the regular monthly meeting of the board of …...president gambol introduced and welcomed staff...

MINUTES OF THE REGULAR MONTHLY MEETINGOF THE BOARD OF DIRECTORS

SEAL BEACH MUTUAL ONEAugust 22,2019

The Regular Monthly Meeting of the Board of Directors of Seal Beach Mutual One wascalled to order by President Gambol at 9:00 a.m. on Thursday, August 22, 2019, in theAdministration Building, Conference Room A, followed by the Pledge of Allegiance.

ROLL CALL

Present:

Absent:

GRF Representatives

Guests:

Staff:

President Gambol, Vice President Cho, Secretary Brennan,Chief Financial Officer Stone, Directors Tous, Luther-Stark,Merritt, and Potterton

Director Barreras

Ms. PerrottiMs. St. Aubin

Nine Mutual One Shareholders

Ms. Hopkins, Mutual Administration DirectorMr. Weaver, Facilities DirectorMr. Stolarz, Building Inspector

President Gambol introduced and welcomed staff members and guests.

SHAREHOLDER COMMENTS

Several shareholders made comments.

MINUTES

The regular meeting minutes of July 25, 2019 were approved by general consent of theboard as corrected.

BOARD OF DIRECTORSMUTUAL ONE August 22,2019

BUILDING INSPECTOR'S REPORT

Inspector Stolarz presented the activity report (attached).

Following a discussion and upon a MIOTION duly made by Director Merritt and secondedby Director Potterton, it was

RESOLVED to approve that the installation of root guard where roots arebeing cut for sidewalk repairs with work to be completed by J & JLandscaping at a cost not to exceed $1,495.00 and authorize the Presidentto sign the contract.

The MOTION passed with one abstention (Brennan)

Following a discussion and upon a MOTION duly made by Director Merritt and secondedby Director Luther-Stark, it was

RESOLVED to approve the proposal from J & J Landscaping to sod areaswhere sidewalks are being replaced, at a cost not to exceed $1,625.00, andauthorize the President to sign the contract.

The MOTION passed

Following questions, Inspector Stolarz, and Facilities Director Weaver left themeeting at 9:45 a.m.

GRF REPRESENTATIVES' REPORTS

GRF Representative Perrotti and GRF Representative St. Aubin presented their reports(attached).

UNFINISHED BUSINESS

There was no unfinished business to discuss.

BOARD OF DIRECTORSMUTUAL ONE August 22, 2019

NEW BUSINESS

Following a discussion and upon a MOTION duly made by Chief Financial Officer Stoneand seconded by Secretary Brennan, it was

RESOLVED to acknowledge, per the requirements of the Civil CodeSection 5500(a)-(f), a review of the reconciliations of the operatingand reserve accounts, operating revenues and expenses comparedto the current year's budget, statements prepared by the financialinstitutions where the mutual has its operating and reserve accounts,an income and expense statement for the mutual's operating andreserve accounts, the check registers, monthly general ledger anddelinquent assessment receivable reports for the month of July 2019.

The MOTION passed.

Following a discussion and upon a MOTION duly made by President Gambol andseconded by Chief Financial Officer Stone, it was

RESOLVED to approve that a complete list of Mutual Oneshareholders' names and email addresses be provided to thePresident for emergency notification and distribution of thenewsletter, minutes and announcements.

The MOTION passed

Following a discussion and upon a MOTION duly made by President Gambol andseconded by Secretary Brennan, it was

RESOLVED to approve the budget for the Town Hall Meeting scheduledon Sunday, September 15, 2019, Clubhouse 1 at 4:00 p.m. at a cost not toexceed $300, with funds coming from money allocated to picnic.

The MOTION passed.

SECRETARY/CORRESPONDENCE

Secretary Brennan received no correspondence.

President Gambol shared a card she received.

CHIEF FINANCIAL OFFICER'S REPORT

Chief Financial Officer Stone did not submit his report,

MUTUAL ADMINISTRATION DIRECTOR'S REPORT

BOARD OF DIRECTORSMUTUAL ONE August 22,2019

•)

Mutual Administration Director Hopkins presented her report (attached).ANNOUNCEMENTS

NEXT REGULAR MONTHLY MEETING: Thursday, September 26, 2019, 9:00 a.m.Administration Building, Conference Room A.

