Category: Approved Minutes

The meeting was called to order at 3:22 p.m on May 28, 2026.

Directors Present

President: Victoria Nickels
Secretary: Ron Schneirson
Treasurer: Missy Griffin
Director: Bob Silva
Director: Kathie Dodd
The meeting included a welcome for newly elected members Kathie Dodd and Bob Silva, both of whom had previously served on the board. President Victoria Nickels then opened the floor for any proposed changes in leadership.

Motions and Actions

• A nomination was made, accepted, and approved unanimously for Victoria Nickels to continue serving as President.
• A nomination was made, accepted, and approved unanimously for Ron Schneirson to continue serving as Secretary.
• A nomination was made, accepted, and approved unanimously for Missy Griffin to continue serving as Treasurer.
• A nomination was made, accepted, and approved unanimously for Kathie Dodd to serve as Director.
• A nomination was made, accepted, and approved unanimously for Bob Silva to serve as Director.

A homeowner requested access to information regarding all payments made by check. The board discussed the appropriate process and determined that the requested information would be provided directly to the individual who submitted the request.
Bob Silva asked whether the check-signing process would remain the same. The board agreed that no changes are anticipated.

The meeting was adjourned at 3:27 p.m.

Directors Present:
President: Victoria Nickels (over telephone)
Secretary: Ron Schneirson
Treasurer: Missy Griffin
Director: Bob Silva
Director: Kathie Dodd

Homeowners Present:
NONE

Call to Order
The meeting was called to order at 4:00 p.m. on April 06, 2026.

Landscape Maintenance
The Board acknowledged a deep appreciation for Stan assisting The Cove two days per week through 2026. It was noted that Stan’s agreement includes the ability to set final priorities and determine specific methods for completing tasks.

Stan will be employed at an estimated average of two days per week, retroactive to March 30, 2026. Associated costs include approximately $211–$220 per month for workers’ compensation and Social Security, with accounting costs increasing by approximately $80 per month for payroll administration. Stan’s hourly rate will remain consistent with his previous rate, totaling approximately $2,131 per month including taxes and insurance. Stan may reduce his hours at his discretion.

A motion to rehire Stan was made by Ron, seconded, and unanimously approved.

The Board discussed the need to encourage homeowners to submit all maintenance requests in writing using the A&L request form.

Ron reported that he and Victoria met with Gary’s adult children regarding The Cove’s willingness to have Flora Pacifica discontinue the current contract. The family agreed and also agreed to transfer ownership of the mowers, handheld blower, large trailer, tractor, and white truck currently onsite to Vicente.

Freelance Services
Vicente will be engaged as an independent freelancer and will submit invoices for his time, estimated at approximately six hours per day. A Form 1099 will be issued in the January 2027 timeframe. Vicente has obtained independent insurance through Aflac, and proof of insurance has been provided to the HOA Board. He will be responsible for his own taxes, insurance, and maintenance of personally owned equipment and will report maintenance expenses to the Board. The Board may consider an annual bonus at its discretion.

A motion to proceed with Vicente as a freelancer for approximately 6 hours per day, 5 days per week, at a rate of $30 per hour was made by Ron, seconded, and unanimously approved.

Adjournment
The meeting was adjourned at 4:42 p.m.

Directors Present:
President: Victoria Nickels (over telephone)
Secretary: Ron Schneirson
Treasurer: Missy Griffin
Director: Bob Silva (over telephone)
Director: Kathie Dodd

Homeowners Present:
Laura Goldberg (#111), John Wedler (#229), Mary Stanford (#109), Jim Rich (#104), Theresa Kirk (#106), Stuart Wyche (#226), Jim and Carolyn Barnes (#222), Barbara Clary (#218), Gary Stromberg (#202)

Call to Order and Approval of Minutes
The meeting was called to order at 4:03 p.m. on March 5, 2026. Proof of notice was provided by Ron Schneirson, who confirmed that notice was emailed and posted on March 22, 2026. The draft minutes from the February 19, 2026 meeting were approved by unanimous vote following a motion and second.

Garden Area Cypress Trees
Ron reported that Flora Pacifica will perform limited trimming of the Garden Area cypress trees, which may reduce costs when obtaining a bid from a tree service. No additional garden area trimming is included. Mary Stanford noted that some residents may require help with the heavier physical tasks. Ron stated that he will speak with Gary about meeting with Mary to review the needs.

Gazebo Door
Ocean-facing French doors were destroyed in a vandalism incident. The doors needed to be replaced prior to the vandalism, due to the location and longer-term use. Replacing the French-doors with a window was discussed and it was decided that replacing with similar French doors was preferred. It was suggested that we have Bret Bernhart create some improved ability to secure the doors in the open position. Further physical enforcement around the beach door is also desired.

Acquiring additional bids were discussed and it was decided to stick with Bernhart, based on previous experiences and his track record. Greenlighting the Bret Bernhart bid for Gazebo door replacement not to exceed $6,000 was proposed, seconded, and passed unanimously.

