Read OS Agenda 5-24-11 text version

Through PRIDE

Board of Directors -Board Meeting May 24, 2011 In The Fiesta Room at the Beach Club

Mission Statement "To perpetuate a positive, reputable and distinct identity for the SAMLARC community while maintaining a reasonable assessment fee."

Open Session Agen da I. II. Call To Order Approval of the Agenda Resolution: To approve the May 24, 2011 Open Session Agenda. III. Approval of the Minutes Resolution: To approve the April 26, 2011 Board of Directors Open Session Minutes. IV. Homeowners Forum · Member Participation SAMLARC Members wishing to address the Board regarding a particular item on the agenda are requested to complete a Membership Participation Form for a specific item on the agenda and submit it to staff. SAMLARC Members will be given the opportunity to speak prior to the Board taking action on that item. Please limit comments to three (3) minutes. Homeowner Forum SAMLARC Members who wish to make comments on matters not appearing on the Agenda are requested to complete a Membership Participation Form for items on the agenda and submit to staff. Directors cannot take action on items not identified on the agenda and will not make decisions on matters. The Board President may direct staff to follow up on issues as deemed appropriate. Please limit comments to three (3) minutes.

·

V.

Presentation Reports A. Presentation to former SAMLARC Financial Coordinator John Rivera SAMLARC Board of Directors

Open Session Agenda May 24, 2011 Page 1 of 5

B.

Presentation Regarding Options Pertaining to Lago Santa Margarita Water Fowl ­ To discuss options pertaining to the over population and nuisance of waterfowl at Lago Santa Margarita and provide direction to Management

VI.

Items for Discussion and/or Approval A. Consideration of Appointment of Ted Robertson to the Covenant Committee Proposed Resolution: To approve the recommendation of the Covenant Committee to appoint Ted Robertson as an Alternate Member of the Covenant Committee. B. Consideration of Approval of Revisions to Policy and Guidelines Regarding Organizations Applying for Approval as an Approved Organization To approve the addition of the following language to the Policy and Guidelines, Section I. Park Use Permit: 12. Organizations applying for approval are required to supply the following information prior to consideration by the Board of Directors: a) b) A minimum of one year of financial statements. Rosters with the national or sanctioning body ID number (ASA, Pony, Little League, AYSO, Cal South, and TCS) to include the name, address, city, zip code, and ID number of all members. If nonprofit, a copy of the letter of Non-Profit Status (501 c3) from the Internal Revenue Service. Contact information for the organization's, Board of Directors, and/or team officials. Defined boundaries of membership.

c) d) e) C.

Consideration of Board Direction to the Landscape and Facilities Enhancement Executive Committee to Evaluate Controller Technology and Review and Pursue a Potential Grant for Irrigation Controllers Proposed Resolution: To direct the Landscape and Facilities Enhancement Executive Committee to evaluate controller technology and review and pursue a potential grant for irrigation controllers and provide a report and recommendation for Board consideration.

D.

Consideration of Adoption of SAMLARC Fence and Wall Policies Proposed Resolution: To adopt SAMLARC Fence and Wall Policies and associated exhibits specific to each Supplemental Declaration as it relates to the perimeter walls and fences in the following Tracts: Fence and Wall Policy for Stucco Walls · Buena Vista (Vista Norte) Tracts 13851, 13852, 14212 · Cabo Vista Tracts 14220, 13857 Open Session Agenda May 24, 2011 Page 2 of 5

· · · · · · · · · · · · · · · · · · · · · · · · · · ·

Cabrillo Vista Tracts 12946, 15392 California Tesoro I & II (known as Tesoro I & II) Tracts 14870, 14896, 14962 Cantamar Tracts 12946 (shares with Cabrillo Vista), 15608, 15869 Cantobrio Tracts 12380, 12571, 12572 Cantobrio II Tracts 12381, 12574, 12573 Cantobrio III Tracts 13048, 13183, 13184 Corazon Tracts 12945, 13084, 15513 El Caserio Tracts 12379, 12570, 12569 El Caserio II Tracts 12653, 12754, 12755 Emerald Ridge 13340 Fiesta Tract 15192 Hidden Trails Tract 15421, 15466 Los Abanicos Tracts 14595, 14862, 14909, 14910, 15306 Montecito Tracts 12468, 12521 Montecito II Tracts 12465, 12267 Promenade Tract 15282 Ranchwood Tract 12430 Ranchwood II Tracts 12646, 12648 Ranchwood III Tracts 13001, 13046 Santa Fe Tracts 15278, 15298 Serenada Tracts 12646, 12667 Solana Vista (Vista Norte) Tract 14144, Lot D only Talavera Tracts 14411, 14412, 14414, 14415, 14416 Vista Ladera Tracts 12467 Vista Ladera II Tracts 12659 Vista Ladera III Tracts 13001, 13078, 13087 Vista Ladera IV Tracts 13083, 13351

