January 21, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30 p.m. Present at that time were Michael Bodden, president; Dennis Gerrity, secretary; Christian Hamaker, member-at-large; 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 residents except Board members were present.

Reading and Approval of Minutes: Motions approving the minutes of the 19 November 2001 and 17 December 2001 meetings without change were made, seconded and approved unanimously.

Reports of Officers: None.

Committee Reports:

Newsletter Committee: Mr. Hamaker agreed to chair this committee, which would produce and edit material for CVIII’s newsletter, distribution of which would resume on a quarterly basis this year. The Board discussed a number of topics for upcoming issues.

Management Report:

December Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the December financial report, CVIII had a year-to-date operating surplus of $5,150.43 as of the end of December 2001. The Board noted that this surplus was the result of several large delinquencies being paid off and a change in how legal expenses incurred attempting to collect delinquencies are carried on CVIII’s books. Details of the December financial report are available for unit owner review at the CVIII office.

Old Business:

Landscaping Update: The Board asked Mr. Hedrick what happened to the fall pruning T&J was supposed to provide CVIII. Mr. Hedrick told the Board that T&J was working elsewhere in Colonial Village the week of this meeting and would probably get to CVIII at the end of January, at which time it would get caught up on pruning CVIII’s plants, shrubs and small trees.

Storm Drainage Project: Mr. Hedrick informed the Board that Hix had completed work on Buildings One and Three except for cleaning up construction debris and landscaping repairs. Mr. Hedrick told the Board that Hix had inadvertently omitted a pipe to collect runoff from a downspout on the southeast side of 1732 Queens Ln. from its final bid on Building Three. Mr. Hedrick asked the Board to approve $429 for this line. After discussion, a motion to that effect was made, seconded and approved unanimously. In response to a query from the Board, Mr. Hedrick said that a punch list had not yet been prepared for review prior to the release of the final payment due to Hix.

Replacement Windows and Doors: The Board reviewed material it had gathered to develop a set of standards for unit replacement windows that would meet the approval of Arlington County’s Historical Affairs and Landmark Review Board (HALRB). Mr. Hedrick told the Board that he planned to meet later in the week of this meeting on site with Doug White of Thomas Downey, Ltd. and a contractor to discuss replacement doors and windows.

Chimney Repairs: Mr. Hedrick informed the Board that an engineer from Thomas Downey, Ltd. had inspected the chimney behind Building One. He found additional cracks. He advised CVIII that if this chimney were to be kept from collapsing, then its top half would have be torn down and rebuilt to the height of the top of the adjacent parapet. The Board felt this approach was too expensive. It asked and Mr. Hedrick agreed to contact Mr. Leventhal of the HALRB with a proposal that this chimney be demolished completely and the hot water heater exhaust pipes that it housed be enclosed with plywood covered with a brick facing.

Electric Meters: Mr. Hedrick told the Board that he was still trying to get Kolb Electric, Inc. to provide a bid to replace the metal boxes that protect house unit owners’ electric meters from the elements.

Parking Lot Asphalt: Mr. Hedrick presented the Board with a bid of $2,500 from Espina Stone Co. to do the following work on CVIII’s parking lot: fill cracks, seal the surface, restripe parking spaces, and scrape and paint yellow curbs. Mr. Hedrick said he was trying to get two additional bids for the Board to consider before it made a decision on this project.

Contracting for Gas and Electricity: Mr. Hedrick was asked to follow up on material from Dominion Power explaining how consumers could best reduce their electric bills given the deregulation of electric power generation in Virginia. In a similar vein, Mr. Hedrick told the Board that he had been in touch with a representative of Pepco Services with respect to CVIII’s purchases of natural gas.

New Business:

Water Line Break: Mr. Hedrick informed the Board that a leak was found in a four-inch copper pipe supplying water to Buildings One and Three. Dwyer Plumbing made repairs, which required cutting off all water service to these two buildings, on 16 January 2002.

Fire Code Violations in Storage Room: The Board informed Mr. Hedrick that residents of Building Four were storing their possessions in the aisles of the storage rooms located in the basement of 1808 Queens Ln. This was a violation of both Arlington County’s fire code and CVIII’s bylaws (Article XI, Section 1, Paragraphs (d) and (e)). The Board asked and Mr. Hedrick agreed to distribute a notice to residents of this violation and warning them to remove their possessions from common areas or association management would remove them. The Board asked Mr. Hedrick to have Mr. Kiman police these storage rooms for this problem on a regular basis in the future.

Executive Session: A motion was made, seconded and approved unanimously to go into executive session to discuss delinquent assessments and a complaint about a noisy resident.

The next Board meeting is scheduled for 6:30 p.m. on 20 February 2002 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:00 p.m.

February 20, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:35 p.m. Present at that time were Peyton Palmore, vice president; Dennis Gerrity, secretary; Christian Hamaker, member-at-large; maintenance engineer Stan Kiman; and association manager George Hedrick. Fred Kuhm, a unit owner, arrived at 7:00 p.m.

Proof of Notice of Meeting: All unit owners in attendance, except Mr. Kuhm, acknowledged the timely receipt of notice of this meeting. Mr. Kuhm said that he was told in a phone call to the CMI office that the meeting began at 7:00 p.m.

Resident Forum:

Mr. Kuhm informed the Board that he had installed replacement windows in the unit he owned (#264 at 1821 N. Rhodes St.) without obtaining a building permit from Arlington County. This permit would not have been issued without a certificate of appropriateness from Arlington County’s Historical Affairs and Landmark Review Board (HALRB), which he also failed to obtain. If he could not get HALRB approval of these replacement windows, Mr. Kuhm told the Board it was his understanding that Arlington County would likely require him to remove these windows and install ones that the HALRB would approve. Mr. Kuhm said that he had gotten into this predicament because he was unaware of CVIII’s historic status. The Board pointed out to Mr. Kuhm that there is distinct mention of CVIII’s historic status, and governmental oversight of this status, in both CVIII’s Declaration and Bylaws. Further, the Board told Mr. Kuhm that it had been negotiating standards for replacement windows with the HALRB for the last six months. The Board had discussed these negotiations at its monthly meetings, and these discussions had been reported in the minutes of these meetings. The Board told Mr. Kuhm that his problem was a violation of Arlington County law, and the Board could not provide him with relief from this violation of civil law. The Board advised Mr. Kuhm to pursue this matter with Mr. Michael Leventhal, Arlington County government’s coordinator for the HALRB.

Reading and Approval of Minutes: A motion to approve the minutes of the 21 January 2002 meeting without change was made, seconded and approved unanimously.

Reports of Officers: None.

Committee Reports: None.

Management Report:

January Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the January financial report, CVIII had a year-to-date operating surplus of $1,980 as of the end of January. Mr. Hedrick said that this surplus would have been larger if some legal bills had not been paid in duplicate, a problem that would be corrected as soon as possible. Details of the January financial report are available for unit owner review at the CVIII office.

Old Business:

Storm Drainage Project Update: Mr. Hedrick informed the Board that an inspection found that Hix’s work on Buildings One and Three had been completed satisfactorily and final payment to Hix was released at the end of January. The Board noted that some splash pans and black plastic drainage pipes, which were no longer being used, could be found on the east side of Building One. Mr. Kiman said that he would remove them. The Board also noted that a three-foot section of a copper downspout located on the north side of 1816 Queens Ln. was missing. Mr. Kiman said that he would see that it was replaced.

Landscaping Update: Mr. Hedrick presented the Board with a list of proposed landscaping enhancements to be provided by T&J Lawn Service this spring. After discussion, a motion was made, seconded and approved unanimously for T&J to do the following:

Replace the nandina located just outside the Wilson Blvd. gate with twenty-two Densiformus Yews at a cost of $1,628. The nandina are to be transplanted to the north wall of 1736 Queens Ln. and south wall of 1801 Queens Ln. The nandina were meant to keep pedestrian traffic using the Wilson Blvd. gate on the sidewalks, but only half the plants received enough sunlight to flourish.
Remove and grind out the stump of a spruce tree located in front of 1733 Queens Ln. at a cost of $530. This tree is growing poorly because larger deciduous trees are blocking its access to sunlight.
Remove and grind out the stump of a spruce tree located in front of 1805 Queens Ln. at a cost of $530. This tree is growing poorly because larger deciduous trees are blocking its access to sunlight.
Remove and grind out the stump of a dead cherry tree located in front of 1817 Queens Ln. and provide and install an eight-foot tall Kousa Dogwood as a replacement at a cost of $795.
Create a single bed to link the maple tree and two spruce trees located in front of 1735 N. Rhodes St. at a cost of $95.

The Board discussed rearranging existing and planting additional spirea along the east side of the parking lot to channel pedestrian traffic off the lawn and onto the sidewalks but put off taking action until this fall. The Board also discussed installing mulch rings to cover bare spots around the bases of a number of magnolias but put off taking action until Mr. Hedrick could find out from the lawn service why grass and ground cover had so much difficulty growing under these trees.

Tree Maintenance: Mr. Hedrick presented the Board with a list of trees to be trimmed or removed by Bartlett Tree Experts this spring. After discussion, a motion was made, seconded and approved unanimously for Bartlett to do the following:

Cut back a Siberian Elm from the roof of 1829 Wilson Blvd. at a cost of $230.
Cut back a Southern Magnolia from the building at 1721 Queens Ln. at a cost of $200.
Elevate and clean the crown of a Pin Oak located in the courtyard in front of 1732 Queens Ln. at a cost of $525.
Cut back two large branches hanging over the roof of the south end of the garage at a cost of $375.
Remove deadwood from two Tulip Poplars and an entire Black Locust that were hanging over benches along the Rhodes St. sidewalk north of the driveway to the parking lot.
Elevate a Kwanzan Cherry and a hemlock located in front of 1805 N. Rhodes St. and elevate and clean the crown of a Willow Oak located in the courtyard behind this address at a cost of $500.
Remove substantial amounts of deadwood from three poplars located near 1821 N. Rhodes St. and the dead top of a walnut overhanging the benches near this address at a cost of $1300.

The Board asked Mr. Hedrick why magnolias at 1727, 1805 and 1813 N. Rhodes St. weren’t being cut back given that they were overhanging the roofs of their buildings by a greater extent than the tree at 1721 Queens Ln. Mr. Hedrick said that Mr. Kiman said that the magnolia at 1721 Queens Ln. was causing difficulties keeping a gutter and downspout clear. The Board also asked Mr. Hedrick why several large branches that were hanging over the north end of the garage were not included in Bartlett’s proposal. Mr. Hedrick said that he was not sure, but he assumed they did not pose the same risk of causing damage as those over the other end of the garage.

Parking Lot: Mr. Hedrick presented the Board with three proposals to clean and fill cracks in the parking lot’s asphalt surface with hot tar, seal its entire surface with a slurry mix, restripe parking spaces, and scrape and repaint the yellow curbs that give notice of fire lanes. These were: Espina Stone Co., $2,500; Haines Paving Inc., $3,105; and Dominion Paving, $3,300. Mr. Hedrick and Mr. Kiman recommended Haines Paving based on the quality of the work it did on CVI’s parking lot. Given this, a motion was made, seconded, and approved unanimously to award this contract to Haines Paving Inc. The Board asked Mr. Hedrick to schedule this work for the month of April so that residents who park their vehicles on this lot can be given at least one month’s notice and then repeated notice of the date they have to park their vehicles elsewhere. The Board asked Mr. Hedrick if it was possible to create additional parking spaces by narrowing existing spaces. Mr. Hedrick said that no run of spaces was long enough so that the current width of spaces could be reduced without making the new spaces too narrow for convenient use.

Chimney Repairs: Mr. Hedrick told the Board that he asked Douglas White of Thomas Downey, Ltd to prepare a set of specifications for contractors to bid on demolishing the chimney behind Building One and then enclosing the exhaust pipes for Building One’s hot water heaters with a wooden structure covered by a brick veneer. This set of specifications could also be used for CVIII’s application for a certificate of appropriateness for this project from Arlington County’s Historic Affairs and Landmark Review Board (HALRB).

Historic Affairs and Landmark Review Board (HALRB): Replacement Windows: The Board and Mr. Hedrick discussed a visit to CVIII made the week prior to this meeting by Mr. Michael Leventhal, Arlington County government’s coordinator for the HALRB. During this visit Mr. Leventhal emphasized the HALRB’s desire that the glass in CVIII’s replacement windows be divided by true or simulated muntins and not internal mullions. He inspected vinyl replacement windows at two of CVIII’s units. He pointed out the poor quality of measurement and installation at both these units to illustrate why the HALRB wanted a single standard for replacement windows in CVIII. Mr. Leventhal suggested that the Board have Mr. Hedrick contact large window manufacturers, such as Marvin, Pella and Anderson, and ask that they send one of their own representatives and an installer and make a bid for the status of being the “approved” supplier for replacement windows for CVIII. This would ensure that replacement windows were measured and installed correctly. It would help unit owners get a lower price than if they went directly to a local supplier. The Board decided to explore this approach by asking Mr. Hedrick to contact Marvin Windows to see if it would be interested in doing business with CVIII in such a fashion. The Board decided to go back to Hodges & Co. to see if the B.F. Rich vinyl window, which some unit owners wanted to use, could be installed in a fashion that would meet with HALRB approval. Replacement Doors: Mr. Leventhal reviewed the use of fiberglass or metal doors to replace the existing wooden entry doors to CVIII’s buildings. He said that the HALRB would most likely approve the use of non-wooden doors for basement doors but not first floor doors. The Board discussed information it had gathered on the prices of various types of doors nd their installation costs and decided that it had a way to go before it could be sure that CVIII was getting a good deal.

Hot Water Heater Gas Valves: Mr. Kiman informed the Board that $705 for parts and labor from USE Plumbing was the lowest bid he was able to get to replace three gas valves for Building Three’s hot water heaters that had been flooded after a heavy rain storm last summer. After discussion, a motion awarding this job to USE for $705 was made, seconded and approved unanimously.

New Business:

Management Contract: After discussion, a motion was made, seconded, and approved unanimously to renew CVIII’s management contract with CMI for the calendar year 2002 with the only change from the 2001 contract being a one and one half percent (1.5%) increase in the annual fee CVIII paid CMI.

Cleaning the Exterior Sides of Unit Entry Doors: The Board pointed out to Mr. Hedrick that the exterior sides of many unit entry doors and their jambs were noticeably soiled. The Board asked and Mr. Hedrick agreed to contact Condominium Cleaning, the firm that provides janitorial services to CVIII, and request that their on-site employee, Leo Guevara, clean these doors and jambs with soap and water on a regular basis. The Board asked Mr. Hedrick to remind Condominium Cleaning that they agreed last summer to include this service in Mr. Guevara’s work schedule.

