CALL The meeting was called to order at 7:00 pm by President John Bird.
QUORUM A quorum was established.
PRESENT John Bird, Frank O’Connor, Cyrus Youssefi, Lyn Efken, Allen Anderson, MJ Mitchell, John Atkinson. Cindy Wickliffe represented Management.
DISCLOSURE
Executive Meeting discussion topics were Owner Discipline, Legal, Contracts
OPEN DISCUSSION FROM THE FLOOR
1) Kim Edwards asked that a Short-Term Flood Operating Plan be developed. John Bird is working on this.
2) Adam Gottlieb asked that the WHOA website be updated.
CONSENT CALENDAR
MSC (Efken/Anderson) to accept the Consent Calendar:
1) Board Minutes of March 25, 2008;
2) Ratification of purchase of Office Computer $1086;
3) Ratification of purchase of Spa Heater $2038;
4) Ratification of Landscape to be paid by Resident 600#1.
MANAGEMENT REPORT
A new office computer has been purchased and will be installed on Friday April 18th. Emails sent to the office email for the last three weeks were not received by the office staff.
A new system has been implemented to track work order status and closures. The work orders are tracked in the office as to when they were picked up and returned. On the maintenance side, the work orders are tracked as to whom they were assigned to and when they were returned to the office. The efficiency of the work order flow continues to be monitored by management.
A new tracking system has been implemented with Security as well. One of the shortfalls in the violation notice procedures is a 10-day follow up. A system is now in place for Security to monitor those homeowners who have received violations. Those who have not complied will ultimately be called to a Rules Committee Hearing.
Storm damage repairs are about 98% complete. The final repairs to be made are to a balcony and shed at Building 613.
MAINTENANCE REPORT
o
Total
Open Work Orders 78
o
Work
Orders Opened March 20 - April 16 78
o
Work
Orders Closed March 20 – April 16 92
o
Decks
(2233-7, 613-7 repair only) 2
o
Paint
Railing 1
o
Shed
Doors (708-5) 1
o
Shed
Rebuild (702-8) 1
o
Sheetrock
Repairs (2221-2, 867-7, 2241-7, Laundry 5 & 6) 5
o
Expansion
Boards Replaced (Old) 13
o
Partition
Fencing (776-3, 2209, 700, 617-2) 4
o
Stucco
Walls (613-1, 776-3) 2
o
Sidewalks
(708) 1
o
Pressure
Wash Walkways (871, 867, 865) 3
o
Light
Fixtures Installed 7
o
Motor
Repair @ Pond 1
o
SECURITY REPORT
In the month of March
there were no acts of vandalism.
o
Car
Break-in 1 (Sierra)
o
Cited
Cars 120
o
Denver
Boots 9
o
Expired
Registrations 9
o
Cars
with no Current Parking Stickers 12
o
Speeding
Cars 10
o
Stolen
Cars 1 (Sierra)
o
Tows 1
o
Cellular
Calls 106
o
Home
Break-ins 1 (Old)
o
Noise
Complaints 13
o
Suspicious
Persons 12
o
Violations
Written 36
FINANCIAL REPORT
Cyrus Youssefi reported a flood deficit of $1,263,000; this is the money that Woodside paid out of pocket to cover the 12/31/05 flood damage that was not reimbursed by the insurance company. The Association has a shortfall of $640,000 at this time which may be collectable at some time in the future from the homeowners, if needed. A special assessment under emergency conditions could be levied to make up this shortfall, although the Budget Committee is not recommending a special assessment at present. The Budget Committee recommendations were provided to all of the Board members as well as the proposed Operating and Reserve Budgets for 2008-2009.
MSC (Efken/O’Connor) to accept the Budget Committee’s recommendations and resulting budgets as proposed.
Abstain: none Oppose: none
RESERVE BORROWING BY BOARD RESOLUTION
MSC (Atkinson/Youssefi) to borrow $140,000 from Reserves to pay down the Sunwest Bank Loan.
MSC (Youssefi/Bird) to borrow from Reserves $4,718 previously dispersed (2005-2006).
MSC (Youssefi/O’Connor) to authorize payment of $140,000 borrowed from Reserves to Sunwest Bank Loan used for flood repair, and to authorize Management to withhold funding the Reserve provisions of $60,566 each month for the months of March and April 2008. Abstain: none Oppose: none
PLAN TO PAY BACK RESERVE BORROWING
Members of the Board, lead by Cyrus Youssefi, will be pursuing an appeal to FEMA.
The 2008-2009 budget calls for Reserve Funding of $792,212 for the next two fiscal years. The Board will hold reserve spending at $500,000 for each of those years and the difference of $292,212 per year will be used to pay back the money borrowed from reserves.
OWNER OCCUPANCY EXPLORATORY COMMITTEE
Frank O’Connor presented a proposed survey of Owners regarding rental occupancy/trucks on the property.
MSC (O’Connor/Anderson) to send out Owner Occupancy survey, deleting the item about trucks (the board did not want to include motorcycles either in the survey). This survey will be printed in the May newsletter.
TREE COMMITTEE
There is no money remaining in the tree budget. The arborist will wait until July, the beginning of the next fiscal year, to do the following:
MSC (Bird/Efken) prune for tip weight at carport 652; prune elm at 786-788; and prune camphor at 2221#2-#3.
NEW BUSINESS
MSC (Bird/Youssefi) to hire two seasonal workers to pour two concrete landings for an estimated $1500.
OLD BUSINESS
The Fernandez bid of $1400 to clean the pond was tabled.
FLOOD
APPEAL TO FEMA
Cyrus Youssefi reported on his discussion with FEMA, Oakland office: he spoke with the FEMA trainer for Insurance Operators/Agents. Cyrus will continue his reports in May.
ADJOURNMENT The meeting was adjourned at 8:40pm.
Respectfully submitted,
________________________________________
MJ Mitchell, Secretary