THE BOARD MEETING OF THE 555 ESPLANADE CONDOMINIUM OWNERS ASSOCIATION
January 9, 2012
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,
January 9, 2012, in the 535 Building Lobby, 535 Esplanade, Redondo Beach,
California 90277. A quorum of Board Members was established and Joe Engle called
the meeting to order at 6:37 PM.
BOARD MEMBERS PRESENT
Joe Engle, President; Betty Schneider, Treasurer; Dianne Merzel, Secretary;
and Joe Jetsyn Tache, Member-at-Large.
BOARD MEMBER(S) ABSENT
Frank Parker, Vice-President.
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT
Ellona Hess of Scott Management Company (SMC)
HALLWAY RENOVATION PROJECT – PRESENTATION BY “ASBESTOS
SPEAKER”
Mr. Steven D. Busby, Senior Instructor of Irwin University
attended the meeting to make a brief presentation regarding the asbestos in the
building. Mr. Busby’s suggestion to the Board was to remove the asbestos in the
hallways during the renovation project as opposed to installing sheet rock over
it.
APPOINTMENT OF OFFICER POSITIONS
Mr. Engle announced that at the close of the November 2011
annual meeting it was decided that the Board Members would all maintain their
current positions (Note: Positions are listed above under Board Members
Present).
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. Mr. St. Rock advised that the
Committee’s met last in November and again this evening. The topics of
discussion at the meeting from this evening included review of pending projects
– the Committee’s and the Association’s. Mr. St. Rock reminded all project
chairs that the tracking progress report, prepared by the HFC, should be
submitted to the Board and HFC and updated as needed. The Committee will
continue to meet once a month – an hour before monthly Board
APPROVAL OF MEETING MINUTES
Ms. Merzel made a motion to approve the October 17, 2011 minutes as
presented. Ms. Schneider made a second to the motion. The motion carried with
all in favor. Copies of the approved minutes will be emailed and/or mailed to
Homeowners.
TREASURERS REPORT
Ms. Schneider reported that the Association came under budget in expenses at
the end of the year however there are several projects that were budgeted for
that have not yet taken place. Ms. Schneider made a motion to transfer $8,000.00
from the Associations operating account which was set aside for remediation and
repair work in Unit #319 to the reserve fund so that it continues to remain
available. Ms. Merzel made a second to the motion. The motion carried with all
in favor. Ms. Schneider advised that a reclassification she requested from
Scott Management is still pending. With the completion of this reclassification
request, Ms. Schneider made a motion to approve the December 2011 financial
report as presented. Ms. Merzel made a second to the motion. The motion carried
with all in favor.
HOMEOWNERS FORUM
Unit #109 – Mary Lee Coe:
Ms. Coe requested a status update on the Gas Connector Replacement Project by
Homeowners.
Unit #406 – Sandy Bagley:
Ms. Bagley expressed her concern for the lack of safety by residents in the
building, specifically in regards residents and/or others following other
residents in when pulling into the garage. Ms. Bagley suggested that the relay
time on the vehicle gate be adjusted so that it does not remain open for such a
long period.
Unit #315 – Mark Drale:
Mr. Drale requested a status update on the pending repairs at Unit #517 deck,
and the interior repairs to his Unit.
Unit #302 – Dot Lee:
Ms. Lee suggested putting a notice under the door of each Unit advising residents
that the Board is suggesting that residents report any suspicious activity at
the building, including someone following one in to the garage, to the Redondo
Beach Police Department. Ms. Lee questioned whether or not the money that was
collected for recent special assessments (2) has been set aside in separate
accounts, or otherwise.
Unit #303 – Alex Burishkin:
Mr. Burishkin requested a status update on the garage ceiling repairs and
questioned why this project was taking so long.
Unit #503 – Patty Cutten: Ms. Cutten stated that the temperature of the Jacuzzi seems “overly
high.”
Unit #620 – Edna Marinella:
Ms. Marinella reported that the other day water was gushing out of pipes (for
washing machine overflow) in G1.
