Jan
Meeting Minutes of
The Cascade Gardens Community Association
Wednesday, January 15, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Jill Oportus
Also Present:
Noah & Jennell Bussell
Jason St. Pierre, Saint Pierre Stone & Concrete
Mark Copp, J MAC Maintenance & Landscaping
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.
The meeting was adjourned at 7:56 PM and called to order at 8:35 PM to allow for the executive session
board meeting.
Home Owner Forum
B Building – It was reported that the water in the B building is warm but not hot in the evenings.
Dog Feces – There continue to be complaints regarding dog feces in the planter outside unit E6/7.
Anyone witnessing dog owners who do not pick up after their pet should contact Management so that the
issue can be addressed with the person in violation of the rules.
Concrete Pool Deck
Jason from Saint Pierre Concrete & Stone was present for the meeting and addressed the following
issues:
· Deck drains – The deck drains should be placed every 10 feet on the deck. If the current drains
need some minor repairs, they will be included in the contract price. If the drainage system needs
to be replaced, Jason will provide the Board with an estimate for the repairs.
· Concrete density – The contract specifies 4000 psi (pounds per square inch) for the concrete
decking which is stronger than 2500 psi (comparison with other bids).
· Warranty – The concrete work will be guaranteed for a standard 7 year warranty, providing that
the deck is sealed at least every 3 years. Note that cracking and discoloration are not covered.
· Stamping – The deck will be stamped with a design chosen by the Board. The color and
stamping are included in the contract at no additional cost. It was noted that repairs made after
the stamping will not exactly match the original design.
· Completion time – The project should take approximately two weeks to finish.
Neighborhood Watch
Neighborhood Watch report by Alma Ditty
Graffiti – A local gang has been tagging the area. Neighborhood Watch has been working with the gang
unit to document and repair the graffiti.
Trespassing – There have been reports of people trespassing on HOA property and using the area to
do drugs. Report any suspicious activity to Neighborhood Watch as well as the SD Police Department.
Barking Complaints – There continue to be complaints of barking dogs.
Cabrillo Springs – Residents of a unit known for drug activity were arrested and evicted.
Vista Capri – The Vista Capri apartments have been sold and are now Astro Vista Apartments.
Vehicular break-ins – Reported incidents of vehicle break-ins have increased 10% in the last year.
Residents are reminded to lock their vehicles and do not store anything of value.
Pool Repairs – Street parking permits will be requested for the residents to use while the pool repairs
are being completed as the guest spaces will not be available for parking.
Neighborhood Yard Sale – A sidewalk sale will be scheduled for March 2014 and will be open to all
residents who wish to participate.
Minutes
December 11, 2013 Minutes – A motion was made, seconded and unanimously 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 November 2013 into the record.
Unfinished Business
Pool Area Repairs – Jason from Saint Pierre Stone & Concrete attended the meeting and answered
questions from the Board and members. The Board reviewed the proposals for the removal and
replacement of the concrete decking at the pool. A motion was made, seconded and unanimously
passed 5-0 to accept the bid from Saint Pierre Stone & Concrete. Item remains open.
Banking –Don will contact the banks and coordinate with the board members who will be added to the
accounts and get the signature cards updated. Item remains open.
Lighting – It was suggested that the pool light fixtures be changed. Jill has volunteered to research
lighting options. Item remains open.
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 remains open.
Move-In Policy – All owners who rent their units MUST have the Move-in policy checklist completed and
sent to Management. A copy of the form will be sent to each Owner not in compliance. Item remains
open.
New Business
Insurance – Management solicited bids for insurance coverage for the association. Farmers Insurance
and Travelers Insurance provided proposals. A motion was made, seconded and unanimously passed 5-
0 to accept the proposal from Travelers Insurance. Item is closed.
Executive Session
A brief executive session meeting was held to discuss accounts due, discipline procedures, third party
payment procedures.
Next Meeting
The next meeting is the annual meeting scheduled for February 12, 2014.
Adjournment
The meeting was adjourned at 8:44 PM.
Feb
Meeting Minutes ofThe Cascade Gardens Community AssociationWednesday, February 12, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Jill Oportus
Also Present:
Sandra St. Clair
Mark Copp, J MAC Maintenance & Landscaping
Alma Ditty, Neighborhood Watch
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:37 PM noting that a quorum was present.