Executive Session:

A motion was made, seconded and approved unanimously to go into executive session for the purposes of discussing a possible violation of CVIII’s Bylaws, the dedication of common elements as memorials, and delinquent assessments.

The next Board meeting is scheduled for 6:30 p.m. on 18 March 2002 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:12 p.m.

March 18, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:35 p.m. Present at that time were Michael Bodden, president; Peyton Palmore, vice president; Dennis Gerrity, secretary; Christian Hamaker, member-at-large; unit owners Craig Sterkx and Cindy Plunkett; 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 chose to speak in the open session of this meeting.

Reading and Approval of Minutes: A motion to approve the minutes of the 20 February 2002 meeting without change was made, seconded and approved unanimously.

Reports of Officers: None.

Committee Reports:

News Letter Committee: The Board discussed material to be included in forth coming issues of CVIII’s newsletter.

Management Report:

Engineer: Mr. Kiman reported that there were no unusual occurrences during the last month and that, in addition to his day-to-day responsibilities, he continued working on grinding off rust, priming and painting the wrought iron railings of the Rhodes St. pedestrian bridge. Mr. Kiman informed the Board that a hot water heater located in the basement of 1729 Queens Ln. had begun leaking and would probably have to be replaced later this year. Mr. Kiman warned the Board to expect the replacement of other hot water heaters within the next several years because all but two had exceeded their predicted service lives. Mr. Kiman also informed the Board that he had begun upgrading the locks on the exterior entry doors to basements with laundry, storage and trash rooms.

February Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the February financial report, CVIII had a year-to-date operating surplus of $7,369 as of the end of February. This is comparable to the $7,296 surplus CVIII had at the end of February 2001. Mr. Hedrick noted that a $1,300 charge against the tree maintenance account was for work done last year and would be transferred to last year’s books as soon as possible. Mr. Hedrick also noted that a $710 bill for snow plowing services in January had been paid rather than deducted from the $1,000 retainer CVIII paid Snow Services, Inc. for the winter of 2001-2002. Mr. Hedrick said that he has requested a refund of this $710. Mr. Hedrick also said that he continued to pursue a refund of approximately $3,600 in duplicate payments to CVIII’s law firm, Chadwick, Washington. Details of the February financial report are available for unit owner review at the CVIII office.

Old Business:

Landscaping Update: The Board asked and Mr. Hedrick agreed to forward a written complaint to T&J Lawn Service about their employees failing to remove debris they cleaned from beds prior to the application of mulch. Summer Annuals: After discussion, the Board decided to use red, white and blue impatiens for summer annuals. Theses were to be planted in the circular beds at the top of the steps from the parking lot and scattered locations elsewhere as highlights. The Board asked Mr. Hedrick to obtain bids for these impatiens from T&J and several other firms. Downspout Runoff: The Board noted that runoff from roofs seemed to be killing grass in the immediate vicinity of downspouts. The Board asked Mr. Hedrick contact T&J about the cause and possible remedies for this problem.

Tree Maintenance: Spraying: Mr. Hedrick presented the Board with a proposal from Bartlett Tree Experts to (i) spray spruce trees with dormant oil to control aphids and similar insects and (ii) apply a fungicide to ten dogwoods to control anthracnose fungal disease. After discussion, a motion to accept Bartlett’s proposal to spray spruce trees and dogwoods for $1,050 was made, seconded, and approved unanimously. In response to a query from the Board, Mr. Hedrick said that T&J Lawn Service was responsible for spraying CVIII’s numerous evergreen shrubs for aphids and other insects.

Circuit Breakers: Mr. Hedrick presented the Board with a bid of $6,317 from a fourth firm, Power Systems, to clean and retorque meter sockets, circuit breakers and switches. The other three bids were: FAB, $3,685; Kolb, $2,556; Mona, $4,150. In addition, Power Systems offered to replace any defective circuit breaker it found for $215, parts and labor inclusive. FAB quoted a $20 labor charge to replace defective circuit breakers. No firm felt that the stacks, which house the meters, circuit breakers and switches, needed to be replaced. Replacement stacks would not eliminate the moisture problems that were thought to contribute to the premature failure of these circuit breakers. Mr. Hedrick said that he was unable to find any sort of cabinet or hood to enclose or protect the stacks from rainfall. Mr. Hedrick and Mr. Kiman suggested that a bead of caulk where the top of a stack meets the wall might help. The Board asked Mr. Kiman to experiment with this suggestion. Members of the Board noted that removing the circuit breaker to clean the meter socket for a given unit would interrupt electrical service to the unit. They asked whether the Board should seek the permission of owners before cutting off their electric power, or even to retorque the circuit breakers since they were private property, not elements of the commons. The Board asked Mr. Hedrick to seek an opinion on this from Chadwick, Washington.

Parking Lot Asphalt: Mr. Hedrick told the Board that Haines Paving had been informed that it had won the contract to seal the cracks and surface of CVIII’s parking lot and this work would be done as soon as the low temperature for a twenty-four hour period was sixty-five degrees or warmer. Haines said it would not give a warranty on its work if asked to do this work on a cooler day.

Replacement Windows: Mr. Hedrick informed the Board that a representative of Mid-South Distributors, a wholesale supplier of replacement windows, and an installer would be coming to CVIII on 20 March 2002 to survey windows in order to prepare a bid to supply replacement windows that would pass muster with Arlington County’s Historical Affairs and Landmark Review Board (HALRB). Mr. Hedrick invited Board members to accompany him during this survey.

Replacement Doors: In response to a question from the Board, Mr. Kiman reported that about twenty metal doors were stored in the basement of 1809 Queens Ln. The majority of these were entry doors to storage and trash rooms, and all seemed worse for wear. The Board briefly discussed members’ efforts to find reasonably priced replacement building entry doors that would meet HALRB standards.

2002-2003 CMI Management Contract: Mr. Hedrick presented the Board with an addendum to CVIII’s 2001 contract with CMI that increased the annual fee CVIII paid to CMI by 2% for the years 2002 and 2003. The Board noted that it had approved a 1.5% increase at its 23 February 2002 meeting, and this addendum was corrected to show this and then signed by the four Board members present at this meeting.

Natural Gas Contract: Mr. Hedrick reported that the Colonial Villages use enough natural gas to qualify for a discount on purchases, albeit only two percent per therm. Mr. Hedrick told the Board that he would present for its consideration a contract with GasMark reflecting such a discount as soon as it had been reviewed by CMI’s main office.

New Business:

Hallway Renovations: The Board discussed when and how to proceed with renovating the common hallways of CVIII’s buildings. Mr. Hedrick was asked for a rough estimate of the cost of painting and new carpeting. He said that it cost CVII about $85,000 to renovate its hallways several years ago, and this would be a fair estimate of the current cost of renovating CVIII’s hallways because CVII had more hallways than CVIII. The Board noted that CVIII had accumulated $47,216 in the “Carpet and Tile” reserve account as of the end of February and that the current monthly contribution of $3,121 to this account would result in this balance growing to approximately $78,500 by the end of 2002 and $116,000 by the end of 2003. Given this, the Board decided that it was feasible financially to renovate CVIII’s hallways in 2003. To make sure, Mr. Hedrick was asked to ask contractors for firmer estimates of paint, wallpaper and carpeting. The Board discussed hiring an interior decorator to provide guidance and oversight on this project. As an alternative, some Board members suggested making use of Mr. Bodden’s professional expertise as an architect specializing in the design of buildings’ interiors.

The Board discussed alternatives to the current color scheme and what would be the best way to get CVIII’s owners to decide whether to keep the current color scheme or change to some other. The Board wanted this choice to be made by a majority vote of those interested, but was unsure of how to best get unit owners involved in the selection of the alternatives on which they would vote.

Garage Reserve Account: The Board noted that $31,605 had been accumulated as of the end of February in reserves to maintain the garages and that $2,700 was being added to that amount annually. Mr. Hedrick was asked to prepare a review of the costs of replacing the roof, tuck pointing the brickwork and replacing doors to make sure that that this account was being funded adequately.

Sidewalks and Concrete Steps: The Board asked and Mr. Kiman agreed to inspect and report back on how many sections of sidewalk and exterior flights of steps needed to be repaired or replaced.

Carpet Cleaning: The Board discussed having hallway carpets cleaned, but put off making a decision until later in the spring when plans for hallway renovations were more certain.

Executive Session: A motion was made, seconded and approved unanimously to go into executive session to discuss delinquent assessments, late fees, and a contribution to Mr. Kiman’s retirement fund.

The next Board meeting is scheduled for 6:30 p.m. on 15 April 2002 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:35 p.m.

April 15, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30 p.m. Present at that time were Michael Bodden, president; Peyton Palmore, vice president; Christian Hamaker, treasurer; Dennis Gerrity, secretary; 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 was present to speak.

Reading and Approval of Minutes: A motion to approve the minutes of the March meeting without change was made, seconded and approved unanimously.

Reports of Officers: None.

Committee Reports:

Landscaping: Mr. Gerrity advised the Board that this year’s landscaping budget would be spent in full by projects already approved and the contemplated planting of seasonal flowers.

Management Report:

Engineer: Mr. Kiman informed the Board that he had finished grinding off rust, priming and top coating the wrought iron railings on the Rhodes St. pedestrian bridge. Mr. Kiman again alerted the Board to the imminent failure of a hot water heater located in the basement of 1729 Queens Ln. serving Building One. The Board asked about $1,100 worth of roof repairs over the past month. Mr. Kiman explained that leaks had been discovered underneath several scuppers. CVIII had to pay for repairing them because Pioneer Roofing’s installation warranty had expired.

March Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the March financial report, CVIII had a year-to-date operating surplus of $5,673 as of the end of March. Mr. Hedrick singled out for attention CVIII’s account with Arlington County for water and sewage service, which was $4,068 over budget for the first three months of this year. He attributed part of this deficit to a rate increase and part to a break in a 3” water main that was repaired in February. Mr. Hedrick said that he would review consumption in the first quarter of past years to check for a meter reading error. Mr. Hedrick noted that he had recovered approximately $1,800 of $3,600 in overpayments to CVIII’s law firm, Chadwick, Washington and a $710 overpayment to Snow Services, Inc. Details of the March financial report are available for unit owner review at the CVIII office. Contract Calendar: The Board requested and Mr. Hedrick agreed to include a “contract calendar” in the Management report he prepared for the Board’s monthly meetings. This calendar would list the expiration dates of CVIII’s contracts for goods and services. This would provide reminders to association management and the Board to seek competitive bids for the supply of these goods and services well before current contracts expire.

Old Business:

Landscaping Update: Mr. Hedrick presented the Board with three bids to install 600 red and white impatiens and 300 blue ageratum as summer annuals. These were: Merrifield Garden Center, $6.13 per plant; McFall & Berry, $2.40 per plant; and T&J. $2.10 per plant. A motion to purchase 900 summer annuals in 4.5” pots at $2.10 per plant from T&J was made, seconded and approved unanimously.

Chimney Replacement: Mr. Hedrick informed the Board that he was unable to present bids to have the chimney behind 1729 Queens Ln. demolished and replaced with a brick veneered plywood structure that would contain the exhaust pipes of the gas-fired hot water heaters located in that building because Doug White of Thomas Downey, Ltd. had not yet supplied the specifications for the replacement structure.

Replacement Windows: The Board reviewed its efforts to develop a set of standards for replacement windows that would meet the approval of Arlington County’s Historic Affairs and Landmark Review Board (HALRB). The Board decided that an important goal of these standards should be to maintain a uniform appearance to the exterior of CVIII. Because twenty years or more would pass before all unit owners replaced their current windows, the Board decided to include in these standards a requirement that aluminum coil be used for capping and that the design and dimensions of newly installed capping match what was installed when CVIII was converted to a condominium. To minimize common maintenance expense, the Board also decided to include a requirement in these standards that the exteriors all wooden windows be clad in metal or vinyl. The Board reviewed a recent visit by Frank Gugino of Hodges Widow Co. during which the feasibility of installing vinyl widows that had the same amount of glass as current widows was discussed.

Hallway Renovations: The Board was asked to consider beginning painting hallways as soon as possible in 2002 and put off replacing hallway carpeting until sometime in 2003. In discussion, members of the Board observed that it would probably be late fall before a color scheme for paint and carpeting had been selected and contracts bid out. It was also noted that CVIII would get its lowest price for indoor painting if it were scheduled for the dead of winter. The Board decided to stick to its original schedule of winter and early spring for hallway renovations.

Parking Lot Asphalt Repairs: Mr. Hedrick informed the Board that he was about to distribute to residents the first of several notices warning that sometime during the next two months cracks in CVIII’s parking lot’s asphalt surface would be tarred and its entire surface sealed with a slurry mix. This would require that all vehicles be removed from the parking lot for at least one day. Residents who planned to be away for extended periods of time would be advised to park their vehicles on the street before they left or leave a set keys with a neighbor who could be depended upon to move their vehicle when notice was given of a specific date for this work.

Unit Main Breakers: The Board reviewed a legal opinion it requested from Chadwick, Washington concerning who had responsibility for maintenance and replacement of unit main circuit breakers. Every unit has a main circuit breaker located on an exterior wall adjacent to its electric meter. This circuit breaker is prone to failure because over time (1) its fasteners loosen and (2) moisture corrodes its connections with the rest of the electrical system. When a main circuit breaker fails, its unit will have no electric power. The thrust of Chadwick, Washington’s opinion was that this circuit breaker was the property of the unit’s owner, and its maintenance and repair were the responsibility of the unit’s owner. For reasons of safety as well as economy of scale the Board could have these circuit breakers inspected at common expense. However, if a circuit breaker was found defective, the cost of its repair or replacement should be assessed against its unit’s owner. Mr. Hedrick and Mr. Kiman told the Board that they were unaware of any safety problems resulting from the failure of these circuit breakers. In discussion, the Board noted that there were economies of scale in having theses circuit breakers inspected as a group, but the community as a whole ran a risk of being held liable by individual unit owners for any electrical problems they might experience subsequent to such an inspection. The Board decided that its best course of action at the present time was to use these minutes and CVIII’s newsletter to advise unit owners to have their main circuit breaker inspected on a regular basis by a licensed electrician.

Move-In Fees: The Board was asked whether a move-in fee is due when the owner of a two-bedroom unit rents out one of his or her bedrooms to a tenant. After discussion, the Board clarified the applicability of the one hundred dollar ($100) move-in fee by saying that it was due whenever someone moved into a unit as a new owner, as someone leasing a single room or an entire unit, as a new roommate of an existing resident, or as someone subletting a unit from an existing tenant.

