Meeting Minutes - 2/6/2005
Rancho Heights Road Committee Meeting Minutes
Date: 2/6/05
Location: California Grill Restaurant / Temecula
Time: 6:00
Committee Members Present: S. Bochinski, B. Romans, J. Szepkouski, J. Geller. S. Plyler
Property Owners Present: Bond, Box, Bullfinch, Ebmeier, Geller, Hill, Price, Thomas
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Call to Order:
Stephen B. called the meeting to order.
Additions/Changes to the agenda: none
Financial Report:
Report was presented by Beverly. Motion made by James S. to accept, seconded by Steven P.
passed by all.
Gate Report: James Szepkouski
Ready to pour footings for operators, then install conduits, pave and hang gates. Final design to be approved by Committee. Bochinski, Szepkouski and C. Hill to coordinate on pouring concrete footings for operators. Timeline of gate completion is dependent upon paving operations which is dependent upon current wet weather.
Special Committee Reports:
Communications Sub-Committee: Chair: Jackie Hill
Newsletter: The next issue is due to be mailed in March. All parties should suggest items for content.
Website: Jackie Hill has proceeded with the new site, including design, content and hosting. Committee has approved work and costs involved. New site will run in parallel with existing site as a safety precaution prior to official launch.
Gate Operations Sub-Committee: Chair: Kirk Ebmeier Liaison: James Szepkouski
Discussion held on property-owner remote gate operators in addition to main system.
Owners will need to purchase remote operators from Sub-Committee for an approximate cost of $20. Initial development of Gate Operations Plan is underway thank to Kirk Ebmeier.
Road Safety & Road Condition Sub-Committee: Chair: Craig Hill Liaison: Steve Plyler
Tree Work/Power Lines: As reported by Beverly, SDG&E is scheduled to come inspect and/or work on power lines in areas of concern. After seeing what they do, a volunteer tree-work day may be organized to remove dead trees of concern.
Discussion was held regarding the Sub-Committee using red ink on a map of the area to bring areas of concern to the attention of the Road Committee.
Property owners shall also be notified of the need to install driveway culverts as these are identified by the Sub-Committee.
Areas of particular damage were discussed at intersection of Magee Rd. and Magee Heights Way. It is believed that contractor for Rainbow Water District is responsible and Beverly recommended that Chris Trees at water district be contacted to address the matter.
Primary Road Damage: Motion made by James S. to fix major road damage by the Arizona crossing and where springs have erupted through the road in the quarter mile inside the gate concomitant with the gate area paving for the sake of expediency and economies of scale, as weather allows. Motion seconded by Steve B., passed by all.
New Business:
Committee Liaisons:
Officially appointed as Liaison to the Road Safety Committee is Steve Plyler and as Liaison to the Gate Operations Sub-committee is James Szepkouski.
Restaurant Meeting Expense:
Discussion was held regarding the true cost of our meeting at the California Grill and the dinners served. Motion made by Jonathan that those who choose to eat shall pay the full cost of $18.50, rather than have the Road Association subsidize this expense.
Motion seconded by Beverly, passed by all.
Fire Buddies, Neighborhood Watch :
Information presented by Nicki Box on community safety programs, Neighborhood Watch and Community Emergency Response Train. Organizations have volunteered to come out to the community for a public-interest program/presentation. It was recommended that one event should be scheduled for all presentations. Nicki will continue to look into these valuable programs.
Mail Delivery:
Beverly reported that Postmaster states that delivery “to the individual driveway” will not occur in any timely manner. Also, wide turn-around access of 38’ will be required at gang-mailboxes with a road width of 24’. Discussion resulted in agreement that Steve Plyler should continue his research into gang mailboxes and report back with pricing. Future discussion will be held regarding the placement and funding of these future mailboxes.
Future Paving:
Chairman Bochinski discussed the extent of the original 1997 paving. It was explained that as much paving as possible was done in 1997 with the monies collected at that time. The plan was always to pave as much as possible, never intending to pave all the roads included in the road agreement. The decision was made, at that time, to charge property-owners $1800 per benefit unit as a means of funding the paving project after the CSA was turned down by County Supervisors.
Only a percentage of property-owners paid in a timely manner. Later monies were also earmarked for future paving. The objective was to get 100% of owners to pay. Currently, nearly all of the 1997 assessments have been collected with much of these collections occurring late in 2004.
At the time of the initial paving, the cost per square foot was 25 cents. It has since increased to $1.25 per foot. It was further explained that monies billed in 1997 for that purpose, but collected significantly later, did not allow for an equivalent amount of paving due to the loss of both economies of scale and subsequent increases is paving costs.
As additional monies were collected, the next paving occurred on Rancho Heights Way and Lost Horizon as the majority of those property-owners had paid their original assessments in a timely manner. The paving of these two roads was done at the prevailing cost at that time.
Clarifications/Reminders:
1.)Sunset Peaks, Cut-Off Road, and “others” are part of the Association. Magee Heights Way is another category as it did not exist at the time the Association was formed.
2.)All parties who have paid assessments for paving have paid the funds as their contribution to the road segments they do use, regardless of whether the paving extends to their property or not.
Letter from Dave Britton: Letter was discussed and all parties were reminded that Bylaws state that final decision on these matters rests with the Committee.
Sunset Peaks:
Discussion was held with property-owners from Sunset Peaks who are requesting participation/assistance from the Road Association with maintaining their road. They have invested significant time, energy and dollars into maintaining and repairing their road after the recent heavy rains.
The Committee suggested that the property-owners on Sunset Peaks may wish to get together and discuss creating their own “local” Special Assessment as a means of paving their road.
As the Road Association is responsible for participating in the “maintenance” of Sunset Peaks, the Committee discussed if any possible remainder of the 1997 Assessment might be contributed to assist the Sunset Peaks property-owners with their efforts. This might be done in a variety of ways and the Committee would like the property-owners to suggest what they think could be most valuable.
Motion was made by Steve Plyler to:
1.)Review the account of the 1997 Assessment to determine if any of those collected funds are still available.
2.)Encourage the property-owners to consider the possibility of their own special assessment and communicate with the Road Committee as to just how the Committee might contribute to the maintenance of Sunset Peaks, i.e., specifically what kind of help they would like.
3.)Review the status of the condition of Sunset Peaks.
Motion was seconded by Jonathan Geller and passed by all.
Meeting Adjourned: 8:00pm
ACTION ITEMS:
Bochinski:To coordinate with James and Craig Hill on concrete operator footings.
Work on detail of Chairman job description
Contact Bonds and Bullfinch regarding dozer contract for access road.
Romans:Contact SDG&E regarding trees threatening power lines.
Continue talking with postmaster about delivery.
Szepkouski:Work with Gate Vendor to complete contract, start fabrication.
To coordinate with Steve and Craig Hill on concrete operator footings.
Work with Kirk Ebmeier on Gate Operations Plan.
Plyler: Complete research on gang mailboxes. Report back to Committee on designs and managing associated expense.
All Parties:- Recommend items for inclusion in the March newsletter.
-Review Draft Job Descriptions.
- Review these minutes and submit revisions to Jonathan by 2/27.
Next Meeting:Monday, March 7th, “Closed Meeting” @ 7:00 At private residence to be announced.
Private meetings will rotate between Committee member’s homes.
Date Minutes Meeting Held:
Sunday, February 6, 2005