THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting June 23, 2011
Board Present:
Seth Levine ..........................President
Alfred Muller ........................Vice President
Ilo-Mai Harding ...................Secretary/Treasurer
Judith Barth ..........................Director
Charles Bressler .....................Director
M.S. Cockburn .......................Director
Molly Frantz ..........................Director
Others Present:
Chris Kiefer ...............Legum & Norman
James M. Santos ........ECA General Manager
Gail Shultie .............ECA Recording Secretary, On the Record
Jason Fisher ...........Association Attorney; Lerch, Early & Brewer
CALL TO ORDER
Mr. Levine called the meeting to order. He advised ECA members that the BOD intended to work together from now on to serve the best interest of the Elizabeth Condominium Association. He added that Scott Murdoch is no longer at Legum & Norman.
APPROVAL OF PREVIOUS MEETING MINUTES
MOTION: Dr. Muller moved, and Ms. Harding seconded, to approve the April 18, 2011, minutes as amended. The motion passed (6-1-0).
The May 16, 2011, meeting minutes were tabled to give the BOD time to review and approve at the next meeting.
PRESIDENT’S REPORT: No Report
TREASURER’S REPORT: No report
MANAGEMENT REPORT
Delinquent Accounts: Mr. Santos stated that the current delinquency total for work orders is $980.75, of which $448.25 is greater than 60 days. The residents who are more than 60 days delinquent have had their in-unit service privileges suspended.
Personal Property Tax Return: The Board President and Secretary were asked to sign the Personal Property Tax Return for 2011, which requires no payment. Mr. Santos will review the list of personal property with the association’s auditor.
Workman’s Compensation: The Workman’s Compensation policy expires July 2011. Mr. Santos recommended the John Manougian Insurance Agency that provided a quote of $7,989.00; a second quote was also presented from IWIF in the amount of $7,690.00.
MOTION: Dr. Muller motioned to accept the proposal from John Manougian Insurance Agency in the amount of $7,989.00. Ms. Frantz seconded. The motion passed by unanimous vote.
APPI: Mr. Santos requested that the Board grant Legum & Norman permission to execute a document with APPI that would give them authority to secure electricity account information to prepare a utility contract for review; there is no cost to the Association.
MOTION: Ms Frantz motioned to grant Management to forward electricity account information to APPI for purposes of preparing a bid to secure a utility contract for electricity. Dr. Cockburn seconded. The motion passed unanimously.
Contractor Construction Guidelines: Mr. Santos provided the Board with a template of building contractor guidelines for review and approval.
MOTION: Ms. Barth motioned, and Dr. Muller seconded, that a draft resolution outlining procedures for contractor work be prepared and distributed to residents for review. Motion passed (6-1-0).
Shredding of Documents: Mr. Santos recommended shredding files including daily reports and other documents generated during the self-management of the Elizabeth; critical files would be retained and archived. The contractor of choice is GRM Document Shredding from Capitol Heights, MD; the cost is $686.00 for two visits.
MOTION: Dr. Cockburn motioned. Mr. Bressler seconded. The motion passed unanimously.
Insurance Claim: Mr. Santos reported that the invoices have been paid for the waste-line backup that occurred in tier 11 affecting the 9th through 3rd floors. He recommended that a claim not be filed since the deductible is $5,000 and the invoice total was $5,253.
MOTION: Dr. Muller motioned. Ms.Barth seconded. The motion passed unanimously.
Pump Installation: Earlier in the month the Board had approved via an e-mail decision/vote, to employ Densel Company to install 2 domestic hot water re-circulating pumps in the amount of $9,326.00. The installation has been completed and the equipment is working properly.
MOTION: Ms. Frantz motioned. Mr. Bressler seconded. The motion passed by a unanimous vote.
Lobby Floor Maintenance: Mr. Santos presented the agreement with Odyssey Restoration for the Board’s review. The 2011-2012 budget allocates $10,000 for this purpose. Odyssey Restoration has quoted $10,929.96. Odyssey performs the marble floor maintenance and polishing.
