THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting October 24, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Alfred Muller ........................Treasurer
Judith Barth .........................Director
Alexandra Kielty ...................Director
Others Present:
Gregory Roby ..............Senior Community Manager, Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
Call to Order: Mr. Levine called the meeting to order at 7:31 p.m.
Approval of Minutes:
MOTION Ms. Kielty moved, Ms. Barth seconded to approve the September 19, 2011 BOD meeting minutes. The motion passed with one abstention (5-0-1).
President’s Report: Mr. Levine welcomed new Community Manager, Greg Roby, and new Board member David Robinson. The recent reception for new residents and floor representatives was successful. The updated resident directory is available. On October 27, 2011, Hartman Design Group will present options for the hallway renovation. A Halloween party will be held on October 28 for children and grandchildren of residents.
Open Forum: No comments.
Community Management Report: The monthly report will include previous meeting minutes, an action item list for the Board, a calendar of events, and a list of service agreements. An operating statement review for September is also included, which shows a deficit of $46,422, projected against a deficit of $63,903, a favorable variance of 38%. At the end of September, there were 11 units with delinquencies in excess of $500, total $54,296, less than 1% of operations. The conversion to the C3 system is running smoothly.
General Manager’s Report: Mr. Santos reviewed the following items:
• Current work order delinquencies: Total is $860.50, which is less by $400 from last year. Of this, $273.50 is over 60 days delinquent.
• Capital Improvement Program: Ted Ariev, consultant to the Board for capital improvements, made a Power Point presentation of the basic plan, and stated that all construction and renovation projects are conducted similarly. (The presentation is available to residents in the management office.) Mr. Ariev will make a monthly progress reports to the Board.
• Trash Chutes: Trash room doors and compactors were steam cleaned at a cost of $2,190.00. Compactors require steel reinforcement to the hoppers, capital reserve expenditure.
MOTION Mr. Bressler moved, Ms. Kielty seconded to approve the proposal from Trash Masters, Inc. for $2,390.00. The motion passed unanimously.
• Emergency Generator: ECA is holding the final 10% payment of the contract with PowerServices, Inc. for the emergency generator installation.
MOTION Dr. Muller moved, Mr. Bressler seconded to approve payment of $3,419.00 to PowerServices, Inc. The motion passed unanimously.
• Snow Removal Contract: Management proposed renewing the contract with Mulheron Tree Experts for the 2011-2012 winter season. The rates are unchanged.
MOTION Dr. Muller moved, Ms. Barth seconded to approve the contract renewal with Mulheron Tree Experts. The motion passed unanimously.
• Balcony Planter Hangers:
MOTION Ms. Barth moved, Ms. Kielty seconded to purchase 50 hangers at a cost of $2,272.11 from ARC Solutions Welding. The motion passed with one abstention (5-0-1) from Mr. Robinson.
• Boiler Cleaning: Boilers are in need of cleaning and a combustion analysis test.
MOTION Mr. Bressler moved, Dr. Muller seconded to approve the proposal from Densel Company for $8,478, from operational reserves. The motion passed unanimously.
• Concrete Work: Repairs are needed to a concrete slab in the “ice melt” storage room areas above the G-1 arcade parking and one ceiling section on G-4.
MOTION Ms. Barth moved, Mr. Bressler seconded to approve the contract with HBW Group for $80,704.08 for the repairs. The motion passed unanimously.
• Elevator Work: Elevator equipment is original and fails periodically. Management recommends replacing elevator motor and upgrading doors.
MOTION Dr. Muller moved, Ms. Kielty seconded to approve the proposal from Otis Elevator for $265,411. The motion passed unanimously.
• By-Law Amendments: Management participated in a committee forum to review by-law amendment strategy. 75% approval is required to pass a by-law amendment.
• Swimming Pool Management: Management has provided five proposals to the Board. Mr. Roby recommended High Sierra or Winkler. Management will find out which company manages the Somerset pool. The discussion was tabled until next month.
• Construction Guideline Policy: Mr. Bressler and Mr. Santos met to flesh out the proposed policy. The definition of a contractor was further defined. Dr. Muller stated that the proposed policy needs to be distributed to all ECA members.
• Website: Bids from two contractors have been received; not all data has been received from a third bidder. The current contract expires in 30 days.
Treasurer’s Report: Dr. Muller reported that the auditors begin work today, and distributed a proposed Five-Year Capital Improvements Plan. He added that this is only a general guide, and that copies are available to residents in the management office.
MOTION Dr. Muller moved, Ms. Barth seconded to approve the proposed Five-Year Capital Improvement Plan to submit to the auditor. The motion passed unanimously.
New Business:
Exercise Room: Mr. Santos stated that the new equipment has been installed and asked residents to report any issues with the equipment.
Holiday Decorating: Mr. Santos asked the Board to being thinking about holiday decorating plans. Ms. Barth volunteered to assist.
Committee Reports:
Landscape: The landscaping at the circle has been updated. There have been concerns with the landscaping company. The committee welcomes resident feedback. The second phase is updating the planters on the east and west sides of the building, at a cost of $12,430. The current landscaping is young and should not be compared to more mature landscaping at other buildings.
MOTION Ms. Kielty moved, Ms. Barth seconded to approve the second phase of landscaping with Rupert Landscaping for $12,430. The motion passed unanimously.
Making a Difference (MAD): The committee will distribute a summary about the recycling programs with NAMI and A Wider Circle. A Box Party will be held on December 3, 2011 in the West lobby. On November 18, 2011 there will be a party in the lobby for Elizabeth children to make gifts to put into boxes for the homeless.
Energy Committee: The committee met recently to formulate the program for the coming year. Elevator fliers will continue. Staff will check the accuracy of thermostats in apartments.
Floor Representatives: A successful party was held to welcome new residents and to honor floor representatives.
Resident Comments:
A resident expressed concern about placement of some of the exercise equipment. Mr. Santos stated that he would look into it.
Adjournment:
The President adjourned the meeting at 9:46 p.m.
The initial draft of the minutes was prepared by Jana Bowcut of On the Record.
Respectfully submitted,
Ilo-Mai Harding
Board Secretary
Thursday, December 1, 2011
Tuesday, October 25, 2011
Summary of ECA Meeting October 24, 2011
In attendance: All board members except Ilo-Mai Harding were present. Mr. David Robinson, newly appointed to fill the vacancy after Molly Frantz resigned, was welcomed . Mr. Greg Roby, the new Legum and Norman senior community manager, was introduced and briefly detailed his 13 years of experience in management of high rise condos. He is presently on the BOD of the condo building in which he resides in Virginia. His report: the financial statement end of September $46,422 which is a deficit of $17,481 rather than the projected figure of $70,00.
President’s comments: Recent reception for floor reps and new residents well done, with over 125 residents attending. The new directories are available at the front desk; thanks to Wanda Powell for organizing the reception and Halloween party; a meeting this Thursday October 27 will present the Hartman group recommendations for refurbishment of hallways.
Five-Year Plan Discussion:
Because the independent auditors are beginning their field work this week, and therefore a capital improvement plan covering the next 5 years must be presented to them for review and inclusion in their report, the Treasurer recommended a 5-year plan which would:
1. Keep all previously planned capital improvements in place (landscaping, window repairs, concrete repairs, pump replacements, etc.), but move the “large” projects (excess of $1 million dollars) to future years. This plan was to reflect the impact of all capital expenses, large or small, on the reserve balance.
2. Move back the start date of any of the “large” capital improvement projects (hallway renovation, HVAC upgrades or window and door replacement) the reserve fund will have time to build a surplus when one of the “large” projects begin in 2012-2013.
3. Consider the recommended 5-year capital improvement plan as serving as a kind of strategy "guide" for the board and management (with some preventative measures in mind) until the next system failure or we are made aware of an issue not previously known (such as the WSSC sub-metering issue relating to commercial/residential customers, for which we expect to be granted a waiver.)
4. Speculate about "general assessment" increases (or lack thereof) for future years based on anticipated impact(s) on the reserve balance. This means considering no increase in annual fees, or fee increases of 1%, 3%, or 5% in years 2, 3, 4 & 5. (NOTE: ECA by-laws - like those of many if not most Maryland condominiums - prohibit the current board of directors from determining individual assessment amounts beyond the ECA's current fiscal year period: July 1 to June 30.)
Capital Improvement Project Review: Mr. Ted Ariev, a resident with architectural expertise, gave a Power Point presentation on capital improvements. Copies of his presentation are available, upon request, from the Management Office.
In brief, Mr. Ariev laid out the process/approach that should be followed on behalf of any project:
1. Define needs (hire consultants)
2. Blueprints (develop bid documents)
3. Work Implementation Plan (identify all costs, time, what to do)
4. Identify priorities and implement ( life, safety over all else), implement
5. Amend bylaws as needed, get money
6. Do all at once; funding to begin right away
General Manager’s Report: Most of the items listed in the General Manager’s Report were discussed and approved, including install steel reinforcement to trash compactors hoppers, payment of final invoice for emergency generators, re-new snow removal contract, buy balcony planter hangers (resident/owner expense), perform annual boiler cleaning and combustion analysis tests for both boilers, proceed with repairs to concrete slab in various garage areas. Of this list, repairs in the garage are the most costly item and is estimated at $80,704.
