January 10, 2011 CVIII Board Meeting Minutes

Call to order: Mr. Haley brought the meeting to order at 7:19 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; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. General Manager Peter Freedman and Maintenance Engineer Stan Kiman were also present at that time. Unit owner Gregory Bain joined the meeting shortly after its beginning.

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 15 November 2010 Board Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners:

Expansion of a Unit’s Boundaries: A unit owner asked if he could acquire a common element area adjacent to his unit. Mr. Freedman said this would be possible only if approved by two-thirds of CVIII unit owners. Replacement Windows: The Board was asked for an update on its plans to try to assist unit owners to obtain a discount on replacement windows. The Board said that it would survey CVIII unit owners on their interest in replacing windows in their units. These windows would meet the Arlington County’s Historic Affairs and Landmark Review Board’s specifications for replacement windows in Colonial Village. The number of responses would be used to attempt to obtain proposals to supply and install replacement windows at a discount. The installation period would be either in the late spring or the late fall of 2011. The Board said the CVIII Unit Owners Association would not be a party to any contract that resulted from this process.

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:

December 2010 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of December 2010 that showed CVIII with a deficit of $10,011 for the year ending 31 December 2010. Management said that this deficit was due to the cost of dealing with record snowfalls in 2010.

Maintenance: Mr. Kiman told the Board there had been no unusual maintenance issues during the past month except for the replacement of a hot water heater that serves Building Three. Mr. Kiman was informed that a pole lamp on the bike path was not working. Mr. Kiman said Dominion Power was responsible for maintaining this lamp and he would inform them that it was out.

Pending Business:

Garage Structure Pedestrian Bridge: Mr. Freedman said that masonry and roof work had been completed on the garage structure and the Rhodes St. pedestrian bridge. Mr. Freedman said that river rock in the stream bed still had to be rearranged to allow water to flow freely and prevent debris from collecting under the bridge.

Stop Signs – Key Blvd. and Rhodes St.: Mr. Freedman told the Board that installation of new stop signs and crosswalks at the intersection of Key Blvd. and Rhodes St. was scheduled to begin as soon as the weather permits and work and should be finished three weeks after it begins.

Signs: 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. They were also discussed as a way to maintain the privacy and security of residents in those courtyards. The Board decided to continue its discussion of these signs at its February 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 February meeting.

Bicycle Registration: Mr. Freedman told the Board there were approximately fifteen bicycles in storage rooms that still had not been registered with the Arlington County Police Department. He said that another round of notices would be put on these bikes warning of that they would be removed and donated to a charity if they remained unregistered. Mr. Freedman said unregistered bicycles would be removed from common areas in early March.

New Business:

2011 Landscaping – Preliminary Discussion: The Landscaping Committee proposed a number of landscaping projects for 2011. Removals included the following: a diseased and dying Yellow Poplar located adjacent to the parking lot driveway; the remaining portions of a Yellow Poplar located west of 1805 N. Rhodes that had been badly damaged by a lightning strike in 2010; a red oak located on the Rhodes Street lawn that had lost its leader to drought stress. Red oaks would be the replacements for these removals. A number of common azaleas that were receiving too much sunlight would be relocated to shadier sites. These would be replaced with Encore Azaleas, a new cultivar that was not bothered by full sunlight. Nandinas would be planted on the north wall of 1736 Queens Lane to complement those on the opposite side of the parking lot. Rose bushes would be installed on both sides of the parking lot steps. A second terrace would be constructed on the west side of 1821 Rhodes to St. to control soil erosion in that area. The Board was asked to consider renovating a portion of CVIII’s lawn. This would involve killing off the existing mixture of grass and weeds, improving the soil, and planting new grass with seed. The Board was also asked to consider using barberry or euonymus to create a hedge to stop residents of Rosslyn Heights from using the north side of CVIII’s property as a dog park. This hedge would run the length of the bike path and would have two gates.

Accounting Firm: Mr. Freedman asked the Board to consider a proposal from the Goldklang Group to serve as CVIII’s auditor. Mr. Freedman said CVII employed Goldklang and CVI was considering switching to Goldklang. Mr. Freedman said there would be a much better chance of catching invoicing errors if CVI, CVII and CVIII all used the same auditing firm. Mr. Freedman told the Board that he had no issues with the competency of CVIII’s current auditor, Geimer, Ehrlich and Gross, but they were slow in submitting final drafts of audits of past years. The Board pointed out that the role of an auditor was to provide the CVIII Unit Owners Association with an independent opinion of the accounting and financial practices of its property management firm and, therefore, it would be best for the Board to select an auditor independent of any recommendation from its property management firm. The Board agreed to discuss this topic at future meetings.

