important! please read carefully! minutes of the regular ... · board of directors mutual nine...

IMPORTANT! Please read carefully!

MINUTES OF THE REGULAR MEETING OF

THE BOARD OF DIRECTORS SEAL BEACH MUTUAL NINE

January 13, 2020

The Regular Monthly Meeting of the Board of Directors of Seal Beach Mutual Nine was called to order by President Mayer at 9:00 a.m. on Monday, January 13, 2020 in Administration Building, Conference Room A followed by the Pledge of Allegiance. SHAREHOLDER(S’) COMMENTS Several shareholders made comments. ROLL CALL Present: President Mayer, Vice-President Walz, Chief Financial Officer

McFadden, Secretary Dodero, Directors Croft, Muller-Gray, and Turner

GRF Representative: Mr. A. Dodero Guests: Nineteen Mutual Nine Shareholders

Staff: Mr. Ankeny, Executive Director Ms. Hopkins, Mutual Administration Director Mr. Rodriguez, Building Inspector (Interim) Ms. Senske, Recording Secretary President Mayer welcomed the shareholders and staff to the meeting. Guest Speaker Executive Director Ankeny addressed the Board on the flooding in Building 223. Following questions, Executive Director Ankeny left the meeting at 9:15 a.m. MINUTES

The regular meeting minutes of the December 9, 2019 were approved by general consent of the Board as corrected.

BOARD OF DIRECTORS MUTUAL NINE January 13, 2020

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MINUTES (Continued)

Following a discussion and upon a MOTION duly made by President Mayer and seconded by

Director Turner, it was

RESOLVED to approve the special emergency meeting minutes of the December 20, 2019 by general consent of the board as corrected.

The MOTION passed. BUILDING INSPECTOR’S REPORT Inspector Rodriguez presented his report (attached). Following questions, Mr. Rodriguez left the meeting at 9:21 a.m. GRF REPRESENTATIVE

Mr. Dodero presented his report (attached). Following questions, Mr. Dodero left the meeting at 9:30 a.m. UNFINISHED BUSINESS Following a discussion and upon a MOTION duly made by Chief Financial Officer McFadden

and seconded by President Mayer, it was

RESOLVED that the Board authorizes the following transfers of funds, per detailed and dated resolution, by consent calendar.

Transfer/ Invoice Date

Amount Originating/Destination Accounts or Payee

12/05/19 $15,000.00 US Bank Non-Restricted Money market to US Bank Checking

11/12/19 & 11/14/19

$12,640.03 Roxygen Painting

11/24/19 $13,289.52 Payee: Bruno H. Alvarez

12/05/19 $151,591.19 ACH – Direct Debit from Multiple Shareholders to US Bank Checking

12/05/19 $126,127.75 US Bank Checking to GRF – US Bank Checking

12/06/19 $57,350.34 US Bank Checking to US Bank Impound

12/17/19 $50,000.00 US Bank Non-Restricted Money Market to US Bank Checking

12/17/19 $15,790.88 US Bank Restricted Money market to US Bank Non-Restricted Money Market

01/06/2020 $157,338.83 ACH – Direct Debit from Multiple Shareholders to US Bank Checking

01/06/2020 $85,754.86 US Bank Checking to GRF – US Bank Checking

01/07/2020 $58,585.91 US Bank to US Impound

The MOTION passed.


- 3 -

UNFINISHED BUSINESS (Continued)

Following a discussion and upon a MOTION duly made by Chief Financial Officer McFadden

and seconded by Secretary Dodero, it was

RESOLVED to acknowledge that, per the requirements of Civil Code Section 5500(a)-(f), a review has been completed of the Mutual’s reconciliations of the operating and reserve accounts, operating revenues and expenses compared to the current year’s budget, statements prepared by the financial institutions where the Mutual has its operating and reserve accounts, income and expense statement for the Mutual’s operating and reserve accounts, the check registers, the monthly general ledger and delinquent assessment receivable reports, for the month of December 2019.

The MOTION passed. NEW BUSINESS


Chief Financial Officer McFadden, it was

RESOLVED to approve the new occupancy agreement for all new shareholders beginning January 14, 2020. All previous occupancy agreements for current shareholders remain the same and will not be revised or changed (attached).

