BEACHWALK HOMEOWNERS ASSOCIATION
GENERAL SESSION MEETING MINUTES
JANUARY 11, 20109

ITEMS DISCUSSED AT THE DECEMBER 14, 2009 EXECUTIVE MEETING
The minutes were approved, hearings were held, legal issues, violations, delinquencies and an employee review was discussed.

CALL TO ORDER
President, Debbie Davis, called the meeting to order at 7:10 P.M. at the onsite Clubhouse.

HOMEOWNER FORUM
Homeowners present asked questions about sewers and plumbing issues, ballot vote on closing pools 3 & 5, survey on closing pools, varied assessments, irrigation being on a day after the rains, lights staying on until 8:00am, the community website and the password secured section.

CONSENT CALENDAR
A motion was made, seconded and carried to approve the following items from the consent calendar:

• Architectural Report - RESOLVED, to ratify the action taken and approve the copy of the Architectural Report for the month of December 2009 as submitted.  (6/0)

• Financial Statement - RESOLVED, to accept the November 30, 2009 financial statement as submitted.  (6/0)

• Board of Directors Annual Election – RESOLVED, to hold the annual election on April 12, 2010 and to set the record date for February 12, 2010.   (6/0)

OLD/NEW BUSINESS

• General Session Meeting Minutes – RESOLVED, to ratify the action taken and approve the General Session meeting minutes from December 14, 2009 as submitted.  (5/1, John Dettle abstained)

  A. Maintenance Committee

  • 7236 Havenrock Roof Repair – A motion was made, seconded and carried to approve the proposal from Antis Roofing for a cost of $5,927.50.  (5/1, Steve Murray voted no)
  • 19645 Surfbreaker Roof Repairs – This item was tabled.
  • 19771 Coastline Roof Repairs – A motion was made, seconded and carried to approve the proposal from Antis Roofing for a cost of $865.00.  (6/0)
  • 19486 Sandcastle Roof Repairs – This item was tabled.  Management was directed to obtain proposals to stucco the chimney.
  • 19701 Little Harbor Roof Repairs – A motion was made, seconded and carried to approve the proposal from OCBS for a cost of $923.00.  Management was directed to find out when the skylight was installed.  If before 1995, then the Association will take care of the leak.  (6/0)
  • 19536 Starfish Roof Repairs – This item was tabled.  Management was directed to find out when the room addition was installed.
  • 19671 Surfbreaker Roof Repairs – A motion was made, seconded and carried to approve the proposal from OCBS for a cost of $642.00.  (6/0)
  • 7251 Havenrock Roof Repairs – A motion was made, seconded and carried to approve the proposal from OCBS for a cost of $486.00.  (6/0)
  • 7231 Seashark Roof Repairs – A motion was made, seconded and carried to approve the proposal from OCBS for a cost of $900.00.  (6/0
  • Painting of Vehicle Wrought Iron Gates – This item was tabled. 
  • 19520 Sandcastle Driveway Repair - This item was tabled. 
  • 19641 Surfbreaker Retaining Wall Repair – A motion was made, seconded and carried to approve the proposal from Collins Builders for a cost of $1,600.00.  (6/0)
  • Sewer Repair Update – John Dettle updated the Board that they should obtain proposals on repairing the offset pipe on Seawind, install 5 manholes and repair or slip line the 3 laterals that were recently inspected per the video survey done by Performance Pipeline.   A motion was made, seconded and carried to have Management gather proposals for the next meeting.  (6/0)
    

  B. Landscaping:

  1. Tree Proposals from December Landscape Walk – A motion was made, seconded and carried to approve the proposal from Tierra Verde, #4010-152 for $2,225.00 and #4010-153 for $1,725.00.  (6/0)

  Proposal 4010-152:

  • 7121 Little Harbor remove dead Eucalyptus $175.00
  • 19772 Waterview remove Eucalyptus pushing against wall $125.00
  • Seagull Landscape Shed remove Eucalyptus leaning on wall $850.00
  • 19842 Waterview slope remove 3 dead Myoporum $225.00
  • 19842 Waterview slope remove 1 tree stump by hand $400.00
  • 7075 Surfside remove 2 Ficus trees with root problems $225.00

  Proposal 4010-153:

  • 19881 Saltwater trim back 3 Myoporum trees from neighbor’s roof $255.00
  • 19902 Maritime remove dying Myoporum $275.0
  • 19886 Waterview trim back 5 Eucalyptus trees from neighbor’s roof $425.00
  • 7242 Seaworthy remove Eucalyptus leaning into neighbor’s yard $285.00
  • 19646 Stern thin and shape 1 Mulberry tree $85.00
  • 19652 Stern – trim Eucalyptus away from chimney $95.00
  • pool 3 area remove 1 dying Eucalyptus leaning on fence $350.00, thin and shape 1 Eucalyptus $125.00 and trim back 1 Eucalyptus from neighbor’s roof $85.00
    
    

  2.Proposals from December Landscape Walk – A motion was made, seconded and carried to approve the following proposals from Tierra Verde.