The board engaged in an extensive discussion concerning elevator repairs, ending in approval of the General Manager's plan to do them all at once, for a total cost of $265,411. Doing all at one time results in significant savings; there will be no cost for repairs for one year.
No decision was made on owner/contractor guidelines policy. The definition of who is a contractor was again discussed, along with questions about hours of work; but without resolution.
The General Manager participated in a committee forum to review bylaws. Director Kielty, who heads the Bylaws Review Committee, stated that during the committee's study of current bylaws, it was discovered that a bylaw amendment requires 75% approval (i.e., an affirmative vote of owners representing 75% of the total value of the condominium,) rather than the 65% approval previously thought.
Building Operations:
Considerable discussion on pool management, and whether the present pool management with a monthly contract was acceptable. Residents had both complaints (poor lifeguard performance, dirty,) and praise for aerobic instructor and early morning guard. The board decided to do further research and also explore other companies - particularly High Sierra and Winkler - rather than vote now.
Web site work is being evaluated (present contractor not acceptable).
Work on renewing FHA Certification is “creeping along”.
Committee Reports:
The Landscape Committee reported that it was continuing to work closely with Ruppert Landscape in order to "keep all feet to the fire" in terms of correcting and improving the planting in the front area. Ruppert replaced the Sedum this week, reconfigured the design in the circle, installed a fall rotation of Pansies, reattached the Pyracantha on the wall west of the residents' garage entrance, replaced the failing Armeria under the Arcade signboard with Liriope, removed the Barberry, removed the annual pink Begonias, and will be planting Daffodil and Tulip bulbs in the next several days.
Jim Rich explained that the committee, along with landscape designer, Bill Angelis, completed its deliberations for the Master Plan relating to the next two garden areas: the West Terrace and the East Terrace. A simple "woodlands" garden is planned for the mostly shady East Terrace, and the West Terrace will see the replacement of its "outgrown" crab apple trees with three Japanese dogwood trees. The intent is to make the West Terrace a nice extension of the West Lobby area in the warm seasons.
The board raised some concerns and questions about proceeding immediately with these next two areas. However, once everyone was clear that the costs were within the existing landscape budget, and that waiting two years or more was not desirable (to be sure that Ruppert's work in the front garden did in fact "mature" into something better than could be expected this first summer), the board voted to continue with the next two stages of the Master Plan, based on the financial plan as originally decided upon.
Plant material will be ordered by October 28, and will be planted by November 15.
The Energy Committee reported (Mary McGuire), and encouraged residents to join the committee to help advance efforts to save energy. She mentioned that when filters are replaced this fall, the engineers will also check the thermostats.
There are excellent environmental/energy seminars in Bethesda (Saturdays) and people are welcome to attend.
Helen Secrest gave a short summary of Floor Rep Committee; several floors need replacements, with one moving soon. The committee commends Wanda Powell, management and board for excellent job with the recent reception.
Notes included input from Helen Secrest and Mary McGuire
President’s comments: Recent reception for floor reps and new residents well done, with over 125 residents attending. The new directories are available at the front desk; thanks to Wanda Powell for organizing the reception and Halloween party; a meeting this Thursday October 27 will present the Hartman group recommendations for refurbishment of hallways.
Five-Year Plan Discussion:
Because the independent auditors are beginning their field work this week, and therefore a capital improvement plan covering the next 5 years must be presented to them for review and inclusion in their report, the Treasurer recommended a 5-year plan which would:
1. Keep all previously planned capital improvements in place (landscaping, window repairs, concrete repairs, pump replacements, etc.), but move the “large” projects (excess of $1 million dollars) to future years. This plan was to reflect the impact of all capital expenses, large or small, on the reserve balance.
2. Move back the start date of any of the “large” capital improvement projects (hallway renovation, HVAC upgrades or window and door replacement) the reserve fund will have time to build a surplus when one of the “large” projects begin in 2012-2013.
3. Consider the recommended 5-year capital improvement plan as serving as a kind of strategy "guide" for the board and management (with some preventative measures in mind) until the next system failure or we are made aware of an issue not previously known (such as the WSSC sub-metering issue relating to commercial/residential customers, for which we expect to be granted a waiver.)
4. Speculate about "general assessment" increases (or lack thereof) for future years based on anticipated impact(s) on the reserve balance. This means considering no increase in annual fees, or fee increases of 1%, 3%, or 5% in years 2, 3, 4 & 5. (NOTE: ECA by-laws - like those of many if not most Maryland condominiums - prohibit the current board of directors from determining individual assessment amounts beyond the ECA's current fiscal year period: July 1 to June 30.)
Capital Improvement Project Review: Mr. Ted Ariev, a resident with architectural expertise, gave a Power Point presentation on capital improvements. Copies of his presentation are available, upon request, from the Management Office.
In brief, Mr. Ariev laid out the process/approach that should be followed on behalf of any project:
1. Define needs (hire consultants)
2. Blueprints (develop bid documents)
3. Work Implementation Plan (identify all costs, time, what to do)
4. Identify priorities and implement ( life, safety over all else), implement
5. Amend bylaws as needed, get money
6. Do all at once; funding to begin right away
General Manager’s Report: Most of the items listed in the General Manager’s Report were discussed and approved, including install steel reinforcement to trash compactors hoppers, payment of final invoice for emergency generators, re-new snow removal contract, buy balcony planter hangers (resident/owner expense), perform annual boiler cleaning and combustion analysis tests for both boilers, proceed with repairs to concrete slab in various garage areas. Of this list, repairs in the garage are the most costly item and is estimated at $80,704.
The board engaged in an extensive discussion concerning elevator repairs, ending in approval of the General Manager's plan to do them all at once, for a total cost of $265,411. Doing all at one time results in significant savings; there will be no cost for repairs for one year.
No decision was made on owner/contractor guidelines policy. The definition of who is a contractor was again discussed, along with questions about hours of work; but without resolution.
The General Manager participated in a committee forum to review bylaws. Director Kielty, who heads the Bylaws Review Committee, stated that during the committee's study of current bylaws, it was discovered that a bylaw amendment requires 75% approval (i.e., an affirmative vote of owners representing 75% of the total value of the condominium,) rather than the 65% approval previously thought.
Building Operations:
Considerable discussion on pool management, and whether the present pool management with a monthly contract was acceptable. Residents had both complaints (poor lifeguard performance, dirty,) and praise for aerobic instructor and early morning guard. The board decided to do further research and also explore other companies - particularly High Sierra and Winkler - rather than vote now.
Web site work is being evaluated (present contractor not acceptable).
Work on renewing FHA Certification is “creeping along”.
Committee Reports:
The Landscape Committee reported that it was continuing to work closely with Ruppert Landscape in order to "keep all feet to the fire" in terms of correcting and improving the planting in the front area. Ruppert replaced the Sedum this week, reconfigured the design in the circle, installed a fall rotation of Pansies, reattached the Pyracantha on the wall west of the residents' garage entrance, replaced the failing Armeria under the Arcade signboard with Liriope, removed the Barberry, removed the annual pink Begonias, and will be planting Daffodil and Tulip bulbs in the next several days.
Jim Rich explained that the committee, along with landscape designer, Bill Angelis, completed its deliberations for the Master Plan relating to the next two garden areas: the West Terrace and the East Terrace. A simple "woodlands" garden is planned for the mostly shady East Terrace, and the West Terrace will see the replacement of its "outgrown" crab apple trees with three Japanese dogwood trees. The intent is to make the West Terrace a nice extension of the West Lobby area in the warm seasons.
The board raised some concerns and questions about proceeding immediately with these next two areas. However, once everyone was clear that the costs were within the existing landscape budget, and that waiting two years or more was not desirable (to be sure that Ruppert's work in the front garden did in fact "mature" into something better than could be expected this first summer), the board voted to continue with the next two stages of the Master Plan, based on the financial plan as originally decided upon.
Plant material will be ordered by October 28, and will be planted by November 15.
The Energy Committee reported (Mary McGuire), and encouraged residents to join the committee to help advance efforts to save energy. She mentioned that when filters are replaced this fall, the engineers will also check the thermostats.
There are excellent environmental/energy seminars in Bethesda (Saturdays) and people are welcome to attend.
Helen Secrest gave a short summary of Floor Rep Committee; several floors need replacements, with one moving soon. The committee commends Wanda Powell, management and board for excellent job with the recent reception.
