Tips for Hiring a Professional

Helpful Tips to Remember When Hiring A Professional

Does your community need to hire a professional company to do maintenance, repair, or any other work to the common areas? Here are some helpful tips when looking into hiring a professional from a community association manager or board’s perspective.

  • Does This Professional Have A License?

Associations should always hire a licensed professional versus an unlicensed professional. The Department of Consumer Affairs Contractors State License Board has more on why hiring a licensed contractor is important and how to check a contractor’s license status here.

  • Get Multiple Bids.

The old saying “you get what you pay for” rings true here. Sometimes the cheapest bid is not always best for your association, even if the budget is low. While it may be tough and time consuming to get multiple bids, this effort upfront may help you on the back end if you need to fix the project or, worst case, litigate an issue. It is recommended that association’s make a reasonable effort to get at least 3 bids from different professionals in order to get an idea how much the project will cost on average.

  • Ask for References.

If your community needs professional services, hopefully the company has done similar work before. Don’t hesitate to ask for recent references from projects and/or communities similar to yours so you can talk to other managers or board members about their experience with the company in both quality of the work and experience with the personnel.

  • Obtain A Written Contract.

While oral contracts are sometimes enforceable, it is our recommendation to always obtain a written contract when contracting for services. It is very hard to prove the existence of an oral contract in a court of law and memories fade over time. Additionally, a bid or proposal, even when signed, doesn’t always contain the necessary terms and conditions a contract may require. After a written bid or proposal is obtained, make sure a signed, written contract is also obtained. The party drafting the contract typically writes the terms most favorable to them, so we highly recommend associations have their legal counsel review or draft any contracts. Attorney review may cost more money upfront, but can save you thousands if a claim is made later on. For more information on this topic, see Epsten’s Contracting Checklist here.

  • Set Expectations Up Front.

As tedious and boring as reading a contract may be, it is imperative that both parties understand what is expected of them beforehand. If, when reading the scope of the project provided by your professional, there is a discrepancy or vague term you don’t understand, make sure to ask for clarification. Both sides need to be clear on what is expected of them before any work begins or money is exchanged. Unless your legal counsel has been involved in all negotiations or discussions regarding the project, the board and management may be in a far better position to review the scope of work and ensure it includes everything discussed, agreed upon and expected.  Your legal counsel may not be in a position to make any representations regarding the proposed scope of work if they were not included in those negotiations. As noted above, legal counsel should review or draft contracts but will likely need input from other professionals on the scope of the work.

  • Does This Professional Have Insurance?

A written contract between an association and its professional should specify the necessary insurance that the professional is expected to maintain, and provide proof of upon request, while performing work on behalf of the association. Please also note that a certificate of insurance may not always be sufficient to ensure the association and management have been added as an additional insured once a contract has been executed. Make sure to ask your professional for a certificate of insurance and a blanket insured endorsement form before you accept any proposals. Consult with your association’s insurance professional about adequate insurance requirements or proof of insurance.  It is important that both parties are protected from any liability that may occur while workers are on your property and that the common areas are protected from damage, should any occur. Worker’s compensation is also important for professionals to have, should they need it. This tip includes all professionals, including, for example, architects.

  • Are Permits Needed for The Project?

Depending on the governmental jurisdiction, permits may be required for your project. Consult with your licensed professional and make sure the contract is clear on who will be requesting and paying for permits, if permits are required. Inspections are typically needed to obtain permits, so make sure to factor in the time it will take to get your local permitting officials on scene to do any inspection.

  • Keep All Documents and Communication with Your Hired Professional.

When dealing with a project, large or small, it is recommended that the association keep all documents, communications (emails, faxes, etc.) from the hired professional. While a fully executed written contract is an association’s best line of defense if a dispute arises later on, having documents to support any discussions and advice during the process of work can also be extremely beneficial. Sometimes disputes come up months or even years later. It is also recommended to take photos before, during, and after the project is completed as well.

  • Communication with Members is Key

Once a project begins, be sure to update your members periodically. Delays, changes, and other deviations from the original plans and timelines tend to happen when projects begin. Members will appreciate any updates about how the project is progressing over time.

Orangecrest Country Cmty. Ass’n v. Burns

Summary by Pejman D. Kharrazian, Esq.:

 

Homeowner Burns submitted an architectural request for various improvements to her property, one of which was the construction of six-foot high stucco walls in her front yard. The association’s architectural guidelines restrict owners from constructing walls or fences in their front yards. The association sent Burns a letter approving her proposed improvements with the following condition: “The stucco walls in the front yard have been denied.” Burns began constructing the walls anyway resulting in the association demanding that she immediately stop. Burns instead constructed non-stucco walls. When Burns failed to respond to the association’s mediation request, the association sued. At trial, Burns argued the “partial approval” letter denied her stucco walls, but did not deny her from building non-stucco walls. She also argued that the association allowed other owners to build walls in their front yards. The association argued that its intent to deny Burns’ proposed walls (stucco or not) is clear from its letter, but admitted that on occasion the association had allowed short walls no taller than three feet to be constructed in front yards. The trial court found in the association’s favor and issued a mandatory injunction ordering Burns to remove the walls. Burns appealed relying on the doctrine of equitable estoppel and arguing selective enforcement. The appellate court found Burn’s arguments unpersuasive. For equitable estoppel to exist, one party must be intentionally misled by another into doing something injurious to themselves that they would not have otherwise done. The appellate court found that the association made it abundantly clear in its letter that it had flatly denied Burns’ request to build the walls contemplated in her architectural request. As to Burns’ selective enforcement argument, the appellate court held that she failed to provide evidence that the association allowed other walls similar to hers to be built.

