THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting August 16, 2010
Board Present:
Alexandria Kielty .........................President
Dr. Alfred Muller .........................Vice President
Molly Frantz ...............................Assistant Treasurer
Judith Barth ................................Director
Seth Levine .................................Secretary
Board Absent:
Monique Fridell ...........................Treasurer
Charles Bressler ...........................Director
Others Present:
Scott Murdoch ...............Community Manager, Legum & Norman
James M. Santos ...........ECA General Manager
Jana Bowcut .................Recording Secretary, On the Record
Call to Order: Ms. Kielty called the meeting to order at 7:33 p.m. Two board members, Mr. Bressler and Ms. Fridell, were absent from the meeting and Ms. Barth arrived late.
Approval of Minutes:
MOTION Dr. Muller moved, Ms. Kielty seconded, to approve the May 5, 2010, special meeting minutes as amended. The motion passed with two abstentions by Ms. Frantz and
Mr. Levine.
MOTION Dr. Muller moved, Ms. Frantz seconded, to approve the July 19, 2010, regular meeting minutes. The motion passed unanimously by acclamation.
President’s Report:
Ms. Kielty stated that the refurbishment has slowed, partly because of leaks discovered in the front windows of the building. The glass will be removed to add flashing, and will then be reinstalled.
Financial Report:
Mr. Murdoch reported that as of the June (year-end) financial statement, there is a $75,000 surplus for the year. In finalizing this statement, a bill was sent in error by Pepco, which impacted the amount stated for utilities.
[Ms. Barth arrived at 7:37 p.m.]
In July, the fiscal year began with a $14,000 deficit due to utilities’ costs. Mr. Murdoch stated that he believes this to be an accrual issue that will be resolved in the August statement. The audit will begin the second week of September. Ms. Kielty stated that according to Ms. Fridell, the Association is entering a period of tight liquidity with regard to cash flow, which is reflected in the package provided to the Board.
Old Business:
Lobby Renovation:
Mr. Murdoch discussed costs associated with the lobby project, and noted that there has been approximately $100,000 in change orders (CO). An overview of the costs was provided to the Board and reflected a $46,900 credit (CO#1 and CO#4) that were reallocated to other reserve expenses. Ms. Frantz inquired whether the front windows should be replaced, to which Mr. Murdoch responded that the contractor will give an estimate, but the existing glass is in “good shape” and new glass could cost as much as $1,000 per pane. The Board discussed allotting two of the change orders to other line items in the reserves since they are items that the Association would have needed to address regardless of the renovation. Mr. Murdoch suggested creating a “general construction” line item.
MOTION Dr. Muller moved, Mr. Levine seconded, to remove $24,990 for the window repair (CO#8) and $12,982 for smoke detectors, doors and exit signs (CO#10) from the refurbishment budget and reallocated to other reserve expenses. The motion passed unanimously by acclamation.
Emergency Generator:
Mr. Murdoch stated that there are issues with plans for the emergency generator. The primary issue is the design of the air intake and exhaust for the generator room. The original design is flawed in that it would result in large, visible ducts near first floor apartments. The design may be changed so that the venting would go out the west side of the building instead. This might require additional approval from the county since this is a large revision to the design.
Party Room Air Handler:
Mr. Santos stated that the Board previously approved $28,000 for a new air handler, but this quote did not include energy management sensors. A quote from Carrier was approved; the quote included the sensors and the whole project would cost $8,414 more than the Board already approved, bringing the total project cost to $36,414. Mr. Santos has already coordinated between Carrier and HBW and the equipment should arrive in three to four weeks.
MOTION Dr. Muller moved, Ms. Frantz seconded, to approve a $36,414 proposal from Carrier to replace the party room air handler. The motion passed unanimously by acclamation.
Access Control Project:
Mr. Santos reported that the pre-wiring has been completed for the main lobby doors and wing doors. The equipment has been ordered and will arrive in two to four weeks. The system will not be functional for another two months.
New Business:
Five-Year Plan Meeting/Mendoza Study Update:
Mr. Santos stated that a proposal was received from structural contractor Tadjer-Cohen for $6,200, who would conduct a study that will provide a master plan that gives recommendations and estimates for future projects. According to Mr. Santos, the Mendoza Study provides some information, but leaves out critical pieces. Board members discussed the need for an overall plan, but Ms. Barth pointed out that lots of money was spent on the Mendoza report and that they should brief the Board and answer questions before other firms are considered.
Dr. Muller inquired about what was included in the proposal from Cohen Associates for $6,200. Mr. Santos stated that he has a number of concerns about the proposal regarding work scope and will discuss with them further with engineer at Tadjer-Cohen and report back to the Board. Ms. Kielty asked if there would be any information available in time for the five-year planning meeting next week. Mr. Murdoch stated that there is still a lot of information to be gathered, but that a five-year plan should still be formulated.
Ms. Frantz suggested that there be a line item in the budget for developing realistic cost estimates for major costly replacement projects, for example the McQuay fan coil units. She also stated that there should be a way to solicit owner input in developing these plans. Ms. Kielty disagreed, stating that the Board was elected to represent the residents in these matters. Ms. Frantz pointed out that there is a difference between getting owner input and having owners make the decisions. She referenced the Board-adopted due-diligence procedures for developing action plans for costly projects which specifically calls for getting owner support. Ms. Frantz suggested that the five-year plan developed on August 24, 2010 be preliminary and then finalized at the September meeting. Dr. Muller stated that a five-year plan can always be amended after owners give comments.
Resident Directory:
Mr. Santos stated that the resident directory is about 95 percent complete. Mr. Levine asked if management is obtaining updated leases when they identify renters. Mr. Santos stated that he is routinely requesting leases. Owners put him in contact with their real estate agents and that very few leases have been obtained in the past. He will pursue this more.
Audio Visual Equipment:
Mr. Santos stated that a proposal from DanTech was received to provide televisions, DVD players, wireless microphones, key pads and speakers for the hallways. A change order was also discussed at a construction meeting to upgrade the size of the lobby television.
MOTION Ms. Frantz moved, Ms. Barth seconded to approve the proposal with DanTech for $19,510.34 for specified audio visual equipment and the change order for $778.50. The motion passed unanimously by acclamation.
Balconies:
Mr. Santos stated that he had inspected twenty balconies. Also several were inspected by a painting company to determine proper painting recommendations. A five-step procedure is recommended that should be communicated to condominium owners, since this is their responsibility. Ms. Frantz asked if this would alleviate the water problems, to which Mr. Santos responded that some of the balconies are graded incorrectly. He added that some of the balconies are in disrepair, with pieces of concrete knocked off. Ms. Kielty recommended exploring this more and getting a better idea of the costs involved.
Window Washing:
Mr. Santos stated that he obtained a proposal from Extra Clean, Inc., who has been doing business in the building for 10 years. The cost of cleaning the exterior windows (not including sliding glass doors and stationary panels on balconies) is $4,060. There are a number of other locations around the building that need window washing, such as the arcade level and the sliding glass doors and panels on balconies. This would increase the price to $9,060. Ms. Barth expressed concern about the quality of the work this contractor has provided in the past. Mr. Santos will obtain at least two other bids.
Protective Metal Covers for Electric Garage Door Openers:
MOTION Dr. Muller moved, Ms. Barth seconded, to approve Academy Door Control to furnish and install motor covers for the two East entrance garage doors for $1,295. The motion passed unanimously by acclamation.
Aluminum Planter Hangers:
Mr. Santos obtained a quote from ARC Solutions Welding to make 50 aluminum planter hangers at a cost of $1,900. These would replace the current steel ones that are rusting and staining the façade of the building. Board members were divided on this purchase, and Ms. Frantz suggested polling residents to see how many are interested. The Board tabled the issue with four members in agreement and one opposing.
