Summary of ECA Board Meeting September 29, 2015

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

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

What follows are highlights from the meeting.

President’s Report

—Executive meetings of the Board were stated with dates and purpose including mention of a meeting with our concierge service provider NFC to ensure that they stabilize staff and reduce the rapid turnover at our front desk.

—The Request for Proposal (RFP) process was discussed in light of petitions being signed to keep the current property management company (Legum & Norman) and bypass the RFP process, which is mandated, by good business practice and fiduciary responsibilities of the ECA Board members.

—Second Town Hall meeting on the property management company RFP process scheduled for Sunday October 4 from 4 to 6 pm.

—Town Hall meeting on building pipes Tuesday October 6 from 7-8 pm.

—More bids collected on duct cleaning companies relative to common area systems (as opposed to duct cleaning inside individually owned units).

Special Report.

Barbara Pollack collected data from area condominiums and produced a stunning report that compares the Elizabeth to other condos in Friendship Heights. The bottom line is that average condo fee per square foot is well within average condo fees charged in other condos.

That said, it is not an exact science because every condo association in the neighborhood is different from ours and how condo fees are calculated varies from association to association. For example, the ECA has 353 residential units and 13 commercial while the closest comparison is 4620 North Park with 292 units. Like the ECA, 4620 includes utilities in their condo fees, owners own their own parking, and has an average condo fee per square foot only pennies lower (4620: $.63 vs. ECA: $.67). However, the Elizabeth has amenities and services that 4620 doesn’t have like an indoor pool, guest parking, etc.  and 4620 had a $13,000-$14,000 assessment per unit in the early 1990s while ECA has never had any assessments.

Of more concern is that the Elizabeth’s price per square foot is the lowest among buildings surveyed. Those buildings surveyed include 4620, the Carleton, Somerset I, and the Willoughby. This is again a wakeup call to continue our capital improvement projects, improve maintenance and address problems with leaks as well as get our percent of rented units under control.

General Manager’s Report:

—Humidity problems are cropping up in apartments with new HVACs but the problem also involves a tighter building envelope subsequent to renovations. Management is working with contractors Mendoza, Quality Air, and Daikin to resolve the problems.

—Installation of an ADA power-assisted door at East lobby and arcade.

—Work continues on the domestic hot water system with upper and lower system piping installed and electrical work completed. Projected completion last week of October 2015.

Board actions:

—House Rules amended for a $500 elevator usage moving-in fee and $200 elevator usage moving-out fee (of which $75 may be refunded if no damage is confirmed). (Unanimous approval)

—Installation of vibration isolators to the domestic water piping by Densel Company to eliminate vibration noise, amount not to exceed $15,912.

—Approval to hire Eric Cunningham as a part-time Live-on maintenance technician under the Legum & Norman contract.

—Approval of corridor duct cleaning by AmeriClean, a fully vetted company.

Petition to keep Legum & Norman as the ECA property management company. A petition with 100 signatures was presented to the ECA Board. You may want to ask each Board member if he or she signed this petition. Note: Board members are obligated under their fiduciary responsibilities to put aside their personal opinions to support the RFP process currently underway, which is looking at what property management companies have to offer.

Committee Reports:

Fitness- equipment will need to be replaced and needs to be factored into the next budget.

Library-Committee is planning a book giveaway after the November Board meeting.

Making a Difference-Volunteers being solicited to continue work of making knitted and crocheted items in preparation for the holiday gift-giving event targeted for the homeless.

Ad-hoc Committees

Smoking—Speakers are being scheduled on topics of interest. Dates and times will be announced for this fall.

Management Company RFP—The four members continue their review of proposals sent by vetted property management companies. Each review takes about 18 hours (4 hours by each committee member and at least two in a group meeting). Results will be turned over to the ECA Board and the Board will check references, conduct interviews, and make site visits as required.

Newsletter—a new edition of the newsletter has been published and can be obtained in paper or online through BuildingLink.

Web—Pat Batey has posted the RFP for Property Management Services FAQs and the latest newsletter on BuildingLink.

Conversation with the ECA Board 9/19/2015

Date of the Informal Meeting: September 19, 2015

Board Present: Sharon Bobb, Cliff Cohen, Jim Jones

Hot Topics: Pinhole leaks, elevator inspections, office security, management company proposals

Level of interest: Standing room only in the party room

Here are some highlights from the hour-long meeting:

Pinhole leaks was the first topic of discussion with this question from Rosemary Bowen: If your unit is on an upper floor, is there less chance for a pinhole leak affecting your unit?

The question generated lots of response but not an exact answer to the question. Alfred Muller said pinhole leaks were not an issue because a study had been done some years ago. Sharon Bobb said the Board had recently contracted for an infrastructure study. Pat Peyser said her apartment had been damaged by a pinhole leak problem above her unit.  Bobb said it was time for the new study because more leaks were occurring and some of them were pinhole leaks.

On October 6 at 7 pm in the West Lobby, there will be a town hall meeting to address Pinhole Leaks.


Elevator inspections are being neglected said Marian Drazin. The inspection certificates are often out of date and the management office does not have a current one. She wants Board action taken immediately because the safety of the residents are at stake.


Office security is not being attended to said Marian Drazin. At stake is office equipment and sensitive information in paper format. The simple solution is for the engineering staff to close and lock their office doors when they leave.


