VILLAGE GREEN
Annual Town Hall Meeting
June 17, 2006

Meeting called to order by Kathryn Carr, chair, Village Green Court Council, who introduced the following members of the panel assembled to address homeowner questions submitted by residents:
Barbara Washington, President, Board Liaison to Court Council and Communications Committee; Member, Parking Enforcement Committee
Cynthia Singleton, Vice President, Board Liaison to Landscape Committee
Pauline Carroll, Secretary, Board Liaison to Social, Recreation and Clubhouse Committees; Member, Parking Enforcement Committee
Reba Glover, Treasurer, Board Liaison to Budget and Finance Committee
Robert Nicolais, Board Member, Board Liaison to Cultural Landscape Report Committee, Member of Landscape, Greens, Design Review, and Grant Committees
Robert Bonfiglio, Village Green Manager, expert in preventive maintenance
After introductions, Ms. Carr explained the procedures as follows: 
o	Meeting will be handled in two sections.  
o	Part I- all written questions will be answered.  Attendees advised to hold all other questions, such as those arising from answers presented by panel, until 
o	Part II when questions from the floor will be entertained, one at a time.  
o	B. Washington will moderate/facilitate Part I.  
o	Please give name and court number, speak loudly into microphone.
Upon reiterating that “this is an information meeting,” Ms. Carr turned the meeting over to the board president.
On behalf of the Board of Directors, Ms. Washington acknowledged the passing on of Barbara Willis, former board member and Village Green resident.  A memorial will occur at a date TBD.
Each board member will provide responses to homeowner questions based on involvement, knowledge and, expertise.  For example, C. Singleton with knowledge of Landscape will provide those answers; Reba Glover will provide responses for Steven Keelan, Board Liaison to DRC (Design Review Committee) in his absence.  Although all 9 board members are not present, there was representation for all committees and concerns. 
Format revision:  Process will begin with section entitled “Overview.”  C. Singleton will next address questions related specifically to her expertise in section entitled “Maintenance,” as she must depart early. 
OVERVIEW
What are the Board’s long-range goals for 2006? - Washington
Summary of major project plan timeline based on budget for 2006 in conjunction with former manager:
1)	concrete walkway repair
2)	building painting exteriors – on target
o	budgeted 16 buildings
o	10 more scheduled to be painted in 2006
3)	major garage components – on target
o	budgeted to work on 3 garages in dire straits (courts 2, 3, 15)
o	board approval for bid for repair of the woodwork pending; should occur at June 2006 board meeting
4)	electric pole lighting replacement
o	money allocated
o	currently have some poles, systems, and wiring set-up
o	moving forward
5)	re-pipe project – on target
o	projected to do 3 courts, actually doing more because of available funds
o	completed courts 3, 9, 12, and two more to be completed by the end of August
o	contractor bid received
6) serpentine walls (brick fences) - on target
o	able to set aside funds to do 4 walls; completed 2
7) sewer replacement – on target
o	funds set aside funds for court 8
o	same contractor (Streamline)as previously used
8) emergency tree removal 
o	Robert working with tree committee, arborist. 
o	50 trees identified; major project

As homeowners, we should be pleased with what has been projected to be done, what has been done, and what remains to be done.  Robert F. will speak later about the big picture plan so it is not done on an incremental basis.

How does being a National Historic Landmark benefit Village Green? Robert Nicolais
o	primary monetary benefit = the Mills Act
o	income potential rather than 1% of the market value
o	more benefit for those owners less than 10 years
o	city of Los Angeles has no homeowners associations participating in landmark contracts
o	Grant and Landmark committees working with a legal conservancy to create a format for contract with city attorneys office that makes sense to homeowners associations
o	penalties in Mills Act legislation presents major stumbling block
o	eligible for public grant support; problem in establishing balance between public and private benefit 

