October 2023 Updates

Unofficial Minutes by Community Member Elizabeth Chaponot

10/10/2023 Open Session

Open Forum

A homeowner brought to the attention of the board about putting a sticker on a car for parking in guest parking. This board confirmed it had not authorized any stickers placed on cars for guest parking.

Another owner has requested that we create a community library. A space to give a book/take a book. The Board said it would discuss options

Questions came up about the gate. Board stated that they are in communication with the company. We have a 1 year warranty so as long as the call is during business hours we will not be charged.

I asked a question about getting the directory updated online as the new system no longer provides directory access.

A question about being able to turn hot water on and off based on special needs for that 

Close of Open Forum at 6:19

MINUTES

Board voted to approve minutes (can eventually be found on the Willis management system)

FINANCIAL REPORTS / ACCOUNTS RECEIVABLE / LIENS

Board voted to approve financials although the president makes note that some budget line items are still needing to be reviewed. It appears some things have been miss-classified while others may in fact be high and need to be reviewed and addressed. A deadline set for next month to have these areas cleaned up by Willis

4. Owner Occupancy

58%

UNFINISHED BUSINESS

1. Driveway Stencil

Proposals reviewed to have stenciled markings for new gate. The board moved to approve the least expensive of the option.

2. Governing Document Amendments/Policies

Work is in progress. Another new draft from the attorney. Board is about halfway through the project. The goal is to not bring this project into 2024 but there is still a fair amount of work to be done.

3. Waterproofing Project

There are some relatively intrusive water issues at the garage and in the electrical room. The options include spending $40,000 to get consultant feedback. There is a bid to just jump in for remediation work for $70,000. Board members discussed the need to get the consultant to get a much clearer picture on where the leaks are coming from. We have water intrusion from multiple areas so identifying exactly where would allow the board to prioritize how to address it. Discussion about the financial aspect and where this money would come from will be addressed in executive session.

4. Landscape Renovation

The landscape has been paused as other projects have taken priority, specifically the water project may require digging around the building which would negate the work done for the landscaping project. Priority is thus waterproofing and then we can come back to landscaping.

5. New Mailbox Installations

Two key distribution dates were held. There are still a little over 20 units that have not picked up their keys. The new boxes are being installed this week. Board will set up a schedule to try and get the remainder of the keys distributed. Reminder that any owners who want their tenants to pick up key will have to contact Willis to authorize this pick-up.

6. Perimeter fencing installation

Grid panel around the garage has commenced. The schedule for complete timeline on replacement has not been locked down. They are doing one panel at a time so community members should not be surprised to see new panels popping in. The final phase for that will be to the frames painted to match the panels. Board is approving additional cost to paint the frames. 

NEW BUSINESS

1. Window Washing & Pressure Washing

Pressure washing is budgeted every year but only occurs every other year. So nothing is scheduled for 2023. Based on cost and budgetary issues, board voted to remove these line items from the 2024 budget.

2. Smoking Policy

Emeryville has a smoking policy, Oakland does not. The board is voting to put in place a smoking rule which is to adopt the Emeryville rule which is no smoking anywhere in the property and within 25 ft of any door and window. The rule will be drafted and distributed to the membership for the required 28 day comment period. 

3. Commercial Gutter Cleaning

Notice was sent for gutter cleaning which is happening this week (week of Oct 9).

4. 2024 Budget - Draft Version 2

Board received a draft of the budget. Willis and Board President met to review the budget and address unclear line items. There are increases for utilities. The pressure washing is a big line item that will help. The EV charger income will be tracked as income to reduce the cost of electrical. The average increase will be about 6% which is in line with the area. Draft Budget Approved.

ADDED ITEMS

Towing Contact

Towing Contract was put on the agenda to approve a new towing company so that we can have a towing vendor on hand.

Sewer Lateral

Request was made to get clarity about two wildly different bids received. Willis explained that the lower bid ($5800) only included the inspection and states that any actual repairs would be added to the costs once they are in. The much more expensive bid ($34000) proposal included some repairs that they anticipated. Board voted to have Willis get an additional proposal. 

Walkway Recoating

Bids for Walkway Recoating are needed. Vendors have sent responses but did not include concrete proposals. The Board has one bid currently and is seeking to have another. The conversations with vendors suggest that the reason the walkways are failing is the concrete was not properly prepared on the first coating.