AGENDA - REGULAR SESSION
BOARD OF DIRECTORS MEETING
SEPTEMBER 1, 2004

The Board met in Executive Session at 5:15 P.M., and considered the following matters:

1) Draft Landscaping Contract Specifications Update; 2) July Delinquent Accounts; 3) City of Irvine/Cross Complaint Lawsuit Update; 4) Portmann Lawsuit Update; 5) IRWD/Well 78 Negotiations Update; 6) Private Gates onto Common Areas; 7) Water Damage at 36 Winterbranch; 8) Blue Lake Swim Club Insurance Claim; 9) COI/Removal of Trees; 10) Contract with Asyst Update; 11) CC&R’s/Activity Corridor Update, and 12) Executive Director Insurance Compensation Agreement.

A Regular Session Meeting of the Board of Directors of the WOODBRIDGE VILLAGE ASSOCIATION (WVA), a California nonprofit corporation, was held on Wednesday, September 1, 2004, at 7:35 P.M., at the Community Center, 31 Creek Road, Irvine, California.

The following Directors were present: Dale Cheema, Don Davis, Dick Fenner, Bill Mavity, Bob Woodings, and Barry Ross. Director Bakst was absent.

Also present were: WVA Executive Director, Robert N. Figeira; William Hickey, WVA attorney; Maintenance Manager, Joe Pagan; and Controller, Carrie Romero.

ORAL COMMUNICATIONS
John Demaree, a resident at 51 Lakeshore, volunteered to become a member of the Architectural Committee the next time an opening is available.

Sid Stoller, a resident at 73 Sandpiper and a member of the Architectural Committee, requested the Board to change the WVA private gate standards to permit him to install a private gate from the rear of his unit onto WVA common area.

Janet Van Peursem, a resident at 21 Bluejay, representing the Waveriders Swim Team, presented petitions from eighteen (18) parents of that team, requesting extended practice hours for next summer. The Board referred the issue to the Recreational Committee for a recommendation.

Paul Adnani, a resident at 4 Woodhollow, also spoke on behalf of extending the hours of the Waveriders Swim Team.

Henry Kusmierz, a resident at 11 Longshore, addressed the Board regarding the Association’s policy as applies to construction hours, parking violations near Blue Lake South, attacking Canadian geese, Fourth of July traffic problems affecting Rainstar Street, and animal waste. The Board members addressed each issue as they pertained to the CC&R’s and/or referred Mr. Kusmierz to the Irvine Police Department.

Bill Ward, a resident at 2 Wildwheat, and Larry Nelson, a resident of Woodbridge since 1980, voiced their opinions that there is no noise problem at Briarglen pool. They are concerned that some complaints may be fabricated in order to encourage the Board to limit the hours of operation at the pool. Mr. Ward suggested that WVA security identify the name of callers with Briarglen noise complaints. In addition, Mr. Ward requested that the Association be more proactive with tree trimming around walkways, as the tree limbs tend to hang too low.

Simi Bastani, a resident at 12 Chenile, advised that late night noise at Briarglen is a problem and, in addition, requested that coverage of the proposed smoking ban in the Board Summary be better highlighted.

Director Fenner suggested the Recreation Committee consider a “whisper zone” at Briarglen pool and other 24-hour pools that have noise issues.

Jim Peebles, a resident at 15 Havenwood, believes that a smoking ban is another loss of freedom.

ADDITIONS/DELETIONS
Director Fenner requested the addition of Item 6, under New Business, regarding escrow violations.

Mr. Figeira advised the members that Items 2 and 3 under County, City, School District, and The Irvine Company, cover the same subject and are to be combined into an Item 3.

Mr. Figeira added Item 4, OCTA “Open Houses” under County, City, School District, and The Irvine Company.

CONSENT CALENDAR
The Board reviewed the Consent Calendar. A motion was made by Director Davis; seconded by Director Woodings, and the following resolution was unanimously passed by a 6/0 vote. It was,
1. Resolved to approve the minutes of the Regular Board of Directors Meeting held on August 4, 2004.
RESOLVED, to approve the minutes of the August 4, 2004 Regular Board of Directors Meeting as presented.

