Meeting Minutes

July HOA meeting

7/19/25 Agenda:

The main purpose of today's meeting was to count the secret ballots for our “Building Repairs and Painting” Special Assessment.

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Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA balance is $10,183.41 as of today (7-19-25) up from $8,999.74 last month. (Plumber Jim Connelly's work on the replacement of the gas elbow pipes has not yet been invoiced.)

Reserves Account: Wells Fargo balance is $9,485.55 as of today (6-6-25) up from $8,685.55 last month.

Just a reminder that $8,000 is ear-marked for new gas pipes which will be needed relatively soon.

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Jim Connelly completed the replacement of the elbow pipes connecting the gas meters to our gas lines. This includes the common are meter (to the laundry room) as as well as a few of the unit meter elbows. Jim has not sent us an invoice yet.

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-Dadson Update - We still have not received a letter stating the cancellation of our contract. Dan followed up again last week. Once again, Vivian instructed Linda to take care of it.

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“Building Repairs and Painting” Special Assessment vote by secret ballot:

Julie Shrum (not a member) opened each of the unmarked secret ballot envelops to insure the voting privacy of each member. She then handed the ballots to President Mary Colburn. The Special Assessment passed unanimously.

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Since we had gathered new information regarding the bee hives above unit 1, we discussed various options but decided by unanimous vote to approve Paint Tigers bid to open exterior walls (where necessary) to physically remove the hives. This will likely include putting up scaffolding and removing stucco and the fascia in the front of the building and possibly walls on the roof. Paint Tigers will remove the hives and bees following California law.

$57,548 Building Repair and Painting

$12,845 bee hive removal

TOTAL: $70,393 divided by 5 = $14,078.60 per unit

$14,387 deposit to Paint Tigers on 6/23

$6,422.50 deposit on 7/19/25

$20,809.50 Ron (from Paint Tigers) has received so far.

Payments:

25% after pressure wash.

25% after color selection.

25% after work begins.

25% after work is completed.

50% of the project = 35,196.50

If we subtract $20,809.50 that leaves a balance of $14,387 to send to Paint Tigers later this week.

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Ron (from Paint Tigers) and color specialist, Jackie then helped us view various paint color combinations to consider for our building. A final decision was not made. The color discussions will be ongoing.

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Mary, Kim, Dan, and Lily were in attendance.

Julie Shrum was our guest during the meeting.

Ron and Jackie (from Paint Tigers) were also in attendance for the latter part of our meeting.

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June HOA meeting

6/7/25

Agenda:

Since this is our first meeting without a management company, our main discussion today will be about annual statements and our new building problems with the bee infestation and how to rectify it. We will also discuss repairs and painting of the exterior of our building.

Paint tigers will have 15 minutes to speak from 8:45 to 9:00 and Casa Paint Craft will speak from 9:15 to 9:30 on our issues regarding the exterior of the building.

A vote will take place in 30 days by secret ballot regarding the paint project, paint tigers was discussed and conversationally agreed upon. All agreed to start on bee removal so other building repairs can proceed and the painting project can start on time

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Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA balance is $8,999.74 as of today (6-6-25) up from $8,092.29 last month.

Reserves Account: Wells Fargo balance is $8,685.55 as of today (6-6-25)

Just a reminder that $8,000 is ear-marked for new gas pipes which will be needed relatively soon.

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Dan has prepared and emailed everyone the following forms, reports, and HOA docs:

Annual Homeowner Information Sheet

2025 Annual Policy Statement

2025 Reserves Study

2025 Annual Budget Report

Our HOA Bylaws

Our Covenants, Conditions, and Restrictions

All of this paperwork should have been organized and presented by SBMS in November and December of 2024 to close out the fiscal year ending in 2024 and to prepare us for 2025.

Although this is late, at least it has been completed. We’ll prepare and review the 2026 paperwork in November and December of 2025. Moving forward, we plan to stay on track with these policies and financial reports annually - every November and December.

You’ll notice that we finally have digital copies of our Bylaws and CC&Rs. Until now, the only copy of our Bylaws and CC&Rs was an old photocopy that is in our HOA binder. Even SBMS did not have a copy. In order to prepare our annual reports, Dan realized that having searchable and copyable Bylaws and CC&Rs would greatly speed the process of creating the Statements and Reports. He hired a typist to re-create an exact copy of our Bylaws and CC&Rs which is a tedious job of around 100 pages. Not only was it helpful when preparing our policies and financial reports, it will be a great resource for each of us since we are self-managing now and we each have pdf copies to refer to. And we’ll need them to make sure we are following California law as we move forward.

**Please make sure that everyone fills out the Annual Homeowner Information Sheet and returns it to President Mary within the next few days.

If we have time today, Dan will briefly go over the reports. But it’s very important that everyone fills out the Annual Homeowner Information Sheet and reads through the 2025 Annual Policy Statement over the next couple of days.

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Elections for 2025.

Elections were held and Dan is Treasurer, Kim is Secretary, Lily is Vice President, and Mary is President all were unanimous except one vote against Kim for secretary where she voted against herself.

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Reminder to everyone: The Repairs List is on our website under “Upcoming Repairs.” Please email Dan to add more to the list.

As projects from the Repairs List are completed, Dan moves them to the “Maintenance Notes” page on our conchahoa.com website. This way, we can easily find out when repairs and maintenance occurred.

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Jim Connelly was contacted regarding the elbow on the common area gas pipe and will replace it soon.

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Also, we are in need of another roof repair. Unit 4 has a minor leak in the south bedroom in the southeast corner ceiling. The scupper above the unit was sealed a while back and that seemed to have stopped the leak. However, the past couple of rains have leaked again causing minor damage to the same area. There is no water dripping into the bedroom, but it’s causing paint to peel, and the drywall is looking uneven in that corner. Since it probably won’t rain again until next winter, this does not have urgency.

It is possible Raul can also take care of the roof repair.

Dan wrote an email to Scott at GA Roofing, but oddly, has not heard back from him. Dan will reach out again.

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-Dadson Update - We still have not received a letter stating the cancellation of our contract. Dan will continue to follow up.

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Earthquake insurance is looking very bleak at this time.

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People present at the meeting: Mary Colburn, Dan Jenks, Kim Shrum, Lily Balette

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May HOA meeting

5/3/25

Agenda:

A key discussion today will be about self-management vs. finding a new management company. The reason is that Mary Colin from South Bay Management Company has decided to no longer manage our HOA.

From SBMS: “We can provide a 30 days notice or continue until you are able to interview and retain new management.”

We told her that we prefer 30 days notice. (The end of May)

We voted to self-manage until we find another management company. This may take some time since most management companies don't have an interest in taking on a small building like ours since it provides very little income compared to larger HOAs.

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA balance is $8,092.29 as of today (5-3-25) up from $5,838.98 last month. It’s a higher balance because May’s HOA funds haven’t been transferred to our Reserves account yet.

Reserves Account: Wells Fargo balance is $8,390.00 as of today (5-3-25) It’s up a bit from last month’s balance of $7,990.00 due to April’s HOA Dues deposit.

We have reached our goal of $8,000 which is ear-marked for new gas pipes which will be needed relatively soon.

We have been talking about doing exterior repairs to the building such as stucco and painting it for years, the stucco on the south side of the building is almost completely gone. Now that we know that we don’t need a retrofit, it will be less costly since we don’t need to pay for a retrofit and stucco repairs and paint…Should we get some bids and do a special assessment for this summer? All voted YES. Does anyone know the last time the building was painted? NO. Mary C thinks it has never been re-painted

-Mary (unit 3) initiated the conversation to possibly repaint the building over the summer. This project will include substantial prep-work including stucco repairs, trim repair, facia replacement, gutter/downspout repairs, etc. Mary (unit 3) will contact our contractor neighbors Adam Budz and Raul for quotes. Raul has found scaffolding for a month long rental for a bit over 3K, and said he will have the estimate by tomorrow’s meeting. Adam chose not to bid due to the amount of work it will require and he felt his company was too small for the job.

Mary received a Quote from Raul Hernandez, for $84k for replacing trim, stucco repair, fascia, and will receive complete quote for west side by the end of the weekend and a quote from Tiger paint will be coming in the following weekend.

Reminder to everyone: The Repairs List is on our website under “Upcoming Repairs.” Please email Dan to add more to the list.

Jim Connelly was contacted regarding the elbow on the common area gas pipe and will replace it soon.

It is possible Raul can also take care of the roof repair.

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-Julie has been working on the Mow Strip! And it looks amazing!!!

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-Mary installed a new keypad/knob kit for the front gate. It’s working great!

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-Dan replaced the smoke alarms in the big garage. One was beeping - indicating that it’s 10-year battery was failing (after 10 years and 1 month). The old model was discontinued so he found a suitable replacement that includes a CO2 alarm. Tested and working fine.

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-Dadson Update - We still have not received a letter stating the cancellation of our contract. Dan will continue to follow up.

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-There were also discussions about obtaining earthquake insurance. Mary has checked with several insurance companies and all say it will be difficult to get an earthquake policy unless a company has a policy for everything. (fire insurance, HOA insurance, etc.)

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SBMS Mary mentioned a contact Timothy Klein who (according to Mary) is the biggest HOA insurance broker in the state. He may be able to find out if we can get earthquake insurance in some way. We can assume that she never contacted him since she seldom followed through with requests she agreed to complete. Kim agreed to try to contact Mr. Klein.

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-We also discussed that one of our owners is substantially behind on their HOA dues. This led to a discussion about our CC&Rs which stipulates that a lien can be placed on a unit that owes past HOA funds in case the unit is sold. The lien would be in the amount of HOA dues owed. However, the State requires that a letter from the HOA must be sent to each owner annually to remind each owner of this stipulation in our CC&Rs. No such letter has been sent out in years. Dan questioned SBMS Mary about this previously. She seemed to have skirted the issue by saying that this letter is usually included in a “packet” that SBMS sends out shortly after each Annual Meeting. This led to the following discussion:

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-We have set our Annual Meeting to be this coming July HOA meeting. Since SBMS Mary has not followed through with the annual letter mentioned above, Dan and Mary (unit 3) will further research the items that involve our Annual Meeting.

Here is an overview of the responsibilities of an HOA following the Davis-Stirling requirements:

Annual Budget & Policy Disclosures

After reading through the responsibilities of an HOA, it is clear that SBMS has not followed through with most of these requirements in many years.

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Regarding a previous discussion on self management, Bill was concerned that having a management company provided an extra layer of insurance protection in case of a liability lawsuit. Dan had an email conversation with our agent Rita a few months ago. She looked into it and found that there is no extra insurance protection provided by a management company. She also confirmed that we have the proper protections in our insurance policy as well as specific HOA officers liability protections.

Dan can forward that email thread to everyone.

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Reserves Study Outline

Building Exterior

Roof (tiles, flat roof, drainage systems)
Exterior walls (siding, stucco, brickwork)
Windows and window seals
Doors (common area entrances, fire doors)
Balconies, decks, and railings
Paint and waterproofing
Gutters and downspouts
roof vents for our furnaces

Structural Components

Foundation repairs
Structural supports (beams, columns, retaining walls)
Stairways

Mechanical Systems

Plumbing (main lines, sewer systems)
Electrical systems (main panels, wiring for common areas)

Interior Common Areas

Flooring
Walls and paint
Lighting fixtures
Mailboxes
Fire safety systems (extinguishers)

Landscaping & Grounds

Irrigation systems
Fencing and gates
Outdoor lighting
Trees, plants, and lawn
Retaining walls
Paved areas (driveways, walkways)

Parking Areas

Concrete repairs
Striping and signage
Parking garage maintenance (lighting, gates)

Amenities

Courtyard
Storage Room
Laundry Room

Utilities & Systems

Water heater (for shared use)
Stormwater drainage systems
Waste management areas (dumpsters, enclosures)

Miscellaneous

Reserve study updates and professional fees
Contingency for unplanned repairs or emergencies
Insurance deductibles for covered claims

Cost Estimation

Replacement Costs: Based on current prices for materials, labor, and equipment, adjusted for inflation.
Useful Life: The total lifespan of an asset.
Remaining Useful Life: How many years are left before the item requires replacement, factoring in its current condition.
Annual Contribution: The amount needed each year to save for replacement before the item reaches the end of its life.
Contingency Costs: Additional funds for unexpected repairs, often 5–10% of the total budget.

Assessment Frequency

Items are assessed for their condition and remaining life during periodic updates to the Reserve Study, typically every 3–5 years.

Building Exterior

Roof: Inspected every 3–5 years; replacement typically every 20–30 years.
Paint and Waterproofing: Repainting every 5–10 years, depending on weather exposure.
Balconies and Railings: Inspected annually; repairs every 10–20 years.

Structural Components

Foundation and Structural Supports: Inspected every 5–10 years, with repairs as needed.
Stairways: Inspected annually, with replacement every 10–15 years.

Mechanical Systems

Plumbing: Inspected every 3–5 years; replacement every 30–50 years for main lines.

Interior Common Areas

Flooring: Inspected every 3–5 years; replacement every 7–15 years.
Lighting Fixtures: Inspected every 1–2 years; replacement every 10–20 years.
Fire Safety Equipiment: Inspected annually; component upgrades every 5–10 years.

Landscaping & Grounds

Irrigation Systems: Inspected annually; replacement every 10–15 years.
Trees and Lawns: Ongoing maintenance; major replanting every 10–20 years.
Concrete Areas: Inspected annually; resealed every 3–5 years, repaved every 20–30 years.

Parking Area

Concrete: Cracks resealed every 3–5 years; full resurfacing every 15–20 years.

Utilities & Systems

Water Heater: Inspected annually; replaced every 10–15 years.
Stormwater Drainage: Inspected every 1–2 years; repairs as needed.

Other Notes

Professional Cost Estimation: It’s recommended to hire specialized contractors or reserve study professionals for accurate cost projections and remaining life assessments.
Inflation Adjustment: Costs should be adjusted annually to account for inflation, usually 2–4% per year.
Contingency Plans: Reserve funds should account for unexpected issues, such as storm damage or equipment failure.

People present at the meeting: Mary Colburn, Dan Jenks, Kim Shrum,

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April HOA meeting

4/12/25 Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA balance is $5,838.98 as of yesterday, 4-11-25. I had received a fraud alert on this account a month ago. It turned out to be a series of entry errors by a BofA employee. I confirmed everything was properly balanced. No fees were incurred.

Reserves Account: Wells Fargo balance is $7,990.00 as of yesterday, 4-11-25. This account was up over $8k until the stairs replacement project. $8000 was ear-marked for new gas pipes before the stairs became an urgent matter. But we are nearly back to $8,000.

Dan completed and mailed the taxes a couple of weeks ago - sent certified mail with ‘return receipt requested.’ Our HOA had a business loss of -$14,679. The loss can be applied to future gains - if we ever show a profit - which is unlikely.

**Dan submitted our huge repairs list to SBMS last year to come up with estimates for the big projects so that we can organize a Reserves strategy. This way, we will have the money to get those things done. However, SBMS does not intend to complete the estimates. In our last meeting, SBMS Mary said we should plan an in-person meeting to discuss these things in specific detail.

We have been talking about doing exterior repairs to the building such as stucco and painting it for years, the stucco on the south side of the building is almost completely gone. Now that we know that we don’t need a retrofit, it will be less costly since we don’t need to pay for a retrofit and stucco repairs and paint…Should we get some bids and do a special assessment for this summer? YES. Does anyone know the last time the building was painted? NO.

SBMS Mary volunteered to also get quotes. However, Dan asked SBMS Mary for those same quotes last year. She said Lindsay would get us those quotes - or at least estimates from jobs that SBMS has handled for other buildings. After many follow-ups by Dan, we never received any of those quotes. Dan chose not to bring this up since we’ve discussed SBMS’s lack of followthrough many times in the past. We will not wait to hear from SBMS Mary. We will continue to move forward with or without help from SBMS.

