January 17, 2000 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 7:00pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Corbin Weiss, Treasurer, Dennis Gerrity, Secretary, and Joe Sifer, Director. Also present were unit owners Betty Davis, Jim DuBeau, T.L. Flemons, Mahmoud Ghannam and Charles Vanderlyn and residents R.J. Donahue and Jodi Stewart. Also present were Terry Hix of Hix & Sons and Jay Whitton of PCM Services, Inc. Also present were Maintenance Engineer Stan Kiman and Association Manager George Hedrick.

 Proposals to Control Flooding: CVIII has received bids from two contractors, Hix & Sons and PCM, to install drainage systems to correct flooding problems that affect all four buildings. To gain a better understanding of their proposals to correct these flooding problem and the substantial difference in cost between the two bids, both firms were invited to send representatives to give presentations before the Board. Terry Hix of Hix & Sons and Jay Whitton of PCM made these, and both were well received by the Board. Both firms appeared to take similar approaches to specific problem areas and appeared to specify the use of similar materials. After discussion it became apparent that part of the difference in the prices charged by these two firms was that PCM’s proposal did not include the cost of obtaining permits from Arlington County. Nor did PCM’s proposal fully account for the costs of working around utility lines on the east sides of Buildings One and Two. The Board expressed general satisfaction with the approach by both firms to solving Building Three and Four’s problems. (Mr. Vanderlyn pointed out that Building Four has downspout drainage control problems later in the meeting.) The Board asked both firms to broaden their proposals for Buildings One and Two to include (i) several different routes for the terminal portions of the pipes that will carry water away from the buildings; (ii) the drainage of several areas where water ponds after heavy rain; (iii) dealing with runoff from the parking lot behind the Le Mar Apartments; (iv) alternatives to dry wells for dealing with flooding caused by water running down the ramps leading to basement doors in Buildings One and Two. In addition, the Board asked both firms to investigate the lawns surrounding and the crawlspace under 1801 Queens Ln. for sources of flooding under that building which heretofore have not been identified.

Resident Forum: Ms. Stewart expressed her concerns about the lack of parking. She explained to the Board that at least one day of the week she does not get home from work until 2:30am. At that time of the morning the closest place she can find to park is on Clarendon Blvd. several blocks from CVIII. Ms. Stewart requested that the Board try to get Arlington County to restrict parking on North Rhodes St. between Wilson Blvd. and Lee Hwy.to Zone 4 sticker holders on a twenty-four hour-a-day basis. The Board noted that Ms. Stewart’s problem was shared by every other CVIII resident who owned a car and frequently manifested itself as early as 8:00pm. The Board further noted that Ms Stewart’s suggestion for solving the parking problem had been considered a number of times in the past, but it had not been pursued because Arlington County’s requirement for implementation is that a supermajority of Rhodes St. residents approves such restrictions. After discussion the Board decided to put restricting Rhodes St. to Zone 4 sticker holders on the agenda of an upcoming meeting. The Board requested that Mr. Hedrick attempt to get the Arlington County official responsible for neighborhood parking regulation to attend that meeting. Ms. Flemons informed the Board that the sodium lamps recently installed on the east side of 1727 N. Rhodes St. illuminate the interior of her unit more that she finds acceptable. Ms. Davis, Mr. Donahue and Mr. Dubeau told the Board that they had the same problem as Ms. Flemons. After discussion the Board decided to have several members and Mr. Hedrick visit the rear of 1727 N. Rhodes after the meeting, investigate this complaint, and, if warranted, authorize Mr. Hedrick to replace the current 150 watt sodium lamps with lower wattage lamps or replace the sodium lamps with incandescent floodlights and a motion detector. Mr. Vanderlyn had three matters for the Board to consider. The first was serious soil erosion near the northwest corner of Building Four. This was due to missing, malfunctioning or poorly designed control of drainage from downspouts. The Board requested that Mr. Hedrick have Hix & Sons and PCM include this area in their bids. The second involved sidewalks and concrete stairs, which were breaking up. The Board requested that Mr. Hedrick survey the extent of these problems and report back. The third was to amend CVIII’s by-laws to add a nonvoting member to the Board to represent CVIII’s tenants. Mr. Vanderlyn felt this was a good idea given that tenants occupy more that half of CVIII’s units. The Board discussed this matter but took no action.

Reading and Approval of Minutes: Minutes of the 20 December 1999 meeting were approved without change.

Reports of Officers: None.

Committee Reports:

Storm Drainage: Mr. Bodden informed the Board that he has not yet found a civil engineer to advise the Board on the proposals by Hix and PCM, but he remains confident that he will find such a person in the near future. The Board engaged in further discussion of Hix’s and PCM’s bids. The Board requested that Mr. Hedrick seek the assistance of the civil engineer (once one is found) in locating a third firm to bid on CVIII’s drainage projects. The Board requested that Mr. Hedrick press Hix and PCM to firm up their bids and that they include correcting the problems with the northwest corner of Building Four pointed out by Mr. Vanderlyn. The Board requested that Mr. Hedrick have Mr. Kiman substitute rollup hoses for the black hoses currently being used to carry downspout drainage away from the west side of Building Two.

Management Report:  

 Engineer: Mr. Kiman submitted his monthly report to the Board. This report is available at the CVIII office for unit owner review. Mr. Kiman reported that there were no leaks and that roofs were clear of seasonal debris. Mr. Kiman reported that he had painted an additional twenty shutters and will continue to paint shutters as weather permits. Given inclement weather Mr. Kiman will occupy himself with painting basement hallways of buildings containing laundry, storage and trash rooms.

 December Financial Update: Mr. Hedrick reported that as of the end of December CVIII had a year-to-date operating deficit of $6,695.56 and that this deficit was subject to revision given end of year reconciliation of accounts by CMI and CVIII’s auditors. Details of the December financial are available for review by unit owners at the CVIII office. Mr. Hedrick reported that with the approval of Mr. Weis $60,000 was removed from CVIII’s Chase Manhattan money market account. This $60,000 was used to purchase six $10,000 twelve month CDs yielding 6.86% from BB&T. A motion to approve the purchase of these CDs was made, seconded and approved by a 5-0 vote. Credit Cards: Mr. Hedrick informed the Board that Pete Mechak said that CMI does not accept credit cards as a means of paying condo fees. The Boards asked Mr. Hedrick to forward to Mr. Mechak CVIII’s request that CMI begin to do so.

Correspondence: Mr. Hedrick brought to the Board’s attention a letter from a unit owner residing at 1728 Queens Ln. to a resident of 1732 Queens Ln. complaining about noise and a letter Mr. Hedrick wrote to the owner of the unit in question at 1732 Queens Ln. requesting that she have her tenant cease disturbing other residents. Mr. Hedrick reported that this problem seemed to be resolved. Mr. Hedrick brought to the Board’s attention a letter from residents of a unit at1817 N. Rhodes St. requesting reimbursement for a towing charge. This matter was discussed in executive session.

Historic Review Board Applications: Mr. Hedrick reported that the Design Review Committee (DRC) of the Historic Review Board (HRB) approved the installation of sodium lamps on the east side of 1727 N. Rhodes St. at a meeting on 5 January 2000. This approval required that the DRC be provided with information about the strength of these lamps, the installation of deflective hoods, if necessary, and painting electrical conduits a color described as architectural bronze. Mr. Hedrick informed the Board that he has submitted CVIII’s proposal to remove five hemlocks and three spruces to the DRC. This proposal will be considered at the DRC meeting scheduled for 2 February 2000. Mr. Hedrick asked that one or more Board members be delegated to accompany him to this meeting. Mr. Hedrick informed the Board that the DRC would most likely require replacement of these trees.

Old Business:

CVCSA Dissolution: Mr. Hedrick informed the Board that Whiteford, Taylor and Preston has sent him the legal documents necessary for the dissolution of the Colonial Village Community Services Association. Mr. Hedrick informed the Board that the legal act of dissolution requires a meeting of the presidents of CVCSA’s seven member organizations at which these documents are to be signed and that he is attempting to organize such a meeting.

Landscaping: Mr. Hedrick informed the Board that CVIII’s new lawn service contractor, T & J, has begun work and is currently doing winter pruning and leaf removal as the weather permits. Mr. Hedrick informed the Board that Brickman has requested to be allowed to complete warranty replacement work in order to receive the $2,556 that CVIII is withholding. Mr. Hedrick informed the Board that he has granted Brickman’s request and continues to withhold these monies until the warranty work is completed satisfactorily. Mr. Weiss reminded Mr. Hedrick that Brickman planted the wrong bushes in the parking lot. The Board requested that Mr. Hedrick add installation of the correct bushes as an additional requirement for the release of the $2,556 being withheld. Mr. Hedrick informed the Board that McFall/Berry has not replaced the juniper on the east side of the parking lot because it still has not found a tree that is as large as those next to which it is to be planted. The Board requested that Mr. Hedrick have McFall/Berry buy the largest currently available juniper, deliver the tree and CVIII would have T & J do the planting and transplanting.

Window Wells: Mr. Hedrick informed the Board that trash and debris had been cleaned out of all window wells

New Business:  None.

Executive Session: The Board discussed a request for reimbursement of a towing fee and matters dealing with delinquent assessments.

The meeting adjourned at 9:25pm.

Call to Order: With a quorum present the meeting was called to order at 9:40pm in the courtyard between 1727 N. Rhodes St. and 1829 Wilson Blvd. Present at that time were Peyton Palmore, President, Dennis Gerrity, Secretary, Joe Sifer, Director and George Hedrick, Association Manager.

Sodium Lamps: The Board reconvened at this location to consider residents’ complaints that newly installed sodium lamps on the east side of 1727 N. Rhodes St. emitted too much light. The Board came to the conclusion that the residents had a legitimate complaint. Having examined lower wattage sodium lamps at another location in Colonial Village and found them too bright, the Board decided to replace the sodium lamps with incandescent spotlights and a motion detector. A motion to take this action was made, seconded and approved unanimously

The next Board meeting is scheduled for 7:00pm on 23 February 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 9:45pm.

February 23, 2000 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 7:00 pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Corbin Weiss, Treasurer and Dennis Gerrity, Secretary. Also present were unit owners Mahmoud Ghannam, Thomas Kareth, Scott Talbott and Charles Vanderlyn. Also present were Maintenance Engineer Stan Kiman and Association Manager George Hedrick.

Resident Forum: By way of a letter to Mr. Hedrick and in person at this meeting, Mr. Kareth informed the Board that the tenants residing at 1721 Queens Ln. #101 have resumed disturbing their neighbors with poor smoking etiquette and being noisy in common areas. Mr. Kareth previously complained about this situation by letter to Mr. Hedrick in December of 1999 and in person at the 17 December 1999 Board meeting. In response, Mr. Hedrick wrote on 16 December 1999 to the owner of the unit and asked that he have his tenants stop their offensive behavior. Initially they did, but they have since resumed their bothersome behavior. Mr. Hedrick brought to the Board’s attention a second letter he wrote on 1 February 2000 to the unit owner asking that this objectionable behavior cease. This letter was sent to the unit owner in care of his real estate management firm, and a representative of that firm informed Mr. Hedrick by phone that these problems would cease. If they do not, the Board told Mr. Kareth that it would turn this matter over to CVIII’s law firm. The Board encouraged Mr. Kareth and others bothered by the behavior of these two individuals to keep a log of their disturbances. This will facilitate the use of the legal system to solve this problem. Mr. Talbott, a non-resident owner, requested that CVIII’s office mail him copies of the minutes of the Board’s monthly meetings. Mr. Hedrick agreed to do so. Mr. Talbott suggested that an upcoming issue of CVIII’s newsletter include a notice that non-resident owners can have copies of the minutes of the Board’s monthly meetings mailed to them upon request. Mr. Ghannam, the editor of the newsletter, agreed to do so.

Reading and Approval of Minutes: Minutes of the 17 January 2000 meeting were approved without change.