Hot Water Heater: After discussion, Mr. Haley moved that the Board approve the purchase of a hot water heater for $5,675 from Associates Plumbing to replace a malfunctioning hot water heater serving Building Three. Ms. Hunt seconded this motion, and it was approved unanimously.

Masonry Renovations: After discussion, Mr. Gerrity moved that the Board authorize Mr. Freedman to have Mr. Steven Turner, a consulting engineer, solicit proposals to renovate Building One’s masonry. Mr. Turner was to be paid at rates no greater that those he was paid for similar services for masonry renovations at Building Two. Mr. Haley seconded this motion, and it was approved unanimously.

Assessment for Violating CVIII’s Bylaws: Mr. Gerrity moved that the Board assess a unit owner $50 for failing to meet the items of a letter demanding compliance with CVIII’s Bylaws. 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 bylaw violations, delinquent assessments, and property management issues. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:20 P.M.

February 2011 Board of Directors Meeting: The February 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 21 February 2011, 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.

February 21, 2011 CVIII Board 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. General Manager Peter Freedman, Colonial Village Property Management Office Administrator Amanda Bright, and Maintenance Engineer Stan Kiman were also present at that time.

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

Reading and Approval of Minutes: Mr. Haley moved that the draft minutes of the 10 January 2011 Board Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: No CVIII unit owners other than Board members were present at this meeting.

Correspondence from Owners:

Renovations: Mr. Freedman recommended that the Board approve written requests from three unit owners to renovate their units. After discussion, the Board accepted Mr. Freedman’s recommendations, and Ms. Hunt moved that the Board approve renovations of unit #243 at 1801 N. Rhodes St., unit #268 at 1821 N. Rhodes St. and #118 at 1729 N. Queens Ln. Mr. Poe seconded this motion, and it was approved unanimously. Recycling: Mr. Freedman and the Board reviewed correspondence from residents of 1812 Queens Ln. asking for information on what was being done to make recycling in CVIII compliant with newly expanded Arlington County requirements for recycling in multi-family housing communities. (See New Business for discussion of this topic.) Signage: Mr. Freedman and the Board reviewed correspondence from residents of 1812 Queens Ln. expressing support for recently installed signs requesting dog owners to keep their pets leashed and clean up after them. The Board was also encouraged to install “No Trespassing” signs along the bike path to discourage the use of CVIII’s lawns in this area as a dog park by non-residents. (See New Business for discussion of this topic.) 1829 Wilson Blvd.: Mr. Freedman and the Board reviewed correspondence from residents who said they had not been given advance notice that the mansard roof at this address was being replaced. Mr. Freedman apologized for this oversight and said it would not be repeated.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

A New Office Administrator: Mr. Freedman introduced Amanda Bright as the new administrator for the Colonial Village Property Management Office at 1903 Key Blvd. Ms. Bright replaces Denna Barlish who was offered and accepted a position as assistant manager at a property managed by CMC, an affiliate of Legum & Norman. The Board welcomed Ms. Bright to Colonial Village. The Board asked Mr. Freedman to convey its thanks and compliments to Ms. Barlish for her work at Colonial Village.

January 2011 Financial Update:

Legum & Norman had not provided the Board with an income statement, balance sheet and related documents for the month of January 2011 as of 21 February 2011.

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

Pending Business:

Stop Signs – Key Blvd. and Rhodes St.: Mr. Freedman told the Board that installation of new stop signs and crosswalks at the intersection of Key Blvd. and Rhodes St. was still scheduled to begin as soon as weather permits and work and should be finished three weeks after it begins.

Signs: No Trespassing: Mr. Gerrity moved that “No Trespassing” signs be installed at various locations on the borders of CVIII. Ms. Hunt seconded this motion for the purpose of discussion. After discussion Mr. Haley made the following friendly amendment to Mr. Gerrity’s motion: three “No Trespassing” signs would be installed along the bike path. These signs would be identical in design and language to the signs on the pillars adjacent CVIII’s Wilson Blvd. gate. Ms. Hunt seconded the amended motion, and it was approved with Mr. Haley, Ms. Hunt, Mr. Gerrity and Mr. Poe voting aye. Ms. Hagg voted no, saying that these signs would do little to deter trespass and they would take away from the appearance of CVIII.

Basement Doors: After discussion, the Board requested and management agreed to post signs on laundry room bulletin Boards and storage room doors asking residents to keep basement entry doors 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.

