Board Meeting Monday July 13th
July 11, 2020
BOARD OF DIRECTORS MEETING REPORT
Monday July 13, 2020, 7:30pm
Via “ZOOM” Meetings Online
6:30PM – CLOSED SESSION (Via ZOOM With PT Board)
OWNER FORUM – 7:30pm Via Zoom Chat Via ZOOM – Meeting ID# 850-7748-6151
Link: https://us02web.zoom.us/j/85077486151
CALL TO ORDER
Roll Call – Confirm Quorum
The meeting chair, expected to be Board President Michael Parrie, will confirm a quorum of Board Members is present via ZOOM. Board Members and representatives from Management will be introduced.
Commission Reports
Commission chairs or members so designated will be invited to update the Board and Owners on business and activities.
Attached to the report for Board review is a letter of resignation from Bob Shamo, reporting he will be stepping down from the Newsletter Commission.
Also attached is a communication from the Social Commission, regarding the Board making considerations for potential Social Media accounts managed by the Commission.
Board Report
The Board President may give a report on current Association business and activities of interest.
Action Items
- Closed Session Business
This agenda item is provided for any resolutions proposed resulting from Closed Session discussion.
- Minutes – Board Meeting June 22, 2020
Attached to the meeting report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday June 22, 2020, as submitted by Timothy Patricio, Property Manager.
A sample motion for resolution: “I move the Park Tower Condo Board of Directors hereby approves the minutes from the Board Meeting held on Monday June 22, 2020.”
- Social Media Commission Requests
In reference to the attached Social Commission correspondence, the purpose of this Action Item is for the Board to discuss the potential for Social Media accounts managed by the Commission.
Any necessary motions for resolution can be proposed during the meeting.
- Newsletter Commission Discussion
The purpose of this action item is by request to discuss the status of the Tower Talk Newsletter, in particular regard to the coming resignation of the long time chair and editor Bob Shamo.
Any necessary motions for resolution can be proposed during the meeting.
- 22.1 Disclosure
Attached to the report for Board review is the updated 22.1 disclosure for formal Board approval.
The 22.1 Disclosure, is a standard document we provide upon request in the event of any sale and make available for inspection to the prospective purchaser. This incorporates:
(1) A copy of the Declaration, by-laws, other condominium instruments and any rules and regulations.
(2) A statement of any liens, including a statement of the account of the unit setting forth the amounts of unpaid assessments and other charges due and owing as authorized and limited by the provisions of Section 9 of this Act or the condominium instruments.
(3) A statement of any capital expenditures anticipated by the unit owner’s association within the current or succeeding two fiscal years.
(4) A statement of the status and amount of any reserve for replacement fund and any portion of such fund earmarked for any specified project by the Board of Managers.
(5) A copy of the statement of financial condition of the unit owner’s association for the last fiscal year for which such statement is available.
(6) A statement of the status of any pending suits or judgments in which the unit owner’s association is a party.
(7) A statement setting forth what insurance coverage is provided for all unit owners by the unit owner’s association.
(8) A statement that any improvements or alterations made to the unit, or the limited common elements assigned thereto, by the prior unit owner are in good faith believed to be in compliance with the condominium instruments.
(9) The identity and mailing address of the principal officer of the unit owner’s association or of the other officer or agent as is specifically designated to receive notices.
As a matter of routine, we update this regularly, and will present it for Board approval.
A sample motion: “I move the Board of Directors approves the 22.1 disclosure as drafted for July 2020.”
- Health Club Reopening Policies
Attached to the report for Board Review is the “PTCA Health Club Reopening Policies”. This is a list of the policies and procedures drafted, consistent with discussion at the last Health Club Commission Meeting, produced and distributed by Management in time for the reopening of the Health Club on Monday July 6th, 2020. Included with this document, is the “Condominium Amenities Use Agreement, also referred to as the Hold Harmless Agreement for Health Club use, which Management has required be signed by all adult members in order to begin using the space again.
We ask the Board of Directors formally accept these policies, as well as the requirement all members agree to the Hold Harmless before resuming use of the space.
A sample motion for resolution: “I move the Park Tower Condo Board of Directors hereby approves the PTCA Health Club Reopening Policies and Condominium Amenities Use Agreement as presented by Management and used for repopening of the Park Tower Health Club on Monday July 6, 2020 at 9am.”
- Unit 511 Construction
Attached to the report for Board Review are 3 proposals for completing the construction in Unit 511. As a reminder, the original approved scope of work and projected budget figures are attached as well. The proposals are as follow:
The Art of Remodeling $106,100
MPD Construction $67,515
SK Construction $56,000
Originally, we intended to do the bulk of this project in house, with the exception of carpeting and blind installation. This project will not proceed further or get done anytime soon if I is to be done in house, due to the present state of the world. So, we devised a plan where Patrik would manage the project in house, using workers from his company SK. For all intents and purposes, hiring temporary workers to do the bulk of the work and coordinate and purchase the materials. As due diligence, our engineer Jason Delgado sought two independent proposals based on the approved scope of work from other contractors who’ve worked in the building. In a follow up meeting with Patrik, after reviewing the other proposals, he agreed to reconcile and coordinate consistent with the scope of work and reconcile anything in addition proposed by the other firms. The figure proposed is turnkey, not to exceed. The team should be able to begin within two weeks and they believe they can be completed within 6 weeks.
One key difference though, Patrik’s team will coordinate with our in house plumber for tying in the needed fixtures and plumbing where needed for the kitchen, bathroom and any appliances.
As most of the demo and quite of bit of the plumbing has already been done in house, we do not expect any unknown conditions at this time. Also, all other contractor requirements consistent with the Association’s rules and procedures will be met, including licensing and insurance.
