February 2012 Minutes of the ECA Board Meeting

THE ELIZABETH CONDOMINIUM ASSOCIATION

4601 North Park Avenue

Chevy Chase, MD 20815

Minutes of Board of Directors Meeting  February 27  , 2012

Board Present:

Seth Levine ..........................President

Alfred Muller ........................Treasurer

Alexandra Kielty ...................Asst. Treasurer

Ilo-Mai Harding..................... Secretary

Judith Barth ............................Director

David Robinson..................... Director

Board Absent:

Charles Bressler ...................Vice President

Others Present:

Gregory Roby ............Senior Community Manager, Legum & Norman

James M. Santos .........ECA General Manager, Legum & Norman

Jana Bowcut ...............ECA Recording Secretary, On the Record

On January 23, 2012, in accordance with Section 11.109.1 of the Maryland Condominium Act, the Board met in executive session

.

Call to Order:  Mr. Levine called the meeting to order at 7:36 p.m.

MOTION            Dr. Muller moved, Mr. Robinson seconded to approve the January 23, 2012 BOD  regular meeting minutes as amended.  The motion passed with one abstention by Mr. Levine (5-0-1).

   

President’s Report: Mr. Levine stated that John Rhodes has returned as president at Legum  & Norman.  Legum & Norman is providing new software to monitor financial information. 

Treasurer’s Report: Dr. Muller provided the report (draft available in the management office).  

A work session will be held on  Monday, March 19, 2012 at 6:30 p.m. to get resident input into the draft operating budget.  Residents can submit written testimony or make verbal comments not to exceed 3 minutes.

Auditor’s Report:  Mr. DeLeon provided a report for the fiscal year ending June 30, 2011. He stated that the audit was deemed unqualified, and the statements are in accordance with general accounting principles. The Association currently holds $1,886,000 in assets, has an operating deficit of $40,000, and a reserve deficit of $720,000.  Owner delinquencies rose 7%, less than the previous year.  The Association has a delinquency rate of one percent; the national average is three percent.  The organization’s internal controls and record keeping are sound.

-A resident stated that there were some problems in May regarding the transfer from reserves to the operating account. Mr. DeLeon stated that he could not address this, but as of June 30, there was $60,000 due to the reserve fund from the operating fund. That amount should be repaid.

-A resident inquired about receiving a copy of the auditor’s report. Dr. Muller responded that it will be distributed when approved . Copies will be available in the management office.

-A resident noted that in past audits, a copy of the 5-year plan was made available. Mr. Roby stated that the 5-year plan is not part of the audit report, but can be distributed to residents.

MOTION            Dr. Muller moved, Ms. Kielty seconded to approve the July 1, 2010 to June 30, 2011 final audit from DeLeon & Stang. The motion passed unanimously (6-0-0). 

Hartman Design Group (HDG):  Elise Moore from HDG  presented two different color palettes for the corridor renovation.  Furniture was not included in the palettes.

-A resident inquired when HDG expects the work to begin.  Ms. Moore stated that the time frame is an ECA decision.

-Residents expressed concern about costs.  Ms. Moore clarified contracting and installation procedures.

-A resident said more alternatives should be presented.  

-A resident asked what types of bulbs are used in the proposed sconces.  Ms. Moore stated  2 13- watt compact florescent bulbs, comparable to 60 watt bulbs.

-Dr. Muller stated that three board members together developed a questionnaire as a tool for residents to express preferences between the two palettes.  He added that the current renderings do not include a bench, although  the Board had requested renderings with a bench and a credenza.  Ms. Moore stated that it is more important to focus on the palette than furniture, but that another rendering can be done.

MOTION            Dr. Muller moved, Mr. Robinson seconded that when renderings are in place, management will distribute a survey to all residents to be returned by March 19, 2012.   The motion passed with 5 in favor and 1 objection by Ms. Barth (5-1-0). 

Old Business:

General Manager’s Report:

In regards to the Capital improvement projects, the mechanical engineer is completing Task #1 on the consulting contract, which includes a full property assessment due March 1.  A final report of the assessment will be available to ECA members at the end of March.

