April 16, 2001 - 6:00 p.m.
1.0 Meeting was called to order at 6:06 p.m.
Members present: Debra Siena, President (DS); John Robertson, Treasurer (JR); Suzi Wirtz, Secretary (SW); Shawn Mansfield (SM). Members absent: Sunnie Giles (SG).
Management company present: Patti Krol (PK) and Pasquale Guerra (PG).
2.0 Consent Items
2.1 Minutes from March 19, 2001 meeting were approved. Motion made by JR. Seconded by SM. Motion passed.
2.2 JR has been polling other condo buildings in the area to determine comparable assessment rates. He found two buildings whose amenities and location are similar to River North Commons. Their assessments run approximately 20 to 22 cents per square foot. Currently, River North Commons assessments are at approximately 15 to 16 cents per square foot. In order to meet the current budget, as well as the expense of escalating gas bills, two 24 hr. security guards and improved cleaning services, the board discussed raising assessments through a special assessment in calendar year 2001, and then maintaining the same rate for2002. This will be voted on at the next meeting.
2.3 JR asked PG to do a capital budget for the next five to ten years, evaluating large cost items, such as the roof, in order to plan our reserves.
2.4 There may also be an unbudgeted expense of $25,000 for an inspector for our building due to its age. PG to confirm if this will be necessary. If so, PG to solicit a bid for an engineer prior to October to do the inspection.
2.5 Assessment reminders will be mailed by the management company, not slid under doors, starting with the July 1 assessment.
2.6 EMC will meet again with Titan Security to discuss the many concerns and issues brought up by residents. This will be supported by a memo from the board clarifying our expectations from Titan. If improvements are not seen immediately, EMC will research other security options.
2.7 There was a discussion about the overall poor condition of the building and surrounding grounds. This is due to several factors including lack of compliance with the current Temporary Rules and a lack of procedures for contractors in the building, including Enterprise, the loading dock and move in/move outs. This has caused a lot of damage. The building is also not being kept clean. EMC to re-distribute the Temporary Rules to all residents. All residents, EMC, and Security will be asked to ensure they are enforced. PK to draft procedures for contractors in the building, the loading dock and move in/move outs for the board.
2.8 SM determined that Luis’ schedule of 32 hours per week for two buildings is not adequate for our cleaning and maintenance needs. We also discussed Luis not sticking to the cleaning chores as scheduled due to doing building punch list items or contractor clean up, neither of which is an association expense. SM has estimated that 40 to 50 hours per week of routine cleaning is necessary.
2.9 PG will get a bid for a new maintenance person for 40 to 50 hours per week, as Luis is due for a promotion as well.
2.10 A checklist will be set in place by EMC that the new maintenance person will be required to fill out daily so the board can be aware of what work is being completed, and how long it takes for said duties.
2.11 Another idea that surfaced was to supplement the full-time maintenance person with a cleaning company periodically.
2.12 SM and DS met with Enterprise Development Company (Randy & Charlie) to discuss the four-page punch list for Phase I common areas. Most items were agreed to be completed
2.13 SM and DS were told by Randy that we need to follow up with Mr. Shipka on items such as: power washing outside of building; window cleaning; Phase I garage cleaning and paving; finishing the vestibule outside the elevators in the basement of Phase I leading to the garage; covering the black boards on the Huron side of the building with brick, and tiled elevators. SM & DS to set follow up meeting with Mr. Shipka to discuss.
2.14 JR brought a very serious matter to everyone’s attention. Someone at Capital Funding Mortgage Company has been forging JR’s signature to complete re-finance documents. PLEASE keep your eyes open for this and report to the Board any other findings of such incidents.
2.15 DS will contact Randy at the RJ Group directly to let him know that residents are not getting responses and/or work completed on their individual unit punch lists in a timely manner.
2.16 SM received bids on carpet cleaning equipment and bellhop carts for the building.
2.17 The timing on the two garage gates on Superior has been reduced to 30 seconds (from 45 seconds) to aid with security.
2.18 The Board will be reviewing all contracts that were entered into by Enterprise (prior to the Board being instituted) to evaluate costs, etc.
2.19 PG will talk to the original outside parking gate installation company to see if there is any recourse we have due to the fact that the gates are constantly breaking down.
2.20 EMC will discuss with Titan Security the implementation of Incident Reports that will be filled out by security guards and turned in to the management company and the board.
2.21 JR received bids on video cameras for the building, to enhance our current security level. This would also be an added value for re-sale. This discussion was put on hold for further investigation from cable companies that offer similar features. After that, the board will assess how important added security is to all building owners.
2.22 SM has received several bids for satellite dish and cable packages for the building. He will set up a meeting with these companies to come to River North Commons to give presentations to any interested residents.
