Reposted by San Lorenzo Express


MINUTES

SAN LORENZO VILLAGE HOMES ASSOCIATION

February 18, 2016

ANNUAL MEMBERSHIP MEETING
MEETING NO. 1457(A)


1. Board President, Wes Auten, raps the gavel and makes an announcement relative to the establishment of a membership-meeting quorum at 7:15 p.m.

2. President Auten announces that a quorum of 10% of the membership is not present therefore members can take no official action; however, members are invited to address those in attendance and share their ideas and concerns.

3. Public Comment - Items not on the agenda -– Several members thanked both President Auten and Board Member Hoffmann for their participation and dedication to the community. A member asked the Board to strongly consider and advocate for a Municipal Advisory Council (MAC) for the Eden Area. A MAC would allow the Association to concentrate solely on matters related to its membership and help to unify the unincorporated areas of San Lorenzo, Ashland, and Cherryland. A member was concerned about the safety in his neighborhood. He asked that the board help the community advocate for a stop sign at the intersection of Grant and Paseo del Campo. A member encouraged the community and other members to bring their concerns to the Association Board and to help advocate for changing to the Association's CC&Rs.

4. Adjourn to Regular Board Meeting -– Chair Auten adjourned the Membership meeting at 7:34 p.m. to the regular scheduled board meeting.

Respectfully Submitted,


Kyle Carlson
Secretary/Treasurer

Recorded and Transcribed by: Kathleen Harrigan, Operations Manager
Reviewed by: Susan Kleebauer, Administrator


REGULAR MONTHLY BOARD MEETING
MEETING NO: 1457(B)


1.0 MEETING CALLED TO ORDER – The regular meeting of the San Lorenzo Village Homes Association Board of Directors was held on Thursday, February 18, 2016. President Auten called the meeting to order at 7:35 p.m.

1.1 SALUTE TO THE FLAG – President Auten led the audience in the pledge of allegiance.

1.2 ROLL CALL – Directors Wes Auten, Steve Kirk, Kyle Carlson, Michelle Clowser, and Cheryl Hoffmann were present.

*7.1 House of the month, 1725 Via Caretta, John and Marilou Gilmour, Award Presentation (Timed agenda item 7:35 p.m.) -- President Auten reported that the owners could not be present but contacted the office and were very pleased to have been chosen. They have been homeowners for more than 50 years and routinely keep their front yard neatly and beautifully maintained.

**7.2 Hayward Executive Airport Yearly Report - Doug McNeleey, Airport Manager (Timed Agenda item 7:40 p.m.) – McNeleey gave a brief history on the Hayward Airport. This airport is non-commercial, non-military, but has every other type of aircraft including flight schools. Since 1992, there has been a Noise Ordinance with the city of Hayward that allows the airport to ban pilots from returning to the airport who are in violation. They have a full-time noise abatement program that residents can contact if they have noise complaints/concerns. The contact for noise complaints is 510-293-8692. McNeleey said that they are pleased to report that although the Hayward Airports operations have increased, the noise complaints have been decreasing. The airport will be hosting its yearly Open House in the next few months. This event is free and is fun for the entire family. He will let the Association know when they have secured a date. Many members were concerned with the increase in operations at the airport and asked if the airport has any "no-flight" times. McNeleey said that at no time are flights banned. There are landing areas that are restricted during certain times of the day and the airport has directed pilots to turn at or before the SkyWest Golf Course to help minimize the noise over San Lorenzo.

***7.3 PG&E Park at Grant &Washington, Wind Mesh Fencing – Alicia Bert (Timed Agenda Item 8:00 p.m.) – Alicia Bert reported that the wire mesh insert at the park is scheduled to be installed at the end of April 2016. The Board was concerned about whether this date was firm. Bert said that she has confirmation of the timing but understood the community and Board's frustration with the delay. Director Kirk asked why the Association never received the donated trees it was promised for the Landscape Expo event last April. Bert said there were complications with the donations because the Association is not a 501c3 (non-profit) organization but is a 501c4 ("not-for" profit) organization. She said she would work with the Administrator to see what can be done.

