555 ESPLANADE CONDOMINIUM OWNERS ASSOCIATION
April 28, 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, April 28, 2014, in the 535 Building Lobby, 535 Esplanade, Redondo Beach, California 90277. A quorum of Board Members was established and Frank Parker called the meeting to order at 6:38 PM.
BOARD MEMBERS PRESENT
Frank Parker, Vice-President; Betty Schneider, Treasurer and Sandy Bagley, Secretary.
BOARD MEMBER(S) ABSENT
Joe Engle, President.
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.
APPROVAL OF MEETING MINUTES
Ms. Bagley made a motion to accept the March 2014 minutes as presented. Ms. Schneider made a second to the motion. The motion carried with all in favor.
TREASURERS REPORT
The Treasurer, Ms. Schneider, reported that the Association is so far approximately $9,000.00 under budget in operating, however there are bills that haven’t come in and this year’s hydro-jetting project has not yet commenced. The money collected from the last special assessment installment has been transferred into the reserves. Dr. Parker made a motion to accept the financial report as presented. Ms. Bagley made a second to the motion. The motion carried with all in favor.
HOMEOWNERS FORUM
• Unit#302–DotLee:Ms.Leedescribedadryervent situation that the current residents of Unit #502 worked through. Dr. Parker will work on drawing up a list of street- side dryer vents, in order to obtain a proposal to replace the existing covers with “eyebrow” design type ones (to best mitigate the possibility of bees entering a Unit).
• Unit#418-MikeMidstokke:Mr.Midstokkesuggested,in relation to the recent burglary, that talk amongst residents be encouraged for delivering packages that are left at the mailbox areas to Homeowners/near Unit front entry doors. Mr. Midstokke asked that notices be placed in the plastic holders versus (blue) taped on the walls or elevators.
• Unit#602-JanetJohnson:Ms.Johnsonrequestedastatus update on the new artwork for the hallways and made an inquiry as to how many artwork pieces would be installed in the 535 building, 6th floor hallway.
OLD BUSINESS
1. Electrical Room/Door with Main Fire Panel, Modifications to Enhance Security: Status Update: 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), the following actions were originally recommended: “1) install a board-member-access- only lock on the electrical room door on the garage side and 2) make the stairwell exit into the electrical room an Emergency Exit Only Door by posting signs in the stairwell and alarming the stairwell door into the electrical room and also alarming the exit door from the electrical room to the outside.” Due to feedback from the City, the new recommendation is install a plastic panel over the fire panel for vandal protection. This installation was acceptable by Captain Harper of the Redondo Beach Fire Department. 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.
2. Hallway Renovation Project: Status Update: Ms. Schneider, co-Chair of the project, announced that the project is complete, with a few exceptions: the new artwork (delivery and hanging), ordering new mats to replace the existing ones in front of the elevator, and obtaining pricing on light bulbs for future replacements that will brighten up the hallways/elevator areas. The janitorial company, Offshore, will be working on cleaning up any paint spray residue, paint drips, etc.
3. Insurance Policy(s) Renewal, May 2014: Proposal Review/Vote: Mr. Miller, of LaBarre/Oksnee Insurance, attended the meeting to verbally present to the Board his agency’s proposal for the renewal of the Association’s master insurance policy. Mr. Miller reviewed several key points of their proposal including: “a) separate stand alone D&O policy – broader coverage and no interference with master policy in the event of a claim; b) Additional $5M general liability and directors & officers liability coverage with no deductible; c) $100,000 coverage for sewer & drain backup claims; d) $250,000 employee dishonesty is in compliance with current industry standards and CC&R requirements; e) coverage is provided by HDI Gerling America Insurance Company – AM Best Rated A XV Excellent, California Admitted; and f) LaBarre Oksnee Insurance is a true independent broker who has specialized in HOA insurance for over 29 years.” The Board reviewed LaBarre’s proposal as well as the revised proposal submitted by Farmers (excluding walls-in coverage). Ms. Schneider
made a motion to accept the proposal presented by LaBarre Oksnee for coverage by HDI Gerling. Ms. Bagley made a second to the motion. The motion carried with all in favor.
