COMMENTARY ON THE PIANO CONTROVERSY: The following is my opinion. I was not in favor of buying a piano, given the money we need to spend on fixing our infrastructure. However, because the piano is now here in our beautifully refurbished West lobby and people, including me, are enjoying it both as a handsome item of furniture and as a high-quality musical instrument, I feel it is absolutely mandatory that if the Board is seriously considering selling the piano that it must send a questionnaire to every unit owner asking them to vote on whether to keep or sell this valuable item. However, I would like to point out that after spending $300,000 on furnishings, we have sofas that cost $$8,000 and $12,000, chairs that cost over $3,000 a piece, barstools that cost just under $1,000 a piece, and etc. We also have a first floor adorned with artwork that cost a total of $35,000. Does that mean we should also consider selling these items, and that the Association should vote item by item on what to keep and what to sell? I say it is time to move on.
The piano was no secret. It had always been part of the design plan and that design plan was presented in public forum to owners and residents by The Hartman Design Group. It is inconceivable that any Board member could have been unaware of the intention to purchase a piano. Furthermore, there had never been any Board decision to discuss, much less debate, whether to purchase a piano. What is unfortunate is that the Board failed to solicit comments from Association members starting at the very beginning of the refurbishment project. This is basic psychology in how leaders need to deal with a large group of people who share common space. Getting agreement and buy in on the basic goals guiding the refurbishment process would have probably headed off many of the problems we are hearing people complain about.
COMMUNICATING WITH THE BOARD: Recently I learned that the most effective way of delivering praise or complaints to the Board is to submit these letters to the management office. Why? Because these letters will then be made part of the monthly management report and then become part of the official Association record.
COMMENTARY ON THE ECA BOARD & UPCOMING ELECTION: One other comment that I feel must be made is that very idea of punishing a Board member for following the direction of the President of the Board is petty and completely unacceptable. All too often, those of us who attend monthly Board meetings see Board members act unprofessionally. Furthermore, Board members act like they are adversaries instead of teammates looking out for the good of the entire Association.
We are approaching our annual meeting where three Board members, if they choose to run, will be up for re-election. It’s time to think hard about who you want to represent you. I want Board members who communicate well; have no axes to grind; can work together respectfully while making hard choices; are honest, impartial, dependable, competent; have a track record of sound financial responsibility; promote community; and enforce the rules equitably.
Saturday, February 26, 2011
Summary of Feb 23, 2011 Elizabeth Condo Board Meeting
Present at the meeting: Alexandra Kielty, Judi Barth, Charles Bressler, Molly Frantz, Monique Fridell, Seth Levine, Al Muller, Jason Fisher, Scott Murdoch, Jim Santos, and recorder of meeting minutes.
JANUARY MINUTES: Approval of the January minutes was tabled until next month because the ECA Secretary was unable to perform this job in a timely manner. This is not the first time this has happened under his assignment as the ECA Secretary. The approved meeting minutes are important for setting the record straight and if they are not delivered in a timely fashion, we Association members are at a terrible disadvantage, especially when problems occur and we need to refer to what decisions have been made by our Board of Directors.
LEGAL DETERMINATION: The ECA condo lawyer Jason Fisher was present for this particular meeting. He was invited to comment on two large projects: the replacement of (1) windows/balcony doors and (2) the McQuay heating/cooling units. What he said was the responsibility for replacing windows/balcony doors falls to the Elizabeth Condominium Association. However, the responsibility for replacing the McQuay heating/cooling units that reside in individual units must be paid for by the owners. None of these projects are simple.
REPLACEMENT OF WINDOW & BALCONY DOORS: Replacement of windows/balcony doors will require the ECA to borrow money. According to our treasurer Monique Fridell, we are positioned to borrow, though more data and decisions are needed before the Board moves on this. According to our house manager, if the Board decided to move ahead and procured the necessary loan now, then it would be possible to start the project as early as July 1, 2011.
REPLACEMENT OF HEATING/COOLING UNITS: Replacement of the McQuay heating/cooling units is much more complicated. The Association would have to replace and fix the infrastructure that supports the individual McQuay heating/cooling units before any individual McQuay units could be replaced. Replacement would logically proceed tier by tier and not floor by floor. The average estimated cost per unit (don’t forget some units are much larger than others and have more than two units) is somewhere between $6,000 to $12,000.
BYLAW ISSUE: As it stands right now, it would be up to the unit owner to voluntarily cooperate with the project. According to our house manager, if every unit owner cooperated, the project would take two to three years to complete with the minimal amount of disruption for all involved. If a majority of unit owners failed to cooperate, the project could take 10 or more years to complete with untold hours of disruption of water, heat and cooling services for many residents. Therefore, our lawyer suggested an amendment to the ECA Bylaws that would allow the ECA Board to have more control over projects that are for the good of the entire Association. Any changes to the Bylaws will require agreement of 66 and 2/3 percent of the Association to amend the Bylaws. This means unit owners need to be made aware of the critical nature of fixing the heating and cooling system, which is so overdue for replacement that it’s a train wreck waiting to happen.
HALLWAY REFURBISHMENT: To further complicate this discussion, there are actually three large projects on the ECA table. The third project is renovation of the hallways. At this time, design work is being done by The Hartman Group on the hallway renovation. All discussion about design costs at the February Board meeting pertained to this new phase of work for the hallway renovation. The lobby renovation work was completed and, according to the Board, it was completed under the projected and approved budget cost of $1.5 million.
SEQUENCING OF BIG PROJECTS: At a working meeting of the Board that took place a number of weeks ago (they discussed budget planning, including the 5-year plan), our house manager made it clear that these three projects cannot be accomplished simultaneously. He suggested that the priority be: (1) replacement of windows/balcony doors, (2) replacement of the McQuay heating/cooling units, and (3) renovation of the hallways. The importance of this order is to realize immediate energy savings, avoid costly interim repairs on failing equipment, and avoid damaging newly refurbished areas (hallways).
FOUR-PIPE SYTEM REFUBISHMENT & WINTERIZATION OF THE COOLING TOWER: Also feeding into the discussion of fixing the heating and cooling infrastructure, the house manager requested a decision on making immediate repair to something called the four-pipe system and winterizing the cooling tower. The four-pipe system, which was installed when the building was built, allows for the spring-fall situation when some units in the building require heat while other require air-conditioning. The house manager said we have always been set up to accommodate these opposing needs but the system has been in disrepair for quite some time. The Mendoza Engineering Study recommended fixing these infrastructure systems. Therefore the Board decided to move ahead with both repairs. The four-pipe system involves pipes exposed to weather that sit on our roof and need replacement which will cost $13,000 and the other, the enclosed cooling tower refurbishment, costs $32,000. $50,000 had been budgeted for this project so this expenditure appears to be well within that limit. There are some energy implications that also need to be managed.