Long-term Contract to Purchase Natural Gas: Mr. Hedrick presented the Board with details of a proposed contract with GasMark that would supply CVIII with natural gas for the next twelve months at a price of $.497 per therm, which was thirty-one percent (31%) lower than the $.7203 average price per therm CVIII paid in 2001. Mr. Hedrick noted that CVI, CVII and the Commons had decided to sign contracts with GasMark. After discussion, a motion to approve signing a twelve-month contract to purchase natural gas at $.497 per therm from GasMark was made, seconded and approved unanimously.

New Business:

Election of Officers of the Board: The Board noted the departure of Corbin Weiss from Board because he sold his unit. Motions electing Michael Bodden as president, Payton Palmore as vice president, Christian Hamaker as treasurer and Dennis Gerrity secretary were made, seconded and approved unanimously. A motion electing Dennis Gerrity chairman of the landscaping committee was made, seconded and approved unanimously.

2002 Lawn Maintenance Contract: Mr. Hedrick presented the Board with a lawn maintenance contract with T&J Lawn Service for the year 2002 that was unchanged in terms and prices from CVIII’s 2001 contract with T&J. After discussion, a motion to approve this contract for lawn service for the year 2002 with T&J was made seconded and approved unanimously. The Board asked Mr. Hedrick if he could verify that T&J had sprayed horticultural oil on evergreen trees and shrubs in February as specified in their contract with CVIII. He said he could not and that he would pursue the matter and report back. The Board asked to be notified in advance of T&J’s fertilizer applications this summer and fall so that these applications could be verified. The Board asked and Mr. Hedrick agreed to file another complaint with T&J about the failure of its work crews to adequately police debris that had accumulated in mulch beds.

Complaint about Dogs: Mr. Hedrick brought to the Board’s attention a letter from a resident of Building Two (1801-1817 Queens Ln.) complaining about the noise associated with unleashed dogs being allowed to play behind this building. The Board discussed this matter and requested that Mr. Hedrick ask this resident to identify the owners of the dogs causing this complaint. Mr. Hedrick could then write to ask them not to let their dogs run unleashed anywhere in common areas of CVIII and to remind them of the existence of a dog park at N. 13th and Herndon Sts. Mr. Hedrick would also ask them to be careful about how much noise they made if they happened to congregate in the rear of Building Two (1801-1817 Queens Ln.)

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

The next Board meeting is scheduled for 6:30 p.m. on 20 May 2002 in the conference room in the CMI office at 1903 Key Blvd.

The meeting adjourned at 8:45 p.m.

May 20, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30 p.m. Present at that time were Peyton Palmore, vice president; Christian Hamaker, treasurer; Dennis Gerrity, secretary; 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 was present to speak.

Reading and Approval of Minutes: A motion to approve the minutes of the 15 April 2002 meeting without change was made by Mr. Hamaker, seconded by Mr. Palmore and approved unanimously.

Reports of Officers:

Mr. Gerrity reported to the Board on various topics discussed at Chadwick, Washington’s annual seminar on recent changes in statutory and case law regulating the operation of condominiums. The most notable of these was an amendment to Virginia’s Condominium Act signed into law this year, which requires a Board of directors to maintain reserve accounts for capital components of the common elements of their condominiums; to conduct a study of these reserve accounts every five years; and to fund these accounts in accord with the recommendations of these studies.

Committee Reports: None.

Management Report:

Engineer: Hot Water Heaters: Mr. Kiman informed the Board that a hot water heater located in the basement of 1729 Queens Ln. was leaking so badly that it had to be replaced. Mr. Kiman told the Board the latest generation of gas fired hot water heaters used an electronic sparking device rather that a continuously burning pilot lamp to ignite their burners. This required that additional electrical wiring be installed in Building One’s boiler room. Mr. Kiman recommended that such wiring be installed in Buildings Two, Three and Four’s boiler rooms in the near future to simplify the installation of additional replacement hot water heaters, which was probably imminent, given that all but three of these heaters had exceeded their expected service lives. Mr. Kiman was asked and agreed to obtain competitive bids to do this electrical wiring for the Board’s consideration at its June meeting. Storage Room Light Switches: Mr. Kiman told the Board that the timing switches, which regulate how long the lights stay on in storage rooms, had been damaged by misuse and he was in the process of replacing them.

April Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the April financial report, CVIII had a year-to-date operating surplus of $11,290 as of the end of April. Mr. Hedrick told the Board that he had been able to obtain a $3,240 refund of duplicate payments of legal bills from Chadwick, Washington. Asset Management: The Board reviewed the investment of CVIII’s cash assets and decided to withdraw $60,000 from its operating fund account with BB&T and invest it in a three-year CD. Mr. Hedrick said that he would ask Lynn Wood of CMI to find a good rate for this CD. Water and Sewer Account: The Board noted that the water and sewer account was $4,955 or 53% over budget year-to-date. The Board found it improbable that a leak in a four-inch line, which was repaired in mid-January, could account for such a large deficit and asked Mr. Hedrick to check for additional leaks and meter reading errors. Details of the April financial report are available for unit owner review at the CVIII office.

Contract Calendar: Mr. Hedrick brought to the Board’s attention the first appearance of the “contract calendar” he was requested to include in his monthly management report. The Board thanked him and asked that he include dates for spring and fall annuals.

Correspondence: Slippery Basement Hallway Floors: The Board reviewed e-mail from a resident alerting association management to slippery conditions on the basement hallway floors of Building Four that caused his wife to fall, which resulted in her being injured. Mr. Hedrick told the Board that temporary floor mats were installed on the basement hallway floors of Building Four as soon as he learned of this incident. Permanent floor mats for the basement hallway floors of all four buildings were on order. Pet Complaint: The Board reviewed a letter from a resident of Building One complaining about dog owners violating Arlington County leash laws in common areas of CVIII. One dog owner was singled out for leaving bagged animal waste in CVIII’s shrubbery. (A fire code violation complaint was made about this same pet owner.) Mr. Hedrick was asked to write appropriate warning letters to those identified in this letter. Clogged Downspouts: The Board reviewed e-mail from a resident of Building Four alerting association management that the downspouts for the garage gutters were blocked. Mr. Kiman said the problem had been corrected. Interior Modification and Wooden Floor Installation: The Board reviewed a letter from the owner of a unit at 1733 Queens Ln. informing it of several projects she had planned and asking for whatever authorization she might need from the Board. She wanted to modify the interior of her unit by creating a pass-through in the wall between her kitchen and dining room. This would require moving the circuit breaker panel in her kitchen. She also wanted to install hard wood floors. The Board asked Mr. Hedrick to write this unit owner that she did not need the Board’s authorization to install the pass-through so long as the wall in question was not load bearing. However, she should make sure her contractor had a building permit from Arlington County for the electrical work. Since she lived in a first floor unit, she did not need the Board’s authorization install wooden floors.

Old Business:

Landscaping Update: Soil Testing: The landscaping committee informed the Board that it had obtained soil sampling kits from the Arlington County Agricultural Extension Agent’s office. Samples would be taken and sent down to VPI at Blacksburg for testing by the first week of June. 1729 Queens Ln.: The Board reminded Mr. Hedrick that T&J Lawn Service had still not provided the Barberry plants needed to complete last year’s renovation of the bed between the entry doors to 1729 Queens. Ln. Wilson Blvd. Gate: The Board informed Mr. Hedrick that four bunches of ornamental grasses T&J had planted in the oval shaped bed outside the Wilson Blvd. gate were dead. Mr. Hedrick was asked to obtain replacement plants from T&J, gratis, if possible. 1735 N. Rhodes St.: The Board discussed a proposal of residents of this building to make improvements at their expense to a bed of ivy and small shrubs by the front door of their building.

Hallway Renovations: The Board told Mr. Hedrick that it wanted to have bids made and, hopefully, contracts signed to paint hallways and install new carpet before this year’s annual meeting and the approval of the 2003 budget. This would help protect CVIII from any financial surprises next year, when the work is actually done. Noting that it could best evaluate the proposals of contractors by knowing exactly how much work they were being asked to do, the Board asked Mr. Kiman to measure the square footage of the floors and stairs, walls and ceilingsf the three different types of buildings that make up CVIII. Mr. Hedrick told the Board that he would present it with a list of options it might want to include in its request for proposals from contractors.

Replacement Windows: Unauthorized Installation: Mr. Hedrick informed the Board that the owner of a unit at 1816 Queens Ln. had installed three replacement windows on 17 May 2002 without receiving written permission from the Board, which was a violation of CVIII’s bylaws. This owner also failed to get a Certificate of Appropriateness (CoA) from Arlington County’s Historic Affairs and Landmark Review Board (HALRB), which has the statutory authority to require that alterations to the exterior of CVIII that it had not authorized be removed and redone in an approved manner. The Board asked Mr. Hedrick to notify this unit owner in writing of his violation of CVIII’s bylaws and the HALRB of his failure to obtain a CoA. Replacement Standards: The Board reviewed a letter written 1 May 2002 to Michael Leventhal, Arlington County’s coordinator for the HALRB, asking that the HALRB amend the set of standards for replacement windows it sent CVIII on 22 June 2000 to read as follows:

1. The replacement technique must be “complete frame,” not “replacement frame” or “sash pack.”

2. The color of the exterior of the new window must be white.

3. The new window must be of the same dimensions as the window installed when CVIII was converted to a condominium.

4. The new window must be double hung.

5. Capping must be done with aluminum coil, which has been pre-finished white, and must match the dimensions and design of the capping installed when CVIII was converted to a condominium.

6. The new window must have the same amount of lights (glass) as the window installed when CVIII was converted to a condominium.

7. The new window must have either true divided lights or simulated divided lights, and the division of lights must be identical to that of the window installed when CVIII was converted to a condominium.

8. The new window must have narrow muntin bars or external grids, no more than 7/8” inch wide. Mullions, grids installed behind or between panes of glass, are not acceptable.

9. The new window can be made of (i) wood with its exterior side clad in metal or vinyl or (ii) vinyl.

10. The new window cannot be made of metal or any synthetic material except vinyl.

11. Vinyl windows must be fusion-welded. They must carry the Energy Star approved label issued jointly by the U.S. Department of Energy and the Environmental Protection Agency. Their sashes and frames must be fabricated with multiple chambers for strength and stability.

Mr. Hedrick told the Board that the Design Review Committee of the HALRB would consider this amended list of standards for replacement windows on 5 June 2002 and the full HALRB would vote on them on 19 June 2002. Contractor Visits: Mr. Hedrick told the Board that a representative of Pella Windows was scheduled to visit on 21 May 2002 to discuss the feasibility of his firm’s windows being used as replacements in CVIII. Representatives of Mid-South Distributors were scheduled to make a presentation on 24 May 2002 of a specific replacement window along estimates of installing this window in various units.

Chimney Replacement: Mr. Hedrick presented the Board with a draft of drawings and specifications prepared by Doug White of Thomas Downey, Ltd. for a structure to replace the existing chimney behind 1729 Queens Ln. The existing chimney, which contains the exhaust pipes for Building One’s hot water heaters, is pulling away from the building to such an extent that there is possibility that it will collapse. Mr. Hedrick told the Board that he seeking proposals to build this replacement chimney from the companies that were currently bidding on repairing the garage’s brickwork.

Garage Reserve Account: Mr. Hedrick presented the Board with bids from three contractors to tuck point brickwork to help the Board determine if reserves sufficient to maintain the garages were being, or already had been accumulated. These ranged from $1.95 to $3.14 per linear foot if the upper one third or so of the garage’s brick walls were repaired. Bids to tuck point the full height of the garage’s brickwork ranged between $1.51 and $2.40 per linear foot. One contractor advised that the poor condition of the mortar for the uppermost twelve courses of bricks warranted its repair in the immediate future. The Board decided to put off any decision on proceeding with repairing the brickwork until Mr. Hedrick obtained estimates of the costs of replacing the roof and doors.

New Business:

Laundry Machine Contract: The Board noted that the current contract to supply and maintain CVIII’s coin operated washers and dryers will expire 8 November 2002. Mr. Kiman was asked about performance of the existing contractor WEB. He described their maintenance efforts at the present time as minimal, what one would expect given the few months left on their contract with CVIII. Mr. Hedrick said that he would soon begin soliciting bids on a new contract. This new contract would mean the installation of new washers and dryers and the renovation of the laundry rooms, or a substantial upfront payment that CVIII could use for renovation.

Executive Session: A motion was made by Mr. Hamaker, seconded by Mr. Palmore and approved unanimously to go into executive session.

The next Board meeting is scheduled for 8:30 p.m. on 17 June 2002 in the conference room in the CMI office at 1903 Key Blvd.

A motion to adjourn the meeting was made by Mr. Hamaker, seconded by Mr. Palmore and approved unanimously at 8:25 p.m.

June 17, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 8:15 p.m. Attending at that time were Peyton Palmore, vice president; Christian Hamaker, treasurer; Dennis Gerrity, secretary; unit owner Stanton Stafford; and association manager George Hedrick. Michael Bodden, president and unit owner Violeta Tolosa arrived shortly after 8:30 p.m.

Executive Session: A motion was made by Mr. Hamaker, seconded by Mr. Gerrity and approved unanimously to go into executive session for the purpose of discussing delinquent assessments.

Open Session: At 8:30 p.m., a motion was made by Mr. Hamaker, seconded by Mr. Gerrity and approved unanimously to end the executive session and begin the open portion of this meeting.

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

Election to Fill a Vacancy on the Board: Corbin Weiss, who was elected to a three-year term on the Board on 19 October 2000, sold his unit on 28 March 2002. This made Mr. Weiss ineligible to serve on the Board. Acting in accord with CVIII’s by-laws, the Board unanimously elected Mr. Stanton Stafford to fill the seat on the Board made vacant by Mr. Weiss’ departure. Mr. Stafford’s term runs until CVIII’s next annual meeting in October of 2002, when CVIII’s owners will elect an individual to complete the remaining year of the three-year term to which Mr. Weiss was elected.

Resident Forum:

Ms. Tolosa informed the Board that she continued to have problems with dogs and their owners. On several occasions large, unleashed dogs charged at her. This frightened her. She told the Board that when she suggested to several owners who were letting their dogs run and play unleashed that they make use of one of Arlington County’s dog parks, she was told that the area between Buildings One and Two was a designated area for dogs to play. The Board noted that there is no designated play area for dogs in CVIII. The Board told Ms. Tolosa that it needed to know the identity of these dog owners in order to make them stop violating CVIII’s covenants. Related to Ms. Tolosa’s complaints, Mr. Hedrick brought to the Board’s attention yet another letter of complaint about a resident of 1729 Queens Ln. leaving bagged animal waste on the lawns and in bushes. In discussion of these complaints, the Board decided that dog owners were not complying with its repeated requests that their dogs be kept under control when present on common areas of CVIII and that they clean up after their dogs. The Board decided that firmer action was called for. To that end Mr. Palmore made a motion asking Mr. Hedrick to (i) post notices on bulletin Boards reminding dog owners that CVIII’s bylaws require dogs to be on a leash at all times when present in common areas of CVIII, that they must clean up after their pets, and that CVIII had no designated exercise or play area for dogs; (ii) write letters to owners whose pets’ behavior violated CVIII covenants warning that they could be fined and their pets banned from CVIII if complaints about their dogs continued. Mr. Hamaker seconded this motion, and it was approved unanimously

Reading and Approval of Minutes: A valid motion to approve the minutes of the May meeting was not made.

