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MINUTES OF THE BOARD OF DIRECTORS
April 19, 2007
The meeting was called to order at 7:03 p.m. by President Roger Hirschland Present were other board members Dwight Clark, John Filice, and Joseph Morris; property manager Walter Krolman; and unit owners Brian Larkin, Claudia Guidi, and Ethan H. Stier.
READING, MODIFICATION, ACCEPTANCE OF MINUTES OF THE MEETINGS OF MARCH 22, 2007
The Board approved the March 22, 2007, minutes as a true record of the meetings.
TREASURER'S REPORT
Net cash available at the end of March was $951,122.76.
For year-to-date operations, through the end of February:
- total income was $250,585 which is under budget by $12,464;
- total operating expenses were $188,107, which is under budget by$13,795;
- capital expenditures were $26,720.
Certificates of deposit activity during February was as follows:
-NONE-
Fund Balances
- Operating fund balance as of the end of March 2007 is $94,225.
- Reserve fund booked balance as of the end of March 2007 is $877,487.
- HVAC Replacement reserve fund booked balance as of the end of March 2007 is $7,276.
Audit Status
2005 Audit
A draft audit for 2005 is ready. With the exception of about $4,000 for which the auditors could not find appropriate documentation, the audit is “clean.” The board hopes to have this available by the time of the annual meeting on May 10.
2006 Audit
Due to changing financial management firms on January 1, 2007, the audit will not be available in time for the annual meeting..
D.C. Tax Status
The manager reported that all disputed tax issues with the city have been resolved except two. The Lauren has sent a formal request to waive the payment for the disputed amounts and of any interest or penalties
MATTERS ARISING FROM THE MEETINGS OF FEBRUARY 22, 2007
Water Valve Replacement
Riser Valves
Shut-off valves for water pipes in each tier have to be replaced. At the same time, the valves will be moved from their current locations inside 10th-floor units to the hallways, where they will be more easily accessible. The manager reported he has received a contract from Oasis Mechanical that stipulates the project will not exceed $29,500. He expects the work to be completed with a month. This work will require that the water be shut off building-wide. Advanced notice will be given to residents.
Main Water Valves
The three valves that control water from the city mains to The Lauren cannot be completely closed and so they must be replaced. The manager reported that Oasis Mechanical says that correct sized valves were received in their shop on 16 April 07. They will coordinate with WASA as to timing of water shut off and advises the property manager of the scheduled date. The work is tentatively scheduled for the week of 22 April 07. The work will mean shutting off water to the building for several hours.
The Lauren fire alarm system will be tested before the water is shut off, and if it functions properly, no notification to the fire department will be required when the water is shut off. It is intended that Lauren staff on duty will be undertaking periodic walk-throughs of the building as a "fire watch."
The manager will post a preliminary notice during the week of April 22 to alert residents. A second notice will be delivered to residents' front desk mail boxes as soon as a work date has been set.
Move-In Fees
The president reported that the Board had been asked to reconsider the new move-in fees for unfurnished units. The fees were recently increased to help offset the cost of providing security at the N Street entrance during move-ins and move-outs. The manager confirmed that moves to furnished units ordinarily take only an hour. The board voted to set the fees to $200.00 for unfurnished units and $150.00 for furnished units.
COMMITTEE REPORTS
HVAC Committee
Convector Pan Coating
Dwight Clark reported that Ibeas, the company doing the HVAC pan coating, has completed the job. It was done ahead of schedule and was done in conjunction with the annual HVAC filter replacement, which was a considerable savings for the association. He expressed appreciation. The pan coating work will be tested Monday, April 23.
Boiler Testing
In his report to the Board in March, 2006, consulting engineer Michael Moore noted the main boiler is "probably running at 55 percent" and should be replaced. The board has asked HVAC consultant Jack McNabb to investigate replacement costs and benefits. Mr. Clark reported that Mr. McNabb concurs about replacing the boiler, and that testing the efficiency level of the existing boiler would be an unnecessary expense. Mr. Clark estimates that replacing the boiler would have a pay-back period of about five years.
The board voted to authorize a contract to Mr. McNabb to develop within the next two to three weeks the specifications and plan for replacing the boiler. Upon receipt and approval of the specs, the Board will consider a second contract for Mr. McNabb to supervise the job. It is anticipated that the project will be implemented during the cooling season to limit disruptions to residents. Replacing this boiler will not affect hot water to individual units. The boiler functions only to provide heating to the building.
