THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting April 19, 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
President Woody Cunningham called the meeting to order at 7:35pm. He related that the meeting will be limited to the topics of annual insurance renewal, general contractor selection for the lobby renovation, a back flow prevention system, and door access controls. Residents will be provided an opportunity to comment on these topics.
Insurance
John Manougian gave a presentation on our insurance needs and policy, including the current market. Our current insurer, Firemen’s Insurance Co, is not as competitive as previously. Mr. Manougian recommends that we consider the Greater New York Mutual Insurance Co (“Greater New York” or GNY). He spoke of anecdotal favorable information regarding the fairness of Greater New York’s payment history. GNY has an extended replacement endorsement of 25 % above replacement value. This is not provided under our current policy. Mr. Manougian provided handouts of the provisions and costs for each kind of insurance, separately for GNY and Firemen’s. Mr. Manougian recommended that we procure our policy with GNY. The total cost for all coverage is significantly less with GNY although Firemen’s quote is less than last year’s quote. GNY’s quote totals $107,038 for all coverage, including the master policy, umbrella liability, directors and officers’ liability and crime/employee dishonesty coverage.
Woody asked about the renewal practices of GNY. Mr. Manougian responded by emphasizing the maintenance practices of the condominium and the recommendation that he [Mr. Manougian] might provide. Mr. Axelrad asked about the difference between GNY’s A+ 9 rating and Firemen’s A+ 15, rating. Mr. Manougian said the main difference is that GNY probably would not offer more than $250 million in insurance for a single building. A discussion of the pros and cons of defibrillators ensued, initiated by Al Muller. Alexandra Kielty asked about the effect of our anticipated renovation contractors’ work on liability. Mr. Manougian advised that we are well protected.
Motion: Alexandra Kielty moved that we accept the contract with Greater New York. This motion was approved by all six members of the Board present.
Motion: Charles Bressler moved that we accept the three recommendations that Mr. Manougian submitted in writing at the meeting (have a licensed elevator service company or agency perform and document all required elevator inspections; replace rubber washing machine hoses with burst proof hoses and install a telephone in the fitness room). Al Muller seconded the motion. Jeffrey Axelrad urged that action be delayed until the items can be considered at the next regular Board meeting. The motion passed, 5 in favor, 1 [Jeffrey Axelrad] opposed and Monique Fridell absent.
After this vote, Monique Fridell arrived.
Refurbishment
Scott Murdoch gave a summary of his submissions to the Board on lobby refurbishment costs. A general discussion ensued. The initial phase of the discussion focused on what should be included in the renovation and comparisons to estimates.
Monique Fridell asked as to the nature of the bids, i.e., what they include and cover. Scott said that these bids are all-inclusive and prices will not change if contractor costs increase. Monique Fridell inquired about the qualification process for the final three proposed contractors and Scott supplied some of the information that he supplied to the Board on the day of the meeting (attached hereto).
Woody Cunningham commented that the bids were lower than our estimate and covered all parts of the proposed refurbishment, including the party room or restrooms. Judi Barth emphasized that she was pleasantly surprised that the bids were low enough to include all options, notably the party room and restrooms, as part of this renovation. She further stated that everything but the furniture is included under the contractors’ bids. A discussion about how the figures are determined ensued
The cost of the doors was discussed. The Board’s consensus was that since the doors are considered a different item in the five year plan and not a part of the renovation, that cost is not considered part of the budget for renovation but rather a separate reserve expenditure. There was a further discussion of what is an apples-to-apples figure for the renovation cost, after backing out the cost of work on the doors, compared to the original estimate provided by HDG as well as what the Board has included in the five year plan. Monique Fridell discussed segments and breakdowns of the bid in relation to line items in the five year plan.
Judi Barth emphasized the reasonableness of the bids. Woody Cunningham commented that the renovation under the contract should take about four months.
Motion: Alexandra Kielty moved that we accept the bid from HBW in the amount of $641,343 as stated the bid and in Scott’s summary and proceed to finalize the contract. Judi Barth seconded this motion. It passed unanimously.
Monique Fridell clarified, after the motion passed, that this contract covers the entire lobby, includes the doors, the party room, and the rest rooms.
Door Security
Mike Horan said that a door security system that uses card or fob access can be arranged at cost of about $120,000. Woody explained the benefits/operation of the system and replacement of lost electronic keys.
Alexandra Kielty commented on incompatibilities that might occur when different types of electronic devices are in close proximity.
