Present at the meeting: Woody Cunningham, Jeffrey Axelrad, Judi Barth, Charles Bressler, Monique Fridell, Alexandra Kielty, Al Muller, Scott Murdoch, Tracy ? (DeLeon & Stang auditor).
Election committee announced: Karren Alenier, Peg Downey, Sharon Bobb, Jerry Feldman. This committee will evaluate an automated voting system now used at the Carleton. The Committee will also search for and vet candidates for next Board election.
Expected to have new pet registration forms ready but due to the weather that is still forthcoming.
Monique Fridell will schedule a meeting in January to go over the financials. She has done this in other years.
Discussion of the audit. Delinquencies went up a little bit but not much and that’s impressive given the economic climate. Operating equity is good based on percent of income. Electricity over budget. It increased about 19%. On target for natural gas and a little under budget for water and sewage. The equity account is in good shape.
MOTION: Audit approved.
Copies will be available now that the Board has approved the audit.
Transitioning to Morgan Stanley accounts. Ongoing.
Establishing a line of credit: in the event of an unplanned expense. Gives us back up liquidity. Monique has looked into 5 banks and has 3 quotes. Some banks charge a commitment fee. BB&T and Community Bank charge fees. Al Muller suggested using Morgan Stanley since we already have a relationship with them and there is no fee. Monique Fridell did an analysis and she agrees Morgan Stanley is the best choice.
MOTION: Approved establishing a line of credit with Morgan Stanley.
Piping project will be completed by 2nd or 3rd week of January. Emergency generator will be delivered soon.
MOTION: TO hire NSA architects. Approved.
Lighting: good results in garage and want to do additional work in stairwell and offices. About $12,500 additional funds needed.
MOTION: Extend the lighting contract. Approved.
Water detectors one per apartment. Need more info before Board decides to go ahead. Unit owners could buy additional detectors if they choose.
$2600 added last meeting to renovation contract relative to the exercise room. Drawings would be made. Would deal with spacing of equipment. Woody voiced concerned about distracting from the larger renovation contract.
MOTION: approved add-on contract for exercise room.
Landscaping: nothing has been done.
Problem with our snow removal. Contractor was not given instruction to clear our driveway.
Energy Committee looking into new Government program called Cash for Caulkers. This is suppose to address window and door replacement.
248 homeless people received gift boxes from Elizabeth residents. Project was spearheaded by Peg Downey.
Last week met with Hartman Design Group. First meeting since October. Architect needs to draw up plans and take it to the County for approval. Need about one month for turnaround. February when plans come back, plans will go out for bid to hire contractors. Maybe by March the Board will be voting on the general contractor. Renovation won’t start until beginning of April if all goes well. It will take 6 months for the work to get done on the first floor.
Friday, December 25, 2009
Wednesday, December 23, 2009
November 2009 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting November 16, 2009
Board Present:
Woody Cunningham ....................President
Alexandria Kielty .........................Vice President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Jeffrey Axelrad ............................Secretary
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Also present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan .............Property Manager, Legum & Norman
Jana Bowcut ...............Recording Secretary, On the Record
Call to Order: Mr. Cunningham called the meeting to order at 7:30 pm.
Approval of Minutes:
MOTION
Dr. Muller moved, Ms. Fridell seconded, to approve the October 13, 2009, meeting minutes. The motion passed unanimously.
President’s Report
Mr. Cunningham stated that the heat will be shut off for three days for the ongoing piping work. He added that most projects are progressing as planned, with the exception of the emergency generator project, which has fallen behind schedule. Meetings will be held in the coming week to discuss ways to accelerate the project.
A committee is being formed to oversee the nomination and election process, which includes recruiting well-qualified residents to serve as board members. Mr. Murdoch described an electronic balloting system available from Legum & Norman; each unit is issued a ballot with a barcode and when scanned, results are quickly calculated based on the weighted vote, quorum and individual votes. The cost of the system is $2 per unit and the results are immediate.
A communications committee is also needed to develop an effective e-mail system and official website for the Association. Mr. Cunningham requested that owners interested in serving on the committee, or nominating a resident to serve on a committee, notify the Board.
Treasurer’s Report:
Ms. Fridell reported that the Association’s accountant, DeLeon & Stang, provided a draft of the FY 2009 audited financial statements. Mr. Murdoch and Ms. Fridell will discuss their comments with DeLeon & Stang. Other board members are welcome to attend. The audit manager will attend the December board meeting to formally present the financial statements to residents and the Board.
A brokerage account has been opened at Morgan Stanley. Ms. Fridell will meet with the account officer in the coming week to make an initial deposit and begin transferring maturing investments to the account.
It was noted that the Association’s financial statements are still not accurate, despite the diligent work of Ms. Fridell and Mr. Murdoch. There are many types of errors including accounting classification errors. Ms. Fridell noted that she does not see any benefit to outsourcing financial management compared to self-management with regard to investments, accounting or delinquency management. She asked that Legum & Norman commit to having these statements entirely correct by December, which is half-way through the Association’s fiscal year.
Mr. Murdoch agreed that previous financial statements have shown areas that need to be addressed such as allocation of expenses. He will review the October statement with Ms. Fridell and expressed his commitment to making all of the necessary corrections.
Delinquencies currently total $34,000. Legum & Norman has effectively cleared out those delinquencies that resulted from confusion about the new lock box.
Ms. Fridell has received two proposals for a line of credit and three other banks are waiting for financial information from the Association. Therefore, all financial statements need to be corrected before providing the information to the banks. Ms. Fridell will then review the five proposals and make a recommendation to the Board.
Ms. Fridell asked that the following resolutions be considered by the board: (1) obtain a written opinion from legal counsel, Lerch Early, to ensure that borrowings are not prohibited by the Association’s by-laws; and (2) authorize
Legum & Norman to transfer the approximately $90,000 tax refund from the operating to the reserve funds, which intention was stated by the Board President in September 2009.
Mr. Axelrad stated that according to amendments made to the open meeting act, discussion of consultation with legal counsel should occur in Executive Session. Mr. Cunningham deferred this issue to Executive Session.
MOTION:
Mr. Bressler moved, Ms. Barth seconded, to approve the transfer of approximately $90,000 from the operating to the reserve funds. The motion passed unanimously.
Old Business:
a. Lighting- Mr. Cunningham stated that he received positive feedback about the lighting changes in the basement, noting that the changes have also proven to be cost effective. Mr. Horan affirmed that there has been a noticeable decrease in energy usage. He is awaiting a proposal for additional lighting upgrades to the pool, exercise room and some stairwells.
b. Asbestos abatement- Mr. Cunningham reported that the asbestos abatement project has been completed.
c. Lobby horizontal piping- The horizontal piping is approximately 50 percent completed. Both residents and board members reported that the workmen have been considerate and the workmanship is of good quality.
d. Emergency generator- The new generator has not been delivered and cannot be installed until some decisions are made about elements in the electrical room. Ms. Horan and Mr. Murdoch are working on this and will bring in another consulting engineer to speed up the work if necessary.
e. Façade work- The work will be completed by early December. Mr. Horan apologized for the dust that has resulted from the project and will assist in getting balconies cleaned off.
f. Pet policy- Mr. Cunningham thanked the Pet Policy Committee who presented a report at the October 13, 2009, meeting; the report has been made available to all residents. Dr. Muller provided a three-page analysis of the committee’s report, which included some additional information not available to the committee. This analysis is attached to the meeting minutes and summarized below:
Dr. Muller commended the committee’s report, stating that it was well-researched, provided useful comparisons of pet policies of other condominium buildings and made apt reference to the Association’s by-laws and house rules. He added that the report identified two problems with pets in the building: (1) some dog owners have allowed pets to eliminate in public areas without cleaning up after them, and (2) owners violating pet policies have not been reported to management. Since the committee was formed, the Board approved the following to resolve these problems: (1) notices were hung in public areas to remind pet owners about their responsibilities, and (2) management has had new security cameras installed in public areas and the arcades to identify those owners and dogs in violation. According to management, incidents have decreased. Dr. Muller added that the suggestion made by the committee about a referendum to change the by-laws is not feasible, given the 66% ownership favorable vote requirement. He added that detailing the weight of a dog would not be helpful since small dogs have been responsible for many of the incidents. The weight limits imposed at other condominium buildings vary widely, ranging from 25 to 70 pounds. The committee’s report did mention that the Carleton views pet allowance as a financial benefit to the building by increasing resale value. Not mentioned in the committee’s report was that the assisted living building is pet friendly, with owners feeling that there is therapeutic value in allowing pets on the property.
One issue that was not raised in the report was that some residents and staff are afraid of dogs. Dr. Muller stated that although the pet policy was known before they came to live or work on the property both sides need to be tolerant and courteous to each other. He added that elevators are intended to transport people with and without dogs, and that controversy can be avoided by waiting for the next elevator or kindly asking a dog owner to board the next elevator.
Dr. Muller made the following recommendations:
1) Adopt the committee’s suggestions about an updated registration form, which should include a photo of the dog.
2) Post notices in the elevator to remind residents to report transgressions
3) Enforce the recently approved House Rules, which calls for penalizing repeat offenders
4) Encourage dog owners and non-dog owners to treat each other with respect
Charles Bressler suggested that a limit of 35lbs be instituted by the Board after stating that the present dog community
in the Elizabeth was weighing 35 pounds or under. The Board did not adopt this suggestion.
Ms. Fridell suggested having a picture of the dog owner included on the registration form to help with enforcement.
Mr. Axelrad expressed sadness at the lack of understanding of the tolerance and friendliness values that dogs bring to a community, including to non-pet owners, and regret that the committee’s report did not include any suggestions of how to make the building more dog-friendly.
