Solera Oak
Valley Greens Association
Wednesday
February 17, 2010
TIME AND PLACE
The
Open Session of the Solera Oak Valley Greens Association was held on Wednesday,
February 17, 2010 at 6:30 p.m. in the Oakmont Clubhouse, 1615 Fairway Drive,
Beaumont, California.
I. CALL
TO ORDER
President George Schrader
called the Open Session to order at 6:30 p.m.
II. PLEDGE
OF ALLEGIANCE
III.
ROLL CALL / BOARD MEMBER AND STAFF INTRODUCTIONS
Secretary
McWilliams called the roll. Vice
President Rader was absent, excused. All
other Directors were present.
Christine
Walczak and Sandra Bess were present representing PCM.
IV.
EXECUTIVE SESSION – The Board of Directors met
in Executive Session prior to this Open Session to consider contracts with
third parties.
V. OPEN SESSION
·
Gary
Stoh (951 Gleneagles Rd) requested that the Board establish an ad hoc committee
to coordinate a campaign aimed at obtaining a 51% “Yes” vote for the Bylaws
amendment Special Election to be held July 21, 2010.
·
Carl
Mullison (1760 Desert Almond Way) commented on the lack of lights in the golf
cart parking area across from the mailroom causing a safety issue.
·
John
Halliwill (1654 Landmark Way) expressed concern about the current meeting set
up blocking the fire exits, and re-striping the 10-minute parking spaces by the
mailroom.
·
John
Clark (1572 Summerlin Ct) read some suggested guidelines for the Board
VI.
GENERAL MANAGER AND COMMITTEE REPORTS
The
following monthly reports were submitted to the Board. Copies of the written reports are attached to
these Minutes:
A.
GENERAL
MANAGER’S REPORT - Christine Walczak
B. AD HOC NEW RESIDENT ORIENTATION COMMITTEE – Sue Ann Summers, Chair
C. AD HOC WATER CONSERVATION – No report.
D. COMMON AREA LANDSCAPE ADVISORY COMMITTEES – Richard Crowe, Chair.
E. COMMUNICATION ADVISORY COMMITTEE – Sandi
Joel for Tal Campbell, Chair
F. DESIGN REVIEW COMMITTEE –
Dave Edgett, Chair
G. FINANCE ADVISORY COMMITTEE – Wayne Otte for Forrest Watts, Chair
H. NOMINATING COMMITTEE – Sue Ann Summers, Chair
I. RECREATION ACTIVITIES ADVISORY COMMITTEE
– Alice Hermanson, Chair
J. SECURITY REPORT – Andre
Jessie, Boyd Security
VII.
FINANCIAL
Treasurer Nelson concurred with the
Finance Advisory Committee’s recommendations, and commented on the continued
rise in delinquencies.
VIII.
PRESIDENT’S REPORT
President
Schrader reported that he and Treasurer Nelson attended the Beaumont City
Council meeting, and mentioned that the 2010 Census would begin soon. Mayor DeForge said that for every Beaumont
resident that does not participate, the city loses $10,500 in Federal revenue
over a ten-year period. Two bridges were
approved for the overpass from the 60 Freeway to Oak Valley Parkway; Beaumont
City Council members will be traveling to Washington, D. C. to meet with
legislators on Homeland Security issues, and to seek Federal funds for a new
post office and for transportation through the east/west corridor of the 10
Freeway; Culverts will be constructed on Brookside near the high school; www.SoleraFun.com webmaster Dennis Rice
resigned effective July 2010. The Board
is seeking interested parties to assume those responsibilities.
IX.
CONSENT CALENDAR
A
motion was made by Secretary McWilliams, seconded by Treasurer Nelson and
unanimously carried to approve the following Consent Calendar items:
A.
Minutes
of the January 20, 2010 Open Session
B.
Finance
Committee Recommendations
1.
Acceptance
of January 2010 financial statements.
C.
Resolutions:
1.
Liens
on Solera Properties:
This document is made
part of and is attached here to the Minutes of the meeting of the Board of
Directors on February 17, 2010.
The following accounts have
become delinquent and the ”Intent to Lien” letter has been sent in accordance
with the Association’s collection policy.
The Board of Directors
hereby instructs Management to record a lien against the delinquent accounts
should the assessments not be paid within the time period established in the
Intent to Lien letter:
335S053-3 335S072-5
335S227-9 3351001-6
3354142-7 335095-4
3356060-7 3357028-6
3358055-8
D.
Investment
Authorizations
|
Institution |
Maturity |
Amount |
Action |
|
Imperial Capital Bank
(Reserve) |
03/11/2010 |
$99,000 |
Purchase a new 12-month CD for $99,000.00 at best available rate. Balance to money market fund. |
X.
