May 6, 2015 Minutes

May 6, 2015 Minutes

  1. Called To Order – President, R. Miller called the meeting to order at 6:32 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 A. Miller, seconded by S. Norton and passed by unanimous vote to approve the February 4, 2015 Board of Directors Meeting presented.  M/S/P A. Miller/ Norton
  5. Financial Report – January, February, & March 2015 Financial Statements were reviewed.
    Treasurer, S. Norton gave the presentation to the Board Members on the most recent 2015 financials. The March 31, 2014 report is as follows: the Dues Account is $1,155.82, the Operating Account is $151.24, & the Reserve Account is $47,605.28. Year to-date Net Income is $1,926.74.  The expenditures for the Insurance Policy, Pool Extras were the cause to be over budget, but overall expected this time of the year.  Motion was made B. A. Stoll, seconded by C. Koontz and passed by unanimous vote to approve the financial packets as submitted. M/S/P Stoll/Koontz

    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
    2. Bad Debt Write-off Notification: CAMS, representative, C. Dennison reported there are none at this time.
  6. Manager’s Report Recent Inspection Walk-thru reviewed and discussed.
    • 7435 Bldg is still having problems on the common area lighting is cycling off/on
    • Watering/irrigation appears to be on almost daily with excessive run-off both in the front & back (must follow FO Water District Odd Day Watering Schedule)
    • #4 Stucco Repair
    • #7 Garbage can needs to be replaced
    • Dumpster size and use is still being monitored for any types of exchanges
    • Spot clean rug at #23 on the stain if possible and lay down the curling edge (still open work order)
    • Landscaper – To regularly blow 2nd story walkway’s at least monthly/bi-monthly
    • The Fence/Pool slope from the planter bed needs plastic bender board and so does the area next to #7 carport space to keep water from ponding causing a hazard. CAMS will follow-up on Work Order
    • Pool Overflow Valve is not automatic (left on) and water runs “remove the standard handle and replace with a key (allen wrench) release type only for Pool Co. and Mgmt./Board to have”
    • Resident Parking – No parking in Visitor Spaces all extra vehicles should be parking on street & not in the neighboring apartment complex.
    • Watering schedule needs to be sent out to all members too as reminders for personal watering use
    • Water Charges should be included to the Welcome Letters information
      Motion was made to approve the Management Report as submitted. M/S/P A. Miller/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 for Review
    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 – Inspection has been completed by 2 contractors with proposals submitted for review/discussion. CAMS informed the Board that based on the fact the bids was not adequate comparison’s it was suggested that the HOA hires a Construction Consultant to inspect the entire complex to record/document all findings necessary to be repaired. From those reports, the Components & Sections can be itemized as emergency repairs to be done now and time-line to be done within a couple of years to properly fund for out of Reserves. Additionally, this will then provide the Board with a proper itemized bid proposal from all vendors to be the same components planned for repairs. CAMS recommended that NAB Developments who is used at many of the properties they manage to oversee construction projects be hired for the HOA. This helps ensure that the work is inspected, documented and repaired in accordance to governing laws/city/county codes under the agreed contract with the hired construction team. NAB submitted an email notification to the Board of Directors of his proposed consulting costs for $750.00 to conduct a formal inspection and draft a scope of work in order to receive like for like bids from contractors in order for the Board to make a proper decision. Motion was made by C. Koontz, seconded by B.A. Stoll and passed by unanimous vote to approve hiring NAB Developments in the amount of $750.00 to conduct an inspection of the property on Dry-rot repairs and present a like for like scope of work on planned repairs to be bid on now and future time-line schedule. M/S/P Koontz/Stoll
    6. Rental Restriction Policy – To incorporate into the CC&R revisions. On Hold
    7. 7401 Approved Plant installation – Barton installed the “Newport Dwarf’s” as recommended. Done
  8. New Business
    1. Chimney Repair – #16 submitted a report and estimate to make repairs to the chimney area & arrestor cap. CAMS requested an additional inspection and bid from Schaefer Roofing in order to present both reports & estimates for the Board’s review and approval based on these components are the responsibility of the HOA to repair.  Motion was made by C. Koontz, seconded R. Miller and passed by unanimous vote to accept the proposal from Schaefer Roofing under option #1 in the amount of $450.00 to clean, seal the cracks and install 2 spark arrestor caps. M/S/P Koontz/R. Miller
    2. 2014 Year-end Review “Draft” Review & Approval – The Board reviewed the proposed 2014 Year-end Review, completed by CPA Paula Hegner for approval to mail out to the membership. After a brief discussion motion was made by B. Stoll, seconded by C. Koontz and passed by unanimous vote to accept the 2014 Year-end Review Draft as presented to mail out to the membership in May. M/S/P Stoll/Koontz
    3. Satellite Dish Services-Discussion –
      The Board discussed the options to having a central satellite dishes (Dish & DirecTV) installed on the buildings for residents to have as an alternative from Comcast services and this would eliminate the potential of any maintenance issues associated with individual dishes. The buildings (more than likely on both) infrastructure as originally developed has a divided wiring system, therefore instead of having 1 set of dishes on 7435 it requires 2 (4 total) one set on either end of the building, to allow all of the units the capability to receive satellite services of their choosing. Unfortunately, this set up service to install all of the dishes on the 7435 bldg., by a licensed independent contractor is $600.00. Therefore it was resolved that the resident(s) who are seeking dish services would share in the initial cost of $50.00 to reimburse the Fairway Two HOA in order to install the 1st dish of their choice on the building.
  9. Next Meeting Date – The next meeting will be held on Wednesday, August 5, 2015 at 6:00 p.m. at Unit #19 F.O.
  10. Adjournment – The meeting adjourned at 7:50 p.m. M/S/P Norton/Stoll
  • On May 6, 2015