-Reminder to everyone: The Repairs List is on our website under “Upcoming Repairs.” Please email Dan to add more to the list.

-Julie has been working on the Mow Strip! And it looks amazing!!!

-Dadson Update - Dan confirmed with SBMS that they have not received a contract cancellation letter from Dadson. Dan has written to Vivian and Linda again. Vivian wrote back promptly but said the same thing as before. “Linda, take care of this please.” Dan has asked them to send it directly to me and that email is fine. Nothing yet!

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SBMS Mary will contact Timothy Klein who (according to Mary) is the biggest HOA insurance broker in the state. He may be able to find out if we can get earthquake insurance in some way.

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-We also discussed that one of our owners is substantially behind on their HOA dues. This led to a discussion about our CC&Rs which stipulates that a lien can be placed on a unit that owes past HOA funds in case the unit is sold. The lien would be in the amount of HOA dues owed. However, the State requires that a letter from the HOA must be sent to each owner annually to remind each owner of this stipulation in our CC&Rs. No such letter has been sent out in years. Dan questioned SBMS Mary about this. She seemed to have skirted the issue by saying that this letter is usually included in a “packet” that SBMS sends out shortly after each Annual Meeting. This led to the following discussion:

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Mary, Kim, Dan, and SBMS Mary were in attendance.

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January HOA meeting

1/25/25 Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA balance is $6,488.72 as of 1-24-25. For comparison, 2 1/2 years ago, our balance averaged $21,000 and has been trending down each month.

Reserves Account: Wells Fargo balance is $6,990 as of 11-8-24. This account was up over $8k until the stairs replacement project. $8000 was ear-marked for new gas pipes before the stairs became an urgent matter. So we need to build this account back to $8k so the funds are there when we need them.

-Dan recommends raising our monthly HOA dues to $540 per month in March because we are quickly running out of maintenance funds. $460 would go into our maintenance account and $80 would go into our reserves account.

Note: We can only raise or lower our HOA dues once annually. We are also limited to only 20% increases. ($540 is the 20% increase) However, we can do multiple Special Assessments annually with unanimous votes.

**Dan submitted our huge repairs list to SBMS 7 months ago to come up with estimates for the big projects so that we can organize a Reserves strategy. This way, we will have the money to get those things done. However, SBMS does not seem to intend to complete the estimates. To date, Lindsay has supplied no numbers to Dan - just a couple of contractor names.

Dan has outlined a fairly comprehensive list of items to be included in a Reserve Study. It’s listed at the end of this document. Please read through it so we can discuss this in the near future.

-The Repairs List is on our website under “Upcoming Repairs.” Please email Dan to add more to the list.

As projects from the Repairs List are completed, Dan moves them to the “Maintenance Notes” page on our conchahoa.com website.

-The city of Torrance has a mandatory Seismic Retrofit Ordinance. I believe that our building is required to have an extensive earthquake retrofit - although they have not contacted us yet. The retrofit would also enable us to have affordable earthquake insurance to protect our investments. SBMS Mary told Dan that the average cost is somewhere around $5 per square foot of the building, but many variables can affect that estimate. So maybe around $15,135? Could be more - could be less, depending on what exactly needs to be done.

This website from LADBS has retrofitting info on it. Great resource!

https://ladbs.org/docs/default-source/publications/information-bulletins/building-code/ss-program---structural-design-guidelines.pdf?sfvrsn=f56bfc53_25

This website has a cost recovery program, however, it has not been started for multi-unit buildings yet…

https://ladbs.org/docs/default-source/publications/misc-publications/la-soft-story-retrofit-program-tenant-habitability-guide.pdf?sfvrsn=3f7efc53_4

Nextdoor had some referrals for retrofitting, we can get a few estimates for it…

It seems based on the guidelines in the website, its only Lily’s garage that needs retrofitting…

Some recommendations from Nextdoor companies are:

JC retrofit (323)241-9849, I called and left a message friday, 1/23/25 at 11am

Alpha structural construction.com (323)457-4628 called at 11:05, they said no ordinance yet, but its coming!! Appt. Saturday, 2/1 with a window of 11-12pm.

Goldenretrofit and foundation repair called for a free quote, they dont service with garage under living space

sunshinefoundationrepairs.com (888)671-3152 found on google

Mary will call the helpline to ask about grants and check on the website for the other retrofitting company and JC retrofitting to get bids.

-Jim Connely has not yet done the hot water line repair in the big garage. Dan has been following up with him, but Jim keeps postponing. Jim is supposed to call Dan with a repair date next week.

-Julie has been working on the Mow Strip!

-Dadson Update? Did SBMS receive the cancellation letter promised by Dadson?

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Check out http://conchahoa.com To enter site, click on “This site is under construction.”

Mary, Kim, Lily, and SBMS Mary were in attendance.

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Reserves Study Outline

Building Exterior

Roof (tiles, flat roof, drainage systems)
Exterior walls (siding, stucco, brickwork)
Windows and window seals
Doors (common area entrances, fire doors)
Balconies, decks, and railings
Paint and waterproofing
Gutters and downspouts
roof vents for our furnaces

Structural Components

Foundation repairs
Structural supports (beams, columns, retaining walls)
Stairways

Mechanical Systems

Plumbing (main lines, sewer systems)
Electrical systems (main panels, wiring for common areas)

Interior Common Areas

Flooring
Walls and paint
Lighting fixtures
Mailboxes
Fire safety systems (extinguishers)

Landscaping & Grounds

Irrigation systems
Fencing and gates
Outdoor lighting
Trees, plants, and lawn
Retaining walls
Paved areas (driveways, walkways)

Parking Areas

Concrete repairs
Striping and signage
Parking garage maintenance (lighting, gates)

Amenities

Courtyard
Storage Room
Laundry Room

Utilities & Systems

Water heater (for shared use)
Stormwater drainage systems
Waste management areas (dumpsters, enclosures)

Miscellaneous

Reserve study updates and professional fees
Contingency for unplanned repairs or emergencies
Insurance deductibles for covered claims

Cost Estimation

Replacement Costs: Based on current prices for materials, labor, and equipment, adjusted for inflation.
Useful Life: The total lifespan of an asset.
Remaining Useful Life: How many years are left before the item requires replacement, factoring in its current condition.
Annual Contribution: The amount needed each year to save for replacement before the item reaches the end of its life.
Contingency Costs: Additional funds for unexpected repairs, often 5–10% of the total budget.

Assessment Frequency

Items are assessed for their condition and remaining life during periodic updates to the Reserve Study, typically every 3–5 years.

Building Exterior

Roof: Inspected every 3–5 years; replacement typically every 20–30 years.
Paint and Waterproofing: Repainting every 5–10 years, depending on weather exposure.
Balconies and Railings: Inspected annually; repairs every 10–20 years.

Structural Components

Foundation and Structural Supports: Inspected every 5–10 years, with repairs as needed.
Stairways: Inspected annually, with replacement every 10–15 years.

Mechanical Systems

Plumbing: Inspected every 3–5 years; replacement every 30–50 years for main lines.

Interior Common Areas

Flooring: Inspected every 3–5 years; replacement every 7–15 years.
Lighting Fixtures: Inspected every 1–2 years; replacement every 10–20 years.
Fire Safety Equipiment: Inspected annually; component upgrades every 5–10 years.

Landscaping & Grounds

Irrigation Systems: Inspected annually; replacement every 10–15 years.
Trees and Lawns: Ongoing maintenance; major replanting every 10–20 years.
Concrete Areas: Inspected annually; resealed every 3–5 years, repaved every 20–30 years.

Parking Area

Concrete: Cracks resealed every 3–5 years; full resurfacing every 15–20 years.

Utilities & Systems

Water Heater: Inspected annually; replaced every 10–15 years.
Stormwater Drainage: Inspected every 1–2 years; repairs as needed.

Other Notes

Professional Cost Estimation: It’s recommended to hire specialized contractors or reserve study professionals for accurate cost projections and remaining life assessments.
Inflation Adjustment: Costs should be adjusted annually to account for inflation, usually 2–4% per year.

Contingency Plans: Reserve funds should account for unexpected issues, such as storm damage or equipment failure.

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November HOA meeting

11/9/24

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA balance is $7,711.62 as of 11-8-24. (It’s actually lower because funds haven’t been sent to our Reserves account recently.) For comparison, 2 years ago, our balance averaged $21,000 and has been trending down each month.

Reserves Account: Wells Fargo balance is $6,390 as of 11-8-24. (We recently paid for some of the stairs replacement from this account.)

Reminder for our Reserves Account: $8000 is ear-marked for new gas pipes (when needed).

The funds we had over $8000 were applied to our stairs replacement project. $4200 was paid to Adam Budz. Adam completed the replacement of 7 more stairs for $2100. Last month we voted to take funds from Reserves and reinstate our intention to earmark $8000 for gas pipe replacement. Once we reach $8000, we’ll assign funds over $8000 to another project.

Dan recommends raising our monthly HOA dues to $540 per month next year because we are quickly running out of maintenance funds. $460 would go into our maintenance account and $80 would go into our reserves account.

Note: We can only raise or lower our HOA dues once annually. We are also limited to only 20% increases. However, we can do multiple Special Assessments annually with unanimous votes.

**Dan submitted our huge repairs list to SBMS 4 months ago to come up with estimates for the big projects so that we can organize a Reserves strategy. This way, we will have the money to get those things done. However, SBMS does not seem to intend to complete the estimates. To date, Lindsay has supplied no numbers to Dan - just a couple of contractor names.

**Perhaps we can work together to come up with estimates for these projects. Dan will organize a Reserves Study and come up with a financial plan and a timeline to complete all of our required maintenance projects.

The Repairs List is also on our website under “Upcoming Repairs.” Please email Dan to add more to the list.

REPAIRS List

-replace all cracked steps (Extremely HIGH priority) $4200 + $2100 (upcoming) $6300: DONE!!!

-service the hot water tank (HIGH priority) DONE!!! THANKS BILL!!!

-jet our drain pipes (HIGH priority) **After over a month, Dan again requested this. SBMS said Plumber is supposed to call Dan. (Dan requested Dan at Rooter King Plumbing. They did a great job last time.) Dan has not heard from any plumber yet.

-repair the automatic lights in the rear of the building. (HIGH priority) They were flashing for months, and now they are not working at all. (HIGH priority) Bill fixed this!

-replace hot water line that feeds units 1-4. (HIGH priority) Has many pin-hole slow leaks and those will become big leaks. Jim Connely estimate $2000 and he'll deduct his previous small repair of $350. Balance would be $1650. **UPDATE: I’ve texted Jim a couple of times. He finally replied that he should have time next week for this project.

Gas pipe from meter

-The city of Torrance has a mandatory Seismic Retrofit Ordinance. I believe that our building is required to have an extensive earthquake retrofit - although they have not contacted us yet. The retrofit would also enable us to have affordable earthquake insurance to protect our investments. SBMS Mary told me that the average cost is somewhere around $5 per square foot of the building, but many variables can affect that estimate. So maybe around $15,135? Could be more - could be less, depending on what exactly needs to be done.

-replace gas lines in garages and to the gas meter (funds are ear-marked in our Reserves account). Jim Connely (plumber) estimates it’ll be a year or 2 before we’ll need to replace the lines. $8000 set aside in Reserves Account.

-make the mow strip look nice GETTING THERE!!

-replace more water lines (LOW priority)

-replace sidewalks in courtyard (LOW priority)

-replace big gate in big garage (LOW priority)

-possible additional roof repairs

Repairs Needed to Paint the Building

-stucco repairs (scaffolding possibly needed)

-refinish the stucco (scaffolding needed)

-replace/repair downspouts

-replace and seal all of the the fascia around the top of the entire building (scaffolding needed)

Replace some of the wood trim that has been eaten by termites

(Above repairs need to happen BEFORE we can paint our building)

-paint the building (scaffolding needed)

Dadson Discussion:

Oddly, Dadson workers picked up the washer and dryer from our laundry room on September 5th. The workers had no idea if the units will be replaced. They said they were only told to pick them up.

Dan wrote Linda from Dadson an assumptive note on 9-6:

Hi Linda,

I hope everything is going great with you!

Yesterday, two of your Dadson employees removed the washer and dryer at our building. It certainly makes sense to move those machines to a location where they will earn your company money. I've always felt a little bad that those machines were not earning your company money here.

Thank you very much for reconsidering the cancellation of our contract!

For our records, would you mind writing an email note stating that Dadson has cancelled our contract?

Thanks very much for your service.

Warm regards,

-Dan Jenks

Paseo de la Concha HOA Treasurer

**Dan has finally received a response from Dadson. (after sending again yesterday - for the 3rd time)

Note from Vivian to Linda and copied to Dan’s email: “Linda, can you take care of this please”.

We are almost done with them!

But, we must not do anything to the room, or store anything in the room until Dadson officially ends our contract in writing. They have all rights to the laundry room until cancellation of the agreement.

Maintenance Details from the past few months

–Julie continues working hard on our landscaping. The courtyard is looking great. She’s also planted new plants in the mow strip. She also arranged for the City of Torrance to plant a tree!

-Mary, Kris and Julie have been cutting the grass.

Have all Officers submitted the following?... YES

FinCEN Beneficial Ownership Information Report for HOA Officers:

1. Full legal name and date of birth

2. Residential address

3. A copy of a state issued driver's license, state/local/tribe- issued ID, US passport, or Foreign passport. An unaltered copy of the ID must be submitted.

4. Email to SBMS

Dan would like to discuss SBMS and their lack of attention to our building.

Dan would also like to discuss Officer Liability insurance.

– – – – – – – –

Check out http://conchahoa.com To enter site, click on “This site is under construction.”

Mary, Kim, and Dan were in attendance.

-- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- --

September HOA meeting

9/28/24

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA balance is $5,203.59 as of 9-27-24. For comparison, 2 years ago, our balance averaged $21,000 and has been trending down each month.

Reserves Account: Wells Fargo balance is $8.190.00 as of 9-27-24.

Reminder for our Reserves Account: $8000 is ear-marked for new gas pipes (when needed).

The funds we had over $8000 were applied to our stairs replacement project. $4200 was paid to Adam Budz. Adam has ordered 7 more stairs which will be installed in a week or 2. We’ll need another $2100 for this. Since the Operations/Maintenance Account is so low, should we pay for the remaining stairs repairs from our Reserves Account? Voted YES.

**Dan recommends raising our monthly HOA dues to $540 per month in January because we are quickly running out of maintenance funds. $460 would go into our maintenance account and $80 would go into our reserves account. Revisit this as the end of the year approaches.

Note: We can only raise or lower our HOA dues once annually. We are also limited to only 20% increases. However, we can do multiple Special Assessments annually with unanimous votes.

**Dan submitted our huge repairs list to SBMS 2 months ago to come up with estimates for the big projects so that we can organize a Reserves strategy. This way, we will have the money to get those things done. Weeks ago, Lindsay told Dan that she has a chart nearly finished with estimated costs. However, Dan has followed up with Lindsay via email and phone a few times. Lindsay finally got back to Dan yesterday (Friday). She sent a list of contractors she has contacted, but who have not yet submitted any estimates for any of the projects yet.

The Repairs List is also on our website under “Upcoming Repairs.” Please email Dan to add more to the list.

Dadson Discussion:

Oddly, Dadson workers picked up the washer and dryer from our laundry room on September 5th. The workers had no idea if the units will be replaced. They said they were only told to pick them up.

Dan wrote Linda from Dadson an assumptive note on 9-6:

Hi Linda,

I hope everything is going great with you!

Thank you very much for reconsidering the cancellation of our contract!

For our records, would you mind writing an email note stating that Dadson has cancelled our contract?

Thanks very much for your sevice.

Warm regards,

-Dan Jenks

Paseo de la Concha HOA Treasurer

However, Dan has not received a response from Dadson. (sent again yesterday) We must not do anything to the room, or store anything in the room until Dadson officially ends our contract in writing. They have all rights to the laundry room until cancellation of the agreement.