Notes included input from Helen Secrest and Mary McGuire
September 2011 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting September 19, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Alfred Muller ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alexandra Kielty ...................Director
Others Present:
Lisa Kelly ...................Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
Call to Order: Mr. Levine called the meeting to order at 7:31 p.m.
Approval of Minutes:
MOTION Dr. Muller moved, Ms. Harding seconded to approve the August 15, 2011 regular meeting minutes. The motion passed with two abstentions, by Mr. Levine and Ms. Kielty (3-0-2).
President’s Report: Mr. Levine welcomed Ms. Kielty back to the Board. He added that the Board will meet in executive session to fill the remaining vacant seat.
Mr. Levine stated that the new exercise equipment has arrived. An engineering/architecture study has been commissioned, spearheaded by Ted Ariev. A reception is planned to thank all the floor representatives for their contributions. A quarterly newsletter will be published soon.
Treasurer’s Report: Dr. Muller stated that ECA funds are kept with Morgan Stanley. Each account has funds in CDs and money market accounts. The CDs are insured up to $250,000 by the FDIC. The money market funds are insured for $500,000. The combination of the operating account and the reserve fund is currently more than $400,000, which means funds will need to be transferred to a CD.
Management Report: Mr. Santos provided the following updates:
Legum and Norman is converting to a new accounting program, called C3. It will allow homeowners to view their accounts online and will be user-friendly for staff.
Mr. Santos noted two changes to the 2012-Attachment “A” in the management report: there will be a charge of $.75 for color copies, and a charge of $5.00 per unit per year for homeowners using Direct Debit services.
New: a listing to the BOD of all action items to be addressed at BOD meetings.
Some condos have a problem with water coming through the balcony doors, due to the negative grade of balconies. New glass doors with a higher threshold are ultimately needed, but the concrete on some balconies may need to be ground down. Caulk joints will also be checked and management may purchase sand bags to block water.
Work order delinquencies total $1435, with $344.50 being 60 days overdue.
A trainer, Ms. Duda, will be on-site on Saturday to train residents on the new exercise equipment. Her visit is complementary, but the ECA may want to hire her again for those who cannot attend. She is available for personal training as well.
The annual fire alarm test was performed in August and all devices passed. The annunciator control panel at the front desk may need replacing.
Management wishes to purchase a screen inventory of ten screens for all size windows and balcony doors.
MOTION Dr. Muller moved, Ms. Harding seconded, to purchase the screen inventory from Blaine Window for $3,884.16, dependent on legal counsel’s approval. The motion passed (5-1-0).
Management has requested a 3-month extension to the subscription with AtHomeNet, Inc. for web site hosting services. Another provider, Association Voice, is being considered. Mr. Santos will obtain pricing and information about other options by the next BOD meeting.
Mr. Santos asked for feedback from the Board regarding a pool management contract. The current contractor was the best price and is familiar with the pool. The BOD requested researching other options.
A test will be performed by HBW Group on Wednesday, September 21, to test the integrity of the concrete slab above the G-1 Arcade Parking. Approved cost: $1,633.00.
Mr. Santos stated that elevator car #5 on the East side was shut down for three weeks for repair. He recommended significant upgrades to all elevators totaling $268,000. Mr. Levine requested a detailed proposal.
Mr. Santos stated that the FHA certification expired on July 31, 2011, which was recently brought to his attention. Legal counsel recommended hiring FHA Pros to handle submitting the application with documents. Management approved the expense of $1,500, and this will be completed within 30 days.
New Business:
Ms. Kielty raised the issue of revising the by-laws with regard to McQuay unit replacement and offered to take the lead on amending the by-laws in coordination with Jim Santos and legal counsel.
Dr. Muller asked when Hartman Design Group will present their design for the hallway renovations. Ms. Barth will talk to the designers and get a couple of dates.
Committee Reports:
Landscape: The committee has met with the landscaping company (Ruppert) and discussed finishing the master plan. There will changes and improvements, such as moving plants. There is $10,000 budgeted for landscaping. The Japanese maple tree in the front circle will be moved to create room for plants in front of it.
Energy Committee: The committee has not met recently, but is waiting for directions from management. A new interim chair has been appointed.
Social Committee: There will be a Hallowe’en party on October 28, 2011 from 3:30 to 5:30 pm. All children in the building and residents’ grandchildren are invited.
Making a Difference (MAD): Another storage room has been cleaned out to hold furniture. A pick up is scheduled with A Wider Circle in a week. Donations to NAMI are going smoothly.
Exercise Committee: The new equipment has been installed. The trainer will be on-site on Saturday from 11:00 to 12:00 p.m.
Open Forum:
A resident asked if there have been any recent changes to the by-laws. Ms. Kielty clarified that the Board is just beginning to look into amendments to the by-laws.
A resident spoke in support of the elevator work, stating that broken elevators impose difficulty to the residents. The resident also stated that she needed clarification as to who is responsible for cleaning/replacing screens.
A resident expressed concern that residents do not know who the applicants are for BOD vacancies. The same resident added that one issue to be considered in changing the
by-laws is disallowing non-owners to serve on the Board. The resident also expressed concern about hallway renovation plans, an important budget issue.
A resident expressed frustration with the overall sound system at BOD meetings. The same resident also supported elevator refurbishment.
Ted Ariev, who has been tasked by the Board to identify and roadmap refurbishment projects, stressed that life, health and safety issues take precedence over everything else when considering ECA improvements.
Adjournment:
The President adjourned the meeting at 9:31 p.m.
Secretary, The Elizabeth Condominium Association, Inc.
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting September 19, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Alfred Muller ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alexandra Kielty ...................Director
Others Present:
Lisa Kelly ...................Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
Call to Order: Mr. Levine called the meeting to order at 7:31 p.m.
Approval of Minutes:
MOTION Dr. Muller moved, Ms. Harding seconded to approve the August 15, 2011 regular meeting minutes. The motion passed with two abstentions, by Mr. Levine and Ms. Kielty (3-0-2).
President’s Report: Mr. Levine welcomed Ms. Kielty back to the Board. He added that the Board will meet in executive session to fill the remaining vacant seat.
Mr. Levine stated that the new exercise equipment has arrived. An engineering/architecture study has been commissioned, spearheaded by Ted Ariev. A reception is planned to thank all the floor representatives for their contributions. A quarterly newsletter will be published soon.
Treasurer’s Report: Dr. Muller stated that ECA funds are kept with Morgan Stanley. Each account has funds in CDs and money market accounts. The CDs are insured up to $250,000 by the FDIC. The money market funds are insured for $500,000. The combination of the operating account and the reserve fund is currently more than $400,000, which means funds will need to be transferred to a CD.
Management Report: Mr. Santos provided the following updates:
Legum and Norman is converting to a new accounting program, called C3. It will allow homeowners to view their accounts online and will be user-friendly for staff.
Mr. Santos noted two changes to the 2012-Attachment “A” in the management report: there will be a charge of $.75 for color copies, and a charge of $5.00 per unit per year for homeowners using Direct Debit services.
New: a listing to the BOD of all action items to be addressed at BOD meetings.
Some condos have a problem with water coming through the balcony doors, due to the negative grade of balconies. New glass doors with a higher threshold are ultimately needed, but the concrete on some balconies may need to be ground down. Caulk joints will also be checked and management may purchase sand bags to block water.
Work order delinquencies total $1435, with $344.50 being 60 days overdue.
A trainer, Ms. Duda, will be on-site on Saturday to train residents on the new exercise equipment. Her visit is complementary, but the ECA may want to hire her again for those who cannot attend. She is available for personal training as well.
The annual fire alarm test was performed in August and all devices passed. The annunciator control panel at the front desk may need replacing.
Management wishes to purchase a screen inventory of ten screens for all size windows and balcony doors.
MOTION Dr. Muller moved, Ms. Harding seconded, to purchase the screen inventory from Blaine Window for $3,884.16, dependent on legal counsel’s approval. The motion passed (5-1-0).
Management has requested a 3-month extension to the subscription with AtHomeNet, Inc. for web site hosting services. Another provider, Association Voice, is being considered. Mr. Santos will obtain pricing and information about other options by the next BOD meeting.
Mr. Santos asked for feedback from the Board regarding a pool management contract. The current contractor was the best price and is familiar with the pool. The BOD requested researching other options.
A test will be performed by HBW Group on Wednesday, September 21, to test the integrity of the concrete slab above the G-1 Arcade Parking. Approved cost: $1,633.00.
Mr. Santos stated that elevator car #5 on the East side was shut down for three weeks for repair. He recommended significant upgrades to all elevators totaling $268,000. Mr. Levine requested a detailed proposal.
Mr. Santos stated that the FHA certification expired on July 31, 2011, which was recently brought to his attention. Legal counsel recommended hiring FHA Pros to handle submitting the application with documents. Management approved the expense of $1,500, and this will be completed within 30 days.
New Business:
Ms. Kielty raised the issue of revising the by-laws with regard to McQuay unit replacement and offered to take the lead on amending the by-laws in coordination with Jim Santos and legal counsel.
