Jim Jones has created a series of graphs to show Board Candidate election results for 2008, 2009 and 2010.
Unfortunately this blog doesn't have a large enough capacity to display the graphs. You might want to contact him at jonesjcz@prodigy.net and ask him for his PDF files. You can also use the following links but be sure to use the drop down menu at the bottom of the black screen to bring up the first chart. (It says "slideshow" and you need "scroll.") The second chart is accessed from a navigation button at the bottom of the screen in the middle section.
Analysis of 2010 Elizabeth BOD Results: http://www.scribd.com/doc/31746655/2010-Board-Election-Results-Analysis?secret_password=1xey7l94kpp198kjukmi
Analysis of 2009 Elizabeth BOD Results: http://www.scribd.com/doc/31746653/2009-Board-Election-Results-Analysis?secret_password=aoew3cy54gkwqtwhxrz
Analysis of 2008 Elizabeth BOD Results:http://www.scribd.com/doc/31746651/2008-Board-Election-Results-Analysis?secret_password=20tv2nw1xovtc778nsqa
For example:
In 2010, voters representing 46.52% of the weighted count did not participate in the election. (Unit owners are assigned a voting weight based on the size of their apartment and what floor it is located on as I understand it.)
In 2009, voters representing 33.30% of the weighted count did not participate in the election.
Since 2002 which is where Jim began collecting data, 2009 represents the highest voter turnout and 2010, the lowest.
In order to conduct the annual meeting there must be a quorum of 51% unit owner participation. There was some concern this year that quorum would not be achieved.
Besides showing what percent of the vote each candidate for 2009 & 2010 got, what this information reveals is that there are many unit owners who fail to participate in the governance of the Elizabeth Condominium Association. What is particularly worrisome is how many units in the Elizabeth are owned by investors who have never lived in the building.
Tuesday, May 18, 2010
Friday, May 7, 2010
Invitation to ECA Furniture Auction
Dear Elizabeth Resident:
In preparation for the renovation of the Lobby level, a live Auction will be held on Sunday, May 16th from 2 p.m.-4 p.m. in the West Lobby. Items will include furniture, art work and other accessories currently in the public spaces of the Lobby level.
• A preview will be held on Saturday from 3 p.m.-5 p.m. and again at 1 p.m. on Sunday.
• Registration will take place at 1 p.m. on Sunday.
• Each bidder must register and have a bid number.
• The auction will begin at 2 p.m. and will run until 4 p.m. or until bids have been offered on all items.
• All items must be paid for, in cash, at the time of the auction and must be removed from the premises by 4 p.m. on Tuesday, May 16th.
This is a great opportunity to purchase furniture and accessories at a reasonable price. Bring your friends and have a fun afternoon. We have an in-house auctioneer ready to get these items sold. All bids will be considered.
All items not sold will be given to “A Wider Circle”, a nonprofit organization providing furniture for homes of families moving out of battered women’s and homeless family shelters.
We look forward to seeing you at the Auction.
In preparation for the renovation of the Lobby level, a live Auction will be held on Sunday, May 16th from 2 p.m.-4 p.m. in the West Lobby. Items will include furniture, art work and other accessories currently in the public spaces of the Lobby level.
• A preview will be held on Saturday from 3 p.m.-5 p.m. and again at 1 p.m. on Sunday.
• Registration will take place at 1 p.m. on Sunday.
• Each bidder must register and have a bid number.
• The auction will begin at 2 p.m. and will run until 4 p.m. or until bids have been offered on all items.
• All items must be paid for, in cash, at the time of the auction and must be removed from the premises by 4 p.m. on Tuesday, May 16th.
This is a great opportunity to purchase furniture and accessories at a reasonable price. Bring your friends and have a fun afternoon. We have an in-house auctioneer ready to get these items sold. All bids will be considered.
All items not sold will be given to “A Wider Circle”, a nonprofit organization providing furniture for homes of families moving out of battered women’s and homeless family shelters.
We look forward to seeing you at the Auction.
Tuesday, May 4, 2010
Recommendations for ECA Board Candidates
My recommendations for ECA Board Candidates:
JUDI BARTH incumbent ECA Board Member
AL MULLER incumbent ECA Board Member
SETH LEVINE
The annual meeting of the Elizabeth Condominium Association takes place on Wednesday May 5, 2010. Registration begins at 7 pm in the West Lobby. A quorum of 51 percent is needed before the meeting can begin.
Owners need to attend the meeting or take their proxies to the lockbox in the management office no later 5 pm than May 4, 2010.
I am endorsing three of the six candidates running. I invite the other three candidates to address the two major concerns I have:
--Ability to work cooperatively with other ECA Board members to fulfill the fiduciary responsibilities of this Association.
--Priority for attending to failing components at the Elizabeth including windows & doors and McQuay heating/cooling units.
Why I am voting for Barth, Muller, Levine:
Judi Barth’s extensive work on behalf of the ECA speaks for itself. During her tenure as an ECA Board member, she has done more than anyone currently on the Board to improve the quality of life at the Elizabeth and to get us the best services at the best price. This includes landing a contract with a renovations designer who has an impeccable reputation and who has bent over backwards to keep us within our small budget for renovations this year. Besides bringing people together in the building (I have to admit I have met more people in this building in the last 2 years because of Judi’s social committee activities than all the 30 plus years I have lived here), Judi has handled many sensitive tasks that involve money (she has served as the Assistant Treasurer of the Board) and personnel. She supported the change from in-house management to professional management and that has proven to be a notable improvement in the way our building is run as well as many cost-saving opportunities. She has been a team player and often a voice of reason in the monthly board meetings.
Al Muller has done much to improve the way ECA Board meetings are conducted (he suggested making Management summaries available before the public meeting) and has been a good team player who knows Robert’s Rules of Order. He has made security improvements happen throughout the building. He was instrumental in supporting the change from in-house management to professional management. As a member of the Friendship Height Village Council, he has kept us aware of projects and activities in the neighborhood.
Both Judi Barth and Al Muller can be counted on to address problems brought to them from unit owners. They have both worked behind the scenes on many occasions to address issues of concern.
Seth Levine is relatively new in the Association but he is someone who owns an apartment and leases space in the Arcade. He has experience in mediating issues between discordant coworkers. He also works in the area of real estate and understand the issues we are faced with here in our ageing building. I personally think it is time that younger members of the Association be represented on our Board.
I would also like to note that I do not consider Hongbin Liu a serious candidate since she did not provide much information about her qualifications or where she stands on issues facing the building.
JUDI BARTH incumbent ECA Board Member
AL MULLER incumbent ECA Board Member
SETH LEVINE
The annual meeting of the Elizabeth Condominium Association takes place on Wednesday May 5, 2010. Registration begins at 7 pm in the West Lobby. A quorum of 51 percent is needed before the meeting can begin.
Owners need to attend the meeting or take their proxies to the lockbox in the management office no later 5 pm than May 4, 2010.
I am endorsing three of the six candidates running. I invite the other three candidates to address the two major concerns I have:
--Ability to work cooperatively with other ECA Board members to fulfill the fiduciary responsibilities of this Association.
--Priority for attending to failing components at the Elizabeth including windows & doors and McQuay heating/cooling units.
Why I am voting for Barth, Muller, Levine:
Judi Barth’s extensive work on behalf of the ECA speaks for itself. During her tenure as an ECA Board member, she has done more than anyone currently on the Board to improve the quality of life at the Elizabeth and to get us the best services at the best price. This includes landing a contract with a renovations designer who has an impeccable reputation and who has bent over backwards to keep us within our small budget for renovations this year. Besides bringing people together in the building (I have to admit I have met more people in this building in the last 2 years because of Judi’s social committee activities than all the 30 plus years I have lived here), Judi has handled many sensitive tasks that involve money (she has served as the Assistant Treasurer of the Board) and personnel. She supported the change from in-house management to professional management and that has proven to be a notable improvement in the way our building is run as well as many cost-saving opportunities. She has been a team player and often a voice of reason in the monthly board meetings.
Al Muller has done much to improve the way ECA Board meetings are conducted (he suggested making Management summaries available before the public meeting) and has been a good team player who knows Robert’s Rules of Order. He has made security improvements happen throughout the building. He was instrumental in supporting the change from in-house management to professional management. As a member of the Friendship Height Village Council, he has kept us aware of projects and activities in the neighborhood.
Both Judi Barth and Al Muller can be counted on to address problems brought to them from unit owners. They have both worked behind the scenes on many occasions to address issues of concern.
Seth Levine is relatively new in the Association but he is someone who owns an apartment and leases space in the Arcade. He has experience in mediating issues between discordant coworkers. He also works in the area of real estate and understand the issues we are faced with here in our ageing building. I personally think it is time that younger members of the Association be represented on our Board.
I would also like to note that I do not consider Hongbin Liu a serious candidate since she did not provide much information about her qualifications or where she stands on issues facing the building.
Tuesday, April 20, 2010
Summary of March 2010 Elizabeth Condo Board Meeting
Present at the meeting: Woody Cunningham, Jeffrey Axelrad, Judi Barth, Charles Bressler, Monique Fridell, Alexandra Kielty, Al Muller (late), Scott Murdoch, Mike Horan, recorder of meeting minutes.
