February 6, 2019 Minutes

February 6, 2019 Minutes

  1. Called To Order – Vice President, B.A. Stoll called the meeting to order at 6:02 p.m.
  2. Roll Call
    • Board Members Present: Connie Koontz, Stephanee Ruiz & Beth Ann Stoll.
    • Board Members Absent: Sid Norton
    • CAMS, Inc. Manager: Manager, Sharon Johnson and Asst. Cheryl Dennison
      Note: at Raley’s Conference Room, 4840 San Juan Avenue, Fair Oaks, CA
  3. Homeowner Time – 5 homeowners were in attendance representing 5 homes
  4. Review and Approval of Meeting Minutes – Motion was made by C. Koontz, seconded by S. Ruiz and passed by unanimous vote to approve the November 7, 2018 Board of Directors Meeting Minutes as presented. M/S/P Koontz/Ruiz
  5. Financial Report –
    1. Financials – October, November & December 2018 Financial Statements were reviewed.
      Treasurer, C. Koontz gave the presentation to the Board Members on the most recent 2018 financials. The December 31, 2018 report is as follows: the Dues Account is $7,282.94.48, the Operating Account is $7,954.87, in the Reserve Account there is $78,242.30 and the Special Assessment is $45,784.00. Year to-date Net Income is $15,370.59. Motion was made S. Ruiz, seconded by C. Koontz and passed by unanimous vote to approve the financial packets as submitted. M/S/P Ruiz/Koontz
    2. Review of Delinquency Report: There were Delinquency Reports from Severaid & Glahn from July – September reviewed at this time.
      1. Recordation of Lien – There are no new liens to approve at this time.
      2. Board Resolution to Record Notice of Default: There are none at this time to be approved in Executive Session
    3. Bad Debt Write-off Notification: CAMS, C. Dennison reported there are none at this time.
  6. Committee Reports
    1. Architectural Requests – There were no new request at this time
    2. Landscape
      1. Landscaping Proposals – 1 Service Contract & Tree/Shrub stump removal. On Hold
      2. Tree Trimming for 2-5 Trees cleared from the Bldgs. – Arborwell completed the approved work in the amount of $834.30 to clear all trees from both building structures, walkways, drives and lighting. It was noted that the tree on the street side of #1/#5 is still in need of trimming.  CAMS to have Arborwell go back out
    3. Lighting – Cleaned Regularly/Checked for Repairs
      1. 7401 Bldg the Censor is causing the Lights to stay on including #5/#8 Carports.
    4. Pool
      1. Pool Equipment/Water Circulating Issue/Plumbing Replacement – Sac Val Plumbing was approved to make the necessary repairs to resolve the leak in the pool deck area and was completed. Done
      2. Minor Repair Authorization by Management/CAMS – Majestic submitted an authorization sheet for Management to sign off on making minor repairs without requiring a bid, in which the limitation is up to $100.00.  Motion was made by S. Ruiz, seconded by C. Koontz and passed by unanimous vote to approve CAMS authorizing minor work to be completed without a formal bid in not to exceed $100.00.
        M/S/P Ruiz/Koontz
  7. Manager’s Report
    1. Recent Inspection Walk-thru reviewed and discussed.
      • HD to work on Conduit lines under the stairwell for water coming up when irrigation is on. No water/closed
      • Dumpster Enclosure Area 7401 – The Service Vendor is not closing the double doors and putting the dumpster bins back in all the way after service. CAMS needs to continue communication on this matter
      • Homeless hanging out in the open field behind the Medical Bldg. across street – Call County Officials and the Sheriff’s Dept. to remove them for eliminating hazards to the Community.
      • Landscape Service has improved but still needs refining.
      • Trees are being installed by the Golf Course along the HOA Property Line “Magnolia’s” that could have future impact to the building structures/plumbing, therefore should be moved out further away. The Board asked if CAMS could speak with the Maintenance Manager of the Golf Course and S. Norton as well.
      • HD to double check by Stairwell near #1 there may be a leak coming from the conduit line.
      • 7401 Bldg to have an Address Sign (nice) installed on the Dumpster
      • Parking at the Office Bldg is allowed weekdays from 5 pm – 8 am and full day Saturday/Sunday
    2. Sewer Pipe Information – HOA Replacement Project – The 2nd Sewer Pipe Replacement in relation to 1st floor homes to participate. Send All Owners of Lower Units a reminder letter except for #3, #4, #9 & #15 on anticipated plumbing work to be started in 2019
      Motion was made to approve the Management Report as submitted. M/S/P Koontz/Ruiz
  8. Unfinished Business
    1. 2nd Story Flooring Material Replacement – The durable matting material that can withstand high traffic volume and weather was approved in the total amount of $32,368.00 as the final step on this project. Walkway Resurfacing with Westcoat Waterproofing Material to be installed after any structural repairs to the concrete and wood support beams/flooring are completed. This will need to be completed in Late Spring with steady warm weather to cure properly. In Progress
    2. Building Dry-Rot Repairs – Construction 37, P. Johnson is overseeing the outstanding dry-rot repairs needed on the Stage 2 project, which has already started and continuing from 11/7-12/20 and then into 2019
      • The carports – 2nd floor flashing at the landing – Gutter is loose at 13/14
      • Railing at 21/22 moves due to expanse between support posts (still a concern)
      • Outrigger slope 8/4, the sagging roofline at the peak/edge over #8 due to failing Roof Sheathing that should be replaced
      • Beams at Stairwells of #1/2, #3/4 – Both have been completed.
        All Items noted on Inspection Report – In Progress
    3. 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 this was provided in 2015. Additionally Valley Asphalt also provided a bid 2018 $5,899.00 to complete the work. Due to the extensive cost, and can be postponed at this time. On Hold
      Patch the Hole at 7401 Bldg/Insurance parking lot side – Valley Asphalt was approved to patch/fill the hole in the parking area for the total amount of $350.00. After repairs were made the patch work was damaged by a vehicle, thus created another repair to be made in the amount of $175.00. Motion was made by S. Ruiz, seconded by C. Koontz and passed by unanimous vote to accept the 2nd repair patching of the 2 ft. hole due to vehicle damage after 1st repairs for $175.00. M/S/P Ruiz/Koontz
    4. Gutter Cleaning – Bailey Boys was approved to clean the gutters 2 times with November already completed and the 2nd to be scheduled for February 12th
  9. New Business
    1. New Exterior Bldg. Lighting – HD provided information from Lamps Plus on styles of lighting to replace the existing lights and was reviewed further. Hobrecht Lighting also provided some additional styles and costs on the same and similar proposed lighting under review. The Board was in agreement with J du J Sierra Craftsman 15 in. along Walkways, with a 10-11 in. for the Front Doors., and Kichler Beacon 12 in. Ceiling Mount all in Bronze. CAMS to get costs
  10. Next Meeting Date – The next meeting will be both the Annual Membership & Board Meetings scheduled on Wednesday, May 1, 2019 at 6:00 p.m. at Raley’s Conference Room in Fair Oaks, CA. if available otherwise will be held at the CAMS Office.
  11. Adjournment – The meeting adjourned at 7:05 p.m. M/S/P Koontz/Ruiz
  • On February 6, 2019