Category: Approved Minutes

DATE; OCTOBER 4TH, 2019 at 2 PM @ THE COVE’S MAINTENANCE BUILDING

NO UNOFFICIAL RECORDING OF COVE MEETING PROCEEDINGS IS PERMITTED

I CALL TO ORDER

II PROOF OF NOTICE – EMAILED AND POSTED ON SEPTEMBER 27TH, 2019

III APPROVE MINUTES FROM PRIOR REGULAR BOARD MEETING HELD ON APRIL 24TH, 2019, AND APPROVE MINUTES FROM ORGANIZATIONAL MEETING OF THE HOA’S BOARD, ON JUNE 3RD, 2019

IV TREASURE’S REPORT

V HOMES FOR SALE AND HOMES SOLD

VI A & L REPORT
a) requests for services from home owners
b) patio cracks – repair or replace
c) rate increase for Chad Steffens
d) disposal of old or excess equipment & replacement of equipment
e) correspondence from neighbor on Edge Cliff Drive, and actions taken
f) update on repainting blue paint, on front doors

VII OLD BUSINESS
a) update information for the 2020 Regensis Reserve Study – due date 10/10/19

VIII NEW BUSINESS
a) owner reimbursement for Cove’s bench, that was vandalized by tenant
b) Emergency contact information
c) should we change the gate codes ?

IX ADJOURNMENT

X MEMBER COMMENTS

Draft minutes for the 2019 organizational meeting of the cove’s HOA board

Meeting scheduled for 4 pm June 3rd, 2019 at The Cove’s maintenance building.

Posting and notice to community not required

Board members present: John Gregg, Jay Brentjes, Bob Silva, Paul Whitworth.

Board members absent: Laura Goldberg-Schneirson.

Meeting was called to order at 4:04 pm on June 3rd, 2019 by President Whitworth

John Gregg made motion for Paul Whitworth to be HOA President.
Motion seconded, vote – 3 yes, 1 abstention

President Whitworth asked for a volunteer for the Secretary position, and discussion of needed secretarial duties followed. It was agreed that Dianne Rettke would be asked to continue to be the HOA board’s Administrative Assistant, and for her to attend board meetings to take the minutes, and to provide draft copies of those minutes to the HOA board for their review and distribution.

John Gregg agreed to hold both offices, HOA Treasurer, and HOA Secretary.

President Whitworth made motion for John Gregg to become the HOA Treasurer and HOA Secretary.
Motion seconded, and vote unanimous

Meeeting adjourned at 4:14 pm

THE COVE AT BROOKINGS, ANNUAL HOME OWNERS MEETING HELD ON MAY 25TH 2019

NO UNOFFICIAL RECORDING OF THE COVE MEEING PROCEDURES IS PERMITTED

DIRECTORS PRESENT:  PAUL WHITWORTH, BOB SILVA, JOHN GREGG, RIC STEFFENS, AND VIA TELEPHONE, LAURA GOLDBERG-SCHNEIRSON

MEMBERS PRESENT:  JEFF RUSSELL, GWYN STEFFENS, CARL & LYNN  MOSALIK, JAY BRENTJES, JERRY & GAYLE MARTA, PAUL & PATTY SHANLEY, GINA ARNONE-WHITWORTH, GARY STROMBERG, JIM RICH, CHUCK & MARY STANFORD.

GUESTS: JANET RIDER

PROOF OF MEETING NOTICE WAS VERIFIED. WRITTEN NOTICE WAS EMAILED AND POSTED ON MAY 1ST, 2019.

THE MINUTES FROM THE MAY 26TH, 2018 ANNUAL MEETING WERE APPROVED UNANIMOUSLY.

PRESIDENT WHITWORTH OPENED THE MEETING BY THANKING ALL OF THE VOLUNTEERS, THAT HAVE PARTICIPATED IN COVE ACTIVITIES, THROUGH OUT THE PAST YEAR. 

A & L COMMITTEE REPORT
JIM RICH REPORTED THAT RIC STEFFENS WOULD JOIN THE A & L COMMITTEE, TO FILL THE POSITION LEFT VACANT WHEN JIM ZAKREWSKI MOVED FROM THE COVE.

JIM ASKED ALL HOME OWNERS THAT HAD GARAGE DOORS, AND/OR OTHER AREAS NEEDING THE ATTENTION OF OUR PAINTER, TO NOTIFY STAN WITH THEIR NEEDS, AND TO FILL OUT A WORK REQUEST, FOR TOUCH UP PAINTING, WHILE OUR TWO BUILDINGS ( 106/108 & 210/212 ) ARE PAINTED, IN 2019.

JIM REPORTED ON THE VARIOUS PROJECTS THAT STAN HAD UNDERTAKEN AND COMPLETED DURING 2018 AND EARLY 2019, INCLUDING WORK ON THE TRAIL, ON THE EAST END, WORK OUT SIDE THE COMMUNITY GARDEN, WORK AROUND THE CENTER STAIRCASE.

CARL MOSALIK SUGGESTED COMMUNITY WORK DAYS, TO BE COORDINATED WITH STAN, SO THAT VOLUNTEERS, COULD CONTRIBUTE TO LANDSCAPING PROJECTS, THAT STAN MAY NOT BE ABLE TO ACCOMPLISH IN A TIMELY FASHION.

CARL WAS INVITED TO JOIN THE A & L COMMITTEE.

CHAD STEFFENS TO CONTINUE TO WORK WITH STAN DURING 2019. 

JARED TO RETURN AS ADDITIONAL PART TIME HELP STARTING IN JUNE 2019.

