January 16, 2006 Colonial Village III Board of Directors Meeting

Call to order: Mr. Nicoll brought the meeting to order at 6:37 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; 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: Mr. Gerrity moved that the minutes of the 19 December 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: No correspondence from unit owners was received since the Board’s 19 December 2005 meeting.

Reports of Officers: See pending business.

Committee Reports: No committee reports were presented.

Management Report:

December Financial Update: Mr. Hedrick informed the Board in writing that CVIII had a year-to-date operating surplus of $30,899 as of the end of December. Details of the December financial report are available for unit owner review at the CVIII office.

Maintenance Review and Reports:

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month.

Parking Lot: The Board noted that the yellow paint on parking lot curbs, which serves to indicate the location of fire lanes, was peeling badly and asked Mr. Kiman about getting it painted. Mr. Kiman said that CVIII owned a pressure washer that could be used to prep these curbs for a fresh coat of paint, but it needed to be repaired. The Board asked and Mr. Kiman agreed to get this machine repaired and prep and paint these curbs when his schedule and the weather permitted.

Building One: No report of maintenance problems was presented.

Building Two: The Board noted that a shutter was loose and a screen had fallen out of a window on the west side of 1805 Queens Ln. Mr. Kiman said that he would attend to these items. The Board also asked and Mr. Kiman agreed to cut back a rose bush in front of this building. 

Building Three: The Board noted that a fluorescent light serving the second floor of the common hallway in 1720 Queens Ln. was not working properly. Mr. Kiman said he would make the necessary repairs.

Building Four: The Board noted that siding, which had blown loose from a building in the Rosslyn Heights Apartment complex, was scattered along the bike path adjacent to the north side of Building Four. The Board asked and Mr. Kiman agreed to collect and remove this material.

Pending Business:

Security Fences and Gates: The Board noted that installation of the security gates in the fences at the north and south entrances to CVIII was complete except for setting up their locks and Knox boxes. Mr. Kiman told the Board that the Arlington County Fire Department would have to take care of the Knox boxes because they required a special key. The Board decided to vote on dates to make the locks on these gates operational at its February meeting. The Board reviewed Mr. Hedrick’s plans to have Long Fence rebuild the brick aprons for these gates so that they met their specifications in Long Fence’s contract with CVIII. The Board asked and Mr. Kiman agreed to try to locate lever-style handles to open these gates. The Board asked and Mr. Kiman agreed to ask Ivey Welding for a proposal to replace the Wilson Blvd. metal fence with a similar fence whose height including the existing brick wall would be five feet above grade.

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. Nicoll said that he learned that the Arlington County Department of Parks, Recreation and Cultural Resources was responsible for the upkeep of these lights and he was in the process of tracking down the right individual to get them repaired. Crime Prevention Presentation: The Board reviewed preparations for a crime prevention presentation by 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 received permission from CVII’s Board to use their meeting room for this presentation. He said that he would set up the meeting room for this presentation on 30 January 2006.

Laundry Room Security: Mr. Gerrity told the Board that he had spoken with the Arlington County Fire Marshal’s Office and had been had informed that a “quick-release” type of security bar system was acceptable for use in laundry and trash room windows. He said that he had ordered a set of these security bars to be installed on a trial basis in the trash room window at 1728 Queens Ln. This security bar system allows 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 table a proposal from HOF to install ventilation fans in laundry rooms until after it had an opportunity to examine the set of bars that would be installed at 1728 Queens Ln.

Towing Service: Members of the Board expressed concerns that Advanced Towing was not patrolling CVIII’s parking lot for violations on a regular basis. Mr. Nicoll was the only member of the Board who could report seeing an Advanced Towing truck in CVIII’s parking lot during the past month, and this was a single occurrence. Mr. Nicoll said that he would ask Mr. Hedrick to find out if Advanced Towing kept logbooks showing when their trucks made visits to CVIII, and if that were the case, request that Advanced supply the Board with copies of these logbooks. Ms. Concelman told the Board that she would continue to monitor the parking lot for motor vehicles parked there in violation of CVIII’s regulations.

Masonry Renovations: Mr. Nicoll provided the Board with a brief description of four structural engineering firms that were candidates to serve as an adviser on a long-term project renovating 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. After discussion the Board asked and Mr. Nicoll agreed to ask each of these firms to have a representative submit a proposal to the Board to do the following: (i) evaluate the extent of damaged masonry; (ii) provide specifications for repairing whatever damage masonry is found; (iii) supervise the contractor hired to repair damaged masonry.

2006 Saturday Office Hours to Retrieve UPS Parcels: Mr. Nicoll reported to the Board that only six people stopped by the CMI office at 1903 Key Blvd. to retrieve UPS parcels on 7 January 2006. He said he did not know if the other Colonial Village Owner Associations had advertised that the CMI office would be open between 11:00 A.M. and noon on the first Saturday of each month in the first quarter of 2006. The Board discussed this matter and decided to continue with these special Saturday office hours to retrieve UPS parcels through March 2006.

New Business:

Property Management:

The Board discussed CMI’s progress in finding a replacement for George Hedrick, CVIII’s current property manager, who is being promoted to a supervisory role. Mr. Hedrick’s replacement is supposed to be dedicated to managing the four Colonial Village properties only. The Board also discussed CMI’s progress in hiring a new administrative assistant for the office at 1903 Key Blvd. Mr. Nicoll expressed frustration with the lack of information from CMI on these personnel changes. The Board asked and Mr. Nicoll agreed to inform Mr. Peter Mechak, the president of CMI, that it wanted regular and thorough updates on these personnel changes and the organization structure of CMI’s Virginia office. The Board discussed how it could improve the implementation of CMI’s contract to manage CVIII. The Board also discussed interviewing other property management firms.

Tree Maintenance: After discussion, Mr. Gerrity moved that the Board approve McFall & Berry’s bid of $1,680 to prune trees on the east side of the privacy fence behind Buildings One and Two so their branches did not extend over CVIII’s property line. Ms. Concelman seconded this motion, and it was approved unanimously. The Arlington County Police Department recommended in a recent security assessment of CVIII that these trees be cut back to increase visibility behind Buildings One and Two. The Landscaping Committee recommended these trees be cut back to increase the amount of sunlight received by lawns and shrubbery located behind these buildings. The Board asked and Mr. Gerrity agreed to convey a request to Mr. Hedrick that, as a courtesy, he contact the owners of the properties on which these trees grew and inform them of CVIII’s plans.

Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned so that the Board could convene in executive session for the purpose of discussing delinquent assessments. Ms. Concelman seconded this motion, and it was approved unanimously at 7:21 P.M.

February Board of Directors Meeting:

The next Board meeting is scheduled for 7:00 P.M. on 28 February 2006 in the conference room in the CMI office at 1903 Key Blvd.

Adjournment:

Mr. Nicoll moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 7:28 P.M,

February 28, 2006 Colonial Village III Board of Directors Meeting

 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. Unit owner David Reizes, 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. Gerrity moved that the minutes of the 16 January 2006 meeting be approved without change. Ms. Bailey seconded this motion, and it was approved unanimously.

Association Management:

Mr. Nicoll introduced David McPherson, the new Association Manager assigned by CMI to CVIII and the other three Colonial Village owner associations. Mr. Nicoll briefly reviewed Mr. McPherson’s extensive experience managing different types of properties. Members of the Board welcomed Mr. McPherson and expressed their hopes that his tenure at Colonial Village would be long and successful. Mr. Nicoll told the Board that CMI was still looking for an individual to permanently fill the administrative assistant position in the Colonial Village management office.

Forum for CVIII Owners:

Aggressive Pets: The Board reviewed written and oral complaints about aggressive behavior of four dogs toward other pets. After discussion, the Board asked and Mr. McPherson agreed to write to the owners of these four dogs and remind them of the leashing requirements in Arlington County’s Animal Control Ordinances and CVIII’s By-Laws and warn these dog owners that if they did not keep their pets on leashes then they could be subject to penalties ranging from fines to having their pets banned from the common areas of CVIII.

Dental Office Renovations: The Board reviewed written and oral complaints about renovations of the dental office located at 1831 Wilson Blvd. These included: water service being cut off for all units in Building Three without authorization or notice; residents being disturbed by noise from work being done late at night; material from this project strewn over lawns and obstructing sidewalks; and construction debris from this project discarded in a common area trash room. Questions were raised on the exact nature of these renovations. CVIII’s By-Laws require unit owners to inform CVIII’s Board of any structural changes they make and anything they have done that requires a permit from Arlington County, such as plumbing and electrical work. After discussion the Board asked and Mr. McPherson agreed to make a personal visit to make these concerns known to the owner of the units in which the dental office is located.

Biohazard Waste: The Board reviewed oral complaints about potential biohazard waste from the dental office located at 1831 Wilson Blvd. being found scattered around common areas of CVIII. After discussion the Board asked and Mr. McPherson agreed to ask the dentist to have his staff dispose of this material in securely closed bags. 

Correspondence from Owners:

Noise Complaint: The Board reviewed a complaint about repeated noise disturbances caused by someone playing music loudly in garage #3. After discussion the Board asked and Mr. McPherson agreed to contact the owner of garage #3 and ask that they have their tenant stop disturbing other residents by playing loud music.

Activating Locks on New Gates: The Board reviewed an email from Charles Vanderlyn, a resident owner at 1801 N. Rhodes St. in which he urged the Board to immediately activate the locks in the recently installed gates at the Wilson Blvd. and north entrances to CVIII. Mr. Vanderlyn said that both he and his wife had observed trespassers during the middle of the day and his wife did not feel secure because of their unfettered access to CVIII.

Parking Lot Violations: The Board reviewed an email from David Schmidt, a resident owner at 1728 Queens Ln., in which he informed the Board that he had noticed two cars without CVIII stickers parked in CVIII’s lot on Sunday morning, February 26. Mr. Schmidt expressed frustration that Advanced Towing no longer seemed to be patrolling CVIII’s parking lot for violators.

Towing: The Board reviewed an email from Dwayne Blair, a resident owner at 1720 Queens Ln., in which Mr. Blair expressed his displeasure with having his car towed. Mr. Blair asked if his number on his sticker did not match the number on his plate, then “why weren’t the other cars that have no clearly visible numbers not towed?”

Broken Lock: The Board reviewed an email from Beth MacMahon, a resident of 1808 Queens Ln., in which she informed the Board that keys to a basement door in her building would not unlock that door. Mr. Kiman told the Board that this problem had been resolved. (Owners experiencing similar problems should call property management office for a replacement key.)

Reports of Officers: No reports of officers were presented.

Committee Reports:

Public Safety Committee: Crime Prevention Presentation: Mr. Nicoll informed the Board that Officer Richard St. Clair of the Arlington County Police Department gave a presentation to residents of Colonial Village on 30 January 2006 on steps they could take to lessen the possibility that they might become victims of criminals. Mr. Nicoll said participants reported that Officer St. Clair’s presentation was informative and useful. Bike Path Lighting: Mr. Nicoll told the Board that a representative of Arlington County’s Parks and Recreation Department had informed him that the three non-working pole lamps along the bike path behind Building Four would be repaired after February 11th, but this didn’t happen. Mr. Nicoll said he would continue to pursue the repair of these lamps. Trees: Mr. Nicoll informed the Board that trees overhanging the privacy fence behind Buildings One and two had been cut back. This would improve the effectiveness of security lighting behind these two buildings.

Management Report:

January Financial Update: After making allowances for errors and omissions in the January financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $8,990 as of the end of January. $3,248 of this surplus was budgeted. An additional $2,964 of this surplus came from snow removal service being under budget for the month of January. Details of the January financial report are available for unit owner review at the CVIII office.

Asset Management: Ms. Bailey informed the Board that CMI would not make investments the Board authorized at its 19 December 2005 meeting because CMI did not have a working relationship with the financial institutions from which the Board wanted to buy CDs. Members of the Board noted that all the institutions in question were FDIC insured and asked why CMI was reticent about doing business with them. Ms. Bailey also told the Board that CMI discouraged her from purchasing more than $50,000 worth of short-term U.S. Treasury Bills. After discussion, the Board asked and Mr. McPherson agreed to provide the Board in writing with CMI’s policies for investing the cash assets of Owner Associations.

Maintenance Review and Reports:

The Board thanked Mr. Kiman for the long hours he spent, starting early in the morning on Sunday, February 12th, removing snow from CVIII’s walkways steps and stoops.

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month apart from the February 12th snowstorm.

Building One: No report of maintenance problems was presented.

Building Two: The Board noted that a shutter was partially sprung from its mountings on the rear of 1813 Queens Ln. The Board noted that the lens was missing from a common hallway light fixture on the first floor of 1817 Queens Ln.

Building Three: No report of maintenance problems was presented.

Building Four: The Board noted that mold was building up on the wall and shelf under the window in the trash room in 1808 Queens Ln.

Pending Business:

Security Gates and Fences: Activating Gate Locks: The Board reviewed possible dates for activating the locks on the recently installed north and south gates. Members noted that results of a survey of CVIII’s owners made in October indicated that two-thirds of respondents favored activation of these locks. After further discussion, Mr. Gerrity agreed to move that the locks on both north and south gates be made operational on Monday, 27 March 2006. Ms. Concelman seconded this motion, and it was approved with Ms. Concelman, Mr. Gerrity, Mr. McGregor and Mr. Nicoll voting aye, and Ms. Bailey abstaining. Mr. McPherson and Mr. Nicoll agreed to collaborate on writing a flyer announcing the activation of these locks that would be distributed to each unit in CVIII. Gate Aprons: Mr. McPherson told the Board that he and George Hedrick had met with Long Fence to resolve liability for mistakes made in installing brick aprons outside the north and south gates. Long Fence agreed to rebuild the apron outside the north gate to specifications it received when it bid on this project. CVIII would have to pay for mistakes made in the shape and orientation of the brick apron outside the Wilson Blvd. gate. After discussion, Mr. Gerrity moved that CVIII accept a proposal of $940 from Long Fence to remove two square feet of concrete walkway and square up brick pavers to minimize errors made in the shape and orientation of the original installation brick apron out side the Wilson Blvd. gate. Ms. Concelman seconded this motion, and it was approved unanimously. Wilson Blvd. Fence: Mr. Gerrity moved that the Board approve a bid of $6,650 from Ivey Welding Service to replace the wrought iron fence between 1720 and 1721 Queens Ln. with a similar fence approximately five feet above grade in height. Mr. McGregor seconded this motion, and it was approved unanimously. The Board asked and Mr. McPherson agreed not to inform Ivey Welding that it had been awarded this contract until the HALRB and the Arlington County Zoning Administrator had approved the design and installation of this replacement fence.

Laundry Room Security: Mr. Kiman told Board that he had installed a “quick-release” type of security bar system in the trash room at 1728 Queens Ln., and it operated as advertised. However, the configuration of walls in CVIII’s laundry rooms and other trash rooms would not allow this type of security bar system to operate as designed After discussion, Mr. Gerrity moved that CVIII accept a proposal from HOF to install ventilation fans, louvers, thermostatic controls and associated electrical wiring for the sum of $4,773 contingent on Mr. McPherson verifying that HOF’s proposal covered labor and materials for all four laundry rooms. Ms. Concelman seconded this motion, and it was approved unanimously.