Associa, the parent company for Legum and Norman, offers an Access Service Agreement to give BOD member’s electronic access to Elizabeth financials. The first year of the agreement is free, and then $20 per month.  Homeowners will continue to have free access to their own accounts to track payments.

MOTION            Ms. Kielty moved, Dr. Muller seconded to approve the Access Service Agreement. The motion passed unanimously (6-0-0).

Management consulted with counsel regarding the maintenance of fan coil units. Legal counsel stressed that individual fan coil units are the property of the owners and should be repaired or replaced by them.  ECA had entered into a maintenance agreement more than 15 years ago with Complete Building Services to provide repair services to the units.  CBS is no longer willing to continue any contract with ECA because of escalating costs.  Management has been pleased with their service and recommends that residents now contract with them directly for repairs. The Board discussed having legal counsel draft a by-law amendment to enable the replacement of all fan coil units. Ms. Barth stated that the required 75% approval was unlikely.  Further clarification from the attorney is needed, since failing fan coil units can affect the general welfare of all owners.

MOTION            Ms. Kielty moved, Dr. Muller seconded to have counsel draft a by-law amendment to replace the fan coil units on a one-time basis, but not have ECA take possession of them and not be responsible for maintenance costs. The motion passed unanimously. 

MOTION            Ms. Kielty moved, Ms. Harding seconded to not renew the contract with Complete Building Services. The motion passed with one objection by Ms. Barth (5-0-1).

Management recommends that the Board use counsel to complete an employee handbook, which updates policies and reviews compliance with all laws and regulations. Lerch, Early & Brewer has agreed to perform this service for a price not to exceed $1950.

MOTION            Dr. Muller moved, Ms. Barth seconded to approve Lerch, Early & Brewer to complete an employee handbook, not to exceed $1,950.00. The motion passed unanimously (6-0-0).

The Elizabeth has received FHA certification for the next two years.

Management provided a comparison of web site hosting services submitted by Association Voice, Associa, and At Home Net.  Currently, ECA is using At Home Net.  Board members asked that if ECA contracts with Associa and then changes, would they lose content.  Mr. Roby responded that content would not be lost, but he will confirm. Once confirmed, the Board will vote via e-mail.

Ceramic tile walls are currently being repaired in the swimming pool area.  Additional minor repairs are also being done, such as replacement of underwater lamps and repairs to the filter system.

The second elevator on the West side should be completed by Wednesday, and then work will begin on the East side.  All four cars contain two cameras, and images are unclear. Management recommends moving cameras to corners and reducing their number. 

MOTION            Ms. Barth moved, Dr. Muller seconded to approve this work by Electronic Security Services for $3,975.00. The motion passed unanimously (6-0-0).

New Business:

Mr. Roby reported that the December financial statements have been received, and statements for January should be received soon.

Mr. Robinson stated that the new pool operators are not maintaining the pool adequately.

Mr. Santos stated that he visits the pool twice a week, and will continue to check.  The pool company sends a supervisor here two to three times a week.  Mr. Roby encouraged residents to report problems to management immediately, and not wait for the next BOD meetings.

Committee Reports:

Making a Difference:  No Report.

Floor Representatives: The committee thanked Wanda Powell for her help and support.

Landscaping: No Report.

Energy: No Report.

Fitness: The Fitness Committee reported that residents are not using the TVs with the new equipment, because they do not know how.  Management will post instructions.  A resident commented that pool users are walking into the exercise room without drying off.  Management will post signs. 

Social Committee: Dr. Muller recommended having another wine and cheese event to honor the library committee. A date of March 25, 2011 was set.

Comments from the Floor:

-A resident requested having a trash can available in the exercise room.

-A resident asked for clarification of the CBS contract.  Mr. Santos stated that engineers on duty will diagnose problems and quotes will be solicited.  Densel Corporation provides maintenance on the central system, such as the boilers and chilling equipment.

