March 17, 2003 - 7:03 p.m.
BOARD MEMBERS
Steve Di Padua (SDP)
Dave Fellinger (DF)
Bruce Howard (BH)
Brian Madurzak (BM)
Debra Siena (DS)
Building Manager
Donna Welzien (DW)
NOTES / ACTION ITEMS
1.0 Approval of Minutes
1.1 DS requested that minutes (January 6, 2003) be reviewed by the board and resubmitted by Friday, March 21 for final input.
2.0 Financial Overview (BH)
2.1 BH stated that the overall financial status of RNC is solid.
2.2 BH stated that the January invoices exceeded forecast due to historical budgeting procedure.
2.3 BH is working with DW and The Building Group to revise and finalize budget to reflect seasonal trends.
2.4 Delinquent resident assessments for February were at $ 14,520. This amount is way beyond an acceptable level. There is over $ 1,606 owed beyond the 60-day level. There is over $2,798 owed beyond a 90-day period. There are two units with outstanding assessments beyond the $1,000 level.
2.5 The collection goal is to have all assessments received within a 30-day period.
2.6 BH is working with DW and The Building Group to immediately collect outstanding payments.
2.7 BH motioned that Frost & Rudenberg be hired to perform a review of RNC 2002 financials. DS seconded motion. Board approved motion.
3.0 Old Business
3.1 DF stated that Enterprise Development Corporation (EDC) completed the balcony repairs on unit #616. After further inspection, EDC will do repairs to 41 other balconies.
3.1.1 Repairs to the building are being made according to the façade study that was completed in CY’02. Prices are now being gathered for applicable repairs
3.2 DF stated that RNC will meet with Mark Pearlstein to pursue EDC for incomplete work. The financial request will be $1MM.
4.0 New Business
4.1 Security
4.1.1 SDP confirmed that a meeting had been held with Network Security, Inc. to discuss vendor dissatisfaction as well as review RNC security expectations. Network was put on 30-day notice to turn around performance and service.
4.1.2 Network agreed to the following immediate security changes:
4.1.2.1 An updated manning schedule and background check confirmation to be supplied to RNC building manager
4.1.2.2 Guards will be provided elevated chairs that allows for viewing of lobby area and security monitors at all times.
4.1.2.3 All guards will be uniformed with name badges at all times
4.1.2.4 All residents and visitors will be greeted by guards
4.1.2.5 All visitors will be announced and required to follow applicable sign-in policy
4.1.2.6 Guards will continue to sign for delivered packages
4.1.2.7 The Huron Street guard station, due to package delivery location, will be manned at all times.
4.1.3 SDP confirmed that RNC will continue to interview and receive competitive security bids
4.2 Housekeeping
4.2.1 SDP stated that RNC met with Elite Maintenance Co. to review vendor dissatisfaction as well as advise of 30-day service notification.
4.2.2 Michael Scott (MS), president, Elite Maintenance Co confirmed that RNC be staffed with two housekeeping employees (one full-time and one part-time). This combination allows for all functions, including buildings, garages, outside parking and perimeter, to be successfully covered.
4.2.3 MS agreed to provide to DW an updated daily requirement plan as well as be on call for regular follow up meetings to ensure that RNC is completely satisfied with the modified service.
4.2.4 RNC is continuing to interview alternative cleaning companies as well as receive competitive service quotations.
4.3 Comment Cards / Request Sheets
4.3.1 SD stated that RNC comment cards, as promised during the last board meeting, were provided at the RNC building manager location and at both security stations.
4.4 New Building Engineer
4.4.1 Wayne Schaeur was hired, March 17, 2003 to provide engineering / project service for RNC on a 20-hour/week basis. This addition will provide incredible and immediate building service and repair.
4.5 Resident Information Packet
4.5.1 The RNC board will review the resident information packet and provide changes to DW prior to distribution. The packet will include all relevant building/resident information. Packet information will also be posted on the RNC website.
4.6 Open House Policy
4.6.1 SD reviewed the RNC professional open house policy. The policy, effective April 1, 2003, incorporate two key procedure elements: 1) advanced notification and approval, 2) visitor sign-in
4.6.2 RNC is implementing the professional open house policy due to building security as well as ensure a standardized image associated with a luxury loft property
4.7 Move-In / Move-Out Policy
4.7.1 BM reviewed a move-in / move-out policy. This policy is to ensure that RNC building manager and The Building Group are notified of all resident transitions and that residents and applicable movers are held accountable for moving process.