There has been talk of changing the CC&Rs.  What are the pros and cons that would result if we did? Washington
Barbara stated that at annual meeting in February, 2006, this issue was addressed with counsel (Woolfolk & Shapiro) based on the board’s introduction (Washington specifically) last year (October 2005) of a resolution to have legal counsel review (not execute) revision of CC&Rs. 
o	Issue was tabled due to homeowner and board member concerns regarding process, cost and necessity.  
o	At annual meeting, a document was provided.  Copies available in office and on website.  Refer also to “Highlights” winter issue for summary by Susan.
o	CC&R silent on many issues affected by lifestyle changes, etc., requiring legal opinions which are costly.  Currently, issues handled on case by case basis.
o	pro - Revision would permit addition of an enforcement clause.  Davis-Sterling Act, governing document for all associations regarding CC&Rs and by-laws delineates civic code.  According to Washington, our CC&Rs are not strong enough to enforce all the violations that we have.
o	con – If we make any changes to any governing document then it automatically negates the “no pet” provision. (And no one on the Green has pets!!)
o	has to be approved by majority of homeowners can be challenging
o	cost is minimal ($5,000 appx)

Does the HOA expense cover any insurance for owners and/or their units? Reba
o	Village Green purchases apprx. $160,000 worth of insurance annually
o	covers common areas and association property
o	defining factor of association property vs homeowners property is in CC&Rs
o	individual homeowners are expected to have insurance for interiors of units (eg, damage from overflow, personal property, etc. should contact own insurance company)

Is the Board looking at ever purchasing earthquake insurance? Reba
o	actual process began in 2004 with survey to owners
o	as of Feb. 2006, our insurance broker (Steve Siegel) has put together 4 of the 8 layers of coverage necessary.   (Because we are such a large concern, we must have multiple “layers” of insurance provided by “re-insurers” [companies who will cover insurance] ).
o	the cost of premium for 4 layers: $22.5 million w/ 1% deductible is $209,000 annually.
o	intended goal was to bring information back to annual meeting in 2006, but information unavailable
o	revised goal to bring to 2007 annual meeting to discuss special assessments for coverage
o	Due to catastrophic damages nationally and cost of pay-outs in 2005, some companies are now defunct, decreasing the number of companies available to provide coverage and increasing amount of coverage.
o	Siegel suggests taking a “wait and see” attitude.
o	insurance will be expensive

What does Ross Morgan do exactly? Reba
o	a company that handles assessments; with us for 10+ years
o	per their contract, maintain all the records for the association on a permanent basis
o	rates are low; anticipate some increase in the future
o	delineated specifics such as a/r, a/p, collections, generate checks, reconcile banks statements, monthly accounting reports, update reserve accounts, income and expense report for operating budget on monthly basis, variance reports, detailed general ledger,etc.
o	2 years ago a web-based system established that allows office to access these reports
o	systematic preparation of annual budget by providing historical information, economic trends, etc.

Can the issue of building a fence around the facility be re-visited?  Are there funding resources which could assist with this effort if it is decided to build a fence?  Robert Nicolais
o	only located anecdotal evidence of any former proposals from Harold and Sherri which indicated that some discussion occurred in the 1980s and 1990s.
o	no record of any bids in office for the 1980s/1990s
o	extremely expensive
o	With 17 garage courts, how effective would it be to seal off the property?
o	Safety committee will do further investigation as a subject for concern
o	as far as grants, as far as National Historic Landmark, will be difficult to argue for fence (based on public vs private issue)

Can the Board do anything to facilitate placement of the SBC/AT&T lines currently located at Rodeo Rd. and Sycamore to a more central location? Barbara
o	general answer: No
o	Location of these lines is made in conjunction with FCC/AT&T central office location.  Some do not have services such as DSL because not located near central office or poles, which determines access and service.
o	SBC purchase of AT&T has put company in transition, and this is a low priority issue for their concern.

Does the Board or Manager have a 5/10 year plan to improve the physical plant?  If so, what does it entail, and what is the calculated approximate cost?  Will such a plan result in an increase in assessments? Robert Bonfiglio
o	As of Thursday, June 15 the format for the 10 year plan was complete
o	As of Monday, June 19, will begin to fill in the blanks, in hopes that plan will be complete by September; ready for board approval and implementation by January 2007.
o	won’t have completed costs until survey/study complete which will act as “bible” for VG documenting physical property plan.  Will serve to provide consistency should any personnel/directorship changes occur.
o	owner question from floor: what does the term physical property mean, as never heard before?  explained: entire facility; everything that sits on the property
o	don’t know if there will be increase in assessments until after completion of plan
o	Kathryn reminded audience to please hold questions.
o	Addendum – Barbara: this will be the first living document in Village Green history.  in the past changes have occurred due to board changes, idea changes, etc.  

