|Reposted by San Lorenzo Express|
SAN LORENZO VILLAGE HOMES ASSOCIATION
February 20, 2014
ANNUAL MEMBERSHIP MEETING
MEETING NO. 1368(A)
1. Board President Catherine Kavasch raps the gavel at 7:15 p.m. and makes an announcement relative to the establishment of a membership-meeting quorum.
2. President Kavasch announces that a quorum of 10% of the membership is not present therefore no business can be conducted or action be taken and voted upon.
3. Amendments to the Code of Conduct for Board Members -– A member asked that this item be on the agenda. He stated that he would like to see a better system of "checks and balances" for the Board. What concerned him the most was that a few years ago the President of the Board was able to contact the Association's attorney without the knowledge of other Board members. This led to some substantial costs in attorney's fees. He stated that both the President as well as the Administrator should have some guidelines with respect to contacting the attorney and those guidelines should be addressed in the Association's Code of Conduct Policy.
4. Public Comment – Items not on the Agenda – A member said that she appreciated the current Board and how it conducts its meetings. In the past, the meetings were not always conducted as efficiently and quickly and she thanked them for the changes that have been made. A member asked that the Board get some assistance from EBMUD to help with the watering and the planting of yards in San Lorenzo. Several members thanked outgoing Board member Diane Wydler for her dedication and service to the community during her term.
5. Adjourn to Regular Board Meeting -– Chair Kavasch adjourned the Membership meeting at 7:25 p.m. to the regular scheduled Board meeting.
Recorded and Transcribed by: Kathleen Harrigan
Reviewed by: Susan Kleebauer, Administrator
1.1 MEETING CALLED TO ORDER -– The Regular meeting of the San Lorenzo Village Homes Association Board of Directors was held Thursday, February 20, 2014. President Kavasch called the meeting to order at 7:34 p.m.
1.2 SALUTE TO THE FLAG -– President Kavasch led the audience in the pledge of allegiance.
1.3 ROLL CALL –- Directors Catherine Kavasch, Diane Wydler, Steve Kirk, Wes Auten, and Cheryl Hoffmann were present.
2.0 MINUTES FROM THE PREVIOUS MEETING
2.1 Approval of Board Meeting Minutes #1362 on January 16, 2014 -– Director Kirk moves to approve Meeting Minutes #1362 on January 16, 2014, Director Hoffmann seconds, the motion carries unanimously.
2.2 Disposition of Executive Session #1363 on January 23, 2014 -– President Kavasch reported that the Board met to interview applicants for the open Board seat that is being vacated by Director Wydler. The new Board member will be introduced and seated later in the agenda.
2.3 Approval of Executive Session Minutes #1363 on January 23, 2014 -– Director Kirk moves to approve the Disposition of Executive Session #1363 on January 23, 2014, Director Wydler seconds, the motion carries unanimously.
2.4 Disposition of Executive Session #1365 on February 6, 2014 -– President Kavasch reported that the meeting included an update on the disposition of a CC&R violation as well as a discussion on how the Board would conduct the annual review of the Administrator.
2.5 Approval of Executive Session Minutes #1365 on February 6, 2014 -– Director Auten moves to approve the Executive Session Minutes #1365, Director Hoffmann seconds, the motion carries unanimously.
2.6 Approval of Work Session Minutes #1366 on February 13, 2014 -– President Kavasch stated she was disappointed that members did attend this Work Session where the Board met to discuss next year’s budget. These meetings are where discussions occur and Board decisions are made, she encouraged more homeowners to attend and give their input. Director Auten moved to approve the Work Session Minutes #1366, Director Wydler seconds, the motion carries unanimously.
2.7 Disposition of Executive Session #1367 on February 13, 2014 -– President Kavasch reported that this meeting was held to discuss and present the Board’s review of the Administrator.
2.8 Approval of Executive Session Minutes #1367 on February 13, 2014 -– Director Wydler moves to approve the Executive Session Minutes #1367 on February 13, 2014, Director Hoffmann seconds, the motion carries unanimously.