2.0 PUBLIC COMMENT – Items not on the Agenda -- Several members thanked both President Auten and Director Hoffmann for their leadership and participation as Board members to the Association.

3.0 MINUTES FROM THE PREVIOUS MEETING

3.1 Approval of Board Meeting Minutes #1452 on January 21, 2016 – Director Kirk moves to approve, Director Carlson seconds, the motion carries unanimously.

3.2 Approval of Work Session Minutes #1453 on February 9, 2016 – Director Carlson moves to approve, Director Hoffman seconds, Kirk makes a friendly amendment to the motion to remove the wording under 6.0, second paragraph, first sentence: "as a goal the Board wanted to achieve..." Director Hoffmann accepts the friendly amendment, the motion carries unanimously.

3.3 Disposition of Executive Session Minutes #1454 on February 9, 2016 – President Auten said that staff benefits and salary were discussed at this meeting as well as the Administrator's evaluation.

3.4 Approval of Executive Session Minutes #1454 on February 9, 2016 – Director Kirk moves to approve, Director Hoffmann seconds, the motion carries unanimously.

3.5 Disposition of Executive Session Minutes #1455 on February 17, 2016 – President Auten stated that the meeting completed the Administrator's evaluation and the discussion of staff benefits.

3.6 Approval of Executive Session Minutes #1455 on February 17, 2016 – The Administrator reported that these minutes have not been completed, the Board will vote to approve them at its March 17, 2016 regular Board meeting.

4.0 COMMITTEE REPORTS

4.1 Community Event Committee -– Director Hoffmann reported that on Friday on Feb 12, 2016 the Association hosted its annual Lunar New Year Celebration. It was a fun event and enjoyed by many in the community. The committee will be discussing the Association's Annual "Earth Day" on April 23, 2016 at its next meeting on March 9, 2016 at 4:30 p.m. in the Bohannon Room, and she invited members to attend.

4.2 Ad Hoc CC&R Implementation Committee -– Chair, Diane Wydler, reported that the committee is making its final revisions to the Board's Outbuilding and Shed Policy at its meeting on March 14, 2016. At the last Board meeting in January, the Board voted to deny the proposed revisions to the Fence Policy. The committee is awaiting direction from the Board as to how it should proceed moving forward.

5.0 COMMENTS FROM PUBLIC AGENCIES

5.1 CHP –- No report, no officer present.

5.2 Sheriff's Department -– Deputy Stewart reported that there were three (3) major incidents in the past month. On Valentine's Day, there was an attempted robbery at the Beauty Mart on Hesperian Blvd. Witnesses reported a partial plate of the vehicle that fled from the incident, but the case is still under investigation with no arrests. At Arroyo High School, there was arson, where a student set fire to one of the bathrooms. Damage was set at approximately $2000. The student was identified, but not arrested. The school is handling the incident on its own, the student had both mental and emotional disabilities and they are working with the family. There was also a shooting at the Usher Inn, but no one was injured.

5.3 Supervisor Wilma Chan – District Representative, Steve Jones, congratulated Diane Wydler and Erica Grant for their newly elected seats on the Board. He also thanked Wes Auten and Cheryl Hoffmann for their hard work and dedication to the community. Jones said that earlier this year there was a 45-day moratorium on massage businesses in the unincorporated area. This moratorium has been extended for one (1) year, which will allow the county to revise the Ordinance and get more input from the community. Jones stated that his office is offering free tax service at the San Lorenzo Library and the Supervisor is hosting a County update at the Library on March 16, 2016, at 5:30 p.m., all residents are welcome. On March 24, 2016, there will be a Mental Health Forum hosted by the County. Attendees can share their concerns about mental health issues in the County.

