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CORCORAN MEWS CONDOMINIUM ASSOCIATION
Attending:
Board Members Present:
Tim Foley – President
Carmen VarleyVarley – Vice President
Wayne Maffett – Secretary
Salman Anees – At-large
Owners:
Cooper Drangmeister
Kathleen Lynch
Catherine Maffett
Cooper Drangmeister
Andrew Keller
Veronica Lorenzo
Thomas Spiers
David Evans
Michael Davis
Attorney:
Michael McGovern
Property Management–Tilton Bernstein Management:
Cheng Sithole – Property Manager
The meeting was called to order by President Foley at approximately 7:08 PM in the Jewish Community Center, 1529 16th Street, Washington, DC 20009.
President Foley began be welcoming everyone and asking Mr. McGovern to review a few legal definitions, which are unique to condominiums. Mr. McGovern discussed Common Elements (i.e. hallways, doors to hallways, roofs) and Limited Common Elements (i.e. parking spaces, balconies, terraces, doors and windows to owners units) at some length. Focusing on unit doors and windows, Mr. McGovern said these elements can not be altered or changed without the expressed approval of the Board beforehand. Additionally, the street side doors and windows may be subject to DC Zoning and Historic Preservation regulations. President Foley encouraged members with questions about rights and responsibilities to review the CMCA Bylaws and Handbook, which are now on the CMCA website. He said that maintenance costs associated with past unauthorized alterations have had an impact on unit owner assessments.
President's Remarks: Planning and Preparation
Mr. Foley discussed the recently completed and Board approved Reserve Study (copies of the report were handed out at the meeting). This physical plant review is required to be preformed every seven (7) years. The study identifies building and grounds items that require repair or replacement both now and in the years to come. Costs estimates by project and year are outlined in the report. For example the report suggests re-pointing the entire building at a cost of about $36,000. Last year many members reported that building envelop leaks were causing damage in their unit. Consequently over the last several months flashings and sills have been replaced or repaired in an effort to stop the leaks and re-pointing has been completed where needed. Most of the pointing on the condominium dates back to the original construction in 1895 and the President recommended that the Association prepare for a building by building phased re-pointing project. A phased approach can help control the budget by spreading costs over the upcoming years thereby avoiding the need for a special assessment. Mr. Foley indicated he would be consulting with TBM senior management and asking the Board to consider this matter at the next regular meeting.
- Determination of a Quorum
Cheng Sithole (TBM) announced that we had 51% attendance, a Quorum.
- Proof of notice of meeting
Cheng Sithole (TBM) stated that notices were mailed to each property owner in accordance with the CMCA Handbook.
- Reading of the previous meeting Minutes was dispensed with. Tim Foley made a motion to waive the reading of last years meeting minutes. The motion was seconded by Catherine Maffett. The motion held and the reading of the minutes was waived
- Management Report
Mr. Foley introduced Cheng Sithole to the members and thanked him for his hard work on our behalf. Mr. Foley said that TBM exceeds the performance of our previous management company. One significant difference is TBM obtains competitive bids for all major repair and maintenance projects and many of the smaller ones.
Cheng reports the CMCA Treasurer is now discussing the association's Money Market account with Wachovia Bank and is looking at what other banks may be offering. The 2010 gas rate has been locked in at 72 cents per unit. This statement was followed by members discussing the best way to conserve HVAC energy usage. The conclusion was that having the blower on or off probably makes little difference since the building is a single, closed circulation system.
Cheng said the association insurance bond was increased from $25,000 to $50,000 at an annual rate increase of $100. Tim and Jeff are scheduled to meet with TBM senior management to discuss the coming year's HVAC service contract and selection of vendor next week. Tim also mentioned the KPS is no longer monitoring the water system since Association members are usually the first to report problems. This action will save us $1200 annually.
Cheng reported the cost of tree maintenance was more than expected and exceeded the budget. Tim mentioned we regularly receive contributions towards the elm tree pruning from neighbors beside and behind us and the DC Arborist offered to help defray our costs by providing elm disease treatment to the Jackson elm.
Cheng said EV-Airtight recoated the roof of the condominium with the exception of 1756 3A roof area (which was replaced last year) and has begun repairs on the damaged chimney. The Board approved the new deck at 1756 3B, unit door at 1750 B and door replacement at 1754 46B. The members discussed the need for some window replacements and Tim indicated he would like to replace doors and windows on an as needed basis.
Cheng reminded members to send him complaints about dogs barking. Tim stressed that pets are only permitted with the explicit approval of the Board.