Ms. Barth suggested that because of the new lobby renovation, dogs be taken in and out of the building through a side entrance to prevent any accidents on the new furnishings. Dr. Muller responded that the lobby entrance and pathways to the elevators will not be carpeted and animals do not typically eliminate on the carpeted areas. This would pose an inconvenience to those dog owners bringing in groceries or picking up mail. Ms. Kielty added that the refurbishment is being done to create a better environment for residents, and that it shouldn’t make the building less welcoming by not allowing dogs to walk through the lobby.
Ms. Barth expressed concerns about safety, referring to past incidents of residents being bitten and pet urine on the marble floor causing a danger of slipping. Ms. Kielty argued that the number of incidents does not warrant dogs and owners using other exits. Dr. Muller stated that he has witnessed dog owners cleaning up after their dogs on the lobby floor, and that water dripped from pool users is just as dangerous.
Some board members stated that there should be a weight limit on dogs. Dr. Muller stated that imposing weight restrictions do not address the defined problems and that the original by-laws did not define a weight limit.
Dr. Muller moved, Ms. Kielty seconded, to approve and adopt the recommendations put forth by
Dr. Muller. The motion passed unanimously.
Ms. Fridell suggested some additions to the registration form: the responsibilities of the pet owner should be better explained, a picture of the dog and owner should be included, the tag number should specify the Montgomery County License Number, and vaccination dates should be provided to management. She added that a fine should be assessed if a pet owner fails to register his or her pet within a specified time, management should develop a system for managing this information and wording should be included to indicate the weight of the dog for identification purposes.
MOTION:
Ms. Fridell moved, Ms. Kielty seconded, to approve the suggested additions to the pet registration form. The motion passed with one abstention by Mr. Axelrad (6-0-1).
.
Mr. Cunningham asked Ms. Fridell to work with management to update the form.
New Business:
a. Radios- Mr. Horan stated that the staff’s current two-way radios are old and in need of replacement; proposals have been received from several companies. Teltronic, the only company who visited on-site, conducted tests on the roof and basement to assess what equipment would be needed. They recommend placing a repeater in the management office to boost the signal of the radios being used in the building. This would enable engineers to use the radios within two to three miles of the building. Teltronic quoted a price of $5,600, but would be decreased by $2,300 if a repeater is not included. There is a three-year warranty on the system. The system could be set up within 30 days.
Ms. Fridell stated that the previous management recommended obtaining new radios and this proposal is in line with their recommendation. Board members inquired whether it would be more cost effective to have cell phones for staff instead of radios. Ms. Barth stated that there are places in the building where service is not possible.
Ms. Kielty moved, Ms. Barth seconded, to approve the $5,600 Teltronic proposal for new radios. The motion passed unanimously by acclamation.
b. Front mats- Mr. Horan recommended replacing the weather mats, which are laid during inclement weather to prevent slipping. The new mats would be heavy gauge and could be stored in a room on the West side by the elevator. Ms. Fridell proposed waiting until after the construction is finished, but Mr. Horan responded that the mats could be put away if they got in the way of the renovation. The decorating committee should select the color of the mats.
MOTION:
Ms. Barth moved, Mr. Axelrad seconded, to approve replacing the lobby mats. The motion passed, with Ms. Fridell opposing (6-1-0).
c. Water detectors- Mr. Horan reported that he had begun looking into the cost of water detectors, noting that prices range from $10 to $30. Mr. Cunningham asked that the Board consider providing one unit for each condominium to be placed near the washer and dryer and make another one available for residents to purchase. Mr. Horan will gather additional information.
d. Lobby renovation project- Mr. Cunningham stated that the lobby renovation project is at the point where permits are needed from the County. In preparation for this, an architect and mechanical/electrical subcontractors are needed to review and approve the drawings. An architect, recommended by the Hartman Design Group, has provided the Board with a proposal. The Board was concerned that the quoted rates are hourly and asked Mr. Murdoch to negotiate a fixed price.
Mr. Cunningham asked for approval from the Board for Mr. Murdoch to negotiate a contract within the range of $11,700. Mr. Murdoch stated that in addition to the architect’s time, estimated at 120 hours at $80 per hour, there is a fixed contract between him and a mechanical or electrical contractor’s time of $11,750. He stated that the cost may be less depending on the scope of the work needed.
Mr. Bressler expressed concern that the Board is being asked to approve large expenditures, but has still not seen drawings and illustrations. Board members expressed their struggle to understand how permits can be obtained for areas that may ultimately not be renovated. Ms. Barth clarified that documents are being prepared to complete renovations for the entire first floor lobby. After the permits are obtained, the construction bids will dictate how much of the work the Association can afford to complete. Ms. Barth stated that drawings and illustrations will be available in January. Documents will be completed in December and then a bidding process will take place in January to secure a general contractor. In February, there will be boards with furnishing options to view.
Ms. Fridell stated that she needs a specific timeline when major expenditures are expected in order to ensure that there are reserve funds available at the right time. Ms. Barth stated that she would provide that.
Ms. Fridell also inquired about the expenditures chart in the Management Report, Section D, which lists $70,000 for Hartman Design Group. Ms. Barth clarified that that amount is for the design work only.
Mr. Axelrad emphasized that the Association should ensure that the architect provides a fixed fee for obtaining the necessary permits. Mr. Cunningham stated that the architect was new to the project and didn’t have a clear sense of what was needed yet. It is also difficult to guarantee a price on the whole process since the County may go back and forth with the Association with various requests. Mr. Axelrad stated that the architect would be aware of this and could still incorporate it into a fixed price. Ms. Barth clarified that the money for the architect and the electrical engineer should come out of the construction budget, not the design budget.
Dr. Muller moved, Ms. Kielty seconded, to authorize Mr. Murdoch to negotiate a possible fixed-price contract, starting at a minimum of $10,000. The motion passed, with one abstention by
Mr. Axelrad (6-0-1).
Ms. Fridell expressed concern about the way this motion was presented, in that the Board should be provided with an actual proposal. Auditors have cited the Board about being lax on documenting contract decision-making and therefore a vote should have been taken only on the final contract. Board members stated that they had to grant authorization for the contract to be negotiated.
Ms. Kielty inquired about having some superficial work done such as painting the doors of the arcade and exercise areas. Mr. Bressler added that the awning also needs to be repaired. Mr. Horan stated that the doors can be painted at any time. The awning has been previously addressed, but continues to leak.
e. Future meeting dates-
MOTION:
Ms. Barth moved, Ms. Kielty seconded, to move the regular board meetings to the third Monday of each month. The motion passed unanimously by acclamation.
The Board agreed to hold its next meeting on December 21, 2009.
Committee Reports:
-Exercise Committee: Ms. Kielty reported that the exercise committee met in late October. The committee developed a strategy about proceeding with procuring new exercise equipment and utilizing the budget that has been approved for the exercise area. The committee envisions a redesign of the area and will obtain information from the Hartman Design Group about what equipment should be purchased and a space design to be included in a RFP to go out to vendors.
Ms. Kielty met with Elise Moore at the Hartman Design Group, who provided an estimated planning cost. The quoted price was $2,600, which includes drawings for $180, site measurement and verification for $700, a second site measurement and verification for $600, and space planning of the area for $1,120. Ms. Kielty feels that this is a conservative approach and will ensure that the rest of the funds budgeted for this area will be utilized effectively.
Ms. Barth stated that the Hartman Group recently conducted a walkthrough of the pool and exercise areas to take photographs and make recommendations. They will send a narrative of information and the committee will make a decision about whether to proceed with the recommendations. Ms. Kielty stated that she did receive the narrative, but did not understand the context when she received it. She stated that she will forward the narrative to Ms. Barth and members of the committee. The narrative included suggestions such as replacing ceiling tiles, making the stairwell and bathrooms code compliant, and removing the rug-like material on the walls and repainting or wallpapering.
Mr. Cunningham stated that these costs should not be integrated with the renovation costs of the first floor. The Board briefly discussed the accounts from which these funds should be taken.
Ms. Fridell stated $17,947 is budgeted for exercise equipment in 2010, and then in years 2011-2012, $75,000 is budgeted for renovations. Any expenditures now would be have to be taken from funds allocated for future years and would need to be reflected in next year’s budget. Ms. Fridell stated that there needs to be a hard-copy proposal presented to the Board. Ms. Kielty stated that she would have Hartman Design Group prepare a written estimate.
Dr. Muller asked the Committee to reconsider leasing a blood pressure machine for three months. Ms. Kielty stated that many Committee members did not support leasing the machine because they were unclear where the funds would come from, and did not want the funds taken from the exercise room budget. They also felt that individuals should purchase their own machine or utilize other avenues if they had a concern about their blood pressure. Dr. Muller assured the Board that his intent was to charge the “other amenities” line item, and not take from the exercise room budget. He also emphasized that the $450 cost he estimated was not an expensive item, especially when compared with the many more expensive items just approved. Dr. Muller stated that, in his view, the machine would provide residents with a 24/7 additional amenity, and be more convenient than travelling to the Community Center, drug store, or physician’s office. Dr. Muller put forth a motion to approve leasing a blood pressure machine, but the motion failed for lack of a second.
Mr. Cunningham asked Mr. Horan about the compatibility of the security screen size at the front desk after the renovations. Mr. Horan will discuss the issue with the security company.
Dr. Muller stated that a resident expressed concern about the use of the engineers at the front desk. He explained that they are not scheduled to be at the front desk, but all members of the Elizabeth staff do occasionally cover the front desk so that staff can take necessary breaks. The night security guard covers the desk while that staff person takes her dinner break.
