In attendance: All board members except Ilo-Mai Harding were present. Mr. David Robinson, newly appointed to fill the vacancy after Molly Frantz resigned, was welcomed . Mr. Greg Roby, the new Legum and Norman senior community manager, was introduced and briefly detailed his 13 years of experience in management of high rise condos. He is presently on the BOD of the condo building in which he resides in Virginia. His report: the financial statement end of September $46,422 which is a deficit of $17,481 rather than the projected figure of $70,00.
President’s comments: Recent reception for floor reps and new residents well done, with over 125 residents attending. The new directories are available at the front desk; thanks to Wanda Powell for organizing the reception and Halloween party; a meeting this Thursday October 27 will present the Hartman group recommendations for refurbishment of hallways.
Five-Year Plan Discussion:
Because the independent auditors are beginning their field work this week, and therefore a capital improvement plan covering the next 5 years must be presented to them for review and inclusion in their report, the Treasurer recommended a 5-year plan which would:
1. Keep all previously planned capital improvements in place (landscaping, window repairs, concrete repairs, pump replacements, etc.), but move the “large” projects (excess of $1 million dollars) to future years. This plan was to reflect the impact of all capital expenses, large or small, on the reserve balance.
2. Move back the start date of any of the “large” capital improvement projects (hallway renovation, HVAC upgrades or window and door replacement) the reserve fund will have time to build a surplus when one of the “large” projects begin in 2012-2013.
3. Consider the recommended 5-year capital improvement plan as serving as a kind of strategy "guide" for the board and management (with some preventative measures in mind) until the next system failure or we are made aware of an issue not previously known (such as the WSSC sub-metering issue relating to commercial/residential customers, for which we expect to be granted a waiver.)
4. Speculate about "general assessment" increases (or lack thereof) for future years based on anticipated impact(s) on the reserve balance. This means considering no increase in annual fees, or fee increases of 1%, 3%, or 5% in years 2, 3, 4 & 5. (NOTE: ECA by-laws - like those of many if not most Maryland condominiums - prohibit the current board of directors from determining individual assessment amounts beyond the ECA's current fiscal year period: July 1 to June 30.)
Capital Improvement Project Review: Mr. Ted Ariev, a resident with architectural expertise, gave a Power Point presentation on capital improvements. Copies of his presentation are available, upon request, from the Management Office.
In brief, Mr. Ariev laid out the process/approach that should be followed on behalf of any project:
1. Define needs (hire consultants)
2. Blueprints (develop bid documents)
3. Work Implementation Plan (identify all costs, time, what to do)
4. Identify priorities and implement ( life, safety over all else), implement
5. Amend bylaws as needed, get money
6. Do all at once; funding to begin right away
General Manager’s Report: Most of the items listed in the General Manager’s Report were discussed and approved, including install steel reinforcement to trash compactors hoppers, payment of final invoice for emergency generators, re-new snow removal contract, buy balcony planter hangers (resident/owner expense), perform annual boiler cleaning and combustion analysis tests for both boilers, proceed with repairs to concrete slab in various garage areas. Of this list, repairs in the garage are the most costly item and is estimated at $80,704.
The board engaged in an extensive discussion concerning elevator repairs, ending in approval of the General Manager's plan to do them all at once, for a total cost of $265,411. Doing all at one time results in significant savings; there will be no cost for repairs for one year.
No decision was made on owner/contractor guidelines policy. The definition of who is a contractor was again discussed, along with questions about hours of work; but without resolution.
The General Manager participated in a committee forum to review bylaws. Director Kielty, who heads the Bylaws Review Committee, stated that during the committee's study of current bylaws, it was discovered that a bylaw amendment requires 75% approval (i.e., an affirmative vote of owners representing 75% of the total value of the condominium,) rather than the 65% approval previously thought.
Building Operations:
Considerable discussion on pool management, and whether the present pool management with a monthly contract was acceptable. Residents had both complaints (poor lifeguard performance, dirty,) and praise for aerobic instructor and early morning guard. The board decided to do further research and also explore other companies - particularly High Sierra and Winkler - rather than vote now.
Web site work is being evaluated (present contractor not acceptable).
Work on renewing FHA Certification is “creeping along”.
