Summary of ECA Board Meeting July 28, 2015

Board Present: Sharon Bobb, Patricia Batey, Clifford Cohen, Peg Downey (by phone), Jim Jones, John McNerney, Steven Schattman

Others Present: ECA General Manager Terry Lee, Legum & Norman Regional Manager James Santos, ECA legal counsel Jason Fisher

What follows are highlights from the meeting.

Guest Speaker: The purpose of Friendship Heights Village Mayor Clara Lovett visit to the Elizabeth Condominium Association Board meeting was to invite Association members to participate in FH Village affairs in a more active way. They are improving their website and making an effort to communicate better.

ECA Legal Counsel Update: Jason Fisher provided an overview of recent services to the ECA Board including training he provided to new Board members. He put into perspective participation by Association members at monthly Board meetings and clarified that the purpose of the monthly Board meetings is to conduct the business of the Association. Currently, people attending the monthly Board meetings are given a 3-minute opportunity early in the meeting to comment on agenda items. This is legally permissible and is an effort to keep the Board meetings short and to the point.

President’s Report

—Executive meetings of the Board were stated with dates and purpose as well as a town hall meeting on insurance that covers the ECA and an informal Board led meeting to hear residents talk about any topic they wished to address.

—Announcement that action on a request for proposal relating to management companies would be addressed in this meeting based on an Executive Board meeting that took place a couple of hours before the July monthly Board meeting.

—KeyLink, an add-on to BuildingLink, is now operational.

—The concierge service will sponsor a country western cookout August 9 as part of their contracted services.

—Announcement of a wine & cheese reception following the July monthly Board meeting.

Comments from the floor. Among the comments made were:

—Concern about losing ECA master insurance relative to the pinhole leak problems and request for the Board to state a plan for addressing this.

—Concern about developing an overall strategy to address the problems of old pipes, including sweating cooling pipes that are no longer properly insulated.

—Concern about spending money not planned for in the 10-year plan, specifically addressing the unexpected expense for purchase and installation of a free cooling heat exchanger.

General Manager’s Report:

—Last scaffolding has been taken down related to the balcony-windows-doors building renovation project.

—Elevator rollers were replaced on cab #3 of the West Tower.

—Ongoing problems persist with condensate line and fan coil unit leaks

Committee Reports:

Design-A consultant will be assessing hallway doors and doorframes leading into to owner units in a two-day project that will determine how ECA will proceed with door replacement. The hope is that doorframes will not require replacement because they are more invasive and costly.

Fitness-The issue of fans has been resolved. All equipment is currently working.

Landscape-Committee members will be meeting shortly to assess damage done to plants and trees during the balcony-windows-doors building renovation project. The committee will also be working on getting a new landscape company.

Library-Residents are being asked to keep adult book donations because there is no room at this time for additional books.

Making a Difference-Arrangements were made in the meeting to identify a convenient location in the garage for large-item donations.

Social-Further information will follow on the Aug 9 country western cookout. The committee will provide a small reception after Board meeting to encourage residents to attend the meetings and offer some informal opportunities to interact with Board members.

Maintenance Projects (MR&R)-David Robinson outlined why Mendoza recommended replacement of a free cooling heat exchanger and why this would prolong the working life of the new chillers.

Ad-hoc Committees

Smoking—Dr. Alfred Muller presented a detailed report about a well-attended meeting held where plans were developed for how this committee would proceed. He introduced the committee and said they had the next meeting scheduled.

Management Company RFP—Ellen Cohen detailed the thirty plus hours members of this committee spent prior to briefing the ECA Board as well as outlining what the next steps will be if the RFP was approved.

Newletter—a new edition of the newsletter will be published within a few days. Items for the next newsletter are now invited. Please consider writing something.

Website—Pat Batey talked about how KeyLink works and cautioned that keys left at the concierge desk may be picked up at this time since these are not kept in the KeyLink system.

Board actions:

—Purchase and installation of the free cooling heat exchanger approved.

—Management Company RFP approved by a vote of 5 approving and 2 abstaining (the call connection to Peg Downey was lost so her vote was registered as an abstention.)

Summary of the June 23, 2015 ECA Board Meeting

Board Present: Sharon Bobb, Patricia Batey, Clifford Cohen, Peg Downey (by phone), Jim Jones, John McNerney, Steven Schattman

Others Present: ECA General Manager Terry Lee, Legum & Norman Regional Manager James Santos, ECA legal counsel Jason Fisher


The following notes were prepared by Jackie Lapidus:

President Bobb announced that we have a new minutes recorder, someone who used to take minutes before: Martha Morris. Ms. Bobb has been assured by the recorder that the board and management will have minutes on a timelier basis (2 weeks or less)

 

Resident comments on the agenda ahead. Several residents spoke against the proposal to cut the contract hold back from 5% to 2 1Ž2 %.

