CDP HOA Meeting Minutes July 7th 2020 Draft

Camino Del Prado HOA

Board of Directors Meeting

July 7th, 2020 v1a – Virtual Meeting due to Covid 19

DRAFT                                             DRAFT                                              DRAFT

  1. 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.

  1. 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.

  1. 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.

  1. 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.
  1. NEW BUSINESS

Association Projects – It was noted that the Association will be concentrating on roof replacement starting 2021.

  1. NEXT BOARD OF DIRECTORS MEETING

The next board of directors meeting is scheduled July 23rd, 2020 starting at 6:30 PM – Virtual.

  1. ADJOURNMENT – The meeting was adjourned at 8:22 P.M.

CDP HOA Board of Directors Meeting – July 7th 6:30 PM

Camino Del Prado Homeowners Association

 

Agenda

July 7th, 2020 – 6:30 PM Meeting v1b

Virtual Conference Call

(Note: This meeting was originally scheduled for June 25th, 2020)

 

  1. CALL TO ORDER

 

  1. OPEN FORUM

 

  1. APPROVAL OF MINUTES

– Previous Board of Directors Meeting Minutes

– Actions and Approvals Taken by the Board of Directors without a Meeting

 

  1. APPROVAL OF FINANCIALS

– Financials for April 2020 Review

– Reserve Account Review / Funding

– Budget Review and Discussions

– A/R Review

 

  1. OLD BUSINESS

– Review of projects from previous meeting

– Building Condition and Issues

– Fireplace Use Update (use of Fireplace remains prohibited)

– Landscaping (irrigation, new/replacement plants)

– Exterior Lighting & Termite Work

– Swimming Pool / Spa Resurfacing

 

  1. NEW BUSINESS

– Candidate Period Opening & Annual Meeting Update

 

  1. SCHEDULING OF NEXT MEETING

– The board of directors meeting is scheduled for:                       

Location & Time:  to be announced.  Announcement of meetings are posted on

Mailboxes and/or issued via email, or in special cases sent by US Mail.

 

  1. ADJOURNMENT

 

  1. Board Executive Meeting – HOA Logistics

– Board only

 

Still Closed: Pool, Spa, and Clubhouse

The Pool, Spa, and Clubhouse are closed.

We are working on a plan to reopen the the pool, but the new surface is still setting, the spa has a leak, we have not gotten sign off to reopen from the city inspector yet, and we have not yet implemented a COVID-19 protocol. These are all in progress; we do not anticipate opening for at least another few weeks.

Pool, Spa, And Clubhouse Closed

 

THE POOL, SPA, AND CLUBHOUSE REMAIN CLOSED. At this time, the County Health Department has made the process of opening the pool area prohibitively difficult and expensive. So even though there is water in the pool, sadly it may not be used. We will continue looking for viable ways to open the facilities.

 

Board Meeting May 28th 2020

Subject: Camino Del Prado HOA – Board of Directors Meeting May 28th, 2020 6:30 PM Virtual (see www.caminodelprado.org for further details and updates)

Dear Members

Please find the call/video-in information below if you wish to join the board of directors meeting on May 28th, 2020 starting at 6:30 PM.  In addition the base-Agenda v1b is attached.

Subject: CDP Meeting info

Meeting number: 621 230 569

Password: 9RiJUVUq5P4 (97458887 from phones and video systems)

https://meetingsamer9.webex.com/meetingsamer9/j.php?MTID=m88bde6be461a7ed962c3642b39b829c8

Join by phone

+1-408-418-9388 United States Toll

Access code: 621 230 569

Thank you.

Rob March

Association Manager, CDPHOA

Camino Del Prado Homeowners Association

Agenda
May 28th, 2020 – 6:30 PM Meeting v1b

Virtual Conference Call – (see Caminodelprado.org for call in info)
1. CALL TO ORDER
2. OPEN FORUM
3. APPROVAL OF MINUTES
– Previous Board of Directors Meeting Minutes
– Actions and Approvals Taken by the Board of Directors without a Meeting
4. APPROVAL OF FINANCIALS
– Financials for April 2020 Review
– Reserve Account Review / Funding
– Budget Review and Discussions
– A/R Review
5. OLD BUSINESS
– Review of projects from previous meeting
– Building Condition and Issues
– Fireplace Use Update (use of Fireplace remains prohibited)
( NO DISCUSSION ON FIREPLACES AT THIS MEETING. A SPECIAL MEETING IS BEING SCHEDULED FOR MID JUNE 2020 for All Members)
– Actions to be taken by Members (deadline date / minimum action)
– Landscaping (irrigation, new/replacement plants)
– Exterior Lighting & Termite Work
– Swimming Pool / Spa Resurfacing
6. NEW BUSINESS
– Member Needs and Observations/Open Forum
– Candidate Period Opening & Annual Meeting Update
7. SCHEDULING OF NEXT MEETING
– The board of directors meeting is scheduled for:
Location & Time: to be announced. Announcement of meetings are posted on
Mailboxes and/or issued via email, or in special cases sent by US Mail.
8. ADJOURNMENT
9. Board Executive Meeting – HOA Logistics
– Board only

Update 4 18 20

Dear Members and Residents:

As we are rounding the corner for your late Spring 2020, the Association is busy getting things ready to re-enjoy. These include the Club Room and Swimming Pool Area/Facilities at Camino Del Prado HOA. While a full understanding is not completely known at this time locally, State-wide or Nationally on the re-opening and Use criteria or limitations, we will create work-arounds and policies that will aid in creating a functional and pleasing use of your community.

The Club Room – As some members may know, termites are unaffected by our world and have been busy dining on the club room. To this, we have the Club Room being prepped and treated/tented for termites from April 21 – April 25th, 2020. The Association wishes to get these treatments done while the Club Room remains closed for use. In some member’s homes, treatment for termites is being scheduled and action should be carried out soon where scheduling is between the members / occupants and vendor.

The Pool Facilities – As you can observe we were in the process of being re plastered and we estimate that work should be completed by mid to late June 2020 (earlier if restrictions are lifted). With the clear and sparkling water filled to the brim in the pool and spa. Again, the Association will be working on policies of use that will aide in keeping all things safe.

The Association will also be working on improving from a safety and use perspective other areas within the community to the delights of the members as well.

What can YOU Do – As member and resident, you can help keep the community to improve remain balanced by:
A. Placing your trash, recycle and compost bins out no earlier than 5:00 PM the day before pick-up and removing from full view the bins no later than 11:00 PM the night of pick-up for our City’s disposal process
B. If you see trash on the walkways, and by using a glove or piece of paper or wipe, pick it up and dispose of these items as is possible.
C. Maintaining quiet hours Sunday-Thursday from 8:00 AM to 10:00 PM, and Friday/Saturdays 9:00 AM until 11:00 PM.
D. Placing all damaged vehicles in your garages so as not to be seen and following the limitations on parking in the open areas.
E. Reporting areas of concern or that need improvement through the Association’s Portal.

These are but a few of the actions you can take to improve Camino Del Prado HOA and, of course, smiling and greeting each other while walking, bike riding or just driving through our community.

Thank you for All you do!

Rob March

NOTE: We will be holding our next board of directors meeting on April 23rd, 2020 virtually from 6:30 PM on (all are welcome to connect).