COMMITTEE & COMMUNITY UPDATES:
The Landscape Committee reported on the status of its activities, including a public event for owners and residents on March 3 to update Association members on project work to date and to solicit ideas, comments, and questions. To get advance information on the project, visit the official Elizabeth website.
An elections committee was named and announced.
On Saturday March 26 in the West Lobby from 3:30 pm to 6:30 pm, the family of long time resident Helen Soderberg will commemorate her life. Those wishing to attend need to RSVP. Consult the flyer hanging on the bulletin board in our mail corridor for more information, including how to notify her family that you would like to attend.
PIANO CONTROVERSY: A contentious discussion about the piano that was procured as part of the refurbishment budget took up a big chunk of time during this meeting. Refurbishment Committee members (an ECA Board-led group) asked Al Muller, who had been a concert pianist, to research a piano to meet the requirements set by the Hartman Design Group as well as find a piano that would be an asset for generations to come who live in the Elizabeth. Dr. Muller consulted with Alexandra Kielty on the piano, which met all the requirements, and asked for permission to purchase the piano which was a year-old instrument being sold by the Kennedy Center. She said yes and he purchased the piano using his credit card since the nature of the sale required immediate action.
At this February meeting, the treasurer Monique Fridell stated she was unwilling to sign a check for something over $19,000 to reimburse Dr. Muller for the piano. Ms. Fridell felt this was not an approved expense and tied it to comments from the ECA auditors. Charles Bressler tried unsuccessfully to state a motion to deny reimbursement to Dr. Muller. Jason Fisher clarified and stated that first a motion must be brought to the Board requesting retroactive approval of the purchase of the piano. What was not entirely clear was that if the purchase of the piano was not approved then Dr. Muller could not be reimbursed for the cost of the piano. Ms. Fridell proposed the motion for requesting retroactive Board approval for the purchase of the piano. Fridell, Bressler, Molly Frantz, and Seth Levine voted against this motion with the balance of the Board, Kielty, Muller and Judi Barth voting for. Seth Levine then proposed a motion to reimburse Dr. Muller at which point the ECA lawyer intervened saying this was not possible if the purchase had not been approved. Dr. Muller stating Robert’s Rules of Order suggested that someone who voted against the motion could then call for a new vote on the same topic. After some discussion, Levine, realizing this situation opened up the prospect of a lawsuit against the ECA, reversed his first vote and then orchestrated a new vote requesting retroactive approval of the purchase of the piano. In the second vote, Fridell and Bressler voted against approval and Kielty, Barth, Franz, Levine, and Muller voted for. This cleared the way to reimburse Dr. Muller.
JANUARY MINUTES: Approval of the January minutes was tabled until next month because the ECA Secretary was unable to perform this job in a timely manner. This is not the first time this has happened under his assignment as the ECA Secretary. The approved meeting minutes are important for setting the record straight and if they are not delivered in a timely fashion, we Association members are at a terrible disadvantage, especially when problems occur and we need to refer to what decisions have been made by our Board of Directors.
LEGAL DETERMINATION: The ECA condo lawyer Jason Fisher was present for this particular meeting. He was invited to comment on two large projects: the replacement of (1) windows/balcony doors and (2) the McQuay heating/cooling units. What he said was the responsibility for replacing windows/balcony doors falls to the Elizabeth Condominium Association. However, the responsibility for replacing the McQuay heating/cooling units that reside in individual units must be paid for by the owners. None of these projects are simple.
REPLACEMENT OF WINDOW & BALCONY DOORS: Replacement of windows/balcony doors will require the ECA to borrow money. According to our treasurer Monique Fridell, we are positioned to borrow, though more data and decisions are needed before the Board moves on this. According to our house manager, if the Board decided to move ahead and procured the necessary loan now, then it would be possible to start the project as early as July 1, 2011.
REPLACEMENT OF HEATING/COOLING UNITS: Replacement of the McQuay heating/cooling units is much more complicated. The Association would have to replace and fix the infrastructure that supports the individual McQuay heating/cooling units before any individual McQuay units could be replaced. Replacement would logically proceed tier by tier and not floor by floor. The average estimated cost per unit (don’t forget some units are much larger than others and have more than two units) is somewhere between $6,000 to $12,000.
BYLAW ISSUE: As it stands right now, it would be up to the unit owner to voluntarily cooperate with the project. According to our house manager, if every unit owner cooperated, the project would take two to three years to complete with the minimal amount of disruption for all involved. If a majority of unit owners failed to cooperate, the project could take 10 or more years to complete with untold hours of disruption of water, heat and cooling services for many residents. Therefore, our lawyer suggested an amendment to the ECA Bylaws that would allow the ECA Board to have more control over projects that are for the good of the entire Association. Any changes to the Bylaws will require agreement of 66 and 2/3 percent of the Association to amend the Bylaws. This means unit owners need to be made aware of the critical nature of fixing the heating and cooling system, which is so overdue for replacement that it’s a train wreck waiting to happen.
HALLWAY REFURBISHMENT: To further complicate this discussion, there are actually three large projects on the ECA table. The third project is renovation of the hallways. At this time, design work is being done by The Hartman Group on the hallway renovation. All discussion about design costs at the February Board meeting pertained to this new phase of work for the hallway renovation. The lobby renovation work was completed and, according to the Board, it was completed under the projected and approved budget cost of $1.5 million.
SEQUENCING OF BIG PROJECTS: At a working meeting of the Board that took place a number of weeks ago (they discussed budget planning, including the 5-year plan), our house manager made it clear that these three projects cannot be accomplished simultaneously. He suggested that the priority be: (1) replacement of windows/balcony doors, (2) replacement of the McQuay heating/cooling units, and (3) renovation of the hallways. The importance of this order is to realize immediate energy savings, avoid costly interim repairs on failing equipment, and avoid damaging newly refurbished areas (hallways).
FOUR-PIPE SYTEM REFUBISHMENT & WINTERIZATION OF THE COOLING TOWER: Also feeding into the discussion of fixing the heating and cooling infrastructure, the house manager requested a decision on making immediate repair to something called the four-pipe system and winterizing the cooling tower. The four-pipe system, which was installed when the building was built, allows for the spring-fall situation when some units in the building require heat while other require air-conditioning. The house manager said we have always been set up to accommodate these opposing needs but the system has been in disrepair for quite some time. The Mendoza Engineering Study recommended fixing these infrastructure systems. Therefore the Board decided to move ahead with both repairs. The four-pipe system involves pipes exposed to weather that sit on our roof and need replacement which will cost $13,000 and the other, the enclosed cooling tower refurbishment, costs $32,000. $50,000 had been budgeted for this project so this expenditure appears to be well within that limit. There are some energy implications that also need to be managed.
COMMITTEE & COMMUNITY UPDATES:
The Landscape Committee reported on the status of its activities, including a public event for owners and residents on March 3 to update Association members on project work to date and to solicit ideas, comments, and questions. To get advance information on the project, visit the official Elizabeth website.
An elections committee was named and announced.
