January 19, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:02 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Dennis Gerrity, secretary; and Charlie Clark, member at large. Maintenance engineer Stan Kiman was also present at that time. Kevin Haley, treasurer, participated in the meeting by speaker phone.
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 November 2008 Board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: No unit owners other than Board members were present.
Correspondence from Owners:
The Board reviewed correspondence from a resident who asked to be reimbursed for a $100 towing fee. She provided documentation indicating that her car had been towed from CVIII’s lot because it had a CVI parking lot sticker mistakenly issued to her by property management staff. After a brief discussion, the Board agreed that CVIII’s property management firm, CMI, made an error and should reimburse this resident for the towing fee.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
December 2008 Financial Update: The Board reviewed the December 2008 income and expense statements provided to it by CMI and noted that they showed that CVIII with an operating surplus of $6,592 for the year 2008.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month. Mr. Kiman advised the Board that he was spending a significant amount of his time working in the other Colonial Village communities because CMI had still not hired a new maintenance engineer for CVI. Mr. Nicoll said that he would speak to Ms. Covington about this matter.
Pending Business:
Masonry Renovations: Building Four: Mr. Gerrity and Mr. Kiman informed the Board that they had met with Steven Turner of Thomas Downey, Ltd. and Culbertson's project manager, Gary Doane and agreed on a punch list for work that had to be completed before the final payment for the second phase of masonry renovations at Building Four would be released. Further Masonry Renovations: The Board discussed how to best proceed with masonry renovations elsewhere in CVIII. The Board decided to follow the order in which buildings were converted to condominiums. This would mean that Building Two would be done next, then Building One, and finally Building Three. The Board asked and Mr. Gerrity agreed to request a proposal from Thomas Downey to solicit and assist in evaluating bids from three masonry companies to renovate Building Two’s masonry and then provide oversight for this project. Garage Walls, Pedestrian Bridge, Retaining Walls, and Window Wells: The Board reviewed a proposal from the Culbertson Company for masonry repairs and renovations of the garage walls; the Rhodes Street pedestrian bridge; retaining walls at 1728, 1729, 1808 and 1809 Queens Ln. and 1821 Rhodes St.; and window wells at 1733, 1808 and 1809 Queens Ln. and 1821 Rhodes St. The Board noted that a window well on the south side of 1735 N. Rhodes St., which also needed repairs, was not included in this proposal. After discussion, the Board asked and Mr. Gerrity agreed to request a proposal from Thomas Downey to solicit bids from two additional masonry companies on these items and assist in evaluating proposals from all three firms and then provide oversight for this project after a contract had been signed.
Replacement Roofs at 1813 and 1821 N. Rhodes St.: Mr. Gerrity and Mr. Kiman informed the Board that water was ponding on the recently installed replacement roofs at 1813 and 1821 N. Rhodes St. They pointed out that this was a matter of concern because water ponding on these roofs was the principal reason the Board had them replaced, and after the roofs had been replaced the ponding problem became worse. Mr. Gerrity and Mr. Kiman said that they had met with representatives of the contractor, Pioneer Roofing, and the project manager, Thomas Downey, Ltd., and they were told that poorly drawn-up specifications were the cause of this problem. Mr. Gerrity told the Board that neither firm appeared to be willing to accept responsibility and make the necessary repairs. Mr. Gerrity suggested hiring some other firm to make these repairs unless the Board wanted to file a law suit over this matter.
Property Management Contract:
Members of the Board noted that in September 2008 CVI, CVII, CVIII and the Commons had signed a contract with ConsultCAA to assist the communities in obtaining a new property management contract, but not much progress had been toward a new contract since that date. After discussion, the Board found itself in agreement that CVIII needed better property management, and quickly, and it drafted a schedule for the RFP process that would have a new management contract approved and signed by the end of March 2009. The Board decided to put teeth in its efforts to get a new property management contract by authorizing Mr. Nicoll to inform CVI, CVII and the Commons that it would cancel its contract with ConsultCAA if CVIII did not receive a draft RFP by 2 February 2009.
New Business:
Expanded Authority for Arlington Police to Stop Trespass in CVIII: The Board reviewed an amendment to the “Trespass” Chapter of the Arlington County Code which gives the Arlington County Police expanded authority to ban trespassers from communities like CVIII and arrest those who returned to places from which they had been banned. This amendment indicated that if CVIII executed a Limited Power of Attorney (POA) with the Arlington County Police Department, Arlington Police could issue and enforce trespass bans without a CVIII unit owner or a representative of CVIII’s Unit Owners Association having to sign a complaint or testify in court. The Board noted that CVI, CVII and the Commons had already signed such a POA. After discussion, Mr. Gerrity moved that the Board authorize Mr. Nicoll to sign a Limited Power of Attorney with the Arlington County Police to facilitate the enforcement in CVIII of the “Trespass” Chapter of the Arlington County Code. Mr. Clark seconded this motion, and it was approved unanimously.
Consulting Engineer for Roofs: The Board discussed the high cost of and unresolved problems associated with replacing roofs at 1813 and 1821 N. Rhodes St. and 1728 Queens Lane and decided that CVIII should seek bids from consulting engineers to advise CVIII on how to maximize the service life of CVIII’s Sarnafil membrane roofs and when to replace these roofs.
2009 Landscaping Enhancements: The Landscaping Committee informed the Board that it had three major projects planned for 2009. These were: (i) removing and replacing the White Pines on the north side of the parking lot; (ii) removing and replacing arborvitae that concealed first floor unit windows; (iii) correcting soil erosion problems on the north and west sides of Building Four. The Board asked and the Landscaping Committee agreed to obtain bids on these projects.
Maintenance Engineer’s 401(k) Plan: After discussion, Mr. Nicoll moved that CVIII make a $1,000 contribution Mr. Kiman’s 401(k) plan for the year 2008. Ms. Concelman seconded this motion, and it was approved unanimously.
Window Cleaning:
The Board agreed to ask Ms. Covington to get three bids to clean the exterior sides of windows, but it put off specifying dates for this work until a schedule had set for masonry renovations in 2009.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and members of the Board convene in executive session for the purposes of reviewing delinquent assessments and discussing violations of CVIII’s By-Laws. Ms. Concelman seconded this motion, and it was approved unanimously at 7:34 P.M.
February 2009 Board of Directors Meeting: The February Board meeting is scheduled to take place at 7:00 P.M. on Tuesday, 17 February 2009, 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 8:02 P. M.
February 17, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:03 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Charlie Clark, member at large. Maintenance engineer Stan Kiman was also present at that time.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the minutes of the 19 January 2009 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: No unit owners other than Board members were present.
Correspondence from Owners: None.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
January 2009 Financial Update: The Board reviewed the January 2009 income and expense statements provided to it by CMI and noted after correcting for errors and omissions that they showed that CVIII with an operating surplus of $390 as of the end of January 2009.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Masonry Renovations: Building Four: Mr. Kiman informed the Board that a punch list for the second phase of masonry renovations at Building Four had been completed. Building Two: The Board reviewed a proposal from Thomas Downey, Ltd. for design, bidding, and contract administration with respect to masonry renovations for Building Two. This contract specified fees totaling $4,000 for the design and the bidding process and an estimate of $1,500 per week for contract administration. After discussion, the Board asked and Mr. Gerrity agreed to inform Thomas Downey that it wanted bids on this project from three firms and that it would like work to begin as soon as feasible after a contract had been signed. Mr. Gerrity moved that the Board approve Thomas Downey’s proposal for Building Two. Mr. Haley seconded this motion, and it was approved unanimously.
Replacement Roof at 1813 and 1821 N. Rhodes St.: After discussion, the Board agreed to ask the structural engineering firm, Thomas Downey, Ltd., to solicit proposals to correct ponding problems on the roof at 1813 and 1821 N. Rhodes St.
Property Management Contract: Mr. Clark, Mr. Gerrity and Mr. Nicoll informed the Board that representatives of the four Colonial Village communities had agreed on a final draft of a request for a proposal (RFP) for a new property management contract. They explained that this RFP specified a single contract for all four communities for basic management services with addendums that cover the special management needs for each community. CVIII’s historic status, its parking lot, and the woodland along the creek will require management services not needed by some of the other Colonial Village communities. This RFP specifies a full-time property manager, a full-time administrative assistant, and, if needed, a receptionist, none of whom are permitted to work for any properties other than the four Colonial Village communities. The administrative assistant will be responsible for all paperwork and all requests for assistance from owners and residents. The property manager is expected to make scheduled inspections of the four communities and submit written reports on their state of repair based on these inspections, The property manager is expected to spend as much of his or her time as is needed to ensure that contractors, housekeepers and maintenance staff are doing their jobs correctly. The cost of the basic management service contract is to be shared pro rata by the four communities based on their number of units. The costs of services covered by the addendums are the responsibility of the concerned community. A committee composed of the four association presidents will have oversight responsibility for the basic management service contract. Mr. Clark, Mr. Gerrity and Mr. Nicoll told the Board that seven property management companies have been invited to submit proposals. A new contract is expected to be signed by April 1st and to go into effect on May 1st after a thirty day transition period.
Window Cleaning: The Board reviewed a bid from Valcourt Building Services to clean the exterior sides of unit windows for $8.00 per window. After discussion, Mr. Gerrity moved that the Board accept a proposal from Valcourt Building Services to clean the outside surfaces of windows in CVIII for $8.00 per window. Ms. Concelman seconded this motion, and it was approved unanimously. Building Four’s windrows would be done first, and those in the other buildings would be done after masonry renovations at Building Two were completed. Residents would indicate their desire to have the outside surfaces of their windows cleaned by removing screens from their windows on one or more specified days. Notices alerting residents when Valcourt Building Services would be at CVIII would be delivered to every unit in CVIII.
Carpet Cleaning: After discussion, Mr. Nicoll moved that the Board approve a contract with Clean Machine Carpet Cleaning to clean and apply a Teflon treatment the carpets in the common hallways of the twenty-eight buildings in CVIII for $2,010. Mr. Haley seconded this motion, and it was approved unanimously.
New Business:
Meter Bank Cabinets: Mr. Haley reminded the Board that it had made a commitment to finish having all meter banks cabinets inspected for deterioration in 2009. Mr. Haley noted the $6,000 CVIII was charged to have twelve of these cabinets inspected in 2008, and he suggested getting competitive bids on this project this year. The Board accepted Mr. Haley’s suggestion.
1800 Queens Ln. –– Leaking Plumbing Line in Common Hallway: Mr. Kiman informed the Board that a sanitary plumbing line serving the kitchen sink in unit #104 at 1800 Queens Ln. had developed a leak and had to be replaced. Mr. Kiman told the Board that he had a plumbing company replace the leaking line with a PVC line that was routed outside the ceiling and walls of the common hallway of this building. Mr. Kiman told the Board that he could build new bulkheads that would largely conceal the presence this PVC line. Mr. Kiman said the leaking sanitary line was routed through several concrete support beams and replacing it in its original location would require core-drilling and the use of a jack-hammer. After discussion, the Board agreed to have the structural engineering firm, Thomas Downey, Ltd., conduct a preliminary inspection of this building for ways to replace this sanitary line inside the existing walls and ceiling.