POSSIBLE INCREASES FOR STAN AND CHAD WERE REFERRED TO THE BOARD FOR CONSIDERATION.

TREASURER’S REPORT
JOHN GREGG PROVIDED COPIES OF THE CURRENT FINANCIAL STATEMENT, THRU 5/15/20`9  TO ALL PRESENT.

OPERATION AND MAINTENANCE ACCOUNT  =  $  39,550.50
RESERVE ACCOUNTS                     =  $393,756.83
CAPITAL ACCOUNT     =       9,567.22
TOTAL      =  $442,874.55

JOHN ALSO REPORTED THAT ALL HOME OWNERS WERE CURRENT, ON THEIR MONTHLY DUES, AND THAT THE FINANCIAL HEALTH OF THE COVE IS CONTINUING TO IMPROVE.

THREE HOMES AT THE COVE ARE CURRENTLY FOR SALE; 
105 , 224 , & 227

OLD BUSINESS
PRESIDENT WHITWORTH THANKED THE STAIRWAY COMMITTEE, FOR THEIR EFFORTS ON THE NEW BOARDWALK AND CENTER STAIRWAY.

FOR SAFETY OF THE RESIDENTS, THE SPEED LIMIT AT THE COVE HAS BEEN POSTED TO BE 5 MILES PER HOUR.

SPECIAL THANKS TO STAN FOR HIS EFFORTS OUTSIDE THE COMMUNITY GARDEN, WHERE HE PREPARED A SITE FOR FUTURE COVE RESIDENT GATHERINGS.

PRESIDENT WHITWORTH POINTED OUT MANY OF THE VOLUNTEER CONTRIBUTIONS MADE BY VARIOUS COVE RESIDENTS, AND EXPRESSED HOW IMPORTANT AND BENEFICIAL THESE VOLUNTEER CONTRIBUTIONS HAVE BEEN.

PRESIDENT WHITWORTH GAVE A BRIEF SYNOPSIS OF THE EVENTS LEADING UP TO AND FOLLOWING THE UNSUCCESSFUL ATTEMPT TO HAVE THE CITY OF BROOKINGS, INSTALL A NEW 4 WAY STOP SIGN AT THE INTERSECTION OF RAILROAD AND WHARF STREETS.

NEW BUSINESS
THE COVE’S WEBSITE WAS DISCUSSED AND MOST IN ATTENDANCE AGREED THAT IT WAS A USEFUL AND INFORMATIVE TOOL,  AND THAT THE COVE SHOULD MAINTAIN, AND IF POSSIBLE, IMPROVE THE CURRENT WEBSITE. 

PRESIDENT WHITWORTH EXPRESSED CONCERNS THAT CURRENTLY THE WEBSITE WAS NOT BEING MAINTAINED OR UPDATED IN A CONSISTENT, AND BOARD APPROVED MANOR. 
PRESIDENT WHITWORTH ASKED IF ANY ONE PRESENT WOULD VOLUNTEER TO BE THE NEW WEBMASTER, OR IF ANYONE NEW OF A RESOURCE, THAT THE COVE COULD UTILIZE, AS OUR WEBMASTER.
JOHN GREGG OFFERED TO CONTACT JOE MOHR, OUR PREVIOUS WEBMASTER, AND TO DETERMINE IF HE WOULD BE INTERESTED IN BEING PAID, TO PERFORM THE NECESSARY TASKS.
IT WAS AGREED THAT THE WEBMASTER SHOULD PERFORM THEIR DUTIES, AT THE DIRECTION OF THE HOA BOARD OF DIRECTORS.

JAY BRENTJES HAS VOLUNTEERED TO UPDATE AND KEEP ALL OF THE CONTACT INFORMATION CURRENT, IN THE COVE DIRECTORY, AND HE PROVIDED COPIES TO THOSE IN ATTENDANCE. DIGITAL COPIES WILL ALSO BE DISTRIBUTED TO ALL COVE HOME OWNERS BY JAY.
JAY ALSO HAS UPDATED AND IS ADDING TO AND IMPROVING THE WELCOME BOOKLET, THAT IS GIVEN TO ALL HOME OWNERS, WHEN THE FIRST MOVE INTO THE COVE.

THE COVE PARKING POLICY FOR THE 16 TEMPORARY PARKING SPACES, WAS DISCUSSED, AND IT WAS AGREED THAT THESE SPACES COULD BE USED BY GUESTS, AND RESIDENTS, FOR “SHORT TERM” PARKING. LONG TERM PARKING OF “EXTRA” VEHICLES, SHOULD BE IN THE RV PARKING AREA. POLICING PARKING MATTERS IS A VERY LOW PRIORITY, AND GENERALLY SHOULD BE HANDLED NEIGHBOR TO NEIGHBOR.

PRESIDENT WHITWORTH SHARED WITH THOSE IN ATTENDANCE THE PROPER FORMS TO BE USED,  AND THE FINES THAT COULD BE IMPOSED, FOR NONCOMPLIANCE WITH THE CC&RS AND COVE BY LAWS.

THE DATE FOR THE NEXT AND FUTURE HOME OWNER MEETINGS WAS DISCUSSED, AND IT WAS SUGGESTED THAT THE MEETINGS BE HELD THE WEEKEND BEFORE MEMORIAL DAY WEEKEND.

BOB SILVA RECOMMENDED THAT THE RESIDENTS OF THE COVE HOLD ANOTHER COMMUNITY YARD SALE IN MID AUGUST, ALL INTERESTED ARE TO COORDINATE DIRECTLY WITH BOB.

