| |
Date of update: |
10/2/2003 |
|
|
|
|
|
| Date Added |
Issue |
Decision |
Questions From the Board |
Next Steps |
Status |
Date Completed |
Notes |
| Aug-03 |
Cable
boxes installation of box covers |
|
What
is the status? It was supposed to be completed by July 31. |
KASS
Management to inquire with handyman to ensure the proper installation of
covers to the cable boxes. Will ensure her weekly walkthroughs include back
alley. Electrician cannot replace boxes because they are property of the
cable company. Kass called Comcast to
request replacement of the broken boxes |
In
Process |
|
Kass
to supply owners with ComCast phone number so that we can make multiple
requests to have it repaired. Helen
Squires will contact the City of Evanston to ask that they lean on ComCast to
make a timely repair |
| Aug-03 |
Collection
for late assessments there is an owner who is months late in paying their
assessments |
|
How
many owners are in default? Have they all been communicated to? What are the
Associations rights to collect/initiate foreclosure? |
Deb
to check status 8/26/03 and communicate to board. 844-2 is at the attorney
for collection. It is up to each
Board to determine time with collection.
If Kass does not hear from Bd, UO sent to collection after 90 days of
non-payment. Letter sent by attorney |
In
Process |
|
What
is the status? |
| Aug-03 |
Financial
status of Fountain Court |
|
|
Deb
to distribute most recent financial report to all board members on 8/26/03.
KASS Management to distribute to Board members all future financial reports.
August 2003 financials will go out next week |
Complete |
Aug-03 |
|
| Aug-03 |
Floor
Mat replacement for floor mat in front foyer that was destroyed from a
vagrant |
|
What
is the status? You were to replace the floor mat by July 31. |
KASS
Management to price out the replacement of all floor mats, and communicate to
board the cost of doing so. Measured in Sept need to ck catalogue on
prices. |
In
Process |
|
Board
accepted quote. Mats in all foyers
will be purchased and installed. |
| Aug-03 |
Hallway
renovation |
|
What
is the status? We agreed to implement this renovation? When will it begin? |
Deb
did not recall receiving authorization to begin project. KASS Management to
inquire with owners of 834/836 to ensure pending plumbing work is complete
prior to renovation. KASS Management to schedule and manage the project. Will
most likely wait until late summer/early fall due to heat. Renovation will
begin the second week of October by Old Town Remodeling. Rexx Rug will
replace carpet. 834/836 will be put
on hold until bathroom renovations are completed in the 3rd floor
condominium. |
In
Process |
|
Letter
sent from Association attorney for owner to expedite bathroom repairs which
have put the project on hold and cuase ongoing damage to another owner's
property. |
| Aug-03 |
Inappropriate
usage of common areas one owner using common areas for woodworking |
|
What is the status? You were supposed to
communicate to the owner in violation regarding vacating the space. Deb
thought she sent a memo to tenant, but has not checked whether or not he has
vacated common area. |
KASS
Management to locate and forward copy of memo sent to owner who is using
common space inappropriately to vacate immediately. Certified Letter sent
9/5/03. |
In
Process |
|
Owner
responded and will remove items no later than 10/15/03. After that time Management will remove
items if they are still there. |
| Aug-03 |
Intercom
repair some intercoms are non-operational |
|
What are the results of the survey distributed in July? KASS has results of survey and will act
upon them. |
KASS Management to interpret results of survey and contact vendor by 8/26/03.
