DRAFT MINUTES OF
THE BOARD MEETING OF THE
555 ESPLANADE CONDOMINIUM OWNERS ASSOCIATION
August 09, 2010
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, August 09, 2010, 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; Jake Murray, Vice President; Dianne Merzel, Secretary; Frank Parker, Member-at-Large.
BOARD MEMBERS ABSENT
Betty Schneider, Treasurer.
MANAGEMENT COMPANY REPRESENTATIVE(S) PRESENT
Ellona Hess of Scott Management Company (SMC)
HOMEOWNERS FORUM
· Unit #109 – Mary Lee Coe: Ms. Coe reported a brief overview of events related to a common area pipe leak in her Unit, and the resulting interior damage. Ms. Coe wished to advise all Homeowners that relocation expenses are not borne by the Association, per Civil Code. Ms. Coe and the Board strongly recommend reviewing your insurance policy to ensure that you have adequate coverage and a reasonable deductible amount.
· Unit #304 – John St. Rock: Mr. St. Rock stated that he would like to volunteer to be a member of the Financial Committee, and is also still available to assist the Board/volunteers working on other projects, such as the sump pump for water intrusion into G2/G3.
FINAL OPPORTUNITY TO SUBMIT CC&R AMENDMENT BALLOTS – BALLOT COUNT
A final opportunity to submit ballots was announced. A total of 36 ballots were received. At least 41 ballots needed to be submitted in order for the ballots to be opened. The tabulation of the ballots was adjourned until September 02, 2010. A notice will be sent out to all Owners who have not yet submitted their ballots.
APPROVAL OF MEETING MINUTES
Dianne Merzel made a motion to approve the July 2010 minutes as presented. Frank Parker made a second to the motion. The motion carried and the minutes were approved. A copy of the approved minutes will be mailed to all Homeowners as an insert with the September statements.
TREASURERS REPORT
Dianne Merzel made a motion to table the review/acceptance of the Treasurers Report until the Treasurer is present and available to review/discuss. Frank Parker made a second to the motion. The motion carried with all in favor.
OLD BUSINESS
· Annual Fire Alarm Test – Correction of Deficiencies – Status Update: Mr. Ed Schneider is continuing to work with the City on the deficiency noted of the elevator fire alarm panel not being connected to the alarm panel for the rest of the building.
· Annual Flow Test of Area Drains – Review Quotes: Bert Meli Plumbing has tested four different drains: one on a private deck, in the spa area, on the 555 side, and in the G1 garage. All drains flowed freely except for the drain in the G1 garage. Bert Meli submitted a recommendation to address this problem. The recommendation will be reviewed under New Business.
· Garage Driveway Entrance/Exit Repairs – Review Quotes: The Board has received four bids to date for this project; two of the requested contractors declined to bid on the project. Mr. Schneider recommended at the August 2010 meeting that the Board table moving forward on this project until more research is done, including what the City involvement would be if the sidewalk is replaced, how the approach can be redone without having to touch the sidewalk, etc.This information will be collected and then submitted to the Board for their review.
· Handrail Replacements – Review Quotes: To date one bid has been submitted to replace the front entryway handrail replacements. The proposal recommended replacing the handrails with trex material, instead of wood. Ellona Hess has contacted the company who installed the aluminum railing in the complex in approximately 1986. They will be submitting a proposal to replace the front entryway handrails with aluminum instead of wood.
· Sump Pump for Water Intrusion into G-2: At the August 2010 meeting the Board reviewed the two bids submitted to install a sump pump to address the water intrusion into G2/G3. Mr. Schneider recommended at the August 2010 meeting that the Board table moving forward on this project until more research is done. Mr. Schneider volunteered to research this project. Mr. Murray and Mr. St. Rock will assist Mr. Schneider on the research and recommendations for the Board to review.
· Unit #517 Deck (Drain); Interior Repair to Damaged Units: A water test was performed on Tuesday, July 06, 2010, at several possible areas of water intrusion, including the decks of 619, 517, 416 and portions of the tile roof. The water test was performed by Ewell Construction. The results of the test were reviewed by the Board. Dianne Merzel made a motion to approve the bid submitted by Ewell Construction to repair the different leaking areas. Frank Parker made a second to the motion. The Board would like Ewell Construction to submit a revised bid, stating what the Association’s cost would be to resurface the deck membrane surrounding the flashing work on the deck of 517 and 619, and the cost to resurface the rest of the deck – which is only a recommendation of the contractor and would be the Homeowner’s responsibility. The Board also requested that Ewell Construction confirm the 5 year warranty will not be affected if the Homeowners do not elect to resurface their entire deck. Once the revised bid is submitted, Ellona Hess will forward it to the Board for review and final approval (unanimous). The motion carried with all in favor.
