Reposted by San Lorenzo Express



November 20, 2014

1.0 MEETING CALLED TO ORDER – The regular meeting of the San Lorenzo Village Homes Association Board of Directors was held Thursday, November 20, 2014. President Kavasch called the meeting to order at 7:41 p.m.

1.1 SALUTE TO THE FLAG – President Kavasch lead the audience in the pledge of allegiance.

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


2.1 Approval of Board Meeting Minutes #1396 on October 16, 2014 -- Director Kirk moves to approve, Director Auten seconds, the motion carries unanimously.

2.2 Approval of Work Session Minutes #1398 on November 13, 2014 -– Director Auten moves to approve, Director Hoffmann seconds, the motion carries unanimously.

2.3 Disposition of Executive Session #1399 November 13, 2014 –- The Administrator reported that the Executive Session heard a fine review for account #3501 on Via Melina and the Board voted to maintain the fine. The Board reviewed the contract terms and approved the Memorandum of Understanding, (MOU), with Mercy Housing that incorporated the changes requested by the Board at the last Executive Session. The Board also reviewed a letter of advice from the Association's attorney dated May 12, 2014, which was marked for Board of Directors only “attorney-client-privilege" and Board concluded that the letter was confidential and its contents would not be released to the public.

2.4 Approval of Executive Session Minutes #1399 on November 13, 2014 – Director Kirk moves to approve, Director Auten seconds, the motion carries unanimously.


3.1 Community Engagement Committee (CEC) -– Director Hoffmann reported Winterfest would be held on Tuesday December 9, 2014. Santa will be present to take pictures with the children, and there will be hot cider and cocoa, cookies, caroling and a tree lighting ceremony. This year, New York Life will also host a trading card photo booth for the children.

3.2 Ad Hoc CC&R Implementation Committee -– Committee Chair, Diane Wydler, reported that there are three (3) Association Policies up for review by the Board. These are the Front Yard Policy, The Policy for Exterior Alterations and the Procedure for Application, Approval, and Completion of Exterior Alterations. The committee reviewed the Front Yard Policy and took time defining and clarifying its wording. Legal counsel reviewed all three of these policies and suggested changes. The committee will discuss both the attorney and the Board's input at its next meeting and then a Final Draft will be given to the Board. The next policy the committee will be reviewing is the Fence and Garden Appurtenance Policy. President Kavasch thanked the committee for its hard work.


4.1 CHP -– No Officer Present – No report.

4.2 Sheriff's Department –- Deputy Stewart reported the following statistics for the past month: on October 24th there was a vehicle chase that began in San Leandro and ended in San Lorenzo. The Sheriffs assisted the San Leandro Police and the suspect was caught. There was a burglary on Via Conejo, that was witnessed by a resident who contacted the Sheriff and all three suspects were apprehended.

A resident who lives on Via Melina heard there was an attempted robbery on her street and wanted an update. Deputy Stewart stated that there was a recent attempt to rob a pedestrian in that area. The suspect fled and left the scene in a green Dodge van, the investigation is ongoing. Deputy Stewart encouraged the resident to form a neighborhood watch group, and said he could help the resident get started.

4.3 Supervisor Wilma Chan -- No representative present, no report.

4.4 Zoning Enforcement -– The report was left on the back table.

5.0 FINANCIAL REPORT (motion required)

5.1 Approval of October 2014 Expenditures -– Director Kirk moves to approve, Director Carlson seconds, the motion carries unanimously.

5.2 Approval of Bank Reconciliations – Third Quarter 2014 –- Director Kirk stated that he had reviewed the bank reconciliations and they are in order. – Director Kirk moves to approve the bank reconciliations, Director Auten seconds, the motion carries unanimously.

6.0 OTHER BUSINESS (motions may be required)

6.1 Certification of Candidates for the 2015 Board of Directors Election -– The Administrator reported there are three (3) candidates running for two (2) seats on the SLVHA Board of Directors. All three (3) candidates are members in good standing and a sufficient number of members who signed each of their petitions are in good standing. The names of the candidates are Steve Kirk, Vivien Wong, and Michelle Clowser. The Administrator asked for a motion to certify the candidates. Director Carlson moves to certify the candidates for the 2015 election, Director Hoffmann seconds, the motion carries, four (4) ayes (Auten, Carlson, Hoffmann, and Kavasch), and one (1) abstention, (Kirk). The Administrator had each of the candidates chose a number to determine their respective order on the ballots. The ballots will list the candidates as follows: Steve Kirk, Vivien Wong, and Michelle Clowser.

6.2 Appointment of Inspector of Elections -– The Administrator stated that UniLect Elections Services was hired by the Association in 2011 for the 2012 election and did an excellent job. The Board has budgeted $11,000.00 for an election. Director Auten moves to appoint UniLect Election Services as Inspector of Elections for the Association's 2015 Board of Director election, Director Carlson seconds, the motion carries unanimously.

6.3 Approval Purchase 2015 Elgin Pelican Three Wheeled Sweeper/Dual Controls -– President Kavasch stated that the Board has been researching street sweepers and getting quotes for several months and has made a final decision on the purchase of a sweeper. The Administrator noted that the Board has agreed to purchase the sweeper by the end of the year to avoid the one-half percent sales tax increase on January 1, 2015, due to the passage of Measure BB.

