January 16, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:02 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Kevin Haley, treasurer; Dennis Gerrity, secretary; Cheryl Concelman, member at large, answered present. Bess Kozlow and June O’Connell, CVIII unit owners; Kate Detweiler, President, Board of Directors, Colonial Village Commons; Chris Cahill, CVII Board of Directors; Tara Wiedeman, Walsh, Colucci et al; maintenance engineer Stan Kiman; and association manager David McPherson were also present at that time. Evan Goldman and Charles Hutchens, Holladay Corporation, 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 15 November 2006 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Ms. Bess Kozlow, resident owner of unit #240 at 1735 N. Rhodes, asked the Board to approve plans she had submitted to it to remodel her unit’s kitchen. Ms. Kozlow said that her remodeling plans required removing a wall, moving hot and cold-water connections, and installing several new electrical outlets. The Board told Ms. Kozlow that it would not approve her remodeling project until she provided it with written certification from a structural engineer that the wall she wanted removed was not a load-bearing wall. Mr. Kiman told Ms. Kozlow that moving hot and cold-water connections would require shutting off water service to her unit and this could not be done without shutting water service to all units in Building Three. Mr. Kiman asked and Ms. Kozlow agreed to coordinate the time and date of this water shutoff with the dental office at 1831 Wilson Blvd. so that all residents of Building Three could be given advance notice of this water cutoff. The Board asked and Ms. Kozlow agreed to provide it with copies of all permits required by Arlington County for this remodeling project. Mr. Gerrity moved that the Board authorize Mr. Nicoll to approve Ms. Kozlow’s project upon receipt of a structural engineer’s certification that no load-bearing walls would be affected by Ms. Kozlow’s project. Mr. Haley seconded this motion, and it was approved unanimously.
Site Plan Modification for Restaurant Parking at 1800 Wilson: Mr. Nicoll welcomed Messrs. Goldman and Hutchens of the Holladay Corporation and Ms. Tara Wiedeman, a lawyer with Walsh, Colucci et al, who were invited to this meeting to provide details and answer questions about Holladay’s request that Arlington County approve a modification of Condition 49 of 1800 Wilson’s site plan. Mr. Goldman explained that a restaurant was Arlington County’s preferred use of 4,400 square feet of commercial space located on the northeast corner of the first floor of 1800 Wilson. Condition 49 currently states that if 1800 Wilson “contains a restaurant use, then the developer agrees to secure additional parking spaces either on-site or off-site within one block from the site to meet the parking demands of the restaurant.” Mr. Goldman said that Holladay had signed a month-to-month licensing agreement with the owners of 1600 Wilson for twenty spaces on the first floor of 1600 Wilson’s garage. However, negotiations with three prospective restaurants had failed and those with a fourth were stalled because termination of this parking license by 1600 Wilson would require a restaurant at this location to shut down. The modification of Condition 49 sought by Holladay would relieve Holladay (and any subsequent owner) of this requirement to secure off-site parking for a restaurant at 1800 Wilson if 1600 Wilson terminated this parking license and replacement spaces could not be obtained at four other nearby locations within sixty days. Members of CVIII’s Board and other residents of Colonial Village asked questions about various aspects of Holladay’s request for a modification of Condition 49. Mr. Haley, Mr. Cahill, and others noted that customers of a restaurant at this location would exhaust nearby street spaces before resorting to a garage for parking and argued that Condition 49 would only be effective if it was strengthened with a requirement for valet parking. After discussion at a later point in the meeting, the Board decided that CVIII could not support Holladay’s request for a modification of Condition 49.
Correspondence from Owners: None.
Reports of Officers: See pending and new business.
Committee Reports: See pending and newbusiness.
Management Report:
December Financial Update: After making allowances for errors and omissions in the December income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $26,660.44 as of the end of December 2006.
Maintenance: Mr. Kiman said there had been no unusual maintenance problems during the last month.
Pending Business:
Replacement Roofs: Mr. McPherson and Mr. White, the consulting engineer hired by CVIII for this project, informed the Board that the Arlington County Historic Affairs and Landmark Review Board had issued permits for replacement roofs and copper work at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. and they expected Pioneer Roofing to begin work within the next two weeks. In response to a question from Mr. Nicoll, Mr. McPherson said that he would distribute notices of this project to residents of these three buildings several days before Pioneer began work. In response to a question from Mr. Haley, Mr. McPherson told the Board that Pioneer was obligated by its contract to make good any damage to CVIII’s lawns, shrubbery and trees for which it was responsible.
Masonry Renovations: Mr. Douglas White of Thomas Downey, Ltd., the consulting engineering firm hired by CVIII for this project, informed the Board that he was prepared to request proposals from three of more firms to renovate CVIII’s masonry and he and Mr. McPherson would have these proposals ready for the Board’s consideration at its March meeting. Mr. White said that his RFP for this project would contain specifications for these mortar renovations including the type, color and finished texture of the mortar. Interested firms would be invited to a pre-bid conference at CVIII to review details of the bid package on site. Mr. White told the Board that CVI also planned to have masonry renovations done during 2007 and he would attempt to consolidate CVI and CVIII’s requests for proposals so that both communities could get a better price. The Board asked Mr. White how much of CVIII’s masonry needed to be renovated. Mr. White said, 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 parapet walls, steel lintels above windows, cast stone sills, and horizontal runs of mortar, particularly those on protruding portions of decorative bands of brickwork and quoins. The Board asked Mr. White what would be the best pace to proceed with these renovations? Mr. White suggested to the Board that it would do best to view these masonry renovations as recurring preventative maintenance to be done on an as needed basis to avoid water infiltration through exterior walls and the expensive repairs made necessary by such infiltration.
Verizon Fiber-Optic Licensing Agreement: Mr. McPherson informed the Board that he had still not received 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.
Local Real Estate Development: Mr. Nicoll told the Board that Elm Street Development had informed him that it would continue to support including unambiguous language in Condition 52 of its site plan for 2000 Wilson that gives residents of Colonial Village preferences to lease twelve parking spaces in the visitor’s section of 2000 Wilson’s garage and limited overnight use of the retail section of 2000 Wilson’s garage. He reported that expansion of the National Science Teachers Association building was on hold because of financing problems. Mr. Nicoll also reported that he had been in contact with the law firm representing Troy Street Associates, the developer who owns the Hollywood Video site, and he had been informed that the earliest Troy Street would be prepared to discuss its plans for the Hollywood Video site would be after the Arlington County Board voted on Elm Street Development’s proposal for 2000 Wilson.
Preventative Maintenance Contract for Roofs: Mr. Gerrity informed the Board that he had reviewed CVIII’s expenditures for roof maintenance for the years 1998 through 2006 and found that CVIII averaged $1,004 a year for roof maintenance over this period. He told the Board this indicated that a proposed contract from Pioneer Roofing for preventative maintenance of CVIII’s roofs for an annual fee of $6,449 was not a cost effective proposition.
New Business:
Landscaping: The Board reviewed detailed proposals for 2007 from McFall & Berry for turf renovation, shrubbery enhancements, tree pruning, and replacing the White Pines bordering CVIII’s parking lot. After discussion, the Board deferred action on these items, except for tree pruning, until its February meeting. Mr. Gerrity moved that CVIII accept McFall and Berry’s proposal of $1,845 to prune trees growing into buildings and hanging over roofs at 1720, 1724 and 1728 Queens Ln. and 1727 N. Rhodes St. and to cut back Mulberry trees along the tree line immediately west of Building Four. Mr. Haley seconded this motion, and it was approved unanimously.
Executive Session: The Board did not have an executive session at this meeting.
February 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Tuesday, 20 February 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 8:52 P.M.
February 19, 2007 CV III Board Meeting Minutes
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 Kevin Haley, treasurer; Dennis Gerrity, secretary; Cheryl Concelman, member at large, answered present. June O’Connell, CVIII unit owner; Tara Wiedeman, Walsh, Colucci et al; maintenance engineer Stan Kiman; and association manager David McPherson were also present at that time. Evan Goldman of the Holladay Corporation participated in this meeting by way of speakerphone.
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 January 2007 Board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously with Mr. McGregor abstaining because he was not present at that meeting.
Site Plan Modification for Restaurant Parking at 1800 Wilson: Mr. Nicoll welcomed Ms. Tara Wiedeman, a lawyer with Walsh, Colucci et al, representing the Holladay Corporation. Mr. Nicoll also welcomed Evan Goldman of the Holladay Corporation who participated in this discussion by way of speakerphone. Mr. Goldman and Ms. Wiedeman were invited to this meeting to provide details and answer questions about Holladay’s revised request that Arlington County approve a modification of Condition 49 of 1800 Wilson’s site plan. Ms. Wiedeman explained that a restaurant was Arlington County’s preferred use of 4,400 square feet of commercial space located on the northeast corner of the first floor of 1800 Wilson. Condition 49 currently states that if 1800 Wilson “contains a restaurant use, then the developer agrees to secure additional parking spaces either on-site or off-site within one block from the site to meet the parking demands of the restaurant.” Ms. Wiedeman said that Holladay had signed a month-to-month licensing agreement with the owners of 1600 Wilson for twenty spaces on the first floor of 1600 Wilson’s garage. However, negotiations with four prospective restaurants had failed because termination of this parking license by 1600 Wilson could cause a restaurant at this location to lose its license and therefore have to shut down. The modification of Condition 49 originally sought by Holladay would relieve Holladay (and any subsequent owner) of this requirement to secure off-site parking for a restaurant at 1800 Wilson if 1600 Wilson terminated this parking license and replacement spaces could not be obtained at four other nearby locations within sixty days. The proposed revisions commit the developer (and any subsequent owner) to securing off-site parking at a parking garage between Troy Street and Oak Street near Wilson Boulevard for a restaurant at 1800 Wilson at a rate of one space per six seats for the number of seats exceeding 42. If a lease for off-site parking expires, then the developer (and any subsequent owner) agrees to one or a combination of the following actions within ninety days: (i) secure spaces in another parking garage between Troy Street and Oak Street near Wilson Boulevard; (ii) additional spaces for exclusive use of the restaurant’s patrons at a rate of one space per six seats will be secured within the existing garage; (iii) the developer (and any subsequent owner) shall pay on a monthly basis Arlington County the current market rate for each parking space until proof of an executed lease for additional parking is provided. Members of CVIII’s Board and Ms. O’Connell asked questions about various aspects of Holladay’s revised request for a modification of Condition 49. After discussion, members of the Board were in agreement that no modification of Condition 49 would be best for CVIII, but the Board decided not to oppose this modification because the strength of the conditions in the current version of Holladay’s request for a modification of Condition 49 constituted a permanent guarantee that there would be off-site parking for a restaurant with more than forty-two seats at 1800 Wilson. After further discussion, the Board decided that free parking with validation would encourage patrons of this restaurant to use its off-site parking, and Mr. Nicoll said he would ask Arlington County to include such a requirement in any modification of Condition 49.
Open Forum for CVIII Owners:
Ms. O’Connell informed the Board that the Arlington County Public School System was holding a public forum on Monday, 26 February 2007, to give interested parties an opportunity to comment on the proposed sale of the Wilson School located at the intersection of Wilson Blvd. and N. Quinn St. Ms. O’Connell said that the North Rosslyn and the Radnor/Fort Myer Heights Civic Associations wanted to preserve the Wilson School Building and the open space on its site, and, to forestall redevelopment, they had asked the Arlington County Historic Affairs and Landmark Review Board (HALRB) to designate the school as a historic site. After discussion, the Board decided that it would benefit CVIII to support preservation efforts because of the historic and architectural significance of the 1910 Wilson School building and the school site’s open space.
Correspondence from Owners:
Meter Bank: Mr. McPherson and the Board reviewed a letter from Mr. Robert Midler, the owner of unit #254 at 1813 N. Rhodes St., informing the Board that an electrician he had hired to inspect the main circuit breaker for his unit told him that the metal box housing this circuit breaker, his electric meter and those of three other units had deteriorated so badly that necessary maintenance could not be performed. The Board asked and Mr. Kiman agreed to have an electrician inspect the meter bank serving 1813 N. Rhodes St. and report back to the Board. The Board asked and Mr. McPherson agreed to keep Mr. Midler informed on efforts to deal with this issue.
Security Improvement: Mr. McPherson and the Board reviewed a letter from the residents and owner of unit #244 at 1801 N. Rhodes St. in which they informed the Board that they had recently experienced a peeping tom incident and asked that security for the courtyard behind their building be improved. After discussion, the Board decided to explore installing floodlights controlled by motion sensors in this courtyard. The Board asked and Mr. Kiman agreed to have an electrician determine the feasibility of installing floodlights in this courtyard and report back to the Board. The Board asked and Mr. McPherson agreed to keep the residents and owner of this unit informed on efforts to deal with this issue.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
January Financial Update: After making allowances for errors and omissions in the January income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $8,552.71 as of the end of January 2007. Details of the January financial report are available for unit owner review at the CVIII office.
