EL DORADO LAKES CONDOMINIUM ASSOCIATION, INC. MEETING OF THE BOARD OF DIRECTORS JANAURY 16, 2017

Transcription

1 EL DORADO LAKES CONDOMINIUM ASSOCIATION, INC. MEETING OF THE BOARD OF DIRECTORS JANAURY 16, 2017 The Regular Meeting of the Board of Directors of the El Dorado Lakes Condominium Association, Inc. was held on Monday, January 16, 2017, at the Association s Clubhouse. The Meeting was called to order at 7:00 p.m. by the President, Mark Bernardin. CALL TO ORDER Directors Present: Directors Absent: Representing Cardinal: Others Present: Mark Bernardin Jill Harding Lisa Massacani Mary Ellen Nigro Hien Tran April Ward Dominic Dougherty Lisa Bryce, Account Manager Larry Gantman Ellen Slaton It was announced that the Board met in Executive Session prior to this Meeting to discuss legal issues. The President, Mark Bernardin, opened the Homeowner Forum. The owner of unit #18K was present to discuss roof leaks. No action was required. The owner of unit #5F was present to discuss their current plumbing issue and build back proposal. No action was required. The owner of unit #17M was present to report that one of the trash enclosures was missing boards. Cardinal was requested to issue a work order to have the boards reinstalled. Director Bernardin closed the Homeowner Forum, as there were no further owners present who wished to address the Board. EXECUTIVE ANN. H/O FORUM UNIT #18K UNIT #5F UNIT #17M H/O FORUM CLOSED A Motion was duly made, seconded, and unanimously carried to approve the Minutes of the November 21, 2016 Regular Meeting, as submitted. Cardinal was requested to post the Draft Minutes to the website. APPROVAL THE MINUTES OF A Motion was duly made, seconded, and unanimously carried to accept the FINANCIAL November 2016 and December 2016 Financial Statements as prepared, subject to REPORT

2 Page 2 audit. The Directors reviewed the Collection Status Report from Beaumont, Gitlin and Tashjian. No action was required. The Directors reviewed the Aging Report. No action was required. COLLECTION REPORT AGING REPORT The Directors tabled discussion on the current Satellite Dish Rules until the next Board Meeting. SATELLITE DISH RULES party. The Clubhouse Committee reported that they had a very successful holiday CLUBHOUSE CMTE The Communication Committee reported that they would be wor king on the next Newsletter. Cardinal was requested to send a list of items that were included in Welcome Packets to the Board of Directors. The Directors reviewed the Communication Committee Charter. A Motion was duly made, seconded, and unanimously carried to approve the Communication Committee Charter. The Financial Audit Committee requested that Cardinal merge the Harris Bank account with the Western Securities account and record interest earned, remove accounts #1503 and #1505 from the financial statements as the equipment had been removed, a complete aging report to Director Harding for accounts #1200 and #1201, and inquired if there was a bad debt expense account. Director Bernardin was to research were the laundry income was being sent. The Landscape Committee discussed the need to remove dying trees in the community. A Motion was duly made, seconded, and unanimously carried to approve proposal #54080 to install drain lines at #25C at a cost of $2,984.75, to be charged to reserves. Cardinal was requested to inform the vendor of the Board s decision and ask for a 15% discount. COMMUNICATION COMMUNICATION CHARTER FINANCIAL AUDIT LANDSCAPE The Directors discussed appointing a Maintenance Committee. A Motion was duly made, seconded, and unanimously carried to appoint Director Bernardin and Director Dougherty to serve on the Maintenance Committee with an approval cap of $5, MAINTENANCE COMMITTEE The Security Maintenance Committee tabled discussion on the new camera footage policy to the next Board Meeting, discussed changing the vendor code, that the locks for the postal lockers have arrived at the post office, that the city permit for SECURITY