3.0 COMMITTEE REPORTS
3.1 Community Engagement Committee –- Director Hoffmann reported that the Lunar New Year event was a big success. There were approximately 100 people who attended, food was provided by Hunan Restaurant on Hesperian and the entertainment included a demonstration of Kung Fu and lion dancers. Original artwork by students at St. John Middle School was hung on the walls as part of the decorations. The San Lorenzo Business Expo is scheduled for March 1, 2014 from 10 a.m. to 1 p.m., in the Community Hall. This is a joint effort by the San Lorenzo Village Homes Association and the Castro Valley/Eden Area Chamber of Commerce to help promote local businesses. There are over 30 businesses signed up. Kristin Rodriquez, who has a local marketing business, has volunteered her expertise to help coordinate and promote the event. Director Hoffmann stated that the committee wanted all proceeds from this event to go to the San Lorenzo and Arroyo High School DECA programs, (DECA programs prepare emerging leaders and entrepreneurs in marketing, finance, hospitality, and management), she asked for a motion from the Board.
President Kavasch moves that all proceeds from this event go to the San Lorenzo and Arroyo High School DECA Programs, Director Hoffmann seconds, the motion carries unanimously.
*6.1 Hayward Executive Airport, Yearly Report –- Doug McNeleey, Airport Manager (timed agenda item 7:45 p.m.) – McNeleey gave a brief history of the Hayward Airport. He stated that in addition to recreational flights, the airport has air ambulance, media, charter, air cargo and law enforcement flights that utilize the airport. The airport also has noise monitoring devises that allows them to fine pilots through their noise ordinance. This has helped reduce noise complaints, which are down by 10% since 2012. McNeleey introduced Shawn Moran who is the airport's noise analyst. The Hayward Airport is committed to address and mitigate any noise problems and encourages residents to contact the airport at 510-293-8692 with their complaints. Operations at the airport have increased in the past few years, and they are planning to build a new administration building that will have amenities for the public. The building will cost approximately four (4) million dollars and should be complete by July 2014. The airport's hangars are currently at full capacity with a waiting list thus, it is in the process of building additional hangars to handle the overflow. McNeeley announced that the airport will have another Open House on a Saturday in May 2014. This event was extremely successful last year and it will include entertainment for the entire family. He will get more information to the Association once he has a date.
Director Hoffmann asked if there are designated times of the day when the noise decibels need to be lower than others. McNeeley said that the allowed decibels decrease after 11 p.m. until 7 a.m. the following morning. Director Wydler said that Hayward Area Recreational District (HARD), is redesigning both the San Lorenzo and Kennedy Parks and is spending millions of dollars in the next few years. There were some concerns that if HARD planted trees, they would eventually encroach on the flight paths of the airport and need to be removed. McNeeley stated that the airport does coordinate with HARD when there are problems with trees. It has various ways to mitigate these problems, from trimming the trees to installing flashing signals on them. The last resort is to remove the trees. If a tree were removed, the airport would incur the cost of the removal as well as replant a new tree that would be a smaller species.
Director Kirk asked where the noise monitors are located. There are four (4) external monitors. Two (2) are located on the golf course, one (1) at Longwood Elementary School, and one (1) in the Winton Plaza next to Video Only. President Kavasch asked to whom she should report a low-flying plane. McNeeley stated that these types of reports need to go directly to the FAA, (Federal Aviation Administration). The Flight Standards District Office is located at the Oakland Airport. Any report should include the color and any numbers or lettering on the aircraft.
A resident was concerned about the weeds around the National Guard Unit in the airport. He asked who was responsible for this area, because every year it is overgrown. McNeeley stated that the airport is responsible and it will take care of the problem.
Director Steve Kirk moves to hear Item 6.2 on the Agenda, (Drought Strategies, and CC&Rs) with the presentation by the East Bay MUD representative, Director Hoffmann seconds, the motion carries unanimously.
