2016
January
January
Meeting Minutes of
The Cascade Gardens Community Association
Thursday, January 14, 2016
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Also Present:
Lynn Taylor
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Robert Hoats at 6:35 PM noting that a quorum was
present.
Homeowner Forum
Mailboxes – Lynn wanted to thank the Board for the new mailboxes. They look great!
Urine odor – It has been noted that the strong urine odor coming from the balcony at C1 continues
and prevents other residents from opening windows due to the smell.
Downspouts at B building – The downspouts along the alley are being crushed, causing them to
become clogged and unusable. A motion was made, seconded and approved 4-0 to have the ends of
the downspouts removed.
Roof Leak - There is a potential roof leak at unit B4, however the stains appear to be older and have
not re-occurred.
Minutes
November 12, 2015 Minutes – A motion was made, seconded and passed 4-0 to accept the minutes
as written.
Financials
Monthly Financials – A motion was made, seconded and unanimously passed 4-0 to accept the financials
for October and November 2015 into the record.
Funds transfer – Due to the annual insurance premium payment, a motion was made, seconded and
passed 4-0 to transfer $15,000 from reserves to the operating account.
Unfinished Business
Chimney & Vent cleaning – During the chimney and dryer vent cleaning there were six units where it
was noted that the firebox in the fireplace is cracked and a potential fire hazard. Management sent a
follow up letter to the owners who have not responded. If the repairs are not completed by 1/30/2016,
the owners will be called to a violation hearing. This item remains open.
Drought/Water restrictions requirements – A letter has been mailed/distributed to all owners and
residents outlining the restrictions and rule changes. Chris has drafted two letters informing all
residents that their unit will be visually inspected by a licensed plumber to help identify any potential
leaks at the property. The Board reviewed the two versions and voted to table this item until an
agreement on enforcement of the rules is reached. Item remains open.
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Landscaping/Irrigation – The landscaper continues to replace old sprinkler heads with higher
efficiency sprinklers to save water. Irrigation has been reduced to one day per week to adhere to the
mandatory drought restrictions. Item remains open.
Mail box repairs – Management will mail certified letters to owners with a set of keys to replace the
south side mailboxes. Management will coordinate with the USPS and Mark to get the boxes
installed. It was noted by the mail carrier that there are not enough parcel boxes at the property and
she requested more boxes. A motion was made, seconded and passed 4-0 to order a new 4 parcel
mailbox. Item remains open.
Wood Repairs - There are several areas damaged by termites/wood rot that are in need of repairs,
including balconies and the back stairway to the clubhouse. Item has been tabled.
Pool – There is a possibility of a leak in the pool. A leak detector has inspected the pool and skimmer;
however we have yet to get the report from the inspector. Chris has researched pool covers for the off
season. The Board voted 3-1 with one member abstaining to go with the vinyl option, not to exceed
$2000.00. Chris will forward the info to Management. Item remains open.
Gutter cleaning/Maintenance –J-MAC is in the process of cleaning the roofs and gutters and will
insert install foam gutter inserts as needed. Management will be getting bids to replace all of the
gutters. Item remains open.
Rule and Regulation changes – New rules were proposed and mailed to the owners in November
2015 for comment. The following rules were approved and ratified by the Board:
General Issues
o 6. Window coverings shall be limited to properly installed and fitted drapes, blinds, or
shade materials specifically for such use. White, near-white, neutral, or brown outwardfacing
colors are approved. Coverings shall be kept in a state of good maintenance.
o 21. While there are mandatory government water restrictions in place, water from a
running hose is not allowed anywhere on common, or exclusive use common area
property, (parking lot area, parking area planters, association landscaping, patios,
balconies, etc.) unless it's proven to alleviate immediate safety or sanitation hazards.
Trash
o 2. Large items such as mattresses/box springs/bed frames/headboards, Christmas trees,
furniture, carpeting or old fixtures are NOT to be placed in or around the trash bins. Boxes
must be “broken down” before being put into the bins.
It is the responsibility of the individual resident to remove large items from the Association
property. Appliances, furniture, construction and remodeling items (such as, but not limited to
drywall, carpet, tile, wood, piping, cabinetry, countertops, etc.) are not allowed in the trash bins.
Also, do not dispose of anything which the trash company refuses to pick up, even if it fits in
the bins. This includes hazardous materials, or anything making the bin too heavy to safely
move.
