EL DORADO LAKES CONDOMINIUM ASSOCIATION, INC. MEETING OF THE BOARD OF DIRECTORS FEBRUARY 16, 2016

Transcription

1 EL DORADO LAKES CONDOMINIUM ASSOCIATION, INC. MEETING OF THE BOARD OF DIRECTORS FEBRUARY 16, 2016 The Regular Meeting of the Board of Directors of the El Dorado Lakes Condominium Association, Inc. was held on Tuesday,, at the Association s Clubhouse. The Meeting was called to order at 7:16 p.m. by the President, Chapman Cooper. CALL TO ORDER Directors Present: Directors Absent: Representing Cardinal: Others Present: Chapman Cooper Linda Corrigan Anna LoAlbo Barbara Meddy Mary Ellen Nigro Gene Towle April Ward None Lisa Bryce, Account Manager See Attached List The President, Chapman Cooper, opened the Homeowner Forum. The managing agent for Unit #11J discussed the current parking assessments. The matter was on the agenda and would be discussed later in the The owner of Unit #4F discussed the recent roof leak that she incurred. Ms. Tran reported that there was moisture present in her unit. Cardinal was directed to send Service First. The owner of Unit #22H reported that there were termites coming out of her bathroom fan. Cardinal was directed to inform the owner that interior termites were the homeowner s responsibility. The owner of Unit #11G requested information regarding the pending litigation. Cardinal informed him that we were not able to disclose any details regarding the lawsuit, as it was still a pending lawsuit. No action was required. The owner of unit #18K discussed the roof leak issues in the community. No action was required. The owner of #8C discussed his roof leak issue. Cardinal informed him that the proposal to fix his roof would be discussed later in the meeting. HOMEOWNER FORUM UNIT #11J UNIT #4F UNIT #22H UNIT #11G UNIT #18k #8C

2 Page 2 The owner of #15D reported that her carport had not been blown out for at least a month, that there was a light out by the tennis courts, and the community termite issue. Cardinal was directed to remind Harvest Landscape to blow out all carports. Cardinal was directed to issue a work order to Shock-A-Doo to fix the light out by the tennis courts. Director Cooper closed the Homeowner Forum, as there were no further owners present who wished to address the Board. A Motion was duly made, seconded, and unanimously carried to approve the January 18, 2016 Meeting Minutes, as amended. Cardinal was requested to post the Draft Minutes to the website. A Motion was duly made, seconded, and unanimously carried to accept the January 2016 Financial Statements as prepared, subject to audit. Cardinal was directed to send Director Corrigan the most recent reserve study if we had it on file. The Directors reviewed the Collection Status Report from Beaumont, Gitlin and Tashjian. No action was required. The Directors reviewed the correspondence from the owner with account #ED No action was required. The Directors reviewed the Aging Summary. No action was required. A Motion was duly made, seconded, and unanimously carried to proceed with the lien on account #ED The Directors reviewed the proposals from Alterra Assessment Recovery, Association Lien Services, and Feldsott and Lee for collection services. A Motion was duly made, seconded, and unanimously carried to approve Association Lien Services for collection services on any new collection accounts. Cardinal was directed to inform the vendors of the Board s decision. The Architectural and Maintenance Committee reported that they had walked the Association with numerous contractors, reviewed the structural plans for the balcony repairs, there might be structural modifications to the balconies, worked with Kevin from Shock-A-Doo Electrical regarding the electrical issue at building #4, looked at the carport storage unit belonging to unit #17H, did some spot painting on building #4 and at the clubhouse, and looked at the storage unit belonging to unit #4G. UNIT #15D HOMEOWNER FORUM CLOSED APPROVAL OF THE MINUTES FINANCIAL REPORT COLLECTION REPORT #ED AGING REPORT LIEN RESOLUTION COLLECTION SERVICES ARCHITECTURAL MAINTENANCE

