555 ESPLANADE CONDOMINIUM OWNERS ASSOCIATION, October 20, 2014
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 20, 2014, 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 6:32 PM.
BOARD MEMBERS PRESENT
Joe Engle, President; Frank Parker, Vice-President; and Sandy Bagley, Secretary.
BOARD MEMBER(S) ABSENT
Betty Schneider, Treasurer.
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT
Ellona Hess of Scott Management Company (SMC).
HOMEOWNER FINANCIAL COMMITTEE – REPORT BY MEMBER OF COMMITTEE
The Chair of the Homeowner Financial Committee was not in attendance. A report was not given.
APPROVAL OF MEETING MINUTES
Dr. Parker made a motion to accept the August 2014 minutes as presented. Ms. Bagley made a second to the motion. The motion carried with all in favor.
TREASURERS REPORT
As the Treasurer, Ms. Schneider, was not in attendance, the Treasurer’s report and the Board’s acceptance of the September financial report was postponed.
The Association presently has an account with Farmers & Merchants Bank for reserve funds. The account balance as of the end of August was $16,114.46. The Board received notice that effective 08.01.14, the bank will charge a $2.00 “paper statement fee.” Dr. Parker made a motion to close out the account with Farmers & Merchants and to transfer the funds to the existing Union Bank reserve account (with no fees attached). Ms. Bagley made a second to the motion. The motion carried with all in favor.
HOMEOWNERS FORUM
Homeowners were afforded the opportunity to address the Board with their questions and/or concerns, comments, etc.
OLD BUSINESS
- Beach Side Fence, Installation of Sharp Plants // Status Update: The Board previously authorized (with Rancho CA) the planting of a five (5) gallon Pyracantha Coccinea plant on the north end, inside of the fence, as a pilot program. The instructions were initially not followed by Rancho CA. They were informed accordingly and the directions of the Board were issued once more.
- Electrical Room, Protective Enclosure for Fire Alarm System Panel: Proposal Review/Vote: In December 2013, the main fire panel was vandalized. To best mitigate future possible occurrences of vandalism in the electrical room (where this panel is located), and based on feedback from the City (Captain Harper of the Redondo Beach Fire Department), the recommendation being considered at this time is to install a plastic panel over the fire panel for vandal protection. The proposed cost by A to Z Construction for building and installing this type of panel is $1,500.00. Mr. Schneider and A to Z Construction are in the process of finalizing the design for this panel.
- Insurance Carrier Loss Control Survey, Building Evacuation Plans // Status Update: York Risk Control conducted a loss control survey for the Association’s insurance carrier. The purpose of the survey was to evaluate the exposures and controls related to the insurance coverages provided to the Association. As a result of the survey, several recommendations were listed including posting building evacuation procedures on each level and by elevators. Ms. Bagley, chairing the project, reported that in connection with this requirement, a Redondo Beach Fire Marshall visited the building, did an inspection, and submitted suggestions of where to locate the signage and what the verbiage for the signage should be. Twenty-one (21) Lucite signs will be printed and posted, for a fee of approximately $400.00. Other (lack of) (safety) signage issues were addressed (for a fee of approximately $1,400.00). See documentation attached to these minutes in relation to this signage project. Ms. Bagley made a motion to ratify the emergency votes taken by the Board via email in connection with this signage project. Dr. Parker made a second to the motion. The motion carried with all in favor.
- Jacuzzi Deck, Remove and Reinstall Project // Proposal Review and Vote: The Board reviewed the proposals prepared by three (3) different contractors to remove the existing sun deck and install a new one. It was the determination of the Board that a Statement of Work will need to be written for the project so that the proposals’ scope of work is most consistent with each other.
- Toilet Vent Line Servicing Units 110 and 111 // Status Update: At the June meeting the Board reviewed the proposal submitted by Bert Meli Plumbing Co. to re-route the 2” toilet vent line that services Units 110 and 111. Mr. Midstokke suggested at the time an alternative option of replacing the (old, 1.5 gallon) toilet in Unit #111 with a new, efficient one as the difference in pressure may be the cause and solution of the problem. The scheduling of replacing the toilet in Unit #111 to test out this possible alternative option is in progress.
- Vent Caps, Maintenance // Proposal Review & Vote: The Board reviewed the proposal presented by Ewell Construction for the replacement of chimney caps servicing Units 305, 307, 504 & 517 along with Mr. Midstokke’s analysis of the proposal. As per Mr. Midstokke’s recommendation, a proposal will be sought from A to Z Construction for sanding, priming and painting the chimney caps versus replacement.
- Vinyl Windows, Consideration towards Changing Rules & Regulations/Policy & Procedure: Committee Report: Ms. Schneider, Mr. Drale, and Ms. Cutten are working together as a Committee on this project. The Committee is researching window manufacturers that offer different types of materials, and color options, etc.