The MOTION passed with four “yes” votes (Mayer, Dodero, McFadden, and Turner) and three “no” votes (Walz, Croft, and Muller-Gray). Following a discussion and upon a MOTION duly made by President Mayer and seconded by


RESOLVED to ratify amended/posted Policy 7210.09 – Annual Elections. The MOTION passed with five “yes” votes (Mayer, Walz, Dodero, McFadden, and Turner) and two “no” votes (Muller-Gray, and Croft).



RESOLVED to ratify posted/adopted Policy 7574.09 – Antennas, Satellite, and DirecTV Dish Installation – Television Transmitter.

The MOTION passed with four “yes” votes (Mayer, Walz, Dodero, and McFadden) and three “no” votes (Turner, Muller-Gray, and Croft).


- 4 -

NEW BUSINESS (Continued)



RESOLVED to ratify posted/ amended Policy 7525 - Withdrawal Inspection Process Fee.

The MOTION passed with five “yes” votes (Mayer, Walz, Dodero, McFadden, and Turner) and two “no” votes (Muller-Gray, and Croft) Following a discussion and upon a MOTION duly made by President Mayer and seconded by


RESOLVED to accept the Roseman Proposal to restate the bylaws, at a cost not to exceed $1300.00, and to accept the county recorder, at a cost not to exceed $500.00. Funds to come from legal fees.

The MOTION passed with six “yes” votes (Mayer, Walz, Dodero, McFadden, Turner, and Muller-Gray) and “no” vote (Croft). Following a discussion and upon a MOTION duly made by President Mayer and seconded by


RESOLVED to approve the Annual GCARP (General Counsel Attorney Retainer Program) with Roseman Law, APC, effective immediately, at a cost not to exceed $500.00 annually, and authorize the Mutual President to sign the necessary documentation. Funds to come from Legal Fees.

The MOTION passed with five “yes” votes (Mayer, Walz, Dodero, McFadden, and Turner) “two” no votes (Muller-Gray, and Croft). SECRETARY/CORRESPONDENCE Secretary M. Dodero received no correspondence. CHIEF FINANCIAL OFFICER’S REPORT Chief Financial Officer McFadden submitted her financial report (attached). MUTUAL ADMINISTRATION DIRECTOR’S REPORT Mutual Administration Director Hopkins submitted her report.


- 5 -

ANNOUNCEMENTS a. NEXT SPECIAL AGENDA MEETING: Wednesday. January 22, 2020 at 5:30 p.m. at Clubhouse 3, Room 9 b. NEXT REGULAR MEETING: Monday, February 10, 2020 at 9:00 a.m. at Administration Building, Conference Room A COMMITTEE REPORTS Physical Property Vice President Walz submitted his report. Landscape No report was presented. Budget No report was presented. Bylaw Secretary Dodero submitted her report. DIRECTORS’ COMMENTS Several Directors made comments. SHAREHOLDER(S’) COMMENTS Several shareholders made comments. ADJOURNMENT There being no further business to conduct, President Mayer adjourned the meeting at 11:05 p.m. and announced there would be an Executive Session following the meeting to discuss member issues.

BOARD OF DIRECTORSMUTUAL NINE

EXECUTIVE SESSION SUMMARY

January 13,2020

The Board met in Executive Session on January 13, 2020, at 11:25 a.m., and took thefollowing actions:

The board approved the Executive Session Minutes from December 9, 2019 as written.

1. Legal Mattersa. Legal matters were discussed.

2. Contractsa. No contracts discussed.

3. Assessments / Delinquenciesa. Delinquent letters were drafted.

4. Disciplinary Hearingsa. Disciplinary Hearings were discussed.

The Executive Session was adjourned at 12:11 p.m.

MCL'- n^ \)oc.it^,Attest: JVIarjorie Dodero, Secretary

^L-fiEACH MUTUAL NINEds: 1-13-2020Attachments

-6-

BOARD OF DIRECTORSMUTUAL NINE January 13,2020

01-13-2020

RESOLUTIONS IN THE REGULARMONTHLY MEETING OF JANUARY 13, 2020

The regular meeting minutes of the December 9, 2019 were approved by generalconsent of the Board as corrected.