3 Page 3 The Clubhouse Committee tabled the four-hour limit for Club House rentals until the next The Communication Committee reported that they were done with the winter newsletter, that their charter was complete, and that they were looking for new topics for the next newsletter. Cardinal was directed to have the newsletter added to the website. Director Corrigan from the Finance Committee reported that the Bee Man was cheaper, that the draft charter was complete, requested the date when CPR was starting, recommended that the Architectural Committee look into if rain gutters were needed, and if Cardinal had a copy of the last reserve study. Cardinal was directed to use the Bee Man from this point forward. Cardinal was directed to find out when CPR was starting. Director Ward from the Landscape Committee reported that all the plant material had been planted by building #15, and that they had done a walk through with Harvest Landscape the previous week. No action was required. The Directors reviewed Harvest Landscape s Summary for January No action was required. Cardinal informed the Directors that Harvest Landscape was cleaning the duck feces twice a week. No action was required. The Directors discussed Harvest Landscape Proposal #45686 for new plant material. The job had been completed. No action was required. The Directors discussed Vinco Construction Proposal #EDL for the trash enclosure near the exit gate. Carinal was directed to have Vinco Construction revise the proposal to reflect block wall material not wood. The Directors discussed Vinco Construction Proposal #EDL for interior work due to a roof leak. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15253, at a cost not to exceed $1, Cardinal was directed to inform the vendor of the Board s decision. The Directors discussed Vinco Construction Proposal #EDL for exterior wood repair. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED for exterior wood repair, at a cost not to exceed $1, Cardinal was directed to inform the vendor of the Board s decision. CLUBHOUSE COMMUNICATION FINANCE LANDSCAPE HARVEST LANDSCAPE HARVEST LANDSCAPE DUCK FECES HARVEST LANDSCAPE #EDL #EDL #EDL 15304

4 Page 4 The Directors tabled Vinco Construction Proposal #EDL until the next The Directors tabled Vinco Construction Proposal #EDL until the next The Directors tabled Vinco Construction Proposal #EDL until the next The Directors tabled Vinco Construction Proposal #EDL until the next The Directors discussed Antis Roofing proposal #14659 for roof repair at #8C, proposal #15531 for roof repair at #11K, the proposal for roof repair at #17H, proposal #14701 for roof repair at #22H, proposal #14437 for roof repair at #23I, and proposal #14936 for roof repair at #26D. A Motion was duly made, seconded, and unanimously carried to approve proposal #14659 for roof repair, at a cost not to exceed $3,653.50; proposal #15531 for roof repair, at a cost not to exceed $1,182.00; the proposal for #17H for roof repair, at a cost not to exceed $3,108.00; proposal #14701 for roof repair, at a cost not to exceed $890.00; proposal #14437 for roof repair, at a cost not to exceed $4,380.00; and proposal #14936 for roof repair, at a cost not to exceed $4, Cardinal was directed to inform the vendor of the Board s decisions. Cardinal was directed to inform the owner with account #ED , that the roof leak caused by the skylight was homeowner responsibility. Cardinal was directed to forward Antis proposal #14784 to the homeowner for repair. Cardinal was directed to inform Antis that proposal #14784 was homeowner responsibility. Cardinal was directed to request bid #14646 from Antis be revised to show that the skylight was homeowner responsibility and to send the revised proposal without the skylight involved. Cardinal was directed to inform the owner with account #ED that the skylight repair was homeowner responsibility. The Directors tabled proposal #15155 from Antis until the next The Directors tabled the proposal form Fontaine until the next Cardinal informed the Board that Antis offered a 10% discount on all roof repairs. #EDL #EDL #EDL #EDL ANTIS ROOFING #ED #ED ANTIS ROOFING FONTAINE ROOFING ANTIS ROOFING

