Pauma Valley Roadway Association

MINUTES OF THE MEETING
2022 – 3rd QUARTER AGENDA
PAUMA VALLEY ROADWAY ASSOCIATION
BOARD OF DIRECTORS MEETING
August 23, 2022 @ 10:00 AM at
Pauma Valley Community Services District Conference Room, 33129 Cole Grade Road

Meeting was called to order by Jeff Ryan at 10.04am
All board members were present including.
Rick Levy, Larry Taylor, Jack Crocker, Jeff Ryan, and Scott Shinner

Visiting member included. Ron Krohn

Jeff shared the Basic Rules with the Board and visiting members
Ron discussed that he feels RA should maintain the Rules of the Road remain on their website. He discussed CSD Rules 55 and authority related to enforcement. Board indicated that his comments would be discussed during that section of the board meeting.

Financial Statements – Scott Shinner

Scott presented the RA financial statements as of June 2022. RA remains on budget with a small increase in legal expenses due to collection policy questions. All collection expenses related to a member are paid by the member. This small increase should be offset by savings in roadway maintenance that is not expected to be incurred.

Change in payment terms for the Club was discussed to go to monthly effective January 1, 2023. Motion was made and approved. Scott and Larry recused themselves from the vote. Authority was given the Jeff and Rick to sign the agreement. Scott will coordinate the drafting.

Collections – Rick Levy & Jeff Ryan
The board reviewed and discussed the proposed collection process for 2023. In addition, the Board discussed the Off-Roader Agreement. After discussion, it was agreed that the Assn would follow the following process:

Last week of November – Invoices with December letter which will include details on the collection process.
First week of January – Mauzy sends email to those who haven’t paid to those who have provided us email addresses. During January we may contact those who we know are good for it.
January 15 th – Mauzy sends letter to those who haven’t paid.
February 15th – Certified letter to those who haven’t paid ($75 fee)
March 1st – Attorney to send Debt Validation Notices giving 30 days to pay (~$500 in attorney’s fees)
April 1st – Attorney sends Pre Lien letter giving 30 days to pay. (~$500 in attorney’s fees)

In addition, the board reviewed the status of the current outstanding amounts due for the calendar year 2022. The open accounts are following our collection process and legal counsel is following up. It was noted that members are responsible for the legal expenses related to the collection of their account. We did waive legal expenses related to two members (GWWT and Mosteller) due to them being new owners and RA having bad addresses. As noted in the discussion regarding the Off-Roaders, RA is not able to collect the legal fees associated with collection of their dues (Campos). It was discussed and agreed that we should approach the Off-Roader about his situation.
Several have indicated that they are willing to pay the assessment but not the legal expenses. Collection efforts include the amount due for legal and processing expenses.

Sullivan
Campos (off-roader)
Massey
Bennett
Keely
Kildruff
Bridge Inspection Report – Jeff Ryan

Jeff discussed the report and work proposed to the bridge. Board discussed the Report and proposal and decided to delay this work and keep the amount in the 2023 budget.  

Road Encroachments – Scott Shinner and Larry Taylor
Larry and Scott discussed his meeting with CAL FIRE (CF) regarding the trees that are encroaching on the roads. CF indicated that they had done a review of our roads and did not see any issues. Scott noted that we would continue to monitor the situation to remain incompliance with their rules/guidelines. In addition, Larry discussed the hillside on the back road.

Median Improvement – Larry Taylor
Larry provided a discussion on several options related to the medians (from the front gate to the bathroom) which are owned by RA. Larry indicated that the sprinkler system needs repair, and it is very costly to water and maintain. The budget for 2022 is $36,000. Larry indicated that we could put low water plants in the medians, with plants/flowers around the trees. Change the water system. This would generate savings to the RA. After discussion, the board decided to look at some different options. Jeff and the Course Superintendent will look at this with a proposal to the board.

Potential roadway work plan for fall 2022 – Jack Crocker
Jack discussed with the board the following points:

Currently per 10-year plan –  2″ overlay Wiskon West/ Seal coat Wiskon Way East, Pauma Heights, Cahuka, Wiskon Way West side streets and Temet. In addition, to some overlaying.
Board discussed vendors and the plan
Board discussed the impact of this work and approved the activities.
The cost is within the current budget
Ideal time is Sept 10 – 25 th if not go to November 10 th Jack and Jeff will discuss with vendors

Complaint about severity of speed bump on Pauma Heights Road (PH)
Several members have indicated that the bump on PH is too severe.
Also received feedback from resident members that people are speeding up and down the road and that the bump should remain.
Board discussed the options including removal, leave it, or lower it.
After discussion the board decided to have each board member look at the bump and regroup in the next 30 days.