Reports of Officers: None.

Committee Reports: None.

Management Report:

May Financial Update: Mr. Hedrick reported that CVIII had a year-to-date operating deficit of $1,755 as of the end of May. The Board’s review of the May financial report found errors and omissions amounting to $12,112, which turned this deficit into a surplus of $10,357. The Board told Mr. Hedrick that it wanted a more accurate monthly financial report from CMI. The Board asked that future monthly financial reports specify errors and omissions and what was being done to correct them. Details of the May financial report are available for unit owner review at the CVIII office. Asset Management: Mr. Gerrity made a motion to have CMI take $20,000 from a money market account with BB&T and invest it in a thirty-six month CD from MBNA earning 4.55% and to take $40,000 from the same money market account with BB&T and invest it in a CD from Capital One earning 4.70%. Mr. Hamaker seconded this motion, and it was approved unanimously. Correspondence: Mr. Hedrick brought to the Board’s attention a letter from Mr. Luke Bellocchi of 1804 Queens Ln. suggesting as an alternative to the current system that spaces in CVIII’s parking lot are allocated according to the size of owners’ condo fees. The Board saw no feasible way of implementing this suggestion. It decided to stay with Article XI, Section 5 of CVIII’s bylaws, which allocates parking spaces in CVIII’s parking lot on a “first come, first served” self-service basis. Mr. Hedrick was asked and agreed to inform Mr. Bellocchi of the Board’s decision.

Old Business:

Storm Drainage: The Board noted that the splash pan for a downspout on the south side of 1801 Queens Ln. was not long enough to prevent a gully being created by storm drainage. Mr. Hedrick was asked to have Mr. Kiman install a short length of black corrugated hose under ground to carry water from this downspout to the parking lot’s gutter. The Board asked Mr. Hedrick to have Mr. Kiman see what could be done about erosion caused by storm runoff alongside and perhaps underneath a set of steps leading to 1813 Queens Ln. The Board also asked Mr. Hedrick to have Mr. Kiman check for exposed sections of white PVC pipe of the recently installed drainage system and paint them “Colonial Village” bronze.

Hallway Renovations: Mr. Stafford was asked and agreed to oversee contract negotiations and implementation for the Board with respect to the hallway renovations planned for the winter of 2003. The Board briefly discussed the possibility of requiring residents to use a single type of floor mat outside the entry doors to their units as a complement to these renovations.

Landscaping Update: Shrub and Tree Installation: The Board noted that T&J Lawn Service had not yet planted and transplanted a number of trees and shrubs approved at its 20 February 2002 meeting. Given current drought conditions, Mr. Hedrick was asked to instruct T&J to wait and install these trees and shrubs in the fall, when they would have a better chance of survival. Pruning: The Board pointed out to Mr. Hedrick that the commons was beginning to look like a jungle. Shrubs and ornamental trees all over CVIII needed pruning. He was asked to get T&J to fulfill its contractual obligation to CVIII to prune all shrubs and small trees after each seasonal thrush of growth. Such growth had obviously occurred. 1724 Queens Ln.: The landscaping committee asked Mr. Hedrick to have the dead portion of a yew located by the front door of this building cut out and the plant then pruned to a regular shape. 1736, 1737 and 1817 Queens Ln.: The landscaping committee informed Mr. Hedrick that mint planted near the entrances to these buildings was growing out of control. He was asked to have it removed. 1813 and 1817 Queens Ln.: The Board noted that a Zelkova with a trunk eighteen inches or more in diameter was growing less than two feet from where the rear walls of these buildings meet. Mr. Hedrick was asked to check for damaged to the foundations of these buildings caused by the roots of this tree. If he found damage or the likelihood of future damage, he was asked to include discussion of removing this tree with Bartlett Tree Service the next time they visit CVIII. Soil Tests: Mr. Hamaker made a motion approving the expenditure of $95.33 for soil tests. This motion was seconded by Mr. Stafford and approved unanimously.

Replacement Windows: The Board reviewed a number of amendments that it requested be made to a set of standards for replacement windows in CVIII established by Arlington County’s Historical Affairs and Landmark Review Board (HALRB) in June of 2000. The HALRB planned to vote on these amendments on 17 June 2002. A motion endorsing these amendments, in particular one that would allow unit owners to install vinyl replacement windows that met certain design and quality specifications, was made by Mr. Hamaker, seconded by Mr. Stafford, and approved unanimously.

Hot Water Heaters: Mr. Hedrick presented the Board with three bids to furnish and install electric wiring necessary for the installation of hot water heaters with electronic ignition. These were: Mona, $1,367; Kolb, $1,180; and Natelco, $988.55. After discussion, Mr. Palmore made a motion to award this contract to install wiring for hot water heaters to Natelco for $988.55. Mr. Gerrity seconded this motion, and it was approved unanimously.

New Business:

Arlington County Police Lighting Survey: Mr. Hedrick brought to the Board’s attention a survey with reference to public safety of the adequacy of the illumination provided by lighting on CVIII’s commons. Corporal L.M. Schuyler of the Arlington County Police Department made this survey. Pole lamps in front of 1736 and 1805 Queens Ln. were singled out because they were covered by the canopy of trees and therefore gave off little light. The Board discussed this survey and asked Mr. Hedrick to look into cutting back the tree canopies or replacing these pole lamps with bollard lamps similar to those along the walkway between 1816 and 1817 Queens Ln.

Lawn Furniture on the Commons: The Board informed Mr. Hedrick that lawn furniture was being left on the commons behind 1801 Queens Ln. on a twenty-four hour a day basis. He was asked to have Mr. Kiman remove it.

The next Board meeting is scheduled for 6:30 p.m. on 15 July 2002 in the conference room in the CMI office at 1903 Key Blvd.

A motion to adjourn the meeting was made by Mr. Palmore, seconded by Mr. Bodden and approved unanimously at 9:50 p.m.

July 15, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:33 p.m. Attending at that time were Michael Bodden, president; Peyton Palmore, vice president; Christian Hamaker, treasurer; Dennis Gerrity, secretary; 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 was present to speak.

Reading and Approval of Minutes: Mr. Hamaker moved that the minutes of the 20 May 2002 meeting be approved without change. Mr. Palmore seconded this motion, and Mr. Gerrity, Mr. Hamaker and Mr. Palmore voted to approve it. Mr. Bodden abstained because he unable to attend this meeting. Mr. Palmore moved that the minutes of the 17 June 2002 meeting be approved without change. Mr. Hamaker seconded this motion, and it was approved unanimously.

Reports of Officers: None.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman informed the Board that he had encountered no unusual maintenance problems during the last month. The Board asked Mr. Kiman about what appeared to be a drainage problem on the south side of 1721 Queens Ln. Mr. Kiman said that he was in the process of constructing a dry well to diffuse condensation runoff from an air handler in this building. The Board asked and he agreed to remove a large log from the rear of 1801 Queens Ln. The Board also asked him to see if the grate covering a window well on the east side of 1801 Queens Ln. needed to be repaired or replaced.

June Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the June financial report, CVIII had a year-to-date operating surplus of $10,877 as of the end of June. The Board thanked Mr. Hedrick for expanding the monthly financial report by detailing errors and omissions and what was being done to correct them. The Board noted that when it instituted move-in fees last year it promised unit owners that it would make sure that these fees would be spent for hallway renovations. To make it clear that it had, the Board asked Mr. Hedrick to create a new reserve account titled “Carpet and Tile Reserves, Move-In Fees” to which these fees would be credited. Specifics of the June financial report are available for unit owner review at the CVIII office.

Old Business:

Landscaping Update: Mr. Gerrity moved that the Board approve $259.14 for landscaping enhancements to 1735 N. Rhodes St. Mr. Hamaker seconded the motion, and the Board approved it unanimously. Pruning: Members of the Board expressed satisfaction with the scope and quality of pruning done during the week before this meeting by T&J Lawn Service. One exception was the upper portion of a large Holly in front of 1821 N. Rhodes St. Mowing: The Board asked Mr. Hedrick to have T&J Lawn Service mow CVIII’s lawns less frequently until rainfall retuned to normal levels. Lawn Service Contract: The Board asked Mr. Hedrick whether a number of services that T&J Lawn Service was contractually obligated to provide CVIII had in fact been provided. Among others, these included a variety of applications of herbicides to control weeds, applications of insecticides to ornamental trees and shrubs, two applications of fertilizer to all lawn areas, and specific applications of fertilizer to shrubbery, ground covers and ornamental trees. Mr. Hedrick told the Board that he could not verify if and when these services had been provided. The Board reminded Mr. Hedrick that one of the principal reasons CVIII hired a management company was to supervise and enforce its various contracts for services. Recognizing that there were many competing demands for Mr. Hedrick’s time, the Board suggested that since T&J had contracts with CVI, CVII and the Commons that were virtually identical to its contract with CVIII, he should require T&J to give him notice when it was going to provide a specific service to all of Colonial Village. He could then use the maintenance engineers to verify that the work had been done. The Board asked and Mr. Hedrick agreed to meet with the landscaping committee and review the lawn service contract in further detail. Landscaping Improvements: Mr. Gerrity asked and Mr. Hedrick agreed to schedule a meeting with T&J to discuss landscaping enhancements, including those approved this past February to be done this spring, but put off because of drought conditions. Tree Maintenance: Mr. Gerrity asked and Mr. Hedrick agreed to schedule a meeting with Bartlett Tree Experts to survey what tree maintenance needed to be done this fall and winter. Mr. Hedrick and Mr. Kiman agreed to join Mr. Gerrity in an inspection of CVIII’s trees prior to Bartlett’s visit.

Replacement Windows: Mr. Gerrity informed the Board that Arlington County’s Historic Affairs and Landmark Review Board (HALRB) rejected the use of solid vinyl windows as replacement windows in CVIII by a unanimous vote at its 19 June 2002 meeting. The most common explanation of their vote given by members of the HALRB was the consistent treatment of window installation and replacement in “historic” properties in Arlington County. The HALRB had rejected all previous requests to install solid vinyl windows in buildings under its purview, and its members saw no reason to break with precedent in the case of CVIII. The HALRB asked that a minimum depth for muntins be specified when CVIII resubmitted its request for amended standards After discussions with Mr. Charles Montfort, chairman of the HALRB, and Mr. Hedrick, Mr. Gerrity said that he rewrote the amendments the Board wished to be made to the HALRB’s 21 June 2000 standards for replacement windows by removing all reference to solid vinyl widows as acceptable replacement windows in CVIII and adding a requirement that muntins be a minimum of 3/8” deep. Mr. Hedrick submitted this revised list of criteria for replacement widows for consideration at the HALRB’s 17 July 2002 meeting. Mr. Hamaker asked how much the use of these standards would speed up the approval process. Mr. Gerrity said about two weeks on average, once Mr. Hedrick, the Board and County staff became accustomed to using them to expedite the approval process.

Replacement Doors: The Board requested and Mr. Hedrick agreed to get a bid from Precision Doors for six 18-gauge metal building entry doors to be installed in buildings with laundry and trash rooms and a wooden door to replace the front door to 1737 Queens Ln., which had suffered termite damage.

New Business:

Concrete Walkway and Stairway Repairs: The Board reviewed three proposals to remove and replace risers and stoops at 1812 and 1813 Queens Ln.; a ramp to a basement door at 1728 Queens Ln.; and sections of sidewalk at 1727 N. Rhodes St., 1829 Wilson Blvd., 1721, 1725, 1728, 1729, and 1732 Queens Ln. These bids were: Espina Stone, $3,800; Portugal Construction, $4,222; and Fort Myer Construction, $4,851. The Board asked Mr. Hedrick and Mr. Kiman for a recommendation. Mr. Kiman said that he had past experience with Portugal replacing damaged sidewalks and they had done an excellent job. After discussion, Mr. Gerrity moved that the Board accept Portugal Construction’s $4,222 bid to remove and replace sidewalks, risers and stoops, and a ramp. Mr. Palmore seconded this motion, and it was approved unanimously.

Laundry Machines: Bids: Mr. Hedrick presented the Board with proposals to supply CVIII with new coin-operated washers and dryers from HOF Laundry Systems and WEB Service Co., Inc. Mr. Hedrick told the Board that he expected a proposal from a third company, Coinmach, very shortly. Both companies offered seven-year leases for eighteen regular load washers, eighteen regular load dryers, 2 double load washers and two double load dryers. HOF offered two options: (i) a one-time decorating fee of $12,000 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.83 per day per machine (double load machines count as two); (ii) a one-time decorating fee of $13,000 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.93 per day per machine (double load machines count as two). WEB, the current contractor, offered three options: (i) a one-time decorating fee of $12,250 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.83 per day per machine (double load machines count as two); (ii) a one-time decorating fee of $13,500 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.93 per day per machine (double load machines count as two); (iii) leave the existing equipment in place for three years and pay CVIII a $20,000 redecoration fee. Machines would be changed out as wear dictates. Several members of the Board expressed their dissatisfaction with WEB’s maintenance efforts during this, the final year of their contract with CVIII. The Board asked and Mr. Hedrick agreed to obtain a proposal from a fourth company as an alternative to WEB’s bid. Equipment Leases versus Licensing Agreements: Mr. Hedrick told the Board that he was asking these companies to write their contracts in terms of licensing agreements rather than equipment leases because a licensing agreement would be easier to get out of if CVIII so desired.

2002-2003 Snow Removal Contract: Mr. Hedrick presented the Board with a proposal from Snow Services, Inc., a Severna Park, Md. firm, to provide snow removal services for the 2002-2003 winter. Mr. Hedrick said that he expected to have proposals from two other firms for the Board’s consideration at its August meeting. The Board expressed its unhappiness with the $720 fee Snow Services charged to plow and salt two inches of slush that accumulated on the parking lot this past winter, especially so, given that the application of salt could not be verified. Mr. Hedrick was asked and agreed to solicit a proposal from a fourth snow removal firm as an alternative to that made by Snow Services, Inc.