KASS Management to communicate recommendation to Board by 9/5/03. Intercom
Repair Company has list of residents that responded to survey. Will be scheduling repair for week of
9/15/03 |
In
Process |
|
The
intercoms belonging to those who responded to the survey will be
repaired. Most repairs can be made
outside of the units effected. If
this is not the case, owners will be notified individually by the vendor. |
| Aug-03 |
Maintenance
Communicating the Boards expectations of Vasco |
|
Is
Vasco an employee or a contracted worker? Is there any legal exposure to
terminating his services? Vasco is a contracted worker and there are no legal
ramifications if we were to choose to cancel his contract |
KASS
Management communicated expectations to Vasco, including the fact that he is
on probation. Rebecca notified owners of newly drafted maintenance check list
and will ask for input in one month. Decision will be made by 10/1/03
regarding Vascos performance and continued employment. Vasco is an
independent contractor which means the Association can terminate employment
at any time with him. |
In
Process |
|
Kass
will locate a number of potential replacements for Vasco. He will be notified by 11/15/03 at the
latest. |
| Aug-03 |
Move-in
and Move-out fees ensure we collect fees to cover damages during moving in
and out |
|
What is the current process to collect
move-in and move-out fees to new owners/tenants? |
KASS
Management to ensure repairs are made to hallways from move in/out damage. |
Complete |
Aug-03 |
Kass
has info. and is implementing it with each MO/MI |
| Aug-03 |
Natural
Gas usage understanding 2002/03 usage and planning for 2003/04 |
|
What is the status? You were to distribute
to Board a comparison of our actual gas usage versus anticipated natural gas
usage. It was to be completed by July 31. Deb thought this was something she
would present at next board meeting |
KASS
Management to distribute a comparison of our actual gas usage versus
anticipated natural gas usage ASAP |
Complete |
Aug-03 |
As
of 8/30/03, the Association has paid $25,094.88 to Exelon Energy for gas.
2003 Budget for gas is $30,000.00 |
| Aug-03 |
Sales
Contracts ensuring all new owners are aware of the rules and regulations |
|
What
is the status? You were to draft a communication that would accompany all
future sales contracts which ensures all new owners are fully aware of the
rules and regulations, primarily washers/dryers and dogs. |
KASS
Management to draft and distribute to all board members the document that
will be attached to all future sales contracts to ensure all new owners are
fully aware of the rules and regulations, primarily washers/dryers and dogs. |
In
Process |
|
Implemented
in sales requirements for the building.
What Kass provides for buyers of Condo. Units. Board to approve
attorney drafting verbiage that is legal for the condo. Please advise |
| Aug-03 |
Storage
Lockers flooding lockers |
No
new storage lockers will be built. Owners whose storage lockers flood may
take any available storage lockers. |
|
KASS
Management will post a notice in all storage areas of the intent to clear any
storage spaces that are not locked. KASS Management will ensure any such
storage lockers are cleared out. KASS Management will contact all owners who
have expressed an interest in moving storage lockers. |
In
Process |
|
Memo
sent out with October 2003 Assessment notices 9/24/03. Additional notice
distributed. Common areas on unlocked
storage lockers to be cleared as of 10/16/03. Cleared out quarterly after that. |
| Aug-03 |
Tuck
pointing |
The
Board approved this project during the May meeting. |
|
Deb
to insure prompt payment for the project |
In
Process |
|
Has
one more entrance to complete. Contacted Allan twice to obtain invoice for
payment of stairs and tuckpointing.
He said that he will submit invoice when project is completed |
| Aug-03 |
Repair
of aged lentils |
|
|
KASS
Management to accept proposal from Allan Roche. KASS Management to forward to
the board |
In
Process |
|
|
| Aug-03 |
Repair/replacement
of cracking cement work |
|
|
KASS
Management to accept proposal from Allan Roche. KASS Management to forward to
the board |
In
Process |
|
|
| Aug-03 |
Chemical
Treatment for the courtyard foliage approval of Arbor Green quote |
Board
has approved the quote as submitted |
|
KASS
Management to contact Arbor Green to schedule treatments on 8/26/03. Arbor
Green said that it was too late in the season to treat. Trees, shrubs, etc. are fine until next
spring. |
In
Process |
|
Scheduled
for early Spring 2004 |
| Aug-03 |
Window
Washing |
|
|
Kass
Management to schedule 2004 window washing for early June. |
In
Process |
|
|
| Aug-03 |
Custom
Mail Containers to hold larger envelopes |
|
What
is the status? It was supposed to be completed by July 31. |
KASS
Management commissioned vendor who built and installed mail bins on
8/03. This solution is not an
adequate solution says many of those who live in the front two tiers. Kass
will work quickly to price out the cost to purchase and install larger
mailboxes for the owners who utilize the two front foyers. |
In
Process |
|
|
| Aug-03 |
US
Mail Pick Up |
|
|
Kass
will inquire as to whether or not the mail carrier can also pick up mail on
our property. |
In
Process |
|
|
| Aug-03 |
Insurance Current policy expired 7/28/03. |
|
Was
a replacement insurance policy purchased based on the proposal distributed
July 8? If yes, which alternative was selected and why? What criteria was
considered to make the decision since the Board did not approve it? Gary and
Deb of KASS Management accepted proposal from Rosenthal Bros Ins. which
covers Fountain Court at current coverage for slight increase in cost.