3 Page 3 the sound wall was approved, and that the city would be having a talk on the block meeting before the February Board Meeting. Cardinal was requested to purchase five speed limit signs (10 mph). MAINT The Directors discussed smoking in the community. Cardinal was requested to research if the Association could ban smoking on balconies and patios. The Directors discussed proposal #EDL from Vinco Construction. A Motion was duly made, seconded, and unanimously carried to approve proposal #EDL from Vinco Construction to repair the entry deck at #23H at a cost of $1, Cardinal was requested to hold the approval and request a bid from WICR Construction. If WICR Construction s bid was lower, WICR s bid was approved up to $1, The Directors reviewed the proposal from Island Pacific. A Motion was duly made, seconded, and unanimously carried to approve the proposal for gym repairs at a cost of $5,300.00, to be charged to reserves. Cardinal was requested to inform the vendor and owner of the Board s decision. A Motion was duly made, seconded, and unanimously carried to deny the Resolution to Lien APN # Cardinal was requested to send one last demand letter to the owner. The Directors reviewed the audit and tax returns for the 2015/2016 fiscal year. A Motion was duly made, seconded, and unanimously carried to accept the audit and tax returns for the 2015/2016 fiscal year. Cardinal was requested to file the tax returns and mail the audit to the membership. The Directors reviewed the proposal from West One. A Motion was duly made, seconded, and unanimously carried to approve the proposal for janitorial service with the stipulation that the owner walks the property once a month, they do not send the same employee that serviced the Association last time, and their fee was $1, per month or below. Cardinal was requested to inform the vendor of the Board s decision. SMOKING IN THE COMMUNITY #EDL GYM REPAIR LIEN RESOLUTION AUDIT AND TAX RETURNS JANITORIAL CONTRACT The Directors tabled discussion on the landscape maintenance proposal from Las Flores until the next Board Meeting. Cardinal was requested to have Las Flores update their proposal with two men servicing the Association five days a week. Cardinal was requested to have Harvest renegotiate their contract to a lower price. LANDSCAPE MAINTENANCE A Motion was duly made, seconded, and unanimously carried to deny Deckside Pool Service s proposal. Cardinal was requested to inform the vendor of

4 Page 4 the Board s decision. The Directors reviewed the proposals from Antis Weatherproofing. A Motion was duly made, seconded, and unanimously carried to approve the proposal for roof repairs at unit #4X at a cost of $5,622.00, to be charged to reserves; proposal to re-roof unit #8D at a cost of $14,899.00, to be charges to reserves; proposal for roof repairs at unit #9A at a cost of $1,650.00; proposal for roof repairs at unit #11C at a cost of $3,612.00, to be charged to reserves; proposal for roof repairs at unit #11J at a cost of $1,195.00; and proposal for roof repairs at unit #17H at a cost of $9,900.00, to be charged to reserves. Cardinal was requested to inform the v endor of the Board s decision and request a payment plan for all work approved. POOL AND SPA SERVICE ANTIS WEATHER- A Motion was duly made, seconded, and unanimously carried to deny the Antis Weatherproofing proposal for roof repairs at unit #26I as the repair was homeowner responsibility. Cardinal was requested to inform the vendor and owner of the Board s decision and send the proposal to the owner. The Directors tabled the proposal from Antis Weatherproofing for wall repairs at unit #14K until the next Board Meet ing. A Motion was duly made, seconded, and unanimously carried to call the owner with account #ED to a Hearing to discuss the air conditioner attached to the Association s exterior wall. ANTIS WEAHTER- ANTIS WEATHER- The Directors reviewed the proposal from Aquatrends. A Motion was duly made, seconded, and unanimously carried to deny the proposal to install title 22 controller systems. Cardinal was requested to inform the vendor and owner of the Board s decision. Meeting. The Directors tabled the Gale Force proposal until April 2017 Board The Directors reviewed the proposal from Scott English Plumbing. A Motion was duly made, seconded, and unanimously carried to approve the proposal to hydro-jet the drains at a cost of $1, Cardinal was requested to inform the vendor and owner of the Board s decision. The Directors tabled proposal #EDL from Vinco Construction until the next Board Meeting. Cardinal was directed to inform the vendor of the Board s decision and request a proposal from Island Pacific for drywall and paint repairs in laundry room #3. The Directors tabled proposal #EDL from Vinco Construction until the next Board Meeting. Cardinal was directed to inform the vendor of the Board s TITLE 22 CONTROLLERS GALE FORCE HYDRO-JETTING #EDL 17106