UNFINISHED BUSINESS
B. Replacement of Carpet
Medallion in Front Entry of Clubhouse (Reserve Expenditure) – A motion was made by
Director Mahoney, seconded by Secretary Nelson and unanimously carried to have
a contest for design of a new carpet or tile medallion in the main entryway of
the Oakmont Clubhouse.
XI. NEW BUSINESS
XII. ADJOURNMENT
There
being no further business to come before the Board of Directors, and upon a
motion made by Director Mahoney, seconded by Secretary McWilliams and
unanimously carried, President Schrader adjourned the meeting at 8:35 p.m.
MANAGEMENT
REPORT
The status of delinquent accounts for
January 2010 is as follows:
30 days delinquent 14 $
3,924.66
Approx. $1,500.00 of that amount is
owed by two property owners with recently discharged bankruptcies. The balance of approx. $2,400.00 is shared
among 12 owners, averaging about $200 each.
45+ days delinquent (pre-lien) 18 14,791.64
Of those 18, two have walked away from
their property, two are bank-owned, and two have requested payment plans. A lien is still filed when the Board approves
a payment plan in order to protect the Association’s interests in the event the
property owner does not adhere to the plan.
75+ days delinquent (lien recorded) 13 21,687.62
105+ days delinquent (legal
collection) 15 64,123.77
Violation/late charge/payment plans 10 7,437.99
TOTAL AMOUNT DELINQUENT 70
$ 111,965.68
The Board will be authorizing liens
against 9 properties during this Open Session.
CR-5-5.05
ARTICLE V - SECTION 5.05 - NO APPROVAL FOR CONSTRUCTION / ALTERATION – 2
CR-8-8.01
ARTICLE VIII - SECTION 8.01 - RESTRICTIONS ON RIGHTS OF OCCUPANCY – 4
CR-8-8.02
ARTICLE VIII - SECTION 8.02(d) - IMPROPER MAINTENANCE OF LAWNS & LOTS – 12
CR-8-8.07
ARTICLE VIII - SECTION 8.07 - TRASH CANS NOT PROPERLY HANDLED/PLACED – 2
DECALS
NOT PROPERLY DISPLAYED ON VEHICLE – 3
WROUGHT
IRON FENCE PAINTINGRequests for proposal were sent to five painting contractors in
preparation for the five-year maintenance & repainting schedule for the
perimeter fencing. Bids are due on March
5th, contract will be awarded on March 17 at the Open Session.
SERVICE CONTRACTSRequests for proposal are also out for the
security, landscape maintenance, and pool maintenance contracts. Those bids are due on March 8th,
contracts to be awarded March 17 or April 21st. We will also be seeking bids for janitorial
services for the Oakmont Clubhouse. We
have terminated the contract with the existing contractor, and are using a
company that cleans the Four Seasons clubhouses. The company came highly recommended and was
willing to work on a month-to-month basis until the contract is awarded.
The Association’s service contracts run from June 1 through May
31.
POOL
SEASON
The season will begin in early April. We are in the process of coordinating
refurbishments to the pool, spa, decking, and pool/patio furniture so that the
work will be completed before the season begins. These will all be reserve expenditures.
Nominating
Committee Report
The
Nominating Committee accepted five applications from owner residents in good
standing on January 22, 2010.
On
Monday, February 8th the five candidates met with the Nominating
Committee as a group to go over the schedule of events, go over the campaign guidelines, answer any questions
that they have and then have their pictures taken for the election mailing and
May Gazette article. We then interviewed
each candidate individually for approximate 30 to 40 minutes. We thanked each of them for running for this
very time consuming volunteer position and feel confident that they will seek
to do what the residents of this community need and want.
A
slate of candidates for the 2010 Board of Directors Election will be presented
to the present Board at the March 17, 2010
BOD meeting.
I
again would like to thank the 2009-2010 Nominating Committee, Brenda Stang, Don
Blunk, LeeAnn Weiskoph and Sandi and Lane Joel, for their time and commitment
to this years election.
Sue
Ann Summers
Solera
Oak Valley Greens Nominating Committee
RECREATION AND ACTIVITIES ADVISORY COMMITTEE
On January 30, the Jersey Girls gave a well received Las
Vegas style performance to 175 residents.
Sparkles of romance were abundant on February 13 as
Valentine’s Day was celebrated in the clubhouse.
The dinner and dance was an enjoyable evening for those
in attendance.
Tomorrow, February 18, a full bus will be traveling to
Santa Anita to enjoy a delicious buffet and day of horse racing at the track.
