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, September 16, 2013, 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 6:38 PM.
BOARD MEMBERS PRESENT
Joe Engle, President; Frank Parker, Vice President; Betty
Schneider, Treasurer; Dianne Merzel, Secretary, and Sandy Bagley, Member-at-Large.
BOARD MEMBER(S) ABSENT None.
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT Ellona Hess of Scott Management Company (SMC).
HOMEOWNER FINANCIAL COMMITTEE – REPORT BY MEMBER OF COMMITTEE
The Committee did not have a formal meeting and did not have any recommendations or concerns to present to the Board at this time.
APPROVAL OF MEETING MINUTES
Ms. Schneider made a motion to accept the August 2013 minutes, with one change: under the Treasurers Report, 4th line should read “over budget” instead of “under.” Dr. Parker made a second to the motion. The motion carried with all in favor.
TREASURERS REPORT
Ms. Schneider reported that the Association is pretty much in the same position as last month, and by her calculations the Association should come in at the end of the year approximately $3,000.00/$5,000.00 over budget. The REPAIR line item is $13,000.00 over budget. Another line item over budget is FIRE SYSTEM REPAIRS. There is currently one Unit in collections. Ms. Schneider made a motion to accept the August financial report as presented. Ms. Bagley made a second to the motion. The motion carried with all in favor.
HOMEOWNERS FORUM
• Unit #105 – Dr. Parker: Dr. Parker reported that he was having an issue over the weekend getting into the garage through the vehicle gate (street-side). Ms. Merzel advised that she experienced the same issue.
• Unit #109 – Mary Lee Coe: Ms. Coe questioned whether or not Offshore Maintenance could be asked to wipe down or wash down (shop-vac) all of the concrete dust off of the water pipes in the G4 garage. Ms. Coe advised that the plumbing access panels are not very flush with the wall, and that some are bolted. Ms. Coe suggested that as a part of the hallway renovation project the Committee consider having clip-on access panels. Ms. Lee inquired as to whether or not the Board could proceed with the hallway renovation project even though only 16 (in place of 20) Homeowners have volunteered to make the December emergency special assessment installment early.
• Unit #302 – Dot Lee: Ms. Lee expressed her agreement with Ms. Marinella and Ms. Johnson (Janet) that a safety strip should be installed at the end of each stair, in all stairwells. Ms. Lee advised that at one point in time, the access panel for her Unit was painted over; access panels should not be painted over. Ms. Lee mentioned an area of concern where re-sealing might be needed to avoid water intrusion. Ms. Lee questioned whether or not a copy of the Rules and Regulations were provided to the new tenant of Unit #316.
• Unit #502 – Patty Cutten: Ms. Cutten asked whether or not Homeowners have been approached yet for ordering the new Unit front entry door replacement hardware.
• Unit #303 – Alex Burishkin: Mr. Burishkin questioned whether or not the front entry doors would need to be cut to accommodate the new door replacement hardware as well as whether or not Homeowners would be able to chose their preferred color for the interior side of the door (replacement) hardware.
OLD BUSINESS
1. 2013 Annual Meeting Date: November 4, 6:30 PM: The Annual Meeting and Election of the Board of Directors is scheduled to take place on Monday, November 4, 6:30 PM. The deadline to return the Nomination Form(s) is September 20.
2. Bicycle Rooms Clean-Out Project and Paddle Board Storage
Ideas: Status Update/Discuss: Ms. Bagley and Ms. Schneider are continuing to work on the clean-out of the bicycle cages. They are also investigating possibility and options (design, budget) for allowing the storage of paddle boards (and surfboards) in the bike cage, on level G4. Homeowners would need to pay a monthly rental fee to the Association for such (paddle board/kayak) storage.
3. Five Year Fire Sprinkler Certification: Unit Interior and Common Area Repairs: Status Updates: Esparaza Fire Protection is currently working on repairing the fire sprinkler system deficiencies in the common areas. Letters were sent to Homeowners, respectively, who have items that need to be corrected in their Unit, regarding what repairs/replacements are needed, what the associated costs will be, and that they should expect a call from Mr. Daron Friedman of Esparaza Fire Protection to schedule the work to be done.
4. G4 Project Phases Two and Three: Status Update: Ms. Schneider reported that Phase Two is complete aside for the inspection, which is scheduled for this week. Phase Three is nearly complete. There was a change order incurred for Phase Three, in the (negotiated) amount of $8,550.00. The project still came in within the budgeted amount.
5. Hallway Renovation Project: Status Update: Ms. Merzel advised that the project will commence either in October or January – depending on the availability of funds. Ms. Merzel read aloud the minutes of the last meeting of the Committee incorporated some recent updates. A sub-Committee (Mr. Burishkin and Ms. Santini) has been formed to address the Artwork portion of the project.
