Category: Approved Minutes

November 20, 2024

The HOA Meeting was called to order at 2:05PM 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 Victoria Nickels and Director Bob Silva.

Homeowners Present:  Beverly Benson (#208) John Wedler (#229) Jim Rich (#104) Stan Brannon     

Proof of Notice: Notice for the HOA Board Meeting was emailed and posted on November 16, 2024 

Motion to approve Draft Minutes from Regular Board Meeting held on July 9, 2024 as written by Joel Dyer was seconded and passed 5-0.

Joel Dyer / Treasurer presented Cove financial standings as of November 15, 2024

Year to date actual costs vs budgeted costs currently reflect a shortage of $11,220. Because of the increase in CD interest rates, Musser was required to pay estimated taxes which increased the annual tax costs. Utility costs were $4,500 more than budgeted. (Irrigation issue was repaired) 

Operations and Maintenance Account: (Funded w/HOA Dues)  $35,968.47
Reserve Account: (Funded w/monthly reserve contributions + CD interest)  $461,506.69
Capital Account: (Funded w/buy in fees from new owners)  $14,894.79  

Total:  $512,369.95

Dry Rot Cost: Year to date actual: $14,053       Budget: $12K

All costs for the tree removal and clear cut repairs on the hillside have been paid for now. 26 units have paid their full $1,200 tree assessment. The projected surplus when all outstanding assessments are paid will be $8,900.

Laura Goldberg / Stan Brannon presented A & L Committee Report

2 shrubs next to unit#226 were removed. 2 Large Mugo Pines in center area were removed and rock beds were weeded. Ferns were removed at unit #229. The Volunteer Day held on September 27 was a success. The group spread bark along the west fence and there was a BBQ/potluck held in the maintenance yard afterwards. New work requests: Unit #210, cracked siding. Unit #222, small area of dry rot on fascia boards. Unit #224, window trim dry rot. Unit #101 has water on inside bedroom window sill. Stan asked HO to fill out a work request and will inspect. The lights in the center staircase are 7 years old and are starting to decay and go dim. New lights have been ordered and will be installed in December. The old BBQ down near the gazebo has now been removed.

Old Business

Repairs to unit #222/#224 from the tree damage on March 1, 2024 have all been completed now. The final invoice from Edwards Roofing has been received. It came in exactly as estimated with no additional charges. Edwards is working on a quote for new rain gutters as the existing ones are too small for the new roof. An additional claim for the new gutters will be submitted to State Farm along with the Edwards quote and a letter stating why the new gutters are needed.

Terra Seeding from Medford came to inspect the hillside that was cleared but they declined the job. Stan put out seed and fertilizer which the Throm’s paid for and this has already started to germinate. Iron weed plants may also be placed on the hillside as their roots are deep and the plant is resilient. All costs billed to the Throm’s have been paid now and they paid for cleanup directly. Total costs to the Throm’s was ~$20K. The Throm’s are aware this is not final, and if any additional costs come up in the future they have acknowledged they will cover these.

Painting of units #105/#107 and #227/#229 has been completed by South Coast Custom Painting. The front door of #105 and the pergola needs repainting and the master bedroom door was missed. There was some discussion with Rob Brown on how to address the bubbling paint on the front doors in 2025.     

New Business

Escrow has closed on Unit #108 now.

The Reserve Study has been completed. Jim Rich (#104) asked if there should be adjustments made to the Reserve Study to reflect that one of the buildings (2 units) has a new roof now. Regenesis will be asked if there can be a revision made to reflect this which will move the replacement costs out further into the future. Currently the roof type in the Reserve Study is composition. This needs to be updated to reflect tile roofs.   

Discussions have been ongoing with Gary at Flora Pacifica (FP) as to how they may be able to meet the Cove’s landscaping and maintenance needs when Stan retires in June 2025. FP created a proposal for a primary worker for 52 weeks/year, less 2 weeks for vacation and holidays. There would be a secondary worker for 104 days a year, which is based on our actual needs over the last few years.  Stan will continue to work on a part-time basis, coming in one day a week to coordinate, consult and assist. Stan would become an employee of Flora Pacifica, eliminating the need for Workmen’s Comp insurance, payroll taxes, etc. All Requests for Service must be submitted to the A&L Committee for proper coordination. Gary/FP will be responsible for employee scheduling and project planning. FP will continue to provide their own liability insurance, vehicles, walk behind mowers, miscellaneous tools, fuels and oils. The Cove riding mower will still be used and any costs related to normal wear and tear will be billed to The Cove. FP will pay for any repair costs that happen to the riding mower due to their own negligence. Fertilizer, irrigation materials, plants, bark, and rocks will be paid for by The Cove. The contract would be for a fixed amount, billed in monthly installments. The total cost for the year would be $69,600. This amount would be prorated to the first of July for the first year. FP will meet with the Board and the A&L Committee to create a schedule to ensure all periodic maintenance needs are being met.             

