|
|
Telegraph Landing North Board
of Directors Meeting |
|
|
MINUTES BOARD MEMBERS PRESENT: President: Nancy Spero Treasurer: Secretary: Kathy Jewett Director Faye
Bernstein BOARD MEMBERS ABSENT: Vice President: Morton Beebe 1.
CALL MEETING TO ORDER &
ESTABLISH A QUORUM Nancy Spero called the meeting to order at 2. APPROVAL OF MINUTES OF PREVIOUS MEETING The Minutes of the The Minutes of the 3. OPENING HOMEOWNERS’ INPUT There was a discussion on the availability of the 8
shopping carts and how to make sure people return them to the garage when they
are finished using them. 5 additional carts have been ordered and are expected
to be delivered by the end of September. There was a discussion about the carpet in the lobby
of building 2. The Board authorized management to get prices for a new carpet. The House Committee presented six large format
photographs Morton Beebe has lent to the Association for display at Telegraph
Landing. The Board asked the House Committee to submit a proposal recommending
where to hang the photographs. 4. OLD BUSINESS Waterproofing/repairs on townhouse roofs
and decks The
waterproofing repairs to the townhouse roofs and balconies are on schedule. Not unexpectedly, some dry rot has been found
and Alpha Waterproofing is fixing that as they progress. CommAir has recommended the replacement of
some of the parts of the HVAC units on the mechanical roofs of the townhouses;
CommAir will submit a proposal to do that work.
Barry Shiller commented that this project is a good learning exercise so
that the Board can understand how to better handle the future repairs and work
for the townhouse roofs and decks. The
Board was notified shortly before this meeting that the specified waterproofing
membrane material does not meet the current fire code. The manufacturer of the specified material
had represented otherwise. This requires
the use of a different material and some additional labor. The additional cost will be $18,000. The Board approved the change order from
Ferrari Moe to change the specification on the waterproofing material subject
to assurance that the new material is durable. New
sliding glass doors must also be installed in connection with the damaged
balconies. Ferrari Moe had submitted a proposal to install the doors. The Board formally approved the $16,500 expenditure
for 5 sliding glass doors. Waterproofing/repairs on certain high
rise windows in Building #1 KC
Glass proposed manufacturing new windowsills for seven windows in Building #1
at a considerably lower price than the cost of new windows. The Board had
approved this and authorized KC Glass to proceed. The
Board asked the property manager to send a letter to homeowners affected by the
leaking windows informing them of this solution and letting them know that if
they want to change their windows at that time, they will have to contract
separately with KC Glass to do so-. 5. TREASURER’S REPORT According to the financial statement, the balance in
the Operating account as of the Treasurer Barry Shiller reported on where the
Association stands on capital spending. He distributed his Capital Replacement
Analysis spreadsheet (see attached) to the Board and homeowners present and
explained that the Finance Committee has taken a look at capital replacement
funds going back to 2000 and The Helsing Group is working on the reserve study
which will project forward. The committee is working on the 2005 Budget and is
looking at some key expenses, PG&E, water and garbage, and trying to bring
down costs. They are doing comparison ratios with other comparable
condominiums. The committee wants to bring PG&E into Telegraph Landing for
a walk-thru to see what the Association can do to save money on gas and
electricity. 6. COMMITTEE
REPORTS MAINTENANCE
AND SECURITY COMMITTEE Maintenance: Al Dockus reported that the committee met on
August 13th with management, Rob Viola and Cesar Martinez from
Genesis Building Services. They discussed the hours of the janitorial staff,
coverage and maintenance of the garage. More hours have been added to the
garage cleaning schedule. The front of the building will also get more
attention. The sidewalks will be steam cleaned and the mailboxes on Security: Mike Gallagher of Gallagher Security
Electronics will provide prices for adding recording devices to the existing security
cameras, as well as prices for other configurations of security camera
equipment. Al Dockus said he estimates approximately $15,000 will be needed to
add additional cameras to improve surveillance. The committee considers the addition of one
more security guard on foot patrol, for at least one shift, to be the
single-best method for improving security. The committee also recognizes that this would
be a significant addition to ongoing Association expenses. The committee recommended a badge program that
requires all contractors to sign in and wear badges while working at Telegraph
