Call to Order: Meeting called to order at 11:00 am.
Roll Call of Officers and Trustees: Present: Georgine Hynes, Joe McCurnin, Dennis Malinowski, Edward Menzenbach, Jim Conway, Mary Beth McGill, Pat Chicarelli, Elizabeth Wismann, Susan Fletcher
Correspondence: ADR Request moved to closed session.
Minutes of Preceding Meeting: Motion to approve July 12, 2022 Meeting Minutes. Correction of a typing error: Change “does” to “dues”. Sue Fletcher made a motion to approve with the correction; Mary Beth McGill seconded. Motion passed with all in favor.
Treasurer’s Report: At the July meeting, the financials presented for June were a draft. Barbara Pappa, our outside accountant, came in and reviewed the draft. There were no changes. Barbara is our second set of eyes on our financial statements.
July Financials: Exhibit B1 is our current cash accounts. There’s a $1000 decrease from last month. The differences is due to lower collections as budgeted. Exhibits B2,3,4,5 show inflows and outflows of cash. Exhibit B2 shows $18349 in dues, transfer fees from new homes, fees from new rentals and lease renewal fees. The negative Recreation income was a reversal of a deposit that didn’t clear the bank and may have been double counted. The rest of the items are standard. A misplaced bill from Greenleaf that we never got a copy of. One charge was from April (bill misplaced). Exhibit B6 total income of $20232 for the month is $3800 ahead of the budget. The year-to-date income is $46,000 ahead of budget. A fair amount of that is from back dues collection – approximately $35,000. There should be a roll over into next year. There is a small loss for the month. For the year $124,000 positive income. The $35,000 collected and lower cash expenses are the reason for the higher numbers. We will be below the budget for the year. We need a list of places Greenleaf can’t cut. This way we can rectify the problem. Exhibit B8 shows the annual budget of improvements of $33943 and we have spent only $4600 dollars so far. Joseph McCurnin moved to approve the financials; Susan Fletcher seconded. Motion passed with all in favor.
New Business:
HOPA Surveys: We need 900. We are at 810 as of August 5, 2022.
Health and Welfare Committee: We are currently without a committee head. Maria Brush has offered to head the committee. The police department had asked our clubhouse to open to HC Berkeley when they lost electricity. Maria came in with water. That sparked Maria’s interest to offer a similar service to our own community if people are without power. We would need to find someone to open the door to let these people in during the off hours. Various trustees indicated that they would be willing to open during off-hours in emergency situations. Mary Beth McGill made a motion to appoint Maria Brush as head of the Health and Welfare Committee. Susan Fletcher seconded the motion. Motion passed with all in favor.
September 24, 2022 Barbecue: Does the HOA want to go 50-50 with the Recreation Committee for the cost of the barbecue? Motion to pay 50% of the cost of the barbecue made by Elizabeth Wismann; seconded by Ed Menzenbach. Motion passed with all in favor
ADR Update: We provide alternate dispute resolution for disputes between homeowners and the association and between two or more homeowners. The new policy is to get ADR trained mediators from outside the community to ensure that the mediator is objective. An applicant for ADR writes a letter and send it to the office, requesting ADR. That request with accompanying documentation gets sent to Michele McCreary and she will contact someone from another community to handle the ADR. These people are trained and have certificates. Trustees: Should we establish a procedure where we could refer and identify via property address and a general issue without our ADR people knowing who the resident is?
Website Proposal: Your packet contains a list of websites for other communities. Please review them for the next meeting.
Request For Proposal for Flooring: We have three proposals for covering the floor in the main room and we want to pick a flooring and take a vote. Samples and prices are available. Sue Fletcher reviewed each of the three proposals. Ed questioned if the flooring was a repair and replace expense, or just cosmetic. Georgine said that the cracks need to be repaired, but it is too expensive to repair the terrazzo floor, so this should be considered a repair. Jim stated that the cost would be posted as repair and replace. It’s a capital investment for homeowners. Sue Fletcher will see if she can renegotiate one of the estimates lower, but she asked for a vote that the Trustees are willing to recover the floor, before she puts in the time to renegotiate the bid. Mary Beth McGill made a motion to approve recovering the floor with one of the vendors that were proposed (which vendor and which flooring to be decided at the next meeting). Pat Chicarelli seconded the motion.
The motion passed with all in favor.
Request for Proposal for Engineering Report: Jim confirmed that we are not required by law to have an engineering report every 5 years. However, we need to create a capital plan for repair and improvements. We need an engineer to come in and let us know where we need to fix (pipes, roof, etc.) so we can budget. We now know that sections of the sprinkler system need to be replaced. In order to budget properly for 2023, we need a professional to advise us on areas of structural maintenance that may not be visible to us. Georgine will create a request for proposal and hopefully have bids available for review for the next meeting.
Refurbishing behind clubhouse: We have people who have volunteered to work on the benches, the bocce ball, the horse shoe pit, and the shuffle board. There is a lot of work to do back there. Should we consider getting bids for some of the work to lighten the load for the volunteers? Do we want to put something different out there – some other type of activity? Discuss at next meeting.
Appointment of Trustees for Sections 1,3,6,8: We are having an open house on August 18, 6-7:30 for anyone interested in serving in their section as trustee. Georgine asked all of the Trustees to be present to talk about what the job of being a trustee is. Pizza will be served.
No Trespassing and No Hunting Signs: Pat will find out if we can get the signs for free or if we have to pay for them. No news on that yet. We will put on next month’s agenda.
Lawns that remain uncut: Can we cut the lawns of the homes that are not being cut? Perhaps, we can do it for the unoccupied homes. Ed questioned whether it would be an issue of trespassing. We have the authority to survey the properties for compliance. Further discussion on this. At this point, lawns that are uncut will remain uncut. Letters will go out where we know the responsible party.
Exterior compliance:
Fences: Homeowners are putting up illegal fences. What do we do with people who have fences in their yards? We can ask the homeowners how they feel about other people having fences. Under Robert’s Rules of Order, because the fence rule and regulation was tabled, the issue needs to be brought up by the homeowners. A trustee can bring up the issue, if no one in the assembly brings it up. We need homeowner input on this issue. Trustees discussed that the fence issue should be up for discussion at the Homeowner meeting that night, and that, if one of the homeowners did not bring it up, one of the trustees would do so.
Code, Architectural Control Paperwork: We are in the process of changing the paperwork to make it easier. There will be clear guidelines that will be carried on from one administration to the other. The homeowners will get a booklet at their compliance meeting. The trustees will also have the booklet to answer questions that arise. We will review the new forms at the next trustee meeting.
Adjournment: Meeting adjourned at approximately 12:45 pm. Moved to closed session.