THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting August 28, 2012
Board Present:
Ted Ariev President
David Robinson..............Vice-President
Herman Stekler ............. Asst. Treasurer..................
Charles Bressler Director
Steven Schattman ............Director
Steven Schattman ............Director
Absent:
Ilo-Mai Harding............... Secretary
Others Present:
Bill Perry .......... .....Regional
Director, Legum & Norman
Gregory Roby ............ Senior Community Manager, Legum & Norman
Gregory Roby ............ Senior Community Manager, Legum & Norman
James M. Santos .........ECA General Manager, Legum & Norman
Jana Bowcut ...............ECA Recording Secretary, On the Record
On July 24,
2012, in accordance with Section 11.109.1 of the Maryland Condominium Act, the
Board met in executive session.
Call to Order: Mr.
Ariev called the meeting to order at 7:33 p.m.
Approval of Meeting Minutes:
MOTION Mr. Schattman moved
that the amended minutes of the meeting of the board of directors on June 26,
2012 be approved. Mr. McNerney seconded the motion. The motion passed
unanimously (6-0-0).
President’s Report: Mr. Ariev thanked residents for
attending meetings regarding the maintenance, repair and replacement program.
The Board will meet on September 5 in a workshop to put together a plan of how
to proceed, including developing a financing plan. Residents are invited to
attend, but comments and questions will not be permitted until the end of the
meeting. A forum will be held on Sunday evening at 7 p.m. in the party room
where residents can ask board members question on any topic they wish.
Mr. Ariev stated
that on August 6th, the Board unanimously approved a waiver to the
house rules to allow one resident to keep a car seat under cover in the parking
garage in their space. This seat is removed to make room for a wheel chair in
the vehicle and sometimes needs to be re-installed, so storage with the vehicle
(in the space) when not in use is preferred.
Mr. Ariev stated
that Judy Barth has stepped down as chair of the social committee due to
personal reasons. Judy Gann and Deborah Ariev will co-chair the committee.
Resident Alex
Robinson passed away on August 19, who was a past member of the Board and at
one time served as treasurer and president. Mr. Bressler added that Ms.
Robinson was a long time supporter of Chevy Chase Village and was awarded a
medal for community service in 2003. She was a very active resident in the
Elizabeth.
Treasurer’s Report: Mr.
McNerney provided the following report:
The amounts included herein are rounded
to the nearest $1,000. I will address the fiscal year end financials first,
followed by July.
As of year-end, 30 June 2012, the
Association had $2,400,000 in cash and investments, an increase of $48,000 from
the prior month, and an increase of $514,000 from the end of the prior year.
The Replacement Reserve Fund at year end
was $1,977,000, an increase of $103,000 from the prior month and an increase of
$1,013,000 from the end of the prior year.
The Association ended its fiscal year
with an unfavorable variance of $23,000 from the budget projections, exceeding
the operating budget by 0.6%.
I will now address the financials for the
first month of the new fiscal year, which started July 1st.
As of 31 July, the Association has
$2,537,000 in cash and investments, an increase of $138,000 from the prior
month.
The Replacement Reserve Fund at the end
of July was $2,094,000, an increase of $118,000 from the prior month.
Delinquencies through the end of July
decreased to $48,000. Five accounts are in collection.
The Association has started a newsletter
to keep owners and residents informed. The last Board budgeted $600 for the
year, on the assumption that there would be a quarterly letter distributed just
to the residents. However, publication has been increased to a monthly basis,
and we now include mailing to the non-resident owners, who comprise 30% of our
membership. The increased cost is estimated to be $1,200.
Copies of the Balance Sheet and Statement
of Income and Expenses as of 31 July are available at the front desk.
ECOBECO
Presentation:
A representative from ECOBECO provided an
overview of the company and presented information on Pepco’s Energy Saving
Programs. ECOBECO will supply Elizabeth condominiums, free of charge, with up
to 16 compact fluorescent light bulbs, faucet aerators and smart power strips. The
work takes 20 to 30 minutes per unit to complete, and could give an estimated
annual savings of $150-250 per unit. Renters can participate in the program,
but each address can participate just one time. If any items are dysfunctional,
a technician will fix items at no cost. The mercury in CFLs is very minimal;
they contain about 4 to 5 mg, whereas old thermometers had about 500 mg. All
items must be installed by technicians and not left behind. If a bulbs wear out,
these bulbs can be purchased through Home Depot or Walmart, where they are
subsidized by Pepco.
