Category: Approved Minutes

The Annual Homeowners 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 and Director Victoria Nickels.

Members Present: Paul and Patty Shanley (#102) Beverly Benson (#208) Missy Griffin (#221) Greg Hayes (#228) Ron Schneirson (#111) Paige Filomeo (#225) Sheri Dyer (#105) Jerry Marta (#215) Jim Rich (#104) Barbara Clary (#218) Russ Nickels (#224) Eric Dreger (#112) Janet Rider (#103) Don Goldberg (#103) and Stan Brannon.

Notice for the Annual Homeowners Meeting was emailed and posted on May 20, 2023.

Motion to approve draft minutes of Annual Homeowners Meeting as written from May 31, 2022 was seconded and passed 5-0.

Motion to approve draft minutes from the Cove 2022 Organizational Board Meeting as written from May 31, 2022 was seconded and passed 5-0.

Joel Dyer / Treasurer presented Cove Financial Standing as of May 15, 2023

Operations and Maintenance Account: $53,379.00

Reserve Accounts: $393,921.00

Capital Accounts:  $10,342.00 

Total:  $457,642.00

Dry Rot Cost: Year to date = $3,824             Budget = $12,000     

CD Interest = $3,470.00

Patty Shanley / A & L Committee Report

The front door of unit #218 has been sanded and repainted white instead of blue. This door will be monitored to make sure the bubbling paint does not reoccur.  

The large tree between unit #107/#109 and the remaining stump have been removed. Once the roots dry up the ground can be leveled and be re-landscaped. This project took longer than anticipated. There were two large areas inside the front gate that were re-landscaped with fresh bark, rocks and landscaping. The area around the mailboxes has been refurbished with new planters and flowers. The A & L Committee has requested $2,000 for new rocks and plants, which is in the budget. There will be another volunteer day this summer, date to be advised.  

Painting Update / Laura Goldberg

Units #215/#217 and #219/#221 are scheduled to be painted this year. It has actually been 11 years since these two buildings were last painted (instead of the usual 8) because some of the older buildings were in worse shape. South Coast Custom Painting will be returning to paint this year. They held their cost of $8,200/building from two years ago.    

Status of Failing Seal Coat & Fence Update / Joel Dyer    

TriCounty Asphalt came to redo a 10×10 sample area near unit #102/#104. This area was scrubbed, cleaned and had sealer reapplied. They advised the asphalt may be too old to be refinished and have it help.       

White Wolf Fencing will start on the perimeter fence (phase #4) near unit #215 by June 1^st. Then work will begin on privacy fences and new rolling gates to the maintenance yard. This should take approximately 6 weeks to complete. When the old fences come down, old growth is often removed. Homeowners are asked not to plant new foliage near the new fences. Unit #221 has requested to increase the height of the fence near their unit due to the new home being built across the culvert. This will be addressed with White Wolf when they are here in June.

President’s Comments / Gayle Marta

Welcome to Keith and Missy Griffin, new owners of unit #221, to Jennifer Bacon and Jack Knutsen, new owners of unit#101 and to Eric Dreger from unit #112.

Election Results:

24 Ballots were returned. Gayle Marta = 24, Victoria Nickels = 24, Laura Goldberg = 23

Organizational meeting to follow immediately after the Annual Meeting concludes. The meeting adjourned at 3:10 PM with a community BBQ potluck following immediately afterwards.

The Organizational Board Meeting was called to order at 3:15 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  

Laura Goldberg motioned to appoint Gayle Marta as the new President. The motion was seconded and passed 5-0.    

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

Bob Silva motioned to appoint Joel Dyer as the new Treasurer. The motion was seconded and passed 5-0.

The new Board was now in place, the meeting adjourned at 3:20 PM.  

FRIDAY APRIL 14, 2023 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 11, 2023    

III   APPROVE DRAFT MINUTES FROM PRIOR REGULAR BOARD MEETING HELD ON 01/03/23      

IV   TREASURER’S REPORT – by Joel Dyer / Treasurer

V    A & L COMMITTEE REPORT – by Laura Goldberg / HOA Secretary    

VI   OLD BUSINESS

1. Condition of asphalt work done last fall (Joel)
2. Privacy fence replacement update (Joel)
3. Chain link fence replacement update (Joel)    
4. Update on white garage doors (Laura)    
5. Status of leaking windows on unit#208 & #229

VII NEW BUSINESS

1. Review and discuss bids, select painting contractor for 2023 (Laura )   
2. Appointment of 2023 Nomination Committee (Laura)
3. Set date for Annual Meeting (Laura)  
4. Gazebo locker keys (Laura)  

VIII   MEMBER COMMENTS IX    ADJOURNMENT              

April 14, 2023

The HOA Board Meeting was called to order at 1:30 PM by Secretary Laura Goldberg and was held in the maintenance building.

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

Homeowners Present: Beverly Benson (#208) Barbara Clary (#218) John Wedler (#229) Russ Nickels (#224)

Stan Brannon

Proof of Notice: Notice for the HOA Board Meeting was originally emailed and posted on April 11, 2023.

Motion to approve Draft Minutes from Regular HOA Board Meeting as written from 01/03/23 by Laura Goldberg was seconded and passed 4-0.

