565 w. quincy
565 W. QUINCY CONDOMINIUM ASSOCIATION
565 W. QUINCY CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS’ MEETING th Wednesday, April 6 - 7:00 pm - Q Room 6:30pm – Board Training 7:00pm – Open Forum 7:30pm - Board of Directors Meeting I.
CALL TO ORDER Meeting called to order by President Melnick at 19:10
II.
ROLL CALL Board Members: Present: Julia Melnick (President), Tom O’Brien (Treasurer), Ed Kelly (Director), Rose Berk (Director) and Zahedul Hoque (Secretary) Absent: None Quorum established with all Board members present. Lieberman Management Services (LMS) Representatives: Present: Diana Turowski (Property Manager) and Jacki Abraham (District Manager) Owners: Gael O’Brien (608), Emily & Tim Tjeerdsma (708), Gretchen Schmidt (614/606) and Priyang Baxi (1307)
III.
APPROVAL OF MINUTES A. March 2nd, 2016 nd A Motion was made and seconded to approve the minutes from the March 2 2016 board meeting. Passed 5:0:0.
IV.
Approval of 22.1 Disclosure A Motion was made and seconded to approve the 22.1 disclosure form for prospective buyers. Passed 5:0:0.
V.
PRESIDENTS REPORT A. Introduced and discussed the implementation of monthly Board workshops separate from the monthly Board of rd Directors meetings. Board workshops to be held on the 3 Wednesdays of every month.
VI.
TREASURER’S REPORT A. Reserves to Operating Transfer. Management recommended that Reserves to be transferred to Operating to pay Titan Security pertaining to the security upgrade project, along with other outstanding bills B. Operating Balance ~ $22K C. Reserve Balance ~ $828K D. Due from Reserve: $6K E. YTD positive variance primarily due to actual expenses lower than budgeted
565 W. QUINCY CONDOMINIUM ASSOCIATION
VII.
MANAGEMENT REPORT A. Review of Past Meeting Action Items 1) Board Training. Board training/orientation held prior to the board meeting on 4/6/15 at 6.30pm. 2) Trash outside doctor’s office. Trash has been left outside on the sidewalk. John asked them to have the cleaning crew bring trash into the loading dock. It was reported that it still occurred. Follow up discussion to be held with the doctor. It was also noted that there has been a noticeable increase for the amount of recycling material coming from the store. 3) Drain email notice. Email sent to residents on 2/26/16 on the proper use of garbage disposals and guidelines on what not to put down the drain. There was another backup on 3/26/16. 4) Air Rite Group Service. Find out if residents can receive discounted HVAC service from Air Rite if grouped around certain dates. Diana had discussions with Air Rite on the discounted rate. Diana will send out emails with the rate information and scheduling dates. 5) Utility billing audit. 360Energy Group who can provide energy benchmarking has been approached to review utilities billing along with 2015 audit. Awaiting response. 6) Key Fob/Bike Registration. Notice has been sent out and posted for residents to register key fobs and bikes with management office. Diana will send out follow up emails. 7) Hold harmless. Add a hold harmless waiver for work done in units by owners and contractors. Rose followed up and informed that it is not required as the association should be covered under the current contract. B. Bylaw Adjustment Klein & Hoffman have taken measurements and recalculated the percentage of ownership based on the square footage of each unit in the building. A first draft of the findings was sent to the property manager on 12/29/15 and some revisions were required. A second law firm has been approached with the bylaw error issue and options for correction and approximate legal fees have been requested. The next step is to send to the Association attorney to begin the process of having the errors in the current declarations corrected through the court system. C. 601 Leak of 3/29/16 When repairing 601 bathroom insulation, it was noticed that the cold water supply line to the tier 01 was leaking. The valve to be repaired as the valve did not hold when maintenance tried to do an emergency shutdown. In addition, it was discovered the pipe has been leaking for quite some time and more dry wall needed to be removed. D. Bike Registration Stickers Registration stickers available for those who have registered at the front desk. It was discussed that the bike room to be inventoried and out up “No tags” notices. Have another push for registrations along with the key fob audit.