PAUL SHANLEY ASKED HOW THE COVE COULD BEST MAINTAIN THE GREEN LAWN AREAS, ESPECIALLY DURING THE SUMMER MONTHS. JIM RICH EXPLAINED THAT THE IRRIGATION SYSTEM MAY BE LACKING IN SOME AREAS, AND THAT WHERE THE PUTTING GREENS WERE, THE SANDY SOILS DON’T ALLOW THE BEST GRASS GROWTH. JOHN GREGG OFFERED THAT THE COST FOR IRRIGATING THE COMMON AREAS, IS APPROX $ 3,000 / MONTH, DURING THE SUMMER. THE A&L COMMITTEE WITH STAN, WILL LOOK INTO HOW TO IMPROVE THE CURRENT WATERING SYSTEM. ALL HOME OWNERS ARE ENCOURAGED TO WATER THE AREAS SURROUNDING THEIR HOMES, ON AN AS NEEDED BASIS.

JIM RICH WAS ASKED TO SHARE WITH THOSE IN ATTENDANCE THE PROCESS USED BY THE A & L COMMITTEE FOR RECENTLY PERMITTING THE WHITWORTH’S TO INSTALL A HOT TUB.

JIM EXPLAINED THAT THERE ALREADY HAD BEEN HOT TUBS PREVIOUSLY ALLOWED, BY THE A & L COMMITTEE, FOR RESIDENTS AT THE COVE. 

HE STATED THAT THE  COMMITTEE RECEIVED A PROPER WRITTEN REQUEST, FROM THE WHITWORTH’S AND THAT IT WAS DETERMINED THAT THE HOT TUB WOULD BE ALLOWED. JIM SHARED WITH THE AUDIENCE THAT THE WHITWORTH’S HAD PROVIDED A LETTER FROM A PHYSICIAN THAT RECOMMENDED HOT TUB USE, FOR THERAPY, AND THAT THE LOCATION CHOSEN BY THE WHITWORTH’S WAS DISCRETE, AND THAT THE HOT TUB COULD NOT GENERALLY BE SEEN, OR HEARD BY ANY NEIGHBORS, AND THAT THE HOT TUB AND ELECTRICAL INSTALLATION WOULD BE DONE BY PROFESSIONALS, WITH THE PROPER PERMITS. IT WAS AGREED THAT THE HOT TUB WOULD BE REMOVED, WHEN THE WHITWORTH’S NO LONGER RESIDE AT 106 SCHOONER BAY ROAD.

NO OBJECTIONS WERE MADE TO JIM’S EXPLANATION, OR THE WHITWORTH’S HOT TUB INSTALLATION.

ELECTION RESULTS
JAY BRENTJES  = 27 VOTES
JOHN GREGG  = 26 VOTES
LAURA GOLDBERG = 23 VOTES
BOB SILVA =   1 VOTE
LEN GAETZ =   1 VOTE
THE NEW HOA BOARD OF DIRECTORS WILL BE AS FOLLOWS;
PAUL WHITWORTH, BOB SILVA, JOHN GREGG, JAY BRENTJES, & LAURA GOLDBERG-SCHNEIRSON – THE NEW BOARD DECIDED THAT AN ORGANIZATIONAL MEETING WILL OCCUR IN THE NEAR FUTURE, FOR THE BOARD MEMBERS TO DETERMINE WHO WILL HOLD THE SPECIFIC BOARD POSITIONS OF PRESIDENT, TREASURER & SECRETARY, THRU MAY 2020.  NOTICE WILL BE PROVIDE TO THE COMMUNITY, AT THAT TIME.

PRESIDENT WHITWORTH REMINDED ALL IN ATTENDANCE TO JOIN THEM FOR THE POT LUCK BAR-BE-QUE

MEETING ADJOURNED  @ 4:15 PM

AGENDA FOR COVE HOA MEETING OF BOARD OF DIRECTORS

DATE; OCTOBER 4TH, 2019 at 2 PM @ THE COVE’S MAINTENANCE BUILDING

NO UNOFFICIAL RECORDING OF COVE MEETING PROCEEDINGS IS PERMITTED

I CALL TO ORDER

II PROOF OF NOTICE – EMAILED AND POSTED ON SEPTEMBER 27TH, 2019

III APPROVE MINUTES FROM PRIOR REGULAR BOARD MEETING HELD ON APRIL 24TH, 2019, AND APPROVE MINUTES FROM ORGANIZATIONAL MEETING OF THE HOA’S BOARD, ON JUNE 3RD, 2019

IV TREASURE’S REPORT

V HOMES FOR SALE AND HOMES SOLD

VI A & L REPORT
a) requests for services from home owners
b) patio cracks – repair or replace
c) rate increase for Chad Steffens
d) disposal of old or excess equipment & replacement of equipment
e) correspondence from neighbor on Edge Cliff Drive, and actions taken
f) update on repainting blue paint, on front doors

VII OLD BUSINESS
a) update information for the 2020 Regensis Reserve Study – due date 10/10/19

VIII NEW BUSINESS
a) owner reimbursement for Cove’s bench, that was vandalized by tenant
b) Emergency contact information
c) should we change the gate codes ?

IX ADJOURNMENT

X MEMBER COMMENTS

Draft Minutes of the The Cove at Brooking Home Owners’ Association Regular Board Meeting held on February 20, 2019

Note Taker: Dianne Rettke

Directors Present: Paul Whitworth, Bob Silva, John Gregg, Laura Goldberg-Schneirson via telephone 

Employee’s Present: Stan Brannon

Members Present: Jim Rich, Len Gaetz, Dave Heerwagen, Jeff Russell, Beverly Benson, Ric Steffens  

I   CALL TO ORDER: 10:00am By: Paul Whitworth, President

II PROOF OF NOTICE:  Posted & emailed: February 12, 2019

III Approve draft minutes from Regular Board meeting, held on December 12^th, 2018 and approve draft minutes from Special Board meeting, held on January 7^th, 2019, 

Motion to approve both meeting minutes,  2^nd, passed unanimously. 