Is there any way to reduce the number of rentals in the Green?  Excess rentals lower property values. Barbara
o	No, controlled by CC&Rs; cannot tell homeowner that they cannot rent property

What criteria, if any, does the Board use in deciding which buildings or courts will be repaired or painted? DRC/Steve/Reba
o	painting: currently need based criteria; has been neglected; Robert developing a 7 year cycle for exterior of all buildings; currently scheduled to finish 10 buildings in 2006, which will bring total to 16; working on 3 garages this year 
o	repairs: major projects such as sewer replacement lines and interior re-piping prioritized based on work orders for malfunctions; court 8 will be done this year because had more problems, for example. Complete scheduled work this year.  For the future, will identify and prioritize remaining buildings. Regular repairs are handled by work orders submitted by owners.  Robert is also working on a preventative maintenance and repair calendar.

MAINTENANCE

How can residents get a re-piping and painting schedule for their building? Reba
o	reiterated earlier response; contact office for schedule in future
o	board has not yet established costs for buildings to be re-painted not prioritized thru 2007.  don’t have a calendar.  broad comprehensive plan in development
o	Robert has selected 18 buildings slated to be painted for 2007, to be completed by 2009

When a building is scheduled for painting and the painting is delayed, how are the residents notified of a new schedule? Reba
o	notified in writing from office memo distributed to all in building
o	owners are slated to meet with DRC so that painting scheme can be agreed upon
o	haven’t had delayed in painting; delays have occurred before painting scheduled; should a delay occur, however, the office would notify owner with the same written procedure.

SAFETY (agenda change)
At this time, board president, Barbara Washington, requested audience to be flexible with agenda, in order to introduce new senior lead officer from LAPD, Officer Hawkins.  Meeting was temporarily turned over to him.  Once again, audience was asked to write questions down to be answered later.  
o	Officer Hawkins appreciated friendliness and acceptance of Village Green residents, who are “a bright spot” in the community.  
o	Presentation focused on general safety and awareness of surroundings – these are quality of life issues.  Escort patrol is not sufficient to cover all security needs.  A fence can inhibit LAPD visibility and effectiveness, and may incur extra security expenses.
o	lock windows, lock doors, patio gates, etc.
o	informed us of local activity, 459s (homeowner robberies), recent arrests
o	advice: we have to police ourselves; look out for each other; simple hello; eye contact
o	be aware of “opportunity crimes,” live in reality
o	regarding rentals: make necessary credit and background character checks; call last place rented, and ask pertinent questions, such as “what kind of tenant was s/he? etc; we have the “say-so” regarding who gets in; do the extra legwork, and it will pay-off.  Quality of life will not suffer.
o	Robert B: in addition to Officer Hawkins, he is putting together some info and a flyer.

Maintenance (cont’d)

Will those who had DuroFlo re-piping ever get copper piping? Cynthia
o	Yes, when current re-piping schedule is complete those, like self with Duro-flo (and its accompanying problems such as leaks) will be scheduled for re-piping.  
o	That will be way out

Can the office post a schedule of trash pickup days? Pauline
o	Yes, list will be posted, per office

Does the Board have a plan to refurbish flower beds around the Green by ridding them of rampant overgrowth, seedlings, etc.? Cynthia
o	Yes 
o	New vendor (TruGreen) assembling comprehensive list in conjunction with Landscape Committee of what needs to be removed, replaced, re-located

There are a number of dead trees around the Green, some for 2-3 years.  When will they be removed?  What is the plan for replacing? Cynthia
o	working on list from arborist and previous manager
o	 50+ trees slated to be removed
o	14 additional dangerous ones identified
o	in process of redefining and streamlining processes that did not exist regarding tree maintenance
o	comment from Gordon in audience regarding landscape features and process 

How often does the arborist survey the trees for general condition need for trimming, need for cutting down?  How many trees are trimmed monthly?  Annually? 
o	Information based on information from September
o	Arborist (Jan Scout) comes every month, and produces analysis
o	Tree company comes twice a month; they trim anywhere from 4-7 trees per visit (8-14 trees per month)