-A resident requested to see new hall carpet prices.

-A resident requested up-close pictures of the credenza/bench.

-A resident expressed concern that distributing a survey would convey that the hallway  renovation is top priority. Dr. Muller stated that the survey just solicits opinions on style.

-A resident expressed concern about the credenza in the front lobby. It is directly in front of a heating vent, which is not good for the furniture. Management will follow up.

-A resident asked if the hall carpet is custom made. Ms. Barth said yes, which ensures high durability and less wastage.

Adjournment:

Mr. Levine adjourned the meeting at 9:45 p.m., with the Board to meet immediately in  executive session, in concordance with section 11.109.1 of the Maryland Condominium Act.

The initial draft of the minutes, upon which these minutes are based, was prepared by Jana

Bowcut of On the Record.

Respectfully submitted,

IMH

Ilo-Mai Harding, Board Secretary

Summary of ECA Board MTG February 27, 2012

Present: Directors: Seth Levine, Judi Barth, Ilo-Mai Harding, Alexandra Kielty, Alfred Muller, David Robinson, ECA General Manager Jim Santos, ECA Assistant Manager Wanda Powell, Legum & Norman Community Manager Greg Roby, recording secretary

Absent: Director Charles Bressler

SPECIAL PRESENTATIONS: 

Allen DeLeon of DeLeone & Stang, CPAs, presented its 2011 draft audit of the condominium's financial statements for discussion and consideration by the board.  Later in the meeting, the board voted to accept the draft audit.  

A second presentation was made by a representative of Hartman Design Group.  The purpose of the presentation was to show "tweaked" renderings of the two previously shown "design concepts" and color "palettes." The "tweaking" occurred following discussions with the board held since Hartman's first presentation to the residents at an earlier monthly board meeting.  The "mock-ups" were larger and showed the wall covering materials, carpet material, and lighting fixtures, along with large drawings of how the two designs would look along the full length of the hallways. (The previous display showed the designs as they would look "straight-on" in the elevator-lobby areas of the hallways.)

Residents had numerous questions for the Hartman representative.  Many of the questions had to do with furniture items, which, according to the Hartman representative, were not the focus of the presentation.  The representative clarified that Hartman Design was offering design "concepts" - colors and lighting - and therefore its focus was on carpeting, wall-covering, and lighting.  Although some furniture samples had been included to fill out the overall picture of how the hallways might look with the different color schemes, the furniture items  - chairs vs. benches; tables vs. consoles; table lamps vs. wall sconces, etc. - represented a different topic, which the condominium association could make decisions about at a later time, and would not require the services of Hartman Design.

Other items of interest growing out of the exchange with Hartman:

    >  the wall sconces shown take two 13-watt fluorescent bulbs (13-15-watt fluorescent = 60-watt incandescent bulb)

    >  although Hartman could not make a direct comparison between the quality and life-expectancy of our current hallway carpeting and that being offered by Hartman, the representative did say that the carpet offered reflects the industry standard of 80% wool content, with a minimum lifespan of 15 years.

Overall, the concerns of both board members and residents related more to furniture choices/options; costs of alternative design options (high-medium-low); percentage of overall cost involved in "warehousing," freight, administrative costs, and commissions; and how the "Ariev Committee's" assessment and report to the board would relate to the timing of any hallway refurbishment.

Al Muller stated that he and two other board members would be revising and distributing soon, on behalf of the board, a "survey-questionnaire" to get input from residents on hallway refurbishment issues. 

OTHER MEETING ITEMS NOTED:
     >  Legum & Norman has made available, under a one-year service agreement with Associa, a new "financial software package" that allows current board members to view the association's financials in real time, without having to wait for the close of the operating period.  It also allows individual residents to view their respective accounts.

     >  Lerch, Early & Brewer, the condominium's law firm, has sent a second opinion letter reinforcing our attorney's previous opinion that individual unit owners are responsible for the replacement of their units' fan coils (McQuay/HVAC.)  The board is now waiting for attorney-approved language of a proposed amendment to the By-laws that would provide for a one-time assumption by the association of the cost of replacing the fan coils in all units. 