-Social Committee: Ms. Barth reported that the Halloween party was a success and thanked all those who helped. Upcoming activities include:
• November 22, 2009- a brunch in the West lobby with the omelet chef. A few seats remain.
• December 5, 2009- the community box event to provide toiletries and hats for the homeless.
• December 13 or 20, 2009- the annual holiday party. A RSVP is required to attend and residents should look for invitations in their boxes.
Dr. Muller stated that the jack hammering going on at a nearby building will continue for the next two weeks between 5pm and 9pm. He also reported that a new County recreation center is now open on Friendship Boulevard, within a short walking distance, and those individuals older than 55 can use the weight rooms free of charge from 9am to 2pm.
Comments from the floor:
-A resident expressed appreciation for the management company and the workmen who completed the pipe work. She added that she has observed pet owners being more considerate since the discussion began on the pet policy. She suggested that small signs be posted to remind owners that dogs should not be allowed to urinate on the landscaped areas.
-A resident asked about the status of delinquencies. Ms. Fridell stated that the $34,000 comprises over 1% of the annual condominium fee receivables and 12% of the monthly receivables. She added that the number is low, but continues to increase. There are currently nine (9) unit delinquencies and 9 parking space delinquencies.
- A resident asked whether the Board has considered painting the pillars and walls in the garage. He added that there have also been long delays for a working elevator. He also asked about the status of changing the door locks. Mr. Horan stated that the price on the locks is reasonable, and 89 residents have signed up. He is aware of the elevator delays and is working to address the issue.
-A question was posed by a resident about when and what type of equipment will be installed in the exercise room. He expressed concern that some of the equipment is broken and added that there was a need for another recumbent bicycle and elliptical trainer. Ms. Kielty answered that the committee is working to develop a clear, long-range plan about the change in equipment. The committee did not meet over the summer, which delayed the decision-making process.
-A resident expressed concern about the pipe work in the lobby and elevator area, specifically questioning whether the pipes will be insulated one from another. Mr. Cunningham assured the resident that there is oversight to ensure that the work is being done correctly.
Adjournment: The President adjourned the meeting at 9:55 p.m.
The initial draft of the minutes, upon which these minutes are based, was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting November 16, 2009
Board Present:
Woody Cunningham ....................President
Alexandria Kielty .........................Vice President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Jeffrey Axelrad ............................Secretary
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Also present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan .............Property Manager, Legum & Norman
Jana Bowcut ...............Recording Secretary, On the Record
Call to Order: Mr. Cunningham called the meeting to order at 7:30 pm.
Approval of Minutes:
MOTION
Dr. Muller moved, Ms. Fridell seconded, to approve the October 13, 2009, meeting minutes. The motion passed unanimously.
President’s Report
Mr. Cunningham stated that the heat will be shut off for three days for the ongoing piping work. He added that most projects are progressing as planned, with the exception of the emergency generator project, which has fallen behind schedule. Meetings will be held in the coming week to discuss ways to accelerate the project.
A committee is being formed to oversee the nomination and election process, which includes recruiting well-qualified residents to serve as board members. Mr. Murdoch described an electronic balloting system available from Legum & Norman; each unit is issued a ballot with a barcode and when scanned, results are quickly calculated based on the weighted vote, quorum and individual votes. The cost of the system is $2 per unit and the results are immediate.
A communications committee is also needed to develop an effective e-mail system and official website for the Association. Mr. Cunningham requested that owners interested in serving on the committee, or nominating a resident to serve on a committee, notify the Board.
Treasurer’s Report:
Ms. Fridell reported that the Association’s accountant, DeLeon & Stang, provided a draft of the FY 2009 audited financial statements. Mr. Murdoch and Ms. Fridell will discuss their comments with DeLeon & Stang. Other board members are welcome to attend. The audit manager will attend the December board meeting to formally present the financial statements to residents and the Board.
A brokerage account has been opened at Morgan Stanley. Ms. Fridell will meet with the account officer in the coming week to make an initial deposit and begin transferring maturing investments to the account.
It was noted that the Association’s financial statements are still not accurate, despite the diligent work of Ms. Fridell and Mr. Murdoch. There are many types of errors including accounting classification errors. Ms. Fridell noted that she does not see any benefit to outsourcing financial management compared to self-management with regard to investments, accounting or delinquency management. She asked that Legum & Norman commit to having these statements entirely correct by December, which is half-way through the Association’s fiscal year.
Mr. Murdoch agreed that previous financial statements have shown areas that need to be addressed such as allocation of expenses. He will review the October statement with Ms. Fridell and expressed his commitment to making all of the necessary corrections.
Delinquencies currently total $34,000. Legum & Norman has effectively cleared out those delinquencies that resulted from confusion about the new lock box.
Ms. Fridell has received two proposals for a line of credit and three other banks are waiting for financial information from the Association. Therefore, all financial statements need to be corrected before providing the information to the banks. Ms. Fridell will then review the five proposals and make a recommendation to the Board.
Ms. Fridell asked that the following resolutions be considered by the board: (1) obtain a written opinion from legal counsel, Lerch Early, to ensure that borrowings are not prohibited by the Association’s by-laws; and (2) authorize
Legum & Norman to transfer the approximately $90,000 tax refund from the operating to the reserve funds, which intention was stated by the Board President in September 2009.
Mr. Axelrad stated that according to amendments made to the open meeting act, discussion of consultation with legal counsel should occur in Executive Session. Mr. Cunningham deferred this issue to Executive Session.
MOTION:
Mr. Bressler moved, Ms. Barth seconded, to approve the transfer of approximately $90,000 from the operating to the reserve funds. The motion passed unanimously.
Old Business:
a. Lighting- Mr. Cunningham stated that he received positive feedback about the lighting changes in the basement, noting that the changes have also proven to be cost effective. Mr. Horan affirmed that there has been a noticeable decrease in energy usage. He is awaiting a proposal for additional lighting upgrades to the pool, exercise room and some stairwells.
b. Asbestos abatement- Mr. Cunningham reported that the asbestos abatement project has been completed.
c. Lobby horizontal piping- The horizontal piping is approximately 50 percent completed. Both residents and board members reported that the workmen have been considerate and the workmanship is of good quality.
d. Emergency generator- The new generator has not been delivered and cannot be installed until some decisions are made about elements in the electrical room. Ms. Horan and Mr. Murdoch are working on this and will bring in another consulting engineer to speed up the work if necessary.
e. Façade work- The work will be completed by early December. Mr. Horan apologized for the dust that has resulted from the project and will assist in getting balconies cleaned off.
f. Pet policy- Mr. Cunningham thanked the Pet Policy Committee who presented a report at the October 13, 2009, meeting; the report has been made available to all residents. Dr. Muller provided a three-page analysis of the committee’s report, which included some additional information not available to the committee. This analysis is attached to the meeting minutes and summarized below:
Dr. Muller commended the committee’s report, stating that it was well-researched, provided useful comparisons of pet policies of other condominium buildings and made apt reference to the Association’s by-laws and house rules. He added that the report identified two problems with pets in the building: (1) some dog owners have allowed pets to eliminate in public areas without cleaning up after them, and (2) owners violating pet policies have not been reported to management. Since the committee was formed, the Board approved the following to resolve these problems: (1) notices were hung in public areas to remind pet owners about their responsibilities, and (2) management has had new security cameras installed in public areas and the arcades to identify those owners and dogs in violation. According to management, incidents have decreased. Dr. Muller added that the suggestion made by the committee about a referendum to change the by-laws is not feasible, given the 66% ownership favorable vote requirement. He added that detailing the weight of a dog would not be helpful since small dogs have been responsible for many of the incidents. The weight limits imposed at other condominium buildings vary widely, ranging from 25 to 70 pounds. The committee’s report did mention that the Carleton views pet allowance as a financial benefit to the building by increasing resale value. Not mentioned in the committee’s report was that the assisted living building is pet friendly, with owners feeling that there is therapeutic value in allowing pets on the property.
One issue that was not raised in the report was that some residents and staff are afraid of dogs. Dr. Muller stated that although the pet policy was known before they came to live or work on the property both sides need to be tolerant and courteous to each other. He added that elevators are intended to transport people with and without dogs, and that controversy can be avoided by waiting for the next elevator or kindly asking a dog owner to board the next elevator.
Dr. Muller made the following recommendations:
1) Adopt the committee’s suggestions about an updated registration form, which should include a photo of the dog.
2) Post notices in the elevator to remind residents to report transgressions
3) Enforce the recently approved House Rules, which calls for penalizing repeat offenders
4) Encourage dog owners and non-dog owners to treat each other with respect
Charles Bressler suggested that a limit of 35lbs be instituted by the Board after stating that the present dog community
in the Elizabeth was weighing 35 pounds or under. The Board did not adopt this suggestion.
Ms. Fridell suggested having a picture of the dog owner included on the registration form to help with enforcement.
Mr. Axelrad expressed sadness at the lack of understanding of the tolerance and friendliness values that dogs bring to a community, including to non-pet owners, and regret that the committee’s report did not include any suggestions of how to make the building more dog-friendly.
Ms. Barth suggested that because of the new lobby renovation, dogs be taken in and out of the building through a side entrance to prevent any accidents on the new furnishings. Dr. Muller responded that the lobby entrance and pathways to the elevators will not be carpeted and animals do not typically eliminate on the carpeted areas. This would pose an inconvenience to those dog owners bringing in groceries or picking up mail. Ms. Kielty added that the refurbishment is being done to create a better environment for residents, and that it shouldn’t make the building less welcoming by not allowing dogs to walk through the lobby.