Exterior Lighting: Mr. Hedrick presented the Board with a proposal from Natelco to remove pole lamps and replace them with bollard style lamps at 1732 and 1805 Queens Ln. for $2,256. These pole lamps were cited in a recent Arlington County Police Department survey of CVIII’s exterior lighting because the lamps were up in the canopy of trees and provided little illumination. Mr. Hedrick suggested trying to cut back the trees that were interfering with these lamps before going to the expense of installing new lamps. The Board accepted Mr. Hedrick’ suggestion. Noting a long-standing problem with pole lamps being on during daylight hours because their photo-electric sensors were located too close to the ground or behind bushes or trees, the Board asked Mr. Kiman to get bids to move these sensors to locations where they would turn security lamps on and off when appropriate. The Board discussed another long-standing security lighting problem, a courtyard bound by 1728, 1732 and 1736 Queens Ln. and 1735 N. Rhodes St. The ability of someone to observe suspicious activity in this area was hindered by a number of white pine trees and a pin oak. First floor windows of some units were partially obscured by shrubs. Noting that the pines and oak were installed to serve as light and sound barriers to cars using the parking lot, members of the Board suggested that installing flood lights controlled by motion sensors might be cheaper than removing the trees and replacing them with some other type of shrubbery that also would serve as light and sound barriers. Mr. Kiman was asked and agreed to obtain estimates of the cost of installing such lighting.

Executive Session: Mr. Hamaker moved that the Board go into executive session to discuss delinquent assessments. Mr. Palmore seconded this motion, and it was approved unanimously.

The next Board meeting is scheduled for 6:30 p.m. on 21 August 2002 in the conference room in the CMI office at 1903 Key Blvd.

Mr. Palmore moved to adjourn the meeting. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:35 p.m.

August 21, 2002 Colonial Village III Board Meeting Minutes

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

Resident Forum: Ms. Concelman had no specific matters about which she wished to speak to the Board.

Reading and Approval of Minutes: Mr. Palmore moved that the minutes of the July meeting be approved without change. Mr. Hamaker seconded this motion, and it was approved unanimously.

Reports of Officers: None.

Committee Reports: None.

Management Report:

Engineer: Concrete Walks and Steps: Mr. Kiman informed the Board that Portugal Construction had satisfactorily completed removing and replacing damaged sidewalks, risers and stoops at a number of locations on 20 August 2002. Mr. Kiman warned the Board that applying deicing chemicals to this newly laid concrete during this coming winter would result in spalling, surface erosion that was evident on other sections of CVIII’s sidewalks. Roofs: Mr. Kiman advised the Board that three buildings, 1813 and 1821 N. Rhodes St. and 1728 Queens Ln., had roofs constructed of layered roofing felt that had been tarred and covered with white pea stone, which would likely have to be replaced in the next five to seven years. The Board asked and Mr. Kiman agreed to check and replace, if need be, a lock on a basement door in 1808 Queens Ln. The Board asked and Mr. Kiman agreed to check and replace, if need be, a timer for lights in the southern storage room in 1728 Queens Ln. The Board asked and Mr. Kiman agreed to finish painting a railing by the front door to 1813 Queens Ln. The Board asked Mr. Kiman to remove lawn chairs and other items that residents were storing in the shrubbery behind 1801 Queens Ln.

July Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the July financial report, CVIII had a year-to-date operating surplus of $16,035 as of the end of July. Details of the July financial report are available for unit owner review at the CVIII office.

Correspondence: Mr. Hedrick brought to the Board’s attention letters of complaint from the owner of a unit in 1801 Queens Ln. and his tenant about loud music coming from another unit at this address. Mr. Hedrick told the Board that he wrote a letter to the owner of the noisy unit about this problem and had received no subsequent complaints. Mr. Hedrick brought to the Board’s attention letters of complaint from the owner of a unit in 1805 N. Rhodes St. and her tenant about what they felt was harassing behavior by another resident of this address. After discussing this matter, the Board came to the conclusion that this was personalities clashing and decided that it had no responsibility to get involved. The Board asked Mr. Hedrick to notify this owner and her tenant of its decision. Mr. Hedrick brought to the Board’s attention a letter from a resident of 1728 Queens Ln. complaining about the stench emanating from the trash room located in that building. Several members of the Board said that her complaint was well founded. Mr. Kiman told the Board that in response to her complaint he had installed air fresheners in all four trash rooms and they seemed to be doing a good job masking bad odors. This resident also suggested that the Board consider installing motion detectors to control lighting in the basements and, consequently, expenditures on electricity. The Board discussed this suggestion and decided that, while it had merit in terms of saving money, safety concerns required that lighting be on at all times in the basements. Lastly, this resident complained about a dog snapping at her while she was out for a walk. Not knowing the identity of this dog’s owner, the Board could not pursue this complaint.

Old Business:

Replacement Windows: The Board discussed the following amended standards for replacement windows in the Colonial Village Historic District that were approved by Arlington County’s Historic Affairs and Landmark Review Board (HALRB) at its 17 July 2002 meeting. These standards supersede those approved by the HALRB on 21 June 2000.

The replacement technique must be “complete frame,” not “replacement frame” or “sash pack.”
The exterior color of the replacement window must be white.
The replacement window must be of the same dimensions as the window installed when CVIII was converted to a condominium community.
The replacement window must be a double hung sash window.
Capping must be done with a pre-finished aluminum coil and must match the dimensions and design of the capping installed when CVIII was converted to a condominium community.
The replacement window must have the same number of lights (glass panes) as the window installed when CVIII was converted to a condominium community.
The replacement window must have either true divided lights or simulated divided lights (SDL), and the division of the lights must be identical to that of the window installed when CVIII was converted to a condominium community.
The replacement window must have narrow muntin bars or external grids, no less than 3/4” and no more than 7/8” inch wide and a minimum of 3/8” deep.
The replacement window must be made of wood with its exterior side clad in metal or vinyl.
The replacement window cannot be made entirely of metal, vinyl, or any other synthetic material.

The Board also noted that the HALRB instituted on 17 July 2002 the following procedural requirements with respect to obtaining its approval of replacement windows:

“Replacement windows in the Colonial Village Historic District must first be approved by the Board of Directors of the Colonial Village III Condominium Association. A letter of approval from the CVIII Board is then taken to the County’s Historic Preservation Program staff. The replacement window request will be treated under the Master Certificate of Appropriateness (MCoA) process. The MCoA process was developed to expedite approval of routine, less complicated CoA requests for exterior modifications. The County Historic Preservation Coordinator and Planner are authorized to review, approve and issue MCoAs.”

Replacement Doors: Mr. Hedrick and Mr. Kiman reported that they were unable to get bids from Precision Door on a number of replacement doors because the company appeared to have gone out of business. The Board asked them to look for some other firm that could provide similar 18-guage metal entry doors.

Chimney-1729 Queens Ln.: Mr. Hedrick brought to the Board’s attention a proposal from American Exteriors to demolish the chimney behind 1729 Queens Ln., remove debris and build a replacement chimney according to specifications provided by Thomas Downey, Ltd. for $20,220. Mr. Hedrick told the Board that he was still waiting for proposals from two other companies. The Board asked and Mr. Hedrick agreed to apply to the HALRB for permission to demolish the existing chimney behind 1729 Queens Ln. and have it replaced with one as specified by Thomas Downey, Ltd.

Garage Reserves Account: Mr. Hedrick told the Board that Pioneer Roofing and a second firm were preparing estimates of the cost of replacing the roof of the garage building. These estimates, along with those for renovating brickwork, replacing doors and electrical wiring, would allow the Board to determine whether reserves funds accumulated to date by garage owners were adequate.

Landscaping Update: After discussion by the Board, Mr. Gerrity moved that the Board accept T&J Lawn Service’s proposal to do the following work:

1. Replace four dead Karl Foster Grasses and a missing Barberry in the oval shaped bed outside the Wilson Blvd. gate that were under warranty and had died. No charge.

2. Replace the nandina located just outside the Wilson Blvd. gate with twenty-two Densiformus Yews at a cost of $1,628. The nandina are to be transplanted to the north wall of 1736 Queens Ln. and south wall of 1801 Queens Ln. The nandina were meant to keep pedestrian traffic using the Wilson Blvd. gate on the sidewalks, but only half the plants received enough sunlight to flourish.

3. Remove three dying Azaleas by the rear entrance to 1728 Queens Ln., install three Sargent Junipers (3 gallon size), and regrade bed for positive drainage for $100.

4. Transplant two Barberries and two Sedum to correct locations in the bed by the entrance to 1729 Queens Ln. at no charge.

5. Renovate ground cover in front of 1729 Queens Ln. with five flats of ivy for $320.

6. Remove a spruce tree located in front of 1733 Queens Ln. Grind out its stump and replace with soil and seed. All for $590. This tree is growing poorly because larger trees are blocking its access to sunlight.

7. Install eleven Gulf Stream Nandina (three gallon) to complete an existing bed of these plants by the entrance to 1733 Queens Ln. for $594.

8. Renovate ground cover in front of 1801 Queens Ln. with three flats of ivy for $192.

9. Remove a spruce tree located in front of 1805 Queens Ln. Grind out its stump and replace with soil and seed. All for $590. This tree is growing poorly because larger trees are blocking its access to sunlight.

10. Renovate ground cover in front of 1809 Queens Ln. with six flats of ivy for $384.

11. Remove and grind out the stump of a dead cherry tree located in front of 1817 Queens Ln. and provide and install an eight-foot tall Kousa Dogwood as a replacement at a cost of $800.

12. Install two variegated Hostas by the front entrance to 1817 Queens Ln. to replace similar plants that were under warranty and had died. No charge.

13. Install two Densiformus Yews (30” high) by the front door of 1813 N. Rhodes St. for $178.

14. Cut back a large Holly in front of 1821 N. Rhodes St. to window height for $95.

15. Create a mulch ring around a Red Maple in front of 1735 N. Rhodes St. for $500.

Mr. Hamaker seconded this motion, and it was approved unanimously. The Board discussed the following items as possible landscaping improvements during 2003.

Remove the first six upright junipers on the north wall of 1735 N. Rhodes St., all sickly and some obstructing a traffic mirror, and replace them with twelve Densiformus Yews for $1,668.

Install several 10-12’ Sky Rocket Junipers on the eastern edge of the parking lot for an undetermined price.
Install a 10-12’ Blue Haven Juniper on the eastern edge of the parking lot for an undetermined price.
Renovation of damage to lawn in front of 1725 Queens Ln. caused by water line repairs for an undetermined price.
Renovation of damage to lawn between 1737 and 1801 Queens Ln. for an undetermined cost.
Install additional spirea on the eastern edge of the parking lot to serve as a barrier to pedestrian traffic for an undetermined cost.
Create a new bed in the triangular shaped piece of lawn in front of 1805 Queens Ln. This bed would complement or mirror a bed in a similarly shaped piece lawn in front of 1733 Queens Ln. It would contain twenty-three Happy Return Daylilies (1 gallon), fifteen Autumn Joy Sedum (1 gallon), fifteen Hameln Pennisetum (2 gallon), nine Crimson Pygmy Barberries (3 gallon), and 3 Gold Mop Cypresses (3 gallon). The cost of the above plants, bed preparation and mulch would be $1,527.
Remove one Leather Leaf Viburnum and replace with two Foster Hollies in front of 1801 N. Rhodes St. for $940.

Tree Maintenance Update: After discussion by the Board, Mr. Gerrity moved that the Board accept Bartlett Tree Experts’ proposal to do the following work:

1. Remove major deadwood and a large live limb from two Austrian Pines that are hanging over the roof and lawn at the rear of 1831 Wilson Blvd. for $450.

2. Remove a stub and major deadwood from a Siberian Elm that are hanging over the lawn and sidewalk on the Wilson Blvd. side of 1720 Queens Ln. St. and this building’s roof for $225.

3. Cut back a Southern Magnolia from a pole lamp at 1732 Queens Ln. for $120.

4. Cut back a Kwanzan Cherry from a pole lamp at 1805 Queens Ln. for $105.

5. Remove major deadwood from a Tulip Popular that is hanging over the sidewalk in front of 1801 N. Rhodes St. for $600.

6. Remove major deadwood from a Tulip Popular that is hanging over the lawn in front of 1805 N. Rhodes St. for $450.

7. Remove major deadwood from a Tulip Popular that is hanging over the Rhodes St. pedestrian bridge for $525.

8. Remove major deadwood from a Tulip Popular that is hanging over a bench facing the 1800 block of N. Rhodes St. for $300.

Mr. Palmore seconded this motion, and it was approved unanimously. The Board asked and Mr. Hedrick agreed to apply to the HALRB for permission to remove a London Plane in front of 1809 Queens Ln. whose growth was being distorted by a larger tree and a Green Ash behind 1817 and 1813 Queens Ln. that posed a threat to the foundations of these two buildings.

New Washers and Dryers: The Board reviewed proposals to supply CVIII with new washers and dryers from Webb, HOF, Coinmach, and Caldwell & Gregory. Mr. Hedrick was asked to find out if these companies could provide commercial quality machines that were more efficient in their use of water and electricity than those in their proposals. Members of the Board expressed their dissatisfaction with the promptness and quality of repair and maintenance service provided by Webb, the company that currently supplies CVIII’s laundry machines. The Board asked Mr. Hedrick to obtain specific written service response commitments and maintenance schedules from these companies.

New Business:

Laundry Room and Basement Hallway Renovation: Mr. Hedrick told the Board that two companies had agreed to make proposals to paint CVIII’s laundry rooms, trash rooms and basement hallways, but neither had delivered their proposal to him in time for this meeting. Mr. Kiman said that both companies said that they would use rollers not spray guns to do the job, and, based on this information, the Board decided that CVIII would get a better price on painting the basement hallways and trash rooms if they were included in the contract to paint the first and second floor hallways and doors.

Window Cleaning: Mr. Gerrity moved that the Board accept a proposal from Crystal Window Cleaning Company to clean the outside surfaces of windows in CVIII for $5.50 per window. Mr. Hamaker seconded this motion, and it was approved unanimously. Mr. Hedrick said written notices of when Crystal Cleaning would be at CVIII would be delivered to every unit in CVIII. Residents would indicate their desire to have the outside surfaces of their windows cleaned by removing screens.

Executive Session: Mr. Bodden moved that the Board go into executive session. Mr. Palmore seconded this motion, and it was approved unanimously.

The next Board meeting is scheduled for 6:30 p.m. on 25 September 2002 in the conference room in the CMI office at 1903 Key Blvd.

Mr. Gerrity moved that the meeting be adjourned. Mr. Palmore seconded this motion, and it was approved unanimously at 8:50 p.m.

August 18, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30 p.m. Present at that time were Michael Bodden, president; Peyton Palmore, vice president; Christian Hamaker, treasurer; Dennis Gerrity, secretary; Stanton Stafford, 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 was present to speak.