Reports of Officers:

President: Mr. Palmore informed the Board that CVCSA was legally dissolved on 22 February 2000. CVI was given title to the management office locate at 1903 N. Key Blvd. CVI, CVII, CVIII and the Commons will share the management office’s maintenance and utility costs equally. CVIII was given title to the parkland located east of N. Rhodes St. The presidents of the owners associations acting as the "gang of four" will assume whatever remains of CVCSA’s legal responsibilities.

Treasurer: Mr. Weiss informed the Board that he felt it necessary to audit CVIII’s 1999 expenditures for landscaping and tree maintenance because these accounts were substantially over budget. He conducted this audit on 2 February 2000 and found invoices to substantiate all expenditures. The principal reason for these expenditures in excess of budget was that previous Boards put off spending money on landscaping and the removal of dead and dying trees in order to complete roof replacement as quickly as possible. 2

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman submitted his monthly report to the Board. This report is available at the CVIII office for unit owner review. Mr. Kiman informed the Board that clearing CVIII’s building entrances and sidewalks of snow and ice was the major use of his time during the past month. Mr. Kiman informed the Board that he was able to complete painting the basement hallways in Building Four, but inclement weather prevented him from doing any outside painting. He will continue to work on his various painting projects as time and weather permit. January Financial Update: Mr. Hedrick reported that as of the end of December CVIII had a year-to-date operating surplus of $3745.43. Details of the January financial report are available for unit owner review at the CVIII office.

Correspondence: Mr. Hedrick brought to the Board’s attention a letter he wrote a resident of 1805 Queens Ln. in which he requested that she cease disposing of food from the front window of her unit because it was attracting wildlife, to such an extent that the engineer’s shop which is located under this address suffered a mouse infestation. Mr. Hedrick informed the Board that this resident telephoned to say that she had received his letter and will comply his request to stop throwing food out her front windows. Mr. Hedrick brought to the Board’s attention a letter he wrote to residents of 1817 N. Rhodes St. in which he informed them of the Board’s decision to deny their request for relief from a towing charge.

Snow Removal: Mr. Hedrick informed the Board that he authorized T & J to clear snow and ice from CVIII’s sidewalks and building entrances on 18-19, 20, 25 and 30-31 January. T & J’s efforts complemented those of Mr. Kiman. The Board expressed its satisfaction with the work done and commended Mr. Kiman in particular for his efforts.

Parking Lot Snow Plowing: Mr. Hedrick informed the Board that he received complaints about the poor job done plowing CVIII’s parking lot during January’s snow storms. Community Towing Service plowed CVIII’s parking lot once, and poorly so, on 20 January. Mr. Hedrick informed the Board that he wrote a letter to David Hargrove of Community Towing in which he detailed CVIII’s complaints and stated that CVIII would look for a new towing/plowing contractor if Community did not agree to do a better job. Mr. Hargrove wrote back and admitted in his letter that his company did an inadequate job plowing. Mr. Hargrove stated in his letter that his firm agreed to provide backup not primary snowplowing service. Mr. Talbott, president of the Board when CVIII signed its contract with Community Towing, confirmed this statement. Given recent changes in association management and Board membership, it may have slipped the attention of all concerned that CVIII at the present time does not a contract for primary snowplowing service. Arguing in Community Towing’s defense, Mr. Hargrove noted that towing companies rarely provide snowplowing service because their trucks are poorly equipped for the job, and it would have been better judgment on his part to reject CVIII’s demand for free snowplowing in order to win its towing contract. Mr. Hargrove stated that Community Towing wished to retain CVIII’s business ands would honor its agreement with CVIII by providing priority service the next time snowplowing service is required. Mr. Hedrick recommended that CVIII pursue a contract for snowplowing with T & J, and the Board authorized him to do so. No decision was made on continuing Community Towing’s contract.

Old Business:

Storm Drainage: Mr. Hedrick informed the Board that he has found a civil engineering firm to assist the Board in obtaining additional bids to correct CVIII’s storm problems, in evaluating these competing bids, and by providing oversight of the work during construction. The firm’s name is Thomas Downey, Ltd., and its representative is Douglas White. They have done work in other sections of Colonial Village. Mr. Hedrick told the Board that he would invite Mr. White to the Board’s 20 March 2000 meeting. Mr. Hedrick brought to the Board’s attention an amended and significantly less expensive bid from Hix and Sons to correct Building One’s drainage problems. Hix also informed Mr. Hedrick that the grade running south to north behind Building One precluded piping runoff in this direction and then between Buildings One and Two to storm sewers in CVIII’s parking lot. Mr. Hedrick informed the Board that he has written a second letter to the Arlington County Code Enforcement Office requesting information and assistance in dealing with storm runoff from the asphalt parking lot behind the LeMar Apartments.

Landscaping Update: Brickman Warranty: Mr. Hedrick informed the Board that Brickman has failed to live up to its commitment to honor its warranty of $2556 of its work. Following Mr. Weiss’ lead, the Board authorized Mr. Hedrick to inform Brickman that it had one month to complete the warranted work. Failure to do so would mean forfeiture of the $2556 currently being withheld from final payment on its 1999 contract with CVIII. Further, if Brickman failed to honor its warranty, the Board authorized Mr. Hedrick to contract with T & J to do this work. A motion to this effect was made, seconded and approved unanimously. Mr. Weiss reminded other members of the Board and Mr. Hedrick that Brickman planted the wrong type plants near the parking lot. Mr. Weiss recommended that Mr. Hedrick have T & J replace these plants with the correct ones and charge the cost of this back to Brickman. The Board as a whole approved Mr. Weiss’ recommendation. McFall/Berry Warranty: Mr. Hedrick informed the Board that McFall/Berry has failed to honor its warranty of a juniper located on the east side of the parking lot. The Board authorized Mr. Hedrick to contract with T & J to transplant an appropriately sized juniper from the north side of the parking lot to fill in for the dead juniper on the east side and for T & J to obtain and plant the largest juniper it can find to replace the tree taken from the north side of the parking lot. Tree Elevation and Removal: Mr. Hedrick informed the Board that Bartlett Tree Service has removed designated trees at 1735 N. Rhodes St. and 1801 Queens Ln., but still has to remove their stumps and still has to finish elevating designated trees. Wilson Blvd. Gate Area: Mr. Weiss informed the Board that the hemlocks lining the edges of the sidewalk just inside the Wilson Blvd. gate are not planted close enough to the brick wall to stop residents and others from using the lawns as shortcuts to various buildings within CVIII. Mr. Weiss recommended that additional hemlocks be planted so that gaps between existing bushes and the brick wall are filled in. The Board authorized Mr. Hedrick to follow Mr. Weiss’ recommendation. Mr. Weiss informed the Board that a nandina planted on the southern edge of the ivy bed closest to Wilson Blvd. has been trampled. Mr. Weiss recommended that this plant be replaced, and the Board authorized Mr. Hedrick to do so. 1728 Queens Ln.: Mr. Gerrity informed the Board that the sunken courtyard in front of 1728 Queens Ln. is badly littered with seasonal debris. Mr. Hedrick agreed to notify T & J that this area should be cleaned up the next time they visit CVIII.

Parking: The Board discussed organizing its efforts to have Arlington County restrict parking on N. Rhodes St. between Wilson Blvd. and Lee Hwy on a twenty four hour a day basis to vehicles with Zone 4 stickers. Mr. Hedrick informed the Board that he had written a letter to Mr. Ted Bishop, Arlington County’s Traffic Coordinator in which he explained CVIII’s concerns about parking and the Board’s desire that an appropriate Arlington County official attend an upcoming meeting. As of this meeting Mr. Hedrick has not heard back from Mr. Bishop. The Board requested that Mr. Hedrick pursue a response. The Board discussed the need to have CVI and CVII participate in the conversion of Rhodes to twenty-four hour a day Zone 4 only parking. The Board discussed surveying CVIII’s residents on this and other possible solutions to the parking problem, such as replacing the parking lot with a multilevel parking garage. Sodium Lamps: Mr. Hedrick informed the Board that the sodium lamps installed on the rear of 1727 N. Rhodes have been replaced with incandescent spotlights and motion detectors. Mr. Hedrick informed the Board that there have been no further complaints from residents whose windows face the area illuminated by these lights.

Historic Review Board Applications: Mr. Hedrick informed the Board that the Design Review Committee (DRC) of the Historic Review Board (HRB) approved on 2 February 2000 CVIII’s application to remove eight trees. Mr. Hedrick informed the Board that he must resubmit at the DRC’s 1 March 2000 meeting CVIII’s application to install security lighting on the rear of 1727 N. Rhodes St. because the Board decided to switch from sodium lamps to incandescent floodlights. Mr. Hedrick advised the Board that DRC approval is only a recommendation to the HRB. The Historic Review Board is the entity that actually approves or disapproves CVIII’s applications, and the HRB has yet to consider CVIII’s lighting and tree removal applications.

New Business: Window Replacement: Mr. Hedrick bought to the Board’s attention a letter with attachments from KDH Properties, Inc. requesting permission to replace a bathroom window at 1816 Queens Ln. #221. The Board attempted to review this material, but found it indecipherable. The Board asked Mr. Hedrick to contact KDH and inform them that if they want the Board to approve their proposal they need to improve its presentation. The Board requested Mr. Hedrick inform KDH that their window replacement proposal has to be approved by the Historic Review Board (HRB) and suggest that they get in touch with the Hodges Company which has experience in replacing windows in CVIII in a manner which conforms with HRB requirements.

Shopping Center: The Board asked Mr. Hedrick to contact the owner of the shopping center located at 1711-37 Wilson Blvd and inquire about her plans for the vacant stores at this site. Several Board members commented on the badly deteriorated state of the parking lot on the Wilson Blvd. side of her property. The Board asked Mr. Hedrick to check with Arlington County to see if the present condition of this parking lot is up to code, and, if not, request that the county do something to see that it is brought up to code.

Executive Session: The Board briefly discussed delinquent assessments.

The next Board meeting is scheduled for 7:00pm on 20 March 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:07pm.

March 20, 2000 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 7:02pm. Present at that time were Peyton Palmore, President, Corbin Weiss, Treasurer, and Dennis Gerrity, Secretary. Joe Sifer, Member-at-Large, was absent, but supplied the Board with a signed statement giving his proxy to Mr. Gerrity. Also present were unit owner James Vogelsinger, Douglas White, a consulting engineer representing Thomas Downey, Ltd., Maintenance Engineer Stan Kiman, and Association Manager George Hedrick.

Oversight of Storm Drainage Project:

Recognizing its lack of expertise, the Board had been looking for a civil engineer to assist it in evaluating competing bids for this project and providing oversight of the winning contractor. Mr. Hedrick referred Mr. Douglas White, a consulting engineer with Thomas Downey, Ltd., to the Board. Mr. White and his firm have provided their services in a satisfactory manner elsewhere in Colonial Village. Mr. White attended this meeting and gave a brief talk about the services he and his firm could provide CVIII and how much they would cost. He estimated that the bid evaluation process and recommendation letter would cost about $2100. He recommended budgeting $2000 for engineering services during construction. After discussion, a motion to hire Thomas Downey, Ltd. as a consultant for CVIII’s storm drainage project was made, seconded and approved unanimously. Mr. Hedrick agreed to set up a meeting with Terry Hix and Mr. White so that Mr. White could work up a set of specifications for the storm drainage project. Mr. White agreed to find one or more additional firms to join Hix and PCM in bidding on the specifications he develops for CVIII for this project.

Resident Forum:

Mr. Vogelsinger informed the Board that he had observed a number of vehicles with out-of-state tags and CVIII parking stickers using CVIII’s parking lot. While Mr. Vogelsinger acknowledged that Virginia does allow the use out-of-state tags in some circumstances, he questioned whether these vehicles were parked legitimately on this lot given that CVIII’s parking regulations require that all vehicles using this lot be tagged and stickered in accord with state laws and county ordinances. Mr. Hedrick informed the Board that Arlington County police patrol this lot regularly for violations of state and local laws governing tags and stickers.

