555 ESPLANADE CONDOMINIUM OWNERS ASSOCIATION
February 22, 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 Wednesday,
February 22, 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 6:39 PM.
BOARD MEMBERS PRESENT Joe Engle, President; Frank Parker, Vice-President; Betty Schneider,
Treasurer; and Dianne Merzel, Secretary (left at 7:45 PM).
BOARD MEMBER(S) ABSENT Joe Jetsyn Tache, Member-at-Large.
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT Scott Hess and 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
that the Committee has not met since their last meeting, held on January 9,
2012. The Committee is open to project suggestions from Homeowners and the
Board.
APPROVAL OF MEETING MINUTES
Ms. Schneider made a motion to approve the January 9, 2012 minutes as
presented, with two noted changes (correction of typos). Dr. Parker 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 month (January) by approximately $3,000.00. The expenses for
Water Damage/Intrusion are however over budget at this time, but that was
expected given that several open projects are only now being started/paid for.
Dr. Parker made a motion to approve the January 2012 financial report as
presented. Ms. Schneider made a second to the motion. The motion carried with
all in favor.
HOMEOWNERS FORUM
Unit #315 – Mark Drale:
Mr. Drale expressed concern regarding recently completed area drain repairs at
the deck of Unit #517, specifically in regards to whether or not that was
actually addressing the source of water intrusion into his Unit or
otherwise.
Unit #307 – Dianne Merzel: Ms. Merzel reported that the door leading to the Esplanade from
the utility room on G1 is not closing all the way and needs to be looked at.
OLD BUSINESS
1. Building FHA Approval – Status Update: A new list with “Outstanding
Conditions for FHA Approval” was submitted by the representative of Bank of
American who is working with Scott Management on this project. All documentation
has been submitted and re-forwarded to the FHA approval department.
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. Subsequently Moffitt Electric 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 advised that they can no longer work on this
project. The Board reviewed three other proposals submitted to address this
project. Ms. Schneider made a motion to proceed with the suggestion made by
Three Phase Electric: “…to have the system engineered first, and then proceed
with an accurate replacement cost.” Three Phase would be the one to coordinate
the engineering on the Association’s behalf for a total cost of $2,500.00,
including the engineering fees. Dr. Parker made a second to the motion. The
motion carried with all in favor.
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: Proposal Review & Vote: It was noted
originally at the July 2011 meeting that ceiling repairs in G2 in several areas
are still pending. Mr. Schneider has prepared a Statement of Work for this
project and it has been sent out to several companies for bid. To date one
proposal has been submitted. Additional proposals will be presented to the Board
for review/consideration at the March 2012 meeting. It was confirmed that money
has already been set aside to fund this project.
5. Gas Connectors (Replacement Of): Review 3rd 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
were 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. 11 Units have still not responded
to this third attempt. A fourth letter will be sent out to these Units advising
that they have 72 hours to submit communication regarding this compliance order.
Failure to respond will result in additional letters, and for each additional
letter a $25.00 administrative fee will be assessed to their Homeowners
account.
6. G2 Water Intrusion/Waterproofing at Section of Driveway: Proposal
Review & Vote: 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.” A motion was made by Ms. Schneider to
accept the proposal submitted by Simich Construction to correct this issue. Dr.
Parker made a second to the motion. The motion carried with all in favor.
7. 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 the January meeting
the Board and Committee Chair reviewed the Project Analysis Report completed and
submitted by the HFC. It was decided that the Committee would request an updated
proposal from DM Construction and would 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. At this meeting the
Committee made a formal presentation to the Board and Homeowners present, which
included the Committee’s recommendations and a display board showing samples of
selected choices for paint colors and carpet. The Board discussed the
Committee’s recommendations and decided: a) The asbestos in the hallways will be
removed. A quote from DM Construction to remove the asbestos in the stairwells
will be obtained for consideration by the Committee/Board. The Committee will
review with DM exactly what measures would be put into place to ensure that no
residents accessed the hallway area(s) during the time of the asbestos
abatement. b) DM Construction will be asked to submit an estimate for the
painting of the Unit front entry doors. Scott Management would assist with
coordinating this portion of the project with the Homeowners/Residents. c) Door
hardware will not be replaced at this time. Instead the Committee will work on
preparing a document setting the standard for any future hardware replacements
by individual Homeowners. Once this standard is set it will be incorporated into
the Rules and Regulations. d) The existing can light fixtures will not be
replaced. e) DM Construction will submit an estimate to apply two coats of paint
instead of just one. f) The display board prepared by the Committee will be left
in the lobby area for a week or so to allow Homeowners the opportunity to review
and submit their opinion for choice of coloring/samples, etc. g) Scott
Management suggested that the Association’s attorney prepare a contract for this
project once the proposal is finalized and approved by the Board. h) The
Committee will prepare a revised HFC Project Tracking Report once DM submits
their final proposal(s).
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: This project is now underway. Mr. St. Rock, project
chair, reported that the contractor, Collins Builders, has submitted a change
order in the amount of $790.00 to install panic bars on the roof access doors
(2). Mr. St. Rock submitted a couple of questions to Collins on this change
order and is waiting now for them to respond. If the City is mandating the
installation of these panic bars, which would mean that the doors can no longer
be locked, the Committee will seek a quote from Collins to install/hardwire
alarms on the doors.
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/Deck Repairs – Proposal Review & Vote:
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 recommended that the Association
fully repair both decks as outlined in their proposal dated August 11, 2011,
item #1. The Board reviewed the proposals submitted (3) to address necessary
repairs at the balcony decks. Ms. Schneider made a motion to accept the proposal
presented by Ewell Construction. Dr. Parker made a second to the motion. The
motion carried with all in favor.
