BOARD OF DIRECTORS MEETING

Report & Agenda

Monday May 11, 2020, 7:30pm

Via ZOOM Meeting – www.zoom.com – Meeting ID#836-1320-4535

6:30PM – CLOSED SESSION (Management Office)

7:30PM – OWNER FORUM – 15 minutes, 2 minutes per person VIA ZOOM CHAT

The Board of Directors and Management will welcome and address questions and feedback from Unit Owners, via ZOOM chat.

Join The Meeting at www.zoom.com with Meeting ID#836-1320-4535

Or go to the link – https://us04web.zoom.us/j/83613204535.

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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.

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 April 13, 2020

Attached to the meeting report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday April 13, 2020, as submitted by Timothy Patricio, Property Manager.

A sample motion: “I move the Park Tower Condo Board of Directors hereby approves the minutes from the Board Meeting held on Monday April 13, 2020.”

3. Face Covering Requirement

The purpose of this Action Item is for discussion of the face covering requirement, and for the Board to consider procedures for enforcement. One possible approach would be, to issue a warning followed by a violation notice, rules hearing and fine.

Management has not received any direct pushback relative to the requirement (yet), but we have received complaints about residents observed without face coverings.

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

4. Pest Control Procedures

Management has experimented with voluntary Pest Control maintenance inspections. Both with regular exterminating on Fridays, and now Bed Bug inspections. It has not been very productive; there have not been many volunteers. Furthermore, we have been dealing with an increase in reports of both roaches and bed bugs. There is a concern such pest problems could spread and blossom further, if they are allowed to and if we do not return to more normal proactive efforts.

The purpose of this action item is for the Board to discuss and provide guidance. Our suggestion would be to direct our team to resume our traditional procedures, with of course the appropriate PPE and Social Distancing being required. Meaning, we won’t request volunteers – we would simply provide advance notice as usual and proceed as we always did with the appropriate precautions.

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

5. Re-opening Discussion

The purpose of this action item is to give the Board an opportunity to begin considerations for Park Tower, and what easing of ‘Stay-At-Home’ requirements mean for the Association, residents and staff.

Attached for Board review are minutes from the Habitat Company’s Reopening Committee Meetings. While not all relevant to communities such as Park Tower, much of what we’ve been discussing includes considerations we will need to make and that will impact owners, residents and staff outside of Park Tower. We will be prepared to narrow this down in discussion. But ultimately our hope is this will provide a framework and guidance for buildings and communities such as ours as the Stay-At-Home restrictions are eased. Some key things to consider planning for at Park Tower:

1. Ongoing Social Distancing and PPE requirements and enforcement.

2. Allowing non-essential work tickets, improvements and Unit Owner remodeling.

3. Staffing requirements for continued more intensive cleaning and sanitizing.

4. Health Club and Party Room reopening.

5. Re-scheduling and commencing major projects.

6. Encouraging paperless transactions.

7. Holding future Association Meetings and Social Events.

8. Guests and deliveries.

On Friday, the Mayor’s office released the base 5 Phase Plan for a Phased re-opening of Chicago businesses, and resumption of non-essential activity:

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PHASE ONE: STRICT STAY-AT-HOME

What it means: Limit the amount of contact with others; goal is to limit interactions to rapidly slow the spread of COVID-19.

Restrictions:

• Physically distance from anyone you do not live with, especially vulnerable friends and family

•Non-essential workers must work from home

What’s allowed:

• Essential workers go to work

• Residents can go out for essential activities only

PHASE TWO: STAY-AT-HOME

What it means: Guard against unsafe interactions with others; goal is to continue flattening the curve while safely being outside.

What’s allowed:

• Essential workers go to work

• Residents can go out for essential activities

Restrictions:

•Non-essential workers must work from home

• Stay at home as much as possible

• Wear a face covering while outside your home

• Physically distance from anyone you do not live with, especially vulnerable friends and family

PHASE THREE: CAUTIOUSLY REOPEN

What it means: Strict physical distancing with some businesses opening; goal is to thoughtfully begin to reopen Chicago safely.

What’s allowed:

• Non-essential workers begin to return to work in a phased way

• Select businesses, non-profits, city entities open with demonstrated, appropriate protections for workers and customers

• Non-business, social gatherings limited to <10 persons

• Phased, limited public amenities begin to open

Restrictions:

• When meeting others, physically distance and wear a face covering

• Non-business, social gatherings limited to <10 persons

• Stay at home if you feel ill or have come into contact with someone with COVID-19

• Continue to physically distance from vulnerable populations

• Get tested if you have symptoms

What’s required to move into this phase:

• COVID-19 Case Rate (over 14 days, as a rolling average): Declining rate of new cases, based on incidence and/or percent positivity

• Severe Outcome Rate (over 14 days, as a rolling average): Stable or declining rates of cases resulting in hospitalization, ICU admission, and/or death

• Hospital Capacity Citywide (over 14 days, as a rolling average): Hospital beds: <1800 COVID patients, ICU beds: <600 COVID patients, Ventilators: <450 COVID patients

• Testing Capacity: Test at least 5% of Chicago residents per month

• Testing Percent Positivity Rates (over 14 days, as a rolling average): Congregate: <30% positive tests, Community: <15% positive tests

• Syndromic Surveillance (over 14 days, as a rolling average): Declining emergency department visits for influenza-like illness and/or COVID-like illness

• Case Investigation & Contact Tracing: Expanded system in place for congregate and community investigations and contact tracing

PHASE FOUR: GRADUALLY RESUME

What it means: Continued staggered reopening into a new normal; goal is to further reopen Chicago while ensuring the safety of residents.

