Minutes of Special Meeting to Discuss Tilsner Painting and Cleaning Committees

Held on 6/20/05

Present:
--Board members
--Johanna Harley: Cleaning Chair
--Kurt Holtze: Painting Chair
--Rurik Hover: Previous Painting Chair
--Kim Bowman: Tilsner Office Manager
--Deneen Gannon: Management/Legal Docs Chair


We started by stating that we all hoped we could retain the Tilsner Painting and Cleaning committees. That is our end goal of these meetings and discussions.

We discussed some of the problems that have recently come up between the Painting and Cleaning Committees, and Perennial. These problems have included misunderstandings around painting and cleaning requirements, and misunderstandings around appropriate lead times for painting and cleaning units. We talked through some of these specific incidents.

In the end, it appears what we really need, to alleviate any confusion going forward, is an agreed-upon, approved list of painting and cleaning requirements for the Tilsner units. We also needed to align on lead times for notification to the painting and cleaning committees.

Johanna said she had a checklist of items that she was expected to clean, in each unit, that she used to use when cleaning units. We decided that Johanna’s checklist would be a good place to start. Johanna will send a copy of her cleaning checklist to Kim, and then it will be reviewed by Perennial. We will then need to agree upon, and approve this list together as a group. Once the list is approved, the cleaning committee will be expected to perform all of the items on this checklist, whenever they clean a unit. Any additional items for the checklist would need to be approved by the Tilsner and Perennial before they were added to the list.

Kurt and Rurik do not have a painting checklist. So, Kim said she would put together a painting checklist for the Painting Committee. Then again, this list will be reviewed and approved by the Tilsner and Perennial. There was a discussion on what items Perennial expected the Tilsner to paint, and what items we shouldn’t paint. It seemed that general agreement occurred on all of these points.

After we discussed the new Painting and Cleaning Committee checklists, we discussed processes around the functioning of these Committees. We worked out the following processes, which we hope will ensure smooth communication and functioning going forward, between the Tilsner and Perennial:

---If professional contractors are hired to do work within the Tilsner (fixing drywall, performing maintenance, etc), they are expected to leave the unit in good condition – clean, and without damage to the walls or paint – when their work is done. The Tilsner Painting and Cleaning Committees should not be responsible for cleaning, or repairing walls from work done by professional contractors. The Tilsner office manager will inspect units after work is performed by professional contractors, and if the units are not clean, or walls or damaged, the Tilsner office manager will work with the contractor to resolve the situation.

---The Cleaning Committee will have a 2 week lead time when a unit needs to be cleaned. The Painting Committee will have a 1 week lead time when a unit needs to be painted.

---When Perennial has unit moveout information, they should let the Painting and Cleaning Committee Chairs know, just as a heads up.

---If possible, we would like to perform walkthroughs of the units with Perennial and the Painting and Cleaning Committee Chairs, before the units are painted or cleaned. That way we can look at the unit together, to discuss specifics or issues we might see.

---Once the painting and cleaning of a unit is done, the Painting or Cleaning Committee Chair will get a copy of the completed painting or cleaning checklist for that unit to the Tilsner Office Manager.

---The Tilsner Office Manager will then walk through the unit, and if any problems are seen with the painting or cleaning of that unit, the Tilsner Office Manager will speak with the Painting or Cleaning Committee Chairs.


TO DO LIST:
1) Johnanna to send a copy of the Cleaning Checklist to Kim
2) Kim to create a Painting Checklist, and submit this to us for review.
3) Kim and Painting and Cleaning Chairs need to align and approve on the cleaning and painting checklists.
4) Deneen to distribute minutes of meeting.