WEST ALMANOR COMMUNITY CLUB
BOARD MEETING MINUTES
JULY 23, 2014
9:00 AM
CLUBHOUSE
111 SLIM DRIVE
DIRECTORS PRESENT: President Herold Sinclair, Vice President Phil Springfield, Treasurer Don
Van Alen, Director, and Director at Large John Regh
DIRECTORS ABSENT: Secretary Barbara Ames
STAFF PRESENT: Association Manager Kim Taylor, Golf Course Superintendent
& Facilities Manager Dave Delay, Pro Shop Manager Melissa Smith and Administrative Assistant Sonja
Anderson,
STAFF ABSENT:
1.0
CALL TO ORDER: A quorum being present, President Sinclair called the meeting to order at
9:00AM in the WACC Clubhouse at 111 Slim Drive.
2.0
APPROVAL OF MINUTES: Director at Large John Regh moved to approve the June 25, 2014
minutes. Vice President Phil Springfield seconded the motion. Passed 4:0 After discussion,
Treasurer Don Van Alen moved to amend the July 11, 2014 minutes in order to clarify Member
JoAnn Schooling’s comment concerning the Boards fiduciary responsibility. Vice President Phil
Springfield seconded the motion. Passed 4:0 Director at Large John Regh moved to approve the
amended July 11, 2014 minutes. Vice President Phil Springfield seconded the motion. Passed 4:0
3.0
ANNOUNCEMENTS: President Hal Sinclair publically thanked Carol Bornhorst, Frank Neth
and Sue McDonald for their service as Board Members. He then introduced the newly elected
Board Members: Phil Springfield as Vice President, Don Van Alen as Treasurer and Barbara Ames
as Secretary.
4.0
CORRESPONDENCE: The pink correspondence binder is available in the
WACC office. The current law does not require the Board to share correspondence. The Board
voted to allow members access to the correspondence in the spirit of transparency.
1.) June 27, 2014 Ferris & Selby re:Ruschhaupt/Rondon Fence
2.) July 7, 2014 Bornhorst, Carol re: Long Range Planning Committee
3.) July 9, 2014 Grossberg, Arnold & Elaine re: Noise from maintenance work at tennis courts and
driving range
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4.) July 11, 2014 Fullerton, Marsha re: Seeking legal advice on the legality of changing/altering
the use of an amenity without the vote of the members/property owners and establishing rules
pertaining to the use and safety of court #1
4.0
STAFF AND COMMITTEE REPORTS
A. Association Manager: Association Manager Taylor reported that she has been working on
tenant registrations. To date there are 138 tenant registrations that have gone through the
office. The office has limited ability to impact the revenue, but working diligently to cut costs
in all areas.
There will be a newsletter going out later this month. Many members have been complying
with the clean-up letters that went out earlier this year. Fire Chief Randy Fluke will be going
out and re-inspecting work done and a Final Notice will be sent out.
Delinquent accounts are
2 - 2010 (sold, same person)
2 -2011 (2 sold, same person)
2 - 2012 (sold, same person)
3- 2013 (1 payment plan, 2 sold, same person)
3 – 2014 (2 sold, same person, and 1 waiting payment by 8/31/14)
One member owns the two properties that were sold and owes delinquent dues and the office is
working with the Plumas County tax assessor for reimbursement. Any excess dollars not
received from the sale of the property will be sought by liening his other properties not within
the Association.
B. Golf Course Superintendent/Facilities Manager: Superintendent/Manager Delay reported
that the maintenance crew has been working hard and the grounds are in great condition.
July 28th the Pro Shop and Restaurant would be closing early because the parking lot will be
receiving a slurry coat.
C. Architectural Committee: Architectural Chair Tom Fullerton reported that in the last
month there was 3 tree removal requests, 4 exterior home painting requests, 1 roof
replacement, 1 new garage construction request and 2 fence requests. All were approved
except one of the fence requests and he was working with the owners. The owners are
requesting that a fence be put in the 15 foot setback, siting that there are fences in the
Association on the property lines and/or in the setbacks.
