Our monthly meetings are Board members only.
All complaints must be put in writing. If they don't put it in writing we will not address it.
If anyone wants to meet with the Board they send a note and we allow 15 minutes to allow them to come. Again they must put it in writing.

Our board meetings are strictly closed, even when a shareholder asks to attend in order to present a specific matter needing board attention. But then, the rest of my board (not me) strongly endorses an extremely uncommunicative policy towards shareholders -- for which the board sometimes pays a price.

I live in a coop in Brooklyn. The board has only closed meetings. Shareholders including myself have requested to have open meetings at least to discuss major building issues. Unfortunately this is not the case, the board has had one open meeting this year only after shareholders started bombarding them with voicemails, emails, and letters. Like previous messages these meetings become a forum for complaints and the board uses this to ignore issues. The biggest concern with our board is that there are only 5 members; 1 sponsor, two members that were elected by the sponsor, one member does not live in the building, and the last member is ignored. Our managing agent JAL Diversified attended the last board meeting and spent most of the time telling people to, "shut up" and calling us "stupid". Of course the meeting became unproductive and majority of the sponsor elected board sat back and used this to ignore shareholders and building issues. I think the only way to have a productive meeting, is getting shareholders more active and informed.

We are required by our by-laws to hold a number of open meetings annually, which we do. Those meetings are used to make announcements and provide some reports to keep shareholders informed. At the end we do take questions and answers for about 15 minutes but we do not discuss legal issues or anything else that may be considered confidential. We do not conduct any business at these open sessions.

In theory it sounds OK; however these sessions are consistently attended only by a small group of long time residents as well as a small group of dissidents who use it as a forum to complain and have no interest in the truth. Of course it allows us to nip those complaints in the bud by correcting misconceptions and providing the others with the right information.

The trick is not to let the Q&A get out of hand - no soapboxes, no political rhetoric, and no name calling.

AB - if what you are saying about your managing agent is true and not taken out of context, the board should not tolerate such behavior, nor should it tolerate such behavior from the shareholders. The next time your board has such a meeting, they should provide an agenda and stick to it. Shareholders should ask questions that are reasonable, unemotional and respectful. In turn they should receive reasonable, unemotional and respectful responses.

Thanks for the response Board Prez/ These statements are all valid and not taken out context. The main issue with the current board and managing agent is that there is no agenda or organization. I dont think there are any tricks for a meeting other than being organized. I would post several emails that I personally recieved from JAL and from the chief officer of JAL Diversified John LiPuma, but I do not want to breach any confidientialty or privacy. I assure the wording and statements in these emails haressed me and fellow shareholders. Shareholders even started a forum on a google group discussing the behaviors of the board and managing agent. Shareholders continue to let the board know about their concerns and the criminal property manager.

The property manager reports to us the board and is answerable to the board -- only!!!

We do NOT allow shareholders to question the property manager at any meeting.

In my view, one needs to take control.

For instance, in NJ we are required to conduct two open board meetings a year. In addition, we are required to have four other meetings a year. These other meetings are closed board workshops wherein we do not vote on any material items. Yes a “slight of hand”. Why, because at the semi-annual meetings we vote to authorize the board to enter into contracts, to spend the capital reserves on planned programs, etc.

Now back to the open shareholder meetings. Open does NOT mean the shareholders participate in the meeting. To the contrary, the shareholders are spectators during the 9 to 21 minutes required to conduct the business. Shareholders are not permitted to ask questions or make comments during the open board meetings.

As noted in the other posting, after the “open” meeting is closed, then we allow a period of questions and answers. Typically, a shareholder is limited to one question so that all may have a voice. See:
http://disc.yourwebapps.com/discussion.cgi?disc=94379;article=10930;title=Habitat%27s%20Board%20Talk

Yes there always a cabal of unfounded dissents and the challenge is to not allow the dissidents to monopolize the meeting and risk losing the good people who recognize the value brought to the co-op by the board members and their activities.

