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 Minutes of Regular HOA Board Meeting August 9, 2020

The HOA Board Meeting was called to order at 2:06 pm by President Chuck Stanford.
Directors present:  President Chuck Stanford, Treasurer Gayle Marta and Bob Silva.  Laura Goldberg and Dave Filomeo.

Homeowners present:  Paige Filomeo, Patty & Paul Shanley, Joel & Sherry Dyer, Paul Whitworth, Jeff Russell, Janet Ryder, Mary Stanford, Jim Rich, John Gregg, Beverly Benson, Youwanda Dreger, Gayle & Jerry Marta, and Greg & Dana Hayes

Proof of notice: Notice for HOA Board meeting was emailed and posted on July 30, 2020.

No Meeting Minutes To approve

Architectural and Landscape Committee Report:  Committee Chair, Mary Stanford, gave the following report:  After an extensive search of homeowners to serve on A&L committee – the committee recommended Barbara Clary be approved for the A& L Committee.  Short discussion ensued.  Laura Goldberg made a motion for Barbara to be approved by the board.  The motion was seconded and was passed with 4 ayes and 1 abstention.  The committee reported that the painting of units:  222 & 224 and units 102 & 104 were completed and inspected by the committee.   

It was reported that the committee never received a request of service from homeowner #112 requesting surveillance cameras be installed around that unit.  On July 22nd and July 29th HOA President Chuck Stanford, sent a letter requesting the homeowner to stop installation of cameras and remove them.  The A & L Committee finally received a request of service from the homeowner on August 2, 2020.  The committee sent a letter of denial on August 3, 2020.

The committee reported that all gutters of all units are cleaned each fall and then on an “as needed” basis.  The committee reported that dry rot repairs will be made at units:  #112, #105, #103.

The committee presented a Home Owners Guide to be included in each Welcome Packet for new homeowners.  After a brief discussion a motion was made and seconded to include the Homeowners Guide in all new “Welcome Packets.”

Treasurer’s Report: As of 7/15/2020: Operations & Maintenance Account:  $24,868.00; Reserve Accounts: $420,243.00; Capital Account: $2,100.00 = TOTAL: $422,343

Old Business
President Stanford reported that the Warf street fence replacement has begun and has been inspected each step of the way by the fence committee.

New Business:
President Stanford suggested that the board should consider appointing a board secretary from board members who live full-time at the Cove, and recommended Bob Silva.  Gayle Marta thought the secretary should have computer skills.  Bob Silva responded that he did have computer skills and his daughter is around to assist him.  President Stanford made a motion to appoint Bob Silva as board secretary.  Laura Goldberg seconded the motion and the vote was unanimous.  

President Stanford explained that there was a clear violation of the CC&Rs by the installation of surveillance cameras around units #112 , #225, & #101 without prior approval.  Bob Silva made a motion that all surveillance cameras must be removed immediately.  Laura Goldberg seconded the motion, and a lively discussion, by both homeowners and HOA board, ensued.   Gayle made a motion instructing homeowners to remove all surveillance cameras.  The motion was seconded by Laura and passed with 4 yeas, and 1 abstention.

Several homeowners suggested that Ring type doorbell/cameras, as a new technology, should be treated differently for the time being, or until the HOA board could develop a specific policy on cameras.  Gayle Marta made a motion to accept Ring “style” doorbells only to replace existing doorbells without prior approval. The motion passed with one abstained.

Adjournment Meeting was adjourned at 3:45 pm

Draft Meeting Minutes for The Cove Homeowners’ Annual Meeting

June 20, 2020

The Annual Homeowners’ Meeting was called to order at 2:00 pm by President Chuck Stanford.

Directors present:  President Chuck Stanford, Treasurer Gayle Marta and Bob Silva.  Laura Goldberg and Dave Filomeo were unable to attend.

Homeowners present: Mary Stanford, Jerry Marta, Janet Rider, Cheryl Golnick, Clare Golnick, Joel Dyer, Paul Shanley, Patty Shanley, Beverly Benson, Paul Whitworth, Karen Sullivan, Jay Brentjes and Jim Rich.

Proof of notice: Notice for the re-scheduled Homeowners’ Annual meeting was emailed and posted on June 3, 2020.

Approval of Meeting Minutes:  The minutes for the Emergency Board of Directors’ meeting held on May 30, 2020 were approved by the Directors as presented.  The minutes of the Board of Directors’ Organizational meeting held on May 31, 2020 were approved by the Directors as presented.

Architectural and Landscape Committee Report:  Committee Chair, Mary Stanford, gave the following report.  The application of Moss Out has been completed on all roofs requiring attention.  Mary again thanked Carl Moskalik for suggesting this product which saved the HOA a considerable amount of money. Mary also noted we have some Moss Out left that can be used next year.  Painting of 4 units to start in July and 222 and 224 will be done first.  The sealing of the asphalt will also be done this summer and will start on the west side of the complex.  Notices will be sent to all homeowners about  the sealing schedule. The patio concrete work is pretty much completed.  The committee is working on a HOA A&L guidelines and information sheet.  The goal is to include these guidelines in the New Homeowners’ Welcome Packet.  Mary gave the board and those present a copy of the proposed guidelines thus far.  She asked for the Board’s review, comment and approval.  Stan has been doing a great job.  He and his crew have done a cleanup on the walkway to the gazebo.  He is also doing an update, refresh and refurbish on the landscaping on 4 units this summer and 2 units have been completed.  The A&L committee would like to continue this work every summer.  The A&L committee will work on a budget to be presented to the board for approval.  President Stanford thanked Mary and her committee for all of their hard work, especially on HOA A&L Guidelines.  He believes this document is needed and will be beneficial to new homeowners and help them to understand they do not own any grounds…that all of the grounds are owned by the HOA.

Treasurer’s Report: As of 6/15/2020: Operations & Maintenance Account:  $32,181.00; Reserve Accounts: $437,240.00; Capital Account: $6,321.00 = TOTAL: $475,742.00

Patios:  Payments as of June 15 $8,200.00; Payments made after June 15 $6,425.00; Remainder to be paid $3,485.00 = Total Cost $18,110.00

Phase 1 Fence:  Payment made $ 25,740.80 (Materials, tear out & temporary fence);  Remainder to be paid (Labor) $8,000.00 =  Total Cost $33,740.80

Old Business

• All Patios are poured
• New fencing to begin in about 3 weeks once material is received
• Painting of Units #222 & #224 to begin Mid-July
• Asphalt  to begin August/September
• Moss Out applied to all roofs that needed it

New Business:

West Stairway Deterioration:   Several homeowners have expressed concern about the continued deterioration of the West Stairway and that it is becoming more and more unsafe.  President Chuck would like to form an ad hoc committee to investigate and report on options.  Gayle Marta moved the committee be formed and it was seconded.  During the discussion on the motion much history of the stairway plus the hillside and prior discussions and investigations were shared.  Many homeowners expressed the opinion the stairway should be closed now.  The motion to appoint a West Stair committee was passed.  The committee will be charged with how the stairs should be closed, confer with Stan about the future of the Gazebo power and water lines that run along the stair and make suggestions on how the space at the top of the stair might be utilized as a place to view the ocean.  It was moved by Bob Silva and seconded that the West Stair be closed permanently.  The motion was passed unanimously by the homeowners present.   The board will talk with Stan about an interim way to close off the stairs until a permanent method is decided on by the Board.

Adjournment:  It was moved by Bob Silva, seconded and passed the meeting be adjourned at 2:30 pm.

Notetaker:  Gayle Marta

DRAFT MINUTES FROM ORGANIZATIONAL MEETING OF THE NEW BOARD OF
DIRECTORS, OF THE COVE’S HOA, HELD ON MAY 31 ST , 2020 AT 10:00 AM, AT THE COVE’S MAINTENANCE BUILDING.

