Agenda

AGENDA

Board Meeting, Villa Monterey III

Meeting Date:   6:00 PM, Monday, Sept 18, 2023

CALL TO ORDER (6:00 PM)

ROLL CALL (6:00 PM)

·   Directors: Baughn, Rehling, Tumbleston, Bussiere

·   Alternate: Meyers

HOMEOWNER FORUM (6:03 PM)

·   Brief Member statements

MINUTES (6:10 PM)

·   Approve Minutes of prior Board meeting(s)

TREASURER REPORT (6:15 PM)

·   Comprehensive financial report – Michelle Bussiere

COMMITTEE REPORTS (6:35 PM)                                                        

·   Elizabeth Rehling - Neighborhood Watch, Palm Tree Trimming, Property Maintenance

·   John Baughn - Roster Maintenance, Committee leaders needed

OLD BUSINESS (6:35 PM)

·   Docs were updated for transfer fee and developer penalty – John Baughn

NEW BUSINESS (6:35 PM)

·   Approve Development of a Rules Compliance Process – John Baughn

·   Leaders needed! Committee chairs, Board Director needed! – John Baughn

·   Holiday Gathering – Sherrie Novak

ADJOURN (7:00 PM)

Letter from the President

Sept 17, 2023

Rules Compliance - Importance of Process

·   The Home Owner Association (“HOA”), through its Board of Directors, has responsibility for ensuring safety and enjoyment within our community via provisions of our governing documents. 

·   The HOA Board must ensure the provisions are sufficient to this end, and it must enforce them. 

·   A major challenge for enforcement is that provisions range widely in criticality, from landscape maintenance to disallowance of rentals. 

·   “Curing” a rules violation can be as painless as a well-received “request-to-correct” courtesy notice, or as contentious as an escalating series of ‘notices-to-correct” that culminate in legal action.

·   A consistent, explicit process of compliance enforcement is needed

Current Rules Issues

·   Prompt completion of modifications and renovations

·   Covert rentals (our rules disallow rentals, leases, subleases)

·   Non-owner occupancy of a property

·   Guest use of Ramada without owner presence

·   Pet policy to define nuisance and dangerous behavior

·   Landscape maintenance (front /back, weeds/ fruit, roof rat prevention)

Elements of a Rules Enforcement Process (see Flowchart)

·   Explicit Right-to-Enforce language in our CC&R to give the HOA standing and right to enforce the rules and provisions of all the governing documents, and to impose monetary penalties upon owners for violations.

·   A standard means (paper form and/or webpage) for residents to identify a rules violation.

·   A standard process by which the violation is validated and submitted to the Board for action.

·   An escalating notification process by which the Board addresses the owner of the violating property. The following letters will identify the rule in question, the action needed to correct the violation, the timeline for correction, and the penalty for the violation.

o Initial Notice Letter from the Board (formal yet polite)

o  Second Notice Letter from the Board (more urgent)

o  Final Notice Letter from the Board (includes info on fines or legal action that may follow)

·   Final Action taken to cure the violation.

·   A means for keeping a history of rules compliance actions.