Maintenance Details from the past few months

–Julie has been working hard on our landscaping. The courtyard is looking great. She’s also planted new plants in the mow strip. She also arranged for the City of Torrance to plant a tree!

-Lawn - Mary, Kris and Julie have been cutting the grass.

Stairs Replacement - nearly finished

Rear Automatic lights - Bill fixed this!

Hot Water Line in big garage needs to be replaced - Dan got a quote from Jim Connelly for $2000. Jim agreed to sugtract his previous work on the line ($350) so we voted YES from Jim to replace the line for $1650. We also voted YES to take the funds from our Reserves Account and replenish the full $8000 earmarked for the future gas lines project.

HOA Officers Reminder:

FinCEN Beneficial Ownership Information Report for HOA Officers:

1. Full legal name and date of birth

2. Residential address

3. A copy of a state issued driver's license, state/local/tribe- issued ID, US passport, or Foreign passport. An unaltered copy of the ID must be submitted.

4. Email to SBMS

Mary, Kim, Bill, and Dan were in attendance.

– – – – – – – –

June HOA meeting

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA $7,589.30 as of 6-28-24. For comparison, 2 years ago, our balance averaged $21,000 and has been trending down each month.

Reserves Account: Wells Fargo is $11,490.00 as of 6-28-24

Reminder for our Reserves Account: $8000 is ear-marked for new gas pipes (when needed).

The funds we have over $8000 have been assigned to our upcoming stairs replacement project. (currently $3,490)

Dadson Discussion:

According to Linda’s last email, “Dadson is not considering cancellation at this time.”

Linda is also saying that we have no choice when the contract will end. Only Dadson has the option to cancel the contract. She is claiming that we will not have the right to cancel the contract until 2033.

“The original term is disclosed on the Lease of Laundry Space right below address. The renewal provision is section #5. Which states the original term is 3/26/2018-3/26/2023

1st renewal 3/26/2023-3/26/2028

2nd renewal 3/26/2028-3/26/2033”

Dan emailed Linda back and asked who at Dadson has made the decision NOT to cancel out contract even though those machines are making no money for Dadsen. She never wrote Dan back with an answer.

Dan is curious why SBMS did not review the contract - and nor did our 2018 HOA before signing it.

Front Gate:

Now someone can just push it open… The front gate is now working properly and the painting company did a halfass job of repainting the flakes, so now if you look at it in the light its blotchy…but not flaky…so when its time to repaint it it’ll look nice again.

Maintenance Details from the past few months

–Julie has been working hard on our landscaping. The courtyard is looking great. She’s also planted new plants in front.

–Dan got the rear gate working again - there is a corroded connection to the battery but Dan got it working temporarily. Dan ordered a replacement part (just a few dollars) and next time the rear gate fails, he’ll install the new battery connector.

-Mary did a lot of stucco work on the west wall.

–Mary continues to cut the grass.

Stairs Replacement

Dan requested from SBMS the 2 quotes we’ve gotten for the stairs:

David Tukutau quoted $6,630 to replace 17 steps.

Gustavo Machado quoted $2800 to replace 25 stairs. This is either an uneducated quote, or an incomplete quote. Bill S has verified that without including labor charges, the cost of only the stairs would be around that much. So this is not a good quote. (Bill got a quote to order 27 stairs for $2,679.08. Thanks Bill!)

Adam, Julie’s contact will do it for $300 per stair. He can get the stairs for $150 each and $150 for the labor per stair. Sounds like a fair price and since he’s a neighbor and has a great reputation, it’ll be good work:)

Downspout repairs

Mary Collins will have a handy man do it… After stucco repair is finished would be better.

Stucco Repairs

Agreed on the southwest wall repair near the windows. Mary has most of the base coat done on the north side, but the wind, rain and cold has been delaying further work. When the weather gets better the job will get done:)

The base coat is done for the worst parts of the back wall, and when Mary attempted to stucco, the older stucco was falling off so it’d be better to do it all at once when the building will be painted since scaffolding will be needed, which is very expensive and paying for it twice doesn’t make sense. It’d have to be an added expense for all of us, and I think next summer would be better because I’d like to give the roof another rainy season to make sure we don’t have to pay for that, which is much more of an emergency.

Refund from Beach City Taxes and Books

FROM A FEW MONTHS AGO: It appears that Mary Colin signed an ongoing ‘terms of engagement letter’ on August 25th, 2021 to allow Beach Cities Taxes to continue doing our taxes.

Here is a note from Beach Cities Taxes to Mary Colin: “There was miscommunication for 2021 tax filing and all work was completed by Beach Cities Tax & Acctg, which explains the generated invoice and then we were later notified that we not be filing the return.”

Mary Colin responded: “Perhaps you do not know that I sent an email to Monique / office staff stating that Danial Jenks decided he was going to prepare the 2021 tax return for that year. I apologize for the time it takes to resolve this matter but the Paseo .. Concha board would appreciate a refund for work that should not have been done.”

As far as I know, Beach Cities Taxes has not responded.

Dan sent Mary Colin and Beach Cities Taxes a followup email on this a few days ago. In the note, I suggested that they send us the tax work to prove they actually did the work. (Which I doubt since they always file an extension to do the taxes in October. I’m not sure when Mary Colin sent them the note, but it must have been well before October since I completed the taxes the previous April.)

Any updates from SBMS?

Mow Strip

Jule was thinking about ice plant and pavers or verbenia and mosaics

Misc Repairs Needed

A few days ago, Dan sent out an email to everyone asking to add to our list of needed repairs. Let’s discuss and “guess-timate” how much each repair might cost.

REPAIRS

-replace all cracked steps (Extremely HIGH priority) $4200 or more

-service the hot water tank (HIGH priority)

-jet our drain pipes (HIGH priority )

-repair the automatic lights in the rear of the building. They were flashing for months, and now they are not working at all. (HIGH priority)

-replace hot water line that feeds units 1-4. Has many pin-hole slow leaks and those will become big leaks.

-replace gas lines in garages and to the gas meter (funds are ear-marked in our Reserves account). Jim Connely (plumber) estimates it’ll be a year or 2 before we’ll need to replace the lines.

-make the mow strip look nice

-replace water lines (LOW priority)

-replace sidewalks in courtyard (LOW priority)

-replace big gate in big garage (LOW priority)

-possible additional roof repairs

Repairs Needed to Paint the Building

-stucco repairs (scaffolding possibly needed)

-refinish the stucco (scaffolding needed)

-replace/repair downspouts

-replace and seal all of the the fascia around the top of the entire building (scaffolding needed)

Replace some of the wood trim that has been eaten by termites

Above repairs need to happen BEFORE we can paint our building

-paint the building (scaffolding needed)

Mary, Kim, Dan, Lily, and Mary Colin (SBMS) were in attendance.

– – – – – – – –

April 20, 2024 HOA meeting

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA $6,947.25 as of 4-19-24 (January was $12,046.28). 2 years ago, our balance averaged $21,000 and has been trending down each month. Another big jump down because of more roof repairs last month.

Reserves Account: Wells Fargo is $10,890.00 as of 4-19 (January was $9,690).

Reminder for our Reserves Account: $8000 is ear-marked for new gas pipes (when needed).

The funds we have over $8000 have been assigned to our upcoming stairs replacement project. (currently $2,890)

Consider Strengths and Weaknesses of SBMS?

Let’s discuss the pros and cons of SBMS management.

Front Gate:

Is now working fine.

Maintenance Details

–Julie has been working hard on our landscaping. The courtyard is looking great. She’s also planted new plants in front.

-Mary did a lot of stucco work on the west wall.

–Mary continues to cut the grass.

Stairs Replacement

Dan requested from SBMS the 2 quotes we’ve gotten for the stairs:

David Tukutau quoted $6,630 to replace 17 steps.

Downspout repairs

Mary Collins will have a handy man do it… After stucco repair is finished would be better.

Stucco Repairs

-Mary has done a lot of stucco work on the west wall over the past couple of months.

Refund from Beach City Taxes and Books

It appears that Mary Colin signed an ongoing ‘terms of engagement letter’ on August 25th, 2021 to allow Beach Cities Taxes to continue doing our taxes.

As far as I know, Beach Cities Taxes has not responded.

Mow Strip

WIll see what next door does to match, or follow basic style. Any ideas? Rocks like the back yard with some pavers might look nice:)

Mary, Kim, Dan, Lily, were in attendance.

February and March 2024

We had many ongoing email discussions but no formal meetings.

Roof Repairs and drain work by GA Roofing

Drain Work by Jimmy H in unit 3

Attempts to get another quote for the stairs

January 2024 HOA meeting on 1/20 at 8am

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA $12,046.28 as of 1-19 (last month was $16,580.00). 2 years ago, our balance averaged $21,000 and has been trending down each month. Big jump down this month from last month. ($4500)

Larger payments since 11-7:

$600 payment for Carlos Prado - replaced 4 ventilation pipes

$381 State Farm Insurance

$750 SBMS

$1350 GA Roofing

$981.75 State Farm Insurance

$150 GA Roofing

$750 SBMS

Dan is recommending raising our monthly HOA payment by $50 since inflation has gone up 11% in the past 2 years. VOTE?

3 voted YES, 1 voted NO. Our new monthly HOA dues will be $450 beginning February 1st.

Reserves Account: Wells Fargo is $9,690 as of 1-19 (last month was $8,790.00).

Reminder for our Reserves Account: $8000 is ear-marked for new gas pipes (when needed).

The funds we have over $8000 should be assigned to a future project. Let’s discuss what the funds should be assigned to. Extra funds to be used for stairs replacement.

Front Gate:

Now someone can just push it open… Mary Colburn texted Ryan about the gate and he said he would take care of it. Mary will follow up.

Maintenance Details

–Julie has been working hard on our landscaping. The courtyard is looking great. She’s also planted new plants in front.

–Mary painted the railings.

–Dan lubricated the rear gate and changed the battery. The insides of the lock are very corroded so it might need to be replaced. Although it was working fine after the maintenance, the combo lock has failed again. Just in case the new battery is defective, Dan is planning to change the battery again this weekend before having the lock replaced.

–Dan lubricated the garage gate track with white lithium grease.

–Mary continues to cut the grass.

Stairs Replacement

SBMS Mary was talking with Lily, and I believe she is recommending replacing all stairs that have cracks on the underside. I’m not sure how many stairs total. Doing a walk through on February 9th for stairs and stucco at 10am. (should be Saturday Feb 10th at 10am)

Downspout repairs

Mary Collin will have a handyman do it.

Stucco Repairs

Agreed on the southwest wall repair near the windows.

Refund from Beach City Taxes and Books

Mary Colin will work on it and try to have it by March.

Mow Strip

WIll see what next door does to match, or follow basic style.

Dan is offering to do our 2023 taxes again. VOTE

All voted yes!

Mary, Kim, Dan, Lily, and Mary Colin were in attendance.

November HOA meeting on 11/11/23

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA $16,580.00 as of 11-7 (last month was $15,816.38).

Reserves Account: Wells Fargo is $8,790.00 as of 11-7 (last month was $7890). Although I haven’t double-checked the numbers yet, a recent large deposit looks like our Reserves account is now up-to-date.

Reminder for our Reserves Account: $8000 is ear-marked for new gas pipes (when needed).

Possibility for $ after the new gas pipe: Install new vinyl security front door to replace the black door in front so that it’s harder for someone to get in. Now someone can just push it open… Mary Colburn will text Ryan about the gate

– – – – – – – –

Discuss and finalize plans for the courtyard. Leave it to Julie, she rocks!! All votes yes on that:)

– – – – – – – –

Roof repairs before El Niño:

Scuppers

Seams

All voted yes on roof repairs by GA Roofing.

– – – – – – – –

Ventilation pipes - unit 4 pipe completely eroded. I think 2 more are also bad - maybe unit 3 and unit 5? Also voted yes on replacing all ventilation pipes that are in need. GA Roofing previously said they do not do that type of work, so we'll need to find someone else for ventilation pipe replacement.

Timer on Hot Water Recirculation Pump

Ask Lily about getting her plumber to put on the timer for the hot water heater from 11:30am-4:30, all here voted yes.Installation to be done on 11-14.

insta hot was brought up for instant hot water (future project?)

– – – – – – – –

Unfinished business with SBMS:

Via email, Dan again followed up with SBMS on 11-7…

–-Still waiting on 2nd quote to repair stairs.

–Still waiting on someone to quote the repair of our rear gutter.

–late fees that occurred earlier this year.

–refund from Beach City Taxes and Books

– – – – – – – –

Mary, Kim, and Dan were in attendance.

September 2023 HOA meeting on 9/12/23

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA $15,816.38 (last month was $16,958.67). The balance has gotten smaller - mainly because Mary installed a new walk-in door for the garage.

Reserves Account: Wells Fargo is $7890 (last month was $7590).

We are looking to reach $8000 which is ear-marked for new gas pipes (when the need arises). We’ll discuss what other future projects will be funded by our Reserves Account after we reach an $8000 balance.

– – – – – – – –

Dan Notes:

Sorry I’m not here at the meeting tonight!

I had a meeting with SBMS Mary on September 8th. These are the things we discussed…

–-Still waiting on 2nd quote to repair stairs. Mary will remind Lindsay to follow up.

–Still waiting on someone to quote the repair of our rear gutter. Mary will look into this.

–Mary Colburn and I received inaccurate HOA bills.

I also asked her about several unanswered emails I’ve sent to SBMS:

–late fees that occurred earlier this year. Mary says Heather will look into this.

–refund from Beach City Taxes and Books - $675 Mary said she will look into this.

–Reserves Account is missing July deposit from our Maintenance Account. It was finally deposited.

–There were no check payments to SoCal gas since May 10th. (They were finally paid on 8-31, 8-14 and 8-15) Mary basically blamed Heather.

I also pointed out more examples of recent bills not paid on time.

Water Bill 8-16, 7-17, 6-30, 5-10

Reserve Account had no deposits in June. Mary basically blamed Heather.

I also mentioned that SBMS accounting does not have our correct balances in their accounting system. She doubted it. I had to assure her that I know the balances are incorrect since I do the taxes and work off of their end-of-year financial reports that I request.

Mary was quite calm during our meeting and was a good listener. Although she showed concern, she did not verbally assume responsibility for their many oversights. She never offered apologies - which was odd to me. At a certain point, she asked Heather to come in to join the meeting since Heather is now in charge of accounting and paying bills. Heather was quite nervous and is clearly overwhelmed with her financial duties. Mary made it clear that Heather is not getting the job done - while Heather was sitting in the room with us - while assuming no responsibility herself.

Another thing, SBMS Mary does not intend to hire someone to replace Alexander. She and Lindsay will be handling our account. I am guessing they can’t afford to hire someone else. Considering that Heather is doing the accounting and bill paying rather than an accountant, SBMS is probably not in good shape financially. I could be wrong about that, but that’s my impression.

On a related topic, Kim, I know you gave me the name of another management company. But I didn’t want to call them until I got in to see SBMS Mary to talk about our concerns. I’ll give them a call after hearing about everyone’s impressions about my meeting with SBMS Mary.

The purple items below are covered in my notes above.

– – – – – – – –

Concrete stairs broken and cracked

Lindsay sent everyone an email with a bid to replace 6 concrete steps for $2960. She’s working on getting another bid. Dan emailed Lindsay on 7-18 to follow up, but has not heard back.

– – – – – – – –

Some Bills continue to be paid LATE by SBMS

From Dan: It appears that the Gas Company hasn’t been paid since May 10th. I sent SBMS an email today to ask why they’ve not sent a check to them in nearly 3 months.

Older, unresolved past issues with paying bills on time:

Note added 8-1-23: Mary Colin previously told us that they have not been receiving bills in the mail in a timely manner. She also said they would follow up with each company to get the late fees waived from earlier this year. We’ve not yet heard anything, so I sent a followup note today.