(Flora Pacifica, continued)

FP would coordinate with the painters to make sure any plants or bushes are cleared out before units are painted each year. Rain gutters will be cleaned a minimum of twice a year and clogged downspouts will be cleared out as needed. There will be a plan in place for emergency needs. They will address issues found during home inspections and power wash units being sold prior to close of escrow. Exterior light fixtures will be maintained and the Board will be informed if an electrician needs to be brought in. Stairs and walkways will be maintained during the winter to keep them from being slippery. Maintenance shop, chemical storage shed, and RV yard are to be maintained in a safe, clean and organized manner. It was suggested that FP be given a specific contact on the Board as well as the A&L Committee in order to maintain consistent and direct communication. The question came up “…what if Gary retires? What happens to FP?” Gary advised that Vicente has been an employee of FP for over 20 years, and that if anything changes Vicente will be taking over the company. Motion by Gayle to accept the proposal from Flora Pacifica to take over The Cove’s maintenance and landscaping needs when Stan retires was seconded and passed 5-0.

Two scenarios were considered for the 2025 budget. After adjustments were made to the 2025 budget, the first scenario, which would keep the monthly dues at $625, would result in a $9,023 projected budget deficit. The second scenario, which would increase the monthly dues to $650, would result in a $577 projected budget surplus. Insurance costs increased by 8.5% this year. In the past this has been 3-4%. It may go up even more next year. Motion by Joel to increase the monthly HOA dues from $625 to $650 effective January 1, 2025 was seconded and passed 4-1.                       

Regenesis provided a new 3-year contract for preparation of the Reserve Study. The cost for the years where they do not make a site visit remained at $899.  The cost for the years where they do make a site visit has gone up from $2,199 to $2,399. Motion by Gayle to renew the contract with Regenesis for another 3 years at the new amount was seconded and passed 5-0.     

President Gayle Marta announced there will be 3 open Director positions coming up on The Board in the next year. Homeowners are encouraged to participate and consider being placed on the ballot for our next election which will be held during our Annual Meeting.    

The meeting adjourned at 3:10PM.     

July 9, 2024

The HOA meeting was called to order at 2:00 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 Victoria Nickels and Director Bob Silva.

Homeowners Present: Jim Rich (#104) Paul and Patty Shanley (#102) Jennifer Bacon (#101) Barbara Clary (#218) Beverly Benson (#208) Paul Whitworth (#106) Jim and Carolyn Barnes (#222) John Wedler (#229) Joe Mohr (#210) Ron Schneirson (#111) Janet Walker (#227) Dave and Kathie Dodd (#216) Stan Brannon    

Proof of Notice: Notice for the HOA Board Meeting was emailed and posted on July 5, 2024

President Gayle Marta opened the meeting with a reminder to Homeowners of the need for decorum during Board meetings. If comments or outbursts become negative or disruptive, members will be respectfully asked to leave and and/or their comments will be limited to the end of each meeting.       

Motion to approve Draft Minutes from Regular Board Meeting on April 22, 2024 by Joel Dyer, with correction noted by Gayle Marta to change the dates of the trees falling from April 1^st to March 1^st, was seconded and passed 5-0.

Motion to approve Draft Minutes from Emergency Board Meeting on May 1, 2024 as written by Joel Dyer was seconded and passed 5-0.   

Joel Dyer / Treasurer presented Cove financial standings as of June 15, 2024

Operations and Maintenance Account: (Funded w/HOA dues)  $42,666.46

Reserve Accounts: (Funded w/monthly reserve contribution + CD interest)  $453,638.93   

Capital Account:  (Funded w/buy-in fees from new owners) $14,894.19

Total:  $511,199.58

Dry Rot Cost: Year to date: $14,053   Budget: $12K   (most costs were related to repairs on units #227/#229)

Patty Shanley / A & L Committee Report

The newly formed Special Projects Committee is looking for (2) volunteers to help work with the Board and the A&L Committee on special projects that occasionally come up. If anyone is interested please contact Stan or Ron.

Two large Mugo Pines in the center are being removed and weeds in many of the rock beds have been cleared.

The BBQ near the gazebo will be removed. The annual Volunteer Day will be held on a Friday in late summer or early fall, with a community BBQ and potluck afterwards in the maintenance yard. Clean up day will be July 15th   

Just as a reminder, plots in the Community Garden are each individually owned and tended to by a designated homeowner. If you didn’t plant it, don’t pick it! Please leave vegies and flowers for their respective owners.

Thank you to Beverly Benson for coordinating the garden activities. Cove community garage sale will be August 10^th. If anyone is interested in participating, let Bob Silva know. Cost is $15 to cover advertisements as needed.                    

Old Business

When the damaged roof is taken off, Edwards Roofing may find more dry rot or rain gutter repairs which may increase our expenses. State Farm is aware of this and has advised that we keep them posted of any changes. The existing 4” rain gutters may need to be changed to 5”, but this will not be known until the new roof is installed.

Joel and Victoria met with the Throm’s on July 2^nd to discuss the findings of the geologists report, and to discuss payment for this analysis as well as the costs of cleaning up and replanting the hillside they illegally cleared. Full Spectrum Landscaping will be coming later in July to discuss ideas for replanting. Flora Pacifica recommended the hillside be extensively fertilized and the remaining native plants should respond well to this and grow back quickly. The Throm’s are still waiting for their insurance company to advise if these expenses will be covered.  