Committee Reports:
The Landscape Committee reported that it was continuing to work closely with Ruppert Landscape in order to "keep all feet to the fire" in terms of correcting and improving the planting in the front area. Ruppert replaced the Sedum this week, reconfigured the design in the circle, installed a fall rotation of Pansies, reattached the Pyracantha on the wall west of the residents' garage entrance, replaced the failing Armeria under the Arcade signboard with Liriope, removed the Barberry, removed the annual pink Begonias, and will be planting Daffodil and Tulip bulbs in the next several days.
Jim Rich explained that the committee, along with landscape designer, Bill Angelis, completed its deliberations for the Master Plan relating to the next two garden areas: the West Terrace and the East Terrace. A simple "woodlands" garden is planned for the mostly shady East Terrace, and the West Terrace will see the replacement of its "outgrown" crab apple trees with three Japanese dogwood trees. The intent is to make the West Terrace a nice extension of the West Lobby area in the warm seasons.
The board raised some concerns and questions about proceeding immediately with these next two areas. However, once everyone was clear that the costs were within the existing landscape budget, and that waiting two years or more was not desirable (to be sure that Ruppert's work in the front garden did in fact "mature" into something better than could be expected this first summer), the board voted to continue with the next two stages of the Master Plan, based on the financial plan as originally decided upon.
Plant material will be ordered by October 28, and will be planted by November 15.
The Energy Committee reported (Mary McGuire), and encouraged residents to join the committee to help advance efforts to save energy. She mentioned that when filters are replaced this fall, the engineers will also check the thermostats.
There are excellent environmental/energy seminars in Bethesda (Saturdays) and people are welcome to attend.
Helen Secrest gave a short summary of Floor Rep Committee; several floors need replacements, with one moving soon. The committee commends Wanda Powell, management and board for excellent job with the recent reception.
Notes included input from Helen Secrest and Mary McGuire
Tuesday, October 25, 2011
September 2011 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting September 19, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Alfred Muller ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alexandra Kielty ...................Director
Others Present:
Lisa Kelly ...................Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
Call to Order: Mr. Levine called the meeting to order at 7:31 p.m.
Approval of Minutes:
MOTION Dr. Muller moved, Ms. Harding seconded to approve the August 15, 2011 regular meeting minutes. The motion passed with two abstentions, by Mr. Levine and Ms. Kielty (3-0-2).
President’s Report: Mr. Levine welcomed Ms. Kielty back to the Board. He added that the Board will meet in executive session to fill the remaining vacant seat.
Mr. Levine stated that the new exercise equipment has arrived. An engineering/architecture study has been commissioned, spearheaded by Ted Ariev. A reception is planned to thank all the floor representatives for their contributions. A quarterly newsletter will be published soon.
Treasurer’s Report: Dr. Muller stated that ECA funds are kept with Morgan Stanley. Each account has funds in CDs and money market accounts. The CDs are insured up to $250,000 by the FDIC. The money market funds are insured for $500,000. The combination of the operating account and the reserve fund is currently more than $400,000, which means funds will need to be transferred to a CD.
Management Report: Mr. Santos provided the following updates:
Legum and Norman is converting to a new accounting program, called C3. It will allow homeowners to view their accounts online and will be user-friendly for staff.
Mr. Santos noted two changes to the 2012-Attachment “A” in the management report: there will be a charge of $.75 for color copies, and a charge of $5.00 per unit per year for homeowners using Direct Debit services.
New: a listing to the BOD of all action items to be addressed at BOD meetings.
Some condos have a problem with water coming through the balcony doors, due to the negative grade of balconies. New glass doors with a higher threshold are ultimately needed, but the concrete on some balconies may need to be ground down. Caulk joints will also be checked and management may purchase sand bags to block water.
Work order delinquencies total $1435, with $344.50 being 60 days overdue.
A trainer, Ms. Duda, will be on-site on Saturday to train residents on the new exercise equipment. Her visit is complementary, but the ECA may want to hire her again for those who cannot attend. She is available for personal training as well.
The annual fire alarm test was performed in August and all devices passed. The annunciator control panel at the front desk may need replacing.
Management wishes to purchase a screen inventory of ten screens for all size windows and balcony doors.
MOTION Dr. Muller moved, Ms. Harding seconded, to purchase the screen inventory from Blaine Window for $3,884.16, dependent on legal counsel’s approval. The motion passed (5-1-0).