MOTION: Ms. Barth motioned to approve the additional $929.26 above the approved budget, Ms. Harding seconded. The motion passed by unanimous vote.
Repairs: Ms. Frantz questioned Mr. Santos about the repairs to the two newly purchased icemakers. Mr. Santos said both icemakers have had internal parts replaced.
Ms. Frantz also asked about repairs in the women’s restroom. Mr. Santos advised that work has been scheduled.
Emergency Generator: Mr. Santos informed the BOD that management is working with an engineer for certification from contractor that the constructed masonry walls meet the 2-hour fire rating required by the fire marshal. The contractor will provide certification after inspection and review.
Fuel Tank: The fuel tank should have a low fuel sensor; this was never installed. Final payment to the contractor has not been made. Mr. Santos is working with the designated engineer to bring the contractor back to the property to complete work.
OLD BUSINESS: None
NEW BUSINESS
Rescheduling of Budget Work Session: Mr. Santos suggested that the budget work session be rescheduled. Discussion ensued about pursuing an agreement with a general contractor, in addition to the HVAC work of Mendoza Mechanical Engineering. The general contractor could offer an unbiased recommendation to the Board as to which projects to pursue and in what order. Mr. Santos was asked to obtain proposals from general contractors.
HVAC: The Mendoza Report has been given to Harkins and HBW for review and comment.
Library Sign: The Library Committee met and has requested that a small sign be allowed to indicate the location of the library.
MOTION: Ms. Barth motioned. Ms. Frantz seconded. The motion passed by unanimous vote.
Realignment of Officers: Mr. Bressler stated that in the best interest of the ECA he had abandoned his petition to seek a special election to replace the entire BOD.
Dr. Muller stated that an event in his past is brought up periodically in public meetings, although he has been repeatedly elected to serve on the BOD. Dr. Muller then announced that he was resigning as Vice-President.
MOTION: Charles Bressler was nominated as Vice President. Motion passed (5-0-2)
COMMITTEE REPORTS
Energy Committee: No Report
Landscape Committee: Plant watering continues and the committee is implementing the next phase of the master plan.
Making a Difference Committee: The committee is encouraging residents to donate clothing items. Donations will be collected in “green-colored” bins located on the G-1 garage level.
Library Committee: The committee is seeking volunteers. It meets on Wednesdays (10 a.m. -noon).
Fitness/Exercise: Recently purchased equipment will soon be delivered.
COMMENTS FROM RESIDENTS
• A new resident commended the Board for working together in harmony.
• A resident requested that the BOD communicate with residents in a timelier manner.
• An owner asked the BOD to re-evaluate the 10 percent increase in condo fees.
• An owner stated that she and other concerned owners represent the group that distributed a letter regarding the public court record of BOD member Bressler.
• A resident claimed that a 10% increase in condominium fees violates the Maryland Condominium Act.
• Legal counsel claimed that the BOD is required to send out a notice regarding a proposed budget. The Board can then meet and make made a decision to increase condo fees.
• The former president of the BOD thanked the BOD for working in the best interests of the association. She commended President Levine for his great integrity and honesty.
• A resident reminded everyone that the BOD Vice President Muller had served Friendship Heights Village for many years, and had helped make it a wonderful place to live.
• A resident encouraged civility in the running of ECA affairs.
• A resident stated that complaints to the BOD should be made in writing and the Board should acknowledge the letters of concern.
• A resident encouraged the board to be more transparent.
• A resident suggested posting short minutes on the bulletin boards a few days after BOD meetings.
• A resident stated her concern about the 10% increase in condo fees.
• A resident claimed that the BOD did not consider the membership as a whole when determining capital projects. He offered to help establish structures that might be more democratic.
• A resident stated that all previous BODs had voted unanimously for the lobby refurbishing.
• A resident commended the BOD for coming together to work in the best interests of the community.
• A resident reminded Board members that the owners have elected them; they now have obligations to the owners.
ADJOURNMENT:
Dr. Muller motioned. Ms. Harding seconded. The motion passed unanimously and the meeting was adjourned.
Secretary Date
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