MONARCH BAY TERRACE PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS GENERAL SESSION MEETING MINUTES NOVEMBER 1, 2017

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1 MONARCH BAY TERRACE PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS GENERAL SESSION MEETING MINUTES NOVEMBER 1, 2017 NOTICE Upon due notice given and received, the members of the Board of Directors for the met on at 2:00 p.m. at the offices of Progressive Community Management, Puerta Real, Suite 300, Mission Viejo, California, to conduct their regular business meeting. CALL TO ORDER The regular meeting was called to order at 2:01 p.m. by President, Linda Rappaport. ATTENDANCE Present: Management: Others Present: Linda Rappaport, President & Secretary John Jonas, Treasurer Mike Tingley, Director (departed meeting 3:25 p.m.) Susan Caparelli, Director Jorg Lorscheider, Director Ken Braun, Director (departed meeting at 3:54 p.m.) Clay Thompson, Director Markie Rank, Director Deanna McCarville, CCAM, Community Manager Cathy Acquazzino, CCAM, Principal Progressive Community Management Jeff Smith, Smith Architects EXECUTIVE SESSION The purpose of this meeting was to approve the Executive Session Minutes, compliance enforcement issues and legal matters. MOTION TO ADOPT AGENDA AS PUBLISHED OR TO AMEND Management requested adoption of the agenda prepared by Management. Upon motion duly made and seconded: Resolved: To accept the agenda, as presented.

2 Page 2 HOMEOWNER FORUM No homeowners were present. JEFF SMITH, SMITH ARCHITECTS Mr. Smith met with the Board for consideration to retain outside services to review Architectural Applications, as per the Guidelines, and remain involved through project completion and final signoff, working with the Architectural Committee. Mr. Smith explained how he is typically involved with other Association; however, he will customize to follow the requests of the Board and Architectural Committee. Mr. Smith was asked to provide a sample of Niguel Summit s fee schedule and a contract of services for the Board s review. Jeff Smith was thanked for attending the meeting, and he departed. COMMITTEE REPORTS Landscape Susan Caparelli Management informed that monthly meetings will be set with Earthco and Board Liaison, Susan Caparelli, for proactive review. Susan advised the Board that the landscape near the monument at PCH was damaged when a vehicle jumped the curb. It was a hit and run; no police report found. The Board reviewed the completed work and costs associated with repairing the landscape and lights that were damaged. Upon motion duly made and seconded: Resolved: 1. To ratify approval of the proposal from Earthco to repair the damaged landscape, and expense the cost of $ to the Operating Landscape account. 2. To ratify approval of the estimate from Whil Harland to restore the damaged lighting, and expense the cost of $ to the Operating Lighting account. Architectural Clay Thompson Homeowner Architectural Fee Schedule The Board reviewed a sample Architectural Fee schedule as an example for collecting funds from the owner at the time an Architectural Application is submitted. This deposit will be depleted as invoices from the consulting Architect are received for that specific project. Upon notice of completion from the owner, and final inspection by the Committee and Architect confirming the project was completed, as approved, any unused funds from the deposit will be refunded to the owner. Action was tabled to the December meeting for review of a sample Architectural Fee schedule for reflecting his costs for minor modifications to complete tear down and rebuild.

3 Page 3 Berg (32702 Sea Island) Clay Thompson informed the Board that he received a new Application from Sea Island to build a pool house in their rear yard. Clay advised that the impacted neighbor above has signed off, and a temporary fence has already been installed. Liaison Thompson recommended approval. After a discussion, and upon motion duly made and seconded: Resolved: To confirm the recommendation of the Architectural Committee Chair to approve Architectural Application submitted by Berg, Sea Island, with the conditions that there are no kitchen facilities, including a stove or other appliances enabling food preparation, and it may not be designed or used as a separate living unit, as outlined in the CC&Rs. McClellan (32642 Balearic) The Board reviewed correspondence from the owners regarding their concern about the wall their neighbors at plan to build, and that it will impede their view. Liaison Thompson acknowledged the concern and advised that the Application, once received, will be processed in keeping with normal protocol related to views. No Board action required. Community Affairs Ken Braun Ken Braun noted that he is in the process of confirming who is active with the Neighborhood Watch program, given the recent reports of theft in the general area. Social Sue Stanton advised the Board that she is preparing for and will soon have an blast invitation sent out for a holiday party this year. Management will forward any addresses that have been provided by the owners. BUSINESS ITEMS General Session Minutes October 10, 2017 Upon motion duly made and seconded: Resolved: To approve the minutes from the October 10, 2017 Board meeting, as corrected. Year End Annual Financial Audit/Tax Proposal The Board considered the Engagement letter from VanDerPol & Company to perform the year-end audit and tax preparation. Upon motion duly made and seconded: Resolved: To approve the proposal from VanDerPol & Company to perform the annual audit and tax preparation, and expense the cost of $ to the Operating Audit account. Approved: Unanimous

