SPRINGHURST TOWNHOMES HOMEOWNERS ASSOCIATION MEETING OF THE BOARD OF DIRECTORS NOVEMBER 26, 2018 The Regular Meeting of the Board of Directors of the Springhurst Townhomes Homeowners Association was held on Monday,, at the Association clubhouse. President, Deb Kohls, called the Meeting to order at 6:37 p.m. Directors Present: Directors Absent: Others Present: Representing Cardinal: Ed Francis Donald Graves Karen Hampton Deb Kohls Mark Kohls None Beverly Braden Elizabeth Csillag Kathleen Hurd Katherine Jarrett Peggie Jenkins John MacDowell, Fiore, Racobs, & Powers Kay Miles Jna Newcomb Christine Nytes Gail Pawson Silvia Rocha Pat Rogers Steve Schonwit, Schonwit & Associates Paula Snyder Kathy Stolzenburg Jan Stolzenburg Ron Terranova Thanh Vo Tim Zimmer April Dana, CMCA The Board announced that it had met in Executive Session prior to the Regular Meeting to approve the Minutes of the October 15, 2018 Executive Session, hold noncompliance Hearings, and discuss legal matters. It was announced that the Association agreed to allow one homeowner to participate by phone in the Regular Meeting as an accommodation for a disability, based on specific facts of the case. The Homeowner Forum was opened by the President, Deb Kohls. CALL TO ORDER EXECUTIVE SESSION H/O FORUM The owner with account number SN-0035-0031-01 was present to advise that the meeting agenda needed to be posted to the website. Cardinal was directed to add the current agenda to the website. SN-0035-0031-01
Page 2 The owner with account number SN-0035-0001-01 was present to inquire when the roofing notices would be posted for homeowners scheduled for roof replacement, what items in the garage should be covered with, what were the possible interior damages that could occur while roof replacement was being completed, and how long one building took for roof replacement from start to finish. The Board advised all noticed would be posted 48 hours to one week prior to starting work and that they would be posted on the garage. Additionally, they advised to cover items in the garage with plastic and the worst case scenario for interior damage could be nails popping. It was noted that any interior damage was the homeowner s responsibility. The Board also advised that one building took two weeks from start to finish. The owner with account number SN-0035-0089-02 was present to inquire what was being done when termites were found during the roof replacement project. The Board advised the roofing company was replacing and painting wood found with termite activity. President D. Kohls updated those present on the roofing project. Director D. Kohls advised those present that Cardinal Property Management was in the process of changing their management system and letters would be sent to all homeowners. Director D. Kohls thanked the members for their support of her presidency and it had been a pleasure to serve the community for the last two years. A Motion was duly made, seconded, and unanimously carried to approve the Minutes of the October 15, 2018 Regular Meeting, as submitted. The Directors reviewed the action items from the October 15, 2018 Board Meeting. Cardinal was directed to follow up on the mailbox order for 8385 Goldsport. The Architectural Committee reported that the patio wall at 8405 Sunbeam had a defect that needed to be repaired. The Board requested that an Architectural Committee charter and a standard covenant be created and presented to the Board for approval. No action was required. The Directors discussed the skylight installation previously approved. A Motion was duly made, seconded, and unanimously carried to send a letter to the homeowner with account SN-0035-0044-01 advising the homeowner they could remove the sky light or it could remain under the same conditions as stated in 2009. Cardinal was directed to notify the homeowner of the Board s decision. The Directors reviewed the written report from the Clubhouse/Pool Committee. It was reported that two of the clubhouse chairs were damaged and needed to be repaired or removed if they were not repairable. Additionally, it was noted that the pool heater had been turned off in October 2018. No action was required. SN-0035-0001-01 SN-0035-0089-02 PRESIDENT S MESSAGE APPROVAL OF MINUTES ACTION FROM PRIOR MEETING ARCH. COMM. SKY LIGHT SN-0035-0044-01 CLUBHOUSE/ POOL COMM. Director Hampton reporting for the Landscape Committee reported the wiring for the new controllers had been completed, the tree trimming would be completed December LAND. COMM. REPORT
Page 3 10 th, 11 th, and 12 th, and the committee was compiling a list of addresses that had bare areas that needed new plants, which would be completed during the 2018/2019 fiscal year. It was also noted that Bright View would be submitting a monthly Quality Site Assessment report for review. Cardinal was directed to send a letter to the members advising them of the tree trimming dates. The proposals from Brightview Landscape for 8406 Goldsport Circle and 8386 Sunbeam were noted to have been approved last month. No action was required. There Newsletter Committee requested ideas for the December newsletter. Some suggestions were holiday recipes, community volunteers, and the date for a holiday gathering. No action was required. Director Graves, reporting for the RV Lot Committee noted that the RV Lot Agreement was completed and needed approval and he would like to appoint Rebecca Ross as the new committee chair. A Motion was duly