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Minutes of the Board of Directors - March 31, 2003
President Dwight Clark called the meeting to order at 7:00 P.M. Present were Board members Gregory Kahn, Rebecca Kane, Joseph Morris, and Elizabeth VanderPutten; property manager Walter Krolman and, for part of the meeting, owners Roger Hirschland, Don Benedict, Wayne Rhee, and Derek Drummie.TREASURER'S REPORT
For year to date operations, through the end of February:
- Total income was $132,134, which is under budget by $5,563;
- Total operating expenses were $155,417, which is over budget by $17,251;
Capital expenditures were $89,741.
There was no certificates of deposit activity during February.
ACTION ITEMS
In-Unit Washer/Dryer Requests
Owners of units 408, 805, and 1007 each requested approval for the installation of washers and dryers in their units. The Board noted its continued concerns because the building's water, waste plumbing, electrical and other systems were not designed for in-unit washers and dryers.
The Board restated its policy that the Board must approve any unit modification that impacts on the Lauren's common elements. The installation of in-unit washer/dryers will be treated as unit renovations and require submission of a formal request along with supporting information.
The Board accepted the draft document by the Lauren attorney covering unit owners' responsibilities and the criteria for equipment (water and electricity usage, disposal, and dryer venting), insurance liability release and possible security deposits. Owners applying to install washer/dryer units will sign the statement acknowledging their responsibilities and the right of the board to tell them to remove the washers if necessary.
The Board asked the manager to redraft for its approval guidelines for the size and type of units allowed, installation requirements, and other characteristics such as a pan underneath to catch spills. In preparing the guidelines, the manger is to consider other related issues arising from material the President would send to him.
Based on the information submitted, the Board approved requests by owners of unit 805 and 1007, pending signing of the legal agreement. The manager is to confer with a third owner who had expressed interest to determine what type of machine she was considering and also if she still planned on proceeding.
Unit 805 Renovation Request
The Board approved the kitchen renovation for 805 but asked for more details about the handicapped accessible shower.
Heating and Air conditioning
The board noted with disappointment the lack of progress on the laundry room ventilation.
The Board also asked the manager to follow up and report on G&L's experimenting with lowering the water temperature to see if that diminished the HVAC noise.
The Board asked the manager to draft a letter for the President to send to G&L reiterating the importance the Board places on the three projects: heating system noise, hall ventilation, laundry ventilation.
Power Analysis
The Board reviewed the proposals for a Power Analysis and Infrared Scan/Thermographic Survey. The Board asked the Manager and President to get more information about what this will show and what kinds of remediation would be needed. The Board will discuss these proposals between now and the next meeting and, based on this discussion, give authorization to proceed.
Terrorist Attack
In light of high federal terrorist alerts and the recent FBI notice to building managers, the Board discussed what measures the Lauren might take in the event of a terrorist attack. As an immediate step, the Board asked the manager to post on the electrical panel instructions on how to stop the ventilation system in case of a chemical attack
Stairwell Safety
The Board approved the installation of Non Slip strips on the stairway per insurance requirements. These will be installed by at an approximate cost of $1800.
Employee Spot Bonus
The Board approved spot bonuses for Thomas Mengondo who worked several shifts during the heavy February snows.
Annual Meeting Date
The Board decided to schedule the Annual Meeting during the week of May 19. The Manager was asked to find open dates.
In-Unit Smoking
The Board received a complaint that smoke from a neighboring unit was entering his unit. The Board's attorney states that the condominium has the responsibility of maintaining ventilation systems, but that there is no legal precedent in the District of Columbia for a condominium association preventing a resident from smoking in his or her unit. The Board asked the Manager to work with the unit owner to identify ways to reduce the smoke entering the unit.
Items in Hallways
The Board discussed the apparent increase in residents leaving items in the hallway. These range include sneakers, Pea Pod delivery carts, and water jugs. This is unsightly and potentially dangerous. The Board asked the manager to 1) issue a general memo to residents about policy; 2) have staff report to him when items are left in the hall. Staff will then remove the items and the manager will notify the resident.
Front Door Design
The Board also discussed the front door. The Board recognizes that the design often makes egress and ingress difficult. However, designs that the Board has received involve major and unacceptable changes in the lobby.
Garage Painting
Don Benedict requested that the Board paint the garage. The Board agrees this might be desirable but is not ready at this time to approve the $12,000 cost.
General Maintenance
The Board discussed a number of areas where the maintenance of the building could be improved. This included the need to shampoo the hallway rugs more regularly and to clean the area outside the laundry room on a daily basis.
Dogs in Building
The Board reviewed a draft by the Lauren's attorney concisely stating the association policy on dogs. The statement contains no change in Board policy. It will be posted on the Lauren web site and given to residents or owners who ask about the policy.
COMMITTEE REPORTS
Security Committee
Security Committee chair Roger Hirschland reported on a security problem with the device used to secure the window at the front desk when staff are away. The Board asked the manager to have a secure device installed and to report on it at the next meeting.
Roger Hirschland will present a Security Committee at the next meeting.
REVIEW STATUS AND DISCUSSION ITEMS
Staff-Resident Conflicts
The Board reviewed a draft policy about handling possible conflicts between staff and residents. The Board asked the manager for more details about how staff should react and what the Board should do.
Master Antennae System
The master antenna is being repaired.
Roof Garden Upgrade
The Board did not make a decision on the lighting for the roof.
Parking Lot Fence
The fence on Sunderland place needs replacement and the curb needs to be resurfaced. This was on last year's capital reserve budget and should be done this year. The Board asked the Manager to get proposals for possible replacement.
NEXT MEETING
The next meeting of the Lauren Board will be Monday, April 28 at 7:00 PM.
RESPECTFULLY SUBMITTED
Elizabeth Anne VanderPutten, Secretary
TO SUBSCRIBE
To receive a copy of this and future Minutes via e-mail, send a request to Property Manager Walter Krolman at manager@lauren.org