Fence and Wall Policy for Tubular Steel Fencing · Buena Vista (Vista Norte) Tracts 13581, 13852, 14212 · Cresta Vista Tracts 13852, 13853, 13855, 14140, 14142, 14143, 14144, 14146 · El Caserio III Tracts 12647, 12999, 13181 · Estrella Vista (Vista Sur) · La Tierra Tracts 13084, 13085, 13163, 13164 · Montilla Tracts 13084, 13236 · Terramonte 13084, 13225, 13582 · Villavante Tracts 13201, 14456 · Valle Vista (Vista Norte) Fence and Wall Policy for Windbreak Glass System · Brisa Ladera Phase I Tract 14451 · Brisa Ladera Phase 4 Tract 14435 · Brisa Ladera Phase 7 Tract 14276 · Brisa Ladera Tract 14434 · Cresta Vista Phase I Tracts 13582, 13853, 13586, 14140, 14142, 14143, 14144, 14146 · Estrella Vista at Vista Sur Phase I Tract 14138, 13829, 14147 · Granada Phase I Tract 14816, 14817 · Valle Vista at Vista Norte Phase I Tract 13851, 13587, 14139 Open Session Agenda May 24, 2011 Page 3 of 5

Fence and Wall Policy for Retaining Walls · Emerald Ridge Tract 13340 · Fiesta Tract 15192 VII. Consent Calendar - (All matters on the Consent Calendar are to be approved in one motion unless a Board member requests a separate action on a specific item on the Consent Calendar). A. Consideration of Approval of SAMLARC Credit Card Statements Proposed Resolution: To approve the charges and acknowledge review of the payable transmittal for SAMLARC First Bankcard credit cards for the statement closing dates of March 4, 2011. and To approve the charges and acknowledge review of the payable transmittal for SAMLARC First Bankcard credit cards for the statement closing dates of April 4, 2011. B. Consideration of Approval of the April 2011 Financial Statements Proposed Resolution: To approve the financial statement and the bank reconciliation dated April 31, 2011 as presented. The April 2011 statement reflects $2,348,409.54 in operating funds, and $5,407,342.05 in reserve funds for a total cash amount of $7,753,951.59; additionally, the April 2011 financial statement reflects year-to-date net income of $402,441 compared to a budgeted loss of $464. Year-to-date reserve funding is $286,300 compared to a budget of $288,672. C. Consideration of Approval of Request to Proceed with Lien Proposed Resolution: To authorize and instruct Merit Property Management to record a lien on fifty-three (53) delinquent accounts should their assessments not be paid within the time period established in the Intent to Lien Letter. The accounts became past due in April 2011 or earlier and in accordance with the Corporation's Assessment Collection Policy, a letter will be sent to the homeowner notifying them that they have 30 days to pay the balance owed or a lien will be placed on their property. Therefore, the Board directs Management to lien the accounts listed on the "Instructions to Management" dated May 24, 2011, should the delinquent assessments not be paid within the time period established in the Intent to Lien Letter: 0535-04 1406-03 1697-04 1760-03 1768-01 1927-03 2026-03 2250-03 2311-05 2322-05 2350-02 2353-02 2403-05 2449-04 2516-02 2559-03 2588-04 2636-03 3017-04 3223-05 3865-03 4111-01 4135-02 4198-02 4827-02 4897-04 4967-03 5129-03 5251-01 5495-01 5495-01 5751-03 5996-04 6134-08 6563-03 7017-03 7086-01 7339-03 7350-04 7454-02 7890-01 7972-05 8252-02 8612-06 9373-01 9429-01 9694-02 A153-03 A399-03 A403-02 A812-02 A893-01 A982-01

Open Session Agenda May 24, 2011 Page 4 of 5

VIII.

Director's Report This time is set-aside for each Director to provide a brief report regarding liaison assignments and other items of note. Director Director Director Director Director Director Director Don Chadd Sally Leonard Cindy Cossairt Blake Mahler Kevin G. Du Mont Everitt Kang Derek J. McGregor

IX. X.

Executive Director's Report Upcoming Events and Activities Committee Recognition Dinner Wednesday, June 1, 2011 6:00 pm ­ 8:00 pm Beach Club Fiesta Room Mark Your Calendar Delegate Workshop Wednesday, June 29, 2011 6:00 pm ­ 8:00 pm Bell Tower Community Center

XI.

Next Meeting Consistent with Board direction, the next meeting will be held on Tuesday, June 14, 2011 at 7:00 a.m. in the Fiesta Room at the Beach Club.

XII.

Adjournment

"Connecting the Community" through PRIDE

Pride Relationships Involvement Dialogue Engagement

Open Session Agenda May 24, 2011 Page 5 of 5

Through PRIDE

Board of Directors Meeting Open Session April 26, 2011 Minutes Members Present Vice President Sally Leonard Secretary Cindy Cossairt CFO Blake Mahler Director Kevin G. Du Mont Members Absent President Don Chadd Director Everitt Kang Director Derek J. McGregor