Neighborhood Watch
Neighborhood Watch report by Alma Ditty
Trespassing – There continue to be reports of homeless people trespassing on HOA property and using
the area to do drugs. Report any suspicious activity to Neighborhood Watch as well as the SD Police
Department.
Recycling – Dumpster diving is still an issue at the property. Report any recycling vandals to
Neighborhood Watch.
Vehicular break-ins/thefts – Neighborhood Watch continues to receive reports of vehicle break-ins and
thefts. Residents are reminded to lock their vehicles and do not store anything of value in the vehicle
and to report any suspicious activity or any vehicles that do not belong in the area.
Pool Repairs – Street parking permits will be requested for the residents to use while the pool repairs
are being completed as the guest spaces will not be available for parking. Neighborhood Watch will be
patrolling the area during the pool project.
Minutes
January 15, 2014 Minutes – A motion was made, seconded and unanimously 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 December 2013 into the record.
Unfinished Business
Pool Deck and Concrete work –
· Concrete Stamping and accent overlay - The Board reviewed the samples of concrete decking
for the association as well as several colors of concrete and color overlays for the stamping. The
Board chose the ‘random canyon stone’ pattern for the stamping. The concrete color was
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narrowed down to ‘pebble’ or tan to match an un-marked photo sample, and the accent color to
be ‘dark walnut’. Jason is to provide two samples of the concrete with the color accents to the
Board no later than 2/28/2014 so the Board can review before the meeting. The pool work is
scheduled to start March 10th, 2014 and should be completed by March 24, 2014. A letter will be
distributed to all residents to notify them of the pool/clubhouse closure as well as restricting
access to the guest spots and ramps/stairs leading to the pool area.
· Pool Re-Plastering - A motion was made, seconded and unanimously passed 5-0 to accept the
new proposal from Coastal Pools in the amount of $8500.00.
· Landscaping – A proposal was received from J MAC Maintenance and Landscaping to remove
the shrubs near the pool gate in conjunction with the pool project. A motion was made, seconded
and unanimously passed 5-0 to remove the shrubs.
Banking –Don will contact the banks and coordinate with the board members who will be added to the
accounts and get the signature cards updated. Item remains open.
Lighting – It was suggested that the pool light fixtures be changed. Jill has volunteered to research
lighting options. Item remains open.
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 remains open.
Move-In Policy – All owners who rent their units MUST have the Move-in policy checklist completed and
sent to Management. A copy of the form will be sent to each Owner not in compliance. Item remains
open.
Storage Rooms – Neighborhood Watch is currently using the downstairs clubhouse rooms for storage.
The Board would like to see the rooms cleaned up as soon as possible.
New Business
Transitions – One or two current Board members will soon be leaving the Board of Directors. The HOA
will need new volunteers and for the current Board members to become leaders to help run the
association. Please contact Management if you are interested in joining the Board.
Executive Session
A brief executive session meeting was held to discuss accounts due, discipline procedures, third party
payment procedures.
Next Meeting
The next meeting is scheduled for March 5, 2014.
Adjournment
The meeting was adjourned at 7:57 PM.
March
Meeting Minutes ofThe Cascade Gardens Community AssociationWednesday, March 5, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Jill Oportus
Also Present:
Katharine Stolecki & Vannie Tran
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:33 PM noting that a quorum was present.
Homeowner Forum
Bathtub replacement – An Owner is planning to replace the bathtub and wanted to know if any other
unit had replaced the tub and what problems were encountered. Other owners have replaced the tubs
and have noted that they will fit through the doors of the unit.
Minutes
February 12, 2014 Minutes – A motion was made, seconded and unanimously passed 5-0 to accept
the minutes as written.
Financials
Monthly Financials – This item has been tabled.
Unfinished Business
Pool Deck and Concrete work –
· Concrete Stamping and accent overlay - The Board reviewed the samples of concrete decking
for the association as well as several colors of concrete and color overlays for the stamping. A
motion was made, seconded and unanimously passed 5-0 to approve the following:
Concrete Stamp - ‘Random canyon stone’ pattern
Concrete Color - Sandstone
Release Color - Walnut
· Pool Re-Plastering - Coastal Pools will be re-plastering the pool, coordinating with the concrete
deck removal and replacement. The pool project is to start March 10, 2014, weather permitting. A
letter will go out to all resident with construction and parking information. Item remains open.