5 Page 5 decision and request a proposal from WICR for the deck repairs on building #4. #EDL The Directors tabled proposal #EDL for wood repairs at unit #6A from Vinco Construction until the next Board Meeting. The Maintenance Committee was directed to confirm the repair was needed. VINCO COST. #EDL The Directors discussed the proposal from Schonwit Consulting Group. A Motion was duly made, seconded, and unanimously carried to approve Schonwit Consulting Group s proposal to be the inspector of election at the annual meeting. Cardinal was requested to inform the vendor of the Board s decision. INSOECTOR OF ELECTION The Directors reviewed the classes Cardinal Property Management was offering for the 2017 calendar year. No action was required No action was required. CARDINAL CLASSES #ED A Motion was duly made, seconded, and unani mously carried to #ED deny the request to waive the pre-lien fee. Cardinal was requested to inform the owner of the Board s decision A Motion was duly made, seconded, and unanimously carried to #ED approve reimbursing up to $ for molding repair, with the stipulation that an invoice was submitted. Cardinal was requested to inform the owner of the Board s decision A Motion was duly made, seconded, and unanimously carried to approve waiving the previously assessed fine from the prior management company in the amount of $ Cardinal was requested to inform the owner of the Board s decision. #ED A Motion was duly made, seconded, and unanimously carried to #ED approve purchasing an Association mirror to be installed by their parking spot. Cardinal was requested to inform the owner of the Board s decision. The Board reviewed the correspondence from a guest at El Dorado Lakes. A Motion was duly made, seconded, and unanimously carried to deny towing reimbursement. Cardinal was requested to inform the owner of the Board s decision. GUEST

6 Page 6 The Directors tabled the Meeting Rules until the next Board Meeting. The Directors discussed proposal #54047 from Harvest Landscape. A Motion was duly made, seconded, and unanimously carried to approve Harvest Landscape s proposal #54047 for tree trimming at a cost of $8, Cardinal was requested to inform the vendor of the Board s decision and payment be made over the course of six months. MEETING RULES HARVEST #54047 The Directors discussed the financial cost of supplying the doggie bags for the community. A Motion was duly made, seconded, and unanimously carried to no longer stock the doggie bag s once the supply on hand was depleted. DOGGIE BAGS Cardinal was requested to no longer put a copy of the letters generated from site inspections in the Board Packets and to only put a copy of the site inspection SITE report. INSPECTIONS pm. There being no further business, the Meeting was adjourned at 9:37 Submitted by: Lisa Bryce, Account Manager ATTEST: Mark Bernardin, President SECRETARY CERTIFICATION Date I, Lisa Massacani, 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, as approved by the Board Members in attendance of the Meeting. ADJOURN SUBMITTED ATTEST SECRETARY CERTIFICATION Lisa Massacani, Secretary Date

7 Page 2 audit. The Directors reviewed the Collection Status Report from Beaumont, Gitlin and Tashjian. No action was required. The Directors reviewed the Aging Report. No action was required. COLLECTION REPORT AGING REPORT The Directors tabled discussion on the current Satellite Dish Rules until the next Board Meeting. SATELLITE DISH RULES party. The Clubhouse Committee reported that they had a very successful holiday CLUBHOUSE CMTE The Communication Committee reported that they would be wor king on the next Newsletter. Cardinal was requested to send a list of items that were included in Welcome Packets to the Board of Directors. The Directors reviewed the Communication Committee Charter. A Motion was duly made, seconded, and unanimously carried to approve the Communication Committee Charter. The Financial Audit Committee requested that Cardinal merge the Harris Bank account with the Western Securities account and record interest earned, remove accounts #1503 and #1505 from the financial statements as the equipment had been removed, a complete aging report to Director Harding for accounts #1200 and #1201, and inquired if there was a bad debt expense account. Director Bernardin was to research were the laundry income was being sent. The Landscape Committee discussed the need to remove dying trees in the community. A Motion was duly made, seconded, and unanimously carried to approve proposal #54080 to install drain lines at #25C at a cost of $2,984.75, to be charged to reserves. Cardinal was requested to inform the vendor of the Board s decision and ask for a 15% discount. COMMUNICATION COMMUNICATION CHARTER FINANCIAL AUDIT LANDSCAPE The Directors discussed appointing a Maintenance Committee. A Motion was duly made, seconded, and unanimously carried to appoint Director Bernardin and Director Dougherty to serve on the Maintenance Committee with an approval cap of $5, MAINTENANCE COMMITTEE The Security Maintenance Committee tabled discussion on the new camera footage policy to the next Board Meeting, discussed changing the vendor code, that the locks for the postal lockers have arrived at the post office, that the city permit for SECURITY

