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                        OPTIMA VIEWS EVANSTON CONDOMINIUM ASSOCIATION

                                                     BOARD MEETING MINUTES

 

Date of Meeting:           November 6, 2003

 

Board Members

Present:                        Thaddeus Lenick, President

Matt Cison, Secretary

 

Others Present: Beth Turner, Property Manager

                                    Approximately 70 homeowners

 

Thaddeus Lenick called the meeting to order at 6:15 PM and notified those present that this was the Annual Meeting of the Association as well as the third meeting of the initial Board of Managers, having been designated by the developer, Optima Maple Evanston L.P. 

 

A.        Introductions

Thaddeus Lenick introduced the Board members present and Beth Turner, Property Manager, DCH Management, Inc.

 

B.         Old Business

1.      Approval of September 3, 2003 meeting minutes – Thaddeus Lenick made a motion to waive reading of the minutes and approve the minutes as written.  The motion was seconded and unanimously approved by the Board members present to accept the September 3, 2003 meeting minutes.

 

C.        Treasurer’s Report

1.   Thaddeus Lenick reviewed the October, 2003 cash report distributed to those homeowners present at the meeting.  (see attached)

2.      Thaddeus Lenick reviewed the proposed 2004 Association Operating Budget and noted that some adjustments to individual line items had been made although the total budget amount remained unchanged.  Thaddeus Lenick made a motion to approve the 2004 with revisions as distributed to homeowners in attendance.  The motion was seconded and unanimously approved by the Board members present to accept the 2004 Operating Budget.  Beth Turner stated that a letter would be sent to all homeowners indicating their new assessment amount beginning January 1, 2004.

 

D.        Contract Approval

Thaddeus Lenick announced the following contracts that required approval:

1.   Snow Removal – Ray Pollina’s Snow Removal

2.   2004 Landscape Maintenance – The Brickman Group

3.   Roof Maintenance - NIR

4.   Pool and fountain service – Eric Lentz Pool Service

5.   Fire Alarm Testing – Simplex Grinnell

6.   Window Washing – Service Building Maintenance

 

It was moved, seconded and unanimously approved by the Board members present to formally accept all contracts.


 

E.         Janitorial Service

Thaddeus Lenick stated that due to the performance of the current janitorial service being substandard, their contract was being considered for termination.  Thaddeus Lenick made a motion to formally terminate REID Enterprises as the janitorial service for the building.  The motion was seconded and unanimously approved by the Board members present.

 

A new janitorial service will be brought in to provide services to the building at a higher level than currently being received at no additional cost to the Association.  Thaddeus Lenick made a motion to approve the proposal received by Finezja Cleaning Service for janitorial services.  The motion was seconded and unanimously approved by the Board members present to enter into a contract with Finezja Cleaning Service effective with the termination date of REID Enterprises.

 

F.         Fire Alarm Monitoring

Thaddeus Lenick stated that although this service is not evident to unit owners, it is one that is important for the fire safety system in place at the building.  The service being provided by the current monitoring company has been substandard.  Thaddeus Lenick made a motion to terminate the fire alarm monitoring agreement with Protection One.  The motion was seconded and unanimously approved by the Board members present.

 

A new fire alarm monitoring company will be brought in to provide services to the building at a cost savings to the Association.  Thaddeus Lenick made a motion to approve the proposal received by Royal Electric and Alarm Services for fire alarm monitoring.  The motion was seconded and unanimously approved by the Board members present to enter into a contract with Royal Electric and Alarm Services effective with the termination date of Protection One.

 

G.        Approval of the November 6, 2003 Meeting Minutes

Thaddeus Lenick made a motion to approve the minutes, as recorded by the Secretary of the Developer’s Board. The motion was seconded and unanimously approved by the Board members present.

 

H.        Adjournment

            The Board of Directors meeting was adjourned at approximately 7:00 PM. 

 

Thaddeus Lenick then proceeded with the matter of the Association Turnover from Developer

control to Homeowner control.  Minutes of those proceedings were not recorded.

 

 

 

 

 

 

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