
(POS) touch screen stations with built in credit card processing and
one (1) laptop computer for a total of $94,847.00 to be paid from
reserves.
o 12-07-114 - to authorize the purchase of a Cleveland, gas Braising
Pan for the Ventana kitchen from Edward Don & Co. in the amount of
$16,544.14 (includes freight and taxes) to be paid from reserves.
The opinion of the Finance Committee is that the Association remains in a good
financial position.
President Willacker – Thanked Mr. Dani and the Finance Committee Members for
their hard work and dedication.
COMMITTEE CHAIR RECOGNITION: President Willacker
The following Committee Chairs who are stepping down were recognized for their
volunteerism, commitment and dedicated service to their respective committees. All
were presented with Certificates of Recognition from the Board of Directors on behalf
of the Association.
Bernard Faber – Election Committee, 2011 – 2012
Louise Erickson – Fitness and Recreation Committee, 2010 – 2012
Mike Suchey – Golf Committee, 2011 – 2012
Pat DeLuca – News & Views Committee, 2004 – 2012
Frank Calley – Public Safety Committee, 2011 – 2012
Regina Cain – Strategic Business Plan Committee, 2005 – 2012
[Following the presentation, a round of applause was given by those in attendance]
BOARD ACTION ITEMS:
12-07-101 – Authorize Guralnick & Gilliland, LLP, as the Association’s attorney and
agent, to execute and record assessment liens pursuant to the
Association’s Collection Policy:
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Motion – Anne Leach moved to authorize Guralnick & Gilliland, LLP, as the
Association’s attorney and agent, to execute and record assessment liens on
the following properties pursuant to the Association’s Collection Policy. The
motion was seconded by Bobbi Hoffman. As all were in favor, the motion
carried unanimously.
Lot 49 Tract 28977 Lot 144 Tract 28976 Lot 60 Tract 28976
Lot 140 Tract 29879-1 Lot 224 Tract 27221 Lot 21 Tract 28799
Lot 10 Tract 27220 Lot 57 Tract 28978-1 Lot 331 Tract 27304
Lot 16 Tract 29880 Lot 54 Tract 27365-1 Lot 76 Tract 27500
Lot 30 Tract 27221 Lot 113 Tract 27365-2 Lot 80 Tract 27220
Lot 6 Tract 27220 Lot 151 Tract 27221 Lot 20 Tract 28288
Lot 81 Tract 28926
12-07-102 – Approve and appoint members to the 2012-2013 SCPDCA Committee
Rosters.
Motion – Anne Leach moved to approve and appoint members to the 2012-2013
SCPDCA Committee Rosters as amended to correct typographical errors. The
motion was seconded by Don Hein. As all were in favor, the motion carried
unanimously.
President Willacker – Thanked all who volunteered and noted there are still openings
on some of the committees; the Association is always looking for volunteers. Refer to
the website www.scpdca.com for volunteer opportunities.
12-07-103 – Approve the revision of the Strategic Planning Committee Charter.
Motion – Gary Schwertly moved to approve the revision of the Strategic
Planning Committee Charter. The motion was seconded by Don Hein. As all
were in favor, the motion carried unanimously.
12-07-104 – Authorize the execution of a one (1) year golf advertising contract with Desert
Radio Group.
Motion – Don Hein moved to authorize the execution of a one (1) year golf
advertising contract with Desert Radio Group in the amount of $10,020.00 for
radio advertising to be paid from operations. The motion was seconded by
Bobbi Hoffman. As all were in favor, the motion carried unanimously.
Anne Leach – Verified that the new contract represents a cost reduction from what
had been negotiated with Desert Radio Group in prior years. The total
dollar amount for both radio and print media advertising is
approximately the same as last year because the print media
advertising rate increase offset the radio advertising rate.
12-07-105 – Authorize the execution of a one (1) year golf advertising contract with the
Desert Sun.
