Property tour: Mark, Bill &Jim

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Property tour: Mark, Bill &Jim Powered By Docstoc
					         Property Improvement, Maintenance, Landscaping, & Safety Priority List
                                                   October 14, 2008

Note: Walk-throughs with our property management company (PMC/Krista Hayes), our landscaper
   (NPN/Nancy Pendergast), our maintenance contractor (QPM/Quality Property Maintenance/Mark Huha),
   and one or two Directors are done on the third Wednesday of the odd-numbered months at 12:15 PM.

Reserve Account Notes (next things needed):
1. 3010 - Structural Wood & Plastics - Deck reconstruction/repairs, fascia ($13.5K/yr).
2. 3030 - Roofing & Thermal Protection - $300K roofs in 15 yrs, $128K roof edge tiles in 15 years.
    Note: If we have a severe termite problem in a building, it can cost $22K to re-roof half a building, plus $17K for
    tenting = $39K (such as south building #4 in May 2007).
3. 3050 - Doors & Windows – Clubhouse & restroom doors: $10K (in 2008?)
4. 3060 - Rec Room/Clubhouse Equip & Facilities - $65K remodeling over 10-15 yrs.
5. 3070 - Mechanical Systems - Sump pumps, fire alarm systems: $35K over 10-13 yrs.
6. 3080 - Exterior Maintenance – On-going stucco repairs and painting ($10K/yr). Paint all bldgs (in 2009?) years
for $87K. Concrete paving and surfacing ($30K/year).
7. 3110 – Communications - New front intercom system: $3,500 in 2 yrs. ($20K if we want to do a new wireless key
    fob system)
8. 3130 - Fences, Walls & Gates - Includes all railings. Need to replace steel railings on the 3 long common area
    patios (replace with aluminum & narrower/code): $51K (do this Winter?). Then we have the remaining
    steel balcony railings left to do (about $60k – do in 2009? At least east side of bldg 2 - $32K).
9. 3150 – Landscaping - $60K over 10 years.
Note: The next two items are not included in the reserve plans and therefore might require a special assessment:
10. Moving in bluff railing and sidewalks (when the bluff gets too close) - $40-50K.
11. Installation of a sea wall (hopefully at least 20 years out) - $2-3M ($23-35K/unit).

Comment: The Board feels that a reserve balance/accumulation of at least $150-200K should be maintained (20-30%
   of the reserve study recommendation of $713K). Of our $360/mo dues, $160 goes into reserves = $167K/yr
   (versus the reserve study recommendation of $113K/yr).

Completed:

1. Replace washers and dryers in laundry room – Krista and Jim working on.

2. Other maintenance: Various repairs (stucco and sealing).
   a) Painting & Stucco
   b) Drywall – Restroom wall.
   c) Miscellaneous repairs:
          o    Stucco repair at unit #14 - DONE
            o     Columns at the pool area along the bluff need repair - UNDER WAY
            o     Hole in mens restroom (again!) repair - DONE
            o     Doors at building #6 need to be painted along with the ones along the clubhouse - DONE
            o     Paint brick above utility doors at building #6 - DONE
            o     Paint stucco and replace light covers under overhang outside clubhouse - DONE
            o     Repaint pool fence & entry gate - DONE
            o     Building #2 replace bricks along bluff walkway - DONE

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Approved and In Process:

3. Replace T12 florescent fixtures in garages in sections with T8 fixtures (will save 25% on electricity = about
   $500/mo of $2,000/mo electric bill, plus SDG&E provides rebates for changing them), and run ground wires
   (current metal conduit is not making good connections between fixtures). Project estimate: $2,000 after
   SDG&E rebate. Action: Mark Tiddens to fill out SDG&E paperwork.

4. New common area patio planters (36 x about $200 with self-watering inserts and plants = $7.2K). Action: We
   purchased two samples that are in the garage. West one is probably best. On hold to see if new overall
   property plan direction affects this.

5. Pool bottom resurfacing – The bottom is chipping/flaking off and looking bad. Poolmaster (our pool
   maintenance company) quoted $17,470 for a white polished gemstone finish, and Gardner quoted $16,601 for artic
   white pebble sheen (both including putting in two drains per current code and new tile). Will shut down the pool
   for about 3 weeks this Fall/Winter.

Pending:

6. Pool and spa concrete deck resurfacing? – Received a quote from Trip Busters on 2/13/03 for $9,088, but they
   did $1.8K of crack filling, so $7-8K remaining. Would greatly add to the appearance and cover up the appearance
   of the filled cracks. It can be done in a color if desired.

7. New property signs? Krista received a quotation of $7k for regular tile + $2,625 for mounting tile signs = $9.6K.
   Or glass mosaic per Adler proposal ($10k + $2.5k for the recommended white foam base + $2,625 for mounting
   them = $15.1K).

8. New doors for rec room and restroom. Consider handicap access (not required on private property but would
   be nice). $5,000?

9. New unit number signs? Tile? See samples units 85 and 86 (top floor, west half of north building 6) - would
   cost $40 each or about $3.4K total.

