april_2011_minutes.pdf |
THE BOARD MEETING OF THE
555 ESPLANADE CONDOMINIUM OWNERS ASSOCIATION
April 11, 2011
CALL TO ORDER
The following are the Minutes of the Meeting of the Board of
Directors of the Casa Bahia Condominium Owners Association, held on Monday,
March 11, 2011, in the 535 Building Lobby, 535 Esplanade, Redondo Beach,
California 90277. A quorum of Board Members was established and Frank Parker
called the meeting to order at 6:38 PM.
BOARD MEMBERS PRESENT
Frank Parker, Vice President, Betty Schneider, Treasurer;
Dianne Merzel, Secretary; Joe Jetsyn Tache, Member-at-Large.
BOARD MEMBERS ABSENT
Joe Engle, President.
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT
Ellona Hess of Scott Management Company (SMC)
HOMEOWNER FINANCIAL COMMITTEE – REPORT BY MEMBER OF
COMMITTEE
On behalf of the Financial Committee, Mr. John St. Rock, Co-Chair, reported
on the progress of the Financial Committee by reading the minutes of the
Committee’s recent meetings, held on March 21 and April 04, 2011:
Periodic Project
Reports – one is to be completed by the project manager and the other by the
Treasurer. This will be adopted as presented and implemented in the April/May
timeframe.
Insurance Coverage –
Homeowner Ms. Kara Gifford has volunteered to assist the HFC and HOA in
obtaining bids (a total of 6) from various carriers for review and
consideration. This is for Fire, Liability, and Earthquake Insurance. Ms.
Gifford will also be looking into the recommendation made by Scott Management
Company to increase the Association’s coverage for Employee Dishonesty
Insurance. The HFC emphasized to the Board that this matter may require that the
HOA Board meet in a special session in order to make an informed decision in a
timely manner, before the current policies expire, in May 14, 2011 (except
Earthquake Insurance, which ends on July 20, 2011). Ms. Mary Lee Coe reported on
her research regarding earthquake insurance coverage, including the following
points:
10 out of the 70
buildings that Scott Management works with have earthquake
coverage.
The minimum
deductible under the current policy is $50,000.00 with a cap of $2.5 million, or
25 percent.
Asbetos removal is
not covered Debris removal is not
covered. Tear down costs are
not covered. Tsunami(s) are not
covered.
The current coverage
of $10M would allegedly cover the cost to rebuild the building, but that would
not include the land.
The tier structure as
it pertains to payment of the deductible would be determined by the HOA, not the
carrier.
The HFC found basic
information relating to earthquake risk in Redondo Beach on the State’s
Department of Conservation, with Seismic Hazard Maps for Southern California.
The Committee also contacted the city’s engineering department and found that
they do have FEMA maps that may be of value to the Association.
Ms. Coe’s research is ongoing and she will report further. The HFC will
continue to gather earthquake insurance coverage information and will then
present their findings to the Board before the policy ends, affording the Board
and the Homeowners the time to make an informed decision as to whether or not
the Association should continue to carry the coverage, and if so, with which
provider.
Water and Gas
Conservation – A representative from the West Basin Water District made a
presentation on “water savings” at the last Board Meeting. Documentation
regarding the program now available from them was distributed to all Residents.
The HFC has contacted Bert Meli Plumbing regarding the hot water situation in
the building, in order to determine the cost of resolving the long wait for hot
water in many Units.
Contracting Language
– the HFC will review various contracts, including the elevator service
contract, provided by the HOA to prepare a form containing boilerplate language
that may be used in the future when contracting with vendors. This project is
ongoing.
HFC Misrepresentation
– It was brought to the Committee’s attention that a Homeowner mis-represented
themselves as a member of the HFC to a preferred vendor of the Association. The
HFC found this to be unacceptable and requested that the HOA send the Homeowner
a reprimand letter.
Garage Driveway
Project – The HFC discussed the driveway project with regard to any potential
for cost overruns. Given that this is the first project that the HFC is
overseeing since its formation, the HFC decided to use this project as a way of
helping to guide the precedents for HFC review of all future contracted
projects.