RESOLVED to approve the special emergency meeting minutes of the December20, 2019 as corrected.

RESOLVED that the Board authorizes the following transfers of funds, perdetailed and dated resolution, by consent calendar.

IIKWs/eMWwoiG^fWW

WWQuW ||3/j||||^g|||s^a^;,Ae ||i||%|||^12/05/19 $15,000.00 US Bank Non-Restricted Money market to US Bank Checking11/12/19 &11/14/1911/24/19

$12,640.03 Roxygen Painting

$13,289.52 Payee: Bruno H. Alvarez12/05/19 | $151,591.19 ACH - Direct Debit from Multiple Shareholders to US Bank

Checking12/05/19 | $126,127.75 US Bank Checking to GRF - US Bank Checking12/06/19 | $57,350.34 US Bank Checking to US Bank Impound12/17/19 | $50,000.00 US Bank Non-Restricted Money Market to US Bank Checking12/17/19 $15,790.88 US Bank Restricted Money market to US Bank Non-Restricted

Money Market01/06/2020 | $157,338.83 ACH - Direct Debit from Multiple Shareholders to US Bank

Checking01/06/2020 $85,754.86 US Bank Checking to GRF - US Bank Checkin01/07/2020 $58,585.91 US Bank to US Impound

RESOLVED to acknowledge that, per the requirements of Civil Code Section5500(a)-(f), a review has been completed of the Mutual's reconciliations of theoperating and reserve accounts, operating revenues and expenses compared to thecurrent year's budget, statements prepared by the financial institutions where theMutual has its operating and reserve accounts, income and expense statement forthe Mutual's operating and reserve accounts, the check registers, the monthlygeneral ledger and delinquent assessment receivable reports, for the month ofDecember 2019.

RESOLVED to approve the new occupancy agreement for all new shareholdersbeginning January 14, 2020. All previous occupancy agreements for currentshareholders remain the same and will not be revised or changed (attached).

RESOLVED to ratify amended/posted Policy 7210.09 -Annual Elections.

RESOLVED to ratify posted/adopted Policy 7574.09 - Antennas, Satellite, andDirecTV Dish Installation - Television Transmitter.

-7-

BOARD OF DIRECTORSMUTUAL NINE January 13,2020

RESOLVED to ratify posted/ amended Policy 7525 - Withdrawal Inspection ProcessFee.

RESOLVED to accept the Roseman Proposal to restate the bylaws, at a cost notto exceed $1300.00, and to accept the county recorder, at a cost not to exceed$500.00. Funds to come from legal fees.

RESOLVED to approve the Annual GCARP (General Counsel Attorney RetainerProgram) with Roseman Law, APC, effective immediately, at a cost not to exceed$500.00 annually, and authorize the Mutual President to sign the necessarydocumentation. Funds to come from Legal Fees.

-8-

MINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORSSEAL BEACH MUTUAL NINE

January 22,2020

A Special Meeting of the Board of Directors of Seal Beach Mutual Nine was convened at 5:30p.m. on Wednesday, January 22, 2020, in Clubhouse 3, Room 9.

Those members present were: President Mayer, Vice President Walz, Secretary Dodero, DirectorsTurner, Croft, and Muller-Gray. Also present was Security Director Rocha

Absent was: Chief Financial Officer McFadden.

There were forty-five shareholders present.

The purpose of this meeting was to discuss Bylaws, rules and regulations, and to rescind the motion toinstall five washers and five dryers and to adhere to previous agreement of installing thirty-two washersand thirty-two dryers.

Following a discussion and upon a MOTION duly made by President Mayer and seconded by SecretaryDodero, it was

RESOLVED to rescind the following resolution dated December 9, 2019, board meetingRESOLVED to approve the removal of mutual 9's washer and dryers and approve for NationalNOT to install 1 new washer and 1 new dryer in laundry rooms: 115, 208, 212, 234, and 237criteria to include: 1 washer, 1 dryer per 12 units that do not have washer and dryers.

