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MICA CONDOMINIUM ASSOCIATION MINUTES OF THE BOARD OF DIRECTORS MEETING Virtual Meeting April 27, 2021
I. BOARD OF DIRECTORS PRESENT Brian Beddow, President Loretta Reinersmann, Vice President Jesse Clarke, Treasurer Lawrence Glass, Secretary Drew Wynn, Member-at-Large
II. OTHERS IN ATTENDANCE Kwame Yiadom, Community Manager; Crystal Hovermale, On-Site Manager; Lisa Friel, Assistant Community Manager; Lawan Trent, Minutes Recorder
III. CALL TO ORDER Mr. Beddow called to order April 27, 2021, MICA Condominium Association Board of Directors (Board) meeting at 7:01 p.m., noting the presence of a quorum.
IV. APPROVAL OF MEETING AGENDA The Board approved April 27, 2021, Board of Directors Meeting agenda as presented by a vote of 4-0-1 (Mr. Wynn abstained).
V. APPROVAL OF MEETING MINUTES The March 2021 meeting minutes were approved By a vote of 4-0-1 (Mr. Wynn abstained).
VI. TREASURER’S REPORT No Abaris Realty treasurer’s report was available at the time of the meeting.
VII. COMMITTEE REPORTS Landscape Committee –. Susan Fischer reported that the Landscape Committee requested Board approval for a budget of $3,000 to be reallocated to the Outdoor Furniture Committee. The Board approved the allocation of $3,000 for outdoor furniture by a vote of 5-0-0.
Management met with a representative of Level Green regarding the shrubs. The landscapers recommended four (4) kinds of shrubs and submitted a proposal. The proposal stated that a one-year warranty on the shrubs was contingent upon the Association agreeing to a watering plan. The Committee discussed their concerns about the costs with Level Green, and it was recommended that a soaker hose be used
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to water the shrubs instead. The Board decided that the issue should be discussed further.
The Committee asked Level Green for pricing for a ledge to keep the mulch in the mulch bed. The Committee is waiting for the proposal.
Ad-Hoc Outdoor Furniture Committee – Elena Hunley provided a suggested table- and-chairs combination that requires installation by the association or a contractor and may interfere with the water barrier under the concrete. The Board referred the matter to Management for further research.
Architectural Review Board – Nothing to Report
Communications Committee – Julie Miller thanked the Environmental Committee for the Earth Day Potluck. Julie will be reach out to Crystal to make sure the contact for the new management company is updated on all documents and discuss the best use of the electronic board in the lobby.
Environmental Committee – Veronica reported that the electronics recycling bin is in place in the laundry room. There is a list of items that can be recycled nearby and in the elevators.
Finance Committee – The committee has requested information regarding past contracts from management. The Board consented to the release of appropriate information.
Social Committee – Carrie Feldman successful event with the Bun’d Up Food Truck and the Committee received positive feedback from the community. Information for two other events scheduled for April will be given to Crystal. One event will feature Dangerously Delicious Pies, and the other will feature Silver Branch.
VIII. ENGINEER’S REPORT
Engineers Report – Management relayed the engineer’s report, including an investigation of a sulfur smell in the upper garage. This was located to the building telephony room, but not specifically identified. Management will work with the engineer on securing Fios cables in the hallways. Further discussion was tabled to Executive session.
IX. MANAGEMENT REPORT Reserve Study – Management determined that the property has many opportunities for energy savings. The reserve study shows several pieces of mechanical equipment due to be replaced this year, for which management will provide a plan to the Board.
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Contracts and Renewals – Management was reviewing the Associations’ contracts and reached out to all vendors requesting copies of existing contracts, W2s, and insurance information. Management explained Abaris Realty’s vendor screening process, Vive, which ensures each vendor has the required amount of liability insurance. Management requested input from the Board to “fill in the gaps” for contract information.