Banking –Don will contact the banks and coordinate with the board members who will be added to the
accounts and get the signature cards updated. Item remains open.
Lighting – It was suggested that the pool light fixtures be changed. Several light samples have been
sent to the Board for their consideration. Item has been tabled.
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 remains open.
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Move-In Policy – All owners who rent their units MUST have the Move-in policy checklist completed
and sent to Management. A copy of the form will be sent to each Owner not in compliance. Item
remains open.
Storage Rooms – Neighborhood Watch is currently using the downstairs clubhouse rooms for storage.
The Board would like to see the rooms cleaned out and have set timelines for the removal of the stored
items. The storage in the clubhouse and bathroom must be cleaned out no later than May 15, 2014 and
the vast majority of the storage room cleaned out by June 15, 2014. Item remains open.
Transitions – One or two current Board members will soon be leaving the Board of Directors. The HOA
will need new volunteers and for the current Board members to become leaders to help run the
association. Please contact Management if you are interested in joining the Board.
New Business
Trash/Recycling bids – Management has been requested to get trash/recycling bids to assist with the
upcoming budget preparations. Item remains open.
Landscaping – A proposal will be requested from J-MAC for landscaping for the following projects:
· F side Hill
· F hill along front
· Parking lot planters
· Sump Pump at A building
· North side of B building hill – B/F Building planters
· Dog Walk Area
Executive Session
A brief executive session meeting was held to discuss accounts due, discipline procedures, third party
payment procedures.
Next Meeting
The next meeting is scheduled for April 9, 2014.
Adjournment
The meeting was adjourned at 7:30 PM.
April
Meeting Minutes of
The Cascade Gardens Community AssociationWednesday, April 9, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Also Present:
Victor Marmolejo, F1
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:36 PM noting that a quorum was present.
The meeting was adjourned at 7:16 PM and called to order at 7:32 PM to allow for the executive session
board meeting.
Homeowner Forum
Owners not picking up after their pet – There continue to be complaints regarding dog feces near the
E7 parking area. As a reminder, owners MUST pick up after their pet.
Minutes
March 8, 2014 Minutes – A motion was made, seconded and unanimously 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 January and February 2014 into the record.
2013 Annual Surplus – A motion was made, seconded and passed 2-1 with one member abstaining to
move the 2013 surplus in the amount of $8383.00 to Reserves - Operating.
Unfinished Business
Pool Deck and Concrete work – The majority of the pool re-plastering and deck replacement have
been completed. Pool furniture will be purchased for the resident’s use. A motion was made, seconded
and unanimously passed 4-0 to allow a budget of $350.00 to purchase chairs, tables and chaise lounge
chairs for the pool. Item remains open.
Lighting – It was suggested that the pool light fixtures be changed. Several light samples have been
sent to the Board for their consideration. Item has been tabled.
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 remains open.
Move-In Policy – All new owners MUST have the Move-in policy checklist completed and sent to
Management. A copy of the form will be sent to each Owner not in compliance. Item remains open.
Storage Rooms – Items Neighborhood Watch have stored in the clubhouse and bathroom must be
cleaned out no later than May 15, 2014 and the vast majority of the storage room cleaned out by June
15, 2014. Item remains open.
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Transitions – One or two current Board members will soon be leaving the Board of Directors. The HOA
will need new volunteers and for the current Board members to become leaders to help run the
association. Please contact Management if you are interested in joining the Board.
Trash/Recycling bids – Bids have been received for the monthly waste and recycling for the
community. A motion was made, seconded and unanimously passed 4-0 to accept the proposal from
Tayman Industries. Item is closed.
Landscaping – A motion was made, seconded and passed 3-1 to approve the proposal from J-MAC for
landscaping for the following projects:
· F side Hill - Clean
· F hill along front - Clean
· Parking lot planters – Clean and re-mulch
· Sump Pump at A building - Install
· North side of B building hill – Clean up
· B/F Building planters – Clean and re-mulch
· Dog Walk Area – Clean up
· Grotto – Trim/remove trees as needed
New Business
Architectural Application – An application was received from the owner of F1 to install a bathroom
window on the North side of the F building, along the common area walkway. A motion was made,
seconded and unanimously passed 4-0 to deny the application. The Board recommended to the Owner
that the skylight option has been approved in other units and might be a solution to the lighting issue.
