September 21, 2010, Meeting

Attending:

Nancy (MA) --Modica Associates

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

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

Distribute to:

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

Window Replacement
David Sherf will write the letter to Hadco.  The board will wait for a month once DS sends the letter. After that we could send it to collections if deemed to be effective.  If collections is successful, we would receive 66% of the $250.00.

107 Laundry Room Floor
David has been talking to Doug about the finding behind the walls of the laundry room.

• MA to let us know when the contract with the laundry provider renews
• MA to email the specs to the board, and then rebid with inclusion of the firewall.
• MA also to check status the bid from March 16.

Bad Smell in 107
Same

Landscaping
Item Complete.

Terrazzo Sidearms Need Repairs
MA to schedule the work with Chiccarelli & Pires ($1600).  They will probably be available mid October.

Water Damage/Leaks Due to the March 15 Storm
Both units 107-18 and 107-19 had previously agreed to the skylight replacement, but the work has not been done yet.  (107-19 is under agreement to sell, and there is a contingency in the P&S to replace the skylight.)  The two units are doing the work together.  MA expects that the work will be complete within the next couple of weeks.  MA to let the board when skylight work is being scheduled.  (DM would like to meet with the contractor before the work is started.) 

MA scheduled Cresent Paint to come and repair the ceiling in the 107 common area on the top floor for 9/23/2010, because renters have been complaining about the hole in the ceiling.  The board still wants to wait to fix the ceiling until work on the skylights is complete.  MA to reschedule the work with Crescent Paint.

Roof Replacement
MA provided the board with the proposals for the installation of the white replacement roofing materials. 

• US Roofing - $75,075 (the lowest) 
• Maurice Richard - $78,000

Both Maurice Richard and US Roofing agreed to come and talk to the board if needed.

Carlisle (makes the roofing material) has the best manufacturing warranty in the business. DM to check what the Carlisle specifications are (as the proposal states that the roofing will be installed per Carlisle specs).

The board discussed the pros and cons of white PVC roofing, particularly in a dense urban environment.

• The white roof reflects more light, and does not absorb as much heat as the traditional roofing
• Good in the summer
• Maybe not so good in the winter
• In an urban environment, the white roof would get dirty faster.  (Once it is dirty, it is no longer as efficient as it is designed to be.
• The white roofing is most successful in the South and South West.
• The white roofing is most often used in an industrial setting, not for one building.
• Maurice Richard:  you can paint a black roof white for the same effect.  The downside is that you will have to repaint it.
• PVC is carcinogenic.  If the white roof is installed, there will be no possibility of a roof deck.

MA to get references for similar buildings from US Roofing with white roofing over 10 years old, and ask these associations for feedback.

We currently have a contractor spec, not an engineering spec.  DM suggested that it would be helpful to have an engineering spec for the roof, to make sure that everything is done correctly, and nothing is missed. An engineering spec should cost no more than $4000.  An engineering spec can be re-used indefinitely.  With the engineering spec, we would need to re-bid the roof work.  The board decided to consider getting the engineering spec for the roof.  MA to obtain several bids for the engineering spec.

There is space under the roof deck.  It is air space (ventilation).  DM would like to know if we can increase roof insulation by using some of that space.  MA to find out if an engineer can help us with the insulation--determine how to better insulate the roof.

The board would like to complete the work on the roof before next winter.

Repolishing Wood on the Front Doors
MA obtained 3 proposals for refinishing of the front entry doors. 

• Cresent Painting - $3500
• Vogt & Company - $7600
• Brian J. Hernon - $4700

Cresent Paint came in at $3,500, which is significantly less than the other two choices. 

The 107 front entrance door does not close well and is jamming.  Can it be fixed by putting in a continuous hinge. DM thinks that the problem with the door is the uneven floor.  Also there is no sealing strip (weather strip) on the door. One possible fix might be to cut the door ~quarter of the inch and put a sweep under the door. Can a carpenter solve this problem? MA to ask Crescent to look at the door. DM will meet with them.

Financials
Unit owner of 111-20A paid maintanence through August, 2010.  We waived the 2010 late fees as agreed.

Budget for 2011
Considerations when putting together the budget for next year:

• Assessment for the roof
• Consider making assessment bigger than the roof costs to replenish the reserve

MA to do the preliminary budget for the next meeting.


Miscellaneous

• Queensberry Street gate is scheduled to be permanently repaired by Ninos Iron Works next week, and the work should cost ~$50
• Vagrants on the door steps: MA had issued a notice to the residents to encouraging them to contact the BPD Precinct Four whenever there is a problem with vagrants disturbing the peace outside of the building.
• Occasionally school kids smoke pot on the door steps.  What can we do to discourage them?
• Unit 107-21B: The residents have no knowledge of the cable wires.  So David Modica will remove the wires right away.
• Unit 107-2: MA to send a letter to the owners asking them to remove the wires by 10/31.  Otherwise, the wires will be removed at the owners' expense.  
• Oil tanks: we are grandfathered in.
• Iron fence on Queensberry Street side: the board decided to wait till spring to do the repairs.
• The faucet outside by 107 entrance is leaking and still needs to be fixed. 