Reading and Approval of Minutes: Minutes of the 23 February 2000 meeting were approved without change. Mr. Palmore suggested that minutes of the Board’s monthly meetings be available to residents on a more timely basis. Current practice is for the secretary to prepare a first draft within a week to ten days after a meeting. This first draft is reviewed by the association manager and then by the other four members of the Board. Based on their comments the secretary prepares a second draft, which is submitted for reading and approval at the Board’s next monthly meeting. Copies are then posted on bulletin Boards throughout CVIII. Mr. Palmore suggested that copies of this second draft be posted on bulletin Boards as soon as the secretary produced it. This would make copies of minutes available two to three weeks after a Board meeting rather than the current four to five weeks. Copies of minutes formally read and approved in Board meetings would continue to be distributed. The Board accepted Mr. Palmore’s suggestion.

Reports of Officers: None.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman submitted his monthly report to the Board. This report is available at the CVIII office for unit owner review. Mr. Kiman informed the Board that he had completed painting the shutters and that he will turn his attention to exterior doors, wrought iron railings, and basement hallways as weather and his other duties permit

February Financial Update: Mr. Hedrick reported that as of the end of February CVIII had a year-to-date operating surplus of $7,296.20. Mr. Hedrick advised the Board that $2153.89 would be a more accurate statement of the year-to-date surplus given that he has recently received T & J’s bill for $5,142.39 for snow removal services provided during January. Details of the February financial report are available for unit owner review at the CVIII office.

Landscaping Update: Brickman Warranty: Mr. Hedrick informed the Board that Brickman finally honored its warranties on plants. Given this, Mr. Hedrick recommended the release of monies being withheld from Brickman. After discussion, it became clear that Brickman had still not replaced the wrong type of plant it installed on the east and south edges of the parking lot. The Board asked Mr. Hedrick to solicit a bid from T & J to supply and install the correct type of plant on the east and south edges of the parking lot. The Board authorized Mr. Hedrick to deduct the amount of this bid from the money being withheld from Brickman and release the balance to Brickman. Wilson Blvd. Gate Area: Mr. Hedrick informed the Board that he has solicited bids from T & J for six additional yews and two nandinas in the Wilson Blvd. gate area. Parking Lot: Mr. Hedrick informed the Board that he has solicited a bid from T & J to relocate a juniper from the north to the east side of the parking lot. 1831 Wilson Blvd.: Mr. Hedrick informed the Board that he has solicited a bid from T & J to supply and install a large juniper in the rear of 1831 Wilson Blvd. This is to replace a tree destroyed by Pioneer Roofing Co. 1729 Queens Lane: The Board asked Mr. Hedrick to solicit a bid from T & J to redo the plants located in front of 1729 Queens Ln. In particular, the Board asked that the pyracantha be removed but to leave the hawthorn. The Board suggested using the current arrangement in front of 1809 Queens Ln. as an exemplar. October Glory Maples: The Board asked Mr. Hedrick to ask T & J to begin to look for four high quality October Glory maples, which will replace four diseased and dying Siberian elms which were cut down this past summer. At its 22 September 1999 meeting, the Board approved the expenditure of $6000 on these trees when funds became available.

Correspondence: Mr. Hedrick brought to the Board’s attention a letter from Thomas Kareth to the owner of unit #101 at 1721 Queens Ln. This letter detailed the concerns and questions of Mr. Kareth and others about the behavior of the tenants of this unit. Mr. Hedrick brought to the Board’s attention a letter to him from Tonia F. Frazier in which Ms. Frazier presented explanations for the behavior of the tenants in unit #101 not considered by Mr. Kareth and a suggestion that a different approach from that of Mr. Kareth be used to gain the assistance of the owner of unit #101 in resolving this problem. The Board discussed both letters.

Old Business:

Parking on N. Rhodes St.: Mr. Hedrick informed the Board that he had spoken with Mr. Jim Loesteder of Arlington County who told Mr. Hedrick that he has recently studied parking on N. Rhodes St. and based on that study there would no changes in current regulations on who may park when on N. Rhodes St. Further, Mr. Loesteder informed Mr. Hedrick that Arlington County has no plans to resurface N. Rhodes St. in the foreseeable future. Mr. Hedrick invited Mr. Loesteder to attend this meeting. Mr. Loesteder declined. Mr. Hedrick asked Mr. Loesteder to write CVIII a letter stating what he had told Mr. Hedrick verbally. Mr. Hedrick had not received such a letter as of this meeting.

Historic Review Board Applications: Mr. Hedrick informed the Board that the Historic Review Board had approved CVIII’s requests to install security lighting behind 1727 N. Rhodes St. and to remove trees at several locations within the complex.

Shopping Center: Mr. Hedrick informed the Board that he met with Mary Carrig of Arlington County with respect to the poor condition of the pavement of the front parking lot of the shopping center located at 1711-37 Wilson Blvd. Subsequent to this meeting Ms. Carrig informed Mr. Hedrick that she had inspected this parking lot and given the owner of this shopping center six weeks to repave it. The Board requested that Mr. Hedrick discuss with the owner of this shopping center the installation of a barrier along western edge of the driveway and parking area immediately east of CVII so that vehicles using this area do not damage CVIII’s privacy fence as they have in the past.

LeMar Apartments: Mr. Hedrick informed the Board that Mary Carrig of Arlington County said she would check the building permit for the asphalt parking lot behind the LeMar Apartments. Mr. Hedrick informed the Board that he met with Mr. Allan Hudson, the property manager for LeMar Apartments, and requested that a berm or curb be constructed on the western side of LeMar’s parking lot to keep storm runoff away from CVIII’s property.

New Business:

Carpet Cleaning: Mr. Hedrick informed the Board that the carpet in the common areas of 1721 Queens Ln. had become so soiled that he had Servpro of Springfield clean it. Servpro offered to clean the carpets in the rest of CVIII’s buildings for $1135. Given the quality of their work at 1721 Queens Ln., Mr. Hedrick recommended that Board accept their offer. The Board did so by a unanimous vote.

Reimbursement for Electrical Repairs: Mr. Hedrick brought to the Board’s attention to a letter from Mr. Nabil A. Baki, nonresident owner of unit #179 at 1728 Queens Ln., requesting that CVIII reimburse him $281.60 for the cost of a part and labor for Kolb Electric to replace the breaker bar in the electric meter for his unit. Mr. Hedrick told the Board that repairs performed for Mr. Baki were related to his unit, not common elements. Mr. Hedrick recommended that CVIII not reimburse Mr. Baki. A motion to that effect was made, seconded and approved unanimously.

Executive Session: None.

The next Board meeting is scheduled for 7:00pm on 17 April 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:05 pm.

April 17, 2000 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 7:00pm. Present at that time were Michael Bodden, Vice President, Corbin Weiss, Treasurer, Dennis Gerrity, Secretary, and Joe Sifer, Member-at-Large. Peyton Palmore, President, was absent, but supplied the Board with a signed statement giving his proxy to Mr. Sifer. Also present were resident Stephen Jones, Marie Pecarro, Mr. Jones’ sister, Maintenance Engineer Stan Kiman, and Association Manager George Hedrick.

Resident Forum: Ms. Pecarro appeared before the Board to introduce her brother, Mr. Jones, and explain the circumstances that led to Mr. Jones and Mr. Perry Schwartzman becoming tenants residing in unit #101 at 1721 Queens Ln. Ms. Pecarro briefly detailed the current state of their health problems and what was being done to assist them on a day-to-day basis. The Board expressed its appreciation to Ms. Pecarro for this information. Related to this matter, Mr. Hedrick brought to the Board’s attention an exchange of correspondence between Robert Schwartzman, the nonresident owner of unit #101, and Thomas Kareth a resident owner at 1721 Queens Ln. In addition, Mr. Hedrick brought the Board’s attention to a letter Mr. Kareth wrote to Mr. Hedrick on the situation at 1721 Queens Ln.

Reading and Approval of Minutes: Minutes of the 20 March 2000 meeting were approved with one minor change.

Reports of Officers:

None.

Committee Reports:

Safety Committee: Mr. Bodden reported that a sodium lamp located behind 1801 Queens Ln. had been shutting off for extended periods of time during the night. Mr. Kiman attributed this problem to a faulty ballast, and said that he would replace it as soon as possible.

Management Report:

Engineer: Mr. Kiman reported that the past month has produced no surprises and, in addition to his day-to-day responsibilities, he has been able to finish painting half of the exterior wooden portions of the garages.

March Financial Update: Mr. Hedrick reported that as of the end of March CVIII had a year-to-date operating surplus of $2233.54. Mr. Hedrick brought to the Board’s attention revised bills from T & J for snow removal during January. Members of the Board expressed concern that CVIII got all the man-hours and bags of ice-melt compound for which it was billed. The Board decided to put monitoring the use of resources for snow removal on the agenda for its November 2000 meeting. Details of the March financial report are available for unit owner review at the CVIII office.

Old Business: Landscaping Update: The Board reviewed a number of landscaping projects and approved the following by a unanimous vote:

Summer Annuals: Summer annuals will be planted close to the front doors of buildings located at 1727 and 1801 N. Rhodes St. and 1724, 1733, 1737, 1800, 1809 and 1813 Queens Ln. They will also be planted in the flowerbed outside the Wilson Blvd. gate. Mr. Hedrick gave the Board an estimate of $3500 for these flowers.

Wilson Blvd. Gate Area: Because residents and others continue to cut across the lawn immediately inside the Wilson Blvd. gate the Board decided to plant an additional seven yews to fill in spaces between the existing yews and the brick wall in a further effort to channel foot traffic onto the sidewalks. Mr. Hedrick informed the Board that these yews would cost $604.  

1729 Queens Ln.: The Board discussed replacing the bed of cotoneaster plants in front of 1729 Queens Ln. with a planting scheme similar to that found in front of 1809 Queens Ln. Bartlett Tree Service gave CVIII a bid of $925 to do this. Mr. Weiss offered to clean up the cotoneasters himself and thus save CVIII some money. The Board accepted Mr. Weiss’ offer.

Tree Maintenance: The Board reviewed a number of tree maintenance and replacement projects and approved the following by a unanimous vote:

October Glory Maples: The Board authorized the purchase of five October Glory maples for a total of $6595. Three of these maples are to be planted as soon as possible to replace Siberian elms, which were cut down last summer. One will be planted toward the western side of the semicircular shaped plot of lawn outside the Wilson Blvd. gate. Another will be planted in the southern half of the lawn in front of 1732 Queens Ln. The third will be planted toward the southeast corner of the lawn between Buildings One and Two. An additional maple will be planted behind 1725-29 Queens Ln. when drainage work in that area is completed. The fifth maple will be used to replace the very large mulberry located on the northern edge of the courtyard behind 1727 N. Rhodes St.

Tent Caterpillar Infestation: Mr. Hedrick informed the Board that a number of CVIII’s trees, mostly fruit trees, were suffering from a tent caterpillar infestation. Mr. Hedrick recommended and the Board approved the expenditure of $300 to eliminate this problem.

1816 and 1817 Queens Ln.: Mr. Hedrick informed the Board that Bartlett Tree Service advised him that the magnolia trees located in front of 1816 and 1817 Queens Ln. were in poor condition and could be preserved by creating mulch beds which would protect the root structures of these two trees .The Board authorized spending $270 for this purpose.

1724 Queens Ln.: Mr. Sifer informed that Board that the magnolia in front of 1724 Queens Ln. was in need of pruning. Mr. Hedrick informed the Board that he had received a bid of $325 from Bartlett to prune and shape this tree. The Board accepted this bid.

Parking Lot: The Board authorized the expenditure of $830 to transplant an arborvitae from the north to the east side of the parking lot. (This tree had been identified as a juniper in the minutes of previous Board meetings.)

 1735 N Rhodes St.: The Board discussed planting a magnolia near the southwest corner of 1735 N. Rhodes St. This tree would serve as a replacement for several hemlocks that were removed earlier this year because they were dying due to a larger tree denying them access to sunlight. Several members of the Board questioned whether the magnolia would suffer the same fate as the hemlocks, and the Board as a whole decided that this matter required further consideration. 1831 Wilson Blvd.: Pioneer Roofing destroyed a large juniper located on the north side of 1831 Wilson Blvd. Pioneer reimbursed CVIII for this tree. Mr. Hedrick presented the Board with a bid of $350 to replace this tree. The Board decided to delay planting this tree until storm drainage work is completed behind this building.