Reserve Account Signature Cards – GE Capital requires that the Board pass a resolution to open a
new savings/CD account and that the signers complete, notarize and return the application forms. Some
Board members noted that they would prefer to use local a local financial institution instead of an on-line
bank. This item has been tabled.
2014/2014 Annual Budget – The landscapers and Management both asked for modest increases, as
prices have increased however monthly costs to the HOA have remained stable. A motion was made,
seconded and unanimously passed 4-0 to increase the monthly landscaping and monthly management
budget. Chris prepared and sent the Board a draft budget for the 2014-2015 fiscal year. Don proposed
new reserve contribution numbers for the budget. A motion was made, seconded and unanimously
passed 3-1 to accept the proposed budget with changes. Item remains open.
Executive Session
A brief executive session meeting was held to discuss accounts due, discipline procedures, third party
payment procedures.
Next Meeting
The next meeting is scheduled for May 14, 2014.
Adjournment
The meeting was adjourned at 8:27 PM.
May
Meeting Minutes of
The Cascade Gardens Community Association
Wednesday, May 14, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Jill Oportus
Also Present:
Noah & Jennell Bussell
Lynn Taylor
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:32 PM noting that a quorum was present.
The meeting was adjourned at 7:18 PM and reconvened at 8:25 PM to allow for the executive session
board meeting.
Homeowner Forum
Tree removal – An Owner noted that the tree near unit A1 is overgrown blocks his view and believes it
is causing damages to the street. The Owner would like the tree removed and the street fixed.
Pool Rules – Ed noted that he encountered residents who are violating the pool rules by bring
excessive guests, dogs and glass into the pool area. Management will work with Chris to get a
newsletter out to all residents reminding them of the rules and regulations.
Minutes
April 9, 2014 Minutes – A motion was made, seconded and passed 4-0 with one member abstaining to
accept the minutes with minor changes.
Financials
Monthly Financials – A motion was made, seconded and unanimously passed 5-0 to accept the
financials for March 2014 into the record.
Neighborhood Watch
Alma was unable to attend the meeting. Chris reminded everyone that the summer is approaching and
residents need to be proactive to help prevent problems.
Unfinished Business
2014/2014 Annual Budget – The budget was amended and passed at the April 2014 meeting. There
were no changes made to neither the proposed budget nor the collection policies for the HOA. A motion
was made, seconded and unanimously passed 5-0 to accept the 2014/2015 budget letter to be included
in the annual packet. Management will send out the annual packet as mandated by civil code no later
than May 30, 2014. Item remains open.
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Pool Deck and Concrete work – The pool has been re-opened and new furniture purchased for
resident’s use. Some superficial cracks have appeared on the decking and will be ground down and
colored to match the stamped concrete. Item is closed.
Lighting – It was suggested that the pool light fixtures be changed. Several light samples have been
sent to the Board for their consideration. Item has been tabled.
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 remains open.
Move-In Policy – All owners MUST have the Move-in policy checklist completed and sent to
Management. A copy of the form will be sent to each Owner not in compliance. Item remains open.
Storage Rooms – Items Neighborhood Watch have stored in the clubhouse and bathroom must be
cleaned out no later than May 15, 2014 and the vast majority of the storage room cleaned out by June
15, 2014. Item remains open.
Transitions – One or two current Board members will soon be leaving the Board of Directors. The HOA
will need new volunteers and for the current Board members to become leaders to help run the
association. Please contact Management if you are interested in joining the Board.
Reserve Account Signature Cards – GE Capital requires that the Board pass a resolution to open a
new savings/CD account and that the signers complete, notarize and return the application forms. Some
Board members noted that they would prefer to use local a local financial institution instead of an on-line
bank. This item has been tabled.
New Business
Workers Compensation Insurance – A motion was made seconded and unanimously passed 5-0 to
renew the workers compensation insurance for the 2014/2015 year. Item is closed.
Irrigation repairs – The irrigation valves near the D building are in need of replacement. A motion was
made seconded and unanimously passed 5-0 to accept the estimate from J-MAC and get the valves
repaired. Item is closed.
Balcony Repair – The balcony rail at C5 is damaged and need repairs. A motion was made seconded
and unanimously passed 5-0 to have J-MAC repair the balcony rails.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, third party
payment procedures.
Next Meeting
The next meeting is scheduled for June 11, 2014.
