January 20, 2010 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Nicoll brought the meeting to order at 6:52 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. Also present at that time were unit owners Laura Hagg and Peyton Palmore, Maintenance Engineer Stan Kiman; and Association General Manager Peter Freedman. Larry Poe, Member at Large, 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 draft minutes of the 21 December 2009 Board meeting be approved with an amended version of discussion in the Open Forum portion of the meeting. Mr. Haley seconded this motion, and it was approved unanimously, Mr. Poe not present.

Open Forum for CVIII Owners: Ms. Hagg asked and the Board agreed to provide her with information on heat pumps and replacement windows. She also asked and the Board agreed to find out if Arlington County provided assistance to citizens who made energy efficient improvements to their homes. Mr. Palmore asked and Mr. Freedman agreed to obtain “ball park” estimates of the cost installing electronic locks on some or all of CVIII’s building entry doors. Mr. Donahue asked what steps the Board had taken to satisfy demands he made at its December 2009 meeting. The Board told Mr. Donahue that his concerns had been addressed thoroughly at that meeting and if he had additional comments he was welcome to submit them in writing to the Board.

Correspondence from Owners: Mr. Freedman and the Board reviewed a request from an owner for relief from late fees totaling $130 and a request from a tenant for reimbursement for a towing fee. After discussion, the Board decided that extenuating circumstances warranted forgiving the $130 in late fees and reimbursing one-half of the towing fee.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

December 2009 Financial Update: Legum & Norman provided the Board with draft versions of an income statement, balance sheet and related documents that showed CVIII with a $25,043 operating deficit as of the end of December 2009. The Board noted that this deficit was the result of costs associated with the change of management firms.

Maintenance:

Mr. Kiman said there were no unusual maintenance issues during the past month.

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. but it would be unable to complete this project until temperatures were warm enough for adhesives to work Survey of CVIII’s Roofs: Mr. Freedman told the Board that Magco, Inc. had completed its survey of CVIII’s roofs and it was available for review. 

Meter Stacks: Mr. Freedman and the Board reviewed a $24,586 proposal from Kolb Electric to replace the meter stacks serving 1800, 1804 and 1809 Queens Lane and 1735 N. Rhodes St. After discussion, the Board asked and Mr. Freedman agreed to have Kolb resubmit its proposal so that it included recommended switch upgrades and recommended replacement of electrical distribution equipment dedicated to common element service. The Board also asked and Mr. Freedman agreed to obtain similar proposals from at least two other electrical contractors. Mr. Freedman told the Board that there would be no savings in purchasing the equipment in bulk but he would explore possible savings in labor and costs associated with Dominion Power shutting off the electricity.

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. After discussion, the Board decided to continue to familiarize itself with this study and review it in greater detail at upcoming meetings.

Laundry Machines: Mr. Freedman informed the Board that he had requested revised laundry machine contracts from MacGray and Scheffres, but only Scheffres had responded as of this meeting. Mr. Freedman said that Scheffres’ revised proposal was equal or superior in all aspects to that of MacGray. Scheffres agreed to provide 18 front loading washers and eighteen dyers; it eliminated all mention of “jumbo” machines; it specified a 45% commission and a $5,000 signing bonus; and it clearly stated that CVIII would receive all additional revenues resulting from increases in charges per load. Mr. Freedman recommended that the Board accept Scheffres’ proposal. After discussion, Mr. Gerrity moved that the Board approve Scheffres’ proposal to supply CVIII with new laundry machines. Mr. Haley seconded this motion, and it was approved unanimously.

Tree Removal: Mr. Freedman informed the Board that Bartlett Tree Experts had inspected a red maple located adjacent to the southwest corner of the garage structure that appeared to be dead and recommended its removal. Mr. Freedman said he had obtained bids of $1,450 from Bartlett and $620 from McFall & Berry to remove this tree. The Board noted that CVIII needed approval from an Arlington County arborist representing Arlington County’s Historic Affairs and Landmark Review Board (HALRB) and the Arlington County Watershed Manager before it could remove any tree in this area. Mr. Gerrity and Mr. Freedman agreed to have county staff inspect this tree.

Replacement Windows:

The Board discussed soliciting proposals for a group purchase of replacement windows meeting HALRB requirements as a way of assisting unit owners interested in saving money on replacement windows.

New Business:

Budgeting Procedure: Mr. Freedman asked the Board how it wanted monies allocated for seasonal expense to be budgeted. On Mr. Clark’s advice, the Board requested and Mr. Freedman agreed to budget seasonal expense in the months it was expected to occur.

Fidelity Bond: Mr. Freedman informed the Board that he had discovered that CVIII did not have a $100,000 fidelity bond as required by a 2007 amendment of the Virginia State Condo Statute. Mr. Freedman said he had authorized State Farm Insurance to expand CVIII’s policy to include this bond at an annual cost of $425.

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 7:45 P.M.

February 2010 Board of Directors Meeting: The February 2010 Board meeting is scheduled to take place at 7:00 P. M. on Wednesday, 17 February 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Poe seconded this motion, and it was approved unanimously at 8:08 P. M.

February 17, 2010 Colonial Village III Board of Directors Meeting Minutes

Call to Order: Mr. Nicoll brought the meeting to order at 6:58 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and Larry Poe, Member at Large. Also present at that time were unit owner David Reizes, Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman.

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 draft minutes of the 20 January 2010 Board meeting be approved without change. Mr. Poe seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: Mr. Reizes informed the Board that he recently had a problem with a dog owned by a CVIII resident who had allowed it to run unleashed in a common area of CVIII. The Board asked Mr. Reizes to use CVIII’s dispute resolution process to solve this issue.

Correspondence from Owners: None.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

January 2010 Financial Update: Legum & Norman did not provide the Board with an income statement, balance sheet and related documents that showed CVIII’s financial status as of the end of January 2010.

Maintenance:

Mr. Freedman and Mr. Kiman informed the Board that approximately 150 feet of copper pipe in the crawlspace of 1817 N. Rhodes St. had to be replaced because of multiple leaks.

Pending Business:

Roofs: Ponding Issues at 1813 and 1821 N. Rhodes St: Mr. Freedman told the Board that permanent repairs to eliminate water ponding on the roofs of 1813 and 1821 N. Rhodes St. remained on hold until temperatures were warm enough for adhesives to work

Meter Stacks: Mr. Freedman informed the Board that he continued to seek competitive proposals from electrical contractors to replace the meter stacks serving 1800, 1804 and 1809 Queens Lane and 1735 N. Rhodes St. and other locations in CVIII. After discussion, Mr. Freedman and the Board decided that it would not be necessary to upgrade switches serving common element electrical systems from 400 amps to 600 amps because the new laundry machines would consume less electricity.

Reserve Study: Mr. Freedman told the Board that he had received its comments and questions on the first draft of the reserve study recently prepared by Reserve Advisors and he would ask Reserve Advisors to address the Board’s issues in a revised draft of its study.

Laundry Machines: Mr. Freedman informed the Board that HOF would remove its laundry machines on Monday, 1 March 2010. Scheffres would install new laundry machines on the same day or within the next several days depending on when repairs to floors and walls and painting could be scheduled to minimize inconvenience to residents. After discussion, the Board asked and Mr. Freedman agreed to have basement interiors cleaned and painted in addition to laundry rooms. Mr. Gerrity then moved that the Board authorize up to $5,000 to paint laundry rooms and basement interiors. Mr. Haley seconded this motion, and it was approved unanimously.

New Business:

Storm Damage: Buildings: Mr. Freedman informed the Board that water had penetrated units at 1721, 1737, 1816 and 1817 Queens Ln because water had frozen and blocked scuppers, downspouts and gutters at these addresses. Mr. Freedman said that water had penetrated a unit at 1801 N. Rhodes St. because a fallen tree branch had punctured the roof at that address. Mr. Freedman and Mr. Kiman told the Board that repairs of damage to units had begun and would continue until remediation was complete. Mr. Freedman advised the Board that he would not be able to provide a complete report on damage and repairs to units, roofs, scuppers downspouts and gutters until snow and ice had melted. Trees: Mr. Freedman said that magnolias adjacent to 1724 Queens Ln. and 1727 N. Rhodes St. had suffered extensive, but not fatal, damage. Several other trees were damaged to lesser extents. After discussion, Mr. Freedman suggested and the Board agreed to put off having broken limbs and related debris removed until tree service and landscaping companies stopped charging emergency rates and to have renovational pruning done in the spring.

Hot Water Heaters: Mr. Freedman and the Board reviewed proposals from API ($10,720) and All Plumbing ($11,000) to replace two hot water heaters. Mr. Poe then moved that the Board accept API’s bid of $10,720. Mr. Nicoll seconded this motion, and it was approved unanimously.

1900 Wilson Boulevard: Mr. Poe and Mr. Gerrity provided the Board with details of the initial Site Plan Review Committee (SPRC) meeting on 1900 Wilson Boulevard, a five-story residential building with 188 apartments and 12,430sf of ground floor retail space proposed by the real estate development firm ZOM for the site currently occupied by Hollywood Video and the office building at 1916 Wilson Blvd. After discussion, the Board decided to ask ZOM and its development team to meet with Colonial Village to review its proposal for 1900 Wilson Boulevard and discuss its impact on Colonial Village.