Tree Removal: The Board discussed removing two trees. The first was the large spruce located in the center of the south courtyard. This tree was obviously dying. The second is the very large mulberry located in the courtyard behind 1727 N. Rhodes St. Mr. Hedrick told the Board that the drainage contractors said that this tree would have to be removed if the flooding problems affecting 1728 Queens Ln. are to be solved. Further, Mr. Hedrick offered the opinion that if this tree were allowed to continue to grow it would eventually push in the basement wall on the south side of 1728 Queens Ln. The Board asked Mr. Hedrick to get bids to remove both trees.

Brickman Warranty: Mr. Hedrick informed the Board that following its instructions he paid half of Brickman’s outstanding invoices and delivered an ultimatum with respect to the balance due. Mr. Hedrick brought the Board’s attention correspondence from Brickman that contained a counter offer to the ultimatum the Board gave Brickman. Mr. Hedrick recommended accepting the counter offer. The Board failed to take up the matter.

Storm Drainage Update: Mr. Hedrick brought to the Board’s attention correspondence from Mr. Douglas White of Thomas Downey, Ltd., consulting engineers for CVIII’s storm drainage problems. In his letter Mr. White provided specifications for the materials and the construction techniques to be used to improve CVIII’s storm drainage system. In addition to Hix and PCM, Mr. White suggested two other firms, Avon Corporation and HFI, Inc., which he felt could make realistic bids on CVIII’s project. The Board asked Mr. Hedrick to request Mr. White to solicit bids from all four firms that conform to the specifications laid out in Mr. White’s letter, and to attempt to have these bids ready for review at the Board’s 15 May 2000 meeting.

LeMar Apartments: Mr. Hedrick informed the Board that he left a message for the property manger for the LeMar Apartments again requesting the construction of a curb or berm along the western edge of LeMar’s parking lot to prevent storm runoff from that parking lot flooding common areas of CVIII.

Parking: Mr. Hedrick informed the Board that Arlington County still has not provided CVIII with a written explanation of their study of parking on N. Rhodes St. between Wilson Blvd. and Lee Hwy. and its conclusion that current parking regulations are satisfactory. Mr. Hedrick informed the Board that he left a message for the County’s representative again requesting such a letter.

Shopping Center: Mr. Hedrick informed the Board that he had been in touch with Arlington County and was reassured that they were continuing to pressure the owner of the shopping center located at 1711-37 Wilson Blvd. to repave its front parking lot.

Carpet Cleaning: Mr. Hedrick informed the Board that he has arranged to have Servpro of Springfield clean and apply Scotch Gard to the carpets in all buildings except 1721 Queens Ln., which was done earlier this year. Weather permitting; this will occur May 4, 5, and 8 at a cost of $1445.

New Business: None.

Executive Session:

Delinquent Assessments: The Board asked Mr. Hedrick to contact Chadwick, Washington, the law firm CVIII uses to collect delinquent assessments, and request a written update on what progress has been made in collecting overdue monies owed CVIII by four unit owners the Board specifically referred to Chadwick, Washington shortly after the Board’s 17 December 1999 meeting. In addition, the Board asked Mr. Hedrick to request that a representative of Chadwick Washington be prepared to attend and discuss the status of its ongoing collection efforts at the Board’s June 2000 meeting.

The next Board meeting is scheduled for 7:00pm on 15 May 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:45pm.

May 15, 2000 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 7:05pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Corbin Weiss, Treasurer, Dennis Gerrity, Secretary, and Joe Sifer, Member-at-Large, unit owner Michael Adamio, Maintenance Engineer Stan Kiman, and Association Manager George Hedrick.

Resident Forum:

Mr. Adamio commented on the increasing cost of cable television service in Arlington, and inquired about residents installing satellite dish antennas capable of capturing digital transmission services such as DirecTV. Mr. Hedrick advised the Board that historic preservation considerations precluded the installation of dish antenna outside individual units. Mr. Adamio suggested the installation of a master antenna that could provide service to interested residents of CVIII. This antenna could be located out of sight behind the parapet of a building, and, thus, meet historic preservation requirements. Mr. Hedrick advised the Board that this alternative might be possible, but it would involve CMI as a collection agent for the transmission service. Mr. Hedrick advised the Board that CMI would charge a fee to do this, and this would most likely eliminate the financial benefit of installing a master antenna. The Boards discussed the matter, and left open the possibility that residents of an individual building could club together to contract with a digital television service and avoid historic preservation problems by hiding an antenna behind the parapet of their building’s roof. Billing arrangements would be a matter between subscribing residents in the building and the satellite transmission service.

Reading and Approval of Minutes: Minutes of the 17 April 2000 meeting were approved without change.

Reports of Officers: None.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman reported that nothing unusual occurred during his day-to-day maintenance activities since the last Board meeting. Mr. Kiman informed the Board that he had completed painting the wooden exterior portions of the garages and would begin painting the exterior sides of building doors and wrought iron railings on 16 May 2000. 2

 April Financial Update: Mr. Hedrick reported that as of the end of April CVIII had a year-to-date operating deficit of $4,341. Mr. Hedrick attributed this deficit to expenditures for tree maintenance previously approved by the Board, which accrued during the month of April. Details of the April financial report are available for unit owner review at the CVIII office.

Old Business:

Brickman Warranty: Mr. Hedrick presented the Board with Brickman’s counter offer to the ultimatum the Board issued in March. After discussion, a motion to accept Brickman’s counter offer was made, seconded and approved unanimously. This amounted to deducting $1242 from the $3,674 Brickman invoiced CVIII at the end of 1999. This $1242 represented a credit for ten arborvitae that were smaller than the warranted trees they were used to replace and twelve plants of the wrong variety which were planted along the edge of the parking lot.

• Landscaping: Mr. Hedrick provided the Board with an update on the following landscaping projects:
• Summer Annuals: After consultation with T & J, red and white begonias have been selected for sun-exposed annuals, and blue and white impatiens have been selected for summer shade flowers.
• Tent Caterpillars: The tent caterpillar problem has been dealt with.
• Purchase of New Trees and Plants: Orders have been placed for the purchase and installation of three October Glory Maples, seven yews and three nandinas.
• Transplanting Existing Trees and Plants: Orders have been placed to transplant an arborvitae in the parking lot area and transplant a nandina from the Wilson Blvd gate area to the front of 1801 Queens Ln.
• 1724 Queens Ln.: An order has been placed to trim and shape the magnolia in front of 1724 Queens Ln.
• 1816 and 1817 Queens Ln: New mulch beds have been constructed around the magnolias located in front of 1816 and 1817 Queens Ln.
• Tree Removal: A bid has been requested from Bartlett Tree Experts for the removal of the dying spruce located in the southern courtyard on Queens Ln.

Storm Drainage Project: Mr. Hedrick informed the Board that a fifth firm, East Coast Bldg. Services Inc., has bid on CVIII’s storm drainage project. Mr. Hedrick informed the Board that Thomas Downey, Ltd., CVIII’s consulting engineers for storm drainage work, has requested prospective contractors to expand their bids on Building Two to allow for piping storm runoff under 1725 Queens Ln. to a storm sewer located in front of that building.

New Business:

Brick Retaining Walls: Mr. Bodden brought to the Board’s attention deteriorating brick retaining walls along the ramps leading to the laundry rooms locate in 1808 and 1809 Queens Ln. Other members of the Board pointed out brick window wells located at 1735 N. Rhodes and elsewhere that also needed repointing. The Board asked Mr. Hedrick to solicit bids to repair the brickwork at these locations and to survey CVIII for other instances of this problem. 

Hallway Renovations: Mr. Hedrick presented the Board with an estimate of $60,200, or $2150 per building, to replace carpet and paint hallways in CVIII. Mr. Hedrick said that this estimate was based on the cost of similar work recently done in CVI and CVII. The Board did not address this information.

Parking Garage Survey: The Board discussed what many of CVIII’s residents consider to be the community’s number one problem, the lack of parking. Because Arlington County seemed unwilling to restrict parking on N. Rhodes St. on twenty-four hour-a-day bases to vehicles with Zone 4 stickers, the Board decided to survey CVIII’s residents and nonresident owners on the possibility of constructing an underground parking garage where CVIII’s parking lot is located. This garage would have one space for each unit, that is to say, 172 vehicles, and several additional spaces. All parking would be below ground and the above ground surface of this garage would be a park. The cost of this garage would be between $20,000 and $30,000 per parking space. The construction of the garage would be financed by a bank loan taken out in the condominium association’s name and secured by the Board’s ability to assess fees. Related to this matter, Mr. Hedrick brought to the Board’s attention a letter he received from Mr. Arnold Levine, a resident owner in CVI. In his letter, Mr. Levine pointed out that there were three different widths for street parking spaces in Colonial Village. Those on Key Blvd. are 93 inches wide; those in the 1700 and 1800 blocks N. Rhodes St are 96 inches wide; and those in the 1900 block of Rhodes St. are 77 inches wide. Mr. Levine argued forcefully that the narrow parking spaces marked out in the 1900 block N. Rhodes St. serve little purpose. The spaces are so narrow that it is difficult to park without damaging cars in adjacent spaces. Consequently, some people deliberately take two spaces to protect their vehicles, and the narrower spaces produce no extra parking space. To solve this problem, Mr. Levine suggested making all spaces on N. Rhodes St. 93 inches wide. Spaces lost in the 1900 block would be regained in the 1700 and 1800 blocks of N. Rhodes St. The Board briefly discussed Mr. Levine’s letter.

Executive Session: A motion made, seconded and approved unanimously to go into executive session for the purpose of hearing a brief report from Mr. Gerrity on a seminar on Community Association law given by CVIII’s law firm, Chadwick, Washington. The Board also briefly discussed correspondence from Mr. Hedrick to Chadwick, Washington with respect to delinquent assessments.

The next Board meeting is scheduled for 6:30pm on 19 June 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:00

June 19, 2000 Colonial Village III Board of Directors Meeting Minutes

The minutes for June 19, 2000 Colonial Village III Board of Directors Meeting are missing.

July 17, 2000 Colonial Village III Board of Directors Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Corbin Weiss, Treasurer, Dennis Gerrity, Secretary, and Joe Sifer, Member-at-Large, unit owners Michael Adamio, Eric Donovan, Craig Fredericks, Jason Matechak, Shirley McAlhaney, Fred Reed, and Charles Vanderlyn, resident Grant Taylor, Maintenance Engineer Stan Kiman, and Association Manager George Hedrick. Also present were Officer Leonardo Bello and Lieutenant Ray Harp of the Arlington County Police Department.

Arlington County Police Department Request for Assistance: Lieutenant Ray Harp of the Arlington County Police Department informed the Board and others attending this meeting that his department was investigating as a homicide a suspicious death that occurred on 15 July 2000 at approximately 1:45am in the parking lot of the used car dealership located in the 1800 block of Wilson Blvd. Lt. Harp requested that anyone who might have witnessed any suspicious activity or persons in that area around that time or during the last several weeks in the general area of the intersection of Wilson Blvd. and N. Rhodes St. to contact the Arlington County Police Department at (703) 558-2222. Several of those in attendance informed Lt. Harp of their recent observations of persons and activities which they considered to be suspicious.

Resident Forum:

Parking Garage: Ms. McAlhaney, Mr. Adamio, Mr. Reed, Mr. Donovan and Mr. Matechak all spoke in opposition to building a parking garage. In addition to the costliness of the project, a common theme to their objections was that every one currently residing in CVIII was aware or should have been aware of its parking problems when they moved here. Consequently, the choice to live in CVIII meant accepting CVIII’s parking problems. Therefore, there was no need to build a parking garage. More specifically, Mr. Reed argued that paying for this garage would impose a financial burden on those who were retired and were living on fixed incomes. He also questioned the fairness of requiring those who do not own vehicles to pay for a parking space. Mr. Donovan strongly objected to the idea of building such a facility in the ravine between N. Rhodes St. and CVIII’s existing garages. This would require the removal of the trees in this area, which in turn would make Mr. Donovan’s unit a much less pleasant place to live and substantially reduce its resale value. Mr. Matechak felt the Board was wrong to use the survey form to find out if tenants would be interested in renting parking spaces in this proposed parking facility. Mr. Adamio suggested as an alternative to a garage that the Board organize a petition containing the signatures of half the residents living on N. Rhodes St. asking Arlington County to restrict parking on N. Rhodes St. to Zone 4 sticker holders on a twenty-four hour-a-day basis. The Arlington County Board will consider neighborhood parking restrictions when presented with such a petition.

