LAKESIDE-GARDEN GROVE HOMEOWNERS ASSOCIATION

NOTICE & AGENDA – BOARD OF DIRECTORS MEETING

DATE:  MONDAY, August 19, 2019

TIME: 5:30 P.M. EXECUTIVE / 6:30 P.M. GENERAL

LOCATION:  UNITED METHODIST CHURCH, ROOM 21

12741 MAIN STREET, GARDEN GROVE

Civil Code §4930:  The Board may NOT discuss or take action on any item at a non-emergency meeting unless the item was placed on the agenda included in the notice that was posted and distributed pursuant to subdivision (a) of Section 4920.

EXECUTIVE SESSION

Pursuant to Civil Code §4935(a) an Executive Session will be held prior to the General Session to consider any of the following:  litigation, matters relating to the formation of contracts with third parties, member discipline, personnel matters, or to meet with a member, upon member’s request, regarding the member’s payment of assessments, as specified in Section 5665.  This is a closed meeting and is not open to owners unless specifically agreed to by the Board per Civil Code §4925(a).

1. DECLARATION OF QUORUM / CALL TO ORDER                 5:30 P.M.          
2. DELINQUENCIES
3. A/R Aging & Reconciliation Report 7/31/19                           
4. Altera Collections-History as of 8/13/19                           
5. Board Awareness: Payoff Payment Account # O968-00082-1                                          
6. Board Awareness: Interim Payment Account # O968-00248-3                                        

III.          MEMBER DISCIPLINE / HEARINGS

1. Hearing Report                                                                                                                        
2. Hearing: Nuisance                                                                          
3. Hearing: Items on Balcony
4. Hearing: Homeowner Responsibility
5. Hearing: Homeowner Responsibility
6. Hearing: Remove Patio Debris                                                                   
   

1. EXECUTIVE SESSION MINUTES                                                  
2. 07/15/19 Executive Session Minutes                                                                         17                                                            
   

1.           ADJOURN EXECUTIVE SESSION                                                                  6:30 P.M.

GENERAL SESSION                                                                                                                                                                                 

1. DECLARATION OF QUORUM / CALL TO ORDER                                 6:30M.
2. EXECUTIVE SESSION DISCLOSURE

                Civil Code §4935(e):  Any matter discussed in executive session shall be generally noted in the minutes of the immediately following meeting that is open to the entire membership.               

III.           HOMEOWNER FORUM (15 Minutes)                                                      6:30 P.M.

                (3 minutes per member / 15 minutes maximum)                                             

                Civil Code §4925(b), 5000(b):  The board shall permit any member to speak at any meeting of the association or the board, except for meetings of the board held in executive session.  A reasonable time limit for all members of the association to speak to the board or before a meeting of the association shall be established by the board.

1. SECRETARY’S REPORT / MINUTES                 6:45 P.M.           
2. 07/15/19 General Session Minutes                                                 21
3. 07/15/19 Special General Session Minutes                            25                             
   

V.            TREASURER’S REPORT / FINANCIALS                                                      7:00 P.M.                                                                                          

1. 7/31/19 Financial Statement                                                                                                   28      
2. CID Insurance Renewal 8/30/19 42
3. Approve Budget & Reserve Study 01/01/20 to 12/31/20         45
4. Adopt Reserve Funding Plan in General Session Per CC §5560         49                                                                                                                                                                                      
   

1. LIEN APPROVALS
2. Resolution to Record Lien: APN # 939-88-221| 00125 55
3. Resolution to Record Lien: Account # O939-88-076|00050 56
   

