THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting October 24, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Alfred Muller ........................Treasurer
Judith Barth .........................Director
Alexandra Kielty ...................Director
Others Present:
Gregory Roby ..............Senior Community Manager, 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 Ms. Kielty moved, Ms. Barth seconded to approve the September 19, 2011 BOD meeting minutes. The motion passed with one abstention (5-0-1).
President’s Report: Mr. Levine welcomed new Community Manager, Greg Roby, and new Board member David Robinson. The recent reception for new residents and floor representatives was successful. The updated resident directory is available. On October 27, 2011, Hartman Design Group will present options for the hallway renovation. A Halloween party will be held on October 28 for children and grandchildren of residents.
Open Forum: No comments.
Community Management Report: The monthly report will include previous meeting minutes, an action item list for the Board, a calendar of events, and a list of service agreements. An operating statement review for September is also included, which shows a deficit of $46,422, projected against a deficit of $63,903, a favorable variance of 38%. At the end of September, there were 11 units with delinquencies in excess of $500, total $54,296, less than 1% of operations. The conversion to the C3 system is running smoothly.
General Manager’s Report: Mr. Santos reviewed the following items:
• Current work order delinquencies: Total is $860.50, which is less by $400 from last year. Of this, $273.50 is over 60 days delinquent.
• Capital Improvement Program: Ted Ariev, consultant to the Board for capital improvements, made a Power Point presentation of the basic plan, and stated that all construction and renovation projects are conducted similarly. (The presentation is available to residents in the management office.) Mr. Ariev will make a monthly progress reports to the Board.
• Trash Chutes: Trash room doors and compactors were steam cleaned at a cost of $2,190.00. Compactors require steel reinforcement to the hoppers, capital reserve expenditure.
MOTION Mr. Bressler moved, Ms. Kielty seconded to approve the proposal from Trash Masters, Inc. for $2,390.00. The motion passed unanimously.
• Emergency Generator: ECA is holding the final 10% payment of the contract with PowerServices, Inc. for the emergency generator installation.
MOTION Dr. Muller moved, Mr. Bressler seconded to approve payment of $3,419.00 to PowerServices, Inc. The motion passed unanimously.
• Snow Removal Contract: Management proposed renewing the contract with Mulheron Tree Experts for the 2011-2012 winter season. The rates are unchanged.
MOTION Dr. Muller moved, Ms. Barth seconded to approve the contract renewal with Mulheron Tree Experts. The motion passed unanimously.
• Balcony Planter Hangers:
MOTION Ms. Barth moved, Ms. Kielty seconded to purchase 50 hangers at a cost of $2,272.11 from ARC Solutions Welding. The motion passed with one abstention (5-0-1) from Mr. Robinson.
• Boiler Cleaning: Boilers are in need of cleaning and a combustion analysis test.
MOTION Mr. Bressler moved, Dr. Muller seconded to approve the proposal from Densel Company for $8,478, from operational reserves. The motion passed unanimously.
• Concrete Work: Repairs are needed to a concrete slab in the “ice melt” storage room areas above the G-1 arcade parking and one ceiling section on G-4.
MOTION Ms. Barth moved, Mr. Bressler seconded to approve the contract with HBW Group for $80,704.08 for the repairs. The motion passed unanimously.
• Elevator Work: Elevator equipment is original and fails periodically. Management recommends replacing elevator motor and upgrading doors.
MOTION Dr. Muller moved, Ms. Kielty seconded to approve the proposal from Otis Elevator for $265,411. The motion passed unanimously.
• By-Law Amendments: Management participated in a committee forum to review by-law amendment strategy. 75% approval is required to pass a by-law amendment.
• Swimming Pool Management: Management has provided five proposals to the Board. Mr. Roby recommended High Sierra or Winkler. Management will find out which company manages the Somerset pool. The discussion was tabled until next month.
• Construction Guideline Policy: Mr. Bressler and Mr. Santos met to flesh out the proposed policy. The definition of a contractor was further defined. Dr. Muller stated that the proposed policy needs to be distributed to all ECA members.
• Website: Bids from two contractors have been received; not all data has been received from a third bidder. The current contract expires in 30 days.
Treasurer’s Report: Dr. Muller reported that the auditors begin work today, and distributed a proposed Five-Year Capital Improvements Plan. He added that this is only a general guide, and that copies are available to residents in the management office.
MOTION Dr. Muller moved, Ms. Barth seconded to approve the proposed Five-Year Capital Improvement Plan to submit to the auditor. The motion passed unanimously.
New Business:
Exercise Room: Mr. Santos stated that the new equipment has been installed and asked residents to report any issues with the equipment.
Holiday Decorating: Mr. Santos asked the Board to being thinking about holiday decorating plans. Ms. Barth volunteered to assist.
Committee Reports:
Landscape: The landscaping at the circle has been updated. There have been concerns with the landscaping company. The committee welcomes resident feedback. The second phase is updating the planters on the east and west sides of the building, at a cost of $12,430. The current landscaping is young and should not be compared to more mature landscaping at other buildings.
MOTION Ms. Kielty moved, Ms. Barth seconded to approve the second phase of landscaping with Rupert Landscaping for $12,430. The motion passed unanimously.
Making a Difference (MAD): The committee will distribute a summary about the recycling programs with NAMI and A Wider Circle. A Box Party will be held on December 3, 2011 in the West lobby. On November 18, 2011 there will be a party in the lobby for Elizabeth children to make gifts to put into boxes for the homeless.
Energy Committee: The committee met recently to formulate the program for the coming year. Elevator fliers will continue. Staff will check the accuracy of thermostats in apartments.
Floor Representatives: A successful party was held to welcome new residents and to honor floor representatives.
Resident Comments:
A resident expressed concern about placement of some of the exercise equipment. Mr. Santos stated that he would look into it.
Adjournment:
The President adjourned the meeting at 9:46 p.m.
The initial draft of the minutes was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Ilo-Mai Harding
Board Secretary
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