Board meeting minutes

WOODHAVEN COUNTRY CLUB HOMEOWNERS ASSOCIATION

MAY 21, 2010

BOARD MEMBERS PRESENT:

Ken Durham, President

Conrad Tuerk, Vice President

Frank Dade, Secretary/Treasurer

Jolene Coy, Director Jay Rodriguez, Director

BOARD MEMBERS ABSENT: Ron Boon, Director

Byron Kinsman, Director

OTHERS PRESENT: Carl McCullough of Albert Association Management, approximately 40 homeowners.

NOTICE OF MEETING:

Upon due notice, given and received, a meeting of the Woodhaven Country Club Homeowners Association Board of Directors was held in the Woodhaven Country Club Clubhouse in Palm Desert, California.

CALL TO ORDER:

Ken Durham, President, called the meeting to order at 2:00 P.M.

PRESIDENT’S MESSAGE

Ken Durham gave the President’s Report. Final papers for new management to take over Club are still not signed but according to a representative at new owners that action is pending at anytime time now. There will be meetings with representatives with a Committee that has been formed for that purpose. Earthquake Insurance opinions have been coming in and the majority of homeowner’s so far agree with the Boards decision.

MINUTES:

Upon a motion by Jay Rodriguez and seconded by Conrad Tuerk, the Minutes of the April 16, 2010 Board of Directors meeting were unanimously approved as submitted. Upon a motion by Jolene Coy, seconded by Conrad Tuerk, the Minutes of the April 16, 2010 Executive Session were unanimously approved as submitted. Upon a motion by Frank Dade, seconded by Jay Rodriguez, the Minutes of the continuations of the April 16, 2010 Executive Session on May 4th, 6th, and 13th meeting were unanimously approved as submitted.

FINANCIAL REPORT:

Conrad Tuerk gave the Financial Report. Operating assets are at $168,000. Equity is over $40,000. Reserve assets are at $2,261,000. Revenue is on target. Expenses year-to-date are $835,000 compared to budgeted amount of $848,000 so overall budget is $13,000 to the good for the first third of the year. Reserve funding percentage will go down due to accelerated roof project. Additional Committee members were added to the Finance Committee to help with a study of short and long-term expenses. This includes the most important issues Streets and Roofs. Committee will be working on this over the summer and have a report in the fall. On a motion made by Frank Dade and seconded by Jolene Coy, the April 2010 financials were approved as submitted. Since April 30th Two Certificates of Deposit for $100,000 each were purchased. Rates were 1.05 % and 0.75% respectively. Rates are not likely to go up anytime soon due to economic conditions. C.d’s mature dates are laddered and purchased are FDIC insured. Reserve c.d. investments will be considered at next months meeting after a review of expenses is determined.

MANAGEMENT REPORT:

There were 28 Service Orders issued to Tim Winchester for general maintenance during the month of April. There were 50 Service orders issued for Landscaping in March. There were 5 service orders for roof repairs issued to Western Pacific Roofing Company for the month of May all for leaks. Roof replacement is based on leak history. Escrows that closed in April were 2. The total for 2010 is 6. Homeowner’s reminded if they are leaving for summer or on a trip to turn off their water, unplug electrical appliances, check garage door and side garage door to make sure they are secured, and consider leaving a key with a permanent resident in case of emergency. Homeowners in residence reminded to report problems of bees, wasps, or other pest problems, sprinkler problems (heads off or dry areas), and any water coming from garages or any other place in a unit. Landscape Company will be reminded to not turn on residences water under any circumstances.

COMMITTEE REPORTS:

POOL- Bob Bledsoe gave the pool report. New railing surface is being put on Pools 3 & 4. Three incidences of vandalism at the pools occurred over spring break (Lock at Pool 3 jammed, emergency switch broke at Pool # 4 and wires from treatment control ripped out at Pool # 2). Spring break issues need to be addressed (control over what is going on at pools). Small children going in Jacuzzi which is dangerous. Suggestion that pools be locked during closed hours (10:00 p.m. to 6:00 a.m.) on Memorial Day weekend. Ken from Smiley’s pools will be out for awhile due to an eye injury. Over crowding of pools causing cleanliness problems with pools during spring break will need to be addressed. Pool equipment is not made to accommodate dozens of kids/people with tanning oil on as often happens on Spring break. Pool Company had to work 6 days a week to keep pools clean during this time. Pool company is very responsive to any problems.