The most important item of this board meeting was that the Board unanimously approved renewal of the Legum and Norman contract for another year.
Items of interest:
--Renovation work will start on lobby level May 15- June 1. Unwanted furniture will be offered in a silent auction to residents and what is left over will be donated.
--$1800 spent for a system to rid the roof of pigeons.
--Air conditioning has had some problems related to a pneumatic valve.
--Emergency generator still having permit problems because where it is to be housed wasn’t up to specifications.
--New hire for the front desk to replace Suaad. Girma Wordofa has also worked at the Willoughby.
--Board instructed onsite manager to ensure that every visitor is announced without exception.
--Bios of Board candidates will be placed in resident owners’ boxes at the front desk in time for the Meet the Candidates program. Otherwise the notice of annual meeting along with proxies and bios will be sent out this week. [Note: this is behind the schedule set by the Elections Committee and approved by the ECA legal counsel.]
--Landscape Committee must be resurrected according to Board instructions to Charles Bressler.
Upcoming Dates of Note:
04/21/10 Meet the Candidates (7:30 pm, West Lobby)
05/05/10 Annual Meeting
05/10/10 ECA Breakfast sponsored by Whole Foods
(new Friendship Heights Store opens 05/18/10)
06/10 ECA BBQ
The most important item of this board meeting was that the Board unanimously approved renewal of the Legum and Norman contract for another year.
Items of interest:
--Renovation work will start on lobby level May 15- June 1. Unwanted furniture will be offered in a silent auction to residents and what is left over will be donated.
--$1800 spent for a system to rid the roof of pigeons.
--Air conditioning has had some problems related to a pneumatic valve.
--Emergency generator still having permit problems because where it is to be housed wasn’t up to specifications.
--New hire for the front desk to replace Suaad. Girma Wordofa has also worked at the Willoughby.
--Board instructed onsite manager to ensure that every visitor is announced without exception.
--Bios of Board candidates will be placed in resident owners’ boxes at the front desk in time for the Meet the Candidates program. Otherwise the notice of annual meeting along with proxies and bios will be sent out this week. [Note: this is behind the schedule set by the Elections Committee and approved by the ECA legal counsel.]
--Landscape Committee must be resurrected according to Board instructions to Charles Bressler.
Upcoming Dates of Note:
04/21/10 Meet the Candidates (7:30 pm, West Lobby)
05/05/10 Annual Meeting
05/10/10 ECA Breakfast sponsored by Whole Foods
(new Friendship Heights Store opens 05/18/10)
06/10 ECA BBQ
March 2010 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting March 15, 2010
Board Present:
Woody Cunningham ....................President
Alexandria Kielty .........................Vice President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Jeffrey Axelrad ............................Secretary
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Others present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan ............Property Manager, Legum & Norman
Jana Bowcut ............Recording Secretary, On the Record
Call to Order: Mr. Cunningham called the meeting to order at 7:33 pm.
Approval of Minutes:
MOTION Ms. Barth moved, Mr. Bressler seconded, to approve the February 22, 2010, meeting minutes. The motion passed unanimously.
President’s Report:
Mr. Cunningham stated that two presentations were planned for the meeting regarding landscaping and the website. He added that the Board is currently working on the FY 2011 budget, which will be discussed briefly during the meeting. Under Legum & Norman management, the Association is significantly under-budget in operating expenses, with the exception of utilities. He stated that there have been steep increases in gas usage in the last couple of months and that the Association should focus on conserving energy.
Four new board members will be elected this year, and Mr. Cunningham encouraged qualified residents to run for the open positions.
Treasurer’s Report:
Ms. Fridell stated that she had no formal comments; however, she had asked a number of questions about the Management Report via email which she expected would be answered during the course of the meeting.
Old Business:
Presentation #1: Landscaping
Mr. Bressler introduced Gerald Rupert from Rupert Landscape Design who presented drawings of a proposed landscape design.
Mr. Rupert noted that most of the current landscaping is in good shape, but consists of many evergreens, which do not give a lot of color. Features of the proposed plan include:
• To the right of the entrance, holly bushes will be replaced with camellias.
• To the left of the entrance, holly bushes will be replaced with a variegated aucuba.
• In the half circle area a light will be installed to highlight the cutleaf Japanese maple at night. Plants such as cypress and fireworks grass would be added, as well as plenty of annuals to provide color.
• Belgian granite curbing would line the half-circle area and prevent cars from running over the plantings. The curbing would sit six inches in from the driveway and would drop four inches into the ground.
• In an area between the street and the building, a pink flowering dogwood would be planted between two existing white birch and oak trees. Pygmy barberry and fountain grass would be added to the area, in addition to transplanted rose bushes taken from the right of the front entrance. A trellis will be built for clematis to grow in front of the wall.
• By the Elizabeth sign, creeping jenny and ice plant would be planted. The leaning cypress would stay.
• The contents of the 5.5 foot planter strip in the back would be removed and a pattern of different colors of gravel and bamboo would be put in to resemble a Japanese garden. This would be attractive to the residents whose windows look out over this area.
A resident inquired if there were plans for landscaping the arcade area. Mr. Rupert explained that these plans did not include it, but he would suggest mulching the area and using a pressure washer to clean off the walkways.
Ms. Barth asked what Mr. Rupert would suggest for the back planter strip instead of a Japanese garden. He responded that because the area is so heavily shaded only plants such as ferns or yucca would thrive.
A resident stated that the current landscaping does not look particularly manicured and asked if that would change with the new design. Mr. Rupert responded that it would. The resident also asked if the granite curbing would keep people from walking their dogs in that area. Mr. Rupert stated that it would not and that it would be useful to place some dog signs.
Mr. Cunningham stated that the proposed drawings will be displayed for residents to look at more carefully.
Presentation #2: Web site
Samuel Kim, the IT Chief from Legum & Norman, presented the Board and residents with an overview of CommunityLink, an on-line service for associations to maintain their own Web sites. Mr. Kim suggested that the Web site be maintained by a homeowner, and only a Microsoft-Word-Level knowledge is needed to operate it. Responsibility for the site could be held by several individuals and training would be provided by Mr. Kim.
Everything posted on the Web site is secure, and requires each user to register and select a username and password. Participation is voluntary, and residents can choose to not be part of the system. Features of the website include:
• Tech support provided by Legum and Norman.
• A search feature.
• A community calendar on which to post association events.
• Online forms, including work orders, which can be filled and submitted on-site.
• A messenger service that would send out e-mails to the Association.
• A resource center that contains association documents: board minutes, financials governing documents. Management would be responsible for uploading these documents to the site.
• Community news.
• Classifieds.
• Managerial reports that provide information about the site such as number of users who are logged on, number of visits, number of pages viewed and number of people who have registered.
• Discussion groups.
• Online payment of condominium fees.
• Ability to upload pictures, video files or flash files.
Mr. Axelrad asked if communities typically charge for posting listings to the classifieds. Mr. Kim stated that that is up to each community. Mr. Axelrad also inquired if there was a way of notifying an owner that a package had arrived, to which Mr. Kim responded that it could be done through the Messenger feature. Thirty-eight Legum & Norman communities use this program, but few use it for package delivery notification because they do not all have front desk services. Mr. Kim stated that the Association, not individual residents, would pay a modest start-up and a monthly fee for the site. If the Association would like to make the on-line payment of condo fees available to its residents, there is an additional $100 fee.
Mr. Murdoch stated that the success of the site depends on the number of residents who use it. Ms. Kielty asked about whether neighboring buildings use the service, to which Mr. Murdoch responded that the Carlton does not use it, and he is unsure about #4620 North Park Avenue. A resident noted that the Web site would be a useful feature, particularly for those residents who go away for periods of time.
Concern was expressed that many residents may not own a computer and that perhaps a survey should be conducted to determine how many own a computer and what the interest level might be. A resident who maintains a community blog stated that approximately seventy to eighty of the residents are subscribed to the blog. Dr. Muller stated the number of residents who use the site would likely increase over time.
Energy Efficiency Consulting Engineer Study
Mr. Murdoch stated that four bids were obtained in response to a specific RFP for a study to be performed by a consulting engineering firm. WJE engineers and Metropolitan became partners in the bid process, with Mendoza, Ribas, Farinas and Associates, and L.S. Grim Consulting Engineers also providing bids. Each of these firms is well-qualified, but there is a wide range in quotes from $13,500 to $56,000.
Dr. Muller asked what the disadvantage would be to taking the lowest bid if they all followed the proposal specifications. Mr. Murdoch was unsure, but stated that the difference is due to the size of the firms and the types of projects they typically undertake. Ms. Barth agreed, and noted that L.S. Grim was the lowest bid, but has never worked with a building like the Elizabeth, with the scope of its work typically being Maryland State buildings and schools. Mendoza, on the other hand, has served a number of similar buildings to the Elizabeth. Mendoza appeared to be very knowledgeable and to have the appropriate staff to handle the project. Ms. Barth recommended considering a vendor with relevant experience. The Energy Committee attended all three vendor presentations but did not rank the firms. Committee members initially felt that all vendors were qualified to do the work.