We do not yet have a committed firm date from South Coast Custom Painting on when they will be available to paint units #105/#107 and #227/#229.        

New Business  

Unit #108 is currently listed for sale. The realtor (Ruth Wilson) has been advised there may be a tree assessment coming soon and she was asked to make sure potential buyers are aware of this.      

Western Pacific Tree Service quoted $35,535 to remove 21 spruce trees and prune 2 others. This included grinding stumps of the (8) trees in center common area. Any additional stump grinding would be $185/hour. Ron Schneirson (#111) asked the Board to reconsider removal of the 3 largest trees near the center staircase, citing concerns over sinkholes which may eventually occur where these trees once were and Ben Daly’s (South Coast Tree Service) report which indicated these particular trees could potentially just be wind pruned. The trees which are cut from the West lawn will be cut into sections and placed along the hillside to help stabilize the hill. This could save costs which would reduce the original estimate. The work will take approximately 3 weeks to complete. Motion by Gayle to accept the work proposal from Western Pacific Tree Service to remove 21 trees and prune 2 others for a total cost of $35,535 was seconded and passed 4-1.           

The quote of $35,535 to remove these trees comes out to $1110.47/unit. The actual cost may vary slightly up or down if additional stump grinding is necessary, or if there are ways to reduce these costs. The question of using the Reserve Account for these costs was discussed. It was decided a one-time assessment would be better financially for The Cove, giving homeowners the option to pay it all at once or to pay in 12 monthly, $100 installments. Motion by Gayle to make a one-time assessment of $1200/unit to be paid either in one lump sum, or 12 equal monthly $100 payments, starting October 1, 2024 with the amount to be adjusted if the final cost is less than $1200/unit was seconded and passed 5-0. Homeowners may be able to file a claim against their private insurance under the Loss Assessment portion of their policy for this expense, if it is paid in one lump sum.     

Unit #210 submitted a request to have their original garage door refurbished. It has bubbles and is rusting. The painter estimated the cost to repaint would be $500, which does not include sanding to remove the bubbles.      In November 2007, it was documented that the Board decided that the garage door (replacement of the door, the door opener and the inside of the door) was the responsibility of the homeowner. That document also stated the expected life expectancy of the doors is 20 years. In 2022, we made the decision to no longer paint the new garage doors. Motion by Gayle that garage doors will completely be the full responsibility of the homeowners and if they are currently painted, they will only be painted when the building is painted, was seconded and passed 5-0. Bubbles and rust will stay in place and be painted over.

The meeting adjourned at 4:55 PM.         

Held May 31, 2024

The Organizational Board Meeting was called to order at 3:30 PM by President Gayle Marta and was held in The Cove’s Maintenance Building.   

Directors Present:  President Gayle Marta, Secretary Laura Goldberg, Treasurer Joel Dyer, Director Bob Silva and Director Victoria Nickels  

Bob Silva moved to appoint Gayle Marta as the President. The motion was seconded and passed 5-0.  

Gayle Marta moved to appoint Laura Goldberg as the Secretary. The motion was seconded and passed 5-0.

Victoria Nickels moved to appoint Joel Dyer as the Treasurer. The motion was seconded and passed 5-0.   The new Board was now in place, and the meeting adjourned at 3:45 PM.  

The HOA Meeting was called to order at 2:02 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 Victoria Nickels and Director Bob Silva.

Homeowners Present: Ron Schneirson (#111) Jerry Marta (#215) Paul & Patty Shanley (#102) Joe Mohr (#210) Jim Rich (#104) Missy Griffin (#221) Beverly Benson (#208) Barbara Clary (#218) Greg & Dana Hayes (#228) Michelle Pankey (#212) Geoff and Heather Bradley via telephone (#110) Stan Brannon

Proof of Notice: Notice for the HOA Board Meeting was emailed and posted on May 20, 2024.

Motion to approve the Annual Meeting Minutes from May 30, 2023 was seconded and passed 5-0.

Motion to approve the Minutes from the Organizational Meeting on May 30, 2023 was seconded and passed 5-0.     

Joel Dyer / Treasurer presented Cove Financial Standings as of May 15, 2024

Operations and Maintenance Account: (Funded w/HOA Dues)  $43,368.88
Reserve Accounts: (Funded w/monthly reserve contributions + CD interest)  $418,627.54
Capital Account: (Funded w/buy in fees from new owners)  $14,894.07
Total:  $476,890.49

Dry Rot Cost – YTD $0.0    Budget – $12,000

Dry rot work has been completed on #105/#107. It took approximately 4-5 days to complete this. 

Units #227/#229 need more extensive repairs. There has been 6 days of work done so far but more will be needed. These costs have not yet been reflected in current reporting.

There are currently (5) active CD’s totaling $330K ranging in terms of 2 – 3 years and receiving rates of return ranging from 4.25% to 4.9% APY. The maturity dates extend from later this year to early 2026.   

