1 Table of contents 184

March 15, 2021 Regular Meeting Directors Report

February Financials 2021.pdf		10-11
Operating Summary		10-11
Operating Detail Income Summary		12-13
Operating Balance Sheet Assets		8
Operating Balance Sheet Liabilities		9
Reserve Balance Sheet		32
Reserve Income Statement		34-35
Capital Balance Sheet		36
Capital Income Statement		38-39
Working Capital		40
February Income Statement Comments		41
Revenues		41
Expenses		41
Forecast		42-43
Maintenance Work Orders.pdf		52
February - 2021 - Maintenance		52
Vintage Work Orders.pdf		55
February - 2021 - Maintenance		55
February 15, 2021-Board Meeting Minutes .pdf		65
Present		65
Call to Order		65
Presidents Report		65
Treasurer’s Report & Ratification		66
Secretary’s Report		66
General Manager’s Report		66
Committee Reports		67
Consent Agenda		67
Unfinished Business		68
New Business		68
Discussion		68
Open Forum		68
Adjournment		69
March 4 2021- Joint Finance Board Meeting.pdf		70
Present		70
Call to Order		70
2021-22 Budget -		70
Adjournment		71
2021-22 Budget Staff - 3.15.21.pdf		76
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		76
BOARD OF DIRECTORS		76
Agenda Item: 2021-22 Budget		76
Background:		76
Motion(s) for Consideration:		76
Designated Funding: N/A		76
Member Distributed Condensed ORPS 2021-2022 Budget.pdf		78-79
Condensed - Web		78-79
AP&P Staff Report.pdf		97
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		97
BOARD OF DIRECTORS		97
Agenda Item: Administrative Policies and Procedures		97
Background:		97
Significant work has been done by several folks to update the Administrative Policies and Procedures. Despite numerous reviews, we have yet to approve the revised document. The way I see it, we have three viable options.		97
 Leave the current outdated AP&P’s in place		97
 Remove the sections that are no longer relevant		97
 Approve the most recently updated document		97
If we leave the current AP&Ps in place, we have clauses that are no longer relevant. If we just remove the sections that are outdated, we still need to add in some clauses. For example, the Investment Policy section is no longer relevant so we would...		97
Since this document does not require posting for 28 days, it is fairly easy for the Board to approve modifications. Based on this, it is my recommendation that we approve the most recent draft document. We can continue to refine it, as necessary, ove...		97
Motion for Consideration:		97
Designated Funding: N/A		97
Administrative Policies and Procedures - FINAL.pdf		109
Section II. – Finance & Accounting		109
The Association will maintain its monies in separate funds, each fund having a separate bank account, as follows, and to the degree possible, payments for obligations associated with those funds will be paid directly from that fund.		109
Reserve Fund – receives a designated portion of monthly owner assessments and disburses money the association has set aside to defray the future repair or replacement of, or additions to, those major components which the association is obligated to ma...		109
Capital Fund – receives a designated portion of monthly owner assessments and disburses monies to acquire new assets which are not replacement items and do not qualify as Reserve Fund expenditures. The Capital Fund accrues funds for capital improve...		109
Road Bids Staff - 3.15.21.pdf		132
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		132
BOARD OF DIRECTORS		132
Agenda Item: Road Bids		132
Background:		132
Motion(s) for Consideration:		132
Designated Funding: Reserves		132
21012 Outdoor Resort - Bid Sum.pdf		144-145
Sheet1		144-145
Rules and Regs Changes_Tennis v1.pdf		147
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		147
BOARD OF DIRECTORS		147
Agenda Item:		147
Description: Changes to the ORPS Rules & Regulations relating to Tennis Court Reservations		147
Background:		147
The Tennis Committee has submitted a recommendation for consideration by the Board of Directors to revise the Outdoor Resort Palm Springs (ORPS) Rules and Regulations relating to Tennis Court Bookings.		147
6.G. COURT RESERVATIONS 3. Individual Owners/Renters may reserve one court per day for a maximum of two (2) hours for any one group (singles or doubles).		147
Exhibit A (attached) provides the recommendations from the Tennis Committee.		147
Motion(s) for Consideration: Approve the proposed changes to the ORPS Rules & Regulations.		147
Designated Funding: N/A		147
A&A Rule Changes_v1.pdf		150
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		150
BOARD OF DIRECTORS		150
