Sunday, March 12, 2017

4TH OF JULY PARADE AND BBQ MEETING TODAY 4:30PM AT THE CLUBHOUSE

The MIA board is looking for neighbors who are interested in helping out with the planning for the annual Fourth of July Parade and BBQ.  We are holding a short meeting to get things started on Sunday 3/12 at 4pm in the clubhouse.  
If you cannot attend the meeting, but would still be interested in helping out, please contact Ron Blumstein (ronblumstein@yahoo.com) or Kerry Smith (swksmith@pacbell.net).

MIA Homeowners Association - Board Annual Meeting
Minutes
2/28/2017 - 6:56pm


__________________________________________ __________________________
Board Member Signature Date


  1. CALL TO ORDER
The meeting was called to order at 6:56PM by Lily Halem.  Other board member in attendance were Kerry Smith, Lily Halem.  Prospective Board Members, Brent Neitzel, Ron Blumstein and Bill Swagerty are also in attendance.  Attending for the management company was Rob March.
Also in attendance were:   Members of the community

2. Ballots and the Baord
Rob explained the voting process. As of today, we do not have enough ballots received to name the new board,
Lily proposed that we authorize an interim board until such time new board memembers can be elected.
Lily moves that Brent Neitzel and Ron Blumstein are appointed
Vicki seconds the motion
Brent moves to appoint Bill Swaggerty to the Board
Lily seconds
Lily steps down

3. APPROVAL OF THE MINUTES - 7:04pm
A motion was made, seconded, and passed to accept the amended meeting minutes for January

4. FINANCIALS
A motion was made, seconded, and passed to accept put $71,000 into savings account.
Delinquent Members – We have 51 homes not paid and sent late notices
Policy - Dues are due January 1st and late January 31st, late notice will be sent on 2/15 and the
date of 3/31 will be given as the last to pay without penalties. if not paid by then, they will owe
plus the late fees and interest effective 2/1
Motion passed
Insurance has been renewed. Exactly the same premium as last year - total for all approximately $11,115

5. OLD BUSINESS
Entry Gates – All gates need to be self latching. Main gate to the pool may have issue. Peggy to look into.
Per Todd Osborn, we have passed the inspection every year.
Club House Maintenance – The floors will be redone with new wax
Landscaping – Irrigation and programming is happening next week. Training will happening when Juve, the gardener is back in action.
Rob is getting an estimate on the concrete work
Irrigation Repair and Programming – A bid for $750.00 was submitted for review by the board.  A decision will be made soon (Note:  At present the current landscaper does not perform this task).

Communication - Forms to be put on the website to complete regarding email addresses. Lily suggested street captains in order to collect information and offered to help organize.

Pool - Peggy Samson and the Board are to deal with the pool, swim team and anything that has to do with the pool area.
Posting of Events – the Association will officially post notices for the community members at the bulletin board at the sidewalk level of the club room.
Association’s Governing Documents – rewrite and bring current
Laws
Make legible
6. NEW BUSINESS

4th of July
Rob to get permits
Ron Blumstein and Kerry Smith will take over the organization, committees and volunteers
Julie Moore
Motion to approve her as HOA Document Liason. Motion approved
Ron is the HOA contact
Potential Issues to Consider
What is an attractive solar mounting
Vicki has trouble with us as a board getting involved.
It was noted that we need to inprove the common areas before we can judge others

Brent as the interim board would like to thank the out going board.

VIcki can have th financials by the 15th of each month but depends on the season

SCHEDULING OF NEXT BOARD MEETING
The next Board of Directors meeting will be March 14th, 2017 at the club room.  The time of the meeting is:  6:30 PM.

7. ADJOURNMENT
The meeting was closed at 8:28 PM.

Wednesday, March 08, 2017

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
AGENDA

Date: Tuesday,March 14th, 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 (February 28, 2017)
- Communication of any Board of Directors actions between formal meetings.


