BOARD OF DIRECTORS MEETING AGENDA

Monday June 8, 2020

At Suspension of 2020 Annual Meeting

Via “ZOOM” Meetings Online

6:30PM – CLOSED SESSION

7:30PM – Park Tower Condo Association 2020 Annual Meeting

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#825-7148-2701

Or go to the link – https://us02web.zoom.us/j/82571482701.

Or, join via conference call dialing 1-415-762-9988 and follow the prompts.

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 May 11, 2020

Attached to the meeting report for Board Member review, are the proposed minutes from the Board of Directors Meeting held on Monday May 11, 2020, as submitted by Timothy Patricio, Property Manager.

A sample motion for resolution: “I move the Park Tower Condo Board of Directors hereby approves the minutes from the Board Meeting held on Monday May 11, 2020.”

3.  2020 Reserve Study Acceptance

Previously submitted to the Board of Directors for review (attached to the report for further reference if necessary), was the recently published, 2020 Reserve Study. In order to formally use it as a reference for business and future activity, it is general expected for a Condo Board to accept the document.

A sample motion for resolution: “I move the Park Tower Condo Board of Directors accepts the 2020 Reserve Study, as proposed and presented by Reserve Advisors, LLC.”

4.  “Reopening” Progress Discussion

The purpose of this action item is to continue discussion regarding considerations for Park Tower, and what easing of ‘Stay-At-Home’ requirements and ongoing ‘Social Distancing’ restrictions and guidance mean for the Association, residents and staff.

As most recently presented to the Association, considering how the phased strategy for reopening the City and State is unfolding, plans have continued to take shape here at Park Tower. With that in mind, we announced our intent that the seasonal opening of the Roof Deck was expected to take place on Wednesday June 3rd. Albeit, this was planned to be done with limited seating, face covering requirements and Social Distancing expectations consistent with the City of Chicago’s guidance and instructions.

With the guidance from the City and State in mind, we expanded on the 8 Point Plan discussed at the May 11th Board Meeting. The following is an outline of those 8 Points as they have been expanded, and the status and expectations are as we look to get as back to normal as possible:

I. Ongoing Social Distancing and PPE requirements and enforcement to continue indefinitely.

a. Face Coverings continue to be mandatory.

b. Personal, respectful spacing, with 6’ distancing wherever possible is necessary.

c. Planning for sneeze and cough shields to be installed at front desk and office.

d. Signage to stay posted, and updated as necessary.

II. Non-essential work tickets, improvements and Unit Owner remodeling continue to be banned until Phase 4 guidance is available for consideration.

a. Elective improvements and repairs that aren’t critical to the structure or habitability will not yet be approved.

b. The expectation is to plan easing restrictions with City of Chicago Phase 4 re-opening.

c. We are accepting remodeling packages, and getting them poised for approval.

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

a. The office returned to regular business hours on June 1st. However, only one person will be allowed to enter at a time. And to allow for appropriate social distancing, each employee is working 3 shifts in the office and 2 at home for the time being.

b. Two janitorial employees will continue to be scheduled for the majority of 2nd and 3rd shifts, with regular rotations through the common elements.

c. The Board should consider discussing the needs for focused Health Club cleaning and management. While some facilities are opening and relying on neighbors to be safe, smart and otherwise self-police, Park Tower is in the unique position of having neighboring buildings who have access and add traffic, accountability and liability challenges. We expect discussion of this at the June 8th Board Meeting, including how we reopen when we are able. Weighing the advantages, disadvantages and the risks would be prudent.

IV. We fully expect the Health Club and Party Room reopening should be considered with City of Chicago Phase 4 reopening, however seasonal opening of the deck is scheduled for June 3rd with limited seating.

a. The Health Club Facility is not outdoors, so reopening is still prohibited.

b. One on one personal training use is intended and more appropriate for professional facilities that have in house trainers, and not reasonable for us to implement logistically without additional personnel for management, oversight and sanitization.

c. The staff has already been conducting seasonal repairs and preparations for the deck including cleaning and carpentry, and preparing to place the furniture and grills. The pond is up and running. Approximately 50% of the furniture will be put out, and a Social Distancing notice will be posted.

V. Re-scheduling and commencing major projects can begin being considered more seriously, with the preliminary planning for notices to be given once the City of Chicago Phase 4 re-opening is announced.

a. While construction is technically allowed which would permit the garage work to commence, we would not be able to manage the project appropriately under the present circumstances.

b. The Riser Projects are far too invasive, and given the continued stay at home restrictions, pose far to great a risk to Owners and residents.

VI. Encouraging paperless transactions, will be an ongoing effort and we suggest the Board consider fully paperless statements with fall budgeting considerations.

VII. Planning to hold Association Meetings and Social Events via ZOOM indefinitely for the time being appears to be a reasonable strategy. To date, meetings and business has been conducted efficiently, and this has only been received with positive feedback.

VIII. Guests and deliveries will continue to be permitted to enter under the present face covering and social distancing policies as posted. Complaints of individuals not wearing face coverings are being investigated and followed up on, on a case by case basis.

This is the plan as presently proposed, given all the facts and information we have to consider at this time.

Business Reports 

1.     Treasurer’s Report

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

Fund Balances End of April 2020

Operating assets totaled $1,151,081 the Reserve cash and investments were $2,060,464 for a total of cash and investments of $3,211,545.

April 2020 Revenue and Expenses

Total Operating Revenue: $524,941

Total Operating Expenses: $410,894

Income From Garage: $31,149

Contribution To Reserve: $149,258

Total Defecit: $4,061

2.     Management Report

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

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

ADJOURNMENT

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

A sample motion: “I move the Board of Directors adjourns the June 8, 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 June 22nd and July 13th. Until Further Notice, all meetings will be held online via ZOOM. Instructions to join the meeting will be posted in advance, and can be requested once available by contacting the office at parktowercondo-mgmt@habitat.com, or calling 773-769-3250.