Because of the high costs associated with improper use of the trash bins, the Board can
impose fines as high as $100 for each initial violation (plus the costs of removal)
Because of the high costs associated with improper use of the trash bins, the Board can
impose fines as high as $100 for each initial violation (plus the costs of removal)
o 5. Soda cans/bottles left outside for Saturday morning recycling may be put out no sooner
than 6:00 pm on Friday and no later than 7:30 am on Saturday morning. Residents are not
permitted take items left out for the Saturday morning recycling program. If recycling is still
on the common area after 12:01 pm Saturday, residents donating the items are responsible
to remove them.
o Balconies and Patios
o 4. Occupants may place appropriate furniture and plants on the balconies with the
following restrictions:
o 4d. Two (2) small, marked, recycling bins are permitted on the balconies.
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o 5. Roll-down shades and screen material are permitted only to provide shade and to act as
insect deterrents, not to conceal unauthorized and unsuitable personal items stored on the
balconies:
o c. Privacy screens, and other materials, cannot be hung/draped/placed/ across rails and
o fences. Privacy screens cannot be nailed or screwed into rails and fences. They
also cannot extend from one balcony to another, or from the balcony to the fences,
or from the building to the fences.
o Vehicle Parking and Operations
o 10. Towing from permit spaces and common areas can only be authorized by a member of
the Board of Directors. Homeowners may not tow vehicles without permission of a Board
member, except from their assigned parking space.
Animals
o 3. Pet owners must always clean up after their pets and MUST pick up animal defecation
immediately. Pet owners should carry “pooper scoopers” or other appropriate devices for
the immediate removal of animal defecation. Litter boxes kept on balconies and patios
should be kept clean so as not to attract pests or cause unwanted odors. Animal waste
must also be picked-up/cleaned-up from owners backyards/patios, and/or balconies as not
to attract pests or to cause odors.
A motion was made, seconded and passed 4-0 to accept the new rules and regulations. Management
will mail the changes to all owners per civil code. Item is closed.
New Business
Insurance – Proposals for insurance were received for the annual policy. A motion was made,
seconded and passed 4-0 to accept the proposal from Travelers Insurance. Item is closed.
Sump pump problems/drainage – The sump pumps and drainage at the C and F buildings
continues to be an issue during heavy rains. Several options (with photos) were provided by Chris,
including adding new drain lines, installing new sump pump(s), diverting water and adding surface
drains. No agreement was reached on solutions to the problems and will be discussed at the next
meeting. Item remains open.
Unit B3- Reported leak – A report of a water leak was reported by the owner of B3 in the afternoon
on Christmas Eve. Management provided the owner with the name and number of the preferred
plumber for the association and noted that the Owner would be responsible for the repairs unless the
Board voted that this was an HOA issue as the problem appears to be a condensation issue and not
HOA responsibility. A motion was made, seconded and approved 2-1 with one member abstaining to
have the HOA pay for the plumbing invoice. The cost of drywall repairs where the plumber cut holes to
investigate was discussed, however no motions received a second and who should pay for the
repairs. This item has been tabled.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, Third party
relations.
Next Meeting
The next meeting is the annual meeting to be held February 11, 2016.
Adjournment
The meeting was adjourned at 9:25 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
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February
Meeting Minutes of
The Cascade Gardens Community Association
Thursday, February 11, 2016
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Noah Bussell
Also Present:
Jennell Bussell
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Robert Hoats at 6:35 PM noting that a quorum was
present.
Homeowner Forum
Electrical outlet – The Owner of unit B2 noted that their outside electrical outlet does not work. It was
noted by Management that the Owner is responsible for repairs to utilities servicing just their unit.
Tree trimming debris – Trees were recently trimmed in front of the B building, however the branches
and debris were not cleaned up.
Minutes
January 14, 2016 Minutes – A motion was made, seconded and passed 4-0 to accept the minutes as
written with one member abstaining.
Financials
Monthly Financials – A motion was made, seconded and unanimously passed 5-0 to accept the
financials for December 2015 into the record.
Unfinished Business
Chimney & Vent cleaning – During the chimney and dryer vent cleaning there were six units where it
was noted that the firebox in the fireplace is cracked and a potential fire hazard. One Owner has not
made the necessary repairs by the 1/30/2016 deadline and will be called to a hearing. This item has
been moved to executive session.
Landscaping/Irrigation – The landscaper continues to replace old sprinkler heads with higher
efficiency sprinklers to save water. Irrigation has been reduced to one day per week to adhere to the
mandatory drought restrictions. J-MAC had an arborist inspect the trees and provided a verbal bid for
tree trimming. It was noted that there is no money budgeted for tree trimming and the line item should
be included in the 2016/2017 budget. Item remains open.