Can you have an early assessment of the quality of work done by the new landscape company?  When can we expect to see TruGreen’s schedule posted for watering, mowing, etc.? Cynthia
o	2-fold situation – need to replace irrigation system as well as
o	malfunctions in irrigation systems have been identified 100+ sprinkler heads and 24 valves that need to be replaced in order to get through the summer
o	using existing mowing plan of other vendor; can’t be business as usual because of delayed maintenance and overgrowth, as well as manpower.
o	beginning in 17, 9, 10, 11, 8, 12, 16
o	special orders cannot be accommodated (parties, etc.) if we are to stay on schedule

Can more be done about the whitefly infestation? Cynthia
o	some bushes are so overrun need to be removed; who’s going to do it?
o	TruGreen is investigating an environmentally friendly way to help alleviate the problem

What is being done with the landscaping in front of the Clubhouse?  With cleaning up the office patio? Cynthia
o	landscape committee has discussed; should see change in next 60 days
o	manager has plan to be presented at June board meeting
o	board will vote at June meeting
o	plan is budget driven
Robert B: Bigger Picture: 
o	5 week schedule done in phases
i.	phase 1 – basic trimming
ii.	phase 2 – w/o 7/10 – weeding and thorough cleaning of the beds
iii.	phase 3 – w/o 8/14 – light trim, turnover of beds, light mulch
iv.	phase 4 – w/o 9/18 – heavy trimming of shrubs and removal of dead plants 
v.	phase 5 – with budget approval replanting of small plants
vi.	beginning in the spring, start trimming again
vii.	because of large amount of overgrowth, have attacked some work that was not on schedule;  
viii.	phase 1 courts complete - 1,2,16,17, 8, 9,10,11,12 
ix.	next week – courts 3,15,7,13 - trimming 
x.	mowing and watering schedule completed this week; will be distributed and posted.
xi.	check document before filling out work order; please don’t make special requests that are not  priorities (parties are not priorities) and cause delays in maintenance schedule - Barbara
xii.	in Robert’s 2 months and TruGreen’s 7 weeks a lot has been accomplished.
xiii.	dead trees – has gotten 1 bid; getting 2 more this week
xiv.	tree trimming – based on budget has estimate for 160-200 trees; working with arborist to work on worst trees
xv.	crew has been divided by labor categories (blowers, mowers, trimmers, etc.)
xvi.	unless there is an emergency, Robert will advise workers NOT to comply with owner special requests; any problems, see him.

Will the plan to process work orders more quickly go forward soon? Pauline
o	Robert has work orders on spreadsheet and will track work orders
o	Small staff; please be patient
o	Robert has identified and categorized all pending work orders; call for requests

Is there a committee which formulates rules for use of the laundry rooms?  How can the rules be amended or changed?  How can rules best be enforced? Pauline
o	No, never has been anything in place since we became a condominium
o	Need to be on time for slot
o	If you have a problem with neighbor, speak to neighbor, work it out as adults?

Is there a schedule for repairing warped or broken concrete on paths and walkways?  Who decided when repairs are needed? Robert Nicolais/Robert Bonofiglio
o	will be including maintenance repairs in budget in future, but not current
o	with Harold, some walkways have been identified, and there is a document on file from former manager (Barbara)
o	we won’t be starting from scratch, although there will be additions (Barbara)

VIOLATIONS/PARKING

Robert Nicolais handled 3 questions that concern “noise control”:
o	Employees of maintenance and long-time homeowners have said that at one time there was a rule that second-floor residents had to keep floors carpeted.  What happened to that rule? 

o	What protection does the HOA offer to owners of first-floor units from noise caused by foot-fall and floor-impact originating in upper units that travels from floor above to floor units below?

o	Are there any recommended “industry standards among HOAs for sound reduction between condominium units that share common walls, ceilings, floors?