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

August 17, 2010, Meeting

Attending:

Nancy (MA) --Modica Associates

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust

Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

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

Yelena Chigirinskaya (YC) --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

Window Replacement
MA made one further phone call to Hadco, asking for a final refund of $250.00. MA has received no response and therefore asked David Sherf to write a letter.

107 Laundry Room Floor
The board discussed possible ways to repair the floor: pouring the slab on grade vs floating slab.

• Floating slab—is lifted on joists above the soil, creating a "gap" between the ground and the floor.
• Slab on grade—is poured down against the soil, thus sealing the so called "gap".

The current floor is a concrete slab on joists with plywood on top.  The proposal (whose?) is for thicker concrete slab with the floor. 

The board needs the following questions answered before deciding on the "slab on grade" floor:

• Are there any pipes between the current "floating slab" floor and the dirt?
• Is there a significant price difference between the 2 types?
• If plumbing work needs to be done (pipes burried to allow for the "slab on grade" floor, what would the extra costs be?

Fire code violation was discovered when the laundry room wall was opened. No insulation (no 2nd layer of sheet rock) between the laundry room and an abutting unit.  David Modica is aware of this problem, and this minor issue will be fixed with other work in the laundry.

MA to request 2 specs from Wolf Rock Development and ask about pros and cons. The board will review the specs.

[Later edit:  In an email David Modica reminded the board that we have reviewed bids for this work and questions the need to rebid the work.  Notes about previous bids can be found here -- the latest bid information was noted in the March 16th Meeting Notes.]

Bad Smell in 107
The BWS contractors have found the problem.  The pipe in the street is not only sagging, but also collapsing.
This is now a major problem that with effect the entire block. The city will now have to rip up the entire street from Queensberry to Perterbourgh in order to fix the problem.  The time line for this work is not known, but the smell can intensify at times until the problem is repaired.  David Modica continues to work with BWS to try to get some idea of what it is involved for going forward.

DM met with David Modica in the laundry room and looked into the cut in the slab.  Failed pipe (in the street) was leaking and filling up the space under the slab.  The town should fix the pipe.

Landscaping

Tree was cleaned up where the branch was cut.  The faucet (by the 107 entrance) is leaking.  A rhododendron bush has died (on the Jersey Street side of the building).  MA to inform Malkasian about the dead  rhododentron bush. 

[Later edit: The dead bush has been removed.] 

Terrazzo Sidearms Need Repairs

Chiccarelli and Pires has estimated repairs of the sidearms at $1,600.00 with the additional costs of permits.  The board has reviewed the bid and approved it.  MA to schedule the work sometime before November. 

Water Damage/Leaks Due to the March 15 Storm

• 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.

Roof Replacement
MA has received two roofing bids. Richard Roofing was the least costly by far, at $69,000.00. Two more bids are coming (from Eagle and Cappucio).  We are using Maurice Richard’s scope/spec.
DM proposes that the board considers using white rubber roofing.  It is supposed to be good at reflecting heat.  MA to request prices for this version as well.  The board asks that the spec is revised to include the repairs/replacement of the damaged roof decking--there should be an allowance for fixing the decking (the amount to be discussed with David Modica).

Repolishing Wood on the Front Doors
MA recieved bids for sanding and refinishing the front entrance doors.  Corinne pulled out bids from last year, and both companies would honor the prices.  (Vogt & Company - $7600 total, and Crescent Painitng—3^rd bid. $3500 total.)  The board eliminated Summer Painting.  DM will talk to Vogt & Company(the high end bid), and MA will talk to Crescent.

Renegotiate Insurance Deductible
Earthquake insurance will be included in the master policy.  No flood insurance, because we are not in the flood zone.  Item Complete.

Financials

Overdue unit owners have agreed to pay the balances before September 1.  MA to send reminders and let the board know when the payments arrive.

Miscellaneous

• The gate on Queensberry Street side was repaired again but whether or not it is a permanent fix remains to be seen.
• MA have sent a letter to unit 21B asking to remove the wires from the window. No answer has yet been received.  MA suggests a legal letter sent via certified mail.  The board requests MA to send another letter to 21B and give them a deadline to remove the wires.  After the deadline, the unit owner will be subject to fines. 
• Wires in a 107 1^st floor unit.  MA to send a letter.
• The board requests that no hard copies of the financials and bills be made.  The board will review them electronically. 
• MA to find out if there is a new requirement (from state? from insurance companies?) about oil tanks. 
• The iron fence on the Queensberry Street side is severely rusted.

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

July 20, 2010, Meeting

Attending:

Nancy (MA) --Modica Associates

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust

Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

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

Distribute to:

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

Window Replacement

Refund request resulted in Hadco (the window contractor) refusing to refund the final $500. (Hadco have refunded $350 to date.) Corinne had made the request again with a cc' to Modica's attorney. This did not yield a positive result. The board would like to ask David Sherf to send a letter to Hadco, asking to split the remaining $500 and return $250 to the association.