– – – – – – – –

On 11-15-22, Beach City Taxes and Books was paid $675. DAN COMPLETED TAXES FOR 2021, BEACH CITY TAXES SHOULD NOT BE PAID, REFUND OF $675 needed for prior year’s taxes that were also completed by DAN.

From Mary Colin on May 2nd: “Monique was notified that you were going to prepare the HOA return and acknowledged it in the string of emails. We'll request refund of October 2022 invoice.”

8-1 Note from Dan. Still have not received refund. I sent an email today to Mary Colin to follow up.

– – – – – – – –

Gutter is coming off of the west wall, needs to be refastened…Any updates from Mary Collins? The gutters may separate and blow away due to high winds back there… Have there been a few estimates?? Mary said she would make a call but no response on this…I let her know it was discussed 2 months ago, I’ll follow up again (Mary Colburn). Mary followed up with Mary Collins and she said she hadn’t gotten to it yet.

– – – – – – – –

Terminate Dadson contract. Dan will continue follow up with Dadson. We may have the machines until 2033. From Dan: At the end of this page, I’ve copied ongoing email communication with Linda at Dadson. She never specifically answers my questions. They are apparently playing games - hoping we will pay them for a buyout. You can read through it below, or wait until I upload these meeting minutes tomorrow to read them anytime online.

9-12 update. I emailed Linda again and pointed out that she has not directly answered my questions about the situation. I repeated the questions for her and I have still not heard back. To be continued.

– – – – – – – –

Current roof leak in unit 1: Update everyone on unit 1 leak. Next steps: Mary Colin put in a claim with state farm and they are looking into it.

From Mary Colin: “I received a call from Kyle at State Farm Insurance regarding the above-referenced Claim. After a thorough review of all correspondence and photographs, claim representatives determined that the damages were due to "faulty workmanship" and therefore not covered by the policy.

He offered that the claimants could file claims on their respective homeowner policy and subrogate against the contractor's policy.”

Kim will look into a fund for going after contractor.

– – – – – – – –

Discuss a plan of action to further deal with Oz at Epic? Present him with GA Roofing bill? Coordinated effort so EACH of us leaves an extremely negative review on Yelp, Google, etc.? (making sure nothing is slanderous!) Other ideas?

Write a letter to the state license board regarding EPIC

– – – – – – – –

By the way, Dan’s unit has very minor water damage in the S/E corner of the south bedroom. This means the other scupper on the south wall was never properly sealed. Due to the pitch of the roof, very little water reaches that drain which is why the minor damage was not noticed earlier. Dan is not concerned about the damage, only that the scupper still needs to be properly sealed before more rain comes in a few months.

Contact GA roofing to make repairs to the scupper at Dan’s unit and repair the seams at the north edge of units 3 and 4 due to poor bleed of the seams of the roof.

– – – – – – – –

Roof Access Topic. We still need a safe way to access the roof. Dan has a quote from a very creative, honest, and reliable contractor for $1500. Mary is talking with her dad about possibly working on this project.

Mow strip: Any thoughts? Diamondia with stepping stones

Maybe put a strip of pavers on the lawn so that we don’t have to park on the grass. Bill said he would eventually be able to do it:)

– – – – – – – –

Julie and Bill asked about cleaning the grate outside near the front entrance gate and put a screen under the grate and Bill may eventually get to that

– – – – – – – –

Mary (and Kris) installed a new walk-in garage door for us. Let’s open a discussion to pay her for her time!

Conversation got side-tracked. We did not complete this discussion!

Termites were found in unit 3 and 5 right after next door was tented for termites. Mary has seen a lot of them in the front and back yards as well…

Back yard: Maybe put the succulents and milkweed back there and planter boxes for a raised garden?

– – – – – – – –

Check out http://conchahoa.com To enter site, click on “This site is under construction.”

Mary, Kim, and Lily were in attendance.

July / August 2023 HOA meeting on 8/1/23

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account: BofA $16,958.67 (last month was $17,988.78).

Our average monthly balance is now lower since we paid GA Roofing $1600 last month for a roof repair.

However, our balance is still higher than it should be since SBMS has not yet deposited the July Reserve payment of $300. (I’ve sent them a note about this.)

Reserves Account: Wells Fargo is $7590 (last month was $6990).

– – – – – – – –

Concrete stairs broken and cracked

Lindsay sent everyone an email with a bid to replace 6 concrete steps for $2960. She’s working on getting another bid. Dan emailed Lindsay on 7-18 to follow up, but has not heard back.

– – – – – – – –

Some Bills continue to be paid LATE by SBMS

From Dan: It appears that the Gas Company hasn’t been paid since May 10th. I sent SBMS an email today to ask why they’ve not sent a check to them in nearly 3 months.

Older, unresolved past issues with paying bills on time:

– – – – – – – –

From Mary Colin on May 2nd: “Monique was notified that you were going to prepare the HOA return and acknowledged it in the string of emails. We'll request refund of October 2022 invoice.”

8-1 Note from Dan. Still have not received refund. I sent an email today to Mary Colin to follow up.

– – – – – – – –

Current roof leak in unit 1: Update everyone on unit 1 leak. Next steps: Mary Colin put in a claim with state farm and they are looking into it.

He offered that the claimants could file claims on their respective homeowner policy and subrogate against the contractor's policy.”

Kim will look into a fund for going after contractor.

– – – – – – – –

Write a letter to the state license board regarding EPIC

– – – – – – – –

Contact GA roofing to make repairs to the scupper at Dan’s unit and repair the seams at the north edge of units 3 and 4 due to poor bleed of the seams of the roof.

– – – – – – – –

Gutter is coming off of the west wall, needs to be refastened…Any updates from Mary Collins? The gutters may separate and blow away due to high winds back there… Have there been a few estimates?? Mary said she would make a call but no response on this…I let her know it was discussed 2 months ago, I’ll follow up again (Mary Colburn). Mary followed up with Mary Collins and she said she hadn’t gotten to it yet.

– – – – – – – –

Outdoor shower: Any interest? Kris and Mary Colburn were thinking of putting one in with our own funds, and wanted to know others’ thoughts?

All are ok with the camp shower and hanging it on the tree outside.

– – – – – – – –

Mow strip: Any thoughts? Diamondia with stepping stones

Maybe put a strip of pavers on the lawn so that we don’t have to park on the grass. Bill said he would eventually be able to do it:)

– – – – – – – –

Julie and Bill asked about cleaning the grate outside near the front entrance gate and put a screen under the grate and Bill may eventually get to that

– – – – – – – –

Mary (and Kris) installed a new walk-in garage door for us. Let’s open a discussion to pay her for her time!

Conversation got side-tracked. We did not complete this discussion!

– – – – – – – –

Mary, Kim, Bill, Dan, and Lily were in attendance.

Dadson email communication since Monday, 7/24/23:

Hi Linda,

How much time is remaining? Sorry, but I can't make sense of the contract.

Thanks,

-Dan

From: Linda Doniz <linda@dadsonlaundry.com>

Sent: Monday, July 24, 2023 10:43 AM

To: 'Danial Jenks' <danjenks@msn.com>

Subject: RE: 157 Paseo de la concha 7-21-23 note to Linda

As mentioned before the agreement has time remaining. If the HOA has made the decision to close the room then we need be relocated to finish time remaining or a buyout has to be paid. The agreement stipulates no other machines can be installed in premises competing against Dadson. I can send that information later today.

We would need a buyout to avoid a breach of contact in behalf of the HOA or we have a rental option available. I can send the information. the HOA would pay a monthly rental fee for equipment and we can draft the agreement in a way that only the time remaining would apply.

Best Regards,

Linda Doniz

From: Danial Jenks <danjenks@msn.com>
Sent: Friday, July 21, 2023 1:46 PM
To: Linda Doniz <linda@dadsonlaundry.com>
Cc: info@dadsonlaundry.com
Subject: 157 Paseo de la concha 7-21-23 note to Linda

Hi Linda,

I hope all is good with you!

I haven't heard back from you in a few months. I've sent you emails with no response. Please review my note below and please get back to me.

Thanks in advance!

-Dan Jenks

310-213-4597

From: Danial Jenks <danjenks@msn.com>

Sent: Wednesday, April 26, 2023 11:29 AM
To: Linda Doniz <linda@dadsonlaundry.com>
Subject: Re: 157 Paseo de la concha 4-26-23

Hi Linda,

I tried to leave you a voicemail - but it cut me off so I'm not sure if you received it.

Regarding clause #5 on the contract, I think what you're saying it that Dadson had the right to cancel after 5 years and we don't have the right to cancel for 15 years (3 terms). Is that correct? (The way it's worded, I did not interpret it that way.) Please confirm that is what you are saying.

I think your position is that you'd like to continue service to be sure that we don't switch to another laundry company. I totally get that. However, we have no need for another laundry company since we no longer use the laundry room. To my knowledge, no one ever goes in that room anymore.

Would it make sense for you to verify that we no longer use the laundry room? If you're not making money on those machines, I'm sure you'd like to place them somewhere else so they'll make money for you. Otherwise, those machines will sit unused in that room for many more years.

Would it make sense to send someone over on a regular basis to check and see if the machines are being used? Maybe over a 6-month or 1-year period? Then you would know for sure that we have no intention of bringing in a competing laundry service, and then you can move those machines somewhere else where they'll make money for your company.

We have no plans to use that room for anything in particular, so those machines can stay in there as long as you like. This way, you can confirm that we no longer need a laundry room.

Lastly, do you still have a key to the laundry room? In the year and a half that I've lived here, I've never seen any Dadson people come in to empty or service the machines - except for once, a couple of weeks ago. At that time, I thought the machines were going to be removed soon. When I told him that, he said he had no need to get into the laundry room and he left. But he did mention that he did not have a key. Do you still have a key to access the laundry room?

Please let me know your thoughts on this.

Thanks!

-Dan Jenks

Treasurer Paseo De La Concha HOA

310-213-4597 (my cell)

157 Paseo De La Concha

From: Linda Doniz <linda@dadsonlaundry.com>
Sent: Wednesday, April 26, 2023 10:34 AM
To: Danial Jenks <danjenks@msn.com>
Subject: RE: 157 Paseo de la concha 4-26-23

The provision #5 – stipulating the following: “This lease shall be renewed from the date of its expiration for two (2) additional terms each equal to the original term unless LESSEE give LESSOR notice in writing by certified mail return receipt…” this stipulation only Dadson cancel. The cancellation you’ve sent will apply to the 2nd section of the cancellation where it indicates “AT the expiration of the term and additional terms herein this lease shall continue for additional terms equal to the original term unless terminated by either LESSEE or LESSOR by notice in writing…”

From: Danial Jenks <danjenks@msn.com>
Sent: Wednesday, April 26, 2023 10:03 AM
To: Linda Doniz <linda@dadsonlaundry.com>
Subject: Fw: 157 Paseo de la concha 4-26-23

Hi Linda,

I hope all is good with you. I've emailed you a couple of times as well as leaving a couple of phone messages but haven't heard back yet.

This is why I am reaching out to you:

I've read through the pdf's that you sent me. (Thanks for sending) But I'm not sure what clause outlines why the contract automatically extends for another 5 years. (I think you said it has something to do with the email you forwarded me from another washer company?)

Can you please let me know which clause that is?

Although this matter is not urgent, we'd like to know if your machines will remain in our storage room unused for another 5 years - and if there is anything in your contract that would continue to renew after 2028.

I appreciate your help.

-Dan

310-213-4597 (my cell)

Treasurer Paseo De La Concha HOA

157 Paseo De La Concha

June 2023 6/13/23

June HOA meeting

**Mary and Lindsay have a family event this evening and will not be able to join.

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account BofA $17,988.78 which is a bit more than it should be because Reserve Account transfers haven’t occurred since April.

Reserves Account Wells Fargo is still $6990 (May and June not yet deposited). We are looking to reach $8000 which is ear-marked for new gas pipes (when the need arises). We’ll discuss what other future projects will be funded by our Reserves Account after we reach $8000 balance.

Misc: Rogelio Plumbing replaced unit 1 drainpipe and was paid in May $950

The water company appears to be paid up with 2 payments in May totaling $526.53

– – – – – – – –

Concrete stairs broken and cracked

Lindsay sent everyone an email with a bid to replace 6 concrete steps for $2960. She’s working on getting another bid.

– – – – – – – –

Some Bills continue to be paid LATE by SBMS

Dan is still working on the below accounting problems and hasn’t heard from Lindsay on these yet. Mary did say they are contacting accounts to reverse late fees. I haven’t heard on this either.

I saw a number of odd payments to Athens which don’t make sense.

$324.70 on 1-30-23 check

$172.07 on 1-3-23

$694.86 on 12-23-22

$329.70 on 12-2-22

It appears bills are being paid late - incurring late fees?

Mary Colburn spoke to Patricia 2/9/23 here is what she said:

New amount sb1383 organics made it $324.70 per month

$5 late fee for Nov. and 5$ for Oct. Stop service charge of $35 due to nonpayment on Dec. 1st

no showing of payments of 172.07$ to athens on jan 3rd

WIll we be receiving refunds from the management company for the late fees we incurred due to nonpayment? Explanation for the payment of $172.07? Dan confirmed we have a cancelled check for this amount to Athens.

***The month of October, no bills were paid. None. Explanation please? Possibly no accountant yet…

Dan followed up with Lindsay via email twice (last time was 5-2) and did finally hear back today. Here is the email text:

Hi Lindsey and Heather,

I know there have been some adjustments since Paul left SBMS accounting department, but some bills are still not being paid on time.

Here are a few:

Water not paid in January

Gas not paid in January

Athens not paid in February

Athens 'missed payments' go several months back. There have been $45 in late fees that I know of with Athens. Can we get a refund from SBMS while they work on getting the late fees reversed?

There were no bills paid in October. Not a single check went out for any type of payment the entire month. A few months ago, I asked for an explanation, but still haven't received one.

Late payment fees are usually small, but they add up over the months.

Late payments reflect badly on our HOA. Companies do keep track of who doesn't pay on time. Sometimes, late payment information is passed along to the credit bureaus. Not good.

Please get back to me on these items above.

Thanks,

-Dan Jenks

Treasurer

Paseo De La Concha HOA

Response today from Lindsay:

Hello Dan,

I'll check with Heather on these questions and look at the payment information. I've not had a chance to sit down with her and go over these yet. Sometimes bills arrive with due dates that are very close to the day we receive the bills and even getting payments out right away, the checks may not arrive until after the due date. When Vickie in our office was out earlier this year, I saw several when I was covering her desk. We can call individual utilities and ask them to waive the late fees.

Cheers

Lindsay

South Bay Management Services

Today’s email back to Lindsay:

Hi Lindsay,

Thanks for your note. I do understand that you are short-staffed right now and that can be quite challenging.

Just so you are aware, everyone in our building received a service disconnect notice from California Water Service on 4-26. Mary Colburn called SBMS about it and a check was sent out right away. A service disconnect notice to our individual units suggests a VERY late payment.

I want to make sure you know about it because there have been several late payments that go back to last October.

I just want you to be aware that we have good reason to be concerned regarding our bills being paid on time. (And all the late fees.)

Sorry to keep bringing this up, but it is my responsibility as Treasurer.

Thanks for understanding and please keep me informed.

Regards,

-Dan

Concha Treasurer

Cal Water Service sent a “Disconnect Service” letter to all units for an unpaid bill of $346.36 on April 21st. Mary Colburn called SBMS and they promised to send payment that day. Dan confirmed the check was issued, cashed and it cleared on 5-8. I’m sure late fees were incurred.

– – – – – – – –

From Mary Colin on May 2nd: “Monique was notified that you were going to prepare the HOA return and acknowledged it in the string of emails. We'll request refund of October 2022 invoice.”