DIRECTORS PRESENT: LAURA GOLDBERG SCHNIERSON, BOB SILVA, AND CHUCK STANFORD, GAYLE MARTA

THE DIRECTORS APPOINTED CHUCK STANFORD TO SERVE AS HOA PRESIDENT.
THE DIRECTORS ALSO APPOINTED GAYLE MARTA TO SERVE AS HOA
TREASURER/ACTING SECRETARY – THE REMAINDER OF JOHN GREGG’S TERM.

A TELEPHONIC CONVERSATION TOOK PLACE BETWEEN DAVE FILOMEO AND THE HOA BOARD. DAVE FILOMEO WAS APPOINTED TO SERVE THE REMAINDER OF JAY BRENTJES TERM.

THE MEETING WAS ADJOURNED AT 10:46 AM

MINUTES FROM THE EMERGENCY MEETING OF THE BOARD OF DIRECTORS, OF THE COVE’S HOA, HELD ON MAY 30TH, 2020 AT 2 PM, AT THE COVE’S MAINTENANCE BUILDING.

I  CALL TO ORDER BY PRESIDENT PAUL WHITWORTH, AT 2:01 PM 5/30/20

II DIRECTORS PRESENT: JAY BRENTJES, LAURA GOLDBERG SCHNEIRSON, BOB SILVA,  AND PAUL WHITWORTH

III MEMBERS & GUESTS PRESENT: MARY STANFORD, PATTY SHANLEY, JOHN GREGG,  CHUCK STANFORD, STAN BRANNON

IV  PROOF OF NOTICE: PHONE CALLS AND EMAILED MAY 30TH, 2020
PRESIDENT WHITWORTH EXPLAINED THAT DUE TO THE INCLEMENT WEATHER, HE HAD CANCELLED THE SCHEDULED HOME OWNERS MEETING, THE MORNING OF MAY 30TH, 2020, BY EMAILING ALL HOME OWNERS, AND POSTING THE CANCELLATION NOTICE. ADDITIONALLY, PRESIDENT WHITWORTH EXPLAINED THAT HE HAD CALLED FOR THE EMERGENCY BOARD MEETING IN ORDER FOR THE BOARD TO HEAR THE RECOMMENDATIONS FROM THE FENCE COMMITTEE, REGARDING THEIR REVIEW OF THE WHARF STREET FENCE BIDS, AND  IN ORDER TO CONDUCT THE BALLOT COUNT, FOR THE ELECTION OF THE TWO BOARD MEMBERS, WHOSE TERM HAD EXPIRED.
THE RECOMMENDATIONS  OF THE CDC, AND THE REQUIREMENTS OF THE STATE OF OREGON, DUE TO THE PANDEMIC, REQUIRED THE ANNUAL MEETING TO HAVE BEEN SCHEDULED TO BE HELD OUT SIDE, FOR SOCIAL DISTANCING REQUIREMENTS, THE HEAVY RAINFALL ON 5/30/20 PRECLUDED HOLDING THE MEETING OUTDOORS, AND IT WAS AGREED THAT THE “NEW” PRESIDENT OF THE HOA’S BOARD, WOULD SCHEDULE ANOTHER  ANNUAL HOME OWNERS MEETING, AS SOON AS POSSIBLE.  A MAXIMUM OF TEN PEOPLE WERE ALLOWED TO ATTEND THIS MEETING, INSIDE THE MAINTENANCE BUILDING, BASED ON THE STATE’S CURRENT REGULATIONS. PRESIDENT WHITWORTH HAD COMMUNICATED WITH THE OTHER HOA BOARD MEMBERS ON THE MORNING OF 5/30/20 THAT HE WOULD INCLUDE THE A&L COMMITTEE MEMBERS, TWO OF THE ELECTION COMMITTEE MEMBERS, JOHN GREGG, THE FORMER HOA TREASURER, AND STAN BRANNON, TO BE INVITED TO THE EMERGENCY BOARD MEETING.
ALL PRESENT WORE MASKS AS WAS REQUESTED/ RECOMMENDED/ REQUIRED

V A&L REPORT – MARY STANFORD
MARY REPORTED REGARDING THE PROGRESS MADE ON THE REPLACEMENT/REPAIRS TO VARIOUS CONCRETE PATIOS, AND THE REPAIRS BEING DONE TO THE PERGOLA, AT 102.MARY EXPLAINED THE A&L COMMITTEES PLANS FOR REFURBISHING THE LANDSCAPING AND INSTALLING NEW AND/OR REPLACEMENT PLANTS AROUND FOUR ( OR MORE ) HOMES, AT THE COVE, AND THEIR PLANS TO DO SO ON A REGULAR, ANNUAL BASIS. 
BASED ON REQUESTS RECEIVED, MARY ALSO EXPLAINED THAT THE A&L COMMITTEE IS PREPARING A BUDGET PROPOSAL FOR WORK TO BE DONE IN THE ISLANDS, IN THE CENTER COMMON LAWN AREA, ON THE EASTERN SECTION OF THE COVE.
IT WAS STRONGLY RECOMMENDED THAT THE HOME OWNERS THAT LOOK UPON THESE ISLANDS, VOLUNTEER TO WEED AND IMPROVE THEM, WITH DONATED PLANTS, APPROVED BY THE COVE, AS THE HOME OWNERS ON THE WESTERN LAWN AREA, HAVE CONTINUALLY DONE, ON THE ISLANDS, THEY LOOK UPON.
MARY REPORTED THAT THERE IS A WHITE BOARD IN THE MAINTENANCE BUILDING THAT SHOWS CURRENT WORK SCHEDULED, AND PLANNED BY THE A&L COMMITTEE AND STAN.ALSO COPIES OF WORK REQUEST FORMS, AND THE LIST OF APPROVED PLANTS, IS ALSO NOW AVAILABLE, FOR HOME OWNERS, IN THE MAINTENANCE BUILDING.
MARY EXPLAINED THAT HER TEAM WAS WORKING ON A LIST OF RECOMMENDATIONS AND GUIDELINES TO BE INCLUDED IN THE COVE’S WELCOME BOOKLET, THAT WILL DELINEATE WHAT , AND WHAT NOT, A HOME OWNER CAN, AND CAN NOT DO, ON THE COVE’S COMMUNITY PROPERTY.
THIS DOCUMENT IS NEEDED BECAUSE MANY, OF THE HOME OWNERS, DO NOT UNDERSTAND OR OBEY, THE COVE’S CC&RS, AND BYLAWS, WHICH HAS CAUSED GREAT DISRUPTION, RECENTLY, AT THE COVE.
THE A&L COMMITTEE WILL FINALIZE THIS DOCUMENT, AND PRESENT IT TO THE BOARD, WHEN COMPLETED, FOR THE BOARD’S REVIEW AND APPROVAL.

VI TREASURE’S REPORT – BY FORMER TREASURER, JOHN GREGG
PRESIDENT WHITWORTH  AND THE BOARD, AND GUESTS PRESENT, THANKED JOHN FOR HIS SERVICE TO THE COVE.
JOHN REPORTED THAT AS OF 5/15/2020 OPERATION & MAINTENANCE ACCOUNT = $ 29,482.00RESERVE ACCOUNTS                                 = $440,528.00CAPITAL ACCOUNT                              =  $ 11,520.00
TOTAL       = $481,530.00
JOHN ALSO REPORTED THAT ALL HOME OWNERS WERE CURRENT, AND THAT AS OF 5/15/2020 OUR YEAR TO DATE EXPENSES, WERE APPROX 10% UNDER BUDGET.

