January 2025 Updates

Unofficial Minutes by Community Member Elizabeth Chaponot

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

Attendees:

• Michelle Ferriera (managing agent, FSR)

• Mark Chatman (Managing Director, FSR)

• Gizelle Cadogan (president)

• Benay Curtis-Bauer (director at large)

• Cassandra Adams (treasurer, vice president)

• Justin Molineaux (interim Secretary)

• Thomas Horn (owner)

• Silvia Matheus (owner)

• Kim Cotton (owner)

• David Cotton (owner)

• Emilio Sabella (owner)

• Elizabeth Chaponot (owner)

 I. CALL TO ORDER

6:15 launch

II. EXECUTIVE SESSION ACKNOWLEDGMENT/ANNOUNCEMENT

III. OPEN FORUM

Silvia Matheus

Requests board consider facility improvements for the site to include: 

• A Ping Pong Table 

• A book sharing space 

• An Herb garden

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

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

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

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

Emilio Seballa

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

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

Board/FSR will address with the owner.

David Cotton

Brings forward a couple of things noticed during the rains:

• Outside the elevator one of the walkways is bubbling up. There was a walkway project that was on the table in previous meetings but no update has been provided. It was discussed that bids needed to be obtained. This has not been addressed at recent meetings and no update on the walkway project has been provided. 

• Also reports that down in the garage, there are cracks along the concrete seams that run from garage to garbage room. Not sure if they are recent. 

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

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

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

Elizabeth Chaponot

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

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

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

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

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

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

IV. CONSENT CALENDAR

• Approval of minutes - November 2024

  • Board member mentions that there are omissions on the agenda minutes. Lack of information regarding Thomas Horn stepping down and new position being open needs to be reflected in minutes.

  • Minutes are not approved until updates are made

  • Signatures for minutes have to be obtained now as well.

  • Board request as well to have a percentage of owner occupancy every month. To be added to monthly meetings as a line item as this used to be reported by Willis.

• Financial Statement - November 2024

  • Board member question about funds for National Night Out being put in social activities line item

  • Response: FSR will email the accountant to ask where that is held

  • Board approves financial statement. 3 Approve/1 Nay

V. REPORTS

• Management report: 

• Work order report

VI. UNFINISHED BUSINESS

• Governing Document Amendments/Policies

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

• Waterproofing Project

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

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

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

• Monitoring Wells

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

• Natural Gas Consumption

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

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

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

VII. NEW BUSINESS

• New 2025 Law Updates - Proposal for Election Rules Update

  • Laws are updated that allow for electronic voting but documents would have to be reviewed to allow for that. This may be a good time to do this since governing docs are not finalized.

  • The election would be run by a third party so costs of that have to be researched

• Board Opening 

  • For vacant position one owner expressed interest in stepping up. The Board request that FSR follow through on getting having that person fill out necessary questionnaire so that they can be appointed to fill the empty spot until elections can be held. FSR will reach out to have her fill out the form.

• Board Elections

  • Call for Candidates can be sent this week. 30 days for candidates to step forward.

    • There are 3 positions up for election. 

      • Justin Molineaux

      • Benay Curtis-Bauer

      • Thomas Horn vacated spot (which may or may not get filled with an appointment to fill out his term).

  • Balloting process will be launched via mail and ballots will be collected

  • At the Annual Meeting, the election results will be finalized (probably in April or May). 

  • The Annual meetings launch the new term for Board 

• Insurance

  •  up for renewal and needs approval. New bid is for $39,000 which is a significant increase from last year but is in line with industry realities. Board motions to approve the proposal. It is unanimously approved.

VIII. NEXT BOARD MEETING 

• Wednesday, February 12th, 2025

IX. ADJOURN

 Meeting adjourned at 7:45PM