(5/20/03) MA to consult with attorney regarding second means of egress and who should own fire escapes at lower level windows.
(6/17/03) Attorney said that QCT should be responsible for fire escapes... Each bedroom with bars on the window required by Mass. Building Code to have (keyless) egress through them… 6 units are affected by this work… MA to get new estimates (existing are outdated).
(9/17/04) 6 units @ $325-400/unit, budget this work for 2005 before painting of fire escapes…MA to confirm with owners who will get new window protection if they want to install new windows at that time.
(10/19/04) Switching on grilles on Jon Enos unit should be completed this fall with fence repair. MA to establish type of lock that iron worker would install on the 6 units in question and get a copy of relevant cut sheets from iron companies for Trustees to review to understand how revised grilles would be secured.
(11/16/04) All bedrooms need keyless escape. MA to get lock samples and/or specifications (will clevis pin or pull panel from interior work?)…
(2/15/05) MA to coordinate the completion of this work in Jon Enos’ unit only in March.
(4/25/05) MA acquired sketch of clevis pin, but MA to confirm its operation with contractor. MA to confirm what John Enos is requesting as QCT only pays for repairs to ensure that his unit is code complaint.
(7/11/05) Same.
(8/16/05) John Enos confirmed understanding that he will pay for modifications beyond repairs for code compliance.
(11/15/05) Still waiting on clevis pin sample.
(1/17/06) Giving up on Jones Ornamental. MA seeking quotes from another wrought-iron company.
(3/21/06) Roger Jones died, so definitely giving up on Jones Ornamental. MA is getting quotes from Santini Brothers company.
(4/18/06) Same.
(06/20/06) Appointment with Santini was canceled due to weather, and will be rescheduled. The new grilles/fire escapes will need to be inspected by the fire department when the work is complete because Sanitini are not certified.
(08/15/06) MA met with In & Out Metal to discuss window locks design. In & Out Metal were not satisfied with the pin sketches from Jones Ornametal, and will suggest their own solution.
(09/19/06) Nino’s Iron Works (who did our fence) will make a sample of the window locking system for $150.
(11/21/06) Iron Works wants to install the sample. MA to work with the owner of 107-23D who needs two pins.
(01/16/07) Iron Works has the go ahead to install the sample. MA to ask 107-23D owner to have the sample installed on one of his windows.
(02/12/07) John (107-23D) approved; scheduling the work with Nino’s IronWorks.
(04/17/07) The sample will be installed on Bryan’s window ($300 for the sample, $180 for the rest of the windows). IronWorks do not have to go inside the unit to do the work. QC is on the list—the work is to be scheduled.
(06/25/07) The sample window has been installed on Bryan’s unit’s bedroom window. Bryan was not happy with the sample, as it blocked most of the light coming through the window. DM, KL and YC looked at the sample, and had to agree with Bryan that the installation would block most of the light coming through the window. Need to discuss the issue at our next meeting.
(08/21/07) MA will look into an option where the entire window will be replaced with one that has and the bars with a proper release lock already built in. The replacement would only happen for one window per lower unit (bedroom window). MA also will call Back Bay Historical to see if they can recommend a supplier. MA also to check with Brookline Window and Harvey’s.
(09/24/07) MA spoke to William Young from Back Bay Historical, and will also contact Simon Construction (Brookline Windows) and Harvey’s. So far the only suggestion was to install the grids on the inside of the window. However, that will make the bedroom windows look inconsistent with the rest of the lower level windows. JJ to look at the sample installed over Bryan’s window.
(12/11/07) Trustees to look at 62-64-66 Queesberry for examples of the grids done by Nino’s.
(04/28/08) The board has approved a window grid. The work is currently out for bids.
(05/20/08) MA received a bid from Logan Grate to furnish and install 3 window grates with a push lock at $650 each. This bid only covers bedroom windows on the courtyard side. MA to ask for another bid to include grids for smaller windows on the front side of the building.
(06/24/08) MA met with Logan Grate again, and provided him with a photo of the kind of grid the board approved to be installed. The garden level unit windows facing Queensberry Street currently do not have any grates, while the ones facing Jersey St. do. MA to work with Logan Grate to get the cost estimate for grid replacement.
