January 17, 2005 CVIII Board Meeting Minutes
Call to order: With a quorum present the meeting was called to order at 6:33 p.m. Present at that time were Stanton Stafford, president; Melissa Bailey, treasurer; Dennis Gerrity, secretary; Eric Nicoll, member-at-large; unit owner Larry Poe; maintenance engineer Stan Kiman; and association manager George Hedrick.
Election of a Board Member: Mr. Stafford noted the resignation of Cheryl Connelly from CVIII’s Board effective 31 December 2004. He was joined by the rest of the Board in expressing appreciation for Ms. Connelly’s contributions to CVIII as a member of its Board of directors. Mr. Stafford reviewed the requirements in Article III, Section 6 of CVIII’s Bylaws with respect to filling a vacant seat on the Board resulting from a resignation. Mr. Stafford then moved that Melissa Bailey be elected to the Board to fill the seat vacated by Ms. Connelly and hold the position of Treasurer until a successor is elected at the 2005 Annual Meeting of CVIII’s Owners Association to fill the final year of the three year term to which Ms. Connelly was elected. Mr. Nicoll seconded this motion, and it was approved unanimously.
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. Stafford moved that the minutes of the 15 November 2004 Board meeting be approved without change. Mr. Nicoll seconded this motion, and it was approved unanimously. No Board meeting was held in December 2004.
Reports of Officers:
Ms. Bailey informed the Board that Arlington County’s waste management facility was operating at a loss because it was charging such high tipping fees that private contractors took the trash they picked up in Arlington to dumps located outside the county. To cover this deficit, the county government was considering a proposal to require condominiums and apartment buildings to use a county designated trash service rather than their own choice of a private contractor. Mr. Hedrick estimated that this change would reduce pickups from five to two days a week and could more than triple the cost of trash service for CVIII. The Board asked and Ms. Bailey agreed to monitor this proposal for CVIII.
Management Report:
Engineer: Mr. Kiman told the Board that there had been no unusual maintenance problems during the past month. The Board noted that a mattress set, a large television set and other bulk trash were obstructing the trash room located in 1808 Queens Ln. The Board asked and Mr. Kiman agreed to store these items in another location in Building Four until it was economical to schedule a bulk trash pick-up. The Board noted that a flower box was installed in a window of a second floor unit at 1816 Queens Ln. in violation of several sections of Article XI of CVIII’s bylaws. The Board asked and Mr. Hedrick agreed to contact the owner of this unit and request that this flower box be removed and give a warning that fines will be imposed if it is not removed.
December Financial Update: After making allowances for errors and omissions in the December financial report, the most notable of which was $14,755 to remove dead and dying trees, the Board noted CVIII had a year-to-date operating surplus of $18,470 as of the end of October. The largest component of this surplus was the Water and Sewer account, which was $13,448 under budget as of the end of December. Expenditures for insurance and legal services were also significantly under budget as of the end of October. Details of the December financial report are available for unit owner review at the CVIII office.
Correspondence: Exterior Painting: Mr. Hedrick brought to the Board’s attention a letter from Mr. Joseph Van Meter, a nonresident owner of a unit at 1813 N. Rhodes St., in which he expressed his pleasure with the appearance of CVIII’s common areas and grounds with the exceptions of windowsills and exterior woodwork, which needed a fresh coat of white paint. The Board asked and Mr. Hedrick agreed to write Mr. Van Meter to say that this exterior painting would be done in 2005. Harassment of a Pet Owner: Mr. Hedrick brought the Board’s attention to a letter from Berkeley Smith, a resident owner of a unit at 1805 N. Rhodes St., in which she complained about verbal harassment about her ownership of a dog by a neighbor. Ms. Smith said that this neighbor had also posted notes saying “No Dogs” and expressing anti-pet sentiments on her building’s hallway bulletin Board. Ms. Smith asked the Board to do all that it could to stop this harassment. After discussion, the Board asked and Mr. Hedrick agreed to write the neighbor in question a letter pointing out that CVIII’s Bylaws allowed a resident to keep one small dog in their unit and requesting that she stop speaking to Ms. Berkeley about her dog. The Board asked Mr. Hedrick to emphasize in his letter how important polite tolerance of residents exercising rights granted to them by CVIII’s Bylaws was for maintaining the friendly, civil atmosphere that made CVIII a pleasant community. The Board also asked Mr. Hedrick to request the neighbor in question to stop posting material on hallway bulletin Boards. These bulletin Boards are reserved for official CVIII business. Wilson Blvd. Gate: The Board reviewed an email from Linda Johnson, a resident owner of a unit at 1724 Queens Ln., in which she stated her opposition to locking the proposed Wilson Blvd. security gate. Ms. Johnson said that she was not the only resident opposed to locking this gate. She suggested that a poll of residents to determine whether or not this gated should be locked. Lastly, she requested that if a decision was made to lock this gate, then a combination lock rather than a keyed lock be installed.
Committee Reports:
Public Safety: Mr. Stafford made the Board aware of a recent confrontation between a CVIII unit owner and a drunken trespasser and reports of transients loitering, sleeping and behaving in a criminal manner in hallways in other sections of Colonial Village. After discussion, the Board asked and Mr. Hedrick agreed to post notices on hallway and laundry room bulletin Boards alerting residents of these problems and asking them to call the police if they observed individuals behaving in a criminal or suspicious manner or sleeping or loitering in any common area of CVIII.
Old Business:
Security Fence and Gates: Mr. Hedrick informed the Board that Arlington County’s Historic Affairs and Landmark Review Board (HALRB) unanimously approved CVIII’s application to install a security fence with a lockable gate between 1816 and 1817 Queens Ln. and to replace the existing Wilson Blvd. gate with a lockable gate at its 17 November 2004 meeting. CVIII had applied for a building permit for this fence and these gates from the Arlington County Zoning Administration on 8 December 2004. CVIII had not received a response to this application. Mr. Gerrity volunteered to visit the Zoning Administration’s office to check on the status of CVIII’s application.
Landscaping Update: Fall Clean-Up: Mr. Gerrity informed the Board that McFall and Berry failed to show up on three separate dates in December to finish removing leaves and other seasonal debris so that CVIII’s grounds would look clean and tidy for the Christmas and New Year’s holidays. Mr. Gerrity said that he had to resort to threatening McFall and Berry with cancellation of its 2005 contract before they finally showed up on December 27 and 28 to fulfill their contractual obligations to CVIII for the year 2004. Shrubbery Renovations in 2005: Mr. Gerrity told the Board that he would provide it with proposals to renovate shrubbery arrangements on the front sides of 1720, 1721, 1736, 1737, 1800, 1801, 1816 and 1817 Queens Ln. and 1801 N. Rhodes. Mr. Gerrity told the Board that he chose these addresses because they were among the most visible buildings in CVIII since they were located closest to the principal entry points to CVIII. Mr. Gerrity told the Board that he would also present proposals for turf renovation and replacements for trees removed in the fall of 2004.
Tree Maintenance: Mr. Hedrick told the Board that Davey Tree Exerts had completed removing trees and grinding stumps as approved by the Board at its meetings. Mr. Hedrick said that Davey had agreed to reduce the height of the poplar tree south of the pedestrian bridge by an additional ten feet for $195, and would do this later this month when they came to Colonial Village to work on trees in CVII.
Replacement Chimney–1729 Queens Ln.: Mr. Hedrick brought to the Board’s attention a bill for $600 from Consolidated Waterproofing for a change order to modify the flue opening in the replacement chimney at 1729 Queens Ln. Mr. Hedrick said that API Plumbing would take down the temporary flue in the very near future. The Board asked and Mr. Hedrick agreed to have construction debris left behind 1729 Queens Ln. by Consolidated removed either by Consolidated or some other party at Consolidated’s expense.
CVIII’s Website: Mr. Gerrity informed the Board that he and Lorraine Eide had completed the handover to him of management of CVIII’s website, www.colonialvillageiii.com. Ms. Eide was kind enough to say that she would be available to help with problems in the future.
1733 Queens Ln., Unit 121: The Board asked Mr. Hedrick if he had received a response to the letter he had written on 15 November 2004 to the nonresident owner of unit #121 at 1733 Queens Ln. asking that she comply with Article XI, Section 1, Paragraph (f) of CVIII’s Bylaws and supply the Board with a copy of her current tenants’ lease. Mr. Hedrick said that he had not received a response. The Board asked and he agreed to write a second letter before turning this matter over to CVIII’s attorneys.
Laundry Room Ventilation: Mr. Hedrick and Mr. Stafford discussed setting a date to inspect laundry rooms for the best locations to install ventilation systems so that laundry room windows could be opened no more than a few inches and thus prevent unauthorized access to these rooms through these windows.
New Business:
FHA Financing for CVIII Units: The Board informed Mr. Hedrick that its inspection of CMI’s “Property Unit Lists” and mailing lists indicated that investors owned only 61 of CVIII’s 172 units, and, therefore, units in CVIII currently for sale did qualify for FHA financing. The Board asked Mr. Hedrick to stop telling prospective buyers, real estate brokers, mortgage bankers, and other interested parties this was not the case unless he could demonstrate that more than 50% of CVIII’s units were owned by investors.
Cost Sharing Agreement for the Maintenance of “Parcel 9”: Mr. Gerrity brought to the Board’s attention a legal document circa 1999 entitled “Colonial Village Cost Sharing and Management Agreement.” This document terminated the Colonial Village Community Services Association (CVCSA). CVCSA owned two assets: (i) an office complex in the basement of 1903 Key Blvd. used by CMI, which was deeded to CVI by this agreement: (ii) a parkland area containing 1.8760 acres of land lying to the north and west of CVIII identified in Arlington County land records as “Parcel 9”. The parkland contains a lawn; more than 300 linear feet of sidewalk; two forested areas; a stream running its entire length; and significant storm water runoff management improvements. This cost sharing agreement deeded the parkland to CVIII with all residents of CVI, CVII, CVIII and the Commons having reasonable rights of use. This agreement made CVIII responsible for the maintenance and upkeep of the parkland. It directed CVIII to keep accurate records of all costs associated with the upkeep and maintenance of the parkland including management and consulting costs. It further directed CVIII, after discussions with the other owner associations, to establish an annual budget for the operation and maintenance, including reserves, of the parkland. All such costs are to be divided among CVI, CVII, CVIII, and the Commons based on the pro-rata share of each community in the total number of units in CVI, CVII, CVIII and the Commons. All accounts related to the parkland are to be kept separate from CVIII’s regular condominium accounts. Provisions for annual assessments payable on a quarterly basis, special assessments, late fees, interest penalties and reimbursement of CVIII for reasonable attorney’s fees are included in this agreement. Mr. Gerrity told the Board that CMI had failed to keep separate records of expenditures on the maintenance and upkeep of the parkland. No reserve account had been set up. Accounts for parkland assessment income and parkland expense did appear on CVIII’s operating budgets from 1998 through 2001, but no income was ever shown as being received and no expense was ever shown as being paid. He estimated that CVIII had spent approximately $15,000 on the parkland’s maintenance and upkeep since this agreement was signed. Mr. Gerrity said that CVIII should have been reimbursed 76% or $11,600 of this $15,000 by CVI, CVII and the Commons, but had not received this money. The Board discussed how best to get CVIII reimbursed for these expenditures and how to implement managing the maintenance and upkeep of the parkland in accord with this cost sharing agreement. Mr. Stafford said the he would add this item to the list of CVIII’s concerns that he would discuss with the other Colonial Village owner association presidents at their annual meeting.
Exterior Painting: Mr. Hedrick presented the Board with a proposal from Renaissance Painting, Inc. for labor and materials to the following work for $36,000: prep, prime and paint concrete sills; pilaster trim; dormers and siding; fascia; rake trim; wood windows; soffits; entrance trim; attic vents; window panels; other wood trim; and iron lintels––excluding doors, shutters and wrought iron railings. This proposal included a three-year guarantee against peeling with peeling paint repainted at no charge. Renaissance proposed a separate price of $5,000 to paint all of CVIII’s shutters with one finish coat of paint and a separate price of $1,200 to paint all doors, entrance and other, with one finish coat of paint. Carpentry repair to replace rotted wood would be done at a $45 per hour rate, plus materials. After briefly reviewing this proposal, the Board asked and Mr. Hedrick agreed to get proposals with comparable specifications from at least two other contractors for this project.
Common Hallway Carpet Cleaning: Mr. Hedrick reported that he had inspected common hallway carpeting as requested by the Board and found that carpeting directly inside front doors and on most of the first flight of stairs of the following buildings were soiled enough to warrant immediate cleaning: 1721, 1724, 1728, 1729, 1732, 1736 and 1808 Queens Ln. and 1801 N. Rhodes St. The Board authorized Mr. Hedrick to have Clean Machine Carpet Cleaning clean the soiled areas in the hallways of these buildings at a cost of $35 per building.
Cleanliness of Common Hallway Walls: The Board expressed its displeasure the cleanliness of common hallway walls, particularly the lighter colored portions above chair rails, which looked grimy in many buildings. The Board asked and Mr. Hedrick agreed inspect these hallways and to determine if more thorough washing by CVIII’s janitor or repainting them would do a better job of improving their appearance.
Executive Session:
Mr. Stafford moved that the open session of this meeting be adjourned, and the Board go into executive session for the purposes of discussing delinquent assessments and a unit owner’s request that his late fees be waived. Mr. Nicoll seconded this motion, and it was approved unanimously at 7:40 p.m.
The next Board meeting is scheduled for 6:30 p.m. on 21 February 2005 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Stafford moved that this meeting be adjourned. Ms. Bailey seconded this motion, and it was approved unanimously at 7:57 p.m.
February 21, 2005 CVIII Board Meeting Minutes
Call to order: Ms. Bailey called the meeting to order at 6:35 p.m. A quorum consisting of Melissa Bailey, treasurer; Dennis Gerrity, secretary; and Eric Nicoll, member-at-large was present at that time. Michael McGregor, vice president, arrived shortly after the start of the meeting. Unit owners Larry Poe, Berkeley Smith and Ryan Yorkery; and association manager George Hedrick also attended this meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Resident Forum:
Ms. Smith and Mr. Yorkery told the Board that that cigarette smoke from an adjoining unit appeared to be drawn into their unit whenever they used their heat pump to provide heat. They said this caused them great discomfort. They told the Board that they had not received a response to two requests for assistance from CVIII’s maintenance engineer in determining if there was some way that air was being transferred to their unit from the other through holes in walls or improperly sealed access ways for utility lines. Mr. Hedrick said that he would have Mr. Kiman contact them to set up an appointment to inspect their unit. The Board suggested that previous occupants of their unit might have been tobacco users whose smoking had contaminated the ductwork of their heating and cooling system. The Board suggested that they consult a HVAC service company on this possibility.
Reading and Approval of Minutes: Mr. Nicoll moved that the minutes of the 17 January 2005 meeting be approved without change. Ms. Bailey seconded this motion, and it was approved unanimously with Mr. McGregor not yet present.
Reports of Officers:
Insurance: Mr. Nicoll reported to the Board that he was actively reviewing CVIII’s master insurance policy with State Farm and hoped to begin soliciting competitive bids in the near future. He told the Board that one ready way that CIII could save money on this policy would be to increase its current $1000 deductible on claims, especially so since no one at the meeting could recall a claim ever being filed against this policy. He noted one possible complication in changing the insurance company carrying CVIII’s master policy: home owners or renters’ insurance policies sold by State Farm to residents of CVIII tended to dovetail with the master policy, providing what Mr. Hedrick described as “seamless” coverage. If CVIII decided to go with another company, then residents might find it necessary to also change carriers in order to maintain “seamless” coverage. Other members of the Board commented that if CVIII did change carriers for the master policy, the new company would make every effort to get individual unit owners’ business. Fence and Gates: Mr. Gerrity informed the Board that Arlington County’s Zoning Administration on 15 February 2005 approved CVIII’s application for an administrative change to its site plan allowing it to install a metal fence with a gate that could be locked between 1816 and 1817 Queens Ln. and replace the existing Wilson Blvd. gate with a gate that could be locked. The Zoning Administration issued a building permit for this fence and these gates on 16 February 2005. Parking: Mr. Gerrity told the Board that dates for public hearings on proposed changes in Arlington County’s residential permit parking program should be announced in the near future. Science Teachers Building: Mr. Gerrity reported to the Board that the National Science Teachers Association (NSTA) and Arlington County planning officials had not resolved their differences over NSTA’s proposed addition to its building at 1840 Wilson Blvd. and, therefore, consideration of NSTA’s proposal by the Arlington County Planning Commission and County Board was on hold.
Management Report:
Physical Plant: The Board noted that several sections of the privacy fence behind Building One had been knocked ajar and a number of its vertical slats were missing. Mr. Hedrick said that he would have the necessary repairs made. The Board noted that residents had left bicycles and shopping carts in storage room aisles in violation of the Arlington County Fire Code and CVIII’s Bylaws. The Board asked and Mr. Hedrick agreed to have Mr. Kiman remove these items immediately. The Board noted the presence of barbeque grills, flowerpots and other belongings of residents on CVIII’s lawns. The Board asked and Mr. Hedrick agreed to post a notice on hallway bulletin Boards warning residents that they had a week to collect their possession before Mr. Kiman disposed of them. (Mr. Kiman did not attend this meeting because it was held on a holiday.)
January Financial Update: After making allowances for errors and omissions in the January financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of approximately $2,861 as of the end of January. Details of the January financial report are available for unit owner review at the CVIII office.
Correspondence: Locked Security Gates: Mr. Hedrick brought to the Board’s attention an email from Cori Uccello, resident owner of unit #161 at 1817 Queens Ln., in which he expressed his strong opposition to the proposed installation of a locked entry gate in a fence between 1816 and 1817 Queens and replacing the existing Wilson Blvd. gate with one that could be locked. Mr. Uccello said that he could appreciate that other owners desired these gates because “some of the non-residents who use N. Queens Lane to cut between Key Boulevard and Wilson Boulevard apparently can be loud at times,” but making CVIII a gated community seemed too extreme a measure. He expressed his fear that a resident fumbling for their gate key at night would be a prime target for a mugger. The Board asked and Mr. Hedrick agreed to write Mr. Uccello that it had received and discussed his email. Unleashed Dogs on the Commons: The Board reviewed a strongly worded letter from a unit owner residing in Building Three informing the Board of his confrontation with a number of dog owners, several of whose unleashed dogs charged him as he brought his cat home from a visit to the vet. He warned the Board that he would sue CVIII if dogs behaving in such a fashion injured him or his cat. He accused the Board of effectively ignoring CVIII’s longstanding problem with unleashed dogs in common areas by issuing “fainthearted” notices and putting off taking action until the next meeting, “ad nauseam.” He urged the Board to use “draconian” measures to enforce CVIII’s Bylaws. After discussion, the Board asked and Mr. Hedrick agreed to write the author of this letter of complaint explaining that the Board saw the problem of dogs bothering or threatening residents in terms of irresponsible behavior on the part of specific dog owners, not all dog owners. If he could identify the dogs that charged him, then the Board would consider taking action against their owners. The Board asked and Mr. Hedrick agreed to post yet another notice reminding dog owners that Article XI, Section 1, Paragraph (h) of CVIII’s Bylaws states that “pets shall not be permitted upon the Common Elements unless accompanied by an adult and unless carried or leashed.” This letter should also warn dog owners that if the Board continued to receive complaints about unleashed dogs chasing, charging or otherwise bothering residents, then the Board would require all dog owners to leash their pets whenever present in common areas and force those who do not comply to remove their dogs from CVIII.
Committee Reports: No committee reports were presented.
Old Business:
Public Safety: Mr. Nicoll asked Mr. Hedrick about recent newspaper accounts of Colonial Village storage rooms being broken into. Mr. Hedrick told the Board that storage rooms in CVII had been broken into twice and there had been an unsuccessful attempt to break into the bicycle room located in 1821 N. Rhodes St. Mr. Hedrick said the Arlington County Police had been called to the property to investigate, but no arrests had been made
Common Hallway Light Fixture Replacements: Mr. Nicoll asked the Board for confirmation that it had chosen the smaller circular fluorescent light fixtures installed in the hallway of 1805 N. Rhodes St. as the type of fixture to use to replace the square fixtures for which replacement lenses were no longer available. The Board agreed that was the case. After further discussion, the Board authorized Mr. Hedrick to have Mr. Kiman use these fixtures to replace damaged common hallway fluorescent light in Buildings Two and Four on a worst case first basis as his work schedule permitted.