Tree Trimming and Removal: Mr. Freedman said that he expected to have proposals for tree trimming and removals from four companies available for the Board’s consideration at its March meeting. The Board and Mr. Freedman discussed reserving funds for the removal and replacement of CVIII’s Siberian Elms, all of which were in poor condition due to age and disease.

Masonry Renovations: Mr. Freedman informed the Board that proposals to renovate Building One’s masonry had been solicited from four firms and he expected to have these proposals available for the Board’s review prior to its March meeting.

New Business:

Recycling: Mr. Freedman informed the Board that Arlington County had expanded the types of items it required multi-resident housing complexes to recycle. He said signs explaining this expanded range of materials would be posted in CVIII’s trash rooms as soon as questions about how to handle large items made of metal and wood were resolved.

Gutters: Mr. Freedman asked the Board to consider a $7,726 proposal from Alliance Roofing to install hinged copper screens on approximately seven hundred and fifty feet linear feet of gutters serving pitched roofs at 1720, 1721, 1736, 1737, 1800, 1801, 1816, and 1817 Queens Ln. and 1735 and 1817 N. Rhodes St. This proposal also included repairing and reattaching portions of these gutters that had pulled away from buildings and cleaning all debris from them. After discussion, Mr. Gerrity moved that the Board approve Alliance’s gutter proposal. Ms. Hunt seconded this motion, and it was approve unanimously.

Accounting Firm: Mr. Freedman asked the Board to consider the following proposals to audit CVIII’s books and prepare CVIII’s taxes for 2010: Geimer, Ehrlich & Gross, $4,250; Goldklang Group, $3,475; and Ahlberg and Company, $2,800 Mr. Freedman recommended Goldklang because they were already employed by CVI and CVII and there would be a much better chance of catching invoicing errors if all three associations used the same auditing firm. Mr. Gerrity suggested it would be best if the Board selected an auditor independent of any recommendation from its property management firm. After discussion, Ms. Hunt moved that the Board accept the Goldklang Group’s proposal. Mr. Haley seconded this motion, and it was approved with Ms. Hunt, Mr. Haley, Ms. Hagg and Mr. Poe voting aye. Mr. Gerrity voted no.

Picnic Tables: Members of the Board noted that the two picnic tables located near the bike path were in a state of disrepair and served as a gathering place for individuals who did not live in CVIII. Mr. Gerrity moved that the Board authorize removing these two picnic tables. Mr. Haley seconded this motion, and it was approved unanimously.

2011 Capital Improvements: Mr. Freedman recommended that CVIII’s capital improvements for 2011 include (i) the second phase of its program to replace meter banks and (ii) replacement of damaged portions of concrete walks and stairs. The Board asked and Mr. Freedman agreed to obtain multiple bids on these projects.

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 bylaw violations, delinquent assessments, and property management issues. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:00 P.M.

March 2011 Board of Directors Meeting: The March 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 21 March 2011, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:06 P. M.

 March 21, 2011 CVIII Board 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; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Outgoing General Manager Peter Freedman, incoming General Manager Charles Vaughan, 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. Hunt moved that the draft minutes of the 21 February 2011 Board Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: No CVIII unit owners other than Board members were present at this meeting.

Correspondence from Owners: Washing Machines: The Board reviewed a resident’s complaint that the spin cycle for some of CVIII’s washing machines was ineffective in removing water from some loads of laundry. Management agreed to monitor this issue, saying that it could not provide an explanation for this problem except perhaps for the size of loads.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

A New General Manager: Mr. Freedman introduced Charles Vaughan as his replacement as General Manager for the three Colonial Village Condominiums. The Board welcomed Mr. Vaughan and thanked Mr. Freedman for the excellent job he did for CVIII.

February 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of February 2011 showing CVIII with a year-to-date operating surplus of $11,505 as of 28 February 2011.

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

Pending Business:

Masonry Renovations: Renovations: Mr. Freedman reviewed the following proposals: (i) to tuck-point the masonry of the exterior walls of Building One: Titan Restorations, $96,772; Culbertson, $106,274; Atlantic, $107,400; Historic Restorations, $115,500; (ii) to repoint Building One’s window wells and retaining walls: Titan Restorations, $3,900; Culbertson, $13.350; Atlantic, $7,000. Mr. Freedman recommended that the Board accept Titan’s proposals with a requirement that Titan keep its onsite crew, including its foreman, intact for the duration of the project. After discussion, Ms. Hagg moved that CVIII accept Titan Restorations’ proposals to tuck-point the masonry of the exterior walls of Building One for $96,772 and to repoint Building One’s window wells and retaining walls for $3,900 with the stipulation that Titan keep its onsite crew, including its foreman, intact for the duration of the project. Mr. Gerrity seconded this motion, and it was approved unanimously. Project Management: After discussion, Mr. Haley moved that the Board approve the expenditure of up to $10,000 for the services of Building Envelope Consulting, LLC as project manager for masonry renovations at Building One. Ms. Hagg seconded this motion, and it was approved unanimously.

