Reposted by San Lorenzo Express


MINUTES

SAN LORENZO VILLAGE HOMES ASSOCIATION
MEETING NO. 1461

March 17, 2016


1.0 MEETING CALLED TO ORDER – The regular meeting of the San Lorenzo Village Homes Association Board of Directors was held on Thursday, March 17, 2016. President Clowser called the meeting to order at 7:30 p.m.

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

1.2 ROLL CALL – Directors Michelle Clowser, Kyle Carlson, Diane Wydler, Erica Grant, and Steve Kirk, were present.

2.0 PUBLIC COMMENT – Items not on the Agenda – None.

3.0 MINUTES FROM THE PREVIOUS MEETING – The Board President said that there was a clerical error on the agenda and 3.1 should be amended to state Approval of "Board Meeting Minutes #1457-A, Approval #1457-B, and #1457-C”. The Administrator noted that all three meetings should be voted on separately.

3.1 Approval of Board Meeting Minutes #1457A, Membership Meeting Minutes on February 18, 2016 -– Director Kirk moves to approve, Director Carlson seconds, the motion carries unanimously.

3.2 Approval of Board Meeting Minutes #1457B on February 18, 2016 –- Director Carlson moves to approve, Director Kirk seconds, the motion carries with three (3) ayes (Carlson, Clowser and Kirk), and two (2) abstentions (Grant, Wydler).

3.3 Approval of Board Meeting Minutes #1457C on February 18, 2016 –- Director Carlson moves to approve, Director Wydler seconds, the motion carries unanimously.

3.4 Work Session Minutes #1458 on March 8, 2016 –- Director Carlson moves to approve, Director Grant seconds. Director Wydler asked for the following friendly amendments. Under “Update from Administrator”, first paragraph, second to last sentence it says “Administrator asked if the Board wanted to purchase” change to state “if the Board wanted to purchase…” and 4.2 Street Sweeper -the second sentence says the “passenger door was shattered from his foot” change this to say “the passenger door was shattered”. The Board accepted the friendly amendments. The motion carries unanimously.

3.3 Disposition of Executive Session Minutes #1459 on March 8, 2016 –- The Administrator reported that the Board met to review bids to replace the HVAC system in the Hall and the Bohannon Room. It also reviewed communication between the Association’s Counsel and the Bohannon Organization regarding and easement for a sewer line and discussed Board member code of conduct violations.

3.4 Approval of Executive Session Minutes #1454 on February 8, 2016 –- Director Wydler moves to approve, Director Clowser seconds, the motion carries unanimously.

*5.1 CHP (7:40 p.m.) -– Officer Price reported that CHP worked two (2) complaints in San Lorenzo since their last update. One complaint was that people were blocking the intersection on Via Enrico during school drop off and pick up hours. Officers were out in the area for several hours for many weeks and never saw a violation. This was most like due to the presence of the patrol cars. When officers are visible, motorists usually behave themselves. The other concern was speeding on Grant between Channel and Washington. They gave one ticket in this area over the past month. The will continue to patrol these areas.

**7.1 Hayward Area Recreation & Park District (HARD), San Lorenzo Community Park (Duck Pond) (Timed Agenda item 7:45 p.m.) -– Park Superintendent, Dan Giammona, gave an update on Phase I of HARD’s Master Plan for the park. The project started on August 21, 2015, but has recently been delayed for several weeks due to rain. Giammona explained, that Phase I includes new lighting, new pond construction with a new pump station, new play zones, and landscaping, three soft ball complexes with new bathrooms and concession stands, and new paved vehicle access that goes along the entire perimeter of the Park. Currently they have a temporary dog park at the rear of the park so that some of the area can still be used. They are about 1/3 of the way through the project, but most of this is underground work, storm drains, concrete installation, lighting, irrigation sleeves etc. Giammona explained that there are several HARD projects that need funding, including Weeks Park, Kennedy Park and the lot at Via Toledo and Hacienda. He said that additional funding would be needed to begin each of these projects as well as Phase II at the San Lorenzo Community Park. HARD will be moving forward to place a bond on the November 2016 ballot.