4. OLD BUSINESS
- Board Positions
- Treasurer's Report
- Ground Maintenance
- Swim Team  
- Parking Lot


5. NEW BUSINESS
-Collection of email addresses and discussion of street captains
-4th of July Meeting recap
-Social Event
-Review of contract resources
- Ground Maintenance


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.

Wednesday, February 08, 2017

Information About Recent Mailing from MIA

Dear Neighbors,

Many of you eagle-eyed detectives have already noticed that there was an error with our most recent mailing.  Thank you to the many of you who are paying attention and working to keep us all informed and on the ball.

For those who don’t already know, we sent out ballots for our symbolic election of MIA board members recently, but did not include envelopes to return the ballots.  Aaaaaargh!  Luckily we have five very capable members of our community who have come forward to volunteer to be on our board, and also five positions to fill.  We are taking steps to correct the error, but please be assured that even though we made a mistake, all five of the volunteers will become board members, even if the voting is not as smooth as it would have been had we done it right the first time.   

We are obligated to provide ballots every year by our governing documents, and we only recently realized that we had been missing that detail in many past years.  This is one of many parts of our governing documents that is outdated, and the incoming board is already discussing the possibility of updating our rules so they make more sense in a modern, busy world.  We also should make changes to comply with many of the new laws that have been provided by our government so that they are compatible.  If you have thoughts about this and other parts of our governing documents, please make your voice heard.  Your thoughts and ideas are always welcome at the MIA board meetings. 

What led to the error was that our transitional board (as we are operating with only three of us while old board members are already gone and our new board has not come on yet, and our most recent member has only been with us for a few weeks!) voted to have our management company prepare the mailing, and have our bookkeeper actually mail the material because it was less expensive.  (Our bookkeeper has the best list for reaching all of us, because we need to keep that list accurate for our dues collection.)  There was a missed communication between the two, and the envelopes were left out.  Please be assured that our management company has worked with us to help figure out how to fix it, and that they are totally committed to helping us make it right.  They have already spent hours during nights and weekends answering concerned calls and drafting explanations of what to do next so that we can have confidential voting for new officers.  All this at no additional cost to our community.  We extend our thanks to Rob March and the Masters Group for all of the great support they have already provided us in getting through this transition, and for helping us to get the voting in order.

The Masters Group has provided voting instructions to all members who already have e-mail notifications set up.  Specifically, members may use their own envelopes to mail to the Master’s Group or bring to the annual meeting, write their own address on the envelope and sign the envelope.  Separate neutral ballot counters will open the envelopes and confirm their validity, and then the contents will be separated into a different ballot counter’s collection of ballots.  The envelopes will be confirmed separately from the ballots to ensure secrecy of the ballots.

For those members who do not have e-mail addresses on file, Mr. March has sent instructions by a separate mailing so every member of the MIA will know how to vote. 

We apologize for the mistake.  We understand that it is disconcerting to have a very visible part of the workings of MIA not be in order.  But please be assured that we are taking steps to fix it, and we hope no serious harm comes out of it.  Do not hesitate to contact us if your specific concerns are still not addressed.  We can be found at board@MIAhomeowners.com.

Perhaps the most important lesson for me out of all of this is that we need to have an electronic means of communicating with the neighborhood quickly and inexpensively.  Although this certainly would have helped in this situation, I think of what could happen in a serious emergency, and how we would be much more able to reach every household if we had e-mail addresses for everyone.  The more important part of the mailing, in my mind, is the form letting the board know how to reach you electronically.  Please be sure to fill out your form and get it to our management company.  Although I am leaving the board, I am planning to help the board organize a street-by-street committee to make sure we have an electronic contact for everyone.  If you are willing to help me by being a street captain for your street and collect email addresses, please let me know at lily@halem.com.