Outdoor Trash Storage Area:
MOTION Dr. Muller moved, Mr. Levine seconded, to approve the proposal from ARC Solutions Welding to construct a steel gate in front of the outdoor trash storage for $1,692. The motion passed unanimously by acclamation.
Trash Away Contract Renewal:
The Board discussed renewing the contract with Trash Away, Inc. Mr. Murdoch stated that the price has not changed. Dr. Muller asked Mr. Murdoch to remind them that according to a Friendship Heights Village ordinance, trash collection cannot begin until 8:00 a.m.
MOTION Dr. Muller moved, Ms. Barth seconded, to approve the $2,671 per month Trash Away, Inc. proposal. The motion passed unanimously by acclamation.
Swimming Pool Management:
Several bids were obtained for swimming pool management, with each offering different services. Mr. Santos stated that all of the vendors came well recommended. The Board expressed general satisfaction with the current pool management company, Aqua Fit.
However, Dr. Muller stated that an incident was reported where a lifeguard was not paying attention. Mr. Santos stated that the concern was communicated to the owner of the company and it was addressed immediately.
MOTION Dr. Muller moved, Ms. Kielty seconded to renew the Aqua Fit contract. The motion passed with four board members in favor and one opposed.
Contractor Policy:
Mr. Santos stated that he drafted a Contractor Policy that outlines the responsibilities of residents and contractors involved in any work done in the building. This policy outlines existing house rules and requires communication about the scope of work, proper coverage for insurance, licensing, parking, debris disposal, etc. Ms. Barth stated that the Board may want to reconsider the current rule that construction cannot occur on Saturdays. The Association could have saved money if the current builder for the lobby renovation was allowed to work on Saturdays. Ms. Kielty requested that Mr. Santos send an electronic copy for board members’ review.
Laundry Uniform Rental Contract:
Mr. Santos raised the issue of terminating the laundry rental contract. This issue was tabled – to be discussed during Executive Session.
Committee Reports:
Website:
Mr. Levine reported that the new website should be running within the next two weeks. He encouraged residents to share pictures for the site.
Energy Conservation Committee:
On behalf of Joan Rosenbach, Dr. Muller read a report from the committee, which stated that residents are reminded of the need to conserve water and electricity through flyers in the elevators. Also, those residents who are planning to purchase new appliances should select those that are “Energy Star” qualified. This is a joint program between the U.S. Department of Energy and the Maryland Energy Administration.
Landscaping:
The committee has met numerous times. A meeting will be held on Friday, August 20, 2010 to draft a request for proposal to send to various designers. Ms. Barth suggested that the committee review the process used in the lobby refurbishment.
Comments from the floor:
A resident expressed concern over new staff being able to operate the new systems in the building. Mr. Santos stated that new systems will be user-friendly, and he will continually share information with the staff about their operations to ensure everyone has an understanding of the building systems.
A resident stated that some residents keep trash on their balconies or use them for storage. Also, a storage room visible from North Park Avenue should have a window treatment put up or have the lights turned off. Concern was also expressed about unsightly window treatments in some units. Mr. Santos responded that he will soon focus on ways to ensure that residents follow house rules.
A suggestion was made that the contractor hired to wash the windows also wash storm windows.
Concern was expressed about guaranteeing that the front window repairs are done correctly. Mr. Santos responded that the contract outlines the quality of work and management will be monitoring the work closely. A suggestion was also made to use glass that filters out UV lights to prevent fading. The bid that will be obtained on August 18, 2010 will include the cost of having a filtration coating applied to the windows.
A resident questioned whether the Association or residents paid for cosmetic balcony changes in the past. Another resident answered that work on the front concrete wall and ceiling was paid for by the Association, but the floor was the owner’s responsibility.
One resident stated that she has requested permission to tile her balcony floor and has not received a response from management. Mr. Santos stated that he had not finished discussing the issue with the Board, but another resident voiced that it probably could not be done because of potential problems that could occur under the tile floor coverings.
Adjournment
The President adjourned the meeting at 9:46 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,
_____________________________________
Charles Bressler, Board Secretary
Monday, October 18, 2010
July 2010 Minutes of ECA Board Meeting
The Elizabeth Condominium
Board of Directors’ Meeting – Monday, July 19, 2010
Minutes submitted by: Lauren Powers, Recording Secretary, On the Record
CALL TO ORDER: 7:34 p.m.
ATTENDEES
Present: Alexandra Kielty (President), Dr. Al Muller (Vice President), Molly Frantz (Assistant Treasurer), Charles Bressler (Secretary), Monique Fridell (Treasurer), Seth Levine (Director), Judy Barth (Director), Scott Murdoch (Community Manager), James Santos (Property Manager)
APPROVAL OF PREVIOUS MEETING MINUTES
Motion: Dr. Muller moved to approve the June 21, 2010, minutes as amended. Ms. Fridell seconded the motion. The motion passed (6-0-1) with Ms. Barth abstaining.
Ms. Kielty noted that a copy of the May 5, 2010 Board of Directors’ meeting minutes have not yet been received. Dr. Muller asked that the meeting minutes be corrected before the Board of Directors meeting so that the Board can review it prior to the meeting. Ms. Frantz requested that when the management report is sent to the Board of Directors, that the draft of the final minutes be attached as well.
PRESIDENT’S REPORT
Ms. Kielty thanked Mr. Murdoch for sharing the space at the Carleton for the Board of Directors’ meeting. The refurbishment is moving forward, but there has been some delay for additional electrical outlets and other electronic issues that need to be verified with experts, the need for an air handler in the party room, and issues with the doors. A meeting took place with the design group to review the furnishing proposals. A meeting also took place with the advisory committee. The county has approved the generator. A meeting took placed on July 6, 2010, to review the recommendations of the Mendoza engineering report with the intention to move forward and include some of the projects in the update to the five-year plan.
TREASURER’S REPORT
Ms. Fridell commented that the fiscal year ended on June 30, 2010. The Board has the preliminary fiscal year end statements, which will be refined over the next couple of months once all of the final invoices are received as the auditors review the draft and trial balances. The audited statement will be available in the fall. Based on the preliminary statements, there is a surplus of $110,000.
OLD BUSINESS
Lobby Renovation
Mr. Murdoch reported that the lobby renovation has been delayed to determine how the front and side doors should operate. Additional door operators were added for the ease of access out of the building and into and out of the East and West Towers. This required research in terms of hardware and modification of the entry door design. As a result, the cost increased by $39,000. At this point, the construction project is two weeks behind schedule. Instead of a completion date of August 6, 2010, a completion date of August 20, 2010 has now been set. Mr. Murdoch noted that the Board set a $1.2 million dollar budget withfurnishing/fixtures for the lobby as the final budget item. Therefore, asother expenses grew, that amount available for furnishings would reduce to hold the same budget. Mr. Murdoch requested that the Board advise how to proceed with the furnishing/fixture budget, because only $232,000 was now available.
Motion: Ms. Frantz made a motion to set the furniture budget to $350,000 and that the artificial cap of $1.2 million for refurbishment be dispensed with. Mr. Levine seconded the motion. Following extensive discussion provided below, and an amendment to the motion made by Dr. Muller, the motion passed (6-1-0).