On Saturday March 26 in the West Lobby from 3:30 pm to 6:30 pm, the family of long time resident Helen Soderberg will commemorate her life. Those wishing to attend need to RSVP. Consult the flyer hanging on the bulletin board in our mail corridor for more information, including how to notify her family that you would like to attend.
PIANO CONTROVERSY: A contentious discussion about the piano that was procured as part of the refurbishment budget took up a big chunk of time during this meeting. Refurbishment Committee members (an ECA Board-led group) asked Al Muller, who had been a concert pianist, to research a piano to meet the requirements set by the Hartman Design Group as well as find a piano that would be an asset for generations to come who live in the Elizabeth. Dr. Muller consulted with Alexandra Kielty on the piano, which met all the requirements, and asked for permission to purchase the piano which was a year-old instrument being sold by the Kennedy Center. She said yes and he purchased the piano using his credit card since the nature of the sale required immediate action.
At this February meeting, the treasurer Monique Fridell stated she was unwilling to sign a check for something over $19,000 to reimburse Dr. Muller for the piano. Ms. Fridell felt this was not an approved expense and tied it to comments from the ECA auditors. Charles Bressler tried unsuccessfully to state a motion to deny reimbursement to Dr. Muller. Jason Fisher clarified and stated that first a motion must be brought to the Board requesting retroactive approval of the purchase of the piano. What was not entirely clear was that if the purchase of the piano was not approved then Dr. Muller could not be reimbursed for the cost of the piano. Ms. Fridell proposed the motion for requesting retroactive Board approval for the purchase of the piano. Fridell, Bressler, Molly Frantz, and Seth Levine voted against this motion with the balance of the Board, Kielty, Muller and Judi Barth voting for. Seth Levine then proposed a motion to reimburse Dr. Muller at which point the ECA lawyer intervened saying this was not possible if the purchase had not been approved. Dr. Muller stating Robert’s Rules of Order suggested that someone who voted against the motion could then call for a new vote on the same topic. After some discussion, Levine, realizing this situation opened up the prospect of a lawsuit against the ECA, reversed his first vote and then orchestrated a new vote requesting retroactive approval of the purchase of the piano. In the second vote, Fridell and Bressler voted against approval and Kielty, Barth, Franz, Levine, and Muller voted for. This cleared the way to reimburse Dr. Muller.
Thursday, February 24, 2011
Board Meeting, Feb 23rd
The letter below was sent to the Board on February 24. It was my original intention to speak at the board meeting last night when the floor was opened to discussion. However, I became so incensed at the proceedings that I feared my “talk” would dissolve into a screaming diatribe directed at the Board. As much as this would have been deserved, reality is it would have accomplished nothing.
Last night I attended the monthly Board meeting. Quite frankly I was appalled. I was both appalled at the behavior and the actions of the Board. The Board President spent some time decrying the rudeness and general lack of civilized behavior on the part of the ownership. She was quite correct, civility and good manners have all but disappeared. That was clearly evident last night. However, I believe the blame for this sad state of affairs can be placed directly at the feet of the Board.
The Board members are elected to represent the interests of the owners and oversee the management of the Condominium Association. I understand completely that being on the Board is voluntary. There is no compensation; it takes time from the member’s lives and its hard work. People take on this responsibility for various reasons. To some it’s prestige, to others it’s an altruistic desire to better the common good and some look at it as simply a way of protecting the investment in their home.
Regardless of what your particular motivation for serving might be, Board membership comes with certain obligations both legal and moral. One of these obligations is to act in a fiscally responsible manner when dealing with the finances of the Association. Here in lies the problem. A significant percentage of the ownership believes the Board has not done this with regard to the renovation project, myself included.
The people are angry and the majority of the Board has simply chosen to ignore their concerns. Several Board members appear to have their own agenda and the ownership be damned. You were given a budget and you exceeded it. The purchase of the piano is a poster child for what I and many other owners consider uncontrolled spending.
Last night we heard the absurd justification for its purchase; “it’s in the budget”. I’m sorry but it wasn’t in the budget. A piano can certainly be considered furnishings, but it is not furniture. There is a very important distinction here. Sofas, chairs, tables and chests are furniture. A piano is an accessory.
The budget was spent. It might not have been spent as originally planned but the fact remains the money allotted for the renovation was spent. At least an hour was spent at last night’s meeting discussing the cost overruns for the design company. There were unforeseen expenses such as the Lobby windows. This happens and no one is at fault. Sound fiscal management would dictate that if one segment of your project had cost overruns then nonessential items should be dropped from the project. I hardly consider the expenditure of almost $20,000 on a piano a necessity.
I live in the West Tower on the 18th floor. The hallways have a drop ceiling. That ceiling is broken and sagging in several places. It’s filthy and water stained. In a number of places the wallpaper is starting to peel away from the wall. The hall more closely resembles public housing than a Chevy Chase condominium. It’s an embarrassment but we have a shiny new piano in the lobby! I would like each and every member of the Board who voted for the purchase of that piano to come up to the 18th floor and then try and justify the expenditure of $20,000 on a piano.
No one is asking Al to take a financial hit on the purchase of the piano. I believe he, like several other members on the Board, had their personal agendas but I believe he was acting in good faith and should not be punished for his actions. However, the piano needs to be either sold or returned and the funds put back in the reserves.
Wednesday, February 9, 2011
Lobby Renovations
The letter below was sent to the Board of Directors on February 5. A number of board members subsequently responded. I found it rather strange that several board members were unaware of the piano purchase:
I would like to comment on the Lobby renovations. It’s quite obvious that this has been an extremely contentious issue among the owners of the building. In my mind I don’t think there was any question that the renovations were necessary. Should we have allocated as much funding as we did; I really can’t say, I do not have a clear concept of what a renovation should or shouldn’t cost. At this juncture it’s a moot point.
For the most part I’m happy with the results. I think the overall design was well executed and is practical. The designers took a cavernous space and reduced it to three usable areas. I would like to commend whoever was responsible for choosing the artwork. With the exception of a couple of pieces that appear to have been pilfered from the local Holiday Inn, I find it outstanding. Someone got a little carried away with the tchotchkes and the upholstery is not a style I would have chosen; however that is a matter of personal taste and I don’t find it offensive.
This week however, I was offended. I was offended when I saw the piano rolled in. I don’t know exactly what was paid for that piano but a piano of that size and style typically costs $18,000 to $25,000. In addition it requires yearly maintenance. I have to ask, what were you people thinking? You have paid approximately $20,000 for what is essentially a space eating sculpture that will receive little or no use. I’m sorry but that is patently absurd.
Given the current climate of anger and animosity present among the residents did you not consider perhaps this was not a good idea? This was not a custom piece that could not be cancelled! The most ridiculous argument I heard justifying its purchase was “it was in the budget”. Just because something is in the budget does not mean it has to be purchased.
