Highview Condominium II
Board of Directors - Meeting Minutes
May 23, 2011  7:30 p.m.

The fourth meeting of the 2010-2011 Highview Condominium II, Inc. Board of Directors was called to order at approximately 7:30 p.m. by Stacey Cohen, President.  Board members in attendance:  Robert Boynton, Joseph Cann, Marjorie Cannon, Stacey Cohen, David Cutler, Natalie Hendrix, and Joseph Skonieczny.  Michael D’Angelo participated by telephone.  Nora Colford was absent.  Linda Romolo attended from Wentworth Property Management.  

1)   Minutes:  Minutes of the April 26, 2011 meeting were previously approved with revisions by an email vote.  

2)   Water infiltration:  Prior to the board’s 7:30 p.m. meeting, Boynton, Cann, Cannon, Cohen, and Hendrix met with Romolo and an engineer from SMS Engineering to discuss active exterior water leaks currently damaging 22 apartment units.  After personally inspecting the majority of these apartments several days prior with the super, he confirmed that there are approximately 30 masonry leaks above windows.  Correction will require scaffolding, brick removal, and repair.   

      The board discussed whether to incur the cost of bringing in a second engineer to review the leaks.  This would require scheduling access for the second engineer to the same 22 apartment units.  The board agreed that since Becht Engineering (a potential second engineering firm) will be at the building next week performing the Local Law 11 pre-inspection, Joe Cann and Joe Skonieczny will meet with the engineer from Becht to informally discuss general strategy of this type of repair work.  If Becht recommends same general process as first engineer, then no reason to incur further engineering inspection costs and Board will request that first engineer from SMS begin gathering bids from masonry contractors for the work.  The estimated cost of masonry work will be unknown until contractor bids received, but anticipated to result in a Special Assessment beginning as soon as the bids are received and provide scale of the expense.  

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

4)   Building Repair & Maintenance Report:  

a)    HVAC:  Brighina reported that the two new exhaust fan motors purchased in December have been installed.  Final adjustments will be made as necessary.  Timers will be re-set.  

b)   Emergency Lighting:  Brighina has been disconnecting emergency lighting units on each floor and stairwells to verify their back-up performance.  Several units have required more than battery replacement.  Floors 1, 2, 3, and 4 have been completed.  Floors 5 and 6 remain.  

      c)    Fuel oil tank: Romolo reported that Petroleum Tank Cleaners completed its ground leak testing of the building’s underground fuel oil tank.  No leaks were found.  

      d)   Carpet cleaning:  Romolo reported that the carpets will be cleaned shortly.  

      e)    Garage Stairwell Door:  Romolo will get an estimate to replace door.  It was noted that the door has already rusted out at the bottom and a kick-plate installed to hide the deterioration.  The door is now shifting.  

      f)    Sprinkler System Inspections:  Flow test inspections of the compactor and laundry room sprinkler systems will be  performed by the Fire Department in June.  

      g)   Compactor cleaning:  the compactor and chutes will be closed down for a day for Val’s Exterminating.  

5)   Financial Report:  

      a)    Account Balances: D’Angelo reported that as of April 30, 2011, Highview II’s account balances total $244,523; allocated as $85,000 for Operating Reserve and $159,000 for Capital Reserve.  

      b)   FY2010 Audit:  D’Angelo reported that completion of the FY2010 audit by Wilken & Guttenplan is anticipated by the end of June 2011.  The Board tentatively set July 13, 2011 as the FY2010 annual meeting date  

      c)    There was continuing discussion of the monthly financial report’s length and detail.  Several board members continue to find the download so massive at 100-150 pages that their computers can’t easily handle.  The March 2011 report from Wentworth totaled 143 pages.  It was again noted that previous management firms have provided an abbreviated version for the full board, with the current detailed complete version, including copies of all bills and receipts, daily balances, etc. only going to just the Treasurer and those board members opting for the greater detail.  Romolo will address.  

            The limited/summary financial report should fund summary totals, and two financial reports; the Income Statement Report (all budgeted cost centers by month/year with actual/budget/variance/year-to-date) and a monthly financial activity report of unit owners (itemized statement of all unit payments and credits for the building’s 67 units).   

      d)   In discussion of the April financial report, it was once again noted that the $36,500 which is to be budgeted for Capital Reserve increase still does not appear as a budget line in fiscal reporting.  After board members reviewed the previous month’s Romolo had been asked to investigate and reported on 03/30/11 that she would resolve with the manager in Manhattan.  

6)   Legal Report:  

      a)    Local Law 11 façade inspection (cycle 6):  Cycle-6 preliminary report has been submitted to the City.  No update from Romolo as to when the City will perform their follow-up/final inspection.  Concern expressed once again as to whether City will require any repairs in their final inspection that require completion prior to Cycle-7 work.  

      b)   Local Law 11 façade inspection (cycle 7):  Romolo reported that Becht Engineering will perform the Cycle-7 pre-inspection engineering work next week.  

      c)    Sidewalk flag replacements:  Tony’s Masonry to complete City mandated sidewalk repair work on Howard Ave. and Martha St. in early June once Romolo completes review with City concerning tree roots.  No update from Romolo concerning City’s review of tree root situation.  

      d)   Damaged awning:  FedEx check received for fall 2010 awning damage.  Waiting for Sign Art to make repairs.  

      e)    Lease rule violations:  Romolo indicated that all leases are now up-to-date.  Wentworth still confirming that as these units have caught up they have paid all back $500 initial lease fees for new tenants and annual $300 renewal fees over their past two renewal terms.  

      f)    Insurance rule violations:  Approximately the same ten units reported last month have been in violation for more than a year and are receiving the monthly fines.   

      g)   It was noted at 02/02/11 meeting that the violation for improper ventilation of fumes from floor refinishing reviewed by the board at 10/26/10 meeting has not appeared in any financial reports since that date as $500 fine.  Romolo was to confirm that it was added to unit owner’s account.  Romolo continues to investigate with Wentworth accounting.  

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