4. Jacuzzi Deck – Resealing: Discussion: Three (3) contractors have visited the building, to survey the Jacuzzi deck. They will be submitting proposals to reseal it, or to remove the existing deck layer(s) and install a new one (possibly necessary due to the amount of seal coatings placed over the existing one(s).
5. Vinyl Windows, Consideration towards Changing Rules and Regulations/Policy and 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.
6. TABLED PROJECTS: a) Bicycle Room Clean-Out Project and Paddle Board Storage Ideas; b) Earthquake Preparedness Plans, c) Isolation Valves, Installation of; d) Maintenance Responsibility Matrix, e) Rules and Regulations re Renters, Proposed Changes, f) Siding Repairs, g) Street Side Retaining Wall Replacement, h) Sump Pump for Water Intrusion into G-2, and i) Water Intrusion into G-4, N. Side Trenching Project.
NEW BUSINESS
1. 2015 Reserve Study Update (With Site-Visit): Proposal Review/Vote: Proposals from two (2) different companies were requested to prepare the Association’s next (2015) reserve study update, with a site-visit. They should be ready for review by the Board at the May meeting.
2. 555 Building, Replacement of Ventilation Motor Assembly: Ratification of Emergency Vote Taken by Email 04.02.14: Dr. Parker made a motion to ratify the emergency vote that was taken by the Board via email on 04.02.14 to accept the proposal submitted by Ace Mechanical to replace the 555 building ventilation motor assembly. Ms. Bagley made a
3. 555 Building, Spark Arrestor/Chimney Repair: Proposal
Review/Vote: The Board reviewed the proposal submitted by Ewell Construction to replace the spark arrestor/chimney repair on the 555 building, near Unit #620. 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.
4. Correspondence to Homeowners, Reminders re Maintenance Obligations for Decks/Balconies: Status Update: Ms. Schneider reported at the March meeting that during a recent walk-thru it was noticed that in several places there were gaps between decking and balcony enclosures. Also, on the under-side of my balconies, the stucco/rough surface is peeling away, which is an indication that the balcony/deck is leaking and not properly sealed. The Board will need to formulate a plan to ensure that Homeowners are resealing their decks and balconies (with a new waterproof coating) every five (5) – seven (7) years. As a first step, a draft letter was prepared to be sent out to the Homeowners, informing/reminding them that it is their responsibility to resurface their balcony decks. Ms. Schneider made a motion to distribute the letter as drafted, with one change (last paragraph, replace “may be” with “will be”). Ms. Bagley made a second to the motion. The motion carried with all in favor.
5. Elevator Upgrade, Two Valve Board: Ratification of Emergency Vote Taken by Email 04.15.14: Dr. Parker made a motion to ratify the emergency vote taken by the Board on 04.15.14 to accept the proposal submitted by TRE Elevator for the replacement of two (2) valve boards. Ms. Schneider made a second to the motion. The motion carried with all in favor.
6. Policy and Procedure, Emergency Fire Alarm and Elevator Procedures: Review/Adopt: The Board reviewed the policy and procedure prepared by Mr. Schneider for emergency fire alarm and elevator procedures. The purpose of the policy is to provide information that will allow Board Members to take action when the building fire alarms are activated and during an elevator emergency. The procedures outlined will allow Board Members to a) silence the building fire alarm; b) return the elevator to service from the fire safe mode; and c) rescue a person who has been trapped in a nonfunctioning elevator. Ms. Bagley suggested that the policy be divided into two separate ones, one for the silencing of the building fire alarm/return the elevator to service from the fire safe mode and another for rescuing a person who has been trapped in a nonfunctioning elevator. Ms. Schneider made a second to the motion. The motion carried with all in favor.
Monday, June 16, 2014, 6:30 PM.
(Due to a lack of a quorum, the May 2014 meeting will not take place.)
ADJOURNMENT
Meeting was adjourned at 8:16 PM. Submittedby: EllonaHess
EXECUTIVE SESSION
An Executive Session was held (called to order at 8:21 PM) to discuss delinquent accounts and Homeowner discipline matters. The meeting was adjourned at: 8:36 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 Ellona Hess at Scott Management Company (Phone: 310-370-2696 ext. 205; Email: [email protected]; Mail: Scott Management Company, PO Box 3159, Torrance CA 90510-3159). Calls/correspondence should reference 555 Esplanade/Casa Bahia.
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