Management
Report:
1) Bill Perry commended the Board on a
successful completion of the fiscal year.
2) General
Manager’s report—Mr. Santos provided the following report:
·
Mr.
Santos stated that the current work order delinquencies amount to $642.50, with
$237 being greater than 60 days late.
·
A
summary of solar energy services was included in board packets, which gives
information on the number of solar panels that could be installed on the
building’s roof and the potential savings that would come from them. The
company will come to a later board meeting to describe the logistics of the
work.
·
Washington
Gas is not properly billed the Elizabeth for consumption. Management has
decided to pay $12,000 per month (based on last year’s consumption-March through
May), so when the issue is resolved, the Elizabeth is not presented with a
large bill. Mr. Santos has registered a complaint with the Public Service
Commission to investigate the inaccurate billing; the “inability to read a
meter” cannot be a defense as utility workers have always had access to the
meter for reading.
·
The Elizabeth had 18 new residents (tenants
and owners) move in in 2010, 30 new residents in 2011 and 24 new residents
through mid-August 2012. The percentage of non-resident owners is increasing.
·
Elevator
hoist motor replacement has not begun. Otis Elevator estimates that the work
will not begin for another 5-6 weeks.
·
Three
new surveillance cameras have been installed in the West lobby.
·
The
tile veneer and cracked mortar joints on the walls of the commercial Arcade
condominiums has been completed.
·
An
opinion letter from Priority Engineering Services was included in board packets
regarding high humidity levels in condominiums.
MOTION Mr. Bressler
moved, Mr. McNerney seconded to evaluate, develop repair scope and supervise
contractor during repair of water intrusion and penetration of electrical vault
and G-2 garage area for $13,500. Compensation will be on a time and expenses
basis in accordance with the Wiss, Janney, and Elstner (WJE) hourly rate
schedule dated 3 January 2011 and the WJE Terms and Conditions for Professional
Services dated 1 October 2009. The motion passed unanimously (6-0-0).
MOTION Mr. McNerney moved, Dr. Robinson seconded
to authorize Wiss, Janney, and Elstner to develop repair scope and supervise
contracted work to address unstable masonry façade at rooftop and corroded
exposed steel shelf angles in same area for $8500. Compensation will be on a
time and expenses basis in accordance with the WJE hourly rate schedule dated 3
January 2011 and the WJE’s Terms and Conditions for Professional Services dated
1 October 2009. The motion passed unanimously (6-0-0).
MOTION Mr. Bressler moved, Dr. Robinson
seconded to authorize Wiss, Janney, Elstner to evaluate, develop repair scope
and supervise contractor during repair of façade and fenestration assemblies at
condominium #106 and #807. Water intrusion around windows and at soft joints
above units are anticipated origins of penetration for $13,500. Compensation
will be on a time and expenses basis in accordance with the WJE hourly rate
schedule dated 3 January 2011 and the WJE Terms and Conditions for Professional
Services dated 1 October 2009. The motion passed unanimously (6-0-0).
MOTION Mr. Schattman moved, Mr. McNerney
seconded to approve ECOBECO to access apartments, at the residents’ discretion,
to provide and install energy saving devices, including faucet. aerators, smart
strips, and CFL bulbs. All of the materials, services and equipment will be provided by ECOBECO at no cost to the
Elizabeth Condominium Association,
residents or owners. The schedule of the installation of the devices
will be coordinated by EcoBeco and the General Manager. This is an optional service and residents may choose to participate.
The motion passed unanimously (6-0-0).
Mr. Bressler
asked about risk to residents if the company causes damage if a device is not
installed properly. Mr. Santos stated that all ECOBECO employees are bonded and
have proper insurance to operate on the premises. Mr. Stekler asked if absentee
owners have to grant permission. Mr. Santos responded that management will
communicate with the owners, but cannot foresee them objecting. If they do,
they simply will not be included in the program. Mr. Santos stated that because
many residents will not be home at the time of installation, the Board should
consider the approval of hiring two security officers to accompany the
technicians.
