Highview Condominium II
Board of Directors - Meeting Minutes
October 13, 2004, 7:30 p.m.
The first regular meeting of the 2004-2005 Highview II Board of Directors was called to order at approximately 7:50 p.m. by Marjorie Cannon, Vice President
Board members in attendance: Victor Bellini, Miriam Biren, Robert Boynton, and Marjorie Cannon. Frank Mattera was represented by proxy. Jennifer Ogman attended from J.A.L. Diversified Management. Board members absent: Sanchie Bobrow, Stephanie Greenberg, and Tamara Keshecki, and Richard Re.
1) Approval of prior meeting Minutes:
Boynton indicated that Minutes of the September 30, 2004 meeting had been forwarded by email to all Board members for edits and/or approval. The only response was from Bellini. The Board members were reminded that Minutes couldn't be publicly posted for the general membership until approved. The Board needs to reply to the email.
2) Financial & Legal Report:
a) The delinquent common charges of four unit owners were discussed. In each case, it was discussed that no formal agreement existed indicating any plan to catch up. The Board agreed with JAL that established policy should be followed and JAL should move ahead with the building's attorney to Summons & Complaint judgment. The building's legal costs become a charge to the delinquent owner's account as well. It was requested that Ogman provide a copy of the steps/timing of the formal policy in the next meeting's Management Report for the Board's records.b) A draft of the fiscal year 2004-2005 budget is being compiled. There was discussion of what building repairs can be anticipated and should be included in the budget. Potential expenses relating to roof replacement were discussed.
c) As a follow-up to the September 30, 2004 organizational meeting, unit owner and retired auditor Douglas Colford has been asked to assume the role of Associate Treasurer. Per Bylaws, the Board's Treasurer is not required to be a member of the Board. Colford has accepted to the nomination. Colford was not willing to become in day-to-day expense monitoring, but would involve himself in budget preparation and assisting JAL to create a new monthly report design.
The Board formally voted to accept Colford as Associate Treasurer. JAL will arrange for Colford to receive the Board's internal financial reports, as well as a copy of the complete Capital Reserve Study prepared last year by Becht Engineering. Boynton will follow-up with Colford.
d) Boynton reported that the proposed upgrade of roof antennas is on hold by T-Mobile. The vendor is now in the midst of a merger and all such proposals are on hold indefinitely.
Repairs:
a) Repair and resealing of the parking lot has been completed. This was done at no cost to the building and was performed in response to the Highview's complaint that last year's work was unsatisfactory.b) Estimates for resealing the lobby façade were reviewed along with estimates for re-grouting the front entrance area exterior tile. A more detailed estimate of the façade work was requested by the Board.
c) The building super is in the process of installing combination CO2 and smoke detectors in the hallways at a cost of $40 each for the combined units. A memo was sent to all residents indicating that the super will require entrance into each unit to install a CO2 detector at a cost of $25 each. The detectors are now required by NYC law.
d) A gas leak tester has been acquired for the super. The super will check each apartment's stove area when installing the new CO2 detectors.
e) Timers on the roof exhaust fans should be set to run 7:00 a.m. - 9:00 a.m. in the morning and 5:00 p.m. - 8:00 p.m. in the evening. Times selected for operation attempt to match showering times for bathrooms (removing steam/moisture) and cooking times for kitchens (to remove cooking odors)
f) The Board approved $950 estimate for repairing sidewalk on Howard Avenue. Sidewalk repair on Clove Road may still possibly be a repair by ConEdison (near their utility pole).
g) Carpet cleaning has been scheduled for November and is to be completed prior to Thanksgiving.
h) The proposal to re-paint the laundry room is still pending. Currently, the best estimate for removing the wallpaper and painting is $1,000. No other renovation work is included in the price.
i) Work on the roof exhaust fans was completed in August 2004. However, Board discussion indicated that additional work needs to be investigated. In particular, the J-line roof fan is rattling and the A-line kitchen vents may not be moving enough air (unable to hold tissue paper against intake grate when running). The two situations will be investigated (with possible implications for other lines as well).
j) Weep holes in the exterior brick will be reviewed by Abassi for possible blockage due to the brick pointing work completed months ago.
k) Estimates are pending for repair of the front lobby door's handle and hinges.
l) Ogman distributed a copy of the closing package for Board review. Boynton will review for accuracy and report at the next Board meeting.
m) Estimates for painting of the outside parking area's walls and fence are still pending.
n) Installation of refuse chutes in the current recycling area is still pending.
o) Estimates for painting of the parking garage walls and re-lining the spaces are still pending.
p) Replacement of the heat riser valves on all 10 service lines has been completed. However, the bleeder valves of three lines (valves located in three 6th floor residential units) have yet to be serviced on account of unit access. Accordingly, these three service lines are not functioning correctly.
q) Replacement of the riser valves for hot and cold water will take place in fiscal year 2005.
r) Resident directory listings have been added above the mailboxes. Listings indicate unit owners unless a valid lease is on file with JAL.
s) The Board approved $520 for replacement of the garage exhaust fan with the addition of a timer linked to the operation of the overhead door.
Capital repairs /roof replacement
At the last Board meeting, it was agreed that three engineering bids would be offered at this October meeting. The only bid available at this meeting was from Becht Engineering. The Board reviewed a three phase project. Phase-1 would be an assessment of the current roof's condition and developing the technical specifications to bid the job. Phase-2 would be for the engineering firm to bid the job to contractors. Phase-3 would be supervision of the actual repair/construction.A time-line for the project was discussed. It was tentatively agreed that the Board would obtain the remaining two engineering bids by Monday and approve the contract of one by Friday, October 22nd. During November the selected engineer can spec the job. With the completion of Phase-1, the potential for suing any (or all) of those parties involved with the previous roof's installation will be explored.
During December, Phase-2 (bidding the job according to the project specifications) could take place. And by December 31st, the Board would hope to have solid bids and for the first time have a reasonably accurate indication of the project's potential cost. Phase-3, oversight of the actual construction would require the Board to determine how the construction project would be paid for before moving ahead. But without completion of Phase-2, the scope and cost of the project is unknown. Currently, the building has approximately $5,000 in Capital Reserve. Informal estimates indicate the project will costs about $150,000.
Ogman will assure that the two other engineering bids are received by Monday, October 18, and that the engineering bids reflect costs for all three phases. The Board authorized Boynton to coordinate an email distribution of the information and coordinate/complete an email vote of the full-Board by Friday, October 22. Bellini will review/coordinate the information with Boynton.
December Holiday Party
The Board set a date of Wednesday December 8, 2004 for the annual December Holiday Party. It was confirmed that Chanukah begins on December 7th so there was no conflict. By choosing the date of the regularly scheduled board meeting, JAL will be able to attend and speak with individual unit owners about whatever building issue they might wish to discuss.
Meeting was adjourned at 9:50 p.m.
Robert Boynton,
Secretary