October 17, 2011
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, October 17, 2011, 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 6:36 PM.
BOARD MEMBERS PRESENT
Joe Engle, President; Frank Parker, Vice-President; Betty Schneider,
Treasurer; Dianne Merzel, Secretary; and Joe Jetsyn Tache, 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
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 he did not
have any new minutes to submit as the Committee did not recently hold any
meetings. There have been resignations from Committee Members and the only
remaining ones at this point in time are Mr. St. Rock and Ms. Coe. The Committee
will need at least one other member in order to continue to remain active. The
Committee submitted a project financial status report (for the door
replacements), and reviewed one other (for the hallway renovation project). The
Committee has several potential projects in mind, including savings via solar
power and alternative materials for window/door replacements.
APPROVAL OF MEETING MINUTES
Ms. Merzel made a motion to approve the August 15, 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 is under budget in expenses however there are several pending recurring annual expenses that have not yet taken place. Ms. Schneider advised that she completed an investigation in regards to the recent increase in trash service charges and found that indeed the HOA was being over-billed. This has since been corrected. An idea of reducing the amount of bait stations around the complex and the cost savings that would present was reviewed. The idea was turned down. Ms. Schneider made a motion to accept the financial report as presented. Dr. Parker made a second to the motion. The motion carried with all in favor.
Ms. Schneider presented the draft budget for the 2012 year. The Board
discussed the draft numbers and it was decided that all would review the budget
in detail and provide feedback to Ms. Schneider, including the HFC. The review
and comments will include the Board Members’ thoughts on whether or not a
special assessment should be imposed, or an increase in monthly assessments, in
order to fund the difference in the anticipated expenses for the 2012 year, vs.
2011.
HOMEOWNERS FORUM
Unit #109 – Mary Lee Coe:
Ms. Coe requested a status update on the Gas Connector Replacement Project by Homeowners.
Unit #602 – Janet Johnson: Ms. Johnson expressed her concern and dis-satisfaction with the
recent mail delivery service, specifically in regards to it coming so late. Ms. Johnson read aloud the draft letter she wrote to be sent to the Postal Service regarding this problem. The Board approved sending out the letter on behalf of the Association. Ms. Johnson formally requested that she be advised of the total
amount of scaffolding cost incurred for the Northwest Balcony Project.
Unit #619 – Harriet Hollis:
Ms. Hollis expressed her concern regarding the pending hallway renovation project, specifically in regard to the budget for it and what will be done to ensure no over-runs. Ms. Hollis stated that she feels Homeowners should be allowed to see damage in another Unit, when a Unit Owner is going to be held
responsible for the damages.
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 thanked Ms. Schneider for her assistance to all residents and the building
during the recent power outage. Ms. Lee advised that a couple of real estate signs have been removed from the building’s sign post.
Unit #303 – Alex Burishkin:
Mr. Burishkin questioned why the emergency lights seemed to go out so fast during the recent power outage. Mr. Burishkin suggested that the Association consider implementing measures to allow for the immediate opening of the vehicle gate during an outage. A suggestion was made to have an emergency committee who would work on such projects and would be the go to persons for assistance during
an emergency.
OLD BUSINESS
Balcony Inspections (of Sliding Glass Doors, Flashings, Door Pans, etc.) – Review Proposal(s):
As a follow up to the presentation made at the June meeting, CMS submitted an estimate to perform an inspection of the sliding glass door(s) and transitional flashing metal(s) at each Unit. The cost, per man hour, for this inspection is $65.00. The Board reviewed a second estimate for a similar type of
inspection/report submitted by Ewell Construction as well as from an independent consultant – James West. Ms. Hess contacted Mr. West with a request for clarification on his proposal. Mr. West confirmed that the total amount of his proposal was a “not to exceed $750.00.” This project was discussed and it was decided that the Association would not proceed with the inspections at this time as the replacement of sliding glass doors, pans, etc. is the responsibility of the Homeowner. This will be pointed out to all Homeowners with the Maintenance Responsibility Matrix – see item #10 under Old Business.
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.
Circuit Breakers – Review Proposal(s) for Replacements:
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. The Board reviewed the proposals (5) submitted to proceed with this project. Ms. Merzel made a motion to proceed with the proposal submitted by Moffitt Electric. Mr. Tache made a second to the motion. The motion carried with all in favor. The cost of this project will be covered by the Reserve Fund.