Merit Property Management, Inc. SAMLARC Executive Director Candice Fullenkamp SAMLARC Assistant Executive Director Brian Mitchell SAMLARC Executive Assistant Tita S. Gervasi SAMLARC Park Use and Sports Field Manager Pat White SAMLARC Community Lifestyle Manager Annmarie Hysler SAMLARC Construction Program Manager Brian Mangano SAMLARC Community Services Manager Brenda Friday SAMLARC Community Services Representative Debi Gaudet SAMLARC Financial Coordinator Jenny Nawrocki SAMLARC Parks and Facilities Operations Manager Dennis Moss Others Present Nordberg Law Group, P.C. ­ Dan Nordberg Executive Session The following items were reviewed in the Executive Session Meeting following the Open Session Meeting in accordance with California Civil Code 1363.05: · Matters relating to formation of contract with third parties: Knorr Systems, Inc., Saddleback Canyon Riders, Entertaining Events, Jots Construction · Member Discipline: n/a · Personnel Matters: n/a · Payment Plan and Fee Reversal Requests: SA-MLA­7842-01; SA-MLA­3768-02 · Authorization to Commence Foreclosure Proceedings for Delinquent Homeowner's Association Dues: 2193-03, 933-75-051; 2544-05, 932-14-275; 2896-BO, 931-95-626; 3108-03, 833-481-13; 4154-04, 932-14-598; 7233-06, 930-83-049; 8359-02, 839-19118; 9723-02, 914-145-04; A772-02, 836-662-01 I. Call to Order Vice President Sally Leonard called the Open Session of the Board of Directors Meeting for the Rancho Santa Margarita Landscape and Recreation Corporation to order at 6:00 p.m. Open Session Minutes April 26, 2011 Page 1 of 6

II.

Approval of the Agenda Resolution: To approve the April 26, 2011 Open Session Agenda as presented Motion: Second: Ayes: Nays: Cindy Cossairt Kevin G. DuMont Sally Leonard, Cindy Cossairt, Blake Mahler, Kevin G. Du Mont None

III.

Welcome and Introduction of New Staff Team Members Executive Director Candice Fullenkamp introduced Jenny Nawrocki, Financial Coordinator and Debi Gaudet, Community Services Representative.

IV.

Approval of the Minutes Resolution: To approve the August 12, 2011 Minutes as presented. Motion: Second: Ayes: Nays: Blake Mahler Cindy Cossairt Sally Leonard, Cindy Cossairt, Blake Mahler, Kevin G. Du Mont None

V.

Homeowners Forum There was one homeowner in attendance that came to observe the meeting.

VI.

Items for Discussion and/or Approval A. Consideration to Adopt the Names Given to Holidays Recognized by the Federal Government Resolution: To adopt the names given to holidays recognized by the Federal Government, including "Christmas", for use in celebrations and festivities, and replace the word "Holiday" with Christmas as it applies to the SAMLARC annual tree lighting ceremony. Motion: Second: Blake Mahler Kevin G. Du Mont

Open Session Minutes April 26, 2011 Page 2 of 6

Ayes: Nays: B.

Sally Leonard, Cindy Cossairt, Blake Mahler, Kevin G. Du Mont None

Consideration of Board Administrative Policy to Establish Reasonable Staff Access Parameters Resolution: To adopt a Board administrative policy that establishes reasonable staff access parameters as follows: Member may request compilation of data in a form not presently existing, subject to Corporate Counsel's approval, on the following terms and conditions: 1. Using the fee schedule of management (Merit), an estimate of the cost for preparing the compilation will be prepared by staff. The estimate will be used as the amount to be paid by the requesting member and shall be payable in advance of any compilation and any unused amount is to be returned to the member. If the costs are more than the estimate, the member shall pay the additional amount prior to release of the information. In addition to the estimate of the costs, Staff shall determine the amount of time which will be required to compile the data requested by the member. Staff shall not be required to compile data to be released in a period less than the amount of time staff estimates will be required, but in no circumstance less than 72 hours from receipt. Corporate Counsel shall be empowered to deny the request for information if disclosure would be prejudicial to the best interests of SAMLARC. Corporate Counsel shall report all decisions made to deny disclosure to the Board of Directors who shall, in executive session, review the request, the reasons for denial, and shall instruct Staff accordingly. Blake Mahler Cindy Cossairt Sally Leonard, Cindy Cossairt, Blake Mahler, Kevin G. Du Mont None

2.

3.

Motion: Second: Ayes: Nays: C.

Consideration of Approval of Revision to Covenant Committee Charter Resolution: To approve the revised Covenant Committee Charter. Motion: Second: Blake Mahler Kevin G. Du Mont

Open Session Minutes April 26, 2011 Page 3 of 6

Ayes: Nays: D.

Sally Leonard, Cindy Cossairt, Blake Mahler, Kevin G. Du Mont None

Consideration of Board Direction to the Landscape and Facilities Enhancement Executive Committee to Review the Landscape Master Plan and Provide a Report and Recommendations Updating the Plan Resolution: To direct the Landscape and Facilities Enhancement Executive Committee to review the Landscape Master Plan and provide a report and recommendations for updating the Plan. Motion: Second: Ayes: Nays: Cindy Cossairt Kevin G. Du Mont Sally Leonard, Cindy Cossairt, Blake Mahler, Kevin G. Du Mont None

VII.