IV Paul Whitworth introduced and nominated  Dr. Ric Steffens to fulfill the remainder of Pat Curry’s term on the HOA Board thru May 2019. 

Motion made, 2^nd, passed unanimously.

V  TREASURE’S REPORT (by John Gregg) 

John reported that there has been approximately $15,000 growth to accounts since December report.

As of 2/15/2019

Operation & Maintenance Account – $  32,099.03

Reserve Account $381,577.27

Capital Account $    7,585.00

Total   $421,261.30

Paul and John have a meeting with Musser and Associates today regarding The Cove 2018 Financial Report.

VI Homes for Sale 

Paul reported that Cove units 215 & 219 are currently in escrow.

VII  A & L REPORT (by Jim Rich)

a)  requests for services from home owners regarding pergolas needing  painting & repairs from dry rot.

b) Discussion regarding cracks in the concrete patios and what is required to repair.  Some may need to be ground level, others may need sections replaced.  Ric Steffens mentioned Pebble Tec may be an alternative. The Board  would like to hear more about Pebble Tec.  Stan will continue to monitor the concrete for cracks.    

c) Stan reported he will inspect all of the pergolas. There may be some wood rot repair needed and definitely some that will need painted.

d) Stan reported the plants have arrived for the landscaping project by the new stairs.  Stan is taking care of them until they can be planted.  Paul suggested a definite plan is needed on improving the area around the new staircase.  The Board will meet Friday at 10:00am at the new staircase, with Jim Rich & Stan, to figure out a plan and what is needed for the improvements. 

e) Paul also reminded the Board and home owners present, of the $4,000 – $5,000 budget for Cove tree triming in 2019 . There are plans for Western Tree to trim some of the trees.  Steve Schauer will grind the stump by Dave’s place, and replace the tree, that was taken out, after falling, in a storm.

f) Laura reminded the Board and members present of the need to check gutters.  Stan reported gutters are continuously being monitored and cleaned or repaired.

 VIII Old Business

a) 4-Way stop sign – The Board appreciates the work and effort by Dave and Jenny Heerwagen.  Paul read a letter he received from Mayor Pieper offering a few details on how the City will proceed with the Cove’s request to install a new 4-way stop sign.  Paul is encouraged by the progress and is hopeful the Cove will receive from the City, notification that the 4 way stop sign at Railroad and Wharf Streets, will be installed.

b) Help for Stan – Chad Steffens is back on Cove payroll. 

Chad is also available for part time work on the side.  He is able to do a lot of different things.  Stan & Paul still working with Workforce Oregon, and will interview candidates they supply, and use their services in the future.

c) Speed limit within the Cove – Discussion in regards to people driving too fast.  Suggestion for a 5 or 10 mph speed limit sign. Stan will try to located a source for the sign. 

IX NEW BUSINESS

a) Create Nomination / Election committee to generate three or more nominees for open Board positions. Elections to be held at Home Owners Annual meeting in May 2019.  There are 3 seats available, currently held by John Gregg, Laura Goldberg-Schneirson and Ric Steffens.  The committee shall be Bob Silva from the Board and Dave Heerwagen as one of the Home owner members.  Paul offered to assist if needed. 

Motion made, 2^nd, passed. for Bob & Dave to form the Nomination & Election Committee, and to seek one or more Homeowners to join their committee

b) Neighbor dispute regarding parking in driveway and late nights construction noise. Paul stated as President, he should not have to police these situations, it should be addressed first by “neighbor to neighbor”. 

Paul previously sent an email to this same offender and the offense stopped for awhile.  Then it started again, and Paul called the offender and was told it wasn’t his place to call and it wasn’t any of his business.  

The next step the Board will take regarding this issue, is to send a certified letter from the Board to the offender, reminding them of the rules and the consequences of violations.  Paul and/or John Gregg will compose a letter for the Board to review.   

X ADJOURNMENT – Motion to adjourn, 2^nd, Passed Meeting adjourned at 10:45

Submitted by Dianne Rettke

Draft Minutes of The Cove at Brookings, HOA Special Board Meeting, held January 7th, 2019 @ 10 AM

Directors Present: Paul Whitworth, Bob Silva, John Gregg, Laura Goldberg-Schneirson (by telephone)

Members Present: Jeff Russell, Gary Stromberg, Beverly Benson, Jim Rich, Len Gaetz, Jim Zakzrewski, Judy Schneider & Stuart Wyche, Jan Cristofaro, David & Paige Filomeo, and Gwyn Steffins

I CALL TO ORDER: 10:00 AM  By: Paul Whitworth, President

II PROOF OF NOTICE:  Posted & emailed: December 31st, 2018

III  President Whitworth led a review and discussion, regarding the written contract, that the Cove had entered into with New Creation Builders, for the demolition of the old center stairway, and the construction of the Cove’s new boardwalk and the center stairway. 

The review included discussion regarding the work performed, and payments that have been made to the contractor, and additional extra costs, the contractor wished the Cove to pay. 

President Whitworth explained actions taken, various requests made, emails sent, and discussions and meetings held, to the members present, and provided documentation to support, the actions taken by the Board, and payments made to the contractor. 