A non-member asked how much the sweeper would cost. Director Kirk said it would cost $200,042. The non- member stated that she thought the sweeper was running just fine and did not think the Association should spend money on a new sweeper. Director Hoffmann said the current sweeper has been in and out of the shop for the past year and has cost the Association a lot of money. The Administrator said it was inoperable from September 2013 to January 2014 and now operates only manually, which causes more wear and tear on its parts. President Kavasch stated that the Board understands that this is a major expense but Reserve funds have been set aside specifically for this purchase. Director Auten moves to approve the purchase of the 2015 Elgin Pelican Sweeper, Director Kirk seconds, the motion carries unanimously.

6.4 EALI Working Groups – Community Participation –- The Administrator reported that the next meeting of the Governance Working Group is Dec 4, 2014 from 6:30 to 8:30 p.m. in Association's Community Hall. Both the Governance and the Economic Development Group will resume meeting in February 2015. The Association's Hall has been reserved for these meetings on February 5th and February 26th, but she was unclear which group was set for which date. President Kavasch encouraged residents to attend, these are open meetings and San Lorenzo residents need to have their ideas and concerns heard.


7.1 Operations -– The Administrator reported that staff reviewed eight (8) different databases, and has made a final selection. Staff is recommending Village Management Services (VMS), which is a hosted, cloud-based system. The cost for the system will include integration of data, training and maintenance. It will take time to fully integrate our existing data into the new database, however once this is done, the database will not only be more useful to staff, especially out in the field, but also to, members who will be able to pay assessments on- line, view CC&R violation letters and photos. The Board approved the purchase of this software at its last Work Session. The Administrator stated that there would be a 2015 Board Election. There are three (3) candidates running for two (2) available seats. The Association will host a Candidate Forum prior to the next Board meeting on December 18, 2014. The forum will be held from 6-7 p.m., in the SLVHA Community Hall.

7.2 Landscape Expo & Community Meeting –- The Administrator said the comments that were made at the October 30th Landscape Design presentation have been reviewed by the students and their professor. The students will be coming back on Tuesday December 16, 2014 from 7:30 to 9:00 p.m. At this meeting, they will have four (4) or five (5) final landscape designs. Each of these designs will have a maintenance plan and a cost analysis. These designs will be showcased at the Association's Landscape Expo on April 25, 2015.

8.0 LIENS AND VIOLATIONS REPORT (motion may be required) –- Six (6) liens have been released since the October 2014 board meeting.

October 2014 Violation Report

Number  Violation                              No. of Letters

1/19    Inoperable Vehicles in driveway               10
2/22    Recreational veh in front/side yard            5
6       General maintenance of property                0
7/20    Unpaved parking                                7                
10      Yard maintenance                              20
13      Holiday lights                                 0
14      No signs                                       -
15      Building maintenance                           0
18      Lean/miss fence                                -
21      Working on vehicles                            1
23      Dogs/cats more than 2                          -
24      Barking dogs                                   0
25      Prohibited animals                             0
26      Excessive noise                                0
27      No home business                               0
28/99   Other                                          9
30      Multiple violations                            8
31      Plans needed                                  17

Total                                                 79

Director Kirk moves to accept the liens and violations report, Director Auten seconds, the motion carries unanimously.


9.1 Disposition of Executive Session #1400 on November 20, 2014 -– The Administrator reported there were 31 hearings. Six (6) homeowners appeared, thirteen (13) violations were closed; four (4) were carried over for 30 days with requirements to move/uncover/register vehicles or fine ; five (5) were fined; one (1) was to submit plans if landscaping; three (3) were thank-you-but you need further maintenance; four (4) were carried over 30 days for plans; one (1) was forwarded to Animal Control.

9.2 Approval of Minutes of Executive Session #1400 on November 20, 2014 -– Director Auten moves to approve, Director Hoffmann seconds, the motion carries unanimously.

10.0 PUBLIC COMMENT – Items Not on the Agenda -– A non-member wished the candidates well. A member asked for a status report on any agreement with the County on the purchasing of the street sweeper. Director Kirk stated that there is no status. The County is not going to help with the purchase or the maintenance of the new sweeper. A member thanked the Board for the Landscape Design meetings, as there seems to be a lot of interest in these meetings from members. He said that next year is the Association's 70th Anniversary and he asked that residents and the Board start thinking about how we want to celebrate this.

The Administrator said that at the last Unincorporated Services meeting it was announced that the County would host one community event next year in each of the unincorporated areas. This includes Fairview, Ashland, Cherryland, San Lorenzo, and Castro Valley. She will be meeting with Supervisor Chan's staff to see if they can help with the 70th Anniversary event. The Association will be highlighting the event in each of the 2015 Newsletters.

11.0 BOARD REPORTS -– Director Kirk reported that the Tree Advisory Committee had hearings last night. Two (2) San Lorenzo homeowners were called to appear at this hearing. The owner of one of the homes did not appear. The other homeowner was a resident on Via Annette who had purchased his home recently and cut down his large front yard sycamore tree. This resident also completely changed the front yard landscaping from lawn to rocks. The Tree Advisory Committee fined this owner $5,600 for cutting down the tree, plus the costs of purchasing and planting a new tree. Director Kirk reminded residents not to take out their front yard trees, as you will not only be fined, but it affects the property value of your home. He thanked the County for enforcing its Tree Ordinance.

12.0 ADJOURNMENT –- President Kavasch adjourned the meeting at 8:35 pm.

Respectfully Submitted,

Steve Kirk

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