 

Residents spoke about the pros and cons of having the resident comment portion of the meeting at the beginning. Some felt that they would like to have more opportunity to comment on the events of the evening, some appreciated being able to speak early in the meeting and also comment on the business ahead. Other residents commented on the content of the agenda. For example Dr. Muller talked about election policy (proposed policy was on the written agenda). He noted that the write-in candidate process did not appear to work and he was concerned that one appointed judge also writes a blog in which opinions about candidates was included. Others were concerned about the lack of anonymity in the voting process. Residents expressed concerns about personal/specific problems: excess humidity in her apartment or expressed support for a community-wide survey regarding quality of and satisfaction with the work on the refurbishment which now nears completion.  

 

President Bobb reiterated the reasoning behind having comments at the front of the meeting – to provide residents an opportunity to influence the board on the business at hand.

 

President Bobb read a statement regarding violations of the Pet Policy with respect to the kinds of pets (snakes, rabbit) and the failure of pet owners to leash pets or ensure the pets were not getting on furniture, barking at other residents, or being allowed to soil in inappropriate places. She said that notices had been sent to violators and that perhaps the Elizabeth should do as The Chase did: initiate a Poo Print system.

 

Management reported problems with condensate leaks from fan coil units; that there were a number of units with factory defects and that management is working with Quality Air to address the problems. The installation process was suspended, then resumed. Some damage has occurred.

Treasurers’ report: 3% condo fee increase to begin within days.

 

Committee reports: Website getting a lot of activity, one additional member on the website committee. Development of external website – call for content regarding the Elizabeth and the surrounding area.

 

Design Committee (Alex Kielty spoke on committee’s behalf, though Peg Downey attended the meeting by phone). Proposal for a bench in the library and baskets to hold books at a cost of about 2k. After some debate, the measure was passed 4 to 2. The hope is to end the rancorous debate in an aesthetically pleasing way.

 

Fitness committee spoke about the need for fans (which tend to disappear from the workout area)

 

Benefits for Kevin Stewart will be run through L & M.

 

Santos reported on progress of renegotiating elevator contract to cover OT costs, saving the Elizabeth several thousand dollars. The measure was passed unanimously.

 

Proposal to decrease holdback on Manganaro contract to 2 1/2 % was defeated. [Second defeat.]

 

Board of directors discussed a proposed written election policy, essentially codifying what has been the unwritten policy for many years. Some discussion of the language of the policy was discussed and the proposal was tabled until next month.

 

A board of directors’ code of ethics, written by ECA attorney was voted and approved.  

Summary of ECA Board Meeting May 26, 2015

Board Present: Sharon Bobb, Patricia Batey, Clifford Cohen, Peg Downey, Jim Jones, John McNerney, Steven Schattman

Others Present: ECA General Manager Terry Lee, Legum & Norman Regional Manager James Santos, ECA legal counsel Jason Fisher, Ken Kosteva of Wiss, Janney, Elstner

Approval of the April 28, 2015, minutes delayed until June Board meeting since Legum & Norman did not distribute the draft minutes in time for the May meeting.

Comments from the floor done as first order of business. Among the comments made were:

—Phyllis Hartman (interior designer) has stated that there is no point to renovate hallways until the pinhole leak problem is solved.

—Concern about all the claims against the ECA master insurance policy.

—Desire to not exceed 3 percent raise in condo fees.

—Desire to ban smoking on balconies.

President’s Report

—Assistant engineer Kelly retired as of April 27.  The Board approved new assistant engineer Kevin Stewart as of May 8. He will live in the building.

—The ECA master insurance policy has gone up by 10 percent.

—May 11 the ECA Board received training from Jason Fisher.

—Two town hall meeting planned: one on insurance (in July our master insurance broker John Manougian will speak) and the other on plumbing issues.

—Key Link (a security system for keys that is an optional application of the BuildingLink system) has been installed. The concierge staff is undergoing training.

—Standing committee leaders are reinstated and the budget committee has shared leadership between Pat Peyser and Folake Fabunmi.