Patty Shanley / A & L Committee Report
Dry, warm summer winds are drying out the grounds quicker than usual. The irrigation system runs every night from 10:30PM to 6:30AM and hot spots are being hand watered. Homeowners are encouraged to hand water any plants outside their units which may look dry. The project to clean roofs has been postponed until after the trees are removed. Clean up of the center common area will begin soon.      

Update on Tree Removal
Joel has been in contact with the owners of the vacant lot in Chetco Point Terrace to ask if The Cove could be granted access to their empty lot to help facilitate tree removal. Initially the property owners said it would be OK, but they had to ask the Chetco Point Terrace Homeowners Association for permission and that request was denied. Ideas for options for removing the downed trees included taking the trees out thru existing buildings or removing a section of the fence on Wharf St., neither of which seemed feasible. Discussions included possibly placing the trees on the hillside after being cut.  This would help stabilize the hillside and eliminate the need to remove the trees from the area. Further conversations will be had with Chetco Point Terrace HOA to see if they will reconsider our request.  

Status of Repairs from Tree Damage
Structural repairs due to the tree damage have been made on #222/#224, except for the new roof. State Farm has paid the full $177,481.00 for the replacement cost of the roof. Tiles have been made and are curing in Sedona, AZ.  Ron Edwards (Edwards Roofing) hopes to receive the material later in June. He advised the tiles will need more time to cure in their yard before they can be installed. Their schedule is very busy due to all of the roofs in the area that have suffered wind damage this year.   

President’s Comments by Gayle Marta
Gayle reminded the members of the exceptional challenges the Board was faced with this year. Between the downed trees and the hillside being illegally cleared by a trespassing neighbor, there were situations that The Cove encountered for which there was no precedent. Each of these issues were handled swiftly and active progress is continuing to be made. Gayle commended the Board for their actions and everyone’s collective efforts.               

Old Business

Southcoast Custom Painting is targeting late June for painting this year of units #105/#107 and #227/#229. This is tentative and may change due to new construction work he has to do first. Most of the dry rot work has been completed for these units now.

Discussions were had with an attorney regarding the illegal hillside clearing. Full Spectrum Landscaping  provided a quote of $30K to clear out what was cut. Bob Busch (Busch GeoTechnical) was contacted to analyze the damage. He advised the biggest harm to the hillside was the clearcutting because it kills the root systems. The root system is what absorbs a great deal of water and stabilizes the hillside. There had already been a slide in this same area many years ago which caused the hillside to shear, leaving it        vulnerable to future slides. Discussions are actively ongoing with The Throm’s to ensure they will be           financially responsible for any and all costs related to repairs on the hillside. Motion by Victoria to send a $1K retainer to Busch GeoTechnical to get started on the formal analysis of the hillside was seconded and passed 5-0.   

New Business

The Cove community garage sale is scheduled for August 10^th. Bob Silva will be coordinating.     

26 Ballots were returned. Joel Dyer = 24, Bob Silva = 22 The meeting adjourned at 3:15PM.

MAY 1, 2024

The Emergency COVE HOA Board Meeting was called to order at 9:00 AM by President Gayle Marta and was held in The Cove’s maintenance building.

The purpose of this meeting was to discuss the next steps for tree removal and to address issues related to the unauthorized clearing which has occurred on the hillside.             

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

Members Present: Paul Shanley (Unit #102)   

Tree Removal –
Using the arborist report from South Coast Tree Service, 2 Board members and Stan did a preliminary marking of conifer trees to be removed. On Tuesday, April 30, Noah from Western Pacific Tree Service came to inspect all of The Cove’s trees. During a walk around with Noah, Stan Brannon, Gayle Marta and Ron Schneirson, there were 21 trees that may need to be removed. These trees have all been identified, marked as needed and mapped.

More than 40 trees were evaluated during this process.

The ground will need to dry out significantly before the work can be done to avoid damage from the heavy equipment. Noah estimates it will be later in the summer before it can be completed.

Western Pacific will provide an exact quote for this work within 2 weeks. Once the quote is received, decisions will have to be made on how to pay for this work. It is possible a one-time assessment will be needed in order to get this work all done.

The trees to be removed on the West lawn will be difficult to access. There is an empty lot in Chetco Point Terrace adjacent to this area. A fence panel could be removed to allow the heavy equipment to get through easily. Joel Dyer will contact the owner of this lot to see if it can be used for this purpose.

The 10 stumps (8 new + 2 from the trees that fell) east of the central staircase will be ground down.  Also stumps for the trees to be removed in front of units #204/#206 and #212 will be ground. The remaining stumps will not be ground. Most are surrounded by existing, mature foliage which will camouflage what is left.

Hillside Damage –
Oregon State Bar (OSB) Referral Service was contacted, asking for a referral to an attorney who can offer legal advice on our situation. With the referral, you receive a 30 minute consultation for $35. Paul Shanley offered advice on how to best use these 30 minutes and to be a part of that call, if needed. The process of this legal consultation has been started. 

Paul Shanley shared his insights on taking court action for the unauthorized tree trimming done on the hillside. It is possible the Throm’s can use their homeowners’ insurance policy to cover the costs for clean-up and replanting. 