Mail box repairs – All the mailboxes have been replaced. The mail carrier requested additional parcel
lockers which will be installed by the end of the week. Item remains open.
Wood Repairs - There are several areas damaged by termites/wood rot that are in need of repairs,
including balconies and the back stairway to the clubhouse.
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Balcony replacement - Chris, Don and Robert have offered to meet with Mike Fetter from
Fetter Construction to look at the existing balconies and get a scope of work and a proposal
for repairs
Fence repairs – Unit A1 – A 4x4 fence post was damaged by the recent storms and the fence
in need of repairs. Mark will make permanent fence repairs 2/19/2016.Item remains open.
Pool – There is a possibility of a leak in the pool. A leak detector has inspected the pool and skimmer;
however we have yet to get the report from the inspector. Chris researched pool covers for the off
season. The Board voted 3-1 with one member abstaining to go with the vinyl option, not to exceed
$2000.00. Chris will forward the info to Management once the leak issue has been resolved. Item
remains open.
Gutter cleaning/Maintenance –J-MAC has finished cleaning the roofs and gutters as well as
installing foam gutter inserts as needed. Item is closed.
Sump pump problems/drainage – The sump pumps and drainage at the C and F buildings
continues to be an issue during heavy rains. Chris presented two solutions for discussion:
F Building – A motion was made, seconded and passed 5-0 to purchase a new sump pump
(near F3), install a new GFI and run additional electrical lines so each pump has a dedicated
GFI outlet, price not to exceed $500.00.
C Building – A motion was made, seconded and passed 5-0 to purchase a new sump pump
(near C7), install a new GFI, build a roof over the pump (to prevent debris), run a 4” line which
would drain to the north and install an additional electrical line so each pump has a dedicated
GFI outlet, price not to exceed $2000.00. Item remains open.
New Business
Vents – The cause of the reported leak in unit B3 has not been found, therefore the Board authorized
a vent inspection (with a camera) for the dryer vents at units B2 and B3. A motion was made,
seconded and passed 5-0 to confirm that the HOA will pay for the camera inspection of the dryer
vents in units B2 and B3. During the inspection, it was noted that there are gaps in the vent box on
the roof that need to be sealed up, as well as sealing the B3 dryer vent to prevent hot mixing. A
motion was made, seconded and passed 5-0 to have the gaps filled in and 90 degree venting added
to the box on the roof, price not to exceed $250.00. The owner of B3 will seal the dryer vent gap in
his unit. Item remains open.
Plumbing
Unit B3- Reported leak – A report of a water leak was reported by the owner of B3 in the
afternoon on Christmas Eve. A motion was made, seconded and passed 2-1 with 1 member
abstaining approved the HOA to pay for the plumbing inspection invoice. The cost of drywall
repairs where the plumber cut holes to investigate was discussed. A motion was made,
seconded and passed 2-1 with 2 members abstaining to have the HOA pay for $300.00 of the
$421.98 drywall repairs. This item remains open.
Unit F9 – Reported leak – Management received a report of a leak in unit F9, as well as a
report of a pinhole leak in the recirculation line in the F building utility room. The utility room
has been dried out and sealed to prevent further water issues in the unit. Item is closed.
D Building water heater – Management has received complaints about loud noises coming
from the water heater at the D building. Per SuperTech Plumbing, the noise is caused by
calcium build up in the tank and should be cleaned. Management will have the tank drained
and cleaned. Item is closed.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, Third party
relations.
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Next Meeting
The next meeting is the annual meeting to be held March 10, 2016.
Adjournment
The meeting was adjourned at 8:23 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
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Meeting Minutes of
The Cascade Gardens Community Association
Thursday, March 12, 2015
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Noah Bussell
Also Present:
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:30 PM noting that a quorum was
present.
The meeting was adjourned at 7:29 PM and called to order at 8:10 PM to allow for the executive
session board meeting.
Homeowner Forum
Trash/Recycling – A request was received to add some type of fence or gate to hide the trash and
recycling at both the A and G buildings.
Minutes
February 12, 2015 Minutes – A motion was made, seconded and passed 5-0 to accept the minutes as
written.
Financials
Monthly Financials – A motion was made, seconded and unanimously passed 5-0 to accept the financials
for January 2015 into the record.
Unfinished Business
Private Property Sign Replacement – Chris and Alma will meet and determine what wording best fits
the needs of the community and will work with Management to get the custom signs ordered and the
unused signs returned. Item has been tabled.