Back Flow Prevention System
A back flow prevention System is for lines that feed the boilers that keep the treated water from backing into the units’ water supply. This is being required by Washington Suburban Sanitary Commission (WSSC).
Heath gave a figure of approximately $31,000 and Gary Frank gave a figure of $26,000. Woody commented that we know that Heath is reliable and does good work.
Motion: Al Muller moved that we seek a contract with Heath but try to negotiate the price down in the range of the lower bid from Frank. Judi Barth seconded the motion, which passed unanimously.
Comments from the Floor
A resident inquired about the insurance bids and Scott responded. Another resident asked about the insurance contract negotiation. Woody responded.
A resident asked for an elaboration of the renovation schedule. Woody reiterated that a four month period for the contractors’ work is anticipated. In response to another resident’s inquiry, Woody Cunningham and Scott Murdoch observed that our legal counsel had reviewed the proposed contract and added provisions protective of The Elizabeth.
A person self-identified as a non-resident owner said that the new Board should act on the contract and that no one supports the decision-making process on the refurbishment. A general discussion ensued including discussion from both Board members and members of the audience regarding the process and meetings conducted leading up to the final contract.
Jeffrey Axelrad commented that the non-resident owner had not attended the meetings at which the refurbishment project had been discussed and that the figures used in her letter were not accurate. The non-resident owner commented that she does not intend to discuss the figures stated in her letter and that her information regarding the process was related to her by other persons. Woody Cunningham commented that owners and residents have always been invited to provide comments to the renovation committee.
A resident said that there needs to be a mechanism for residents to express their opinion.
Another resident said that there is a misunderstanding of how the process works. The resident observed that the Board is elected and a process for making decisions is focused on the Board’s exercise of its responsibilities. The resident stated that it would be a gross injustice after this process for the Board to have delayed the decision and passed the process to another Board.
A resident inquired as to who should oversee the refurbishment construction. Woody said that our retained architect, NS Architects, will be used and its estimated fees are included in the renovation budget.
Another resident concurred with “some” of the comments made from the floor. He feels that the next Board needs to improve communication issues.
WC adjourned the meeting at 9:05pm.
The first draft of these minutes was prepared by former Board Secretary Jeffrey Axelrad.
Respectfully submitted,
Charles Bressler
Board Secretary
Saturday, June 26, 2010
April 19 2010 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting April 19, 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 7:35 pm.
Approval of Minutes:
MOTION Dr. Muller moved, Ms. Barth seconded, to approve latest version of the March 15, 2010, meeting minutes. The motion passed unanimously.
President’s Report:
Mr. Cunningham stated that the Annual Meeting will be held on Wednesday, May 5, 2010. A special board meeting will be held beforehand at 6:45 p.m. to vote on the FY 2011 budget. On Wednesday, April 21, 2010, at 7:30 p.m., a “Meet the Candidates” night will be held for candidates to state their positions and allow residents to ask questions. Four board positions are open, with Ms. Kielty, Ms. Fridell and Mr. Bressler remaining on the Board. Dr. Muller and Ms. Barth are running for re-election. Because of the upcoming changes to the Board, Mr. Cunningham stated that the current board is working to clear up pending items before the new board begins.
Bids for the lobby renovation will be received on Friday, April 23, 2010. Once the bids are analyzed, a special board meeting will be held to select the contractor.
Treasurer’s Report:
Ms. Fridell explained that the reason for voting on the FY 2011 budget prior to the Annual Meeting was so that new board members, who would have little understanding of the budget, would not have to abstain from voting on a budget that they had no role in preparing. The proposed FY 2011 budget has been mailed out to residents and they will have opportunity to comment on the budget prior to the vote.
Old Business:
Lobby Renovation: Ms. Barth stated that bidders are required to submit a proposal by Friday, April 23, 2010. Three contractors are actively examining the building and consulting staff members about building specifics. The architect, engineer and designer will all be involved in analyzing the bids and making recommendations about how to proceed. Bids are sealed until
4:00 p.m. on April 23, 2010, and will be opened in the presence of Mr. Murdoch, Mr. Cunningham and the Committee. The architect and designer will analyze the bids on April 26, 2010, and then will meet with the committee on the morning of April 27 to discuss their analysis. The bidding is for a general contract for all of the lobby work as designed by the designer. Each bid will specify costs for different pieces of the renovation, i.e., party room, lobby bathrooms, etc.