565 W. QUINCY CONDOMINIUM ASSOCIATION
E. Fitness Room Equipment The equipment purchase approved at the February Board Meeting has been signed, delivered to the vendor and payment will be made. Delivery and installation will be schedule with the management and building maintenance staff. F. Reserve study Maintenance has met with the advisors and received additional information from management. G. Recycling Enhancements After the chute rooms are painted, it was recommended to put up signs which are eco-friendly and provide guidance on what can and cannot be recycled. H. Benchmarking Consulting Proposal 360 Energy group to conduct the energy benchmarking survey and provide a bid for auditing the electricity bills. The purpose is to determine if the correct delivery and taxes were charged. I.
Contract Renewals in next 3 months Insurance renewal is scheduled for 5/1/16. New bid from Mesirow Insurance discussed under new business.
J. Review of Action Items Determined at This Meeting a. Follow up with the doctor’s office to discuss leaving trash outside b. Diana will send out emails with Air Rite’s discounted rate information and scheduling dates c. Put up “No tags” notices and have another push for bike registrations along with the key fob audit d. Fitness room equipment delivery and installation will be scheduled e. Put up eco-friendly signs in the garbage chute rooms after they have been painted VIII.
OLD BUSINESS A. Common Area Painting Project a. Painting project of the walls of the hallways on floors 5-18 almost complete. Work was being th th th completed on the 7 and 8 floor with the 9 floor being the last. A Motion was made to approve the add-on/change orders to the painting project to include HM service doors. unit doors, freight elevator vestibules, elevator doors and door frames for a total of $32,595. Passed 5:0:0
IX. NEW BUSINESS A.
Compactor PM Contract
The yearly preventative maintenance contract for the compactor was reviewed.
B.
A Motion was made to approve the annual preventative maintenance contract with Kohlman chutes at $550 for one year. Passed 5:0:0 Closet Buildout Proposal from Your Choice construction for build out of the Q Room furniture storage closet and re-build of the maintenance office wall was reviewed.
565 W. QUINCY CONDOMINIUM ASSOCIATION
A Motion was made to approve the proposal with Your Choice Construction to build the furniture storage closet for $3,500 and re-build the maintenance office wall for $1,650. Passed 5:0:0 C.
712 Flooring Quote The quote for the replacement of the flooring in unit 712 which was damaged with the building pipe leaking was reviewed. The quote was revised to include base shoe and appliance move. A Motion was made to approve the revised spend with Exposition Flooring to repair 712 unit’s flooring. Passed 5:0:0
D.
Roof Landscaping & Décor th A proposal (Brickman) to replace and enhance the planters on the 8 floor roof deck was reviewed. It was also decided that the Garden Club Commission would do the gardening in the planters. A Motion was made to approve to replace six bushes and one tree. Passed 5:0:0
E.
1605 Flood of 11/7/15 The owner of unit 1605 did some repairs by that caused a flood which affected 2 units below. Initial assessment of the expenses that will be charged to the unit was discussed. John to provide an updated estimate which will be included in the letter to the unit holder.
F.
2016-2017 Insurance The bid from Mesirow will be provided to the board as soon as it is available. Meeting to be scheduled to provide detail discussion and update on the insurance proposal
A. Commissions Update a. Community Rules Revisions Update provided and help discussion on the revised community rules. Email to be sent out with details. b. Energy Conservation Updated provided on the discussion with Peoples gas and energy rebate program. Also exploring options alternative energy solutions such as solar power c. Fitness Room/Q Room Renovations Detail update on the proposals for Q Room furniture and flooring renovations. A Motion was made to approve Architectural Floor Service with labor and materials cost for the Q Room renovation not to exceed $45K. Passed 5:0:0 X.
ADJOURNMENT A Motion was made and seconded to adjourn the meeting. Passed 5:0:0. Open Forum with Homeowners
In an effort to conduct a more efficient Board Meeting and comply with new rulings of the Illinois Condominium Property Act, the business of the meeting, outlined above, will be conducted between the Board and LMS representatives. Questions, comments and discussion between the Board and Owners will occur in the Open Forums that will precede the Call to Order or follow the Adjournment of the Board Meeting.