Warmly,

Lily Halem

Monday, February 06, 2017

MIA Homeowners Association - Board Annual Meeting Minutes - 1/10/2017

MIA Homeowners Association - Board Annual Meeting
Minutes
1/10/2017 - 7:43pm v2a1


__________________________________________ __________________________
Board Member Signature Date


  1. CALL TO ORDER
The meeting was called to order at 7:34 PM by Vicki Saenz.  Other board member in attendance were Kerry Smith, Lily Halem.   Don Whiting was unable to attend.  Attending for the management company was Rob March.
Also in attendance were:   James Hillman (Association’s Attorney), Peggy Samson (Pool Operations) and a host of members.
Revised Appointment to Board Position – it was noted that the board of directors appointed: Kerry Smith   to serve the balance of the board members of Rich Robertson’s term.   It was noted that Todd Osborn has also resigned to enable new board members to participate in the process.  
  1. APPROVAL OF THE MINUTES
A motion was made, seconded, and passed to accept the amended meeting minutes of December 13th, 2016 v1b.
  1. APPROVAL OF FINANCIAL
A motion was made, seconded, and passed to accept the financials created by Best Bookkeeping Company for December 31st 2016 ending (unaudited – Books closed 12 13 2016).  This included the reconciled bank statements, A/R, and A/P reports through November, 2016.  
2017 Budget – the dues will remain the same as in 2016 for all members at $500.00/year.
Year End Report and Disclosures – the written report created by Best Book Keepers Company will be mailed to all members (based on the mailing record for each member) by year end 2016.  The disclosure also includes policy in managing delinquent accounts (due date, fines, interest and lien procedures), along with Arbitration Policies and much more.
Delinquent Members – it was noted that seven (7) members remain delinquent.  The Association will commence lien actions on each delinquent member and follow the Association’s Delinquency Policy.
Supplemental Fee for Information Policy – the board decided in 2017 not to charge the members who do not sign up for Association Correspondence by Email.  The cost per mailing can be as high as $3,000.00.  
Year End Review – it was noted that the Association have over $75,000 in income annually and therein must perform an audit or review of the financials.  A motion was made, seconded and passed to order a Review by an independent 3rd Party Vendor.
Financial Reporting – the financial reporting will be changed from the existing format.  For the Balance Sheet – a single page Asset/Liability Sheet will be created for viewing by members.   For the Income Statement a 6 column format will be used showing Current (actual to budget) and YTD (actual to budget) both to have variances shown also.  Reports will be sent to all members on an ongoing basis to those members who provide their email addresses to email too.
  1. OLD BUSINESS
Entry Gates – all gates are to be self-latching and require a formal means of entering the pool and club areas.
Club House Maintenance – the club house will have its floors cleaned and sealed/waxed after the January 14th, 2017 event.  Peggy Samson will arrange for the vendor to perform this work.
Club House - tenting was down in December
Perimeter Lighting – a light report will be generated to determine additional lighting requirements and performance of existing light fixtures and placement.
Association Blog – a review of the Association’s blog will be performed through Bill Swagerty.   Upgrades. Licenses, and changes will be submitted to the board.  A self-registration for email delivery will be developed through Bill also.
Ethics Policy – it was noted that the board has established an ethics policy that all board members will sign and pay attention to while directing the community’s activities.
Landscaping – Pending.  Various areas will be corrected that include; dead tree removal, repairing/adding irrigation to un or under watered areas, review of alternative landscape plants/species to enable a covered and pleasant community club area look.
Irrigation Repair and Programming – A bid for $750.00 was submitted for review by the board.  A decision will be made soon (Note:  At present the current landscaper does not perform this task).
  1. NEW BUSINESS
Candidates for Board Positions – Updated:  The closing date to register as a candidate for the 2017 board of directors positions is December 31st, 2016.   Members will need to email their intent to the board and provide a brief statement (2 paragraphs tops) sharing why they wish to serve on the board for the 2017 Fiscal Year.   A ballot will be sent to all members, along with a separate form/notice to provide each member's’ email address), to vote.  Should only a total of five members wish to run for office, the board will decide to either distribute ballots or motion for approval to elect the listed candidates to serve.   Members can always serve as committee chairpersons to help the community thrive.   There are a number of committees including:  Landscape, Grounds, Finance, and Social Committees.
Communication to the Community – Updated:  It is imperative that the Association starts utilizing email as the formal method of communicating to the members.  Starting 2017, the Association will take a number of steps to get this process fully functional.   The costs to mail by US Mail and the inherent lag of current information will drive this to the proper conclusion in having 99% of all members communicated to via email.  The email list and contact information will remain confidential and held by the Association’s President.   Those members who do not have an email address can assign a person to receive and forward to the member.
Management Contract – It was noted that the new management company does not have responsibility for pool services, maintenance, grounds, swim activity (scheduled or not).  These activities will be through Peggy Samson.  The Club Room renting and logistics will also be managed through Peggy Samson.  Overall, the management company will provide guidance in performing Davis Sterling Act for the community, attend quarterly board meetings and assist in planning and preparing for the July 4th party/celebration.   Additionally, the management company will interface with the contractors to provide guidance in performing their tasks.
Basic Legal Observations (By MacDonald & White, LLP) - MIA Association is nonprofit with governing documents that enable member use, but is not open to the public.  Therein, based on the governing documents the Swim Team should remain a member’s only program.  One particular reason for this is the interpretation of ADA Compliance as it relates to an open program (or, by default a Public Facility).  The governing documents infer that guests are welcome.   Alternatively, sponsorship will be considered and reviewed.


