Camino Del Prado HOA
Board of Directors Meeting
July 7th, 2020 v1a – Virtual Meeting due to Covid 19
DRAFT DRAFT DRAFT
- CALL TO ORDER
The meeting was called to order by Board President Chris Shull at 6:42 P.M. Other Board members in attendance were Mehmet Musa, Dr. Satya, Barbara Smith and Rupa Pal. Attending for The Masters Group (TMG) was Rob March. The meeting was held virtually due to COVID 19 shelter-in-place orders.
- APPROVAL OF MINUTES
A motion was made, seconded, and passed to approve the Board of Directors meeting minutes of May 28th, 2020 v1b. The June 10th, 2020 a special meeting focused on fireplace and minutes are to be reviewed at the next meeting in July 2020.
- FINANCIAL REPORTING
A motion was made, seconded, and passed to accept the financials for May 31st, 2020. This included the A/P, A/R and Bank Statements over the same periods. Areas of review to include the water, lighting and insurance YTD expenditures.
FY 2019/2020 Review – The Association will order a Review and Tax Return for the closing of the fiscal year ending in June 2020.
- OLD BUSINESS
Adams Pool Resurfacing Status – The re-plastering of both the pool and spa has been completed and the City has signed off the permit. A leak in the spa has been addressed by Adam’s Pool.
Termite Treatments – Advanced Termite Solutions (Dutch Perez) will start scheduling the backlog of termite treatment and tenting on the schedule.
Candidacy Period – The Association will start soliciting members who wish to serve on the board for a 2-year term. The election process for this period is extended due to following the Association’s Election Rules process. There are two positions are two- year terms.
Election Schedule:
- July 2020 – Solicit members who wish to become candidates to serve on the board. There are two board positions that need to be elected.
- August 2020 – A ballot will be sent to all members to vote on their choice amongst the candidates for board positions. This will include candidate statements
- September 2020 – The ballots will be opened at the annual membership meeting.
Tree Removal – It was noted that three (3) trees are scheduled for removal based on the City issuing an authorized permit. Additional tree trimming of the large Eucalyptus and peripheral trees is being bid out and reviewed. With the permit issued, the City is expecting a replacement of trees within the community within 90 days of removal. The Association will review the options available for tree types and sources. This will include connecting with City Trees who provide trees for low or no cost for replanting. The Association is planning on planting a group of trees located where the new development is being built to help screen the multi-story building.
Landscape Updates –
- Irrigation Audit – It was reported that the current irrigation schedule calls for nearly daily watering of the common areas. An audit of the irrigation system will be ordered to include day, times of day, duration all by Zone. This is being driven by the water budget being exceeded. Reference locations 1035 F and 1355 K.
- Chemical Treatments Applied by Del Conte Landscape – The Association has confirmed that the Landscaper will post in advance chemical treatments at the Club Room. The Association will be reviewing natural treatments as an alternative to the man-made chemical treatments presently used at the community to manage weeds and insects.
- Club Room Landscape – Tabled. It was recommended to re fortify the Carpet Rose plants at the club room area. Bid is $45.00 per bush, planted plus irrigation upgrades necessary.
- Grass Areas – Tabled. It was observed a number of areas are having dead or depleted grass conditions that need to be addressed either with substitution of plants, removal and wood chips, or restoration of grass.
- Bender-board in Playground/Swing Area – The damaged bender board to be replaced when work crews get caught up with work in the queue. TMG to order.
Pool Fence – It was noted that the Association will have the wrought iron pool fence bid out for replacement. And, optionally with repairing the damaged areas. Competitive bids are to be secured.
Fireplace Deficiency Restoration Plan – The Association has been reviewing, discussing and planning for Member’s to have their deficient fireplaces either replaced or converted to an alcove design. At present, approximately 1/3 of the members wish to select the alcove design and have the Association manage through a Project Manager, the construction and billing process. At present, CMA Consulting has provided a set-up and per unit bid to full fill the project management position. The board had asked for a competitive bid for the project management service. The project management will include design concept, drawings, permit and construction management, plus a post inspection service. Additionally, the Project Manager will secure contractor information (license, insurance, additionally insured certificate, and construction schedule (updated weekly) regardless of the construction choice by member. A final disposition and inspection will cap off the Project Managers tasks for this fireplace project.
Fireplace Key Dates:
July 15th, 2020 – Members’ notified about key dates and re starting of the schedule
November 15th – Member contract with contractor due date (executed with schedule dates from start to finish of building out)
Fireplace Restoration and Use Policy – It was reiterated that members/residents are forbidden to use their fireplaces at this time. The Association is seeking a solution for all members.
Fireplace Deficiency Table by CMA Consulting:
- It was noted that general photographs of the project and a review by Home will be made available to the Members by month end. The review by home will provide further details as to the condition of specific homes per the defect descriptions noted below.
- NEW BUSINESS
Association Projects – It was noted that the Association will be concentrating on roof replacement starting 2021.
- NEXT BOARD OF DIRECTORS MEETING
The next board of directors meeting is scheduled July 23rd, 2020 starting at 6:30 PM – Virtual.
- ADJOURNMENT – The meeting was adjourned at 8:22 P.M.