Maintenance: Mr. Kiman said there had been no unusual maintenance problems during the last month.
Pending Business:
Replacement Roofs: Mr. McPherson informed the Board that all preparations to replace the roofs and copper work at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. had been completed, and the contractor, Pioneer Roofing, was waiting for a weather forecast of no precipitation for five to seven working days before beginning this project.
Masonry Renovations: Mr. McPherson informed the Board that Mr. Douglas White of Thomas Downey, Ltd., the consulting engineering firm hired by CVIII for this project, had surveyed CVIII and come to the conclusion that portions of Building Four’s masonry needed renovation more than other buildings in CVIII. Mr. McPherson said that Mr. White had begun soliciting proposals from contractors to work on Building Four and he expected to have bids from at least three contractors available for the Board’s consideration at its March meeting.
Verizon Fiber-Optic Licensing Agreement: Mr. McPherson told the Board that Verizon had informed him that it was willing to rewrite its 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 a representative of Verizon would be attending CVII’s Board meeting on February 28th to discuss this revised licensing agreement and members of CVIII’s Board were welcome to attend that meeting.
Landscaping: The Board reviewed proposals from McFall & Berry for turf renovation, shrubbery enhancements, and replacement trees for the White Pines bordering CVIII’s parking lot. After discussion, the Board deferred action on turf renovation and tree replacement until later in the year. Ms. Concelman moved that CVIII accept McFall and Berry’s proposal of $8,067.41 to supply and install shrubbery enhancements. Mr. Haley 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, Mr. Kiman and Mr. McPherson convene in executive session for the purpose of discussing personnel matters. Ms. Concelman seconded this motion, and it was approved unanimously at 8:28 P.M. Mr. Kiman excused himself from the executive session at 8:57 P.M. at which time the Board and Mr. McPherson began a discussion of due process procedure with respect to the enforcement of CVIII’s Bylaws and Rules and Regulations.
March 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Monday, 19 March 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 9:09 P.M.
March 19, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:57 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; Cheryl Concelman, member at large, answered present. Charlie Clark, CVIII unit owner; maintenance engineer Stan Kiman; and association manager David McPherson were also present at that time.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the minutes of the 19 February 2007 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Mr. Clark, resident owner of unit #255 at 1817 N. Rhodes St., asked the Board for permission to replace the metal entry door for his unit with a six-panel wooden door made of fir. This door would be supplied and installed by Hodges and Co. He said the lockset and knocker assembly on his existing door would be transferred to the new door and the exterior of the new door would be painted the same color as the existing door. After discussion, Mr. Nicoll moved that the Board approve Mr. Clark’s request to have a fir replacement unit entry door installed in his unit. Mr. Haley seconded this motion, and it was approved unanimously.
Correspondence from Owners:
Unleashed Dogs: The Board reviewed email from a resident of Building Two in which she said her allergies to dogs were aggravated by the attentions of overly friendly dogs running unleashed in common areas of CVIII. The Board asked and Mr. McPherson agreed to post notices on common area bulletin Boards reminding residents that both CVIII’s Bylaws and Arlington County Ordinances require that dogs be leashed when present in common areas. Gate Locks: The Board reviewed email from Dave Schmidt, a resident owner at 1728 Queens Lane, informing it of weather related and other problems with the electronic locking systems for the Wilson Blvd. and north gates. Mr. Kiman told the Board that there had been problems with these locks and he was doing his best to keep them operational.
Local Real Estate Development:
1800 Wilson: Mr. Nicoll told the Board that a modification of Condition 49 of the Site Plan for 1800 Wilson was approved at the 26 February 2007 Arlington County Board meeting. This modification commits 1800 Wilson’s developer, the Holladay Corporation, (and any subsequent owner) to securing off-site parking at a parking garage between Troy Street and Oak Street near Wilson Boulevard for a restaurant at 1800 Wilson at a rate of one space per six seats for the number of seats exceeding 42. If a lease for off-site parking expires, then the developer (and any subsequent owner) agrees to one or a combination of the following actions within ninety days: (i) secure spaces in another parking garage between Troy Street and Oak Street near Wilson Boulevard; (ii) additional spaces for exclusive use of the restaurant’s patrons at a rate of one space per six seats will be secured within the existing garage; (iii) the developer (and any subsequent owner) shall pay on a monthly basis Arlington County the current market rate for each parking space until proof of an executed lease for additional parking is provided. Mr. Nicoll said that he asked and the Arlington County Board agreed to include in this modification of Condition 49 a requirement that eleven parking spaces in 1800 Wilson’s garage set aside for retail use be available to this restaurant’s patrons free of charge. Mr. Nicoll said he told the County Board that CVIII felt that no modification of Condition 49 would be best, but CVIII’s Board decided not to oppose this modification because the strength of the conditions in the version of Holladay’s request for a modification of Condition 49 being considered at that meeting constituted a permanent guarantee that there would be off-site parking for a restaurant with more than forty-two seats at 1800 Wilson.
2000 Wilson: Mr. Nicoll told the Board that a site plan for 2000 Wilson, a condominium to be built on land currently occupied by Dr. Dremo and Taco Bell, was also approved at the 26 February 2007 Arlington County Board meeting. Mr. Nicoll told the Board that there was no change in Condition 52 of the site plan for 2000 Wilson. Condition 52 gives residents of Colonial Village preferences to lease twelve parking spaces in the visitor’s section of 2000 Wilson’s garage and limited overnight use of the retail section of 2000 Wilson’s garage.
Wilson School: Mr. Haley updated the Board on the Arlington County Public School System’s proposal to sell the Wilson School located at the intersection of Wilson Blvd. and N. Quinn St. and the efforts of the North Rosslyn and the Radnor/Fort Myer Heights Civic Associations to preserve the Wilson School Building and the open space on its site by asking the Arlington County Historic Affairs and Landmark Review Board (HALRB) to designate the school a historic site.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
February Financial Update: After making allowances for errors and omissions in the February income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $4,601.04 as of the end of February 2006. Details of the February financial report are available for unit owner review at the CVIII office.
Maintenance: Mr. Kiman said there had been no unusual maintenance problems during the last month.
Pending Business:
Replacement Roofs: Mr. McPherson informed the Board that Pioneer Roofing had installed Sarnafil membranes on the roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Masonry repairs, which included replacing missing bricks, tuck pointing where necessary, and replacing the wash-cap on the “Dental” courses of decorative brickwork immediately below parapets, still had to be done. Installing new copper caps on the parapets, scuppers and downspouts also remained to be done. Mr. McPherson told the Board that he, Mr. White and Mr. Kiman would make sure these remaining phases of replacing these three roofs were done correctly.
Masonry Renovations: Mr. McPherson informed the Board that Mr. Douglas White of Thomas Downey, Ltd., the consulting engineering firm hired by CVIII to act as project manger for masonry renovations, had obtained proposals from four firms to renovate portions of the masonry on the north and west exterior sides of Building Four. These bids were: Culbertson, $78,591; Consolidated Waterproofing, $82,171; Commercial Waterproofing, $86,750; and Historic Restoration, $149,400. In a letter accompanying these proposals, Mr. White recommended that CVIII accept Culbertson’s proposal because it was the low bid and “they have always done good work.” Members of the Board expressed concerns about the firmness of these bids. Mr. McPherson said that each bid contained a $5,000 allowance for unexpected work and he did not expect much difference between prices specified in these firms’ proposals and their final bills. After discussion, Mr. Nicoll moved that the Board accept Culbertson’s proposal of $78,591 to renovate portions of Building Four’s brickwork. Mr. Haley seconded this motion, and it was approved unanimously. Mr. McPherson recommended and the Board agreed to start this project by the beginning of May assuming Culbertson had a crew that was available at the time. To make sure that residents of Building Four received advanced notice of the noise and dust pollution generated by these masonry renovations, Mr. McPherson and the Board agreed that notices of this work be mailed to them, hung on their door knobs and posted on their common area bulletin Boards.
Verizon Fiber-Optic Licensing Agreement: Mr. McPherson told the Board that Daniel Streich, a lawyer with CVIII’s law firm, Chadwick, Washington, had rewritten Verizon’s proposed licensing agreement so that it would only authorize Verizon’s engineering staff to determine how close to individual units fiber optic cable could be installed in CVIII’s common areas without actually entering units. Mr. McPherson said that he had forwarded Mr. Streich’s revision of this proposed licensing agreement to Verizon’s legal department, but he had not received a response from Verizon as of the start of this meeting. The Board reviewed Mr. Streich’s revision of this agreement and asked Mr. McPherson to provide it with Verizon’s comments on it as he received them. Members of the Board would then forward their questions and comments on Verizon’s response to Mr. Streich’s draft so that a final draft of this licensing agreement would be ready for the Board to vote on at its April meeting.
Landscaping: The Board approved a landscaping committee proposal to spend approximately $400 to have McFall and Berry supply and install annual flowers around each of the seven pear trees in front of 1737 Queens Ln.
Storm Drainage: The Board asked Mr. McPherson for an update on the status of a contract CVIII had signed in 2006 with Somerset Landscaping to construct a fifty-four cubic foot drywell in front of 1735 N. Rhodes St. to help manage storm drainage from this building’s roof. Mr. McPherson said that Somerset had constructed a twenty-seven cubic foot drywell, only half the specified capacity, at this location. Mr. McPherson said that he expected Somerset to return to CVIII to complete this project within the next several months.
Meter Bank Housing: The Board asked Mr. McPherson for an update on its request for a report from a licensed electrician on the state of repair of the metal box that houses the electric meters and main circuit breakers serving units in 1813 N. Rhodes St. Mr. McPherson told the Board that CVII was having an electrician inspect all such boxes on its property and he could have this electrician inspect 1813 Rhodes’ meter bank for about $200 if so authorized by the Board. The Board gave him this authorization.
Security Lighting: The Board reviewed a proposal from Contemporary Electric Services, Inc. to install one double-floodlight fixture with motion sensor near the top of the southeast corner of 1805 N. Rhodes St. and one double-floodlight fixture with motion sensor near the top of the southwest corner of 1804 Queens Ln. for a total of $1800 to deter peeping tom incidents and other illegal activity in the courtyard behind these buildings. Mr. Nicoll moved that the Board approve Contemporary’s proposal to install these floodlights with motion sensors. Mr. McGregor seconded this motion, and it was approve unanimously. The Board noted that the installation of these floodlights required the approval of Arlington County’s Historic Affairs and Landmark Review Board (HALRB). Mr. Gerrity agreed to submit an application to install these lamps to the HALRB.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and the Board and Mr. McPherson convene in executive session for the purpose of discussing delinquent assessments and due process procedure with respect to the enforcement of CVIII’s Bylaws and Rules and Regulations. Ms. Concelman seconded this motion, and it was approved unanimously at 8:15 P.M. Mr. Kiman joined the executive session at 8:25 P.M. at which time the Board, Mr. Kiman and Mr. McPherson discussed personnel matters.
April 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Monday, 16 April 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 8:45 P.M.
April 16, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:58 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. CVIII unit owner Donna Lee; maintenance engineer Stan Kiman; and association manager David McPherson were also present at that time. CVIII unit owner Seth Cavanaugh arrived shortly after the beginning 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 19 March 2007 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Mr. Cavanaugh, resident owner of unit #210 at 1808 N. Queens Ln., told the Board that his unit and the other three first floor units in his building experienced flooding to varying degrees during a heavy rainstorm early in the morning of Wednesday, April 4th. Mr. Cavanaugh said that there was extensive damage to the wooden flooring and ceiling tiles in his unit and a wall needed to be repainted. Mr. Cavanaugh said he was working with Mr. McPherson and Mr. Kiman to find a contractor who would do a satisfactory job at a reasonable price replacing damaged flooring in his unit. He said he was not unhappy with CVIII’s efforts: he just wanted to make sure that things got done and this flooding would not happen again. Mr. Kiman said that water entered these four units through the condensate lines serving the air handlers for their heat pumps. Mr. Kiman said that these condensate lines were connected to the storm drainage system serving 1808 Queens Lane and a blockage, the cause of which he could not identify, somewhere downstream in the system of drainage pipes caused storm runoff to backup through these condensate lines. Mr. Kiman said that he had disconnected these condensate lines from CVIII’s storm drainage system and this should eliminate the latter as a source of flooding in the future. (Mr. Kiman warned Mr. Cavanaugh that his condensate line could be blocked by an accumulation of dust or other debris washed from his condensate pan. This could lead to minor flooding. Mr. Kiman advised Mr. Cavanaugh to have a qualified technician service his heat pump system on a regular basis to prevent this from happening.) Mr. Kiman told the Board that he was repairing water damage to the other three first floor units in this building and their owners and residents seemed satisfied with his progress. Mr. McPherson told the Board that he had not yet filed a claim with State Farm for the cost of repairs to these four units, and he recommended not filing such a claim until expenses exceed $5,000 in order to avoid premium increases.