A sample motion for resolution: “I move the Park Tower Condo Board of Directors hereby approves a contract as proposed by SK Construction at a cost not to exceed $56,000 for completing the remodeling of Unit 511.”
- Garage Project Change Order/Update
Attached to the report for Board review members will find the new phasing plan from Monson Nicholas. This indicates the anticipated cost increase due to the additional mobilization and inflation for the materials. You will also find a follow up communication regarding inflation not being an issue, if we proceed with ordering the materials in bulk. After a discussion with our engineer at WJE, the materials will be ordered, saving the $1,681.
The only additional cost anticipated at this time, will be for the labor involved in the additional mobilization for next March, proposed at $8983. Although this is covered by the provision for unknown conditions the Board already approved, as always it is suggested identifiable projected costs be formally approved by the Board.
A sample motion for resolution: “I move the Park Tower Condo Board of Directors hereby approves the an expense of $8,983 be added to the Garage Concrete Repairs and Membrane Replacement Project, as proposed by Monson Nicholas, Inc., for the additional labor anticipated for the additional mobilization that will be needed to stop work in the Winter of 2020 and recommence in the Spring of 2021.”
Reminder – the “Refresher” Town Hall Meeting is scheduled for Monday July 20th at 7pm.
- Chiller Maintenance Contract
Attached to the report for Board review is the RFP our team issued to firms for our Chiller Maintenance Contract, anticipated by the budget for renewal this year, as well as proposals from those vendors who’ve responded. $20,420 is budgeted for this annual maintenance work. The proposals in response to the RFP are as follows.
First Point Mechanical $13,000 and 3% increase annually thereafter for three years
Johnson Controls (incumbent) $19,641 with a 1% increase year 1, 2% year 2 and 3, and 3% years 4-6
WJ O’Neil $19,986 years 1 and 2, 2% increase years 3-4 and 1% increase years 5-6
Quality Mechanical Pending
Each RFP response has something outstanding, with First Point Mechanicals being the most non-specific of each response. In our analysis so far, this is a situation where you “get what you pay for”. We are leaning toward recommending WJ O’Neil at this time, but waiting on more reference checks. Also, we are hopeful we will receive a response from Quality in time for the meeting.
We have had specific events occur both this year and in recent years, that have given us reason to feel migrating from Johnson Controls could be in the Association’s best interest, which we will discuss with the Board at the Meeting.
A sample motion for resolution: “I move the Park Tower Condo Board of Directors hereby approves a contract for the annual chiller maintenance program, for a term of 6 years as proposed by __________ at an initial annual rate of $________, to increase annually __________.”
- Boiler Maintenance Contract
Attached to the report for Board review is the RFP our team issued to firms for our Boiler Maintenance Contract, anticipated by the budget for renewal this year, as well as proposals from those vendors who’ve responded. $12,500 annually, plus $10,000 as a provision to address conditions identified during seasonal maintenance, is budgeted for this effort. The proposals in response to the RFP are as follows.
First Point Mechanical $13,500 and within about a 3% increase annually ($400/year) thereafter for three years
WJ O’Neil (incumbent) $10,500 years 1 and 2, 2% increase years 3-5 and 1% increase year 6
Quality Mechanical Pending
Stanton Mechanical Pending
We have no substantial reason not to continue with WJ O’Neil. We issued the RFP to perform due diligence, and make sure their numbers are reasonable for the service expected. We suggest a “cost not to exceed by” approved, so we can allow extra time for at least one more bid to arrive for review.
A sample motion for resolution: “I move the Park Tower Condo Board of Directors hereby approves a contract for the annual boiler maintenance program, for a term of 6 years as proposed by __________ at an initial annual rate not to exceed by $10,500, for years 1 and 2, and a 2% increase for years 3 through 5, and a 1% increase for year 6.”
- Construction Requests
We anticipate providing 4 Unit Owner requests for remodeling and construction approval. The files are presently with the engineer, but a preliminary review found no substantial reason to hold approval.
514 – Complete Remodel, washer/dryer install and hard flooring
1005 – Hard flooring installation
1211 – Cabinet Replacement
2502 – Hard flooring, painting and countertop replacement
A sample motion follows: “I move the Board of Directors approves the remodeling plans of units 514, 1005, 1211, and 2502, as submitted by the unit owner, following the recommendations of the building 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
Attached to the Report for Board Review is the May 2020 Balance Sheet and Statement of Income & Expenses from the Habitat Company.
Fund Balances End of May 2020
Operating assets totaled $1,263,974 the Reserve cash and investments were $2,210,056 for a total of cash and investments of $3,474,030.
May 2020 Revenue and Expenses
Total Operating Revenue: $530,608
Total Operating Expenses: $399,035
Income From Garage: $8,008
Contribution To Reserve: $149,258
Total Defecit: $9,676
Management Report
Business and Activities – Property Manager Tim Patricio will review current business and activities of interest.
Recent Sales Activity – Property Manager Tim Patricio will review the most recent Sales.
ADJOURNMENT
There being no further business, the Board will consider adjourning the meeting.
A sample motion: “I move the Board of Directors adjourns the July 13, 2020 Board Meeting at ____PM.”
OWNER FORUM – 15 minutes, 2 minutes per person
The Board of Directors and Management will welcome and address feedback and questions from Unit Owners via ZOOM chat.
The next Board Meetings are scheduled for Monday July 27th and Monday August 10th at 7:30pm. A formal mailing with the meeting Notice for 2020/2021 will be sent within the next week. Also, a Residents Forum is scheduled for Thursday July 30th at 7PM. Until Further Notice, all meetings will be held online via ZOOM. Instructions to join the meeting will be posted in advance.
About the Author: Tim Patricio
Park Tower Horizons
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