Can we get a refund from SBMS until the problem can be resolved from SBMS for both the taxes and the late fees from Athens? $675+45=$720

– – – – – – – –

Terminate Dadson contract. Dan will continue follow up with Dadson. We may have the machines until 2033. Dan has sent 2 more emails and 1 more phone call message. No response yet.

– – – – – – – –

Current roof leak in unit 1: Update everyone on unit 1 leak. Next steps: Mary Collins put in a claim with state farm and they are looking into it.

Ask Mary Collins about balcony from Lily and if there is a policy from the HOA that covers construction mishaps and property damage as a result.

Kim will call Rita, our HOA insurance agent to find out if our policy might cover unit 1 damages due to roof leak or drainpipe leak.

– – – – – – – –

– – – – – – –

Lily’s Private balcony:

Her balcony is dangerous due to the rust on her railings and high possibility of it breaking, which could be a liability on the association.

The safety of her balcony also needs to be discussed before she has other tenants move in as it is an association so we need to avoid liability of her neglect on the upkeep of her unit and cautious of the excessive wear and tear due to tenants moving in and out. There has been discussion of repairs on her balcony since I moved in March of 2021, but nothing has been done. Mary will be calling SBMS Mary to discuss this topic.

– – – – – – – –

Signed and notarized letters for easement… All done!! Mulch was purchased, however Ryan from the building project next door said there will be a 4 foot trench being dug up in the back yard so I’ll be waiting on the painting of the railings and the mulch until the easement project is complete. This also means the current plant that are there will be taken out and he offered to purchase new plants. We can have the existing ones or go with whatever we choose! Any discussion?

– – – – – – – –

Mary, Kim, and Dan present at meeting.

MAY 2023

5/9/23

May HOA meeting

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Account balances:

Operations/Maintenance Account BofA $17,112.69 which is approximately our average balance lately.

Reserves Account Wells Fargo $6990. We are looking to reach $8000 which is ear-marked for new gas pipes (when the need arises). We’ll discuss what other future projects will be funded by our Reserves Account after we reach $8000 balance.

– – – – – – – –

Some Bills continue to be paid LATE by SBMS

Dan is still working on the below accounting problems: ALEXANDER WAS HELPING HEATHER LOOK INTO THIS I saw a number of odd payments to Athens which don’t make sense.

$324.70 on 1-30-23 check

$172.07 on 1-3-23

$694.86 on 12-23-22

$329.70 on 12-2-22

It appears bills are being paid late - incurring late fees?

Mary Colburn spoke to Patricia 2/9/23 here is what she said:

New amount sb1383 organics made it $324.70 per month

$5 late fee for Nov. and 5$ for Oct. Stop service charge of $35 due to nonpayment on Dec. 1st

no showing of payments of 172.07$ to athens on jan 3rd

WIll we be receiving refunds from the management company for the late fees we incurred due to nonpayment? Explanation for the payment of $172.07?

***The month of October, no bills were paid. None. Explanation please? Possibly no accountant yet…

Dan followed up with Lindsay via email twice (last time was 5-2) and did finally hear back today. Here is the email text:

Hi Lindsey and Heather,

I know there have been some adjustments since Paul left SBMS accounting department, but some bills are still not being paid on time.

Here are a few:

Water not paid in January

Gas not paid in January

Athens not paid in February

Athens 'missed payments' go several months back. There have been $45 in late fees that I know of with Athens.

There were no bills paid in October. Not a single check went out for any type of payment the entire month. A few months ago, I asked for an explanation, but still haven't received one.

Late payment fees are usually small, but they add up over the months.

Late payments reflect badly on our HOA. Companies do keep track of who doesn't pay on time. Sometimes, late payment information is passed along to the credit bureaus. Not good.

Please get back to me on these items above.

Thanks,

-Dan Jenks

Treasurer

Paseo De La Concha HOA

Response today from Lindsay:

Hello Dan,

Cheers

Lindsay

South Bay Management Services

Today’s email back to Lindsay:

Hi Lindsay,

Thanks for your note. I do understand that you are short-staffed right now and that can be quite challenging.

I want to make sure you know about it because there have been several late payments that go back to last October.

I just want you to be aware that we have good reason to be concerned regarding our bills being paid on time. (And all the late fees.)

Sorry to keep bringing this up, but it is my responsibility as Treasurer.

Thanks for understanding and please keep me informed.

Regards,

-Dan

Concha Treasurer

– – – – – – – –

From Mary Colin on May 2nd: “Monique was notified that you were going to prepare the HOA return and acknowledged it in the string of emails. We'll request refund of October 2022 invoice.”

– – – – – – – –

Terminate Dadson contract. Dan will continue follow up with Dadson. We may have the machines until 2033.

From Dan: I’ve been communicating with Linda, who is the head of sales. We’ve spoken on the phone a couple of times, but she’s not called me back in a while - so I’ve been emailing. Here is my most recent email which I’ve re-sent 2 more times:

From: Danial Jenks <danjenks@msn.com>

Sent: Wednesday, April 26, 2023 11:29 AM

To: Linda Doniz <linda@dadsonlaundry.com>

Subject: Re: 157 Paseo de la concha 4-26-23

Hi Linda,

I tried to leave you a voicemail - but it cut me off so I'm not sure if you received it.

We have no plans to use that room for anything in particular, so those machines can stay in there as long as you like. This way, you can confirm that we no longer need a laundry room.

Please let me know your thoughts on this.

Thanks!

-Dan Jenks

Treasurer Paseo De La Concha HOA

310-213-4597 (my cell)

157 Paseo De La Concha

– – – – – – – –

Current roof leak in unit 1: Update everyone on unit 1 leak. Next steps: Shitty work and still leaks…

All voted yes on GA Roofing to perform the repairs and leak proof the roof and redo the patches that were not done to standard from Bumble roofing.
Mary Collins will call GA roofing and set up for next Tuesday morning
Mary Collins talked to the rep of State Farm regarding the roof leak.

– – – – – – – –

Roof Access Topic. We still need a safe way to access the roof. Dan has a quote from a very creative, honest, and reliable contractor for $1500. Mary Colburn and her Dad might take on this project this summer.

– – – – – – – –

Gutter is coming off of the west wall, needs to be refastened…Mary SBMS will get a few estimates on it send it out via email and vote approve

– – – – – – – –

Possible summer projects.

Gates and railing need a recoat, possibly paint the concrete a nice grey? I may be able to enlist my dad to build the roof ladder…I’ve been working on it! All voted yes on the paint sprayer

Mulch for the back yard? Another layer would be good All voted yes for more mulch

Sprinkler repair. One of the 2 main sprinkler valves needs to be replaced. Also in front, the sprinklers on the edge of the lawn are watering the sidewalks and driveway. They need to be repositioned (dug up) or replaced. Perhaps postpone repairs until Rain stops? Currently, the sprinklers are off due to the rain we’ve been getting.

– – – – – – – –

Signed and notarized letters for easement…Updates? Dan received an email from Whitney with another copy of the form. Dan and Nicola need to schedule a time to meet with a notary. They will try to get to it later this week.

– – – – – – – –

NEW

Our Statement of Information and Common Interest Development Statement need renewal by the end of the month. Dan has refiled both and is waiting for approval confirmation from the SOS office. Filing fees were $20 and $15. Dan is requesting to be reimbursed for the total filing fees of $35 from our maintenance/operating account. VOTE unanimous yes!!

– – – – – – – –

Mary, Kim, Dan,SBMS Mary and Lindsay present at meeting.

APRIL 2023

4/11/23

April HOA meeting

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Operations/Maintenance Account BofA $18,307.10 It’s a little higher because HOA Dues have not been moved into the Reserves account yet.

Reserves Account Wells Fargo $6690 no deposits recorded since 3/3.

Dan is still working on the below accounting problems: ALEXANDER WAS HELPING HEATHER LOOK INTO THIS I saw a number of odd payments to Athens which don’t make sense.

$324.70 on 1-30-23 check

$172.07 on 1-3-23

$694.86 on 12-23-22

$329.70 on 12-2-22

Are bills being paid late - incurring late fees?

Mary Colburn spoke to Patricia 2/9/23 here is what she said:

New amount sb1383 organics made it $324.70 per month

$5 late fee for Nov. and 5$ for Oct. Stop service charge of $35 due to nonpayment on Dec. 1st

no showing of payments of 172.07$ to athens on jan 3rd

Current now, but still need feb. ok up to end of month but should pay by the 15th. We need a record of that check for 172.07 to athens…they don’t have any payment for that amount…WIll we be receiving refunds from the management company for the late fees we incurred due to nonpayment? Explanation for the payment of $172.07?

ALEXANDER WAS LOOKING INTO THIS On 11-15-22, Beach City Taxes and Books was paid $675. I do not know what this was for since they are currently no longer doing our taxes. Who at SBMS authorized this payment and why? WIll we be receiving a refund since it was not only unauthorized, but the services were not used since we had already filed the taxes. DAN COMPLETED TAXES FOR 2021, BEACH CITY TAXES SHOULD NOT BE PAID, REFUND OF $675 needed for prior year’s taxes that were also completed by DAN. Alexander was fully aware that Dan would be doing taxes and that Beach City Taxes would not.

ALEXANDER WAS HELPING HEATHER LOOK INTO THIS The month of October, no bills were paid. None. Explanation please? Possibly no accountant yet…

TAXES: Dan finished and mailed our 2022 HOA taxes last week. No money is owed this year. Can Dan be reimbursed for sending both Federal and State taxes certified with return receipt? All voted yes.

Terminate Dadson contract. From Dan: On 3-21 I called Dadson and spoke with Daniel. He confirmed that they received our letter on time. He said he’d connect with the person in charge of scheduling equipment pickups and call me back. They are supposed to remove them by the 28th of this month. A few days later, someone from Dadson knocked on Dan’s door asking to be let into the laundry room to service machines. Dan agreed to let him in but also said the machines would be picked up in a few days so it may not make sense to service them since we are at the end of our contract. The guy did not go into the laundry room since the machines will be picked up and said he’d let Dadson know. Machines are still there...4-11 from Dan: A few weeks ago when I was at SBMS office to pick up 2022 Financials, Mary at SBMS warned me that Dadson Laundry is trying to use legal pressure to get their clients to pay to end their contracts with Dadson.

I called Dadson a couple of times and finally spoke with Linda Doniz on March 30th. She explained that our contract automatically renewed for another 5 years because we tried to hire another laundry service in 2020. She also said that we could negotiate with their legal department to come up with a number to pay Dadson - to buy Dadson out of the contract. She sent me an email thread dated (2020) containing a note from a laundry service company called “Wash” asking Dadson to remove their machines so that Wash could install their machines. Linda said that violated our contract which automatically extended the contract for another term. I asked her to send me a copy of the contract so that I could see where in the contract it states that particular automatic extension. She did email me a copy of our signed contract but I couldn't find a clause that seemed to say that. I emailed her twice with no response. I called on 4-11-23 but she did not pick up so I left her a message on her voicemail. Dan will continue follow up with Dadson.

FROM LAST MONTH: Update everyone on unit 1 leak. Next steps: Get an assessment from a consultant and possible costs for that? Or would going through insurance be better? Deductible is $1000 for up to $1,750,900 policy is up to date until August.

If the claim is due to faulty work, it could be declined…Repairs need to come from OZ since it was his work that made the roof fail…It was proved from the leak and the other contractor. ALEXANDER WAS LOOKING INTO THIS

Oz said he will not be responsible for taking care of the mold and damage in unit 1 and 2 that was caused by the roof leak. Update from Alex.

Bill sent us pics of new leak in unit 1 that seems to be coming directly through the roof and not from a drain. Last week, Dan forwarded those to Alexander since he is the one now dealing with Epic. Update, It will be difficult to get responsibility taken from Oz, what are next steps? Try to go through insurance? Bennie was sent out to do the repairs. Pics were sent to all.

We hired a 3rd party roofing company GA ROOFING to evaluate our new roof and it’s many problems?

Vote was YES.

Bumble Roof Repair, Bennie made the repairs Monday and I emailed pics of the roof today, I’m not super impressed with it:(

Send Oz Bills for the mold abatement and tell him he has an opportunity to pay them for unit 2 without a lawyer, and send him the invoices and pay for it? Submit unit 1 leak from pipe for insurance from building due to common pipe leak.

**Kim will be contacting SBMS to file an insurance claim for the drainpipe leak that has caused damage in unit.

**Kim will be sending a letter with unit 2 damage repair costs to Oz at Epic Roofing.

Roof Access Topic. Dan has brought over a contractor to look it over and he will give us a quote. He mentioned the possibility of attaching an aluminum ladder to climb at an angle to the rooftop. We would use a step-ladder to reach the angled ladder. He also mentioned there are companies in LA that will do custom ladders for roofs - but that it might be expensive. Quote was $1500. NOT DECIDED. LILY ASKED IF WE COULD GET OTHER QUOTES.

There is a drainpipe in the wall of the garage that is leaking into the garage along Dan’s parking spot. We tried something…it worked!! And I realigned the other pipe. Working well but needs a few additional tweaks. I tweaked it a bit today, it may help, but won’t be perfect.

SIgned and notarized letters for easement…Updates? (Dan’s and Mary’s have been signed, notarized and mailed, but Whitney said she only received Mary’s. I tried calling today and left a message.) She also said she could do a mobile notary; it just needs to be set up with a time all are available. Notary at the bank is easy and free with an appointment. Mary wrote Whitnet a note to see if they still have the envelope which contained both Mary’s and Dan’s notarized papers. A copy of Lily’s was emailed to us. SBMS has her original. Did Kim send in hers? YES. Mary will follow up with SBMS to either have them send in Lily’s, or Mary will pick it up and mail it in.

March 2023

3/14/23

March HOA meeting

Agenda:

Alexander has left SBMS. This explains why Alexander has not been doing the prompt followup that he usually does over the past few weeks. We’ve been waiting on his communications with Oz from Epic and on several accounting issues. Dan received the following email note from Mary Colin with the news…

"Unfortunately, Alexander is no longer working with us at SBMS. He was recruited away by one of our contractors!! We don't have a replacement yet but Lindsay Williams or I will be taking your requests / calls in the meantime."

Update from the treasurer, how are our finances? Updates from Dan:

Wells Fargo Reserves Account balance is $6690. Our target goal of $8000 is ear-marked for new gas pipes in the garage (when needed). Once the account has a balance over $8,000 we’ll assign the remainder to another project.

Bank of America Operating/Maintenance Account balance is $17,024.24 - approximately the same as last month.

Questions and concerns regarding our Operating Account:

RESOLVED I noticed that $300 from our monthly HOA dues was no longer being transferred from our Operating account - since last July. I contacted Alexander about it and SBMS accounting has rectified this by sending over $2100 (7 months x $300) into our Reserves account from our Operating Account. The new accountant will resume those monthly transfers.

RESOLVED I noticed 2 checks issued to SBMS on 11/16 for $750. Other payments to SBMS were in April and June. 4 total payments is correct for the year, but were not paid on time.

ALEXANDER WAS HELPING HEATHER LOOK INTO THIS I saw a number of odd payments to Athens which don’t make sense.

$324.70 on 1-30-23 check

$172.07 on 1-3-23

$694.86 on 12-23-22

$329.70 on 12-2-22

Are bills being paid late - incurring late fees?

Mary Colburn spoke to Patricia 2/9/23 here is what she said:

New amount sb1383 organics made it $324.70 per month

$5 late fee for Nov. and 5$ for Oct. Stop service charge of $35 due to nonpayment on Dec. 1st

no showing of payments of 172.07$ to athens on jan 3rd

Current now, but still need feb. ok up to end of month but should pay by the 15th. We need a record of that check for 172.07 to athens…they don’t have any payment for that amount…

ALEXANDER WAS HELPING HEATHER LOOK INTO THIS The month of October, no bills were paid. None. Explanation please?