If you insist on spending the money why not look elsewhere? As an example we have a fitness center that is filled with dilapidated and out dated equipment, some of it in excess of 20 years old. The fitness center is used by numerous residents on a daily basis. It’s not an exaggeration to say the fitness center gets more use in a day than the piano will in a year. $20,000 would have gone a long way toward modernizing the fitness center; a facility used by a significant number of residents regularly. I would like made public exactly who is responsible for authorizing the purchase of the piano. I believe the owners have right to know.
Tuesday, January 25, 2011
Summary of Jan 19, 2011 Elizabeth Condo Board Meeting
Present at the meeting: Alexandra Kielty, Charles Bressler, Molly Frantz, Monique Fridell, Seth Levine, Al Muller, Scott Murdoch, Jim Santos, recorder of meeting minutes. Judi Barth was absent.
Renovation. Furniture is coming this week Jan 25-27. Tues-Thurs. some inconvenience with elevators. Staging area is party room.
Audit Report. Auditors had to change the audit report presented last month. They used an estimated 2010 amount from PEPCO. When the actual number was established, it was double the amount. This reduces homeowner equity.
Security. Fob will be phased in, one floor at a time. 2 per apartment or buy extra at $10. Some doors need to be worked on, not all completed. Key pads for arcade will stay in place.
ECA working session on January 31 at 6:30 pm. 5-year plan and prioritizing building improvements. There will be no participation from the floor.
Marble Floors Restoration. Need special maintenance process done after furniture installation
Delinquencies. Discussion of collection fees procedures. Delinquencies being worked on with some success.
Hazardous Waste. House Manager Jim Santos says we have a collection of paint cans for example and he wants to hire a company to remove such hazardous waste. He got name of company through a recommendation.
Pipe Cleaning. 3 apartment tiers in The Elizabeth need pipe cleaning relative to water backup problems. Board gave approval to proceed.
Canopy in Front of the Building. Discussion but no action due to cost and various issues that do not solve problems of bad weather and cars discharging passengers.
Projects under review by house manager:
1. Arcade stairwell painting (2 proposals in hand)
2. Garage painting at egress points (2 proposals in hand)
3. HVAC 4-pipe reactivation (2 proposals in hand)
4. Garage fan replacement (2 proposals in hand)
5. Garage door operation/maintenance (adding key fob reader)
6. Fire alarm panel upgrade
7. Fire alarm code compliance for commercial owners
8. Energy conservation
9. Management office/front desk networking
10. Staffing duties, performance
11. Residential Directory (98% complete)
12. Reactivation of newsletter
13. Introduction of website into management opera
Website: discussion about how there is no package notification capability
Renovation. Furniture is coming this week Jan 25-27. Tues-Thurs. some inconvenience with elevators. Staging area is party room.
Audit Report. Auditors had to change the audit report presented last month. They used an estimated 2010 amount from PEPCO. When the actual number was established, it was double the amount. This reduces homeowner equity.
Security. Fob will be phased in, one floor at a time. 2 per apartment or buy extra at $10. Some doors need to be worked on, not all completed. Key pads for arcade will stay in place.
ECA working session on January 31 at 6:30 pm. 5-year plan and prioritizing building improvements. There will be no participation from the floor.
Marble Floors Restoration. Need special maintenance process done after furniture installation
Delinquencies. Discussion of collection fees procedures. Delinquencies being worked on with some success.
Hazardous Waste. House Manager Jim Santos says we have a collection of paint cans for example and he wants to hire a company to remove such hazardous waste. He got name of company through a recommendation.
Pipe Cleaning. 3 apartment tiers in The Elizabeth need pipe cleaning relative to water backup problems. Board gave approval to proceed.
Canopy in Front of the Building. Discussion but no action due to cost and various issues that do not solve problems of bad weather and cars discharging passengers.
Projects under review by house manager:
1. Arcade stairwell painting (2 proposals in hand)
2. Garage painting at egress points (2 proposals in hand)
3. HVAC 4-pipe reactivation (2 proposals in hand)
4. Garage fan replacement (2 proposals in hand)
5. Garage door operation/maintenance (adding key fob reader)
6. Fire alarm panel upgrade
7. Fire alarm code compliance for commercial owners
8. Energy conservation
9. Management office/front desk networking
10. Staffing duties, performance
11. Residential Directory (98% complete)
12. Reactivation of newsletter
13. Introduction of website into management opera
Website: discussion about how there is no package notification capability
December 2010 Minutes of ECA Board Meeting
THE ELIZABETH CONDOMINIUM ASSOCIATION
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting December 20, 2010
Board Present:
Dr. Alfred Muller .........................Vice President
Monique Fridell ...........................Treasurer
Molly Frantz ...............................Assistant Treasurer
Charles Bressler ...........................Secretary
Judith Barth ................................
Board Absent:
Alexandria Kielty .........................President
Seth Levine .................................Director
Others Present:
Scott Murdoch ...............Community Manager, Legum & Norman
James M. Santos ...........ECA General Manager
Jana Bowcut .................Recording Secretary, On the Record
Call to Order: Dr. Muller called the meeting to order at 7:30 p.m.
Announcements: Dr. Muller stated that Ms. Kielty asked him to conduct the meeting in her absence. Dr. Muller reported that a resident was recently struck by a car behind the Community Center. She is stable and is at Suburban Hospital. He advised residents to be careful. A New Year’s party will be hosted by the Village Council from 2:00 to 3:30 p.m. Dr. Muller thanked the staff who decorated the lobby for the holidays, despite not having furnishings in place. He noted the three staff members who have worked at the Elizabeth for 35 or more years -- Cynthia Edwards, Hollis Alleyne and Jimmy Keating -- and remarked that their dedication will be recognized formally when Ms. Kielty returns. A successful “Box” party was held on December 4, 2010 where toiletries were gathered and packaged for the beneficiaries of the charity So Others Might Eat. Residents may contribute to the holiday fund for staff until December 23, 2010. Dr. Muller also thanked the Social Committee and Ms. Barth for a successful holiday party held on December 19, 2010.
Approval of Minutes:
MOTION
Mr. Bressler moved, Ms. Fridell seconded, to approve the November 15, 2010 regular meeting minutes as amended with one correction (Ms. Frantz noted that on page 29 the first full paragraph should read “expenditures exceeded income by $241,000”). The motion passed with one abstention by Ms. Barth (4-0-1).
Treasurer’s Report: Ms. Fridell introduced Tracy Geiger and Josephine Laleye from DeLeon & Stang, CPAs and Advisors to provide an overview of the audit for fiscal year ending June 30, 2010. The audit was deemed to be unqualified (favorable). Delinquent assessments increased, mostly due to past due fees from one particular owner. Overall, delinquencies stood at 1.3 percent of annual assessments as of 6/30/10, which is favorable compared to the industry standard. The Treasurer and volunteer residents did a lot of valuable work going through accounting records and clearing fully depreciated assets from the fixed asset schedule. Net income of $120,000 in the Operating Fund, which is about three percent of annual assessments compared favorably to last year’s loss of $120,000, mainly due to a decrease in repairs/maintenance costs by $250,000, a decrease in courtesy patrol/security costs of $70,000, and a decrease in utilities which were about $80,000 under budget. The professional management fee for Legum & Norman was $90,000 and is reflected in a new line item expense on the income statement. The overall operating equity of the community is about 22 percent of annual assessments, which falls within the target of 20 to 30 percent.
