The Lauren Condominium Association

  

Minutes of the Board of Directors - July 30 and August 6, 2003 (Updated 8/25/03)

President Dwight Clark called the meeting to order at 7:00 PM on both occasions. Present were Board members Rebecca Kane, Joseph Morris, Derek Drummie, and Elizabeth VanderPutten; property manager Walter Krolman; and owners Brian Larkin and Don Benedict for portions of the meetings.

TREASURER'S REPORT

Net cash available at the end of June was $605,351.52;

For year to date operations, through the end of June: 

  • Total income was $408,668, which is under budget by $4,417; 
  • Total operating expenses were $319,752, which is under budget by $21,279;
  •  Capital expenditures were $147,278.

Certificates of deposit activity during June was as follows: Bluebonnet 3 month CD was redeemed. A check in the amount of $54,796.86 was received and forwarded to financial manager. It will be reflected on July statement.

Inter-equity transfer: The Board approved a resolution authorizing an inter-equity transfer. The resolution states that "The Board wishes to eliminate the balance due between funds based on the 2001 reserve study projections for 2002. Further, the Board authorizes the management company to adjust the equity reserve balance to reserve assets (net of accounts payable) by means of Inter-Equity transfer on January 1, 2003 in the amount of $78,132.

Capital Expenditures: The only capital expenditure in June was a $28,000 payment for the roof and basement modifications to satisfy ADA requirements.

ACTION ITEMS 

Payoff Mortgage

The Board approved a resolution that the Lauren pay off the mortgage on unit 212.  The interest rate on the current mortgage is much higher than current investment accounts.

HVAC / Air Conditioning

The Board discussed the air conditioning system’s erratic behavior this season, the observed higher air conditioning temperatures during the last month and a half, and the apparent continued imbalance in cooling between various parts of the building.  

Records show there have been at least 7 full or partial chiller shutdowns since April 23 (see blips in the chart below). The manager explained that the partial shutdowns on July 21 and 22 were due to a clogged needle valve that was preventing the two chillers from operating together. He had no explanation for the other outages. He told the Board that it was normal for air conditioning systems in building such as the Lauren to fail on an average of every two weeks.  

Several Board members reported that the temperatures are higher than they were in the beginning of the summer. The manager said he had G&L set the HVAC system up to 44 degrees earlier in the season but said he did not believe that had any affect on the cooling.

The Board expressed concern about the apparent continued imbalance in cooling in various parts of the building. The Board reviewed the post-balancing data supplied by G&L but commented on the absence of comparative pre-balancing data. They noted that while the HVAC work done last fall had some beneficial effects, it has not completely resolved the imbalance problem.  The Board also discussed the differences in hallway temperatures.  Some hallways are very cold, while others are warm and stuffy.  The Manager had G&L investigate and found that the pipes the bring air to the tenth floor and perhaps other floors do not reach the exhaust screens.  As a result, much of the air is just vented within the walls.   

The Board asked the manager to do the following:  

  • get bids on extending or replacing the hallway vent pipes;
  • have the HVAC temperature set back down to 42 degrees;
  • get pre-balancing data from G&L ;
  • explore with G&L the possibility of changing the time at which they do their daily servicing from early morning as it is now done to mid afternoon when the load is greatest on the system;
  • identify companies that might do an independent review of the HVAC system to optimize our current system, identify the data we need to appropriately operate the system, and make recommendations for changes that might be cost effective ;
  • find out whether the crawl space between the 10th floor ceiling and the roof can be vented;
  • determine the practicability of adding insulation in the crawl space under the roof;
  • have G&L find out the most accurate temperature changes between the second floor and the tenth floor to see if there are stoppages;
  • have an HVAC monitoring system installed in the front desk office;
  • explore with G&L the practicability of remote monitoring for our cooling and heating systems

In related actions, the Board discussed possible HVAC efficiencies. The association currently replaces HVAC filters and clean the pans. As a test case to see if further efficiencies might be obtained on a cost effective basis, the Board authorized the cleaning of HVAC coils and air passages in one unit. They asked the manager to have G&L do this on a priority basis and to report on the results at the next meeting.

Emergency Procedure Manual

The Board asked the manger to have an emergency procedure book created or updated and to ensure that a copy is immediately on hand at all times in the front office. They noted that because of the frequency of heating and air conditioning problems, one of the first entries should be for the HVAC – whom to call and what can be done. 

Gas Rates

The Board accepted the proposals from Washington Gas to lock in rates for the coming year.  Gas prices at the well-head have risen from $.38 per therm last year to $.59 therms this year.  The rate for the coming year will be $0.614.

Building Insurance

The Board approved the general policy, umbrella and workmen’s compensation with terrorism coverage for a total cost of about $47,000

Insulation in Boiler Room and Basement

The Board accepted the proposal from G&L for the insulation for duct and piping in the boiler room and the garage for $3,149 plus any additional costs if a valve needs to be replaced.

Valves for Tier Water Pipes

The Board asked the manager to get quotes for moving the water pipe valves from their present locations inside 10th floor unit ceilings to the crawl space about the 10th floor hallway. Relocating these valves to the ceiling about the hallway will permit the staff to access them without entering anyone’s apartment.

Roof Garden and Pool

Trespassing beyond the roof garden area

The Board strongly reminds all residents that no one is allowed on any part of the roof outside the fenced in area. Walking on the rear roof is dangerous, destructive to the roof, and imperils our insurance.   

No glass

The Board also reminds residents that no glass of any kind is allowed on the roof.   

Roof Garden and Pool Usage Manual

The Board approved the reissuing of guidelines and rules for the use of the roof garden and pool.

Cameras and security

The Board accepted a proposal from ESSI to install cameras on the roof and to install a new monitor at the front desk

 

COMMITTEE REPORTS 

Security Committee

The Board will review the Security Committee Report and will discuss it by email before the next meeting. 

The Board asked the manager to identify those management issues that he can directly control, such as ensuring that window at the front desk is securely locked when the staff person is away and doors to stairwells and street close securely.

REVIEW STATUS AND DISCUSSION ITEMS

None

Other business

Timely Notice

The Board asked the manager to notify them as soon as possible when key personnel are going on vacation or will be away for any significant period of time.

Resident’s Directory

The Board asked that the directory of residents that used to be in the mail box area be reinstalled.

Water Leak

The Board asked the manager to fix a water leak on the 1st floor. They noted it has been a recurring problem. The Board said this is a high priority item.

Next Meeting

The next meeting is scheduled for September 3 at 7 pm for a limited one-hour session.

Adjournment 

The meetings adjourned at 9:30 pm and 9:15 pm respectively.

Respectfully submitted

Elizabeth A. 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
   

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