· Special Assessment Projects - Update: The following updates were given regarding The Garage Area – Power-wash/Re-stripe/Replace Trash Room Doors:
§ The Board approved the proposal submitted by Hydro-Kleen at the August meeting. The contractor will be coming out to re-inspect the garage areas so that he may recommend different options for how the washing/re-striping should be handled in the most convenient way. This project will most likely take place in September/October when parking on the street is more available.
The following report was given regarding The Northwest Balconies Project:
§ The Board reviewed the letters drafted by the Association’s attorney, clearly stating the Homeowners’ options in regards to the replacement of their sliding glass doors and door pans. The letters were approved to be sent out, as written, with allowance of a seven business day response time.
The following report was given regarding The Security Equipment Project:
§ Joe Engle reported that the 10 security cameras have been installed. The cameras are located in the garage and lobby areas. The cameras are activated by any motion sensed.
§ Should you have any reason to believe that you/your property has been intruded upon, please contact Scott Management Company right away: 310-370-2696 x21, [email protected], and the tapes will be reviewed.
The following report was given regarding The Street-Side Retaining Wall Replacement Project:
§ 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.
NEW BUSINESS
· Homeowner Comments submitted via new Website: No Homeowner comments submitted via the new website were forwarded to the Board for review. The Board announced that the draft minutes of the meeting are posted on the website so that Homeowners have the ability to read what happened at the meeting without having to wait until they are approved.
· CO2 Monitoring System – Sensor Replacement – Review Bid: The Board reviewed the proposal submitted by Golden State Electric to replace the nine sensors of the Carbon Monoxide detector, as they are failing because of their age. The sensors have an estimated life span of seven – 10 years. They were installed in February 2003. Dianne Merzel made a motion to approve the bid as submitted. Frank Parker made a second to the motion. The Board would like this invoice to be paid for out of the reserve account and would like to make sure that the cost to replace the sensors again in the future is incorporated into the 2011 reserve study. The motion carried with all in favor.
· Financial Committee – Review/Adopt “Policies and Procedures:” A notice was posted in the lobby areas, advising all Homeowners of the opportunity to join the Financial Committee. So far, one Homeowner has volunteered to be a member. The Board reviewed the draft “Polices and Procedures” document in regards to the Financial Committee and how it will operate. Jake Murray made a motion to accept the document as written. Dianne Merzel made a second to the motion. The motion carried with all in favor.
· Plumbing Repairs/Replacements – Review Recommendations/Bids: The Board reviewed the two proposals submitted by Bert Meli Plumbing to complete the following services: 1) Clean and lower 2” drain in G1 garage that is hanging in the G2 garage. Water backs up in the G1 drain because the pipe on G2 slopes uphill. This service will make the G1 drain function properly. 2) Install wye strainer in water main before “RP device”. The strainer is for the water entering the building so that it does not clog the backflow valve. This will save the Association money because it will extend the useful life of the backflow valves. Jake Murray made a motion to accept the first proposal discussed. Dianne Merzel made a second to the motion. The motion carried with all in favor. The Board would like Bert Meli Plumbing to provide additional information on the second quote submitted. The quote and new information submitted will be reviewed at the September meeting.
· Sump Pump – Annual Maintenance – Schedule: The annual maintenance of the sump pump is scheduled to take place during the week of August 09, 2010.
· Unit #109 – Plumbing Leak/Remediation/Interior Repairs – Status Update: A brief overview events related to the plumbing leak and resulting interior damage in Unit #109 and the common area hallway (ceiling and walls) was reviewed. The Board reviewed the proposal submitted by ServPro to repair the interior damaged areas of Unit #109, and the common areas. Dianne Merzel made a motion to accept the proposals as submitted. Frank Parker made a second to the motion. The motion carried with all in favor.
· 2011 Reserve Study – Review: The 2011 no-site visit reserve study update is in the process of being completed. Once it has been drafted it will be sent to the Board for a 60 day comment/editing period.
NEXT MEETINGS
Thursday, September 02, 2010, 6:30 PM: Tabulation of CC&R Ballots.
Monday, September 20, 2010, 6:30 P.M: Monthly Board Meeting.
Monday, November 15, 2010, 6:30 PM: Annual Meeting.
ADJOURNMENT
Meeting was adjourned at 7:40 PM.
Submitted by: Ellona Hess
EXECUTIVE SESSION
The Board of Directors held an executive session to discuss pending violations and Board Member positions.
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. 21; Email: [email protected]; Mail: Scott Management Company, PO Box 3159, Torrance CA 90510-3159). Calls/correspondence should reference 555 Esplanade/Casa Bahia.