Board Meeting Monday Nov. 14th
November 11, 2022
BOARD OF DIRECTORS MEETING
Monday November 14, 2022 7:30pm
Management Report
6:30pm – CLOSED SESSION
The Board is scheduled to meet to discuss rule violations, pending litigation, Unit Owner account issues and personnel matters.
OWNER FORUM – 7:30pm
The Board of Directors and Management will welcome and address feedback and questions from Unit Owners.
CALL TO ORDER – Board Meeting Open Session
The meeting chair, expected to be Board President Michael Parrie, will call the meeting to order.
Confirm Quorum
The meeting chair 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.
Board Report
The meeting chair 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 October 24, 2022
Attached to the meeting report for Board Member review, are the proposed minutes for the Board of Directors Meeting held on Monday October 24, 2022, as submitted by Property Manager Timothy Patricio, for Board consideration.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association hereby approves the minutes from the Board Meeting held on Monday October 24, 2022.”
- Minutes – Board Meeting November 5, 2022
Attached to the meeting report for Board Member review, are the proposed minutes for the Board of Directors Meeting held on Saturday November 5, 2022, as submitted by Property Manager Timothy Patricio, for Board consideration.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association hereby approves the minutes from the Board Meeting held on Saturday November 5, 2022.”
- Minutes – Board Meeting November 12, 2022
Expected to be forwarded in time for the meeting, for Board Member review, will be the proposed minutes for the Board of Directors Meeting to be held on Saturday November 12, 2022, and submitted by Property Manager Timothy Patricio, for Board consideration.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association hereby approves the minutes from the Board Meeting held on Saturday November 12, 2022.”
- Garage Power Wash Compliance Policy
The purpose of this action item is for the Board of Directors to continue discussion of the Garage Power Wash compliance policy. During the last power wash, more than 60 vehicles in all did not move in time for the work to be completed. This results in over 8000 square feet of the surface, not being cleaned – when you consider the average square feet of a car and using a conservative estimate of 1 feet of distance needing to be maintained from each vehicle that remains.
At the last meeting, management was asked to have Jacquie Smith attend the next meeting. Also, a charge was proposed of $150 for the first event, to double for the second offense (with a final warning). Further events would result in revoking the parkers license. Valet parking would still be available, and no more waivers would be accepted (such as those for late fees).
In addition, a unit owner suggested a fee be considered for a resident to pre-arrange with the garage staff in advance to compensate for the time taken to move their car. A discussion with Jacquie is needed about capacity and staffing concerns.
If determined necessary, an appropriate resolution can be proposed at the meeting.
- Updated 22.1 Disclosure
Attached to the report for Board Member review is the updated 22.1 disclosure through September 2022 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:
- A copy of the Declaration, by-laws, other condominium instruments and any rules and
- 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
- A statement of any capital expenditures anticipated by the unit owner’s association within the current or succeeding two fiscal
- 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
- A copy of the statement of financial condition of the unit owner’s association for the last fiscal year for which such statement is
- A statement of the status of any pending suits or judgments in which the unit owner’s association is a party.
- A statement setting forth what insurance coverage is provided for all unit owners by the unit owner’s association.
- 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
- 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
As a matter of routine, we continue to update this regularly, and will present it periodically for Board review and formal approval.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the 22.1 disclosure as drafted with the best available information through September 2022.”
- 2023 Office Holiday Schedule
As we prepare for the upcoming calendar year, the Habitat Company released their approved holiday schedule for corporate employees, which includes the management office staff.
