Villa Marbella Homeowners Association

April 2003 Minutes (Annual Meeting)

Minutes of Annual HOA Meeting of April 2003

MINUTES OF VILLA MARBELLA H.O.A. ANNUAL MEETING APRIL 19, 2003

(The annual meeting of the Villa Marbella Homeowners' Association was called to order by HOA Manager
Dan Little at 10:00am Saturday April 19th, 2003, in Sizzler Restaurant, 2855 Midway Drive).

People Who Signed In:
Chuy Ma, President
Dan Little, Manager
Gabe Schmera, Vice Pres.
Emily & Brian Rothchild
Lana Ivascu, 2nd Vice Pres.
Albena Popov
Bert Donaldson, Secretary
Edith Donaldson
John Anderson
Brian Traichel
Charles Simms
John Alexander
Jean O’Rourke
I. S. Tuba
There were 12 owners in attendance (counting shared ownerships as one). Counting 31 proxy forms, a quorum of 43 was obtained, and the meeting began at 10am. There were about four other visitors present.

Minutes. Minutes of the April 2002 Annual Meeting were summarized. (Note: Minutes of the March 6, 2003, monthly meeting were mailed to owners about April 26, 2003.)

Election of Three Board Members. Sign-ins, ballots, and ballot counting were handled by the “impartial ballot committee” of Emily & Brian Rothchild. Three of the HOA Board members during the preceding twelve months were candidates for reelection. Lana Ivascu, the Board’s 2nd Vice President, Sylvia Lang, Treasurer, and Bert Donaldson, Secretary, were the previously-announced candidates. When Manager Dan Little, who presided over the meeting, asked for other nominations, Charles Simms nominated himself. Following short statements from the candidates, balloting was held. Ivascu, Lang, and Donaldson were re-elected.

Discussion Session. “Topic cards” and Proxy comments were turned in by people to indicate discussion topics. However, the discussion wandered.
1) Bulletin Boards are looking messy, per Lana Ivascu. She asked that a policy be established regarding what can be posted and for how long.
2) Awnings and Painting projects were discussed. Painting bids are being solicited, and painting of most exterior wood is expected this summer. Other areas may be painted, too. Although awnings over entrances will be replaced, awnings over balconies probably will not be replaced at this time. .
3) Emergency Access Policy was questioned and discussed.
4) Gates for Access to Water Heaters and Water Cut-off were briefly discussed, but how that will be done is still being planned, and plans will be reviewed by affected owners later.
5) Fences & Railings, usually termite-ridden, were topics of concern for some owners. CC&Rs (paragraph 3.3) says owners will maintain their fences & railings.
6) CC&Rs and who approved them and how to get copies were heatedly discussed.
7) Committees & Maintenance Requests. The meeting became a flurry of ideas and requests regarding rocks, trees, fences, security, and more. People were asked to complete the request forms in the room, and join the HOA’s standing committees on Maintenance, Landscape & Architecture, Pool, Parking, and Budget & Finance.
8) Financial Information regarding HOA budget and expenses was heatedly discussed. The Manager explained how and why increases in money in HOA accounts in any particular month are used to increase reserves for future expenses. Two owners wondered why detailed information is not mailed to all owners every month. But, apparently owners ignore or throw away what they get now, so why run up another estimated $1000/year cost to send them even more. The budget and summaries of reserves and the audit are sent to owners annually, and monthly expenses are tallied monthly (as in the next paragraph). Anyway, more details can be obtained at monthly meetings where detailed statements are available, or upon request from Little & Sons. The owners were asked to join the Budget & Finance Committee.

Financial Report:
1) Financial Summary: (taken from financial statements)
Money in Bank Accounts 2/28: $161,261
Money in Bank Accounts 3/31: $167,166
Increase: $5,905
Payments During March: (totaling $12,065):
Administration: $1087 Insurance: $1180
Sewer & Water: $2951 Gas & Electricity $2435
Services (a grouping of the following fixed﷓fee HOA service expenses: Trash, Janitors, Pool Service, Elevator, Pest Control, Gardening, Inspection, Gate Phone): $3562
Maintenance & Supplies (non﷓routine repairs & maintenance, and supplies): $850

Adjournment. Annual Meeting was adjourned @ 11:00.

Board Meeting was called to order about 11:00am. Board members named themselves to the same officer positions they previously held by MOTION. Mr. Ma will be President, Gabe Schmera, Vice President, Lana Ivascu, 2nd Vice President, Sylvia Lang, Treasurer, and Bert Donaldson, Secretary.

Telephone Entry System for building main entrances was approved by MOTION, subject to final approval of the cost by at least three Board members. The existing buzzer system will probably not be repaired.

Executive Session. Three monetary penalty hearings were held pertaining to noise and damage violations. The three fines were approved by MOTION.

(signed)
Lana Ivascu, 2nd Vice President

(signed 5-23-03)
Bert Donaldson, Secretary - May 23, 2003

Note: The next meeting was on May 8th. Upcoming Meetings: Thursday June 5th 7pm in A-211, followed by Thursday July 3rd 7pm in B-205, and Thursday August 7th in A-211.

HOA POINTS OF CONTACT:
Manager: Dan Little, 619-298-9973
2nd Vice Pres., Lana Ivascu, 619-223-6569
Secretary: Bert Donaldson, 619-224-3095

MANAGEMENT: Little & Sons Property Management, 411 Camino del Rio, South, Suite 201, San Diego CA 92108.
MANAGER'S E-MAIL: dglittle@littleandsons.com