Storm Drainage Project: Ms. McAlhaney requested specific information about the storm drainage project. The Board requested and she agreed to meet with Mr. Hedrick who would provide her with the details in which she was interested. Mr. Adamio told the Board that the letter on reallocation of reserve funding distributed a week before this meeting was the first that he was aware of CVIII’s storm drainage project. He was told that this storm drainage problem and solutions for it had been discussed at every Board meeting since October 1999 and such discussion had been reported in the minutes of every one of these Board meetings. Related to these matters, Mr. Hedrick brought to the Board’s attention correspondence from Scott Talbott, a nonresident unit owner, in which Mr. Talbott urged the use of Carpet and Tile (Hallway) Reserves to pay the storm drainage project. Mr. Talbott objected to building a parking garage.

Board and Committee Vacancies: Ms. McAlhaney inquired about vacancies on the Board and the Landscaping, Budget and Roof Committees. She was informed that there were no current vacancies on the Board and that Mr. Palmore and Mr. Weiss, both of whose terms expire this year, plan to stand for reelection to the Board. Mr. Weiss, Chairman of the Landscaping Committee, said she was welcome to join that committee. Mr. Palmore told her that the Roof Committee was inactive, its last two members being Mr. Talbott and Mr. Ghannam, past members of the Board. When the Roof Committee becomes active again, she would be invited to join it. Ms. McAlhaney was informed that this Board considers budgets on a committee-of-the-whole basis and that she and all other unit owners were welcome to participate in such considerations. Since the proposed budget for 2001 will be on the agenda of the Board’s 6 September 2000 meeting, the Board asked Mr. Hedrick to provide her with a copy of this proposed budget so that, if she chose to participate in that meeting, she could do so on an informed basis.

Reading and Approval of Minutes: Minutes of the 19 June 2000 meeting were approved with several changes.

Reports of Officers:

President: Mr. Palmore informed the Board that he called Wil Washington of Chadwick, Washington, the law firm CVIII uses for collections, and left a message for him in which he detailed CVIII’s complaints about the poor quality of Chadwick, Washington’s work and asked Mr. Washington if his firm was really interested in having CVIII as a client.

Treasurer: Mr. Weiss informed the Board that a Treasury bill worth $60,000 was due to mature 31 August 2000. He recommended that this $60,000 be reinvested in a one year T-Bill. A motion to this effect was made, seconded and approved unanimously.

Committee Reports:

Safety Committee: Mr. Bodden informed the Board that the gate at the Wilson Blvd. entrance to CVIII had been damaged. Mr. Kiman told the Board that he had arranged for Ivy Welding to repair this damage.

Management Report:

Engineer: Mr. Kiman informed the Board that he had completed painting the exterior sides of building doors, crawl space entrances and vents of Buildings One and Three and that he was about to begin to paint similar parts of Buildings Two and Four. When he runs out of things to paint “Colonial Village” red, Mr. Kiman said he would turn his attention to wrought iron railings. He installed new “No Trespassing” and “No Soliciting” signs, and said that a damaged “No Parking” sign would be replaced shortly. Except for how this “No Parking” sign was damaged and damage to the Wilson Blvd. gate, Mr. Kiman had no unusual occurrences to report with respect to his day-to-day maintenance activities since the Board’s June meeting.

June Financial Update: Mr. Hedrick reported that as of the end of June CVIII had a year-to-date operating deficit of $2,174.11. If a transfer of $4150 from the Water Heaters Reserve to the Operating Income Account had been made, as it should have been by CMI’s main office, then CVIII would have had a year-to-date operating surplus of $1,975.89 for the first six months of 2000. This compares very favorably with the $6,893.22 deficit CVIII had for the first six months of 1999.Details of the June financial report are available for unit owner review at the CVIII office.

Old Business:

Landscaping: Mr. Hedrick provided the Board with an update on the following landscaping projects:

• Relocation of Trees: T & J has relocated an October Glory Maple from between Buildings One and Two to the southern courtyard adjacent to 1721 Queens Ln. and a Zelkova from between Buildings One and Two to the northern courtyard adjacent to 1808 Queens Ln.
• Dying Spruce: T & J will remove the dying spruce located in the southern courtyard on Queens Ln.
• 1735 N. Rhodes St.: Bartlett Tree Experts has provided a bid of $195 to elevate the rest of the spruces located in front of 1735 N. Rhodes St. Mr. Palmore offered to do this task himself and save CVIII some money. The Board accepted his offer.
• 1727 N. Rhodes St.: Bartlett provided a bid of $1,950 to remove the mulberry located at the rear of this address.

1729 Queens Ln.: Mr. Weiss informed the Board that his personal efforts to improve the appearance of the shrubbery located at the entrance to this building have been unsuccessful. Mr. Weiss recommended the removal of the bed of cotoneaster plants and the small tree at this location and their replacement with an arrangement of short nandinas and perennials. The Board accepted Mr. Weiss’ recommendation and asked Mr. Hedrick to obtain prices for this project.

Bush and Hedge Trimming: Members of the Board reported receiving numerous complaints from residents about CVIII “looking like a jungle” because bushes and hedges all over the commons were badly in need of trimming. Mr. Hedrick informed the Board that he had been in repeated contact with the lawn service about this problem. He suggested that a letter threatening to withhold from T & J its next scheduled payment might get some results. The Board asked Mr. Hedrick to write such a letter.

Funding CVIII’s Storm Drainage Project: At its 19 June 2000 meeting, the Board discussed at length how to pay for capital improvements to CVIII’s storm drainage system. Because no specific reserve account existed for this element of CVIII’s infrastructure, the Board had to choose between a special assessment and using reserve funds designated for some other purpose. The Board chose to use funds set aside for hallway renovations (Carpet and Tile Reserve). This would mean delaying hallway renovations for several years. The Board decided to delay formal approval of this reallocation of reserve funds until unit owners could be notified and given a chance to comment at this meeting on this source of funding and the delay its use would mean for hallway renovations. The Board received no written or oral objections to this reallocation of reserve funds at this meeting. However, some members of the Board continued to have concerns about putting off renovating hallways. They suggested other uses of reserve funds. Unable to reach a consensus, the Board decided to wait until it received the study of reserve account adequacy it authorized at this meeting. This in hand, the Board would again try to decide which existing reserve account would be reallocated to pay for the storm drainage project. In order that this project proceed as scheduled, a motion was made to use money in the General Operating Fund to pay the storm drainage project until the Board decided from which specific reserve account to reallocate funds. This motion was seconded and approved three to one.

New Business:

Response to Parking Garage Survey: As of the end of this meeting, CVIII’s unit owners had voted seventeen to five against CVIII building a parking garage.  

Proposed 2001 Budget: The proposed 2001 budget for CVIII will be on the agenda of the 6 September 2000 Board meeting. In order that all unit owners could be made aware of and encouraged to participate in this meeting, the Board asked Mr. Hedrick to prepare a notice that copies of the proposed 2001 budget were available on request to unit owners and that the Board welcomed their presence at the 6 September 2000 meeting. The Board asked Mr. Hedrick to include this notice in the letter he distributes to announce Board meetings and their agendas.

Reserve Accounts Study: Mr. Hedrick informed the Board that he had received three proposals to prepare an updated review of the adequacy of CVIII’s Reserve Accounts. These were: Thomas Downey, Ltd, $3,900; Kuntz & Associates, $9,600; and PM+, $5,200. Mr. Hedrick recommended that the Board award this contract to Thomas Downey, Ltd based on their low bid and the quality of their work on CVIII’s storm drainage project. A motion to award the Reserve Accounts study update to Thomas Downey, Ltd. was made, seconded and approved unanimously.

Unit Occupancy Limits: Mr. Hedrick informed the Board that it would not be able to vote on unit occupancy limits at this meeting because Chadwick, Washington, CVIII’s law firm, had not yet advised him of what would be the legally correct way for CVIII to impose such limitations.

Fiber Optic Upgrade of Cable TV Service: In response to a query about debris behind Building One, Mr. Hedrick informed the Board that this debris was the result of Arlington Cable TV upgrading its service to CVIII from copper to fiber optic cable. This will require the underground burial of cable, mostly in the rear of buildings.

Historical Affairs and Landmark Review Board: Tree Removal: Mr. Hedrick advised the Board that CVIII needs Historical Affairs and Landmark Review Board (HALRB) approval to remove the very large mulberry tree located behind 1727 N. Rhodes St. Both the consulting engineer and Hix & Sons have stated that if drainage control efforts at Building Three are to be successful, this tree must be removed. He will seek this approval at the HALRB’s August or September meeting. HALRB Guidelines for Replacement Window: At its 21 June 2000 meeting, the HALRB developed a set of standards for the design and materials used for replacement windows at Colonial Village. In a letter to Mr. Hedrick, a representative of the HALRB detailed these standards and stated that if replacement windows conformed to stated guidelines, then the staff of the HALRB had the authority to approve a Certificate of Appropriateness right away and there will be “no Design Review Committee meeting to attend, no HALRB meeting to attend, and no waiting weeks for a decision to be made.” Mr. Palmore noted a conflict between the standard forbidding the use of solid vinyl windows outlined in this letter and the solid vinyl replacement windows that the HALRB has approved in the past. The Board asked Mr. Hedrick to seek clarification from the HALRB on this point.

Executive Session: A motion to go into executive session for the purpose of discussing matters related to delinquent assessments and a covenant violation was made, seconded and approved unanimously.

The next Board meeting is scheduled for 6:30pm on 6 September 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:42pm.

August 2000 Colonial Village III Board of Directors Meeting Minutes

The Board did not to hold a meeting during August 2000.

September 2000 Colonial Village III Board of Directors Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Corbin Weiss, Treasurer, and Dennis Gerrity, Secretary. Joe Sifer, Member-at-Large, was absent. By way of written notice, Mr. Sifer gave his proxy to Mr. Palmore. Also present were unit owners Mahmoud Ghannam, Paul Killoran and Shirley McAlhaney, Lisa Sambataro, an account executive with T&J Lawn Service, and Association Manager George Hedrick. Maintenance Engineer Stan Kiman was on vacation.

A Visit from T&J Lawn Service:

Ms. Lisa Sambataro, T&J’s account representative for CVIII, met with the Board. Ms. Sambataro spoke of her firm’s desire to continue to be CVIII’s lawn service contractor, her desire for good communications with Mr. Hedrick and the Board, aspects of T&J’s existing contract with CVIII, and the quality of T&J’s current efforts at CVIII. The Board expressed its general satisfaction with how the lawns were cut and trimmed and subsequent clean up efforts. The Board made clear the dissatisfaction of numerous residents with the way bushes and shrubs were trimmed. Several members of the Board commented that, based on their observations, this was more the result of poor supervision rather inadequate manpower. Concerns were also expressed about T&J’s failure to spray for bagworms on bushes located on the edge of the parking lot until after a serious infestation was obvious. A question was raised about the effect on pets of this specific spraying. Ms. Sambataro assured the Board that a pet would have to eat its weight in foliage for there to be a problem.

Resident Forum:

No one chose to speak.

Reading and Approval of Minutes: Minutes of the 17 July 2000 meeting were approved without change.

Reports of Officers: None.

Committee Reports: None.

Management Report:

Engineer: None.

July Financial Update: Mr. Hedrick reported that as of the end of July CVIII had a year-to-date operating surplus of $4946. Details of the July financial report are available for unit owner review at the CVIII office.  

