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River Place South Housing Corporation (RPSHC)
FINAL Minutes From the Board of Directors Meeting Tuesday, August 27, 2019 In Attendance – Board of Directors
In Attendance – Property Management
In Attendance – Shareholders
Oscar Jobe of Unit 1007 reported experiencing repeated issues with the laundry machines. Ms. Waters explained the laundry vendor is expected to visit River Place South on Wednesday, August 28th to look at the machines, and also reported an issue to the vendor about the timing of the dryers not being evenly spread out and the timing needing to be realigned. She encouraged residents to immediately call in laundry issues when they are experienced. If any machine has been out of order for longer than a year, residents should report such instances to the management office.
VI.Management Report A. Balcony Work: The balcony project will be completed during the week of September 2, 2019. Nearly every balcony contained some kind of application to the floor, which is against the cooperative’s rules. Ms. Waters will send a notification to shareholders informing them of the OA’s bylaws concerning the prohibition of flooring applications on the balconies. Ms. Waters stated Commercial Waterproofing did an outstanding job. B. Façade Work: Facility Engineering Associates, P.C. (FEA) performed an evaluation of the building’s façade. The façade work will be pursued after the balcony project is done, and will likely not begin until spring 2020. C. Cooling Towers: The starter failed on the cooling tower on Monday, August 26th, causing the cooling tower to shut down. Densel was contacted and visited the property during the day on Tuesday, August 27th to replace the starter. During the performance of that work, a great deal of sediment was discovered in the system. Therefore, Densel will return to the property on Wednesday, August 28th to apply chemicals in the cooling tower. Ms. Waters will send an email during the morning of Wednesday, August 28th asking everyone to keep their windows and window treatments closed during application of the chemicals to keep their units cool, as the A/C will be off during the application. D. Cell Towers: 1. Ms. Waters met with one representative from T-Mobile and two representatives from Advantage Engineering on Thursday, July 25, 2019 regarding the cell tower upgrades. River Place South is known as “Project Anchor” to the representatives, and the engineers plan to install 12 antennas contrary to the nine antennas noted in the drawing attachment in the original contract. To explain the discrepancy, the engineers pointed to a section in the lease that indicates they have the right to alter, replace, expand, enhance or upgrade at any time during the time of the lease. The engineers offered to perform another study of the electromagnetic energy devices (EME’s), but have not contacted Ms. Waters since the July 25, 2019 meeting. Ms. Waters suggested getting attorneys involved – a recommendation with which many Board members expressed agreement. 2. During the July 25, 2019 meeting with the T-Mobile representatives and the engineers, a discussion was held about the screening that was formerly in place around the T-Mobile cell tower structure. The screen was made of a brick-like design, and presented both an eye sore and a barrier to the line of sight for some units. It is believed that the screen was removed at the direction of a former Board President. However, T-Mobile reported they were contacted by the Arlington County State Historical Preservation Office as well as management for the George Washington Memorial Parkway requesting replacement of the screening. The Board of Directors discussed the matter, but did not take any action. 3. Other topics discussed during the July 25th meeting included denial of access to the rooftop and the replacement of a router in the equipment room. E. Terrace Leak: A recent 11th floor terrace leak caused damage to a 10th floor unit. Commercial Waterproofing, Inc. (CWI) performed the needed repairs at a cost of $3,300. No additional leaks have been reported. F. Telephone System: The new telephone system has been installed for the management office and concierge team. G. Arlington County Commercial Space Tax Appeal: Management received a copy of the determination that the cooperative’s building value was reduced from $2,303,700 to $1,473,200 – a reduction of $830,500. The land value remained the same at $198,900. Ms. Waters acknowledged the work of Tom Colucci to achieve the reduction, and asked Board President Mays to sign the documentation needed to approve the decreased assessment. H. Stock Certificates: Attorney Kevin Kernan sent a letter to the RivStar Transfer Agency on Monday, July 29, 2019 demanding provision of the overdue stock certificates. The certificates were sent to River Place South the next day via courier, and were signed by Board President Mays. Once the cooperative’s attorney signs the certificates, they will be distributed to the appropriate shareholders. I. Rental Occupancy: The cooperative has one unit that is not rented.
These minutes were respectfully drafted and submitted by: The Professional Document Services To all River Place South Shareholders
The next River Place South Board Meeting will be held on Tuesday, September 24, 2019 at 6:00 pm in the South Party Room. All shareholders are cordially invited to attend. River Place South Housing Corporation (RPSHC)
FINAL Minutes From the Board of Directors Meeting Tuesday, June 4, 2019 In Attendance – Board of Directors
In Attendance – Property Management
In Attendance – Shareholders
(Mr. McInerney arrived at this juncture at 6:00 p.m.)
VI.Management Report A. Balcony Work: Balcony work has been completed in the first two tiers, and work is underway in the next set of tiers. The expense to remove surfaces on the balcony floors will be higher than anticipated, as there are more balconies with surface coverings than expected. B. Façade Engineering Study: The project will cost approximately $500,000 in total. However, the final number cannot be determined until the design specifications have been completed. The project will also address the commercial area which is rented by the OA. During the next OA Board meeting, representatives from the South Building will explain why the South Building must fully fund the work for the OA’s commercial area. C. Boilers: The boilers have been shut down for the season, and water is being heated by the RBIs (domestic hot water heaters). The cooling system was activated on Tuesday, May 7, 2019. D. Cell Towers: Management will schedule a meeting with the Board of Directors and representatives from T-Mobile to discuss what upgrades will be done to the cell towers and relay other information. Due to damages done to the building’s roof by T-Mobile during prior upgrades and the extended length of time before compensation was received, workers sent by T-Mobile can no longer access the roof without an escort unless rubber mats are used to protect the new roof. E. Potential Non-Smoking Designation: Management received 35 responses (approximately 14% of owners) to the survey circulated on the possible conversion of River Place South into a smoke-free building. Of the 35 respondents, 91.43% were in favor of River Place South becoming a non-smoking building – an action that would require a bylaws amendment. The amendment would include language requiring landlords to add a non-smoking clause to their lease documents as well as provide a non-smoking agreement that all residents must sign when moving into the building; and would also include a one-year transition period. Management and the cooperative’s legal counsel will draft an amendment, and information regarding the proposed change will be included in the notice for the next Board of Directors meeting. Legal counsel will be consulted regarding grandfathering for current shareholders. F. Skigen Settlement: Skigen currently owes $12,283 to be paid at the settlement scheduled for early June 2019. G. Rental Occupancy: As of Friday, May 31, 2019, there were six vacant rental units – four of which have since been rented. H. Parking: Seventy-two percent (72%) of the parking lot is currently occupied. Nine spaces cannot be used due to balcony work, and several other spaces are unrentable because they are too small to fit a car. Management will speak with the OA regarding the spaces that cannot be used.
These minutes were respectfully drafted and submitted by: River Place South Housing Corporation (RPSHC)
FINAL Minutes From the Board of Directors Meeting Tuesday, August 27, 2019 In Attendance – Board of Directors
In Attendance – Property Management
In Attendance – Shareholders
Oscar Jobe of Unit 1007 reported experiencing repeated issues with the laundry machines. Ms. Waters explained the laundry vendor is expected to visit River Place South on Wednesday, August 28th to look at the machines, and also reported an issue to the vendor about the timing of the dryers not being evenly spread out and the timing needing to be realigned. She encouraged residents to immediately call in laundry issues when they are experienced. If any machine has been out of order for longer than a year, residents should report such instances to the management office.
