Autumn Wood HOA

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MINUTES OF THE BOARD OF DIRECTORS MEETING, NOVEMBER 17, 2016

CALL TO ORDER:

The General Session of the Board of Directors meeting of the Autumn Wood at Hunter's Field Homeowners Association was held on November 17, 2016 at CT Prop Conference Room #212 at 5775 Los Angeles Av, Simi Valley, CA 93063. The meeting was called to order by Vice President, Frank Boardman, at 7:05 p.m.

DIRECTORS PRESENT:

    Frank Boardman, Vice President
    Monsef Sidrak, Secretary
     Rashmi Shah, Treasurer
    Miguel Chavez, Member at Large
    Chris Hernandez, Member at Large

DIRECTORS ABSENT:

    Sean Wolpin, President
    Ben Adelstein, Member at Large

CT PROP MANAGEMENT REPRESENTATIVE:

     Carol Tolchin
     Linda Tobias

HOMEOWNERS PRESENT:

    Lynne Wilcox

EVENT CALENDAR REVIEW: 

    Approve proposed Budget
    Review janitorial contract

ADDENDUM TO AGENDA:

    None

EXECUTIVE ACTIONS DISCLOSURE:

    None

HOMEOWNER FORUM:

    None

SECRETARY'S REPORT:

    Monsef made a motion to accept the October Minutes; Rashmi seconded.  Motion carried. (M/S/C/5-0).

    For the month of September, a correction to the minutes included the missing dollar amount for Association's current assets ($230,747).   Chris made a motion to accept the September Minutes as corrected; Rashmi seconded.  Motion carried. (M/S/C/5-0).

TREASURER'S REPORT:

    The Association's total current assets are $231,595.86.  Last month the total assets were $230,747.  The amounts continue to meet the demands of HOA operational budget and requirements for asset replacement or repair.  The Pacific Bank CD has matured; now that money will be placed temporarily in the Reserve Account at Banc of California.  Rashmi questioned a $25 charge.  Carol explained that the charge was not in its proper accounting area.  She has corrected the error.  No further action is necessary.  Rashmi cautioned that the gas bill was higher than allocated in the budget.  Frank and Carol will track it (Actionee:  Frank and Carol).  The Board agreed that the wrought iron fence repair was excellent.   Rashmi made a motion to accept the Treasurer's report, Miguel seconded it.  Motion carried.  (M/S/C/5-0).

COMMITTEE REPORTS:

  • Architectural Committee (Chair: Ben)  Ben was absent 
    • 2258 Oakdale.  Homeowner desires to replace the side gate and fence with vinyl, and to add a security door IAW the Autumn Wood Specification.    His request was approved.
      2290 Oak Haven:
      Homeowner requested approval for a roll-up garage door to replace the deteriorating wooden one.  Homeowner provided specs and color according to Autumn Wood Specification.  Request approved.

  • Information and Policy Committee (Chair: Frank):  BGT (attorney firm) reviewed the proposed Document Retention Policy and made recommendations.  The recommendations were incorporated as appropriate.  Frank motioned to adopt the policy; Miguel seconded it.  Motion carried.  (M/S/C/5-0).
    A proposed Solar Panel Policy, supplementing CC&R Article VII, section 7.9,
    Solar Collection Panels, was approved by the Board for dissemination to homeowners for comment IAW with Civil Code 879898 before implementation.  This policy includes a gas meter relocation requirement when appropriate.  (Actionee: Carol)
  • Pool Committee (Chair: Frank, Acting):  A family was discovered occasionally staying in the women's rest room at night.  The police were called but were unable to contact them as the family left the premises before the police arrived.  Security is now randomly paddle-locking the gate at night to deter trespassing. Pool heater is off.  However, the heater remains on for the Spa customarily.
  • Security Committee (Chair: Monsef):   Monsef is still not satisfied with connectivity issues in the Security Cage.  He is looking at solutions such as not using the static IP; a new, high-speed tolerant modem; and/or, upgraded access (ICX) panels.  (Continues).  (Actionee:  Monsef)
  • Landscape Committee (Chair: Chris):   Tree trimming is completed.  The task took three days instead of the two in contract, but HOA was not obliged to pay extra for the contractor's manpower issues.  Some very high branches were not trimmed, but Chris believes it is OK for now because the trimmers are coming back to do the pine trees, and Chris will ask them about the untrimmed high branches.  Chris will continue monitoring trees, and general landscaping, and make recommendations as needed.
    There was damage to a residence wall (2204 Oak Haven) noted over a year ago, which the homeowner thought was done by the Association tree near the wall.  Upon examination, the consulting arborist concluded that the damage was done by a tree inside the homeowner yard.  That particular tree had been previously removed, but the damage is done; the stump remains.  The arborist believes the Association is not responsible for damage.  A letter to that effect will be sent to the homeowner (Actionee: Carol)

OLD BUSINESS:

    Spa jets (south side) still not producing bubbles: Some of the jets in the Spa are still not functioning properly: pressurized water is noted but without therapeutic bubbles. Frank continues to work in concert with the pool service vendor to determine cause and resolve.  (Continues).  (Actionee:  Frank)

    Document Retention Policy:  Policy adopted by the Board for implementation.  Civil Code 900980 requirements do not apply for this policy.  ( Closed).

    Tree Trimming Review:  Phase 1 (Sycamore tree trimming) completed.  Pine trees (phase 2) will be done in December .  (Continues)  (Actionee: Chris)

    Pool heater turn-off:  Heater was turned off November 1st but reactivated for summer-like day until November 15th. (Closed)

    Custodial Contract:  Contract review will be done in the Executive session.

    Perceived excessive natural gas usage:  Another month October of record gas cost.  The reason is under question.  Frank will meet with a SoCal Gas rep to investigate.  (Continues).  (Actionee:  Frank)

    Connections to ICX (pool access) Panels not reliable:  An on-site meeting with the vendor (Oaks Security) will be set up with Frank attending.  (Continues)  (Actionee:  Carol)

NEW BUSINESS:

    Post Box Painting:  The ownership of the kiosk post boxes is still undetermined; this has continued for many years.  In previous discussions with the USPS, they have indicated other priorities offset many maintenance issues.  To that end, the Board has authorized $140 ($35 x 4 boxes) to paint four (4) post box pedestals when a satisfactory vendor can be determined. No date for action was set.  Monsef made a motion to approve the payment, Rashmi seconded.  Motion carried.  (M/S/C/5-0).

ANNOUNCEMENT OF NEXT MEETING:

    The next General Session of the Board of Directors will be held Thursday, January 19, 2017 at 7:00 p.m. at CT Prop Conference Room #212 at 5775 Los Angeles Av, Simi Valley, CA 93063.  There will not be a meeting in December. 

MEETING ADJOURNMENT:

    With there being no further business to discuss, the meeting was adjourned at 8:07 p.m.

AS RECORDED BY: Satish Shah

 

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Reviewed:

October 11, 2017