Review section of Pauma Valley Drive west of Cahuka for 2” overlay instead of 4” grind
A member has suggested doing a 2-inch overlay at this time vs a 4-inch grind later
The board discussed this recommendation and found that it would be a better idea to stay to the original plan and discuss with the vendors when we get the bid.

Website Manager – Jeff Ryan

Jeff discussed with the board that Larry Curtis no longer wants to maintain the website. After discussion the board decided we should discuss with Mauzy to perform.

What should be on the RA website – Rick Levy

Currently, RA has a document called the Rules of the Road which was written in conjunction with the Community Service District (CSD) covering the rules that members and guests should follow while driving in Pauma Valley Country Club. Subsequently, CSD has drafted Ordinance 55 which is like the Rules of Road but also has some differences.  Rick indicated that he and Jeff Ryan had met with Mike Martello, President of CSD and that Mike indicated that CSD plans to make some revisions to the Ordinance as they do not feel that CSD has enforcement capabilities. Rick and Jeff reminded Mike about the legal opinion that we obtained by RA and provided CSD on this issue. In addition, Rick and Jeff requested CSD provide RA the ability to turn off RFIDs on RA members that are not in good standing regarding their assessment. Members would still have access to their residence, but they would need to see the attendant at the gate. Mike was in support of this and indicated that he would discuss it with the CSD board. After discussion, the board agreed that the Rules of the Road should remain on the website, and we should discuss with our attorney the issues with CSD and enforcement.

Next Board Meeting: November 8, 2022, at 10am (location to be determined)

Minutes were unanimously approved by the board

Meeting was adjourned at 11.45am

Prepared by: Rick Levy, Secretary

Approved by: Jeff Ryan, President

MINUTES
PAUMA VALLEY ROADWAY ASSOCIATION BOARD MEETING
May 12, 2022 @ 10:00 AM at Pauma Valley Country Club, Robert Trent Jones Room

Meeting was called to order at 10am by the President Jeff Ryan

Board members present: Jeff Ryan, Scott Shinner, Larry Taylor, Jack Crocker

Others present: None

Basic Rules of the meeting
Jeff referenced the agenda.

Treasures Report

Scott Shinner presented the financial statements thru March 31, 2022. It was noted that Mauzy has been having some challenges with the lock box and getting activities properly recorded timely which is the cause for the delay in receiving the statements from them. When the Credit Union account was closed, the cash went thru the income statement versus directly to the balance sheet. The entry to move the $23k from the income statement to the balance sheet will be completed in April by Mauzy. We are pretty much on budget year to date with the except for collection expense. We had a few mailings related to delinquent accounts. No unusual activities or items.

Collections

Jeff presented the status of collections and actions taken to date. It was noted that we have approximately $13k in amounts still due that require Legal follow-up. The PVCC needs to make a payment per the agreement in May 2022. It was also noted that we have followed our collection policy that is posted on our website. Board discussed collection process.

Collection status as of May 12 th – Started with 28 delinquent accounts effective April 16 th, 2022
Paid     9
Contact made, will pay:   6
Pending certified letters 5/16:  1
Sending Certified Letters:                 5
Pending Legal Action 5/16:  3
Started Legal Action 5/9:                 4

CSD/PVRA relationship
Jeff presented the letter received from Counsel regarding RA relationship with CSD. The board discussed the letter/opinion.

Road Encroachments
Larry and Scott discussed the work to date to trim bushes and trees from the road and other obstacles. They indicated to date; they have addressed all issues from the front gate to the PVCC. Their plan includes PVCC to the back gate to be completed by the end of 2022. Which includes the hillside that is falling on the road by the back gate. Larry is going to have Cal Fire come and discuss the issues. Also, looking to include trails on the roads to make Community Safe and nice for people to walk. The board discussed the work to date.

Road work planned for 2022
Jack updated his conversation with the Paving Co. Looking to do the work in October. August and September, we would discuss with them further. Work will be determined based on the costs. Will discuss further at the next meeting.   

PVRA Board – Consider changing how it conducts business and its role in the community
Larry discussed his view of the operation of the board. He shared several ideas and how he thinks the board should operate as a governance board vs a working board. Items to consider include:
Have our board meeting at the CSD office
Monthly financial analysis and summary
Collection efforts
Maintenance items related to road signs

Board decided to have our next board meeting at the CSD office. Larry will discuss with CSD.

Other items to discuss – None noted

Next Board Meeting: August 23, 2022, at 10:00. Location TBD

Meeting was Adjourned at   11.05am.

Minutes of the meeting were shared with the board and approved.

Prepared by:   Richard Levy, Secretary

Approved by: Jeff Ryan, President

Roadway Association Board & Annual Meeting
Minutes of the Meeting of April 5, 2022
Zoom meeting; recorded

Board Members present at the meeting.
Fred Nelson, Rick Levy, Jack Crocker, Jeff Ryan, and Scott Shinner

Board Members not present.
N/A

Others in attendance
Craig Combs, RA legal counsel
Bobby Graziano
Mike Esparza

Meeting was called to order at 10am

Fred Nelson provided an overview as to the process that will be followed regarding the meeting.