Ms. Frantz requested that the property managers provide an account of all refurbishment costs so that the Board knows exactly how much money has been spent. A discussion ensued regarding the amount of money planned to be spent on furniture and fixtures. Ms. Frantz indicated that the figure of $350,000 was the amount she understood to be the HDG working budget for furniture and fixtures as expressed at a recent meeting with HDG staff. Ms. Fridell noted that on pages 2 to 4 of the Year-to-Date Financial report those figures are reported and $1.1 million has been spent already. Monique stated that no matter how expenditure items are moved around, the fact is that all of the money will still be coming out of the reserve fund. Ms. Fridell reported that if $300,000 is spent on furniture, then the total will come to $1.207 million, and the refurbishment would be $7,000 over budget. Ms. Kielty commented that at this point a meeting has taken place with the design group, the designers have worked hard to put together cost effective pieces, and it is not fair to the designers or those involved in working on the lobby to have an unclear budget, when the budget had previously been established for $300,000. Ms. Fridell expressed her belief that ECA ought to stay within the allocated budget in order to have money available for other projects, for example, those recommended in the Mendoza report. Ms. Barth recommended that the money received from the sales of the old furniture be moved into the furniture budget. Ms. Kielty acknowledged that, despite the increased budgeted amount for furniture, every effort will be made to spend $300,000 or less on the furnishings.
Motion: Dr. Muller moved to amend Ms. Frantz motion to move the security upgrades out of the refurbishment budget and place that amount, $39,427.50, in a separate category called “security upgrades” to restore availability of contingency funds in the refurbishing budget. He also moved that the money to be spent on doors (FOBS, frames), $7,533.75, be moved out of the refurbishment budget. The total amount to be moved out of the refurbishment budget would be $46,961.25. Mr. Levine seconded the motion. The motion passed (4-3-0).
Motion: Ms. Barth made a motion to increase the furniture budget by $3,276.00, the same amount received from the sales of the old furniture. Dr. Muller seconded the motion. The motion passed unanimously (7-0-0).
Access Control Project
Mr. Santos has been overseeing the Access Control project and provided Board members with a comparison of all bids received to date for this project. Ms. Kielty noted that this project relates to changing from access keys to a FOB system. Mr. Santos and the Board reviewed terms of each proposed contract and individual contractor specifications. It was noted that all of the contractors need 2-4 weeks after the contract approval to order materials, and each contractor has a time frame of 4 weeks to install all of the equipment. Mr. Murdoch noted that ESSI is the contractor used by the Carleton for its camera and FOB system, stating that the Carleton Association has been satisfied with the service provided by ESSI.
Motion: Dr. Muller moved to accept the ESSI (Electronic Security Services, Inc. of Upper Marlboro, MD) contract door access control of common area doors. The contract is in the amount of $73,994.00. It includes all equipment, software, installation, training and two-year warranty. Mr. Bressler seconded the motion. The motion passed unanimously (7-0-0).
Engineering Study
Mr. Murdoch reported that he and Mr. Santos attended a meeting on July 6, 2010, with the structural engineer which performed the structural analysis of the building for the Mendoza report. During the meeting they discussed two immediate projects, the refrigerant recovery system for the boiler/chiller room and the winterizing of the cooling towers to utilize the heating and cooling system to its fullest capacity. It was recommended that a company open up the boilers to examine their condition. A more detailed comprehensive report on structural issues will be available soon.
Emergency Generator
Mr. Murdoch reported that the permit was awarded and the project started July 19. A second organizational meeting will take place on July 21. There were a number of changes that the County required which added an additional $20,000 to the cost of the project. Mr. Murdoch noted that there is still the construction of the fuel tank enclosure and structural features that will add to the cost of the project but those costs have not been finalized yet.
Website
Mr. Murdoch recommended that the Board consider using athome.net to host the Association’s website. He reported that athome.net offers more features, and has the same or better capability than other products/software he and Mr. Levine analyzed. He also noted that other communities he manages use Association Voice and he considered that athome.net is more user-friendly. Mr. Murdoch asked the Board members to submit pictures to be posted on the website.
Motion: Mr. Levine moved to use athome.net to host the website at a cost/month of $65.00 and a one-time cost of $125.00. Ms. Frantz seconded the motion. The motion passed unanimously (7-0-0).
HDG Contract Addendum
Ms. Kielty reported that an addendum to the current contract has been received from the Hartman Design Group. She stated that the addendum identifies different areas for future renovation consideration (i.e., resident corridors, east/west towers, fitness center, courtroom adjacent to the pool, garage lobbies, fitness center bathrooms) and provides the legal framework for an agreement agreement for the second phase of the refurbishment project which will be ready whenever the Board is ready to move forward with the next phase of the project. The scope of the work, timing, and commencement of each phase would be determined by the Board of Directors.
NEW BUSINESS
Party Room Air Handler
Mr. Murdoch reported that the party room air handler needs to be replaced. This will involve some demolition and reconstruction of the hallway walls. A bid from HBW has been received to replace the air handler for $27,000. Mr. Santos is working to get a second proposal. It was noted that the project requires a five week lead time. Mr. Murdoch recommended expediting a decision because the work will impact other projects such as the renovation of the hallway.
Motion: Ms. Frantz made a motion to give Scott Murdoch and James Santos the discretion to select a vendor, based on a pre-authorized budget limit of $28,000. Ms. Barth seconded the motion. The motion passed unanimously (7-0-0).
Dr. Muller asked that Mr. Murdoch and Mr. Santos report to the Board if the air handler cost turns out to be more expensive. Mr. Murdoch noted that there is a possibility that a larger unit would be needed and that would therefore be more expensive. He assured the Board that he would communicate to them if another approval is required.
In-Unit Contractor Issues
Mr. Santos askedthe Board for support in recommending a policy to issue to residents that each resident submit the name of their contractor and proof of that contractor’s insurance and license when work is performed in the building.
Motion: Dr. Muller made a motion that Mr. Santos draft a policy to be reviewed by the legal counsel and copied to the Board. Ms. Barth seconded the motion. The motion passed unanimously (7-0-0).
Other New Business
Dr. Muller noted that four of the trees outside the lobby have died. Mr. Santos acknowledged that the evergreens that were in the planter box had outgrown the planter box and died as a result of not being watered enough.
Dr. Muller noted that there may be leasing or renting occurring within the building that is in violation of the By-Laws and House Rules. Mr. Santos reported that there was indeed an apartment which appeared to be in violation due to over-occupation of the living space.
Ms. Frantz discussed the energy management and monitoring software system recommended by Mendoza and L&N management and whether that ought to be taken into consideration during the refurbishment of the lobby level. Mr. Santos responded that the renovation is already taking this monitoring system into account. For example, thermostats will be installed in the lobby that have the ability and flexibility to communicate with any future energy management system. However, the latter will not be considered until the boiler/chiller status is resolved.
Ms. Frantz inquired about the status of the pool contract. Mr. Santos stated that he is consulting with other pool companies to obtain a contract/service comparison. The current pool contractor has already proposed a contract for the next season with no cost increase. Ms. Frantz also asked about the pool filtration system. Mr. Santos reported that the current filter system is 20 years old and should be replaced in the near term, but it is currently functioning fine.
Ms. Barth asked if there was any report back regarding window leaks after severe rain. Mr. Santos said that he will receive an update at the next construction meeting regarding the exterior of the building. All three canopies on the glass atrium need to be resealed to prevent leaks.
Dr. Muller noted the proposal for the elevators (replacing hoist way motors on passenger cars-4 and upgrades to the mechanical equipment of the passenger car doors). Mr. Santos responded that it does not require an action item for tonight’s Board meeting; however, these proposed projects are for improving elevator operation and eliminating potential equipment failures due to age of the equipment. This could be added to the long-term capital improvement budget.