D. LAWCC Auxiliary: Auxiliary member Peggy Wright reported for Aux. President Cyndy Horn.
There will be a Board meeting in August. She is looking forward to Hot August Nights which
will be held Saturday, August 16th. Mike Angelis will be catering. Cost is $24, with the
deadline to purchase a ticket August 11, 2014. The car parade is 4:30PM to 5:30PM with
dinner and dancing thereafter.
E. Treasurer’s Report: Treasurer Don Van Alen reported that the treasurer’s report is
YTD 6/30/14. He gave the following report:
Replacement Reserve –
On 6/30/14 balance is $835,084
$137,307 added to the 2014 Reserve
$98,910 spent YTD from the Reserve
Only significant item remaining in 2014 is Clubhouse parking lot for $24,000
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Operating Financial Report
Total Revenue 2014 - $500,366
2013 - $416,122 Difference - $84,244
Main reason for Revenue increase – 1.) Increased Dues assessment – $60,000,
2.) Increased pro Shop Revenue - $18,077 and 3.) Increased Tenant Registration $5,380
Operating Costs (Cost of Sales + Overhead Expenses)
2014 - $308,265
2013 - $280,237
Difference - $28,028
Main reasons for Operating Cost increase – 1.) Personnel related costs - $19,011,
2.) Brush and Tree Removal - $4,650 and 3.) Telephone and Utilities - $4,338
Operating Income (Revenue minus Operating Costs)
2014 - $192,101
2013 - $135,885
Difference - $56,216
Operating Reserve/Contingency Account
Policy #20 requires $100,000 funding level
Currently funded at $45,000
Amount owed to Reserve Account - $55,000
Amount borrowed in 2012 - $27,000
Amount borrowed in 2013 - $28,000
Payable of $55,000 not budgeted in 2014
Personnel Costs
Increase in 5 years from 2009 actuals to 2014 budget - $84,487 (26%)
CPI during 5 year period – 8.26% and would result in personnel cost
Increase of $27,083
F. Pro Shop Manager: Pro Shop Manager Melissa Smith reported that business is great. The
course is beautiful and there is a lot of outside play. Repeat customers are returning to play
because the course is so nice. Cobra Puma Demo Day is August 2nd from 10AM to 3PM.
Scramble is on Tuesdays and League is on Wednesdays. There is new jewelry available in the
Pro Shop. Tom Payette, the teaching pro has been busy. He is going to help with some of the
tournaments.
G. Almanor West Grill: Chef Mike Wilhelmson reported that you are “Only as good as your last
meal!” Business has been good and Almanor West Grill is a landmark restaurant with a golden
opportunity and he is very happy to be here.
H. Security: Security Rich Hawkins reported that amenity usage has settled down since the
Fourth of July. There is an average of 12-14 boaters a day at the boat ramp. Compliance with
the stickers is going great. Tennis/Pickleball has been going well. Everyone has been having a
good time. There have been some dog issues and he is working on them. If a member sees a
dog off the leash please call animal control.
I. Executive Session Report: President Hal Sinclair reported that there was the following
executive sessions
1.) June 25, 2014 re: Motion passed to proceed with placing a lien on a property for unpaid lot
cleanup assessment, motion passed to accept $250,000 liability insurance for ADA
Consultant Mike Gardner rather than the $1,000,000,
2.) May 28, 2014 re: Tennis Court Specialist change order to contract for an additional $9350,
#5 cart path contract awarded to Kluge Concrete for $9610, Clubhouse parking lot
resurfacing contract was awarded to Womack Construction for $24,283 , ADA consultant
contract was awarded to Mike Gardner, Certified Access Specialist for $3,500
WEST ALMANOR COMMUNITY CLUB
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5.0
Unfinished Business:
A. Legal Expense: None.
B. Updates:
a. Long Range Recreation Area Planning Committee: Vice President Phil
Springfield reported that the committee is reconvening. August 5th is the next meeting.