Bulk Mailing – The
HFC recommends that a mailer be sent out right away to all Owners regarding the
option of choosing to receive documentation, such as notices minutes, etc. via
USPS mail or by email. There is a potential of saving $1,000.00 or more per year
in postage if a majority of the Homeowners elect to have various mailings
electronically delivered.
NW Balcony Project –
The HFC discussed the ongoing project where costly scaffolding and a porta-potty
remain on the property until the project is complete. The HFC was advised by a
Board Member that excessive corrosion exists in four of the vertical railings
which needs to be corrected before the project can be completed. Once the
vertical rails are repaired, brackets installed, stucco painted to match the
building, and a light fixture re-aligned, the project will be completed.
APPROVAL OF MEETING MINUTES
Ms. Merzel made a motion to approve the March 21, 2011 minutes as presented.
Ms. Schneider made a second to the motion. Copies of the approved minutes will
be distributed to all Homeowners.
TREASURERS REPORT
Ms. Schneider reported that the Association is approximately $200.00 under
budget for the month, and $5600.00 under for the year to date. There is one
expense that needs to be reclassified. Changes to the draft report for the
Special Assessment fund will be submitted to Scott Management Company after
further review of the report. The total amount of delinquencies at the end of
March 2011 was $1500.00. Ms. Merzel made a motion to accept the March 2011
Financial Report as presented, with the incorporation of the change mentioned
above. Mr. Tache made a second to the motion. The motion carried with all in
favor.
HOMEOWNERS FORUM
Unit #302 – Dot
Lee:
Ms. Lee submitted a written document with list of possible “To Do’s” for the
Driveway Project. Mr. Tache volunteered to take care of all items listed on Ms.
Lee’s list. Ms. Lee also mentioned that she met the contractor to be working on
the driveway project and reviewed with him her concerns about making sure that
the new drain to be installed does not make any noise when cars drive over it.
Unit #620 – Edna
Marinella:
Ms. Marinella reported that she recently heard loud banging noises in her Unit
in the late night hours. Ms. Marinella was advised that this noise was coming
from a Unit in her stack. The residents have been talked to and have confirmed
that they will not cause that noise to happen again.
·
Unit #303 – Alex
Burishkin:
Mr. Burishkin questioned whether or not votes taken outside of a Board Meeting,
via email, were noted in the meeting minutes. In the future, all votes taken
outside of a Board Meeting will be specifically noted in the meeting minutes.
OLD BUSINESS
Building FHA
Approval – Status Update: The package of documentation and information necessary to
begin this process was submitted to Mr. Nick Do of Bank of America. Mr. Do and
his Associate submitted the package to “FHA.” As of today, there are no further
updates.
Garage Driveway
Entrance/Exit Repairs – Status Update: Mr. Schneider reported that the project will begin on
Wednesday, May 18, 2011. The project should take about two and a half weeks to
complete. A major change has been made in regards to how the project will take
place – it will be broken up into four sections instead of doing one side and
then the other. There will be four pour days, which will result in a one hour
loss of access (from 12 – 1 PM) per pour day: May 25, 27, 31 and June 3. The
safety loops will not be active during the project so everyone must be extra
careful and cautious when entering or exiting the complex. The drain part of the
project will take place first. Mr. Tache volunteered to put notices regarding
this project under each Unit’s door and copies will be mailed to all Off-Site
Owners.
Gas Connectors –
Replacement Of – Status Update: Bert Meli Plumbing has submitted an
estimate to replace the gas connectors for fireplaces where necessary. The
proposal listed the following specifications: Remove imitation ashes, remove
cement fire logs, remove cover plates, replace flexible gas connectors and code
rotor (shut off), soap test gas connections, reassemble fireplace and test for
proper operation. The cost to do this job would be $320.64. Two additional
estimates will be obtained. Bert Meli also recommended considering the idea of
having pilot lights replaced with pilotless ignition (as mentioned under the
Financial Committee Report). Bert Meli needed to dismantle one in order to get
the information from the “build plate” and “control valve” to find out from the
manufacturer if the conversion is possible and the correct replacement valve and
any electrical changes that may be necessary to make the pilotless control work.