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Motion – Steve Bailey moved to authorize the execution of a one (1) year golf
advertising contract with the Desert Sun in the amount of $35,100.00 for print
media advertising to be paid from operations. The motion was seconded by
Gary Schwertly. As all were in favor, the motion carried unanimously.
12-07-106 – Authorize a one (1) year renewal of the gate maintenance contract with
Desert Technician.
Steve Campbell – Desert Technician has been involved with the gate system since its
inception and is most knowledgeable about this system and its software. The
company is available 24/7 for service and we recommend continuing the relationship
with Desert Technician for another year.
Motion – Anne Leach moved to authorize a one (1) year renewal of the gate
maintenance contract with Desert Technician at the current annual contract
price of $30,000.00 ($2,500.00 per month) for gate maintenance services, to be
paid from security operating budget for fiscal year 2012/2013. The motion was
seconded by Bobbi Hoffman. As all were in favor, the motion carried
unanimously.
12-07-107 – Authorize Associated Engineering Consultants, Inc. to develop plans
specifications and bid documents for seal coating residential streets.
Motion – Steve Bailey moved to authorize Associated Engineering Consultants,
Inc. to develop plans, specifications and bid documents for seal coating the
residential streets in Districts 8, 9,10,11,12 and 13 and the portion of Del Webb
Boulevard south of the bridge at Sunrise Mountain View to Washington St. for
an amount of $9,460.00, including a 10% contingency, to be paid from reserves.
The motion was seconded by Gary Schwertly. As all were in favor, the motion
carried unanimously.
Anne Leach – Every year that we have a major resurfacing project we hire
consultants to develop these plans. Is the bid competitive with other consulting firms
Mitch Meyer – Verified that the bid is comparable and the Association has a good
working relationship based on past experience with Associated Engineering
Consultants.
Steve Bailey – Questioned the time frame for this project and how long the resurface
material will last until the streets identified in this project need resurfacing again.
Mitch Meyer – Seal coating lasts three (3) years, there may be new products and
processes available when the streets need it again. There may also be new
requirements the next time such as crack fill.
12-07-108 – Authorize a three (3) year contract to West Coast Networking (WCN) to
provide computer networking and support services.
Motion – Gary Schwertly moved to authorize a three (3) year contract to West
Coast Networking (WCN) to provide computer networking and support services
at a rate of $750.00 per month and $95.00 per hour for labor to be paid from the
Operating Budget. The motion was seconded by Don Hein. As all were in favor,
the motion carried unanimously.
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12-07-109 – Authorize the purchase of Forty (40) Windows 7 desktop workstations,
sixteen (16) all-in-one Elo 19" point of sale (POS) touch screen stations with
built in credit card processing and one (1) laptop computer.
Motion – Bobbi Hoffman moved to authorize the purchase of Forty (40) Windows
7 desktop workstations, sixteen (16) all-in-one Elo 19" point of sale (POS) touch
screen stations with built in credit card processing and one (1) laptop computer
for a total of $94,847.00 to be paid from reserves. The motion was seconded by
Steve Bailey. As all were in favor, the motion carried unanimously.
Todd Chaloux – All workstations and point of sale systems are at least seven (7)
years old and have reached the end of their useful life. New hardware and software is
now available to improve efficiency and utilize improved data transfer and capacity
relating to the Fiber Optic cable.
Gary Schwertly – Reviewed the new hardware and software with Steve Campbell and
Todd Chaloux and initially questioned why the software was to be installed universally
rather than specific to each workstation. Mr. Schwertly outlined the reasons provided
by staff for the universal software access.
12-07-110 – Authorize the replacement of fourteen (14) pieces of fitness equipment to be
purchased from Advanced Exercise Equipment, one (1) new T5-NuStep and
one (1) new Cybex-The Dumbell Man.
