Minutes of the Regular Meeting of The Board of

Minutes of the Regular Meeting
of
The Board of Directors
April 23, 2012
The Regular meeting of the Board of Directors of THE PLAZA ON DEWITT CONDOMINIUM ASSOCIA nON
("the Association") Illinois not-for-profit Corporation was called to order on Monday, April 23, 2012 at 7:00 p.m. in
the Star Room, 260 E. Chestnut Street, Chicago, Illinois pursuant to by-laws.
Dr. Jeffrey Wolszon served as Chairman of the meeting.
The Chairman, noting that a quorum was present, called the meeting to order at 7:00 P.M. The following Board
members were present:
Dr. Jeffrey Wolszon, President
. Mr. Gordon Addington, Treasurer
Mrs. Deborah Simon, Secretary
Ms. Barbara Meyers, Director
Mr. James Stacey, Director
Also present at the meeting were Natalie Blackmon, Property Manager, Dean Lerner, Executive Vice President of
Sudler Property Management, and Patricia Santos, Assistant Property Manager.
Those not present: Mr. John Janecek, Dr. William Knight, Mrs. June Smith
APPRO VAL OF THE MINUTES
The Chairman called for review and discussion ofthe Minutes of the Regular Meeting of the Board of Directors held
on March 26, 2012. Mr. James Stacey moved to accept the minutes, seconded by Mr. Gordon Addington and
unanimously carried.
.
1.) RESOLVED, to approve the Minutes of the Regular Meeting of the Board of Directors held
on March 26, 2012 as written.
PRESIDENT'S
REPORT
OPEN SESSION
COMMITTEE
REPORTS
FINANCE COMMITTEE
Mr. Gordon Addington, Treasurer, read the Finance Committee Report: Statement of Revenue & Expenses as of
March 31, 2012.
Revenue: Operating Income: Actual $237,932 Budget $233;012. Variance: Over Budget $.4,920 Reason: Unit
charges. Expenses: Operating Expenses: Actual $206,358 Budget $2 I 9,721. Variance: Under Budget $13,363
Reason: salaries; utilities; contract services & insurance. Cash in Bank: $303,059 Investment-Northern Trust:
$517,438; Reserve-Northern Trust $783,632, Washington Bank 2 CD's $201,324; Total $1,806,454.
260 EAST CHESTNUT STREET
CHICAGO ILLINOIS 60611
943-4422
ACTION ITEMS
1. Appointment
of New Board Member - The Board of Directors appointed Ms. Mary Wasmer to serve as
Director through the next election date in January 2013 pending verification of ownership, which has been
confirmed. Mrs. Deborah Simon moved to approve the appointment of Ms. Mary Wasmer as Board of
Director, seconded by Ms. Barbara Meyers and unanimously carried.
1.) RESOLVED, to approve the appointment of Ms. Mary Wasmer as Director through next
election date in January 2013.
2.
22.1 Disclosure-The Board was provided with a 22.1 Disclosure. Mrs. Deborah Simon moved to approve
the 22.1 Disclosure as presented, seconded by Ms. Barbara Meyers and unanimously carried.
2.) RESOLVED, to approve the 22.1 Disclosure as presented.
3.
Approval of Nyborg Audit Services Agreement - For their review, the Board was provided with a 3 year
proposal from Nyborg for auditing the Association's financials for fiscal years 2012 through 2014 and
performing election tabulation services.
Nyborg Quote:
Audit
Election Tabulation
2012
$6,000
$900
2013
$6,000
$900
2014
$6,000
$900
The $6,000 quote is an increase of $1 00 over the current contract.
Current budget: $6,825.
Management recommends contracting with Nyborg and Company for a
3-year engagement.
Mrs. Deborah Simon moved to approve the 3 year contract with Nyborg & Company for Auditing of the
Association's financials through 2014, seconded by Mr. Gordon Addington and unanimously carried.
3.) RESOLVED, to approve the 3 year contract with Nyborg & Company for Auditing of the
Association's
4.
financials through 2014.
