River Place South Housing Corporation (RPSHC)
FINAL Minutes From the Board of Directors Meeting
Tuesday, June 30, 2020
In Attendance – Board of Directors
In Attendance – Property Management
In Attendance – Shareholders
Ellen Schilling, Unit 636: Raised landlease status. Mr. Ali updated attendees/discussed possible survey.
Crystal Jobe, Unit 1007: Asked about possible open rental units
Dan and Darci Brown, Unit 719: Discussed RPS stock share paperwork backlog. Ms. Waters informed attendees of transition to new transfer agency.
David Williams, Unit 126: Encourages self service package pickup
Edward Prados, Units 612 and 623: Opposed Policy Resolution No. 14-001.
The Board of Directors agreed to seek advice from legal counsel concerning the matter and will provide the lawyer’s response to Mr. Prados.
James Morandi, Unit 642: Asked about certified election results. Ms. Mays stated she will have The League of Women Voters provide the election results.
Jim Wolfe, Unit 421: (1) Discussed OA issues including gym and pool reopening, minute publication, and other transparency concerns.
Marissa Fond, Unit 639: Raised land lease status, improvement from no smoking policy, positive management communication during Covid-19.
Sabrina Faber, Unit 623: Asked for re-evaluation of Policy Resolution 14-001 The Board of Directors agreed to follow up on this matter.
Lauren Hall – Vice President (Parcel 5 Representative)
Troy Dibley – Treasurer (via telephone)
Sara Shahade – Secretary (Director, South)
Sabrina Faber - Director (Director, North)
Janice Mays – Director (President, South/Parcel 5, Commercial Village Representative)
Anthony Priest – Director (Director, East)
Richard Villegas – Director (Director, Commercial Village Representative
A. COVID-19 Response: Ms. Waters reported on COVID-19 precautions in place, disinfecting treatments and increased janitorial work, acrylic concierge desk barriers, extra staff work and specific closures.
B. Facade: Ms. Waters provided an update on the future reserve study project repairing. Management awaits instruction from Board Treasurer Jim McInerney, III, who will work with a committee to investigate the façade project. Mr. McInerney will provide a recommendation on how to address the most damaged areas to the Board of Directors.
C. Arlington County Fire Department Inspection: Ms. Waters reported on Arlington County Fire Department inspections and completed repairs.
D. A/C Split Units:
1. The replacement of two commercial A/C systems was delayed since the spring due to COVID-19 and will be scheduled.
2. Management will schedule the convector cleaning that was postponed in the spring due to COVID-19.
3. Ms. Waters asked shareholders to inform their renters to look out for leaks, and to report any leaks to management.
E. Cell Towers: AT&T has been requesting a meeting with the Board of Directors since March 2020. The Board of Directors agreed to have Ms. Waters invite representatives from AT&T to attend Board meeting.
F. Chiller and Cooling Tower: Ms. Waters reported on repairs, replacements, and testing.
G. Fireplace Inspections: With regard to require 11th floor fireplace inspection. The Board of Directors agreed by unanimous consent to send a letter to those who are not compliant to announce that a fine will be assessed if they do not provide proof of inspection by a specific date. The Board will decide on the amount of the fine. Also, dryer vent cleaning letters will be sent during the week of July 6th.
H. No Smoking: Smoking complaints continue despite signage and posted reminders. Management has been unable to address some of the complaints, because of difficulty identifying the source location of the smoke. Additionally, several shareholders have tenants who continue to violate the smoking policy. Therefore, management has begun to fine those shareholders $50 for each violation. Some shareholders are unable to get their tenant out of the unit due to COVID-19 restrictions.
I. Package Log: The cooperative is now using Notifii to replace Package Log (which closed operations).
1. The cooperative is currently using a rented trash compactor and may need to purchase a new compactor. The price for a new compactor and four cans would be just over $31,000.
2. Trash companies are now fining customers for using plastic bags to dispose of recyclable materials. An email was sent to all residents instructing them concerning use of the recycling containers.
K. In-Unit Vent/Duct Cleaning: The individual kitchen and bathroom vents/ducts were cleaned in each unit from March 2, 2020 through March 18, 2020. The contractor entered each unit and used heavy duty vacuums outfitted with filtration systems and rotary brushes to clear each vent. The total cost of the cleaning was $20,592.
L. Staff: Ms. Waters summarized the schedule for the staff.
M. Transfer Agency: ViBo Transfer Agency has replaced RivStar as the transfer agency for River Place.
N. Water Leaks: Over the course of the three months that the COVID-19 stay-at-home order has been in place, there have been at least 10 serious water leaks in the building.
O. Rentals: River Place South was previously 100% occupied. However, there are currently some rental vacancies that need to be filled.