Meeting Minutes

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CORONADO SHORES LANDSCAPE & RECREATION COMMITTEE GENERAL SESSION MEETING November 16, 2023, 2:00pm, In-Person Underground/Zoom Conference Video Call MINUTES CALL TO ORDER/ROLL CALL: Robert Clinton called the meeting to order at 2:00pm.   ASSOCIATION                                                     REPRESENTATIVE #1         Cabrillo                                                       Jan Yanda #2         La Sierra                                                    Oliver McGonigle #3         Las Palmas                                                 Robert Clinton, Chair #4         Las Flores                                                  Scott Nicoll, Alternate #5         El Camino                                                  Trisha Trowbridge, Alternate #6         La Playa                                                     Jim Woolf #7         La Perla                                                      Alma Ronis, Alternate #8         El Encanto                                                  Jan Zobrist #9         El Mirador                                                  Irene Airin #10       La Princesa                                                 Linda Shenwick   ALSO ATTENDING:                         L&R GM/Controller                                    Mark Merson L&R Administration                                    Lois Gawaran, Missy Smith   OPEN FORUM: None   APPROVE MINUTES: General Session of October 19, 2023 – Motion: To approve the General Session Minutes of October 19, 2023, with the following amendment to #F stating Karen Perry will be the 5th person on the Rules Committee if necessary, made by Oliver McGonigle and seconded by Jan Zobrist.  (Vote 10/0) Motion Passed.   REPORTS: Management Report – Mark gave an update on the status of projects in progress and completed, the amenities and departments. Review of October 2023 Financials – Mark reported the financial information and answered questions. INCOME:                                      YTD Actual            YTD Budget              Variance Administration                                 $        7,855.86       $        2,083.30            $         5,772.56 Assessments                                     $ 2,607,893.60       $ 2,607,893.60              $                0.00 Recreation/HC, RP, etc.                    $    274,372.04       $    210,102.84            $       64,269.20 Recreation/Beach Club                      $    348,498.39       $    345,984.15              $         2,514.24 TOTAL:                                          $ 3,238,649.89       $ 3,166,063.89           $       72,556.00   CGS:                                              Actual                    Budget                        Variance Beach Club:                                     $    134,457.68       $    141,978.48            $         7,520.80 GROSS PROFIT:                             $ 3,104,162.21       $ 3,024,085.41             $       80,076.80   EXPENSES:                                   Actual                    Budget                        Variance Administration                                 $    530,155.80       $    566,510.10              $      36,354.30 Landscaping                                    $    323,544.83       $    341,666.60              $      18,121.77 Maintenance                                    $    822,876.52       $    709,475.27              $   (113,401.25) Recreation-Beach Club                     $    212,048.79       $    227,441.09              $      15,392.30 Recreation-HC, RP, Etc.                   $    115,515.86       $    126,877.24              $      11,361.38 Security                                           $    478,763.61       $    483,138.12              $        4,374.51 Utilities                                           $    579,321.54       $    493,611.64              $     (85,709.90) TOTAL:                                         $ 3,062,226.95       $ 2,948,720.06             $   (113,506.89)   NET INCOME:                                $      41,935.26       $      75,365.35               $     (33,430.09)   ADVISORY REPORTS: Beach Club Sub-Committee – Jan Zobrist reported on the Beach Club meeting held on Tuesday, November 14th. Bingo is going strong, 12/6 tree trimming party at 5:30pm, 12/7 start of Hanukkah with lighting of the Menorah at the lagoon bridge at sunset, 12/14 Santa coming to the BC from 5-6pm, NYE party will be $75 per person, afterparty at 9:30pm $25 per person if diners leave. Landscape Sub-Committee – Robert Clinton reported on the Landscape meeting held on Wednesday, November 15th. There are 3 projects planned for spring planting.  La Playa has 3 Coral trees that are scheduled to be removed in 2026.  Jenny got a great bid to remove those trees now.  Motion:  To go forward with those 3 trees being removed at the beginning of January made by Jim Woolf and seconded by Jan Zobrist.  (Vote 10/0) Motion Passed. Recreation Advisory Group – Trisha Trowbridge reported on the Recreation meeting held on Wednesday, November 15th. All amenities are going well.  This is the quiet time of the year. Facilities Advisory Group – Mark reported on the Facilities meeting held on Wednesday, November 15th. He reported that the waterproofing project should be completed on Friday, November 24th if there are no setbacks.  