Asset Management: The Board reviewed a proposal from Mr. Rusty Krauss of the financial advisory firm, Janney Montgomery Scott, to manage the investment of CVIII’s assets in government issued and government insured securities. After discussion, the Board had unresolved issues. Mr. Haley was asked and agreed to arrange a meeting with Mr. Krauss and the Board.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and members of the Board convene in executive session for the purposes of reviewing delinquent assessments and discussing violations of CVIII’s By-Laws. Ms. Concelman seconded this motion, and it was approved unanimously at 7:50 P.M.
March 2009 Board of Directors Meeting: The March 2009 Board meeting is scheduled to take place at 6:30 P.M. on Monday, 16 March 2009, 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 7: 59 P. M.
March 16, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:41 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Charlie Clark, member at large. Association manager Paula Covington and maintenance engineer Stan Kiman were also present at that time. Unit owners Larry and Magali Poe arrived after the start of the meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the minutes of the 17 February 2009 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Mr. and Mrs. Poe discussed two issues with the Board. The first was that the Wilson Blvd. and North gates were frequently ajar or open. Mr. Kiman said that he would tighten the springs on both gates. This would solve part of this problem, but he could do nothing about residents and trespassers who deliberately left the gates open. The other issue was the picnic area at the bottom of the hill in front of 1821 N. Rhodes St. The Board said replacing the two tables and other improvements to this area were its agenda, but it would not get to them until after the new property firm had settled in.
Correspondence from Owners:
The Board reviewed correspondence from residents of 1829 Wilson Blvd. expressing concerns about the heights of two ornamental trees. Mr. Gerrity was asked and agreed to look into this matter and report back to the Board.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
February 2009 Financial Update: The Board and Ms. Covington reviewed the February 2009 income and expense statements provided by CMI. After correcting for a $6,633 bill for a new hot water heater charged against an operating account rather than reserve account #31070 (Hot Water Heaters), these documents showed CVIII with an operating surplus of $3,705 as of the end of February 2009.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Masonry Renovations: Building Two: The Board reviewed three proposals to renovate Building Two’s masonry as specified in an RFP prepared by Thomas Downey, Ltd. These proposals were: The Atlantic Company, $76,400; The Culbertson Company of Virginia, $103,100; Historic Restoration, Inc., $135,500. After discussion, Mr. Haley moved that the Board approve Atlantic’s bid of $76,400 to renovate Building Two’s masonry. Mr. Gerrity seconded this motion, and it was approved unanimously. The Board noted that Atlantic’s proposal stated said that it could begin work one week after receipt of a signed contract and that it expected to take fifteen weeks to complete this project.
Property Management Contract: Mr. Clark, Mr. Gerrity and Mr. Nicoll informed the Board that six property management firms had responded to Colonial Village’s request for a proposal (RFP) for a new property management contract. A selection committee composed of two representatives from each of the four Colonial Village communities reviewed these six proposals, and two firms were eliminated. The four remaining firms –– AHC, GHA, Legum & Norman, and Value Properties –– were invited to make presentations to the selection committee during the week of March 16th. Two finalists would be selected. Members of the selection committee would visit their offices and properties they managed, and report back to the full selection committee. Mr. Clark, Mr. Gerrity and Mr. Nicoll told the Board that they expected a new property management firm to be selected on Thursday, March 26th, and a new contract to be signed by April 1st and to go into effect no later than June 1st after a thirty to sixty day transition period.
Asset Management: After discussion, Mr. Haley moved that the Board approve a contract with Janney Montgomery Scott to manage the investment of CVIII’s assets in government issued and government insured securities. Mr. Clark seconded this motion, and it was approved unanimously. Mr. Clark was asked and agreed to serve as Mr. Haley’s backup in CVIII’s relationship with Janney Montgomery Scott.
Meter Bank Cabinets: The Board discussed getting competitive bids to finish having all meter banks cabinets inspected for deterioration in 2009 and found that it needed additional information before it could put out a RFP for this project.
New Business:
2007 Draft Audit and 2007 State and Federal Income Taxes: The Board reviewed CVIII’s 2007 draft audit and CVIII’s 2007 state and federal income tax returns. The Board noted that CMI received these documents from CVIII’s auditor, Geimer, Ehrlich, in the fall of 2008, well in advance of their filing extension, but CMI never forwarded them to the Board for its review and approval. After further discussion, Mr. Gerrity moved that the Board authorize Mr. Nicoll to sign CVIII’s 2007 federal state income tax returns and the “representation” letter for CVIII’s 2007 audit. Mr. Clark seconded this motion, and it was approved unanimously. The Board asked for and received assurances from Mr. Greg Edwards of CMI that the tax returns and audit would be filed promptly.
2009-2010 Parking Permits: The Board noted that the Virginia State Condo Act and CVIII’s Bylaws gave it authority to suspend the rights of unit owners (and their tenants) to use CVIII’s parking lot if they were delinquent sixty days or more. After discussion, the Board agreed to authorize Ms. Covington to inform unit owners who were sixty days or more delinquent that hearings would be held at which the Board would vote to not issue them 2009-2010 permits to use CVIII’s parking lot until they paid in full whatever money they owed CVIII’s Unit Owners Association. Affected owners would be informed that they had a right to attend these hearings and to speak and present evidence to dissuade the Board from making such decisions.
Executive Session: The Board did not have an executive session at this meeting.
April 2009 Board of Directors Meeting: The April 2009 Board meeting is scheduled to take place at 7:00 P.M. on Monday, 20 April 2009, 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 7: 28 P. M.
April 20, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:00 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Kevin Haley, treasurer; and Charlie Clark, member at large. Mr. Clark served as acting-secretary in Mr. Gerrity’s absence. Association manager Paula Covington and maintenance engineer Stan Kiman were also present at that time. Unit owner Mr. Larry Poe arrived 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 16 March 2009 Board meeting be approved without change. Mr. Haley seconded this motion and it was approved unanimously.
Open Forum for CVIII Owners:
Unit owner, Mr. Larry Poe, inquired about any unit owner correspondence received since the last Board meeting. Mr. Nicoll stated that the only such correspondence received since the last meeting concerned a proposal to replace windows. A summary of this correspondence and Board response is narrated below. He also asked about the plumbing repairs in 1800 N. Queens Lane. Mr. Kiman gave him a verbal summary of the origin of the problem and the approved, in progress, remedy. A summary of this issue is also narrated below. Mr. Poe also informed the Board that during an emergency response operation involving the unit across the hall from his, the paint on his unit entry door was damaged. He inquired about the process for repainting doors. Mr. Kiman agreed to repaint his door as part of the hallway repainting project. Mr. Poe also inquired about guidelines for replacing unit entry door knobs and locks. Mr. Nicoll stated that there are no formal guidelines though any such replacements should be done with a goal of uniformity, as far as color and appearance, throughout the buildings. Mr. Kiman cautioned Mr. Poe that when replacing entry door knobs and locks the pre-drilled holes in the metal doors do not necessarily fit standard hardware store issue. It is best to remove the knob/lock and take it with you to the hardware store to ensure a proper fit.
Correspondence from Owners:
The Board reviewed a window replacement proposal from Mr. Steve Gotschi of DryHome Roofing and Siding, Inc. on behalf of Ms. Matilda Pemberton, unit owner of 1805 N. Rhodes St. #247. The Board expressed concerns about the proposal’s compliance with existing Colonial Village III guidelines for the replacement of windows. After discussion, the Board requested and Ms. Covington agreed to contact Ms. Pemberton to request more documentation and a sample of the proposed window to ensure compliance with the guidelines.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
Management Report:
March 2009 Financial Update: The Board and Ms. Covington reviewed the March 2009 income and expense statements provided by CMI. After correcting for a $6,633 bill for a new hot water heater charged against an operating account rather than reserve account #31070 (Hot Water Heaters), these documents showed CV III with an operating surplus of $3,422 as of the end of March 2009.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Mortar Repair: Mr. Kiman informed the Board that the pre-construction meeting for the next phase of mortar repair on building two was held with work scheduled to commence on 27 April 2009, weather permitting. The first notice to residents had been posted and another notice will be posted prior to commencement of work. Atlantic Company prepared three mortar color samples on the south side of building two. After allowing for curing time, drying and favorable weather conditions, Mr. Steven C. Turner of Thomas Downey, LTD., in consultation with Mr. Gerrity of the Colonial Village III Board will select and approve the color choice. Projected completion time for this phase is approximately 15 weeks.
Damage Claim: The Board reviewed correspondence from State Farm Insurance Companies to Mr. Ray W. Laniham, a non-resident of CV III, concerning a claim for vehicle damage. Mr. Laniham claimed for several months that while parked in the commercial lot to the East and directly adjacent to CV III property, during a weather storm, a tree branch fell from CV III property and damaged his vehicle. He asserted that CV III is liable for said damage. In their response to Mr. Laniham, State Farm Insurance Companies stated that the damage was incurred through no negligence or fault on the part of CV III. The claim was denied. The Board concluded that no further action or response is warranted at this time.
Plumbing Repair: The Board previously approved the services of a structural engineering firm, Thomas Downey, Ltd., to examine and advise on plumbing repairs needed in the entrance foyer of 1800 Queens Lane. Their report concluded that the approach recommended by Mr. Kiman was the most practical, expedient, least disruptive and cost efficient method of affecting the repair. This approach involves replacing the pipes below the existing ceiling and outside the existing wall and then reconstructing the finish to conceal the new piping without significantly altering the original appearance of the foyer. The Board requested and Mr. Kiman agreed to continue with his efforts.
Financial Management Transition: Mr. Haley informed the Board that talks with the brokerage firm of Janney Montgomery Scott (JMS) to manage CV III funds were ongoing. Since we are also in the midst of transitioning to a new property management company along with a transition audit, it was suggested that it might be best to let those processes come to fruition before engaging JMS. The issue was tabled for the time being.
Property Management Transition: Mr. Nicoll informed the Board that contract negotiations with our new property management company, Legum & Norman (L&N), were progressing smoothly. The negotiation committee, made up of the four Colonial Village Board presidents in conjunction with L&N staff, had developed a timeline of milestones and events to guide both parties through the transition process. Tentative start date for Legum & Norman is 1 June 2009. He informed Mr. Kiman that he, along with the other CV association engineers, would be contacted by Legum & Norman to work out personnel issues.
New Business:
Storm Drains: The Board reviewed correspondence from the Arlington County Department of Environmental Services in which they request certification of inspection and maintenance of the storm water management facilities located in the parking lot in front of the garages. After discussion by the Board, Mr. Haley made a motion to approve Venco to do the inspection, maintenance and certification. The motion was seconded by Mr. Clark and approved unanimously.
Hand Railing: The Board reviewed a proposal from Ivey Welding Service, Inc. to replace the hand railing in front of 1808 Queens Lane. This proposal stated that the existing railing is rusted out at the point where it is supposed to be anchored to the concrete and that fabricating a new rail would be more cost effective than repairing the existing rail. After discussion by the Board, Mr. Haley made a motion to accept the proposal. The motion was seconded by Mr. Nicoll and approved unanimously.
Executive Session: The Board did not have an executive session at this meeting.
May 2009 Board of Directors Meeting: The May 2009 Board meeting is scheduled to take place at 7:00 P.M. on Monday, 18 May 2009, 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 7:43 P. M.