Design-Peg Downey

Fitness-Steve Schattman

Landscape-Jim Rich

Library-Stephanie Olshan

Making a Difference-Marge McNerney

Social-Julie Cantor & Lydia Clary

Maintenance Projects (MR&R)-David Robinson

Ad-hoc Committees

Smoking—headed by Dr. Alfred Muller

Management Company RFP—headed by Ellen Cohen 

June 2 is the deadline for submitting committee membership lists. Because the Management Company RFP involves competitive submissions is a closed committee that reports to the Board. Members are Ellen Cohen (Chair), Karren Alenier, Karen Hendricks, and Folake Fabunmi.

Duties of our legal counsel: Jason Fisher outline what he does for the ECA:

—Contract review and negotiation.

—Personnel issues, Contractor issues.

—Financial collection matters.

—Covenant and rule violations.

—Advice to the Board on how to operate.

Committee Reports

Design—Hartman will make carpet samples available as well as sample light fixtures.

Maintenance (MR&R)—David Robinson said that Mendoza told ECA representatives in 2012 that condensate lines would have to be checked in preparation for new HVAC installations. Condensate only produced in summer when A/C is working. New HVACs are more efficient and producing more condensate. ECA maintenance staff will need to put an enzyme in tablet form down the condensate lines periodically to keep them clear.

HVAC filters: The ECA staff will change HVAC filters twice a year as a regular service. It is important to vacuum frequently to keep the HVACs running well. Pet hair is a problem and requires more cleaning effort. Units requiring more frequent filter changes will be able to submit a work order for assistance (fee service).

Balcony brackets for planters: Units wishing to rehang balcony brackets need to consult the management office to get their brackets treated with neoprene. This will prevent unsightly rust and damage to our newly refurbished balconies.

Special note pads for our Engineers were approved. The note pads will be used to document work being done in the building.

Board actions:

—Kevin Stewart approved as an ECA staff member (not on Legum & Norman roll).

—Elevator contract renewal approved.

—Fire Pump Replacement approved.

—2016 Operating Budget with 3% condo fee increase approved.

Why Your A/C Hasn't Been Working Well

Here's a clarifying report from David Robinson on the situation with air conditioning and an improperly connected HVAC:

The improper fan coil connected in an improper way affected the operation of the entire heating and cooling of the building, and especially impacted two tiers - 19 and 20.  

The fan coils in these tiers were not being furnished either hot or cold water of the proper temperature.  Additionally, the return lines carried warm water to the chiller and cool water to the boiler.  This adversely impacted the efficiency of both systems with resulting increases in utility costs. 

While the offending fan coil has not yet been replaced it has been isolated from the system and normal operation resumed to the other fan coils attached to the riser.  As mentioned earlier, replacement is scheduled for early next week.

No evidence of other crossed connections has been found in the building, and management is devoting it’s augmented capabilities to addressing the overflow of condensate pan in the fan coils as a result of the blocked condensate drains.

The clogged condensate drains are a completely separate issue from the improperly connected fan coil.  

The new fan coils are more efficient than our existing fan coils.  More air flows through them resulting in more water vapor being condensed to water from the moist summer air.  This additional flow of water is too great to percolate through the plug in the drain, and when the drain fills up the condensate pan, which is just that an open pan, overflows into the bottom of the fan coil and eventually onto the surrounding floor.  As Karren previously pointed out it happens more often on lower floors.  Remedying this situation by clearing the condensate drain lines is the principal effort of the engineering group at the present time.

HVACs with crossed cold/hot water lines versus condensate drainage

I’ll call this post “The Adventures of Installing New HVACs.”

Last night’s post on “HVAC Condensate Problems,” generated a number of emails to me as comments, requests, or questions.

MARK’S INTRO

I referred this set of questions from Mark Day to David Robinson. What was going on in Mark’s tier turned out to be caused by noonstandard installation of an HVAC done several years back.  Here is the intro by Mark and the Q & A exchange between Mark and David:

Last Friday, a Quality Air guy - Oleg - turned off our new console unit because he found condensation on the warm water line & thought our cold & hot lines could be crossed. The big problem was that hot water was bleeding into the chiller for the whole riser. 

I was sure the problem was not in our new carefully installed unit. And after closing our valves, the problem in the whole tier continued so…seems not [caused by Mark’s console HVAC]. 

But the console is still off & we can't cool our study. Oleg said a couple of days ago when I saw him in hall that they were still checking & hadn't found the crossed lines.

Talking to Hollis in the elevator, he outlined the clogged drains issue you [Karren Alenier] discussed.

So maybe the problem really is clogged lines? Or both that & crossed lines? 