Contracts:
Mr. Horan proposed putting a system in place to deter pigeons from the building’s roof at a cost of $1,800. This was necessary because of health issues and keep away pigeons with diseases.
MOTION Ms. Barth moved, Mr. Bressler seconded, to approve the contract with Home Paramount for $1,800. The motion passed unanimously.
Mr. Cunningham stated that urgent repairs are need to the air conditioning system.
MOTION Dr. Muller moved, Ms. Barth seconded, to approve the contract with Denzel for air conditioning repair at a cost of $3,227.00. The motion passed unanimously.
Mr. Cunningham stated that a contract will be needed in the near future to put back-flow preventers in place to prevent treated water from flowing into the useable water system. The back flow preventers are required by the Washington Suburban Sanitary Commission (WSSC).
Emergency Generator: Mr. Murdoch stated that the permit process for the emergency generator has been delayed due to requirements that the engineer did not address. Plans have been resubmitted to the county to address the Life Safety Code to house the fuel tank in a separate fire-rated room, and the method of air-intake and exhaust for the generator. A response should be received in a couple of weeks, ECA is expecting to incur an additional $8,000 to $9,000; however, the total amount still falls within the project contingency.
Engineering Study: Mr. Murdoch stated that a survey of the mechanical systems has been completed, and a structural survey will be completed within the week. A sample of apartments of various locations and sizes will be examined. A meeting will be held with Mr. Mendoza next week to obtain the preliminary findings. A formal report will be provided by the June board meeting.
New Business:
Legum and Norman Contract:
Mr. Cunningham stated that the contract expires in July and gave each board member an opportunity to comment on Legum and Norman’s performance. All board members expressed overall satisfaction with Legum and Norman. Positive feedback included: an effective community manager, helpful evaluations of spending, staff accepted the new management well, improved feeling and look of the building, decreased operating costs, management provides information needed to make decisions about vendor selection. Mr. Axelrad stated that Mr. Murdoch had ascertained that the Association was saving money by having Legum and Norman manage the finances after Ms. Fridell delegated Mr. Axelrad’s request to her for a determination on this point to Mr. Murdoch. Criticism of Legum and Norman was that the transition to new management was not as speedy or as smooth as the Board would have liked.
MOTION Mr. Axelrad moved, Ms. Barth seconded, to renew the contract with Legum and Norman. The motion passed unanimously.
Mr. Horan stated that approval is needed for the contract to complete the final phase of the lighting project in the pool area and arcade.
A new air dryer and pressure reducer for the air conditioning system was installed.
A new employee, Girma Wordofa, was hired for the front desk and will work the weekend 8:00 a.m. to 4:00 p.m. shift. Dr. Muller asked that Mr. Horan remind the front desk employees that guests should not be allowed UP TO THE APARTMENT until the resident is notified and approves the visitor. Ms. Fridell also stressed this rule and stated that the staff needs to be disciplined about only allowing announced guests through. Mr. Murdoch agreed that this was the rule and stressed that it should be followed without any exceptions.
Mr. Cunningham reviewed the election procedure for next month’s Annual Meeting. Residents may use proxies or can vote by ballot at the meeting. Three inspectors of election will be appointed. Residents attending the meeting will need to register so that quorum can be determined, and they can get their ballot in order to vote.
Committee Reports:
Landscaping Committee: Two of three bids have been received, and the committee is awaiting a bid based on the Rupert Landscape design presented at the March 15, 2010, board meeting. Ms. Barth expressed that she did not like the Rupert design and that the Board never had a discussion about it following the presentation. Mr. Bressler stated that there is currently not a functional landscape committee. Ms. Barth suggested that the committee be reactivated and should enlist residents who have knowledge and experience with landscaping. Mr. Murdoch stated that the spring planting season has passed and the Association will probably need to wait until fall or next spring to do any major landscape work. He suggested that in the interim some seasonal enhancements could be added to the front of the building as a temporary solution. The Board agreed that this is a sensible approach under the circumstances.
Social Committee: Ms. Barth stated that light refreshments will be served following the “Meet the Candidates” night and also after the Annual Meeting. A date in June is being considered for a community barbecue.
Dr. Muller stated that as a promotional for the opening of Whole Foods store on May 18, 2010, staff from the store will be in the west lobby of the Elizabeth on Monday, May 10, 2010, from 8:00 a.m. to 10:00 a.m., and will have some breakfast samples available for residents.
Refurbishment Committee: The committee will meet next week to determine how to dispose of the lobby furniture. One possibility is to hold a silent auction and to donate remaining items to charity.
