Minutes From Meeting with Theresa (Garsten) and Trina (Tilsner Site Manager) of 02/17/05
Present: Deneen Gannon, Theresa, Trina



1. We discussed a situation involving a resident and their refrigerator. The refrigerator has a broken door shelf, which is no longer useable. Also, the resident has had problems with their fridge sealing properly. Deneen visited this resident and looked at the fridge. Both problems were noted on the fridge. Therefore, we decided that this resident will be given a new fridge.


2. We discussed other general information in regards to refrigerators. If residents have something broken on their fridge, they can place a maintenance request to have the fridge looked at and possibly fixed by maintenance. If the fridge is an older model, and can’t be fixed, it may be replaced. Also, we discussed that when new residents move into the Tilsner, all of the appliances in their unit, such as a fridge or stove, are always in good working condition. Note: these items may not be brand new, but they will be in good working condition.


3. There was a discussion regarding Trina’s work hours in the office. Recently, multiple residents had stated that they had visited the office between 8:30AM and 9AM, and Trina was not in the office. Deneen confirmed with Trina that Trina’s office hours are 8:30AM, to 4:30PM, Monday through Friday. Trina stated that most of the time, she should be available and in the office by 8:30AM on these days. However, she did take some time off around the holidays, and she did have some sick time as well. Residents may have tried to visit on the days when Trina was out. Deneen said that she would post information on this subject in these minutes, and let Tilsner residents know that if they notice Trina gone from the office for multiple days, they should contact Deneen with the exact dates Trina was not present. Please keep in mind that Trina does take time off, and when this happens, notices will be posted in advance. However also, Trina may call in sick or be running late. As long as this happens only occasionally, and overall Trina’s office hours are adhered too, we shouldn’t have a problem. But if any resident sees a pattern of absences in the office, that have not been previously posted, again please contact Deneen with the exact dates. Deneen will then followup on this.


4. Some residents expressed concern that the back parking lot was not being plowed enough. We discussed this issue, and the first thing for residents to understand is that plowing of the back parking lot only occurs when there is 1 ˝ inches of snowfall. Then, the plowing company will come out to plow, and will shovel the sidewalks at the same time (the same company plows the backlot, and shovels the sidewalks). Again, this will only happen when there is 1 ˝ inches of snowfall or more. Finally, buckets of salt pellets have been left in both of the Tilsner entranceways. Maintenance employees for the Tilsner will salt the sidewalks, but residents can also use the salt in these buckets at any time, to help keep ice off the sidewalks.


5. Next we discussed a suggestion from a resident that we put change machines in the laundry rooms. That way if you have run out of quarters for doing laundry, you can use the change machine to get some. Theresa said that it would probably be better to just get one change machine, and put it in the main lobby. This is because change machines in laundry rooms would be vulnerable to vandalism. If put in an open area such as the lobby near the mailboxes, people will be less likely to try and vandalize the change machines. Deneen thought this made sense. Theresa will look into getting a change machine, and will get details to Deneen.


6. Some residents had asked for more information on the process for replacing floors in the Tilsner. Here is the process: every year during unit inspections, floors are rated based on their status. They are rated on a 3 point scale, 3=bad, 2=average, and 1=good. Floors that are rated as bad will be replaced whenever the unit “turns,” which means a resident moves out. After the old resident moves out, and before the new resident moves in, the bad floors will be replaced. A resident who has their floors rated as bad, but isn’t planning on moving out soon, can also get their floors replaced. However, the resident will have to move all of their personal belongings out of the unit, and will need to stay out of the unit for 3 to 4 days. If the resident does this, then management will replace the floors. Unfortunately, there is no other way to replace the floors. Everything must be out of the unit, and the process takes 3 or 4 days to complete. Residents who have had floors rated as bad, can talk to Trina in the office about making an appointment to have their floors replaced. One resident thought they heard that unit 104 had their floors replaced twice in three years. Garsten said that no, this unit has not had their floors replaced twice in three years.


7. Another question was brought up from a resident, in regards to income limits for new applicants. As you know, for new applicants to get into the Tilsner, they must meet certain income guidelines. A resident discussed this issue with Deneen, stating they were concerned that income guidelines had not changed in the past few years, therefore making it hard for new applicants to get into the Tilsner. Theresa said that income guidelines are set by the State. However, the income guidelines and levels are changed once per year. The Tilsner applications are then revised to include the new income guidelines. The income guidelines for 2005 were just revised last week.


8. We discussed the upcoming meeting on Monday for the repainting of the Tilsner windows. Deneen stated that many residents in the building have not forgotten about the tuckpointing work that was done a few years back, that negatively impacted some residents. Tilsner residents do not want to have the same problems as we experienced with the tuckpointing. Of concern with the upcoming window repainting is that the current paint is a lead-based paint. Theresa said that a representative of the Health Department will be at the meeting on Monday to address the safe removal of this lead-based paint. All residents are encouraged to attend this meeting, to learn about this upcoming work. All residents will be affected somewhat by this upcoming work, so please attend the meeting to learn what will be happening!!


9. We discussed the upcoming storage room cleanup. Deneen showed Theresa the notice posted by Kevan Willington, the Chair of the Management Committee, discussing the upcoming cleanup. Deneen stated that Kevan has followed the proper process with this work, by notifying residents that their materials will be thrown out by a certain date, if they do not mark their belongings. Kevan has held a meeting to discuss this, and again has clearly posted the dates for the upcoming cleanup. Theresa said she would support Kevan and the Co-op in this cleanup effort. It is well known that residents leave items in the storage room after they move out, or they leave items that they no longer want. This makes the storage room unusable because of all the unwanted or unclaimed clutter. Cleaning this space out once or twice a year needs to be done. Again, residents have been given plenty of notice about the upcoming cleanup, so any resident who has items thrown out during the cleanup will have NO recourse for complaints or getting those items back.


10. Theresa brought up the issue of couch removal. Tilsner maintenance personnel do NOT cut up and throw away couches. There is an extra cost to remove couches. Trina needs to call the garbage collection company, and they will come and remove the couches for an extra cost.


11. Garsten will be upgrading the lighting in some units of the Tilsner. These units were identified in the last round of unit inspections. Some units have poor lighting in the bathrooms, and certain other areas. Again, these lighting units will be replaced – in about 23 Tilsner units total. In addition, enhancements will be made to the canoe room lighting.


12. Theresa is going to talk to Jane from TCHDC about painting in the stairwells. The last Deneen heard on this is that TCHDC wanted the two stairwells completely repainted, with painting in the stairwells going forward prohibited. Neither Theresa or Deneen have heard anything on this issue for some time, so Theresa will investigate.


13. Current Tilsner vacancies are around five units, however some applications are processing. Theresa is going to have the Tilsner City Pages ad changed or updated slightly. Trina said she had gotten some interested callers from the sign that is now facing Kellogg.


GARSTEN To-Do’s:
1. Replace the fridge for a resident in the Tilsner.
2. Keep salt for sidewalk ice available in buckets in entranceways.
3. Look into getting a change machine for the Tilsner.
4. Replace lighting in some Tilsner units, and canoe room.
5. Theresa to talk to Jane at TCHDC about painting in the stairwells.
6. Theresa to update the Tilsner ad in the City Pages.


--Deneen Gannon