888 Condo Association 2015 Annual Meeting April 12, 2015

Transcription

1 888 Condo Association 2015 Annual Meeting April 12, Condo Association Aaron Monaco, Senior Property Manager George Marshall, President Mark Swisher, Vice President Gary Slimak, Secretary Jason Wong, Treasurer Lori Harrison, Member-at-Large 1

2 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 2

3 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting (quorum = 66 homeowners) 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 3

4 Proof of Notice of Meeting Invitations, Notices and Quorum Proxies were mailed to all homeowners within the prescribed window (> 5 but < 10 days prior to meeting) Solicitations for letters of intent requested before April 10,

5 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 5

6 888 Condo Association Board Membership Service terms are April to April Elections are held at Annual Meeting according to Association protocols Appointments to fill vacancies may be made at any time at Board s discretion Current Officer Member A Member B Member C Member D Member E (P) (VP) (T) (S) (MAL) George Marshall 2012 Last year, previous term Mark Swisher Jason Wong Last year, previous term Nancy Slimak Nancy Slimak Elected Lori Harrison 2013 Marshall Elected Appointed to replace Marshall Wong Elected Mid-term Appointed to replace McCarthy 2014 Mid-term Swisher retained Mid-term G. Slimak replaces N. Slimak for final year of term 2015 Final year Mid-term Final year Lenore Clarke elected Harrison Retained Mid-term 2016 To Be Elected 2016 Final year To Be Elected 2016 Final year 2017 To Be Elected 2017 To Be Elected 2017

7 Names on Ballot One Director to be Elected Lenore Clarke Peter Wien Additional name(s) from the floor? None Results: Lenore Clarke elected 7

8 Proxies given to The Board Assigned to Board and not a specific Board member Distribution: One proxy: given to Member-at-Large Two proxies: as above, plus Secretary Three proxies: as above, plus Treasurer Four proxies: as above, plus Vice President Five proxies: as above, plus President More than 5: Process is repeated 8

9 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 9

10 888 Condominium Annual Association Board Meeting Minutes, April 6, 2014 [Pending Approval on 4/12/15] In attendance: George Marshall, Mark Swisher, Jason Wong, Nancy Slimak, Lori Harrison, Aaron Monaco (CAP Representative), Marty Bixler, Manager and Alastair Williams, Asst. Manager I. Call To Order Of Homeowners/Vendors Forum George Marshall called the meeting to order at 2:00 p.m. Twenty eight owners were present for this meeting. II. Roll Call & Certifying of Proxies George announced that we were in the process of determining if the needed number of owners present/proxies receive constituted a quorum in order to proceed with the annual election of officers. Aaron Monaco of CAP Management, working with George and the building managers verified the owners present and the proxies received. The subsequently announced that a quorum was established. III. Proof of Notice of Meeting Notices announcing the Annual Meeting and Election of Officers of the 888 Condominium Association were properly posted at both 888 Logan and 855 Pennsylvania. The notices, proxies and letters-of-intent from candidates were sent to all owners. Three positions will be filled in this election. The candidates are: Lori Harrison, Mark Swisher, Peter Wien and Gary Slimak. IV. Election of Directors George asked each candidate to speak briefly about themselves and their desire to act as a Board member for the Association. 10