The Board discussed details of the proposals such as hourly costs, necessity of air balancing, equipment evaluation, determination of energy efficiency, and determination of the structural integrity of the building. Ms. Barth expressed concern that WJE, who currently provides service to the Elizabeth, has never recommended that an engineering study be conducted. Mr. Axelrad was skeptical that L.S. Grim could examine the building in the desired detail at such a low cost. He recommended Mendoza because thehe thought the latter would provide a fresh look at the building.
MOTION Dr. Muller moved, Ms. Barth seconded, to approve the consulting engineer proposal from Mendoza, Ribas, Farinas and Associates. The motion passed unanimously.
Ms. Fridell re-proposed that the Board pass a resolution authorizing the Board President and Treasurer to be signers on the Line of Credit at Morgan Stanley, previously approved by the Board at its December, 2009 regular meeting. The resolution is a documentation requirement of Morgan Stanley.
MOTION Ms. Fridell moved, Mr. Bressler seconded, to pass the resolution form required by Morgan Stanley for documentation purposes. The motion passed unanimously.
Emergency Generator
Mr. Murdoch stated that the permit needed for the emergency generator has not yet been obtained. The work is scheduled to begin the week of March 30, 2010, and regular Tuesday progress meetings will be held. It is anticipated that the project will be completed at the end of May or beginning of June.
Contracts
Mr. Cunningham inquired about the status of the bid packages for refurbishing the lobby. Mr. Murdoch stated that he has been working with attorneys on a bid letter, addendum and AIA contracts and these should be ready to be given to the designer on Tuesday, March 16, 2010. Ms. Fridell inquired about a clause in the contract regarding dispute resolution and whether litigation or arbitration would be used. Mr. Murdoch stated that he had spoken with counsel, who affirmed they could do either.
Mr. Murdoch stated that the refurbishing project should be managed by an architect, but that the latter’s time should be limited due to cost. Currently, Mr. Murdoch is named as the Owner’s Representative in the contract, but a project manager/architect should instead be named. Day-to-day operations would be handled by Mr. Murdoch. Ms. Fridell asked if performance liquidated damages were stipulated in the contract. Mr. Murdoch stated that they were not, but it is understood that the Association does not pay until the work is done correctly.
Ms. Fridell expressed concern about whether the proposed daily work time of 8:00 p.m. to 6:00 p.m.might interfere with residents’ schedules. Ms. Barth stated that the longer day would enable the project to be finished more quickly, minimizing overall project cost. Mr. Axelrad suggested that the Board should examine the house rules to ensure that a longer daily work time frame is allowable.
New Business:
Air Conditioning and Heating
Ms. Barth stated that an e-mail from a resident was received requesting that the current policy of turning on the air conditioning on April 15 be changed to April 1. Because many residents have allergies or asthma, they cannot open the windows to cool off their unit. Once the air conditioning is turned on the heat can no longer be used. Mr. Axelrad stated that the policy has already been changed once when the date was moved from May 1 to April 15, and it is difficult to know what the weather will be like in April. Ms. Fridell inquired if other residents have approached management with similar requests, to which Mr. Horan responded “no.”
MOTION Ms. Barth moved, Mr. Muller seconded, to turn off the heat and make air conditioning available on April 1. The motion passed with Dr. Muller, Ms. Barth and Ms. Fridell in favor, Mr. Cunningham and Mr. Bressler opposed, Mr. Axelrad abstained, and Ms. Kielty was absent.
Budget
Mr. Cunningham stated that the Board had held a public workshop in the past week to discuss/prepare the FY 2011 budget. Mr. Murdoch prepared financial projections on three different levels of condo fee increases: 3 percent, 5 percent and 7.5 percent. Mr. Axelrad observed that he took notes from the workshop, but will not draft separate minutes for the Workshop because the current meeting will include the same essential information from the Workshop.
Mr. Cunningham stated that currently the Association is operating well within its operating budget, and will likely have a surplus at the end of the year. Next year’s proposed budget represents virtually no increase in the operating budget; the increase will be almost entirely dedicated to replenishing the Reserve Fund. At the meeting, the Board needs to agree on which budget to send out with the letter to residents calling for the annual meeting. The Board will vote to approve the budget on the day of the Annual Meeting.
Mr. Murdoch provided the Board with a handout of each condo fee increase scenario. For example, a 3 percent increase would mean a 3 percent increase in condominium fees and a 3 percent increase in parking assessments. reserve allocation. A 3 percent increase would raise the net reserve contribution to $939,932, a 5 percent increase would raise it to $1,005,702, and a 7.5 increase would raise it to$1,087,915.
Board members debated what the appropriate level increase ought to be given the projects the Association has planned. Mr. Axelrad stated that when the building was new, it was thought that there should be a minimum of $1,000,000 in the reserve. He stated that a larger figure is needed given that the building is now older and more repairs are anticipated. Ms. Fridell noted that the Reserve Study proposed to have a large increase in the reserve in the next couple of years and then to have more modest cost-of-living increases after that. She added that there is only a $66,000 difference between a 3 percent and a 5 percent increase and that the 7.5 percent increase scenario is needed to really make a meaningful increase in the reserve contribution. Ms. Kielty expressed that a significant increase is necessary for the Association to be prepared for unexpected expenditures.
Dr. Muller stated that every percent increase is difficult for residents and that the Association should not be stockpiling money. He added that he supports the refurbishment plans, but there are currently no cost estimates for the work, the Board now has a $1 million “home equity” loan in case of unanticipated emergencies, and condo fees can always be increased next year, if needed. Ms. Barth stated that the costs of the projects planned for the Association are expensive and that for years the Association did not raise fees. Ms. Fridell stressed that another way to increase the reserve contribution without a big hike in condo fees is to cut costs in operating expenses and that ways to conserve should also be considered. Mr. Axelrad observed that loans need to be repaid.
Ms. Kielty stated that the $961,000 estimate for reserve contributions next year is conservative given the types of projects that are planned. Mr. Murdoch stated that it is a rough number that he arrived at by using the existing five-year plan and his cash projection for this year. Ms. Kielty also inquired about the current reserve expenditure levels. Ms. Fridell stated that $187,000 has been spent in February. Ms. Fridell noted that the figure for total expenditures from reserves to date was missing from the Management Report and should be included in all future reports. Mr. Murdoch stated that $763,222 has been spent from the reserves to date in FY 2010.
Dr. Muller made a motion to propose a budget with a 3 percent increase, which would contribute $939,932 into the Reserve Fund. The motion was not seconded.
MOTION Ms. Kielty moved, Mr. Bressler seconded, to approve a condo fee increase of 7.5 percent in a proposed budget to be provided to all owners prior to final Board action on the budget. The motion passed with Ms. Kielty, Ms. Barth, Ms. Fridell, Mr. Bressler and Mr. Axelrad in favor. Dr. Muller and Mr. Cunningham were opposed.
Comments from the floor:
A resident inquired how much has been paid to the Hartman Design Group and expressed concern that no plans have been discussed at board meetings. Mr. Murdoch stated that $157,000 has been paid to HDG to date and that there is a $250,000 Board-agreed limit on design fees. Ms. Barth added that most of the design fees that have been paid to date to the Hartman Design Group are for the designs they created and the documents they have done for the county and contractors. The design work is on the front end of the renovation project and therefore most of their work has been completed and we have paid them for that work.
A resident suggested that an updated list should be made of residents who need assistance in an emergency. A plan should be formulated for how to get those residents out and perhaps the fire department should be consulted about whether those individuals would do best to stay inside their unit or go to a stairwell while waiting for help.
Concern was expressed about the decision made by the Board to turn off the heat and make air conditioning available as of April 1, 2010. A resident expressed that the decision was made in haste and the vote should not have been taken while a board member had temporarily stepped out of the room.
A suggestion was made for management to provide reports to residents attending board meetings so they can better follow information on bids and companies. Also, a shortage of agendas was noted.
A resident inquired about the estimated amount for decorating the lobby. Ms. Barth stated that $1.2 million was estimated by the Board several years ago in the five-year plan, but that this estimate was done prior to any discussions with designers or contractors. Ms. Fridell stated that the Board received during FY 2009 more accurate estimates of $1.5 million from Hartman Design Group, which were discussed publicly and included in the FY 2010 update of the five-year plan circulated to owners with the FY 2010 audited financial statements. However, Mr. Axelrad stated that the Board had previously agreed that it will not spend over $1.2 million.
A resident stated that he observed four cars, two trucks and a van parked at once in the driveway/fire lane outside of the building, and that if there were an emergency, fire trucks would not be able to gain access to the building.
A resident asked who approved the posting of a commercial notice at the front desk, in conflict with ECA House Rules. Mr. Horan stated that it had been posted over the weekend, but has since been removed.
Adjournment
The President adjourned the meeting at 10:26 p.m.