Monday, 1/2/23 New Year’s Day
Monday, 1/16/23 Martin Luther King Day
Monday, 5/29/23 Memorial Day Office closing @ 1:00 Friday-5/26/23
Tuesday, 7/4/23 Independence Day Office closing @ 1:00 Monday-7/3/23
Monday, 9/4/23 Labor Day Office closing @ 1:00-Friday-9/1/23
Thursday, 11/23/23 Thanksgiving Day Office closing @1:00 Wed-11/22/23
Friday, 11/24/23 Thanksgiving Holiday
Monday, 12/25/23 Christmas Holiday Office closing @1:00 Friday-12/22/23
Monday, 1/1/24 New Year’s Day Holiday * Office closing @1:00 -Friday-12/29/23
Also, Habitat corporate employees get two floating holidays for their birthday and Founder’s Day.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association formally accepts the holiday schedule for the management office as presented by the Habitat Company for the 2023 calendar year, with the office scheduled to be closed for the following holidays: New Year’s Day (recognized), Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and the day after Thanksgiving, and Christmas Day, and early closings at 1pm the business day before each holiday with the exception of Martin Luther King Day.”
- Management Contract Extension
Attached to the report for Board review is a proposed extension agreement for the Management Contract with the Habitat Company. This includes changes recommended by legal counsel for some edits, which were sought by Michael Parrie and agreed to by Dave Barnhart. The current agreement expires on December 31, 2022, as budgeted at a rate of $10,600.
When the present contract was proposed, Habitat committed to pricing for 7 years, however the PTCA Declaration prohibits a Management Contract term greater than 3 years. Nonetheless, the proposed extension honors that original proposal:
2023 $10,600/month
2024 $10,600/month
2025 $10,812/month
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the management contract extension as proposed by the Habitat Company, for a term of three years, January 1, 2023 through December 31, 2025, at a rate of $10,600 per month for year one and two, and $10,812 per month for year three.”
- Landscape Maintenance
Attached to the report for Board review, are proposals received in response to the RFP issued by Management for the annual landscaping maintenance contract. For reference the RFP is attached as well. Five contractors were invited to bid, two of which declined (Cityscape Landscape and Patch Landscaping). The incumbent Brightview, has been terminated and was not welcomed to present a renewal proposal.
The key numbers and services are as follows:
Clarence Davids & Company
Maintenance Year 1 $7680 Year 2 $7984 Year 3 $8,304
(Fungicide extra $876/tmt needed 3 times per year, sod replacement extra $3,255, edging and planting bed prep/mulching extra $3,990 per year – true up Year 1 $17,553.)
Proposed Annuals $23,889
Landscape Concepts Management
Maintenance Year 1 $5200 Year 2 $5200 Year 3 $5456
(Fungicide not quoted, needed 3 times per year, unknown if sod replacement is included, edging and planting bed prep/mulching extra $5,110 per year – true up Year 1 $10,310 without fungicide.)
Proposed Annuals $17,600
Moore Landscapes
Maintenance Year 1 $13,760 Year 2 $14,400 Year 3 $14,960
(Numbers appear all inclusive of additional services.)
Proposed Annuals $31,094
Moore and Clarence Davids substantially met all RFP requirements. Of the representatives we met, Moore stood out as most impressive and responsive and very in tune with the neighborhood. They do also happen to be the contractor which does work on the ASCO planters here and elsewhere. Because fall efforts needed to be scheduled, Management chose Moore to replace Brightview for fall activities. Fall cleanup, spring bulbs and winter/holiday interest will be installed by Moore.
Landscape Concepts’ response to the RFP was messy – they did not reference or include pricing for necessary things such as annual sod replacement and fungicide for the crab apples. We are waiting for clarification on the line item they refer to as “Landscape Enhancement”. Their rep has been difficult at times to reach and discuss details with. In one case after multiple e-mails and two phone messages, I did not get a response for 3 business days.
While Moore is the highest bidder for annuals, that is subjective. They were aggressive in their approach for summer plantings on the 2nd floor, for which we are waiting for a revised number. Also, we believe they are aggressive on their numbers of bulbs for Spring. However, these are things we believe we can easily work out with them going forward. So, we suggest proceeding with Moore as proposed.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the landscape maintenance contract as proposed by Moore Landscapes, for a term of three years, beginning March 1, 2023, at an annual rate of $13,760 for 2023, $14,400 for 2024 and $14,960 for 2025.”