TAKEAWAY: Make sure your association’s architectural improvement approval or denial letters are abundantly clear and leave no room for other reasonable interpretations as to the association’s decision regarding those improvements. Additionally, if your association has allowed other violations of a particular restriction to stand, then it has effectively given up its right to enforce that same restriction against another owner for the same or similar violation.

***End Summary***

June 9, 2022, No. E074445) 2022 Cal. App. Unpub. LEXIS 3563; 2022 WL 2072063.*

No. E074445.

Court of Appeals of California, Fourth District, Division Two.

 

Filed June 9, 2022.
APPEAL from the Superior Court of Riverside County, Super. Ct. No. RIC1813722, Steven G. Cornelis, Judge. Affirmed.

Sandra Burns, in pro per.; Keiter Appellate Law and Mitchell Keiter for Defendant and Appellant.

Tinnelly Law Group and Sarah A. Kyriakedes, for Plaintiff and Respondent.

 

NOT TO BE PUBLISHED IN OFFICIAL REPORTS

 

California Rules of Court, rule 8.1115(a), prohibits courts and parties from citing or relying on opinions not certified for publication or ordered published, except as specified by rule 8.1115(b). This opinion has not been certified for publication or ordered published for purposes of rule 8.1115.

 

OPINION

 

SLOUGH, J.

Defendant Sandra Burns sought approval to build a wall across her front yard, and when her homeowners association said no, she built it anyway. After multiple attempts to get her to stop construction (and later to mediate the issue) failed, the association sued Burns, seeking a permanent injunction requiring her to remove the wall. Following a two-day bench trial, the judge found Burns had willfully violated her community’s declaration of covenants, conditions, restrictions and reservations (CC&R’s) and issued the injunction.

On appeal, Burns asserts two grounds for reversal. She argues the trial judge erred by failing to find that: (1) the affirmative defense of equitable estoppel applied to justify her construction of the wall, and (2) the association acted unfairly and discriminatorily because they have allowed other homeowners to build walls in their front yards. We conclude these contentions lack merit and affirm.

 

I

 

 

FACTS

 

Burns owns a home in Orangecrest Country, a residential community managed by Orangecrest Country Community Association (the association). She purchased the home subject to the association’s governing documents, which include the community’s CC&R’s and Architectural Guidelines.

Under Article VII, section 7.18 of the CC&R’s, a homeowner may not alter the exterior appearance of their lot without prior approval from the association’s Architectural Committee (the committee). Among other criteria, before approving an alteration, the committee must find that it “will not be detrimental to the appearance of the surrounding area” and “will be in harmony with the surrounding structures.” (CC&R, Art. VIII, § 8.4.1.) Certain structures, however, are flatly prohibited. As relevant here, section 4.11 of the Architectural Guidelines restricts homeowners from installing any walls or fences in the front “setback,” which is the area from the property line located in the center of the street to the front of the home. In practical terms, the setback is the front yard.

On April 27, 2017, Burns submitted an application requesting approval for six modifications to her property—front yard landscaping, painting, a patio cover for the backyard, new rain gutters, and stucco walls in the side yard and front yard. On May 9, the association sent Burns a “partial approval” letter informing her that her plans submitted on April 27 “for installation of front yard landscape, rear yard patio cover, painting and rain gutters . . . have been approved by the Architectural Committee with the following conditions: The stucco walls in the front yard have been denied.” (Emphasis in original.)

On June 30, the association learned that contractors had begun construction on a wall in Burns’s front yard. That same day, the association reached out to Burns by mail, email, and telephone. Elmorabit sent Burns an email and left her a voice message informing her that she lacked approval for the wall she was building on her property and asking her to stop construction immediately. The association sent Burns a cease and desist letter saying the wall being built on her property had not been approved, pointing her to the approval requirement in Article VII, section 7.18 of the CC&R’s, and asking her to “cease work immediately.” The following day, Burns called Elmorabit and “made some remark about not having time for this.”

On July 2, Etienne Caroline, the president of the association’s board of directors, spoke with the construction workers at Burns’s property, told them to check to see if Burns had approval to build the wall, and left his telephone number for her to call him. Burns called Caroline later that day and hung up on him after a brief, contentious conversation.

About a week later, on July 10, the association gave Burns notice they would hold a disciplinary hearing on her noncompliance on August 10. Construction was completed on Burns’s wall sometime later that month.

On August 8, Burns submitted a new application for a wall in her front yard on which she wrote, “no stucco!! Per approval with conditions letter dated 5/9/2017.” On August 9, the association sent Burns a denial letter stating the committee had never approved her wall and demanding she remove it.

At the disciplinary hearing the following day, Burns told the association’s board of directors she had “nothing to say” to them. On August 15, the association sent her a Hearing Decision letter informing her that she had until September 1 to remove the unapproved wall from her front yard.