What’s allowed:

• Additional business and capacity restrictions are lifted with appropriate safeguards

• Additional public amenities open

Restrictions:

• Continue to wear face covering and physically distance

• Continue to distance and allow vulnerable residents to shelter

• Get tested if you have symptoms or think you have had COVID-19

What it will take to move to this phase:

From the Mayor’s Office: “The specific health criteria for transition between the latter phases will be established and released over the coming weeks to ensure the city is open and responsive to new data and information as it arises. In addition to determining the health-based metrics to move from one phase to the next, the city is actively determining the appropriate sequencing of reopening businesses and public services – taking into consideration both economic enablers such as transportation and childcare concerns, as well as keeping an eye towards economically disadvantaged populations.

PHASE FIVE: PROTECT

What it means: Continue to protect vulnerable populations; goal is to continue to maintain safety until COVID-19 is contained.

What’s allowed:

• All businesses open

• Non-vulnerable individuals can resume working

• Most activities resume with health safety in place

• Some events can resume

Restrictions:

• Set up screenings and tests at work or with your family

• Sign up for a vaccine on the COVID Coach web portal

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We will continue to follow these efforts closely and support any orders or emergency measures that come forth. We do need to recognize facts and events are changing sometimes at warp speed. Your staff and office team will make any determinations needed as quickly and logically as we can for Owners, residents and the staff, particularly if health, safety and protection of property is involved.

Our initial proposal though, for moving forward in the longer term – following any discussion at the meeting, and any guidance and direction the Board would like to give – is that the Park Tower Management team will be working with The Habitat Company through their reopening Committee, and develop our own phased plan using the City’s as a model and guide. Very simply, fitting key business and activities of the Association into the above guidance so Park Tower’s efforts compliment the community’s efforts as a whole.

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

6. Support Animal Request

Attached to the meeting report for Board review is an opinion from the Association’s legal counsel, related to this previously tabled request for a support animal.

A sample motion: “I move the Board of Directors approves [or] denies a Unit Owner’s request for a support animal.”

7. Health Club Jacuzzi Repairs

As previously reported, due to present realities we are unable to do the work needed to the jacuzzi in house. In order to get the work done ASAP and while the Health Club remains closed, as directed Management sought a bid from MPD who is able to schedule the project right away. This proposal is attached for Board review and consideration.

The budget for pool area improvements was $20,000 in 2019/20. This included a provision of $6000 for lighting improvements presently underway and appearing likely to be completed under budget. $14,000 of the budget was to address the jacuzzi platform and tilework.

The bid from MPD totals $15,480, and if the Board chooses to consider this, we would suggest a provision of about 10%, say $1500, to address unknown conditions if they arise, for a total of $16,980

A sample motion: “I move the Board of Directors approves repairs to the Park Tower Health Club jacuzzi platform and replacement of the tilework, as proposed by MPD Construction Group, at a cost not to exceed $16,980.”

Business Reports
1.     Treasurer’s Report

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

Fund Balances End of March 2020*

Operating assets totaled $1,453,743, the Reserve cash and investments were $1,808,140, for a total of cash and investments of $3,261,883.

March 2020 Revenue and Expenses*

Total Operating Revenue: $529,821

Total Operating Expenses: $368,965

Income From Garage: $10,967

Contribution To Reserve: $149,258

Total Surplus: $22,565

*Habitat is currently making necessary adjustments after receiving more documentation from First Service, so figures may change once finalized.

2.     Management Report

a. Business and Activities – Property Manager Tim Patricio will review current business and activities of interest.

Attached to the report for Board review is the activity report through the 2019/2020 fiscal year. Habitat accounting just completed the revisions to the February financials, incorporating the latest documentation received from First Service. Next, they will be revising the March report after which we will be able to begin reporting for the new fiscal year.

b. Recent Sales Activity – Property Manager Tim Patricio will review the most recent Sales.

Attached to the report for Board review is the current Sales and Lease 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 May 11, 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.

Next Board Meetings Scheduled for Monday May 25th at 7:30pm and June 8th at suspension of the 2020 Annual Meeting. Until Further Notice, all meetings will be held online via ZOOM. Instructions to join the meeting will be posted in advance.