Meadow Ridge Homeowners Association Minutes of the Meeting of the Board of Directors May 10, 2012 Home of Mike Gilbert, Encino, California 1. Call to Order at 6:45 pm. Present at the meeting: Directors Mike Gilbert, Dan Bernstein, Gary York, Arto Kazarians, and Kevin Fisher; Managers Klark and Sarah Tapia; and Owners Joe Austin, Debbie Austin, Jim Stockwell, Lou Yuster, Scott Daley, and Marie Daley. 2. Minutes from the previous meeting were approved. 3. President s Report (given by Mike Gilbert): Mike proposed that new owners be provided more and earlier information regarding rules and regulations, in order to avoid misunderstandings and to make the Manager s job a bit more efficient. After discussion, it was agreed: Buyers who are in escrow will be given a brightly colored or otherwise prominent page of contact information for Board members and the Managers (to be included with the CCRs and other required documents), so that they can make inquiries before they close their purchase. A board member will contact new owners after escrow closes, in order to make the procedure more personal and to make sure that new owners understand the more significant rules (and perhaps more importantly, why we have them). 4. Managers Report (given by Klark and Sarah): Spring cleanup has mostly been completed and the complex is becoming green already. Plants and trees seem to have survived the light winter quite well. Parking issues are continuing problems for the Managers. Owners and renters often do not cooperate when they are asked to follow the rules for extra cars. The Managers sometimes have difficulty determining to whom a car belongs. It was agreed that we would send a prominent notice (perhaps in striking colors) which reiterates the policy. The basic policy is: (i) (ii) RENTERS ALWAYS pay $25 per night for any car in excess of two; OWNERS should LOOK AT THE PUBLISHED PARKING CALENDAR, and on pre-designated busy dates must also PAY $25 PER NIGHT for any car in excess of two. IT IS UNFAIR AND TOO DIFFICULT FOR THE MANAGERS TO MAKE EXCEPTIONS. A sudden change in the weather is just one example of what can - 1 -
cause unexpected chaos. Owners are responsible for any parking fees not paid by their guests and renters, and will be billed accordingly. Klark and Sarah will try to assist in collecting the fees, but cooperation from owners and guests is important. We will also send special notification to all owners who rent their units. It is up to the OWNERS to make sure that their rental agents, their renters, and their cleaning help follow the rules. OWNERS OR THEIR RENTAL AGENTS SHOULD INSPECT THEIR UNITS AFTER RENTERS LEAVE. (Often the managers will inspect, make sure the lights and heat are off, and then find out that a few days later the cleaning help has left the lights and/or the heat running.) Some roof repairs are needed; a lack of proper ventilation of the roof rafter space appears to be cause of numerous leaks. Three buildings (six units) are immediately affected: Units 1-2, 41-42, and 43-44. There was extensive discussion of the proposals submitted by three contractors, and it is not known whether partial repair will be sufficient or whether the entire roof should be replaced. Partial repair would cost approximately $10,000 for all three buildings; complete re-roofing would cost $36,000 if performed by Superior Roofing, and $43,600 if performed by Grace Roofing (the third contractor was deemed unacceptable). Grace Roofing was determined to be preferable to Superior, based on past experience. After extensive discussion, and upon motion duly made, seconded, and unanimously adopted, it was decided (i) to immediately replace the entire roof on Units 1-2, and as a result of the uncovering try to determine whether partial repair would suffice for the other buildings, and (ii) based on that determination, perform either partial repair or re-roofing of the other two buildings, for a maximum expenditure of approximately $43,600 (less if only partial repair will suffice). Klark and Arto will make sure that the best available warranties are obtained. (e) (f) Some of the wood siding needs power washing and staining. Kihaloha Painting has submitted a proposal for doing that work ($5,800) and for refinishing the exterior sides of all exterior doors ($2,600), which is also necessary. Upon motion duly made, seconded, and unanimously adopted, it was agreed to engage Kihaloha Painting for that work. There was also discussion of the possibility of staining or otherwise refinishing the balcony decks, but that work will be deferred. Upon motion duly made, seconded, and unanimously adopted, it was agreed to engage Chuck Villar Construction to perform the annual asphalt repair and slurry work, including restriping. The cost will be $14,200. Dan observed that if and when we perform replacement of the remaining portions of the main water line (that is, the portions not recently replaced), and/or the lateral water lines that supply each building, we will have a substantial expenditure for a complete - 2 -