LANDSCAPE –Jolene Coy gave the Landscape Report. Summer flowers will be planted next week. Zinnias will be planted again as they have longest life of summer flowers which is about 3 months. Eight overgrown Jacaranda trees were removed recently and Mesquite trees will be planted in their place. Mesquite tree is fastest growing that can provide needed shade in shortest amount of time and they tend to be not deciduous and are without leaves during the Winter. Lights that were on trees at Pool # 2 will be redirected to shine on Palm trees on outside of the wall. Similar lights will be considered for two corners on North.

SECURITY- Jay Rodriguez gave the Security report. Motion lights that many individual homeowners have installed along the South side of South seemed to have helped with outside thefts. There have only been two in the last 16 months. Many problems now are internal. Volunteer for issuing parking tickets resigned because of being threatened. Speed indicators have been put out as many people have been speeding and running stop signs. All owners reminded to assist in addressing internal problems.

 

ARCHITECTURAL/MAINTENANCE – No report

INSURANCE – No report.

NEW BUSINESS:

COMMON AMENITY AGREEMENT- The Association attorney informed the Board that per the existing agreement the May payment had to be made as scheduled and new owners had indicated agreements had been signed to assure the monies would go to the proper party. There is no indication dues will go down as a result of the situation with the Club.

OLD BUSINESS:

STREETS/ASPHALT- Association is looking into different options and ideas for repairing/replacing the streets. Condition of street will be looked into over the summer. Budget and costs of various remedies will be carefully considered. Possibility exists that the patching and slurry sealing the streets may longer be effective.

EARTHQUAKE INSRUANCE- Responses are still being received. Overwhelming majority or responses are to keep the existing coverage. Final decision will be made once all opinions that have been sent are in. Woodhaven has better Earthquake coverage than most of the HOA’s in the Valley. .

NEW ROOF PROPOSALS-The Board carefully considered three proposals to replace 11 critical roofs in the complex and voted in the April Executive Session to go with the proposal from Western Pacific Roofing to replace the roof of the eleven buildings for a total cost of $418,951. Western Pacific is the company currently doing reroofs and repairs in the complex. Buildings will be done at the rate of one per month. Building roof replacements are based on leak history. Suggestion made to owners to have their Air Conditioner service person check drains/scuppers checked to see if they are clogged.

CORRESPONDENCE IN/OUT:

None

NEXT MEETING DATE:

Next meeting is scheduled for Friday, June 18, 2010 at 2:00 p.m. at the Country Club.

HOMEOWNER FORUM

Items and opinions discussed regarding during the Open Homeowner Forum were:

• There are drains on some roofs that have twisted pipes in attic that can cause bottlenecks of debris. They can be reached by removing sheetrock in that area.

• Solar Panels for energy are not recommended because of the cost and the fact they are easily broken by golf balls.

• There will be a patrol on the Memorial holiday weekend. Patrol can be contacted for non emergency problems during the hours the patrol is in effect.

• Request that 3 or 4 weeks of patrols be considered during next year’s Spring break period.

• Homeowners encouraged getting addresses of violators so letters and proper violation procedure can be resolved with the homeowner

• Will make sure Security patrol on Memorial Day weekend is getting out of the car and physically going into pool area to check for violations

• According to conversations with Club staff they are on a 90-day probation period with the new entity that is taking over the Club.

• Committee has been formed to talk to a representative of the new management of the Club to deal with homeowner related issues pertaining to the agreement.

• Committee will address petitions to keep certain staff and any other input for eventual discussions with new Club Management.

• The purpose of the Committee is to find out and understand the new management’s objectives and let them know HOA’s objectives and work with them to have a Common Amenity agreement that satisfies what homeowners want.

• Almost half of events on social calendar for 2009-2010 never happened. Only weekend events available were the 3 major events held.

• Suggestion to look into putting cameras at pools. This could help in vandalism and violations.

• Employee of Club had told homeowner that Woodhaven has a license to run the Woodhaven Clubhouse as if it is a nightclub until 1:00 or 2:00 a.m. in the morning. Noise from Club is very loud. Suggestion made that owners called Police. Some owners indicated they have called Police but it did not help.

• Any issues with the Club should be put in writing to be considered for submission to the new management.

EXECUTIVE SESSION NOTICE

President Ken Durham advised that an executive session meeting of the board would be held immediately following the regularly scheduled meeting of the board.

ADJOURNMENT

As there was no further business to be brought before the Board in regular session, the meeting was adjourned at 2:57 p.m.