BOARD OF DIRECTORS MEETING MINUTES
Tuesday, August 17, 2021
BOARD MEMBERS PRESENT
Joe Engle, President; Victor Blanc, Vice-President; Betty Schneider, Treasurer; Sandy Bagley, Secretary; Steve Chipman, Member-at-Large
BOARD MEMBERS ABSENT
None
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT
Ellona Hess of Scott Management Company (SMC)
CALL TO ORDER
The following are the minutes of the 555 Esplanade Condominium Owners Association Board of Directors open session meeting, held on Tuesday, August 17, 2021 via Zoom. A quorum of Board Members was established, and Mr. Engle called the meeting to order at 10:08 AM.
APPOINTMENT OF DIRECTOR TO FILL VACANT BOARD SEAT | VOTE
Mr. Edward Ring passed away, creating a vacant seat on the Board.
MOTION Mr. Engle made a motion to appoint Ms. Betty Schneider to fill this fifth (5th) seat. Mr. Chipman made a second to the motion. The motion carried with all in favor.
MOTION Mr. Chipman made a motion to appoint Ms. Schneider to serve as the Treasurer. Mr. Blanc made a second to the motion. The motion carried with all in favor.
HOMEOWNERS FORUM
Homeowners were provided with the opportunity to address the Board regarding items of interest or concern, in accordance with the open meeting act, CA Civil Code 4925
APPROVAL OF BOD MEETING MINUTES (07.13.21)
MOTION Mr. Engle made a motion to approve the July 13, 2021 meeting minutes as prepared. Ms. Bagley made a second to the motion. The motion carried with four (4) in favor. (Ms. Schneider abstained.)
APPROVAL OF FINANCIAL REPORT (JULY)
As of July 31, the Association had $4,867.35 in operating funds and $1,108,000.24 in reserves. There were no accounts in collections as of July 31, and $264.80 in receivables. The Association is current with the monthly reserve contributions, each in the amount of $9,400. The Association currently holds the following CD maturities: 2021 maturities $200,000 x 2 CDs and 2022 maturities $350,000 x 2 CDs. The Association’s Merrill Lynch senior portfolio advisor recommends purchasing 2 CDs (a 3 month and a 6 month) with the available cash that the Association will not need in the near term.
OLD BUSINESS
- Exterior Retaining Wall Project – Landscape Replacements Mr. Blanc reported on project progress. It is expected that the new railings will be fabricated and ready for installation within the next two (2) months. Landscape design and proposals for the planting are in the process of being fine-tuned.
- Sundeck Resurfacing Mr. Engle reviewed the background of this project and advised that the contract negotiation phase remains in progress. The Committee anticipates that the project will end up costing $450,000 - $500,000 (including a 20% contingency allowance that may or may not end up being enough to cover the unknowns). It is expected that the project will take ninety (90) days to complete, barring delays due to weather or unforeseen conditions. The start date for the project may be deferred until the Board is in receipt of the reports for the structural evaluation of the building (see Old Business, I.).
- Bicycle Room Clean-Out Letters were sent out asking all Units to identify and respond with their bicycle storage needs. The response deadline was August 6. Twenty-one (21) Units in total responded. Of the twenty-one (21), seventeen (17) Units reported bicycles. Thirty-nine (39) bicycles were reported by the seventeen (17) Units, with six (6) more to come noted, for a total need of forty-five (45). This compares with the current manual count of bikes actually in cages, eighty-one (81). The new tags, to be attached to the claimed bicycles, will soon be received from Signvertise.
- Key-Card to Operate Elevators TRE Elevator (TRE) issued a proposal to install a keypad/fob reader at the lobby level hall station. The merits and disadvantages of installing this pad/reader were considered.
- Gym Room: Fan Repairs; Reopening with Updated Waiver of Use The gym fans are now working. The fee for the gym room key is a refundable $50 deposit. The key is released upon receipt of payment, and a signed indemnity and hold harmless agreement. The existing agreement for use of the gym was presented to counsel for review. Counsel suggested additional provisions (with explanations) to include.
- Hydrojetting Jose Rodriguez Plumbing (JR) was hired by the Association for the jetting of kitchen and lavatory stacks (175 fixtures in total). The schedule prepared by Ms. Schneider is being followed. The scheduling is spread out for budgetary reasons. The next stack to be serviced is the “20 stack.” It is on the schedule for August 26.
- Electric Vehicle Charging Stations The Board received the information by ChargePoint, “the world’s largest and most open electric vehicle (EV) charging network,” on charging options they offer to Community Associations. A Committee will work together with the Board on this. So far, the Committee Members will include Ms. Schneider and Mr. Blanc.
- 2022 Reserve Study Update Association Reserves issued a reserve study update “no-site-visit” for the period beginning January 1, 2022. Mr. Engle, Mr. Blanc and Ms. Schneider will review the study, and plan to discuss the study’s findings and recommendations at the next meeting.
- Structural Integrity Analysis of the Building, Garages The Board is planning a three (3) phase project to have the structural integrity of the building analyzed. The first will relate to the structural integrity of the four (4) garage concrete and steel levels. The second will be the analyzing of the settling of the building. The third will be inspecting the elevated structures, i.e. balconies, in compliance with SB326.
It was noted that a representative for Hamilton Engineering will be on-site tomorrow, for a precursory inspection of the building, in order to submit a proposal for Phase II.
NEW BUSINESS
- Relocation of Beach-Side Fence
- Resolution to Record Lien for AIN: 7508-003-120
- Unit 115 Doors, Rusted Screen Below Balcony Above
MOTION Mr. Engle made a motion to engage Ewell Construction (Ewell) for an inspection, and submission of a repair proposal. Ms. Bagley made a second to the motion. The motion carried with all in favor.
Ms. Roberts has also reported rusted screens underneath the overhead balconies.
MOTION Mr. Engle made a motion to embark on a project with a contractor to replace, over time, the rusted/rusting screens under the balconies. Ms. Bagley made a second to the motion. The motion carried with all in favor. The new screens will either be stainless steel or copper.
- Unit 103 Water Damage/JLM Report
- Unit 301 Deck Repair
- 2022 Budget Development
ADJOURNMENT | CONFIRM NEXT MEETING DATE
The meeting was adjourned at 12:10 PM. The next meeting of the Board is scheduled to take place on Tuesday, September 14, 2021, 10 AM via Zoom.
EXECUTIVE SESSION
An executive session was called to order at 12:11 PM to review the executive session meeting minutes, the aging report, governing document enforcement matter(s) and a legal matter. The meeting was adjourned at 12:29 PM.