BOARD OF DIRECTORS MEETING

Agenda With Management Report

Monday October 9, 2017  7:30pm

2nd Floor Party Room

7:30PM – OWNER FORUM

15 minutes, 2 minutes per person – The meeting chair, expected to be Board President Michael Parrie, will call on audience members to speak. Please be courteous and respectful, and do not interrupt speakers who have been acknowledged by the chair.

OPEN SESSION – Call to Order

The meeting chair will call the meeting to order. Please be courteous – if applicable, the meeting chair will entertain questions as may be applicable to each Agenda item; all speakers shall be recognized by the chair if necessary.

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 give updates to the Board on business and activities. Attached to the report for Board Member review is the most recent Health Club Report. We expect the Social Committee may also deliver a report at or in time for the meeting.

Board Report

The meeting chair may make comments or provide updates on Association business and activities or otherwise address the Board and Owners present.

Action Items – New Business

1. Closed Session Business

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

2. Minutes – Special Meeting September 25th, 2017

Attached to the report for Board Member review, are the proposed minutes from the Special Meeting of the Unit Owners, regarding the 12c matter, held on Monday September 25th, 2017 as submitted by Timothy Patricio, Property Manager.

A sample motion: “I move the Board of Directors approves the minutes from the Special Meeting of the Unit Owners to consider and vote on the purchase and subsequent sale of Unit 12c, held on Monday September 25th, 2017.”

3. Minutes – Board Meeting September 25th, 2017

Attached to the report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday September 25th, 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 September 25th, 2017.”

4. Roof Project Change Orders #3

Attached to the report for Board review, is a change order request related to the condition of a roof drain discovered while completing the roof replacement project.

After meeting with the contractor, the engineers with WJE and our maintenance engineers, it was agreed they should proceed without delay with the recommended changes as proposed. We therefore request the Board formally approve this action for the record.

In summary as explained to us by the managing engineer with WJE, a damaged roof drain head was discovered as they demo’d the old roof, and the condition warrants replacement. The possible total expense is variable, though expected not to exceed $8003. There is some question regarding how far the extent of work will need to go in order to replace the drain head, so the expense may end up being less:

The plumber is concerned with the ability to be able to remove the drain head without damaging the connection to the riser below.

Based on the plumber’s review of the insulated riser, the insulation may contain asbestos. This is a reasonable possibility based on the age of the building. Therefore, if the riser is replaced, abatement will be required.

The plumber intends to attempt to remove the drain head without damaging the riser, so that the riser will not have to be replaced (and abatement will not be required). Assuming that the riser is in adequate condition after removal of the drain head, a deduction is included in the change order for $3,539 (making the total cost $4,464).

A second possible alternative to fully replacing the riser, if the top of the riser is damaged after removal of the drain head, is to install a pipe coupler connection. Although the method described above is preferable (due to connection type and lower cost), this method can also be installed effectively. Assuming the drain head does require some repair, but the plumber can install a pipe coupler in lieu of affecting the asbestos area below, a deduction of $2,400 is included in the RFCO (making the total cost $5,603).

We directed the work proceed, and that they attempt to avoid damage to the riser as proposed, to try to avoid needing to replace the riser and the abatement that would be required with this process.

As this was an unknown condition, and we directed them to proceed on the professional advice of WJE, we ask the Board formally authorize this change order.

A sample motion: “I move the Board of Directors approve roof project change order #3 at a cost not to exceed $8003, to complete the replacement of a roof drain head found in a damaged condition, as proposed by the contractor Berglund Construction.”

5. Health Club – Membership Violations

At their September 11th, 2017 meeting, the Health Club Committee considered and discussed allegations by members of unpaid non-member and guest use of the facility. The concern is that members often let non-members in or bring guests without properly paying for a pass. From the Committee’s report:

“The Committee decided that penalties should be assessed for bringing unpaid guests into the club, as well as other rule violations.  The Committee voted to recommend a $50 per guest penalty for any member allowing a non-member to enter the Health Club without a Guest Pass.  Multiple violations could result in loss of club membership.  This recommendation will be made to the Board of Directors for a decision at the October (9th) Board Meeting.  A notice of this penalty would be posted on the doors to the pool and other areas of the health club after approval.”

The Committee recommended unanimously that the Board consider passing this policy, so it is in the minutes, and can be posted. Also, the policy could be added to the membership agreement terms and conditions. Such a published policy may help reduce or prevent this behavior.

A sample motion follows: “I move the Board of Directors hereby sets a policy, as unanimously recommended by the Health Club Commission, to set a minimum $50 per guest penalty for any member allowing a non-member to enter the Health Club without a Guest Pass and that multiple violations of this policy could result in loss of club membership.”