VI.Management Report A. Balcony Work: The balcony project will be completed during the week of September 2, 2019. Nearly every balcony contained some kind of application to the floor, which is against the cooperative’s rules. Ms. Waters will send a notification to shareholders informing them of the OA’s bylaws concerning the prohibition of flooring applications on the balconies. Ms. Waters stated Commercial Waterproofing did an outstanding job. B. Façade Work: Facility Engineering Associates, P.C. (FEA) performed an evaluation of the building’s façade. The façade work will be pursued after the balcony project is done, and will likely not begin until spring 2020. C. Cooling Towers: The starter failed on the cooling tower on Monday, August 26th, causing the cooling tower to shut down. Densel was contacted and visited the property during the day on Tuesday, August 27th to replace the starter. During the performance of that work, a great deal of sediment was discovered in the system. Therefore, Densel will return to the property on Wednesday, August 28th to apply chemicals in the cooling tower. Ms. Waters will send an email during the morning of Wednesday, August 28th asking everyone to keep their windows and window treatments closed during application of the chemicals to keep their units cool, as the A/C will be off during the application. D. Cell Towers: 1. Ms. Waters met with one representative from T-Mobile and two representatives from Advantage Engineering on Thursday, July 25, 2019 regarding the cell tower upgrades. River Place South is known as “Project Anchor” to the representatives, and the engineers plan to install 12 antennas contrary to the nine antennas noted in the drawing attachment in the original contract. To explain the discrepancy, the engineers pointed to a section in the lease that indicates they have the right to alter, replace, expand, enhance or upgrade at any time during the time of the lease. The engineers offered to perform another study of the electromagnetic energy devices (EME’s), but have not contacted Ms. Waters since the July 25, 2019 meeting. Ms. Waters suggested getting attorneys involved – a recommendation with which many Board members expressed agreement. 2. During the July 25, 2019 meeting with the T-Mobile representatives and the engineers, a discussion was held about the screening that was formerly in place around the T-Mobile cell tower structure. The screen was made of a brick-like design, and presented both an eye sore and a barrier to the line of sight for some units. It is believed that the screen was removed at the direction of a former Board President. However, T-Mobile reported they were contacted by the Arlington County State Historical Preservation Office as well as management for the George Washington Memorial Parkway requesting replacement of the screening. The Board of Directors discussed the matter, but did not take any action. 3. Other topics discussed during the July 25th meeting included denial of access to the rooftop and the replacement of a router in the equipment room. E. Terrace Leak: A recent 11th floor terrace leak caused damage to a 10th floor unit. Commercial Waterproofing, Inc. (CWI) performed the needed repairs at a cost of $3,300. No additional leaks have been reported. F. Telephone System: The new telephone system has been installed for the management office and concierge team. G. Arlington County Commercial Space Tax Appeal: Management received a copy of the determination that the cooperative’s building value was reduced from $2,303,700 to $1,473,200 – a reduction of $830,500. The land value remained the same at $198,900. Ms. Waters acknowledged the work of Tom Colucci to achieve the reduction, and asked Board President Mays to sign the documentation needed to approve the decreased assessment. H. Stock Certificates: Attorney Kevin Kernan sent a letter to the RivStar Transfer Agency on Monday, July 29, 2019 demanding provision of the overdue stock certificates. The certificates were sent to River Place South the next day via courier, and were signed by Board President Mays. Once the cooperative’s attorney signs the certificates, they will be distributed to the appropriate shareholders. I. Rental Occupancy: The cooperative has one unit that is not rented.
These minutes were respectfully drafted and submitted by: River Place South Housing Corporation (RPSHC)
FINAL Minutes From the Board of Directors Meeting Tuesday, April 30, 2019 – 6:00 p.m. In Attendance – Board of Directors
Regrets – Board of Directors
In Attendance – Property Management
In Attendance – Shareholders
(5-1-0).
Janice Mays, President Waqas Ali, Vice President Sarah Shahade, Secretary Jim McInerney, Treasurer All other Board members will serve as Directors Ms. Mays seconded, and the motion carried unanimously (6-0-0).