This dismantling took place and Bert Meli reported that they were not able to
find a pilotless ignition for the existing fireplaces.
Handrail
Replacements – Review Information/Quotes: Mr. St. Rock reported that the Committee has obtained a
couple of quotes for the handrail replacements at the front of the building
(East side) but that the Committee at this time has decided to table the project
until the retaining wall is placed, as the handrails might need to come out
during the retaining wall replacement project. Mr. St. Rock and Ms. Hess are
working together on obtaining quotes to install railings for the West side of
the property, for the stairs that leads from the backside of the property to the
beach. Mr. Schneider recommended that the City be contacted about who they are
using for their railing project – by the pier. Mr. St. Rock will contact the
City to obtain this information.
Hallway Renovation
Project – Update from Committee: Ms. Merzel, member of this Committee,
reported that the Committee members met on April 03 to discuss a process for the
project. The Committee put together a rough draft list of items which they will
request that the bidding contractors include in their estimates. Ms. Merzel
briefly reviewed all items currently on this list. The Committee will be meeting
with four-five contractors towards the end of the month. The HFC requested that
they be presented with a copy of this list so that they can submit their input
and ideas before the list and/or proposals are finalized.
Maintenance
Responsibility Matrix – Review Ideas: This project is in progress.
Roof Access Doors
and Emergency Doors- Review Estimate(s) for Replacements:
Proposals have been requested to replace the roof access door on
each side of the building. To date, two proposals have been submitted. Quotes to
replace emergency exit doors are in the process of being obtained. Also included
in this request is replacement of lock and frame and/or door, for the beach side
doors.
Sump Pump for
Water Intrusion into G2 – Review Information/Quotes/Recommendation by Committee:
The
project has been tabled at this time but will continue to remain on the
agenda.
Unit #319 –
Plumbing Incident/Repairs – Status Update: Ms. Schneider reported that on Thursday, April 07, 2011,
Ms. Hess, Ms. Schneider, two representatives from PW Stephens (the
sub-contractor performing the asbestos abatement), two representatives from
ServPro (the Association hired contractor performing the water damage
remediation from the plumbing backup in/around September of 2010), a
representative from RR Restoration (the contractor called out by PW Stephens
after the flood accident took place to perform immediate dry-down services), and
the Homeowner of the Unit met together to review what repairs needed to take
place, who would be taking responsibility for the various repairs, and an
estimated time-frame for the repairs to be completed. At the close of the
meeting, PW Stephens offered to pay the difference between replacing the
hardwood flooring throughout the Unit – which needs to take place as a result of
the second loss, and just replacing the flooring in the front part of the Unit
(including entryway and kitchen) and refinishing the rest of the Unit – which
would have had to have taken place because of the first loss, in their
professional opinion. This offer was discussed by the Board. It was mentioned
that to date, one quote has been submitted to do the above mentioned two
different projects, by a contractor suggested by PW Stephens. Two other flooring
contractors have been contacted on behalf of the Association and those estimates
should be submitted shortly. It was noted that the Homeowner of Unit has offered
to take care of the replacement of the cabinet boxes, at his sole cost. Ms.
Merzel made a motion to accept the offer made by PW Stephens in regards to the
hardwood floors in the Unit, contingent on a Board review and final vote on all
three proposals was once submitted. Ms. Schneider made a second to the motion.
The motion carried with all in favor. The Board of Directors reviewed the
proposals to restore the third floor hallway opened areas, which was a direct
result of the first loss (the backup of the vertical plumbing line). Ms.
Schneider made a motion to accept the proposal submitted by RR Solutions for a
not to exceed amount of $900.00. Mr. Tache made a second to the motion. The
motion carried with all in favor. The work will be scheduled right away.