Comments from the floor:
A resident complained about loud fans in the office building next door, which forces her to close her windows and turn on the air conditioning. Mr. Murdoch stated that he has talked to the building’s engineer and that there are two fans, but only one runs when demand is low. He didn’t know what else could be done, but Mr. Murdoch will investigate further.
A suggestion about the building’s guest policy was made by a resident who often visits the Park Potomac building. A guest book sits at the front desk where all visitors must sign in and include whom they’re visiting, date, time and parking information. Once a visitor has signed in, desk staff calls the party upstairs to get approval. This also applies to deliveries.
A resident stated that she preferred the more expensive landscape bid. She proposed that the Board simplify the design to reduce costs.
Concern was expressed about a gurgling noise in a resident’s apartment. Management stated that it would address the problem.
A resident inquired when the information on the board candidates would be sent out before the election. Board members discussed whether or not to distribute the information ahead of time or just have it available at the “Meet the Candidates” night. Ms. Fridell mentioned that it might be helpful to distribute it ahead of time, particularly so it could be sent to non-resident owners. Mr. Murdoch suggested that the candidate bios be placed in the message boxes and that the bios be mailed to the off-site residents.
The format of the “Meet the Candidates” night was discussed. Mr. Murdoch will be the moderator, and each candidate will have about five minutes to make a statement and then questions will be accepted from the floor.
A resident inquired about the cost of the new lobby furniture. Ms. Barth stated that until the costs of the construction are known, the committee will not know how much is left for furnishings.
A resident inquired if floor representatives will be needed to collect proxies. Mr. Cunningham stated that they are not needed this year because proxies will be submitted in sealed envelopes by mail, or in person, and then will be identified with a bar code. A suggestion was made to use the “Meet the Candidates” night to select a date for a floor representatives meeting.
A resident suggested that the front desk staff be re-trained about the package delivery procedure, after some confusion resulted over a package that had been delivered but was not registered.
A question was asked about whether the bulk buying of toilets is still being considered. Mr. Cunningham stated that there is no new information available yet.
Concern was expressed about an elevator in the east tower making a banging noise around the fourth and eighth floors.
A question was asked about whether individual units can be monitored for electricity usage. Mr. Cunningham stated that some sub-metering can be done for electrical systems but not the gas or water systems. However, the cost of the sub-metering does not seem worthwhile since you can only measure a small part of the overall energy usage. Mr. Axelrad stated that the cost of sub-metering is likely to fall sharply in a few years as technologies improve. Additional information may be learned from the engineering study.
Mr. Bressler stated that water leak detectors are being passed out to each unit as part of the filter changing process. A note accompanies each detector specifying that additional detectors can be purchased.
A resident inquired about the refurbishment of the exercise room. Ms. Kielty stated that Hartman Design was paid to do a layout for the refurbishment, and some vendors have provided recommendations for new equipment. Some lingering questions about their recommendations need to be resolved before a contract can be signed. Ms. Kielty stated that hopefully some decisions will be made about some new equipment within the next couple of months. The resident asked if the room would have televisions, to which Ms. Kielty responded that the equipment being considered would likely have televisions built-in.
Adjournment
The President adjourned the meeting at 9:13 p.m.
The initial draft, upon which these minutes are based, was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Charles Bressler
Board Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting April 19, 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 7:35 pm.
Approval of Minutes:
MOTION Dr. Muller moved, Ms. Barth seconded, to approve latest version of the March 15, 2010, meeting minutes. The motion passed unanimously.
President’s Report:
Mr. Cunningham stated that the Annual Meeting will be held on Wednesday, May 5, 2010. A special board meeting will be held beforehand at 6:45 p.m. to vote on the FY 2011 budget. On Wednesday, April 21, 2010, at 7:30 p.m., a “Meet the Candidates” night will be held for candidates to state their positions and allow residents to ask questions. Four board positions are open, with Ms. Kielty, Ms. Fridell and Mr. Bressler remaining on the Board. Dr. Muller and Ms. Barth are running for re-election. Because of the upcoming changes to the Board, Mr. Cunningham stated that the current board is working to clear up pending items before the new board begins.
Bids for the lobby renovation will be received on Friday, April 23, 2010. Once the bids are analyzed, a special board meeting will be held to select the contractor.