May 18, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:57 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Charlie Clark, member at large. Unit owners Daniel Barrett, Jennifer Capone Richard Donahue, June O’Connell, Larry and Magali Poe, Greg Edwards of CMI, and maintenance engineer Stan Kiman were also present at that time. Cheryl Concelman, vice president, arrived 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. Haley moved that the minutes of the 20 April 2009 Board meeting be approved without change. Mr. Clark seconded this motion, and it was approved with Messrs. Clark, Haley and Nicoll voting aye, Ms. Concelman not yet present. Mr. Gerrity abstained because he did not attend the April meeting.
Open Forum for CVIII Owners:
Ms. O’Connell told the Board that a group of residents had engaged in loud and boisterous activity in the courtyard in front her building for several hours ending around midnight the previous Saturday night. Ms. O’Connell said this group was so noisy that she could not get to sleep even with all her windows and curtains closed. After discussion, Mr. Nicoll asked Mr. Edwards to have a notice prepared for the Board’s review. This notice would explain to residents that the noise prohibitions in CVIII’s By-Laws and Rules and Regulations applied to their behavior in common areas of CVIII as well as in their units. Mr. Nicoll asked that this notice also review CVIII’s regulations with respect to the use of charcoal grills and, in particular, those whose basins sat close to the ground. Ms. Capone and Mr. Barrett reviewed their plans to renovate the bathroom in their unit. The Board told them they did not need its approval because their renovations would not affect load bearing walls or the location of plumbing and electrical lines. Mr. and Mrs. Poe updated the Board on their efforts to repair water damage in their unit they felt was caused by a leak from another unit. Mr. Kiman told the Board that he had inspected this leak and, in his opinion, its source was the bathtub in the unit located above the Poes’ unit. Mr. Kiman agreed to review his findings with a representative of the owner of the second floor unit. Mr. Donahue asked the Board for a commitment to prune two Crape Myrtle trees in front of his building. The Board told Mr. Donahue that it had received his written request on this matter and it was still being reviewed. The Board advised Mr. Donahue that its landscaping decisions were made to improve the overall appearance of CVIII and, thus, for the general benefit of CVIII’s owners. The Board acknowledged that on occasion its landscaping decisions might not please an individual owner. Mr. Donahue told the Board that birds were using unscreened ventilation grates to gain access and build nests in gabled roofs. Mr. Donahue said birds nesting in these roofs might create health issues for residents in these buildings, and he suggested that screening be installed to keep birds out these roofs. Mr. Kiman was asked and agreed to look into this matter and report back to the Board.
Correspondence from Owners: None.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
April 2009 Financial Update: The Board and Mr. Edwards reviewed the April 2009 income and expense statements provided by CMI. After correcting for a $6,633 bill for a new hot water heater charged against an operating account rather than reserve account #31070 (Hot Water Heaters), these documents showed CVIII with an operating surplus of $832 as of the end of April 2009. The Board asked and Mr. Edwards agreed to have the $6,633 bill for a new hot water heater charged to the appropriate reserve account.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Masonry Renovations: Mr. Kiman told the Board that The Atlantic Company was making reasonable progress in renovating Building Two’s masonry taking into account the number of rain days since they began work. Mr. Kiman said Mr. Gerrity approved the color of the replacement mortar. He said that the quality of Atlantic’s workmanship had been judged satisfactory by Mr. Steven Turner, the Thomas Downey engineer assigned to manage this project for CVIII. Mr. Kiman said that Atlantic had found a number of cracked and damaged concrete window sills. The Board asked Mr. Kiman to have Atlantic provide it with an estimate of the cost of replacing these sills.
Carpet and Window Cleaning: After discussion, the Board decided to ask Clean Machine Carpet Cleaning to clean carpeting in common hallways in Buildings One, Three and Four as soon as their schedule permitted and the common hallway carpeting in Building Two as soon masonry renovations were completed there. The Board confirmed its decision to delay window cleaning until after masonry renovations were completed at Building Two.
Interim Property Manager: Mr. Nicoll informed the Board that Paula Covington had resigned as interim property manager effective 15 May 2009 and she had been replaced by George Hedrick as interim property manager.
Property Management Contract: Mr. Nicoll told the Board Legum & Norman would become CVIII’s property management firm effective Wednesday, 1 July 2009. Mr. Nicoll said that Legum & Norman had hired Ms. Cassie Cataline to be the property manager for the four Colonial Village communities. Mr. Nicoll said that a new firm would have to be hired for the transition audit and he would forward the names of the candidate firms to Board members for their comments.
New Business:
Exterior Painting: The Board asked and Mr. Edwards agreed to get multiple bids to paint CVIII’s exterior woodwork. The Board asked that these bids include all exterior trim, the exterior of building entry doors, siding on gabled roofs, and concrete window sills. These bids should also include using the appropriate caulk to seal the joints between brickwork and the siding of gabled roofs. Mr. Kiman told the Board that he would begin painting wrought railings as soon as he completed wall and ceiling repairs in the first floor hallway of 1800 Queens Ln.
Replacement Windows: Mr. Nicoll informed the Board that CVI, like CVII and CVIII, had problems with unit owners installing nonconforming replacement windows. CVI wanted to stop this practice by requiring owners to install specified windows from a specified manufacturer. CVI had hired an engineer to develop a set of specifications for replacement windows based on those approved by Arlington County’s HALRB for install in CVIII, and CVI planned to ask for bids from manufacturers on these specifications. The Board discussed taking a similar approach to solving CVIII’s replacement window problems by either joining CVI in its requests for proposals or circulating a RFP on its own because of the HALRB requirement that CVIII replacement windows had to be made of wood clad with vinyl or aluminum.
Executive Session: Mr. Gerrity moved that the open session of this meeting be adjourned, and members of the Board convene in executive session for the purposes of reviewing delinquent assessments and discussing CVIII’s contract with Legum and Norman. Mr. Nicoll seconded this motion, and it was approved unanimously at 7:54 P.M.
June 2009 Board of Directors Meeting: The June 2009 Board meeting is scheduled to take place at 7:00 P.M. on Monday, 22 June 2009, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Clark seconded this motion, and it was approved unanimously at 8:11 P. M.
June 22, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:55 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Charlie Clark, member at large. Unit owners Richard Donahue, June O’Connell, Larry and Magali Poe, Tom and Stacy Zellers, property manager George Hedrick, 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. Haley moved that the minutes of the 18 May 2009 Board meeting be approved without change. Mr. Clark seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Ms. O’Connell encouraged the Board to act in the common interest of CVIII’s owners when making landscaping decisions. She urged the Board to be evenhanded in responding to owners’ requests for landscaping changes; if the Board landscaped a building to suit the owners living in it, then it should do the same for the owners of units in other buildings. Mr. and Mrs. Zellers asked the Board to approve previously submitted plans to replace the windows in their unit. The Zellers provided the Board with a letter from their contractor, The Hodges Company, which stated the windows Hodges would supply and install met Arlington County Historic Affairs and Landmark Review Board (HALRB) standards for replacement windows in CVIII. The Board asked and the Zellers agreed to have Hodges (i) install half-screens on their replacement windows and (ii) not seal the ventilation spaces between lintels and brickwork. The Board asked and the Zellers agreed to obtain a written commitment from Hodges to satisfy any and all HALRB objections to the windows they installed in the Zellers’ unit. (See “New Business” for a motion on the Zellers’ request.) Mr. and Mrs. Poe complimented Mr. Kiman for the appearance of repairs he made to the first floor common hallway walls and ceiling at 1800 Queens Ln. The Poes asked and the Board and Mr. Hedrick agreed to provide them with access to a complete set of CVIII’s governing documents. Mr. Donahue asked the Board if it had made a decision on his request to relocate or prune two Crape Myrtle trees in front of his building. (See “New Business” for a motion on Mr. Donahue’s request.)
Correspondence from Owners:
The Board received a memorandum on replacement windows from Tom and Stacy Zellers that was discussed in the “Open Forum’ portion of this meeting. The Board reviewed a letter on a condo fee billing error from Mr. Keith Davison of 1736 Queens Ln. Mr. Nicoll said the new property management firm would address this issue.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
May 2009 Financial Update: The Board and Mr. Hedrick reviewed the May 2009 income and expense statements provided by CMI and noted that CVIII had a year-to-date operating surplus of $11,102 as of the end of May.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Property Management: Legum & Norman Contract: Mr. Nicoll told the Board that the four Colonial Village Board presidents and Colonial Village’s lawyer had met with Legum & Norman and negotiated final drafts of their contracts that contained many of the changes and improvements requested by Board members. Mr. Nicoll said that he would sign CVIII’s contract later this week so that L&N would become CVIII’s property management firm effective Wednesday, 1 July 2009. Mr. Nicoll said that Ms. Cassie Cataline will be the property manager for the four Colonial Village communities and Ms. Sonya Rainey will be the assistant property manager. Mr. Nicoll said that candidates for a receptionist’s position were currently being interviewed. Property Management Office: The Board reviewed a proposal from L&N to renovate the management office at 1903 Key Blvd. by painting walls, installing new carpet and making miscellaneous repairs. This proposal included the purchase of new office furniture, office equipment and office supplies. This proposal also included leases for a copier and postage meter and an annual software license fee. After discussion, Mr. Haley moved that the Board approve $9,511.44 payment to cover CVIII’s share of renovation and setup costs for L&N’s use of the office at 1903 Key Blvd.; $120.24 to cover CVIII’s share of monthly office equipment leasing fees; and $59.04 to cover CVIII’s share of an annual software licensing fee. Ms. Concelman seconded this motion, and it was approved unanimously.
Masonry Renovations: Building Two: Mr. Kiman told the Board that The Atlantic Company was making good progress in renovating Building Two’s masonry and he expected Atlantic to be finished except for replacing window sills by no later than July 15th.
Change Orders: After discussion, Mr. Gerrity moved that the Board approve a proposal from The Atlantic Company to erect scaffolding and remove and repoint 429 linear feet of mortar on the upper 6 feet of the chimney behind 1809 Queens Ln. for $4,961. Ms. Concelman seconded this motion, and it was approved unanimously. After discussion, Mr. Haley moved that the Board approve a proposal from The Atlantic Company to remove and replace 28 cracked and damaged concrete window sills (88.5 linear feet) for $9,292. Mr. Clark seconded this motion, and it was approved unanimously. Contract Administration: After discussion, Mr. Gerrity moved that the Board authorize payment of a $4,562.50 bill from Thomas Downey, Ltd. for contract administration services. Mr. Haley seconded this motion, and it was approved unanimously.
Carpet and Window Cleaning: Mr. Hedrick asked the Board for guidance on 2009 contracts for carpet cleaning and window cleaning. The Board told Mr. Hedrick that it had approved a contract at its 17 February 2009 meeting with Clean Machine Carpet Cleaning to clean carpeting in common hallways in Buildings One, Three and Four as soon as their schedule permitted and the common hallway carpeting in Building Two as soon masonry renovations were completed there. The Board told Mr. Hedrick that it had approved a contract at its 17 February 2009 meeting with Valcourt Building Services to clean the outside surfaces of windows in CVIII for $8.00 per window. The Board said that it had decided to delay window cleaning until after masonry renovations were completed at Building Two.
Exterior Painting: Mr. Hedrick was unable to provide the Board with a status report on its request that CMI (Mr. Edwards) get multiple bids to paint CVIII’s exterior woodwork. These bids were to include all exterior trim, the exterior of building entry doors, siding on gabled roofs, and concrete window sills. These bids were also to include using the appropriate caulk to seal the joints between brickwork and the siding of gabled roofs.