Joel Dyer/ Treasurer presented Cove Financial Standing as of April 15, 2023      

Operations and Maintenance Account:       $50,351.00

Reserve Accounts:                                         $391,994.00

Capital Account:                                               $10,930.00

Total:                                                                $453,275.00

Dry Rot cost YTD – $0 / 2023 Dry Rot Budget – $12,000   (these repairs come from the O & M Budget)

CD’s reinvested with Edward Jones:  (1) for $110K, 3 year term @ 4.9%. Also, (4) other CD’s for $55K each, with staggered terms of: 3 years @ 4.25%, 2/2 years @ 4.5 % and 1 year @ 4.8%. 

Laura Goldberg / A & L Committee Report 

All of the trees have now been trimmed and the stump between units #107 & #109 has now been removed. New plants will be placed in this area. Stan ordered and filled another large dumpster, doing heavy clean-up of the maintenance yard. The newly pruned area across from the front gate outside of #101 has been refreshed with new plants and a rock border. Thank you to Jay, John and Ron for their help moving rocks! It really looks nice.

There are two large piles of rocks in the maintenance yard to fill in gaps under the fence and other rock beds.

All pergola repairs have now been completed. Repairs were made on units #104, #107, #202, #225 and #228.         Full replacements were made on units #206 & #216, which were originally targeted just for repairs.

The community garden is looking beautiful! Many thanks to Beverly Benson for overseeing the garden activities and especially to all of the volunteers who roll up their sleeves to help clean it up after all of the rain we’ve had.

The horseshoe area has been cleaned up and is ready for play, and the maintenance shop entrance has been refurbished and looks great, too.                          

Old Business  

The asphalt work that was done last fall is not sticking and has started to chip and peel off. Joel has contacted TriCounty Asphalt to let them know of the problem and to see what can be done. TriCounty wants to come out and pressure wash the loose material off and do a sample area using a different product. They also mentioned two other customers are having a similar issue. 

The privacy fence work was delayed due to the weather. White Wolf Fencing is now scheduled to begin the first or second week of May, weather permitting. It should take 6 weeks to finish the chain link gates and privacy fences.  Since the privacy fence survey was taken, the one between #210/#208 has deteriorated significantly, so these 5 panels will also be included in this years’ work.        

There have been (8) garage doors replaced with new doors. These are not being painted and will remain white. (#103, #105, #106, #107, #111, #218, #227 & #229) So with the (4) doors painted white last year and (4) more scheduled this year, there will be (16) units that will have transitioned to white doors by the end of this year.

The leaking windows at units #208 & #229 are ongoing during severe storms. The vent covers on both units have been blocked off but there is still water getting in. Stan is working with Edwards Roofing and Brett Bernhardt to continue to trouble shoot. There is also new dry rot damage in unit #225 that was discovered during remodeling which involves a failed window, and an ongoing window leak in unit #228.     

New Business

Units #215/#217 and #219/#221 are scheduled for painting this year. It has been (11) years since these units, which were built in 2006, were last painted. South Coast Custom Painting advised their quote from last year for $8,200/building was still valid. American Eagle Painting, who did the work last year, gave a verbal quote of $12,000/building. The gazebo French doors that were painted in October have started to bubble, and the front door of #218 still needs to be repainted. Motion by Joel to accept the bid of $8,200/building from South Coast Custom Painting to complete the 2023 painting work was seconded and passed 4-0. We will continue to work with American Eagle on the bubbling gazebo French doors and the front door of #218.           

The current terms of Board members Gayle Marta, Laura Goldberg and Victoria Nickels will expire at the next Annual Meeting. Motion by Laura to appoint Bob Silva as the 2023 Election Committee Chairman was seconded and passed 4-0. Beverly Benson volunteered to help again with this effort. The Committee needs one more volunteer. Ballots will be mailed out by the end of April. Anyone interested in being a nominee should contact an Election Committee member.    

The Cove Annual Meeting is held in the last week of May each year. Motion by Victoria to set the 2023 Annual Meeting for Tuesday, May 30^th at 2:00 PM was seconded and passed 4-0.

Laura is working on sorting and identifying keys for the gazebo lockers to make sure that everyone has one.

MEMBER COMMENTS

Unit #101 was listed for sale on April 2, 2023 and went pending on April 10^th. Beacon Broadband now has television programming packages available as of April 1, 2023.  The meeting adjourned at 2:15 PM.

JANUARY 3^rd 2023 at 3:00 PM

The HOA Board Meeting was called to order at 3:10 PM by President Gayle Marta and was held in the maintenance building.

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

Homeowners Present: Beverly Benson (#208) Ron Schneirson (#111) Jim Rich (#104) Gary Stromberg (#202)   Stan Brannon 

Proof of Notice: Notice for HOA Board Meeting was originally emailed and posted on December 31, 2022.   

Motion to approve Draft Minutes of Regular HOA Board Meeting as written from 12/06/22 by Gayle Marta was seconded and passed 5-0.

Joel Dyer / Treasurer presented Cove Financial Standing as of December 15, 2022

Operations and Maintenance Account: $38,984.00
Reserve Accounts: $415,435.00
Capital Account: $10,945.00
Total $465,364.00: 

The Capital savings and Reserve saving accounts are being moved from Chase Bank to Edwards Jones to maximize the return rates on our CD’s.  Currently $35K has been moved and we are now receiving 4.65% APR on those 9 month term CD’s. There will be another $110K to reinvest at the end of January and another $110K at the end of February, at slightly lower rates. The reserve checking remains at Chase. 