Consent Calendar Motion: Second: Ayes: Nays: A. Blake Mahler Cindy Cossairt Sally Leonard, Cindy Cossairt, Blake Mahler, Kevin G. Du Mont None

Consideration of Approval of Reserve Expense to Purchase Boston Whaler Boat Motor from Quality Performance Marine, Inc. Resolution: To approve the purchase of a Mercury fifteen (15) horsepower Outboard Motor for the Boston Whaler from Quality Performance Marine, Inc. at a cost not to exceed $3,300.

B.

Consideration of Approval of the March 2011 Financial Statements Resolution: To approve the financial statement and the bank reconciliation dated March 31, 2011 as presented. The March 2011 statement reflects $2,154,283.83 in operating funds, and $5,334,962.27 in reserve funds for a total cash amount of $7,487,446.10; additionally, the March 2011 financial statement reflects year-to-date net income of $208,316 compared to a budgeted loss of $348. Year-to-date reserve funding is $213,920 compared to a budget of $216,504.

C.

Consideration of Approval of Request to Proceed with Lien Resolution: To authorize and instruct Merit Property Management to record a lien on seventy-seven (77) delinquent accounts should their assessments not be paid within Open Session Minutes April 26, 2011 Page 4 of 6

the time period established in the Intent to Lien Letter. The accounts became past due in March 2011 or earlier and in accordance with the Corporation's Assessment Collection Policy, a letter will be sent to the homeowner notifying them that they have 30 days to pay the balance owed or a lien will be placed on their property. Therefore, the Board directs Management to lien the accounts listed on the "Instructions to Management" dated April 26, 2011, should the delinquent assessments not be paid within the time period established in the Intent to Lien Letter: 0025-03 0137-BO 0276-03 0428-06 0473-BO 0987-06 1010-03 1143-BO 1356-02 1406-03 1772-02 1788-01 1854-01 2151-BO 2228-04 2243-05 VIII. Director's Report This time is set-aside for each Director to provide a brief report regarding liaison assignments and other items of note. Director Don Chadd ­ Absent Director Cindy Cossairt ­ Reported that the Spring Fling was well attended and complimented Community Lifestyle Manager Annmarie Hysler on presenting a great event. Director Kevin Du Mont ­ No report. Director Everitt Kang ­ Absent Director Sally Leonard ­ Reported the Central Park location for the Spring Fling felt cohesive and that the event went well. The sack race was well received as a prequel to the Easter Egg hunt. Director Blake Mahler ­ Reported the LFEEC met last week to discuss the damage the plants along Alma Aldea are sustaining from damage due to foot traffic. Devin Sanders of Mosaic Consulting was in attendance to update the Committee regarding an analysis for ongoing maintenance of the planters. Use of ornamental grasses in planters that require larger replacements would lower irrigation costs in the larger areas with planting needs. Mosaic Consulting President Devin Sanders will bring a sample of the ornamental grass that is being planted to the next Board of Directors meeting. Director Derek McGregor ­ Absent Open Session Minutes April 26, 2011 Page 5 of 6 2339-BO 2488-05 2579-01 2904-05 2928-07 3039-03 3119-05 3267-04 3386-03 3436-04 3556-04 4020-02 4175-02 4310-01 4324-04 4471-BO 4475-04 4559-03 4563-04 5384-02 5652-BO 6019-04 6068-04 6071-05 6217-04 6256-02 6326-01 6532-05 6623-03 6627-01 6821-04 6830-06 6915-01 7009-02 7019-05 7360-02 7376-03 7546-BO 7699-03 7730-02 7954-02 7971-02 7994-03 8435-01 8461-03 8611-05 8630-03 8997-02 9263-BO 9482-01 9563-03 9755-04 9799-05 9819-BO A167-02 A391-03 A437-05 A695-01 A976-02 B327-04 B344-02

IX.

Executive Director's Report No report.

X.

Upcoming Events and Activities Wine & Cheese Event Lago Santa Margarita Beach Club Saturday, May 21, 2011 5:00 pm ­ 7:30 pm Please RSVP to Annmarie Hysler by May 13, 2011 Mark Your Calendar Committee Recognition Dinner Lago Santa Margarita Beach Club Wednesday, June 1, 2011 6:00 pm ­ 8:00 pm

XI.

Next Meeting Consistent with Board direction, the next meeting will be held on Tuesday, May 24, 2011 at 6:00 p.m. in the Fiesta Room at the Beach Club.

XII.

Adjournment There being no further business to come before the Board of Directors, the meeting was adjourned at 6:15 p.m. I certify that these minutes were duly approved by the Board of Directors on May 24, 2011.

