Minutes of November 1995
BALLENA BAY TOWNHOUSE ASSOCIATION
board OF DIRECTORS MEETING
November 14, 1995

MINUTES

CALL TO ORDER - President Moore called the meeting to order at 7:35 p.m.

ATTENDANCE - Directors Present: Dent, Kopps, Manter and Moore. Absent: Frankel. Also present: Manager Rich Noble and homeowners Bob and Willie Flaherty, Gary and Jennifer Flanigan, Ann Kenyon, Jim and Mary Neil, Mel Schwartz, Jim and Audrey Ehrlich, Phyllis McGrew, Nancy Moore, Ray Lillywhite, John and Laurel Sullivan, Julie Linford, Andy Hall, Archie Stone, Jason Kopps and Ruth Masonek.

APPROVAL OF MINUTES

1. Board Meeting of October 10, 1995 - There were no corrections.

MOTION: It was moved, seconded and passed to approve the minutes of the October 10, 1995 Board meeting as presented.

2. Annual Meeting of October 10, 1995 - No corrections were noted. The minutes will be acted upon by the membership at the next annual meeting.

PRESIDENT'S REPORT

President Moore reported on the following committee assignments: Communications - Julie Dent; Landscape - Linda Kopps; Architectural and Landside Maintenance - Lee Manter; Waterside Maintenance - John Moore. Mr. Moore reported that the Board's focus for the current year would be improvements to the physical plant, particularly through volunteerism, and on getting the operating budget fine-tuned. He also announced that the court had ruled in BBTA's favor in BBTA v. Roger, noting that the Board would discuss the details in an Executive Session immediately following the Board meeting.

TREASURER'S REPORT

Manager Rich Noble reviewed the financial statements for the period ended October 31, 1995 and provided an update on delinquent accounts.

MOTION: It was moved, seconded and passed to accept the Treasurer's Report.

MANAGER'S REPORT

Mr. Noble reported that the 1996 Budget had been reproduced and sent to all homeowners. He called the Directors' attention to the bid from Edward Riback, CPA, for preparation of the annual audit and tax returns. Mr. Noble explained that the Directors had voted at the previous meeting to defer consideration of an increase in insurance coverage to include building upgrades, and noted that the item was on the current agenda for action under Old Business.

Mr. Noble reported that Excel Roofing would begin work on 421 and 1237 Ballena Boulevard within the week, weather permitting. He stated that they will also be inspecting several other roofs and performing preventive maintenance, as the need may dictate.

COMMITTEE REPORTS

Home Maintenance and Architecture and Landside Maintenance (except Landscaping) - Lee Manter explained his roles, noting that a mission statement with goals to be accomplished over the year will be developed and distributed to all homeowners. He provided details of his meeting with Sharon Cooper, manager of the Ballena Village Apartments, regarding responsibility for parking spaces, noting that an effort would be made to establish rapport with BBTA's other neighbors. Mr. Manter stated that he had met with the Alameda Police Department and high school officials regarding the activity of students in the area. He stated that roof patching is being done at 316 Tideway, and that 328, 332 and 334 Tideway need some repairs, along with miscellaneous maintenance in other locations.


Waterside Maintenance - John Moore reported that the oldest boat in the Association had been successfully moved. He stated that Art Helwig had completed work at the furthest Tideway docks (near the bridge), and plans to complete the next set within thirty days. He stated that there is concern regarding several docks on Cola Ballena, and that interim patching will be done as soon as possible. Mr. Moore stated that the Committee's philosophy is that, if there is a minimal difference between the cost of repair or replacement, the choice will be replacement.

Finance and Insurance: In the absence of Chair Jeff Frankel, President Moore reported on the work done on the budget to balance the depreciation rate with the replacement costs. He stated that this year a professional firm will perform a reserve analysis to make sure all is on track.

Neighborhood Communications - Julie Dent discussed changes to the roster, including addition of birthdays (minus year) and anniversaries, volunteer project of the month, classified ads, help line (who to contact), publication schedule for the newsletter. She stated that she was looking into having the letterhead designed for a more professional look, and that ads in the newsletter and roster may be sold to defray production costs.

Landside Maintenance - Linda Kopps reported that landscape contractor Ramirez Landscape & Irrigation had given notice of an increase in their monthly fees, and that the Committee will put the contract out to bid to ensure the best value for the Association. She stated that Mary Neil and Patty Corrigan had agreed to serve on the Committee.

RESIDENTS' TIME

Mel Schwartz inquired about the budget for driveway repairs, and President Moore stated that roofs are top priority right now. Mr. Noble stated that he would check with Mr. Frankel to see where the driveway repairs fit into the plans.

Ann Kenyon asked when the landscaping on Ballena Boulevard will be done. President Moore stated that there is $15,000 budgeted for landscaping in that area. He explained that the ecosystem on Ballena is different from the other zones which have already been done, so a fresh perspective must be applied.

Bob Flaherty stated that he felt there should be funds allocated for routine waterside maintenance in order to prevent a recurrence of the current problems. President Moore explained that every attempt is being made to upgrade the quality of the waterside appurtenances when they are repaired or replaced. He also stated that it has been recommended that the bolts which distribute stress from the whalers to the floats be routinely adjusted, which may be done by volunteers. Mr. Noble stated that there had been an item in the operating budget for routine waterside maintenance, but that the allocation had been shifted to the reserves. Mr. Flaherty stated that the area of the channel near the 400 block of Tideway is getting shallower each year and suggested the process of obtaining approval for dredging be started.

Jim Neil stated that he felt the Board should reevaluate its position relative to prioritizing roof repairs and replacement over completion of the landscaping renovations. President Moore explained that the landscape renovation program has not been abandoned, but that the ecosystem on Ballena Boulevard was strikingly different from those areas already renovated and would require a totally different approach. There was discussion regarding the amount spent on roof repairs and the amount budgeted for landscaping. President Moore reiterated that the Board has placed top priority on roofing, that there were funds to proceed with landscape renovations on Ballena Boulevard and encouraged Mr. Neil to provide input directly to the Landscape Committee regarding his concerns.

Julie Linford expressed dissatisfaction with the maintenance of the willow trees, especially those near her unit. Mr. Noble explained the current philosophy. It was agreed to consult with an arborist on the matter.

Bob Flaherty pointed out that, when his ramp and landing were replaced, the railing was disconnected and it is now held in place by plastic tape and suggested that the job needs to be finished. President Moore agreed to follow up.

Mary Neil reminded members of the annual New Year's Day event.


WRITTEN CORRESPONDENCE

1. From Phyllis McGrew, 421 Cola Ballena, Regarding Roofing of Her Home - President Moore stated that the work at Ms. McGrew's unit should begin this week.

2. From Ramirez Landscape & Irrigation Regarding Increase in Monthly Service Fee - Addressed under Report of the Landscape Committee.

NEW BUSINESS

1. Selection of Accountant for Preparation of Annual Audit and Tax Returns - Mr. Noble recommended acceptance of the bi