Personal Notes, HOA Meeting 05-01-2025
HOA Meeting Notes 05-01-2025
Meeting conducted via video conference (Microsoft Teams)
Directors Present: Chris Andre, Dave Quinsey, David Samo, Mita Schumacher, Ed Wenz
FirstService Residential
Tiffani Rivers - Community Manager
Carrie Heieck, General Counsel, Tinnely Law
III. HOMEOWNER FORUM
Two homeowners were unable to speak during the session. Tiffani said that she unmuted their microphones. She said they have to unmute their microphones too. At least one of the homeowners has previously successfully unmuted the microphone to speak, so presumably knows how to do it. Tiffani said there might be a computer issue. One of the homeowners then sent an email to Tiffani, but when Tiffani unmuted that person’s microphone again, the homeowner was still unable to address the board.
Homeowner #1
The phone code to dial into the meeting doesn’t work. <Note: confirmed by another homeowner.>
Months ago, you said that you started the process. Have you requested the bids for a new property management company? Chris said, it is in process.
During the recent recall meeting several homeowners expressed a desire to be a director, i.e. member of the board of directors. They don't need to wait for someone else to submit a recall petition. There are two openings on the board now (in the upcoming election). We need some independent people to apply. Candidate application for board of directors (pdf).
About 6 months ago the landscaper proposed to replace a small tree next to my lot because it was killed by gophers. The board said it wasn't urgent. Now, the tree will be replaced during the heat, without the benefit of winter rain, or it will delayed for close to a year. The HOA area by my lot has been riddled with gopher holes. They destroyed other plants as well. The gophers then tunnel under my fence where I have to deal with them. The HOA contract with the landscaper states, "Limited labor and materials for gopher control shall be included." Yet, despite the damage to the HOA, I've heard no discussion by the board about the gophers and the contract. FirstService has been silent as well. We pay over $20,000 per month on the landscape contract, yet the HOA fails to fully enforce it.
On a positive note, the weeds were growing high by my lot, but when I went to take a photo yesterday, I was pleasantly surprised that the weeds had been cut. However, please tell O'Connell not to blow debris on my lot and driveway.
Some plants have finally been spreading on the slope by my house. Some of the ground is finally being covered. If the HOA runs the irrigation as they're obligated, perhaps the plants will survive the summer, and maybe spread. That would be great as it would leave me with much less need to attend every meeting.
Homeowner #2
The City installed signs.
Homeowner #3
The retaining wall on Claret is looking good. Drainage looks good.
Ed Wenz said it should be finished next week. No one should sit or walk on it, yet. There are two drains.
IV. COMMITTEE UPDATE & INVITED GUESTS
A. SOCIAL COMMITTEE
Next event June 29, 4p-7p picnic in park. Need check for ice cream vendor or they'll have to pay ATM fee. Tiffani says they need the amount for the board to approve to release the check for the ice cream social. $1100 King Cream. Approved unanimously.
B. FINANCE COMMITTEE
Generally, under budget.
Exceeding the budget: water $18,000 over budget.; General Counsel over budget, Landscape maintenance over budget.
Three bids have been requested for management companies.
Security: Homeowners will be surveyed
Three bids separate from O'Connell. All four will be reviewed.
C. LANDSCAPE COMMITTEE
Cathy J. presented.
Walk through in February.
Fire meeting in park this Saturday at 10am.
New plants at monument--landscaper says they should last two years. Committee looking to plant
Bees in irrigation box off Calico. The homeowner is aware. Tiffani will have it addressed. She said the bee keeper was there today. They moved 12 hives in 30 days.
Mariposa--Agave everywhere. She said they may remove some to plant elsewhere.
Chris said they can be propagated without removal.
Irrigation: Water was running. Irrigation boxes are filled with water. She said it is her understanding that only one person is checking. She said at her HOA they checked it monthly, and given the water expense it should be checked here.
Fire Dept said the Pepper Tree behind Calico needs to be removed. However, that is maintained by NorthStar. Tiffani sent a note to NorthStar.
D. WELCOMING COMMITTEE
Mita S. presented.
No new people welcomed.
Ed asked if the homeowners are informed about the Governing Documents. Mita explained what information is provided. She said it was approved by the board.
Tiffani said that the Governing Documents are provided when a home is purchased.
V. REPORTS
A. MANAGEMENT REPORT
July 24 Annual Meeting.
Claret wall progress.
May 3 fire meeting.
B. WORK ORDER REPORT
11 orders this month
3 are closed, the remaining are being finalized and checked before closing.
Several were bees. Several bee hives were in irrigation boxes. Box lids are broken which is how bees are getting in.
Fence maintenance. Lighting at the monument.
C. LANDSCAPE WALKTHROUGH/PUNCHLIST
6 items.
Ground cover proposals/bids.
Irrigation overspray.
Landscape details.
VI. CONSENT CALENDAR
A. OPEN SESSION MEETING MINUTES - MARCH 2025
B. FINANCIAL STATEMENT - MARCH 2025
End of March.
$65k net operating loss.
$315,000 reconstruction budget
Over $1 million in assets.
Approved unanimously.
VII. UNFINISHED BUSINESS
A. RETAINING WALL UPDATE
Discussed during Homeowner Forum
B. NEW GARBAGE RECEPTACLE LOCATIONS
Tabled again
VIII. NEW BUSINESS
A. LANDSCAPING PROPOSALS
By O'Connell
Sevilla monument: mulch; various planting locations;
Kathy J. said they didn't recommend mulch, and didn't think more plants were necessary yet given the need for irrigation.
Chris thinks that 6 Bougainvillea, 6 white rose type bushes are for across the street, and possibly to replace plants that died. Then Chris said it is for an upper level. Approximate cost $670. He said the 2nd and 3rd level near the monument.
Samo asked for photos. Chris told him where the photos are in the packet. Samo asked for it to be tabled if it isn't absolutely necessary. Samo asked if it will just die again. Chris told Tiffani that the irrigation should be checked to ensure it will support the plants.
There are proposals for various bare areas in the community, with included proposals and photos. Samo said that he doesn't have the photos. He said it shouldn't be done unless absolutely necessary. Chris again referred to various bare areas: Claret, Cala Lily, and Mirador dead Oak. Samo is against the ground cover Myoporum. Samo asked what happens if they replace the tree that gophers destroyed. Tiffani said they are attempting to deal with the gophers. She said they are on slopes.
Tabled.
B. PATROL
The board has been reviewing contracts. They are going to terminate the current contract with Security First because [The reason is redacted at the request of the board]
Approved unanimously.
Secure IT, has personnel tracking. Cost will not exceed current security budget.
The schedule for patrol was briefly discussed but redacted here at the request of the board.
Approved unanimously.
C. COMMUNITY NOTICES
Fire town hall, Claret town hall notices were sent.
This month: Picnic in the park. Newsletter.
Tiffani asked if more notices are needed.
Chris said notices regarding fences that need to be painted, and unapproved sheds.
Mita suggested notices that painting and other improvements need to be approved.
Samo asked if a roof is replaced with similar, does it need to be approved. Chris and Ed said it does need to be approved. Tiffani said repairs of broken tiles for example, don't need to be approved. Ed said our roofs are 30- 40 year roofs.
Mita said two roofs, one on Bella Vista and the other on Sevilla are being replaced. Directors said those need to be submitted for approval.
IX. NEXT BOARD MEETING
The next Open Session Meeting is scheduled for May 29, 2025 at 5:00 pm via Teams
X. ADJOURN
6:13pm