Project Manual: After discussion, Mr. Haley moved that the Board authorize spending up to have $5,000 Thomas Downey, Ltd. prepare a project manual specifying the scope and details for proposals from contractors to renovate the Rhode Street pedestrian bridge, to renovate masonry at the garage structure and Building One and Three, and to replace the garage structure’s roof. Mr. Nicoll seconded this motion, and it was approved unanimously.

Exterior Painting: The Board asked and Mr. Freedman agreed to obtain competitive proposals to prep, prime and paint CVIII’s exterior woodwork, window sills and lintels. Replacing missing caulking and caulking over damaged caulking would also be included in this proposal.

Carpet Cleaning: The Board asked and Mr. Freedman agreed to obtain competitive proposals to clean common hallway carpeting.

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. Poe seconded this motion, and it was approved unanimously at 8:15 P.M.

March 2010 Board of Directors Meeting: The March 2010 Board meeting is scheduled to take place at 7:00 P. M. on Monday, 15 March 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:26 P. M.

March 15, 2010 Colonial Village III Board of Directors 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 Dennis Gerrity, Secretary. Also present at that time were unit owners Amanda Hunt and David Reizes, Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman.

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 draft minutes of the 17 February 2010 Board meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.

Resignation of Board Member: Mr. Nicoll announced that Mr. Clark had submitted his resignation from the Board. Members of the Board noted Mr. Clark’s contributions to CVIII as a Board member and expressed regret that he was unable to continue serving as a Board member.

Election of a Board Member: Ms. Amanda Hunt briefly introduced herself as a candidate to fill Mr. Clark’s seat on the Board until CVIII’s 2010 annual meeting at which time CVIII’s unit owners would elect a fellow owner to the final year of Mr. Clark’s three-year term. Board members complimented Ms. Hunt on her qualifications, and Mr. Nicoll moved that the Board elect her as a member of CVIII’s Board unit CVIII’s 2010 annual meeting. Mr. Haley seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners:

Mr. Reizes told the Board that he had called the police about individuals he observed drinking under the pedestrian bridge. He suggested notices be posted warning residents about these individuals. Mr. Reizes told the Board that the culvert that carried Colonial Village Run under the bike path was almost completely blocked by debris and this could cause flooding. After discussion, the Board authorized management to proceed to the next step of covenant enforcement with respect to Mr. Reizes’ complaint about an unleashed dog.

Correspondence from Owners: None.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

February 2010 Financial Update: Legum & Norman did not provide the Board with an income statement, balance sheet and related documents that showed CVIII’s financial status as of the end of February 2010.

Maintenance:

Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Roofs: Ponding Issues at 1813 and 1821 N. Rhodes St: Mr. Freedman told the Board that permanent repairs to eliminate water ponding on the roofs of 1813 and 1821 N. Rhodes St. continued to be on hold until temperatures were warm enough for adhesives to work

Meter Stacks: Mr. Freedman informed the Board that he and Mr. Kiman had reviewed Summit Engineering’s recommendations on which meter stacks should be replaced first and decided that it would be most cost efficient to do the stacks serving 1728, 1800 and 1804 Queens Lane and 1735 N. Rhodes St. first. Mr. Freedman told the Board that he had received a $24,586 proposal from Kolb Electric for these four stacks and he continued to seek competitive proposals from other electrical contractors to replace these meter stacks for the Board’s review at its April meeting.

Masonry Renovations: Mr. Freedman told the Board that Steve Turner of Thomas Downey, Ltd. had conducted a bid conference on March 11th for masonry renovations of the Rhodes Street pedestrian bridge, the parking structure, and Building I and a replacement roof for the garage structure. Six companies attended the conference, and they were given until April 1st to submit their bids so the Board could review proposals for these projects at its April meeting.

Laundry Machines: Mr. Freedman informed the Board that HOF had removed its laundry machines and Scheffres had installed new machines on March 2nd and 3rd. Mr. Freedman said CVIII’s residents managed the transition well except for several problems caused by using too much soap.

Exterior Painting: Mr. Freedman and the Board reviewed a proposal from Renaissance Painting to prep, prime and paint CVIII’s exterior woodwork. The Board asked and Mr. Freedman agreed to have Renaissance resubmit its proposal so that it clearly specified CVIII’s exterior entry doors, siding on gabled roofs, soffits and trim, window sills and lintels. The Boards also asked that this contract specify replacing missing caulking and caulking over damaged caulking doors and windows. The Board further requested that this contract include rehanging or replacing gutters damaged by the weight of snow and ice. Mr. Freedman agreed to obtain similar bids from other painting contractors.

Storm Damage to Buildings: Mr. Freedman and Mr. Kiman informed the Board that repairs of damage to units from water penetration caused by frozen and blocked scuppers, downspouts and gutters were proceeding at a much quicker pace than they expected. Mr. Kiman told the Board that portions of four to five downspouts split by ice would have to be replaced.

1900 Wilson Boulevard: Mr. Gerrity provided the Board with details of the second Site Plan Review Committee (SPRC) meeting on 1900 Wilson Boulevard, a five-story residential building with 188 apartments and 12,430sf of ground floor retail space proposed by the real estate development firm ZOM for the site currently occupied by Hollywood Video and the office building at 1916 Wilson Blvd. Mr. Gerrity also provide the Board with details of a meeting with residents of Colonial Village at which ZOM’s development team presented its proposal for 1900 Wilson Boulevard and discussed its impact on Colonial Village .

New Business:

2009 Audit: The Board asked and Mr. Freedman agreed to have CVIII's accounting firm, Geimer, Ehrlich, begin work on auditing CVII’s books for the second half of 2009 as soon as possible.

Carpet Cleaning: After discussion, Mr. Nicoll moved that the Board approve a $2,010 contract with Clean Machine Carpet Cleaning to clean common area carpeting in CVIII. Ms. Hunt seconded this motion, and it was approved unanimously.

Window Cleaning: After discussion, the Board decided not to schedule window cleaning until later this summer when masonry renovations were completed.

Interior Painting: Mr. Freedman and the Board reviewed proposals from Renaissance Painting to prep, prime and paint CVIII’s laundry rooms for $2,800 and trash rooms and basement hallways for $6,600. The Board noted that it had already approved painting the laundry rooms and asked Mr. Freedman to obtain additional bids for trash rooms and basement hallways.

Contract Calendar: The Board reviewed and suggested several changes to the first draft of a contract calendar for 2010 prepared Mr. Freedman. This calendar will help ensure that the Board received multiple proposals on yearly and new contracts in a timely manner. The Board thanked Mr. Freedman for preparing it. 

Landscaping: The Board reviewed landscaping proposals for 2010. These included installation of new and replacement trees, shrubs, and spring and fall annuals; correction of soil erosion problems on the west side of Building Four; and lawn renovations.

Parking: The Board noted that two handicapped parking spaces on Rhodes St. just north of the entrance to CVIII’s parking lot were not being used regularly. Mr. Freedman told the Board that if CVIII could demonstrate that the person for whom these spaces were designated for use no longer lived in Colonial Village, then Arlington County would remove the handicapped-only restriction. Members of the Board said this individual had been a resident of CVIII and had moved out and was now leasing their unit. The Board asked and Mr. Freedman agreed to use this information to ask the county to remove the handicapped-only restriction on these two spaces.

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 delinquent assessments and property management issues. Mr. Haley seconded this motion, and it was approved unanimously at 7:57 P.M.

April 2010 Board of Directors Meeting: The April 2010 Board meeting is scheduled to take place at 7:00 P. M. on Thursday, 29 April 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment: Mr. Nicoll moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 8:20 P. M.

April 29, 2010 Colonial Village III Board of Directors Meeting Minutes

 Call to order: Mr. Haley brought the meeting to order at 6:54 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and Larry Poe, Member at Large. Also present at that time were unit owner June O’Connell, Steve Turner of Thomas Downey, Ltd., Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman. Amanda Hunt, Member at Large, and Richard Donahue, a resident, 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. Haley moved that the draft minutes of the 15 March 2010 Board meeting be approved without change. Mr. Gerrity seconded this motion. The motion was approved with Messrs. Haley and Gerrity voting aye, Mr. Poe abstaining because he was unable to attend the Board’s 15 March 2010 meeting, and Ms. Hunt was not yet present.

Open Forum for CVIII Owners: Ms. O’Connell asked for and received information on the installation of hard surface flooring. Mr. Donahue made comments clarifying previous statements and correspondence on dogs, a dog park, the American flag, and the Wilson Blvd. lawns.

Correspondence from Owners: The Board received correspondence from Richard Donahue on registering CVIII dogs, a dog park, the American flag, and landscaping the Wilson Blvd. lawns. The Board took no action on dog registration and installing an American flag. Further discussion of a dog park and landscaping the Wilson Blvd. lawns was deferred to a future meeting.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

March 2010 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents that showed CVIII’s financial status as of the end of March 2010.

Maintenance:

Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Roofs: Ponding Issues at 1813 and 1821 N. Rhodes St: Mr. Freedman told the Board that permanent repairs to eliminate water ponding on the roofs of 1813 and 1821 N. Rhodes St. continued to be delayed because of adverse weather conditions, but he expected this work to be completed soon. 