Swim Team – The Association’s Attorney will work with the Swim Team to prepare and secure appropriate documents, insurances, and processing for Payroll requirements.
Posting of Events – the Association will officially post notices for the community members at the bulletin board at the sidewalk level of the club room.
Association’s Governing Documents – A follow up discussion will be held at future meetings to have the Association’s governing documents updated to enable current law and policies that will serve the community to provide a safe and legal program.
Landscape Programming – A motion was made, seconded and passed to hire Pacific Crest Landscape to program the irrigation clocks and instruct existing landscaper on how to maintain and switch between seasons.
  1. SCHEDULING OF NEXT BOARD MEETING
The next Board of Directors meeting will be February 28th, 2017 at the club room.  The time of the meeting is:  6:45 PM.
The next Annual Membership meeting will be February 28th, 2017 at the club room.  The time of the meeting is:  7:15 PM.
  1. ADJOURNMENT
The meeting was closed at 9:25 PM.
Open Projects:
  • Pool Deck – replace, add coating or patch
  • Pool Re plaster – resurfacing and tile(2020)
  • Reserve Study review and path to funding review.
  • Access Gate upgrades.
  • Club Room floor strip and finish.
  • 4th of July Program (Permits: Todd) EA there is a file
  • Asphalt Parking lot and concrete pad for Trash Trucks.
Contacts:
Custom Concrete Resurfacing – 408 227 8716  Rick Koehler, sjrick@sbcglobal.net  Lic # 725682   www.Customconcreteresurvacing.com
Reserve Study Specialists – Fred Etemad, 818 992 1312   fred@reservess.com
As-It-Stands – Dawn Anderson   408 422 6155  dawn@asitstands.com  Quality Assurance and ADA compliance


Friday, January 06, 2017

January 10th 2017 Annual Meeting 7:30 PM at the Clubhouse

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS ANNUAL MEETING
AGENDA

Date: Tuesday, January 10th, 2017 ANNUAL MEETING
Time: 7:30 P.M.
Location: Club House meeting room

1. CALL TO ORDER

2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK

3. APPROVAL OF MINUTES
- Previous Board of Directors Meeting Minutes (December 13, 2016)
- Communication of any Board of Directors actions between formal meetings.

4. FINANCIAL REPORTING
- Reserve Account Review/Funding
- Expenditures for the Period (typically quarterly review)
- B/S, I/S, A/P, & G/L Review & Approval
- Budget Review/Discussion
- A/R Review & Action to Delinquent Members (Exec Lien/Foreclosure Docs)
- Special Project Approval/Review/Commencement

5. OLD BUSINESS
- Grounds (Parking Areas, Driveways, Roofs, etc.)
- Landscape (Irrigation, Plants, etc.)
- Exterior Lighting
- Pool Area
- Swim Team MOU status
- Parking
- Member Violations
- Collection of e-mail contact for communication and emergencies and communication with households lacking email/ street representative collection of information and seeking volunteers for missing street representatives.