Director Kirk asked how much money would the bond raise. Giammona stated that the amount needed for the bond is still under review, however Phase I of the San Lorenzo Park has been fully funded. A member asked if the bond measure were passed in November, what projects would take priority. Giammona stated that HARD has not determined the priorities at this time. The member asked that San Lorenzo residents be informed as soon as possible about these priorities so that residents can give input. A member asked if there were other funding sources for the Master Plans. Giammona stated that the vast majority of the funding comes from the bond measures passed. President Clowser asked when the new dog parks would be constructed. Giammona said that the dog parks are not scheduled under Phase I; however, they will have a temporary dog park in the area that will eventually house the newly constructed park. Once Phase I is complete, they want to utilize as much of the area in Phase II as possible prior to its construction.

***7.2 PG&E Community Pipeline Safety Initiative, Tree Removals in SLVHA -- Kiazi Malonga, Community Outreach Specialist (Timed Agenda Item 8:00 p.m.) -Director Kirk reported that the Board contacted PG&E because notices were sent from their office to homeowners on Via Alamitos and Bockman Rd, asking them to remove their front yard trees. The letter from PG &E staff said this was a safety issue due to the “items/tree roots” encroaching on the gas lines running down the middle of Via Alamitos and Bockman Rd.

Kirk said he contacted PG&E and they said the County was aware of the issue and approved the work. However when Kirk contacted the County, they were not aware of any tree removal being proposed. Alicia Bert, Manager for PG&E, reported that there is a major gas line that runs down Via Alamitos and Bockman Rd. Lines of this nature need clear access in emergency situations and must be monitored. There needs to be a five (5) foot clearance on either side of the line to access it. Vegetation that is near a pipeline is classified either as manageable or an unacceptable risk. If there was an obstacle to the line or a potential dangerous situation due to vegetation or other items near the line, it would be deemed an “unacceptable risk”. Bert said the 54 trees along Bockman and Via Alamitos were recently surveyed one by one and all were deemed a “manageable” risk, and none needed to be removed. PG&E will monitor them in the future and if things change both the Homes Association and the homeowner will be contacted prior to any work being done.

The Board and many of the members present discussed this issue at length and asked that in the future, the Association be notified first, prior to any residents, if there were any problems with its lines. Bert apologized for the lack of communication and stated that she would see that this does not happen again. The Board asked that Bert send letters and/or re-contact the homeowners who were warned about their trees on Bockman and Via Alamitos. It also asked that Bert let the Association know which members received these letters so that staff could also try to contact them as well. Bert stated that the homeowners will be re-notified and she would get a list of those who were contacted to the Association office as soon as possible.

Director Wydler asked what would cause these trees to become “unmanageable”. Bert said it would be a case-by- case scenario, however roots would not normally cause a major problem, but if there was shifting of a tree and it came within that five (5) foot encroachment, it could become a problem. This is unlikely except in a major earthquake. Members asked how the line was checked. PG& E Supervisor, Tom Guarino, stated that the lines are tested twice a month for leaks and yearly, staff walks the lines to survey and monitor the vegetation. He and Bert apologized for the lack of communication/notification and moving forward they would notify the Association on any potential issues in San Lorenzo prior to contacting homeowners. Steve Jones, District Representative to Supervisor Wilma Chan’s office said that neither PG&E nor Alameda County Public Works informed his office of this incident. He said that moving forward he would like both the County and PG&E to contact his office as well if there are any problems with the lines. He also encouraged homeowners and member of the Association Board to contact his office if they are not getting a response from County staff, and his office would help facilitate the answers.

***7.3 Appeal, denial of 2nd story (preliminary design), Celso Ortega & Elena Tapia, 629 Via Pacheco (timed area Item 8:20 p.m.) -– Kathleen Harrigan reported that the home is in one of the original tracts and the preliminary design, did not appear to blend with the existing homes in the neighborhood. The concern was the design of the window and the new design of the front of the home. The homeowner discussed his plans with the Board and presented an alternative design to the second story window. The Board’s concern was how these second story designs would blend with the surrounding neighborhood, the set back of the front entryway, and the look of the front windows. The homeowner stated that he would be willing to work with the Board on his design to make it blend with the homes in the area. Director Kirk moves to deny the plans as submitted and to ask the homeowner to resubmit plans, changing his design to an even roofline, symmetrical windows, and a rectangular (rather than circular) design for the second story window. Director Carlson seconds, the motion carries unanimously.