Masonry Renovations:

The Board reviewed proposals from three structural engineering firms to serve as adviser on a long-term project to renovate CVIII’s brickwork. This multi-year project is estimated to cost $850,000. These firms are Engineering and Technical Consultants (ETC), Sterling, Va.; Facility Engineering Associates (FEA), Fairfax, Va.; and Thomas Downey, Ltd. (TD), Alexandria, Va. The Board asked Mr. McPherson if he could rate these firms based his experience with them. Mr. McPherson said that all three firms were qualified for this project. He said he would rate Thomas Downey the best of the three because of his past experience with Douglas White, the engineer that would manage this project for Thomas Downey. He pointed out that Thomas Downey and Mr. White already had experience with masonry renovations in Colonial Village and that Thomas Downey’s bid was the lowest of the three. The Board asked and Mr. McPherson agreed to ask these firms for references for masonry renovation projects they had managed for properties similar to CVIII in design construction and age. In discussion, members of the Board agreed that unit owners should be made aware that, while there were no known water penetration problems in CVIII, weathering had caused significant damage to mortar in many locations in CVIII and the Board had been advised to begin repairing this damage within the near future or be prepared to deal with the greater expense of water penetration problems.

HALRB Violation: The Board reviewed correspondence dealing with the unauthorized installation of replacement windows by the owner of a unit at 1732 Queens Ln. The Arlington County Historic Affairs and Landmark Review Board (HALRB) established criteria for replacement windows in all units in CVIII on 17 July 2002. Replacement windows in CVIII must receive a letter of approval from CVIII’s Board of Directors and the approval of the HALRB. The owner of this unit did not obtain a letter of approval from CVIII’s Board of Directors nor the approval of the HALRB. After discussion, Mr. Gerrity was authorized by the Board to represent CVIII on this matter with the HALRB.

Towing Service: The Board reviewed a log of twelve cars towed from CVIII’s lot by Advanced Towing during a seventeen day period in February. Four were towed because they had no permit; four others because they had invalid permits; three because they were parked in the metered space with the meter expired; and one because it had expired Virginia Tags. The Board discussed problems with faded tags numbers on permits and decided to use plastic labels with tags numbers printed on them to eliminate this problem in 2006.

New Business:

Spring Landscaping Projects: The Board reviewed landscaping renovations that the Landscaping Committee was proposing for the following locations: 1724, 1725, 1732, 1733, 1804, 1805, 1812, and 1813 Queens Ln.; 1829 Wilson Blvd.; 1727, 1735 and 1801 N. Rhodes St. After discussion, the Board agreed to make a “walk and talk” tour of these proposed renovations on March 12th.

Executive Session: Ms. Bailey moved that the open session of this meeting be adjourned, and the Board and Mr. McPherson convene in executive session for the purpose of delinquent assessments. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:40 P.M. At 8:45 P.M., the Board asked and Mr. McPherson agreed to excuse himself from this portion of the meeting so that the Board might discuss in private matters related to the management of Colonial Village.

March Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 20 March 2006 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 8:59 P.M.

March 20, 2006 Colonial Village III Board of Directors Meeting

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; and Cheryl Concelman, member at large, answered present. A quorum was duly noted. 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. Gerrity moved that the minutes of the 28 February 2006 meeting be approved without change. Ms. Bailey seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: No one was present to speak.

Correspondence from Owners: o correspondence from owners and residents was received since the Board’s 28 February 2006 meeting.

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 financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $8,558.53 as of the end of February. Mr. McPherson asked the Board for a motion directing CMI to charge all expenses related to the security fences and gates to Reserve Account #30260. Ms. Bailey so moved. Ms. Concelman seconded this motion, and it was approved unanimously. Details of the February financial report are available for unit owner review at the CVIII office. 2005 Audit: Ms. Bailey agreed to ask CVIII’s accounting firm, Geimer, Ehrlich, for a report on the status of its audit of CVIII’s books for 2005.

Asset Management: Ms. Bailey informed the Board that CMI had agreed to make the following financial transactions for CVIII: (i) close CVIII’s Virginia Commerce Bank money market account containing $98,439 and to invest this $98,439 in a thirty-six month CD issued by Intervest Bank; (ii) liquidate a $96,962 BB&T CD and invest this $96,962 in U.S. Treasury Bills.

Maintenance Review and Reports:

Skylights: The Board informed Mr. McPherson of a longstanding problem with the skylights servicing the second floor landings of common hallways. The uppermost portions of these kylights are unfinished wood. The Board had been advised in the past that they could be painted or covered with vinyl or aluminum. The Board asked and Mr. McPherson agreed to obtain proposals to remedy this problem.

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month

Building One: The Board noted that another section of the privacy fence on the east side of this building had been knocked down by a delivery or trash truck for one of the businesses in the Colonial Village Shopping Center. Mr. Kiman said that the posts supporting this section of fence had been broken and he would have to dig out the old concrete footings and pour new ones for new posts before he could reinstall this section of fence. The Board asked and Mr. McPherson agreed to inform the property manager of the Colonial Village Shopping Center that trucks servicing his tenants were damaging this fence on a regular basis and CVIII had to spend money repairing this damage on an equally regular basis The Board asked and Mr. McPherson agreed to ask the property manager of the Colonial Village Shopping Center to install bollards on its side of the fence to solve this problem.

Building Two: The Board noted that runoff from a downspout on the south side of 1805 Queens Ln. was damaging the lawn. Mr. McPherson agreed to ask Hix and Sons for a proposal to connect this downspout with CVIII underground storm drainage system. The Board noted that an oversized cover plate was needed for the electrical receptacle under the mailboxes at 1809 Queens Ln. The Board noted that three shutters were partially detached from the east side of 1813 Queens Ln. The Board noted that a first floor fluorescent lighting fixture was missing its lens at 1817 Queens Ln. Mr. Kiman said that he would take care of the shutters, receptacle plate and light fixture.

Building Three: The Board noted that two shutters were missing from the west side of 1727 N. Rhodes St. The Board noted that dryer #37, located in the laundry room in 1728 Queens Ln., was broken. Mr. Kiman said that he had the shutters and would reinstall them. Mr. McPherson said that he would ask HOF to repair this dryer.

Building Four: The Board noted mold still appeared to be present on the wall and shelf under the window in the trash room located in 1808 Queens Ln. Mr. Kiman said that the mold continued to be found in this location because its cause — moisture from a condensate line seeping through the wall –– had not been eliminated. The Board asked and Mr. McPherson agreed to ask Hix and Sons for a proposal to connect this condensate line to CVIII’s storm drainage system.

Pending Business:

Rhodes Street Parking Petition: Mr. Gerrity informed the Board that he had received an email on 20 March 2006 from Sarah Stott, Arlington County’s Parking Manager, in which she provided a status report on her department’s review of CVII and CVIII’s petition to further restrict parking by non-permit holders on the 1700 Block of N. Rhodes St. Ms. Stott said this review had been delayed because of a backlog caused by a large number requests for changes in other neighborhoods and difficulties in obtaining authorization from the DMV to check license plate numbers. Ms. Stott said that she expected her department to finish its review of CVII and CVIII’s petition in about three weeks.

Landscaping: The Board reviewed a proposal from McFall and Berry to renovate landscaping by installing new plants, trees and sod and replacing existing plants and trees at the following locations: 1720, 1724, 1725, 1728, 1729, 1732, 1733, 1737, 1801, 1804, 1805, 1812, and 1813 Queens Ln.; 1829 Wilson Blvd.; 1727, 1735 and 1801 N. Rhodes St. After further discussion, Mr. Gerrity moved that the Board approve proposals by McFall and Berry for landscaping improvements totaling $18,695. Mr. McGregor seconded this motion, and it was approved unanimously. 

Masonry Renovations:

The Board reviewed lists of references provided by three structural engineering firms who had submitted proposals to serve as adviser on renovating CVIII’s brickwork. This project is expected to take at least five years to complete and could cost as much as $850,000. These firms are Engineering and Technical Consultants (ETC), Sterling, Va.; Facility Engineering Associates, Fairfax, Va. (FEA); and Thomas Downey, Ltd. (TD), Alexandria, Va. The Board asked and Mr. McPherson agreed to organize a trip to inspect some of these properties and, if possible, to speak to their managers. The Board noted that Thomas Downey was the only one of the three firms that gave a firm price to manage this project after a contractor had been selected to do these renovations. The Board asked and Mr. McPherson agreed to obtain fixed prices from FEA and ETC to manage this project. The Board noted that Thomas Downey had recently managed a masonry renovation project for the Colonial Village Commons, and Mr. McPherson agreed to obtain an evaluation of Thomas Downey’s performance from the Commons’s Board of Directors.

Laundry Room Security: Mr. McPherson informed the Board that HOF had submitted a revised bid of $5,746.10 to install ventilation fans, louvers, thermostatic controls and associated electrical wiring in CVIII’s four laundry rooms. After discussion, Mr. Gerrity moved that CVIII accept HOF’s revised bid of $5,746.10 to install ventilation systems in four laundry rooms. Ms. Concelman seconded this motion, and it was approved unanimously. The Board asked and Mr. McPherson agreed to charge the expense of this project to Reserve Account #30240.

Wilson Boulevard Replacement Fence: Mr. Gerrity informed the Board that CVIII’s application to replace the existing forty-inch high metal fence with a similar fence approximately sixty-three-inches tall (seventy-two inches above grade) was scheduled to go before the Design Review Committee (DRC) of Arlington County’s Historical Affairs and Landmark Review Board (HALRB) on 5 April 2006 and the HALRB itself on 19 April 2006. Assuming the HALRB approved this replacement fence, CVIII then would be able to apply for an administrative change to its Site Plan and a fence permit from Arlington County’s Zoning Administration Office.

Biohazard Waste: The Board reviewed a complaint from CVIII’s trash service, Thompson’s Hauling, about biohazard waste from the dental office located at 1831 Wilson Blvd. that was not being properly bagged. After discussion, the Board asked and Mr. McPherson agreed to refer any further questions and complaints about trash from the dental office to Arlington County’s Environmental Services Division.

Renovations by Unit Owners: The Board discussed expanding CVIII’s Rules and Regulations to cover renovations by unit owners so that it could address complaints similar to those it received about renovations recently made in two first floor units located in 1829 Wilson Blvd., which generated written and oral complaints about the following activities: water service being cut off for all units in Building Three without authorization or notice; residents being disturbed by noise from work being done late at night; material from this project strewn over lawns and obstructing sidewalks; construction debris from this project discarded in a common area trash room.

New Business:

Pest Control Service: Mr. McPherson informed the Board that CMI had cancelled Colonial Village’s contract with Home Pest Defense because of duplicate billing and lapses in fulfilling service commitments. Mr. McPherson presented the Board with proposals from the following firms for exterminator service twice a month: American Pest Management, $58 monthly retainer; Superior Pest Management, $144 monthly retainer; and ProTech Termite and Pest Control, $300 monthly retainer. Mr. McPherson explained to the Board that the retainers quoted by these firms covered pest control service for all four Colonial Village communities. After discussion, Mr. McGregor moved that the Board approve American Pest Management’s proposal to provide Colonial Village pest control service for a $58 monthly retainer contingent upon CVI, CVII and the Commons agreeing to use American Pest Management. Mr. Gerrity seconded this motion, and it was approved unanimously. 

Roofs: Mr. Kiman advised the Board that the roofs of three buildings –– 1728 Queens Ln. and 1813 and 1821 N. Rhodes St. –– were seventeen years old and water was ponding on one of them. Mr. Kiman recommended that the Board consider replacing these roofs in the near future. The Board asked about the service life of these roofs. Mr. McPherson said the roofs were ―built-up roofs‖ and had a service life of fifteen years. The Board asked and Mr. McPherson agreed to obtain proposals from three firms to replace these roofs with Sarnafil membranes for consideration at its May meeting.

Common Area Carpeting: The Board asked and Mr. McPherson agreed to obtain a proposal from Clean Machine Carpet Cleaning to clean CVIII’s common area carpeting.

Common Hallway Painting: The Board asked and Mr. McPherson agreed to survey CVIII for common hallways that needed touch-up painting and ask Renaissance Painting to submit a proposal to do this work. The Board noted that Renaissance Painting had given CVIII a proposal for such touch-up painting in 2005, but this proposal was essentially a ―ball park‖ estimate.

Parkland Benches: Mr. McPherson advised the Board the seven benches in the parkland along Rhodes St. were in a poor state of repair and recommended their replacement. The Board authorized Mr. McPherson to obtain prices for replacements. The Board noted that if CVIII were to ask CVI, CVII and the Commons to share in the expense of replacing these benches, then the Colonial Village Cost Sharing and Management Agreement could be interpreted as requiring their prior consent to this purchase.

Executive Session: Ms. Concelman 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 the following matters: delinquent assessments; CVIII’s compliance with the Colonial Village Cost Sharing and Management Agreement; reimbursement of a towing fee; and correspondence on aggressive dogs. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:34 P.M.

April Board of Directors Meeting: The next meeting of CVIII’s Board of Directors is scheduled for 7:00 P.M. on 25 April 2006 in the conference room in the CMI office at 1903 Key Blvd.

Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 8:53 P.M. 5

April 25, 2006 Colonial Village III Board of Directors Meeting

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 owners Jamie Bay, Risa Cohen, Alex Manka and Rob Vandermark, 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 28 February 2006 meeting be approved without change. Mr. McGregor seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners:

Exterior Lighting: Ms. Bay, a resident owner at 1817 Queens Ln., informed the Board that three or more pole lamps in the north Queens Lane courtyard were not working. Mr. Kiman confirmed that these lamps were not working. He told the Board that there was either a short in the line providing electricity to these lamps or the circuit breaker for this line was defective. He said repairs would be made the morning following this meeting. In-Unit Laundry Machines: Ms. Bay asked why laundry machines could not be installed in units. The Board said that the Arlington County Building Code requires that sanitary sewer lines with greater capacity be installed inside buildings if laundry machines are installed in units. The capacity of sanitary sewer lines connecting buildings to public mains would also have to be increased. The Board said that an engineering firm had given CVII estimates of $5,000 to $7,000 per unit to bring sanitary sewer lines up to code so that laundry machines could be installed in units. Kitchen Renovations: Ms. Bay said she planned to renovate her kitchen. She asked how much information on these renovations she was required to provide the Board. The Board said that CVIII’s Bylaws and regulations require unit owners to inform the Board of and receive permission from the Board for renovations that involve (i) movement of and alterations to load-bearing walls and columns; (ii) electrical and plumbing work that require permits from Arlington County; (iii) installation of replacement windows; and (iv) installation of wooden flooring (natural or synthetic) in second floor units. UPS, FedEx and DHL Parcels: Ms. Cohen and Mr. Vandermark, resident owners at 1829 Wilson Blvd., informed the Board of difficulties they experienced because CMI briefly stopped accepting UPS, FedEx and DHL packages for residents who weren’t home to sign for them. Mr. McPherson said that this was a one-day event caused by CMI staff who were not aware of existing policy. Mr. McPherson assured the Board that all CMI staff were now fully informed of and operating in accord with Colonial Village policy on accepting UPS, FedEx and DHL packages for residents who were not available to sign for them. Mr. McPherson said the delivery companies have been informed that CMI’s office was again accepting these packages for residents who were not at home. Communicating with CMI: Ms. Cohen and Mr. Vandermark informed the Board of difficulties they had leaving messages for Mr. McPherson and Mr. Kiman. Mr. Vandermark said that he had spoken with CMI’s main office in Olney about this problem and, as requested, sent a written complaint to Olney, but he had not received a response. Mr. McPherson told the Board that CMI had made changes in office procedures, and CVIII’s unit owners and residents would have no further problems of this nature. Mr. McPherson told Mr. Vandermark that he would follow up on his correspondence with CMI’s Olney office. Dental Office Renovations: Mr. Vandermark told the Board that construction materials being used in renovating the dental office at 1831 Wilson Blvd. continued to be stored in common areas of CVIII. Mr. McPherson said that he would look into the matter and, if need be, take appropriate action. Water Quality: Mr. Vandermark expressed concerns to the Board about the odor of the water supplied to his unit by Arlington County. Mr. McPherson said that Mr. Kiman and he would look into the matter and report back to Mr. Vandermark and the Board. Towing: Mr. Manka, a resident owner at 1809 Queens Ln., told the Board that his car had been towed because he had parked in the metered stall for ten minutes without putting money in the meter. The Board decided that it would not reimburse him for this towing fee. The Board pointed out that signs on the meter and at the entrance to the parking lot and the printed regulations governing the use of the parking lot all clearly state that violators will be towed without warning.