Full Spectrum Landscaping will be coming out to inspect the damaged hillside and provide quotes to remove the debris up the hill via the Throm’s property and replanting the hillside.   It was decided that JT & Sons will not be allowed back on Cove property.

Bob Busch of Busch GeoTechnical Consultants was contacted during the meeting.  Mr. Busch is the geologist who has evaluated the west end of the hillside on at least 2 other previous occasions. He has agreed to come to The Cove and inspect the situation and has received aerial pictures of the damage.  

There has been additional cutting identified on the hillside below the lot next door to the Throm’s. The owner of this lot is Larry Marta, who is the brother-in-law of Gayle Marta. For this reason, Gayle is recused from any of the discussions or decisions relative to this matter. A letter from The Board will be personally delivered to the Marta’s to address and correct this situation. 

The meeting adjourned at 11:20 AM. 

April 22, 2024

The HOA meeting was called to order at 1:32 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 Victoria Nickels and Director Bob Silva.

Homeowners Present: Ron Schneirson (#111) John Wedler (#229) Jim & Carolyn Barnes (#222) Paul Whitworth (#106) Jim Rich (#104) Jack Knutsen (#101) Jennifer Bacon (#101) Jerry Marta (#215) David & Kathie Dodd (#216) Greg & Dana Hayes (#228) Missy Griffin (#221) Beverly Benson (#208) Eric Dreger (#112) Mary Stanford (#109) Stan Brannon

Proof of Notice: Notice for the HOA Board Meeting was emailed and posted on April 18, 2024

Motion to approve Draft Minutes from Regular Board Meeting as written from November 29, 2023 by Gayle Marta was seconded and passed 5-0.  

Motion to approve Draft Minutes from Emergency Board Meeting as written from March 6, 2024 by Gayle Marta was seconded and passed 5-0.      

Joel Dyer / Treasurer presented Cove financial standings as of April 15, 2024

Operations and Maintenance Account: $38,481.44  

Reserve Accounts:  $438,496.59 

Capital Account:  $14,893.95

Total:  $491,871.98  

Dry Rot Cost: Year to date: $0.00   Budget – $12K

Ron Schneirson / A & L Committee Report

There were additional privacy panels that needed to be repaired near the maintenance gate which Stan was able to swap out to save costs. Stan shored up a washed out area on the East trail with cinder blocks and posts, adding guard rails for protection. Quotes have been submitted for moss removal. The project of adding rocks around the maintenance yard fence is 90% complete. Power washing of units is ongoing using the new, more powerful pressure washer that was purchased last year. The A & L Committee proposed replacing the BBQ’s down near the gazebo which are rusted out. The estimated cost for this would be $300 – $500, using in-house labor. Stan advised there may be significant dry rot on the units scheduled to be painted this year.     

OLD BUSINESS  

Approval was made last fall for repaving of the Center and East pathways. Due to the fallen trees, this paving project will be put on hold until the remaining trees in this area are removed and the stairs on the East pathway can be refurbished. This pathway will be an aggregate concrete mix to match the path currently between Units #111 & #112.   The new computer for the Cove HOA has now been purchased at a cost of $490.       

NEW BUSINESS

There will be two vacancies on the Cove Board this year with Joel Dyer and Bob Silva’s terms coming to an end. Elections will be held during the 2024 Annual Meeting in late May. Laura Goldberg will chair the Election Committee, with two volunteers to help. Submit nominations to a board member. Ballots will be mailed out on April 26^th. 

The A & L Team suggested creating a Special Project Committee to handle odd maintenance projects that come up from time to time. Motion by Joel Dyer to create a Special Projects Committee was seconded and passed 5-0. Ron Schneirson and Jim Barnes volunteered to be on this committee. They are looking for one more volunteer.

The insurance claim for the repair work on Unit #224 has been approved and is in process. There may be additional costs to the Cove which are uncovered once the roof is installed (dry rot, rain gutters) Larger 6” rain gutters may be required once the new roof is installed. State Farm confirmed the old style of tiles are no longer available. Samples of tiles have been shipped. These will be coming from Sedona, AZ and will take time to cure.

After the trees fell on April 1^st, Noah from Western Pacific inspected the remaining (8) trees in that same area.  He advised these trees have signs of root rot and should be removed. Ben from South Coast Tree Care, who is a licensed arborist, performed a formal inspection and provided a written assessment indicating 13 trees should be removed. (8 by the center common area and 5 in the west area) Motion by Victoria to remove the larger trees identified by the arborist as hazards to hit a building was seconded and passed 5-0. Bids will be obtained for this work. Kathie Dodd (#216) offered to reach out to her contacts to try and help in this effort. Total estimated cost could be over $30K.

South Coast Custom Painting held their cost of $8,200 per building this year for Units #105/#107 and #227/#229. Motion by Joel to approve South Coast Custom Painting was seconded and passed 5-0. These units will be inspected for dry rot and repairs will be made prior to painting, which will be scheduled for later this summer.