When Burns failed to remove the wall or respond to their attempts to mediate the dispute, the association filed this lawsuit. In the parties’ joint pretrial statement, Burns informed the court she would not be offering any affirmative defenses at trial. She stipulated that she had received the partial approval letter denying the stucco walls in the front yard and that she had instructed her contractors to build “a wall without stucco” across the front of her property sometime in June or July 2017. She also stipulated that the association had sent her a cease and desist letter and that the wall was still present on her property.

Riverside County Superior Court Judge Steven Counelis presided over the two-day bench trial. The association called four witnesses—Elmorabit, Caroline, Jeff Smith (the association’s architecture expert), and committee member Dennis Friedman. The first two witness described their interactions with Burns about her wall and the association’s attempts to resolve the issue. Smith explained the purpose of the setback rule was twofold—to maintain a consistent open and expansive design and to prevent interference with utility easements. He said Burns’s wall, which was seven feet tall at its highest point, clearly violated the setback rule. Not only was it located in the setback area (or front yard), but Burns had it installed only seven feet beyond her property line, which was immediately adjacent to the sidewalk and interfered with the public’s right-of-way. Smith explained that under the applicable city zoning ordinance, any wall located in the setback area cannot exceed three feet in height, except semitransparent parts of the wall can be as high as four feet tall. Friedman said that during his four years serving on the committee they had never approved a “full size” front yard wall. He said the committee would approve short retaining, landscaping, or decorative walls in the front yard, but nothing taller than three feet. The association also presented evidence that they had recently enforced the setback rule against another resident with a tall front wall similar to the one Burns erected, resulting in the wall’s removal.

Burns, who represented herself at trial as she does on appeal, cross-examined the association’s witnesses but called no witnesses of her own and did not testify on her own behalf. During her cross-examination of Friedman, Burns attempted to impeach his testimony that the committee had never approved a full-size front yard wall by showing him photographs of three other properties in the community that had walls in the front yard. The first photograph depicted a short retaining wall covered by landscaping. The second depicted a short wall on the side of the front yard that ran perpendicular to the side walk and separate that homeowner’s yard from their neighbor’s. And the third depicted an even shorter wall running across a portion of the front yard located several feet behind the sidewalk. Friedman said he wasn’t familiar with the second and third walls because he wasn’t on the committee when they were approved but said the first wall was a permissible retaining wall that didn’t violate the setback rule.

During closing statements, Burns argued she did in fact have approval to build the wall. She argued the phrase “[t]he stucco walls in the front yard are denied” in the May 9 partial approval letter constituted a “conditional approval” to build a wall, so long as it wasn’t made of stucco. She said, “You just don’t put the term conditional approval not relating to anything. So I don’t have a reading comprehension problem. I have a Ph.D. I think I can read, and I think I can articulate what I’m reading. . . . I spent $10,000 on that wall. I wouldn’t be sitting here [having] dedicated 28 months to this case if I truly believed I don’t have in my possession a conditional approval for the wall. That’s it, Your Honor.”

The judge rejected Burns’s claim of conditional approval, finding that even if she had initially (and unreasonably) read the May 9 letter as a conditional approval, the association disabused her of that interpretation when construction began. The judge found Burns “was put on notice, that there was no approval . . . [and] willfully violated the CC&R’s [and] chose to proceed with construction of the wall in opposition to communications from the homeowners association.” He found Burns “led herself to believe that she may establish her own loophole and proceed with construction.”

The judge entered judgment in the association’s favor and issued a mandatory injunction ordering Burns to remove the wall and to submit an application to restore the landscaping that had been removed to construct the wall. Burns filed this appeal.

 

II

 

 

ANALYSIS

 

 

A. Equitable Estoppel

 

For the first time on appeal, Burns argues that the doctrine of equitable estoppel justifies her construction of the wall. Based on principles of fairness, we do not consider factual theories not raised during trial. (Ghazarian v. Magellan Health, Inc. (2020) 53 Cal.App.5th 171, 191; see also Mattco Forge, Inc. v. Arthur Young & Co. (1997) 52 Cal.App.4th 820, 847 [permitting a party to “`adopt a new and different theory on appeal . . . would not only be unfair to the trial court, but manifestly unjust to the opposing litigant'”].) But even if we were to consider this newly raised defense, we would conclude it doesn’t apply.

“`The doctrine of equitable estoppel is founded on concepts of equity and fair dealing. It provides that a person may not deny the existence of a state of facts if he intentionally led another to believe a particular circumstance to be true and to rely upon such belief to his detriment. The elements of the doctrine are that (1) the party to be estopped must be apprised of the facts; (2) he must intend that his conduct shall be acted upon, or must so act that the party asserting the estoppel has a right to believe it was so intended; (3) the other party must be ignorant of the true state of facts; and (4) he must rely upon the conduct to his injury.'” (City of Goleta v. Superior Court (2006) 40 Cal.4th 270, 279.)

The crux of estoppel is that one party has intentionally misled another to do something injurious to themselves that they otherwise would not have done. (Brown v. Chiang (2011) 198 Cal.App.4th 1203, 1227.) But “simple reliance on a false statement or conduct is not enough.” (Ibid.) To invoke the doctrine of equitable estoppel, “the reliance must be reasonable.” (Ibid.)