Masonry Renovations: Pedestrian Bridge and Garage Structure: Steve Turner of Thomas Downey, Ltd. and Mr. Freedman briefly reviewed the following proposals to renovate the Rhodes Street pedestrian bridge and the brick walls of the garage structure: Atlantic Company, $115,700; Historic Restorations, Inc., $96,000; Titan Restoration, $80,434; and Culbertson, $90,504. Mr. Turner said that a 10% allowance and $10,000 for mobilization expenses should be added to each of these proposals. After discussion, Mr. Haley moved that the Board authorize up to $100,000 to renovate the Rhodes Street pedestrian bridge and the brick walls of the garage structure. Mr. Poe seconded this motion, and it was approved unanimously. Project Management: After discussion, Mr. Poe moved that the Board authorize up to $12,000 to have Thomas Downey, Ltd. serve as project manager for renovations of the Rhodes Street pedestrian bridge and the brick walls of the garage structure. Ms. Hunt seconded this motion, and it was approved unanimously. Improvements to the Rhodes Street Pedestrian Bridge: After discussion, Mr. Poe moved that the Board authorize up to $5,000 to have Thomas Downey, Ltd. prepare a feasibility and design study for improvements to the Rhodes Street pedestrian bridge. Ms. Hunt seconded this motion, and it was approved unanimously.

Meter Stacks: Mr. Freedman and the Board reviewed the following proposals to replace the meter stacks serving 1728 (residential and common element), 1800 and 1804 Queens Ln. and 1735 N. Rhodes St: Kolb Electric, $24,586; Mona Electric, $28,973; Contemporary Electric, $36,000. Mr. Freedman noted these proposals contained equipment from different manufacturers, and he recommended that CVIII specify Square D stacks. The Board expressed concern that Kolb’s bid did not include electrical distribution equipment serving common elements in 1728 Queens Ln., and, based on this concern, Mr. Gerrity moved that the Board authorize the expenditure of up to $29,000 to replace the meter stacks with Square D equipment. Mr. Freedman was to use his judgment as to which contractor met these conditions. Ms. Hunt seconded this motion, and it was approved unanimously.

Exterior Painting: Mr. Freedman and the Board reviewed the following proposals to prep, prime and paint CVIII’s exterior woodwork: Renaissance Painting, $37,810 plus time and material charges to replace damaged and missing caulking; American Exteriors, $25,025 plus $5,800 to replace damaged and missing caulking; Palmer Brothers, a flat rate of $31,290 for this project. After discussion, Mr. Poe moved that the Board accept American Exteriors’ proposal for exterior painting and caulking. Ms. Hunt seconded this motion, and it was approved unanimously.

Stop Signs: Mr. Freedman told the Board that Arlington County had informed him that it would perform an engineering study for the installation of two additional stops signs and three crosswalks at the intersection of N. Rhodes St. and Key Blvd. if requested to do so by CVI, CVII and CVIII. Mr. Freedman told the Board that these improvements would require taking one or two parking spaces, and he would try to compensate for this by having spaces too small for cars and trucks designated for motorcycles. Board members asked about speed bumps as alternatives to stop signs. Mr. Freedman said he had been informed by Arlington County that N. Rhodes St did not qualify for the installation of speed bumps. After discussion, Mr. Gerrity moved that the Board request Arlington County to move forward with the necessary steps to install a three-way stop with crosswalks at the intersection of N. Rhodes St. and Key Blvd. with the understanding that the Board will be involved through the design process. Mr. Poe seconded this motion, and it was approved unanimously.

1900 Wilson Boulevard: Mr. Freedman informed the Board that Neil Chritton, Vice President of CVI’s Board had represented Colonial Village at a recent Site Plan Review Committee (SPRC) meeting on 1900 Wilson Boulevard, a five-story residential building with ground floor retail space proposed by the real estate development firm ZOM for the site currently occupied by Hollywood Video and the office building at 1916 Wilson Blvd. Mr. Chritton made mention of Colonial Village’s concern that the organization of this building’s parking garage be such that it met the parking needs of its residential and retail tenants.

Parking: Mr. Freedman informed the Board that Arlington County had agreed to return one of two handicapped parking spaces on Rhodes St. just north of the entrance to CVIII’s parking lot to non-restricted use. Mr. Freedman told the Board that he was working to get the second space return to non-restricted use.

New Business:

Natural Gas Contract: Mr. Freedman informed the Board that a twenty-five percent reduction in natural gas rates currently being paid could be obtained by renegotiating CVIII’s existing contract with UGI Energy Services prior to its expiration in October of this year. Mr. Freedman said this new contract would be for an eighteen month term and it could be renegotiated monthly to take advantage of future decreases in the price of natural gas. After discussion, Mr. Gerrity moved that the Board authorize Mr. Freedman to renegotiate CVIII’s natural gas contract with UGI Energy Services. Mr. Poe seconded this motion, and it was approved unanimously.

Insurance: CVIII Policy: Mr. Freedman and the Board reviewed the following proposals to provide CVIII with general liability, property, directors and officers, fidelity and umbrella insurance coverage for the twelve month period beginning 1 June 2010: State Farm, $28,989; Alliance, $26,052. Mr. Freedman told the Board that both firms were rated A+ by A.M. Best and both had excellent reputations in the property management business. Mr. Freedman recommended Alliance because it was less expensive and their local broker seemed much better informed about the insurance needs of condominiums. After discussion, Mr. Gerrity moved that CVIII accept Alliance Insurance’s proposal. Mr. Haley seconded this proposal, and it was approved unanimously.

Water Bills: Mr. Freedman informed the Board that there has been a $10,000 increase in water bills over the past twelve months that he was unable to explain. The Board asked and Mr. Freedman agreed to ask Arlington County for an audit of CVIII’s water bill.

Colonial Village Apartment Renovations: Mr. Freedman and the Board reviewed plans to renovate and expand the Colonial Village Apartment complex. The Board asked and Mr. Freedman agreed to make the owners of this complex and concerned Arlington County officials aware of CVIII's concerns about the upkeep of its buildings and grounds during all seasons of the year and that adequate parking would be provided to meet the needs of its expansion.

Management Office Hours: After discussion, Ms. Hunt moved that the Board approve new office hours proposed as follows by Mr. Freedman: Monday, Wednesday and Thursday, 8:30 A.M. to 5:30 P.M.; Tuesday, 8:30 A.M. to 7:00 P.M.; Friday, 8:30 A.M. to 1:00 P.M. Mr. Haley seconded this motion and it was approved unanimously.

Late Fee: After discussion, Ms. Hunt moved that the Board forgive a $20.00 late fee charged an owner. Mr. Haley seconded this motion, and it was approved unanimously.

Executive Session: Mr. Haley 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 delinquent assessments and property management issues. Mr. Poe seconded this motion, and it was approved unanimously at 8:35 P.M.

May 2010 Board of Directors Meeting: The May 2010 Board meeting is scheduled to take place at 7:00 P. M. on Monday, 17 May 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 9:29 P. M.

May 17, 2010 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Nicoll brought the meeting to order at 7:01 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Eric Nicoll, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Larry Poe, Member at Large; and Amanda Hunt, Member at Large. Also present at that time were unit owner Laura Hagg, Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman.

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 draft minutes of the 29 April 2010 Board meeting be approved without change. Ms. Hunt seconded this motion. The motion was approved with Messrs. Haley, Gerrity and Poe and Ms. Hunt voting aye and Mr. Nicoll abstaining because he was unable to attend the Board’s 29 April 2010 meeting.

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:

April 2010 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents that showed CVIII with an operating deficit of $2,329 for the year to date as of the end of April 2010.

Maintenance:

Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Roofs: Ponding Issues at 1813 and 1821 N. Rhodes St: Mr. Freedman told the Board that permanent repairs to eliminate water ponding on the roof of 1813 N. Rhodes St. been made but additional work had to be done at 1821 N Rhodes St.

Meter Stacks: Mr. Freedman and the Board reviewed the following revised proposals to replace the meter stacks serving 1728 (residential and common element), 1800 and 1804 Queens Ln. and 1735 N. Rhodes St: Kolb Electric, $25,682; Mona Electric, $25,744. After discussion, Mr. Haley moved that the Board accept Kolb’s proposal of $25,682. Mr. Gerrity seconded this motion, and it was approved unanimously.

Masonry Renovations: Pedestrian Bridge and Garage Structure: Mr. Freedman and the Board briefly reviewed the following revised proposals to renovate the Rhodes Street pedestrian bridge and the brick walls of the garage structure: Atlantic, $132,200; Culbertson, $110,262; HRI, $117,600; and Titan Restoration, $98,297. After discussion, Mr. Gerrity moved that the Board accept Titan’s proposal of $98,287. Mr. Haley seconded this motion, and it was approved unanimously.

Garage Roof: Mr. Freedman told the Board that he would have multiple proposals to replace the garage roofs available for consideration at its June meeting.

Exterior Painting: Mr. Freedman told the Board that he expected American Exteriors to begin painting CVIII’s exterior trim within the next two weeks.

Stop Signs: Mr. Freedman told the Board that he had a second meeting with Arlington County on the installation of two additional stops signs and three crosswalks at the intersection of N. Rhodes St. and Key Blvd. Mr. Freedman told the Board that these improvements would require taking one or two parking spaces and modifying existing sidewalks to meet ADA requirements for wheel chair access to sidewalks. Mr. Freedman said that he continued his efforts to compensate for the loss of parking spaces by having spaces too small for cars and trucks designated for motorcycles. Mr. Freedman said Arlington County was considering using some of these smaller spaces for bicycle parking.

