DRAFT
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CLARIDGE HOUSE COOPERATIVE
BOARD OF DIRECTORS’ MEETING MINUTES
October 11, 2011
Board Members Present
Sean Connolly, President; Ajay Kapoor, Treasurer; Craig Birmingham, Assistant Treasurer; Erika
Emery, Member at Large; Bernice Friedlander, Assistant Secretary.
Board Members Absent
Lori Rizzi, Vice President; Kathrin Halpern, Secretary.
Others Present
Pilar Juergenson, Building Manager; Johnny Constantino, Building Engineer; and Jacki Mowery,
Recording Secretary, On the Record.
Call to Order
Mr. Connolly called the meeting to order at 7:10 p.m.
Resident’s Participation
A resident inquired regarding the excessive noise complaints against her apartment from below
her. Mr. Connolly inquired if the resident had carpeting over 75 percent of her flooring. The
resident confirmed that she did have the proper amount of carpeting on her floors. The resident
stated that there have been complaints from the resident below her in the past, and this has
resulted in not only letters from management but personalized letters slipped under her door
from the resident below her. Mr. Connolly asked to table the conversation.
[Whereas, Mr. Birmingham arrived at 7:15 p.m.]
A resident inquired about the container for the disposal of mercury bulbs in the laundry rooms
in the north building. From her observation, the bin is not labeled or used properly. Ms.
Juergenson stated that the bin is there for the disposal of mercury bulbs.
(A)
Mr. Constantino will verify that the bin is properly labeled.
A resident inquired about the cleanliness on the top of the washers and dryers in the north
building. She asked if these countertops were cleaned as part of the routine cleaning of those
rooms. Mr. Connolly stated that the Board and management need to begin quality control over
the cleaning routines of the buildings. Ms. Friedlander is chairing a committee to address this
issue and initiate checklists to ensure the rooms are being cleaned properly.
The resident inquired about the window dressings on the inside windows facing the courtyard.
She observed a very large Costa Rican flag hanging in one of the windows itself.
(A)
Ms. Juergenson will follow up to inform the resident to remove the hanging flag from the
windows as it upsets the balance of the building.
A resident inquired about the forms that were available at the front desk to provide management
with e-mail addresses. Mr. Connolly stated that one of the forms was placed in his pigeonhole.
On the Record
Claridge House Cooperative
Board of Directors’ Meeting Minutes
October 11, 2011
Page 2
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(A)
Ms. Juergenson will place the forms back out at the front desk for residents to pick up.
A resident apologized to the staff regarding his outburst when he received an orange sticker on
his car as a result of illegally parking. He additionally apologized for being a part of the noise
complaint in the courtyard. The resident proposed having a social committee for the community.
Mr. Connolly stated that the community is planning to have an event in the spring and they will
put the resident in touch with the organizer of the event.
(R)
Mr. Connolly moved to go into executive session at 7:35 p.m.
(R)
Mr. Connolly moved to return to open session at 7:45 p.m.
Approval of Minutes, September 13, 2011
(R)
Mr. Birmingham moved, and Mr. Kapoor seconded, to accept the minutes of
the September 13, 2011, Meeting of the Board of Directors as presented. The motion
passed unanimously.
Management Report
Building Links: Ms. Juergenson informed the Board that the staff is going to be trained on
Building Links on Friday. Building Links is the new communications and data management
system. Mr. Connolly inquired as to how the staff was going to be trained. Ms. Juergenson stated
that the company would be calling and training them by phone. They had three training sessions
set up for staff.
Canopy: Ms. Juergenson stated that the canopy project was moving along. She informed the
Board a contract has been signed and they anticipate it to take six weeks to be installed. She has
yet to receive a schedule.
(A)
Ms. Juergenson will follow up with the company to aim to have the canopy installed
between tonight and the budget meeting.
Structural Engineer: Ms. Juergenson informed the Board that the structural engineer began his
leak testing. He has not been able to produce similar leaks in the building but will be returning in
the next week to conduct more testing.