Ron Schneirson / A & L Committee Report

Stan recently completed a project on the lower trail to improve drainage and stabilize the bottom of the East trail area. He installed a corrugated drainage pipe and covered it with gravel. He removed the old, rusted propane tank that had been down by the gazebo which had gone unused for years. He also completely cleaned out the waterfall and creek near the gazebo and trimmed a large tree between units #208 & #210.

We solicited bids to have the 11 deciduous Maple trees and all of the Leyland Cypress in the RV yard and along Cove Dr. trimmed. Pacific Northwest bid $12,500 for this work. ArborMaxx quoted $5,200 and Desi Tree Service submitted a quote for $3,500. Desi Tree Service would not able to remove the stump between #107 & #109, and ArborMaxx could remove this stump for $350 – but only if they received the contract for all of the other work. 

Ron Schneirson and Joel Dyer performed an audit of all privacy fences in The Cove to determine which needed repair or replacement. It was determined almost one third of these fences needed replacement.  We then received a quote from White Wolf Fencing to do this work, using premade fencing from Gold Beach Lumber. The total cost for all of this work was $11,600. The repairs include: Fence between units #216 & #222 – 10 panels, $4,000. Fence between units #107 & #109 – 7 panels, $3,800. Fence between #103 & #105 – 7 panels, $2,700. Fence between #112 & #111 – 3 panels, $1,100. 

White Wolf Fencing submitted a bid of $30,922 for Phase 4 of the cedar fence replacement project. This final phase is the wood fence along Cove Rd by units #215 and #221. The linear cost for the cedar fencing is $108.  They also bid on new rolling chain link gates for Cove Rd which would run on an upside down v-track, the single swing gate near the garden, and the 6’ x 27’ double swing gates near the front of the maintenance building. An alternate bid to construct the 6’ x 12’ double swing gate near the garden was quoted to instead be made with an aluminum frame with wood slats to match the existing cedar fence on either side. The additional cost to change from the existing chain link design is $275. This will be a big visual improvement. Unless the scope of work changes, the total cost for chain link gates with aluminum frame and wood slats = $4,700. Total cost for privacy fences = $11,005. Phase 4 fence = $30,922.

Pergolas were inspected by Stan Brannon and Ron Schneirson to determine which needed repair or replacement.    

Brett Bernhardt then performed his own inspection on all of them and submitted a bid to complete this work.   

Unit #104 – 3 cross members and 2 uprights, $780. Unit #107 & #202 – 2/3 cross members, $420 each unit. Unit #216 – 4/5 cross members & 2 uprights, $1060. Unit #225 – replace all 4 uprights, $780. Unit #208 – 2 cross members & 2 uprights, $640. Unit #206 – 3 cross members & all 4 (16’) long structural supports, $2,500. Bernhardt recommended a full replacement of the unit #206 pergola at a cost of approx. $3,500. The bid from Bernhardt & Sons was from $8K-$9K, with the high end of the range covering a total replacement of the pergola on unit #206.

Old Business
The front door of unit #218 still needs to be repainted due to bubbling paint, and the French doors on the gazebo have started to bubble since they were painted in late October. Rob Serna from American Eagle is aware of these issues and will follow up with us once the weather dries out.

We currently have $6,600 budgeted annually for pergola repair/replacements. The bid from Bernhardt to complete all of the repairs identified in the recent inspection ranges from $8,000 – $9,000. Motion by Laura to approve Bernhardt & Sons Construction to complete these repairs, including a total replacement at unit #206, was seconded and passed 5-0.

New Business   
The Board discussed the pros and cons of using ArborMaxx or Desi’s Tree Service for our current tree trimming needs. It was determined that for the work we currently need done, Desi’s Tree Service would be the best option and we would pursue another contractor for stump removal. Motion by Joel to approve Desi’s Tree Service to perform trimming of the (11) Maple trees and the Leyland Cypress was seconded and passed 5-0.      

The computer which maintains The Cove’s financial information needs a software and memory upgrade. The cost to increase the memory is $44 and we have an annual subscription to QuickBooks that is needed for $799. Motion by Gayle to approve purchase of the software and memory upgrade was seconded and passed 5-0.   

The privacy fences had been in the Reserve Study to be completed in 3 phases, but in 2017 were combined into one year. There are currently about 1/3 of them needing replacement. The Reserve Study will be adjusted. Motion by Victoria to accept the bid of $11,560 from White Wolf Fencing for the privacy fence work as identified was seconded and passed 5-0.     

Our chain link gates are all original except one (which is not to be replaced) and have had maintenance deferred for the last several years. Motion by Bob to accept the bid of $4,700 from White Wolf Fencing to complete the chain link gates and aluminum/wood gate option was seconded and passed 5-0. It was requested the slats between the chain links should be brown instead of green.   

The quoted cost of $30,922 bid by White Wolf Fencing to complete Phase 4 of the cedar fence project along Cove Rd. is $3,500 over budget. Motion by Laura to accept the bid of $30,922 from White Wolf Fencing to complete Phase 4 of the fence project was seconded and passed 5-0.  

Meeting adjourned at 3:25 PM.        

DECEMBER 6, 2022 at 2:00 PM

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

Directors Present: President Gayle Marta, Secretary Laura Goldberg, Treasurer Joel Dyer.

