Valle Vista Property Owners Association, Inc.

Board of Directors

Regular Meeting Agenda

Monday, January 7, 2008 6:30PM

Community Center

 

 

 

1.    Called the meeting to order with notice of alcohol restriction at 6:35 p.m.

 

2.    Board members role call.  Lenny Buscha, Judy Halish, Loretta Thieme, Bob Babcock, Jim Bacus and Roy Franch were present.

 

3.    Correct/approve the meeting minutes of December 3, 2007

       Jim:  Made a motion to accept the minutes

       Loretta:  2nd the motion

       Vote: 7-0  motion carried

 

4.    President’s Report

 

Bob mentioned that many people work on behalf of all the members of the association.  In a short amount of time, quite a bit has been accomplished.  Cooperation and patience is important to our success.  People on board are committed to the community, our intentions are well placed and we look forward to success in completing these efforts.

 

 

5.    Comments on any agenda item or items of concern – Call to Owners  

 

Stan:  He feels the course has been neglected for 2 months because he has only seen 1 person out there working on it.  Also, he inquired about the policy for employees who get free golf.  Are they supposed to play during or after work?

 

Bill:  Requested a Groundskeepers report and wanted to know what the winter projects are?

 

Ron:  Why is everyone hanging drywall?

 

Tom:  He had a list of 10 concerns.  He handed the list to the board and then read the items.  They included such items as: who is responsible for ht fire station? When will Profit & Loss and Balance Sheets be available? Projected loss or income from the new management contract? The water tank. The clubhouse manager’s salary, etc…

 

Anita:  Why are we considering a Chase Line-of-Credit ?

 

 

 

6.    Treasurer’s Report

 

               Roy received the October and November financial reports just before the meeting and wants more time to review them before delivering his report.  The previously outstanding dues of $135,000 is now about $125,000.

 

7.    Clubhouse Report

 

               Levi gave the Clubhouse manager’s report.  He explained that the increase on trail fees is going toward the cart paths to include curbs to prevent carts from going on the course.  Range ball machine is working well and being used after hours as well.  Six 90 degree signs are to be installed on the course.  All the fleet carts have the signs.

 

8.    Course Manager’s Report

 

Patrick stated that the greens crew has been getting done and out of the way before the golfers get to the tees.  He has been bating and trapping the gofers.  The drywalling of the maintenance building is going well.  The tree limbs have all been cleaned up.

 

9.    Committee Reports:

 

Board Advisory Committee – Lloyd Walsh reported the first meeting was held on November 20.  Committee will be taking a narrower scope than taken in previous years and will concentrate on developing a 20-year build-out plan for Unit 1,Parcel C; Unit 2, Parcel Y and Unit 3-Park.  Would be helpful to have Master Plan from August 2006; currently unable to locate.  Plan will stay in conceptual stage for several years and committee will seek professional engineering organization to provide architectural layout designs for future buildings.  Would like practice to be put into effect that modification be publicly addressed.

 The next meeting for this committee is January 14, 2008 @ 4 pm in the clubhouse.

 

Park & Pool Committee – Don thanked everyone involved in putting on the Christmas Parade and Party.  The next meeting is January 15, 2008@ 5:30pm in the POA office.

 

Funds Committee – Anita reported we have $6,408.46 currently.  We sold three more $100 bricks.

 

Golf & Greens Committee – The next meeting is January 8, 2008 @ 5pm.

 

 

 

9.    Old/New Business:                         Old Business:

 

Front Entrance – Jim reported that the vender for the LED component supplier offered to upgrade to a gray-scale screen.  Jim made a motion to upgrade the LED sign on the 36 month lease, $0 down, $1 out lease at $1,202/month.  Loretta 2nd Vote 7 – 0  motion passed.

 

Advertising Costs for Cork Board in the hall:  Jim reported that the 8 ½ by 11 space currently goes for $450/yr. so we shouldn’t have any trouble renting out the advertising space on the new front entrance sign.

 

Front Entrance Greens – Jim made a motion to spend $2,600 for the stacking blocks needed to create the greens at the front entrance.  Loretta 2nd Vote 5 – 2, (Roy & Lenny opposed)  motion passed.

 

Pool Construction  – Judy gave an update on the progress of the demolition/excavation so far on the pool.  The pool project is scheduled to be completed in time for a May 2008 opening. 