Director Kirk said that at the last Tree Advisory Board (TAB) meeting he and the Administrator were told that the County was proposing amendments to its Tree Preservation Ordinance without public input from the Association. The county was taking these revisions to both the Castro Valley MAC and the Unincorporated Services Committee, but did not schedule to discuss this before the Association Board. Director Kirk said he was very concerned, since most of the items heard before the TAB are from San Lorenzo. Jones said he would look into the issue. A member thanked Supervisor Chan for getting the moratorium in place for massage parlor businesses.

5.4 Zoning Adjustments – The report was left on the back table.

6.0 FINANCIAL REPORT (motion required)

6.1 Approval of February 2016 Expenditures – Director Carlson moves to approve, Director Kirk seconds, the motion carries unanimously.

6.2 Approval of Bank Reconciliations, 4th Quarter 2015 – Director Carlson moves to approve, Director Kirk seconds, the motion carries unanimously.

7.0 OTHER BUSINESS (motions may be required)

*7.1 House of the month, 1725 Via Caretta, John and Marilou Gilmour, Award Presentation (Timed agenda item 7:35p.m.) - See timed agenda item above.

**7.2 Hayward Executive Airport, Yearly Report - Doug McNeleey, Airport Manager (Timed Agenda item 7:40 p.m.) - See timed agenda item above.

***7.3 PG&E Park at Grant &Washington, Wind Mesh Fencing – Alicia Bert (Timed Agenda Item 8:00 p.m.) - See timed agenda item above.

7.4 2015 President's Report – President Auten read his report to the Association members and thanked his fellow board members for their service to the community.

7.5 Proclamation Board President, Wes Auten – Director Kirk presented a proclamation to President Auten, honoring him for his dedication, service and accomplishments as an Association Board President and Member.

7.6 Proclamation Board Member, Cheryl Hoffmann – Director Kirk presented a proclamation to Board member Hoffmann honoring her for her participation in community meeting and events and for her contributions and dedication as a Board Member.

8.0 ADMINISTRATOR’S REPORT

8.1 Operations – The Administrator reported the Board is reviewing its fiscal 2016/17 Budget and Reserves study at its next Work Session on March 8, 2016, and invited members to attend. A draft Budget/Reserves will be posted in the March/April newsletter after the Board approves it at its March 17, 2016 Board meeting.

The parking lot will be completely replaced February 25 and 26, 2016. They will start the trenching for a drain tomorrow at the site.

8.2 Assessments 2016 -– The Administrator reported that the lock box is working well. As of February 17th, we have received a total of 4251 assessment payment through the lock box and 260 payments through the office for a total of 4511 or 78% of total the assessments billed. The office staff will be sending out late letters the first part of March.

8.3 Election Results -- The Administrator congratulated Diane Wydler and Erica Grant who received the highest number of votes for the two (2) open seats. A total of 1,237 ballots were received and eligible for counting. An additional 68 ballots were received unsigned, and therefore ineligible for counting. The votes were as follows: Diane Wydler received 1431 votes, Erica Grant received 1242 and Kathy Ready received 1085.

9.0 LIENS AND VIOLATIONS REPORT (motion may be required) –- The Administrator said there were five (5) liens released since the January Board meeting. The violation letters were as follows:

January 2016 Violation Report

  Violation                              No. of Letters

Inoperable Vehicles in driveway               7
Recreational veh in front/side yard           1
General maintenance of property              n/a
Unpaved parking                               9                   
Yard maintenance                             74
Holiday lights                               10
No signs                                      0
Building maintenance                          0
Lean/miss fence                              n/a
Working on vehicles                          n/a
Dogs/cats more than 2                        n/a
Barking dogs                                  1   
Prohibited animals                            0
Excessive noise                               0
No home business                              0
Other                                         8
Multiple violations                          34
Plans needed                                  7

Total                                       155

Director Kirk moves to approve the liens and violation report, Director Hoffman seconds, the motion carries unanimously.