(07/15/08) MA to send notices out to all owners of garden level units who have grids on their windows, to ask the owners to mark their bedroom window. Logan Grate will then measure the windows without entering units, and will provide estimates for the grids.
(08/19/08) Window grid work is on hold until all window replacement and capping work is complete. 111-20A owner is concerned that it is a safety issue that the 111 laundry room window does not have a grid. (None of the ground level windows along Jersey Street have grids.) The board takes owner's request to add the grid on that window under advisory, but currently no action is planned.
(09/16/2008) The individual unit window replacement is complete, so MA has now spoke to Logan Grate about replacing the window grids. MA to put out a notice to all the units involved to ask them to put a piece of paper on their bedroom window, so that the workers know which grates to replace. Unit 111-23D owner requested to bump out their new grid so that it can fit an AC unit. The reason grids are being replaced is to bring the units up to fire code--to allow a second means of egress from the bedroom window. The board is concerned that if an AC unit is blocking the window, then there will be no second way out of the unit. MA to look into the fire code regulations about AC blocking the second means of egress window.
(11/18/2008) Still waiting for the final pricing from Logan Grate. MA expects that Logan Grate will not charge extra to replace the 111-2 grid. (See Window Replacement section for more details.)
(01/20/2009) Grates are finished but Logan grate needs access to units to install. Corrine will schedule.
(03/17/2009) Same.
(05/19/2009) Logan Grates began installation, but MA realized that a wrong type of grate was being used. Logan Grates will provide another sample for approval before installing.
(06/16/2009) Waiting on second sample for approval.
(08/18/2009) Samples have been delivered to Modica, and the board approves the samples. MA to call and schedule the installation.
Tuesday, May 20, 2003
Structural Needs Assessment Report
(06/20/06) The board went over the report. Noblin’s makes suggestions on various actions QC could take to monitor further settling of the buildings, as well as to repair problems currently found such as damaged brick, repointing, etc. MA to ask Noblin for a more detailed prioritized plan of action for the buildings including cost estimates. Following Noblin recommendations, monitoring settlement points will be done every 6 months, except for when the nearby construction begins at which point the monitoring should be done every 3 months or even more often. MA to ask about the settlement points that were not found. What is the best way to present the results of the structural assessment to the owners? The board will include possible construction of the monitoring well (to monitor local groundwater levels) in the budget discussions for next year. MA to ask Noblin about how and how often this well will need to be monitored.
(08/15/06) MA advises against creating our own monitoring well since there are many monitoring wells close by in the area. MA withholding the last payment to Noblin (in the amount of $1225) until Noblin provides a more detailed list of action items and cost estimates. The trustees are working on a draft summary of the report to send out to the unit owners.
(09/19/06) MA received more detailed information from Noblin regarding recommendations listed in their original report. The new information provides estimate costs for masonry work on each elevation of the building. MA to ask Noblin for additional information: What is the maximum reasonable time gap between fixing up each side of the building? Would a “restored” side be compromised because an adjacent side has not been yet restored/sealed? Is there benefit to do all the work at once and get a larger loan for a longer period of time? Trustees also discussed and agreed that an engineer would have to be hired to spec out the masonry work/window resealing/etc. Noblin rates in March 2005 for this kind of a job (including specing, taking bids, etc) were approximately $5000-$7000.
(11/21/06) MA spoke with Nate Hogan (?). Noblin to provide a proposal to do the specs, bidding, presenting the bid and monitoring. Discussed possible ways to finance the proposed masonry work—possibilities include QCT taking out a bank loan for 7 years, or doing an assessment for the same number of years to save up the required money and save on closing costs and interest.
(01/16/07) Reviewed Noblin’s proposal for engineering services for the building envelope repairs of the front façade. Some questions for Noblin: Can Noblin provide an approximate time frame for when it will be prudent to repair each side of the building? If one façade is done, what are the risk factors due to adjacent “undone” facades? Can Noblin provide a proposal for engineering services for the entire building? I.e. should the entire building be spec’ed even if only one side will be completed at a time?
