Page 2 start date and all homeowners would be notified in the near future. No action was required. The homeowner from 629 Whitney was present to repor

Transcription

1 BROOKVIEW CONDOMINIUMS OWNERS ASSOCIATION MEETING OF THE BOARD OF DIRECTORS SEPTEMBER 11, 2017 The Regular Meeting of the Board of Directors of the Brookview Condominiums Owners Association was held on Monday,, at the Association Clubhouse #1. The President, Erik Hugstad, called the Meeting to order at 6:34 p.m. Directors Present: Directors Absent: Representing Cardinal: Others Present: Erik Hugstad Julia Lawson Irene Mack Greg Paradis Albert Stein None April Dana, CMCA Homeowners See Attached Scott Nestel, Nest Building Services Robert Romero, Angelo Termite Mike Wiltse, Deckside Pools It was announced that the Board met in Executive Session following the July 10, 2017 Regular Meeting to discuss collection and legal matters. Robert Romero from Angelo Termite was present to present information regarding a proposal for a community wide treatment program. No action was required. Mike Wiltse from Deckside Pools was present to present information on the Title 22 options. Cardinal was directed to add the Title 22 discussion to the November 2017 agenda. Scott Nestel from Nest Building Services was present to discuss two proposal for deck repairs at 604 Rainier and 627 Shasta. No action was required. Director Hugstad opened the Homeowner Forum. The homeowner from 627 Whitney was present to express concerns about the pool hours being violated by residents and the noise late at night from the pool area. Additionally, the homeowner expressed concerns regarding a neighbor that has been creating disturbances. Cardinal was directed to send a letter to the noted homeowner. The homeowner from 620 Thames was present to report that the pool trash containers had been left out all week and were not being returned to the pool area. Cardinal explained that the process of trash removal from the pool area was being changed. No action was required. CALL TO ORDER EXEC. ANNC. ANGELO TERMITE DECKSIDE POOLS NEST BUILDING H/O FORUM 627 WHITNEY 620 THAMES The homeowner from 604 Rhine was present to request an update on the painting and wood replacement project. The Board explained that they were continuing to work towards a 604

2 Page 2 start date and all homeowners would be notified in the near future. No action was required. The homeowner from 629 Whitney was present to report that the pool shower at pool #2 gets stuck on after use and that children are playing in the area with no supervision. The homeowner also suggested changing the on and off valve to a water saving valve. Cardinal was directed to issue a work order for a proposal to change the valve on the shower. The homeowner from 617 Lakeview was present to report that the new tenants at 600 Lakeview had become a nuisance and noted instances of the disturbances. Cardinal was directed to send a letter to the homeowner regarding the disturbances. A Motion was duly made, seconded, and unanimously carried to approve the Minutes of the July 10, 2017 Regular Meeting, as amended. The Directors reviewed the Financial statements for June and July It was requested that key income and parking permit income be listed under the title other income and that interest income and rental income were added as income sources. Additionally, it was requested that pool maintenance, pool extras, and tennis court maintenance be added to the expense listing. Cardinal was directed to notify the accounting department. A Motion was duly made, seconded, and unanimously carried to accept the June 2017 and July 2017 Financial Statements as prepared, subject to audit. The Directors reviewed the collection status report from Fiore Racobs & Powers. No action was required. The Directors reviewed and discussed the September 1, 2017 delinquency report. Cardinal was directed to review accounts BV , BV , BV , and BV The Directors reviewed the information provided by Vincent Daigneault, Financial Advisor. The reserve account investment plan was tabled to the November 2017 Board Meeting. Director Hugstad requested that all previous accounts were transferred to new accounts and to ensure that the previous management company was not able to access any of the Association s accounts. Cardinal was directed to notify the accounting department and add reserve account investments to the November 2017 Board meeting. The Directors reviewed a proposal from Robert A. Owens, CPA for the preparation of the annual audit and tax returns. A Motion was duly made, seconded, and unanimously carried to approve the proposal at a cost of $1, Cardinal was directed to notify the vendor of the Board s decision. 629 WHITNEY 617 LAKEVIEW APPROVAL OF MINUTES FINANCIAL REVIEW FINANCIAL APPR COLLECTION STATUS DELINQUENCY REPORT ASSOCIATION INVESTMENTS AUDIT & TAXES The Directors discussed the community paint and wood replacement project. A Motion was duly made, seconded, and unanimously carried to approve the mock buildings to have hardy material installed at an amount not to exceed $5, It was noted that three PAINT/WOOD PROJECT

