THE BOARD MEETING OF THE 555 ESPLANADE CONDOMINIUM
OWNERS ASSOCIATION
April 16, 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,
April 16, 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 6:45 PM.
BOARD MEMBERS PRESENT
Joe Engle, President; Frank Parker, Vice-President; and Betty Schneider,
Treasurer.
BOARD MEMBER(S) ABSENT
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 reviewed the insurance renewal proposal submitted by the
Association’s current agent, LaBarre Oksnee He had several questions on the
proposal which he reviewed with and had answered by the agent. The Committee
recommends that the Board continue to work on the electrical panel replacement
project even if the new carrier does not require it to be completed as did the
current carrier. The Committee advised that they have not yet received an
updated report for the hallway renovation project. The door replacement project
is scheduled to begin on/around May 5th and should take approximately 30 days to complete.
The first door to be attended to will be the 555 beach side door. A notice with the details on the project will be emailed to all Homeowners on the email list, a copy will be posted on the
bulletin boards in the lobby areas and copies will be put under each Unit’s front entry door.
APPROVAL OF MEETING MINUTES
Ms. Schneider made a motion to approve the March 21, 2012 minutes as
presented. 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. A copy will also be posted on the Association’s website.
TREASURERS REPORT
Ms. Schneider reported that the Association is slightly over budget in
expenses for the month, by approximately $2,000.00 for the year and $7,000.00
for the month. This is due to water intrusion projects that are now being paid
for. These projects were budgeted for in the 2011 year, and so this overage was
anticipated since the projects weren’t paid for last year. There are additional
water intrusion expenses pending. Ms. Schneider made a motion to approve the
March 2012 financial report as presented. Dr. Parker made a second to the
motion. The motion carried with all in favor.
HOMEOWNERS FORUM
Unit #304 – John St. Rock: Mr. St. Rock requested a status update on the plumbing leak in the
garage area that is connected to a component(s) of his Unit.
Unit #109 – Mary Lee Coe:
Ms. Coe asked for a status update on the replacement of all gas connectors
within the building.
Unit #302 – Dot Lee: Ms.
Lee submitted a list of written comments, addressing landscape concerns and
request, and a sign replacement suggestion.
OLD BUSINESS
1. 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 next meeting. Once received the study will be sent to
three electrical companies for bid on this project. Mr. Schneider volunteered to
be the “project manager” for this project.
2. Earthquake Preparedness Plan: Mr. Engle advised at the August 2011
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.
3. 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 still 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.
4. 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 four Units still have
not yet responded to the letters and/or fees.
5. Hallway Renovation Project – Update/Recommendation from Committee:
At the January 2012 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 prepare a revised HFC Project Tracking Report based on the new,
revised proposal submitted by DM Construction. At the March meeting 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. 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. This contractor is scheduled to come out and
walk the building with Ms. Schneider within the immediate future.
6. Insurance Policy Renewal: Proposal Review & Vote: The Board
reviewed the 2012-2013 renewal proposal submitted by LaBarre/Oksnee Insurance.
This year they presented Starr Indemnity as the package policy carrier, as they
offered the Association the most competitive and comprehensive coverage for the
upcoming renewal. Starr Indemnity offered a full term policy for a total annual
premium of $19,622.00, which compares to last year’s premium of $19,802.00. Ms.
Schneider made a motion to accept the proposal submitted by the agency as
presented, pending confirmation by the agent that the proposed coverage matches
the existing. Dr. Parker made a second to the motion. The motion carried with
all in favor.
7. Jacuzzi Leak, Proposed Solution: Proposal Review & Vote: The
Board reviewed and discussed the results of the leak detection that took place
between this meeting and the March one. It was decided that further
investigation of and permanent repairs to the leaking sources will be tabled
until the spa deck is redone/re-surfaced. In the interim, the Board will
re-consider a suggestion previously made by Mr. Schneider to channel the
dripping water into a drain so as to prevent further damage to the G2 ceiling
and so that the damaged areas can be repaired. A written estimate for this
channel/drain system will be requested from Bert Meli Plumbing, and one other
plumbing company.
8. Maintenance Responsibility Matrix – Review Ideas: Mr. Engle is
working on preparing this matrix with the Schneiders. They are 1/3 of the way
through and should have a draft matrix to present to the Board for review within
the next two months.
9. Roof Access Doors, Emergency Doors, Beach Side Doors Replacement
Project – Status Update: Mr. St. Rock, project chair, reported that the
contractor, Collins Builders, has provided an estimated start date of May
5th and should take approximately 30 days to
complete. The first door to be attended to will be the 555 beach side door. A
notice with the details on the project will be emailed to all Homeowners on the
email list, a copy will be posted on the bulletin boards in the lobby areas and
copies will be put under each Unit’s front entry door.
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 #317 Interior Repairs: Proposal Review & Vote: The
remediation in this Unit is complete. The air was re-tested by the independent
hygienist/consultant, Gold Health & Safety Consulting, and “clearance” was
confirmed. The Board reviewed the proposals (2) to complete the interior repair
work now needed. The Board asked that Best Restoration, one of the bidding
companies, submit a revised estimate, which shows how much each repair item
costs. An additional estimate is pending, which will be presented to the Board
for review and vote once received. The Homeowner has requested that the Board
allow her to proceed with having the interior repairs performed, and to later be
reimbursed by the Association for the repairs that were the Association’s
responsibility to address, because of the plumbing back-up that caused the
damage. The Board voted in favor of accepting this request.