Approval of Titan Security for Alarm Monitoring - For their review, the Board was provided with
proposals from Titan and NetVoiceNow for the installation of a new alarm system. The Association has
maintained a security service agreement with Maximum Security Systems since May 25,2005, for monthly
monitoring services. This agreement provides for the monitoring of stationary panic alarm buttons in the
management office and at the front desk. The agreement with Maximum Security expires on May 24,
2012. The Association has already provided the contractor with the appropriate 30 days written notification
that the agreement would not be automatically renewed. There are no penalties for early termination. The
contractor will contact the Association around the expiration date to remove their equipment, should the
Board choose not to renew the agreement.
In October 2011, management met with Maximum Security to
review the contract terms and test the system. At that time, we learned that the monitoring system was no
longer working and has not worked since 2009 after the fire. Maximum suspects the disconnection was
due to the removal of our telephone connection to the system. This service requires a dedicated phone line.
Without a telephone connection, no signals will be transmitted, resulting in no police response in case of
emergency. As opposed to maintaining the agreement with Maximum Security, management recommends
the Board consider security monitoring service with Titan. In order to install the monitoring system, Titan
wi11need to work with our phone service provider NetVoiceNow to install a dedicated phone line. Titan
proposes installing two portable, hand-held, wireless alarms. For this service, there's an installation fee and
monthly fee from both vendors.
Vendor/Service
Installation
Fee
Titan
2 Wireless Alarms
(includes install & materials excludes tax & freight)
$893.l8
Titan Monthly Monitoring Service Fee
NetVoice Now
Installation of dedicated phone line (usage will be
Billed at $.04 cents per minute)
Total Cost
Monthly
Fee
$29
$52.50
$30
$945.68
$59
Mrs. Barb Meyers moved to approve Titan and Net Voice Now for monitoring of stationary panic alarm
buttons in the management office and at the front desk, seconded by Mr. James Stacey and unanimously
carried.
4.) RESOLVED, to approve Titan and Net Voice Now for monitoring of stationary panic alarm
buttons in the management office and at the front desk, seconded by Mr. James Stacey and
unanimously carried.
INFORMATIONAL
ITEMS
1.) American Wireless Broadband
- Included for the Board's review is an American Wireless Broadband
proposal for High Speed Internet Services. This is for informational purposes only. If the Board is interested
in pursuing bulk internet services we should discuss this matter.
2.) Deck Flooring Update - We are waiting for quotes from Klein & Hoffman and KGH to provide an analysis of
the sundeck.
3.} Status of Door Closures - Management and engineering met with Industrial Door regarding the next steps for
doors that were found to be non-compliant in preparation for the city inspection. Here are the details:
Industrial Door will replace one hinge on (approximately 190 doors). If any of the doors noted are new from
the fire then they will be adjusted. The new hinges come with a one year warranty should anything go wrong
with the hinge. Repairs to any of the doors that were noted as not working properly will only increase the
likelihood that the existing hinge may break so replacement is the best option. The approximate cost for the
replacement of the hinges is $80 to $100 per door and the total cost for the project is $18,800, all of which will
be billed back to the owners. The project will take approximately (2) weeks and we will need to secure one
staff person for security. We would like to begin the work on Friday, April 30th. The proposal was included
for the Board's review.
4.) 2012 Fire Alarm Testing Results - The Fire Alarm Testing was performed on April 1lth and April 12th (an
evening test was performed on April 12th at 5pm). ISS noted a few minor repairs which are being addressed by
management. We received feedback from approximately 13 residents and based on those comments, the
majority of the units were re-tested. ISS has advised us that their floor-by-floor inspection of the audible
speakers was successful. ISS, however, has agreed to perform a second audible test (at no charge) when they
are onsite on Thursday, April 18th performing the installation of the elevator speakers since we received some
comments after the due date. The test will be performed between 11:OOamand 11:30am.
5.} Life Safety Elevator Speakers Update - As approved by the Board at March board meeting ISS will be
th
installing one-way life safety speakers in each of the six elevators on Thursday, April 18 .
6.) Proposed Rule Changes Update - A final draft of the Rules and Regulations was distributed to the Board at
the March 26,2012 Board meeting.
The only item pending is for the Board to define service person.
7.) Smoke/Odor Complaints - Management is working with various engineering firms to try to identify the issues
in the building with the smoke/odor complaints.