Motion – Gary Schwertly moved to authorize the replacement of fourteen (14)
pieces of fitness equipment to be purchased from Advanced Exercise
Equipment, one (1) new T5-NuStep and one (1) new Cybex-The Dumbell Man
totaling $78,605.63 to be paid from reserves. The motion was seconded by Anne
Leach. As all were in favor, the motion carried unanimously.
Gary Schwertly – Described the new equipment in further detail as he was involved in
the process working with the Fitness Department and the Fitness Committee Chair. It
was noted that this new equipment is to replace existing equipment that has reached
the end of its useful life.
12-07-111 – Approve C & C Flooring to install new carpet in the Saddleback and Idyllwild
Rooms, Food and Beverage Offices in the Mountain View Clubhouse and the
Accounting Offices in the Sunset View Clubhouse.
Motion – Don Hein moved to approve C & C Flooring to install new carpet in the
Saddleback and Idyllwild Rooms, Food and Beverage Offices in the Mountain
View Clubhouse and the Accounting Offices in the Sunset View Clubhouse for a
total price of $13,277.00, including a 10% contingency, to be paid from reserves.
The motion was seconded by Steve Bailey. As all were in favor, the motion
carried unanimously.
12-07-112 – Authorize the purchase of Furniture and Fixtures for the Lobby/Seating area
of the Mountain View Fitness Center.
Motion – Anne Leach moved to authorize the purchase of Furniture and Fixtures
for the Lobby/Seating area of the Mountain View Fitness Center in the amount of
$18,440.97, which includes a 10% contingency to be paid from Reserves. The
motion was seconded by Don Hein. As all were in favor, the motion carried
unanimously.
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Steve Bailey – Noted there was no couch included in the furniture order and
explained the reasoning behind the seating choice.
12-07-113 – Approve the purchase of equipment and services related to the installation of
a low-power emergency AM radio station.
Motion – Don Hein moved to approve the purchase of equipment and services
related to the installation of a low-power emergency AM radio station. The
equipment and services will be provided by several vendors at a cost of
$34,062.00, including a ten percent (10%) contingency, to be paid from capital
funds of the 2012/2013 budget year. The motion was seconded by Gary
Schwertly. As all were in favor, the motion carried unanimously.
President Willacker – Noted this was a result of last year’s power outage and the
limited access the Emergency Preparedness Committee experienced in attempting to
contact and inform residents. President Willacker recognized and thanked the Low
Power Radio Ad Hoc Committee, Chaired by Chuck Holliman, for their support, study
and recommendation.
Bobbi Hoffman – Noted that residents will need a battery operated radio in their
residence to receive the signal from this system in the event of an emergency.
Gary Schwertly – Noted this BAI does not include resident alert signage which would
be instituted and can be programmed with a message to alert residents to tune their
radio to the station for information relating to an emergency situation.
Steve Campbell – Explained the recommendation and cost of the resident alert
signage as well as other options to be studied and evaluated. The goal is to have a
decision on which signs will be purchased to coincide with the deployment of the low
power AM radio system. There is additional capital approved in the 2012/2013 budget
for the purchase of the signage.
Steve Bailey – Noted that in case of an emergency, the low power AM radio station
doesn’t have to be manned on site; it has remote access capability via a phone line or
through a USB port.
12-07-114 – Approve the purchase of a Cleveland; gas Braising Pan for the Ventana
kitchen.
Motion – Anne Leach moved to approve the purchase of a Cleveland, gas
Braising Pan for the Ventana kitchen from Edward Don & Co. in the amount of
$16,544.14 (includes freight and taxes) to be paid from reserves. The motion
was seconded by Bobbi Hoffman. As all were in favor, the motion carried
unanimously.
12-07-115 – Approve the capital budget requests for the Library Improvements that were
approved in the 2012/13 budget process.
Motion – Don Hein moved to approve the capital budget requests for the Library
Improvements that were approved in the 2012/13 budget process, in an amount
of $12,634.00, to be paid with capital funds. The motion was seconded by Steve
Bailey. As all were in favor, the motion carried unanimously.