New Business:
Replacement Windows: After discussion, Mr. Gerrity moved that the Board approve the request of Tom and Stacy Zellers to have The Hodges Company supply and install nine replacement windows in their unit (1721 Queens Ln. #101). Mr. Clark seconded this motion and it was approved unanimously.
Landscaping: After discussion, Mr. Haley moved that the Board approve the relocation of two Crape Myrtle trees planted in front of 1829 Wilson Blvd. Ms. Concelman seconded this motion. The motion passed by a vote of three to two, with Mr. Clark, Ms. Concelman and Mr. Haley voting yes and Mr. Gerrity and Mr. Nicoll voting no. The Board was unanimous in saying that this motion should not be interpreted as establishing any sort of precedent for landscaping decisions.
Masonry Renovations: The Board reviewed a proposal from Atlantic to remove and repoint Building One’s masonry from the tops of parapets down to the lintels of second floor windows for $76,400. Atlantic offered a credit of $1,500 if it could begin work as soon as it finished work at Building Two. After discussion, the Board decided to put off renovating Building One’s masonry until the spring of 2010 or later.
Pedestrian Bridge: The Board reviewed a proposal from Atlantic to renovate the pedestrian bridge connecting Building Four and Rhodes St. for $82,850. These renovations included: removing and replacing the concrete deck; dismantling and replacing the brick veneer on the sides of the bridge with new brick; removing and repointing defective mortar on brick columns, walls and retaining walls; removing and repointing defective mortar on terra cotta backup walls. After discussion, the Board decided that it needed additional time and information before it was ready to make a decision to proceed with this project.
Parking Garage Building: The Board reviewed a proposal from Atlantic to remove and repoint defective mortar in the walls and columns of the garage building for $28,000. Atlantic’s proposal contained an additional charge of $3,000 to remove and replace the rowlock brick cap on walls. The Board also reviewed a proposal from the James R. Walls Contracting Co., Inc. (JRW) to remove the garage building roof and replace it with a Sarnafil membrane roof. JRW’s proposal included supplying and installing 20 oz. copper coping on the rowlock brick cap on walls. JRW’s proposal totaled $31,090. After discussion, the Board decided that it needed additional time to consider this project.
Window Joint Sealant Replacement: Mr. Hedrick explained to the Board that Mr. Turner, the Thomas Downey structural engineer who was managing masonry renovations at Building Two, had reported that much of the sealant (caulking) for metal-to-masonry and metal-to-metal exterior window joints in Building Two was missing or badly enough cracked to be ineffective in preventing water penetrating building walls through window frames. Renaissance Painting and Atlantic were asked for proposals to remove and replace this caulking. Renaissance reported back that it was such time consuming, labor intensive work that it was uncertain how to price this project. The Atlantic Company bid $34,975 to remove and replace 7,772 linear feet caulking on Building Two’s windows. After discussion, the Board decided that it needed additional time and information before it was ready to make a decision to proceed with this project.
Sidewalk Repairs: The Board asked Mr. Kiman for an update on replacing damaged and poorly aligned sections of CVIII’s sidewalks. Mr. Kiman said that he was working with CVII’s engineer on a joint request for proposals in order to get lower prices on this work.
Asphalt Repairs: Mr. Kiman told the Board that he was seeking bids to seal cracks in the asphalt surface of CVIII’s parking lot.
Meter Stacks: Mr. Gerrity informed the Board that he found CFR Engineering’s report on the condition of meter stacks serving twelve of twenty-eight addresses in CVIII. This report indicated that sixteen meter stacks serving the following addresses still had to be inspected: 1720, 1721, 1724, 1728, 1729, 1732, 1737, 1804, 1808, 1812, 1813, 1816 and 1817 Queens Ln.; 1829 Wilson Blvd.; and 1817 and 1821 N. Rhodes St. Mr. Gerrity suggested and the Board agreed that a proposal to inspect these sixteen meter stacks be sought from another firm.
Executive Session: Mr. Gerrity moved that the open session of this meeting be adjourned, and members of the Board convene in executive session for the purposes of reviewing delinquent assessments and discussing CVIII’s contract with Legum and Norman. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:09 P.M.
July 2009 Board of Directors Meeting: The July 2009 Board meeting is scheduled to take place at 7:00 P.M. on Monday, 20 July 2009, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Clark seconded this motion, and it was approved unanimously at 8:14 P. M.
July 20, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:59 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Kevin Haley, treasurer; and Dennis Gerrity, secretary. Unit owners Justine Browne, Larry and Magali Poe, and David Reizes, property manager Cassie Cataline, and maintenance engineer Stan Kiman were also present at that time. Patricia DuBuque, executive vice president of Legum and Norman attended this 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. Haley moved that the minutes of the 22 June 2009 Board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
Mr. Poe updated the Board on the resolution of liability for water damage to his unit caused by a leak in the unit located directly above his unit. Mr. Poe told the Board that Virginia State law, case law, and CVIII’s By-Laws left a unit owner responsible for damage to their units caused by a problem originating in another unit. Mr. Poe told the Board that as best he could determine CVIII’s Unit Owners Associations would similarly be responsible for damage to common elements caused by a problem such as a water leak that originated in a unit. Mr. Poe suggested that this liability issue could be resolved by amending CVIII’s By-Laws so that they contained a “strict liability clause”, which would make a CVIII unit owner responsible for damage to other units and common elements caused by a problem originating in their unit. After discussion, the Board asked and Ms. Cataline agreed to request counsel on this matter from CVIII’s law firm, Chadwick, Washington. Mr. Reizes complained to the Board that two dogs, whose owners had allowed them to run loose in CVIII’s south courtyard, had behaved aggressively on repeated occasions toward Mr. Reizes and his dog. Mr. Reizes said that he and other residents of CVIII had similar problems with other dogs in the past. Mr. Reizes suggested that the Board establish regulations governing the behavior dogs in common areas of CVIII with increasingly severe penalties for repeat offenders. After discussion, the Board asked and Ms. Cataline agreed to write to the owners of these two dogs and remind them that CVIII’s By-Laws required that dogs be leashed when present in common areas of CVIII and ask them to comply with CVIII’s By-Laws. The Board recommended to Mr. Reizes that he call the Arlington County Police if he felt he was being attacked by a dog. Ms. Browne introduced herself as recently purchasing a unit in CVIII after renting there for many years. Ms. Browne told the Board she wanted to renovate her kitchen. The Board asked and Ms. Browne agreed to submit a copy of her plans for its review and approval.
Correspondence from Owners:
The Board reviewed correspondence from a resident who asked to be reimbursed for a $100 towing fee. She provided documentation indicating that her car had been towed from CVIII’s lot because it had a CVI parking lot sticker mistakenly issued to her by CMI, CVIII’s previous property management firm. After a brief discussion, the Board agreed to reimburse this resident for the towing fee.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
June 2009 Financial Update: The Board and Ms. Cataline reviewed the June 2009 income and expense statements provided by CMI and noted that CVIII had a year-to-date operating deficit of $6,254 as of the end of June.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Property Management Transition: Ms. Cataline informed the Board that CVIII’s various accounts receivable and payable and reserve accounts had been reorganized to conform to Legum & Norman’s accounting system. Ms. Cataline said that painting and the installation of new carpeting in the management office at 1903 Key Blvd. had been completed. New office furniture was scheduled to be delivered later in the week of this meeting. Ms. Cataline told the Board that all four of the Colonial Village communities had poor credit ratings because the previous management firm, CMI, had been slow in paying their bills. Consequently, she was unable to obtain a lease for a commercial grade copier. Ms. Cataline said that it would take Legum & Norman about a year to repair the Colonial Village credit ratings. To take care of copying needs during the meantime she suggested and the Board approved the purchase of a copier for approximately $1,000. This $1,000 expense would be shared on a pro rata basis with the other three Colonial Village communities. Ms. Cataline told the Board that she expected to fill the office administrator’s position (receptionist) by the end of the week.
Masonry Renovations: Building Two: Mr. Kiman told the Board that The Atlantic Company had completed renovating Building Two’s masonry except for replacing several window sills and those should be done by the end of the month. Other Masonry Renovations: The Board reviewed proposals for other masonry renovation projects, noting in its discussion that Steve Turner, a structural engineer with Thomas Downey, Ltd., had advised the Board that the Rhodes Street pedestrian bridge should be done next, followed by the garage walls and roof, Building One and then Building Three. Mr. Turner had previously advised the Board that retaining walls at 1728, 1729, 1808 and 1809 Queens Ln. and 1821 Rhodes St.; window wells at 1733, 1808 and 1809 Queens Ln. and 1735 and 1821 Rhodes St.; and the chimney behind 1735 N. Rhodes St. also needed to be repaired and renovated.
Carpet and Window Cleaning: The Board noted that masonry renovations were just about finished at Building Two, and it asked and Ms Cataline agreed to have Clean Machine Carpet Cleaning begin cleaning carpeting in common hallways and Valcourt Building Services begin cleaning the outside surfaces of windows as soon as their respective schedules permitted.
Exterior Painting: Ms. Cataline was unable to provide the Board with a status report on its request for multiple bids to paint CVIII’s exterior woodwork.
Asset Management: Mr. Haley updated the Board on the implementation of CVIII’s contract with Janney Montgomery Scott to manage the investment of CVIII’s assets in government issued and government insured securities. Mr. Haley told the Board that Mr. Rusty Krauss of Janney Montgomery Scott, who would be managing the investment of CVIII’s assets, had established working relationships with Ms. Cataline and Legum & Norman’s main office. Mr. Haley told the Board Mr. Krauss would be available via a conference call for to answer any questions they still had on this contract, and after these questions had been answered he would ask the appropriate Board members to sign the final draft of CVIII’s contract with Janney Montgomery Scott.
Sidewalk Repairs: The Board asked Mr. Kiman for an update on replacing damaged and poorly aligned sections of CVIII’s sidewalks and, in particular, sections in the sidewalk leading from the parking lot toward 1737 Queens Ln. Mr. Kiman said that he was waiting until one of the other Colonial Village communities needed to repair its sidewalks so he could make a joint request for proposals in order to get lower prices on this work. Mr. Kiman said that he would try to make temporary repairs in the meantime.
Asphalt Repairs: The Board for an update on sealing cracks in the asphalt surface of CVIII’s parking lot to prevent the freezing of water seepage during the winter from breaking up the surface of the parking lot. Ms. Cataline said she and Mr. Kiman would work on getting bids to seal these cracks.
New Business:
2010 Budget: The Board reviewed budget priorities for 2010. Mr. Gerrity expressed concern that assessments would have to increase by ten percent to cover the cost of CVIII’s new property management contract and a fifty percent reduction in interest income from CVIII’s investments. Mr. Nicoll said the increased cost of CVIII’s new property management would be about $40,000 and would not require an increase in assessments. After discussion, the Board decided to have CVIII’s reserve account study updated in 2010 as scheduled.
Landscaping: The Board reviewed the following landscaping projects for this fall: (i) replace the White Pine trees on the north side of the parking lot with Nellie Stevens Hollies; (ii) remove arborvitae and other evergreens that were planted in front of meter banks and replace them with Euonymus and Schip Laurel; and (iii) correct erosion problems on the north and west sides of 1821 N. Rhodes St. and the east side of 1800 Queens Ln. The Board decided to schedule these projects and previously approved landscaping work to be done in October.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and members of the Board convene in executive session for the purposes of reviewing delinquent assessments, CVIII’s asset management contract with Janney Montgomery Scott, and personnel matters. Ms Concelman seconded this motion, and it was approved unanimously at 7:52 P.M.