A few home owners expressed their concerns to the Board, that New Creation Builders, may now not want to bid on future projects, at the Cove, because of the Board’s offer, and the contractor’s subsequent acceptance, of a 50 % payment, for cost extras, that were not properly authorized in writing, or documented in writing, when submitted for payment, by New Creation Builders. 

Most homeowners present voiced support for the Board’s offer to the contractor to split the bill for the undocumented extras,  50 / 50,  

It was acknowledged that the Cove’s stairway committee, the Cove’s Board and the contractor, made errors and mistakes, in the execution of the contract, documentation of the work preformed, submitting proper itemized billing, and review of funding decisions, for unforeseen extras. 

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

No Board action was taken.

IV  Meeting adjourned: 11:15 AM

Draft Minutes Regular Board Meeting December 12, 2018

The Cove at Brooking Home Owners Association Note Taker: Dianne Rettke

Directors Present: Paul Whitworth, Bob Silva, John Gregg, Laura Goldberg-Schneirson (by telephone)

Members Present: Jeff Russell, Marie Stromberg, Chuck & Mary Stanford, Dave Heerwagen, Beverly Benson, Patty Shanley, Jim Rich, Len Gaetz, and guests, Janet Rider and Stan Brannon

I CALL TO ORDER: 10:00am By: Paul Whitworth, President

II PROOF OF NOTICE:  Posted & emailed: December 2^nd, 2018

III AMEND & APPROVED MINUTES FROM PRIOR BOARD MEETING HELD ON 11/7/2018 – ADD RICK & GWYN STEPHENS, TO LIST OF ATTENDEES OF 11/7 MEETING -Motion made, 2^nd, Passed

IV ACCEPT LETTER OF RESIGNATION FROM PAT CURRY, HOA BOARD MEMBER AND HOA SECRETARY, DATED 11/16/2018: Motion, 2^nd, Passed

Paul Whitworth and the HOA Board and members present, send a sincere thank you to Pat Curry, for her dedication and service.

V CALL FOR VOLUNTEERS TO FULFILL THE REMAINDER OF PAT’S TERM, THRU MAY 2019. THIS POSITION WILL BE FILLED BY ELECTION, AT THE NEXT HOME OWNERS ANNUAL MEETING: Laura Goldberg-Schneirson stated the Board needs to make sure all HOA members are aware of the position and opportunity. Paul will send an email to all HOA members. 

VI TREASURES REPORT (by John Gregg) 

 As of 12/1/2018

Operation & Maintenance Account – $  30,476.00

Reserve Account $368,818.00

Capital Account $    7,585.00

Total   $406,879.00

Homes for sale @ the Cove – Jim Zakzrewski’s Cove unit ( # 219 ) is for sale.

VII A & L REPORT (by Jim Rich)

a) update on blue exterior doors repainting

Rob Brown (our painter) has a stripper to remove paint that is bubbling on the garage man doors and will re-paint them white.

b) requests for services from home owners

No new requests – They have been dealt with as they came in.

c) cutting down Cove’s trees, without permission

Discussion was held regarding a tree that was cut down without permission.  In the future it should be treated as a crime and fined for restitution.  –  No action taken.

d) Cloth seat covers for Gazebo chairs needed replaced.  Cost to replace was $129.00. 

Vii REGENESIS’S 2019 RESERVE STUDY 

a) approve & adopt final draft version of 2019 study

Motion to approved and adopt, 2nd, passed

Laura Goldberg-Schneirson requested the Board list the changes made based on suggestions from the informal meeting and input from the community. President Whitworth listed the following changes: add $2500 concrete safety repair, add $1000 gate maintenance, revise to a 25 year replacement life span, the sewer lift pump, change garage entry light replacement timeframe extend it from 2019 to 2022, value was assigned for the complete replacement of maintenance building, based on labor suggestions from Regensis, chimney cap item, changed to chimney shroud, and repriced at $1000 each, with replacement to be done with roof replacement.

VIII CENTER STAIRWAY / BOARDWALK COST OVER RUN (by Len Gaetz)

Len volunteered to lead committee, and planning began October, 2016 and after a year plus, of planning, and requesting bids from contractors, work was completed November 2018.

Thanks to all who assisted in the project. 

Thanks to New Creation Builders (Josh and Sage Bruce)

NCB’s final invoice included $4,408.32 additional costs above the contract amount for the project, as follows:

$1,980 for bench and boardwalk 4 x 12 top cap

$ 975.00 for pipe and drain rock, behind retaining wall

$ 325 for extra square footage on concrete approaches 

$ 286 for upgraded Tree handrail

$ 370 for extended landing area, where lower bench was installed

$ 472.32 contractors fee

There was general agreement that the finished project was made from quality products, and that the community was pleased with the contractor’s workmanship.

President Whitworth explained that invoices were not presented by the contractor according to the contract, and that the change orders with New Creation Builders, were not in writing, and were not reviewed or approved by the HOA Board as per the contract. 

Paul felt compelled that the Cove should approach & discuss the over run bill with New Creation Builders. Len voiced concerns regarding a meeting with New Creation Builders. Jim Rich suggested that Len should sit down with New Creation Builders, and review the written contract, and  discuss and negotiate the cost extras / overrun fees. Len doesn’t want to alienate New Creation Builders. 

John Gregg suggested Len and Jim Rich negotiate and talk with the contractor regarding the cost overrun bill and get details on material and labor costs for each extra. The Board will write down concerns and suggestions for Len & Jim to discuss with New Creation Builders. 

Motion made, 2^nd and passed.   

Jim Rich worked with Stan to create plan for new landscaping around the center staircase. It is too late in the season for any landscaping, but Stan stated it needs to be barked. He will take care of it. 