Clubhouse/Storage Room – Rene Feuerbach has volunteered to assist the Board with
cleaning/renovating the storage room and clubhouse, however the project is currently on hold. The
window in the storage room has replaced with plexiglass to avoid breakage. This Item remains open.
Banking Account Signature Cards – The Board has updated the signature cards for the reserve and
operating accounts. A motion was made, seconded and unanimously passed to open a Reserve
Savings account at Union Bank, and transfer $10,000 from operating to fund the account. All further
reserve contributions will be deposited into the new account. Management will get CD and money
market interest rates for the next meeting. This item is closed.
Balcony Repairs – The fascia boards at units A5, B3 and B4 were treated and repaired. Mark from JMAC
will make repairs to the balcony at D4 starting 3/18/2015. Item remains open
Chimney & Vent cleaning – Three bids were received to clean the dryer vents and sweep the
chimneys for each unit. A motion was made, seconded and passed 5-0 to accept the proposal from
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Chimney Champs. Management will work with Chris to get this scheduled and notices out to all
residents. This item remains open.
Board assistance at Property – Two of the five Board members live off site and are unable to be on
site in case of maintenance or an emergency. Chris did a walk thru of the property to with Noah to
familiarize him with the working of the Association and will coordinate with Ed to schedule a walk thru
with him. Item remains open.
Neighborhood Watch - Alma has not attended a Board meeting since October 2014, and has
requested that the Board change the next meeting date to a Wednesday. Due to work schedules, the
meetings will continue to be held on the second Thursday of the month. This item has been tabled.
Reserve Study – Chris Riley and Management will meet with Chris from Intraspect at the property to
inspect the property and to get the reserve study started. Item remains open.
New Business
Architectural Applications
G4 - Architectural Application – Vinyl windows – The Owner has requested approval to install white,
Milgard vinyl windows in the kitchen window, bedroom slider and back patio sliders of the unit. A motion
was made, seconded and passed 5-0 to approve the application.
G3 - Architectural Application – Vinyl windows – The Owner has requested approval to install two
vinyl windows, however there was no detail or specifications included with the application.
Management requested more information from the Owner. The application was incomplete and the
application declined until the information received and re-submitted.
F1 – Architectural Application – Weather Stripping – A representative of the Energy Savings
Assistance Program contacted Management to get approval to replace weather stripping at unit F1. A
motion was made, seconded and passed 3-1 (one member abstained) to approve the application,
noting that the weather stripping be brown in color.
Collections
Non-Judicial foreclosure – Account 427-070-31-13- The Board reviewed the file and attorney
recommendations for an Owner currently in collections for unpaid assessments. The attorney has
recommended that the Board proceed with non-judicial foreclosure. A motion was made, seconded and
passed 5-0 to authorize non-judicial foreclosure proceedings for the unpaid assessments Item
remains open.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, Third party
relations.
Next Meeting
The next Board meeting is to be held April 9, 2015.
Adjournment
The meeting was adjourned at 8:12 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
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Meeting Minutes of
The Cascade Gardens Community Association
Thursday, April 9, 2015
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Noah Bussell
Also Present:
Alma Ditty, Neighborhood Watch
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:35 PM noting that a quorum was
present.
Homeowner Forum
Recycling – Some residents are leaving their recycling out to be picked up by Neighborhood Watch
over extended periods of time. Per the rules, “Soda cans/bottles left outside for Saturday morning recycling
may be put out no sooner than 6:00 p.m. on Friday and no later than 7:30 a.m. on Saturday
morning.” Any resident leaving recycling/trash outside the unit before the designated time frame will be
sent a violation letter for storage on common area.
Mailboxes – The mailboxes are old and in need of replacement.
Neighborhood Watch
Crime/Home Burglaries – There continue to be burglaries in the neighborhood. There were also
incidents involving school aged children who were off for the Easter holiday. Please report all
suspicious activity to the police.
Agave Hills – There is new management at Agave Hills.
Minutes
March 12, 2015 Minutes – A motion was made, seconded and passed 5-0 to accept the minutes as
written.
Financials
Monthly Financials – A motion was made, seconded and unanimously passed 5-0 to accept the financials
for February 2015 into the record.
Reserve Account – A motion was made, seconded and passed 5-0 to move $30,000 from the operating
account to the Union Bank preferred Reserve savings account.