10. Beautification on the west side of the middle bluff building #2 – New stepping stones (flat rock – see samples
    on east side of rec room), including in front of the windows where we don’t want to water, because we don’t want
    water on the windows, caulking, and frames, so the ground is dry and dead ($2,000?).

11. Slope retaining and beautification on east side of middle bluff building #2 – Retaining walls to prevent sliding
    of dirt down into the unit patios & against the wood fences, and beautification ($15,000?).

12. Handicap access to the bluff and clubhouse areas: We could consider putting a sidewalk under the stairs at the
    south end of middle bluff building #2 in the south corridor, which would allow wheel chair access from the lower
    garage to the bluff and clubhouse areas. Private property is not required to provide handicap access, but this is
    relatively easy ($5,000?).

13. Remodel restrooms (commercial toilets, redo partitions and showers, handicap access?).

14. Railings - As they need to be replaced, continue to replace old railings with ones that meet code for vertical railing
    spacing (insurance requirement for common area railings), and replace steel with aluminum. Only about 40%
    have been replaced, and the insurance company must see progress over time. Also, add ornaments to newer
    railings and railings on both sides of stairways. Next railings to be replaced or perhaps repaired (old steel
    railings that have been attacked by the salt air): 2nd & 3rd floors on west side of middle bluff building #2 (18 balc.
    x 12ft = 216ft – or can they be sanded and painted one more time?), 2nd floor on the east side of middle building #5
    (9 balc x 12ft= 108ft), and 3 stretches along the common area patios of buildings 4, 5, and 6 of 170 feet each

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    ($17,000 per “stretch” = $51K)
    Cost: $100 per foot.
    Note: In regards to the narrower picket-spacing code, our insurance company requires we “show progress”
    (although other insurance companies have required properties to comply immediately). However, this applies only
    to common-area railings, not to the unit balcony railings. The only reason to replace the unit balcony steel railings
    with aluminum is if they are rusting away.
    Note: Perhaps we want to go to “glass railings” for the three common area patios and for around the pools and spa
    (last item below)? They are popular, look nice, and enhance views. Disadvantages of glass railings are
    maintenance/cleaning, and they cut down on natural breeze ventilation (which might be nice for the pools and spa
    areas though).

15. Sealing of patios:
    a) We need to keep the facia and seals maintained to minimized moisture, and therefore dry rot, in the beams of
       the patios.
    b) The original design of the balconies is poor with respect to the sealing of them. There is no moisture barrier
       under the tiles, and no flashing over the edge of the fascia (except for the balconies on the south side of bldg 4,
       and the south side of unit 82 which can be seen from the street). Therefore, moisture can get into the balconies
       and cause dry rot. When they reconstructed most of the balconies 3 years ago, they found little termite
       damage, but some dry rot, which necessitated sistering some beams. We need to put in our architectural
       guidelines that anytime tile is replaced on a balcony that a moisture barrier and flashing needs to be installed.

16. Repaint concrete painted signage.

17. Resurface all sidewalks to make them look the same since all the repairs have been completed – Trip Busters
    estimates about $20K. We can choose a color (like that for the pool/spa deck above).

18. Resurface the north and south building’s large common area patios? - We had all of the cracks V-cut and
    caulked in 2006 (and touched up again in November 2007), but resurfacing would further ensure sealing to prevent
    damage of the pre-stressed concrete panels, and it would cover up the appearance of the filled cracks.

19. Unit drain pipes/traps in garages – Review and bring up to code (some units have drain pipes and traps that are
    not metal as is required by California code).

20. Additional Main Line Water Valves: We found that there is a main value for building 1 that we need to replace
    next time we have the property water off. Also, there is one more place that we probably should have shut-off
    valves: That is at the T just slightly buried below unit #21 that has three lines going to the three bluff buildings. It
    would be especially nice to be able to turn off the center bluff building, which has some old stubs that we think
    might have been fire hoses in the past, one of which "fell off" a couple years ago when an owner's head touched it
    (the center building has valves for groups of 6 units but not for the whole building, and there is no valve for the
    lines to the groups or to the stubs). But at least now we have a valve to just shut off all the bluff buildings and not
    the whole property. Also at this T it would be nice to have valves to the other two bluff buildings. Although there
    are building shut-off valves on these buildings, if those valves have a problem, or the pipes to them have a
    problem, it would be nice to be able to shut off each building from it's source connection. Also, we could consider
    placing a pressure value on the main line in the center garage that goes to the bluff buildings so that the water
    pressure could be equalized between these and the upper buildings.

21. Security enhancement –
    a) Go to an electronic keyless entry system ($20K?). Then access fobs/cards can be tracked and also have
    expirations. Would need to put electronic locks on spa, pool, rest rooms, and laundry room.
    b) Upgrade security camera system, including professional cameras/system and cameras on pedestrian and car
    entrances ($20K?).



