Summary of the ECA Board Meeting March 22, 2016

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

Others Present: ECA General Manager Stephanie Deoudes, Gates Hudson Vice President of Operations Larry Hirschman, ECA Legal Counsel Jeremy Tucker

Here are highlights of this board meeting:

President’s Report:

—Rebuilding the Reserve Fund is a top priority.

—Due to increasing professional business duties, Julie Kantor stepped off the Budget & Finance Committee. Connie Row has been appointed to complete Ms. Kantor’s term. Ms. Row has extensive executive experience including budgeting, contracting, and strategic planning.

Comments from the floor:

Several residents questioned why action related to the Reserve Fund was done in Executive Session versus in the public monthly ECA Board meeting. Legal counsel Jeremy Tucker said the action involved some legal matters that needed to be handled in Executive Session.

A question arose about the protocol for handling an emergency situation like the lack of hot water experience more than a week ago. Our new GM said the protocol that she gave the Concierge staff when she arrived was that she should be called regarding any questions that they have or any problem in the building at any time of day or night.  Most of the Concierge staff follow that protocol and they call her regularly.  But, this is a new protocol and this past weekend, the Concierge apparently did not understand what to do.  The GM explained that these are good people, this is a transition period, and she will continue to work with them and bring them along.

The GM also said that we have hired a chief engineer who will begin work April 11, 2016. He holds a Class 1 Stationary Engineer’s License in the state of Maryland and will also live in the building.

Committee Reports:

FINANCE

The Budget & Finance Committee is waiting for the Audit Report.

DESIGN

Sample carpet and other design elements for hallway renovation can be seen in the ECA management office.

LANDSCAPE

Budgetary needs were outlined for various landscape improvements for the front circle and other areas of the ECA property. The first priority is to fix the front of the building.

CONVERSATIONS WITH THE BOARD

After a long hiatus, conversations with the Board resumed last weekend. The next meeting will be held on the third Sunday of the month.

SMOKING

The committee prepared a comprehensive report with recommendation for how the Board might proceed. The Board President and Legal Counsel Jeremy Tucker praised the report for its thoroughness. The bottom line is a strong recommendation for a bylaw amendment making the entire building smoke-free. The Board thanked the committee for its work but and is taking the report under advisement. Copies of the report can be obtained from the ECA management office.

Old Business

Work by Mendoza-Ribas was approved unanimously for ultrasonic testing of the water supply lines on 18E and removal of insulation as needed

New Business

Purchase of a new phone system that serves the Management Office, Concierge, Elevators, and Boiler Room was approved unanimously.

ECA Management Report March 22, 2016

The new Elizabeth Condominium General Manager prepared this report for the Board Meeting held March 22, 2016:

Management Report

Board Meeting – March 22, 2015

This report reflects work in progress or completed beginning March 7, my first day of work, through March 19.

1.     Elevator Code Violations

The elevators failed inspection 10-15.

The violations are being addressed aggressively so that the elevators can be tested and pass inspection.  It is because of the code violation repairs that the elevators were down at the same time.

2.     Phase 2 Fire System Upgrade 

Work began Monday the 21^st and is expected to be completed in the next 2-months, well in advance of the June 1, 2018 date mandated in our agreement with the Fire Marshall.  This work will include lowering of pull stations in all corridors.  Repair work will take place as the pull stations are changed. You will see the men throughout the building during the work. They will be wearing Adcock shirts to identify them as authorized to work in the building.

3.     Boilers

The one boiler that was down does not need to be replaced; it can be repaired. The other boiler has been inspected and requires some maintenance work.  A maintenance contract will be provided for regular inspections, preventive maintenance (PM) work and reports.

4.     ADA-Assisted Doors in the Garage and to the Arcade 

Working with Mona Electric to install automatic door openers to garage and Arcade entrance doors.  Looking into installing one rail at each garage ramp to assist those navigating the sloped entry way.

5.     Entry Alarms Tested

ESSI tested and did maintenance on the alarms and found that the alarm at the Arcade to the lobby that needs a new and different type of doorknob in order to work properly.

6.     Roof Repairs

For some time, there has been water penetration into a unit with every rain.  On 3/17 the roofer repaired some loose flashing that was allowing water to flow underneath the flashing and into the unit.  The Owners can finally renovate their unit and move in.

7.     Commercial Line Jetting

The pediatrician and dental offices in the Arcade have shared the same pipe blockages and overflows for many years. The line will be professionally cleared from the building to the main street sewer line on 3-21.  This same method will be used in a sampling of residential tiers, as well.

