Summary of ECA Board Meeting December 2, 2015

Board Present: Sharon Bobb, Patricia Batey, Clifford Cohen, Peg Downey, Jim Jones, John McNerney, Steven Schattman

Others Present: ECA General Manager Terry Lee, ECA Assistant General Manager Wanda Powell, ECA Legal Counsel Jason Fisher

Meeting preceded by wine and cheese

Opened with President’s report:

·         Ruptured Heat Line: The heat line from the boiler (not the domestic water line) located in a common space located above the ceiling in unit 1814 (East tower) ruptured December 1, 2015. This space provides for the common plumbing and mechanical distribution to the risers.  The pipe has been repaired, but several apartments were damaged. 

·        Board process of selecting new Management Company:  The Board met in Closed Session on Nov 2, 3, 10, 11, and 12, to interview, and to discuss the results of our vetting.  At the November 17 meeting, the Board unanimously selected Gates Hudson Community Management as the new professional property management company.  As part of that decision, all staff will be employed directly by the Elizabeth Condominium Association: General Manager, Assistant General Manager, and Chief Engineer will join Hollis, Marcel, Kevin and Bouchra as our employees. The Board believes this is in the best interests of the Elizabeth owners and residents.

·        Gates Hudson Community Management will begin work here on February 1, 2016, and Legum & Norman will remain on staff until that time.  In the interim, Gates Hudson will be working on the transition. Owners and residents can expect to hear from Gates Hudson prior to February 1.

·        The Secured Access System of the building and property (the system that controls the key fobs) failed and on Nov 12 meeting, the Board unanimously approved the proposal from Electronic Security Services, Inc. to replace the software control panels for $26,720. 

·         Pool Temperature: the October Conversation with the Board was dedicated entirely to pool temperature and hours.  The Board has authorized a survey to all residents, and non-resident owners.  Board President, Sharon Bobb suggested that Management should handle this matter in coordination with interested residents and our pool contractor, Winkler.  The survey results will be turned over to our new Management staff, and it will be our new Management’s responsibility to work with all interested parties toward a solution.

·        Library Bench: A new bench has been installed in the library, with attractive baskets underneath for children’s books, returned books, and new book donations.

·        Card Tables Alteration: In response to complaint that the tables in the card room are too high. Phyllis Hartman worked with the Design Committee and our furniture repairman, Bob Licurgo, to lower the tables several inches. 

 Partial list of accomplishments for the year:

·      KeyLink was installed and all emergency keys and keys for recurring visitors were loaded

·      Approved attendance at Board meetings via electronic media.

·      Established Conversations with the Board, an open monthly forum for residents to speak directly with Board members about any and all matters of concern, without time constraints

·      Established a Committee for the Competitive Recruitment of a Property Management firm. 

·      The agendas for our monthly meetings are more transparent and in greater detail. 

·      Approved the purchase of a new bench for the Library .

·      Approved a Board of Directors Code of Professional Ethics

·      Approved draft Elections Policy and Procedures to amend the House Rules for comment by the owners. 

·      Approved proposed amendment to the House Rules (4.D.1.a.) regarding increasing Moving Fees which would bring the Elizabeth more in line with neighboring buildings. 

·      Arranged for the Mayor of Friendship Heights to be a guest speaker at the July Board meeting

·      Arranged for Robin Manougian, our insurance agent, to make a presentation at a Town Hall meeting July 23  to discuss insurance coverages, claims, and the coverages owners need to carry. 

·      Arranged a Town Hall Meeting October 6 to educate our community regarding concerns for pipes in aging buildings, and the methods available for sealing domestic water pipes

·      Arranged two Town Hall Meetings to discuss the Request for Proposal (RFP) for a Property Management firm so that the community could share its thoughts with the Board.

·      Approved replacement of the original fire pump to comply with a county requirement

·      Approved the proposal from Wiss, Janney, Elsner Associates to complete a review of the interstitial spaces incident to the Fitness Center and the indoor pool for evidence of distress, uncontrolled water penetration/leakage and evidence of microbial growth.

·      Approved a motion to contract with an engineering consulting firm to conduct a study focusing on mechanical, electrical and plumbing (MEP) equipment and operations in order to address leaks and other water-related damage .

·      Approved AmeriClean to clean common area ducts

·      Approved the purchase of notepads for the engineering and maintenance staff.

·      Appointed a Smoking Exploratory Committee to gather information on the issues surrounding second-hand smoking in a residential high-rise building and approved a survey questionnaire for issuance to all owners.

·      Appointed Barbara Pollack, as a Committee of One, to research the issue of condominium fees in the Friendship Heights neighborhood.  She reported her findings to the Board and the community at a Board meeting, and issued statistical findings that show that the Elizabeth is “in the ballpark” when it comes to condo fees – not the highest nor the lowest in the neighborhood.

·         Lerch Early & Brewer Legal Report. Jason Fisher discussed Election Rules and Procedures and distributed a marked-up copy showing the proposed changes as a result of member comments on the previous Rules and Procedures.

·        Resident Comments: Discussion of Holiday fund distribution proposal.

Treasurer’s report

·        Management Report: Further discussion of the burst hot water pipe.

·        Peg Downey reported that the design committee had determined that replacing the existing doors with wooden doors, trimmed to shape in each doorway was least likely to result in damage to resident apartments during the renovation project. The question of whether the thresholds would be modified to be flat, as they had in the west lobby area was raised.

·        After the book give-away, which took place before and after the board meeting, the remaining books would be given to an organization that assists veterans. 

 Old Biz: Motion to amend the House Rules to raise the move-in/ move-out elevator usage fee to $500 for moving in and $200 for moving out ($75 refundable if no damage) to be more in line with other buildings. Motion amended to specify that owners would be responsible in the event that a renter failed to pay.

 New Biz: Motion to approve the completion of Phase II of the Fire Alarm installation $220,295. This is a project that must be completed. There was discussion about the installation of Strobe Lights in the hallways to comply with ADA specifications. Some people mentioned that Strobe Lights can cause seizures among those who have epilepsy, but there is no choice in the matter.

 Motion to approve WJE to develop exterior restoration design for main entrance, including new canopy for $40,000, with a $3,000 expense allowance.  There was an objection to sole bidding and questions about why the work should be done now when it is not scheduled until 2019 in the plan. Motion was tabled.

Thanks to Jackie Lapidus for taking these notes!