Unfinished Business
Clubhouse/Storage Room – Rene Feuerbach has volunteered to assist the Board with
cleaning/renovating the storage room and clubhouse, however the project is currently on hold. The
window in the storage room has replaced with Plexiglas to avoid breakage. This Item remains open.
Balcony Repairs – The balcony at D4 has been replaced. Item is closed.
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Chimney & Vent cleaning – Chimney Champ will be cleaning the dryer vents and chimneys (as
needed), starting with the G building. Chris will get a schedule to be distributed to each tenant advising
them of the work and the time frame they will need to be home for the cleaning. The Board members
will need to assist on the weekends as needed to help in case there are any issues. This item
remains open.
Board assistance at Property – Two of the five Board members live off site and are unable to be on
site in case of maintenance or an emergency. Chris did a walk thru of the property to with Noah to
familiarize him with the working of the Association and will coordinate with Ed to schedule a walk thru
with him. Item remains open.
Neighborhood Watch – Alma provided the Board with the annual expenses for Neighborhood Watch.
The Board sent a letter to Neighborhood Watch in November of 2014 outlining the responsibilities of
NW for the Cascade Gardens community. Alma was asked if she understood the parking enforcement
parameters so that she can resume patrolling the property and to avoid any confusion. A motion was
made, seconded and passed 3-2 to donate $500 to Neighborhood Watch. Item is closed.
This item has been tabled.
Reserve Study – The reserve study has been completed and sent to the Board for review. There are
some items that need to be adjusted. Suggestions for changes will be sent to Intraspect so the report
can be revised. Item remains open.
New Business
2015/2016 Annual Budget – A draft budget was prepared and distributed to the Board for input. Item
remains open.
Trash – To prepare for the annual budget, Management obtained bids for trash/recycling services. A
motion was made, seconded and passed 5-0 to accept the proposal for Tayman Industries. Item is
closed.
Pest Control – Subterranean termites were noted at the pool/clubhouse area. A motion was made,
seconded and passed 5-0 to accept the bid from Harbor pest to have the areas treated as needed.
Item is closed.
Paving – Chris met with the Owner of San Diego Asphalt & Recycling Center to get input and a
proposal for re-paving/sealing/striping the parking lots. Two bids were received, one bid for minor
repairs and seal, and the other bid to install petromats to the lower parking area. It was discussed and
decided that the petromats will extend the life of the parking areas and was a better option for the long
term. A motion was made, seconded and passed 5-0 to accept the bid for the petromats. Item
remains open.
Worker’s Compensation Insurance - The current policy expires 5/2015. A motion was made,
seconded and passed 5-0 to renew the workers compensation insurance. Item is closed.
Electrical – The electrical system at the pool is currently on a single breaker. Chris suggested that the
lights be placed on their own breaker. A motion was made, seconded and passed 5-0 to have Scott
from Irish Electric make the necessary repairs, not to exceed $500.00. Item is closed.
Pergola – The pergola area outside the pool bathrooms is in poor shape and in need of replacement.
A motion was made, seconded and/ passed 5-0 to have the mesh/pergola replaced with a roof. Item is
closed.
Pool Deck Sealer – Mark from J-MAC has been working on cleaning, staining and sealing small
section of the pool deck to preserve the look of the deck. A motion was made, seconded and passes 5-
0 to have Mark complete the entire pool deck. Item is closed.
Architectural Applications
D7 - Architectural Application – Vinyl windows – The Owner has requested approval to install
white, Millard vinyl windows of the unit. A motion was made, seconded and passed 5-0 to approve the
application. Item is closed
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E5 - Architectural Application – Vinyl windows – The Owner has requested approval to install three
vinyl windows for windows already been installed at the unit. The color of the windows does not match
the standard set by the Board. A conditional approval was agreed upon by the Board, providing that the
Owner paint the windows white to match the existing vinyl windows in the community. Item is closed
G4 – Architectural Application – New front door – The Owner has requested that she be able to
replace her front door as it is cracked. Currently there is no architectural standard for new doors in the
community. The Board suggested that the Owner research some replacement options and submit an
application. Item remains open.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, Third party
relations.
Next Meeting
The next Board meeting is to be held May 7, 2015.
Adjournment
The meeting was adjourned at 8:12 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
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Meeting Minutes of
The Cascade Gardens Community Association
Thursday, May 12, 2016
Board Members present:
Noah Bussell Chris Riley
Don Kitchen Robert Hoats (arrived at 6:53PM)
Also Present:
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order at 6:41 PM noting that a quorum was present.
Minutes
April 21, 2016 Minutes – A motion was made, seconded and passed 4-0 to accept the minutes as
written.