Gazebo Security
The Board discussed the installation of Wi-Fi and security cameras at the Gazebo. Ron will investigate.

Paint Bids
The units scheduled for painting this year are 101/103 and 223/225. Unit 223 includes a wooden deck requiring dry rot repair and repainting, while Unit 225 has a deck constructed of Trex or similar composite material which is not painted. Four painting bids were reviewed, ranging from approximately $54,500 to $21,250. For comparison, $17,000 was paid last year to paint four units (two buildings). Southcoast Custom Painting (Rob Brown) submitted the lowest bid at $21,250.

The Board noted general satisfaction with Southcoast Custom’s prior work and Rob Brown’s responsiveness in addressing follow-up items. All bids included painting garage doors white, other than the newer garage doors that are already white.

A motion was made, seconded, and unanimously approved to accept the bid from Southcoast Custom Painting, with a not-to-exceed amount of $22,250 (an additional $1,000) to allow for potential door-related or other unforeseen issues.

The homeowners of Unit 103 will fund replacement of the existing pergola and rain gutters in coordination with the painting of their unit.

Flora Pacifica Contract
The Flora Pacifica contract expires July 1st. Ron proposed a results-based contract, including a 10-day cancellation clause for dissatisfaction. The new contract will run from July 1 through December 31, 2026.

Ron said the monthly cost will be $7,000 for all outside maintenance and special projects, which is less than prior costs.

The members talked about distinguishing between the budget and actual funds. Victoria recommended going over the budget prior to approving the contract. Missy mentioned that current reserves gain $7,500 each month. Ron and Missy agreed to work together to determine what funds are available.

Carolyn suggested seeking more bids, and Victoria will follow up. Ron noted that our relationships and intangibles with Flora Pacifica should also be considered.

We decided to aim for a final decision by the end of May.

It was requested that we have Gary show proof of insurance and workman’s comp insurance.

Bark for Garden
Mary Stanford requested a load of bark for the garden, and $160 was unanimously approved for this purchase.

Meeting was adjourned at 5:15PM

Directors Present:
President: Victoria Nickels
Secretary: Ron Schneirson
Treasurer: Missy Griffin
Director: Bob Silva (via phone)
Director: Kathie Dodd

Homeowners Present:
Laura Goldberg (#111), John Wedler (#229), Mary Stanford (#109), Beverly Benson (#208), Joel Dyer (#105), Jim Rich (#104), Theresa Kirk (#106), Paul and Patty Shanley (#102), Stuart Wyche (#226), Jim and Carolyn (#222)

Guest: Gary from Flora Pacifica

Meeting Call to Order and Approval of Minutes
The meeting was called to order at 2:01PM. Proof of notice was provided by Ron Schneirson, who emailed and posted the notice on November February 9, 2026. A motion to approve the (ver1.2) DRAFT minutes from the November 21, 2025 meeting was proposed, seconded, and passed unanimously.

A&L Report
Patty expressed appreciation to Gayle Marta for making two beautiful Christmas wreaths. All gutters have been cleaned. Walkway power-washing is in progress with half of the units completed. Substantial pruning has been completed with 3 large dumpster loads being filled. Several units were listed in association with pruning. Home and streetlights all around community, including the lower trail, are being cleaned and refurbished. Greenery on the lower trial has been trimmed back. The waterfall has been thoroughly cleaned. The beach stairwell railing has been temporarily repaired, more permanently fixed in spring.

In the Gazebo, an electrical outlet has been repaired, and the hot water heater replaced. A pest control company has sprayed the Gazebo for insects.

A new flagpole light, light-sensor and wiring have been replaced.

Directors Present:
President: Victoria Nickels
Secretary: Ron Schneirson
Treasurer: Missy Griffin
Director: Bob Silva
Director: Kathie Dodd
Homeowners Present:
Laura Goldberg (#111), John Wedler (#229), Barbara Clary (#218), Mary Stanford (#109), Beverly Benson (#208), Joel Dyer (#105), Jim Rich (#104), David Dodd (#216), Theresa Kirk (#106), Keith Griffin (#112)
Guests: Damien Garrels, Kylie Brewer, Edward Jones Financial Advisors

Meeting Call to Order and Approval of Minutes

The meeting was called to order at 2:04 PM. Proof of notice was provided by Ron Schneirson, who emailed and posted the notice on November 14, 2025. A motion to approve the minutes from the September 16, 2025 meeting was made, seconded, and unanimously approved.

Welcome
The Board welcomed Theresa Kirk as a new member of The Cove Community.

Guest Speaker
Damien Garrels, Financial Advisor from Edward Jones, provided an overview of the HOA’s accounts and interest rate expectations. The HOA recently secured a 3.9% CD for four years and a 3.8% CD for two years. It was noted that interest income is taxable, and minimal income is expected in 2026 as no CDs will mature. The reserve account currently holds approximately $130,000 with no interest; moving these funds to a Money Market account was recommended. The HOA is permitted to invest in only one Money Market fund: the AB Government Money Market Fund.

