Manager s Report March May 2012

Transcription

1 Manager s Report March May /19/12 Our liability insurance policy was lowered by $3,000 so the equal monthly payments made to the finance company will be $300 less each month. The lobby impact door did have the aluminum brace break again due to the winds. The cost is $120 each. You will see the door locked when we have high winds in the future. We are also going to have and replace the hydraulic bearings that operate the brace/closer. We finished painting the pipes running along the garage ceiling on the mezzanine level that were installed for all the electrical wiring of the generator into the new west electrical room of the Association. The installation of new door system has the wiring almost completed. We will be sending out a letter of notification to all owners that rented units must have a current/valid lease in the office to get keys issued to the tenants recorded in our system. 03/22/12 We are calling the original installer of the lobby impact doors since we can t seem to find a replacement for the hydraulic brace that works from inside the upper frame. It is currently working but was damaged from the high winds last week. We need to retouch the paint to all the frames of the lobby and B level doors. We received and changed the plastic light covers to the freight elevator. The originals did last 7 years but were yellow and elevator lighting was poor. The annual fire alarm inspection/certification was completed today. All certified and approved. We are preparing the notice of the new electronic door system in English and Spanish to inform all residents of the upcoming changes. We will begin by putting them under every apartment so all residents have an opportunity to read and comply. The storm drain repair company will arrive Sunday (3/25/12) and begin working Monday morning. We had to install new padlocks on doors changed at the trash room in garage. The basement west chute had been found twice in a row that the doors were opened and people throwing out trash but NOT in the dumpster which is the least they could do. So now they are again locking them up. The dolphin statute between the 2 pools had the snout broken off by someone wanting to do harm. We were able to put it back and repainted it. 03/27/12 We had to close the pools on Thursday afternoon and opened them back about 3PM on Friday due to a bad reading from our controls and oversight with the physical reading. The pool inspector arrived and was approached by a few residents complaining which at no time had not come to the office during their stay to file a complaint. We closed the pools after seeing two residents ignoring our signs and going into the south pool. The company that sold us our controls will come by on Friday to check them out to rule out them giving a bad reading. We received the fuel port and other parts of the generator today and will receive the day tank on Friday. We always have to make arrangements since these items weight a lot. The day tank is 845 pounds but will use our pallet jack once they bring it off the truck. Probably have to also put it on the lawn somewhere. The generator is still not coming till end of April. We are plastering the cracks around the pool walls and will paint again before the summer season.

2 Omni Eye began the storm drains on the south wing so the cooling tower will be off as all east hallway air conditioners till the two drains have been completed. We are taking pictures of the process. They will also provide a video of the drains completed. We have stored their trailers and material in the back ramp area next to the dumpsters and their vehicles in our visitor area. Due to the high number of visitors staying up to 30 days in our building, we will be implementing some changes on the forms, picture requirements and other steps Security and the Office will take. On April 1 st, all visitors to the building will be required to show picture identification and security will sign them in. They will then call the residents for authorization to go up. We sometimes have funny visitors who are printing names of superheroes etc. and causing extra work for personnel and not showing respect. We are preparing to send notices under apartment doors as well as in the mail to homeowners explaining the new electronic door system. We will allow time for all leases to be brought up to date which will assist us in identifying residents living in our community who have not been properly screening and approved. All residents will have to comply or will be denied access into the building. We currently have close to 290 apartments rented at this time and cannot keep up with all the guests our residents are having. Many choose to stay without the proper screening taking place when they provide identification and other important data. These guests do not have building keys and is causing a problem with Security. We need everyone to comply and cannot allow all the extra guests to just simply stay. We were confirmed the pool certification class is scheduled for Ernesto the weekend of April 16 th & 17 th. He has been reading the material given to him back two months ago. Our insurance carriers are sending out inspectors to the building next week as the yearly requirements. 04/02/12 The five (5) storm drains were completed yesterday Sunday. We did allow them to work with a generator Saturday morning at about 9AM but the use of it on Friday was too early and some residents complained. We needed to complete the work this weekend and finally the five drains were done. We will receive a video disc from Omni Eye who had to send it from the office. He provided pictures each day as the work progress. On Wednesday, April 4 th, we will shut down power to the apartments of the east side and all water and a/c s in order to install the refurbished breaker. We had to wait three (3) weeks for an appointment with F.P.& L. to come out to shut down the power. It should be completed in about 4 hours. Elevators will be on emergency power. On Monday, April 9 th, we will begin the asbestos removal, the a/c ducts reinsulated, all electrical wiring properly hung for inspection then the ceiling tiles installed. This work should be completed by the end of May before the Memorial Weekend holiday.