August 2009 Board of Directors Meeting: The August 2009 Board meeting is scheduled to take place at 7:00 P.M. on Monday, 17 August 2009, 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 8:18 P. M.
August 17, 2009 CVIII 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. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Charlie Clark, member at large. Unit owners Tanya Flemons, Neil LeBlanc, June O’Connell, Sue Slawson and Ingrid Stetson, property manager Cassie Cataline, and maintenance engineer Stan Kiman were also present at that time. Jennifer Caniglia, Mia Charity, Richard Donahue, Cynthia Smith, all residents, and Dona Caniglia, a visitor, were also present at that time. John Reyner, a member of CVII’s Board of Directors, attended this meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Gerrity moved that the minutes of the 20 July 2009 Board meeting be approved with one change. Mr. Haley seconded this motion, and it was approved with Mr. Nicoll, Ms. Concelman, Mr. Haley, and Mr. Gerrity voting aye. Mr. Clark abstained because he did not attend the 20 July 2009 meeting.
Open Forum for CVIII Owners:
Main Unit Circuit Breakers and Meter Stacks: Ms O’Connell explained that she recently had to replace her unit’s main circuit breaker at great expense for weekend service from an electrical contractor. Ms. O’Connell said that her electrical contractor, Kolb Electric, said that her new circuit breaker could fail at any time because its buss bars were corroded. In order to replace these buss bars, Kolb said that Dominion Power would have turn off the electric power for her building and this could cost as much as $3,000. Ms. O’Connell told the Board that she could not afford to spend this much money Ms. O’Connell asked the Board to replace the metal cabinet, known as a meter stack, which housed her electric meter and the main circuit breaker for her unit, because the stack was a defective common element that allowed conditions that caused corrosion on the buss bars for the main circuit breaker for her unit. Because only Dominion could turn off the electrical current to meter stacks serving buildings that contained four units, Ms. O’Connell suggested that unit owners, individually and collectively, might save money if the Board coordinated replacing their meter stacks. Mr. Nicoll said that the Board was aware that CVIII’s meter stacks had rusting problems. Some were in worse shape than others, but all would eventually have to be replaced. Because they were extremely expensive to replace, the Board had to maximize their service life. Mr. Nicoll said that the Board instituted a program in 2008 to inspect them and prioritize their replacement. The Board hired an electrical engineering firm, CFR Associates, in 2008 to provide it with an independent evaluation of the condition of twelve meter stacks and prioritize their maintenance and replacement. CFR assigned a high priority to replacing the stack serving 1805 Rhodes, which the Board interpreted as a recommendation that this stack be replaced promptly, and this was done. CFR provided the Board with a schedule for replacing the eleven other meters it had inspected. The remaining sixteen stacks would be inspected in 2009. Mr. Nicoll said that a maintenance and replacement program for all of CVIII’s meter stacks would then be organized and put into effect. The Board emphasized that it considered CFR Associates’ survey and recommendations independent because CFR had been told that its role was only advisory and it would not be involved in performing any work it recommended. Members of the Board noted that the same could not be said of Kolb. Ms. O’Connell criticized the Board for not providing unit owners with guidance on how to maintain and replace their main circuit breakers. The Board noted that there had repeated discussion of replacing meter stacks and main unit circuit breakers in the minutes of its meetings and a “Maintenance Advisory” on main unit circuit breakers had appeared in at least one edition of CVIII’s newsletter. Ms. O’Connell noted that a new stack and new circuit breakers had been installed at 1805 Rhodes St. but there had been no discussion in meeting minutes of charging owners of units in that building for their new circuit breakers or a pro rata share of the new stack; and based on this, she suggested that all expenses associated with replacing stacks and circuit breakers should be common expenses. The Board asked Legum and Norman to confirm with CVIII’s law firm, Chadwick, Washington, that maintenance and replacement of meter stacks was a common element responsibility and unit owners were responsible for maintenance and replacement of their electric meters and main unit circuit breakers. Dogs: Ms. Slawson told the Board that her dog, Riley, had had been unfairly characterized at the Board’s July meeting. She said that her dog was not vicious and did not have aggressive tendencies. Ms. Slawson told the Board that it should have encouraged a one-on-one private resolution of this complaint and it should not have got involved in this matter. Ms. Slawson said that that a similar complaint about another dog, Maverick, was also unfair and inaccurate. Maverick had never charged anyone or otherwise behaved in an aggressive or vicious manner in her presence. Ms. Caniglia also told the Board that her dog, Maverick, had been unfairly characterized at the Board’s July meeting. She said that her dog was not vicious and nor had it ever exhibited aggressive tendencies. Ms. Caniglia said that Ms. Slawson’s dog had never behaved badly in her presence. Mr. LeBlanc and Mrs. Caniglia told the Board that they had never observed Riley or Maverick behaving in a vicious or aggressive manner. Ms. Charity, Ms. Smith and Ms. Stetson indicated that they were present to show support for Ms. Slawson and Ms. Caniglia. Mr. Donahue noted that CVIII’s By-Laws required dogs be leashed when present in common areas of CVIII, and for good reason -- courts award substantial amounts of money for damages in dog bite cases. Mr. Donahue urged the Board to enforce CVIII’s By-Laws with respect to leashing dogs and dog owners to obey CVIII’s By-Laws and leash their dogs. Harassment: Ms. Caniglia complained to the Board that another dog owner living in CVIII had been harassing her. Ms Caniglia said that this harassment, on occasion, seemed sexual in nature. The Board recommended to Ms. Caniglia that she contact the Arlington County Police if she felt she was being harassed. Ironing Boards in Laundry Rooms: Ms. Flemons said that she had written a letter to the Board several months ago suggesting that ironing Boards be installed in several of CVIII’s laundry rooms, but she had not received a response. Mr. Reyner provided an explanation for this apparent lapse: CVIII’s Board never received Ms. Flemons’ letter because the property management office mistakenly forwarded Ms. Flemon’s letter to CVII’s Board. The Board said this was good suggestion and it asked Ms. Cataline for a report on the feasibility of installing ironing Boards in CVIII’s laundry rooms. Heat Pumps: Mr. Donahue suggested that ductwork be installed to connect air handlers and air filters in false ceilings to reduce the amount of particulate material drawn in by air handlers and blown into units. Mr. Donahue noted that condensers for heat pump units require twelve inches of separation from other objects to operate efficiently and, for some units, shrubbery and other condensers might have to be moved to obtain such separation. Signage: Mr. Donahue recommended that signs identifying Colonial Village be installed where shrubbery had recently been removed from the northeast and northwest corners of the intersection of Wilson Blvd. and Rhodes St. Mailing List: Mr. Donahue asked if he could get a list of the names and addresses of CVIII’s unit owners. Members of the Board expressed concerns about unit owners’ privacy and asked Ms. Cataline to find out what CVIII’s governing documents and the Virginia Condominium Act had to say about this matter.
Correspondence from Owners: The Board received no correspondence from owners since its July meeting.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
July 2009 Financial Update: Ms. Cataline told the Board that she was unable to provide it with financial documents for July 2009 because the transfer of CVIII’s accounts receivable and payable and reserve accounts from CMI to Legum & Norman had not been completed.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Property Management Transition: Ms. Cataline informed the Board that the transition from CMI to Legum & Norman was going smoothly. The Key Blvd. office had been renovated, furnished, equipped, and staff as approved by the four Colonial Village Owners Association. Ms. Cataline said that she expected the transfer of CVIII’s various accounts receivable and payable and reserve accounts from CMI to Legum & Norman to be completed by the end of the month.
Masonry Renovations: Building Two: Mr. Kiman told the Board that The Atlantic Company had completed renovating Building Two’s masonry including replacing several window sills. Other Masonry Renovations: The Board noted in its discussion of other masonry renovation projects that Steve Turner, a structural engineer with Thomas Downey, Ltd., had advised it that the Rhodes Street pedestrian bridge should be done next, and followed by the garage walls and roof, Building One and then Building Three. Mr. Turner had previously advised the Board that retaining walls at 1728, 1729, 1808 and 1809 Queens Ln. and 1821 Rhodes St.; window wells at 1733, 1808 and 1809 Queens Ln. and 1735 and 1821 Rhodes St.; and the chimney behind 1735 N. Rhodes St. also needed to be repaired and renovated.
Carpet and Window Cleaning: The Board noted that Clean Machine Carpet Cleaning had completed cleaning carpeting in common hallways. Ms Cataline told the Board that Valcourt Building Services had not informed her when it would begin cleaning the outside surfaces of windows.
Exterior Painting: Ms. Cataline told the Board that she was still working on its request for multiple bids to paint CVIII’s exterior woodwork. Mr. Nicoll asked and the Board agreed to inspect CVIII’s exterior woodwork to see if it might be possible to postpone this project until the spring of 2010.
Asset Management: Mr. Haley told the Board that the implementation of CVIII’s contract with Janney Montgomery Scott (JMS) to manage the investment of CVIII’s assets in government issued and government insured securities was going well. Mr. Haley told the Board that JMS was currently managing about $200,000 of CVIII’s liquid assets and it would take over management of the rest as securities purchased for CVIII by CMI matured. Mr. Haley advised the Board that CVIII’s 2010 income from investments could decline by as much as $15,000 because interest rates had declined markedly during the last year.
Asphalt Repairs: The Board for an update on sealing cracks in the asphalt surface of CVIII’s parking lot to prevent the freezing of water seepage during the winter from breaking up the surface of the parking lot. Ms. Cataline said she and Mr. Kiman continued to work on getting bids to seal these cracks.
2010 Budget: Ms. Cataline reviewed the first draft of CVIII’s 2010 budget with the Board. She said the principal issue facing the Board was deciding on the appropriate combination of increased assessments and decreased contributions to reserve accounts to cover increases in CVIII’s 2010 operating expenses. After discussion, the Board decided to have CVIII’s reserve account study updated in 2010 as scheduled. Ms. Cataline asked and the Board agreed to delay a vote on CVIII’s 2010 budget until its November meeting so that Legum & Norman had more time to familiarize itself with the day-to-day operation of the co0mmunjity.
Landscaping: Gateway Beds: Mr. Reyner reviewed with Ms. Cataline and the Board a design he prepared using azaleas, nandina and liriope as replacements plants in beds located at the northeast and northwest corners of the intersection of Wilson Blvd. and Rhodes St. These plants would replace yews that had been removed because they exceeded Arlington County height limitations for these locations. Mr. Gerrity moved that the Board approve $764 to pay for the plants on CVIII’s side of this intersection. Ms. Concelman seconded this motion, and it was approved unanimously. The Board thanked Mr. Reyner for the time and effort he spent on this project. Removal of White Pines: The Board reviewed the following proposals to remove nine White Pine trees and grind out ten stumps on the north side of CVIII’s parking lot: Somerset Landscaping, $3,600; McFall and Berry Landscape, $3,340. Mr. Gerrity then moved that the Board approve McFall and Berry’s proposal of $3,340. Ms. Concelman seconded this motion, and it was approve unanimously. Enhancements: Mr. Gerrity moved that the Board approve $15,000 for enhancements. Mr. Haley seconded this motion, and it was approved unanimously. This $15,000 would pay for: (i) Nellie Stevens Hollies to replace the White Pine trees on the north side of the parking lot; (ii) remove arborvitae and other evergreens that were planted in front of windows; and (iii) correct erosion problems on the west side of 1821 N. Rhodes St. The Board decided to defer planting Schip Laurel and Acuba to replace the arborvitae and fixing soil erosion problems along the bike path and the east side of 1800 Queens Ln. until spring 2010.
New Business:
Laundry Machines: Ms. Cataline informed the Board that CVIII’s contract for laundry machines with HOF expired on 7 November 2009. Ms. Cataline and the Board reviewed briefly reviewed several options for a new contract HOF had offered CVIII. After discussion, the Board asked and Ms. Cataline agreed to obtain proposals from several other companies and that these proposals address its concern that new machines use less water and electricity.
Water Line Isolation Valves: Ms. Cataline and the Board reviewed the following proposals to install fifteen isolation valves for water lines in Building Three: API, $2,725; All Plumbing Inc., $2,800. Mr. Kiman explained that this was the first phase in a program to minimize the effect of water shut-offs on residents. After discussion, Ms. Concelman moved that the Board approve API’s proposal of $2,725. Mr. Clark seconded this motion, and it was approved unanimously.
Janitorial Service: Ms. Cataline and the Board reviewed a proposed contract from Clean Advantage Corporation to provide janitorial service to CVIII. This contract specified a fee of $28,176.84 for one year effective 1 August 2009, and it would continue on a monthly basis thereafter with a 3% annual increase when it went to month-to-month status. Mr. Nicoll moved that the Board accept Clean Advantage’s $28,176.84 proposal, with the stipulation that Section IV, Paragraph C, which would penalize CVIII for hiring Clean Advantage employees, be removed from the signed version of this contract. Mr. Haley seconded this motion, and it was approved unanimously.
Trash Service: Ms. Cataline and the Board reviewed a proposed contract from Thompson Hauling Corporation to provide trash service to CVIII. The Board discussed scheduling bi-monthly bulk pickups included in this contract so they would be convenient for residents to dispose of large items. The Board noted that Thompson was blocking empty parking spaces on Rhodes St. when it was staging trash for pickups and asked if this practice could be changed. Ms Cataline recommended and the Board agreed to defer further consideration of this contract until the Board’s September meeting because of specification errors in Thompson’s proposal.
Executive Session: The Board did not have an executive session at this meeting
September 2009 Board of Directors Meeting: The September 2009 Board meeting is scheduled to take place at 7:00 P.M. on Monday, 21 September 2009, 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 8:55 P. M.
September 21, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 6:57 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Charlie Clark, member at large. Unit owners June O’Connell and Larry and Magali Poe and maintenance engineer Stan Kiman were also present at that time. Patricia Dubuque, executive vice president of Legum and Norman attended this meeting for Sonya Rainey, acting general manager, who was unable to be there because of a prior commitment.
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. Haley moved that the minutes of the 17 August 2009 Board meeting be approved without change. Mr. Clark seconded this motion, and it was approved unanimously.
Cheryl Concelman: Cheryl Concelman will complete a three-year term on CVIII’s Board of Directors on 13 October 2009, and she has informed the Board that she will not stand for election to another term. Mr. Nicoll, speaking for all of CVIII’s owners and residents, thanked Cheryl for the time and effort she devoted to making CVIII a pleasant and affordable place to live.
Stan Kiman: Mr. Nicoll noted that Mr. Kiman had completed his nineteenth year of service as CVIII’s maintenance engineer. Mr. Nicoll, speaking for all of CVIII’s owners and residents, thanked Stan for the time and effort he has devoted to the safe and efficient operation of CVIII. Mr. Nicoll told Mr. Kiman that CVIII looked forward to him being on the job for another nineteen years.
General Manager’s Position: Ms. Dubuque informed the Board that Cassie Cataline had resigned as general manager of the four Colonial Village communities and Sonya Rainey would serve as acting general manger until a permanent replacement for Ms. Cataline was named. Ms. Dubuque said that Legum & Norman had already had several good interviews for this position. Ms. Dubuque told the Board that, except for Ms. Cataline’s resignation, the transition from CMI to Legum & Norman continued to go smoothly.
Open Forum for CVIII Owners:
Ms. O’Connell reminded the Board that she had submitted a letter dealing with the replacement of meter stacks. Mr. Nicoll said that this matter would be discussed during the regular business portion of this meeting.
Correspondence from Owners:
The Board received a letter from Ms. O’Connell in which she proposed and requested that CVIII’s budgets for the years 2010, 2011 and 2012 each contain $75,000 so that “external electrical and meter stacks” could be replaced by the end of 2012.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
August 2009 Financial Update: Legum & Norman provided the Board with an income statement and balance sheet for August that showed CVIII with a year-to-date operating surplus of $12,157 effective 31 August 2009.
Asset Management: Ms. Dubuque advised the Board that two CDs would be maturing shortly and recommended that a decision on reinvesting them be made at this meeting. Mr. Haley told the Board that arrangements had already been made for Janney Montgomery Scott to take over management of the money invested in these CDs when they matured.
Maintenance: Mr. Kiman said that there had been no unusual maintenance problems during the past month.
Pending Business:
Meter Stacks: Ms. Dubuque and the Board reviewed two proposals to inspect and prioritize repairs and replacement of sixteen meter stacks. These proposals were: Summit Engineers, $3,600; and CFR Associates, $11,250. This was the second phase of a program instituted in 2008 to inspect all twenty-eight of CVIII’s meter stacks and prioritize their repair and replacement. Twelve meter stacks were inspected by CFR Associates in 2008. Mr. Nicoll recommended that the Board use the same company to inspect all twenty eight meter banks to have a common basis for prioritizing repairs and replacement. Noting that Summit’s proposal was almost 60% less than CFR’s, Mr. Gerrity moved then that the Board propose to Summit Engineering that it inspect and prioritize all twenty-eight of CVIII’s meter banks for $7,000. Mr. Haley seconded this motion, and it was approved unanimously. Ms. Dubuque told the Board she thought Summit would accept the Board’s proposal.
Window and Carpet Cleaning: Mr. Kiman told the Board that the contractor had completed cleaning the outside surfaces of windows. The Board noted that Clean Machine Carpet Cleaning had completed cleaning carpeting in common hallways.
Exterior Painting: Ms. Dubuque and the Board reviewed three bids to paint CVIII’s exterior woodwork. These bids were: CSI, $32,355; Renaissance, $39,800; and Potomac, $45,450. After discussion, the Board decided this project could be postponed until the spring of 2010.
Asphalt Repairs: Ms. Dubuque and the Board reviewed three proposals to seal cracks in the asphalt surface of CVIII’s parking lot to prevent the freezing of water seepage during the winter from breaking up the surface of the parking lot. These proposals were: ASAP Paving, $1,050 for 700 linear feet; Dominion paving, $400 for 750 linear feet; and O’Leary Asphalt, $1,400 for 850 linear feet. After discussion, Mr. Gerrity moved that CVIII accept Dominion Paving’s $400 proposal and authorize L&N to spend an additional $200 if necessary to have this work done thoroughly. Ms. Concelman seconded this motion, and it was approved unanimously.
2010 Budget: Ms. Dubuque told the Board that she and Ms. Rainey were working on a second draft of CVIII’s budget for 2010 for the Board’s review at its October meeting.
Reserve Study: After discussion, the Board agreed that a thorough review and prioritization of CVIII repair and replacement reserve requirements should be conducted in early 2010. The Board asked and Ms Dubuque agreed to obtain proposals for this project from firms that had the technical and financial expertise necessary for such a review
Landscaping: The Landscaping Committee recommended that $3,000 be budgeted to install Schip Laurel and Manhattan Euonymus as replacements for arborvitae that had recently been removed. After discussion, Mr. Gerrity moved that the Board approve the Landscaping Committee’s recommendation to spend $3,000 for Schip Laurel and Manhattan Euonymus. Mr. Haley seconded this motion, and it was approved unanimously.
New Business:
Laundry Machines: Ms. Dubuque informed the Board that she and Ms. Rainey continued to seek multiple bids on CVIII’s laundry machine contract and they expected to have proposals available for the Board’s consideration at its October meeting.
Trash Service: Ms. Dubuque and the Board reviewed a proposed three-year contract from Thompson Hauling Corporation to provide trash service for CVIII at $12.00 per unit per month and $250 per bi-monthly special pick-ups for bulk items. Mr. Nicoll moved that CVIII accept Thompson’s proposed three-year contract. This motion was seconded by Mr. Haley, and it was approved unanimously. The Board discussed scheduling bi-monthly bulk pickups so that they would be convenient for residents to dispose of large items. The Board requested and Ms. Dubuque agreed to have notices posted in trash rooms that would provide residents with guidance on what items were recyclable.
Comcast Cable Services Agreement: Ms. Dubuque and the Board reviewed a proposed “Services Agreement" between CVIII and Comcast Cable. This agreement would replace an existing agreement with Arlington Cable, the company that originally wired CVIII for cable. Arlington Cable had subsequently been purchased by Comcast. After discussion, the Board decided that it could not proceed with a vote until Comcast’s proposal had been reviewed by a lawyer. Ms. Dubuque said Legum & Norman had a legal review of a similar proposed Comcast “Services Agreement" and she would try to obtain a copy for the Board’s consideration prior to its October meeting.
Roofs: Ms. Dubuque and the Board reviewed correspondence from Mr. Steve Turner, a structural engineer with Thomas Downey, Ltd., in which Mr. Turner (i) explained why water was ponding on the roofs of 1813 and 1821 N. Rhodes St. and (ii) suggested options to moderate or eliminate this problem. In discussion, the Board noted that only one downspout was draining rain water off of the roof of 1821 Rhodes St, and, even during a moderate rainfall, water was overflowing this downspout’s scupper and flowing down the west wall of this building and creating a serious soil erosion problem at the base of this wall. The Board asked and Ms. Dubuque agreed to ask Mr. Turner for a more detailed explanation of how installing sumps and lowering scuppers on these two roofs would solve the ponding and overflow problems.
Executive Session:
Mr. Nicoll moved that the open session of this meeting be adjourned, and Ms. Dubuque and members of the Board convene in executive session for the purposes of discussing the status of Legum and Norman’s efforts to fill the general manager’s position and reviewing delinquent assessments. Ms. Concelman seconded this motion, and it was approved unanimously at 8:00 P.M.
October 2009 Board of Directors Meeting: The October 2009 Board meeting is scheduled to take place immediately after CVIII’s Annual Meeting on Monday, 13 October 2009, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Ms. Concelman moved that this meeting be adjourned. Mr. Clark seconded this motion, and it was approved unanimously at 8:14 P. M.
October 13, 2009 CVIII Annual Meeting Minutes
Call to order: With a quorum of unit owners voting by proxy and in person of 31.864%, the meeting was called to order at 6:54 P.M. Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Kevin Haley, treasurer; Dennis Gerrity, secretary; and Charlie Clark, member at large. Unit owners Anthony Anikeeff, Michael Brooks, Justine Browne, Tanya Flemons, Amanda Hunt, Linda Johnson, Shirley McAlhaney, Larry Poe, David Reizes, and Shelly Seaver; and acting general manager Sonya Rainey were also present at that time. Others present at that time were Richard Donahue and Magali Poe.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Cheryl Concelman: Mr. Nicoll informed those attending that Cheryl Concelman was completing a three-year term as a member of CVIII’s Board of Directors effective this meeting. Mr. Nicoll, speaking for all of CVIII’s owners and residents, thanked Cheryl for her good counsel and for the time and effort she devoted to making CVIII a pleasant and affordable place to live.
Reading and Approval of Minutes: Ms. Concelman moved that the minutes of the 20 October 2008 Annual Meeting be approved without change. Mr. Clark seconded this motion, and it was approved unanimously.
Unit Owners Forum:
Ms. Hunt said that staggered Property Management Office hours as a convenience to residents with busy schedules had been suggested at the 2008 Annual Meeting. She asked if progress had been made in implementing that suggestion. The Board said Legum & Norman (L&N) had agreed to extended office hours in their contract with Colonial Village. Ms. Rainey said that L&N had instituted extended office hours informally, but they had been put on hold because of personnel issues. Ms. Hunt noted that, for the second year in a row, CVIII’s parking lot had been closed for maintenance, and no mention of where alternative nighttime parking was available had been included in the notices. The Board and Ms, Rainey apologized for whatever inconvenience might have been caused by not including mention of off-site parking locations in notices of the closure of CVIII’s lot. Ms. Concelman said that two parking spaces designated for handicapped use in the 1800 block of N. Rhodes St. were not being used on a regular basis. She suggested that Arlington County be asked to make them available to all Zone 4 permit holders. Mr. Anikeeff said that, based on his own experience, handicapped parking spaces might not be used all the time, but they were of great assistance to those with mobility issues. Mr. Anikeeff said notice of when Board meetings were held and the agendas for these meetings would be greatly appreciated by nonresident owners. The Board said that dates, times and location of Board meetings and their agendas were available on three separate pages on CVIII’s website. Mr. Anikeeff complimented the Board on its efforts to maintain CVIII as an attractive and affordable place to live. Mr. Donahue complained that comments he made at the Board’s August 2009 meeting about the danger that unleashed small dogs posed to residents of CVIII were not reported accurately in the minutes of that meeting. Mr. Brooks said that there were several residents who kept two dogs in their units and this was a violation of CVIII’s By-Laws, which allows residents to keep only one small domestic pet in their unit. Mr. Brooks said that charcoal grills that were not being used were being left on CVIII’s grounds in violation of CVIII’s By-Laws. Mr. Brooks asked that they be removed. The Board asked and Ms. Rainey agreed to have Mr. Kiman remove them. Mr. Brooks said that residents were blocking the aisles of the storage rooms with their bicycles and other possessions in violation of CVIII’s By-Laws and the Arlington County Fire Code. The Board asked and Ms. Rainey agreed to post a notice on bulletin Boards and storage room doors advising residents that they could not leave their personal belongings in storage room aisles or on top of storage cages and that such items would be removed without further notice after the fifteenth of November. Mr. Brooks asked for the location of bike storage rooms. The Board said there was a large room in the basement of 1821 N. Rhodes St. with an outside door and another room in the basement of 1729 Queens Lane. Keys to these rooms could be obtained from the Property Management Office. Ms. Browne said that she was being disturbed by noisy pedestrians walking past her unit late at night. The Board said that this was a problem elsewhere in CVIII and all throughout the Rosslyn-Ballston corridor, members of the Board said that they had talked about this issue with the Arlington County Police who said little could be done about it. Mr. Reizes said that many of the problems discussed at this meeting were in part the result of residents not knowing CVIII’s rules and regulations. The Board said that CVIII’s By-Laws and Rules and Regulations were posted on CVIII’s website and CVIII’s Property Management Office had orientation material it could give new residents. Ms. McAlhaney said that many nonresident owners had their units managed as rental properties by real estate companies and these companies did not bother to inform tenants of CVIII’s rules and regulations. The Board said that it was working on an updated version of CVIIII’s welcome brochure and it would look for other ways to make residents more aware of CVIII’s rules and regulations. Ms. Seaver thanked the Board for its efforts with respect to Verizon’s installation of fiber optic cable in CVIII. Ms. Seaver also thanked the Board for its successful efforts to expand the hours and days parking on N. Rhodes St. were restricted to residents of Colonial Village. Ms. Johnson also thanked the Board for its efforts to expand the hours and days that parking on N. Rhodes St. would be restricted to residents of Colonial Village. Ms. Johnson and Ms. Browne both joined Ms. Hunt in saying that extended hours of operation for the Property Management Office would be convenient for residents who had demanding work schedules. Ms. McAlhaney asked what stickers had to be displayed on a motor vehicle so that it could be parked in CVIII’s lot. The Board said that valid state license plates and inspection sticker, an Arlington County decal, and a CVIII parking permit were required to park in CVIII’s lot. The Board asked Ms. McAlhaney to let it know if the towing company was not removing cars parked in violation of the rules and regulations for use of CVII’s parking lot.
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 for the Board of Directors. Mr. Nicoll said that there were two vacancies for three-year terms this year. Inspectors of Election: Unit owners Anthony Anikeeff and Amanda Hunt were appointed inspectors of the election for members of CVIII’s Board of Directors. Candidates for Election to Board of Directors: The names of Kevin Haley and Larry Poe 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. Haley and Poe then briefly introduced themselves to the rest of the meeting’s attendees. Election Results: Mr. Haley and Mr. Poe both received more than 50% of the common element interest voted by proxy and in person for the meeting. Therefore, Mr. Haley and Mr. Poe were elected to three-year terms as members of CVIII’s Board of Directors.
Seating of Officers: The Board did not vote on the seating of its officers at this meeting.
2010 Budget: Mr. Nicoll said the Board was going to delay approval of CVIII’s 2010 budget until its November meeting.
2009 Annual Meeting: The date, time and location of CVIII’s 2009 Annual Meeting will be announced in September 2009.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Poe seconded this motion, and it was approved unanimously at 7:29 P.M.
October 13, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:29 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Kevin Haley, treasurer; Dennis Gerrity, secretary; Charlie Clark, member at large; and Larry Poe, member at large. Unit owners Anthony Anikeeff, Michael Brooks, Justine Browne, Tanya Flemons, Amanda Hunt, Shirley McAlhaney, Larry Poe, David Reizes, and Shelly Seaver; and acting general manager Sonya Rainey were also present at that time. Others present at that time were Richard Donahue and Magali Poe.
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 2009 Board meeting be approved without change. Mr. Gerrity seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners: None.
Correspondence from Owners: None
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
September 2009 Financial Update: Legum & Norman did not provide the Board with an income statement, balance sheet and related documents for the month of September.
Maintenance: Mr. Kiman was unable to attend this meeting.
Pending Business:
Meter Stacks: Ms. Rainey and the Board reviewed a $7,000 proposal from Summit Engineers to inspect and prioritize repairs and replacement of all twenty-eight meter stacks in CVIII. Mr. Haley then moved that the Board approve Summit Engineering’s proposal. Mr. Nicoll seconded this proposal, and it was approved unanimously. After reviewing a 2002 legal opinion from CVIII’s law firm, Chadwick, Washington, on the liability for the cost of replacing CVIII’s meter banks, the Board decided that Chadwick, Washington had been asked to apply CVIII’s governing documents to the wrong set of facts in this opinion. The Board asked and Ms. Rainey agreed to work with Mr. Gerrity to have Chadwick, Washington to rewrite its 2002 opinion for a meter stack that was defined as a metal box that housed elements of electrical systems (circuit breakers and meters) serving either four or eight units and in some instances an additional circuit breaker and meter serving common element electrical systems. The Board authorized Mr. Gerrity to obtain an opinion from Dominion Power’s engineering staff on the most cost efficient way to replace CVIII’s meter stacks.
Reserve Study: Ms. Rainey and the Board reviewed a proposal from Reserve Advisors for a full reserve study of CVIII’s common elements. This study would include an inventory and assessment of the conditions of components; estimates of the service lives of components and their replacement costs; and funding status and planning. After discussion, Mr. Nicoll moved that the Board accept Reserve Advisors’ proposal for a reserve study in Excel format for $5,230. Mr. Poe seconded this motion, and it was approved unanimously.
Laundry Machines: Ms. Rainey and the Board reviewed bids on CVIII’s laundry machine contract from Coinmach, Creative Laundry Systems, Inc., FMB Laundry, Fowler, and Scheffres. The Board asked and Ms. Rainey agreed to request a month-to-month extension of CVIII’s current contract with HOF so that the Board could evaluate these proposals thoroughly. The Board noted that HOF had not submitted a proposal for new machines or continued use of existing machines it was supplying CVIII. Ms. Rainey agreed to ask HOF for such a proposal.
Roofs: Mr. Gerrity informed the Board that Mr. Kiman had found a roofing contractor, Matco that had made an informal proposal that was significantly less expensive than other contractors to install sumps and lower scuppers to solve ponding and overflow problems on the roofs at 1813 and 1821 N. Rhodes St. The Board asked and Ms. Rainey agreed to work with Mr. Kiman to obtain a formal proposal from Matco for the Board’s consideration at its November meeting.
New Business:
ACPD Patrol of CVIII’s Parking Lot: After discussion, Mr. Gerrity moved that the Board authorize Mr. Nicoll to sign a document that would allow the Arlington County Police Department to patrol CVIII’s parking lot for motor vehicles in violation of state and local licensing and permit requirements. Mr. Haley seconded this motion, and it was approved unanimously.
Maintenance Engineer’s Salary: After discussion, the Board asked and Ms. Rainey agreed to inform Legum & Norman that CVIII had approved a salary increase for its maintenance engineer.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and Ms. Rainey and members of the Board convene in executive session for the purposes of discussing personnel issues, delinquent assessments and property management. Mr. Haley seconded this motion, and it was approved unanimously at 8:05 P.M.
November 2009 Board of Directors Meeting: The November 2009 Board meeting is scheduled to take place at 7:00 P. M. on Monday, 16 November 2009, in the conference room in the CMI office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Clark seconded this motion, and it was approved unanimously at 8:31 P. M.
November 16, 2009 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 7:03 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, president; Kevin Haley, treasurer; Dennis Gerrity, secretary; Charlie Clark, member at large. Association general manager Peter Freedman; maintenance engineer Stan Kiman; and Doug White, an engineer with Thomas Downey, Ltd., were also present at that time. Larry Poe, member at large, 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 13 October 2009 board meeting be approved with three changes to correct typographical errors. Mr. Gerrity seconded this motion, and it was approved with Messrs. Clark, Gerrity, Haley and Nicoll voting yea, Mr. Poe not yet present.
Open Forum for CVIII Owners: None.
Correspondence from Owners: None.
New Property Manager:
Mr. Nicoll and the rest of the board welcomed Peter Freedman to CVIII. Mr. Freedman is the new general manager assigned by Legum & Norman to the four Colonial Village owners associations. The board took this opportunity to thank Ms. Rainey for the excellent job she did managing CVIII while L&N was looking for a replacement for Ms. Cataline.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
October 2009 Financial Update: Legum & Norman did not provide the board with an income statement, balance sheet and related documents for the month of October. The board asked and Mr. Freedman agreed to show CVIII’s contributions to individual reserve accounts on the monthly income statements and balance sheets L&N provided the board.