A&L Report
In the absence of A&L members, Ron Schneirson delivered the report. Recent activities include removal of Pompas grass, cleaning of storm drains, ongoing efforts to address gopher issues, and cleaning of rain gutters on several units.
Volunteers Beverly Benson and Carolyn Barnes were appointed to the A&L Committee following the resignation of Laura Goldberg and Michelle Panky. The Board unanimously approved these appointments.

Property Maintenance Updates

• Grass Settling at Unit 229: Following an assessment by a geologist and site inspector, it was determined that there are no underground utilities or hillside separation present. The observed settling is most likely attributable to the decay of former tree stumps. Topsoil and grass will be added as recommended. A similar issue was noted near unit 112
• Outdoor Lighting: Painting of outdoor lights by Flora Pacifica has not started yet but is scheduled to take place on rainy days
• Asphalt and Cement Work: The Board decided to postpone resealing asphalt due to higher-than-expected dry rot repair costs. A $5,000 deposit has already been made, and $14,900 was budgeted for full resealing next summer
• Cement pathway conversion of east pathway is scheduled within 1-2 weeks

Open House Policy
A new comprehensive open house policy was presented by Kathie Dodd and unanimously approved. The policy will be posted on the community website. Unit #204 will host an open house on November 23rd.

Unit 219 Update
This unit is owned by the Estate of Gene Johnson. The estate attorney confirmed that outstanding dues ($2,150 plus an additional $650) will be paid upon sale of the unit. Dues have not been paid since August, and foreclosure is likely. The Board discussed updating late fee policies and forming a committee to review and amend the CC&Rs. A lien will be recorded against the property as soon as possible.

A letter was read from the ‘Personal representative’ of the estate. The letter stated that all fees will be paid through escrow upon selling. If the property goes to auction, the estate will give at least 30 days’ notice so we can record a lien against the property. It was decided that recording a lien sooner may be beneficial. Victoria will move forward on recording a lien ASAP

Dry Rot Update and Go-Forward Plan

• Dry rot repairs were completed on several units in 2025 (106, 108, 221, 112, 105 (twice), 210, and unit 227), exceeding the original $12,000 budget, with total costs estimated at $35,000–$36,000 including roofing-related issues
  • Dry rot repairs (not mentioned in the meeting) for the following units were also completed and covered by the above expense:107, 206, 208, 224, 228, 212, and 226.
• Proactive inspections and caulking are planned for spring 2026
• Further recommendations include trimming shrubbery away from homes and homeowners addressing failing windows promptly. The Board discussed capping dry rot repair expenses and postponing non-urgent dry rot work
• Investigation into roof-edge flashing was conducted, but no funds are available for this project. Homeowners may pursue this work independently if desired (~$4,500 per unit)
• Jim Rich asked about reserve study listing $12K for Dry Rot, Victoria clarified that the budget has been increased to $15K
• Victoria shared that Edwards talked about applying Moss-off and inspecting the roof at the same time in 2026. Roof valleys and edgings will be inspected at that time

2026 Reserve Study Review
Missy Griffin presented the 2026 Reserve Study. The Board set a goal to reach 70% funded reserves in 30 years, with an assumed annual 3% increase for forecasting. The reserve is currently 41% funded. The annual contribution goal for 2026 is $90,000 ($7,500 per month), up from $77,400 in 2025.

2026 Budget Review

• A budget forecast with no dues increase would result in a deficit. The Board unanimously approved an increase in monthly dues to $675, effective January 1, 2026. The Board emphasized that dues increases are considered carefully
• Homeowners are encouraged to make payments by the first of each month. Rising hardware costs were noted, with plywood prices increasing by 40% since June 2025

Closing Questions and Comments

• Questions regarding payroll expenses were addressed, clarifying that employer payroll taxes and insurance are included with base salary
• Dry rot costs are part of the reserve, while roof costs are categorized under operations and maintenance
• There is unlikely to be a credit, or reduction in painting costs, since Bret B. will handle caulking based on actual water intrusion risks, while painters would caulk all joints regardless of concern
• Updating CC&Rs was discussed. There was an informal discussion of Joel, Ron and Beverly working on a draft of CC&R updates
• Beverly suggested a Reserve review with all members used to happen and was beneficial
• The allocation of excess funds from recent assessments was clarified, with tree assessment funds placed in the O&M account and excess insurance funds in the reserve account
• Victoria stressed proper fund allocation and tracking expenses, citing a privacy fence as an example

Directors Present: President Victoria Nickels, Secretary Ron Schneirson, Treasurer Missy Griffin, Director Bob Silva, Director Kathie Dodd.

