Autumn Wood HOA

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MINUTES OF THE BOARD OF DIRECTORS MEETING, SEPTEMBER 28, 2017

CALL TO ORDER:

The General Session of the Board of Directors meeting of the Autumn Wood at Hunter's Field Homeowner's Association was held on Thursday, September 28, 2017 at CT Prop Conference Room #212, 5775 Los Angeles Ave, Simi Valley, CA 93063.  The meeting called to order by President, Sean Wolpin, at 7:00 p.m.

ROLL CALL:

    DIRECTORS PRESENT:

    Sean Wolpin, President
    Chris Hernandez, Vice President
    Rashmi Shah, Treasurer
    Miguel Chavez, Member at Large (arrived at 7:20 p.m.)
    Steven Dhanjal, Member at Large

     DIRECTORS ABSENT: 

    Monsef Sidrak, Secretary
    Ben Adelstein, Member at Large

    CT PROP MANAGEMENT REPRESENTATIVE:

    Carol Tolchin

HOMEOWNERS PRESENT:

Bill and Lynne Wilcox
Christina Welsbie
Anna Heinaman
Janet Schaub

HOMEOWNER FORUM:

Bill and Lynne Wilcox, 2271 Oak Haven Av, received a violation notice and addressed the issue with Board.
Christina Welsbie, 2255 Oak Haven Av, presented clarifying information for the architectural request.
Anna Heinaman, 2369 Oak Haven Av, questioned the need for an RIA, was given a form to fill out and requested to return it for Board Review.
Janet Schaub, 2350 Oak Haven Av, reassured the Board that progress on her RIA was progressing according to schedule.
 

EVENT CALENDAR REVIEW:

Reserve Study: RSI is awaiting financial information in order to begin the study.  Carol will complete the financials form, submit to RSI, and advise the Board when sent.

Draft Budget: A prelim draft budget will be put together by Carol and forwarded to Rashmi Shah and Sean Wolpin for review and additional changes or input.

Insurance: HOA policy renewed with no increase in premium.  Documents were signed and mailed back to State Farm.

EXECUTIVE ACTIONS DISCLOSURE:

None

APPROVAL OF MINUTES:

Sean reviewed the minutes.  Rashmi Shah made a motion to approve the Minutes from the August Board Meeting, Steve Dhanjal seconded, all approved.  Motion Carried (M/S/C 5/0).

FINANCIAL REPORT:

Treasurer, Rashmi Shah, reviewed the August financials for the Board.  Rashmi noted that large amounts of monies were paid to Plumber without adequate explanation of the costs.  The plumber did not provide a detailed report of the work as requested.  Prior to the work being started, Carol requested from the vendor an insurance rider that would name and protect the HOA as an additional insured party.  This rider was never provided although the vendor continued to complete the work.  Further, the vendor despite repeated requests from the management agent or Board offered no warranty for labor or parts.  The Board resolved not to use this or any other vendor unless these stipulations are met in the future.

Chris Hernandez made a motion to approve the Financials ending August 31, Miguel Chavez seconded, all approved.  Motion Carried (M/S/C 5/0).  Rashmi requested that no additional CD's be opened at this time as she feels that it is necessary to keep extra monies liquid in order to pay these plumbing costs.

ARC ACTIONS:

Pew, 2272 Oak Haven Ave:  Homeowner was asked to submit pictures of the windows and sliders.  No pictures were submitted.  RIA conditionally approved.  Contiinues.
Chavez, 5309 Rain Wood: Homeowner requested approval for new windows and sliders.  Approved.
Welsbie, 2255 Oak Haven Ave:  Homeowner requests to replace the current roll-up door with a carriage door style, white aluminum garage door.  Approved.
Schaub, 2350 Oak Haven Ave:  Homeowner provided paint samples for the current exterior color(s) of the residence to demonstrate that no color change is being requested.  The RIA was previously approved and is being completed for documentation purposes only.
Heinaman, 2369 Oak Haven Ave:  Homeowner will submit an RIA for front yard and residential improvements to be reviewed.  No approval given at this time.
Kitamura, 2302 Oak Haven Av:  Homeowner submitted an RIA: for painting residence exterior, installing an HVAC add-on, changing the front door to blue, and installing two (2) custom-made side gates. 
Approved

UNFINISHED BUSINESS:

Spa and Patio Lights, Walkway Lights: All repairs to lights have been made.  CLOSED

New Motion Detector Light:  Light was installed by American Electrical.  CLOSED

Broken/Cracked Walkway Sidewalk: Raised sections of the Common Area walkway between light poles #3 and #4 pose a potential tripping hazard.  The Board would like to remove, level, and replace sections.  Chris could not obtain a quote for this by meeting time.  Carol and Steve will obtain quotes from two (2) vendors to have these repairs done.  Continues  (Actionee: Carol and Steve).

Pool Security: Two (2) bids were obtained from security vendors to check the HOA pool once a night after closing to prevent homeowners from using the pool after hours.  Carol will ask security companies to attend Board meeting and make presentations  during the September Board Meeting.   A.J., from Secural Security, and Sami, from Citiguard, were present to discuss their companies and answer Board Members' questions regarding services they would provide.  Continues  (Actionee Carol).

Dog Debris in the Common Area:  Chris Hernandez and Steve Dhanjal did not attend a Board meeting at Springtime as intended; however, no further action will be done on this issue.  Carol ordered signs to be installed throughout the parkway.  Signs will be 24"x36" affixed to steel posts and lettering will be green.  Continues  (Actionee: Carol)

Carrotwood Tree Debris:  The Carrotwood tree (#89) adjacent to the east pool wall continues to shed leaves during this part of the season, but more detrimentally, drops nut-like seeds onto the pool decking and into the pool.  Jose, from custodial services, tells us that some of the seeds are being stepped-on by homeowners and mashed into the decking pavers, making clean up difficult.  Colin, the pool maintenance man, reports that some of the 'nuts' float and are sucked into the nearby skimmer clogging the weir and ultimately damaging the filter.  Chris planned to discuss this issue with Kerry, however, due to conflicting schedules Kerry and Chris were not able to coordinate to discuss remedial actions this month .  Continues (Actionee: Chris)

Cost Recovery Actions (insurance claim) for Cabana Water Pipe Refitting:  Carol contacted State Farm Agent Ron Raushenberger for guidance and to initiate claim.  He deferred to the Claims Division, who indicated that each action must be identified before the insurance adjuster will determine which repair actions will qualify for reimbursement.  Chris will work with Fonz, (plumber from Point of Connection) to itemize each restoral action taken during the re-fit action.  The list will then be used to initiate a claim.  Continues (Actionee: Chris)

NEW BUSINESS:

Various newsletter articles were suggested by Board members and homeowners present.  Sean will contact Frank Boardman regarding writing the newsletter. 

ANNOUNCEMENT OF NEXT MEETING:

The next General Session of the Board of Directors will be held Thursday, October 19, 2017 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 adjourned at 8:46 p.m.

AS RECORDED BY:  Chris Boardman

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Reviewed:

August 30, 2018