River Place South Housing Corporation (RPSHC)
DRAFT Minutes From the Board of Directors Meeting
Tuesday, November 10, 2020
In Attendance – Board of Directors
§ Waqas Ali, Vice President (Via Zoom)
§ James McInerney, III, Treasurer (Via Zoom)
§ Sara Shahade, Secretary (In Meeting Room and Via Zoom)
§ Lauren Hall, Director (In Meeting Room and Via Zoom)
§ Vikram Reddy, Director (In Meeting Room and Via Zoom)
§ Richard Villegas, Director (Via Zoom)
Regrets - Board of Directors
§ Janice Mays, President
In Attendance – Property and Financial Management
§ Joette Waters, General Manager (In Meeting Room and Via Zoom)
§ Bryan Hernandez, Assistant General Manager (In Meeting Room and Via Zoom)
§ Donald Perper, Executive Vice President with FirstService Residential (FSR) (Via Zoom)
In Attendance – Shareholders (All Via Zoom)
§ James Allegretto, Unit 921
§ Ryan Borck, Unit 1017
§ Marissa Fond, Unit 639
Glorine Gholson, Unit 626
§ Nancy Greenberg, Unit 542
§ Rhonda Harvey, Unit 1106
§ Karen Imler, Unit 1111
§ Bonnie Kline, Unit 929
§ James Marandi, Unit 642
§ Bill Miller, Unit 523
§ Sam Ozeck, Unit 1019
§ Naomi Pena, Unit 721 ___
§ Ellen Schilling, Unit 636
§ Wilfred Tagud, Unit 633
§ Girjia Tickoo, Units 913 and 918
§ Jim Wolf, Unit 547
I. Call to Order
The Board of Directors of the River Place South Housing Corporation held a meeting on Tuesday, November 10, 2020. The meeting was convened via Zoom, with some management and Board members in attendance both in the Meeting Room and via Zoom; and other Board members attending exclusively via Zoom. Board Vice President Waqas Ali called the meeting to order at 6:07 p.m.
II. Approval of Agenda
Ms. Hall moved to approve the November 10, 2020 Board Meeting agenda as amended with the addition of “Chart of Maintenance Responsibilities” under Old/Unfinished Business. Mr. Villegas seconded, and the motion carried unanimously (6-0-0).
III. Approval of Meeting Minutes (September 30, 2020)
The Board of Directors agreed by unanimous consent to defer approval of the minutes from the September 30, 2020 Board Meeting to allow time for additional review; to vote on the minutes electronically; and to ratify their decision during the next meeting.
IV. Resident Participation
Karen Imler, Unit 1111: (1) Ms. Imler stated she did not receive a copy of the November 10, 2020 Board Meeting agenda, and asked how she can access the agenda. Ms. Waters agreed, going forward, to distribute the Board Meeting agenda in advance of each meeting. (2) Ms. Imler noted a lengthy letter from Bonnie Kline was posted to the Shareholders’ Forum, and inquired whether the topics raised in the letter will be discussed during the meeting. Mr. Ali stated he had not yet seen the letter from Ms. Kline, but explained a Special Meeting was held on August 26, 2020 to address Ms. Kline’s concerns.
Ellen Schilling, Unit 636: Ms. Schilling raised various points in favor of conducting an initial survey to be sent to shareholders concerning the land lease. Mr. Ali explained the consensus is to do one survey that captures everything the group wants to initially capture - something that would not preclude the performance of another, more comprehensive survey at a future time.
Jim Wolf. Unit 547: (1) Mr. Wolf requested an update concerning the idea of holding Owners Association (OA) Board Meetings via video conference. Ms. Hall stated the OA has been holding their meetings via Zoom since June 2020, but indicated she will reach out to the OA Board concerning future meetings being held by Zoom.
(2) Mr. Wolf encouraged conducting a search to identify a credentialed General Manager for the Owners Association. with the current Acting General Manager to be included as a candidate.
Bill Miller, Unit 523: Mr. Miller asked whether the minutes and other information from previous Board Meeting have been posted to the website. Mr. Ali stated the minutes and financial statements are being posted to the website. Ms. Waters has already agreed to begin posting the agendas with the video conference information going forward.
Marissa Fond, Unit 639: Ms. Fond indicated she was in attendance with hopes to receive an update concerning the land lease survey. Mr. Ali stated a firm - EMC Research - has been selected to conduct the survey, and their proposal is under review by the OA’s attorney with a goal of distributing the survey in early 2021.