Homeowners Present: Gayle Marta (#215), (Laura Goldberg (#111), John Wedler (#229), Barbara Clary (#218), Mary Stanford (#109), Beverly Benson (#208), Joel Dyer (#105), Jim Rich (104), Michelle Panky (212), Stuart Wyche and Judy Schneider (226), Gary Dietz (Flora Pacifica)

Meeting Call to Order and Approval of Minutes

• Meeting called to order at 10:09AM on Tuesday, September 16 2025.
• Proof of notice was mailed out posted by Ron on September 4th.
• Draft minutes were emailed out and a motion was made to approve them, seconded, and passed with a vote of all in favor.

Treasury Report

• Missy discussed two CD maturing since the last meeting. Rolled these funds into a 3 YR and 4 YR CD’s.
• Additional CD maturing in Nov ’25 and Feb ’26. Decisions on length of CD’s will be made at that time.
• Missy discussed Money Market as a saving place to accumulate enough to purchase CD.
• Missy discussed cleaning up miscellaneous capital funds by combining such funds with other accounts. Ron suggested talking to our Accountant to determine rules on moving Capital to Reserve account.

Open House Follow-up

• No issues of note on multi-house open-house day
• Victoria directed Kathie and Ron to create an Open House policy for future use.

East Stairwell Project

• It was noted that the cost of the new east stairwell was $9,500 out of the $10,000 allocation. It was agreed that the stairwell looks nice and is functional.

A&L (from Flora Pacifica)

• Gary shared plans to rehab the lower trail with gravel, rebar, and use 4×4 lumber which he will provide at no charge.
• Gary shared the costs and benefits of using groundcover cloth and bark
• There was some discussion about limiting time in which Stan is on the riding mower, with the intention of using his limited time here to gain Stan’s tribal knowledge.
• Discussion was had regarding hillside settling in rear of 229 and adjacent areas. Bob Busch’s insights were shared by John Wedler. It was stated that there is no hillside separation, but some settling of the top layer of soil due to trees being removed long ago with stumps and roots deteriorating. We now have a plan for Gary and Vicente to backfill and re-sod with hillside stabilizing (deep rooted) grass.
• Gary brought up concern of large, galvanized drainage pipes being an issue in the future. He suggested reaching out to Tony Baron with the City to determine if these drainage pipes fall under City jurisdiction.

Reserve Study Review/Approval – Victoria Nickels

• Tabled, to be addressed in future meeting

Asphalt Resealing

• Two bids from Straum presented, one for spraying product at $14,450.98 and the other using a squeegee and brushing method for $19,565.25.
• A motion was made, seconded and passed with vote to approve up to $20,000 to to approve the squeegee and brushing method.
• Where possible accommodations will be made for foot traffic and automobiles

A&L Report (Laura)

• 217 had vent screens installed. Street Lamp repairs and bulbs, Dryrot repairs at #226, Tree branch outside of #102, #224 had some dry rot and some landscaping requests, some of which have been addressed. The waterfall is still on the radar to be cleaned out for the fall. There is a new display case out by the mailboxes. Gophers and moles have popped up. The center staircase has been oiled. Michelle has put in a new keypad sticker on the pedestrian man gate leading out to the street. Gary has been working on irrigation issues.
• Please report wet areas around patios, since that might indicate irrigation problems and water wastage.
• Unit #226, Brett Bernhardt identified several problems, including a long-term leak in the attic, having been previously addressed. Brett found a hole in the roof that should have been covered with flashing, leading to damage on the soffit and roof.
• Flora Pacifica continues to work on irrigation issues as they arise

Caulking and Preventative Measures

• Ron suggested homeowners inspect their properties for cracks where water may intrude and cause dry rot.
• If homeowners are not expert at caulking, they should fill out a form to report issues and let the experts handle it.
• Best case scenario is that no one needs to think about it because calking is being done as routine maintenance.

Closing

Meeting adjourned at 11:30

Directors Present: Secretary Ron Schneirson, Treasurer Missy Griffin (over phone), Director Bob Silva, President Victoria Nickels.
Homeowners Present: Gayle and Jerry Marta (#215), Jay Brentjes (#223), Dave and Kathie Dodd (#216), Patty and Paul Shanley (#102), (Laura Goldberg (#111), John Wedler (#229), Barbara Clary (#218), Mary Stanford (#109), Beverly Benson (#208), Joe Mohr (#210), Joel Dyer (#105), Gary Dietz (Flora Pacifica)

Meeting Call to Order and Approval of Minutes

• Meeting called to order at 2 o’clock on Friday, July 11, 2025.
• Proof of notice was mailed out by Ron on July 3rd.
• Draft minutes were emailed out and a motion was made to approve them, seconded, and passed with a vote of all in favor.

Appointment of Kathie Dodd to the Board

• A motion was made to nominate Kathie Dodd to the HOA board, effective immediately, and it was seconded. The motion passed with a vote of all in favor and Kathie Dodd was welcomed to the board.

Appointment of HOA Liaison and A&L Committee Report

Ron was nominated and accepted the position of HOA Board liaison to Flora Pacifica.