COMMITTEE REPORTS

Landscapina Committee

Director Merritt and Director Potterton presented their reports (attached).

SHAREHOLDERS' COMMENTS

No shareholders made comments.

DIRECTORS' COMMENTS

No directors' comments were made.

ADJOURNMENT

There being no further business to conduct, President Gambol adjourned the meeting at11:40 a.m. and stated that there will be an executive session to discuss member issues.

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Attest, Donna'^Bambol, PresidentSEAL BEACH MUTUAL ONEkc: 08/29/2019Attachments

BOARD OF DIRECTORSMUTUAL ONE August 22, 2019

RESOLUTIONS IN THE REGULARMONTHLY MEETING AUGUST 22, 2019

RESOLVED to approve the installation of root guard where roots are being cut forsidewalk repairs with work to be completed by J & J Landscaping at a cost not toexceed $1,495.00 and authorize the President to sign the contract.

RESOLVED to approve the proposal from J & J Landscaping to sod areas wheresidewalks are being replaced, at a cost not to exceed $1,625.00, and authorize thePresident to sign the contract.

RESOLVED to acknowledge, per the requirements of the Civil Code Section 5500(a)-(f),a review of the reconciliations of the operating and reserve accounts, operatingrevenues and expenses compared to the current year's budget, statements prepared bythe financial institutions where the mutual has its operating and reserve accounts, anincome and expense statement for the mutual's operating and reserve accounts, thecheck registers, monthly general ledger and delinquent assessment receivable reportsfor the month of July 2019.

RESOLVED to approve that a complete list of Mutual One shareholders' names andemail addresses be provided to the President for emergency notification and distributionof the newsletter, minutes and announcements.

RESOLVED to approve the budget for the Town Hall Meeting scheduled on Sunday,September 15, 2019, Clubhouse 1 at 4:00 p.m. at a cost not to exceed $300, with fundscoming from money allocated to picnic.

MUTUAL : ( 1 ) ONE: (01) ONE

UNIT # DESCRIPTION OF WORKGRF/CITY

PERMIT

PERMIT

ISSUE

COMP.

