Highview Condominium II
Board of Directors - Meeting Minutes
February 10, 2004, 7:30 p.m.
The 4th regular meeting of the 2003-2004 Highview II Board of Directors was called to order at 8:00 p.m. In attendance were Board members Miriam Biren, Sanchie Bobrow, Robert Boynton, Marjorie Cannon, Stephanie Greenberg, Tamara Keshecki, Frank Mattera, and Richard Re. Victor Bellini was represented by proxy to Boynton. Jennifer Ogman attended from J.A.L. Diversified Management.
1) Minutes of the January meeting were approved.
2) Financial Report:
a) JAL Operating balance $1,998.28
Operating Reserve $59,500.00
Capital Reserve $5,106.24b) A report of owners currently in financial arrears was reviewed.
c) There was a discussion of invoices. Tamara Keshecki noted unusual telephone charges. It was questioned how long distance charges could have been made on a dedicated incoming line for the entrance system's modem. JAL will provide copies of the telephone company bills. It was also approved that since the super has a cell phone with voice mail, the telephone and answering machine in the building office could be eliminated. The fax (currently on the same line) will be transferred to the super's apartment. The cell phone number will be distributed to all residents.
3) Legal Report.
a) There was a discussion of the suit moving to court. Jennifer Ogman and Stefanie Greenberg will have to attend.b) There was a question about an apartment in foreclosure. Highview currently has a lien.
c) Noise complaints against apartments 3A, 3G, and 6E, all include violations of inadequate carpeting and have moved from warnings to fines. One case has moved to the building's attorney for legal action.
Per building rules, carpeting violations initially connected to a noise violation are subject to an ongoing monthly fine until the unit owner proves to management that the apartment has been carpeted to the required standard (80% to total square footage, essentially meaning wall-to-wall except for kitchen and bathroom). The burden of proof is on the unit owner and denying access to management does not prevent the fine. It was affirmed with the building's attorney that unpaid fines should be subject to the $20 late payment fee for a unit's account balance. Initial complaints in all three cases dated back at least one year and it was agreed that such lengthy attempts of encouraging cooperative compliance have had no effect, and have only decreased "quality of life" for other residents over a long period of time. The building's attorney has recommended that Highview become more formal about the process without exception: a 30-day notice, followed by the fines, and then to legal action if compliance is not immediate.
d) Several garage occupants have not removed the miscellaneous storage from their parking spaces. Warnnig notices of impending fines were sent in November and January. Only licensed vehicles are allowed to be stored in both indoor and outdoor spaces. These spaces are defined as "limited common space" for parking rights and not for a unit owner's storage and a variety of safety and fire concerns have been mentioned by inspectors. Jennifer will send a final reminder next week and issue fines by March 1st for non-compliance.
e) Jennifer Ogman indicated that the annual Fire Plan Distribution was completed in January as required by City code. Since the code requires residents to acknowledge receipt by their signature and for the building to maintain an active/current file of these signatures for inspection by the City, the super is going around to units for their signatures.
4) Maintenance & Repairs.
a) The proposal from Navco Electric for replacement of all seven sidewalk lighting fixtures was approved.b) The Board reviewed bids for repairing the garage floor at the new water main gate valve, replacing the five loose sewer access floor plates, and rebuilding the six guard bars/cages protecting water and sewer pipes from cars striking them. The Board approved Abasi's bid of $3,700.
c) Firestone Roof Coating inspected the roof on January 14, 2004 and issued their report to Highview on January 21, 2004. Our roof coating is warranted, however structural problems creating punctures in the roof coating are not their responsibility to repair. Firestone will repair leaks as they arise, but the not underlying structural cause. Firestone recommends a full tear-down of the 50 year old roof. Becht's Capital Reserve Study indicated an approximate rebuild cost of $130,000 which would include removal of the bulkhead surrounding the decommissioned incinerator's chimney. It was noted that the roof is carrying the original 50 year old roof as well as two rebuilds on top of that. All three layers would have to be removed, asbestos may possibly be involved, and some repairs would most likely be necessary to the wooden support structure from moisture damage (rot). Jennifer Ogman was asked to get bids for a full-roof replacement for the Board's information. For now, the building will continue to repair leaks under warrantee as they arise. There's approximately 8 years left on the Firestone Coating warranty.