Due Process Resolution: Mr. Freedman and the Board reviewed a resolution prepared CVIII’s law firm, Chadwick, Washington, that would establish procedures for reporting and processing complaints of violations of CVIII’s By-Laws and CVIII’s Rules and Regulations. After discussion, the Board asked and Mr. Freedman agreed to prepare a revised draft that clarified language in this resolution. The Board asked and Mr. Freedman agreed to have this revised draft available for consideration at its June meeting.

Insurance Deductible Resolution: Mr. Freedman informed the Board that CVIII’s By-Laws and CVIII’s Rules and Regulations do not established who is responsible for deductibles on the association’s master insurance policy claims. After discussion, the Board asked and Mr. Freedman agreed to prepare a resolution assigning liability for the deductibles on a property insurance claim to the party responsible for the source of the damage that led to the claim. The Board asked and Mr. Freedman agreed to have this resolution available for consideration at its June meeting.

Dog Park Feasibility Study: Mr. Freedman informed the Board that he had spoken with the Parks Division of Arlington County and the Arlington County Animal Welfare League and learned that all dog parks in Arlington County must be a minimum of 10,000 sq. ft. in size. Mr. Freedman said this would preclude the use of the area behind the garage structure as a dog park because it is only 3,000 sq. ft. large. Mr. Freedman told the Board that even if size wasn’t an issue, he would recommend against a dog park in CVIII because the expenses of environmental, insurance and security responsibilities associated with a dog park would be prohibitive. Further, it was not clear to him if CVIII’s By-Laws would permit the conversion of part of the common element to a dog park or if they would allow for the use of Owner Association monies to build and maintain a dog park.

Landscaping: Mr. Gerrity reviewed with the Board a proposal from McFall & Berry to supply and install new and replacement shrubbery and trees for $6,841.25. After discussion, Mr. Nicoll moved that the Board approve McFall & Berry’s proposal. Ms. Hunt seconded this motion, and it was approved unanimously.

New Business:

Resignation of Board Member: Mr. Nicoll announced that he was submitting his resignation from the Board effective immediately. Members of the Board thanked Mr. Nicoll for his contributions to the community as CVIII Board President for nearly six years.

Election of a Board Member: Ms. Laura Hagg briefly introduced herself as a candidate to fill Mr. Nicoll’s seat on the Board until CVIII’s 2010 annual meeting. Board members complimented Ms. Hagg on her qualifications, and Mr. Gerrity moved that the Board elect Ms. Hagg as a member of CVIII’s Board unit CVIII’s 2010 annual meeting. Ms. Hunt seconded this motion, and it was approved unanimously.

Seating of the Board: Mr. Gerrity moved that Board members be seated as follows: Kevin Haley President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; Laura Hagg, Member at Large. Ms. Hunt seconded this motion, and it was approved unanimously.

Executive Session: The Board did not have an executive session at this meeting.

June 2010 Board of Directors Meeting: The June 2010 Board meeting is scheduled to take place at 7:00 P. M. on Monday, 21 June 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment: Ms. Hagg moved that this meeting be adjourned. Mr. Poe seconded this motion, and it was approved unanimously at 8:12 P. M.

June 21, 2010 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Haley 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 Kevin Haley, President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; Laura Hagg, Member at Large. Also present at that time were unit owners Donald English and Donna Lee, resident Andrew Woods, Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman.

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

Reading and Approval of Minutes: Ms. Hunt moved that the draft minutes of the 17 May 2010 Board Meeting be approved without change. Mr. Poe seconded this motion. The motion was approved unanimously.

Open Forum for CVIII Owners: Residents complimented the Board on recent landscaping improvements. Residents and the Board discussed dogs owners who failed to clean up after their pets and how to best to deal with this problem. Residents were encouraged to report offenders to the Property Manager. A resident asked about the possibility of a dog park in CVIII. Mr. Freedman explained that all dog parks in Arlington County must be a minimum of 10,000 sq. ft. in size, and this would preclude the use of the area behind the garage structure as a dog park because it is only 3,000 sq. ft. large. Mr. Freedman said that he would recommend against a dog park in CVIII because the environmental, insurance and security expenses of a dog park would be prohibitive. A new unit owner introduced himself, and he was welcomed to CVIII by the Board.

Correspondence from Owners: The Board briefly reviewed a resident's plans to renovate their kitchen.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

May 2010 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents that showed CVIII with an operating surplus of $3,631 for the year to date as of the end of May 2010.

Maintenance:

Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Due Process Resolution: Mr. Freedman and the Board reviewed a revised version of a resolution prepared by CVIII’s law firm, Chadwick, Washington, that would establish procedures for reporting and processing complaints of violations of CVIII’s By-Laws and CVIII’s Rules and Regulations. After discussions, Ms. Hagg moved that the Board approve this resolution, Ms. Hunt seconded this motion, and it was approved unanimously.

Meter Stacks: Mr. Freedman told the Board that replacing the meter stacks serving 1728 (residential and common element), 1800 and 1804 Queens Ln. and 1735 N. Rhodes St. would begin as soon as Kolb Electric could coordinate power shutoffs with Dominion Power.

Insurance Deductible Resolution: Mr. Freedman and the Board reviewed a resolution assigning liability for the deductible for a property insurance claim on CVIII’s master policy to the party responsible for the source of the damage that led to the claim. After discussion, Mr. Poe moved that the Board approve this resolution. Mr. Haley seconded this motion, and it was approved unanimously.

Garage Roof: Mr. Freedman briefly reviewed the following proposals to replace the garage roof: Alliance, $28,923; Atlantic, $34,000; Culbertson, $35925; Titan, $42,784; James R. Walls, $32,378. After discussion, Mr. Gerrity moved that the Board approve Alliance’s bid of $28,923 with the condition that Alliance’s proposal be rewritten to specify 24oz. copper coping. Mr. Haley seconded this motion, and it was approved unanimously,

Roofs Ponding Issues: Mr. Freedman told the Board that permanent repairs to eliminate water ponding on the roof of 1813 N. Rhodes St. had been completed, and it is draining correctly but additional work still needs to be done at 1821 N Rhodes St.

New Business:

2011 Budget, Preliminary Discussion: Mr. Freedman informed the Board that he expected only a modest increase in assessments would be required to fund CVIII’s 2011 budget. CVIII’s 2010 operating expenses were on budget after making allowances for the costs of dealing with February’s snow storms. Mr. Freedman said that he would be able to provide exact numbers as soon as a final draft of CVIII’s 2010 reserve study incorporating suggestions from the Board was available.

2011 Lawn Service Contract: Mr. Freedman and the Board reviewed CVIII’s current lawn service contract with McFall & Berry. After discussion, the Board asked Mr. Freedman to obtain proposals for lawn service in 2011 from McFall and Berry and at least two other firms. These proposals should be for twelve months of service, not the industry norm of ten months; and they should include policing CVIII’s woodlands for trash and similar debris at least once a year and provide quotes for a la carte requests for cleanup and pruning services. These proposals should also include information on the chemicals typically used for fertilization, weed suppression and pest control; environmentally friendly alternatives to these chemicals; and the cost of these alternatives.

Web Site Security: Mr. Poe and Mr. Freedman briefed the Board on recent conversations they had on how much information about CVIII residents should be available on CVIII’s web site given the increasing problem of identity theft. The Board discussed options ranging from adding password access to CVIII’s website for owners and residents to reducing the scope of the website to a bulletin Board for upcoming events and a link page for answers to FAQs. The Board decided to consider these and other steps to protect the identities of owners and residents at future Board meetings before making any changes to CVIII’s website.

Executive Session: Ms. Hunt 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 delinquent assessments and property management issues. Ms. Hagg seconded this motion, and it was approved unanimously at 7:49 P.M.

July 2010 Board of Directors Meeting: The July 2010 Board meeting is scheduled to take place at 7:00 P. M. on Monday, 12 July 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment: Ms. Hunt moved that this meeting be adjourned. Mr. Poe seconded this motion, and it was approved unanimously at 8:17 P. M.

July 12, 2010 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Haley 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 Kevin Haley, President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Also present at that time were Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman.

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. Poe moved that the draft minutes of the 21 June 2010 Board Meeting be approved without change. Ms. Hagg seconded this motion. The motion was approved unanimously.

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

Correspondence from Owners: The Board briefly reviewed plans to renovate a kitchen.

Colonial Village Apartments: Mr. Freedman reviewed an exchange of correspondence he had with a representative of Wesley Housing Corporation, the owner of the Colonial Village Apartments (CVA), the rental apartment complex on Wilson Blvd. between Troy St. and the post office. This correspondence dealt with changes and improvements Colonial Village wanted in Wesley Housing’s management of CVA in return for Colonial Village’s public support of renovation and expansion of CVA. Mr. Freedman suggested and the Board agreed to an open meeting with Wesley Housing so that residents of Colonial Village could express their concerns about Wesley Housing’s management of CVA. Mr. Freedman said that the issue of snow-covered sidewalks had been eliminated by the Arlington County Board’s recent passage of an ordinance requiring property owners to remove snow from public sidewalks fronting their property. The Board asked Mr. Freedman to make sure that the Site Plan Review Committee and the Planning Commission were made aware of Colonial Village’s concerns about Wesley Housing’s management of CVA in a timely fashion.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

June 2010 Financial Update: Legum & Norman was unable to provide the Board with an income statement, balance sheet and related documents in time for this meeting.