     >  General Manager, Jim Santos, will send out a notice concerning a change in our contract with Complete Building Services.  Because of degraded state of so many of the valves involved in our "four-pipe system" (allowing individual units to have heat and air-conditioning  year-round), CBC has announced that it can no longer afford to repair/replace the remaining non-working valves in the building.  CBC is currently on a month to month contract.  The board voted not to renew its $33,000 a year maintenance contract.  For the immediate future, the Elizabeth's own staff will continue to diagnose problems occurring in individual units, and will then advice residents of options for repair/replacement of the non-working valves.

     >  The board passed a recommendation by Jim Santos that $1950 be used to refine/update and incorporate written position descriptions into the Employees' Handbook.  All Elizabeth staff, except for the General Manager (Santos) and the Assistant Manager (Powell), are employees of the association. The previous board had developed the first written position descriptions for Elizabeth employees, so no one will have to start "from scratch."

     >  The association has received its new HUD certification, good for two years.

     >  Loose tiles in the pool area were repaired.  Some of the dust or loose debris from this work may have led to a few residents' complaints about cleanliness in the pool area.  G.M. Santos reminded residents to present complaints to him rather than sending emails to other residents or to board members.  He cannot address complaints unless he is informed of them.

     >  Based on a recommendation of the G.M., the board passed a motion to replace older, smaller elevator cameras, with a newer, wider angle camera that can capture more and provide more useful resolution.  ($3975)

     >  Al Muller recommended that the association host a Wine & Cheese event on the evening of March 25 to show appreciation to our hardworking and dedicated Library Committee.  Specifics to follow.  

COMMENT PERIOD:  Several comments related to the pool and to the exercise room:  e.g., request for another wastebasket in one of the exercise rooms; request for signs in the exercise rooms that explain how to use the TVs and the headphones; and safety-focused signs reminding users not to track water, via bare feet, from the pool down to the exercise room.

Finally, on a different note, there was an impassioned plea for the board or the management office to distribute to all residents, an explanation or description of  "McQuay Units" and residents' responsibility in the maintenance of them. 

NOTE: Other business discussed included At-Home Net versus website services of Associa; elevator updating work; new MD insurance law and coverage implications for residents; progress & timelines re: Ariev Committee assessment work. 

Feel free to add comments about these topics for which I have no specific information at this time.

THE ELIZABETH CONDOMINIUM ASSOCIATION

4601 North Park Avenue

Chevy Chase, MD 20815

Minutes of Board of Directors Meeting January 23, 2012

Board Present:

Charles Bressler ...................Vice President

Alfred Muller ........................Treasurer

Alexandra Kielty ...................Asst. Treasurer

Ilo-Mai Harding..................... Secretary

Judith Barth ............................Director
David Robinson..................... Director

Board Absent:

Seth Levine ..........................President

Others Present:

Gregory Roby ............Senior Community Manager, Legum & Norman

James M. Santos .........ECA General Manager, Legum & Norman

Jana Bowcut ...............ECA Recording Secretary, On the Record

On November 28, 2011, in accordance with Section 11.109.1 of the Maryland Condominium Act, the Board met in executive session.

Call to Order: Mr. Bressler called the meeting to order at 7:36 p.m.

Approval of Minutes:

MOTION Dr. Muller moved, Mr. Robinson seconded to approve the November 28, 2011 regular meeting minutes as amended. The motion passed with one abstention by Mr. Bressler (5-0-1).   

Treasurer’s Report: Dr. Muller presented the following report:

The first draft of the Auditor’s Report has been received and is being reviewed.   A final draft will be received within the month.

Legum and Norman’s new financial accounting hardware has delayed financial statements.  Hopefully November and December statements will arrive shortly.