Homeowners Present: Jerry Marta (#215) Ron Schneirson (#111) Barbara Clary (#218) Russ Nickels (#224) Victoria Nickels (#224) John Gregg (#110) Paul Shanley (#102) Patty Shanley (#102) Beverly Benson (#208) Jim Rich (#104)   

Proof of Notice: Notice for HOA Board Meeting was originally emailed and posted on December 3, 2022.

Motion to approve Draft Minutes of Regular HOA Board Meeting as written from August 23, 2022 by Joel Dyer was seconded and passed 3-0.

Joel Dyer / Treasurer presented Cove Financial Standing as of November 15, 2022     

Operations and Maintenance Account:  $35,280.00
Reserve Accounts:  $408,086.00
Capital Account:  $10,945.00
Total:  $454,311.00

Dry Rot Cost:  Year to date is $19,271   –   Budget is $10,000

Note: Gazebo and Pergola repairs will be paid for from the O & M Account  

We were receiving 0.1% on our CD’s in 2021 through Edward Jones. We are in the process of rolling over these CD’s to new higher rates, staggering them to maximize gains. Actual interest anticipated – $1763.

Patty Shanley / A & L Committee Report  

Dry rot repairs have been completed on units #106, #208, #218 & #226. More gravel was added to the trail on the east side of the staircase so this work is done now. The maintenance yard/garden area has been cleaned out and a large dumpster was filled up. New plants and rocks will be purchased for common areas near the gate, by the mailboxes and near the utility boxes. Pending projects are:  gazebo fireplace repair, trail light refurbishment, additional hillside clean-up, drainage pipe work on lower trail. We may also need to inspect all roofs at convergence points for possible leaks or water access.

OLD BUSINESS

American Eagle Painting completed painting of units #202, #204, #110, #112 and the gazebo. They replaced some weather stripping around several doors. Additional dry rot was found near the roof lines of units #202 and #204. The front door of unit #218 still needs to be repainted. The French doors on the gazebo have already started to bubble, so American Eagle will need to come back to address these issues.   

NEW BUSINESS

Several adjustments were made to the O & M Budget in an effort to avoid a dues increase while we manage continually increasing costs. One of these costs is roof repairs. We are considering adding this item to the Reserve Study in the future. The adjustments to the Reserve Study were reviewed. The Board increased dry rot repair costs from $2,500 to $3,000 per unit. We will continue to monitor these costs in 2023 along with the costs for roof repairs. Also, Phase 3 of the fence project was adjusted to include the financial contributions from homeowners in Chetco Point Terrace. The linear footage of Phase 4 of the fence project went down. All exterior lights were budgeted to be replaced in 2023. We are instead refurbishing these lights as the units are being painted. Eventually these will all need to be replaced.

Joel presented 2 Operations and Maintenance Budgets to be considered. One without a dues increase and one with a $15/month increase. Initial projections indicated that a $15/month dues increase would be needed in order to maintain a balanced budget with no shortages. The Board discussed last year’s dry rot and roof repair costs, and think they may have been higher than usual this year. Based on this thinking, the possibility of not increasing dues for the first 6 months of the year, with a review midyear to assess actual costs to determine if we are still on track was discussed. Motion by Joel to approve the O & M Budget as presented, holding the existing monthly dues at $585 with a review midyear, was seconded and passed 3-0.

There has been a new water leak at unit #210 and reoccurring leaks in units #208 and #229. Edwards Roofing will be coming out to address these problems. Stan will coordinate with the homeowners.

Victoria Nickels (#224) agreed to fill the open seat on The Board until that term ends at the next annual meeting in May 2023. Motion by Joel to appoint Victoria to The Board was seconded and passed 3-0.

We are waiting for bids on various tree trimming and the stump removal in between units #107 & #109. Noah, our tree trimmer, estimated he could remove the stump for $500, but was not sure when he would be able to get this work done. Motion by Gayle to grant a not-to-exceed cost of $700 for the removal of the stump was seconded and passed 4-0.

A survey was done of the privacy fences to determine which panels needed to be replaced. The fence between units #103/#105 still needs 2/3 of the total length replaced. The entire fence between #107/#109 needs to be replaced.  The fence between #216/#222 has 10 panels that all need replacement. There is one section of fence near unit #111 that is falling down. Bids will be obtained for this work. The fence between #212/#218 has a panel that needs to be removed and replaced with landscaping. Stan will be completing this work, along with other minor privacy fence repairs.

Jim Rich followed up on their pergola replacement. His understanding was it was supposed to be replaced three years ago, but it was postponed to allow for other more urgent work to be completed. He asked if this could be addressed soon before the trees near the pergola leaf out this spring. The meeting adjourned at 3:25 PM       

AUGUST 23, 2022 at 1:30 PM

The HOA Board Meeting was called to order at 1:30 PM by President Gayle Marta and was held in the maintenance building.

Directors Present: President Gayle Marta, Secretary Laura Goldberg, Director Bob Silva, Director Carl Moskalik. Treasurer Joel Dyer participated via teleconference.    

Homeowners Present: Ron Schneirson (#111) Michelle Pankey (#212) Jim Rich (#104) Jerry Marta (#215)          John Wedler (#229) Audrey Phang (#206) Stan Brannon     

Proof of Notice: Notice for HOA Board Meeting was originally emailed and posted on August 20, 2022      

Motion to approve Draft Minutes of Regular HOA Board Meeting as written from July 15, 2022 by Laura Goldberg was seconded and passed 5-0.       

