August 6, 2001 – 6:30 p.m.

1.0 Meeting was called to order at 6:30 p.m.

Members present: Debra Siena, President (DS); John Robertson, Treasurer (JR); Suzi Wirtz, Secretary (SW); Shawn Mansfield (SM); Dave Fellinger (DF).

Management company present: Pasquale Guerra (PG); Patti Krol (PK); Deborah Lynch (DL).

2.0 Consent Items

2.1 Ceiling leaks were brought to the Board’s and management company’s attention. Units #608, #507, #707, #430 and #520 specifically have major concerns. Units #611 and #612 have internal leaks between the units. The unit owners were advised to put their complaints in writing to Enterprise Development Company to create a paper trail. The Board should be copied as well. The Board will bring these concerns up at a meeting with Ron Shipka, Sr. to discuss the common area punch list. The Board will have the roof and masonry inspected.

2.2 Several residents inquired about the management contract with Enterprise Management Company (which is a separate entity from Enterprise Development Company). The Association is under contract with EMC until May 2002, unless a breach of contract can be established. The Board is looking into such options, as well as options when the contract expires. To improve communication and follow-through with EMC, DS will prepare a weekly “to do” list for EMC with expected completion dates. EMC will update the list weekly to show what has been accomplished.

2.3 Rust on balconies was addressed as a concern by units #520 and #312. SM advised these unit owners (and anyone else who has rust problems) to, again, put it in writing to Enterprise Development/Ron Shipka, Sr. and follow up. SM personally followed this route, and his balcony has been since cleaned and repainted.

2.4 Residents wondered what’s being done about the water on Superior side. SM has taken pictures of the stagnant pools of water and will be contacting the city’s Streets and Sanitation Department before the next Board meeting.

2.5 Unit #509 alerted the Board that they did follow the move in-move out procedures stated in the Temporary Rules and Regulations, but that Enterprise Management did not let security know and, thus, no padding was on the elevators. The Board instructed the management company to follow all rules as set forth in the Rules.

2.6 An owner of a tandem parking spot in the outdoor parking lot said someone has been throwing cigarettes off the balconies and this has resulted in burn holes in the top of his Jeep. The advice was, as per the Rules and Regulations, to complete and Incident Report, after which the management company will send a letter of notice to the offending party. (See Rules and Regulations for violation procedures.)

2.7 Other issues brought before the Board consisted of: ongoing security concerns, cancellation of contracts, and e-mailing residents versus slipping notices under doors.

2.8 JR gave a financial update. DL has been working diligently to collect assessments and has had great success. Aging assessments reflect $2000 outstanding, but approximately $1000 of that is late fees. This is significant decrease from just two months ago. Residents should contact Enterprise Management if they have questions. As a recap: Assessments are due the first of every month; they are considered LATE after the 15th of that month. On the 16th, a warning letter will be sent including the late fee and, if the assessments still aren’t paid by the end of that month, the matter will be turned over to an attorney and, finally, a collection agency. Assessments are a very serious matter; residents should be aware that assessments pay the Association’s expenses. Attempting to withhold assessment payments to “punish” the developer, etc., is not accomplishing anything. The developer and assessments are not related in any way.

2.9 JR asked that residents consider using the ACH (automatic checking withdrawal) for payment of assessments. If interested, residents should contact Enterprise Management for forms.

2.10 Residents have until August 31 to fill out a form indicating interest in saving money on gas bills by entering into a cooperative agreement. Enterprise will place forms at both Huron and Superior desks so that residents who misplaced their forms may take another.

2.11 JR reported that the Board has switched firms to do the Association’s taxes. DS recommended that we use a separate firm to then do an audit. The Board agreed this was a wise decision.

2.12 SM gave a report on the common areas of the buildings. Details are as follows:

• The maintenance person, Wilfredo, works from 6 am until 2 pm weekdays. He works four hours on Saturday and two hours on Sunday. A breakdown of Wilfedo’s workload and expectations was presented.
• Elevator tracks are still filthy.
• Corner guards for Huron side mailbox area were discussed. PG will give the Board a date when they will be installed.
• The emergency lights need to be checked regularly.
• Garage cleaning contracts were questions. PG will give copies to the Board.
• Garage basement cleanliness.
• Compactor room key/lock doesn’t work.
• Reminder of covered dumpsters for the garage. PG to check on status of this again.
• Rugs will be installed from garage entrances to elevators in basements of both buildings.
• Dumpsters have been removed from the Huron side, and all garbage cans have been placed in the garbage room across from the loading dock on the Superior side of the building. SM asked for all residents’ cooperation until another option can be explored and implemented on having a garbage room closer to the Huron Side of the building. The smell generated by the garbage cans in the old location on the Huron side of the building was no longer acceptable.

2.13 The Board asked Enterprise Management for copies of reports from contractors once a job has been completed. For instance, recently a contractor came out to check/fix the hallway thermostats. The Board would like updates as to what the problem was, why it occurred, and how it was resolved. PG to take care of this.

2.14 The Board asked Enterprise Management again for follow-up on a formica repair kit for the elevator panels that have been scratched due to improper move ins and move outs by residents. Specifically, SM asked PG to look into attempting to repair the elevator scratches with a formica repair kit. PG will look into it.

2.15 Preventative maintenance was discussed for the garage doors. PG will obtain quotes for this.

2.16 SM expressed concern over the construction/angle of the awnings on both Huron and Superior side doorways. Much standing water is present and this could have negative effects down the road. PG to find out who installed the awnings.

2.17 SM discussed top floor units that have excessive noise due to roof top air conditioning units. Those units should e-mail SM their concerns.

2.18 SM expressed concerns on the status of the hallway thermostats and their operation. The thermostats are currently just “dummy” stats, and the system is running on duct stats. Balance of the system is also a concern; constant temperatures from floor to floor are inconsistent. Additionally, some thermostat covers are not locking and need to be replaced.

2.19 SM reported that the gate on the NW corner of the building is sticking open every time that it rains. PG will have contractor look into cause of problem and report to the Board his findings.

2.20 SM and PG discussed the continuing problems with the steel rolling doors on the Huron and the Superior sides and the future repair requirements to the NE garage door.

2.21 SM reported that there is standing water in the fire pump room on the Superior side of the building. PG will investigate and report to SM asap the status and cause and what will be done.

2.22 Elevator carpeting destruction was discussed again. Enterprise is to let Board know how to get more of the same carpeting so that it may be replaced periodically. The Board is still considering replacing elevator carpet with tile, but is concerned over it being too slippery and, therefore, dangerous for residents.

2.23 Elevator on Superior side is “slipping” according to SM and several residents. PG had someone come out this past weekend and will give report to Board as to the findings.

2.24 DL said signs for the front entry ways, the roof, etc. will be ordered on August 7. The Board expressed great concern and frustration about the fact that these signs were discussed for months and nothing has been done by Enterprise Management. Further discussion was tabled for the Executive Session. DL will confirm sign order with DS on August 7, 2001.

2.25 Change of mailbox location on Huron side was discussed. The Board will receive a bid for this work.

2.26 Dry cleaners on premises (also to act as a receiving area) will be brought up in a meeting with Ron Shipka, Sr. by DS and SM.

2.27 The punch list for the Superior side has been completed by SM. This will be turned over to Ron Shipka, Sr. DS and SM will meet with him to discuss.

2.28 Satellite dish update by SM. The right of entry agreement between the dish company and the Association needed to be looked at by an attorney; the dish company now has a second version of the agreement from the Association’s attorney. The Board is awaiting comment from the dish company. As soon as that is signed, the dish will be installed and residents can expect service two weeks following that. SM apologized to residents for the unexpected delay on this project.

