Highview Condominium II
Board of Directors Meeting
April 18, 2000 ** 7:30 - 8:30 p.m.
Meeting Minutes

The first meeting of the 2000-2001 Board of Directors was called to order at 7:35 p.m. on April 18, 2000. In attendance were newly elected Board members Vincent M. Alfano, Victor G. Bellini, Robert A. Boynton, Paul Chelsen, Stephanie Greenberg, Judi Kepics, Frank V. Mattera, and Miriam Montalvo. Carl DiLorenzo was unable to attend due to the very short notice of the meeting.

According to the Bylaws, the Board's first meeting following election is required within 10 days of the April 13th Annual Meeting:

Article II, Section 7 states: The first meeting of the members of the Board of Managers following the annual meeting of the unit owners shall be held within ten (10) days thereafter, at such time and place as shall be fixed by a majority of the members of the Board of Managers and no notice shall be necessary to the newly elected members of the Board of Managers in order legally to constitute such* meeting, providing a majority of the whole Board of Managers shall be present thereat.

A written agenda was determined in advance by discussion among Board members and was only used as a guideline for the meeting.

The first order of business was the appointment of a recording secretary for the meeting. Robert Boynton volunteered to take the minutes.

The group introduced themselves, including their professional background and tenure in the building.

Vincent M. Alfano (6-A) has been an owner/resident in the building for six years. He is a Senior Technical Support Analyst for a major international law firm, Milbank Tweed, where he has been employed for the past twelve years. Vinny has a B.S. degree in Computer Science from The College of Staten Island and brings a broad-based level of technology experience to the board.

Victor G. Bellini (5-J) has been an owner/resident of Highview II since its inception 18 years ago. He works for the New York State Education Department as a Regional Associate with global responsibility for the borough of Queens pertaining to fiscal and regulatory issues. He is committed to bringing a sense of community to our building through a process of increased communication and shared decision making. His dog, Bailey, was the original voice of Mr. Ed and plays competitive tennis.

Robert A. Boynton (2-A) has been an owner/resident since February 1998. He has worked in educational development/fundraising for twenty years; working with boards of directors, volunteer committees, faculty, and students. He's director of Special Gifts at Stevens Institute of Technology (an engineering school in Hoboken, NJ) and is faculty advisor to their student sailing team and flying club. He holds a B.S. from Cornell University. Bob's mechanical background includes restoring old cars and building a complete addition on a house. His dog Mollie is a gourmet chef.

Paul Chelsen (1A) has been a resident/owner for 12 years. He holds a B.S. in Computer Science from Rutgers University. Paul is currently Senior Technical Officer at Chase Bank specializing in systems administration for Unix Operating Systems. He also has four years experience in construction work in NYC as a sheet metal worker (HVAC) prior to attending college. Prior to these career choices, Paul served two years in the US Army 24th Infantry Division, as an FDC (fire direction commander) for a mortar platoon. Paul noted that all this qualifies him for map reading/orientation, reading blueprints and figuring out computers.

Stefanie Greenberg (6-C) is a new resident/owner of the building and new mother of a baby boy. She owns four florist shops (Bouquet of Love, C&F Flower, Artistic, and Sundays). She is familiar with a variety of construction issues (her family owns Big Apple Construction Co., A&G Construction Co., and Falco Construction Co.). Stefanie is a mortgage broker, works as an assistant closing attorney, is writing a book of home remedies for children, and enjoys craft projects. Her dog, Bacci, is a professional Formula-One race car driver.

Judi Kepics (4-A) has been a resident of Highview for approximately 6 years -- first as a tenant and for about two years as an owner. She has managed her husbands Refrigeration, Air Conditioning & Appliance Repair/Service Business; was a licensed Real Estate Salesperson with a brokers' license and sold real estate on Staten Island for five years. She has handled several of her own purchases and sales of houses without the use of attorneys. Judi was Assistant to former Assemblyman Louis DeSalvio, assigned to troubleshoot problems of his Staten Island constituency. Currently (for many years), she is a Legal Secretary for Simpson Thatcher & Bartlett. She is a graduate of The College of Staten Island with courses including Accounting and Business Administration.

Frank V. Mattera (4-J) owns two 24-hour bagel stores -- including Clove Road Bagels at 1300 Clove Road.

Miriam Montalvo (2-E) is a newcomer to the building and moved into her apartment last December. Miriam is a Deal Manager with Lehman Brothers's Structured Credit Trading division. She acts as liaison between the market traders, business lawyers and clients, and is responsible for preparing documents for the trades and closing the deals.

Carl DiLorenzo (3-H) has resided at Highview since October, 1999. He works at Maimonides Medical Center as a Pediatric Social Worker. In addition, he has a psychotherapeutic practice based in Brooklyn. Carl holds degrees from Hofstra and Adelphia Universities and has a long history of community service, including teen programs and outreach intervention.

The second order of business was election of officers. The group referred to Article IV of the Bylaws concerning officers and their responsibilities:

Section 1. Designation: The principal officers of the Condominium shall be the President, the Vice President, the Secretary, and the Treasurer, all of whom shall be elected by the Board of Managers. The Board of Managers may appoint an assistant treasurer, an assistant secretary, and such other officers as in its judgment may be necessary. The President and Vice President, but no other officers, need be members of the Board of Managers.

Section 2. Election of 0fficers: The officers of the Condominium shall be elected annually by the Board of Managers at the organization meeting of each new Board of Managers and shall hold office at the pleasure of the Board of Managers.

Section 4. President. The President shall be the chief executive officer of the Condominium and must be a member of the Board of Managers. He shall preside at all meetings of the unit owners and the Board of Managers. He shall have all of the general powers and duties which are incident to the office of president of a stock corporation organized under the Business Corporation Law of the State of New York, including but not limited to the power to appoint members of committees created by the Board of Managers from among the unit owners from time to time as he may in his discretion decide is appropriate to assist in the conduct of the affairs of the Condominium.

Section 5. Vice President The Vice President shall take the place of the President and perform his duties whenever the President shall be absent or unable to act. If neither the President nor the Vice President is able to act, the Board of Managers shall appoint some other member of the Board of Managers to act in the place of the President, on an interim basis. The Vice President shall also perform such other duties as shall from time to time be imposed upon him by the Board of Managers or by the President.

Section 6. Secretary. The Secretary shall keep the minutes of all meetings of the unit owners and of the Board of Managers; he shall have charge of such books and papers as the Board of Managers may direct; and he shall, in general, perform all the duties incident to the office of secretary of a stock corporation organized under the Business Corporation Law of the State of New York.

Section 7. Treasurer. The Treasurer shall have the responsibility for Condominium funds and securities and shall be responsible for keeping full and accurate financial records and books of account showing all receipts and disbursements, and for the preparation of all required financial data. He shall be responsible for the deposit of all moneys and other valuable effects in the name of the Board of Managers, or the managing agent, in such depositories as may from time to time be designated by the Board of Managers, and he shall, in general, perform all the duties incident to the office of treasurer of a stock corporation organized under the Business Corporation Law of the State of New York.

The following members were elected by the Board as officers: Bob Boynton, President; Victor Bellini, Vice President; Vinny Alfano, Secretary; and Judi Kepics, Treasurer.

The next agenda item was a discussion of the decision-making process. It is the new Board's attention to be open in their decision making process. Through timely distribution of meeting minutes, being generally accessible to owners and tenants, notices on the Bulletin Board (once it is re-installed in the Mail Room), and perhaps a questionnaire, the Board expects that the concerns of owners/residents will regularly be included in the Board's deliberations. All Board members have a voice in deliberations. Wherever unanimity is not achieved, it will be reflected in the Board's Minutes for all owners to consider. Hopefully, by including issues in the Minutes as they develop, all owners and residents will have opportunities for their voices to be heard. As all Board members live in the building and seven of the nine are currently accessible by email, we anticipate that there will be significant dialogue between scheduled meetings.

Agenda item #3 was the selection of an attorney for condominium business. Michael Swaaley, was unanimously approved. He specializes in condominium law and related issues.

Agenda Item #4 was a review of the OmniPoint contract. Although already reviewed by Ronald Mazzucco, the previous Board's attorney, and approved/signed by outgoing president Tom Will, the new Board requested the opportunity to also review the contract before turning it over to OmniPoint. There were several substantive concerns raised by the new Board in review.

General contract outline: The proposed contract is for 25 years (a ten-year term with 3 renewal terms of 5-years at the sole option of OmniPoint Communications). The equipment to be installed includes a group of antennas to be installed on two separate walls of the roof, cables running to a central cabinet installed near the center of the roof, communications and electrical power lines running to the lobby-level utility rooms. Highview Condominium II is to receive $1,000 per month, with a 3% annual increase each year. OmniPoint can cancel the contract at any time with 90 days notice. The condominium has no option to cancel the agreement at any time during the entire 25 year period.