Dr. Muller noted that the decrease in utility costs can be attributed to the efforts of the Energy Committee, which is chaired by Joan Rosenbach.
Ms. Geiger asked if there were any questions about financial management or the auditors’ findings from Board members or residents present in the audience. There were no questions. MOTION Ms. Fridell moved, Mr. Bressler seconded, to approve the audited financial statements for fiscal year-end June 30, 2010. The motion passed unanimously. Ms. Fridell asked that Management proceed immediately to send the approved FY 2010 audited statements to the printers so that they could be distributed to owners by 1/31/11.
Old Business:
Lobby Renovation: Mr. Murdoch noted that the chart in his Management Report reflected the fact that design fees incurred on the refurbishment project now exceed the original estimate by $6,000. Ms. Fridell expressed concern about this given that the Board had passed a motion that design expenses paid to Hartman Design Group would not exceed $250,000. Ms. Barth stated that there is little work remaining, principally the final walk through and sign-off. Ms. Fridell requested that the Hartman Design Group provide an estimate of how many hours worth of work are remaining. Ms. Barth stated that placement of furnishings will require two days of HDG time, and probably another half of a day for the final sign-off. Dr. Muller suggested talking to HDG to see if there might be some negotiation possible regarding the invoices for the last part of the refurbishing project.
Ms. Frantz asked about a numerical discrepancy between two charts in the Management Report regarding the design fees. Ms. Frantz requested that in future tables for cash management and planning, there be an additional column for “funds required to complete project” so that it could be clear which amounts were still estimated to be paid and which amounts were over budget.
Emergency Generator: Mr. Murdoch stated that the project is complete, and has been signed-off. The generator is in operation and is run for 30 minutes every Wednesday morning. The generator project was budgeted for very carefully, but unfortunately ran significantly over-budget due to Montgomery County Code Compliance issues, additional engineering time required to redesign the air intake and relief duct equipment.
New Business:
Collections Procedures: Ms. Fridell stated that although the auditor was not concerned about ECA’s delinquency rate of 1.3 percent, she is concerned about the tripling of delinquencies since L&N assumed financial management and felt that Management needs to be more proactive and assertive in managing collections. In a memo to L&N dated 11/21/10 she proposed as a formal objective to the Board and Management that ECA restore its historically lower delinquency amounts and requested that Legum & Norman review the collections process and take the following actions: 1) Report on each delinquent case in greater qualitative and quantitative detail, documenting dates, contacts, situational information. 2) Provide a memo to explain whose responsibility it is to perform day-to-day collections responsibilities and to serve as liaison with Lerch Early. 3) Make recommendations to the Board as a delinquency nears the 60 day past due point when a case needs to be turned over to counsel for legal action, per ECA Collections Policy. 4) Confirm in writing that all L&N personnel involved in collections activities have read and understood ECA Collections Policy.
On advice of the Association’s legal counsel, Lerch, Early & Brewer, Ms. Fridell recommended eliminating the courtesy demand notice that is sent by Lerch Early, as such a letter would have already been sent at least twice by ECA itself. She remarked that this is what many condo associations are doing to accelerate the collections process and reduce legal fees. Instead, legal counsel would immediately send the delinquent owner Notice of Intent to Create a Lien. Ms. Fridell stressed that owners who may be experiencing hardship in paying their assessments should contact Management as soon as possible.
MOTION Ms. Fridell moved, Ms. Frantz seconded to eliminate the courtesy demand notice sent by Lerch, Early & Brewer to owners who are over 60 days delinquent in condominium fees. The motion passed unanimously.
MOTION
Ms. Fridell moved, Mr. Bressler seconded to set a goal (excluding the balance of a current large delinquency case) to lower delinquencies to $20,000 or below by June 30, 2011. The motion passed unanimously.
MOTION
Ms. Fridell moved, Dr. Muller seconded to pay a bonus to those employees whose collections efforts/actions result in achieving the target goal of lowering delinquencies to $20,000 or below by 6/30/11. Mr. Bressler stated that the Association already pays employees for this purpose and that a bonus will not make delinquent owners any more responsive. Ms. Frantz stated that bonuses can serve a good purpose, but feels that progress is already being made since Ms. Fridell’s memo to L&N in November and that a bonus is not yet needed. Dr. Muller suggested tabling this discussion to the next meeting when additional board members are present. The motion did not pass.
Items Requiring Board Endorsement:
-Valve Replacement: Mr. Santos stated that the Washington Suburban Sanitary Commission (WSSC) discovered two valves that no longer operated properly. These valves would not close allowing water to be controlled during the backflow preventer code compliance project. The valves were original equipment and inoperable, therefore requiring replacement. These repairs were identified as desirable in the Mendoza report.
MOTION
Mr. Bressler moved, Ms. Fridell seconded to endorse the proposal from Poole Mechanical Corporation for $2,980.00 for valve replacements. The motion passed unanimously.
-Replacement copper pipes: The piping for large water supply lines was corroded and had to be replaced to complete the backflow preventer project. This was not cited in the Mendoza report, but can be done now as Management would have recommended this project in the HVAC renovation master plan.
MOTION
Ms. Frantz moved, Mr. Bressler seconded to endorse the proposal from Poole Mechanical Corporation for $7,520.00. The motion passed unanimously.
-Replacement of aluminum ventilation louvers: Five ventilation louvers were obstructed and had to be replaced.
MOTION
Ms. Frantz moved, Ms. Fridell seconded to endorse the proposal from Macon Metal for $2,440.00 for the replacement of aluminum ventilation louvers. The motion passed unanimously.
-Bulk Trash Removal: Management and staff have been working on cleaning debris and old items from many areas in the building. Through coordination with the HBW Construction Group, bulk trash dumpsters were brought on site to dispose of these items.
MOTION Ms. Frantz moved, Ms. Fridell seconded to endorse the proposal from HBW Construction Group for $3,660.00 to provide labor, supervision and trash containers to remove the bulk debris stored in common areas around the building for the past 30 years... The motion passed unanimously.
-Planet Aid: Mr. Santos stated that Planet Aid contacted the Elizabeth to see if there was interest in installing their donation containers on the G1 level. There is no cost to the Association, and the bins are cleaned out regularly and may be removed with a 30-day notice. Ms. Frantz presented her research that the American Institute of Philanthropy does not rank this organization highly, and suggested that other alternatives be explored. Mr. Santos said he would review this further. Ms. Frantz offered her assistance in identifying some other possible organizations.
Ms. Fridell expressed concern that the above endorsement motions represent about $16,000 worth of expenditures authorized Management without prior Board approval. She offered that for the sake of efficiency the Board could grant advance signing authority to Management up to a certain dollar amount. She asked Management to propose an amount for the Board to consider.