Tree Trimming and Removals: Mr. Freedman reviewed the following proposals for spring tree work: Ruppert, $12,052; McFall & Berry, $11,123; Merrifield, $10,450 and Care of Trees, $9,150. This work included: (i) pruning and cleaning the crowns of five elm trees in the vicinity of the Wilson Blvd. gate and single magnolias adjacent to 1724 Queens Ln. and 1805 N. Rhodes St. and removing damaged limbs from the crown of a maple adjacent to 1735 N. Rhodes St.; (ii) removing a fully grown poplar that is dying, four smaller dead and dying trees and the remains of four dead poplars (twenty-to-thirty foot high stubs); and (iii) remove vines, brambles and other designated underbrush from the east side of Colonial Village Run between CVIII’s pedestrian bridge and the bike path. The stumps of tree removals are to be ground out. Mr. Freedman said that he was able to negotiate lower proposals from Merrifield ($8,502) and Ruppert ($8.694) by consolidating CVIII’s tree work with that of CVI and CVII. After discussion, Mr. Gerrity moved that the Board accept Merrifield’s $8,502 proposal for tree work and authorize a change order if needed to ensure the removal of undergrowth on the east side of Colonial Village Run was sufficient to allow the installation of replacement trees in the fall. Ms. Hunt seconded this motion, and it was approved unanimously.

New Business:

Trespass Issue: The Board discussed the use of CVIII’s lawns as dog parks by non-residents -- in particular, the courtyards facing the bike path where some mornings as many as twenty non-residents have been observed using the courtyard behind 1816 Queens Ln. to let their dogs exercise and do their “business”. Board members noted that this trespass had torn up the lawns in this area and created unsightly damage. The Board decided that a hedge or some sort of fence would be a more cost effective solution to this problem for CVIII’s unit owners than repairing the damage every year in the future. Management was asked and agreed to determine the length of a hedge or fence needed to secure this area and obtain estimates of the cost using a plant such as euonymus as a hedge or constructing a wooden privacy fence similar to the one on the east side of CVIII.

Meter Banks: Mr. Freedman reviewed the recommendations in Summit Engineers’ 2009 evaluation of CVIII’s twenty-eight meter stacks. Mr. Freedman told the Board all meter banks designated as high priority by Summit would be replaced if the meter banks serving 1721, 1725, 1801, 1805, and 1817 Queens Lane were replaced in 2011 and those serving 1720, 1812 and 1816 Queens Lane, l817 N. Rhodes St and 1829 Wilson Blvd. were replaced in 2012. Mr. Freedman said that he grouped addresses in this fashion in order to minimize the number of units that would have their electric power turned off while this work was done. The Board asked and Mr. Freedman agreed to get multiple proposals to replace the meter banks serving 1721, 1725, 1801, 1805, and 1817 Queens Lane later this spring.

Carpet Cleaning: After discussion, Ms. Hunt moved that the Board approve a $2,150 proposal from Clean Machine Building Service Maintenance to clean and treat with Teflon all common area carpeting in CVIII. Mr. Haley seconded this motion, and it was approved unanimously.

Insurance: Mr. Freedman informed the Board that CVIII’s insurance policy expired on 24 May 2011. He recommended increasing the deductible to $5,000 in the new policy. After discussion, the Board asked and Mr. Freedman agreed to get multiple bids specifying a $5,000 and $10,000 deductibles on CVIII’s insurance policy for the year beginning 25 May 2011.

Parking Lot: Mr. Kiman said that he would restripe stall in CVIII’s parking lot and put a fresh coat of yellow paint on curbs adjacent to fire lanes. Management agreed to have repairs made to the asphalt around drainage grates in front of the garage structure.

Bicycle Theft: Mr. Freedman informed the Board that theft of bicycles from storage areas had become a problem throughout Colonial Village. He said one of the other Colonial Village Condominiums planned to install surveillance cameras in bicycle storage areas to try to stop this problem. The Board discussed installing such cameras in CVIII storage rooms, but it decided to wait and see how effective they were elsewhere in Colonial Village.