The initial draft of the minutes, upon which these minutes are based, was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting March 15, 2010
Board Present:
Woody Cunningham ....................President
Alexandria Kielty .........................Vice President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Jeffrey Axelrad ............................Secretary
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Others present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan ............Property Manager, Legum & Norman
Jana Bowcut ............Recording Secretary, On the Record
Call to Order: Mr. Cunningham called the meeting to order at 7:33 pm.
Approval of Minutes:
MOTION Ms. Barth moved, Mr. Bressler seconded, to approve the February 22, 2010, meeting minutes. The motion passed unanimously.
President’s Report:
Mr. Cunningham stated that two presentations were planned for the meeting regarding landscaping and the website. He added that the Board is currently working on the FY 2011 budget, which will be discussed briefly during the meeting. Under Legum & Norman management, the Association is significantly under-budget in operating expenses, with the exception of utilities. He stated that there have been steep increases in gas usage in the last couple of months and that the Association should focus on conserving energy.
Four new board members will be elected this year, and Mr. Cunningham encouraged qualified residents to run for the open positions.
Treasurer’s Report:
Ms. Fridell stated that she had no formal comments; however, she had asked a number of questions about the Management Report via email which she expected would be answered during the course of the meeting.
Old Business:
Presentation #1: Landscaping
Mr. Bressler introduced Gerald Rupert from Rupert Landscape Design who presented drawings of a proposed landscape design.
Mr. Rupert noted that most of the current landscaping is in good shape, but consists of many evergreens, which do not give a lot of color. Features of the proposed plan include:
• To the right of the entrance, holly bushes will be replaced with camellias.
• To the left of the entrance, holly bushes will be replaced with a variegated aucuba.
• In the half circle area a light will be installed to highlight the cutleaf Japanese maple at night. Plants such as cypress and fireworks grass would be added, as well as plenty of annuals to provide color.
• Belgian granite curbing would line the half-circle area and prevent cars from running over the plantings. The curbing would sit six inches in from the driveway and would drop four inches into the ground.
• In an area between the street and the building, a pink flowering dogwood would be planted between two existing white birch and oak trees. Pygmy barberry and fountain grass would be added to the area, in addition to transplanted rose bushes taken from the right of the front entrance. A trellis will be built for clematis to grow in front of the wall.
• By the Elizabeth sign, creeping jenny and ice plant would be planted. The leaning cypress would stay.
• The contents of the 5.5 foot planter strip in the back would be removed and a pattern of different colors of gravel and bamboo would be put in to resemble a Japanese garden. This would be attractive to the residents whose windows look out over this area.
A resident inquired if there were plans for landscaping the arcade area. Mr. Rupert explained that these plans did not include it, but he would suggest mulching the area and using a pressure washer to clean off the walkways.
Ms. Barth asked what Mr. Rupert would suggest for the back planter strip instead of a Japanese garden. He responded that because the area is so heavily shaded only plants such as ferns or yucca would thrive.
A resident stated that the current landscaping does not look particularly manicured and asked if that would change with the new design. Mr. Rupert responded that it would. The resident also asked if the granite curbing would keep people from walking their dogs in that area. Mr. Rupert stated that it would not and that it would be useful to place some dog signs.
Mr. Cunningham stated that the proposed drawings will be displayed for residents to look at more carefully.
Presentation #2: Web site
Samuel Kim, the IT Chief from Legum & Norman, presented the Board and residents with an overview of CommunityLink, an on-line service for associations to maintain their own Web sites. Mr. Kim suggested that the Web site be maintained by a homeowner, and only a Microsoft-Word-Level knowledge is needed to operate it. Responsibility for the site could be held by several individuals and training would be provided by Mr. Kim.
Everything posted on the Web site is secure, and requires each user to register and select a username and password. Participation is voluntary, and residents can choose to not be part of the system. Features of the website include:
• Tech support provided by Legum and Norman.
• A search feature.
• A community calendar on which to post association events.
• Online forms, including work orders, which can be filled and submitted on-site.
• A messenger service that would send out e-mails to the Association.
• A resource center that contains association documents: board minutes, financials governing documents. Management would be responsible for uploading these documents to the site.
• Community news.
• Classifieds.
• Managerial reports that provide information about the site such as number of users who are logged on, number of visits, number of pages viewed and number of people who have registered.
• Discussion groups.
• Online payment of condominium fees.
• Ability to upload pictures, video files or flash files.
Mr. Axelrad asked if communities typically charge for posting listings to the classifieds. Mr. Kim stated that that is up to each community. Mr. Axelrad also inquired if there was a way of notifying an owner that a package had arrived, to which Mr. Kim responded that it could be done through the Messenger feature. Thirty-eight Legum & Norman communities use this program, but few use it for package delivery notification because they do not all have front desk services. Mr. Kim stated that the Association, not individual residents, would pay a modest start-up and a monthly fee for the site. If the Association would like to make the on-line payment of condo fees available to its residents, there is an additional $100 fee.
Mr. Murdoch stated that the success of the site depends on the number of residents who use it. Ms. Kielty asked about whether neighboring buildings use the service, to which Mr. Murdoch responded that the Carlton does not use it, and he is unsure about #4620 North Park Avenue. A resident noted that the Web site would be a useful feature, particularly for those residents who go away for periods of time.
Concern was expressed that many residents may not own a computer and that perhaps a survey should be conducted to determine how many own a computer and what the interest level might be. A resident who maintains a community blog stated that approximately seventy to eighty of the residents are subscribed to the blog. Dr. Muller stated the number of residents who use the site would likely increase over time.
Energy Efficiency Consulting Engineer Study
Mr. Murdoch stated that four bids were obtained in response to a specific RFP for a study to be performed by a consulting engineering firm. WJE engineers and Metropolitan became partners in the bid process, with Mendoza, Ribas, Farinas and Associates, and L.S. Grim Consulting Engineers also providing bids. Each of these firms is well-qualified, but there is a wide range in quotes from $13,500 to $56,000.
Dr. Muller asked what the disadvantage would be to taking the lowest bid if they all followed the proposal specifications. Mr. Murdoch was unsure, but stated that the difference is due to the size of the firms and the types of projects they typically undertake. Ms. Barth agreed, and noted that L.S. Grim was the lowest bid, but has never worked with a building like the Elizabeth, with the scope of its work typically being Maryland State buildings and schools. Mendoza, on the other hand, has served a number of similar buildings to the Elizabeth. Mendoza appeared to be very knowledgeable and to have the appropriate staff to handle the project. Ms. Barth recommended considering a vendor with relevant experience. The Energy Committee attended all three vendor presentations but did not rank the firms. Committee members initially felt that all vendors were qualified to do the work.
The Board discussed details of the proposals such as hourly costs, necessity of air balancing, equipment evaluation, determination of energy efficiency, and determination of the structural integrity of the building. Ms. Barth expressed concern that WJE, who currently provides service to the Elizabeth, has never recommended that an engineering study be conducted. Mr. Axelrad was skeptical that L.S. Grim could examine the building in the desired detail at such a low cost. He recommended Mendoza because thehe thought the latter would provide a fresh look at the building.
MOTION Dr. Muller moved, Ms. Barth seconded, to approve the consulting engineer proposal from Mendoza, Ribas, Farinas and Associates. The motion passed unanimously.
Ms. Fridell re-proposed that the Board pass a resolution authorizing the Board President and Treasurer to be signers on the Line of Credit at Morgan Stanley, previously approved by the Board at its December, 2009 regular meeting. The resolution is a documentation requirement of Morgan Stanley.
MOTION Ms. Fridell moved, Mr. Bressler seconded, to pass the resolution form required by Morgan Stanley for documentation purposes. The motion passed unanimously.
Emergency Generator
Mr. Murdoch stated that the permit needed for the emergency generator has not yet been obtained. The work is scheduled to begin the week of March 30, 2010, and regular Tuesday progress meetings will be held. It is anticipated that the project will be completed at the end of May or beginning of June.
Contracts
Mr. Cunningham inquired about the status of the bid packages for refurbishing the lobby. Mr. Murdoch stated that he has been working with attorneys on a bid letter, addendum and AIA contracts and these should be ready to be given to the designer on Tuesday, March 16, 2010. Ms. Fridell inquired about a clause in the contract regarding dispute resolution and whether litigation or arbitration would be used. Mr. Murdoch stated that he had spoken with counsel, who affirmed they could do either.
Mr. Murdoch stated that the refurbishing project should be managed by an architect, but that the latter’s time should be limited due to cost. Currently, Mr. Murdoch is named as the Owner’s Representative in the contract, but a project manager/architect should instead be named. Day-to-day operations would be handled by Mr. Murdoch. Ms. Fridell asked if performance liquidated damages were stipulated in the contract. Mr. Murdoch stated that they were not, but it is understood that the Association does not pay until the work is done correctly.
Ms. Fridell expressed concern about whether the proposed daily work time of 8:00 p.m. to 6:00 p.m.might interfere with residents’ schedules. Ms. Barth stated that the longer day would enable the project to be finished more quickly, minimizing overall project cost. Mr. Axelrad suggested that the Board should examine the house rules to ensure that a longer daily work time frame is allowable.