3 Page 3 termite proposals were to be obtained and a special meeting was to be scheduled upon receipt to approve one of the proposals to move forward with the wood replacement and mock buildings. Cardinal was requested to inquire with Prime Co about how many units currently had T-11 siding and the cost per unit. Additionally, Cardinal was directed to obtain three termite treatment proposals and schedule a special meeting accordingly. The Directors discussed the general maintenance of the community. It was noted that the trash containers from the pools were being left out for a week after trash pick-up. Cardinal noted that the trash containers would be removed as they were no longer needed and the janitorial company would remove the trash from site on their regular service days. Cardinal was requested to have the trash containers removed from the property. The Directors discussed the current patrol company. It was noted that California Coastal Patrol had been non responsive to requests for a copy of the current contract in place and were not enforcing the parking permit program. Cardinal was directed to obtain three proposals for a new patrol company to include securing the pool gate so that residents would be able to enter during closed hours. The Directors reviewed a proposal from Horizon Lighting for a lighting maintenance service contract. A Motion was duly made, seconded, and unanimously carried to approve the proposal from Horizon Lighting at an amount not to exceed $79.95 per month. Cardinal was directed to notify the vendor of the Board s decision. The Directors reviewed a proposal from Berg Insurance Agency for workers compensation insurance. A Motion was duly made, seconded, and unanimously carried to approve the proposal from Berg Insurance at an amount not to exceed $ as the annual premium. Cardinal was directed to notify the vendor of the Board s decision. A Motion was duly made, seconded, and carried to ratify the proposal from FHA Review for performing the FHA renewal process at an amount not to exceed $ Director Lawson abstained. Cardinal was directed to send a copy of the signed proposal to the vendor. The Directors reviewed a proposal from Nest Building Services for repairs at 604 Rainier. A Motion was duly made, seconded, and unanimously carried to approve the proposal from Nest Building Services at an amount not to exceed $2, Cardinal was directed to notify the vendor and homeowner of the Board s decision. The Directors reviewed a proposal from Nest Building Services for repairs at 627 Shasta. A Motion was duly made, seconded, and unanimously carried to approve the proposal from Nest Building Services at an amount not to exceed $2, Cardinal was directed to notify the vendor and homeowner of the Board s decision. MAINT. PARKING PATROL HORIZON LIGHTING INSURANCE FHA APPROVAL NEST BUILDING 604 RAINIER NEST BUILDING 627 SHASTA The Directors reviewed a proposal from Fiore Racobs & Powers to prepare a maintenance matrix. A Motion was duly made, seconded, and unanimously carried to MAINT. MATRIX

4 Page 4 approve the proposal at an amount not to exceed $1, Cardinal was directed to notify the vendor of the Board s decision. A Motion was duly made, seconded, and unanimously carried to approve the updated Assessment Collection Policy. No action was required. The Directors discussed the Architectural process. A Motion was duly made, seconded, and unanimously carried to set a forty-five day approval and appeal deadline, require a notice of completion, and set a six month project completion date from the date of the Architectural approval. Cardinal was directed to draft the proposed rules with changes and forward to Director Paradis, Lawson, and Stein for final draft approval. Upon approval Cardinal was directed to send the proposed rule changes to the membership for a thirty-day comment period as required by law. The Directors reviewed the storage inventory. No action was required. The Directors discussed the current patrol company and post orders. It was noted that Cardinal had requested a copy of the current contract from California Coastal Patrol and had received no reply. Cardinal was requested to obtain three patrol proposals and add the discussion to the November 2017 agenda. The Directors reviewed and discussed two proposals from Angelo s Termite for repairs at 614 Thames and 619 Lakeview. A Motion was duly made, seconded, and unanimously carried to approve the proposals from Angelo s Termite to complete repairs at 614 Thames and 619 Lakeview at an amount not to exceed $2, and $1, Cardinal was directed to notify the homeowner and vendor of the Board s decision. The Directors discussed obtaining annual termite treatment proposals. Cardinal was directed to obtain three termite treatment proposals. The Directors reviewed two proposals from CPR Construction to complete interior and exterior repairs at 633 Skyview and balcony repairs at 607 Lakeview. A Motion was duly made, seconded, and unanimously carried to approve the proposals from CPR Construction for repairs at 633 Skyview and 607 Lakeview at an amount not to exceed $2, and $2, Cardinal was directed to notify the homeowner and vendor of the Board s decision. The Directors reviewed a proposal from Roofing Standards for roof repairs at 644 Danube. A Motion was duly made, seconded, and unanimously carried to approve the proposal from Roofing Standards at an amount not to exceed $2, Cardinal was directed to notify the homeowner and vendor of the Board s decision. ASSESSMENT POLICY ARCH. RULES STORAGE PATROL ANGELO TERMITE REPAIRS TERMITE TREATMENT CPR REPAIRS ROOFING STANDARDS REPAIRS The Directors reviewed and discussed the Wawanesa Insurance payment demand letter. A Motion was duly made, seconded, and unanimously carried to table the discussion to the November 2017 Board Meeting. Cardinal was directed to the insurance agent for INSURANCE DEMAND 631 WHITNEY