Treasurer’s Report:
Ms. Fridell explained that the reason for voting on the FY 2011 budget prior to the Annual Meeting was so that new board members, who would have little understanding of the budget, would not have to abstain from voting on a budget that they had no role in preparing. The proposed FY 2011 budget has been mailed out to residents and they will have opportunity to comment on the budget prior to the vote.
Old Business:
Lobby Renovation: Ms. Barth stated that bidders are required to submit a proposal by Friday, April 23, 2010. Three contractors are actively examining the building and consulting staff members about building specifics. The architect, engineer and designer will all be involved in analyzing the bids and making recommendations about how to proceed. Bids are sealed until
4:00 p.m. on April 23, 2010, and will be opened in the presence of Mr. Murdoch, Mr. Cunningham and the Committee. The architect and designer will analyze the bids on April 26, 2010, and then will meet with the committee on the morning of April 27 to discuss their analysis. The bidding is for a general contract for all of the lobby work as designed by the designer. Each bid will specify costs for different pieces of the renovation, i.e., party room, lobby bathrooms, etc.
Contracts:
Mr. Horan proposed putting a system in place to deter pigeons from the building’s roof at a cost of $1,800. This was necessary because of health issues and keep away pigeons with diseases.
MOTION Ms. Barth moved, Mr. Bressler seconded, to approve the contract with Home Paramount for $1,800. The motion passed unanimously.
Mr. Cunningham stated that urgent repairs are need to the air conditioning system.
MOTION Dr. Muller moved, Ms. Barth seconded, to approve the contract with Denzel for air conditioning repair at a cost of $3,227.00. The motion passed unanimously.
Mr. Cunningham stated that a contract will be needed in the near future to put back-flow preventers in place to prevent treated water from flowing into the useable water system. The back flow preventers are required by the Washington Suburban Sanitary Commission (WSSC).
Emergency Generator: Mr. Murdoch stated that the permit process for the emergency generator has been delayed due to requirements that the engineer did not address. Plans have been resubmitted to the county to address the Life Safety Code to house the fuel tank in a separate fire-rated room, and the method of air-intake and exhaust for the generator. A response should be received in a couple of weeks, ECA is expecting to incur an additional $8,000 to $9,000; however, the total amount still falls within the project contingency.
Engineering Study: Mr. Murdoch stated that a survey of the mechanical systems has been completed, and a structural survey will be completed within the week. A sample of apartments of various locations and sizes will be examined. A meeting will be held with Mr. Mendoza next week to obtain the preliminary findings. A formal report will be provided by the June board meeting.
New Business:
Legum and Norman Contract:
Mr. Cunningham stated that the contract expires in July and gave each board member an opportunity to comment on Legum and Norman’s performance. All board members expressed overall satisfaction with Legum and Norman. Positive feedback included: an effective community manager, helpful evaluations of spending, staff accepted the new management well, improved feeling and look of the building, decreased operating costs, management provides information needed to make decisions about vendor selection. Mr. Axelrad stated that Mr. Murdoch had ascertained that the Association was saving money by having Legum and Norman manage the finances after Ms. Fridell delegated Mr. Axelrad’s request to her for a determination on this point to Mr. Murdoch. Criticism of Legum and Norman was that the transition to new management was not as speedy or as smooth as the Board would have liked.
MOTION Mr. Axelrad moved, Ms. Barth seconded, to renew the contract with Legum and Norman. The motion passed unanimously.
Mr. Horan stated that approval is needed for the contract to complete the final phase of the lighting project in the pool area and arcade.
A new air dryer and pressure reducer for the air conditioning system was installed.
A new employee, Girma Wordofa, was hired for the front desk and will work the weekend 8:00 a.m. to 4:00 p.m. shift. Dr. Muller asked that Mr. Horan remind the front desk employees that guests should not be allowed UP TO THE APARTMENT until the resident is notified and approves the visitor. Ms. Fridell also stressed this rule and stated that the staff needs to be disciplined about only allowing announced guests through. Mr. Murdoch agreed that this was the rule and stressed that it should be followed without any exceptions.
Mr. Cunningham reviewed the election procedure for next month’s Annual Meeting. Residents may use proxies or can vote by ballot at the meeting. Three inspectors of election will be appointed. Residents attending the meeting will need to register so that quorum can be determined, and they can get their ballot in order to vote.