Maintenance: Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Meter Stacks: Mr. Freedman told the Board that Kolb Electric and Dominion Power had provided him with the following schedule for replacing meter stacks: 1735 N. Rhodes St., July 21; 1728 Queens Ln. (residential and common element), July 22st; 1804 Queens Ln., July 27th; and 1800 Queens Ln, July 28th. Mr. Freedman told the Board that he would attempt to consolidate this schedule so that 1800 and 1804 Queens Ln. would be done together on a single day and the same with 1735 Rhodes St. and 1728 Queens Ln. This would spare residents of Buildings Three and Four the inconvenience of having their power shut off for more than one day.

2011 Budget, Preliminary Discussion: Mr. Freedman said that he was working on a revised draft of CVIII’s 2010 reserve study, which, when completed, would allow him to have a first draft of CVIII’s 2011 budget available for the Board’s consideration at its August meeting.

Garage Roof: Mr. Freedman and Mr. Kiman told the Board that Alliance Roofing had asked that all cars be removed from the garages in order to prevent damage to these cars while they were replacing the garage structure’s roof. The Board asked and Mr. Freedman agreed to notify garage owners of Alliance’s request and warn those who failed to park their cars elsewhere while this roof was being replaced did so at their own risk.

Roof Ponding: Mr. Freedman told the Board that he was still trying to have repairs completed so that water ponding on the roof of 1821 N Rhodes St. was eliminated.

Masonry Renovations: Garage Structure: Mr. Freedman informed the Board that Titan Restoration would begin tuck-pointing the garage structure’s brickwork on Tuesday, 13 July 2010. Pedestrian Bridge: The Board asked and Mr. Freedman agreed to provide residents with advance notice of when work would begin on the Rhodes St. pedestrian bridge and how long it would be unavailable for use.

New Business:

Tree Pruning: Mr. Freedman and the Board reviewed a $2,445 proposal from McFall & Berry to remove dead limbs and do renovational pruning on twelve locations in CVIII. After discussion, Mr. Gerrity moved that the Board approve McFall & Berry’s proposal and authorize a change order for additional work if necessary. Mr. Haley seconded this proposal, and it was approved unanimously.

Laundry Machines: Ms. Hunt reported that new laundry machines did not register every quarter she deposited in them. Mr. Freedman said there might be a problem with newly designed quarters and he would pur sue this issue with the laundry machine contractor.

Cleaning Contract: Mr. Freedman informed the Board that CVIII’s contract with Clean Advantage Corporation would expire on 1 August 2010. He suggested and the Board agreed that a new contract with Clean Advantage specify that (1) the lenses of hallway light fixture be cleaned and dead insects be removed from them on an as-needed basis and (2) dirty and scuffed unit entry doors and jambs and common hallways be cleaned on a monthly basis. After discussion, Mr. Gerrity moved that the Board authorize Mr. Freedman to negotiate a new contract up to three years long with Clean Advantage with terms that would be the most favorable he could obtain for CVIII. The motion authorized Mr. Haley to sign such a contract. Ms. Hunt seconded this motion, and it was approved unanimously.

Length of Service Award: MS. Hagg told the Board that Mr. Kiman would complete twenty years of service to CVIII in August, and after discussion, Ms. Hunt moved that CVIII give Mr. Kiman $1,000 in recognition of his twenty years of service to the owners and residents of CVIII. Mr. Gerrity seconded this motion, and it was approved unanimously.

Pet Deportment: Mr. Freedman and the Board discussed various measures to encourage CVIII’s dog owners to keep their pets on leash and clean up after them. The Board decided that the installation of politely worded signs reminding pet owners of their responsibilities would be a good first step in this direction, and Mr. Poe moved that the Board authorize the purchase of fifteen such signs made of wood. Ms. Hagg seconded this motion, and it approved unanimously.

Renting a CVIII Garage for Storage: The Board and Mr. Freedman discussed the possibility of CVIII renting one of the garages on its property if CVI and CVII would be willing to contribute equally so that the three communities would have a place to store equipment that was too large to get in their basements. Mr. Freedman said that he would see if the other communities would be interested if a garage became available in the future so all three communities could act quickly to take advantage of it. The Board agreed to move forward if the opportunity presented itself in the future and the other Boards were willing to participate.

Water Bills: The Board asked Mr. Freedman if he could explain fluctuations in CVIII’s water bills. Mr. Freedman said that he had asked but had not yet received an answer from Arlington County on this issue. He noted that CVIII’s water bills for 2010 were on budget and these fluctuations might well be the result of meter reading procedures.

Executive Session: Mr. Haley 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 delinquent assessments and property management issues. Ms. Hunt seconded this motion, and it was approved unanimously at 7:56 P.M.

August 2010 Board of Directors Meeting: The August 2010 Board meeting is scheduled to take place at 7:00 P. M. on Monday, 16 August 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Poe seconded this motion, and it was approved unanimously at 8:34 P. M.

August 16, 2010 Colonial Village III Board of Directors Meeting Minutes

Call to Order; Mr. Haley 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 Kevin Haley, President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Also present at that time were Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman.

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. Poe moved that the draft minutes of the 14 July 2010 Board Meeting be approved without change. Ms. Hunt seconded this motion. The motion was approved unanimously.

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

Correspondence from Owners: The Board did not review correspondence from owners at this meeting.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

June 2010 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents that indicated CVIII had an operating deficit of $6,169 year-to-date as of the end of July. This deficit is attributable to snow removal and maintenance costs caused by this year’s two major snow storms. Due to this, the deficit will continue throughout this year.

Maintenance: Mr. Kiman told the Board there had been no unusual maintenance issues during the past month. The Board asked and Mr. Kiman agreed to repair two damaged sections of the privacy fence behind 1729 Queens Ln.

Pending Business:

Meter Stacks: Mr. Freedman told the Board that Kolb Electric and Dominion Power had completed replacing meter stacks serving residential and common elements at 1735 N. Rhodes St. and 1728, 1800 and 1804 Queens Ln. The Board asked and Mr. Freedman agreed to have Kolb clean up debris left over from installation at all four locations.

Garage Roof: Mr. Freedman told the Board that Alliance Roofing had asked and he agreed to reschedule replacing the garage roof until September 20th when cooler weather would permit the use of a more effective adhesive.

Roof Ponding: Mr. Freedman told the Board that Magco had failed to honor its commitment to make repairs that would eliminate water ponding on the roof of 1821 N Rhodes St. and he had turned to Alliance Roofing who agreed to do this work at no cost to CVIII.

Masonry Renovations: Garage Structure: Mr. Freedman informed the Board that Titan Restoration completed tuck-pointing the garage structure’s brickwork. Mr. Freedman and Mr. Kiman said that they were satisfied with all aspects of Titan’s work. Pedestrian Bridge: Mr. Freedman said that Titan Restoration had begun renovating the Rhodes St. pedestrian bridge on August 9th and he expected them to be finished by mid-September. Mr. Freedman told the Board that residents had been provided with advance notice of when work would begin on this project.

Tree Pruning: Mr. Freedman informed the Board that McFall and Berry had fulfilled a contract to remove dead limbs and do renovational pruning at various locations in CVIII in a satisfactory manner.

2011 Budget, Preliminary Discussion: Funding Maintenance and Replacement Reserves: Mr. Freedman updated the Board on revisions he made to the 2010 reserve study that Reserve Advisors prepared for CVIII. Mr. Freeman advised the Board that this study said CVIII would have to spend approximately $6,000,000 over the next 30 years to keep its common element infrastructure at a proper and safe level. To fund this $6,000,000 of replacement and repairs of its infrastructure and still have reserves available for unforeseen problems, Mr. Freedman recommended that CVIII continue its current contribution of $162,700 to reserve accounts for the next several years and thereafter increase that amount by 2% annually. Mr. Freedman said that CVIII could set aside less money for reserve needs but doing so would leave it with less flexibility in maintaining CVIII’s infrastructure in future years. Mr. Freedman provided an example of why flexibility was important by pointing out that one of the other Colonial Village communities had to put off all other repair and replacement work on its infrastructure in order to pay for unexpected and very expensive repairs to a single building’s foundation. Funding CVIII’s 2011 Budget: Mr. Freedman recommended a $28,000 increase (5%) in assessments to fund CVIII’s 2011 budget. Mr. Freedman explained that $8,000 of this proposed increase was necessary to offset an $8,000 decline in interest income due to lower interest rates on CVIII’s investments in CDs and U.S. government securities. An additional $5,000 of this proposed increase was necessary to cover CVIII’s increased share (from 24% to 27%) of Legum & Norman salaries and the Colonial Villages’ shared expenses due to the withdrawal of the Colonial Village Commons from the Colonial Village master contract with L&N. An additional $4,000 of this proposed increase was necessary to cover higher premiums on CVIII’s master insurance policy. An additional $4,000 of this proposed increase was necessary to cover higher legal fees. Mr. Freedman said CVIII’s 2010 legal costs for collections and advice were $4,000 over budget and he did not expect them to decline in 2011. An additional $5,000 of this proposed increase was necessary to cover salary increases, overtime, and holiday bonuses CVIII was giving to maintenance, cleaning and office staff. Mr. Freedman said these bonuses were given annually and therefore should be part of CVIII’s annual budget. Members of the Board expressed concern about the size of Mr. Freedman’s proposed increase in 2011 assessments. Mr. Freedman asked the Board to give him an increase for assessments with which it was comfortable so that he could prepare a draft budget for 2011 for its consideration at its September meeting.

