555 ESPLANADE CONDOMINIUM OWNERS ASSOCIATION
March 21, 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,
March 21, 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 6:40 PM.
BOARD MEMBERS PRESENT
Joe Engle, President; Frank Parker, Vice-President; Betty Schneider,
Treasurer; Dianne Merzel, Secretary; and Joe Jetsyn Tache, Member-at-Large.
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
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. The HFC would like to remind all Project Managers to be sure to update
progress reports as the project(s) move along.
APPROVAL OF MEETING MINUTES
Ms. Merzel made a motion to approve the February 22, 2012 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 is slightly under budget in
expenses for the month and year to date. There are several pending water
intrusion projects that have not yet been paid for. Ms. Schneider made a motion
to approve the February 2012 financial report as presented. Mr. Tache made a
second to the motion. The motion carried with all in favor.
HOMEOWNERS FORUM
Unit #109 – Mary Lee Coe:
Ms. Coe thanked the Board for handling the water leak and damage in her Unit so
quickly and efficiently. A special thanks to Ms. Merzel for being on-hand at the
time of the intrusion. Ms. Coe requested a status update on the replacement of
all gas connectors within the Units.
Unit #302 – Dot Lee: Ms.
Lee submitted written comments and questions and reviewed them verbally with the
Board. Topics addressed included: day of week for monthly meetings, recent
scheduled Edison power outage, a missing “3” on the wall across from the 535
elevator, a water intrusion project, suggestions for carpet treatments, and a
suggestion in relation to the annual fire alarm testing at the
building.
Unit #315 – Mark Drale:
Mr. Drale requested an update on the correction of source(s) allowing for water
intrusion into his Unit.
Unit #303 – Alex Burishkin:
Mr. Burishkin presented his questions regarding recent damage to the vehicle
gate and his concern regarding not receiving notification via email for monthly
homeowner dues/statements.
Unit #117 – George Makhoul:
Mr. Makhoul presented an invoice to the Board for work that he had completed in
his Unit after the 2010 water intrusion episode. Mr. Tache made a motion to
grant Mr. Makhoul his requested reimbursement. Ms. Merzel made a second to the
motion. The motion carried with all in favor.
OLD BUSINESS
1. Building FHA Approval – Status Update: The representative of Bank
of America who worked on this project with Scott Management on this project has
confirmed that the Association is now FHA approved. The approval is good for a
period of two years.
2. Circuit Breaker Replacement Project: Engineering Plan and Scope of
Work/Proposal(s) – Review & Vote: 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
February 2012 meeting the Board voted in favor of accepting a suggestion made by
Three Phase Electric: “…to have the system engineered first, and then proceed
with an accurate replacement cost.” The study should be ready in time for the
Board’s review at the April meeting. Once received the study will be sent to
three electrical companies for bid on this project. A “project manager” has not
yet been assigned to this project.
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. Entry Flooring Repair: Warranty Information/Status Update: 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. Scott Management is working on obtaining a copy of the
contract for the installation of the flooring to determine if there is still a
warranty in place or otherwise.
5. Fire Alarm System, Annual Test: Results/Proposal Review & Vote:
The Board reviewed the results of the annual fire alarm test and the proposal
submitted by Southland Fire to correct all noted deficiencies. 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.
6. 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 prepared a Statement of Work for this project
and was sent out to several companies for bid. The Board reviewed the proposals
submitted. Ms. Schneider made a motion to accept the proposal submitted by
Simich Construction. Ms. Merzel made a second to the motion. The motion carried
with all in favor. The project will commence only after the spa leak is
corrected.
7. Gas Connectors (Replacement Of): Review Follow Up 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 still did not respond to this third attempt. Letters
were 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. As of this meeting six Units still have
not yet responded to the letters and/or fees.
8. Hallway Renovation Project – Update/Recommendation from Committee:
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 the February meeting the Board discussed the Committee’s
recommendations and presentation and decided: a) The asbestos in the hallways
will be removed. b) DM Construction will be asked to submit an estimate for the
painting of the Unit front entry doors. 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. Based on these decisions the Committee
will prepared a revised HFC Project Tracking Report based on the new, revised
proposal submitted by DM Construction. Ms. Schneider volunteered to contact an
independent asbestos abatement company so that the cost between an independent
company vs. a sub-contractor of DM Construction can be compared. Ms. Merzel
reported that the majority of Homeowners who responded to the request for
opinion on the choices of paint color and carpet choices were in favor of Option
#1.