VII OLD BUSINESS – NONE DISCUSSED

VIII NEW BUSINESS – BY PRESIDENT WHITWORTH
PRESIDENT WHITWORTH SHARED A COPY OF THE LETTER OF RESIGNATION DATED 4/15/20 AND EFFECTIVE 5/15/20, FROM JOHN GREGG, WHO SERVED AS TREASURER, AND SECRETARY, FOR THE COVE’S HOA. THE BOARD MOVED, AND SECONDED TO ACCEPT JOHN’S RESIGNATION, AND THANK HIM AGAIN FOR HIS HOURS OF SERVICE TO THE COVE.
PRESIDENT WHITWORTH SHARED A COPY OF THE LETTER OF RESIGNATION DATED AND EFFECTIVE MAY 21ST, 2020, FROM DIANE RETTKE, WHO HAD SERVED THE COVE’S BOARD AS A NOTE TAKER, DURING, MANY BOARD MEETINGS. 
PRESIDENT WHITWORTH EXPLAINED THAT THE NEW HOA BOARD SECRETARY, WOULD NOW BE RESPONSIBLE FOR NOTE TAKING AND THE SUBMISSION OF THE MEETING MINUTES, FROM FUTURE MEETINGS.
THE COVE’S FENCE COMMITTEE SUBMITTED A RECAP OF THE BIDS RECEIVED, AND THEIR RECOMMENDATION FOR THE CONTRACTOR, TO BE CHOSEN, FOR THE WHARF STREET FENCE REPLACEMENT PROJECT. THE COMMITTEE EXPLAINED THE BENEFITS OF THE RECOMMENDED PROPOSAL, AND ASKED THE BOARD TO ACT, SINCE THE PROPOSAL WAS ONLY VALID THRU 6/14/2020, AND BECAUSE CONSIDERABLE EFFORT AND RESEARCH HAD BEEN MADE, IN ORDER TO PROCEED WITH THE “BEST” CHOICE. THE COMMITTEE ALSO RECOMMENDED WAYS FOR THE REMAINING FENCES NEEDING TO BE REPLACED, COULD BE DONE ECONOMICALLY, WITH A DIFFERENT CONSTRUCTION METHOD. PRESIDENT WHITWORTH, REQUESTED THAT HE, JAY BRENTJES, AND STAN, REMAIN ON THE FENCE COMMITTEE, AND THAT THEY WORK ON THE PROPOSALS FOR THE TWO OTHER SECTIONS, TO BE REPLACED IN 2021 & 2022. THE BOARD APPROVED THIS REQUEST.

IX  ELECTION OF NEW HOA BOARD MEMBERS
ALL RETURN ENVELOPES WITH BALLOTS WERE CHECKED TO VERIFY THAT ONLY ONE VOTE WAS RECEIVED FROM ANY UNIT. A TOTAL OF ONLY 19 OUT OF 32 BALLOTS WERE RETURNED.
IT WAS STATED BY SEVERAL PRESENT, HOW DISAPPOINTING THE LACK OF NUMBER OF BALLOTS, THAT WERE RETURNED, WAS, AND THAT THE HOME OWNERS THAT DIDN’T VOTE, SHOULD HAVE .
VOTE COUNT:   CHUCK STANFORD = 19 VOTES,   BOB SILVA = 19 VOTES 
PRESIDENT WHITWORTH ANNOUNCED TO THOSE PRESENT THAT THE COVE’S HOA BOARD OF DIRECTORS WOULD NOW BE AS FOLLOWS; NEWLY ELECTED – CHUCK STANFORDRE ELECTED – BOB SILVARETURNING BOARD MEMBERS – JAY BRENTJES & LAURA GOLDBERG- SCHNEIRSON 
PRESIDENT WHITWORTH OFFERED HIS CONGRATULATIONS TO THE NEW BOARD MEMBERS, AND BOTH HE AND JOHN GREGG ASSURED ALL PRESENT, THAT THEY WOULD BE AVAILABLE TO ASSIST THE NEW BOARD, AS NEEDED.
PRESIDENT WHITWORTH RECOMMENDED THAT THE NEW BOARD MEET AND POSSIBLY DETERMINE WHO THEY MIGHT APPOINT TO FULFILL THE ONE YEAR REMAINING, ON THE SEAT ON THE BOARD, THAT WAS MADE AVAILABLE, WHEN JOHN GREGG RESIGNED , AND THAT THE NEW HOA BOARD SHOULD CONDUCT THEIR ORGANIZATIONAL MEETING, TO DETERMINE WHICH BOARD MEMBER WOULD BE THE PRESIDENT, THE SECRETARY, AND THE TREASURER.

X MEETING ADJOURNED 2:54 PM

Draft Minutes of the Regular Board Meeting, for the Cove’s HOA, held on March 9th, 2020

Directors Present: Paul Whitworth, John Gregg, & Jay Brentjes,  & Bob Silva by telephone

Director absent: Laura Goldberg-Schneirson

1. Members Present: Chuck & Mary Stanford,( 109 )  Beverly Benson, ( 208 ) Jim and Loye Rich,       ( 104 )  Gwyn Steffens, ( 206 ) Joel Dyer, ( 105 ) Damon and Andie Eilek ( 224 ) Gayle and Jerry Marta, ( 215 ) Paul & Patty Shanley ( 102 ) Gina Arnone-Whitworth ( 106 ) Karen Brentjes ( 223) Jeff Russell ( 222 ) Youwanda Dreger ( 112 )  and guests,  Janet Rider & Stan Brannon

I  CALL TO ORDER: 10 AM By: Paul Whitworth, President

II  PROOF OF NOTICE:  Posted & emailed: February 29th, 2020

III  Approve minutes from prior Regular HOA Board meeting held on December 18th, 2019 – Motion made, 2^nd, Passed  

and

Amend to include name of a Board member present, but left off the draft minutes, and approve minutes from prior Special HOA Board meeting held on March 2nd, 2020 – Motion made, 2^nd, Passed  

President Whitworth interrupted the planned agenda and offered to the other Board members and home owners present, the opportunity to call on the telephone, Amber Hughes, the Cove’s website webmaster, and ask her about the recent, inadvertent release of Cove documents, onto the internet. Amber had previously addressed these concerns via email, to the Cove’s home owners, and those present at this meeting were satisfied that the situation was addressed and resolved, and telephone contact with Amber, at this time was unwarranted.

IV  Carl Moskalik was thanked for his service to the Cove, while he was on the A&L committee, and some of the suggestions, ideas, and recommendations that were made by Carl, were recognized for their merits.

Questions from two home owners led the Board members into a discussion regarding the process that allowed A&L committee members to be appointed and possibly removed, by the Board, and how some of the improper decisions made, and the lack of communication with the Board, and general lack of transparency, as well as several unauthorized decisions,  lead to the removal of Carl, from the A&L committee.

President Whitworth asked for volunteers to fill vacancies on the A&L committee, generated by the removal of one member, and the resignation of another member, due to his scheduled move from the Cove.

Patty Shanley was appointed to fill one of the vacancies, and she and Mary Stanford, the committee chairperson, were asked to find another willing volunteer, for the A&L committee.

The Board clarified a previous motion, explaining that the intent was, and going forward will be that; individuals may not hold positions on the HOA Board and the A&L committee, concurrently, however different members of the same household may serve on both the HOA Board, and the A&L committee.

V  Nominations and Election Committee Report

President Whitworth verified with Youwanda Dreger, that she had resigned from the Nomination & Election committee, due to her health concerns, and inability to devote the needed time to the tasks.

President Whitworth reported that Laura Goldberg-Schneirson, would be the committee chairperson, and Board representative, on the Nomination and Election committee, and that Chuck Stanford had volunteered to serve with Laura. One more home owner volunteer is needed for this committee.

President Whitworth stated that any and all home owners were encouraged to become involved in the election process and either become a candidate, or nominate a candidate, or volunteer to assist Laura and Chuck.

President Whitworth announced that he had nominated Bob Silva, to stand for re-election to the HOA Board.

VI A & L Report

President Whitworth described the appearance of and the removal process used, and the various authorities that were notified, regarding a homeless encampment on the rock, where the osprey nest, on the Cove’s beach. All residents were encouraged to contact the proper authorities about the removal of any and all homeless from the area. It was determined by the authorities that NO one may climb at ANY time, upon the rock / island where the osprey nest, on the Cove’s beach, according to Oregon laws.