Cost Sharing Agreement for the Maintenance of “Parcel 9”: The Board discussed the origin and details of the “Colonial Village Cost Sharing and Management Agreement.” This cost sharing agreement deeded 1.8760 acres of parkland to CVIII. It granted all residents of CVI, CVII, CVIII and the Commons reasonable rights of use of the parkland with costs related to the operation and maintenance, including reserves, of the parkland to be divided among CVI, CVII, CVIII, and the Commons based on the pro-rata share of each community in the total number of units in CVI, CVII, CVIII and the Commons. The Board came to the conclusion that the failure of CMI and CVIII to implement the cost sharing provisions of this agreement with respect to procedures and record keeping created so many questions and ambiguities that it would be best for harmonious relations with the other owner associations in Colonial Village if CVIII did not ask to be reimbursed for its past expenditures to maintain the parkland. Effective 2005, however, CVIII would implement the cost sharing provisions of this agreement.
New Business:
Snow Removal: Mr. Hedrick presented the Board with three bills totaling approximately $5,000 from McFall and Berry for snow removal service. Mr. Gerrity pointed out to the Board McFall and Berry was charging CVIII for twenty-four man hours of labor at $42 an hour to remove less than four inches of snow from twenty-eight stoops and five basement ramps. He told the Board he was sure that CVIII was being overcharged because he had tasked removing a similar snow fall from stoops and ramps several years ago and found that four man hours was more than enough labor to do the job. He urged the Board not to approve paying this bill until Mr. Hedrick negotiated a substantial reduction in these charges for labor. In discussion, other members of the Board argued that McFall and Berry most likely did use more men than necessary to clear stoops and ramps after these storms, but no efforts were made to correct this situation while they were on the property working, and, regrettably, these bills would have to be paid. Mr. McGregor moved that CVIII authorize the payment of $5,000 to McFall and Berry for snow removal service. Ms. Bailey seconded this motion. Ms. Bailey, Mr. McGregor and Mr. Nicoll voted aye, Mr. Gerrity voted no, and the motion was approved by a three to one vote. After further discussion, the Board asked Mr. Hedrick to make sure in future snow events that McFall and Berry received clear directions on how many men to supply to shovel snow from CVIII’s stoops and ramps––to wit: if four inches or less of snow had fallen, then two men would suffice. One additional man should be sent for every additional two inches of snow.
Landscaping: The landscaping committee presented the following proposals for renovations, replacements, and enhancements to lawns, ground cover shrubbery and trees in 2005 to the Board. At the end of the presentation, the Board discussed these proposals, and then approved them and authorized the landscaping committee to price them out.
Lawns:
1. The lawn outside the Wilson Blvd. gate and the lawn between 1737 Queens Lane and the parking lot should be dressed with ComPro or some other type of humus. These areas were aerated and overseeded by McFall and Berry in December.
2. Wood chips were used to fill in holes created when stumps were partially removed by grinding at 1721, 1733, 1737, 1808 (rear), 1812, 1816 (rear) Queens Lane and the rear of 1829 Wilson Blvd. The chips should be removed. The holes should be partially filled with topsoil and then covered with sod.
3. Soil erosion along the south side of steps leading to the sidewalk for 1813 Queens Ln. should be filled in with topsoil. Sod should be laid to prevent erosion in the future.
4. A depression in the lawn adjacent to the east side of 1829 Wilson Blvd. should be filled in with topsoil and then seeded or covered with sod.
5. Repair damage caused by a truck that drove across the lawn in front of 1737 N. Rhodes St. and behind 1728 Queens Ln. The truck belonged to a carpet cleaning service working in unit #184 at 1728 Queens Ln. The owner of this unit should be billed for repairing this damage.
6. Use topsoil and sod to bring the ground around CVIII’s various concrete catch basins up to the same level as the surface of these basins.
7. Renovate the ground in the vicinity of the new chimney behind 1729 Queens Ln., which was torn up by Consolidates Waterproofing.
8. Install a mulch ring around the Southern Magnolia in front of 1732 Queens Ln. The radius of this ring should be no greater than the distance to the nearest sidewalk.
9. Aerate, overseed and dress with humus the lawn in the vicinity of the proposed fence between 1816 and 1817 Queens Ln in the fall.
Ground Cover: The landscaping committee made the following proposals for renovations and improvements in 2005:
1. Remove all cotoneaster.
2. Experiment in-house with preparing and installing four-foot wide ivy borders along building foundations.
Shrubbery: The landscaping committee made the following proposals for renovations and improvements in 2005:
Oval-Shaped Bed outside the Wilson Blvd. Gate: Replace the plants in this bed with one of the following options:
1. An arrangement of medium (7-9’) and compact (2-3’) pink-flowering Crape Myrtles surrounded by a border of Crimson Pygmy Barberries. The Crape Myrtles would do well here because this location gets lots of sun. They will have flowers much of the summer.
2. Same as the above, but substitute Korean Barberry for the compact Crape Myrtle.
3. An arrangement of medium size hollies with a border of annuals on the Wilson Blvd. side of the bed. The hollies would match the Nellie Stevens at either end of the fence in terms of color and texture and create a theme for the Wilson Blvd. entrance. There would be no bare branches and dead leaves to look at during the winter and spring because they are evergreens.
1720 and 1721 Queens Ln.: Install either yews or Otto Luyken Laurels in front of these buildings as suggested in illustrations provided to the Board. The Otto Luyken is ideal for 1720 Queens Ln. It grows well in full shade. It would not need a lot of pruning because its mature height is 5-6”. It has white flowers for much of the summer. Its texture and dark green color would complement the large ivy borders around this building and the Nellie Stevens on the Wilson Blvd. side of both buildings, and, if the Board chose them, the hollies in the oval shaped bed outside the gate. Yews would allow CVIII to make use of existing plants and would complement the yews just inside the gate and those in front of 1724 and 1725 Queens Ln. If the Board chose yews, then it should consider planting azaleas for color. It would be best to buy larger yews for 1720 because they will grow very slowly because of the lack of sunlight.
1736, 1737, 1800 and 1801 Queens Lane: Remove all existing plants in front of these buildings. Replace them with hollies and azaleas as suggested in illustrations provided to the Board. The hollies along the edge of the parking lot would tie these buildings together. The azaleas would break up the dark green of the hollies. Arrangements of annuals, camellias and hibiscus would do the same thing.
1816 and 1817 Queens Lane: Both of these buildings have yews and hollies planted adjacent to their front doors. The yews are a foot less in height than the windowsills behind them. The hollies are a foot higher than these sills. The yews should not be pruned for height until they reach the windowsills. The hollies get renovation pruning to reduce their size and then are allowed to regrow until they reach the windowsills. Remove the Leather Leaf Viburnum, forsythia, barberries and upright holly. Install broad-leafed evergreen shrubs such as Cherry Laurel, any of several different types of hollies or euonymus and azaleas as suggested in illustrations provided to the Board.
Trees: The landscaping committee reminded the Board that Arlington County’s Historic Affairs and Landmark Review Board (HALRB) required CVIII to replace trees that were removed for any reason. The trees listed below had been approved by the HALRB as replacements for the specified dead, dying or otherwise defective trees:
1. Install three Eastern Redbuds (2″ caliper) behind 1829 Wilson Blvd. These trees will replace two Austrian Pines that were dying because their roots had fungal infections.
2. Install three Red Maples (2½″ caliper) in a Resource Protected Area (stream buffer) adjacent to the 1800 block of N. Rhodes St. These trees will replace two Yellow Poplars and a red maple. The poplars had large cavities in their trunks at ground level and posed imminent threats to life, limb and property. The red maple was dead.
3. Install a Star Magnolia and a Norway Spruce (8-10′) in the vicinity of 1805 N. Rhodes St. These trees will replace a Canadian Hemlock that was removed because it was dying.
4. Install a second Norway Spruce in the vicinity of 1805 N. Rhodes St. to replace a dead Green Ash.
5. Install a Japanese Zelkova (3″ caliper) in front of 1812 Queens Ln. This tree will replace a Chinese elm that was partially uprooted by Hurricane Isabel.
6. Install a Japanese Zelkova (3″ caliper) between 1737 and 1801 Queens Ln. This tree will replace a Siberian Elm, two thirds of which had been snapped off by Hurricane Isabel.
7. Install a Sugar Maple (4″ caliper) in front of 1733 Queens Ln. This tree will replace a London Plane that had been cut down because of severe damage done by Hurricane Isabel.
8. Install a Southern Magnolia in front of 1725 Queens Ln. This tree will replace a Siberian Elm that had been removed because of severe damage done by Hurricane Isabel.
The landscaping committee also recommended that an October Glory Red Maple (5” caliper) be installed at the eastern end of the half-moon shaped piece of lawn located outside the Wilson Blvd. gate. This tree would complement a similar tree already planted at the other end of this piece of lawn.
Pruning and Trimming of Trees: The landscaping committee recommended that Southern Magnolias located in front of or adjacent to 1721, 1732, 1737, 1805, 1816, 1817 Queens Ln. and 1727, 1805, 1813, 1817 N. Rhodes St. be elevated to heights equal to second floor windowsills of the referenced addresses. This would increase the amount of sunlight reaching the front these buildings, which in turn would improve the prospects of shrubbery planted in front or alongside of these building. The landscaping committee also recommended that branches of a Siberian Elm located adjacent to 1720 Queens Ln. be cut back so that they did not extend over the roof of that building.
Home Depot Account: The Board told Mr. Hedrick that it had learned that CVIII’s account with Home Depot had been closed because of nonpayment. The Board asked for an explanation. It also asked that he get this account reopened. Home Depot was much cheaper than Virginia Hardware and convenient for Mr. Kiman to use in as much as he drove past the Home Depot in Seven Corners to and from work every day. Mr. Hedrick told the Board all the communities in Colonial Village had used CVIII’s charge account with Home Depot. There were charges made that could not be accounted for, and therefore were not paid. Eventually, Home Depot closed the account. Mr. Hedrick said the account could be reopened, but it would have to be based on the credit record of one CVIII’s Board members. The Board decided to return to this issue at its next meeting.
Write-Off of Debt: The Board reviewed attempts made by CMI and Chadwick, Washington, CVIII’s law firm, to collect $3,073.49 owed CVIII by a former owner whose mortgage had been foreclosed. The Board decided that all reasonable courses of action had been exhausted, and Mr. Gerrity moved that this $3,073.49 be written off. Mr. Nicoll seconded this motion, and it was approved unanimously.
Waiver of Late Fees: The Board reviewed the request of a unit owner that $60 in late fees be waived because CMI failed to provide him with the correct address to mail payments not accompanied by coupons. Mr. Hedrick told the Board that he had reviewed all correspondence showing addresses where to send assessment payments that CMI might have sent this or any other unit owner. Mr. Hedrick said that he found no mention that assessments sent to CMI without coupons should be mailed to 414 Morningwood Drive, Olney MD 20832. After discussion, Ms. Bailey moved that CVIII waive this $60 in late fees. Mr. Gerrity seconded this motion, and it was approved unanimously.
Arlington County Police Patrol of CVIII’s Parking Lot: Mr. Hedrick brought the Board’s attention to a request from the Arlington County Police Department for an up-to-date letter of permission to enforce State and County motor vehicle registration and licensing requirements with respect to vehicles parked on CVIII’s lot. After discussion, Mr. Gerrity moved that CVIII authorize the Arlington County Police Department to continue to patrol CVIII’s parking lot for violations of State and County motor vehicle registration and licensing requirements. Mr. Nicoll seconded this motion, and it was approved unanimously.
CAI Membership and Dues: After some prodding, Mr. Hedrick admitted to signing up CVIII as a member of the Community Associations Institute (CAI) at a cost of $320 a year without consulting the Board. CAI bills itself as “a multidisciplinary, nonprofit alliance serving all stakeholders in community associations.” The principal benefits from CAI membership are newsletters dealing with “best practice” with respect to community association management and discounts on educational material and seminars. The Board decided to test the usefulness of membership for a year.
Entrance Door–1728 Queens Ln.: Mr. Hedrick informed the Board he had received a series of emails from David Schmidt, a resident unit owner at 1728 Queens Ln., asking that the exterior entrance door for the residential portion of that building be repaired because it would not close completely. Mr. Hedrick told the Board Mr. Kiman had inspected this and recommended that it be replaced. The Board took issue with Mr. Kiman’s recommendation, saying that this door was firmly set on its hinges and the reason this door would not close properly was that its upper right corner was binding against the door’s jamb. The Board suggested that a less costly solution to this problem would be to have Mr. Kiman plane this corner of this door and applying a coat of sealer. Mr. Hedrick agreed to ask Mr. Kiman to repair this door as suggested by the Board.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing delinquent assessments. Ms. Bailey seconded this motion, and it was approved unanimously at 8:00 p.m.
The next Board meeting is scheduled for 6:30 p.m. on 21 March 2005 in the conference room in the CMI office at 1903 Key Blvd.
The Board took this opportunity to schedule its April meeting for the twelfth of that month at 6:30 p.m. in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. McGregor moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:19 p.m.
March 19, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:57 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; Cheryl Concelman, member at large, answered present. Charlie Clark, CVIII unit owner; maintenance engineer Stan Kiman; and association manager David McPherson were also present at that time.
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. Nicoll moved that the minutes of the 19 February 2007 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: Mr. Clark, resident owner of unit #255 at 1817 N. Rhodes St., told the Board that he would like permission from CVIII’s Unit Owners Association to replace the metal entry door for his unit with a six-panel wooden door made of fir. This door would be supplied and installed by Hodges and Co. He said the lockset and knocker assembly on his existing door would be transferred to the new door and the exterior of the new door would be painted the same color as the existing door. After discussion, Mr. Nicoll moved that the Board approve Mr. Clark’s request to have a fir replacement unit entry door installed in his unit. Mr. Haley seconded this motion, and it was approved unanimously.
Correspondence from Owners: Unleashed Dogs: The Board reviewed email from a resident of Building Two in which she said her allergies to dog s were aggravated by the attentions of overly friendly dogs running unleashed in common areas of CVIII. The Board asked and Mr. McPherson agreed to post notices on common area bulletin Boards reminding residents that both CVIII’s Bylaws and Arlington County Ordinances require that dogs be leashed when present in common areas. Gate Locks: The Board reviewed email from Dave Schmidt, a resident owner at 1728 Queens Lane, informing it of weather related and other problems with the electronic locking systems for the Wilson Blvd. and north gates. Mr. Kiman told the Board that there had been problems with these locks and he was doing his best to keep them operational.
Local Real Estate Development: 1800 Wilson: Mr. Nicoll told the Board that a modification of Condition 49 of the Site Plan for 1800 Wilson was approved at the 26 February 2007 Arlington County Board meeting. This modification commits 1800 Wilson’s developer, the Holladay Corporation, (and any subsequent owner) to securing off-site parking at a parking garage between Troy Street and Oak Street near Wilson Boulevard for a restaurant at 1800 Wilson at a rate of one space per six seats for the number of seats exceeding 42. If a lease for off-site parking expires, then the developer (and any subsequent owner) agrees to one or a combination of the following actions within ninety days: (i) secure spaces in another parking garage between Troy Street and Oak Street near Wilson Boulevard; (ii) additional spaces for exclusive use of the restaurant’s patrons at a rate of one space per six seats will be secured within the existing garage; (iii) the developer (and any subsequent owner) shall pay on a monthly basis Arlington County the current market rate for each parking space until proof of an executed lease for additional parking is provided. Mr. Nicoll said that he asked and the Arlington County Board agreed to include in this modification of Condition 49 a requirement that eleven parking spaces in 1800 Wilson’s garage set aside for retail use be available to this restaurant’s patrons free of charge. Mr. Nicoll said he told the County Board that CVIII felt that no modification of Condition 49 would be best, but CVIII’s Board decided not to oppose this modification because the strength of the conditions in the version of Holladay’s request for a modification of Condition 49 being considered at that meeting constituted a permanent guarantee that there would be off-site parking for a restaurant with more than forty-two seats at 1800 Wilson.
2000 Wilson: Mr. Nicoll told the Board that a site plan for 2000 Wilson, a condominium to be built on land currently occupied by Dr. Dremo and Taco Bell, was also approved at the 26 February 2007 Arlington County Board meeting. Mr. Nicoll told the Board that there was no change in Condition 52 of the Site Plan for 2000 Wilson. Condition 52 gives residents of Colonial Village preferences to lease twelve parking spaces in the visitor’s section of 2000 Wilson’s garage and limited overnight use of the retail section of 2000 Wilson’s garage.
Wilson School: Mr. Haley updated the Board on the Arlington County Public School System’s proposal to sell the Wilson School located at the intersection of Wilson Blvd. and N. Quinn St. and the efforts of the North Rosslyn and the Radnor/Fort Myer Heights Civic Associations to preserve the Wilson School Building and the open space on its site by asking the Arlington County Historic Affairs and Landmark Review Board (HALRB) to designate the school a historic site.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
February Financial Update: After making allowances for errors and omissions in the February income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $4,601.04 as of the end of February 2006. Details of the February financial report are available for unit owner review at the CVIII office.
Maintenance: Mr. Kiman said there had been no unusual maintenance problems during the last month.
Pending Business:
Replacement Roofs: Mr. McPherson informed the Board that Pioneer Roofing had installed Sarnafil membranes on the roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Masonry repairs, which included replacing missing bricks, tuck pointing where necessary, and replacing the wash-cap on the “Dental” courses of decorative brickwork immediately below parapets, still had to be done. Installing new copper caps on the parapets, scuppers and downspouts also remained to be done. Mr. McPherson told the Board that he, Mr. White and Mr. Kiman would make sure these remaining phases of replacing these three roofs were done correctly.
Masonry Renovations: Mr. McPherson informed the Board that Mr. Douglas White of Thomas Downey, Ltd., the consulting engineering firm hired by CVIII to act as project manger for masonry renovations, had obtained proposals from four firms to renovate portions of the masonry on the north and west exterior sides of Building Four. These bids were: Culbertson, $78,591; Consolidated Waterproofing, $82,171; Commercial Waterproofing, $86,750; and Historic Restoration, $149,400. In a letter accompanying these proposals, Mr. White recommended that CVIII accept Culbertson’s proposal because it was the low bid and “they have always done good work.” Members of the Board expressed concerns about the firmness of these bids. Mr. McPherson said that each bid contained a $5,000 allowance for unexpected work and he did not expect much difference between prices specified in these firms’ proposals and their final bills. After discussion, Mr. Nicoll moved that the Board accept Culbertson’s proposal of $78,591 to renovate portions of Building Four’s brickwork. Mr. Haley seconded this motion, and it was approved unanimously. Mr. McPherson recommended and the Board agreed to start this project by the beginning of May assuming Culbertson had a crew that was available at the time. To make sure that residents of Building Four advanced notice of the noise and dust pollution generated by these masonry renovations, Mr. McPherson and the Board agreed that notices of this work be mailed to them, hung on their door knobs and posted on their common area bulletin Boards.
Verizon Fiber-Optic Licensing Agreement: Mr. McPherson told the Board that Daniel Streich, a lawyer with CVIII’s law firm, Chadwick, Washington, had rewritten Verizon’s proposed licensing agreement so that it would only authorize Verizon’s engineering staff to determine how close to individual units fiber optic cable could be installed in CVIII’s common areas without actually entering units. Mr. McPherson said that he had forwarded Mr. Streich’s revision of this proposed licensing agreement to Verizon’s legal department, but he had not received a response from Verizon as of the start of this meeting. The Board reviewed Mr. Streich’s revision of this agreement and asked Mr. McPherson to provide it with Verizon’s comments on it as he received them. Members of the Board would then forward their questions and comments on Verizon’s response to Mr. Streich’s draft so that a final draft of this licensing agreement would be ready for the Board to vote on at its April meeting.