2.29 Security survey results will be tabulated by DF and brought to the residents at the next Board meeting. Response rate on the survey was approximately 35%. Residents should understand that the quality of security issomething that is reflected in the pricing on the security survey. The Board has obtained quotes to “step up” the quality of security persons.

2.30 Security camera bids that the Board has received are being examined and the option is something the Board will explore based on the security survey results.

2.31 Locks on roof doors was brought up by DS. This will be discussed at next Board meeting, as it is included in the security camera bids.

2.32 Reserve study will be done by an outside company. This study will include a transition study (roof and masonry) and an engineered punchlist report. SM is heading this project up and reported that once the company does the study, residents can expect approximately six weeks’ time before a written report will be submitted by the company.

2.33 Temporary rules and regulations are in effect, as of the last Board meeting. Complaints of violations should be brought to the attention of either security person, who will verify the complaint and fill out an incident report. The incident report will be filed with Enterprise Management, who will send a letter to the violating party. For further details, please see your copy of the Temporary Rules and Regulations.

2.34 The distribution of the Temporary Rules and Regulations did not contain the five referenced forms: Incident Report, Pet Registration Form, Handicapped Lift Form, Party Room Reservation Form, and Contractor Form. These forms will be distributed to all residents asap.

2.35 The Temporary Rules and Regulations will be voted on as Permanent Rules and Regulations at the next Board meeting. Residents are encouraged to familiarize themselves with the Rules for discussion prior to the Board vote at the next meeting.

2.36 SM made a personal request to this effect: While the board, of course, appreciates input from unit owners, future unsigned notes will be ignored. He requested that when taking the time to write a note about something that a unit owner has an issue with, that owner should provide a suggestion on how change or correct the issue. Complaints without a proposed fix/suggestion will be ignored the same as an unsigned note.

2.37 JR expressed an idea that the Association should consider establishing a line of credit; several residents echoed this positively. JR will bring further ideas to the next Board meeting.

2.38 DS and JR discussed a neighborhood update. The Montgomery Wards Tower is being considered for a high-end hotel. Enterprise Development Company will develop the riverfront land between Superior and Huron with two 15- to 18-story buildings. DS, as co-chair of the Government Relations Committee for the River North Residents Association, is putting together a flyer for all residents of the Developers Code of Conduct and who to contact for each specific project if the guidelines are not adhered to.

3.0 Action Items

3.1 Minutes from the July Board meeting were motioned for approval by JR. Seconded by DF. Motion passed.

3.2 SW motioned that the windows on both sides (Huron and Superior) be cleaned, using one of the companies that submitted bids. DS seconded. Motion passed. SM to determine date of the cleaning and a memo will be sent to residents.

4.0 Meeting was adjourned at 9:15 p.m.

5.0 The next board meeting will be held on Monday, September 10 at 6:30 p.m. in the fitness center on the 1st floor, Superior side at River North Commons.

Respectfully submitted,
Suzi Wirtz
August 7, 2001

Executive Session
August 6, 2001
9:15 p.m.

I. The topic discussed was lack of communication between Enterprise Management Company and the Board. Several specific incidents were used as examples. Enterprise indicated that the communication could be better and cited numerous phone calls from River North residents as time-intensive and the cause for some of the delay in responding to the Board.

II. A solution was agreed upon. DS will be the main point of contact for the Board, while PK will be the main point of contact for Enterprise Management Company. The Board will be updated by DS, and EMC will be updated by PK.

III. Another solution will be implemented immediately. A weekly “To Do” list will be prepared by DS and distributed to all Board members and management company employees. The list will prioritize the Board’s requests. EMC will update the list weekly to ensure tasks are being completed. This weekly communication will enable EMC to follow through on the TOP PRIORITY items.

IV. The noise complaints in #214 and #314 was discussed. The Board sent letters to both parties. Due to lack of communication, DL duplicated those efforts by a letter from EMC as well. Neither party (#214 or #314) has come forward with an Incident Report. The Board decided that protocol was followed and it is now up to the individual residents to take it a step further, should they so choose.