2009/2010 THIRD QUARTER MEETING OF THE

HERITAGE RANCH OWNERS’ ASSOCIATION

BOARD OF DIRECTORS

 

M I N U T E S

 

          DATE:              April 16, 2010

 

          TIME:                Executive Session at 4:30 p.m., Open Meeting at 6:00 p.m.

 

          PLACE:            Recreation Barn

 

DIRECTORS: Dan Prunk, Denise Roach, Jeff Smith, John Martin, Steven Negro

 

_______________________________________________________________________________________________________________________
 

   

CALL TO ORDER

 

ROLL CALL (to establish a quorum) 

EXECUTIVE BUSINESS TO BE CONDUCTED

 

3.  Property Owner Appeal – Haynes, Citation #9794, $309.00, Aiding Illegal Entry/Vehicle not in HROA System and DMV look-up (4:30 p.m.)

Reduced to $50.00

 

4.  Property Owner Appeal – Parker (Tenant), Citation #9766, $250.00, Aiding Illegal Entry (4:45 p.m.)

Voided

 

5.  Property Owner Appeal – Bartholow, Citation #9613, $600.00, Defacing Common Area/AEC Violation plus HROA costs (5:00 p.m.)

Changed to a Warning

 

6.  Property Owner Appeal – Hatfield, Citation #9792, $300.00, Aiding Illegal Entry/Vehicle not in HROA System (5:15 p.m.)

Changed Citation #9791 (carried over from last meeting) to a warning, and reduced Citation #9792 to $100.00

 

7.  Property Owner Appeal – Peterson (Resident), Citation #9881, $300.00, Illegal Entry/Aiding Illegal Entry  (5:30 p.m.)

Reduced to $100.00

 

8.  Property Owner Appeal – Barker, Citation #9835, $59.00, Vessel not in system and DMV look-up (5:45 p.m.)

Upheld

 

9.  Update on Litigation

Approved to send a letter to all sheriff candidates

 

10.  Annual Employee Reviews

Approved Employee Reviews

 

Approved changing Frank Barrera’s title to Lieutenant

 

ADJOURN TO CLOSED SESSION

 

RECONVENE IN OPEN SESSION AND ANNOUNCE ANY CLOSED SESSION ACTION

(Estimated time to be 6:00 p.m.)

 

PLEDGE OF ALLEGIANCE

 

MEMBER COMMENTS ON NON-AGENDA ITEMS: All members are invited to speak on non agenda items at this time.  Each speaker will be limited to three (3) minutes with a maximum speaking period of thirty (30) minutes.  Please raise your hand to be recognized by the Chairperson, at which time you should step forward and state your name, lot and tract #.

 

COMMUNITY / COMMITTEE REPORTS

            Activities

            D.O.G.

            Election

            Equestrian 

            4-H

            Fire Department

            Seniors

 

OFFICERS’ REPORTS     

            President, Dan Prunk

            Vice President, Denise Roach

            Secretary, Jeff Smith

            Treasurer, Denise Roach

 

EXECUTIVE / BOARD COMMITTEE REPORTS

            Advisory Committee, Chairperson John Martin

            AEC Committee, Chairperson John Martin

            Finance Committee, Chairperson Denise Roach

            Planning Committee, Chairperson Dan Prunk

 

GENERAL MANAGER REPORT

 

OPEN MEETING CONSENT AGENDA ITEMS

 

11.  Approve/Disapprove minutes of the Special Meeting of the HROA Board of Directors held on March 12, 2010

See #13 below

 

12.  Approve/Disapprove minutes of the Special Meeting of the HROA Board of Directors held on March 26, 2010

See #13 below

 

13.  Approve/Disapprove record date for the 2010 Annual Election to be June 30, 2010

Motion by Smith, second by Roach to approve #11, 12 and 13, unanimous approval

 

BUSINESS TO BE CONDUCTED

 

MEMBER COMMENTS ON AGENDA ITEMS: Time will be allotted during the business portion of the meeting for member comments on agenda items.  Each speaker will be limited to three (3) minutes with the Chairperson determining the duration of member comments on each agenda item.  When the Chairperson calls for discussion from the floor, please raise your hand to be recognized by the Chairperson, at which time you should step forward and state your name, lot and tract #.