Correspondence from Owners:

The Board briefly reviewed email from unknown individuals claiming to be residents of CVIII. The subject of their email was CMI’s temporary halt in accepting UPS, FedEx and DHL packages for residents who weren’t home to sign for them.

Reports of Officers: See pending business.

Committee Reports: See pending business.

Management Report:

March Financial Update: After making allowances for a $2,400 bill for window cleaning that should have been charged against the 2005 budget and $12,091 for fences that should have been charged against a reserve account rather than an operating account in the March financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $6,104 as of the end of March. Details of the March financial report are available for unit owner review at the CVIII office.

Maintenance Review and Reports:

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month. The Board asked and Mr. Kiman agreed to move bags of ice melt from basement hallways and other locations in common areas of CVIII to less visible storage areas.

Building One: The Board noted that a damaged section of the privacy fence behind 1725 Queens Ln. had not been repaired. Mr. Kiman said that he was under the impression that he was to wait until bollards or some other device to protect this fence had been installed before he repaired this section of fence. Members of the Board and Mr. McPherson discussed contacting the owner or the property manger of the Colonial Village Shopping Center to ask them to take measures that would stop vehicles using their parking lot from damaging CVIII’s privacy fence.

Building Two: The Board complimented Mr. Kiman on the condition of Building Two’s common hallways. The Board noted that the lenses for most of the fluorescent light fixtures in the common hallways of 1817 Queens Ln. were damaged. The Board asked and Mr. Kiman agreed to replace these fixtures with the round fluorescent fixtures it had previously approved.

Building Three: The Board noted that that the security lamp located on the rear of 1727 Queens Ln. would come on frequently at night for no apparent reason. Mr. Kiman said the motion sensor for this lamp was the culprit and he would try to adjust it so that it was less sensitive.

Building Four: The Board noted the following violations of the Arlington County Fire Code in the storage rooms located in 1808 Queens Ln.: (i) items stacked on top of storage cages; and (ii) furniture left in aisles. The Board asked and Mr. Kiman agreed to remove these items and to post notices warning that these items would be disposed of if not claimed within thirty days time.

Pending Business:

Laundry Room Security: Mr. McPherson informed the Board that HOF had installed ventilation fans in all four of CVIII’s laundry rooms and they would be fully operational when electricity and thermostats were connected during the coming week.

Security Fences and Gates: Gates and Locks: Mr. McPherson informed the Board that there had been repeated instances of the new gates and their locks being vandalized, but Mr. Kiman had been able to make repairs in most cases. Mr. McPherson said Ivey Welding was scheduled to come to CVIII on 26 April 2006 to strengthen the gates with security plates. Mr. McPherson said he and Mr. Kiman planned to consult with locksmiths on sturdier locks. Wilson Boulevard Fence: Mr. Gerrity informed the Board that the Arlington County Historical Affairs and Landmark Review Board (HALRB) had approved the Wilson Blvd. replacement fence. CVIII could now request an administrative change to its Site Plan from the Arlington County Zoning Administration, which would then allow CVIII to obtain a fence permit for a contractor to install this replacement fence. The Board noted that the HALRB approved a fence that had two different sections and was approximately ten inches higher than the design on which Ivey welding originally bid. The Board requested and Mr. McPherson agreed to ask Ivey Welding to submit a new bid and obtain bids from two other firms.

Masonry Renovations: Mr. McPherson told the Board that he had reviewed lists of references provided by three structural engineering firms –– Engineering and Technical Consultants (ETC), Sterling, Va.; Facility Engineering Associates (FEA), Fairfax, Va.; and Thomas Downey, Ltd. (TD), Alexandria, Va. –– who had submitted proposals to serve as adviser to CVIII on the renovation of its brickwork. Mr. McPherson told the Board that Thomas Downey was supervising ongoing renovations of brickwork at the Colonial Village Commons. He said the Board of Directors of the Commons was prepared to recommend TD to CVIII. He said that if Board members felt it would be worthwhile, he could arrange for them to speak with property managers at Skyline Plaza and Fairlington Villages on masonry renovations that FEA supervised at these sites, but he had not yet found a property at which ETC had supervised masonry renovations that would be convenient for the Board to visit. Mr. McPherson told the Board the FEA had agreed to provide CVIII with a firm price to supervise the contractor hired to do the actual renovation, but ETC had not responded to a similar request. The Board discussed ways to educate CVIII’s owners and residents on the need for and costs of masonry renovations and the inconvenience residents will have to endure while these renovations are underway.

Regulated Medical Waste:

Mr. McPherson briefly reviewed concerns raised by CVIII residents and its trash service about the proper disposal of waste material by the dental office located at 1831 Wilson Blvd. Mr. McPherson said that he had contacted the Virginia Department of Environmental Quality (DEQ), and he had been informed that waste from a dental office is considered regulated medical waste if it meets the following criteria: (i) the item could potentially release liquid or semi-liquid blood or potentially infectious material; (ii) the item could potentially release flakes of dried blood or potentially infectious material. These items include “bio-hazardous waste” such as human surgery specimens or tissues removed during surgery and blood-soaked waste such as dressing, cottons rolls and gauze and “sharps” such as needles, blades, root-canal files, hypodermic syringes with needles, etc. Regulated medical waste must be disposed of in red bags labeled “BIOHAZARD”, and these bags must be placed in rigid, leak-proof containers also labeled “BIOHAZARD”. The DEQ advised Mr. McPherson that the following items may be disposed of with regular trash: “all non-bloody or merely blood-tainted wastes (as distinguished from blood soaked), disposable gloves, paper towels, paper products and packaging.” The DEQ advised Mr. McPherson that the specified waste that the dental office was leaving in CVIII’s trash rooms did not meet Virginia DEQ criteria for regulated medical waste. Mr. McPherson said he and Mr. Kiman would continue to monitor this issue.

New Business:

Storm Drainage Improvements: Building Four: The Board and Mr. McPherson reviewed the following $23,998 proposal by Hix & Sons for storm drainage improvements on the north side of Building Four: (i) connect six downspouts and two condensate lines on the rear of 1808 and 1812 Queens Ln. and 1813 N. Rhodes St. with four-inch PVC pipe to a six-inch PVC pipe that would run westward along the north side of Building Four under the bike path and then discharge into the woods with geotech fabric and riprap installed at the point of discharge to prevent erosion. Eight cleanouts would be installed at various locations. (ii) Connect two downspouts on the rear of 1817 N. Rhodes St. to a four-inch PVC pipe that would run westward along the north side of Building Four under the bike path and then discharge into the woods with geotech fabric and riprap installed at the point of discharge to prevent erosion. Four cleanouts would be installed at various locations; (iii) Remove pea gravel as necessary in order to apply two coats of Thuroseal in the vicinity of heat pumps behind 1808 and 1812 Queens Ln. and 1813 N. Rhodes St. Install soil with a high clay content to create a positive slope away from buildings where necessary. (iv) Seed, straw and mulch disturbed areas. Remove and haul away job related debris. After discussion, the Board requested and Mr. McPherson agreed to have Hix amend its proposal so that the discharge points for the four and six-inch lines would be into a bed of riprap underlayed with geotech fabric in front of a catch basin for a culvert for Colonial Village Run south of the bike path. This would eliminate the need to route these pipes under the bike path. Mr. Nicoll then moved that CVIII approve this amended proposal on the condition that Mr. McPherson was unable to obtain a lower bid on this project from some other qualified company. Mr. McGregor seconded this motion, and it was approved unanimously. Building Two: The Board and Mr. McPherson reviewed the following $2,498 proposal by Hix & Sons for storm drainage improvements to Building Two: (i) Connect a downspout on the south side of 1809 Queens Ln. with four-inch PVC pipe to an existing line at the sidewalk in front of this building. (ii) Install one cleanout. (iii) Seed, straw and mulch disturbed areas. Remove and haul away job related debris. After discussion, Mr. Nicoll moved that CVIII approve this proposal on the condition that Mr. McPherson was unable to obtain a lower bid on this project from some other qualified company. Ms. Concelman seconded this motion, and it was approved unanimously.

Standard Service Contract: Mr. McPherson asked and the Board agreed to review a Standard Service Contract that would be used for CVIII’s purchases of trash service, janitorial service, lawn service, etc. This contract ensures that insurance, liens, period of work, assignment, warranty, cancellation for breach of contract, severability, and indemnification are fully specified in every contract that CVIII approves.

Rhodes Street Benches: Mr. McPherson recommended to the Board that CVIII replace the nine benches located on the lawn adjacent to Rhodes Street because of their condition and appearance. After a discussion about the aesthetic appearance and durability of different styles of replacement benches, Mr. McGregor moved that the Board approve the purchase of nine black model #RBS48 benches for a total of $2,308 to be charged to Reserve Account #30240. Ms. Concelman seconded this motion, and it was approved with Ms. Concelman, Mr. McGregor and Mr. Nicoll voting aye and Mr. Gerrity abstaining. The Board requested and Mr. McPherson agreed to ask CVI, CVII and the Commons to help pay for these benches on the pro rata basis detailed in Article 9 in the Colonial Village Cost Sharing and Management Agreement.

Park Enhancement Grant: The Board reviewed details of the Park Enhancement Grant (PEG) Program administered by the Arlington County Park and Recreation Commission. This program awards grants up to a maximum of $12,000 for projects to improve parks. The Board decided not to pursue PEG funding of improvements to CVIII’s parkland because it would require CVIII to grant an easement to Arlington County that would make CVIII’s parkland always available for general public use. The Board was generally of the opinion that $12,000 was not worth giving Arlington County virtually complete and permanent control over who had access to nearly two acres of CVIII’s property.

Colonial Village Cost Sharing and Management Agreement: Mr. Nicoll requested and Mr. McPherson agreed to provide the Board with a copy of the final draft of the Colonial Village Cost Sharing and Management Agreement that had been signed by the presidents of the four Colonial Village Owner Associations.

Executive Session: Mr. McGregor 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 personnel matters and delinquent assessments. Mr. Gerrity seconded this motion, and it was approved unanimously at 9:01 P.M.

May Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 16 May 2006 in the conference room in the CMI office at 1903 Key Blvd.

Adjournment: Mr. Gerrity moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 9:42 P.M.

May16, 2006 Colonial Village III Board of Directors

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; and Dennis Gerrity, secretary, answered present. A quorum was duly noted. Unit owner David Reizes, maintenance engineer Stan Kiman, and association manager David McPherson were also present at that time. Cheryl Concelman, member at large, 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. Gerrity moved that the minutes of the 25 April 2006 meeting be approved without change. Mr. McGregor seconded this motion, and it was approved unanimously, Ms. Concelman not yet present.

Open Forum for CVIII Owners:

Aggressive Dogs: Mr. Reizes thanked the Board for its efforts to have four dog owners keep their pets leashed and under control when present in common areas of CVIII. Mr. Reizes said that these efforts were only partially successful because he continued to occasionally encounter these dogs running loose in common areas of CVIII and behaving in what he considered threatening ways toward him and his dog. Mr. Reizes told the Board that as an owner of a unit in CVIII he was entitled to full and safe access to any and all common areas of CVIII. He asked the Board to act to ensure that that he had such access. He warned the Board that he would act to protect himself and his dog. The Board and Mr. Reizes discussed various courses of action CVIII could take to satisfy his concerns about the behavior of these four dogs. The Board assured Mr. Reizes that it would continue to look for a solution to this problem.

Correspondence from Owners: None.

Reports of Officers: See pending business.

Committee Reports: See pending business.

Management Report:

April Financial Update: After making allowances for a $2,400 bill for window cleaning that should have been charged against the 2005 budget and $12,091 for fences that should have been charged against a reserve account not an operating account in the April financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $25,048 as of the end of April. Details of the April financial report are available for unit owner review at the CVIII office.

Asset Management: The Board noted that CVIII had $98,803 invested in a Virginia Commerce Bank money market account paying 2.5% and $96,962 invested in a BB&T penalty free CD paying 2.57%. The Board asked and Mr. McPherson agreed to consult with Ms. Bailey, CVIII’s Treasurer, and Debby Miller of CMI about investing this money in higher yielding securities such as U.S. Treasury bills.

Maintenance Review and Reports:

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month except for continued vandalism of the new gates and locks.

Building One: No report of maintenance problems was presented.

Building Two: The Board noted that boxes were being left on top of storage cages in the basement of 1809 Queens Ln. in violation of the Arlington County Fire Code. Mr. Kiman said he would remove them. The Board noted that a shutter was sprung on the front of 1805 Queens Ln. Mr. Kiman said he would reattach it. The Board noted that a broken window in a unit in 1817 Queens Ln. still had not been repaired. Mr. McPherson said that he would contact the unit’s owner about getting it fixed.

Building Three: The Board noted that the stairway railing in 1720 Queens Ln. was loose. Mr. Kiman said that he would make necessary repairs. The Board noted that dryer #40 located in the laundry room in 1728 Queens Ln. was running but would not dry clothes. Mr. McPherson said that he would contact HOF and ask them to clean the ducts serving this machine, and if this machine still would not dry clothes after doing so, then he would ask them replace this machine.

Building Four: No report of maintenance problems was presented.

