February 1, 2017 Minutes

February 1, 2017 Minutes

  1. Called To Order – President, S. Norton called the meeting to order at 6:20 p.m.
  2. Roll Call
    All Board Members Present: Sid Norton, Beth Ann Stoll & Connie Koontz
    CAMS, Inc. Manager: Manager, Sharon Johnson and Asst. Cheryl Dennison
    Guests: 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 Unit 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 November 2, 2016 Board of Directors Meeting Minutes as presented.  M/S/P Stoll/Koontz
  5. Financial Report – October, November & December 2016 Financial Statements were reviewed.
    Treasurer, C. Koontz gave the presentation to the Board Members on the most recent 2016 financials. The December 31, 2016 report is as follows: the Dues Account is $24,236.59 the Operating Account is $37,802.88, in the Reserve Account there is $75,795.93 and the Special Assessment is $2,994.  Year to-date Net Income is $4,745.03.  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 July-September 2016 as submitted.
      1. Recordation of Lien – There are none at this time to approve. Additionally the outstanding lien on acct. 1300020 was paid in full in the amount of $9,532.09 upon the sale of the home.
      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.
      • Stored Vehicles – CAMS reported that 2 vehicles were tagged and 1 was removed the other is being handled separately for compliance. Continual
    2. Sewer Pipe Information – HOA Replacement Project – CAMS stated that the Sewer Pipe Replacement
      letter went out to all bottom floor homes but the ceiling/cabinetry repairs were not included which is an
      additional cost aside from the $385 for the plumbing work.  President, S. Norton recommended that a
      follow-up letter be sent out to the membership with their Annual Meeting Notice informing all owners this
      work will be scheduled during the Spring/Summer of 2017 to eliminate any major losses to one’s home.
      Management will send a 2nd letter out to all residents that this will be a planned project for 2017.
      Motion was made to approve the Management Report as submitted. M/S/P Stoll/Norton
  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 – Discussion was held on getting an updated bid to install in 2017 to save money in the future due to the high cost on garbage can fees. On Hold to get bids for May’s Mtg
    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. The Board decided to remove this item from the Agenda due to the fact it appears to be in ok shape at this time.
    5. Building Dry-Rot Repairs – NAB Developments, provided an updated report for the Stage 2 items in progress. Novak has been on property working on the dry-rot repairs, off & on a midst the raining weather which is delaying the project overall.  There have been a few change orders that were minor therefore done at no charge. 1st Floor Overhead Fascia has been completed noting removal of the dry-rot in the exposed areas replacing with new 2×4 product, priming & painting on all sides for protection. Beams were cut back due to rot and were replace, also new concrete was installed after support beam repairs were completed. The next phase will be the 2nd floor 1×10 gable fascia work to be done on dry days only. The following items are recommendations to be done now at additional charge due to unforeseen issues until the structure was opened/repaired to reveal more components to be fixed:
      • #8/#4Units- The 2nd story post/beam are not structurally supported as a load bearing component and is already being replaced due to dry-rot, and it is recommended to install an additional support beam in the amount of $350.00
      • #2 Post is completely rotted out under the deck which supports the roof structure this needs to be replaced with new flashing in the amount of $440.00
      • #3 Has the same issue as #2 Post – therefore needs to be replaced with flashing in the amount of $440.00
      • The Stairwell Roof Design Support Posts are not in proper condition and could be modified to use Metal Poles at the roof edge to the ground instead of angle 2×10 that continue to be exposed to the elements. This would require permits that could be around $2,500 and would be more cost effect in future.
      • #8 Roof line at the peak/edge is sagging this is due to failing Roof Sheathing that should be replaced in the Spring/Summer of 2017 by a Roofing Contractor.
        Motion was made by S. Norton, seconded by C. Koontz and passed by unanimous vote to accept the additional construction repairs listed above in the amount of $1,230 and to have NAB look into the costs for permits and modifications to the Stairwell Roof Supports to present to the Board for a final decision on how best to finalize those structural repairs. M/S/P Norton/Koontz.
        -Novak to fix the Flashing along the flooring of 2nd Story near #23 it is bent up
        On Hold “Stage 1” slated 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. Schaefer Roofing is scheduling for winter
    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. Gutter/Downspout Cleaning Proposals – The Board received a revised 2nd cleaning proposal from Bailey Boys in which CAMS was able to negotiate a lower fee for 2 cleanings per year, in the amount of $500 which is $150 savings. The anticipated 2nd cleaning would be during the month of February 2017. Motion was made by C. Koontz, seconded by B.A. Stoll and passed by unanimous vote to approve the Bailey Boys bid in the amount of $500.00 for the 2nd cleaning in February 2017. M/S/P Koontz/Stoll
  9. Next Meeting Date
    The next meeting will be the Annual Membership Meeting and the Regular Board Meeting scheduled on Wednesday, May 3, 2017 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 7:15 p.m. M/S/P Norton/Stoll
  • On February 1, 2017