Financial Statement – The Abaris financial statements will begin in April. The 2019 audit was completed by UHY and accepted by the Board at a previous meeting. Management reported that the 2020 audit is currently under review and that the Association should have the 2020 audit in the next few weeks. Ms. Reinersmann pointed out to management that previous years’ billing to Rock Creek Springs needs to be settled. Management will follow up at the next meeting regarding the pool.
Roof Inspection – The roof was inspected, and minor repairs were done that totaled $1,900.00. Abaris would like to incorporate a roof inspection into the management plan at least two times a year.
Energy Savings – Management reached out to The Green Bank; an unofficial energy audit was approved for the Association, which will be paid for by the Bank. Management reached out to three different energy expert companies for proposals. All three (3) companies will be walking the property within the next few weeks to determine the cost of the energy audit, which again will be paid for by The Green Bank.
Clean Advantage – Management has received a proposal from Clean Advantage for power washing the garage and the laundry room. Management does not believe the Association should move forward with these projects suggesting that they can be done by the building engineer. Ms. Reinersmann mentioned that these projects were done by the building engineer in the past. Management will not move forward with the proposals.
Pool Opening – Management met with the pool company to discuss the COVID protocols and status of preparations for the 2021 season. After discussion, the Association agreed to move forward with opening the pool; using a scheduling application to sign-in guests; separate entrance and separate exit, not providing furniture, and making sure waivers are signed. Management will determine how to work that out and get back to the Board. The Board agreed by unanimous consent to move forward with preparations to open the pool for 2021.
The Engineer will review needed repairs and replacements and provide to Management a list of what can be done in-house. The remainder will be contracted with Continental Pools.
HVAC – Management received a proposal from Noyse Air Conditioning to replace rooftop exhaust fans totaling $17,00.00. Management would like to investigate closer
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to determine they really need to be replaced or repaired and report to the Board. Management is seeking a new HVAC maintenance agreement.
Garage/Loading Dock Repairs - Management met with ETC this month and reviewed a number of structural issues in the garage that are still in need of repair.
Water Riser Isolation Valve Repairs - Management mentioned that the valve work was completed on schedule.
Management Company Transition – Barkin has been helpful during the transition. Paper files are in Crystal’s office, and according to Barkin, they have submitted everything. Management will reach out if anything is missing. Management and the Board discussed the disposition of Association funds and the process for payment to vendors.
X. ON-SITE MANAGER’S REPORT The transition from Heat to Air – Crystal reported that the Association would be transitioning from heat to air condition on Thursday. Crystal will follow up with Jerome to confirm that the heat had already been turned off and that the transition will occur on Thursday, April 29, 2021.
Gas Leak - Washington Gas has fixed a leak that was discovered and will return to repair the asphalt of the front driveway.
Garage Door – The garage door was off the track. Management believes that someone may have hit the car from the side. Repairs were within Management authority and completed.
Parking Spaces and Storage Units – Management is completing an audit of parking spaces and storage units.
Concierge Plus – The building manager is undergoing training on Concierge Plus and updating Association information.
Hoses – Management proposed purchasing spools for the hoses used for the community garden plots on either side of the building. The purchase is within Management authority.
Fobs and Door Codes – Management is performing an audit of existing fobs and codes for the building doors and requested authority to remove some access codes provided to individuals. The Board gave Unanimous Consent to updating the door codes.
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Pest Control – The pest control company will continue the regular floor-by-floor treatments. Fourteen units can be serviced during a visit. Mr. Beddow mentioned that several people are opting out of the pest control services because technicians are just showing up at residents’ doors. Management is posting notices for pest control on the monitor and on the floor each week and sending multiple notices not just to the floor being serviced but to the whole building.
Leaks – Management was notified of three leaks; one in a storage unit, and one in a unit, and the other coming from a window that has been happening for some time. Valcourt submitted a proposal to address the leaks at $1,850.00 per day for two days; The Board discussed the cost and timeline and approved the proposed contract by a vote of 5-0-0.