Committee Reports:
Landscaping Committee: Two of three bids have been received, and the committee is awaiting a bid based on the Rupert Landscape design presented at the March 15, 2010, board meeting. Ms. Barth expressed that she did not like the Rupert design and that the Board never had a discussion about it following the presentation. Mr. Bressler stated that there is currently not a functional landscape committee. Ms. Barth suggested that the committee be reactivated and should enlist residents who have knowledge and experience with landscaping. Mr. Murdoch stated that the spring planting season has passed and the Association will probably need to wait until fall or next spring to do any major landscape work. He suggested that in the interim some seasonal enhancements could be added to the front of the building as a temporary solution. The Board agreed that this is a sensible approach under the circumstances.
Social Committee: Ms. Barth stated that light refreshments will be served following the “Meet the Candidates” night and also after the Annual Meeting. A date in June is being considered for a community barbecue.
Dr. Muller stated that as a promotional for the opening of Whole Foods store on May 18, 2010, staff from the store will be in the west lobby of the Elizabeth on Monday, May 10, 2010, from 8:00 a.m. to 10:00 a.m., and will have some breakfast samples available for residents.
Refurbishment Committee: The committee will meet next week to determine how to dispose of the lobby furniture. One possibility is to hold a silent auction and to donate remaining items to charity.
Comments from the floor:
A resident complained about loud fans in the office building next door, which forces her to close her windows and turn on the air conditioning. Mr. Murdoch stated that he has talked to the building’s engineer and that there are two fans, but only one runs when demand is low. He didn’t know what else could be done, but Mr. Murdoch will investigate further.
A suggestion about the building’s guest policy was made by a resident who often visits the Park Potomac building. A guest book sits at the front desk where all visitors must sign in and include whom they’re visiting, date, time and parking information. Once a visitor has signed in, desk staff calls the party upstairs to get approval. This also applies to deliveries.
A resident stated that she preferred the more expensive landscape bid. She proposed that the Board simplify the design to reduce costs.
Concern was expressed about a gurgling noise in a resident’s apartment. Management stated that it would address the problem.
A resident inquired when the information on the board candidates would be sent out before the election. Board members discussed whether or not to distribute the information ahead of time or just have it available at the “Meet the Candidates” night. Ms. Fridell mentioned that it might be helpful to distribute it ahead of time, particularly so it could be sent to non-resident owners. Mr. Murdoch suggested that the candidate bios be placed in the message boxes and that the bios be mailed to the off-site residents.
The format of the “Meet the Candidates” night was discussed. Mr. Murdoch will be the moderator, and each candidate will have about five minutes to make a statement and then questions will be accepted from the floor.
A resident inquired about the cost of the new lobby furniture. Ms. Barth stated that until the costs of the construction are known, the committee will not know how much is left for furnishings.
A resident inquired if floor representatives will be needed to collect proxies. Mr. Cunningham stated that they are not needed this year because proxies will be submitted in sealed envelopes by mail, or in person, and then will be identified with a bar code. A suggestion was made to use the “Meet the Candidates” night to select a date for a floor representatives meeting.
A resident suggested that the front desk staff be re-trained about the package delivery procedure, after some confusion resulted over a package that had been delivered but was not registered.
A question was asked about whether the bulk buying of toilets is still being considered. Mr. Cunningham stated that there is no new information available yet.
Concern was expressed about an elevator in the east tower making a banging noise around the fourth and eighth floors.
A question was asked about whether individual units can be monitored for electricity usage. Mr. Cunningham stated that some sub-metering can be done for electrical systems but not the gas or water systems. However, the cost of the sub-metering does not seem worthwhile since you can only measure a small part of the overall energy usage. Mr. Axelrad stated that the cost of sub-metering is likely to fall sharply in a few years as technologies improve. Additional information may be learned from the engineering study.
Mr. Bressler stated that water leak detectors are being passed out to each unit as part of the filter changing process. A note accompanies each detector specifying that additional detectors can be purchased.
A resident inquired about the refurbishment of the exercise room. Ms. Kielty stated that Hartman Design was paid to do a layout for the refurbishment, and some vendors have provided recommendations for new equipment. Some lingering questions about their recommendations need to be resolved before a contract can be signed. Ms. Kielty stated that hopefully some decisions will be made about some new equipment within the next couple of months. The resident asked if the room would have televisions, to which Ms. Kielty responded that the equipment being considered would likely have televisions built-in.
Adjournment
The President adjourned the meeting at 9:13 p.m.
The initial draft, upon which these minutes are based, was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Charles Bressler
Board Secretary
Tuesday, May 25, 2010
Notes from May 24 2010 Working Board Meeting
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.
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 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.