According to Burns, the association intentionally misled her to believe she had been given conditional approval for the wall by stating in the May 9 letter that “[t]he stucco walls in the front yard have been denied.” She claims she believed she could install the wall on the condition she not use stucco. The problem with this argument is that Burns’s claimed reliance was not reasonable. To begin with, there is no basis for her interpretation of the May 9 letter. The association couldn’t have been more clear. The letter was entitled a “partial approval” is because everything in Burns’s application except the wall had been approved; nothing about the direct assertion “[t]he stucco walls in the front yard have been denied” suggests a condition or the opportunity for negotiation. But even more importantly, even if there were two ways to interpret the May 9 letter, the association made it abundantly clear that it had flatly denied the walls on June 30, when they contacted Burns through multiple media to ask her to stop construction and reiterate that she did not have approval for the wall. Thus, if Burns had raised an equitable estoppel defense at trial, the defense would have failed.

 

B. Evidence of Other Walls

 

Next, Burns claims she presented evidence the association acted unfairly and unreasonably by allowing other homeowners within the community to construct walls in their front yards, and she argues the judge should have afforded that evidence more weight. We conclude the judge properly afforded little significance to the existence of the other walls because they bore no similarity to Burns’s wall.

When a homeowners association seeks to enforce its CC&R’s, the association bears the burden of demonstrating “that it has followed its own standards and procedures prior to pursuing such a remedy, that those procedures were fair and reasonable and that its substantive decision was made in good faith, and is reasonable, not arbitrary or capricious.” (Pacific Hills Homeowners Assn. v. Prun (2008) 160 Cal.App.4th 1557, 1565-1566.) The homeowner, however, bears the burden of proving the affirmative defense of waiver—that is, that the association has allowed so many violations of a particular restriction to stand that it has effectively given up its right to enforce the rule. (E.g., Id. at p. 1567 [homeowner bears the burden of producing “evidence of another homeowner’s violation” of the CC&R’s to “support their waiver argument”].)

Here, the association demonstrated they followed their own standards and procedures, but Burns failed to provide evidence that the association had allowed another wall like hers to stand. According to the testimony of Elmorabit and Friedman, the committee reviewed Burns’s application under the rules and criteria contained in the CC&R’s and Architectural Guidelines and denied her wall proposal based on the setback rule in section 4.11 of the Architectural Guidelines. They communicated this decision in their May 9 letter to Burns; sent letters, emails, and made phone calls demanding that Burns comply with the decision once they found out she was moving forward with construction; held a disciplinary hearing and informed her of the outcome; invited her to participate in alternative dispute resolution; and—when none of those responses worked—finally filed suit. They also presented evidence of a similar wall they successfully had removed for violating the same setback rule. This evidence supports a finding that the association followed their ordinary procedures in reviewing and partially denying Burns’s application and in attempting to enforce their decision.

Burns, on the other hand, did not present any evidence the association had allowed other homeowners to build similar nonconforming walls. As we’ve noted, none of the three walls Burns relies on are higher than three feet, and none abut (and run parallel to) the sidewalk. Because of these differences, the judge’s determination that he was “not persuaded by that argument at all” is entirely reasonable. We are unpersuaded by Burns’s claim the judge committed legal error by ignoring the evidence of the other walls she presented during trial. Rather, our review of the judge’s ruling satisfies us that he considered the evidence Burns presented but simply found it insufficient to prove the other walls were in any way similar to hers or even in violation of the setback rule. It was Burns’s burden (not the association’s) to demonstrate the association had let residents erect walls like hers in the community, and she failed to carry that burden.

We conclude Burns’s claims of error fail and uphold the order granting the injunction.

 

III

 

 

DISPOSITION

 

We affirm the judgment. Respondent shall recover their costs on appeal.

RAMIREZ, P. J. and FIELDS, J., concurs.

Balcony Inspections – SB 326: The Balcony Bill

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On August 30, 2019, Governor Newsom signed Senate Bill No. 326 (S.B. 326) into law, adding Civil Code section 5551 to the Davis-Stirling Act. This statute requires associations to perform inspections of balconies and other exterior elevated elements that the association has an obligation to maintain and/or repair.

Below is an overview of the important points associations should be aware of as they prepare to conduct their first round of inspections under this new law.

Q&A

 

The inspection requirements in the bill will look familiar to some, as it resembles Senate Bill No. 721 (S.B. 721), which imposed similar inspection requirements on apartment buildings and other multi-family projects throughout California. Common interest developments were excluded from S.B. 721, as the legislature tinkered with the inspection requirements to make for a more bearable burden on associations.

Which Associations Are Impacted?

Associations with buildings with three or more multifamily dwellings. Single family home communities are not affected.

Any “Exterior Elevated Elements” for which the association has a repair or maintenance responsibility – generally, this will be any load bearing components that extend beyond the exterior walls of the building to deliver structural loads to the building. Primarily this includes balconies, decks, stairways, walkways and railings that are supported by wood or wood-based products and are more than six feet above the ground.

Who Can Perform Inspections?

Inspections must be performed by a licensed structural engineer or architect. Larger associations may also need to use a statistician, as the statute requires a statistically relevant sample size be inspected (95% confidence level, with a 5% margin of error).

When Do Inspections Need to be Performed?