Obligations for January exceeded funds in the Operating Account, mainly due to an  unexplained increase in utility bills, as well as health insurance payments.  Management advised a transfer of $200,000 from the Operating Reserve to the Operating Account.  Management and Treasurer will continue to monitor the Operating Account, and seek to replenish the Reserve.

ECA account Operating Reserve balances with Morgan Stanley is as follows:

Acct #642101663 total= $1,366,114.93

Acct #642101806 total= $   494,835.46

Old Business:

Ted Ariev updated the Board regarding refurbishment plan in the building.  He recommended that the plan name be changed to “Maintenance, Repair and Improvement Program.”

In December, the Board signed a contract with Mendoza, Ribas for $40,000 to conduct a forensic analysis and review mechanical, electrical and plumbing elements in the building.  Work has begun and should be completed by mid-Spring.

Proposals have been received from three structural consulting firms: Tadjer-Cohen-Edelson Associates ($38,500), Structura ($29,900), and Wiss, Janney, Elstner Associates ($32,000).

Mr. Ariev expressed a preference for Wiss, Janney, Elstner Associates.

An architect has been selected and when services are needed, the Board will be presented with a proposal. An environmental consultant will be identified to use on an on-call basis.

MOTION Dr. Muller moved, Mr. Bressler seconded to award the contract to Wiss, Janney, Elstner Associates for $32,000, plus the estimated $11,000 for a third party contractor. This would be paid for out of the account for building façade repairs. The motion passed unanimously (6-0-0).

Contractor Guidelines: The current version, 4.0, has been reviewed by counsel and sent to owners for comment.

MOTION Ms. Barth moved, Ms. Harding seconded to approve the current version of the  guidelines, with no modifications.  The motion passed unanimously (6-0-0).

Management Report:  Mr. Santos and Mr.Roby reported on the following items:

·      The delinquency for work orders is $758.  Of that, $529 is over 60 days delinquent and those residents have had their in-unit maintenance privileges suspended.

·      The Association received a waiver approval from WSSC, meaning that a sub meter, a large expense, was not required for commercial condominiums.

·      Management proposes increasing the rent of the Association-owned apartment by 3.32% on  March 1, 2012. The apartment will still be below market rate..

MOTION Mr. Robinson moved, Dr. Muller seconded to approve a 3.32% increase in rent as of March 1, 2012. The motion passed unanimously (6-0-0).

·      Winker Pool Management services will begin on February 1. The prior company, Aqua Fit, conducts water aerobics classes. Mr. Santos approached Aqua Fit to continue the class and provided them with a memorandum of understanding, allowing a contractor to use the facility.  A water fitness company recommended by Winkler could also  be utilized.

·      The annual maintenance contract with Densel Co. HVAC mechanical contractor is up for renewal, with a 2.5% increase in price. The engineering staff and Mr. Santos are satisfied with their work and their prices are competitive.

MOTION Dr. Muller moved, Mr. Robinson seconded to renew the contract with Densel Company for $16,570 annually.  The motion passed unanimously (6-0-0).

·      The East elevator #5 door renovation work should be completed by January 27. The East elevator #6 door will then be renovated before work moves to the West tower.

·      Replacement of supply valves in heat and A/C units is ongoing.  So far, 10 tiers have been completed (less than 50 percent of the building).

·      Some balcony doors are not functioning, are beyond long-term repair, and water is entering units.  Temporary repairs are being made and owners are being compensated. The Board recommended selecting a brand name and style and replacing these doors as needed.  Mr. Santos stated they would not need to be replaced again since outside appearances are similar.  Ms. Kielty suggested seeking a proposal and cost estimate. 

·      Management met with Hartman Design Group and the general contractor to further refine the scope of work in the hallways, such as upgrades to life safety systems and surveillance cameras.  The water pipes on the 1^st, 8^th, and 10^th floors are all included in the mechanical scope of work. Wallpaper repairs have been made in the hallway and business center.

·      Home Paramount is not providing adequate pest control service, and Management recommended selecting Ehrlich pest control.

MOTION Dr. Muller moved, Ms. Harding seconded to accept the proposal from Ehrlich pest control for $240/month. The motion passed unanimously (6-0-0). 

·      As of October 31, 2011, there was a surplus of $54,047 in operating expenses, and a year-to-date surplus of $7,625. As of November, there was a surplus of $149,745 in operating expenses. There was a year-to-date surplus of $157,369, against a projected budget deficit of $31,233, resulting in a favorable variance in budget projections of $188,602.

·      Management spoke to legal counsel about  a by-law amendment to transfer ownership of the fan coil units to the Association. Counsel stated that the Association has the right to enter a unit and make repairs on a unit that is in disrepair. Replacement could be the ultimate act of repair and maintenance. Counsel is considering this and will write an opinion to the Board. 

Committee Reports:

-Refurbishment Committee: The Board met on December 19, 2011, with Ted Ariev and Hartman Design Group to discuss corridor renovation.  Items discussed were features such as life safety devices, and having renderings done of both types of carpets together with furniture options. Hartman stated that carpets must be industrial quality and able to withstand high traffic.

Comments from the Floor:

-A resident inquired where the furnishings for the hallways would be purchased.  He stated that an effort should be made to purchase items in the United States.

-A resident expressed concern about hallway renovation implemented first when there are many other vital projects to consider. The resident was informed that Mr. Ariev’s group is compiling  information in order to decide sequencing of projects. The resident added that the Association should first do the projects that concern safety and health.

-A resident recommended that a lawyer be present at Board meetings, given the issues and  fiduciary choices.  Mr. Bressler stated that attorneys are frequently consulted in all legal issues.

-A resident asked if a poorly working treadmill in the exercise room had been fixed. Mr. Santos stated that Heartline Fitness came and tested the equipment, and could not find anything wrong.

 

-A resident stated that the window and door replacement should be the first priority, as it will result in energy savings. 

-A resident expressed concern regarding confronting hired contractors when they want a good job done.  Also, some owners are giving their key fobs to contractors, which is a security concern. 

-A resident reported that often the front desk is not manned, and that the package reporting system needs improvement.  Also, some residents are bringing their bicycles through the lobby. Mr. Santos requested that all residents report house rule violations to him or Wanda Powell.

-A new owner asked for clarification as to whose responsibility it is to service fan coil units. Mr. Santos stated that the governing documents state that the fan coil units are the property and the responsibility of the owner.  However, the Association has a contract to service the units, which has blurred the lines of responsibility. The Board is clarifying the matter.

Adjournment:

The Vice President adjourned the meeting at 10:05 p.m., with the Board to meet immediately in executive session, in concordance with section 11.109.1 of the Maryland Condominium Act.

The initial draft of the minutes, upon which these minutes are based, was prepared by Jana Bowcut of On the Record.

Respectfully submitted,

Ilo-Mai Harding, Board Secretary

Summary of ECA Mtg January 23, 2012

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

Absent: Seth Levine

Treasurer's Report:

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

Capital Improvement Program:

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

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

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

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

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

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

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

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

Guidelines for hiring contractors by owners. 

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

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

Pool management: 

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

Elevator repair status. 

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

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

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

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

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

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

MOTION: approved new pest control provider.

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

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

Comments from Floor

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

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

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

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

Hall Renovations: A Letter to the ECA Board

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

Subject: Re: Hall renovations

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

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

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

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

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

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

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

Thanks for listening to me.

Sincerely,

Phyllis Bodin
#1713


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

Notes from Informal Discussion with ECA Board Jan 15 2012

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

About 30 people attended the gathering.

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

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

#1 Safety

#2 Health

#3 Quality of life

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

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

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

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

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

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

Summary of ECA Meeting November 28, 2011

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

Absent: Charles Bressler, Jim Santos

Treasurer’s Report:

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

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

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

ECA Contractor Guidelines:  tabled.

Old Business:

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

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

New Business

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

Committee Reports:

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

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

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

Social Activities:

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

Dec 3: Energy Conservation Center Event

Dec 18: Holiday Party for residents

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