Financials
Monthly Financials – A motion was made, seconded and unanimously passed 4-0 to accept the financials
for March 2016 into the record.
Expenses - Irrigation improvements - It was noted that the drainage improvement expenses should
be coded to Reserves. A motion was made, seconded and approved 4-0 to re-code irrigation expense
to Operating Reserves. Management sent the expense report to Don for review and changes as
needed.
Committee Reports
Parking Committee – No report was provided.
Pool Committee - No report was provided.
Unfinished Business
Landscaping
Irrigation – The landscaper continues to replace old sprinkler heads with higher efficiency
sprinklers to save water. Irrigation has been reduced to one day per week to adhere to the
mandatory drought restrictions. Item remains open.
Razor grass – The razor grass has grown and is pushing over the wooden fence at the south
side of the property. A motion was made, seconded and passed 4-0 to have the razor grass
removed from the grotto area. Item is closed.
Wood/metal Repairs - There are several areas damaged by termites/wood rot that are in need of
repairs, including balconies and the back stairway to the clubhouse.
Balcony replacement –Fetter Construction replaced the west balcony at C6. The finished
balcony varies from the scope of work agreed upon in addition to insufficient risk
management/safety for the worksite while construction was completed. Management was
requested to get more bids based on the scope of work agreed upon. Item remains open.
Wrought iron fencing – The fencing is loose around the upper parking area near the B
building. A motion was made, seconded and passed 4-0 to have J-MAC Maintenance weld the
fencing into place, not to exceed $250.00. Item is closed.
Pool
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Potential leak - There is a possibility of a leak in the pool. A leak detector has inspected the
pool and skimmer; however no leaks were found. Chris will continue to monitor the water
levels. This item has been tabled.
Pool Deck – The new decking is in need of cleaning and sealing. A motion was made,
seconded and passed 4-0 to have J-MAC Maintenance power wash and seal the pool deck,
not to exceed $250.00.
Vents – During the vent inspection at units B2/B3, it was noted that there are gaps in the vent areas
that need to be sealed, as well as repairs to prevent the vents from hot mixing on the roof. The repairs
have been approved. Management will coordinate with the owners for repairs. Item remains open.
Property Inspections – Management noted that in Chris’s absence, there are no regularly scheduled
property inspections. Item remains open.
Plumbing/Hot water heater replacement – The Board approved replacement of the water heaters at
the G and B buildings. A motion was made, seconded and passed 4-0 to have J-MAC Maintenance
water proof the interior of the utility rooms prior to water heater replacement. Management will
coordinate the replacement of the heaters. Item is closed.
Dryer vent cleaning – A request was received to clean the dryer vent at F7, as it has been a year
since they were last cleaned. A motion was made, seconded and passed 4-0 to have units F7, A1, A2
and A3 cleaned. Item is closed.
Painting/staining – During a recent walk through, Don noted that the fences need to be re-stained
and the metal railings and retaining walls are in need of painting. Management has been requested to
get bids for the painting. Item remains open.
Tree trimming – This item has been tabled until cooler weather.
New Business
Annual Budget –
Budget & Disclosure Summary - Don provided the Board with two (2) draft budgets for the
2016-2017 fiscal year. A motion was made, seconded and passed 3-0 with one member
abstaining to accept the second draft budget with a $10.00 monthly increase. Don will send
the budget and annual disclosure summary to Management to be included in the annual
packet per civil code. Item is closed.
Annual packet cover letter – Don and Chris both provided draft copies of the annual letter to
the owners. Don will combine the two letters and send to Management for inclusion in the
annual packet. Item is closed.
Worker’s Compensation Insurance – The new policy was received and payment mailed to Don for
signature. Item is closed.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, Third party
relations.
Next Meeting
The next meeting is the annual meeting to be held June 9, 2016.
Adjournment
The meeting was adjourned at 7:58 PM.
By: _________________________ Date: ______________________________
Don Kitchen, Secretary
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Meeting Minutes of
The Cascade Gardens Community Association
Thursday, June 9, 2016
Board Members present:
Ed Ewing Chris Riley
Don Kitchen Robert Hoats
Also Present:
Laura Ramirez & Carey Goldstein
Grace Matthews
Lynn Taylor
Mark Copp, J-MAC Maintenance & Landscaping
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order at 6:30 PM noting that a quorum was present.
Homeowner Forum
Mocking birds – It was reported that there are mocking birds in the area that are targeting pets and
residents.
