OAK PARK LEISURE GARDENS

BOARD OF DIRECTORS MEETING MINUTES

October 8, 2024

OPLG Clubhouse

 

*****NEXT MEETING*****

BOARD MEETING: December 3, 2024

 

The general meeting of the Members of Oak Park Leisure Gardens was held on the above date, at 5:00 p.m. The meeting was held at the Clubhouse. Debbie Kilroy was present from The Management Trust. The following Board Members were present in person at the Oak Park Leisure Gardens Clubhouse. John Elfers was present by phone.

 

James Burns

Clifford Keith

Nicholas Drennon

Christine Strasser

 

 

1.   CALL TO ORDER

The meeting was called to order at 5:00 p.m. with a flag salute.  It was established that only owners of an OPLG unit were present.

 

2.  APPROVAL OF MEETING MINUTES

There was a MOTION (James Seamus Burns) and a SECOND (Nick Drennon) to approve the meeting minutes from the Board of Directors Meeting of August 13, 2024 with one date correction. ALL IN FAVOR, MOTION PASSED.

 

There was a MOTION (James Seamus Burns) and a SECOND (Nick Drennon) to approve the meeting minutes from the Board of Directors Executive Session of August 13, 2024 as submitted. ALL IN FAVOR, MOTION PASSED.

 

 

3. OPEN FORUM

There were a few comments or questions in the Open Forum.  

 

5. BUDGET REPORT

 

            A. Financial Report/Operating Reserve

The Board reviewed the current financial statements. As of July 31, 2024 Reserves for OPLG were at $603,437.38. The operations account was at $13,896.29. The Board is still awaiting bids on new insurance policies. There was a MOTION (James Seamus Burns) and a SECOND (Chris Strasser) to ratify the Board of Director’s individual reviews of the following financial reports for the month of July, 2024. ALL IN FAVOR, MOTION PASSED.

 

B. Edward Jones CDS: as of July 31, 2024 the total value of CDs and Money Market accounts was at $355,313.00.

 

 

6.  MANAGER’S REPORT

 

A. Debbie Kilroy reviewed the status of dues. As of August 31, 2024 there were five owners past 90 days, and one owner past due 30 days. Total arears is $2,887.08. One account was outstanding for most of this and the issue was discussed in executive session.

 

B. Site Review: August, 2024. No new issues were noted.

 

C. No ARC applications are outstanding.

 

D. The Work Order had no new business.

 

7. NEW AND ONGOING BUSINESS

 

A. Landscape Services Update: The landscape committee met with Rob Triplett from SLO Landscaping to walk the property and review the landscaping needs. Issues brought to Rob’s attention have been addressed. The first gopher treatment removed many of the gophers and more abatement will follow. The landscape committee will continue to meet monthly with Rob.

 

B. Landscape Bids: Two new bids from SLO Landscaping were discussed. One is for the front of a unit for $4,500.00 and the other to relandscape the entrance to Leisure Drive at a cost of $5,400.00. There was a MOTION (James Seamus Burns) and a SECOND (Clifford Keith) to approve the bids for $4,500.00 and $5,400.00. ALL IN FAVOR, MOTION PASSED.

 

C. Insurance Bids: The property manager is still waiting to receive a second insurance bid. They typically come in just before we need to approve the budget. Debbie Kilroy will send them out as soon as she receives them.

 

D. Budget Proposal for 2025: The Board reviewed the proposed budget for 2025. Some line items such as landscaping have gone down. The biggest driver of budget increase has been insurance. While we anticipate some increase in insurance costs the total amount is not yet clear. The Board decided to approve the proposed budget but without an increase in dues for 2025. This is to allow time for the Board to assess the long-term costs before approving an increase There was a MOTION (James Seamus Burns) and a SECOND (Nick Drennon) to approve the budget with no increase in dues. ALL IN FAVOR, MOTION PASSED.

 

E. Annual Disclosure: Debbie pointed to the disclosures from the Management Trust for fees for the upcoming year.

 

 

8. COMMITTEE REPORTS

 

A. Architectural Review and Exterior Maintenance Committee:

John reported on the status of roofing. One building on James Way is almost complete and the second completed within a week. It came to the Board’s attention that the notification letters may not have gone out. These will be sent to the second building if not. The roofers are finding a lot of compromised plywood and making the repairs.

Bids for roofing two building on Meadow Way have already been approved and will be completed in November.

 

B. Landscape and Grounds Committee:

To address the drainage issue at the end of Meadow Way, John contacted the city engineer at the City of Arroyo Grande. They are aware of the drainage issue and will grant a construction easement pending an application from a surveyor with a map. John contracted with Mike Stanton to conduct the survey. The city has received the application and all that remains is for the city legal counsel to approve it. The engineer stated that a permanent construction easement should have been issued when the complex was built and he will apply to make this permanent. Construction on repair of the drainage pipe may happen as early as November.

 

C. Project Management Committee: See above.

 

D. Clubhouse Committee: No updates.  

 

  MEETING ADJOURNED

There was a MOTION (Chris Strasser) and a SECOND (Seamus Burns) to adjourn the meeting. ALL IN FAVOR, MOTION PASSED. The meeting was adjourned at 6:24 p.m.

 

 MEETING CALENDAR FOR 2024: December 3, 2024. Meetings will be held at 5:00 p.m. at the Clubhouse.

 

Respectfully submitted by the Board of Directors

John Elfers, Acting Secretary