107 Laundry Room Floor

Same.

Bad Smell in 107

David Modica has been working hard to get this solved. Due to the recent weather, there has been no available manpower to do anything in recent weeks. David has been assured that as soon as possible, there will be another camera test which will investigate a different area.

Still waiting for the report from BW&S.

Doug thinks that there maybe cracks in the foundation or cracks in the sewage pipe. Doug proposes to cut away part of the ceiling in the laundry room where he thinks the pipe is, investigate if there are any cracks, and seal them with cement. Doing that might stop the smell. Doug thinks that the smell is trapped between the 1st floor and the basement ceiling. MA to discuss this solution with David Modica, confirm where the pipe is, and see if this can be done.

MA will repeat the request for the report from BW&S.

Bill has not detected the smell since BW&S has been on site.

JM Mechanical: David Modica has indicated that he does not believe we can get either of the two invoices reduced because the smoke tests were ordered, and the manpower utilized.

Landscaping

Modica had the tree branch cut. Doug thinks that the branch was not cut cleaning. MA to request to recut it cleanly.

David Modica spoke to Rick Malkasian regarding the overage on the landscaping budget. (The bill came for $1150, after the board asked Malkasian to work with $1000). He has agreed to honor the $1000 budget amount and will write off the overage. The board members will consider getting together and planting some annuals using their own resources.

Terrazzo Sidearms Need Repairs

Chiccarelli and Pires has been to the property and a price is forthcoming.

Water Damage/Leaks Due to the March 15 Storm

Letters were sent to unit owners of 107-18 and 107-19 (units with skylights that had leaks). Unit 107-18 has refused, and 107-19 has been sent 2 letters. MA will contact the 107-18 unit owner to find out the reasoning for his refusal. The board request that a deadline of 8/15 would be set to receive an answer.

Richard Roofing speced the work and created a proposal for the skylights work. The units can bring their own contractors in, as long as the board approves the work.

Roof Replacement

Richard Roofing has developed the scope for the roof replacement and it has been distributed to two other contractors, Eagle and Cappucio, for bidding. MA to send the scope out to the board.

Repolishing Wood on the Front Doors

Same.

Renegotiate Insurance Deductible

Paula Modica reports that the insurance company has visited and revalued all of the properties. There will be no earthquake or flood coverage but the good news is that increases will be negligible and we were able to negotiate replacement costs. The deductible will remain at $15,000. The board plans to talk to the agent during the next meeting.

Financials

Two units (111-16 and 111-20A) are behind in paying their maintenance fees. MA will let the board know how much each unit owes in late fees. The board will make a one time offer to the unit owners--the board will wave the late fees if all the maintenance fees are paid up by September 1st, 2010. MA to notify the two unit owners of the offer.

Miscellaneous

• Power Outage: The electric company had no reports of any outages on the dates in question (on 6/13 and 6/14) and advised calling when the outage occurs so that a source can be determined.
• Modica repaired the gate on Queensberry Street side.
• MA will check out the cord/antenna coming out of a 107 basement unit.
• The board reviewed the "Modica Cleaning Specifications for QCT" document, and discussed options of cutting down on janitorial services in order to cut down on costs. The board concluded that maintaining the cleanliness of the common areas is important enough to continue with the current levels of janitorial services. In turn MA will discuss the work with the janitor and will do a walk through the building with the janitor in order to improve quality.

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

May 18, 2010, Meeting

Attending:

Corinne Getchell (MA) --Modica Associates

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

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

Distribute to:

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

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

107 Mail Room for general information

111 Mail Room for general information

Window Replacement
Modica has not heard back from HADCO yet.

107 Laundry Room Floor
Same.

Bad Smell in 107
The city attempted smoke test. However something is still blocking the drain. Board was given the phone number of Mike Ross, City council, to call and inquire about if BWSC can move on testing their own drain lines. Dave M indicated that the problem was likely to be on the BWSC lines. So the board will hold on hiring drain company to camera 107’s main drain line until BW&S can camera their sewer lines on the street. BW&S is to let Dave Modica know when they have camera their lines on the street. Dave Modica will continue to call BW&S to learn when their lines have been camera. The association has already paid $1,840 for plumbers to be there with no smoke coming into 107/111, so we want to be sure city does their end well this time.

Landscaping
Modica will cut down loose branch of the linden tree in front of 111 swinging in the garden, not the actual limb but the branch. Board will wait on hiring Arborway Tree to cut the limb for $330 to see if City will actually cut as Modica has been calling Parks Dept. to report a safety issue and City might be coming out to actually cut limb due to pressure Modica has been placing on City. Board voted to wait on city to cut the limb before paying Arborway to do it, pending whatever the cut-off date for treating for Aphids is. Modica to confirm with arborist what cut-off date is to treat for Aphids. Arborway’s price to cut limb is $330 and treat for Aphids is $210.

Terrazzo Sidearms Need Repairs
Modica may apply a patch until new long term solution is found.