Current provider increased cost while reducing coverage |
KASS
Management to inform Board of the status of insurance. KASS Management to
update Board of the criteria used to decide upon new insurance policy. |
Complete |
Aug-03 |
|
| Aug-03 |
Repair
of the skylight roof |
The
Board approves Star Roofing proposal to re-roof a 15x15 roof area in front of
the skylight with one layer of Gafs rubberoid modified bitumen torch applied
system, followed by a coating with asphalt based aluminum coating. |
|
KASS
Management to schedule Star Roofing to repair roofing around leaking skylight
ASAP. KASS to forward copies of the 5-year warranty to the Board. Because
work was repair and not replacement of roof, there is no warranty. |
Complete |
Sep-03 |
|
| Aug-03 |
Water
Bill avoiding the water being turned off on August 25 due to late payments |
|
Why
has the water bill not been paid? What has been done to ensure the bills have
been paid and the water is not turned off? What process has been put in place
to ensure the bills are paid in a timely manner in the future? |
KASS
Management to pay the water bill ASAP to ensure the water for Fountain Court
is not turned off. All changes to utilities were done when the management
changed last year. It often happens that water bills stop being sent and have
to be paid at city hall |
Complete |
Aug-03 |
|
| Aug-03 |
Satellite
TV are owners interested in installing a satellite dish? |
Satellite
TV will not be provided to the building due to lack of interest from the
survey |
What
are the results of the survey distributed in July? |
KASS
Management to interpret results of survey and communicate recommendation to
Board. Only two tenants were interested |
Complete |
Sep-03 |
|
| Aug-03 |
KASS
Management performance review. Board is concerned with Deb Os performance
- Focus, Responsiveness, Implementation, Communication |
KASS
Management to improve communication:
Distribute, via email, bi-weekly manager reports to the Board members,
including status updates for maintenance completed, legal Issues, financial
Issues, 2003 projects, distribute financial reports at the same time every
month, distribute meeting notes within 3 days of receiving the approved file
from the Board |
How
often does Deb walk the property during the day and at night? |
KASS
Management to distribute, via email, bi-weekly manager reports to the Board
members, including status updates for maintenance completed, legal Issues,
financial Issues, 2003 projects, distribute financial reports at the same
time every month, distribute meeting notes within 3 days of receiving the
approved file from the Board. The communication has improved greatly between
Kass and the Board, there is no need to change anything at this time - thank
you! |
Complete |
Sep-03 |
|
| Oct-03 |
Heat
Regulation - programming the regulatory that is already located on the boiler |
|
|
KASS
to ensure the heat regulator is operational and is set to respond to the
weather of the season |
New |
|
|
| Oct-03 |
Extermination |
|
|
KASS
to work with Maggie and Jim Douglas to have exterminator work within unit due
to one mouse and two roaches found last week |
New |
|
|
| Oct-03 |
Loose
Door Knob |
|
|
KASS
to repair door knob on back stairway that continuously locks up |
New |
|
|
|
|
|
|
|
|
|
|