Highlights of ECA Board Meeting March 24, 2021

 

Board Present: Lyle Schwartz (president), Zlatan Beca, Joe Bucherer, Makarand (Mak) Dehejia, Francine Klein, Elisa Siegel, Christopher Wemple

 

Others Present: Richard Springer, General Manager, Romaine Cureton, Assistant Manager (AM), Jeremy Tucker (ECA Legal Counsel, Lerch Early & Brewer)

 

PRESIDENT’S REPORT

            Mr.  Schwartz opened the meeting with a brief statement saying that the condo had weathered a difficult year.  Our success is due to the cooperation of our residents and the new management direction.

 

LAWYERS REPORT

            Mr. Tucker discussed a potential new requirement by the State requiring the filing of condominiums reserve study and to follow the recommendations contained in the study. He will continue to track this.

 

NOMINATING COMMITTEE REPORT

            Ms. Gann gave an update on committee activities.  Notices and postings have gone out on schedule. At this time the Committee has received 2 applications. A third individual has indicated interest.  Last call for nominations April 7. Ms. Gann emphasized that it was important to turn in your proxy even if you decide not to vote so it can be counted in the quorum. This year the elections will be virtual. The League of Women Voters will be handling the elections. Electronic voting is not possible this year, but will be the future. A process is being set up for proxy collection, which will include drop off, mail and email of scanned proxies. A resident asked does the provision to nominate at the annual meeting still be possible?  Mr. Springer replied that this option will still be available.

 

TREASURER’S REPORT

            Mr. Wemple, stated he wished to respond to questions raised at the Budget and Finance Committee about the investments with Morgan Stanley. He explained the concept of laddering investments (selecting different amounts and expiration dates for investments). Typically, this allows the condo to take advantage of different rates for short and long-term investments, The past year has made the decisions more difficult because there is little variation in rates.

 

MANAGEMENT REPORT

            A complete copy of Mr. Springer’s Management Report is available electronically.  Here are some of the highlights:

            Elevator Update

The meeting with Michael Blades and Associates and Otis Elevator was postponed due to a death in the family of the Service Manager for Otis.

Two-way radio amplification update

Engineers were on site to measure the signal reception.  Draft plans are being prepared to be submitted to Montgomery County Department of Permitting Services (MCDPS). MCDPS has been kept informed of our progress.

 Mail Corridor and Adjacent Lobby Refurbishment.

Mr. Springer met with Phyllis Hartman to review the project. A preliminary budget has been developed. A recommendation will be made at the April meeting.

 

OLD BUSINESS

            Draft Budget

The Draft Budget along with a narrative describing the development and review process is part of the Management Report. Mr. Bucherer moved to accept the draft budget. Approval of the budget is scheduled for the April Meeting.

 

            G-4 Condition and Assessment and Estimated Projected Costs

WJE estimated Costs for this project $483,500. Management recommends that the Board not move forward on the project.

 

NEW BUSINESS

            Consider League of Women Voters Proposal for 2021Annual Election

After a brief discussion the League of Women Voters has been selected to handle the 2021 condo elections.

            Consider Contract for Composting

A resident presented information on composting. A full description of this service is in the management report. It was suggested that the General Manager conduct a survey to determine resident interest. A pilot project is another approach that could be used, no decision was made at this time,

 

RESIDENT FORUM

 

Three residents noted that their apartments had excessive humidity. It was determined that a study needed to be made to determine if the problem is universal or limited to specific tiers. A resident survey will be conducted.

 

A resident suggested that grills be installed in the back  for the residents use.

Highlights of ECA Board Meeting February 24, 2021

 

Board Present: Lyle Schwartz (president), Zlatan Beca, Joe Bucherer, Makarand (Mak) Dehejia, Francine Klein, Elisa Siegel, Christopher Wemple

 

Others Present: Richard Spring, General Manager, Romaine Cureton, Assistant Manager (AM) Jeremy Tucker (ECA Legal Counsel, Lerch Early & Brewer), Jeremy Powell (auditor, GoldKlang)

 

I am pleased to say that a welcomed change has come to our Board Meetings and how the building management is proceeding under our new General Manager Richard Springer. Therefore the nature of these reports will be briefer because you as owner at the Elizabeth may get the Board Meeting Packet in electronic format (via email I recommend) if you want additional details.