Patty presented the A&L Committee report, detailing landscaping work done by Gary and Vicente.
o Large jobs were done at homes 106, 215, 216, and 225.
o Medium sized jobs were done at 102, 202, 212, and 217.
o Small landscaping jobs were done at 104, 105, 107, 111, 204, 210, 221, and 229.
o Patty noted that the lower trail to the gazebo and the stairway to the beach were cleaned and irrigation repairs are in progress.
o Michelle was thanked for the hanging flower-baskets by the front gate entrance.
o It was noted that the Community Garden looks great, with Beverly taking down weeds.
o Homeowners were reminded to address broken window seals to prevent leaks and dry rot.
o It was stated that Ron resigned from the A&L Committee and Laura Goldberg has agreed to join the team. A motion was made to appoint Laura to the A&L Committee, seconded, and passed with a vote of all in favor.

Gary’s Comments and Landscaping Discussion

• Irrigation systems are getting close to being where they should be. They had to order valve solenoids for the common area of the north end of the property.
• Since June 25, they have been working on individual properties.
  • Project Completion & Frequency
    o Big property cleanup jobs should be completed by mid to late August.
    o The initial plan was to service each property twice a year, but they are now able to do better than that due to Stan’s help one day a week.
    o The team got all mowing and edging done in one day, leaving the remaining days for individual properties and common areas.
  • Mugo Pines
    o The board was asked to approve the removal of the Mugo pine next to the one being taken down in front of 101.
    o A request was made to remove all Mugo pines from the center common ground area because half of them are unhealthy. Gary advised to remove all Mugos to eliminate ocean view issues and replace them with big boulders and dwarf and other plants.
  • Plant Selection & Overgrowth
    o Gary can acquire plants from Willamette Valley nurseries at 20-25% of the cost of local nurseries.
    o Many homes have overgrown landscaping due to initial planting without considering long-term growth. Overgrowth occurs because plants are planted too close together, leading to dominance and suppression.
    o The team has been removing overgrown plants, especially rhododendrons.
  • Transplanting & Property Concerns
    o Plants removed from over-planted areas may be transplanted to other locations.
    o Concern was raised about property at #219 being untouched and having weeds.
  • Homeowner Involvement & Communication
    o Gary states that the goal is to have all properties looking as they should by the end of August.
    o Homeowner involvement is encouraged to understand preferences.
    o Homeowners are encouraged to fill out a form for requests instead of directly asking Vicente.
    o Victora: “Please don’t go up to Vicente when he’s working and ask him to do a favor for you. Please use the form.”
  • A & L Committee & Urgent Issues
    o Beveryly raised question about the A&L Committee meeting schedule and approval timelines. Ron suggested using judgment for urgent issues like fallen branches instead of waiting for committee approval.
    o Gary said he would handle urgent issues, as agreed to during negotiations for taking over for Stan. Instead of contacting Vicente, Gary should be contacted about urgent issues.
    o The goal is to get every property in good shape by the end of August. From September 1st on, the focus will be on maintenance rather than dealing with neglected properties.
  • Community Garden
    o Gary recently learned that the community garden was his responsibility. They will use a string trimmer and clean-up as needed. (Offline note: Stan stated that only Horseshoe Pit and surrounding bushes were to be maintained by HOA, vs. users of garden area).
  • Dumpster Compaction
    o They are using the tractor to compact the dumpster, expecting to eliminate 5 to 6 annual pickup and dumps by compacting the trash.
  • Safety and Tree Trimming
    o Safety situations, like a branch falling, should be taken care of immediately without paperwork.
    o Beverly notes that some trees are breaking through the chain link fence and damaging property. It was stated by Ron that an approximately $5,000 tree trimming was recently one a little over a year ago. (Offline note: Last major trimming was in Dec 2022)
    o It was noted that there is a large eucalyptus tree at a 45-degree angle, and Stan has talked to the property owner about it. (NOTE: Ron to follow-up)
  • Flora Pacifica
    o Vicente has worked with Flora Pacifica for 25 years and is 47 years old. Vicente will become the owner of Florida Pacific.
    o Gary was reminded not to hand out the gate code.
    o There was a discussion on whether to vote on the Mugo pines, with habitat for birds being brought up as a concern.
    o Almost every plant can be purchased in dwarf form.
    o Dwarf Mugo pines are often planted on commercial properties.
  • Realtors and Landscaping
    o Marie reported that Bonnie told her, that a realtor told Bonnie (at #204), that the central plants are affecting the view and the sale of the property.
    o The Mugo pine prevents people from seeing the water. It was commented and agreed that the view is a high priority important to most every home.
  • Budget for New Plants
    o There is money budgeted every year for plant replacement in the reserve study, $1000. Money also comes out of O&M budget.
    o There was extra money left over from taking the trees down. The extra tree fund money can be used to continue to replace plants and beautify the center area and the small walkway retaining wall.
    o The $1000 can buy $4000 worth of plants through Flora Pacifica.
  • Plan and Approvals
    o Concerned was raised about setting a precedent that requires landscape projects to be approved with a board meeting vote.
    o It was clarified that the A&L cannot spend money without approval.
  • Plant Replacement and Budget Discussion
    o The suggestion was to approve a dollar amount rather than focusing on specific plants.
    o Concern was raised about setting a limit without knowing what plants are needed and potentially depriving owners of desired plants.
    o A motion should have the intention of empowering the A&L team to work with Gary without board oversight of plant selection.
    o Motion to approve up to $500 for a project for the center area was made and seconded. The motion passed.

