Renegotiate Insurance Deductible

(04/20/2010) Our insurance policy will be renewed in August. Can we renegotiate the deductible down to $5K for the common areas. The board thinks that while the deductible of $15,000 is appropriate for individual units, it is hard to manage for the common areas.

(05/18/2010) Modica will continue to collect bids at the $5,000 and $15,000 deductible levels.

(08/17/2010) Earthquake insurance will be included in the master policy. No flood insurance, because we are not in the flood zone. Item Complete.

March 16 Meeting

Attending:

Corinne Getchell (MA) --Modica Associates

Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust
Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

Ning Hernandez (NH) --Trustee, Queensberry Condominium Trust

Distribute to:

David Sherf (DS) --Trustee, Queensberry Condominium Trust
107 Mail Room for general information
111 Mail Room for general information

Second Means of Egress
Item complete.

Window Replacement
The unit (111-2) has the correct panning. MA to send another letter to Hadco to demand the rest of our money. What can we do to prevent this situation from happening in the future? --In the future we will only reimburse owners for window panning once the work is complete and the panning is to spec.

107 Laundry Room Floor
We had bids from multiple places: Vogt & Company (wood floor), and Capuccio Construction (bid for mud floor after we provided the spec, recommended by Dave Modica).

Capuccio Construction bid included adding a layer of concrete onto the foundation, tile on top of that (as opposed to laying tile on an elevated floor), as well as removing the wall behind the washing machine, and replacing it with a water resistant green dry wall. When the wall is removed, Dave Modica and the plumber will inspect the plumbing and electrical hook ups behind that wall.

MA to request a reference for Capuccio before the next meeting.

Consider moving the vent such that the hot air does not blow on the Emerald Arborvitae.

Deformation Monitoring Points (DMPs)
The board wants to have all the DMPs checked this year (both the new and the old ones), and afterwards the board wants to have all the DMPs checked every two years. Item complete.

Torn carpet in basement
A patch was added. Item complete.

Landscaping
Malkasian provided a bid for mulching ($800) and for maintance ($1320), which is in our budget. Beyond maintenance, no landscape improvements can be made right now because the association has no money. The board will meet with the landscaper in April to decide what new plantings to make so that the landscaping work can start once the funds become available.

Terrazzo Sidearms Need Repairs
MA needs to find companies that do casting within 6 months. DM suggests to make a simple repair for now just so that there is no big gash. Might get a year out of the patch. In 2001 it was about $20,000 to do both buildings side arms. For the patch, it will be impossible to get the same aggregate. MA to get a price from a mason for the patch.

Water Damage/Leaks Due to the March 15 Storm
Multiple units have water damage from leaks from 3/15/2010 Noreaster. Units involved are 107-5, 107-10, 107-15, 107-18. Another unit in 107 has damage around the door (unit 107-?). The side of the door this unit is sheared, so there is possible serious structural damage. The contractors were working on it on 3/16/2010 already. They should take out a part of the wall above the unit door to see if there is more structural damage. MA will do the walk through with a mason and the roofer to assess the damage and to determine the cost to fix, and to see if the cost to fix will be over $15,000.

Repolishing Wood on the Front Doors
Polishing the front doors (note that this is not the same as restoring the lobby) has been put on hold due to low cash flow. Modica has previously received several bids for this work. One high end bid was for ~$3600 per door; another bid from Summer Painting was ~$850 per door.

Miscellaneous:

• A work order for the lentil sitting in courtyard was issued to be moved to the boiler room. Please let MA know if the lentil is still in the courtyard.
  Lentil is still in the courtyard.
• 111-11 has a AC unit that is in too early. MA to send a letter to the owner.
• MA to check if there is any money from the city available for dealing with the building settling due to the ground water issues.

Agenda for April:

• Brainstorm the capitol repairs. Wish list for the capitol repairs to be done by June.
• Brainstorm ways to raise income for the association (e.g. increasing fine fees, etc.)

These minutes are written to Yelena’s best recollection. Please notify her of any discrepancies immediately.

Water Damage/Leaks Due to the March 15 Storm

(03/16/10) Multiple units have water damage from leaks from 3/15/2010 Noreaster. Units involved are 107-5, 107-10, 107-15, 107-18. Another unit in 107 has damage around the door (unit 107-?). The side of the door this unit is sheared, so there is possible serious structural damage. The contractors were working on it on 3/16/2010 already. They should take out a part of the wall above the unit door to see if there is more structural damage. MA will do the walk through with a mason and the roofer to assess the damage and to determine the cost to fix, and to see if the cost to fix will be over $15,000.

(04/20/10) Contractors fixed the problem with the damaged door of 107-19 (put in the new beam), and found no structural damage. DM did not like the quality of these contractors’ work. (They were Wolf Rock Construction).