FINANCIAL STATEMENTS
The Board reviewed the July 2004 Financial Statements. Ms. Romero responded to questions regarding various line items.
A motion was made by Director Woodings; seconded by Director Cheema, and unanimously passed by a 6/0 vote. It was,
RESOLVED, to accept the July 2004 Financial Statements as presented (Exhibit A).

COMMITTEE MINUTES AND RECOMMENDATIONS
The Board reviewed and approved the August 18, 2004 minutes of the Architectural Committee, but postponed reviewing the item regarding temporary canopies until the October 6 Board meeting.
The Board postponed review of the Finance Committee budget and reserve study until the October 6 Board meeting.

The Board reviewed the minutes from the joint meeting of the Facilities and Finance Committees that covered the latest plans to upgrade the lighting and planting for the Woodbridge entrance monuments. The majority of the Facilities Committee voted to proceed with further investigation into upgrading the entrance monuments.
Mr. Redington was absent from the meeting; however, Linda Ferguson, co-chair of the Recreation Committee, advised that the Committee was reviewing feedback from residents regarding a proposed smoking ban at WVA recreational facilities and would present a recommendation to the Board of Directors at the October 6 meeting.
In addition, Ms. Ferguson reported that tennis guest fees have been resolved; the fees have been decreased. The WVA tennis leagues have been reformed to be used by Woodbridge residents only. Director Davis requested that the fee decrease be brought before the Board of Directors.

OLD BUSINESS
There was no new business presented for discussion.

NEW BUSINESS
Community Services Field Summary
The Board reviewed the Community Services Field Summary report for July 26 to August 22, 2004. No action was taken on this item.
Lakes Monthly Summary
The Board reviewed the Lakes Monthly Summary for July 23 to August 19, 2004. No action was taken on this item.

Landscape Entries into Woodbridge
Mr. Figeira reported that the Finance and Facilities Committees met to discuss landscape upgrades and lighting at Association entry monuments. A presentation was made by O’Connell Landscaping, with a proposed total cost of the project to be $20,000. Funding is projected to be through the operating budget, and the approximate cost to maintain the new landscaping to be $5,000 to $7,000 annually. The Committee’s recommendation to the Board is to proceed with the project in a contract not to exceed $20,000.
Director Fenner responded that his preference is to decrease annual expenditures and, in addition, reminded that the Board is still trying to find a way to fund upgrades to Firwood Park.
A motion was made by Director Davis to table the matter; seconded by Director Fenner, but failed to pass by a 3/3 vote (Directors Mavity, Davis and Fenner voted no).
After further discussion, Director Mavity suggested the matter be tabled until after the reserve policy statement is finalized—the reserve study is to go before the Finance Committee September 15. President Ross noted that he is in favor of the project, as is Director Cheema.
A motion was made by Director Woodings to carry the item until reserve study policy instruction by the Board and concurrent with the budget; however, the motion failed by a 3/3 vote (Directors Cheema, Ross and Davis voted no).
A motion was made by Director Woodings to “receive and file” the staff report; seconded by Director Davis, and passed by a 4/2 vote (Directors Cheema and Ross voted no).

Blue Lake Swim Club
Mr. Figeira reviewed the security surveillance system memorandum prepared by Kevin Chudy listing four possible options, as well as the Request for Proposal (RFP No. 10) document, and requested Board direction as to which option to pursue. Mr. Hickey advised that Option 4, which proposes leaving the existing system in its non-functional condition, is a high risk as it may give people a false sense of security, and case law in this area is not supportive of that option.

Director Woodings asked the controller to clarify the source of funding. Ms. Romero advised that the security system has been a reserve line item on the reserve study and has been funded using a ten year useful life with a replacement cost of approximately $30,000. The system currently has a remaining life of two years, but an adjustment could be made to this line item for the 2005 reserve study to include this item as a 2005 reserve expenditure.
A motion was made by Director Davis in favor of Option 3 – Upgrade to an Improved System Integrated with Lenel, with funding from reserves; seconded by Director Fenner, and unanimously passed by a 6/0 vote. It was,
RESOLVED, to approve Option 3 – Upgrade to an Improved System Integrated with Lenel, estimated to cost $16,949.21 with funding from reserves, plus an addition of approximately $50.00 a month to the existing maintenance contract with Security Solutions, plus a one-time fee of approximately $800.00 for a SonicWall router, plus a monthly fee of approximately $75.00 for a DSL line.
Director Mavity inquired as to the status of the motion camera and video at Blue Lake. Mr. Figeira replied that the equipment was unneeded.
Director Woodings inquired as to the next step in the process of the upgrade. Mr. Figeira replied that the next step is to proceed with the RFP.
A motion was made by Director Davis to amend Option 3 to a useful life of seven years, rather than the proposed ten years; seconded by Director Fenner, and passed by a 5/1 vote (Director Woodings vote no). It was,
RESOLVED, to amend the useful life in Option 3 to seven (7) years for this item in the reserve study.