VII.         GENERAL BUSINESS   

1. Personal Touch – Annual Increase                                                      58
2. MasterCare Proposals (3) Remediation                                  60
3. Mastercare Invoice – Remediation                                                63
4. Professional Craftsmen Proposal – Repair termite damage                     65                                     
5. Community Legal Advisors Invoice – Collections                                   66
6. Villa Park Proposal – Pond Conversion 67
7. Design Everest Proposal – Clubhouse Project 68
8. Homeowner Request Reimbursement                                                             80
9. Title 22 Compliance 82
10. Homeowner Request Reimbursement                                                         85
11. PrimeCo Proposal Bridge Repairs 86
12. PCW Proposal Bridge Repairs                                                                                92
13. EmpireWorks Proposal – Community Wide Wood Repairs 97
14. Peak Lighting Proposal – Access Door Community wide lighting              98
15. Jill Hamblin – Key exchange, Town Hall Meeting, Rules Notifications Discussion
16. Clubhouse remodel                                                                                                       Discussion
17. Appoint Election Ballot Gathering Committee Discussion                                                                         

VIII.        ITEMS NEEDING IMMEDIATE ACTION                                                                                    

                Before discussing any item not on the posted Agenda pursuant to Civil Code §4930(d), the Board shall openly identify the item to the members in attendance at the meeting.                               

1.          NEXT MEETING

The next meeting of the Board of Directors will be held on Monday, September 16, 2019 at 5:30 pm Executive Session and 6:30 pm General at United Methodist Church Garden Grove 12741 Main Street, Room 21, Garden Grove

1. ADJOURN GENERAL SESSION                                                                     8:00 P.M.

 Professionally Managed By:

Optimum Professional Property Management, Inc.

230 Commerce, Suite 250, Irvine, CA  92602

(714) 508-9070 / (714) 665-3000 Fax

www.optimumpm.com 

“Making a Difference ……TOGETHER”

LAKESIDE-GARDEN GROVE HOMEOWNERS ASSOCIATION

NOTICE & AGENDA – BOARD OF DIRECTORS MEETING

DATE:  MONDAY, July 15, 2019

TIME: 5:30 P.M. EXECUTIVE / 6:30 P.M. GENERAL

LOCATION:  UNITED METHODIST CHURCH, ROOM 21

12741 MAIN STREET, GARDEN GROVE

Civil Code §4930:  The Board may NOT discuss or take action on any item at a non-emergency meeting unless the item was placed on the agenda included in the notice that was posted and distributed pursuant to subdivision (a) of Section 4920.

SPECIAL GENERAL – RENOVATION

1. CALL TO ORDER SPECIAL GENERAL SESSION 5:30 P.M.
2. Clubhouse Project
3. Guest – Design Everest 5:30 P.M                                                          

EXECUTIVE SESSION

Pursuant to Civil Code §4935(a) an Executive Session will be held prior to the General Session to consider any of the following:  litigation, matters relating to the formation of contracts with third parties, member discipline, personnel matters, or to meet with a member, upon member’s request, regarding the member’s payment of assessments, as specified in Section 5665.  This is a closed meeting and is not open to owners unless specifically agreed to by the Board per Civil Code §4925(a).  

1. DECLARATION OF QUORUM / CALL TO ORDER                 6:30 P.M.              
2. DELINQUENCIES
3. A/R Aging & Reconciliation Report 6/30/19                           
4. Altera Collections-History as of 7/5/19  
5. Board Awareness: Interim Payment Account # O968-00273-1                                        

III.          MEMBER DISCIPLINE / HEARINGS

1. Hearing Report                      
2. Hearing: Noise Nuisance                                                                                                                                      

1. EXECUTIVE SESSION MINUTES                                                  
2. 06/17/19 Executive Session Minutes                                                                                                                                

1.           ADJOURN EXECUTIVE SESSION                                                                  7:00 P.M.

GENERAL SESSION                                                                                                                                                                                   

1. DECLARATION OF QUORUM / CALL TO ORDER                                 7:00M.
2. EXECUTIVE SESSION DISCLOSURE

                Civil Code §4935(e):  Any matter discussed in executive session shall be generally noted in the minutes of the immediately following meeting that is open to the entire membership.               