Member Comments
Mike Esparza made a comment thanking the Board for their efforts.

Collections
Scott provided an update on the collection of this year’s member dues. In addition, Scott provided a summary of the one property last year where legal action was taken. A letter was sent by Mauzy to those that have not paid to date. Scott indicated that he and his staff will be making calls and sending letters to members to collect amounts due. At the next board meeting, he will provide a list of members that we should consider next steps related to our collection process.

Roadway Maintenance
Jack and Jeff provided an update to the work completed in 2021 and what is planned for 2022. The Board discussed the road work that was performed and the strategy/schedule of work that will be completed in 2022. Price increase of approximately 10%. Will monitor prices during the year. Reference was made to the RA website where the schedule for 2022 will be posted.

Road & Encroaching Vegetation
Scott Shinner provided the board an update on the process, timing, and results to date on the process. Expected to be completed by June 30, 2022.

Treasurer’s Report
Rick Levy indicated that the 2021 financial statements and tax return have been completed and posted to the RA website. We are currently within our 2022 budget regarding expenses.

Loan to RA to complete road work at one time
Fred provided an update on the status and next steps related to having a loan from SW Bank for the road work. The proposal presented to the board is financed all roadwork in the community utilizing a bank loan so all the work can be completed in 2022 and potentially minimize the overall construction costs. We continue to move forward in evaluating this option. Interest rates have moved and making the transaction less favorable. Conversations with the members in the community have indicated that the idea is viable. Board is waiting for a final term sheet and rate. Board will continue to look at this option.

Annual Vote of Directors
Mauzy Co provided support related to the annual election of Board Members. Two positions were open. The voting results are summarized below:

Larry Taylor. 199
Andy Mathews. 17
Rich Collins 77
Jay Priday 37
Rick Levy.  227
Write in – Belliveau 1

The two board members elected by the membership are Larry Taylor and Rick Levy

The Board expressed it thanks and gratitude to Fred Nelson for all the work and leadership that he has provided to the RA.

Fred provided Jeff Ryan the hard drive for all scanned RA documents prior to 2022 and has several boxes of documents that he will deliver.

Next board meeting May12, 2022 at 10am in person at the PVCC RTJ Room.

No other items were discussed

Meeting was adjourned at 10.44am

Prepared by: Rick Levy
Approved by: Fred Nelson

Roadway Association Board
Minutes of the Meeting of April 5, 2022
Zoom meeting; recorded

Board Members present at the meeting.
– Rick Levy, Jack Crocker, Jeff Ryan, Scott Shinner and Larry Taylor

Board Members not present.
– Larry Taylor

Others in attendance.
– Craig Combs, RA legal counsel

Meeting was called to order at 10.45am

Motion was made and approved by all board members present to approve the following positions:
– President; Jeff Ryan
– Vice President; Larry Taylor
– Secretary; Rick Levy
– Treasurer; Scott Shinner
– Road Oversight; Jack Crocker

The board discussed Conflicts of Interest (as per the RA policy). It was noted:

Jeff Ryan – I have no conflicts of interest as noted in the policy. I do not receive any compensation from the RA.

Rick Levy – I have no conflicts of interest as noted in the policy. I do not receive any compensation from the RA

Scott Shinner – I am the GM for PVCC. I do not receive any compensation from the RA

Larry Taylor – Executive of the Company that owns PVCC. I am also on the board of Ranch Pauma Water District. I do not receive any compensation from the RA.

Jack Crocker – I have no conflicts of interest as noted in the policy. I do own a construction company. I do not receive any compensation from the RA.

Conflicts of Interest will be considered when RA Board addresses activities as it relates to our activities and decisions.

No other items noted.

Meeting was adjourned at 10.47am

Submitted by – Rick Levy
Approved by – Jeff Ryan

Roadway Assn
Working Session
February 24, 2022

Meeting started at 12:30pm

All board members were present.

Board met in working session to discuss the following:

Board discussed the recent letter from the attorney regarding multiple lots and how much the members need to pay. Fred Nelson, discussed the response from the attorney and the board decided that we need to have a simple process. Fred, indicated that he will draft that process and communication. In addition, Fred will provide an update to David Comstock that brought the question to the board.

Collection efforts going forward will be handled by Scott Shinner.

After discussion regarding assessments and the opportunity to obtain a loan, the board decided to move forward with the Bank to obtain the loan subject to approval of term sheet and loan documents. Rick will contact the lender to move the process forward.  Term sheet; Fixed rate loan for 11 and 16 years and does not require us to raise our dues.

Meeting was adjourned at 2:05pm

Board approved the minutes.