Landscaping: The Board approved the landscaping committee’s proposal to spend approximately $400 to have McFall and Berry supply and install annual flowers around each of the seven pear trees in front of 1737 Queens Ln.
Storm Drainage: The Board asked Mr. McPherson for an update on the status of a contract CVIII had signed in 2006 with Somerset Landscaping to construct a fifty-four cubic foot drywell in front of 1735 N. Rhodes St. to help manage storm drainage from this building’s roof. Mr. McPherson said that Somerset had constructed a twenty-seven cubic foot drywell, only half the specified capacity, at this location. Mr. McPherson said that he expected Somerset to return to CVIII to complete this project with in the next several months.
Meter Bank Housing: The Board asked Mr. McPherson for an update on its request for a report from a licensed electrician on the state of repair of the metal box that houses the electric meters and main circuit breakers serving units in 1813 N. Rhodes St. Mr. McPherson told the Board that CVII was having an electrician inspect all such boxes on its property and he could have this electrician inspect 1813 Rhodes’ meter bank for about $200 if so authorized by the Board. The Board authorized him to have this inspection made.
Security Lighting: The Board reviewed a proposal from Contemporary Electric Services, Inc. to install one double-floodlight fixture with motion sensor near the top of the southeast corner of 1805 N. Rhodes St. and one double-floodlight fixture with motion sensor near the top of the southwest corner of 1804 Queens Ln. for a total of $1800 to deter peeping tom incidents and other illegal activity in the courtyard behind these buildings. Mr. Nicoll moved that the Board approve Contemporary’s proposal to install these floodlights with motion sensors. Mr. McGregor seconded this motion, and it was approve unanimously. The Board noted that the installation of these floodlights required the approval of Arlington County’s Historic Affairs and Landmark Review Board (HALRB). Mr. Gerrity agreed to submit them to the HALRB.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and the Board and Mr. McPherson convene in executive session for the purpose of discussing delinquent assessments and due process procedure with respect to the enforcement of CVIII’s Bylaws and Rules and Regulations. Ms. Concelman seconded this motion, and it was approved unanimously at 8:15 P.M. Mr. Kiman joined the executive session at 8:25 P.M. at which time the Board, Mr. Kiman and Mr. McPherson discussed personnel matters.
April 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Monday, 16 April 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 8:45 P.M.
April 11, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Stafford called the meeting to order at 6:33 p.m. A quorum consisting of Stanton Stafford, president; Michael McGregor, vice president; Melissa Bailey, treasurer; Dennis Gerrity, secretary; and Eric Nicoll, member-at-large, was present at that time. Unit owners Cheryl Concelman and Eric Donovan; and association manager George Hedrick were also present.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Resident Forum: Notice of meetings: Ms. Concelman and Mr. Donovan both criticized the Board for failing to inform CVIII’s residents of a series of citizen forums held in March by Arlington County on proposed changes in the county’s residential permit parking program. The Board said it would try to do a better job in the future providing residents with advance notice of such public meetings. Minutes of CVI, CVII and Commons Board Meetings: Mr. Donovan asked if the minutes of CVI, CVII and the Commons’ Board meetings could be made available to residents of CVIII. Mr. Gerrity said he would make inquiries. Snow Removal Chemicals: Mr. Donovan told the Board that ice melt with a blue indicator used on CVIII’s walks, steps and stoops this past winter had irritated the paws of dogs and their mouths when they tried to lick their feet clean. Mr. Hedrick said this ice melt had been supplied and used by CVIII’s snow removal contractor. He said this material would not be used in the future. Motor Vehicles without County Stickers Parked in CVIII’s Lot: Mr. Donovan asked if residents were allowed to park cars without Arlington County stickers in CVIII’s lot. The Board said no. It urged Mr. Donovan to call Arlington Police if he observed such vehicles. Office Hours to Pick up Parking Stickers: Ms. Concelman said that in past years CMI’s Key Blvd office was kept open after normal working hours and on a Saturday morning to accommodate residents who could not get off work between 8:00 a.m. and 5:00 p.m. to pick up their parking sticker, but not so this year. Mr. Hedrick said that he did not schedule special office hours to pick up parking stickers this year because no one showed up during special office hours last year to pick up their sticker. Mr. Hedrick said that he would resume scheduling special office hours to pick up parking stickers in 2006.
Officers of the Board: Resignation and Election: Mr. Stafford announced that he was selling his unit and was resigning as president of the Board immediately (6:47 p.m.) and as a member of the Board effective the end of this meeting. The Board asked and Mr. Nicoll agreed to serve as president of CVIII’s for the balance of the Board’s 2005 term. Mr. Gerrity moved that Eric Nicoll be elected President of CVIII’s Board of directors until CVIII’s annual meeting in October 2005 and Stanton Stafford be elected member at large until his resignation from the Board became effective at the end of this meeting. Mr. McGregor seconded this motion, and it was approved unanimously. Mr. Nicoll led the Board in thanking Mr. Stafford for his service to CVIII.
Board Members’ Responsibilities: After discussion, the Board agreed that it should resume its practice of assigning individual members the responsibility for inspecting specific buildings on a monthly basis for safety and maintenance problems and violations of CVIII’s Bylaws and rules and regulations. Mr. McGregor agreed to look after Building One, Mr. Gerrity Building Two, Ms. Bailey Building Three, and Mr. Nicoll Building Four.
Reading and Approval of Minutes: Mr. Stafford moved that the minutes of the 21 March 2005 meeting be approved without change. Mr. Nicoll seconded this motion, and it was approved unanimously.
Reports of Officers: 2000 Wilson Boulevard: Mr. Gerrity informed the Board that he had attended the 28 March 2005 meeting of the Site Plan Review Committee (SPRC). This was the second in a series of SPRC meetings on 2000 Wilson Boulevard, a site plan request made by Elm Street Development, Inc. to redevelop four parcels including the Dr. Dremo and Taco Bell site by demolishing existing structures and replacing them with a high-rise condominium. In response to criticism and suggestions made at the SPRC’s 7 March 2005 meeting, Elm Street revised its design and submitted a slightly smaller building for approval by the SPRC. Existing setbacks at the sixth and ninth floors on the east end of its main wing were increased; and new setbacks at the fifth and eighth floors were incorporated in the design of the north side of its west wing The building would be ten rather than eleven stories tall. It would contain 167 rather than 172 units. Gross floor area (GFA) devoted to residential use was reduced from 287,823 sf to 260,368 sf. GFA for retail use in the revised design was increased from 29,300 sf to 36,193 sf. Elm Street’s revised design of 2000 Wilson Boulevard was criticized by numerous attendees for exceeding the county’s guidelines in the Rosslyn to Courthouse Urban Design Study for the height and mass of redevelopment of this site. Consideration of parking issues was deferred until the SPRC’s 10 May 2005 meeting. Special Meeting on 2000 Wilson Boulevard: Mr. Gerrity reported that Elm Street Development had accepted an invitation extended by CVII and CVIII’s Boards of Directors to attend a meeting with interested owners and residents of Colonial village at 7:00 p.m. on 2 May 2005 in the meeting room at 1701 N. Troy St. at which they would make a presentation on their proposal for 2000 Wilson Boulevard and participate in a question and answer session. Mr. Gerrity reviewed preparations for this meeting with the Board. Master Association for Colonial Village: Mr. Gerrity informed the Board he had discussed with Linda Slagle, President of CVII’s Board of Directors, creating a master association for CVI, CVII, CVIII and the Commons. The purview of this association would be restricted to the following areas: (i) overseeing the management and finances of the parkland north of CVIII and the office complex at 1903 Key Blvd. used by CMI; (ii) representing the common interests of the four associations on issues such as public safety, parking, and real estate development in dealings with Arlington County, other civic associations and developers; (iii) organizing and managing social events open to all residents of Colonial Village. Trash Service: Ms. Bailey informed the Board that both houses of the Virginia General Assembly had passed legislation that would deny Arlington County the authority to require that trash picked up by private trash companies at large developments such as CVIII be processed at Arlington County facilities, which is among the most expensive in the region. Ms. Bailey warned the Board that Governor Warner had not signed this legislation. If he vetoed it and his veto could not be overridden, then CVIII would have to pay significantly more for trash service. Ms. Bailey said that she would continue to monitor this issue for the Board. CVIII’s Master Insurance Policy: Mr. Nicoll informed the Board that he and Mr. Hedrick had nearly finished reviewing CVIII’s master insurance policy with State Farm. All State and Morgan & Cheves, a brokerage, had been asked to bid on this policy; and all three firms had been asked to quote premiums for policies with $1,000 and $5,000 deductibles. Mr. Nicoll said that he would have more to say about CVIII’s master policy at the Board’s May meeting.
Management Report:
Physical Plant Mr. McGregor noted that a number of the stakes between hollies and building walls on the east side of the parking lot had been knocked askew. Mr. Hedrick said he would have Mr. Kiman reinstall these stakes so that they served their purpose of discouraging residents from using the lawns as short cuts. Ms. Concelman said that a portion of gutter was hanging loose under the windows of unit #230A at 1829 Wilson Blvd. Mr. Hedrick said he would have Mr. Kiman make whatever repairs were necessary.
March Financial Update: After making allowances for errors and omissions in the March financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of $6,204 as of the end of March. Details of the March financial report are available for unit owner review at the CVIII office.
Asset Management: Ms. Bailey led the Board in reviewing the allocation of CVIII’s cash assets. She noted that CVIII had $112,035 in money market funds at the present time and $62,422 in CDs maturing by the 13th of June. She said she would make recommendations on purchasing CDs with this money at the Board’s May and June meetings. The Board asked and Mr. Hedrick agreed to reorganize the presentation of CVIII’s cash assets in his management report so that cash and money markets funds are listed first followed by CDs in the chronological they mature.
Correspondence: Mr. Hedrick brought to the Board’s attention a letter from Ms. Aly Underwood, resident owner of unit #186 at 1732 Queens Ln., in which she requested an accounting of a $75 charge for labor to reattach the hinges of the common entry door of her building to its jamb. Ms Underwood acknowledged that her husband and a friend caused this damage moving a sofa out of their unit. Ms. Underwood said she and her husband were willing to pay for the cost of repairs within reason but this $75.00 charge was “not reasonable.” Mr. Hedrick and the Board reviewed what Mr. Kiman had to do to reset the hinges for this door and then rehang it and the length of time it took him and CVI’s maintenance engineer to do this work. It found the $75 charge reasonable. Mr. Stafford moved that Ms. Underwood and her husband not be granted relief from this $75 charge. Mr. McGregor seconded this motion, and it was approved unanimously. The Board asked and Mr. Hedrick agreed to provide the Underwoods with a detailed explanation of this $75 charge.
Committee Reports: No committee reports were presented.
Old Business:
Security Fence and Gates: Mr. Hedrick told the Board that he had asked four contractors to resubmit their proposals to supply and install three rather than four foot wide gates. He said he hoped to have these proposals in time for the Board’s consideration at its May meeting.
Exterior Painting: Mr. Hedrick informed the Board that he had asked Reston Painting to resubmit its proposal for exterior painting with the costs of painting exterior doors and shutters broken out of totals. He said he expected Lillard Painting to submit its proposal before the Board’s May meeting, which would allow the Board to review and vote on this project at that time.
Tree Maintenance: Mr. Hedrick informed the Board that he received bids of $2,650 from Bartlett Tree Experts and $2,350 from McFall & Berry to elevate and prune trees at various locations in CVIII. Mr. Hedrick said he was still waiting for a bid from Davey Tree Experts on this work. The Board decided to wait for Davey’s bid before awarding this contract.
Landscaping Renovations: Mr. Gerrity reviewed with the Board proposals made by the landscaping committee for shrubbery and turf renovations in front of 1720, 1721, 1736, 1737, 1800, 1801, 1816, and 1817 Queens Ln. After discussion, Mr. McGregor moved that CVIII authorize spending up to $10,277 to have McFall & Berry renovate the shrubbery and turf in front of 1720, 1721, 1736, 1737, 1800, 1801, 1816, and 1817 Queens Ln. Ms. Bailey seconded this motion, and it was approved unanimously. Mr. Gerrity asked and Mr. Hedrick agreed to inform McFall & Berry that they were not authorized to proceed with these renovations until they identified the exact type of blue hollies and the exact type and color of Crape Myrtles they proposed to plant in the oval shaped bed outside the Wilson Blvd. gate and provided clarification on the spacing of plants in this bed and in front of the eight buildings.
Building Entry Door Replacement – 1801 N. Rhodes St.: Mr. Hedrick informed the Board that Precision Door would begin replacing doors at numerous locations in Colonial Village on April 18th, and he expected to have the common entry door at 1801 N. Rhodes St. replaced shortly thereafter.
Parking Lot Parking Meter: Mr. Hedrick told the Board that Mr. Kiman had replaced the pole for the parking lot parking meter.
New Business:
CVIII’s Contribution to Stan Kiman’s SEP-IRA for 2004:
After discussion, Mr. Nicoll moved that CVIII make a $775 contribution to Stan Kiman’s SEP-IRA plan for 2004. Ms. Bailey seconded this motion, and it was approved unanimously.
Reserve Study: After discussion, Mr. Gerrity moved that CVIII authorize the expenditure of up to $2,500 to have Thomas Downey, Ltd. update the reserve study it had made in 2000 for repairs and replacement of CVIII’s commons elements. Mr. Stafford seconded this motion, and it was approved unanimously.
Agendas for Board Meetings: The Board was informed of criticisms by owners that the documents titled “Agenda” currently being posted on bulletin Boards were “orders of business” because they did not contain enough information to be agendas for Board meetings. The Board discussed the matter and agreed that it should resume posting detailed agendas of upcoming Board meetings effective the Board’s May meeting. Mr. Nicoll said that he would distribute a draft agenda for this meeting two weeks in advance of its scheduled date.
Executive Session:
Mr. Gerrity moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing delinquent assessments and personnel issues. Mr. Stafford seconded this motion, and it was approved unanimously at 7:51 p.m.
The next Board meeting is scheduled for 7:00 p.m. on Tuesday, 10 May 2005, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Stafford seconded this motion, and it was approved unanimously at 8:14 p.m.
May 10, 2005 CVIII Board Meeting Minutes
call to order: Mr. Nicoll brought the meeting to order at 7:01 p.m., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Melissa Bailey, treasurer; Dennis Gerrity, secretary, answered present. A quorum was duly noted. Unit owners Cheryl Concelman and Cori Uccello; maintenance engineer Stan Kiman; and association manager George Hedrick were also present at that time. Unit owner Elizabeth Callender arrived at 7:40 p.m.
Election of a Board Member: After discussion, Mr. Gerrity moved that the Board elect Cheryl Concelman to fill the seat made empty by the resignation of Stanton Stafford. Ms. Concelman would serve until CVIII’s annual meeting in October 2005 at which CVIII’s owners would elect an owner to complete the final year of the term to which Mr. Stafford was elected in October of 2003.Mr. Nicoll seconded this motion, and it was approved unanimously.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Ms. Bailey moved that the minutes of the 11 April 2005 meeting be approved without change. Mr. McGregor seconded this motion, and it was approved unanimously.
Executive Session: Mr. Gerrity moved at 7:03 p.m. that the open session of this meeting be adjourned, and the members of the Board convene in executive session for the purpose of discussing personnel matters. Mr. Nicoll seconded this motion, and it was approved unanimously. At 7:09 p.m. Mr. Gerrity moved this executive session be adjourned and the meeting be reconvened in open session. Mr. Nicoll seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: Security Fence and Gates: Ms. Uccello told the Board that she felt that the Board had not given Colonial Village III’s owners adequate notice of its plans to install a security fence with a locking gate between 1816 and 1817 Queens Ln. and to replace the Wilson Blvd. gate with a locking gate. The Board said that discussion of the fence and gates first appeared in the minutes for the Board’s January 2004 meeting and had appeared in the minutes of every subsequent meeting at which they were discussed. Ms. Uccello questioned the need for the fence and gates. The Board cited the vandalism of $4,000 worth of bollard lighting fixtures and damage done to the paint finish on six cars parked in CVIII’s lot, and the rowdy behavior of numerous nonresidents who used the Queens Lane sidewalks as shortcuts from Wilson Blvd. to residential communities north and east of CVIII as justification of this fence and gates. Ms. Uccello asked the Board to poll CVIII’s unit owners on whether this fence and these gates should be installed. The Board said only other one person had voiced opposition in its many discussions with unit owners on the security fence and gates. Ms. Uccello told the Board that she found the need to carry an extra key to open the gates inconvenient. She asked and the Board agreed to consider installing keypads as alternative ways to unlock the gates.
2000 Wilson Boulevard: Ms. Callender told the Board that it was important to keep in mind when it was discussing the Site Plan for 2000 Wilson Boulevard that some residents of Colonial Village did not own a motor vehicle, and, therefore, did not have parking concerns. She also said that there were residents of Colonial Village that wanted to live in a vibrant urban environment and favored the developer’s proposal for 2000 Wilson. Noise Complaint: Ms. Callender told the Board that she and her fellow residents of 1733 Queens Ln. and other addresses in Building One were disturbed on a regular basis late in the evening by the noisy behavior of the kitchen staff of the Guajillo Restaurant in the parking behind their place of work. Ms. Callender said these individuals were yelling, throwing things about, racing a moped around the parking lot, washing their cars and playing loud music. She was going to write a memo detailing these disturbing activities and when they occurred and would ask her neighbors to sign this memo with her. Ms. Callender said that she would give this memo to the Board at its June meeting. The Board discussed various ways it could help Ms. Callender and her neighbors curtail this objectionable behavior including going to the restaurant’s owners and manager and the property manager for the Colonial Village Shopping Center about this problem.
Correspondence from Owners: Noise Complaint: The Board reviewed an exchange of correspondence between Mr. Hedrick and the owners of units #267 and #263 at 1821 N. Rhodes St. dealing with a complaint by the owner of unit #267 about noisy parties held on two occasions by residents of unit #263. After a lengthy discussion, the Board asked and Mr. Hedrick agreed to write the owner of unit #267 asking them to call the Arlington County Police Department if they were disturbed in the future by noise coming from unit #263. If calling the police failed to solve these noise problems, then the Board would consider taking action to enforce CVIII’s bylaws. Trash Room and Recycling: The Board reviewed a letter from John Most, resident owner of unit # 238 at 1735 N. Rhodes, in which he pointed out numerous deficiencies in the management of the trash room located in the basement of 1728 Queens Ln. These included poorly labeled trash containers, containers for recyclables in the wrong location, not enough trash containers, and dirty trash containers. The Board discussed remedies such as better signage, more attention on the part of CVIII’s porter to keeping trash containers clean, property management making sure that there were an adequate number of trash containers in this room, and informing the trash service that its crews must do a better job. The Board asked and Mr. Hedrick agreed to follow up on these remedies to the problems Mr. Most mentioned in his letter.
Property Management:
April Financial Update: After making allowances for errors and omissions in the April financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of at least $8,144 as of the end of April. Details of the April financial report are available for unit owner review at the CVIII office.
Asset Management: After reviewing the allocation of CVIII’s assets in money market accounts and CDs, Ms. Bailey moved that CVIII close its money market accounts with Virginia Commerce Bank and Acacia Federal Savings containing $36,693 and $88,413 respectively and consolidate this money with $62,442 from maturing CDs with Capital One and MBNA to purchase a $99,000 five-year CD paying 4.70% from Countrywide Bank, a $38,548.56 three-year CD paying 4.55% from Statefarm bank, and invest $50,000 in an Emigrant Direct Money Market Fund paying 3.25%. Mr. Nicoll seconded this motion, and it was approved unanimously.