(02/12/07) Noblin provided answers to some of the questions trustees had: there is no need to do all sides of the building at once; there is no risk in fixing the building envelope in parts; spec’ing the job in parts as it is about to get done is the right way to do this—no need to spec the entire job.
(04/17/07) The building was partially repointed approximately 10 years ago. The board will hire Noblin to have an engineer to spec the work to be done, and oversee the process (solicit bids, inspect the work, etc). MA is drafting a letter to the owners to inform them of the process and to solicit their opinion on how to finance the repair work.
(06/25/07) The board discussed various versions of a loan to do the work. Rather then borrowing all the money needed to repair all 4 elevations, the board is investigating taking out a smaller loan that can be readvanced in order to save on interest. DM will run the numbers and discuss the possibility with the bank. The board has approved hiring Noblin to proceed with spec’ing the work for the East Elevation and getting bids. MA to request email addresses from owners with the letter informing them of the financing the repair work.
(08/21/07) The trustees have decided to impose an 18 month temporary fee increase in order to raise the money required to repair the building masonry. The trustees decided in favor of the temporary fee increase instead of financing the repairs via a loan for the following reasons: the QCT taking out the loan would have lowered the value of the entire property; taking out the loan would force all the owners to pay more due to the interest on the loan; if individual owners have to take out a loan to pay the temporary fee increase, they can write off the interest in taxes, which would be harder or not possible to do when paying down the loan taken out by the association. The temporary fee increase will go in effect on October 1, 2007. If owners would prefer to pay their share of the fee increase up front, they have to do so by December 15th, and then they’ll be saving 5% of the total paid over the course of 18 months. A retainer has been sent to Noblin to spec the work for the Phase I (the Jersey St. elevation). MA will contact Noblin to spec all 4 elevations. If possible, will try to do 2 elevations per year, and if financially possible, will try to do the next 2 elevations the following year. Doing the work sooner will avoid the inevitable increase in construction fees. MA will send the letter detailing the fee increases to the owners.
(09/24/07) MA to reply to owners who have sent emails and letters asking more questions about the temporary fee increase. The 5% discount will be given only to owners who pay the full amount by December 1st. If there is any extra money left from the temporary fee increase after the work is complete, the money will go towards the reserves. Noblin has provided QCT with a new proposal. (The previous one was for the Jersey St. elevation only, while the new one is for all 4 elevations.) The board has approved the new proposal. Noblin is expected to start soliciting bids in approximately a month. MA to ask Noblin to add alternative to the spec before getting bids to determine who much extra it would cost to add panning on the windows wooden frames. The board would like to review the spec draft. Permits will be part of the spec.
(12/11/07) MA has provided the board with a copy of Noblin’s spec for building’s envelope repairs. The board is to provide its comments/questions to MA by 12/18/07 so that MA can pass the questions/comments onto Noblin. Also, unit 111-16 was cleared by Noblin.
(02/04/08) After reviewing Noblin’s answers to questions the board had about window panning, it was decided that repairs done would not include any window panning replacement. The rotten wood around the windows will be fixed, sealed, and repainted. The color is to be approved by the board. DM and MA to investigate if special “tank paint” can/should be used.
(04/28/08) The board received multiple bids for the building envelope repairs. The board eliminating the lowest and the highest bidders. David Modica will meet with Bay Contracting, Chiccarelli-Pires, and Alpha Weatherproofing on site to discuss the work details and get final bids. Instead of scraping the rotten wood from around the windows, the wood where rotten will be replaced.
(05/20/08) Chiccarelli-Pires (C&P) was approved by the board prior to the meeting. MA to ask Noblin to discuss window padding. MA to request a sample of window padding from C&P (to be used on old windows) to compare with the window padding that comes with a new window. The board will then decide if the padding is close enough to approve the C&P padding or to proceed with the original plan of only resealing the wood on the old windows.
(06/24/08) The board agreed on the color of the mortar to be used. C&P started working on Saturdays. MA to work with Noblin to revise the specs to account for windows panning. MA to ask Noblin to determine how the panning is going to be attached. C&P has been paid 10% at signing the contract for the masonry and 30% when they started the work. The expense will show up on June finance report.
