Tilton Bernstein Management, Inc.

CORCORAN MEWS CONDOMINIUM ASSOCIATION

Board Meeting
June 3, 2009

Attending:
Board Members Present:
Tim Foley – President
Carmen Varley – Vice-President
Jeff Hertrick – Treasurer
Wayne Maffett – Secretary
Salman Anees

Property Management–Tilton Bernstein Management:
Cheng Sithole – Property Manager (202-232-5247 ext. 21)

The meeting was called to order by President Tim Foley at approximately 6:45 PM in 1754 Corcoran Street, 50B Washington, DC 20009 (Secretary's residence).

  1. Door Installation

    During a teleconference call the owner of 1750B reviewed the installation of a new full-light front door to his unit with the Board. The Board then reviewed and discussed all pertinent policies, rules and guidelines pertaining to doors leading into individual units. Consequently, by motion, the Board adopted the following policy:

    A motion to approve full light, fire rated front doors as acceptable replacements to the existing solid core doors in units 1750A, 1750B, 1756 1/2A and 1756 1/2B. The Board considers the entry configuration of the two locations as unique and therefore limits the full light replacement doors to these areas.

    Motion by: Salman Anees
    Second by: Carmen Varley
    Vote: 4-1-0

  2. Repair & Replacement Reserve Study

    Mr. Grimes reviewed the February 23, 2009 draft Study. He discussed the methodology utilized in preparation of the document. The Study includes projected replacement and repair costs and funds needed to meet future expenses. Mr. Grimes asked the Board to provide him with feedback and revisions. Board members agreed to send their comments to Tim by June 12, 2009. Tim will review the information and forward to Mr. Grimes for inclusion in the final draft.

  3. Management Report
    • Final annual audit has been completed.
    • 1756 3A has requested approval to replace the deck. Cheng will ask the structural engineer to review the request and provide comments.
    • 1752 3B repairs have been completed.
    • 1752 3A now testing for leaks around the flashing.
    • 1752 3A no leaks found but caulking is needed under the windows. Cheng will cause this repair to be done.
    • Contractor cleaned the roof top area and removed some debris from near the mechanical room.
    • Gas lamp posts at the rear of the Mews were painted.
    • The final roof top deck invoice for 1756 3B has been received
    • Gutters are schedule for cleaning next week.
  4. Directives
    1. Tim asked Cheng to prepare a plan of action to correct the items listed in the Reserve Study, Inspection Observation section by June 12, 2009. The plan will include cost estimates for those items that cannot be immediately remedied by simple maintenance. See below list.

      INSPECTION Observations

      1. It was noted that the fire bells are painted. This is a code violation. Although the condition does not require to be rectified, in the future these should not be painted and when replaced they should be maintained unpainted.
      2. Some of the addresses are unclear on the interior units. This presents a hazardous condition when emergency response is needed, such as police, fire, or ambulance. We recommend the interior unit addresses be clearly marked on each door.
      3. The exit light at 1752 first level is not operating. The light should be checked and put back into proper order as required.
      4. At the rear of 52R entry, the concrete walk is raised and presents a trip hazard. We recommend this section of walk be replaced as needed.
      5. At the porch entry of 1756 there are previous damages which require additional repair and the railing system is not properly bolted to the wall. We recommend the concrete be repaired as needed and the rail system be bolted as required.
      6. In building 1748, outside of unit #2B, the electrical outlet in the hallway is broken. We recommend this be replaced.
      7. Several of the entry doors are not properly sealed. We recommend that weatherproofing be installed on the door entries as required.
      8. During our review we noted that the cooling tower has not been properly cleaned and is not prepared for the air conditioning season. We recommend this be properly cleaned as needed.
      9. In reviewing the roof system on the buildings, one section is being replaced at this time. However, the metal roof systems require maintenance. We noted openings around the access hatch leading to the roof area, flashing around vents require to be resealed as needed, and one of the vent caps is missing. In some areas we noted that the metal roofs are beginning to deteriorate. We recommend full roof maintenance on the property.
      10. In addition to performing proper maintenance on the roof, there are some areas of the front metal roof that have been patched with tape. This is an inappropriate material for repairs. Professional roofers should be used to make repairs to the roof system as required.
      11. We noted that some of the gutters have deteriorated and these have also been patched with tape. The gutters can be lined with roofing material or replaced, but patching with tape is well below industry standard and will not properly last.
      12. As the mechanical room is located in the roof penthouse and access is regularly required, consideration should be given to installing a Bilco Door to the access roof hatch. This presents a safe and more reliable entry without causing damage to the roof system.
      13. At 1748 #2A water damage has occurred. In reviewing the exterior it was noted that the pointing has failed. There are some areas above this unit that require roof maintenance and the downspouts should be fully checked to ensure that the downspout is properly operating.
      14. On the exterior of the boiler room, the brick is badly cracked. This indicates movement which may have occurred during thermal change condition. We recommend grouting the crack and monitoring in the future. Should the crack open again a structural engineer should evaluate the requirement for stabilizing bars.
      15. The chimney cap is cracked and damaged. We recommend that a new wash cap be installed at the top of the chimney.
      16. The door leading to the boiler room is badly oxidized and has bad hinges. Consideration should be given to replacing the door or completely refinishing the door by removing oxidation and applying two coats of metal paint and replacement of the hinges.
    2. Tim asked Cheng to obtain a cost estimate to remove the branch now hanging over the garage across the alley from 1754 48R.
  5. Treasurer's Report

    Jeff reports:

    • There is no recommendation for fee increases at this time. Any recommendation will take into account the Reserve Study Final Draft.
    • As of April 30, 2009 the association finances were $1500 over budget.
  6. Old Business
    • The Board reviewed and discussed the service contract proposals submitted by Noyes Service and Complete Building Services (CBS). A motion was made to accept the CBS proposal, effective immediately following the completion of two repairs now scheduled by Noyes.

      Motion by: Jeff Hertrick
      Second by: Wayne Maffett
      Vote: 5-0-0

    • Cheng will obtain estimates to build a plant bed area where the junk tree once stood.
    • Cheng will follow up with the DC Arborist on his offer to help with the pruning and treatment of the Jackson Elm.
    • Cheng reports he is waiting on the balcony repair report on 1752 3A.
    • Cheng reports 1752 3B balcony inspection/repair was completed and approved
  7. New Business
    • 1750 B Door Installation is discussed in item #1 above.
    • The Board reviewed and discussed at some length the policy controlling LCE responsibility and repair.
    • The cooling tower replacement was discussed; however, the reserve study engineer advised that there were a few more years of serviceable life and recommended cleaning the unit in the fall.
    • The mechanical room floor condition was discussed and deemed satisfactory. The perimeter of the floor had been sealed with caulking.
    • Parking lot numbers will be painted by Bob. He recently obtained stencils.

Motion to adjourn the meeting at approximately 9:49PM:
Motion By: Tim Foley
Second By: Wayne Maffett
Vote: 5-0-0 Board

Submitted by:
Wayne Maffett
CMCA Secretary