Decorating Committee
Roger Hirschland reported that the Decorating Committee met twice under the leadership of Erin Erlenborn. They have decided that all floors will have the same decor and that the elevators will be brought into the overall decoration plan. The committee also has decided to consider using a professional decorator, and has viewed video presentations by three designers. The committee will interview decorators on May 2 or May 3.
REVIEW AND DISCUSSION ITEMS
Trash chutes
Walter Krolman said that he contacted Trashmasters, which is a local firm that handles trash-chute doors, about the possibility of retrofitting postal-style doors and about replacing the existing doors with smaller sized doors. Mr. Krolman reported there is a design flaw in the type of trash-chutes used by the Lauren that would make retrofitting postal-style doors unsuitable. The heavier weight of the doors would be too great for the hinges. Replacing existing doors with smaller doors would cost about $900 per door. The board asked the manager to continue looking for options. The purpose of considering a change is to install doors that will prevent large items from being dumped into the chute, where they clog the system.
Pool Room-Seal Engineering Study and Recommendations ·
For some time, there has been a pipe leak in the pool room (unit 1006) that leaked into the unit below. The manager reported that Oasis Mechanical will repair the pipe leak in the pool room "within a date to be determined." The board requested that this work be expedited.
Periodic leaks from around the pool edge into the pool room have in the past extended into adjacent units. A decade ago the pool room was coated with rubber membrane to prevent leakage from the room into neighboring units. This sealant has deteriorated and no longer waterproofs the room. Seal Engineering has submitted proposals for the design for renewing the work and for a supervising contractor. The board voted to approved the $2,500 design proposal. Upon acceptance of the proposal, the Board will consider awarding a contract to supervise the work.
Security Cameras
The manager reported that the installation of a security camera in the basement lobby is scheduled to be completed April 20. This camera will provide added security for the N Street entrance during move-ins and move-outs.
Smoking Policy - Discussion
The president discussed complaints from several owners and residents about tobacco smoke seeping into their units. The board noted this has been a continuing issue and discussed two main options. One would be to make the Lauren a smoke-free building. The manager reported he had checked with the association attorney and that the Board has the authority to do so. The president noted that this might be a hardship for some smokers and might require a grandfather clause. It was also noted that making the building smoke-free had the potential to be either an advantage or a liability to those selling their units.
Joe Morris suggested trying to seal air leaks between units, such as those around baseboards, pipes, electrical wiring, and plugs. This has been done on a few past occasions, although the manager reported that the success had been generally minimal.
The president agreed to raise this subject as a discussion item at the annual meeting.
Patio Fence
The manager reported that the owner of unit adjacent to unit involved has been asked to provide written notification of non-objection to raised fence. Lauren's legal counsel has also approved the erection of such a fence at unit owner's expense.
The manager reported that the owner of the unit adjacent to where a new fence is to be installed has been asked to provide written documentation of non-objection to a raised fence. Lauren's legal counsel has also approved the erection of such a fence at the unit owner's expense. The installer of the existing fencing (Fence Connection) has been asked to provide a proposal for desired work so as to assure architectural continuity.
Backup Generators
Following the Lauren power outage in early February, the Board asked the manager to investigate the possibility of installing backup generators for hallway and stairway lighting for when the existing emergency lighting is exhausted. The manger reported that Oasis Mechanical is securing Bang Generator Corporation to do an on-site evaluation. Based on their findings, Oasis will then submit proposals for a generator could be placed on the ground level that would power lighting for hallways and stairwells or another generator that could be placed in the penthouse mechanical room to provide domestic hot water.
After discussion the Board ask the manger to also investigate getting longer-lasting batteries for hallway and stairwell lights as an alternative to installing generators.
The president noted that the Board has purchased a large supply of flashlights and batteries available at the front desk to help residents and visitors negotiate the hallways and stairways during blackout emergencies. Residents are expected to provide their own emergency flashlights for in-unit use.
NEW BUSINESS
Air Conditioning
The manager reported that the air conditioning system was ready for the new season. The Board asked that the system be tested on Monday, April 23, and to run thereafter it as needed for the season.
NEXT MEETING
The next meeting will be the 2007 Annual Meeting of the Lauren Condominium Association, which is scheduled for May 10,.at the Marriott Hotel on 22nd Street.
ADJOURNMENT
The meeting was adjourned at 8:57 p,m.
EXECUTIVE SESSION
There was no executive session.
RESPECTFULLY SUBMITTED
Brian Larkin for Elizabeth A. VanderPutten, Secretary
TO SUBSCRIBE
To receive e-mail copies of Board Minutes, send a request to Property Manager Walter Krolman at
manager@lauren.org
Minutes and other Lauren information may be found in the Business Section of the Lauren
Web site
www.lauren.org/lrn_business.htm