BOARD OF DIRECTORS MEETING

Agenda & Report

Monday March 9, 2020, 7:30pm

2nd Floor Party Room

6:30PM – CLOSED SESSION (Management Office)

7:30PM – Special Meeting of the Unit Owners – Rules & Regulations

OWNER FORUM – 15 minutes, 2 minutes per person

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

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

Commission chairs or members so designated will be invited to update the Board and Owners on business and activities.

Notes from the Home Improvement Commission Meeting on January 23, are attached for Board Review.

Board Report

The Board President may give a report on current Association business and activities of interest.

Action Items

1.    Closed Session Business

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

2.     Minutes – Board Meeting February 10, 2020

Attached to the meeting report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday February 10, 2020, 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 February 10, 2020.”

3.     Rules and Regulations Handbook

The Board of Directors may consider adoption of the Rules and Regulations handbook, as discussed at the Special Meeting preceding the Board Meeting.

A couple suggested edits have been put forward:

– A Unit Owner pointed out that on Page 7 says it indicates loading dock parking is for an hour and on Page 23 it indicates loading dock parking is for 30 minutes. The policy set in the past is that parking is indeed formally limited to 30 minutes, but we do not tow until after 1 hour. For more than 1 hour of parking, the dock parking pass would need to be purchased from the office for $25.

– A Unit Owner pointed out that the office hours on Page 13 have not been updated.

The Board may also consider other changes, such as issues raised at the Special Meeting if necessary. The above changes in our opinion are “non-material”, meaning they would not require another Unit Owner review period prior to adoption. If relatively major considerations are made to policies and procedures, before the adoption we would recommend they be reviewed by the attorney, and that an opinion be given whether such changes are “material” and require a second review period.

Should no such change be made, a sample motion: “Be it resolved that the Board of Directors approves adoption of the Rules and Regulations handbook, as updated for March 2020.”

4.     Pool Area Lighting

The purpose of this action item is for the Board to consider the recommendations of the Health Club Committee as it relates to the mock-up light fixtures installed in the Pool Area.

If a resolution is necessary, it can be suggested at the meeting.

5.     RCN Surcharge Increase

Attached to the report for Board review, is a letter from RCN regarding a surcharge increase of $1.70 per unit per month.

The purpose of this action item is for the Board to discuss what action, if any, should be taken in response.

If a resolution is necessary, it can be suggested at the meeting.

6.     Tide Cleaners Response

The purpose of this action item is for the Board to consider a recent incident that occurred between Tide Cleaners and a resident, and decide whether any formal action or response should be taken. In summary, an item was seriously, very obviously, and irreversibly damaged. Instead of making our resident whole, they were given a $100 credit. Their “fine print” allows only for damaged items to be addressed within 7 days of their return to the lockers. In this case, more than 60 days had passed. However, in this case, the credit was only given in the interest of being more than reasonable in response to the resident’s appeals.

Attached to the report for Board review is the most recent correspondence between the resident, Tide Cleaners and Management.

In all fairness, the resident has said no action is necessary on our part. It was brought to our attention, only FYI. However, we felt the Board may like to discuss a formal response to Tide Cleaners, to protect the interests of all residents.

Tide Cleaners has agreed to post a visible and obvious notice within the locker, stating the policy and encouraging customers to check for damage. So it would no longer be “fine print”.

If a resolution is necessary, it can be suggested at the meeting.

7.     HVAC – Main Condenser Pump VFD

Unexpected failure of the VFD on the main condenser circulating pump occurred toward the end of the cooling season. Since that time, repair was unsuccessfully attempted. Replacement is necessary, and it would be ideal to do so prior to the cooling season.

So far we’ve received two bids, attached to the report for Board review:

Kroeschell Engineering                $11,298

WJ O’Neil                                      $11,995

We are expecting third bid from Quality Mechanical. We suggest a cost not to exceed $12,000 be approved for replacement.

A sample motion: “I move the Board of Directors approves replacement of the main circulating pump variable frequency drive, at a cost not to exceed $12,000, by a reputable vendor chosen by Management and the building engineer.”

8.     Pool Hallway Photocell

Attached to the report for Board review, is a proposal from Dunning Electric to install a photocell on the pool hallway lighting line.

Our team recommends this for a couple reasons. Over time it should save some electrical. However, mostly for better timing and convenience. These lights have to be manually turned on and off everyday.

This is not specifically budgeted, but will fall well within the provision for general operating electrical repairs.

A sample motion: “I move the Board of Directors approves installation of a photocell for operation of the pool hallway lighting, as proposed by Dunning Electrical Services, at a cost of $1,165.”

9.     Composting Proposal

This item was tabled at the last Board Meeting, for further consideration when more Board Members were present.

Attached to the report for Board review, are materials and correspondence between Management and Tower Talk, and a local firm which provides composting service.

This item was added for Board discussion and consideration whether to further pursue a composting service arrangement.

If a resolution is necessary, it can be proposed at the meeting.

10.     Construction Requests

Attached to the report for Board Member review are the remodeling packets for Units 2106 and 4702.

2106 – Full Remodel with Washer/Dryer install

4702 – Full Remodel

A sample motion follows: “I move the Board of Directors approves the remodeling plans of units 2106 and 4702, 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.”

11.     Discussion Regarding Coronavirus Impacts

The purpose of this action item, is to allow for discussion regarding the coronavirus and its impacts, to help promote awareness from the standpoint of the Association. Particularly, it was suggested the Social Commission may want to plan for any potential eventuality where cancelling events might be wise.

Management will discuss some of the efforts maintenance is making.

Business Reports

1.     Treasurer’s Report

Attached to the Report for Board Review is the January 2020 Balance Sheet and Statement of Income & Expenses from the Habitat Company.

Fund Balances End of January 2020

Operating assets presently total $1,370,588. The Reserve Cash and Investments was at $1,554,443.

December 2019 Revenue and Expenses

Total Operating Revenue: $527,479

Total Operating Expenses: $332,376

Income From Garage: $52,414

Contribution To Reserve: $144,975

Total Defecit: $247,517

2.     Management Report

a. Business and Activities

b. 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 March 9, 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.

Next Board Meetings Scheduled for Monday March 23rd at 7:30pm, and Monday April 13th. All meetings are held in the 2nd Floor Party Room at 7:30pm unless otherwise posted.