There was a payment to Edgar Lagunas on 2-3-23 for $320. Was he the gutter guy? YES If yes, can we get a description of the services? We’d like to know if he snaked unit 1 main drain. HE ONLY SNAKED THE GUTTERS. NOT THE 2 BIG DRAINS.

Terminate Dadson contract. From Dan: Their machines are still here. They are supposed to remove them by the 28th of this month.

FROM LAST MONTH: Update everyone on unit 1 leak. Next steps: Get an assessment from a consultant and possible costs for that? Or would going through insurance be better? Make an insurance claim? What is the deductible? Deductible is $1000 for up to $1,750,900 policy is up to date until August.

Oz said he will not be responsible for taking care of the mold and damage in unit 1 and 2 that was caused by the roof leak. Update from Alex.

Should we hire a 3rd party roofing company to evaluate our new roof and it’s many problems?

Vote was YES. Scott from GA Roofing did an inspection for us.

Let’s find out the amount of our deductible within our main insurance policy.

See about getting a current 3rd party roofing company to assess the roof and then contact the city for an inspector and determine next steps based on findings. DONE. ALEXANDER WAS TO BE IN COMMUNICATION WITH OZ.

Contractor found the leak was due to roof, and repairs are need both on the roof and in the unit. Oz will hopefully be open to doing them.

There is a drainpipe in the wall of the garage that is leaking into the garage along Dan’s parking spot. We tried something…it worked!! And I realigned the other pipe. See how that goes today! Seems to be working!

SIgned and notarized letters for easement…Updates? (Dan’s and Mary’s have been signed, notarized and mailed.) Notary at the bank is easy and free with an appointment. Lily’s was emailed to us. SBMS has her original. Did Kim send in hers?

Mary, Kim, Dan and Bill present at meeting.

April 10th next meeting

February 2023

2/7/23

February HOA meeting

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

Wells Fargo Reserves Account balance is $6390. Our target goal of $8000 is ear-marked for new gas pipes in the garage (when needed). Once the account has a balance over $8,000 we’ll assign the remainder to another project.

Bank of America Operating/Maintenance Account balance is $17,477.09

Questions and concerns regarding our Operating Account:

I noticed that $300 from our monthly HOA dues was no longer being transferred from our Operating account - since last July. I contacted Alexander about it and SBMS accounting has rectified this by sending over $2100 (7 months x $300) into our Reserves account from our Operating Account. The new accountant will resume those monthly transfers.

I noticed 2 checks issued to SBMS on 11/16 for $750. Other payments to SBMS were in April and June. 4 total payments is correct for the year, but were not paid on time.

I saw a number of odd payments to Athens which don’t make sense.

$324.70 on 1-30-23 check

$172.07 on 1-3-23

$694.86 on 12-23-22

$329.70 on 12-2-22

Are bills being paid late - incurring late fees?

Mary Colburn spoke to Patricia 2/9/23 here is what she said:

New amount sb1383 organics made it $324.70 per month

$5 late fee for Nov. and 5$ for Oct. Stop service charge of $35 due to nonpayment on Dec. 1st

no showing of payments of 172.07$ to athens on jan 3rd

Current now, but still need feb. ok up to end of month but should pay by the 15th. We need a record of that check for 172.07 to athens…they don’t have any payment for that amount…

The month of October, no bills were paid. None. Explanation please?

There was a payment to Edgar Lagunas on 2-3-23 for $320. Was he the gutter guy? If yes, can we get a description of the services? We’d like to know if he snaked unit 1 main drain.

On 11-15-22, Beach City Taxes and Books was paid $675. I do not know what this was for since they are currently no longer doing our taxes. Who at SBMS authorized this payment and why?

Our corporation is now active again! Refund coming? Still processing…has been requested

Terminate Dadson contract. From Dan: Although I have no update, just today, a tech from Dadson knocked on my door asking to be let into the laundry room to service the machines. I said there is no need since we no longer use the machines and the contract ends in late March. I let him know that I was hoping he had come to remove the machines. He said he’d mention this to “the office.”

Update everyone on unit 1 leak. Next steps: Get an assessment from a consultant and possible costs for that? Or would going through insurance be better? Make an insurance claim? What is the deductible? Deductible is $1000 for up to $1,750,900 policy is up to date until August.

If the claim is due to faulty work, it could be declined…

Oz said he will not be responsible for taking care of the mold and damage in unit 1 and 2 that was caused by the roof leak. Update from Alex.

According to “Google,” soft spots on a flat roof likely means that water has found it’s way into the layers of roofing and will eventually rot the plywood below it, or leak into the room below. In a previous meeting, Oz expressed great concern over the soft spots and seemed eager to find out the cause and make repairs. Dan sent a note to Alex last week to reach out to Oz regarding the many soft spots on the roof. Update from Alex.

Should we hire a 3rd party roofing company to evaluate our new roof and it’s many problems?

Vote was YES.

Let’s find out the amount of our deductible within our main insurance policy.

See about getting a current 3rd party roofing company to assess the roof and then contact the city for an inspector and determine next steps based on findings.

Roof Access Topic. Bill bought a bigger ladder making it easier…

Dan has brought over a contractor to look it over and he will give us a quote. He mentioned the possibility of attaching an aluminum ladder to climb at an angle to the rooftop. We would use a step-ladder to reach the angled ladder. He also mentioned there are companies in LA that will do custom ladders for roofs - but that it might be expensive. I texted him again today to see if he’s had time to come up a quote but haven’t heard back yet.

There is a drainpipe in the wall of the garage that is leaking into the garage along Dan’s parking spot. We tried something…see how it goes!!!

Sprinkler repair. One of the 2 main sprinkler valves needs to be replaced. Also in front, the sprinklers on the edge of the lawn are watering the sidewalks and driveway. They need to be repositioned (dug up) or replaced. Perhaps postpone repairs until March? Currently, the sprinklers are off due to the rain we’ve been getting.

SIgned and notarized letters for easement…Updates? (Dan’s and Mary’s have been signed, notarized and mailed.) Notary at the bank is easy and free with an appointment.

Mary, Kim, Dan and Bill present at meeting.

March 14th next meeting

January 2023

1/10/23

January HOA meeting

Agenda:

Update from the treasurer, how are our finances? – With Mary Colin’s help, Mary and Dan are now on the Bank of America account. Updates from Dan: $18,690 in Maintenance Account.

– Wells Fargo update from Dan.

–Dan would like a vote on assigning the funds that are building up in our Reserves Account to eventually pay for new pipes in the garage. This will take a couple of years. Once the account has a balance over $8,000 we’ll assign the remainder to another project. VOTE

Our corporation is now active again! Refund coming? Still processing…has been requested

Continue discussion on what to do to make the “mow strip” look nice? Maybe a combo of mulch and pavers in the mow strip. Not a project that needs to take place soon, but start discussing creative ideas?

Kim and Julie will discuss ideas. They have creativity with awesome ideas!!

One less expensive idea from Julie is Dymondia which is an African ground covering that is used throughout California.

Terminate Dadson contract. Dan’s 2nd attempt sending Dadson a cancellation letter finally was delivered. Confirmation of delivery receipt from the Post Office was finally received. Dan has programmed a reminder to call Dadson the middle of March to remove the machines by March 26th.

Update everyone on unit 2 leak. Will Oz be responsible for taking care of the mold in unit 2 that was caused by the roof leak? Update from Alex

There is a drainpipe in the wall of the garage that is leaking into the garage along Dan’s parking spot. Dan knows where the pipe is and will show Raul next time he can come by. (It is hard to find in there!) I (Mary) Have smelled mold in the garage the last several times I have been in there:(

Roof Access Topic. Dan would like to bring up an idea about access to the roof. It’s not easy to get up there - even with a ladder. (Alexander got stuck up there a while back because it’s even harder to get OFF the roof!) With water pooling on top of the roof in a few areas, it’d be nice if we could easily get up there after a heavy rain and sweep the water out of the low areas into the nearest drains. This could help avoid roof problems down the road.

Can we hire someone to creatively build something up on top of the roof that a ladder could easily mount against - making it easier and safer to get on the roof? And we’d also need to buy a high enough ladder to connect to whatever is built up there.

Dan has a very creative carpenter that he’s used before that I’m sure could come up with good ideas to access the roof more easily and safely.

SIgned and notarized letters for easement…Updates? (Dan’s and Mary’s have been signed , notarized and mailed.)

Possible lights wrapped by ?

Mary, Kim, Dan and Alex present at meeting.

February 7th next meeting

December 2022

12/12/22

December HOA meeting

Agenda:

Update from the treasurer, how are our finances? Updates from Dan:

– The meeting at Bank of America was postponed until next Tuesday the 20th. President Mary is available to join me and Mary Colin to get our signatures on the account. It will be great to finally have access to our balances for future planning.

– To my knowledge, our expenses were normal this past month except for having our gutters cleared and tested. As of a few days ago, Alexander had not yet received an invoice for that work, but it’s not an expensive service.

– Julie’s reimbursement check has been received.

Our corporation is now active again! Refund coming? Still processing…has been requested

Kim and Julie will discuss ideas. They have creativity with awesome ideas!!

One less expensive idea from Julie is Dymondia which is an African ground covering that is used throughout California.

Can Dan be reimbursed for lithium grease he purchased to lubricate the garage gate? ($25.05) of course! Unanimous yes! But Dan has not submitted for it yet. Dan has a couple of post office receipts that he’ll submit at the same time. (see below)

Terminate Dadson contract. (old) We must send a certified letter by December 26th 2022 to Dadson to terminate contract. Otherwise, their contract will renew on March 26th, 2023. Dan would like to write it to mention the 2019 dryer fiasco, and explain that Dadson has received virtually no income since then because everyone installed their own units in 2019, and to request the removal of all of their equipment anytime before March 27th.

Letter is written and signed by Mary and Dan. Dan will send certified with return receipt requested on Wednesday or Thursday. Sent!!

Update from Dan: Oddly, after 3 weeks, I never received the “confirmation of delivery receipt” from the Post Office. So I called Dadson to make sure their mailing address has not changed. (It hasn’t.) Just in case the letter was lost in the mail, Dan sent the same letter again on December 6th - certified mail with return receipt requested to confirm the Post Office delivered it. Dan hasn’t received the confirmation of delivery yet.

Update everyone on unit 2 leak. Julie brought up a possible faulty drain construction or flashing on the roof as it is pooling and can be seen from a picture taken from across the street UNIT 2 Roof leak…Happens every time it rains on the driveway side of the building. Oz wasn’t there last Tuesday, any updates?

Update from Dan:

– The project manager from Epic came out and said the gutter was clogged and that was the cause of the leak.

– Since rain was imminent, I asked Alexander if he could send out a gutter cleaning service. They tested all 5 gutters and NONE were clogged! But they cleaned out the little bit that was in each one.

– Mary and I set up a meeting with Oz at Epic to bring the roofing foreman out to inspect the roof together. Oddly, the roofing foreman came out 2 hours early (when I was not home) and used a sealant in the area of the drain that is above unit 2. I do not know exactly what he did or where exactly he applied the sealant.

– 2 days later the rain came.

– The good news is that Julie has reported that no water leaked into her unit after this past weekend’s rain. (Yay!)

– I sent Alexander an email asking his opinion if it’s reasonable to ask Epic for repair costs due to the leak in unit 2. I haven’t heard back yet.

– I also texted Oz from Epic the following note…

“Hi Oz. It seems that the mastic sealant finally sealed wherever the water was getting through. Unit two experienced no leaks during the rains we had over the weekend. We have concerns about moisture inside the walls forming mold. What needs to be done to get the moisture out of the walls to avoid mold problems?”

Response from Oz…

“Hi! I’m happy to hear! Mold doesn’t form so easily, but I’m not an expert I would recommend to let it dry and to do mold test if you feel like it smells like mold and mold was formed”

I thought Oz’s response was quite disappointing. (but not surprising)

There is a drainpipe in the wall of the garage that is leaking into the garage along Dan’s parking spot. A lot of water came in today. Although it doesn’t rain often, I’m sure the moisture is damaging the wall inside. Does Kim or Bill know anything about the drain system inside the walls on the north side of the building? Mary Colburn talked to Raul and he recommended getting silicone for it but we couldn’t find the pipe when we looked. He also recommended trimming the plants so they are about 6 inches away from the wall.

Dan knows where the pipe is and will show Raul next time he can come by. (It is hard to find in there!)

Sprinkler repair. One of the 2 main sprinkler valves needs to be replaced. It is stuck “on.” Julie has been watering the front yard with the hose. Also in front, the sprinklers on the edge of the lawn are watering the sidewalks and driveway. They need to be repositioned (dug up) or replaced. Dan will look into this the next time’s he’s in Home Depot. Update from Dan: I looked at sprinkler parts and they’re fairly simple and inexpensive. But it looks like Julie has done a little work on the sprinklers, but I haven’t asked her what has been done or if we still need one of the valves to be replaced. Sorry about that! Busy month at work so I’m a little behind on things.

Roof Access Topic. Dan would like to bring up an idea about access to the roof. It’s not easy to get up there - even with a ladder. (Alexander got stuck up there a few weeks ago because it’s even harder to get off the roof!) With water pooling on top of the roof in a few areas, it’d be nice if we could easily get up there after a heavy rain and sweep the water out of the low areas into the nearest drains. This could help avoid roof problems down the road.

I have a very creative carpenter that I’ve used before that I’m sure could come up with good ideas to access the roof more easily and safely. Please discuss!

SIgned and notarized letters for easement…Can we try to get that done by the end of December?

Possible lights wrapped by new year.

Mary, Kim and Alex present at meeting.

January 10th next meeting

November 2022

11/8/22

November HOA meeting

Agenda:

Update from the treasurer, how are our finances? Unable to give exact numbers since Mary and Dan are still not on the maintenance account.

Put Mary and Dan on the accounts. Mary Colin is on our Bank of America account. Is she on the Wells Fargo Account? Dan has emailed with Mary Colin but hasn’t received a response yet.

Our corporation is now active again! Refund coming? Still processing…has been requested

Kim and Julie will discuss ideas. They have creativity with awesome ideas!!

One less expensive idea from Julie is Dymondia which is an African ground covering that is used throughout California.

Dan would like to recommend reimbursing Julie for the money she has spent on the front lawn. All present at October meeting said yes! HOWEVER…

Dan submitted Julie’s reimbursement check on October 18th but has not received it. ($510) Dan has followed up with Paul on this via email.

Can Dan be reimbursed for lithium grease he purchased to lubricate the garage gate? ($25.05) of course! Unanimous yes!

Subterraneum Termites:

Quote for American City Pest and Termite(our current bug guy) said they found no subterranean termites. But quoted to tent the building because of visible termite damage to wood they could see. But tenting was done only a few years ago, so we are not doing that anytime soon.

-Fumigation: $12,104.00

-Drill and treat drywood termite infested framing with a registered termiticide: $1450 (No guarantee for treatment.)

Table this for now? Yes.

Letter is written and signed by Mary and Dan. Dan will send certified on Wednesday or Thursday.

Update everyone on unit 2 leak. Julie brought up a possible faulty drain construction or flashing on the roof as it is pooling and can be seen from a picture taken from across the street

There is a drainpipe in the wall of the garage that is leaking into the garage along Dan’s parking spot. A lot of water came in today. Although it doesn’t rain often, I’m sure the moisture is damaging the wall inside. Does Kim or Bill know anything about the drain system inside the walls on the north side of the building? I (Mary Colburn) can see if Raul knows how to fix that and get a quote from him

Roof leak in unit 5 update? (old)Oz got back to me and I spoke to Mike and he said there was a problem with the gutter that was repaired and a water test was done and it seems good for now, hoping we don’t find any other leaks in the next rain! Nothing from the next rain yet!

Dan checked with neighbor Mike today, and he said there are no leaks in unit 5.