Wi-Fi Access – Residents were asking for the Wi-Fi password that services the Manager’s office. Concluding that the office internet access is for use by the Manager and that public use might interfere with that function, the Board directed management to withhold access.
Moving Trucks – Crystal suggested moving trucks could park in the driveway and use their dollies to move items. The Board discussed the options but decided that the procedure should remain at Management discretion.
Unknown Door – Larry mentioned the door behind the table in the entrance across from the fire panel and questioned what is behind the door and who has the key. Crystal has determined it is the electrical room.
HVAC – included with the energy project. No action or discussion is needed by the Board. Security Cameras – Management provided a proposed contract with Innovative Security Cameras to update the existing cameras, DVR, and monitor, as well as install two additional cameras covering both the upper and lower garages. The Board approved the proposed contract by a vote of 5-0-0. ● Loretta asked if the Association was acting on the roofer Team Chateau. Crystal responded that they did move on to the recommendations, which were $1,900.00. Board Meeting Schedule for 2021 – Board Meetings will be held on the last Tuesday of the month at 7:00 PM Eastern Time.
XI. OPEN FORUM Carolyn Wilson – Carolyn requested permission to use funds to purchase hose rails to make the property look neater. Janet mentioned the pricing is $40.00 for each hose rail. Permission was granted to move forward.
Susan Fischer – Susan requested that documents such as the reserve study, meeting minutes, and financial statements be posted to Concierge Plus. She also requested that copies of the 2020 draft audit be sent to the finance committee for collaboration with the Board; no personal information need be included.
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Jason Bunyon – Jason had a question about the lines of communication among owners/residents. Loretta suggested that Jason join the WhatsApp group to share issues with other members. Loretta mentioned that this is something that is outside of Abaris Realty’s purview, and how to sign up is posted in the mailroom. Larry mentioned that the Communications Committee developed a new owner’s guide/book to help navigate through a new environment.
Tatiana – Tatiana asked which documents Crystal needed from owners and if the Board meetings will be on Tuesday? Brian responded yes that Board meetings will be held on the last Tuesday of the month. Loretta responded that Crystal needs the Resident Information Form returned to her. Forms have been placed in the mailroom, on the bulletin boards, and she keeps forms in her office. The form can be sent electronically by emailing Crystal at [email protected].
Lori Ensworth – Regarding the outside furniture, Lori asked the Board to consider the need for shade in the area the furniture will be placed. Lori is also seeking guidance regarding her monthly statement for May. She received a statement showing that she was signed up for Click Pay with a balance she does not owe. Management responded that Abaris had not received all of the correct balances from the previous management company, so Abaris is recommending that owners pay their regular fee, and within the next two months, the balances will be reconciled, and no late fees will be levied. Management did encourage Lori to reach out to the billing department to resolve her billing issue.
Julie Miller– Julie supports opening the pool and wants to offer any support that she and the Communications Committee can give to help with the pool opening.
Sue Ann Unger - Sue Ann supports opening the pool. Also, the homeowner would like some reassurance that the management company has no conflict of interest and claims no monies from the vendors it recommends. Management responded that all we specialize in is a condo, HOA, and cooperative management. Abaris Realty has no financial involvement with any of our vendors.
The homeowner is requesting a cart on the first-floor garage or the mailroom. The homeowner also supports the pool opening. Management mentioned that the Board would have to determine if they want to purchase carts. Brian suggested the issue should be put on a “wish list” so the Board can think about it.
Elaina Hundley – Elaina mentioned that the tables the Committee plans to purchase have umbrella holes; umbrellas will be purchased to provide shade.
Brian Beddow– Brian offered his appreciation to Abaris Realty for a productive first month. Residents have mentioned seeing Crystal all over the building.
XII. ADJOURNMENT
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By unanimous consent, the MICA Condominium Association Board of Directors adjourned April 27, 2021, Board of Directors Meeting at 9:07 PM and convened into Executive Session.