Cost Saving Pilot Program, Letter to Homeowners re Email Address – Review Second Request Survey Responses:
To date, 46/54 Homeowners returned their survey form. The Board is optimistic that this program will help save the Association a significant amount of money. The project is considered complete at this time (the eights Units who did not respond to the survey will continue to receive all documentation via hard copy in the mail).
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 has submitted some documentation/ideas that can be used for this program. Mr. Engle will continue to work on this with Ms. Dot Lee and Mr. St. Rock.
Garage Ceiling Repairs: It was noted 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. It was confirmed that money has already been set aside to fund this project.
Gas Connectors – Replacement Of – Status Update:
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. To date, 26 responses have been received. Follow up letters will be sent to the 28 Units who have not yet responded, advising that they have 30 days to or
corrective action may be taken by the HOA– which they will be held financially responsible for.
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 are: 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. At this time, the Committee’s recommendation, as stated on the report, is to “remove the asbestos, paint the Unit doors, and accept the proposal submitted by DM Construction.” An idea to obtain a health professional’s opinion on the removal of the asbestos vs. covering over it was mentioned. Ms. Schneider and Ms. Bagley (Homeowner of Unit #416) will work on obtaining this opinion. Mr. St. Rock, Ms. Merzel, and Ms.
Hess will work together on drafting a survey to be sent to the Homeowners regarding this project, seeking the opinion of the majority of the membership as to what they would like to see accomplished with this project.
Jacuzzi Leak – Status update/Review Proposal(s) for Repairs:
The report from Water Savers Company, the company who performed the leak detection to identify any/all Jacuzzi leaks, was reviewed by the Board. The proposal for repairs submitted by Browning’s Pool
Service was reviewed. Ms. Merzel made a motion to proceed with the proposal as presented. Mr. Tache made a second to the motion. The motion carried with all in favor.
Maintenance Responsibility Matrix – Review Ideas:
Mr. Engle is working on preparing this matrix.
Recycling and Trash Service Programs – Review Possible Changes:
The recycle barrels previously located in the two trash rooms were replaced with larger bins, one per room, at no extra cost to the Association. Residents are encouraged to recycle more now that there
is more room in the bins. Mr. Tache had previously volunteered to monitor how full the trash bins are when they are picked up on Monday, Wednesday, Friday so as to be able to determine if lessening the amount of pick up days is a feasible option. It was decided that all current programs in place would remain as they are.
Roof Access Doors, Emergency Doors, and Beach Side Doors- Review HFC Committee Proposal Evaluation:
Several proposals have been submitted to replace the roof access doors (2), beach side doors (2), and emergency exit doors (4) – 8 doors total. The Board requested the HFC’s assistance on this project with filling in the missing pieces of information and an evaluation on the proposals. The HFC agreed to help. Mr. St. Rock advised at the August meeting that he had narrowed the proposals down to two, and had re-met with the two selected contractors. The contractors submitted revised proposals. Mr. St. Rock reviewed and evaluated the proposals, filled out a Project Tracking Report and presented it to the Board
for review and vote. It was noted that the selected proposal presented by the HFC from Collins Builders did not include pricing for new alarms for the emergency exit doors in the garage. The Board would like to see pricing obtained to hard wire these alarms into the door vs. having battery operated alarms. Collins will be asked to bid on new alarms and having them hard wired into the doors. Moffitt Electric will be asked to submit a bid as well for just this portion of the project. Ms. Schneider made a motion to proceed with the project, with hard wired alarms for the emergency exit doors, so long as the total cost
of the project would not exceed $30,000.00. Ms. Merzel made a second to the motion. The motion carried with all in favor. It was noted that this project would be funded through the Reserve Account.
Street Side Retaining Wall Replacement – Status Update:
One bid has been submitted to date for the replacement of the street-side retaining wall. Bids, and more
research/information, for the replacement of the street side retaining wall are forthcoming. The replacement of the wall will follow the Water Intrusion Projects (discussed later on in the Meeting).
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.
