Highview Condominium II
Board of Directors - Meeting Minutes
October 28, 2008, 7:30 p.m.

The twenty-fourth meeting of the 2006-2008 Highview II Board of Directors was called to order at approximately 7:30 p.m. by Marjorie Cannon, President.  

Board members in attendance:  Marjorie Cannon, Stacey Cohen, Nora Colford, Natalie Hendrix, and Michael D’Angelo.  Robert Boynton arrived at 8:50 p.m.  Linda Romolo attended from Wentworth Property Management.  Board members absent:  Miriam Biren, Joseph Cann, and Anna Civitano.  

1)   Minutes:  Minutes of the September 23, 2008 meeting were approved on 10/22/08 by email.  

2)   Financial Report:  

      a)   FY2007 audit:  Treasurer Michael D’Angelo reported that the FY2007 audit should be available to the board for final review by Friday, 10/31/08.   

      b)   Distribution of FY2006 and FY2007 audits to unit owners:  Wentworth will distribute copies of both FY2006 audit (completed July 2008) and FY2007 audit prior to an annual meeting.  The annual meeting with auditor in attendance will cover financial review of both fiscal years.  Since both audits include references to the most recent Capital Reserve Study (2002), a copy of the Study will be distributed to all unit owners along with the completed audits.  

      c)   Budget for FY2009:  There was a preliminary review of the budget for FY2009.  

      d)   Unit owners arrears were discussed.  Legal action is in progress with units 1B, 4E, 3J, and 6C.  In each case, the building’s legal expenses in correction are added to the individual unit’s outstanding common charge account balance.  

      e)   Verizon telephone service:  Boynton reported that while speaking with Verizon about a problem with the entrance system’s model line, it was determined that the building has an additional office telephone line in service.  This other line was to have been discontinued last year after the office’s fax machine was stolen.  Boynton asked management to check into the situation.  There was no update at this meeting, but Romolo will speak with Boynton (who was not present at this portion of the meeting).  

      f)    Becht Capital Reserve Study:  Approval of an update for the 2002 Capital Reserve Study was tabled.  The update has been suggested in the last two audit documents.  The 2002 Study will be distributed to all unit owners along with the FY2006 and FY2007 audits prior to the Annual Meeting.  

3)   Legal Report:  

      a)   Security video for purposes as legal evidence:  Reviewing the 09/07/08 incident resulting in personal injury at the doorway of unit 3-A and the police arrest of a unit owner; per the advice of Highview’s legal counsel Michael Swaaley, copies of security videos can only be made available to involved parties through a properly served legal subpoena.  The board affirmed with management that all costs to the building for complying with such requests shall be passed along to the requesting unit owners.  

      b)   Noise complaints:  A noise complaint was received against unit 5-K for late night construction noise and foot traffic.  A noise complaint was received against unit 3-A for an incident on 09/07/08.  In both cases, lack of carpeting was mentioned as a contributing factor and will be investigated by management in accordance with building Rules & Regulations.  

            It was reviewed that Highview’s requirement for carpeting is explained in the initial Highview II prospectus Rules & Regulations and all unit owners acknowledge an understanding of these rules and and agreement to abide by them as a condition of their purchase at the time of closing.  The prospectus’ Rule states: “all floors shall always be covered with carpet (except in baths and kitchens)”.  In enforcing the policy in response to noise complaints, the board has agreed with management that wherever a unit owner chooses to use area rugs instead of wall-to-wall carpeting, if the square footage of the area rugs meets or exceeds 80 percent of the unit’s total square footage as listed in the prospectus, management may consider the requirement to have been met.  

c)      Rules & Regulations:  Although a right and responsibility granted by the Bylaws to management, the Rules & Regulations do not mention any specific fine for owners refusing to grant timely access to their units for service of common elements and assurance of bylaws compliance.  Lack of cooperation has occasionally cost the building money by having to bring contractors to the buildings multiple times in attempts to gain unit access.  It was approved that a new rule be added, stating “Unit owners shall grant management with timely access to their units for service of common elements and assurance of bylaws compliance in accordance with Bylaws Article V, Section 17.  A fine of $100 was approved to accompany the Rule.  

      d)   Vandalism:  On the morning of 10/24/08, a resident punched a hole through the bulletin board and laundry room wall.  The building super has repaired the wall.  A decision concerning repair costs, Rules & Regulation fine, and possible legal action against the guilty party continues.  

      e)   NYC Code violations:  According to the Dept. of Buildings, Highview II continues to be listed with three building violations.  

      f)    Emergency contact forms:  Linda Romolo reported that most Emergency Contact Forms have bee received.  Boynton will review condo files to confirm matching information.  

      g)   Local Law 11 façade inspection (cycle 6):  Although the building’s Local Law 11 inspection was filed several months ago, HIghview has not received the confirmation form and follow-up review from the City of NY.  Following the inspection by Becht Engineering and filing of that report, a City of NY inspector typically comes to the building to confirm the engineer’s report.  Boynton noted that only after the NYC confirming report has been received by Highview, do we know what we have to deal with prior to the 2010 inspection.  

      h)   Local Law 11 façade inspection (cycle 7):  It was noted by Boynton that Highview’s cycle 7 inspection cycle beings February 2010.  By that time, whatever conditional repairs that were noted in Cycle 6 must have been corrected.  Since Highview has not received the inspection report back from the City, we do not know if any repairs were noted.  

      i)    NYC Building violations:  It was noted that the building has three building violations listed as active on the DOB website.  

