Highview Condominium II
Board of Directors - Meeting Minutes
September 23, 2008, 7:30 p.m.

The twenty-third meeting of the 2006-2007 Highview II Board of Directors was called to order at approximately 7:30 p.m. by Marjorie Cannon, President.  

Board members in attendance:  

Miriam Biren, Robert Boynton, Marjorie Cannon, Anna Civitano, Stacey Cohen, Nora Colford, Natalie Hendrix, and Michael D’Angelo.  Linda Romolo attended from Wentworth Property Management.  Board member Joseph Cann was absent.  

1)   Minutes:  Minutes of the August 19, 2008 meeting were approved.  

2)   Appointment of new board member:  Per the board’s appointment decision made at a meeting on September 22, 2008, Anna Civitano was welcomed to the board, filling the vacancy created by Albert Lamoglia’s 09/04/08 resignation.  

3)   Financial Report:  

      a)    FY2007 audit:  Treasurer Michael D’Angelo updated the board on Wilken & Guttenplan’s progress with the FY2007 audit.  Audit completion is anticipated in early November.  Difficulties in confirming FY2007 records from TKR Management continue.  

      b)   FY2008 budget:  Waiting for completion of FY2007 audit.  

      c)    Unit owners arrears were discussed.  Due to multiple months of arrears, legal action is being taken on the following units:  1B, 2J, 3J, 4E, and 6D.  

      d)   Monthly financial report:  Once again it was reviewed that the monthly financial report will be distributed by email to all board members one week prior to the monthly board meeting.  The distribution by CD costs too much.  

4)   Legal Report:  

            a)   Highview’s Rules & Regulations and Fine Schedule were reviewed.  The fines for the following violations were raised:

·         Vandalism/Destruction of property – raised from $100 (plus cost of repairs) to $500 (plus cost of repairs).

·         Unauthorized/improper use of roof area – raised from $100 to $250

·         Parking in circular driveway – raised from $25 to $100 (plus towing costs)

·         Failure to follow pet walking rules – raised from $25 to $100

·         Obstruction of common areas– raised from $25 to $100

·         Washing cars on common property– raised from $25 to $100

·         Excessive noise– raised from $50 to $100

·         All remaining $25 violations – raised from $25 (per occurrence or per month until corrected) to  $50 (per occurrence or per month until corrected)

·         Improper disposal of household garbage or recycling – raised from $50 first offense and $100 for second offense to $100 (no later a distinction between first or later offense).  

                  The above listed changes in fines to be effective as of this evening’s meeting.  

            b)   The Repair and Renovation rule (House Rule #22) will be re-written to specifically exclude plumbing and electrical work from being performed outside the super’s regular business hours unless written permission has been obtained through the Managing Agent.  In cases of emergency, management must still be contacted at the time of the emergency in order for the building super to evaluate the situation’s impact on surrounding units.  

                                22.  Management must be notified in advance and approve in writing of all plumbing and electrical repairs and renovations, or in case of any other repair or renovation project within a unit such as bath tub or floor refinishing that may transmit hazardous fumes or particulate matter beyond the unit under renovation.  The written approval received from management must specify the days and times of approved work before the work commences.   

                                In order to verify that projects are carried out in accordance with building rules and in order to assure that the building super is available in case of potential emergency situations, management may determine that a given project may not be conducted beyond the super's regular work hours.  

                                In cases of emergency, the super or management must be notified before repair work commences in order to avoid a fine.  NYC Building and Fire code rules must be followed.  

      c)    NYC Code violations:  Highview currently has one outstanding code violation for the elevator.  Linda Romolo investigating with Slade Elevator.  No update at this September meeting.  

      d)   Emergency contact forms:  Per August board meeting Linda Romolo reported that all but four units have complied with submission of Emergency Contact Form.  Remaining four units will be reminded once more and then fined.  No update at this September meeting and delinquent unit owners have not been fined.  

5)   Building Repair & Maintenance Report:  

      a)    Water filtration system:  At the August meeting, the engineering decision was tabled pending Linda Romolo’s request that the board delay the decision for her to make an inquiry for technical guidance.  It was agreed that the board would vote by email once Linda’s inquiry was completed.  There has been no update since the previous meeting.  Further discussion of a water filtration system was tabled.  

      b)   Boiler return pump replacements:  There was further discussion of proposals for boiler return pump and tank replacements at the August meeting and Linda was to provide additional information at this September meeting.  There was no update at this September meeting.  Concern was expressed for the need to provide building heat in October.  

      c)    Exhaust fan system:  On 05/13/08, Marco Air investigated ventilation problems and agreed to inspect A-line and E-line the following week with management for blockages and/or illegal installation of unit fans.  The inspection has not been completed.  The additional ductwork required on the roof to operate the A-line bathroom fan motor has not been completed by Marco Air on account of the weather, but is currently scheduled for 07/22/08.  As of this September board meeting, the unit inspections have not been scheduled and the ductwork repairs have not been verified, and the A-line bathroom fans continue to operate at high speed.  

      d)   Elevator repairs:  Shapass reported that Slade elevator has made all repairs from the VSA report.  There was discussion as to whether completed repairs included the list of those required repairs which were not covered by maintenance contracts or debated with McGlynn Hays (such as the hole in the roof).  Shapass will go back to the initial VSA report and investigate.  There was no update at this September meeting.  

      e)    Painting projects:  The super has completed painting of the garage walls and stairwell floors.  Unit doors project remains and will require opening of each unit door.  There was no update at this September meeting.  Concern was expressed for completing the task prior to the heating season and the need to provide adequate building ventilation during the painting process.  

      f)    Overhang in front of lobby windows:  The roof/overhang in front of the lobby windows is leaking.  Management getting estimates for roof repair.  Only bid to date is $1,200.  No update since the July meeting.  Problem appears to be worsening.  

      g)   Intercom repair:  The board approved a new circuit board to replace a 1988 part.  

      h)   Garage floor plates:  Linda Romolo investigating metal repair of sewer access floor plates.  Linda Romolo will also review status of missing sewer line cap beneath one of the floor plates that required replacement cap.  Super should be able to purchase cap.  No update on either issue at this September meeting.  

      i)    Smoke detector and CO2 detector battery replacements:  Jose has not completed the spring (semi-annual) replacement of batteries in all units and common areas.  Written report of status was to be provided at the August meeting from super.  Linda Romolo will investigate status.  There was no update at this September meeting.  It was agreed that the spring replacement had failed and the October replacements should now be completed with proper verification before the next board meeting.  

      j)    Laundry room sink /backflow-restrictor: for drain:  Shapass indicated super would install.  Linda Romolo will investigate status.  No update at this September meeting.  

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

Minutes submitted by Robert Boynton, Secretary