Agenda Item: Rules & Regulations Amendmendment – 1st Reading		150
Description: A&A Rules		150
Background:		150
The A & A Committee has submitted a recommendation for consideration by the Board of Directors to modify and add certain rules to the existing A & A Rules. These changes include the following:		150
Modifications:		150
1. Section 5.B. Stairs and Stairways - 5.B.1 Changes the language regarding colors to require colors complimentary with the surroundings including earth tones and no bright colors and 5.B.2. revises the footprint of the landing to no larger than 30 sq...		150
2. Section 5.D. Fencing - Adds language to include that fences should be 3 feet from the front of the access panel on the utility tower and excludes privacy screens, plastic panels, bamboo screens, or similar products from being used as a fence on lot...		150
Additions:		150
1. Section 5.C. Walls/Pet Enclosures/Privacy Screens - Deletes Fencing and adds Privacy Screens in the title and adds 5.C.3. Privacy Screens. Privacy Screens are to be commercially made, only installed in the front of the lot, setback a minimum of 15 ...		150
2. Section 5.H. Lot Hardscape/Softscape Requirements - To enable future replacement of sprinkler or electrical lines to the front of the lot, new hardscape installations that directly adjoin neighboring hardscape, may require a strip of removable soft...		150
For additional language regarding the proposed changes and additions, see the attached Exhibit A that itemizes the recommendation from the A & A Committee.		150
Motion(s) for Consideration:		150
To Approve a 1st Reading regarding modifications and additions to the A&A Rules as recommended by the A&A Committee.		150
Designated Funding: N/A		150
Can Am Staff - 3.15.21.pdf		158
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		158
BOARD OF DIRECTORS		158
Agenda Item: Can-Am Golf Tournament		158
Background:		158
Motion(s) for Consideration:		158
Designated Funding: N/A		158
Satelitte B Upgrade.pdf		161
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		161
BOARD OF DIRECTORS		161
Agenda Item: Satellite B” Upgrade – Proposal to Forward to Planning Committee		161
Background:		161
A suggestion to improve the appearance and functionality of Satellite B, which will promote social gathering was brought to me by Owner Maryellen Muir. The board has discussed the possibility of making improvements that would encourage neighborhood ga...		161
Motion(s) for Consideration:		161
To send a request to ORPS Planning Committee to design, plan and estimate a project to enhance the appearance and functionality of Satellite B, which will promote social gathering. Total cost not to exceed $15,000.		161
Designated Funding: Capital		161
2021-3-15 Staff Report - Trial of Visitors Self Guided Tour 2.pdf		177
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION BOARD OF DIRECTORS		177
Board Meeting Date: March 15, 2021		177
Background:		177
Time and again our owners tell us they were sold on our resort when they drove in the front gate, turned right, and saw the golf course, the flowers, the palm trees and the mountains.		177
An unknown number of potential buyers present themselves unannounced at the front desk or at security and ask to tour the resort. At present, the front desk and security department do not have authority to issue a visitor’s pass to allow these prospe...		177
We have a large inventory of unsold lots. We have lot rentals. We are missing an opportunity to show our resort to an unknown number of potential buyers or renters.		177
I suggest a trial, where data will be collected and reported to the Board, including, how many such passes were issued, any negative behavior exhibited by such visitors, feedback from our realtors, feedback from the visitors, etc. An information pack...		177
Pickleball Staff - 3.15.21.pdf		179
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		179
BOARD OF DIRECTORS		179
Agenda Item: Pickleball Survey		179
Background:		179
For Consideration:		179
Designated Funding: N/A		179
Summer Closure Staff - 3.15.21.pdf		184
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		184
BOARD OF DIRECTORS		184
Agenda Item: Summer Use of Amenities		184
Background:		184
For Consideration:		184
Designated Funding: Reduction in Utility Costs		184
Consent Agenda Staff - 3.15.21.pdf		64
OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION		64
BOARD OF DIRECTORS		64
Agenda Item: Consent Agenda		64
Background:		64
Motion(s) for Consideration:		64
Designated Funding: N/A		64

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