Water Damage/Leaks Due to the March 15 Storm
Patches and lap sealant added per Doug's request. No leaks have been noticed since lap sealent applied. The ceiling will be kept open until next big storm. Also, possibility of new roof was brought up to make sure that the building is protected against this type of damage going forward.

Repolishing Wood on the Fronnt Doors
Same.

Renegotiate Insurance Deductible
Modica will continue to collect bids at the $5,000 and $15,000 deductible levels.

Move In Fees
Item complete.

Preparation to Renew the Laundry Contract
The board would like to investigate getting the "over-under" type machines to increase the number of machines in each laundry room.

Miscellaneous

• Line of credit is still on hold pending dire need. At this point there is no immediate need for a line of credit.
• Letter to 111-11 owners RE A/C: item complete
• MA checking on building settling reimbursement from city: no payments available to condo associations, item complete.

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

April 20, 2010, 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 information111 Mail Room for general information

Window Replacement
MA sent the letter and gave Hadco 30 days to reply. If there is no response, the next step would be for David to send a letter to Hadco.

Bad Smell in 107
The smell has returned in 107 (see email from 4/15). The smoke test will be performed to determine where the sewage smell comes from and how bad the damage might be. Smoke test is currently scheduled for Thursday if the city sewage lines are cleared by then on the corner of Queensberry and Jersey Streets.

107 Laundry Room Floor
On hold until the smoke test is done.

Landscaping
The board met with Rick Malkasian (of Rick Malkasian Gardens—the company that has been doing our landscaping so far) to discuss improving the plantings around the building. The board decided to ask Malkasian to work with $1000 (total, labor inclusive) to add plantings and improve the landscaping with the following specific requests: 1) no arbovitaes, 2) add approximately $100 worth of annuals in locations Malkasian sees fit. The board would like this landscaping work to begin right away.

The board also discussed the linden tree (city tree) near 111 Jersey entrance with MA and Malkasian. (Some of the tree branches are growing into the fire escape of 111, and thus may be a fire hazard.) MA will find out the price for cutting down the branch closest to the building. MA will also find out the price for spraying the Jersey side linden tree and another linden tree (also a city tree) on Queensberry side of the building. MA will also find out if we need city permission to cut down branch and/or spray these city trees.

Terrazzo Sidearms Need Repairs
Chicarelli will not do the work. MA will talk to B&M Restoration about cost for applying partial fix.

Water Damage/Leaks Due to the March 15 Storm
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.

Repolishing Wood on the Fronnt Doors
On hold.

Renegotiate Insurance Deductible
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.

Move In Fees
In the efforts of raising income for the association, the board decided to increase the move-in fee for all owners. Starting on June 1st, the move-in fee will be $150 as opposed to $50 (currently).

Miscellaneous

• The board will consider being approved for a line of credit so that when we are ready to do the work, we can proceed even if we do not have enough cash in the reserves.
• MA has sent the letter to the 111-11 owners about the AC unit being installed too early in the year.
• MA to check if there is any money from the city available for dealing with the building settling due to the ground water issues, (when MA calls the city about permission to treat and trim the city trees around the property).

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

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.

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.

September 15 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

Distribute to:

Kristen Lipstreuer (KL) --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
Logan Grates has been given the go ahead and is in the process of making the grates. They will be in touch with MA when the grates are ready for installation.

Window Replacement
MA sent another letter to Hadco Window and Door on 9/3, but has not had a reply.

107 Laundry Room Floor
Vogt & Company (the carpentor/vendor whose proposal the association is considering) warns that roll-out/linoleum type floor is pourous, and if there are leaks, the floor maybe severely damaged or destroyed. The carpenter discussed the issue with Dave Modica, and both recommend installing tiled floor. DM estimates that the price difference between tile and linoleum may be over $1000, and the linoleum floor should last for several years. MA to get an estimate on both tile floor and linoleum floor to see what the actual cost may be and what the actual difference in price is. Plumbing is to be inspected when the floor is removed. DM requests that the material to be used for the subfloor is specified in the proposal.

Deformation Monitoring Points (DMPs)
Work has been completed. MA has the report, and the board has reviewed it. MA to ask David Modica to determine when the next time should be for checking the DMPs--two years, or possibly 6 months/1 year for the new DMPs.

2008 Financials
DM would like the cash flow report, sent out to the owners, to show clearly why the association experienced the net loss even though the income from the temporary fee increase collected more money than required for the masonry repairs. DM will email the changes to MA, and MA will mail the information to the owners.


Jim, BG and Corinne will work together to correct the 2009 cash flow report, but will not hold up the mailing to the owners for that.

Torn carpet in basement
Same.

Landscaping
The proposal has been submitted to MA for the board to review. Currently, one Emerald Arborvitae plant in front of the 107 laundry vent is not healthy, probably due to vent, so replacing it, as the proposal suggests, will not resolve the issue. MA to ask the landscaper how that problem can be resolved.


The cost of the materials and labor proposed is $2000. Due to lack of finances to do this work right now, MA to ask the landscaper if the work can be postponed till next spring.