The MOTION passed unanimously.

This meeting did not follow the agenda, B. Croft sent following email to shareholders and this was NOTsent to the board: "There will be an update and discuss regarding the upcoming changes to Mutual 9governing documents and how they will affect you." Rules and Regulations were not discussed.

President Mayer read Davis Sterling, "what are by-laws?", and opened the meeting up to theshareholders.

Shareholder comments: This ended up being Town Hall Type meeting with many questions from theshareholders. Questions also to Mr. Rocha on traffic violations.

The meeting adjourned at 7:00 p.m.

^(<^M€UJL ry).Attest,Marjorie Dodero, SecretarySEAL BEACH MUTUAL NINERb (1/30/2020)

P.O. Box 2069Seal Beach CA 90740

I 1009 Seal Beach Mutual No. NineI Financial Statement Recap[ 12/31/2019

Page:',

DecActual

DecBydget_

2019Y-T-DActual

2019Y-T-DBudget

96,96046,310

143,270

96,95946,304

143,263

Carrying ChargesReserve Funding

Total Regular Assessments

1,163,520555,725

1,719,245

1,163,519555,725

1,719,244

i

1,1031,1726,330

8,605

151,875

1,058670

6,596

8,324

151,587

Service IncomeFinancial IncomeOther Income

Total Other Income

Total Mutual Income

16,99520,29790,727

128,019

1,847,264

12,7188,018

79,119

99,855

1,819,099

60,7477,954

11,12546,9515,347

46,310

178,435

(26,560)

9,716

(36,276)

60,74711,2063,309

21,3438,678

46,304

151,587

0

0

0

GRF Trust Maintenance FeeUtilitiesProfessional FeesOutside ServicesTaxes & InsuranceContributions to Reserves

Total Expenses Before Off-Budget

Excess lnc/(Exp) Before Off-Budget

Depreciation Expense

Excess lnc/(Exp) After Off-Budget

726,602116,39436,344

282,764115,315555,725

1,833,145

14,119

68,185

(54,066)

728,986134,46139,675

256,204104,048555,725

1,819,099

0

0

0

(320)3,219417

(1,850)(3,146)

(1,681)

00000

0

Restricted ReservesAppliance Reserve EquityPainting ReserveContingency Operating EquityRoofing ReserveInfrastructure Reserve

Total Restricted Reserves

18,30474,72741,741

905,054319,868

1,359,694

00000

0

^5

MUTUAL: NO. 9 ROBERT SWORDES

UNIT/BLDG DESCRIPTION OF WORKGRF/CITY

PERMITS

PERMIT

ISSUE

COMP

DATE

CHANGE

ORDERRECENT INSPECTION CONTRACTOR / COMMENTS

206 F PELLA BRAND WINDOWS ENTIRE UNIT BOTH 01/05/20 03/01/20 NO RYDEN CONSTRUCTION

206 i NEW STORAGE FRONT/ ENTRY DOOR GRF 12/01/19 03/01/20 NO MARK WARRELL CONSTRUCTION

208 A WATER FILTER AND TWO BIDET INSTALLS BOTH 12/31/19 01/31/20 NO HWANG J & S CONSTRUCTION

209 REROOF BOTH 04/29/19 12/31/19 NO 8/9/19 SHEATH ROOFING STANDARDS

209 8/15/19 SHEATH "

209 9/27/19 FINAL "

210 B DUAL ZONE HEAT PUMP / ATTIC ACCESS / BASE BOTH 12/23/19 03/23/20 NO GREENWOOD

212 REROOF BOTH 04/29/19 12/31/19 NO 5/3/19 SHEATHING ROOFING STANDARDS

212 5/17/19 FINAL "


213 11/7/19 FINAL "


215 11/8/19 FINAL "