Vendor parking – A complaint was received that vendors are parking in fire lanes and blocking other
parking spaces.
Vendor contact – A complaint was received that a plumbing vendor had knocked on the door of a
unit asking questions about hot water. Management noted that it is common practice for the plumbers
to ask for access to the water system to test water temperatures while making repairs. Management
assured owner plumbers would not knock on her door again, unless it was an emergency
Minutes
May 12, 2016 Minutes – A motion was made, seconded and passed 4-0 to accept the minutes as
with a small correction.
Financials
Monthly Financials – Don will provide Management with the drainage improvement expenses that
should be coded to Reserves prior to the fiscal year end. This item is tabled.
Annual Review – Bids were received for preparation of the taxes and annual review. A motion was
made, seconded and passed 4-0 to accept the proposal from Dale Snider. Management will coordinate
with Dale to get the taxes and review completed. Item remains open.
Committee Reports
Parking Committee – No report was provided.
Pool Committee - No report was provided.
Landscaping Committee - No report was provided.
Unfinished Business
Landscaping/Irrigation – The landscaper continues to replace old sprinkler heads with higher
efficiency sprinklers to save water. Irrigation has been reduced to one day per week to adhere to the
mandatory drought restrictions. Item remains open.
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Wood/metal Repairs - There are several areas damaged by termites/wood rot that are in need of
repairs, including balconies and the back stairway to the clubhouse.
Balcony replacement – The Board reviewed bids for balcony replacement. A motion was
made, seconded and passed 4-0 to accept the proposal from IQ Maintenance and
Construction to replace the lower balcony at unit C6. Item remains open.
Pool leak - There is a possibility of a leak in the pool. A leak detector has inspected the pool
and skimmer; however no leaks were found. Pool Committee will continue to monitor the water
levels. This item has been tabled.
Stain/Sealant – The pool deck was re-stained and sealed for maintenance. Item is closed.
Vents – During the vent inspection at units B2/B3, it was noted that there are gaps in the vent areas
that need to be sealed, as well as repairs to prevent the vents from hot mixing on the roof. The repairs
have been approved. Management will coordinate with the owners for repairs. Item remains open.
Property Inspections – Management noted that in Chris’s absence, there are no regularly scheduled
property inspections. Item remains open.
Painting/staining – During a recent walk through, Don noted that the fences need to be re-stained
and the metal railings and retaining walls are in need of painting. Management has been requested to
get bids for the painting. Item remains open.
New Business
Plumbing – A leak was detected and patched on the B building. The pipes on the roof are failing and
causing periodic leaks. A motion was made, seconded and passed 4-0 to have the copper water lines
replaced from the utility room to the angle stop at unit B1. The work is to be supervised by Daniel at
SuperTech Plumbing. Item is closed.
Termite control – It was reported that there was evidence of active termites in the utility rooms.
Harbor Pest Control is scheduled to inspect and treat as necessary. Item is closed.
Annual Meeting – The annual meeting and election are scheduled to be held on October 2016. Item
remains open
Parking - A suggestion was made to install a pole and no parking sign near the C building utility
room. A motion was made, seconded and passed 4-0 to install a pole and sign, not to exceed $50.00.
Item remains open.
Collections
The Board reviewed the aging summary as of May 31, 2016.
Account 427-070-31-13 - A motion was made, seconded and passed 4-0 to send the account to
collections if not paid in full by 6/15/2016.
Account 427-070-31-51 - A motion was made, seconded and passed 4-0 to send the account to
collections if not paid in full by 6/15/2016.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, Third party
relations.
Next Meeting
The next meeting is the annual meeting to be held July 13, 2016.
Adjournment
The meeting was adjourned at 7:58 PM.
By: _________________________ Date: ______________________________
Don Kitchen, Secretary
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Meeting Minutes of
The Cascade Gardens Community Association
Thursday, July 13, 2016
Board Members present:
Ed Ewing Chris Riley
Don Kitchen Robert Hoats
Noah Bussell
Also Present:
Carey Goldstein
Grace Matthews
Danny Nguyen
Forugh Latif
Sandra St. Clair
Lynn Taylor
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order at 6:32 PM noting that a quorum was present. The meeting was
adjourned at 8:03 PM and called to order at 8:41 PM to allow for the executive session board meeting.
Homeowner Forum
Bird nest – It was reported that there is a birds nest by the men’s restroom.
Postings – Owners received a letter from a resident who posted erroneous information regarding the
Board and the HOA. All five (5) Board members noted that there is a full Board of Directors and that
there is no current litigation. Residents should contact Management with any HOA related questions
or concerns.
