Directors Report Executive Session 2.15.21

Directors Report Executive Session 2.15.21

Directors Report

Executive Session

February 15 , 202 1

MEETING OF THE BOARD OF DIRECTORS MONDAY, FEBRUARY 15, 2021

VIRTUAL (Video/Phone) AGENDA (Board Version)

EXECUTIVE SESSION – 10 A.M. PT https://us02web.zoom.us/j/88431417654

I.

CALL TO ORDER A. Minutes – January 18; January 22; January 27 B. Contracts 1. Reserve Study Proposal – Attached 2. WiFi in the Resort – Oral Report 3. Food & Beverage – Oral Report 4. Cost Reduction Consulting - Attached C. Personnel 1. Committee Appointments - Attached D. Member Delinquencies/Discipline 1. Delinquent Assessment Report – Attached 2. Setting of Hearings – March 3, 10 a.m.

a. Luthultz b. Kremper c. Shaw

E. Legal

1. Pickleball a. Project Considerations – Oral Report b. Survey Questions - Attached

2. CVWD Acquisition – Oral Report 3. Covid and the Resort – Oral Report a. Association-sponsored Social Events – P/L Attached b. Fitness Center

II.

ADJOURNMENT

Page 1 of 1

February 15 , 2021 Minutes A. Minutes- January 18; January 22; January 27

Executive Session of the Board of Directors Monday January 18, 2021 Virtual (Webinar/Phone) Minutes

Present

Greg Farmer, President Don Renoe, Vice President Charles Hare, Treasurer Kathy McCune, Secretary

John Boudin, Director Charlie Leahy, Director Also Present: Ed Vitrano, General Manager Jennifer Miranda, Resort Services Manager & Executive Assistant to the Board & General Manager Call to Order

Meeting called to order by President Farmer 10:05 am PT. Minutes Approval

A. Minutes- December 21, 2020- Amended. Motion - Vice President Renoe

Second- Treasurer Hare Approved- Unanimously.

Legal - A. Ballot Contents GM Vitrano asked the Board if they had any questions about the Ballot content, the Board did not have any additional questions. B. Lawsuit (Good)Update GM Vitrano reported to the Board about a current lawsuit, the Board did not have any additional questions.

C. Tender of Water Line Damage GM Vitrano reported to the Board on a water line break at lot 294, the cost of repair and options regarding the insurance claim. The Board decided to absorb the cost of the repair as opposed to submitting a claim to the Insurance company.

D. CVWD Acquisition GM Vitrano reported to the Board about recent Legal Counsel recommendations.

E. Premium Renewal /Increase GM Vitrano reported to the Board that the Workers Comp Insurance premium has increased in the amount of $7,000 and reviewed the reasons why the increase occurred.

F. COVID and the Resort 1. Short – term Rentals

The restriction on short term rentals will remain in effect. 2. Guests

The guest policy will remain unchanged. 3. Association – Sponsored Social Events. The restriction on Association sponsored Social Events will remain in effect. 4. Fitness Center The fitness center closure will remain in effect. The Board has directed GM Vitrano to see what it would take to move some fitness equipment outdoors. 5. West Room The Board decided that the West room will remain closed. G. Board Interaction- Request by Director Boudin Director Boudin addressed the Board regarding concern over a meeting that was conducted with members of the Board & GM Vitrano, that he was not a part of. Contracts A. Pavement Management Plan Jeff Pearson appeared to discuss the Pavement Management Plan and why it was proposed to fix the newer areas first as opposed to the older, more damaged ones. B. Food & Beverage GM Vitrano reported to the Board on Bella Roma income, and current challenges. Personnel A. President Farmer Resignation President Farmer announced that at the end of the Regular Board meeting today, he will be stepping down as President. He will remain on the Board, but not in the same capacity.

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B. Personnel during COVID GM Vitrano reported to the Board what as being done to retain key staff members during COVID.

Member Delinquencies/ Discipline

A. Delinquency Assessment Report GM Vitrano reported to the Board about a recent change in Lien filing processes. The Board decided to follow the recommendation of legal counsel and continue to use the same process. The Board did not have any questions about the Member Delinquency Report.

Adjournment

Meeting adjourned at 12.12 p.m. PT

Respectfully Submitted: ______________________________

___________

Kathy McCune, Secretary

Date

Page 3

Executive Session of the Board of Directors Friday January 22, 2021 Virtual (Webinar/Phone) Minutes

Present

Don Renoe, Vice President Charles Hare, Treasurer Kathy McCune, Secretary

John Boudin, Director Charlie Leahy, Director Greg Farmer, Director Also Present: Ed Vitrano, General Manager Jennifer Miranda, Resort Services Manager & Executive Assistant to the Board & General Manager Call to Order

Meeting called to order by Vice President Renoe at 9:40 am PT. Agenda Approval

A. Agenda Approval

Motion - Vice President Renoe Second- Treasurer Hare Approved- Unanimously.