Joel Dyer / Treasurer – Joel Dyer was out of town and will provide an update at the next scheduled meeting.

Ron Schneirson / A & L COMMITTEE REPORT

The fir tree between units #107 and #109 needs to be removed. The tree and roots are too large. One contractor bid $2K to remove this tree. Arbor Maxx quoted $800 for this work. Motion by Gayle to approve Arbor Maxx to remove this tree was seconded and passed 5-0.

The center common area needs refurbishment with new rocks and plants as well as areas along the new fence. There is a $2K annual plant budget. Ron asked if $1K of these funds could be spent on these areas. This does not include the $536 we received from Beacon for plant replacement. Many plants are 30 years old and the high visibility areas need refreshing. Motion by Carl to approve $1K for plant purchases was seconded and passed 5-0. This work will be done in coordination with Stan.              

OLD BUSINESS

Phase 3 of the fence replacement project along the west property line is now completed. The fence is taller now to provide extra privacy. This created a larger gap at the bottom. The Fence Committee worked with White Wolf fencing and the homeowners in Chetco Point to make adjustments that all parties involved mutually approved of. 

In preparation for Stan’s retirement, Carl is gathering information on Stan’s work activities and documenting when we do seasonal work, creating contractor listings, sprinkler locations, etc.

NEW BUSINESS    

We solicited bids from 3 contractors for slurry sealing. Of those, two submitted quotes. Strahm’s Sealcoat has done this work for us in the past, and quoted $6,720. Tri County Asphalt quoted $5,600 – including primer. Motion to approve Tri County Asphalt to complete this work by Bob Silva was seconded and passed 5-0. 

The back chain link gate is very old and needs replacement, along with 3 other gates along the maintenance yard. White Wolf fencing will be submitting a quote for this work. Gayle also asked the Fence Committee to review the condition of privacy fences and make recommendations on priorities for those that need repair or replacement. Many homes have 7-8 panels. We can no longer get the existing design, but Gold Beach Lumber makes new panels for $150 ea. Some may be reused or relocated.     

The garage doors were all inspected to determine how much rusting or paint bubbling they each have.  Two doors (#105 & #216) have severe bubbling. Four doors (#101, #103, #108 & #225) have moderate rust. Carl got information from Northwest Door in Puyallup, WA regarding the care and maintenance of steel garage doors. They recommended cleaning the doors annually and not painting them. The cost to repaint an old door is $500 – $600 and the cost to paint a new door is $400 – $500. Motion to not paint any new, white garage doors at all and to repaint gray garage doors white in the future by Gayle Marta was seconded and passed 5-0. Two units (#106 & #227) have recently installed new white garage doors and units #105 & #107 are in the process of having new white doors installed later this year, too.

The upcoming community volunteer day is scheduled for August 26^th from 9AM – 12PM. So far 8 volunteers have signed up (we had 12 last time) BBQ hot dogs, chicken, salad, beans, cookies and ice tea will be provided.

A group of homeowners have volunteered to create a “Honey Do Crew” to help with small chores that neighbors may need assistance with inside their homes. This includes but is not limited to replacing filters, climbing ladders to replace light bulbs, printer problems, etc. Ron Schneirson, Joel Dyer and Carl Moskalik are members of this group. Gayle will send out an email with more information about this.         

Flora Pacifica is now working 24 hours/week to mow and trim. They have so far been able to refresh the exterior of 7 units and will continue to work on each unit while providing mowing help to Stan.

We will be getting an extra dumpster soon to clean up around the maintenance yard.

Unit #221 is in escrow.

Meeting adjourned at 2:55 PM.

JULY 15, 2022 at 1:30 PM

The HOA Board Meeting was called to order at 1:32 PM by President Gayle Marta and was held in the maintenance building.

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

Homeowners Present: John Gregg (#110)  Jerry Marta (#215) Janet Kruger (#227) Carl Moskalik (#107)                Joe Mohr (#210) Beverly Benson (#208)  Barbara Clary (#218) Jim Rich (#104) Russ Nickels (#224)  YouWanda Dreger (#112) Ron Schneirson (#111) Stan Brannon  

Proof of Notice: Notice for HOA Board Meeting was emailed and posted on July 12, 2022.

Motion to approve Draft Minutes of Regular HOA Board Meeting as written from April 18, 2022 by Joel Dyer was seconded and passed 4-0.      

Joel Dyer / Treasurer presented Cove Financial Standing as of July 14, 2022

Operations and Maintenance Account: $52,510.00
Reserve Accounts: $408,274.00
Capital Account: $9,774.00
TOTAL: $470,558.00

Dry Rot Cost: Year to date is $24,690 – Budget is $10,000

Note: The dry rot cost year to date includes $6,094 for gazebo repairs. The gazebo repairs were planned to be completed at a later date but due to the extensive damage, it was decided to complete the work now.    

CD’s: One CD for $110,000 was reinvested for 3 months at 1.8%. The other two CD’s mature the first of August. Depending on the length of term for the other two, we are looking at 2.2% – 2.5% rate or possibly even higher.   