Operations are running slightly above the $12,000 surplus for the 11 months of the current fiscal year. Budget variances were highlighted. It was noted that there is a $45,000 contingency line item under “Administrative Expenses” that can be used as a buffer. In the past 11 months, the Corporation has had capital improvements of approximately $186,000 and has only moved $42,000 from the reserves. However, additional funds have been moved in April 2019 that are not reflected in the March 2019 financials. Approximately $600,000 will be contributed to the reserves during the 2018-2019 fiscal year. The reserve contribution may be decreased for the next fiscal year. X.Management Report A. Balcony Work: Balcony work commenced on Monday, April 15, 2019 on the 06-07 tier. The 18-19 tier will be next. This work is being performed by Commercial Waterproofing – the same company that is working on the OA garage project. The work is expected to be complete on the 06-07 tier before the pool has opened for the season. B. Façade Engineering Study: As part of the reserve study, the façade of the building is due to be evaluated for repair. Facility Engineering Associates has already completed the first step. Their estimate for the visual inspection and engineering study came to $4,600. They are now moving on to the second step – the performance of a restoration design study and specifications which is estimated to cost approximately $4,000. C. Boilers and Cooling Tower: The boilers have been shut down, and water is now being heated by the RBIs (domestic hot water heaters). The intake tank on the cooling tower must be replaced, which will cost approximately $10,000. The part has been delivered, and should be installed by Friday, May 3rd. The air conditioning system will then be turned on. D. Convector Cleaning: This work is underway, and a more thorough cleaning is being done in 2019 than usual. A wet degreaser cleaning will take longer, but is more thorough and will hopefully aid in resolving the convector leak issues seen in summer 2018. E. Cell Towers: Management continues to push back against the installation of more equipment in the building’s trash rooms. The Corporation’s legal counsel has looked at the T-Mobile contract to determine if River Place South has any leverage, but it seems the Corporation does not. Ms. Waters will not allow any workers related to the cell towers onto the roof without being accompanied due to damage that was previously caused to the roof. F. Annual Meeting Packet: The shareholder packet that follows the 2019 Annual Meeting was mailed during the week of April 22nd, and included a link to an electronic survey regarding the options of shareholders regarding the designation of River Place South as a non-smoking building. If implemented, the change would require a bylaws amendment, and legal counsel has provided a sample for how that amendment would be written. Management and the Board also indicated that Corporation-owned rentals are now leased as non-smoking units, and recommended that owners renting their units consider adding a non-smoking clause to their lease agreement. G. Rental Occupancy: Rentals have reached their maximum limit at 100%. However, commercial occupancy is low. Parking spaces are 87% occupied, and several parking spaces are not rentable due to their size, obstruction, or four spaces being taken up by balcony work. Management will discuss these spaces with the Owners Association, as the OA should give additional parking spaces to a building whose spaces have been compromised. H. Loading Dock: A sign is in place stating that any individuals found to be dumping trash at the loading dock will be subject to a $250 fine. This is now being enforced by management. I. Breaking Down Boxes: Trash rooms are becoming increasingly full due to residents not breaking down boxes. Ms. Waters is obtaining larger recycling cans, and will send a letter reminding residents to flatten boxes before placing them in or on the side of the green recycling bin.
These minutes were respectfully drafted and submitted by: River Place South Housing Corporation (RPSHC)
FINAL Minutes From the Board of Directors Meeting Tuesday, February 26, 2019 In Attendance – All Board of Directors
In Attendance – Property Management
In Attendance – Shareholders
The cooperative is in a strong financial position with a surplus of $71,000 year-to-date and operating expenses totaling $106,000 (9% below budget). Mr. Porco will discuss transferring money from the reserves to the operating account with Ms. Waters, as well as setting up an excess operating account to move some operating funds into an account that will earn interest since the operating account balance currently stands above the $250,000 FDIC limit. If additional funds are ever needed, they can be transferred and made available. A settlement occurred with Unit 1106 in which the cooperative got back $67,000 in legal fees. The cooperative’s budget has historically included a contingency line item that is rarely used. Year-to-date, $33,000 remains in that line item – an amount that has not been used and is considered part of the surplus. Delinquencies remain low, and almost $27,000 per month is moved from the rental side to the cooperative side. VI.Management Report A. Balcony Work: Ms. Waters stated, during their previous meeting, the Board of Directors