Gary’s Discretionary Spending

• A motion was made to authorize Gary to spend up to $200 a month of Cove funds as needed. The motion was seconded and passed.

Garage Sale

• A garage sale will not happen this year, but will be revisited next year.

Open House Proposal

• A real estate agent wants to host an open house on July 19th from 1 to 3 for four units (106, 204, 210, and 221).
• Missy recused herself from the discussion and voting due to a conflict of interest (owning 221).
• Concerns were raised that open houses primarily benefit realtors and may attract “looky-loos.” An incident occurred where a realtor mistakenly entered the wrong house. An alternative suggestion was made to allow “for sale” signs with unit numbers outside the gate, similar to Checkpoint Terrace.
• A request for open houses was made by realtors and homeowners.
• It was determined that no CC&R or bylaw against open houses exists and it would be more beneficial to have several open houses at the same day rather than spread out. It was suggested to open the gate only during the open house timeframe, Ron S. will be on point for the gate.
• HOA Board to communicate open-house status to the community and will need to remind realtors to have people park in designated areas.
• There was a motion to facilitate an open house for all properties for sale (by realtor or owner) on July 19th from 1-3 PM, including signage, open gate, well-marked houses, and proactive communication with the community and Flora Pacifica.
  Motion seconded and carried.

East Staircase Plan Update

• Three businesses provided bids for the east staircase, two withdrew their bids.
• Concerns were raised about the trail falling off the hill near the staircase. Gary and others will shore up the trail before heavy rains.
• Brett Bernhart is writing a new bid for the staircase with landings and no handrails.
• Motion to approve expenditure up to $10,000 for Brett Bernhardt to rebuild the east staircase as described. Motion was seconded and carried.
• If the bid is more than $10,000, another meeting will be held.
  East Concrete Walkway
• Concrete walkway approval was for a project and contractor (Lea Construction) separate from stairwell. Stairs are to be done first to avoid construction over a new walkway. Lea Construction is aware of the plan.

Asphalt Re-Sealing Discussion

• Asphalt on the west side failed for a second time.
• It was suggested that we redo the whole thing with a different product and company when the time comes.
• The reserve study has a list of scheduled maintenance by year, East side should have been done this year.
• The asphalt on the east side is not a problem, but the west side peels off.
• A new company used a different product on the west side, which failed after a few months, even after adding more adhesive [on second attempt].
• The east side was originally done by Strahm, but there were still problems, especially near the mailbox slope (Offline Note: Mailboxes are part of westside work).
  Proposed Solution
  • Consider redoing the entire section of the west side that has issues.
  • It was proposed to get quotes for both sides (east and west) and discuss at the next meeting.
  • Consider patching the east side and using the majority of the budget for the west side.
  • The intention of the sealant is preventative maintenance.
  • The surface needs to be scarred before sealing. The previous scrubbing of the surface was not effective. Scarring is necessary for the new sealant to adhere properly.

Other Topic

• Outdoor house-lights need to be re-painted. Stan will do it on one of the work days in two weeks.

The meeting was adjourned at 3:29.

Held May 29, 2025

The Organizational Board Meeting was called to Order at 3:43 PM by Board Director Victoria Nickels and held outside The Cove’s Maintenance Building.

Directors Present: Treasurer Joel Dyer, Director Bob Silva, Director Victoria Nickels ( via Phone)and Newly Elected Directors Melissa Griffin and Ron Schneirson.

Victoria Nickels moved to nominate Ron Schneirson President. The motion was not seconded.

Bob Silva moved to nominate Victoria Nickels President. The motion was seconded and passed 5-0.

Victoria Nickels moved to nominate Ron Schneirson Secretary. The motion was seconded and passed 5-0.

Ron Schneirson nominated Melissa ( Missy) Griffin Treasurer. The motion was seconded and passed 5-0.

Joel Dyer resigned from The Cove Board of Directors.

The Board will now be seeking to actively recruit and install a new Homeowner Director to fulfill the one year remaining in the position Joel Dyer has left.

The meeting was adjourned at 3:55

The HOA Meeting was called to order at 2:05 PM by President Gayle Marta and was held in The Cove’s maintenance building.

Directors Present: President Gayle Marta, Treasurer Joel Dyer, Secretary Laura Goldberg, Director Bob Silva, Director Victoria Nickels participated via telephone.