President Whitworth reported that he had discussed the unauthorized pruning, and disposal of bushes and trees, by our neighbors, at Chetco Point Terraces. It was agreed by the two HOA Presidents that any and all future similar situations, would be avoided by the neighbor asking for permission, prior to coming onto, and pruning any bushes or trees, on the neighboring community. It was acknowledged that the work was done satisfactorily, and that the only issue, was the lack of permission requested, or given, before the work proceeded. 

President Whitworth reported that he, the Cove’s Secretary / Treasurer, John Gregg, and Stan, had met with Rob, from Lea Construction, to formalize the agreements to repair and/or replace portions of the Cove’s patios, near 10 of the homes. The contracts for work on seven of the patios have been executed and signed by President Whitworth, and the contractor, with an estimated start date of 4/1/2020. Three additional patios, required separate contracts, since these three home owners have elected to pay for additional work, on the Cove’s patios. President Whitworth and the contractor have agreed and signed the contracts for these three patios, and are awaiting signatures from the home owners that are paying for a portion of the proposed concrete replacement, in order to go forward. Additional information regarding the demolition and reconstruction schedule will be shared with all home owners. 

All home owners are reminded that they are not to interfere and should not have any contact with any contractor working for the Cove, on Cove property.

Jay Brentjes, Stan and President Whitworth have reached out to 5 or more fence contractors, seeking bids for the replacement of approx 450’ of cedar fence, that runs along Wharf Street. To date, two bids have been received, and 2 or 3 more are expected, before the fence committee reports and makes any recommendation to the Board.

Mary Stanford reported on the requests for services, that have been received by the A&L committee, and explained the progress made, and plans or scheduling this work.  

Discussion turned to the continuing problem with bubbling blue paint, that was applied to various exterior doors, around the Cove. Stan was directed to survey the doors and report which homes have bubbled paint, and whether or not it was recently painted, and what exposure the bubbled / painted door has ( sun or shade ) . 

Plans were made so that the timing for replacing or repairing two pergolas per year would coincide with the Cove’s painting schedule. The pergola at 222 is to be repaired, and the pergola at 102 is to be replaced, prior to the annual painting of two buildings, at the Cove. The 2020 painting schedule includes the buildings for 102/104 & 222/224.

Multiple skunks have been removed, from under 208, and plans have been made to permanently stop further infestation, and once the “family of skunks” have been removed, will go forward.

Mary Stanford and Patty Shanley will use prior Cove documents, and Board meeting minutes, and the pertinent CC&Rs and Bylaws to better establish and publish guidelines for Cove home owners that wish to change the Cove’s landscape that surrounds their individual unit, for submittal to the Board for review and possible comment and/or approval.

The A&L committee will formulate and distribute a list of approved plants that do well and thrive in the Cove, and will be strongly suggested as the list from which to choose from, when home owners and/or the Cove, install new plantings. Similar information and planting guidelines will also be developed for inclusion into the Welcome Booklets, that are distributed to all new home owners, and all new residents, at the Cove.

It was recommended by the A&L committee and decided by the members of the Board, that the composition of the new landscaping around 224 Schooner Bay Road, ( and all other units )  is the decision of the Cove A& L committee and the Cove’s Board of directors, and not the individual home owner. The home owners will be allowed to personalize the area directly outside their front door, and to a limited extent, around the concrete patios, but the majority of the landscaping is, and always will be, based on decisions and direction from the A&L committee and the HOA Board.

The Board, based on the recommendations of the A&L committee, directed the A&L committee to obtain ( with assistance from the home owners at 224 ) the following four components.

1. price, for materials, and bid from 3 or more qualified contractors, for the installation of a Board and A&L committee acceptable concrete block retaining wall, that will run along the sloping flower bed area, and the asphalt, adjacent to 224, leading to the pathway.
2. price, for materials, and bid from 3 or more qualified contractors, for the installation of a Board and A&L committee acceptable sprinkler system, for adequate irrigation, around 224 Schooner Bay Road. Stan to assist / approve layout of sprinkler system
3. price, for materials, and bid from 3 or more qualified contractors, for the installation of a Board and A&L committee acceptable sod, on the majority of the “yard” around 224. Stan to assist / approve the lay out for sod.
4. A & L committee is to prepare a list of multiple plants that thrive, around the Cove, for the home owner to chose a predetermined quantity from, for various spots, around 224.

The home owners at 224 have agreed to reimburse the Cove’s HOA for the full cost of materials and labor, of the four above described items. The home owner of 224 will assist the A&L committee in obtaining the necessary bids for materials and contractors.
NO additional items of work are approved, and no additional items of landscaping or hard scape will be approved, for 224, by the A&L committee and or HOA Board, until the four items above are completed to the Board’s satisfaction.
VII Old Business
The Board reminded all home owners that NO overnight parking is allowed in any driveway, at the Cove. The Board also encouraged all pet owners to pick up after their pets.All home owners and guests are reminded to SLOW down while driving within the Cove.All home owners with visible propane tanks are instructed to obtain and place a propane tank cover, over their exposed propane tanks.
VIII New Business
President Whitworth described a situation, where two of the Cove’s residents were found, uninvited on  the patio area, outside his back door. He explained that these two home owners were taking photos and making measurements, with out permission, and were NOT allowed to do so. He also alerted his fellow Board members, that one of these individuals, had done something similar, and how he and his wife, felt violated by these inexcusable actions. It was agreed by all that, NO home owner should ever venture onto these areas, of another Cove home owner, with out an invitation, unless, if it was an emergency, or they were conducting official Cove business.
President Whitworth went onto describe proper and improper conduct during Board meeting. He reiterated that HOA Board meeting were solely for conducting Cove business, and were NOT an opportunity for home owners to complain, and to interrupt meetings, with personal requests, complaints or disagreements. President Whitworth explained that the only reason that recording ANY Cove meeting ( Board or home owner meeting ) was to assist in the transcribing the meeting, for the reporting of minutes. ANY other recording or filming was specifically not allowed.
President Whitworth explained that home owners could either abide by these basic rules of conduct, or at the Presidents discretion, they would be removed from the current Board meeting.
President Whitworth explained the need for volunteers to assist with the filing and integration of a past HOA president’s files, into the Cove’s filing system. Discussion followed about the need, and possible role expansion of this assistance into a “Cove Historian” position, to help keep past information available and to be used as reference material, when making decisions for and about the Cove, and our home owners.  Beverly Benson volunteered to file and integrate the past president’s information into the Cove’s filing system, and Beverly will be assisted by other interested home owners
IX Treasurer’s Report – John Gregg
As of 3/5/2020 John reported that the Cove has the following funds;
Operation & Maintenance Account  $  27,701.79Reserve Accounts $ 422,006.00Capital Account $  14,519.99
Total  $ 464,227.78
X Meeting Adjournment – @ 12:07 PM Motion made, 2^nd, Passed  
XI Member Comment
The home owner at 105 addressed the Board requesting clarification to references made during the 3/2/20202 Special Board meeting, regarding the landscaping around unit 105. President Whitworth  verbalized a “rumor” that the home owners at 105 had been given permission or were planning on removing all of the rocks and gravel, that the Cove placed around 105. Stan explained that the gravel was needed due to the poor drainage in areas around 105.
The home owner also questioned items and responses from the Cove, found on his inspection report, published when 105 was sold to him. President Whitworth explained the remarks on the inspection report, and discussion focussed on some of the builders practices, and current roofing contractors recommendations, when the various homes at the Cove were built, or repaired.
It was acknowledged that the interface between the facia boards and the pergola, at the entrance of 105 has dry rot, and that Bernhardt & Sons will be called upon to repair the damages, after the roof is inspected and possibly repaired.

