A G E N D A REGULAR MONTHLY MEETING OF THE BOARD OF DIRECTORS SEAL BEACH MUTUAL SEVEN October 17, 2018 Meeting begins at 1:00 p.m. Administration Buil

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1 A G E N D A REGULAR MONTHLY MEETING OF THE BOARD OF DIRECTORS SEAL BEACH MUTUAL SEVEN October 17, 2018 Meeting begins at 1:00 p.m. Administration Building Conference Room A 1. CALL TO ORDER/PLEDGE OF ALLEGIANCE 2. SHAREHOLDER COMMENTS (2-3 minutes per shareholder) 3. ROLL CALL 4. INTRODUCTION OF GRF REPRESENTATIVE, STAFF, AND GUEST(S): Ms. Rapp, GRF Representative Ms. Miller, Finance Director Ms. Hopkins, Mutual Administration Director Mr. Hurtado, Building Inspector Ms. Villalobos, Recording Secretary 5. APPROVAL OF MINUTES: Regular Meeting Minutes of September 19, 2018 Special Meeting Minutes of September 26, 2018 (p.3-4) 6. BUILDING INSPECTOR S REPORT Mr. Hurtado Permit Activity; Escrow Activity; Contracts & Projects; Shareholder and Mutual Requests (p.5) a. Discuss and vote to approve/deny the pergola for Unit 169-A (p.6) b. Discuss and vote to approve/deny the pergola for Unit 170-G (p.7) c. Discuss and vote to approve/deny the pergola for Unit 158-F (p.8) d. Discuss and vote to approve/deny the awning for Unit 150 E (p.9) e Discuss and vote to approve/deny the patio for Unit 157-L (p.10) 7. GUEST SPEAKER Ms. Miller a. Discuss and vote to approve/deny the 2019 Mutual Budget (p.11) b. Discuss and vote to accept the CliftonLarsonAllen LLP Engagement letter for the 2018 Audit (p.12) 8. UNFINISHED BUSINESS None 9. NEW BUSINESS a. Update from Emergency Information on 2018 Shake Out b. Discuss and vote to approve/deny Mutual Seven ban the use of toxic chemicals on lawns, gardens, and sidewalk areas (p.13) (10/09/18cv) 1

2 STAFF BREAK BY 3:00 p.m. 10. SECRETARY / CORRESPONDENCE Ms. Rettela 11. CHIEF FINANCIAL OFFICERS REPORT Mrs. Fellows 12. GRF REPRESENTATIVE Ms. Rapp 13. MUTUAL ADMINISTRATION DIRECTOR Ms. Hopkins 14. ANNOUNCEMENTS a. NEXT MEETING WEDNESDAY, November 21, 2018, in the Administration Building, Conference Room A, at 1:00 p.m. 15. COMMITTEE REPORTS a. Emergency Information Ms. Jaffe b. Landscape Information Ms. Moore 16. DIRECTORS COMMENTS 17. SHAREHOLDER(S ) COMMENTS (2-3 MINUTES) 18. ADJOURNMENT 19. EXECUTIVE SESSION STAFF WILL LEAVE THE MEETING BY 4:00 p.m. (10/09/18cv) 2

3 MINUTES OF THE SPECIAL BOARD MEETING OF THE BOARD OF DIRECTORS SEAL BEACH MUTUAL SEVEN September 26, 2018 The special board meeting of the Board of Directors of Seal Beach Mutual Seven was called to order by President Rotter at 10:05 am on Wednesday, September 26, 2018 in Building 5, in the Physical Property Conference Room. ROLL CALL: President Rotter, Vice President Bennett, Secretary Rettela, CFO Fellows and Directors Moore and Jaffe Guest: Jim Rotter Staff: George Hortado, Building Inspector Purpose: Replacement of cell phone for Solar system at 161. Discussion was held. Jim Rotter explained to the board the need for the cell phone replacement. Discussion was held. President Rotter moved to allow Mr. Rotter to purchase a new cell phone for 161 at a cost not to exceed $1033 plus taxes and shipping. Mrs. Fellows seconded. Discussion. Motion passed. Mr. Rotter left the meeting. Purpose: Discussion of a change order for the remodel at unit 156-H. Mrs. Rotter moved to approve the plans with corrections. Mr. Bennett seconded. Discussion. Motion passed. 3