Ms. Barth expressed concerns about safety, referring to past incidents of residents being bitten and pet urine on the marble floor causing a danger of slipping. Ms. Kielty argued that the number of incidents does not warrant dogs and owners using other exits. Dr. Muller stated that he has witnessed dog owners cleaning up after their dogs on the lobby floor, and that water dripped from pool users is just as dangerous.
Some board members stated that there should be a weight limit on dogs. Dr. Muller stated that imposing weight restrictions do not address the defined problems and that the original by-laws did not define a weight limit.
Dr. Muller moved, Ms. Kielty seconded, to approve and adopt the recommendations put forth by
Dr. Muller. The motion passed unanimously.
Ms. Fridell suggested some additions to the registration form: the responsibilities of the pet owner should be better explained, a picture of the dog and owner should be included, the tag number should specify the Montgomery County License Number, and vaccination dates should be provided to management. She added that a fine should be assessed if a pet owner fails to register his or her pet within a specified time, management should develop a system for managing this information and wording should be included to indicate the weight of the dog for identification purposes.
MOTION:
Ms. Fridell moved, Ms. Kielty seconded, to approve the suggested additions to the pet registration form. The motion passed with one abstention by Mr. Axelrad (6-0-1).
.
Mr. Cunningham asked Ms. Fridell to work with management to update the form.
New Business:
a. Radios- Mr. Horan stated that the staff’s current two-way radios are old and in need of replacement; proposals have been received from several companies. Teltronic, the only company who visited on-site, conducted tests on the roof and basement to assess what equipment would be needed. They recommend placing a repeater in the management office to boost the signal of the radios being used in the building. This would enable engineers to use the radios within two to three miles of the building. Teltronic quoted a price of $5,600, but would be decreased by $2,300 if a repeater is not included. There is a three-year warranty on the system. The system could be set up within 30 days.
Ms. Fridell stated that the previous management recommended obtaining new radios and this proposal is in line with their recommendation. Board members inquired whether it would be more cost effective to have cell phones for staff instead of radios. Ms. Barth stated that there are places in the building where service is not possible.
Ms. Kielty moved, Ms. Barth seconded, to approve the $5,600 Teltronic proposal for new radios. The motion passed unanimously by acclamation.
b. Front mats- Mr. Horan recommended replacing the weather mats, which are laid during inclement weather to prevent slipping. The new mats would be heavy gauge and could be stored in a room on the West side by the elevator. Ms. Fridell proposed waiting until after the construction is finished, but Mr. Horan responded that the mats could be put away if they got in the way of the renovation. The decorating committee should select the color of the mats.
MOTION:
Ms. Barth moved, Mr. Axelrad seconded, to approve replacing the lobby mats. The motion passed, with Ms. Fridell opposing (6-1-0).
c. Water detectors- Mr. Horan reported that he had begun looking into the cost of water detectors, noting that prices range from $10 to $30. Mr. Cunningham asked that the Board consider providing one unit for each condominium to be placed near the washer and dryer and make another one available for residents to purchase. Mr. Horan will gather additional information.
d. Lobby renovation project- Mr. Cunningham stated that the lobby renovation project is at the point where permits are needed from the County. In preparation for this, an architect and mechanical/electrical subcontractors are needed to review and approve the drawings. An architect, recommended by the Hartman Design Group, has provided the Board with a proposal. The Board was concerned that the quoted rates are hourly and asked Mr. Murdoch to negotiate a fixed price.
Mr. Cunningham asked for approval from the Board for Mr. Murdoch to negotiate a contract within the range of $11,700. Mr. Murdoch stated that in addition to the architect’s time, estimated at 120 hours at $80 per hour, there is a fixed contract between him and a mechanical or electrical contractor’s time of $11,750. He stated that the cost may be less depending on the scope of the work needed.
Mr. Bressler expressed concern that the Board is being asked to approve large expenditures, but has still not seen drawings and illustrations. Board members expressed their struggle to understand how permits can be obtained for areas that may ultimately not be renovated. Ms. Barth clarified that documents are being prepared to complete renovations for the entire first floor lobby. After the permits are obtained, the construction bids will dictate how much of the work the Association can afford to complete. Ms. Barth stated that drawings and illustrations will be available in January. Documents will be completed in December and then a bidding process will take place in January to secure a general contractor. In February, there will be boards with furnishing options to view.
Ms. Fridell stated that she needs a specific timeline when major expenditures are expected in order to ensure that there are reserve funds available at the right time. Ms. Barth stated that she would provide that.
Ms. Fridell also inquired about the expenditures chart in the Management Report, Section D, which lists $70,000 for Hartman Design Group. Ms. Barth clarified that that amount is for the design work only.
Mr. Axelrad emphasized that the Association should ensure that the architect provides a fixed fee for obtaining the necessary permits. Mr. Cunningham stated that the architect was new to the project and didn’t have a clear sense of what was needed yet. It is also difficult to guarantee a price on the whole process since the County may go back and forth with the Association with various requests. Mr. Axelrad stated that the architect would be aware of this and could still incorporate it into a fixed price. Ms. Barth clarified that the money for the architect and the electrical engineer should come out of the construction budget, not the design budget.
Dr. Muller moved, Ms. Kielty seconded, to authorize Mr. Murdoch to negotiate a possible fixed-price contract, starting at a minimum of $10,000. The motion passed, with one abstention by
Mr. Axelrad (6-0-1).
Ms. Fridell expressed concern about the way this motion was presented, in that the Board should be provided with an actual proposal. Auditors have cited the Board about being lax on documenting contract decision-making and therefore a vote should have been taken only on the final contract. Board members stated that they had to grant authorization for the contract to be negotiated.
Ms. Kielty inquired about having some superficial work done such as painting the doors of the arcade and exercise areas. Mr. Bressler added that the awning also needs to be repaired. Mr. Horan stated that the doors can be painted at any time. The awning has been previously addressed, but continues to leak.
e. Future meeting dates-
MOTION:
Ms. Barth moved, Ms. Kielty seconded, to move the regular board meetings to the third Monday of each month. The motion passed unanimously by acclamation.
The Board agreed to hold its next meeting on December 21, 2009.
Committee Reports:
-Exercise Committee: Ms. Kielty reported that the exercise committee met in late October. The committee developed a strategy about proceeding with procuring new exercise equipment and utilizing the budget that has been approved for the exercise area. The committee envisions a redesign of the area and will obtain information from the Hartman Design Group about what equipment should be purchased and a space design to be included in a RFP to go out to vendors.
Ms. Kielty met with Elise Moore at the Hartman Design Group, who provided an estimated planning cost. The quoted price was $2,600, which includes drawings for $180, site measurement and verification for $700, a second site measurement and verification for $600, and space planning of the area for $1,120. Ms. Kielty feels that this is a conservative approach and will ensure that the rest of the funds budgeted for this area will be utilized effectively.
Ms. Barth stated that the Hartman Group recently conducted a walkthrough of the pool and exercise areas to take photographs and make recommendations. They will send a narrative of information and the committee will make a decision about whether to proceed with the recommendations. Ms. Kielty stated that she did receive the narrative, but did not understand the context when she received it. She stated that she will forward the narrative to Ms. Barth and members of the committee. The narrative included suggestions such as replacing ceiling tiles, making the stairwell and bathrooms code compliant, and removing the rug-like material on the walls and repainting or wallpapering.
Mr. Cunningham stated that these costs should not be integrated with the renovation costs of the first floor. The Board briefly discussed the accounts from which these funds should be taken.
Ms. Fridell stated $17,947 is budgeted for exercise equipment in 2010, and then in years 2011-2012, $75,000 is budgeted for renovations. Any expenditures now would be have to be taken from funds allocated for future years and would need to be reflected in next year’s budget. Ms. Fridell stated that there needs to be a hard-copy proposal presented to the Board. Ms. Kielty stated that she would have Hartman Design Group prepare a written estimate.
Dr. Muller asked the Committee to reconsider leasing a blood pressure machine for three months. Ms. Kielty stated that many Committee members did not support leasing the machine because they were unclear where the funds would come from, and did not want the funds taken from the exercise room budget. They also felt that individuals should purchase their own machine or utilize other avenues if they had a concern about their blood pressure. Dr. Muller assured the Board that his intent was to charge the “other amenities” line item, and not take from the exercise room budget. He also emphasized that the $450 cost he estimated was not an expensive item, especially when compared with the many more expensive items just approved. Dr. Muller stated that, in his view, the machine would provide residents with a 24/7 additional amenity, and be more convenient than travelling to the Community Center, drug store, or physician’s office. Dr. Muller put forth a motion to approve leasing a blood pressure machine, but the motion failed for lack of a second.
Mr. Cunningham asked Mr. Horan about the compatibility of the security screen size at the front desk after the renovations. Mr. Horan will discuss the issue with the security company.
Dr. Muller stated that a resident expressed concern about the use of the engineers at the front desk. He explained that they are not scheduled to be at the front desk, but all members of the Elizabeth staff do occasionally cover the front desk so that staff can take necessary breaks. The night security guard covers the desk while that staff person takes her dinner break.
-Social Committee: Ms. Barth reported that the Halloween party was a success and thanked all those who helped. Upcoming activities include:
• November 22, 2009- a brunch in the West lobby with the omelet chef. A few seats remain.
• December 5, 2009- the community box event to provide toiletries and hats for the homeless.
• December 13 or 20, 2009- the annual holiday party. A RSVP is required to attend and residents should look for invitations in their boxes.