Draft Minutes of The Cove at Brookings, HOA Special Board Meeting, held March 2nd, 2020 @ 11 AM

Board members present; Present: Paul Whitworth, John Gregg, Jay Brentges, Laura Goldberg-Schneirson (by telephone)

Board members absent; Bob Silva

1. Members Present: Jeff Russell, (222) Marie Stromberg, (202) Beverly Benson, ( 208) David Filomeo,(225) Ric and Gwyn Steffins, (206) Andie Eilek,( 224) Joel and Sheri Dyer, (105) Gina Arnone-Whitworth,(106) Chuck and Mary Stanford, (109) Youwanda Dreger, (112) Barbara Clary,(218) Paul and Patty Shanley,(102) Karen Sullivan, (223) Gayle and Jerry Marta,(215) 
2. Guest, Stan Brannon

I  CALL TO ORDER: 11:00 AM  By: Paul Whitworth, President

II  PROOF OF NOTICE:  Posted & emailed: February 28th, 2020

III  President Whitworth led a review, regarding home owner’s landscape plans, that were not previously submitted for comment, or discussion, or approval, to the HOA Board, and changes to the Cove property, that is adjacent to, and surrounds 224 Schooner Bay Road. 

President Whitworth explained that with HOA Board consensus, based on what had initially been submitted to the Board in late February 2020 ( now called Plan A ) by the home owners of 224, that he and the Board had instructed all landscaping work at 224 to stop, pending the A & L Committee and the Board’s review and future approval, of landscape and hardscape plans, at todays Special Board meeting. President Whitworth described a breakdown in communication as well as uninformed, and unauthorized, decisions by the recently removed A&L Committee chairman.

President Whitworth then explained how the meeting would go forward, so that all interested parties would have the opportunity to voice their opinion, and the meeting could proceed orderly, and efficiently.

President Whitworth explained that the home owner at 224, would have ample opportunity to offer and propose, their current plan for landscaping. ( now called Plan “B” ) which had been distributed to all Board members and all home owners, prior to this Special Board meeting. This presentation by the home owner of 224, would be immediately followed by questions and/or comments by the Board, to that home owner.

Then, The A&L Committee members ( Ric Steffens & Mary Stanford ) would be afforded the opportunity to explain or discuss their thoughts, actions, and committee decisions, which would be followed up by questions and/or comments by the Board, to the A&L committee.

Following the presentation by the home owner of 224 and the statements and answers of the A&L committee, President Whitworth would then open up the discussion and ability to question the home owner of 224, and/or the Board, and/or the A&L committee, to all home owners present.

IV The home owner of 224 began her presentation with her explanation of what landscaping she has had done elsewhere, and provided descriptions and photos of these other projects, and listed some of the qualifications of the contractors she previously employed. This home owner indicated to the Board, and the audience present which portions shown on the photos, she hoped to include or duplicate, for her landscaping request, surrounding 224.

President Whitworth interrupted the home owner of 224, because he was alerted that the home owner of 112 Schooner Bay Road, was recording and video taping the Special Board meeting, with her Iphone, which is not allowed at any of the Cove’s HOA or Board meetings.

President Whitworth admonished the home owner of 112 for videotaping the Board meeting, and explained in no uncertain terms, that this activity was expressly NOT allowed, at ANY Board meeting, and that those instructions had been, on ALL agendas for ALL Board meetings, for 5 or more years.

President Whitworth instructed the home owner of 112 to immediately stop all videotaping, and to immediately erase any and all material that was recorded, at this meeting.

The home owner of 224 was then allowed to continue with her presentation. She explained that she had a special rock supplier, that also did the removal and demolition of landscaping, and would be her contractor, of choice, to install the rocks, and boulders, around 224, on Cove property. She also explained that this rock supplier had delivered the rocks and boulders, to the Cove, with out her knowledge or permission, and that because of her special relationship, with this particular contractor, she was able to have sample boulders and rocks, delivered to her, at the Cove, without any obligations, to use those delivered materials.  

It was generally agreed by all, that the removal / demolition of the prior landscaping surrounding 224 which was paid for by the Cove, had been done effectively, efficiently, without damage to the cable or transmission box installation, that serves various Cove’s residents, and is located on the front common area surrounding 224.

Board members took this opportunity to remind all home owners present, that all of the area surrounding their particular unit, is Cove property, and that the homeowners actually only own, the interior of their individual unit, and that ALL homeowners own the Common Areas.

President Whitworth stated to all present, that the home owners at the Cove, do have the EXCLUSIVE use, and the EXCLUSIVE easement for their “own” homeowners patio, and walkways / stepping stones, surrounding or adjacent, to their individual homes.

Each unit at the Cove, has distinct characteristics, including view, personal space and existing landscape, and home owners purchased their unit, with these conditions. 

It was also recognized, that the areas closest to the homeowner, should be “more” under the homeowners control ( if desired ) and that the further distance from the exterior wall, the “less” a homeowner should be involved, in landscaping decisions.

The home owner of 224 pointed out that many homeowners had personalized portions of the Common area, surrounding their units, and used these examples as an explanation for why and how, she had hoped to personalize the area surrounding 224.

The home owner at 224 attempted to negotiate with the HOA Board about specific items on her proposed Plan B landscape drawing, and President Whitworth explained that this was neither the time nor place for these negotiations, and that we were here today, to review, discuss and approve or disapprove her landscape drawing, Plan B.

The Chairperson of the A & L committee, spoke to all and she shared information from 2001 Board meeting minutes, that had previously covered many aspects and general topics brought up in this meeting, and she suggested that rules and guidelines set out before, by Cove Boards and other authorized committees, should be part of this specific discussion and solution. These previous minutes also showed that the “street side” of all Cove properties, should be a more uniform landscape, and less personalized, to promote the desired “ look of the Cove” .

The A&L Chairperson also explained that she previously had had conversations with, and had questioned the actions and non-actions, of her fellow committee members, regarding the home owners plans at 224, and that she had been led to believe, by the former chairman of the A&L committee, that the landscape design submitted, ( Plan A – dated January 2020 ) was approved, and had already been seen by the Board.

Additionally, it was suggested that the time, effort by Cove, and the monetary cost of these improvements are focused on an area surrounding a single unit, and that the Cove’s funds could be better put to use on multiple units, and not on one particular unit. 

General discussion revolved around what should be / could be allowed and what should not be allowed, regarding personalizing the area surrounding the home owner’s unit, and if / where / and should home owners be allowed to combine mutual landscape projects, with the unit that is connected, to them, as neighbors.

It was decided that each homeowner may only be involved in decisions about the area adjacent to their unit, and not to try to control or affect the connected neighbor’s landscape.

A homeowner suggested that if this was a “legal matter” or “ a case in a court of law” that the decision would simply be to “approve” or “deny” the request put forth by the home owner of 224, to the HOA Board.

The discussion then focused on the retaining wall portion of the drawing submitted by 224. Questions regarding the suitability of the rocks proposed by the home owner of 224, and what other material could be or should be used. It was offered / suggested by the Board, the A&L committee and several homeowners, that perhaps a block wall, similar to other installations around the Cove, might be a possible solution, for the area at 224, by the pathway to the green space, needing a retaining wall, to hold back or stop the soil from eroding or falling away due to the slope

Other homeowners suggested that portions of the Plan B could be approved, now, and that the home owners of 224 be allowed to resubmit their request for portions not approved, at this meeting.

With consensus from the Board members, President Whitworth directed the home owners of 224 to come back to the A&L committee with a new  “Plan C”  when the home owner and the A& committee concur on Plan C, for it to be submitted for review, discussion and possible approval by the Cove’s Board.

President Whitworth directed the home owners of 224 to include any and all features on the new Plan C, including but not limited to the size, scope and placement of the rocks and boulders, and retaining wall material. Also expected to be included on the submittal are any and all detail on items such as fountains, size and quantity and location of possible future placement of lawns, flower beds and/or pavers or stepping stones, and any other hard scape items planned or anticipated. 

