Summary of ECA Mtg January 23, 2012

Present: Judi Barth, Charles Bressler, Ilo-Mai Harding, Alexandra Kielty, Alfred Muller, David Robinson, Jim Santos, Greg Roby, recording secretary

Absent: Seth Levine

Treasurer's Report:

Issues with L&N financial reports that are being worked on.

Capital Improvement Program:

The name is not accurate according to Ted Ariev. New name is Maintenance, Repair & Replacement Program.

Per approval by the ECA board in December, Mendoza, Ribas, Farinas & Associates has started work to analyze mechanical, electrical, and plumbing systems. Mid-spring report expected.

Structural firms interviewed (3 out of 4 provided proposals) most have already worked in the Elizabeth. We are ready to make a contract. Structural engineers will look at the roof (including mechanical equipment supports), façade and plaza, window and doors, balconies, garage, and interior survey.

Architectural services got proposals from two of three. Prequalifying only. No project specs and certainly no contract at this time.

Three Environmental consultants contacted and interviewed. No contract at this time.

Corridors, canopies, swimming pool, exercise rooms, fire alarm systems, communications & security systems, manager's office -- all of these areas need to be addressed still.

Want an in depth study to ensure quality work. The preference is to work with contractors who have experience in our building.

MOTION: approved Wiss Janney Elstner Assoc., Inc. as structural consultants.

Guidelines for hiring contractors by owners. 

The Board accepted and discussed the guidelines for hiring contractors by ECA unit owners. ECA legal counsel Jason Fisher prepared the document accepted and it includes comments from ECA members. The resolution package includes changes to the ECA House Rules but it does not change the hours a contractor may work in our building. A side note is that if a unit does not comply with these rules, ECA management will send a notice of violation to that unit owner. The unit owner will then be summoned to a closed door meeting with the ECA board to hear the unit owner. If the violation stands, the unit owner would be fined.

MOTION: to accept resolution passes but did not extend work hours beyond 5 pm.

Pool management: 

pool aerobics with AquaFit pending so that they can supply liability coverage, but we will get a new pool management company—Winkler. Fee structure would be the same for the aerobic class. Winkler starts Feb 1. There will be regular oversight to ensure good service.

Elevator repair status. 

Work began on the East side with car #5. That work should be completed no later than Monday January 30, 2012. Next will be East side car #6. After that work will start on West side elevators one at a time. The work includes modifying rollers and tracks on every floor. Another part of this project is to replace the hoist way motors. This will result in more efficient elevators and a savings in 2012 of $30,000.

Complete Building Service now working harder than they expected. Santos says expect a renegotiated contract (more expensive) with CBS this summer.

Roby thanks board for patience on L&N accounting software. November statement was provided for this meeting. The problems with the software change did not effect payment of any ECA bills.

Roby is working with ECA counsel Jason Fisher to see if we can avoid a bylaw amendment related to issues in replacing fan coil units throughout the building. He expects an answer within 10 days.

Santos discussed $4100 cost to replace a sliding glass door. Interior repairs to water damaged floors can cost $800 to $2000. These repairs cannot wait until we do building-wide replacement of doors & windows.

Pest control is not providing adequate service. Santos recommended Erlich Pest Control, which will give us an increased level of service at a lower coast.

MOTION: approved new pest control provider.

Need no smoking sign on patio. Santos will install two signs out in the patio area, similar to the ones on the swimming terrace.

Report on hallway renovation. Custom carpet can be replaced down the road & it is more durable. Two options for furniture.

Comments from Floor

Concerns about spending money on projects involving health and safety first. Before we spend money on hallway renovation.

Suggestion about having attorney present. Answer was professional management should take up the slack. Greg Roby has law degree.

Doors & windows still seem to be the top priority. It would make sense to move forward with door and window replacement now instead of making these emergency repairs that may not match the future replacements.

Security in building is lax. Not getting calls about visitors. Front desk does not seem able to monitor who is allowed to go through the lobby. Residents are observing workman with equipment and residents with bicycles going though the font doors and across he lobby. Bikes are suppose to be taken out through the garage.

Hall Renovations: A Letter to the ECA Board

The follow letter was sent January 18, 2012, to the ECA Board from long-time resident Phyllis Bodin.

