TWIN PINES COOPERATIVE BOARD OF DIRECTOR S MEETING Monday, September 27 th, 2010 7:00 PM DRAFT MINUTES Board Present Others Present Donna Carrieri, President Anthony R. Schrock Mike Carrieri Diane Crain, Vice President Lin Fish Athena Xu Vicki Harvey, Treasurer Mallinath Suralikal Wilhelm Klaus Elena Repetto, Director Jessica Kubo Norman Lay, Secretary Item I Call to Order Meeting called to order at 7:02 pm. Item II Read and Approval of Minutes A. The Minutes of July 26 th, 2010 were approved with a motion by Diane Crain and second by Vicki Harvey and passed. B. The Minutes of August 30 th, 2010 were corrected to read that the Board acknowledged that we did not have a quorum for voting; therefore no official business was conducted. Item III A. was corrected to read treat tree by injecting soil. With these corrections the Minutes of August 30 th, 2010 were approved with a motion by Elena Repetto and second by Diane Crain. Item III Management Report A. Thank you to Donna Carrieri for helping with the roofing project. B. Other items are covered on the agenda. (i.e. roof report under Old Business). C. Our electric panel blew and has been approved for replacement. Item IV Financial Review A. The August financial review was presented by Treasurer, Vicki Harvey and made part of these minutes. Item V Old Business A. Roof replacement status: Building 1, 4, 5, and 6 have all been completed. We are currently working on building 2. Building 9 will start on Wednesday, September 29 th, 2010. 1. Plastic ceiling wrap is being removed with some small problems in a couple of units. Z Con has been addressing the problems for us. We have had additional dry rot damages found. The extra charges were presented by change orders. Plywood repairs have been done to a number of roofs. 2. Six out of the ten building roofs at Twin Pines will be completed once this project ends. The remaining 4 building roofs will be addressed in approximately 21 months. B. Code of Ethics: the Board Member Code of Ethics has been addressed by Donna Carrieri who is asking each Board member to sign and approve the Code of Ethics Agreement
presented tonight. Motion to approve by Diane Crain and seconded by Elena Repetto. This passed unanimously. Item VI New Business A. Management seeking proposals for a pool cover to keep the ducks out of the pool. Other suggestions are to strong over the pool, place streamers on the fence, floating balls and other items in the pool may help keep the ducks away. B. Red curb painting from Banner Maintenance received at a cost of $1,831.00. Other prices range from $2,300 to $2,600. Motion by Norman Lay and second by Diane Crain to approve the proposal from Banner Maintenance. This passed with a three to one vote: Vicki Harvey voted against the motion for the time being as we are awaiting the final roof repair cost. C. Management to seek proposals for fence and gate replacement for the west side of the property. Item VII Social Events and Committee Reports A. Social Events: No report. B. Grounds Committee: No report. C. By Law and Police Manual Committee: Mallinath Suralikal, Donna Carrieri, Lin Fish, Linda Galvan Gressel added to the committee by the committee chairperson, Vicki Harvey. Item VIII Other Business A. Board of Directors reviewed a request from unit #15: The member was asked to present the Board of Directors with an architectural request form, contact the city, Z Con, and Pro Tech regarding his ceilings and other requests for permit requirements. B. Repairs of structural problems at unit #39 have been addressed and repairs will start on or about October 1 st, 2010. C. Jessica Kubo has agreed to host the Halloween Party for this year and will assist with additional functions as part of a committee. Item IX Adjournment Meeting adjourned at 8:25 pm. Next meeting date: October 25 th, 2010 Respectfully Submitted, Anthony Schrock Certified Property Manager
TWIN PINES COOPERATIVE EXECUTIVE MINUTES September 27 th, 2010 Board Present Donna Carrieri, President Diane Crain, Vice President Vicki Harvey, Treasurer Norman Lay, Secretary Elena Repetto, Director Others Present Anthony R. Schrock Item I Call to Order Prior to Open Board Meeting Executive Session called to order at 6:15 pm. Item II Business Addressed A. Meeting with the landscaper to discuss service of the property. B. Action items the Board of Directors would like to see addressed: 1. Blow away from the property. 2. Weed and feed the grass area. 3. Oleanders are too tall and should be hand clipped; however this will cut off the blooms. 4. More supervision by Edelmo, the owner of Caytime Landscape. 