Dr. Muller asked when Hartman Design Group will present their design for the hallway renovations. Ms. Barth will talk to the designers and get a couple of dates.
Committee Reports:
Landscape: The committee has met with the landscaping company (Ruppert) and discussed finishing the master plan. There will changes and improvements, such as moving plants. There is $10,000 budgeted for landscaping. The Japanese maple tree in the front circle will be moved to create room for plants in front of it.
Energy Committee: The committee has not met recently, but is waiting for directions from management. A new interim chair has been appointed.
Social Committee: There will be a Hallowe’en party on October 28, 2011 from 3:30 to 5:30 pm. All children in the building and residents’ grandchildren are invited.
Making a Difference (MAD): Another storage room has been cleaned out to hold furniture. A pick up is scheduled with A Wider Circle in a week. Donations to NAMI are going smoothly.
Exercise Committee: The new equipment has been installed. The trainer will be on-site on Saturday from 11:00 to 12:00 p.m.
Open Forum:
A resident asked if there have been any recent changes to the by-laws. Ms. Kielty clarified that the Board is just beginning to look into amendments to the by-laws.
A resident spoke in support of the elevator work, stating that broken elevators impose difficulty to the residents. The resident also stated that she needed clarification as to who is responsible for cleaning/replacing screens.
A resident expressed concern that residents do not know who the applicants are for BOD vacancies. The same resident added that one issue to be considered in changing the
by-laws is disallowing non-owners to serve on the Board. The resident also expressed concern about hallway renovation plans, an important budget issue.
A resident expressed frustration with the overall sound system at BOD meetings. The same resident also supported elevator refurbishment.
Ted Ariev, who has been tasked by the Board to identify and roadmap refurbishment projects, stressed that life, health and safety issues take precedence over everything else when considering ECA improvements.
Adjournment:
The President adjourned the meeting at 9:31 p.m.
Secretary, The Elizabeth Condominium Association, Inc.
Saturday, September 24, 2011
Fitness Equipment Demo
Some of this equipment is not so straight forward in how to use it. Some basics to know:
--Warm up your muscles before you start lifting weights (e.g. walking)
--Adjust the resistance weight first thing BEFORE settling into the equipment.
--Start with a small amount of weight.
--Be sure to adjust your posture and align your head, spine, shoulders, abdomen, legs, knees, feet BEFORE you start exercising.
--Don't allow the weights to hit each other as you perform the exercise.
--Be aware of the pairs of exercises you need to coordinate to maintain exercise balance for your body.
--Perform the exercise with 8-12 repetition and do three 3 sets.
--Return equipment to neutral position when you are finished.
--Be sure to wipe down equipment with your towel as a courtesy to the next user.
Some of the aerobic equipment requires actual use before the screens will activate. (e.g. stationary bikes & stepping machines)
Treadmills
--Walk on the side rails and not the treadmill belt when you begin. After you adjust to the program you want, start the treadmill, and then step onto the moving belt.
--Know where the OFF switch/button is as the first order of business!
--Turn off the treadmill if you plan to step off the machine even if you only plan to retrieve your water bottle.
If you have never used a treadmill before, review safety caveats. Here is a website I found that might help:
http://www.austinfitmagazine.com/Fitness/Features/2009/March/How-To-Use-A-Treadmill-Safely-and-Effectively.html
One interesting point that Ms. Duda made was most of what these machines do can be successfully done without fancy equipment and much of it in the privacy of your home. The important thing is to know how to use the equipment safely and in accord with your body's capacity. Check with your doctor if you have any questions concerning your body requirements. Check with a personal trainer, like Ms. Dudo, if you want help with using the equipment and creating an exercise plan.
Ms. Duda said she would send info about how to estimate your requirements based on a chart she has. You can contact her at Barijene99@yahoo.com or 703-587-0993.
Wednesday, September 21, 2011
Summary of ECA Meeting September 19, 2011
*In attendance:
Board members--J. Barth, C. Bressler, I-M Harding, A. Kielty
A. Muller, & S. Levine
L&N reps.--J. Santos, General Mgr., & Lisa Kelly, Community
Mgr.
*Relatively small turnout of residents.
Board Positions:
*President Levine "welcomed back" to the board Alexandra Kielty, whom board members selected to fill the vacancy created by the resignation of Dr. Cockburn. She will serve until the next Annual Meeting election. Levine also stated that the board, in Executive Session later in the evening, would consider the selection of someone to fill the one remaining position, created by the resignation of Molly Frantz.
*New exercise equipment has been installed in the Exercise Room. Exercise equipment will be demonstrated on Saturday September 24 from 11 a.m. to noon. House manager is asking the person who will demonstrate the equipment to do a second session since the signup list included 50 people.
*Resident Ted Ariev accepted the invitation to work with management on the comprehensive engineering and architecture study.
*Helen Secrest (East Tower) & Karen Sollazzo (West Tower) have agreed to serve as co-chairs for the Floor Captains' Committee, following the resignations of long-serving Stephanie Olshan and Tobi Esler. A reception is being planned to honor all Elizabeth floor captains and newcomers who moved in to the Elizabeth since January 2010.
*Mary McQuire agreed to serve as co-chair of the Energy Committee, along with Joan Rosenbach.
*A newsletter, initially to be issued on a quarterly basis, is expected to be distributed in the near future, thanks to Jim Santos, General Manager, and the volunteer efforts of Barbara Pollack, a West Tower resident.
*Jim Santos reported that the Elizabeth is transitioning to new accounting software ("C3") which will allow residents to access their individual accounts online, and will allow all board members to see ECA financial information in "real time," instead of having to wait until a full edited report is produced for each month.
*A new charge of $5 per unit, per year will be levied on those who pay their monthly condominium fees by "direct debit or by paper coupon." Those who arrange to have condo fees paid directly from their banks to Legum & Norman will not have fees.
*A new Residents' Directory, currently with the printers, is expected to be distributed within the next 2-3 weeks.
*The board passed, pending review by legal counsel, a motion to purchase an inventory of various-sized window and balcony screens. Reserve expense of $3,884.
*The black box labelled "Management" - originally intended to be used for residents' "Suggestions" - has been moved from the hallway wall near the US Mail chute into the Business Center. Residents can use the box to leave any information for the Management Office that they might wish to have "secured," whether "suggestions," checks, or other documents. The box is kept locked and is checked daily by the General Manager or Assistant Manager.
*The board requested that management seek bids on pool management for the 2011-2012 period.
*There was spirited discussion among board members, and later by residents, concerning management's proposal that elevator (hoisting) motor replacements and elevator door upgrades - currently in the 5-year Reserve Plan - be carried out by June 2012. The proposal to "move up" the dates for these replacements was based on information coming from the recent East Tower elevator failure which kept the elevator out of commission for 3 weeks. No decision reached.
*Based on legal counsel's recommendation, management approved a $1,500 fee for "FHA Pros" to handle the new "reapplication" process and document filing now required, under changes in the law, for FHA Certification. Once the application-cum-documents has been completed by FHA Pros, our own counsel will still have certain legal services to render before the certification can be issued.
*With respect to those balconies where water ponds near the door, and until corrective modifications can be implemented, management has sand bags available for residents' emergency use.
*Reports were presented by three committees: Landscape, Energy, and Social.
Landscape Committee met with Ruppert landscaper to review master plan and the plants currently at the front of the building. Fall planting of annuals and other activities must be finished by November 1. After that Ruppert says there can be no planting activities until spring.
Social Committee will sponsor a Halloween party for Elizabeth children. Details to follow.
(Notes were prepared by Linda Kontnier)
Board members--J. Barth, C. Bressler, I-M Harding, A. Kielty
A. Muller, & S. Levine
L&N reps.--J. Santos, General Mgr., & Lisa Kelly, Community
Mgr.
*Relatively small turnout of residents.
Board Positions:
*President Levine "welcomed back" to the board Alexandra Kielty, whom board members selected to fill the vacancy created by the resignation of Dr. Cockburn. She will serve until the next Annual Meeting election. Levine also stated that the board, in Executive Session later in the evening, would consider the selection of someone to fill the one remaining position, created by the resignation of Molly Frantz.
*New exercise equipment has been installed in the Exercise Room. Exercise equipment will be demonstrated on Saturday September 24 from 11 a.m. to noon. House manager is asking the person who will demonstrate the equipment to do a second session since the signup list included 50 people.
*Resident Ted Ariev accepted the invitation to work with management on the comprehensive engineering and architecture study.
*Helen Secrest (East Tower) & Karen Sollazzo (West Tower) have agreed to serve as co-chairs for the Floor Captains' Committee, following the resignations of long-serving Stephanie Olshan and Tobi Esler. A reception is being planned to honor all Elizabeth floor captains and newcomers who moved in to the Elizabeth since January 2010.
*Mary McQuire agreed to serve as co-chair of the Energy Committee, along with Joan Rosenbach.