Drain Pipe on side of the building leaks. Mary Colburn will talk to Raul and see if he can repair/get a quote for it.

Check out http://conchahoa.com To enter site, click on “This site is under construction.”

Mary, Dan, Kim and Alex present at meeting.

October 2022

10/11/22

October HOA meeting

Agenda:

Our corporation is now active again! Alexander called Dan Monday morning to give him the update. Alexander is hopeful that we can get a refund on the fees. (around $2000) Yay!!!!!

Other updates from Alexander:

–Alexander has shared his Google Drive with Dan which contains the many, many files and forms he submitted (and sometimes resubmitted) to get our corporation status changed back to “active.”

–He has also spent hours and hours on hold to try to connect with the agents for the SOS and FTB to keep the process moving forward.

Trash: How is it looking?Tabled for a few months to check on the amount of trash per week. (weekend of July 4th it was full) (A weekend in September was full when Julie trimmed the big bushes in the front, filled the green bin, and put the remainder in the trash) Maybe keep the bin the same?

Discuss what to do to make the “mow strip” look nice? Maybe a combo of mulch and pavers in the mow strip. Not a project that needs to take place soon, but start discussing creative ideas?

(new) Currently, the mow strip sprinkler on the south end has failed (shooting water stream up several feet) so Dan turned the sprinkler system off so it can be repaired. He’s been talking with Julie about whether it should be capped or repaired. Julie capped it tonight. Just a reminder that the sprinkler on the north end of the mow strip has already been capped. That end of the mow strip has not seen water in many months - which is ok if we plan to remove the grass and have pavers and mulch.

Dan would like to recommend reimbursing Julie for the money she has spent on the front lawn. These are things she took upon herself to do and isn’t asking to be paid. However, she already does quite a lot around the building taking care of our plants, etc.

2 queen palms trimmed ($150 each) total $300

2-15 gallon hedge plants ($85 each) total $170

Dead hedge trunk pulled out and cut up

2-15 gallon plants installed $40

TOTAL $510

Yes!!! All present voted yes:)

Julie got Larrs to pay for the removal of the vines growing on our block wall cut to 1’ below wall top, on our side. She also cut back many of the bushes in the north/front lawn. All vine growth, hedge trunk and palm tree trimmings hauled away.

Julie has also done repairs on a couple of the sprinkler heads in the front lawn.

One of the front lawn sprinkler valves is frozen and is stuck ‘on.’ Julie is talking with Pedro (Larrs’ gardener) who says he can give us a free valve from another project of his.

Here are other things Julie has been working on (from an email update she sent Dan):

“Per our conversation with Lars, the side walk and grass swath to curb are the city’s but we are responsible for the grass swath to be maintained. The only thing I see is that it needs to be leveled. There are tree roots from the Magnolia tree which may or may not be removed.

After the swath has been leveled, we could ask the city to fix the sidewalk where it has become a trip hazard. Ray across the street said the city made the last repair. (He parks his 1969 back Chevy in front.)

I think there are 4 sprinklers that need attention to direct the water off of the sidewalk. The valve in front next to the curly hose is the valve that was opening but not closing (staying on).”

**Can Dan submit Julie’s receipts to Paul so that she is reimbursed from our maintenance fund (only for the money she has spent, $510 - not for her work)? Yes!!! All present voted yes:)

Subterraneum Termites:

Suncrest Extermination 714-632-3600. They inspected the mulch area, found termites and quoted $895 for mulch area only. I asked if other areas were inspected and they weren’t , but I noticed them in front as well. They quoted $2975 for the entire front and back subterranean treatment. Get other quotes?

Pacific Shore quoted Alexander $120 bi-monthly ($60 per month) for ongoing subterraneum termite treatment.

Alexander also contacted our current “bug guy” American City Pest and Termite and they did an inspection the last time they came out to do their monthly spraying. (maybe a week ago?) Ask Alex he’s gotten a quote. Alex is waiting to hear from American City Pest and Termite.

Monica Next Door: I received a call from the neighbor to the south of us who said one of our lights shines right into her bedroom all night and offered to pay for a motion sensor instead. She ordered light covers and I offered to install them. She texted to reschedule a few times and haven’t heard back from her.

Terminate Dadson contract. Dan has started the letter and will get it sent off before the end of this month (early) Send a certified letter by December 1st 2022 to Dadson to terminate contract. Otherwise, their contract will renew on March 26th, 2023. Dan would like to write it to mention the 2019 dryer fiasco, and explain that Dadson has received virtually no income since then because everyone installed their own units in 2019, and to request the removal of all of their equipment anytime before March 27th.

Rooftop deck next door? Dan and Julie spoke with Larss and confirmed there will not be a rooftop deck. The prep work being done up top is for a solar panel installation.

Roof leak in unit 5 update? Oz got back to me and I spoke to Mike and he said there was a problem with the gutter that was repaired and a water test was done and it seems good for now, hoping we don’t find any other leaks in the next rain!

Dan requested that Oz put in writing the details of the repair for our records. Oddly, his note did not mention a gutter repair.

Email note from Oz on the repair:

“Good morning Dan!

I updated Mary - we came and did a water leak test, we didnt find any penetration but still did some patch work on our work just to be safe.

We recommend next time the moment it happens (if it happens, we dont think so) please reach out to us right away 888-714-3742 so we can see exactly.

One of our workers suggested that it might be from an area we did not work on in the tiles, but everything looks good over there as well.

We are here to assist if anything like this happens again.”

Dan asked about planning Reserves for future Gas Pipe Repairs (in September’s meeting). Alexander estimated our repairs at $6800.

Dan estimates that we would need to raise our HOA fees $200 more ($40 each unit) for the next 3 years to cover the cost of replacing the gas pipes. Or, raise our HOA fees $120 more ($24 each unit) for the next 5 years. Those funds would go into our Reserve Account and would be ear-marked only for the gas lines replacement. (Those gas pipes will probably need to be replaced in 3 to 5 years, according to a contractor. But that’s just a guess.) Kim, Mary and Dan are fine with a Special Assessment when the time comes.

Crazy Idea from Dan: Could we consider going all electric (to avoid burning fossil fuels) and get rid of gas completely? It would be quite expensive initially, because we would need to replace gas stoves and gas furnaces in our units with induction stoves and heat pumps, replace our building’s water heater with a heat-pump unit, upgrade electrical panels, etc. But this might be worth discussing ideas to take advantage of the High-Efficiency Electric Home Rebate Program. https://electrek.co/2022/08/08/climate-act-energy-bills/#more-249351

Rebates are available for heat pumps (like in unit #1), heat pump dryers, heat pump water heaters, energy efficient doors and windows, electric panel upgrade, induction stoves, etc. Homeowners will be able to collect a maximum of $14,000 total in rebates.

Also, If a household invests their energy bill savings from electrifying their home appliances, these savings should add up to around $30,000 after 10 years. (That is just an estimate, of course.)

It would also increase the value of our units, but I do not know how much.

I much prefer cooking w gas as opposed to electric…(Mary) Induction stoves are the newest type of electric stoves/ovens. They are safer, heat up faster, and are more energy-efficient than gas stoves. But they require compatible cookware for the stove-top, create a “buzzing noise,” and require a 220v outlet. The rebate for an induction stove is $840.

Mary, Dan, Kim and Alex and Mary SBMS present at meeting.

Lily absent.

September 2022

9/13/22

September HOA meeting

Agenda:

Trash: How is it looking?Tabled for a few months to check on the amount of trash per week. (weekend of July 4th it was full) (weekend of Sept 23 it was full - landscaping stuff that Julie is working on)

-HOA update on suspended status: Hoping it will be active by May, Alex will email a response from FTB when he gets it tomorrow. Still waiting…Lily and Kim agree to wait.

-Alexander received a PIN (via mail) to pay past due taxes online. Again has more info, waiting to see for a waiver. Should we vote to pay the taxes and get our corporation reinstated ASAP? We voted YES to pay it and move forward. Alexander will try to get us a refund if it's possible.

Landscape company: Mowing is easy and free!! Yay!!

Discuss what to do to make the “mow strip” look nice? Maybe a combo of mulch and pavers in the mow strip. Not a project that needs to take place soon, but start discussing creative ideas?

Suncrest Extermination 714-632-3600 coming out August 9th at 10am? Did they show up? They inspected the mulch area, found termites and quoted $895 for mulch area only. I asked if other areas were inspected and they weren’t , but I noticed them in front as well. They quoted $2975 for the entire front and back subterranean treatment. Get other quotes?

Painting of pipes needed as well, Dan’s guy Raul quoted $1800. Get another quote? Looking into it from a neighbor. Dan has asked Alexander to also get a quote. Alexander: Painting the pipes quote was $1150 which includes materials, primer, and 2 coats of paint. (He didn’t mention the company.)

Mary got a quote from Raul who said due to the pipes being rusted from the inside, it may be better not to paint the pipes and have them replaced in a few years. He said sanding and painting may make them wear down faster and have to replace them earlier.

Regarding painting the pipes, it might make sense to only repaint the gas lines.

-paint gas pipes in garage - Raul quoted $1800

-got another pipe-painting quote. Alexander: $1150

Rooter King recommended that we do not paint so that the corrosion can be monitored. Thoughts? Dan has also noticed that the outdoor gas pipes that lead inside the garage are also corroding and need to be repainted. ? Not sure where these are. I looked and didn’t see any gas pipes

All voted yes for rooting and descaling by Rooter King. Rooting took place Friday, August 19th. And it went amazing!! The bill was also lower than the estimated amount!

I received a call from the neighbor to the south of us who said one of our lights shines right into her bedroom all night and offered to pay for a motion sensor instead.

-Terminate Dadson contract. Send a certified letter by December 1st 2022 to Dadson to terminate contract. Otherwise, their contract will renew on March 26th, 2023. Dan would like to write it to mention the 2019 dryer fiasco, and explain that Dadson has received virtually no income since then because everyone installed their own units in 2019, and to request the removal of all of their equipment anytime before March 27th.

-Rooftop deck next door?

October 11th next meeting

Lily, Dan, Alex and Mary present at meeting

August 2022

8/9/22

HOA meeting

Agenda:

Trash: How is it looking?Tabled for a few months to check on the amount of trash per week. (weekend of July 4th it was full)

Raised planter boxes for the mulch in the back yard? Front yard? For a gardener? All voted yes for raised planter boxes in mulch area and front yard where the current plants are.

-HOA update on suspended status: Hoping it will be active by May, Alex will email a response from FTB when he gets it tomorrow. Still waiting…Lily and Kim agree to wait. Alex mentioned that ity might make sense to pay the fine if we do not get those waived in the next month or two. He'll look into whether or not those fees could be refunded if they are paid but later, the waiver comes through.

Maintain current HOA monthly fee to $400 per unit, but make the special assessments according to the amount of the square footage owned: discussion and vote: How the special assessments are determined based on square footage or member. Vote results: Unanimously for special assessments based on square footage for the roof.

Landscape company: Mowing is easy and free!! Yay!!

Change sprinklers to drip irrigation. Table for now. Julie has cut the watering time back to only 5 minutes, so drip irrigation may not save much. Julie is also going to disconnect the remaining sprinklers in the “mow strip” to further reduce water usage due to our ongoing drought. Discuss what to do to make the “mow strip” look nice? Maybe a combo of mulch and pavers in the mow strip. Everyone think of ideas to discuss.

Possible termite inspection may be needed. When I was doing the mulch, I found a lot of them in the back yard area. –According to a sign that used to be hanging on the wall in the garage, the building was last tented in March of 2019. Dan has asked Alexander to get an inspection.

Alexander: Andy's subterranean termite inspection Wednesday 8-3. The quote they sent did not include subterranean termite work - only fumigation of building. Our last building fumigation was in March of 2019.

Suncrest Extermination 714-632-3600 coming out August 9th at 10am? Did they show up? Mary will follow up tomorrow

Regarding painting the pipes, it might make sense to only repaint the gas lines. The guy from Rooter King mentioned that leaving them unpainted makes it easy to see if a pipe will withstand rooting a hydro-jetting. Dan has also noticed that the outdoor gas pipes that lead inside the garage are also corroding and need to be repainted.

Quotes for hydro-jetting pipes are underway: LA Hydro-Jet quoted $1300. Drain force is $1175. Rooter King suggested rooting and descaling the pipes for $1200 instead of Hydro-jetting. Alexander confirmed with rooter King that they will also do camera work inside our pipes.

Vote for which company to use. (Did everyone review Dan’s email continuing details about this?) All voted yes for rooting and descaling by Rooter King. Alexander will call them tomorrow and get the work scheduled.

September 13th next meeting

Lily, Dan, Alex and Mary present at meeting

July 2022

7/12/22

HOA meeting

Agenda:

Storage for water heater closet permission for use with an addendum for tenants in unit 5 that in the event of any water or other damage, Update: Done

Trash: How is it looking?Tabled for a few months to check on the amount of trash per week. 4th of July weekend it was nearly full.

Raised planter boxes for the mulch in the back yard? Front yard? For a garden? All voted yes for raised planter boxes in mulch area and front yard where the current plants are.

Doors and door jams are painted and look much better, but may need a layer of polyurethane to help protect them since it is flat paint. We'll wait until we pain the building to replace the facia at the top of the building.

-HOA update on suspended status: Still waiting…Lily and Kim agree to wait

-New business: Roof job is done!! Alexander, have the remainder of funds for the roof been paid through the maintenance account? Yes. Paul has paid them in full.

-Update on creaking noises in unit 4: Dan oversaw the extra sheathing that was installed over unit 4 and unit 5. Rafters look good!

Maintain current HOA monthly fee to $400 per unit, but make the special assessments according to the amount of the square footage owned: discussion and vote:

Landscape company: Dan did the first mow and looks and works great! Mary did second and the trimming, working well!

Painting of pipes needed as well, Dan’s guy Raul quoted $1800. Get another quote?

Quotes for hydro-jetting pipes are underway: LA Hydro-Jet quoted $1300. Drain force is $1175

Alex will get a quote from sun river landscaping to see what they’ll charge for drip irrigation. Dan followed up with Alex last week. Alex thought they had come out, but would follow up with Sun River about it.

Julie has adjusted the sprinklers and since we don’t have all that much that needs it, maybe we do it later? I looked into DIY and its out of my wheelhouse. I can see if my dad could help with it after he is done with COVID lol.

August 9th next meeting

Lily, Kim, Dan and Mary present at meeting. Alexander not present.

June 2022

6/14/22

HOA meeting

Agenda:

Storage for water heater closet permission for use with an addendum for tenants in unit 5 that in the event of any water or other damage, the HOA will not be held responsible: Mary, Dan and Lily agree that tenants may use the common space in the water heater area for storage and will not hold the HOA responsible for any damage. Additionally enough space is needed in the area of the water heater so that access for work is doable. Lindsay from SBMS will produce the addendum for the tenants to sign.

Trash: Do we need the large trash bin? I can look into getting a smaller trash bin. Would it be possible to keep the trash cans and bin in front to avoid paying the valet fee every month? Tabled for a few months to check on the amount of trash per week.

Raised planter boxes for the mulch in the back yard? Front yard? For a garden? All voted yes for raised planer boxes in mulch area and front yard where the current plants are.

Lights are now functional next to the mailbox and the new tenants garage, and a new timer was replaced for the lights.

-HOA update on suspended status: Hoping it will be active by May, Alex will email a response from FTB when he gets it tomorrow. Correspondence via mail was just received and there’s a pin so they can access it and spoke with multiple representatives and has filed all forms as requested. Possible that past due balance of $2200 may need to be paid in order to renew status. All paper work has been submitted

-New business: Special assessment for roof and discussion of which company to go with. Has Epic been paid?

If we were to do the roof assessment of $30,000 based on percentages unit 1 would be: $6183 unit 2 $5340, unit 3 $5176, unit 4 $5340, unit 5 $7958

Epic Home upgrades is beginning the roof project

Landscape company: Mary taking it over beginning June, new tenants may have a landscape company that can do it for $60/month

Mulch for the grass area in back is done and looks great!