4.8 Open Board Position
4.8.1 DS informed association that DF will leave RNC end March ‘03. DS thanked DF for providing incredible service to RNC during his time in the building as well as on the board.
4.8.2 DW will post a notice for the vacant board position on the bulletin board.
5.0 Committee Updates:
5.1 Decorating
5.1.1 Geof Shives, chairman, decorating committee, presented a final proposal to repair and update both Huron and Superior lobbies. Lobbies will be tiled and painted. Lighting will be changed to match exterior coach fixtures.
5.1.2 DF motioned to approve project, DS seconded motion, RNC board approved project: complete lobby project, according to project budget amount, payments to be made in 3 installments starting May ‘03. Tiles will be immediately ordered due to materials leadtime.
5.1.3 Renderings of the project proposal will be posted on the RNC website.
5.2 Website
5.2.1 Rick Edel stated that the RNC website has been completed. The website address www.rivernorthcommons.org
5.2.2 The website is an incredible source of building information as well as a contact tool for the building manager and RNC board.
5.2.3 Meeting minutes will only be posted on the website
5.2.4 BM will be the “gate keeper” for website information
5.3 Social Committee
5.3.1 Patrice Kuhn stated that the social committee is in its second year. Three members left and four new members joined the committee.
5.3.2 The social committee has successfully hosted brunches and cocktail gatherings for building residents
5.3.3 There will be no activity in April due to holidays. Activities will resume in May.
5.3.4 PK requested that all residents participate whenever possible. There are great activities that have been discussed i.e. cooking classes, softball, sailing, and regular brunches and Thursday cocktail parties.
5.3.5 PK will provide updated information to BM for input on the RNC website
6.0 Neighborhood
6.1.1 DS provided board members and building manager with CAPS information.
6.1.2 DS stated that a RNC volunteer is needed for the neighborhood CAPS program.
6.1.3 DF stated that the River North Commons banners were placed on both Huron and Superior streets at Kingsbury.
6.1.4 Balcony cleanliness must be addressed
6.1.4.1.1 DW will inform residents that balconies are to be used for gas grills and patio furniture. Storage of bicycles and charcoal grills is absolutely forbidden.
6.1.5 DS stated that a meeting was held with Alderman Natarus to discuss neighborhood issues. Key points were construction vehicles as well as noise with neighborhood construction, dumpster on Huron, Erie Café garbage collection, and sidewalks
6.1.5.1 DS urged all residents to continue to contact Alderman Natarus regarding all neighborhood problems as well as contact police non-emergency 311 to continue to report problems and have fines issued.
7.0 Open Floor
7.1 Neighborhood Update
7.1.1 Michael Rosenblum, Broker, Koenig & Strey, provided the following neighborhood developments
7.1.1.1 Bockwinkel’s will open the full service 15,000 sq ft grocery store at the Domain property.
7.1.1.2 A Japanese restaurant will open at the Domain property
7.1.1.3 The Montgomery has sold over 50 units and plans to start construction in the summer. Initial construction includes replacing the brown exterior glass with tinted blue glass.
7.1.1.4 The 3-acre Kingsbury Park, according to Alderman Natarus, will commence in April.
7.1.1.5 New sidewalks are planned for the neighborhood
7.1.1.6 75 boat slips will be built along the planned river walk
7.1.1.7 The SBC Ameritech building was sold. Concrete development plans have not been provided.
7.1.1.8 The Hudson project is scheduled to break ground in July the townhouse part of the project will follow once the entire tower project has been completed.
7.1.1.9 The single family home plots have all been sold. Construction/development on the remaining lots will be commence once permits have been approved.
7.2 DW stated that windows will be cleaned in April
7.2.1 DW will provide two weeks notification to ensure that keys are supplied and window screens are removed.
7.3 DW will review balcony cleaning and painting with WS.
7.3.1 Specific paint color must be used when touching up balconies.
7.3.2 DW and WS will advise as to paint specification
7.4 Rick Edel stated that insulation is crumbling around garage pillars.
7.4.1 DW stated that WS will investigate problem and advise as to corrective action
7.5 Geof Shives stated residents are allowing contractors to leave building/project materials in RNC hallways.
7.5.1 DW and DS stated that all resident property, including contractor material, must be left in residents unit. NO EXCEPTIONS. Residents in violation of this procedure are to be immediately reported to building manager and/or security, per RNC rules and regulations.