2.23 FedEx and UPS package delivery continues to be an issue. Currently, there is no secure area on Superior to store packages. The Board will investigate locating a secure area on the Superior side to alleviate the inconvenience for Superior side residents.
2.24 SW reported that the Rules and Regulations Committee has a final draft of Rules and Regulations, which was presented to the Board for their review.
2.25 The fitness center will be supplied with signs that ask for 30-minute time limits on all equipment when the room is busy. We will also post a sign stating that the stereo is only to be played at an acceptable volume between 8:00 am and 9:00 pm.
2.26 The rest of the fitness center equipment will be delivered on April 19.
2.27 PG will purchase for the fitness center the following items: a clock, a trash can, magazine rack, spray bottles and paper towels, and a sign that reminds residents to turn off the lights and stereo if they are the last ones in the room.
2.28 PK will investigate liability issues as far as safety in the fitness center.
2.29 Any donations of personal equipment to the fitness center must be approved by the Board. If something is simply left there, the Board may either throw the item out, or remove the item and inform the “donater” of its current place. If it is an item in good working condition, the Board has agreed to maintain the item along with the other equipment. This in no way guarantees there will be no damage to the item through daily usage.
2.30 PK distributed insurance quotes to the Board, and will discuss insurance options with one of the resident owners who works for an insurance company. JR will be involved in final decisions.
2.31 DS gave a neighborhood update. The developers of Erie on Park (500 W. Erie) have agreed to the Developer’s Code of Conduct. Copies of it will be posted on both bulletin boards. Residents should call the Ald. Natarus’ office if infractions occur at (312) 744-3062.
2.32 Residents requested to have the Board members’ e-mail addresses again. They are:
- Debra Siena gettfitt@aol.com
- John Robertson jrobertson@rreef.com
- Suzi Wirtz wirtz@associationforum.org OR smwirtz@gateway.net
- Shawn Mansfield mansfieldsa@prodigy.net
- Sunnie Giles sunniegiles@yahoo.com
2.33 SM made a friendly reminder to residents to change their air filters every six months.
2.34 Bike racks for Superior residents are located in the underground garage on the east side.
2.35 SM will post another punch list on Superior and Huron sides. If you have questions, please contact SM.
3.0 Action Items
3.1 DS motioned that we purchase a carpet extractor ($2300) per the bid obtained by SM. Motion seconded by JR. Motion passed.
3.2 SM motioned that the resident owners in units 701, 702, 703, 705, and 610 be allowed to continue work on their deck expansion. Contractor Ed Amir was present and answered the Board’s questions adequately. Motion seconded by SW. Motion passed.
3.3 SW motioned that a temporary rule be put in place which states that: All parking spaces are deeded. If any car is found parked in someone else’s space or any area not designated for parking (whether inside or outside the garage), the towing company will be called and the car will be towed. Additionally, the owner of the vehicle may be subject to fines by the Board of Directors, and will also be responsible for any expenses incurred by owner during the time in which the violation occurred. The Association and management company do not assume responsibility for damage, losses, or vandalism to any vehicles in the parking garage, “No Parking” areas and garage areas, or damages due to towing and towing expenses. All unit owners must provide to the management company car license plate numbers and corresponding parking spot numbers. Motion was seconded by SM. Motion passed.
3.4 DS motioned that a temporary rule be put in place which states that: No loose trash or debris is to be thrown in the garbage chutes. Absolutely no boxes (shoe box size or larger) of any size are to be thrown/stuffed in the garbage chutes. Boxes should be broken down and placed in proper, designated areas. No garbage bags taller than kitchen should be placed in the chute. A fine of $50.00 will be imposed on any offender. Motion seconded by SM. Motion passed.
3.5 SW motioned that a temporary rule be put in place which states that: Loud noises such as pounding, drilling, vacuuming, loud TV, music, shouting, or any other loud noises are prohibited between 10:00 p.m. and 9:00 a.m. during the week. On Friday and Saturday nights, the hours are extended to midnight. If an owner experiences noise difficulties with another owner—and feels comfortable doing so--he/she should first bring the matter to the attention of the owner, and if the situation is not resolved at that time, he/she should then notify the security guard who will try to control the source of the disturbance. If the situation is not resolved at that time, the issue should be brought to the attention of the management company who will document the complaint and advise the Board. The Board shall thereafter issue warnings, if necessary hold hearings, and have the ability to levy fines as appropriate. Motion seconded by SM. Motion passed.
4.0 Meeting was adjourned at 9:55 p.m.
5.0 The next board meeting will be held on Tuesday, May 29, 2001 at 6:00 p.m. in the 7th floor (Huron) party room at River North Commons.
Respectfully submitted,
Suzi Wirtz
April 19, 2001