 

President's Report (see Board Meeting Packet if needed)

The president mentioned emergency radio antenna, corridor renovation, and the audit report which will all be addressed in upcoming special meetings.  One of community Raymond Quarterman unit 906 died February 1. He was an original owner.

 

Audit Report

The Elizabeth Condominium Association is in good financial shape and we are continuing to aggressively pay down the loan which financed window and balcony door replacements.

 

Legal Report

 

Our ECA counsel Jeremy Tucker reported that a survey of Arcade owners was conducted revealing that the majority of ECA parking spaces are being used by customers coming to the Arcade. This also brings up another question and that is how many of ECA parking spaces are being used day after day by hired caregivers.

 

Management Report

The main point addressed was upcoming March 5 elevator inspection.

 

However, Mr. Springer is a major player in the meetings and provided additional information about our service contracts and how approval will be handled (either by Board or GM—see Board Meeting Packet Old Business for the  complete chart). For now we will continue with concierge and housekeeping services until our GM has time to fully evaluate. Contracts from various vendors were included in the Board Meeting Packet.

 

Air Quality Report

The COVID-19 19 Task Force issued a 2-page report summary (see Board Meeting Packet) that essentially says most of our common areas are safely getting conditioned outside air. You can request the full report (Air Quality Enhancement Study) which is 35 pages. Here’s what the report says:

 

The Lobby and Party Room receive conditioned ventilation air via their individual units and associated

air ducts. The Business Center does not. However, there is no way to monitor usage of any of these

areas to be sure that MoCo Health Department and CDC guidance on limiting group size, masking and

social distancing are observed or to monitor for illness. Therefore, the Task Force recommends deferring

action for two months until we see what percentage of the population are vaccinated and what the

general community standards and practices are.

 

There was some discussion about opening the West Lobby in day time hours only when management is on duty to monitor use.

 

Air in individual apartments do NOT get outside air directly. The Hallway Renovation Project does raise some concerns but our fall timeline may mitigate those concerns.

 

Pool Hours

 

The Air Quality Report gives the pool system relatively good grades, and we continue to observe

the Health Department requirements.

 

The recommendation is to resume 7-9 am swim hours (presumably Mon-Fri?) allowing 6 swim reservations per day. Additionally, an individual would be allow a reservation 4 times a week. This additional time requires a second life guard to cover the added hours.

 

The air temperature was fixed and should now be registering in 70’s degrees Fahrenheit.

 

Since COVID restrictions occurred, pool hours are in high demand.

 

Garage

 

Bids are being collected for putting down a membrane/painted floor on the G-4 level of the garage. This is strictly a cosmetic project which will cost around $12,500 according to Wiss Janney Elstner Associates. It will create noise and dust. After all the money and time spent recently on garage repairs, I am not in favor of this project and think the money could be spent on other projects.

Highlights of ECA Hallway Renovation Townhall Meeting February 18, 2021

 Board Present: Lyle Schwartz (president), Zlatan Beca, Joe Bucherer, Makarand (Mak) Dehejia, Francine Klein, Elisa Siegel, Christopher Wemple

 

Others Present: Phyllis Hartman, Hartman Design Group; Richard Springer, General Manager

 

President's Opening Remarks:

Potomac Energy made recommendations on air handling in the Elizabeth. More information will be presented at February board meeting.

 

Phyllis Hartman is the main speaker for this townhall. She prepared slides for the hallway renovation and will answer questions. The actual work likely to start the end of 2021.

 

Highlights:

Close to 60 people attended this Zoom meeting.

Samples

For sample carpet, wall covering, furniture, check the West lobby to see the easel with this information. Also, notice that the apartment doors, walls, carpeted floor beyond the West Lobby elevators are exactly what to expect for our hallway renovation.

 

Timeframe

The best guess between Ms. Hartman and our General Manager Richard Spring is that it will take three weeks to complete a hallway. The expectation is that simultaneous work will done on 2 to 3 hallways at one time. Some floors may take longer because of differences (e.g. floors with drop ceilings may take longer.).

 

All components (carpet, wall covering, lighting, etc.) must be received BEFORE work can begin.

 

Details of Interest

Doors: will have levers (not knobs) giving easier access to those with hand disabilities (e.g. arthritis), security locks (this means two locks), door knockers. All hardware will be satin brass. All doors will be the same and must not be altered. Installation will be done in one day’s time.