New Business:
Air Conditioning and Heating
Ms. Barth stated that an e-mail from a resident was received requesting that the current policy of turning on the air conditioning on April 15 be changed to April 1. Because many residents have allergies or asthma, they cannot open the windows to cool off their unit. Once the air conditioning is turned on the heat can no longer be used. Mr. Axelrad stated that the policy has already been changed once when the date was moved from May 1 to April 15, and it is difficult to know what the weather will be like in April. Ms. Fridell inquired if other residents have approached management with similar requests, to which Mr. Horan responded “no.”
MOTION Ms. Barth moved, Mr. Muller seconded, to turn off the heat and make air conditioning available on April 1. The motion passed with Dr. Muller, Ms. Barth and Ms. Fridell in favor, Mr. Cunningham and Mr. Bressler opposed, Mr. Axelrad abstained, and Ms. Kielty was absent.
Budget
Mr. Cunningham stated that the Board had held a public workshop in the past week to discuss/prepare the FY 2011 budget. Mr. Murdoch prepared financial projections on three different levels of condo fee increases: 3 percent, 5 percent and 7.5 percent. Mr. Axelrad observed that he took notes from the workshop, but will not draft separate minutes for the Workshop because the current meeting will include the same essential information from the Workshop.
Mr. Cunningham stated that currently the Association is operating well within its operating budget, and will likely have a surplus at the end of the year. Next year’s proposed budget represents virtually no increase in the operating budget; the increase will be almost entirely dedicated to replenishing the Reserve Fund. At the meeting, the Board needs to agree on which budget to send out with the letter to residents calling for the annual meeting. The Board will vote to approve the budget on the day of the Annual Meeting.
Mr. Murdoch provided the Board with a handout of each condo fee increase scenario. For example, a 3 percent increase would mean a 3 percent increase in condominium fees and a 3 percent increase in parking assessments. reserve allocation. A 3 percent increase would raise the net reserve contribution to $939,932, a 5 percent increase would raise it to $1,005,702, and a 7.5 increase would raise it to$1,087,915.
Board members debated what the appropriate level increase ought to be given the projects the Association has planned. Mr. Axelrad stated that when the building was new, it was thought that there should be a minimum of $1,000,000 in the reserve. He stated that a larger figure is needed given that the building is now older and more repairs are anticipated. Ms. Fridell noted that the Reserve Study proposed to have a large increase in the reserve in the next couple of years and then to have more modest cost-of-living increases after that. She added that there is only a $66,000 difference between a 3 percent and a 5 percent increase and that the 7.5 percent increase scenario is needed to really make a meaningful increase in the reserve contribution. Ms. Kielty expressed that a significant increase is necessary for the Association to be prepared for unexpected expenditures.
Dr. Muller stated that every percent increase is difficult for residents and that the Association should not be stockpiling money. He added that he supports the refurbishment plans, but there are currently no cost estimates for the work, the Board now has a $1 million “home equity” loan in case of unanticipated emergencies, and condo fees can always be increased next year, if needed. Ms. Barth stated that the costs of the projects planned for the Association are expensive and that for years the Association did not raise fees. Ms. Fridell stressed that another way to increase the reserve contribution without a big hike in condo fees is to cut costs in operating expenses and that ways to conserve should also be considered. Mr. Axelrad observed that loans need to be repaid.
Ms. Kielty stated that the $961,000 estimate for reserve contributions next year is conservative given the types of projects that are planned. Mr. Murdoch stated that it is a rough number that he arrived at by using the existing five-year plan and his cash projection for this year. Ms. Kielty also inquired about the current reserve expenditure levels. Ms. Fridell stated that $187,000 has been spent in February. Ms. Fridell noted that the figure for total expenditures from reserves to date was missing from the Management Report and should be included in all future reports. Mr. Murdoch stated that $763,222 has been spent from the reserves to date in FY 2010.
Dr. Muller made a motion to propose a budget with a 3 percent increase, which would contribute $939,932 into the Reserve Fund. The motion was not seconded.
MOTION Ms. Kielty moved, Mr. Bressler seconded, to approve a condo fee increase of 7.5 percent in a proposed budget to be provided to all owners prior to final Board action on the budget. The motion passed with Ms. Kielty, Ms. Barth, Ms. Fridell, Mr. Bressler and Mr. Axelrad in favor. Dr. Muller and Mr. Cunningham were opposed.
Comments from the floor:
A resident inquired how much has been paid to the Hartman Design Group and expressed concern that no plans have been discussed at board meetings. Mr. Murdoch stated that $157,000 has been paid to HDG to date and that there is a $250,000 Board-agreed limit on design fees. Ms. Barth added that most of the design fees that have been paid to date to the Hartman Design Group are for the designs they created and the documents they have done for the county and contractors. The design work is on the front end of the renovation project and therefore most of their work has been completed and we have paid them for that work.
A resident suggested that an updated list should be made of residents who need assistance in an emergency. A plan should be formulated for how to get those residents out and perhaps the fire department should be consulted about whether those individuals would do best to stay inside their unit or go to a stairwell while waiting for help.
Concern was expressed about the decision made by the Board to turn off the heat and make air conditioning available as of April 1, 2010. A resident expressed that the decision was made in haste and the vote should not have been taken while a board member had temporarily stepped out of the room.
A suggestion was made for management to provide reports to residents attending board meetings so they can better follow information on bids and companies. Also, a shortage of agendas was noted.
A resident inquired about the estimated amount for decorating the lobby. Ms. Barth stated that $1.2 million was estimated by the Board several years ago in the five-year plan, but that this estimate was done prior to any discussions with designers or contractors. Ms. Fridell stated that the Board received during FY 2009 more accurate estimates of $1.5 million from Hartman Design Group, which were discussed publicly and included in the FY 2010 update of the five-year plan circulated to owners with the FY 2010 audited financial statements. However, Mr. Axelrad stated that the Board had previously agreed that it will not spend over $1.2 million.
A resident stated that he observed four cars, two trucks and a van parked at once in the driveway/fire lane outside of the building, and that if there were an emergency, fire trucks would not be able to gain access to the building.
A resident asked who approved the posting of a commercial notice at the front desk, in conflict with ECA House Rules. Mr. Horan stated that it had been posted over the weekend, but has since been removed.
Adjournment
The President adjourned the meeting at 10:26 p.m.
The initial draft of the minutes, upon which these minutes are based, was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary
Saturday, March 20, 2010
Summary of March 2010 Elizabeth Condo Board Meeting
Present at the meeting: Woody Cunningham, Jeffrey Axelrad, Judi Barth, Charles Bressler, Monique Fridell, Alexandra Kielty, Al Muller (late), Scott Murdoch, Mike Horan, recorder of meeting minutes
Treasurer’s Report
Treasurer had no comments but president Woody Cunningham said utility costs are over budget.
Landscaping Proposal from Ruppert
Described a plan for adding annuals but keeping the hollys and the hanging jasmine. He wants to add new paving blocks for aesthetic reasons. In the back of the building where there is no sunlight, he suggested a Japanese stone garden with no plantings whatsoever.
L & N Communilink Website for the ECA: A Demo
--Online service created with a basic template. Website is maintained by the association.
--Includes calendar, online forms, email, online payment option, classified ads, alerts,resources (board minutes, financial reports, etc.)
--38 L&N associations using this service.
--Start up and monthly fee. $1000 start up fee and $150 per month.
Management report (no president report this meeting)
--Engineering study delayed. Proposals were bid from $13500 to $56000. 2 0f 3 interviews were heard by Judi Barth. Grim lowest bid – have they done such a bldg like ours? Answer is NO. Mandoza Revis – has the experience with buildings like ours. WJE is a structural engineer. They would not look at McQuay units issue. WJE and Metropolitan have teamed up but these are two separate bids. Mandoza Revis offers the most comprehensive service but Mandoza Revis won’t do air balancing system.
MOTION: Selected Mandoza Revis.
--emergency generator experiencing a permit issue. Begin work end of March completiton end of May.
--still working on permits for the refurb.
AC policy
Resident requesting a/c starting end of March and not April 15 because of allergies that require keeping windows closed. Problem with the piping arrangement. Once we go to ac cannot go back to heat.
MOTION: Board voted to go to air conditioning March 30.
Budget
Condo fees will go up by 7.5%. The Board is concerned about building up reserves.
Notes: The Ruppert landscaping proposal is one of three.
Communilink is not the only option for an Association website. A better option could be Association Voice. Visit http://www.associationvoice.com/.
There are six candidates running for the ECA Board of Directors
> Judi Barth
> Molly Frantz
> Jim Jones
> Seth Levine
> H. Liu
> Dr. Alfred Muller
Treasurer’s Report
Treasurer had no comments but president Woody Cunningham said utility costs are over budget.
Landscaping Proposal from Ruppert
Described a plan for adding annuals but keeping the hollys and the hanging jasmine. He wants to add new paving blocks for aesthetic reasons. In the back of the building where there is no sunlight, he suggested a Japanese stone garden with no plantings whatsoever.
L & N Communilink Website for the ECA: A Demo
--Online service created with a basic template. Website is maintained by the association.