OLD BUSINESS
1. Building FHA Approval – Status Update: All items listed on the
“Outstanding Conditions for FHA Approval” have been taken care of and
re-submitted for FHA department approval. Ms. Hess continues to, and will
continue to, follow up with the representative from Bank of America, as she has
not yet received the results of the recent reviews by the FHA approval
department, from him.
2. Circuit Breaker Replacement Project: Status Update: As previously
reported at meetings and noted in meeting minutes, an inspection of the property
was conducted by a representative for the Association’s new general liability
insurance carrier. The inspector noted that the currently installed circuit
breakers are obsolete and pose a fire hazard. The official report from the
insurance carrier, Sequoia, has been submitted. Included in the report was
mention of this circuit breaker concern and the requirement to address it within
the immediate future. At the October 2011 meeting the Board reviewed the
proposals (5) submitted to proceed with this project. The proposal submitted by
Moffitt Electric was approved. Moffitt Electric recently reported that they met
with a City/Edison representative and: “The City/Edison wants the system
changed. Right now, the wires come in from an underground vault and feed the
panels with no disconnect. There is nothing in there that would allow the
complete shut down of the panels and that is really what they want…” Moffitt
originally thought that the current system in place should be grandfathered in,
to keep it as it and just remove/replace as needed, but that is not the case. A
very large shut off switch will need to be installed before this project can be
completed. Moffitt Electric has been asked to submit a plan(s) and estimate(s)
to accommodate this City/Edison requirement. An idea was mentioned to approach
the City and request that they reconsider this requirement. This will be further
discussed and looked into once Moffitt submits the requested plan/estimate.
3. Earthquake Preparedness Plan: Mr. Engle advised at the August
meeting that he would like to work towards putting together an Earthquake
Preparedness Program as well as plans on how the building would be re-built,
should it be destroyed in a catastrophic earthquake. Mr. St. Rock submitted some
documentation/ideas that can be used for this program. Mr. Engle will continue
to work on this with Mr. St. Rock.
4. Garage Ceiling Repairs: It was noted originally at the July 2011
meeting that ceiling repairs in G2 – in three different areas – are still
pending. Mr. Tache volunteered to work on obtaining proposals for these repairs
and reported that he has already met with one contractor who will be submitting
an estimate for repairs and will be meeting with another. It was confirmed that
money has already been set aside to fund this project.
5. Gas Connectors (Replacement Of): Review 2nd Request Responses: A letter was sent to each Owner
calling the safety concern regarding old gas connectors to their attention,
mandating that they replace their gas connector within a certain time period (60
days), or if the Unit Owner already had their gas connector replaced, the letter
stated that they will need to submit some sort of proof/certification, proving
such. 26 Units responded to the first request. Follow up letters were sent to
the 28 Units who did not respond, advising that they had 30 days to respond or
corrective action may be taken by the HOA– which they would be held financially
responsible for. 10 Units responded to this second request. Follow up letters
will be sent to the 18 Units who had not yet responded, advising that they have
a final 30 days to respond or corrective action may be taken by the HOA – which
they will be held financially responsible for.
6. Hallway Renovation Project – Update/Recommendation from Committee:
At the August meeting, an update on this project was given by Ms. Merzel,
member of this Committee. The update included a summary of the bidding process
for this project and the scope of work that was estimated on. In an effort to
remain close to the budgeted amount for this project – as set aside in the
Reserve Study – the Committee’s recommendation was to primarily focus on
upgrading the hallway and stairwell ceilings (installation of dry wall over
popcorn ceiling) painting of hallway and stairwell walls, replacement of base
boards (to match ones installed in the lobby areas) and replacement of carpet.