MAIN QUESTIONS: 

1) Have you heard about the crossed lines issue?

David: Yes, I am familiar with it.

2) Have other apts. had their units' valves shut off?

David: My understanding is that all of the apts. in your tier will be shut off and brought back on line one at a time until the fan coil with the crossed lines is identified.  This is normal procedure.

3) When will we know that our risers/tiers lines have been cleared & we can safely run our HVACs?

David: Management will notify you.  Of course when the misconnected fan coil is identified the four pipes will need to be drained and the fan coil connected correctly.  Since Quality Air is already in the building the work should be completed rapidly.

4) You mention five lines have been cleared: out of how many total that need to be cleared?

David: The five lines were selected based on the number of condensate pans overflowing in the tier. The original plumbing blueprints for the building are being studied to determine the total number of condensate drains.  I suspect that they all need to be cleared.

5) Do they have a schedule as they did with windows so we'll know when ours is done?

David: When the total number of drains is determined a schedule will be developed and distributed.

FOLLOW UP

David told me that there were six engineers working on the problems in the building today along with some Quality Air employees. Here is the finding and fix as described by David:

“The offending unit turned out be a two pipe unit installed perhaps as long as 4 years ago and jury-rigged to connect to the 4 pipe riser.  It is currently isolated from the system and will be replaced with the appropriate 4-pipe unit by Quality Air early next week.  Having been installed years ago, the history on who had installed it is lost.”

David also said, “In the separate issue of clearing condensate lines, the engineering staff working with Denzel continues to remove the blockage from additional lines.  They have been too busy to review the blue prints so no total number of lines is yet available.” [The number of lines is not equal to the number of tiers in our building, Typically, more than one tier feeds into these condensate lines.]

Also one other thing to know about the floods (dripping) from the condensate lines is that these wet ceilings/walls are more likely to happen on the lower floors.

Thank you, David Robinson, for volunteering your time to sort out these problems with the army  of engineers.

HVAC Condensate Problems

Now is the time to pay close attention to the ceiling and walls near your HVAC (fancoil) units and be vigilant for leaks. If you have a leak, contact the management office right away, either directly or through the concierge.

It seems the installation of new HVACs has taxed the old condensate drainage lines which were not cleared out before the installation of the new, more efficient fancoils. The new fancoils collect more moisture from humid air and therefore put a heavier load on the the condensate drainage lines.

Densel has been called in to clear these lines which originate on G1 level. So far, five of these lines have been cleared.

Kudos to David Robinson who is working with the new Board and Densel to ensure the problem is taken care of.

Results of the Historic 2015 Annual Meeting

The 2015 annual meeting of the Elizabeth Condominium Association goes down on the records for community-wide participation.

—Quorem for conducting the meeting was achieved quickly and was something over 60%.

The annual meeting requires a sum of over 50% participation through a count of proxy votes for the candidates and in person registration of Association members. There have been many annual meetings in the past where people were dispatched to knock on doors to get the required participation, leaving people who were already registered in limbo waiting to see if the meeting could be held.

—The special proxy for amending the bylaw change amendment from 75% to 66.66% was passed with votes weighing in at over 78%.

Through an extraordinary feat of leadership, teamwork, long hours, and challenging tasks, the Participation Committee did what everyone labelled impossible—the bylaw change amendment was passed and, at that, on the very first time attempt. High honors go to Jean Umiker-Sebeok who led the charge with gusto and expertise unlike anything the ECA has ever experienced before.

One should also note that the total participation of the Association, including the no votes, was much higher than the 78% and was something over 90%. This level of participation from our Association members has probably never been achieved before and shows a very healthy response from our community.

There were many Association members who participated to make this a success outcome. At a later time, I will see if I can get a full list of those who contributed to this effort. I also note special thanks to outgoing Board member Jim Vuko for creating the Participation Committee and seeing fit to give broad leadership leeway to some of the amazing talent, like Jean Umiker-Sebeok.

—Results of the election for new Board members in order of highest percentage of votes:
Peg Downey
Clifford Cohen
Jim Jones

Congratulations to the new roster of Board members and appreciation to all who ran.

Also many thanks to the team of Legum & Norman officials who staffed the registration tables and led the way in counting the votes as well as the ECA volunteers who served as election officials. Thanks as well to Elizabeth staff who served in a variety of roles to make the evening successful and to other ECA volunteers who contributed their sweat equity for such tasks as setting up and attending to the refreshments.

This was an extraordinary level of participation for the Elizabeth Condominium Association, a most historic event!