Pending Business:

Masonry Renovations: The Board and Mr. McPherson again reviewed proposals from three structural engineering firms –– Engineering and Technical Consultants (ETC), Sterling, Va.; Facility Engineering Associates (FEA), Fairfax, Va.; and Thomas Downey, Ltd. (TD), Alexandria, Va. –– to serve as adviser to CVIII on the renovation of its brickwork. Mr. McPherson recommended Thomas Downey to the Board because it was already supervising ongoing renovations of brickwork at the Colonial Village Commons, and doing so to the satisfaction of the Commons’ Board of Directors. A second reason was that Thomas Downey was also the low bidder. After further discussion, Mr. Nicoll moved the Board accept Thomas Downey’s proposal to serve as adviser to CVIII on the renovation of its brickwork. Ms. Concelman seconded this motion, and it was approved unanimously. The Board asked and Mr. McPherson agreed to invite a representative of Thomas Downey, Ltd. to the Board’s 19 June 2006 meeting to discuss how CVIII should proceed with this project.

Security Fences and Gates: Gates and Locks: Mr. McPherson informed the Board that Ivey Welding had strengthened the new gates and locks but they continued to be vandalized. Mr. McPherson said that a representative of Baldino’s Lock and Key had inspected the locks and recommended an electronic locking system. Mr. McPherson said that he hoped to have proposals for numeric pad and card-reader types of electronic systems for the Board’s consideration at its June meeting. Mr. McPherson said that he also planned to ask Precision Door and a third firm for recommendations for commercial grade mechanical locking systems for these gates. The Board asked and Mr. McPherson agreed to see if the gates could be redesigned so that a key would not be needed to exit CVIII. Wilson Boulevard Fence: Mr. Gerrity informed the Board that the Arlington County Historical Affairs and Landmark Review Board (HALRB) had approved the Wilson Blvd. replacement fence. He said he had submitted a request for an administrative change to CVIII’s Site Plan from the Arlington County Zoning Administration. After this administrative change had been approved, CVIII could then apply for a fence permit for a contractor to install this replacement fence. The Board noted that the HALRB approved a fence that had several different features and was approximately ten inches higher than the design on which Ivey welding originally bid. The Board requested and Mr. McPherson agreed to ask Ivey Welding to submit a new bid and obtain bids from two other firms.

Storm Drainage Improvements: The Board and Mr. McPherson reviewed proposals totaling $26,496 from Hix & Sons for storm drainage improvements on the north side of Building Four and the west side of Building Two. Mr. McPherson recommended that CVIII obtain bids from two other qualified firms for such an expensive project. Expressing concerns about getting this work done promptly, the Board asked how long getting these two additional bids would delay this project. Mr. McPherson said that he could have two additional bids for the Board to consider at its June meeting, and, assuming the Board selected a contractor at that meeting, he was reasonably confident this work could be completed by the end of the summer. After further discussion, the Board asked and Mr. McPherson agreed to obtain proposals from two additional contractors on storm drainage improvements for Buildings Two and Four for consideration at its June meeting.

Rhodes Street Parking Petition: Mr. Gerrity told the Board that Arlington County had informed him that it had completed its review of CVII and CVIII’s petition to restrict parking in the 1700 block of N. Rhodes St. to vehicles with Zone Four Residential Parking Permits from 8:00 A.M. to midnight seven days a week. The results of this review would be announced in letters to affected Colonial Village residents sometime during the month of June, and new signs would be installed shortly thereafter.

Landscaping Update: The Landscaping Committee informed the Board that McFall and Berry would be planting flowers, sod, shrubbery and trees during the week of May 21st.

Privacy Fence –– East Property Line: Mr. Gerrity told the Board that he had resolved questions with regard to the ownership of the wooden privacy fence behind Buildings One and Two and, therefore, maintenance responsibilities for it. Documents on file at the Arlington County Zoning Administration Office show that an administrative change to CVIII’s Site Plan had been approved in 1992. This administrative change authorized CVIII to have this fence installed. After discussion, Mr. McPherson was asked and agreed to track maintenance costs so that the Board could better judge the cost-effectiveness of installing protective bollards. The Board asked and Mr. Kiman agreed to repair damaged sections of this fence behind 1725 Queens Ln. as soon as his work schedule permitted.

Rhodes Street Benches: The Board reviewed its decision at its May meeting to replace the nine benches located on the lawn adjacent to Rhodes Street because of their condition and appearance. It decided to remove all nine benches, but install only six replacements. Mr. Nicoll moved that the Board approve the purchase of six black model #RBS48 benches for a total of $1,872 to be charged to Reserve Account #30240. Ms. Concelman seconded this motion, and it was approved unanimously.

Roofs: Mr. McPherson advised the Board that he had requested a proposal from Pioneer Roofing to replace the roofs of three buildings –– 1728 Queens Ln. and 1813 and 1821 N. Rhodes St. –– with Sarnafil membranes and he hoped to have proposals from two additional firms qualified to install this type of membrane replacement roof for the Board’s consideration at its June meeting.

Public Safety: Lighting: Mr. Nicoll told the Board that, after he had made numerous calls that produced no results, he had asked the Arlington County Police Department to intercede with the Arlington County Department of Parks, Recreation and Cultural Resources to have repairs made to three pole lamps located along the bike path north of Buildings Two and Four. Mr. Nicoll said these lamps were repaired two days after he called the police department.

CVIII’s Parking Lot: Towing Service: Members of the Board said that Advanced Towing appeared to be complying with the Board’s request that it monitor CVIII’s parking lot more frequently for violators. Parking Lot Regulations: The Board complimented Mr. McPherson on the completeness and clarity of the statement of CVIII’s rules and regulations governing the use of its parking lot that accompanied applications distributed to residents for 2006-2007 permits.

Exterminator Service: Mr. McPherson told the Board that American Home Pest had begun working in Colonial Village but there had been no calls for its services from CVIII residents. Mr. McPherson said it was unrealistic to think that a community as large as CVIII had no units with bug or mice problems. Mr. McPherson said it was important to keep household pests under control because once they were established in one unit, then they frequently spread to other units. Mr. McPherson suggested and the Board agreed to continue to advertise in bulletin Board notices and CVIII’s newsletter the availability of free pest extermination service for residents.

Trash Service: Mr. McPherson advised the Board that he was concerned about the number of special trash pickups for which Thompson Hauling was charging CVIII given that CVIII had fewer investor owned units than CVI and CVII. He told the Board that to better monitor this situation he had asked Thompson to submit separate bills for special pickups from each Colonial Village community. Mr. McPherson also advised the Board that Thompson Hauling felt that the dental office at 1831 Wilson Blvd. was contributing a disproportionately large amount to CVIII’s trash flow and should be charged accordingly. The Board asked and Mr. McPherson agreed to work with the dental office in managing its trash flow.

New Business:

Common Hallway Touchup Painting: Mr. McPherson and the Board reviewed Renaissance Painting’s proposal to touch up common hallway painting for $32.00 an hour for labor plus materials and to caulk, prime and paint unfinished wooden skylights for a unit price of $60. After further discussion, Mr. McGregor moved that the Board approve spending up to $5,000 to have Renaissance Painting touch up common hallway painting in CVIII for $32.00 an hour for labor plus materials and to caulk, prime and paint unfinished wooden skylights for a unit price of $60. Mr. Gerrity seconded this motion, and it was approved unanimously. The Board asked and Mr. McPherson agreed to ask Renaisssnce to substitute Duron’s Signature Select paint for Duron’s Plastic-Kote paint because of the former’s greater resistance to scuffing. Mr. McPherson also agreed to organize this project so that hallways in most need of touchup painting would be done first.

Carpet Cleaning: Mr. McPherson brought to the Board’s attention bids of $1,730 from Clean Machine and $2,675 from Chem-Dry to clean common hallway carpets and treat them with Teflon. After discussion, Mr. Nicoll moved that the Board accept Clean Machine’s bid of $1,730 to clean and treat with Teflon carpeting in CVIII’s twenty-eight common hallways. Ms. Concelman seconded this motion, and it was approve unanimously. Mr. McPherson recommended and the Board agreed that carpet cleaning not be done until after Renaissance Painting had completed touch-up painting of hallways.

2006 Window Cleaning Contract: Mr. McPherson brought to the Board’s attention a bid from Valcourt Building Services to clean the exterior sides of unit windows for $7.00 per window. After discussion, Mr. Nicoll moved that the Board accept a proposal from Valcourt Building Services to clean the outside surfaces of windows in CVIII for $7.00 per window. Ms. Concelman seconded this motion, and it was approved unanimously. Mr. McPherson 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 from their windows on one or more specified days.

Real Estate Signs: Members of the Board noted that real-estate “For Sale” signs were being left in common areas of CVIII in violation of CVIII’s Bylaws and CVIII’s Rules and Regulations. Mr. McPherson said that he would look for such signs, and if he found any he would remove them and contact the relevant unit owner or real estate agent and explain why to prevent future violations.

Executive Session: Ms. Concelman moved that the open session of this meeting be adjourned, and the Board and Mr. McPherson convene in executive session for the purposes of discussing delinquent assessments, aggressive pets and vandalism. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:33 P.M.

June Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 19 June 2006 in the conference room in the CMI office at 1903 Key Blvd.

Adjournment: r. Nicoll moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 8:47 P.M.

June 29, 2006 Colonial Village III Board of Directors Meeting

Call to order: Mr. Nicoll brought the meeting to order at 7:05 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Melissa Bailey, treasurer; and Dennis Gerrity, secretary, answered present. A quorum was duly noted. Unit owner Eric Donovan, maintenance engineer Stan Kiman, and association manager David McPherson were also present at that time. Cheryl Concelman, member at large, 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. Gerrity moved that the minutes of the 16 May 2006 meeting be approved without change. Mr. Nicoll seconded this motion, and it was approved unanimously, Ms. Concelman not yet present.

Open Forum for CVIII Owners:

Dead Trees: Mr. Eric Donovan, resident owner at 1817 Queens Ln., told the Board that he contacted Mr. Richard Miller, an arborist employed by Arlington County, about two trees located on Rosslyn Heights’ property north of the bike path and Building Four. Mr. Donovan said that these trees had died within six months of each other. Mr. Donovan said that he was concerned that this might be an indication of contaminated ground water or a pest infestation that could affect other trees. Mr. Donovan said that he also asked Mr. Miller about the removal of these two trees because, being dead, they were a greater threat to the power lines that ran between them and CVIII. Mr. Donovan said Mr. Miller promised to inspect these trees and report back to him on his findings. 2006-2007 Zone Four FlexPass Parking Placard: Mr. Donovan asked the Board how he was supposed to use the 2006-2007 Zone Four FlexPass parking placard that he recently received from Arlington County. The Board said that the FlexPass was intended primarily for long-term visitor use, but it could be used for short-term visitor parking or in lieu of a Zone Four sticker for his own vehicle. The Board urged Mr. Donovan to apply for a Zone Four sticker for his own vehicle and save his FlexPass for his visitors. Parking Restrictions for the 1700 Block of Rhodes St.: Mr. Donovan thanked the Board for successfully managing CVII and CVIII’s petition asking Arlington County to extend Zone Four parking restrictions for the 1700 block of N. Rhodes St. to include the hours from 5:00 p.m. to midnight seven days a week. Noise Complaints: Mr. Donovan told the Board that wooden flooring was being installed in unit #263 at 1821 N. Rhodes St. during evening hours. Mr. Donovan said that noise caused by this work interfered with his comfort in the quite enjoyment of his unit and therefore was a violation of Article XI, Section 1, paragraph (q) of CVIII’s bylaws. Mr. Donovan said that he had complained about this noise to the individuals installing this flooring on two occasions, but they continued to work on this project. Mr. McPherson said that he had responded to Mr. Donovan’s request for assistance in this matter by leaving a note on the front door of unit #263 informing its owner of Mr. Donovan’s complaint and requesting their compliance with CVIII’s bylaws, but this letter did not eliminate the problem. After discussion, the Board asked and Mr. McPherson agreed to send a registered letter to the owner of unit #263 again informing them of Mr. Donovan’s complaint and requesting their compliance with CVIII’s bylaws. If this second letter did not stop this noise disturbance, then the Board would consider referring this matter to CVIII’s law firm. Mr. Donovan also complained to the Board about noisy “moving out” lawn parties being held at the bottom of the hill adjacent to 1821 N. Rhodes St. The Board suggested that Mr. Donovan call the Arlington County Police about these parties. The Board told Mr. Donovan that there was little it could do about such parties unless the same residents were hosting them on a repeated basis.

Reports of Officers: See pending and new business.

Committee Reports: See pending business.

Management Report:

May Financial Update: After making allowances for a $2,400 bill for window cleaning that should have been charged against the 2005 budget and $12,091 for fences that should have been charged against a reserve account not an operating account in the May financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $22,914 as of the end of May. The Board asked for an explanation of a $443 charge to account #53900, “Rec Association Dues”. Mr. McPherson said that it was most likely Community Associations Institute membership dues. The Board said if so, then it was an unauthorized expenditure and CVIII was due a refund. Mr. McPherson said that he would check on this charge and report back to the Board at its July meeting. Details of the April financial report are available for unit owner review at the CVIII office.

Asset Management: Ms. Bailey informed the Board that $96,972 in a 2.57% BB&T CD had been reinvested in a U.S. Treasury bill yielding approximately 4.5%. Ms. Bailey moved that CVIII authorize CMI to maintain a balance of $40,000 in a Virginia Commerce Bank Money Market Account. As funds accumulating in this account exceeded $40,000, they were to be invested U.S. Treasury Bills on a regular basis. Mr. Gerrity seconded this motion, and it was approved unanimously. Ms. Bailey moved that CVIII authorize CMI to invest $30,914 in an American Bank CD maturing on 9 July 2006 in a two-year U.S. Treasury Note or, if available, a higher yielding CD issued by Greater Atlantic bank. Mr. Gerrity seconded this motion, and it was approved unanimously.

Maintenance Review and Reports:

Fire Lanes: Mr. McPherson suggested and the Board agreed that a fresh coat of yellow paint should be applied to curbs to indicate the location of fire lanes in CVIII’s parking lot. Mr. McPherson said that he would ask CVIII’s towing company, Advanced Towing, to do this.

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month.

Building One: The Board noted that hinges on the entrance doors to 1725 and 1729 Queens Ln. were loose and unattached and a table was being kept on top of a storage cage in the basement of 1729 Queens Ln. Mr. Kiman said that he would tighten the hinges and remove the table.

Building Two: The Board noted that shutters on the west sides of 1801 and 1813 Queens Ln. were sprung and a box was being kept on top of a storage cage in the basement of 1809 Queens Ln. Mr. Kiman said that he would reattach the shutters and remove the box.

Building Three: No report of maintenance problems was presented.

Building Four: No report of maintenance problems was presented.

Pending Business:

Masonry Renovations: Mr. Nicoll informed the Board that a representative of the structural engineering firm, Thomas Downey, Ltd., who had been scheduled to meet with the Board to discuss how CVIII should proceed with renovation of its brickwork, was unable to attend this meeting because of a conflict. The Board asked and Mr. McPherson agreed to reschedule this engineer’s visit for the Board’s 17 July 2006 meeting.

