Minutes of the Management/Legal Documents Committee Meeting of Tuesday, September 26
Members present:
Laurel Cazin #608
Kevan Willington #504
Jeanine Kindlien #503
Kurt Holtze #605
Justin Olson #607
Joshua Hostermann #407
Deneen Gannon #608
Rent credit policy
---Need to contact 101 - cleaning chair - Jan offered to be active chair
---Review of Kurt's rules - combined formula from our version and Jane's
---We need two pages - one process document and one equation document
---Kurt's formula:
last year's rent times rent increase (%) - new rent credits (from 12 calendar months prior
to new lease date) = your new rent
---The problem with the old system was that it made you wait almost two years to gain any benefit from rent credits. The new system brings that wait down to about a year.
---Suggested that TCHD come to the Tilsner and meet with us to compare ours and their documents for clarification and approval.
---TCHD likes their spreadsheet better but Kim likes Kurt's better?
---All we're negotiating is the formula for calculating credits & changing the august-to august rent credit
---Update policy to calculating rent credits prior to each units lease renewal.
---Needs to be in an Excel spreadsheet format rather than a fill-in-the-blanks form for Kurt to fill out. That would make it too much work for him to keep up on. We could then send Kim an updated Excel spreadsheet after each unit is painted/cleaned.
---Essentially a three step process; Kurt notes who gets rent credits for painting units and updates the spreadsheet, then he forwards that spreadsheet to Kim every month and she applies the credits as tenants renew their leases through out the year.
---We finished reviewing Kurt's entire formula document - next thing, discussing overall process document.
Process Document
---Question as to which comes first - cleaning or painting?
---Concern over the time between receiving notice to vacate from previous tenants and the heads-up to the painting/cleaning committees that a unit needs to be turned and the actual window in which the work can feasibly be done.
---Suggested revision - change window from one week to four weeks.
---Unit should be restored to original condition of occupancy before painting and cleaning committees come through unless otherwise noted prior to painting.
---No more than ten people to paint at any one painting event.
---Paint walls and closets but not doors or window trim.
---Stairwells - who's responsibility – painting committee's or management's? do we paint over the entire stairwell or just over graffiti using masonry grey paint to match the cinder blocks?
---What the painting committee will and will not do in common areas -
-entrance area
-columns
-hallways
-stairwells
---Used to hand out paint and supplies from the Tilsner's supply to match & touch-up where needed as asked for. Kurt says yea, Jane says nay.
---Jane wants to give rent credits for painting common areas
---If people mess-up walls in common areas, they should be responsible for returning them to a pristine state. Make it a lease violation to ignore this rule?
---First they need to be re-painted in the first place so that they look good to begin with before this rule can be applied and enforced.
---Have painting committee chair do a walk through to assess what needs attention in the first place.
---Do this before each art crawl so that the walls look good and help create a professional looking environment for our visitors.
---Responsibility of tenants to make sure that guest artists they bring in for the crawl also clean up their mess and don't leave the walls looking in poor shape.
---Write an actual policy on the art crawl/hallway trashing issue.
---Historically, painting committee has not done hallways for rent credits.
---Proposed that we paint the walls floor to ceiling to clean them up and then before every art crawl, the painting committee will go through and touch-up the walls where needed in exchange for rent credits.
---We will need to contract professionals to paint the 1st and 6th floors due to height & liability issues.
---Common areas overall should still be management's responsibility.
---It would be great if the paint could be kept in an area where residents or at least Kurt could gain access to it for touch-ups. At present - no one can get to it without earl or Kim's key because Earl's radio was stolen.
---We would like touch-up paint to be made available to us at all times since we feel it will cost the co-op more in the long run to completely paint over people's use of the wrong shade of white to do their own touch ups than to just give them the small quantity they may need to do the job with the right color in the first place.
---We would like all the common areas painted because it's been so long since the last time it was done that the hallways on virtually every floor need it.
---We as a painting committee could do the basement, 2nd through 5th floors in exchange for rent credits but the 1st and 6th will need to be done by professionals because the ceilings are too high.
---Really need to have representatives from the cleaning committee here to deal with those issues, responsibilities, etc.
---Kim has had concerns with what gets cleaned and what doesn’t.
---Need for a checklist and walkthroughs with Kim before, after or during to maintain some accountability.
Next Steps
---Next steps - type up proposed rent credit formula and process documents, send it out to our committee for review and then foreword it out to management for approval.
---If they have a problem with it, recommend that they meet with us in person to go over the policies and clarify.
---Justin - 22 of 66 surveys sent out to units in the Tilsner were returned. The top ten priority issues to be taken care of in the building maintenance-wise according to the surveys were pretty much the same ones and ranked in roughly the same order as the list
we came up with a few committee meetings ago. Overall, everyone was concerned most with structural/system issues over aesthetic ones.
Meeting adjourned.
All hail the Tilsner!
---Jeanine Kindlien