January 2025 Updates

Unofficial Minutes by Community Member Elizabeth Chaponot

Virtual Meeting Held on January 8, 2025; 6:00 pm

Attendees:


 I. CALL TO ORDER

6:15 launch

II. EXECUTIVE SESSION ACKNOWLEDGMENT/ANNOUNCEMENT

III. OPEN FORUM

Silvia Matheus


Requests board consider facility improvements for the site to include: 


Board response: Landscaping projects and upgrades (of which the ping-pong table and herb garden would be a part) have been put on hold until we finalize waterproofing as that will require some trenching and digging around the building. When that is done the board will re-open the project and bring community members in to review the proposal and bring ideas forward.


In the meantime: Books can also be added to the shelf in the mailroom. Books seem to be taken when put there. A more official space can be looked at during landscaping review.


Silvia Matheus has expressed interest in being part of that committee on this.


Silvia Matheus also brought forward having problems with someone smoking under her apartment. Board requests complaint be submitted to Michelle @ FSR


Emilio Seballa

Thanks the board again for work done on new entry system.


Brings forward an issue that is potential not limited to his unit. After two instances where sewer was backing up in his unit’s bathtub. Plumber confirmed that plumbing is shared with another unit which was identified at meeting. The cause for clogging is linked to female sanitation products being flushed that cause the pipes to clog. Owner would like to get reimbursed for expense as there the clogging elements are not coming from his property. 


Board/FSR will address with the owner.


David Cotton

Brings forward a couple of things noticed during the rains:


Board confirms that the cracks were spotted during the waterproofing issue and is part of that project.


David Cotton alluding to gas usage wants to weigh in that as owners that are not down with switching away from Gas stoves. 


Connected to this request, there is a discussion about whether the owner gets charged for gas as David Cotton states as they are being charged for gas. Board confirms that this should not be part of his bill as no individual metering system exists. He may be able to get reimbursed if he is being falsely charged.


Elizabeth Chaponot


I had questions related to the process. I wanted a better understanding on processes and how things work as repairs and projects get brought up at meetings that then get dropped (such as the walkway project).  The question is thus whose responsibility it is to create to-do lists and know what projects both big and small need to take place on property. Does First Service do site visits? Is this a board responsibility? 


Michelle Ferriera, our First Service rep states she does not do monthly walkthroughs and if they were done it would be to spot violations only.  There is discussion about the accuracy of that statement in terms or what the contract we have covers. Board members felt that First Service should be doing monthly walkthroughs. Michelle Ferriera stated that she would review the contract and provide the contract for the board members as well.


Elizabeth Chaponot further had questions about getting more transparency related to work order completion as jobs are submitted but no confirmation that work was done for the person who submitted request. Michelle Ferriera stated that this would be too much work. Board members pushed back and state most system that track work orders should be able to automatically provide an email to person who opens the ticket when the job is complete. Mark Chatman, a senior FSR rep states that the system is capable of doing that. Board request that this be reviewed.


Elizabeth Chaponot seconds David Cotton’s questions to gain clarity about the walkway resurfacing project that seems to have been abandoned.


Final question is connected to rain leaks in roof of elevator building that are creating water getting into the elevator and well as the stairwell. This is part of a later phase of the waterproofing but the board agrees this may be something that becomes more a priority that needs to be addressed sooner.


Justin Molineaux announces that per the HOA bylaws, we have chartered a three-person communication committee. In brief, the committee’s goal is to improve communication between the Board and the community as a whole. Individual communications, between owners or between the board and owner are NOT a responsibility of this committee. The full charter (which may be revised by the board in the future) can be found here. Justin Molineaux is the Board sponsor, Elizabeth Chaponot is the Chair of the committee. FSR will issue an announcement calling for another volunteer to join the committee.

IV. CONSENT CALENDAR

V. REPORTS

VI. UNFINISHED BUSINESS

Final revisions to be done regarding two items: architecture review timelines and rental vacancy timelines. The board will seek a status update from the association’s attorney.

We expect two bids for phase one of the project, which covers sealing cracks in the garage, boiler room, electrical room, and the ground level of the elevator tower. Board still needs to review the first bid, as it came in just hours before the meeting. There’s a concern that this initial bid may include more than phase one of the project. The board will have an executive session to review all bids as soon as they are received. 

Phase one will take about 4 weeks or so once they get started.

Board also want to review for roof leak over the elevator building. That was not part of phase one of the bid for waterproofing as initial waterproofing was for garage level only. This needs to be addressed

The State Water Resource board approved the project. Step two is getting permits from both Oakland and Emeryville’s building departments. That should take another 4 to 6 weeks. The work itself should be pretty quick (~2 days).

Board member has launched the idea of having our heating system reviewed. It will take a couple thousand for a complete study. Need board approval for $2000-$4000 for the study. 

Another Board member stated there may be a free option to get this analysis done. Board member will get this information.

The Board agrees that time is of the essence as this is a huge line item for the budget. This will also be discussed at the upcoming executive meeting to discuss waterproofing bids.

VII. NEW BUSINESS




VIII. NEXT BOARD MEETING 

IX. ADJOURN

 Meeting adjourned at 7:45PM