Management has requested a 3-month extension to the subscription with AtHomeNet, Inc. for web site hosting services. Another provider, Association Voice, is being considered. Mr. Santos will obtain pricing and information about other options by the next BOD meeting.
Mr. Santos asked for feedback from the Board regarding a pool management contract. The current contractor was the best price and is familiar with the pool. The BOD requested researching other options.
A test will be performed by HBW Group on Wednesday, September 21, to test the integrity of the concrete slab above the G-1 Arcade Parking. Approved cost: $1,633.00.
Mr. Santos stated that elevator car #5 on the East side was shut down for three weeks for repair. He recommended significant upgrades to all elevators totaling $268,000. Mr. Levine requested a detailed proposal.
Mr. Santos stated that the FHA certification expired on July 31, 2011, which was recently brought to his attention. Legal counsel recommended hiring FHA Pros to handle submitting the application with documents. Management approved the expense of $1,500, and this will be completed within 30 days.
New Business:
Ms. Kielty raised the issue of revising the by-laws with regard to McQuay unit replacement and offered to take the lead on amending the by-laws in coordination with Jim Santos and legal counsel.
Dr. Muller asked when Hartman Design Group will present their design for the hallway renovations. Ms. Barth will talk to the designers and get a couple of dates.
Committee Reports:
Landscape: The committee has met with the landscaping company (Ruppert) and discussed finishing the master plan. There will changes and improvements, such as moving plants. There is $10,000 budgeted for landscaping. The Japanese maple tree in the front circle will be moved to create room for plants in front of it.
Energy Committee: The committee has not met recently, but is waiting for directions from management. A new interim chair has been appointed.
Social Committee: There will be a Hallowe’en party on October 28, 2011 from 3:30 to 5:30 pm. All children in the building and residents’ grandchildren are invited.
Making a Difference (MAD): Another storage room has been cleaned out to hold furniture. A pick up is scheduled with A Wider Circle in a week. Donations to NAMI are going smoothly.
Exercise Committee: The new equipment has been installed. The trainer will be on-site on Saturday from 11:00 to 12:00 p.m.
Open Forum:
A resident asked if there have been any recent changes to the by-laws. Ms. Kielty clarified that the Board is just beginning to look into amendments to the by-laws.
A resident spoke in support of the elevator work, stating that broken elevators impose difficulty to the residents. The resident also stated that she needed clarification as to who is responsible for cleaning/replacing screens.
A resident expressed concern that residents do not know who the applicants are for BOD vacancies. The same resident added that one issue to be considered in changing the
by-laws is disallowing non-owners to serve on the Board. The resident also expressed concern about hallway renovation plans, an important budget issue.
A resident expressed frustration with the overall sound system at BOD meetings. The same resident also supported elevator refurbishment.
Ted Ariev, who has been tasked by the Board to identify and roadmap refurbishment projects, stressed that life, health and safety issues take precedence over everything else when considering ECA improvements.
Adjournment:
The President adjourned the meeting at 9:31 p.m.
Secretary, The Elizabeth Condominium Association, Inc.
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting September 19, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Alfred Muller ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alexandra Kielty ...................Director
Others Present:
Lisa Kelly ...................Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
Call to Order: Mr. Levine called the meeting to order at 7:31 p.m.
Approval of Minutes:
MOTION Dr. Muller moved, Ms. Harding seconded to approve the August 15, 2011 regular meeting minutes. The motion passed with two abstentions, by Mr. Levine and Ms. Kielty (3-0-2).
President’s Report: Mr. Levine welcomed Ms. Kielty back to the Board. He added that the Board will meet in executive session to fill the remaining vacant seat.
Mr. Levine stated that the new exercise equipment has arrived. An engineering/architecture study has been commissioned, spearheaded by Ted Ariev. A reception is planned to thank all the floor representatives for their contributions. A quarterly newsletter will be published soon.
Treasurer’s Report: Dr. Muller stated that ECA funds are kept with Morgan Stanley. Each account has funds in CDs and money market accounts. The CDs are insured up to $250,000 by the FDIC. The money market funds are insured for $500,000. The combination of the operating account and the reserve fund is currently more than $400,000, which means funds will need to be transferred to a CD.
