February 3, 2016 Minutes

February 3, 2016 Minutes

  1. Called To Order
    President, R. Miller called the meeting to order at 6:13 p.m.
  2. Roll Call
    All Board Members Present: Arianne Miller, Russ Miller, Sid Norton, Beth Ann Stoll & Connie Koontz
    CAMS, Inc. Manager:            Sharon Johnson and Asst. Cheryl Dennison
    Note: at CAMS Office 660 Commerce Drive #H, Roseville, CA.
  3. Homeowner Time – No homeowners 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 23, 2015 Board of Directors Meeting and January 6, 2016 Special Meeting Minutes as presented.  M/S/P Stoll/Norton
  5. Financial Report – November, & December 2015 Financial Statements were reviewed.
    Treasurer, S. Norton gave the presentation to the Board Members on the most recent 2015 financials. The December 31, 2015 report is as follows: the Dues Account is $1,443.04, the Operating Account is $335.67 & the Reserve Account is $58,708.77. Year to-date Net Income is $6,031.77.  Motion was made A. Miller, seconded by B.A. Stoll and passed by unanimous vote to approve the financial packets as submitted. M/S/P A. Miller/Stoll

    1. Review of Delinquency Report: The Board reviewed the Delinquency Report as submitted in the financial.
      1. Recordation of Lien – There are none at this time
      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.
      • Letters enforcement for 2 Units: on the items in front of gate “lattice & pot” at 7401 #4 into common area and at the side of 7435 #16 the patio furniture and heat lamp to be removed from common area.
      • #16 Water pipe hose isn’t an issue, but #9 needs to have hoses removed.
    2. Water/Sewer Leak Repairs #15 – The restoration repairs on all components have been completed
      Motion was made to approve the Management Report as submitted. M/S/P Norton/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, has provided the inspection report on all dry-rot repairs, in which Urgent Repairs were completed by the end of 2015 and now the Stage 2 & 1 Items are on hold until the votes are counted for the special assessment. On Hold
      Remaining Repairs of Levels 2 & 3 – The Association received the proper amount of secret ballots to meet a quorum of the membership to open the envelopes and count the votes for approving the Special Assessment to complete the remaining dry-rot components
    6. Rental Restriction Policy – The association submitted secret ballots to the membership to seek majority vote to revise the rules by implementing a Rental Restriction Policy. A quorum was not met.
    7. Chimney Repair #16 – Schaefer Roofing has recently made the repairs to this chimney. Per the Board’s request a proposal from Schaefer Roofing was submitted to make necessary repairs on the remainder of Unit Chimney’s through-out the association 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. On Hold
    8. Satellite Dish Services – No Requests for services have been submitted to the HOA
    9. Tree (Pine) Removal at 7401– Has been completed by Arborwell. The Board discussed the issue involving on what do with the chips and the area that is now bare. It was suggested to put round up on the chips and to eliminate any weeds to sprout at this time.
    10. Asphalt Repairs – CAMS requested a proposal from Allstate Paving (the same contractor that recently made repairs to the 7435 driveway) 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 Cleaning Proposals – 3 proposals were submitted by various vendors for review by the Board. After a brief discussion, and requesting CAMS to contact Sparkle of Excellence to see if he would potentially be available to do the work based on history/cost. If he was not able to service the gutters this year then the Bailey Brothers would be the contractor to approve and have scheduled as soon as possible.  Motion was made by A. Miller, seconded by B.A. Stolland passed by unanimous vote to approve the proposal submitted by Bailey Brothers in the amount of $650.00 to complete the gutter cleaning as soon as possible if Sparkle of Excellence was unavailable. M/S/P A. Miller/Stoll
    2. Roofing Proposals – The Board discussed the proposals submitted by 2 contractors as requested by the Board to have the roofs assessed for current condition and estimated future cost in order to properly reserve for this project in the near future. The Board reviewed the information presented and will retain on file for future use.
    3. Special Assessment & CC&R Amendment – Ballot Results – CAMS received enough ballots from the membership 14 total to count the votes for the Special Assessment. The majority of the membership did approve the Special Assessment of $4,000 to be paid in 2 categories; $2,000 must be paid by each owner and received by May 1, 2016, the remaining $2,000 may be paid in monthly, quarterly, 2 payments or 1 lump sum by May 1, 2017 without any penalties. .  Based on the counts in favor of the Special Assessment the motions are as follows: Motion was made by B.A. Stoll, seconded by C. Koontz and passed by unanimous vote to move forward with completing Level 2 of the recommended Dry-rot Repairs Components in 2016.
      Motion was made by R. Miller, seconded by S. Norton, and passed by unanimous vote to complete Level 3 of the recommended Dry-rot Repairs Components in 2017.
      CAMS only received 11 ballots to be counted for the CC&R Amendment noting a shortage of at least 7 ballots, therefore not enough Ballots were received to make quorum of 18 homes in order to count the votes for approving a Rental Restriction Policy as a Rule. The Board wanted to have a new informational sheet sent out to the membership on why this is a necessary rule change. After a brief discussion, motion was made by A. Miller, seconded by B.A. Stoll and passed by unanimous vote to have new ballots for the Rental Restriction Policy sent out to the remaining 10 homes who did not submit a ballot, to be returned by the next meeting, on May 4, 2016 to see if this can be approved by the membership. M/S/P A. Miller/Stoll
    4. Board Member Resignations – Both Russ & Arianne Miller submitted their resignations to the Board due to personal reasons, which was difficult for them because they are very much vested in the association.  Although, R. Miller stated he will still maintain the Association’s Website. Motion was made reluctantly by S. Norton, seconded by C. Koontz and passed by unanimous vote to approve Russ & Arianne Miller’s resignation as presented. M/S/P Norton/Koontz
    5. Reassignment of Board Member Positions –
      Motion was made by B.A. Stoll, seconded by C. Koontz and passed to appoint Sid Norton as President
      Motion was made by S. Norton, seconded by C. Koontz and passed to appoint Beth Ann Stoll as Vice President
      Motion was made by S. Norton, seconded by B.A. Stoll and passed to appoint Connie Koontz as Treasurer/Secretary
  9. Next Meeting Date – The next meeting will be the Annual Membership Meeting & the Board of Directors Meeting held on Wednesday, May 4, 2016 at 6:00 p.m. at Raley’s Conference Room in Fair Oaks, CA.
  10. Adjournment – The meeting adjourned at 7:10 p.m. M/S/P Norton/Stoll
  • On February 3, 2016