*A newsletter, initially to be issued on a quarterly basis, is expected to be distributed in the near future, thanks to Jim Santos, General Manager, and the volunteer efforts of Barbara Pollack, a West Tower resident.
*Jim Santos reported that the Elizabeth is transitioning to new accounting software ("C3") which will allow residents to access their individual accounts online, and will allow all board members to see ECA financial information in "real time," instead of having to wait until a full edited report is produced for each month.
*A new charge of $5 per unit, per year will be levied on those who pay their monthly condominium fees by "direct debit or by paper coupon." Those who arrange to have condo fees paid directly from their banks to Legum & Norman will not have fees.
*A new Residents' Directory, currently with the printers, is expected to be distributed within the next 2-3 weeks.
*The board passed, pending review by legal counsel, a motion to purchase an inventory of various-sized window and balcony screens. Reserve expense of $3,884.
*The black box labelled "Management" - originally intended to be used for residents' "Suggestions" - has been moved from the hallway wall near the US Mail chute into the Business Center. Residents can use the box to leave any information for the Management Office that they might wish to have "secured," whether "suggestions," checks, or other documents. The box is kept locked and is checked daily by the General Manager or Assistant Manager.
*The board requested that management seek bids on pool management for the 2011-2012 period.
*There was spirited discussion among board members, and later by residents, concerning management's proposal that elevator (hoisting) motor replacements and elevator door upgrades - currently in the 5-year Reserve Plan - be carried out by June 2012. The proposal to "move up" the dates for these replacements was based on information coming from the recent East Tower elevator failure which kept the elevator out of commission for 3 weeks. No decision reached.
*Based on legal counsel's recommendation, management approved a $1,500 fee for "FHA Pros" to handle the new "reapplication" process and document filing now required, under changes in the law, for FHA Certification. Once the application-cum-documents has been completed by FHA Pros, our own counsel will still have certain legal services to render before the certification can be issued.
*With respect to those balconies where water ponds near the door, and until corrective modifications can be implemented, management has sand bags available for residents' emergency use.
*Reports were presented by three committees: Landscape, Energy, and Social.
Landscape Committee met with Ruppert landscaper to review master plan and the plants currently at the front of the building. Fall planting of annuals and other activities must be finished by November 1. After that Ruppert says there can be no planting activities until spring.
Social Committee will sponsor a Halloween party for Elizabeth children. Details to follow.
(Notes were prepared by Linda Kontnier)
August 2011 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting August 15, 2011
Board Present:
Charles Bressler ...................Vice President
Molly Frantz ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alfred Muller ........................Director
Board Absent:
Seth Levine ..........................President
Others Present:
Lisa Kelly ...................Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
Call to Order: Mr. Bressler called the meeting to order at 7:31 p.m.
Approval of Minutes:
The following motions were made with regard to the June 23, 2011 regular meeting minutes:
MOTION Dr. Muller moved, Ms. Barth seconded to approve a change on page 5 regarding workman’s compensation. The motion should state that the proposal from the John Manougian Insurance Agency was accepted at a cost of $7989. The other insurance proposal considered was for $7960. The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to amend the motion concerning APPI to authorize Legum and Norman to share electricity information with APPI. The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to amend a motion regarding document shredding and should read: “Dr. Cockburn moved, Mr. Bressler seconded to accept the proposal from GMR for $686 to shred outdated ECA documents as identified by Mr. Santos.” The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to amend a motion on page 6 to read: “Ms. Frantz moved to reaffirm the e-mail approval of the replacement of the high and low zone circulating pumps for domestic hot water by the Denzel Company at a cost of $9,326.00.” The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to include the cost of $929.96 to Odyssey Restoration. The motion passed unanimously (5-0-0).
MOTION Dr. Muller moved, Mr. Bressler seconded to approve the June 23, 2011 regular meeting minutes. The motion passed unanimously (5-0-0).
The following changes were made with regard to the July 18, 2011 regular meeting minutes:
Dr. Muller inquired about the accuracy of the treasurer’s report with regard to the budget being exceeded by $61,000. Ms. Frantz stated that she would review this.
MOTION Ms. Frantz moved, Dr. Muller seconded to amend a motion to read: ”Ms. Frantz moved, Dr. Muller seconded to approve the DeLeon and Stang proposal to develop a cost basis adjustment letter at a maximum cost of $2000.” The motion passed unanimously.
MOTION Ms. Frantz moved, Mr. Bressler seconded to include the names of the two terminated contracts, and to include the name of the Unifirst Uniform company. The motion passed with one objection by Dr. Muller (4-0-1)
MOTION Dr. Muller moved, Mr. Bressler seconded to approve the July 18, 2011 regular meeting minutes as amended. The motion passed unanimously (5-0-0).
Mr. Santos stated that he will make all corrections to the two sets of meeting minutes and will then give to the Secretary for signature.
President’s Report:
No Report.
Treasurer’s Report: Ms. Frantz read the following report:
I do not have any expenditure data to share with you tonight, as the preliminary July financials will not be prepared and shared by L&N until the FY 2011 financials are finalized. They are expected to be finalized this month.
DeLeon & Stang, our auditor, will initiate the FY 2011 Audit with three days at the Elizabeth starting Monday, September 19, 2011.
The end is in sight regarding our biggest outstanding delinquency. The property went to auction this month. There is a 60 to 90 day build-in delay for settlement to allow the delinquent owner the opportunity to settle his account with the bank. Once settlement occurs, we will know if the Association will recoup any of the debt owed and how much we will have to write off. The “current” amount owed the ECA is $36,275.88. This amount constitutes 52% of the amount owed the Elizabeth by delinquent owners as of August 9, 2011.
Our General Manager and Assistant General Manager are to be commended for their continuing success in collecting outstanding work order delinquencies. The current outstanding balance is $607.50, down from $830.50 last month.
In July I asked L&N to prepare a report indicating who received delinquency late notices. Over the past two fiscal years, L&N has sent out 649 late notices, 357 end-of-month balance due notices, and 21 demand for payment of delinquent account letters with a billed expense to the Elizabeth that appears to be $10,104. This topic will be addressed under New Business tonight.
L&N failed to increase the amount of assessments to be transferred into the Reserve Fund account in July beyond the FY 2011 monthly amount of $82,655. A second payment of $36,350.83 was transferred on August 1 and the August transfer of $119,195.83 was received on August 5. I just discovered that the sum of the two payments for July exceeds the amount of the August payment and have asked Lisa Kelly to look into this.
Ms. Frantz also indicated that she has submitted a resignation letter to board president, Seth Levine. Ms. Frantz read the letter to all meeting attendees, which indicated that her resignation was effective at the close of the board meeting.
Comments from Floor:
-Lisa Kelly introduced herself as the new community manager from Legum and Norman. She stated that she brings 13 years of property management experience and is looking forward to working with the Elizabeth Condominium Association.
-A resident stated that she is not in favor of renewing the contract for website management. She added that the current website is difficult to use and does not provide a mechanism for handling packages.
-A resident read statements from Greg Pearson of Harkins Builders and Lester Hunckley, a licensed engineer, regarding deteriorating concrete in the garage. The G1 level ceiling and some concrete on the G4 level have structural deficiencies. Mr. Santos responded that the concrete is failing due to the storing of salt combined with moisture in the eastern section of the garage. Loose concrete has been removed and some preliminary investigations have been done to see the extent of the damage. Mr. Santos is in the process of getting proposals to have the work done. He has involved both Harkins Builders and HBW.
-The same resident expressed concern that focusing on the windows and doors without understanding the possible effects on the HVAC system could be problematic. The resident asked the Board to delay replacing the windows and doors until an integrated plan is in place and the funds are available to do the project.
-Another resident requested that all construction be delayed until an in-depth study of the building’s infrastructure is conducted. The previous Mendoza report was cursory and the Association needs a prioritized list of items to address. Architects and engineers should also be involved in the process. Ms. Barth stated that the Board met with the attorney from Lerch Early, who advised hiring an engineering and architectural firm before the Association goes any further with bank loans and assessments. The Board agrees that work cannot be done until a complete study is conducted and a design is put in place by an architect and engineers. Another resident, who is an economist, stated that any plan should include possible alternatives to know what the trade-offs are.
-A resident suggested that an industrial hygienist also be involved in the planning. She is aware that there is mold in the building, which will have to be addressed.
-Ms. Frantz reminded residents that funds will need to be collected to these future projects. She also suggested that a multi-disciplinary firm be considered, that would include architects and engineers and would be able to address environmental concerns.
MOTION Dr. Muller moved, Mr. Bressler seconded to request Mr. Santos to work with Mr. Ariev, an experienced Elizabeth resident to devise an RFP to be used in developing a comprehensive plan. The motion passed unanimously.