5 Page 5 additional information and provide a summary to the Board at the next meeting. The Directors reviewed correspondence from the owner of 625 Whitney for a request for vehicle repairs due to rats in their garage. It was determined that the rats in the garage were the responsibility of the homeowner and the request was denied. Cardinal was directed to notify the homeowner of the Board s decision. The Directors reviewed correspondence from the owner of 602 Thames requesting termite repairs needed on the exterior of the unit. The Board determined that the areas of concern should be inspected, treated, and the damage repaired if necessary. Cardinal was directed to notify the homeowner of the Board s decision and issue a work order to Accurate Termite to inspect the unit. The Directors reviewed correspondence from the owner of 609 Rhine requesting that the continuous leaks in her home be repaired. It was determined that more information was needed and that the areas of concern should be inspected. Cardinal was directed to notify the homeowner and issue a work order to inspect the ongoing issue. The Directors reviewed correspondence from the owner of 615 Seaview reporting that the homeowners of 620 Seaview continuously park their vehicle in the alley way restricting access to the garage of 615 Seaview. The Board determined that a letter was to be sent to 615 Seaview notifying them that they were in violation of the Brookview parking rules. Cardinal was directed to notify the homeowner of the Board s decision and send a violation letter to 615 Seaview. The Directors reviewed correspondence from the owner of 602 Rhine requesting maintenance on her upper deck, fence repairs, and a piece of wood left in the rock façade in front of the kitchen window from a previous repair. It was determined that a work order would be issued to inspect the items reported. Cardinal was requested to notify the homeowner of the Board s decision and issue a work order to CPR Construction to inspect and provide a proposal. The Directors reviewed correspondence from the owner of 600 Thames requesting a late fee of $30.00 be waived. A Motion was duly made, seconded, and unanimously carried to waive the late fee and any interest accumulated due to the late fee on the account. Cardinal was directed to notify the homeowner of the Board s decision and accounting. The Directors reviewed correspondence from the owner of 630 Rhine requesting the Board to review the assessment account as the current statement reflected that one assessment payment had not been posted per the homeowner. A Motion was duly made, seconded, and unanimously carried to waive the $ assessment and any late fees and interest associated. Cardinal was directed to notify the homeowner of the Board s decision and accounting. 625 WHITENY 602 THAMES SEAVIEW THAMES 630 The Directors reviewed correspondence from the owner of 601 Lassen requesting the 601

6 Page 6 $60.00 late fees forwarded from the previous management company be waived. A Motion was duly made, seconded, and unanimously carried to waive the $60.00 late fee and any interest associated. Cardinal was directed to notify the homeowner of the Board s decision and accounting. The Directors reviewed correspondence from the owner of 617 Lakeview regarding the patio fence extension. It was determined that the Association would seek a legal opinion and table the matter to the November 2017 Board Meeting. Cardinal was directed to request a legal opinion from Fiore, Racobs, and Powers and add the discussion to the November agenda. Additionally, Cardinal was directed to research minutes from September 2014 and January 2015 for documents pertaining to the requested fence extension. There being no further business, the Meeting was adjourned to the Executive Session at 10:09 p.m. ATTEST: Submitted by: April Dana, CMCA Erik Hugstad, President SECRETARY CERTIFICATION Date I, Greg Paradis, the appointed Secretary of the Brookview Condominiums Owners Association, do hereby certify that the foregoing is a true and correct copy of the Minutes of Brookview Condominiums Owners Association held on as approved by the Board Members in attendance of the Meeting. Greg Paradis, Secretary Date LASSEN 617 LAKEVIEW ADJOURN SUBMITTED ATTEST SECRETARY CERTIFICATE