Additionally, planting material and locations  should be identified, if possible, for Board and A&L committee approval, by the home owners of 224, on Plan C 

The home owner of 224 then was instructed by the Board members that, she must accept the following conditions, for approval of ANY future landscaping at 224;

1. She would arrange and pay for the removal of all rock and other materials and equipment not to be used in her future Plan C, proposal.
2. She would “hold the Cove harmless” for the recent events, that led to these discussions and resolutions.

The home owner of 224 verbally agreed to both of these conditions.
The Board directed the home owner of 224 to work with the A&L committee and to submit to the Cove’s Board of Directors, her Plan C, for review, and Board approval, prior to proceeding with ANY landscaping work around 224 

It was agreed that better written and oral communication, was needed, in the future, by all involved.

V  Meeting adjourned: 1:05 PM

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MINUTES OF THE COVE’S HOA BOARD OF DIRECTORS SPECIAL MEETING ON NOVEMBER 13TH 2019 – approved 12/18/2019

BOARD DIRECTORS PRESENT; PAUL WHITWORTH, JOHN GREGG, JAY BRENTJES,
AND VIA TELEPHONE, LAURA GOLDBERG SCHNEIRSON, AND BOB SILVA.

HOME OWNERS IN ATTENDANCE; DAVE HEERWAGEN, JEFF RUSSELL BEVERLY BENSON, RIC STEFFENS, BARBARA CLARY, BETTE & RICHARD MOORE, JM RICH, CHUCK AND MARY STANFORD, GAYLE AND JERRY MARTA, ANDIE EILEK, JOE MOHR, CARL MOSKAILIK, CHAD STEFFEN, AND GUEST/EMPLOYEE, STAN BRANNON.

1. MEETING WAS CALLED TO ORDER BY PRESIDENT WHITWORTH, @ 10 AM

2. PROOF OF NOTICE – AGENDA WAS EMAILED AND POSTED 11/6/2019

3. TREASURE’S REPORT AS OF 11/12/2019

    OPERATION AND MAINTENANCE ACCOUNT = $ 29,353.58
    RESERVE ACCOUNT =                   $408,772.12
    CAPITAL ACCOUNT =                   $ 13,528.61

TOTAL =                                 $ 451,654.31

4. WATER DAMAGE AT 216 SCHOONER BAY ROAD

PRESIDENT WHITWORTH LED A DISCUSSION WITH THE BOARD AND THE OWNERS OF UNIT 216.  THE DISCUSSION FOCUSSED ON PREVIOUS DRY ROT REPAIRS, IN THE SAME AREA, OF THE CURRENT DRY ROT AREAS, IN UNIT 216, AND THE RESPONSIBILITY OF THE HOME OWNER TO MONITOR THE CONDITION OF THEIR HOME, AND TO REPORT ISSUES AS SOON AS POSSIBLE. IT WAS DETERMINED THAT THE DAMAGE OCURED OVER AN EXTENDED PERIOD OF TIME, AND THAT THE PROPERTY OWNERS SHOULD HAVE AND COULD HAVE, TAKEN ACTION SOONER, WHICH WOULD HAVE SAVED THE COVE HOA MONEY.
THESE DAMAGES ARE NOT AN INSURABLE EVENT.
THREE BIDS FOR THESE DRY ROT REPAIRS, WERE RECEIVED AND REVIEWED. IT WAS DECIDED THAT COATNEY CONSTRUCTION HAD THE BEST BID, BASED ON THEIR TERMS AND CONDITIONS, THEIR QUOTED PRICE, AND THEIR ABILITY TO DO THE WORK QUICKLY.
THE BOARD DISCUSSED IF THE HOME OWNER SHOULD PAY FOR SOME OR ALL OF THESE DRY ROT REPAIRS, DUE TO THEIR NEGLIGENCE, AND FAILURE TO INSPECT THIS AREA REGULARLY.
THE BOARD DETERMINED THAT THE STRUCTURAL AND SIDING REPAIRS, AND REPLACEMENT WINDOW COSTS WERE THE RESPONSIBILITY OF THE HOA, AND THAT THE HOME OWNER WOULD BE RESPONSIBLE FOR ALL DRY WALL REPAIRS, AND THE INTERIOR FINISHES.
TOTAL COST TO THE HOA $ 7,800

5. DRY ROT REPAIRS AT UNITS 108, 109, 110, 112, 208, & 224

PRESIDENT WHITWORTH LED A DISCUSSION WITH THE BOARD AND THE HOME OWNERS PRESENT REGARDING RECENT ESTIMATES AND THE ACTUAL COSTS FOR DRY ROT REPAIRS, ON VARIOUS UNITS.  THE CURRENT RESERVE STUDY ALLOWS FOR $ 2,500 PER YEAR, FOR DRY ROT REPAIRS, SPRED ACROSS TWO ITEMS, IN THE RESERVE STUDY. MOST DRY ROT REPAIRS ARE FOUND EITHER WHEN A UNIT SELLS, AND A INSPECTION REPORT IS PROVIDED TO THE HOA, OR WHEN A UNIT IS SCHEDULED FOR PAINTING. IT WAS SUGGESTED THAT THE HOA HIRE AN INSPECTOR FOR DRY ROT, AND IT WAS DETERMINED THAT THIS WOULD NOT BE COST EFFECTIVE, AND THAT STAN AND THE A&L COMMITTEE COULD DO THESE DRY ROT INSPECTIONS, JUST AS WELL, AT NO COST TO THE HOA.
THE BOARD RECOMMENDS INCREASING THE RESERVE AMOUNT FOR DRY ROT REPAIRS FROM $ 2,500 PER YEAR TO   $ 5,000 PER YEAR, AND COMBINING THE RESERVE ITEMS, INTO ONE ITEM, AND WILL FORWARD THOSE RECOMMENDATIONS TO REGENESIS.

6. PERGOLA REPLACEMENT

TWO BIDS WERE RECEIVED & REVIEWED FOR REPLACEMENT OF THE PERGOLAS. BEST BID WAS DETERMINED TO BE BY BERNHARDT & SONS. REPLACEMENT OF THE PERGOLAS AT UNITS 226 & 228 WILL BE SCHEDULED WITH BERHARDT, FOR EARLY 2020.
THE CURRENT RESERVE STUDY SHOWS PERGOLAS WITH A REPLACEMENT COST OF $1,200 EACH, AND REPLACEMENT TO BEGIN IN 2031. THE BOARD WILL ASK REGENESIS TO INCREASE THE AMOUNT FOR REPLACEMENT OF EACH PERGOLA TO $3,000, AND PERGOLA REPLACEMENT IS SCHEDULED TO BEGIN IN 2020, AND TO BE DONE OVER A 15 YEAR TIME FRAME.

7. ROOF CLEANING FOR 2019

IT WAS DETERMINED BY THE BOARD THAT ROOF CLEANING FOR 202/204 & 206/208 & 210/212 & 216/218 & 222/224 WOULD BE POSTPONED UNTIL THE SPRING OR SUMMER OF 2020. ADDITIONALLY, BEGINNING 2021, ROOF CLEANING WILL BE TIED TO THE SAME SCHEDULE, OR A ONCE PER 8 YEAR TIME FRAME, AS BUILDINGS ARE BEING PAINTED, SO THAT EACH YEAR, WHEN TWO BUILDING ARE SCHEDULED TO BE PAINTED, THEY WILL ALSO HAVE THEIR ROOFS CLEANED.
THE BOARD REJECTED BIDS THAT ARE QUOTED “PER ROOF” FOR CLEANING, AND DECIDED ONY TO PERSUE BIDS THAT ARE QUOTED PER HOUR, SINCE THE CONDITION OF THE VARIOUS ROOFS DIFFER GREATLY IN THE AMOUNTS TO BE CLEANED, IT IS UNACCEPTABLE TO PAY “PER ROOF”.