Litter: The Board noted the presence of large numbers of cigarette butts on the ground outside several buildings.

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 bylaw violations, delinquent assessments, and property management issues. Ms. Hunt seconded this motion, and it was approved unanimously at 7:43 P.M.

April 2011 Board of Directors Meeting: The April 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 18 April 2011, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:04 P. M.

April 18, 2011 CVIII Board Meeting Minutes

Call to order: Mr. Haley 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 Kevin Haley, President; Amanda Hunt, Vice President; Dennis Gerrity, Secretary; Laura Hagg, Member at Large; Unit Owner Eric Nicoll; General Manager Chuck Vaughan; and Assistant Manager Sonya Rainey. Mary Beth Avedesian and Mark Carrier of the B.F. Saul Company and Lauren Keenan and Jonathan Kinney of Bean, Kinney and Korman were also present at that time. 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 21 March 2011 Board Meeting be approved with one change. Mr. Gerrity seconded this motion, and it was approved unanimously, Mr. Poe not yet present.

Open Forum for CVIII Owners: A CVIII unit owner provided the Board with details of legal issues arising from the change of ownership of a CVIII limited common element.

Correspondence from Owners: After discussion, Ms. Hunt moved that the Board deny a unit owner’s request to be reimbursed for towing fees. Mr. Haley seconded this motion, and it was approved unanimously.

Real Estate Development: Representatives of the B.F. Saul Company informed the Board that their employer had purchased the Colony Furniture property located at the southwest corner of the intersection of Lee Hwy and N. Quinn St. They said B.F. Saul planned to redevelop this site as an eleven story “Extended Stay” hotel with 154 rooms and 96 parking spaces that would be marketed to the type of clientele that frequented Marriott Residence Inns. The hotel’s front entrance would face Quinn St., and there would be shuttle service between the hotel and the Rosslyn Metro Station and Reagan National Airport. At the present time preliminary engineering studies had just begun, and applications for rezoning and a site plan had not been filed with Arlington County.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

March 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of March 2011 showing CVIII with a year-to-date operating surplus of $23,009 as of 31 March 2011. Mr. Vaughan noted that $12,900 of this surplus was a one-time payment from Comcast. 

Pending Business:

Masonry Renovations: Mr. Vaughan informed the Board that Titan Restorations had gotten off to a good start tuck-pointing Building One’s masonry. Mr. Vaughan said residents were removing plastic sheeting Titan had taped over windows to minimize the infiltration of dust generated by this project. Mr. Vaughan said Titan’s contract with CVIII did not include installing this plastic sheeting a second time.

Tree Trimming and Removals: Mr. Vaughan informed the Board that Merrifield Gardens had begun fulfilling its contact to prune and remove CVIII trees. Mr. Vaughan said that he expected this project to be finished in about two weeks.

Meter Banks: Mr. Vaughan said multiple bids would be sought to replace the meter banks serving 1721, 1725, 1801, 1805, and 1817 Queens Lane.

Roofs: The Board asked and Mr. Vaughan agreed to look for engineering or architectural firms that would have no financial interest in work it recommended to provide the Board with independent advice on major repairs and replacement of CVIII’s roofs.

New Business:

Storm Water Drainage: The Board and Mr. Vaughan discussed flooding caused by a partially blocked culvert carrying storm water drainage under the bike path and the CVIII sidewalk adjacent to it. The Board asked and Mr. Vaughan agreed to find out if Arlington County or CVIII was responsible for maintaining this culvert before having this blockage cleared.

Recycling: Ms. Hagg said that the recycling barrels in CVIII’s trash rooms were not allocated correctly for the amounts of different types of items residents were recycling. Mr. Vaughan said he would have Mr. Kiman change the labels on these barrels to correct this problem.

Executive Session: Mr. Haley moved that the open session of this meeting be adjourned, and Mr. Vaughan and members of the Board convene in executive session for the purposes of discussing bylaw violations, delinquent assessments, and property management issues. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:05 P.M.

May 2011 Board of Directors Meeting: The May 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 16 May 2011, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

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

May 16, 2011 CVIII Board Meeting Minutes

 Call to order: Mr. Haley brought the meeting to order at 6:53P.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. Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan were also present at that time. Andrew Woods arrived shortly after the start of the meeting.