Center Stairway – Old stairway needs to be removed except for the upper retaining wall

IX OLD BUSINESS

a) increase in monthly HOA dues effective 1/1/2019: New monthly dues $495.00 – Paul to send a reminder email to all members

Len will provide the HOA Board a copy of a document he has with projections of increased HOA dues

b) update on request for 4 way stop sign (by Dave & Ginny Heerwagen): Meeting with City Safety tomorrow 12/13

c) help for Stan – Workforce Oregon possibilities 

Maria Walker of Workforce has created a job order for 30 hours per week at $12.00 per hour.

President Whitworth and Stan to interview possible candidates

X NEW BUSINESS

a) Speed Limit within the Cove, on Schooner Bay Road – 5 MPH Maximum

Check on a sign as a reminder for the gate. 

b) removal of Mark Kempke’s two automobiles, from the RV parking area. 

Mark Kempke’s is now residing at Seaview. Seaview has been contacted and stated the vehicles could be parked at Seaview.  The HOA will coordinate with 10 – 10 Towing and seek reimbursement for towing if necessary. A motion was made, 2^nd and passed to call 10 – 10 Towing to have both vehicles towed to Seaview, pay the bill and request reimbursement from Mark Kempke.   

XI ADJOURNMENT – Motion to adjourn, 2^nd, Passed Meeting adjourned at 11:25 AM

XII MEMBER COMMENTS 

Chuck reminded board and members present to remember Stan during the holiday season.  

MINUTES OF THE COVE’S REGULAR HOA BOARD MEETING HELD ON NOVEMBER 7TH 2018
DIRECTORS PRESENT: PAUL WHITWORTH, JOHN GREGG, BOB SILVA, AND VIA TELEPHONE, LAURA SCHNEIRSON
DIRECTORS ABSENT: PAT CURRY
MEMBERS ATTENDING JIM ZAKREWASKI # 219, BARBARA CLARY #218, JAN CRISTOFARO # 224, CHUCK & MARY STANFORD # 109, DAVE & PAGE FILOMEO # 225, BEVERLY BENSON # 208, LEN GAETZ # 108,DAVE & GINNY HEERWAGEN # 105, JAY BRENTJES # 223, JIM RICH # 104RICK & GWYN STEPHENS # 206 AND STAN BRANNON
MEETING CALLED TO ORDER AT 10.00 AM BY PRESIDENT PAUL WHITWORTH.
MEETING NOTICE WAS POSTED AND EMAILED ON 11/2/2018
HOA BOARD UNANIMOUSLY APPROVED THE MINUTES OF THE 8/1/2018 AND 10/10/2018 REGULAR BOARD MEETINGS.
TREASUERS REPORT;
JOHN GREGG REPORTED THAT THE CURRENT ACCOUNT BALANCES WERE AS FOLLOWS:OPERATION & MAINTENANCE ACCOUNT  = $ 32,252.22RESERVE ACCOUNTS       = $ 404,952.00CAPITAL ACCOUNT       = $ 12,584