i.	GOOD NEWS: there is an Office of Noise Control in the Department of Health Services
ii.	BAD NEWS: they don’t answer their phone; don’t respond to messages
iii.	City of Los Angeles has adopted the UBC (Universal Building Code) but there are provisions in the California code that Los Angeles has adopted which is a problem
iv.	Nothing in current building code to update the IIAC (impact insulation class)
v.	we don’t have a rating of 50; in the neighborhood of 35-40
vi.	could do additional insulation in the space between properties
vii.	no record of any board action or CC&Rs regarding carpeting and padding, although there is common belief that these rules exist

What is the process for dealing with nuisance tenants? Barbara
o	CC&Rs dealing with obnoxious noise
o	should be a  homeowner to homeowner issue; not a board issue
o	board has only been involved only in case where due diligence has failed
o	treat each other respectfully; we are all adults; often these disputes between two people who just do not like each other

What part of the perimeter around the Green consists of City property and what part Village Green?  How does this affect parking and issuing of tickets? Pauline
o	city road – inner road to Rodeo 
o	city posted signs all around – if in violation, city will ticket

What controls do residents have of on-street parking areas controlled by the City?  For example, what can be done about junk haulers who live elsewhere and leave trucks loaded with junk overnight and on weekends in front of a Village Green court? Pauline
o	if not in violation, there is not much we can do

To avoid trees some cars pulled to the center of a parking space instead of all the way forward, making it difficult for other cars to turn around.  How can the Board enforce proper parking? Pauline
o	Bring to the attention of the individual in hopes that they will make correction
o	Report to board and then can be ticketed

COMMITTEES

Who decides what colors the buildings will be painted?  How do paint colors affect our National Landmark status? Robert Nicolais
o	paint is not a defining characteristic for landmark status
o	it is a reversible condition
o	DRC is open to all residents; has a workable, transparent process in place

Reba handled the next two questions:
	What are the rules for renovating or altering the interior of a unit?  How are they enforced?  Does the Board have to be involved in the process? 

	What happens when an owner makes modifications to a unit that violates the CC&Rs and/or the Handbook?
o	rules located in CC&Rs and in Handbook
o	see section entitled architectural designs and guidelines
o	owners instructed to bring requests and plans to committee to make a decision of 
o	owner is responsible to provide office with necessary permits, etc. once decision is made to go forward
o	enforcement is possible if violations brought to attention of maintenance manager, property manager, and board of directors.
o	interior modifications are more difficult to enforce as opposed to exterior (satellites dishes, etc)
o	once the modification is brought to the attention of the board or managers, then the owners are contacted.
o	the board does not have to be involved in process if they delegate someone else.  The board has delegated that authority to the DRC.  
o	In the event of legal action, the board is directly involved.
o	usually the consequences of unauthorized modification depend on individual circumstances and are handled on a case by case basis.
o	the object is to rectify situation and bring it into compliance.
o	monetary costs are responsibility of owner involved

When will court representatives receive notification of new residents moving into a unit?  When will they get a current list of residents in their courts? Barbara
o	Barbara is currently working with Reba and Ross Morgan to create a document; it is a labor intensive project 
o	although a property comprehensive list exists, there is none that lists residents by court

SAFETY

How many Security Escorts are on patrol a night? Barbara
o	regular schedule: 1 patrol officer from 7a-3:30p; 1 senior lead officer day – same hours; 2 patrol officers from 3-llp; 2 patrol officers from 11p-7a

As a pattern of increased crime begins to manifest itself, can measures be instituted early to prevent further incidents? Barbara
o	yes, we need to be able to work with in conjunction with escort patrol company
o	there are systems that allow us to track historical data, but Allied Barton does not have
o	we are looking to employ companies that have that capacity, not only for this reason

Does the Green have a method to determine when crime increases in certain areas of the Green, especially during seasonal upswings? Is there a possibility for increase patrols to be added to these areas?
o	at present, no process in place
o	probably need more, as per Officer Hawkins, statement
o	these concerns will be taken into consideration as we search out bids for other providers

