Board Meeting Monday April 9th
March 25, 2018
BOARD OF DIRECTORS MEETING
Agenda and Report (AMENDED 4/9/18)
Monday April 9, 2018 7:30PM
2nd Floor Party Room
7:30PM – OWNER FORUM – 15 minutes, 2 minutes per person
The Board and Management will address feedback and questions from Unit Owners.
OPEN SESSION – Call to Order
The meeting chair, expected to be Board President Michael Parrie, will call the meeting to order. Please be courteous – if applicable, the meeting chair may choose to entertain audience questions as may be applicable to each agenda item. All speakers shall be recognized by the chair as necessary. Please do not interrupt speakers who have the floor.
Roll Call – Confirm Quorum
The meeting chair will confirm a quorum of Board Members are present. Board Members and representatives from Management will be introduced.
Committee Reports
Committees will be invited to give updates to the Board on business and activities.
Board Report
The meeting chair may make comments or provide updates on Association business and activities or otherwise address the Board and Owners present.
Action Items – New Business
- Closed Session Business
This agenda item is provided for any resolutions proposed resulting from Closed Session discussion.
- Minutes – Board Meeting March 12, 2018
Attached to the report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday March 12, 2018, as submitted by Timothy Patricio, Property Manager.
A sample motion: “I move the Board of Directors approves the minutes from the Board Meeting held on Monday March 12, 2018.”
- 2018 Annual Meeting Schedule
Attached to the report for Board consideration is a draft initial notice for the 2018 Annual Meeting of the Unit Owners, including the Board Election Rules and draft Candidate Application form.
We propose a scheduled of Annual Meeting activities for this year as follows:
Friday April 13th – Mailing Initial Notice with Candidate Forms
Friday May 4th – Candidates return forms to office 5pm
Friday May 11th – Mailing of Notice and Proxy Forms
Saturday June 2nd – Candidate Meet & Greet 11am
Wednesday June 6th – Meet the Candidates Town Hall 7pm
Monday June 11th – Annual Meeting 7:30pm
A sample motion: “I move the Board of Directors does hereby approve scheduling of the 2018 PTCA Annual Meeting of Unit Owners for Monday June 11th, 2018, at 7:30pm, as well as Candidate meet and Greet events on Saturday June 2nd at 11am and Wednesday June 6th at 7pm, and directs the necessary notices and mailings be drafted and distributed by Management as proposed.”
- Record Revised and Restated Declaration
The Board approved the revised and restated Declaration at the Board Meeting on February 12, 2018, as amended and presented by legal counsel with KSN. After that time it was made available upon request by Unit Owners for greater than 30 days.
Having not been presented with a formal petition of Unit Owners, consistent with Section 27(b)(3) of the Illinois Condo Act, it may now be recorded. At the meeting, we will present the Secretary’s affidavit and President’s signature page for signing (copies attached to report for Board review).
A sample motion: “I move the Board of Directors hereby agrees and certifies the amended, revised and restated Declaration & Bylaws of the Park Tower Condo Association, as drafted and presented by legal counsel with Kovitz, Shifrin and Nesbit, was approved unanimously by the Board of Managers of said condominium, at a meeting of the Board of Managers duly noticed and convened and held for that purpose on February 12, 2018 at which a quorum was present throughout, and such approval has not been altered, modified, or rescinded in any manner but remains in full force and effect, and we further state the unit owners did not file a petition with the Board, pursuant to the requirements of Section 27(b)(3) of the Illinois Condominium Property Act, objecting to the adoption of this Amendment to the Declaration.”
- Bulk Cable/Internet Taskforce
Attached to the report for Board review are written requests from volunteers to serve on a proposed taskforce to consider the upcoming renewal of bulk cable and internet services.
Things the Board should consider:
- Formally forming the taskforce.
- Appointing members.
- Assigning a Board Liaison to the taskforce.
- Assigning tasks and potential deadlines for the taskforce to meet (i.e., survey of residents, recommendations to Board, etc.).
A sample motion: “I move the Board of Directors approves forming a Commission called the Bulk Cable and Internet taskforce to ________________[tasks] by _______________[deadlines], and appoints _______________[agreed volunteers] to serves as members of the taskforces, and assigns _______________ as Board Liaison to the taskforce.”
- Metal Maintenance Contract
Attached to the report for Board review are responses to Management’s RFP for our metal maintenance contract. This contract provides service for basic care and maintenance of metal fixtures, doors, columns and frames at our main entrance and 2nd floor deck.
The base contract is budgeted at a rate of $1500/month. The incumbent is Chicago Metal Maintenance, now known as Chicago Metal Restoration. We invited the incumbent and 4 others to bid for 3 year and 6 year contract terms. (Those terms were used because the incumbent set their terms and conditions up that way.
The responses were as follows:
Chicago Metal Restoration 3 year $1475/mo. 6 year $1490/mo.
Lee Quigley Company 2 year $2067/mo. (did not bid terms consistent with RFP)
The Millard Group 3 year $1951/mo.* 6 year No greater than 3% annual increase
Stuart Dean 3 year $1236/mo. 6 year $1199/mo.