Correspondence from Owners: No correspondence was received from owners during the past month.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
March Financial Update: After making allowances for errors and omissions in the March income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $10,082.44 as of the end of March 2007. Details of the March financial report are available for unit owner review at the CVIII office.
Maintenance: Mr. Kiman said most of his work hours during the last month were spent dealing with water damage to the first four floor units at 1808 Queens Ln.
Pending Business:
Replacement Roofs: The Board asked Mr. McPherson for an update on the installation of replacement roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson told the Board that Pioneer Roofing had installed Sarnafil membranes on the roofs of these three buildings. However, Pioneer, without informing Mr. McPherson, installed the wrong size copper caps on the parapet copings of these buildings in order to conceal an open joint between courses of bricks. Mr. McPherson told the Board that Pioneer had complied with an order from Arlington County’s Historic Preservation Division and installed the correct size copper caps, but Pioneer was asking for a “change-order”, which would require an additional payment, to tuck point this open joint. Mr. McPherson told the Board that Arlington County’s Historic Preservation Division had informed Pioneer that it had used the wrong color mortar to replace the wash-cap on the “dental” courses of decorative brickwork immediately below these buildings’ parapets and it directed Pioneer to correct this situation, but Pioneer had not done so as of this meeting’s date. Mr. Kiman told the Board that Pioneer had not installed new copper caps on twenty feet of parapet at 1728 Queens Ln. and ten feet of parapet at 1813 N. Rhodes St. Mr. McPherson said that he had told Pioneer it was his position that tuck pointing open joints, the right color of mortar for wash caps, and the thirty feet of copper capping pointed out by Mr. Kiman were all covered by the original contract and change-orders were not warranted. After discussion, Mr. McGregor moved that the Board support Mr. McPherson’s position that Pioneer was obligated under the terms of its existing contract with CVIII to complete outstanding mortar work and copper capping at no additional expense to CVIII. Ms. Concelman seconded this motion, and it was approved unanimously.
Masonry Renovations: The Board asked Mr. McPherson for a status report on the masonry renovation project it had approved at its March meeting. Mr. McPherson said that he and Mr. Douglas White of Thomas Downey, Ltd., the engineering firm hired by CVIII to manage this project, were preparing a detailed contract based on American Institute of Architects specifications for tuck pointing and related masonry renovations. Mr. McPherson said that he expected to have this contract ready to be signed within two weeks. Mr. McPherson said that Culbertson, the firm awarded this project, would have a crew available to begin work at CVIII as soon as this contract was signed. The Board asked Mr. McPherson to make sure that residents and owners units in Building Four receive advance notice of the noise and dust pollution generated by these masonry renovations. Mr. McPherson said that notices of this work would be mailed to them, hung on their door knobs and posted on their common area bulletin Boards at least two weeks before work began.
Due Process Resolution: Mr. McPherson and the Board continued consideration (begun at its February meeting) of adopting a formal procedure to ensure due process in adjudicating violations of CVIII’s Bylaws and CVIII’s Rules and Regulations. This procedure was spelled out in a draft document titled Due Process Resolution prepared by Mr. Daniel Streich, a lawyer with CVIII’s law firm, Chadwick, Washington. It included detailed descriptions of procedural steps, samples letters for complaints, requests for compliance, hearing notices, and assessment of charges. Mr. McPherson noted the Board’s concerns about creating a complicated and cumbersome process. He said that in most cases it would not be necessary to resort to this procedure to enforce CVIII’s Bylaws and Rules and Regulations, but situations would arise when it would be very helpful to have it available. To discourage frivolous or petty use of this process, Mr. McPherson suggested requiring that there be at least two complaints within a six month period and those making complaints must agree to appear at hearings before resorting to this procedure. Mr. Gerrity moved that CVIII adopt this resolution as a procedure for enforcing CVIII’s Bylaws and CVIII’s Rules and Regulations. Mr. Haley seconded this motion. Mr. Gerrity and Mr. Haley voted aye; Mr. McGregor and Ms. Concelman voted nay; Mr. Nicoll abstained; and the motion failed to carry. Mr. McGregor, Ms. Concelman and Mr. Nicoll said that they were concerned that this procedure would allow an owner or tenant to force the Board to hold hearings on a petty or specious complaint. Mr. Gerrity and Mr. Haley said they were sympathetic with their fellow Board members’ concern about abuse of this procedure, but because what constitutes “petty or specious” could be a matter of perspective and as a good faith gesture to their fellow owners, the Board should be prepared to work through such problems. After discussion, the Board asked and Mr. McPherson agreed to ask Mr. Streich to insert language in his proposed Due Process Resolution giving the Board sole authority to make decisions to hold hearings on complaints with respect to CVIII’s Bylaws and CVIII’s Rules and Regulations.
Verizon Fiber-Optic Licensing Agreement: Mr. McPherson and the Board reviewed the second draft of a proposed licensing agreement that would grant Verizon authority to survey CVIII’s various buildings for ways to install fiber-optic cable in CVIII’s common areas without entering units and, subject to the approval of HALRB and CVIII’s Board, then install this fiber-optic cable. Mr. McPherson told the Board that both CVIII and Verizon’s lawyers had approved this second draft. Mr. McPherson pointed out language in this second draft that clearly stated that this licensing agreement only covered common areas of CVIII and unit owners had sole authority to allow Verizon to install this fiber optic cable inside their units. Mr. McPherson said the Verizon was interested in holding a “town-hall” meeting for Colonial Village to explain the system and the FiOS package of services it would make available. Mr. McPherson said that Verizon also wanted to use this meeting to ask unit owners for permission to wire and pre-position some equipment in their units at no charge at the same time it was wiring CVIII’s common areas. A unit owner’s decision to allow Verizon to wire their units and pre-position equipment would not commit that unit owner to subscribing to any of the services available through this cable. After discussion, Mr. McGregor moved that the Board approve a licensing agreement with Verizon to wire the common areas of CVIII with fiber-optic cable. Mr. Haley seconded this motion, and it was approved unanimously.
New Business:
Carpet Cleaning: Mr. McPherson brought to the Board’s attention a bid of $1,700 from Clean Machine to clean common hallway carpets and treat them with Teflon. After discussion, Mr. Nicoll moved that the Board accept Clean Machine’s bid of $1,700 to clean and treat with Teflon carpeting in CVIII’s twenty-eight common hallways. Ms. Concelman seconded this motion, and it was approve unanimously.
Window Cleaning: The Board discussed the best dates to schedule cleaning the exterior of unit windows given masonry renovations at Building Four and deferred a decision until its May meeting.
Recycling: Mr. McPherson told the Board that he had been advised by CVIII’s trash service, Thompson Hauling, that the barrels for recycling material in CVIII’s trash rooms were regularly being contaminated with non-recyclable material, often badly enough that everything in these barrels was disposed of with regular trash. After discussion, the Board decided that it had to do a better job educating CVIII’s residents on recycling.
Executive Session: The Board did not hold an executive session at this meeting.
May 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Monday, 14 May 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 8:45 P.M.
May 14, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:01 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. CVIII 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. Nicoll moved that the minutes of the 16 April 2007 Board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: Mr. Reizes informed the Board that he continued to be troubled by aggressive behavior on the part of some dogs belonging to residents of CVIII. These dogs were allowed to run unleashed in common areas of CVIII, and they acted in threatening ways toward Mr. Reizes and his dog. Mr. Reizes reviewed his efforts dating back to January 2006 to get Mr. McPherson and the Board to correct this problem. He reminded the Board that it had asked Mr. McPherson to arrange a meeting with the Animal Welfare League of Arlington (AWLA) and Mr. Reizes to request the AWLA to enforce the Arlington County’s leash ordinance in common areas of CVIII. No such meeting was ever arranged. Mr. Reizes said that he contacted the AWLA on his own and learned the AWLA did not have the authority to enforce the county’s leash ordinance on private property. He advised the Board that he was very close to hiring a lawyer and going to court to make the Board enforce CVIII’s Bylaws. The Board asked Mr. Reizes to identify the dogs that were bothering him. Mr. Reizes mentioned several dogs, and singled out one dog, a rottweiler owned by a tenant living at 1800 Queens Lane, saying that if the Board could get this one dog under control then his concerns would be for the most part satisfied. Mr. McPherson told the Board that the rottweiler’s owner had already been asked to comply with the leash requirement in CVIII’s Bylaws. After discussion, the Board asked and Mr. McPherson agreed to advise in writing the owner of the rottweiler: (i) CVIII’s Bylaws gave the Board the authority to make a unit owner evict their tenant because the tenant was violating CVIII’s Bylaws and Rules and Regulations; and (ii) if the Board received further complaints that their rottweiler was not controlled by a leash while present in a common area, then the Board could require their unit’s owner to evict them.
Correspondence from Owners: M.E. Ashe, a resident owner at 1735 N. Rhodes St., emailed the Board asking about the status of a flagstone walkway in front of her building. The Board noted that it had approved a contract with Somerset Landscaping to build this walkway and the Arlington County Historic Affairs and Landmark Review Board (HALRB) had approved its installation six months ago. Mr. McPherson said he would try to get Somerset started on this project as soon as possible.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
April Financial Update: After making allowances for errors and omissions in the April income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $992.39 as of the end of April 2006. Details of the April financial report are available for unit owner review at the CVIII management office.
Maintenance: Mr. Kiman said most of his work hours during the last month were spent dealing with repairs of water damage to the four first-floor units at 1808 Queens Ln.
Pending Business:
Replacement Roofs: The Board asked Mr. McPherson for an update on the installation of replacement roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson told the Board that Sarnafil had inspected the installation of its membranes on the roofs of these three buildings, and it had given CVIII a twenty year warranty on them. However, Pioneer still had not tuck-pointed open joints between courses of bricks on these building’s parapets. Nor had Pioneer replaced the wrong color mortar it used for wash-caps on the “dental” courses of decorative brickwork immediately below these buildings’ parapets. Mr. McPherson told the Board that Pioneer had had sufficient time to complete this mortar work, but because it had not, he considered Pioneer in default on its contract with CVIII for this project. Mr. McPherson told the Board the CVIII’s contract with Pioneer specified a fee of $162,302 to replace these three roofs. Pioneer had received payments totaling $154,000 as of the date of this meeting. Mr. McPherson said $8,302 had not yet been paid to Pioneer, and this $8,302 could be used to pay another contractor to complete this mortar work. After discussion, the Board directed Mr. McPherson not to pay any of this $8,302 to Pioneer until it completed this mortar work and if Pioneer did not complete this work in the very near future, he should get bids from other contractors to finish the job.
Masonry Renovations: The Board asked Mr. McPherson for a status report on the masonry renovation project it had approved at its April meeting. Mr. McPherson said that he and Mr. Douglas White of Thomas Downey, Ltd., the engineering firm hired by CVIII to mange this project, had prepared a detailed contract based on American Institute of Architects specifications for tuck pointing and related masonry renovations, and a signed copy of this contract had been sent to Culbertson, the firm awarded this project. The Board asked Mr. McPherson to make sure that residents and owners units in Building Four receive advance notice of the noise and dust pollution generated by these masonry renovations. Mr. McPherson said that notices of this work will be mailed to them, hung on their door knobs and posted on their common area bulletin Boards at least two weeks before work began.
Due Process Resolution: The Board asked Mr. McPherson if Mr. Daniel Streich, a lawyer with CVIII’s law firm, Chadwick, Washington, had provided a revised draft of his proposed Due Process Resolution that contained language giving the Board sole authority to make decisions to hold hearings on complaints with respect to CVIII’s Bylaws and CVIII’s Rules and Regulations. Mr. McPherson said he expected to receive a draft of this resolution that contained such language for the Board’s consideration at its June meeting.
Verizon Fiber-Optic Licensing Agreement: Mr. McPherson told the Board Verizon had been sent a signed copy of a licensing agreement that granted Verizon authority to survey CVIII’s various buildings for ways to install fiber-optic cable in CVIII’s common areas without entering units and, subject to the approval of HALRB and CVIII’s Board, then install this fiber-optic cable. Mr. McPherson told the Board that neither Verizon nor any of its subcontractors had contacted him about beginning this project as of the date of the Board’s current meeting.
Security Lighting: Mr. Gerrity informed the Board that the Design Review Committee had approved CVIII’s application for a Certificate of Appropriateness (CoA) to install one double-floodlight fixture with motion sensor near the top of the southeast corner of 1805 N. Rhodes St. and one double-floodlight fixture with motion sensor near the top of the southwest corner of 1804 Queens Ln. Mr. Gerrity said CVIII’s application was on the consent agenda of the May 16th HALRB meeting and he was confident Contemporary Electric could begin installation of these lamps on May 17th.