6. NEW BUSINESS
- Opening Sealed Ballots/Election of Officers/Association Resolution -  Revenue Ruling #70-604

7. SCHEDULE NEXT BOARD OF DIRECTORS MEETING

8. 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.

Thursday, January 05, 2017

Draft Minutes for December 13, 2016 MIA Board Meeting

December 13, 2016 MIA Board Meeting
7:30 pm
Location: MIA Clubhouse

Board Members Present:
Rich
Lily
Vicki
New Board Member Kerry Smith
Future Board Member Akeem Mostamandy

Also attending was Rob March from our new management company.

Approximately 10 members of the community attended.

Community Imput/ Questions:

- Dushan asked:  What is the status of dues paid for 2016. It seems like we are missing a lot of payments for 2016.

-Answer: We send out bills for the following year at the beginning of December, and many homeowners pay in December.  The money we collected for the 2016 dues in December of 2015 was accounted for in 2015, and not 2016.  The dues we collected in 2016 and reflected in the accounting are for amounts collected from January through November 2016.  The amounts we collect in December 2016 are not yet included in the accounting, because our report was prepared at the end of November.  In other words, we are missing December’s collection in the accounting and that’s why it appears that many payments are missing, but actually we are on track for the usual amount of dues.

Accept previous minutes                            
Lily moved to accept the minutes from November.
All members approved November minutes.

HOA Manager (Rob) Intro/Bio

We have hired Rob March from the MastersGroup to be our HOA manager.  Rob introduced himself and explained the work he was planning to do.  He has been doing HOA management in Almaden for many years.

Financial update:

A motion was made, seconded, and passed to table the financial report from 2016 (unaudited).  This included the reconciled bank statements, A/R, and A/P reports through _______, 2016. 

2017 Budget – the dues will remain the same as in 2016 for all members at $500.00/year.

Year End Report and Disclosures – the written report created by Best Bookeepers Company will be mailed to all members (based on the mailing record for each member) by year end 2016.  The disclosure also includes policy in managing delinquent accounts (due date, fines, interest and lien procedures), along with Arbitration Policies and much more.

Delinquent Members – it was noted that seven (7) members remain delinquent.  The Association will commence lien actions on each delinquent member and follow the delinquency policy.

Facility Operations manager update

Entry Gates – all gates are to be self-latching and require a formal means of entering the pool and club areas.

Club House Maintenance – the club house will have its floors cleaned and sealed/waxed after the January 14th, 2017 event.  The management company will arrange for the vendor to perform this work.

Perimeter Lighting – a light report will be generated to determine additional lighting requirements and performance of existing light fixtures and placement.

Association Blog – a review of the Association’s blog will be performed through Bill Swagerty.   Upgrades. Licenses, and changes will be submitted to the board.

Ethics Policy – it was noted that the board has established an ethics policy that all board members will sign.  

Landscaping – various areas will be corrected that include: dead tree removal, repairing/adding irrigation to un or under watered areas, review of alternative landscape plants/species to enable a covered and pleasant community club area look.

Contingency Account – a motion was made, seconded and passed to allow up to $250.00 per month in miscellaneous expenses to be managed by the Site Operations Manager.  She will make a report at meetings.

Irrigation Repair and Programming – it was noted that the new sprinkler controllers need to be reprogrammed and water routes confirmed.  A bid will be secured to have this work performed (note:  At present the current landscaper does not perform this task).

-Clubhouse and Poolhouse are going to be tented for termites.
           -We asked our pool maintenance provider to double check that the chemicals would be okay.
           -We need PG&E to turn off the electric while the poolhouse is tented, and we need to turn it back on.
          