5. Hand watering and tree poles to be removed as necessary. C. Review of #34 rental request. The Board of Directors will allow a one year lease term agreement from October 1, 2010 through September 30 th, 2011. The new tenant will be responsible for the maintenance of the front yard area. Item III Adjournment Prior to Open Board Meeting Executive session adjourned @ 6:55 pm. Executive Session will continue directly after the Open Board Meeting. Item IV Call to Order Following Open Board Meeting Executive Session called to order again at 8:30 pm. Item V Business Addressed A. Delinquent accounts reviewed and discussed with payments being made. B. Units #46, 47, 38, &39 have structural problems. The foundation is slipping. Approximate cost to repair $2,300.00 $3,400.00, respectfully. This was reviewed and discussed by the Board of Directors. This passed by consent of the Board of Directors. Unit #14 will also need to be inspected at a later date. Item VI Adjournment Following Open Board Meeting Executive session adjourned @ 8:45 pm
TWIN PINES COOPERATIVE MEMBERSHIP MEETING Monday, August 30 th, 2010 7:00 PM DRAFT MINUTES Board Present Others Present Donna Carrieri, President Anthony R. Schrock Helen Hawkins Elena Repetto, Director Marilyn Ruch Al Gallardo Vicki Harvey, Treasurer Athena Xu Maria Garcia Linda Galvan Gressel Mike Carrieri Board Absent Diane Crain, Vice President Norman Lay, Secretary Item I Call to Order Meeting called to order at 7:02 pm. Item II Read and Approval of Minutes The minutes of July 26 th, 2010 were tabled. Item III Management Report A. Tree at unit #55 has aphids and will soon infect the soil. B. Signs installed at each driveway. C. Signs have been moved off the gates. D. Lights around the pool and clubhouse have been repaired. E. Roof project underway. Item IV Financial Review A. The July financial review was presented by Treasurer, Vicki Harvey and made part of these minutes. Item V Old Business A. Roof replacement has started. Building 4 is complete. Building 5 is being worked on now; building 6, 1, 2, and 9 will follow. Item VI New Business A. Board code of ethics was discussed and reviewed by those present. Tabled until next meeting.
B. Call for committee volunteers for the by law and policy updates. 1. Vicki Harvey will chair this committee. 2. Linda Galvin Gressel has volunteered to serve on this committee. Item VII Social Events and Committee Reports A. Call for volunteers to serve on the social events committee. There does not appear to be a huge interest in social events at our community. B. Grounds committee: No report. Item VIII Other Business A. Pet owner responsibilities: Please pick up your pet s waste. Dogs must be on a leash at all times while on the grounds. Please clean up after your pets in your back patio areas as some neighbors have voiced their concerns about smells in some back patio areas. Pet owners are liable for their pets and will be subject to fines if found to be in violation of these rules. B. Please contact our management company rather than our volunteer Board members at their homes. C. Some members have reported break ins through the back patio areas. Please take appropriate measures to secure your home. If you notice suspicious activity, please contact the Santa Clara Police Dept. D. Board will review the $75 chargeback to a shareholder. The owner feels this is an unreasonable charge. Item IX Adjournment Meeting adjourned at 7:58 pm. Next meeting date: September 27 th, 2010 Respectfully Submitted, Anthony Schrock Certified Property Manager
TWIN PINES COOPERATIVE EXECUTIVE MINUTES August 30 th, 2010 Board Present Donna Carrieri, President Elena Repetto, Director Vicki Harvey, Treasurer Others Present Anthony R. Schrock Board Absent Diane Crain, Vice President Norman Lay, Secretary Item I Call to Order Executive Session called to order at 8:00 pm. Item II Business Addressed a. Lynn Fish, #39, has cracked sheet rock that could be a structural problem. The $40 chargeback has been waived by consent of the Board of Directors. b. Board wishes to view an audit trail for the chargebacks. c. Letter from Brianne Bazzini, #53, reviewed. The Board denies the request to split the difference in the month of dues owed. Management to send a response letter to the shareholder. d. #50 will be going to small claims court for non payment of dues. Item III Adjournment Executive session adjourned @ 8:15 pm Next meeting date: September 27 th, 2010
