Summary of the ECA Board Meeting April 26, 2016

Board Present: Sharon Bobb, Patricia Batey, Peg Downey, Jim Jones,

Board Absent: Clifford Cohen, John McNerney, Steven Schattman

Others Present: ECA General Manager Stephanie Deoudes, Gates Hudson Vice President of Operations Larry Hirschman, Gates Hudson CFO Carty Massey, ECA Legal Counsel Jeremy Tucker, Goldklang Group Jeremy W. Powell, CPA

Here are highlights of this board meeting:

—Our new chief engineer Barry Blanton was introduced. He has moved into the Elizabeth as this job requires.

—Gates Hudson representatives Larry Hirschman and Carty Massey reported that they are 99% completed with the financial and transition activities related to the ECA moving from the former management company to Gates Hudson.

—The Goldklang Group auditor Jeremy Powell presented their Transition Audit findings and recommendations, as reported in their April 19, 2016, letter to the Board, which was mailed through the US Postal Service to all owners. The appearance of the auditor was an opportunity to fully understand what was said about the ECA budget, operating/contingency fund, and reserve fund as well as to ask questions about the Goldklang recommendations. The ECA Board has already enacted some of the Auditor’s recommendations,by drawing down on the $2.8 million left in the line of credit, replenishing the Reserves with $2.3 million, and establishing an Operating Contingency Fund in the amount of $500,000. This important letter can be found on BuildingLink or contact ECA General Manager Stephanie Deoudes for further assistance.

—Resolution of the nearly $500,000 Washington Gas outstanding liability. The Association had an outstanding liability/payment due to Washington Gase in the amount of approximately $250,000, going back to 2012. Intially, a contested invoice of $101,930.73, it had grown over the years to almost $500,000 because of the addtitionof intererest, penalties, and a security deposit of $165,000. Thanks to Gates Hudson, the interest and penalties have been successfully waived, and the waiver of the security deposit is in process and expected to be waived as well.. The final amount due will be approximately $102,000.   The efforts of Gates Hudson on our behalf have saved the Association approximately $400,000. A full report of this situation is in the BuildingLink Library, under the “Washington Gas” title, or contact our General Manager, Stephanie Deoudes for a copy.

—Insurance coverage for the Association has been resolved with the joint efforts of our insurance broker Robin Manougian and Goldklang auditor Jeremy Powell. Cost of our insurance will go down once we complete maintenance and repair work on the building’s water pipes.

—The upcoming annual election May 4 is critical to the overall well being of ECA resources and your property value. Please attend the meeting in the West Lobby (registration is at 7 pm) or submit your proxy. Also be sure to encourage your neighbors to do the same. Each year the annual meeting is dependent on getting 51% participation with in-person attendance or submitted proxies.

Summary of the ECA Board Meeting March 22, 2016

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

Others Present: ECA General Manager Stephanie Deoudes, Gates Hudson Vice President of Operations Larry Hirschman, ECA Legal Counsel Jeremy Tucker

Here are highlights of this board meeting:

President’s Report:

—Rebuilding the Reserve Fund is a top priority.

—Due to increasing professional business duties, Julie Kantor stepped off the Budget & Finance Committee. Connie Row has been appointed to complete Ms. Kantor’s term. Ms. Row has extensive executive experience including budgeting, contracting, and strategic planning.

Comments from the floor:

Several residents questioned why action related to the Reserve Fund was done in Executive Session versus in the public monthly ECA Board meeting. Legal counsel Jeremy Tucker said the action involved some legal matters that needed to be handled in Executive Session.

A question arose about the protocol for handling an emergency situation like the lack of hot water experience more than a week ago. Our new GM said the protocol that she gave the Concierge staff when she arrived was that she should be called regarding any questions that they have or any problem in the building at any time of day or night.  Most of the Concierge staff follow that protocol and they call her regularly.  But, this is a new protocol and this past weekend, the Concierge apparently did not understand what to do.  The GM explained that these are good people, this is a transition period, and she will continue to work with them and bring them along.

The GM also said that we have hired a chief engineer who will begin work April 11, 2016. He holds a Class 1 Stationary Engineer’s License in the state of Maryland and will also live in the building.

Committee Reports:

FINANCE

The Budget & Finance Committee is waiting for the Audit Report.