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 was no update at the September meeting and discussion of a water filtration system was tabled pending update from Romolo.  At this meeting, Romolo recommended getting bids from two additional engineering firms for the study.  Since Debbie Shapass had previously approached several local engineering firms who indicated that they they did have the background to conduct such a study, Mike D’Angelo will get recommended engineering firms from Wilken & Guttenplan.  

      b)   Boiler circulation pump replacements:  After reviewing the current bids for boiler pump replacements, it was determined that the bids gathered by management were not all for the same replacements.  Boynton agreed to coordinate the bids with management to assure that three bids for the same identical work are submitted.  At this time, the primary circulation pump is leaking and the motor on the backup pump has failed.   

      c)   Exhaust fan system:  There has been no progress by management since the 05/13/08 visit by Marco Air.  At that time Marco confirmed that air was blowing into several units instead of being drawn out of units while the system was running.  Linda Romola will schedule Marco to visit kitchens in A and e unit lines to determine source of problem.  It was also noted that the A-line bathroom fan motor has not been regulated properly.  It was further noted that when the new fan motors were purchased, special fan speed regulators were purchased per engineer’s spec of the job in order to balance the system down to the first floor level units.  

      d)   Elevator condition status:  Linda Romolo has been unable to confirm current status of building’s elevator condition relative to completion of critical deficiencies noted in the VSA report of 05/02/06.  The board authorized re-inspection building’s various elevator systems by VSA.  

      e)   Elevator repair:  The board approved Slade Elevator’s bid for installation of a new data plate in order to meet NYC code requirements.  

      g)   Painting projects:  Painting of unit doors by building super will require opening of each unit door.  There was no update on this project at this October 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.  The work needs to be completed before Thanksgiving and the beginning of the holiday season.  

      g)   Overhang in front of lobby windows:  The peeling paint under the roof overhang in front of the lobby windows has been repaired by the building super.  Concern was expressed by a board member as to whether the source of the problem which had previously identified as a leak had been dealt with, noting that Debbie Shapass had provided an estimate for repairing the leak in the spring of 2008 and the board had been waiting for additional bids prior to approving the repair.  Linda Romolo reported that if the problem reappears in the spring, she will then seek evaluation of potential leak.   

      h)   Garage floor plates:  It was once again discussed that the access plate on the garage floor has not been repaired.  Linda Romolo was requested by the board to have new pins welding in place.  There was no update on the status of the missing sewer cap beneath one access plate which was supposed to have been replaced in May.  

      i)    Smoke detector and CO2 detector battery replacements:  Linda Romolo reported that the Fall 2008 (semi-annual) replacement of smoke detector and CO2 batteries in all units and common areas and inspection of all units for leaks, cracks, etc. will be conducted during the next two weeks.  A separate form will be completed by the super for each unit, signed by both super and resident.  Compliance with the unit inspection is required by all unit owners.  

      j)    Laundry room sink /backflow-restrictor: for drain:  The many months without progress was discussed.  Boynton volunteered to purchase the necessary parts and work with the building super to complete the repair.  

      k)   TV Antenna upgrade:  The board approved Quality Antenna’s bid for upgrading the building’s TV antenna system to comply with the February 2009 FCC Digital Transmission Mandate.  

      l)    Carpet cleaning:  The Board approved carpet cleaning of all hallway carpeting by Stanley Steamer.  The Board requested that the work should be completed within the next two weeks.  

      m)  Parking lot cracks:  Linda Romolo recommended that the board consider a complete repaving ofd the parking lot next spring.  Boynton volunteered to work with the super and oversee patching of the current cracks to hopefully avoid the need to repave.  

      n)   Compactor chute and compactor semi-annual enzyme cleaning will be approved by email once Linda provides bids.  

6)   Landscaping Committee Report:  

      a)   Flower planting: On the weekend of 10/12/08, flowers for the front area pots and a variety of flower bulbs were purchased by Boynton and Civitano.  Civitano planted the pots and a group of volunteers (Anna Civitano, Stacey Cohen, Marjorie Cannon, Natalie Hendrix and Aida Talaid) were recruited by Civitano to plant the bulbs on 10/13/08 and the following weekend.  In Civitano’s absence, Cohen reported that Civitano will be purchasing additional bulbs and another planting session will be scheduled.  

      b)   Bulbs were only planted within one foot of curb, so that shrubbery can be planted in the spring/summer with disturbing the bulbs.  

      c)   Landscaping contract:  Cohen recommended that the board approve an extension of Gary’s Landscaping contract for one additional year if the price can be held at its current level.  

7)   New Business:  

      a)   The board set a meeting date of 11/05/08 at 7:30 p.m. to review details for the upcoming annual meeting scheduled for November 12, 2008 at 7:30 p.m.  

      b)   The annual December Holiday party was scheduled for Wednesday 12/10/08.  

      c)   The Board approved Christmas bonuses for the building super, weekend super, and NYC Sanitation crews.  

The meeting adjourned at approximately 10:00 p.m.  

Minutes submitted by Robert Boynton, Secretary