Reading and Approval of Minutes: Mr. Palmore moved that the minutes of the August meeting be approved without change. Mr. Hamaker seconded this motion, and it was approved by Mr. Bodden, Mr. Palmore, Mr. Hamaker and Mr. Gerrity. Mr. Stafford abstained because he did not attend the August meeting.

Reports of Officers: None.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman informed the Board that there had been no unusual maintenance problems since the Board’s last meeting. He alerted the Board that an owner would be evicted due to foreclosure within the week following this meeting, and this person’s belongings would be stacked up on a county-owned sidewalk.

August Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the August financial report, CVIII had a year-to-date operating surplus of $12,393 as of the end of August. Details of the August financial report are available for unit owner review at the CVIII office. Asset Management: The Board reviewed the allocation of CVIII’s cash assets and decided to take money out of two money market accounts and invest it in a CD. Mr. Gerrity moved that the Board authorize CMI to consolidate $90,000 from money market accounts that CVIII had with BB&T and Acacia Federal Saving Bank and invest it in the best paying twenty-four to thirty-six month CD being offered by a FDIC insured bank operating in the Washington, DC area. Mr. Bodden seconded this motion, and it was approved unanimously. 1735 N. Rhodes St., #238: The Board reminded Mr. Hedrick that a rear window in this unit was broken and asked that he contact the owner of this unit about having it repaired as soon as possible or being fined on a daily basis until it was. Mr. Kiman noted that this window could be repaired through CVIII’s In-Unit-Service Program for approximately $50.

Correspondence: Mr. Hedrick brought to the Board’s attention a letter from the owner of unit #118 at 1729 Queens Ln. requesting permission to install wooden flooring in her second floor unit at an unspecified future date. The Board approved her request, contingent on her installing carpeting covering 80% of however much wooden flooring she had installed. The Board asked Mr. Hedrick to write this unit owner notifying her of its decision.

Old Business:

Landscaping Update: The Board reviewed T&J Lawn Service’s request to use Otto Luyken Laurels rather than Densiformus Yews as replacements for the nandina located outside the Wilson Blvd. gate. The nandina, which were to be transplanted to the north wall of 1736 Queens Ln. and the south wall of 1801 Queens Ln., were originally installed to keep pedestrian traffic on the sidewalks and out of the ivy beds adjacent to the gate, but only half of the plants received enough sunlight to flourish. The Board’s discussion focused on the question of whether pedestrian traffic really posed a threat to these ivy beds. If it did not, there was no aesthetic justification for planting a hedge in this location. The Board decided to transplant the nandina and not replace them with another type of plant unless it was obvious that foot traffic was damaging these ivy beds. The laurel would be used to replace the ailing junipers along the north wall of 1735 N. Rhodes St. Mr. Gerrity moved that T&J Lawn Service be authorized to transplant the nandina as described above, remove the first six upright junipers along the north wall of 1735 N. Rhodes St., and replace these junipers with twelve Otto Luyken Laurels. This motion was seconded by Mr. Palmore, and approved unanimously.

Tree Maintenance: Mr. Hedrick informed the Board that he had scheduled an appearance before the Design Review Committee (DRC) of Arlington County’s Historic Affairs and Landmark Review Board (HALRB) to request permission to remove (1) a fifty foot high Green Ash behind 1813 and 1817 Queens Ln. because it threatened the structural integrity of those buildings and (2) a London Plane in front of 1809 Queens Ln. whose growth was distorted because a larger tree was blocking its access to sunlight. The Board reminded Mr. Hedrick that it wanted Bartlett Tree Experts to complete the pruning approved at the Board’s 21 August 2002 meeting before the seasonal fall of leaves. The Board requested and Mr. Hedrick agreed to have Bartlett prepare a proposal on how to best elevate or cut back the magnolia in front of 1724 Queens Ln. so that more daylight would reach the front windows of that address. The Board asked Mr. Hedrick to contact for a second time Dominion Power’s contractor, Asplundh, about trimming deadwood out of several large Tulip Poplars whose crowns are close to power lines along the northern edge of CVIII’s property.

Replacement Chimney, 1729 Queens Ln.: The Board discussed several bids to replace the brick chimney behind 1729 Queens Ln. with a scaled-down plywood structure covered with brick veneer. It decided not to select a contractor until CVIII had received permission from the HALRB to build this replacement structure. Mr. Hedrick said that consideration of this replacement chimney was on the agenda of the 2 October 2002 meeting of the Design Review Committee of the HALRB. The Board suggested and he agreed to try to have a representative from one of the contractors accompany him to this meeting to answer whatever technical questions the DRC might have.

Building Entry Door Replacement: The Board informed Mr. Hedrick that it had verified that Precision Door was still in business. It asked and he agreed to arrange for Precision to bid on providing and installing 18-guage metal entry doors to the basements at 1728, 1729, 1808 and 1809 Queens Ln. and a wooden entry door for 1737 Queens Ln.

Window Cleaning: Mr. Hedrick informed the Board that Crystal Window Cleaning Company would be cleaning the exterior sides of windows in CVIII the week of September 30 through October 4. A rainout would be made up on October 7. He reminded the Board that only windows that had their screens removed would be cleaned. No portion of a window with a screen in it would be cleaned.

New Business:

CVIII’s 2003 Budget: The Board reviewed and adjusted Mr. Hedrick’s proposed 2003 budget for CVIII’s operating expenses and contributions to reserve accounts. Assessments would be increased by 3.36% to cover increases in operating expenses of $12,400 and contributions to reserves of $1,800. The Board authorized Mr. Hedrick to distribute this amended version of his proposed 2003 budget to unit owners prior to this year’s annual meeting.

CVIII’s 2002 Annual Meeting: The Board reviewed arrangements for CVIII’s 2002 annual meeting. The meeting is scheduled for 7:00 p.m. on 17 October 2002 in the conference room in the CMI office at 1903 Key Blvd. Registration will be begin at 7:00 p.m. and the meeting itself at 7:30 p.m. Mr. Hedrick said that two seats on the Board were up for election this year, one for a full three-year term and the other for one year, the balance of the term to which Corbin Weiss was elected. Two unit owners, Stanton Stafford and Michael McGregor, had submitted their names as candidates to fill these two seats on the Board. Mr. Hedrick said that he would distribute proxy statements, candidates’ resumes, copies of his amended proposed budget for 2003, and the minutes of the 2001 annual meeting by hand and mail to resident and nonresident owners on 7 October 2002.

New Laundry Machines: Mr. Hedrick presented the Board with proposals to supply CVIII with new coin-operated washers and dryers from HOF Laundry Systems, WEB Service Co., Inc., Coinmach, and Gregory & Caldwell. All four companies offered seven-year leases for eighteen top-loading regular load washers, eighteen regular load dryers, 2 double load washers and two double load dryers. HOF offered two options: (i) a one-time decorating fee of $12,000 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.83 per day per machine (double load machines count as two); (ii) a one-time decorating fee of $13,000 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.93 per day per machine (double load machines count as two). Hoff asked an additional ten cents per day for water and energy efficient front-loading regular load washers. WEB, the current contractor, offered three options: (i) a one-time decorating fee of $12,250 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.83 per day per machine (double load machines count as two); (ii) a one-time decorating fee of $13,500 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.93 per day per machine (double load machines count as two); (iii) leave the existing equipment in place for three years and pay CVIII a $20,000 redecoration fee. Machines would be changed out as wear dictates. Webb asked an additional eleven cents per day for water and energy efficient front-loading regular load washers. Coinmach offered two options: (i) a one-time lease bonus of $10,000 and payment to CVIII of 90% of gross revenues after deducting $24 a month per machine (double load machines count as two); (ii) a one-time lease bonus of $20,000 and payment to CVIII of 90% of gross revenues after deducting $30 a month per machine (double load machines count as two). Gregory & Caldwell offered one option: (i) a one-time decorating fee of $7,750 and payment to CVIII of 95% of gross revenues after deducting $30 a month per machine (double load machines count as two.) The Board discussed these four bids extensively, highlights of which include dissatisfaction with WEB’s maintenance efforts during this, the final year of their contract with CVIII, Consumer Reports’ recommendation of top loaders in areas with average electricity and water costs and their criticism of Maytag front loaders, and concern about residents using recommended low sudsing detergent if front loaders were installed. Mr. Gerrity moved that the Board accept Hoff’s’ bid to supply CVIII for seven years with eighteen top-loading regular load washers, eighteen regular load dryers, 2 double load washers and two double load dryers for a one-time decorating fee of $12,000 paid to CVIII and payment to CVIII of 100% of the monthly gross collections in excess of $.83 per day per machine (double load machines count as two). Mr. Hamaker seconded this motion, and it was approved unanimously.

Laundry Room Renovations: Mr. Hedrick presented the Board with bids of $1,350 from Renaissance Painting, Inc. and $1,376 from American Exteriors, Inc. to prep and paint CVIII’s laundry rooms. Both bids were based on no color change. After discussion, Mr. Gerrity moved that Renaissance Painting, Inc. be awarded the contract to paint CVIII’s laundry rooms for $1,350. Mr. Stafford seconded this motion, and it was approved unanimously. The Board asked and Mr. Kiman agreed to coordinate removing the old laundry machines, painting, floor stripping, and installing the new machines.

Executive Session: Mr. Hamaker moved that the open session of this meeting be adjourned and the members of the Board go into executive session. Mr. Stafford seconded this motion, and it was approved unanimously.

The next Board meeting is scheduled for approximately 8:30 p.m. on 17 October 2002, following the 2002 annual meeting of CVIII’s owners, in the conference room in the CMI office at 1903 Key Blvd.

Mr. Bodden moved that this meeting be adjourned. Mr. Hamaker seconded this motion, and it was approved unanimously at 8:40 p.m.

October 17, 2002 Colonial Village III Annual Meeting Minutes

Call to order: With a quorum of unit owners voting by proxy and in person of 25.09%, the meeting was called to order at 7:00 p.m. Present at that time were Peyton Palmore, vice-president; Christian Hamaker, treasurer; Dennis Gerrity, secretary; and Stanton Stafford, member-at-large. Also present were unit owners Michael Brooks, Michael McGregor and Helena Reca, 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: Mr. Hamaker moved that the minutes of the 18 October 2001 Annual Meeting be approved without change. Mr. Stafford seconded this motion, and all approved it except Mr. Brooks, Mr. McGregor and Ms. Reca, who abstained.

Unit Owners Forum: No one chose to speak.

Reports of Officers:

Vice-President: Mr. Palmore complimented Michael Bodden, who left the Board as of this meeting after a three-year term, two of which he served as president, for his contributions to CVIII. In particular, he noted the “quiet dignity” Mr. Bodden brought to Board meetings and his help in designing the Wilson Blvd. gate, and pushing the Board to improve CVIII’s storm drainage system to alleviate longstanding flooding problems.

Treasurer: Mr. Hamaker said that his first year’s experience on the Board was a pleasant experience, including his brief period of responsibility for CVIII’s newsletter.

Management:

Mr. Kiman and Mr. Hedrick decided not to speak in order to keep the meeting short.

Committee Reports: None:

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, one due to the normal expiration of a three-year term and the other to complete the final year of a three-year term of a Board member, Corbin Weiss, who resigned in March of this year. Inspectors of Election: Unit owners Michael Brooks and Helena Reca were appointed inspectors of the election of members of CVIII’s Board of directors. Candidates for Election to Board of Directors: The names of Michael McGregor and Stanton Stafford, a member of the current Board, appeared as candidates on the proxy statement distributed prior to this meeting. Mr. 2

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. Election Results: Given the required quorum, Mr. McGregor and Mr. Stafford each received more than 50% of the common interest voted by proxy and in person at this meeting, and Mr. McGregor received a slightly higher vote than Mr. Stafford. Therefore, Mr. McGregor was elected for a three-year term and Mr. Stafford for a one-year term to CVIII’s Board of directors.

2002 Budget:

In order to reduce a proposed 3.36% average increase in assessments for the year 2003 to 1.86%, Mr. Gerrity moved that the following changes be made in the proposed budget for 2003:

1. Increase account #46405, “Interest Income from Investments,” by $3,500 to $13,500 to more accurately reflect expected interest income from CVIII’s investments;

2. Reduce account #53300, “Consultant,” by $1,500 to $500;

3. Reduce account #58320, “Electrical Maintenance,” by $1,000 to $4,000;

4. Reduce account #588620, “Plumbing Maintenance,” by $1000 to $4,000;

5. Reduce account #58480, “Landscaping,” by $500 to $8,000;

6. Reduce account #58800, “Tree Maintenance,” by $500 to $8,000;

7. Increase account #60150, “Income Tax,” by $1800 to $4,300 because of the increase in expected interest income on investments.

Mr. Stafford seconded this motion, and it was approved unanimously.

Election of Officers: Mr. Gerrity moved that officers of the newly constituted Board be Peyton Palmore, president; Stanton Stafford, vice president; Christian Hamaker, treasurer; Dennis Gerrity, secretary; and Michael McGregor, member-at-large. Mr. Brooks seconded this motion, and it was approved unanimously.

Executive Session: None.

The date and location of CVIII’s 2003 Annual Meeting will be announced in September 2003.

Mr. Gerrity moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 7:34 p.m.

October 17, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 7:34 p.m. Present at that time were Peyton Palmore, president; Stanton Stafford, vice president, Christian Hamaker, treasurer; Dennis Gerrity, secretary; Michael McGregor, member-at-large; Helena Reca, unit owner; 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. Reca informed the Board that it was her impression the CVIII’s lawn service was not doing a very thorough job. The Board agreed with Ms. Reca, saying that it had considered hiring a new lawn service several times this year, but it had decided that improved supervision of the lawn service contractor by association management would be a more effective solution to this problem. The Board said that it was pushing Mr. Hedrick to do a better job of ensuring that CVIII gets the scope and quality of lawn service for which it is paying. In particular, Ms. Reca said that the oval-shaped bed outside the Wilson Blvd. gate looked shabby. The Board agreed with her here also, saying that it had already taken action to make improvements. It said that it had obtained commitments from T&J Lawn Service to replace a number of dead and missing plants at no charge, and the landscaping committee had ordered fall annuals to brighten up this bed.

Reading and Approval of Minutes: Mr. Stafford moved that the minutes of the September meeting be approved without change. Mr. Hamaker seconded this motion, and all Board members except Mr. McGregor, who abstained, approved it.

Reports of Officers: None.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman said that there were no unusual maintenance problems during the past month.

