Highview Condominium II
Board of Directors - Meeting Minutes
November 10, 2004, 7:30 p.m.

The second regular meeting of the 2004-2005 Highview II Board of Directors was called to order at 8:00 p.m. by Stefanie Greenberg, President.

Board members in attendance: Victor Bellini, Miriam Biren, Sanchie Bobrow, Robert Boynton, Marjorie Cannon, Stephanie Greenberg, and Richard Re. Board members Frank Mattera and Tamara Keshecki were absent. Jennifer Ogman attended from J.A.L. Diversified Management.

1) Approval of prior meeting Minutes:

Minutes from the 09/30/04 organizational meeting were distributed to the Board on 10/06/04 by email. The Board members completed their response/approval on 11/09/04. The Board Secretary received no corrections or edits.

As soon as the 09/30/04 Minutes were approved on 11/09/04, the 10/13/04 Minutes (first regular meeting) were distributed. Two Board members have responded to date. Once the Board replies/approves the Minutes, they will be posted for the general membership. The Board members were reminded that Minutes couldn't be publicly posted for the general membership until approved as they represent a legal document of the corporation.

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) There was a discussion of the fiscal year 2004-2005 budget. A preliminary draft of the FY2005 budget was distributed.

c) Confirming the September organizational meeting, Tamara Keshecki has resigned as Treasurer and no other Board member has agreed to accept the responsibility. Bill Colford (unit owner, but not a board member) has agreed to assist in the development of additional fiscal reports from JAL (specifically relating to the reporting of encumbered funds), but will not be involved in any oversight or direct fiscal management. Rich Re was asked to accept the Treasurer's position. He declined to accept the position at this time, but will consider. In the meantime, a finance committee was formed (Re, Boynton, Greenberg, Bellini, and Colford). A meeting of the committee and Jennifer Ogman was scheduled for Tuesday, 11/16/04, at 7:00 a.m. Ogman will distribute financial reports to the Committee by email attachment prior to 11/16/04. The budget should included estimated costs of all anticipated major projects for FY2005 except roof repairs. The cost of any roof repairs would not be covered by operating budget and costs will not be known until after engineering specs and contractor bids are completed.

d) It was reviewed that Becht Engineering had been chosen by the Board to complete an evaluation and specifications for roof work. The email vote was begun on 10/20/04 and completed on 10/25/04.

Per the resolution of the 08/25/04 board meeting, four engineering firms submitted written bids. At the 09/30/04 meeting, it was agreed that the bids would need to be available at the October Board meeting for a Board decision. At the October meeting, only the Becht Engineering bid was available for the Board to review. Ogman agreed to provide the other engineering bids by Monday, October 18. The Board agreed to review the bids over the next week and discuss by email, with Friday, October 22 targeted for completion of an email vote.

Over the next week, the four bids were made available/shared among the Board members. Eight votes were received in favor of Becht, with one abstention, Keshecki. The approval vote was only to cover Phase-1 of the project (evaluation & development of specifications). The discussion of Phase-2 could take place "live" at the next Board meeting. The approved Phase-1 engineering bid was $5,725.

e) At this meeting, the Board discussed Phase-2 of the roof project - preparation of the project manual for bidding requirements, solicitation of bids, and clarification /evaluation of the bids, along with a final recommendation to the Board. The decision to accept Becht's Phase-2 offer was approved, but only after considerable discussion with Jennifer Ogman as to whether JAL could adequately provide this oversight and evaluation service to the Board's satisfaction. The approved cost of Becht's Phase-2 engineering services was $2,830.

f) The entire Becht contract (Phases 1, 2 and 3) is currently with Michael Swaaley for evaluation and specific modifications relating to long-term liability. Boynton is working with Becht's representative and Michael Swaaley. Boynton indicated that before the Phase-1 contract is forwarded to Stefanie Greenberg for her signature, the Board will be updated and have the opportunity to review the document a final time. If the Board desires, a meeting can be scheduled with Swaaley. Once again, it was noted that the contract commitment being signed is for Phase-1 only. although Swaaley's negotiations and the Board's concerns related to all three phases and will all be sorted out before the Phase-1 contract is signed.

g) The Board was reminded that Highview's Capital Reserves total approximately $5,000.

h) The Board approved an estimate of $800 for "Gus" to paint the laundry room. The bid includes removal of all the wallpaper, wall repairs, priming, and painting in a semi-gloss finish. It was noted that the room will probably have to be shut down in order for CoinMach to disconnect water and gas supply lines - for adequate access to the walls behind the machines. Replacement of the sink, table, and seating bench are on hold pending approval and installation of the lobby-level recycling chutes (in the same area).

Repairs:

There was a discussion of which repairs should be held for the FY2005 budget. Estimates were reviewed for the parking garage painting, exterior parking lot and fence painting, lobby façade sealing and repairs, and boiler alarm relocation.

a) Projects held for FY2005: parking garage painting, parking garage space re-lining, parking lot and fence paint, front entrance area tile grouting, front entrance area glass/sheet metal repair/maintenance, hot and cold water riser valve replacement, sprinkler system repairs, damaged shrubbery replacements, replacement of the laundry room table/sink/bench, garage lighting, elevator bulkhead welding (on the roof), fire escape scraping and painting, roof and parapet repairs, and recycling chutes in recycling area.

b) Projects still to be completed in FY 2004: Awning repair (liability of Access-a-ride), replacement of the garage's exhaust fan and timer, installation of CO2 detectors, carpet cleaning, sidewalk repairs, hallway door painting, completion of the heating system riser work, lobby ceiling light work, and laundry room painting.

c) Ogman requested a revision/increase from the $520 approved at the October meeting to $650 for the approved bid on the garage exhaust fan work. The Board approved.

d) The complete list (Excel file) of repairs completed, in progress, and still awaiting resolution was reviewed.

December Holiday Party

The Board reviewed details for the Wednesday December 8, 2004 annual December Holiday Party. A total budget of $500 was set. 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.

Next Meeting Date

Although the regular Board meeting date has been taken by the Holiday Party, the Board agreed that a regular meeting was still necessary for December in order to approve a budget for FY 2005. A regular meeting date was set for 12/01/04 at 7:30 .m.

Meeting was adjourned at 10:10 p.m.

Robert Boynton,
Secretary