Naval Square Annual MeetingMarch 24, 2015

7:00pm

Naval Square Condominium

Association

Annual Meeting AgendaI. Call to Order

7:00pmII. Introduction of Candidates

7:01pm

Meet the CandidatesMaria Cianfrani Joyce Dascola

Gary Gladstone Laura Thomas

Election CommitteeAccomplishments Members

• Ensured Association’s Governing Documents were followed throughout election

• Compiled all mailings pertaining to the Annual Meeting

• Arranged “Meet the Candidates”

• Dan Kroll• Molly Murray• Maryellen Schwartz

Election• 2015 Goals

o Establish a social media policy for next year’s electiono Use tools and procedures created this year to conduct another smooth

election

Naval Square Condominium

Association

Annual Meeting AgendaIII. Reading and Approval of Minutes 7:10pmIV. Collection of Votes

7:15pmV. Dash & Love Presentation – Ken Dash

7:17pmVI. 2014-2015 Board Report

7:45pmVII.Manager’s Report

8:00pmVIII. Committee Reports

8:30pmIX. Questions 9:00pmX. Naval Square Trivia

9:20pmXI. Election Results

9:30pm

Dash & LoveI. Introduction of Ken Dash, Dash & Love InsuranceII. Condominiums’ Commercial Insurance Package

A. Property Insurance Overview• What is covered?

Common Elements Units

III. Insurance LossesA. I have damage to my home, now what?B. Emergency restoration servicesC. Rebuilding after the lossD. Who is responsible for damage to my unit?

IV. Loss PreventionA. What can the Association do to prevent losses?B. What can unit owners do to prevent losses?

V. Q&A

Naval Square Executive BoardDan Kroll Jeanette Litts

2014-2015 Board Accomplishments

• Committees:o Creation of two Ad Hoc Committees – Pool/Fitness Center & Election Committeeso Redefined Committee Terms as May 1 – April 30

• Website:o Secured Domain name – Navalsquare.neto Set up Email addresses for Board, Management and Staffo Website went live in November & enrollment of residents continues

• Business:o 215 Secure is our new security/access/proximity system vendoro HOA Insurance Policy - increased our limits on our umbrella policyo As of April 1st - OPS is our new gate staff company

• Traffic Flow:o Improvements were made in regards to signage and flow – this included a rules change

• Management:o Worked with FSR to develop management goals for 2015

• Developer:o Resolved issue with Toll Brothers regarding sale of parking spaces to 2400

South owners.o Began negotiations with Toll Brothers (first offer received)

2014-2015 Board Accomplishments

• Relationships:o Sponsored table & chairs at GFA Triangle Parko Instituted board member meet and greetso Letters sent:

• to CHOP outlining 4 primary Naval Square concerns to the proposed project.• to Councilman Johnson requesting his assistance in getting streets department

to review traffic calming at Bainbridge/Schuylkill (CHOP agreed to pay for upgrades if streets approved)

• to support CHOP’s grant application related to pedestrian bridge over CSX railroad tracks (CHOP was awarded the transportation grant)

o Jeanette Litts is the NS Community Advisory Committee representative and is attending monthly meetings.

• Board Training:o Some board members attended training classes in governance and finance at the

FSR offices.o Some board members attended a condo officer round table to share ideas.

• Legal:o Leasing restriction opinion obtainedo Pet restriction opinion obtainedo Extension of Tolling Agreemento Concierge Facility opinion requested

Treasurer’s Report• Investments - $4M

o Laddered CDs (6mo – 60mo) - $2.75Mo Liquid accounts (Money Market) - $1.25M

• Delinquencies - $89,772 (vs $117,472 in 2014)o Reduced delinquencies $28K in the last yearo Settled one of three large accounts (each over $25K)o Initiated Sheriff’s sale on other two units

• Budgeto Major expenseso Changes for 2015o 2014 Year End

• Auditso Finalized 2012 audito 2013 is being revisedo 2014 is underway

Thank you for your service!

Chris Cosgrove Mark Molyneux Wendy Steesy

Meet the Staff

Donna Marconi, CMCACommunity Manager

Management

Molly MurrayAssistant Community

Manager

Chris BoyleResident Services

Coordinator

Kevin MillerMaintenance Superintendent

Maintenance

Glenn Senavitis Jorge Naveiro

Quanda Murray Eddie Williams

Concierge

Walt StreetPemberton

Porters

Charlie RileyBainbridge

BiddleTerrance TaylorLawrence

Christian OrtegaGrounds

Anthony RamosAdison

Horatio MoralesStrickland

Security: OPS Security Group

• Transition to a new security companyo Enforcement of parking policyo Have ID’s readyo Frequent visitors may need to reregister

Parking Policy Reminder

• Residents are only to park in their assigned parking space(s), not in visitor parking.