565 W. QUINCY CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS’ MEETING th Wednesday, April 6 - 7:00 pm - Q Room 6:30pm – Board Training 7:00pm – Open Forum 7:30pm - Board of Directors Meeting I.
CALL TO ORDER Meeting called to order by President Melnick at 19:10
II.
ROLL CALL Board Members: Present: Julia Melnick (President), Tom O’Brien (Treasurer), Ed Kelly (Director), Rose Berk (Director) and Zahedul Hoque (Secretary) Absent: None Quorum established with all Board members present. Lieberman Management Services (LMS) Representatives: Present: Diana Turowski (Property Manager) and Jacki Abraham (District Manager) Owners: Gael O’Brien (608), Emily & Tim Tjeerdsma (708), Gretchen Schmidt (614/606) and Priyang Baxi (1307)
III.
APPROVAL OF MINUTES A. March 2nd, 2016 nd A Motion was made and seconded to approve the minutes from the March 2 2016 board meeting. Passed 5:0:0.
IV.
Approval of 22.1 Disclosure A Motion was made and seconded to approve the 22.1 disclosure form for prospective buyers. Passed 5:0:0.
V.
PRESIDENTS REPORT A. Introduced and discussed the implementation of monthly Board workshops separate from the monthly Board of rd Directors meetings. Board workshops to be held on the 3 Wednesdays of every month.
VI.
TREASURER’S REPORT A. Reserves to Operating Transfer. Management recommended that Reserves to be transferred to Operating to pay Titan Security pertaining to the security upgrade project, along with other outstanding bills B. Operating Balance ~ $22K C. Reserve Balance ~ $828K D. Due from Reserve: $6K E. YTD positive variance primarily due to actual expenses lower than budgeted
565 W. QUINCY CONDOMINIUM ASSOCIATION
VII.
MANAGEMENT REPORT A. Review of Past Meeting Action Items 1) Board Training. Board training/orientation held prior to the board meeting on 4/6/15 at 6.30pm. 2) Trash outside doctor’s office. Trash has been left outside on the sidewalk. John asked them to have the cleaning crew bring trash into the loading dock. It was reported that it still occurred. Follow up discussion to be held with the doctor. It was also noted that there has been a noticeable increase for the amount of recycling material coming from the store. 3) Drain email notice. Email sent to residents on 2/26/16 on the proper use of garbage disposals and guidelines on what not to put down the drain. There was another backup on 3/26/16. 4) Air Rite Group Service. Find out if residents can receive discounted HVAC service from Air Rite if grouped around certain dates. Diana had discussions with Air Rite on the discounted rate. Diana will send out emails with the rate information and scheduling dates. 5) Utility billing audit. 360Energy Group who can provide energy benchmarking has been approached to review utilities billing along with 2015 audit. Awaiting response. 6) Key Fob/Bike Registration. Notice has been sent out and posted for residents to register key fobs and bikes with management office. Diana will send out follow up emails. 7) Hold harmless. Add a hold harmless waiver for work done in units by owners and contractors. Rose followed up and informed that it is not required as the association should be covered under the current contract. B. Bylaw Adjustment Klein & Hoffman have taken measurements and recalculated the percentage of ownership based on the square footage of each unit in the building. A first draft of the findings was sent to the property manager on 12/29/15 and some revisions were required. A second law firm has been approached with the bylaw error issue and options for correction and approximate legal fees have been requested. The next step is to send to the Association attorney to begin the process of having the errors in the current declarations corrected through the court system. C. 601 Leak of 3/29/16 When repairing 601 bathroom insulation, it was noticed that the cold water supply line to the tier 01 was leaking. The valve to be repaired as the valve did not hold when maintenance tried to do an emergency shutdown. In addition, it was discovered the pipe has been leaking for quite some time and more dry wall needed to be removed. D. Bike Registration Stickers Registration stickers available for those who have registered at the front desk. It was discussed that the bike room to be inventoried and out up “No tags” notices. Have another push for registrations along with the key fob audit.