Old Business:
Tree Maintenance: Mr. Hedrick presented bids of $2,610 from Bartlett Tree Experts, $2,350 from McFall and Berry, and $4,515 from Davey Tree Experts to elevate and cut Southern Magnolias away from the roofs and sides of specified buildings, prune trees at three locations and remove a small hawthorn. In reviewing these proposals the Board noted that they were not comparable in the scope of the work they proposed to do, but McFall and Berry’s bid appeared to be the lowest by $1,500 even after adding several items. Mr. Gerrity moved that CVIII authorize the expenditure of up to $3,000 by McFall and Berry to elevate and cut Southern Magnolias away from the roofs and sides of specified buildings, prune trees at three locations and remove a small hawthorn. Mr. Nicoll seconded this motion, and it was approved unanimously.
Master Insurance Policy: Mr. Hedrick presented bids for annual premiums on CVIII’s master insurance policy from Allstate of $21,960 with a $1,000 deductible and $21,665 with a $5,000 deductible and Statefarm of $22,488 with a $1,000 deductible and $19,231 with a $5,000 deductible. In its discussion, the Board noted that many residents of CVIII had homeowners or renters insurance policies with Statefarm, which provided seamless coverage when claims were filed. The Board expressed concern that if CVIII changed carriers, Statefarm would drag its feet in settling a major claim against its policy with CVIII arising from a flooding incident at 1805 N. Rhodes on April 24th. The Board noted that there would be a saving of $2,759 if it chose the Statefarm policy with a $5,000 deductible, but given the age of CVIII’s property choosing a policy with a $1,000 deductible would be more sensible. After further discussion, Mr. Nicoll moved that CVIII renew its master insurance policy with Statefarm with a deductible of $1,000 and an annual premium of $22,488. Mr. Gerrity seconded this motion, and it was approved unanimously.
Reserve Study: Mr. Hedrick informed the Board that Thomas Downey, Ltd. has proposed to update the study it made in 2000 of CVIII’s reserve accounts for $2,500, the amount the Board had approved at its 11 April 2005 meeting. Mr. Hedrick said that he expected this update to be completed by mid-summer. Mr. Nicoll suggested that one or more Board members accompany Doug White of Thomas Downey when he made his field visit to CVIII.
Master Association for Colonial Village: Mr. Gerrity informed the Board he had had further discussions with Linda Slagle, President of CVII’s Board of Directors, about creating a master association for CVI, CVII, CVIII and the Commons. The scope of this association would be limited to three areas: (i) overseeing the management and finances of the parkland north of CVIII and the office complex at 1903 Key Blvd. used by CMI; (ii) representing the common interests of the four associations on issues such as public safety, parking, and real estate development in dealings with Arlington County, other civic associations and developers; (iii) organizing and managing social events open to all residents of Colonial Village. Mr. Gerrity said that Ms. Slagle had requested a vote by CVIII’s Board to authorize her to begin discussions with Chadwick, Washington on the legal aspects of such an association and how best to organize it so that it operated in an open and amicable fashion. After discussion, Mr. McGregor moved that CVIII authorize Linda Slagle, President of CVII’s Board of Directors, to seek legal advice on behalf of CVIII from Chadwick, Washington on how to set up a Master Association for Colonial Village. Further, CVIII would contribute up to $1,500 to the cost of such legal advice. Mr. Gerrity seconded this motion, and it was approved unanimously.
Security Fence and Gates: Mr. Hedrick presented the Board with bids from Hercules Fence and Long Fence to supply and install a security fence between 1816 and 1817 Queens Lane with a three-foot wide locking gate and a three-foot wide locking gate to replace the Wilson Blvd. gate. After reviewing these bids, Board members questioned whether they were comparable and complete. Mr. Hedrick assured the Board that he would not deliver a signed copy of a contract approved by the Board until he had verified that the replacement for the Wilson Blvd. gate was included in that contract. After further discussion, Ms. Bailey moved that CVIII accept Long fence to supply and install a security fence between 1816 and 1817 Queens Lane with a three-foot wide locking gate and a three-foot wide locking gate to replace the Wilson Blvd. gate 60sf of brick pavers as specified in their proposal for a total of $11,470. Ms. Concelman seconded this motion, and it was approved unanimously. The Board asked and Mr. Hedrick agreed to inquire about the cost of four touch pads to supplement keys as a way to open these gates.
New Business:
Storm Drainage: Mr. Hedrick presented the Board with a proposal of $600 from Hix & Sons to repair three clean-outs in storm drainage lines that were broken by the careless operation of mowers by the lawn service. After discussion, Mr. Gerrity moved that CVIII approve paying Hix & Sons $600 to repair three clean-outs. CMI was directed to charge this $600 back to McFall and Berry. Mr. McGregor seconded this motion, and it was approved unanimously.
Carpet Cleaning: Mr. Hedrick brought to the Board’s attention a bid of $1,130 from Clean Machine to clean common hallway carpets and treat them with Teflon. Because Clean Machine’s bids to clean CVIII common area carpeting in past years had been substantially lower than its competitors, the Board decided not to ask Mr. Hedrick to get additional bids on this project, and Mr. Nicoll moved that CVIII accept Clean Machine’s bid of $1,130 to clean and treat with Teflon carpeting in CVIII’s twenty-eight common hallways. Ms. Bailey seconded this motion, and it was approve unanimously.
Building Entrance Door at 1732 Queens Ln.: The Board noted that the hinge jam for the common entrance door at 1732 Queens Ln. had pulled loose from the building. Mr. Kiman advised the Board that replacing both the door and its frame was the most sensible long-term solution. Mr. Hedrick was asked and agreed to obtain a bid from Precision Door to replace this door and its frame.
Concrete Walks and Riser Repairs: After discussion, Mr. Gerrity moved that CVIII approve paying Portugal Masonry $1,385 to repair various sections of concrete walkways and a riser in a flight of stairs in front of 1821 N. Rhodes St. Ms. Concelman seconded this motion, and it was approved unanimously.
Maintenance Review and Reports:
Engineer: Mr. Kiman told the Board that there had been no unusual maintenance problems during the past month.
Building One: No problems were reported.
Building Two: No problems were reported.
Building Three: Bicycles and grocery carts were being left in the south storage room’s aisles in violation of the Arlington County Fire Code and CVIII’s Bylaws. Mr. Hedrick agreed to have Mr. Kiman remove these items.
Building Four: The Board reported a water leak over the storage bins for unit #215 and #224 in the east storage room in 1808 Queens Ln. Mr. Kiman agreed to fix this leak. The Board asked and Mr. Kiman agreed to inspect and repair erosion on the north side of 1821 N. Rhodes St. that had washed away the soil covering recently installed storm drainage lines. The Board noted that a grill had been sitting outside the front door of 1816 Queens Ln. for weeks. Mr. Hedrick said he would ask Mr. Kiman to remove it.
Reports of Officers and Committees: 2000 Wilson Boulevard: Mr. Gerrity reported to the Board that the May 2nd meeting with the developer of 2000 Wilson Boulevard was attended by over seventy of Colonial Village’s residents and owners. Discussion was spirited, and many good questions were asked. Elm Street said it would consider supporting Colonial Village’s efforts to tighten Zone 4 parking restrictions. It said that shared-use of the retail and visitors’ sections of the 2000 Wilson garage might be possible, but did not say what time of day this would be allowed or whether it would be free or at reduced or market rates. On May 5th, the Design Review Committee of Arlington’s Historical Affairs and Landmark Review Board, though it has no jurisdiction over 2000 Wilson, reviewed this project and made suggestions for improving its architectural relationship with Colonial Village. On May 9th, the Site Plan Review Committee (SPRC) held its third meeting on 2000 Wilson Blvd. The SPRC was unable to agree if Elm Street’s proposal for 2000 Wilson met guidelines for height and mass in the Rosslyn to Courthouse Urban Design Study. Questions were raised about how large a commercial building could be erected under these guidelines. Questions were asked about setbacks and the length of the building. Mr. Gerrity told the Board Peter Owen, Chairman of the Arlington County Transportation Commission and Sarah Stott, Arlington County’s Parking Manger, had offered to meet with representatives of Colonial Village to discuss where and how Colonial Village might look for solutions to its parking problems. Trash Service: Ms. Bailey informed the Board that Governor Warner had vetoed legislation that would have prevented Arlington County from requiring private trash services to use county trash facilities for trash they collected at Arlington County addresses. She warned the Board that if Governor Warner’s veto was not overridden, Colonial Village would pay significantly more for trash service.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing personnel matters and delinquent assessments. Mr. McGregor seconded this motion, and it was approved unanimously at 9:05 p.m.
The next Board meeting is scheduled for 7:00 p.m. on 13 June 2005 in the conference room in the CMI office at 1903 Key Blvd.
First Executive Session: from 7:03 p.m. until 7:09 p.m. The Board discussed personnel matters.
. Second Executive Session: from 9:05 p.m. until 9:10 p.m. The Board discussed personnel matters and delinquent assessments.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 9:10 p.m.
June 13, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:07 p.m., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. A quorum was duly noted. Association manager George Hedrick was also present at that time.
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. Nicoll moved that the minutes of the 10 May 2005 meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: No one was present to speak.
Correspondence from Owners: Mr. Hedrick brought to the Board’s attention a written request from Don Nishimoto, nonresident owner of unit #244 at 1801 N. Rhodes St., requesting permission to install replacement windows and clothes dryer. After discussion, the Board asked and Mr. Hedrick agreed to write Mr. Nishimoto informing him that it would consider approving his request to install replacement windows in his unit only after he provided for the Board’s inspection a sample of the exact type of window he planned to use to replace the existing windows in his unit. The Board also asked and Mr. Hedrick agreed to inform Mr. Nishimoto that it would not approve his request to install a clothes dryer in his unit because of concerns about noise and fire. The Board also felt that allowing one owner to install a dryer would create a precedent for all of CVIII’s units owners to do the same, and this would lead to covert installation of washers in unit –– something CVIII’s infrastructure could not support without expensive modifications.
Management Report:
May Financial Update: After making allowances for errors and omissions in the May financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of $9,172 as of the end of May pending adjustments by CVIII’s auditor. Details of the May financial report are available for unit owner review at the CVIII office.
Asset Management: Mr. Hedrick told the Board that better rates on CDs frequently became available during the period of time between when the Board approved their purchase and when the investments were actually made, and this was the case with the two CDs the Board approved at its May meeting. He asked and the Board agreed to give CMI standing authority to take advantage of the best rates and terms available when CDs were actually purchased. If a rate approved by the Board could be gotten for a shorter term, then it should be purchased. If a higher rate was available for a term approved by the Board, then it should be purchased.
Old Business:
Security Fence and Gates: The Board discussed recent incidents of public urination on CVIII’s property by nonresidents and vandalism of trees as examples of why CVIII needed to take action to control nonresidents’ access to CVIII’s property by installing a security fence and gates. Mr. Hedrick and the Board reviewed bids from Long Fence and Hercules Fence to supply and install a security fence equipped with a locking gate between 1816 and 1817 Queens Ln. and to supply and install a locking gate to replace the existing Wilson Blvd. gate. During this review the Board noted that Hercules’s bid was incomplete because it did not include spring-loaded hinges, locksets and Knox boxes. Nor did it specify three-foot gate widths and brick aprons in front of the gates. Long’s bid was incomplete because it failed to specify spring-loaded hinges for the gates, a Knox box for the Wilson Blvd. Gate, and a three-foot width for the Wilson Blvd. gate. After making allowances for omissions, the Board decided that Hercules’s bid totaled $12,257 and Long’s totaled $13,644. After further discussion, the Board decided to accept Long’s bid, even though it was higher, because of its established reputation. Mr. Gerrity moved that CVIII accept Long’s proposal of $13,644 to supply and install between 1816 and 1817 Queens Ln. (i) 110 feet of Ameristar Aegis Plus Classic three-rail steel fence equipped with a three-foot wide steel single-swing gate equipped with a lock and latch and spring-loaded hinges and a Knox box for $9,422; (ii) replace the existing Wilson Blvd. gate with a three-foot wide single-swing steel gate equipped with a lock and latch and spring-loaded hinges and a Knox box for $2,670; (iii) supply and install 60 sf of brick pavers for $1,554. Ms. Concelman seconded this motion, and it was approved unanimously. Mr. Hedrick agreed to ask Long for a proposal to supply and install touch pads to unlock these gates.
Building Entry Doors: Mr. Hedrick informed the Board that Precision Door had installed a replacement building entry door at 1801 N. Rhodes St. He told the Board that it was no longer necessary to replace the building entry door at 1732 Queens Ln. because Mr. Kiman was able to eliminate a problem with loose hinges by fastening the door’s jamb hinges to the building’s masonry.
1805 N. Rhodes St.: Mr. Hedrick told the Board that repairs had been completed in two units located at 1805 N. Rhodes St. that had been damaged by flooding caused by a broken toilet.
2004 Window Cleaning Contract: Mr. Hedrick informed the Board that Crystal Window Cleaning Company submitted an adjusted invoice on 18 May 2005 for cleaning 411 windows in CVIII during late August of 2004. Mr. Hedrick said Crystal’s explanation for its late submission was that it simply forgot to bill Colonial Village for this work until reminded by its auditor. After discussion, Ms. Concelman moved that CVIII pay Crystal Window Cleaning Company $2,260.50 for window cleaning services provided to CVIII during August 2004. Mr. Gerrity seconded this motion, and it was approved unanimously.
Floor Mats: Mr. Hedrick told the Board that Commercial Carpets of Alexandria (CCA) had provided him with a new contract for $2,675 for twenty-eight floor mats to be placed immediately inside building entrances. Mr. Hedrick said that this contract replaced a similar one approved by the Board two years ago that had been misplaced by CCA.
Landscaping Update: Mr. Gerrity told the Board that McFall and Berry had asked to put off renovation of the oval-shaped bed outside the Wilson Blvd. gate until the fall because there would be better chances of successfully transplanting shrubbery currently in this bed to other locations in CVIII when the weather turned cooler. The Board agreed to McFall and Berry’s request. The Board asked and Mr. Hedrick agreed to have Mr. Kiman purchase sod to cover a bare spot adjacent to the new Southern Magnolia planted in front of 1725 Queens Ln.
Tree Maintenance: The Board pointed out that there were numerous dead branches in a Red Oak located in front of 1732 Queens Ln. Mr. Hedrick was asked and agreed to obtain a bid from McFall and Berry to clean the crown of this tree. The Board also pointed out that there were several large dead branches high in the crown of a Yellow Poplar located in the Rhodes St. woods. Mr. Hedrick was asked and agreed to get a bid to remove these branches.
New Business:
Trash Service: The Board discussed repeated failures by Jeffrey Trash Service to pick up trash as scheduled and completely empty CVIII’s trash room when they did make a pick up. Mr. Hedrick presented the Board with a proposal from Thompson Haul, LLC to provide CVIII with Monday through Saturday trash service with recyclables collected on Tuesday for $10.50 a month per unit. Mr. Hedrick pointed out to the Board that this bid was 29% higher that the $8.12 a month per unit Jeffrey was charging CVIII but less than the $16.00 a month per unit that a national contractor proposed. After further discussion Mr. Gerrity moved that CVIII accept Thompson Haul, LLC’s bid to provide CVIII with Monday through Saturday trash service with recyclables collected on Tuesday for $10.50 a month per unit for one year with 30 day notice for nonperformance. CVIII’s acceptance of Thompson’s bid is contingent upon CVI and CVII also deciding to change from Jeffrey to Thompson. Ms. Concelman seconded this motion, and it was approved unanimously.
Liability for Insurance Deductibles: Mr. Hedrick told the Board when claims were filed against CVIII’s master insurance policy CVIII was liable for the deductibles if the cause of the damage was a common element of the condominium. If the cause of damage resulting in a claim was the responsibility of a unit owner, then the liability for the deductible was the responsibility of that owner. Mr. Hedrick recommended to the Board that it include explicit mention via a motion in CVIII’s Rules and Regulations of the circumstances determining common and individual responsibilities for insurance deductibles on claims against CVIII’s master insurance policy.
2005 Window Cleaning Contract: Mr. Hedrick brought to the Board’s attention a bid from Valcourt Building Services to clean the exterior sides of unit windows for $6.00 per window and a bid from Crystal Window Cleaning Company for the same service of $5.50 per window. Mr. Hedrick told the Board that he would prefer to do business with Valcourt, even though they charged 9% more than Crystal, because of billing difficulties experienced with Crystal. After discussion, Mr. McGregor moved that the Board accept a proposal from Valcourt Building Services to clean the outside surfaces of windows in CVIII for $5.50 per window. Ms. Concelman seconded this motion, and it was approved unanimously. Mr. Hedrick said written notices of when Valcourt Building Services 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.
Outdoor Cooking Grills: The Board asked and Mr. Hedrick agreed to have Mr. Kiman post a notice on hallway bulletin Boards reminding residents of and asking their compliance with the Arlington County Fire Code, which (i) prohibits the use and storage of propane gas containers in multi-family residential housing communities such as CVIII, and (ii) requires that charcoal grilling be done at least twenty-five feet from multi-family residential housing such as CVIII. The Board also asked Mr. Hedrick to request that residents remove their grills from common areas after the coals in them have cooled.
Maintenance Review and Reports:
Engineer: Mr. Kiman was unable to attend this meeting.
Building One: Several metal folding tables were left outside the rear of 1729 Queens Ln. Mr. Hedrick agreed to have Mr. Kiman remove these items. A portion of the privacy fence located behind 1725 Queens Ln. had been knocked loose from its post. Mr. Hedrick agreed to have Long Fence repair this fence when it installed the security fence and gates.
Building Two: Mr. Hedrick was asked and agreed to inform the resident(s) of unit #133 at 1801 Queens Ln. that the sign placed in one of their unit’s windows violated CVIII’s bylaws and should be removed. Mr. Hedrick was asked and agreed to have Mr. Kiman perform the following tasks:
Reinstall screens that had fallen out of windows at various locations in Building Two.
Reattach a brace supporting a hand railing serving the ramp leading to the basement door to 1809 Queens Ln.
Remove an arborvitae located behind 1809 Queens Ln. that had fallen over.
Remove a toolbox and other material left in a hedge behind 1809 Queens Ln.
Paint a shutter located on the rear southeast corner of 1813 Queens Ln.
Tighten a cover plate for an electrical outlet located in the second floor landing at 1813 Queens Ln.
Apply agricultural lime to barren areas of the lawns near or adjacent to 1805, 1813, 1816, and 1817 Queens Ln.
Apply brown paint to white PVC storm drainage pipe recently installed at 1809, 1813, 1816 and 1817 Queens Ln.
Building Three: The Board noted several splash pans located under down spouts on the east and south sides of 1720 Queens Ln. have sunk into the ground and no longer served their purpose of diverting storm water drainage away from this building’s foundation. Mr. Hedrick said that he would have Mr. Kiman build up the ground under these splash pans so they worked properly. The Board also noted that there was a leak in the south storage room located in 1728 Queens Ln. Mr. Hedrick said that he would have Mr. Kiman attend to it.
Building Four: The Board reported that a leak in a pipe above the storage bins for units #215 and #224 in 1808 Queens Ln. had still not been repaired. Mr. Hedrick said that he would ask Mr. Kiman to repair it. The Board also reported that most of a concrete windowsill on the south side of 1821 N. Rhodes St. had broken off. Mr. Hedrick said that he would have Portugal Construction repair this sill when it came to CVIII to repair and replace damaged concrete sidewalks and steps.
Cost Sharing Agreement for the “Parkland” and the “Space”: The Board reviewed a revised version the Cost Sharing Agreement for the “Parkland” and the “Space” –– a document signed in 1998 by the Presidents of the Boards of Directors of CVI, CVII, CVIII, Colonial Village Commons, the Astoria, and Chelsea Landing and representatives of the Colonial Village West Apartments and Summit Village Apartments. This agreement dissolved the Colonial Village Community Service Association and deeded the office suite located in the basement of 1903 Key Blvd. to CVI and approximately 1.9 acres of land to CVIII and specified that (i) all residents of CVI, CVII, CVIII, and Colonial Village Commons would have the right to use the space and the parkland subject to reasonable regulations and (ii) the costs of maintaining the space and the parkland would be shared by CVI, CVII, CVIII, and Colonial Village Commons on a pro-rata basis. This agreement renews itself every five years unless CVI, CVII, CVIII, and Colonial Village Commons agree unanimously on changes in it. The Board discussed ways to simplify procedures contained in this document.