Part I concluded; Floor opened to questions;
Question #1: Resident (name unclear), Court 13: Since AT&T refuses to make DSL to everyone in the green, and since our rules apparently forbid us to have any visible dish receivers, that puts residents here in the position of having only one choice for decent tv transmission and that choice is cable which is by far the most expensive.  My question is related to that, and I am wondering if it can be legal that we have been put in this vice partly by outside doing and partly by our own refusal to have the dishes and what can the board do or what is it doing or what can we do to put pressure on the reconstituted monstrosity called AT&T?  What can we do to temporarily suspend the dish rule or something along those lines?
	Answer: Barbara made a point of clarification regarding the central office and the DSL lines.  It is not as if it’s going to happen.  There will be a capability to expand in the future.  
Question #2: Theresa Thompson, Court 8: Watering issue was not actively addressed.  As she walks around Green does not believe it is appropriate.	
	Answer: Robert B.: problem is critical; will see progress, or lack of, over the next couple of weeks.
Question #3: Kristen, Court 8: Trading of car permits; running a used car business out of sister’s facility; has approached him and gleaned details; security has approached him; have been ticketed; bigger picture problem
	Answer: Officer Hawkins: something that can be handled by him.  He will work with Robert B.  Also, from Barbara, if you have knowledge that a business is being operated then the person is clearly in violation of the CC&Rs.  Board needs to have documentation to support; see office or converse with board after this meeting as to what 
Question #4: Jolene, Court 16: We have been circulating a petition to change CC&Rs, and want to get feedback regarding pets, and want to ask the board, would there be a way for us to lay out some options and alleviate fears?
	Answer: Barbara: refer to document of Feb 2.  we can be specific.  we can set parameters, guidelines
Question #5: Denise Brady, Court 16: comments on crime in various courts, then asked questions directed to audience at which time she was directed to address questions to the board. Resident then asked, why aren’t phone calls returned, specifically calls about trees that decrease safety, such as the ones made by myself.  these trees obscured the view of my apartment which was burglarized.  gave advice to residents regarding the locking of windows.
	Answer: Barbara: schedule exists; giving priority to emergencies; if you are not getting responses from office or manager, encouraged to call her.  also dealt in depth with upswings in burglaries, etc.  Never has there been a one-size fits all.  If residents in court 16 have information that others don’t then they should work with the board and others to disseminate the informationRobert: in conversations with Sherri and Robert, you mentioned shrubs, and specifically directed you to Drew.
Question #6: Margaret, Court 2: re-setting the patio timer lights; instructions supposed to be available in officer per safety committee; put in requests; also tree requests
	Answer: Barbara: check “Highlights” for information from Safety Committee; see flyer when it comes out.
Question #7: Luther Henderson, Court 9: re-statement: re-piping job was well done; question representing Court 3 – why was 5198 building not re-piped when others were?
	Answer: Barbara: can we look at that after the meeting?
Question #8: read for Frank(?) : Building and Grounds maintenance expenses in 2005 was 25% of budget.  Could this be decreased by some modifications because over $4,000 is going to landscaping?
	Answer: Robert: reducing water, grass areas, changing plant species, etc. could be addressed on emergency basis through cultural landscape committees.  does not affect landmark status.  specific questions of suitable species and water consumption could be dealt with by analyzing important characteristics of  landmark status.  
Question #9: Ted Daly, Court 6: expressed sympathies for victims of home invasions; asking for professional advice; does the LAPD know what the criminals are doing to defeat the locks?  Does LAPD have any suggestions to enhance the locks?
	Answer: Officer Hawkins:  No matter what is done, professionals are always a step ahead.  Simplest way is to put a stick up to latch.
	The question from the floor “Is there anyway that Harold can make a few hundred of these?” was answered by Barbara who suggested that it would be problematic for the board to assume responsibility for such a project as it could possibly incur the liability of future damages.  This statement was met with confrontation, and expressions of “being abandoned by the board” as tenants are left solely on their own to get a solution.
Question #10:  Would like to say thank you to the board.  Home was also broken into.  On behalf of the residents, I know that there is some restriction regarding bars.  Can Robert address?
	Answer: Robert: there is a fire department ordinance regarding restricting egress, keyed locks, etc.  Bars on windows, if its reversible, is something to go to the DRC with.
Question #11:  Mr. Young,Court 5: 2 part question: sprinkler problem; lack of response

Statistics read by Denise Brady regarding burglaries.
Working with LAPD regarding drug issues in Court 4
Meeting adjourned by Kathryn Carr.  Reminder the Board meets the fourth Tuesday of every month.