Subject: Re: Hall renovations

From the meeting last Sunday I surmise that hall  renovations are imminent.  Before that happens I'd like to let you know how I feel about renovations.  
  

I've lived at the Elizabeth since December of 1975, so I've been  through this before, but never with so much wanton waste and excess.   I didn't go to meetings or give imput to the lobby remake, so I didn't  feel I could criticize.  But before the board repeats the same  ridiculous excesses, I've decided to speak up.

1.  You don't have to accept every overpriced lamp, cushion,  mirror, vase, flower arrangement, bowl, table, bar, picture,  butterfly--you get the idea-- that the interior decorator suggests or  demands!  Please question her choices before you give her carte  blanche.

2.  If some furniture--the chairs and tables in the halls, for  example--are still in good shape, find new carpeting that blends in and  reuse them.

3.  Don't get a rug pattern that has to be woven especially for  us.  Special orders are always more expensive. Find  an industrial-strength carpet that is easier to install.

4.  Along with carpets that will last, choose funiture that will  last.  The chairs on my floor look better after twenty years than the  new ones across from the elevators in the lobby.  How  dare our decorator choose such shoddy material! Please examine and  question her choices before accepting everything she tells you we should  have.  As someone pointed out last night--we aren't a Mariott and  don't want to be!

I haven't even mentioned the condo fees which continue to go up  and will probably price many good, quiet, older neighbors out of  our community.   I understand that you want to present a  good front to potential buyers, but you should also think about the people  living here right now.

Thanks for listening to me.

Sincerely,

Phyllis Bodin
#1713


P.S. One suggestion:  Put a couple of waterproof benches on the first  floor near the pool elevator.  That way swimmers can sit while  waiting for the elevator and we won't need a sign telling them not to sit  on the table

Notes from Informal Discussion with ECA Board Jan 15 2012

Present: Ilo-Mai Harding, Alfred Muller, and David Robinson.

About 30 people attended the gathering.

Main Topic of Discussion: Capital Improvement Project and activities building on the existing Mendoza Report.

David Robinson is working with Ted Ariev to organize and prioritize the numerous critical projects the ECA is faced with. Ariev’s guiding principles for prioritization are as follows:

#1 Safety

#2 Health

#3 Quality of life

Safety addressed government standards that the Association must meet including electrical issues and fire regulations. The discussion pointed out that we have no sprinkler system and the only condo building in the neighborhood that does is the Carlton, which is new enough to have had that featured required and therefore built in. Also, doors into units have been cut leaving gaps that can easily feed a fire as the air passes under these doors that do not meet safety standards. One resident discussed 19 code violations that were discovered when she renovated her kitchen. She conjectured there are many other apartments with these kinds of problems. Because code changes, it is not always possible to be current with every requirement. And surprisingly the Association gets conflicting information from fire officials.

Other issues that will be addressed in the amended Mendoza Report include balconies, garage, and patio repairs.

This discussion also led into a sizeable amount of time discussing hallway renovation. The Board members emphasized that structural, electric, health, and safety issues must be addressed before the Hartman Design Group would be allowed to move forward. There was also discussion about a possible new survey that needs to be done before the Hartman Group is allowed to proceed. People are still concerned that the refurbishment of the halls project needs to focus on cost and durability. One attendee pointed out that chairs in the elevator lobby are not holding up and need to be replaced.

Another topic that was brought up by an active swimmer is that tiles are falling off the walls of the pool. Also the use of the equipment in the gym is becoming more popular. There is a TV now but users need to bring headphones for effective use. Another suggestion was to install written instruction for how to operate the TV.

A suggestion from the floor recommended taking a survey to find out the expertise of residents and to get younger people involved in Association business.

Dr. Muller said he would send his notes to the absent Board Members to inform them about the discussion.

Summary of ECA Meeting November 28, 2011

Present at the meeting: Seth Levine, Judi Barth, Ilo-Mai Harding, Alexandra Kielty Alfred Muller, David Robinson, Greg Robey, Recording Secretary.