made, seconded, and unanimously carried to appoint Rebecca Ross as the committee chair for the RV Lot Committee. A Motion was duly made, seconded, and unanimously carried to accept and adopt the new RV Lot Agreement presented by Director Graves. It was noted that all Rules and Regulations were going to be reviewed by the Association s attorney and this agreement would be included in that review. Director Graves and Rebecca Ross would be creating a letter to send to all RV Lot tenants regarding the new agreement to be reviewed at the December 2018 Board Meeting. Paula Snyder, Social/Welcome Committee Chair, reported the committee needed additional volunteers. Ms. Snyder also requested input on a schedule date for a holiday gathering. The Board directed Ms. Snyder to send dates to Cardinal for the holiday gathering which would then be reviewed. No action was required. The Social Committee Charter was reviewed. It was noted that the charter needed to be revised. Director Francis would review and revise the charter. Cardinal was directed to place the Social Committee Charter on the agenda for review at the December 2018 Board Meeting. Director M. Kohls provided the Finance Committee Report. A Motion was duly made, seconded, and unanimously carried to accept the October 2018 Financial Statement, as submitted, subject to audit. Cardinal was directed to include a note on the financial cover page when a bank statement was not received. BRIGHTVIEW PROPOSALS NEWS. COMM. CHAIR AGGREMENT SOCIAL/ WELCOME SOCIAL COMM. CHARTER FINANCE The Directors reviewed the current Aging Report. No action was required. The Directors reviewed the proposal from Proserv for community wide common line AGING REPORT CAMERA
Page 4 hydro jetting. It was noted that the proposal was incomplete as the vendor was unable to access all of the units. It was noted that Director Francis new of Sebastian Plumbing and would contact them for a hydro jetting proposal to be presented to the Board. Cardinal was directed to contact the homeowners listed on Proserv s proposal for access and coordinate with Proserv once the homeowners had been contacted. The Directors reviewed proposals from Aquatic Balance for spa heater maintenance and for the leaking circulation pump. A Motion was duly made, seconded, and unanimously carried to approve proposal number 23741 at an amount not to exceed $170.00 and proposal number 23758 at an amount not to exceed $253.81. Cardinal was directed to notify the vendor of the Board s decision. The Directors reported the roof project was on-going and progressing as scheduled. It was noted that an onsite roofing project meeting would be November 29, 2018 at 3:30 p.m. with the Board and Grant Davis. No action was required. The Directors reviewed the revised Annual Calendar. Director Hampton requested that Meet the Candidates Forum be added to October for the 2019 Annual Calendar. Cardinal was directed to add the item the the annual calendar. The meeting was adjourned to the Annual Meeting at 7:43 p.m. The meeting was reconvened at 8:30 p.m. The Directors reviewed the notice from Southern California Edison regarding the business rate changes in March 2019. No action was required. The Directors reviewed the Board Code of Ethics. Cardinal was directed to place the Board Code of Ethics on the December 2018 agenda and bring copies for signatures by the new directors. A Motion was duly made, seconded, and unanimously carried to approve two authorized signature groups for the roof loan distributions. Group one would be Directors D. Kohls, Andrew Youngmark, and Don Graves. Group two would be Directors Ed Francis and Karen Hampton. The roof loan authorization would require one signature authorization from each group. Cardinal was directed to notify the loan officer, Sanjaya Arangalla from Cal West Bank. SEWER LINE PROJECT AQUATIC BALANCE ROOF PROJ. ANN. CAL. H/O CORR. ADJOURN RECONVENE SCE RATE CHANGES BOARD CODE OF ETHICS The Directors reviewed correspondence from the owner with account number SN- 0035-0039-01 regarding a parking violation. No action was required as the violation had been corrected. LOAN AUTHORIZA- TION The Directors discussed the Board Training class to be conducted by John MacDowell of Fiore, Racobs, & Powers and Farrah Esquer of Cardinal Property Management. It was determined that the class would be held on Tuesday, January 29, 2019 BOARD TRAINING
Page 5 at 5:30 p.m. Cardinal was directed to confirm the date with the instructors. The Directors discussed the Rules Committee process. A Motion was duly made, seconded, and unanimously carried to approve the Rules and Regulations, Parking Rules, and the RV Lot agreement to be reviewed by the Association s general counsel. Cardinal was directed to notify general counsel of the Board s decision. The next Board Meeting was scheduled to be held on Monday, December 17, 2018. There being no further business, a Motion was duly made, seconded, and unanimously carried to adjourn the Regular Meeting at 8:45 p.m. Submitted by: April Dana, CMCA ATTEST: Deb Kohls, President SECRETARY CERTIFICATION Date I, Karen Hampton, the appointed Secretary of the Springhurst Townhomes Homeowners Association, do hereby certify that the foregoing is the true and correct copy of the Minutes of the Board of Directors Meeting held on, as approved by the Board Members in attendance of the Meeting. Karen Hampton, Secretary Date RULES PROCESS NEXT MEETING ADJOURN SUBMITTED ATTEST SECRETARY CERT.