Security Fences and Gates: Gate Locks: Mr. McPherson presented the Board with proposals from Mid-Atlantic Entry Systems and Baldino’s Electronic Security for new locking systems for the Wilson Blvd. and north gates. Mid-Atlantic proposed furnishing and installing a PC programmable telephone entry system with an electronic strike lock and a post-mounted exit button for each gate and proximity card access for residents for $13,002. Baldino’s proposed furnishing and installing a field programmable keypad entry system with an electronic strike lock and a post-mounted exit button for each gate for $5,020.30. Mr. McPherson advised the Board both systems required electricity to operate and neither proposal included connecting these locks to CVIII's common electrical system. Mr. McPherson estimated this would cost an additional $3000 regardless of which system the Board chose. After discussion, the Board asked and Mr. McPherson agreed to ask both firms to resubmit their proposals with (i) more detailed information about the electric strike lock they proposed to install and (ii) the cost of the next step up in quality of this type of lock. The Board asked and Mr. McPherson agreed to also ask Mid-Atlantic to include in its resubmission a proposal for a field programmable keypad entry system for each gate. The Board asked and Mr. McPherson agreed to obtain three bids to supply electricity to both locks. Wilson Blvd. Fence: Mr. Gerrity informed the Board that the Arlington County Zoning Administrator had approved an administrative change to CVIII’s Site Plan authorizing CVIII to replace its existing Wilson Blvd. fence with a metal fence the same height and design as the new Wilson Blvd. gate. The Zoning Administrator’s Office also issued a permit to build this fence. After discussion, the Board asked and Mr. McPherson agreed to obtain three proposals to supply and install a metal replacement fence with solid core pickets for the existing Wilson Blvd. fence.

Roofs: Mr. McPherson and the Board reviewed bids of $159,963 from Pioneer Roofing Systems and $99,400 from Magco, Inc. to replace the roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson pointed out numerous exclusions in Magco’s bid, which he felt, if priced out, would make Magco’s bid equal or greater than Pioneer’s bid. After discussion, the Board decided that these two bids were not comparable. The Board asked and Mr. McPherson agreed to ask Fred Kuntz an architect who had supervised the replacement of many of CVIII’s roofs in the mid 1990s, for a proposal to prepare a set of specifications for replacing these three roofs. Mr. Kuntz’s proposal would include assisting CVIII in obtaining and evaluating bids from contractors on these specifications and providing CVIII with oversight on this project after a contractor had been chosen and work began.

Painting: Mr. McPherson and Mr. Kiman informed the Board that Renaissance Painting would be finished with extensive touch-up painting of CVIII’s common hallways as soon as it completed painting skylights and repainted hallway ceilings where the wrong type or shade of white paint had been used.

Storm Drainage: Mr. McPherson told the Board that he had asked two additional firms — Somerset Landscaping and McFall & Berry Landscaping — to submit proposals for storm drainage improvements for the north side of Building Four and the east side of 1809 Queens Ln. McFall & Berry declined to submit a proposal, saying that it felt it lacked the expertise necessary for this project. The Board noted that Somerset’s bid was substantially lower than that submitted by Hix Sons, but it had omissions and ambiguities that had to be resolved before the Board would consider voting on it. Mr. McPherson told the Board that Somerset was a medium-sized landscaping firm that had been in business for thirty years. He said he was confident they had the ability to make these improvements in CVIII’s storm drainage system based on his inspection of similar work Somerset had recently completed in Fairlington. The Board asked and Mr. McPherson agreed to invite a representative of Somerset to come to CVIII to conduct an on-site review of its proposal with Mr. McPherson and Mr. Gerrity prior to the Board’s July meeting.

Window Cleaning: After discussion, the Board authorized Mr. McPherson to schedule cleaning the exterior sides of windows in July anytime after the Independence Day holiday. Mr. McPherson 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 from their windows on one or more specified days.

Parking Restrictions for the 1700 Block of Rhodes St.: Mr. Gerrity informed the Board that CVII and CVIII’s petition asking Arlington County to extend Zone Four parking restrictions for the 1700 block of N. Rhodes St. to include the hours from 5:00 p.m. to midnight seven days a week with no two hour exception for non-permit holders had been successful, and signs to that effect would be installed within a few days.

Rhodes St. Park Benches: Mr. McPherson told the Board the wrong color replacement benches had been delivered, but he had been able to them return at no expense to CVVIII, and the right color benches were on the way.

New Business:

2007 Budget: Mr. Nicoll asked members of the Board to prepare for a preliminary discussion of CVIII’s 2007 budget at their August meeting by reviewing CVIII’s 2006 Operating and Reserve Budgets and the review of CVIII’s Reserve accounts completed by Thomas Downey, Ltd. in 2005.

Lawn Parties: Mr. Gerrity informed the Board that there had been discussion of reasonable rules and regulations for lawn parties at CVIII’s law firm’s annual legal seminar on issues affecting condominiums in Virginia. Chadwick, Washington’s lawyers said that first thing a condominium Board should do with respect to lawn parties was to make sure its owners association had adequate insurance for personal injury and property damage, particularly when caused by or related to alcohol consumption. Reasonable regulations, according to Chadwick, Washington, might include how early such parties could begin and when they had to end, limits on the number of attendees, restrictions on live and recorded entertainment, a requirement that residents hosting such a party show proof of insurance and put down a refundable deposit to cover cleanup costs. After discussion, the Board asked and Mr. McPherson agreed to ask Daniel Streich of Chadwick, Washington to prepare a memorandum advising CVIII on this matter.

Executive Session: Ms. Concelman 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 personnel matters, aggressive dogs, and delinquent assessments. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:44 P.M.

July Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 17 July 2006 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 9:03 P.M.

July 17, 2006 Colonial Village III Board of Directors Meeting

 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; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. A quorum was duly noted. Unit owners June O’Connell and Larry Poe; Neil Chritton, a member of CVI’s Board of Directors; Stan Kiman, maintenance engineer; and David McPherson, association manager, 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 June 2006 meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners:

Pets: Ms. O’Connell noted that CVIII’s Bylaws permitted the keeping of one small pet per unit. She asked if “small” was defined in terms of number of pounds in any of CVIII’s founding legal documents or rules and regulations. The Board said no.

Correspondence from Owners:

The Board and Mr. McPherson reviewed correspondence dealing with the behavior of pets from Mr. David Reizes a resident of 1721 Queens Ln., in executive session.

Special Presentation — Masonry Renovations:

Mr. Douglas White of Thomas Downey, Ltd. met with the Board to discuss how CVIII would proceed with masonry renovations and how he would assist CVIII with this project. Thomas Downey, Ltd is the engineering firm hired by CVIII to prepare a set of specifications for masonry renovations; to assist CVIII in obtaining and evaluating bids from contractors on these specifications; and to provide CVIII with oversight on this project after a contractor is chosen and work begins. Survey: Mr. White told the Board that he would survey CVIII’s masonry for defects that would allow moisture to infiltrate CVIII’s buildings. Based on his experience with masonry renovations in the Colonial Village Commons and buildings similar to CVIII’s in other communities, likely problem areas would include steel lintels above windows, cast stone sills, and horizontal runs of mortar, particularly those on protruding portions of decorative bands of brickwork and quoins. Mr. White said his survey would not address cosmetic flaws in CVIII’s masonry. Mr. White told the Board that he would complete this survey of CVIII’s brickwork by the end of September and present recommendations for repairs based on this survey to the Board shortly thereafter. Requests for Proposals: Mr. White said that he would prepare a set of specifications for renovations based on the Board’s review of his recommendations. He would request proposals based on these specifications from four or more masonry firms in December, a time of year when these firms would be trying to line up work for the coming spring and summer. Mr. White told the Board that CVI and the Colonial Village Commons were also considering having masonry renovations done in 2007, and he suggested that all three communities could get a better price if they consolidated their requests for proposals and chose a single contractor. The Board said it would attempt to coordinate with CVI and the Commons in selecting a contractor in January or February 2007 so that work could begin later that spring. Mr. White advised the Board to commit CVIII only to a modest amount of work in 2007. This would give the Board an opportunity to familiarize itself with the tuck-pointing process and evaluate the contractor.

Pending Business:

Roofs: After discussion, the Board asked and Mr. White agreed to submit a proposal for his firm, Thomas Downey, Ltd., to act as project manager for the installation of Sarnafil replacement roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. White said that he would ask Mr. Jeff Kay, the local representative of Sarnafil Inc., to assist him in developing specifications for this project. The Board asked and Mr. White agreed to arrange for Mr. Kay to meet with Mr. McPherson, Mr. Kiman, and a representative of the Board to inspect roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. and discuss how he might assist Mr. White in developing specifications for their replacement. The Board reviewed but took no action on a proposal from Mr. Fred Kuntz, an architect who had supervised the replacement of many of CVIII’s roofs with Sarnafil membranes in the mid 1990s. Mr. Kuntz’s proposal included preparing a set of specifications for replacing these three roofs; assisting CVIII in obtaining and evaluating bids from contractors on these specifications; and providing CVIII with oversight on this project after a contractor had been chosen and work began.

Reserve Study: The Board took advantage of Mr. White’s presence to ask him to clarify several items in the review of CVIII’s Reserve Accounts he prepared in 2005. Sanitary Sewer Lines: The Board noted that there was a $3,000 allowance per unit to replace sanitary sewer lines inside CVIII’s buildings, but there was no provision in this study for the replacement of sanitary sewer lines connecting CVIII’s buildings with Arlington County mains. Mr. White said this $3,000 allowance per unit was meant to cover all of CVIII’s sanitary sewer lines. Inflation: The Board noted that Mr. White had used an arbitrary assumption of a 1½% annual rate of inflation to calculate his estimates of CVIII’s reserve expenses between 2006 and 2042. After discussion, Mr. White said that the Bureau of Labor Statistics construction labor wage index may be a more realistic way of estimating the effect of inflation on CVIII’s future reserve liabilities.

Security Gates and Fences: Gate Locks and Entry System: Mr. McPherson told the Board that he and Mr. Gerrity, representing the Board, had meet with Mr. Mark Agnew of Baldino’s Electronic Security, Inc. to review in detail the type of electronic locks and entry systems Baldino’s proposed to install on the Wilson Boulevard and north gates. Mr. McPherson said that the locks were cambered electronic strike mechanisms. Residents would be able to unlock these gates by entering a code on a touch pad mounted just outside the gate. To leave CVIII, residents or their guests would push an exit button mounted on a post that would be installed three to four feet inside the gate. Mr. McPherson also said that flush-mounted lock cylinders that accepted keys to CVIII’s laundry rooms would also be installed to serve as a backup in cases of power failure. After discussion, Mr. Gerrity moved that CVIII accept Baldino’s proposal to install electronic locks, touch pad entrance systems, and exit buttons mounted on posts for the Wilson Blvd. gate and the north gate for a total of $5,020.30. Mr. Nicoll seconded the motion, and it was approved unanimously. Mr. McPherson noted that Baldino’s proposal did not include providing electric power for the locks, touch pads and exit buttons. After discussion, Mr. Gerrity moved that the Board authorize Mr. McPherson to accept the lowest of three bids from electrical contractors to connect these locking systems to CVIII’s electrical supply. Ms. Concelman seconded this motion, and it was approved unanimously. Access Codes: The Board discussed whether there should be a single access code for all units or a separate access code for each unit to control entry through these gates. Simplicity of administration was the principal argument in favor of a single code for all residents of CVIII. Greater control over who could use these gates to enter CVIII was the main argument in favor of a separate access code for each unit. The Board was unable to reach agreement on this issue and put off a decision until its August meeting. Wilson Blvd. Fence: Mr. McPherson informed the Board that he was seeking bids from Benson, Ivey Welding and Ravensworth to replace the existing four-foot high Wilson Blvd. fence with a fence that would be approximately six feet above grade. Mr. McPherson said that he expected to have proposals from these firms for the Board’s consideration at its August meeting. Notice to Owners and Residents: As an effort to make sure CVIII’s owners and residents were not caught unaware by this key pad entry system, the Board asked and Mr. McPherson agreed to distribute a memorandum to each unit notifying residents that this system would be installed shortly and asking them to be alert for additional information on access codes. The Board asked and Mr. McPherson agreed to mention in this memorandum that the existing Wilson Blvd. fence would be replaced with a taller fence approximately six feet above grade in height.

Storm Drainage: Building Two: After reject a bid from another contractor, the Board and Mr. McPherson reviewed two options proposed by Somerset Landscaping Company for a storm drainage improvement for Building Two. Option I totaled $2,930 to do the following: (i) connect a downspout on the south side of 1809 Queens Ln. with four-inch PVC pipe to an existing line at the sidewalk in front of this building. (ii) Install one cleanout. (iii) Seed, straw and mulch disturbed areas. Remove and haul away job related debris. Option II was $620 to connect this downspout to a nearby cleanout. The Board noted that Option II was not feasible because the cleanout specified served a sanitary sewer line. Building Three: The Board and Mr. McPherson reviewed a $1,280 proposal from Somerset Landscaping Company on the following specifications for a storm drainage improvement for Building Three: (i) Construct a three-foot square six-foot deep dry well in the lawn in front of 1735 N. Rhodes St. (ii) Connect a downspout adjacent to the front door 1735 N. Rhodes St. to this dry well with four-inch PVC pipe. (iii) Seed, straw and mulch disturbed areas. Remove and haul away job related debris. After discussion, Mr. Nicoll moved that CVIII approve Somerset Landscaping’s $2930 Option I proposal to improve storm drainage for Building Two and its $1,280 proposal to improve storm drainage for Building Three. Ms. Concelman seconded this motion, and it was approved unanimously. Building Four: The Board and Mr. McPherson reviewed a $15,080 proposal from Somerset Landscaping Company on the following specifications for storm drainage improvements on the north side of Building Four: (i) connect eight downspouts and two condensate lines on the rear of 1808 and 1812 Queens Ln. and 1813 and 1817 N. Rhodes St. with four-inch PVC pipe to a six-inch PVC pipe that would run westward along the north side of Building Four and then discharge into a bed of riprap underlayed with geotech fabric in front of a catch basin for a culvert for Colonial Village Run south of the bike path. Cleanouts would be installed adjacent to each downspout and at fifty-foot intervals the length of the six-inch PVC line. (ii) Seed, straw and mulch disturbed areas. Remove and haul away job related debris. The Board questioned whether the concrete drain basins that Somerset had substituted for cleanouts in the six-inch line were sufficient if this line needed to be cleared of a blockage. Mr. McPherson said that he would ask Somerset to address this issue in a resubmission of its proposal.

Window Cleaning: Mr. McPherson informed the Board that he had scheduled Valcourt Building Services to clean the exterior sides of windows in CVIII during the week of July 24th. The Board asked and Mr. McPherson agreed to have notices distributed to each unit and placed on hallway bulletin Boards stating that Valcourt Building Services would be at CVIII during the week of July 24th, and these notices would clearly state that residents would indicate their desire to have the outside surfaces of their windows cleaned by removing screens from those windows on one or more specified days.

Common Hallway Painting: Ceilings: Mr. McPherson informed the Board that the white paint used for spot touchup painting of common hallway ceilings in a number of CVIII’s buildings did not match the existing white and the entire ceilings of these buildings had to be repainted. After discussion, Ms. Concelman moved that CVIII authorize up to $3,500 to have Renaissance Painting paint the ceiling of common hallways. Mr. Gerrity seconded this motion, and it was approved unanimously. Mr. Kiman agreed to list buildings according to ceilings that most needed to be repainted and see that they were repainted in accord with that list. Skylights: The Board noted that Renaissance had not painted hallway skylights as agreed in its original 2006 interior painting contract. The Board asked and Mr. McPherson agreed to have Renaissance paint these skylights for $60 per unit as previously agreed.