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

Reading and Approval of Minutes: Mr. Gerrity moved that the draft minutes of the 18 April 2011 Board Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: The Board was asked if all recycled trash was being comingled in CVIII’s trash rooms. The Board confirmed that it was. A resident suggested that installing a fence or hedge along the bike to stop non-residents from using this area as a dog park would create the impression that this area was a dog park and encourage its use as a dog park. Dog noise was briefly discussed. The Board mentioned that anyone disturbed by sustained barking can call the Arlington County Police as well as the Animal Welfare League.

Correspondence from Owners:

The Board reviewed a complaint from a unit owner that residents were inviting friends who owned dogs to use CVIII’s grounds as a dog park. After discussion, the Board decided that it could not prohibit residents from having guests who brought their dogs with them so long as these dogs were leashed. If these dogs were allowed off leash in common areas of CVIII, then they could be banned from the property.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

April 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of April 2011 showing CVIII with a year-to-date operating surplus of $34,446 as of 30 April 2011. The Board and Mr. Vaughan noted that $12,900 of this surplus was a one-time payment from Comcast.

Pending Business:

Masonry Renovations: Tuck-pointing: Mr. Vaughan informed the Board that Titan Restorations was about halfway through tuck-pointing the exterior walls of Building One. The Board requested Mr. Vaughan to negotiate with Titan Restoration on a contract to renovate Building Three’s masonry at a discounted price when it finished work at Building Two. Chimneys: Mr. Vaughan and the Board reviewed a survey of the condition of CVIII’s four chimneys prepared by Gessert Engineering. This survey recommended that three of these chimneys (1821 N. Rhodes, 1728 Queens Lane and 1809 Queens Lane) be torn down and rebuilt with terra cotta or stainless steel liners and that the fourth (1729 Queens Lane) have a crown cap and flashing replaced. The Board questioned rebuilding the 1809 Queens Lane chimney, noting that it had undergone major renovations in 2009 under the supervision of a structural engineer. The Board suggested and Mr. Vaughan agreed to discuss these chimneys with the Arlington County Inspection Service Division.

Landscaping: Tree Pruning and Removals: Management informed the Board that Merrifield Gardens was scheduled to remove large accumulations of vines and brambles from the east of CVIII’s stream as soon as weather permits. After discussion, Mr. Vaughan was asked and agreed to confirm that Merrifield’s contract included grinding out the stumps of trees it had removed from this area earlier this spring. If it did not, Mr. Vaughan agreed to get a proposal for this work from Merrifield. Annuals: Ms. Hagg suggested more annuals be planted in the vicinity of the parking lot steps but no flowers be planted on sloped areas. She also suggested that metal fences be installed around these flowers to protect them from foot traffic and pets.

Meter Banks: Mr. Vaughan said multiple bids were being sought to replace the meter banks serving 1721, 1725, 1801, 1805, and 1817 Queens Lane. Two bids had been received, and he was waiting for a third.

Roofs: After discussion, Mr. Haley moved that the Board authorize payment of $3,600 to Building Envelope Consultants to perform an independent survey of the condition of CVIII’s roofs. Ms. Hagg seconded this motion, and it was approved unanimously.

Restriping N. Rhodes Street Parking Places: The Board noted that a significant portion of N. Rhodes St. had recently been repaved and parking spaces in this area would have to be restriped. Mr. Vaughan was asked and agreed to provide as much advance notice as possible of this restriping and to include alternate locations for parking in this notice.

New Business:

Proactive Pest Management: Mr. Vaughan and the Board reviewed correspondence from CVIII’s law firm that delineated maintenance responsibilities with respect to insect infestations. The Board and Management discussed best practices for dealing with insect infestations in common areas. The Board asked and Mr. Vaughan agreed to continue his research on non-toxic methods to control insects. The Board asked and Mr. Vaughan agreed to send a second letter to residents of 1733 Queens notifying them that a unit in their building had recently been treated for bed bugs.

Insurance:Mr. Vaughan and the Board reviewed proposals from three insurance agencies obtained for CVIII by Legum & Norman’s corporate office. These proposals were for insurance covering general liability, property, directors and officers, crime and fidelity, machinery, and automobile. These proposals included umbrella coverage and $10,000 deductibles for property damage and crime and fidelity. The proposals of these agencies were: Danaher/Skewes $25,417; Nationwide, $22,843 and Cascade Insurance Group, $23,430. Legum & Norman’s corporate office recommended Cascade based on its past experience with this agency. After discussion, Mr. Gerrity moved that the Board accept Cascade’s proposal. Mr. Haley seconded this motion, and it was approved unanimously. The Board noted the Cascade’s proposal provided some coverage that was not applicable to CVIII. The Board asked and Mr. Vaughan agreed to attempt to negotiate a reduction in Cascade’s premium by eliminating any superfluous coverage (e.g. elevators, boiler room machinery).

