2009/2010 SPECIAL MEETING OF THE

HERITAGE RANCH OWNERS’ ASSOCIATION

BOARD OF DIRECTORS

M I N U T E S

          DATE:              Friday, June 11, 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

 _______________________________________________________________________________________

PLEDGE OF ALLEGIANCE

CALL TO ORDER

ROLL CALL (to establish a quorum)

Present: Dan Prunk, Denise Roach, John Martin, Steven Negro

Absent: Jeff Smith

3.  Property Owner Appeal – Gilliam, Citation #9532, $500.00, DUI (5:00 p.m.)

See below

4.  Property Owner Dispute / Personnel Issue (5:15 p.m.)

See below

5.  Property Owner Appeal – Bolanos, Citation #9888, $25.00, Parking in Common Area (Use Letter)

See below

6.  Request that Greg Clark be removed from the Unauthorized Guest List

See below

7.  Update on Litigation

See below

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: 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 #.

OPEN MEETING CONSENT AGENDA ITEMS

8.  Approve/Disapprove minutes of the Special Meeting of the HROA Board of Directors held on May 14, 2010

Motion by Martin, second by Roach to approve

Motion amended without objection to include one correction, 3/0 with Negro abstaining

9.  Approve/Disapprove, by resolution, to reimburse the Operating Fund for $3,293.62 for duct work repairs and concrete for HROA Office

On April 16, 2010 the Board approved a budget of $5,000.00 (Office remodel) + $3,500.00 in repairs to duct work for a total of $8,500.00 to complete this project.

Two bills were paid out of the Operating Fund: 1) for the concrete foundation of $493.62; 2) duct work of $2,800.00.

Over / Under Budget for duct work repair = $700.00 Under Budget.

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

BUSINESS TO BE CONDUCTED

MEMBER COMMENTS: 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:

10.  Approve/Disapprove to have a free summer concert at Gateway Park, 5:30 p.m. to 7:30 p.m. on Saturday, July 31^st  – Band to be:               ; Cost $                    

This item was requested by property owner Jack Brazeal.  Jack and his brother offered to put on a concert for a cost of $1,000.00

The Board tabled this item on May 14, 2010.

Another group has stepped forward, which is The Rough House Band.  They have provided an cost of $380.00.

Motion by Roach, second by Negro to approve with a maximum budget of $500.00 with the Advisory Committee to determine the concert band, with the Seniors doing a bbq fundraiser, and with a date of August 21^st and a time of 6:00 p.m. to 10:00 p.m., unanimous approval

Note: Comments were made regarding possibly having an extra officer on duty, and making sure the restroom facilities are adequate.  Director Martin volunteered to bring a generator to supply power.  Director Roach volunteered to bring lighting.  Concern was raised that bbqs should not be allowed in the ballpark area.

NEW BUSINESS:

11.  Approve/Disapprove to issue a ballot in with the Annual August 2010 Election for Tract 452 to increase the maximum fence height allowed to six (6) feet

The sponsor for this is Phylis Pascale, Lot 137/452. 

This same proposed change was a ballot issue in the Annual August 2008 Election.  The matter failed due to not achieving a quorum.

Ms. Pascale has assured HROA that she will make every effort to campaign to get its passage.  Other members of the community might step forward to assist in this endeavor.

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

12.  Approve/Disapprove to change the General Insurance Coverage to Resort/Guard and the D&O/EPL Insurance to CNA; and to change the Insurance Broker to DiBuduo & DeFendis Insurance Brokers, LLC

Motion by Roach, second by Prunk to approve to change the insurance coverage to Resort/Guard and the D&O/EPL to CNA and change the Insurance Broker to DiBuduo & DeFendis, with an increase in the umbrella to $10MM, adding a policy for pollution, and with allowing a double coverage of D&O until January 1, 2011

Motion did not carry

Motion by Negro, second by Roach to approve to change the insurance coverage to Resort/Guard and the D&O/EPL to CNA and change the Insurance Broker to DiBuduo & DeFendis, with an increase in the umbrella to $10MM, adding a policy for pollution, but not having a double coverage of D&O until January 1, 2011 as long as the Broker confirms that we are not subject to additional risk (thereby saving upwards of $2,000.00), unanimous approval

13.  Approve/Disapprove to contract out with ___________ for a price not to exceed $____________ for major road work improvements

The following roads are recommended to receive overlays per site inspection: Chaparral Lane, Egret Lane, Green Brook Lane, Meadowlark Lane (North), Pintail Lane, Pinto Lane, Tumbleweed Way, Willow Brook Lane, Windward Way and Wood Duck Lane.

A separate estimate is proposed to be submitted to chip seal Equestrian Road and Barn Road.

Motion by Roach, second by Prunk to approve a budget not to exceed $537,327.15 to pave the roads specified, and to reverse the 2012 and 2014 proposed schedules, which would eliminate the requirement to chip seal Equestrian Road and Barn Road in 2010, unanimous approval

Note: The GM and Maintenance Manager are to coordinate together on the proposed schedule of roads prior to the work commencing.  This item was agreed to be moved to Executive Session, after the Open Session to select the vendor to contract with.  (See below)

14.  Approve/Disapprove to pay a stipend of $_____________ for up to ______ AEC Committee Members to attend meetings and take action on behalf of HROA

This item was requested by Director John Martin

This item was also recommended by the General Manager, and supported by the AEC Committee

The purpose of which is to attract members who will stay on the committee for long periods of time, to foster consistent decision making and tap into the wealth of knowledge from the community

The AEC Committee makes numerous decisions on a regular basis on behalf of HROA.

Tabled, without objection

15.  Approve/Disapprove one-time use of the membership list for the Oak Hill Market to mail out a grand opening flyer to all members

This item was requested by Milt Souza

Motion by Roach, second by Prunk to approve

Motion amended without objection to approve for one-time use, labels only, and that volunteers will put the labels on the flyers for Oak Hill Market, unanimous approval

DISCUSSION ITEMS:

16.  Swimming Classes for the youth of Heritage Ranch

This item was requested by property owner Christina Boggan

Beginning approximately July 1, 2010 the Recreation Program headed by Janaan Miles will disolve.  Janaan provided her own insurance through the non-profit company she had set up.   Programs included such things as Jazercise and Swimming Classes for a $ fee.  Christina Boggan would like to try to continue offering swimming classes to the youth of Heritage Ranch.

Without objection, Christina Boggan to come back with an official proposal next month

RECONVENE TO EXECUTIVE SESSION

3.  Property Owner Appeal – Gilliam, Citation #9532, $500.00, DUI (5:00 p.m.)

Tabled

4.  Property Owner Dispute / Personnel Issue (5:15 p.m.)

Tabled

5.  Property Owner Appeal – Bolanos, Citation #9888, $25.00, Parking in Common Area (Use Letter)

Waived

6.  Request that Greg Clark be removed from the Unauthorized Guest List

Approved, subject to review in three (3) months

7.  Update on Litigation

Board approved not to appeal a Small Claims action

13.  Approve/Disapprove to contract out with ___________ for a price not to exceed $____________ for major road work improvements

The following roads are recommended to receive overlays per site inspection: Chaparral Lane, Egret Lane, Green Brook Lane, Meadowlark Lane (North), Pintail Lane, Pinto Lane, Tumbleweed Way, Willow Brook Lane, Windward Way and Wood Duck Lane.

A separate estimate is proposed to be submitted to chip seal Equestrian Road and Barn Road.

Approved to contract with Cal Portland Construction (Union Asphalt)

ADJOURN

Without objection