River Place South Board Minutes, June 30, 2020

​River Place South Housing Corporation (RPSHC)
FINAL Minutes From the Board of Directors Meeting
Tuesday, June 30, 2020
 
In Attendance – Board of Directors

• Janice Mays, President (In Meeting Room)
• Waqas Ali, Vice President
• Sara Shahade, Secretary (In Meeting Room)
• James McInerney, III, Treasurer
• Lauren Hall, Director (In Meeting Room)
• Vikram Reddy, Director
• Richard Villegas, Director

 
In Attendance – Property Management

• Joette Waters, General Manager (In Meeting Room)
• Bryan Hernandez, Assistant General Manager (In Meeting Room)
• Lisa Waters, Leasing Manager (In Meeting Room)
• Don Perper, Executive Vice President with FirstService Residential (FSR)
• Bob Porco, Senior Financial Manager with FirstService Residential (FSR)

 
In Attendance – Shareholders

• Dan and Darci Brown, Unit 719
• Sabrina Faber, Unit 623
• Maris Fond, Unit 639
• Nancy Greenberg, Unit 542
• Oscar and Crystal Jobe, Unit 1007
• Bonnie Kline, Unit 926
• James Morandi, Unit 642
• Sam Ozeck, Unit 1019
• Edward Prados, Units 612 and 623
• Ellen Schilling, Unit 636
• David Williams, Unit 126
• Jim Wolfe, Unit 421

 
 

1. Call to Order

The Board of Directors of the River Place South Housing Corporation held a meeting on Tuesday, June 30, 2020.  The meeting was convened via Zoom.  Board President Janice Mays called the meeting to order at 6:01 p.m.
 
 

1. Appointment of Officers

Mr. Villegas moved to retain the current Board Officers slate as listed above.  Ms. Shahade seconded, and the motion carried unanimously (7-0-0).
 
 

1. Resident Participation

Bonnie Kline, Unit 926: Discussed usage of the cooperative’s funds, RPS fees, reserve spending, the financials position of RPS for attendees. Mr. Porco (FSR) reviewed the financial position of RPS
 
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.
 
 

1. Approval of Agenda

Ms. Shahade moved to approve the June 30, 2020 Board of Directors meeting agenda with the addition of “Appointment of Officers”.  Ms. Hall seconded, and the motion carried unanimously (7-0-0).
 
 

1. Approval of Meeting Minutes (February 18, 2020)

Mr. Ali moved to approve the minutes from the February 18, 2020 Board Meeting as amended.  Mr. Villegas seconded, and the motion carried by a vote of six in favor, zero opposed, and one abstained (Ms. Hall) (6-0-1).
 
 

1. Reports
2. President’s Report: Ms. Mays reported the following information:

1. The cooperative has successfully replaced the  RPSloan. The new loan is with the Bank of Charles Town for the $1,911,000 with a fixed interest rate of 4.62% and a 15-year term.  Mr. Villegas stated the Bank of Charles Town is now an approved lender for River Place shareholders.
2. No COVID-19 in the building. 
3. Few requests for delay the monthly cooperative fee.

 

1. Treasurer’s Report:

Mr. Porco’s reported on RPS’s financial status
 

1. Owners Association (OA) Report:

1. Ms. Mays announced the slate of officers approved during the June 2020 Owners Association Board Meeting:

Pat Fairman – President (President, West)
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
 

1. Ms. Hall and Mr. Villegas summarized the OA Board’s decision to keep the River Place pool closed for the 2020 season. The pool will continue to be properly maintained.  Ms. Mays stated the OA Board will discuss any action on possible savings that will be realized from the pool remaining closed; and will discuss whether to keep the pool open longer during future seasons.  The OA is seeking local fitness providers who can offer outdoor classes while the River Place gym is closed.  The OA’s management and Board will continue to monitor the progress and of the Phase 3 re-opening in Virginia.  In the meantime, a notice will be sent to shareholders in the coming days about the OA’s decision concerning the pool and gym.
2. Ms. Hall reported on the status of the OA Acting Manager position. 

 
 
  VII.Management Report
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).
 
J.       Trash/Recycling:
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.
 
 

1. Resale Notifications

No resale notifications were presented for approval.
 
 

1. New Business
2. Land Lease Survey: Mr. Ali and Ms. Hall reported on this OA committee idea to survey shareholders to determine whether shareholders would like am alternative outcome to the current expiration of the land lease, and if so, what alternative option(s) appeal to shareholders. $2125 from RPS to be put toward the shareholder survey. On behalf of the board, Ms. Mays agreed to tentatively earmark the funds, but also wanted to explore the possibility of OA funding as recommended by Mr. Hall.

 
 

1. Old/Unfinished Business
2. Bank of Charles Town: Please see Sections VI.A.1 and VI.B. of these minutes.

 

1. New Transfer Agency: Please see Section VII.M of these minutes.

 

1. Façade Report: Please see Section VII.B of these minutes.

 
 
 

1. Temporary Adjournment to Executive Session

The Board of Directors temporarily adjourned the Open Session at 7:35 p.m. to hold an Executive Session to discuss an insurance matter.
 
 

1. Decisions from Executive Session

: None
 
 

1. Adjournment

The June 30, 2020 Board of Directors meeting was adjourned at 7:35 p.m.