- 2014 Annual Meeting, November 17, 2014, 6:30 PM // Appoint Inspector(s) of Elections: Ms. Lee was appointed to serve as the Inspector of Elections. Ms. Santini will be asked to assist Ms. Lee in the tabulation of the ballots.
- 2015 Reserve Study Update (with Site Visit) & Reserve Funding Plan // Review Draft & Vote to Accept: The reserve study update, including a reserve funding plan, for the fiscal year ending December 31, 2015 was prepared by Association Reserves. Based on a project stated reserve balance (as of 01.01.15) of $251,886.00 the Association is to be 38.9% funded. The reserve funding plan included recommended monthly reserve contributions for 2015 in the amount of $7,600.00 and a special assessment of $162,000.00 for the 2015 fiscal year. Dr. Parker made a motion to accept the reserve study and reserve funding plan as drafted. Ms. Bagley made a second to the motion. The motion carried with all in favor.
- TABLED PROJECTS: a) Bicycle Room Clean-Out Project & Paddle Board Storage Ideas – Ms. Schneider and Ms. Bagley; b) Earthquake Preparedness Plans – Mr. Engle, c) Isolation Valves, Installation of – Mr. Midstokke; d) Maintenance Responsibility Matrix – Mr. Engle and Ms. Schneider, e) Rules and Regulations re Renters, Proposed Changes – Mr. St. Rock, f) Street Side Retaining Wall Replacement and Landscape Renovations, g) Sump Pump for Water Intrusion into G-2, and h) Water Intrusion into G-4, N. Side Trenching Project – Dr. Parker and Mr. Schneider.
NEW BUSINESS
- Budget for Fiscal Year Ending 12.31.15 // Review Draft & Vote to Accept: The Board reviewed the budget prepared for the Association’s fiscal year ending 12.31.15. The budget does not propose an increase in monthly assessments and/or a special assessment(s). Ms. Bagley made a motion to accept the budget as prepared. Dr. Parker made a second to the motion. The motion carried with all in favor.
- Carbon Monoxide System, Annual Inspection // Status Update: The annual inspection of the carbon monoxide system was inspected in October 2014. The report from Golden State Electric reported: “Trouble was found with 1 sensor on the second floor of the garage, the sensor has failed and requires replacement.” The Board reviewed the proposal prepared by Golden State Electric for the replacement of one sensor (located on the second floor, north corner). Ms. Bagley made a motion to accept the replacement proposal as presented. Dr. Parker made a second to the motion. The motion carried with all in favor.
- Carpet Cleaning // Proposal Review & Vote: The Board reviewed the proposals submitted for the cleaning of the common area hallway carpets. Dr. Parker made a motion to accept the proposal presented by Morris Cleaning & Restoration. Ms. Bagley made a second to the motion. The motion carried with all in favor.
- Flooring: Entryways (535 and 555), Lobbies (535 and 555), & Stairwell Landings; Clean, Recoat &/or Reseal // Proposal Review & Vote: The Board reviewed the proposal prepared by K&P Janitorial Services, Inc. to scrub and seal the stairwell landings and lobby floors. Ms. Bagley made a motion to accept the proposal, lobby flooring option only. Dr. Parker made a second to the motion. The motion carried with all in favor. Additional proposals will be gathered for the stairwell landings, and proposals will be collected for the work to the entryway flooring.
- Foot-Wash Idea, Beach Side // Proposal Review & Vote: The Board reviewed the proposal prepared by Bert Meli Plumbing to install a spigot by the fence line (south side) so that beach goers may rinse their feet before entering the building. Additional proposals will be collected for this project.
- Siding Repairs // Proposal Review: A statement of work was prepared by Mr. Schneider, on behalf of the Association, for building siding repairs. The statement of work was distributed to five (5) different contractors.
- Stucco Repairs & Painting // Proposal Review & Vote: The Board reviewed the proposal prepared by Ewell Construction to repair deteriorating stucco on eve overhangs above Units 406 and 416. The Board would like to invite Big Star Builders to bid on this project.
- Tree Trimming (Annual Service) // Proposal Review & Vote: The Board reviewed the proposal prepared by Rancho CA for the annual tree trimming service. Dr. Parker made a motion to accept the proposal as presented. Ms. Bagley made a second to the motion. The motion carried with all in favor.
NEXT MEETING
The next meeting scheduled is the Annual Meeting of the Membership for the Election of the Board of Directors: November 17, 2014, 6:30 PM.
ADJOURNMENT
Meeting was adjourned at 7:39 PM.
Submitted by: Ellona Hess
EXECUTIVE SESSION
An Executive Session was held (called to order at 7:42 PM) to review homeowner discipline matters, delinquent accounts, and homeowner hearings in connection with reimbursement(s) to the Association. The meeting was adjourned at: 7:58 PM.
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 Scott Management Company (Phone: 310-370-2696 ext. 208; Email: [email protected]; Fax: 310-370-2364; Mail: Scott Management Company, PO Box 3159, Torrance CA 90510-3159). Calls/correspondence should reference 555 Esplanade/Casa Bahia.