13. Unit #317 Interior Remediation & Repairs: Proposal Review &
Vote: Status Update: At the January 2012 meeting the Board reviewed the
report and recommendations submitted by 24 Hour Restoration listing action
taken, and action that they feel needs to be taken, following a water loss
(plumbing backup) in the Units. The Board approved hiring Gold Health and Safety
Consulting to perform an inspection/survey in Unit #317 and prepare a report
with specifications for any remediation needed in the Unit; The same would be
done for Unit #417 if 24 Hour Restoration advised that mold remediation is
needed. A copy of Gold’s report for #317 was forwarded to several companies for
bidding purposes. Ms. Schneider made a motion to accept the proposal submitted
by Best Restoration for necessary asbestos abatement and mold remediation. Ms.
Merzel made a second to the motion. The motion carried with all in favor. As per
the Homeowner’s request the project will be scheduled to start any time after
March 1, 2012. Once the abatement and remediation is complete Gold Health and
Safety will perform a second inspection to confirm “clearance” or otherwise.
14. Unit #319 Interior Remediation & Repairs: Status Update/Proposal
Review & Vote: Another plumbing backup occurred and resulted in water
intrusion into this Unit. Immediate/emergency dry-out was performed and Advanced
Environmental stated that they feel comfortable proceeding with the initial
proposed and Board approved remediation estimate. Ms. Schneider made a motion to
proceed with Advanced’s original estimate. Dr. Parker made a second to the
motion. The motion carried with all in favor. Once the remediation is completed
and a clearance certification is issued proposals will be collected for drywall
and paint repairs.
15. Unit #517 Repairs to Area Around Drain: Status Update. Interior
Remediation & Repairs to Units (6): Consultant’s Report – Review/Proposal
Review & Vote: Collins Builders has completed the approved drain repair
to the deck of Unit #517. As per the Board’s request, Gold Health and Safety
visited the six Units: 114, 117, 213, 313, 315 and 503 and submitted reports
detailing the presence of mold, or otherwise. A to Z Construction subsequently
visited the six Units to determine what sort of repair work is needed in order
to determine whether or not asbestos abatement will be necessary or otherwise.
Based on Gold’s report and A to Z’s proposals, estimates will now be requested
for mold remediation, asbestos abatement, and interior repairs.
16. 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 is now involved with this project and has requested assistance from Scott
Management in finding an engineer who can assist with obtaining the required
permit from OSHA and write up the shoring plan and soil analysis.
17. 520/620 Water Intrusion Identifying & Correcting Sources of Water
Intrusion: Status Update/Unit #520 Interior Repairs – Proposal Review &
Vote: The interior repairs in Unit #520 have been completed, as per the
Board’s request, by A to Z Construction. Ms. Hess reported that the contractor
who is to conduct the visual inspection at Unit #620 balcony area has not yet
responded with a date/time for this inspection. The Board requested that Ms.
Hess continue to try and arrange for it with this same contractor.
NEW BUSINESS
1. Entry Flooring Repair: Offshore Maintenance brought to the Board’s
attention a problem with the floor of the entranceway on the 555 side. There are
currently two problem areas – where chipping is occurring. The Board requested
that Scott Management review the contract for the installation of the flooring
to determine if there is still a warranty in place or otherwise.
2. Fire Alarm System, Annual Test: Proposal Review/Vote: The Board
reviewed the proposal submitted by Southland Fire Alarm to perform this annual
test. Ms. Schneider made a motion to accept the proposal as presented. Dr.
Parker made a second to the motion. The motion carried with all in favor.
3. Jacuzzi Leak, Proposed Solution: Proposal Review & Vote: The
Jacuzzi continues to leak and is causing apparent damage to a portion of the G2
ceiling. Attempts have been made to locate the source of the leak but so far the
attempts have been unsuccessful. Mr. Schneider suggested channeling the dripping
water into a drain, for a cost not to exceed $1,500.00. The Board would like to
further attempt to actually locate and identify and ultimately repair the source
of the leak. Ms. Hess will work on obtaining estimates from other leak detection
companies. The Board authorized Dr. Parker to approve a leak detection proposal
in between meetings for an amount not to exceed $1,500.00.
4. Landscape Extras, Prevent Soil Erosion: Proposal Review/Vote:
Rancho CA submitted a proposal to for work at the main entrance of the property
which during a rain event has shown, in their opinion, to have excessive soil
run off. They proposed adding vegetation to the soil to assist in keeping soil
in the planter and to enhance the visual appeal of the entrance as well. The
Board determined to table the proposal at this time.
5. Unit #211 – Interior Unit Modification Request: Review/Vote: The
Board reviewed the request submitted for an interior modification, specifically,
the removal of asbestos. A licensed, insured contractor would be performing the
work. The Board approved the request subject to the following conditions: a) The
Homeowner is to obtain a permit from the City for this work. b) A copy of the
Association’s Contractor Rules is to be provided to the Contractor and so
followed. c) The Homeowner and/or Contractor is to locate before-hand the
location of the shut off valve for the sprinklers so that the water supply can
immediately be shut off in the event that a fire sprinkler is damaged. The
Homeowner must also acknowledge that they will be responsible for any damage to
their Unit and/or the common area in the event that a fire sprinkler is damaged
during the asbestos abatement.
NEXT MEETING Wednesday, March 21, 2012, 6:30 PM.
ADJOURNMENT Meeting was adjourned at 8:54 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.