Water Damage at 1800 Queens Ln.: Mr. McPherson informed the Board that a contractor was currently replacing damaged wooden flooring in unit #210 at 1808 N. Queens Ln., and repairs to the other three first floor units in this building had been completed to the satisfaction of their owners. Mr. McPherson said that the cost of repairs to these four units would total about $9,500. Mr. McPherson advised the Board that State Farm, CVIII’s insurance company, was unlikely to honor a claim for this $9,500 because CVIII’s pro-active response to repairing water damage to these four units prevented State Farm from following its normal verification and remediation procedures. The Board told Mr. McPherson to charge whatever portion of the cost of repairing this flood damage State Farm would not pay to account #65100- “Insurance Claims Expense.”
New Business:
Termites: Mr. McPherson informed the Board that a mud track similar to the type used by termites to migrate had been found on a masonry wall in the laundry room in 1808 Queens Ln. A representative of American Pest Management (APM) confirmed the presence of termites in this track, and APM subsequently proposed installing the Sentricon colony elimination system at 1800, 1804, 1808, 1812, and 1816 Queens Ln for $3,500 with a $595 annual service fee for the third and fourth years of a four-year contact. The Board asked if APM’s representative had looked for evidence of termites anywhere else in Building Four. Mr. Kiman said that APM’s representative had not. Mr. Kiman told the Board that he himself had seen no evidence of termites elsewhere in Building Four. After discussion, the Board asked and Mr. McPherson agreed to get competitive bids for the Sentricon bait system and, if available, similar bait systems manufactured by other companies. Mr. McPherson also agreed to obtain multiple bids for the conventional barrier system for controlling termites. The Board emphasized its desire that these bids be based on thorough inspections of CVIII’s buildings.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and the Board, Mr. Kiman and Mr. McPherson convene in executive session for the purpose of discussing personnel matters. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:05 P.M.
June 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Monday, 11 June 2007, 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 8:10 P.M.
June 11, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:02 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice-president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. CVIII unit owners Mary Ellen Ashe and Susan Palmore; 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 14 May 2007 Board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Mary Ellen Ashe and Susan Palmore, resident owners respectively of units #241 and #242 at 1737 N. Rhodes St, provided the Board with a detailed description, replete with photographs, of the poor condition of the lawn in front of their building. They said a past resident of their building who allowed her dog to urinate in the same area every day was responsible for this damage. The Board noted that inadequate attempts to deal with storm drainage and residents using this lawn as shortcuts to the parking lot and trash and laundry rooms also contributed to this problem. Ms. Ashe and Ms. Palmore asked that the lawn in front of their building be renovated. They also asked about the status of a proposal to build a flagstone walkway in front of their building that had been approved by CVIII’s Board and the Arlington County Historic Affairs and Landmark Review Board (HALRB) six months ago Mr. McPherson said that Somerset Landscaping would be installing this walkway within the next few days, and he would have them prep the soil and lay sod as needed to repair the lawn in front of this building at that time.
Correspondence from Owners:
Condensate Line: The Board and Mr. McPherson reviewed a lengthy exchange of email between Mr. McPherson and Robert Vandermark, a resident owner at 1829 Wilson Blvd., concerning a tapping noise that seemed to originate in the condensate line serving the air handler for Mr. Vandermark’s heat pump and a potential blockage of that condensate line. Mr. McPherson and Mr. Kiman told the Board that a repair had been made that eliminated the tapping sound. Mr. McPherson told the Board that Mr. Kiman and several qualified technicians had examined the condensate line serving Mr. Vandermark’s heat pump and they had found no convincing evidence of a blockage in this line. Mr. McPherson told the Board that he considered the question of a blockage in this condensate line closed, and he had decided not to spend any additional time on this matter. After discussion, the Board endorsed this decision and thanked Mr. McPherson and Mr. Kiman for the time they had spent on this issue. Pets: The Board reviewed email from David Schmidt, a resident owner at 1728 Queens Ln., who suggested a pet tax as a way to recoup the costs of repairing damage done to CVIII’s landscaping by dogs. After discussion, the Board decided not act on this suggestion because of equity and enforcement issues. The Board reviewed email from Dan Barrett, a resident owner at 1737 Queens Ln., asking permission to keep two cats as pets in their unit. After discussion, the Board decided not to approve this request.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
May Financial Update: After making allowances for errors and omissions in the May income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $5,307 as of the end of May 2007. Details of the May financial report are available for unit owner review at the CVIII management office.
Maintenance: Mr. Kiman told the Board there had been no unusual maintenance problems during the past month.
Pending Business:
Replacement Roofs: The Board asked Mr. McPherson for an update on the installation of replacement roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson told the Board that Sarnafil had issued CVIII a twenty-year warranty for the membranes and flashing Pioneer Roofing had installed on these three roofs. Mr. McPherson said Pioneer still had not completed masonry work associated with replacing these roofs. This masonry work included tuck-pointing open joints between courses of bricks on these building’s parapets and replacing the wrong color mortar used for wash-caps on the “dentil” courses of decorative brickwork immediately below these buildings’ parapets. Mr. McPherson told the Board that more than thirty days had passed since Pioneer had stopped working on this project, and, while he would continue his efforts to get Pioneer to fulfill its contractual obligations to CVIII, he considered Pioneer in default on its contract with CVIII for these roofs. The Board asked and Mr. McPherson agreed to consult with CVIII’s law firm, Chadwick, Washington, before declaring a breach of contract by Pioneer. The Board asked and Mr. McPherson agreed to work with Arlington County Historic Preservation staff in attempting to get Pioneer to complete this project The Board and Mr. McPherson discussed having the Culbertson Company complete this masonry work.
Masonry Renovations: The Board asked Mr. McPherson for a status report on the masonry renovations it had approved for Building Four at its May meeting. Mr. McPherson said that he had scheduled a meeting with representatives of the Culbertson Company for Wednesday, June 13th, to review final details and set a start date for this project. Mr. Gerrity was asked and agreed to represent the Board at that meeting. The Board asked Mr. McPherson to make sure that residents and owners units in Building Four receive advance notice of the noise and dust pollution generated by these masonry renovations. Mr. McPherson said that notices of this work be mailed to them, hung on their door knobs and posted on their common area bulletin Boards at least two weeks before work began.
Due Process Resolution:
Mr. McPherson and the Board reviewed a revised draft of a Due Process Resolution prepared by Mr. Daniel Streich, a lawyer with CVIII’s law firm, Chadwick, Washington. This draft contained language giving the Board sole authority to make decisions to hold hearings on complaints with respect to CVIII’s Bylaws and CVIII’s Rules and Regulations. Mr. Gerrity moved that the Board adopt this Due Process Resolution. Mr. Haley, seconded this motion and it was approved unanimously
Verizon Fiber-Optic Licensing Agreement: The Board asked Mr. McPherson for a status report on a licensing agreement with Verizon it approved at its 16 April 2007 meeting This agreement authorized Verizon to survey CVIII’s various buildings for ways to install fiber-optic cable in CVIII’s common areas without entering units and, subject to the approval of the HALRB and CVIII’s Board, then install this fiber-optic cable. Mr. McPherson told the Board that Mr. Gerrityand Mr. Kiman had met with representatives of Verizon and inspected CVIII’s buildings for ways to route fiber optic cable through common areas up to but not into units. Verizon also inspected a unit for ways to route cable and places to install related equipment inside a unit. Mr. McPherson said that as soon as he received a proposal from Verizon on how it would install fiber optic cable in buildings and units he would forward it to the Board.
Security Lighting: Mr. McPherson informed the Board that Contemporary Electric had successfully installed double-floodlight fixtures with motion sensors near the top of the southeast corner of 1805 N. Rhodes St. and the top of the southwest corner of 1804 Queens Ln.
Water Damage at 1800 Queens Ln.: Mr. McPherson informed the Board that repair of flood damage to the four first floor units in this building had been completed to the satisfaction of their owners. Mr. McPherson said that the cost of repairs to these four units totaled about $9,500. Mr. McPherson advised the Board that State Farm, CVIII’s insurance company, would not honor a claim for this $9,500 because CVIII’s pro-active response to repairing water damage to these four units prevented State Farm from following its normal verification and remediation procedures. The Board asked and Mr. McPherson agreed to charge all costs associated with repairing this flood damage to account #65100- “Insurance Claims Expense.”
Termites: Mr. Gerrity and Mr. Kiman told the Board that they had inspected the crawl space under 1808 N. Queens Ln. and found the ground there was completely dry and not the sort of environment termites found inviting. They found that there was no longer termite activity in the mud track on the laundry room wall in 1808 Queens Ln and there were no mud tracks on crawl space walls. They noted that there were numerous pieces of scrap lumber lying on the ground in the crawl space and none showed any indication of termite activity. Mr. Gerrity and Mr. Kiman said they had examined the exterior wooden hatches for this crawl space and found them termite free. After discussion, Mr. Nicoll moved that the Board authorize Mr. McPherson to secure the services of a qualified termite inspector to make a thorough examination of CVIII’s buildings for termites and provide the Board with photographic evidence of any termite problems they found. Mr. Gerrity seconded this motion, and it was approved unanimously. The Board asked and Mr. McPherson agreed that if termites were found in CVIII after this inspection he would obtain multiple bids to eliminate them.
New Business:
Bulk Trash Expense: Mr. Haley told the Board that 40% to 50% of the cost of trash service in recent months appeared to be for special pickups to remove bulk items such as furniture and debris from renovations left by residents in CVIII’s trash rooms. Mr. McPherson said the other Colonial Village communities were experiencing similar problems. After discussion, the Board decided to address this problem by continuing efforts to educate CVIII’s residents. The Board authorized Mr. McPherson to charge residents who had been observed putting bulk items in CVIII’s trash rooms for the cost of removing them.
2008 Budget: Mr. Nicoll asked and Mr. McPherson agreed to prepare a first draft of CVIII’s budget for 2008 for the Board’s review at its July meeting.
Executive Session: The Board did not have an executive session at this meeting.
July 2007 Board of Directors Meeting: The next Board meeting is scheduled for 6:30 P.M. on Monday, 30 July 2007, 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 8:20 P.M.
July 30, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:40 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; vice-president; Kevin Haley, treasurer; and Dennis Gerrity, secretary, answered present. CVIII unit owners Mahmoud Ghannam, Donna Lee, Larry Poe and Karen Woo were 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 11 June 2007 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Customer Service: Ms. Woo asked members the Board if they had an opportunity to review her June 28th letter of complaint about repeated incidents of poor customer service she had experienced on the part of CMI staff when conducting business at the Key Blvd. management office. The Board told Ms. Woo they had read her letter. Mr. McPherson told Ms. Woo and the Board that he had addressed this issue and he was sure there would be no further problems of this nature. Advertising Flyers: Residents told the Board they were concerned that advertising flyers left at their units’ doors were tip-offs to potential burglars that no one was at home. Mr. Kiman said that “No Soliciting” decals were on the lower right hand corner glass pane of every CVIII building entry door. Mr. McPherson asked residents to bring these flyers to him, and he would contact the firms responsible and threaten them with legal proceedings for trespass (and follow through on his threats) if they continued to distribute their flyers door-to-door in CVIII. Email Distribution of Board Meeting Minutes: Mr. Ghannam told the Board that he found it more convenient to have Board meeting agendas and minutes and CVIII’s newsletter emailed to him than going to CVIII’s website for these documents. Mr. Ghannam asked and Mr. Gerrity agreed to resume email distribution of this information.
Correspondence from Owners:
The Board reviewed correspondence dealing with a complaint about loud and vulgar behavior on the part of a resident of 1736 Queens Ln. and his guests during the early morning hours of June 21st.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
June Financial Update: After making allowances for errors and omissions in the June income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of $11,106 as of the end of June 2007. Details of the June financial report are available for unit owner review at the CVIII management office.
Maintenance: Mr. Kiman told the Board there had been no unusual maintenance problems during the past month.
Pending Business:
Replacement Roofs: The Board asked Mr. McPherson for an update on the installation of replacement roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson told the Board that the new roofs had been installed, but some masonry work associated with replacing these roofs had been not completed because Pioneer Roofing claimed that its contract with CVIII did not cover this work. Mr. McPherson told the Board that Pioneer was asking for an additional $4,200 to complete this masonry work. A review of this contract by the Board found that Pioneer’s claim appeared to be correct. After further discussion, Mr. Gerrity moved that the Board approve a change-order to have Pioneer tuck-point open joints between courses of bricks on these building’s parapets for the sum of $4,200. Mr. Nicoll seconded this motion, and it was approved unanimously. The Board asked and Mr. McPherson agreed to negotiate a reduction in this $4,200 because Culbertson was replacing the wash caps for corbelling at 1813 and 1821 Rhodes that were covered by Pioneer’s contract with CVIII.