Ron Schneirson / A & L Committee Report

The volunteer day held on July 1^st was a big success. One team spread gravel on the lower pathway to the gazebo. Another group worked on pulling weeds in the center common area. There was a BBQ afterwards in the maintenance yard. The temporary samples of different materials used to cover the utility pedestals will be removed. Real plants will be used instead to hide these fixtures. Beacon Broadband provided some funds to be used for this purpose. Unit #228 has water leaking inside a window. There is a large spruce tree between units #107/#109 that may pose a risk to the foundations. Quotes are being made for the removal of this tree. Units #106 & #227 both have new garage doors that still need to be painted.     

Old Business

Phase 3 of the fence replacement is underway. The old fence between The Cove and Chetco Point Terrace has been taken down. Temporary safety fence netting is in place during the work. It should take 4-6 more weeks to complete. The vacant lot in Chetco Point Terrace is being used as a work area, and to store material.   

The Cove received a check from Beacon Broadband for $536 to cover the cost of replacement plants to cover the new pedestals. This work will be completed as time permits.

We contacted (3) contractors to get bids on slurry sealing. Two of them provided quotes – Tri County Asphalt and Strahm’s Sealcoat and Stripping. Strahm’s was the only company that did this work in the past. We’ve expressed concern to them about the way they addressed the cracks in the asphalt, which creates bumps. Tri County has done several large jobs in Brookings which we will inspect before making a decision on which contractor to use.

Dry rot repairs have now been completed on the gazebo. Originally the gazebo was scheduled for painting in 2023. Due to the extensive dry rot damage, it was decided to move this work into 2022. Roof moss still needs to be removed in preparation for painting.       

NEW BUSINESS

We received (3) bids for painting this year. South Coast Custom painting has been used in recent years. Their bid to paint four units and the gazebo was $19,600. Ruiz and Sons bid was $22,390. American Eagle Painting has worked for The Cove in the past. Their bid came in at $18,700. This includes cleaning and pressure washing the rain gutters and walkways of units being painted. American Eagle has a large crew, and they estimate they can complete this work in 2 weeks. The motion to award American Eagle the 2022 painting job by Gayle was seconded. The motion passed 4-0. The work will be scheduled in late August or September.  

Carl Moskalik volunteered to fill the open seat on The Board. Motion to appoint Carl to this position for the remainder of the open term through May 2023 by Gayle was seconded. The motion passed 4-0.

Stan will be on vacation from July 22 through July 25^th.  

There is a new digital lock on the bathroom near the gazebo. The code is the same as the gazebo door, 1776.  

Welcome to Gene Johnson who recently purchased unit #219! Unit #221 is currently for sale. 

The meeting adjourned at 2:00 PM.

APRIL 18, 2022 at 1:30 PM

The HOA Board Meeting was called to order at 1:30 PM by President Gayle Marta and was held in the maintenance building

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

Homeowners Present: Ron Schneirson (#111) Beverly Benson (#208) Jerry Marta (#215) Janet Kruger (#227) John Wedler (#229) Jim Rich (#104) Stan Brannon

Proof of Notice: Notice for HOA Board Meeting was emailed and posted on April 14, 2022

Motion to approve Draft Minutes of Regular HOA Board Meeting minutes as written from November 19, 2021 by Laura Goldberg was seconded and passed 4-0. 

Joel Dyer / Treasurer presented Cove Financial Standing as of April 14, 2022:

Operations and Maintenance Account: $46,162.00
Reserve Accounts: $436,976.00
Capital Account: $8,604.00
TOTAL $491,742.00     

Dry Rot Cost: Year to date is $5,185 – Budget is $10,000  

Ron Schneirson / A & L Committee Report

Privacy fence between units #215 & #217 has been completed. The privacy fence by units #219 & #221 is still to be done. The Pergolas on units #227 & #229 have been replaced (from the 2021 budget) More pergolas may need replacement.        

Stan is getting bids from 4 painters to compare. Units #202 #204 #110 & #112 are scheduled for paint in 2022

Special thanks to Paul and Gina Whitworth for coordinating activities in The Cove Community Garden for the last 6 years. Beverly Benson and Mary Stanford have volunteered to step in and take over this effort.

Joel Dyer / Fence Committee Report  

The fence committee is working with White Wolf fencing to finalize pricing for the Phase 3 of fence replacement. The 3 adjoining lot owners in Chetco Point Terrace have all agreed to contribute towards their portion of the fence.

OLD BUSINESS

Unit #218 has submitted 3 separate requests to repair the bubbling blue paint on the front door. Bernhardt has submitted a quote to repair this door, ranging from $360-$600. The cost of a new door is estimated at $350. Stan is going to contact Bernhardt for a quote to install a new door without having an entire new door casing. The final resolution for unit #218 will help determine how we will make similar repairs at unit #216. 

There have been no more roof leaks in unit #229. We are still waiting for an invoice from Edwards Roofing for this repair work. Stan has left them several messages.

Beacon Broadband has determined which company will do the asphalt repair work that needs to be done. They will provide at least 48 hours of notice before the work begins.     

There is still an open vacancy on The Board with one year left on this term. Gayle first notified the members of this opening via email on December 3, 2021.