Old Business:

Storm Drainage Project: Mr. Hedrick reported to the Board that Hix & Sons was in the process of obtaining necessary permits from Arlington County and that he felt that Hix would complete this project before the end of this year.

Landscaping Update: 1729 Queens Ln.: Mr. Hedrick brought to the Board’s attention a bid of $890 from T&J to remove the ivy, cotoneaster and Hawthorne from the area between the doors to 1729 Queens Ln. and replace them with a Crape Myrtle, Julianne Barberry, Miscanthus Grassilimus and Sedum Autumn Joy, the latter three all being perennials. A motion to approve this bid from T&J to replace the tree and plants in front of 1729 Queens Ln. was made, seconded, and approved unanimously. Mr. Weiss brought the Board’s attention three spruce trees located near the northwest corner of 1729 Queens Ln. Two of these spruces appeared to be dying, and a third, while quite healthy, was fighting what inevitably would be a losing battle with a nearby sycamore for growing room. Mr. Weiss suggested that the dying spruces be removed and the healthy one be transplanted to take their place. Mr. Hedrick and Ms. Sambataro were asked to check this out and report back to the Board. Fall Annuals: The Board authorized Mr. Hedrick to ask for a bid from T&J for purple and burgundy pansies to serve as CVIII’s fall annuals this year.

New Business:

Proposed 2001 Budget: Mr. Hedrick presented the Board with a proposal for CVIII’s 2001 budget. After lengthy discussion in the open and executive sessions of this meeting, the Board made a number of adjustments to Mr. Hedrick’s proposal. The amended version of the proposed 2001 budget had a total of $409,902, which was 6.2% more than the budget approved for 2000. Financing this amended version of the proposed 2001 budget would require a 5.35% increase in unit owners’ annual assessments with the difference being made up by projected increases in investment income. Inflation of 3 % and extra-ordinary increases in natural gas and water and sewer rates and the lawn service contract were the principal causes of the year-to-year increase in the cost of operating and maintaining the common elements of CVIII. A motion to approve the amended version of Mr. Hedrick’s proposed 2001 budget was made, seconded and approved unanimously. Copies of the amended version of the proposed budget would be distributed to unit owners approximately one month before this year’s annual meeting, which is scheduled for 19 October 2000. Unit owners will have an opportunity to comment on this proposed budget at that meeting prior to the Board’s final vote of approval.

Reserve Adequacy Study: Mr. Hedrick provided the Board with copies of a study reviewing the adequacy of CVIII’s reserve accounts. Mr. Douglas White of Thomas Downey, Ltd. prepared this study. The Board put off discussion of this study until its November meeting. Mr. Hedrick suggested that Mr. White be invited to attend that meeting. The Board accepted this suggestion.

Snow Removal for Winter of 2000-2001: Last winter CVIII contracted with T & J for men to shovel snow, break up and clear ice, and apply chemicals to control the accumulation of ice and snow. This was done to complement the much-appreciated efforts of Maintenance Engineer Stan Kiman. At the suggestion of Mr. Hedrick, the Board took advantage of Ms. Sambataro’s presence to review procedures for dealing with this coming winter’s snow and ice accumulations. A summary of this discussion follows: CVIII has a snow blower and keeps a supply of ice-melt on hand which Mr. Kiman would use to deal with light snowfalls. In the case of a heavy snowfall, T&J would supply a crew of four or five men, whose responsibilities would be to apply chemicals and to shovel away snow and ice accumulations, working outward from the doors of buildings to level walkways, which Mr. Kiman would be clearing with the snow blower. This crew would be available for other snow and ice removal duties as directed by Mr. Hedrick and Mr. Kiman. Ms. Sambataro made a point of emphasizing that the most economical use of chemicals to prevent compaction of snow and the formation of ice is to do so before snow had accumulated more than two inches. Given this, the Board authorized Ms. Sambataro to use her best judgment between the one and two inch levels of snow accumulation as to when to bring a crew on site when a heavy snowfall is forecast. To audit charges for ice-melt, Mr. Hedrick requested and Ms. Sambataro agreed to deposit empty ice-melt bags at a designated location with the understanding that CVIII would pay for only as much ice-melt as Mr. Hedrick could count empty bags. To improve upon the poor job Community Towing did plowing the parking lot last year, Mr. Hedrick requested and the Board gave him the authority to negotiate a written contract with T&J for snowplow truck service this winter.

Executive Session: A motion to go into executive session was made, seconded and approved unanimously. During this executive session the Board discussed and approved giving Maintenance Engineer Stan Kiman a pay raise and a bonus for ten years service to CVIII. The Board also discussed the delinquent assessments of specific unit owners, the law firm CVIII currently uses for collections and the prospects for replacing that firm.

CVIII’s annual meeting is scheduled for 19 October 2000 at 6:30pm on in the conference room in the CMI office at 1903 Key Blvd. No date has been set for CVIII’s next regular Board of Directors meeting.

The meeting adjourned at 9:25pm

October 19, 2000 Colonial Village III  Annual Meeting Minutes

Call to order: With a quorum of unit owners voting by proxy and in person of 25.943%, the meeting was called to order at 7:20pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Dennis Gerrity, Secretary, and Joe Sifer, Member-at-Large. Corbin Weiss, Treasurer, arrived at 7:45pm. Also present were unit owners James Crowder, Mahmoud Ghannam, Shirley McAlhaney, June O’Connell, Elizabeth Rawlins, and Catherine Sharp, Maintenance Engineer Stan Kiman, and Association Manager George Hedrick

Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Reading and Approval of Minutes: Minutes of the 21 October 1999 Annual Meeting were approved without change.

Reports of Officers:

President: Mr. Palmore introduced members of the Board for the term of 21 October 1999 to 19 October 2000. Mr. Palmore also introduced Mr. Kiman and Mr. Hedrick. Mr. Palmore then led a discussion of what he considered to be the major issues addressed by the Board during the past year. Parking Garage: In response to numerous complaints from residents about difficulties finding places to park, the Board decided to survey CVIII’s owners and residents on the possibility of CVII building a parking garage on its own property. Mr. Gerrity was asked to prepare a letter providing descriptions of several versions of this facility, their costs and financing options and a survey form. The response of CVIII’s owners was overwhelmingly against building any sort of parking facility. Reserves: Mr. Palmore discussed the importance of CVIII having adequate financial reserves for the maintenance and replacement of common areas of CVIII’s physical plant. The Board commissioned Thomas Downey, Ltd., a consulting engineering firm, to produce a review of CVIII’s reserve accounts. The purposes of this study were to ensure that the coverage of CVIII’s reserve accounts was comprehensive and that CVIII had realistic estimates of the life expectancy and replacement or maintenance costs of specific items. This study was also intended to ensure that realistic annual contributions were made to reserve accounts and to warn CVIII of the possible need for special assessments in out years. Mr. Douglas White of Thomas Downey produced a draft of this study in September. The Board will review this draft with Mr. White at its 20 November 2000 meeting. Drainage: Mr. Palmore provided details of flooding problems in laundry and storage rooms and crawl spaces in all four of CVIII’s buildings. This flooding was diagnosed as the result of an inadequate existing drainage system compounded by the design of CVIII’s replacement roofs. A consulting engineering firm, Thomas Downey, Ltd., was hired to draw up specifications for the design, construction methods and materials for a drainage system to stop this flooding. Bids were solicited from a number of firms. Hix and Sons, who had done similar work elsewhere in Colonial Village in a satisfactory manner, was awarded the contract for this drainage project based on price and its promise to begin work in August 2000 and to be finished before the end of the year. Hix had not begun work as of the date of this meeting and will not finish until after the first of the year because Arlington County recently stiffened its standards for permits by requiring highly detailed drawings. Mr. Hedrick informed the Board that Thomas Downey is soliciting bids from civil engineering firms to prepare these drawings. Once they are done and permit applications submitted and approved, then work will begin. Hallway Renovations: The Board found it necessary to delay hallway renovations from the fall of 2000 to the winter of 2001-2002 because it decided to divert reserve funds set aside for renovating hallways to paying for the drainage project. The Board saw this in terms of putting off for one year fixing a cosmetic problem in order to correct flooding problems that threatened the structural integrity of CVIII’s buildings. Mr. Palmore explained that the drainage project was an addition to CVIII’s capital infrastructure rather than the repair or replacement of something that already existed. Therefore, no reserve account existed to pay for it. Closer Supervision of Delinquency Collections: Mr. Palmore discussed in broad terms the Board’s attempts to improve the collection of delinquent assessments and associated fees and costs. While CVIII’s delinquent accounts are in better shape than those of CVI, CVII and the “industry” average, the Board has been unhappy with the sloppy way CMI and Chadwick, Washington have managed the collections process in general, and, more specifically, their inability to settle three accounts. The Board has pushed for improvements and plans to continue to do so.

Treasurer: Mr. Weiss briefly discussed CVIII’s budget for 2001, emphasizing his satisfaction with the Board holding next year’s increase in assessments to less than six per cent.

Management:

Engineer: Mr. Kiman thanked the Board for his pay raise and length-of-service bonus. The Board thanked him for his yeoman-like service to CVIII.

Association Management: Mr. Hedrick discussed CVIII’s budget for 2001, alerting the Board to items that might exceed budgeted levels. These included natural gas (hot water) because of the upward trend of energy prices, snow removal because of the unpredictability of weather, and refuse removal because the trash service had not asked for a rate increase in several years.

Committee Reports:

Landscaping: Mr. Weiss issued a call for volunteers to join him on this committee.

Election of Members of the Board of Directors: Mr. Hedrick explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of Directors. Mr. Hedrick explained that there were two vacancies this year, both due to the normal expiration of three years terms. Inspectors of Election: Unit owners James Crowder and Elizabeth Rawlins were appointed inspectors of the election of members of CVIII’s Board of Directors. Candidates for Election to Board of Directors: The names of Shirley McAlhaney, a member of the Board in 1989-90, and Peyton Palmore and Corbin Weiss, both members of the current Board, appeared as candidates on the proxy statement distributed prior to this meeting. Ms. McAlhaney and Mr. Palmore briefly introduced themselves as candidates to those attending this meeting. Mr. Hedrick asked if anyone else present was interested in standing for election to the Board, and if so, to please step forward. No one did. Unit Owner Forum: Ms. O’Connell asked where candidates stood on the issue of occupancy limits. No candidate spoke against instituting such limits. Election Results: Given the required quorum, Mr. Palmore and Mr. Weiss each received more than 50% of the common interest voted by proxy and in person at this meeting and each received more of the common interest voted by proxy and in person at this meeting than Ms. McAlhaney. Therefore, Mr. Palmore and Mr. Weiss were elected to the Board of Directors for three-year terms.

Old Business:

2001 Budget: After discussion, a motion to approve the proposed 2001 budget was made, seconded and approved unanimously.  

Occupancy Limits: A proposed resolution establishing occupancy limits within all units in CVIII was distributed with the announcement of this meeting. This proposed resolution was discussed, and suggestions were made to amend it so that the limit would three persons for a one-bedroom unit and four persons for a two-bedroom unit in order to make allowances for children. Questions were raised with respect to the enforcement of this proposed resolution. No vote was taken on this proposed resolution.

New Business:

Election of Officers: A motion to elect Peyton Palmore, President, Michael Bodden, Vice-President, Corbin Weiss, Treasurer and Dennis Gerrity, Secretary was made, seconded and approved unanimously.

Executive Session: None.

The date and location of CVIII’s 2001 Annual Meeting will be announced in September 2001.

The meeting adjourned at 8:15 pm.

