- The Board will meet with the attorneys overseeing the ongoing litigation with Shea Homes at the next meeting on September 19, 2018. This is an important meeting to attend if you have questions on how the litigation may impact you and your property.
- The months of September, October and November are important for the Association and the members. During this period, the Board reviews the Reserve Study and next year’s budget, both of which impact your assessment. The Board also reviews the renewal of parking permit applications. The Board extends a special invitation to you to attend these meetings because of their importance.
- An elected Director’s position on the Board will be under review and discussion at the September 19th Board meeting, per Articles 2.2.2 and 2.5.2 of the Association’s Bylaws.
- The Association has a contract with a pest control company. If you notice any pest related matters near your building, please contact Action Property Management’s Customer Care Department, at 1-800-400-2284, to open a work order for pest control treatment.
- Committees – The Charter for the Security Committee was approved
- Pool and Spa Re-tile Proposal – Discussed; decision pending additional information
- Water Meter Credit – No Board action required
- Grid – Approved increasing number of “approvers” to three Directors
- Airbnb – Discussed; decision pending additional information
- Meeting Date Change – Discussed; decision pending additional information
- Board Parking Safe list – Existing Board action that allowed safe list for Board members rescinded
- Action Inspection Days – Discussed; decision pending additional information
- POD Location and Miscellaneous location – Discussed; decision pending additional information
- Termite Control Proposals – Discussed; decision pending additional information
- Roof Maintenance & Gutter Cleaning Proposals – Discussed; decision pending additional information
- Legal Contract – Approved new contract for Association’s legal Counsel
- Investment Recommendations – Approved investment recommendations
- Reserves Study Draft – Discussed; decision pending additional information
- Homeowner Request – Parking Exception – Discussed; decision will be sent to homeowner in writing
- Parking Permit – Discussed; decision will be sent to homeowner in writing
NEXT MEETING : The next Open Session meeting is scheduled for Wednesday September 19, 2018 at pm at the Clubhouse. For further details, please access your Vivo account.
Your Association’s Annual Meeting of the Members was held on April 12, 2018. The Election of Directors was completed. Five (5) Directors were elected. Three (3) Directors were elected to serve two (2) year term and two (2) Directors were elected to serve one (1) year term.
NAMES OF CANDIDATES
- Benjamin Cutler*
- Hector Romero
- Oladele Salaam
- Marc Steinorth
- John Taylor*
- Sandra Villegas*
- De Woods*
The three (3) candidates receiving the highest number of votes are as follows and will serve for a two (2) year term.
NAMES OF DIRECTORS ELECTED
- Sandra Villegas*
- Oladele Salaam
- John Taylor*
The two (2) candidates receiving the next highest number of votes are as follows and will serve for a one (1) year term.
NAMES OF DIRECTORS ELECTED
- Benjamin Cutler*
- Marc Steinorth
The members further voted to allocate any excess funds at the end of the current fiscal year to the subsequent year’s member assessments.
ORGANIZATION OF OFFICERS
- President – Benjamin Cutler*
- Vice President – John Taylor*
- Secretary – Marc Steinorth
- Treasurer – Oladele Salaam
- Member at Large – Sandra Villegas*
The adjourned annual meeting held on March 19th, 2018 was adjourned due to a lack of quorum. As previously advised, every time a membership meeting has to be adjourned, because not enough members returned their ballots, the homeowners association bears the cost. This cost is shared amongst all members and can cause your assessment dues to increase.
In the efforts to encourage you to bring in your ballots, the Board is providing catering on Thursday, April 12th, 2018, at 6:00 P.M. You must be a homeowner to attend. Food will be served on a first come, first served basis.
If you have misplaced your ballot, extra ballots will be available at the clubhouse for your convenience. If you have any questions or concerns please contact management at 800.400.2284
The Annual Meeting was held on February 21, 2018 and was adjourned to March 19, 2018 due to a lack of quorum. In other words, the meeting could not be held because not enough members returned their ballots. In order to conduct the Annual Meeting, 25% of the members must return ballots (54 ballots).
Please be reminded that every time a membership meeting has to be adjourned because not enough members returned their ballots, the homeowners association bears the cost. The homeowners association has only one source of income – your dues. The cost of holding adjourned meetings is passed onto you as a homeowner through increased assessments. These needless expenditures can easily be avoided through the return of your ballots.
