HOMEOWNERS ASSOCIATION MEETING OF THE BOARD OF DIRECTORS JUNE 19, 2017 COMMUNITY The of the Stonegate Homeowners Association was held on Monday, June 19, 2017, at the Community Clubhouse. President Heidi Gilia called the Meeting to order at 6:32 p.m. Directors Present: Directors Absent: Representing Cardinal: Others Present: Anita Coyoli Heidi Gilia Jeno Gilia Cynthia Jantzen Dorothy Prout None Theresa Hirschman, CMCA, AMS, PCAM Eleven Owners Were Present (See Attached List) #VPL2199-17 from Villa Park Landscape to install drainage as outlined on the proposal at 12139 Stonegate Lane, at a total cost of $692.00. The cost was to be charged to reserves. Cardinal was directed to advise Villa Park Landscape of the Board s decision. #VPL2847-17 from Villa Park Landscape to remove three bougainvillea shrubs and install eight five-gallon ficus repens vines at 12152 Stonegate Lane, at a total cost of $402.500. The cost was to be charged to reserves. Cardinal was directed to advise Villa Park Landscape of the Board s decision. #VPL2846-17 from Villa Park Landscape to install two five-gallon calliandra vines at 12080 Stonegate Lane, at a total cost of $70.00. The cost was to be charged to operating. Cardinal was directed to advise Villa Park Landscape of the Board s decision. #VPL2376-17 from Villa Park Landscape to install drainage as outlined on the proposal at 12083 Stonegate Lane, at a total cost of $757.00. The cost was to be charged to reserves. Cardinal was directed to advise Villa Park Landscape of the Board s decision. #VPL2600-17 from Villa Park Landscape, dated May 25, 2017 to perform all landscape items listed on the report from the May 19, 2017 landscape walk, at a total cost of $90.00. The cost was to be charged to operating. Cardinal was directed to advise Villa Park Landscape of the Board s decision. CALL TO ORDER VILLA PARK LANDSCAPE PROPOSALS
Page 2 President Heidi Gilia opened the Homeowner Forum. The owner of 5862 chapman Avenue was present to discuss treatment of interior termites and dog waste not being picked up by the pet owners. The Board advised interior treatment of termites was the individual owners responsibility and an article regarding picking up of pet waste was included in the monthly newsletter. The owner of 12099 Stonegate Lane was present to report the spa timer and jets were not working properly and the spa light was out. Cardinal was directed to issue a work order to the pool company to have the timer and spa jets repaired and the spa light replaced. The owner of 12025 Stonegate Lane was present to discuss termites. The owner of 12061 Stonegate Lane was present to thank the Board for all the exterior work on the buildings and the beautiful landscape. The owner was also present to discuss interior termite treatment. After a lengthy discussion, the Board suggested the owner obtain written approval of all owners in their building to have the entire building termite tented, which would be done at the owners expense, and present the signed approvals to the Board at the next Meeting. The owner of 12138 Stonegate Lane was present to discuss treatment of interior termites. The owner of 12114 Stonegate Lane was present to discuss treatment of interior termites. The owner of 12095 Stonegate Lane was present to report the silver dollar eucalyptus tree leaves were making her dogs sick and to request the tree be trimmed. The owner of 5832 Chapman Avenue was present to report the irrigation valve box in front of his residence was full of water. Cardinal was directed to issue a work order to the landscape company. The Directors advised all owners present that it was not within the Board s authority to compel owners to vacate their units so that termite tenting could be performed and that it was up to the individual owners in each building to agree upon the tenting and then have it scheduled. As there were no other owners present who wished to address the Board, the Homeowner Forum was closed. A Motion was duly made, seconded, and unanimously carried to approve the April 5, 2017 Regular Meeting Minutes, as written. H/O FORUM 5862 CHAPMAN AVENUE 12099 12025 STONE- GATE 12061 12138 STONE- GATE 12114 STONE- GATE 12095 STONE- GATE 5832 CHAPMAN AVENUE DIRECTORS STMT. H/O FORUM CLOSED APPROVAL OF MINUTES
Page 3 A Motion was duly made, seconded, and unanimously carried to accept the March and April 2017 Financial Statements as prepared, subject to audit. The Directors reviewed the current Aging Report. No action was taken. A Motion was duly made, seconded, and unanimously carried to deny the filing of a lien against APN #224-204-06, as partial payment had been received. Additionally, a Motion was duly made, seconded, and unanimously carried to approve sending the owner, via certified mail, an outstanding balance letter. A Motion was duly made, seconded, and unanimously carried to accept the 2018 Reserve Study as prepared by SCT Reserve Consultants. Cardinal was directed to request the annual disclosures as required by Civil Code from SCT Reserve Consultants. The Directors reviewed the 2018 Budget Worksheet. forward any proposed changes to the budget to Cardinal. The Directors agreed to A Motion was duly made, seconded, and unanimously carried to