 

Wall Cover: wall cover will take less time to install than painting which would require extensive wall preparation. Wall cover more flexible is wall has moisture because it has microscopic holes. Additional wall covering will have to be stockpiled here at the Elizabeth.

 

Lighting: will be LED which is energy efficient. Generally speaking, lighting will be located at current places on the walls but the lighting fixture will be mounted at a little lower position. A few places in some hallways may get an additional light fixture to overcome low lighting issues.

 

Carpet: Axminster carpet chosen is 80% wool, 20% nylon. Properly cared for it can last up to 20 years. It requires professional carpet cleaners to avoid shrinking and damage.

 

Base Molding: will be a type of rubber because it moves with the wall (movement can be caused by weather).

 

Crown Molding: is made from MDF (Medium Density Fiberboard). This is where cable for tv & internet will be secured. Floors with drop ceiling will have cable in the ceiling and so there will be no crown molding.

 

Popcorn Ceilings: will be painted. Ms. Hartman would like to get rid of them but that requires remediation (asbestos problem) and that will be too disruptive and costly. Residents would have to leave their apartments for some period of days.

 

Furniture: a custom-made cabinet with false doors will stand on each floor. Cabinets were picked over tables to hide the lamps’ electrical cords. The cabinets on the East Side will measure 40 X 20 X 34 and have one table lamp, while cabinets on the West side will measure 66 X 20 X 34 and have two lamps. Two light-colored armchairs will flank either side of the cabinet. East Side space is smaller than West side.

Corridor Renovation Townhall Feb 18 at 5 pm

 Don't miss your opportunity to learn more about the Elizabeth hallway renovation and ask questions. Here below  is the Zoom invitation from our General Manager Richard Spring. Check out the board of pictures in the West Lobby to see sample carpet, furniture, paint color.

Dear Owners and Tenants,

I am pleased to announce that we will hold a virtual Town Hall meeting at 5:00 p.m. on Thursday, February 18, 2021 to review the Corridor Renovation Project.

Phyllis Hartman of the Hartman Design Group will present her design scheme in detail followed by a Q & A session. 

The Design Board and a photo replica of the corridor carpet have been placed at the entrance to the West Lobby for all to view.  Please be sure to practice social distancing and try not to block the hallway.

Photos of the Design Board & Carpet Replica are attached as PDFs for our offsite owners.

Zoom Meeting

https://us02web.zoom.us/j/8255386829?pwd=NmMyM25oQzZQQzFTKzIvb1g3NElDUT09

Meeting ID: 825 538 6829    Passcode: 8255386829

Telephone Access

(301) 715-8592 

Meeting ID: 825 538 6829    Passcode: 8255386829 

Best,

Richard Springer
General Manager

Summary of ECA Board Meeting January 27, 2021

 

Board Present: Lyle Schwartz (president), Zlatan Beca, Joe Bucherer, Makarand (Mak) Dehejia, Francine Klein, Elisa Siegel, Christopher Wemple

 

Others Present: Richard Spring, General Manager, Romaine Cureton, Assistant Manager (AM) Jeremy Tucker (ECA Legal Counsel, Lerch Early & Brewer)

 

President's Report

Phyllis Hartman is preparing storyboards on the hallway renovation project for a zoom town hall meeting for the residents. The actual work not likely to start until the end of 2021.

 

Management Report

 

Richard Springer is proving himself to be a proactive, efficient, can-do manager. What follows I italics comes from his first management report:

 

Garage Status Report

 

Concrete Protection and Restoration (CPR) submitted their final payment application to Facility Engineering Associates (FEA) for certification and approval on January 7, 2021.  In turn, FEA certified and forwarded the payment application to The Elizabeth.

 

After touring the garage, I reached out to CPR to advise them of materials left on site that needed to be retrieved prior to releasing final payment.  The materials were picked up on January 19, 2021 and the payment application was released for payment.

 

The following is a summary of the costs associated with the Garage Project.

 

Company	Amount
Facility Engineering Associates	$140,371.76
CPR Permits & and Expediting Services	$44,253.16
Concrete Protection and Restoration	$1,800,695.52
Environmental Consulting Services	$30,850.00
Elizabeth Arcade Parking	$25,200.00
Guzman Towing	$1,260.00
Total	$2,042,630.44

 

I met with an engineer from Wiss Janney Elstner (WJE) to walk the G4 level of the garage to explore the option of coating the floor with a product similar in appearance to the G1 – G3 levels.