Ms. Barth asked whether a firm has inspected the premises for environmental hazards such as mold and mildew. Mr. Santos responded that there is no mold, but some mildew. HBW, at the Board’s request, subcontracted this task to Environmental Science, which will perform air quality tests in the party room and areas in the west lobby. However, those tests cannot be performed until the renovation is finished because of open windows and construction debris. The cost will be discussed at the construction meeting.
Mr. Santos also discussed the need for the fire extinguishers to be replaced because their technology expired and building code required them to be eliminated. He also suggested that management perform mailings to residents updating them on a regular basis. Mr. Santos requested approval of the lease agreement for the postal metering machine, costing $596.00 a year.
Motion: Ms. Barth moved to approve the lease agreement from Pitney Bowes for postal machine in Management Office for $596.00 annually. Mr. Frantz seconded the motion. The motion passed unanimously (7-0-0).
Mr. Santos also recommended the cleaning of the kitchen drain lines by hydro-jet machine from roof vents for $3,550.00. The contractor selected is J.P. Seworooter.
Motion: Dr. Muller moved to approve the cleaning of kitchen drain lines for $3,550.00 made payable to J.P. Seworooter. Ms. Barth seconded the motion. The motion passed unanimously (7-0-0).
COMMITTEE REPORTS
Landscape Committee
Ms. Kielty thanked Mr. Jim Rich for volunteering to lead the landscape committee. Mr. Rich asked for additional volunteers for that committee.
Energy Conservation Committee
Joan Rosenbach reported that the Energy Conservation Committee met on July 15. Mr. Santos also attended the meeting. The group reviewed a chart which prioritized the findings of the Mendoza report, ranking the condition of mechanical and structural components of the condominium from very poor to very good working condition. The Mendoza report acknowledged the need to conduct an environmental inspection due to existing mold and mildew problems. Individual owners have impacted energy conservation and cost savings through the installation of toilets that use less water per flush, showerheads that have flow restrictors, and aerators in faucets. The Committee will continue to post energy-saving suggestions in the elevators. Suggestions for future activities include tracking degree-days, resident education activities, a recycling workshop, energy conservation messages in the newsletter, and another energy fair. Bethesda Magazine requested submissions for its Green Awards. Following approval from the Board, Joan submitted an entry form on the Association’s accomplishments as of July 16.
Refurbishment Committee
Ms. Barth reported that the Refurbishment Committee and Advisory Committee had two excellent meetings to preview the furniture with the Hartman Design Group. The furniture will be custom made and is very attractive. Ms. Barth stated that there are many beautiful fabrics, woods, and finishes that have been selected for the furniture. The refurbishment committee hopes to have within six weeks a board posted in the lobby comprised of pictures of the new furniture and fabrics. Ms. Kielty read a description of the new furnishings written by Sharon Bobb (Member of the Advisory Committee), stating how much she liked the new furniture and furnishings.
Social Committee
Ms. Barth reported that due to the renovation, no social events have been sponsored during the summer. The committee will try to plan a holiday event and a housewarming party so that everyone can toast the new renovation and lobby once it is completed.
Fitness Committee
Ms. Kielty reported that the fitness committee meeting has been postponed.
COMMENTS FROM THE FLOOR
One resident commended ECA Engineer Earl Kelly for his superb performance in a recent event that involved a resident who entered the garage without a code and tried to follow someone into the garage unsuccessfully. Mr. Kelly responded immediately to find the vehicle and the police came and addressed the issue.
A resident asked whether the keys to the front entrance and the fitness room would remain the same. Mr. Santos responded that the access control project will eliminate all of the common area keys; a FOB will replace common area keys.
Another resident asked whether there would still be an automatic door opener in the front of the building. Ms. Santos reported that in order to gain access with the handicapped button, the FOB key will be used to unlock the door and then the button can be pressed to be open the doors.
The meeting was adjourned at 10:05 p.m.
Respectfully submitted,
_____________________________________
Charles Bressler, Board Secretary
Board of Directors’ Meeting – Monday, July 19, 2010
Minutes submitted by: Lauren Powers, Recording Secretary, On the Record
CALL TO ORDER: 7:34 p.m.
ATTENDEES
Present: Alexandra Kielty (President), Dr. Al Muller (Vice President), Molly Frantz (Assistant Treasurer), Charles Bressler (Secretary), Monique Fridell (Treasurer), Seth Levine (Director), Judy Barth (Director), Scott Murdoch (Community Manager), James Santos (Property Manager)
APPROVAL OF PREVIOUS MEETING MINUTES
Motion: Dr. Muller moved to approve the June 21, 2010, minutes as amended. Ms. Fridell seconded the motion. The motion passed (6-0-1) with Ms. Barth abstaining.
Ms. Kielty noted that a copy of the May 5, 2010 Board of Directors’ meeting minutes have not yet been received. Dr. Muller asked that the meeting minutes be corrected before the Board of Directors meeting so that the Board can review it prior to the meeting. Ms. Frantz requested that when the management report is sent to the Board of Directors, that the draft of the final minutes be attached as well.
PRESIDENT’S REPORT
Ms. Kielty thanked Mr. Murdoch for sharing the space at the Carleton for the Board of Directors’ meeting. The refurbishment is moving forward, but there has been some delay for additional electrical outlets and other electronic issues that need to be verified with experts, the need for an air handler in the party room, and issues with the doors. A meeting took place with the design group to review the furnishing proposals. A meeting also took place with the advisory committee. The county has approved the generator. A meeting took placed on July 6, 2010, to review the recommendations of the Mendoza engineering report with the intention to move forward and include some of the projects in the update to the five-year plan.
TREASURER’S REPORT
Ms. Fridell commented that the fiscal year ended on June 30, 2010. The Board has the preliminary fiscal year end statements, which will be refined over the next couple of months once all of the final invoices are received as the auditors review the draft and trial balances. The audited statement will be available in the fall. Based on the preliminary statements, there is a surplus of $110,000.
OLD BUSINESS
Lobby Renovation
Mr. Murdoch reported that the lobby renovation has been delayed to determine how the front and side doors should operate. Additional door operators were added for the ease of access out of the building and into and out of the East and West Towers. This required research in terms of hardware and modification of the entry door design. As a result, the cost increased by $39,000. At this point, the construction project is two weeks behind schedule. Instead of a completion date of August 6, 2010, a completion date of August 20, 2010 has now been set. Mr. Murdoch noted that the Board set a $1.2 million dollar budget withfurnishing/fixtures for the lobby as the final budget item. Therefore, asother expenses grew, that amount available for furnishings would reduce to hold the same budget. Mr. Murdoch requested that the Board advise how to proceed with the furnishing/fixture budget, because only $232,000 was now available.
Motion: Ms. Frantz made a motion to set the furniture budget to $350,000 and that the artificial cap of $1.2 million for refurbishment be dispensed with. Mr. Levine seconded the motion. Following extensive discussion provided below, and an amendment to the motion made by Dr. Muller, the motion passed (6-1-0).
Ms. Frantz requested that the property managers provide an account of all refurbishment costs so that the Board knows exactly how much money has been spent. A discussion ensued regarding the amount of money planned to be spent on furniture and fixtures. Ms. Frantz indicated that the figure of $350,000 was the amount she understood to be the HDG working budget for furniture and fixtures as expressed at a recent meeting with HDG staff. Ms. Fridell noted that on pages 2 to 4 of the Year-to-Date Financial report those figures are reported and $1.1 million has been spent already. Monique stated that no matter how expenditure items are moved around, the fact is that all of the money will still be coming out of the reserve fund. Ms. Fridell reported that if $300,000 is spent on furniture, then the total will come to $1.207 million, and the refurbishment would be $7,000 over budget. Ms. Kielty commented that at this point a meeting has taken place with the design group, the designers have worked hard to put together cost effective pieces, and it is not fair to the designers or those involved in working on the lobby to have an unclear budget, when the budget had previously been established for $300,000. Ms. Fridell expressed her belief that ECA ought to stay within the allocated budget in order to have money available for other projects, for example, those recommended in the Mendoza report. Ms. Barth recommended that the money received from the sales of the old furniture be moved into the furniture budget. Ms. Kielty acknowledged that, despite the increased budgeted amount for furniture, every effort will be made to spend $300,000 or less on the furnishings.
