Highview Condominium II
Board of Directors - Meeting Minutes
July 14, 2004, 7:30 p.m.

The 9th regular meeting of the 2003-2004 Highview II Board of Directors was called to order at approximately 7:45 p.m. by Board president Stefanie Greenberg. In attendance were Board members Victor Bellini, Miriam Biren, Robert Boynton, Marjorie Cannon, Stephanie Greenberg, and Tamara Keshecki. Board members Sanchie Bobrow, Frank Mattera, and Richard Re were absent. John Lipuma attended from JAL Diversified Management.

In additional to regular business, the purpose of this meeting was to discuss developing an evaluation process of management's performance and using that process to fine-tune the building's operation.

1) Financial Report.

No financial report was presented by JAL.

2) Legal Report.

a) There was discussion of the current roof situation - including the Firestone warranty, Millbasin Roofing's own warranty on the work, the responsibility of the engineer hired for the project, and the Highview's legal options with each of the involved parties. In order for an attorney to take action against any (or all) of them, there will have to be a formal engineering analysis and report on Highview's roof . It was agreed that an engineer should be hired to review the situation (bids to be presented at the next meeting) and conversations with Swaaley about our legal needs regarding the situation. At the present time, Management is under the impression that current leaks have been repaired. However that impression was questioned with recent complaints by at least one 6th floor resident.

b) Notices were sent to non-resident owners on 07/07/04 who did not have copies of their current leases on file with management. The notices provided warning of the $500 fine that would be levied for non-compliance.

c) There was a discussion with John Lipuma about units in arrears and the procedure that is to be followed in all cases of delinquency. Three current delinquencies were discussed. The time-line of one with a balance exceeding $5,000 was reviewed in particular. The Board re-affirmed it's agreement with Lipuma's policy at JAL, the timing of reminder notices, warnings, and legal action (with any legal costs of management becoming the burden of the delinquent unit owner). Of particular importance was the need to treat all unit owners equally.

3) Maintenance & Repairs -- completed.

a) Electrical lines services the front sidewalk lighting are being replaced at a cost of $420 (uphill side from the front entrance).
b) Cleaning of the compactor chute was completed.
c) Repairs to the garage walls and floor have been completed.
d) Dual-mode smoke detectors have been ordered to replace the single-mode ones that were installed this spring.
e) Elevator landing areas have been re-tiled on all floors by the super.
f) The front area of the building was power-washed.
g) The super has taken over maintenance and repair of the sprinkler system. In previous years, Highview contracted out this work.

4) Maintenance & Repairs -- outstanding.

a) The super has scheduled repainting the garage walls before the end of summer.
b) Areas of sidewalk on Howard Avenue needs to be replaced.
c) Areas of tile in front of the building need re-grouting.
d) The parking lot walls need to be repainted.
f) The parking lot needs to be repaired and resealed before the end of summer (improperly performed by the contractor last summer).
g) New tile in the laundry room needs to be grouted.
h) The compactor room floor will be painted in the fall.

5) Management Issues

The Board raised concerns with John Lipuma about JAL's pro-active management. A list of approximately 20 items was discussed including: JAL's inadequate response to emergency calls, not presenting budget drafts in a timely fashion, legal issues, and unresolved maintenance concerns raised by board members that have linger over months without resolution by JAL.

It was noted that during the initial interview process of hiring JAL, Jerry Lemmermann indicated that he has a weekly meeting with each of his building supervisors (such as Jennifer Ogman). Building supervisors are required to complete a written form for each building on a weekly basis and that is a critical part of their weekly conversation. The completed forms shows Lemmermann that the building manager has inspected the entire building in detail and helps Lemmermann to provide the management resources and core expertise a building may require (in addition to the regular JAL building manager) with any particular problem.

Completed copies of the last two months of weekly forms were brought to the meeting by Lipuma. However in the discussion it was discovered that the completed forms are not being used as the internal management tool Lemmermann initially indicated to the Board that they would serve. Although completed by the building manager, the weekly discussion between Lemmermann and Ogman is not taking place. As Lemmermann had expressed the importance of these weekly discussions in maintaining a pro-active management by JAL, the Board questioned why this weekly meeting had not been taking place.

Reviewing two months of the weekly forms, it was clear that there are persistent maintenance problems that have not been shared as candidly with the Board as they should be. The Board asked Lipuma to review a few months of these weekly reports for Highview, and compare them to the monthly management reports the Board receives as well as the Board's minutes.

The Board will meet again with Lipuma before the end of the 2004 year.

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