Highview Condominium II
Board of Directors Meeting
January 23, 2001 ** 7:30 - 8:30 p.m.
Meeting Minutes

The Board of Directors' first meeting of the third millennium was called to order on the evening of January 23, 2001 at 8:00 p.m.

In attendance were Board members Vincent Alfano, Victor Bellini, Robert Boynton, Paul Chelsen, Carl DiLorenzo, Stephanie Greenberg, Judi Kepics, and Miriam Montalvo. Also in attendance were Paul Kepics and Maxwell-Kates representative Gene DeGidio. Absent from the meeting was Board member Frank Mattera.

Minutes of the November 09, 2000 meeting were approved.

Judi Kepics offered her report as Treasurer. There was discussion of the Citibank savings and checking accounts which have been inactive since the move to Maxwell-Kates; delinquent payment of common charges by owners, and several unpaid bills. No decisions were made.

Gene DeGidio provided an update from the building's managing agent, Maxwell-Kates.

Two owner/resident complaints were discussed. A late-night noise complaint for which a warning had already resulted and one of water damage from an apartment above for which a letter had been sent to the non-resident owner. The Board reviewed their ability to correct these situations. In the case of the noise complaint, a fine may be imposed by the Board for either $50 (or $100 if the floor of the offending unit is not carpeted). In the case of the water damage caused to one apartment by another, the owner of the damaged apartment must deal directly with the offending owner to recoup the cost of repairs.

The pest problem of the last couple years seems to be under control. The Board agreed that there had been a dramatic improvement since early fall. Currently, the exterminator comes to the building twice monthly, every other Saturday around 9:00 a.m. The Board asked Gene DeGidio to investigate changing one of the two monthly visits from Saturday morning to Monday evening - for residents who are never home on Saturday mornings.

There was a discussion of garbage handling, storage, and disposal. Currently, as garbage is bagged, it is taken directly to the street curb. The super is to perform this task as needed.

The garbage and refuse cans are supposed to be emptied within the first hour of his work day as well as within the last hour of his work day. Board members reported that the garbage is often not being emptied at the end of the day as required and is often piled above the top of the recycling area's garbage cans at 4:00 p.m. -- and continues to increase throughout the evening as residents come home from work until the next morning. Since this area and the garbage cans are unattended from 4:00 p.m. until 8:00 a.m., it is critical that they be completely empty at 4:00 p.m. Gene reported that he has spoken to the super on several occasions about emptying all garbage cans at the end-of-the-day.

Concerning storage options, it was noted that on the evening of the Board meeting, garbage at the curb amounted to a 30 foot long pile (recycling bags, bundled newspapers, garbage bags, and other household refuse). Gene will continue to investigate alternate storage options between pick-up days.

The Board reviewed the superintendent's job responsibilities and work hours. Gene DeGidio passed out an outline of responsibilities. The Board affirmed the outline as being correct and appropriate for the job. This information will be distributed to all residents. The super has a 40-hour work week. His hours will be posted by Maxwell-Kates for the benefit of all residents seeking the super's assistance.

There was specific discussion of snow and ice removal. Residents have repeatedly complained about slippery sidewalks (ice). From the Board's perspective, this is both a serious safety and liability issue for the building when maintenance is not being adequately performed. With sidewalks on three sides of the building and a bus stop, the number of people just walking by the building on slippery surfaces is considerable.

On the evening of the Board meeting, two days after a minor snowfall, the sidewalk on Martha Street was covered with ice and had apparently not been salted. The paved parking lot behind the building was ice covered and had not been salted. There were also complaints noted by residents about trying to walk through the parking lot without falling on the pavement and the potential of cars sliding into other cars while parking in such close quarters was also noted.

It was noted that the building owns a large, self-propelled, snow blower which is in excellent operating condition. There is a considerable supply of de-icing salt on hand. The managing agent felt that it is critical to rigorously attend to snow and ice, salting surfaces even before snow accumulates, and shoveling snow before it becomes deep and more difficult to manage. There was a suggestion of contracting out the building's snow and ice problems. Judging by the last snow, which the managing agent pointed out was not a major one, and our continuing problems with unattended ice, a comprehensive snow/ice maintenance contract would be necessary to resolve the problem. This would cost several thousand dollars. Gene noted that his other superintendents manage this type of work without significant physical stress. This is a primary responsibility of the super's job and contracting the work out would essentially be contracting out the super's job.

Gene DeGidio remarked that tending to snow, ice, and monitoring the boiler for heat make this the busiest and most critical season for a resident super. Tending to these situations "as needed" is what makes the case for a superintendent being a resident of the building.

The Board reminded Maxwell-Kates that the building's super is highly regarded as a friend and good neighbor of many residents.

There were discussions about tending to the building's daily maintenance, accountability of the superintendent to the Board and their managing agent Gene DeGidio of Maxwell-Kates and the maintenance of the building in a professional manner, assuring that residents and visitors will find the building clean, safe, and well-kept 24 hours a day, and protecting the building from exposure to potential litigation.