III.           HOMEOWNER FORUM (15 Minutes)                                                      7:00 P.M.

                (3 minutes per member / 15 minutes maximum)                                             

                Civil Code §4925(b), 5000(b):  The board shall permit any member to speak at any meeting of the association or the board, except for meetings of the board held in executive session.  A reasonable time limit for all members of the association to speak to the board or before a meeting of the association shall be established by the board.

1. SECRETARY’S REPORT / MINUTES                 7:15 P.M.           
2. 06/17/19 General Session Minutes                                                
3. 05/20/19 Organizational Session Minutes                                                       

V.            TREASURER’S REPORT / FINANCIALS                                                      7:20 P.M.                                                                                          

1. 6/30/19 Financial Statement                                                                                                  
2. Valley Natl CD Maturing 08/6/19 G/L #1272                                    
3. Valley Natl CD Maturing 08/6/19 G/L #1274                                                                                                                                                   

1. LIEN APPROVALS

VII.         GENERAL BUSINESS   

1. Advance Aquatic Proposal – Lake Edge Repair                                                  
2. Villa Park Proposals (2) – Park Project                                                      
3. Roofing Standard Proposals (2) – Roof Repairs
4. Courtesy Patrol Proposal – Service                                                                                
5. A2Z Plumbing Proposal           
6. Architectural Application                                              
7. Elliott’s General Contracting Proposal –Carport Repair
8. Tri –Star Construction Proposal – Engineering Services                        
9. Design Everest Proposal – Clubhouse Project
10. Villa Park Invoice – Main Line Break
11. Community Legal Advisors – Invoice Legal Expenses
12. Professional Craftsmen Proposal – Building Repairs                                        
13. Mandatory Commercial Recycling Program                                                                                  
    

VIII.        ITEMS NEEDING IMMEDIATE ACTION                                                                                    

                Before discussing any item not on the posted Agenda pursuant to Civil Code §4930(d), the Board shall openly identify the item to the members in attendance at the meeting. 

1. SUMMARY OF ACTION TAKEN (REVIEW ONLY)                                                                
2. Action List/Property Inspection                                                                     
3. Annual Calendar                                             
4. Correspondence                                                               
5. Maintenance                                                                                    
6. Non-Compliance                                 
7. Community Map                                                                                                                     

1.          NEXT MEETING

The next meeting of the Board of Directors will be held on Monday, August 19, 2019 at 5:30 pm Executive Session and 6:30 pm General at United Methodist Church Garden Grove 12741 Main Street, Room 21, Garden Grove

1. ADJOURN GENERAL SESSION                                                                     8:00 P.M.

Professionally Managed By:

Optimum Professional Property Management, Inc.

230 Commerce, Suite 250, Irvine, CA  92602

(714) 508-9070 / (714) 665-3000 Fax

www.optimumpm.com

“Making a Difference ……TOGETHER”

The Board has some exciting upcoming projects for Lakeside.  There are also two articles below regarding the streams & landscape, and more information on the use of barbeques.  Please read at your earliest convenience.  This post will discuss our new painting project. 

It has been five years since the completion of our refurbishment project, and it is time to re-paint our buildings and metal fences.  This must be done on a timely basis to not only protect our investment, but to also maintain the aesthetic of our complex.  After speaking with four vendors, we have chosen EmpireWorks based out of Irvine.  They will begin work on Tuesday, July 9, 2019, and we estimate completion by October/November pending weather conditions and resident cooperation.

They will begin work at Building 10641, and work their way clockwise around our complex toward the center, and end at building 10610.  We will use the same or similar colors, and Empire will post notices 48-72 hours before performing work.

EmpireWorks will set up an on-site office starting Monday, July 8th using the four guest spots in the corner by 10641-G.  They will post notices prior so residents will know not to park there.  If your car is still parked in this area on July 8th, we might have to tow it.  The Board asks for cooperation in this matter. 

