Board Meeting Monday June 10th
June 7, 2019
BOARD OF DIRECTORS MEETING
Agenda and Report
Monday June 10, 2019 At Suspension Of PTCA 2019 Annual Meeting
2nd Floor Party Room
6:30PM – Closed Session (Held by Board in Management Office)
7:30PM – CALL TO ORDER – PTCA 2019 Annual Meeting
SUSPEND ANNUAL MEETING
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
Roll Call – Confirm Quorum
The meeting chair, expected to be Board President Michael Parrie, will confirm a quorum of Board Members is present. Board Members and representatives from Management will be introduced.
Commission Reports
Chairs or others so designated will be invited to update the Board on business and activities.
Board Report
The Board President may review business or other matters of interest with the Board and audience.
Action Items
- Closed Session Business
This agenda item is provided for any resolutions proposed resulting from Closed Session discussion.
- Minutes – Board Meeting May 13, 2019
Attached to the report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday May 13, 2019, 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 May 13, 2019.”
- Possible Rules & Regulations Addendum
The purpose of this action item is for discussion of a possible addendum to the Rules and Regulations. Management would like the Board to consider a handful of edits to the current Rules and Regulations, for the most part to provide clarity on a number of topics, and to incorporate the recent policies and procedures put in place for the package room.
Management suggests providing changes for consideration at the next Board Meeting, with approved proposed changes to be mailed to Unit Owners for review, then consideration at a Special Meeting to be called for the purpose of reviewing and asking questions about the proposed changes.
- Deck Furniture Purchase
Attached to the report for Board Review is the quote for additional deck furniture, and a working drawing of the proposed layout, as recommended by the Home Improvement Commission. The total as proposed was $6,705.86, though a suggestion was made for an additional domed garbage can by the outdoor pool, which would bring the total to $7,677.91.
The Operating budget included a provision of $11,000 for deck furniture and fixtures.
A sample motion: “I move the Board of Directors approves an expense not to exceed $7,700, consistent with the proposal by Tropitone, to provided additional roof deck furniture and fixtures.”
- Riser Project Planning
The Association budgeted $500,000 in reserve funds for the 2019/2020 fiscal year to continue the next 3 Domestic Hot Water Riser Replacement Projects. For the upcoming 2020/2021 fiscal year, the preliminary outlook was a budget of $525,000 to complete the next 3 risers.
The purpose of this action item is to review the quotes for materials, plumbing, carpentry and insulation work, to approve the next 2 years of planned Riser Replacements.
- Materials – Attached are the bids for pricing from our suppliers, which the building plumber has worked out. Quantities are somewhat estimated, but this is based on the approximate needs for 3 sets of risers. In this case, at the present pricing, we would order the gerber stops and most piping from Shilvock, and all brass and copper fittings from Porter Supply. This will be approximately $15,000 for the gerber stops and $15,000 for pipe and fittings. As far as carpentry supplies, this would only be ordered as needed, but the engineer and plumber suggest a provision of $10,000 per riser. This is for drywall, plaster, paint, caulking and other miscellaneous materials as needed.
All together for materials we suggest approving a provision of $55,000 for 2019/20 and $55,000 for 2020/21, for a total of $110,000.
- Plumbing – Attached are the RFP and proposals for the plumbing portion of the risers. The projects for the next 2 years were put out to 6 contractors to bid. Two declined, including Power Plumbing and Great Lakes Plumbing. We are awaiting one bid from Anderson Plumbing, which we expect to receive in time for the meeting. Several other vendors were contacted and they either did not respond or indicated they are too busy at this time. The other 3 provided proposals as follows:
- Advanced Mechanical – 2019/2020 Risers $142,000
- Advanced Mechanical – 2020/2021 Risers $141,000
TOTAL: $283,000
- Fettes Love Sieben – 2019/2020 Risers $145,050
- Fettes Love Sieben – 2020/2021 Risers $140,850
TOTAL: $285,900
- Norman Mechanical – 2019/2020 Risers $122,016*
- Norman Mechanical – 2019/2020 Risers $122,016*
TOTAL: $244,032
*Norman Mechanical did not bid consistent with the RFP. The RFP is meant to be turnkey, where they have bid estimates of hourly times and rates and did not identify the actual risers in any way. Given our experience, on all the coming Risers with the exception of the ’06 Kitchens, we would expect their time estimates to be seriously understated.
We’ve worked with both Advanced Mechanical and Fettes on projects. Most recently we’ve used Advanced Mechanical for our Risers over the past two years. However, Fettes completed the plumbing on the Upper Loop Project. Our plumber was very happy with the skill and attention to detail of the plumbers Fettes had on the project, and they’ve committed to using them on the Risers. Despite being the high bidder, he requests the Board allow a provision high enough to use them, and if we are as happy as we expect to be with their performance this year, we would use them again next year. Otherwise, such a provision would allow us to choose another vendor including Advanced.
All together for plumbing we suggest approving a provision of $145,050 for 2019/20 and $140,850 for 2020/21, for a total of $285,900.