approved $200,000 to begin the balcony work. However, it is now estimated that the balcony work will cost $145,500, including rust removal, priming, the application of two coats of paint to the front and back of the balcony screen, and the application of MasterSeal Traffic 1500 polyurethane pedestrian traffic bearing membrane. There will also be an additional $500 to $550 cost for each unit that needs paint, carpet or tile removed for an estimated overall total of $20,000. Repairs to the eight tenth-floor balcony rooftops will also cost $29,8050. Finally, it was determined that the cost of the canopy removal, fabrication and installation will total $58,800. The canopy contractor recommended that the work be performed every five to 10 years. Ms. Mays moved to include an additional $50,000 in the balcony project budget to cover the aforementioned services. Mr. Reddy seconded, and the motion carried unanimously (7-0-0). B. Façade Engineering Study: FEA will be on-site on Thursday, March 7, 2019 to begin the façade engineering study. The 2019-2020 budget year reserves included a budget of $460,000 for tuckpointing, the replacement of damaged brick, exterior caulking, brick cleaning and waterproofing. C. Boiler: There has been an ongoing issue with the heat exchanger valve on the boiler, which is responsible for mixing water heated by the boiler. Water heated by the boiler is utilized in the winter, and RBI tanks are used in the summer when the boiler is not running. There have been issues with this valve since the boiler was installed, and it was determined that the valve must be replaced which will cost $7,500. Currently, the building is using the boiler for heating and the RBI tanks to heat water, resulting in extra expenses to run both simultaneously. D. Cell Towers: T-Mobile will be on-site during the week of February 24th to replace a router in the equipment room. They have indicated that they plan to do another modification to the antennas on the roof. However, management has been putting off discussion of this work until the cooperative’s legal counsel is able to provide input concerning contract limitations. E. Windows: New windows were installed on the 11th floor in January 2019. However, a few adjustments remain to be made on the interior. Management has asked HiRISE Windows to provide an estimate for the replacement of all storefront windows along the exterior face of the building and the corridor entry, as they have been identified as a safety hazard and a liability should someone fall into them. F. Non-Smoking Building: During their January 2019 meeting, the Board of Directors requested that management reach out to the cooperative’s legal counsel regarding whether the building could be designated as non-smoking. Counsel replied that, because the bylaws do not currently ban smoking on the property, a bylaws amendment would be required which may or may not include grandfathering current tenants and shareholders. Management will send out a survey to shareholders seeking their input about possibly pursuing a smoking ban for the building.
The next Board of Directors meeting for scheduled for April 30, 2019. These minutes were respectfully drafted and submitted by: River Place South Housing Corporation1011 Arlington Blvd, Ste 350., Arlington, VA 22209 (703) 528-3555
August 9, 2019 To: River Place South ShareholdersRe: August 2019 Board of Directors Meeting The next River Place South Board Meeting will be held on Tuesday, August 27, 2019 At 6:00pm in the South Party Room. The Board intends to confirm the Proposed Amendment to River Place South Housing Corporation Bylaws To Prohibit Smoking On page 24, Article VII, Section 7.12, entitled Restrictions on Use of Apartments and Common Elements, a new Section 7.12(h) is hereby inserted: Section 7.12(h) - In order to maintain a clean and sanitary condition of each Apartment and the Common Elements and to promote the health of those residing in the Building, smoking is prohibited within each Apartment, the Common Elements appurtenant to such Apartments, and the Common Elements in the Building. For purposes of this section, “smoking” means the carrying or holding of any lighted pipe, cigar, or cigarette of any kind, or any other lighted smoking equipment, or the lighting, inhaling, or exhaling of smoke from a pipe, cigar, or cigarette of any kind and, further, shall include the use of electronic nicotine delivery systems known as e-cigarettes, e-cigars, e-hookahs and e-pipes. The prohibition against smoking shall apply only to those Apartments and the Common Elements appurtenant thereto where: (i) ownership of the Unit is transferred to any person(s) on or after January 1, 2020; or (ii) any Lease Agreements entered into on or after January 1, 2020 between any current or future Unit Owner and any tenant. On page 36, Article XIII. Miscellaneous, a new Section 13.3 is hereby inserted: Section 13.3 Grandfather Clause. The amendments to the Bylaws in Article VII, Sections 7.12(h) prohibiting smoking in all Apartments and Common Elements shall apply only to those Apartments where: (i) ownership of the Apartment is transferred to any person(s) on or after January 1, 2020; or (ii) any Lease Agreements entered into on or after January 1, 2020 between any current or future Unit Owner and any tenant. All shareholders are cordially invited to attend. |