September Financial Update: Mr. Hedrick was not able to provide an accurate September financial report because he could not explain entries resulting from the CVIII auditor’s review of CVIII’s books for the year 2001. The Board reminded Mr. Hedrick that CMI’s first responsibility to CVIII’s owners was an accurate set of books and urged him to resolve these problems by the Board’s November meeting. As best the Board could determine, CVIII still had a year-to-date surplus of at least $12,000 as of the end of September. Details of the September financial report are available for unit owner review at the CVIII office. Asset Management: Mr. Hamaker and Mr. Hedrick informed the Board that an $80,000 thirty-six month CD paying 4.06% had been purchased from MBNA using funds from money market accounts with BB&T and Acacia Federal Savings Bank. The average rate of interest paid by these money market account was less than 2%, so CVIII more than doubles the interest it earns on this $80,000 by moving it from these money market accounts to the CD.

Old Business:

Laundry Room Renovation Schedule: In his written report prepared for this meeting, Mr. Hedrick provided the Board with the following schedule for laundry room renovations:

“Monday, November 4 – WEB removes all machines from 1725 and 1808 Queens Ln., Renaissance paints and preps on 11/5 and 11/6, CCS strips and waxes the floors on 11/6 and HOF installs new machines on 11/7 and 11/8. Then,

Monday, November 11 – WEB removes all machines from 1728 and 1813 Queens Ln., Renaissance paints and preps on 11/12 and 11/13, CCS strips and waxes the floors on 11/13 and HOF installs new machines on 11/14 and 11/15.”

Chimney Replacement, 1729 Queens Ln.: Mr. Gerrity reported to the Board that Arlington County’s Historic Affairs and Landmark Review Board (HALRB) had approved CVIII’s request for a certificate of appropriateness on 16 October 2002 to demolish the existing chimney behind 1729 Queens Ln. because it was pulling away from the building and replace it with a plywood structure cover with a brick veneer. This approval was contingent upon CVIII providing the HALRB’s Design Review Committee (DRC) a specification of the replacement chimney’s height and drawings detailing the brick work and the copper flashing around the top of the chimney. Mr. Hedrick and Mr. Stafford said that they would get this material together and deliver it to the DRC. Temporary Flue: Mr. Kiman told the Board that he had asked a plumbing firm, API, to prepare a bid to install a temporary flue so that residents of Building One will have hot water while the existing chimney is being torn down and rebuilt. To save money the Board made a suggestion, which Mr. Kiman and Mr. Hedrick agreed to pursue, that the temporary flue be constructed to the same standard as the permanent flue that would go inside the replacement chimney, and eventually be used as the permanent flue. Contractor: After discussion, Mr. Hamaker moved that CVIII accept Consolidated Waterproofing’s bid of $16,000 to demolish the existing chimney behind 1729 Queens Ln. and replace it with a chimney built according to specifications provided by CVIII. Consolidated could not start until CVIII received final approval from the HALRB’s DRC. Mr. Gerrity seconded this motion, and it was approved unanimously. In response to questions from the Board, Mr. Hedrick said that residents of Building One would be given written notice of this project early and often, and every effort would be made limit noise and other types of pollution generated by this project.

Landscaping Update: Fall Annuals: After discussion, Mr. Hamaker moved that CVIII purchase $1,500 of fall annuals (purple and yellow pansies) to be planted around the bases of the trees at the top of the parking lot steps and as highlights in several other locations. Mr. Palmore seconded this motion, and it was approved unanimously. Ground Cover: Mr. Gerrity informed the Board that T&J Lawn Service had mistakenly delivered 100 liriope earlier this week. Since he had planned to use these plants as ground cover on the north side of 1735 N. Rhodes St. and the east side of 1805 N. Rhodes St. in the spring, he decided to have them installed now rather than send them back. He asked the Board to approve spending $600 to pay for them, saying that he would reduce 2003 landscaping expenditures by a like amount to honor budget limits. After discussion, Mr. Hamaker moved that CVIII pay T&J Lawn Service $600 for liriope already planted by 1735 and 1805 N. Rhodes St. Mr. Stafford seconded the motion, and it was approved unanimously. 1735 N. Rhodes St.: Mr. Hedrick reported to the Board that four of the twenty-two Otto Luyken Laurels meant to be planted along the north wall of 1735 N. Rhodes St. could not be installed for lack of space, but they were used by CVII, and CVIII would receive credit for them from CVII. Contractor Visit: Mr. Hedrick informed the Board that one of the owners of T&J Lawn Service would be visiting CVIII on 18 October 2002. Mr. Gerrity agreed to meet with him to discuss numerous problems CVIII was having with his firm.

Tree Maintenance: After discussion, Mr. Gerrity moved that CVIII authorize Bartlett Tree service (i) to cut down and grind out the stump of a Green Ash behind 1813 and 1817 Queens Ln. that was threatening the structural integrity of these buildings for $2635; (ii) to cut down and grind out the stump of a London Plane in front of 1809 Queens Ln. whose growth was being distorted by larger trees for $395; and (iii) to elevate and thin the crown of a magnolia located in front of 1724 Queens Ln. for $750. Approval of the above work was contingent upon Bartlett agreeing to invoice CVIII for this work on or after 1 January 2003. Mr. Palmore seconded this motion, and it was approved unanimously. Mr. Gerrity informed the Board that CVIII had received unconditional approval from the HALRB on 16 October 2002 to do items (i) and (ii) listed above Mr. Gerrity asked and Mr. Hedrick agreed to remind Bartlett about finishing the removal of dead wood from trees overhanging the Rhodes St. pedestrian bridge.

New Business:

Snow Removal Contract: Mr. Hedrick presented the Board with proposals for snow removal service for the 2002-2003 winter season from Emery Snow Removal and Complete Landscaping Service, with the latter’s bid tied to signing a lawn service contract. Mr. Hedrick told the Board that Snow Services, Inc. had indicated to him that it would make a considerable effort to retain its contract with CVIII. Mr. Gerrity agreed to meet with a representative of Snow Services, Inc. sometime during the last week of October.

Executive Session: Mr. Gerrity moved that the open session of this meeting be adjourned, and the Board go into executive session. Mr. McGregor seconded this motion, and it was approved unanimously.

The next Board meeting is scheduled for 6:30 p.m. on 14 November 2002 in the conference room in the CMI office at 1903 Key Blvd.

Mr. Gerrity moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 9:05 p.m.

January 21, 2002 Colonial Village III Board Meeting Minutes

November 14, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:30 p.m. Present at that time were Peyton Palmore, president; Stanton Stafford, vice president; Dennis Gerrity, secretary; Michael McGregor, 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 was present to speak.

Reading and Approval of Minutes: Mr. Palmore moved that the minutes of the 17 October 2002 meeting be approved without change. Mr. Stafford seconded this motion, and it was approved unanimously.

Reports of Officers:

President: Mr. Palmore proposed that individual Board members assume oversight responsibilities for various aspects of CVIII’s operation, with the authority to act for the full Board on noncontroversial matters. Mr. Palmore argued that such an arrangement would result in shorter and more focused Board meetings and better administration of CVIII’s affairs. Mr. Stafford was asked to look after matters related to the maintenance of CVIII’s physical plant and to chair the public safety committee. Mr. Hamaker was thought to have enough to do with the treasurer’s responsibilities of auditing CVIII’s finances and managing its assets. In addition to his responsibilities as secretary, Mr. Gerrity would chair the landscaping committee and produce CVIII’s newsletter. Mr. McGregor would monitor the efforts of CMI and Chadwick, Washington, CVIII’s law firm, to collect CVIII’s delinquent assessments.

At-Large: Mr. McGregor told the Board that he had had discussions with Mr. Hedrick about delinquent assessments and felt that he was getting up to speed with respect to monitoring this problem. He asked about obtaining a CAI publication dealing with delinquent assessments. Mr. Hedrick said that he would order it for him.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman informed the Board that a hot water heater serving Building Three had developed a leak that could not be repaired. It was replaced. Beyond that, there had been no unusual maintenance problems since the Board’s last meeting. The Board noted that residents were again storing odds and ends of items in the bushes behind 1801 Queens Ln. Mr. Kiman was asked and agreed to remove them. The Board noted that two metal window well liners adjacent to the front door of 1821 N. Rhodes St. needed to be replaced. Mr. Kiman was asked and agreed to see that they were. Mr. Hedrick was asked to verify if replacing these window wells was included in drainage work that Hix & Sons was supposed to but failed to do last year. If it turned out that CVIII paid for this work, Mr. Hedrick was asked to get a refund. The Board noted that runoff rom a downspout on the north side of 1817 Queens Ln. was damaging the lawn. To correct this problem, Mr. Kiman was asked and agreed to extend black plastic drainage pipe from this downspout to the edge of the bike path. The Board asked Mr. Hedrick to again contact the owner of the shopping center immediately east of CVIII about cleaning up substantial amounts of trash that had accumulated on her side of CVIII’s privacy fence.

October Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the October financial report, CVIII had a year-to-date operating surplus of $20,164 as of the end of October. The largest component of this surplus was legal expense, which was $7,200 under budget year-to-date. This was the result of CVIII’s auditor crediting refunds on legal bills from past years to this year’s income statement. Other items under budget year-to-date were allowance for bad debt, $2,000; utilities, $1,500; snow removal, $2,800; payroll expenses, $2,100; income taxes, $2,100; and insurance expense, $1,500. Details of the October financial report are available for unit owner review at the CVIII office.

Old Business:

Laundry Room Renovations: Mr. Kiman informed the Board that the various contractors involved with renovating CVIII laundry rooms were on schedule, and new machines would be installed in 1729 and 1808 Queens Ln. on 15 November 2002.

Hallway Renovations: Mr. Hedrick informed the Board that he had requested proposals to prep and paint hallways from American Exteriors, Renaissance, and Ploutis. The painting proposals were to be for four colors: a white ceiling; different colors above and below the chair rail; and a fourth color for trim. The Board asked Mr. Hedrick and Mr. Stafford to obtain the color and carpet samples it chose at its September meeting so that they could be displayed the Key Blvd. management office for unit owner review. Mr. Hedrick said that he had requested proposals for carpeting from American Exteriors, Renaissance, Carpet One/CCA and Park Carpet. He told the Board that he expected to have all proposals for paint and carpeting available for consideration at the Board’s December meeting.

Landscaping Update: Mr. Hedrick and the Board discussed a proposal from McFall & Berry to provide lawn service to CVIII in 2003 in light of the failure of CVIII’s current lawn service, T&J, to live up to its contract. Services such as fertilization and aeration weren’t being done. Others, such as trimming shrubs and bushes, were being done in a haphazard fashion. Enhancements ordered more than a year ago still had not been provided. Mr. Hedrick told the Board that he was confident, based on his past experience with McFall & Berry, that they would fulfill a contract with CVIII in a timely and thorough manner. Further, McFall & Berry’s bid was $6,700 less than what T&J was currently charging CVIII. Mr. Gerrity moved that CVIII accept McFall & Berry’s proposal to provide lawn services to CVIII in 2003 for $22,104. Mr. Stafford seconded this motion, and it was approved unanimously.

Tree Maintenance Update: Mr. Hedrick informed the Board that Bartlett Tree Experts would do the following work during December and bill CVIII for this work after 1 January 2003: (i) cut down and grind out the stump of a Green Ash behind 1813 and 1817 Queens Ln. that was threatening the structural integrity of these buildings; (ii) cut down and grind out the stump of a London Plane in front of 1809 Queens Ln. whose growth was being distorted by larger trees; and (iii) elevate and thin the crown of a magnolia located in front of 1724 Queens Ln.

Replacement Windows: Sample Replacement Windows: Mr. Hedrick informed the Board that Arlington County’s Historic Affairs and Landmark Review Board (HALRB) had approved CVIII’s request to install three sample windows to aid unit owners in their selection of replacement windows that met HALRB guidelines. Mr. Hedrick asked the Board which manufacturers’ windows were to be used as these samples and where they were to be installed. The Board told Mr. Hedrick to use windows by Trim Line, Pella and Anderson and to install them along the west wall of the storage room in the basement of 1821 N. Rhodes St. The Board told Mr. Hedrick to provide it with estimates of the cost of installing these sample windows. If any of these companies were willing to install a sample at no cost, they were to be invited to do so at their earliest convenience. Enforcement of HALRB Guidelines: The Board reminded Mr. Hedrick that two of CVIII’s unit owners had installed replacement windows that did not meet HALRB guidelines without permission from the HALRB. The Board asked Mr. Hedrick to inquire of Mr. Leventhal what progress the HALRB was making in obtaining compliance with its guidelines by these two unit owners. The Board asked Mr. Hedrick to convey to Mr. Leventhal its concern that the HALRB’s failure to enforce its guidelines would eventually lead to extensive violations of these guidelines.

Building Entry Doors: Mr. Hedrick was asked to see if Mr. Leventhal of the HALRB had time available to join Mr. Gerrity, Mr. Kiman and Mr. Hedrick on a field trip to inspect a particularly sturdy metal replacement building entry door installed in a south Arlington apartment complex.

Replacement Chimney: Mr. Hedrick informed the Board that he was unable to obtain drawings detailing the brickwork and copper flashing around the top of the replacement chimney CVIII wanted to build behind 1729 Queens Ln. in time for the HALRB’s Design Review Committee’s (DRC) November meeting. He said that he would have these drawings available for the DRC’s December meeting. This would give CVIII the certificate of appropriateness from the HALRB necessary for Consolidated Waterproofing to begin working on the chimney. Mr. Hedrick told the Board that API, a plumbing firm, was working on meeting Arlington County code specifications for the flue inside of this chimney.

New Business:

2002-2003 Snow Removal Contract: Mr. Hedrick briefly reviewed proposals from McFall & Berry, Emory, and Snow Services, Inc. to provide CVIII with snow removal service during the winter of 2002-2003. Mr. Hedrick recommended that the Board accept McFall & Berry’s proposal. Mr. Gerrity moved that CVIII accept McFall& Berry’s proposal to provide snow removal services to CVIII for the 2002-2003 winter. Mr. Stafford seconded this motion, and it was approved unanimously.

Security Lighting: After discussion, Mr. McGregor moved that CVIII accept a proposal by Natelco Electric Contractors to furnish and install one double lamp flood light and one single lamp flood light, both equipped with a motion detector, to provide security lighting for the area to the rear of 1728, 1732 and 1736 Queens Ln. and 1735 N. Rhodes St. Mr. Gerrity seconded this motion, and it was approved unanimously.

2002 All-Village Holiday Party: Mr. Hedrick informed the Board that this year’s all-village holiday party for residents of CVI, CVII, CVIII and the Commons would be held on 12 December 2002 at 6:30 p.m. in CVII’s meeting room in the basement of 1701 N. Troy St. and that it would be catered by Red, Hot and Blue. Mr. Gerrity moved that CVIII contribute up to $150 to cover its share of the cost of this year’s holiday party. Mr. McGregor seconded this motion, and it was approved unanimously.

Executive Session: Mr. Stafford moved that the open session of this meeting be adjourned, and the Board go into executive session. Mr. McGregor seconded this motion, and it was approved unanimously.The Board discussed matters related to delinquent assessment and holiday bonuses.

