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MINUTES OF THE BOARD OF DIRECTORS MEETING, NOVEMBER 15, 2018
CALL TO ORDER:
The General Session of the Board of Directors meeting for the Autumn Wood at Hunter's Field
Homeowner's Association was held on Thursday, November 15, 2018 at CT Prop Conference Room #212, 5775 Los Angeles Ave, Simi Valley, CA 93063. The meeting called to order by President, Sean Wolpin at 7:04
p.m
ROLL CALL:
DIRECTORS PRESENT:
Sean Wolpin, President
Miguel Chavez, Member at Large
Steven Dhanjal, Member at
Large
Rashmi Shah, Treasurer
DIRECTORS ABSENT:
Chris Hernandez, Vice President
Monsef Sidrak, Secretary
CT PROP MANAGEMENT REPRESENTATIVE:
Carol Tolchin
HOMEOWNERS PRESENT:
Lynne Willcox, Connie Shelton, and Vondalee Frank were present.
HOMEOWNER FORUM:
2286 Oak Haven Avenue – Shelton - Homeowner requested the removal of three Common Area pine
trees bordering her property. She presented documentation demonstrating the negative impact the trees have on her property and its value. She was also concerned that the trees present a fire hazard,
especially given the recent spate of wildfires. Other observations about the appearance and upkeep of the Common Area were discussed. Vondalee Frank offered to help with activities of the Landscaping
Committee, including tree care.
EVENT CALENDAR REVIEW:
Budget and Annual Disclosures mailed, received by homeowners.
Review managing agent contract: moved to Executive Session
Engage
CPA for tax preparation: moved to Executive Session
ADDENDUM TO AGENDA:
Refreshment of light fixtures in the Common Area under New Business
EXECUTIVE ACTIONS DISCLOSURE:
None.
APPROVAL OF THE MINUTES:
Minutes for the October 18, 2018 meeting were reviewed by the Board members. Steven Dhanjal made a motion to approve the minutes for the October meeting;
Rashmi Shah seconded; all approved. Motion Carried (M/S/C 4/0).
FINANCIAL REPORT:
Rashmi Shah reviewed the financials through October 31, 2018; the budget figures are balanced.
She highlighted the higher water and gas bills for this last month, but they are lower than last year. Brightview has increased their fees. Rashmi has signed the check for $2700 to Brightview for the
refurbishment of the landscaping, but Carol is to hold the check until she has confirmed with Chris Hernandez that he approves of the quality of the work completed. More details contained in paragraph on Plant
Removal/New Planting below). Steven Dhanjal made a motion to approve the financials through the end of October, Miguel Chavez seconded, all approved and Motion Carried (M/S/C 4/0).
ARC ACTIONS:
2264 Oak Haven: Request received to replace roof tiles that are broken with the same kind. Approved.
UNFINISHED BUSINESS:
Broken/Cracked Walkway Sidewalk:
Raised sections of the Common Area walkway pose a potential tripping hazard. The Board would like to remove, level, and replace sections. Sections of walkway next to the big Sycamore trees (#50, #51,
#105, #106, and #107) at both parts of Oak Haven Ave must be removed and replaced. Carol obtained one bid and Steve is in the process of speaking with additional vendors to discuss repair options and obtain
additional bids. Continues (Actionee: Chris and Steven)
Plant Removal/New Plantings: Steven Dhanjal reported that some progress has been made on replacing dying plants
and bushes on the south side of the greenbelt. Vendor is expected to continue with plant upgrades. The contents of the original work order needs to be compared to the inventory that has been planted before the
payment check is released to Brightview. (see Financial Report above). Continues (Actionee: Chris and Steven)
Tree inventory and trimming review: Continues
(Actionee: Chris)
Secural Security: No security assessment was received from Secural. Carol confirmed that Secural is contracted for three patrols (Friday, Saturday, and one random
day). The Board agreed to maintain the contract at the present schedule until further notice because it sustains security's presence as a deterrent given recent circumstances. Rashmi reminded everyone
that the costs remain within the parameters of the annual budget, but those costs will be consumed quickly.
Carol suggested hiring AS&T, Richard Perini's company, local to Simi Valley, to provide a
security assessment. She discussed AS&T's qualifications. Steve and Monsef would join the walk-through with Perini once Carol has scheduled it
Continues
(Actionee: Carol, Steve, and Monsef)
The ventilation issues, along with various options, for the area containing the DVD for the camera monitoring system were discussed.
Re-Plaster Spa: The work will begin the week of November 19, 2018. The pool area will be closed to Members during resurfacing of the spa.
Continues (Actionee: Carol)
Definition of 'Temporary' Continues (Actionee: Board)
NEW BUSINESS:
Landscaping: Trimming of only the pine trees and the
Carrotwood will be done before year-end. The remainder of the Association's trees will be trimmed early the next year. Continues (Actionee: Chris)
Pool heater shut off date:
The pool heater will be shut off for the season just before resurfacing begins. Carol will advise Colin, pool maintenance vendor, of the decision. Closed
Refreshing the Common Area Light Fixtures:
Steven explained that money to repair and replace the 24 light fixtures in the greenbelt is available in the reserves. He will email the Board with the data on what is necessary to be done, and members of the
Board will perform the work, which includes replacing fixtures, painting, and re-wiring. Rashmi Shah made a motion to go ahead with refreshing the light fixtures in the Common Area, with the final cost to
be provided to the Board before the work begins, and the final cost not to exceed $2000; Miguel seconded; all approved. Motion Carried (M/S/C 4/0). Continues
(Actionee: Steve, Sean, Chris)
ANNOUNCEMENT OF NEXT MEETING:
The next General Session of the Board of Directors will be held Thursday, January 17, 2019, 7:00 pm at CT Prop Conference Room #212 at 5775 Los Angeles Av, Simi Valley, CA 93063.
MEETING ADJOURNMENT:
With there being no further business to discuss, the meeting adjourned at 8:01 p.m.
AS RECORDED BY: Lynne Willcox
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