Dentist’s Office: Ms. Juergenson informed the Board that the dentist office is currently
experiencing condensation from the air conditioning pipes, which results in leaking into the
dentist office staining the ceiling tiles. She stated that they insulated all of the pipes trying to
resolve the issue; however, it was not corrected. They are currently looking at the convectors in
the air conditioning units as they are too big and causing more humidity. The dentist is claiming
that they need to replace the unit which has been estimated at $30,000.
On the Record
Claridge House Cooperative
Board of Directors’ Meeting Minutes
October 11, 2011
Page 3
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Mr. Connolly inquired if the dentist was expecting to have his own air conditioning source. Mr.
Constantino said yes and stated that he wanted to try running a drip pan under the pipes. He
stated that there is not a lot of water as it just drips and that it should evaporate in the drip pan.
Mr. Connolly inquired about the contents in the proprietary lease in terms of the Board’s
responsibility. Ms. Friedlander asked how often they are replacing tiles and how much it has
cost the Board. Ms. Juergenson stated that the insulation was about $5,000. The ceiling tiles are
approximately $500. They are being replaced either every year or twice a year.
(A)
Ms. Juergenson is going to have a third company come in and look t the problem to
propose some other solutions.
Smoking: Mr. Constantino inquired if the patio was smoke-free. Mr. Connolly confirmed that it is
a smoke-free environment. He proposed getting a no smoking sign to place in the patio area
when the fob system is put in place.
Mr. Constantino informed the Board that he had a conversation with a shareholder regarding
smoking within her individual unit based on complaints that were filed with the Board. Mr.
Connolly stated that he is concerned with the smell that is lingering in parts of the building due
to residents smoking in their individual units. Ms. Juergenson pulled the smoking study and
found that it stated that when a window was opened, the smoke would be pulled back into the
building with more intensity. Ms. Juergenson also stated that two tenants in the south building
are also complaining about cigarette smoke around their units.
(R)
Mr. Birmingham moved, and Ms. Friedlander seconded, to discuss with legal counsel
about adding an addendum into the Claridge House sales contract that any new leases
signed will have in the rental agreement that smoking is not permitted in the building.
The motion passed unanimously.
September Financial Review
Mr. Kapoor requested from Ms. Juergenson the costs per unit for shares.
(A)
Ms. Juergenson will send the spreadsheet to Mr. Kapoor.
Ms. Juergenson distributed to the Board the financials. She indicated that the financials are not
entirely accurate as Legum & Norman closed their billing cycle early so some of the bills are not
accounted for on the spreadsheet. Ms. Emery inquired how the Morgan Stanley market is
invested. Mr. Kapoor informed the Board that Mr. Connolly and he would be meeting to discuss
the finances. Mr. Birmingham inquired about the water bill as it is currently over-budget. Mr.
Connolly stated he would like to create a template for a utilities consumption report to be
updated by management upon receipt of the actual bill.
2012 Budget
Mr. Connolly discussed with the Board potential dates to hold the annual budget meeting. He
informed the Board that the draft budget would include financial records up to October 1. He
On the Record
Claridge House Cooperative
Board of Directors’ Meeting Minutes
October 11, 2011
Page 4
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explained that they will re-baseline it in November to update it with October’s financial
information. The Board agreed to hold the annual budget meeting on Monday, December 5, at
7:30 p.m.
(A)
Mr. Connolly requested that Mr. Constantino prepare line items for repairs and
maintenance so the board can review the savings over the past year as well as plan for any
repairs and maintenance in the upcoming year. Mr. Connolly also asked for
recommendations of the key areas of the building that should be addressed in the
upcoming year.
Adjournment
Mr. Connolly adjourned the October 11, 2011, Board of Directors’ Meeting at 8:59 p.m.
DATE APPROVED: ______________________________________________________
ATTESTED BY: _________________________________________________________
(Name)
(Title)
(R) Resolution/Motion
(A) Action
On the Record