- Hallway Remodeling Mock-ups
Attached to the report for Board review are proposals for redecorating the hallway, based on the plans put together by the Home Improvement Commission.
Green Tech Decorating
Decorating & Carpentry Mock-ups $6975/hallway $20,925 Total
49 Floors $341,775
Carpeting Mock-ups $15,500/hallway (regardless of option) $46,500 Total
51 Floors $790,500
MPD Painting Experts
Decorating & Carpentry Mock-ups $10,898/hallway $32,694 Total
49 Floors $534,002
Carpeting
Option 1 Mock-up $13,530
51 Floors $690,030
Option 2 Mock-up $12,100
51 Floors $617,100
Option 3 Mock-up $11,440
51 Floors $583,440
Mock-up Total $37,070
Top Ten Builders
Decorating & Carpentry Mock-ups $7235/hallway $21,705 Total
49 Floors $354,515
Chicago Floor Systems
Carpeting
Option 1 Mock-up $11,400
51 Floors $581,400
Option 2 Mock-up $11,700
51 Floors $596,700
Option 3 Mock-up $12,600
51 Floors $642,600
Mock-up Total $35,700
The total budget for the mock-up floors is $66,800, of which about $9900 was spent for the light fixtures for the 53rd and 54th floors. Also, we need to work out numbers for the materials – paint, baseboards, wallpaper and such. For labor though we are familiar with each of the vendors and we see no reason not to proceed with the most reasonably priced. So we suggest proceeding with Green Tech for carpentry and decorating, and Chicago Floor Systems for carpeting. As proposed this totals $68,394. Considering we need to factor in materials, we will be overbudget, but this is not entirely unexpected due to inflation.
We would like to set a $2500 budget per floor for materials just for the mock-ups. We expect this will more than cover it but as we complete the mock-ups we can devise a more certain building wide supply list for bulk purchase. This should save us money in the long run for the project. For now we’d suggest a budget of $7500 total. Altogether $75,894.
Before proposing a resolution (though it will be straightforward), we did forward this all to Eric Butka from Home Improvement, for his overview as well.
- Emergency Roof Repairs (2nd Floor Northwest)
The purpose of this action item is to discuss action being taken on apparent weather damage to the northwest roof above the commercial spaces and outside the north exposure of the Party Room.
Business Reports
1. Treasurer’s Report
Attached to the Report for Board Review is the September 2022 Balance Sheet and Statement of Income & Expenses as reported by the Habitat Company.
Fund Balances End of September 2022
Operating assets totaled $1,888,561 and the Reserve cash and investments were $3,718,891 for a total of cash and investments of $5,607,452.
September 2022 Revenue and Expenses
Total Operating Revenue: $591,691
Total Operating Expenses: $398,208
Income (Loss) From Garage: ($2,671)
Contribution To Reserve: $149,567
Total Surplus/(Deficit): $41,245
2. Management Report
- Business and Activities – Property Manager Tim Patricio will review current business and activities of
- Engineer’s Report – Property Manager Tim Patricio will review activity of interest from the Maintenance team.
- Recent Sales Activity – Property Manager Tim Patricio will review the most recent Sales. The current Sales & Lease reports are attached to the meeting report for Board
ADJOURNMENT
There being no further business, the Board will consider adjourning the meeting.
A sample motion: “I move the Board of Directors adjourns the November 14, 2022 Board Meeting at
PM.”
OWNER FORUM
The next Board Meetings are scheduled for Monday November 28th and December 12th at 7:30pm. Also, a Board Meeting with the Budget & Finance Commission is planned for Saturday November 19th at 9am. All such events are planned to be held in the 2nd Floor Party Room.
About the Author: Tim Patricio
Park Tower Horizons
-