______________________________________ Don Chadd, President

Date: ______________

______________________________________ Cindy Cossairt, Secretary

Date: ______________

"Connecting the Community" through PRIDE

Pride Relationships Involvement Dialogue Engagement

Prepared by: Tita S. Gervasi, Executive Assistant Brian Mitchell, Assistant Executive Director

Open Session Minutes April 26, 2011 Page 6 of 6

Through PRIDE

Pride DATE TO FROM RE : : : : Relationships Involvement Dialogue Board Presentation Report May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Special Presentation to Former SAMLARC Financial Coordinator John Rivera Engagement

John Rivera began his career with Merit Property Management on June 3, 2003 working in the Escrow Department. On February 16, 2006 John began his tenure as SAMLARC's first Financial Coordinator. During a career that spans more than five years with SAMLARC, John oversaw all aspects of SAMLARC's financial responsibilities including the budget, reserve study, 1365 package and audit. As John grew, so did his position. As time went on, John's duties expanded to include serving as the staff liaison to the Budget and Cash Flow Committee, managing the insurance component, insuring that contracts were renewed on a timely basis, converting the budget package to the membership from paper to disc, serving as a key member of staff team responsible for the Board of Directors election process and working with homeowners who were in distress to formulate payment plans to become current on their assessments. Your dedication, commitment and passion for your work and the SAMLARC community was evident and greatly appreciated. You were a valued member of the SAMLARC team for more than five years and your contributions have been many. Thank you, John, for those contributions and your commitment to our community. On behalf of the SAMLARC Board of Directors, you are wished continued success in your career endeavors.

Through PRIDE

Pride Relationships Involvement Dialogue Engagement Board Agenda Presentation DATE TO : : May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Dennis C. Moss, Park & Facility Operations Manager Presentation Regarding Options Pertaining to Lago Santa Margarita Waterfowl

ATTENTION : FROM RE : :

Proposed Resolution: To discuss options pertaining to the over population and nuisance of waterfowl at Lago Santa Margarita and provide direction to Management. Background: Lago Santa Margarita has become a safe haven for migratory waterfowl including Mallard Ducks, American Coots and Canadian Geese. Management conducted a recent inventory of waterfowl and concluded that there are approximately twenty (20) Mallard Ducks, thirty (30) adult Canadian Geese and eighteen (18) newly born Canadian Geese. The American Coot population consists of approximately two hundred (200) during the months of October thru December. During the past five (5) years, through Management observation, the population of waterfowl has increased. The increased population of waterfowl has become a nuisance due to feces defecation on Lakeshore walkways, Beach Club Lagoon and landscaped areas throughout Lago Santa Margarita. Research indicates that the over population is caused in areas were waterfowl have a constant source of food. During the past year, Management has taken steps to educate the community by installing "do not feed ducks and geese" signage throughout the Lakeshore area, produced a brochure entitled "The Impact of Feeding Wildlife" and has written articles in the Rancho Living publication. Additionally, Management has a Health Department approved maintenance protocol in place for feces removal. Although several species of waterfowl exist on Lago Santa Margarita, the major concern exist mainly with the Canadian Geese. The Canadian Geese are a native waterfowl that are protected by the Federal Migratory Bird Treaty Act of 1918 and State laws. Under these laws, it is illegal to hunt, kill, sell, purchase or possess migratory birds except as permitted by regulations enforced by the U.S. Department of the Interior's Fish and Wildlife Service.

Page 1 of 2

Board Agenda Report ­ May 24, 1011 Waterfowl Presentation Page 2 of 2

Management recently reviewed waterfowl concerns with the United States Department of Agriculture (USDA) Division of Wildlife Services. The USDA provides Federal leadership and expertise to resolve wildlife conflicts to allow people and wildlife to coexist. Some of the recommendations provided by the USDA consist of the following: · Discontinue feeding - By educating the community with signage and publications. · Modify landscaping ­ Geese are grazers of short grass. Allow grass to grow longer. · Install barriers ­ Waterfowl prefer to land on water and walk onto adjacent grassy areas to feed and rest. Movement can be controlled by fences or physical barriers. · Use scaring devices ­ Several devices are recommended including predator decoys, strobe lights, Mylar flags and scarecrows. · Prevent nesting ­ State and Federal laws require permits before eggs and nesting can be disrupted. · Utilize dogs ­ Most effective are free-ranging dogs trained to chase waterfowl as soon as they land. Immediate Solutions: Phase One Management is currently experimenting with several recommended options including scaring devices such as coyote decoys, predator lighting, reflecting tape, Mylar flags; installation of barriers and aggressive harassment by staff inside Beach Club Lagoon area. To date, the "Geese be Gone" predator lighting and barriers have been the most effective. Future Options: Phase Two The USDA has wildlife damage management control programs for the removal of Canadian Geese. These programs consist of geese egg addling (oiling of eggs to prevent hatching) or lethal "taking". Each of these programs requires Federal permits that are processed through the USDA Division of Wildlife Services. Management recommends a complete public relations plan be put in place prior to the selection of these options. Connecting the Community ­ PRIDE Objective:

Community Pride of the community in the community

Fiscal Impact: As of this report, approximately $700 has been spent on deterrents to keep geese out of the Beach Club Lagoon area. Documents Attached: None

Through PRIDE

Pride Relationships Involvement Dialogue Engagement Board Agenda Report DATE TO : : May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Brenda Friday, Community Services Manager Consideration of Appointment of Ted Robertson to the Covenant Committee

ATTENTION : FROM RE : :

Proposed Resolution: To approve the recommendation of the Covenant Committee to appoint Ted Robertson as an Alternate Member of the Covenant Committee. Background: At the Covenant Committee Meeting held May 3, 2011, the Covenant Committee interviewed SAMLARC Member Ted Robertson. It is the recommendation of the Covenant Committee that Ted Robertson be appointed as an alternate Member. The Covenant Committee is comprised of three regular members and two alternate members with staggered two-year terms. Currently, there are three regular voting members, Director Sally Leonard, Director Everitt Kang, Member Jeni Halembakova, and one alternate, Member Liliana Zuniga. The appointment of Ted Robertson would fill the second vacant alternate position. o Ted Robertson ­ A 12 year resident of Rancho Santa Margarita, works in Anaheim as a Regional Manager of Business Development & Retail Team Leader for a large confection company. Mr. Robertson understands the value of policies and the challenges of enforcing them.