transfer any prior year surplus to reserves. A Motion was duly made, seconded, and unanimously carried to ratify approval of the architectural application submitted by the owner of 12121 Stonegate Lane for installation of new windows. A Motion was duly made, seconded, and unanimously carried to change the current Architectural Procedures Policy that did not have a specific time line for the Architectural Committee to approve or disapprove an architectural application to a 45-day time limit. A Motion was duly made, seconded, and unanimously carried to deny the proposal from Mor-Watts Electric for upgrades in the pool area. Cardinal was directed to advise Mor- Watts Electric of the Board s decision. Cardinal was directed to obtain proposals to expand the current pool pump room to encompass the dirt area south of the walkway adjacent to the current pool pump room. The proposal from Pool Perfection to replace the pool heater was tabled. A Motion was duly made, seconded, and unanimously carried to approve the proposal from Great Scott Maintenance Company to strip and wax all floors in the clubhouse at a total cost of $725.00. The cost was to be charged to operating. Cardinal was directed to advise Great Scott Maintenance Company of the board s decision and to instruct them to contact Director Jantzen to schedule the work. FINANCIAL STMTS. AGING REPORT LIEN APN #224-204-06 2018 RESERVE STUDY 2018 BUDGET WORKSHEET PRIOR YEAR SURPLUS ARCH. COMM. ARCHITECT. PROCEDURES POLICY MOR-WATTS PROPOSAL EXPAND POOL PUMP ROOM POOL HEATER FLOOR CLEANING
Page 4 Cardinal was directed to issue a work order to Admiral Pest control to treat the interior of the clubhouse. Admiral Pest Control was to be instructed to contact Director Jantzen to schedule the work. A Motion was duly made, seconded, and unanimously carried to approve the revised Clubhouse Rental Rules and Polices to be effective immediately. The Directors reviewed and discussed the 2017 Action Plan. No action was required. Discussion regarding the Certified Service Provider status for JSL Roofing was tabled to the July Meeting. The proposal from Antis Roofing to replace the roof and install turbines on the garages at 12029 to 12045 Stonegate Lane was tabled. A Motion was duly made, seconded, and unanimously carried to approve the proposals from Sierra Termite for the termite damage repair at 12011 to 12027 Stonegate Lane and 12081 to 12095 Stonegate Lane, at a total cost of $17,618.00. The costs were to be charged to reserves. Cardinal was directed to advise Sierra Termite and the affected owners of the Board s decision. The Directors reviewed the termite reports received from Sierra Termite. It was noted that all backyards had now been inspected. No action was required. Discussion of the bulletin board renovation was tabled to the July Meeting. #19062 from CPR Construction to remove and replace the monument sign at a total cost of $1,430.00. The cost was to be charged to reserves. Cardinal was directed to advise CPR Construction of the Board s decision. The Directors reviewed the information from Frontier Communications. No action was required. The Directors reviewed the information regarding the drought. required. No action was The Directors discussed newsletter topics. Cardinal was directed to include articles regarding the following topics: termite tenting/fumigation, Parking Rules in bullet point format, July Meeting, Koffee Klatch date, Association website, large item pick-up information, suggestions for newsletter topics, it has been noticed that someone has left used doggie waste bags in the common areas, please dispose of the waste bags properly, per Association s Rules and Regulations working on vehicles behind garages was prohibited, and help yourself to the fruit on the fruit trees in the common areas. PEST CONTROL RENTAL RULES ACTION PLAN JSL ROOFING GARAGE ROOFS SIERRA TERMITE- TERMITE DAMAGE REPAIRS TERMITE INSP. BACKYARDS BULLETIN BOARD MONUMENT SIGN FRONTIER COMM. DROUGHT UPDATE NEWSLETTER
Page 5 The Directors reviewed the updated Community Project List. required. No action was The Directors reviewed the correspondence from the owner of 12150 Stonegate Lane regarding a neighbor complaint. Cardinal was directed to advise the owner the Board had reviewed their correspondence and to thank the owner for the update on the situation. The Directors reviewed the correspondence from the owner of 12122 Stonegate Lane regarding a neighbor complaint and termite damage. Cardinal was directed to advise the owner the Directors had reviewed their correspondence and noted the neighbor s violation had been corrected and the termite damage repair was on the list of repairs that would be completed during the Association-wide project. The Directors reviewed the correspondence from the owner of 12139 Stonegate Lane regarding the drainage in front of the unit, the level of the dirt and mulch around the unit, and the water intrusion. Cardinal was directed to advise the owner the Directors had reviewed their correspondence, and a proposal to address the drainage had been approved by the Board and work orders had been issued to the landscape company to address the dirt and mulch and to the maintenance contractor to address the