South Lake Gazebo
In an effort to contain the dry rot on the South Lake Gazebo decorate trim tips, the maintenance department trimmed and primed the edges and ordered metal sleeves for further protection.

Escrow Violations
Director Fenner requested that staff and the Finance Committee review the process and determine if any improvements can be recommended to the Board at the October 6 meeting to revise the handling of violations on properties in escrow at the time of sale.

COUNTY, CITY, SCHOOL DISTRICT, and THE IRVINE COMPANY
ETRPA – Notice of Cancellation – July 26, 2004 Meeting
The Board reviewed the Notice of Cancellation of the Regular Meeting of the El Toro Reuse Planning Authority for August 23, 2004. No action was taken on this item.
Proposed Replacement Relocatables at Woodbridge High School
The Board reviewed the letter from the IUSD advising that their Board has no policies for placing relocatables outside the required public notice area. No action was taken on this item.
OCTA Open Houses
The Board reviewed a flyer from OCTA. Director Mavity requested Mr. Figeira to contact Jack Wagner at the OCTA, as well as the RCTC, advising of the WVA’s Board of Director’s endorsement of a tunnel to improve the freeway connection between Orange and Riverside counties.

ATTORNEY REPORT
Lease Telecommunications Cell Sites
Mr. Figeira advised that he had received no response to his letter of inquiry from VelociTel.
Director Davis inquired as to the next step the Board should take in this matter and suggested putting the subject before the membership for a vote at the 2005 Annual Meeting.
A motion was made by Director Mavity to authorize Mr. Hickey to prepare a draft proposition involving membership approval of a long term agreement amendment to facilitate the Board’s ability to respond to reverse revenue opportunities that would result in leasing WVA community center facilities; seconded by Director Fenner, and unanimously passed by a 6/0 vote. It was,
RESOLVED, to authorize Mr. William Hickey to prepare a draft proposition for the membership to approve a long term agreement amendment to facilitate the Board’s ability to lease WVA community center property for a wireless facility.
Amend WVA CC&R’s
The Board deferred the discussion of this item.

CORRESPONDENCE
CAI Upcoming Events
The Board of Directors reviewed the agenda for the CAI sponsored luncheon and mini trade show scheduled Monday, September 13. The subject of that luncheon is “New Technology.” Directors Mavity, Davis and Ross elected to reserve space at that event.
Legislation Email from Chris Palmer
The Board reviewed the email from Mr. Chris Palmer, field representative to Assemblyman John Campbell, 70th District, advising of Mr. Campbell’s support of AB 2598 and, probably, SB 1682, in opposition to the concerns expressed by the WVA Board of Directors. No action was taken on this item.

MANAGER'S NOTES
Fictitious Business Name Statement - Lynnbrooke
The Board reviewed the Fictitious Business Name Statement noting that Lynnbrooke, now Avalon at Woodbridge, remains under the same ownership.
American Red Cross Letter
The Board reviewed a letter from the American Red Cross thanking WVA for hosting a donor drive on July 29, 2004.
Executive Director’s Vacation
Mr. Figeira will be on vacation commencing Thursday, September 9 through Sunday, September 19, 2004, returning to the office on Monday, September 20.

There being no further business to discuss, a motion to adjourn was made by Director Cheema; seconded by Director Fenner, and unanimously passed by a 6/0 vote. It was,
RESOLVED, that the Regular Session Board of Directors Meeting held on Wednesday, September 1, 2004, adjourned at 9:10 P.M.

Submitted By: Robert N. Figeira - Secretary
Attest: Barry Ross - President

Previous Meetings

AGENDA - REGULAR SESSION
BOARD OF DIRECTORS MEETING
AUGUST 4, 2004

AGENDA - REGULAR SESSION
BOARD OF DIRECTORS MEETING
JULY 7, 2004