Inspections must be completed every nine years. The first inspection must be completed by the end of 2024. Buildings completing construction after this law went into effect on January 1, 2020 will need to complete their first inspection within six years of issuance of a certificate of occupancy.

What Must the Inspection Look For?

Visual inspections must confirm that areas are in a “generally safe condition” and “performing in accordance with applicable standards.” If the inspector sees signs that the waterproofing system has been compromised, or that there is risk of damage to the load bearing components of the building, they are to use best judgment to recommend further inspections. If there are any threats to safety of residents, the inspector must notify the association immediately and governmental inspection agencies within 15 days of issuing their report. The association must act immediately to prevent access to dangerous areas and take other appropriate preventive measures necessary to protect the safety of the residents.

What Reports Must be Generated from the Inspection?

The inspector must issue a written report that includes:

  • Identification of the applicable building components subject to inspection;
  • Current physical condition of the components and whether there is a present threat to health or safety of residents;
  • Expected future performance of the components and remaining useful life; and
  • Recommendations for any repairs.

The inspector’s report must be stamped or signed and included in the association’s reserve study. The reports generated must be preserved in the association’s records for a period of at least two inspection cycles.

The five-year window to complete the first inspection will allow associations to coordinate the first balcony inspections to take place with an upcoming reserve study inspection. The nine-year balcony inspection cycles will then coordinate with every third reserve study inspection going forward.

Prior to moving forward, an association should also confirm that there are no more stringent inspection requirements in its governing documents or required by local government or enforcement agencies, as the code allows for more stringent requirements to be adopted locally.

What Does an Association Do with the Report?

The inspector’s report must be stamped or signed and included in the association’s reserve study. The reports generated must be preserved in the association’s records for a period of at least two inspection cycles (or 6 years).

Q&A. How long does an association have to bring a lawsuit for construction defect claims with original construction?

A: In most cases, the outer limit to bring a claim will be 10 years from the date of “substantial completion” of the project. “Substantial completion” can have a number of potential meanings under applicable statutes and case law. There are a number of potentially triggering dates related to construction events, recording of a notice of completion, or the date the developer relinquishes control over the association’s ability to decide whether to initiate a claim that may also be relevant in assessing whether an association is time-barred from filing a claim. Also, this 10-year period only represents an outer limit. There are many shorter statutes that may apply to particular types of construction defects and knowledge of a defect may also start a shorter time period to file a claim. Given the multitude of potentially applicable deadlines it is important to contact an attorney as soon as possible if you believe your association may have a claim for a construction defect. –

Builder’s Alternative Prelitigation Dispute Resolution Procedures: Enforceability

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California law on construction defect claims requires a prelitigation notice to be given to the builder. The law also contains several default provisions for how the prelitigation process is conducted. In addition, the trend in the law, as demonstrated by the 2014 case of McCaffrey Group, Inc. v. Superior Court (“McCaffrey“), is to allow builders to establish and enforce homeowner compliance with reasonable alternative prelitigation procedures. Although the McCaffrey case involved individual homeowners, its outcome is also relevant to construction defect claims brought by community associations.

In McCaffrey, the Court of Appeal upheld a builder’s contractual provision for a mandatory prelitigation alternative dispute resolution procedure prior to the filing of a construction defect lawsuit. The case involved a group of homeowners suing the builder of single family homes for alleged construction defects. The builder’s purchase and sale agreements contained contractual provisions requiring a two-step process be followed before homeowners filed a construction defect lawsuit. First, the homeowners were required to provide the builder written notice of their claim and permit the builder an opportunity to inspect and repair the alleged defects. The second step required the parties to submit the claim to non-binding mediation if the claim did not resolve. Finally, the contractual provisions described that if mediation did not resolve the claim, either party would then be permitted to file a lawsuit, which would be resolved by judicial reference.

In McCaffrey, the homeowners attempted to bypass the prelitigation procedures called for in the purchase and sale agreements by immediately filing a lawsuit. The builder responded by filing a motion to compel alternative dispute resolution, asking the trial court to enforce its contractual prelitigation requirements. The trial court sided with the homeowners, finding the contractual provisions to be unconscionable and, thus, unenforceable. However, the Court of Appeal reversed the trial court’s decision and ordered the trial court to enforce the contractual provisions.

To understand the Court of Appeal’s decision, it helps to have some background regarding the Right to Repair Act, also known as Senate Bill 800 (California Civil Code sections 895 et seq.). The Right to Repair Act, which applies to new residential construction sold on or after January 1, 2003, enumerates a variety of applicable standards for home construction and specifies the rights and responsibilities of the parties. It also provides a number of procedural rules and a detailed prelitigation procedure.

At issue in McCaffrey was Chapter Four of the Right to Repair Act, which prescribes a prelitigation procedure that a homeowner is required to follow prior to filing a construction defect lawsuit. The Right to Repair Act’s prelitigation procedure requires the homeowner to provide notice to the builder of construction defects, which then triggers a series of short deadlines for the builder to acknowledge the claim, conduct an inspection of the property and make an offer to repair the alleged defects. The Right to Repair Act also expressly authorizes the builder to contract for an alternative prelitigation procedure, effectively opting out of the statutory procedure enumerated under the Right to Repair Act.