IT IS NECESSARY FOR THE MEMBERS TO RETURN BALLOTS TO AVOID ADDITIONAL COSTS TO THE ASSOCIATION.
Please return your ballot at your earliest to avoid further costs. If you have lost your ballot contact Elizabeth Marete via email at firstname.lastname@example.org to obtain a replacement ballot. Cooperation will not only help further the goals of the Association, but will also serve your best interest.
Assessment Dues Increased
As discussed during our October Board Meeting, the Board voted on and passed our 2018 budget which included a modest increase of 4.59%. The monthly assessment is now $319.00. The decision was not easy, but the Board was unanimous that it was necessary. During the forecasting meeting, the Board determined the increase was necessary to cover the normal operational expenses. The community completed the 2017 fiscal year with a net budgetary deficit. This deficit was a result of having additional patrol services, a landscape contract increase and other general business legal consultation.
Due to there being less improvements in the years prior to 2016, the operating account had excess funds. These funds were used to offset expenses in 2016 and 2017 fiscal years. For example, the Board approved over $100,000 for landscape installations and transformation on Monet, Hollyhock and Benton as well as Cultural Center Drive. These areas had old and neglected shrubs that were in dire need of replacement over the years. We would all agree that the curb appeal is pleasing to the eyes due to the well maintained and refurbished landscape.
As of December 31, 2017, the operating account represented a positive balance in the amount of $141,252.56, which represents $63,354 in excess funds. Of these funds, $10,000 will be used to offset the 2018 fiscal budget. The Board’s goal is to conserve the funds and to offset more fiscal budgets in the future.
Fortunately, the reserve account is fully funded. This year the Board intends to replace the pool furniture, resurface the spa before summer season, finish landscaping refurbishment on the areas south of Gatsby, wood replacement, building painting and Ficus tree replacements on Gatsby, if the building defects attorney allows it. Continue reading for more information on removal of the Ficus trees.
Landscape Enhancements – Ficus Trees
The Board believes that this was an inappropriate tree for the community and has requested the building defect attorney to include this claim against Shea Homes. For this reason, the trees cannot be removed as this would tamper with the evidence.
The Board intends to remove and replace the Ficus trees as they have been causing damage to the sidewalks and the retaining wall. Unfortunately, it is difficult to install landscape on this area as the Ficus roots are very invasive.
Lawn Maintenance and Dog Waste Management
The lawn has recently been looking its best resulting from the due diligence of the landscaping company. This area is the pride of all residents in the community, as it is a focal point at the entrance. Unfortunately, it becomes difficult to maintain the lawn to look this good as some dog owners do not pick after their dogs. For this reason, the Association has a budget of over $3,000 for dog waste management. This is an unnecessary expense that could be eliminated if every dog owner picked up after their dog. If you happen to see a dog that is not picked up after, please note the unit address and report it to management and immediate action will be taken.
The Association pays for water upfront and is sub-metered. Each unit is required to open an account with Meter Net to pay the water bill. Payment is required promptly to reimburse the Association.
Taste of Victoria Gardens – Save the date!
A community eat-out series
Brought to you by the social committee
Episode 1: Brio Tuscan Grille
Join the community for a taste at Brio
Menu includes a 3 course meal with drinks
Date: July 26, 2017
Time: 6:30 pm
A prepaid ticket of $20 is required seats are limited
RSVP via email to make arrangements to pick up a ticket.
Contact the social committee at email@example.com
for more information.
1. Attend meetings. Don’t just show up if you have a problem or complaint.
2. Submit your ballot during elections!
3. Describe the association in positive terms.
4. Be prepared when asked to contribute; plan details of an event, coordinate with other owners and affiliates.
5. Contribute whatever time you have available for the benefit of the community. Become a dependable, constructive member of the association. 6. When attending Board meetings, remember that the only time you should address the Board is during the Open Forum session. Don’t interrupt during the Business meeting.
7. Keep an open mind and look for the benefits to the community whenever a new program is being initiated.
8. Don’t criticize the Board, committee members or other volunteers.
9. Read your newsletter and correspondence from the management company in order to understand what is going on and why decisions are being made.
10. Introduce yourself to new owners. Let them know that our community is a great place to live and that you look forward to their involvement.