8 Page 3 the sound wall was approved, and that the city would be having a talk on the block meeting before the February Board Meeting. Cardinal was requested to purchase five speed limit signs (10 mph). MAINT The Directors discussed smoking in the community. Cardinal was requested to research if the Association could ban smoking on balconies and patios. The Directors discussed proposal #EDL from Vinco Construction. A Motion was duly made, seconded, and unanimously carried to approve proposal #EDL from Vinco Construction to repair the entry deck at #23H at a cost of $1, Cardinal was requested to hold the approval and request a bid from WICR Construction. If WICR Construction s bid was lower, WICR s bid was approved up to $1, The Directors reviewed the proposal from Island Pacific. A Motion was duly made, seconded, and unanimously carried to approve the proposal for gym repairs at a cost of $5,300.00, to be charged to reserves. Cardinal was requested to inform the vendor and owner of the Board s decision. A Motion was duly made, seconded, and unanimously carried to deny the Resolution to Lien APN # Cardinal was requested to send one last demand letter to the owner. The Directors reviewed the audit and tax returns for the 2015/2016 fiscal year. A Motion was duly made, seconded, and unanimously carried to accept the audit and tax returns for the 2015/2016 fiscal year. Cardinal was requested to file the tax returns and mail the audit to the membership. The Directors reviewed the proposal from West One. A Motion was duly made, seconded, and unanimously carried to approve the proposal for janitorial service with the stipulation that the owner walks the property once a month, they do not send the same employee that serviced the Association last time, and their fee was $1, per month or below. Cardinal was requested to inform the vendor of the Board s decision. SMOKING IN THE COMMUNITY #EDL GYM REPAIR LIEN RESOLUTION AUDIT AND TAX RETURNS JANITORIAL CONTRACT The Directors tabled discussion on the landscape maintenance proposal from Las Flores until the next Board Meeting. Cardinal was requested to have Las Flores update their proposal with two men servicing the Association five days a week. Cardinal was requested to have Harvest renegotiate their contract to a lower price. LANDSCAPE MAINTENANCE A Motion was duly made, seconded, and unanimously carried to deny Deckside Pool Service s proposal. Cardinal was requested to inform the vendor of