Roof repairs (excluding skylights) to take place tomorrow. (A skylight is the owner’s responsibility. Skylight in 107-18 failed a long time ago and was sealed incorrectly. This improper seal now increased the effects of the leak. (Both skylights in 107-18 and in 107-19 are old. The skylight in 107-19 has been patched, but its seal was done correctly as opposed to the one in 107-18.)

MA to notify unit owners that skylights need to be replaced, and give them 60 days to do it. 107-18 and 107-19 both need higher curbs and/or better curbs. MA to ask them to present specs for the work before the work is done to protect the common areas. The board will review the specs promptly (within 3 business days) not to hold up the work.

The board questioned why the improper seal was not discovered earlier and proposed to add inspection of all skylights to our yearly roof inspection. MA stated that the skylights are already being inspected as part of the roof inspection.

The 107 door to the roof has wood with sealant on it, and the sealant is failing. The door needs to be resealed. Currently, resealing the door is not included in the quote from the roofer for fixing up the leaks in the roof. MA will ask roofers to fix the door as well (and hopes that it will be at no additional charge).

The ceiling in the common area will stay open until another big rain storm to make sure that the roof patches are holding up. MA to ask unit occupants in the nearby units to keep an eye out for any new leaks.

MA to start asking for estimates to replace the roof.

(08/17/2010)

• Unit owners of 20-19 and 20-19 have agreed to replace the skylights. MA forwarded them a couple of proposals and put them in touch with each other.
• Cresent Painting will be happy to repair and repaint the ceiling on the top level of 107 for $550.00 (includes replacing the ceiling) We need to wait till the skylights are repaired before scheduling that job.

Help the Agassiz Road Duck House!

The Fenway Civic Association asked property management companies in the Fenway area for help finding volunteers to help with the Agassiz Road Duck House Project. Here is the information they have provided:

Call for Volunteers:

Sign up for a 3-hour shift of data collection

The Fenway Civic Association and City of Boston are working to restore and activate the Duck House, a historic building on Agassiz Road in the Back Bay Fens. We need more data to supply to potential occupants! That’s where you come in. Sign up to help count the number of passersby.
Materials and snacks to be provided.

WHEN: Fri. 4/16 and Sun. 4/18 (Rain Date: Sat. 4/17). Three hour shifts between 7am & 7pm.

HOW TO SIGN UP: Email your name, phone, and availability to: CommunityEnterprise@wit.edu by Mon. 4/12.

TRAINING SESSION: 7-8pm, Wednesday 4/14 at the Wentworth Institute of Technology, 550 Huntington Ave.

For more information, take a look at this presentation made by Erica Mattison at the Fenway Civic Association Annual Meeting on November 6, 2008.

Notes from the Annual Meeting on February 16, 2010

Attending:

Corinne Getchell (MA) --Modica Associates

Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust
Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

Ning Hernandez --Trustee, Queensberry Condominium Trust

David Sherf (DS) --Trustee, Queensberry Condominium Trust

Distribute to:

107 Mail Room for general information
111 Mail Room for general information

Financial Review

Going over 2009 spending/budget

Comments
107 owners ask for electric locks to be installed –it is on our long term plan
Questions on the quality of landscaping

• seems like the quality of landscaping done is poor for a high price
• price may be reasonable
• the work is maintenance only
• Board Action Item: Ask for notice for when the landscaper is coming. Then we can post for the owners to see what it is before, and what it is after.

Questions about how the reserve got so low

• $19000 deficit
• we partially used the reserve to pay for the window and panning work and due to the fuel costs rising
• trustees did not want to raise the fees while the masonry project was in progress
• now is the time to catch up
• new regulations on the amount of money the association is required to have in the reserve
• the goal is to maintain the reserve at or above the required amount (10% of the annual income needs to be set aside)
• Board Action Item: The board will monitor the assessment and see if that needs to become a regular fee to maintain the reserve

Suggestion from an owner

• provide a multi year budget/plan, long term approach that the trustees might have in mind. Currently, even if the trustees might have such a plan, it is unknown or unclear to the owners
• Board Action Item: The board is working on a capital plan, planning to have that by June.
• DS—tried to do a multi year plans in the past, but new regulations affect the plans
• How can we keep the monthly fees down, so that the condos can remain attractive to new buyers

Question about the budget

• What is the raise that is not part of the assessment
• It is to avoid operating at a loss
• Do we expect the monthly fees to continue rising every year
• The assessments are happening nation wide due to the new regulations
• Are our maintenance fees inline with other associations
• Historically we have had very good fees

Owner Question—can you take a tax deducting for paying for the masonry work?

