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MINUTES OF THE BOARD OF DIRECTORS MEETING, SEPTEMBER 27, 2011
Call to Order:
Board Members Present:
Frank Boardman, President, Irene Allen, Vice
President, Sean Wolpin, Treasurer, Mark McGuire, Member at Large, Joe Gibbons, Member at Large and Monsef Sidrak, Member at Large were present.
ABM Property Management: Alba Monroy and Amanda McClelland
Board Members Absent:
Maria Chavez, Secretary was absent.
Homeowner Input:
Secretary's Report:
Monsef made a motion to accept the Minutes from the
Tuesday, August 16, 2011 Board Meeting, Sean seconded, all approved and motion carried.
Treasurer's Report:
Sean reviewed the financials for all present. No discrepancies were noted.
Irene had a question on Page 15 of bad debt write off asking what it was for. Alba advised year to date.
Page 29, Irene said she was under the impression the
Gateway account was to be closed in June and transferred to Telesis. Board asked to move funds to Telesis Operating and close the First Bank account. Note, Reserve account to remain at First Bank.
Joe motioned, seconded by Monsef to approve the Treasurer's report as presented. All approved and the motion carried.
Management Report:
Aging - Past Due Accounts-Board reviewed accounts.
For Account #'s 0030, 0052, 0057, 0060, 0073, 0123,
0143 and 0147, Board reviewed account and suggested to mail a courtesy letter to the homeowner informing them their account is delinquent and will be forced to pursue collections if not brought current in 3
months giving the option of a payment plan. Board asked response be received within 10 days of the date of the letter, otherwise will proceed with collections.
Account #0032-
Board denied request to waive late fees.
Account # 0083-Board reviewed account and to be discussed in Executive Session.
Management Report:
Account # 0161-Board reviewed account and suggested
to mail a courtesy letter to the homeowner informing them their account is delinquent and will be forced to pursue collections if not brought current in 3 months giving the option of a payment plan. Board asked
response be received within 10 days of the date of the letter, otherwise will proceed with collections.
Board asked that in the future should a homeowner
have two missed payments, to send a reminder notice including the cost of the pre-lien in the letter.
Committee Reports:
Architectural Committee:
Joe advised of an approval to installation of white paned windows at 5374 Birchcroft Street via email.
Irene motioned to accept the residence
improvement application as submitted, seconded by Sean. All approved and the motion carried.
Homeowner of 5734 Birchcroft Street also
submitted a second residence improvement application for capping the top of the stucco on the ledge around the balcony to match the existing color. Joe to obtain neighbor signatures with the homeowner.
Monsef motioned to approve the residence
improvement application with the contingency that the homeowner obtains the required neighbor signatures, seconded by Sean. All approved and the motion carried.
Landscape Committee:
A field report from Valley Crest was provided to the Board for their review.
Valley Crest submitted a proposal (AEW NO:
092211-1531) in the amount of $75.00 to remove a partially dead birch tree located on the North end greenbelt of Western planter on Oakhaven Avenue/Birchcroft Street.
Irene motioned to accept Valley Crest's proposal
in the amount of $75.00 to remove the partially dead birch tree, seconded by Mark. All approved and the motion carried.
Board discussed tree trimming. Board asked to
continue having Valley Crest trim the trees. ABM to obtain proposal from Valley Crest and present to the Board at next meeting for approval.
Email to be sent to the Board every year with the three year plan for approval.
Pool & Security Committee:
Frank, has purchased a clock for installation in the pool area. Installation pending.
Frank advised there is nothing to report at this time for the pool as the committee was out of the area.
Newsletter & Website:
Joe informed the Board that during his and
Amanda's recent walkthrough, they noticed trees needing to be trimmed away from roofs and other neighbors' homes. Frank to send a general notice to homeowners.
Old Business:
2316 Oak Haven: Board discussed the status of the
City review. Board mentioned the work was approved with the contingency that the homeowner provided proper City permits. Board has yet to see the
City permits and the work has been completed. Frank advised all that the City came out and provided the homeowner approval.
ABM to send a letter to the homeowner requesting
copies of the City permits, otherwise subject to fines if not approved by the City and needs to put back to the original state.
Doggie Stations in Common Area: Board discussed and unanimously agreed not to install.
Dog Signs to Clean Up Feces: Board discussed and tabled until next meeting.
CC&R Revisions:
Month of October Board to review changed/corrected
revision of CC&R's for approval. Joe to resend to the Board, Attorney and ABM. Board discussed holding a social gathering/Town Hall Meeting with the Attorney present for homeowner approval and any
questions they may have.
New Business:
Pump Replacement-Completed.
Drain Covers-Colin Pool Service certified our HOA pool is in compliance.
Reserve Study-Board signed the contract with RSI Reserve Studies Inc.
Solar Panel-No input. ABM to follow-up.
Fencing-Board discussed the matter of fencing
throughout the Association. Board mentioned that if trashcans are visible in the common area, to send letters. Fencing must be screened. Board to give guidance on acceptable covers. Board
tabled until they come up with guidelines for approved coverings.
Adjourn:
There being no further business, the meeting was
adjourned into Executive Session at 8:21 p.m. The next Board of Directors Meeting will be held on Tuesday, October 18, 2011 at 7:00 p.m. at Vintage Hills.
Submitted By:
Amanda McClelland
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