Reports of Officers and Committees:
Chairs for Colonial Village Meetings: Mr. Gerrity informed the Board of a request from Linda Slagle, President of CVII’s Board of Directors, that CVIII contribute to the purchase of folding chairs to be used for a variety of meetings attended by all or specific groups of Colonial Village owners and residents. After discussion, the Board agreed to contribute $300 toward the purchase of folding chairs for use at meetings attended by Colonial Village owners and residents.
Executive Session:
Mr. Gerrity moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing matters related to delinquent assessments and the cost sharing agreement for the “Parkland” and the “Space”. Mr. Nicoll seconded this motion, and it was approved unanimously at 9:10 p.m. Mr. Hedrick was asked and agreed to excuse himself at 9:14 p.m. so that the Board could meet privately to discuss matters related to the cost sharing agreement for the “Parkland” and the “Space,” parking, and CVIII’s property management firm.
The next Board meeting is scheduled for 7:30 p.m. on 18 July 2005 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 9:31 p.m.
July 18, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:02 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; and Dennis Gerrity, secretary, answered present. A quorum was duly noted. Unit owners Fredrick Dolan and Sumin Li, maintenance engineer Stan Kiman, and association manager George Hedrick were also present at that time. Melissa Bailey, treasurer, Cheryl Concelman, member at large, and unit owner Larry Poe arrived shortly after the start of the meeting.
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. Nicoll moved that the minutes of the 10 May 2005 meeting be approved without change. Mr. McGregor seconded this motion, and it was approved unanimously, Ms. Bailey and Ms. Concelman not yet present.
Open Forum for CVIII Owners: Fredrick Dolan and Sumin Li, owners of unit #244 at 1801 N. Rhodes St, presented the Board with a sample of a Loewen aluminum-clad wooden window that they wished to use to replace windows in their unit. The Board and Mr. Hedrick examined the sample window and found that it appeared to meet specifications for replacement windows in CVIII that had been approved by Arlington County’s Historic Affairs and Landmark Review Board (HALRB). Mr. Gerrity then moved that CVIII approve the request of Fredrick Dolan and Sumin Li, owners of unit #244 at 1801 N. Rhodes St, to replace windows in their unit with Loewen aluminum-clad wooden windows. Mr. McGregor seconded this motion, and it was approved unanimously. The Board asked and Mr. Hedrick agreed to inform the HALRB in writing of its decision approving the installation of these windows. Mr. Dolan and Ms. Li asked for information about permission they would need from CVIII’s Board to make alterations and improvements in their unit. The Board provided them with information that can be found in Articles VI and XI of CVIII’s bylaws and CVIII’s Rules and Regulations.
Correspondence from Owners: Mr. Hedrick brought to the Board’s attention a letter from Mr. Thurman Daniel, the owner of unit #222 at 1816 queens Ln. in which Mr. Daniel informed the Board that some heat pumps are marked with the wrong unit number and some electric meters have no unit number whatsoever marked on them. He also noted that the sealant was missing or loose where heat pump lines entered the building. Mr. Daniel also described problems he had replacing the main circuit breaker for his unit, which coincided with heat pumps for other units turning off and on. (Residents of the other units have not reported experiencing difficulties with their heat pumps.) After discussion the Board asked and Mr. Hedrick agreed to write Mr. Daniel and inform him that heat pumps and electric meters for units were the property and responsibility of the owners of the units they served. CVIII’s Owners Association had no responsibility for identifying and maintaining heat pumps and electric meters serving individual units. The Board said it would advise unit owners make sure that their heat pumps and electric meters were or could be properly identified. The Board asked and Mr. Kiman agreed to be available for informational assistance if Mr. Daniel had further difficulties with his main unit circuit breaker.
Reports of Officers:
Mr. Nicoll, Mr. Gerrity and Ms. Concelman briefly reported to the Board on various Arlington County meetings and “focus” meetings hosted by Colonial Village on real-estate development and parking issues affecting Colonial Village. A detailed discussion of these topics can be found in the August 19th Updates on Real Estate Development and Parking Issues.
Management Report:
June Financial Update: After making allowances for errors and omissions with respect to tree removals and replacements, shrubbery enhancements and window cleaning in the June financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of $10,514 as of the end of June. Details of the June financial report are available for unit owner review at the CVIII office. Ms. Bailey agreed to contact Lyn Wood of CMI about tree removal and window-cleaning expenses that had been approved and completed in 2004 that were being carried on CVIII’s books for 2005.
Maintenance Review and Reports:
Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month. He urged the Board to have Southern Magnolias cut back from building roofs as soon as possible. He said that he was regularly removing pieces of debris from these trees from roofs. He said there was a constant threat of larger branches falling off these trees and punching holes in roofs that could lead to ceiling leaks in units.
Building One: No report of maintenance problems was presented.
Building Two: The Board noted that a lengthy list of items needing attention in Building Two had been reported at its 13 June 2005 meeting. Mr. Kiman was complimented for taking care of them promptly and thoroughly. The Board asked and Mr. Kiman agreed to tighten the screws for the jamb hinges of the building entrance door at 1801 Queens Ln. Mr. Kiman said that he would try to attach these hinges to the masonry behind the jamb. The Board noted the poor appearance of this building’s hallways. The Board reported that residents’ belongings were stacked on top of storage cages in the north storage room in 1809 Queens Ln. in violation of the Arlington County Fire Code. The Board asked and Mr. Kiman agreed to remove these items.
Building Three: No report of maintenance problems was presented.
Building Four: Mr. Kiman told the Board that plumbers had finished repairing numerous water line leaks in Building Four including a leak in a pipe above the storage bins for units #215 and #224 in 1808 Queens Ln. The Board thanked him for seeing that these plumbing repairs were made. The Board reported that a hallway railing at 1813 N. Rhodes St. was loose. Mr. Kiman said that he would repair it. The Board noted that some of the stakes and ropes between the hollies on the east of the parking lot were missing, and these encouraged residents to cut across the lawns rather than use sidewalks. Mr. Kiman said that he would replace these stakes and ropes.
Committee Reports: No committee reports were presented.
Pending Business:
Security Fence and Gates: Mr. Hedrick informed the Board that he and Mr. Gerrity had met with Ryan Eback of Long Fence for a final review of the design and installation of the fence and gates. Mr. Eback confirmed that the type and appearance of the Ameristar Aegis Plus Classic three-rail style of fence and the gates that Long Fence planned to install will be the same as depicted in drawings supplied to Long Fence by CVIII. He also confirmed that the lock sets and spring loaded hinges on the gates would be the same as those shown on manufacturer’s specification sheets provided to Long Fence by CVIII. Mr. Eback said that there were eight-inch and twelve-inch increases in grade moving from the gateposts toward 1816 Queens Ln and 1817 Queens Ln. respectively. He said the fence would follow grade from the fence posts to the buildings. Mr. Eback said the brick aprons would be set in gravel dust on top of an eight-inch gravel base, not a concrete base. Warning Signs: Mr. Nicoll suggested installing signs providing a warning that there would soon be no way to exit CVIII’s grounds near the bike path because of the fence. These signs would help limit the number of people who were not residents of CVIII becoming trapped by the fence and the damage they might do to CVIII’s property out of frustration. The Board accepted Mr. Nicoll’s suggestion subject to a review of the language used on the signs.
Landscaping Update: Turf Renovation: The Board discussed the following turf renovation projects for the fall of 2005:
Lay sod where two Austria Pines were removed behind 1829 Wilson Blvd.
Fill a depression and lay sod adjacent to the east of 1720 Queens Ln.
Lay sod where a Siberian Elm was removed in front of 1725 Queens Ln.
Fill in a hole and lay sod in the courtyard in front of 1725 Queens Ln.
Fill a depression and lay sod in front of 1800 Queens Ln.
Work up the soil and lay sod on a large bare patch adjacent to the north side of 1809 Queens Ln.
Fill in a hole and lay sod in the courtyard in front of 1813 Queens Ln.
Elevate the grade with soil and lay sod so that the sidewalk between 1816 and 1817 Queens does not project above grade.
Fill in gullies, work up the soil with amendments, and then lay sod to stop erosion in the courtyard on the north side of 1817 N. Rhodes St.
- Fill in gullies, work up the soil with amendments, and then lay sod to stop erosion along the north and west sides of 1821 N. Rhodes St.
The Board also discussed and tentatively agreed to a major renovation of the lawn between 1737 and 1801 Queens Ln. in the spring of 2006.
Tree Maintenance: The Board reminded Mr. Hedrick that it had approved a bid and subsequent change-orders totaling $3,200 for tree pruning to be done by McFall and Berry. Mr. Hedrick said that he expected McFall and Berry to start this work the week of July 25th.
Tree Warranty: The Board pointed out to Mr. Hedrick that the Sugar Maple installed in front of 1733 Queens Ln. this spring had died. It reminded him that CVIII had a one-year warranty on this tree. Mr. Hedrick told the Board that McFall and Berry would install a replacement for this tree in the fall at no cost to CVIII.
Shrubbery Enhancements: Mr. Hedrick informed the Board that CVIII had received a bill totaling $7,154.45 from McFall and Berry for shrubbery enhancements supplied and installed this year to date. Mr. Hedrick reminded the Board that it had approved an additional $1,379 of renovation for the oval-shaped bed outside the Wilson Blvd. gate. Members of the Board commented that the appearance of this bed seemed much improved this year and suggested the plants ordered for it should be used elsewhere in CVIII. The Board noted that two azaleas planted in front of 1801 Queens Ln. died and a third was badly damaged. It asked and Mr. Hedrick agreed to ask McFall and Berry to replace these plants this fall.
Cost Sharing and Management Agreement: The Board reviewed a number of amendments to the Cost Sharing and Management Agreement for the management office at 1903 Key Blvd. and the parkland proposed by the Boards of other Colonial Village Owner Associations. The Board found some of these, such as an unrestricted right to opt out, objectionable. It decided that CVIII would simply enforce the existing version of the agreement if other communities in Colonial Village insisted on unreasonable changes in this cost sharing agreement.
Reserve Study: Mr. Hedrick told the Board that Douglas White of Thomas Downey, Ltd. had visited CVIII to inspect and review the status of and changes in CVIII’s assets that would be included in a reserve study that Mr. White is preparing for CVIII. Mr. Hedrick said Mr. White would prepare a separate study of parkland assets for which reserves should be accumulated. Mr. Hedrick agreed to provide the Board with a paper copy of the first draft of this study within a week’s time of this meeting.
Exterior Painting Contract: Mr. Hedrick told the Board that Lillard Painting had informed him that it had committed itself to so much work this summer that it could not in good faith take on CVIII’s exterior painting contract. Mr. Hedrick said that he had requested a bid from Manders Decorating so that the Board would have three proposals for CVIII’s exterior painting contract to consider at its August meeting.
Trash Service: Mr. Hedrick informed the Board that CVII had joined CVIII in approving a change from Jeffrey Trash Service to Thompson Hauling due to poor performance by Jeffrey. He said he was waiting for CVI to also approve this change at their July 27th meeting before giving Jeffrey thirty-day notice of the cancellation of their contract with CVIII. Mr. Hedrick told the Board that he would continue to use Thompson when Jeffrey failed to pick up trash according to the schedule in its contract with CVIII. He said he would deduct the expense of this supplemental service from payments due to Jeffrey.
Laundry Room Ventilation: The Board discussed a variety of options for ventilating CVIII’s Laundry rooms so their windows could be secured to prevent unauthorized access. Mr. Kiman suggested that HOF, the firm that supplies CVIII’s laundry machines, would be experienced in such work. The Board thanked Mr. Kiman for an excellent suggestion and asked Mr. Hedrick to get information or a bid from HOF on this project for the Board’s consideration at its next meeting.
Sidewalk Repairs: The Board discussed the haphazard and irresponsible way Portugal Construction replaced damaged sections of CVIII’s concrete sidewalks and stairs. Members of the Board were especially outraged by Portugal’s failure to place sheets of plywood over missing sections of sidewalk despite repeated requests to do so from a Board member. Portugal left open holes in the sidewalk for more than a week. This created potential safety problems for pedestrian traffic so serious that Mr. Kiman had to be called at home to correct them. Mr. Hedrick told the Board this was the first time Portugal had failed to do acceptable work for a job that he had hired them in the more than twenty years he had done business with them. Mr. Hedrick said that he would deduct the cost of Mr. Kiman’s time and the plywood he purchased from Portugal’s bill. Mr. Hedrick said that he would attempt to negotiate a discount on the remaining items in its contract or seek free services fort CVIII as a way for Portugal to make amends for the poor job it did on CVIII’s sidewalks.
New Business:
Basement Entrance Ramp at 1809 Queens Ln.: Mr. Nicoll brought to the Board’s attention a proposal from an owner to replace the concrete ramp leading to the basement door at 1809 Queens Ln. for aesthetic reasons. The Board agreed that the current ramp was unattractive, but questioned the design of the replacement proposal because it created public safety issues by obscuring the door from public view. The Board authorized further refinements of this proposal that took into account public safety concerns, but it made no commitment to replacing this ramp.
Executive Session: The Boarddid not meet in executive session .
The next Board meeting is scheduled for 7:00 P.M. on 22 August 2005 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:35 P.M.
August 22, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:02 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Melissa Bailey, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. A quorum was duly noted. Unit owners Jamie Bay, Janice Bay, and George Hinkins, maintenance engineer Stan Kiman, and association manager George Hedrick were also present at that time. Unit owner Larry Poe arrived at 7:35 P.M.
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. Nicoll moved that the minutes of the 18 July 2005 meeting be approved with the correction of a typographical error. Ms. Bailey seconded this motion, and it was approved unanimously.
Special Presentation –– An Updated Study of CVIII’s Reserve Accounts: Mr. Douglas White of Thomas Downey, Ltd., a consulting engineering firm, made a presentation to the Board on the first draft of an updated version of a study he conducted in 2000 of the scope and financing of CVIII’s Reserve Accounts. The Board and Mr. Hedrick reviewed this draft line by line with Mr. White. The Board suggested a number of changes that Mr. White agreed to incorporate in the second draft of this study. The Board and Mr. White reviewed major maintenance issues such as exterior masonry repairs, roofs, water lines and sanitary and storm sewer lines. Mr. White told the Board that CVIII’s most immediate concerns were replacing and repairing cast-stone windowsills and replacing rotted and damaged wood in fascias, siding on gables, and dormers. Mr. White told the Board that CVIII’s reserve accounts were generally in good shape. He urged the Board to make sure it adjusted reserve contributions annually for the effects of inflation. He also urged the Board to adjust annual contributions to reserve accounts to cover a significant but temporary increase in reserve expenditures that would occur between 2015 and 2025. The Board thanked Mr. White for his presentation and told him it looked forward to receiving the second draft of his study as soon as possible.
Open Forum for CVIII Owners: Replacement Window: Jamie and Janice Bay of unit #159 at 1817 Queens asked the Board for permission to install a vinyl replacement window in their unit. The Board explained to the Bays that CVIII was part of the Colonial Village Historic District; and replacement windows installed in CVIII had to meet criteria approved by the Arlington County Historic Affairs and Landmark Review Board (HALRB). A solid vinyl window, which the Bays wanted to install, did not meet these criteria. The Bays explained to the Board that a small kitchen window had broken glass and damaged mullions, and they could only find one contractor who would install a single window, and this contractor only installed vinyl windows. The Board told the Bays that it would work with Mr. Kiman to try to find a way to repair their kitchen window. If this kitchen window could not be repaired, then it would have to be replaced with a window that conformed to the criteria established for CVIII by the HALRB. Basement Ramps: Mr. Hinkins advised the Board that in his view the ramps leading from the courtyards to the basement entry doors at 1728, 1808 and 1809 Queens Ln. were so steep that they constituted safety hazards. He said they would violate the Arlington County Building Code if they were built today rather than seventy years ago. Mr. Hinkins presented the Board with architectural drawings showing how the ramps at 1728 and 1808 Queens could be replaced with steps and how the ramp at 1809 Queens could be rebuilt so that its slope complied with the county building code. Mr. Hinkins suggested and the Board agreed to schedule further discussion of these plans at a future meeting.
Correspondence from Owners: Missing Newspapers: Mr. Hedrick brought to the Board’s attention a letter from a resident of 1736 Queens Ln. in which she complained about neighbors who she believed were taking her morning paper. The Board asked and Mr. Hedrick agreed to write a letter to this resident conveying its sympathies and suggesting that she contact the Arlington County Police Department about solving this problem. Noisy Doors: Mr. Hedrick brought to the Board’s attention a letter from Amada Hunt, a resident of 1728 Queens Ln., in which she asked that the basement door on the Rhodes St. side of this address be adjusted so that it did not slam so loudly when it closed. The Board noted the door between the residential portion of this building and its basement also slammed loudly when closed. The Board further noted that the basement door opening on the courtyard side of this building was sticking. Mr. Kiman told the Board that he would adjust the closer and spring-loaded hinges on the two doors that were making a lot of noise when closed and he would see what could be done to stop the other door from sticking.
Reports of Officers:
Updates on the NSTA Addition and 2000 Wilson Boulevard: Ms. Concelman, Mr. Gerrity and Mr. Nicoll provided the meeting with reports on recent meetings they had attended on the proposed addition to the National Science Teachers Association Building and Elm Street Development’s proposal for 2000 Wilson Boulevard. They reported that NSTA had offered to make sixty-eight parking spaces on the combined first floors of the garages under its existing building and their proposed addition and sixteen spaces on a surface lot available for shared-use from about 9:00 P.M. to 8:00 A.M., seven days a week. They reviewed Colonial Village’s efforts to clarify Elm Street’s proposal for leasing and shared-use of parking spaces in the garage at 2000 Wilson.
Management Report:
July Financial Update: After making allowances for errors and omissions with respect to tree removals and replacements and window cleaning in the June financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of $15,782 as of the end of July. Details of the July financial report are available for unit owner review at the CVIII office.
Asset Management: The Board asked Mr. Hedrick about the status of approximately $140,000 in new CDs that CMI was supposed to purchase for CVIII during the month of July. Mr. Hedrick said they had been purchased, but he was late in obtaining their details for his management report.
Maintenance Review and Reports:
Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month.
Building One: The Board asked and Mr. Kiman agreed to remove a small tree that was growing on top of one of the brick piers supporting the Wilson Blvd. gate.
Building Two: The Board asked and Mr. Kiman agreed to remove a flowerpot left on top of a utility box behind 1801 Queens Ln. The Board asked and Mr. Kiman agreed to reattach the cover plate for an electrical outlet located on the second landing of the common hallway at 1809 Queens Ln. The Board noted that the black rubber floor mat outside the front door of 1813 Queens Ln. was badly worn and should be replaced.
Building Three: The Board noted that the cover for a utility junction box located on the east side of 1829 Wilson Blvd. was hanging half open. The Board asked that this situation be corrected. Mr. Kiman said that he would contact the cable TV company.
Building Four: The Board noted that new front door at 1801 N. Rhodes St. still had not been painted. Mr. Kiman said he would paint this door as soon as possible. The Board noted that a flower box on a second floor windowsill at 1816 Queens Ln. still had not been removed. Mr. Kiman said that he would remove it.
Committee Reports: No committee reports were presented.
Pending Business:
Window Cleaning: Mr. Hedrick informed the Board that a crew from Valcourt Building Services would begin cleaning the exterior sides of windows in CVIII on Monday, July 29th. Notices of this work had been distributed door-to-door on August 15th.
Security Fence and Gates: Mr. Hedrick informed the Board that in early September Long Fence would begin installation of the security fence with a locking gate between 1816 and 1817 Queens Ln. and a replacement for the Wilson Blvd. gate. He said he would have notices posted on hallway bulletin Boards alerting residents when work actually started on this project.