 

Reserve Study – no update at this time

 

Architectural Guidelines – no update at this time

 

New Sing for the Front Entrance – already discussed above.

 

Water Tank -   Levi & Jim discussed the evaluation done by Matt Acton, of Acton Welding using an Ultrasonic thickness gauge.  All Board members received a copy of Matt’s report and one will be on file in the office attached to these minutes.  In summary, Matt’s findings indicate that the walls of the water tank appear to be in good shape and structurally sound but he had some concerns about the floor.  One of the things that seems to be contributing to the deterioration of the floor has to do with the overflow pipe actually directing water under the floor of the tank causing corrosion.

 

Jim made a motion to hire Acton Welding to extend the drain pipe about 10 feet to stop this problem and to look into getting bids on just the top and floor of the tank and to bring it to a vote in 2 weeks.  Loretta 2nd the motion. Vote 7 – 0 motion passed.

 

 

New Business:

 

Violations and Architectural one or two committees? -  Bob asked Lloyd Walsh to comment on this issue.  Lloyd mentioned that the charters for the two committees are significantly different. Essentially, the Architectural Committee does a “paper review” of the designs submitted.  They are not acting as “building inspectors”.  The Violations Committee is more hands-on going out and identifying areas of concern.

 

Welcome Committee – We used to have someone who greeted new members of our community, Sue Olrich, who does it now?  We are seeing a large difference between the number of new members and the number of new golf members.  Are we missing an opportunity to attract new golf members by now offering an orientation to new community members?  Maybe we should have a board member and the golf pro get involved in a welcoming effort.

 

Ball Field – Jim explained that we currently have a 12 foot rise from the backstop to the outfield.  Jiloa Construction has offered to level the ball field for free in exchange for most of the dirt removed.

 

Jim made motion that we make the trade with Jiloa Construction for most of the dirt in the ball field in exchange for the labor to level the field.

 

Loretta 2nd  Vote 7-0 motion carried

 

Golf Course Irrigation Service Proposal – Jim pointed out that as part of our discussion concerning the reserve study recently, we learned that we would need to hire a specialist to provide a survey and plan for the golf course, specifically the irrigation system.  Patrick explained that he located a very experienced man to perform this type of analysis for $3,500.  The project should take 2 days to compile the data.  Within 30 days after the site visit, we would receive a report which will contain a 5 year plan for our system.  The board members were each given a copy of the proposal including the man’s credentials.

 

Danny made motion that we approve the $3,500 for the Irrigation Service Proposal as presented by Patrick.

 

Jim 2nd  Vote 5 – 2 (Roy & Lenny opposed) motion passed.

 

Bar and Restaurant Status Report –  While the contract specifies a formal review at the 90 day mark, Loretta gave a review of the first month under our new management contract with A La Carte Management.  A full inventory of the food and equipment was completed at the beginning of the contract period.  Valle Vista will be credited for the value of these items at the end of the relationship.  Gross Sales during the month were higher than the September 2007 figures.  Expenses for the month included a new refrigerator to replace the one that died, repairs to stove/oven, extra cleaning of the kitchen and equipment, upgrading of food quality and a proportionate share of the building’s utilities.  The expenses exceeded revenue for the month.  A La Carte absorbed the loss of approximately $8,200.  They are current on all the invoices from Valle Vista and up-to-date on payroll.  We are still working on allocating some of the remaining overhead items.

 

Trade for electrical work – Levi found an electrician willing to provide all the labor and materials to bring us up to code in the maintenance building in exchange for 2 golf memberships for 1 year each.  The equivalent dollar value is $3,500.

 

Jim made motion that we approve the trade for electrical work as described by Levi.

 

Loretta 2nd  Vote  7 – 0 motion passed.

 

Chase Line of Credit – In conjunction with outsourcing the payroll to ADP, the bank sent a representative to the office to discuss our cash flow and suggested we might benefit from a Line-of-Credit.

 

Jim made motion that we take the next step by writing a letter of intent, and then bring the information about the terms of the line back to the next meeting for review.

 

Lenny 2nd  Vote 7-0  motion passed.

 

 

Lenny made motion to adjourn the meeting.

Judy 2nd

Meeting was adjourned at 8:15p.m.