6. Social Committee – Equipment Request

For upcoming events being planned, and for possible future events, the Social Committee requests the Board formally approve the purchase of a HDMI Projector and projector screen. Events being planned for this budget year include a movie night in January and a Super Bowl party on February 4th, 2018.

–          ARKSEN Foldable Electric Motorized Projector Screen w/ Remote Control, 16:9, 100″ $68.97 (available from Amazon)

–          ViewSonic PJD5155 3300 Lumens SVGA HDMI Projector $342.47 (available from Amazon)

After tax and delivery, the total expense is anticipated to be below $500. At the end of August, we are reporting a more than $4000 favorable variance in the relevant budget category, with the cost of social activities falling well within budget so far this year.

A sample motion: “I move the Board of Directors approves purchase of the proposed ViewSonic HDMI Projector and Arksen Projector Screen, as recommended by the Social Committee at a cost not to exceed $500.”

7. Elevator Kiosk Screens

The purpose of this Agenda item, is by request of a Board Member for discussion of the possibility to install iPad based Kiosk Screens in passenger elevators 1 through 4. Board Member Dave Nicosia has devised a preliminary plan to mount 12.9” I-Pads with a specialized app tied into PTCondo.com, which would scroll predetermined news items and notices.

The planning is only in the conceptual phase though some groundwork has been done on materials and capabilities within the elevators. The purpose of the action item is really only for discussion. But at this time, the materials and software after tax and delivery may be under $1750 per elevator, plus the cost of any modifications Otis Elevator would need to make to accommodate the materials and electrical. We have already opened some inquiries with Otis, and they are conducting some very preliminary research into what it will take to manage the installation. So far they reported that:

–          In theory, based on the described materials, there is no objection to this being done in the elevators, and providing a tech to assist at a charge, presently $450/elevator.

–          They’ve never seen this type of installation (iPad) – no Otis rep in the region responding indicated they are aware of this type of application of an iPad in an elevator. So, despite having no objection, they cannot comment on whether it will be successful or manageable going forward.

–          110 Volts AC Power is available on top of each car (I asked if it is an outlet, or we would need to hardwire in. Presently awaiting response.)

–          A licensed technician has to be present during the install, consistent with relevant coded, because hoist-way and panel access will be necessary.

–          They said if we want to look at the expense of alternatives like ‘Captiv8’ (which is a service in many commercial building elevators downtown) they will go through the motions. With a service like that, they have upfront installation costs, a service contract and lease for the equipment which is perpetual – you cannot buy they equipment, they own it. If the equipment or software malfunctions, service calls are no cost. Equipment replacement is guaranteed for the life of the contract.

We expect much of the next steps needed, will involve a great deal of effort which we would rather not want to add to our plate, unless the Board believes this to be a worthwhile pursuit.

To help visualize this, the I-Pad, software and mounting equipment presently being considered for discussion purposes are:

–          12.9” iPad Pro

–          iPad Air Wall Mount, Locking Dock & Integrated Charging – Black

–          KioskProApp Kiosk Software

Spec sheets for these materials are attached for Board Member review. No formal resolution is necessary at this time for the Board to authorize this pursuit. However, the Board should provide some specific direction. Some questions to possibly consider:

a. Should this effort be pursued further?

b. If so, does the Board generally agree with the materials being considered?

c. If so, would the Board like this pursued ASAP, or considered for the next fiscal year?

d. Considering the materials are expected to fall in a range of $7,000 total, and the labor not yet known beyond the $450/hr for an Otis tech to be present, is there a budget range the Board might feel comfortable establishing to accomplish this effort?

Based on the course of discussion, if a resolution is needed, one can be proposed at the meeting.

Business Reports
1.     Treasurer’s Report

a.           Fund Balances End of August 2017

Operating Funds $314,515 (decrease of $198,549 from prior month)

Reserve Funds $1,751,320 (decrease of $39,017 from prior month)

Total Cash and Investments $2,065,835 (decrease of $237,565 from prior month)

b.             August 2017 Revenue and Expenses

Total Operating Revenue: $446,718

Total Operating Expenses: $406,229

Income From Garage: $12,562

Contribution To Reserve: $131,417

Total Deficit: $78,366

c.           CD Purchases

We are expecting confirmation of the purchase of a $100,000 CD, from TCF Bank at 1.75% interest, and hope to have documentation in time for the meeting. This is to replace the CD from International Bank of Stone Park, which matured on 9/25/17, and yielded 1% interest.

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 follows: “I move the Board of Directors adjourns the October 9th, 2017 Board Meeting at _ _ PM.”

OWNER FORUM – 15 minutes, 2 minutes per person

Next Meeting Dates Monday October 23rd and November 13th, 7:30PM in the Party Room.

Also, Resident Forum Monday October 30th, 7PM in the Party Room.