Reports of Board Members and Committees:

2000 Wilson: Mr. Nicoll informed the Board that Elm Street Development, the owner of the land currently occupied by Dr. Dremo and Taco Bell, is pursuing its plans to redevelop this site with a 141 unit condominium named 2000 Wilson. On July 11th Elm Street made a presentation on a revised design of 2000 Wilson to members of the Boards of directors of the four Colonial Village owner associations. This new design of 2000 Wilson is two stories lower than the version rejected by the Arlington County Board last November. Its appearance is less massive because it follows the site’s topography incrementally as recommended in the Rosslyn to Courthouse Urban Design Study. This latest design of 2000 Wilson continues to be “well-parked” in comparison with other new residential buildings in the Rosslyn-Ballston corridor. It has one parking place for each bedroom and ninety spaces available for visitors and retail customers. Some attending this meeting argued very strongly that 2000 Wilson still did not have enough parking to have a neutral effect on street parking in Colonial Village’s neighborhood. Others complained that, when compared with earlier versions of this building, Elm Street had not done as good a job designing the exterior of the first two floors facing Wilson Blvd. so that it complemented Colonial Village and created a sense of neighborhood.

Comcast Junction Boxes: Ms. Concelman told the Board that she made several attempts to get Comcast to reattach fiber optic cable junction boxes that were hanging loose or had actually fallen off exterior walls. Ms. Concelman said she would continue to try to get Comcast to correct this problem.

Management Report:

June Financial Update: After making allowances for a $2,400 bill for window cleaning that should have been charged against the 2005 budget and $12,091 for fences that should have been charged against a reserve account not an operating account in the June financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $5,910 as of the end of June. The Board reminded Mr. McPherson that a $443 charge to account #53900, “Rec Association Dues” was an unauthorized expenditure and CVIII was due a refund. The Board noted that $17,472 of landscaping enhancements, incorrectly charged to account #53700 – “Lawn Maintenance,” should have been charged to account is #58480 – “Landscaping.” Details of the June financial report are available for unit owner review at the CVIII office.

Asset Management: Mr. McPherson told the Board that a $97,452 CD issued by Countrywide Bank matured on 28 September 2006. Mr. McPherson recommended that this $97,452 be reinvested in six-month Treasury bills so that it would be available in early 2007 to help pay for masonry renovations and new roofs the Board planned to have installed at that time. The Board asked and Mr. McPherson agreed to work with Melissa Bailey, CVIII’s treasurer, on this reinvestment option.

Maintenance Review and Reports:

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month.

Building One: The Board noted that all fluorescent light fixtures in the hallways of 1721 and 1725 Queens Ln. were dark. Mr. Kiman said that he would check on these lights. The Board also noted that hinges on the entrance doors to 1725 and 1729 Queens Ln. were loose and unattached and a table was being kept on top of a storage cage in the basement of 1729 Queens Ln. Mr. Kiman said that he would tighten the hinges and remove the table. The Board noted that a wrought iron railing serving the steps leading to 1733 Queens Ln. was loose. Mr. Kiman said he would have Benson Welding repair this railing.

Building Two: The Board noted that a box was being kept on top of a storage cage in the basement of 1809 Queens Ln. Mr. Kiman said that he would remove the box.

Building Three: No report of maintenance problems was presented.

Building Four: The Board noted that boxes were being kept on top of a storage cage in the basement of 1808 Queens Ln. Mr. Kiman said that he would remove them.

New Business:

Basement Leak –– 1808 Queens Ln.: The Board and Mr. White discussed a long-standing problem with water leaking in the south storage room in the basement of 1808 Queens Ln. Mr. White advised the Board that installing a sump and a French drain would be more effective and less expensive than digging out this building’s foundation and applying a fresh coat of parget on the outside of its basement walls. The Board asked and Mr. White agreed to supply specifications for a sump and a French drain for this storage room that the Board could use to request proposals from contractors.

Cable Television –– Verizon: Mr. McPherson informed the Board that he had received inquiries from Verizon about installing fiber optic cable directly to each of CVIII’s units so that it could provide cable TV, internet access and phone service to CVIII’s residents. Mr. McPherson said that Verizon seemed interested in having the Board endorse a variety of special offers and price concessions related to bundling these services. Mr. McPherson asked the Board for guidance on this matter. The Board told Mr. McPherson it would be good for CVIII’s residents to have Verizon as a competitor to Comcast as a cable television provider and authorized Mr. McPherson to continue discussions with Verizon only as long as Verizon was willing to offer its services on a competitive basis with Comcast. The Board said it would not get involved with negotiating the prices CVIII’s residents would pay Verizon for cable TV and related services. The Board asked Mr. McPherson to have Verizon provide it with detailed information on how and where it planned to route fiber optic cable to each unit and what additional equipment it would have to install and where they proposed locating it.

2006 Common Element Expense for the Key Blvd. Management Office: Mr. McPherson informed the Board that CVI’s 2006 common element expense for the space occupied by the management office at 1903 Key Blvd. was $9,037.00, and CVIII’s pro-rata share of this expense was $2,168.88. After discussion, Mr. Nicoll moved that the Board authorize paying CVI $2,168.88 as CVIII’s pro-rata share of 2006 common element expense for the space occupied by the management office at 1903 Key Blvd. Ms. Concelman seconded this motion, and it was approved unanimously.

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; pet behavior; the common element expense of the Key Blvd. management office; personnel matters; move-in fees; lawn parties; and CVIII’s towing service. Ms. Concelman seconded this motion, and it was approved unanimously at 9:00 P.M.

August Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 22 August 2006 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 9:23 P.M.

August 22, 2006 Colonial Village III Board of Directors Meeting

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. Maintenance engineer Stan Kiman, and association manager David McPherson 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. Nicoll moved that the minutes of the 17 July 2006 meeting be approved without change. Mr. Gerrity seconded this motion, and it was approved unanimously, Ms Bailey not yet present, Mr. McGregor abstaining because he was unable to attend the Board’s July meeting.

Open Forum for CVIII Owners: No one was present to speak.

Correspondence from Owners:

Flagstone Walk: Peyton Palmore, a unit owner residing at 1735 N. Rhodes St., emailed the Board a request for permission to install a flagstone walkway connecting the sidewalk leading to his building’s front door with the driveway leading to CVIII’s parking lot. After discussion, the Board asked and Mr. McPherson agreed to obtain a proposal from Somerset Landscaping to supply and install this walkway and deferred further consideration of this matter until its September meeting.

Reports of Officers: See pending and new business.

Committee Reports: See pending and new business.

Management Report:

July Financial Update: After making allowances for (i) $2,400 for window cleaning that should have been charged against the 2005 budget; (ii) $10,568 for common hallway painting that should have been charged against a reserve account not a operating account; and (iii) $12,091 for fences that should have been charged against a reserve account not a operating account in the July financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $8,710 as of the end of July. The Board reminded Mr. McPherson that a $443 charge to account #53900, “Rec Association Dues” was an unauthorized expenditure and CVIII was due a refund. The Board also reminded Mr. McPherson that $17,472 of landscaping enhancements, incorrectly charged to account #53700 – “Lawn Maintenance,” should be charged to account is #58480 – “Landscaping.” Details of the July financial report are available for unit owner review at the CVIII office. 

Maintenance Review and Reports:

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month. The Board provided Mr. McPherson with of the following list maintenance concerns:

 Building One: The lower hinge for the front door of 1721 Queens Ln. needs to be tightened or reattached. The Arlington County Fire Code requires the removal of a table being kept on top of a storage cage in the basement of 1729 Queens. Ln. A fluorescent light fixture on the first floor of 1729 Queens Ln. had a broken lens. The stair railing between the first and second floors at 1737 Queens Ln. may be loose.

 Building Two: A second floor hallway light fixture at 1801 Queens Ln. has a bad fluorescent tube. The upper hinge for the front door of 1809 Queens Ln. needs to be tightened or reattached. The lower hinge for the front door of 1813 Queens Ln. needs to be tightened.

 Building Three: Logs piled in front of 1727 N. Rhodes should be removed. The lower hinge for the front door of 1735 N Rhodes St. needs to be tightened or reattached. A shutter on the second floor of the Rhodes St. side of 1728 Queens Ln. is loose and should be reattached. 

Pending Business:

Gate Locks: Mr. McPherson informed the Board that he had received three proposals to supply electricity to the touch-pad entry systems and electronic locks. These were: Contemporary Electrical Services, $2,290; Power Systems Electric, $2,615; and Walsh Electric, $1,930. Mr. McPherson said that he awarded this contract, as authorized by the Board, to the lowest bidder, Walsh. Mr. McPherson told the Board the Walsh was scheduled to install the electrical lines on Thursday, August 24th and Baldino’s was scheduled to install the keypads and electric locks on Monday, August 28th. Mr. McPherson asked the Board to approve a proposal from Baldino’s to supply and install knobless deadbolt locks on the two gates for $800.05. These locks would be set up to accept CVIII laundry room keys. After discussion, Mr. McGregor moved that the Board approve Baldino’s proposal to install deadbolt locks on the Wilson Blvd. and North gates for $800.05. Mr. Gerrity seconded this motion, and it was approved unanimously.

Wilson Blvd. Fence: Mr. McPherson informed the Board that he had received a proposal to replace the Wilson Blvd. fence from Benson Welding but he was still waiting for similar proposals from Ivey Welding and Ravensworth Welding. The Board found a discrepancy between the height of the fence specified in its request for a proposal and that specified in Benson’s proposal. The Board asked and Mr. McPherson agreed to ask Benson to resubmit its proposal and to continue to pursue bids from Ivey and Ravensworth. The Board then deferred further consideration of the Wilson Blvd. fence until its September meeting.

Storm Drainage: The Board and Mr. McPherson reviewed a revised proposal from Somerset landscaping to supply and install storm drainage improvements on the north side of Building Four. Mr. McPherson noted the revised contract specified that cleanouts would be installed every fifty feet in underground lines. After further discussion, Mr. Gerrity moved that CVIII approve Somerset Landscaping’s proposal to make storm drainage improvements on the north side of Building Four for $15,080 with the added specification that Somerset supply and install cleanouts within one foot of the eight downspouts covered by their proposal. Ms. Bailey seconded this motion, and it was approved unanimously.

Replacement Roofs: Mr. McPherson told the Board that he had a meeting scheduled for Wednesday, August 23rd, with Mr. Douglas White of the engineering firm, Thomas Downey, Ltd. to discuss Mr. White’s involvement in providing specifications for replacement roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens and Mr. White’s role as project manager once a contractor had been selected. Mr. McPherson said that Mr. White would make a preliminary inspection of these roofs at that time and provide him with a proposal for the cost of his services.

Masonry Renovations: Mr. McPherson told the Board that he would be meeting with Mr. Douglas White of Thomas Downey, Ltd. on Wednesday, August 23rd, for preliminary discussions on specifications for renovating CVIII’s masonry. Specifications for this project are to be submitted to the Board this fall in order that requests for proposals from contractors can be put out around the end of this year and a contractor selected in early 2007 so that work can begin in the spring of 2007.

Landscaping: After discussion, the Board authorized the removal of a dead White Pine located adjacent to the parking lot and two dead yews adjacent to the Wilson Blvd. gate. The Board deferred a decision on replacements to a future meeting.

New Business:

2007 Budget: The Board reviewed a first draft of CVIII’s budget for 2007 prepared by Mr. McPherson. The Board’s discussion focused on contributions to reserve accounts, the costs of contracted services and insurance in 2007, and projected interest income from the investment of CVIII’s cash assets. The Board asked and Mr. McPherson agreed to ask Mr. Douglas White, a consultant who had reviewed CVIII’s reserve accounts in 2005, to provide the Board with an estimate of what levels contributions to reserve accounts would eliminate a projected deficit in these accounts for the period 2015-2019. The Board noted that Mr. McPherson’s draft budget showed no increases in 2007 in the costs of janitorial services, property management, lawn maintenance snow removal, and insurance. Mr. McPherson told the Board he would contact the firms supplying these services to CVIII about their prices in 2007. The Board noted that, based on current yields, a reasonable estimate of interest income from CVIII’s investments in 2007 would be $36,000. Mr. McPherson said he would incorporate this estimate of interest income in future drafts of the 2007 budget.

2006 Annual Meeting: After discussion, the Board decided to schedule CVIII’s 2006 annual meeting for 7:00 P.M. on Monday, 16 October 2006 in the conference room in the CMI office at 1903 Key Blvd.

Maintenance Engineer’s Annual Salary Review: After discussion by the Board, Mr. McGregor moved that CVIII give Mr. Kiman a five percent increase in his hourly wage rate for the period 15 September 2006 through 15 September 2007. Mr. Gerrity seconded this motion, and it was approved unanimously.

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, personnel matters, and a memorandum from CVIII’s law firm on the consumption of alcohol at events held in common areas. Mr. McGregor seconded this motion, and it was approved unanimously at 8:03 P.M.

September Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on 11 September 2006 in the conference room in the CMI office at 1903 Key Blvd.

Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 8:32 P.M. 

September 11, 2006 Colonial Village III Board of Directors Meeting

Call to order: Mr. Nicoll brought the meeting to order at 7:04 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Dennis Gerrity, secretary, answered present. A quorum was duly noted. Jim Venturino, an engineer with Verizon Communications; maintenance engineer Stan Kiman; and association manager David McPherson were also present at that time. Melissa Bailey, treasurer, arrived at 7:30 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. Gerrity moved that the minutes of the 22 August 2006 meeting be approved without change. Mr. McGregor seconded this motion. Mr. Gerrity, Mr. McGregor and Mr. Nicoll voted to approve it.

Special Presentation:

Verizon Fiber Optic Cable: Mr. Venturino told the Board that Verizon was building a new fiber optic network called FTTP –– “Fiber to the Premises”. FTTP will provide a dedicated fiber-optic connection to each unit in communities like CVIII. FTTP will allow Verizon to offer CVIII’s residents its FiOS package of fiber-optic services, which includes voice, video and broadband Internet services. Mr. Venturino said that Verizon would like CVIII to sign a licensing agreement that would allow Verizon to survey CVIII for ways to install fiber optic cable to each unit in each building in CVIII that would be approved by the Arlington County Historic Affairs and Landmark Review Board (HALRB) and would cost Verizon $800 or less per unit. Mr. Venturino said that installing this dedicated fiber-optic connection to each unit would not cost CVIII any money, but Verizon wanted written permission to keep in place for a five-year period whatever equipment it installed in CVIII. Installation work would not proceed without written permission from CVIII. Individual unit owners would make the decision to subscribe to FiOS, but if they did, then they would have to agree to allow Verizon to install a 24" by 24" by 5" package of equipment on a wall somewhere in their unit. After a lengthy discussion of installation options and procedures with Mr. Venturino, the Board asked and Mr. McPherson agreed to have CVIII’s law firm, Chadwick, Washington, review Verizon’s proposed licensing agreement and prepare an addendum to it that specified that CVIII had approval rights for all aspects of the installation of fiber optic cable and related equipment in CVIII’s common areas.