111 Laundry Sink Tap Is Leaking
The threads on the tap are stripped, so the facet handles have to be replaced. Dave Modica estimates the cost to be $200-$250.

Terrazzo Sidearms Need Repairs
107 sidearms are crumbling and falling apart. 111 sidearms also have problems, but are not in as bad shape as 107.

Miscellaneous:

• Extra lentil sitting in the courtyard. MA to ask Chicorelli about it. It should probably not be left there, and should at least be moved down to the boiler room for safe storage.
• Outer door glass been broken in 107. The glass needs to be replaced.
• Front doors needs polish

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

August 18 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

Distribute to:

Kristen Lipstreuer (KL) --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
Samples have been delivered to Modica, and the board approves the samples. MA to call and schedule the installation.

Window Replacement
Same.

107 Laundry Room Floor
Carpenter (Vogt & Company) did a proposal and submitted to MA, with the cost of $7600. The proposal includes carpentry, but does not include tiling, removing and reinstalling the washing machines. The laundry company will have to do the removal and reinstallation of the machines. The laundry company will not give the association more than $700-800. The estimate is approximately $52.77/sq. foot (based on 8x18 ft area).

Doug proposes to just fix the floor, and put down rolled goods. Currently the floor is a potential tripping hazard.

MA to ask the carpenter to price items 1-3 on the proposal, without preparing the floor for tiling (described in item 2), without new cabinets or counters, and without painting.

When the floor is lifted, it is likely that they will find rot in the joices. Joices will have to be replaced. This work would not be included in the estimate.

Deformation Monitoring Points (DMPs)
Doug spoke to Cullinan Engineering. We did not lose a lot of information. The work is not completely redundant. The measurements have to be done 3 times due to temperature variances. They have to do it 2-3 times to get an accurate measurement. Cullinan will invoice one time once the work is completed. The board approves the proposal. MA will contact Cullinan Engineering to proceed.

Bad smell in 107
Doug and Bill have not noticed the bad smell for awhile. Item complete.

2008 Financials
Bill met with MA’s accountant and redid the summary for 2008. Transfer from reserve and other expenses items have been cleaned up, and the totals have changed as a result. Bill proposes to add footnotes when the new financial summary is sent to the owners. MA will put the new financial summary in a digestable form for the owners. Bill created a summary of income and expenses for the masonry project. The following will be mailed to the owners: reconciliation of 2008 financial summary with the footnotes, the masonry project summary, and trustee voting forms.

Torn carpet in basement
Same.

Landscaping
The landscaper is still working on the proposal.

Security cameras
Doug did some investigation on the cameras, and found that the association can get 5 WiFi cameras for about $500. Anyone can access the cameras if he/she knows the IP address and the password. The ongoing cost would be electricity and IP address. This is not a high priority, so the item will be moved to the Long Term projects list. This project may be coupled with redoing the front doors.

111 Laundry Sink Tap Is Leaking
Same.

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

May 19 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

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

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

Structural Needs Assessment Report
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.

Second Means of Egress
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.

Window Replacement
Same.

107 Laundry Room Floor
MA is continuing to negotiate with ALS (Automatic Laundry Services). $750 that ALS has agreed to give to the association to fix the floor is not enough. MA will ask ALS if ALS knows anyone who would do that kind of work for only $750, or try to negotiate a larger amount. When the floor is removed, the plumbing underneath needs to be investigated. It is possible that the smell in 107 is caused by drain water backing up. One suggested solution is to install a backflow preventor.

Bad Smell in 107
The smell has been cleared for now. The city has cleared out the sewers. Will monitor to see if the smell returns.

Dead Tree in Front of 107
Same. Doug has offered to purchase a ginko tree. The landscaper (Malkasian) provided an estimate of $250 that includes installation of the tree only. (The amount is higher because the stump of the old tree has to be dug out.) MA to ask Malkasian for the total estimate on purchase, delivery and installation of the tree.

Torn Carpet in the Basement
Dave Modica is investigating.

2008 Financials
Bill is working with Modica's accountant to reformat the monthly financial statements to make them easier to understand. Bill and Doug are also working to reorganize the financials for mailing out to the owners. So far the following problems have been identified: 1) balance sheets need to match the assets; 2) certain column items are superfluous and can be removed from the budget comparisons; 3) bank statements do not reflect the cut checks that have not yet been cached by the payee.


Landscaping
Doug and Corinne met with Rick Malkasian. The association plans to use $1500-$2000 this year (in addition to what is normally allocated for landscape maintenance) to plant and fix landscaping starting from the Queensberry Street alley to Jersey St. The trustees are now waiting for a specific proposal. MA to ask the landscaper about the timeframe.
NOTE: The tree in front of 111 Jersey needs to be pruned--it is too low to the ground. It also needs to be treated. MA to speak to an arborist about treatment.