Rhodes Street Handicap Parking Spaces: Mr. Freedman informed the Board that he was still trying to get Arlington County to return to general use the two parking spaces on Rhodes Street reserved for handicap use that rarely have cars parked in them, but the Arlington County staff member responsible for managing handicap-only street parking would not respond to his calls and emails. Management later found out the staff member assigned to this department was no longer in this department.

Stop Signs at Key Blvd. and Rhodes St: Mr. Freedman told the Board that he continued to work with Arlington County staff on a design for the new stop signs and crosswalks at the intersection of Key Blvd. and Rhodes St. that would create good sightlines for drivers and pedestrians with minimal loss of parking spaces.

Colonial Village Apartments: Peter Freedman told the Board that an August 10th the meeting with the owner of the Colonial Village Apartments, Wesley Housing Corporation, went well. Board members from all three Colonial Village Condominiums attended. Wesley said it will address deferred maintenance problems. It said it would increase trash room sizes and likely hire a porter to pick up trash. Wesley offered to set up an annual meeting with Colonial Village. Mr. Freedman said that he expected to meet with Wesley in the near future to follow up on Colonial Village’s concerns.

New Business:

Tree Removal: After a lengthy discussion, Mr. Gerrity moved that the Board approve a $3,200 proposal from McFall and Berry to reduce a Yellow Poplar damaged by lightning to approximately 30 feet in height and to remove all debris related to this reduction in height and $1800 for the emergency removal of another tree that fell in the same area. Ms. Hunt seconded this motion, and it was approved unanimously.

2011 Lawn Service and Snow Removal Contracts: The Board and Mr. Freedman discussed in detail proposals from McFall & Berry to provide CVIII with lawn service and snow removal service in 2011. Mr. Freedman said that he expected to have proposals from at least two additional companies for the Board’s consideration at its September meeting.

Board Presidents Meeting: Mr. Haley and Mr. Freedman updated the Board on a meeting they had recently with the CVI and CVII Board Presidents. Mr. Haley said the meeting was productive, lines of communication were established, and similar meeting were planned for the future. Mr. Haley said that there was agreement to move ahead with plans for the three communities to share a CVIII garage when one came available. Mr. Freedman said that FHA certification to facilitate mortgages and incorporation to limit unit owners’ liability to lawsuits were discussed, and he would provide the Board with additional information on these topics. There was agreement that Parcel 9 expenses should be shared and neighbor watch patrols would be established.

Complaint Resolution: After discussion, Mr. Gerrity moved that the Board approve a resolution on procedures for resolving complaints Mr. Haley seconded this motion, and it was approved unanimously.

Property Management Salaries: After discussion Mr. Gerrity moved that the Board authorize a 3% increase in CVIII’s share of Sonya Rainey’s salary and an adjustment in CVIII’s share of Sonya Rainey’s healthcare benefits and a 5% increase in CVIII’s share of Denna Faison’s salary. Mr. Haley seconded this motion, and it was approved unanimously.

Restoration of a Unit: After discussion, Mr. Gerrity moved that the Board approve a resolution authorizing the restoration of a unit that had not been properly maintained by its owner. Ms. Hagg seconded this motion, and it was approved unanimously.

Executive Session: Mr. Haley 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 delinquent assessments and property management issues. Mr. Poe seconded this motion, and it was approved unanimously at 8:20 P.M.

September 2010 Board of Directors Meeting: The September 2010 Board meeting is scheduled to take place at 7:00 P. M. on Monday, 13 September 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

2010 Annual Meeting: CVIII’s 2010 annual meeting is scheduled to be held at 7:00 p.m. on Monday, 11 October 2010, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

October 2010 Board of Directors Meeting The October 2010 meeting of CVIII’s Board of Directors is scheduled to be held immediately after CVIII's 2010 Annual meeting on Monday, 11 October 2010, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 8:50 P. M.

September 13, 2010 Colonial Village III Board of Directors Meeting Minutes

 Call to order: Mr. Haley 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 Kevin Haley, President; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Also present at that time were Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman. Amanda Hunt, Vice President, and Larry Poe, Treasurer, arrived shortly after the start of the meeting.

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

Reading and Approval of Minutes: Ms. Hagg moved that the draft minutes of the 16 August 2010 Board Meeting be approved without change. Mr. Haley seconded this motion. The motion was approved with Ms. Hagg and Messrs. Gerrity and Haley voting aye, Ms. Hunt and Mr. Poe not yet present.

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

Correspondence from Owners: The Board received no correspondence from owners since its last meeting.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

August 2010 Financial Update: Legum & Norman had not provided the Board with an income statement, balance sheet and related documents for the month of August as of the meeting date.

Maintenance: Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Exterior Trim Painting: Mr. Freedman told the Board that American Exteriors had finished replacing damaged woodwork and painting CVIII’s exterior trim and, after a punch list of touchup work had satisfied, this project would be complete.

Garage Roof: Mr. Freedman told the Board that plans for Alliance Roofing to replace the garage roof on September 20th were still on schedule. 

Roof Ponding: Mr. Freedman told Alliance Roofing would make repairs within the next week that would eliminate water ponding on the roof of 1821 N Rhodes St.

Masonry Renovations: Garage Structure: Mr. Freedman informed the Board that Titan Restoration completed tuck-pointing the garage structure’s brickwork. Pedestrian Bridge: Mr. Freedman said that he expected Titan Restoration to complete masonry work on the Rhodes St. pedestrian bridge by the end the week. Installation of a soffit to bar access to areas under the bridge, railings and new electrical wiring would begin shortly.

2011 Lawn Service and Snow Removal Contracts: Mr. Freedman told the Board he was still in the process of soliciting proposals on CVIII’s 2011 lawn service and snow removal contracts.

2011 Budget: Mr. Freedman presented a draft 2011 budget for CVIII totaling $628,999. Mr. Freedman said that operating expenses in this proposed budget were $29,068 higher than similar expenses in CVIII’s 2010 budget. Mr. Freedman reminded the Board that expenses associated with the changeover from CMI to Legum & Norman and this past winter’s snowstorms had depleted CVIII’s operating reserves. He explained, as he had at previous meetings, that $8,500 of this proposed increase was necessary to offset an $8,500 decline in interest income due to lower interest rates on CVIII’s investments in CDs and U.S. government securities. $5,000 of this proposed increase was necessary to cover CVIII’s increased share (from 24% to 27%) of Legum & Norman salaries and the Colonial Villages’ shared expenses due to the withdrawal of the Colonial Village Commons from the Colonial Village master contract with L&N. An additional $4,000 of this proposed increase was necessary to cover higher premiums on CVIII’s master insurance policy. An additional $4,000 of this proposed increase was necessary to cover higher legal fees. An additional $5,000 of this proposed increase was necessary to cover salary increases, overtime, and holiday bonuses. Mr. Freedman recommended that this $29,068 deficit be covered with a $10,000 reduction in CVIII’s 2011 contribution to its reserve accounts and a 4% increase in assessments. Mr. Freedman urged the Board to restore this $10,000 reduction in CVIII’s contribution to its reserves in the 2012 budget so that it would be able to deal with unexpected problems without having to put off other projects. Mr. Freedman illustrated the importance of maintaining adequate reserves by citing $400,000 of unexpected repairs to a single building that another Colonial Village community had to pay for during the past two years. After discussion, Mr. Poe moved that the Board approve a $628,999 budget for CVIII in 2011 as recommended by Mr. Freedman. Ms. Hunt seconded this motion, and it was approved unanimously.

Rhodes Street Handicap Parking Spaces: Mr. Freedman informed the Board that he had received an email from Arlington County saying that the handicap parking places on N. Rhodes St. would not be returned to general use until the person who had requested then informed the county that they no longer needed them.

Stop Signs at Key Blvd. and Rhodes St: Mr. Freedman told the Board that the two circular beds of landscaping at the intersection of Rhodes St. and Key Blvd. would have to be removed in order to meet ADA requirements for new crosswalks at this location. He said plans to relocate plants and trees in these beds should be made soon.

Window Cleaning: Mr. Freedman said that he would have three proposals to clean windows available for the Board’s consideration at its October meeting. 

New Business:

Fire Sprinkler System: Mr. Freedman informed the Board that CVIII’s insurance firm had requested that CVIII have its fire sprinkler system tested to determine if it was functional, and if these tests were not performed, then CVIII’s property insurance policy could be cancelled. Mr. Freedman said that pressure gauges and related valves would have to be installed in fourteen locations in CVIII buildings to perform these tests and he had obtained a $5,080 proposal from Simplex Grinnell to install these gauges and valves and also perform the mandated inspection. After discussion, Mr. Gerrity moved that the Board authorize Mr. Freedman to accept Simplex Grinnell’s $5,080 bid or a lower bid if it could be obtained in a timely fashion. Mr. Haley seconded this motion, and it was approved unanimously.

Janitorial Service Contract: Mr. Freedman and the Board reviewed a three-year contract for janitorial service proposed by Clean Advantage Corporation, CVIII’s current cleaning service. Clean Advantage’s proposal specified an annual fee of $28,599.48 for 2011 and $29,028.48 for each year in 2012 and 2013. After discussion, Mr. Haley moved that the Board accept Clean Advantage’s proposal for janitorial service for 2011- 2013. Ms. Hunt seconded this motion, and it was approved unanimously.

Parking Stall Restriping: Mr. Freedman told the Board that notices stating when and where Arlington County would be restriping parking stalls on streets within Colonial Village had been posted in hallways and laundry rooms and these notices contained information about alternative parking available to residents while this work was being done.

Executive Session: Mr. Haley 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 delinquent assessments and property management issues. Mr. Poe seconded this motion, and it was approved unanimously at 7:52 P.M.

Return to Open Session: Mr. Haley moved that the Board reconvene in open session. Ms. Hunt seconded this motion, and it was approved unanimously at 8:15 P.M.

Maintenance Engineer’s Compensation: After discussion, Mr. Poe moved that the Board approve a change in CVIII’s maintenance engineer’s compensation. Ms. Hagg seconded this motion, and it was approved unanimously.

2010 Annual Meeting: CVIII’s 2010 annual meeting is scheduled to be held at 7:00 p.m. on Monday, 11 October 2010, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

October 2010 Board of Directors Meeting The October 2010 meeting of CVIII’s Board of Directors is scheduled to be held immediately after CVIII's 2010 Annual meeting on Monday, 11 October 2010, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 8:26 P. M.

October 11, 2010  Colonial Village III Annual Meeting Minutes

 Call to order: With a quorum of unit owners voting by proxy and in person of 26.445%, the meeting was called to order at 7:01 P.M. Present at that time were Kevin Haley, President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Unit owner Peyton Palmore, General Manager Peter Freedman, Assistant Manager Sonya Rainey, Office Administrator Denna Barlish, Maintenance Engineer Stan Kiman, and Gregory Roby, Regional Vice President, Legum & Norman, 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 20 October 2009 Annual Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved unanimously.

Unit Owners Forum: Mr. Palmore expressed his appreciation for assistance Mr. Freedman provided with respect to the purchase of a unit in CVIII.

Reports of Officers: None.

Management Report: Mr. Freedman reviewed events in CVIII during 2010, and singled out several members of Legum & Norman’s headquarters staff, Ms. Rainey, Ms. Barlish and Mr. Kiman for exemplary contributions to the transition of management firms and the day-to-day management of CVIII, citing Mr. Kiman in particular for his efforts during the past winter’s snow storms.

Committee Reports: None.

Election of Members of the Board of Directors: Mr. Haley explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of directors. Mr. Haley said that there were two vacancies for three-year terms and one vacancy for a one-year term this year. Inspectors of Election: Unit owners Peyton Palmore and Larry Poe were appointed inspectors of the election of members of CVIII’s Board of directors. Candidates for Election to Board of Directors: The names of Dennis Gerrity, Laura Hagg and Amanda Hunt appeared as candidates on the proxy statements distributed prior to this meeting. Mr. Haley asked if anyone else present was interested in standing for election to the Board, and if so, to please step forward. No one did. Election Results: Mr. Gerrity and Ms. Hagg and Ms. Hunt all received more than 50% of the common element interest voted by proxy and in person at this meeting; and Ms. Hagg and Ms. Hunt were elected to three-year terms and Mr. Gerrity was elected to a one-year term 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.

2011 Annual Meeting: The date, time and location of CVIII’s 2011 Annual Meeting will be announced in September 2011.

Adjournment: Mr. Haley moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 7:16 P.M.

October 11, 2010 Colonial Village III Board of Directors Meeting Minutes

Call to order:

Mr. Haley brought the meeting to order at 7:17 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Kevin Haley, Acting President; Amanda Hunt, Acting Vice President; Larry Poe, Acting Treasurer; Dennis Gerrity, Acting Secretary; and Laura Hagg, Member at Large. General Manager Peter Freedman, Assistant Manager Sonya Rainey, Maintenance Engineer Stan Kiman, and Gregory Roby, Regional Vice President, Legum & Norman, were also present at that time.

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

Reading and Approval of Minutes: Ms. Hunt moved that the draft minutes of the 13 September 2010 Board Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved unanimously.

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

Correspondence from Owners: The Board received no correspondence from owners since its last meeting.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

September 2010 Financial Update: Legum & Norman had not provided the Board with an income statement, balance sheet and related documents for the month of September 2010 as of 11 October 2010.

Maintenance:

Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Exterior Trim Painting: Mr. Freedman told the Board that American Exteriors had not completed a punch list of touchup work and final payment for this project would be withheld until it was finished to management’s satisfaction.

Roofs: 1821 N. Rhodes St.: Mr. Freedman told the Board Alliance Roofing had made repairs that should eliminate water ponding on the roof of 1821 N Rhodes St. Garage Structure: Mr. Freedman told the Board that installation of a replacement roof on the garage structure had been completed. Gutters and Downspouts: Mr. Freedman informed the Board that a portion of a copper down spout located on the southeast corner of 1720 Queens Ln. had been stolen and he had approved its replacement. He said that a damaged gutter at 1817 N. Rhodes St. had been repaired. Roof Survey: Mr. Freedman informed the Board that Alliance Roofing had agreed to update an existing survey of the state of repair of all 28 residential building roofs in CVIII at no charge. Mr. Freedman said this would make it possible for CVIII to have all necessary roof repairs done before winter weather began.

Masonry Renovations: Garage Structure: Mr. Freedman informed the Board that Titan Restoration had completed tuck-pointing the garage structure’s brickwork. Pedestrian Bridge: Mr. Freedman said that Titan Restoration had completed masonry work on the Rhodes St. pedestrian bridge but foundation work, which was related to the installation of a soffit to bar access to areas under the bridge, had to be redesigned to keep this project from going over budget.

2011 Lawn Service Contract: Mr. Freedman told the Board that CVIII’s current lawn service contract would expire at the end of December. He reviewed three proposals for a new contract effective 1 January 2011. These were: Ruppert, a three-year contract at $23,160 per year; McFall & Berry, a two-year contract at $25,387 per year; Lancaster, a three-year contract at $38,112 per year. All three proposals specified modest increases for the second and three years of their contracts. Mr. Freedman recommended that the Board accept Ruppert’s proposal, citing in particular his expectation that they would do a better job maintaining CVIII’s lawns. After discussion, Ms. Hagg moved that the Board accept Ruppert’s proposal. Ms. Hunt seconded the motion, and it was approved unanimously.

New Business:

Termite Damage: Mr. Freedman informed the Board that termite damage to a number of joists had been discovered during installation of the replacement roof on the garage structure and it had cost $1,242 to repair this damage. Mr. Freedman asked the Board to approve a $2,000 proposal from American Pest to eliminate the termite colony responsible for this damage. After discussion, Mr. Gerrity moved that the Board approve the expenditure of $1,242 to repair termite damage to the garage structure and $2,000 to eliminate the termite colony that caused this damage. Mr. Poe seconded this motion, and it was approved unanimously. Mr. Freedman assured the Board that paying for the $3,242 in expense associated with this termite problem would be the responsibility of garage owners.

Seating of the Board: After discussion, Mr. Gerrity moved that the Board be seated as follows for its 2010-2011 term: Kevin Haley, President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Ms. Hunt seconded this motion, and it was approve unanimously.

Snow Removal Contract: Mr. Freedman reviewed snow removal contract proposals from Ruppert Landscape and Clean Advantage. Mr. Freedman said that McFall & Berry and Lancaster had also submitted proposals, but both required that CVIII sign a contract for their lawn service as a precondition for a snow removal contract. In discussion, the Board noted the desirability of awarding the snow removal contract to the same company that had the CVIII lawn service contract, but Ruppert wanted $55.00 an hour for snow shovelers with a requirement that its snow shovelers be paid $55 an hour for travel time while Clean Advantage was asking $46.50 an hour for snow shovelers with no charge for travel time. After further discussion, Mr. Gerrity moved that the Board authorize Mr. Freedman to make a counterproposal to Ruppert of $50.00 an hour for snow shovelers with no payment for travel time. If Ruppert did not accept this counterproposal, then the Board would accept Clean Advantage’s proposal. Mr. Poe seconded this motion, and it was approve unanimously.

FHA Certification: Mr. Freedman informed the Board the CVIII’s FHA certification would no longer be valid effective 8 December 2010 and it would cost $1,800 to become certified again. Mr. Freedman and Mr. Roby said that FHA certification would be important for the liquidity of CVIII units in the real estate market because Fannie Mae and Freddy Mac had tentatively announced that they would no longer buy mortgages on condos in communities that were less than 70% owner occupied. After discussion, Mr. Gerrity moved that the Board authorize the expenditure of $1,800 to certify CVIII with FHA. Ms. Hagg seconded this motion, and it was approved unanimously.