-A resident stated that the proposed contractor guidelines are wordy and difficult to understand. Instead, the resident suggested sending a notice to owners that all contracts with outside contractors must include certain requirements and must be submitted to management before beginning construction. Residents would not be allowed to reserve the elevator until this is submitted.
-Another resident stated that the Association is need of a policy that addresses incidents where neighbors refuse to pay for damage they cause on the property of another neighbor.
-A question was raised about when the board vacancies will be filled. Dr. Muller stated that it will be discussed in the subsequent executive session. Four candidates have submitted desires to serve on the Board.
-A resident inquired if there have been any changes in the percentages required to amend by-laws. Management stated that there are no changes.
Old Business:
1) Contractor guidelines- Ms. Barth stated that management and the insurance company have discussed the need for this document. She added that the original document was written by the Association’s legal counsel in a way to best protect the Association and its owners.
Dr. Muller reviewed some of the feedback received on the guidelines. Issues discussed were:
-The definition of a contractor, and who is covered should be more specific
-Restricting work to 8:00am to 5:00pm should be for only noise-related work
-Concerns about noxious odors
-Changing the term “residents” to “owners”
-Perception that the document was geared more to owners than contractors
-Charging a fee for management’s assistance with building logistics
-Treating all contractors the same regardless of the scope of work
-Owners who are delinquent in their fees should not be given approval to reserve elevators
Management will incorporate all comments from owners and board members by the next meeting.
2) General Manager’s Report-
-Mr. Santos stated that a condominium suffered damage to its kitchen after a February main drain back-up. All bills were submitted and the insurance carrier offered to cover $5200, and given the $5000 deductible, the Board agreed to not submit a claim. Mr. Santos asked that the Board consider a $1200 allowance to the owner to replace the kitchen floor because of damage caused by the staff and plumbing company when snaking the drain. The total cost of the work will be $1500, but only a $1200 allowance is being asked for.
MOTION Mr. Bressler moved, Ms. Barth seconded to accept the $1200 allowance to the owner of Unit #911. The motion was approved unanimously (5-0-0).
-Mr. Santos stated that the current website does have some limitations and would be more user-friendly if management could communicate with residents about packages. The current site also does not archive or track work orders. Mr. Levine was involved in this process. Mr. Santos stated that he will start researching companies.
Mr. Bressler suggested that a slip be placed in residents mailboxes to notify them that they have a package waiting. Ms. Kelly suggested a system of using blank keys in mailboxes to notify residents. Mr. Santos stated that he is wary of touching mailboxes due to Federal restrictions against anyone other than the postal carrier or resident may access the mailbox. Ms. Kelly also suggested using a website and bar code scanner that would send e-mails to owners about packages. However, this requires owners to register on the website. Mr. Santos stated that the office and front desk are now sharing an Outlook calendar for better coordination, and agreed that perhaps a different website might be helpful.
MOTION Dr. Muller moved, Mr. Bressler seconded to approve the resolution on speaking as presented by the Association’s legal counsel, which requires all owner comments to be limited to three minutes, unless the president allows otherwise. The motion passed unanimously.
Committee Reports:
Energy Conservation Committee: The committee solicited and received proposals for determining the extent of mold in the Elizabeth. However, given the discussions about developing a comprehensive plan for the building, the committee will wait on this. This work will also need to be timed correctly with when mold is present in the building, mostly in July and August.
Landscape Committee: The committee is considering some signs to alert dog owners to keep pets off of the landscaping. By next month’s meeting, the committee should have further news about the landscaping master plan. There are a number of plants that need to be replaced, but cannot be done in the summer, and will therefore wait until fall.
Dr. Muller inquired about a notification from Legum and Norman regarding providing written notice to residents, and posting signs with new smoking laws in common areas. Ms. Kelly stated that these are specific to exterior areas, such as playgrounds and pool areas. Mr. Santos stated that some signs are already posted and a sign has been ordered to be placed closer to the swimming pool. Management will identify other areas in need of signs.
Newsletter Committee: Mr. Santos recently met with owners involved with the newsletter, and they are committed to launch it by September 1.
Making a Difference (MAD): Mr. Santos stated that regular pick-up of donations is occurring.
Exercise Committee: Mr. Santos reported that new equipment is on the way. However, with Verizon technicians on strike, cables cannot be installed on the monitors for some of the equipment. Once the equipment is in place, there will be an orientation by trainers to teach residents how to use it.
New Business:
Ms. Frantz stated that she recently received data from Legum and Norman regarding the number of letters sent regarding delinquencies. A demand notice, which warns an owner that the matter will be turned over to legal counsel has a $50 charge, which is charged to the delinquent owner.
However, late notices and end-of-month letters to remind owners that they have not paid, have a $9 charge for each, which the Association pays. Mr. Frantz suggested possibly changing fee procedures and when appropriate, charging these fees to the delinquent owners.
MOTION Ms. Frantz moved, Mr. Bressler seconded for management to research and develop a proposal on how to best collect these fees. The motion passed unanimously.
Adjournment:
The Vice-President adjourned the meeting at 9:24 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,
Ilo-Mai Harding, Board Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting August 15, 2011
Board Present:
Charles Bressler ...................Vice President
Molly Frantz ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alfred Muller ........................Director
Board Absent:
Seth Levine ..........................President
Others Present:
Lisa Kelly ...................Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
Call to Order: Mr. Bressler called the meeting to order at 7:31 p.m.
Approval of Minutes:
The following motions were made with regard to the June 23, 2011 regular meeting minutes:
MOTION Dr. Muller moved, Ms. Barth seconded to approve a change on page 5 regarding workman’s compensation. The motion should state that the proposal from the John Manougian Insurance Agency was accepted at a cost of $7989. The other insurance proposal considered was for $7960. The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to amend the motion concerning APPI to authorize Legum and Norman to share electricity information with APPI. The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to amend a motion regarding document shredding and should read: “Dr. Cockburn moved, Mr. Bressler seconded to accept the proposal from GMR for $686 to shred outdated ECA documents as identified by Mr. Santos.” The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to amend a motion on page 6 to read: “Ms. Frantz moved to reaffirm the e-mail approval of the replacement of the high and low zone circulating pumps for domestic hot water by the Denzel Company at a cost of $9,326.00.” The motion passed unanimously (5-0-0).
MOTION Ms. Frantz moved, Dr. Muller seconded to include the cost of $929.96 to Odyssey Restoration. The motion passed unanimously (5-0-0).
MOTION Dr. Muller moved, Mr. Bressler seconded to approve the June 23, 2011 regular meeting minutes. The motion passed unanimously (5-0-0).
The following changes were made with regard to the July 18, 2011 regular meeting minutes:
Dr. Muller inquired about the accuracy of the treasurer’s report with regard to the budget being exceeded by $61,000. Ms. Frantz stated that she would review this.
MOTION Ms. Frantz moved, Dr. Muller seconded to amend a motion to read: ”Ms. Frantz moved, Dr. Muller seconded to approve the DeLeon and Stang proposal to develop a cost basis adjustment letter at a maximum cost of $2000.” The motion passed unanimously.
MOTION Ms. Frantz moved, Mr. Bressler seconded to include the names of the two terminated contracts, and to include the name of the Unifirst Uniform company. The motion passed with one objection by Dr. Muller (4-0-1)
MOTION Dr. Muller moved, Mr. Bressler seconded to approve the July 18, 2011 regular meeting minutes as amended. The motion passed unanimously (5-0-0).
Mr. Santos stated that he will make all corrections to the two sets of meeting minutes and will then give to the Secretary for signature.
President’s Report:
No Report.
Treasurer’s Report: Ms. Frantz read the following report:
I do not have any expenditure data to share with you tonight, as the preliminary July financials will not be prepared and shared by L&N until the FY 2011 financials are finalized. They are expected to be finalized this month.
DeLeon & Stang, our auditor, will initiate the FY 2011 Audit with three days at the Elizabeth starting Monday, September 19, 2011.
The end is in sight regarding our biggest outstanding delinquency. The property went to auction this month. There is a 60 to 90 day build-in delay for settlement to allow the delinquent owner the opportunity to settle his account with the bank. Once settlement occurs, we will know if the Association will recoup any of the debt owed and how much we will have to write off. The “current” amount owed the ECA is $36,275.88. This amount constitutes 52% of the amount owed the Elizabeth by delinquent owners as of August 9, 2011.
Our General Manager and Assistant General Manager are to be commended for their continuing success in collecting outstanding work order delinquencies. The current outstanding balance is $607.50, down from $830.50 last month.
In July I asked L&N to prepare a report indicating who received delinquency late notices. Over the past two fiscal years, L&N has sent out 649 late notices, 357 end-of-month balance due notices, and 21 demand for payment of delinquent account letters with a billed expense to the Elizabeth that appears to be $10,104. This topic will be addressed under New Business tonight.