(07/15/08) Noblin decided to walk away from the job, and will no longer be working with the association. Noblin’s reasons, as far as the board understands, were the following: 1) the board did not chose the lowest bidder, 2) the board changed the timeline of the project [the original timeline planned the work to be completed in 2 years, but it was cheaper to complete the work in 1 year], 3) the scope of the project was changed [originally the plan was to reseal old windows, but David Modica became aware that that might imply scraping out old lead paint. To avoid lead paint, the plan was changed to seal the old windows with aluminum panning], 4) the board requested another round of bids. From now on David Modica will oversee the job and work directly with C&P for no extra charge to the association. C&P delivered brick samples for the board to look at and chose the brick to best match the building.
(08/19/2008) David Modica will send out a report to the board on the work progress. C&P is looking for the 2nd of the 3 payments from the association. The following work has been completed to date: all 3 courtyard walls, 2 rear cheek walls, all wall has been 100% cut, pointing has begun. Trustees have some questions on the work in progress. C&P is filling the deep crack between the brick and the door frame with mortar--is that per spec? David Modica will check the spec, confirm with C&P, and inform the board. 111 2nd floor window in the courtyard had a lantil with 2 cracks that have been patched. Should that lantil be replaced instead? MA will hold off payment to C&P until these issues are addressed. Trustees agrees to go forward with replacing all common area windows at the total cost of $7,700. Trustees will go look at the wall where new bricks have been used to make a decision whether the right color of the brick has been selected.
(09/16/2008) The second (out of 3 total) payment installment has been made to C&P. The association has not yet been billed for any window panning (the panning over the old windows). The board approves the new bricks that has been used so far on an alley wall to be used for the rest of the building. The board has a question for C&P about 2 cracked lentils over 2 top front window in 107. What will be done about these? Will they be fixed or replaced? So far C&P replaced a total of 2 lentils--they have not replaced any lentils beyond what is in the spec. When the work shifted to the Jersey St side of the building, it was discovered that one of the balcony supports has rusted out. MA has called Nino's to come and do the welding to fix the support. Dave Modica will be meeting with Nino's about this issue.
(11/18/2008) BG noted that mortar sunk in in the alley on Queensberry side of the building. Mortar does dry and shrink during some number of days. DM noted a lentil on the Jersey Street side on the terrace level, on the right as you exit 111. The lentil looks like it has had major repairs some time in the past—should it be replaced? MA to look into hiring an engineer to do a final walk-through. MA to send cost estimates for the engineer before the board approves the hiring.
(01/20/2009) Nothing further on Lentil on exit at 111. Dave to meet with engineer Thursday Jan 22nd. Bill asked that engineer give his general impressions of the condition of the building.
(03/17/2009) An independent engineer provided a report on the masonry work. In general everything was done well. Dave Modica will review the report and email the board his comments. The report points out a few oversights (e.g. page 10, photo 6, shows that the 111 Jersey entrance cornice has not been repaired). Chicarelli & Pires was paid all except $10,000. MA will continue to withhold the $10,000 until the items pointed out by the independent engineer’s report are fixed.MA to check on when we last looked at the building settlement points.
(05/19/2009) All items listed by the independent engineer's report have been repaired. So Chicarelli & Pires was paid the remaining $10,000 on April 29. Item Complete.
(08/15/06) MA advises against creating our own monitoring well since there are many monitoring wells close by in the area. MA withholding the last payment to Noblin (in the amount of $1225) until Noblin provides a more detailed list of action items and cost estimates. The trustees are working on a draft summary of the report to send out to the unit owners.
(09/19/06) MA received more detailed information from Noblin regarding recommendations listed in their original report. The new information provides estimate costs for masonry work on each elevation of the building. MA to ask Noblin for additional information: What is the maximum reasonable time gap between fixing up each side of the building? Would a “restored” side be compromised because an adjacent side has not been yet restored/sealed? Is there benefit to do all the work at once and get a larger loan for a longer period of time? Trustees also discussed and agreed that an engineer would have to be hired to spec out the masonry work/window resealing/etc. Noblin rates in March 2005 for this kind of a job (including specing, taking bids, etc) were approximately $5000-$7000.