water intrusion. The Directors reviewed the request from the owner of 12109 Stonegate Lane for waiver of the NSF fee. A Motion was duly made, seconded, and unanimously carried to deny the owner s request, as the NSF fee was a hard costs and had already been paid by the Association. Cardinal was directed to advise the owner of the Board s decision. The Directors reviewed the correspondence from the owner of 12084 Stonegate Lane regarding a neighbor complaint. Cardinal was directed to advise the owner the Directors had reviewed their correspondence and taken the issue under advisement. The Directors reviewed the correspondence from the owner of 12120 Stonegate Lane regarding correction of a violation and cameras installed in the neighbor s backyard. Cardinal was directed to advise the owner the Board had reviewed their correspondence and thank them for correcting the violation, however installation of a camera was not a violation of the Association s governing documents and suggested the owner install a large plant in their backyard to block the cameras. The Directors reviewed the correspondence from the owner of 12051 Stonegate Lane regarding partition fence repair and a possible newsletter item. Cardinal was directed to advise the owner the Board had reviewed their correspondence and that a proposal to address the partition fences had been approved. Additionally, Cardinal was directed to advise the owner the Directors had taken the owner s suggested newsletter item under advisement. The proposal from Antis Roofing to repair the clubhouse roof was tabled. COMM. PROJECT LIST 12150 STONE- GATE 12122 12139 12109 12084 STONE- GATE H/O CORRES 12120 12051 ROOF
Page 6 A Motion was duly made, seconded, and unanimously carried to appoint Cardinal manager, Theresa Hirschman, as the Inspector of Election for the 2017 Annual Meeting/Election of Directors and to set the record date as September 4, 2017. #19245 from CPR Construction to repair the concrete culvert near 12151 Stonegate Lane at a total cost of $771.00. The cost was to be charged to operating. Cardinal was directed to advise CPR Construction of the Board s decision. Proposal #19294 from CPR Construction was tabled, as the Directors requested additional information regarding the repair and why the proposal was generated. #19375 from CPR Construction to repair two partition fences at 12051 Stonegate Lane at a total cost of $2,654.33. The cost was to be charged to reserves. Cardinal was directed to advise CPR Construction and the unit owner of the Board s decision. Additionally, Cardinal was directed to advise CPR Construction to schedule the repairs with the owner. #19295 from CPR Construction to repair the front balcony at 12122 Stonegate Lane at a total cost of $2,896.00. The cost was to be charged to reserves. Cardinal was directed to advise CPR Construction and the unit owner of the Board s decision. Additionally, Cardinal was directed to advise CPR Construction to schedule the repairs with the owner. #19244 from CPR Construction to alleviate the ponding issue on the front balcony at 12035 Stonegate Lane at a total cost of $2,244.00. The cost was to be charged to reserves. Cardinal was directed to advise CPR Construction and the unit owner of the Board s decision. Additionally, Cardinal was directed to advise CPR Construction to schedule the repairs with the owner. The next site inspection was scheduled for Friday, July 21, 2017 at 9:30 a.m. Directors reviewed the May 19, 2107 Compliance Report. No action was required. The next Regular Board Meeting was scheduled to be held on Wednesday, July 5, 2017, at 6:30 p.m. at the Community Clubhouse. The scheduled Hearing was held for the owner of account #SA-0087-0010-01 for failure to allow access to the termite company to inspect the backyard. The owner was not present. The Directors reviewed the owner s response. As the violation had been corrected, a Motion was duly made, seconded, and unanimously carried to close the violation. Cardinal was directed to advise the owner of the Hearing results. The 2017 INSP. OF ELECTION/ RECORD DATE CONCRETE CULVERT PROPOSAL 12051 STONE- GATE PARTITION FENCES 12122 STONE- GATE FRONT BALCONY 12035 STONE- GATE FRONT BALCONY SITE INSPECTION NEXT MEETING HEARING ACCOUNT # SA-0087-0010-01
Page 7 The scheduled Hearing was held for the owner of account #SA-0087-0111-02 for failure to allow access to the termite company to inspect the backyard. The owner was not present. As the violation had been corrected, a Motion was duly made, seconded, and unanimously carried to close the violation. Cardinal was directed to advise the owner of the Hearing results. There being no further business, the Meeting was adjourned at 8:10 p.m. Submitted by: Theresa Hirschman, CMCA, AMS, PCAM, Senior Account Manager ATTEST: Heidi Gilia, President SECRETARY CERTIFICATION Date I, Cynthia Jantzen, the appointed Secretary of the Stonegate Homeowners Association, do hereby certify that the foregoing is a true and correct copy of the Minutes of the Board of Directors Meeting held on June 19, 2017, as approved by the Board Members in attendance of the Meeting. Cynthia Jantzen, Secretary Date HEARING ACCOUNT # SA-0087-0111-02 ADJOURN SUBMITTED ATTEST CERTIFY