October 19, 2000 Colonial Village III Board of Directors Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 8:15pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Corbin Weiss, Treasurer, Dennis Gerrity, Secretary, and Joe Sifer, Member-at-Large, unit owners James Crowder, Mahmoud Ghannam, Shirley McAlhaney, Elizabeth Rawlins, and Catherine Sharp, Maintenance Engineer Stan Kiman, and Association Manager George Hedrick

Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Resident Forum:  Ms. Rawlins asked the Board for permission to remove the carpeting in her first-floor unit and install hardwood flooring. She said that she had spoken to the owners of adjacent units, and they had no objections. The Board told Ms. Rawlins that CVIII had no regulations on the type flooring installed in first-floor units. Mr. Ghannam suggested that the Board prepare an informational packet for new residents of CVIII. This packet would be designed primarily for tenants, orienting them with respect to CVIII’s organization, its rules and regulations, and their enforcement. Ms. McAlhaney recommended that Mr. Mahmoud’s suggestion be softened by including information about publicly and privately provided amenities in the immediate neighborhood of CVIII. In the course of discussing this matter the Board discovered that Mr. Hedrick was preparing such a packet for one of the other associations in Colonial Village. The Board decided to use this packet as a template for its own effort.

Reading and Approval of Minutes: A motion to read and approve the minutes of the 6 September 2000 Board meeting was not made.

Reports of Officers

President: Mr. Palmore informed the Board that he regularly received correspondence dealing with matters such as zoning appeals, changes in parking regulations, and the like from Arlington County. He said that he had been giving this material to Mr. Bodden to review for items pertinent to CVIII. Mr. Bodden said that he would bring such items to the Board’s attention.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman reported that he was about to begin sanding and painting exterior wrought iron rails. During the next month he would also be occupied with preparing CVIII for the winter. This would involve such things as shutting off water supply to exterior faucets, putting hoses away until next spring, and clearing roofs of leaves and other debris.

September Financial Update: Mr. Hedrick reported that as of the end of September CVIII had a year-to-date operating surplus of $4463. Details of the September financial report are available for unit owner review at the CVIII office.  

Old Business:

Storm Drainage Project: Mr. Hedrick informed the Board that Hix had not yet started work because Arlington County had recently begun requiring that applications for permits for such work be accompanied by detailed drawings that would have to be prepared by a civil engineer. Mr. Hedrick told the Board that Doug White of Thomas Downey was soliciting bids from civil engineering firms to prepare these drawings. Mr. Hedrick warned the Board that the cost of these drawings would be in the “thousands” of dollars range. Several members of the Board commented on the cost of this project going up before one shovel full of dirt had been turned. Mr. Sifer inquired about a waiver or grandfather clause that would allow CVIII to avoid this additional cost. Mr. Bodden volunteered to contact Arlington County to find out exactly what types of drawings were required and how CVIII could minimize their cost.

Landscaping Update: Fall and Winter Pruning: In response to a query from Mr. Weiss, Mr. Hedrick informed the Board that T&J would give bushes and shrubs a light trimming within the next several weeks and an extensive pruning once cold weather had set in. Mr. Hedrick said that the dead of winter, late January or early February, was when Bartlett would give its lowest price for pruning trees. The Board told Mr. Hedrick to schedule tree pruning accordingly. Mr. Weiss and Mr. Hedrick agreed to meet at a future date to review what trees needed pruning. 1729 Queens Ln.: Mr. Hedrick reported that T&J had removed the cotoneaster, Hawthorne and ivy located between the entrances to 1729 Queens Ln. and replaced them with Julian Barberries and a Crape Myrtle. T&J would finish work at this location by planting the sedum for which CVIII contracted.1729 Queens Ln.: Mr. Weiss asked if Mr. Hedrick had received a bid from T&J with respect to three spruces located in front of 1729 Queens Ln. Two of these spruces were unhealthy and were to be removed. The third was in good shape and was to be transplanted to a slightly more prominent location. Mr. Hedrick said that he had not received this bid from T&J. He reminded the Board that Ms. Sambataro said that it would be cheaper to remove all three and plant a new spruce. The Board asked Mr. Hedrick to pursue a bid from T&J based on Ms. Sambataro’s advice and include in that bid the possible substitution of a flowering tree such as a Buckeye for the spruce. 1805 Queens Ln.: Mr. Weiss asked Mr. Hedrick about the status of three mounds of earth left over from the removal of three spruces which until this spring were located in front of 1805 Queens Ln. Mr. Hedrick explained that Bartlett Tree Service had been awarded the contract to remove the spruces and their mounds. They had removed the former but not the latter. Mr. Hedrick said that he had been in contact with Bartlett a half dozen times about removing these mounds and was withholding $4000 in payments due to Bartlett until they finished the job. A suggestion was made and accepted by Mr. Hedrick that he tell Bartlett to remove the mounds or CVIII would have T&J do the job and deduct the cost from the $4000 in payments being withheld from Bartlett. 1808 Queens Ln.: Mr. Bodden brought to the Board’s attention a diseased Hawthorne located in front of 1808 Queens. Mr. Hedrick said that he would have T&J look at this tree, and, if necessary, prepare a bid to replace it.

Shopping Center at 1711-37 Wilson Blvd: Mr. Weiss asked Mr. Hedrick for an update on the parking lot of the shopping center located just east of CVIII on Wilson Blvd. Mr. Weiss said that this parking lot had not been repaved as he had been led to expect. Nor had repairs been made to this property’s sidewalk and curb adjacent to a privacy fence CVIII erected on the eastern edge of CVIII’s property. Mr. Hedrick that Mary Carrig of the Arlington County Zoning Department told him that the owner of this property gave the county a commitment to repave the parking lot and repair the sidewalk and curb. Unfortunately, Ms. Carrig no longer works for the Arlington County Zoning Department. Mr. Hedrick said that he would have to get her replacement up to speed on resolving CVIII’s complaints about the state of this parking lot, sidewalk and curb. Mr. Weiss asked and Mr. Hedrick agreed to provide him with the name and phone number of the responsible Arlington County official with whom he would pursue this matter.  

Colonial Village’s Public Sidewalks: Mr. Bodden brought the Board’s attention the crude asphalt patches Arlington County used to correct places where public sidewalks were not level on Rhodes St. and Key Blvd. in Colonial Village. Mr. Weiss pointed out that Arlington County had upgraded public sidewalks on the northern side of Wilson Blvd. in both Rosslyn and the Court House area, but has done nothing about those on the Wilson Blvd. side of Colonial Village. Mr. Weiss suggested that a good way to link up all three neighborhoods would be to make sure that they shared the same style and quality of public sidewalk. Mr. Weiss asked and Mr. Hedrick agreed to provide him with the name and phone number of the responsible Arlington County official with whom he would pursue this matter.

New Business:

Contacting CVIII’s Property Manager: Several Board members reported inquiries from residents about when was the best tine to get in touch with CVIII’s property manager, George Hedrick. Mr. Hedrick said that he is available from 8:00am to 5:00pm, Monday through Friday, holidays excepted. The best time to reach him by phone is between 8:00am and 9:00am. During the course of a day he has a substantial piece of property to inspect and a staff of maintenance engineers to supervise. He is frequently out the office because of meetings, both on and off site, with residents, contractors, Arlington County officials, and his employer, CMI. Mr. Hedrick can be reached by email at ghedrick@comsource72.com.

Move-in Fees:  Over the past year the Board has received a number of complaints about damage done to hallways by residents moving in and out. In order to recoup some of the costs of repairing this damage the Board discussed instituting a move in fee. This fee would be the liability of unit owners, and if they rented their unit out, it would be their responsibility to collect it from their tenant. The Board was in favor of this idea but divided over making the fee $50 or $100. The Board decided to revisit this matter at a future meeting.

Executive Session:

The Board discussed matters related to association management and delinquent assessments.

The next Board meeting is scheduled for 6:30pm on 20 November 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 9:00pm.

November 20, 2000 Colonial Village III Board of Directors Meeting Minutes

Call to order: With a quorum present, the meeting was called to order at 6:30pm. Present at that time were Peyton Palmore, President, Dennis Gerrity, Secretary, and Joe Sifer, Member-at-Large. Michael Bodden, Vice President, arrived at 7:35pm. Also present were Mr. Douglas White, a consulting engineer with Thomas Downey, Ltd., Maintenance Engineer Stan Kiman, and Association Manager George Hedrick.

Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting

Presentation and Discussion of Reserve Funds Study:

CVIII maintains reserve funds accounts to cover the costs of repairing, restoring or replacing common elements of its property. These include:

• Common area mechanical, electrical, and plumbing systems;
• Structures, exterior walls and roofs;
• Pavement and sidewalks;
• Fences and retaining walls;
• Common area aesthetic finishes, that is to say, paint and carpet.

Since its inception CVIII has made annual contributions of approximately 25% of annual assessments to these reserve accounts. This has been sufficient to allow for the completion of one very big project, the replacement of the roofs of all buildings without resort to special assessments, and a number of smaller projects, such as painting exterior wood work, replacing deteriorating retaining walls and concrete steps at several locations, a broken hot water, and the like. At the present time, CVIII is making monthly contributions of $9010 to its reserve accounts. CVIII had accumulated replacement reserves of $212,531 as of the end of October 2000. During 2001 it plans to spend about $65,000 to correct drainage problems and about $120,000 to paint and install new carpet in common hallways over the following two years.

Because the Board had no idea whether 25% of current and future annual assessments would be adequate to fund future needs to repair, restore or replace infrastructure, it put out for bid a study of these accounts that would help ensure that:

(i) They were comprehensive, that is to say, all elements of CVIII’s infrastructure were included;

(ii) They were based on realistic estimates of the costs of repair, restoration or replacement of specific items;

(iii) They reflected reasonable estimates of the useful service life of covered items to help the Board to budget accurately for future expenditures.

Thomas Downey, Ltd. was awarded the contract to produce this study based on price and the quality of work it had done elsewhere in Colonial Village. In September, Mr. Douglas White, a consulting engineer with the above firm, sent the Board a first draft of his study of CVIII’s reserve funds accounts. Mr. White was kind enough to attend this evening’s meeting to give a presentation of his report and answer questions from those in attendance. Mr. White emphasized the following points in his discussion:  

• Current funding levels are adequate for the next few years. However, his analysis shows that “starting in about 2010 funds will run short” and within several years these reserve accounts will be in deficit by $500,000 or more. To cover this shortfall CVIII will have to either immediately increase its annual contributions to build up sufficient reserve account balances or resort to special assessments ten years from now.
• The importance of preventative maintenance in extending the life of CVIII’s infrastructure. For example, sealing cracks in the asphalt pavement of the parking lot keeps it from being broken up by water seepage and winter’s freeze and thaw cycles. Obviously, this reduces how often the parking lot has to be repaved.
• CVIII is over sixty years old, and while many aspects of its infrastructure were upgraded during its conversion to a condominium during the late 1980s, there are some expensive exceptions. For instance, exterior brick and concrete masonry walls are original construction, and the mortar joining the brickwork is showing the effects of sixty years of weather. Within the next few years a long-term program to tuck point exterior brick walls will have to begin.
• The chimney located behind 1729 Queens Ln. is leaning away from the building and has cracked mortar. If repairs are not made and steel bracing installed within the very near future, then this structure might collapse. While in better structural condition, the chimney behind 1821 N. Rhodes St. would also benefit from steel bracing. Mr. Hedrick was asked and agreed to obtain bids to correct the damaged chimneys as soon as possible.

The Board reviewed Mr. White’s study in detail, and complimented him on the scope and clarity of his work. The Board focused its attention on financing these accounts, particularly the substantial deficits Mr. White forecast for 2010 and later. After lengthy discussion, the Board developed the following proposal: CVII earns interest income on its reserve accounts and general operating fund, which it currently uses to cover general operating expenses. In 2000 this interest income is forecast to be about $17,000. Effective 2002, this interest income would be earmarked for reserve accounts. This interest income plus a one-time $12,000 annual increase in the level of contributions to reserves, plus annual adjustments for inflation, plus the “miracle of compounding” would allow CVIII to accumulate approximately $500,000 by the year 2010 and thus avoid the necessity of special assessments. Several members emphasized the importance of the Board making sure that unit owners do not view this earmarking of interest income as “found” money. Assessments will have to be raised by $17,000 to sustain the current level of operating expenditures. Mr. White was asked and agreed to rework his estimates of future yearly assessment levels to reflect the above proposal. He was also asked and agreed to provide estimates of the effects of no change to current practice except for a 10 % annual increase in contributions to reserve accounts and the effects of a 4% inflation rate on future assessment income and expenses. Mr. White was also asked and agreed to show the garages as an item separate from the rest of the reserve accounts because their maintenance and upkeep are the concern of only those who own garages, not the community as a whole.