In McCaffrey, the Court of Appeal considered whether the alternative prelitigation procedure designed by the builder was unconscionable. The Court dismissed each of the homeowners’ arguments as to the unconscionability of the builder’s alternative procedure. In doing so, the Court pointed out that to be substantively unconscionable, a contract term must do more than merely grant a greater benefit to one side; rather, the term must be so one-sided as to “shock the conscience.” The Court found nothing in the builder’s alternative procedure that reached this level of inequity.

Although McCaffrey specifically dealt with contractual provisions in the purchase and sale agreements of individual homeowners, these alternative prelitigation procedures are terms often found within an association’s CC&Rs. The Court’s discussion regarding the substantive unconscionability of these terms can also be applied to an analysis of such CC&R provisions.

Given the Court’s decision in McCaffrey, the trend appears to be that builders will have a wide degree of freedom to draft their own alternative prelitigation procedures. It also looks like that these alternative procedures will be enforceable unless they are found unconscionable. It is important to be aware of these provisions and their potential impact on an association’s rights and responsibilities when considering a construction defect lawsuit.

Seahaus La Jolla Owners Association v. Superior Court: Conversations Between Association’s Legal Counsel, the Board of Directors and All Homeowners

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Pop Quiz! The board of directors for a community association retains litigation counsel to represent the association in an action for construction defect damages against the developers and others. During the lawsuit, the association’s lawyer meets in executive session with the board of directors to discuss the lawsuit. The board also authorizes its lawyer to meet with the individual homeowners at certain points in the lawsuit to discuss the lawsuit. Question: Which of the following best describes the nature of the attorney’s privileged communications (choose one):

(a) The communications between the association’s lawyer and the board of directors in executive session.
(b) Any and all communications between the association’s lawyer and all the individual homeowners, without any limitation.
(c) Certain communications between the association’s lawyer and the individual homeowners which are reasonably necessary to further the purposes for which the association’s counsel has been retained.
(d) All of the above.
(e) (a) and (c) only.

If you chose (a), then you may not be aware of the recent decision in Seahaus La Jolla Owners Association v. Superior Court (2014) 224 Cal.App.4th 754. The answer is (e)!

Many practitioners in the community association industry would assume that the attorney-client privilege only applies to communications between the association’s attorney and the board of directors. In fact, in 2000, the California Court of Appeal concluded that homeowners who are not on the board cannot force disclosure, over the board’s objection, of confidential material possessed by the association’s attorney. The Court reasoned that the board of directors holds the privilege, and homeowners cannot compel disclosure of confidential information without the board’s consent. (Smith v. Laguna Sur (2000) 79 Cal.App.4th 639.) Citing the many sleepless nights an association’s litigation counsel would have worrying about the damage homeowners could do to an association client if any and all homeowners had unfettered access to its confidential information, the Court reasoned, “It’s no secret that crowds can’t keep them.” (Smith v. Laguna Sur, supra, 79 Cal.App.4th at 645.)

If this is true, then what happens when the board authorizes its attorney to meet with homeowners for certain purposes related to the prosecution of the association’s lawsuit? It is common for an association’s litigation counsel to meet with homeowners to discuss things like investigation of the property, homeowner votes which may be called for under the CC&Rs, and the like. There are countless reasons the association’s lawyer may need to speak with homeowners. They own (or have an interest in) the property which is the subject of the lawsuit. Are those communications with the homeowners outside the “dome of silence” such that anyone can probe the details of those conversations? In other words, when the board authorizes the association’s litigation attorney to speak with the individual homeowners about the lawsuit, can the defendants in the case capitalize on those communications by conducting discovery into the discussions and potentially using them at trial? Smith v. Laguna Sur only dealt with the issue of whether homeowners can force disclosure of information in the association’s litigation file, over the board’s objection. However, what happens when the board determines it is necessary for the success of the association’s lawsuit to have its attorney address the membership? Can the defendants in the lawsuit (or any third party) inquire into the details of those communications?

The developers and other defendants in Seahaus La Jolla Owners Association v. Superior Court (2014) 224 Cal.App.4th 754 certainly thought so. In that case, the Association’s litigation counsel attended a series of meetings and spoke with homeowners (who were not on the board) concerning the Association’s lawsuit. When the defendants started to take the homeowners’ depositions, they asked questions about what the lawyers said at these meetings. The Association’s counsel objected, and argued the communications were privileged because those communications were essential to the prosecution of the Association’s lawsuit. The legal battle over the defendants’ right to probe the details of these communications went all the way up to the California Court of Appeal.

In a unanimous published decision, the California Court of Appeal agreed with the Association and held that, although homeowners may not be able to compel disclosure of material in the Association’s attorney’s files over the Board’s objection, the attorney’s conversations with the homeowners may still be privileged from disclosure to the defense. When the Board determines that it is necessary to further the Association’s lawsuit, the Association’s counsel may speak with the homeowners confidentially. Those communications are privileged from disclosure to the defendants in the case. The Seahaus court came to this conclusion based upon the long standing rule that the attorney client privilege extends to communications between the attorney and non-clients when those communications are reasonably necessary to further the purpose for which the attorney has been retained. The Court also recognized the common interest between the Association and its members in the Association’s lawsuit against the developers for construction defect damages. Applying well-settled general principles to the communications between the Association’s litigation counsel and the homeowners at certain key points in the Association’s lawsuit, the Court of Appeal held that association lawyer’s communications with the homeowners were privileged.