8.     Burned Out Bulbs

 Jim Marshall of Mona Electric inspected the lobby ceiling lights that keep burning out, which is expensive and unsightly. He found the burned out bulbs were defective and is replacing with better bulbs so this is no longer a problem.

9.     Brass and Marble Floor Cleaning

 Jeff Rose was here re: proper brass cleaning and maintenance and marble floor care.  Jeff maintains the marble and brass at the Somerset, The Colonnade and Washington Harbour at a lower cost than you are paying your current contractor, and better results.

1 .   Lobby Glass Doors

The damaged glass doors at the main entrance and the East and West lobbies will be polished to repair sharp areas.-

1.  Meetings with Contractors 

I have met with Ken Kosteva, Doug Winkler of Winkler Pools, Sasha Serpa of Quality Air and his repairperson, Oleg, Shawn of the Adcock Fire Alarm team, Reps from ESSI, the alarm company, Chris and the emergency clean-up crew of Minkoff re 219, the common area cleaning company, the concierge company, the current brass and marble floor contractor and the future brass and marble floor contractor.

1.  Meetings with Owners 

I have met with many Owners regarding issues in their units.  Most have been waiting for quite some time for repairs to be made to their ceilings, walls and floors after water penetration into their units.  These repairs are being addressed.

Stephanie Deoudes

General Manager

2/23/2016 ECA Management Report

If you expected to read the summary of the February 23, 2016, ECA Board meeting, click the link in this sentence to access that blogpost.

What follows is the Management Report made at the 2-23-16 ECA Board meeting, which is the most complete report I have seen made for an ECA Board meeting.

THE ELIZABETH CONDOMINIUM ASSOCIATION, INC.

MANAGEMENT REPORT

DATE: FEBRUARY 19, 2016

MANAGEMENT, ENGINEERING & MAINTENANCE STAFF

General Manager:                                                            Dave Ostrander

Resident Services Coordinator                                        Bouchra Slaoui

GHACM Vice President of Operations:                          Larry Hirschman     

Assistant Building Engineer:                                           Kevin Stewart

Maintenance Mechanic                                                    Hollis Alleyene

Maintenance Mechanic                                                    Marcel Straker

1.00    ADMINISTRATION

1.01      CONCIERGE PERSONNEL

Employment Applications, Resumes and Background Checks for three candidates to fill vacant weekend concierge positions were received by the Elizabeth Management Office from Kimberly Webster of NFC Amenity Management on 02.17.2016 and copies were forwarded to Board Members for review on 02.18.2016.  Management is currently determining the availability of Board Members to interview those candidates prior to the end of February.    

The current schedule of Concierge Personnel is as follows:

Weekdays

11:00 pm-07:00 am Monday-Friday:                   Frank Harris

07:00 am-03:00 pm Monday-Friday:                   Beserat Belai

03:00 pm-11:00 pm Monday-Friday:                   Sami Malek

05:00 pm-11:00 pm Sunday-Thursday:  Kadija Cole

Weekends

12:00 am-08:00 am Saturday-Sunday:   Vacant          

08:00 am-04:00 pm Saturday-Sunday:   Michelene Coulbary

04:00 pm-12:00 am Saturday-Sunday:   Vacant

05:00 pm-11:00 pm Friday-Saturday:      Vacant

           

2.00    FINANCE & INSURANCE

2.01    MONTHLY FINANCIAL REPORT

It is anticipated that financial records will be turned over by Legum Norman to Gates Hudson Community Management LLC (GHCM) by the end of February.  Upon receipt, GHCM will prepare the January 2016 Financial Report and will forward it to the Treasurer and Board members for review.          

2.02    MASTER INSURANCE POLICY RENEWAL

Under the New Business portion of the Monthly Meeting, Robin Manougian of John Manougian Insurance Agency will discuss Master Insurance Policy renewal options that will be available to the Association once the current policy expires in May.

3.00    OPERATIONS, MAINTENANCE & REPAIRS

3.01    FIRE PUMP REPLACEMENT

On 02.04.2016, Patriot Fire Protection installed a new fire pump in the Pump Room located on the Garage Level G1.  Follow up work to install a heavy duty flange is expected to be completed by 02.24.2016 and final inspection by the Montgomery County Fire Marshall is expected to be scheduled during the first half of March.

3.02    HEAT EXCHANGER INSTALLATION

On 02.10.2016, a new heat exchanger was lifted 19 stories to the rooftop of the Condominium Building West Wing by mobile crane operated by Digging & Rigging Inc.  Densel Company personnel then manually moved the approximate three ton heat exchanger into the rooftop boiler room, and on 02.11.2016, the heat exchanger was lifted and set on a concrete pad that had previously been installed for the purpose.  It is anticipated that a tie-in to the cooling tower will occur prior to the end of February, necessitating shut down of the air conditioning system for approximately eight hours.  Subsequent to the tie-in, controls and piping insulation will be installed, followed by clean-up and completion of the work during the first week of March.    