Legal A. Election Process Review- Candidates Meeting The Board discussed the process for the Candidates meeting that has been recommended by GM Vitrano. The Board fully supports the idea and the meeting taking place.

B. Covid and the Resort

1. Fitness Equipment Relocation GM Vitrano reported on the discussion with the Health & Fitness committee chair and Facilities Manager Jessie for the relocation of fitness center equipment. The Board has directed GM Vitrano to proceed with the relocation of the equipment.

Contracts A. Delegation of Authorization- Splendiarian & Willis Contact A motion was made to delegate all contact with Splendiarian & Willis be run through the General Manager. All meetings are to be recorded for Owner availability.

Motion – Director Leahy Second- Director Farmer Approved - Unanimously

Personnel

A. Wages GM Vitrano discussed his process for budgeting and staff wages for the 2021-2022 fiscal year.

B. Election of President The Board agreed to have a Special Meeting on Wednesday January 27, 2021 to select and appoint the vacant officers’ positions.

Member Delinquencies/ Discipline

A. Kremper (Lot 480) Appeal- Setting of Hearing The Board discussed an email sent in by the Krempers of lot 480. The Board directed GM Vitrano to communicate with the Krempers and ask them if they would like a hearing to discuss the issue. B. Rule Enforcement Director Leahy discussed the enforcement policy process that is currently followed by the Community Standards Coordinator. Director Leahy also discussed the enforcement policy that is followed by the Security department and ideas for improvement.

Adjournment

Meeting adjourned at 11:00 a.m. PT

Respectfully Submitted: ______________________________

___________

Kathy McCune, Secretary

Date

Page 2

Executive Session of the Board of Directors Wednesday January 27, 2021 Virtual (Webinar/Phone) Minutes

Present

Don Renoe, Vice President Charles Hare, Treasurer Kathy McCune, Secretary

John Boudin, Director Charlie Leahy, Director Greg Farmer- Director Also Present: Ed Vitrano, General Manager Jennifer Miranda, Resort Services Manager & Executive Assistant to the Board & General Manager Call to Order

Meeting called to order by Vice President Renoe 9:36 am PT. Legal - A. COVID and the Resort 1. Short – term Rentals

The Board agreed that the restriction on short term rentals be lifted. 2. Association – Sponsored Social Events. The Board agreed that the restriction on Association sponsored Social Events will be lifted. 4. Fitness Center The Board agreed that the fitness center will re-open with the implementation of a reservation system overseen by the Health & Fitness Committee. 5. Outdoor Dining The Board agreed that Outdoor dining will be permitted again at Bella Roma. Contracts None Personnel None Member Delinquencies/ Discipline None

Adjournment

Meeting adjourned at 10:00 a.m. PT

Respectfully Submitted: ______________________________

___________

Kathy McCune, Secretary

Date

Page 2

February 15 , 2021 Contracts

A. Reserve Study Proposal- Attached B. Wifi in the Resort- Oral Report C. Food & Beverage- Oral Report D. Cost Reduction Consulting- Attached

From:

[email protected]

To:

Edwin Vitrano

Subject:

2022 Reserve Study Proposal for 2006-013 Outdoor Resort-Palm Springs Owners Association

Date:

Thursday, February 4, 2021 6:02:52 PM

SCT RESERVE CONSULTANTS, INC. P.O. BOX 890129, TEMECULA, CA 92589-0129 T 951-296-3520 / F 951-296-5038 / E [email protected]

2/4/2021

Proposal 2006-013

Outdoor Resort-Palm Springs Owners Association c/o Outdoor Resort-Palm Springs OA 69-411 Ramon Road Cathedral City, CA 92234-3376 Attn: Mr. Ed Vitrano Subject: 2022 Proposal for Reserve Study for Outdoor Resort-Palm Springs Owners Association Dear Board of Directors,

We are furnishing this proposal to provide a reserve study for Outdoor Resort-Palm Springs Owners Association, a 1213 unit motor coach development located at 69-411 Ramon Road, Cathedral City, California. The association is responsible for access equipment, aquatic facilities, asphalt surfaces, clubhouse (activity areas, mechanical equipment, recreation room), fence and gates, irrigation components, lighting, mailboxes, tennis courts, and water features. 2019 is the last year an on-site inspection was conducted by SCT. We recommend a Level II reserve study, an on-site update reserve study.

FEES FOR PROFESSIONAL SERVICES (Check All Applicable Boxes) Level Of Service, Level I (on-site, full) , or $3,800.00

X Level Of Service, Level II (on-site update) , or Level Of Service, Level III (financial update)

$3,000.00 $1,100.00

California Required Disclosures, including... “Assessment & Reserve Funding Disclosure Summary” & Executive Summary

X

INCLUDED

NOTE: A Level II Reserve Study

X Electronic Copy of Report (PDF file)

INCLUDED

satisfies the California Civil Code with respect to the site inspection.

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