BOARD OF DIRECTORS MEETING
Monday March 14, 2022 7:30PM
Agenda & Report
6:30PM – CLOSED SESSION
The Board is scheduled to meet to discuss rule violations, pending litigation, Unit Owner account issues and personnel matters.
OWNER FORUM – 7:30PM
The Board of Directors and Management will welcome and address feedback and questions from Unit Owners.
CALL TO ORDER – Board Meeting Open Session
The meeting chair, expected to be Board President Michael Parrie, will call the meeting to order.
The meeting chair will confirm a quorum of Board Members is present. Board Members and representatives from Management will be introduced.
Commission chairs or members so designated will be invited to update the Board and Owners on business and activities.
The meeting chair may give a report on current Association business and activities of interest.
This agenda item is provided for any resolutions proposed resulting from Closed Session discussion.
Attached to the meeting report for Board Member review, are the proposed minutes for the Board of Directors Meeting held on Monday February 28, 2022, as submitted by Property Manager Timothy Patricio, for Board consideration.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association hereby approves the minutes from the Board Meeting held on Monday February 28, 2022.”
Below for Board Member consideration is the proposed schedule for the 2022 Annual Meeting of the Unit Owners:
A sample motion: “I move the Park Tower Condo Board of Directors hereby approve scheduling of the 2022 PTCA Annual Meeting of Unit Owners for Monday June 13th, 2022, at 7:30pm, as well as Meet the Candidates Night on Wednesday June 8th at 7pm, and directs the necessary notices and mailings be drafted and distributed by Management as proposed.”
Our contract with Fox Valley ended so our team sought proposals for a new service contract via our RFP process, and for the planned replacement of the life safety panel. The proposals are attached for Board review. Below are the bids for the key budgeted activities and the vendors, and we indicate whether they complied with RFP.
_______ Fire Panel Pumps/Sprinklers Smoke Tower Panel Repl RFP?
Affiliated $2680 $3660 DNB $78,926 No
Fox Valley $3210 $3525 $1950 $78,260 Yes
Johnson Cont. $5810 $3400 $2400 $89,222 Yes
We are expecting a final bid from Phoenix Fire Systems and actually Patrik is eager to consider their proposal as we’ve had good experiences with them working on the Smoke Tower in the past, and their technician who walked through was very knowledgeable and had been on the job with Siemens when the fire panel was originally installed about 15 years ago.
Each bid for testing activities actually falls reasonably close to or within our operating budget. The panel replacement was budgeted at $67,900. What we are seeing with this pricing we believe, is the impact of changes due to inflation, particularly on the cost of electronics.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves a contract with _______________ as proposed for annual and routine inspection and testing of life safety systems, and a contract with _____________ at an expense of $____________ for replacement of the fire control panel.
Attached to the report for Board Review are pictures of seepage from the wall of the boiler room along Sheridan Road, approximately at the location of the ADA ramp near the entrance. There are two bids for repair of the condition along the inside.
JLJ Contracting $11,850
Monson Nicholas $5933
These are for immediate repairs including sealant injections from the interior. We believe the plaza sealant work should address the exterior portion of the work needed.
This is not budgeted, however we expect to come well under budget for the Plaza Sealant Project and should wrap it into that project as an expense.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the repairs proposed by Monson Nicholas to address seepage into the boiler room at an expense of $5933.”
Attached to the report for Board review are bids for the necessary work to the outdoor “kiddie” pool.
All Seasons $33,800
Poolside Inc. $15,000
Monson Nicholas $15,654
The budget was based on All Season’s bid, but we believe they overcompensated for potential unknown conditions. We believe there is a better than average chance for unknown conditions and suggest a provision of $10,000 so we have flexibility to address additional problems should we find them.
Also, though not the low bidder we would like to give the work to Monson Nicholas.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the repairs to the outdoor pool as proposed by Monson Nicholas at an expense of $15,654, as well as a provision of $10,000 to address unknown conditions should they arise.”
Previously the Board approved funding for the bulk materials for the next 6 Riser Projects. The first three for this year, the low zone ‘04/’05 and ’06 kitchens and the ’10 kitchens, ’11 guest baths. The next three in 2024, the high zone ’11 master baths, ’12 kitchens, the low zone ‘08/’09 kitchens and the high zone ‘09/’10 bathrooms. Attached to the report for Board review are the various problems for the Plumbing, Carpentry and Insulation. Following are the numbers:
Fettes Love & Sieben $297,050 (Turnkey)
Kuhn Plumbing $292,825 (Bidding time & material)
Stanton Mechanical TBD
We recommend Fettes Love & Sieben, though we await Stanton Mechanical’s bid. Two other contractors were here for the contractor walk through but have not responded to inquiries. $297,050
DK Construction $445,250
Green Tech Dec $434,490
MPD Construction $394,680
We recommend continuing with Green Tech. Though not the low bidder they are far superior, faster and easier to work with than MPD. $434,490
Insulation & Firestopping
Dettmann Industries $232,295
Insulation Tech $248,400
We’ve been using Dettmann since the beginning of the Riser Projects, and see no reason to stop using them. $232,295
The Board already approved $128,000 for the bulk purchase of materials. As recommended above the total approved expenses will come to $1,091,835. We also recommend a provision of 10% for permitting and potential unknown conditions, about $110,000, for a total of $1,201,835. For 2022/2023 the budget is $555,000 and for 2024/2025 $678,000, which is $1,233,000 all together.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves a budget of $1,201,835 for the next 6 domestic riser replacement projects, the low zone ‘04/’05 and ’06 kitchens and the ’10 kitchens, ’11 guest baths expected in 2022/2023 and the high zone ’11 master baths, ’12 kitchens, the low zone ‘08/’09 kitchens and the high zone ‘09/’10 bathrooms expected in 2024/2025, the funding of which includes a provision for the bulk purchase of materials of $128,000 already approved at the September 13, 2021 Board Meeting, $297,050 for plumbing as proposed by Fettes, Love & Sieben, $434,490 for carpentry as proposed by Green Tech Decorating, $232,295 for insulation and fire-stopping as proposed by Dettmann Industries, Inc., and provision of $110,000 (approximately 10%) for permitting and to address unknown condition as they arise.”
Attached to the report for Board Review are proposals for the budgeted Sidewalk and Curb Repairs planned for this year. The bids are as follows:
JLJ Contracting $13,560
Monson Nicholas $19,341
Quality Restoration $14,700
The budget for this effort is $15,000
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the Sidewalk and Curb repairs as proposed by JLJ Contracting at an expense of $13,560.”
Attached to the report for Board Review are proposals for the budgeted 2nd Floor wood deck repairs planned for this year. The bids are as follows.
Green Tech $16,500
JLJ Contracting $38,795
MPD Construction $27,200
We see no reason not to go with Green Tech. We believe the other bidders are not being aggressive enough on their pricing. Also, because we are bringing up several areas of paneling, we’d suggest a provision of $10,000 in case unknown conditions arise. Also, we will be asking the Home Improvement Commission to confirm the color wanted for painting.
The budget for this effort is $65,000, however that number also includes funds for the drain trenches. Those proposals are also attached, as well as an image of the apparatus to be used. Following are the bids:
JLJ Contracting $29,850
Monson Nicholas $30,158
Quality Restoration $32,400
Going with JLJ Contracting would bring the total cost of work to an estimate of $56,350.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the 2nd Floor Deck repairs as proposed by Green Tech Decorating at an expense of $16,500, as well as a provision of $10,000 to address unknown conditions as they arise, and approves the installation of drain trenches to the 2nd Floor Deck drains as proposed by JLJ Contracting at an expense of $29,850.”
Attached to the report for Board Review are proposals for the budgeted Plaza Area Sealant work planned for this year. The bids are as follows:
JLJ Contracting $16,985
Monson Nicholas $14,441
Quality Restoration $18,900
The budget for this effort is $49,200. We’d suggest Monson Nicholas who are also expected to do the Boiler Room seepage repairs, and still keeping us well under budget all together.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the Plaza Area Sealant Project as proposed by Monson Nicholas at an expense of $14,441.”