At the Board's direction, Management has been conducting recruitment for applicants to fill the vacant positions. Recruitment announcements have been included in the Rancho Living magazine, on the SAMLARC website and onsite at events. Connecting the Community PRIDE Objective:

Community Pride of the community in the community Community Involvement with internal communities, e.g., Delegates / Committees

Fiscal Impact: None Documents Attached: 1. Covenant Committee Candidate Application from Ted Robertson 2. Covenant Committee Membership 3. Covenant Committee Charter

Through PRIDE

Pride DATE TO : : Relationships May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Patrick White, Park Use and Sports Field Manager Consideration of Approval of Revisions to Policy and Guidelines Regarding Organizations Applying for Approval as an Approved Organization Involvement Dialogue Board Agenda Report Engagement

ATTENTION : FROM RE : :

Proposed Resolution: To approve the addition of the following language to the Policy and Guidelines, Section I. Park Use Permit: 12. Organizations applying for approval are required to supply the following information prior to consideration by the Board of Directors: a) A minimum of one year of financial statements. b) Rosters with the national or sanctioning body ID number (ASA, Pony, Little League, AYSO, Cal South, and TCS) to include the name, address, city, zip code, and ID # of all members. c) If nonprofit, a copy of the letter of Non - Profit Status (501 c3) from the Internal Revenue Service. d) Contact information for the organization's, Board of Directors, and/or team officials. e) Defined boundaries of membership. Background: At the Board of Directors Meeting on March 22, 2011, the Board of Directors amended to pull from the Agenda and defer for further research Items V. (H) ­ O.C. Tigers Baseball Club permit request and V. (I) ­ Pro Sports Revolution permit request. Management met with President Chadd, and Director McGregor to review their concerns on the application process. Connecting the Community PRIDE Objectives:

Community Relationships with external communities, e.g., agencies Community Engagement through special events, programs & activities

Page 1 of 2

Board Agenda Report ­ May 24, 2011 Policy and Guideline Changes Page 2 of 2

Fiscal Impact: None Documents Attached: 1. Minutes of the Board of Directors Meeting March 22, 2011

Through PRIDE

Pride Relationships Involvement Dialogue Engagement Board Agenda Report DATE TO : : May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Brian Mitchell, Assistant Executive Director Consideration of Board Direction to the Landscape and Facilities Enhancement Executive Committee to Evaluate Controller Technology and Review and Pursue a Potential Grant for Irrigation Controllers

ATTENTION: FROM RE : :

Proposed Resolution: To direct the Landscape and Facilities Enhancement Executive Committee to evaluate controller technology and review and pursue a potential grant for irrigation controllers and provide a report and recommendation for Board consideration. Background: Mosaic Consulting has researched a grant opportunity for replacement of RainBird Controllers with ET Water web based controllers. The grant is administered through the Metropolitan Water District. Metropolitan is targeting 5-10 projects for their total budgeted grant fund of $250,000. Devin Sanders presented the grant opportunity to Management and to President Chadd for consideration. A short form proposal was submitted by the May 9, 2011 deadline. If the short form proposal is accepted a full grant proposal will be due June 15, 2011. It is proposed that the LFEEC review the grant opportunity and evaluate the proposed controllers and provide a report and recommendation to the Board for purchase. There are four goals associated with this project: 1. Update controllers to current web based technology 2. Simplify in field programming and overall control of irrigation 3. Qualify for a grant to co-fund the transition controllers to current technology 4. Improve irrigation efficiency Connecting the Community PRIDE Objectives:

Community Pride of the community in the community

Fiscal Impact: Mosaic Consulting staff time of approximately 30 hours to coordinate writing and preparation of supporting exhibits for the grant. Page 1 of 2

Board Agenda Report ­ May 24, 2011 Project Referral to Landscape and Facilities Enhancement Executive Committee Page 2 of 2

Documents Attached: 1. MWD Grant Request for Proposals 2. Grant Short Form Submittal

Through PRIDE

Pride Relationships Involvement Dialogue Engagement Board Agenda Report DATE TO : : May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Cary Haine, Construction Project Coordinator Consideration of Adoption of SAMLARC Fence and Wall Policies

ATTENTION: FROM RE : :