  • 19842 Waterview (bid# 10499) install ground cover for $1,560.00 (4/2, Steve Murray and Kelly Barclay voted no)
  • 19728 Shorecliff (bid #10497) to allow the homeowner to pay to remove the existing hedge, which is healthy, and install various plant material for $426.00 (6/0)
  • 19828 Shorecliff (bid# 10521) remove declining Escallonia and re-landscape bare area by side of garage for $924.00  (6/0)

  3. Tabled items from November/October Landscape Walk – A motion was made, seconded and carried to approve the following proposals from Tierra Verde.

  • 19768 Shorecliff – re-landscape bare area next to garage for a cost not to exceed $736.00  
  • 19812 Waterview – remove Rubber tree for $350.00.  (6/0)

  A motion was made, seconded and carried to deny the following proposal from Tierra Verde.

  • 7075 Surfside – install root guard (bid #10398)

  4. Replacement Trees for Shorecliff – A motion was made, seconded and carried to approve the following proposals from Tierra Verde.

  • 19797 and 19801 Shorecliff (bid # 10522) replace dying trees with (2) 15-gallon Tristanias for a cost of $112.00.  (6/0)
  • 7075 Surfside (bid# 10524) replace Ficus trees with (2) 15-gallon Tristanias for a cost of $112.00.   (6/0)

  5. Annual Landscape Contract – This item was tabled until March.

  C. Treasurer’s Report:

  • Delinquency Report – A motion was made, second and carried to place a lien on the following accounts:  (6/0)
    • APN# 023-271-11                        owes $1,045.68
    • APN# 023-241-36                        owes $2,389.19 - post judgment
    • APN# 023-281-05                        owes $855.83 - post judgment
      
      
  • Maturing CD – A motion was made, second and carried to reinvest the following CD upon maturity at UBS for 9 months.  (6/0)
    • 1/29/2010            $97,000.00
  • Inspector of Elections – A motion was made, second and carried to approve the proposal from Accurate Voting to be the Inspector of Elections at the April meeting and to send out the ballots for a cost of $1,370.75 plus additional costs to be determined (opening polls, registering voters, counting ballots etc.) on Election day.   (6/0)

  D. Architectural Committee:

  • Request to Include Items in Welcome Packet – This item was tabled.  The Architectural Committee will work on something to be included in the Welcome packet.
  • Architectural Applications - A motion was made, seconded and carried to approve the following submissions as noted below.  (6/0)

• Filling in Half Fences – A motion was made, seconded and carried to have the Association pay the cost to fill in a half fence to a full fence only if the fence needs repairs.  Work will be done when a work order is submitted and the homeowner requests to have the half fence filled in to be a full fence.  (6/0)

E. Pool/Recreation Committee:

1. Sauna Timers – A motion was made, seconded and carried to allow Steve Murray to purchase a digital timer for the saunas for a cost not to exceed $1,500.00.  (6/0)
2. Re-roofing Main Pool Restroom and Pump Room Buildings – This item was tabled until February. 
3. Purchase of a FOB reader – This item was tabled until February. 

F. Security –

1. Keys – This item was tabled.

G. Rules and Regulations -

1. Nomination Committee – Debbie Davis announced that the committee members were Steve Murray (co-chair), Carol Koelle, Winnie Barkley, Olivia Ashment, Debora Kilgore, Melissa Agular and Barbara Kimbrough.  The Committee will have their first meeting on January 13th.

2. Transmitting Electronic Documents – Debbie Davis announced that the website has been updated with a password protected page and the Board would be posting certain items on that page, such has the financials, for owners only to review.  The password may be obtained by contacting Management.

 

ADJOURNMENT
There being no further business to discuss, the General Session meeting was adjourned at 9:45 P.M. to go back into Executive Session.

 

ACCEPTED: _________________________   DATE: ______________________