--Includes calendar, online forms, email, online payment option, classified ads, alerts,resources (board minutes, financial reports, etc.)
--38 L&N associations using this service.
--Start up and monthly fee. $1000 start up fee and $150 per month.
Management report (no president report this meeting)
--Engineering study delayed. Proposals were bid from $13500 to $56000. 2 0f 3 interviews were heard by Judi Barth. Grim lowest bid – have they done such a bldg like ours? Answer is NO. Mandoza Revis – has the experience with buildings like ours. WJE is a structural engineer. They would not look at McQuay units issue. WJE and Metropolitan have teamed up but these are two separate bids. Mandoza Revis offers the most comprehensive service but Mandoza Revis won’t do air balancing system.
MOTION: Selected Mandoza Revis.
--emergency generator experiencing a permit issue. Begin work end of March completiton end of May.
--still working on permits for the refurb.
AC policy
Resident requesting a/c starting end of March and not April 15 because of allergies that require keeping windows closed. Problem with the piping arrangement. Once we go to ac cannot go back to heat.
MOTION: Board voted to go to air conditioning March 30.
Budget
Condo fees will go up by 7.5%. The Board is concerned about building up reserves.
Notes: The Ruppert landscaping proposal is one of three.
Communilink is not the only option for an Association website. A better option could be Association Voice. Visit http://www.associationvoice.com/.
There are six candidates running for the ECA Board of Directors
> Judi Barth
> Molly Frantz
> Jim Jones
> Seth Levine
> H. Liu
> Dr. Alfred Muller
Wednesday, March 17, 2010
February 2010 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting January 21, 2010
Board Present:
Woody Cunningham ....................President
Alexandria Kielty .........................Vice President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Jeffrey Axelrad ............................Secretary
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Others present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan ............Property Manager, Legum & Norman
Call to Order: Mr. Cunningham called the meeting to order at 7:36 pm.
Approval of Minutes:
(R) Ms. Barth moved, and Mr. Bressler seconded, to approve the January 21, 2010, meeting minutes.
The motion passed unanimously, excepting Dr. Muller, who had not yet arrived
President’s Report: Dr. Cunningham thanked the condominium staff for its dedication and service despite equipment failures during the February snowstorms.
Treasurer’s Report: Ms. Fridell reported that she would meet with two resident volunteers on February 23, 2010, who would help with the fixed asset write-off project. Their recommendations will be returned to the board and must be approved by ECA’s auditor. She also reminded residents who use coupons to pay condominium fees that they would be receiving new coupon books in March for the April-June payments.
Manager’s Report: Mr. Murdoch reiterated Dr. Cunningham’s praise of the condominium staff for its performance during the snowstorms, especially those staff members who stayed overnight in the building.
Mr. Murdoch reviewed four bids for the installation of the emergency generator in the building. The low bidder, Power Systems, met with Dr. Cunningham, Mr. Horan, and Mr. Murdoch. Mr. Murdoch recommends this firm for the contract. The total estimated cost of the project, which also includes some elevator work, is $385,000.
Weather has delayed the progress on the review of proposals from energy-efficiency engineering consulting firms. One proposal was received on time, with two more received on February 19, 2010. Mr. Murdoch is waiting on a fourth proposal. Further discussion with the firms is needed before summarizing and presenting proposals to the Board for decision-making.
The building permit application for lobby renovation was delivered to the architects this week along with the necessary application fee.
Mr. Horan reported that AD Heath finished piping work in the lobby on February 12, 2010. In addition, electronic water detectors have arrived, and a notice will be posted for distribution of the detectors. Additional detectors will be offered to residents at $7 each.
More CFL bulbs will be ordered for residents to purchase.
Eighty-nine units signed up for replacement locks; the service has begun and should continue for two weeks.
Mr. Murdoch added that Mr. Horan and Ms. Gardner are drafting a personnel policy handbook that will be available for board review in a few months.
Ms. Gardner has narrowed delinquencies to eleven units, with five of those being significant delinquencies. One case involves four parking spaces.
A demonstration will be arranged for the election ballot tabulation services available through Legum & Norman.
Mr. Murdoch will distribute information the board regarding House Bill 842, which would give homeowners’ associations limited priority over the first mortgage for up to six months of assessments in the foreclosure process. A public hearing will be held March 4.
Legum & Norman is moving accounts from BB&T to Community Association Banc (CAB), a division of Mutual of Omaha Bank. New coupons for April, May, and June will be provided to residents who use payment coupons until new books are distributed for the new fiscal year.
Three complete proposals for planting and landscaping should be available by the board’s next meeting.
Old Business:
Power Services bid $199,599 for the contract to install the emergency generator. Bids for the project ranged up to $276,000.
(R) Ms. Kielty moved, and Ms. Fridell seconded, to grant the contract to install the emergency generator
to Power Systems. The motion passed unanimously by all members present, excepting Dr. Muller, who had not yet arrived.
Ms Barth reported that a formal presentation by the Hartman Design Group for owners and residents will be held on March 9, 2010, at 7:00pm, to review the design plans for the lobby renovation. An invitation will be distributed. The presentation will include the design plan for the lobby level, selected finishes, and a computer rendering of the front desk. Refreshments will be served. The application for the building permit for the renovation will be hand-carried to the county by the architects on Feb.23, 2009, and the approval process is could take up to six weeks. Bid letters for the General Contractor on the project are expected to be sent out around March 1, 2010. Bidders will have two weeks to respond to the request for bids after receiving the letter.
Ms. Kielty reported that the Exercise and Fitness Room Committee is examining options to reorganize and refresh the fitness facility in the building. Any equipment that is due to be replaced will be replaced with attached televisions. Some violations of building codes were identified by Heartline Fitness and can be easily fixed. Management will send a notice once a date is set for a public meeting to discuss potential improvements to the Fitness Room. A summary report of the Exercise and Fitness Room Committee was provided to the Board along with two informal proposals that had been submitted by Fitness Resoures and Heartline Fitness. The Committee had previously met with both vendors to obtain their suggestions and recommendations.
Meet the Candidate Night for the upcoming board election will be held on April 21, 2010.
(R) Mr. Axelrad moved, and Ms. Kielty seconded, that the moderator of the event not be a candidate in
the election. Dr. Cunningham asked that the motion be amended to specify that the moderator not be an active board member. Mr. Axelrad moved and Ms. Kielty seconded the amendment. The Amendment and, thereafter, the motion passed unanimously.
New Business:
The current snow blower is not suitable for the property. Mr. Horan will purchase a commercial-size machine but all options are currently sold out. He suggested a motion be made to obtain a snow blower before next winter.
(R) Dr. Cunningham moved, and Ms. Barth seconded, to approve the eventual purchase of a snow blower costingup to $1,500, at a time Management deems appropriate. The motion passed unanimously, except for Dr. Muller, who had not yet arrived.
Dr. Muller arrived at 8:45 p.m.
The board will hold an open meeting on March 11, 2010, at 6:30 p.m., to discuss the FY 2011 budget and five-year plan. It will be a working meeting for the board; as such no comments from the floor will be permitted. Another follow up meeting will likely be necessary to finalize the five-year plan.
Election Committee Report:
Karren Alenier reported that the Election Committee distributed a memo on February 1, 2010, to request nominations for the election. The memo was accompanied by a candidate questionnaire in order to allow residents to compare candidates based on equal criteria. According to Karren Alenier, the committee cleared all election materials with ECA counsel to ensure that they accorded with MD law and ECA bylaws. Absentee owners may mail signed, sealed envelopes containing proxy votes to the front desk lock box. The committee recommended using Legum & Norman’s electronic voting system in this year’s board election. The Committee made several additional recommendations regarding timing and review of submissions by prospective candidates.
Ms. Fridell and Ms. Kielty were uncomfortable with the board’s reviewing any documents related to the candidates since this could represent a conflict of interest with board members who are also candidates. Instead they requested that candidates’ documentation be sent directly to the Election Committee and that no candidate documentation be sent to any board member.
Election Committee member Sharon Bobb opined that once notice of the annual meeting is distributed, anyone else wishing to self-nominate may do so at the annual meeting.
Several members of the board objected to the use of the candidate questionnaire and to the requirement that proxy votes must include a signature across the envelope seal. A discussion of the Election Committee’s recommendations followed, with Board Members in agreement that a number of the proposals unduly restricted or discouraged individuals from seeking election to the Board.
(R) Mr. Axelrad moved, and Ms. Kielty seconded, That the Board compose and distribute a letter from the board to specify that the candidate questionnaire is optional and that all interested candidates will be considered regardless of the form of the candidate’s written submission of their expression of interest in being a candidate, so long as that expression of interest is submitted by March 15, 2010. The motion passed: All Board members voted in favor of the motion except Charles Bressler, who abstained.
(R) Ms. Barth moved, and Ms. Fridell seconded, that Legum & Norman’s electronic voting system be
utilized at the upcoming board election. The motion passed unanimously.
(A) The board by consensus agreed that proxy votes submitted in the official envelope provided would be considered official. No seal signature is required to prove authenticity.