The next Board meeting is scheduled for 6:30 p.m. on 16 December 2002 in the conference room in the CMI office at 1903 Key Blvd.

Mr. McGregor moved that this meeting be adjourned. Mr. Stafford seconded this motion, and it was approved unanimously at 8:20 p.m.

December 16, 2002 Colonial Village III Board Meeting Minutes

Call to order: With a quorum present the meeting was called to order at 6:35 p.m. Present at that time were Peyton Palmore, president; Stanton Stafford, vice president; Dennis Gerrity, secretary; Michael McGregor, member-at-large; unit owners Betty Davis and Philip Smith; 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. Davis thanked members of the Board for the time and effort they put into managing CVIII during the past year.

Reading and Approval of Minutes: Mr. Stafford moved that the minutes of the November meeting be approved with several minor changes. Mr. McGregor seconded this motion, and it was approved unanimously.

Resignation of a Board Member:

Christian Hamaker resigned in writing from CVIII’s Board of directors effective 16 December 2002. Mr. Hamaker said in his letter that the demands made on his time by a new baby, a new job, and post-graduate studies were such that he felt that he could no longer adequately fulfill his obligations as a Board member. Members of the Board expressed their appreciation for Mr. Hamaker’s service as CVIII’s treasurer during the past year. The Board discussed appointing a unit owner to fill the empty seat on the Board until CVIII’s annual meeting in October of 2003 when a unit owner could be elected for the final year in the three-year term to which Mr. Hamaker was elected in October 2001. Mr. Gerrity was asked and agreed to mention this open seat on the Board in the December issue of CVIII’s newsletter.

Reports of Officers:

President: Mr. Palmore informed the Board that he received solicitations on an occasional basis from Arlington County governmental agencies and other organizations looking for volunteers to participate in a variety of public service activities. He asked for suggestions on how best to make the rest of CVIII’s residents aware of these opportunities. The Board suggested that if they were of reasonable interest, then he should ask association management to post them on the laundry room bulletin Boards.

Vice President: Mr. Stafford informed the Board that he was unable to find an organization similar to Consumers Union that provided comparative ratings on the energy efficiency, maintenance costs, and service life of commercial grade 100-gallon hot water heaters similar to the thirteen used by CVIII. Four of these heaters have been replaced during the last three years. The other nine have reached or exceeded their expected service life. They will be replaced as they fail over the next several years. After discussion, the Board decided to continue to rely on Mr. Hedrick and Mr. Kiman exercising good judgment in purchasing these replacement hot water heaters.

At-Large: Mr. McGregor told the Board that he obtained the CAI publications he wanted and hoped to have a baseline measure of CVIII’s delinquency problems ready for discussion at the Board’s next meeting.

Committee Reports: None.

Management Report:

Engineer: Mr. Kiman told the Board that Washington Gas had been informed of a leak in a natural gas line north of 1816 Queens Ln. He told the Board that a representative of the gas company had inspected the leak and declared it to be of no immediate threat to residents of CVIII and that it would be repaired shortly. Snow Removal: The Board complimented Mr. Kiman on the superior job done in removing snow from CVIII’s walks, stoops and stairs on 5 December 2002, particularly in comparison to CVI, CVII and the Commons. Mr. Kiman thanked the Board for its kind words and asked that they be kept in mind when his salary was reviewed next fall. Mr. Hedrick told the Board Snow Services Inc. and McFall and Berry each plowed the parking lot once. He advised the Board that, although Snow Services, Inc. no longer had a snowplowing contract with CVIII, he planned to pay them for their work unless otherwise instructed by the Board.

November Financial Update: Mr. Hedrick reported that, after making allowances for errors and omissions in the November financial report, CVIII had a year-to-date operating surplus of $20,180 as of the end of November. Members of the Board and Mr. Hedrick commented on the nonrecurring nature of some of the items contributing to this surplus. Details of the November financial report are available for unit owner review at the CVIII office.

Correspondence: The Board reviewed correspondence dealing with the request of a nonresident owner of a unit in 1816 Queens Ln. for reimbursement of a bill from an electrical contractor for expenses associated with the replacement of the main circuit breaker for their unit. After discussion, the Board asked Mr. Hedrick to inform this owner in writing that, based on its review of this matter, it could not reimburse this bill. The main circuit breaker in question serviced only that unit for which it was installed. It did not service a common area, and, therefore, its maintenance was the responsibility of the unit’s owner. The Board asked Mr. Hedrick to express its sympathy to this unit owner for what it saw as an exorbitant charge for repairs to their property by a contractor.

UPS Deliveries: Mr. Hedrick informed the Board that he had been spending half of his recent working days trying to straighten out problems caused by UPS deliveries to CMI’s office at 1903 Key Blvd. for residents who were not at home. The UPS drivers were not logging in these deliveries correctly and were not putting them in the correct places in the parcel storage room. Consequently, residents couldn’t find their packages when they came in to pick them up. Mr. Hedrick told the Board that he stopped accepting these UPS deliveries for a week. This would make so much extra work for the UPS drivers that they would readily agree to take the time to log in parcels correctly and sort them by address in the storage room. He apologized for the inconvenience this would cause residents, but managing Colonial Village could not come to halt for the sake of two or three misplaced fruitcake deliveries.

Monthly Management Report: Mr. Hedrick was asked and agreed to organize the report that he prepared for the Board’s monthly meeting so that all material related to delinquent assessments was grouped together.

Old Business:

Replacement Windows: Mr. Hedrick informed the Board that he was still negotiating with representatives of Anderson, Marvin, Pella and Trimline to have samples of their windows, which met the approval of Arlington County’s Historic Affairs and Landmark Review Board (HALRB) for use as replacement windows in CVIII, installed. These sample windows would be installed on the north side of the bicycle storage room in 1821 N. Rhodes St. Mr. Hedrick told the Board that he had agreed to a request from the HALRB that CVIII allow Anderson to install a sample of its “Renewal” line of replacement windows in the storage room at 1821 N. Rhodes St. The frames and sashes of these windows are made of a composite material. The HALRB has not yet approved (but likely will at some future date) their use as replacement windows in buildings that fall under its jurisdiction.

Replacement Doors: Mr. Gerrity informed the Board that he had found eighteen-gauge, seemingly dent-proof, metal building entry doors hung on sturdy metal frames in use at a south Arlington apartment complex that would provide better service than the wooden doors currently installed, a number of which were falling apart or pulling loose from their jambs. Metal doors hung on metal frames were thought to be superior replacements. They would not be prone to sticking caused by swelling resulting from our humid climate. Their hinges would be less likely to be pulled loose from their metal frames by residents moving furniture or the trash service taking away refuse. Unfortunately, these metal doors did not pass a preliminary review by the HALRB, and CVIII will have to continue to use wooden doors. The Board asked Mr. Hedrick to seek bids for ten new wooden doors. These included the front doors of 1737, 1801 and 1817 Queens Ln. and 1821 N. Rhodes St.; both basement doors of 1729 and 1808 Queens Ln.; the basement door on the west side of 1728 Queens Ln.; and the door to the bicycle storage room in 1821 N. Rhodes St. The Board asked Mr. Hedrick to look for a skilled carpenter to reframe a number of other doors. The Board told Mr. Hedrick that it wanted to have this work completed before hallway renovations are done.

Hallway Renovations: Painting: Mr. Hedrick presented the Board with three bids to paint twenty-eight common “upstairs” hallways and four basement hallways (and garbage rooms) in CVIII’s buildings. Ploutis Painting Company, Inc. bid $52,600 to paint upstairs and basement hallways. Renaissance Painting, Inc. bid $52,300 to paint upstairs and basement hallways. American Exteriors bid $18,360 to paint the upstairs hallways. The Board noted that there was wide variation in the specification in these bids of what work would be done. Renaissance provided a detailed list of what it would do, while American Exteriors made greater mention of what it wouldn’t do, or what it would only do for additional money. For instance, American Exteriors’ bid was for one, and only one, coat of paint for all surfaces. Renaissance promised to apply two coats of paint to all surfaces except the black portion of the risers, where it would apply one coat. Ploutis promised to apply as many coats as needed for “completed coverage.” Another problem area was the exterior side of unit entry doors. Only Renaissance committed to repairing dents on the exterior sides of unit entry doors. American Exteriors said that they would schedule only one appointment to paint the exterior sides of unit entry doors, which would have to be left propped open for several hours if they were to be painted completely. Additional visits would cost more money. The other two contractors made no mention of how they proposed dealing with this problem. Mr. Hedrick was asked by the Board to go back to these three firms, particularly American Exteriors, and get them to resubmit their proposals in greater detail so that it would be easier for the Board to compare them when it chose a contractor for this project at its 20 January 2003 meeting. Carpeting: Mr. Hedrick provided the Board with three bids to install new carpeting in CVIII’s common hallways. These were: Carpet One, $31,927, plus an additional $2,925.39 for mats to cover high traffic areas; an unnamed subcontractor for American Exteriors, $26,391 with no bid for floor mats; and Tyson Floors, $21,500 with no bid for floor mats. The Board again pointed out to Mr. Hedrick that these three bids were not comparable. Carpet One’s bid included removal of the existing carpet, prep work, provision and installation of cove base, and warranties on material and labor. American Exteriors’ subcontractor’s bid included removal of the existing carpeting, provision and installation of cove base, but no mention of prep work or warranties. Tyson Floors’ bid did not mention removal of existing carpet, nor provision and installation of cove base, nor prep work or warranties. Mr. Hedrick was asked by the Board to go back to these three contractors, particularly Tyson Floors, and get them to resubmit their proposals in greater detail so that it would be easier for the Board to compare them when it chose a firm for this work at its 20 January 2003 meeting.

1729 Queens Ln. Replacement Chimney: Mr. Hedrick told the Board that he had resubmitted CVIII’s proposal to demolish and replace the chimney behind 1729 Queens Ln. with additional details about flashing and the brickwork as requested by the Design Review Committee (DRC) of the HALRB. The DRC reviewed this resubmission at its 4 December 2002 meeting and decided that it needed yet more information about the brickwork before it would give CVIII permission to proceed with this project. Mr. Hedrick said that he would have Douglas White of Thomas Downey, Ltd. further amend CVIII’s proposal and submit it for DRC approval no later that the DRC’s February meeting. Mr. Hedrick advised the Board that work on this chimney would not begin until early spring.

Unit Main Electrical Circuit Breakers:

The Board reviewed its past efforts to assist unit owners with the maintenance and replacement problems they were having with their main circuit breakers. Every unit has a main circuit breaker located below or adjacent to its electric meter. They are housed in the same metal box as the meter. This metal box, commonly referred to as a stack, is located on an exterior wall of the unit’s building or an adjacent building. This circuit breaker is prone to failure because over time (1) its fasteners loosen and (2) moisture corrodes its connections with the rest of the electrical system. Symptoms of a problem with this circuit breaker are lights or appliances flickering off and on. When a main circuit breaker fails, its unit will have no electric power. Mr. Kiman told the Board about twenty-five percent of CVIII’s unit owners have had to replace their main circuit breaker since the condominium had come into being. Mr. Kiman said that $250 was a reasonable estimate of the cost of replacing a defective circuit breaker assuming the unit owner purchased the replacement circuit breaker from CVIII and employed a competent electrician. The Board noted that it had been advised in writing by CVIII’s law firm, Chadwick, Washington, that these circuit breakers were the property of individual owners and their responsibility to maintain. For reasons of safety as well as economy of scale, Chadwick, Washington advised the Board that it could have these circuit breakers inspected at common expense. However, if a circuit breaker was found defective, the cost of its repair or replacement should be assessed against its unit’s owner. Mr. Hedrick and Mr. Kiman told the Board that they were unaware of any safety problems resulting from the failure of these circuit breakers. In discussion, the Board noted that there were economies of scale in having theses circuit breakers inspected as a group, but the community as a whole ran a risk of being held liable by individual unit owners for any electrical problems they might experience subsequent to such an inspection. The Board decided that its best course of action at that time was to use the minutes of its meeting and CVIII’s newsletter (April 2002) to advise unit owners to have their main circuit breaker inspected on a regular basis by a licensed electrician. The Board further noted that it had discussed replacing the stacks that house both meters and the main circuit breakers with four electrical firms, and none of these firms felt that the stacks needed to be replaced. Replacement stacks would not eliminate the moisture problems that were thought to contribute to the premature failure of these circuit breakers. Further, Mr. Hedrick told the Board that he was unable to find any sort of cabinet or hood to enclose or protect the stacks from rainfall. In spite of the failure of its past efforts, the Board decided to continue to try to find a solution to this problem. Individual members of the Board cautioned that if a solution were found, implementing it would require the agreement of all of CVIII’s unit owners. If the average cost to unit owners of a solution exceeded $250, many would not agree to participate. The Board decided one thing that it could do to help with this problem was to ask Mr. Hedrick to issue a detailed maintenance advisory to unit owners. 5

New Business:

Welcome Brochure: Mr. Palmore presented a draft of a welcome brochure for new owners and residents of CVIII. Ms. Betty Davis agreed to assume editorial responsibility for this brochure and include the Board’s many suggestions in Mr. Palmore’s draft.

Miscellaneous Brickwork: The Board asked and Mr. Hedrick agreed to have the contractor awarded the contract to demolish and replace the chimney behind 1729 Queens Ln., Consolidated Waterproofing, repair damaged brick window wells at various locations in CVIII.

Executive Session: Mr. Gerrity moved that the open session of this meeting be adjourned, and the Board go into executive session for the purpose of discussing delinquent assessments. Mr. McGregor seconded this motion, and it was approved unanimously.

The next Board meeting is scheduled for 6:30 p.m. on 20 January 2003 in the conference room in the CMI office at 1903 Key Blvd.

Mr. Stafford moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 9:00 p.m.

Colonial Village Condominiums

January 21, 2002 Colonial Village III Board Meeting Minutes

February 20, 2002 Colonial Village III Board Meeting Minutes

March 18, 2002 Colonial Village III Board Meeting Minutes

April 15, 2002 Colonial Village III Board Meeting Minutes

May 20, 2002 Colonial Village III Board Meeting Minutes

June 17, 2002 Colonial Village III Board Meeting Minutes

July 15, 2002 Colonial Village III Board Meeting Minutes

August 21, 2002 Colonial Village III Board Meeting Minutes

August 18, 2002 Colonial Village III Board Meeting Minutes

October 17, 2002 Colonial Village III Annual Meeting Minutes

October 17, 2002 Colonial Village III Board Meeting Minutes

November 14, 2002 Colonial Village III Board Meeting Minutes

December 16, 2002 Colonial Village III Board Meeting Minutes