Elevator modernization

[Paul Block]

I ran into two TK employees last week that were doing lots of stuff dealing with our elevators.  When I asked what they were doing, they told me they were there as part of the elevator modernization.

Have we made a deal or an arrangement, or were they there in order to give us an estimate or a contract, or....why?  Were they just trying to scope out the situation so they can estimate intelligently? 

My assumption is that, in the near future, the Board of Directors gets to meet with TK representatives or Bill Greenland in order to talk about options, dates, contracts, prices, etc.

I assume nothing is going to the next step, legally, until we have agreed on these things, and then signed contracts.  By the same token, I want things to move forward efficiently, and with  carefully considered speed. 

Anybody have a response here, or words on process, schedule, timing?

Assuming our BMC is into and on top of this.

Thanks.

-paul block

[Joe Mack]

No idea why they are here. Agree with next steps

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[DIANA DREW-FLEMING]

I remember discussing having an in-place subcommittee to oversee elevator modernization project.   I believe the idea was floated that we have two board members (Joe and I both volunteered), BMC chair and one more BMC member and Jerry Jay, our "resident architect" as full time members.  This would not preclude other board members from joining in meetings but rather to have a set group of folks reviewing every step of the process.  

The process will run far more smoothly if all pertinent information is recorded and disseminated from one group rather than having bits of information from different sources discussed at board meetings.  We have charged our Vaux committees to do just this and it seems to be working well.

I, for one, had a hard timing following all the complex "elevator language" in speaking with Bill Greenland and look forward to having someone who really understands project management/construction  available to us over the length of the project -- from pre-contract discussions to "ribbon-cutting" for the modernized elevators.

Diana

PS   Perhaps we should ask our day porter to report to a board member/BMC member any time TKE is on 

        the premises so we can check on what they are doing.  What do you think?

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[Paul Block]

Thanks, Bill.

-paul

On Mon, Sep 8, 2025 at 6:34 AM Bill Greenland <wgree...@vdassoc.com> wrote:

Hi Paul,

 

I reached out to TKE a week or so ago and asked them to provide an updated “turnkey” proposal for modernizing the elevators that includes sub-contracting all code required building system upgrades. This will provide the Vaux with the true cost of the elevator modernization project. TKE had to stop by to survey the building systems (lighting, fire/life safety, plumbing) that intersect with the elevator system so that they can get quotes from their subcontractors.

 

Once we have that updated pricing from TKE we can discuss the project in more detail and discuss next steps.

 

 

Bill Greenland Elevator Consultant Portland, OR t:   +1‑425‑957‑4641 c:   +1‑503‑313‑2051 e:   wgree...@vdassoc.com VISIT OUR WEBSITE

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[Paul Block]

I agree, Diana, and would like this to be formalized.  I was only motivated by ignorance of why we had TK people here talking about modernization.

Bill Greenland answered my questions.  

I would like the Board involved, though, to the point that we know all the options on design, construction, pricing, etc.  I don't want the Board to be given the recommendations of a committee without knowing what options were not relayed to the Board.

So, our formalized committee report should include why they decided what they decided, and what they rejected, and why they rejected it.

I also would like a meeting with the Board and TK people for discussion about the project...perhaps among the first steps on moving forward.  I think this is too big and pricey a project for the Board not to be included early on in the project.

-paul

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[Tim Ackley]

Diana and Paul, I agree with both of you.

Additional thoughts... I think we should designate an individual (vs. Board or committee) to act as project coordinator to communicate progress, successes, issues, etc. to the Board. Also, I think it would be helpful for the project team to prepare a list of project milestones, steps, anticipated timing, etc. Not a detailed project plan with a Gantt chart, but a more general roadmap for us to follow throughout the process.

I will add that we will need to pay close attention to the contracted payment schedule - down payment?; progress payments?; other? - to ensure that we have enough liquid reserve funds available to make timely payments. Our investments are short-term (one year CDs at most), so I believe we are well positioned to support the project. We (FinCom and I) will still need to monitor this closely.

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

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[Joe Mack]

That's correct, Diana. And I agree. i guess now is the time to start organizing. We've both spoken with Jerry Jay who made me understand not only the complexity of the modernization, itself, but also all the contingencies and possible impacts/risks. This will have to be a very formal project governance structure. 

I suggest that we have an Exec Committee Meeting after the Sept 17th BoD meeting. We shave a few things to discuss 

thanks

Joe

On Mon, Sep 8, 2025 at 7:57 AM 'DIANA DREW-FLEMING' via vauxofficers <vauxof...@googlegroups.com> wrote:

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[wor...@finitearts.com]

Hi, guys, from Richmond, Indiana, heading eastward:

 

I think the very first elevator thing that needs to happen is this: we have learned that Kone cannot work with a 3-foot pit, and we are not sure if TKE can do their modernization with such a pit.  Let’s get TKE on site with Bill Greenland to find out for sure.  If we have to dig  pit, that will be an expensive proposition. Digging will also re-open the possibility of going with Kone. Who wants to contact Bill Greenland to get this going ASAP?

 

— Hal

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[DIANA DREW-FLEMING]

Hello All,

Joe — perhaps you could chat with Bill Greenland?  I know that Jerry had some questions for them, as well.

That’s my vote.

Diana

Sent from my iPhone

On Sep 8, 2025, at 4:23 PM, wor...@finitearts.com wrote:



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[Joe Mack]

My preference is to have a governance structure in place before we start talking solutions and we probably need to put this in place as soon

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