215 A REMODEL BOTH 08/10/19 02/10/20 NO 10/9/19 ROUGH PL LW DÉCOR

215 A 10/18/19 TRENCH "

215 A 10/22/19 FOOTING "

215 A 11/18/19 HOT MOP "

215 A 11/18/19 ROUGH E "

215 A 11/18/19 GROUND "

215 A 11/22/19 FRAMING "

215 A 11/27/19 SHEAR "

215 A 11/27/19 INSULATE "

215 A PENETRATED ROOF WITH VENT "

215 A 12/5/19 DRYWALL "

215 A 12/5/19 LATH "

217 D WASHER/DRYER IN KITCHEN BOTH 11/04/19 11/12/19 NO OGAN CONSTRUCTION

217 D WAITING ON EXTENSION


218 6/17/19 FINAL "


220 11/7/19 FINAL "

220 G SLIDING DOOR/PORCH LIGHT/PAVERS BOTH 10/10/19 01/30/20 NO MAMUSCIA

225 F EZ ACCESS TUB/ENCLOSURE/BAR GRF 01/06/20 02/06/20 NO NUKOTE

225 L SKYLIGHT/DISHWASHER/ELECTRICAL/COUNTERS/SINKS/FIXTURE BOTH 01/06/20 03/13/20 NO KONRAD CONSTRUCTION


227 11/7/19 FINAL "

229 B WINDOW/DRYWALL/STORM DOOR GRF 11/01/19 10/31/20 NO LOS AL BUILDERS

231 J TWO 30 X 60 SKYLIGHTS AT PATIO/FAN BOTH 11/15/19 12/15/19 02/28/20 M & M CONSTRUCTION & SKYLIGHTS

231 J MICROWAVE/FLARE SKYLIGHTS/KIT/BAT BOTH 11/15/19 02/28/20 11/25/19 "

232 K EZ ACCESS / RAISE SEAT 7" GRF 01/27/20 02/27/20 NO NUKOTE

blue color indicates roofs that have been completed and to let contractors know that only Roofing Standards can penetrate the roof on any project

INSPECTORS REPORT 2020

INSPECTOR:

MUTUAL BOARD MEETING DATE: JANUARY 13,2020

PERMIT ACTIVITY

UNIT # DOCUMENTS/COMMENTS PLI NBO FI FCOEI ROF NMI

206 L 09/20/18

208 L 12/11/19 12/19/19 12/19/19 01/02/20

212 H 06/12/19

212 K 06/08/18

215 A 10/18/18 02/04/19 02/05/19

218 K 01/16/18

220 A 10/04/19

222 A 08/19/19 12/13/19 12/17/19 12/30/19

222 L 04/24/19

226 L 06/21/18

232 K 07/29/19 11/19/19 11/20/19 12/03/19

234 i 11/08/19 12/23/19 12/23/19

235 E 06/03/19 09/06/19 09/23/19

EMPIRE NOVEMBER 8TH/2018-JANUARY 2019 THIS YEAR/AFTER 3YEARS

BRIGHTVIEW REMOVE 11 BOTTLEBRUSH TREES/ START-OCT. 21ST-COMP. JAN. 31, 2020

ROXYGEN PAINTING COMPANY JULY 21ST,2019 - DECEMBER 31ST,2019

UNIT NUMBER REASONS

SITE VISITS

OGAN CARPORT & LAUNDRY LIGHTS-START 3/18/19-COMPLETION 4/26/19A-1 TOTAL SERVICE CONSTRUCTION BLDG 237 - APRIL 22ND START-COMPLETION 5/6/19

ESCROW ACTIVITY

CONTRACTOR PROJECT

FENN PEST CONTROL APPROVED BY BOD 6/12/17

PINNACLE JULY 1ST 2018-JUNE 30TH 2021

CONTRACTS

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

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

ROOFING STANDARDS APRIL 29TH START 2019-COMPLETION 12/30/19

BA CONSTRUCTION APRIL 29TH START 2019-COMPLETION 10/22/19911 SEWER SPECIALIST SEPTEMBER 9/17/19- 10/17/19

BA CONSTRUCTION 25 BUILDINGS FOR GUTTER CLEANING/ START OCT.21ST-COMP. JAN. 31 2020ARBOR PRO COMPUTERIZED TREE INVENTORY/ START OCT.21ST- COMP. JAN. 31, 2020PINNACLE TREE TRIMMING / TO BE COMPLETED BY DEC. 13, 2019

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