Concerns raised:

1) The current draft excludes the condominium for the next 25 years from installing any equipment on the roof that interferes in any way with OmniPoint's equipment. (Currently installed equipment of the building is allowed and OmniPoint insures that they will not interfere with the current equipment's reception.) The Board felt that with the rapid changes taking place in communications technology, it is impossible to anticipate the building's telephone/internet/television communications requirements 10 years into the future (let alone 25 years). The contract must allow for reasonable negotiation or cancellation in such future situations.

2) The building's roof will likely need a full replacement within the 25-year contract term. The current contract draft makes no allowance for the cost of removing and reinstalling the OmniPoint equipment in such case, nor of the service disruption it might cause to OmniPoint customers. (The current contract does protect the building from any damage done to the roof by OmniPoint equipment.)

3) The Board agreed that all residents should have the opportunity to read the specifics of this agreement as well as the specifications and nature of the proposed equipment. Board members and other residents have expressed health concerns that also need to be explored. Once all of the Board's concerns have been satisfied, residents should be invited to a "Town Meeting" to meet with an OmniPoint representative and the Board to address any possible concerns -- in advance of the Board signing the revised contract. (Several owners have already expressed concerns - addressed by OmniPoint's technical information.) Bob Boynton will be in touch with attorney Michael Swaaley and managing agent Tom Finnerty to discuss next steps.

Agenda Item #5 was a discussion of "first initiatives" to be taken by the Board

Improved communication with all resident/non-resident owners and tenants is a crucial issue for this Board. It was agreed that meeting Minutes will be mailed to all unit owners. In addition, Minutes will be posted in the building for the benefit of all residents, owners and tenants alike. (This plan affirmed a proposal made by Victor Bellini and Bob Boynton to the previous Board at their February meeting that they approved.)

The Board discussed where best to post Minutes and other types of notices in the building. Possibilities included: next to the entrance directory, near the front door, inside or next to the elevator, the mailroom, the laundry room, email, door-to-door, and U.S. Mail. Several Board members felt that the Mailroom was the best location. It was noted that not everyone uses the elevator or laundry room, however, these locations were suggested as supplemental locations for some types of notices. It was suggested that the Board consider a new, larger bulletin Board in the mailroom (opposite the mailboxes, above the countertop). This new bulletin board could supplement the enclosed, glass-door, case of the mailroom's far-end wall.

At the Annual Meeting, on April 13, Miriam Biren had proposed a newsletter for the building and offered to write it. It was discussed that several Board members had spoken with her since and agreed to assist.

The suggestion box (which was in the mailroom until the renovation) should be replaced. Rather than being called "Suggestion Box", it will be titled something more in line with its primary use - contacting the Board with questions, concerns, complaints, and suggestions. Labeling will explain that the box is secure, monitored on a regular weekly basis (or more often), and (for the privacy of resident users) only accessed by the Board's officers.

As the Suggestion Box and Bulletin Boards involved the areas currently under renovation. The Board was unaware of what work still remains to be completed as part of the renovation and agreed that Bob Boynton will speak with Tom Finnerty, advising him that any remaining lobby renovation work should be confirmed with the Board before taking place.

In a letter from the previous Board to all owners, it was indicated that the building's superintendent, Humberto Otey (Carlos) has announced his retirement. Tom Finnerty has affirmed this to be the case. Finnerty will be contacted to confirm the details. The group agreed to review Carlos' job description, current responsibilities, and scheduled hours as soon as possible. Bob Boynton will ask Tom Finnerty for information.

The concept of a Work-Order book was proposed. All necessary and proposed repairs and maintenance items would be entered in this book. Some items would be easily taken care of and others would have to be deferred for funding. A collection of related problems, all requiring a particular maintenance service, might be dealt with most economically as a group repair. Still, all items should be included on a master list. Significant capital maintenance items, deemed to still be years away, should be anticipated in this listing (along with project funding). Bob Boynton will discuss this concept with Tom Finnerty.

The Board discussed setting a next meeting date. The group agreed that their next meeting date should be conditional to the completion of current action items - results of conversations with OmniPoint, Michael Swaaley, and Tom Finnerty. Tentatively, Monday, May 22, 2000 was set for the next meeting.

The meeting was adjourned at approximately 10:00 p.m.