Motion: Dr. Muller moved to amend Ms. Frantz motion to move the security upgrades out of the refurbishment budget and place that amount, $39,427.50, in a separate category called “security upgrades” to restore availability of contingency funds in the refurbishing budget. He also moved that the money to be spent on doors (FOBS, frames), $7,533.75, be moved out of the refurbishment budget. The total amount to be moved out of the refurbishment budget would be $46,961.25. Mr. Levine seconded the motion. The motion passed (4-3-0).
Motion: Ms. Barth made a motion to increase the furniture budget by $3,276.00, the same amount received from the sales of the old furniture. Dr. Muller seconded the motion. The motion passed unanimously (7-0-0).
Access Control Project
Mr. Santos has been overseeing the Access Control project and provided Board members with a comparison of all bids received to date for this project. Ms. Kielty noted that this project relates to changing from access keys to a FOB system. Mr. Santos and the Board reviewed terms of each proposed contract and individual contractor specifications. It was noted that all of the contractors need 2-4 weeks after the contract approval to order materials, and each contractor has a time frame of 4 weeks to install all of the equipment. Mr. Murdoch noted that ESSI is the contractor used by the Carleton for its camera and FOB system, stating that the Carleton Association has been satisfied with the service provided by ESSI.
Motion: Dr. Muller moved to accept the ESSI (Electronic Security Services, Inc. of Upper Marlboro, MD) contract door access control of common area doors. The contract is in the amount of $73,994.00. It includes all equipment, software, installation, training and two-year warranty. Mr. Bressler seconded the motion. The motion passed unanimously (7-0-0).
Engineering Study
Mr. Murdoch reported that he and Mr. Santos attended a meeting on July 6, 2010, with the structural engineer which performed the structural analysis of the building for the Mendoza report. During the meeting they discussed two immediate projects, the refrigerant recovery system for the boiler/chiller room and the winterizing of the cooling towers to utilize the heating and cooling system to its fullest capacity. It was recommended that a company open up the boilers to examine their condition. A more detailed comprehensive report on structural issues will be available soon.
Emergency Generator
Mr. Murdoch reported that the permit was awarded and the project started July 19. A second organizational meeting will take place on July 21. There were a number of changes that the County required which added an additional $20,000 to the cost of the project. Mr. Murdoch noted that there is still the construction of the fuel tank enclosure and structural features that will add to the cost of the project but those costs have not been finalized yet.
Website
Mr. Murdoch recommended that the Board consider using athome.net to host the Association’s website. He reported that athome.net offers more features, and has the same or better capability than other products/software he and Mr. Levine analyzed. He also noted that other communities he manages use Association Voice and he considered that athome.net is more user-friendly. Mr. Murdoch asked the Board members to submit pictures to be posted on the website.
Motion: Mr. Levine moved to use athome.net to host the website at a cost/month of $65.00 and a one-time cost of $125.00. Ms. Frantz seconded the motion. The motion passed unanimously (7-0-0).
HDG Contract Addendum
Ms. Kielty reported that an addendum to the current contract has been received from the Hartman Design Group. She stated that the addendum identifies different areas for future renovation consideration (i.e., resident corridors, east/west towers, fitness center, courtroom adjacent to the pool, garage lobbies, fitness center bathrooms) and provides the legal framework for an agreement agreement for the second phase of the refurbishment project which will be ready whenever the Board is ready to move forward with the next phase of the project. The scope of the work, timing, and commencement of each phase would be determined by the Board of Directors.
NEW BUSINESS
Party Room Air Handler
Mr. Murdoch reported that the party room air handler needs to be replaced. This will involve some demolition and reconstruction of the hallway walls. A bid from HBW has been received to replace the air handler for $27,000. Mr. Santos is working to get a second proposal. It was noted that the project requires a five week lead time. Mr. Murdoch recommended expediting a decision because the work will impact other projects such as the renovation of the hallway.
Motion: Ms. Frantz made a motion to give Scott Murdoch and James Santos the discretion to select a vendor, based on a pre-authorized budget limit of $28,000. Ms. Barth seconded the motion. The motion passed unanimously (7-0-0).
Dr. Muller asked that Mr. Murdoch and Mr. Santos report to the Board if the air handler cost turns out to be more expensive. Mr. Murdoch noted that there is a possibility that a larger unit would be needed and that would therefore be more expensive. He assured the Board that he would communicate to them if another approval is required.
In-Unit Contractor Issues
Mr. Santos askedthe Board for support in recommending a policy to issue to residents that each resident submit the name of their contractor and proof of that contractor’s insurance and license when work is performed in the building.
Motion: Dr. Muller made a motion that Mr. Santos draft a policy to be reviewed by the legal counsel and copied to the Board. Ms. Barth seconded the motion. The motion passed unanimously (7-0-0).
Other New Business
Dr. Muller noted that four of the trees outside the lobby have died. Mr. Santos acknowledged that the evergreens that were in the planter box had outgrown the planter box and died as a result of not being watered enough.
Dr. Muller noted that there may be leasing or renting occurring within the building that is in violation of the By-Laws and House Rules. Mr. Santos reported that there was indeed an apartment which appeared to be in violation due to over-occupation of the living space.
Ms. Frantz discussed the energy management and monitoring software system recommended by Mendoza and L&N management and whether that ought to be taken into consideration during the refurbishment of the lobby level. Mr. Santos responded that the renovation is already taking this monitoring system into account. For example, thermostats will be installed in the lobby that have the ability and flexibility to communicate with any future energy management system. However, the latter will not be considered until the boiler/chiller status is resolved.
Ms. Frantz inquired about the status of the pool contract. Mr. Santos stated that he is consulting with other pool companies to obtain a contract/service comparison. The current pool contractor has already proposed a contract for the next season with no cost increase. Ms. Frantz also asked about the pool filtration system. Mr. Santos reported that the current filter system is 20 years old and should be replaced in the near term, but it is currently functioning fine.
Ms. Barth asked if there was any report back regarding window leaks after severe rain. Mr. Santos said that he will receive an update at the next construction meeting regarding the exterior of the building. All three canopies on the glass atrium need to be resealed to prevent leaks.
Dr. Muller noted the proposal for the elevators (replacing hoist way motors on passenger cars-4 and upgrades to the mechanical equipment of the passenger car doors). Mr. Santos responded that it does not require an action item for tonight’s Board meeting; however, these proposed projects are for improving elevator operation and eliminating potential equipment failures due to age of the equipment. This could be added to the long-term capital improvement budget.
Ms. Barth asked whether a firm has inspected the premises for environmental hazards such as mold and mildew. Mr. Santos responded that there is no mold, but some mildew. HBW, at the Board’s request, subcontracted this task to Environmental Science, which will perform air quality tests in the party room and areas in the west lobby. However, those tests cannot be performed until the renovation is finished because of open windows and construction debris. The cost will be discussed at the construction meeting.
Mr. Santos also discussed the need for the fire extinguishers to be replaced because their technology expired and building code required them to be eliminated. He also suggested that management perform mailings to residents updating them on a regular basis. Mr. Santos requested approval of the lease agreement for the postal metering machine, costing $596.00 a year.