Adjournment
The meeting was adjourned at 8:32 PM.
June
Meeting Minutes of
The Cascade Gardens Community Association
Wednesday, June 11, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Jill Oportus
Also Present:
Shawn Styler
Sandra St. Clair
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:37 PM noting that a quorum was present.
Homeowner Forum
Trash/Debris – A complaint was received that there is trash and debris in the waste enclosures.
Pool Rules – Ed encountered people in the pool area with their children, but no owner present.
Minutes
May 14, 2014 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 April 2014 into the record.
Neighborhood Watch
Residential Break-ins – There continue to be break-ins at the Agave Townhomes and surrounding
areas. Residents are always reminded to keep their doors and windows locked, and do not leave
valuables unprotected.
Homeless – The clean-up and tree trimming of the grotto area have helped reduce the amount of
homeless in the area.
Pool – Someone has thrown bottle caps and pieces of rebar into the pool.
Vehicle break-ins – Over the Easter weekend, the area experienced a 2 year high of reported vehicle
break-ins.
Street Permit Parking – This is on hold at this time.
Unfinished Business
Lighting – Several light samples have been sent to the Board for their consideration. A motion was
made, seconded and passed 5-0 to purchase Progress Lighting outdoor black lantern light, model
P5456-31. Item remains open.
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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 remains open.
Move-In Policy – Owners who have moved in since it inception MUST have the Move-in policy
checklist completed and sent to Management. A copy of the form will be sent to each Owner not in
compliance. Item remains open.
Storage Rooms – A letter was received from Neighborhood Watch requesting an extension of the time
frame for removal of items stored in the storage room to July 31, 2014. Board will draft a response.
Item remains open.
Reserve Account Signature Cards – GE Capital requires that the Board pass a resolution to open a
new savings/CD account and that the signers complete, notarize and return the application forms. A
motion was made, seconded and unanimously passed 5-0 to and open a $50,000 CD with a two year
term. Don will coordinate the opening of the account. The accompanying GE resolution was tabled until
the Board had a chance to review. This item remains open.
Bad Debt – A motion was made, seconded and unanimously passed 5-0 to write off $9816.02 in bad
debt from a former owner.
Landscaping – A proposal was received from the previous landscaping company, Heaviland, for
landscaping services. The bid was almost double what the HOA is currently paying. No action was
taken. Item is closed.
New Business
Janitorial – Padres Janitorial has forcibly retired the person who has been serving Cascade Gardens
for many years. A bid was received from J-MAC for twice a month restroom cleaning and monthly deck
wash down and trash pickup throughout the property. Management has been requested to get two more
janitorial bids. Item remains open.
Architectural Application – Vinyl windows – The Owner of E1 has requested approval to install vinyl
windows in the kitchen and a front window at the unit. A motion was made, seconded and passed 4-1 to
approve the application. The windows are to be vinyl, and the style must match that of the existing
windows (no window panes, frosted glass, etc.). The color must be white with the board reserving the
right to require the outside frame be painted.
Termites – Three units (B2, E1 and F1) have noted active termites on the balconies. Management will
coordinate the inspection of the units. Management has been requested to purchase termite treatment
for spot treatment as needed. Item remains open.
Executive Session
A brief executive session meeting was held to discuss accounts due, member discipline, third party
payment procedures.
Next Meeting
The next meeting is scheduled for July 9, 2014.
Adjournment
The meeting was adjourned at 7:47 PM.
July
Meeting Minutes of
The Cascade Gardens Community Association
Wednesday, July 9, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Jill Oportus
Also Present:
Grace Matthews
Noah Bussell
Sandra St. Clair
Alma Ditty, Neighborhood Watch
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:37 PM noting that a quorum was present.
Homeowner Forum
Tree trimming – The owner of E6 would like permission to thin/trim the lime tree next to the unit as she
has done for 20+ years. A motion was made, seconded and unanimously passed 5-0 to allow the owner
to trim the tree under the supervision of the landscapers/Board President.
Pool Hours – An Owner requested that the pool hours be extended to open at 8:00AM so they can
swim before the temperature gets too hot. A motion was made, seconded and passed 4-0 with one
member abstaining.
Neighborhood Watch
Residential break in – A neighborhood residence on Olga Street was broken into during the day.
Vehicle Break-ins – There were four vehicles broken into in the surrounding area in the last month.