Homeowners Present: Ron Schneirson (#111) Keith & Missy Griffin (#221) Dana Hayes (#228) Joe and Diane Bernhardt (#108) Dave Dodd (#216) Beverly Benson (#208) Paul and Patty Shanley (#102) Jim Rich (#104) Barbara Clary (#218) Michelle Pankey (#212) Jennifer Bacon and Jack Knutsen (#101) Mary Stanford (#109) John Wedler (#229) Stan Brannon

Proof of Notice: Notice for the HOA Board Meeting was emailed and posted on May 19, 2025.
Motion to approve the Annual Meeting Minutes as written from May 31, 2024 was seconded and passed 5-0. Motion to approve the Minutes from the Annual Organizational Meeting on May 31, 2024 was seconded and passed 5-0.

Joel Dyer / Treasurer presented Cove Financial Standings as of May 15, 2025
Operations and Maintenance Account: (Funded w/HOA Dues) $46,257.96
Reserve Accounts: (Funded w/monthly reserve contributions + CD interest) $487,677.11
Capital Account: (Funded w/buy in fees from new owners) $16,145.58
Total: $550,080.65

Dry Rot Cost – YTD – $8,033 Budget – $12,000

All expenses are on track to budget for 2025 with the exception of insurance costs. Anticipated overage of annual insurance costs at year end is approximately $4K.

There are currently 6 active CD’s totaling $357K ranging in terms of 1-3 years and receiving rates of return from 4.0% to 4.9% APY.

Patty Shanley / A & L Committee Report
The front entrance on Wharf St. has been cleaned up with new rocks added. Dead trees have been removed from unit #202 and #226. Boulders have been purchased and will be placed in strategic locations throughout The Cove. Refurbishment of the dry creek bed in the center area is almost completed. The new sidewalk has now been poured and runs through the center common area. Special thanks to Stan, Ron and Vicente for the work placing the rocks and plants in the creek bed area. Ron Schneirson will be leaving the A & L Committee and Laura Goldberg will be joining the committee.

OLD BUSINESS
Gayle Marta provided an update on the tree removal. Once the final payments are made in September, there will be a total of $38,400 collected from homeowners to cover the cost of tree removal. ($1200/unit) The bill from Western Pacific for the tree removal came in below the estimate. This will leave $8,900 left in the fund for beautification and landscaping in those areas. The new Board will determine how these funds will be used.

All of the repairs from the tree damage to units #222/#224 have now been completed. New rain gutters and downspouts have been installed. There will be $4,776 left in the special account established for this work. Discussions were had as to what should be done with this money. It was decided that putting this money into the Reserve Account would help offset any shortages and potentially avoid an annual dues increase next year. Motion by Bob to move the remaining $4,776 to the Reserve Account was seconded and passed 5-0.

President Gayle Marta expressed gratitude for everyone’s help during her term on the Board and acknowledged it had been a challenging time.

The painting on units #216/#218 has been completed, the front door of #216 still requires some touch up work. The painting contractor is working with the paint supplier to identify what is causing the paint to bubble on certain doors. Painting on units #206/#208 will begin in early June. The gravel path in the center common area has now been paved with an aggregate concrete mix. There is a small retaining wall made of old railroad ties near the center stair which may need to be replaced one day. Leftover monies from the trees could be used for this. The contractor who was originally selected to refurbish the East Staircase area rescinded their bid. The new Board will need to choose a replacement to complete this work. Once this project is done, the final paving of the gravel path towards the East Stairs will be the final step.

NEW BUSINESS
A bronze plaque will be ordered to honor Stan Brannon’s 24 years of dedication to The Cove. This plaque will be placed on a bench near the center stairs, overlooking the ocean. Victoria Nickels offered to donate a new bench for this purpose. Motion by Laura to purchase a bronze plaque for Stan at a cost not to exceed $585 was seconded and passed 5-0. An outdoor party will be held on June 11th at 2:00. Motion by Gayle Marta for The Cove to pay $500 for this party was seconded and passed 5-0.

There are currently 4 units for sale, #106, #112, #204 and #221.

Election Results: 26 ballots were returned. Missy Griffin = 26 Ron Schneirson = 25 Victoria Nickels = 25. Organizational meeting to follow immediately after the Annual Meeting concludes.

The meeting adjourned at 3:15 PM.

Approved Minutes of Regular HOA Board Meeting 

April 16, 2025 

The HOA meeting was called to order at 3:10 PM by Secretary Laura Goldberg and was held in The Cove’s Maintenance Building.

Directors Present:  Secretary Laura Goldberg, Treasurer Joel Dyer, and Director Victoria Nickels. President Gayle Marta participated via telephone. 

Homeowners Present: Ron Schneirson (#111) John Wedler (#229) Barbara Clary (#218) Mary Stanford (#109) Beverly Benson (#208) Joe Mohr (#210) Stan Brannon    

Proof of Notice: Notice for the HOA Board Meeting was emailed and posted on April 13, 2025 

Motion by Joel Dyer to approve Draft Minutes from Regular Board Meeting on November 20, 2024 as written was seconded and passed 4-0. 