 

ANNOUNCEMENT ITEMS:                                                                                                         

Nil

 

UNFINISHED BUSINESS:

14.  Approve/Disapprove HROA Office remodel proposal for a cost not to exceed $5,000.00

This item was tabled at the March 26, 2010 meeting pending additional information

 

Motion by Roach, second by Smith to approve, adding a budget of $3,500.00 (for a total of $8,500.00) for repairs to the ducting under the building, and subject to obtaining competitive bids, unanimous approval

  

15.  Approve/Disapprove to purchase a Flag Pole for the Main Entrance for a cost not to exceed $3,000.00

This item was requested by Director Martin.

 

On July 15, 2007 the Board, by separate motion, approved to plan for the eventual purchase and installation of two (2) flagpoles on the Ranch, one at the Front Entrance area, and one in the Heritage Park Memorial Gardens (purchasing one from New Capital and one from Reserves).

 

On September 14, 2007 the Board approved to purchase one (1) of the flagpoles (from Reserves) for a total cost of $3,000.00, to be located in the Heritage Park Memorial Gardens

 

Discussions followed related to the appropriate location of the second flagpole at the Front Entrance.  (Note: There was a prior flagpole at the Front Entrance which was removed because the flag was wrapping around the light pole which had been installed.  At that time it was suggested an alternative location be considered.)

 

At some point this item was sent to the Planning Committee who made no specific recommendation.

 

At the January 4, 2010 Advisory Committee, it is recommended the Board approve a flagpole at or near the prior flagpole’s location by obtaining a taller flagpole, and/or raising the flagpole by mounting it on a cement platform to assure clearance of the light pole.

 

On January 15, 2010 this issue came before the Board and was tabled for future consideration.

 

If purchased, the flagpole itself (including the flag) would be paid from New Capital.  This has been estimated to cost between $1,700.00 and $2,500.00 (“Deluxe Series”, which includes a winch mounted inside the shaft).  The balance of the funds would be from Operations for a cement platform (if required) and minor electrical.  Installation would be done by Maintenance.

 

Motion by Martin, second by Smith to table until July 2010 (new budget), unanimous approval

 

16.  Approve/Disapprove replacing and upgrading the existing swamp coolers for a price not to exceed $10,000.00

This is recommended by the Maintenance Manager after consulting with a professional contractor.

 

At the January 15, 2010 Board Meeting, this item was tabled for future consideration.  The approved roof repairs to the Recreation Barn are on hold pending determination of this approval.

 

Motion by Roach, second by Martin to approve, with the understanding that the bids will be verified to be comparable by number of units and manufacturer, and lowest bid selected, unanimous approval

 

17.  Approve/Disapprove replacing one (1) of the computers at the HROA Office for an estimated cost of $750.00

There are a total of eight (8) computers at the HROA Office, two (2) of which serve as network drives.

 

On January 15, 2010 it proposed to replace the four (4) oldest individual computers (which would be donated to charity) and that payment for the replacement computers would be out of Reserves.  The Board authorized only one (1) of the computers to be replaced at that time, which has since been installed.

 

One of the other computers has now crashed and spare parts were utilized to keep it operable.  It is proposed the Board move forward with the authorization to replace this computer.

 

Motion by Martin, second by Smith to approve, unanimous approval

 

NEW BUSINESS:

18.  Property Owner Appeal of an AEC Committee decision – Approve/Disapprove to allow a 4" concrete sidewalk area in the front road easement of Lot 259 of Tract 446

In April 2010 Code Enforcement notified Mr. Leitner that he was performing work on his property and in the road easement without AEC approval.  Mr. Leitner was instructed to submit his plans to the AEC Committee which he complied with.