Our semi-annual meetings take 9 to 21 minutes from open to close.

OK, I’ve piqued your interest.

By NJ law, we are required to have two “open” meetings a year and both are scripted. This means we have a set program that we follow. And, we have 500 units and we are considered an upscale co-op..

In May it’s the results of the annual, yes annual elections, as all board members serve but one year. We are planning to amend to allow two year terms, unlimited. Each board member makes a report about key areas of the corporation, e.g.: capital improvements, capital projects, security, health club, landscaping, summer pool operations, financial well being, legal matters, etc. We are never in poor shape as we have retired our original $8,000,000 mortgage without ever refinancing. Because we are in such “excellent” shape, we really don’t have any dissent amongst the board members. Twenty-one minutes = done.

We then close the “official” May meeting.

Next the president offers a state of the co-op corporation and community speech.

Following, is ninety to one-hundred minutes of open questions and answers that any shareholder can pose.

The November meeting is to ratify the next year budget, to approve the maintenance increase and assessments (previously distributed to all shareholders) and to approve the use of the capital (assessment) funds as planned per our long term AICPA required capital improvement program. We also approve the use of the line of credit as required. Nine minutes = done.

We then close the “official” November meeting.

Again, the president offers a state of the co-op corporation and community speech, similar to May, but with new topics.

Following, is ninety to one-hundred minutes of open questions that any shareholder can pose. Board members or counsel respond as appropriate.

So, we open the May and November meetings at 7:30 PM and gavel all closed at 9:00 PM. We have run later on occasion to 9:15 and once to 9:30.

Because we really don't have financial issues all are in harmony and we can show a united front. Yes, there are co-ops where the challenges are quite onerous. Hopefully all can achieve harmony.

If you were in the shareholder's position what would you like to hear? This question will focus your presentation and of others.

1. Legal issues.
2. Committee reports - admissions is one, financial another headed by your Treasurer. If you do not have committees,capital improvement coordinators and progress if any, etc.
3. A recapture of operations in general terms, i.e. challenges and rewards.
4. Some semblance as to what will happen in the next 12 months or where is the co-op headed based on your challenges and rewards.

AdC

We have used Evins Exterminating for many years and have been quite happy with them.

TRY CONTACTING STUART BOGARD AT PRO-TECH PEST CONTROL (631) 269-6609

Our building has used Mr. Bonzai de Bug -- and despite the silly name, we have seen great results. While we rarely have rodents, even their sighting have declined. And he's very aggressive about bugs.

Once this begins, it could get out of hand. If the Board wants to send flowers, take up a collection.
Many of the SH probably dont even know who they are sending flowers to -- and if they did would take care of it themselves. A card from the Board, and inividual SH can do what they want

Our Board sent expensive flowers to our prev MangAgent for his new baby and charged it to the SH. However, the majority of SH could not stand this man, and he was (due to a SH petition) fired a few months later.

AliceT

Most buildings do use the operating fund.
maintaing building wide relations, quality of life issues and the like should be considered operating expences but you should speak to your accountant as how to classify them... just stay away from the gifted trips to the tropics and vegas!

~AR

Hey James,

I understand you 100%. I have yet to get others involved as well. It seems that no matter how patient I am explaining to other board members my concerns and how things should be run after extensive research and effort no one seems to get it. This is my second year on the board and I am dealing with people who just don't care. Part of the problem is that 2 board members are the original builders who own 7 out of the 20 units and just rent them out to collect income. They are so difficult to deal with and everything is an argument. The other homeowner this year who happens to be President does not know his ass from his elbow (excuse my language) and he is swayed by the 2 builders in making decisions. Meanwhile, I have been working so hard for the community in trying to do the right thing.
I have really gotten upset over this. I feel at times I want to quit because it makes me that upset but If I quit I am afraid that the whole place will go to hell. We are a small community and people will support me but no one really wants to be involved on the Board. Its very hard for people to understand the frustrations of a Board when they are not involved in the everyday operations of it. It really has become a second job. This year I made sure that I e-mailed the majority of the community to let them know what is going on and it seemed to get people's attention. Hopefully at the next annual meeting I will have at least 1 new person that might be interested to join the Board. Its like I don't mind working hard but I want my work to pay off with people being supportive. Its hard to explain things to people especially when people are not practical and can't use common sense. I understand your frustrations. At least we are in it together. Hopefully, with time things get better.