DATE

CHANGE

ORDERRECENT INSPECTION

5-I CARPORT STORAGE GRF 08/09/19 08/20/19 NO NONE IMAGINATION UNLIMITED

12-D REMODEL BOTH 04/15/19 10/31/19 NO NONE LW DÉCOR, INC

13-A REMODEL BOTH 05/21/19 10/04/19 NO 06/05/19 R PLUMB MP CONSTRUCTION

13-A REMODEL BOTH 05/21/19 10/04/19 NO 06/05/19 R ELECT MP CONSTRUCTION

13-A REMODEL BOTH 05/21/19 10/04/19 NO 06/05/19 FRAME MP CONSTRUCTION

13-A REMODEL BOTH 05/21/19 10/04/19 NO 07/29/19 FINAL MP CONSTRUCTION

14-C WINDOWS BOTH 07/16/19 08/10/19 NO 07/26/19 FINAL SWENMAN COMPANY

16-B HEAT PUMP BOTH 07/29/19 10/29/19 NO 8/8/2019 FINAL GREENWOOD

15-J REMODEL BOTH 06/10/19 07/26/19 NO 07/25/19 FINAL KONRAD KONSTRUCTION

18-J AWNINGS GRF 08/01/19 11/01/19 NO NONE

29-K HEAT PUMP BOTH 05/07/19 08/07/19 NO 08/14/19 FINAL GREENWOOD

31-B HEAT PUMP BOTH 05/21/19 08/21/19 NO 07/25/19 FINAL GREENWOOD

33-K CART PAD GRF 08/05/19 08/20/19 NO NONE FRANK'S GARDENING SERVICE

38-G REMODEL BOTH 07/15/19 11/20/19 NO NONE KANGS CONSTRUCTION

35-A WINDOWS/TILE PATIO BOTH 05/01/19 10/30/19 YES 07/30/19 FINAL ALPHA MASTER BUILDERS

39-D HEAT PUMP BOTH 07/19/19 10/19/19 NO 07/29/19 FINAL GREENWOOD

45-I DECO-BLOCKS GRF 05/10/19 10/10/19 NO NONE LW DÉCOR, INC

45-K PATIO TILE GRF 06/05/19 11/05/19 NO NONE LW DÉCOR,INC

47-D PATIO CARPET GRF 06/05/19 11/10/19 NO 07/26/19 FINAL LW DÉCOR,INC

47-G TILE PATIO GRF 07/20/19 08/20/19 NO 8/2/2019 FINAL KARY'S CARPET

56-C HEAT PUMP BOTH 07/26/19 11/07/19 NO NONE GREENWOOD

57-G HEAT PUMP BOTH 08/12/19 11/12/19 NO NONE GREENWOOD

57-G SHOWER CUT DOWN BOTH 08/26/19 09/26/19 NO NONE NUKOTE

INSPECTOR MONTHLY MUTUAL REPORT

INSPECTORS : JERRY ANTISDEL

MUTUAL BOARD MEETING DATE:

PERMIT ACTIVITY

CONTRACTOR / COMMENTS

AAA AWNINGS INC.

August 22, 2019 RICH STOLARZ

1 of 4




MUTUAL BOARD MEETING DATE:August 22, 2019 RICH STOLARZ

UNIT # NMI PLI NBO FI FCOEI ROF

5-G 10/18/18

9-B 07/19/19

9-J 07/31/19

11-D 01/25/19

13-C 02/27/18

15-A 12/21/18

17-B 01/02/19 07/30/19 08/07/19 08/21/19

19-D 02/25/19

19-E 08/06/19

21-F 03/13/19

23-D 06/04/19

25-D 06/10/19

27-C 07/30/18

27-L 07/25/19

28-I 08/13/19

29-E 05/31/19

29-L 11/15/18

31-H 06/24/19

32-k 07/22/19

33-L 04/12/19 06/14/19 06/18/19 07/02/19

34-A 11/19/18

36-H 04/23/19

37-G 11/09/18

ESCROW ACTIVITY

DOCUMENTS/COMMENTS

2 of 4





37-L 05/06/19

38-G 05/29/19 07/12/19 07/15/19 07/29/19

40-G 04/23/19

40-L 05/23/18

42-H 02/07/19 06/05/19 06/06/19 06/20/19 07/25/19

42-J 07/24/18

44-B 08/06/19

45-H 04/29/19 06/14/19 06/21/19 07/08/19

48-K 10/29/18

50-D 03/06/19 07/01/19 07/10/19 07/24/19

52-E 05/30/19 07/03/19 07/05/19 07/19/19

54-H 03/01/19

55-B 06/26/18

56-A 11/06/18

56-C 05/30/19 06/07/19 06/12/19 06/26/19

63-B 12/12/18 06/18/19 06/18/19 06/26/19

63-F 08/24/18

65-C 03/25/19

64-K 06/03/19

70-C 06/12/19

70-E 11/13/18

NMI = New Member Inspection PLI = Pre-Listing Inspection NBO = New Buyer Orientation