L&N failed to increase the amount of assessments to be transferred into the Reserve Fund account in July beyond the FY 2011 monthly amount of $82,655. A second payment of $36,350.83 was transferred on August 1 and the August transfer of $119,195.83 was received on August 5. I just discovered that the sum of the two payments for July exceeds the amount of the August payment and have asked Lisa Kelly to look into this.
Ms. Frantz also indicated that she has submitted a resignation letter to board president, Seth Levine. Ms. Frantz read the letter to all meeting attendees, which indicated that her resignation was effective at the close of the board meeting.
Comments from Floor:
-Lisa Kelly introduced herself as the new community manager from Legum and Norman. She stated that she brings 13 years of property management experience and is looking forward to working with the Elizabeth Condominium Association.
-A resident stated that she is not in favor of renewing the contract for website management. She added that the current website is difficult to use and does not provide a mechanism for handling packages.
-A resident read statements from Greg Pearson of Harkins Builders and Lester Hunckley, a licensed engineer, regarding deteriorating concrete in the garage. The G1 level ceiling and some concrete on the G4 level have structural deficiencies. Mr. Santos responded that the concrete is failing due to the storing of salt combined with moisture in the eastern section of the garage. Loose concrete has been removed and some preliminary investigations have been done to see the extent of the damage. Mr. Santos is in the process of getting proposals to have the work done. He has involved both Harkins Builders and HBW.
-The same resident expressed concern that focusing on the windows and doors without understanding the possible effects on the HVAC system could be problematic. The resident asked the Board to delay replacing the windows and doors until an integrated plan is in place and the funds are available to do the project.
-Another resident requested that all construction be delayed until an in-depth study of the building’s infrastructure is conducted. The previous Mendoza report was cursory and the Association needs a prioritized list of items to address. Architects and engineers should also be involved in the process. Ms. Barth stated that the Board met with the attorney from Lerch Early, who advised hiring an engineering and architectural firm before the Association goes any further with bank loans and assessments. The Board agrees that work cannot be done until a complete study is conducted and a design is put in place by an architect and engineers. Another resident, who is an economist, stated that any plan should include possible alternatives to know what the trade-offs are.
-A resident suggested that an industrial hygienist also be involved in the planning. She is aware that there is mold in the building, which will have to be addressed.
-Ms. Frantz reminded residents that funds will need to be collected to these future projects. She also suggested that a multi-disciplinary firm be considered, that would include architects and engineers and would be able to address environmental concerns.
MOTION Dr. Muller moved, Mr. Bressler seconded to request Mr. Santos to work with Mr. Ariev, an experienced Elizabeth resident to devise an RFP to be used in developing a comprehensive plan. The motion passed unanimously.
-A resident stated that the proposed contractor guidelines are wordy and difficult to understand. Instead, the resident suggested sending a notice to owners that all contracts with outside contractors must include certain requirements and must be submitted to management before beginning construction. Residents would not be allowed to reserve the elevator until this is submitted.
-Another resident stated that the Association is need of a policy that addresses incidents where neighbors refuse to pay for damage they cause on the property of another neighbor.
-A question was raised about when the board vacancies will be filled. Dr. Muller stated that it will be discussed in the subsequent executive session. Four candidates have submitted desires to serve on the Board.
-A resident inquired if there have been any changes in the percentages required to amend by-laws. Management stated that there are no changes.
Old Business:
1) Contractor guidelines- Ms. Barth stated that management and the insurance company have discussed the need for this document. She added that the original document was written by the Association’s legal counsel in a way to best protect the Association and its owners.
Dr. Muller reviewed some of the feedback received on the guidelines. Issues discussed were:
-The definition of a contractor, and who is covered should be more specific
-Restricting work to 8:00am to 5:00pm should be for only noise-related work
-Concerns about noxious odors
-Changing the term “residents” to “owners”
-Perception that the document was geared more to owners than contractors
-Charging a fee for management’s assistance with building logistics
-Treating all contractors the same regardless of the scope of work
-Owners who are delinquent in their fees should not be given approval to reserve elevators
Management will incorporate all comments from owners and board members by the next meeting.
2) General Manager’s Report-
-Mr. Santos stated that a condominium suffered damage to its kitchen after a February main drain back-up. All bills were submitted and the insurance carrier offered to cover $5200, and given the $5000 deductible, the Board agreed to not submit a claim. Mr. Santos asked that the Board consider a $1200 allowance to the owner to replace the kitchen floor because of damage caused by the staff and plumbing company when snaking the drain. The total cost of the work will be $1500, but only a $1200 allowance is being asked for.
MOTION Mr. Bressler moved, Ms. Barth seconded to accept the $1200 allowance to the owner of Unit #911. The motion was approved unanimously (5-0-0).
-Mr. Santos stated that the current website does have some limitations and would be more user-friendly if management could communicate with residents about packages. The current site also does not archive or track work orders. Mr. Levine was involved in this process. Mr. Santos stated that he will start researching companies.
Mr. Bressler suggested that a slip be placed in residents mailboxes to notify them that they have a package waiting. Ms. Kelly suggested a system of using blank keys in mailboxes to notify residents. Mr. Santos stated that he is wary of touching mailboxes due to Federal restrictions against anyone other than the postal carrier or resident may access the mailbox. Ms. Kelly also suggested using a website and bar code scanner that would send e-mails to owners about packages. However, this requires owners to register on the website. Mr. Santos stated that the office and front desk are now sharing an Outlook calendar for better coordination, and agreed that perhaps a different website might be helpful.
MOTION Dr. Muller moved, Mr. Bressler seconded to approve the resolution on speaking as presented by the Association’s legal counsel, which requires all owner comments to be limited to three minutes, unless the president allows otherwise. The motion passed unanimously.
Committee Reports:
Energy Conservation Committee: The committee solicited and received proposals for determining the extent of mold in the Elizabeth. However, given the discussions about developing a comprehensive plan for the building, the committee will wait on this. This work will also need to be timed correctly with when mold is present in the building, mostly in July and August.
Landscape Committee: The committee is considering some signs to alert dog owners to keep pets off of the landscaping. By next month’s meeting, the committee should have further news about the landscaping master plan. There are a number of plants that need to be replaced, but cannot be done in the summer, and will therefore wait until fall.
Dr. Muller inquired about a notification from Legum and Norman regarding providing written notice to residents, and posting signs with new smoking laws in common areas. Ms. Kelly stated that these are specific to exterior areas, such as playgrounds and pool areas. Mr. Santos stated that some signs are already posted and a sign has been ordered to be placed closer to the swimming pool. Management will identify other areas in need of signs.
Newsletter Committee: Mr. Santos recently met with owners involved with the newsletter, and they are committed to launch it by September 1.
Making a Difference (MAD): Mr. Santos stated that regular pick-up of donations is occurring.
Exercise Committee: Mr. Santos reported that new equipment is on the way. However, with Verizon technicians on strike, cables cannot be installed on the monitors for some of the equipment. Once the equipment is in place, there will be an orientation by trainers to teach residents how to use it.
New Business:
Ms. Frantz stated that she recently received data from Legum and Norman regarding the number of letters sent regarding delinquencies. A demand notice, which warns an owner that the matter will be turned over to legal counsel has a $50 charge, which is charged to the delinquent owner.
However, late notices and end-of-month letters to remind owners that they have not paid, have a $9 charge for each, which the Association pays. Mr. Frantz suggested possibly changing fee procedures and when appropriate, charging these fees to the delinquent owners.
MOTION Ms. Frantz moved, Mr. Bressler seconded for management to research and develop a proposal on how to best collect these fees. The motion passed unanimously.
Adjournment:
The Vice-President adjourned the meeting at 9:24 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,
Ilo-Mai Harding, Board Secretary
Friday, September 16, 2011
July 2011 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting July 18, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Molly Frantz ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alfred Muller ........................Director
Others Present:
Joe Simpson ...............Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
CALL TO ORDER
Mr. Levine called the meeting to order at 7:33 p.m.
Approval of Minutes:
MOTION Ms. Harding moved, Dr. Muller seconded, to approve the May 16, 2011, regular meeting minutes. The motion passed with one abstention by Ms. Frantz (5-0-1).
Ms. Harding stated that she is in the process of completing the June 23, 2011 minutes. She posted a short, unofficial version on the bulletin board, which she will also post for subsequent meetings.
MOTION Ms. Harding moved, Dr. Muller seconded, that the official BOD meeting minutes will only record decisions, motions, votes, and comments from the residents. The draft minutes will be edited and reviewed by the secretary, checked for accuracy by all other board members, and posted within 7-10 days after the board meeting. During the discussion, Ms. Harding explained that the minutes will be approved as part of the official record at the following BOD meeting. The motion passed unanimously (6-0-0).
President’s Report:
Mr. Levine stated that Mr. Cockburn has resigned from the BOD and the election committee will recommend new members to the BOD. Lisa Kelly will replace Scott Murdoch as the Legum and Norman Community Manager for The Elizabeth. Information about the five-year plan will be distributed soon.