8.) Blue Star Energy - In an effort to provide energy savings to our building, a representative of Blue Star Energy
visited our building to study our current systems and assess our energy needs. Based on the audit, they propose
the following:
Install new lighting systems resulting in a savings of 40% to 60%.
Install lighting controls (sensors) that provide illumination as needed reducing usage by 30% to 60%.
Install modern lighting systems that meet federally mandated efficiency standards. New system warranties
mean no maintenance for more than 3 years.
Installing HVAC controls that optimize efficiency and usage (realizing 15% to 30% in energy savings).
Install Variable Frequency Drives (VFD's) to match motor performance to the required workload resulting
in 30% to 90% less electricity use. By implementing the above items, it is expected that the building
would reduce its energy consumption by 73%. The positive cash flow after 10 years will be $335,846
which is money we would be spending on the current lighting utility bills. The total cost for the project is
$24,989 and the payback would be less than a year. If the Board is interested, Blue Star Energy would be
more than happy to give a brief presentation at our next Board meeting.
9.) NATO Staff Training - In preparation ofthe NATO summit that will be held in Chicago on May
SEIU Local 1 will provide on-site training to our staff specific to NATO on May 3rd.
zo" and
21St,
10.) GenerallPreventative
maintenance update
•
Fujitec replaced hoist motor in WLR elevator
•
Industrial Door performed repairs to the revolving door and installed crawl space door
•
Fox Valley performed repairs to garage sprinkler heads and installed appropriate signage on all fire
sprinkler valves
•
Fettes, Love & Sieben performed the quarterly rodding of main drain lines
•
HOH Water Technology serviced cooling tower per agreement
th
•
MPD Construction performed repairs to wallpaper in the 35 floor corridor by units 3501 and 3502.
•
All City Environmental cleaned the building's waste basins and rodded overhead sink lines and floor
drains.
•
Metron cleaned the carpeting in the fitness room
•
Fettes Love & Sieben performed repairs to pump room basin
•
Muellermist Irrigation turned on the lawn sprinkler system
•
Steamatic assisted with leak clean-up in units 3707, 3705 and 3607
•
Northshore Glass replaced a broken window in unit 4001 and installed new plastic moldings in the
bedroom window of unit 3603.
11.) Contracts - The Board was provided with a list of the Association's
insurance expiration dates.
contracts with the terms, cost, and
12.) Statistics for the month
•
Work orders
67 - Charged back to the owners
19 - No charges
2- Water shutdowns
Total work orders completed from 3/15/12 through 4/15/12- 86
•
Sales and leases
Move-ins: 2
Move-outs: 3
Parties: 1
•
Elevator callback report - The Board was provided with Fujitec elevator reports
for the period of311 6/12 - 4/16112.
•
Construction work in the units - The Board was provided with an updated chart
for Construction Work in the units.
13.) Homeowners' issues /concerns
The Board entered into an Executive Session to discuss Homeowners'
Violations of Condominium Rules regarding the following Units:
•
•
•
•
•
•
issues/concerns relating to
Unit 3103-Construction
Violation Hearing-request
for hearing
Unit 21 07-Fitness Center Violation-Notice to Owners
Unit 21 07-Fitness Center Violation-Response from Resident
Residents of the zo" Floor- Notice of Smoke Complaints
Unit 2404-Hearing Follow-up-Party Room Violation
Units 3205/3203-Request to Board-Consideration of Com cast Cable Service
14.) Inspection Report - The Board was provided a copy of the property inspection report for April 2012.
CLOSED SESSION DISCUSSIONS
Mr. Gordon Addington
a motion
Association's
Declaration
and/or
unanimously carried.
to enter into closed session to consider alleged violations
of the
rules. The motion was seconded
by Mrs. Deborah
Simon and
RESUMPTION
OF OPEN SESSION
After completion
of the closed session discussions,
the Board reconvened
in open session.
Mrs. Deborah Simon made a motion to (1) fine Unit 3103 for two separate construction
violations,
(2)
issue Unit 2107 a $25 Fitness Center reinstatement
fee, (3) enforce Unit 3806 to install required subflooring or install wall-to-wall carpeting.
The motion was seconded by Mr. James Stacey unanimously
carried.
ADJOURNMENT
There being no further business before the Board, the meeting was adjourned at 8:30 p.m.