FI = Final Inspection FCOEI = Final COE Inspection ROF = Release of Funds

3 of 4





TOUCH UP PAINT AT LAUNDRY ROOMS WILL HAVE 3 BIDS AT NEXT MEETING

ROOT BARRIER WILL BE WORKING WITH J & J LANDSCAPE FOR PHASE 5 WILL GO BACK ON ALL OTHER SIDEWALKS

$13.00 PER RUNNING FOOT 18 INCHES DEEP J&J LANDSCAPE

FINISHED LINER BLDG 17 - REPAIRS APT. B & H - REPAIR FLOORS --- STARTING BLDG 18

CALLS AND VISITS TO UNITS 66

J & J LANDSCAPING CONTRACT GOOD THROUGH --- 11/30/2021 --- PROJECT --- LANDSCAPING

BRIGHTVIEW CONTRACT GOOD THROUGH 2021 --- PROJECT --- TREE ARBORIST

MUTUAL & SHAREHOLDER REQUEST

INNOVATIVE CLEANING SERVICES --- PROJECT --- LAUNDRY ROOMS TWICE A MONTH

A -1 TOTAL SERVICE PLUMBING CONTRACT GOOD FOR 69 BUILDINGS ---

MJ JURADO HAS COMPLETED PHASES 3 AND 4 --- WORKING ON STAGE 5

WASH CONTRACT GOOD THROUGH 11/21/2022 --- PROJECT --- WASHERS & DRYERS

MUTUAL CONTRACTS & PROJECTS

ASSOCIATION RESERVES GOOD THROUGH --- 7/26/2020

FENNS CONTRACT GOOD THROUGH 5/31/2020 ---- PROJECT --- TERMITES, PESTS AND GOPHERS

4 of 4

President’s Report. July:

In general things have run pretty smoothly during this second month of leadership with our new board. The general consensus and comments received regarding the Picnic have all been very positive and most folks are wondering when the next social will be.

My hope is that we can continue to offer open communication and more communication with our shareholders. As we begin the next buildings re-piping for instance, I would like to have an informational coffee to explain in detail what is going on, how long the project will take and limitations, i.e water turnoffs, consequences of not following instructions etc. Yes the project has been underway for several months now, but in that time folks have “forgotten” or new folks have moved in, or folks perhaps did not truly understand the scope of what we are doing. Additionally, I will begin to produce an occasional newsletter for our shareholders to provide a more direct and timely news source for our shareholders. This will be posted in the laundry rooms and also on the web with a link to the pdf.

In the next months we will be looking at policies and address budget concerns for the 2020 fiscal year. These two activities alone should keep us busy. I would ask each board member to provide Richard Stone with information regarding budget concerns, let’s call it your “wish list”.

Notes from the President’s Council meeting. July 3, 2019

Guest Speaker Pathways…

Purpose to help folks who need help. Works in collaboration with Cynthia Tostado. Provides services at no cost to clients. Began as a “volunteer hospice” when the concept was very new and now has expanded its offerings to provide interfaith caregiving in a variety of ways.

Assists Meals on Wheels Provides free transportation Does some emergency fixes Helps folks deal with loss and bereavement Encourages folks to “get out and be a part of the community” Nursing students help with assessing health of clients, medical management, isolation Assess fall risks etc

Looks at ways to provide social support to those who need it. Helps folks develop life legacy, sort papers etc. Volunteers are screened, background check etc. In-service training etc. Contact: 562-531-3031

Randy Ankeny’s remarks—provided an overview of insurance costs for 2019-2020---may decrease 1 % or increase 15%. General liability is a 10K deductible; LWSB is insured by Philadelphia Insurance. Master policy is $2.43 million. Greatest liability: Auto and Trip and Falls, Directors & Officers Liability coverage.

Soon you will see more yellow being painted on curbs and walkways where known issues of “trip and falls” could occur. California courts have found: “No matter your age you are responsible for your actions”. There is no “forgiveness” because you are old---not an excuse.

By-laws of council are on website.

LWSB is looking at some communication concerns and may put a person in charge of “social media” to create official LWSB Facebook, Twitter and Next Door accounts.

Physical Properties: Slurry project almost complete for this year. Some street painting, i.e. STOP and crosswalk lines is now underway.

Demand meters are set for 20KW to keep electric costs down (carports, laundry rooms, outdoor lighting). The electric company recently re-allocated demand time of use rates, now the best rates are from 8 am to 4 pm. Doing laundry later in the day costs more in electricity….so please try to do your laundry before 4 pm.

