In an effort to make the business of running the Elizabeth Condominium Association more transparent to the Association, the ECA Board held a public meeting where residents were invited to observe the Board at work. Those attending however were not allowed to speak.
The object of this working meeting was to set priorities for action items. One result of this meeting was the form recently slipped under the front doors of ECA units. The form will not only update contact information but also will determine how many of our units are being rented.
Tuesday, May 25, 2010
Tuesday, May 18, 2010
Summary of May 17, 2010 Elizabeth Condo Board Meeting
Present at the meeting: Alexandra Kielty, Judi Barth, Charles Bressler, Molly Frantz, Monique Fridell, Seth Levine, Al Muller, Scott Murdoch, Mike Horan, recorder of meeting minutes.
Engineering study: Mendoza Revis has completed the study and will provide a briefing possibly in the June Board meeting. The importance of the study may lead to action on replacing windows and doors as well as new attention to the McQuay heating and cooling units within our apartments.
Lobby Renovation: The work begins June 2 and will be completed by contract agreement on August 6. HBW said it is in their best financial interest to complete the project by that date. Their cost is $623,000. This leaves $250,000 for furniture, fixtures, etc.
Scott Murdoch said a communications board should be set up in the lobby to help keep residents informed about access to various places on the lobby level during the renovation period.
Lobby furniture was sold in an auction. $3051 was collected. Items not sold are being donated to a group that serves homeless and financially challenged families.
Finances: $451,000 of depreciated assets was removed from our accounting records
Capping Rentals: Charles Bressler suggested that the ECA take a serious look at capping the number of rentals in the building to protect the ability to get mortgages here. If I building exceeds 30% with the number of units rented then mortgages will be hard to get. This will require changing the Bylaws. Al Muller suggested that management verify how many units are rented at this time.
Revising Bylaws: Monique Fridell suggested that a comprehensive study of the Bylaws be done so that changes can be brought before owners at the 2011 annual meeting.
Website & Blog: Alexandra Kielty stated it is time to move ahead and look at website option for the Elizabeth. Charles Bressler called for a cease and desist order against Karren Alenier who runs this blog. He wanted her to end the blog because he thinks the name of the blog makes people think this is sanctioned by the Board. None of the Board members agreed with him, pointing out obvious things like First Amendment Rights and how useful the blog is in helping unit owners get information about the Association.
Elections: Molly Frantz suggested that the Board conduct a post mortem on the recent elections.
Emergency Generator: still awaiting permit.
Telephone problems: mentioned but no action to either get a better system or fix what we have.
Pool Management & Maintenance Contract: Some dissatisfaction but not enough to provoke changing the company because it is very hard to get any contract to service our needs.
Landscaping: No activity. However cracks were noted in the large planter on the right side if you face the building. Management was directed to look at the restoration warranty.
Microphones: Charles Bressler asked for purchase of better microphones. The Board members said the renovation will include in ceiling speakers and we need to get wireless mics. No action until after the renovation.
Community News: Whole Food opens May 18, 2010 on Willard Avenue close to Wisconsin.
Engineering study: Mendoza Revis has completed the study and will provide a briefing possibly in the June Board meeting. The importance of the study may lead to action on replacing windows and doors as well as new attention to the McQuay heating and cooling units within our apartments.
Lobby Renovation: The work begins June 2 and will be completed by contract agreement on August 6. HBW said it is in their best financial interest to complete the project by that date. Their cost is $623,000. This leaves $250,000 for furniture, fixtures, etc.
Scott Murdoch said a communications board should be set up in the lobby to help keep residents informed about access to various places on the lobby level during the renovation period.
Lobby furniture was sold in an auction. $3051 was collected. Items not sold are being donated to a group that serves homeless and financially challenged families.
Finances: $451,000 of depreciated assets was removed from our accounting records
Capping Rentals: Charles Bressler suggested that the ECA take a serious look at capping the number of rentals in the building to protect the ability to get mortgages here. If I building exceeds 30% with the number of units rented then mortgages will be hard to get. This will require changing the Bylaws. Al Muller suggested that management verify how many units are rented at this time.
Revising Bylaws: Monique Fridell suggested that a comprehensive study of the Bylaws be done so that changes can be brought before owners at the 2011 annual meeting.
Website & Blog: Alexandra Kielty stated it is time to move ahead and look at website option for the Elizabeth. Charles Bressler called for a cease and desist order against Karren Alenier who runs this blog. He wanted her to end the blog because he thinks the name of the blog makes people think this is sanctioned by the Board. None of the Board members agreed with him, pointing out obvious things like First Amendment Rights and how useful the blog is in helping unit owners get information about the Association.
Elections: Molly Frantz suggested that the Board conduct a post mortem on the recent elections.
Emergency Generator: still awaiting permit.
Telephone problems: mentioned but no action to either get a better system or fix what we have.
Pool Management & Maintenance Contract: Some dissatisfaction but not enough to provoke changing the company because it is very hard to get any contract to service our needs.
Landscaping: No activity. However cracks were noted in the large planter on the right side if you face the building. Management was directed to look at the restoration warranty.
Microphones: Charles Bressler asked for purchase of better microphones. The Board members said the renovation will include in ceiling speakers and we need to get wireless mics. No action until after the renovation.
Community News: Whole Food opens May 18, 2010 on Willard Avenue close to Wisconsin.
ECA Voting Statistics
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.
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.
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