Concrete Windowsill Repairs: Mr. Hedrick presented the Board with a proposal from Portugal Construction to form and install six replacement concrete windowsills at the following locations: 1808 Queens Ln. (front and rear) and 1816 Queens Ln. and 1817 Rhodes St. and 1821 Rhodes St. (front and rear) Portugal’s price for replacing these six windowsills was $2,600. This price reflected a $320 discount as compensation for delays on its part in replacing sections of CVIII’s sidewalks earlier this summer. After discussion, Mr. Gerrity moved that CVIII accept Portugal Construction’s bid of $2,600 to replace six concrete windowsills. Ms. Concelman seconded this motion, and it was approved unanimously. The Board asked and Mr. Hedrick agreed to advise Portugal that this project must be completed in a timely fashion if it expected to do business with CVIII in the future.
Exterior Painting Contract: Mr. Hedrick presented the Board with bids to prepare, prime and topcoat exterior woodwork, concrete windowsills, building entry doors, and shutters of $36,400 with a one-year warranty from Reston Painting and $42,200 with a three-year warranty from Renaissance Painting. Mr. Hedrick told the Board that he had asked for but had not received a bid on this project from Manders Decorating. After discussion, Ms. Bailey moved that CVIII accept Renaissance’s bid of $42,200 for exterior painting amended to contain a five-year warranty and a provision that Renaissance would paint CVIII’s shutters for $5,000 (of the total $42,200) when called to the property at a future date by CVIII. Mr. Gerrity seconded this motion, and it was approved unanimously.
Landscaping and Tree Maintenance Update: Turf Renovation: The Board noted that erosion was occurring along the base of the hill in front of 1801 N. Rhodes St. where the lawn service crews had worn tracks into the lawn by operating mowers recklessly. The Board asked and Mr. Hedrick agreed to request that McFall and Berry renovate the lawn in this area by working up the soil and then laying sod. The sod should be pegged because it would be laid across a steep incline. The Board asked and Mr. Hedrick agreed to inform McFall and Berry that CVIII expected this to be done at no charge to CVIII because the work practices of McFall and Berry’s crews caused the erosion. The Board asked and Mr. Hedrick agreed to request a bid from McFall and Berry for the following turf renovation projects to be done during the fall of 2005:
Lay sod where two Austria Pines were removed behind 1829 Wilson Blvd.
Fill a depression and lay sod adjacent to the east of 1720 Queens Ln.
Lay sod where a Siberian Elm was removed in front of 1725 Queens Ln.
Fill in a hole and lay sod in the courtyard in front of 1725 Queens Ln.
Fill a depression and lay sod in front of 1800 Queens Ln.
Work up the soil and lay sod on a bare large patch adjacent to the north side of 1809 Queens Ln.
Fill in a hole and lay sod in the courtyard in front of 1813 Queens Ln.
Elevate the grade with soil and lay sod so that the sidewalk between 1816 and 1817 Queens Ln. does not project above grade.
Fill in gullies and then lay sod to stop erosion in the courtyard on the north side of 1817 N. Rhodes St.
Fill in gullies and then lay sod to stop erosion along the north and west sides of 1821 N. Rhodes St.
The Board asked and Mr. Hedrick agreed to ask McFall and Berry for a proposal for a major renovation of the lawn between 1737 and 1801 Queens Ln. in the spring of 2006. Tree Maintenance: The Board discussed a proposal to replace the White Pines bordering CVIII’s parking lot with Nellie Stevens Hollies because the former were dripping sap on cars, which was damaging their paint finishes. The Board also discussed replacing five London Plane trees in the courtyard between Building Two and Four with Japanese Zelkovas. Richard Miller, an Arlington County arborist, had advised CVIII that the London Planes were unsuitable for a residential setting because of their size at maturity and instability during windy conditions.
Trash Service: The Board discussed repeated failures by Jeffrey Trash Service to pick up trash as scheduled and completely empty CVIII’s trash room when they did make a pick up. Mr. Hedrick presented the Board with a proposal from Thompson Hauling, LLC to provide CVIII with Monday through Saturday trash service with recyclables collected on Tuesday for $10.50 a month per unit. Mr. Hedrick pointed out to the Board that this bid was 29% higher that the $8.12 a month per unit Jeffrey was charging CVIII but less than the $16.00 a month per unit that a national contractor proposed. After further discussion Mr. McGregor moved that CVIII accept Thompson Hauling, LLC’s bid to provide CVIII with Monday through Saturday trash service with recyclables collected on Tuesday for $10.50 a month per unit for one year with 30-day notice for nonperformance. Mr. Nicoll seconded this motion, and it was approved unanimously.
New Business:
Removal of a Pet: After discussion by the Board in executive session, Mr. McGregor moved that a dog deemed to be a nuisance because of its aggressive and potentially dangerous behavior be removed and permanently banned from the common areas of CVIII’s property. The removal of this dog shall occur within ten days of receipt of written notice as specified in Article XI, Section 1, Paragraph (h) of CVIII’s Bylaws. If this dog were not removed from CVIII’s property within ten days, then the owner of the unit in which the dog resides would be subject to fines and legal action. Mr. Nicoll seconded this motion, and it was approved unanimously.
Executive Session: Mr. Gerrity moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing the aggressive behavior of a dog owned by a resident of CVIII and delinquent assessments. Ms. Concelman seconded this motion, and it was approved unanimously at 8:00 P.M.
The next Board meeting is scheduled for 7:00 P.M. on 12 September 2005 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 9:09 P.M.
September 12, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:00 p.m., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Melissa Bailey, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. A quorum was duly noted. Maintenance engineer Stan Kiman, and association manager George Hedrick were also present at that time.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes:
Ms. Bailey moved that the minutes of the 22 August 2005 meeting be approved with one change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: No one was present to speak.
Correspondence from Owners: The Board and Mr. Hedrick reviewed an e-mail from Ms. Sarah Gormly, a resident of 1721 Queens Ln., in which she reported that someone had broken into her storage cage and that of a neighbor sometime between 3 September 2005 and 11 September 2005. Both of these storage cages are located in the basement of 1729 Queens Ln. Ms. Gormly said in her e-mail that the lock for the rear basement door to 1729 Queens Ln. had been jammed with a piece of cardboard; the storage room door had been pried open; and the latches for both cages had been broken off their doors. Ms. Gormly asked that a flyer be posted notifying CVIII residents of these break-ins and encouraging them to report suspicious activity, including doors that had been tampered with. She also suggested that security plates be installed on outside doors to make it more difficult to pry them open. The Board and Mr. Hedrick discussed these break-ins. Mr. Hedrick said that he would post flyers on hallway bulletin Boards as suggested by Ms. Gormly. Mr. Kiman said that security plates could not be installed on basement entry doors that opened in an inward direction.
Reports of Officers:
Updates on Real Estate Development: Mr. Gerrity and Mr. Nicoll provided the meeting with reports on recent Arlington County Government meetings they had attended on Elm Street Development’s proposal for 2000 Wilson Boulevard and the proposed addition to National Science Teachers Association (NSTA) Building. 2000 Wilson Boulevard: The Arlington County Planning Commission voted at its 8 September 2005 meeting to defer making a recommendation to the Arlington County Board on Elm Street Development’s proposal for 2000 Wilson Boulevard until the developer and county staff could resolve the following issues: Elm Street’s contribution to the supply of affordable housing in Arlington; insufficient public benefits; the values that Elm Street assigned to public benefits in its Site Plan; the accuracy of Elm Street’s measurement of the density of 2000 Wilson Boulevard; and the location of the Troy St. extension. Members of the Planning Commission also questioned 2000 Wilson’s compliance with guidelines for the size and mass of buildings on this site. They expressed concerns about the nearly 300-foot length of the building’s east-west axis. The Arlington County Transportation Commission voted at its 1 September 2005 meeting to recommend that the Arlington County Board reject Elm Street Development’s proposal for 2000 Wilson Boulevard. The Transportation Commission cited the failure of Elm Street to provide public benefits commensurate with the “enormous” increase in density in its Site Plan proposal for redeveloping the Dr. Dremo/Taco Bell site. Representatives of Colonial Village spoke in support of Elm Street’s proposal at both meetings. They said that Elm Street’s proposal went further toward making 2000 Wilson self-sufficient with respect to parking than another comparable residential building in Arlington because it provided one parking space per bedroom and fifty-two spaces for visitors. They also endorsed Elm Street’s proposal for monument-style signs directing drivers to 2000 Wilson’s garage. They said that Elm Street’s offer to give residents of Colonial Village the first option to lease twelve parking spaces and overnight shared-use of a limited number of parking spaces in the visitor and retail sections of the garage were probably the best deal Colonial Village could get from Elm Street on 2000 Wilson Boulevard at this time. NSTA Addition: Both the Arlington County Transportation Commission and the Arlington County Planning Commission voted at their September 2005 meetings to recommend that the Arlington County Board approve the National Science Teachers Association (NSTA) proposal to replace the Rhodeside Grill and Il Radicchio with a 70,000 square foot addition to its existing building at 1840 Wilson Blvd. The Planning Commission’s principal criticism of NSTA’s Site Plan was its creative definition of public benefit. The Planning Commission’s recommendation was contingent upon NSTA agreeing to make a significantly larger amount of time available to Arlington County schools for use of NSTA’s webcasting studio and conference center. The Planning Commission’s recommendation was also contingent upon NSTA clarifying its plans to charge for shared-use of its garage if abuse was found in this program at some future date. The Transportation Commission approval included a recommendation that the P2 level of the garage under NSTA’s existing building be made available for shared use between 9:00 P.M. and 8:00 A.M. Representatives of Colonial Village spoke in support of NSTA’s proposal at both meetings. They said that NSTA’s offer to allow residents of Colonial Village and others shared-use between 9:00 P.M. and 8:00 A.M. of eighty-five parking spaces made up for the size and unattractive design of the proposed addition to NSTA existing building, and that the proposed use of the building was positive for our community.
Management Report:
August Financial Update: After making allowances for errors and omissions in the August financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of $15,596 as of the end of August. The Board noted a bill for $530 from Davey Tree Experts to spray shrubbery had been paid, but this work had not been authorized. Mr. Hedrick said that he would check with Davey on this bill. Details of the August financial report are available for unit owner review at the CVIII office.
Asset Management: The Board noted that a $98,211 CD would mature on 28 September 2005 and a $77,000 CD would mature on 10 October 2005. It asked and Mr. Hedrick agreed to have proposals to replace these CDs ready for the Board’s consideration at its October meeting.
Maintenance Review and Reports:
Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month. Mr. Kiman said that branches of a cherry tree in front of 1812 Queens Ln. were in the way of the painters. The landscaping committee said that it would prune these branches. The Board noted that many of the “No Soliciting” decals on building entry doors were missing or partially worn away. Mr. Hedrick said that he would give Mr. Kiman replacement decals to install.
Building One: No report of maintenance problems was presented.
Building Two: The Board noted a broken window on the west side of 1817 Queens Ln. and discussed making arrangements with the unit’s owner to get it repaired.
Building Three: The Board noted a damaged fluorescent light fixture in the hallway of 1829 Wilson Blvd. Mr. Kiman said that he would repair it. The Board noted that a large branch had partially broken off from a maple tree adjacent to 1735 N. Rhodes St. and would pose a threat to pedestrian traffic when it finally fell from this tree. The landscaping committee said that it would remove this limb.
Building Four: The Board noted that a flower box hanging from a second floor window on the east side of 1816 Queens Ln. had not been removed. Mr. Kiman said that the supports for this flower box had to be removed from the interior of the unit. Mr. Hedrick said that he would write a letter to the owner of the unit asking them to remove this flower box. The Board noted that shutters were loose at the following locations: (i) to the right of the bedroom of unit #251 at 1813 N. Rhodes St.; (ii) to the immediate left of the entrance to 1800 Queens Ln.; (iii) to the right of the bedroom of unit #206 at 1804 Queens Ln. Mr. Kiman said that he would make sure that these shutters were properly attached. The Board noted that black plastic pipes meant to carry storm water drainage away from heat pumps located on the north side of Building Four were detached from downspouts. Mr. Kiman said that he would reattach these pipes. The Board noted that six to eight screens belonging to either unit #199 or unit #200 at 1800 Queens Ln. were sitting on the ground along the south side of the building. Mr. Hedrick was asked and agreed to contact the appropriate unit’s owner if theses screens were not reinstalled within a week or so.
Pending Business:
Window Cleaning: Mr. Hedrick informed the Board that Valcourt Building Services had cleaned the exterior sides of 400 windows during the week of July 29th. He told the Board that Valcourt would charge CVIII $2,400 to clean these windows.
Removal of a Pet: Mr. Hedrick informed the Board that a unit owner at 1809 Queens Ln. had been notified by certified mail that the Board had banned a dog owned by his tenant from the common areas of CVIII. Mr. Hedrick told the Board that to the best of his knowledge this dog had been removed from CVIII.
Security Fence and Gates: Mr. Hedrick told the Board that construction of the security fence and gates was being delayed because he had been unable to make arrangements to have two four-foot by five-foot sections of sidewalk removed so gate posts and brick aprons could be installed. He told the Board that he had been quoted a price $1,925 by Long Fence to cut out and remove the two sections of sidewalk, but he was sure he could get a better price from Portugal Construction. After discussion, Mr. Gerrity moved that CVIII authorize CMI to pay no more than $1,925 to either Long Fence or Portugal Construction, whichever firm made the lowest bid to remove the two sections of sidewalk within the next two weeks. Ms. Concelman seconded this motion, and it was approved unanimously.
Laundry Room Ventilation: The Board asked Mr. Hedrick for an update on his discussions with HOF, the firm that supplies CVIII’s laundry machines, on installing ventilation fans in CVIII’s Laundry rooms so their windows could be secured to prevent unauthorized access. Mr. Hedrick told the Board that HOF was still trying to determine the best way to install thermostats to control the operation of these fans.
CVIII 2006 Budget: The Board and Mr. Hedrick reviewed the second draft of Mr. Hedrick’s proposed 2006 budget for CVIII. Operating Expenses: Operating expenses are expected to be $353,844 in 2006. This is $15,003 more than in 2005. Two accounts are responsible for all of this increase. The cost of natural gas, which CVIII uses for hot water, is expected to increase by $9,750 in 2006. Trash service is expected to increase by $9,000 in 2006. CVIII has hired a new trash service, Thompson Hauling, because the previous firm was unable to fulfill its contractual obligations to CVIII. The sum of expenses in all of CVIII’s other operating accounts is expected to decline by $3,747 in 2006. Reserve Accounts: The Board and Mr. Hedrick reviewed the second draft of an updated study of CVIII’s Reserve Accounts. Mr. Douglas White of Thomas Downey, Inc., a consulting engineering firm, prepared this study. After assuming that (i) repair and replacement costs increase 1.5% every year; (ii) CVIII increases its annual contribution to its reserve accounts by 1.5% every year; and (iii) CVIII paints its common hallways every five years rather than its past practice of fifteen years, this study found two large shortfalls in funding CVIII’s reserve accounts between the years 2006 and 2042. The first totals $524,482 and will occur between 2016 and 2019. The second shortfall will occur between 2040 and 2042. It will total $371,814. The Board did not discuss funding the 2040-42 shortfall at this meeting. The 2016-2019 Shortfall: The 2016-2019 shortfall of $524,482 is the result of Mr. White’s expectation that CVIII will replace the roofs of twenty-five of its twenty-eight buildings at the same time that it is completing tuck-pointing its brickwork. The Board discussed two options to fund this shortfall. The first would be to increase assessments in 2006 by $32,335, and maintain this increase for fourteen years. The second option would be to raise assessments by smaller amounts during the next fourteen years to reduce the size of this shortfall and borrow from a bank or resort to a special assessment to fund however much of this shortfall remained in the years 2016 through 2019. Income: The Board reviewed Mr. Hedrick’s proposals for income to fund CVIII’s 2006 budget. The Board asked and Mr. Hedrick agreed to increase his estimate of interest income on CVIII’s investments from $18,000 to $22,500. The Board asked and Mr. Hedrick agreed to increase the assessment on CVIII’s owners shown in his second draft of CVIII’s 2006 budget to 4.25% more than 2005’s assessment. Some members of the Board felt that this amount would balance what they saw as the need to reduce future funding shortfalls with concerns about the ability of unit owners to absorb a large increase in assessments. Summary: After further discussion, Ms. Bailey moved that the Board approve a third draft of CVIII’s 2006 budget, in which projected income and expenses were balanced at $525,406 –– a 6.41% increase over CVIII’s 2005’s budget. Mr. Nicoll seconded Ms. Bailey’s motion, and it was approved unanimously. This proposed budget contains a 4.25% increase in assessments on CVIII’s owners. The 6.41% increase in this proposed budget would allow CVIII to reduce a projected shortfall in 2016-2019 in reserve expenses from $452,684 to $297,685. The Board was unable to decide on how to pay for the remaining $297,685 in this projected shortfall in funding for reserve expenditures. The Board agreed to schedule a vote on a final draft of the 2006 budget at CVIII’s 2005 annual meeting.
Committee Reports: No committee reports were presented.
New Business:
Maintenance Engineer’s Annual Salary Review: After discussion by the Board, Ms. Concelman moved that CVIII give Mr. Kiman a five percent increase in his hourly wage for the period 15 September 2005 through 15 September 2006. Mr. Nicoll seconded this motion, and it was approved unanimously.
Storm Water Detention System Maintenance Certification: After discussion, Mr. Gerrity moved that CVIII pay $900 to Vernco Plumbing to perform a maintenance inspection of the storm water collection and settlement facilities buried under CVIII’s parking lot. Ms. Concelman seconded this motion, and it was approved unanimously. Arlington County requires that this maintenance inspection be done annually.
Survey of the Parkland: Mr. Hedrick presented the Board with a proposal of $2,200 from Urban Engineering Associates, Inc. to mark the corners of the Parkland. The Parkland is 1.9 acres of woodland and lawn lying to the north and west of CVIII. It was deeded to CVIII in 1999 when the Colonial Village Community Services Association was dissolved. This survey is needed so that CVIII knows the exact extent of its maintenance responsibilities with respect to the Parkland. After discussion, Mr. Gerrity moved that CVIII approve paying $2,200 to Urban Engineering Associates, Inc. to mark the corners of the Parkland. Mr. McGregor seconded this motion, and it was approved unanimously.
Move-In Fee: The Board noted that it had decided to paint CVIII’s common hallways every five years rather than twelve years in order to do a better job of fixing damage done to these hallways by residents moving in and out. The Board decided to cover some of the cost of painting hallways more frequently by increasing the move-in fee charged each new CVIII resident from $100 to $150. After further discussion, Mr. Nicoll moved that CVIII increase the move-in fee charged new residents to $150 effective 1 January 2006. Mr. Gerrity seconded the motion. The motion was approved by a vote of four to one with Mr. Nicoll, Mr. McGregor, Mr. Gerrity and Ms. Concelman voting aye and Ms. Bailey voting nay.
Executive Session: Ms. Bailey moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing personnel matters and delinquent assessments. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:35 P.M.
The next Board meeting is scheduled to immediately follow the adjournment of CVIII’s 2005 annual meeting on 17 October 2005 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 8:44 p.m. 5
17 October 2005 CVIII Annual Meeting Minutes
Call to order: With a quorum of unit owners voting by proxy and in person of 29.417%, the meeting was called to order at 7:07 P.M. Present at that time were Eric Nicoll, president; Michael McGregor, vice-president; Dennis Gerrity, secretary and Cheryl Concelman, member at large. Also present were unit owners James Downey, Mahmoud Ghannam, Joseph Van Meter 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. Nicoll moved that the minutes of the 20 October 2004 Annual Meeting be approved without change. Mr. McGregor seconded this motion, and all approved it except Cheryl Concelman, James Downey and Joseph Van Meter, who abstained because they did not attend that meeting.