Board Transition

Vicki will remain on the board to complete her 2 year term.
Kerry Smith was approved by all members of the board to become new member of the board, as of December 13, 2016, filling the vacancy currently on the board.

Kerry has lived in our neighborhood since 2002.  She has two children.  Kerry loves the 4th of July celebration in our neighborhood and the way neighbors take care of each other.  She has taught PE at Guadalupe Elementary School, and her children have been on the neighborhood swim team for many years.  She has served on the board of the swim team for 9 years.  Kerry can be reached at telephone number: 408 887 2245 and e-mail:  kywes68@gmail.com.  The board welcomes Kerry and thanks her for joining us.
Kerry will take over reporting the minutes and posting information from Lily.

Akeem Mostamandy has also volunteered to join our board.  He will replace Rich Robertson, and become an official member of our board on December 31, 2016.  Akeem has been a resident in Montevideo for 12 years.  He has a daughter, with whom he has been enjoying the neighborhood pool this past summer.  He is excited about our facility and looks forward to helping our neighborhood think about how to best improve it for our future.  The board expressed thanks to Akeem for joining us, and looks forward to working with him.
Akeem can be reached at his email: akeem.mostamandy@hpe.com and phone number:  408-234-6140

Open Board Positions:

Candidates for Board Positions – the closing date to register as a candidate for the 2017 board of directors positions is January 31, 2017.   Members will need to email their intent to the board and provide a brief statement (2 paragraphs tops) sharing why they wish to serve on the board for the 2017 Fiscal Year to Rob March at robmarch@emastersgroup.com

 We have had at least three people interested in serving on the board.  Rob March will confirm that these interested parties and any new interested parties remain interested.  If we have more interested parties than positions, a ballot will be sent to all members, along with a separate form/notice to provide each members’ email address), to vote.  Should only a total of five members wish to run for office, the board will decide to either distribute ballots or motion for approval to elect the listed candidates to serve.   Members can always serve as committee chairpersons to help the community thrive.   There are a number of committees including:  Landscape, Grounds, Finance, and 4th of July and Social Committees.  There will also be future opportunities to serve as board members.

We need to transition bank signatures from Rich and Todd to Vicki and Kerry, or a second board member.  Wells Fargo requires all old and new signators appear in person.  _______Bank allows the transition by a signature card.

We need to transition the website users and Google docs users to the new board and take off the old board.

We will invite lawyer, Rob and bookkeeper Jan meeting.


Communication to the Community

It is imperative that the Association starts utilizing email as the formal method of communicating to the members.  Starting 2017, the Association will take a number of steps to get this process fully functional.   The costs to mail by US Mail and the inherent lag of current information will drive this to the proper conclusion in having 99% of all members communicated to via email.  The email list and contact information will remain confidential and held by the Association’s President.

Management Contract

Rich Robinson and Vickie Saenz will be meeting with Rob March of The Masters Group on December 20th, 2016 to finalize on the one year management contract.  The contract can be extended to additional years based on the board’s recommendation.   The management company’s duties are as listed in the original interview list with exceptions.  Overall, the management company will provide guidance in performing Davis Sterling  Act for the community, attend quarterly board meetings and assist in planning and preparing for the July 4th party/celebration.   Additionally, the management company will interface with the contractors to provide guidance in performing their tasks.


 Year-end package status:

Year-end packages went out.

Swim Team Use Permit status   

Our lawyer is working with the swim team on a memorandum of understanding, and hopefully he can report at January meeting.

Bookkeeper/Finance update      

  Vicki will make a year end report in January at the annual meeting.

SCHEDULING OF NEXT BOARD MEETING
The next Board of Directors meeting will be Tuesday, January 10th, 2017 at the club room for the annual meeting.  The time of the meeting is:  7:30   PM   The meeting announcement was posted on December 20th, 2106 at the bulletin board outside the clubhouse.


Comcast/WiFi  update:

Don has sorted out the last of the phone line issues.

ADJOURNMENT
The meeting was closed at 8:15 PM.