• Vehicles may not park in any restricted space, including fire lanes, pedestrian access areas, and fire hydrant zones.

• Guests can only park in spaces designated as “Visitor” spaces for a period of 24 hours. o The same visitor is not permitted to receive more than three vehicle

visitor passes within one weeko All visitor passes must be displayed on the vehicle’s dashboard

Any vehicles in violation of these policies are subject to being towed at the owner’s

expense.

Security• Philadelphia Police Department – Operation ID

o Property identification program developed to aid in the prevention of crime and identification of personal property in the event that it is lost or stolen

o http://www.phillypolice.com/forms/operation-id/

Management Updates

Holiday Contributions• Staff Holiday Fund

o The staff of Naval Square would like to thank all residents of Naval Square for your kind contributions to them during the holidays. Knowing that you appreciate their services is such reward.

• Philabundanceo Between Naval Square, Toll Brothers, and 2400 South, we collected 834

pounds of food!

2014-2015 Management

Accomplishments• By the Numbers

o 88 resaleso This means 622 ID’s made this past year, it takes 6 minutes to make

and update an ID, which is 62 hours over the course of a year.o 62 unit rentals were processedo 150 orientations which most orientations can take about an hour to

complete.o An average of 130 bills a month came through the office, which

average 1560 bills a year and it is a 3 step process.

• Maintenanceo Rear vehicle gate – manufacturer’s investigation of old system’s parts,

successfully made it through winter o Passed all inspectionso Host liberator – shampooing carpets, non drenching

• Pool bracelets for 2014 season• Transition to new community website• Getting Philadelphia Water Department to get actual

readings• Staff changes – Charles and Michele to Molly and Chris• Successful Goodwill drive• New security company • 2015 budget• Vendor fair

Management Challenges

• Differentiating between the Association’s obligations, residents’ needs, and residents’ expectations

• Finding multiple vendors to submit bids for work and being able to compare the bids apples to apples

• Overseeing a community on 20+ acres• Taking multiple layouts (four story townhomes,

two over two townhomes, condos) into consideration when creating and enforcing policies

• Neighborhood constructiono Being at the mercy of outside contractors (PGW, CHOP)

Contract Management• Preventative

Maintenanceo HVACo Compactors and chuteso Elevatorso Gateso Proximity systemso Domestic pumpso Landscapeo Snow removal

• Inspectionso Fire sprinklero Fire extinguisherso Fire audibleo Detention basinso Elevatorso Pool water inspectiono Black flow preventers (both

domestic and fire)o Trees by an arborist

Vendor Updates• New company managing:

o Proximity system (215 Secure)o Security (OPS)

• Expiring contracts – will need three proposals for each serviceo Elevators – Bainbridge, Biddle, Stricklando HVAC – 10/15o Landscape – 12/15o Fire Sprinkler Inspectiono Biddle and Strickland Electric contract – 5/15o Proximity (Keri) System – 7/15

• Services already out to Bid:o Dryer vent cleaningo Fire alarm inspection

2015 Objectives• Complete transition with Toll Brothers• 2016 budget

o Up until Friday’s snow, the 2015 snow removal line was on schedule

• Strickland HVAC – carpeting and painting of hallways

• Host another Goodwill Day due to the success of last year’s event

• Continue annual vendor fair• Streamline new resident orientation

o Electronicallyo Prescheduled days

Call for Committee Members

• There are openings in the below committees:o Communications - 6o Finance - 3  

• 1 one year term• 2 two year terms

o Landscape - 3o Rules & Regulations – 3

• Please see a member of management for an application!

Arthur Z. Silver Volunteer Appreciation Award

Arthur Z. Silver

Volunteer Appreciation

Award

• Chair of the Communications Committee since 2012

• Involved in 34 issues of the Naval Square Newsletter

• Changed editions from quarterly to monthly

Deb Lyons

Committee Reports

CommunicationsAccomplishments Members

• Jean Bryan• Chris Cosgrove• Deb Homich• Deb Lyons• Nancy Naftulin• Aisha O'Connor• Scott Sigman• Wendy Steesy• Nancy Stinson• Andrea Thiel

Communications• 2015 Goals

FinanceAccomplishments Members

• Reviewed Quarterly Financial Statements

• Reviewed 2013 Audit Report

• Prepared 2015 Operating Budget draft for Board consideration ($3.1M Total

Budget)o 5 unique sub-budgetso Analyzed 185 budget line itemso Performed reserves/deferred maintenance

contribution analysiso Kept dues increases to a minimumo Completed draft budget by October 1st

deadline

• Maria Cianfrani• Gary Gladstone • Mark Molyneux • Gayle Schultz • Wendy Steesy

Internal Dispute Resolution Committee

Accomplishments Members• Continued to hear complaints

brought to it by residents concerning either violations of rules as determined by management or violations as alleged between two residents  