DESIGN

Sample carpet and other design elements for hallway renovation can be seen in the ECA management office.

LANDSCAPE

Budgetary needs were outlined for various landscape improvements for the front circle and other areas of the ECA property. The first priority is to fix the front of the building.

CONVERSATIONS WITH THE BOARD

After a long hiatus, conversations with the Board resumed last weekend. The next meeting will be held on the third Sunday of the month.

SMOKING

The committee prepared a comprehensive report with recommendation for how the Board might proceed. The Board President and Legal Counsel Jeremy Tucker praised the report for its thoroughness. The bottom line is a strong recommendation for a bylaw amendment making the entire building smoke-free. The Board thanked the committee for its work but and is taking the report under advisement. Copies of the report can be obtained from the ECA management office.

Old Business

Work by Mendoza-Ribas was approved unanimously for ultrasonic testing of the water supply lines on 18E and removal of insulation as needed

New Business

Purchase of a new phone system that serves the Management Office, Concierge, Elevators, and Boiler Room was approved unanimously.

ECA Management Report March 22, 2016

The new Elizabeth Condominium General Manager prepared this report for the Board Meeting held March 22, 2016:

Management Report

Board Meeting – March 22, 2015

This report reflects work in progress or completed beginning March 7, my first day of work, through March 19.

1.     Elevator Code Violations

The elevators failed inspection 10-15.

The violations are being addressed aggressively so that the elevators can be tested and pass inspection.  It is because of the code violation repairs that the elevators were down at the same time.

2.     Phase 2 Fire System Upgrade 

Work began Monday the 21^st and is expected to be completed in the next 2-months, well in advance of the June 1, 2018 date mandated in our agreement with the Fire Marshall.  This work will include lowering of pull stations in all corridors.  Repair work will take place as the pull stations are changed. You will see the men throughout the building during the work. They will be wearing Adcock shirts to identify them as authorized to work in the building.

3.     Boilers

The one boiler that was down does not need to be replaced; it can be repaired. The other boiler has been inspected and requires some maintenance work.  A maintenance contract will be provided for regular inspections, preventive maintenance (PM) work and reports.

4.     ADA-Assisted Doors in the Garage and to the Arcade 

Working with Mona Electric to install automatic door openers to garage and Arcade entrance doors.  Looking into installing one rail at each garage ramp to assist those navigating the sloped entry way.

5.     Entry Alarms Tested

ESSI tested and did maintenance on the alarms and found that the alarm at the Arcade to the lobby that needs a new and different type of doorknob in order to work properly.

6.     Roof Repairs

For some time, there has been water penetration into a unit with every rain.  On 3/17 the roofer repaired some loose flashing that was allowing water to flow underneath the flashing and into the unit.  The Owners can finally renovate their unit and move in.

7.     Commercial Line Jetting

The pediatrician and dental offices in the Arcade have shared the same pipe blockages and overflows for many years. The line will be professionally cleared from the building to the main street sewer line on 3-21.  This same method will be used in a sampling of residential tiers, as well.

8.     Burned Out Bulbs

 Jim Marshall of Mona Electric inspected the lobby ceiling lights that keep burning out, which is expensive and unsightly. He found the burned out bulbs were defective and is replacing with better bulbs so this is no longer a problem.

9.     Brass and Marble Floor Cleaning

 Jeff Rose was here re: proper brass cleaning and maintenance and marble floor care.  Jeff maintains the marble and brass at the Somerset, The Colonnade and Washington Harbour at a lower cost than you are paying your current contractor, and better results.

1 .   Lobby Glass Doors

The damaged glass doors at the main entrance and the East and West lobbies will be polished to repair sharp areas.-

1.  Meetings with Contractors 

I have met with Ken Kosteva, Doug Winkler of Winkler Pools, Sasha Serpa of Quality Air and his repairperson, Oleg, Shawn of the Adcock Fire Alarm team, Reps from ESSI, the alarm company, Chris and the emergency clean-up crew of Minkoff re 219, the common area cleaning company, the concierge company, the current brass and marble floor contractor and the future brass and marble floor contractor.

1.  Meetings with Owners 

I have met with many Owners regarding issues in their units.  Most have been waiting for quite some time for repairs to be made to their ceilings, walls and floors after water penetration into their units.  These repairs are being addressed.

Stephanie Deoudes

General Manager