9 Page 4 the Board s decision. The Directors reviewed the proposals from Antis Weatherproofing. A Motion was duly made, seconded, and unanimously carried to approve the proposal for roof repairs at unit #4X at a cost of $5,622.00, to be charged to reserves; proposal to re-roof unit #8D at a cost of $14,899.00, to be charges to reserves; proposal for roof repairs at unit #9A at a cost of $1,650.00; proposal for roof repairs at unit #11C at a cost of $3,612.00, to be charged to reserves; proposal for roof repairs at unit #11J at a cost of $1,195.00; and proposal for roof repairs at unit #17H at a cost of $9,900.00, to be charged to reserves. Cardinal was requested to inform the v endor of the Board s decision and request a payment plan for all work approved. POOL AND SPA SERVICE ANTIS WEATHER- A Motion was duly made, seconded, and unanimously carried to deny the Antis Weatherproofing proposal for roof repairs at unit #26I as the repair was homeowner responsibility. Cardinal was requested to inform the vendor and owner of the Board s decision and send the proposal to the owner. The Directors tabled the proposal from Antis Weatherproofing for wall repairs at unit #14K until the next Board Meet ing. A Motion was duly made, seconded, and unanimously carried to call the owner with account #ED to a Hearing to discuss the air conditioner attached to the Association s exterior wall. ANTIS WEAHTER- ANTIS WEATHER- The Directors reviewed the proposal from Aquatrends. A Motion was duly made, seconded, and unanimously carried to deny the proposal to install title 22 controller systems. Cardinal was requested to inform the vendor and owner of the Board s decision. Meeting. The Directors tabled the Gale Force proposal until April 2017 Board The Directors reviewed the proposal from Scott English Plumbing. A Motion was duly made, seconded, and unanimously carried to approve the proposal to hydro-jet the drains at a cost of $1, Cardinal was requested to inform the vendor and owner of the Board s decision. The Directors tabled proposal #EDL from Vinco Construction until the next Board Meeting. Cardinal was directed to inform the vendor of the Board s decision and request a proposal from Island Pacific for drywall and paint repairs in laundry room #3. The Directors tabled proposal #EDL from Vinco Construction until the next Board Meeting. Cardinal was directed to inform the vendor of the Board s TITLE 22 CONTROLLERS GALE FORCE HYDRO-JETTING #EDL 17106

10 Page 5 decision and request a proposal from WICR for the deck repairs on building #4. #EDL The Directors tabled proposal #EDL for wood repairs at unit #6A from Vinco Construction until the next Board Meeting. The Maintenance Committee was directed to confirm the repair was needed. VINCO COST. #EDL The Directors discussed the proposal from Schonwit Consulting Group. A Motion was duly made, seconded, and unanimously carried to approve Schonwit Consulting Group s proposal to be the inspector of election at the annual meeting. Cardinal was requested to inform the vendor of the Board s decision. INSOECTOR OF ELECTION The Directors reviewed the classes Cardinal Property Management was offering for the 2017 calendar year. No action was required No action was required. CARDINAL CLASSES #ED A Motion was duly made, seconded, and unani mously carried to #ED deny the request to waive the pre-lien fee. Cardinal was requested to inform the owner of the Board s decision A Motion was duly made, seconded, and unanimously carried to #ED approve reimbursing up to $ for molding repair, with the stipulation that an invoice was submitted. Cardinal was requested to inform the owner of the Board s decision A Motion was duly made, seconded, and unanimously carried to approve waiving the previously assessed fine from the prior management company in the amount of $ Cardinal was requested to inform the owner of the Board s decision. #ED A Motion was duly made, seconded, and unanimously carried to #ED approve purchasing an Association mirror to be installed by their parking spot. Cardinal was requested to inform the owner of the Board s decision. The Board reviewed the correspondence from a guest at El Dorado Lakes. A Motion was duly made, seconded, and unanimously carried to deny towing reimbursement. Cardinal was requested to inform the owner of the Board s decision. GUEST

11 Page 6 The Directors tabled the Meeting Rules until the next Board Meeting. The Directors discussed proposal #54047 from Harvest Landscape. A Motion was duly made, seconded, and unanimously carried to approve Harvest Landscape s proposal #54047 for tree trimming at a cost of $8, Cardinal was requested to inform the vendor of the Board s decision and payment be made over the course of six months. MEETING RULES HARVEST #54047 The Directors discussed the financial cost of supplying the doggie bags for the community. A Motion was duly made, seconded, and unanimously carried to no longer stock the doggie bag s once the supply on hand was depleted. DOGGIE BAGS Cardinal was requested to no longer put a copy of the letters generated from site inspections in the Board Packets and to only put a copy of the site inspection SITE report. INSPECTIONS pm. There being no further business, the Meeting was adjourned at 9:37 Submitted by: Lisa Bryce, Account Manager ATTEST: Mark Bernardin, President SECRETARY CERTIFICATION Date I, Lisa Massacani, 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, as approved by the Board Members in attendance of the Meeting. ADJOURN SUBMITTED ATTEST SECRETARY CERTIFICATION Lisa Massacani, Secretary Date