8. REPLACING/RENOVATING LANDSCAPING IN COMMON AREAS.

ONE BID WAS RECEIVED FOR REMOVAL OF PLANTS AT 224. THE A&L COMMITTEE DID NOT IDENTIFY ANY OTHER LANDSCAPING CHANGES OR IDENTIFY PLANTS FOR REMOVAL, THAT BOTH THEY AND THE NEAREST HOMEOWNERS COULD AGREE UPON, THAT NEEDED TO BE REMOVED OR REPLACED.
PRESIDENT WHITWORTH LED A DISCUSSION AMONG THE BOARD AND HOME OWNERS REGARDING WHAT SHOULD BE THE COVE’S RESPONSIBILITY, AND WHAT SHOULD BE THE HOME OWNERS RESPONSIBILITY, REGARDING THE LANDSCAPING NEAR THE HOME OWNERS UNIT. THE CURRENT BUDGET IS $ 1,000 PER YEAR FOR LANDSCAPING IMPROVEMENTS.
SEVERAL HOME OWNERS SPOKE OUT WITH CONCERNS, REGARDING THE AMOUNT OF TIME, AND THE AMOUNT OF THE COVE’S MONEY, THAT IS BEING SPENT ON ONLY ONE HOME OWNERS’ UNIT. PRESIDENT WHITWORTH ASKED THAT COVE HOME OWNERS VOLUNTEER FOR NEEDED LANDSCAPE IMPROVEMENT PROJECTS, AND DO THE WORK THEMSELVES, AT THEIR EXPENSE, FOR THER HOMES, WHERE AND WHEN EVER POSSIBLE.
PLANTS SHOULD BE REMOVED BY THE HOA ONLY FOR SPECIFIC REASONS, SUCH AS DISEASE, OR DAMAGE DUE TO WIND STORMS, AND NOT JUST BECAUSE A CERTAIN HOME OWNER DOESN’T LIKE THEM.
IF THE HOME OWNER DOES WANT TO CHANGE THE LANDSCAPING NEAR THEIR HOME, THEY SHOULD SEEK THE APPROVAL OF THE A&L COMMITTEE, AND MAKE THE EXPENDITURES, TO REMOVE AND REPLACE PLANTS THEMSELVES, AND FROM THEN ON, THEY ARE RESPONSIBLE TO CARE FOR THE PLANTS, THAT THEY INSTALLED.
THE BOARD VOTED 3 YES, AND 2 NO VOTES, FOR PLANT REMOVAL AT 226.
THIS WORK TO BE SCHEDULED IN EARLY 2020 AS WEATHER PERMITS
COST TO THE COVE HOA FOR REMOVAL OF PLANTS @ 226 = $835.
PRESIDENT WHITWORTH CAUTIONED THE BOARD THAT IF THE PLANT REMOVAL DISRUPTS CABLE, WATER, OR OTHER POWER LINES, BURIED IN THE VICINITY, THERE COULD BE ADDITIONAL COSTS, DUE TO PLANT REMOVAL.
PREVIOUSLY, THE COVE’S LANDSCAPING BUDGET HAS BEEN INCLUDED IN “SUPPLIES & MAINTENANCE”. A REQUEST FROM A MEMBER OF THE A&L COMMITTEE WAS MADE TO ITEMIZE THE LANDSCAPE ORIENTED EXPENDITURES, TO BETTER MONITOR THESE COSTS. THE TREASURER /SECRETARY REPORTED THAT THESE COSTS WERE SUCH AN INSIGNIFICANT PORTION OF THE COVE’S BUDGET, THAT THE TIME NEEDED FOR BOOK KEEPING THESE DETAILS, WAS NOT WARRANTED.

9. REPAIRS / REPLACEMENT OF CONCRETE PATIOS

TWO BIDS WERE RECEIVED BY THE A&L COMMITTEE FOR REPLACING VARIOUS PORTIONS OF SEVERAL CONCRETE PATIOS. THE A&L COMMITTEE PROVIDED THE BOARD COPIES OF THE BIDS FOR EACH PATIO BEING CONSIDERED FOR REPAIRS, AND A REVIEW OF THE BIDS, WITH THEIR RECOMMENDATIONS. THE BOARD RECEIVED THESE DOCUMENTS AT THE BEGINNING OF THE MEETING AND WAS UNABLE TO ACT ON THE BIDS OR RECOMMENDATIONS.
AT THIS TIME. THE BOARD IS REVIEWING THE A&L COMMITTEE’S REPORT, AND WILL RESPOND WHEN THE BOARD HAS A CONSENSUS ON HOW TO GO FORWARD.

10. BUDGET IMPACT OF THE DECISIONS ON THE AGENDA ITEMS ABOVE

THE COSTS OF THE ITEMS DESCRIBED ABOVE WILL NEED TO BE INCORPORATED INTO THE 2020 RESERVE STUDY AND INTO THE 2020 AND FUTURE HOA BUDGETS. FURTHER ANALYSIS IS REQUIRED, HOWEVER IT DOES SEEM THAT SOME OF THE COSTS SHOULD HAVE BEEN BORN BY HOME OWNERS, AND NOT THE HOA, AS IS DESCRIBED IN THE COVE’S CC&RS.

11. PRELIMINARY DISCUSSION OF THE COVE’S 2020 BUDGET

PRESIDENT WHITWORTH AND OTHER HOME OWNERS EXPRESSED CONCERNS THAT THE MONTHLY HOA DUES MAY NEED TO BE INCREASED, IN ORDER TO MEET SOME OF THESE “NEW” EXPENSES. HOME OWNERS ASKED ABOUT PAST BOARDS PLANS FOR SCHEDULED INCREASES, AND WHAT THESE PREVIOUS BOARDS HAD SUGGESTED.
PRESIDENT WHITWORTH AND SECRETARY / TREASURER GREGG WILL SEEK INPUT FROM INTERESTED HOME OWNERS, AND WILL COORDINATE THEIR EFFORTS WITH THE 2020 BUDGET AND THE 2020 RESERVE STUDY. A PROPOSED 2020 BUDGET WILL BE PROVIDED BY TREASURER JOHN GREGG, TO THE HOA BOARD OF DIRECTORS, PRIOR TO YEAR’S END.

12. REVIEW OF THE RECOMMENDATIONS TO REGENESIS FOR THE DRAFT 2020 RESERVE STUDY

PRESIDENT WHITWORTH LED A DISCUSSION SUMARIZING THE CHANGES TO BE SUGGESTED TO REGENESIS FOR THE 2020 RESERVE STUDY, BASED ON THE AGENDA ITEMS ABOVE, AND INPUT FROM THE BOARD, AND INTERESTED HOME OWNERS. HE WILL SEND THESE SUGGESTED CHANGES TO REGENESIS

13.  DISCUSSION REGARDING THE AUTHORITY OF THE A&L COMMITTEE TO COMIT THE COVE TO SPEND MONEY ON NON-EMERGENCY ITEMS.

IT WAS UNANIMOUSLY AGREED BY THE MEMBERS OF THE A&L COMMITTEE AND THE HOA BOARD, THAT THE A&L COMMITTEE HAS NO SPENDING AUTHORITY, AND NO BUDGET, FOR ANY COVE FUNDS.
THE A&L COMMITTEE IS AN ADVISORY COMMITTEE TO THE HOA BOARD, AND ONLY THE HOA BOARD, CAN COMIT THE COVE TO SPENDING HOA FUNDS.
MOTION MADE AND PASSED UNANIMOUSLY THAT NO HOUSEHOLD, AT THE COVE, MAY HAVE A FAMILY MEMBER THAT IS ON THE HOA BOARD, AT THE SAME TIME THAT THEY, OR ANOTHER FAMILY MEMBER IS ON THE A&L COMMITTEE.
THE A&L COMMITTEE AND THE HOA BOARD, MUST NOT BE MADE UP OF THE SAME PEOPLE, OR MADE UP FROM MEMBERS WITHIN THE SAME HOUSEHOLD.

