Autumn Wood HOA

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MINUTES OF THE BOARD OF DIRECTORS MEETING, SEPTEMBER 15, 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 September 15, 2016 at CT Prop Conference Room #212 at 5775 Los Angeles Av, Simi Valley, CA 93063. The meeting was called to order by President, Sean Wolpin, at 7:08 p.m.

DIRECTORS PRESENT:

    Sean Wolpin, President
    Frank Boardman, Vice President
    Rashmi Shah, Treasurer
    Ben Adelstein, Member at Large
    Miguel Chavez, Member at Large
    Chris Hernandez, Member at Large

DIRECTORS ABSENT:

    Monsef Sidrak, Secretary

CT PROP MANAGEMENT REPRESENTATIVE:

     Carol Tolchin
     Linda Tobias

HOMEOWNERS PRESENT:

    Sheena Kuo 

EVENT CALENDAR REVIEW:

    Draft Budget
    Insurance Policy Renewal
    Tree Trimming Review 

ADDENDUM TO AGENDA:

    None

EXECUTIVE ACTIONS DISCLOSURE:

    None

HOMEOWNER FORUM:

    No discussions

SECRETARY'S REPORT:

    Rashmi moved to accept the August Minutes as is; Frank seconded.  Motion carried.  (M/S/C/6-0)

TREASURER'S REPORT:

  • The Association's total current assets are $231,992.  Last month the total assets were $228,735.  The amounts continue to meet the demands of HOA operational budget and requirements for asset replacement or repair.
  • Water bill was slightly higher than average:  Most likely due to high heat and evaporation during the summer months (RESOLVED).
  • A credit of $50 was received from the Landscape contractor due to a double billing (RESOLVED).
  • Rashmi asked for the details of $16.07 expensed in August (GL 5700).  Carol said it was for new latch for the Women's bathroom door at the pool. ( RESOLVED).  The Management expense for August included $80.47 for folders etc. (RESOLVED).
  • "Reserve Allocation Expense" was changed to "Reserve Expenses" on p.13 as recommended by Frank.  (RESOLVED).
  • Carol explained an accounting procedure:  When a check is cut, it is entered against the appropriate General Ledger (GL) line item, which is part of Operating Account.  Reserve Account now owes that money to Operating Account, so that amount is transferred to Operating Account from Reserve Account. (RESOLVED)
  • The Landscape Maintenance contract renewal is expected to be higher than the current one. Chris will find out how much the increase will be (Actionee: Chris)
  • Frank moved to accept the Treasurer's report, Ben seconded it.  Motion carried.  (M/S/C/6-0)

COMMITTEE REPORTS:

  • Architectural Committee (Chair: Sean, Acting): 
    • 5218 Birchcroft.  A correction to drawing was suggested by Frank.  Sean will implement it. (Actionee: Sean)  Also Carol will send a courtesy email to the homeowner that the front lawn may not meet City requirement of at least 50% green (Actionee: Carol)

  • Landscape Committee (Chair: Chris):  Wrought iron fence where Hampton and Oak Haven meet still needs repair (picket missing).  Carol will get 2 bids for the repair.  Carol was authorized to accept any bid for less than $500.  (Actionee: Carol).
  • Information and Policy Committee (Chair: Frank):  The current Newsletter is ready for distribution (a little ahead of schedule). 
  • Work continues on the "almost finished" Document Retention Policy.   The Association lawyer's (Allyn Moscowitz) recommendations are being incorporated.
  • Pool Committee (Chair: Frank, Acting):  Some of the jets in the Spa are still not functioning properly.  Frank continues to look for a resolution in concert with the pool service vendor.  (Actionee: Frank). 
  • Security Committee (Chair: Monsef): Monsef was absent. 
  • The key card access device malfunction issue remains a potential problem.  Frank will continue searching for a solution. (Actionee: Frank)
  • The ICX connectivity issues in the Security Cabinet are still being investigated (Actionee: Monsef)

OLD BUSINESS:

    Document Retention Policy:  See Information Committee Report.

    New Architectural Committee Chair:  Ben accepted the chairmanship of the Architectural Committee.

    Drone Issue:  Association homeowners are concerned about drone use in the neighborhood.  However, The HOA does not have authority to set policy regarding their use.  It is a matter of concern, so HOA will continue looking into it (CLOSED). 

NEW BUSINESS:

    Reserve Study Review:  RSI prepared the second draft for review.  A few components fell within the Operating Budget.  Frank recommended lowering the expense threshold to enable the use of Reserve funds for Component maintenance, thereby reducing the O&M account depletion rate.  Sean moved to lower the threshold to $300, Rashmi seconded it.  Motion carried.  (M/S/C/6-0)

    Also Frank made a motion to move $133.78 from Operating & Maintenance to Reserves to meet the third quarter goal, Rashmi seconded it.  Motion carried.  (M/S/C/6-0)

    Insurance Policy:   :  The Board reviewed the State Farm policy for 2017.  The Board elected to retain the SF policy in spite of the 2% increase because the policy includes a beneficial  earthquake clause.  Rashmi moved to accept the policy; Frank seconded.  Motion carried.  (M/S/C/6-0)

    Draft Budget:  Actual expense figures for September are needed for a more accurate portrayal of Association spending.  The Committee will meet to develop a 2017 budget for presentation to the Board during the October meeting.

    Tree Trimming Review:  No proposal yet submitted by Bright View.  Chris will solicit from Bight View.  Chris will complete the review by October 10 (Actionee: Chris)

ANNOUNCEMENT OF NEXT MEETING:

    The next General Session of the Board of Directors will be held Thursday, October 20, 2016 at 7:00 p.m. 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 was adjourned at 8:45 p.m.

AS RECORDED BY: Satish Shah

 

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Reviewed:

October 11, 2017