Quail Meadows West

2025 NOVEMBER Newsletter​

 

Good day to all,

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Civil Code sections §5300 and §5310 require an Annual Budget Report and Annual Policy Statement, respectively, to be delivered to all association members on an annual basis, replacing the existing budget and disclosure requirements under the current Davis-Stirling Act.

The Annual Budget Report is to include, at a minimum:

1. A pro forma operating budget

2. Summary of the association’s reserves

3. Summary of the reserve funding plan

4. A statement regarding outstanding loans

5. Summary of the association’s insurance policies

6. Statements about:

   • Deferred maintenance

   • The levy of special assessments

   • The funding of reserves

   • The procedures used to calculate reserves with respect to those major components for which the association is responsible.

The Annual Policy Statement must include, among other disclosures:

1. Contact information for a designated association representative

2. Information regarding the association’s assessment collection policies

3. A description of the association’s discipline and fine policies

4. Dispute resolution procedures

5. Architectural modification application requirements

 

These forms and data will be mailed out to every owner. There are documents that require you to fill in and send back. So please open and read when your package comes in the mail.

 

In the last meeting, we approved the 2026 budget, we also updated our R&R sign rules to limit size to 9 sq. ft. (one basic political 2 sided sign) per household. No political banners or flags will be allowed.

 

Over the years we have asked everyone to use the ACH direct deposit for the homeowner’s dues. There have been a few that prefer coupon books with personal checks. We are down to 8-9 homeowners who use the coupon books and write checks. The HOA strongly recommends using the ACH program, since we have to order the coupon books with envelopes, Jan has to receive them all and do all the deposits. We understand there are a few who prefer the old way. We have decided to pass along the costs of the coupon books to the members who are using them to help offset the costs to process these coupons and checks.

 

HOA Board Positions;

It’s that time again where we ask for homeowners to get involved with the management of our HOA. Having a board is a requirement and as homeowners in our community you have a duty to share of your time and efforts and be involved in the running of YOUR HOA.

 

As your Chairman for many years, there has been only a few who want this position. Many felt they were not qualified. I assure you there will be training as needed. I personally have managed 3 large HOAs spanning almost 30 years with hundreds of homeowners. My personal goal is to release my Chairman position and become a consultant to the HOA so no board member will feel they need to know it all.

 

Jeff has given years of his time to keep the association running smoothly and our landscaping looking beautiful (2nd Vice Chair). This will always require a level of time, education and community involvement as well as managing our vendors.

 

Treasurer is also a technical position with a fiduciary “A fiduciary is a person or entity that holds a legal or ethical relationship of trust with one or more other parties (the "beneficiary") and is obligated to act in the beneficiary's best interest.” This duty is paramount and requires the fiduciary to act with loyalty, care, and good faith, placing the beneficiary's needs above their own, even when making financial recommendations or managing assets. This position requires interaction with Jan on a regular basis. Knowledge of QuickBooks or spreadsheets is highly desirable.

 

1st Chairman is held by Connie Lopez and is doing a great job. The board has been working as a team to keep things running smoothly and Connie has moved into her position and exhibits care and attention to detail. We are blessed to have her.

 

Secretary position was almost made for Joyce. Her skills were made for her position. Her duties have gone up lately but she shows a professional approach and handles all communication with a high level of expertise.

 

The only paid position is Jan. She has spent years keeping our HOA ship heading in the right direction. She always has a handle on our bookkeeping software, accounting, paying the bills and all the other multitude of issues and demands that flow across her desk. Interfacing with all homeowners and board members is not always easy. It takes a willing ear and attention to detail. Replacing her will be almost impossible. Taking on her duties will take time and patience and a willingness to learn.

 

Many positions NEED your help, and for homeowners to take responsibility for the functioning of the HOA. I am often asked why we don’t have a “property management “company running things. I have worked with a few management companies in town. Most were very nice people (at very high costs) but the fact always came down to the same scenario. The California State mandates we have a fully functioning Board of Directors, regardless of having management. The other was, no one but a homeowner cares enough and looks through homeowner’s eyes when decisions need to be made. I also found rule enforcement by management companies to be a bit overzealous.  

 

With the end of year rapidly approaching, it’s time for homeowners to get involved for 2026. You can always visit our CC&Rs for more detailed descriptions of what the HOA Board does.  

 

M. Anderson

 

Tasks and jobs may be difficult,

but if you are not alone in the midst of them,

they are much easier to accomplish

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