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22. Bluff failure plan – Action plan for if/when needed. It seems that a permit for constructing a wall cannot be
    obtained until the bluff is within 15 feet of a building. Our closest two points are at 25 feet and historically we
    have lost an average of a half foot per year (so hopefully 20 years before getting within 15 feet). If we lose
    another 3 feet, the sidewalk will need to be moved again ($40-50K for new sidewalk and new railing), probably for
    the last time before a sea wall will be needed. When a sea wall is needed (hopefully not until 30-40 years from
    now), the cost in today’s dollars would be $2-3 million, requiring an assessment of $20-35,000 per unit. We could
    start accumulating a special fund for this, but an owner pointed out one time that HOA reserves are a very bad
    place to put money because the money must be placed in very conservative investments.

23. Solar heating for pool and spa? Two other complexes on the bluff have it and report it paid back within 2 years.

24. Change pool and spa to salt water? There are pros and cons, with one of the biggest problems being accelerated
    corrosion of all the plumbing. Saltwater pools do not eliminate the need for chlorination, but include equipment
    that make chlorine from the salt water rather then needing to use liquid chlorine.

25. Install artificial grass in lawn areas? – Dogs are killing the grass – especially the south lawn. Artificial lawns
    now look nice all the time, and lowers water and maintenance costs.

26. Clubhouse ideas -
    a) Big-screen TV, pool table, fooz-ball table, air hockey, or ping-pong (need 25 ft min.)? Don’t know if we want
    to encourage “boisterous” activity in the clubhouse – potentially more damage – pool cue sticks broken, poked into
    walls, etc., or encourage more noise in the clubhouse which might disturb the units above. Chain anything down
    (two previous TV’s were stolen).
    b) Further “uplift” clubhouse appearance? – new sectional carpet, smooth brick walls, hide ceiling brackets
    and pipes, etc.?
    c) Exercise room - Partition off the back portion of the clubhouse as an exercise area so that people could look
    towards the ocean? Cons are perhaps changing the great existing character of the clubhouse room by reducing it’s
    size, association liability, and especially weight machines could disturb the units above.

27. Pool and spa areas – An idea is to install glass fence to block the ocean breeze, and perhaps instead of the railing
    fence to provide a better ocean view. Cons: Maintenance/cleaning?


Standard Reminders/Notes:

1. Termites – Owners are responsible for termites in the window or doorframes, or inside their unit.
   June 2007: To encourage prevention, the Board approved paying for termite treatments, no matter where they are,
   if owner’s use our contractor and we approve.

2. Crime prevention – We put notices on everyone’s doors in April 2005 and in November 2007 not to leave
   anything valuable in cars, and we put padlocks on all of the circuit breaker boxes so vandals cannot turn off the
   lights and video cameras. Notes from COOSSA meeting:
   a) There seems to be a correlation between complexes that have no cameras and car vandalism. The complexes
   that have camera systems have not experienced as many car break-ins.
   b) There seems to be no correlation between the vandalism and having roving security. Two complexes that have
   roving security 5 times through the night still have the car “smash and grabs” - and the roving security costs
   $2,000 per month!
   c) The other complexes confirm that the vandals seem to be very efficient and only smash car windows when they
   see something in the car to steal.

3. Drain clog prevention (especially in the bluff buildings where the main horizontal drain pipes under the
   buildings cannot be replaced): Pacific Drain has said in the past that periodic drain cleaning it is a waste of
   money, that “clogs will happen whenever they happen because they are caused by people in the units”, and that the

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    best prevention is to have drains snaked whenever they drain slowly . But I met with Pacific Drain to discuss this
    further. They agree that a film and piles of grease can build up over the years and reduce the inner diameter of the
    pipes, mainly in the horizontal drain pipes under the bluff buildings (as opposed to vertical pipes and also the pipes
    that are easy to maintain in the garages under the other buildings). They agreed that power jetting every 6 months
    would help minimize further build-up in these pipes.
    Update 3/19/05: The high-pressure jetting was completed, and video inspection was performed.
    Update 6/10/05: We met with Pacific Drain to review the video, and decided to do more jetting to blast away
    more of the build-up. This was completed June 15. They were successful in blasting away a few mounds of
    grease from below the 2-inch connections to the kitchens (warm grease goes down the vertical pipes and hits the
    bottom of cold horizontal main pipe where it immediately turns solid).
    Update 7/24/06, 10/8/07: Jetting completed.

    June 2007: To encourage prevention, the Board approved paying for the snaking of drains if owners use
    our designated drain company.

4. Hot Water Tanks – Replace every 10 years, or less. Replace the flex hoses every 5 years. Good news:
   There are new, totally stainless steel flex pipes (versus the old copper flex pipes or the more recent shiny
   stainless-steel-mesh-covered rubber hoses, which also fail within 5 years).

5. Original unit circuit breakers – They are getting old if they have never been replaced, and could be a fire hazard.
   We put this item in the January 2007 letter to the owners.

6. Original unit wall heaters – These are old, are a fire hazard, and should be replaced. If the limit switch fails,
   such as if the fan freezes up, they can overheat. Especially do not leave them on when no one is in the unit.




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