General Session Meeting Minutes (March 2023)

Meeting Minutes

CORONADO SHORES LANDSCAPE & RECREATION COMMITTEE

GENERAL SESSION MEETING

March 16, 2023, 2:00pm, Zoom Conference Video Call

MINUTES

  1. CALL TO ORDER/ROLL CALL: Robert Clinton called the meeting to order at 2:00pm.

 

ASSOCIATION                                                 REPRESENTATIVE

#1        Cabrillo                                                    Jan Yanda

#2        La Sierra                                                   Jacque Sokolov, Alternate

#3        Las Palmas                                               Robert Clinton, Chair

#4        Las Flores                                                 Karen Perry

#5        El Camino                                                Carlos Bonacich

#6        La Playa                                                   Jim Woolf

#7        La Perla                                                    Beth Mulcahy-Elardo

#8        El Encanto                                               Jan Zobrist

#9        El Mirador                                                Irene Pedroza

#10      La Princesa                                               Linda Shenwick

 

ALSO ATTENDING:

                        GM/Controller                                                     Mark Merson        

L&R Staff                                                Missy Smith, Cindy Bravo

  1. OPEN FORUM: 1) Cheryl Nicoll, #4 – Guest passes/Beach Club access.  2) Carlos Bonacich, #5 – Dog rules enforcement.  3) Jacque Sokolov, #3 – Dog rules.

 

  1. APPROVE MINUTES:
  2. General Session of February 16, 2023 – Motion: To approve the General Session Minutes of February 16, 2023, made by Jacque Sokolov and seconded by Karen Perry.  (Vote 10/0) Motion Passed.

 

  1. REPORTS:
  2. Management Report – Mark reported that the tennis fence has been fixed and the courts are open, GL Pools is doing a fantastic job with the pools and lagoon. The new pool equipment has been ordered and will be installed and functional by June 1st.  The Cabrillo pool bathroom roof has had improvements made by our facilities staff due to a complaint from a homeowner that looks down on it.  The facilities staff is currently working on all of the gates to make sure they are opening and closing properly.  Rey is working on getting all of the property plans digitized.  We are testing out new umbrella bases to replace the rusted old ones and purchasing additional umbrellas.  The sling replacements for the pool chairs and chaises will be completed by Memorial Day.  The sheds have been painted and look good and the fencing will be next.  Mark will contact the Del regarding their red shingles.  We will wait on re-shingling the north gate kiosk until the Roeder shingles have been replaced and use the same shingles.  CES has 37 of the 52 cameras installed and should have the security camera project completed by April 1st.  L&R office HVAC is an action item to vote on today.  Downstream sent pump station plans to the city and if approved they will present the plans to us.  All L&R departments are running smoothly, Nate Maki is now an employee of L&R from Ironwall Security.

 

  1. Review of February 2023 Financials – Mark reported the financial information and answered questions.

INCOME:                                     YTD Actual         YTD Budget            Variance

Administration                               $           154.20     $           416.66         $           (262.46)

Assessments                                  $    521,578.72     $    521,578.72           $                0.00

Recreation/HC, RP, etc.                 $      24,481.17     $      27,148.22         $        (2,667.05)

Recreation/Beach Club                  $      48,947.66     $      47,996.81           $            950.85

TOTAL:                                         $    595,161.75     $    597,140.41        $        (1,978.66)

 

CGS:                                             Actual                  Budget                       Variance

Beach Club:                                   $      21,121.12     $     21,091.44           $             (29.68)

GROSS PROFIT:                           $    574,040.63     $    576,048.97           $        (2,008.34)

 

EXPENSES:                                  Actual                   Budget                      Variance

Administration                               $      84,218.70     $    106,327.32          $      22,108.62

Landscaping                                   $      51,021.80     $      58,333.32           $        7,311.52

Maintenance                                  $    138,695.99     $    128,906.60          $       (9,789.39)

Recreation-BC                               $      36,798.71     $      46,530.72           $        9,732.01

Recreation-HC, RP, Etc.                $      18,310.71     $      23,471.44           $        5,160.73

Security                                         $      81,957.11     $      82,045.54           $             88.73

Utilities                                          $    146,080.01     $      93,310.49           $     (52,769.52)

TOTAL:                                        $    557,083.03     $    538,925.73          $     (18,157.30)

 

NET INCOME:                              $      16,957.60     $      37,123.24           $      (20,165.64)

 

  1. ADVISORY REPORTS:
  2. Beach Club Sub-Committee – Jan Zobrist reported on the Beach Club meeting held on Tuesday, March 14th, stating that the events are going well. There will be a “Super Bingo” event on Monday, March 26th at 5:00pm with $10 cards.  Family Activities is planning an Spring (Easter) Party with an egg hunt on Saturday, April 8th from 11:00am – 1:00pm in and on the Roeder grass.  To enter the Beach Club, you must possess an ID Card or accompany a person with an ID Card and have a paper guest pass issued by the building doorperson.  Guests need to sign the guest book.  When there is a big event, Security should stand at the door and check ID’s.  Compliments to Mick, Larry Delrose and the rest of the BC staff.

*An adhoc committee to be established to review and suggest ways to improve access controls and enforce our rules regarding access.