Proposed Resolution: To adopt SAMLARC Fence and Wall Policies and associated exhibits specific to each Supplemental Declaration as it relates to the perimeter walls and fences in the following Tracts: Fence and Wall Policy for Stucco Walls · Buena Vista (Vista Norte) Tracts 13851, 13852, 14212 · Cabo Vista Tracts 14220, 13857 · Cabrillo Vista Tracts 12946, 15392 · California Tesoro I & II (known as Tesoro I & II) Tracts 14870, 14896, 14962 · Cantamar Tracts 12946 (shares with Cabrillo Vista), 15608, 15869 · Cantobrio Tracts 12380, 12571, 12572 · Cantobrio II Tracts 12381, 12574, 12573 · Cantobrio III Tracts 13048, 13183, 13184 · Corazon Tracts 12945, 13084, 15513 · El Caserio Tracts 12379, 12570, 12569 · El Caserio II Tracts 12653, 12754, 12755 · Emerald Ridge 13340 · Fiesta Tract 15192 · Hidden Trails Tract 15421, 15466 · Los Abanicos Tracts 14595, 14862, 14909, 14910, 15306 · Montecito Tracts 12468, 12521 · Montecito II Tracts 12465, 12267 · Promenade Tract 15282 · Ranchwood Tract 12430 · Ranchwood II Tracts 12646, 12648 · Ranchwood III Tracts 13001, 13046 · Santa Fe Tracts 15278, 15298 · Serenada Tracts 12646, 12667 · Solana Vista (Vista Norte) Tract 14144, Lot D only · Talavera Tracts 14411, 14412, 14414, 14415, 14416 · Vista Ladera Tracts 12467 Page 1 of 2

Board Agenda Report ­ May 24, 2011 Consideration of Approval of Fence and Wall Policies Page 2 of 3 · · ·

Vista Ladera II Tracts 12659 Vista Ladera III Tracts 13001, 13078, 13087 Vista Ladera IV Tracts 13083, 13351

Fence and Wall Policy for Tubular Steel Fencing · Buena Vista (Vista Norte) Tracts 13581, 13852, 14212 · Cresta Vista Tracts 13852, 13853, 13855, 14140, 14142, 14143, 14144, 14146 · El Caserio III Tracts 12647, 12999, 13181 · Estrella Vista (Vista Sur) · La Tierra Tracts 13084, 13085, 13163, 13164 · Montilla Tracts 13084, 13236 · Terramonte 13084, 13225, 13582 · Villavante Tracts 13201, 14456 · Valle Vista (Vista Norte) Fence and Wall Policy for Windbreak Glass System · Brisa Ladera Phase I Tract 14451 · Brisa Ladera Phase 4 Tract 14435 · Brisa Ladera Phase 7 Tract 14276 · Brisa Ladera Tract 14434 · Cresta Vista Phase I Tracts 13582, 13853, 13586, 14140, 14142, 14143, 14144, 14146 · Estrella Vista at Vista Sur Phase I Tract 14138, 13829, 14147 · Granada Phase I Tract 14816, 14817 · Valle Vista at Vista Norte Phase I Tract 13851, 13587, 14139 Fence and Wall Policy for Retaining Walls · Emerald Ridge Tract 13340 · Fiesta Tract 15192 Background: At the Board of Directors Meeting of January 25, 2011 the Board requested Corporate Counsel to further clarify / modify fence and wall maintenance exhibits and language to clarify maintenance responsibilities. Input received from Directors Kang and McGregor has been incorporated into the revised policies proposed for adoption. The adoption of a Fence and Wall Policy specific to every SAMLARC Tract provides the benefit to SAMLARC and homeowners of a comprehensive policy that identifies maintenance responsibilities. Fiscal Impact: No fiscal impact. SAMLARC currently has maintenance responsibility for their fences and walls. Documents Attached: 1. Exhibit A: SAMLARC Fence and Wall Policy for Stucco Walls 2. Exhibit B: SAMLARC Fence and Wall Policy for Tubular Steel 3. Exhibit C: SAMLARC Fence and Wall Policy for Windbreak Glass System 4. Exhibit D: SAMLARC Fence and Wall Policy for Retaining Walls 5. Exhibit E: Fence and Wall Detail Exhibits

Through PRIDE

Pride DATE TO : : Relationships May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Jenny Nawrocki, Financial Transaction Coordinator Consideration of Approval of SAMLARC Credit Card Statements Involvement Dialogue Board Agenda Report Engagement

ATTENTION: FROM RE : :

Proposed Resolution: To approve the charges and acknowledge review of the payable transmittal for SAMLARC First Bankcard credit cards for the statement closing dates of March 4, 2011; and To approve the charges and acknowledge review of the payable transmittal for SAMLARC First Bankcard credit cards for the statement closing dates of April 4, 2011. Background: For the period of February 3, 2011 through March 4, 2011 charges were applied to the credit cards of Fernando Martinez, Tita Gervasi, Monique DiBonaventura and Annmarie Hysler. Fernando Martinez's charges are primarily for items used to make repairs at the Beach Club and throughout the parks. Tita Gervasi's card was used to purchase canopies for Dog Day Afternoon, iPad related items, CPRS payments for Paul Ripley and Dennis Moss. Additionally, items were purchased for SAMLARC's Spring Fling and the Business office. Monique DiBonaventura's card was used to purchase items for Spring Fling and shirts for the Volunteer Appreciation Dinner. Annmarie Hysler's card was also used to purchase items for use Spring Fling. For the period of March 5, 2011 through April 4, 2011 charges were applied to the credit cards of Fernando Martinez, Dennis Moss, Tita Gervasi, Monique DiBonaventura and Annmarie Hysler. Fernando Martinez's charges are primarily for items used to make repairs at the Beach Club and throughout the parks. Dennis Moss purchased items related to the IPADS, a lectern for the Fiesta Room as well as food for a Board meeting. Additionally, Dennis purchased table cloths for the annual meeting. Tita Gervasi's card was used to purchase food for a Neighborhood Outreach Committee Meeting , pocket protectors and Velcro tabs for use at the SAMLARC Business Office. Monique DiBonaventura's card was used to purchase items related to Dog Day Afternoon. Annmarie Hysler's card was also used to purchase items for use at Dog Day Afternoon as well as Spring Fling.