****7.4 Appeal, Side Yard Fence (6 feet tall), Loi Thanh Nguyen, 1515 Via El Monte (Timed agenda Item 8:30 p.m.) –- Kathleen Harrigan introduced the homeowner and said that the plans are for a six (6) foot wooden fence at Channel and Via El Monte. The fence would not go out to the leading edge of the home, but would be set back 19 ft. and cover two (2) bedroom windows that face Channel. Staff’s concern was that this is a corner lot and that this new fencing could block motorists view when turning onto Channel from Via El Monte. The homeowner stated that he wanted to secure some privacy and diminish traffic noise in his two side bedrooms that face Channel. Several members were concerned about the set back of the fence. The Board discussed whether this fence would be allowed under the CC&R’s and the current fence policy. Director Kirk moves to approve the fence with the condition that staff measure and confirm the fence is no closer than 10 feet from the street line (the top of the curb), Director Carlson seconds. The motion carries three (3) ayes (Carlson, Clowser, Kirk) and two (2) nays (Grant, Wydler).

4.0 COMMITTEE REPORTS

4.1 Community Event Committee –- The Administrator reported that the Lawn to Garden Party will be held on March 26, 2016. At least ten (10) more volunteers are needed. The Earth Day celebration will be held on Saturday April 23, 2016, the first 100 volunteers get a free T-shirt and all participants get a free lunch after the cleanup. There will be two upcoming free movie nights. One at the Little League Field on Friday May 20th featuring the “Good Dinosaur” and one on Saturday, July 30th outside the Lorenzo Theater featuring the film “Minions”. There will also be Lorenzo Theater tours at the July 30, 2016 event more information is to follow.

4.2 Ad Hoc CC&R Implementation Committee –- Chair, Diane Wydler, reported that the committee finished the Outbuilding and Shed Policy that will be going before the Board for approval at its next Work Session.

5.0 COMMENTS FROM PUBLIC AGENCIES

*5.1 CHP (7:40 p.m.) –- See timed agenda item above.

5.2 Sheriff's Department -– Sgt. Schueller reported that Deputy Stewart had shoulder surgery and is recovering well. They have hired more deputies for the Community Policing Unit and you will see additional enforcement in the area. This month they assisted with other emergency agencies in the train derailment that happened in Niles Canyon. The Sheriffs will be helping with the Association’s Earth Day and there will be a free drug take-back at the event.

5.3 Supervisor Wilma Chan –- No staff present, no report.

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 Kirk moves to approve, Director Carlson seconds, the motion carries unanimously.

7.0 OTHER BUSINESS (motions may be required)

**7.1 Hayward Area Recreation & Park District (HARD) -- San Lorenzo Community Park (Duck Pond) (Timed Agenda item 7:45 p.m.) –- See timed agenda item above.

***7.2 PG&E Community Pipeline Safety Initiative, Tree Removals in SLVHA -- Kiazi Malonga, Community Outreach Specialist (Timed Agenda Item 8:00 p.m.)

***7.3 Appeal, Denial of 2nd Story (prelim design), Celso Ortega & Elena Tapia, 629 Via Pacheco (timed agenda Item 8:20 p.m.) –- See timed agenda item above.

****7.4 Appeal-Side Yard Fence (6 feet tall), Loi Thanh Nguyen, 1515 Via El Monte (Timed agenda Item 8:30 p.m.) -– See timed agenda item above.

7.5 Car Port Policy –- The Administrator reported that it was approved by the Board to publish in the newsletter, and it was in the January/February 2016 Village Briefs. There were no comments or input received from the membership. Director Kirk moves to approve, Director Carlson seconds, the motion carries unanimously.