• Furnished written reports and recommendations to the Board if the complaint could not be resolved informally at an IDRC meeting

• Cheryl Baker• Matias Hochman• Ron Levine• Mark Molyneux• Alan Snyder

Internal Dispute Resolution Committee• 2015 Goals

o Continue to work to resolve complaints informally o Lower the temperature of inter-resident disputes o Provide the Board with recommendations based on Naval Square

regulations, practicality, and common sense

LandscapeAccomplishments Members

• Successful Spring and Fall Planting Days

• Installation of Pyrocantha• Perennial garden with

meditation bench• Successful removal of 3

London Plane trees because of safety issues

• Creation of an Excel tracking sheet to keep record of ongoing and warranty projects that have been completed

• Angie Hafner• George Krieman• Doug Linneman• Ginny Minehart• Constance Post • Margie Renzi• Wendy Steesy

Landscape• 2015 Goals

o Resolution of Grays Ferry trees situationo Monthly walk arounds with Shearon,

Committee, and our Excel project listo Enhancement of perennial gardeno Begin installation of Freedom Garden with

a red, white, and blue theme – we are in the process of finding a way to make it happen

o Shearon contract renewalo Monthly meeting with Shearon and

Management Officeo Spring Planting Day on May 16th (coffee,

juice, and goodies will be offered to our volunteers)

o Keep a close look at our tracking sheet as an ongoing effort to maintain and improve existing landscaping projects

Rules and RegulationsAccomplishments Members

• The Committee sees itself as the eyes and ears of the community when it comes to solving problems, not just a creator of more rules. In this capacity, this year the Committee has recommended:o additional traffic signs around

Governors Court as a child safety measure

o amnesty for holiday decorations because of misunderstandings about what could be displayed

o reminder about prohibition of short-term leasing in light of the papal visit

• Mike Fung• Sabrina Garibian• Jeanette Litts• Margaret Moran• Maryellen Schwartz

Rules and Regulations• 2015 Goals

o Review rules and regulations related to safety to clarify and revise as needed

SocialAccomplishments Members

• Happy hours – usually the last Wednesday of the month

• March ‘14 – Tequila’s• April ‘14 – Strip Joint• May ‘14 – Memorial Day Weekend• June ‘14 – St. Declan’s Well• July ‘14 – Breakfast with Comcast• August ‘14 – Friday, Saturday, and

Sunday’s• September ‘14 – Party on Parade

Grounds• October ‘14 – Devil’s Pocket• November ‘14 – Thanksgiving• December ‘14 – Holiday Party• January ‘15 – New Year’s Eve Party • February ‘15 – R2L • March ‘15 – Seafood Unlimited

• Florence Cohen• Ann Fuchs• Linda Hagdorn• Carole Hayes• Dan Kroll• Linda Levitsky• Deborah Lyons• Ginny Minehart• Mark Newell• Margie Renzi• Laura Thomas

Social• 2015 Goals

o May 2 – Cinco de Mayo Party in Rotundao June 13 – BBQ at Circle Garden

TransitionAccomplishments Members

• April 2014 – Received final Transition Study Report from BIA

• June 2014 – Letter and Report forwarded to Toll Brothers by Steve Sugarman

• June 2014 – Toll requested 90 days to review report and provide a response

• November 2014 – Received written response from Toll

• December 2014 – Transition Committee and Board Meeting to discuss Toll’s response

• January 2015 – Sit down negotiation meeting with Toll and NS board member and attorney

• March 2015 – Andrew Scheerer hired as expert witness for Association

• Brian Baxter• Peter Bulkely• Chris Cosgrove• Antrainig Garibian• Rick Litts• Wendy Wiesmiller

Transition• 2015 Goals

o March 2015 – Tentative walk around with Association and Toll

Resident Questions

Naval Square Fun Fact• Did you know that there is a tomb in the

basement of Biddle Hall? Rear Admiral J. Cary Jones is buried there! o Born in Alabama on March 2, 1892o Entered the US Naval Academy in 1909o Graduating from the Naval Academy in 1913

Naval Square Fun Fact• Did you know that the commission to design the

Naval Home came to William Strickland in 1826? If you look up from the main door of Biddle Hall you will see proof of this!

Naval Square Fun Fact• The 24 acre tract that Naval Square sits on was

originally "The Plantation" owned by the Pembertons.  

• It was deeded to the Abbot family who sold it to the Navy in 1826 for $16,000.00

Naval Square Trivia• Do you know what year the two mansions on

either side of Biddle Hall were designed?

1844

Naval Square Trivia• Do you know who was in charge of the Naval

Home from 1838 to 1842?

Commander James Biddle

Election Results