Floor Captains Report: A floor captain meeting was held on February 3, 2010. The primary issues discussed included mail delivery, cleanliness of trash rooms, and the role of the floor representatives. Those still experiencing difficulty with mail delivery after the blizzard can contact Rosa Taylor, manager of the Arlington Road Post Office, at (301) 941-2681. Erroneously delivered mail cannot be redistributed by the condominium but must be redelivered via the Postal Service. Stephanie Olshan will clarify this procedure with Ms. Taylor.
A sign will be posted in elevators to request that pizza boxes and other food containers be disposed of on level G1 instead of being left in the trash rooms on each floor. This will alleviate the congestion and disorganization in the trash rooms and promote cleanliness.
Several members of the board requested that the names of each floor representative be distributed so that residents know whom to contact on their floor. Ms. Olshan requested an updated list of residents from Mr. Horan, because the condominium directory is out of date and does not include renters.
Ms. Barth commented on an impromptu “hot chocolate party” which was held in the lobby for residents on the day of the second big snow blizzard. She said it was a big success thanks to Dr. Alfred Muller, who originated the idea and donated the goodies as well braved elements to get the supplies for the event.
Fitness Committee Report: On behalf of the Fitness Committee, Alexandra Kielty submitted a written report and, without objection, asked that the report be made a part of the minutes. This report is as follows:
. Fitness Committee Report
Board Meeting - February 22, 2010
Fitness Committee Members: Alexandra Kielty, Robin Schatmann, Steve Schattman, Jim Lawson, Jim Jones, and Monique Fridell
Background: The Fitness Committee was established to address one of the more important amenities that a residential building has to offer. We now recognize that it is very important to upgrade the Elizabeth fitness area in order to retrain or increase the value of our individual units. We know from realtors that the fitness area is critically important in the decision to purchase and we see realtors bringing potential clients threw the exercise area on a regular basis. Our exercise area has a number of very old pieces of equipment that are very much in need of being replaced. With this in mind, the board established a budget of $17,000 for upgrading of equipment during fiscal year 2009.
The Fitness Committee has taken a number of actions and explored options over the past number of months.
• Meetings were held with Fitness Resources, the vendor that had been previously held the maintenance contract with the Elizabeth and provided some of the equipment acquired in past procurements. They provided estimates for replacement of equipment and suggested various items for purchase (see attachment).
• A survey of residents and owners was conducted in the summer of 2009 to identify the usage and interests of residents regarding various pieces of equipment as well as the addition of televisions. The outcome of that survey has been previously shared with residents.
• An Add Service contract was established with Hartmann Design to obtain their recommendations for a more significant refurbishment of the fitness and pool areas scheduled for the FY 2011/2012. We expect a report from them some time in March.
• The Fitness Committee met with Jason Malecki from Heartline Fitness on Saturday, Feb. 20th. Heartline Fitness was established as the maintenance contractor for the Elizabeth in December 2009, a change which was due to lack of response by the prior contractor, Fitness Rsources, when repairs were requested.
Summary of Meeting with Heartline: Jason Malecki had been in our building several times and was familiar with the equipment and logistics of our exercise area. Jason was extremely helpful in identifying equipment that needed to be replaced and identifying equipment that would be reasonable within the space and general needs of a condominium of our size. He also identified a few code violations which can be readily addressed but which had not been identified previously. Generally, the idea is to remove old pieces that are cluttering up the rooms, remove equipment that is no longer used, realign the rooms into cardio and aerobic, and consolidate new equipment in one of the rooms to highlight the direction of upgrading our equipment. Jason also identified a few pieces of equipment that are at or over their useful life and should be replaced when they next breakdown (stair master and recumbent bike). His recommendations and related costs were provided today, Feb 22, and are attached for Board consideration. A presentation will be scheduled in late March or early April for residents to consider the specifics of replacement items and logistics. An announcement will be made in the near future for when this will occur.
Depending upon the presentation and board consideration, it is hoped that a vote on this can be held at the April Board Meeting.
Attachments [Omitted]
Comments from the Floor:
A resident asked what cable provider would supply the televisions which might be added to the fitness room. Ms. Barth responded that Comcast has a contract with the building, which includes the common area television and Internet service.
The same resident asked if a resume was required for those interested in nominating themselves to the board. It was clarified that background information could be delivered in any written format.
A resident asked why the lock project took so long to be put into action. Dr. Cunningham responded that design changes due to renovation were a factor and that an earlier order of locks had to be replaced.
A resident who was completing a term on the board of directors in his previous residence offered his assistance to the board in establishing a stable election process. He suggested that management could set up the process.
A resident was disturbed by the candidate questionnaire and found it discouraging. He suggested that questions for candidates should include a distinction between owners and renters, as well as whether the candidate has been convicted of any crimes.
The same resident requested information about the extra costs for direct debit. He had requested information in July 2009 but received no response from Legum & Norman. Management agreed to provide information to the resident.
A resident reacted to implications that the last board election was compromised and implored the board to improve the election system in order to maintain the integrity of the election results.
A resident requested that the board examine utility costs and consider the amount of energy potentially wasted by existing windows.
The first draft of these minutes was prepared by Recording Secretary Lisa Rowan.
Adjournment: Dr. Cunningham adjourned the meeting at 10:00 p.m.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting January 21, 2010
Board Present:
Woody Cunningham ....................President
Alexandria Kielty .........................Vice President
Monique Fridell ...........................Treasurer
Judith Barth ................................Assistant Treasurer
Jeffrey Axelrad ............................Secretary
Charles Bressler ...........................Director
Dr. Alfred Muller .........................Director
Others present:
Scott Murdoch ............Community Manager, Legum & Norman
Michael Horan ............Property Manager, Legum & Norman
Call to Order: Mr. Cunningham called the meeting to order at 7:36 pm.
Approval of Minutes:
(R) Ms. Barth moved, and Mr. Bressler seconded, to approve the January 21, 2010, meeting minutes.
The motion passed unanimously, excepting Dr. Muller, who had not yet arrived
President’s Report: Dr. Cunningham thanked the condominium staff for its dedication and service despite equipment failures during the February snowstorms.
Treasurer’s Report: Ms. Fridell reported that she would meet with two resident volunteers on February 23, 2010, who would help with the fixed asset write-off project. Their recommendations will be returned to the board and must be approved by ECA’s auditor. She also reminded residents who use coupons to pay condominium fees that they would be receiving new coupon books in March for the April-June payments.
Manager’s Report: Mr. Murdoch reiterated Dr. Cunningham’s praise of the condominium staff for its performance during the snowstorms, especially those staff members who stayed overnight in the building.
Mr. Murdoch reviewed four bids for the installation of the emergency generator in the building. The low bidder, Power Systems, met with Dr. Cunningham, Mr. Horan, and Mr. Murdoch. Mr. Murdoch recommends this firm for the contract. The total estimated cost of the project, which also includes some elevator work, is $385,000.
Weather has delayed the progress on the review of proposals from energy-efficiency engineering consulting firms. One proposal was received on time, with two more received on February 19, 2010. Mr. Murdoch is waiting on a fourth proposal. Further discussion with the firms is needed before summarizing and presenting proposals to the Board for decision-making.
The building permit application for lobby renovation was delivered to the architects this week along with the necessary application fee.
Mr. Horan reported that AD Heath finished piping work in the lobby on February 12, 2010. In addition, electronic water detectors have arrived, and a notice will be posted for distribution of the detectors. Additional detectors will be offered to residents at $7 each.
More CFL bulbs will be ordered for residents to purchase.
Eighty-nine units signed up for replacement locks; the service has begun and should continue for two weeks.
Mr. Murdoch added that Mr. Horan and Ms. Gardner are drafting a personnel policy handbook that will be available for board review in a few months.
Ms. Gardner has narrowed delinquencies to eleven units, with five of those being significant delinquencies. One case involves four parking spaces.
A demonstration will be arranged for the election ballot tabulation services available through Legum & Norman.
Mr. Murdoch will distribute information the board regarding House Bill 842, which would give homeowners’ associations limited priority over the first mortgage for up to six months of assessments in the foreclosure process. A public hearing will be held March 4.
Legum & Norman is moving accounts from BB&T to Community Association Banc (CAB), a division of Mutual of Omaha Bank. New coupons for April, May, and June will be provided to residents who use payment coupons until new books are distributed for the new fiscal year.
Three complete proposals for planting and landscaping should be available by the board’s next meeting.
Old Business:
Power Services bid $199,599 for the contract to install the emergency generator. Bids for the project ranged up to $276,000.
(R) Ms. Kielty moved, and Ms. Fridell seconded, to grant the contract to install the emergency generator
to Power Systems. The motion passed unanimously by all members present, excepting Dr. Muller, who had not yet arrived.
Ms Barth reported that a formal presentation by the Hartman Design Group for owners and residents will be held on March 9, 2010, at 7:00pm, to review the design plans for the lobby renovation. An invitation will be distributed. The presentation will include the design plan for the lobby level, selected finishes, and a computer rendering of the front desk. Refreshments will be served. The application for the building permit for the renovation will be hand-carried to the county by the architects on Feb.23, 2009, and the approval process is could take up to six weeks. Bid letters for the General Contractor on the project are expected to be sent out around March 1, 2010. Bidders will have two weeks to respond to the request for bids after receiving the letter.