6. Plumbing Policy & Procedure: Discussion: It was decided that the current Policy and Procedure will remain in place.
7. Proposed Changes to the Rules and Regulations Re Front Entry Door Replacement Hardware: Review Homeowner Comments (if any): This agenda item was not discussed.
8. TABLED PROJECTS: a) Earthquake Preparedness Plans, b) Maintenance Responsibility Matrix, c) Rules and Regulations re Renters, Proposed Changes, d) Siding Repairs, e) Street Side Retaining Wall Replacement, f) Sump Pump for Water Intrusion into G-2, and g) Water Intrusion into G-4, N. Side Trenching Project.
NEW BUSINESS
1. 2014 Annual Budget: Review, Discuss: Scott Management presented to the Board a draft budget for the 2014 fiscal year. Ms. Schneider and Mr. Engle will work off of Scott Management’s draft and prepare a second version for the Board’s consideration.
2. Annual Tree Trimming Service: Proposal review/Vote: Schedule for October: Rancho CA submitted a tree trimming proposal for the Board’s consideration. Ms. Merzel made a motion to accept the proposal as submitted. Ms. Bagley made a second to the motion. The motion carried with all in favor.
3. Isolation Valves, Installation of: Discuss: Mr. Midstokke recommended that the Board consider installing isolation valves on risers (for individual stacks) each time the water supply is shut off. Mr. Midstokke will be meeting with a group of plumbing companies to obtain their assessments and/or proposals on this installation project.
4. Unit #115, Storage in Parking Stall Area: Review/Vote; Ratification of Board Vote re Patio Improvements: The Homeowner of Unit #115 submitted to the Board a request for “additional storage to parking stalls, per drawings, will comply with the Casa Bahia CC&Rs.” The Board will inspect the parking space area, in conjunction with the request and the drawings submitted by the Owner, and the Association’s Policy and Procedure for these types of parking space storage units. The Board took an emergency vote by email August 24) to vote on a time sensitive request submitted by the Homeowner to his Unit’s upper south, patio area – “an improvement to current rotted timbers.” The Board voted in favor of accepting the request as submitted. Ms. Schneider made a motion to ratify the vote taken by email. Ms. Bagley made a second to the motion. The motion carried with all in favor.
5. Unit #302 Water Intrusion: Status Update on Repairs: Ms. Lee explained the history of events related to the water intrusion in her Unit, (evidenced originally by a water stain in the living room ceiling) discovered by Bert Meli Plumbing to be caused by two different sources. A detailed report by Bert Meli Plumbing was submitted as well, explaining their findings. Per the Board’s approval, Scott Management Company will contact the Association’s insurance carrier to question whether or not this loss(es) would be a covered peril. The Homeowner of Unit #402, who is otherwise responsible to repair/maintain/replace the two components (a toilet wax ring and shower door seal) that allowed for this water intrusion, will be informed accordingly.
6. Vehicle Gate Maintenance Service: recommendation by FHC Committee: Proposal Review/Vote: At the request of a Board Member, Marina Security Gate submitted a vehicle gate maintenance service contract for monthly, bi-monthly, or quarterly visits. The HFC was asked to review the contract. The HFC’s assessment was as follows: “…the HFC have reviewed the attached document and find no outstanding issues. We would only be guessing, but it would seem that a quarterly visit would be more than appropriate and might suggest bi-annual if available, but none of us are familiar with the gate upkeep needs.” Ms. Schneider made a motion to accept the proposal as submitted, for quarterly visits – effective October 1. Ms. Bagley made a second to the motion. The motion carried with all in favor.
7. Vinyl Windows, Consideration towards Changing Rules and Regulations/Policy and Procedure: Discuss: Scott Management Company drafted a letter regarding this matter, as per the Board’s request at the August meeting. The Board approved the letter as drafted, and will be distributed to the Owners as an insert with the November statements.
NEXT MEETING
Monday, October 21, 2013, 6:30 PM.
ADJOURNMENT
Meeting was adjourned at 8:21 PM.
Submitted by: Ellona Hess
EXECUTIVE SESSION
An Executive Session was held to discuss a security question,
homeowner discipline matters, a contested move-in fee, a reimbursement due to the Association by an Owner and a request for reimbursement re-consideration by a Homeowner. The meeting was adjourned at: 8:25PM.
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. 205; Email:
[email protected]; Mail: Scott
Management Company, PO
Box 3159, Torrance CA 90510-3159).
Calls/correspondence
should reference 555 Esplanade/Casa Bahia.