Items that the Committee did not include in their recommendation were:
replacement and/or painting of Unit front entry doors plus hardware, replacement
of light fixtures, altering the fire sprinkler system/heads, and removal of
popcorn ceiling. The Committee filled in a project tracking report and submitted
it first to the HFC for review/approval. The HFC did not have any changes to the
report and therefore a copy was submitted to the Board for its review and voting
process. After this initial discussion and presentation the Committee issued a
new recommendation which included: “remove the asbestos, paint the Unit doors,
and accept the proposal submitted by DM Construction.” At this meeting the Board
and Committee Chair reviewed the Project Analysis Report completed and submitted
by the HFC. It was decided that the Committee will request an updated proposal
from DM Construction and will then make a formal recommendation, with selections
from all of the different options – carpet grades, paint choices, modifications
to Unit doors, etc. – to the Board for review. The formal presented
recommendation will include samples of the selected choices (carpets, paints,
etc.).
7. Jacuzzi Leak Repairs: Status Update- The repairs were completed in
December 2011.
8. Maintenance Responsibility Matrix – Review Ideas: Mr. Engle is
working on preparing this matrix.
9. Roof Access Doors, Emergency Doors, Beach Side Doors Replacement
Project – Status Update: Mr. St. Rock prepared a “Door Replacement Project
Contractual Agreement” to go along with the Board approved estimate submitted by
Collins Builders. The Board reviewed and discussed this agreement. Ms. Schneider
made a motion to send the contract to Collins for their review and approval only
– not incur any expense for the attorney’s review as well. Ms. Merzel made a
second to the motion. The motion carried with all in favor.
10. Street Side Retaining Wall Replacement – Status
Update: The project has been tabled at this time but will continue to remain
on the agenda.
11. 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.
12. Unit #313 Balcony Railing Repairs – Review Inspection Report/Estimate
for Repairs: CMS performed destructive testing at the three loose balcony
rails for Unit #313, per the Board’s request. CMS reported that they “did our
inspection to find that the balcony plywood was rotted away around the post
& that the post bottoms were badly deteriorated.” CMS is now recommended
that the Association fully repair both decks as outlined in their proposal dated
August 11, 2011, item #1. The Board has requested that Scott Management Company
obtain at least two additional (itemized) proposals.
13. Unit #319 Interior Remediation & Repairs: Proposal Review &
Vote: As previously mentioned, ServPro of Culver City brought an additional
area of concern to the Board’s attention that they stated may require
remediation. The Board approved the hiring of an independent
consultant/hygienist so as to obtain an opinion on this area of concern, along
with a report complete with specifications for remediation, if any. The Board
reviewed the report submitted by Gold Health & Safety Consulting and the
remediation proposals submitted by three different companies. Ms. Merzel made a
motion to approve the proposal submitted by Advanced Environmental. Ms.
Schneider made a second to the motion. The motion carried with all in favor.
Advanced will be asked to arrange for asbestos remediation before the mold
remediation begins. One the remediation is completed and a clearance
certification is issued proposals will be collected for drywall and paint
repairs.
14. Unit #517 Repairs to Area Around Drain: Proposal Review & Vote.
Interior Repairs to Units: Status Update: The Board requested that Scott
Management Company obtain proposals to waterproof the area around the drain of
517’s balcony and its nearby area, as well as the overflow drain of the balcony.
The Board reviewed the proposal submitted to date by Collins Builders to
complete such waterproofing. Ms. Schneider made a motion to accept the proposal
as presented. Ms. Merzel made a second to the motion. The motion carried with
all in favor. Interior remediation and repair is outstanding in six different
Units: 114, 117, 213, 313, 315 and 503. The Board was unanimously in favor of
first having Gold Health and Safety Consulting complete inspections/surveys,
etc. at these six Units before having estimators come out to bid on the various
remediations and “re-builds.”
15. Water Intrusion into G4 – Status Update on North Side Trenching
Project: Mr. Schneider previously provided a report regarding this project,
which was: “that he presented his Management Plan to the City Hall for this
pending project. Coastal Commission does not need to get involved, but the
Association will need to obtain a permit from OSHA and will also need a shoring
plan and a soil analysis completed. Mr. Schneider advised that he reviewed this
project with a couple of engineering firms and they approximated that the City
fees will cost about $1,500.00, the Shoring Plan, $2,000.00, the Soil Analysis,
$500.00 - $1,000.00, and the Trench Permit, $100.00. In order to obtain the
trench permit, a very comprehensive application will need to be filled out.” Dr.