4 Purpose: Review Fire Inspections with Building Inspector George Hurtado. Discussion was held. Mrs. Rotter handed out posting notices and flyers. Mr. Hurtado left the meeting. Purpose: Discussion of Patio plans for unit 168-L. After much discussion the meeting was adjourned by President Rotter at 11:50 am to reconvene at the Unit site, 168-L. Meeting was reopened by President Rotter at 12 noon. Discussion was held. Mrs. Rotter moved, Ms. Rettela seconded to accept the patio plans as presented. Vote was taken. Rotter-yes, Bennett-yes, Rettela-yes, Moore-yes, Jaffe-yes and Fellows-no. Motion passed. Meeting adjourned by President Rotter at 12:15 pm. Respectfully Submitted, Joyce Rettela, Mu 7 Secretary 4

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6 TO: MUTUAL BOARD OF DIRECTORS FROM: MUTUAL ADMINISTRATION SUBJECT: DISCUSS AND VOTE TO APPROVE/DENY THE PERGOLA FOR UNIT 169-A (BUILDING INSPECTOR REPORT ITEM A) I move to approve/deny the permit for Unit 169-A as submitted work to be done by AAA Awning.. 6

7 TO: MUTUAL BOARD OF DIRECTORS FROM: MUTUAL ADMINISTRATION SUBJECT: DISCUSS AND VOTE TO APPROVE/DENY THE PERGOLA FOR UNIT 170-G (BUILDING INSPECTOR REPORT ITEM B) I move to approve/deny the permit for Unit 170-G as submitted work to be done by AAA Awning. 7

8 TO: MUTUAL BOARD OF DIRECTORS FROM: MUTUAL ADMINISTRATION SUBJECT: DISCUSS AND VOTE TO APPROVE/DENY THE PERGOLA FOR UNIT 158-F (BUILDING INSPECTOR REPORT ITEM C) I move to approve/deny the permit for Unit 158-F as submitted work to be done by AAA Awning. 8

9 TO: MUTUAL BOARD OF DIRECTORS FROM: MUTUAL ADMINISTRATION SUBJECT: DISCUSS AND VOTE TO APPROVE/DENY THE AWNING FOR UNIT 150-E (BUILDING INSPECTOR REPORT ITEM D) I move to approve/deny the permit for Unit 150-E as submitted work to be done by AAA Awning. 9

10 TO: MUTUAL BOARD OF DIRECTORS FROM: MUTUAL ADMINISTRATION SUBJECT: DISCUSS AND VOTE TO APPROVE/DENY THE PATIO FOR UNIT 157-L (BUILDING INSPECTOR REPORT ITEM E) I move to approve/deny the permit for Unit 157-L as submitted work to be done by Robert s Construction. 10

11 TO: FROM: SUBJECT: MUTUAL BOARD OF DIRECTORS MUTUAL ADMINISTRATION DISCUSS AND VOTE TO APPROVE/DENY THE 2019 MUTUAL BUDGET (GUEST SPEAKER ITEM A) At the October 18, 2017, Board Meeting, the Board of Directors past the following resolution: RESOLVED To accept the 2018 Operating Budget for Mutual Seven of $1,785,665, resulting in a regular monthly assessment of $ per apartment per month, for an increase of $16.47 per month over the total regular assessment of 2017, as presented, and to adopt this budget forthwith. On September 20, 2018, the Board of Directors will review and vote to approve the Mutual Budget for RESOLVED, To approve the 2019 Operating Budget for Mutual Seven of $1,854,762, resulting in a regular monthly Mutual assessment of $ per apartment per month, for an increase of $15.00 per month over the total Mutual operating costs of 2018, as presented, and to adopt this budget forthwith. 11

12 TO: FROM: SUBJECT: MUTUAL BOARD OF DIRECTORS MUTUAL ADMINISTRATION DISCUSS AND VOTE TO ACCEPT THE CLIFTONLARSONALLEN LLP ENGAGMEMENT LETTER FOR THE 2018 AUDIT (GUEST SPEAKER ITEM B) At the October 18, 2017, Board Meeting, the Board of Directors past the following resolution: RESOLVED, To accept the NSBN Engagement Letter from the 2017 Audit and authorize the President to sign the letter. On October 17, 2018, the Board of Directors will discuss and vote to accept the the CliftonLarsonAllen LLP Engagement Letter for the 2018 Audit. RESOLVED, To accept the CliftonLarsonAllen LLP Engagement Letter for the 2018 Audit and authorize the President to sign the letter. 12

13 TO: FROM: SUBJECT: MUTUAL BOARD OF DIRECTORS MUTUAL ADMINISTRATION DISCUSS AND VOTE TO APPROVE/DENY THAT MUTUAL SEVEN BAN THE USE OF TOXIC CHEMICALS ON LAWNS, GARDENS, AND SIDEWALK AREAS (NEW BUSINESS ITEM D) CC: MUTUAL FILE I move to approve/deny that Mutual Seven ban the use of toxic chemicals on lawns, gardens, and sidewalk areas. 13