1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 BOARD OF DIRECTORS BUSINESS MEETING MINUTES ASSOCIATION NAME: Sudden Valley Community Association DATE AND LOCATION: Thursday, July 26 th, 2018 in the Dance Barn CALLED TO ORDER AT: 7:00 PM AUDIENCE MEMBERS: 12 BOARD MEMBERS PRESENT: 1. Larry Brown 4. Leslie McRoberts 7. Mike D Angelo 10. Linda Bradley 2. Eric Trower 5. David Narsico 8. Open Seat 3. Carol Houlton 6. Sarah Holmstrom 9. Rich Bailey BOARD MEMBERS ABSENT: 1. Odell De Veaux, Jr. with an unexcused absence. STAFF MEMBERS: Mitch Waterman, General Manager; Jennifer Spidle, Accounting Manager; Maddie Ottley, Recreation Manager. I. ADOPTION OF AGENDA a. Director Bradley requested the AGM Calendar be removed from the agenda. b. The agenda was adopted as amended by acclamation. II. ANNOUNCEMENTS a. Director Bradley announced there was a Board Vacancy available as well as for N&E. Additionally she noted candidates for the AGM can place their applications. b. Director Narsico announced Prime Rib night at El Agave on July 28 th beginning at 4:00 p.m. c. Director Trower announced a Burn Ban warning was in effect. III. PROPERTY OWNER COMMENTS AND BOARD COMMENTS a. A Member spoke in favor of Director Narsico and Holmstrom s Bylaw amendment proposals. b. A Member made comments regarding mailing of the ballots. The same member spoke in favor of the proposed Bylaw amendments. c. A Member spoke in favor of the proposed Bylaw amendments. d. A Member made comments regarding household incomes in the Valley and encouraged the Board to respect the diversity in the community. This same member made comments regarding Firewise and fire safety in the Valley. e. This member spoke in favor of the proposed Bylaw amendments. IV. CONSENT AGENDA a. 6.14.18 BOD Minutes b. 6.28.18 BOD Minutes c. The minutes were adopted as submitted by acclamation. V. GENERAL MANAGER S REPORT: JULY 2018 a. The GM reviewed the report and fielded questions asked by Board Members. i. The GM stated there was an item under Golf that was not noted in the report. Last year was a tight year for Golf. Golf is $70,000 ahead of this time last year and is SVCA BOD Meeting 7/26/18 1
46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 rapidly close to overtaking 2015 which has been our best year. Golf is net positive. ii. Director Bradley inquired how golf camps were coded and where the money goes. 1. The GM stated he would look to find where that money goes. VI. TREASURER S REPORT AND VOTING AS NECESSARY a. Minutes i. June 20, 2018 Posted Online; As Submitted. b. Capital Requests i. Roads Request Clubhouse Retaining Wall 1. MOTION TO: Authorize $138,769 total allocation from the Roads account to fund the Clubhouse Retaining Wall project and the Roads fund refund CRRRF the expenses to date of $22,999 for the Clubhouse Retaining Wall project and to close the CRRRF project GL 9903. MOTION BY: Director Houlton SECONDED BY: Director Trower c. SVCA Management Recommendations to Establish List of Enduring Corporation Assets. i. The GM asked the Board if they concurred with the provided asset list created by SVCA Management and reviewed by the Finance Committee. ii. Director Houlton stated the Finance Committee had been requesting direction from the Board as to what items have the greatest priority and how to proceed with funding the various items. iii. It was agreed that the Board Members would review the List of Enduring Corporation Assets and give their suggestions for ranking and prioritization and bring their recommendations back to the Board. 1. An editable copy would be sent to the Board members as well as the SOP CRRRF ranking criteria. 2. MOTION TO: The Board recommend to the Finance Committee that we no longer spend money on keeping the Dance Barn alive given that we cannot prolong its life-span as determined by our engineers in 2017. And that instead we focus on replacing this building at such time as it is no longer safe to use. MOTION BY: President Brown SECONDED BY: Director D Angelo APPROVED: NOT APPROVED: TABLED: X DIED: IN FAVOR: TABLED 3. MOTION TO: Table the topic until the next Board meeting. MOTION BY: Director Holmstrom SECONDED BY: Director Narsico SVCA BOD Meeting 7/26/18 2
92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 d. Review and Approval of 2018 CRRRF Spending Plan i. Jennifer stated she would like the Board s approval to move forward with the following ranking on additional CRRRF spending outside of the projects that have already been approved. 1. Staff did one ranking and Finance Members that are assigned to CRRRF did the second. A matrix from A1-F5 had been created of the items that are the most urgent to fix beginning from top to bottom. 2. It is anticipated that we would get through a final ranking of B2 after contingency though that will remain to be seen when the bids are received so each item would come back as a Capital Request with the appropriate bids. 4. MOTION TO: Review and approve the priority of the items so SVCA can go out and get bids. MOTION BY: Director Houlton SECONDED BY: Director D Angelo 5. MOTION TO AMEND: Strike the first item (Clubhouse Retaining wall) in the list and return allocated funds to CRRRF MOTION BY: Director Bradley SECONDED BY: Director McRoberts IN FAVOR: Directors Holmstrom, D Angelo, Houlton, McRoberts, Narsico AGAINST: None ABSTAINED: Director Trower e. Review and Approval of 10-Year Integrated Roads Plan i. Wilson Engineering prepared the consolidated roads plan which includes roads maintenance & repair, stormwater improvements, and engineer planning and inspection. ii. SVCA is looking at how roads can be funded over the next 10 years. 1. A plan has been put together to show how roads can be funded through an increased roads contribution from $17.29/month to $47/month at a 93% collections rate beginning in 2019. Additionally, the plan considers taking out a potential roads loan in 2021 to fund the design for the marina parking lot and the construction in a subsequent year over 4 years. This could be one way the roads could be funded. It is not the only option, but it is one option. 2. Management requested the Board consider the suggested plan as a potential plan. There may be further proposals in the future. SVCA BOD Meeting 7/26/18 3