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12-07-116 – Approve the first amendment to the Collection Policy for Delinquent
Assessments, Rev. 2006 to conform to Restated Bylaws.
Wayne Guralnick – When the Bylaws were restated, the collection policy was not
amended. The amendment changes the amount of notice required for show cause
hearings from fifteen (15) days to ten (10) days to conform to current law and the
Association’s Restated Bylaws section 9.12(b) (i).
Motion – Gary Schwertly moved to approve the first amendment to the
Collection Policy for Delinquent Assessments, Rev. 2006 to conform to Restated
Bylaws. The motion was seconded by Anne Leach. As all were in favor, the
motion carried unanimously.
12-07-117 – Approve the revisions to the Election Rules, Rev. September 7, 2010.
Motion – Don Hein moved to approve the revisions to the Election Rules, Rev.
September 7, 2010 re: Forums for Candidates for the Board of Directors, District
Delegate and Alternate District Delegate positions, to be distributed to the
residents for a 30-day review and comment period. The motion was seconded by
Gary Schwertly. As all were in favor, the motion carried unanimously.
President Willacker – This BAI changes our election rules to provide the Board
Candidates a daytime and an evening forum where they can give an opening
statement and then hold a question and answer period. By doing this, the candidates
will not be required to attend fifteen (15) District Meetings. If there is a contested
District Delegate or Alternate Delegate election, the Delegate and / or Alternate
Candidates can appear at their respective District Meeting to give an opening
statement followed by a question and answer period.
OLD BUSINESS: Pineknoll Dog Park Update
Dan Ryan (5) – Suggested placing the shade structure between two large trees and
noted between the hours of 4:00 p.m. to 7:00 p.m., those who are at the Pineknoll Dog
Park can move with the shade as needed.
President Willacker – Stated there were seven (7) shade trees planted, six (6) in the
park and one (1) just outside the park for additional shade. The pet drinking water line
was extended to be closer to the shaded areas. All of the white chairs have been
replaced with green chairs. Two (2) 8’ X8’ “pop-up” temporary shade structures were
placed in the park to determine their effectiveness and visual impact. If a permanent
shade structure is authorized, it will be green in color. Two or three Board Members
will tour the Dog Park and adjacent residences to evaluate the test. President
Willacker asked Mr. Ryan if he would be available to tour the site with the Board
Members (Mr. Ryan agreed).
NEW BUSINESS: District 14 Neighborhood Cost Centers (NCC) 100 and 101
assessment reductions.
Motion – Bobbi Hoffman moved to lower the assessment in Cost Center 100 to
$169.00 from $174.00 per month and to lower the assessment in Cost Center 101
to $163.00 from $169.00 per month. The motion was seconded by Don Hein. As
all were in favor, the motion carried unanimously.
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Steve Campbell – Noted this was due to new landscaping contractors and the cost
reduction to maintain the landscape in the two neighborhood cost centers.
Anne Leach – Clarified that these two neighborhood cost centers are in District 14
and are additional assessments to the $230.00 per month that all residents are
assessed.
RESIDENT COMMENTS:
No resident comments.
BOARD COMMENTS:
Steve Bailey – Thanked Steve Campbell for coming up with a solution that was
agreeable to the Pineknoll Dog Park users and the surrounding residents.
GENERAL MANAGER COMMENT:
Steve Campbell – Thanked Dorene Schiavone, General Maintenance Director, for her
assistance in the Pineknoll Dog Park project. She was an integral part of this process.
NEXT MEETING DATE: September 4, 2012
ADJOURN MEETING:
There being no further business before the Board, the meeting was closed at 2:55 p.m.
CERTIFICATE OF SECRETARY
I certify the above minutes of July 3, 2012 to be true and correct.
By _________________________________ Date _________________________________
Roberta (Bobbi) Hoffman
SUN CITY PALM DESERT COMMUNITY ASSOCIATION
A California Nonprofit Mutual Benefit Corporation
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