PACIFIC POINT HOMEOWNERS’ ASSOCIATION Board Of Directors' Meeting April 17, 2006 Minutes
1. Call To Order The meeting was called to order at 7:40 PM by President Dawn Summers.
Board Members In Attendance - Dawn Summers, Paul Montelaro and Kevin Rohan were present. Peter Guzman later joined the meeting, in progress.
Others in Attendance - Dave Esty representing The Manor Association.
2. Review Annual Calendar and Approve Agenda –
The Annual Calendar was reviewed with no revisions or additions requested.
The Agenda was reviewed with a request to remove Old Business item d. reading “Tankless water heaters” and insert “Solar presentation.” Add to Old Business, item g. “garage doors” and item h. 5015-5 water test”. Under New Business, the Board requested discussion of item e. “Exterior Painting” be moved to item a.
The Agenda was approved as revised.
3. Homeowner Forum
Owner Helen Karr at #34 reported a gutter overflow at her residence. President Dawn Summers noted the problems with response to the needs of the Association by the new maintenance service. Discussions by Dawn and Peter with Epstein Construction have failed to resolve the issues to date. Regarding the water intrusions at #34 from patio above, Dawn noted a quotation for repair by Draeger Construction is forthcoming, but not yet received.
Judy McCarthy at #27 advised she had problems with her garage. The Board requested her question be held pending arrival of Peter Guzman and his report on garage doors.
An owner reported perimeter lights being out on the property. Dawn noted that Peter Guzman is presently working on lighting problems and has replaced photocell sensors at the 5003 building. The issue was tabled pending arrival of Peter Guzman.
Rosalae Babcock at 5015-8 complained of the cost of copy costs of the Governing Documents. Dawn noted many of the items required are posted at the Associations web site. Following discussion, the Realtor representing her unit will contact Manor for copies of Minutes at the approved copy cost of $.15 per copy.
Patricia Fisher noted her neighbor at #62 apparently not aware of the Associations rules and CC&R’s due to his inquiry on where he could wash his car. Dawn noted the property owner’s responsibility to provide their tenants with the rules of the Association. Pacific Point Homeowners Association Board of Directors Meeting April 17, 2006 Page 2 of 5
The Board noted a request for installation of a satellite dish at this residence being under consideration.
Ms. Fisher again reported the landscaper cutting back the rosemary bush at the front of the 5017 building, with Dawn to contact the landscaper on this issue.
Judy McCarthy at #27 reported problems with her tenant neighbor at unit #30 regarding the improper parking of a large jeep that has caused damage to her vehicle. Peter Guzman advised the rules for use of garages are under review, with Paul Montelaro offering to inspect the present rules regarding garage roof as related to this issue.
Homeowner forum was closed at 8:10 PM.
4. Committee Reports a. Parking Committee: Peter Guzman noted the parking lot again becoming full, with a request for volunteers to serve on the parking committee. Reports of late hour suspicious activity has been received, with a suggestion raised to consider outside parking controls. Kevin Rohan advised he would speak with Joe Haggarty with Pacifica Police Department on options available for police.
b. Welcome Committee: Dawn reported that Jane Schenkel will reactivate the Welcome Committee. A welcome letter will be drafted by the Board for an update to the web page.
c. Landscape Committee: Judy McCarthy reports there being lots to be done on the property in May, with volunteers for a Saturday work group requested. A Newsletter item identifying the third Saturday in May (20th) being the date that interested owners can meet at the flagpole for volunteer landscaping services between the hours of 9 AM to 12 noon.
Peter noted the corner of the 5003 building having bare soil and in need of attention. Dawn noted the neighboring property owner having the large tree trimmed back on his lot.
d. Disaster Preparedness: Kevin Rohan reported the Pacific Point Disaster Plan has been finalized. A recommended Disaster Kit including tape, rope, caution tap, and batteries for volunteer use was submitted for approval. A Disaster Faire was suggested in the near future to be held at the clubhouse. Pacifica Police have put an emergency communication bunker in place for use in case of emergency.
5. Old Business – a. Chimney repair – Dawn reported chimney cleaning and repairs being substantially completed. A recent report of water intrusion at one unit with the chimney being suspect. A water test of this area has been requested for confirmation.
b. Culvert cleaning was reviewed. Manor will confirm with Ramcom Plumbing the approved soil removal from the north end of the culvert drains being completed. Pacific Point Homeowners Association Board of Directors Meeting April 17, 2006 Page 3 of 5
c. Maintenance repairs were discussed. The Board noted the present maintenance contractor is not performing at the level requested. Dawn and Peter will investigate options for another maintenance service.
d. Solar power for common area lighting was discussed. Victor Carmichael reported the largest challenge for a usable solar system being the southwest exposure required for the solar panels. The good news is that the hot water tanks on the roof could be heated by solar panels. The existing bids appear to be over ambitious, with the requested bids for common area lighting only not resulting in response from the contractors contacted to date.
