PLAYMOR BERNARDO HOMEOWNERS
BOARD OF DIRECTORS
MEETING MINUTES

July 21, 2008

Call to Order / Opening Remarks by the President (7:05 p.m.)          

Meeting Minutes for June 16, 2008- approved as amended (7:17 p.m.) 
                                               
Owners Forum: (7:18 p.m.)
Owners may address The Board – 2 minutes for each homeowner – collectively 30 minutes maximum.  (Written submissions accepted over 30 minute time limit.)

• A homeowner asked about the HOA monthly dues increase of $10 per month that took effect July 1, 2008.  He said he understood from Jeff Wilson last year that if the $2000 Special Assessment passed then monthly fees would not go up.  The manager explained that she remembered the Board talking about monthly fees going down after the sub-metering was done.   Board member, Debbie Burke, noted the discussion about dues going down because the $200,000 for water will be removed from the budget.  It will take 1 to 2 years, but it should happen.  The manager also explained that a vote by the Board of Directors resulted in the dues increase, it was not the decision of one member of the Board. 
• Board member, Allen Hogan, asked to clarify with Debbie, if the water line item is removed there still may be another need for the $200,000 somewhere else.
• A homeowner asked about the ratio of renters to owners in Playmor.  The Manager answered about 22%.
• A homeowner expressed her concern with the Landscapers using their cell phones during working hours.  She has observed one or two workers on the phone.  Manager will address this issue with the staff.
• A homeowner requested that we change the red color on the trash can zones.  Playmor needs the extra room for cars, not trash cans.  She asked if it was possible to just enforce these zones on Tuesdays (trash pick-up days).  The Manager explained that we could not because our streets are city enforced.  Board member, Debbie Burke, said the HOA will call the city to look into this issue.

 

Violations: (7:34 p.m.)

                                                 

 

 

• Letter from Owner regarding Notice of Hearing for parking violation.

• Letter from Owner regarding Notice of Hearing for barking dogs.

 
Committee Reports (8:25 p.m.)

• Landscape Committee: 

• Board member, Linda Steverson, addressed the Board of Directors regarding new wall plantings and irrigation of those wall plantings.

 

• The Board resolved:
• Some new plantings will be done before the fall.
• Sprinklers will be used as necessary.
• Landscape Committee will work with the Manager to coordinate staff. (MSC)

 

Owners Request (9:50 p.m.)

• The Property Manager for the homeowner at 17xxx Fairlie Road requested to appeal the fine imposed on this property at the May 19, 2008 Board meeting.  No Board member made a motion for further discussion on this fine as no new evidence was presented to the Board. This appeal was denied.
• Homeowner at 17xxx Fairlie Road had written two e-mails expressing maintenance concerns.
• The Manager explained the written responses in an e-mail addressed to the homeowner.
• President, Jeff Wilson, made a motion to ask homeowner what they wanted to do with a certain item on the list.  (MSC)
• Homeowner at 17xxx Fairlie Road requested to rescind $100 fine imposed at the May 19, 2008 meeting. No Board member made a motion for further discussion on this fine as no new evidence was presented to the Board.  This appeal was denied.  (MSC)

Note:  At the July meeting there were three (3) Board members who were willing to advocate the appeal for further discussion and possible waiver if the letter from the dish company is brought to the Board regarding the signal reception issue. The manager was directed to let the owner know this information.

• Two homeowners who received letters regarding a tree, bush or vine from the HOA made requests for the Board:
• 17xxx Fairlie Road:    Architectural change request- Denied   (MSC)
• 17xxx Fairlie Road:    Requested that the grape vine remain climbing across                                            their second story deck railing- Denied  (MSC)
• The Board resolved:
• The vines must be removed in order to preserve the integrity of the buildings exteriors”.  (MSC)

• Votes needed from the Board this month:

Pre-lien/ loss of amenities letter recommended for:

• Owner                11xxx Timaru Way                 No Cut if Vacant               (MSC)
• Owner                17xxx Ashburton Road          No Cut if $750 is received (MSC)
• Owner                17xxx Ashburton Road           Cut if no payment by 8/15 (MSC)
• Owner                17xxx Ashburton Road          Cut if no payment by 8/15 (MSC)
• Owner                11xxx Timaru Way                 Manager will call owner- Review                                                                                  next month  (MSC)
• Owner                17xxx Ashburton Road          No cut- unit abandoned  (MSC)
• Owner                17xxx Ashburton Road          Board will review next month(MSC)