TWIN PINES COOPERATIVE BOARD OF DIRECTOR S MEETING Monday, July 26 th, 2010 7:00 PM MINUTES Board Present Others Present Donna Carrieri, President Anthony R. Schrock Maria Garcia Norman Lay, Secretary Marilyn Ruch Jie Li Vicki Harvey, Treasurer Athena Xu Liz Perez Diane Crain, Vice President Carol Dalrymple Lin Fish Elena Repetto, Director Angela Chen Rita Perazzo Mike Carrieri Ingeborg Dale Chantel Olarte Item I Call to Order Meeting called to order at 7:04 pm. Item II Read and Approval of Minutes The minutes of June 28 th, 2010 were corrected to read: Item III B.) Diane Crain is Vice President and has agreed to take on the duties of clubhouse reservations. Motion to approve the minutes as corrected by Diane Crain and seconded by Norman Lay and passed. Item III Management Report A. Discussions regarding the upcoming re-roof project and the unit concerns with ceilings. B. Tree removal at unit #12 and #13. C. Thank you to the current Board as positions have had to be filled recently and everyone has really stepped up to the plate. D. Review of items listed on the agenda. Item IV Financial Review A. The June financial review was presented by Treasurer, Vicki Harvey and made part of these minutes. Item V Old Business A. Roof replacement target date is set for August 18 th, 2010. Notices to follow as we get closer to the start date. Ceilings will be covered with a plastic tarp. Air testing will be done in a number of units upon completion of the roofing project, as well as prior to commencement of the roofing project, as well as during the tear off and replacement. Each building will take approximately 7-15 days to complete, pending any problems or findings with the roof replacement. B. Tow signs are being replaced with a single pole. The new signs will be durable and will improve the appearance greatly as the old ones are worn out.
Item VI New Business A. Unit #9, Elena Repetto will fill the remaining term for Dan Truong, who has resigned from the Board of Directors. Motion to approve by Vicki Harvey and seconded by Diane Crain. This passed. B. Tree removal at unit #28 and #29. The tree planting from a few years back is not taking to the area. The large tree planting will have to be removed and replaced with a smaller tree, 15 gallon size. After discussion regarding the trees, the tree removal and replanting will be tabled. All ties will be removed and put on a watch list. Item VII Social Events and Committee Reports A. Grounds committee: No report. B. Social events Chairperson needed. C. Call for volunteers for Board members or committee chairpersons. All members are welcome! Item VIII Adjournment Meeting adjourned at 8:11 pm. Next meeting date: August 30th, 2010 Respectfully Submitted, Anthony Schrock Certified Property Manager
TWIN PINES COOPERATIVE EXECUTIVE MINUTES July 26th, 2010 Board Present Donna Carrieri Elena Repetto Diane Crain Vicki Harvey Norman Lay Others Present Anthony Schrock Item I Call to Order Executive Session called to order at 8:11 pm. Item II Business Addressed A. Board to adopt a code of ethics, (MF16 and MF27 from ECHO). Copies will be present in the next month s Board meeting packages. B. #50 Denhi Bui, delinquent account will be going to small claims court. Item III Adjournment Executive session adjourned @ 8:30 pm Next meeting date: August 30 th, 2010
TWIN PINES COOPERATIVE BOARD OF DIRECTOR S MEETING Monday, June 28 th, 2010 7:00 PM MINUTES Board Present Donna Carrieri, President Norman Lay, Secretary Vicki Harvey, Treasurer Diane Crain, Vice President Dan Truong, Director Item I Call to Order Meeting called to order at 7:08 pm. Others Present Anthony R. Schrock Marilyn Ruch Athena Xu Mallinath Suralikal Wilhelm Klaus Maria Garcia Sean & Robin Eirich Item II Open Floor A. The board of Directors accepts Carol Dalrymple s resignation from the Board of Directors. Donna Carrieri will be acting President in Carol s place. The new positions are listed above. B. Donna Carrieri addressed the membership as the new President. She outlined the Board of Director s agenda and items for the year: 1. Roof Project at 6 buildings. 2. West side fence replacement 3. Review of the By-Laws and Policy by Committee 4. More membership participation and new volunteers for the Board of Directors is needed. Item III Read and Approval of Minutes A. The Minutes of April 26 th, 2010 were approved with the following correction to Item III. Tree #75 was not the tree discussed and the tree the Board addressed was not on the tree inventory map. B. The Minutes of June 15 th, 2010 were approved with the following corrections to Item III; add Norman Lay and Remove Carol Dalrymple. Vicki s name was corrected. Item IV. Diane Crain is Vice President and has agreed to take on the duties of clubhouse reservations. Item IV Management Report A. Motion by Vicki Harvey and seconded by Diane Crain to fertilize at a cost of $285.00 by Tree Health Professionals. This passed. Item V Financial Review A. The May financial review was presented by Treasurer, Vicki Harvey and made part of these minutes. The April financial report was corrected and is included with these minutes.