Maintenance:
Mr. Kiman said there had been no unusual maintenance issues during the past month except for the plumbing repairs discussed below in “New Business”. Mr. Kiman asked and the board agreed to authorize the purchase of a new medium-duty snow blower machine.
Pending Business: Roofs: Ponding Issues at 1813 and 1821 N. Rhodes St: Mr. Nicoll told Mr. White the board had invited him to the meeting to discuss water ponding on the roofs of 1813 and 1821 N. Rhodes St. because Mr.White had supplied the specifications for Sarnafil replacement roofs and served as project manager for their installation on these buildings two years ago. Members of the board asked Mr. White to explain why water was ponding on these roofs given that the Sarnafil roofing system was explicitly designed to eliminate ponding problems on flat roofs. The board also asked what danger this ponding posed to the physical integrity of these roofs, and what could be done to eliminate this ponding problem. Mr. White said water ponding was always a problem on flat roofs of older building such as those in CVIII. Mr. White was unable to give an explanation for why these two roofs had this problem. Mr. White said that the local Sarnafil representative said that the Sarnafil warranty on these roofs would not be affected by this ponding. Mr. White was asked if proposals from Magco Inc. to create a sumps and a cricket on these roofs would solve these ponding problems, and he said he wasn’t sure they would. The board asked Messrs. Freedman and Kiman for guidance. Both recommended accepting Magco’s proposals. After further discussion, Mr. Gerrity moved the CVIII accept the following proposals from Magco: (i) create a thirty foot by thirty-five foot cricket tapered to a scupper on the roof of 1813 N. Rhodes St for $9,865; (ii) create a triangular shaped trough to direct ponding water to a scupper for $2,984. Mr. Haley seconded this motion, and it was approved unanimously. Survey of CVIII’s Roofs: Mr. Freedman and the board reviewed a $1,100 proposal from Magco, Inc. to inspect the roofs of all buildings in CVIII and provide written reports with photographs of any defects found. Proposals to repair these defects would be included in this report. Mr. Haley moved that the board accept Magco’s proposal to inspect CVIII’s roofs. Mr. Gerrity seconded this motion, and it was approved unanimously.
Meter Stacks: Mr. Freedman informed the board that representatives of Summit Engineering had inspected all twenty-eight meter stacks in CVIII and a written report from Summit that prioritized repairs of these meter stacks would be available for the board’s consideration at its December meeting. Mr. Freedman and the board reviewed an 11 November 2009 legal opinion from CVIII’s law firm, Chadwick, Washington, stating that (i) each main unit circuit breaker served only one unit and the maintenance and replacement of each were the responsibility of the owner of the unit it served; (ii) CVIII’s meter stacks were common elements and CVIII’s Owners Association was responsible for the cost of maintaining and replacing them. This opinion cited Section IV(c) of CVIII’s Declaration, which states that "Any portion of a utility system or other apparatus serving only one Unit shall be part of that unit. Any portion of a utility system or other apparatus serving more than one unit which is partially within and partially outside the Unit shall be deemed part of the Common Elements", in support of these assertions . Mr. Haley was asked and agreed to write a resolution clarifying these maintenance and replacement issues. Mr. Freedman and Mr. Gerrity reported to the board that they had met with a representative of Dominion Power’s engineering staff to discuss cost efficient ways to replace CVIII’s meter stacks.
Reserve Study: Mr. Freedman informed the board that employees of Reserve Advisors had made office and field visits to inventory and assess the condition of common element components for the reserve study it was preparing for CVIII. Mr. Freedman was asked and he confirmed that this study would prioritize when maintenance and replacement of common elements should be done.
Laundry Machines: Mr. Freedman and the board reviewed bids on CVIII’s laundry machine contract adjusted for utility costs from Coinmach, FMB Laundry, Fowler, MacGray, and Scheffres. The board decided that new machines would require a $1 charge per load because the current $.75 charge per load failed to cover utility costs of CVIII’s laundry machines by $4,000 annually. The board reviewed several different types of washers, and it decided that a front loader with a twenty pound capacity was the most energy and water efficient model. After discussion, the board authorized Mr. Freedman to conduct a second round of bidding with the two companies that had made the best proposals.
New Business:
2010 Budget: Mr. Freedman reviewed the third draft of CVIII’s 2010 budget with the board. This draft budget totaled $608,850. Mr. Freedman explained that that a 5.43% increase in assessments and a 12.2% reduction in contributions to reserves were necessary to cover the cost of CVIII’s contract with L&N and a 25% reduction in investment income because of lower interest rates. The board asked and Mr. Freedman agreed to transfer $5,000 from account #55940 “Building Maintenance” to account #74000 “Reserves”. After discussion, Mr. Nicoll moved that the board approve the third draft of CVIII’s 20010 budget as revised. Mr. Haley seconded this motion, and it was approved unanimously.
Plumbing: 1813 N. Rhodes St.: Mr. Kiman told the board that Renaissance Painting was hired to repair damage to drywall and kitchen cabinets in unit #252 at 1813 Queens Ln. caused by a leak in a hot water recirculation line. After discussion, Mr. Nicoll moved that the board approve a $1,800 bill from Renaissance Painting for remediation services and miscellaneous charges. Mr. Gerrity seconded this motion, and it was approved unanimously. 1737 Queens Ln.: Mr. Kiman informed the board that a cold water line was severed during renovation of the bathroom in unit #126 causing damage to an adjacent unit. Mr. Kiman said the unit owner had agreed to pay all remediation expenses related to this event. Isolation Valves: Mr. Kiman recommended that Building Two be the next building to have isolation valves installed to minimize the effect of water cutoffs during plumbing repairs. The board authorized Mr. Kiman to get proposals for this project.
Colonial Village 2009 Holiday Party: After discussion, the board authorized a $250 contribution to help defray the expense of the Colonial Village Holiday Party to be held in mid-December 2009.
Holiday Bonuses and Volunteer Recognition Gift: The board approved holiday bonuses for Peter Freedman, Sonya Rainey, Stan Kiman, Leon Guevara, and Denna Faison. The board also approved a volunteer recognition gift certificate to Paul Bosworth, a resident of 1800 Queens Ln., as a token of appreciation for his many hours of volunteer work on numerous landscaping projects.
Executive Session:
Mr. Nicoll moved that the open session of this meeting be adjourned, and Mr. Freedman and members of the board convene in executive session for the purposes of discussing personnel issues, delinquent assessments and property management. Mr. Haley seconded this motion, and it was approved unanimously at 8:02 P.M.
December 2009 Board of Directors Meeting: The December 2009 board meeting is scheduled to take place at 7:00 P. M. on Monday, 21 December 2009, in the conference room in the Legum & Norman 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 8:23 P. M. 4
December 21, 2009 CVIII Board Meeting Minutes
Call to order:
Mr. Nicoll brought the meeting to order at 6:51 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Charlie Clark, Member at Large; and Association General Manager Peter Freedman. Unit owner Tanya Flemons and Richard Donahue 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 16 November 2009 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.
Open Forum for CVIII Owners:
A unit owner conveyed concerns about their cleaning person being questioned in the laundry room and other issues.
Correspondence from Owners:
Mr. Freedman told the Board that he and Mr. Kiman had reviewed and approved plans submitted by Karen Woo to renovate the kitchen in her unit, # 205 at 1804 Queens Ln. Mr. Freedman said that Arlington County permits were required for Ms. Woo’s renovation and he could and would monitor the inspection process via the county’s website. After discussion, the Board denied Kate Reichert’s request to be reimbursed for a towing charge. Mr. Freedman told the Board that a property management firm had requested a payment of $450 to cover loss of kitchen privileges while plumbing repairs were made to a unit in 1808 Queens Ln. Mr. Freedman recommended that the Board not approve this request, and the Board accepted Mr. Freedman’s recommendation.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
November 2009 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents that showed CVIII with a $25,043 operating deficit as of the end of November 2009. The Board noted that this deficit was the result of costs associated with the change of management firms.
Maintenance: Mr. Kiman was unable to attend this meeting.
Pending Business:
Roofs: Ponding Issues at 1813 and 1821 N. Rhodes St: Mr. Freedman told the Board that Magco had begun making repairs to eliminate water ponding on the roofs of 1813 and 1821 N. Rhodes St. and he expected this project to be finished in early January, weather permitting. Survey of CVIII’s Roofs: Mr. Freedman told the Board that Magco, Inc. had completed its inspection of all roofs in CVIII and a written report with photographs would be available to the Board at its January meeting.
Policy Resolution: Mr. Freeman and the Board reviewed a draft resolution clarifying responsibility for maintaining and replacing meter stacks and main unit circuit breakers. Mr. Nicoll then moved that the Board approve this draft resolution. Mr. Haley seconded this motion, and it was approved unanimously.
Meter Stacks: Mr. Freedman and the Board reviewed Summit Engineering’s survey of all twenty-eight meter stacks that housed electrical distribution systems serving residential and common areas of CVIII. Summit’s written report described the state of repair of each meter stack. It noted two code violations and made recommendations for upgrades; and it prioritized repair and replacement of these meter stacks. After a lengthy discussion the Board asked and Mr. Freedman agreed to obtain competitive proposals for labor and materials to repair, replace and upgrade CVIII meter stacks in the most economical fashion consistent with Summit Engineering’s recommendations.
Reserve Study: Mr. Freedman and the Board reviewed a reserve study prepared by Reserve Advisors that assessed the condition of common element components and provided estimates of replacement costs and the necessary funding. The Board decided that it should thoroughly familiarize itself with this study before further discussion of it.
Laundry Machines: Mr. Freedman and the Board reviewed the most recent bids on CVIII’s laundry machine contract from MacGray and Scheffres. Mr. Freedman was asked for his recommendation, and he advised accepting MacGray’s proposal. After discussion, Mr. Haley moved that the Board approve MacGray’s proposal to supply CVIII laundry machines with the stipulations that it not include “jumbo” machines and it clearly state that CVIII would receive all additional revenues resulting from increases in charges per load. Mr. Gerrity seconded this motion, and it was approved unanimously.
Comcast Cable Services Agreement: Mr. Freedman asked the Board for guidance with respect to a proposed “Services Agreement" Comcast Cable had submitted to CVIII. This agreement would replace an existing agreement with Arlington Cable, the company that originally wired CVIII for cable. Arlington Cable had subsequently been purchased by Comcast. The Board told Mr. Freedman that Comcast’s proposed contract was a low priority because it considered the existing Arlington Cable contract sufficient to cover CVIII’s business relationship with Comcast. The Board told Mr. Freedman that it would not agree to any sort of exclusive marketing arrangement with Comcast and it would not sign any contract with Comcast until Comcast reattached its equipment boxes that had fallen off of CVIII’s walls.
New Business:
No new business was discussed at this meeting.
Executive Session: Mr. Nicoll moved that the open session of this meeting be adjourned, and Mr. Freedman and members of the Board convene in executive session for the purposes of discussing personnel issues, delinquent assessments and property management. Mr. Clark seconded this motion, and it was approved unanimously at 7:40 P.M.
January 2010 Board of Directors Meeting: The January 2010 Board meeting is scheduled to take place at 7:00 P. M. on Wednesday, 20 January 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.
Adjournment: Mr. Nicoll moved that this meeting be adjourned. Mr. Clark seconded this motion, and it was approved unanimously at 8:09 P. M.