565 W. QUINCY CONDOMINIUM ASSOCIATION
E. Fitness Room Equipment The equipment purchase approved at the February Board Meeting has been signed, delivered to the vendor and payment will be made. Delivery and installation will be schedule with the management and building maintenance staff. F. Reserve study Maintenance has met with the advisors and received additional information from management. G. Recycling Enhancements After the chute rooms are painted, it was recommended to put up signs which are eco-friendly and provide guidance on what can and cannot be recycled. H. Benchmarking Consulting Proposal 360 Energy group to conduct the energy benchmarking survey and provide a bid for auditing the electricity bills. The purpose is to determine if the correct delivery and taxes were charged. I.
Contract Renewals in next 3 months Insurance renewal is scheduled for 5/1/16. New bid from Mesirow Insurance discussed under new business.
J. Review of Action Items Determined at This Meeting a. Follow up with the doctor’s office to discuss leaving trash outside b. Diana will send out emails with Air Rite’s discounted rate information and scheduling dates c. Put up “No tags” notices and have another push for bike registrations along with the key fob audit d. Fitness room equipment delivery and installation will be scheduled e. Put up eco-friendly signs in the garbage chute rooms after they have been painted VIII.
OLD BUSINESS A. Common Area Painting Project a. Painting project of the walls of the hallways on floors 5-18 almost complete. Work was being th th th completed on the 7 and 8 floor with the 9 floor being the last. A Motion was made to approve the add-on/change orders to the painting project to include HM service doors. unit doors, freight elevator vestibules, elevator doors and door frames for a total of $32,595. Passed 5:0:0
IX. NEW BUSINESS A.
Compactor PM Contract
The yearly preventative maintenance contract for the compactor was reviewed.
B.
A Motion was made to approve the annual preventative maintenance contract with Kohlman chutes at $550 for one year. Passed 5:0:0 Closet Buildout Proposal from Your Choice construction for build out of the Q Room furniture storage closet and re-build of the maintenance office wall was reviewed.
565 W. QUINCY CONDOMINIUM ASSOCIATION
A Motion was made to approve the proposal with Your Choice Construction to build the furniture storage closet for $3,500 and re-build the maintenance office wall for $1,650. Passed 5:0:0 C.
712 Flooring Quote The quote for the replacement of the flooring in unit 712 which was damaged with the building pipe leaking was reviewed. The quote was revised to include base shoe and appliance move. A Motion was made to approve the revised spend with Exposition Flooring to repair 712 unit’s flooring. Passed 5:0:0
D.
Roof Landscaping & Décor th A proposal (Brickman) to replace and enhance the planters on the 8 floor roof deck was reviewed. It was also decided that the Garden Club Commission would do the gardening in the planters. A Motion was made to approve to replace six bushes and one tree. Passed 5:0:0
E.
1605 Flood of 11/7/15 The owner of unit 1605 did some repairs by that caused a flood which affected 2 units below. Initial assessment of the expenses that will be charged to the unit was discussed. John to provide an updated estimate which will be included in the letter to the unit holder.
F.
2016-2017 Insurance The bid from Mesirow will be provided to the board as soon as it is available. Meeting to be scheduled to provide detail discussion and update on the insurance proposal
A. Commissions Update a. Community Rules Revisions Update provided and help discussion on the revised community rules. Email to be sent out with details. b. Energy Conservation Updated provided on the discussion with Peoples gas and energy rebate program. Also exploring options alternative energy solutions such as solar power c. Fitness Room/Q Room Renovations Detail update on the proposals for Q Room furniture and flooring renovations. A Motion was made to approve Architectural Floor Service with labor and materials cost for the Q Room renovation not to exceed $45K. Passed 5:0:0 X.
ADJOURNMENT A Motion was made and seconded to adjourn the meeting. Passed 5:0:0. Open Forum with Homeowners
In an effort to conduct a more efficient Board Meeting and comply with new rulings of the Illinois Condominium Property Act, the business of the meeting, outlined above, will be conducted between the Board and LMS representatives. Questions, comments and discussion between the Board and Owners will occur in the Open Forums that will precede the Call to Order or follow the Adjournment of the Board Meeting.