Treasurer’s Report:
Ms. Frantz reported that at the end of the fiscal year the budget was exceeded by approximately $61,000 in the operating account, largely due to increases in utility costs. In the reserve account, the budget was exceeded by approximately $560,000 for a number of different projects, particularly the emergency generator and lobby decoration.
Comments from the floor:
A resident stated her opposition to the ECA taking out a loan for future projects due to interest costs. The resident recommended an assessment, with the possibility of paying back in installments. The resident also inquired why the hallways are not the first priority since there are already funds allocated, whereas window and door replacement would require an assessment. Mr. Levine stated that this is still being discussed.
A resident inquired about the replacement of resigned board members. Mr. Levine stated that according to the by-laws, it is a Board decision.
A resident commented that the BOD could list residents who can pay their loans or assessments up front, enabling the ECA to secure a smaller loan for the rest. Ms. Frantz provided a brief overview of possible financing plans and collection of fees from residents.
A resident inquired about a timeline for the window and door work. Ms. Frantz responded that it could possibly begin late fall. Mr. Santos is currently gathering information for an RFP.
A resident commented about energy rebates that are available now and should be considered.
Old Business:
1) Contractor guidelines:
MOTION Dr. Muller moved, Ms. Harding seconded, to distribute the contractor guidelines draft, as edited by legal counsel, to all owners. All comments will be due by August 8, 2011. Mr. Santos will create a cover letter and mail it out this week to all owners. The motion passed unanimously (6-0-0).
2) Five-year reserve plan approval: Ms. Frantz reviewed the plan and the impact of various financing options.
MOTION Dr. Muller moved, Ms. Harding seconded, to distribute the draft five-year plan to residents for review and comment. A cover letter will contain options for financing and outline potential costs per unit. The motion passed unanimously (6-0-0).
General Manager’s Report:
1) Mr. Santos stated that a proposal was received from the ECA’s accounting firm, DeLeon and Stang, to develop a cost basis letter. $2,000 was set as the cap for the auditor’s services. A resident stated that this type of letter is helpful for owners when selling their units.
MOTION Ms. Frantz moved, Dr. Muller seconded, to accept the DeLeon and Stang proposal. The motion passed unanimously (6-0-0)
2) Mr. Santos stated that pavers have become loose and unstable in the arcade resulting in a commercial owner’s employee falling.
MOTION: Mr. Bressler moved, Ms. Barth seconded, to repair/replace the pavers, not to exceed $3,500. The motion passed unanimously (6-0-0).
3) Mr. Santos stated that the following agreements were recently terminated:
1) Hoffheimer Security for maintenance of the office alarm system; 2) Unifirst for old uniform agreement for ECA staff. 3) Valley Crest for landscape services.
New Business:
Dr. Muller stated that the BOD had received guidance from legal counsel about how to better conduct public discussions. The BOD decided to approve the guidance. Policy approvals will be attached to the approved minutes and become an addendum for the record.
MOTION Dr. Muller moved, Ms. Barth seconded, to accept the resolution proposed by legal counsel for public discussion procedures. The motion passed unanimously (6-0-0).
Committee Reports:
* Making a Difference (MAD) reported that many residents donated to A Wider Circle and NAMI, and thanked Mr. Santos for coordinating the collection.
* The Energy Conservation Committee reminded residents to close drapes and blinds during hot weather to help conserve energy. Currently, the committee is interviewing contractors on air quality, and anticipates receiving four or five proposals in the next two weeks. These will be reviewed and recommendations made to the Board.
*Ms. Santos reported that he met with a resident to discuss restarting the ECA newsletter, hopefully by September 2011.
Adjournment:
The President adjourned the meeting at 9:27 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,
Ilo-Mai Harding, BOD Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting July 18, 2011
Board Present:
Seth Levine ..........................President
Charles Bressler ...................Vice President
Molly Frantz ........................Treasurer
Ilo-Mai Harding ...................Secretary
Judith Barth .........................Director
Alfred Muller ........................Director
Others Present:
Joe Simpson ...............Legum & Norman
James M. Santos .........ECA General Manager
Jana Bowcut ...............ECA Recording Secretary, On the Record
CALL TO ORDER
Mr. Levine called the meeting to order at 7:33 p.m.
Approval of Minutes:
MOTION Ms. Harding moved, Dr. Muller seconded, to approve the May 16, 2011, regular meeting minutes. The motion passed with one abstention by Ms. Frantz (5-0-1).
Ms. Harding stated that she is in the process of completing the June 23, 2011 minutes. She posted a short, unofficial version on the bulletin board, which she will also post for subsequent meetings.
MOTION Ms. Harding moved, Dr. Muller seconded, that the official BOD meeting minutes will only record decisions, motions, votes, and comments from the residents. The draft minutes will be edited and reviewed by the secretary, checked for accuracy by all other board members, and posted within 7-10 days after the board meeting. During the discussion, Ms. Harding explained that the minutes will be approved as part of the official record at the following BOD meeting. The motion passed unanimously (6-0-0).
President’s Report:
Mr. Levine stated that Mr. Cockburn has resigned from the BOD and the election committee will recommend new members to the BOD. Lisa Kelly will replace Scott Murdoch as the Legum and Norman Community Manager for The Elizabeth. Information about the five-year plan will be distributed soon.
Treasurer’s Report:
Ms. Frantz reported that at the end of the fiscal year the budget was exceeded by approximately $61,000 in the operating account, largely due to increases in utility costs. In the reserve account, the budget was exceeded by approximately $560,000 for a number of different projects, particularly the emergency generator and lobby decoration.
Comments from the floor:
A resident stated her opposition to the ECA taking out a loan for future projects due to interest costs. The resident recommended an assessment, with the possibility of paying back in installments. The resident also inquired why the hallways are not the first priority since there are already funds allocated, whereas window and door replacement would require an assessment. Mr. Levine stated that this is still being discussed.
A resident inquired about the replacement of resigned board members. Mr. Levine stated that according to the by-laws, it is a Board decision.
A resident commented that the BOD could list residents who can pay their loans or assessments up front, enabling the ECA to secure a smaller loan for the rest. Ms. Frantz provided a brief overview of possible financing plans and collection of fees from residents.
A resident inquired about a timeline for the window and door work. Ms. Frantz responded that it could possibly begin late fall. Mr. Santos is currently gathering information for an RFP.
A resident commented about energy rebates that are available now and should be considered.
Old Business:
1) Contractor guidelines:
MOTION Dr. Muller moved, Ms. Harding seconded, to distribute the contractor guidelines draft, as edited by legal counsel, to all owners. All comments will be due by August 8, 2011. Mr. Santos will create a cover letter and mail it out this week to all owners. The motion passed unanimously (6-0-0).
2) Five-year reserve plan approval: Ms. Frantz reviewed the plan and the impact of various financing options.
MOTION Dr. Muller moved, Ms. Harding seconded, to distribute the draft five-year plan to residents for review and comment. A cover letter will contain options for financing and outline potential costs per unit. The motion passed unanimously (6-0-0).
General Manager’s Report:
1) Mr. Santos stated that a proposal was received from the ECA’s accounting firm, DeLeon and Stang, to develop a cost basis letter. $2,000 was set as the cap for the auditor’s services. A resident stated that this type of letter is helpful for owners when selling their units.
MOTION Ms. Frantz moved, Dr. Muller seconded, to accept the DeLeon and Stang proposal. The motion passed unanimously (6-0-0)
2) Mr. Santos stated that pavers have become loose and unstable in the arcade resulting in a commercial owner’s employee falling.
MOTION: Mr. Bressler moved, Ms. Barth seconded, to repair/replace the pavers, not to exceed $3,500. The motion passed unanimously (6-0-0).
3) Mr. Santos stated that the following agreements were recently terminated:
1) Hoffheimer Security for maintenance of the office alarm system; 2) Unifirst for old uniform agreement for ECA staff. 3) Valley Crest for landscape services.
New Business:
Dr. Muller stated that the BOD had received guidance from legal counsel about how to better conduct public discussions. The BOD decided to approve the guidance. Policy approvals will be attached to the approved minutes and become an addendum for the record.
MOTION Dr. Muller moved, Ms. Barth seconded, to accept the resolution proposed by legal counsel for public discussion procedures. The motion passed unanimously (6-0-0).
Committee Reports:
* Making a Difference (MAD) reported that many residents donated to A Wider Circle and NAMI, and thanked Mr. Santos for coordinating the collection.
* The Energy Conservation Committee reminded residents to close drapes and blinds during hot weather to help conserve energy. Currently, the committee is interviewing contractors on air quality, and anticipates receiving four or five proposals in the next two weeks. These will be reviewed and recommendations made to the Board.
*Ms. Santos reported that he met with a resident to discuss restarting the ECA newsletter, hopefully by September 2011.
Adjournment:
The President adjourned the meeting at 9:27 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,
Ilo-Mai Harding, BOD Secretary