Dr. Muller stated that the jack hammering going on at a nearby building will continue for the next two weeks between 5pm and 9pm. He also reported that a new County recreation center is now open on Friendship Boulevard, within a short walking distance, and those individuals older than 55 can use the weight rooms free of charge from 9am to 2pm.
Comments from the floor:
-A resident expressed appreciation for the management company and the workmen who completed the pipe work. She added that she has observed pet owners being more considerate since the discussion began on the pet policy. She suggested that small signs be posted to remind owners that dogs should not be allowed to urinate on the landscaped areas.
-A resident asked about the status of delinquencies. Ms. Fridell stated that the $34,000 comprises over 1% of the annual condominium fee receivables and 12% of the monthly receivables. She added that the number is low, but continues to increase. There are currently nine (9) unit delinquencies and 9 parking space delinquencies.
- A resident asked whether the Board has considered painting the pillars and walls in the garage. He added that there have also been long delays for a working elevator. He also asked about the status of changing the door locks. Mr. Horan stated that the price on the locks is reasonable, and 89 residents have signed up. He is aware of the elevator delays and is working to address the issue.
-A question was posed by a resident about when and what type of equipment will be installed in the exercise room. He expressed concern that some of the equipment is broken and added that there was a need for another recumbent bicycle and elliptical trainer. Ms. Kielty answered that the committee is working to develop a clear, long-range plan about the change in equipment. The committee did not meet over the summer, which delayed the decision-making process.
-A resident expressed concern about the pipe work in the lobby and elevator area, specifically questioning whether the pipes will be insulated one from another. Mr. Cunningham assured the resident that there is oversight to ensure that the work is being done correctly.
Adjournment: The President adjourned the meeting at 9:55 p.m.
The initial draft of the minutes, upon which these minutes are based, was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary
Thursday, December 10, 2009
Summary of November 2009 Elizabeth Condo Board Meeting
Woody Cunningham, Board President, called the meeting to order at 7:30 p.m.
Mr. Cunningham reminded residents that heat would be turned off the period November 17 - 19, but hot water would not be affected. This is required because of work being done on the horizontal piping.
Work on emergency generator project is still behind schedule. There will be a meeting this week to try to get this back on track.
Mr. Cunningham suggested that two potential committees would be helpful: (1) Nominating and election committee to improve the process of both the election of Board members and the actual balloting system; (2) Communications committee that would be responsible for setting up a website for The Elizabeth, enabling residents to learn of events and getting communications from the Board. Residents without email access would get written communication as before. Scott Murdoch noted that L&N has a simplified process involving a ballot for each unit where a bar code is scanned. This enables the quorum quickly to be signaled, the unit number to be recorded and the percentage of ownership to be duly noted. The cost is $2.00 per unit.
Minutes of October 13 Board Meeting were approved.
Treasurer's Report:
Treasurer Monique Fridell said FY 09 audit should be available for December meeting. Ms. Fridell stated she is very dismayed that L&N financial statements still are not accurate and that she sees no benefit to outsourcing what previously was a self-managed operation. Ms. Fridell asked for 100% accuracy by December. Delinquencies are at $34,000.
Two proposals for a line of credit are in hand, and three more are expected shortly. She requested two motions -- one for opinion of Counsel to assure that there is no prohibition for borrowings and the other that the $90,000 sales tax refund be put into the Reserve fund rather than kept in the Operations account. Jeffrey Axelrad said that legally the second matter should be discussed in Executive Session.
Old business:
Lighting in the garage is much better, and electricity bills already indicate cost savings.
Asbestos abatement project has been completed, and there were no problems.
Lobby piping is almost 50% complete.
Scott Murdoch and Mike Horan are working to speed up delivery of emergency generator, which is behind schedule because of construction work. A consulting engineer may be needed.
Work on the facade of tiers 14 and 15 should be completed by December. Mr. Horan apologized for dust on balconies and suggested residents could contact him for possible assistance by maintenance staff.
Pet policy: Dr. Muller asked that his three-page critique be included in the official minutes of the meeting. Among other things, he said the matter of a referendum was moot, since at the annual meeting only 55-56 percent representation is ever achieved, and a bylaws change would necessitate 66 percent. The Board's conclusion was that a new registration form should be produced. This would include license number, weight of dog, photo of dog owner(s)/pet(s) and date of pet inoculation.
Mike Horan is expecting a proposal in the near future for new lighting to be installed in pool and exercise areas as well as stairwells.
Management requested that new two-way radios be purchased for use by staff to replace the current older models. Board approved expenditure of $5,600 for the new radios that come with a three-year warranty.
Management requested approval to buy new mats for front lobby area used during inclement weather. Board approved.
Board requested Management to explore cost of water detectors for each unit. These would be placed in the area behind the washer/dryer, which is where most water leaks occur. Mike Horan indicated the cost would be between $10 and $30 for each detector, but he cannot make a recommendation until he does more research of the several companies that supply detectors. The detectors might also be useful in the McQuay units.
An architect for the decorator must put together some plans for the lobby renovation to submit to Montgomery County for approval. Scott Murdoch wants to review the proposal and add an addendum because it is too open-ended in terms of cost.
The lobby renovation will not begin until March 2010. Easels showing the design for the lobby will be put up right after the holidays.
The Holiday Party will be held either on Sunday, December 13th, or Sunday, December 20th.
The Exercise Committee is putting together a plan for updating of the exercise equipment.
The next Board Meeting will be held on Monday, December 21st. The Board approved a plan to meet the third Monday of each month unless it falls on a holiday, in which case the date will be moved.
Meeting adjourned at 9:15 p.m.
Mr. Cunningham reminded residents that heat would be turned off the period November 17 - 19, but hot water would not be affected. This is required because of work being done on the horizontal piping.
Work on emergency generator project is still behind schedule. There will be a meeting this week to try to get this back on track.
Mr. Cunningham suggested that two potential committees would be helpful: (1) Nominating and election committee to improve the process of both the election of Board members and the actual balloting system; (2) Communications committee that would be responsible for setting up a website for The Elizabeth, enabling residents to learn of events and getting communications from the Board. Residents without email access would get written communication as before. Scott Murdoch noted that L&N has a simplified process involving a ballot for each unit where a bar code is scanned. This enables the quorum quickly to be signaled, the unit number to be recorded and the percentage of ownership to be duly noted. The cost is $2.00 per unit.
Minutes of October 13 Board Meeting were approved.
Treasurer's Report:
Treasurer Monique Fridell said FY 09 audit should be available for December meeting. Ms. Fridell stated she is very dismayed that L&N financial statements still are not accurate and that she sees no benefit to outsourcing what previously was a self-managed operation. Ms. Fridell asked for 100% accuracy by December. Delinquencies are at $34,000.
Two proposals for a line of credit are in hand, and three more are expected shortly. She requested two motions -- one for opinion of Counsel to assure that there is no prohibition for borrowings and the other that the $90,000 sales tax refund be put into the Reserve fund rather than kept in the Operations account. Jeffrey Axelrad said that legally the second matter should be discussed in Executive Session.
Old business:
Lighting in the garage is much better, and electricity bills already indicate cost savings.
Asbestos abatement project has been completed, and there were no problems.
Lobby piping is almost 50% complete.
Scott Murdoch and Mike Horan are working to speed up delivery of emergency generator, which is behind schedule because of construction work. A consulting engineer may be needed.
Work on the facade of tiers 14 and 15 should be completed by December. Mr. Horan apologized for dust on balconies and suggested residents could contact him for possible assistance by maintenance staff.
Pet policy: Dr. Muller asked that his three-page critique be included in the official minutes of the meeting. Among other things, he said the matter of a referendum was moot, since at the annual meeting only 55-56 percent representation is ever achieved, and a bylaws change would necessitate 66 percent. The Board's conclusion was that a new registration form should be produced. This would include license number, weight of dog, photo of dog owner(s)/pet(s) and date of pet inoculation.
Mike Horan is expecting a proposal in the near future for new lighting to be installed in pool and exercise areas as well as stairwells.
Management requested that new two-way radios be purchased for use by staff to replace the current older models. Board approved expenditure of $5,600 for the new radios that come with a three-year warranty.
Management requested approval to buy new mats for front lobby area used during inclement weather. Board approved.
Board requested Management to explore cost of water detectors for each unit. These would be placed in the area behind the washer/dryer, which is where most water leaks occur. Mike Horan indicated the cost would be between $10 and $30 for each detector, but he cannot make a recommendation until he does more research of the several companies that supply detectors. The detectors might also be useful in the McQuay units.
An architect for the decorator must put together some plans for the lobby renovation to submit to Montgomery County for approval. Scott Murdoch wants to review the proposal and add an addendum because it is too open-ended in terms of cost.
The lobby renovation will not begin until March 2010. Easels showing the design for the lobby will be put up right after the holidays.
The Holiday Party will be held either on Sunday, December 13th, or Sunday, December 20th.
The Exercise Committee is putting together a plan for updating of the exercise equipment.
The next Board Meeting will be held on Monday, December 21st. The Board approved a plan to meet the third Monday of each month unless it falls on a holiday, in which case the date will be moved.
Meeting adjourned at 9:15 p.m.
October 2009 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting October 13, 2009
Board Present:
Woody Cunningham ....................President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Also present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan .............Property Manager, Legum & Norman
Jana Bowcut ...............Recording Secretary, On the Record
Absent:
Alexandria Kielty .........................Vice President
Jeffrey Axelrad ............................Secretary
Call to Order: Mr. Cunningham called the meeting to order at 7:33 pm.
Approval of Minutes:
MOTION
Dr. Muller moved, Ms. Barth seconded, to approve the September 15, 2009, meeting Minutes. The motion passed unanimously.