- Carpentry – Attached are the bids for pricing from 3 builders for providing demolition and reconstruction services to open the wall for access to 3 sets of risers a year in 2019/2020 and 2020/2021.
- Delta City – 2019/2020 Risers $249,600
- Delta City – 2020/2021 Risers $187,200
TOTAL: $436,800
- DK Construction – 2019/2020 Risers $262,600
- DK Construction – 2020/2021 Risers $195,000
TOTAL: $457,600
- MPD Group – 2019/2020 Risers $205,920
- MPD Group – 2019/2020 Risers $154,440
TOTAL: $360,360
We’ve used MPD Group now for several years, including Riser Projects and most recently the Package Room and Upper Loop Project. We are very comfortable with their experience and numbers as proposed.
All together for carpentry we suggest approving a provision of $205,920 for 2019/20 and $154,440 for 2020/21, for a total of $360,360.
- Insulation – Attached are the bids for pricing from 3 vendors for providing labor and materials for insulation of the risers and branchlines, for 3 sets of risers a year in 2019/2020 and 2020/2021.
- Dettmann – 2019/2020 Risers $105,195
- Dettmann – 2020/2021 Risers $88,670
TOTAL: $193,865
- EHC Industries – 2019/2020 Risers $118,100
- EHC Industries – 2020/2021 Risers $96,015
TOTAL: $214,115
- WJ O’Neil – 2019/2020 Risers $118,230
- WJ O’Neil – 2019/2020 Risers $103,600
TOTAL: $221,830
All together for insulation, materials and labor, we suggest approving a provision of $105,195 for 2019/20 and $88,670 for 2020/21, for a total of $193,865.
So the summary of totals by fiscal year are as follows:
2019/2020
Materials $55,000
Plumbing $145,050
Carpentry $205,920
Insulation $105,195
Subtotal $511,165
2020/2021
Materials $55,000
Plumbing $140,850
Carpentry $154,440
Insulation $88,670
Total $438,960
We’ve been fortunate to run into few “unknown” conditions when we’ve completed the Riser Projects over the past 8 years. However, we suggest a provision of about 5% of the totals proposed, so our team has flexibility to approve additional work as needed. That would be $25,600 for 2019/2020 and $22,000 for 2020/2021.
This years budget is $500,000 and the outlook for next year based on the schedule is $525,000, or $1,025,000 combined. As proposed herein, the total provision we are suggesting be approved is $997,725.
A sample motion: “I move the Board of Directors approves a total of expenditures not to exceed $998,000 for the planned projects to replace the High Zone Risers for the ’01 guest bathrooms/’03 kitchens tier, the ’10 kitchens/’11 guest bathrooms tier, the ’05 bathrooms/’06 master bathrooms tier, the ’07 bathrooms/’08 bathrooms tier, the ’06 kitchens tier and the ’09 bathrooms/’10 bathrooms tier, with the expected completion of work at a rate of 3 risers annually beginning in the 2019/2020 fiscal year and ending in the 2020/2021 fiscal year, for which the total expected expenditures include a provision of $110,000 as needed for materials and supplies, $285,900 for plumbing as proposed by Fettes Love and Sieben or another contractor at a cost not to exceed their proposals, $360,360 for carpentry as proposed by MPD Construction Group, Inc., $193,865 for insulation as proposed by Dettman Industries, Inc., and a provision for unknown conditions totaling $47,600.”
- Construction Requests
Attached to the report for Board Member review are remodeling packets for the following Unit Owner construction projects:
#1406-Flooring, Kitchen & Bath Remodel
#2206-Flooring Remodel
#2907-Flooring Remodel
#3111-Flooring & Living Room Remodel
#3915-Flooring Remodel
#4215-Flooring & Kitchen Remodel
#4306-Flooring Remodel
A sample motion follows: “I move the Board of Directors approves the remodeling plans of unit 1406, 2206, 2907, 3111, 3915, 4215 and 4306 as submitted by the unit owners, 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
Fund balances and revenue and expenses for the most recent reporting period will be reviewed.
Fund Balances End of April 2019
Operating Funds $552,618 (increase of $54,489 from prior month)
Reserve Funds $2,377,159 (increase of $104,358 from prior month)
Total Cash and Investments $2,929,776 (increase of $158,847 from prior month)
April 2019 Revenue and Expenses
Total Operating Revenue: $533,147
Total Operating Expenses: $358,020
Income From Garage: $25,699
Contribution To Reserve: $144,975
Total Surplus: $55,851
- Management Report
ADJOURNMENT
There being no further business, the Board will consider adjourning the meeting.
A sample motion: “I move the Board of Directors adjourns the June 10, 2019 Board Meeting at ____PM.”
RECONVENE ANNUAL MEETING
It is expected the 2019 Annual Meeting will be called back to order for reporting of the election results.
OWNER FORUM – 15 minutes, 2 minutes per person
The Board and Management will address feedback and questions from Unit Owners.
Next regular Board Meeting – Monday June 24th, 7:30PM in the Party Room, following meeting with Picker and Associates Auditor to present review 2018/2019 Audited Financial Statements.
About the Author: Tim Patricio
Park Tower Horizons
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