PLA-VADA COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING
9 a.m. Saturday, August 20, 2016
Donner Summit PUD
MINUTES
Directors Present: Craig Doty, Mike Anderson, Kate Helfrich, Jeff Davenport, Eric Lombardi
Directors Excused:
Others Present: Brian Silsby-Facilities Supervisor, Claudia Hatfield-Office Manager,
Members Present: Roger Hatfield, Art & Pat Newman, Kay McCreary
Call to order
The meeting was called to order at 9:00 am
Discussion and vote regarding recording the minutes in the future.
Approval of Minutes
Minutes of 7/9/16, both BOD and Annual Meeting approved.
Staff Reports
Management (10 Minutes)
Balance amounts were reported to the Board.
Operating, $354,810.33
ESA, $123,383.49
Reserves, $307,701.93
CH reported checking on Stigal agreement
Info from Nevada County about Lake Van Norden Dam project
Board will send letter of support to Tahoe land trust.
Vote to approve $40 to join the Donner Summit Area Association
Owner of lot 266 would like building fees back. Fees paid in 1980. Discussion, vote to refund $2,000 approved (M-KH, 2-CD).
Facilities Supervisor (10 Minutes)
Water Usage – BS reported on water use for the month, 1,111,940 gal. for June.
Sewer – 410,400 gal. for month, 13,239 gal. per day
Cal Trans 70,000
Discussion of fire department use, fire hydrant is not metered, need better communication when there is a fire
Ongoing search for the leak along conifer, one leak found, but still losing water
Ponds have been cleared of the smell, pond 4 scarified
Working on manhole covers on conifer
BS received prices for sewer repair. Prices to be reconsidered when comparable bids are received
Directors Reports
President: CD Nothing to report
Secretary: EL Nothing to report
Treasurer: EL/CH
Reported on YTD expenditures
CH – delinquency policy – 2 types of late fees, 8 people are owing over $5000 each
Discussion of prepayment penalty/payment of sewer loan
Roads: MA
Discussion re: abandoned truck
Stolen truck
Water:
JD-good
Architecture: CD/EL
Architecture committee review of plans for 3 lots
51643 Tamarack and 50905 conifer approved by ARC
Lot 210 new plans submitted
Maintenance/Operation Liaison: None
Sewer:
JD 3 bids for sewer repair along river
bids were not comparable, JD will receive revised bids and award bid based on comparable work (a2a)
Communications:
MW no report
Old Business
Lot 204/Lot 203 Update
Some wooden stakes removed, new concern (204) danger of easement use in winter
Propane tank is on right of way, discussion regarding bringing in fire marshall, will wait until other issues are resolved
Work Orders Status-Update
The Board reviewed all work order items with Brian Silsby. Some items have been completed and others have been given estimated completion dates. More items have been added with estimated completion dates as well.
Water Tank Project-Update
Water tank – up to date permit in hand, project is stalled, board will revisit the agreement
Parking Policy-Update
Parking policies to be updated and voted on at September BOD meeting
Election-Update
Election policy changes added and approved (M-EL, 2-KH). Policies will go to membership for review.
Dumpsters-Update
To be moved as soon as possible, waiting on survey and new gas tank installation
Equipment Yard improvements – Update
MA 3 estimates for new gas tanks
2 500 gal tanks will cost approx. $7000
freestanding tanks
money will come from reserves
tanks will need to look good – will need some sort of screen
vote to create screen w/ native plants approved (M-JD, 2-KH)
need to confirm expenditure at September meeting
New Business
Property Development and Construction Handbook-Update
Building policies need to be revisited to maintain similarity to surrounding communities.
Conifer permit – Update
Need to close outstanding permit issue with regards to turn out at lot 225
Vote to retain turn approved (MJD, 2-CD, A-MA)
Vote to include necessary soil test in other pending work approved (M-JD,2-CD, A-MA)
Benches – Update
Benches at picnic area on conifer have been fixed by Dan Cargill.
Wells Shell agreement
Need to revisit agreement in light of permit application for new restaurant business at shell station.
Current agreement should be revisited to include grease traps, and modifications for increased sewage use. JD/CH to work with County to write a letter to request stipulation of a grease trap.
Discussion noting sale of Boudreau property
Adjournment
There being no further business the meeting was adjourned at 12:58pm.
Executive Session
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