Landing. Some consider the addition of a
second electronic entry gate to the garage to be a cost-effective mechanical
method for improving security. The Board asked the
committee to submit a proposal with their recommendations for additional security
equipment for under $20,000. The Board also
asked the committee to submit a proposal for the badge program for discussion
at the next Board meeting. The Board
said it will consider an additional security guard and will get input from the
homeowners regarding that expense before making a decision. The Board asked management
to get a price for for a second entry gate to the garage and a price for an iron gate by the
garage fire door. COMMUNICATIONS COMMITTEE The committee’s proposed
guidelines for posting notices on the bulletin boards have been available for
review and comment during the past month. Notices must be personal (no commercial notices
will be accepted) and submitted by a Telegraph Landing resident. Notices are to
be no larger than 81/2 x 11, dated (there is a 2 week limit for posting),
courteous and judicious (no offensive content will be accepted). Residents
should submit 13 copies, along with unit number and email address, to the front
security desk addressed to the Telegraph Landing Communications Committee,
currently chaired by The Board approved the
bulletin board guidelines as submitted. RULES COMMITTEE The Rules Committee has two meetings scheduled for
September to review the draft CC&Rs and Bylaws, prepared by the
Association’s attorney. There will be a homeowner meeting for discussion and
revisions before these drafts are finalized and submitted to the membership for
a vote. HOUSE
COMMITTEE Margaret Miller reminded everyone to come to the
Courtyard Summer Party on Sunday from LANDSCAPE
COMMITTEE
Planters on
parapet walls on townhouse roofs – potential for water intrusion: Barry Shiller reported that, in performing the
waterproofing repairs to the townhouse decks, the Association has learned about
potential water intrusion problems caused by planters on the parapet walls. The Board voted three in favor, one abstention, to
prohibit all planters on the townhouse parapet walls pursuant to the
Association governing documents. The Board directed management to send a letter
to all upper-level townhouse owners asking them to remove any planters from
parapet walls pursuant to the Association government documents. This letter should also remind them of the
governing documents’ rule about a weight limit for planters on the townhouse
decks and roofs. Non-Compliance
with TL rules regarding construction and flooring: Nancy Spero stated that there have been several
occasions during her tenure on the Board (since April 2004) when the Board has
been notified of a homeowner violating the TL rules and governing documents
regarding construction and flooring. Barry
Shiller suggested giving all homeowners a list of key construction and flooring
rules and have them sign that they have received and read the rules. Another proposal was that the disclosure
package to prospective buyers should have a cover letter from the property
manager highlighting the key issues for rules compliance. There was also a suggestion
of modifying the hardwood floor policy to permit any flooring as an alternative to carpeting if it
meets the sound attenuation requirements that has been permitted for hardwood
floors. These proposals and others will
be under consideration and are not adopted at this time. The Board is making efforts to enforce the
rules and is handling individual violations in executive session. The process
to be followed at such an executive session was discussed. The persons who may attend these executive
sessions are the directors, the specific homeowner(s) who are subject to the
rules enforcement proceeding, and the property manager. Other homeowners who are particularly
interested, involved, or have evidence to submit, at the discretion of the
Board, may be given the option to attend the executive session. Only directors will be present for the
Board’s deliberation; all others will be excused. Proposal to
replace valves for hot and cold water in high rise buildings: CommAir submitted a proposal to replace valves in the
high rises so that a limited number of units will be affected during a water
shut-off. Currently, some valves are not holding in the closed position because
of the age of the valves. The Board asked management for more bids and a plan
for valve replacement in both high rise buildings. 8. CLOSING HOMEOWNERS’ INPUT There were no further comments from homeowners. 9. SET DATE OF NEXT MEETING &
ADJOURNMENT The
next meeting will be There being no further business to come
before the Board, the meeting adjourned at Respectfully
submitted by Laurence Management: ___________________________________________ ___________________________
|