(*Fine print – up to 3% increase years 2 and 3 contingent upon union labor rates.)
One vendor, Surface and Glass Magic, declined to bid as they believed their proposed servicing of our fixtures would be too inconsistent with our RFP and too costly.
We had planned to look elsewhere than Chicago Metal, due to problems we’ve had over the past couple years, which were either not addressed at all or not addressed to our complete satisfaction. These problems ultimately resulted in us withholding payment for almost the entire year in 2017.
Each firm, except Chicago Metal, comes recommended from multiple other DK managers, and Stuart Dean and Millard presented excellent references. Both Millard and Stuart Dean also responded most substantially to the RFP (references, certificate of insurances, alternates, and format of proposal).
Typically, we might be concerned by Stuart Dean’s low bid. However, in the past they’ve been a higher bidder, and we were told by one references they made a change to Stuart Dean recently, because they were finally aggressive with their pricing. So, we suggest the Board approve a 6 year agreement as proposed by Stuart Dean.
A sample motion: “I move the Board of Directors approves entering a contract with Stuart Dean for metal maintenance services for a term of 6 years, for a base price of $1199/month for care and maintenance of the necessary metal fixtures, doors, frames and columns, as proposed.”
- Commercial Cooling Tower Replacement
Attached to the report for Board review are bids for the budgeted and scheduled replacement of the commercial cooling tower and pumps.
This project is budgeted for $155,000 – that’s $125,000 for the tower itself, and $30,000 for the cooling pumps. Our engineering team put together a spec, based on the current tonnage of cooling devices serviced by the tower, and we invited three contractors to make proposals:
AMS Mechanical Systems $118,705
Kroeschell, Inc $119,375
W.J. O’Neil Chicago $109,125
We suggest going with the low bidder, WJ O’Neil. Each bidder is worthy of consideration, so saving about $10,000 makes the best sense. We also suggest a 15% provision for unknown conditions that may need to be addressed. With the age of the current cooling tower, and its location, it is reasonably possible to expect additional problems will need to be addressed when the old system is removed.
A sample motion: “I move the Board of Directors approves entering a contract with W.J. O’Neil Chicago, for replacement of the Commercial Cooling Tower and pumps, as proposed at $109,125, and authorizes a provision of $16,400 for addressing any unknown conditions that may arise.”
- HVAC and Pool Chemical Contract
Attached to the report for Board review is a renewal proposal for our supply contract with HOH. They’ve proposed a 3 year contract with an increase of 3%. That is $11,706 per year which amortizes to 1% annually. The total budget for the necessary treatment chemicals for heating, cooling, the pool and jacuzzi, monthly services and reporting, is $12,000.
We do not see the need to bid this competitively at this time. They’ve held their rates steady for 6 years now, so a 3% increase is far more than fair particularly considering it amounts to 1% per year. ALSO, over their tenure here they voluntarily implemented a reporting system which helps us more closely monitor our chemical use, and they’ve agreed to help us put in a water meter system that will help determine how much water our cooling tower uses. They’ve worked fantastically with our various HVAC contractors, and have done an excellent job with our onsite team managing the pool chemicals and training our personnel when necessary.
A sample motion: “I move the Board of Directors approves renewing the contract with HOH Water Technology, as proposed for supply of HVAC and pool treatment chemicals, monthly servicing, training as needed and reporting at a base price of $976/month.”
- Construction Requests
Attached to the report for Board Member review are remodeling packets for the following Unit Owner construction projects:
306 Full Unit Remodel with washer/dryer
909 Full Unit Remodel
2909 Dishwasher
3314 Hard Surface Flooring
4005 Hard Surface Flooring
5011 Hard Surface Flooring
A sample motion follows: “I move the Board of Directors approves the remodeling plans of units 306, 909, 2909, 3314, 4005 and 5011, as submitted by the unit owner, following the recommendations of the chief engineer as outlined in their written specifications and in accordance with the Rules and Regulations and remodeling guidelines of the Park Tower Condo Association.”
Business Reports
Treasurer’s Report
Fund Balances End of February 2018
Operating Funds $479,398 (decrease of $88,311 from prior month)
Reserve Funds $1,340,260 (decrease of $112,703 from prior month)
Total Cash and Investments $1,819658 (decrease of $201,014 from prior month)
February 2018 Revenue and Expenses
Total Operating Revenue: $497,699
Total Operating Expenses: $422,703
Income From Garage: $26,024
Contribution To Reserve: $131,413
Total Deficit: $30,393
Management Report
The Property Manager, Tim Patricio, is expected to review current business and activities, as well as recent sales activity.
ADJOURNMENT
There being no further business, the Board will consider adjourning the meeting.
A sample motion: “I move the Board of Directors adjourns the April 9, 2018 Board Meeting at _ _ PM.”
OWNER FORUM – 15 minutes, 2 minutes per person
Next Meeting Dates Monday April 23 & May 14, 2018, at 7:30PM; Resident Forum Tuesday May 1st 7pm
About the Author: Tim Patricio
Park Tower Horizons
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