President’s Report
Mr. Cunningham welcomed Scott Murdoch, the new Community Manager from Legum and Norman, and mentioned that he also works with other condominium associations nearby.
Mr. Cunningham noted that the work in the lobby was progressing and praised contractor A.D. Heath for its work. Mr. Cunningham also provided an overview of new business items that would be discussed during the meeting.
Treasurer’s Report:
Ms. Fridell reported that the Association’s accountant, DeLeon & Stang, is finalizing the first draft of the FY 2009 financial statements through June 30, 2009. Suggestions made by DeLeon & Stang include:
• Purchase a scanner for the office to reduce paper files ($350).
• Meeting minutes should be more precise, particularly when contract decisions are made.
• The income statement should separate Legum & Norman fees out into flat annual fees and ad hoc fees for various services
• The Treasurer should handle payment of reserve expenditures from reserve accounts differently.
Ms. Fridell stated that she is working on outstanding financial issues that remain from the prior Community Manager, but those issues should be resolved in the next month. She is also working with L&N to refine the financial statements to make them more accurate and understandable. ECA financial policies and procedures need to be revised, and will be completed in conjunction with Legum & Norman.
Delinquencies are currently at $43,000, and have doubled since June 30, 2009. Many of these could be related to confusion about where to send condominium fee payments. Legum & Norman is contacting owners to clarify the process, which hopefully will bring the delinquency figure down.
Ms. Fridell investigated establishing a line of credit, previously requested by the Board, for back up liquidity purposes. Chevy Chase Bank, National Capital, and Wachovia were contacted because they offered line of credit proposals to the ECA in the past. However, none of the banks is currently willing to extend a line of credit.
Ms. Fridell stated that she has requested a term sheet proposal from BB&T for a $1 million LOC and is currently awaiting feedback from the loan officer. A term sheet proposal has also been received from Community Association Banc for a $1 million LOC; however, this loan must be related to a specific project. In order to pursue either of these loans, the current fiscal year financial statements must be refined and delinquencies made accurate. Ms. Fridell also suggested that the Association’s attorney be consulted to ensure that the by-laws do not prohibit borrowings.
A new brokerage account with Morgan Stanley was proposed to the Board to gradually transfer all reserve investments. Due to some discomfort among Board members with the Wachovia certificate of deposit account registry account service (CDARS) and investing directly into bank CDs, Ms. Fridell stated that she thought the aforementioned option, suggested by L&N and supported by several Board members, would be a good alternative. Opening a brokerage account with Morgan Stanley would also alleviate some of the burden on the Treasurer, particularly now that Diane Robinson is no longer with the Association. However, Morgan Stanley charges a $150 annual fee and other ad hoc transaction costs and does offer lower interest rates than investing directly into CDs. It was noted that savvy investing in the future may compensate for this earning difference.
Mr. Bressler inquired whether Ms. Robinson’s replacement could take on some of the financial responsibilities. Ms. Fridell responded that although Aisha Gardner is a very responsive and diligent employee, she has no accounting background as Ms. Robinson did. Ms. Barth also asked Mr. Murdoch about the experience of other condominium associations using brokerage firms. He answered that although it is slightly more costly, it is considerably more convenient. Also, in the event that the Association has a treasurer less knowledgeable than Ms. Fridell in the future, the finances would still be manageable.
MOTION
Ms. Barth moved, Dr. Muller seconded, to approve opening a new brokerage account with Morgan Stanley. The motion passed unanimously.
Old Business:
Mr. Bressler requested that payment be made to Merrifield Landscape on an existing $725 invoice to have a landscaping proposal drafted. Dr. Muller recommended soliciting a second proposal, not to exceed $750, which the Board supported. Ms. Barth suggested posting both proposals together in the lobby for residents to review. She also noted that she is still seeing trash thrown into the planters in the front of the building.
MOTION
Mr. Bressler moved, Dr. Muller seconded, to approve payment to Merrifield Landscaping of the $725 invoice for a landscaping proposal. The motion passed unanimously.
New Business:
A. Contracts for Abatement- Mr. Cunningham stated that asbestos has been discovered in the packing around a number of pipes in the lobby. This is not a health problem; since the asbestos is of the non friable kind it does not create dust. An asbestos abatement program is required and will be done in full compliance with EPA and state regulations.
Two drastically different bids have been received for abatement. Mr. Murdoch stated that A.D. Heath, who subcontracts with Gibbins, proposed a cost of $62,383. The second bid was for $34,800 from LVI Services. After asking A.D. Heath to reconsider its proposal, the company gave a revised cost of $39,600. Mr. Murdoch stated that even though A.D. Heath is slightly more expensive, it might make the project move faster since it will be easier to coordinate the work with the rest of the construction in the lobby.
MOTION
Dr. Muller moved, Ms. Barth seconded, to approve the $39,600 A.D. Heath proposal. The motion passed unanimously.
Dr. Muller inquired about possible errors in renewal dates on the contract list, and Mr. Horan stated that he would address the discrepancies.
B. Future meeting dates- Mr. Cunningham stated that the regular Board of Directors meetings need to be changed so that Mr. Murdoch can attend the meetings. Meetings have been held on the third Tuesday of each month to provide enough time after month-end to ensure more complete financial reports. The third Monday and the third Thursday of each month were proposed as possible meeting times. Mr. Cunningham stated that the next meeting will occur on Monday, November 16, 2009, and a permanent, monthly date will be established after consulting the absent board members.
C. Façade work- Mr. Horan stated that work on the 14th and 15th tiers is progressing with continuing work mostly in the 15th and 16th tiers. No complications or issues have surfaced, though some residents may have noticed some dust from the work. The work will continue through mid-November.
D. Security cameras- Mr. Horan stated that the DVR system is now in place for security recording. Two cameras were replaced that are sharper in color. Twenty black and white cameras are still currently in place, and should be replaced with digital color cameras, and two cameras should be added at the arcade. The cost of this work is $4,808.38.Larger monitors have also been recommended, and would cost an additional $2,000. Board members inquired if additional cameras or changing the locations of cameras is needed. Mr. Horan added that the number and location of the cameras is fine, and new cameras will have more capabilities such as zooming and swiveling. Board members expressed concern about having new cameras installed in the lobby before the construction is completed. Mr. Horan responded that the construction schedule can be accommodated.
MOTION
Mr. Bressler moved, and Dr. Muller seconded, to approve the $4,808.38 proposal from See View Security to purchase an install 22 new security cameras and the two new monitors for $2,000. The motion passed unanimously.
Mr. Bressler inquired what the monthly costs for L&N site personnel are now that ECA is being managed by Legum & Norman. Mr. Murdoch responded that the first three months are direct operating expenses, which include management fees of $22,464, reimbursable services of $6,662, and direct payroll expenses of $29,698. These expenses total $58,824.00. Payroll costs are $56,416 for a three-month period. These expenses are $2,400 higher than comparable expenses were under self-management. Dr. Muller pointed out the reason for a $90,000 surplus is the result of a sales tax refund sought and received at the suggestion of Legum & Norman.
Mr. Bressler inquired when the garage lighting work would begin. Mr. Horan stated that the work would begin next week and there is no need to move cars. In response to Mr. Cunningham’s inquiry regarding the estimated payback period, it was noted that the payback period will be five years and six months.
Dr. Muller raised the issue of cars in the garage that are abandoned or leaking. Space in the garage is at a premium particularly during winter months, and guests to the building will not have parking spaces. Mr. Horan stated that one “junked” car has been removed, and violators have been issued as many as three violations. He asked if he could begin towing, but Dr. Muller suggested first consulting legal counsel. Board members expressed concern that visitor passes were being given out without enough scrutiny.. Mr. Horan said that he would work with the front desk staff to identify repeat offenders.
Ms. Barth inquired whether Mr. Horan has looked into a FOB keyless entry system yet, to which he responded he has not. Also, following up on a safety issue raised by a resident at the September 2009 Board Meeting, a sign-up sheet will be available for residents who would like to have their locks replaced by Federal Lock and Safe. If at least 20 people sign up, the price will be dropped from $325 to $265 per door. Mr. Horan stated that he would also distribute a flier with the pricing and other information.
E. Committee Reports
Social Committee: An invitation has been sent out for the Halloween party, which is for all children in the building and grandchildren of all residents. Mr. Horan will be decorating the party room, and costumes are encouraged. There is no charge for this event.
The committee is organizing a brunch for November 22, 2009. Menus are still being considered, but fliers will be posted and notices will go in boxes once plans are finalized. There will be a nominal charge for this event.
Other upcoming events include a “Box Party,” a service project for the charity So Others Might Eat (SOME) to be held on December 5, 2009. The holiday party is planned for December 13, 2009.
Renovations Committee: Ms. Barth reported that plans are moving along as scheduled. On September 22, 2009 the committee met with Hartman Design group to see finishes for the first level of the lobby and plans for Phase 2 of the renovations, which include: the east and west lobbies; front desk; party room; and modernizing restrooms. The County has approved plans for the bathroom work.
The advisory committee met and also approved the plans. The Hartman Design Group has started Phase 3 plans, and the timing of the refurbishment is dependent upon the horizontal piping and asbestos work’s being completed in the lobby. Ms. Barth added that the lobby design is elegant and inviting, and creates space for residents and guests to meet. Drawings and samples of the finishes should be available in January, which will be presented at a wine and cheese reception.