137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 iii. Director Houlton noted that the funding request approved for the retaining wall had not been included in the roads fund. 1. $138, 769 would be added in by the Accounting Manager. f. 2018 Spending Plan i. The provided and updated spending plan includes the items approved at the SGM which funds the Rec Center, Pools and Parks. Jennifer would like the Board to amend the 2018 spending plan with those additional items. Additional items reflected in the spending plan were Golf income, fines collected, and new construction income. ii. Jennifer noted additional changes in the spending plan, most of which had to with Recreation. iii. Additional notes regarding salary adjustments were noted as there had been employee turnover and a change in the number of employees requesting benefits. iv. With the adjustments to the 2018 Spending Plan, the adjustments take SVCA from a loss of ($6,610) to a profit of $6,580 for 2018. 6. MOTION TO: Approve the Spending Plan for the balance of 2018. MOTION BY: Director Houlton SECONDED BY: Director D Angelo VII. COMMITTEE REPORTS AND VOTING AS NECESSARY a. Architectural Control Committee i. Minutes 1. July 5, 2018 Minutes; Posted Online, As Submitted. 2. July 19, 2018 Minutes; Posted Online, As Submitted. b. Communications Committee c. Document Review Committee i. There will be a meeting 8/2/18 and they will be reviewing proposals that had been referred to the committee. d. Emergency Preparedness Committee i. June 12, 2018 Minutes; Posted Online, As Submitted. ii. July 10, 2018 Minutes; Posted Online, As Submitted. e. Long-Range Planning Committee f. Nominations & Elections Committee i. A measure was put forward at the last meeting and referred to DRC. g. Parks, Trails, Committee i. New Member Approval 7. MOTION TO: Approve Megan Thygesen to the Parks, Trails, and Recreation Committee. MOTION BY: Director D Angelo SECONDED BY: Director Trower IN FAVOR: Acclamation SVCA BOD Meeting 7/26/18 4
183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 VIII. CONTINUING BUSINESS AND VOTING AS NECESSARY a. AGM Calendar b. Proposed Bylaw Amendments (DN&SH) 1. It was noted that since the previous Board meeting there had been a revision to the original proposals. ii. Limit of 5% On Annual Increase or Decrease in Regular Assessments (format error, indent numbering off where is i?) 1. The proposal had changed to 7% per Director Narsico and Holmstrom s recommendation. 8. MOTION TO: Accept Ballot Measure 1 as written to be included on the AGM ballot. MOTION BY: Director Narsico SECONDED BY: Director Holmstrom APPROVED: NOT APPROVED: X TABLED: DIED: IN FAVOR: Directors Holmstrom & Narsico AGAINST: Directors D Angelo, Houlton, Trower, McRoberts ABSTAINED: None *Personal privilege was requested at 10:05 p.m.* iii. Limit of $20 Per Month on Special Assessments 1. The proposal changed to Limit of 20% on Special Assessments in Any Budget Proposal. 2. A typo was noted under ballot wording Section 19.a.iii a. The correction was adopted by acclamation. 9. MOTION TO: For ballot measure #2 as written amending the SVCA Bylaws to be added to the ballot for the 2018 AGM. MOTION BY: Director Holmstrom SECONDED BY: Director Narsico APPROVED: NOT APPROVED: X TABLED: DIED: IN FAVOR: Directors Holmstrom & Narsico AGAINST: Directors D Angelo, Houlton, Trower, McRoberts ABSTAINED: iv. Supermajority of the Voting members of the Board Required to Pass Any Budget or Special Assessment. 1. The proposal was changed to Supermajority Board Vote Required for Budget Approval for AGM or SGM. 5. MOTION TO: MOTION BY: Director Narsico SECONDED BY: Director Holmstrom APPROVED: NOT APPROVED: X TABLED: DIED: IN FAVOR: Directors Holmstrom & Narsico AGAINST: Directors D Angelo, Houlton, Trower, McRoberts ABSTAINED: SVCA BOD Meeting 7/26/18 5
229 230 231 232 233 234 235 236 237 238 239 240 IX. NEW BUSINESS AND VOTING AS NECESSARY a. No New Business X. PROPERTY OWNER COMMENTS AND BOARD RESPONSE a. A member made comments regarding census material she had brought forward earlier. This member made additional comments regarding assets. XI. CLOSED SESSION FOR LEGAL ISSUES a. The Board entered closed session at 10:39 p.m. XII. OPEN SESSION AND VOTING AS NECESSARY a. The Board reconvened into open session at 10:54 p.m. XIII. ADJOURNMENT a. The meeting adjourned at 10:54 p.m. Approved By: Leslie McRoberts, Board of Directors Secretary BOARD OF DIRECTORS CONTINUED: DIRECTIVES MADE BY THE BOARD ITEMS FOR NEXT MEETING S AGENDA ITEMS FOR NEXT NEWSLETTER ACTION ITEM LIST Task Assignee Date Assigned Due Date Completion Date Comments Send editable copy of Corporation Assets to BOD Mitch 7/26/18 N/A N/A SVCA BOD Meeting 7/26/18 6