Absent: Charles Bressler, Jim Santos

Treasurer’s Report:

According to Treasurer Muller, the ECA finances are in good shape and that the Association is able to proceed on a “pay-as-you-go” plan to address major projects like window and door replacement, corridor renovation, and elevator refurbishment.

He suggested that money be put in CDs and the BOD decided to go ahead with short-term CDs.

Capital Improvement Project: Ted Ariev (Apartment 1506) gave a report that identified some of the resources we already have (e.g. The Mendoza Ribas Report) and what consultants we need to ensure that the Elizabeth has a strategic plan for handling capital Improvements. At the top of his list of consultants is Mendoza who has to date provided us with a mechanical analysis, but who also has the expertise to assess electrical and plumbing systems. The plan is to conclude negotiations with an array of consultants in December and then retain them. Other activities that need to happen is the revision of bylaws and a financial plan to maximize monetary resources.

ECA Contractor Guidelines:  tabled.

Old Business:

Pool Management: BOD decided to give the contract to Winkler Pool Management based on a recommendation from Greg Roby.

Replacement of Damaged Screens: BOD approved such activities at the expense of the Association.

New Business

Unit Owner Request for Installation of Satellite Dish on Balcony: The owner requested permission to install the dish by drilling holes in balcony wall. BOD said the owner needs to find a non-invasive method.

Committee Reports:

Bylaw Revisions: Alexandra Kielty on behalf of the committee presented three changes to the ECA Bylaws that will advance the capital improvement project or make the Association compliant with a new law. The BOD gave her approval to move ahead and work with legal counsel to craft necessary language.

Lobby-Hallway Renovation: Discussed problem of carts hitting new wallpaper on lobby level. BOD seeking advice from Hartman Design Group.

Landscape: Replaced crab apple trees and updated front beds. Moved Japanese Maple in circle bed to a new position in that bed. New pet signs advising owners to keep their pets out of the garden beds have been installed.

Social Activities:

Dec 3: Box Party to help the homeless at holiday time.

Dec 3: Energy Conservation Center Event

Dec 18: Holiday Party for residents

Comments from the Floor: Many people voiced unhappiness about moving ahead with corridor refurbishment, saying the money should not be spent at this time when there is so much else that needs to be fixed.

Invitation to Annual Box Party -- Sat Dec 3, 2-4 pm

    Annual Box Party

  

Join in wrapping and packing gift boxes for the less fortunate

 (Boxes will be donated to both So Others Might Eat* (SOME), 

and Friendship Place*,  Washington, DC)

  

Saturday, Dec. 3rd 

  2:00 – 4:00 pm

The Elizabeth West Lobby

        Welcome Contributions: 

Items for men (really needed!), women and children:

New hats, scarves, gloves (sets are extra nice) socks, 

and underwear, long johns (any size). Trial size 

toiletries: soap, shampoo, lotion, deodorant, 

razors (for men), toothbrushes, toothpaste, etc.    

        CVS, Safeway and Giant cards also make great gifts.

Can’t Come to the Party?

If you are unable to join the fun, but would like to donate 

empty shoeboxes or items for the boxes please leave items 

at front desk for Peg Downey, #615.

Cash donations will be used to purchase items for the boxes.

*SOME is a non-profit organization which seeks to help deal with poverty in Washington, D.C.   SOME  provides food, clothing, and health-care services to the poor and homeless, and job training, counseling, and low-cost housing to "break the cycle of homelessness."

*Community Council for the Homeless at Friendship Place, a non-profit organization, seeks to empower men and women experiencing homelessness to rebuild their lives with the involvement of the community.

Invitation to the Elizabeth Energy Center -- Sat Dec 3, 2-4 pm

To Promote Energy Savings in The Elizabeth


Come visit

The Elizabeth Energy Conservation Center

Saturday, December 3, 2011

2:00 to 4:00 p.m.

Reception Desk Area

GIFTS FOR ALL AGES


Jump ropes, Miniature footballs, Key chains, Magnets, Bookmarks, Post-it notes

CFL’s for Sale (great stocking stuffers)

Identify an object: What is this? = A challenge!

Brochures and more…



Cut Energy Use
Minimize Condo Fee Increases

October 2011 Minutes of ECA Board Meeting

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