JOHN ALSO PRESENTED A YEAR TO DATE RECAP OF THE 2018 BUDGET AND A PROPOSED 2019 BUDGET FOR THE COVE.GENERAL DISCUSSION AMONG BOARD MEMBERS AND HOME OWNERS PRESENT, CONCLUDED THAT IN ORDER TO CONTINUE TO FUND THE COVE’S OPERATIONS, AND TO BEST INSURE THE FINANCIAL HEALTH OF THE ORGANIZATION, AND TO INCREASE FUNDING FOR AN ADDITIONAL 200 HOURS OF HELP FOR STAN, IN 2019, AND TO ALLOW FOR A COST OF LIVING INCREASE IN STAN’S 2019 PAY, THAT AN INCREASE IN MONTHLY HOA DUES WAS REQUIRED.
HOA BOARD UNANIMOUSLY APPROVED THE PROPOSED 2019 BUDGET, INCLUDING A $ 45 / MONTH INCREASE IN HOA DUES. BEGINNING 1/1/2019 NEW MONTHLY DUE TO BE $ 495 / MONTH. 
PRESIDENT WHITWORTH TO SEND AN EMAIL NOTICE TO SUZETTE AT MUSSER OLSEN AND TO ALL HOME OWNERS, ADVISING OF HOA DUES INCREASE. WRITTEN NOTICE OF INCREASE, TO ALSO BE MAILED TO ALL HOME OWNERS.
A & L REPORT:
JIM RICH REPORTED THAT HE AND STAN ARE WORKING CLOSELY WITH THE PAINTER TO RESOLVE THE BUBBLING BLUE PAINTED DOOR ISSUE. THE PAINTING CONTRACTOR WILL STRIP AND REPAINT TWO OR MORE OF THE PROBLEM DOORS, TO MAKE SURE THE PROPOSED PROCEDURES, WILL CORRECT THE BUBBLING PAINT. ANY AND ALL HOME OWNERS, WITH BUBBLING BLUE PAINT ISSUES, ARE TO WORK DIRECTLY WITH JIME RICH, ON REPAIRS/REPAINTING.
JIM ALSO REPORTED ON THE WORK ORDERS RECEIVED, MOST ARE COMPLETED OR SCHEDULED TO BE.  SEVERAL PRIVACY FENCE PANNEL WERE ORDERED, AND SHOULD BE INSTALLED LATE NOVEMBER. A NEW PATH FOR STEPPING STONES, AND PLANTING AREA, WILL REPLACE A SECTION OF LAWN, AT JAN CRITOFARO’S KITCHEN DOOR,  WORK TO BE DONE, AFTER CONTRACTORS WORKING ON CENTER STAIRWAY, HAVE FINISHED AND DEPARTED. DRY ROT REPAIRS TO BE MADE AT 106, FOUNDATION SCREENS WERE INSTALLED AT 218.
THE AREA OUTSIDE THE COMMUNITY GARDEN WAS CLEARED AND LEVELED, AS PLANNED. THIS AREA WILL CONTINUE TO BE PREPARED FOR A GATHERING AREA, FOR RESIDENTS, AS TIME AND BUDGET ALLOW. 
LAURA SCHNEIRSON EXPRESSED HER PRAISES FOR STAN BRANNON, ( AS DID MANY IN ATTENDANCE ) AND THEN SHE ACKNOWLEDGED HIS IMPORTANCE IN THE FUTURE OF THE COVE’S OPERATION. IN CONJUNCTION  WITH THE EARLIER DISCUSSION OF THE 2019 BUDGET, AND HOW BEST TO UTILIZE THE ADDITIONAL HOURS AUTHORIZED FOR AN ASSISTANT TO STAN, A GENERAL DISCUSSION WITHIN THE BOARD AND HOME OWNERS, ON HOW AND WHEN THE COVE SHOULD PLAN ON A POTENTIAL FUTURE REPLACEMENT FOR STAN ENSUED. MOST AGREED THAT IF AN APPROPRIATE ASSISTANT FOR STAN COULD BE FOUND, IT WOULD BE BEST FOR THE COVE, TO FIND, HIRE, AND TRAIN THEM AS SOON AS POSSIBLE, IN ORDER TO RECEIVE MAXIMUM BENEFITS FROM STAN’S EXTENSIVE KNOWLEDGE, AND WORK.
PRESIDENT WHITWORTH ASKED LAURA TO HEAD UP A SEARCH COMMITTEE, MADE UP OF HER, LEN GAETZ AND STAN, TO IDENTIFY POSSIBLE CANDIDATES, FOR AN ASSISTANT TO STAN, THAT WOULD BE CAPABLE, IN THE FUTURE, TO ASSUME STAN’S DUTIES, WHEN STAN IS NO LONGER EMPLOYED BY THE COVE.
REVIEW REGENESIS’S RESERVE STUDY
PRESIDENT WHITWORTH EMAILED COPIES OF THE 2018 RESERVE STUDY, AND COPIES OF THE DRAFT 2019 RESERVE STUDY, TO ALL HOME OWNERS ON MONDAY 11/5/2018. FURTHER REVIEW AND DISCUSSION OF THE 2019 DRAFT WILL BE HELD BY THE HOA PRESIDENT AND TREASURER, AND ALL HOME OWNERS ARE INVITED, TO ATTEND, WITH ANY QUESTIONS, SUGGESTIONS, IDEAS, OR COMMENTS.NOTICE OF REVIEW MEETING WITH HOA TREASURER AND PRESIDENT WILL BE POSTED AND EMAILED.AFTER REVIEW, WITH INTERESTED HOME OWNERS, A TELEPHONIC MEETING IS AVAILABLE WITH MICHAEL FROM REGENESIS, IF WARRANTED.
LANDSCAPING ADVISORY GROUP
GINNY HEERWAGEN  PREPARED AND DISTRIBUTED TO THOSE IN ATTENDANCE, A PLAN ON HOW TO ADVANCE POTENTIAL LANDSCAPING PROJECTS.  SHE LISTED OVER 15 POSSIBLE PROJECTS THAT HAD BEEN SUGGESTED.  A TWO PRONG APPROACH, WITH SEPARATE FOCUS ON THE IMPROVING THE COVE’S COMMON AREAS, AND ALSO, WORKING WITH HOME OWNERS/RESIDENTS ON SPECIFIC LANDSCAPE ISSUES, IN THE FLOWER BEDS ADJACENT TO HOMES.
GENERAL DISCUSSION BETWEEN THE BOARD AND THOSE IN ATTENDANCE, ENSUED REGARDING HOME OWNERS RESPONSIBILITY, AND HOME OWNERS ABILITY, TO PERSONALIZE THEIR HOME’S IMMEDIATE SURROUNDINGS.
PRESIDENT WHITWORTH ASKED GINNY AND DAVE HEERWAGEN, TO WORK WITH JAN CRISTOFARO, STAN AND JIM RICH, TO GENERATE RECOMMENDATIONS, OR SUGGESTED POLICY, FOR THE HOA BOARD TO REVIEW AND HOPEFULLY ADOPT, REGARDING HOME OWNERS / RESIDENTS LANDSCAPING OPPORTUNITIES AND OBLIGATIONS.
CENTER STAIRWAY / BOARDWALK COMMITTEE REPORT
WORK IS PROGRESSING AS PLANNED, AND ALL INDICATIONS IS THAT THE PROJECT IS ON TIME, ON BUDGET, AND WHEN COMPLETED, WILL BE A SUBSTANTIAL IMPROVEMENT, TO THE COVE, AS A WHOLE.LEN GAETZ HAS TESTED AND ORDERED THE NEEDED LIGHTS, FOR THE NEW INSTALLATION. THESE WILL BE INSTALLED BY THE COVE, AFTER THE CONTRACTOR HAS FINISHED THE STAIRWAY PROJECT.AFTER NEW BOARDWALK & STAIRWAY INSTALLATION IS COMPLETED, FURTHER DEMOLITION AND LANDSCAPING IS NEEDED, TO REMOVE AND REFURBISH AREA WITH OLD CENTER STAIRS, THAT REMAINED.
OLD BUSINESS
THANKS AGAIN TO JAY BRENTJES FOR HIS EFFORTS ON THE HANDRAILS ON THE BRIDGE, NEAR THE GAZEBO, WORK ON THIS SECTION TO BE COMPLETED SOON. WORK ON THE RAILINGS FROM THE GAZEBO TO THE BEACH, WILL OCCUR WITH VOLUNTEER LABOR, IN 2019.
PRESIDENT WHITWORTH IS WORKING WITH DAVE & GINNY HEERWAGEN TO REQUEST THE CITY OF BROOKINGS INSTALL A 4-WAY STOP SIGN, AT THE INTERSECTION OF RAILROAD AVE AND WHARF STREETS. SUPPORT FROM LOCAL BUSINESSES AND OTHER NEARBY RESIDENTS IS BEING SOUGHT, IN ORDER TO BEST PREPARE THE NEEDED COST BENEFIT ANALYSIS, THE CITY REQUIRES.
NO NEW BUSINESS TO BE REPORTED
MEETING ADJOURNED

