Board of Directors Meeting, September 20, 2006, Minutes
OAKS NORTH MARBELLA HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
September 20, 2006
The Board of Directors Meeting of the Oaks North Marbella Homeowners Association was held on Wednesday, September 20, 2006 at the Oaks North Community Center, pursuant to the notice thereof sent to all Board members. It was determined that a quorum was present and the meeting was called to order by the President, Karen Wiley at 10:07 a.m.
Directors present: Karen Wiley, Jay Riesenberg, Jim Coote, and Marilyn Tipler.
Also present: Gerald & Mary Jo Coughlin, Greg Weiland and Chon Campillo (US Lawns), and Wendy DeVuyst.
MINUTES OF PREVIOUS MEETING
A motion was duly made by Karen Wiley and seconded by Marilyn Tipler to approve the minutes of the previous Board meeting of 8/16/06 as written. Motion carried.
MEMBER PARTICIPATION
A. Gerald and Mary Jo Coughlin (13045 Ave. Marbella) were here to discuss the problem of mail theft in the community. They are requesting permission to replace their mailbox with a locking mailbox from Home Depot that is approximately the same size and color as the existing mailboxes. The mailbox costs about $75 and would be for both incoming and outgoing mail. The Board advised that they would need approval from the Oaks North Community Center ARC to replace the mailbox.
COMMITTEE REPORTS:
A. Maintenance … Karen Wiley
Oaks North Marbella HOA minutes
Sept. 20, 2006
Page -2
Committee Reports (continued)
C. Long Range Planning Committee
CORRESPONDENCE
A. A letter was received about a broken mailbox post at 18004 Via Rota. No action required at this time.
FINANCIAL REPORT … Jay Riesenberg
A. Financial Statement - The Board reviewed and approved the financial report ending 8/31/06. We are under budget year-to-date by about $3368.
B. Reserve Study – The Board reviewed the revised figures to update the Reserve Study. The new figures indicate that we are over funded for the required amount and do not need to make the annual contribution to the Reserves in 2007.
C. Begin Work on 2007 Budget – The Board reviewed the figures for the 2007 budget. This will need to be approved at the October Board meeting.
UNFINISHED BUSINESS
A. Oaks North Community Center Architectural Review Committee (ONCC-ARC) – Larry Allen was not present, but indicated he had nothing new to report.
B. Limit Access to Greenbelt Path – Larry Allen has not followed up with the City of Poway to install additional posts to block more of the access from Poway onto our greenbelt path. However, there have not been any vehicles on the greenbelt from this area.
C. Slope Maintenance by Owners – Karen Wiley has 8 addresses where owners still need to do maintenance work on their slopes. Letters will be sent to these owners.
D. Annual Meeting/Board Elections - The Annual Meeting is Wednesday, November 1, 2006 at 2 p.m. The Board needs to be there at 1 p.m. for a meeting to count the ballots. Jay Riesenberg has decided not to run for re-election. We need to find a third candidate for the Board. Ballots will be mailed out by October 1st.
A motion was duly made by Karen Wiley and seconded by Jim Coote to conduct the election of Directors by mail. Motion carried.
Oaks North Marbella HOA minutes
Sept. 20, 2006
Page -3
Unfinished Business (continued)
A motion was duly made by Karen Wiley and seconded by Jay Riesenberg to appoint Wendy DeVuyst as the Inspector of Election to receive and count the ballots. Motion carried.
E. Mail Theft – Karen Wiley checked with the post office and they will not install additional outgoing mailboxes in our community. Discussion on the locking cluster mailboxes. The post office determines the size of these boxes (how many homes they service) and their locations. The cost of the boxes is about $1000 each, plus installation. We would probably need about 16 of these boxes. We would have to do a special assessment and get the owners to approve it before we could proceed. Discussion on allowing individual owners to purchasing locking mailboxes that are approved by the post office and the Oaks North Community Center ARC. A motion was duly made by Marilyn Tippler and seconded by Jay Riesenberg that the Board find a suitable locking mailbox to recommend to the ARC for use by individual owners in Marbella. Motion carried.
NEW BUSINESS
A. Holiday Decorations – Roland Kramer will be invited to the next Board meeting to discuss the holiday decorations at the entrance.
B. Karen Wiley noted that there are dead palm fronds that need to be removed in the yard at 12985 Ave. Marbella. In addition, there are a lot of weeds in the driveway, sidewalk and curb area at 12975 Ave. Marbella. Letters will be sent to both these owners.
With no further business to be brought before the Board, the meeting adjourned at 11:39 a.m.
Respectfully submitted,
Wendy DeVuyst,
Recording Secretary
NEXT BOARD MEETING: Wednesday, October 18, 2006 at 10:00 a.m.
BOARD OF DIRECTORS MEETING
September 20, 2006
The Board of Directors Meeting of the Oaks North Marbella Homeowners Association was held on Wednesday, September 20, 2006 at the Oaks North Community Center, pursuant to the notice thereof sent to all Board members. It was determined that a quorum was present and the meeting was called to order by the President, Karen Wiley at 10:07 a.m.
Directors present: Karen Wiley, Jay Riesenberg, Jim Coote, and Marilyn Tipler.
Also present: Gerald & Mary Jo Coughlin, Greg Weiland and Chon Campillo (US Lawns), and Wendy DeVuyst.
MINUTES OF PREVIOUS MEETING
A motion was duly made by Karen Wiley and seconded by Marilyn Tipler to approve the minutes of the previous Board meeting of 8/16/06 as written. Motion carried.
MEMBER PARTICIPATION
A. Gerald and Mary Jo Coughlin (13045 Ave. Marbella) were here to discuss the problem of mail theft in the community. They are requesting permission to replace their mailbox with a locking mailbox from Home Depot that is approximately the same size and color as the existing mailboxes. The mailbox costs about $75 and would be for both incoming and outgoing mail. The Board advised that they would need approval from the Oaks North Community Center ARC to replace the mailbox.