Unit #313 Balcony Railing Repairs – Review Inspection Report/Estimate for Repairs:
CMS performed an inspection, per the Board’s request, of this Unit’s balcony. The request was to have CMS specifically inspect the loose railing – reported by the Homeowner. A copy of the CMS inspection report, photos, and proposal was presented to the Board for further review, questions, directives, etc. Ms. Hess will follow up with CMS on the pending questions submitted by the Board.
Unit #319 – Interior Repairs – Status Update:
ServPro brought an additional area of concern to the Board’s attention that may require remediation. The Board would like an independent consultant’s opinion obtained on this area of concern.
Unit #517 Deck/Drain/Flashing Repairs; Interior Repairs to Units – Status Update:
A lengthy discussion took place regarding the scheduling of the deck repairs for Unit #517. The Homeowner of the Unit, Mr. Tache, advised that he has obtained two different expert opinions who have stated that the reports outlined by Ewell Construction are not necessary. Mr. Tache will submit copies of these written opinions/assessments to the Board for review no later than October 28, 2011. If not, the Board will proceed with having the repairs completed. Dr. Parker and Mr. Drale will work on obtaining proposals to address the interior repair work needed in the Units affected by this water intrusion.
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 to provide these services from the independent engineer.
Unit #s 520 and 620 – Review Proposal for Water Test:
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 are 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 has since obtained other expert opinions advising that she 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. Mr. Tache stated that he would present to the Board a written assessment from one of the companies who provided this second opinion to Ms. Marinella (of 620). It was decided that a third opinion, via a visual inspection (not a second water rest) would be obtained so as to confirm the Ewell Construction results, or otherwise. Ms. Schneider and Mr. St.
Rock will work on obtaining this third, visual opinion.
2011 Annual Meeting:
The Annual Meeting is scheduled to take place on November 14, 2011, 6:30 PM in the 535 lobby area.
2012 Reserve Study Update: Ms. Schneider and Dr. Parker met with the reserve study specialist
on Friday, August 12 to perform the site visit for the completion of the 2012 reserve study. Scott Management Company presented to the Board the draft study/report as submitted by Association Reserves for review/edit. Ms. Schneider advised that she contacted Association Reserves directly to review several questions/concerns that she had on the study. The revised study will be
presented to the Board once received.
NEW BUSINESS
2012 Annual Budget:
See Treasurers Report.
555 Beach Side Gate – Review Proposal for Repairs:
The proposal submitted by Redmond Lock & Security was reviewed. It was found that the proposal submitted was to address repairs needed to the 555 Beach Side Door – not Gate. The contractor
will be asked to re-inspect and submit a proposal to address any necessary Gate repairs.
Emergency Lighting:
The Board reviewed the list of lights that did not come out during the recent power outage, submitted by Ms. Schneider. The Board voted to proceed with having Moffitt Electric come out to inspect these lights and repair/replace as necessary. The Board reviewed the proposal submitted by Ms. Schneider to replace
the building’s CFL’s with LED’s. This replacement project would take place in phases. The cost per replacement is estimated to be $30.00. Ms. Merzel made a motion to proceed with this project. Mr. Tache made a second to the motion. The motion carried with all in favor. Ms. Schneider will purchase the LEDs and will work with Offshore Maintenance on replacing the lights, in phases.
Garage Gate Battery Backup:
The Board reviewed a report submitted by Mr. Schneider regarding the garage gate. Mr. Schneider stated that for the second time in less than a year, the backup battery that is supposed to raise the garage gate during a power outage failed. The battery was checked when the new driveway loop was installed less
than four months ago. Marina Security Gate was consulted regarding this problem and they suggested installing a DoorKing power inverter – a more robust, reliable system. This system provides for a much larger capacity battery, able to provide 1000W. It also has a low battery alarm so that the building can be made aware if the battery is beginning to fail. All Board Members voted in favor of proceeding with this expenditure.
Unit #418 Parking Space Storage Shed Request -
Review: The Board reviewed the request submitted to build a storage shed(s) in the parking space area for this Unit. The request was approved so long as the approved drawings and specifications are followed
exactly.
NEXT MEETING: ANNUAL: Monday, November 14, 2011, 6:30 PM.
ADJOURNMENT: Meeting was adjourned at 9:01 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.