Vandalism: The Board discussed two recent incidents of vandalism in CVIII. The first was a large piece of safety glass that had been shattered and left for others to clean up on the ramp to the west door of the basement located in 1728 Queens Lane. The second was an azalea bush that had been pulled out the ground and dragged, along with a lot of dirt, through the first floor hall of 1721 Queens Lane. The Board asked and Mr. Vaughan agreed to distribute notices door-to-door in 1721 Queens Lane asking for information about the azalea incident. The Board asked and Mr. Vaughan agreed to distribute notices door-to door at 1727 and 1735 Rhodes St. and 1829 Wilson Blvd. asking for information about the broken glass incident.

Executive Session: Mr. Haley moved that the open session of this meeting be adjourned, and Mr. Vaughan and members of the Board convene in executive session for the purposes of discussing bylaw violations, delinquent assessments, and property management issues. Mr. Poe seconded this motion, and it was approved unanimously at 7:50 P.M.

June 2011 Board of Directors Meeting: The June 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Tuesday, 14 June 2011, in the conference room in the Colonial Village Property 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 8:20 P. M.

June 14, 2011 CVIII Board Meeting Minutes

Call to order: Mr. Haley brought the meeting to order at 6:02 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; and Dennis Gerrity, Secretary. Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan were also present at that time.

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

Reading and Approval of Minutes: Mr. Gerrity moved that the draft minutes of the 16 May 2011 Board Meeting be approved without change. Mr. Haley seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: No CVIII unit owners other than Board members were present at this meeting.

Correspondence from Owners: The Board reviewed correspondence from unit owners dealing with renovating their units and the transfer of limited common elements.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

May 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of May 2011 showing CVIII with a year-to-date operating surplus of $21,980 as of 31 May 2011.

Pending Business:

Masonry Renovations: Tuck-pointing: Mr. Vaughan informed the Board that Titan Restorations had given an estimated completion date of June 27th for tuck-pointing the exterior walls of Building One. The Board asked Mr. Vaughan to negotiate with Titan Restoration on a contract to renovate Building Three’s masonry at a discounted price when it finished work at Building Two. Chimneys: Mr. Vaughan said he expected to have estimates of the cost of repairing CVIII’s four chimneys from Gessert Engineering and Building Envelope Consultants for the Board’s consideration at its July meeting.

Landscaping: The Board reviewed a long list of complaints about CVIII’s lawn service, Ruppert Landscaping. These included repeated failures to mow lawns, weed shrubbery and other mulch beds, and collect and remove leaves and other debris in a timely fashion. In addition, lawn mowing equipment had been operated in negligent manner resulting in the scaring and rutting of turf, and pruning was done in a haphazard manner with inadequate and poorly maintained equipment. The Board attributed these deficiencies to poorly trained, inadequately supervised, and understaffed work crews. Mr. Vaughan said he was working with Ruppert to correct these problems.

Meter Banks: Mr. Vaughan said that he had received a $41,700 proposal from Kolb Electric to replace the meter banks serving 1721, 1725, 1801, 1805, and 1817 Queens Lane. Kolb offered a 15% discount ($6,255) if its proposal was accepted by June 28th. Mr. Vaughan said that he had requested but not yet received proposals from Mona Electric and Contemporary Electric. After discussion, Ms. Hunt moved that the Board authorize Mr. Vaughan to accept the lowest proposal to replace these five meter banks he received effective 28 June 2011. Mr. Haley seconded this motion, and it was approved unanimously.

Roofs: Mr. Vaughan said he expected to have a survey of the condition of CVIII’s roofs from Building Envelope Consultants for the Board’s consideration at its July meeting.

Restriping N. Rhodes Street Parking Places: Mr. Vaughan told the Board that the number of parking stalls on Rhodes Street between Key Blvd. and Lee Hwy. had been reduced by twenty-one spaces when they were restriped to the wrong width by Arlington County. Mr. Vaughan said Arlington County would correct this mistake.

New Business: Liability for Deductible on Damage Insurance Claims:

Mr. Vaughan and the Board reviewed CVIII Regulatory Resolution No. 2010-2, which stated when the CVIII Unit Owners Association would pay the deductible on casualty losses. Mr. Haley moved that the Board approve Regulatory Resolution No. 2010-2. Ms. Hunt seconded this motion, and it was approved unanimously.