3.03    PHASE TWO FIRE ALARM UPGRADE

Adcock Systems completed necessary field work on 02.05.2016 for Phase Two of the Fire Alarm System Upgrade and submitted construction drawings to the Montgomery Fire Marshall for review on 02.18.2016.  It is anticipated that review and approval of the drawings will take two weeks, and an onsite Mobilization Meeting is tentatively scheduled for 03.07.2016.  Onsite work is expected to take approximately three months, with anticipated completion in mid to late June.  Completion of the Phase 2 work will bring the Association into compliance with the terms of the “The Elizabeth Condominium Fire Protection Agreement” with Montgomery County.     

3.04    VIDEO CAMERA REPAIR & REPLACEMENT

On 02.17.2016, a Jaguar Technologies technician reviewed issues with four malfunctioning video cameras on the Lobby and Garage Levels of the Building, and was able to restore service to two of them.  Jaguar Technologies is expected to provide Management with the cost for replacement of the remaining two malfunctioning cameras prior to the Board Meeting next Tuesday evening. 

3.05    GARAGE DOOR REPAIR

On 02.18.2016, Academy Door replaced a damaged garage door panel, as well as a guide rail and guide, on the Resident Vehicle Garage Door, located on the West Wing of the Condominium Building.

3.06    ELEVATOR REPAIRS

During the five year inspection & testing of the four traction elevators in the East and West Wings of the building, several deficiencies were noted by the Maryland Department of Labor Licensing and Regulation (DLLR) Inspector that will require both elevators in each wing to be taken out of service at the same time in order to perform the necessary repairs.  Pursuant to discussions with Michael Graff, Otis Elevator Sales Representative, the following options are available to the Association:

Option 1:  Repair one elevator per day during the mid-day hours of 10:00 am to 2:00 pm.  In an emergency, the elevator on which work is not being performed could be released to transport a resident.  Work would be scheduled on four separate days and the Association would not incur any charges for the necessary work.

Option 2:  Repair two elevators during the hours of 11:00 pm to 7:00 am.  In an emergency, Work would be scheduled on two separate days and the Association would incur an overtime cost of $8,944.00.

Option 3:  Install hoistway screening on all three elevator banks that would allow a mechanic to safely work in an elevator pit with only one elevator out of service.  Installation of the screening would take approximately eight hours for each of the two traction elevator banks, and four hours for the hydraulic elevator bank, during which both elevators in each bank would be out of service. In an emergency, the elevator on which work is not being performed could be released to transport a resident.  Work would be scheduled on three separate days, and the Association would incur a regular time charge of $13,559.00 and overtime charge of $17,084.00.

In addition, on 02.18.2015, Management was advised by Otis Elevator that the Association will be required by the Maryland DLLR to install 70 escutcheon holes that are used for fireman access to stranded elevator occupants.  Installation of the escutcheon holes will require approximately one hour per hole, and the elevator on which work is being performed will be out of service for approximately eight hours on two separate days.  The Association will incur a cost of $28,134.00 for this mandatory work.

For the Board’s review copies of the various proposals are enclosed.

3.07    WORK ORDERS

During the past three weeks Elizabeth Condominium Engineering and Maintenance personnel, along with the assistance of Gates Hudson Services personnel, have completed approximately 21 outstanding common area and residential unit work orders. 

Common Area Work Orders included 1) Adjustment of door closers on Garage Levels and replacement of three malfunctioning door closers with heavy duty closers on G1, G2 and G3 Levels of Garage; 2) Replacement of burned out florescent lighting with energy efficient LED lighting; and 3) Replacement of damaged ceiling tiles on G1 Garage Level, West Lobby and First Floor of East and West Wings of Building.  Residential Unit Work Orders included 1) snaking of clogged kitchen and bathroom sinks 2) caulking of bathroom tubs, 3) replacement of mailbox locks, 4) replacement of smoke detectors, 5) replacement of light switches, (6) resetting of electrical breakers, and (7) turning on heat for residents.

 3.08   CORRIDOR HVAC UNIT REPLACEMENT   

The consulting firm of Mendoza, Ribas, Farinas & Associates has submitted a proposal for design and construction administration services associated with replacement of two ventilation, dehumidification heating and air conditioning units serving building corridors for the proposed fee of $15,000.00.  Walter Mendoza will discuss their proposal with the Board at the meeting Tuesday evening, and a copy of their proposal is enclosed for the Board’s review.