The A & L Committee requested bids from (7) companies to clean roofs and rain gutters and (3) written quotes were received. Brightside Roof Cleaning quoted $2500 per building, Pacific Home Wash quoted $1,466 per building and Surface Pressure Wash’s bid was $1037 per building. The roofs that were used for quoting are heavily laden with moss and debris. Other roofs that are in better condition may require less work. Motion by Joel to authorize Surface Pressure Wash and Pacific Home Wash each to clean a building was seconded and passed 5-0. Contractor selection for future roof cleaning will be decided after both companies have each cleaned one building. Units most in need of roof cleaning are #102/#104 and #106/#108. The buildings from #102 – #111 receive the most tree debris. Roofs will not be cleaned until after the trees are removed.                    

On April 5, 2024, a crew with chain saws from JT & Sons Tree Trimming was observed on Cove property above the trail to the gazebo, clear cutting bushes and mature Alder trees. JT & Sons stated they had been hired by Chetco Point Terrace homeowners (Denny and Cindy Throm) to do work on the hillside to remove trees and bushes impeding their view. JT& Sons denied knowing they were trespassing on Cove property, despite having worked in The Cove in the past. The Throm’s were notified immediately and a police report was filed April 6^th.      The Throm’s have previously trespassed onto Cove property in the past to cut shrubs they were told not to.   

A meeting was held on April 15^th with Gayle Marta, Victoria Nickels, Stan Brannon and the Throm’s. Initially the Throm’s wanted JT & Sons to do the clean-up at a cost of $5,700 ~ but they were advised that JT & Sons are no longer allowed on Cove property. Also discussed and agreed upon was that once the debris was gone, the hillside would be evaluated and The Cove, with the help of landscape professionals, would decide what plants and trees needed to be planted to keep the hillside stable. The cost of materials and labor would be the responsibility of the Throm’s, who have submitted a written apology to The Cove.

Oregon State Bar Association offers a 30 minute consultation for a nominal fee. Laura will contact this organization to set up a consultation. Victoria will reach out to Full Spectrum Landscaping to request a bid for removal of the cut material and an estimate for replanting costs. A geologist will also be consulted to assess the hillside stability and provide a written report.

Motion by Gayle to set the date for the 2024 Annual Homeowners Meeting for Friday, May 31^st at 1:30PM was seconded and passed 5-0. A potluck BBQ will be held immediately afterwards in the maintenance building.

The Cove summer garage sale is in the works and will be scheduled in August or September. Bob Silva will be coordinating this event, anyone interested should contact Bob for more details.

The meeting adjourned at 3:20PM.      

MONDAY, APRIL 22, 2024 at 1:30 PM IN THE COVE’S MAINTENANCE BUILDING

NO UNOFFICIAL RECORDING OF COVE MEETING PROCEEDINGS IS PERMITTED

I     CALL TO ORDER

 II     PROOF OF NOTICE – ORIGINALLY EMAILED AND POSTED ON APRIL 18, 2024   

 III   APPROVE DRAFT MINUTES FROM PRIOR REGULAR BOARD MEETING HELD ON 11/29/23        

 IV   APPROVE DRAFT MINUTES FROM PRIOR EMERGENCY BOARD MEETING HELD ON 03/06/24

 V    TREASURER’S REPORT – Joel Dyer / Treasurer  

 VI   A & L COMMITTEE UPDATE – Ron Schneirson / A & L Committee Member    

VII   OLD BUSINESS
a. Status of paving new Center and East pathways (Gayle)
b. New computer for the HOA (Joel)

 VIII NEW BUSINESS
a. Appoint 2024 Election Committee (Laura)
b. Create and appoint new Special Projects Committee (Gayle)
c. Update on the insurance claim for Unit #224 (Gayle)
d. Share findings from Arborist’s inspections on our trees and discuss future of these trees (Gayle)
e. Select 2024 painting contractor. Units #105/#107 and #227/#229 are scheduled for paint this year (Joel)
f. Review A & L Committee roof cleaning report and bids for work (Gayle)
g. Unauthorized trespassing, pruning and damage to our trail by a Chetco Point Terrace homeowner (Gayle)
h. Set the date for 2024 Annual Meeting (Laura)   

 IX    MEMBER COMMENTS  

X      ADJOURNMENT    

March 6, 2024

The Emergency COVE HOA Board Meeting was called to order at 1:30 PM by President Gayle Marta and was held in The Cove’s maintenance building.

The purpose of this meeting was to discuss the damage done to unit #224 by the two spruce trees that fell during a wind storm on March 1, 2024.      

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

Guests Present: Jason Edwards (Edwards Renaissance Construction, LLC) and Bret Bernhardt (Phil Bernhardt & Sons Construction, LLC)   

On Friday March 1, 2024 at 6:50AM an extreme windstorm took down two tall spruce trees in the center common area, striking the roof and west facing exterior side of unit #224.

By 8:00AM, Noah (Western Pacific Tree Service) arrived to remove the trees from the roof. Jason Edwards and Bret Bernhardt, in conjunction with the Edwards Roofing’s crew, worked to secure the open roof with tarps before more rain came. 

