April 2023 Updates

Minutes by Community Member Elizabeth Chaponot

OPEN SESSION

Windows were the hot topic. 

Discussions were had about: 

• System to get the approval to have a fixed window converted to a window that opens to improve ventilation for a unit that gets very warm. The board’s architectural committee will look into identifying potential solutions that would create a community approved option to ensure continuity should other owners wish to do the same thing. There is already some precedent of this being done in the complex.

• Commencing work towards finding glazing options on the architectural committee’s list of things to discuss.  Currently they are researching solutions that could be provided so the glazing on the window would help repel the heat.

• Problems connected to seals that needed attention and leaks that Willis is looking into.

Minutes

Minutes were unanimously approved.

UNFINISHED BUSINESS

Governing Document Amendments/Policies

The board has worked through a rough draft of the main body of the CC&Rs. That will be  submitted to an attorney for review. Now the board will move on to bylaws and other attached documents.

Hot Water Issues

Proposal to add a second boiler has been requested from the vendor but not received..The board has also researched alternate systems that appear to be costly and possibly not more efficient. Our vendor has been asked to provide a proposal to conduct an efficiency study of our current system vs possible replacements to ascertain if there is a reasonable ROI in exploring alternatives.  An estimate was received to add a remote alert monitoring function to our existing domestic hot water boiler which will be discussed in executive session, and appears to be much more expensive than anticipated.

Waterproofing Project

There is significant concern with the state of water intrusion of our main electric room. Several proposals are being collected  for the board review. The board is seeking new vendors that may be more effective. The board is prioritizing the waterproofing of the electrical room for safety reasons, per the recommendation of one vendor. They are also working with a specialist who will review the whole complex and provide guidance and help the board set priorities. The Executive Committee was authorized by the board to move forward with engaging with a consultant after receipt & review of several proposals.

Landscape Renovation

The board is reviewing the proposal for the final design of the landscaping project. Members asked questions of committee members to make sure they were clear about specifications and that the plans would lead to the desired beautification without creating new problems moving forward and can be maintained.  The project is to address and create a baseline refresher for the community. This initial project is the structure to grow from and focuses on plants that are drought resistant and are not notorious for triggering allergies. There will be a landscape committee and interest in community type garden features like herb gardens will come in later steps. The board approved the proposal so that the project can move forward. The first stage will focus on the interior courtyards. 

NEW BUSINESS

2023 Board Election

Gizelle Cadogan was the only candidate to fill out the form to be on the board.  There was one open position and thus no community vote was necessary and Gizelle was appointed to the board.  Full disclosure: Gizelle is my (Elizabeth’s) wife but this will not give me more access to the board “executive work” and Gizelle will not be reviewing my unofficial minutes. 

2022 Annual Financial Review and Taxes

Tax people completed the financial review and taxes and all will be posted to the portal once the board has approved the documents. The financial review was approved & taxes will be filed.

Driveway Damage Prevention

Board is working to get bids on improving the security of the driveway.  The target is to be able to have proposals for the May meeting. Among these include a stronger rollup gate & traffic control measures. 

Mail Room Gate

Board will be revisiting this project to review the viability and cost for this project.  The original proposal did not include the full scope of needs and it is necessary to get an updated bid now that perimeter security has been addressed. It was noted that the Association is not responsible for Member’s deliveries/packages, but that reasonable measures should be explored to secure the USPS boxes since thieves are stealing the master keys from USPS employees. All will be reviewed after the new garage gate has been installed and there is a better feel for how things are going with the garage secured and the perimeter improved. It sounded like a gate like this could be in the $30k+ range, and will be considered alongside other security measures for efficacy and cost. 

Open session ended at 7:10