This does not mean that all communications between an association’s lawyer and individual homeowners not on the board will be confidential. The conversations have to be reasonably necessary and related to the association and its members’ common interest in the lawsuit. However, the Seahaus court did not define what would be “reasonably necessary.” This was probably for good reason. It would be impossible to list all the various circumstances that might arise during the course of a lawsuit by an association. As long as the communications are reasonably necessary to further the purposes for which the association has retained counsel, those communications should be considered privileged.

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Results achieved in any given case depend upon the exact facts and circumstances of that case. Epsten cannot guarantee a specific result in any legal matter. The results discussed in this advertisement are dependent on the facts of the cases, and those results will differ if based on different facts. To view our entire disclaimer, visit www.epsten.com.

* Anne L. Rauch is an attorney with Epsten APC. Ms. Rauch is co-counsel for Seahaus La Jolla Owners Association and represented the Association before the California Court of Appeal.

Statutes of Limitations and Repose: Deadlines for Taking Action for Construction Defects

It is dangerously easy for an association to “blow the statute of limitations” when defective construction is at issue. It has been our impression that boards of directors generally have a tendency to believe the builder is going to do the right thing, because “that is what the builder promised us when the roofs leaked last year.” Boards prefer not to hire attorneys when communications with the builder appear to be going smoothly. We have observed that boards have a tendency to put matters off when the rains stop falling. Many board members in this situation do not know there is a time clock clicking away at their association’s legal rights. There is a crazy quilt-work of statutes of limitations and statutes of repose that can destroy an association’s legitimate claims for defective construction.

Statutes of Limitations

The most basic statute of limitations is the three-year­ statute for “damage to real property.” An association has three years in which to take action for any activity that causes property damage. Two questions immediately arise. The first question: Three years from when? Answer: Three years from the date the property damage is “discovered.” “Discovery” occurs when the association’s board of directors suspects, or reasonably should suspect, that someone has done something wrong, causing harm. A board of directors has reason to suspect when it has “notice or information of circumstances to put a reasonable person on inquiry.” Said another way, discovery of the damage occurs when the damage is “sufficiently appreciable to give a reasonable man notice that he has a duty to pursue his remedies.”

In a 2007 case (Landale) involving an eight-unit, single building condominium association, the board president had in 1997 observed rain water collecting on the roof above her unit and rainwater leaking into her unit and two other units. She also saw a handyman apply tar to the roof of the building in an effort to prevent further leaks. Suit was filed against the builder in 2001, four years after the president’s observations. The court dismissed the association’s case due to the three-year statute.

Contrast that with a 2009 case (Creekridge) involving a 61-unit, 11-building condominium community. There, one homeowner wrote a letter to the board in 1997 complaining of a roof leak in her unit and “several broken tiles.” Her letter was discussed at the next board meeting. Nothing else ever occurred regarding roofs until the winter of 2003 (six years later) when numerous roof leaks throughout the community were reported. Following those leaks the board hired a roofing consultant who found multiple causes for the leaks and multiple types of roof defects. Suit was filed in 2003. The court in that case refused to dismiss the association’s case, holding that the single homeowner’s 1997 experience did not amount to “discovery;” the board did not have a duty to undergo expensive, community-wide roof investigations based upon that single 1997 event.

As one can see from these two cases, whether “discovery” has occurred is a matter of degree.

The second question arises: “Take action” – what must be done within three years of discovery? Answer: The usual answer is: file suit. But in the case of community associations written notice to the builder pursuant to Civil Code section 910 or 6000, or both, is required, depending on when sales occurred. The California Legislature has enacted laws that require community associations to follow certain procedures when seeking redress for construction defects. By giving the builder written notice the association temporarily “tolls” the statute of limitations, i.e., prevents the statute from continuing to run.

Statutes of Repose

In addition to the three-year statute of limitation, overlying that statute, are statutes of “repose.” Statutes of repose impose certain deadlines beyond which no action is permitted regardless of when the problems are discovered, indeed even if they are never discovered before the deadline runs. The traditional statutes of repose are four years for “patent” deficiencies and ten years for “latent” deficiencies. (A patent defect is one that is open and obvious to an average person at the time construction is complete; a latent defect is not open and obvious at that time.) These statutes begin to run upon “completion of construction,” as narrowly defined by the statute. These statutes can eliminate an association’s construction defect claims even if the construction defects are not discovered until after the four or ten year periods of time (as several condominium associations plagued by polybutylene plumbing found out in the 1990s).

With the passage of SB-800 in 2002 the California Legislature added a minefield of other statutes of repose for various and sundry building components:

  • Five years for exterior paint
  • Four years for plumbing and sewer systems
  • Four years for electrical systems
  • Four years for “exterior pathways, driveways, hardscape, sidewalls, sidewalks and patios”
  • Four years for fences
  • Two years for untreated wood posts
  • Two years for landscaping systems
  • Two years for dryer ducts
  • One year for “irrigation systems and drainage”
  • One year for excessive sound transmission

The SB-800 statutes of repose commence at the “close of escrow.” For community associations the “close of escrow” is the date the developer no longer has “control over the association’s ability to decide whether to initiate” a construction defect claim. (Some sophisticated developer CC&R provisions contain rather unnoticeable “poison pill” provisions on the definition which substantially shortens the applicable deadlines.)