 

WJE will submit a proposal to develop contract documents that will define the project to include:

 

·      Document Review and Project Preparation

·      Visual Survey

·      Repair Documents

·      Bidding and Procurement Assistance

·      Construction Period Services

 

It is anticipated that this will be presented to the Board for consideration at February’s meeting.

 

[N.B. I urge you to pay attention to this possible NEW Garage Project, which would be expensive and would only provide aesthetic value. Whatever grinding of concrete will provide noise and dust. Nothing has been decided and, by the way, those people whose cars were damaged during the last garage project will not be getting compensation.]

 

 

Two- Way Radio Amplification System Update

 

The Elizabeth was cited by Montgomery County’s Department of Permitting Services for inadequate coverage for emergency responder radio coverage on April 11, 2019.

 

We have been accepting proposals to install a two-way radio amplification system to comply with the county’s requirement regarding radio coverage for emergency responders.

 

A recent article in Bethesda Magazine prompted the below email to Assistant Chief Radcliffe with the fire department.

 

Chief Radcliffe,

 

I recently took over the General Manager’s position at The Elizabeth Condominium in Chevy Chase.  The Elizabeth was issued a Notice of Violation on April 11, 2019 by Inspector Brian Barnes for inadequate radio coverage for emergency responders.

 

We have received proposals for the installation of an 800MHz two-way radio amplification system at a cost of approximately $180,000.  Recently, I had one of the vendors install a mockup on one floor for our Board of Directors to view prior to moving forward with the selection of a vendor.

 

My purpose for writing to you is the recent announcement by Montgomery County to switch to a new emergency communication system that will double the number of towers thereby “increasing the coverage area to 98.8% of the county, including in buildings and other hard-to-reach areas.” (The quote is taken from the December 10, 2020 Bethesda Magazine article found at https://bethesdamagazine.com/bethesda-beat/police-fire/after-major-outages-montgomery-county-ready-to-switch-to-new-emergency-communication-system/?utm_source=Bethesda+Magazine+%7C+Bethesda+Beat&utm_campaign=36a26250d6-Beat-12.11.20&utm_medium=email&utm_term=0_1bbe9df5d9-36a26250d6-104435883&mc_cid=36a26250d6&mc_eid=d6d9486f9d

 

My hope is that the new communication system will negate the need for us to install the amplification system. 

 

The following is the response to my email:

 

Mr. Springer,

I am forwarding your email to Rick Merck from Permitting Services.  He is the manager who oversees the inspection and enforcement of the Fire Safety Code, and is better suited to answer your question.  I will tell you from an operational standpoint that even though the new radio system has much better coverage, we still have problems with reception and transmissions in large buildings - no matter how many radio towers we build. 

 

I waited a week to follow up with Mr. Merck but have not received a response as of January 22, 2021.  I will provide more information at the meeting should I receive a response.

   

 

The proposed installation of towers in the future does not eliminate the requirement for emergency responder radio coverage in the Elizabeth Condominiums.  Now that we are quickly approaching a year since the notice of violation was originally written, when do you suspect you will be submitting a permit application with plans for review so that we can close out the violation?

 

Anticipating that we will be required to install the radio amplification system, I asked one of the bidders, Lord & Co., to install a typical mockup on the 8th floor in stairwell C in the East Tower.                                                                                                                                                                             

 

The sample antenna that will be mounted to the corridor ceiling just outside the fire exit door is available for view in my office.

 

I also met with Brian Barnes who issued the notice of violation and brought him up to date on our progress.  He asked that I let him know when I hear back from Mr. Merck.  He did let me know that several buildings were issued the same violation notice, but only one property has installed the amplification system.

 

For now, we are in a holding pattern until we hear back from Mr. Merck.

 

Roof Repairs Update

 

A total of eight leaks originating from the roofs and canopy were addressed in September by D & D Roofing and Waterproofing.  A visual inspection of the roof indicated that no additional repairs were required. 

 

During the development of the Reserve Study, Facility Engineering Associates was informed by management that the intent was to replace the West Tower roof in 2021.  The balance of the roofs, East Tower and lower, are scheduled to be replaced in 2023. 

 

Based on the recent repairs and assessment of the West Tower roof, we will consolidate the replacement of the three roofs to occur in 2023.  The combined anticipated cost is $2,053,332.