I would love to find a way to groom others Who groomed you?

In our 485 unit coop:

A supply line water leak to a toilet, sink, etc. (e.g.; water is under pressure) takes precedence.

Similarly, the supply or drain to/from a window heating/cooling coil unit system is treated as a high priority with same day repair.

All things being equal, the supply line leaks (sink, toilet, AC/heating unit) are repaired within minutes.

Toilets which do not drain properly are also at the top of the list.

If there are no supply line leaks, then waste pipe leaks are repaired, e.g.: elbow/trap under a sink.

Our maintenance staff repairs window mechanisms and sliding terrace door mechanisms. These are next in priority, unless there is broken glass and a potential hazard to pedestrians or residents.

A fan unit (failure or noisy) within the heating/cooling unit under a window is a lesser priority.

Sink faucet washers are next in priority.

Each apartment door has a mechanical doorbell ringer. These are also lower in priority.

Painting the exterior of a scratched/marred apartment door is scheduled when our house painter can be available.

Items which can cause damage, e.g. water leaks or hazards, are repaired the same day. In some cases we may shut the supply line to a window unit and then effect repairs the next day.

Unless there is a long queue of repairs, repairs are effected in order of receipt and in accordance with the above “priorities”; typically same day. But do note that some repair windows are negotiated with residents for their convenience.

Of course major building mechanical issues are accorded a higher priority but our management office or maintenance office always communicates with the resident.

Our maintenance staff is available from 7 AM to 9 PM, weekdays and 7 AM to 7 PM weekends.

Does the maintenance ataff (co-op) charge for these repairs? We're a small co-op and debating what should be fixed for free by our part-time super versus charges for a larger scope of work.

For that which the co-op is responsible, e.g.: heating/cooling units in their entirety, the valves on the water supplies that exit the wall before a sink or toilet is attached, windows (normal wear and tear), damaged parquet floors because a building supply line failed, etc.; the co-op does not charge a penny.

For other items, such as standard sink washers, sink waste pipe & elbow, doorbell mechanical device, etc. the cost of the parts is billed to the apartment owner.

For these latter “at cost” repairs, the first thirty minutes time for the maintenance person assigned is free as we wish to encourage folks to obtain repairs sooner rather than later before the problem expands into a major problem.. After thirty minutes, there is a nominal fee, e.g. without profit, for the time the maintenance staff expends in effecting repairs.

Of course, the maintenance staff will not tackle electrical work and other work that requires a licensed craftsman. But they will change a light bulb for a resident.

Does the maintenance staff (co-op) charge for these repairs? We're a small co-op and debating what should be fixed for free by our part-time super versus charges for a larger scope of work.

As a Resident Manager I make sure all of our work orders are done within the 8hr shift, now being that some work is not the buildings responsibility we have come up ith a system that the building will allow the staff to perform work for the residents. Toilets, sinks, light bulbs and filters should be changed before the shift ends, especially toilets and sinks/faucets since the risk for damage is high to the neighboring apts and the health of the building.

My building has had front-load washers for at least 10 years but never a complaint about mold. Maybe we're just lucky. I've read that two good ways to avoid mold are to keep the door open after you take out your laundry (to let the cylinder dry) and occasionally run it empty with hot water and bleach.

I am pleased with our front load washers. They seem to get the clothes cleaner and don't knock them to pieces with the agitators. We've never had a mold problem, and I suppose enough people wash with bleach that it would be difficult to become an issue.