5 Page 5 Director Nigro from the Security Maintenance Committee discussed that the parking passes were now being distributed and printing correctly, that the committee met with Chris from Platt Security and discussed the towing procedures and to start implementing them, that the cut-off for turning in the occupancy forms was on March 31, 2016, and that vendors need to utilize the phone board when entering the property to perform personal work for owners. Cardinal was directed to add the reminder regarding the occupancy form cut-off date being March 31, 2016 to the next billing cycle. Cardinal was directed to provide extra occupancy forms to the guard gate. The Directors reviewed Platt Security s daily patrol reports. Cardinal was directed to add Director Chapman, Director Nigro, and Director Towle to the distribution list. The Directors reviewed the suggested signs for purchase. A Motion was duly made, seconded, and unanimously carried to approve up to $1, worth of signs being purchased at this time. The Directors reviewed the proposals from Rent Fitness and Rent Gym Equipment for new gym equipment. A Motion was duly made, seconded, and unanimously carried to approve Rent Gym Equipment proposal for the elliptical, the recumbent bike, and to refurbish the existing multi gym, at a cost not to exceed $ Cardinal was directed to inform the vendor of the Board s decision. The Directors tabled the discussion on a new laundry service until the next Cardinal was directed to follow up on the proposals not received. Cardinal informed the Board that the Terminix contract was only for exterior work. A Motion was duly made, seconded, and unanimously carried to approve Terminix to fulfill any interior work previously requested. Cardinal was directed to request an itemized report of all the exterior work that had been completed. A Motion was duly made, seconded, and unanimously carried to approve double site inspections to be conducted by Cardinal to continue through May The Directors tabled the siding proposals from CPR Construction and Empire Works until the next Cardinal was directed to inform the vendors of the Board s decision. The Directors tabled the review of the Black Book Pages until the next Board Meeting. SECURITY MAINTENANCE PATROL REPORTS SIGNAGE GYM EQUIPMENT LAUNDRY SERVICE TERMINIX SITE INSPECTIONS SIDING PROPOSALS BLACK BOOK PAGES

6 Page 6 The Directors tabled the proposal from Accurate Termite for interior and exterior treatment until the next The Directors reviewed the correspondence from the owner with account #ED No action was required. The Directors reviewed the request for balcony reimbursement from the owner with account #ED Cardinal was directed to request a copy of the invoices for reimbursement. The Directors reviewed the parking discrepancy from the owner with account #ED Cardinal was directed to send the owner the rules for parking assessments. The Directors reviewed Cardinal Property Managements Classes that were being offered to Board members. Director Copper and Director Meddy informed Cardinal that they would be attending the March 1, 2016 Class. The Directors tabled the Port of Long Beach correspondence until the next TERMITE TREATMENT #ED #ED #ED MANAGEMENT CLASSES PORT OF LONG BEACH Cardinal informed the Board that they requested a proposal from Vinco to fix the laundry room mail lockers. LAUNDRY LOCKERS ROOM A Motion was duly made, seconded, and unanimously carried to add Stat Services Proposal #15609 to the agenda as an emergency item. The Directors reviewed Stat Services Proposal #15609 for dry out at unit #8C. A Motion was duly made, seconded, and unanimously carried to approve proposal #15609 for dry out at unit #8C, at a cost not to exceed $ Cardinal was directed to inform the vendor of the Board s decision. There being no further business, the Meeting was adjourned at 10:15 pm. Submitted by: Lisa Bryce, Account Manager EMERGENCY AGENDA ITEM STAT SERVICES ADJOURN SUBMITTED

7 Page 7 ATTEST: ATTEST Chapman Cooper, President Date SECRETARY CERTIFICATION I, Anna LoAlbo, appointed Secretary of El Dorado Lakes Homeowners Association, do hereby certify that the foregoing is a true and correct copy of the Minutes of El Dorado Lakes Homeowners Association Meeting held on February 16, 2016, as approved by the Board Members in attendance of the Meeting. SECRETARY CERTIFICATION Anna LoAlbo, Secretary Date