The use of solar panels for common area lighting may be feasible with solar panels being mounted on selected garage roofs. Quotation requests have been submitted to three local contractors for this application. The available rebate for solar installation remains available, with the project hoped to be funded without the need for another special assessment.
e. Clubhouse bids were reviewed. Peter Guzman-Garcia noted Director Louella Monte having stepped down with the preliminary bids received for upgrades being reviewed.
Window replacements are underway. One quotation from Home Depot in amount of $1,400 has been received for the clubhouse kitchen cabinets, with Peter Garcia offering to take on the clubhouse renovation project.
The diagonal wood trim at the exterior of the clubhouse was suggested by Draeger Construction to be replaced with the cement based “Hardi-Shake” siding. In addition to the fact that Hard-Shake does not have the grain “lines” evident in wood siding, Hardi-Shake siding cannot be installed diagonally. Management suggested the increased longevity of the new Hardi-Shake material would outweigh cosmetic issues resulting in the change of orientation of the new siding.
f. The June Special Assessment was discussed. A Newsletter item will again be included to remind owners of the approved Special Assessment due on June 1 and delinquent on June 15. Due to the Associations existing loans, no financing of the special assessment is offered.
g. Management will advise the Board on scheduling of replacement garage doors by R&S Erection.
h. 5015-5 water testing was reviewed. Dawn is working with Draeger Construction with work approved and to be scheduled in the near future.
i. importance of routine maintenance being addressed rather than just the large projects. Pacific Point Homeowners Association Board of Directors Meeting April 17, 2006 Page 4 of 5
6. New Business a. Exterior Painting was discussed, with Kelly Moore Paint specifications being developed for submission for quotes from local painting contractors.
Computer generated illustrations of buildings were reviewed, with earth tones being considered. As paint color changes in the past have gotten the vote of the membership, the posting of a small version of the illustrations at the tennis court bulletin board was suggested. The May Newsletter will include a ballot with three choices in paint color, with a separate envelope for mailing of color selection ballots to the Manor Association.
b. The Draft Audit by Levy and Company was mailed on May 10 for the Boards review. The Board requested Treasurer Paul Montelaro review for his recommendations or approval. Dawn noted the loan adjustment corrections referred to Manor had not been implemented and are included in the Audit report.
c. Managers Report – Installation of non-slip treads at the wood decking at the entry to units 25-30 had been approved following notice of a slip and fall by the owner of #29 following the power washing of the decking. Weather has prevented installation of the self-adhesive strips to this point, with work to be completed as soon as possible.
Co-ordination by Dittman Plumbing and Epstein Construction has been requested to address a common line leakage at the bath of #74. R&S Erection replaced a broken garage door spring at #31.
Utility billings for the calendar year 2005 have been provided to Victor Carmichael to assist in determining feasibility of solar panel installation for common area lighting.
Correspondence and work orders issued over the month were reviewed. The Board requested a $100 fine be levied to owner of 69 for the unleashed pet violation of rules noted in correspondence dated March 24, 2006. Contact with owner at #40, related to owner repairs to the detached patio gate was also requested.
Management is assembling a survey of complex wide dry rot and gutter repairs for Repairs prior to painting. The itemization of locations is expected to be available for review at the May Board meeting
d. A review of updated Legislation rulings was conducted. Davis Sterling Newsletters dated April 2, 2006 pertaining to Annual Meetings, Cumulative voting and Quorum requirements were reviewed as was the continuing changes in election requirements as identified in the April 9, 2006 Newsletter. Pacific Point Homeowners Association Board of Directors Meeting April 17, 2006 Page 5 of 5
e. A satellite dish installation request by tenant at 5017-62 was reviewed. The method of installation by Global Direct was submitted, with Peter Guzman reporting the wing wall and roof drilling as shown being unnecessary. Peter will draft specification and e-mail to Manor for referral to the tenant at #62. Once approved the specifications will also be posted on the Associations web site.
7. Secretary’s Report The Minutes of February 13 and March 20, 2006 will be reviewed by the Board on April 17, 2006, with corrections to be forwarded to management.
8. Treasurers Report Dawn Summers noted the Audit being prepared prior to the approval of the financial statements ending 12-30-2005. The financial statements for January through present continue to be under review with the Board working with Management for the final statements for the respective months.
9. Unfinished Business The water intrusion at unit #5 was found to be the result of the modified patio door at #6. This unit also has indoor/outdoor carpet installed at the patio. The Board requested correspondence be directed to owner at #6 to replace the present patio door with a full size door that swings outward. Homeowner to remove carpet and tile and to return the exterior structure surfaces to its original condition within 60 days.
The vent hose evident at the bedroom window of #69 was requested to be identified in writing within the next 30 days.
The Board approved a test location to be selected by management for a replacement fire extinguisher box installation.
The Board announced they would adjourn and reconvene in Executive Session to discuss delinquency and legal issues.
10. Next Meeting and Adjournment The next meeting of the Board will be held on May 15, 2006 at 7:30 PM. The Board adjourned to Executive Session at 9:40 PM