Meeting Minutes

Board of Directors Meeting

Pacific Terrace HOA

January 9, 2006

Meeting was called to order by the Mr. Starr, President.

Directors present:

Don McNeill

Terry Murphy

Mike Plymale

Charlie Starr

David Rosencrantz

Stan Muir

Others Present:

Paul Tice – GBTS general manager

Craig Keist – landscape architect

Meeting minutes for December meeting were not presented for approval; will be presented next meeting.

Summary of financials presented by Treasurer, Mike Plymale. His report is attached.

Unit owner payments are consistent with budget requirements.

Special assessment payments are sufficient for improvement project payments.

Unpaid special assessments were discussed and individual board members agreed to contact owners who have not paid. Unpaid amounts represent $33,241.00

General discussion of improvement project ensued. Work is progressing well. There appeared to be a fair amount of dry rot behind the building faces replaced but the involved members expressed hope this will reduce as work progresses to the eastward buildings. Apparently the outside storage closets for each unit were poorly constructed and the associated external electrical outlets and wires will likely need replacement.

Paul Tice was asked to report on general maintenance matters. He reported that the plan to relocate the irrigation well was going forward. Discussion regarding distributing well water concluded that existing sprinkler lines and heads would be refurbished so that all would be operable and used. Consideration will be given to how landscaping improvements may impact existing and additional lines and sprinklers. Other areas of the property may also benefit from watering and will likewise be considered for additional lines and heads. The existing well will not be immediately capped.

Craig Keist was asked to report on the landscape plan. He pointed out that he needed guidance regarding plantings around decks and regarding trees that are located within decks constructed by individual owners in common areas and trees located within owned areas. A discussion by the Board ensued with two recommendations being adopted:

I. all plantings outside the confines of an existing deck perimeter are subject to the landscape plan and will be treated as all other common property landscaping;

II. More involvement of the homeowners will be solicited before the landscape plan is finalized. Craig will develop a sketch of the buildings and premises and will identify all trees slated for removal as well as identifying trees that will be removed at the option of the limited common area owners or the owned area owner. The caveat for the optional removals will be that those owners electing to retain the existing trees will be responsible for their maintenance. The board also agreed that it will enforce a rule regarding such retained trees that they not pass over any other unit owner premises or above the roof eave line. David Rosencrantz, as head of the landscape committee will set up a meeting to for the homeowners and Craig will provide electronic images of his sketch so that they can be emailed to remote homeowners to solicit their review and comment.

It was clarified that the approved landscape budget was $135,000, including the architect’s fees.

Mike Plymale reported that he contacted our outside counsel to seek guidance on matters related to unit expansions.

Stan Muir was appointed as Secretary and was asked to take over communications with outside counsel.

A general discussion regarding unit expansion was held with the Board concluding that its preference was to limit expansions to within the roof eave line but will await guidance from outside counsel. In addition the Board concluded that Rules addressing other matters involving expansions (consistent appearance, obligation to maintain, presentation of plans, identification of responsible contractor, etc.) will need to be developed.

A request for approval for unit expansion by David Rosencrantz was considered and denied pending presentation of plans and Board receipt of guidance and development of Rules.

The Board adopted a recommendation by Stan Muir that the creation of a Pacific Terrace website be investigated. The website is intended to create more transparency to the ownership of Board activity. The proposal was to post declaration, bylaws, BOD meeting minutes, financials, improvement project progress reports and similar materials of general interest. It was agreed, however, that disciplinary and collections matters would not be placed on the website.

No further matters being brought before the Board, the meeting was adjourned.

Stan Muir, Secretary