Tuesday, October 24, 2017

October 2017 Minutes - Draft

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
October Minutes- Draft
Date: October 10,  2017
Time: 7:00 P.M.
Location: Clubhouse meeting room

1. CALL TO ORDER
  • 7:05pm
  • In attendance - Bill Swagerty, Ron Blumstein,, Kerry Smith, Peggy Samson, Brent Neitzel and members of the community
2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
  • Welcome to Alan Buchannan and family to the neighborhood
  • Mary Norton thanked the Board and Peggy for keeping the pool open
  • It was asked about the Management Co.  As of 12/1/17, the Management Company will no longer be employed by MIA. (more in old business)
  • We do not need a Management Co to send out mailers, the bookkeeper sends out billings
  • If we increase dues, is it possible to make payments available
3. APPROVAL OF MINUTES
  • June Minutes approved
  • September Minutes approved
4. COMMUNICATION OF BOARD MEMBERS & MANAGEMENT COMPANY ACTIONS BETWEEN MEETINGS
  • It was decided at our executive meeting that we would no be renewing the contract with the management company
  • Bill contacted Rob and all is confirmed
5.. OLD BUSINESS
  • Social-October 15th is cancelled due to lack of time
    • Ron and Kerry will plan a social event for the neighborhood before the end of the year
    • The extra food from the 4th will be donated to Second Harvest if we can not use
  • Reserve Study
    • Peggy is meeting the same company that did the last study - 10/13/17 at 12:15pm
    • It will cost $750 for them to prepare a report, itemized list of repairs, life expectancy and cost of repairs
    • It will be sent to the residents
    • Peggy asked is she should point out anything known as an issue
      • Gate not stable, sprinkler wire cut, etc
  • Member Dues
    • We have no outstanding dues at this time
  • Treasurer Update
    • No update as Vicki Saenz did not attend the meeting
    • Peggy would like to know how the PG&E Smart Meter was working
      • Bill to set up an online account so we can all see
5. NEW BUSINESS
  • Budget will be put on the agenda for the November meeting
  • We need to confirm the requirements for the end of the year mailing
    • Bill to ask Rob and check the Google documents
    • Ron to ask Todd
  • Next years Board
    • Bill will confirm with Vicki that she is stepping down after this year.  
    • We will need to let the neighborhood know that there will be at least one opening.  If more than one person would like to join, then we will have to have another election
  • Executive Meeting is scheduled for 10/24/17 at 7pm
    • Rob will attend as we have one more meeting with him
    • A dues increase will be discussed among other items
6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING
  • November 14th, 2017 at 7pm
7. ADJOURNMENT
  • 7:47pm

Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.

Friday, October 06, 2017

Please join us for our October MIA Board meeting.

Tuesday, October 10th, 7pm at the Clubhouse.

Hope to see you there!

~MIA Board

Thursday, October 05, 2017

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
AGENDA - Draft
Date: October 10,  2017
Time: 7:00 P.M.
Location: Clubhouse meeting room


1. CALL TO ORDER
2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
3. APPROVAL OF MINUTES
  • Previous Board of Directors Meeting Minutes September 12, 2017)
  • Communication of any Board of Directors or Management Company actions between formal meetings.
4. OLD BUSINESS
  • Social-October 15th and other possibilities
  • Reserve Study
  • Member Dues
  • Treasurer Update
5. NEW BUSINESS
6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING
7. ADJOURNMENT

Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
Minutes - Draft
Date: Tuesday, September 12th, 2017
Call to Order: 7:00 P.M.
Location: Clubhouse meeting room
Kerry Smith not in attendence - Ron Blumstein took minutes

1. Community Input
- Discussion about ways to notify community about future board meetings
- Julie Moore discussed the HOA documents that new homeowners receive

2. August Meeting Minutes
- Approved

3. Old Business
- Reserve Study - a new Reserve Study is required by law this year; the board agreed to use the same company that did the previous Reserve Study; Bill is to follow up with the Property Management company to ensure the new Reserve Study has been ordered
- PG&E Smart Meter - PG&E has installed a new Smart Meter at the pool; there were some previous issues with their meter readers obtaining access to the meter; MIA received a credit back on last month's bill as the estimate reading was higher than actual
- Discussed the Gardening services received by MIA; no change was initiated
- Discussed replacing failing fences with lots that neighbor the common area; MIA has agreement with one property owner, but no work has been initiated
- Neighborhood social event tentatively scheduled for Sun 10/15 at the clubhouse
- Dues - all homeowners have paid dues for 2017
- Management Company - the board decided to terminate the contract with the existing Management company.  Bill will formally notify the Management company in writing.  The board agreed to discuss the need for a management company in the future.

4. New Business
- The pool will be open from 1-7pm on Sat/Sun for the remainder of September.  Due to lifeguard availability, it will only be open from 4-7pm on Sat 9/16.