**6.2 Drought Strategies and the CC&RS -– President Kavasch introduced Richard Harris, Manager of Water Conservation for East Bay MUD (EBMUD). She stated that the Board invited Harris to discuss the status of the drought and identify possible strategies in managing yards during this time. Harris said that EBMUD has its own watershed in the Sierra Nevada and does not purchase its water like 75% of the State through the State Water Project. Some smaller communities in California are currently facing huge shortages and are on mandatory rationing. In January 2014, it appeared that California was heading for a drought and the Governor asked for voluntary rationing. However, the last rainfall yielded more than double of what we had in the past 200 days. There are projections of another good storm in the next week. Due to the most recent storms, EBMUD reservoirs are in better condition than others in the State and are currently at 84% of capacity, (this is due in part to having an excess of water in storage from the previous year). Harris stated that the Bay Area needs about five (5) more storms like the last one, to be at capacity. This is the fourth driest year thus far for EBMUD. The Board of Directors of EBMUD have met and recently asked for a 10% voluntary reduction in water consumption from residents. Any reduction would not be used as a baseline for future fees/conservation.
Harris said that EBMUD has rebates and conservation incentives for both residential and commercial customers. These range from lawn conversions to the installation of water conservation faucets and sprinkler systems. They have a new home survey kit that residents can down load from their website that has ideas for conservation inside and outside homes. In addition, EBMUD will soon have a home water report for customers that will look similar to the home energy report PG&E distributes.
Director Kirk asked whether it is EBMUD's policy to tell homeowners to save water by refraining from watering their yards. Harris stated it is not their policy and EBMUD is currently not instituting mandatory rationing. EBMUD wants to work with homeowners and homes associations to find ways to keep resident's landscapes beautiful by using drought resistant planting and switching to more efficient sprinkler systems that conserve water.
Several Board members asked EBMUD for its assistance in helping homeowners explore options with their front yard landscaping. Harris stated that EBMUD has done some charrette and seminars on landscaping and water conservation. They are hosting a roundtable on March 6th with nursery's in the area to educate them about their rebate programs and to encourage them to advertise this information to their customers.
Director Hoffmann asked if he would be willing to attend the Association's Earth Day event and/or the Farmers Market and hand out information to residents about these EBMUDs programs. Harris stated that he or his staff could attend events and asked that Association staff contact him with the information.
Residents were concerned that voluntarily conserving now would affect their future allotment if the drought continued. Harris stated that the conservation is voluntary and EBMUD does not believe it will be mandatory for the current year. Conserving will not be a factor when considering customer rates for subsequent years. EBMUD is considering doing targeted enforcement in the future for those areas that have a higher water usage.
3.2 CC&R Ad Hoc Committee -– Director Wydler said that the committee revised the Architectural Policy so that it is now two (2) documents. One document outlines the specific procedures on how to apply for an exterior alteration; the other is a policy with specific guidelines and standards for any architectural alterations. These documents were presented to the Board at its last work session for review. The next item the committee will review is the Front Yard Policy. Director Wydler said that a new Board member would need to be appointed to fill her Board position on the committee.
4.0 COMMENTS FROM PUBLIC AGENCIES
4.1 CHP –- Office Thomas reported on the statistics for the month of January 2014. There were 59 collisions; no fatalities; 51 arrests; 10 DUIs and 1254 citations. Thomas noted that collisions are down 50% , which may be due to the lack of rain.
4.2 Sheriff's Department -– Deputy Culley reported that his department attended the groundbreaking for the San Lorenzo Library and will be hosting another Citizen's Academy in the Spring of 2014. Statistics for the past month were as follows: attempted robbery on Grant Ave; high-speed chase on Hesperian that lead to an arrest, and a shooting on Paseo Grande where a resident was killed by deputies. Culley said he was limited as to how much information he could state about this shooting, as it is still under investigation. A more detailed report would be given at the next Sheriff's Advisory Meeting on March 10th in the SLZ Community Hall. The Sheriff's are also hosting a Neighborhood Watch/Safety Meeting at the Redwood Christian High School on Thursday, February 27th at 6:30 p.m., he encouraged all residents to attend. A resident asked if erratic driving should be reported to the CHP or the Sheriff's Office. Deputy Culley stated that traffic enforcement complaints would be dispatched to the CHP, because it is not a priority for the Sheriff's, however if deputies are in the area, they will be dispatched to the call.
4.3 Supervisor Wilma Chan –- No report, staff was unable to attend.
4.4 Zoning Enforcement -– The report was left on the back table.
5.0 FINANCIAL REPORT (motion required)
5.1 Approval of January 2014 Expenditures -– Director Kirk moves to approve the January 2014 expenditures, Director Kavasch seconds, the motion carries unanimously.