Vandalism – There is a resident at Agave Springs who continues to throw bottle caps in to the newly replastered
pool. Alma will provide the address to Management so they can follow up with a letter.
National Night Out – A barbeque is scheduled to be held 8/9/2014 at Agave Ridge Townhomes for
National Night Out.
Parking logs/Decals – Alma will coordinate with Chris and Management to get the parking logs, decals
and placards to Management.
Minutes
June 11, 2014 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 May 2014 into the record.
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Unfinished Business
Lighting – A new light fixture was installed at the pool to replace the globe light fixtures. The Board will
determine if the lighting is adequate and how many fixtures to be installed. Item remains open.
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 remains open.
Move-In Policy – All owners MUST have the Move-in policy checklist completed and sent to
Management. A copy of the form will be sent to each Owner not in compliance. Item remains open.
Storage Room – A letter was received from Neighborhood Watch requesting an extension of the time
frame for removal of items stored in the storage room past the previously agreed to date of July 31,
2014. This item has been moved to Executive Session. Item is closed.
Reserve Account Signature Cards – GE Capital requires that the Board pass a resolution to open a
new savings/CD account, however it was also noted that they will only require one signer to move
money and will also accept phone instructions. It was also noted that there is an indemnification clause
that benefited the financial institution and not the HOA. These terms are not acceptable to the Board
and they will look at alternative savings options. This item remains open.
Janitorial – Padres Janitorial has forcibly retired the person who has been serving Cascade Gardens
for many years. Two bids were received for twice a month restroom cleaning and monthly deck wash
down and trash pickup throughout the property. Sandy from E6 state that she also did janitorial work
and would like the chance to bid on the job. Item remains open.
New Business
Pest Control – The office at Epic Pest Control has been difficult to work with and has refused to send
the executed contract for the Association as requested. Management will get bids for other pest control
companies to the Board for review. We will also request additional bait stations as we continue to get
complaints regarding mice. Item remains open.
Annual Financial Review – Proposals were received for the annual review and tax preparation for the
HOA. A motion was made, seconded and unanimously passed 5-0 to accept the proposal from Dale
Snider. Item remains open.
Balcony Repairs - Three units (B2, E1 and F1) have been inspected and termites were found on the
balconies. The balcony rails will be removed and replaced as well as treated for termites. The Board will
address balcony replacements as needed and will work on an annual schedule. 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 meeting is scheduled for August 13, 2014.
Adjournment
The meeting was adjourned at 7:51 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
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August
Meeting Minutes of
The Cascade Gardens Community Association
Wednesday, August 13, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Jill Oportus
Also Present:
Shawn Styer
Danny & Huong Nguyen
Noah Bussell
Kimberly Alexander
Victor Marmolejo
Alma Ditty, Neighborhood Watch
Karen A. Smith, Cabrillo Association Management
Call to Order
The meeting was called to order by President Chris Riley at 6:36 PM noting that a quorum was present.
Homeowner Forum
Hot Water – A resident noted that the hot water to the unit was not working properly. The recirculation
pump will be replaced 8/14/2014 which should restore hot water to the units.
Landscaping – A complaint was received that the shrubs in back of the B building were trimmed,
however there was debris that was not picked up.
Minutes
July 9, 2014 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 June 2014 into the record.
Unfinished Business
Lighting – A new light fixture was installed at the pool to replace the globe light fixtures. A motion was
made, seconded and passed 3-1 with one member abstaining to replace the globe lights at the pool
with lantern lighting with LED bulbs. A motion was made, seconded and unaimously passed 5-0 to
replace the roof light near F7 with an LED fixture. Item remains open.
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 remains open.
Move-In Policy – All owners MUST have the Move-in policy checklist completed and sent to
Management. A copy of the form will be sent to each Owner not in compliance. Item remains open.
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Storage Room – The HOA has multiple boxes of association related documents in the store rooms at
the pool area. Chris and Jill volunteered to go through the files and purge any files not needed by the
HOA. Don has offered to scan the files the HOA should retain to reduce the amount of paper storage on
property. Item remains open.
Reserve Account Signature Cards – The First Republic CD expires 8/21/2014. A motion was made,
seconded and unanimously passed to have the close the account and open a Union Bank Reserve
account. New signature cards will be completed after the results of the annual meeting. This item
remains open.