Joel Dyer / Treasurer presented Cove financial standings as of April 15, 2025  

Operations and Maintenance Account: (Funded w/HOA dues) $51,131.57
Reserve Accounts: (Funded w/monthly reserve contributions + CD interest)  $482,569.54
Capital Account: (Funded w/buy-in fees from new owners) $16,145.45 

Total: $549,846.56                                                     

Dry Rot Cost:          YTD – $8,033         Budget – $12K    

All homeowners are currently up to date on their tree assessments. (5) units will pay $100 for (5) more months. There is projected to be a surplus of $8,900 remaining from this fund which will be used for continued refurbishment of the areas where trees were removed.  CD returns are estimated to be the same as last year.  

CD interest will be maintained in the Cash Account until enough is accumulated to reinvest into another CD. There is currently a $27K CD due to mature on 4/21/25.  There will be $5K deposited back into the O&M Account once the final payment is made for the roof repairs. This money was initially used to set up the account that was needed to manage the payments for these repairs.     

Ron Schneirson / A & L Committee Report 

There were 26 landscape lights on the center staircase which were old and not working well anymore. These have all been replaced now with new lights of the same design which are much brighter and safer at night. Four different contractors were contacted to submit bids to replace the East staircase. Projects to refresh the planters in the center common area have been started and will be ongoing. There has been a dry creek bed made of rocks created where the trees were removed near the center staircase. Some plants have been placed there with more to come. Stan repaired the flagstone pedestal for the keypad near the front gate and put in new French drains on the trail to the gazebo. More large boulders will be placed throughout several areas once the ground dries out more. Homeowners are reminded to submit A & L Work Requests for anything that needs attention.                         

Old Business

Two years ago the Board approved the concrete paving of the gravel pathway in the center common area. The project was postponed after the trees fell in this area on 3/1/24. Lea Construction recently confirmed they would hold their quoted price from two years ago and that they could begin working on this job in early May.  It should take no more than a week to complete.  

Everything has now been completed on the repairs to units #222/#224 from when the trees fell on 3/1/24. The final payment will soon be made to Edwards Roofing and the special account used for this will be closed. 

The hillside that was cut back on 4/5/24 has been fertilized twice and there is much new growth on all of the plants. Ironweed will be added to the groundcover which should also help stabilize the hillside.    

Stan’s last day is scheduled to be June 11, 2025. After July 1^st, Stan will be at The Cove once a week and will be employed by Flora Pacifica. There will be a celebration and retirement party planned for Stan on June 11^th.         

NEW BUSINESS

Quotes were requested from (4) contractors for refurbishment of the East stairwell area, two responded.  Phil Bernhardt and Sons quoted $7,500 to replace it with the existing design, with improvements to make the step spacing and height more uniform. They quoted another $3,800 for a handrail. House Rock Construction quoted $5,250 for the existing design, with another $1,800 for a handrail. Both of these quotes would be to clean out all of the gravel down to the grade, then build on top of that. The old gravel would be deposited into the culvert area in specific places that we choose to help stabilize the hillside. Stan shared that adding a handrail to this stairwell would make it difficult to use for taking equipment up and down to the trail. This was discussed and it was decided it would be best to not add a handrail. Motion by Laura to select House Rock Construction to refurbish the East stairwell to the existing design with no handrail, with a not to exceed cost of $7,500 was seconded and passed 4-0. 

Units #206/#208 and #216/#218 are scheduled for painting this year. The dry rot repairs have been made on these units and there is still a window to be replaced on unit #208. South Coast Custom Painting quoted $8,500 per building. This is up from $8,200 in previous years. There is still touch up work remaining from last year and concerns expressed about South Coast Custom Painting’s workmanship and determination to complete the job. SCCP has advised they will be available to start working soon, weather permitting. It was discussed and decided to approve a higher dollar amount than was quoted, in the event additional work is uncovered once the job is started. Motion by Victoria to accept the estimate from SCCP plus an additional $2,000 if needed, with the caveat the he (Rob Brown) comes and meets with board members to listen to our concerns and agrees to fix the problems from last year before beginning work on this years’ units, was seconded and passed 3-1.     

There will be (3) open positions on The Board this year. Motion by Gayle to nominate Laura Goldberg to chair the 2025 Election Committee was seconded and passed 4-0. John Wedler and Ron Schneirson volunteered to help. 

Laura Goldberg nominated Victoria Nickels and Ron Schneirson as candidates and they both accepted. Gayle Marta nominated Missy Griffin and she also accepted. Ballots will be mailed out near the end of April. 

Motion by Gayle to set the 2025 Annual Meeting for Thursday, May 29^th at 2:00 was seconded and passed 4-0. 

The meeting adjourned at 4:35 PM