Item VI Old Business A. Roof replacement will start after we address the plan to handle the popcorn ceilings in the units while the roof replacement is being done. Information will be distributed to homeowners by a memo, hand delivered or by mail. Projected start date is about August 1 st, 2010. B. Tow sign replacements at the driveways. Costs for plastic signs are $30/each. Costs for metal signs are $50/each. We need 16 signs. Motion by Vicki Harvey to remove the old signs and install the new 16 plastic signs at a cost not to exceed $750.00. Seconded by Norman Lay and passed. Item VII New Business A. Tree removal of #44, by units 12 and 13that has become infected and diseased and is non-responsive to treatment at a total cost of $700, $525 to remove and $175 for stump grinding. Motion by Diane Crain to remove as outlined above. Seconded by Dan Truong and passed. McDermott s Tree Service to provide tree replacement suggestions for this area, once this tree is removed. Item VIII Social Events and Committee Reports A. Marilyn Ruch will be the new grounds committee chairperson. B. Budget and finance committee has been dissolved. C. Vicki Harvey, Donna Carrieri and Diane Crain will be on the budget Committee for the upcoming year. D. The tot lot has been upgraded with new lawn and table. This area has been upgraded for family use, not as a pet restroom. Homeowners are asked to be considerate of the children who play in this area. Please do not allow your pets to use this area as a bathroom. Item IX Other Business A. #6 screen door replacement was discussed and approved. B. Security doors, lights, and screens are all to be white. All doors and screen doors are to be white. Those who have already installed black doors are grandfathered. No new requests for black doors will be approved. Item X Adjournment Meeting adjourned at 8:15 pm. Next meeting date: July 26 th, 2010 Respectfully Submitted, Anthony Schrock Certified Property Manager
TWIN PINES COOPERATIVE EXECUTIVE MINUTES June 28 th, 2010 Board Present Donna Carrieri Dan Truong Diane Crain Vicki Harvey Norman Lay Others Present Anthony Schrock Item I Call to Order Executive Session called to order at 8:20 pm. Item II Business Addressed A. Review of #73 termite report from Terminators Inc. After review of the proposal motion to reimburse the homeowner $1,100.00 for sub floor repairs that were paid for by the homeowner. This passed. Balance of section 1 work at a cost of $1,500.00 to be done. Motion to approve by Diane Crain and seconded by Dan Truong. This passed. B. Review of the collections and delinquent accounts. C. Review of the asbestos awareness and disclosure, asbestos management plan, and bids for covering the ceilings during the roof project. Proposals received for ceiling coverings: 1. Z-Con Specialty Services $12,960.00 2. Alliance $15,600.00 3. PW Stephens $18,400.00 Motion by Dan Truong to accept the proposal from Z-Con. Seconded by Diane Crain and passed. D. Disclosure letter from Attorney, Jeff Barnett was finalized. By consent of the Board of Directors this shall now be distributed to all owners. The assumption of risk letter was approved by consent of the Board of Directors. Item III Adjournment Executive session adjourned @ 9:20 pm Next meeting date: July 26 th, 2010