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GAC Minutes 1990 02/08McCALL GOLF COURSE ADVISORY COMMITTEE MINUTES February 8, 1990 Attending: Dave Engen, Chairman Dan Hormaechea De Ett McCarty Max Williamson Also Attending: John Drips Craig Jackson Billy Ray Strite Minutes from the January 9th meeting stand approved as corrected. 1. Kitchen Revision: The Committee discussed with Billy Ray Strite the appliances and their importance in operation of the kitchen. Committee members agreed that not all the appliances in the design were required. Mr. Hormaechea offered to work with Mr. Strite in deleting any unnecessary appliances. A basic appliance package plus electrical and plumbing additions for future expansion in the kitchen will also be discussed with Strite. 2. Overall Clubhouse Design: The Committee discussed several areas of concern after viewing the most recent drawings. a. Pro Shop: The Committee agreed that one door access to and from the pro shop was inadequate. Therefore, Mr. Williamson motioned to add steps to the north deck heading east and the addition of a door accessing the pro shop from the east with steps also extending north. Mr. Hormaechea seconded and the motion passed unanimously. b. Golf Club Work Shop: Members agreed that a sink with plumbing should be installed. A door would not be necessary. c. Deck Railing: Mr. Strite suggested a vinyl coated wire railing. The Committee asked that he come back with several proposals outlining materials for the railing. Mr. Williamson moved to apply the 1 "soft pavers" to the deck. Mr. McCarty seconded and the motion passed unanimously. The Committee directed Mr. Strite to investigate the possibilities of installing the "soft pavers" on steps inside of the building. d. Windows, Roof, and Accent Trim: Mr. Hormaechea motioned to install white, wood clad windows. The color code number is 920 (tan on cedar). He continued with a blue roof with accented trim. Ms. McCarty seconded and the motion passed unanimously. e. Private Cart Storage: The Committee agreed to forty private carts to be stored. Both ends of the building will have timed overhead doors, automatically closing after exiting the building. 3. Construction Completion Schedule: Mr. Strite proposed a completion date of July 15, 1990. Mr. Hormaechea motioned to specify a completion date of July 10, 1990. A $200.00/day bonus for completion prior to the July 10th deadline will be awarded. On the other hand, a $200.00/day penalty will be assessed if not completed by July 10th. Ms. McCarty seconded. Three voted "Aye", one "Nay". The motion carried. Prior to Mr. Strite's leaving the meeting, he agreed that specifications would be available to City Council members at their February 22nd meeting for their review and approval. A colored rendition of final drawings will also be available at the next golf advisory meeting. Mr. Hormaechea then motioned to accept the few minor changes in the clubhouse design and to prepare specifications for final approval by the City Council. Ms. McCarty seconded, all were in favor and the motion passed unanimously. 4. Golf Foundation Payment to City for Clubhouse Construction: Mr. Williamson motioned to require that architects estimated cost for clubhouse bid be on hand as of the date calling for bids; that means, McCall Foundation will issue a check, by that date, for the difference between the architect's estimate and the $540,717.65 in the construction fund as of February 12, 1990. Ms. McCarty seconded. Three voted "Aye", one voted "Nay" and the motion carried. 2 Mr. Hormaechea moved to amend the original motion, stopping the motion prior to "that means". No seconded and the motion died. Mr. Hormaechea again motioned to amend the amended motion not to exceed $150,000. There was no second and the motion died. 5. Easement of Future Clubhouse Site: The Committee has asked the Council to direct City Attorney Bob Remaklus to do a title search and clarify the easement West of the clubhouse site. Ms. McCarty seconded, all were in favor and the motion carried. 6. Drips Contract: A contract has been proposed for one year. New discussions will take place next fall. 7. Timberlost V Association Property Assessments: Mr. Williamson made the motion to recommend to the City Council to pay the assessment for the property owned by the City in the amount of $450.00 and to investigate the possibility of avoiding this expense in the future. A letter is attached regarding this matter. 8. Signature Events: Mr. Williamson motioned to pay $153.47 to Signature Events for past due expenses. Ms. McCarty seconded, all were in favor and the motion passed unanimously. The Committee agreed to invite them to the March 13th meeting to discuss plans focused on local markets. Expenses will be paid by the City. 9. Committee Member Recommendations: Those mentioned as possible candidates to fill the position vacated by Polly Collins were Don Chapman, Charlie Roberts, Ted Whiteman, B.J. Haldeman, Paige Udell and Barbara Knipe. Chairman Engen will forward those names to the Mayor. Mr. Hormaechea then made the motion to remove the requirement that members at large must live within the City limits. Ms. McCarty seconded, all were in favor, and the motion passed unanimously. 