Tilton Bernstein Management, Inc.

KALORAMA PLACE CONDOMINIUM

Home Owner's Association Board Meeting
May 5, 2010 at 1915 Belmont Rd., NW #76

The meeting commenced at 7:45 pm. In attendance were HOA President Greg Walters, Secretary Mark Robbins, Treasurer Price Roe (via telephone), and Tilton-Bernstein (TB) property manager Phil Dunn.

Greg Walters circulated three property contract proposals: one from Denchfield Landscaping and Nursery, Inc. and two from Derick Lighting Solutions.

Issues raised by Phil Dunn:

  1. Estimated complex roofing damage as a result of the 2009-2010 winter storms is $10,200. This includes gutter repair but does not include possible resulting damage for which the HOA would be responsible inside individual residential units. The damages have been submitted by TB to the complex insurer, but we await an adjustment/estimate.
  2. The clearing of the fallen trees and shrubbery on the north line of the property has revealed a chain link fence in disrepair. He recommended that the fence be removed and considering possible legal liabilities of not having a fence, the Board agreed to have proposals for a replacement to be solicited for review. A question was raised by Mark Robbins as to whether the property to the north of Kalorama Place might share the cost of a fence separating the two properties. It was also noted that there are two areas where rubbish is collecting. It is believed that one area is on Kalorama Place property and the other is on the property directly to the north of Kalorama Place.
  3. The contractor continues to work on the sealant refurbishment work around the complex. There is an outstanding bill for $30,000. Greg Walters moved and the Board approved an offer of 2/3 payment, with the rest to be paid to the contractor upon completion of the work. These funds will come from the HOA reserves as a capital improvement payment. It was noted that there is still significant leakage into the north garage. The leakage situation in the south garage seems to have improved in the past year.
  4. The HOA budget ran a $20,000 deficit for the first quarter of 2010, owing almost exclusively to the cost of excess snow removal. While this leaves the annual budget with not much room for future unanticipated problems, TB believes there is adequate cash flow to cover normal remaining annual expenses and make up the deficit.

Issues raised by Greg Walters:

  1. The Denchfield Landscaping contract proposal for $4,046 is dated September 21, 2009 and does not include any landscaping restoration from the winter storms, especially along the north property line. The Board approved bringing them back out for a reassessment of what needs to be done and recommendations for appropriate plantings along the north property line.
  2. The Derick Lighting Solutions proposal for complex lighting fixture upgrades, dated March 24, 2010, is for $11,677.66 and estimates a PEPCO rebate of $3,180 with an annual savings of $8,695.50 in utility charges. The overall scope of work includes replacing existing exit signs around the property with energy efficient exit signs that use LED lighting; replacing fluorescent light fixtures in both parking garages and 3 garbage rooms with newer T8 fluorescent light fixtures that are more energy efficient and produce the same amount of light; and installing occupancy sensor light switches in the 3 garbage rooms. With rebates and savings in electricity use this project pays for itself in 12-18 months.
  3. The Derick Lighting Solutions proposal for lighting occupancy sensors in the two common garages, dated March 24, 2010, is for $10,887.50 and estimates a PEPCO rebate of $1,675 with an annual savings of $6,854.25 in utility charges. The scope of the work includes modifying the existing lighting system in both common garages to turn off approximately 80% of the lighting during periods when the garages are not occupied. As currently planned, motion at the garage entrance points will trigger the lights turning on and staying on for a predetermined amount of time. The existing circuit of emergency fluorescent lights will remain separate from the circuits with occupancy sensors so that approx. 20% of the lights will remain on 24/7 for safety purposes. Both garages have existing battery operated emergency lights throughout that are activated automatically during a power outage. Phil Dunn discussed earlier estimates he had received from another contract vendor and the Derick proposals appear competitive and better thought out. However, the Board wants Derick to refine its sensor proposals better describing what the options are and how they would work given the layout of the two garages. It was also suggested that by combining the two Derick contract proposals into one, the HOA might get an aggregate savings in cost.

Issues raised by Mark Robbins:

  1. Kalorama Place residents have complained about missing copper gutter drain piping at the corner of Belmont and 19th. It was noted that all street facing drain piping is copper while that along the garage allies is aluminum. The Board recommended that TB circulate a warning to all residents to watch for theft of copper piping.

The meeting adjourned at 9:10 pm.