On Tuesday March 5, Ron Edwards (Edwards Roofing), Jason Edwards, Bret Bernhardt and Harbor Truss came out to inspect the damage, along with an inspector from the city of Brookings. Jason Edwards will be collaborating with these contractors to coordinate the eventual repairs.

Three of the roof trusses were damaged. It was determined by Harbor Truss and the city inspector that these can be repaired and do not have to be replaced. But several of the outriggers need to be replaced and other major structural repairs are needed. A Repair Permit from the city will be required. 

Noah (Western Pacific) quoted $1,600 to remove the branches,tree trunks and debris as well as getting the root ball to reset into the ground. $500 of this cost will be covered by insurance. Motion to approve Western Pacific to remove these trees by Laura Goldberg was seconded and passed 5-0. This work will be scheduled for the week of March 11^th, weather permitting. 

Noah advised that (4) of the remaining (8) spruce trees in the nearby cluster have signs of root rot and are nearing end of life.  Because the root systems are all combined, all 8 trees would need to come down if they were to be removed. He quoted approx. $15K to remove the 8 trees and recommended this work be done before installing the planned new concrete sidewalk. South Coast Lumber may be interested in harvesting these trees.  

Jason said that Ron Edwards advised the style of roof tiles are no longer available, but Ron will check and advise. If the particular tiles cannot be found, other options for roofing material may need to be explored.

The group took a tour of the fallen tree area and Jason pointed out several areas of the remaining spruce trees with indications of root rot.

The affected homeowners, Victoria and Russ Nickels, will be filing two insurance claims. One for the internal damage to their unit, and a separate claim to pay the The Cove’s Master Insurance Policy’s $25K deductible, per our bylaws.   

Gayle Marta and Laura Goldberg will be meeting with our insurance agent, David Allen, to discuss our claim.

Per our CC&R’s, a separate checking account will be opened to manage any and all financial activity related to this event. Joel Dyer will coordinate this new account with Chase Bank.

The meeting adjourned at 3:30 PM.

November 29, 2023

The HOA meeting was called to order 2:05 PM and was held in The Cove’s maintenance building

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

Homeowners Present: Beverly Benson (#208) Paul Shanley (#102) Patty Shanley (#102) Russ Nickels (#224) Jerry Marta (#215) Barbara Clary (#218) John Wedler (#229) Jim Rich (#104) Carolyn Barnes (#222) Jennifer Bacon (#101) Stan Brannon

Proof of Notice: Notice for The HOA Board Meeting was emailed and posted on November 26, 2023

Joel Dyer / Treasurer presented Cove financial standings as of November 15, 2023

Operations and Maintenance Account:   $30,213.32
Reserve account: $397,146.62
Capital Account: $13,643.39
TOTAL: $441,003.33

Dry rot cost YTD = $8,838 vs Budget = $12,000     Interest YTD = $12,000

Patty Shanley / A & L Committee Report  

The Volunteer day held on October 6^th was a huge success! The bark along Wharf St. was refurbished with a community potluck afterwards. All of the lamplights have been now been painted, including those along the trail. The next step is to remove and clean the clear lenses. The privacy fence replacement project is now completed. Stan placed new flagstone steps around the gazebo doors. Unit #104 has a pending dry rot request, all others are currently being addressed. Unit #208 had paint and pergola work completed. Rock has been added outside the maintenance fence. Edwards Roofing will be doing a check of rooftops to determine their condition. Consideration is being given to cover heat pumps and propane tanks in common areas. A new pressure washer was purchased to help with exterior building cleaning.  

Old Business      

The painting of units #215/#217 and #219/#221 has now been completed. South Coast Custom Painting did a great job. They pointed out a small amount of dry rot on unit #219 which will be repaired.

Quotes were submitted for paving the center and east pathways from Lea Construction. The center pathway would be $5,600 and the east pathway would be $3,650 – for a total of $9,250. They will use an aggregate concrete mix, similar to what is on the west path. This would be a capital improvement. The Capital Account is funded with buy-in fees from new owners. Motion by Joel to approve $9,250 for Lea Construction to pave the center and east stairway was seconded and passed 5-0.

New Business  

Welcome to the new owners of unit #229, Jim and Carolyn Barnes and the new owners of unit #101, Jennifer Bacon and Jack Knutsen!         

Flora Pacifica will leave their front-end loader in the maintenance yard so it can be used whenever needed. Normally this would be $200/hour. They are moving from their location in Harbor and will be donating several large trees and shrubs to the Cove to be used on Cove property.

The Coves’ computer is very old and takes a long time to load and process data. It does not have enough memory or power. Joe Mohr prepared a detailed analysis of available computers and The Coves’ specific needs and determined the “Dell Inspire 15” would be the best option, at $419. Motion by Bob to spend $419 for the purchase of a new Dell Inspire 15 computer for The Cove was seconded and passed 5-0.       

A detailed review was done on The Cove’s 2024 Reserve Study to determine if any adjustments should be made. The asphalt overlay project ($163K) was moved out 8 years because the condition is better than what was anticipated. Replacement of the light posts was moved out a few years because they recently cleaned up so well and do not have any electrical problems. The roof replacement cost was estimated to be $600/sq. ft., it has been increased to $650/sq. ft. (Total replacement cost was $1.6M, now $2M) Inflation rates have significantly increased projected replacement costs on major capital expenses. Gayle provided a breakdown of these costs.      

