General Manager Jeremy Wilson provided the following staff report at the Regular Session meeting of the Board of Directors on February 7.
• The Association has closed the bidding process for the RFP released for the Public Safety Department and Community Patrol/Gate Attendant contract, totaling 12 bids received. We contacted over 24 vendors in the process. We are currently in the process of scheduling a bid opening meeting. The Association is accepting applications for members who are interested in participating on the RFP Committee. The committee will assist in the review and processing of the bids. The current contract expires in May 2012.
• The Association is currently accepting bids for the Janitorial services on all POA common area facilities. Please visit the POA website for more information.
• The Association is currently recruiting for the Director of Operations position. Please visit the POA website for more information.
• The Annual Meeting of the Members / Annual Election is coming up on May 17, 2012. “Intent to Run” forms are now available in the Corporate Office. Anyone interested in running should visit the corporate office to pick up an application.
• The Association purchased Village Management Software Inc. (VMS) as the new operating system for Canyon Lake POA. The integration is well underway, with gate access and POS integration being organized. File conversions and staff training is currently being conducted. VMS is now running as a “parallel” system. Tests are now being conducted to ensure proper functionality and accuracy of reporting.
• InterAccess has been retained to host the gate controls for the online gate guest call-ins. Staff training is nearly complete. A “go-live” date is scheduled for later this month.
• The Association received eight bids for the Pavement Management Plan (PMP) Road Project for CLPOA. The apparent low bidder came in at roughly $8.5 million, with the high bidder in at just under $11 million. The Association is now working with the engineers and Facilities Review Committee to review the bids and prepare recommendations to the Board of Directors.
• The Lodge Public Dock Project is approximately 80 percent complete. The dock has been pre-built off-site. We anticipate an installation date later this month.
• The Sea Wall Project is progressing well. The contractor is slightly ahead of schedule and is making wonderful progress. Please feel free to take a peek the next time you are over by the Lodge; it looks great.
• The main launch ramp has been repainted with directional arrows and new reflectors.
• The Operations Department has recently completed a maintenance project on the Salt Creek North and South shorelines.
• The 1st Draft of the 2012-2013 Pro-Forma Budget is nearly complete. Special thank-you to staff and the Finance Committee.
• And finally, the Association has recognized a spike in graffiti and vandalism for the month of January. Please report any suspicious activities or anything that looks out of place.