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Board Agenda Report ­ May 24, 2011 Approval of SAMLARC Credit Card Statements Page 2 of 2

Fiscal Impact: The impact of charges made on SAMLARC Credit Cards will vary based upon the purchases made by the card holder and the intended use of the item. Attached is a detailed summary matrix reflecting the impact to the 2011 Operating Budget for the months of February and March. All charges made during these periods were within the allocated budget amounts. Documents Attached: 1. Credit Card Statement 2. Credit Card Statement 3. Credit Card Statement 4. Credit Card Statement 5. Credit Card Statement 6. Credit Card Statement 7. Credit Card Statement 8. Credit Card Statement 9. Credit Card Statement

for for for for for for for for for

Monique DiBonaventura for the statement closing date of 3/4/11 Fernando Martinez for the statement closing date of 3/4/11 Annmarie Hysler for the statement closing date of 3/4/11 Tita Gervasi for the statement closing date of 3/4/11 Monique DiBonaventura for the statement closing date of 4/4/11 Fernando Martinez for the statement closing date of 4/4/11 Dennis Moss for the statement closing date of 4/4/11 Annmarie Hysler for the statement closing date of 4/4/11 Tita Gervasi for the statement closing date of 4/4/11

`

Through PRIDE

Pride Relationships Involvement Dialogue Engagement Board Agenda Report DATE TO : : May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Jenny Nawrocki, Financial Coordinator Consideration of Approval of the April 2011 Financial Statements

ATTENTION: FROM RE : :

Proposed Resolution: To approve the financial statement and the bank reconciliation dated April 31, 2011 as presented. The April 2011 statement reflects $2,348,409.54 in operating funds, and $5,407,342.05 in reserve funds for a total cash amount of $7,753,951.59; additionally, the April 2011 financial statement reflects year-to-date net income of $402,441 compared to a budgeted loss of $464. Year-to-date reserve funding is $286,300 compared to a budget of $288,672. Background: A summary of the most recently completed and closed SAMLARC financial statement for the month of April is included in the Board Packet for review by the Board of Directors. Copies of the entire April financial statement are available to each Director upon request. Fiscal Impact: Year-to-date (April 2011) - Income $402,441 - Reserve Fund net decrease: $2,372 Documents Attached: 1. April 2011, Financial Summary

Through PRIDE

Pride DATE TO : : Relationships May 24, 2011 Board of Directors Candice Fullenkamp, Executive Director Jenny Nawrocki, Financial Transaction Coordinator Consideration of Approval of Request to Proceed with Lien Involvement Dialogue Board Agenda Report Engagement

ATTENTION: FROM RE : :

Proposed Resolution: To authorize and instruct Merit Property Management to record a lien on fifty-three (53) delinquent accounts should their assessments not be paid within the time period established in the Intent to Lien Letter. The accounts became past due in April 2011 or earlier and in accordance with the Corporation's Assessment Collection Policy, a letter will be sent to the homeowner notifying them that they have 30 days to pay the balance owed or a lien will be placed on their property. Therefore, the Board directs Management to lien the accounts listed on the "Instructions to Management" dated May 24, 2011, should the delinquent assessments not be paid within the time period established in the Intent to Lien Letter: 0535-04 1406-03 1697-04 1760-03 1768-01 1927-03 2026-03 2250-03 2311-05 2322-05 2350-02 2353-02 2403-05 2449-04 2516-02 2559-03 2588-04 2636-03 3017-04 3223-05 3865-03 4111-01 4135-02 4198-02 4827-02 4897-04 4967-03 5129-03 5251-01 5495-01 5495-01 5751-03 5996-04 6134-08 6563-03 7017-03 7086-01 7339-03 7350-04 7454-02 7890-01 7972-05 8252-02 8612-06 9373-01 9429-01 9694-02 A153-03 A399-03 A403-02 A812-02 A893-01 A982-01

Background: Under laws enacted by the California Assembly, effective January 1, 2006, those members who have become delinquent in their assessments, and for which Management has not been able to collect utilizing the pre-lien notification, must have formal Board approval to commence lien of those named properties. The above listed accounts are at this point; therefore, Management recommends that the accounts be forwarded to full lien as the next step in the collection process, as the owners are still in possession of their respective homes. Fiscal Impact: None Documents Attached: 1. Instructions to Management dated May 24, 2011

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OS Agenda 5-24-11

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