(11/21/06) MA spoke with Nate Hogan (?). Noblin to provide a proposal to do the specs, bidding, presenting the bid and monitoring. Discussed possible ways to finance the proposed masonry work—possibilities include QCT taking out a bank loan for 7 years, or doing an assessment for the same number of years to save up the required money and save on closing costs and interest.
(01/16/07) Reviewed Noblin’s proposal for engineering services for the building envelope repairs of the front façade. Some questions for Noblin: Can Noblin provide an approximate time frame for when it will be prudent to repair each side of the building? If one façade is done, what are the risk factors due to adjacent “undone” facades? Can Noblin provide a proposal for engineering services for the entire building? I.e. should the entire building be spec’ed even if only one side will be completed at a time?
(02/12/07) Noblin provided answers to some of the questions trustees had: there is no need to do all sides of the building at once; there is no risk in fixing the building envelope in parts; spec’ing the job in parts as it is about to get done is the right way to do this—no need to spec the entire job.
(04/17/07) The building was partially repointed approximately 10 years ago. The board will hire Noblin to have an engineer to spec the work to be done, and oversee the process (solicit bids, inspect the work, etc). MA is drafting a letter to the owners to inform them of the process and to solicit their opinion on how to finance the repair work.
(06/25/07) The board discussed various versions of a loan to do the work. Rather then borrowing all the money needed to repair all 4 elevations, the board is investigating taking out a smaller loan that can be readvanced in order to save on interest. DM will run the numbers and discuss the possibility with the bank. The board has approved hiring Noblin to proceed with spec’ing the work for the East Elevation and getting bids. MA to request email addresses from owners with the letter informing them of the financing the repair work.
(08/21/07) The trustees have decided to impose an 18 month temporary fee increase in order to raise the money required to repair the building masonry. The trustees decided in favor of the temporary fee increase instead of financing the repairs via a loan for the following reasons: the QCT taking out the loan would have lowered the value of the entire property; taking out the loan would force all the owners to pay more due to the interest on the loan; if individual owners have to take out a loan to pay the temporary fee increase, they can write off the interest in taxes, which would be harder or not possible to do when paying down the loan taken out by the association. The temporary fee increase will go in effect on October 1, 2007. If owners would prefer to pay their share of the fee increase up front, they have to do so by December 15th, and then they’ll be saving 5% of the total paid over the course of 18 months. A retainer has been sent to Noblin to spec the work for the Phase I (the Jersey St. elevation). MA will contact Noblin to spec all 4 elevations. If possible, will try to do 2 elevations per year, and if financially possible, will try to do the next 2 elevations the following year. Doing the work sooner will avoid the inevitable increase in construction fees. MA will send the letter detailing the fee increases to the owners.
(09/24/07) MA to reply to owners who have sent emails and letters asking more questions about the temporary fee increase. The 5% discount will be given only to owners who pay the full amount by December 1st. If there is any extra money left from the temporary fee increase after the work is complete, the money will go towards the reserves. Noblin has provided QCT with a new proposal. (The previous one was for the Jersey St. elevation only, while the new one is for all 4 elevations.) The board has approved the new proposal. Noblin is expected to start soliciting bids in approximately a month. MA to ask Noblin to add alternative to the spec before getting bids to determine who much extra it would cost to add panning on the windows wooden frames. The board would like to review the spec draft. Permits will be part of the spec.
(12/11/07) MA has provided the board with a copy of Noblin’s spec for building’s envelope repairs. The board is to provide its comments/questions to MA by 12/18/07 so that MA can pass the questions/comments onto Noblin. Also, unit 111-16 was cleared by Noblin.
(02/04/08) After reviewing Noblin’s answers to questions the board had about window panning, it was decided that repairs done would not include any window panning replacement. The rotten wood around the windows will be fixed, sealed, and repainted. The color is to be approved by the board. DM and MA to investigate if special “tank paint” can/should be used.