Deformation Monitoring Points (DMP's)
Cullinan Engineering provided an estimate to create 7 new Deformation Monitoring Points (DMP's) to replace the ones destroyed during the masonry and structure works, set the baseline for the new points, and do a regular reading on all 37 points for $4275. Previously, the association has been paying approximately $2000 for reading and computation. The last reading was taken in February, 2007. Trustees have questions on the work proposed by Cullinan Engineering. On point 2 in the estimate proposal—does this imply 2 separate readings? How far apart will the readings be? If the readings are done at the same time, then why do we need 2 readings done? On point 3 in the estimate proposal—would this be the 3rd time readings are taken on the 7 new DMPs? How will this be billed?

111 Laundry Sink Tap Is Leaking
MA plumber has looked at the leak, but the tap is still leaking. Also the faucet handle shut off position is too close to a hose.

Security Cameras
A system can cost anywhere between $4000 and $15000. Some of the variables are whether the system is digital; how an incident is handled; who would review the recordings. Once a system is installed the options are to sign up for a maintenance plan or to pay a fee to review the recordings when an incident occurs. Further investigation of cameras installation will be put on hold until the 107 laundry room floor issues are resolved.

Misc:

• The glass in the 111 Jersey entry door has recently been broken and replaced 3 times. The glass cost approximately $370 per door
• Regular carpet cleaning was done

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

March 17 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

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

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

Structural Needs Assessment Report
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.

Second Means of Egress
Same.

Window Replacement
Still waiting on refund from Hadco. Logan Grates will fix the grids.

107 Laundry Room Floor
ALS (Automatic Laudry Services) came and looked at the floor. ALS will give us $750 to fix the floor. When the floor is removed, we will need to investigate the drain pipes underneath to see if larger pipes have to be installed.
Our contract with ALS does not expire until 2014. Laundry breakdown: 55% to ALS, 45% to QCT.


Bad Smell in 107
The smell is still there, but not as bad. In February, John’s Sewer snaked the main sewer line in 107. The line has a few dips where water holds and at 83 feet line is possibly rotted at bottom. Also the 3 stacks on the roof were video inspected. The stack on the right has a small hole at about 48 ft from the room. Clean out is at 51 ft (white color). Doug inspected the Is the hole in the stack a possible cause of the smell, and can the hole be fixed? Inquire the drain companies. MA to ask Dave Modica and a plumber take a look and provide feedback on the video? Inquire about the possible rotted sewer line. After reviewing the video, DM thought that the middle pipe might also not be draining properly and maybe the cause of the smell.


Dead Tree in Front of 107
Same.

Torn Carpet in the Basement
AJ Rose Carpets will look at the problem this week. MA to ask them for a recommendation to possibly tear out that section of the carpet and replace it, or cover it with a “throw” type carpet matt.

2008 Financials
Bill is working with Modica's accountant to straighten out and simplify our financials. MA to send out the trustee ballots to the owners by mail (no quorum at the annual meeting), together with the financials in about two weeks.

Landscaping
The board is again reviewing the landscape design.

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

January 20 Meething

Attending:

Corinne Getchell (MA) --Modica Associates

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust
David Sherf (DS) --Trustee, Queensberry Condominium Trust

Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

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

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

2008 Finances
Corrine will have final numbers for Feb meeting. Bill asked for copies bank statements for the full year 2008.

Structural Needs Assessment Report
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.

Second Means of Egress
Grates are finished but Logan grate needs access to units to install. Corrine will schedule.

Damanged Bollards by the Dumpsters
Item Complete.

Window Replacement
Window Paining has been repaired. Waiting for Logan grate to reinstall.

107 Laundry Room Floor
Proposal by DM to motion at owners meeting that we consider reconfiguring entire space including storage locker area and boiler room to be more efficient. Including replacing current inefficient gas systems. Will ask owners for feed back on whether to hire engineer to make proposal.

Dead Tree in Front of 107
Same.

Bad Smell in 107
Smell still occurring occasionally. DM mentioned that ventilation in skylight is not working and needs to be addressed.

Issues in the Monthly Financial Statement
Item Complete.

Moped in the Courtyard
Removed. Item Complete.

Torn Carpet in the Basement
Corrine to call Braintree rug to look into replacing torn rug in basement.

Miscellaneous

• DM sent email regarding installing security camera
• DM asked to have Feb Trustee meeting scheduled for 24th instead of 17th
  These minutes are written to Douglas’s best recollection. Please notify her of any discrepancies immediately.

November 18 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

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

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

Structural Needs Assessment Report
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.

Second Means of Egress
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.)

Damaged Bollards by the Dumpsters
Cement has been poured, and the bollards for straight for a few days. One bollard was bent again despite the cement. Waste Management is yet to contact KL. The board decided to cut down the bent bollard, and place reflective tape on top of the other two bollards.

Window Replacement
Several windows on 107 Jersey first floor and 111-2 windows do not have grids. At least one window's panning is cut around the metal rod. In these windows, the iron pins are in the mortar too close to the window. So the window panning was notched to expose the iron stud. The iron grid should be drilled into the brick. MA will work with Logan Grates to replace the grids. The panning then can be redone.
MA spoke to 111-2 owner and Hadco on 11/3. Hadco acknowledged that they were paid. MA still working to get the association's money refunded.