Open Forum for CVIII Owners: No one was present to speak.

Correspondence from Owners:

Towing Fee: Mr. McPherson and the Board reviewed a letter from Ms. Rebecca J. Williams, a resident of 1801 Queens Ln., in which she informed the Board that a friend had parked in the metered stall but was unable to put money in the meter because it was jammed. Ms. Williams said her friend was away from her car for ten minutes, but during that period her car was towed. Ms. Williams requested that her friend be reimbursed the $100 towing fee. After discussion, Mr. Nicoll moved that the Board deny her request that CVIII reimburse this towing fee. Mr. Gerrity seconded this motion, and it was approved unanimously.

Reports of Officers: See pending and new business.

Committee Reports: See pending and new business.

Management Report:

August Financial Update: After making allowances for errors and omissions in the August financial report, Mr. McPherson said CVIII had a year-to-date operating surplus of $14,977 as of the end of August. Details of the August financial report are available for unit owner review at the CVIII office.

Maintenance Review and Reports:

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month.

Building One: No report of maintenance problems was presented.

Building Two: The Board noted that the lower hinges for the front doors of 1805 and 1809 Queens Ln. needed to be tightened. A hallway railing in the residential potion of 1809 Queens Ln. needed to be tightened.

Building Three: No report of maintenance problems was presented.

Building Four: The Board noted that a storm drainage cleanout located in the courtyard in front of 1812 Queens Ln. had been broken by the lawn service. The Board asked and Mr. McPherson agreed to have Somerset Landscaping replace this cleanout and charge the cost to McFall & Berry.

Pending Business:

Replacement Roofs: Design and Consulting: The Board and Mr. McPherson reviewed proposals from Thomas Downey, Ltd. and Kuntz & Associates for design and consulting services for replacing roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Each firm’s proposal included preparing specifications for replacing these roofs; assisting CVIII in obtaining and evaluating bids from contractors on these specifications; and providing CVIII with oversight on this project after a contractor had been chosen and work began. Thomas Downey, Ltd. quoted a fee of $8,000 to supply these services; and Kuntz & Associates, $18,100. The Board discussed work both firms had done for CVIII in the past and their qualifications for this project. Contractors: Mr. McPherson and the Board discussed bids of $159,963 from Pioneer Roofing Systems and $99,400 from Magco, Inc. to replace these roofs. The Board was in general agreement that these bids were not comparable because Magco did not provide a thorough bid. A third contractor declined to submit a bid. Mr. Nicoll argued that replacing these three roofs should be viewed as the final stage in a larger project of replacing all roofs in CVIII that started in the mid-1990s. After a lengthy competitive bidding process past Boards had chosen Pioneer to replace the other twenty-five roofs in CVIII. Since Pioneer had done an acceptable job on the first twenty-five roofs, Pioneer should be chosen to replace these last three roofs. Other Board members supported this view. Members of the Board supported awarding this contract to Pioneer because Pioneer came to the property and climbed up on the roofs to inspect them while Magco simply measured these buildings’ dimensions from the ground. Members of the Board also expressed support for Pioneer’s proposal because it contained a longer warranty and specified using a thicker membrane. Mr. Gerrity noted the $60,000 difference between Pioneer and Magco’s bids. He also noted that Pioneer charged CVIII an average price of $24,000 per roof in 1999 and now was charging $53,000 a roof, more than doubling its average price for replacing a roof in seven years. Mr. Gerrity argued that these cost differences and the Board’s obligation to follow good business practices justified having specifications written up and putting these three roofs back out for bid. Mr. McPherson suggested that the Board authorize him to meet with Pioneer and Mr. Douglas White of Thomas Downey and attempt to negotiate a reduction in Pioneer’s price. If he were unsuccessful in these negotiations, then he would ask Mr. White to prepare a set of specifications, which he would then use to seek new bids to replace these roofs. The Board accepted Mr. McPherson’s suggestion.

2007 Budget: Mr. McPherson presented a second draft of his 2007 budget for CVIII to the Board. After a review of Mr. McPherson’s proposed 2007 operating budget, the Board focused its attention on reducing a projected $297,685 deficit in reserve accounts for the period 2016-2019. The Board decided to increase assessments on CVIII owners by 4.5%. This increase would cover proposed increases in CVIII’s 2007 operating budget and reduce the 2016-2019 deficit by approximately 60% to $124,417. The Board asked and Mr. McPherson agreed to distribute a draft of CVIII’s 2007 budget reflecting this 4.5% increase in assessments to unit owners prior to CVIII’s annual meeting on October 16th. 

Wilson Blvd. Fence: Mr. McPherson informed the Board that Benson Welding had agreed to amend its proposal to supply and install a replacement for the Wilson Blvd. fence so that the height of the replacement fence would be 72" above grade at no additional cost to CVIII. After discussion, Mr. McGregor moved that the Board approve Benson Welding’s proposal to supply and install a metal replacement fence for CVIII’s Wilson Blvd. fence for the sum of $4,600. Ms. Bailey seconded this motion, and it was approved unanimously.

Security Gates and Locks: Wilson Blvd. Gate: Mr. Gerrity told the Board that he and Mr. Kiman had met with Baldino’s Security Systems and learned that Baldino’s had changed the type of transformer supplying electricity to the key pad and electric strike. Baldino’s agreed to install this new type of transformer on the post on which the exit button for this gate would be mounted. Mr. Gerrity said Baldino’s would not give a firm installation date. North Gate: Mr. Gerrity informed the Board that a locking mechanism that worked could not be installed on the north gate because there was a one-inch gap between the gate and the strike post. This gap was the result of Long Fence either installing the fence incorrectly or supplying the wrong size gate. The Board discussed getting Long Fence to remedy this defect, but decided it had little leverage outside of a lawsuit to get Long to act in a timely manner because CMI had paid Long Fence in full without verifying that Long had supplied and installed this gate and fence correctly. As an alternative that would get this project completed in the near future, Mr. McPherson agreed to ask Benson Welding if it could fabricate a change in the existing gate so that a lock could be installed an inch closer to the strike post. Ms. Bailey told the Board that she felt strongly that CVIII should not be spending any additional money on this project.

Storm Drainage: After discussion, Mr. Nicoll signed a contract with Somerset Landscaping for storm drainage improvements on the north side of Building Four for $15,080, which included the further specification that Somerset would supply and install cleanouts within one foot of the eight downspouts covered by their proposal. This contract had been approved by a unanimous vote at the Board’s 22 August 2006 meeting. The Board noted that it had received complaints that the dry well Somerset had recently installed in front of 1735 N. Rhodes St. was overflowing during rainstorms. The Board asked and Mr. McPherson agreed to check with Somerset on the capacity and correct construction of this dry well.

Stepping Stones: The Board reviewed a request from a unit owner that stepping stones be installed in front of 1735 N. Rhodes St. Mr. Gerrity told the Board that representatives of the Arlington County Historic Affairs and Landmark Review Board (HALRB) said these stepping stones would require a Certificate of Appropriateness (CoA) from the because it was an addition to CVIII. After discussion, the Board asked and Mr. McPherson agreed to get a proposal from Somerset Landscaping to supply and install these stepping stones, and Mr. Gerrity agreed to apply for a CoA for it from the HALRB.

New Business:

There was no discussion of new business.

Executive Session: The Board did not meet in executive session.

October Board of Directors Meeting: The next Board meeting is scheduled to immediately follow CVIII’s 2006 annual meeting, the latter scheduled to begin at 7:00 P.M. on 16 October 2006. Both meetings will be held in the conference room in the CMI office at 1903 Key Blvd.

Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 8:57 P.M.

2006 Colonial Village III Annual Meeting 

Call to order: With a quorum of unit owners voting by proxy and in person of 26.992%, the meeting was called to order at 7:03 P.M. Present at that time were Eric Nicoll, president; Michael McGregor, vice-president; Melissa Bailey, treasurer; and Dennis Gerrity, secretary. Also present were unit owners Michael Brooks, Mahmoud Ghannam, Linda Johnson, Larry Poe, David Reizes, Charles Vanderlyn, maintenance engineer Stan Kiman, and association manager David McPherson.

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 17 October 2005 Annual Meeting be approved without change. Mr. McGregor seconded this motion, and all approved it except Melissa Bailey, Michael Brooks, Linda Johnson, Larry Poe, David Reizes, and Charles Vanderlyn, who abstained because they did not attend that meeting.

Unit Owners Forum:

Park Benches: Mr. Vanderlyn thanked the Board for replacing six park benches located along Rhodes St. He described the three remaining older benches as “eyesores” and asked why they had not been removed. The Board said removing these three older benches was on Mr. Kiman’s list of things to do. Mr. Reizes suggested and the Board agreed to consider installing benches at several locations in the Queens Lane courtyards. Storm Drainage Cleanout: Mr. Vanderlyn requested an explanation for the presence of an orange safety cone on the lawn in front of 1812 Queens Ln. The Board said that this safety cone served to warn residents of a hole in the lawn due to a missing storm drainage system cleanout. The Board noted that Mr. McPherson had been asked and agreed to have this cleanout replaced. Street Light: Mr. Vanderlyn told the Board that a street light adjacent to 1801 N. Rhodes St. was not operating properly. The Board said that it would ask Mr. McPherson and Mr. Kiman to verify maintenance responsibility for this light and then follow up on its repair. Trash Room: Mr. Vanderlyn asked and the Board agreed to have Mr. Kiman adjust the spring-loaded hinges for the trash room door at 1808 Queens Ln so that it closed securely. Landscaping: Mr. Vanderlyn thanked the Board for landscaping improvements in front 1801 N. Rhodes St., saying that they improved the effectiveness of nighttime lighting in front of this address as well as its appearance. Laundry Room Fans: Mr. Vanderlyn thanked the Board for installing exhaust fans in laundry rooms. He said they improved both the comfort and safety of residents who used them. Property Management: Mr. Brooks asked the Board how often it reviewed the performance of CMI, CVIII’s property management firm. Mr. Brooks said that he had no specific complaints about CMI, but he felt that it was a matter of good business practice for the Board to not only review CMI’s performance annually but also to seek bids from other property management firms on a regular basis. The Board said it was very much aware of the size and importance of CVIII’s contract with CMI and it discussed CMI’s performance as part of its normal agenda. The Board said that soliciting meaningful bids from other property management firms was a complex process. The Board noted that CVIII’s contract with CMI generated economies of scale because CVIII shared CMI as property manager with the other three Colonial Village Owners Associations and this made going it alone difficult to justify in terms of cost. Mr. Mahmoud encouraged the Board to seek proposals from other property management firms on a regular basis regardless of whether or not it did so in association with other Colonial Village Boards. Mr. Mahmoud said this had been a regular practice during the six years he served on CVIII’s Board during the 1990s, and it helped keep CMI on its toes and the fees it charged CVIII low during that period. Mr. Nicoll assured these owners that the Board considered putting CVIII’s property management contract out for bid on a regular basis and that it would remain under active consideration in the future. Aggressive Dogs: Mr. Reizes told the Board that his problems with the aggressive behavior of dogs had improved somewhat. Rather than three dogs, he was primarily concerned about the behavior of one dog –– a rottweiler whose owner allowed it to go unleashed in common areas of CVIII. Mr. Reizes said that CVIII’s Bylaws, which was his contract with the Board, made the Board responsible for the safety of common areas, but the Board, with its repeated suggestions that he contact Arlington County authorities when he felt threatened by a dog, was in effect saying that his safety in common areas of CVIII was his problem to solve, and he would not accept this as the correct solution to his problem. Mr. Reizes said the next time this rottweiler or any other dog charged him or his own dog in a common area of CVIII, he would file assault charges with the Arlington County police and the Animal Welfare League and he would have his lawyer sue the Board. Rhodes Street Parking Restrictions: Ms. Thompson asked for an update on Rhodes Street Parking Restrictions. The Board explained that Arlington County had approved CVII and CVIII’s petition that vehicles that do not have Zone Four stickers be prohibited from parking in the 1700 block of N. Rhodes St. between the hours of 8:00 A.M. to midnight Monday through Friday and between 5:00 P.M. and midnight on Saturdays and Sundays, and these expanded hours of restriction had been in effect for several months. CVI was working on a petition for similar restrictions for the 1900 block of N. Rhodes Street. However, there weren’t enough cars without Zone Four stickers parking on the 1800 block of Rhodes to justify a petition for further restrictions for that block. The Board said this situation would likely change after CVI’s petition is approved, and CVIII would then be able to organize a successful petition to extend restrictions for cars without Zone Four permits parked on the 1800 block of Rhodes St. Gates and Locks: Ms. Thompson asked the Board to consider activating the locks on building entrance doors as an alternative to the locks on the Wilson Blvd. and North gates. The Board said that it had approved activating the locks on the Wilson Blvd. and North gates to deter trespass and associated vandalism by residents of Rosslyn Heights and other communities north and east of CVIII who used the Queens Lane walkways as shortcuts to and from Wilson Blvd. and the Courthouse neighborhood. Locking individual building entry doors would do nothing to deter these trespass and vandalism problems. However, if all residents of a given building asked that their entrance door lock be activated to accept their laundry room key, then the Board would consider granting their request if a way could be worked out to guarantee the Post Office access. Ms. Thompson also suggested that if building entry doors were locked, then call-up boxes would installed at the front door of each building for guests, deliveries and tradesmen. Mr. Ghannam said such a system had been considered fifteen years ago but it had not pursued because of its $60,000 price tag. Mr. Ghannam suggested that such a system would be a good long-term project for the Board to consider. Lawns: Mr. Ghannam expressed concern about the condition of CVIII’s lawns and the presence of weeds in mulch and ivy beds. The Board said that it had been economizing on lawn maintenance and renovation to help pay for landscaping renovations. Mr. Ghannam said that CVIII’s lawns were one of its best assets. He encouraged the Board to budget and spend the funds necessary to keep CVIII’s lawns in good shape. Mr. Ghannam suggested that the Board consider installing an underground sprinkler system as a long term improvement for CVIII. 2007 Budget: Mr. Ghannam complimented the Board on the budget it was proposing for 2007. He said it demonstrated the Board’s commitment to CVIII being an attractive and economical place to live in the long run.

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. Inspectors of Election: Unit owner Melissa Bailey and maintenance engineer Stan Kiman were appointed inspectors of the election of members of CVIII’s Board of directors. Candidates for Election to Board of Directors: Mr. Nicoll said that there were two vacancies this year, both for full three-year terms on the Board. The names of Cheryl Concelman, Laura Hagg and Kevin Haley 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. Concelman and Mr. Haley each received more than 50% of the common interest voted by proxy and in person at this meeting. Ms. Concelman and Mr. Haley both received more votes than Ms. Hagg. Therefore, Ms. Concelman and Mr. Haley were elected to three-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 on an acting basis until all five Board members were present and voting at the same meeting as follows: Eric Nicoll, president; Michael McGregor, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member-at-large. Mr. Gerrity seconded this motion, and it was approved unanimously.