3 04/09/12 The asbestos removal company arrived today and will begin on the upper mezzanine east and central area including the meeting room. The meeting area will be off limits to thru Thursday for functions. We had two tenants vehicles collide in the parking garage on Friday late afternoon. Fortunately Otto was still here and used the pallet jack we recently purchased to get them separated and allow them to be moved later that evening with a smaller tow truck. These cars did not have their lights on and one was traveling at a higher speed than it should as it was exiting down. Travelers Insurance came last week to survey the property and machinery. They are requesting we thermal image the east electrical room which can be done after the generator project is completed. He also asked that we install a lock out box with padlocks to boiler which Otto can install himself. Last Wednesday, after the electricity was restored and the refurbished breaker installed, we found water coming out of a unit on the 10 th floor. The A/C line had busted when the heat exchanger came back on. This was a very old unit which the tenant had not turned off and continued to get hot. Staff rushed and for about 1 ½ hours, they were taking water out of the halls and from a few apartments we had keys for. While the water was being picked up our staff Rigoberto Rodriguez slipped backwards and injured the top back of his head. We did call Rescue and his son later took him to the ER at Mt. Sinai Hospital. They performed a CT scan and gave him 10 stiches. He was allowed to stay home till I spoke to him on Sunday. He is back working today. A worker s compensation claim was filed for the employee. We purchased pullover shirts for the Security staff for the summer months. They will a royal blue color and have the condominium name on left with security on the right and larger security on the back. The letters to all residents and owners advising of the new electronic key system have been delivered to all apartments and mailed to homeowners. Otto purchased two new exhaust fans from Grainger for the pool machine room. 04/19/12 Staff did refurbishing to the employee men s bathroom at the garage exit. It was in very bad shape with only one toilet working, etc. I was embarrassed sending the contractors working in the building to use that room. We received the disc for all the work and camera view from Omni Eye who completed the relining of the storm drains. Since April 9 th, EMSI has been working in the mezzanine and lobby ceiling areas. They hope to finish by this Saturday, 4/21/12. We need to close the office Friday so they may prep the area for removal on Saturday.

4 A&P began on Monday, 4/16/12 to hang the cables against the ceiling, remove all old cables not in use and removing electrical pipes no longer in use. We are getting cost to replace the high hat lighting with more efficient ones. We will also replace some of the mezzanine meeting room. Merlin Industries will begin Thursday, 4/19/12, to seal all the a/c duct were they join. We also found large wall openings at the lobby waiting area windows, the area of windows above security and above the Collins Avenue door. These penetrations are causing a lot of hot air to enter the ceiling area and not allowing us to get 100% of the 15 ton a/c units production. They will also be reinsulating the duct from these 2 large units. They will begin on Monday to actually install the insulation of all the a/c metal ducts. 4/25/12 Our staff is taking the time to make repairs to water pipes we can reach now that the drop ceiling is all clear. We changed 3 sections within the mezzanine meeting room and line 23 that sits along the mezzanine walkway toward the east end of the building.

5 I received the quote from MITO plumbing to come and change the cast iron section of lines 19/21 and 20/22 which are in bad shape but a job our staff cannot perform. This is cost is $6500 but we need to do this while the ceiling is clear. The drop ceiling will begin to be installed around the first few days of May. While the ceiling grids are installed, A&P Electrical will come back and cut the tile to fit and install the high hat lighting. We will be installing more LED lights which are way more efficient; less heat is expelled. We will also place ALL wall lights on timer since we spend electricity during the daylight hours with them turned on. We need install an emergency lamp above the security desk which will be out of view. This comes on when the power goes off and waiting for the generator to start up. I received the quote of $1216 from the company who finished installing the electric doors to install a floor loop at the entrance and exit of the garage which will prevent the residents who currently are walking and using the garage transponder. The loops work with the weight of a vehicle and need to be installed if we want the electronic key fobs to work in our new security system. If residents can walk in with their transponder this impedes the purpose of the fobs. Merlin Industries also removed a large section of a/c duct in the mezzanine meeting room which served no purpose. It was sealed at the end. We also removed one supply vent right at the door entrance to the room which again was taking away from the hallway air. This room is very well served with the 5 ton unit inside the room. We will also be installing all new flush with ceiling air supply and return grills throughout these two floors. All these measures being done while the lobby and mezzanine is being worked on will assist us to avoid future water leaks which damage the new ceiling tile as well as making the area look nicer. We had to shut down the power to the west area including the #1&#2 elevators while Turnpike Electric works on the commercial units upgrade to the West Electrical Room. These will occur from time to time but will keep everyone informed ahead of time. 04/30/12 The motor of the south salt water pump burned out this morning when changing it over as we do each week. Otto will order the motor and install it. The north pump is working this week as scheduled. I was advised the generator should finally go out for delivery during this week and arrive by next week. The GC has the concrete pad almost ready for the 550 gallon fuel tank which arrived about 30 days ago. The electrical contractor for the commercial work in the west electrical room is making progress. We turned off the heater to the south (large) pool this morning. We extended about 1 week passed last year s date. We had Mito Plumbing (old Marina Plumbing) to change out the corroded cast iron pipe and Ys located along the width of the mezzanine floor in the area close to the mezzanine meeting room. This was a job our staff could not perform since we are not set to work with cast iron. The 5 Y s are not available in PVC. This job had to be performed it on an emergency basis and they brought two crews. These covered lines 20/22 and 19/21. Both bathrooms and kitchens were in this section.