11 All candidates were cordial and highlighted their background and the fit they would bring to the Association. Questions were minimal and all candidates thanked those in attendance and welcomed their support. V. Reading of Minutes of Preceding Meeting Copies of the 2013 Annual Meeting were available on hard copy for anyone wishing to read/review. There were no objections, corrections and revisions. The minutes were accepted as presented. VI. Report of Officers George spoke on behalf of the Board, reporting on accomplishments/changes within the last year. In an effort to stimulate attendance at the monthly meetings, George presented a graph showing attendance is typically less than ten residents. George reminded all that the Board encourages and welcomes attendance. Specific items for 2013 included: -- Denver Fire Department code updates at both 888 Logan and 855 Pennsylvania -- New Reserve Study Completed -- SE balcony repair completed/pool opened on time -- Diagnosis/repair of east fascia & drain installation (thanks to all residents for their indulgence) -- Adoption of weekend office hours -- First 2013 newsletter (thanks to Judy Stalnaker) -- New 9 th Avenue garage door -- Updated Rules & Regulations issued -- New HOA collection policy implemented -- Developed budget within constraints (Reserve study, etc.) -- Board changes (Jack McCarthy resigned and moved to Arizona; Lori Harrison appointed) -- Emergency Evacuation Plan completed and submitted to Denver Fire Department -- Architectural Control Committee created (Mark Swisher [Chair] & Judy Stalnaker) -- Updated electronic directories in the building vestibules -- New linens for guest room & inventory for club room 11

12 VII. Unfinished business Work-in-Progress Standpipe installation, garbage chute sprinklering, new fire panel (OTC) Elevator upgrade pest control program nd floor hall restoration project -- Garage leak containment -- AMS energy efficiency study IP --CAP sustainability proposal for greening of buildings 12

13 VIII. Election Results The newly elected Board members are Lori Harrison, Mark Swisher and Gary Slimak. The Board will meet before the next monthly meeting to determine who fills what position. IX. New Business HOA Forum An issue was raised regarding the improvement of the bike area. The congestion and the (presumably) bikes no longer being used make it extremely difficult to park and remove bikes. After noting the improvements for the Guest room (new linens, inventory), a question was raised regarding the replacement of the mattress as it appears to be beyond its useful life. Complaints were raised about odors on several floors in both buildings. The addition of plug-in deodorizers was offered as a possible solution. A question was raised about the law firm currently representing the 888 Condominium Association and if changes were being considered. 10. Adjournment The next Annual Meeting will be held in April The next regularly scheduled monthly HOA meeting will be held on Tuesday, May 13,

14 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 14

15 Homeowners Present Homeowners Present HOA Meeting Attendance HOA Meeting Attendance Jan 1-Feb 1-Mar 1-Apr 1-May 1-Jun 1-Jul 1-Aug 1-Sep 1-Oct 1-Nov Calander Year 2013 HOA Meeting Attendance Jan 1-Feb 1-Mar 1-Apr 1-May 1-Jun 1-Jul 1-Aug 1-Sep 1-Oct 1-Nov Calander Year Condo Association, 888 Logan & 855 Pennsylvania Streets, Denver, CO

16 Reports of Board Officers Accomplishments Since April 2014 Fire Standpipe, etc. Standpipe water service painted in halls New fire panel outstanding (city permitting process) 888 Condo Assoc Evacuation Plan on Website Plan on practice drills in 2015 Reserve Study New study completed in 2013 (and monthly contribution was raised to $9820) Updated 2014 replacement costs (proposed increase to $14,630) Two 2014 Newsletters (thanks to Judy Stalnaker) Repair began on south facing balconies Platform overwintered Work will finish by mid-may Identified new elevator maintenance company It was then acquired by our old company Finally got new fire key for 855 elevator 16

17 Accomplishments, Cont d All lawns sodded last July Greater understanding of 855 hot water problem Storage tanks will likely be installed Guest room refreshed (84 rental days in 2014) Lockboxes installed at building entries HVAC Contract reviewed (30 year old document) AMS charges outside of HVAC maintenance excessive New HVAC contract with AMI, turnover meeting 4/15/15 Worked with our engineering & waterproofing companies to complete an exhaustive garage study Work will be completed in phases Restoration work will continue on the west side (water damage: fascia and balconies, 11 th & 12 th floors) Car wash repaired 888 Condo Association, 888 Logan & 855 Pennsylvania Streets, Denver, CO

18 Accomplishments, Cont d Energy Initiative kick off (October 2014) Follow on to audits of 888 & 855 in mid-2000s Reducing energy usage is the best way to control upward HOA fee creep Newer, more efficient HVAC equipment a partial solution AMI, unlike AMS, will help to finance new HVAC equipment We learned of the various ways that HOAs can borrow money and service debt Theoretically the underlying guideline is to avoid a special assessment 2014 Budget Crafted during the October budgeting period Select contracts were renegotiated Posted to website in November 18

19 Water Related Problem Areas Problem Area East Fascias above C-Deck Completed C/10C Balcony Repair South Fascias South Side Weep Tubes 11D Break-Out: Balconies + Scupper 11A/B/D/E/F Balcony Repair West Side Fascia Repair Assorted Bldg Exterior Repair Completed 2014 C-Deck: Vehicular Grade Coating Spring 2015 E-Deck: Vehicular Grade Coating Current Status In Progress; highest priority to complete After south weep tube work To be completed as rapidly as weather permits but after 11D break-out TBD 19

20 Water Related Problem Areas Problem Area Garage & Related Repairs Current Status Temporary shoring Installed 2013 Carwash Base refurbishment complete 9 th Ave Ramp down to B-Garage Under review Immediate Repairs Execution tied to alley sealing and C-Deck VGC 1-5 Year Plan Assorted structural work 20

21 Fund Balance ($) Association Reserves Condo Assoc Reserve Fund Balance by Year End of 1Q Value Year 888 Condo Association, 888 Logan & 855 Pennsylvania Streets, Denver, CO

22 Special Assessment Spending Update Amount Item Description Modest Detail % of Total Assessment $100K 888 East Roof Repairs Western Water Proofing work east side complete ($114K) $100K 888 & 855 Denver Fire Department Orders to Comply Standpipe & sprinkler complete. Panel is still in the city permitting process Spending To date 31.2 $114,000 (114%) 31.2 $53,071 (53%) $45K 855 Elevator Complete 14.1 $43,000 (95%) $38K 888 & 855 building exterior work $30K 888 & 855 elevator cab upgrades $7K 888 front & 855 front landscapes 855 brick tuck point/paint = $ west fascia repair = $8K max Originally planned for These monies will be used to supplement funds earmarked for building exterior work, if necessary Sod and general merchandise for 855 & $0 9.4 $0 2.2 $7000 (100%) Total = $320K Total = 100% Total = $217,071 (67.8%)

23 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 23

24 Report of Officers: Unfinished Business Structural & Buildings C-Deck & E-Deck: new vehicular grade coatings Finish both building s exterior repairs Repairs to improve resistance to leaking in garages Administrative Simplification of our Association s governing documents Ongoing improvement in the 888 website and content Facilities managers roles expanding in 2015 Governance An effort has begun to update Declarations and By Laws of our Association Our Water Policy Letter first work product (simplification of claim process) Year long project 24

25 Unfinished Business, Cont d. Landscape Reduced maintenance, smaller planting area in front of 855 Identifying plots of earth at 855 for community gardens Landscape improvement of 888 front exterior Interior Steam extract carpets in both buildings Repaint select floors Other Improved bicycle storage Fire drills will commence in

26 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 26

27 Report of Officers: New Business Discrete work items Work towards a reduction in building operating expenses Modernization of governing documents Improved 855 building appeal Accurate assessment of HVAC reliability & life remaining Adopt a concrete surface policy for balcony floors HOA Forum 27

28 New Funding Plan Addresses Anticipated Association Reserve Expenditures 28

29 29

30 Agenda 1. Homeowner s Call to Order 2. Roll Call & Proxy Certification/ Proof of Notice of Meeting 3. Election/Retention of Directors 4. Reading of the Minutes of Preceding Meeting 5. Reports of Officers - Accomplishments 6. Unfinished Business Work in Progress 7. New Business HOA Forum 8. Adjournment 30

31 No Please in garbage chutes 31