14. MEETING ADJOURNED AT 12:44 PM

Draft Minutes Regular Board Meeting October 4th, 2019

The Cove at Brooking Home Owners Association 

Directors Present: Paul Whitworth, John Gregg, & Jay Brentjes and Laura Goldberg-Schneirson & Bob Silva by telephone

Members Present: Chuck & Mary Stanford, Dave Heerwagen, Beverly Benson, Jim Rich, Len Gaetz, Carl Moskalik, Gwyn Steffens and guest Stan Brannon

I  CALL TO ORDER: 2:05 PM By: Paul Whitworth, President

II  PROOF OF NOTICE:  Posted & emailed: September 27th, 2019

III  Approve minutes from prior HOA Board meeting held on April 24th, 2019 – Motion made, 2^nd, Passed  

Approve minutes from Board’s Organizational meeting held on June 3rd, 2019 – Motion made, 2^nd, Passed

IV  TREASURES REPORT by John Gregg

 Financial information as of 9/15/2019

Operation & Maintenance Account – $  29,695.83

Reserve Account $396,597.86

Capital Account $    13,528.27

Total   $439,821.96

John suggested that approx $ 40,000 from the Reserve Savings Account, be transferred to a new CD, so that the Cove could receive a higher interest rate, on these funds. – Motion made, 2^nd, Passed  

V  Homes for sale @ the Cove – 105 & 218

Homes recently purchased – 227 – Welcome to the Cove – new owner Mary Alexander 

VI  A & L REPORT by Jim Rich

a)  President Whitworth asked his fellow HOA Board members to accept his resignation from the A & L Committee, effective 10/4/2019 – the Board accepted his resignation, and President Whitworth was thanked for his efforts and work done, while on the A & L Committee.

The current A & L Committee will now be Jim Rich – chairman & Ric Steffens & Carl Mosalik – members.

b) Jim introduced a new form, to be used by all home owners, for all future requests for services, from the Architectural & Landscape Committee. The new form is “yellow” to differentiate it from older versions, and includes space for the collection of additional information, from the home owner, and a method for the Committee and the service requester, to track the requests.

These new forms will be distributed by the A & L Committee, and via email by Jay Brentjes, and the new forms are also available from Stan.

The A & L Committee recently surveyed the concrete patios and front walk ways, of all of the units, in the Cove. A grading system was generated, by the A & L Committee, to determine which patios needed immediate attention, due to failing concrete, and which patios, show some cracking, and should be watched, but, do not need immediate attention, since the damage is more cosmetic in nature. 

Units 111, 206, 208, 228 & 229 were deemed to need immediate attention.

The A & L Committee will obtain two or more estimates from concrete contractors on how best to repair or replace, the various portions of these 5 patios, needing attention, and submit these estimates to the Board, for review and action.

Portions of the concrete at units 202, 204, 212, 218, 222, 226, & 227 show some cracks and/or other defects, and the A & L Committee will also seek estimates on when and how these patios may need to be repaired or replaced, in the future, and submit this information, and their recommendations, to the Board. 

The A & L Committee also reviewed the need to clean the tile roofs at the Cove.

The A & L Committee suggested that the roofs of the following units should be cleaned in 2019;  units 202/204 & 206/208 & 210/212 & 216/218 & 222/224, and the A & L Committee will seek estimates from Edwards Roofing, and one or more other qualified contractors, and provide these estimates to the Board for review and action.

The A & L Committee suggested that the roofs of units 215/217 & 219/221 & 223/225 & 226/228 & 227/229 be cleaned durring 2020.

It was suggested that future roof cleaning should be tied to, and coordinated with, future painting of the units at the Cove. President Whitworth to submit to Regensis this suggestion, so that after 2020, roofs will be cleaned just prior to each unit being painted, every 8 years. 

A & L Committee to investigate roof treatment products, that may inhibit future moss and debris buildup, on roofs, and report to the Board, on their findings.

The A & L Committee will also survey the various over grown trees, plants and landscaping at the Cove, and make suggestions on what plants should be removed, and replaced, either by the Cove, or by a specific home owner. A & L Committee to contact two or more excavation / tree removal type contractors, and provide their suggestions and estimates, to the Board, for review and action.

c) Jim Rich reviewed the meeting with, and correspondence received from a developer / new neighbor, that purchased the vacant lot across the creek, on the East end of the Cove. The new owner of this Edge Cliff Drive property, wanted the Cove to repair, and pay for, the erosion that is occurring on their property, that is across the creek, from one of the Cove’s, storm drain discharge outlets. The developer also wanted the Cove to pay for extra costs required for a future foundation, for the house the developer, hoped to build, on the vacant lot. After Jim Rich, Stan and Paul met with an attorney, and sought the attorney’s advice, President Whitworth sent a letter via certified mail, to the developer, denying the developers requests.

The developer had a substantial amount of rip rap or armor rock placed mid September 2019, in the area, that he was concerned, that the Cove’s storm drain, was affecting.

No further correspondence has been received from the developer, as of 10/4/2019.

d) There are still a few doors, that have bubbling blue paint, that need to be stripped and repainted. Jim Rich is coordinating these repairs with the Cove’s painting contractor. Front doors will be repainted blue, other doors to be repainted white.

VII  OLD BUSINESS

a) In preparation for the 2020 Reserve Study, a request from Regensis was received for the Cove to provide it’s current financial information, and the current interest rate being earned on the Cove’s savings accounts, and for the Cove to describe all reserve related work, including a cost breakdown, and contact information on the contractor, performing the work, that had been completed, and/or is anticipated to be completed, thru the Cove’s fiscal year since the last Regensis report, and  to provide this information prior to 10/10/2019.

President Whitworth provided Regensis with the requested financial information, and asked the the A & L committee, to prepare and submit the work descriptions, and cost estimates for any work planed, that would be funded thru reserves.

President Whitworth also offered that when the draft Regensis Reserve Study was published, he would share that information with the home owners, and seek suggestions, and recommendations from the community, the A & L committee, and the HOA Board, for incorporation into the finished report.

VIII  NEW BUSINESS

a) President Whitworth described several incidences of vandalism, that had occurred at the Cove, and explained the circumstantial evidence that showed why the teenage children of a specific renter, were responsible. President Whitworth asked the Board to require the home owner of the renters, to be fined for the replacement value of a bench, that the teenagers were accused of throwing over the cliff. Motion made, 2^nd, vote = 2 for and 3 against 

b) Judi Paparelli ( unit 219 ) offered to prepare and distribute to all Cove home owners, a new Emergency Preparedness Information Binder. Judi will use her expertise and work independently to prepare a physical binder containing easily accessible information regarding potentially life saving steps to take in the event of emergencies such as power outages, earthquakes, fires, floods, tsunamis, personal health crisis, and other similar situations.

c) Some members of the community were concerned that the vandalizing teenagers, from the family that had recently been evicted, might return to the Cove, and do additional damage. These home owners suggested that the Cove’s gate codes be changed, in order to stop these vandals from reentering the Cove. It was decided that the gate code did not need to be changed, at this time.

d) A visitors automobile was damaged by a Cove employee, while the employee was operating the Cove’s lawn mower, while the visitor was parked in a visitor’s parking space. The visitor sent 3 estimates for the repairs and asked the HOA Board to authorize payment of the lowest estimate. Motion made, 2^nd, Passed, to pay for these damages.

e) Stan is on vacation the week of 10/7/19 – 10/11/19.  Stan gets 20 days of vacation per year, and after 10/11/19, he will have 4 more vacation days left, for the remainder of 2019

f) Motion made, 2^nd, Passed, to increase Stan’s pay by 3% effective 11/1/2019 and Motion made, 2^nd, Passed, to increase Chad’s pay by $0.50/hour effective 11/1/2019  

IX ADJOURNMENT – Motion to adjourn, 2^nd, Passed Meeting adjourned at 3:40 PM

X  MEMBER COMMENTS – none