Management Report: Mr. Santos provided the following updates:
Legum and Norman is converting to a new accounting program, called C3. It will allow homeowners to view their accounts online and will be user-friendly for staff.
Mr. Santos noted two changes to the 2012-Attachment “A” in the management report: there will be a charge of $.75 for color copies, and a charge of $5.00 per unit per year for homeowners using Direct Debit services.
New: a listing to the BOD of all action items to be addressed at BOD meetings.
Some condos have a problem with water coming through the balcony doors, due to the negative grade of balconies. New glass doors with a higher threshold are ultimately needed, but the concrete on some balconies may need to be ground down. Caulk joints will also be checked and management may purchase sand bags to block water.
Work order delinquencies total $1435, with $344.50 being 60 days overdue.
A trainer, Ms. Duda, will be on-site on Saturday to train residents on the new exercise equipment. Her visit is complementary, but the ECA may want to hire her again for those who cannot attend. She is available for personal training as well.
The annual fire alarm test was performed in August and all devices passed. The annunciator control panel at the front desk may need replacing.
Management wishes to purchase a screen inventory of ten screens for all size windows and balcony doors.
MOTION Dr. Muller moved, Ms. Harding seconded, to purchase the screen inventory from Blaine Window for $3,884.16, dependent on legal counsel’s approval. The motion passed (5-1-0).
Management has requested a 3-month extension to the subscription with AtHomeNet, Inc. for web site hosting services. Another provider, Association Voice, is being considered. Mr. Santos will obtain pricing and information about other options by the next BOD meeting.
Mr. Santos asked for feedback from the Board regarding a pool management contract. The current contractor was the best price and is familiar with the pool. The BOD requested researching other options.
A test will be performed by HBW Group on Wednesday, September 21, to test the integrity of the concrete slab above the G-1 Arcade Parking. Approved cost: $1,633.00.
Mr. Santos stated that elevator car #5 on the East side was shut down for three weeks for repair. He recommended significant upgrades to all elevators totaling $268,000. Mr. Levine requested a detailed proposal.
Mr. Santos stated that the FHA certification expired on July 31, 2011, which was recently brought to his attention. Legal counsel recommended hiring FHA Pros to handle submitting the application with documents. Management approved the expense of $1,500, and this will be completed within 30 days.
New Business:
Ms. Kielty raised the issue of revising the by-laws with regard to McQuay unit replacement and offered to take the lead on amending the by-laws in coordination with Jim Santos and legal counsel.
Dr. Muller asked when Hartman Design Group will present their design for the hallway renovations. Ms. Barth will talk to the designers and get a couple of dates.
Committee Reports:
Landscape: The committee has met with the landscaping company (Ruppert) and discussed finishing the master plan. There will changes and improvements, such as moving plants. There is $10,000 budgeted for landscaping. The Japanese maple tree in the front circle will be moved to create room for plants in front of it.
Energy Committee: The committee has not met recently, but is waiting for directions from management. A new interim chair has been appointed.
Social Committee: There will be a Hallowe’en party on October 28, 2011 from 3:30 to 5:30 pm. All children in the building and residents’ grandchildren are invited.
Making a Difference (MAD): Another storage room has been cleaned out to hold furniture. A pick up is scheduled with A Wider Circle in a week. Donations to NAMI are going smoothly.
Exercise Committee: The new equipment has been installed. The trainer will be on-site on Saturday from 11:00 to 12:00 p.m.
Open Forum:
A resident asked if there have been any recent changes to the by-laws. Ms. Kielty clarified that the Board is just beginning to look into amendments to the by-laws.
A resident spoke in support of the elevator work, stating that broken elevators impose difficulty to the residents. The resident also stated that she needed clarification as to who is responsible for cleaning/replacing screens.
A resident expressed concern that residents do not know who the applicants are for BOD vacancies. The same resident added that one issue to be considered in changing the
by-laws is disallowing non-owners to serve on the Board. The resident also expressed concern about hallway renovation plans, an important budget issue.
A resident expressed frustration with the overall sound system at BOD meetings. The same resident also supported elevator refurbishment.
Ted Ariev, who has been tasked by the Board to identify and roadmap refurbishment projects, stressed that life, health and safety issues take precedence over everything else when considering ECA improvements.
Adjournment:
The President adjourned the meeting at 9:31 p.m.
Secretary, The Elizabeth Condominium Association, Inc.