Chef Robert Velez will host a culinary demonstration to
residents on February 26. This afternoon
is a sold out event.
The March 4th day trip to Pala Casino is sold
out.
Jack Jackson will perform to a sold out crowd in the
clubhouse on March 6.
St. Patrick’s Day will be celebrated on Saturday, March
13. This evening of Irish tradition is
available for a cost of $16 per person.
The Reagan Library trip on March 25 still has seats
available at $47 per person. This price
includes transportation, a docent tour and buffet lunch.
The first ever Solera Talent Show will be held on
Saturday, April 10. Participants will be
limited to 20 acts and are complimentary. Residents are asked to pay $5.00 each
to enjoy the show and accompanying dessert.
Prizes will be awarded for vocal, instrumental, dance and miscellaneous
categories. Registration is available
until March 30.
Respectfully submitted,
Alice Hermanson,
RAAC Chairperson
Common
Area Landscape Advisory Committee Report
CALAC held its monthly meeting on February 9. Artistic attended the meeting.
Artistic Projects
●
Routine Tasks completed-in progress: pre-emergent weed killer in grass
and planter areas;; weeds spraying in sidewalk/streets cracks/grass areas;
annual color change; refreshing mulch top-dressing in planters. Rain is hampering some work.
●
Snowberry Parkway proposal is on-hold until next fiscal year due to
limited funds remaining for this fiscal year.
●
Flagpole lights protection solution is also on hold for Board
consideration. Also, the Veterans Club
may want to take on the physical work of installation if the Board agrees to
the design.
Committee Projects
●
The West Greenbelt – Redesign Proposal.
1.
Artistic advises that the contract work should begin in mid-February and end by
mid-March, depending upon weather.
2.
Consideration for funding the remainder of the Parcel A work will be a Board
agenda item for the March meeting. Committee
recommends funding approval (Capital Improvement Funds) at the March meeting:
$13,378 (west of Dalea and east of Snowberry). From a seasonal optimization
point of view February-March is best. For
every month installation is delayed after March the results are at greater risk
to summer heat and winter cold issues (i.e., out to a year from now).
●
The redrafted landscape maintenance contract is out for bids. Bidding
period closes March 8.
●
Bench Donations. 5 benches are ordered
through the donations program. Leeann
Weiskopf is working with donating families on locations. 4 of the 5 locations will be on main streets
(as opposed to greenbelts).
●
Hot Diggity Dog Day: The Committee will have a table to explain CALAC
function.
Richard
Crowe, Chair
Attachment
Communications Advisory Committee Report
The
Solera Oak Valley Greens Gazette was published on schedule the first
week of January, featuring the Solera County Kickers as part of the Gazette’s
effort to emphasize lifestyle of the Solera community through various clubs and
groups.
The
Ad Hoc Welcome Committee has completed work on the new Welcome Book that will
be distributed to all new Solera residents.
A Solera Welcome Volunteer orientation was held on Friday evening,
January 29. It was well attended by the
many residents who signed up as Welcome Volunteers. This program promises to be
a wonderful asset to those joining our Solera Family. All new residents who have come to Solera
since November 1, 2009, have been invited to attend our first New Resident
Welcome meeting scheduled on Friday evening, February 11. At that time, the Committee will meet and
greet all new residents and distribute the new Solera Welcome books to them.
Website
usage continues to grow:
Website
Hits:
Gate
Pass Statistics:
Our
Solera website has proven to be an invaluable resource for the community and
continues to be improved and updated.
The possibility of new community surveys on content of the Gazette,
website, and other community interests were discussed, and a survey was added
to the site in late January in order to get an idea of what the most convenient
time would be to hold Town Hall meetings.
The
new Solera Online Phone Directory continues to be updated almost daily as
residents see the new promotional forms and choose to add their names, addresses
and e-mail online or at the clubhouse front desk. At its inception, there were 636 names listed
on our Online Phone Directory. There have been 145 edits to the directory, 38
of them being new additions, bringing the total to 674, which calculates to 52%
of our member households being listed in the Solera Online Phone Directory. The Committee is proud to report that this
project has been a huge success. Improvements
were made to the Online Phone Directory to simplify the printing of a manual
copy and to make it easier to directly link to email addresses. Residents may
also order directories printed out alphabetically at the front desk for $3, and
if they want to include the listings by street address as well, the cost is $6.
Unfortunately,
further research into a Solera Resident Online Service Directory, which would
list services available from Solera
residents only, as well as other important website issues that would benefit
the community, has been put on hold due to the resignation of our Webmaster,
Dennis Rice, and the uncertainty and future of our wonderfully successful
Solera website.
Respectfully
submitted,
Sandi
Joel
Vice
Chairperson