10. Capital Investments (five Year Plan): Bud Schmidt asked the Committee to submit a five year plan for golf course improvements over the next five years. Without further discussion, the meeting adjourned at 11:00 p.m. 3 The next meeting will be March 13, 1990 at City Hall at 7:00 p.m. DATED this 7 day of March, 1990. geifitt DAVE ENGEN Chairman 4 TIMBERLOST V CONDOMINIUMS ASSOCIATION INC. MC CALL, IDAHO February 5, 1990 City of McCall McCall, Idaho Attention: Bud Schmidt City Manager Dear Sirs: According to our information, the City of McCall is the owner of record of Block 5, Unit 1, of the Timberlost V Subdivision in the City of McCall, Idaho. This property was acquired from the CWS Development Company. An assessment was made for the calendar year 1989 for $450.00 and for the calendar year 1990 for $405.00 by the Timberlost V Condominiums Association Inc. as provided for by the Covenants, Conditions, and Restrictions for Timberlost Condominiums V property. The assessment for 1989 was duly noticed to CWS Development Company and the assessment for 1990 is hereby made, as per the attached, to the City of McCall. These assessments are due and payable, and your action to place these items in the proper process for payment will be appreciated. Very truly yours, Timberlost V Condominiums Association Inc. by Laurence A. Smith, Jr., esident November 15, 1989 TO: MEMBER OF TIMBERLOST CONDOMINIUMS V ASSOCIATION Enclosed are copies of the Minutes of the Homeowners Association meeting and also Minutes of the Directors and Officers meeting, all held in McCall, Idaho on November 5, 1989. In order for theā€¢ Homeowners Association to continua to discharge the duties stipulated in the By-laws and Covenants, please sign the enclosed copy of the Minutes and return with your assessment. Due to action taken at the Annual Meeting your yearly assessment has been set at $30.00 per share, x 13.5 shares for a total of $405.00 plus arrears from 1988-89 of $30.00 per share x 13.5 shares for a Grand Total Due of $810.00. This assessment will pay for the 1989-90 snow removal, miscellaneous office, clerical and postage expenses. This assessment must be paid in a timely manner, as it can become a lien against your property. Please remit this assessment within ten days of receipt of this statement to the Executive Secretary, Pat Rader, P. O. Box 80, McCall, ID 83638. Thank you. l LARRY SMITH PRESIDENT MINUTES OF ANNUAL MEETING OF BOARD OF DIRECTORS & OFFICERS OF TIMBERLOST CONDOMINUMS V ASSOCIATION, INC. The annual meeting of the Board of Directors of the Timberlost Condominiums V Association was held at 1:30 p.m. on Sunday, November 5, 1989, at 916 Evergreen, McCall, Idaho. The following persons were present: Lawrencey Smith Director Don Medley Director Pat Rader Executive Secretary The first order of busines was the election of officers for the coming year. Nominations were made, and after motion was duly made, seconded and carried, the following were elected as officers of the Association: Lawrence Smith President Kenneth L. Williams Vice President Don Medley Secretary/Treasurer Upon motion duly made, seconded and carried Pat Rader was re-elected Executive Secretary for the Association. The Directors and Officers discussed the items to be considered for an annual assessment, which would include estimated snow removal expense based on previous years' experience. The items to be considered in the annual assessment for the coming year are as follows: Snow Removal Road Repairs, maintenance and reserve Liability Insurance Two Road Signs declaring Fairway Drive as a Private Drive with no thru traffic Miscellaneous expenses, i.e., postage, clerical, etc. Upon motion duly made, seconded and carried, it was resolved that the annual assessment be set at $30.00 per share. Upon motion duly made, seconded and carried, it was resolved that the snow removal would be limited to roads only. All other snow removal, i.e., drives, etc., will be billed to separate owners and the snow removal contractor will be so advised. Discussion was held regarding the Architectural Committee. The Board of Directors have been designated to act as the Architectural Committee and a meeting of said Board will be scheduled in the near future to discuss future architectural specifications for new construction. Discussion was held regarding obtaining two road signs to be placed at the entrances to Timberlost V declaring the road to be a Private Drive with No Thru Traffic. Don Medley was charged with determining the cost for such signs and the availability. The size to be 24" x 36" and preferably metal, however, wooden will be priced also. Discussion was held regarding the immediate need for the Association to have liability insurance. Upon motion duly made, seconded and carried a Liability Insurance Policy will be investigated and obtained and cost will be covered by the assessment already set. A discussion was held regarding the need for establishing a reserve account for future maintenance of the private roads. The cost of resurfacing will be investigated to establish an estimate for such reserve. The Board of Directors will then consider adding such estimate into the annual assessment to establish said reserve. It was noted that the corporate by-laws prescribe that the annual meeting of the Directors and the annual meeting of the Officers be held on December 30th of each year, and upon motion duly made, seconded and unanimously carried, it was RESOLVED, that this meeting constitute the annual meeting for the year 1988. The Board of Directors and Officers unanimously approved mailing of these minutes to all members of the Association. There being no further business to come before the Directors and officers, and upon motion duly made, seconded and unanimously carried, the meeting was adjourned. Pat Rader, Executive Secretary APPROVED: Lawrencey Smith - Director and President Kenneth Williams - Director and Vice -President Don Medley - Director and Secretary/Treasurer Page 2, MINUTES OF ANNUAL MEI TING OF 130ARD OF DI RECTORS AND OFFICERS OF TIMBFRLOST CONDOMINIUMS V ASSOCIATION, INC.