7.6 Draft Budget 2016-2017, Discussion Prior to Publication to Membership –- The Administrator stated that the Board discussed and reviewed the proposed budget at its February and March 2016 work sessions. There is both a projected increase in income and decrease in expenditures for the upcoming fiscal year. Director Kirk moves to publish the Draft 2016-17 Budget, Director Wydler seconds, the motion carries unanimously.

7.7 Draft Reserve Study 2016-2017, Discussion Prior to Publication to Membership –- The Administrator said the Board did not have an opportunity to discuss this at the last work session, because it was not finished, however she sent them the executive summary prior to the board meeting. The following items/work will need to be done in the upcoming year: replacement of the perimeter fencing around the parking lot; replacement of the Association’s marquee; trimming of the trees on Association grounds; painting of the exterior of the Community Hall; replacement of office phones and computers; replacement of the office roof and replacement of the Fire station roof and HVAC system. The Administrator noted there were some errors in the original draft study, which included the timing of the replacement of the tan bark in the playground, the Association’s irrigation system and the Bohannon Room carpet. She will email these corrections and any others the Board finds early next week. These corrections should not prohibit the Board from publishing the Executive Summary in the Village Briefs. Director Wydler asked whether the Little League Park was included in the Reserve Study. The Administrator stated that she will check the Little Leagues’ Lease and see if the Association is responsible for these trees. Director Kirk moves to publish the Draft Reserve Study for 2016-17 Budget, Director Carlson seconds, the motion carries unanimously.

8.0 ADMINISTRATOR’S REPORT

8.1 Operations – The Administrator stated that 460 late letters went out for non-payment of 2016 assessments. Those owing for previous years will be sent pre-lien letters in the upcoming months. Of these late letters, 122 payments have been received. The parking lot re-paving has had some unexpected delays. Both the weather and a number of exposed wires found while doing the irrigation trenching have caused these delays. The new date for repaving is March 25, 2016. The Association has Mercy Housing applications in the office for residents to pick up. There will be two (2) community meetings, which will have a question and answer period for interested applicants in Association’s community hall. All applications must be received by April 13, 2016.

9.0 LIENS AND VIOLATIONS REPORT (motion may be required) –- The Administrator said there were five (5) liens released since the February 2016 Board meeting. The violation letters were as follows:

February 2016 Violation Report

  Violation                              No. of Letters

Inoperable Vehicles in driveway               7
Recreational veh in front/side yard           1
General maintenance of property               0
Unpaved parking                               9                   
Yard maintenance                             70
Holiday lights                               10
No signs                                     n/a
Building maintenance                          0
Lean/miss fence                              n/a
Working on vehicles                           0 
Dogs/cats more than 2                         0
Barking dogs                                  0
Prohibited animals                            0
Excessive noise                               0
No home business                              0
Other                                        17
Multiple violations                          34
Plans needed                                  7

Total                                       155

Director Kirk moves to approve the Liens and Violations report, Director Wydler seconds, the motion carries unanimously.

10.0 CC&R HEARING REPORT

10.1 Disposition of Executive Session #1460 on March 17, 2016 –- The Administrator reported there were 20 hearings; four (4) homeowners appeared. Of these, seven (7) were closed, one (1) was closed with direction that the homeowner submit plans for review, four (4) were carried over for 30 days for plans; four (4) were fined, and four (4) were “thank-you but” please correct landscaping issues, remove weeds and/or submit further plans for landscaping.

10.2 Approval of Minutes of Executive Session #1460 on March 17, 2016 –- Director Clowser makes an amendment to the time of ‘adjournment” which should say “7:00 p.m.” not “6:00 p.m.” Director Kirk moves to approve the minutes as amended, Director Carlson seconds, the motion carries unanimously.

11.0 BOARD REPORTS –- None.

12.0 ADJOURNMENT –- President Clowser reported that Association members Frank and Camile Mele lost one of their sons this past month. She adjourned the meeting in memory of Shane Mele at 10:13 p.m.

Respectfully Submitted,


Diane Wydler
Secretary/Treasurer

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