COMMITTEE REPORTS:
A. Maintenance … Karen Wiley
- Punch List – Ms. Wiley gave a new punch list to US Lawns. The Lemon tree in the Citrus grove that died due to too much water has been replaced by US Lawns at their expense.
- Reseeding Bare Areas in Greenbelt – US Lawns feels we need to aerate these areas again before re-seeding. Discussion on de-thatching the lawns. This is a very expensive process. US Lawns recommends that they cut back the grass very short during the winter and then overseed it to accomplish similar results. There was a question as to whether or not there is a fungus is some of the greenbelt grass. Discussion. US Lawns will have a soil analysis done.
- Shared Slope with Villas – US Lawns is trying to get in touch with the landscaper for the Villas to coordinate the cleaning out of the brow ditch between the two properties. US Lawns gave us a bid of $75 to remove the small pine tree on our portion of this slope. A motion was duly made by Karen Wiley and seconded by Jim Coote to approve $75 for this tree removal. Motion carried. When they remove the pine tree they will also trim up the nearby fan palms, removing the dead fronds.
- Plants at Entry – The new flowers are not doing well. Discussion on possible replacements. Greg Weiland suggested we add more perennial shrubs and shrink the size of the flower bed and change out the flowers 3 times a year. The Board asked for a bid to do this work.
- Irrigation Controller at Via Nasca – The new controller was installed.
Oaks North Marbella HOA minutes
Sept. 20, 2006
Page -2
Committee Reports (continued)
- Battery Operated Controller – The battery operated controller failed and had to be replaced on 9/7/06 for a cost of $200. A motion was duly made by Karen Wiley and seconded by Jay Riesenberg to ratify the approval of the $200 for this controller. Motion carried.
- Pest Infestation of Eucalyptus Trees – There is a beetle eating the leaves of the Eucalyptus trees. This could potentially kill the trees. Discussion on possible solutions. Bids will be obtained to treat these trees.
- Tree Trimming Work – To be discussed next month.
- Status of Entry Lighting – Jim Coote reported that all lights are working.
C. Long Range Planning Committee
- Revision of CC&R’s – Karen Wiley, Marilyn Tipler and Jim Coote met and reviewed the revised CC&R’s as presented by the attorney. We will now schedule a meeting to review the revisions with the attorney. The Board will ask him at that meeting if they should first amend the amendment clause in the CC&R’s in order to change the percentage required to have the members pass the entire document at a later date.
CORRESPONDENCE
A. A letter was received about a broken mailbox post at 18004 Via Rota. No action required at this time.
FINANCIAL REPORT … Jay Riesenberg
A. Financial Statement - The Board reviewed and approved the financial report ending 8/31/06. We are under budget year-to-date by about $3368.
B. Reserve Study – The Board reviewed the revised figures to update the Reserve Study. The new figures indicate that we are over funded for the required amount and do not need to make the annual contribution to the Reserves in 2007.
C. Begin Work on 2007 Budget – The Board reviewed the figures for the 2007 budget. This will need to be approved at the October Board meeting.
UNFINISHED BUSINESS
A. Oaks North Community Center Architectural Review Committee (ONCC-ARC) – Larry Allen was not present, but indicated he had nothing new to report.
B. Limit Access to Greenbelt Path – Larry Allen has not followed up with the City of Poway to install additional posts to block more of the access from Poway onto our greenbelt path. However, there have not been any vehicles on the greenbelt from this area.
C. Slope Maintenance by Owners – Karen Wiley has 8 addresses where owners still need to do maintenance work on their slopes. Letters will be sent to these owners.
D. Annual Meeting/Board Elections - The Annual Meeting is Wednesday, November 1, 2006 at 2 p.m. The Board needs to be there at 1 p.m. for a meeting to count the ballots. Jay Riesenberg has decided not to run for re-election. We need to find a third candidate for the Board. Ballots will be mailed out by October 1st.
A motion was duly made by Karen Wiley and seconded by Jim Coote to conduct the election of Directors by mail. Motion carried.
Oaks North Marbella HOA minutes
Sept. 20, 2006
Page -3
Unfinished Business (continued)
A motion was duly made by Karen Wiley and seconded by Jay Riesenberg to appoint Wendy DeVuyst as the Inspector of Election to receive and count the ballots. Motion carried.
E. Mail Theft – Karen Wiley checked with the post office and they will not install additional outgoing mailboxes in our community. Discussion on the locking cluster mailboxes. The post office determines the size of these boxes (how many homes they service) and their locations. The cost of the boxes is about $1000 each, plus installation. We would probably need about 16 of these boxes. We would have to do a special assessment and get the owners to approve it before we could proceed. Discussion on allowing individual owners to purchasing locking mailboxes that are approved by the post office and the Oaks North Community Center ARC. A motion was duly made by Marilyn Tippler and seconded by Jay Riesenberg that the Board find a suitable locking mailbox to recommend to the ARC for use by individual owners in Marbella. Motion carried.
NEW BUSINESS
A. Holiday Decorations – Roland Kramer will be invited to the next Board meeting to discuss the holiday decorations at the entrance.
B. Karen Wiley noted that there are dead palm fronds that need to be removed in the yard at 12985 Ave. Marbella. In addition, there are a lot of weeds in the driveway, sidewalk and curb area at 12975 Ave. Marbella. Letters will be sent to both these owners.
With no further business to be brought before the Board, the meeting adjourned at 11:39 a.m.
Respectfully submitted,
Wendy DeVuyst,
Recording Secretary
NEXT BOARD MEETING: Wednesday, October 18, 2006 at 10:00 a.m.
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