Pet Committee: The committee has completed a report that includes recommendations on how pet ownership rules should be amended and strengthened. A summary of the report was read by a member of the Board Committee and included the following suggestions:
1) Owners should always carry clean up materials for their pets;
2) Dog weight should not exceed 25 pounds at maturity, with the exception of service animals;
3) Guest dogs should meet the same weight requirements and can stay for a maximum of two weeks;
4) A registration form for each dog should be kept on file in the management office, which would include a photo, size of the dog and vaccination record;
5) Only one pet should be allowed on the elevator at a time, and pet owners should give residents without pets the right of way;
6) In May, a referendum should be put forth at the annual meeting to decide whether pets should still be allowed to reside in the building; and
7) The same rules and privileges regarding pet ownership should not be extended to renters.
The chair of the committee reportedly conducted extensive research, which included reviewing pet policies and interviewing residents from other Legum and Norman managed buildings. The committee would like to adopt the pet registration form used by the Carlton. Every building has different policies, one not allowing pets at all, and others requiring substantial financial arrangements to have pets. Mr. Murdoch stated that legal counsel has advised not to discriminate between owners and renters with regard to pets. The committee reported that warning letters sent to pet owners sometimes gave incorrect information and that there are discrepancies on the current list of pet owners that is kept in the Management Office. Two pet owners participated in discussions with the committee to offer their perspective.
Some residents in the past have expressed concern about a significant number of renters having pets. Dr. Muller stated that only 5 of 22 dogs in the building belong to renters. He added that although he appreciated the committee's hard work, they went beyond addressing the two problems of 1) uncooperative pet owners not being reported to management and 2) the mess caused by pets in public areas not being cleaned up by their owners. The other suggestions concerning weight and rentals did not offer solutions for the two problems in question. Addressing these additional items would require changing the ByLaws, which would require approval of 2/3 of the ownership voting in favor of the change. Mr. Cunningham responded that the Board never limited the scope of the committee investigation and that this will be discussed more in November.
Energy Committee: Although the committee did not meet last month, a subcommittee was formed to help identify engineering consulting firms with expertise in energy conservation to help with future projects such as window and door replacement. These firms will be presented at the next meeting for the Board’s consideration. The committee is looking into compact fluorescent lights for the elevators and establishing contacts with energy conscious organizations.
Dr/ Muller presented a proposal to buy or lease a blood pressure machine for the exercise room. The cost of the machine is $5,000 or could be leased for $150 per month for a minimum of three months. Ms. Barth mentioned that a nurse at Friendship Heights Center will do a blood pressure check for any member of Chevy Chase Village on Tuesday afternoons. Dr. Muller stated that it is his understanding that there is no liability for having this machine available, but this question should be raised with the Association's attorney. Mr. Cunningham stated that this issue should be deferred to the exercise committee which can report next month.
Comments from the Floor
• Mr. Bressler noted that there have been several incidents of toilet bowls breaking and causing significant water damage. He inquired whether a group rate could be available in changing some of the toilet bowls as was made available for locks. Mr. Horan stated that he would investigate.
• A resident recommended the use of water sensors in units to detect early water leaks. She stated that sensors alerted her to a water leak caused by the HVAC unit. Mr. Horan stated that he would look into a bulk deal for these units.
• A concern was expressed about ensuring that the new security cameras in the elevators have a 360 degree scope.
• A resident inquired about what would happen to dogs over 25 pounds that currently reside in the building, if the new pet guidelines were adopted. Mr. Cunningham stated that those dogs would be “grand-fathered”.
• A resident reported watching a car sneak into G1 parking by following closely behind a resident entering the garage. Mr. Horan suggested one solution could be shortening the time the garage door stays open, but concerns were voiced about those residents who need the longer time to get their cars through the garage door.
• A question was posed about whether violent crime has ever occurred in the garage. Residents stated that there have been incidents of vandalism and one attack, which occurred ten years ago.
• A resident complained that some owners allow their dogs to urinate on the flower beds. Ms. Barth added that there are some odors in the arcade area, particularly around the doors between the east lobby and arcade and should be cleaned. Possible ways to deter dogs from the beds may be powder, fencing, or signs in the beds to remind owners.
• A suggestion was made to survey residents about amenities and activities and that the Board should describe its vision for the building. Ms. Fridell responded that Board members regularly discuss these issues and have a common vision for the building and what will enhance its value.
• A question was raised about having a defibrillator present in the building, given that they are inexpensive and have been shown to save lives. Dr. Muller stated that a change in the Maryland and District laws requires a licensed physician to take responsibility.The Association does not currently have such an arrangement and he does not believe the current security company employees would have the appropriate expertise to use the defibrillator.
Adjournment
The President adjourned the meeting at 9:32 p.m.
The initial draft of the Minutes, upon which these Minutes are based, was prepared by Jana Bowcut of On the Record, Inc.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting October 13, 2009
Board Present:
Woody Cunningham ....................President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Also present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan .............Property Manager, Legum & Norman
Jana Bowcut ...............Recording Secretary, On the Record
Absent:
Alexandria Kielty .........................Vice President
Jeffrey Axelrad ............................Secretary
Call to Order: Mr. Cunningham called the meeting to order at 7:33 pm.
Approval of Minutes:
MOTION
Dr. Muller moved, Ms. Barth seconded, to approve the September 15, 2009, meeting Minutes. The motion passed unanimously.
President’s Report
Mr. Cunningham welcomed Scott Murdoch, the new Community Manager from Legum and Norman, and mentioned that he also works with other condominium associations nearby.
Mr. Cunningham noted that the work in the lobby was progressing and praised contractor A.D. Heath for its work. Mr. Cunningham also provided an overview of new business items that would be discussed during the meeting.
Treasurer’s Report:
Ms. Fridell reported that the Association’s accountant, DeLeon & Stang, is finalizing the first draft of the FY 2009 financial statements through June 30, 2009. Suggestions made by DeLeon & Stang include:
• Purchase a scanner for the office to reduce paper files ($350).
• Meeting minutes should be more precise, particularly when contract decisions are made.
• The income statement should separate Legum & Norman fees out into flat annual fees and ad hoc fees for various services
• The Treasurer should handle payment of reserve expenditures from reserve accounts differently.
Ms. Fridell stated that she is working on outstanding financial issues that remain from the prior Community Manager, but those issues should be resolved in the next month. She is also working with L&N to refine the financial statements to make them more accurate and understandable. ECA financial policies and procedures need to be revised, and will be completed in conjunction with Legum & Norman.
Delinquencies are currently at $43,000, and have doubled since June 30, 2009. Many of these could be related to confusion about where to send condominium fee payments. Legum & Norman is contacting owners to clarify the process, which hopefully will bring the delinquency figure down.
Ms. Fridell investigated establishing a line of credit, previously requested by the Board, for back up liquidity purposes. Chevy Chase Bank, National Capital, and Wachovia were contacted because they offered line of credit proposals to the ECA in the past. However, none of the banks is currently willing to extend a line of credit.
Ms. Fridell stated that she has requested a term sheet proposal from BB&T for a $1 million LOC and is currently awaiting feedback from the loan officer. A term sheet proposal has also been received from Community Association Banc for a $1 million LOC; however, this loan must be related to a specific project. In order to pursue either of these loans, the current fiscal year financial statements must be refined and delinquencies made accurate. Ms. Fridell also suggested that the Association’s attorney be consulted to ensure that the by-laws do not prohibit borrowings.
A new brokerage account with Morgan Stanley was proposed to the Board to gradually transfer all reserve investments. Due to some discomfort among Board members with the Wachovia certificate of deposit account registry account service (CDARS) and investing directly into bank CDs, Ms. Fridell stated that she thought the aforementioned option, suggested by L&N and supported by several Board members, would be a good alternative. Opening a brokerage account with Morgan Stanley would also alleviate some of the burden on the Treasurer, particularly now that Diane Robinson is no longer with the Association. However, Morgan Stanley charges a $150 annual fee and other ad hoc transaction costs and does offer lower interest rates than investing directly into CDs. It was noted that savvy investing in the future may compensate for this earning difference.
Mr. Bressler inquired whether Ms. Robinson’s replacement could take on some of the financial responsibilities. Ms. Fridell responded that although Aisha Gardner is a very responsive and diligent employee, she has no accounting background as Ms. Robinson did. Ms. Barth also asked Mr. Murdoch about the experience of other condominium associations using brokerage firms. He answered that although it is slightly more costly, it is considerably more convenient. Also, in the event that the Association has a treasurer less knowledgeable than Ms. Fridell in the future, the finances would still be manageable.
MOTION
Ms. Barth moved, Dr. Muller seconded, to approve opening a new brokerage account with Morgan Stanley. The motion passed unanimously.
Old Business:
Mr. Bressler requested that payment be made to Merrifield Landscape on an existing $725 invoice to have a landscaping proposal drafted. Dr. Muller recommended soliciting a second proposal, not to exceed $750, which the Board supported. Ms. Barth suggested posting both proposals together in the lobby for residents to review. She also noted that she is still seeing trash thrown into the planters in the front of the building.
MOTION
Mr. Bressler moved, Dr. Muller seconded, to approve payment to Merrifield Landscaping of the $725 invoice for a landscaping proposal. The motion passed unanimously.
New Business:
A. Contracts for Abatement- Mr. Cunningham stated that asbestos has been discovered in the packing around a number of pipes in the lobby. This is not a health problem; since the asbestos is of the non friable kind it does not create dust. An asbestos abatement program is required and will be done in full compliance with EPA and state regulations.
Two drastically different bids have been received for abatement. Mr. Murdoch stated that A.D. Heath, who subcontracts with Gibbins, proposed a cost of $62,383. The second bid was for $34,800 from LVI Services. After asking A.D. Heath to reconsider its proposal, the company gave a revised cost of $39,600. Mr. Murdoch stated that even though A.D. Heath is slightly more expensive, it might make the project move faster since it will be easier to coordinate the work with the rest of the construction in the lobby.