4 Page 4 Penalty Policies and Letters The Board reviewed a copy of the MBTPOA Compliance Policy from the file, and several examples of Fine Schedules. The Board was also provided with sample letters for a first notice Courtesy Reminder and Notice of Hearing. Action was tabled pending confirmation of fine restrictions in the CC&Rs. No Board action taken. Operating Manual Upon inquiry, the Board was advised that the total cost to create an Operating Manual, with a copy to all Board members (7) is $ Upon motion duly made and seconded: Resolved: To approve the cost to create an Operating Manual for each Board member and expense the cost of $ to the Operating Printing and Supplies account. Management Spending Limit The Board discussed setting a spending limit to allow Management to take care of minor repairs or emergency needs between Board meetings. Upon motion duly made and seconded: Resolved: To approve a spending limit of $ for Management s use between meeting, as needed. Approved: Unanimous Confirmation of Board and Committee Volunteers After review, and upon motion duly made and seconded: Resolved: To affirm the Board and Committee roster information, as amended. Owner Volunteer The Board was informed that homeowner, Matt Kelliher, Somerset, has offered to volunteer as a Board and/or Committee member, as needed. Mr. Kelliher was not able to attend this meeting. Action was tabled to the December with an invitation to Mr. Kelliher to attend and meet with the Board. Homeowner Request for Assistance Landscape at Caribbean/Caspian Sea The Board reviewed a request made by Rich and Tricia Rogers (32661 Caribbean) to take action with the owner of the property at this corner to alleviate what they believe to be a fire hazard. The Board was informed that, as reported by the complaining party, they contacted OCFA who visited the site and advised they were concerned, noting that the HOA should request homeowners clear and trim their hillsides. After a discussion, and upon motion duly made and seconded: Resolved: For Management to prepare a letter requesting compliance to trim and clear the vegetation at the corner, and provide the letter to Liaison Thompson to hand-deliver to the owner and assist her with giving direction to her landscaper to complete the task.

5 Page 5 Director Zibyock Resignation The Board was reminded that a a formal resignation from Director Zibyock had not been received as of the date of this meeting. Upon motion duly made and seconded: Resolved: To formally accept the resignation of Director Zibyock and ratify the appointment of Markie Rank to fulfill the remainder of his term. Website Update The Board was reminded of the approval to develop the new sub-domain Website as primary and hot-link to monarchbayterracehoa.com for a cost of $1,600 plus $75.00 per month to host. Director Lorscheider acknowledged and confirmed he will coordinate with Kimberly Cain at Progressive. Director Rappaport acknowledged her offer to prepare the Home Page introduction message. Goals The Board was reminded of a list of goals that have been expressed to date by the Board and the request to prioritize set a timeline for each: Increase membership value, Establish policies/governance structure, Architectural control procedures, Compliance program refinement, Tree maintenance, Monitor for short-term rentals, Improved communications. *Action was tabled due to time constraints. Storage Unit Mike Tingley offered to go through and provide any pertinent documents/information to Management. *Action tabled due to time constraints. Confirmation of Board Member Terms Management informed the Board that they have been unable to locate current Annual Meeting minutes to assist with this information. Director Rappaport advised she would forward all minutes to Management. Newsletter Ideas/Pilera Blast Ideas All drafts are sent to Liaison Lorscheider who will reach out to the Directors and provide final direction to Management. ADJOURNMENT There being no further business to come before the Board of Directors, the meeting was adjourned at 4:00 p.m. The next regularly scheduled meeting of the Board of Directors will be held Wednesday, December 6, ATTEST Signature Date