In 2023, The Board elected not to pass along a $15 monthly dues increase. Every effort was made to maintain costs and stay under budget. The budget indicates a 3.5% increase is needed this year, but this still falls short.  Two proposals were presented to The Board. One was for a $25 monthly dues increase to $610, the other for a $40 monthly increase to $625. Motion by Victoria to approve the $40 monthly dues increase was seconded and passed 3-2. The new monthly dues of $625 will be effective January 1, 2024.

Member Comments

Jennifer Bacon (unit #101) asked about the possibility of The Cove using “brown water” to save costs. Stan explained there needs to be separate water mains for this and it can be cost prohibitive to put in place. Jennifer is going to investigate to find out more information.

The meeting adjourned at 3:15PM.                   

August 4, 2023

The HOA Meeting was called to order at 10:32 AM 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 and Director Victoria Nickels

Homeowners Present: Ron Schneirson (#111) Jim Rich (#104) John Gregg (#110) Beverly Benson (#208) Missy Griffin (#221) Paul Shanley (#102) Patty Shanley (#102) Jerry Marta (#215) Marie Stromberg (#202) Stan Brannon   

Proof of Notice: Notice for the HOA Board Meeting was emailed and posted on July 31, 2023    

Motion to approve Draft Minutes from Regular HOA Board Meeting as written from April 14, 2023 by Laura Goldberg was seconded and passed 5-0, with a correction pointed out by Michelle Pankey regarding the additional units needing new privacy fences. (It was between #208/#210, not #206/#208)       

Joel Dyer / Treasurer presented Cove financial standings as of July 15, 2023    

Operations and Maintenance Account: $52,397.00
Reserve Account: $397,103.28
Capital Account: $11,496.37
TOTAL: $460,996.65

Dry rot cost YTD = $3,824.00   Budget = $12,000   (these repairs come from the O&M Budget)

Patty Shanley / A & L Committee Report    

After more than adecade, the fireplace at the gazebo is working again! Stan, Ron and John worked tirelessly to get this done. Instructions are in the gazebo on how to properly use the fireplace & should be read before use.

The waterfall on the path to the gazebo has been cleaned out. Paul and Gina Whitworth donated wooden Adirondack chairs to the garden. There was a large tree removed near unit #226. The horseshoe pit has been cleaned and is ready to use. New up-lights have been installed in the trees near unit #110 in the West yard. The maintenance yard gates have now been completed. Dry rot repairs are all done, unit #104 to be inspected. We will be scheduling a volunteer day sometime in the fall. The area around the maintenance yard still needs to be cleaned out.    

Old Business 

TriCounty Asphalt decided they could not redo the work done in September of 2022 at no charge. The owner contacted us to say they didn’t know exactly what the problem was that is causing the asphalt to flake and chip. They offered to take a different approach which included a more thorough cleaning and prep process, less dilution, and an extra adhesive layer for $3,500. It was determined we had three options: 1) Do nothing                 2) TriCounty do the work for $3,500 or, 3) Get our money back and sever our relationship with TriCounty.   Motion by Victoria to select TriCounty to redo the work at a cost of $3,500 was seconded and passed 5-0.      

The exterior property line fences have all been completed now with some finish work needed on concrete posts. The chain link fence work is also completed and has been raised where needed. White Wolf is scheduled to start on the privacy fence demo on Monday, August 7^th. The ends of the property line fences have now been closed.

Edwards Roofing and Bernhardt Construction will be here together to work on the leaks in unit #229, then they will address the leaks at units #208 & #228. 

Painting is scheduled for units #215/#217, #219/#221 in mid to late September by South Coast Custom Paint.

New Business

All of thedry rot and other repairs identified on the inspection report of #101 have now been completed. Stan will work directly with the homeowner on their landscaping requests.

The header boards around the East gravel path from unit #224 to the center stairway have rotted away. Bids were submitted for two options. Flora Pacifica quoted $4,466 to replace the header boards, retaining wall and put in new gravel. Lee Construction quoted $5,500 to put in a new aggregate concrete sidewalk, similar to what is now on the West pathway. Stan can repair the retaining wall. Motion by Joel to approve Lee Construction to complete this work passed 5-0, with a not-to-exceed amount of $8,000 which would also include the gravel pathway between units #225/#227.

In mid-June, 14 HOA payments were deposited by Musser into our Chase bank account in the night drop. Chase could not locate this deposit or the related supporting documents. 8 of these have been resolved and 6 more are in process. Musser will no longer be using the night deposit and will hand deliver all of our documents directly to Chase.

As part of the 2024 Reserve Study, Regenesis is scheduled to do a site visit this year. This is done every 3 years. Joel will be coordinating this visit, which should take a couple of hours and will likely happen in late August. One or two Board members & Stan will accompany them on their visit. We should hear back in about 2 weeks.

The meeting adjourned at 11:45 AM