10.0 CC&R HEARING REPORT

10.1 Disposition of Executive Session #1456 on February 18, 2016 – The Administrator reported that there were a total of 16 Hearings, three (3) Fine Reviews and one (1) Assessment Review. One (1) homeowner appeared. Of the Hearings, two (2) were closed, six (6) were fined, four (4) were "thank-you" but edge, pull weeds in garden area or sidewalk area, two (2) were 30 days to submit registration of vehicle(s); one (1) was 30 days for plans and one (1) was 45 days for plans for landscaping and back yard shed. Of the Fine Reviews, two (2) were upheld with no reduction of fines imposed and one (1) was reduced by 50%). The Board denied the Assessment Review, no waiver of late fees, interest or Assessment fees would be granted.

10.2 Approval of Minutes of Executive Session #1456 on February 18, 2016 – Director Kirk moves to approve, Director Carlson seconds, the motion carries unanimously with four (4) ayes (Auten, Carlson, Hoffmann, Kirk) and one (1) abstention (Clowser).

11.0 BOARD REPORTS – None.

12.0 ADJOURNMENT – President Auten adjourned the meeting at 9:24 p.m.

Respectfully Submitted,


Kyle Carlson
Secretary/Treasurer

Recorded and Transcribed by: Kathleen Harrigan, Operations Manager
Reviewed by: Susan Kleebauer, Administrator


BOARD ORGANIZATIONAL MEETING
MEETING NO. 1457(C)


1.0 CALL TO ORDER – Administrator, Susan Kleebauer calls Board meeting #1457 (C) to order at 9:30 p.m. Administrator invites Erica Grant and Diane Wydler to be seated as newly elected Board members. She congratulated and welcomed them to the Board.

2.0 REORGANIZATION OF THE BOARD

2.1 Election of the President – Administrator asks for nominations for the election of a new Board President. Director Wydler nominates Steve Kirk, Director Kirk seconds, the motion fails, two (2) ayes Kirk, Wydler, and three (3) nays Carlson, Clowser, and Grant. Director Carlson nominates Michelle Clowser for President, Director Grant seconds, the motion carries, three (3) ayes (Carlson, Kirk and Grant) and two (2) nays (Kirk, Wydler).

2.2 Gavel turned over to new President – The Administrator hands the gavel over to President Clowser.

2.3 Election of Vice President – President Clowser asked for nominations for Vice President, Director Carlson nominates Steve Kirk for Vice President, Director Kirk declines. Director Grant nominates Kyle Carlson, for Vice President, Director Clowser seconds, the motion carries unanimously.

2.4 Election of Secretary/Treasurer – Director Grant nominates Diane Wydler for Secretary/Treasurer, Director Carlson seconds, the motion carries unanimously.

3.0 OTHER BUSINESS AS DIRECTED BY THE PRESIDENT

3.1 Remarks from Board Members – Both Director Kirk and Director Wydler ask that the board meet in executive session at the next scheduled Work Session to review Code of Conduct procedures and violations. President Clowser stated that she is excited to be moving forward with the board in the New Year and wanted to pay special attention to the Association's neighborhoods and community groups. She welcomed both Director Wydler and Director Grant to the board.

4.0 PUBLIC COMMENTS – A member stated that she was upset that a Board member had whispered to another during the nomination for board officers and encouraged the Board to meet in Executive Session to discuss the Code of Conduct. A member congratulated both Director Grant and Director Wydler for winning the open seats on the Association board and encouraged members to attend meetings and stay active in the community.

5.0 ADJOURNMENT – President Clowser adjourns the meeting at 9:40 p.m.

Respectfully Submitted,


Diane Wydler
Secretary/Treasurer

Recorded and Transcribed by: Kathleen Harrigan, Manager of Operations
Reviewed by: Susan Kleebauer, Administrator.