PARTY Time: Special. Gathering for all directors of Mutuals, GRF etc—SUMMER RECEPTION July 29 CH 4—5:00PM. Young Street Band performing, food, (BBQ-catered by Country Gardens)

Mutual One Presidents Report August 2019

It’s been two solid months now since our new board has been seated, it seems the transition has gone rather smoothly with folks taking on new responsibilities, training of the new members and adding some activities which we have not done in the past. By-Law Distribution Although passing out the By-laws door to door has taken a good deal of time, the overwhelming response of our shareholders has been quite positive. Additionally it appears that our board members too have enjoyed the opportunity to meet the shareholders, listen to their issues and do their best to respond to individual requests and pass information along. Folks have been very positive learning that the door to door delivery is saving the Mutual over $1000 in postage. Further it’s provided a good opportunity to promote the Town Hall Meeting, scheduled for Sunday September 15 in Clubhouse 1 at 4 pm. New Shareholders: New resident sales have picked up. In May, June and July, we welcomed 29 shareholders to 19 units. Sales have continued through August with six NBOs scheduled in just the last two weeks. George Tous has taken on the responsibility of training our new directors and scheduling the meeting locations, coordinating with the realtors and new buyers, and the follow-up inspections with Rich, Jerry, and John. Thank you Seon, Jill and Denise for your participation. George will soon be working with Eileen and Dick to get them reacquainted with the process. I believe it is important for all of our directors to know what is involved with New Buyer Orientations and the follow-up inspections on site at a unit. Service Maintenance-Plumbing Last week I met with Ruben Gonzales, Aaron Hensley, Rich Stolarz and Raymond Gray to make certain that everyone understands the procedure regarding plumbing issues in our re-lined buildings. I wanted to be certain that our Service Maintenance staff knew exactly when they can use a “snake” for clean out of blocked sinks and garbage disposals and when they needed to call A-1. It was an excellent meeting and each understood the parameters in which we are now working with the re-line. One very interesting thing that was discussed was Mutual One’s “Recipe” for keeping drains clear. It doesn’t. It was the consensus of the four master plumbers that the salt/vinegar/baking soda concoction was probably first put forth by some plumber who was looking for work as the goo often just lodges in the pipes and begins a plug that grows and grows. Rather, their recipe is simple: to keep drains smelling pleasant, once a month pour a quart of boiling water down the kitchen and shower drains followed by a cup of bleach; wait about five minutes and pour down another pot of boiling water. To keep the garbage disposal smelling fresh, occasionally

drop in a tray of ice cubes with a cup of lemon juice, run the disposal until all the ice is chopped. Pretty simple. Emergency Preparedness Shareholders are reminded that neither the Golden Rain Foundation nor Mutual One have the responsibility to provide supplies or emergency services to residents in the event of a disaster. All shareholders should have on hand enough water, medicines, and food to sustain themselves for at least three days. Do not expect that help will be available. Each shareholder should be proactive in providing for themselves. An Emergency Information Expo is planned for October 26 in Club House 6. Additionally Mutual One residents are encouraged to participate in the Great California ShakeOut! Millions of people worldwide will practice how to Drop, Cover, and Hold On on October 17 at 10:17 a.m. during Great ShakeOut Earthquake Drills. This year’s preparedness drill is the 12th ShakeOut, which began in southern California in 2008. Mutual One Matters Newsletter Last month following the Board Meeting, I produced the first issue of Mutual One Matters. I did not know at the time that Mutual Two has been producing a newsletter called Mutual Two Matters for four years now. Nevertheless, we will continue to call our newsletter “Matters” as well. The president of Mutual Two who launched, edits and produces their newsletter gave me her “blessing.” Sixty hard copies were printed, three placed in each laundry room on the bulletin boards. I noticed when posting the agendas for this meeting that folks have been reading it as in many of the laundry rooms only one issue remained, in some none, and all those that did remain had multiple thumb tack holes which indicated that folks have been removing it to read. All very good signs. Comments have been quite positive. We put it up on our website and when going door to door I suggested folks take a look at it via the web if they hadn’t yet seen it. My hope is to publish it monthly, describing it as an “occasional” newsletter lest I get locked into a schedule. Members are invited to submit stories, story ideas, photos etc. of a general interest to Mutual One. Email, Hotline, Contacts Many of our Board members have created new email addresses for Mutual One issues, please make a note of these. A new contact sheet will be posted in all of the Laundry rooms with contact and building assignments.

of 3 Landscape report 8/2019

8/2019 Landscape report

Sprinkler calls Year to Date (YTD): 45 Garden calls (YTD): 6 Other (YTD): 12

1. Pavement repair:

Jose and Jurado working collaboratively

One sprinkler pipe broken with mud erosion. Jose came in and did urgent repair

Ongoing issue with dirt transferring to sidewalks post pavement completion.