• Probably not, but please check with your tax accountant

2010 budget

• Increases are due to the deficit of $19000 in the reserve and the new regulations
• Q: why an assessment and not a fee increase overall
• trying to soften the blow
• buyers do not see the assessment, but only the condo fees
• Increases in oil, keys & locks fees (would be more if we go with installation of the electric locks), and landscape fees
• Q: Can we get rid of bushes and make a nice rest area for the residents
• rest area might imply that passers by will stop by there as well

Old Business Review

• Q: Is there any money from the city available for dealing with the building settling due to ground water issue?

New Business for 2010

• Q: is the laundry room problem only present only in 107
• Yes
• Q: Are people complaining about mice/bugs/rats?
• Rat population in the alleys has spiked
• If you see something, please call Modica
• Fixing landscaping may help with the rat infestation

Capital Repairs Review

• Trustees are looking for ideas/feedback on the repairs
• Q: about the side arms on the main entrance in 107 (terrazzo)
• Chunks are coming off, and it cannot be really fixed
• It was not done right, and the association settled (several years ago)
• Q: what is the 10 year plan
• Sealing doors
• We have old gas burners and 2 large oil burners—DM would like to have it redesigned to use just gas
• Q: how is our roof doing
• Roof has been checked, and is in good shape
• New gutters have been added
• It is at the end of its life, but we are not seeing problems yet
• Usually, when the roof is at the end of its life and problems start, it can last another 2 years with repairs
• Q: Concerned about structural problems
• We will need a touch up job in 15-20 years
• Last masonry job was about 15 years prior to this one, and it was only in certain spots
• Q: should we be concerned about slanted stair cases—No. Tested during the structural tests when the walls were cut into to check how sound the building is
• Heat loss issues
• All windows were sealed during the masonry project
• Upper units get hot and residents open their windows
• Restoration of the front metal doors
• Was estimated in 2005, but postponed

New business

• Q: planters in the yard: Can an owner garden them and make them look nice?
• Yes, please do
• Gates slam shut really loudly—what can we do about it
• Heavy smoker in 107
• Is the owner aware that the renter is smoking?
• Smell of the sewer
• It was cleared for awhile, but it is back
• When 107 laundry is being fixed, the pipe system underneath the laundry room floor will be examined
• The pipes were examined with a camera
• Q: does the city have responsibility to fix this? Not really.

These minutes are written to Yelena’s best recollection. Please notify her of any discrepancies immediately.

Status Update Since September

Distribute to:

Corinne Getchell (MA) --Modica Associates
Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust
Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust Bill Gentz (BG) --Trustee, Queensberry Condominium Trust
Ning Hernandez (NH) --Trustee, Queensberry Condominium Trust

David Sherf (DS) --Trustee, Queensberry Condominium Trust
107 Mail Room for general information
111 Mail Room for general information

Second Means of Egress
Same.

Window Replacement
Hadco paid $375 of $825 deposit they took for panning, $150 per each window, 3 in total, and that was cost to Hadco. So the refunded was $375. MA does not think that we are going to get anymore money from them. What does the association want to do?

107 Laundry Room Floor
The board and MA exchanged many emails about what the specs for the work should include, and what a reasonable price for the work might be relative to what a contractor is proposing. The latest info to be discussed during the next trustees' meeting.

Deformation Monitoring Points (DMPs)
MA checked with Dave Modica and he suggested checking every two years with the existing DMPs and every year for the new ones. However if new construction is going to continue on Boylston, the board may want the existing DMPs to be checked sooner.

2008 Financials
The financials on the masonry project costs were mailed out to the owners in January. Item complete.

Torn carpet in basement
Same.

Landscaping
Moving the vent would be tied in with fixing up the 107 Laundry room. At that point, it would be investigated if vent can be moved or positioned such that it still vents properly but avoids blowing on the Emerald Arborvitae.


111 Laundry Sink Tap Is Leaking
Item complete.



Terrazzo Sidearms Need Repairs
The work cannot be performed during colder temperatures. MA did have Chicarelli look at them. Chicarelli needs spec #’s of casting finish. MA not sure if DePaoli will respond as Assoc. did not pay in full for work as Board was not satisfied with the work. MA to contact DePaoli to see if will provide any info.



Miscellaneous:

• A work order for the lentil sitting in courtyard was issued to be moved to the boiler room. Please let MA know if the lentil is still in the courtyard.
• 107 Outdoor glass has been replaced. Item complete.
• Front doors polishing is put on hold due to low cash flow.

These minutes are written to Yelena’s best recollection. Please notify her of any discrepancies immediately.

Please Come to the Annual Meeting

Our annual owners' meeting will be held on the evening of Tuesday, February 16th, 2010. (The exact time and location is yet to be determined, and will be announced here as soon as we know).

At this meeting the trustees plan to discuss our annual budget as well as our reserve funds. There are several capital repair projects on the association's "to do" list, but of course they cannot be all done at the same time. The trustees would like to hear feedback from the owners as to what projects the owners find most important and would like to see completed first.

Hope to see you all at the owners meeting!