August 3, 2016 Minutes

August 3, 2016 Minutes

  1. Called To Order – President, S. Norton called the meeting to order at 6:12 p.m.
  2. Roll Call
    All Board Members Present: Sid Norton, Beth Ann Stoll & Connie Koontz
    CAMS, Inc. Manager: Asst. Cheryl Dennison
    Guests: Nick & Joel Burton of NAB Developments – Dry-rot Second Phase Bid Work
    Note: at Raley’s Conference Room, 4840 San Juan Avenue, Fair Oaks, CA
  3. Homeowner Time – 2 homeowners representing 1 Units were in attendance
  4. Review and Approval of Meeting Minutes – Motion was made by B.A. Stoll, seconded by C. Koontz and passed by unanimous vote to approve the May 4, 2016 Board of Directors Meeting Minutes as presented.  M/S/P Stoll/ Koontz
  5. Financial Report – April, May & June 2016 Financial Statements were reviewed.
    Treasurer, C. Koontz gave the presentation to the Board Members on the most recent 2016 financials. The June 30, 2016 report is as follows: the Dues Account is $7,567.30, the Operating Account is $949.90, in the Reserve Account there is $61,992.95 and the Special Assessment is $40,678.  Year to-date Net Income is $1,871.63.  Motion was made B.A. Stoll, seconded by S. Norton and passed by unanimous vote to approve the financial packets as submitted. M/S/P Stoll/Norton

    1. Review of Delinquency Report: The Board reviewed the Delinquency Report in the financial & Severaid & Glahn’s Report from April-June 2016 as submitted.
      1. Recordation of Lien – There are none at this time to approve.
      2. Board Resolution to Record Notice of Default: There are none at this time to be approved in Executive Session
    2. Bad Debt Write-off Notification: CAMS, representative, C. Dennison reported there are none at this time.
  6. Manager’s Report
    1. Recent Inspection Walk-thru reviewed and discussed.
      • #7401 Bldg. where the Pine tree was removed, Saw cut or shave the concrete spots that are lifted/broken and patch for now on walkways. Completed
      • Cement Patchwork on Walkways – HD Construction Completed
      • Railing near 7435 #21 needs to be tighten – Completed
      • Pool Furniture needs to be put out, and the Life ring needs to be hung – Completed
      • Light in the pool area needs to be replaced, it is out – Completed
      • Letters for Carports – In Progress trying to locate a full supply in stock through local hardware stores
      • Fig Tree by #4 inside the common area to Golf property needs to be trimmed.
      • Stored Vehicles – CAMS will have Davis Tow out on property
    2. County Health Inspection Report (Pool) – CAMS provided the Sacramento Pool Inspector Report
    3. Annual Inspection of Backflow Devices & Repairs – Inspection/Repairs have been Completed
      Motion was made to approve the Management Report as submitted. M/S/P Stoll/Koontz
  7. Unfinished Business
    1. Landscaping Proposals – Renovation work at the Pool. On Hold with a Revised Bid on Renovation/Clean-up at pool area/slope
    2. Dumpster Enclosure Area – 7401 On Hold
    3. 2nd Story Flooring Material Replacement – On Hold
    4. Electrical Repairs –The Pool Pump Shed remodel to be added to the Dry-rot Work any Electrical work will need to be completed after the remodel.
    5. Building Dry-Rot Repairs – NAB Developments, provided an updated report for the Stage 2 items to be started early Fall due to contractors availability. The report included 3 contractors MRC, Novak & SWB bid costs to make the necessary repairs and Novak is still the low bidder at $49,220 who is already familiar with the work needed to be done as they had completed the Stage 3 Repairs in the Fall of 2015. The work is estimated to take 2-3 weeks to complete the dry-rot repairs, although paint is not included with this bid and is estimated to be $3,500 which should be completed by a painting contractor. Also the 2nd Level Flooring will be done after all repairs are completed in 2017.
      NAB recommends having the Board authorize their company to oversee this upcoming project on an hourly rate with travel included contract (3 times a week inspections) in order to save the HOA money. After a brief discussion motion was made by C. Koontz, seconded by B. Stoll and passed by unanimous vote to accept the proposed contract from Novak Builders in the amount of $49,200 as presented and to set the schedule by the 2nd week in October of 2016.  M/S/P Koontz/ Stoll – NAB is to obtain a Paint Contract which can be emailed for Board approval in time to finish the project prior to the next Board Meeting. On Hold “Stage 1” for 2017
    6. Rental Restriction Policy – To write a policy to be added to the CC&R revision.
    7. Chimney Repair for All Units – Schaefer Roofing proposal was approved to make necessary repairs on the remaining 15 Unit Chimney’s in the amount of $350.00 per chimney and to add $100.00 for spark arrestors on each chimney which will help longevity on this common area component. Planned for late Summer
    8. Satellite Dish Services – No Requests for services have been submitted to the HOA
    9. Asphalt Repair Proposal – Allstate Paving gave a bid to make repairs to the broken/cracked asphalt in the parking lot of the Insurance parking lot in the amount of $3,440.00. Due to the extensive cost, and can be postponed at this time. On Hold
  8. New Business
    1. #5 ACC Request “updating the bathrooms” – The owner submitted a written formal request to update both bathroom with new low flow toilets and vinyl flooring – The Board approved this request by email vote and requires recordation in the Minutes.  Motion was made by B.A. Stoll, seconded by S. Norton and passed by unanimous vote to approve the Architectural Written Request as presented. M/S/P Stoll/Norton
    2. Janitorial Services Proposal “Exterior cleaning/dusting of Lighting, 2nd Floor Walk-ups & Carports – The Board reviewed the proposed as presented noting it is at the HOA’s discretion on how often services can be conducted although each service is at a charge of $380.00 per visit. Motion was made by S. Norton, seconded by B.A. Stoll and passed by unanimous vote to accept the proposal as presented by doing the work on an as needed basis “on call” starting mid-August anticipating to be done possibly 3 times a year. M/S/P Norton/Stoll
    3. New ABS Pipe on Upper Units Proposal – Sac Val Plumbing submitted a proposal per the Board’s interest on potentially changing out all of the Upper Floor ABS piping in the kitchens as a preventative maintenance to eliminate future water/sewer loss damage issues/claims that will eventually occur as 3-4 homes have been done so far to date. The cost per home is $385.00 but this excludes sheetrock removal and refinish work that would need to be completed by a different contractor. CAMS can obtain an estimate for interior removal/restoration bid.  These repairs would be categorize as a Reserve Expenditure for necessary future maintenance improvements. The overall cost will be considerably less than paying for repair/restoration services and insurance rate increases to cover the losses. The Board unanimously requested that CAMS have letters be issued to all 1st floor owners to gain their perspective responses to possibly move forward with a establishing a schedule to make the repairs within the next year.
  9. Next Meeting Date – The next meeting will held on Wednesday, November 2, 2016 at 6:00 p.m. at Raley’s Conference Room in Fair Oaks, CA. if available otherwise will be held at the CAMS Office.
  10. Adjournment – The meeting adjourned at 7:20 p.m. M/S/P Norton/Stoll
  • On August 3, 2016