James Marandi, Unit 642: Mr. Marandi thanked the management team for their quick response concerning a recent water incident in his unit. (2) Mr. Marandi reported a New Jersey association is being sued for not providing access to their amenities, and indicated those residents are requesting a reduction in their fees. (3) Mr. Marandi raised a request for more accountability and transparency from the Owners Association, and more involvement from the South Board of Directors concerning OA matters. (4) Mr. Marandi raised points concerning the anticipated land lease survey, and volunteered his assistance. Mr. Ali stated he would email Mr. Marandi regarding the matter.
Bonnie Kline, Unit 929: Ms. Kline reported posting a letter on the Shareholder’s Forum; encouraged those who wished to read her correspondence to do so; and stated she will return to her posting to add her contact information for those who wished to contact her. (2) Ms. Kline spoke in favor of greater transparency from the Owners Association.
(3) Ms. Kline spoke in favor of implementing a shareholders’ list serv or directory so that shareholders can communicate with one another. Mr. Ali stated publicizing shareholders’ contact information may raise privacy and security concerns. However, shareholders can communicate with one another using the forum at any time.
(Other shareholders were in attendance and introduced themselves, but did not offer any comments.)
2. A few capital improvement projects have been postponed until the spring, including the façade project which Mr. McInerney will discuss with James Marandi.
3. Don Perper with FirstService Residential reported the cooperative is running under budget both month-to-date and year-to-date, as costs are being carefully monitored.
VI. Owners Association (OA) Report
Ms. Hall reported the following information:
VII. Management Report
Board members reviewed the full November 2020 Management Report. Ms. Waters verbally highlighted the following matters:
A. Common Area Disinfectant Spraying: The cooperative continues to have the common areas cleaned using a disinfectant spray - a practice that is undertaken every two to three weeks. Previous sprayings were performed on October 7th, October 21st, and November 4th. The next disinfectant spraying was scheduled for November 18th.
B. Taxes on Cooperative Rental Units: The second of two tax payments was paid to Arlington County in October 2020 for the rental units. The payment totaled $64,562.
C. Boilers and Heat Exchangers: The boilers and heat exchanger are active and providing heat and hot water to the building.
D. Chiller and Cooling Tower: A high speed bearing inspection is due to be performed during winter 2020 at a cost of just under $20,000.
E. Capital Improvement Projects: As reported by Jim McInerney, the cooperative is holding off on some of the planned capital improvement projects - most of which are related to the façade work. However, there are a few unplanned projects that must be performed.
F. Loading Dock Closure/Transformer Replacements: Residents were sent notice that the loading dock will be closed on Wednesday, November 12th, as Dominion Power will be replacing several transformers.
G. Fireplace Vent Cleaning - 11th Floor: This work has been scheduled with a certified chimney service for early December 2020. Those shareholders who have fireplaces that are closed off, or fireplaces with gas lines that have been capped can sign a Certification of Non-Use.
H. Service Animals: The Owners Association submitted a new procedure to each of the River Place cooperatives regarding approvals for service animals. Ms. Waters summarized the process, and suggested that the OA provide an explanatory cover letter regarding the procedure so that it can be sent to shareholders along with the procedure documentation.
1. RSI Recycling Solutions will provide a new trash compactor rental at a cost of $325 per month - a price that includes a five-year maintenance plan. The service will include the installation of a new hopper with an accordion fire door and the provision of new bins. The area underneath the compactor will have to be resurfaced since it is completely degraded. The goal is to have the new arrangement in place by mid-December 2020.
2. Residents are prohibited from placing plastic grocery bags and other unauthorized items into the recycling bins, as the cooperative will be charged a fee for contaminating the recyclables. Shareholders will be asked to avoid contaminating the recyclables; to inform their tenants about the need to employ proper recycling procedures; and will be encouraged to use recyclable shopping bags.
J. Unit Rentals:
1. As of November 10, 2020, the cooperative’s occupancy rate was 86%. There are 10 vacant units despite seven studio units being rented in October 2020. River Place South will soon be able to accept credit card payments for rental units, and is waiting for the accounts to be opened by FSR.
2. The RPS rental website is now live, and is being used to advertise available units.
VII. Resale Notifications
No resale notifications were presented for approval.
VIII. Financial Reports
Please see Section V.B of these minutes.
IX. New Business
X. Old/Unfinished Business
The November 10, 2020 Board of Directors meeting was adjourned at 7:15 p.m. No Executive Session was held following the meeting.
These minutes were respectfully drafted and submitted by: