Highview Condominium II
Board of Directors - Meeting Minutes
April 3, 2013  7:30 p.m.

The second regular meeting of the 2012-2013 Highview Condominium II, Inc. Board of Directors was called to order at approximately 7:30 p.m. by Marjorie Cannon, Vice President.  Board members in attendance:  Robert Boynton, Marjorie Cannon, Joseph Cann, Nora Colford, and Joseph Skonieczny.  Board members absent: Stacey Cohen, David Cutler, Michael D’Angelo, and Natalie Hendrix.  Idalia Gallopp attended from Wentworth Property Management.  

1)   Minutes:  Minutes of the February 26, 2013 meeting deferred to distribution and approval by email.  

Maintenance update from super:  Chris Brighina joined the meeting to report on building maintenance and concerns.  

2)   Building Repair & Maintenance Report:  

      a)    Water infiltration: Although the exterior work contracted with K.E.S. Construction resolved most leaks (replacing caulking around all of the building’s windows, while also inspecting lintels and sills and making repairs as needed according to bid price) several leaks still remain.  As super completes repairs from old water damage, he has been monitoring.  Super will now inventory leaks with spring inspections.  Time-line discussed and anticipate June estimates for exterior repairs.  

      b)   Masonry repairs:  K.E.S. Construction completed assorted masonry repairs in late March including addition of a sidewalk flag near garbage cage, rebuild of overhead garage door’s drain grating, and replacement of floor drain near parking space #15.  The anticipated replacement of collapsing floor drain covers near both the side door and overhead door were not included.  Building super said that he will be able to replace the covers and on account of liability concerns do so immediately.  

      c)    Entrance area repairs:  K.E.S. Construction recommended full replacement of entrance area at cost of around $30,000 to address cracks in brick pillars, three stress cracks in floor tile areas which have been unsuccessfully repaired several times, doorway threshold instability, and loose wall cladding that has been allowing pest infestations.  Management will seek additional bids.  No update at this meeting.  

      d)   Repairs to super’s apartment:  Floor repairs and addition of wall opening header remain on hold pending termite investigation and resolution of exterior entrance area water infiltration, floor tile and metal cladding problems.  

      e)    Spring 2013 unit inspections:  Super has begun spring unit inspections and battery replacements.  

      f)    Installation of backflow restrictor and water filtering:  Engineering design work has been approved by the City and bids from plumbers now being gathered by management for Board approval.  Cann and Skonieczny will review plumbing bids and make recommendation by email for Board approval to expedite completion to avoid City fine.  

      g)   Security camera replacement/upgrade:  No update from Boynton.  

      h)   Snow Blower:  Old snow blower sold.  

      i)    Laundry room contract:   The two-year laundry room contract extension has expired and CoinMach has submitted proposal for new 8-year agreement.  There was discussion of the proposed 8-year term, new washers and dryers, and the monthly rent paid to building.  Building currently pays all utility bills for the laundry room (water, gas, and electric) and these costs to building were questioned.  Management will investigate costs of developing separate utility metering of laundry room and provide copy to Board members of last full-term contract and the 2-year extension.  Board requested additional vendor bids.  Board requested copies of original CoinMach contract and the 2-year extension.  

3)   Financial Report:  

      a)    FY2012 Audit and annual meeting:  Draft of FY2012 audit has not been received by Board for approval.  Management asked to explain delays.  Idalia Gallopp will seek to distribute draft for approval so Board can set date for Annual Meeting.  Noted May would be possible if approval could be quickly completed by email.  Noted that Bylaws require an early spring annual meeting unless Board declares delay with cause.  

      b)   Unit arrears: Board reviewed unit arrears with managing agent, noting that legal process with attorney begins after 60 days.  Attorney fees are added to account balance and move to court for lien on unit.  

4)   Legal Report:  

      a)    Local Law 11 façade inspection (cycle 6) and Local Law 11 façade inspection (cycle 7):  No update.  

      b)   Parking garage:  Management going to court in May with New York code violations created by unit owners not parking in accordance to building’s rules.  Building’s initial response stated parking spaces were property owned by unit owners instead of building, but later clarified that unit owners only have an exclusive easement for parking in a designated space, while the building holds the liability for New York code compliance as it does for all other common space.  Any fines for improper parking will be passed along to the offending unit owners along with any court costs.  Management will review any other possible Building Code, Fire Code, and Highview Rules violations in the garage.  

      c)    Lease compliance:  Boynton continuing to work with Maureen Gentile at Wentworth to verify compliance.  

      d)   Insurance compliance:  No update at this meeting.  

      e)    Lease fees:   In response to management’s question as to whether lease renewal fees could be billed for all units in rental on January 1^st, the Board confirmed that lease renewal fees are only due for a particular unit at the time a lease renewal is provided.  Renewal fees are only charged for a new or renewal lease, not on an annual basis; so a three-year lease only charged once for the 3-year term of the lease.  Whenever a unit’s lease has expired, no new lease has been provided and the unit continues to be occupied by tenants, a building violation exists subject to $500 fine.  

The meeting was adjourned at approximately 9:30 p.m.  

Minutes submitted by Robert Boynton, Secretary.