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Draft Minutes

Regular Board Meeting
October 10, 2018

Directors present: Paul Whitworth, John Gregg, Pat Curry, Bob Silva and via telephone Laura Schneirson.

Members attending: Dave & Virginia Heerwagen, Jay Brentjes, Jim & Loye Rich, Jan Cristofaro, Len Gaetz, Beverly Benson, Jeff Russell, Jim Zakrewaski, Patty Shanley, Janet Rider and Stan Brannon.

Meeting called to order at 10:00 AM by President Paul Whitworth

Meeting notice was posted and emailed September 29, 2018

The motion was made and passed unanimously to approve the Board meeting minutes of 8/7/2018 and 9/12/2018 .

TREASUERS REPORT: John Gregg

John reported all HOA fees are current.

Current Account Balances:
Operating & Maintenance $ 48,199.35
Reserve Accounts $413,623.28
Capital $ 26,683.97

He also stated the interest rates for our renewed CD’s has increased significantly and will help in the future planning of the Reserve Study.

ARCHITECTURAL & LANDSCAPE REPORT: Jim Rich

The scheduled building painting is nearing completion. A meeting with the painting contractor, a representative of the paint supplier and members of the committee discussed the possible cause of the bubbling paint on many of the entry doors with no definite conclusion. The paint supplier volunteered to furnish at no cost a new preparation material to be used prior to repainting the doors. All of the problem doors will be repainted in the near future.

The much needed power washing of the buildings that had their roofs cleaned is progressing and Stan hopes to have all buildings power washed by the end of the year.
In exchange for the ownership of the old truck, the new truck owner has agreed to load and dispose of the dirt and grass debris behind the maintenance building. Will also move the soil to a different location then level the area next to the garden fence in preparation for gravel to accommodate the picnic tables and grills for the picnic/gathering area

Several work orders for privacy fence repair, tree planting, door painting and other items are being processed. The approved requests will be scheduled as time allows.

RESERVE STUDY:

Paul and John independently went through the Reserve and Maintenance Plan. Each made notes of suggested adjustments to be made to the 2019 Plan. Then met to find they had very similar ideas. The next step will be to further refine this information so it can be forwarded to Michael of Regenesis for him to prepare a new plan for approval. Michael has agreed to a one hour question and answer telephone conference at no additional charge. Paul extended an invitation to any homeowner interested in helping with the process.

LANDSCAPING ADVISORY GROUP: Dave & Virginia Heerwagen

The Heerwagens are asking for volunteers to form a Group with the objective of identifying landscaping, capital, non-capital and maintenance projects to submit to the A & L Committee for consideration. Also help prepare a Resident Landscape Responsibility handout as a quick reference summarizing the existing information.

CENTER STAIRWAY PROJECT: Len Gaetz

Len stated the project is progressing satisfactorily. A minor change in design has been made to accommodate an unstable area. He did extensive search for the proper lighting for the stairs and chose some that will be functional and attractive at a reasonable price.

OLD BUSINESS:

Stan will place the order for the lumber to replace the hand rails on the bridge and stairway to the beach which will complete the hand rail project.

The main entry gate has a new key pad with no code change.

NEW BUSINESS:

The Cove received a request from an owner from Chetco Terrace to repair the fence separating the two properties. Stan made the repairs with materials on hand.
Bob Silva ask about getting some kind of heaters to be used in the maintenance building for meetings and Stan’s office area. There was discussion and suggestions but no decision.

Meeting Adjourned

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Draft of Minutes

The Cove at Brookings

Special Board of Directors Meeting

September 12, 2018

Directors present: Paul Whitworth, John Gregg, Bob Silva, Pat Curry and via telephone
Laura Schneirson.

Members attending: Len Gaetz, Jim Zakrewski, Youwanda Dreger, Jan Cristofaro,
Dave Herrwagen.

The meeting was called to order at 10:00 AM

Meeting notice was posted and emailed September 3, 2018

Paul explained the purpose of the meeting was to discuss payment of the much needed moss removal from tile roofs on the westerly units. The work was well done but the cost was more than expected and since it is not a budgeted item wanted input from the entire Board.

It was decided that the Operating and Maintenance account had sufficient funds to pay Edwards Roofing the accumulated bill of $10,029.91. Charges of $2,434.25 for work done in 2017 which was not previously invoiced and the current amount $7,194.00.

The cleaning of the remaining units will be delayed until next year and after a plan to budget the expense on a current and long term basis.

The motion was made and after discussion, seconded and passed to pay the bill from the O & M checking account.

Meeting Adjourned.