Parker has gotten involved and worked with previous Homeowner Larry Carpenter.
Mr. Carpenter provided contact information for an independent engineer that
could possibly help the Association to obtain the required permit from OSHA and
to write up the shoring plan and soil analysis. Working through an independent
engineer vs. an engineer working with a hired contractor may prove to be more
cost effective. Dr. Parker is currently waiting on the proposal from the
independent engineer to provide these services.
16. 520/620 Water Intrusion Identifying & Correcting Sources of Water
Intrusion: Status Update/Unit #520 Interior Repairs – Proposal Review &
Vote: At the August meeting, the Board reviewed the water test report
submitted by Ewell Construction which identified the sources (2) of water
intrusion into Unit #520. The two sources listed were components that the Unit
Owner of 620 is responsible for. A copy of the report and proposal for repairs
was forwarded to the Homeowner for action and consideration – action to be taken
within 90 calendar days of notification. The Board reviewed the Association’s
policy regarding holding the Homeowner (620) responsible for the water testing
charge. It was determined that in accordance with the policy the Homeowner was
to be back-billed for the charge. The Board reviewed the draft back-bill letter
for this charge. Ms. Schneider made a motion to send the letter. Ms. Merzel made
a second to the motion. Discussion followed and it was mentioned that the
Homeowner had since obtained other expert opinions advising that none of the
components, which are her responsibility to repair, maintain, and replace, as
identified in the Ewell Construction water testing report, are actually leaking.
The Board had previously requested that Scott Management Company arrange for a
second water test by a contractor recommended by Mr. Tache – at no cost to the
Association. At this meeting the Board took all facts into re-consideration and
decided that a visual inspection ONLY should be conducted as soon as possible by
Mr. Tache’s suggested contractor. Mr. Tache will be present at the time of the
inspection. Included in this inspection will be taking a look at the ceiling
area opened in Unit #520 where the damage was first observed. The Board reviewed
the proposals submitted (4) to complete the interior repair work in Unit #520. A
motion was made to accept the proposal submitted by A to Z Construction,
contingent upon confirmation of responsibility for the components causing the
leak(s) into the Unit. A second was made to the motion. The motion carried with
all in favor.
NEW BUSINESS
1. Annual Gutter Cleaning & Roof Maintenance: Proposal Review &
Vote: The Board reviewed the proposal submitted by Barnett Roofing to
complete this service. Ms. Schneider made a motion to accept the proposal as
presented. Mr. Tache made a second to the motion. The motion carried with all in
favor. The expense will be paid from funds set aside in the 2012 budget.
2. Annual Tree Trimming: Proposal Review & Vote: The Board
reviewed the proposals submitted (4) for the annual tree trimming service. Ms.
Merzel made a motion to accept the proposal submitted by American Arbor Care.
Mr. Tache made a second to the motion. The motion carried with all in favor.
3. Changes in Condo. Law/Civil Code: Review & Discuss: The Board
reviewed and discussed the documents (2) titled: “Governor Brown Signs SB
563;Say Good-bye to Actions Without a Meeting” by David Swedelson, Condo Lawyer
and HOA Attorney;Senior Partner SwedelsonGottleib and “SUMMARY OF LEGISLATION
EFFECITVE JANUARY 1, 2012” by Condo Lawyer and HOA Attorney Laura J. Snoke. The
topics discussed from these document included Board Meetings and the ability for
the Board to delegate action(s) between meetings to any person(s), managing
agent, officer of the Association or committee member. In accordance with this
ability, the Board delegated the following items to the following Board Members:
accounting related actions, with at $1,500.00 spending limit – per action, to
Ms. Schneider; correspondence related actions, with a $500.00 spending limit –
per action, to Ms. Merzel; legal related actions, with a $500.00 spending limit
- per action, to Mr. Engle; repair related actions, with a $500.00 spending
limit – per action, to Ms. Schneider. Unanimous written consent can still be
used when voting on an emergency related item between meetings.