MOTION Mr. Stekler moved, Mr. Schattman seconded
to approve management to contract additional security officers from Securitas
at a cost of $1,280. The motion passed unanimously (6-0-0).
Mr. Santos noted
that surveillance video was reviewed to determine the source of water on the
marble floor and elevators from three separate incidents. It was determined
that two bathers and a contractor with a leaky bag were the sources.
Committee
Reports:
Procedures Manual: Dr. Robinson stated that he has been
working on the employee handbook, which will be similar to a set of by-laws for
employees. This month a draft will be distributed to board members for review.
A discussion could be held at the next meeting, unless legal counsel suggests
doing it in executive session.
By-laws: Mr. Bressler stated that a second letter
with the wording of the amendment will be sent out after Labor Day.
Social
Committee: A brunch will
be held on October 21. The annual holiday party is planned for December 16th.
And the Halloween party for children and grandchildren of residents will be on
October 31st. A wine and cheese event will be held in November for
new residents.
Landscape
Committee: The committee
met with Ruppert Landscaping, Inc. this past week. Plantings seem healthy and
are progressing. Fall plants will soon be selected. Cost estimates will be
provided for the contract amendment for existing gardens.
Energy
Committee: The committee
is working with ECOBECO to implement an energy savings program, which could save
$60,000 per year. Residents in attendance should spread the word to their
neighbors. This program is no cost to the residents or association. CFLS use 75
percent less energy than incandescent bulbs, and faucet aerators conserve water
and energy by 50 percent. Energy strips can save up to $40 per year. Management
will keep residents informed on the work. A committee will set up tables for
two to three nights to answer questions and give out information prior to
installation. Additional committee members are needed.
Resident
Comments:
-Sharon Bobb, Unit 911, asked for
clarification on Mr. Santos’s comment regarding humidity issues in units. Mr.
Santos stated that this is a result of the air transfer between balcony doors
and windows; replacement and insulation is the only remedy for it.
-Mr. Trebach
stated that there are communication problems with staff at the front desk,
which he experienced during some renovation work in his unit. He suggested that
staff get the name and specifics of the person coming up to the apartment and
phone the resident that they are coming. Mr. Santos stated that residents need
to inform him when problems arise so he can address them.
-Dr. Snyder, Unit
1120, emphasized that staff should announce the person before they are allowed
to proceed to the unit.
-Jim Jones, Unit
307, suggested that English may not be the first language of the front desk
staff and contractors coming into the building, which may make understanding
names difficult.
-Karren Alenier,
Unit 301, stated that staff need only announce the company the staff member is
from, as the resident is likely aware of the company coming.
-Judith Barth, Unit
209, expressed concerns over possibly expanding the library, and urged the
Board to consider the number of residents that utilize the library before
committing to a construction project. Ms. Barth also stated that some
communication problems with the front desk could arise when a guard is at the
desk, not a staff member. Mr. Santos
responded that the concierge was discussed at a staff meeting last week. The
engineers and maintenance dislike working the desk, but measures will be taken
for them to follow proper procedures.
-Barbara
Sandler, Unit 211, stated that residents usually know who they are expecting
and have the responsibility to follow up with the desk staff.
-Ms. Barth
expressed that a new sign at the beauty salon is not appropriate. Mr. Ariev
stated that the Board agrees and will work to establish a long-term fix.
-Dr. Al Muller, Unit
411, who is working to address smoking concerns in the building, suggested that
a notice be put in the newsletter that residents should contact him if they are
having medical problems due to their neighbors smoking. The Association cannot
tell residents not to smoke in their units or balconies, but if it becomes a
nuisance to others, then there is a procedure to reach a solution.
-A discussion
was held regarding owners cleaning up after their animals and the size/weight
of a dog that should be allowed to reside in the building.
Adjournment:
The President
adjourned the meeting at 9:30 p.m., with the Board to meet immediately after
for an executive session, in concordance with section 11.109.1 of the Maryland
Condominium Act.
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