resurfacing of the parking areas. With luck, that work will not be needed for some period of time, but a major leak could occur at any time. (g) (h) The pet problem was discussed extensively. Apparently neighbors (non- Meadow Ridge owners and tenants) walk through our complex and do not clean up after their dogs. Renters also tend to be more guilty, which is why we have a long-standing rule of NO DOGS UNLESS THE OWNER OF THE UNIT IS PRESENT. (It is generally believed that owners have a greater interest in maintaining the quality of life at Meadow Ridge.) Klark recommended trying some posts that serve as distribution devices for doggy-mess plastic bags. It was agreed that we would try three of these devices, which are relatively inexpensive. Klark will install them at likely entrance points to the complex. The Fire Department will be inspecting the decks to make sure that all firewood is covered with fire retardant tarps during the spring and summer months. These tarps were previously sold to owners, but some owners have so much firewood that an additional tarp may be required. The managers will order an additional supply (all with a consistent color and appearance), and homeowners will be required to reimburse the Association $50.00 per tarp. Owners whose firewood is not completely covered should pick up an additional tarp at the office and pay $50.00 to the managers. The Fire Department will likely impose a fine on any owner not in compliance. 5. Treasurer s Report (presented by Dan Bernstein): Cash on hand is approximately $223,300. Dan presented a draft budget, which was discussed and slightly adjusted during the discussion. For the next fiscal year beginning July 1, estimated revenues are $339,284. Estimated expenses are $323,696 (less than the budget of $326,900 and less than 2010-2011 actual expenses of $346,891). Based on this proposed budget (which assumes complete re-roofing of the three troublesome buildings), as of June 30, 2013 our reserves are estimated to be $20,500 less than what was recommended by the most recent reserve study. Therefore at the homeowners meeting in September, after the roof repairs are completed, we will determine whether a special assessment will be need to replenish the reserve fund. Upon motion made, seconded, and unanimously adopted, the proposed budget (as modified during the discussion) was adopted; it will be distributed to all owners. Dan wanted to remind all owners that the fines for violation of the rules (as set forth in the CCRs and Bylaws) are $50 for the first violation, $75 for the second violation, and $100 for any subsequent violation. These amounts are intended to ensure compliance with the rules, and there is no restart of the schedule until a unit changes ownership. - 3 -
6. Special thanks were given to Jim Stockwell for his continuous volunteer work keeping the Association s website up-to-date! 7. Owners Forum: (e) (f) Debbie Austin asked if these meetings could be held on weekends, because of the difficulty with weekday traffic. Mike said that would be acceptable, but unfortunately it is too difficult to schedule dates when all Board members can attend and which occur before the legally required deadlines, such as for establishing a budget and notifying owners thereof. Debbie asked about water hoses, and Klark explained that water hoses are for use by all owners. The possibility of altering balcony decks was discussed. It was explained that any changes to the exterior of the units require Board approval, and that plans should be submitted as soon as they are sufficiently definitive for the Board to make a determination. The remodel of the Manager unit caused a loss of the washer and dryer that were available for all owners and guests. Unfortunately it is not feasible to replace them (it would be prohibitively expensive to install them in the garage, for example, and it was noted that the vendor who had owned the washer and dryer did not receive enough revenue from the very light usage to make it worth his while). Moreover, the Association was required to pay for the water and electricity, with no offsetting revenue. Lou Yuster inquired about the possibility of installing a door that would retain the heat in the Jacuzzi area. Klark confirmed that a timer makes it impossible for individuals to turn on the Jacuzzi after 9:45 or 10:00 p.m., and that a cover over the water causes most of the heat to be retained. Installing a door had previously been explored but it would be expensive and was not deemed necessary. It is important that users replace the cover before leaving the area. It was confirmed that Klark or Shane inspect each unit after occupants depart, and a minimum of once per week if there are no occupants. It was noted again that cleaning personnel often enter and leave a unit without advising the managers, so it is sometimes difficult for the managers to ensure that lights and heat are always turned off. 8. The next annual meeting of the homeowners was set for Saturday, September 1, 2012 at 9:00 a.m. at the pool area in Meadow Ridge. 9. Unit 6 Delinquencies: After the Owners and Managers left the meeting, the Board met in executive session, and discussed the repeated and continuous delinquencies in payment of assessments by the owners of Unit 6. Those owners had been advised in writing numerous times about the delinquencies, and were specifically advised by letter of the - 4 -
Board s intention to take further action at this meeting. Current arrearages are in excess of $3,000.00. Although invited to this meeting, those owners did not attend. Upon motion made, seconded, and unanimously adopted, and in accordance with the CCRs and other governing documents of the Association, it was determined that use of the swimming pool and recreational facilities by the owners of Unit 6 and their tenants, guests, and other current or future occupants, together with all voting rights, would be immediately suspended until full payment of the arrearages. The owners will be notified of this action by letter and the Managers will be instructed to immediately notify all occupants and to enforce the restrictions. 10. Adjournment: The meeting was adjourned at approximately 10:15 p.m., with thanks again to Mike and Karen Gilbert for hosting the meeting. Respectfully submitted, Gary York, Secretary - 5 -