There was discussion of the superintendent's retirement. Carlos Otey has been with the building for approximately 18 years. Last spring, owners were advised by Thomas Finnerty of Finnerty Management that the super would be retiring by December 31, 2000. In view of last year's announcement by Tom Finnerty, Gene suggested talking to Carlos about any retirement plans he might have and whether he planned on following through with his previously announced retirement. A discussion took place regarding a monetary retirement incentive bonus that might be given to Carlos in the event of his retirement. The Board asked Gene DeGidio what guidelines we might follow in that event. Gene indicated that the industry standard for union employees for final compensation for retirement or a separation from employment after many years of service would be the equivalent of one week's pay for every year of service. The Board voted and agreed unanimously (8 to 0) to pay a bonus based on these guidelines in the event of Carlos' decision to retire. Gene volunteered to discuss this with Carlos to clarify any plans he might have to retire and to arrange to finalize dates if he was in fact planning on retiring.

Gene DeGidio reported that the building has complied with the new New York City fire code. The eight-page fire plan was distributed to all residents by the super. The new code requires that the Board maintain a file proving that each and every resident (whether tenant or owner) has received the plan. The option for proof selected by Maxwell-Kates was for hand delivery by the super, who then signs a statement indicating that delivery was completed to each unit. Five of the eight Board members present at the meeting reported that they had not received the plan. Accordingly, the super and Maxwell-Kates will have to follow-up in writing with all resident to determine who else did not receive the fire plan.

In discussing water leaks residents have been experiencing for a number of years (primarily around windows), the building's complete exterior will be inspected this Summer. Residents will be advised before any scaffolding, etc. appears. Several cracks in the building's foundation will also be repaired in 2001. Contractors have been reviewing these issues.

The Board reaffirmed it's intention to have the entrance awning replaced this summer. This was explored last summer as several seams had ripped. Investigation determined that the seams were rotting from sun exposure and only an indication of the awning's deteriorating condition. It was agreed last year that we would let it continue to deteriorate for one more year. Gene DeGidio will continue gathering estimates for replacement this year. The Board will approve funds once a vendor has been selected.

It was noted that an illegal satellite dish has been installed on the roof. This is a violation of Rules and Regulations. The managing agent will have it and the cable on the exterior of the building removed as carefully as possible. Previously, there has been discussion of exploring TV satellite services for the building. However, Victor Bellini noted that that the satellite services have recently become available on digital cable.

The Board discussed Rules and Regulations. When the new managing agent started on October 1, it was clear that moving, sale, and lease regulations were not being complied with by owners and residents. Furthermore, the files we were paying our managing agent to maintain in these areas did not exist. It had been agreed in November that a copy of the Rules and Regulations would be mailed to all current owners. Maxwell-Kates would then contact any owners deemed to be out of compliance and work cooperatively to obtain the information required for the files. As the Rules and Regulations indicate that violation of moving, sale, and lease policies results in a $500 fine to the unit owner, a final warning and fines would begin in January 2001 for those owners still not in compliance.

Gene DeGidio indicated that moving and sales regulation compliance is occurring without exception. However, there are a number of non-resident owners who have yet to comply with lease regulations by providing a copy of their current lease agreement. In several cases, the managing agent does not know the identity or telephone number of a tenant and they are not listed in the building's directory, implying that their guests have no way of entering the building unless guests have been given their secret entrance code and enter at will. The Board continues to learn of pizza delivery people being given secret codes by residents ordering deliveries.

The Board voted to approve the funds for a preliminary engineering survey of building's fire/smoke detection capabilities. It is the Board's impression that the building's only current smoke detection system is the individual battery operated devices within apartments that are solely maintained by residents. The Board has no way of assuring that residents are in fact maintaining these devices. There is no smoke or fire detection in common areas. As noted in the Fire Plan recently distributed to all residents, sprinkler systems are only in certain limited areas.

Gene is continuing to look into replacement security/intercom systems for the building entrance. Discussion continues on a new contract with the laundry room equipment vendor. Maxwell-Kates continues to gain the compliance of owners in providing copies of their lease agreements with tenants. The roof re-certification is expected to take place in late February.

Discussing the individual heating and air conditioning units in each apartment, the Board discussed that the Ice Cap replacement units have been installed by a number of residents next door. In researching last year, it was learned that to guarantee delivery this summer, a unit should be ordered by February. The Board agreed to post information about this issue.

The Board approved funds for a Suggestion/Communication mailbox to be located in the mailroom area (in the area to the left of the new community bulletin boards.

The group scheduled its next meeting for March 7, 2001 at 7:30 p.m.

The meeting was adjourned at approximately 11:30 p.m.

Highview Condominium II - Superintendent Information

Superintendent: Carlos Umberto Otey
Beeper Number: (917) 218-4463 / Home Number: (718) 218-4463

Work Schedule

Monday 8:00 a.m. - 4:00 p.m.
Tuesday 8:00 a.m. - 4:00 p.m.
Wednesday 8:00 a.m. - 4:00 p.m.
Thursday 8:00 a.m. - 4:00 p.m.
Friday 8:00 a.m. - 5:00 p.m.
Saturday 8:00 a.m. - 12:00 p.m.
Sunday RDO

(Note: 1 hour daily for lunch)

Duties:

Daily:

(Note: Underlined items are to be performed twice daily - within first and last hour of work day)

Weekly:

Monthly:

Paid Holidays:

Vacation:

Notes: