Highview Condominium II
Board of Directors Meeting
March 7, 2001 ** 7:30 - 9:30 p.m.
Meeting Minutes

The Board of Directors' March 2001 meeting was called to order shortly after 8:00 p.m. on the evening of March 7, 2001. The meeting scheduled for 7:30 PM started late due to some board members' inability to be on time because of heavy NYC commuter traffic.

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

The next meeting date was set for Wednesday, April 18, 2001.

The Annual Meeting date was set for Wednesday, May 23, 2001.

Judi Kepics offered her report as Treasurer. The condo's long-term saving is being moved from Citibank to Chase Manhattan.

The Board approved using the firm DeSantis, Kiefer & Shall LLP for an audit. The audit will be more extensive than recent annual audits that only sampled the accounting records. John Shall will be the partner on the account.

The recently proposed roof lease was withdrawn by AT&T in favor of another site. In part, this was due to conditions imposed by the Board on AT&T for lease approval. AT&T was reluctant to agree to conditions similar to those in a current lease the building has with VoiceStream which was negotiated successfully by the current Board last year. In addition, AT&T would have needed to build a large brick structure (larger than a bus) on the roof near the front of the building. Negotiations regarding the size and type of structure were never resolved. Board members had expressed concern for such a large additional building on the roof. Gene was asked to investigate other sources of roof-based income for the building and will report at the April meeting.

There was an update on upgrading Fire/Smoke detection in the building. An estimate was received for an extensive service package. However, the more specific and limited options had not been individually priced. The issue was tabled for the April meeting at which time Gene will have the necessary details. There was additional conversation about the current battery operated smoke detectors that are required to be operational in every apartment now. They will be discussed again at the April meeting as well. In discussing cooking smoke, there was discussion of the building's ventilation system. Board members reported their own experiences to indicate that it may not be functioning correctly. Gene will investigate and report at the next meeting.

There was discussion of several owners who have failed to comply with tenant-lease records. Bylaws require owners to file a completed lease with the Board for all rentals. Furthermore, Rules & Regulations indicate that a $500 fine is to be imposed for non-compliance.

Some members of the Board agreed to contact non-compliant owners personally to obtain compliance. It is hoped that by clarifying the nature of what is required for the legal records of the building, owners will understand that leases can be month-to-month and should not limit a non-resident owner's rights over their tenant. However, there are specific interests of the building spelled out in the Bylaws that must be incorporated in any tenant arrangement. Otherwise, the Board has the legal authority to move to court for an eviction of a tenant.

There was discussion regarding owners who have failed to pay their common charges for extended periods of time. The building has not been satisfactorily enforcing procedures for collection of delinquent payments. In one continuing case, an owner has been allowed for several years to make a single annual payment after the charges have accumulated to 12 months past-due.

Continued from the January meeting, the Board discussed garbage storage and disposal options. Garbage is not supposed to be at the curb except on pick-up days, but there is currently no acceptable place inside the building to store it without encouraging pest problems. Gene agreed to offer specific proposals at the next meeting.

There was discussion of the superintendent's intentions to retire. In response to this intent, an agreement of understanding had been drawn up by Maxwell Kates and was presented by Gene to Carlos in person recently (prior to the current meeting) for his approval and signature. Although Gene reported that Carlos did in fact express his intention to retire by the end of May, 2001, at the time of this Board meeting, the agreement remained unsigned because there were open financial issues to be settled prior to Carlos' retirement which were not addressed in writing to Carlos' satisfaction. After discussion by the Board and Eugene DeGidio, these issues were RESOLVED as follows: (1) Carlos would receive payment for an allowance for reimbursement for his out-of-pocket medical insurance costs which he hasn't been getting and which was calculated in total to be the sum of $900. (2) In addition, Carlos' entitlement to reimbursement in the amount of $35 per month towards his telephone bill which he has not been receiving since October, 2000 when Maxwell Kates' took over the management of the building would be investigated and if Carlos was correct, it was agreed Carlos would be reimbursed to the extent of $35 per month from October through May 31. [Note: Though Judi Kepics had noted at this meeting that she thought the super's bill was being paid entirely and directly by Highview, upon checking the records later that night, the records showed that Carlos was in fact correct and should have been getting $35 per month for a phone allowance. The amounts being paid directly to AT&T were for the entry system which operates on phone lines. Robert Boynton was informed of this the following day and was given the records bearing this out.]

At the prior Board meeting held on January 23, 2001, The Board had voted unanimously to give Carlos a monetary retirement bonus based on guidelines discussed in that meeting which was in the area of one week for every year of service to the building. Carlos has been employed as superintendent for approximately eighteen years. At the present meeting, the Board reaffirmed that vote for a retirement bonus to be given to Carlos and further provided specifically in the present vote for the gift to be in the amount of $5,000.

Gene DeGidio will begin interviewing candidates for the superintendent's replacement as soon as the retirement agreement is signed with Carlos. The Board will create a review committee to work with Gene on this. Once a finalist has been chosen, the full Board will meet this individual before they are hired. In response to questions, Gene explained that once hired, there is an initial probationary term. After that, the probationary term can be extended or converted to permanent status.

Other Maxwell-Kates issues discussed:

The complete list of owner/resident calls to Maxwell-Kates, repairs, and complaints was unavailable for the meeting. It will be forwarded to Boynton later this week.

Work on apartment L-C was completed. The Board approved up to $400 to repaint the apartment as a good-will gesture.

Gene explained that the roof re-certification will take place in April. It was anticipated in late February, but was postponed due to bad weather.

Gene DeGidio was asked if the illegal satellite dish had been removed since the last meeting. Gene reported that Carlos had been assigned the task, however removal was unconfirmed.

Exterior building repairs relating to foundation cracks, exterior brick-work and lintels, replacement of the garage entrance drain, and various repairs of water mains and risers will be scheduled before the summer. The Board does not have an estimated cost of this work yet.

Replacement or substantial repair of the security/intercom systems for the building entrance is still being reviewed. There will be an update at the next meeting. The door key system will probably be replaced with a magnetic card as part of the plan.

The new contract with the laundry room equipment vendor was discussed. The current proposal is for a 6-year contract, new machines (not reconditioned ones), an up front payment of $4,000 to the building, a 25 cent increase over the term in washing machine fees, and a $9,000 annual space rental fee to the condominium. The Board approved the proposal except for the 25 cent increase in washing machine fees. Maxwell-Kates will continue negotiating with the vendor. The machines will use a magnetic card rather than cash.

The Board reviewed estimates for a new awning for the front entrance. Many of the seams have ripped and estimates were gathered last summer for replacement. Ultimately, it was agreed that the building would try to get one more year of service from the old awning. Replacement was approved unanimously in the amount of $2,300.

The meeting was adjourned at approximately 10:30 p.m.