13. Unit #319 Interior Repairs: Proposal Review & Vote: The
remediation in this Unit is complete. The air was re-tested by the independent
hygienist/consultant, Gold Health & Safety Consulting, and “clearance” was
confirmed. Proposals will now be obtained for the interior repair work needed.
14. Water Intrusion into G4 – Status Update on North Side Trenching
Project: Ms. Hess reported that Mr. Jerry Acker, a general building
consultant, provided a list of several engineering companies that he thought
might be able to assist the Association with proceeding on this project. All of
those companies were contacted and one of them submitted a written proposal for
general services they provide. Mr. Schneider and Dr. Parker will work together
on this project. They will first review the plan previously drafted by Mr.
Schneider and review it to confirm who is doing what, as there are many
different parts to this project. They will then contact this company to have
them provide a more accurate, specific estimate, for exactly what the
Association will need them to do.
15. Unit #517 Deck Repairs – Status Update: Ewell Construction
suggested that the Board consider an upgrade on a certain component related to
the completion of this project: to install copper type flashing instead of
galvanized metal. The Board reviewed Ewell’s change order to proceed with this
upgrade. Ms. Schneider made a motion to accept the change order. Dr. Parker made
a second to the motion. The motion carried with all in favor.
16. 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. Ms. Schneider will check Unit #520 to see
if there is any evidence of water intrusion damage, which may have resulted
after the past couple of rain episodes. The Board requested that estimates be
obtained to install a gutter system, where one is now missing, at the east,
street side of the roof, above Unit #620’s balcony. Water currently ponds in the
south east corner of the Homeowner’s deck when it rains.
17. 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. Elevator Battery Lowering Device: Proposal Review/Vote: The Board
reviewed the proposal submitted by TRE to install a “elevator emergency lowering
and door opening” battery system. Due to the high cost of this proposal the
Board determined to table it at this time.
2. Exterior Vent Screen Repairs: Proposal Review/Vote: The Board
reviewed the proposals submitted to replace four exterior vent covers, located
near Unit #504. Ms. Schneider made a motion to accept the proposal submitted by
Ewell Construction, pending confirmation that they will match the price of one
of the other bidding contractors (who listed the same scope of work and
materials). Dr. Parker made a second to the motion. The motion carried with all
in favor.
3. Five Year Fire Sprinkler Certification: Proposal Review/Vote: The
Redondo Beach Fire Department is now requesting that this certification take
place, since the last time it was performed was in 2007. The Board reviewed the
proposal submitted by Bear Contractors to complete this inspection. Dr. Parker
made a motion to accept the proposal as submitted, contingent on acceptance of
their scheduling plan. Ms. Schneider made a second to the motion. The motion
carried with all in favor.
4. Landscape Extras: 535 Entryway Drain Recommendations; Giant Bird of
Paradise and Hibiscus Removals: Proposal Review/Vote: The Board would like
for Rancho CA Landscape to submit a proposal to install coping, approximately 4”
high, on both sides of the landscape areas at the 535 entryway, in order to keep
the drain from getting clogged with soil and/or debris. The Board reviewed the
proposal submitted by Rancho to remove the giant bird of paradise and hibiscus
tree, located at the north building wall area. Ms. Schneider made a motion to
accept the proposal as submitted. Dr. Parker made a second to the motion. The
motion carried with all in favor.
5. Percentage of Rentals, Reporting of: The Board asked that Scott
Management be sure to report the accurate amount of Units being rented, instead
of just providing the amount of off-site addresses, since many Homeowners use a
different address for all mailed documents but don’t necessarily rent out their
Unit. Ms. Schneider advised that per her count, as of today, there are 17 rental
Units.
6. Unit #207 Interior Modification Request: Review/Vote: The Board
reviewed the request submitted by the Homeowner, specifically involving the
removal of the “asbestos acoustic ceiling spray.” Ms. Schneider made a motion to
accept the request/plan as submitted. Dr. Parker made a second to the motion.
The motion carried with all in favor.
7. Unit #317 Modification Request: Review/Vote: The Board reviewed the
request submitted by the Homeowner, specifically involving: balcony repairs,
replacement of carpet, lighting and electrical work, replacement of bathroom
sinks and counter tops, removing the wall between the kitchen and hallway,
replacement of the old electrical panel, and replacement of cabinetry. Ms.
Schneider made a motion to accept the request/plan as submitted. Dr. Parker made
a second to the motion. The motion carried with all in favor.
8. Water Intrusion Policy: Sample Review/Proposal Review & Vote:
The Association’s attorney, Mr. Steve Revitz, advised that he does not have such
a sample policy for the Board to review. The Board reviewed Mr. Revitz’s
estimate to prepare such a policy for the Association. The Board requested that
Ms. Hess obtain additional estimates for the drafting of this policy.
9. Weekend Repair Policy:
The Schneiders will work on preparing a draft policy
regarding weekend repairs for the Board’s review and consideration. The policy
will be prepared in time for the next Board Meeting. Ms. Hess will be sure that
Scott Management has on file the correct contact information for all current
Board Members.
NEXT MEETING
Monday, May 21, 2012, 6:30 PM.
ADJOURNMENT
Meeting was adjourned at 8:42 PM.
Submitted by: Ellona Hess
EXECUTIVE SESSION
The Board of Directors held an executive session to discuss
pending violations.
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.