Painting of pipes needed as well, Dan will get a quote for repainting them

Maintenance: Circulation pump may need to be replaced. Storage room door barely closes, needs to be repaired. Cast iron drain pipes may need to be replaced. Possible epipe? Alex will contact LA Hydrojet. They send a camera up the pipes to evaluate. Dan has a plumber if repiping needs to be done. Epipe is a separate company and much more expensive. Reworking of the sprinklers in the front and side yard to drip irrigation. Alex will get a quote from sun river landscaping to see what they’ll charge for drip irrigation.

July 12th next meeting

Lily, Kim, Dan and Mary, Mary and Alex present at meeting

May 2022

May

5/10/22

HOA meeting

Agenda:

-HOA update on suspended status: Hoping it will be active by May, Alex will email a response from FTB when he gets it tomorrow

-New business: Special assessment for roof and discussion of which company to go with. A-1 said they are about 1 month out. Their bid was very specific, came with a 10 year labor warranty and 20 year part warranty. $31,500 for them and $29,500 for the other 2 companies

Epic Home upgrades is around $35000 including fascia

Omri with Epic Home upgrades has an unbeatable proposal.

If we were to do the roof assessment of $30,000 based on percentages unit 1 would be: $6183 unit 2 $5340, unit 3 $5176, unit 4 $5340, unit 5 $7958

Roof vote: A-1 Roofing, Gibsons and Epic Home Upgrades

Result:Epic Home upgrades unanimously voted

Landscape company: Mary taking it over beginning June

Do Mulch for the grass area in back? All voted yes for it

Painting of pipes needed as well

June 14th next meeting

Lily, Kim, Dan and Mary present at May meeting

April 2022

4/19/22

HOA meeting

Agenda:

- Next door construction update: No new business

-Updates from Dan: No creaking for about 2 weeks.

-HOA update on suspended status: Hoping it will be active by May, Alex will email a response from FTB when he gets it tomorrow

-Update on bank accounts and how to get Dan and Mary’s names on them, the status is not active yet…will not be active for at least 3 months

-Taxes this year: Dan did them, YAY!!!!

If we were to do the roof assessment of $30,000 based on percentages unit 1 would be: $6183 unit 2 $5340, unit 3 $5176, unit 4 $5340, unit 5 $7958

We will vote via email on the company doing the work for the roof and base it on the full quotes including the fascia.

Requests for Spring/Summer: Traffic mirror for garage and safety, installed and works great! Done! Lights arrived and will be installed in May

It was $24.04 on amazon. Garage door has been greased and will grease again as needed. Still squeaking and I can’t find where from:(

Naval Jelly arrived tonight, so the work for the back gate can be done once we get the paint for it.

Discussion REGARDING ENGINEER:FURTHER DISCUSS. Table until after the roof gets done

Landscape company: Sal asked for a raise due to increasing prices on gas, etc. Get bids from other companies? This may help us determine a fair price? Mary will use Dan’s Mower 2 Saturdays per month. His last month will be May. Starting in June he will not be coming. Talk to Julie regarding her part of the gardening.

$930 for replacement of the sewer pipe. Hydrojet pipes about $300 per year, done annually? Epoxy pipe? Around $1200 per unit or less?

Electrical work: Run conduit to get the light working. George Colburn will do it for $300. Voted and unanimously approved.

May 17th next meeting

All present at April meeting including both Mary Collin and Alexander

March 2022

3/15/22

HOA meeting

Agenda:

- Next door construction update: WHen we get the roof we are hoping to see a better picture of whether it is the roof or the construction that caused the door jams no longer fitting in unit 4 or mine fitting better and my caulking coming apart from the ceiling.

-Updates from Dan

-HOA update on suspended status: Hoping it will be active by May

-Update on bank accounts and how to get Dan and Mary’s names on them, the status is not active yet…will not be active for at least 3-5 months

-Taxes this year: Dan did them, YAY!!!!

Maintain current HOA monthly fee to $400 per unit, but make the special assessments according to the amount of the square footage owned: discussion and vote

April 19th next meeting

Requests for Spring/Summer: 2 Traffic mirrors for garage and safety, need grease for the garage door, need to do a check on the light that is out next to the mailboxes.

One 12 inch traffic mirror has been ordered and will be placed next to the mailboxes. It was $24.04 on amazon. Garage door has been greased and will grease again as needed.

It has power, but is not turning on. I will check wires, but the light may need to be replaced. The gate doors are rusting already, naval jelly would be helpful for when they get redone, and putting the everbright clear coat may also assist with preventing rust.

EMAILS REGARDING ENGINEER (FORENSIC REGARDING SOIL SAMPLES AND MEASUREMENTS AND PRICES TO FURTHER DISCUSS.

EMAIL REGARDING NEW ROOF, SPECIAL ASSESSMENT OF NEW ROOF BASED ON PERCENTAGE OF BUILDING OWNED SO WE CAN VOTE ON WORK FOR NEXT HOA MEETING

February 2022

2/22/22

HOA meeting

Agenda:

- Next door construction update: Leveling of ground next door is causing creaking and major settling damage to our unit. I will make a call to Ryan, the foreman to follow up. They are done excavating, and would like to send a structural engineer wednesday to determine the amount of damage that may have been caused by the repeated shakes. Dan’s door is no longer square, lots of creaking sounds that are intermittent but are repeating, Mary’s doors are actually better but the caulking of the crown molding is coming apart.

-Updates from Dan - discussed strange "creaking" noises in Dan & Nicola's unit #4. There are email detailing the creaking and possible cause could be construction next door.

-Earthquake insurance, quotes? Update: Retrofitting is about $6000 for soft story buildings

-HOA update on suspended status:more forms needed to be filled out, 199’s and 3500 forms and processing time is from 3-5 months. From 13,16,18,19, and 2021 were all missing. Follow ups made with FTB are made weekly. Forms were sent out in early Feb. Other forms were sent out Dec. or Jan.

-Update on bank accounts and how to get Dan and Mary’s names on them, the status is not active yet…will not be active for at least 3-5 months

-Taxes this year: Bank balances may not be accurate, but we don’t have access to the accounts. Dan will look into filing them further. We have until April 18th to file, he will continue to look into if he or Beach Cities taxes does it. Dan Needs PDF of Jan. and Dec. of bank statements for taxes

-New business: We are short $20 or more dollars per month for bills. Boiler, sewer line, painting the building, the fascia, and other repairs

-Lily’s view is blocked, how this affects the association and next steps…

March 22nd next meeting

Requests for Spring/Summer: 2 Traffic mirrors for garage and safety, need grease for the garage door, need to do a check on the light that is out next to the mailboxes. It has power, but is not turning on. I will check wires, but the light may need to be replaced. The gate doors are rusting already, naval jelly would be helpful for when they get redone, and putting the everbright clear coat may also assist with preventing rust. Ask Julie to write up a timeline of what happened during the time the washing machine/dryer wasn’t operable.

Maintenance: Hosing railings,, repaint where termite damage is, and fascia, quote for $10,000, and oil the garage door. Haven’t seen Julie to ask for the grease

Present: Dan, Mary, Lily, Alex

Absent: Kim

January 2022

January

1/25/22

HOA meeting

Agenda:

Review and accept notes from November meeting

- windows, update: They look great!! Thank you Kim!!!

-Earthquake insurance, quotes? Update: possible quote from Dan’s guy (aroundm $6000?yr), Alex hasn’t found a company that is willing to insure yet due to soft story parking. Mary will look at government programs that assist with retrofitting for earthquake preparedness, hasn’t found pertinent info online yet…

-HOA update on suspended status Not solved yet...but it is getting worked on and has been submitted.

-Update on bank accounts and how to get Dan and Mary’s names on them Is the status active?

-Taxes this year Mary Colburn contacted Swan Income Tax, he doesn’t do HOA’s

-New business: we are short $20 or more dollars per month for bills. Boiler, sewer line, painting the building, the fascia, and other repairs

February 22nd next meeting

Requests: 2 Traffic mirrors for garage and safety, need grease for the garage door, need to do a check on the light that is out next to the mailboxes. It has power, but is not turning on. I will check wires, but the light may need to be replaced. The gate doors are rusting already, naval jelly would be helpful for when they get redone, and putting the everbright clear coat may also assist with preventing rust. Ask Julie to write up a timeline of what happened during the time the washing machine/dryer wasn’t operable.

Maintenance: Hosing railings, changed battery, repaint where termite damage is, caulk, and oil the garage door

Present: Dan, Mary, Kim

Absent: Lily, Alex

December 2021 (no meeting in Dec)

November 2021 (digital copy somehow was lost)

October 2021 (digital copy somehow was lost)

September 2021 (digital copy somehow was lost)

August 2021

8/19/21

HOA meeting

Agenda:

-the bids for the windows, costs and how it will be paid

Table that

-an incident with the garage door that prompted a solution, no to having them have a garage door opener, table it for now

-rat traps and copper are set, get approval for reimbursement of the traps and copper Approved

-I met with the construction manager next door and he had a request, and gave me a timeline of upcoming projects for next door. Ok for pulling the line

-discuss our contracts that were outlined for us, Dan is looking into how to cancel the Dadson contract

-our possible garbage alternatives: voted yes for the new plan

-our mgmt company status, services, and costs would like to take them out…

Present:Kim, Dan and Mary

Absent: Lily

July 22, 2021

HOA Participants: Kim Shrum, President, and Bill Shrum (Units 1&2); Mary Colburn (Unit 3); Larry George, Treasurer/Secretary and Karen Wyatt (Unit 4); Lily Balette (Unit 5)

Guest: Dan Jenks

Agenda Items:

1. A warm welcome to Dan Jenks who, together with his wife Nicola McGillicuddy, will be the new owners of Unit 4, sometime in August.

2. After continued frustrations with our current management company SBMS (South Bay Management Services)--including but not limited to their inability to provide current financials, not dealing with our poor contract with the washer-dryer company, failure to pay our insurance in a timely manner, failure to follow through--every member agreed that it is time to part ways with SBMS. Options going forward include finding a new management company or proceeding with self-management. Larry and Mary expressed frustration with attempts to find a new management company as they don’t even return our calls. Proceeding with self-management was the favored option with some reservations such as coming to an understanding of applicable local, county, and state laws, finding good qualified repairmen and other contractors, legal consultation, etc. It was agreed that, under self-management, check writing would require two HOA officers.

The first step will be having Mary go to SBMS and express our frustrations with specific examples, and ask for a copy of our contract with them. After a review of the contract, the HOA will determine if termination of their services is straightforward or more complicated. If separation from SBMS is a more difficult parting-of-ways, Bill offered to finance legal services to do so, if necessary.

3. New officers. As Larry and Karen are leaving the HOA, new officers were appointed as follows (effective for Dan after the closing of Unit 4): President: Mary Colburn

Vice President: Kim Shrum

Treasurer/Secretary: Dan Jenks

4. Maintenance issues:

a. Repair and/or replacement of the wood on the east side of the building. The wood around the windows is rotting and needs replacement. Kim and Bill's contractor, John, has offered to remove this wood and explore to determine if more of the wood siding needs replacing, and possibly other repairs. Mary knows contractors and will have them submit estimates once a better idea of the repairs needed is ascertained. Bill pointed out that we must be careful to get qualified, certified contractors to make sure the job is done right.

b. Demolition and new construction of the property just to the north of our building might be on hold until September of this year because of squatters. As it is common to have a rat problem with this type of demolition, Mary offered to make sure any holes, pipe openings, etc. are blocked. Kim mentioned using “copper wool” as a tip from her exterminator, and Mary will purchase this and block any openings. She will also procure rat traps to be placed around our property once demolition begins. Mary will be reimbursed the cost of these supplies.

c. Lily mentioned the overgrown trees on the west side of the property. This has been an issue for quite some time. There is a complicated procedure involved to get compliance from the involved owner(s) including having the city send letters, entering into mediation, and proceeding with legal remedy in court if needed. This will be pursued once we are under self-management.

d. Larry and Mary (mostly Mary) completed the painting of the common area railings in May at very little expense thanks to volunteer labor. However, the railings of Unit 1 and Unit 5 were determined to be beyond repair and will have to be replaced. John (Bill and Kim’s) contractor will get bids for replacement.

5. Several HOA members expressed an interest in changing our trash service to include recycling and green waste disposal. Mary will pursue bids for this change.

It has been a pleasure to share 157 Paseo de la Concha with all of you. Keep in touch.

Respectfully submitted,

Larry

Addendum: Received YTD financials from SBMS today, 7/23/2021. Our operating account balance is $4071.40 and our reserve account is $3070.00 for a total of $7141.40

May 13, 2021

Participants: Kim Shrum, President (Units 1&2); Larry George, Treasurer/Secretary (Unit 4); Karen Wyatt (Unit 4); Mary Colburn (Unit 3); Alexander (SBMS)

Absent: Lily Balette (Unit 5)

Agenda

-Building Roof Inspection: It has been many years since the roof of the building has been redone. The Association agreed to have Alexander arrange to have Michael from ACE Roofing inspect the roof to see what condition the roof is in and whether anything need be done at this time. Larry George is interested in possible installation of solar but apparently this can’t be installed on a tar and gravel roof, which is the type of roof we have. Alexander will discuss this with ACE Roofing to see if a rolled asphalt roof (or other roof type that would allow the installation of solar panels) could be installed if the roof needs to be replaced or refurbished.

-Possible Garage Leak: Mary Colburn noticed a leak on the roof just inside the North garage door. The roof was opened up but no obvious source of a leak was discovered. It is possible there is a leak in one of the pipes in Unit 2. Alexander from SBMS will send out a plumber to see if a source can be discovered. The leak appears to be very intermittent.

-Painting of the Railings: The railings are in bad condition with rust in many areas and are in need of repair and repainting. Mary Colburn has agreed to purchase materials and begin the project. SBMS got estimates for repainting ($10.6K) and several contractors recommended replacement at the cost of over $30K. Mary agreed to do the project for an estimate of $300 per private deck and reimbursement for materials.

-Grass: The condition of the recently replaced grass in the Northwest corner of the lot is not thriving, and the grass near the road is also in bad condition. The gardener was informed of this and Alexander will contact him and give approval for checking the sprinkler system and apply fertilizer/grass seed, etc. to improve these areas. Replacing the grass in the Northwest corner with artificial grass was discussed again but tabled for now.

-Washer Dryer Contract: Apparently, the contract for the company that “manages” the washer dryer doesn’t expire until 2023. Since all units have their own washer/dryers, we decided to likely let the contract expire, but Alexander will negotiate to try to terminate the contract earlier. It is costing us approximately $60 per month even though we aren’t using them.

-Recycling: We are currently paying $185 per month for garbage removal. The Association is interested in recycling. Alexander determined that the cost of both garbage removal and recycling with Athens, woulc cost $292.43 per month. Alexander will investigate the cost of one green waste, two garbage, and two recycling containers that we owners would take to the street each week.

-Front of Building: Kim will investigate the specifics of the condition of the wood on the front of the building and report to the Association.

-Construction Project to the North: Possible problems from this project were discussed including rat infestation, the height of the proposed building, and the possibility that if the rubber tree needs to be removed, this will likely damage the sidewalk on our property requiring replacement. Alexander will discuss these concerns with the developer.

-Larry has been unsuccessfully trying to get financials from SBMS for 2021. Financials for 2020 were received and Larry reported that the year-end balance of our account was $3002. Alexander from SBMS reported that the accountant assigned to our HOA was not keeping up and has left employment with SBMS. A new accountant, Paul, will be taking over. Alexander agreed to provide YTD financials to the Association when available but did report that he thought our balance of funds is around $19K, which is obviously greatly disparate from the figure that Larry received from the SBMS accountant at the end of 2020.