MOTION
Dr. Muller moved, Ms. Barth seconded, to approve the $39,600 A.D. Heath proposal. The motion passed unanimously.
Dr. Muller inquired about possible errors in renewal dates on the contract list, and Mr. Horan stated that he would address the discrepancies.
B. Future meeting dates- Mr. Cunningham stated that the regular Board of Directors meetings need to be changed so that Mr. Murdoch can attend the meetings. Meetings have been held on the third Tuesday of each month to provide enough time after month-end to ensure more complete financial reports. The third Monday and the third Thursday of each month were proposed as possible meeting times. Mr. Cunningham stated that the next meeting will occur on Monday, November 16, 2009, and a permanent, monthly date will be established after consulting the absent board members.
C. Façade work- Mr. Horan stated that work on the 14th and 15th tiers is progressing with continuing work mostly in the 15th and 16th tiers. No complications or issues have surfaced, though some residents may have noticed some dust from the work. The work will continue through mid-November.
D. Security cameras- Mr. Horan stated that the DVR system is now in place for security recording. Two cameras were replaced that are sharper in color. Twenty black and white cameras are still currently in place, and should be replaced with digital color cameras, and two cameras should be added at the arcade. The cost of this work is $4,808.38.Larger monitors have also been recommended, and would cost an additional $2,000. Board members inquired if additional cameras or changing the locations of cameras is needed. Mr. Horan added that the number and location of the cameras is fine, and new cameras will have more capabilities such as zooming and swiveling. Board members expressed concern about having new cameras installed in the lobby before the construction is completed. Mr. Horan responded that the construction schedule can be accommodated.
MOTION
Mr. Bressler moved, and Dr. Muller seconded, to approve the $4,808.38 proposal from See View Security to purchase an install 22 new security cameras and the two new monitors for $2,000. The motion passed unanimously.
Mr. Bressler inquired what the monthly costs for L&N site personnel are now that ECA is being managed by Legum & Norman. Mr. Murdoch responded that the first three months are direct operating expenses, which include management fees of $22,464, reimbursable services of $6,662, and direct payroll expenses of $29,698. These expenses total $58,824.00. Payroll costs are $56,416 for a three-month period. These expenses are $2,400 higher than comparable expenses were under self-management. Dr. Muller pointed out the reason for a $90,000 surplus is the result of a sales tax refund sought and received at the suggestion of Legum & Norman.
Mr. Bressler inquired when the garage lighting work would begin. Mr. Horan stated that the work would begin next week and there is no need to move cars. In response to Mr. Cunningham’s inquiry regarding the estimated payback period, it was noted that the payback period will be five years and six months.
Dr. Muller raised the issue of cars in the garage that are abandoned or leaking. Space in the garage is at a premium particularly during winter months, and guests to the building will not have parking spaces. Mr. Horan stated that one “junked” car has been removed, and violators have been issued as many as three violations. He asked if he could begin towing, but Dr. Muller suggested first consulting legal counsel. Board members expressed concern that visitor passes were being given out without enough scrutiny.. Mr. Horan said that he would work with the front desk staff to identify repeat offenders.
Ms. Barth inquired whether Mr. Horan has looked into a FOB keyless entry system yet, to which he responded he has not. Also, following up on a safety issue raised by a resident at the September 2009 Board Meeting, a sign-up sheet will be available for residents who would like to have their locks replaced by Federal Lock and Safe. If at least 20 people sign up, the price will be dropped from $325 to $265 per door. Mr. Horan stated that he would also distribute a flier with the pricing and other information.
E. Committee Reports
Social Committee: An invitation has been sent out for the Halloween party, which is for all children in the building and grandchildren of all residents. Mr. Horan will be decorating the party room, and costumes are encouraged. There is no charge for this event.
The committee is organizing a brunch for November 22, 2009. Menus are still being considered, but fliers will be posted and notices will go in boxes once plans are finalized. There will be a nominal charge for this event.
Other upcoming events include a “Box Party,” a service project for the charity So Others Might Eat (SOME) to be held on December 5, 2009. The holiday party is planned for December 13, 2009.
Renovations Committee: Ms. Barth reported that plans are moving along as scheduled. On September 22, 2009 the committee met with Hartman Design group to see finishes for the first level of the lobby and plans for Phase 2 of the renovations, which include: the east and west lobbies; front desk; party room; and modernizing restrooms. The County has approved plans for the bathroom work.
The advisory committee met and also approved the plans. The Hartman Design Group has started Phase 3 plans, and the timing of the refurbishment is dependent upon the horizontal piping and asbestos work’s being completed in the lobby. Ms. Barth added that the lobby design is elegant and inviting, and creates space for residents and guests to meet. Drawings and samples of the finishes should be available in January, which will be presented at a wine and cheese reception.
Pet Committee: The committee has completed a report that includes recommendations on how pet ownership rules should be amended and strengthened. A summary of the report was read by a member of the Board Committee and included the following suggestions:
1) Owners should always carry clean up materials for their pets;
2) Dog weight should not exceed 25 pounds at maturity, with the exception of service animals;
3) Guest dogs should meet the same weight requirements and can stay for a maximum of two weeks;
4) A registration form for each dog should be kept on file in the management office, which would include a photo, size of the dog and vaccination record;
5) Only one pet should be allowed on the elevator at a time, and pet owners should give residents without pets the right of way;
6) In May, a referendum should be put forth at the annual meeting to decide whether pets should still be allowed to reside in the building; and
7) The same rules and privileges regarding pet ownership should not be extended to renters.
The chair of the committee reportedly conducted extensive research, which included reviewing pet policies and interviewing residents from other Legum and Norman managed buildings. The committee would like to adopt the pet registration form used by the Carlton. Every building has different policies, one not allowing pets at all, and others requiring substantial financial arrangements to have pets. Mr. Murdoch stated that legal counsel has advised not to discriminate between owners and renters with regard to pets. The committee reported that warning letters sent to pet owners sometimes gave incorrect information and that there are discrepancies on the current list of pet owners that is kept in the Management Office. Two pet owners participated in discussions with the committee to offer their perspective.
Some residents in the past have expressed concern about a significant number of renters having pets. Dr. Muller stated that only 5 of 22 dogs in the building belong to renters. He added that although he appreciated the committee's hard work, they went beyond addressing the two problems of 1) uncooperative pet owners not being reported to management and 2) the mess caused by pets in public areas not being cleaned up by their owners. The other suggestions concerning weight and rentals did not offer solutions for the two problems in question. Addressing these additional items would require changing the ByLaws, which would require approval of 2/3 of the ownership voting in favor of the change. Mr. Cunningham responded that the Board never limited the scope of the committee investigation and that this will be discussed more in November.
Energy Committee: Although the committee did not meet last month, a subcommittee was formed to help identify engineering consulting firms with expertise in energy conservation to help with future projects such as window and door replacement. These firms will be presented at the next meeting for the Board’s consideration. The committee is looking into compact fluorescent lights for the elevators and establishing contacts with energy conscious organizations.
Dr/ Muller presented a proposal to buy or lease a blood pressure machine for the exercise room. The cost of the machine is $5,000 or could be leased for $150 per month for a minimum of three months. Ms. Barth mentioned that a nurse at Friendship Heights Center will do a blood pressure check for any member of Chevy Chase Village on Tuesday afternoons. Dr. Muller stated that it is his understanding that there is no liability for having this machine available, but this question should be raised with the Association's attorney. Mr. Cunningham stated that this issue should be deferred to the exercise committee which can report next month.
Comments from the Floor
• Mr. Bressler noted that there have been several incidents of toilet bowls breaking and causing significant water damage. He inquired whether a group rate could be available in changing some of the toilet bowls as was made available for locks. Mr. Horan stated that he would investigate.
• A resident recommended the use of water sensors in units to detect early water leaks. She stated that sensors alerted her to a water leak caused by the HVAC unit. Mr. Horan stated that he would look into a bulk deal for these units.
• A concern was expressed about ensuring that the new security cameras in the elevators have a 360 degree scope.
• A resident inquired about what would happen to dogs over 25 pounds that currently reside in the building, if the new pet guidelines were adopted. Mr. Cunningham stated that those dogs would be “grand-fathered”.
• A resident reported watching a car sneak into G1 parking by following closely behind a resident entering the garage. Mr. Horan suggested one solution could be shortening the time the garage door stays open, but concerns were voiced about those residents who need the longer time to get their cars through the garage door.
• A question was posed about whether violent crime has ever occurred in the garage. Residents stated that there have been incidents of vandalism and one attack, which occurred ten years ago.
• A resident complained that some owners allow their dogs to urinate on the flower beds. Ms. Barth added that there are some odors in the arcade area, particularly around the doors between the east lobby and arcade and should be cleaned. Possible ways to deter dogs from the beds may be powder, fencing, or signs in the beds to remind owners.
• A suggestion was made to survey residents about amenities and activities and that the Board should describe its vision for the building. Ms. Fridell responded that Board members regularly discuss these issues and have a common vision for the building and what will enhance its value.
• A question was raised about having a defibrillator present in the building, given that they are inexpensive and have been shown to save lives. Dr. Muller stated that a change in the Maryland and District laws requires a licensed physician to take responsibility.The Association does not currently have such an arrangement and he does not believe the current security company employees would have the appropriate expertise to use the defibrillator.
Adjournment
The President adjourned the meeting at 9:32 p.m.
The initial draft of the Minutes, upon which these Minutes are based, was prepared by Jana Bowcut of On the Record, Inc.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary