9/23/2024 Board Brief
Dear Laurel and Magnolia Residents,
Last week, we focused on holding our vendors accountable for the services they are contracted to provide. Below is a summary of key discussions and actions taken. It has become clear that some vendors, who have been with us for years, have been underperforming, effectively collecting payments without fulfilling their responsibilities.
Diox Pest Control:
We currently pay Diox $600 per month for pest control services across the community, which includes treating all common areas and recreational spaces for ants, crawling insects, and maintaining rodent control equipment. Unfortunately, it is apparent that many of the rodent traps have not been serviced in some time, with debris and spider webs accumulating in and around them. Additionally, several residents have reported increased ant infestations. We have raised these issues with the owner of Diox and have requested a formal proposal detailing how they plan to address these concerns. As part of our review, we are also pursuing either a refund for services not rendered or a credit toward future services.
Bay Alarm:
Bay Alarm monitors the sprinkler alarm system in Magnolia. During a recent walkthrough with the regional manager, we addressed significant concerns regarding their lack of response during emergencies and the inadequate testing and monitoring of the alarm system. While these issues have been escalated to ensure prompt resolution, it has come to light that Bay Alarm has in fact been sending deficiency alerts via text to the phone number on file, Strategic HOA. However, none of these messages were communicated to the Board. We have requested that the point of contact for the account be updated immediately so that the Board is directly notified for all emergencies.
PacWest Paint and Construction:
We recently completed a “wet punch” walkthrough with PacWest, and all outstanding touch-ups have been addressed. Painting of the final three buildings in Laurel is scheduled to begin today. Additionally, we have scheduled an onsite meeting with the CEO of PacWest this Tuesday to discuss several contractual matters. It is crucial that we carefully plan the remainder of the construction project before proceeding. Unfortunately, we are currently $14k over the budget due to previously approved "change orders" from the former Board, which authorized the repainting of homes two or even three times over. We will provide updates as we finalize the timing and design details, including color schemes and renderings for Magnolia.
Strategic HOA:
Regrettably, Strategic HOA has not been meeting the expected standards for property management. Routine maintenance requests are frequently delayed and require multiple follow-ups.
Additionally, the Board is still working to gain access to sensitive financial information —business that should have been resolved within the first week. Due to poor record-keeping by Strategic, there have also been instances of duplicate invoice payments and missed payments. This is unacceptable. As a result, the current Board has halted all invoice payments (including to Strategic) pending review and approval by our finance committee.
Community Reminders:
*Attention* Please be advised that beehive removal work is scheduled to take place tomorrow on Antlers Way, near the backside of the pool area. A professional beekeeper and removal specialist will be safely relocating the hive and repairing the exterior wall.
Please ensure trash cans are brought in promptly after collection.
We kindly request that all residents ensure both of their vehicles are parked within their garages. This will be especially important when we commence construction on the Magnolia side of the community, as the staging area will be relocated utilizing several spaces. Please be mindful that this practice will also be crucial as we approach the holiday season, and it will become imperative when new parking stickers are allocated in the new year. Thank you for your cooperation.
Please join us for our next planning meeting on Wednesday, October 2nd @ 6pm - Laurel BBQs. This meeting will provide an opportunity to discuss upcoming community needs, and we encourage residents to participate. If you have any questions or suggestions, feel free to reach out to us at info@LaurelMagnoliaHOA.com.
Thank you for your continued cooperation.
Best regards,
Board of Directors
Laurel and Magnolia
info@LaurelMagnoliaHOA.com
https://www.LaurelMagnoliaHOA.com/
