Present at the meeting: Woody Cunningham, Jeffrey Axelrad, Judi Barth, Charles Bressler, Monique Fridell, Alexandra Kielty, Al Muller, Scott Murdoch, Mike Horan, recording secretary.
PRESIDENT’S REPORT
--ECA has reduced use of gas, electric, water. The figures show about same usage as last year. Improvements to electrical systems have helped. We haven’t seen the peak use yet. That happens in February and March. We are below budget at this time. Scott Murdoch will provide a two-year analysis of energy use. [Note: Auditor’s Report made in the December Board meeting said that for 2009 we were notably over budget by 19 percent.]
--We want to bring on board a consulting firm to evaluate our current systems. Need approval. It will include a field (onsite) inspection of windows and balcony door evaluation.
TREASURER’S REPORT
--February 2 Treasurer Monique Fridell will discuss the new audit report.
--She asked for volunteers for help in identifying whether fixed assets listed in our inventory have been fully depreciated. This will respond to Auditor’s Report made in December and answer the question about what has been fully depreciated.
--Treasurer discussed a process for undertaking such projects as window replacement. She called it a possible roadmap for how to achieve a major project.
Key Items:
• What do the bylaws say about assessments?
• Evaluating whether benefits outweigh the cost. [This isn’t explicitly a dollars and cents evaluation. This would include intangibles.]
• 75% of owners have to agree on an assessment.
• Annual budget – can we afford to pay interest, does management have the capability to handle this project, the timing, size, urgency, the staging of such a project, availability of applicable tax credits,
• Interest rates, availability of credit --- we can get money since some groundwork has been done, the structure of the deal [percent interest and payback] and the collateral needed, we need to look into Federal and State/County assistance, and we need to keep open mind.
• Need a public presentation to get owner buy in.
• Design a financing structure.
• 5-year plan needs to be updated.
• Work with legal counsel for financing.
• Responsibilities of owners.
Jeffrey Axelrad suggested if we can make owners responsible for paying for window/door replacement then would not the number of steps in the process be reduced?
Bressler suggested that owners be given the option to replace their windows at their own cost. He said the Greenbriar on Mass Ave in DC did that. He said this would avoid the assessment and need to get 75% buy in. Greenbriar owners would be given a waiver to replace windows at a later time. He suggested that we let anyone who wants to replace their windows and pay now, pay at a reduced price (it costs less to do in bulk), but for the other residents who wish to defer replacing windows and balcony doors, we get something signed that says that upon their death or the sale of the apartment, the windows and balcony doors will be replaced. [Note: later discussion about doing piecemeal window/door replacement would result in prohibitive costs to individuals doing replacement, major disruptions to residents over a much longer period of time, and windows and doors that would not be the same as technology changed over the years.]
MOTION: Approved the Treasurer’s process for major project.
OLD BUSINESS
Piping project: to be finished Feb 12.
Renovation: Hartmann Group completed documents. Need to pass inspection by Montgomery County. Bidders conference in February. Presentation to the owners in last week of February or early March.
Lock Replacement: Work will start the week of February 8. [For people who want to disable old locks because they already have a deadbolt that will cost $145.]
NEW BUSINESS
Energy RFP: hands-on field inspection of our equipment to see what needs to be replaced, when. This would be major systems (i.e. heating and cooling, windows/doors, energy usage, etc.) This will go into the 5-year plan. There was also a request to look at sub-metering/remote sensoring. Energy committee has gotten the names of three consultant firms to whom they will send the RFP. [RFP was referred to in the President’s Report.]
Judi Barth suggested that the ECA is bumping up against a deadline involving tax credits and technology that is failing, including our McQuay units. Ms. Barth asked for a two-week turnaround on answering the RFP. She wants the Board to be able to vote on a consulting firm at the next Board meeting. She said she doesn’t want to waste any more time—there would be only 10 months left to get tax credits.
MOTION: Approved RFP to get Engineering consultant.
Water detectors: The Association would buy 600; give one free of cost to each unit. Additional water detectors would cost owners at $7 each. There will be a signup [The detectors emit a loud noise and so someone has to be home to hear it.]
MOTION: Approved purchase of water detectors.
Pet Registration: Moving ahead with pet registration. Cover letter must go to everyone in condo. Mike Horan has a camera to take photos of the pet owner with his or her pet if the owners cannot provide photos. Monique Fridell instructed Mike Horan that owners provide documentation about pet inoculations.
MOTION: Approved moving ahead with pet registration.
Landscaping: still up in the air. Bressler turned design over to onsite manager Mike Horan who just went to the maintenance landscaper for a free proposal.
MOTION: Approved moving ahead to get a third proposal from a landscape designer.
Auditors: There was a general discussion about hiring new auditors, which is a good general business practice to employ new auditors after an extended period of time.
Exercise Room: The Exercise Committee continues to explore obtaining new equipment.
No comments:
Post a Comment