Attached to the report for Board Review are proposals for the budgeted Garage Entry Door Replacements planned for this year. The bids are as follows, for as is replacement and upgrades:
As Is Sectional Springless 1 Springless 2
Door Systems $16,821 $36,164 $59,813
Industrial Door $14,998 $37,492 $58,374
We are waiting for a couple more potential bids, but we do believe Door Systems to be the superior option. We would like the Board to consider upgrading to a Springless option. They are faster and will be less costly to maintain and we expect to have fewer mechanical issues over the long term. We think the “Springless 1” option is reasonable enough, but if you are interested in digging into the actual specs they are attached for review.
The budget for this effort is $35,000. We’d suggest Monson Nicholas who are also expected to do the Boiler Room seepage repairs, keeping us well under budget.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the replacement of the Garage Entry and Exit Doors and operators as proposed by Door Systems at an expense of $36,164.”
Attached to the report for Board Review are proposals for the budgeted Heat Exchanger Testing and Repairs planned for this year. This is the first part of what will either be a larger project, or what will provide us with information for future planning. The bids are as follows, for the pool area and domestic heat exchanger work:
Pool Area Domestic
Hayes Mechanical $10,333 $10,554
Kroeschell Service $4580 $4980
Quality Mechanical $15,835 $15,835
$105,000 was planned for the Heat Exchanger work this year, but again, this is just laying groundwork and helping us target our expectations.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the proposal by Kroeschell Service, Inc., for the tube punching and eddy current testing needed on the pool area and domestic fin tube heat exchangers as proposed at a combined expense of $9560.”
Attached to the report for Board Review are proposals for the budgeted Fin Tube Heat Pump replacement planned for this year. The bids are as follows:
Fluid Technologies $29,660
Hayes Mechanical $28,928
Quality Mechanical TBD
The budget for this effort is $30,000. We believe Hayes will end up as the lowest bidder, but we’ve been promised a proposal from Quality Mechanical.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the Fin Tube Heat Pump replacement as proposed by Hayes Mechanical at an expense of $28,928.”
Attached to the report for Board Member review are remodeling packets for the following Unit Owners’ construction projects:
Suite 111c Wall Construction
Unit 2214 Hard Flooring, Kitchen, Bathroom, Washer/Dryer
Unit 3215 Washer/Dryer
Unit 3707 Hard Flooring
Unit 4712 Bathroom
A sample motion follows: “I move the Board of Directors approves the remodeling plans of units 111c, 2214, 3215, 3707, and 4712 as submitted by the unit owner, following the recommendations of the chief engineer as outlined in their written specifications and in accordance with the Rules and Regulations and remodeling guidelines of the Park Tower Condo Association.”
Attached to the Report for Board Review is the January 2022 Balance Sheet and Statement of Income & Expenses as reported by the Habitat Company.
Fund Balances End of January 2022
Operating assets totaled $1,581,086, and the Reserve cash and investments were $3,308,829 for a total of cash and investments of $4,889,915.
January 2022 Revenue and Expenses
Total Operating Revenue: $555,205
Total Operating Expenses: $458,110
Income (Loss) From Garage: $19,523
Contribution To Reserve: $146,508
Total Surplus/(Deficit): ($29,890)
Business and Activities – Property Manager Tim Patricio will review current business and activities of interest.
Engineer’s Report – Property Manager Tim Patricio will review activity of interest from the Maintenance team.
Recent Sales Activity – Property Manager Tim Patricio will review the most recent Sales. The current Sales & Lease reports are attached to the meeting report for Board review.
There being no further business, the Board will consider adjourning the meeting.
A sample motion: “I move the Board of Directors adjourns the March 14, 2022 Board Meeting at ____PM.”
The Board of Directors and Management will welcome and address feedback and questions from Unit Owners.
The next Board Meetings are scheduled for Monday March 28th and April 11th at 7:30PM. At this time, all such events are anticipated to be held in the 2nd Floor Party Room.