Masonry Renovations: The Board asked Mr. McPherson for a status report on masonry renovations in progress at Building Four. Mr. McPherson said that he expected the contractor, the Culbertson Company of Virginia, to finish grinding out old mortar by Friday, August 3rd. Mr. McPherson said that problems with the type of tool used to point up the new mortar and the depth new mortar should be recessed from the brick face had been resolved, but he had put a hold on pointing up new mortar until Culbertson had gotten the color of the replacement mortar to match existing mortar. In discussion, members of the Board noted that finding the right color for the replacement mortar was difficult because the existing mortar on a given section of wall from coping to ground level was often three or four different colors, running from yellow to gray. The Board encouraged Mr. McPherson to work with Culbertson to get the color of the new mortar right because CVIII would have to live with the appearance of these masonry renovations for the next seventy years. The Board agreed to get Arlington Historic Preservation staff involved the new if Mr. McPherson and Culbertson reached an impasse on the mortar color issue. Mr. McPherson said that new mortar already pointed up on the walls of 1808 and 1816 Queens Ln and 1817 Rhodes Street had to be replaced because (i) it was the wrong color; (ii) it had been struck with the wrong tool; and (iii) it was not recessed from the brick face. Mr. McPherson said that he would meet as soon as possible with representatives of Culbertson to work out how this would be done.
Verizon Fiber-Optic Licensing Agreement: Mr. McPherson told the Board that a structural engineer employed by Verizon had inspected CVIII buildings and determined that chases (passageways) existed within closet walls in CVIII units that would allow Verizon technicians to route fiber optic cable from crawl spaces to first and second floor units without having to drill holes in concrete floors. Mr. McPherson said it was his understanding that Verizon would need permission from first floor unit owners to use the chases in their closet walls to extend this cable to second floor units. Mr. McPherson asked the Board to approve an agreement authorizing Verizon to proceed with the installation of install fiber optic and related equipment in common areas of CVIII using these chases. In reviewing this agreement, the Board noted that it contained no language explicitly referring to chases within walls. The Board asked and Mr. McPherson agreed to have such language included in a second draft of this agreement. The Board asked and Mr. McPherson agreed to remind Verizon that the approval of the Arlington County Historical Affairs and Landmark Review Board (HALRB) is required for the installation of any equipment on the exteriors of CVIII’s buildings. HALRB permission is also required for any equipment installed on or in CVIII’s grounds. HALRB approval in all cases would require detailed information about the appearance, size, and location of such equipment.
Bulk Trash: Mr. McPherson told the Board that there seemed to be no let up in the quantity of bulk items such as furniture, tires, TVs, computer equipment, and debris from renovations residents left in CVIII’s trash rooms. Mr. McPherson said that most these items appeared in CVIII’s trash rooms toward the end of the month when tenants cleaned house as they moved out of CVIII. He said the other Colonial Village communities had the same problem. Mr. McPherson told the Board that he had begun billing residents who had been observed putting bulk items in CVIII’s trash rooms for the cost of removing them, but CVIII continued to have to pay for frequent special pickups for these items by Thompson Hauling because there was no space in the trash rooms or elsewhere in basements to store these items without violating that Arlington County Fire Code. Mr. McPherson and the Board discussed experimenting with a “spring cleaning” weekend with a dumpster in the parking lot as a way of reducing this problem. The Board asked Mr. McPherson to continue his efforts to get the message across to residents that it was their responsibility to dispose of their bulk trash, not CVIII’s Owners Association, stressing that such items frequently blocked other residents’ access to the trash rooms and created fire code violations.
New Business:
Abandoned Bicycles: Mr. Haley asked what might be done about a large number of seemingly abandoned bicycles in CVIII’s two bicycle storage rooms and the regular storage rooms. Mr. Kiman said that CVIII’s past practice had been to hang a supply of durable tags just inside storage rooms doors and distribute a flyer to residents and owners saying: “Thirty days hence, any bicycle found without a tag with its owner’s name and unit number on it would be given away to charity.” Mr. McPherson said that he would follow past practice in dealing with this problem during the next several months.
Storage Room Fire Code Violations: Mr. Haley told the Board that there were large numbers of items left in storage room aisles and on top of storage cages in violation of the Arlington County Fire Code. Mr. McPherson said that he would distribute a notice warning residents to remove these items immediately or they would be thrown out in the trash.
Landscaping: The Board reviewed but took no action on proposals from McFall and Berry to remove and replace ten dead or dying Green Ash trees located along the north side of Building Four. The Board also discussed but took no action on proposals to remove and replace the White Pine trees on the north and south sides of CVIII’s parking lot. The Landscaping Committee explained to the Board that these pine trees were installed to screen units adjacent to the parking lot from the sight and sounds of motor vehicles. Unfortunately, as these pine trees mature, they will no longer serve the purpose for which they were planted because their crowns will thin out and they will lose their lower branches. The Landscaping Committee told the Board that it would be much cheaper to remove and replace these pine trees now while they are only 25 to 30 feet tall than when they mature, and are over 100 feet tall. The Board agreed to continue discussion of these tree projects at its August meeting and decide how it would proceed at its September meeting.
2008 Budget: Mr. McPherson reviewed a first draft of CVIII’s budget for 2008. After discussion, the Board asked and Mr. McPherson agreed to prepare a second draft of the 2008 budget that was based on realistic estimates of current and future repair and replacement costs for CVIII’s common and limited-common elements.
1716 Wilson Boulevard: Mr. Gerrity gave the Board a report on a Site Plan Review Committee (SPRC) meeting that considered requests for rezoning and a General Land Use Plan (GLUP) amendment to build “1716 Wilson Boulevard” –– a 114,000 sf office building proposed for a site bound by the 1700 blocks of Wilson and Clarendon Blvds. Three wooden structures and an auto repair shop currently occupy this site. The Wilson Blvd. side of this proposed building is five stories (eighty-one feet) high and the Clarendon Blvd. three stories (53 feet) tall. Its garage contains 248 parking spaces. Mr. Gerrity said that much this first SPRC meeting dealt with how well this proposal for 1716 Wilson met design guidelines for this site in the Rosslyn to Courthouse Urban Design Study. The architects for this project were asked to redesign the building’s exterior so that it appeared better connected to its neighbors. The architects were also asked to relocate the entrance to the building’s garage from Clarendon Blvd. to a new block of N. Quinn St. that will be located between 1800 Wilson and 1716 Wilson Mr. Gerrity said that public access to 1716 Wilson’s parking garage and other transportation issues were scheduled for discussion at future SPRC meetings.
Executive Session: The Board did not have an executive session at this meeting.
August 2007 Board of Directors Meeting: The next Board meeting is scheduled for 6:30 P.M. on Monday, 20 August 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 8:10 P.M.
August 20, 2007 CV III Board Meeting Minutes
Call toOrder; Mr. Nicoll brought the meeting to order at 6:42 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; and Cheryl Concelman, member at large, answered present. Association manager David McPherson arrived at 7:03 P.M.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the minutes of the 11 July 2007 Board meeting be approved without change. Mr. Gerrity seconded this motion, and it was approved with Mr. Nicoll, Mr. Haley and Mr. Gerrity voting aye and Mr. McGregor and Ms. Concelman abstaining because they were unable to attend this meeting.
Open Forum for CVIII Owners: No one was present to speak.
Correspondence from Owners: The Board reviewed an email from a resident of 1732 Queens Ln. asking that a damaged light fixture be repaired or replaced.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
July Financial Update: After making allowances for errors and omissions in the July income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of at least $13,276 as of the end of July 2007. Details of the July financial report are available for unit owner review at the CVIII management office.
Maintenance: Mr. Kiman did not attend this meeting.
Pending Business:
Replacement Roofs: The Board discussed the status of replacement roofs for 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. The Board noted that it had approved a $4,200 change order for tuck-pointing at its July 30th meeting, but this masonry work had not been done. The Board also noted that sections of the new copper caps installed by Pioneer Roofing on parapet copings had not been properly fastened together and also had not been properly fastened to parapets.
Masonry Renovations: The Board reviewed the status of masonry renovations in progress at Building Four and came to the conclusion that the contractor, the Culbertson Company of Virginia, would be finished tuck-pointing the north and west walls of Building Four specified in its contract with CVIII within two weeks. The Board noted that mortar Culbertson had installed on the west wall of 1816 Queens Ln. and the north wall of 1812 Queens Ln. would have to be replaced because (i) it was the wrong color; (ii) it had been struck with the wrong tool; and (iii) it was not recessed from the brick face. After discussion, members found themselves in agreement that Thomas Downey, Ltd. the firm hired as project manager for these masonry renovations, and CMI, CVIII’s property management firm, should reimburse CVIII for the $10,000 Culbertson requested to redo these two sections of wall because Thomas Downey and CMI failed to adequately supervise Culbertson when it originally did these walls. Mr. McGregor moved: (i) that the Board approve a change order authorizing Culbertson grind out and tuck-point for a second time the west wall of 1816 Queens Ln. and the north wall of 1812 Queens Ln. for $10,000; (2) that Mr. McPherson seek reimbursement of this $10,000 from Thomas Downey, Ltd. because the latter failed to adequately supervise Culbertson; and (3) if Thomas Downey failed to reimburse CVIII for this $10,000 then Mr. McPherson should seek reimbursement of this $10,000 from CMI because CMI failed to adequately supervise Thomas Downey. Mr. Gerrity seconded this motion, and it was approved unanimously
Verizon Fiber-Optic Licensing Agreement: After a lengthy discussion, Mr. Nicoll moved that the Board approve the “Verizon Final Design Checklist” for the installation of fiber optic cable and related equipment in common areas of CVIII subject to the following restrictions: (i) no molding or conduit shall be installed on the walls and ceilings of common hallways and building exterior walls; (ii) no equipment shall be installed on the exterior walls of CVIII’s buildings or the surface of CVIII’s grounds without the prior approval of the Arlington County Historical Affairs and Landmark Review Board (HALRB); (iii) individual unit owners are the only parties who have the right to give Verizon permission to install fiber optic cable, conduit and related equipment in their units. Mr. Haley seconded this motion, and it was approved unanimously. The Board asked and Mr. McPherson agreed to remind Verizon that the HALRB approval is required for the installation of any equipment on the exteriors of CVIII’s buildings and on the surface of CVIII’s grounds, and that HALRB approval in all cases would require detailed information about the appearance, size, and location of such equipment. The Board asked and Mr. McPherson agreed to find out from Verizon how and when it would approach individual unit owners for permission to install fiber optic cable and related equipment in their units and when it expected to begin and complete installation fiber optic cable and related equipment in CVIII. The Board told Mr. McPherson that it would like to see this project completed by 31 December 2007.
2008 Budget: The Board reviewed the second draft of CVIII’s budget for 2008 prepared by Mr. McPherson, which required a 3% increase in assessments to balance projected income and expenses for 2008. The Board expressed concern that CMI was not collecting all move-in fees owed to CVIII. Mr. McPherson told the Board that CMI was taking a more aggressive approach to collecting these fees. Mr. McPherson advised the Board that commercial self-service laundries in Arlington were charging at least $1.00 per load to wash and dry clothes. He suggested that CVIII increase the 75-cent fee per load it was currently charging to $1.00. The Board chose not to act on this proposition. Mr. McPherson suggested that the Board consider employing a professional investment manager to maximize the returns on its investments. Members of the Board questioned the need for this given that CVIII was restricted by its By-laws and the Virginia Condominium Act to investing in short term government securities and bank accounts and certificates insured by the FDIC. Members of the Board also questioned whether Mr. McPherson’s suggestion amounted to asking CVIII to pay someone for work it was already paying CMI to do. The Board asked and Mr. Haley agreed to investigate this matter in greater detail. After further discussion, the Board gave an informal approval to the second draft of Mr. McPherson’s 2008 budget for CVIII. The Board noted that a formal vote on this budget would be taken at CVIII’s 2007 annual meeting on 22 October 2007.
Landscaping: After discussion, Mr. Haley moved that the Board approve proposals by McFall & Berry for the following: (i) remove nine dead or dying Green Ash trees on the north side of Building Four and one Flowering Dogwood in decline adjacent to 1829 Wilson Blvd., grind all stumps, and replace these trees with ten Kousa Dogwoods, four Star Magnolias and one White Natchez Crape Myrtle for a total of $9,289; (ii) install three pallets of sod along the north side of Building Four to control soil erosion for $1,575; (iii) remove dead limbs from an oak tree in front of 1732 Queens Ln. and a maple in front of 1735 Rhodes St. and reduce the crown of a pear tree in front of 1728 Queens Ln. for a total of $1,240. Mr. Nicoll seconded this motion, and it was approved unanimously. The Board also discussed but took no action on proposals to remove and replace the White Pine trees on the north and south sides of CVIII’s parking lot to be done respectively in the spring of 2008 and the spring of 2009.
1716 Wilson Boulevard: Mr. Gerrity provided the Board with a report on the second Site Plan Review Committee (SPRC) meeting on “1716 Wilson Boulevard” –– a 114,000 sf office building proposed for a site bound by the 1700 blocks of Wilson and Clarendon Blvds, which will have a garage containing 248 parking spaces. Mr. Gerrity said that the design of the building had been modified so that the entrance to the building’s garage had been relocated from Clarendon Blvd. to a new block of N. Quinn St. between 1800 Wilson and 1716 Wilson, but other changes requested by the SPRC were still in the process of being made. He told the Board that the developer had agreed to meet with representatives of Colonial Village prior to a third SPRC meeting on 1716 Wilson scheduled for mid-September to address Colonial Village’s concerns about the impact of this building on neighborhood parking after 6:00 P.M.
New Business:
Storm Drainage: Mr. Haley informed the Board that a new downspout, which had been installed on the north side of 1817 Rhodes when the roof at this address had been replaced earlier this year, was allowing rainwater it drained from this building’s roof to pond against the side of 1821 Rhodes St. Mr. Haley suggested that connecting this downspout to existing storm drainage pipes serving the north side of Building Four would eliminate this problem. The Board asked and Mr. McPherson agreed to request proposals to remedy this problem.
Maintenance Engineer’s Annual Salary Review: After discussion by the Board, Mr. Nicoll moved that CVIII give Mr. Kiman a five percent increase in his hourly wage for the period 15 September 2007 through 14 September 2008. 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 personnel matters and delinquent assessments. Ms. Concelman seconded this motion, and it was approved unanimously at 7:58 P.M. Mr. Nicoll moved that this executive session be adjourned, and the Board and Mr. McPherson reconvene in open session. Ms. Concelman seconded this motion, and it was approved unanimously at 8:05 P.M.
September 2007 Board of Directors Meeting: The next Board meeting is scheduled for 7:00 P.M. on Monday, 17 September 2007, in the conference room in the CMI office at 1903 Key Blvd.
CVIII’s 2007 Annual Meeting: CVIII’s 2007 annual meeting is scheduled for 7:00 P.M. on Monday, 22 October 2007, 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 8:14 P.M.
September 17, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:53 P.M., and called the roll of Colonial Village III‟s Board of Directors. Eric Nicoll, president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. Association manager David McPherson and maintenance engineer Stan Kiman were also present at that time. Michael McGregor, vice-president, arrived at 7:17 P.M.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the minutes of the 20 August 2007 Board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved with Mr. Nicoll, Mr. Haley, Ms. Concelman and Mr. Gerrity voting aye, Mr. McGregor not present.
Open Forum for CVIII Owners: No one was present to speak.
Correspondence from Owners:
The Board reviewed a letter from a resident owner of a unit in Building Three concerning dogs. This resident suggested that CVIII build a fenced dog park in the wooded area CVIII owns north of the bike path. This resident further suggested that dog owners be assessed an annual fee to support this park and mitigate the damage they do to CVIII‟s landscaping. The Board noted enforcement issues, public safety concerns, and the need to get permits from Arlington County to build such a park. After further discussion, the Board decided this proposal merited further discussion. The Board asked and Mr. Gerrity agreed to post this letter on CVIII‟s website and attach it to posted drafts of these minutes along with requests for comments from CVIII‟s residents and owners. Mr. Nicoll said that he would put discussion of a dog park on the agenda of an upcoming Board meeting. (Please see the attachment to these minutes.)
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 income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of at least $20,716 as of the end of August 2007. Details of the August financial report are available for unit owner review at the CVIII management office.
Maintenance: Mr. Kiman said there had been no unusual maintenance problems during the past month.
Pending Business:
Replacement Roofs: The Board asked Mr. McPherson for an update on the status of replacement roofs for 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson said that Pioneer Roofing still had not completed masonry work associated with replacing these roofs and the interiors of three new skylights still had to be clad. The Board also noted that sections of the new copper caps installed by Pioneer Roofing on parapet copings had not been properly fastened together and also had not been properly fastened to parapets. The Board asked and Mr. McPherson agreed to continue to withhold final payment to Pioneer for this project until all work was completed to CVIII‟s satisfaction.
Masonry Renovations: The Board and Mr. McPherson reviewed the status of masonry renovations at Building Four. Mr. McPherson told the Board that several damaged bricks had to be replaced and some clean-up work remained to be completed. Mr. McPherson told the Board that CVIII would not be charged for $10,000 worth of tuck-pointing that had to be redone and that CVIII would have to find a new engineering firm to serve as project manager for future masonry renovations. The Board decided to address further masonry renovations and a new consulting engineering firm in early 2008.
CVIII’s 2007 Annual Meeting: Mr. McPherson and the Board reviewed preparations for CVIII‟s 2007 annual meeting scheduled for 7:00 P.M. on Monday, 22 October 2007. The Board asked and Mr. McPherson agreed to follow CVIII‟s past practices for procedures and documents. Mr. McPherson said that, subject to the Board‟s approval, he would distribute a “Call for Candidates” to CVIII owners with a deadline of October 2nd for interested owners to declare their candidacies.
Verizon Fiber-Optic Cable: Mr. McPherson informed the Board that negotiations with Verizon were at a stalemate. Verizon did not want to begin installation of fiber optic cable and related equipment in common areas of CVIII until it had received permission from 100% of CVIII‟s owners to wire their units. In the case of first floor unit owners, this permission would include allowing Verizon to use a chase in one of their closet walls to install fiber optic cable that would service the second floor unit directly above. Mr. McPherson said the Verizon was offering CVIII‟s Owners Association $125 for every unit owner it got to sign an agreement to allow Verizon to install fiber optic cable and related equipment in their unit. After discussion, the Board asked and Mr. McPherson agreed to inform Verizon that, while it had given Verizon permission to use common areas of CVIII to route fiber optic cable to individual units, it did not feel it was appropriate for CVIII‟s Owners Association to act as an intermediary in business transactions between individual unit owners and Verizon. The Board asked and Mr. McPherson agreed to suggest that Verizon consider offering incentives directly to CVIII unit owners to encourage them to allow Verizon to install fiber optic cable and related equipment in their units.
1716 Wilson Boulevard: Mr. Gerrity informed the Board that a third Site Plan Review Committee (SPRC) meeting on “1716 Wilson Boulevard” –– an 114,000 sf office building proposed for a site bound by the 1700 blocks of Wilson and Clarendon Blvds. –– is scheduled for mid-September. A number of design and transportation issues still have to be resolved before the SPRC will refer this proposal to the Planning Commission. Mr. Gerrity told the Board that the developer is still working with representatives of Colonial Village to address the latter's concerns about the impact of this building on neighborhood parking after 6:00 P.M.
New Business:
Parking Garage: Mr. Nicoll suggested that the Board explore the idea of building an underground parking garage under CVIII‟s existing parking lot. In discussion, members of the Board were in agreement that an on-site parking facility was the only way CVIII could guarantee each unit owner an assigned parking place twenty-four hours a day. Members of the Board were also in agreement that there were many issues related to financing and constructing this garage that would have to be resolved before a proposal to build it could be presented to CVIII‟s owners. A member of the Board pointed out that such a garage had been considered five years ago by a previous Board, but the proposal was tabled because of the inherent difficulties of building a garage in a confined space surrounded by residential buildings and estimates of high construction costs. After further discussion, the Board decided to first explore ways of financing such a garage, and if prospects for financing seemed reasonable, the Board would then consider design and construction aspects of such a garage.
CVIII Meeting Room: Mr. Nicoll asked the Board to consider remodeling the storage room in the basement in 1821 N. Rhodes St. so that it could be used as a meeting room for CVIII residents. The Board's reactions to this suggestion were mixed. One member said that this storage room should be converted into a unit and sold. The proceeds from its sale and its annual condo fees could be used to help defray CVIII‟s reserve and operating expenses. Another said that CVIII did not have enough storage space and converting this storage room to some other use would only worsen a bad situation. Others expressed concerns that if this storage room was converted to a meeting room, then it would be used for parties, and this would lead to problems with rowdy behavior and traffic. The Board agreed to further discussions on how make best use of this storage room.
Parking Lot Maintenance: The Board asked and Mr. McPherson agreed to obtain proposals to seal cracks in the surface of CVIII‟s parking lot with hot tar and then coat the lot's entire surface with sealant. This proposal would include restriping individual parking stalls and painting the curbs of fire lanes yellow as needed.
Speed Bumps: The Board discussed complaints from residents that motor vehicles were entering and leaving CVIII‟s parking lot at unsafe speeds. As a possible solution to this problem, the Board asked and Mr. McPherson agreed to obtain proposals to install speed bumps in the vicinity of the east end the driveway serving CVIII‟s parking lot.
Trash Service Contract: Mr. McPherson asked the Board to approve a three-year contract with Thompson Hauling. The Board told Mr. McPherson that it wanted to see this contract before voting on it. Mr. McPherson said that he would provide the Board with copies of the contract prior to its October 22nd meeting.
Recycling: Mr. McPherson told the Board that it was his understanding that Arlington County would soon be requiring recyclables to be sorted by different types of materials prior to drop-up at its waste facilities. Mr. McPherson said that an example of these new requirements would be the need to separate glass, plastic and metal containers from one another before the county would accept them. Mr. McPherson advised the Board that this expansion of the county's recycling program could lead to higher fees for trash service.
Pet Waste Cans: Mr. McPherson asked the Board to consider the installation of trashcans dedicated for pet waste at strategic locations in CVIII. Mr. McPherson suggested that the presence of such cans would encourage pet owners to clean up after their pets. The Board told Mr. McPherson that it would take this suggestion under advisement.
Garage Downspouts: The Board asked and Mr. McPherson agreed to obtain multiple bids to replace the four copper downspouts that were recently stolen from the front of the garage. The Board noted that the original downspouts were stolen with such ease that, given the high price of copper, their replacements were likely to suffer the same fate, and it would wise to get the lowest price possible for the replacements.
Public Safety and the Rhodes Street Pedestrian Bridge: Mr. Haley informed the Board that vagrants were living under the Rhodes Street pedestrian bridge. He said this area was littered with empty beer and liquor bottles, a variety of personal belongings, and a mattress. He recommended that that chain link fencing be installed to secure this area and improve public safety for residents of CVIII. Members of the Board asked for an opportunity to inspect this area before asking Mr. McPherson to request proposals to install these fences. Mr. Haley agreed to their request.
Maintenance Engineer’s Annual Review: The Board told Mr. Kiman that he had provided CVIII with commendable service as maintenance engineer during the past year. The Board, speaking for all of CVIII‟s owners and residents, thanked him for this service and expressed the desire that his good working relationship with the community would continue in the future.
2006 Audit Statement: Mr. McPherson provided the Board with the 2006 audit of CVIII‟s finances prepared by CVIII‟s accounting firm, Geimer, Ehrlich & Gross, P.A., and asked the Board to authorize Mr. Nicoll to sign the “representation” letter for this audit. Members of the Board told Mr. McPherson that this meeting was the first time that they had seen this audit statement and they would like some time to review it before taking any action based on it. The Board asked and Mr. Nicoll agreed to put it on the agenda for the Board's October meeting.
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 delinquent assessments. Ms. Concelman seconded this motion, and it was approved unanimously at 8:05 P.M.
CVIII’s 2007 Annual Meeting: CVIII‟s 2007 annual meeting is scheduled for 7:00 P.M. on Monday, 22 October 2007, in the conference room in the CMI office at 1903 Key Blvd. Registration will begin at 6:45 P.M.
October 2007 Board of Directors Meeting: The October Board meeting is scheduled to immediately follow CVIII‟s 2007 Annual meeting scheduled for 7:00 P.M. on Monday, 22 October 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:15 P.M. 4
A CVIII unit owner has made the following proposal for a dog park in the wooded area owned by CVIII located north of the bike path. If you have comments or suggestions on this proposal, please give them to the Board in person at an upcoming Board meeting (you are always welcome) or through email sent to colonialvillageiii@hotmail.com.
Proposal for a CVIII Dog Park
Over the last couple of years the conversion of unused CVIII property into a dog park has been discussed. It would seem that over time this idea has lost its appeal perhaps due to other CVIII capital projects. I would like to resurrect this idea for the following reasons:
1) It has recently been brought to my attention by a dog owning neighbor of mine that there appears to be a growing animosity between CVIII dog owners and CVIII residents non dog owners that perhaps do not particularly like free running dogs.
2) In spite of written appeals from the CVIII Board that dogs on CVIII common property are required under CVIII bylaws to be leashed (i.e. controlled) there seems to exist a contempt of these bylaws (and Arlington County ordinances) by a significant number of dog owners.
3) CVIII has the appearance of “going to the dogs” which is not terribly attractive to perspective CVIII buyers, visitors, and residents.
4) CVIII‟s outdoor common areas have taken a beating during this summer's drought. The combination of dog urine, which tends to „burn‟ grass, and the running of both people and dogs on our lawns have only exacerbated their poor condition.
5) There is a tendency of dog owners to congregate on a regular basis in front of the same buildings day after day. The ruckus can be quite annoying over time.
CVIII is a community for everyone and rather than allowing negative feelings to fester and grow I think that the issue of ranging dogs should be addressed rather than ignored. I believe that the construction of a fenced in, lighted, and locked dog park is a positive approach to this growing issue. The benefits of a dog park I believe would deal with all of the issues that I have raised above.
I do not know what this vacant CVIII property looks like but I don't think that CVIII‟s dog population would particularly care. In fact it need not even be seeded as the dog parks that I have seen have been rather muddy. (I would volunteer my efforts in the physical labor if this project is adopted.)
To support this project and help to mitigate the damage done to CVIII‟s lawns I propose assessing dog owners an annual per dog fee.
October 22, 2007 CV III Annual Meeting Minutes
Call to order: With a quorum of unit owners voting by proxy and in person of 30.781%, the meeting was called to order at 7:07 P.M. Present at that time were Eric Nicoll, president; Michael McGregor, vice president; Dennis Gerrity, secretary; and Cheryl Concelman, member at large. Unit owners Michael Brooks, Amanda Hunt, Carl Johnson, Shirley McAlhaney, Peyton Palmore, David Reizes, Shelly Seaver, Charles Vanderlyn, and Robert and Risa Vandermark were present at that time. Association manager David McPherson and maintenance engineer Stan Kiman 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 17 October 2006 Annual Meeting be approved without change. Mr. McGregor seconded this motion, and all approved it except unit owners Amanda Hunt, Shirley McAlhaney, Peyton Palmore, Shelly Seaver, Charles Vanderlyn, and Robert and Risa Vandermark, who abstained because they did not attend that meeting.
Unit Owners Forum: Dog Park: Mr. Vanderlyn, a former member of CVIII’s Board of Directors, said that he was in favor of a dog park on CVIII’s property. He said a dog park would limit the damage dogs did to CVIII’s lawns and shrubbery. Ms. McAlhaney, a former member of CVIII’s Board of Directors, said that she was opposed to a dog park because she did not know enough about the details of the proposed park. She said there were security and liability issues that had to be addressed. She questioned how many of CVIII’s residents would inconvenience themselves to use it. Mr. Vandermark said that a dog park was worth discussing but he opposed it at the present time because there not enough details available to make a sound decision on it. He criticized a recent proposal for a dog park made by a CVIII owner, saying that it mistakenly asserted that Arlington County’s Animal Control Regulations were applicable on private property such as CVIII. He also criticized this proposal’s assertion that allowing CVIII residents to have pets lowered property values in CVIII. He said that few other condominiums allowed pets and realtors had told him that allowing CVIII residents to have a pet actually increased the property values of CVIII units. He furthered criticized the this proposal’s assertion that dogs urinating on CVIII lawns caused significant damage, claiming that the type of grass and the time of day it was watered were why CVIII lawns looked bad. Ms. Hunt said that she supported looking into the proposal for a dog park, which she said was obviously not a formal proposal. Ms. Hunt said she liked dogs and liked seeing them on CVIII’s property, but she understood the frustrations of those who were uncomfortable with them running about unleashed. She said that if CVIII built a dog park, it most likely would become the whole neighborhood’s dog park, and the added costs and liabilities this would impose on CVIII should be addressed in future discussions of a dog park. Unleashed Dogs: Mr. Reizes said he felt discussion of building a dog park in CVIII was irrelevant because CVIII already had a dog park. Mr. Reizes said this was the entire property because dogs were allowed to run unleashed in all common areas of CVIII at all hours of the day. He told the Board that he did not feel that it was safe for him to walk his own dog in common areas of CVIII because of what he considered to the be the aggressive behavior of other dogs running unleashed in these areas. Mr. Reizes said the Board’s decision to enforce the requirement in CVIII's Bylaws that dogs be leashed when present common areas only when there was a complaint about a specific dog left CVIII’s Owners Association vulnerable to a lawsuit if a dog bit a person or another dog in a common area of CVIII, and this would happen sooner or latter. Mr. Reizes suggested if CVIII’s Board would not enforce the leash requirement for dogs in CVIII’s Bylaws, then residents and guests (and CVIII’s Owners Association) would be better off if the Board acted to remove this provision from CVIII’s Bylaws so that no one would go about common areas of CVIII under the false impression that they enjoyed any sort of safety from dogs running loose in common areas of CVIII. Ms. Seaver said that she did not like dogs running up to her and jumping on her. She said she was in favor of strict enforcement of the leashing regulation in CVIII’s By-Laws. Parking Garage: Mr. Vanderlyn said that he was in favor of CVIII building an underground parking garage. He asked the Board what percentage of approval from CVIII’s unit owners it would need to proceed with this project. The Board said that it would need the approval of two-thirds in number of CVIII’s unit owners to finance the construction of such a garage with a loan. Ms. McAlhaney said that the Board must work through details such as design, financing, and security before it asked CVIII’s owners to seriously consider building a parking garage. Mr. Vandermark said that he had reviewed the minutes of past meetings and noticed that cost estimates and design and construction issues had led past Boards to table their considerations of building a parking garage. He questioned whether it was worth the Board’s time to retrace ground that that it had covered twice before. Ms. Hunt said that parking problems in CVIII’s neighborhood would only get worse in future years, and this should be taken into consideration in discussions of a parking garage. Verizon Fiber Optic Cable Installation: Ms. Seaver asked for an update on Verizon’s proposal to install fiber optic cable connections in CVIII units. Mr. Nicoll told Ms. Seaver that CVIII had been in discussions with Verizon for almost a year on the installation of fiber optic cable connections in CVIII units. Mr. Nicoll said that the sticking point in these discussions was Verizon’s desire for 100% access to CVIII units, which the Board felt it did not have the right to give Verizon. Mr. Nicoll said that the Board had agreed to allow Verizon to install fiber optic cable and related equipment in common areas of CVIII, but it was the Board’s position that only unit owners had the right to authorize Verizon to install anything inside their units. Ms. Seaver said she owned a second floor unit, and she was concerned that the owner the unit below her had control over her access to a Verizon fiber optic connection. Mr. Nicoll said that the Board was hopeful that Verizon would offer incentives so that the owners of first floor units would not block access to Verizon’s fiber optic system to those living above them. Locking System for Building Entry Doors: Ms. Seaver asked if it would possible to install some sort of locking system controlled by a keypad on the entry door to buildings. The Board told Ms. Seaver that past Boards had agreed to allow the front door of a building to be locked by activating its existing lock if all residents of the building agreed to it. Objections had been raised to this because building hallways are common areas belonging to all of CVIII’s unit owners not just those of units in the building in question. Questions were raised over access for first responders, guests, tradesmen, postmen, and those who deliver newspapers and parcels. Mr. Vandermark said that CVII had experimented with door handles with keypads on them and found them expensive to maintain. Selling CVIII: Ms. Seaver asked if it were possible for CVIII to be sold for redevelopment given its historic status and if a potential buyer had ever approached CVIII. The Board said that there was some threshold in terms of percentage of agreement among owners that, if reached, would allow CVIII to be sold for the purpose of redevelopment. The Board said it was unaware of anyone interested in buying CVIII. Laundry Machines: Mr. Vandermark asked if the Board planned an increase in the per load fee to use the washing machines and dryers in CVIII’s laundry rooms. Mr. Nicoll said that the Board discussed increasing this fee but it decided to leave it at the current level of seventy-five cents per load. Bulk Trash: Mr. Reizes said CVIII could never hope for compliance with its bulk trash regulations given that tenants occupied forty percent of CVIII’s units. He suggested the Board considerer scheduling bulk trash pick-ups on a regular basis. The Board said that it had discussed scheduling bulk trash pickups on semi-annual, quarterly and even a monthly basis but it had not reached a consensus on which would be most cost-effective. Mr. McGregor suggested that Mr. McPherson be asked to find out how other condominiums deal with this problem. Mr. Vandermark suggested that the Board try a system where residents would notify CVIII’s management office they had bulk trash to be picked up, and when a threshold, say twenty units, was reached, a pick-up would be scheduled.
Reports of Officers: None.
Management Report: None.
Committee Reports: None:
Election of Members of the Board of Directors:
Mr. Nicoll explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of directors. Mr. Nicoll said that there were two vacancies this year, both for three-year terms. Inspectors of Election: Unit owners Michael Brooks and Charles Vanderlyn were appointed inspectors of the election of members of CVIII’s Board of directors. Candidates for Election to Board of Directors: The names of Dennis Gerrity, Eric Nicoll and Robert Vandermark 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. Messrs. Gerrity, Nicoll and Vandermark then briefly introduced themselves to the rest of the meeting’s attendees. Election Results: The common element interest voted by proxy and in person for these three candidates at this meeting totaled 28.361%. Mr. Nicoll received a vote of 25.385%; Mr. Gerrity received a vote of 25.015%; and Mr. Vandermark received a vote of 5.846%. Therefore, Mr. Gerrity and Mr. Nicoll were elected to three-year terms as members of CVIII’s Board of directors.
Seating of Officers:
Mr. Nicoll noted that Mr. Haley had not been able to attend this meeting, and moved the seating of officers of CVIII’s Board of Directors on an acting basis until all members were present 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.
2008 Budget:
Mr. Nicoll reviewed Mr. McPherson’s proposed 2008 budget for CVIII. He pointed out those line items for which costs were expected to increase in 2008 and briefly explained why. He said that a three percent increase in annual assessments was necessary to balance this budget. In discussion of this budget, Mr. Vandermark said that CVIII’s assessments were high in comparison to new condominiums in CVIII’s neighborhood. Mr. McGregor said that Mr. Vandermark was comparing an apple to oranges and that a seventy-year-old property like CVIII would always have higher maintenance and replacement expenses than brand new buildings. Mr. Vandermark said that CVIII had increased its assessments by a total of ten percent over the past three years, and no other condominium within five miles of CVIII had raised their assessments by as much during the same time period. Mr. Gerrity pointed out to those attending the meeting that CVI was going to raise its assessments by twenty-five percent in 2008 and CVII by seventeen percent also in 2008. Ms. Hunt said that she felt CVIII’s assessments were reasonable in comparison to other condominiums. Ms. Hunt said that the average CVIII unit owner probably did not have a good grasp on what it cost to operate and maintain CVIII. She urged the Board to make more efforts to educate CVIII owners on how their assessments were being spent. Ms. Seaver said she knew of condominiums roughly comparable to hers that had assessments of $500 to $600 a month. She said she preferred increases of three percent to twenty-five percent a year. Mr. Gerrity pointed out that Mr. McPherson’s allocations to specific reserve accounts were inconsistent with those recommended by the consulting engineer hired to advise CVIII on these accounts. Mr. Nicoll said these reallocations would not change the bottom line numbers for the 2008 budget, and he and Mr. Gerrity agreed they could be made at a future Board meeting. Mr. Nicoll moved that the Board approve this budget. Ms. Concelman seconded this motion, and it was approved unanimously.
Executive Session: None.
2008 Annual Meeting: The date, time and location of CVIII’s 2008 Annual Meeting will be announced in September 2008.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 7:54 P.M.
October 22, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 8:05 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. Unit owners Michael Brooks, Amanda Hunt, Shirley McAlhaney, David Reizes, Shelly Seaver and Robert Vandermark were present at that time. Association manager David McPherson and maintenance engineer Stan Kiman 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 20 September 2007 Board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Mr. Reizes told the Board that the owner of a gray husky was allowing her dog to run unleashed in common areas of CVIII and this dog was behaving in what he considered an aggressive manner toward him and his dog. The Board asked and Mr. McPherson agreed to ask the owner of this husky to keep it on a leash when it was present in common areas of CVIII.
Correspondence from Owners: The Board did not review correspondence from owners at this meeting.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
September Financial Update: After making allowances for errors and omissions in the September income and expense statements, Mr. McPherson said CVIII had a year-to-date operating surplus of at least $12,747 as of the end of September 2007. Details of the September financial report are available for unit owner review at the CVIII management office.
Maintenance: Mr. Kiman said there had been no unusual maintenance problems during the past month.
Pending Business:
Replacement Roofs: The Board asked Mr. McPherson for an update on the status of replacement roofs for 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson said that Pioneer Roofing still had not completed masonry work associated with replacing these roofs. The Board asked and Mr. McPherson agreed to continue to withhold final payment to Pioneer for this project until all work was completed to CVIII’s satisfaction.
Masonry Renovations: Mr. McPherson told the Board that the Culbertson Company of Virginia had completed masonry renovations at Building Four specified in its contract with CVIII. Mr. McPherson told the Board that during the final inspection for this project some additional damaged brickwork not covered by this contract had been discovered and he had authorized Culbertson to make the necessary repairs.