Environmental Solutions, Inc. (recommended by HBW) conducted air quality tests in the party room, based on concerns about air quality in common areas. No health or environmental risks were found. Ms. Fridell inquired why tests were only done in the party room. Mr. Santos explained that that is the only common area that is enclosed and would provide a reliable reading. Air transfer in other common areas would result in a greater margin for error.
Mr. Santos stated that the brass plates around the call buttons for the elevators on the lobby level in both the east and west towers are original and will be replaced.
Mr. Murdoch praised the efforts of Mr. Santos in coordinating the work of the contractors throughout all of the renovation and improvement projects, while being considerate of the comfort of the residents. Board members and residents agreed and thanked him for his work.
Ms. Fridell inquired when projected reserve expenditures/projects would be discussed by the Board. Mr. Murdoch stated that a work session will be scheduled in January. Mr. Santos is preparing a master planning document that will outline all these items and include cost projections. Management will distribute this information to Board members prior to the work session.
Ms. Barth expressed her desire to see greater professionalism reflected in the uniforms of front desk employees. Mr. Santos stated that he will soon be making recommendations to the Board regarding male and female dress codes.
Ms. Barth also inquired about the Board’s previous discussions/concerns about allowing only licensed contractors in the building. Mr. Santos stated he plans to edit the Board’s previously provided comments on Management’s proposed Contractor Policy and to provide a second draft to the Board for the January meeting.
Mr. Bressler expressed concern about the new filing and organizational system for the staff behind the front desk. Mr. Santos stated that the system has not been in place for long, and that time should be given to see if it works. The plan will be amended if needed. Ms. Fridell asked that Mr. Santos emphasize to staff that they need to be accurate in placing items in the correct folders for each unit. Ms. Barth added that much design effort went into streamlining the front desk and providing more package space. The previous bulky wooden cubby-hole cabinets were removed to provide more space for the package room and business center.
Committee Reports:
Energy Committee: No report.
Library Committee: No report. Mr. Santos stated that the committee will review books on Wednesday and will begin placing them on the shelves.
Exercise Committee: No report.
Floor Representatives Committee: No report.
Social Committee: The holiday party was a great success with almost 300 residents in attendance. The annual box party was held on December 4, 2010, and 268 boxes with hats, scarves, gloves and toiletries were collected for contribution to beneficiaries of the charity So Others Might Eat (SOME). Peg Downey, the sponsor and organizer of the Box party, would like to expand the project in the future.
Landscaping Committee: The committee held its first meeting with Ruppert Landscape last week to discuss ideas for the landscape master plan. Ruppert will share its proposed design in January.
Open Comments:
A resident expressed disapproval of the petition that is circulating among residents criticizing the refurbishment process. She stated that the money for this project had been set aside for five years and that the cost of refurbishment is not responsible for the Association’s current financial state. She added that several past boards were reluctant to raise condo fees, resulting in potential under-funding of reserves. . Previous statements regarding the fire-rating and integrity of apartment doors were corrected.
Another resident explained the rationale behind the petition that has been circulating throughout the community. A number of residents are concerned about the way decisions were made about the refurbishment and are worried that the upcoming plans to refurbish the hallways of both towers will dwarf the costs of the lobby. Currently 68 individuals representing 58 units have signed the petition, representing 15.12 percent of the Association’s membership. He expressed concern about Hartman Design Group (HDG) performing the next stage of refurbishment work, and considers the firm’s fees to be too high. The petition calls for a restructuring and expansion of the membership of the refurbishment committee to include three new members.
Former Board president, Mr. Cunningham, complimented the Board on the near completion of two major projects – the lobby renovation and the emergency generator -- and also praised Mr. Santos’ project management skills . Mr. Cunningham stated that the cost of these projects was provided for and published in several five-year plans, with the exception of the unexpected budget excess for the emergency generator. He also noted the sound financial statements and recommended that some clear project priorities should be set for the future given the size and scope of upcoming projects.
Dr. Muller announced that a new snow blower has been purchased.
A resident stated that in his opinion the lobby area is very cold and the space heaters that staff are using are dangerous. Dr. Muller replied that Management had received opinions to the contrary, noting that it is difficult to please everyone. The resident stated that a wall with a sharp corner near the west elevators has been damaged and repaired several times, and something is needed to prevent recurrence of the damage. The resident also suggested putting glass inserts in the cabinet doors of the library so that books can be visible.
-A resident expressed his satisfaction with the lobby refurbishment and considers that his condominium fees are being used appropriately. He added that the trend of increases in condo fees seemed reasonable.
Adjournment
The President adjourned the meeting at 9:30 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,
Charles Bressler, Board Secretary
4601 North Park Avenue
Chevy Chase, MD 20815
Minutes of Board of Directors Meeting December 20, 2010
Board Present:
Dr. Alfred Muller .........................Vice President
Monique Fridell ...........................Treasurer
Molly Frantz ...............................Assistant Treasurer
Charles Bressler ...........................Secretary
Judith Barth ................................
Board Absent:
Alexandria Kielty .........................President
Seth Levine .................................Director
Others Present:
Scott Murdoch ...............Community Manager, Legum & Norman
James M. Santos ...........ECA General Manager
Jana Bowcut .................Recording Secretary, On the Record
Call to Order: Dr. Muller called the meeting to order at 7:30 p.m.
Announcements: Dr. Muller stated that Ms. Kielty asked him to conduct the meeting in her absence. Dr. Muller reported that a resident was recently struck by a car behind the Community Center. She is stable and is at Suburban Hospital. He advised residents to be careful. A New Year’s party will be hosted by the Village Council from 2:00 to 3:30 p.m. Dr. Muller thanked the staff who decorated the lobby for the holidays, despite not having furnishings in place. He noted the three staff members who have worked at the Elizabeth for 35 or more years -- Cynthia Edwards, Hollis Alleyne and Jimmy Keating -- and remarked that their dedication will be recognized formally when Ms. Kielty returns. A successful “Box” party was held on December 4, 2010 where toiletries were gathered and packaged for the beneficiaries of the charity So Others Might Eat. Residents may contribute to the holiday fund for staff until December 23, 2010. Dr. Muller also thanked the Social Committee and Ms. Barth for a successful holiday party held on December 19, 2010.
Approval of Minutes:
MOTION
Mr. Bressler moved, Ms. Fridell seconded, to approve the November 15, 2010 regular meeting minutes as amended with one correction (Ms. Frantz noted that on page 29 the first full paragraph should read “expenditures exceeded income by $241,000”). The motion passed with one abstention by Ms. Barth (4-0-1).