Proposal requested – see inspector report

Suggest with new contract, addition of sprinkler repairs by Jurado (Jose can turn on/off sprinklers pre/post concrete work)

2. Per last meeting – area evaluated, sprinkler system changes with new sprinkler heads. Awaiting results. Soil is wet post sprinkler

3. Landscaping spreadsheet available per request (viewing only)

Getting calls managed in a timely manner

Allowing for evaluation of calls/landscaping costs

Please continue to bring all landscaping issues to both Denise and Eileen so can better manage; decreasing duplication of effort and confusion as well as budgeting o i.e.: shareholder watering; depressions; fall hazards; etc.

4. Drainage and Erosion Problems

Depressions often develop in suburban yards. Water can burrow through loose layers of soil or poorly compacted areas to create underground voids. These voids can become so large that the soil and grass “roof” sinks or collapses to form large holes.

Sometimes depressions or holes can form under sidewalks or other walkways, with uneven concrete slabs creating a trip hazard. Fill, compact, and add topsoil can help you establish vegetation.

Watering needed to establish grass and maintain grass

Old sprinkler heads

New sprinkler heads


Visual display 1:

Area extremely dry even though sprinklers working. When touch soil after sprinkler running; still dry. In one of the 5 areas checked slightly moist only 1-2 cm in depth.

Visual display 2:

Sufficient grass growth up to sidewalk

Trial:

Building 64: Jose to evaluate, replace sprinkler heads and add topsoil at a cost of $650.00

Ideas/Suggestions:

1. Increase water running time a. Disadvantages

i. Increased water usage ii. Earlier start time (10:00pm) iii. Water to sidewalks unchanged

b. Advantages i. To be determined

2. Replace broken sprinklers with water-wise type (approx. $6-10) a. Disadvantages

i. No change to watering efficiency ii. More expensive

b. Advantages i. To be determined

3. Replace with rain bird sprinkler heads ($3.50) and decrease water running time a. Disadvantages

i. TBD ii. Only replace sprinkler lines as indicated (study and sprinkler calls) approximate

cost $150 each b. Advantages

i. Decreased water usage ii. TBD

Improve soil water content, Thicker grass decreasing dead areas and depressions Fall prevention strategy

Decision points:

1. Approve trial at building 64 to evaluate appropriate fix


2. Approve increasing watering time with earlier start time of 10pm

3. Replace sprinkler heads

a. Broken only

b. Dryness and Broken

4. Approve proposal for concrete repair areas

a. Sod

b. Seed with dirt removal

Mutual Administration Director’s Report

AUGUST 2019

In the summer heat a reminder to rest and cool down in the shade, minimize direct

exposure to the sun and stay hydrated, drink plenty of water.

Slow down: reduce, eliminate or reschedule strenuous activities until the coolest time of

the day.

Dress for summer: Wear lightweight, loose fitting, light-colored clothing to reflect heat.

Avoid extreme temperature changes.

Hot weather brings out the thirsty, hungry

critters

• We must not feed wildlife. Bird feeders will attract rats, squirrels, and rabbits which

will attract coyotes to your home.

• We must keep food, water and trash off our patios. Keep pet food and water bowls

inside and not on your patio.

Cats and small dogs should never be allowed outside alone. Pets must always be

accompanied by their owner and must be on a 6-foot leash at all times while outside. Do

not use a retractable leash.

Never leave pets unattended in vehicles LOOK before you LOCK

SIGN-IN SHEET

BOARD OF DIRECTORS MEETING MUTUAL NO. ONE

DATE: AUGUST 22, 2019

SHAREHOLDER/GUEST NAME1. Kathy Almeida 2. Mark Scott3. Joan Eisenhart4. Betty Hacke 5. Darinka Mlikotic6. Nancy Muth7. Diana Woods 8. Michi Hirata9. Manny Haro10.11.12.13.

the regular monthly meeting of the board of …...president gambol introduced and welcomed staff...

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