Newsletter – Chris has written his last newsletter. Thanks, Chris, for your many years of service!
A violation – An Owner wanted to discuss an appeal to a violation and was informed that this
topic should not be discussed in an open Board meeting and it will be discussed in executive session.
Minutes
June 9, 2016 Minutes – A motion was made, seconded and passed 4-0, with one member abstaining
to accept the minutes as written. A second motion was made, seconded and passed 3-0 with one
member abstaining to negate the vote on adopting of the minutes due to an error. The minutes will be
addressed at the next Board meeting.
Financials
Monthly Financials – A motion was made, seconded and unanimously passed 5-0 to accept the financials
for April and May 2016 into the record
Annual Review –Management will coordinate with Dale to get the taxes and review completed. Item
remains open.
Reserves Account – Wells Fargo – The account balance exceeds the FDIC insured amount of
$250,000. A motion was made seconded and passed 5-0 to transfer $18,000.00 from the Wells Fargo
Reserves to the Union Bank Reserve account. Don will make the transfer and send the receipts to
Management.
Committee Reports
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Parking Committee – No report was provided.
Pool Committee - No report was provided.
Landscaping Committee - No report was provided.
Unfinished Business
Landscaping/Irrigation –Drought restrictions have been changed and the HOA can now irrigate
three days per week and still adhere to the mandatory drought restrictions. Chris would like to
increase the irrigation time for the front lawns; however the rest of the property is low water usage and
should not need additional water. Chris would also like to upgrade the sprinklers on the F hill. A motion
was made, seconded and passed 5-0 to increase irrigation times as needed and upgrade sprinklers.
Item remains open.
Wood/metal Repairs - There are several areas damaged by termites/wood rot that are in need of
repairs, including balconies and the back stairway to the clubhouse.
Balcony replacement – The Board reviewed bids for balcony replacement. A motion was
made, seconded and passed 5-0 to accept the proposal from IQ Maintenance and
Construction to replace 4 balconies, not to exceed $6500.00. Chris will identify the balconies in
need of replacement. Item remains open.
Pool
Potential leak - There is a possibility of a leak in the pool. A leak detector has inspected the
pool and skimmer; however no leaks were found. Pool Committee will continue to monitor the
water levels. This item has been tabled.
Heater – The pool heater is in need of replacement. Chris has obtained quotes to replace the
heater. A motion was made, seconded and assed 5-0 to approve replacing the pool heater, not
to exceed $3600.00. Management will assist in getting additional bids. Item remains open.
Vents – During the vent inspection at units B2/B3, it was noted that there are gaps in the vent areas
that need to be sealed, as well as repairs to prevent the vents from hot mixing on the roof. The repairs
have been approved. Management will coordinate with the owners for repairs. Item remains open.
Painting/staining – Management has been requested to get bids for re-staining the fences and
painting of the metal railings and retaining walls. This item has been tabled.
Annual Meeting – The annual meeting and election are scheduled to be held on October 2016.
Request to serve forms will be mailed by the end of July. Item remains open
New Business
Board member resignation – Noah Bussell has resigned from the Board effective immediately. The
Board and Management thank Noah for his service to the community. Item is closed.
Board member appointment – A motion was made, seconded and passed4-0 to appoint Grace
Matthews to serve on the Board of Directors effective immediately. Grace will be the Vice-President
and will finish Noah’s term of office. Item is closed.
Termite control – It was reported by an Owner that he has termites, however the report provided only
showed evidence of termites in the cabinets which are personal property, not common area. A motion
was made, seconded and passed 5-0 to have Management schedule an inspection for termites on
common area at the unit. Item remains open
Sump Pump – A motion was made, seconded and passed 5-0 to have the sump pumps removed and
stored until the rainy season, not to exceed $75.00. Item is closed.
Pool Keys – The pool has not been re-keyed in several years and numerous keys have not been
returned to the owners upon move out, possibly allowing non-residents/owners to access the pool.
Management will get bids to re-key the pool. A motion was made, seconded and passed 5-0 to have
Mark change the pool equipment room lock for security. Item remains open.
Executive Session
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A brief executive session meeting was held to discuss accounts due, member discipline, Third party
relations.
Next Meeting
The next meeting is the annual meeting to be held August 10, 2016.
Adjournment
The meeting was adjourned at 8:43 PM.
By: _________________________ Date: ______________________________
Don Kitchen, Secretary
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September
October
Elections and no regular meeting
November
December- No meeting
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