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MINUTES OF THE BOARD OF DIRECTORS
OCTOBER 27, 2005
READING, MODIFICATION, ACCEPTANCE OF MINUTES OF THE AUGUST 8, 2005 MEETING
The Board approved the Minutes as a true record of the meeting.
TREASURER'S REPORT
Net cash available at the end of September was $788,712.69.
For year to date operations, through the end of September:
- total income was $666,703 which is under budget by $10,544;
- total operating expenses were $541,579, which is under budget by $6,537;
- capital expenditures were $42,881
Certificates of deposit activity during September was as follows:
- NONE
Fund balances at the end of September
- operating fund balance as of the end of September 2005 is $98,898;
- reserve fund booked balance as of the end of September 2005 is $709,066
Related Matters
The Audit
The audit is completed and is a clean (i.e., unqualified) audit. The final version is expected next week and then will be distributed to owners.
Joe Morris reported that difficulties in getting final financial information led to increases in audit cost.
Mr. Morris also reported that the audit company, DeLeon and Stang, which has done the audit for the Lauren for four years have indicated they will not do so next year. A new firm will be solicited from a list of firms provided by the financial management firm. The treasurer, president and manager will meet with the Auditor firm to discuss issues and recommendations.
MATTERS ARISING FROM THE MEETINGS OF AUGUST 8, 2005
HVAC
Hallway/Exhaust Ventilation
Specifications for equipment are expected by next week. Estimated completion is January. Owner Brian Larkin pointed out that this has been discussed last summer and that it is important that this be done before next summer.
In-Unit HVAC Consultation
The manager distributed the copies of the in-unit inspections of the HVAC system. There was a discussion of whether everyone should have access to a consultant. The board agreed that the responses should first be sent to owners and to ask if the findings were helpful or met their expectations before doing more inspections. The Board also discussed the need to review the findings and see if there are general findings.
Elevator Machine Room Cooling/Elevator Problems
The Board reviewed the recommendations for installation of air conditioning in the elevator machine room. There is a good possibility that this would reduce the elevator outages that occur during the very hot and humid days. The board asked the manager to get bids for the installation of the air condition.
Invasive Study of Unit Convector
An examination of the air flow in the 711 bedroom unit showed it is significantly lower (-80%) than manufacturers specifications. The A/C unit is rated for a 500 cubic foot per minute air flow rate but had an actual air flow of 100 CFM, which is only 20% of its normal output. This explained the poor cooling in the unit.
As a comparison, the Whalen unit in the apartment directly above had an air delivery rate of 300 CFM (i.e., 60% of rated output), which is probably enough flow to effectively cool the space on September days, but not in the heat of summer.
The Whalen bedroom unit in 711 was cut open. A visual inspection revealed an accumulation of dirt and other debris clogging the coils, which are somewhat similar to the grilles on an car's radiator. A check with the manufacturer says there is no way at this time to clean the coils. The only remedy is to replace such units.
The report also pointed out that in the inspection of Whalen units in 804 and 1004 had virtually "no air flow and also were not properly cooling the associated space."
The Living room AC units of the 11 and 04 tiers are undersized by a factor of roughly 2:1". The units in most other tiers can be replaced with similar equipment and with improved pans that would reduce danger of leakages. Individual units could be replaced although with some inconvenience to neighbors. A small portion of the wall in the unit above or below would have be cut in order to gain access for installation. Also the air conditioning/heating would have to be turned off in the tier.
The Board discussed the possible funding of replacements on a building wide basis, either at unit owner expense or by the condo. No decision was made. The units in the 04 tier would have to be enlarged to provide minimally adequate cooling and this would require the entire tier to be replaced at once.
Condensate Pan Patching-06 Tier
Michael Hurwitz reported on the continued HVAC water problems in unit 206. So far all attempts to find the source of the problem have failed. The Board asked the Manager to use "dye" to find the source. The Board also asked that the Manager get things cleared up as soon as possible.
HVAC Condensation Damage
Brian Larkin reported that there is also a significant amount of Whalen unit condensation that is causing damage to the floor tiles adjacent to the HVAC units in at least 20 apartments..
Mold/Mildew Investigation
The Board discussed the MECX report and were surprised that the inspection did not take samples of the mold to determine what type of mold exist.
District Requirements Regarding Permits/Licenses for Repair Renovation
The Board discussed how to find out exactly what the DC requirements are for having licensed electrical contractors perform work for both individual owners and for the Lauren as a whole. Brian Larkin agreed to check with the CAI whether there are published standards or tip sheets and to report back on Friday, October 28.
COMMITTEE REPORTS
Wireless Broadband
Erin Erlenborn reported that two small companies visited about setting up building wide WiFi, but did not submit proposals. Larger companies have not been responsive either (e.g. ComCast and RCN). Because of these responses and the ubiquitous low cost availability of DSL broadband, the Committee was dissolved.
Window Replacements
Erin Erlenborn discussed two options that she has or will have in her unit at her expense. District window did the double pane but "pasting" in a second window. She will report at the next meeting on her second experience.
HVAC
The Board approved the revised letter by the HVAC Committee to the new HVAC consultant drafted by the HVAC committee.
ACTION ITEMS - IN ADDITION TO THOSE FOUND IN 3.0
Gas Contract-Renewal
The Board discussed the options for locking in prices - all of which are very high. The Lauren is currently on a month to month payment. The Board agreed to a seven month contract.
REVIEW
STATUS AND DISCUSSION ITEMS
Insurance Carrier Life & Safety Requirements
In reviewing the building insurance policy for renewal, it was noted that the insurance company is requiring the installation of CO Detectors in the halls. It also asks that the few remaining fuse boxes be replaced with circuit breakers.
Soda Machine
The soda machine is now legally "abandoned." The Manager is trying to get it re-keyed so it can be used by the Lauren. No decisions were made about whether or how the Board will stock and charge for sodas.
Neighborhood Crime Alert-Notification Policy
The Board discussed neighborhood and in-building security. They agreed to post important notices for three on the bulletin board in the basement and beside the front desk. Roger Hirschland was appointed to serve as liaison to the Dupont Circle Public Safety Committee.
They also asked the Property Manager to distribute a security memo to residents reminding them of the need to be alert and stressing four or five major points.
OTHER NEW BUSINESS
Carpet cleaning
The
Board asked the Manager to have stains removed as soon as possible, but at least within a
few days. The Board does recognize
that the hallway rugs are almost ten years old.
Check deposits
Incidental
checks should be deposited as soon as possible. Koger
deposits these checks once a month; Walter brings them to Koger every two weeks.
The Board decided that checks should be deposited more frequently.
Holiday decorations
The Board discussed a written request asking that they ensure that holiday decorations be non religious. In addition, Roger Hirschland reported that some residents felt the holiday decorations in the lobby were gaudy, that the tree was too large, that space enough space should be there to accommodate the couch for resident and guests to use, and that the Santa in the roof garden should be removed. The Board restated its policy that decorations should be secular and decided that the lobby couch should remain in place throughout the year.
NEXT MEETING
The next meeting TBA
ADJOURNMENT
The meeting adjourned at
EXECUTIVE SESSION
Followed the meeting the Board met in Executive Session.
RESPECTFULLY SUBMITTED
Elizabeth A. VanderPutten, Secretary
TO SUBSCRIBE
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Minutes and other Lauren information may be found on The Lauren web site http://www.lauren.org/minutes.htm