Management company proposals are under review. Some people in the Association are circulating petitions to keep Legum & Norman without allowing the Request for Proposal process to work. One attendee said she was harassed when she told one of the circulators of the petition that she would not sign it. Cliff Cohen said the Board was doing due diligence by asking management companies to give the Association their proposals. He also said people do not like change but just because we like the staff hired by our current management company, that does not mean we are getting the best value for the money we pay a management company to run the business of the Association. Some people are concerned that the members of the RFP committee are prejudiced against Legum & Norman. Karren Alenier said that all proposals including one from L&N are being evaluated the same way and that the final decisions, including interviews and contacting references, would be done by the Board. Cohen said the ECA has a very competent committee for this job and people need to be realistic about who they think could do this better. Alenier, a member of the RFP committee,  reminded the participants that everyone on the committee, and the Board for that matter, are volunteers and Association members need to treat everyone with respect.

Other Topics included  suggestions for social events. Jeffrey Axelrad suggested an omelette party.  Another attendee suggested that every social event should have a minimal charge to defray costs and to make the head count more accurate. Of special concern is the holiday party in December when thousands of dollars are spent.

Summary of ECA Board Meeting Aug. 25, 2015

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

Others Present: ECA General Manager Terry Lee, Legum & Norman Regional Manager James Santos

Here are highlights  from the meeting noted by Ellen Cohen:

. The President announced that the system of hall representatives is being revived and the Board is looking for new volunteers.  The task of the hall reps is to welcome new residents and acquaint them with the house rules and by-laws.

. The President announced that on Oct. 6 there will be a presentation by ePipe to educate us about corrosion in the pipes and what we can do about it and the pinhole leaks.

. The next Board meeting will be on Sept. 29 to avoid conflict with the Jewish holidays.

. A resident (Marge McNerny) spoke about humidity in her unit after fan coil installation and noted that it seems to be an issue with many residents, with humidity ranging from  65-80%.  Some  pans in fan coil units still have water.  Filters are difficult to install, are expensive and can only be ordered online.   The fan coil units were recommended by Mendoza.  Units were chosen by Management and the Board and were offered extended warranties.

. A resident (Alex Kelty) raised the issue of  ramps and ADA-assisted doors for garage levels and the entrance to the Arcade. 

. A resident (Al Mueller) commented that the head concierge will be leaving the building and this is the second time that has happened in a short time.  He stated that the retention rate needs to be addressed.

. A resident (Al Mueller) commented that an item of $165,000 for MR&R that was approved by the Board at the last meeting was not reviewed by the Budget Committee and was added at the last minute to the agenda. He was concerned that agenda items should not be added at the last minute unless it is an emergency.  He also asked why the MR&R committee meets on Tuesday mornings when it is not convenient for people who work to attend.  David Robinson replied that the charter for their committee doesn’t say ‘Thou shall meet at certain times’.  

. A resident (Molly Franz) said she had understood that the MR&R meetings were private.

. A resident (Molly Franz) asked why the Board was going to vote on a mechanical, electrical and plumbing contract and wanted to understand how this new proposal relates to the plan we have been following.

. A resident (Molly Franz) asked about the status of the study on installation of the windows, balconies and balcony/patio doors.  Some residents still have problems with windows not being plumb and balconies not being level and puddles of water collecting on the balconies.

. A resident (Stefanie Olshan) asked if we are paying for our engineers to repair problems which have have been caused by QAS during installation of the fan coil units.  

. A resident  asked if it is possible to lower the swimming pool water  from 91 degrees to something lower at least during the summer.  Mr. Lee responded that this question has been raised before and he receives both complaints and thank-yous from residents each time the temperature is adjusted.

. The Finance Committee (Folake) reported that it has suggested for Board consideration changes to move-in/move-out fees to repair the wear and tear in the elevators and to remove trash left on G-1 by movers.

. A resident (Pat Pizer) noted that there has been significant turnover in the building.  70% of those moving in/out are renters.

. Board member Peg Downey announced that henceforth, the MR&R and Design committees will be having joint meetings.

. The Smoking Committee (Al Mueller) distributed a list of recommendations  for the Board to consider.

The following notes are from Molly Frantz:

The Board approved all the contract proposals listed in the agenda.  The key one had to do with the mechanical, electrical and plumbing systems.  Board members want a fresh look at things since there have been so many problems/complaints after all the work done.  They definitely do not want Mendoza.  Most interesting part of the discussion was Santos had no idea about the proposal and was arguing against doing it.  His point was we have a plan for replacing equipment, etc.  The Board is looking beyond a plan for replacing old equipment to what are the problems we have, things like humidity, leaks, etc.

Summary of ECA Board Meeting July 28, 2015

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

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

What follows are highlights from the meeting.

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

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

President’s Report

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

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

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

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

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

Comments from the floor. Among the comments made were:

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

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

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

General Manager’s Report:

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

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

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

Committee Reports:

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

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

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

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

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

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

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

Ad-hoc Committees

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

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

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

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

Board actions:

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

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

Summary of the June 23, 2015 ECA Board Meeting

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

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


The following notes were prepared by Jackie Lapidus:

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

 

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

 

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

 

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

 

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

 

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

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

Summary of ECA Board Meeting May 26, 2015

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

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

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

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

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

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

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

—Desire to ban smoking on balconies.

President’s Report

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

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

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

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

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

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

Design-Peg Downey

Fitness-Steve Schattman

Landscape-Jim Rich

Library-Stephanie Olshan

Making a Difference-Marge McNerney

Social-Julie Cantor & Lydia Clary

Maintenance Projects (MR&R)-David Robinson

Ad-hoc Committees

Smoking—headed by Dr. Alfred Muller

Management Company RFP—headed by Ellen Cohen 

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

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

—Contract review and negotiation.

—Personnel issues, Contractor issues.

—Financial collection matters.

—Covenant and rule violations.

—Advice to the Board on how to operate.

Committee Reports

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

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

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

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

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

Board actions:

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

—Elevator contract renewal approved.

—Fire Pump Replacement approved.

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

Why Your A/C Hasn't Been Working Well

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

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

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

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

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

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

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