(04/28/08) The board received multiple bids for the building envelope repairs. The board eliminating the lowest and the highest bidders. David Modica will meet with Bay Contracting, Chiccarelli-Pires, and Alpha Weatherproofing on site to discuss the work details and get final bids. Instead of scraping the rotten wood from around the windows, the wood where rotten will be replaced.
(05/20/08) Chiccarelli-Pires (C&P) was approved by the board prior to the meeting. MA to ask Noblin to discuss window padding. MA to request a sample of window padding from C&P (to be used on old windows) to compare with the window padding that comes with a new window. The board will then decide if the padding is close enough to approve the C&P padding or to proceed with the original plan of only resealing the wood on the old windows.
(06/24/08) The board agreed on the color of the mortar to be used. C&P started working on Saturdays. MA to work with Noblin to revise the specs to account for windows panning. MA to ask Noblin to determine how the panning is going to be attached. C&P has been paid 10% at signing the contract for the masonry and 30% when they started the work. The expense will show up on June finance report.
(07/15/08) Noblin decided to walk away from the job, and will no longer be working with the association. Noblin’s reasons, as far as the board understands, were the following: 1) the board did not chose the lowest bidder, 2) the board changed the timeline of the project [the original timeline planned the work to be completed in 2 years, but it was cheaper to complete the work in 1 year], 3) the scope of the project was changed [originally the plan was to reseal old windows, but David Modica became aware that that might imply scraping out old lead paint. To avoid lead paint, the plan was changed to seal the old windows with aluminum panning], 4) the board requested another round of bids. From now on David Modica will oversee the job and work directly with C&P for no extra charge to the association. C&P delivered brick samples for the board to look at and chose the brick to best match the building.
(08/19/2008) David Modica will send out a report to the board on the work progress. C&P is looking for the 2nd of the 3 payments from the association. The following work has been completed to date: all 3 courtyard walls, 2 rear cheek walls, all wall has been 100% cut, pointing has begun. Trustees have some questions on the work in progress. C&P is filling the deep crack between the brick and the door frame with mortar--is that per spec? David Modica will check the spec, confirm with C&P, and inform the board. 111 2nd floor window in the courtyard had a lantil with 2 cracks that have been patched. Should that lantil be replaced instead? MA will hold off payment to C&P until these issues are addressed. Trustees agrees to go forward with replacing all common area windows at the total cost of $7,700. Trustees will go look at the wall where new bricks have been used to make a decision whether the right color of the brick has been selected.
(09/16/2008) The second (out of 3 total) payment installment has been made to C&P. The association has not yet been billed for any window panning (the panning over the old windows). The board approves the new bricks that has been used so far on an alley wall to be used for the rest of the building. The board has a question for C&P about 2 cracked lentils over 2 top front window in 107. What will be done about these? Will they be fixed or replaced? So far C&P replaced a total of 2 lentils--they have not replaced any lentils beyond what is in the spec. When the work shifted to the Jersey St side of the building, it was discovered that one of the balcony supports has rusted out. MA has called Nino's to come and do the welding to fix the support. Dave Modica will be meeting with Nino's about this issue.
(11/18/2008) BG noted that mortar sunk in in the alley on Queensberry side of the building. Mortar does dry and shrink during some number of days. DM noted a lentil on the Jersey Street side on the terrace level, on the right as you exit 111. The lentil looks like it has had major repairs some time in the past—should it be replaced? MA to look into hiring an engineer to do a final walk-through. MA to send cost estimates for the engineer before the board approves the hiring.
(01/20/2009) Nothing further on Lentil on exit at 111. Dave to meet with engineer Thursday Jan 22nd. Bill asked that engineer give his general impressions of the condition of the building.
(03/17/2009) An independent engineer provided a report on the masonry work. In general everything was done well. Dave Modica will review the report and email the board his comments. The report points out a few oversights (e.g. page 10, photo 6, shows that the 111 Jersey entrance cornice has not been repaired). Chicarelli & Pires was paid all except $10,000. MA will continue to withhold the $10,000 until the items pointed out by the independent engineer’s report are fixed.MA to check on when we last looked at the building settlement points.
(05/19/2009) All items listed by the independent engineer's report have been repaired. So Chicarelli & Pires was paid the remaining $10,000 on April 29. Item Complete.
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