 

At the April 8, 2010 meeting, the AEC Committee disapproved the project, and directed Mr. Leitner to the HROA Board of Directors given the fact that Section 4.01.06 Road Easements does not specify whether a concrete sidewalk can be installed, and whether it needs to be 4" or 6" thick.  The concrete sidewalk is already poured and it is 4" thick.

 

Motion by Roach, second by Martin to approve, unanimous approval

 

19.  Approve/Disapprove to issue a letter to Abel Maldonado regarding quagga and zebra mussels as recommended by the Advisory Committee

 

Motion by Smith, second by Prunk to send a letter to each of five government officials, and address them by title, unanimous approval

 

20.  Approve/Disapprove to issue a letter of thank you to 1^st District Supervisor Frank Mecham for handling the approximately 1000' Heritage Loop Road dedication at no expense to HROA

The portion dedicated to SLO County as a public road begins after Holly Drive and abuts with G-14 (Nacimiento Lake Drive)

 

Motion by Smith, second by Martin to approve with change in address by title, unanimous approval

 

21.  Approve/Disapprove the Quarterly Review of Bank Statements

Motion by Martin, second by Smith to approve, unanimous approval

 

22.  Acknowledge and Accept receipt of the Third-Quarter Treasurer’s Report for Fiscal Year 2009/2010 along with the Revenue and Expense statement year-to-date

Motion by Smith, second by Martin to approve, unanimous approval

 

23.  Budget 2010/2011:

            a) Approve/Disapprove 2010/2011 Schedule of Fees

                        proposed increases for Escrow Packages from $50.00 each to $75.00 each

                        and Insufficient Funds/Returned Check Charge from $25.00 each to $35.00 each

 

            Motion by Martin, second by Roach to approve, unanimous approval

 

            b) Approve/Disapprove 2010/2011 Schedule of Monetary Penalties

 

            Motion by Martin, second by Roach to approve with a change in “Aiding Illegal Entry” to “$25.00 to $250.00"

 

            Motion by Martin to amend, changing “Aiding Illegal Entry” to “$100.00"

 

            Motion failed for lack of a second

 

            Roach withdrew her second on the original motion

 

            Motion by Smith, second by Roach to approve, unanimous approval

 

            Note: The GM will direct Security to include in their procedures to write warnings for construction-type

            items appearing to be temporarily stored in the common area, vs. “Illegal Dumping” citations

 

            c) Approve/Disapprove 2010/2011 Reserve Study as prepared by Gary Porter

 

            Motion by Roach, second by Smith to acknowledge and accept the 2010/2011 Reserve Study,

            unanimous approval

 

            d) Approve/Disapprove RES 10-16 Delinquent Fines Policy and Procedures

 

            Motion by Smith, second by Roach to approve, unanimous approval

 

            e) Approve/Disapprove RES 10-15 Delinquent Assessments Policy and Procedures

 

            Motion by Smith, second by Roach to approve, unanimous approval

 

            f) Approve/Disapprove to change the employee health care package to PPO 2500 from

                        HMO Saver effective October 1, 2010

 

            Motion by Roach, second by Smith to approve, unanimous approval

           

            g) Approve/Disapprove 2010/2011 Pro Forma Operating Budget

                        with a general assessment increase of $10.00/month, an Equestrian Center increase of

                        $5.00/month, and no trash assessment increase for Tract #447

 

            Motion by Roach, second by Smith to approve, unanimous approval

 

            h) Approve/Disapprove 2010/2011 Capital Budget to be $5,000.00

 

            Motion by Roach, second by Smith to approve, unanimous approval

 

            I) Approve/Disapprove 2010/2011 Department Rates for Code, Maintenance and Administration

 

            Motion by Smith, second by Roach to approve, unanimous approval

 

24.  Approve/Disapprove to issue a ballot in with the Annual August 2010 Election for Tract 721 to allow a three (3) foot fence in the front setback

The sponsor for this is Denise Roach, Lot 3/721 

 

Motion by Prunk, second by Smith to approve

 

Motion rescinded

 

Without objection, item tabled until next month’s meeting

 

DISCUSSION ITEMS:

Nil

 

ADJOURN

Without objection