2007 Budget: Mr. Nicoll reviewed the third draft of CVIII’s operating and reserve budgets for 2007 prepared by Mr. McPherson. He explained that the Board had focused its attention on reducing a projected $297,685 deficit in reserve accounts for the period 2016-2019. The Board decided to increase assessments on CVIII owners by 4.5%. This increase would cover proposed increases in CVIII’s 2007 operating budget and reduce the 2016-2019 deficit by approximately 60% to $124,417. Mr. Nicoll moved that the Board approve this budget. Mr. Gerrity seconded this motion, and it was approved unanimously.

Melissa Bailey: Mr. Nicoll, speaking for all of CVIII’s owners, thanked Melissa Bailey for serving on CVIII’s Board as treasurer during the past two years. Her good judgment was of great help to the Board in dealing with many issues. As treasurer, Ms. Bailey made significant improvements in how CVIII invested its cash assets. This helped the Board keep increases in assessments on owners lower than they might have otherwise been. 

2007 Annual Meeting: The date and location of CVIII’s 2007 Annual Meeting will be announced in September 2007.

Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 7:45 P.M.

October 16, 2006 Colonial Village III Board of Directors Meeting

Call to order: Mr. Nicoll brought the meeting to order at 7:46 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Dennis Gerrity, secretary, answered present. Unit owners Melissa Bailey, Mahmoud Ghannam and Larry Poe; 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 11 September 2006 Board meeting be approved without change. Mr. Gerrity seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: No issues were raised by the owners who attended this meeting.

Correspondence from Owners: None.

Reports of Officers: See pending and new business.

Committee Reports:

Public Safety Committee: Mr. Nicoll informed the Board that a ground floor unit in Building Two had recently been burglarized and the Arlington County Police had reported a number of Peeping Tom complaints in the Rosslyn and Courthouse neighborhoods. He thanked Mr. McPherson for posting a recent notice that advised residents of CVIII living in ground floor units to make sure that their windows were closed and secured. This notice also asked all residents of CVIII to contact the Arlington County Police if they noticed suspicious activity.

Management Report:

September Financial Update: After making allowances in the September financial report for (i) $2,400 for window cleaning that should have been charged against the 2005 budget; (ii) $10,568 for common hallway painting that should have been charged against a reserve account not an operating account; (iii) $12,091 for fences that should have been charged against a reserve account not an operating account (iv) $4,210 in storm drainage improvements that should have been charged against a reserve account not an operating account; and (v) $2,194.20 to replace six park benches that should have been charged against a reserve account not an operating account: Mr. McPherson said CVIII had a year-to-date operating surplus of $22,946.90 as of the end of September. Details of the September financial report are available for unit owner review at the CVIII office. The Board also reminded Mr. McPherson that $17,472 of landscaping enhancements, incorrectly charged to account #53700 – “Lawn Maintenance,” should have been charged to account #58480 – “Landscaping.” 

Maintenance Review and Reports:

Engineer: Mr. Kiman said there had been no unusual maintenance problems during the last month.

Pending Business:

Replacement Roofs: The Board and Mr. McPherson reviewed detailed specifications for replacement roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. prepared by Mr. Douglas White of Thomas Downey, Ltd. The Board discussed at length obtaining bids from more than one contractor on this project, but decided to stick with its September 11th decision to have Mr. McPherson and Mr. Douglas White of Thomas Downey meet with Pioneer Roofing and attempt to negotiate a reduction in its bid of $159,000 on this project. The Board asked and Mr. McPherson agreed to use Mr. White’s specifications as the basis for these negotiations. Mr. McPherson said he would try to schedule this meeting with Pioneer within a week’s time of this Board meeting.

Wilson Blvd. Fence, Security Gates and Locks: Mr. McPherson provided the Board with updates on the installation of the new Wilson Blvd. fence and modifications of the Wilson Blvd. and North gates by Benson Welding and the installation of key pads and electronic locks on both gates by Baldino’s Electronic Security and Walsh Electric. Mr. McPherson said that he did not have firm commitments to completion dates from any of these firms, but his goal was to have these projects completed by 31 October 2006.

Storm Drainage: Mr. McPherson provided the Board with an update on the installation of storm drainage improvements on the north side of Building Four by Somerset Landscaping. Mr. McPherson said that Somerset was waiting for a three-day period when no rain was forecast before beginning work. Mr. McPherson said that he expected to have work completed on this project within ten days. The Board reminded Mr. McPherson that the dry well Somerset had recently installed in front of 1735 N. Rhodes St. was overflowing during heavy rainstorms. Mr. McPherson said that Somerset had agreed to increase the capacity of this dry well.

New Business:

Lawn Service and Snow Removal Contracts: Lawn Service: The Board and Mr. McPherson reviewed a proposed contract with McFall and Berry to provide CVIII with lawn service in 2007 and 2008 for a fee of $24,163.80 per year with a 2% increase in 2008. This contract contains a provision allowing McFall and Berry to increase its monthly bill by 1% if the price of gasoline goes to $3.50 and up to $4.00 per gallon and an additional 1% if the price of gasoline rises to $4.00 and up to $4.50 per gallon. Snow Removal: The Board and Mr. McPherson reviewed a proposed contract with McFall and Berry to provide CVIII with snow removal service from 1 October r 2006 through 30 April 2007. 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 man 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. McPherson agreed to prepare an addendum to this proposed contract containing the following restrictions on the number of men McFall and Berry send to CVIII to shovel snow: for snowfalls three inches or less CVIII will not require any men to shovel snow; for snow falls between three and six inches CVIII will normally require two men to shovel snow and three men in unusual circumstances; for snow falls above six inches CVIII will normally require three men to shovel snow and four men in unusual circumstances. The addendum to the contract will also contain language committing McFall and Berry to providing work tickets showing the number and hours of men and types of equipment employed in clearing CVIII’s stoops, steps, walks and parking lot of snow and ice. Mr. Nicoll moved that the Board accept (i) McFall and Berry’s proposed contract to provide lawn service for 2007 and 2008 and (ii) McFall and Berry’s proposed contract to provide snow removal service for the period beginning 1 October 2006 through 30 April 2007 with the addendum detailed above. Mr. McGregor seconded this motion, and it was approved unanimously. 

Verizon Fiber-Optic Licensing Agreement: Mr. McPherson and the Board reviewed a memorandum from Mr. Daniel Streich of CVIII’s law firm, Chadwick, Washington, on Verizon Communication’s proposed licensing agreement to install fiber optic cable in CVIII. Mr. Streich advised the Board that Verizon was asking the Board to sign an agreement that would allow Verizon to bring fiber optic cable into each individual unit. Mr. Streich said that the Board did not have the authority to grant Verizon access to units because the condominium’s unit owners association and the Board, as its administrative body, have no ownership interest in units. Each unit owner owns in fee simple their unit. After discussion, the Board asked and Mr. McPherson agreed to ask Verizon’s engineering staff if they could determine how close to individual units fiber optic cable could be installed in CVIII’s common areas without actually entering units without a signed licensing agreement. If they could not, Mr. McPherson would then contract Verizon’s legal department and ask them to revise this licensing agreement so that it would only authorize Verizon to install fiber optic cable CVIII’s common areas without actually entering units. If Verizon’s legal staff produced a revised licensing agreement, Mr. McPherson would submit it to Chadwick, Washington for review.

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 contracting procedures. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:37 P.M.

November Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Wednesday, 15 November 2006, in the conference room in the CMI office at 1903 Key Blvd.

Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 8:44 P.M.

 November 15, 2006 Colonial Village III Board of Directors Meeting

 Call to order: Mr. Nicoll brought the meeting to order at 6:56 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. 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 16 October 2006 Board meeting be approved without change. Mr. McGregor seconded this motion, and it was approved unanimously.

Election of Officers:

Mr. Nicoll said that officers of CVIII’s Board had been elected on an acting basis at CVIII’s 2006 Annual Meeting because not all members were present at that meeting. Mr. Nicoll noted that all five members were present at this meeting, and he moved the election of officers of CVIII’s Board of directors for the next eleven months as follows: Eric Nicoll, president; Michael McGregor, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member-at-large. Ms. Concelman seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: No one was present to speak.

Correspondence from Owners: None.

Reports of Officers: See pending and new business.

Committee Reports:

Public Safety Committee: The Board reviewed correspondence from Mr. Nicoll to Captain Kevin Reardon of the Arlington County Police Department requesting stepped-up enforcement of Zone 4 residential permit parking restrictions in the 1700 block of N. Rhodes St.

Management Report:

October Financial Update: After making allowances for errors and omissions in the October income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $25,387.74 as of the end of October. Mr. McPherson told the Board that these errors would be corrected by the end of the year. Liquidity: Mr. Haley asked Mr. McPherson if CVIII would have sufficient cash on hand to pay the $162,000 cost of replacing three roofs during the first quarter of 2007. After review, Mr. McPherson noted that there was $96,000 in a money market account and $100,000 in T-Bills maturing in January 2007 that would be available to pay this bill. 

Maintenance:

Mr. Kiman said there had been no unusual maintenance problems during the last month. The Board noted that front doors hinges were loose or unattached at 1721, 1800, and 1812 Queens Lane and 1727, 1813 and 1817 Rhodes St. The Board also noted that interior stairway railings were loose at 1808 and 1809 Queens Lane and 1805 Rhodes St. and an exterior railing at 1805 Rhodes St. were broken. The Board further noted that fluorescent lights were out in the hallways of 1800 and 1813 Queens Lane. Mr. Kiman told the Board that he would make the necessary repairs as soon as possible.

Pending Business:

Wilson Blvd. Fence, Security Gates and Locks: Mr. McPherson informed the Board that the installation of the new Wilson Blvd. fence and modifications of the Wilson Blvd. and North gates had been completed by Benson Welding and the installation of key pads and electronic locks on both gates had been completed by Baldino’s Electronic Security and Walsh Electric. Mr. McPherson suggested that the locks be activated on Monday, December 4th. Letters explaining the operation of the locks and providing access codes would be delivered by hand to each unit in CVIII and mailed to nonresident unit owners on Monday, November 27th. After discussion, the Board approved Mr. McPherson’s plan to activate these locks. The Board and Mr. McPherson reviewed options to prevent vandalism of these new locks. The Board and Mr. McPherson discussed ways to improve the appearance of the poles on which the exit buttons for these gates were mounted.

Storm Drainage: Mr. McPherson informed the Board that Somerset Landscaping had completed its contracts for storm drainage improvements in CVIII except for: (i) increasing the capacity of a dry well it had installed in front of 1735 N. Rhodes St; (ii) installing an additional twenty-five linear feet of sod adjacent to the north side of Building Four. Mr. McPherson said that he would continue to withhold payment from Somerset until these items were completed. The Board noted that a storm drainage cleanout located in the courtyard in front of 1812 Queens Ln. had been broken by the lawn service. The Board asked and Mr. McPherson agreed to have Somerset Landscaping replace this cleanout and charge the cost to McFall & Berry.

Replacement Roofs: Mr. McPherson told the Board that he and Doug White, the consulting engineer hired by CVIII for this project, had reviewed Pioneers Roofing System’s $162,302 bid to replace the roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln., and they were of the opinion that Pioneer’s bid was consistent with the current costs of labor and materials. Mr. McPherson said that the Arlington County Historical Affairs and Landmark Review Board would not complete its review of this project until December 20th. This would allow him to get competing bids without delaying the start of this project, but he felt that these bids would save CVIII no more than five to ten percent of this project’s cost. Mr. Gerrity said that CVIII should get competitive bids on such an expensive project and moved that the Board direct Mr. McPherson to obtain competitive bids to replace these roofs. Mr. Haley seconded this motion. Mr. Gerrity and Mr. Haley voted aye; Mr. Nicoll, Mr. McGregor and Ms. Concelman voted nay; and the motion failed to carry by a vote of two to three. Mr. Nicoll argued that replacing these three roofs should be viewed as the final stage in a larger project of replacing all roofs in CVIII that started in the mid-1990s. Mr. Nicoll said that, after conducting competitive procurement processes, past Boards had chosen Pioneer to replace the other twenty-five roofs in CVIII, and since Pioneer had done an acceptable job on the first twenty-five roofs, Pioneer should be chosen to replace these last three roofs. Mr. Nicoll said that bids had already been solicited from two other firms, but one declined to submit a proposal and the other firm’s bid did not match the quality of Pioneer’s bid. Mr. Nicoll moved that CVIII accept Pioneer Roofing bid of $162,302 to replace three roofs. Mr. McGregor seconded this motion. Mr. Nicoll, Mr. McGregor and Ms. Concelman voted aye; Mr. Gerrity and Mr. Haley voted nay; and the motion was approved by a vote of three to two. 

Verizon Fiber-Optic Licensing Agreement: Mr. McPherson informed the Board that he had received no word from Dan Streich of CVIII’s law firm, Chadwick Washington, that Verizon’s legal department was willing to rewrite 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 would ask Mr. Streich to continue to pursue a revised licensing agreement with Verizon.

New Business:

Hot Water Heater: Mr. McPherson provided the Board with the following proposals to replace a broken hot water heater serving Building Four: Associates Plumbing of Virginia, Inc. (API), $5,870; Sherman’s Plumbing, $5,900; All Plumbing, Inc., $7,800. After discussion, Mr. Gerrity moved that CVIII accept API’s proposal of $5,870 to supply and install this hot water heater. Mr. Nicoll seconded this motion, and it was approved unanimously.

Preventative Maintenance Contract –– Roofs: Mr. McPherson provided the Board with a proposed contract from Pioneer Roofing for preventative maintenance of CVIII’s roofs for an annual fee of $6,449. Services provided under this contract would include inspection of all roofs, gutters, scuppers and downspouts; removal of debris from roofs; provision of remedial repairs to roof systems and recommendations for additional work. After discussion, the Board reached general agreement that CVIII’s roofs should be inspected on a regular basis, but some members argued that a firm that was independent of the company actually hired to make whatever repairs were needed should make these inspections and recommendations for repairs. Members of the Board pointed out that Mr. Kiman was already doing much of the work covered by this proposed contract and that some of the proposed work might be covered by existing warranties. Mr. McPherson said that he would solicit bids from roofing engineers for annual inspections and ask the manufacturer of the roofing system installed on CVIII’s roofs, Sarnafil, if it would assist with inspections.

Landscaping –– 2007: The Board asked and the landscaping committee agreed to ask McFall & Berry for a detailed proposal to renovate CVIII’s lawns.

Holiday Bonuses: After discussion, Mr. Nicoll moved that CVIII give the following holiday bonuses: David McPherson, $1,000; Stan Kiman, $1,000; Leon Guevara, $750; and Davonia Gibson, $500. Mr. Gerrity seconded this motion, and it was approved unanimously.

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, after Mr. McPherson excused himself, holiday bonuses. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:14 P.M.

January 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Tuesday, 16 January 2007, in the conference room in the CMI office at 1903 Key Blvd.

Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. McGregor seconded this motion, and it was approved unanimously at 8:28 P.M.

The Colonial Village III Board of Directors did not hold a meeting in December 2006