Resident Forum: No one spoke.

Reading and Approval of Minutes: Minutes of the 6 September 2000 meeting and the19 October 2000 meeting were approved without change.

Reports of Officers: None. 

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman informed the Board that no unusual maintenance problems occurred since the Board’s last meeting. In addition to his day-to-day duties, he continued to prepare CVIII for this coming winter, sanding and painting exterior wrought iron rails as time and weather permitted. Temporary Assistance to CVI: Mr. Hedrick informed the Board that he was actively searching for a qualified replacement for CVI’s maintenance engineer who quit within the past week. Until such a person is found, Mr. Hedrick advised the Board that he would have to use Mr. Kiman and the engineers for CVII and the Commons to provide emergency services to CVI. CVIII would be reimbursed by CVI for however much time Mr. Kiman was diverted from his normal hours of service to CVIII. If Mr. Kiman had to spend time beyond his normal workweek assisting CVI, then CVI would compensate him directly at overtime rates.

October Financial Update: Mr. Hedrick reported that as of the end of October CVIII had a year-to-date operating surplus of $380.49. Details of the October financial report are available for unit owner review at the CVIII office.

Correspondence: Mr. Hedrick brought to the Board’s attention a letter from Mr. Weiss to Mr. Allan Hudson, property manager of the shopping center locate at 17111-37 Wilson inquiring how CVIII and Mr. Hudson could work together to ensure that patrons of this shopping center can be deterred from continuing to damage the privacy fence CVIII installed to separate the two properties. Mr. Weiss also inquired about future tenants of the shopping center, and if Mr. Hudson had any knowledge of Arlington County’s plans for the sidewalk on the Wilson Blvd. side of the shopping center. Mr. Hedrick brought to the Board’s attention correspondence with Ms. Elizabeth Rawlins of 1821 N. Rhodes St., #265 in which Ms. Rawlins requested and the Board granted permission for her to install wooden floors in her unit. Mr. Hedrick brought to the Board’s attention a letter from Ms. Tanya Flemons of 1829 Wilson Blvd., #230 requesting permission to install wooden floors in her unit. In the rush of business, Mr. Hedrick neglected to get the Board to consider Ms. Flemons’ request.

Old Business:

Landscaping: Mr. Hedrick presented the Board with a bid from Bartlett Tree Experts for winter tree pruning, dormant oil spraying and Merit insecticide treatment of a Hemlock and all of CVIII’s Azaleas. The Board asked Mr. Hedrick to add a Sycamore located in front of 1809 Queens Ln. to the list of trees to be pruned, but put off a vote on this contract until Mr. Weiss was present to discuss the items covered by this bid.

Move-In Fee: Several times during the past year while discussing the cost of renovating common hallways of CVIII’s buildings, the Board considered the possibility of instituting a move-in fee as a means to cover some of the cost of damage done to hallway walls, trim work and doors when residents move in or out of buildings. After discussion at this meeting, a motion was made seconded and approved unanimously to institute a $100 move-in fee, which would be a one-time charge for resident owners and would be charged every time a tenant moved into a unit. Unit owners would be responsible for paying this fee for themselves and every time that a tenant moved into their unit. To give unit owners thirty days notice of this regulation and a chance to comment on it before it is implemented the Board requested that Mr. Hedrick schedule discussion of it at the Board’s 15 January 2001 meeting.

Occupancy Limits: The Board discussed issuing regulations limiting the number of individuals residing in units The Board decided that this was not a problem at the present time, and such regulations were unnecessary. If a problem did arise, CVIII had the option of turning to one of several Arlington County agencies for relief.

Snow Removal for Winter of 2000-2001: Mr. Hedrick informed the Board that T&J recently made a request to be released from its contract for snow removal service for the winter of 2000-2001 because it was not confident that it could provide the specified level of service. Mr. Hedrick agreed to cancel the snow removal contract with T&J because he felt that he could the level of service desired by the Board from some other firm. Based on discussions with other snow removal firms, Mr. Hedrick recommended a firm, Snow Services Inc., which agreed to provide the same level of service as T&J, though at slightly higher prices. The Board reviewed a contract Mr. Hedrick drew up with Snow Services, Inc. and asked Mr. Hedrick to include instructions to Snow Services, Inc. to plow the parking lot in such a fashion as to maximize access to parking spaces. A motion to approve this contract with Snow services, Inc. was made, seconded and approved unanimously.

New Business:

Holiday Party: In past years CVI, CVII, CVIII and the Commons have organized and contributed to a Holiday party for all the residents of Colonial Village. This year’s party will be held on 13 December 2000 between 6:00pm and 8:30pm in the CVII meeting room located at 1701 N. Troy St. A motion to contribute $100 to the cost of this party was made, seconded and approved unanimously.

UPS Parcel Pickup at Key Blvd. Office: Mr. Hedrick informed there Board that there had been a substantial increase in the number of packages being left at the CMI office on Key Blvd. because residents were not home to sign for UPS deliveries. Given this increase, Mr. Hedrick suggested that it would be in the interest of residents, CMI and UPS if CVIII had a set of regulations governing how CMI would accept these packages and how residents would retrieve them from the CMI office and the liabilities of all parties involved. Mr. Hedrick presented the Board with his proposal for such a set of regulations, and after discussion a motion to approve them was made, seconded and approved unanimously. To give residents thirty days notice of these regulations and a chance to comment on them before they are implemented the Board requested that Mr. Hedrick schedule discussion of them at the Board’s 15 January 2001 meeting.

Executive Session: A motion was made, seconded and approved unanimously to go into executive session. Delinquent Assessments: The Board reviewed a report prepared by Mr. Gerrity that detailed shortcomings in CMI and Chadwick, Washington’s efforts to collect delinquent assessments. A motion was made to amend the Board’s instructions to CMI and CVIII’s law firm with respect to the collection of delinquent assessments. To wit: if a delinquent unit owner entered a new calendar year without having agreed by the 15th of January of that new calendar year to a payment plan and without having signed a note payable on default of that payment plan, then CVIII’s law firm would seek to have assessments for the new calendar year accelerated and secured by a new or updated lien as soon as legally possible. This motion was seconded and approved unanimously.

Holiday Bonuses: After discussion, a motion to award Holiday bonuses of $750 to Stan Kiman, $250 to Leoncio Guevarra, and $100 to Lee Moore was made, seconded and approved unanimously.

The next Board meeting is scheduled for 6:30pm on 18 December 2000 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 930pm.

December 18, 2000 Colonial Village III Board of Directors Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30pm. Present at that time were Peyton Palmore, President, Michael Bodden, Vice President, Corbin Weiss, Treasurer, Dennis Gerrity, Secretary, and Joe Sifer, Member-at-Large, Maintenance Engineer Stan Kiman, and Association Manager George Hedrick.

Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Resident Forum: No one spoke.

Reading and Approval of Minutes: Minutes of the 20 November 2000 meeting were approved without change.

Reports of Officers:

President: Mr. Palmore reported that he attended the Colonial Village Holiday party held on the 13th of this month and that it was a worthy event, meriting the attendance of more of CVIII’s residents in future years.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman reported that no unusual maintenance problems occurred during the last month and that, in addition to his day-to-day responsibilities, and given the dictates of weather, he continued to work on sanding and painting exterior wrought iron rails and painting common basement areas.

November Financial Update: Mr. Hedrick reported that as of the end of November CVIII had a year-to-date operating surplus of $1482.84. Details of the November financial report are available for unit owner review at the CVIII office.

Correspondence: Mr. Hedrick brought to the Board’s a letter from a resident unit owner complaining about noise from emanating from a party held on 11 and 12 November 2000 in a unit at 1813 Queens Ln. Mr. Hedrick informed the Board that he wrote the owner of this unit a letter in which he detailed this complaint, asked that this problem not occur again, and warned of monetary sanctions if it did. Mr. Hedrick brought to the Board’s attention a letter from a resident unit owner complaining about a Honda Prelude (Virginia Tag YXS 2010) that is frequently parked near the intersection of Wilson Blvd. and N. Rhodes St and has a very sensitive and noisy anti-theft alarm. After a brief discussion, the Board asked Mr. Hedrick to notify this unit owner that even if this vehicle was owned by a CVIII resident there was nothing the Board could do about its noisy alarm so long as it was parked on a public street, and that their best source of relief from this nuisance was the Arlington County Police Department. Mr. Hedrick brought to the Board’s attention a letter from Ms. Tanya Flemons, resident unit owner of unit #230 at 1829 Wilson Blvd., requesting permission to install wooden floors in her unit. After discussion, a motion to approve Ms. Flemons’ request to install wooden floors, subject to her providing the Board with written permission from Drs. Gentry and Coutin who own several units located beneath her unit, was made, seconded and approved unanimously.  

Old Business:

Reserve Funds Study: Mr. Hedrick brought to the Board’s attention an updated version of Mr. Douglas White’s study of CVIII’s Reserve Accounts in which Mr. White showed the effects of 2% and 4% rates of inflation and earmarking interest income from these accounts. The Board put off discussion of this updated version of Mr. White’s study until its January meeting.

Storm Drainage Project:

Mr. Hedrick brought to the Board’s attention a bid of $9250 from the Alpha Corporation to provide plan and profile drawings with hydraulic calculations, which are required by Arlington County as part of applications for permits that Hix & Sons must have to construct the storm drainage project the Board approved at its 19 June 2000 meeting. Given that Hix’s bid to do this project was $56,069, members of the Board were taken aback by the cost of these drawings, and, after discussion, the Board asked Mr. Hedrick to write Alpha Corporation and ask for an explanation in detail of how this $9250 was going to be used to produce these drawings.

Landscaping Update:

T&J Lawn Service: Mr. Hedrick reminded the Board that it had directed him to withhold a monthly payment from T&J because the Board was not satisfied with the job T&J was doing trimming bushes and shrubs. Mr. Hedrick told the Board that T&J was currently working in Colonial Village and asked for the authority to release this payment to T&J once he was certain that they had completed the fall pruning in a satisfactory manner. After discussion, a motion authorizing Mr. Hedrick to release this payment to T&J when he was satisfied that they had completed pruning bushes and shrubs was made, seconded and approved unanimously. In addition, Mr. Hedrick was asked to see that T&J removed seasonal debris that had collected in the sunken lawn located in front of 1728 Queens Ln. Mr. Hedrick was questioned about the status of the sedum that T&J was supposed to plant at the entrance of 1729 Queens Ln. Mr. Hedrick said that T&J would plant this sedum in the spring of 2001. Fall Tree Maintenance: Mr. Weiss reviewed with the Board a bid of $6975 from Bartlett Tree Experts to cut back, trim and prune numerous large trees in CVIII. This bid also included removing several “hemlocks” located in front of 1729 Queens Ln and applying of dormant oil spray where necessary and treating an infested hemlock and all of CVIII’s azaleas with Merit insecticide. After discussion, a motion to approve Bartlett’s bid was made, seconded and approved unanimously. In response to a question from the Board, Mr. Hedrick said that he continued to withhold a payment of about $4000 from Bartlett until they remove three mounds left over from the removal of trees in front of 1805 Queens Ln. Perennials: In response to a suggestion from the Board, Mr. Weiss asked Mr. Hedrick to set up a meeting with a representative of T&J to discuss planting perennials such as forsythia, daffodils, tulips, and day lilies. This would both improve the appearance of CVIII and reduce expenditures on annuals.

Holiday Party: A motion to approve the expenditure of an additional $10 on this year’s Holiday party was made, seconded and approved unanimously.

New Business:

Holiday Gift: After discussion, a motion to give Mr. Hedrick a Holiday gift was made, seconded and approved unanimously.

Executive Session: A motion was made, seconded and approved unanimously to go into executive session, during which the Board discussed matters related to delinquent assessments.

The next Board meeting is scheduled for 6:30pm on 15 January 2001 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:00 pm.