I am a Resident Manager, and in our building we have "high end" and high effiecency washers/dryers. The user manual suggests that you leave the door open on the front loading washer to allow it to air dry, if you dont, over time mold will grow! that was not in their user manual but we discovered that over time and regualr maintenance.

It may be a problem of people who cannot spare a minute or two until the front loader does the work.

What do I mean by this?
When front loaders finish washing clothes, the user needs to wait one or two minutes before opening the door so that all the water is removed from the drum and door; otherwise, residual water remains between the door edges and in the drum. This is something that it takes used to.

I guess in buildings with residents in a rush, residents who do no wish to clean after themselves and with an poor maintenance by porters, mold may set in.

It's all a process of education and cooperation.

AdC

What do Porters have to do with the washing machines, in my building my porters wipe down the outside of the machines and do not go inside of any machine. That includes the clothes dryers lint drawers,tenants/housekeepers have to clean the lint drawer after each use.

The building staff have enough work to do already, don't you agree?

If this is what your porters do because you have a lean staff, many machines to wipe and do not expect them to at least inspect the conditions of the machines, then that's your expectation and case close.

If a minor inspection may help wipe water from the door area where require, you may then have a machine w/o mold.

Again, every building has expectations for their staff and there is nothing wrong with them.

AdC

You're to be commended for being that thoughtful and empathetic. And you're probably already thinking that whatever the law requires, the simple human decency you've shown by bringing this up should guide you.

The crippled and the elderly should be able to attend the meeting without proxy if they choose, the same as every other shareholder. In fact, the more helpless or on a fixed income you are, the more you want to be present yourself, and not rely on a proxy who may or may not be truthful with you. We've all heard shameful cases of highly respectable attorneys, judges and family members taking advantage of the elders and the disabled.

Thank you for your thoughtful response, JB. I was surprised that when I mentioned this to the Board, no one else had considered it, and unfortunately the shareholders often do not speak up on their own behalf.

This is such an important matter, for just the reasons that you state, and I'm hoping to find out that there is a regulation about this. Thank you again.

Out 500 unit high rise in NJ does not have a large community room to accommodate all who wish to attend our meetings.

We employ, as the need arises:
1. A local school cafeteria.
2. A local school auditorium.
3. A community room in our town’s library.

All are accessible.

Good luck!

Joe V, I appreciate your input, and especially that you make sure all of your shareholders are considered. That's no small task with 500 units, and you provided good suggestions. We have three schools and a library nearby, and our co-op is much smaller -- we should be able to handle this. I'll keep you posted.

Thanks again for your suggestions & encouragement!

As the library does not permit food, we provide all attendees with bottled water.

At the school, we provide Italian cookies, tea, coffee and bottled water. Coffee & tea = decaf and regular.

Joe V, that's a good point about the library not allowing food, especially since we normally provide cookies and soda too. Not everyone partakes, but it's a nice touch, and people mill around the table while the votes are being counted.
Thank you for pointing that out, as it all needs to be considered.

Have your Handyman or Superintendent pull out your stove and see if there any openings. Also underneath the sink and dishwasher. Have them plug the holes with steelwool (not brillo pads.

That should take care of your unwanted guests.

What is necessary for refinancing my coop
apt. Any money to pay the corp? Thank you

I would say that the co-op does the work of preventing mice by using exterminator, providing glue traps, making sure that basement doors and holes in basements are all mice proof, i.e., sweepers installed on doors of boilers, mesh on any openings or windows in the basement areas, etc.

Now, the walls behind the kitchen and moving cabinets happen to be the shareholder's responsibility to move. Consequently, should the person wish to eliminate potential areas of entry into the apartment, then he/she has to do their work. Similarly, all baseboards must be checked by the individual as well as closet areas. Why the co-op should absorb the total responsibility for finished walls in apartments, even behind cabinets, that is beyond my comprehension.

Good luck

Given the change in height, one level to the next, a ramp is impossible.