5.2 Approval of Bank Reconciliations -– 4th Quarter 2013 – Director Kirk moves to approve the bank reconciliations–4th Quarter 2013, Director Wydler seconds, the motion carries unanimously.
6.0 OTHER BUSINESS (motions may be required)
6.1 Hayward Executive Airport, Yearly Report –- Doug McNeleey, Airport Manager (timed agenda item 7:45 p.m.) –*See item above.
6.2 Drought Strategies and CC&R Enforcement -– **See item above
6.3 Appointment of New Board Member -– Director Auten moves to appoint applicant Kyle Carlson to the Board, Director Kirk seconds.
Director Wydler asked when the appointment would take place. President Kavasch said at the end of the meeting. Director Kirk makes a friendly amendment to the motion to appoint applicant Kyle Carlson to the Board at the end of the meeting, Director Auten accepts the amendment, the motion carries unanimously.
President Kavasch thanked Director Wydler for her service to the Board and the Association and presented her with a Board Proclamation. Director Wydler encouraged residents to step up and run for the Board. The Board must represent all members and as a director, she has tried to have the Association's best interest at heart. It is a volunteer position with a lot of responsibility, but it is very gratifying. She thanked the Board, the staff and the residents who she had the pleasure to work with.
6.4 Appointment of CC&R Implementation Committee -– Director Wydler nominated Director Hoffmann to the CC&R Implementation Committee, Director Auten seconds, the motion carries unanimously.
6.5 Reimburse Cost of County Tree Permits -– Director Kirk stated that he has been following the Tree Ordinance Committee for a few months. Currently, if you want to remove or trim a tree in the County's right- of-way, you must first obtain a permit from the County's Public Works Department. Trees are often removed without this permit and are an important part of San Lorenzo, not only for curb appeal, but for shade and yard upkeep.
Director Kirk moves to authorize reimbursement of the tree permit fees paid by Association members under the following conditions: that the permit is for the planting of a new tree or the pruning of an existing tree; that reimbursement be issued upon completion of the work, under the parameters of the permit, and that permits for tree removal or replacement of removed trees shall not be reimbursed. Director Auten seconds.
The Administrator read a letter from a resident that suggested this item's discussion and decision be deferred to a meeting where the annual budget is reviewed by the Board. Another resident stated that he liked the idea, but said that it should be discussed as a budget item, so that it does not set a precedent for approving expenses that have not been budgeted.
The Board then discussed postponing a decision on Director Kirk’s motion until after the Board reviews the draft budget. President Kavasch moves to makes this proposal part of the budget discussion at the March 11, 2014 Work Session. Director Hoffmann seconds, the motion carries unanimously.
6.6 President's Report -– President Kavasch read her annual President’s Report for 2013.
7.0 ADMINISTRATOR’S REPORT
7.1 Operations –- The Administrator reported that the Board started the budget process earlier this year. It looked at a preliminary budget for 2014-15 during the February work session, and will look at a draft budget based on the original discussion at the March 11th work session. At this same meeting, the Board will have a chance to review a full Reserve Study. This Study was done by an engineer hired by the Association, who inspected all the common areas. The Board will have a very clear picture of the costs for upkeep and future repairs of its common areas and grounds. The draft budget will be posted in the March/April newsletter after it is approved at the Board meeting on March 20th and once the review process is over, the final budget will be adopted with any amendments at the April 17th Board meeting. She encouraged members to attend the March 11th work session and give their respective input.
7.2 Street Sweeper -– The Administrator reported that the sweeper is still working. The Board will be discussing its options at the budget meeting. She has been in contact with the County to get their expertise into purchasing a new sweeper versus repairing the existing one.
7.3 Assessments 2014 -– The Administrator said the “lock box” at Mutual of Omaha Bank is working extremely well in collecting and recording assessment payments. The Association has collected 80% of the assessments thus far, which is an increase of 16% from last year. Payments are being received daily. Those residents who have not paid their assessments for 2013 or earlier, and have received a pre-lien notice, will have a lien filed on their property when the Board approves the filing of liens at its March 20th meeting.
8.0 LIENS AND VIOLATIONS REPORT – The Administrator reported there were two (2) liens released since the January 2013 meeting. Violation Letters for January 2014 were as follows:
January 2014 Violation Report
Number Violation No. of Letters 1/19 Inoperable Vehicles in driveway 12 2/22 Recreational veh in front/side yard 2 6 General maintenance of property 1 7/20 Unpaved parking 6 10 Yard maintenance 69 13 Holiday lights 0 14 No signs - 15 Building maintenance 0 18 Lean/miss fence 0 21 Working on vehicles 6 23 Dogs/cats more than 2 - 24 Barking dogs 1 25 Prohibited animals 0 26 Excessive noise 0 27 No home business 0 28/99 Other 9 30 Multiple violations 12 31 Plans needed 10 Total 122
Director Kirk moves to approve the liens and violations report, Director Hoffmann seconds, the motion carries unanimously.
9.1 Disposition of Executive Session #1364 on January 27, 2014 –- Administrator reported that there were 20 hearings, of those 10 homeowners appeared; two cases (2) were closed; one (1) was carried over 30 days with removal of a vehicle; three (3) were carried over with plans; seven (7) were maintenance letters which required homeowners to mow, edge and maintain their lawns; one (1) was fined; one (1) was a "thank you, but"; one (1) was an appeal of a fine and the Board voted to reduce the fine by 90%; one (1) was asked to remove debris from their yard in order to avoid a fine; one (1) was a carry over until February 12, 2014 and two (2) were carried over to the next set of hearings on February 18th.
9.2 Approval of Minutes of Executive Session #1364 on January 27, 2014 – Director Kirk moves to approve the Minutes of the Executive Session #1364 on January 27, 2014, Director Auten seconds, the motion carries unanimously.
10.0 PUBLIC COMMENT -– Items Not on the Agenda
A resident was pleased with the turn out for the annual membership meeting. He asked that the Board request the County install more streetlights in areas where they are needed. There were many more lights in the early 70's and they are desperately needed in some neighborhoods. A resident thanked Director Wydler for her service to the community.
11.0 BOARD REPORTS -– Director Kirk reported that the AT&T cell tower proposal for the storage unit on Hesperian has been finalized. A solo fake pine will be placed on the property to hold the cell tower. It will be approximately 60 feet high. AT&T has agreed to plant three real pine trees, prior to the installation of the cell tower. The current cell tower must be taken down within 12 months and until such time, must fly a flag and respect all flag etiquette.
12.0 ADJOURNMENT –- President Kavasch adjourned the meeting at 9:55 p.m.
Recorded and Transcribed by: Kathleen Harrigan
Reviewed by: Susan Kleebauer, Administrator
1.0 CALL TO ORDER -- Susan Kleebauer, Administrator, calls meeting #1368(C) to order at 9:56 p.m. and asks for a motion for the election of President.
2.0 REORGANIZATION OF THE BOARD
2.1 Election of President -- Director Kirk moves to elect Catherine Kavasch as President of the Association Board of Directors, Director Hoffmann seconds, motion carries unanimously.
2.2 Gavel turned over to new President –- Administrator hands the gavel over to President Kavasch.
2.3 Election of Vice President -– Director Kirk moves to elect Wes Auten as Vice-President of the Association Board of Directors, Director Hoffmann seconds, motion carries unanimously.
2.4 Election of Secretary/Treasurer –- Director Auten moves to elect Steve Kirk as Secretary/Treasurer of the Association Board of Directors, Director Hoffmann seconds, motion carries unanimously.
3.0 OTHER BUSINESS AS DIRECTED BY THE PRESIDENT
3.1 Remarks from Board Members –- Director Hoffmann welcomes Director Carlson to the Board. Director Carlson said he has been a San Lorenzo resident for 20 years and he was a paramedic for 18 years until he was injured on the job. He is currently on the Del Rey Elementary PTA and is excited to be serving his community as a Board member.
4.0 ADJOURNMENT -- President Kavasch adjourns the meeting at 10:06 p.m.
Recorded and Transcribed by: Kathleen Harrigan
Reviewed by: Susan Kleebauer, Administrator