When our community was developed, the developer filed with the state a series of documents designed to uphold the integrity of our community and spell out the duties of our association, and the responsibilities of each of us, the owners. Those documents are often referred to as the governing documents are made up of the Articles of Incorporation, the Bylaws, and the CC&R’s (Conditions, Covenants & Restrictions). The Articles of Incorporation are a one-page document that must be filed with the Secretary of State. It simply states that a non-profit corporation is being formed (our community association). The Bylaws dictate the powers and duties of the Board of Directors (when meetings occur, how the Board is elected, etc.) The CC&R’s dictate the powers and duties of the corporation and regulate both the physical characteristics of our development and the lifestyles of our residents. Of all of the governing documents, the CC&R’s are often the least understood but inarguably the most important. In order to close escrow on your home, you signed a series of papers, one of which stated that you had read the CC&R’s and agree to abide by them. When escrow closed, you entered in to a contractual agreement with the other owners in our community to conform to the dictates of those CC&R’s. This is where some owners get confused. The confusion, however, is easily cleared up once the CC&R’s are read, or re-read as the case may be. After all, how many of you actually read and understood the CC&R’s before closing escrow? Those that did are to be applauded. The rest of us have had to take a crash-course on the CC&R’s through trial and error. Often we have found out that we are in non-compliance to the CC&R’s or Rules & Regulations through correspondence received by our management company. So, we dust off that old copy of the CC&R’s (it took me half a day to remember where it was) and, sure enough, there it is in black and white, the exact restriction that we completely forgot about. Being responsible owners we correct the situation and, armed with a new-found knowledge of our CC&R’s, we continue with our lives, undisturbed (that is, until we “forget” something else and have to go through the process once again). Often we focus on the “pain in the neck” aspect of our CC&R’s, but by doing so we miss the real beauty of their purpose. The CC&R’s provide a structural framework to help residents of different backgrounds, ideals, and perceptions to live together in harmony and by doing so, the community and our property values benefit. If we had no architectural controls (as spelled out in the CC&R’s) or no ability to correct violations of the Rules & Regulations (also spelled out in the CC&R’s), then there would be no harmony and ultimately our community and our property values would suffer. In other words, the CC&R’s are good business…they help ensure that our property values are maintained and our investments protected. Example: What would the impact on your property values be if your neighbor decided to repair automobiles in his parking area as a part-time job and decided to advertise with a big sign he nailed to the roof of his building? Furthermore, in order to attract attention to the sign, he painted his building bright red. This example may be a little over the top, but it applies equally to the neighbor who doesn’t maintain his/her living area. The bottom line is that your property values would suffer. No one would want to buy your home and have to live next to such “chaos”. Since market values are affected by the law of supply and demand, if the demand (or attractiveness) of your community is poor, then the supply (or cost) is reduced. When the demand is high (the community is aesthetically attractive) then the supply (or property values) are increased. The CC&R’s promote conformity, which encourages harmony, which has a positive impact on the value of our community. So, the next time you get a note from the management company explaining why you are in non-compliance with the CC&R’s or the Rules & Regulations, take a moment to remember what the spirit of the CC&R’s embrace (protection of your investment) and be thankful that our Board of Directors are taking their job seriously and are working to protect, preserve and enhance our property values.
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After regular business hours, our management company has a very efficient emergency response system in place in order to respond to appropriate emergencies, which are situations that can cause the damage of property. Our management company can do little about your neighbor’s dog barking at 3:00 a.m., but a call to the patrol company or, as a last resort, to the local police about the disturbance may help get immediate attention. The best way for this kind of a situation to be handled in the long term, is for you and your other affected neighbors to report it in writing to the Board of Directors in care of management. Prowlers and vandals are best handled by the local law enforcement officials. That is not to say that the Board or management does not want to know about this activity. They do, in order to monitor the community, but the quickest, most effective response and enforcement will come from the Police or Sheriff’s Department. However, if a broken common area sprinkler or irrigation timer is threatening property, the management company should be notified so that the landscape contractor can be called to solve the problem. A rule of thumb to remember when determining whether or not to call the management company after-hours is that if the property threatening situation can be addressed by one of the Association’s contractors, and if not reported immediately will cause personal or property damage, then call. After hours on-call personnel will be notified and the situation addressed. Remember, our Board of Directors and management depend upon the eyes and ears of the community to make sure that all of the community’s needs are met. Please don’t hesitate to contact management during normal business hours with any questions you may have about the after hours policy