BOARD OF DIRECTORS MEETING MINUTES
December 19, 2023
BOARD MEMBER ATTENDANCE
Present: Joe Engle, President; Victor Blanc, Vice-President; Betty Schneider, Treasurer; Sandy Bagley; Secretary; Steve Chipman, Member-at-Large (arrived at 10:30 AM).
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT
Ellona Hess of Scott Management Company (SMC)
CALL TO ORDER
These are the minutes of the 555 Esplanade Condominium Owners Association Board of Directors open session meeting, held on Tuesday, December 19, 2023, via Zoom. A quorum of Board Members was established, and Mr. Engle called the meeting to order at 10:05 AM.
BOARD ELECTIONS – REPORT FROM CHIEF INSPECTOR
Kevin Langley, Chief Inspector for The HOA Election Guys reported that they received a total of 19 ballots. This does not satisfy quorum requirements, and so the election cannot take place. Mr. Langley presented the Members with options on how to proceed.
MOTION Ms. Schneider made a motion to adjourn the Membership meeting. All Members on the line agreed. The current Board will continue to serve for another (1-year) term. The Board decided in favor of maintaining (current) Officer positions.
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(b).
APPROVAL OF BOD MEETING MINUTES
MOTION Ms. Bagley made a motion to approve the November 15, 2023 meeting minutes. Ms. Schneider made a second to the motion, which carried unanimously.
APPROVAL OF MONTHLY FINANCIAL REPORT
The monthly financial report was reviewed.
MOTION Mr. Engle made a motion to accept the November financial report as submitted. Ms. Schneider made a second to the motion, which carried unanimously.
OLD BUSINESS
- Sundeck Resurface Project The project began on July 10. Pacific Construction Associates (PCA) are serving as project managers. Mr. Engle provided updates, including a note that the punch-list is due to be attended to once the rain (forecasted for this week) subsides. The downspout of the drain in the northwest corner, and the drain line that goes through 209, is being replaced this morning.
- Structural Integrity Analysis of the Building & Garages – 3 Phase Effort. Remaining: The Board commenced a 3 phase project to have the structural integrity of the building analyzed. PHASE I focused on the structural integrity of the 4 garage concrete and steel levels. The only item pending for this phase is repairs to the (superficial) cracks on the concrete floor. They are being attended to by ProTec. PHASE II was for the analyzing of the settling of the building, i.e., manometer surveying. The second phase is complete. PHASE III is for inspecting balconies, in compliance with Senate Bill 326 (SB326). Balcony1 has inspected all balconies. The submission of their report is pending.
- 504 Balcony Repairs The submission for slider repairs by the Owner of Unit 504 is still pending. They are waiting to be able to perform a water test, which may take place once the sundeck project is complete.
- Door Alarms (with Remote Monitoring Capabilities) The door alarms were turned off, in response to repeated instances of the alarms being activated. Mr. Schneider presented hardware to alarm the doors with sensors that will notify the Board on the phone when 1 or more of the doors is opened. The Board granted Ms. Schneider and Mr. Blanc a $500 limit to continue to explore this, and buy equipment, and test if needed. Mr. Blanc confirmed that he will discuss this item, including the availability of a WiFi connection, with Mr. Schneider and Mr. Chipman.
- Carpet Cleaning The Board reviewed the proposals received for carpet cleaning.
NEW BUSINESS
- Access Control System Data cannot be sent to or received from the 535 Doorking/callbox. Marina Security Gates tried as well on their end and received the same error message. They are proposing to install Doorking’s cellular voice adapter to resolve the issue. The Board would like to keep up with technology and consider upgrading the system, to include video with wireless capability and no hard wiring. Mr. Blanc will research options.
- Emergency Special Assessment Due to Unforeseen Building Repair & the Need to Repay Loans Taken from the Reserve Fund Because of major unforeseen building repairs and the need to repay loans taken from the Reserve Fund, the board has determined that it must levy an emergency special assessment pursuant to California Civil Code Section 5610, subsections (b) and (c) in the amount of $522,000. California Civil Code Section 5610 allows the Board to levy the Emergency Assessment without approval of the Association’s members in situations where an extraordinary expense(s) is necessary to repair or maintain the common interest development or any part of it for which the Association is responsible, where a threat to personal safety on the property is discovered, or where an extraordinary expense could not have been reasonably foreseen such that this expense could have been included in the annual budget.
ADJOURNMENT | CONFIRM NEXT MEETING DATE
The meeting was adjourned at 11:08 AM. The next meeting of the Board is scheduled to take place on Tuesday, January 23, 2024, 10 AM via Zoom.
EXECUTIVE SESSION
An executive session was called to order at 11:08 AM to review the executive session meeting minutes, a governing document enforcement matter, a legal matter and contract formation matters. The meeting was adjourned at 11:38 AM.