BOARD OF DIRECTORS MEETING

Management Report and Agenda

Following Life Safety Town Hall at 7:00PM

Monday August 27, 2018 

2nd Floor Party Room

6:30PM – Closed Session (Held by Board in Management Office)

7:00PM – Life Safety Town Hall Meeting

Management is scheduled to present basic procedures for high rise life safety and emergency response.

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 (following Life Safety Town Hall Meeting)

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. Attendees – 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.

Action Items – New Business

1.  Closed Session Business

This agenda item is provided for any resolutions proposed resulting from Closed Session discussion.

2.  Minutes – Board Meeting August 13, 2018

Attached to the report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday August 13, 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 August 13, 2018.”

3.  Low Zone Hot Water Storage Tank

Very recently, a leak was discovered on a Hot Water Storage Tank which serves an area of the low zone plumbing. Specifically, this is a supplemental “expansion tank” serving the 2p through the 2nd floor, including the mall, laundry room and health club. The purpose of this storage tank is to make sure there is ample hot water on demand for these locations.

(The size of the original tank was 500 gallons. After discussing this with each contractor and our plumber, we spec’d the replacement at 400 gallons which is more than reasonable for the facility, particularly with the decrease in water use standards for washing machines in the laundry room). It was unanimous that 500 was far too excessive, probably installed by the developer at the time to make sure there was ample supply available depending upon what types of businesses ended up occupying the mall.)

We originally scheduled the leak for repair on Monday August 13th. However, after beginning work, the team making the repairs discovered conditions we agreed warrant replacement of the tank, rather than repair. We immediately sought 3 bids for replacement:

The proposals were as follows:

AMS Mechanical             $37,250

Kroeschell, Inc.                $39,880

WJ O’Neil                         $35,460

We see no reason not to approve the low bidder, WJ O’Neil.

We also need to have the tank insulated, which we believe can be done for less than $5000. We are working on getting a more concrete estimate in time for the meeting. However, in order to proceed, we suggest the Board consider a cost not to exceed for this work in addition to the estimate by the contractor.

A sample motion: “I move the Board of Directors approves replacement of the low zone hot water storage ‘expansion’ tank, as a reserve expense, as proposed by WJ O’Neil at a cost of $35,460, as well as an additional provision not to exceed $5000 for insulation of the new tank.”

Management Report

Property Manager expected to present a review of items of interest from the monthly activity report for June and July, including 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 August 27, 2018 Board Meeting at ____PM.”

OWNER FORUM – 15 minutes, 2 minutes per person

The Board and Management will address feedback and questions from Unit Owners.

Next regular Board Meetings – September 10th and 24th