Treasurer’s Report: Ms. Fridell introduced Tracy Geiger and Josephine Laleye from DeLeon & Stang, CPAs and Advisors to provide an overview of the audit for fiscal year ending June 30, 2010. The audit was deemed to be unqualified (favorable). Delinquent assessments increased, mostly due to past due fees from one particular owner. Overall, delinquencies stood at 1.3 percent of annual assessments as of 6/30/10, which is favorable compared to the industry standard. The Treasurer and volunteer residents did a lot of valuable work going through accounting records and clearing fully depreciated assets from the fixed asset schedule. Net income of $120,000 in the Operating Fund, which is about three percent of annual assessments compared favorably to last year’s loss of $120,000, mainly due to a decrease in repairs/maintenance costs by $250,000, a decrease in courtesy patrol/security costs of $70,000, and a decrease in utilities which were about $80,000 under budget. The professional management fee for Legum & Norman was $90,000 and is reflected in a new line item expense on the income statement. The overall operating equity of the community is about 22 percent of annual assessments, which falls within the target of 20 to 30 percent.
Dr. Muller noted that the decrease in utility costs can be attributed to the efforts of the Energy Committee, which is chaired by Joan Rosenbach.
Ms. Geiger asked if there were any questions about financial management or the auditors’ findings from Board members or residents present in the audience. There were no questions. MOTION Ms. Fridell moved, Mr. Bressler seconded, to approve the audited financial statements for fiscal year-end June 30, 2010. The motion passed unanimously. Ms. Fridell asked that Management proceed immediately to send the approved FY 2010 audited statements to the printers so that they could be distributed to owners by 1/31/11.
Old Business:
Lobby Renovation: Mr. Murdoch noted that the chart in his Management Report reflected the fact that design fees incurred on the refurbishment project now exceed the original estimate by $6,000. Ms. Fridell expressed concern about this given that the Board had passed a motion that design expenses paid to Hartman Design Group would not exceed $250,000. Ms. Barth stated that there is little work remaining, principally the final walk through and sign-off. Ms. Fridell requested that the Hartman Design Group provide an estimate of how many hours worth of work are remaining. Ms. Barth stated that placement of furnishings will require two days of HDG time, and probably another half of a day for the final sign-off. Dr. Muller suggested talking to HDG to see if there might be some negotiation possible regarding the invoices for the last part of the refurbishing project.
Ms. Frantz asked about a numerical discrepancy between two charts in the Management Report regarding the design fees. Ms. Frantz requested that in future tables for cash management and planning, there be an additional column for “funds required to complete project” so that it could be clear which amounts were still estimated to be paid and which amounts were over budget.
Emergency Generator: Mr. Murdoch stated that the project is complete, and has been signed-off. The generator is in operation and is run for 30 minutes every Wednesday morning. The generator project was budgeted for very carefully, but unfortunately ran significantly over-budget due to Montgomery County Code Compliance issues, additional engineering time required to redesign the air intake and relief duct equipment.
New Business:
Collections Procedures: Ms. Fridell stated that although the auditor was not concerned about ECA’s delinquency rate of 1.3 percent, she is concerned about the tripling of delinquencies since L&N assumed financial management and felt that Management needs to be more proactive and assertive in managing collections. In a memo to L&N dated 11/21/10 she proposed as a formal objective to the Board and Management that ECA restore its historically lower delinquency amounts and requested that Legum & Norman review the collections process and take the following actions: 1) Report on each delinquent case in greater qualitative and quantitative detail, documenting dates, contacts, situational information. 2) Provide a memo to explain whose responsibility it is to perform day-to-day collections responsibilities and to serve as liaison with Lerch Early. 3) Make recommendations to the Board as a delinquency nears the 60 day past due point when a case needs to be turned over to counsel for legal action, per ECA Collections Policy. 4) Confirm in writing that all L&N personnel involved in collections activities have read and understood ECA Collections Policy.
On advice of the Association’s legal counsel, Lerch, Early & Brewer, Ms. Fridell recommended eliminating the courtesy demand notice that is sent by Lerch Early, as such a letter would have already been sent at least twice by ECA itself. She remarked that this is what many condo associations are doing to accelerate the collections process and reduce legal fees. Instead, legal counsel would immediately send the delinquent owner Notice of Intent to Create a Lien. Ms. Fridell stressed that owners who may be experiencing hardship in paying their assessments should contact Management as soon as possible.
MOTION Ms. Fridell moved, Ms. Frantz seconded to eliminate the courtesy demand notice sent by Lerch, Early & Brewer to owners who are over 60 days delinquent in condominium fees. The motion passed unanimously.
MOTION
Ms. Fridell moved, Mr. Bressler seconded to set a goal (excluding the balance of a current large delinquency case) to lower delinquencies to $20,000 or below by June 30, 2011. The motion passed unanimously.
MOTION
Ms. Fridell moved, Dr. Muller seconded to pay a bonus to those employees whose collections efforts/actions result in achieving the target goal of lowering delinquencies to $20,000 or below by 6/30/11. Mr. Bressler stated that the Association already pays employees for this purpose and that a bonus will not make delinquent owners any more responsive. Ms. Frantz stated that bonuses can serve a good purpose, but feels that progress is already being made since Ms. Fridell’s memo to L&N in November and that a bonus is not yet needed. Dr. Muller suggested tabling this discussion to the next meeting when additional board members are present. The motion did not pass.
Items Requiring Board Endorsement:
-Valve Replacement: Mr. Santos stated that the Washington Suburban Sanitary Commission (WSSC) discovered two valves that no longer operated properly. These valves would not close allowing water to be controlled during the backflow preventer code compliance project. The valves were original equipment and inoperable, therefore requiring replacement. These repairs were identified as desirable in the Mendoza report.
MOTION
Mr. Bressler moved, Ms. Fridell seconded to endorse the proposal from Poole Mechanical Corporation for $2,980.00 for valve replacements. The motion passed unanimously.
-Replacement copper pipes: The piping for large water supply lines was corroded and had to be replaced to complete the backflow preventer project. This was not cited in the Mendoza report, but can be done now as Management would have recommended this project in the HVAC renovation master plan.
MOTION
Ms. Frantz moved, Mr. Bressler seconded to endorse the proposal from Poole Mechanical Corporation for $7,520.00. The motion passed unanimously.
-Replacement of aluminum ventilation louvers: Five ventilation louvers were obstructed and had to be replaced.
MOTION
Ms. Frantz moved, Ms. Fridell seconded to endorse the proposal from Macon Metal for $2,440.00 for the replacement of aluminum ventilation louvers. The motion passed unanimously.
-Bulk Trash Removal: Management and staff have been working on cleaning debris and old items from many areas in the building. Through coordination with the HBW Construction Group, bulk trash dumpsters were brought on site to dispose of these items.
MOTION Ms. Frantz moved, Ms. Fridell seconded to endorse the proposal from HBW Construction Group for $3,660.00 to provide labor, supervision and trash containers to remove the bulk debris stored in common areas around the building for the past 30 years... The motion passed unanimously.