Ms. Kielty reported that the Exercise and Fitness Room Committee is examining options to reorganize and refresh the fitness facility in the building. Any equipment that is due to be replaced will be replaced with attached televisions. Some violations of building codes were identified by Heartline Fitness and can be easily fixed. Management will send a notice once a date is set for a public meeting to discuss potential improvements to the Fitness Room. A summary report of the Exercise and Fitness Room Committee was provided to the Board along with two informal proposals that had been submitted by Fitness Resoures and Heartline Fitness. The Committee had previously met with both vendors to obtain their suggestions and recommendations.
Meet the Candidate Night for the upcoming board election will be held on April 21, 2010.
(R) Mr. Axelrad moved, and Ms. Kielty seconded, that the moderator of the event not be a candidate in
the election. Dr. Cunningham asked that the motion be amended to specify that the moderator not be an active board member. Mr. Axelrad moved and Ms. Kielty seconded the amendment. The Amendment and, thereafter, the motion passed unanimously.
New Business:
The current snow blower is not suitable for the property. Mr. Horan will purchase a commercial-size machine but all options are currently sold out. He suggested a motion be made to obtain a snow blower before next winter.
(R) Dr. Cunningham moved, and Ms. Barth seconded, to approve the eventual purchase of a snow blower costingup to $1,500, at a time Management deems appropriate. The motion passed unanimously, except for Dr. Muller, who had not yet arrived.
Dr. Muller arrived at 8:45 p.m.
The board will hold an open meeting on March 11, 2010, at 6:30 p.m., to discuss the FY 2011 budget and five-year plan. It will be a working meeting for the board; as such no comments from the floor will be permitted. Another follow up meeting will likely be necessary to finalize the five-year plan.
Election Committee Report:
Karren Alenier reported that the Election Committee distributed a memo on February 1, 2010, to request nominations for the election. The memo was accompanied by a candidate questionnaire in order to allow residents to compare candidates based on equal criteria. According to Karren Alenier, the committee cleared all election materials with ECA counsel to ensure that they accorded with MD law and ECA bylaws. Absentee owners may mail signed, sealed envelopes containing proxy votes to the front desk lock box. The committee recommended using Legum & Norman’s electronic voting system in this year’s board election. The Committee made several additional recommendations regarding timing and review of submissions by prospective candidates.
Ms. Fridell and Ms. Kielty were uncomfortable with the board’s reviewing any documents related to the candidates since this could represent a conflict of interest with board members who are also candidates. Instead they requested that candidates’ documentation be sent directly to the Election Committee and that no candidate documentation be sent to any board member.
Election Committee member Sharon Bobb opined that once notice of the annual meeting is distributed, anyone else wishing to self-nominate may do so at the annual meeting.
Several members of the board objected to the use of the candidate questionnaire and to the requirement that proxy votes must include a signature across the envelope seal. A discussion of the Election Committee’s recommendations followed, with Board Members in agreement that a number of the proposals unduly restricted or discouraged individuals from seeking election to the Board.
(R) Mr. Axelrad moved, and Ms. Kielty seconded, That the Board compose and distribute a letter from the board to specify that the candidate questionnaire is optional and that all interested candidates will be considered regardless of the form of the candidate’s written submission of their expression of interest in being a candidate, so long as that expression of interest is submitted by March 15, 2010. The motion passed: All Board members voted in favor of the motion except Charles Bressler, who abstained.
(R) Ms. Barth moved, and Ms. Fridell seconded, that Legum & Norman’s electronic voting system be
utilized at the upcoming board election. The motion passed unanimously.
(A) The board by consensus agreed that proxy votes submitted in the official envelope provided would be considered official. No seal signature is required to prove authenticity.
Floor Captains Report: A floor captain meeting was held on February 3, 2010. The primary issues discussed included mail delivery, cleanliness of trash rooms, and the role of the floor representatives. Those still experiencing difficulty with mail delivery after the blizzard can contact Rosa Taylor, manager of the Arlington Road Post Office, at (301) 941-2681. Erroneously delivered mail cannot be redistributed by the condominium but must be redelivered via the Postal Service. Stephanie Olshan will clarify this procedure with Ms. Taylor.
A sign will be posted in elevators to request that pizza boxes and other food containers be disposed of on level G1 instead of being left in the trash rooms on each floor. This will alleviate the congestion and disorganization in the trash rooms and promote cleanliness.
Several members of the board requested that the names of each floor representative be distributed so that residents know whom to contact on their floor. Ms. Olshan requested an updated list of residents from Mr. Horan, because the condominium directory is out of date and does not include renters.
Ms. Barth commented on an impromptu “hot chocolate party” which was held in the lobby for residents on the day of the second big snow blizzard. She said it was a big success thanks to Dr. Alfred Muller, who originated the idea and donated the goodies as well braved elements to get the supplies for the event.
Fitness Committee Report: On behalf of the Fitness Committee, Alexandra Kielty submitted a written report and, without objection, asked that the report be made a part of the minutes. This report is as follows:
. Fitness Committee Report
Board Meeting - February 22, 2010
Fitness Committee Members: Alexandra Kielty, Robin Schatmann, Steve Schattman, Jim Lawson, Jim Jones, and Monique Fridell
Background: The Fitness Committee was established to address one of the more important amenities that a residential building has to offer. We now recognize that it is very important to upgrade the Elizabeth fitness area in order to retrain or increase the value of our individual units. We know from realtors that the fitness area is critically important in the decision to purchase and we see realtors bringing potential clients threw the exercise area on a regular basis. Our exercise area has a number of very old pieces of equipment that are very much in need of being replaced. With this in mind, the board established a budget of $17,000 for upgrading of equipment during fiscal year 2009.
The Fitness Committee has taken a number of actions and explored options over the past number of months.
• Meetings were held with Fitness Resources, the vendor that had been previously held the maintenance contract with the Elizabeth and provided some of the equipment acquired in past procurements. They provided estimates for replacement of equipment and suggested various items for purchase (see attachment).
• A survey of residents and owners was conducted in the summer of 2009 to identify the usage and interests of residents regarding various pieces of equipment as well as the addition of televisions. The outcome of that survey has been previously shared with residents.
• An Add Service contract was established with Hartmann Design to obtain their recommendations for a more significant refurbishment of the fitness and pool areas scheduled for the FY 2011/2012. We expect a report from them some time in March.
• The Fitness Committee met with Jason Malecki from Heartline Fitness on Saturday, Feb. 20th. Heartline Fitness was established as the maintenance contractor for the Elizabeth in December 2009, a change which was due to lack of response by the prior contractor, Fitness Rsources, when repairs were requested.
Summary of Meeting with Heartline: Jason Malecki had been in our building several times and was familiar with the equipment and logistics of our exercise area. Jason was extremely helpful in identifying equipment that needed to be replaced and identifying equipment that would be reasonable within the space and general needs of a condominium of our size. He also identified a few code violations which can be readily addressed but which had not been identified previously. Generally, the idea is to remove old pieces that are cluttering up the rooms, remove equipment that is no longer used, realign the rooms into cardio and aerobic, and consolidate new equipment in one of the rooms to highlight the direction of upgrading our equipment. Jason also identified a few pieces of equipment that are at or over their useful life and should be replaced when they next breakdown (stair master and recumbent bike). His recommendations and related costs were provided today, Feb 22, and are attached for Board consideration. A presentation will be scheduled in late March or early April for residents to consider the specifics of replacement items and logistics. An announcement will be made in the near future for when this will occur.
Depending upon the presentation and board consideration, it is hoped that a vote on this can be held at the April Board Meeting.
Attachments [Omitted]
Comments from the Floor:
A resident asked what cable provider would supply the televisions which might be added to the fitness room. Ms. Barth responded that Comcast has a contract with the building, which includes the common area television and Internet service.
The same resident asked if a resume was required for those interested in nominating themselves to the board. It was clarified that background information could be delivered in any written format.
A resident asked why the lock project took so long to be put into action. Dr. Cunningham responded that design changes due to renovation were a factor and that an earlier order of locks had to be replaced.
A resident who was completing a term on the board of directors in his previous residence offered his assistance to the board in establishing a stable election process. He suggested that management could set up the process.
A resident was disturbed by the candidate questionnaire and found it discouraging. He suggested that questions for candidates should include a distinction between owners and renters, as well as whether the candidate has been convicted of any crimes.
The same resident requested information about the extra costs for direct debit. He had requested information in July 2009 but received no response from Legum & Norman. Management agreed to provide information to the resident.
A resident reacted to implications that the last board election was compromised and implored the board to improve the election system in order to maintain the integrity of the election results.
A resident requested that the board examine utility costs and consider the amount of energy potentially wasted by existing windows.
The first draft of these minutes was prepared by Recording Secretary Lisa Rowan.
Adjournment: Dr. Cunningham adjourned the meeting at 10:00 p.m.
Respectfully submitted,
Jeffrey Axelrad, Board Secretary