107 Laundry Room Floor
Same.

Dead Tree in Front of 107
We are on the city's "inspection list"--they will come to make sure it is actually dead.

Bad Smell in 107
The drain was cleared out today, 11/18. DM will see if the smell is still present tomorrow.

Issues in the Monthly Financial Statement
Bank statement balance differs from the operating budget because checks may have been cut, but have not yet cleared. Item Complete.

Moped in the Courtyard
There was a moped by the Queensberry alley gate. Notice went to that one. There is one more in the courtyard--MA will put out a notice for it to be removed.

Locking in Oil Price
Locked in at $2.49. Item Complete.

Torn Carpet In The Basement
Carpet is shredded across from Unit 20-A, probably from the vacuum cleaner.

Miscellaneous

• MA has sent out a reminder to remove AC units out of the windows, but AC units are still in.
• Fire escape has bricks and/or some other items on the 4th floor balcony of building 107.
• There was a hot water outage on 11/16 because circulator pump was down (gas furnaces).

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

October 21 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

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

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

Structural Needs Assessment Report
The masonry work is progressing well. C&P expects to complete the project 1st week of November. See David Modica’s report for detailed information. A sill in the courtyard was missed and will be replaced. Also a lentil on the 3rd floor, Queensberry Street side has a crack running straight through it, and needs to be brought to the attention of C&P.

Second Means of Egress
All bedroom windows were properly marked by their unit owners. MA met with Logan Grate, and the windows were measured. In total, 6 grids will be replaced by the association. An additional (7th) grid will be replaced at the request and expense of the unit owner. Logan Grate will provide the final prices for the grids to MA.

Damanged Bollards by the Dumpsters
On Saturday, 10/11/2008, at 9:10am KL witnessed a Waste Management truck back into the bollards, knocking one of them completely out of place. David Modica is in contact with WM enquiring if they will pay for the damage inflicted by their truck.

Window Replacement
Window replacement is complete, and all screens have been fixed. MA is still working with Hadco, the company that replaced 111-2 unit windows in order to get the money back that the association paid for the panning that had to be later removed.

107 Laundry Room Floor
Same.

Dead Tree in Front of 107
DM and BG have removed the polls.

New Business:

Bad Smell in 107
DM and BG again noticed a strong smell of the sewer in the morning hours in building 107. There is speculation that the smell is from the 107 laundry, or from sewage backing up in the morning rush. Unit 107-20a had to have the drain cleared, and during the procedure a camera was run down the drain. Our buildings are on 4 times/year drain clearing schedule. MA to let the board know next time the drain clearing work occurs, so that we can see if the time of the smell correlates to when the drain clearing is performed.

Carpet Cleaning
The board ok's carpet cleaning to be performed in the common areas. Item Complete.

Issues in the Monthly Financial Statement
The numbers on the header page do not correspond to the numbers in the actual statement. MA will speak to the accountant and will email the board with an explanation.

Moped in the Courtyard
A Vespa moped is locked to the bike rack in the courtyard, and is blocking the walk way. MA will put a sign on the Vespa, as well as post notices on the doors asking the owner to move it. If not moved in a week, the vehicle will be towed.

Locking in Oil Price
The board discussed whether or not to lock in the oil price. Because the matter is so important, the board wants all members of the board to vote (only 3 present at the meeting). MA will send email asking the board members to vote over email.

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

July 15 Meeting

Attending:

Corinne Getchell (MA) --Modica Associates

David Modica --Modica Associates

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

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

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

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

Structural Needs Assessment Report
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.

Second Means of Egress
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.

Damanged Bollards by the Dumpsters
Same.

Window Replacement
DS and MA drafted a letter to go out to all owners who decided to replace the windows. The owners will have several days in which to agree to the window replacement and conditions outlined in the letter, and return the signed letter with their payment.

107 Laundry Room Floor
MA contacted the laundry machine company. Since our contract is up for renewal soon, MA will meet with the company in August to discuss terms of the contract renewal, including fixing the floor.

Cash Reserve Interest on Monthly Financial Report
Bookkeeper has been notified, and the numbers should show up in our July financial statement.

QCT Meeting Minutes Web Hosting
We need to find a new place to host our meeting minutes on the internet. The current site is not owned by any of the trustees, and we need to find an alternative. YC to explore using a free blogging host for posting our minutes.

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

June 24 Meeting

Attending:
Corinne Getchell Modica Associates MA
Yelena Chigirinskaya Trustee, Queensberry Condominium Trust YC
Douglas McClennen Trustee, Queensberry Condominium Trust DM
Bill Gentz Trustee, Queensberry Condominium Trust BG

Distribute to:
Kristen Lipstreuer Trustee, Queensberry Condominium Trust KL
David Sherf Trustee, Queensberry Condominium Trust DS
107 Mail Room For general information
111 Mail Room For general information


Structural Needs Assessment Report
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.

Second Means of Egress
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.

Inner Courtyard Cleanup
Item Complete.

Damanged Bollards by the Dumpsters
The bollards have been straightened out but not reinforced. David M. will work with C&P to see if they can be reinforced with concrete.