Verizon Fiber-Optic Cable: Mr. McPherson gave the Board copies a legal opinion stating that CVIII’s Board of Directors, acting on behalf of CVIII’s Unit Owners Association and individual CVIII unit owners, had the authority to enter units for the purpose of facilitating the installation of fiber optic cable serving one or more other units. Mr. Daniel Streich, a lawyer with CVIII’s law firm, Chadwick, Washington, prepared this opinion. Mr. McPherson urged the Board to use Mr. Streich’s legal opinion as the basis for its authority to vote to allow Verizon to proceed with the installation of fiber optic cable and related equipment in CVIII’s units. The Board declined to provide Mr. McPherson with such a vote. The Board said that Verizon was still asking the Board for a guarantee for access to 100% of CVIII’s units. The Board told Mr. McPherson that its position on this issue had not changed over the past six months: the Board would authorize Verizon to install fiber optic cable and related equipment in common areas of CVIII and areas where CVIII’s Owners Association had an easement, but it would not authorize Verizon to install anything inside of any CVIII unit. Only unit owners had the authority to allow Verizon to install equipment in their units. The Board asked and Mr. McPherson agreed to invite Mr. Streich and representatives of Verizon to attend the Board’s November meeting to help resolve this issue.
1716 Wilson Boulevard: Mr. Nicoll informed the Board that the Arlington County Board had approved a Site Plan for “1716 Wilson Boulevard” –– a 114,000 sf office building proposed for a site bound by the 1700 blocks of Wilson and Clarendon Blvds. Mr. Nicoll said that representatives of CVII and CVIII’s Boards had negotiated access to this building’s garage for Colonial Village residents during evening and overnight hours.
2006 Audit Statement: Mr. McPherson asked the Board to authorize Mr. Nicoll to sign the “representation” letter for the 2006 audit of CVIII’s finances prepared by CVIII’s accounting firm, Geimer, Ehrlich & Gross, P.A. The Board decided to defer this vote until its November meeting so that members would have additional time to review this audit before voting to authorize Mr. Nicoll to sign the “rep” letter. Mr. Nicoll agreed to put CVIII’s 2006 Audit Statement on the agenda for the Board’s November meeting.
Window Cleaning: Mr. McPherson told the Board Valcourt Cleaning Services began cleaning windows before masonry renovation had been completed. Mr. McPherson said that he made them stop, and at that point in time less than half of CVIII’s units had been done. After discussion, the Board decided it was too late in the year to complete this project. The Board asked and Mr. McPherson agreed to get proposals to clean the exterior of unit owners’ windows during the spring of 2008.
New Business:
Consulting Engineer: Mr. Nicoll reminded Mr. McPherson that CVIII needed to hire a new consulting engineering firm to assist the Board on a number of issues. Mr. Nicoll said the Board would like to evaluate candidates for this service and hire a firm by the end of the first quarter of 2008. Mr. McPherson said that he would provide the Board with options for selecting a firm to provide this service.
Executive Session: The Board did not have an executive session at this meeting.
November 2007 Board of Directors Meeting: The November Board meeting is scheduled to take place at 7:00 P.M. on Monday, 19 November 2007, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:53 P.M.
November19, 2007 CV III Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:00 P.M., and called the roll of Colonial Village III’s Board of Directors. Eric Nicoll, president; Michael McGregor, vice president; Dennis Gerrity, secretary; and Cheryl Concelman, member at large, answered present. Unit owner June O’Connell; Tommy Ingalls, a Verizon engineer; association manager David McPherson, and maintenance engineer Stan Kiman were also present at that time. Neil Chritton, vice president of CVI’s Board of Directors, joined the meeting at 8:20 P.M.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the minutes of the 22 October 2007 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously with Mr. Haley abstaining because he was not present at that meeting.
Open Forum for CVIII Owners:
Ms. O’Connell informed the Board that the Arlington County Board was considering changes in Section 36 of the Arlington County Zoning Ordinance that would allow owners of property located anywhere in the county to transfer unused by-right development rights (density) to the owners of property located within the Rosslyn-Ballston corridor, Crystal City and Pentagon City. Property owners who purchased these development rights could use them in some circumstances to construct larger buildings than currently permitted by the county’s General Land Use Plan and other guidelines for development such as the Rosslyn to Courthouse Urban Design Study. Ms. O’Connell noted that redevelopment of the Hollywood Video site was limited to fifty-five in height by the Rosslyn to Courthouse Urban Design Study, but this height limitation might be gotten around through the purchase of unused density from else where in the county. The Board thanked Ms. O’Connell for this information and said that it would keep a closer eye on proposed redevelopment in CVIII’s neighborhood.
Correspondence from Owners: The Board did not review correspondence from owners at this meeting.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
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 in excess of $12,000 as of the end of October 2007. Details of the October financial report are available for unit owner review at the CVIII management office.
Maintenance: Mr. Kiman said there had been no unusual maintenance problems during the past month.
Pending Business:
Replacement Roofs: The Board asked Mr. McPherson for an update on the status of replacement roofs for 1813 and 1821 N. Rhodes St. and 1728 Queens Ln. Mr. McPherson said that Pioneer Roofing still had not completed masonry work associated with replacing these roofs. The Board asked and Mr. McPherson agreed to continue to withhold final payment to Pioneer for this project until all work was completed to CVIII’s satisfaction.
Masonry Renovations: Mr. McPherson told the Board that the Culbertson Company of Virginia had completed masonry renovations at Building Four as specified in its contract with CVIII.
Verizon Fiber-Optic Cable: Mr. McPherson introduced Mr. Ingalls to the Board as the Verizon engineer in charge of the installation of fiber optic cable and related equipment in CVIII. Mr. Ingalls told the Board that, given Verizon’s budget for CVIII, he had determined that the only feasible way that fiber optic connections could be installed in individual units was through bedroom closets. He outlined the installation procedure for first and second floor units as follows: if the owner of a first floor unit agreed to the installation of a fiber optic connection in their unit, then fiber optic cable would be routed from their building’s crawl space through a hole drilled in the floor of a bedroom closet of their unit. A 24"x24"x1" piece of plywood would be attached to the closet wall with slack cable rolled up and placed in a 4"x4"x1" box that would also be attached to the wall. Seven-millimeter conduit would be used to protect the fiber optic cable between the crawlspace and the slack box. If the owner of a second floor unit agreed to the installation of a fiber optic connection in their unit, the installation procedure would be the same as in a first floor unit except that the fiber optic cable would have to be routed through the closet of the first floor unit directly below them. The owner of the first floor unit would have to agree to allow Verizon to run fiber optic cable through their closet to the unit above them. If not, then the second floor unit could not get a fiber optic connection. Mr. Ingalls told the Board that Verizon understood that it needed permission from each CVIII unit owner to install fiber optic lines in their unit. Mr. Ingalls emphasized repeatedly that the installation of a fiber optic connection in a unit did not require a commitment from that unit’s owner or residents to subscribe to any of Verizon’s FiOS services. If a unit owner wanted to subscribe to one or more of the FiOS services (cable, high-speed internet and phone), then, after CVIII had been certified as FiOS- ready, they could make arrangements with Verizon to have a technician install an optical network terminal and battery pack on the piece of plywood and connect this equipment to an electrical outlet and existing cable and phone jacks. Mr. Ingalls said that if a unit owner wanted additional cable and phone jacks, this technician could install them for a fee. Mr. Ingalls said that he would inform Mr. McPherson and the Board when Verizon would begin installing fiber optic connections in Colonial Village and he would need to know at that time which CVIII unit owners wanted a fiber optic connection installed in their units. Mr. Nicoll agreed to write a letter to CVIII unit owners explaining Verizon’s fiber optic system and what services would be available through it. Mr. Nicoll said he would explain how Verizon wanted to install connections to this system in CVIII units and that each unit owner had to make the decision to allow Verizon to install a fiber optic connection in their unit. A post card addressed to CVIII’s management office would be included in the letter so that unit owners could notify Verizon that they wanted a fiber optic connection installed in their unit.
2006 Audit Statement: Mr. McPherson asked members the Board if they had reviewed the 2006 audit of CVIII’s finances prepared by CVIII’s accounting firm, Geimer, Ehrlich & Gross, P.A., and if so, were they prepared to authorize Mr. Nicoll to sign the “representation” letter that would allow Geimer, Ehrlich to release a final draft of this audit. All members of the Board answered yes to both questions, and Mr. McPherson said that he would provide Mr. Nicoll sign this letter.
Consulting Engineer: Mr. Nicoll reminded Mr. McPherson that CVIII needed to hire a new consulting engineering firm to assist the Board on a number of issues and the Board would like to evaluate candidates for this service and then hire a firm during the first quarter of 2008. Mr. McPherson said that he would try to obtain proposals for the Board’s consideration at its January 2008 meeting from as many of the following firms as possible: ETC, FEA, Miller and Dodson and Kuntz and Assoc.
2007 Landscaping Review:
The Board reviewed projects undertaken in 2007 to improve CVIII’s landscaping. Members of the Board expressed satisfaction with what had been done, citing in particular, efforts to renovate CVIII’s lawns in September and October. Mr. Gerrity said that CVIII had two outstanding issues with McFall and Berry. Several poorly shaped Kousa Dogwoods had been planted adjacent to 1816 and 1817 Queens Ln., and he was negotiating with McFall & Berry to replace them. The second was the mistaken application of an herbicide that killed all vegetation, grass and weeds, at various locations in the Queens Ln. courtyards and in front of 1829 Wilson Blvd. Mr. Gerrity said that McFall and Berry had promised to work on this problem until CVIII had decent looking lawns in these areas.
New Business:
Trash Service: Mr. McPherson informed the Board that CVIII’s contract with Thompson, Hauling, LLC for trash removal had expired, and Thompson had submitted a new contract for the next twelve months. This contract specified a monthly charge of $12 per unit for regular trash service five days a week and recycling service one day a week. It also specified a $250 charge for a bulk pickup that would include all four of CVIII’s trash rooms. Mr. McPherson told the Board that CVIII normally need two bulk pickups per month. After discussion, Mr. Gerrity moved that Board approve a twelve-month contract with Thompson Hauling for trash service as specified above and in Thompson’s 8 November 2007 letter to Mr. McPherson. Ms. Concelman seconded this motion, and it was approved unanimously.
Renovations by Unit Owners: Mr. McPherson told the Board that a substantial number of owners seemed to be unaware that they were required by CVIII’s Bylaws to notify him and the Board in advance when they were making improvements to their units and, in particular, remodeling their kitchens and bathrooms. Mr. McPherson said that, because he unaware of these improvements, he could not determine if they involved electrical and plumbing work that required permits from Arlington County. Mr. McPherson said that he was receiving requests from owners and their contractors for water shutoffs on such short notice that he had to deny because they could not be advertised so other residents of the affected building had sufficient advance notice. After discussion, the Board suggested that education was the key to solving these problems.
Holiday Bonuses: After discussion, Mr. Nicoll moved that CVIII give the following holiday bonuses: David McPherson, $1,000; Stan Kiman, $1000; Leon Guevara, $750; and Davonia Gibson, $500. Mr. Gerrity seconded this motion, and it was approved unanimously.
Colonial Village 2007 Holiday Party: After discussion, Mr. Nicoll moved that CVIII contribute $250 to help defray the expense of the Colonial Village Holiday Party to be held on 12 December 2007. Mr. Haley seconded this motion, and it was approved unanimously.
Zone 4 Residential Permit Parking: Mr. Chritton informed the Board that CVI residents living on N. Rhodes Street had submitted a petition to Arlington County asking that motor vehicles without Zone 4 Residential Permit Parking Stickers be prohibited from parking in the 1900 block of N. Rhodes St. between the hours of 8:00 A.M. and 5:00 P.M. on Saturdays and Sundays and 5:00 P.M. and midnight seven days a week. Mr. Chritton said that Arlington County employees had surveyed this block and found that were enough cars without Zone 4 stickers parked there to justify requiring motor vehicles to have Zone 4 stickers Monday through Friday from 8:00 until midnight Monday through Friday but not on Saturdays and Sundays. The Board told Mr. Chritton that CVIII would circulate a petition to expand current restrictions on motor vehicles without Zone 4 stickers parking in the 1800 block of N. Rhodes St. to include the hours of 8:00 A.M. and 5:00 P.M. on Saturdays and Sundays and 5:00 P.M. and midnight seven days a weeks as soon as signs were posted and enforcement had taken effect on the 1900 block of Rhodes St.
Executive Session: Mr. Haley moved that the open session of this meeting be adjourned and the members of the Board convene in executive session for the purpose of discussing delinquent assessments and holiday bonuses. Ms. Concelman seconded this motion, and it was approved unanimously at 8:26 P.M.
December 2007 Board of Directors Meeting: The Board decided not to meet in December 2007.
January 2008 Board of Directors Meeting: The next Board meeting is scheduled to take place at 7:00 P.M. on Monday, 14 January 2008, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Haley moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 8:47 P.M.