Janitorial – Padres Janitorial has forcibly retired the person who has been serving Cascade Gardens
for many years. Sandy from E6 stated that she would like the chance to bid on the job however she did
not provide a proposal. Management has been requested to get bids for both the summer months (twice
a month cleaning) as well as bids for the winter months (once a month cleaning). Item remains open.
New Business
Pest Control –Management has received bids for pest control companies for the Board for review. A
motion was made, seconded and unanimously passed 5-0 to accept the contract for Harbor Pest
Control. Item is closed.
Annual Financial Review – The annual review and tax preparation for the HOA are currently being
prepared by CPA Dale Snider. The annual review will be mailed to all owners per civil code. Item
remains open.
Balcony Repairs – Termites were reported at unit B3 on balcony. The balcony rails with termites will be
removed and replaced as well as treated for termites. The Board will address balcony replacements as
needed and will work on an annual schedule. Item remains open.
Architectural - Security Door – An ARC request was received to install a security door at unit E1. A
motion was made, seconded and unanimously passed 5-0 to allow the Homeowner to install the ‘Su
Casa’ style black security door.
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 October 8, 2014. The annual meeting is scheduled for September
10, 2014.
Adjournment
The meeting was adjourned at 7:33 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
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September
The annual meeting/elections were scheduled but there was no quorum so there was no meeting. No meeting, no minutes.October
Meeting Minutes of
The Cascade Gardens Community Association
Wednesday, October 8, 2014
Board Members present:
Chris Riley Ed Ewing
Don Kitchen Robert Hoats
Noah Bussell (arrived later)
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 6:56 PM noting that a quorum was
present. The meeting was adjourned at 7:15 PM and reconvened at 7:52 PM to allow for the executive
session board meeting.
Homeowner Forum
Steps – It was reported that the steps leading to the B building have a gap and need to be repaired.
Bees – There have been reports of bees in the area. It was noted by the Board president that the
presence of bees does not mean that there is a swarm or a nest, just scouts looking for food/water. If a
nest or swarm is detected, the HOA will have the bees removed.
Neighborhood Watch
Police Force – Police Officers are retiring and leaving the force, which leaves a void for the
neighborhood police presence. Residents are encouraged to be more vigilant in protecting their
property and reporting suspicious activity to the SDPD and Neighborhood Watch.
Agave Springs – The longtime manager has been replaced. It would be beneficial to the community if
the new management has a better screening process for potential residents to help weed out felons
and drug dealers.
Scams – There have been reports of callers scamming residents over the phone, posing as family
members in financial need. If you've been contacted by one of these scammers, please contact the
Federal Trade Commission at 1-877-FTC-HELP or https://www.ftccomplaintassistant.gov.
Recycling – Recycling donations to Neighborhood Watch are picked up between 7:30-8:30AM on
Saturdays. Donations are needed to help fund Neighborhood Watch.
Minutes
August 13, 2014 Minutes – A motion was made, seconded and passed 4-0 to accept the minutes as
written.
President’s Report
President, Chris Riley, addressed the Board noting at times, meetings over the last 18 months have
become uncivil. The HOA is a business, and meeting participants need to behave in a professional
manner at all times; including treating others with respect. He also emphasized that racism, sexism,
misogyny, verbal or physical threat will never be tolerated. Any Board member, owner/resident or
contractor displaying improper decorum, or any of the above behaviors, will be asked to leave the
proceedings immediately, and could face other potential sanctions.
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Financials
Monthly Financials – A motion was made, seconded and unanimously passed 4-0 to accept the
financials for July 2014 into the record. The First Republic account was closed, however a final bank
statement not received. Don will contact the bank to get the final statement so the account can be
reconciled.
Unfinished Business
Lighting – New light fixtures have been purchased to be installed at the pool to replace the globe light
fixtures. The bulbs will be replaced with LED bulbs. Item remains open.
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 remains open.
Storage Room –Chris and Jill volunteered to sort and purge any files not needed by the HOA. Rene in
A1 has volunteered to assist the Board with renovating the storage room to be useable for all
residents. The window is currently boarded up and will need to be repaired; possibly adding security
bars to the windows to prevent break-ins. This Item has been tabled.
Reserve Account Signature Cards – The First Republic CD expires 8/21/2014. New signature cards
will be completed after the results of the annual meeting. This item remains open.