NEW BUSINESS

The property owners of the 3 lots along the section of fence adjoining Chetco Point Terrace all agreed to contribute to the new fence project. Lot 1 and 2 agreed to pay ½ of the cost of a picture frame fence replacement.  Because Lot 3 can’t see the fence from their home, they opted to contribute toward the simpler fence design. If The Cove wants the entire fence to be picture frame, The Cove will have to pay the $1,480 difference between the two types of fence at Lot 3. It was suggested to be good, open and fair neighbors, the Fence Committee share this information with Lots 1 & 2, and if necessary offer them similar credits (not to exceed $1480) to their contributions. Gayle moved to pay this additional amount ($1,480) back to the owners of lot 1 and 2 proportionally if needed, then proceed with the picture frame fence contract to White Wolf. This motion was seconded and passed 4-0. Currently, The Cove’s portion of the fence is $8,675 under budget.  

The Board has been exploring options for grounds maintenance as Stan moves toward retirement. Our current annual grounds maintenance helper budget is $22,848. Flora Pacifica submitted a quote of $35/hour/worker to perform mowing and related tasks. They expect they can complete all property mowing with two workers in one day, but they need to bring their workers and equipment to confirm their time estimate. The cost of Flora Pacifica to mow once a week for nearly 7 months would be almost the same as the annual helper budget. This cost includes insurance. Stan would continue to do the remaining Cove work.   Gayle moved to approve Flora Pacifica to perform this work on a trial basis. The motion was seconded and passed 4-0.

As directed by the Board at our last meeting, Stan solicited additional bids for the Cypress tree trimming and the removal of 3 trees near unit #215 along the East property line. Flora Pacifica quoted $1,500 to remove the 3 trees as well as trim the Cypress trees in this same area. The original quote from “A Good Tree Company” was $2,250 just to remove 3 Cypress trees near unit #215. Gayle moved to approve Flora Pacifica to perform all of this work. The motion was seconded and passed 4-0.

“JT & Sons” tree trimmers quoted $1,200 to trim the Alder trees near the staircase, remove a tree on the west side of the property and take down a dangerous hanging branch. Some of this work has already been done however additional pruning on the trail has since been identified. Joel moved to approve JT & Sons to complete this work. The motion was seconded and passed 4-0. JT & Sons confirmed they can perform this work on 4/22. Stan will coordinate what else needs to be done.  

Unit #222 submitted a quote for Coastal HVAC to replace their dryer vent at an approximate cost of $750, citing damage by skunks. The animals encroached on the crawl space by digging under the foundation. The Cove secured these access points and removed the skunks.  Gayle cited CC&R’s Article X, “Repair and Maintenance”, Section 1, “Maintenance and Repair by Association” Item (f) and Section 2, “Repair and Maintenance by Owner”, Items (c) and (d) plus Section 4 “Maintenance of Interior of Living Units”. Gayle also shared, historically, owners who have had similar damage caused by skunks have paid for the duct replacement themselves.  Gayle moved to decline this request to pay to replace the dryer vent. The motion was seconded and passed 4-0.  Gayle will write a letter to the homeowners informing them of the Board’s decision.

The attached paint schedule has been updated through 2032. Gayle moved to accept this updated schedule. The motion was seconded and passed 4-0.

Slurry sealing is scheduled this summer for the west side. We are looking for a new contractor to perform this work and have asked Beacon Broadband if they have any recommendations. At least one weeks’ notice will be given to the members prior to the work starting. 

Nominations for the (2) open positions on The Board are being accepted through April 22, 2022. Ballots will be mailed out on April 23. These ballots will be opened and counted at the Annual Meeting in May. Gayle moved to appoint Laura Goldberg as the Chairman of the 2022 Election Committee and Beverly Benson and Janet Kruger as committee members. This motion was seconded and passed 4-0.

The date for the 2022 Annual Meeting has been set for Tuesday, May 31^st at 1:30 PM in The Cove’s maintenance building.

Meeting adjourned at 3:25 PM.

NOVEMBER 19, 2021 1:30 PM 

The HOA Board Meeting was called to order at 1:33 PM by President Gayle Marta and was held in the maintenance building

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

Homeowners Present: Ron Schneirson (#111) Barbara Clary (#118) Jerry Marta (#215) Jay Brentjes (#223) Karen Sullivan (#223) Janet Rider & Don Goldberg (#103/renter) John Wedler (#229) Janet Kruger (#227) Jim Rich (#104) Beverly Benson (#208) Russ & Victoria Nickels (#224) Bette Moore (#216) Youwanda Dreger (#112) Stan Brannon 

Proof of Notice: Notice for HOA Board Meeting was emailed and posted on November 16, 2021

Motion to approve Regular Board Meeting minutes as written from September 14, 2021 by Joel Dyer was seconded. Motion passed 4-0.

Joel Dyer / Treasurer presented Cove Financial Standing as of November 15, 2021:

Operations and Maintenance Account:                           $21,385.00

Reserve Accounts:                                                        $417,532.00

Capital Account:                                                                $7,522.00

TOTAL                                                                           $446,439.00        

Ron Schneirson / A & L Committee Report

The pergola on unit #229 was identified as having significant dry rot during the recent sale/home inspection.

The A & L Committee recommends the Board review and approve replacement of the pergola for this unit. Bernhardt has submitted a bid for this work, along with replacement of pergola on unit #227 (approved 9/14/21)

Motion to approve replacement of the pergola on unit #229 per Bernhardt bid of $4,400 by Gayle Marta was seconded. Motion passed 4-0.

Pergola repairs have also been done on #109/#111/#225 and #228 this year.