General scope of work summary includes:

Building Wood Trim and Doors Only
Shutters, Beams and Posts
Entry Doors and Frames
Utility Doors and Frames
Wood Trim, Window Trim, Decorative Wood Trim
Siding, Eaves and Fascia
Balcony Railings (not the deck)
First Story Patio Wrought Iron Fencing
Catwalk Belly Band
Catwalk Wood Railings and Top Caps, Stair Stringers

Common Area Site Items and Carport Wood Only
Carport Wood Trim, Ceilings, Cabinets, and Block Support Posts – we will notify residents ahead of time  (residents will need to vacate their carport spot for only 1 day while a carport section is worked on)
Trash Enclosure Doors
Vehicle Gates
Pool Wrought Iron Fencing
Perimeter Iron Fencing and Pedestrian Gates
Mailbox Structures (2) – excludes pool building & carport stucco
Pressure washing all stucco surfaces
Stucco will not be painted, but will patch minor areas and touch-up stucco as needed

EmpireWorks will also allow access to their website at www.empireworks.com where you can see live updates on this project to keep everyone on the same page.  Please see “General Notice” for that information.  FAQ sheet and a project map are also below:

 General Notice (July 2019)

 FAQ Sheet (July 9, 2019)

 Lakeside Project Map (Starting July 9, 2019)

RESIDENTS WILL NEED TO DO THE FOLLOWING:

Remove ALL items attached to the balcony railing & posts – including all plants, and any mesh barriers

Remove ALL items attached to the patio railing – including all plants, and any mesh barriers

Remove ALL items attached the walls and/or roof trim such as lights  (nothing should be attached to the fascia anyway)

Most importantly – remove ALL storage items like garden supplies, house supplies, containers, etc…  (should not be there anyway)

When EmpireWorks gets to your building, you’ll need to move all items (such as patio furniture) to the center of the balcony or patio (or put inside your unit) … and allow two feet or so for the workers to paint

EmpireWorks will do their best to cover any plants and/or additional items.

THIS IS THE PERFECT TIME TO CLEAN OFF BALCONIES AND/OR PATIOS … as our rules have been updated, and the Board will have no choice but to issue violation letters and/or impose fines on those residents refusing to comply.

If you have any questions, though, please feel free to come to our next board meeting … or contact our property manager, Mark Gardner, at Optimum Professional Property Management:

Phone:  (714) 508-9070 x227
Email:  MGardner@optimumpm.com
 
The Board thanks you in advance for your cooperation.

The Board just met this past week with both our waterscape and landscape vendors.  We would like to share with you these updates …

Each year, we ask our stream vendor (Advanced Aquatics) to clean out the streams, inspect the stream beds & pumps, and then fill them in with new water.  However, this year they found some serious defects in the stream beds near the large pool.

Our streams beds were first built in 1982, and they have lasted a long time.  However, the cost to repair the affected stream beds will exceed $100,000.  As a result, the Board has decided instead to fill in these areas with dirt and install new landscape material to create a park/green area.  This will not only save us on the repairs, but also lower both our water and electric bills.  Additionally, residents will have a nice area to enjoy a picnic or read … and take in the nature that separates Lakeside from other communities.

Advance Aquatics will drain the remaining water from the streams in this area beginning the week of 6/24/19.  They will work in conjunction with our landscape vendor, Villa Park, to begin the process of converting the affected areas.  Part of this process, though, will involve removing the tree that sits between building 10541 and the large pool.

Unfortunately, the roots of this beautiful tree have intruded into the stream bed and caused it to crack.  Hence, the need for repairs in this area.  So, we will need to remove the tree, and bring out the stream edge about three feet.  Also, we will need to remove the two trees that sit between the large pool and the bathroom as part of our upcoming clubhouse project.  Normally, we wouldn’t have to do that until later on, but it will be much cheaper to remove all three trees at once versus removing them piecemeal.  Removing trees is never an easy decision, but we must when it’s a necessity.  See diagram below.

After speaking with both Advance Aquatics and Villa Park, we estimate the completion of this project to be December 2019.  In the meantime, the Board will be meeting with both vendors frequently to not only keep tabs on the progress but to also assist in planning the new areas. 

In addition, there is a pump between building 10610 and 10620 that has been very loud (and another pump that is starting to be loud nearby).  To save money on new pumps, Advance Aquatics will transplant the good pumps near the large pool (that won’t be surrounded by water any longer) … and install them where the loud pumps are.  This will save us money on new pumps, and also save time on waiting for new pumps to arrive.

If you have any questions, though, please feel free to come to our next board meeting … or contact our property manager, Mark Gardner, at Optimum Professional Property Management:

Phone:  (714) 508-9070 x227
Email:  MGardner@optimumpm.com
 
The Board thanks you in advance for your cooperation.

Recently, the Board of Directors updated the rules for our Lakeside Homeowners Association.  The rules were last written in the year 2000, so we had to account for the advent of new technologies (e.g. drones, Airbnb, etc…), and especially changes in California laws pertaining to HOA communities. 

One of the changes included the use of barbeques.  The Board discovered that barbeques are in violation of California Fire Codes §308.3.1 and §308.3.1.1 which states that all open-flame cooking devices (including charcoal & propane grills) may not be operated on combustible balconies or within ten (10) feet of a combustible construction.  This applies to condominium complexes such as Lakeside. 

Single-family homes are exempt.  However, if a fire broke out in a single-family home, the damage could be limited to one home.  If a fire broke out in a complex like Lakeside, the damage could affect many units at once.  Also, escape from a single-family home could be easier than from a multi-unit complex.              

Insurance and the risk of not having it

Another serious consequence to violating this law would be the cancellation of our Homeowners Association’s Fire Insurance policy. Lakeside’s fire insurance carrier has notified The Board and management that if a claim was filed due to damage caused by the use of a barbeque, our policy would be cancelled.  This would have devastating effects on all owners:

1. The person and/or owner responsible for the damage could face financial liability
2. Escrow might not close without fire insurance – and you could not sell your unit
3. Difficulty obtaining new fire insurance

Obtaining fire insurance for a Homeowners Association is not like obtaining personal insurance.  If our fire insurance policy is cancelled, we would find that primary market insurers will generally not insure an association … especially one that ignored the law.  We would be forced to shop the secondary insurance market where rates are three times or more the cost.  And the deductibles would be ridiculously high.  This might force the Board to raise our dues. 

Think about this from the perspective of the insurance company.  No competent actuary would allow an insurance company to underwrite a complex of 286-units who has ignored the California Fire Code.  With all the wildfires in recent years, insurance companies (and their lobby) have been working to change policies to minimize their risk.

The Board takes no pleasure in having to enforce this rule, but we have a Fiduciary responsibility to protect Lakeside.  In other words, the Board has to look out for our association’s financial health … and insure protection of our property values.  We have to look at our complex as a whole, and make decisions to protect all our common interests.

For those residents with existing barbeques, we ask that you sell, donate, or cover the unit for non-use.

The Board, however, is just starting plans to build a Clubhouse at the Large Pool which will have a kitchen and dining area.  And hopefully, we can start having our monthly board meetings there as well.

If you have any questions, though, please feel free to come to our next board meeting … or contact our property manager, Mark Gardner, at Optimum Professional Property Management:

Phone:  (714) 508-9070 x227

Email:  MGardner@optimumpm.com

The Board thanks you in advance for your cooperation.

LAKESIDE-GARDEN GROVE HOMEOWNERS ASSOCIATION

NOTICE & AGENDA – BOARD OF DIRECTORS MEETING

DATE: MONDAY, JUNE 17, 2019
TIME: 5:30 P.M. EXECUTIVE / 6:30 P.M. GENERAL
LOCATION: UNITED METHODIST CHURCH, ROOM 21
12741 MAIN STREET, GARDEN GROVE

Civil Code §4930: The Board may NOT discuss or take action on any item at a non-emergency meeting unless the item was placed on the agenda included in the notice that was posted and distributed pursuant to subdivision (a) of Section 4920.