Janitorial – Three janitorial bids were received for both the summer months (twice a month cleaning)
as well as bids for the winter months (once a month cleaning). This item has been tabled.
Balcony Repairs – Termites were reported at unit B3 and B4 on balcony fascia. Management will get
the areas treated and repairs made to the fascia boards as needed. The balcony rails with termites will
be removed and replaced as well as treated for termites. The Board will address balcony replacements
as needed and will work on an annual schedule. Item remains open
New Business
Chimney & Vent cleaning – Management has been requested to get proposal for dryer vent and
chimney cleaning for all units. This item remains open.
Area Improvements schedule – The sprinklers on the hills on Berger Avenue are not getting
adequate water coverage. An estimate was received from J-MAC to install high efficiency sprinklers
that provides better coverage and less water evaporation. A motion was made, seconded and
unanimously passed 5-0 to accept the proposal. Item remains open.
New planting – The planter beds in front of the units have all been cleaned out with the exception of
hawthorn and privets. A motion was made, seconded and unanimously passed 5-0 to purchase
additional plants for the planters, not to exceed $500.00. Item remains open.
Winter preparations/C1 sump pump – The drain line for the C1 sump pump is clogged and does not
drain well. A motion was made, seconded and unanimously passed 5-0 to install a sump pump in front
of C1 to help with the problem. This item remains open.
Organization of the Board
A motion was made, seconded and unanimously passed to appoint the following:
President Christopher Riley
Vice-President Noah Bussell
Secretary Edward Ewing
Treasurer Don Kitchen
Director at Large Robert Hoats
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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 November 13, 2014.
Adjournment
The meeting was adjourned at 8:44 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
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November
Meeting Minutes of
The Cascade Gardens Community Association
Thursday, November 13, 2014
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 6:35 PM noting that a quorum was present.
Homeowner Forum
Lighting – A light is out at the B Building near the street.
Wood Repairs – A request for wood repairs was received for the fascia boards at the B3/B4 balconies.
Minutes
October 8, 2014 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 4-0 to accept the
financials for September 2014 into the record. The Board also voted to move the annual surplus (per
the annual review) of $10,165.00 to the reserve account.
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 – Owner from A1 has volunteered to assist the Board with renovating the
storage room to be useable for all residents. The window is currently boarded up and will be replaced
with Lexan plastic. Owner has also offered to clean the clubhouse and do minor repairs and painting in
both the clubhouse and the women’s bathroom. The Board will work with owner to get these projects
started as well as get bids for any larger projects such as painting, flooring and window repairs. This
Item remains open.
Banking Account Signature Cards – The Board will work to get the signature cards updated for the
reserve and operating accounts. This item remains open.
Janitorial – Three janitorial bids were received for both the summer months (twice a month cleaning)
as well as bids for the winter months (once a month cleaning). A motion was made, seconded and
unanimously passed 5-0 to accept the proposal from QA Cleaning Services. Item closed.
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Balcony Repairs – Termites were reported at unit B3 and B4 on balcony fascia. Management will get
the areas treated and repairs made to the fascia boards as needed. The treated balcony area will be
patched and painted. The Board will address balcony replacements as needed. Item remains open
Sump pumps – The drain line for the C building sump pumps do not drain well. Mark and Chris will
work on the drainage and possible solutions to prevent flooding, including snaking the drain lines and
terra forming. This item remains open
Irrigation – The sprinklers on the hills on Berger Avenue are not getting adequate water coverage. The
Board has approved installation of high efficiency sprinklers. Item remains open.
New Business
Chimney & Vent cleaning – Management has been requested to get proposal for dryer vent and
chimney cleaning for all units. This item remains open.
Tree Trimming – A proposal was received from J-MAC to trim pear trees, podocarpus and a bush by
the pool in the amount of $3300.00. A motion was made, seconded and unanimously passed 5-0 to
accept the proposal. 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. Noah, Robert and Ed will be more diligent in reporting
lighting needs, ensuring that the sump pumps are working, checking irrigation for leaks and checking
the pool pump for debris so the items can be addressed and repaired as soon as possible. Chris would
like to have a walk thru of the property to familiarize the board with the working of the Association. 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 January 8, 2015.
Adjournment
The meeting was adjourned at 8:35 PM.
By: _________________________ Date: ______________________________
Ed Ewing, Secretary
2 | P a g e
December
No meeting in Dec
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