Members of the committee need to re-confirm that they want to continue to be on the
committee. Their objective is to discuss and create a survey. The committee is wanting
the “most” member input possible. They will be bringing their recommendations to the
Board of Directors.
b. Purchasing of New Outside Chairs for the Almanor West Grill: Vice President
Phil Springfield reported that the Almanor West Grill was in need of outside chair
replacement. Replacement of chairs will be funded through the Reserve. The WACC
Board will wait until spring of 2015 to purchase them as supplies are very limited from
Lowes/Home Depot this late in the year and to purchase them from a commercial
business would be very costly. Waiting until spring will also allow the Board time to
investigate and determine the best type of replacement chairs needed.
c. Altering/Amending the Use of an Amenity: Association Manager Kim Taylor
reported that she had conferred with our legal counsel, Berding and Weil to determine if
the changing of an amenity (Court #1 for Pickleball) was against the current CC&R’s.
Berding and Weil stated that given the small scale of the alteration of one of four tennis
courts to a dual purpose court, potentially only temporarily, it is believed that there is
no ability to demonstrate any property devaluation or lack of authority in the board to
lightly broaden the use of an existing amenity to accommodate changing interests.
6.0
New Business:
A. WACSD Request to Install an additional Bulletin Board at the
Mailboxes: Fire Chief Randy Fluke asked the WACC Board if the Fire Department could
purchase and install a “like” bulletin board for each of the mailboxes upon his Board’s
approval. Director at Large John Regh moved to allow the Fire Department to install
additional bulletin boards. Treasurer Don Van Alen seconded the motion. Passed 4:0
B. Request to Close the Mutual of Omaha Account due to Inactivity: After discussion,
Director at Large John Regh moved to close the Mutual of Omaha account due to inactivity.
Treasurer Don Van Alen seconded the motion. Passed 4:0
C. Tennis/Pickleball Guidelines Review: Vice President Phil Springfield reported that
the tennis and pickleball communities have met and have come up with a mutually agreed
upon set of guidelines. They are as follows:
1.) Court #1 is reserved for Pickleball play from 9AM to 11AM on Saturdays and Tuesdays
for the remainder of the 2014 Season. The Pickleball Community will be flexible on the
Tuesday and Saturday reservations in the event the Tennis Community would like to
schedule a tennis competition requiring use of all 4 courts.
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2.) Tennis or Pickleball play is limited to 90 minutes if all courts are in use and others are
waiting to play other than the Saturday and Tuesday times reserved for Pickleball play.
3.) When Tennis is played on Court #1 the players must move the furniture outside of the
court. When play is completed the players must move the furniture back inside the
court.
4.) If the tennis ball machine is in use on Court #1 and Pickleball players want to play then
Pickleball players will help move the ball machine to Court #2.
5.) Pickleball players are to move the pickleball nets to the fence near the parking lot after
play.
After further discussion Director at Large John Regh moved to approve the
tennis/pickleball guidelines. Seconded by Vice President Phil Springfield
Passed 4:0
D. 2014-2015 Board Meeting Calendar: After discussion Treasurer Don Van Alen moved to
approve the calendar noting that the Annual Meeting would be held Sunday, July 5th, at
1:00PM. Seconded by Director at Large John Regh
Passed 4:0
8.0
Members Forum:
Member Ed Wing thanked Treasure Don Van Alen for his diligence as a treasurer. He noted
that the tennis courts are the least used amenity within the association and by putting the
pickleball court on court #1 the association has gained an amenity at no expense. Pickleball
players are happy at Court #1 and he didn’t feel the $15,000 donation from Auxiliary would
actually cover the cost of moving the pickleball court to the rec area.
Member Janette Smith noted that pickleball is not just for the more senior group. Young
people enjoy the sport as well.
Member Frank Neth commented that pickleball is a great sport for all ages and as tennis and
pickleball are similar sports maybe young people would also play tennis.
President Hal Sinclair said that there are many different perspective on where the pickleball
court should be.
Member Jan Staudenmayer commented that the discussion should not be about whether
pickleball should exist at Lake Almanor West, but where the location of the court should be.
ADJOURN MEETING: President Sinclair adjourned the meeting at 10:10AM. The next scheduled
Board Meeting is Wednesday, August 27, 2014 at 9:00AM at the Clubhouse, 111 Slim Drive.
Respectfully Submitted,
Barbara Ames, Secretary
As Prepared by Sonja Anderson
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