- Reports from Officers
Treasurer's Report – Provided by Mr. Foley
The Treasurer, Jeff Hertrick, was unable to attend the meeting. Consequently, Tim provided attendees with copies of the budget and discussed major items within it. For the most part the budget was fairly static this past year. The major expense was associated with the water system repairs. TBM has notified us that next year's property management fee will be not been increased. Following review of our historical spending trends and projected budgetary needs Jeff is recommending a 6% annual association fee increase. Tim explained that there was a time for 7 years in the history of the Association where condo fees had not been increased to fund the reserve adequately. As unbudgeted expenses occurred reserve funds were used to cover the cost. Eventually the reserves were depleted and in an effort to maintain an adequate reserve fund the Board enacted a special assessment this past year.
Salman Anees encouraged all members to thoroughly review the Reserve Study. He said the Board had extensive discussions about the report's findings and recommendation. He believes the document provides good general guidance and can help the Board develop appropriate future budgets. However, the Board need not adhere strictly to methodology outlined in the document. He thinks by staggering repair and maintenance projects over a couple or three years the Board can gradually increase fees and, hopefully, avoid additional special assessments. These remarks were followed by members having a general discussion about the Reserve Study and the fees versus special assessments funding approach. Tom Spiers offered that among his peers (DC and Dupont Circle area real estate agents) CMCA is well respected and has the reputation of being a well managed condominium. Attendees seemed to agree that being a fiscally responsible association is important to all members and protects our individual investment.
With regard to the budget Veronica Lorenzo questioned item 6314, Reserve – Contingency. Cheng said he would ask the TBM Accountant to send an explanation to the Board.
Carmen Varley said she would like to let members know how hard Tim and Jeff work on behalf of the association and thanked them for all of their efforts.
Wayne mentioned that as the Rat Czar the problem may be coming back. Residents have seen more activity in the rear of the building and in the trash cans of the building just west of us. Apparently the rodents have chewed holes in the plastic cans for easy access.
Salman again asked members to look at the Reserve Study, Cash Flow Breakdown Table on page #20. This table clearly identifies the need to adequately fund the association's reserves.
- Election of inspectors of election
Mr. Foley asked for volunteers and Carmen Varley and Tom Spiers agreed to act as inspectors. There was no objection.
- Election of members to the Board of Directors
There were two board seats up for election (seats held by Wayne and Salman). Three candidates declared candidacy (Wayne, Andrea Higginbotham and Kassie Lynch). Wayne and Kassie presented information on their qualifications and desire to serve. Cathy Maffett nominated Andrea since she could not attend the meeting and shared Andrea's qualifications with the group. The secret vote was taken, submitted to the inspectors and tallied. The inspectors reported that Wayne Maffett and Andrea Higginbotham were elected for a two-year term. Tim offered congratulations and welcome on behalf of the Association.
- Unfinished Business
Tim reported that there was no unfinished business from last year. Andrew Keller interjected that he still required interior plaster repairs to his unit from water damage, but that he had not been able to schedule time for the repairs due to other commitments.
- New Business
With regard to the rat problem Tim said some years ago there was a coalition of Corcoran St. and Q St. residents addressing the matter. That effort helped to rid the area of most rats. Tim intends to describe the current situation to our ANC representative and the building owner immediately to west of us and ask for their help.
Kassie said she would like to see locks reinstalled on our dumpsters. She is concerned they will be used by others and dumpster divers will have easy accessibility.
Veronica said she has seen rats in the dumpster owned by the association behind us.
Michael said the vestibule in his area needs repairs and painting.
David would like to install a washer and dryer and build addition storage space. Tim indicated only the washer/dryer needs Board approval. Additionally, David says his drip pan is collecting water. Tim replied pans are owner's responsibility.
Andrew said the ledge under his window shows a large amount of rust. He was asked to notify Cheng and ask him to address the matter.
Salman thanked the Board members for their service and wished the very best in the future.
Tom described the recently installed fire egress system he has added on the steel bars covering one window and suggested the Board may want to consider installation throughout the complex. He will send the Board an email providing more description and details. He also mentioned as a landlord he is required to have a Basic Business License and thinks the Board should consider notifying others who rent their unit of the requirement.
Motion to adjourn the meeting at approximately 8:45PM:
Motion By: Tim Foley
Second By: Wayne Maffett
Vote: unanimous
Submitted by:
Wayne Maffett
CMCA Secretary
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