BOARD OF DIRECTORS MEETING

Agenda and Management Report

Monday June 26th, 2017

2nd Floor Party Room 7:30pm

OPEN SESSION – Call to Order

The meeting chair, expected to be Board President Michael Parrie, will call the meeting to order. Please be courteous – no audience participation is permitted.  If applicable, speakers will be recognized by the Meeting Chair.

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 deliver updates to the Board on business and activities.

Board Report: Board Member Michael Parrie

The meeting chair, expected to be Board Member Michael Parrie, may make comments or provide updates on Association business and activities or otherwise address the Board and Owners present.

Action Items – New Business

1. Election of Officers

The Board will need to elect officers for the upcoming business year, to fill the following positions: President, 1st Vice President, 2nd Vice President, Treasurer and Secretary.

A sample motion follows: “I move the Board of Directors elects _____________, as Board President.”

A similar motion should be made for each position, or one motion could cover all positions.

2. Closed Session Business

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

3. Minutes – Board Meeting June 12, 2017

Attached to the report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday June 12, 2017 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 June 12th, 2017.”

4. Appoint Commission Liaisons

The Board will need to formally appoint Liaisons for the business year, to each of the following active Commissions: Health Club, Home Improvement, New Residents, Newsletter, Rules & Regulations, Social, Web & Social Media, and the Ad-hoc Decs & Bylaws Review.

A sample motion follows: “I move the Board of Directors appoints _____________, as liaison to the Health Club Commission(…etc.).”

The Board may also choose to ask Commission Chairs to review their charters, and consider the disposition of inactive Commissions, Budget & Finance and the Green Commission.

5. 2017-2018 Board Meeting Schedule

Attached to the report for Board Member review, is a list of proposed Board Meetings and Resident Forums, as suggested and presented by Michael Parrie. The pattern of meetings dates continues consistent with the schedule for the previous business year, with the primary Board Meetings held on the 2nd Monday evening each month, and a secondary Board Meeting scheduled for the 4th Monday each month (with the exception of December and May due to holidays). Three Saturdays in November are included for budget review, and forums are scheduled for Wednesday August 2nd, Monday October 30th, Saturday February 3rd, and Tuesday May 1st.

A sample motion: “I move the Board of Directors schedules Board Meetings for the 2017/2018 Park Tower Condo Association business year, on the dates as proposed by (insert title) Michael Parrie, and directs Management to issue a formal notice via US Mail accordingly.”

6. 2016/2017 Audit Review Schedule

Previously distributed for Board Member review was a copy of the Draft Audited Financial Statements, and attachments, from Picker and Associates for the 2016/2017 Fiscal Year. The Board will need to consider and formally accept the audit in order for it to be finalized and released to the Unit Owners as an official Association record. In preparation, the Board may wish to meet with the Association’s auditor to ask questions about the audit report and findings.

Ralph Picker, of Picker and Associates, has offered to meet with the Board, at the proposed meeting date in Open Session on Monday August 14th. So that owners may also consider the draft audit, and consider questions or comments for the auditor, the Board may choose to make the draft available in advance of the meeting.

A sample motion follows: “I move the Board of Directors approves releasing the DRAFT Audited Financial Statements of the 2016/2017 Fiscal Year, ending February 28, 2017, as prepared and presented by Picker & Associates, LLC, and hereby directs a meeting be scheduled with the auditor for Monday August 14th, for an opportunity to review the draft audit and ask questions.”

7. Panic Button Installation

Management was asked to explore the possibility of installing panic button capabilities at key locations in the building. We met with two alarm vendors recommended by multiple other DK Managers and looked at installing buttons at the front desk, pool, security office, garage office and management office.

Attached to the report for Board Member review are proposals, summarized as follows:

On Guard Inc.     – Installation of monitoring equipment $1950 (may require booster $600)

– Monitoring Service $45/month

Pentegra Systems     – Installation of monitoring equipment $3809.31

– Monitoring Service $33/month (1st year included with install)

Part of the job would require our staff to run communication lines from these locations to the office, where the primary monitoring station would be located. This would require a purchase of materials, likely under $500.

The installation expenses were not specifically budgeted for, though it is small enough it could be coded under a number of miscellaneous provisions. The monitoring service would be coded under telephone expense, where that small of a fee should not result in too large of a variance.

After meeting both vendors and considering the devices they are proposing and various references, we are most comfortable with what Pentegra proposed. However, we are confident that either solution is good.

A sample motion: “I move the Board of Directors approves the contract with ______________, as proposed, to install panic button stations and monitoring service, at a cost not to exceed $_________ for installation, and a rate $_____/month for the monitoring service.”

8. Garage Ventilation Grates

Budgeted for this year is the installation of automated, louvered ventilation grates for airway wells which provide fresh air into the garage, at locations presently open to the outside air. We budgeted for this work, as a part of several activities within the $96,000 line item for HVAC Repairs. The reason this was budgeted is due to a walk-thru by a City inspector last year, who indicated it was required. We since received a violation notice from the City, which forces us to comply.

Attached to the report for Board Member review is a copy of the City notice. Also attached are three bids from vendors we have used for similar projects and metal work over the years. We are actually expecting a 4th bid prior to the meeting. The bids are summarized as follows:

DEMCO:                                         $28,160

Kroeschell:                                     $32,200

Oakbrook Mechanical:                 $29,680

Each of these bidders has done good work for Park Tower in the past on HVAC projects. Proceeding with the low bidder, DEMCO, is reasonable in our teams opinion.

A sample motion to approve the additional locations: “I move the Board of Directors approves the bid as proposed by DEMCO for $28,160, to install garage ventilation control grates at six airway wells throughout the 1p and 2p levels.”

ADJOURNMENT

There being no further business, the Board will consider adjourning the meeting.

A sample motion follows: “I move the Board of Directors adjourns the June 26th, 2017 Board Meeting at _ _ PM.”

OWNER FORUM – 15 minutes, 2 minutes per person

Next Meeting Date TBA