The cypress trees in the maintenance yard and along Cove Rd. plus the alder trees near the center stairs need to be pruned.  Plus 1-3 large cypress trees beside unit #215 need to be removed due to potential foundation problems. “Good Tree Service” submitted a bid of $9,150 for this work. Stan will obtain a second bid. The A&L Committee recommends this tree trimming work be approved.

Jay Brentjes (unit #223) asked for follow up on a work request he submitted to address dry rot at the transom window above his sliding glass door. Stan advised there are only two units (#223 & #225) which have a transom window above the sliding door and they have always created problems. He recommends these small windows may need to be removed and replaced with solid wall.  Bernhardt is preparing an estimate for this work.         

OLD BUSINESS

Beacon Broadband is done now, and they are working on a punch list of items in The Cove to be repaired under the direction of our punch list team, Stan, Ron, Bob and Joel. The asphalt patches are temporary, and will be replaced by hot patching in the spring. The “walk about” with Scott Paul will be scheduled. Beacon Broadband is hosting a “thank you BBQ” on Thursday, Dec 9^th at their offices in Harbor.

NEW BUSINESS

Leak at Unit #229: Approximately 3 weeks ago, during a heavy storm the roof at Unit #229 leaked causing water to enter the master bedroom. At about 9pm Stan along with Ron Schneirson came to John Wedler’s assistance. The following day Edwards Roofing made interim repairs they felt would hold, but it leaked again. Edwards returned and made more extensive repairs. Repair costs are roughly estimated at $3,500 – $4K. Unfortunately, a new leak occurred on November 18. We will again contact Edwards Roofing. Joel volunteered to initiate a program to inspect all attics for leaks.

2022 Reserve Study: Gayle advised this year’s initial Reserve Study from Regenesis indicated our annual contribution should be increased from $66K to $86K. Regenesis’ explained a large contributing factor is the lack of interest earned on our Reserve accounts. In the past CD’s provided a return of 1.5% – 2%, but we are now receiving 0.17%. Every line item in the Reserve Study was reviewed. Plus the Board worked with                           Regenesis and identified different methods used to calculate how the annual Reserve Contribution could be structured. During our review, we found major miscalculations on the Perimeter Fence Phases 1, 2 and 3. The fence was originally budgeted at $37/linear ft., based on the Chetco Point construction costs. The actual cost for Phase 1 came in at $70/LF. Plus in Phase 1, 788 LF of fence was to be completed and only 480 LF was completed. Currently, we should be about 75% done with the perimeter fence however we are only about 60% complete. The Board plans to consider less expensive designs for the remainder of the fence and we will negotiate with Chetco Point Terrace to help with costs on shared fencing. Here are the Reserve Study changes being made for 2022:  

• The dry rot repair has been increased from $7,200 to $10,000 per year.
• The Husqavarna mower maintenance cost has been decreased from $2,200 to $1,000.
• The Craftsman mower is being decommissioned because parts are no longer available. This item has been removed from the Reserve Study.
• Phase 1 and Phase 2 of the perimeter fence was revised to reflect the actual lineal footage of fence done in each phase and the actual lineal foot cost for each phase.  Phase 3 was revised to reflect the actual lineal footage of fence left to complete. 
• The remaining phase 3 of the perimeter fence will be split into 2 parts. Phase 3 will be the west fence bordering Chetco Point Terrace from Wharf St to the cliff to be completed in 2022. Phase 4 will be the east fence on Cove Rd. to be done in 2023.
• The repair/replacement of exterior lights has been moved from 2022 to 2024.
• The repair/replacement of exterior unit entry/deck/garage lights moved from 2022 to 2024.
• Exterior paint costs increased from $3,200/unit to $4,200/unit. 4 units painted each year. (South Coast Custom Painting advised Stan this increase is coming).  

2022 Annual Budget: Based on the above Reserve Study modifications, our treasurer, Joel presented two different budget proposals for 2022. The first would include a $35/month dues increase ($585/month) with a 3.5% increase year over year, factoring in a 0.17% investment return with a 1.9% inflation rate. This scenario would achieve 70% reserve funding, which is recommended. The second proposed budget would include a $15/month dues increase ($565/month) with a 3.5% increase year over year, factoring in a 1.9% investment return with a 1.9% inflation rate. This proposal would achieve a 60% reserve funding level.

Motion to approve Budget Proposal #1 made by Gayle Marta was seconded, Motion passed 4-0.

Fence Committee: When the Fence Committee was formed on Dec 18, 2019 Jay Brentjes and Paul Whitworth were members of The Board and were to serve on the committee for one year. Jay and Paul generously continued to serve for a second year. Gayle thanked them both for all of their hard work on this committee. She suggested since there are now 2 phases of fence to be completed and because of the size of the project, it would be good to again have a Board Member on the Fence Committee. Jay, who was present, agreed. A new fence committee will be formed.

Motion to appoint a new Fence Committee consisting of Board Member Joel Dyer, A&L Committee Member Ron Schneirson and John Wedler as a homeowner representative to serve until the completion of Phases 3 and 4 of the Fence Project by Laura Goldberg was seconded. Motion passed 4-0.  Stan will continue to be part of this committee.

Stan Brannon: Stan has advised he would like to retire in about 3 years. The Board will be considering options. Stan will be on vacation from November 22 – 26^th.

Our newest homeowners, John Wedler in #229 and Russ and Victoria Nickels in #224, who all attended the meeting were hardily welcomed.

Meeting adjourned at 3:10 PM.