5. Next MIA Board Meeting
- Tues 10/10 at 7pm

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
Minutes - Draft
Date: Tuesday, June 13th, 2017
Call to Order: 7:09 P.M.
Location: Clubhouse meeting room

1. CALL TO ORDER
2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
  • Mary Norton - Would like to have a number of things repaired and corrected.  
    • The pool tiles are dirty - The pool guy is coming once a week.
    • Would like a more secure  entry- a key card system
3. APPROVAL OF MINUTES
  • Previous Board of Directors Meeting Minutes (May 2nd, 2017) - Approved
  • Communication of any Board of Directors or Management Company actions between formal meetings.
4. OLD BUSINESS
  • 4th of July Update
    • It has been strongly requested to serve food other than boiled hot dogs
      • Kerry and Ron will handle the food
    • Permits are completed but need officers
      • Kerry will follow up with Scott McNulty. Police officer and member of swim team
      • Kerry to contact Fire Department
    • Brent will handle the collection of the  pre-order of the tickets  and pre registration
      •  Kerry will prepare them for the 4th
    • Run - Ron has a list of who has helped in the past and he will reach out
    • Grand Marshall - Randy Martino
    • Judges- DMS teachers, Sam Neipp
    • Car for Grand Marshall
    •       Profio, Ralph Panella
    • We found all the signs for the floats
    • All food and drinks were ordered through Cash n Carry and Smart and Final
    • 4 floats so far
      • Swim Team
    • Peggy needs 65-70 cans of soda for pool games - no diet
    • Rob March is scheduled to help
    • Vicki will order ice
    • Kerry has been in contact with the Beer Guys
    • Brent will handle the announcing
  • Advertising and getting the word out
    • Newsletter
      • With forms
      • Map
      • Grand Marshal info
      • Needs to be done by Monday if Vicki to copy
  • National Anthem
    • Bethune girls
    • Janelle Dao
    • Mahli girl
  • Treasurer  items
    • Vicki needs invoices in order to be paid
    • Vicki will give a blank check
    • VIcki will provide the cash
    • Cash box needs to be locked up
6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING - 8/9/17

Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.

Tuesday, September 12, 2017

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
AGENDA - Draft
Date: September 12, 2017
Time: 7:00 P.M.
Location: Clubhouse meeting room


1. CALL TO ORDER
2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
3. APPROVAL OF MINUTES
  • Previous Board of Directors Meeting Minutes August 9,, 2017)
  • Communication of any Board of Directors or Management Company actions between formal meetings.
4. OLD BUSINESS
  • Gardeners
  • Fences
  • Social-October 15th
  • Updates to facilities and remodel plans
    • New Pool House
    • Pool
    • Bathrooms
    • Can we use any of the space outside the gate?
  • Member Dues
  • Treasurer Update
  • Management Company
5. NEW BUSINESS
6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING
7. ADJOURNMENT


Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.

Monday, September 11, 2017

August Minutes

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
Minutes
Date: Wednesday, August 9, 2017
Time: 7:00 P.M.
Location: Clubhouse meeting room


1. CALL TO ORDER
2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
  •  Post several ways next meetings several ways
    • Email dates
    • Post on next door
    • Post at the pool
    • Blog
    • Word of mouth
  • Mrs. Birch emailed about rats.  Wants everyone to put out poison, we will not do that.
3. APPROVAL OF MINUTES
  • Previous Board of Directors Meeting Minutes June 13, 2017 - No minutes posted
    • Minutes were done and posted but not on Blog for some reason. Kerry will repost
  • Communication of any Board of Directors or Management Company actions between formal meetings.
4. OLD BUSINESS
  • 4th of July Update - leftovers
  • Member Dues - did not pay interest just monthly dues
    • Other neighbor - has not paid at all.  
    • If put through collections, we will have to pay if they don’t collect.
    • Every letter they send out we have to pay
    • Just this year.
    • Lawyer should cost about $100-$150 to write a letter
    • Accountant would cost same amount as lawyer
    • Bill will go by the house and talk with them.  
  • Treasurer Update
    • Doing fine
    • Little over budget-maintenance and concrete
    • Fencing - several bids  (moved from new business)
      • Not $5000 but only half  - Coleman fence we will owe 3207.50
        • Majority of the cost is the taking our the pillars.
      • Need the rest estimated for monteval fence
      • Asking Meza if they will give a break if they do the entire fence
      • Dump fee probably between 2-3k
        • Can we use the pool dumpster - no
    • Move to approve fence
      • To approve the ½ the value of the bid + ½ dump fee
      • Needs to have a contract with both homeowner and MIA
      • HO will pay us their half and we will pay the entire
    • Gardeners -
      • Everything is turning brown
      • Current gardner will not get liability ins unless he is guaranteed that we will keep him
      • Vicki obtained quotes for the gardner
      • New quote is $2,000 a month for 3 hours week
      • Juve is 975 per month for 1.5 hours
        • Juve will go up to $1500
      • Bill asking Rob to get extra quotes on landscapes
        • Some concern that Rob will charge fee
          • Bill says no - he will make sure he will not charge it
          • It is part of his contract
    • Food 2678 run 685 what we spent
    • Didn’t count lifeguards
    • Negative about $1,000 but it is not a money maker
    • Vicki suggested permanent shade like the schools
      • VIcki will find out how much they cost
        • My response is that they cost between 30-60k
    • Brought up LPAC - ron knows about the shade structure
    • Brent thinks that we shouldn’t pay that much for shade
    • Need to look at the reserve study
      • Starting in the next month
      • Need a committee to look at the reserve study with other  suggestions

5. NEW BUSINESS
  • Gardeners - on old business
  • The Osborn's and another neighbor have  volunteered  to be on the committee
  • Social
    • Advised Peggy would call and we can talk.
    • Bought sno cone machine
    • Shared cost with swim team
  • Facebook Page
    • Kerry to take over
  • Pool - to stay open 7 days through Labor Day
    • After labor day will be open on weekends only through end of Sept
  • Updates to facilities and remodel plans
    • New Pool House
    • Pool
      • Some hazards to be addressed at pool; work can wait until off-season
      • Peggy to contact an electrician
    • Bathrooms
    • Can we use any of the space outside the gate?
Investigate when reserve study needs to be done again - Brent/Bill meet 8/23
6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next meeting Tues 9/12
7. ADJOURNMENT
8:49pm


Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.