  1. Landscape Sub-Committee – Robert Clinton reported on the Landscape meeting held on Wednesday, March 15th. The walk was cancelled due to the weather.  At the meeting the committee discussed additional plants at del Sol and the sand accumulation at del Sol.  The landscape guys removed as much as they could, but the city keeps pushing it into our landscape.  A gate is needed to keep non-residents out of del Sol park.  A suggestion to put in the same fencing and plant shrubs to form a hedge on either side of a combo or card access gate.  Tree trimming will begin with Greenbrier trimming the palms starting the last week of April and Atlas Tree Service will trim the ornamental trees in May.
  2. Insurance Committee – Robert reported on the Insurance Cooperative meeting held on Tuesday, March 14th and discussed the Workers Compensation renewal bid by Kirk Miller Insurance Agency. The Insurance Cooperative voted to recommend that L&R accept their individual policy premium for 2023 in the amount of $14,538.  Motion: To approve the L&R portion of the policy, in the amount of $14,538 made by Jim Woolf and seconded by Karen Perry.  (Vote 10/0) Motion Passed.

*Mark reported that he has been asked to explore the possibility of getting a consultant to work on procuring our insurance instead of going direct to brokers.  Forward any leads to Mark.  Linda Shenwick requested, on behalf of her Association Board, Motion: To put this on the agenda for the April meeting of  the L&R, to have a proposal from the manager talking about the scope, cost of hiring an independent, unaffiliated consultant to review our current policy to determine what type of insurance we need going forward for 2024 to manage the solicitation process for the Shores and make recommendations made by Linda Shenwick and seconded by Jan Zobrist.  (Vote 3/5, #8, #9, #10 yes, #1, #2, #3, #6, #7 no, #4, #5 abstain) Motion Failed.

  1. Recreation Advisory Group – Carlos Bonacich reported on the Recreation meeting held on Wednesday, March 15th. Carlos stated that at last month’s L&R meeting the committee voted to make tennis court #5 into a shared court with pickleball.  Mark explained that due to liability issues, the spacing of the pickleball courts on #5 is not adequate to safely play, noise complaints and possible lawsuits, he advised against the hybrid court.    Motion:  To rescind the decision of creating a shared tennis and pickleball court on #5, keep it as a tennis court only made by Jim Woolf and seconded by Robert Clinton.  (Vote 7/1, #1, #3, #4, #6, #7, #8, #9 yes, #5 no, #10 abstain, #2 absent) Motion Passed.  Beach Club activities are going well.  Health Club is having issues with teens.  Roeder activities are running smoothly.
  2. Facilities Advisory Group – Karen Perry reported on the Facilities meeting held on Wednesday, March 15th. Karen stated that establishing priorities is necessary once the comprehensive study for the property has been completed.  The order in which projects should be completed should be based on 1) concerns for health or safety, 2) continue current functions, existing infrastructure, and landscaping, 3) will save on money in the future, 4) visually enhance the property, 5) project that is nice but not necessary.

 

  1. UNFINISHED BUSINESS:
  2. CES Security Camera System Update – Mark reported 37 of 52 cameras have been installed and that the revised date of completion is now April 1st.
  3. Paychex and ERTC, Update – Mark reported that he is transitioning to Paychex the last week of March and Paychex should be better with timekeeping and HR management.
  4. Redevelopment Plan, Discussion – Mark reported that he has a bid for $55k from Jim Gabriel and is working on getting a second bid from McMahon Group out of St. Louis to present next month.
  5. AD Magellan – Roof Bids, Discussion – Mark recommends RSI for the roof work. AD Magellan is having issues with getting red shingles and may have to consider another color.  The Hotel del is not satisfied with the quality of red shingles they received.
  6. ID Card Increase, Discussion, Action – Motion: To increase the price of the ID Card from $50 to $100 made by Robert Clinton and seconded by Linda Shenwick.  Motion Withdrawn.  Motion:  To increase the price of the ID Card from $50 to $100 and decrease the term length from 5 years to 3 years for owners and length of lease term for tenants, effective May 1st made by Carlos Bonacich and seconded by Linda Shenwick.  (Vote 6/3, #3, #4, #5, #7, #9, #10 yes, #1, #6, #8 no, #2 absent) Motion Passed.

 

 

 

 

 

  1. NEW BUSINESS:
  2. Golf Cart for Facilities, Discussion, Action – Mark stated that the facilities department needs a flatbed golf cart for efficiency of doing their job and his recommendation is to purchase the flatbed golf cart from Golf Carts and More Inc. for $17,639.94. Motion:  To purchase a new flatbed golf cart from Golf Carts and More Inc. in the amount of $17,639.94 made by Jan Yanda and seconded by Karen Perry.  (Vote 9/0, #2 absent) Motion Passed.
  3. L&R Office HVAC, Discussion, Action – Mark reported that there is $75k of equipment in the L&R office that needs to be maintained at a constant temperature or it could fail. Motion:  To approve the bids by Phil’s Mechanical of $18,000 plus Ochoa Electric for $2,690 for a total of $20,690 to install HVAC in the L&R office made by Robert Clinton and seconded by Karen Perry.  (Vote 9/0, #2 absent) Motion Passed.
  4. L&R Workman’s Comp, Discussion, Action – (See 5. C above).

 

  1. NEXT GENERAL SESSION MEETING DATE:  2:00pm, Thursday, April 20, 2023, L&R Office In-person and via Zoom.

 

  1. ADJOURNED: 3:36pm.

 

 

Submitted By: ___________________________

 

Approved On: ___________________________