Unit #517 and 619
Deck/Drain/Flashing Repairs; Interior Repairs to Units – Status
Update: To date, Ewell Construction has completed repairs to two out of
the three identified problem areas. Ewell Construction is waiting to obtain
access from Unit #517, so that they can work on 517’s deck. Mr. Jetsyn Tache,
Homeowner of the Unit, stated that he has made contact with Ewell and is working
on scheduling the repairs to take place and that they should be completed by the
end of the month (April).
Water Intrusion
into G4 – Review Information/Recommendations and
Proposals:
Mr. Schneider advised that the scope of work approved by the Board, to be
completed by Morales Waterproofing, will be scheduled to take place as soon as
the Northwest Balcony Project is finished and the scaffolding is removed. An
estimated start date is around May 30, 2011. The Board has decided that they
would like to obtain any necessary permit(s) for this job.
Special Assessment 2008 Projects - Update: The following updates were
given regarding The Entryway Project – Correction of 535 Entryway Door and
Intercom System Problem Areas – Status Update:
Ms.
Hess is working with the Owner of RMS regarding the continued problems reported
with the 535 entryway directory intercom system and door.
The following report was given regarding The Northwest
Balconies Project:
The
project is close to completion.
There
are 4 vertical posts that have excessive corrosion on them. An insert to
reinforce the posts was to be delivered on Tuesday. Ms. Schneider explained the
delay on that item and advised that the posts, once approved by the engineer,
should be delivered this week. The railings can then be reattached.
The
stucco color is unsatisfactory and needs to be corrected.
The
light fixture on Unit #103’s balcony is misaligned and the escutcheons are
missing from the fire sprinklers.
It
was noted that the slope of Unit #103’s balcony passed inspection by the City
twice.
The
Committee anticipates that the project should be entirely completed by the
beginning/middle of next week.
The following report was given regarding The Street-Side
Retaining Wall Replacement Project:
One
bid has been submitted to date for the replacement of the street-side retaining
wall. Bids, and more research/information, for the replacement of the street
side retaining wall are forthcoming. The replacement of the wall will follow the
Driveway and the Water Intrusion Projects (discussed earlier in the
Meeting).
NEW BUSINESS
Fire Alarm Testing – Review Results/Proposal for
Repairs:
The Board of Directors reviewed the results from the annual fire alarm test that
recently took place and the contractor’s price itemized proposal for repairs.
Ms. Schneider made a motion to accept the proposal as submitted. Ms. Merzel made
a second to the motion. The motion carried with all in favor.
Communication to Owners regarding Email vs. Snail
Mail:
The Board of Directors voted on proceeding forth with the idea suggested by the
HFC to send out a letter to all Owners, asking for them to participate, or
otherwise, in receiving certain HOA related documentation via email instead of
snail mail. Ms. Schneider made a motion to proceed with this mailer. Ms. Merzel
made a second to the motion. The motion carried with all in favor.
Contractor Rules for Working in the 535/555 Esplanade
Building:
The Board of Directors reviewed the revised proposed policy to be incorporated
with all Board approved contracts and projects. Ms. Merzel made a motion to
accept and incorporate the policy as presented. Ms. Schneider made a second to
the motion. The motion carried with all in favor.
NEXT MEETING
Monday, May 16, 2011, 6:30 PM.
ADJOURNMENT
Meeting was adjourned at 8:24 PM.
Submitted by: Ellona Hess
EXECUTIVE SESSION
The Board of Directors held an executive session to discuss
pending violations and a legal matter.
PLEASE NOTE:
Any grievance or clarification on issues can be addressed by: (1) Airing the
issue at the next scheduled Public Board meeting, or (2) contacting Ellona Hess
at Scott Management Company (Phone: 310-370-2696 ext. 211; Email:
[email protected]; Mail: Scott Management Company, PO Box
3159, Torrance CA 90510-3159). Calls/correspondence should reference 555
Esplanade/Casa Bahia.