Motion: Ms. Barth moved to approve the lease agreement from Pitney Bowes for postal machine in Management Office for $596.00 annually. Mr. Frantz seconded the motion. The motion passed unanimously (7-0-0).
Mr. Santos also recommended the cleaning of the kitchen drain lines by hydro-jet machine from roof vents for $3,550.00. The contractor selected is J.P. Seworooter.
Motion: Dr. Muller moved to approve the cleaning of kitchen drain lines for $3,550.00 made payable to J.P. Seworooter. Ms. Barth seconded the motion. The motion passed unanimously (7-0-0).
COMMITTEE REPORTS
Landscape Committee
Ms. Kielty thanked Mr. Jim Rich for volunteering to lead the landscape committee. Mr. Rich asked for additional volunteers for that committee.
Energy Conservation Committee
Joan Rosenbach reported that the Energy Conservation Committee met on July 15. Mr. Santos also attended the meeting. The group reviewed a chart which prioritized the findings of the Mendoza report, ranking the condition of mechanical and structural components of the condominium from very poor to very good working condition. The Mendoza report acknowledged the need to conduct an environmental inspection due to existing mold and mildew problems. Individual owners have impacted energy conservation and cost savings through the installation of toilets that use less water per flush, showerheads that have flow restrictors, and aerators in faucets. The Committee will continue to post energy-saving suggestions in the elevators. Suggestions for future activities include tracking degree-days, resident education activities, a recycling workshop, energy conservation messages in the newsletter, and another energy fair. Bethesda Magazine requested submissions for its Green Awards. Following approval from the Board, Joan submitted an entry form on the Association’s accomplishments as of July 16.
Refurbishment Committee
Ms. Barth reported that the Refurbishment Committee and Advisory Committee had two excellent meetings to preview the furniture with the Hartman Design Group. The furniture will be custom made and is very attractive. Ms. Barth stated that there are many beautiful fabrics, woods, and finishes that have been selected for the furniture. The refurbishment committee hopes to have within six weeks a board posted in the lobby comprised of pictures of the new furniture and fabrics. Ms. Kielty read a description of the new furnishings written by Sharon Bobb (Member of the Advisory Committee), stating how much she liked the new furniture and furnishings.
Social Committee
Ms. Barth reported that due to the renovation, no social events have been sponsored during the summer. The committee will try to plan a holiday event and a housewarming party so that everyone can toast the new renovation and lobby once it is completed.
Fitness Committee
Ms. Kielty reported that the fitness committee meeting has been postponed.
COMMENTS FROM THE FLOOR
One resident commended ECA Engineer Earl Kelly for his superb performance in a recent event that involved a resident who entered the garage without a code and tried to follow someone into the garage unsuccessfully. Mr. Kelly responded immediately to find the vehicle and the police came and addressed the issue.
A resident asked whether the keys to the front entrance and the fitness room would remain the same. Mr. Santos responded that the access control project will eliminate all of the common area keys; a FOB will replace common area keys.
Another resident asked whether there would still be an automatic door opener in the front of the building. Ms. Santos reported that in order to gain access with the handicapped button, the FOB key will be used to unlock the door and then the button can be pressed to be open the doors.
The meeting was adjourned at 10:05 p.m.
Respectfully submitted,
_____________________________________
Charles Bressler, Board Secretary
Monday, September 20, 2010
Summary of September 20, 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, Jim Santos, recorder of meeting minutes.
Meeting was held in the party room of the Carleton.
No replacement of windows and doors in the foreseeable future.
Only windows will be washed this fall but not screens or balcony doors.
Still discussing the problem of contractors in the building and who is responsible for any mistakes made. This is a serious insurance issue.
Lobby renovation will continue until the end of October.
Elizabethcondo.com – this will be the new condo sponsored website.
Meeting was held in the party room of the Carleton.
No replacement of windows and doors in the foreseeable future.
Only windows will be washed this fall but not screens or balcony doors.
Still discussing the problem of contractors in the building and who is responsible for any mistakes made. This is a serious insurance issue.
Lobby renovation will continue until the end of October.
Elizabethcondo.com – this will be the new condo sponsored website.
Tuesday, August 24, 2010
Summary of August 16, 2010 Elizabeth Condo Board Meeting
Present at the meeting: Alexandra Kielty, Judi Barth, (late), Molly Frantz, Seth Levine, Al Muller, Scott Murdoch, Jim Santos, recorder of meeting minutes. Absent: Charles Bressler & Monique Fridell.
Meeting was held at the Friendship Heights Village Center.
This meeting ran pretty smoothly but it still took longer than originally planned. Most of the meeting involved small improvements to the building and deciding on contractors to accomplish these tasks. What is clear is that on-site manager Jim Santos is proactive and doing an excellent job.
Renovations:
During the heavy rainstorms, leaks from lobby windows were identified as workers attempted to begin installation of carpeting. 48 panes of glass had to removed and retrofitted. To replace glass would have cost $700-$1000 per pane.
Also had to level the floor, which was another unexpected cost.
Had to replace party room air handler but got a better deal from a previous contractor (versus the one carrying out the renovations. $8,000 versus $19,000)
New door security system: it will be about two months before the new system is operational.
Rentals in the building: need 21 more responses to determine number of rentals in building. Of the responses 78% of the units are at this time owner occupied.
Installation of TVs & audio equipment: will spend $19,000 – install two TVs, wireless microphones, keypads, speakers, DVD players.
Painting of balconies: Jim Santos has outlined a process for correcting problems with painting of balcony floors and ceilings. New products need to be used but old paint will have to be scraped and sanded.
Swimming Pool Management: After extensive research from Jim Santos, Board decided to renew the Aquafit contract.
Protective Covers for Garage Opener Mechanisms: Board approved purchase of protective covers.
Balcony Hardware: The Board decided to buy specially made aluminum braces to hold balcony planters. Many owners do not have these and want them while other may have braces that are causing rust to run down the balcony walls producing an unsightly mess. Owners would then be given opportunity to purchase the aluminum braces.
Rules for Private Contractors: Jim Santos is working on a set of rules for private contractors. This draft will come back to the Board for discussion/approval.
Emergency Generator: needs to be installed. Has to be coordinated with PEPCO. Will cause some elevator disruption.
Mendoza Engineering Study: still not complete.
Window-washing contract: Not decided. Board asked Santos to do additional research. Also there was some discussion about washing balcony doors and replacing certain screens.
ECA Website: Seth Levine expects to start testing the new website the week of August 23.
Meeting was held at the Friendship Heights Village Center.
This meeting ran pretty smoothly but it still took longer than originally planned. Most of the meeting involved small improvements to the building and deciding on contractors to accomplish these tasks. What is clear is that on-site manager Jim Santos is proactive and doing an excellent job.
Renovations:
During the heavy rainstorms, leaks from lobby windows were identified as workers attempted to begin installation of carpeting. 48 panes of glass had to removed and retrofitted. To replace glass would have cost $700-$1000 per pane.
Also had to level the floor, which was another unexpected cost.
Had to replace party room air handler but got a better deal from a previous contractor (versus the one carrying out the renovations. $8,000 versus $19,000)
New door security system: it will be about two months before the new system is operational.
Rentals in the building: need 21 more responses to determine number of rentals in building. Of the responses 78% of the units are at this time owner occupied.
Installation of TVs & audio equipment: will spend $19,000 – install two TVs, wireless microphones, keypads, speakers, DVD players.
Painting of balconies: Jim Santos has outlined a process for correcting problems with painting of balcony floors and ceilings. New products need to be used but old paint will have to be scraped and sanded.
Swimming Pool Management: After extensive research from Jim Santos, Board decided to renew the Aquafit contract.
Protective Covers for Garage Opener Mechanisms: Board approved purchase of protective covers.
Balcony Hardware: The Board decided to buy specially made aluminum braces to hold balcony planters. Many owners do not have these and want them while other may have braces that are causing rust to run down the balcony walls producing an unsightly mess. Owners would then be given opportunity to purchase the aluminum braces.
Rules for Private Contractors: Jim Santos is working on a set of rules for private contractors. This draft will come back to the Board for discussion/approval.
Emergency Generator: needs to be installed. Has to be coordinated with PEPCO. Will cause some elevator disruption.
Mendoza Engineering Study: still not complete.
Window-washing contract: Not decided. Board asked Santos to do additional research. Also there was some discussion about washing balcony doors and replacing certain screens.
ECA Website: Seth Levine expects to start testing the new website the week of August 23.
Wednesday, July 28, 2010
Notes from July 19 2010 ECA Board Meeting
Present at the meeting was the entire ECA Board, on-site manager Jim Santos, community manager Scott Murdoch
The most important item of interest is that the Board passed almost unanimously (only Charles Bressler abstained) a ceiling on the spending limit for "furniture" for the lobby-level renovation. The schedule puts delivery of these furnishings toward the end of the year.
Because this particular item went back and forth betwee two expenditure limits without clarity regarding what that expenditure included, ECA President Alexandra Kiety was consulted. She said in an email:
"The board approved an expenditure level for furnishings.
Naturally, that does not mean the expenditures will total upper limit. The
furnishing allowance includes all furnishings, draperies, light
fixtures, lamps, and art work. The carpeting has been included in the
construction budget. Ceiling tiles are not included."
Another important item is that all contractors, including our own in-house staff who do painting and small repairs, will need to show that they are licensed in the state of Maryland and prove they are insured before they begin working in individual units. Why? Accidents have happened within individual units that have proven costly to the Association.
The renovation is now scheduled for completion at the end of August. As of July 23, the following is going on:
-- Walls are being prepared for paint or wall cover.
-- Sound insulation has been installed.
-- Wiring in place for lighting and audio/video devices.
-- Door access control project has been approved.
After close review of several services, the Board approved a web site hosting service for the ECA. The service is AtHome.com based on the recommendation from Seth Levine and community manager Scott Murdoch.
Upcoming Issues:
The Board will be scheduling a briefing from Mendoza regarding the engineering report. Some small projects recommended by Mendoza will begin right away. One project concerns the heating/cooling system. Management is prioritizing the various recommendations.
The June minutes of the last ECA board meeting were not ready to be voted on. In fact a discussion of a process for how to handle these minutes took a considerable amount of meeting time.
NOTE from Karren Alenier:
Because the Association has not received enough information to understand what has been going on behind the scenes in the renovation, I feel the following communication from Sharon Bobb, who was on the advisory renovation committee, should be made public. This statement was read during the Committee Reports.
Alexandra, I would very much appreciate it if you would read the following email aloud at the Board meeting. Thank you, Sharon Bobb
I attended a meeting on Tuesday, July 12 at the Hartman Design Group, along with other members of the ad hoc Renovation Committee, members of the standing Refurbishment Committee, and two Board members (Al Muller and Molly Frantz). It was a long meeting as Hartman presented all the selections for furniture, lighting, window and wall coverings, and fabrics for each upholstered selection.
We asked Hartman to give us a design that would be elegant, classic, and timeless. We also asked that the furniture, floor and wall coverings, and fabrics stand the test of time in terms of durability. The work they have done to transform our home into a beautiful and functional living area is nothing short of remarkable. Here are some of the highlights:
1. Every piece of furniture selected was carefully chosen because of its comfort as well as its good looks, and Hartman specified additional padding for the sofas and chairs to make them even more comfortable and easy to get out of.
2. The fabrics and wall coverings were selected for their durability and ease of being cleaned and maintained. The strength and resilience of most of these items is being further enhanced by a special chemical application - not scotch guard – but something newer and infinitely more effective and durable. Best of all, in addition to being hard-wearing, these selections are stunningly beautiful.
3. The color palette is both calming and pleasing…..there is nothing selected that should offend anyone’s sense of style or color.
4. Hartman Group worked closely with lighting design experts to assure that we would have the best and most effective lighting in all areas…appropriately selected and appropriately placed. This work was completed in a very painstakingly and detailed manner.
5. Noting the interest our residents have in the lending library, Hartman designed a beautiful and functional book case that will accommodate many more books than we have today. In addition, they also provided us with a very large and beautiful table for residents to sit at in the library area, whether to look at the books or work on laptops, 6-8 upholstered chairs for use at that table…and, as well, provided electrical outlets for the laptops under the table…plugs that will be carefully hidden in the carpeting so as to keep the area aesthetically pleasing.
6. The lobby is being carefully wired for speakers to permit us to use a portable mike anywhere in the lobby.
7. The needs of card players were addressed with four beautiful card tables and accompanying chairs…all upholstered with handsome durable fabrics.
8. Hartman provided for a Business Center to house our copying machine and two computers (several residents have volunteered their computers for this use). This will be especially nice for residents who do not have computers, as they can use the Business Center computers to access our website when one is set up.
The result will be a new updated and elegant lobby – clean and bright – tastefully decorated – with a very warm and inviting feeling – a lobby with a variety of uses to please all of our residents’ differing tastes – a lobby we can be proud of. It will greatly enhance our property values for the benefit of all owners, and will significantly increase our quality of life.
All of this has been accomplished - remarkably - within our $1.2 million budget…..a feat not to be ignored. I believe that the owners owe a great debt of gratitude to Alexandra Kielty, Judy Gann, and Judi Barth for their contributions of considerable time and energy. It is because of their hard work that we are successfully accomplishing the first phase of this long-needed project in the Elizabeth.
The most important item of interest is that the Board passed almost unanimously (only Charles Bressler abstained) a ceiling on the spending limit for "furniture" for the lobby-level renovation. The schedule puts delivery of these furnishings toward the end of the year.
Because this particular item went back and forth betwee two expenditure limits without clarity regarding what that expenditure included, ECA President Alexandra Kiety was consulted. She said in an email:
"The board approved an expenditure level for furnishings.
Naturally, that does not mean the expenditures will total upper limit. The
furnishing allowance includes all furnishings, draperies, light
fixtures, lamps, and art work. The carpeting has been included in the
construction budget. Ceiling tiles are not included."
Another important item is that all contractors, including our own in-house staff who do painting and small repairs, will need to show that they are licensed in the state of Maryland and prove they are insured before they begin working in individual units. Why? Accidents have happened within individual units that have proven costly to the Association.
The renovation is now scheduled for completion at the end of August. As of July 23, the following is going on:
-- Walls are being prepared for paint or wall cover.
-- Sound insulation has been installed.
-- Wiring in place for lighting and audio/video devices.
-- Door access control project has been approved.
After close review of several services, the Board approved a web site hosting service for the ECA. The service is AtHome.com based on the recommendation from Seth Levine and community manager Scott Murdoch.
Upcoming Issues:
The Board will be scheduling a briefing from Mendoza regarding the engineering report. Some small projects recommended by Mendoza will begin right away. One project concerns the heating/cooling system. Management is prioritizing the various recommendations.
The June minutes of the last ECA board meeting were not ready to be voted on. In fact a discussion of a process for how to handle these minutes took a considerable amount of meeting time.
NOTE from Karren Alenier:
Because the Association has not received enough information to understand what has been going on behind the scenes in the renovation, I feel the following communication from Sharon Bobb, who was on the advisory renovation committee, should be made public. This statement was read during the Committee Reports.