He is waiting on the voicedown replacement for the Beach Club and that project will be completed.  The light posts on the boardwalk have been painted and the benches are looking good.  Mark stated that he would like to have a special L&R meeting dedicated to the Master/Rehabilitation plan in the first quarter of 2024 once he has received the bids to go over them.   UNFINISHED BUSINESS: Lagoon Leak, Update, Discussion – Mark reported that we are losing about $1k a month in water. Bear Flag has produced a comprehensive report and Mark will get more clarity on specific terms.  He will also be getting additional proposals on this project. Master/Rehabilitation Plan, Update, Discussion – The Peridian quote, Site Planning Phase would be $35,500, Master Landscape Concept Site Plan(s) would be $70,000 for a total of $105,500. McMahon’s proposal was $75,000 for 3 phases.  Mark is still waiting on a proposal from Rick Engineering and would like to get a total of 6 proposals on this project. ERTC, Update – Mark reported that Lois contacted the IRS this morning and they have no definitive date when the funds will be paid. Motion: The Committee authorizes the L&R to bill each of the 10 associations an additional $12,000.00 (approximately, based on formula) due and payable on or before 12/15/23.  This additional payment is to balance the operations account and is being authorized as a one-time exceptional payment to facilitate the balancing of the operation account with the understanding that this payment balances the operational account for the Coronado Shores for all deficits arising before and including the period ending 12/31/23 made by Linda Shenwick and seconded by Jim Wolf. (Vote 1/9, #10 yes) Motion Failed. *If and when we receive ERTC funds, the Committee will decide what to do with the funds.  The funds advanced to be returned to the Associations.  Amended Motion:  L&R Committee authorizes a one-time exceptional payment to be made by the 10 Associations in the amount of $120k in total to facilitate balancing of the operational account as of 12/31/23 made by Jan Yanda and seconded by Linda Shenwick.  (Vote 5/5) Motion Failed.  Amended Amended Motion:  The L&R Committee approves the buildings advancement of $120k, per the formula of each Association, to cover the cash flow shortfall and balance the 2023 budget as of 12/31/23 due and payable on or before December 15th made by Oliver McGonigle and seconded by Jan Zobrist.  (Vote 6/2, #1, #10 no, #7, #9 abstain). Motion Passed. Appointment of 2024 Officer Nominating Committee, Discussion, Action – Motion:

CORONADO SHORES LANDSCAPE & RECREATION COMMITTEE GENERAL SESSION MEETING September 21, 2023, 2:00pm, Zoom Conference Video Call MINUTES CALL TO ORDER/ROLL CALL: Robert Clinton called the meeting to order at 2:00pm.   ASSOCIATION                                                     REPRESENTATIVE #1         Cabrillo                                                       Jan Yanda #2         La Sierra                                                    Oliver McGonigle #3         Las Palmas                                                 Robert Clinton, Chair #4         Las Flores                                                  Karen Perry #5         El Camino                                                  Carlos Bonacich #6         La Playa                                                     Bruce Riesman, Alternate #7         La Perla                                                      Beth Mulcahy-Elardo #8         El Encanto                                                  Jan Zobrist #9         El Mirador                                                  Irene Airin #10       La Princesa                                                 Linda Shenwick   ALSO ATTENDING:                         L&R GM/Controller                                    Mark Merson L&R Security Manager                                Nathanial Maki L&R Facilities Manager                               Reynaldo Carvajal Ocampo L&R Administrative Assistant                       Missy Smith OPEN FORUM: 1) Harvey Friedman, #10 – Masterplan.  2) Allan Leguay, #8 – Enforcement policy, ID card charge.   APPROVE MINUTES: General Session of August 17, 2023 – Motion: To approve the General Session Minutes of August 17, 2023, made by Beth Mulcahy-Elardo and seconded by Jan Zobrist.  (Vote 10/0) Motion Passed.   REPORTS: Management Report – Mark gave an update on the status of projects in progress and completed, the amenities and departments. Security Reports – Nathanial Maki, Security Manager, gave an update on August security reports, complete with graphs. Review of August 2023 Financials – Mark reported the financial information and answered questions. INCOME:                                      YTD Actual            YTD Budget              Variance Administration                                 $        7,058.06       $        1,666.64            $         5,391.42 Assessments                                     $ 2,086,314.88       $ 2,086,314.88              $                0.00 Recreation/HC, RP, etc.                    $    236,253.04       $    180,410.18            $       55,842.86 Recreation/Beach Club                      $    293,374.51       $    292,986.55              $            387.96 TOTAL:                                          $ 2,623,000.49       $ 2,561,378.25           $       61,622.24   CGS:                                              Actual                    Budget                        Variance Beach Club:                                     $    118,847.44       $    119,211.81            $            364.37 GROSS PROFIT:                             $ 2,504,153.05       $ 2,442,166.44             $       61,986.61   EXPENSES:                                   Actual                    Budget                        Variance Administration                                 $    434,170.41       $    458,057.78              $      23,887.37 Landscaping                                    $    267,693.06       $    283,333.28              $      15,640.22 Maintenance                                    $    662,419.65       $    576,856.17              $     (85,563.48) Recreation-Beach Club                     $    167,496.73       $    186,978.43              $      19,481.70 Recreation-HC, RP, Etc.                   $      92,371.67       $    101,341.55              $        8,969.88 Security                                           $    395,404.81       $    391,511.16              $       (3,893.65) Utilities                                           $    470,830.27       $    399,551.16              $     (71,279.11) TOTAL:                                         $ 2,490,386.60       $ 2,397,629.53             $     (92,757.07)   NET INCOME:                                $      13,766.45       $       44,536.91               $     (30,770.46)   ADVISORY REPORTS: Beach Club Sub-Committee – Jan Zobrist reported on the Beach Club meeting held on Tuesday, September 19th. She gave an update on planned events and stated that there is still an issue with dogs in the Beach Club. Landscape Sub-Committee – Robert Clinton reported on the Landscape meeting held on Wednesday, September 20th. Currently getting a bid on terrace level trimming at El Encanto and El Mirador. Recreation Advisory Group – Carlos Bonacich reported on the Recreation meeting held on Wednesday, September 20th. All amenities are going well. Facilities Advisory Group – Karen Perry reported on the Facilities meeting held on Wednesday, September 20th. To reduce the loss of water in the lagoon American Leak Detection made some repairs to the pipes but the lagoon will need to be drained, power washed, check the surface for cracks and repair/sealed.   UNFINISHED BUSINESS: CES Security Camera System, Update – Mark reported that the project is 95% completed and he will follow up with CES. There are 62 functioning cameras and the voice down feature at all pools. ERTC, Update – Mark reported that now it is looking like funds will be disbursed in 2024. Master/Rehabilitation Plan, Update, Discussion – Mark reported that there is no new information on this, and he will provide an update at the next meeting. L&R Rule Enforcement Policy, Discussion, Action – Suggested changes 1) Mandatory Notices given to all (#2 Notice of Potential Violation and Notice of Hearing). 2) The Appeal Hearing will be a review of the Sub- Committee’s prior conclusions where the Appellant may present a case on why he or she thinks the initial decision was incorrect. Then the Appeals Committee will have an opportunity to review the original decision and either affirm or modify the original decision.” (#5 Appeal of Sub-Committee’s Decision).  Motion:  To approve the L&R Rule Enforcement Policy with the above changes made by Jan Zobrist and seconded by Karen Perry.  (Vote 10/0) Motion Passed.  The attorney will incorporate the policy, add members (5 L&R members appointed by the L&R Committee) and issue the document to each association Board and Manager and to the L&R Committee Members for implementation November 1st. Ratify Urgent CapEx Payments, Discussion, Action – Motion: To Ratify urgent CapEx funds spent in July and August and billed in September. 1) American Leak Detection, lagoon leak – $4,500, 2) Perry Plumbing and Pipelining, Cabrillo urinal pipe repair – $3,750, 3) The Webstaurant Store, Roeder Ice Machine – $3,659.39, 4) Miramar Forklift, Repair Scissor Lift – $1,712.34 for a total of $13, 621.73 made by Jan Yanda and seconded by Karen Perry.  (Vote 10/0) Motion Passed.   NEW BUSINESS: El Camino Spa Jet Pump, Discussion, Action – Mark stated that the El Camino jet pump is no longer working and needs to be replaced. Motion:  To approve proposal from GL Pools to replace the failed Spa Jet Pump for the El Camino jacuzzi for $3,463.00 of CapEx funds made by Beth Mulcahy-Elardo and seconded by Linda Shenwick. (Vote 10/0) Motion Passed. Lagoon Leak, Discussion – The lagoon will need to be drained, cleaned, and inspected by the various companies to determine where the water is leaking from before bids can be obtained. Common Area Parking, Discussion – Mark will address parking rules at the next manager’s meeting on Thursday, September 28th.   NEXT GENERAL SESSION MEETING DATE:  2:00pm, Thursday, October 19, 2023, L&R Office In-person and via Zoom.   ADJOURNED: 3:20pm.   Submitted By: ___________________________      Approved On: _______________________