d) An estimate was received for cleaning the building's ventilation system. The system cleaning will include all kitchen and bathroom vent systems, as well as the common area hallway vents. The process would also include evaluation of the fans themselves. Owner complaints on this problem now date back more than a year and Becht Engineering made note of the problem during last spring's Capital Reserve study. The Board requested that JAL obtain two additional bids before awarding the contract. Ogman will provide additional estimates at the next Board meeting.
e) An estimate was received for cleaning the compactor chute. Once again, the Board requested two additional bids before awarding the contract. Ogman will provide additional estimates at the next Board meeting.
f) There was a discussion of the recycling area. With the City's increased requirements, refuse is accumulating in the recycling area faster than maintenance can adequacy process - especially on weekends. Since this area is not protected by any fire prevention measures, concern was expressed for the building's exposure to NYC code violations and/or the risk of fire. Jennifer Ogman recommended investigation of installing recycling chutes which would deposit the refuse directly into receptacles placed in the compactor room. The compactor room is covered by fire sprinklers, as well as it would keep the accumulated mess from blocking access to the laundry area. Jennifer will have estimates at the next meeting.
g) There was discussion of the laundry room renovation. There was a discussion of using wallpaper, paint, or a laminate on the walls. It was pointed out that the project might require disconnecting natural gas lines and water pipes. The sink will probably be replaced with a smaller one. Stefanie will post material samples for resident comment. (Comments should be made in writing and to the website if possible.) Three estimates will be provided to the Board with bids for each type of surface at the next meeting.
h) Stefanie was asked for an update on replacement of the entrance area's three floor mats.
i) A portion of the Howard Ave. sidewalk is heaving and may need to be replaced as a trip hazard. This will be addressed once the weather gets warmer.
j) Erosion next to the curb on the far side of Howard Avenue has caused a number of vehicles to require towing. The curb is low and cars have repeatedly fallen over the curb into a deep ditch created by street drainage running down the hill. Jennifer Ogman was asked to speak with Wagner College about the problem, perhaps suggest the trench be filled with gravel, and report back to the Board at the next meeting. Ogman will provide an update at the next meeting.
k) There was a discussion of stairwell painting. This will be a spring project conducted during normal work hours. The super will be provided with an assistant by JAL to assure that regular cleaning will proceed on schedule. It was noted that JAL has provided the super with assistance for projects like this in the past. There was discussion of the other spring painting projects (garage and parking lot walls).
l) Heating complaints were discussed, along with the conditions unit owners are responsible for. Air in the line is about the only problem the building can correct.
m) The building's plumbing repair policy was discussed. Individual apartment leaks have caused the building as much as $4,000 and it is critical that unit owners maintain their plumbing. At one point in time, the building would split the cost of a unit's plumbing repairs in order to encourage good maintenance and avoid the occasional catastrophe of a unit owner own efforts. The Board agreed that splitting the cost of repairs would not be fiscally responsible of management. But the continued concern for unit owners maintaining their plumbing and the costs to the building for continued leaks, suggested that an annual inspection of units should be a topic for discussion at the next meeting.
n) Maintenance items were discussed: Stairwell fire-doors are not closing properly, the elevator floor needs to be waxed on a regular (weekly?) basis, grooves in the elevator doorway sills are often filled with debris, the garage door seal was to be replaced in November, and outside the front entrance needs to be kept cleaner (mopped?) on a daily basis. It was understood that dealing with all this winter's snow has been a prime demand on the super's time and he has done a very good job keeping snow and ice from accumulating.
o) There was discussion of Howard Avenue burglaries including several in the building next door. None of these events took place in our building. Entries were made from the fire escape on the rear of the building. In the last couple years, there have been several problems at Highview relating to unauthorized use of the fire escapes and use of the roof by non-Highview individuals. The Board approved getting estimates to better electronically monitor the fire escapes use. Ogman will provide two estimates at the next meeting. Boynton will speak with the building's current security vendor.
p) There was discussion about the costs for landscaping shrubbery which needs to be replaced this spring. It was agreed at a previous meeting that landscapers will be contacted to provide diagrams/sketches along with their estimates. Although the project does not need to take place until spring, it was agreed that the decision is complex and should be in process now to that options can be reviewed and a determination made for spring planting. Ogman will offer preliminary estimates from multiple vendors at the next meeting.
q) The Board agreed to move the monthly meeting from second Tuesday of the month to second Wednesday of the month. This date is available of JAL's schedule. The next Board meeting will take place on Wednesday, March 9, 2004.
The meeting was adjourned at 10:20 p.m.