4. G2 Water Intrusion/Waterproofing at Section of Driveway: Status
Update: Mr. Schneider reported to the Board in November 2011 that he checked
the new garage drain during a weekend with a rain storm. “Where it was leaking
before, all around the PVC drain pipe, it is now dry. Where water used to run
down the driveway and into the building, this area is also now relatively dry.
However, the 4 foot section of concrete that was not replaced, from the new
drain out to the edge of the building, is leaking. Water is seeping through the
concrete in the middle of that section. While it is not a big leak, it is enough
to form a 3 to 4 inch diameter pool of water in the G2 parking space under the
middle of that section.” Waterproofing contractors will be contacted with the
request that they inspect this area and submit proposals to apply a sealer at
this problem area.
5. Irrigation Valve Repairs (2): Proposal Review & Vote: The Board
reviewed the proposals (2) submitted by Rancho CA to complete irrigation system
repairs. Ms. Schneider made a motion to accept the proposals as presented. Mr.
Tache made a second to the motion. The motion carried with all in favor.
6. Security Camera System: Recommendation to Install Additional
Camera: In December 2011 the Security Committee reported to the Board that a
camera was not installed at the G1 area that faces the 555 side. The coverage
that is missed by this non-camera is the building exit, the ramp and the lobby
entrance. The Committee suggested that the Board consider installing a camera at
this area to obtain this extra coverage. The Board reviewed the proposal
submitted by Add Awareness. A motion was made to accept the proposal as
presented. A second was made to the motion. The motion carried with all in
favor.
7. Unit #601 (Aley) Roof Leak Repairs: Proposal Review & Vote: The
Board reviewed the report submitted by the Homeowners of the Unit regarding an
observed roof leak in their Unit. The Board subsequently reviewed and discussed
the proposal submitted by Barnett Roofing to complete the recommended repair
work to eliminate this leak. Ms. Schneider made a motion to accept the proposal
as presented. Mr. Tache made a second to the motion. The motion carried with all
in favor.
8. Unit #s 317 and 417 Interior Remediation and Repairs: Civil Code
Section 1363.05 states: “Notwithstanding paragraph (1), the board of
directors may take action on any item of business not appearing on the agenda
posted and distributed pursuant to subdivision (f) under any of the following
conditions: (i) Upon a determination made by a majority of the board of
directors present at the meeting that an emergency situation exists. An
emergency situation exists if there are circumstances that could not have been
reasonably foreseen by the board, that require immediate attention and possible
action by the board, and that, of necessity, make it impracticable to provide
notice.” In accordance with the section of Civil Code, this emergency item
was added onto the agenda. The Board reviewed the report and recommendations
submitted by 24 Hour Restoration per action taken, and action that they feel
needs to be taken, following a water loss (plumbing backup) in the Units. At
this time 24 Hour Restoration is suggesting that asbestos and mold remediation
take place in Unit #317. 24 Hour Restoration has not yet advised of their
recommendations in regards to Unit #417 – only action taken thus far. A motion
was made to hire Gold Health and Safety Consulting to perform an
inspection/survey in Unit #17 and prepare a report with specifications for any
remediation needed in the Unit; The same will be done for Unit #417 is 24 Hour
Restoration advises that mold remediation is needed. A second was made to the
motion. The motion carried with all in favor. The Board approved providing a
copy of 24 Hour Restoration’s report to the Homeowner of Unit #317.
NEXT MEETING
MONTHLY: Monday, February 20, 2011, 6:30 PM.
ADJOURNMENT
Meeting was adjourned at 9:13 PM.
Submitted by: Ellona Hess
EXECUTIVE SESSION
The Board of Directors held an executive session to discuss
pending violations and a reimbursement request,
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.