• A real estate agent made a request to the Board to waive the late fees on an owner account. A motion was made to waive $347 of late charges.  (MSC)

 

 

 

Manager’s Report (6:44 p.m.)
Special Assessment 2008 Update:

1. The last building to be re-plumbed begins next week.
2. $75,000 has been transferred to the deposit account at Banco Popular to secure the HOA’s roofing loan. 
3. The Deck Replacement Project will begin in August. The wood for the first few decks will be delivered next week. 

• Vice President, Todd Clark, asked the Manager to inspect every deck after completion to ensure it was done properly. She is to do this “to make sure the contractor did what he said he was going to do”.
• President, Jeff Wilson, noted to please pay particular attention to stucco paint.

• Deck Project:

28    Decks are still in need of complete replacement.
111  Decks need to have their slats doubled over and above the 28 above decks.
49    Railings need to be fixed/ replaced/ over hauled.
38    Patio Wall facia need to be replaced.

In the whole community:
218  Decks are on second story buildings
58    Units are single story two bedroom
155  Decks are new to newer ranging from just now to 2-5-8 years old.
        Some of these “new” still need a new railing or to have their slats doubled.

• Vice President, Todd Clark, inquired about the possibility of an excel spreadsheet with important maintenance information for all units.

 

• Sidewalk repair/ replacement project:

Board member, Linda Steverson, inquired about the number of areas that the contractor is  fixing.  The Manger requested that the Board consider repairs in all of the noted areas to lessen the community’s liability risk.  Linda Steverson agreed.  The Board requested that the Manager only spend up to $20,000 on this project.  If more funds are needed, it would go to a Board vote.  Manager will update with current amount at next meeting.

• Financials

The Board of Directors has reviewed the monthly financial statements and approves them subject to review at year end by the auditor. 

The Board of Directors approved the bank reconciliation reports from May and June that had already been reconciled by the auditor.    (MSC)

Unfinished Business (9:20 p.m.)

• Board to discuss/ adopt water conversation issues. This item was tabled from May 19, 2008.  Manager was directed to put a note in the Playmor Post about rebates for low flush toilets.  Board member suggested periodically capping some sprinklers and performing inspections of our mixed meter sprinkler systems.
• The Board will continue on its’ collective effort to form a “vision” to outline the priorities of the Board, management and other staff for Fiscal Year 2009 and beyond.  This item was tabled for continued discussion as on ongoing project as the Board works on forming a strategic plan towards this goal.  Vice President, Todd Clark, will have something new for this agenda item next month.
• Board member, Linda Steverson, requested the following topics:
• Sidewalks that are lifted and need to be replaced: 

Status:  This project is currently underway.

• Decks that are a danger for someone to walk on: 

Status:  Replacement of Special Assessment decks begin in August.

• Slats put in all decks to code: 

Status:  Community inspection resulted in 111 decks in need of doubling.

• Driveways & parking spots: 

Status:  This Special Assessment project is next.

• Boards on walls that are rotted: 

Status:  Ongoing project.  Inspection noted 38 and counting.

• Fences need to be put back up at the places people walk: 

Status:  17xxx Fairlie Road work order will be generated this week for fence                             installation ASAP.

New Business (9:35 p.m.)

• Discussion on pool security cameras: Tabled to August 18, 2008 Board Meeting
• Window boxes discussion:  Manager to write in newsletter that all owners are to take plants off their window boxes.  The Board of Director’s reconsidered the prior Board’s decision to eliminate window boxes on the exterior of the buildings as this is a significant architectural change in appearance.  This Board wishes to enforce that owners are not allowed to place plants of any kind on the window box ledges.  (MSC)

Adjourn to Executive Session (9:41 p.m.)
Adjourn Meeting (11:37 p.m.)
Next Months Board Meeting will be held on
Monday, August 18, 2008, at 7:00 p.m. in the HOA Office, Pool # 2.

Prepared by PH- Administrative Assistant & RM- General Manager