Tolling Agreements: An Easy Solution

Statutes of limitations and repose can present real problems. But there is an easy solution to these problems: a tolling agreement. A tolling agreement signed by the association and the builder (and perhaps others) stops the statute of limitations from continuing to run for an agreed upon period of time. In every case where our firm has encountered construction defect problems and builders willing to discuss the problems we have entered into a tolling agreement with the builder. This allows the parties and their experts to investigate, communicate and negotiate without fear that the association’s legal rights may be slipping away due to one or more of those quirks known as statutes of limitations and repose. Tolling agreements are simple and inexpensive to prepare. They should be employed at the initial stage of virtually every construction defect investigation.

As this article implies, even after narrowing down the issues to the most basic points, these concepts are confusing even to experienced construction defect litigators. The lesson to be learned is to get professional help early on. When presented with construction defect problems or potential construction defect problems boards should not endeavor to deal with the builder or contractor without help from attorneys specializing in this field.

Defective Construction Practices & Seeking Reputable Legal Counsel

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Defective construction practices

Leaking roofs or windows, plumbing problems, cracks in stucco or drywall, cracks in foundations, and drainage problems are typical construction defects that create headaches for homeowner associations.

Unfortunately, too many residential projects are plagued with faulty construction. Whether the result of shoddy workmanship or builders who intentionally cut corners, homeowner associations are frequently faced with the need to provide project-wide repairs at costs far beyond dollar amounts established in their reserves.

In construction defect cases, time is not an ally. Various statutes of limitations apply. As soon as a problem becomes apparent, associations should notify the developer and ask for immediate repairs. Associa­tions should also consult legal counsel, to ensure that even in the event of developer repairs, the association is properly protected. Investigations by building industry experts are often needed to determine the full extent of the defect problems and sometimes take time to complete. The association needs proper counsel to ensure that its claims are not camouflaged by band-aid or temporary repairs. Quick action on the part of the association and its legal counsel is crucial.

Seeking reputable and competent legal counsel: Epsten, APC

As legal counsel for hundreds of California common interest developments, Epsten has a unique understanding of the operations of homeowner associations and the fiduciary responsibilities of their boards of directors. We also know that construction defect problems are some of the most complex issues that a homeowner association and its board may have to deal with.

Our experienced attorneys will assist the association in negotiating with builders and developers to rectify construction problems. Or, if the situation calls for more action, our attorneys can guide the association to a proper resolution of the issues through mediation, arbitration or construction defect litigation. The cost of qualified design and construction consultants and competent legal counsel is money well spent. The association may recover costs paid to industry experts from the developer if a case is filed. In addition, Epsten will, in some cases, take the case on a contingent fee basis, which means that legal fees are not paid during the case, but only when funds are recovered for the association.

Construction Defects: Modern Construction Disputes Need a Multi-Disciplinary Legal Team

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Methods of Building have Undergone a Revolution

In recent years, residential developers have begun to employ commercial construction techniques in the development of residential buildings. These techniques include the use of concrete and steel mid-rise and high-rise tower construction with exterior building envelope components known as curtain walls, window walls, exterior insulation and finish system (EIFS) foam cladding. These innovative and complex design and construction processes present new problems for homeowner associations faced with construction defects.

Remediation of Post-modern Construction

The highly technical processes and complicated structural components used in modern commercial construction are a challenge even to those with industry experience. Previously, only sophisticated commercial building owners had to concern themselves with the remediation of construction defect damage in such buildings. Now homeowner associations are faced with this same responsibility.

Our Multi-Disciplinary Team Offers Special Expertise

Epsten has represented clients in complex construction defect litigation for more than 28 years, recovering more than $275 million. Using a multi-disciplinary team of attorneys and construction industry experts, we have successfully tackled such problems as water intrusion through the building envelope (including roofs, walls, and plaza decks), and defects in the mechanical, electrical or structural components of condominium towers. These are all serious problems.

Post-Litigation: Now the Association Must Chart Unknown Waters

Some law firms are so narrow in the scope of services they offer that after a judgment or financial settlement, the association can be left with a sum of money, a list of problems, and no idea where to begin the reconstruction or repair process. Not so, for clients of Epsten. Our attorneys are also very knowledgeable about the business side of construction transactions. This knowledge is not only helpful during litigation, it becomes critical once the association receives a judgment or financial settlement.

Repairs and Reconstruction: More Daunting Tasks for the Association

Large-scale repair or reconstruction projects are complicated. Enormous sums of money are either well-spent on appropriate remedial solutions, or wasted on the wrong scope of work, the wrong contractors, or the wrong construction techniques.

Epsten can help the association through the entire process. We will assist the board by working with a team of properly qualified reconstruction and repair consultants who will advise the association on how best to control the major elements of their repair or reconstruction program: time, cost, and quality. Once the repair or reconstruction needs are prioritized and the scope of work defined, we will assist in the preparation of construction contracts that are comprehensive and best serve the interests of the association. If we have served as the litigation team, we will be familiar with the construction defects impacting the association and will be in the best position to help the board avoid any construction-related problems that could thwart a successful rebuilding program.