Bicycle Registration: Mr. Freedman asked the Board to authorize a requirement that all bicycles stored in common areas of CVIII be registered with Arlington County Police Department. He said this would help Property Management deal with abandoned and stolen bicycles and bicycle stored in unauthorized areas. Mr. Freedman said he would announce the program in about thirty days, and residents would be given ample time to comply. After discussion, Mr. Haley moved that Board require that all bicycles stores in common areas of CVIII be registered with the Arlington County Police Department. Ms. Hunt seconded this motion, and it was approved unanimously.

Basement and Storage Room Doors: The Board requested and Mr. Freedman agreed to have signs posted on basement and storage room doors asking residents to keep them closed.

Language on Signs: Ms. Hagg moved that the Board reconsider language it had authorized for signs reminding dog owners to leash their pets when present in common areas of CVIII. Mr. Gerrity seconded this motion for the purpose of discussion. After discussion, this motion was not approved, Messrs. Gerrity, Haley and Poe and Ms. Hunt voting no and Ms. Hagg voting yes.

Parking Privileges: After discussion, Mr. Gerrity moved that the Board authorize Property Management to suspend the right of unit owners, or their tenants if applicable, to park in CVIII’s lot if they were delinquent in paying their assessments. This suspension would go into effect when a delinquent unit owner was turned over to CVIII’s law firm for collection. Mr. Haley seconded this motion, and it was approved unanimously.

Executive Session: Mr. Haley moved that the open session of this meeting be adjourned, and Mr. Freedman, Ms. Rainey, Mr. Roby and members of the Board convene in executive session for the purposes of discussing personnel matters, delinquent assessments and property management issues. Ms. Hunt seconded this motion, and it was approved unanimously at 8:16 P.M.

Return to Open Session: Mr. Haley moved that the Board reconvene in open session. Ms. Hunt seconded this motion, and it was approved unanimously at 9:04 P.M.

Evaluation of Property Manager: Mr. Haley moved that the Board accept Mr. Freedman’s self-assessment of his performance as CVIII’s Property Manger during the past year. Ms. Hunt seconded this motion, and it was approved unanimously.

November 2010 Board of Directors Meeting: The November 2010 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 15 November 2010, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

 November 15, 2010 Colonial Village III Board of Directors Meeting Minutes

 Call to order: Ms. Hunt 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 Amanda Hunt, Vice President; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. General Manager Peter Freedman 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: Ms. Hagg moved that the draft minutes of the 11 October 2010 Board Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved unanimously.

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

Correspondence from Owners: The Board received no correspondence from owners since its last meeting.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

October 2010 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of October 2010 that showed CVIII with a year-to-date operating surplus of $1,851 as of 31 October 2010.

Maintenance:

Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Garage Structure: Mr. Freedman informed the Board that Titan Restoration had completed tuck-pointing the garage structure’s brickwork, but a number of bricks were damaged when the new garage roof was installed. He said bricks from a project elsewhere in Colonial Village would be used to replace the damaged ones.

Pedestrian Bridge: Mr. Freedman said that masonry work had been completed on the Rhodes St. pedestrian bridge. Mr. Freedman said this project would completely finished as soon as scuppers on the bridge had to be painted black and river rock in the stream bed had to be rearranged to allow water to flow freely and prevent debris from collecting under the bridge. 

Comcast Agreement: Mr. Freedman reviewed a proposed contract from Comcast that would replace CVIII’s existing contract with Arlington Cable, the company that wired CVIII for cable TV when CVIII was converted to condominiums. Arlington Cable was subsequently purchased by Comcast. Comcast’s proposed contract offered CVIII $12,900 in return for the right to easement access to the property to provide its services to CVIII units and market these services in resale packages. Mr. Freedman said that he inserted language in this proposed contract that required Comcast to use the same pathways occupied by existing Comcast wiring if Comcast installed any new wiring. Comcast would also have to get approval from CVIII for any new equipment it installed above ground on the exteriors of CVIII’s buildings or on CVIII’s grounds. After discussion, Mr. Gerrity moved that the Board accept Comcast contract proposal as amended by Mr. Freedman and further amended with language clearly stating that this contract would not give Comcast exclusive rights to install and market cable, internet, voice and related or similar services in CVIII. Ms. Hunt seconded this motion, and it was approved unanimously.

Window Cleaning: Mr. Freedman recommended that cleaning the exterior sides of windows be postponed until late in the spring of 2011 when masonry renovations at Building One tentatively scheduled to begin in March would be completed. The Board accepted Mr. Freedman’s recommendation.

Fire Sprinkler Systems: Mr. Freedman told the Board that the contract it had approved with Simplex Grinnell to retrofit CVIII’s seventeen fire sprinkler systems with pressure gauges and then inspect these systems had been renegotiated to save CVIII $705. Mr. Freedman said Simplex Grinnell had submitted a proposal for a five-year contract effective 2011 to inspect these systems annually for $75 a system. Mr. Freedman recommended that the Board lock in this inspection fee. After discussion, Mr. Gerrity moved that the Board authorize Mr. Freedman to sign Simplex Grinnell’s proposed five-year contract to inspect CVIII’s fire sprinkler systems if Simplex Grinnell completed its existing contract with CVIII to Mr. Freedman’s satisfaction and if this proposal was amended to allow for termination with 30 days’ notice without cause. Ms. Hunt seconded this motion, and it was approved unanimously.

Exterior Painting: After discussion, Mr. Gerrity moved that the Board authorize Mr. Freedman to continue to withhold final payment to American Exteriors until it completed, to Mr. Freedman’s satisfaction, carpentry renovations included in its contract to paint CVIII’s exterior trim. Further, if American Exteriors did not complete this carpentry work by 31 December 2010, Mr. Freedman was authorized to have Renaissance Painting finish this project and pay Renaissance out of American Exteriors’ final payment. Ms. Hagg seconded this motion, and it was approve unanimously.

Snow Removal Contract: Mr. Freedman informed the Board that Ruppert Landscape did not accept CVIII’s counterproposal of a $50.00 an hour fee for snow shovelers with no payment for travel time and he had signed Clean Advantage’s proposal 46.50 an hour fee for snow shovelers with no charge for travel time. Mr. Freedman said that he did sign a contract with Ruppert for snow plow service to clear CVIII’s parking lot.

Stop Signs – Key Blvd. and Rhodes St.: Mr. Freedman told the Board that final details of the design for the new stop signs and crosswalks at the intersection of Key Blvd. and Rhodes St. had been worked out, and work on this project is scheduled to begin in January and should be finished in three weeks,

Restriping Parking Spaces: Mr. Freedman informed the Board that Arlington County had made a third visit to paint parking spaces boundary stripes on streets within Colonial Village. Seventy-nine still had to be painted, and if the county would not to make another trip to Colonial Village to finish them, he would have Colonial Village maintenance staff paint them. 

Signs: Leashing Dogs: The Board and Mr. Freedman discussed the location of signs reminding dog owners to leash their pets when present in common areas of CVIII. The Board decided to continue its discussion of these signs at its January meeting. No Trespassing: The Board and Mr. Freedman discussed installing “No Trespassing” signs in CVIII courtyards facing Rhodes St. and the bike path to deter nonresidents from using these areas as dog parks. The Board decided to continue its discussion of these signs at its January meeting. Basement Doors: The Board and Mr. Freedman discussed posting signs on basement entry doors asking residents to keep them closed and locked so these doors would serve the purpose for which they were installed – to enhance the security of residents and their possessions by denying unauthorized individuals access to these areas. The Board decided to continue its discussion of these signs at its January meeting.

New Business:

Parkland and Property Management Office Expense: Mr. Freedman reminded the Board that CVI, CVII and CVIII had an agreement to share expenses for the maintenance and operation of the parkland area and the property management office. He reviewed these expenses with the Board, and he said that he would prepare detailed budgets for them for the Board’s January meeting.

Mansard Roofs: Mr. Freedman reviewed a $3,964 proposal from Alliance Roofing to replace the shingles on the mansard roof at 1828 Wilson Blvd. Mr. Freedman told the Board that the Arlington County Historic Affairs and Landmark Review Board had approved the replacement shingles. This contract included using shingles that were removed from 1829 Wilson’s Roof to replace damaged and missing shingles on mansard roofs elsewhere in CVIII. After discussion, Ms. Hunt moved that the Board accept Alliance Roofing’s $3,964 proposal to replace shingles on the Mansard roof at 1829 Wilson Blvd. Ms. Hagg seconded this motion, and it was approve unanimously.

Holiday Party: After discussion, Ms. Hunt moved that the Board authorize $250 to cover CVIII’s share of the costs associated with the 2010 All colonial Village Holiday Party to be held between 6:30 P.M. and 8:30 P.M. on December 10th in the community room at 1701 N. Troy St. Ms. Hagg seconded this motion, and it was approved unanimously.

Executive Session: Ms. Hunt 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 matters, delinquent assessments and property management issues. Ms. Hagg seconded this motion, and it was approved unanimously at 7:56 P.M.

Return to Open Session: Ms. Hunt moved that the Board reconvene in open session. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:27 P.M.

Holiday Bonuses: Mr. Gerrity moved that the Board approve holiday bonuses for Ms. Rainey and Ms. Barlish and Messrs. Freedman, Kiman and Guevara. Ms. Hunt seconded this motion, and it was approved unanimously.

January 2011 Board of Directors Meeting: The Board decided not to hold a meeting in December. The January 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:10 P.M. on Monday, 10 January 2011, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Ms. Hunt moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 8:28 P. M.