9. Maintenance Responsibility Matrix – Review Ideas: Mr. Engle is
working on preparing this matrix.
10. 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. The Board reviewed the proposals submitted to
proceed with another leak detection. Ms. Schneider made a motion to accept the
proposal submitted by Equity Inspection. Ms. Merzel made a second to the motion.
The motion carried with all in favor.
11. Roof Access Doors, Emergency Doors, Beach Side Doors Replacement
Project – Status Update: This project is underway. Mr. St. Rock, project
chair, reported that the contractor, Collins Builders, has retracted the
previously submitted change order , in the amount of $790.00 ,to install panic
bars on the roof access doors (2), after they met with a City Inspector at the
building. The materials have been ordered and the estimated start of this
project is the beginning of May. The job should take approximately four weeks to
complete.
12. Street Side Retaining Wall Replacement – Status
Update: The project has been tabled at this time but will continue to remain
on the agenda.
13. 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.
14. Unit #313 Balcony Railing/Deck Repairs – Status Update: At the
February 2012 meeting the Board voted in favor of accepting Ewell Construction’s
proposal to address necessary repairs at the balcony decks of Unit #313. Mr.
Engle reported that Ewell submitted a change order for necessary plywood
replacement. The Board immediately approved this change order and directed Ewell
to proceed so as to prevent any delay in the completion of the project. In
accordance with the change in legislation, effective January 1, 2012, the Board
delegated decision making authority to Ms. Schneider for repair work, with a
$500.00 spending limit, per action item. Ms. Merzel made a motion to increase
this spending limit from $500.00 to $1,000.00, per action item. Dr. Parker made
a second to the motion. The motion carried with all in
favor.
15. Unit #317 Interior Repairs: Proposal Review & Vote: The
remediation in this Unit is scheduled to take place at the beginning of April,
as per the Homeowner’s request. Once the remediation is complete proposals will
be obtained for the interior repair work.
16. Unit #319 Interior Repairs: Proposal Review & Vote: The
remediation in this Unit is scheduled to take place next week. Once the
remediation is complete proposals will be obtained for the interior repair
work.
17. 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 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. Scott Management is working on obtaining proposals from
several engineer companies who were suggested by Jerry Acker, a general-building
consultant.
18. 520/620 Water Intrusion Identifying & Correcting Sources of Water
Intrusion: Status Update: 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. Mr. Tache is to try and
assist in coordinating this inspection as well.
19. 2010 Water Intrusion, 6 Units, Mold Remediation/Asbestos
Abatement/Interior Repairs: Proposal Review/Vote: 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.
NEW BUSINESS
1. Insurance Policy Renewal: Proposal Review & Vote: The general
building coverage insurance policy will end in the month of May. Renewal polices
will be presented to the HFC for review and recommendation to the Board once
they are submitted to Scott Management Company.
2. Unit #317 Balcony Repairs: Proposal Review & Vote: The Board
reviewed the proposals submitted to address balcony repair work at Unit #317.
Based on the opinion stated by Ewell Construction of what caused this repair
work the Board determined that the Homeowner is responsible for the damage. The
Homeowner will be so notified and copies of the proposals obtained thus far will
be forwarded to the Homeowner for her review and consideration. Mr. Engle and
Ms. Hess will work on preparing correspondence to be sent out to the membership
regarding Homeowner responsibility to “maintain, repair and replace” the balcony
decks.
3. 535 Exterior Lobby Entrance Door: The Board reviewed the proposal
submitted by Redmond Lock and Security to address the recurring problem of the
lobby entry door not successfully opening when residents/guests/vendors etc. are
trying to use the directory/entry system. 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.
NEXT MEETING
Monday, April 16, 2012, 6:30 PM.
ADJOURNMENT
Meeting was adjourned at 8:17 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.