Unit Owners Forum: Public Safety: Mr. Downey told the meeting that his unit had been burglarized on 28 September 2005. He said that the Arlington County Police Department had identified a suspect in this burglary through finger print analysis, and this individual was the same person who had been arrested in connection with a sexual assault that occurred in a CVII unit on 1 October 2005. Mr. Downey said that he was very disturbed by this event because a member of his family was asleep in his unit while it was being burglarized. Mr. Downey urged that a public safety audit be made of CVIII. He asked the Board to consider hiring a security firm to patrol CVIII’s common areas. Mr. Nicoll told Mr. Downey that CVIII had already asked the Arlington County Police to visit CVIII and suggest steps that could be taken to improve the safety of residents and their property. He said this visit was scheduled for 8:00 A.M. on Friday, 21 October 2005. Mr. Nicoll said that the Board was in the process of reviewing several proposals to improve laundry room security. Mr. Nicoll said that a three-hour self-defense class was scheduled for Tuesday, 15 November 2005, in the meeting room at 1701 N. Troy St. Other members of the Board asked those in attendance to take a proactive approach toward public safety in CVIII by keeping basement and laundry room doors closed securely and reporting suspicious behavior to the property manager and the police. Mr. Nicoll reminded those at this meeting that the Arlington County Police do not automatically inform Mr. Hedrick or anyone else associated with CVIII when crimes are committed in CVIII or elsewhere in Colonial Village. He urged those in attendance to share any information they learn about crimes that occur in CVIII with Mr. Hedrick and the Board. He said that Mr. Hedrick was very conscientious about posting notices of crimes on bulletin Boards. Trash Room at 1808 Queens Ln.: Mr. Van Meter told the meeting that he was appalled by conditions in the trash room located in the basement of 1808 Queens Ln. He said that this trash room was full of bulky items such as unwanted furniture, a bathroom sink, half-filled cans of paint and construction material. The Board said that CVIII had to schedule special pickups for bulk items. It explained that CVIII was charged $250 per special pickup, no matter if one item or a full truckload was taken away. Therefore, CVIII’s practice is to wait until a full-truck load of bulk items accumulates in order to control the cost of these special pickups. Mr. Van Meter noted the presence of mold in this trash room. He suggested improving this room’s ventilation as a way of eliminating this problem. He asked the Board to repair holes in this trash room’s walls. Mr. Van Meter also noted that several concrete exterior window sills were damaged. The Board said that it had approved a contract with Portugal Construction at its September meeting to repair these sills. CVIII’s 2006 Budget and Reserve Accounts: Mr. Ghannam complimented the Board on its proposed budget for 2006. He urged the Board not to shy away from making tough decisions on funding CVIII’s reserve accounts. He told the Board that it should be guided by its fiduciary responsibility for the long term welfare of Colonial Village III rather than owners’ concerns about the magnitude of yearly increases in assessments. Mr. Ghannam reminded the Board that serious buyers checked the adequacy of a condominium’s reserve accounts; and insufficient reserve accounts would reduce the resale value of CVIII’s units. Mr. Ghannam asked about the study of CVIII’s reserve accounts that the Board had commissioned earlier this year. The Board said that it had not accepted a final draft of this study because of concerns about its treatment of the effects of inflation on reserve expenditures in future years. Mr. Ghannam urged the Board, if its concerns about inflation were not satisfied, to have CVIII’s reserve accounts reviewed more frequently than every five years as required by the Virginia Condominium Act. As an additional check on the adequacy of these accounts, Mr. Ghannam also encouraged the Board to occasionally hire a different firm to review them.
Reports of Officers: None.
Management Report: None.
Committee Reports: None.
Election of Members of the Board of Directors: Mr. Nicoll explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of directors. Mr. Nicoll said that there were three vacancies this year, one due to the normal expiration of a three-year term and two to complete the final years of three-year terms of members who had resigned from the Board. Inspectors of Election: Unit owners Mahmoud Ghannam and Joseph Van Meter were appointed inspectors of the election of members of CVIII’s Board of Directors. Candidates for Election to Board of Directors: The names of Melissa Bailey, Cheryl Concelman and Michael McGregor –– all members of the current Board –– appeared as candidates on the proxy statements distributed prior to this meeting. Mr. Nicoll 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, Ms. Bailey, Ms. Concelman and Mr. McGregor each received more than 50% of the common interest voted by proxy and in person at this meeting. Mr. McGregor received a higher vote than Ms. Bailey and Ms. Concelman. Therefore, Mr. McGregor was elected to the three-year term on CVIII’s Board of directors, and Ms. Bailey and Ms. Concelman were elected to fill the one-year terms on CVIII’s Board of directors.
Election of Officers: Mr. Nicoll moved the election of officers of CVIII’s current Board of directors for the next twelve months as follows: Eric Nicoll, president; Michael McGregor, vice president; Melissa Bailey, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member-at-large. Mr. Gerrity seconded this motion, and it was approved unanimously.
2006 Budget: Mr. Hedrick presented the Board with a third draft of CVIII’s operating and reserve budget for 2006. He noted that revisions proposed by the Board would result in a budget with an average increase in owners’ assessments of 4.25% for the year 2006. Mr. McGregor moved that the Board approve this budget. Ms. Concelman seconded this motion, and it was approved unanimously. The Board decided to continue to review, with particular emphasis on the effects of inflation, estimates of future reserve expenses made in a study of CVIII’s reserve accounts made by Mr. Douglas White with the consulting engineering firm, Thomas Downey, Ltd.
Executive Session: None.
2006 Annual Meeting: The date and location of CVIII’s 2006 Annual Meeting will be announced in September 2006.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 7:54 P.M.
October 17, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:54 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; and Dennis Gerrity, secretary; Cheryl Concelman, member at large, answered present. A quorum was duly noted. Unit owner Mahmoud Ghannam and association manager George Hedrick were also present at that time.
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. Gerrity moved that the minutes of the 12 September 2005 meeting be approved with one change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: No one chose to speak.
Correspondence from Owners: White Pine Trees: The Board and Mr. Hedrick reviewed a letter from Felicia G. Pickering, a resident of 1736 Queens Ln., in which she expressed concern about a proposal made at the Board’s August 2005 meeting to replace White Pine trees bordering CVIII’s parking lot with holly trees. She said that these pine trees screened her unit from the parking lot and were attractive to look at. Consequently, their removal might lower the resale value of her unit. Ms. Pickering questioned whether complaints about sap from these pine trees that dripped on cars justified removal of these trees. She said that sap drip was a seasonal problem, and her experience was that rubbing alcohol removed sap with no harm to car paint. She suggested arborvitae or wax myrtle as alternatives to hollies if the Board did decide to replace these pine trees. The Board asked and Mr. Hedrick agreed to write Ms. Pickering thanking her for her letter and saying that it would take her comments and suggestions into consideration in future discussions on replacing these trees. Laundry Room Security: The Board and Mr. Hedrick reviewed a letter with attachments from Peyton Palmore, a resident of 1735 N. Rhodes St., that provided specifications and prices for security bar systems for windows in CVIII’s laundry and trash rooms that would make these windows suitable for secondary escape routes in case of fire or some other calamity while at the same time frustrating efforts to use these windows to gain unauthorized access to these rooms. The Board asked and Mr. Hedrick agreed to obtain additional information on the cost and installation of these security bars systems. The Board asked and Mr. Hedrick agreed to write Mr. Palmore thanking him for this information. Kitchen Remodeling: The Board and Mr. Hedrick reviewed a letter with attachments from Robert Vandermark and Risa Cohen, owners of #230A at 1829 Wilson Blvd., in which they provided details of their plans to remodel the kitchen in their unit. The Board asked and Mr. Hedrick agreed to write Mr. Vandermark and Ms. Cohen asking that they provide the Board with copies of all permits required by Arlington County for electrical, plumbing, and any other work associated with remodeling their kitchen. Security Review of CVIII by Arlington Police: The Board and Mr. Hedrick reviewed a letter from Scott Talbott, nonresident owner of unit #237 at 1735 N. Rhodes St., suggesting that CVIII ask the Arlington County Police Department to conduct a security survey of CVIII’s grounds and parking lot. The Board asked and Mr. Hedrick agreed to write Mr. Talbot thanking him for his letter and informing him that the Board had already scheduled such a security survey for 8:00 A.M. on 21 October 2005.
Reports of Officers: No reports of officers were presented.
Management Report:
September Financial Update: After making allowances for errors and omissions in the September financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of $24,812 as of the end of September. Details of the September financial report are available for unit owner review at the CVIII office.
Asset Management: After review, the Board decided to improve the return on CVIII’s investments by cashing in a comparatively low-yielding $96,962 CD from BB&T and reinvesting these funds in a higher yielding CD. Mr. Hedrick said that he would have CMI redeem this CD and reinvest the proceeds in a CD with a better rate of return. The Board asked Mr. Hedrick for an update on the status of $77,000 that had been invested in a MBNA CD that had matured on 10 October 2005. Mr. Hedrick said that he assumed but could not confirm that this CD had been rolled over or invested elsewhere, in either case at a higher rate.
Maintenance Review and Reports:
Engineer: Mr. Kiman did not attend this meeting. However, members of the Board took this opportunity to express their appreciation for Mr. Kiman’s efforts to prepare CVIII for storms that generated over seven inches of rain in two days.
Building One: The Board noted that the black rubber doormat outside the building entry door at 1725 Queens Ln. was worn out and should be replaced. Mr. Hedrick said that he would have this done
Building Two: The Board noted that the hinges for building entry doors at 1805, 1809 and 1813 Queens Ln. were loose. The Board requested and Mr. Hedrick agreed to ask Mr. Kiman to make sure these hinges were securely attached to their jambs and, if need be, to the masonry behind their jambs. The Board noted that a kitchen window on the west side of a first floor unit at 1817 Queens Ln. was broken. The Board asked and Mr. Hedrick agreed to have Mr. Kiman repair this window and charge the unit’s owner for time and material.
Building Three: The Board noted that black rubber doormats outside the building entry doors at 1720 and 1732 Queens Ln. and 1727 N. Rhodes St. were worn out and should be replaced. Mr. Hedrick said that he would have this done. The Board noted that the basement entry door on the courtyard side of 1728 Queens Ln. was difficult to close securely and appeared to need to be planed down. Mr. Hedrick said that he would ask Mr. Kiman what could be done to remedy this problem.
Building Four: The Board noted that a flower box hanging from a second floor window on the east side of 1816 Queens Ln. had still not been removed. Mr. Hedrick said that he had written a letter to the owner of the unit asking that this flower box be removed. This had obviously not led to the desired response. The Board authorized Mr. Hedrick to have Mr. Kiman remove this flower box and its supports as best he could from the exterior of the building.
Committee Reports:
Public Safety Committee: Mr. Nicoll informed the Board that he had arranged for representatives of Arlington County Police to conduct a security survey of CVIII’s common areas on Friday, 21 October 2005. Mr. Nicoll invited interested Board members to rendezvous at 8:00 A.M. on that day. Mr. Nicoll also informed the Board that Laura Hagg, a CVIII resident, had arranged for the Arlington County Police to conduct a three hour self-defense class for Colonial Village residents beginning at 7:00 P.M. on 15 November 2005 in the meeting room located in 1701 N. Troy St. Ms. Concelman relayed to the Board and Mr. Hedrick another resident’s concerns about ladders used by the company doing exterior painting at CVIII. These ladders were left unsecured when the painters were not on CVIII’s premises and could be used during these periods to gain unauthorized access to second floor units. Ms. Concelman said that when CVIII’s exterior was painted five years ago, ladders were chained together to prevent their misuse or theft when the painting crew was not working. Mr. Hedrick said that he would ask Renaissance Painting about this situation.
Pending Business:
Wilson Blvd. Gate: Mr. McGregor, to ensure that the Board’s decision making process was inclusive, suggested the Board schedule making its decision on whether to lock the new Wilson Blvd. gate at its December 2005 meeting so CVIII’s owners would have additional time to make the Board aware of their opinions on locking this gate. He further suggested that a second notice be posted on hallway bulletin Boards encouraging unit owners to inform the Board of their opinions on locking the new Wilson Blvd. gate. After discussion, the Board accepted Mr. McGregor’s suggestions.
Reserve Study: In reviewing an update of CVIII’s reserve accounts prepared by Mr. Douglas White of Thomas Downey, Ltd., members of the Board noted that Mr. White’s update showed no changes in unit costs over the past five years for ninety percent of the items covered by his study. They said it was unlikely that there had been no changes since 2000 in the prices of fifty different goods and service related to the long term repair and replacement of CVIII’s common elements. They asked and Mr. Hedrick agreed to have Mr. White verify his estimates of these costs in 2005. The Board also noted that Mr. White made an arbitrary assumption in his study that the effects of inflation on total reserve expense would average 1.5% annually for the next thirty-seven years. The Board asked and Mr. Hedrick agreed to ask Mr. White to provide the Board with a reference to a Bureau of Labor Statistics price index that would provide a reliable estimate of year-to-year changes in the cost of long term repair and replacement of CVIII’s common elements. The Board also asked and Mr. Hedrick agreed to obtain from Mr. White detailed explanations of his estimates of costs of water and sanitary and storm sewer lines.
Cost Sharing and Management Agreement: The Board reviewed changes proposed by CVI and CVII in the cost sharing and management agreement for the Parkland and the Management Office at 1903 Key Blvd. Mr. Gerrity then moved that the Board approve these changes and authorize Mr. Nicoll to sign a five-year extension of this agreement effective 1 January 2006 through 31 December 2010. Mr. McGregor seconded this motion, and it was approved unanimously.
New Business:
Tuck-Pointing Masonry: The Board noted that Mr. White, in his updated study of the long-term repair and replacement of CVIII’s common elements, had warned that there was significant deterioration of mortar in CVIII’s brickwork. He recommended that tuck-pointing to remedy this problem begin soon. Mr. White estimated that the cost of these repairs could total as much as $850,000 over the next fifteen years. After discussion, the Board decided that it would hire one or more consulting engineers to assess the extent and severity of damaged mortar and advise how to best proceed with repairs. Bids would then be obtained from three or more contractors, and work on this project may begin in the spring of 2007.
Dog Run: The Board discussed the possibility of creating a dog park restricted to residents of Colonial Village in the portion of the parkland lying north of the bicycle path. It noted that Michael Leventhal of Arlington County’s Historic Affairs and Landmark Review Board had recommended asking one of Arlington County’s foresters to layout trails for this park and then asking an Eagle Scout to take on building these trails as part of his qualifying process. If this park were built, it would only be open between sunrise and sunset because of public safety concerns. Because there would be maintenance and, perhaps, insurance costs associated with such a dog park, the Board decided to consult with the other Colonial Village owners associations before proceeding with this project.
Common Hallway Painting: The Board asked and Mr. Hedrick agreed to obtain a proposal from Renaissance Painting to touchup common hallway painting once a year.
Towing Service: The Board reviewed complaints that Advanced Towing was no longer regularly patrolling CVIII’s parking lot for vehicles parked in fire and drive lanes and vehicles without CVIII stickers. Ms. Concelman agreed to monitor the parking lot for violations and report back to the Board at its November meeting.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing personnel matters and delinquent assessments. Ms. Concelman seconded this motion, and it was approved unanimously at 8:59 P.M.
November Board of Directors Meeting:
The next Board meeting is scheduled for 7:00 P.M. on 21 November 2005 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 9:16 P.M.
November 21, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:00 p.m., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. A quorum was duly noted. Unit owner Eric Donovan, maintenance engineer Stan Kiman, and association manager George Hedrick were also present at that time. Melissa Bailey, treasurer, arrived shortly after the start of the meeting.
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. McGregor moved that the minutes of the 17 October 2005 meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously, with Ms Bailey abstaining because she did not attend that meeting.
Open Forum for CVIII Owners: Trees: Mr. Donovan asked the Board about four trees in the courtyard between Buildings Two and Four that appeared to be tagged for removal. The Board said that an Arlington County arborist had advised CVIII that these four London Plane trees were unsuitable for a residential setting because of their height and breadth at maturity. The Board said it was in the process of requesting permission from the Arlington County Historical Affairs and Landmark Review Board (HALRB) to remove these trees and replace them with Japanese Zelkovas. Survey Stakes: Mr. Donovan asked for an explanation of wooden stakes marked “property corner” in various locations on the Rhodes St. side of CVIII’s property. The Board said that it hired a surveying firm to mark the corners of the Parkland –– 1.9 acres of woodland and lawn lying to the north and west of CVIII that were deeded to CVIII in 1999 when the Colonial Village Community Services Association was dissolved. This survey is needed so that CVIII knows the exact extent of its maintenance responsibilities with respect to the Parkland. Security Fence and Gates: Mr. Donovan asked for an update on the status of the security fence and gates. Mr. Hedrick said that the security fence between 1816 and 1817 Queens Ln. had been installed, but the contractor has misread or ignored specifications CVIII had provided for the design of the gate and the operation of its lock. Mr. Hedrick said that there had been further delays because questions had been raised about whether the thirty-six inch width of both gates complied with ADA requirements for wheelchair access. He said that it had been determined that these gates were ADA compliant and design and lock issues had been resolved, and these gates should be installed as specified within the near future. Dog Park: Mr. Donovan said that he had noted discussion of creating a dog park in the minutes of the Board’s 17 October 2005 meeting. He said that it was his understanding that a quarter-acre of land was the recommended minimum size for such a park. He asked the Board which quarter-acre of CVIII’s property it planned to use for such a park. Mr. Donovan noted that there were no Arlington County dog parks in the Rosslyn and Courthouse areas. He expressed concern that if CVIII created a dog park, then it incurs maintenance and insurance expense for dogs whose owners did not live in CVIII or elsewhere in Colonial Village He asked the Board if it had considered the maintenance and insurance costs for such a park. The Board said that the only place it is considering creating a dog park in CVIII is in the wooded area north of the bike path. Because the other three Colonial Village owner associations would share insurance and maintenance costs, the Board said that it would not create such a park without their consent. The Board said that it would not proceed with such a park without workable and affordable measures to exclude pet owners who did not live in Colonial Village.
Correspondence from Owners: Mr. Hedrick brought to the Board’s attention an email from Mr. Kevin Haley, a resident owner of 1817 N. Rhodes St., in which Mr. Haley informed the Board that the lights mounted on three concrete poles along the bike path bordering the north side of CVIII were out. Mr. Kiman told the Board Dominion Power maintained these pole lamps for Arlington County. Mr. Kiman said that he has asked Ms. Lee Moore, Mr. Hedrick’s administrative assistant, to inform Dominion Power that these lights were not working and request that they be repaired or replaced as needed.
Committee Reports:
Public Safety: Security Assessment: Mr. Nicoll said that he had received a written security assessment of CVIII’s common areas from the Arlington County Police Department based on several visits to CVIII by representatives of the police department in late October and early November. Mr. Nicoll said the police department found CVIII generally in good shape and made the following recommendations:
Trim trees along the fence behind Buildings One and Two.
Trim arborvitae in front of windows to a height of four feet.
Install additional signage to help first responders find specific addresses within CVIII.
Repair or replace security lighting behind 1725 and 1729 Queens Ln., 1821 N. Rhodes St., and along the bike path on the north side of CVIII.
Mr. Hedrick said that he had asked Mr. Kiman to make sure the lights behind 1725 and 1729 Queens Ln. and 1821 N. Rhodes St. and that Dominion Power had been notified about the pole lights along the bike path. Mr. Hedrick said that he would ask McFall and Berry for a bid to cut back the trees along the fence behind Buildings One and Two. Mr. Gerrity agreed to contact the HALRB about installing additional signs to help public safety workers find specific addresses within Colonial Village. Crime Prevention Presentation: Mr. Nicoll said the police department offered to make a crime prevention presentation to a meeting of Colonial Village residents. After discussion the Board decided not to compete with holiday parties and shopping and scheduled the meeting for 30 January 2006 in Colonial Village II’s meeting room located at 1701 N. Troy St. Mr. Hedrick agreed to ask CVII’s Board for permission to use their meeting room for this presentation and to inform CVI, CVII and Commons’ Boards their residents were invited to attend this meeting. Holiday Crime Prevention Tips: Ms. Bailey suggested and Mr. Nicoll agreed to ask the police department if it had a flyer with a short list of suggestions on how to avoid being a crime victim during the holiday season. Mr. Hedrick agreed to ask Mr. Kiman to post this flyer on hallway bulletin Boards as soon as it was available.
