Park River Oak Estates Homeowner's Association

Meeting Minutes

PARK RIVER OAK ESTATES HOMEOWNERS ASSOCIATION
September 19, 2009 (Saturday) BOARD MEETING MINUTES

Board of Directors Present:

Marguerite Elia, President
Eric Olsen, Vice President
Alvina Tzang, Secretary

Member(s)/Guest(s) Present:  None

WELCOME:

A Board of Directors Meeting for the Park River Oak Estates Homeowners Association was called to order at 6:00p.m. at the Clubhouse.

FIRST ORDER OF BUSINESS—TREE TRIMMING

Some trees on the property are too overgrown and will eventually create a hazard for residents.  HOA received a bid of $1,680 from Carson Landscape Industries to trim some of our 100 trees.  All board members voted in favor of hiring Carson Landscape Industries to perform tree trimming on the premises.  

SECOND ORDER OF BUSINESS- COLLECTION CASES

HOA has not received any money from ASAP for six of our collection cases due to ASAP’s policy which states that ASAP will recover their own costs and expenses before our HOA will receive the balance of the money collected by ASAP.  ASAP, however, has paid themselves thousands from one collection home of ours.

The Board will explore other available collection agencies, including Ron Severaid.

THIRD ORDER OF BUSINESS—WATER DAMAGE UPDATE

The Duttons resubmitted their previous claim due to the water damage to their utility area.  They have reduced the claim from $475 to $405.  The Duttons provided proof regarding the damage to their personal property.  Marguerite Elia previously contacted all board members by email and all members approved and agreed to pay the Duttons $405 for their property damage.    It was a follow-up contact after a full meeting discussion at our previous Board meeting.

Repairs were completed on the Dutton property.   However, a couple of other residents have notified Marguerite Elia regarding water leakage problems in their units, that may be related to the developer’s responsibilities.

FOURTH ORDER OF BUSINESS— UPDATE ON BUILDING INSPECTION

The inspection report at 7755 George River Lane is now complete and a letter with the inspection report was submitted to SeaStar in order for SeaStar to complete necessary repairs.

FIFTH ORDER OF BUSINESS—ANNUAL MEETING AND BUDGET MEETING

The 2009 Annual Meeting is currently scheduled for November 15, 2009 (Sunday) at 5:00p.m. at the Clubhouse.

The annual budget meeting is scheduled for October 21, 2009 (Wednesday) at 6:30p.m. at the Clubhouse.

SIXTH ORDER OF BUSINESS—INSPECTOR OF ELECTIONS

The 2009 Annual Meeting is scheduled for November 15, 2009 and we will need three Inspector of Elections.  At this time we only have one Inspector of Elections and Marguerite Elia will contact and invite other remaining prospective inspectors.

SEVENTH ORDER OF BUSINESS—PERFORMANCE PROBLEMS WITH ALL-PHASE SECURITY

We are having several problems with All-Phase Security:

  1. Missing daily reports:  By agreement, All-Phase is supposed to provide daily reports to the Board.  However, Marguerite Elia notified the Board she has not received many daily reports, for months.
  2. Walkthroughs:  By agreement, All-Phase will perform 4-5 walkthroughs per day.  However, Marguerite Elia believes All-Phase has been doing fewer walkthroughs than established in our contract agreement with them.
  3. Surveillance camera upgrade:  The cost to upgrade the surveillance cameras on the premises is approximately $9,000, which turned out to be MUCH higher than All-Phase’s initial estimate.  Marguerite Elia previously requested All-Phase to provide a breakdown of the costs but still has not received it, to date.   The entire Board agreed that we will not spend $9,000 for a camera.

EIGHTH ORDER OF BUSINESS—LANDMARK LIMITED

The Board continues to have problems with Landmark.  Landmark has not followed-up on several work projects for eight months.   They were also supposed to contact All-Phase to follow up on the security reports but that still has not been done to date.  Additionally, Marguerite Elia reported that she has to make changes to Landmark’s letters because of Landmark’s failure to include pertinent content and key issues requested by the Board.  Furthermore, Marguerite Elia recently discovered through another homeowner that Landmark has been selling our CC&Rs to new homeowners for an additional $150 to themselves, when they are available free on our website. 

Marguerite Elia contacted two other prospective property management companies, but she determined both companies had poor references, and inadequate services.  A third company went out of business in Sacramento and relocated back to the Bay area.

Since the Board is unable to find another replacement management company at this time, all board members voted in favor of contacting Landmark to have a different property manager assigned to our HOA. 

The Board also discussed other alternatives in case we cannot find a suitable management company to replace Landmark.  For example, we can consider hiring one accountant to handle bookkeeping and an additional staff to handle other office matters. 

All board members voted in favor of exploring the alternative of an accountant to replace Landmark.  

NINTH ORDER OF BUSINESS—PARKING

The Board discussed the following issues regarding outdoor parking on the premises:

  1.  The Board will consider imposing a reasonable fee for reserved long-term outdoor parking under certain circumstances, at a future meeting after more lengthy research and discussion.
  2. Under no circumstances shall the Board approve a request for a reserved outdoor parking to a fourth vehicle within the same household. 
  3. Due to the limited outdoor parking spaces, the Board will consider designating no more than a total of six (6) reserved long-term parking spaces.  These six (6) spaces will be assigned on a first-come, first-served basis.   The problem may be six people paying for spaces, but 20 people taking them for free, by denying ownership of third or fourth cars.

 

TENTH ORDER OF BUSINESS—RESERVE STUDY

All Board members voted in favor of conducting the Reserve study by Bob Browning for $1,200.

ELVENTH ORDER OF BUSINESS—BROKEN CINDER BLOCK

There are damaged cinder blocks at the front entrance wall.  All Board members voted in favor of replacing the cinder blocks for $300.

 

NEXT MEETING

To be announced.

 

ADJOURNMENT:

Meeting was adjourned at 7:40p.m.

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Minutes prepared by: Alvina Tzang