Alexandra, I would very much appreciate it if you would read the following email aloud at the Board meeting. Thank you, Sharon Bobb
I attended a meeting on Tuesday, July 12 at the Hartman Design Group, along with other members of the ad hoc Renovation Committee, members of the standing Refurbishment Committee, and two Board members (Al Muller and Molly Frantz). It was a long meeting as Hartman presented all the selections for furniture, lighting, window and wall coverings, and fabrics for each upholstered selection.
We asked Hartman to give us a design that would be elegant, classic, and timeless. We also asked that the furniture, floor and wall coverings, and fabrics stand the test of time in terms of durability. The work they have done to transform our home into a beautiful and functional living area is nothing short of remarkable. Here are some of the highlights:
1. Every piece of furniture selected was carefully chosen because of its comfort as well as its good looks, and Hartman specified additional padding for the sofas and chairs to make them even more comfortable and easy to get out of.
2. The fabrics and wall coverings were selected for their durability and ease of being cleaned and maintained. The strength and resilience of most of these items is being further enhanced by a special chemical application - not scotch guard – but something newer and infinitely more effective and durable. Best of all, in addition to being hard-wearing, these selections are stunningly beautiful.
3. The color palette is both calming and pleasing…..there is nothing selected that should offend anyone’s sense of style or color.
4. Hartman Group worked closely with lighting design experts to assure that we would have the best and most effective lighting in all areas…appropriately selected and appropriately placed. This work was completed in a very painstakingly and detailed manner.
5. Noting the interest our residents have in the lending library, Hartman designed a beautiful and functional book case that will accommodate many more books than we have today. In addition, they also provided us with a very large and beautiful table for residents to sit at in the library area, whether to look at the books or work on laptops, 6-8 upholstered chairs for use at that table…and, as well, provided electrical outlets for the laptops under the table…plugs that will be carefully hidden in the carpeting so as to keep the area aesthetically pleasing.
6. The lobby is being carefully wired for speakers to permit us to use a portable mike anywhere in the lobby.
7. The needs of card players were addressed with four beautiful card tables and accompanying chairs…all upholstered with handsome durable fabrics.
8. Hartman provided for a Business Center to house our copying machine and two computers (several residents have volunteered their computers for this use). This will be especially nice for residents who do not have computers, as they can use the Business Center computers to access our website when one is set up.
The result will be a new updated and elegant lobby – clean and bright – tastefully decorated – with a very warm and inviting feeling – a lobby with a variety of uses to please all of our residents’ differing tastes – a lobby we can be proud of. It will greatly enhance our property values for the benefit of all owners, and will significantly increase our quality of life.
All of this has been accomplished - remarkably - within our $1.2 million budget…..a feat not to be ignored. I believe that the owners owe a great debt of gratitude to Alexandra Kielty, Judy Gann, and Judi Barth for their contributions of considerable time and energy. It is because of their hard work that we are successfully accomplishing the first phase of this long-needed project in the Elizabeth.
Wednesday, July 14, 2010
Notes from July 6 2010 Working Board Meeting
Present at the meeting was the entire ECA Board, on-site manager Jim Santos, community manager Scott Murdoch
This was an important working session of the ECA Board. They discussed the recommendations from the Mendoza engineering report which was well received from the Board.
Mendoza provided a list of items that need to be fixed, including a list of parts and system costs. Not included in the Mendoza report are labor costs.
Topping the list is replacement of the McQuay units. Other major items on the list are replacement of windows and doors and much needed repair of balconies. There are also many smaller and less costlier items that require action.
Our community manager Scott Murdoch has been tasked by the Board to develop a prioritized to-do list along with estimates for labor costs.
Replacement of McQuay units will probably be at the cost of each owner BUT
--the effort to replace the units must be in coordination with the complete over haul of the entire building's heating and cooling systems.
--Owners will be required to participate. This will not be an optional fix.
The bottom line from the Mendoza report is that we are more than 10-15 years overdue for repairing our building. This is a very serious situation.
Mendoza will provide a briefing to the ECA community. Stay tuned for more information on when that will take place.
This was an important working session of the ECA Board. They discussed the recommendations from the Mendoza engineering report which was well received from the Board.
Mendoza provided a list of items that need to be fixed, including a list of parts and system costs. Not included in the Mendoza report are labor costs.
Topping the list is replacement of the McQuay units. Other major items on the list are replacement of windows and doors and much needed repair of balconies. There are also many smaller and less costlier items that require action.
Our community manager Scott Murdoch has been tasked by the Board to develop a prioritized to-do list along with estimates for labor costs.
Replacement of McQuay units will probably be at the cost of each owner BUT
--the effort to replace the units must be in coordination with the complete over haul of the entire building's heating and cooling systems.
--Owners will be required to participate. This will not be an optional fix.
The bottom line from the Mendoza report is that we are more than 10-15 years overdue for repairing our building. This is a very serious situation.
Mendoza will provide a briefing to the ECA community. Stay tuned for more information on when that will take place.
Saturday, June 26, 2010
Summary of June 2010 Elizabeth Condo Board Meeting
Present at the meeting: Alexandra Kielty, Judi Barth, Charles Bressler (late), Molly Frantz, Monique Fridell, Seth Levine, Al Muller, Scott Murdoch, Jim Santos, recorder of meeting minutes.
Meeting was held in the party room of the Carleton Condominium.
Introduction of New Onsite Manager:
As of June 1, 2010, Jim Santos has replaced Mike Horan as the Elizabeth Condo Association onsite manager. He has significant construction management experience.
Lobby Renovation:
Work began on schedule June 2. HBW crew is working well. Everyone is pleased with their progress and their effort to contain the mess. They expect to finish the middle of August. One snafu was discovery that wiring behind the front desk was not up to code.
Public Space Door Replacement:
31 doors will be replaced.
Security:
House keys will be replaced by electronically coded key fobs. These can be controlled by software for appropriate access. This was an initiative advanced by Jim Santos.
Rental Unit Limitation:
The number of rental units must be determined and then controlled to preserve ECA property values.
Website Hosting:
Seth Levine is working on a recommendation to the Board for which website hosting ECA should enter into contract.
Front Desk:
The front desk was moved to accommodate the renovation work. ECA volunteers helped during the transition. These volunteers were coordinated by the Floor Captains Committee.
New Business:
The Board discussed and then approved allowing the Hartman Group to provide an estimate for developing a design for refurbishing the Fitness Room, Arcade and Pool areas.
Meeting was held in the party room of the Carleton Condominium.
Introduction of New Onsite Manager:
As of June 1, 2010, Jim Santos has replaced Mike Horan as the Elizabeth Condo Association onsite manager. He has significant construction management experience.
Lobby Renovation:
Work began on schedule June 2. HBW crew is working well. Everyone is pleased with their progress and their effort to contain the mess. They expect to finish the middle of August. One snafu was discovery that wiring behind the front desk was not up to code.
Public Space Door Replacement:
31 doors will be replaced.
Security:
House keys will be replaced by electronically coded key fobs. These can be controlled by software for appropriate access. This was an initiative advanced by Jim Santos.
Rental Unit Limitation:
The number of rental units must be determined and then controlled to preserve ECA property values.
Website Hosting:
Seth Levine is working on a recommendation to the Board for which website hosting ECA should enter into contract.
Front Desk:
The front desk was moved to accommodate the renovation work. ECA volunteers helped during the transition. These volunteers were coordinated by the Floor Captains Committee.
New Business:
The Board discussed and then approved allowing the Hartman Group to provide an estimate for developing a design for refurbishing the Fitness Room, Arcade and Pool areas.