Reports of Officers:
Mr. Gerrity informed the Board he had attended an Arlington County Board meeting on 16 November 2005 at which the National Science Teachers Association’s site plan application to build an addition to their existing building was approved. This site plan contained a condition requiring NSTA to make eighty-four spaces on the combined first floors of its existing building and proposed addition and a surface lot southwest of NSTA’s existing building available at no charge to the public on a shared-use basis from 9:00 P.M. to 8:00 A.M. on a daily basis.
Management Report:
October Financial Update: After making allowances for errors and omissions in the October financial report, Mr. Hedrick said CVIII had a year-to-date operating surplus of $29,006 as of the end of October. Details of the October financial report are available for unit owner review at the CVIII office.
Asset Management: After review, the Board decided to improve the yield on CVIII’s cash assets by moving $60,000 currently in a money market account with Virginia Commerce Bank to securities issued by the United States Treasury. The Board asked and Ms. Bailey agreed to explore other investment options and report back to the Board at its December meeting. Maintenance Review and Reports:
Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month. The Board noted that residents and others were using the lawns as shortcuts to and from their buildings by cutting between the hollies on the east side of the parking lot. The Board asked and Mr. Kiman agreed to replace missing stakes and sections of chain between these hollies to direct pedestrian traffic away from the lawns and onto sidewalks.
Building One: No report of maintenance problems was presented.
Building Two: The Board noted that that the wooden portion of a stairway railing in the residential portion of 1801 Queens Ln. was partially detached. Mr. Kiman agreed to repair this railing.
Building Three: The Board noted that the lock for the basement entry door on the west side of 1728 Queens Ln. was not operating properly. The Board also noted that the lock for the door connecting the basement and the residential portion of 1728 Queens Ln. was not operating properly. Mr. Kiman agreed to repair these locks.
Building Four: The Board noted that it had received several complaints about a mold problem on the wallboard under the windows in the trash room in 1808 Queens Ln. Mr. Kiman said that moisture seeping through this building’s wall from an air conditioner condensate line was the most likely cause of this problem. Mr. Kiman said he would clean up this mold and apply a coat of mold inhibiting painting to the wallboard. The Board asked and Mr. Hedrick agreed to obtain a proposal from Hix & Sons to direct water drainage from this condensate line away from this building’s foundation.
Pending Business:
Laundry Room Security: The Board asked Mr. Hedrick for an update on HOF’s proposal to install ventilation fans in laundry rooms so that windows in laundry rooms could be secured to prevent their use as a means to gain unauthorized access to basement areas. Mr. Hedrick said that he was still working with HOF on its proposal to supply and install these fans. The Board discussed a suggestion made by representatives of the Arlington County Police to use lengths of one-inch square molding to keep laundry room windows from being opened more than several inches. The Board also discussed a security bar system that allowed windows to be used for secondary escape routes in case of fire or some other calamity while at the same time frustrating efforts to use these windows to gain unauthorized access to basement areas. The Board decided to test this system’s effectiveness by installing it in a single trash room window. The Board asked and Mr. Hedrick agreed to arrange to have this done.
Masonry Renovations: Mr. Hedrick provided the Board with a list of four structural engineers from which the Board could select an adviser on a long-term project to repair CVIII’s brickwork estimated to cost $850,000 over several years. These firms are Engineering and Technical Consultants, Sterling, Va.; Facility Engineering Associates, Fairfax, Va.; Thomas Downey, Ltd., Alexandria, Va.; and Tadjer, Cohen, Edelson Associates, Silver Spring, Md. Mr. Nicoll agreed to conduct a preliminary review of these firms and report back to the rest of the Board.
Common Hallway Touch-up Painting: Mr. Hedrick and the Board reviewed a proposal from Greg Hanten of Renaissance Painting, Inc. to touch-up common hallway walls on an as-needed basis for $32.00 per hour plus material. Mr. Hanten provided “ball park” estimates of the cost per building ranging from $200 for a four-unit building to $250 for an eight-unit building.
Recreational Use of the Parkland: The Board discussed how creating paths and installing a picnic table or benches might enhance recreational use of the portion of the Parkland north of the bike path. Members of the Board noted that if improved this area could be an ideal place to walk a dog. The Board asked and Mr. Gerrity agreed to contract the appropriate Arlington County officials about making these improvements.
Towing Service: The Board asked Ms. Concelman for an update on her efforts to monitor the performance of Advanced Towing, the firm with which CVIII has a contract to patrol CVIII’s parking lot for motor vehicles without CVIII stickers and motor vehicles parked anywhere except designated stalls and remove offending vehicles at their owners’ risk and expense. Ms. Concelman said that she had not observed any improvement in the performance of Advanced Towing since the Board’s October meeting. She said she would continue to monitor the performance of Advanced Towing. Ms. Concelman asked about CVIII parking permits whose license numbers had faded to the point of being illegible. Mr. Hedrick said that the wrong type of pen had been used to fill out some permits, and Advanced had been told not to tow vehicles with permits with faded license plate numbers.
Reserve Study: The Board asked Mr. Hedrick for a progress report on its request that Mr. Douglas White of Thomas Downey, Ltd. make further refinements in his review of the scope and adequacy of CVIII’s reserve accounts. These refinements included an inflation index related to repair and replacement costs rather than an arbitrary assumption that inflation will average 1.5% annually for the next thirty-seven years. The Board had asked for verification that there has been no change over the past five years in the costs of approximately three-quarters of the items covered by Mr. White’s review. The Board had also asked for an explanation of how Mr. White arrived at $3,000 allowances per unit for repairs and maintenance of water and sanitary sewer lines. Mr. Hedrick asked and the Board agreed to provide him with a list of the refinements it wanted.
Tree Maintenance: The Landscaping Committee informed the Board that an Arlington County arborist had advised CVIII that four London Plane trees located in the north courtyard were unsuitable for a residential setting because of their height and breadth at maturity. The Landscaping Committee recommended that CVIII remove these trees this winter and replace them in the spring of 2006 with three-inch caliper Japanese Zelkovas. The Landscaping Committee also recommended that a Pin Oak located in front of 1727 N. Rhodes St. be removed because it was so close to the front of the building that its continued growth constituted a threat this building’s foundation. This tree would be replaced with a three-inch caliper Pin Oak on the northern edge of CVIII’s property. After discussion, Mr. Gerrity moved the CVIII accept McFall and Berry’s proposal to remove four London Plane trees and one Pin Oak and grind all five stumps for $2,885. Mr. Nicoll seconded this motion, and it was approved unanimously. Mr. Gerrity reminded the Board that the HALRB had not yet approved the removal of these trees. Mr. Hedrick said that he would not authorize McFall and Berry to proceed until the HALRB approved their removal.
Responses to the October Survey of CVIII’s Unit Owners:
The Board discussed the following summary of responses to the survey distributed in October to CVIII’s unit owners:
1. Rhodes Street currently has restricted parking for Zone 4 residents from 8:00 a.m. to 5:00 p.m. Would you sign a petition to Arlington County requesting this be extended to 24/7?
YES: 72% NO: 28%
2. New regulations encourage no more than three cars per household in Arlington County by dramatically raising registration fees for additional cars. Would you support a limit of two cars in our area to reduce the impact on parking?
YES: 85% NO: 15%
3. The CVIII Board is working with developers seeking to build in the area to minimize the impact on parking. Would you be interested in?
A. Overnight parking in a neighboring building? YES: 79% NO: 21%
B. Leasing a space at market rate? YES: 44% NO: 56%
4. Do you believe CVIII should consider options for financing construction of a parking garage under our existing parking lot?
YES: 47% NO: 53%
5. How do you rate the general responsiveness of CMI staff? 5
EXCELLENT GOOD FAIR POOR DON’T KNOW
14% 50% 22% 6% 8%
6. How do you rate the general responsiveness of the CVIII Board of Directors?
EXCELLENT GOOD FAIR POOR DON’T KNOW
8% 33% 17% 3% 39%
7. Please rate the quality of CVIII laundry rooms (appearance, dependability of machines, etc).
EXCELLENT GOOD FAIR POOR DON’T KNOW
17% 67% 14% 3% 0%
8. Please rate the quality of work of CVIII’s lawn maintenance service.
EXCELLENT GOOD FAIR POOR DON’T KNOW
19% 50% 25% 3% 3%
9. Please rate the CVIII snow removal service (promptness, quality of work.)
EXCELLENT GOOD FAIR POOR DON’T KNOW
11% 44% 19% 3% 22%
10. Please rate the quality of the trash removal service (appearance of trash room, frequency of removal, etc.)
EXCELLENT GOOD FAIR POOR DON’T KNOW
6% 56% 28% 8% 3%
11. In September 2005 CVIII will install a new locking gate at the Wilson Boulevard pedestrian entrance. Should it be kept locked or remain unlocked?
LOCK THE GATE LEAVE IT UNLOCKED
67% 33%
12. How often have you visited www.colonialvillageiii.com?
MONTHLY WEEKLY A COUPLE OF TIMES NEVER
6% 6% 42% 47%
New Business:
Holiday Bonuses: After discussion, Mr. Nicoll moved that CVIII give the following holiday bonuses: George Hedrick, $1,200; Stan Kiman, $900; Leoncio Guevara, $500; Leona Moore, $300. Ms. Concelman seconded this motion, and it was approved unanimously.
Special Holiday Hours for Key Blvd. Office: Ms. Concelman noted that many Colonial Village residents had work schedules that made it difficult for them to pick up UPS packages during normal office hours at the office at 1903 Key Blvd. Ms. Concelman suggested that CVIII Board members staff the office for one hour during the morning on Saturdays in December to make retrieving parcels more convenient during the Holiday season. Mr. Nicoll said that he would arrange a schedule for Board members to be in the office and prepare a notice advertising these special Holiday hours. Mr. Hedrick agreed to have this notice posted on hallway bulletin Boards.
Snow Removal Contract for 2006: The Board and Mr. Hedrick reviewed a proposal from McFall and Berry to provide CVIII with snow removal service from 17 November 2005 through 30 April 2006. This contract for snow removal contains the following fees: $115 an hour for plowing using a four-wheel drive pickup; $115 an hour plus material for a sand/icemelt truck; $45 an hour per worker for shoveling; $50 an hour for snow throwers; $20.50 per fifty-pound bag of icemelt. All hourly charges are subject to a two-hour minimum. The Board asked and Mr. Hedrick agreed to prepare an addendum to this proposed contract containing the following restrictions on the number of workers McFall and Berry send to CVIII to shovel snow: for snowfalls three inches or less CVIII will not require any workers to shovel snow; for snow falls between three and six inches CVIII will normally require two workers to shovel snow and three workers in unusual circumstances; for snow falls above six inches CVIII will normally require three workers to shovel snow and four workers in unusual circumstances. The addendum will contain language committing McFall and Berry to providing work tickets showing the number and hours of workers and types of equipment employed in clearing CVIII’s stoops, steps, walks and parking lot of snow and ice. Mr. Gerrity moved that the Board accept McFall and Berry’s proposal to provide snow removal service with the addendum detailed above for the period 17 November 2005 through 30 April 2006. Mr. Nicoll seconded this motion, and it was approved unanimously.
Rhodes St. Parking Petition: Mr. Gerrity informed the Board that CVII’s Board had agreed to join CVIII in circulating a petition asking Arlington County to expand the hours that motor vehicles without Zone Four Residential Permit Parking Program stickers are prohibited from parking in the 1700 block of N. Rhodes St. This expansion would include the periods of 5:00 P.M. to midnight seven days a week and 8:00 A.M. to 5:00 P.M. on Saturdays and Sundays. Mr. Gerrity told the Board that he was certain that sixty percent of the households residing in the1700 block of N. Rhodes St. would sign this petition. The Board authorized Mr. Gerrity and Ms. Bailey to proceed with circulating this petition to households in CVIII with addresses in the 1700 block of N. Rhodes St. Following the receipt of the petition Arlington County will survey the 1700 block of N. Rhodes St. two times during each of the time periods that CVII and CVIII have requested expanded restrictions. These surveys must show that at least twenty-five percent of the total number of available spaces is occupied by vehicles that do not have valid Zone Four Residential Permit Parking stickers before Arlington County will make the changes requested in the petition. Mr. Gerrity advised the Board that this twenty-five percent condition will be the most difficult hurdle for the petition.
Executive Session: Ms. Concelman moved that the open session of this meeting be adjourned, and the Board and Mr. Hedrick convene in executive session for the purpose of discussing personnel matters and delinquent assessments. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:37 P.M.
December Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 19 December 2005 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Ms. Bailey seconded this motion, and it was approved unanimously at 8:59 P.M.
December 19, 2005 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:01 p.m., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Melissa Bailey, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. A quorum was duly noted. Maintenance engineer Stan Kiman was also present at that time. Michael McGregor, vice president, arrived shortly after the start of the meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Ms. Bailey moved that the minutes of the 21 November 2005 meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously, Mr. McGregor not yet present.
Open Forum for CVIII Owners: No one was present to speak.
Correspondence from Owners: The Board briefly reviewed correspondence from a unit owner who claimed that her car had been towed from CVIII’s lot without proper cause. The Board decided that no action was required on its part because the owner subsequently reported that this problem had been resolved to her satisfaction.
Reports of Officers: No reports of officers were presented.
Committee Reports: No committee reports were presented.
Management Report:
November Financial Update: After making allowances for errors and omissions in the November financial report, Mr. Hedrick informed the Board in writing that CVIII had a year-to-date operating surplus of $33,763 as of the end of November. Details of the November financial report are available for unit owner review at the CVIII office.
Asset Management: Ms. Bailey recommended to the Board that CVIII close two money market accounts and redeem a CD prior to its maturity date because the money in these three accounts could be invested at higher rates of return elsewhere. After review, Ms. Bailey moved that the Board authorize CMI to close CVIII’s money market account with Virginia Commerce Bank containing $89,798.11 and to close CVIII’s money market account with American Bank containing $40,816.68 and invest the $130,614.79 contained in these two money market accounts as follows: $30,614.79 in an ING Direct savings account with an APY of 3.75%; $50,000 in an E*TRADE Bank one-year CD with an APY of 4.83%; and $50,000 in an E*TRADE Bank five-year CD with an APY of 5.15%. Mr. Nicoll seconded this motion, and it was approved unanimously. Mr. McGregor moved that the Board authorize CMI, contingent on a penalty of no more than $500, to redeem CVIII’s BB&T CD containing $96,962.08 and to invest the $96,962.08 contained in this CD as follows: $6,962.08 in an ING Direct savings account with an APY of 3.75%; $40,000 in an Intervest National Bank three-year CD with an APY of 5.00%; and $50,000 in a Countrywide Bank four-year CD with an APY of 5.05%. Ms. Concelman seconded this motion, and it was approved unanimously.
Maintenance Review and Reports:
Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month. The Board noted that there were broken slats on at least three of the benches located on the Rhodes St. lawn. Mr. Kiman agreed to replace these slats. The Board also noted that residents and others were using the lawns as shortcuts to and from their buildings by cutting through the hollies on the east side of the parking lot. The Board asked and Mr. Kiman agreed to replace missing stakes and sections of chain between these hollies to direct pedestrian traffic away from the lawns and onto sidewalks.
Building One: No report of maintenance problems was presented.
Building Two: The Board noted that sweeps were not installed on the two basement entry doors at 1809 Queens Ln. The Board also noted that a downspout on the east side of 1809 Queens Ln. was partially disconnected. Mr. Kiman agreed to install sweeps and realign the downspout. The Board asked and Mr. Kiman agreed to reinstall stakes supporting a Kousa Dogwood located in front of 1817 Queens Ln. and a Japanese Zelkova located between 1737 and 1801 Queens Ln.
Building Three: No report of maintenance problems was presented.
Building Four: The Board noted a large potted plant sitting in front of 1816 Queens Ln. Mr. Kiman agreed to dispose of this plant.
Pending Business:
Security Gates: The Board reviewed continued delays in the installation of securtity gates in the fences at the north and south entrances to CVIII. Compliance with ADA requirements for the width of these gates and the brick and concrete aprons on either side of them appeared to be the current holdup. The Board decided to push CMI and Long Fence to complete this project by January 15th.
Public Safety: Lighting: The Board noted that three pole lamps located along the bike path north of Buildings Two and Four had still not been repaired. Mr. Kiman told the Board that these were Arlington County lamps, and Dominion Power maintained them for the county. The Board asked and Mr. Kiman agreed to work with Mr. Hedrick to get Dominion Power and Arlington County to repair these lamps. Members of the Board volunteered to contact Arlington County about this problem. Crime Prevention Presentation: The Board reviewed preparations for a crime prevention presentation by a representative of the Arlington County Police Department scheduled for 30 January 2006 in Colonial Village II’s meeting room located at 1701 N. Troy St. Mr. Nicoll said that he had not yet received a response from CVII’s Board to his request for permission to use their meeting room for this presentation. He said that as soon as he received permission to use this room he would inform CVI, CVII and Commons’ Boards that their residents were invited to attend this meeting.
Laundry Room Security: The Board reviewed a proposal from HOF to install ventilation fans in laundry rooms so that windows in laundry rooms could be secured to prevent their use as a means to gain unauthorized access to basement areas. The Board found that this proposal did not contain sufficient detail and put off further consideration of it until the Board’s January meeting. The Board decided to ask the Arlington County Fire Marshal if a security bar system, which the Board wanted to test by installing it in a single trash room window, was compliant with Arlington County Fire Code. This security bar system allowed windows to be used for secondary escape routes in case of fire or some other calamity while at the same time frustrating efforts to use these windows to gain unauthorized access to basement areas.
Towing Service: Ms. Concelman told the Board that she did not think that Advanced Towing was patrolling CVIII’s parking lot for violations on a regular basis. She said that she had observed two vehicles without CVIII stickers parked on CVIII’s lot for extended periods of time during a recent twenty-four hour period without being towed. After discussion, the Board decided to ask Mr. Hedrick to ask Advanced to patrol CVIII’s parking lot more frequently. The Board decided to consider other towing services if Advanced Towing failed to keep CVIII’s parking lot clear of vehicles parked in violation of rules and regulations governing the use of that lot.
Holiday Office Hours: Members of the Board commented on the large numbers of Colonial Village residents who took advantage of and expressed appreciation for Saturday hours at the CMI office this holiday season to pick up UPS packages. The Board complimented Ms. Concelman for suggesting that the Board provide this service to residents of Colonial Village.
2006 Saturday Office Hours to Retrieve UPS Parcels: After discussion, the Board decided to staff the CMI office on a trial basis between 11:00 A.M. and noon on the first Saturday of each month in the first quarter of 2006 so that residents of Colonial Village could pick up their UPS parcels. If large numbers of Colonial Village residents took advantage of these special hours, the Board would consider staffing the office on additional months and Saturdays. If residents did not take advantage of these special hours, the Board would cut back to Saturdays between Thanksgiving and Christmas. Mr. Nicoll agreed to schedule volunteers and contact the other Colonial Village owners associations about advertising these Saturday hours.
New Business:
Replacement Windows: The Board reviewed a request from Mr. Joseph C. Clarke, resident owner of unit #255 at 1817 N. Rhodes St., to have the Hodges Company replace seven windows in his unit with seven aluminum-clad wooden Loewen windows. The Board noted that Mr. Clarke’s contract with Hodges clearly specified that existing windows and frames would be completely removed and the replacement windows would meet the criteria set for such windows in the Colonial Village Historic District by the Arlington County Historic Affairs and Landmark Review Board (HALRB). After discussion Mr. Gerrity moved that Board approve Mr. Clarke’s request to install seven Loewen replacement windows with the condition that screens for these windows meet HALRB specifications. Ms. Concelman seconded this motion, and it was approved unanimously.
Executive Session: Mr. Gerrity moved that the open session of this meeting be adjourned, and the Board then convene in executive session for the purpose of discussing delinquent assessments. Ms. Concelman seconded this motion, and it was approved unanimously at 7:45 P.M.
January Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 16 January 2006 in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Ms. Bailey moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 7:46 P.M.