6 Our staff was able to use the lift used by Merlin (a/c insulation) and changed out the elbow to line 23 which we could not reach without it earlier when those pipes were changed to PVC. (It was a 4 line). We will change the Y s to line 17 bath on Wednesday which is located inside the mezzanine meeting room. We were not able to allow residents to use the pool party room over the weekend since it was rented for a function on Saturday. We had to store all the mezzanine furniture in the corner outside in front of two cabanas. This furniture was covered to prevent them from getting wet. Unfortunately, some older chairs were Bustamante will begin working on the ceiling tiles on Tuesday, 5/1/12. The electrical contractor will install the high hats and LED lights as soon as they begin to install the grids. Merlin Industries will then return to install the new a/c supply and return vents which will be changed to flush white aluminum ones. To date, we billed $740 in work orders for the month of April. We have 277 apartments rented at this time and continue to only have the 5 existing units not paying assessment and going into foreclosure. We are installing a number of new large 26 & 30 round mirrors throughout the parking garage. We hope that everyone uses their vehicle lights to prevent car accidents. The cost to order and install a new motor to the south salt water pump is $2300. Otto found the cost to be good compared to what we can get it from Grainger. He would not be able to install with staff since it weighs 550 pounds.

7 05/10/12 The generator finally arrived yesterday Wednesday and will be taken up to its permanent location above the liquor store. We were able to only use the crane to place the fuel tank in its permanent location and removed it from the landscaping where it has been for almost two months. The revision plans were approved and picked up on Monday, 5/7/12 since arriving in the City of MB on 1/20/12. The only thing pending is that we took them all to DERM for their approval then they will go back to the City and the permit for the revision pulled. We will be asking the Special Master for all this time to please give it to us and change the deadline date of June 14 th and to extend it with the same time. We needed to shut the water off for one hour Wednesday morning which only affected the commercial from Tropical Café to the liquor store to the pipes in the gym before we install the ceiling tiles. Jose will be coming out this week to see what we can use to cover the piece used for the 3 electronic panic bars at the doors. A couple of persons have complaining they have gotten scratch with this section. We have cleaned and painted the old lobby chandelier and will be installing new bulb sockets to give it a new look. We are getting bulbs that will not need the covers on them. We priced new lamps but were very expensive and we cannot afford to buy a new one at this time. Otto purchased and will install two new exhaust fans in the pool pump rooms this week. Marriot project should have the exit lane completed by end of next week. They will post all required signs. Anyone leaving our visitor parking area of dropping/picking up residents will only be able to make a right hand turn on Collins Avenue. This is only during the temporary lane is being used. No one will be able to cross Collins on 29 th street at the red light to get to Indian Creek. We are going to take the opportunity that the ceiling has not been installed to bring a cable line from the new west electrical room to the east room to hook additional services on the emergency generator but cannot be any life safety items such as lighting, exit signs, etc. This is to include the entrance and exit gates of the parking garage as well as the visitor parking exit. This was not originally planned but is part of the generator project if we want the gates added to the generator. The cost will run with all material and 1 & ½ day of labor about $4500. We found the bottom of one of the glass windows to the empty commercial space busted out. We covered with plywood and called the commercial owner. She had the new glass installed today. The staff has been repairing missing straps on the pool chaise and chairs so we may have them for the next few months while we get funds for the new furniture. They have repaired 20 chaise and about 15 chairs and will continue to work on them.

8 We have 272 apartments rented at this time. We have received 282 proxies of the 283 required in order to open and count for the decision on Reserves and the retrofit for sprinklers. Hilda has begun to issue the electronic key fobs. They seem to work well. They have a 2/3 second delay but must have the door opened within a 5 second period or the lock has to be swiped again. She will schedule a couple of days a week where she will work 11AM-7PM to allow for residents to stop by the office. We continue to have 5 apartments in foreclosure that are not paying monthly assessments but only 4 that are not paying the Special Assessment. This is about $780 per month we are not able to collect in the special assessment. We have finished with the a/c insulation in the lobby and mezzanine floors. With all the penetrations sealed we definitely feel the difference in the temperature. We are also installing the new LED recessed lights in the mezzanine floor as beginning to install the new acoustical ceiling. The company insulating the ducts will return to install the new air supply vents once the ceiling has more progress. Jim of Bresnak pumps came to install the motor for the south salt water pump today. I heard back from the FPL representative concerning the shutdown of power to the west wing in order for them to make upgrades to the West vault room. We will definitely meet with them since he responded that some of the shut downs could be as long as 8 hours. I believe this is way to long for our residents to be without electricity for them to work in their vault room. I will keep the Board updated. Ramon Hernandez was hired May 7 th and will be the gentleman working in the janitorial department the evening hours of 5:30PM to 11:30PM for a total of 30 hours per week. This was the position the Board approved last year and we need him to know what he will be responsible to maintain now that the summer is here. I have not replaced the open maintenance position left by Jorge Andre in January. We had $1355 in work orders for March; $740 in work orders for April and have $295 in orders to date in May. We are getting costs for the crane/rigging service to install the new generator up on the 2 nd floor above the liquor store. The crane the GC had yesterday was not able to lift the equipment without swaying and we were afraid it would be damaged.