November 2, 2016 Minutes

November 2, 2016 Minutes

  1. Called To Order – President, S. Norton called the meeting to order at 6:02 p.m.
  2. Roll Call
    • All Board Members Present: Sid Norton, Beth Ann Stoll & Connie Koontz
    • CAMS, Inc. 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 – 1 homeowner 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 August 8, 2016 Board of Directors Meeting Minutes as presented.  M/S/P Stoll/ Koontz
  5. Financial Report – July, August & September 2016 Financial Statements were reviewed.
    Treasurer, C. Koontz gave the presentation to the Board Members on the most recent 2016 financials. The September 30, 2016 report is as follows: the Dues Account is $4,904.14, the Operating Account is $1,400.52, in the Reserve Account there is $69,594.01 and the Special Assessment is $45,006.  Year to-date Net Income is $5,217.803.  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.
      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.
      • Letters for Carports – Completed
      • Fig Tree by #4 inside the common area to Golf property needs to be trimmed – Completed
      • Stored Vehicles – CAMS will have Davis Tow out on property – Continual
    2. Sewer Pipe Information – HOA Replacement Project – CAMS provided a sample letter to have a discussion on sending out to the owners, regarding the necessary replacement of all sewer pipes in the upstairs units, including case study HOA documentation on the proactive measure to ensure proper working components to reduce excessive loss. Management will send a 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
    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 that have already stared. Novak has been on property working on the dry-rot repairs, starting on the left to right of 7435 building in stages to not leave areas exposed to protect against the weather element/changes, A-Frames on the Stairwells are in very poor condition which needed roof replacement and the lower roof section over the water meters did as well; gutters on the back side were removed due to rot; deteriorated tongue/grove section at the 2nd floor were replaced in certain areas; trim/fascia boards are being replaced. The area above #9 needs to have the ends of the barge rafter cut off that has been exposed to weather and install flashing/sealant. Also upon further inspection the 2nd floor walkway railings they are the cause for dry-rot to the structure, therefore a special epoxy coating material should be applied to eliminate deterioration of wood components in the future.
    6. On Hold “Stage 1” slated for 2017
    7. Rental Restriction Policy – To write a policy to be added to the CC&R revision.
    8. 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
    9. Satellite Dish Services – No Requests for services have been submitted to the HOA
    10. 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 reviewed proposals from Bailey Boys, & HD Construction to clean all gutters & downspouts at both buildings. After a brief discussion the Board decided that they should schedule 2 cleanings, one in fall each year and the other to be recommended by the contractor for either January of February.  Motion was made by B.A. Stoll, seconded by C. Koontz and passed by unanimous vote to approve the Bailey Boys bid in the amount of $650.00 and to get an additional bid for 2017 to sign off on to be scheduled for Jan/Feb. M/S/P Stoll/Koontz
    2. 2016 Year-end Review Proposal – A proposal was submitted by CPA, P. Hegner to complete the review for 2015 in the amount of $1,295.  Motion was made by C. Koontz, seconded by B.A. Stoll and passed by unanimous vote to approve the proposal submitted by P. Hegner in the amount of $1,295.00 to complete the 2016 Year-end Review. M/S/P Koontz/Stoll
    3. 2017 Budget “draft” (Increase) & Reserve Study – The Board discussed the proposed draft budget for 2017 with necessary increases recommended by the Browning Reserve Group that the association needs to properly fund for future maintenance on major components, in addition to insurance coverage, utility costs and gutter cleaning. These changes would require an increase of $10.00 per month per unit. After a brief discussion, motion was made by S. Norton, seconded by C. Koontz and approved by unanimously vote to increase the 2017 monthly dues per unit in the amount of $382.00. M/S/P Norton/Koontz
  9. Next Meeting Date – The next meeting will held on Wednesday, February 1, 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 November 2, 2016