 

The Reserve Study also calls for the main entrance canopy system (skylight and roof membrane) and the Arcade canopy to be replaced in 2021 at an anticipated cost of $76,875 and $20,500, respectively.

 

These two projects warrant further discussion as this would also be the most opportune time to remove or redesign the canopies.

 

Elevator Repairs Update

 

The Board contracted with an elevator consultant, Michael Blades and Associates, to assess the condition of the six elevators in advance of the Partial Elevator Modernization project scheduled to occur in 2022 at an anticipated cost of $609,363.

 

The assessment confirmed that the project could occur as scheduled although replacement parts are becoming more difficult to locate as the original manufacturer is no longer in business.

 

The assessment also revealed issues with the service contract provider’s performance.  A total of eight deficiencies were noted and addressed with Otis Elevator Company.

 

 

A second inspection was conducted on January 15 followed by a meeting with representatives from Otis.  Several items were not addressed to the satisfaction of the elevator consultant and

 

the Otis service manager was directed to take ownership of the remaining issues and report back on the progress.

 

In fairness to the service manager, he had been out recovering from a partial ankle replacement and showed up in an orthopedic walking boot.

 

I will continue to report on the progress at future Board meetings.

 

 

 

 

Mr. Springer has also proactively listed all our contract services and I quote from his Management Report:

 

Bidding Process for Service Contracts

 

The Elizabeth has service contracts for the following:

 

·      Concierge Services

·      Elevators

·      Emergency Generator

·      Financial Management

·      Gym Equipment

·      HVAC Maintenance—GM is looking into this.

·      Housekeeping

·      Landscaping

·      Pest Control

·      Snow Removal

·      Swimming Pool

·      Trash Removal

·      Uniforms

·      Water Treatment

 

I will be preparing a chart to include the current vendors, contract price and terms for the Board to review to determine which contracts will require Board approval when up for renewal.

 

All contracts will be competitively shopped to insure we are receiving the best service for the lowest cost. 

 

No action is required by the Board at this time.

 

Approve Contract for Composting Service

 

Postponed to February Board meeting.

Summary of ECA Board Meeting November 18, 2020

 Board Present: Lyle Schwartz (president), Zlatan Beca, Makarand (Mak) Dehejia, Francine Klein, Elisa Siegel, Christopher Wemple

 

Others Present: MaryAnn Hall, Outgoing General Manager (first half of the meeting only), Romaine Cureton, Assistant Manager (AM) Jeremy Tucker (ECA Legal Counsel, Lerch Early & Brewer)

 

President's Report

Transitions:  General Manager, Richard Springer Starts December 1, 2020. MaryAnn Hall will make herself available as needed; Jimmy Whalen has resigned and his place on the Board needs to be filled. Lyle Schwartz read a letter of appreciation to Hall for her contribution over four years of employment and her efforts in rebuilding the financial health of The Elizabeth. Many Board members voiced their appreciation for her efforts. Hall left the meeting midway and Springer join it after without sufficient opportunity to hear about his background and strengths.

 

Projects under consideration are the following: Radio antennae replacement, coating of G4, corridor project and the elevator refurbishment.

 

Design work on the corridors is completed and Phyllis Hartman has been asked to prepare materials for a zoom town hall meeting for the residents.

 

The engineering study of the elevators has also been completed.

 

Legal Report

Due to the surge of Covid 19 cases in the county, it is anticipated that new executive orders will be issued. This will require valuation of the use of the pool and fitness center.

 

Management Report

CPR has completed all work in the garage. Management is reviewing costs payment to CPR but this is not yet completed. Guest parking will be available after scaffolding is removed, but residents will be notified in advance.

 

The pool will be open 11 am to 7 pm, the regular hours and closed on Thanksgiving Day.

 

Window cleaning is scheduled for November 30^th and December 1^st . Reminder notices will be sent  to the residents to clear their balconies.

 

Gates Hudson has gone through a conversion of their accounting system; problems arose regarding the posting of payments, settlements and other accounting records. They have been working hard to correct these problems and request our patience.

 

Covid-19: A child on the West side has tested positive for Covid-19. He and his family are quarantined at home.

 

New Business

Joe Bucher was selected to fill Jimmy Whelan's Board seat; Bucher will serve until the Annual

Meeting next May 2021.