July 2024 Updates

Unofficial Minutes by Community Member Elizabeth Chaponot

Personal Note:

The new management system has a new website with a lot of information. One of the additions is the ability to include your name in a community directory.  If you can, take a minute to add yourself to the directory so we can keep communication up to date! https://portal.connectresident.com/#/community/directory

I. CALL TO ORDER

Meeting starts at 6:00PM

II. EXECUTIVE SESSION ACKNOWLEDGMENT/ANNOUNCEMENT

Announcement that the executive session is held at the end of the meeting.

III. OPEN FORUM

One question whether recent plumbing work done to the building has impacted the water pressure in building 3

IV. CONSENT CALENDAR

A. APPROVAL OF MINUTES - JUNE 12, 2024

Board moved to approve


B. FINANCIAL STATEMENT - MAY 2024

Board moved to approve

V. REPORTS

A. MANAGEMENT REPORT

&

B. WORK ORDER REPORT

New work order report seems more helpful. There appear to be 3 open work orders. Work orders stay open until the vendor closes. The date on the report for each item shows the date created. 2 of the 3 on the list have been finished since the production of the report for board review. This helps board track progress of work orders.

VI. UNFINISHED BUSINESS

A. AMS ADDENDA

This relates to the collection services team within First service management. This was discussed at the last board meeting. The point here is to compare the costs of the collection services company currently used with what it would cost to having this added to First Service workload. Discussion of the value of changing is had. As there is very little difference in cost, board votes to stay with the current vendor.


B. GOVERNING DOCUMENT AMENDMENTS/POLICIES

Update on status of governing document amendment. It has stalled out because due to difficulty in aligning schedules to have the whole board convene with the attorney. As soon as that can be scheduled, things should move forward pretty quickly.


C. WATERPROOFING PROJECT

Waiting on California Consultants to finish the RFP to get bids on the repair package. Once they get those, they will send them out.


D. MONITORING WELLS

The chosen company has conferred with the state water board to make sure repairs cover what the state wants to see. The initial proposal had to be amended to include the work plan that the city was requesting. The added requirement increased the project by $3700 but it was not a negotiable item. Once the work plan is complete, the company will update the project. ETA on getting the project complete is December 2024 because permitting can take a long time.

VII. NEW BUSINESS

A. 2025 RESERVE STUDY PROPOSALS

Company put in two options:

Board would like to have outsiders look at some specific things that had been noted on the report from last year (certain areas had not actually had physical inspections – Boiler room, Elevator replacement for example). Board was a little disappointed that the company is not proposing any solutions for improvements or needs for the future.


Meanwhile the management company has gained some information about some of the numbers we would want as part of the reserve study. Discussion is thus leaning to not having company  come back on site this year and to internally do some leg work on getting answers to some of the bigger questions that are out there for boiler systems. The company used to maintain the boilers, Comfort Dynamics could do an evaluation that would cost $7000. Discussions were had about that maybe being a conflict of interest. A board member will try to use some connections to get names of companies that have a forward thinking approach to water heating. The management company can search for another boiler maintenance company to have them provide an evaluation.


Thus the conclusion is that this year a financial update will be sufficient ($450 cost) and it is not necessary to pay for the on site visit.


B. GUTTER CLEANING PROPOSAL

Proposal was submitted to the board.  The proposal is compared to the previous bill and everything is in line. The vendor sent out the proposal as part of a yearly maintenance contract. This is a budgeted item. Board moves to approve the expense.


C. JK ELECTRICAL - RENEWAL CONTRACT

Current company has sent an updated contract for review. This is a renewal. The last contract was signed in 2021 and their hourly rate has only gone up $5/hr which is deemed reasonable. The board agrees that the “not to exceed” amount for necessary repairs be $1500 in line with board policy before a vote is needed.


VIII. NEXT BOARD MEETING

Next Board meeting is August 14th, 2024


IX. ADJOURN

Meeting moves to executive session at 6:30PM