-Planet Aid: Mr. Santos stated that Planet Aid contacted the Elizabeth to see if there was interest in installing their donation containers on the G1 level. There is no cost to the Association, and the bins are cleaned out regularly and may be removed with a 30-day notice. Ms. Frantz presented her research that the American Institute of Philanthropy does not rank this organization highly, and suggested that other alternatives be explored. Mr. Santos said he would review this further. Ms. Frantz offered her assistance in identifying some other possible organizations.
Ms. Fridell expressed concern that the above endorsement motions represent about $16,000 worth of expenditures authorized Management without prior Board approval. She offered that for the sake of efficiency the Board could grant advance signing authority to Management up to a certain dollar amount. She asked Management to propose an amount for the Board to consider.
Environmental Solutions, Inc. (recommended by HBW) conducted air quality tests in the party room, based on concerns about air quality in common areas. No health or environmental risks were found. Ms. Fridell inquired why tests were only done in the party room. Mr. Santos explained that that is the only common area that is enclosed and would provide a reliable reading. Air transfer in other common areas would result in a greater margin for error.
Mr. Santos stated that the brass plates around the call buttons for the elevators on the lobby level in both the east and west towers are original and will be replaced.
Mr. Murdoch praised the efforts of Mr. Santos in coordinating the work of the contractors throughout all of the renovation and improvement projects, while being considerate of the comfort of the residents. Board members and residents agreed and thanked him for his work.
Ms. Fridell inquired when projected reserve expenditures/projects would be discussed by the Board. Mr. Murdoch stated that a work session will be scheduled in January. Mr. Santos is preparing a master planning document that will outline all these items and include cost projections. Management will distribute this information to Board members prior to the work session.
Ms. Barth expressed her desire to see greater professionalism reflected in the uniforms of front desk employees. Mr. Santos stated that he will soon be making recommendations to the Board regarding male and female dress codes.
Ms. Barth also inquired about the Board’s previous discussions/concerns about allowing only licensed contractors in the building. Mr. Santos stated he plans to edit the Board’s previously provided comments on Management’s proposed Contractor Policy and to provide a second draft to the Board for the January meeting.
Mr. Bressler expressed concern about the new filing and organizational system for the staff behind the front desk. Mr. Santos stated that the system has not been in place for long, and that time should be given to see if it works. The plan will be amended if needed. Ms. Fridell asked that Mr. Santos emphasize to staff that they need to be accurate in placing items in the correct folders for each unit. Ms. Barth added that much design effort went into streamlining the front desk and providing more package space. The previous bulky wooden cubby-hole cabinets were removed to provide more space for the package room and business center.
Committee Reports:
Energy Committee: No report.
Library Committee: No report. Mr. Santos stated that the committee will review books on Wednesday and will begin placing them on the shelves.
Exercise Committee: No report.
Floor Representatives Committee: No report.
Social Committee: The holiday party was a great success with almost 300 residents in attendance. The annual box party was held on December 4, 2010, and 268 boxes with hats, scarves, gloves and toiletries were collected for contribution to beneficiaries of the charity So Others Might Eat (SOME). Peg Downey, the sponsor and organizer of the Box party, would like to expand the project in the future.
Landscaping Committee: The committee held its first meeting with Ruppert Landscape last week to discuss ideas for the landscape master plan. Ruppert will share its proposed design in January.
Open Comments:
A resident expressed disapproval of the petition that is circulating among residents criticizing the refurbishment process. She stated that the money for this project had been set aside for five years and that the cost of refurbishment is not responsible for the Association’s current financial state. She added that several past boards were reluctant to raise condo fees, resulting in potential under-funding of reserves. . Previous statements regarding the fire-rating and integrity of apartment doors were corrected.
Another resident explained the rationale behind the petition that has been circulating throughout the community. A number of residents are concerned about the way decisions were made about the refurbishment and are worried that the upcoming plans to refurbish the hallways of both towers will dwarf the costs of the lobby. Currently 68 individuals representing 58 units have signed the petition, representing 15.12 percent of the Association’s membership. He expressed concern about Hartman Design Group (HDG) performing the next stage of refurbishment work, and considers the firm’s fees to be too high. The petition calls for a restructuring and expansion of the membership of the refurbishment committee to include three new members.
Former Board president, Mr. Cunningham, complimented the Board on the near completion of two major projects – the lobby renovation and the emergency generator -- and also praised Mr. Santos’ project management skills . Mr. Cunningham stated that the cost of these projects was provided for and published in several five-year plans, with the exception of the unexpected budget excess for the emergency generator. He also noted the sound financial statements and recommended that some clear project priorities should be set for the future given the size and scope of upcoming projects.
Dr. Muller announced that a new snow blower has been purchased.
A resident stated that in his opinion the lobby area is very cold and the space heaters that staff are using are dangerous. Dr. Muller replied that Management had received opinions to the contrary, noting that it is difficult to please everyone. The resident stated that a wall with a sharp corner near the west elevators has been damaged and repaired several times, and something is needed to prevent recurrence of the damage. The resident also suggested putting glass inserts in the cabinet doors of the library so that books can be visible.
-A resident expressed his satisfaction with the lobby refurbishment and considers that his condominium fees are being used appropriately. He added that the trend of increases in condo fees seemed reasonable.
Adjournment
The President adjourned the meeting at 9:30 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,
Charles Bressler, Board Secretary
Friday, December 31, 2010
Accomplishments in 2010
Let’s give a pat on the back to the ECA Board of Directors and Jim Santos & Scott Murdoch for the outstanding management leading to these accomplishments.
Completion of the physical Lobby Renovation Project
Even if certain aspects of the project aren’t to your taste, you have to appreciate that:
--Traffic flow on the lobby level was seamless.
--Work areas were kept clean.
--Residents were mostly unaware of the day-to-day issues.
--Our property values are on the way up.
Mendoza Rivas Engineer Study & Recommendations
--Finally no one has to convince anyone that windows, balcony doors, McQuay units have to be replaced as soon as possible.
Installation Emergency Generator
--a hard job that inconvenienced few people.
Completion of Landscape Master Plan
--We have one contractor who will do a professional job for all aspects of our landscaping. Look for results in the spring.
Regular Inspections of the Building
--House manager Jim Santos is quietly working behind the scenes to save us money by correcting old problems and addressing issues before we get citations.
Completion of the physical Lobby Renovation Project
Even if certain aspects of the project aren’t to your taste, you have to appreciate that:
--Traffic flow on the lobby level was seamless.
--Work areas were kept clean.
--Residents were mostly unaware of the day-to-day issues.
--Our property values are on the way up.
Mendoza Rivas Engineer Study & Recommendations
--Finally no one has to convince anyone that windows, balcony doors, McQuay units have to be replaced as soon as possible.
Installation Emergency Generator
--a hard job that inconvenienced few people.
Completion of Landscape Master Plan
--We have one contractor who will do a professional job for all aspects of our landscaping. Look for results in the spring.
Regular Inspections of the Building
--House manager Jim Santos is quietly working behind the scenes to save us money by correcting old problems and addressing issues before we get citations.