ORGANIZATIONAL MEETING

EXECUTIVE SESSION
Pursuant to Civil Code §4935(a) an Executive Session will be held prior to the General Session to consider any of the following: litigation, matters relating to the formation of contracts with third parties, member discipline, personnel matters, or to meet with a member, upon member’s request, regarding the member’s payment of assessments, as specified in Section 5665. This is a closed meeting and is not open to owners unless specifically agreed to by the Board per Civil Code §4925(a).

I. DECLARATION OF QUORUM / CALL TO ORDER 6:30 P.M.

II. DELINQUENCIES
A. A/R Aging & Reconciliation Report 5/31/19
B. Altera Collections-History as of 5/31/19
C. Board Awareness: Interim Payment Account # O968-00273-1
D. Board Awareness: Interim Payment Account # O968-00248-3
E. Request to Waive Fine for Account # O968-00077-2
F. Board Request: Payment Plan Request Account # 0968-00082-1

III. MEMBER DISCIPLINE / HEARINGS
A. Hearing Report
B. Hearing: Nuisance
C. Hearing: Debris on Patio
D. Hearing: Homeowner Responsibility – Plumbing

IV. EXECUTIVE SESSION MINUTES
A. 05/20/19 Executive Session Minutes

V. ADJOURN EXECUTIVE SESSION 7:00 P.M.

GENERAL SESSION

I. DECLARATION OF QUORUM / CALL TO ORDER 7:00 P.M.

II. EXECUTIVE SESSION DISCLOSURE
Civil Code §4935(e): Any matter discussed in executive session shall be generally noted in the minutes of the immediately following meeting that is open to the entire membership.

III. HOMEOWNER FORUM (15 Minutes) 7:00 P.M.
(3 minutes per member / 15 minutes maximum)
Civil Code §4925(b), 5000(b): The board shall permit any member to speak at any meeting of the association or the board, except for meetings of the board held in executive session. A reasonable time limit for all members of the association to speak to the board or before a meeting of the association shall be established by the board.

IV. SECRETARY’S REPORT / MINUTES 7:15 P.M.
A. 05/20/19 General Session Minutes
B. 05/20/19 Special General Session Minutes

V. TREASURER’S REPORT / FINANCIALS 7:20 P.M.
A. 5/31/19 Financial Statement

VI. LIEN APPROVALS

VII. GENERAL BUSINESS
A. Enviro-Care Proposal – Carport Termite Treatment
B. EarthCo Proposal – Annual Tree Trimming
C. Mastercare Invoice – Remediation
D. Roofing Standards Proposals –Carport Cover Project
E. Mandatory Commercial Recycling Program
F. Jill Hamblin – Key exchange, Town Hall Meeting , Rules Notifications Discussion
G. Clubhouse remodel Discussion
H. Appoint Election Committee per Bylaws, Section 6 (Committee to include one board member to act as Chairman and 2 or more persons Discussion
I. Appoint Either One (1) or Three (3) Inspectors of Election (OPPM can be IOE) & Authorize OPPM to Receive Ballots Discussion

VIII. ITEMS NEEDING IMMEDIATE ACTION
Before discussing any item not on the posted Agenda pursuant to Civil Code §4930(d), the Board shall openly identify the item to the members in attendance at the meeting.

IX. SUMMARY OF ACTION TAKEN (REVIEW ONLY)
A. Action List/Property Inspection
B. Correspondence
C. Maintenance
D. Non-Compliance
E. Community Map

X. NEXT MEETING
The next meeting of the Board of Directors will be held on Monday, July 15, 2019 at 5:30 pm Executive Session and 6:30 pm General at United Methodist Church Garden Grove 12741 Main Street, Room 21, Garden Grove

XI. ADJOURN GENERAL SESSION 8:00 P.M.

Professionally Managed By:
Optimum Professional Property Management, Inc.
230 Commerce, Suite 250, Irvine, CA 92602
(714) 508-9070 / (714) 665-3000 Fax
www.optimumpm.com

“Making a Difference ……TOGETHER”