Window Replacement
9 owners have signed up for window replacement. Windows have been measured in all but one unit (key issue with the unit). The exact estimates will come in once all windows have been measured.

107 Laundry Room Floor
The laundry room sub-floor in 107 Jersey Street has been rotting and is now uneven, causing the washing machines often to become unbalanced and fail to finish their cycle. MA to investigate if a board can be put under the machines to temporarily fix the problem.

Cash Reserve Interest on Monthly Financial Report
DM suggested to modify the monthly financial statements such that they show any interest made on the cash reserve. The numbers are available. MA to ask the bookkeeper to put the numbers on our monthly statements.

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

May 20 Meeting

Attending:
Corinne Getchell (MA) --Modica Associates
David Modica --Modica Associates
Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust
Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust
Distribute to:
Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust
David Sherf (DS) --Trustee, Queensberry Condominium Trust
Joseph Jouvenal (JJ) --Trustee, Queensberry Condominium Trust
107 Mail Room for general information
111 Mail Room for general information

Structural Needs Assessment Report
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.

Second Means of Egress
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.

Inner Courtyard Cleanup
The courtyard cleanup has been moved to May 24th due to inclement weather on May 16th.

Bad Smell in 107 during Peak Shower Time
Smell is gone. Item complete.

Graffiti on 111 Steps
Item complete.

Legal Consultation
The legal consultation fee was approved and the letter has been mailed to the owners. Item complete.

Damanged Bollards by the Dumpsters
The bollards have been straightened out, but not reinforced with concrete yet. David M. will discuss this with C&P when they are onsite.

One of the Dumpsters Damaged
Fixed since the meeting. Item complete.

Window Replacement
DM has volunteered to represent any owners that want to replace their windows this summer, and to get a quote for the windows as one order. MA has sent out a letter to the owners informing them to contact DM directly if they are interested in replacing their windows. DM will get back to all owners who have contacted him with quotes, payment information, and other action items.

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

Window Replacement

(05/20/08) DM has volunteered to represent any owners that want to replace their windows this summer, and to get a quote for the windows as one order. MA has sent out a letter to the owners informing them to contact DM directly if they are interested in replacing their windows. DM will get back to all owners who have contacted him with quotes, payment information, and other action items.

(06/24/08) 9 owners have signed up for window replacement. Windows have been measured in all but one unit (key issue with the unit). The exact estimates will come in once all windows have been measured.

(07/15/08) DS and MA drafted a letter to go out to all owners who decided to replace the windows. The owners will have several days in which to agree to the window replacement and conditions outlined in the letter, and return the signed letter with their payment.

(08/19/08) All unit windows for the participating units have been replaced, except for 111-11, which was a add-on unit that is replacing just one window. 111-2 has new windows, but no panning, because 111-2 was replacing the windows on his own, and the panning did not match. 111-2 windows will be capped as part of the structural needs work, with all old windows are capped.

(09/16/2008) All individual unit windows have been replaced and all units have paid the association. The association will now pay $18150 for the work. The association has paid 1/2 of the cost of panning for the windows in 111-2 unit, but the panning was not the right kind and was removed. MA is working with Hadco, the company that was replacing 111-2 unit's windows in order to get the money back. Unit 107-14, which had its windows replaced, had a screen fall out during the storm. MA to contact Lewin about fixing the screen.

(11/18/2008) Several windows on 107 Jersey first floor and 111-2 windows do not have grids. At least one window's panning is cut around the metal rod. In these windows, the iron pins are in the mortar too close to the window. So the window panning was notched to expose the iron stud. The iron grid should be drilled into the brick. MA will work with Logan Grates to replace the grids. The panning then can be redone. MA spoke to 111-2 owner and Hadco on 11/3. Hadco acknowledged that they were paid. MA still working to get the association's money refunded.

(01/20/2009) Window Paining has been repaired. Waiting for Logan grate to reinstall.

(03/17/2009) Still waiting on refund from Hadco. Logan Grates will fix the grids.

(05/19/2009) Same.

(08/18/2009) Same.

(09/15/2009) MA sent another letter to Hadco Window and Door on 9/3, but has not had a reply.
(2010, March update since 09/2009) 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?

(03/16/2010) 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.

(04/20/2010) MA sent the letter and gave Hadco 30 days to reply. If there is no response, the next step would be for David to send a letter to Hadco.

(05/18/2010) Modica has not heard back from HADCO yet.

(06/15/2010) No money from HADCO. Is it time to request David (DS) to write a letter to Hadco?

(07/20/2010) Refund request resulted in Hadco (the window contractor) refusing to refund the final $500. (Hadco have refunded $350 to date.) Corinne had made the request again with a cc' to Modica's attorney. This did not yield a positive result. The board would like to ask David Sherf to send a letter to Hadco, asking to split the remaining $500 and return $250 to the association.

(08/17/2010) MA made one further phone call to Hadco, asking for a final refund of $250.00. MA has received no response and therefore asked David Sherf to write a letter.