Property Management Contract:

The Board noted that CVIII was about to enter the third and final year of its contract with Legum & Norman. The Board reviewed ways this contract could be improved. The Board asked and Mr. Haley agreed to discuss RFPs on this contract with the CVI and CVII Board Presidents.

Executive Session: Mr. Haley moved that the open session of this meeting be adjourned, and Mr. Vaughan and members of the Board convene in executive session for the purposes of discussing bylaw violations, delinquent assessments, and property management issues. Mr. Gerrity seconded this motion, and it was approved unanimously at 6:30 P.M.

July 2011 Board of Directors Meeting: The July 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 18 July 2011, 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. Hunt seconded this motion, and it was approved unanimously at 6:44 P. M.

July 18, 2011 CVIII Board Meeting Minutes

 Call to order: Ms. Hunt brought the meeting to order at 7:05 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. Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan were also present at that time.

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

Reading and Approval of Minutes: Mr. Gerrity moved that the draft minutes of the 14 June 2011 Board Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved with Ms. Hunt and Mr. Gerrity voting aye and Ms. Hagg abstaining because she did not attend the June meeting,

Open Forum for CVIII Owners: No CVIII unit owners other than Board members were present at this meeting.

Correspondence from Owners: The Board received no correspondence from unit owners during the past month.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

June 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of June 2011 showing CVIII with a year-to-date operating surplus of $30,650 as of 30 June 2011.

2010 Draft Audit and 2010 Income Tax Returns: Mr. Vaughan told the Board that CVIII’s auditor, Goldklang, had completed the draft version of its audit of CVIII’s books for 2010. The Board asked and Mr. Vaughan agreed to provide the Board with copies of this draft audit prior to its August meeting. After discussion, Ms. Hunt signed CVIII’s 2010 Federal and Virginia income tax returns.

Pending Business:

Vandalism: The Board and Mr. Vaughan noted there were no incidents of vandalism during the past month except for a few beer cans and bottles that had been discarded on CVIII’s property by passersby. Mr. Vaughan said a bicycle had been stolen from a storage cage in CVII.

Masonry Renovations: Tuck-pointing: Mr. Vaughan and Mr. Kiman informed the Board that Titan Restorations had completed masonry renovations at Building One except for several window wells. The Board asked Mr. Vaughan to continue to negotiate with Titan Restoration on a contract to renovate Building Three’s masonry at a discounted price when it finished another project in Colonial Village. Chimneys: Mr. Vaughan said he was still waiting for estimates of the cost of repairing CVIII’s four chimneys from Gessert Engineering and Building Envelope Consultants.

Landscaping: After a review of projects that could be done in 2011, the Board asked and Mr. Vaughan agreed to obtain multiple proposals to supply and install five Black Gum trees (with an option for a sixth) along the east side of the woods adjacent to Building Four. The Board noted that Ruppert Landscaping continued to do a negligent job in maintain CVIII’s landscaping. The Board and Mr. Vaughan discussed putting CVIII’s 2012 Lawn Service contract out for bids.

Meter Banks: Mr. Vaughan said that Kolb Electric’s $35,445 proposal to replace the meter banks serving 1721, 1725, 1801, 1805, and 1817 Queens Lane was approximately $8,000 less that of Mona Electric and he was going to award this contract to Kolb as directed by the Board at its June meeting.

Roofs: Mr. Vaughan said he expected to have a survey of the condition of CVIII’s roofs from Building Envelope Consultants for the Board’s consideration at its August meeting.

Property Management Contract: The Board noted Mr. Haley’s report that neither CVI nor CVII were interested in soliciting RFPs on the Colonial Village property management contract.

New Business:

Replacement Windows: Mr. Vaughan told the Board that representatives of three window installation companies made presentations at a 16 July 2011 meeting on replacement windows that met HALRB guidelines for Colonial Village. Mr. Vaughan said twenty-eight residents attended this meeting and another twenty-two expressed interest in these windows via email. Ten residents volunteered to serve on a committee that would select one of these installers as a preferred vendor. A fourth vendor, Hodges, was asked and agreed to submit a proposal for consideration by this committee.

2012 CVIII Budget: The Board asked and Mr. Vaughn agreed to have a draft version of CVIII’s 2012 budget ready for discussion at its August meeting

Building Entry Doors: Mr. Vaughan informed the Board that he had requested a proposal from Precision Doors to supply and install new building entry doors at 1721 and 1808 Queens Lane.

Common Hallway Walls and Carpeting: The Board asked and Mr. Vaughan agreed to work with Mr. Kiman to establish a program to repair minor dents and scratches in common hallway walls. The Board also asked and Mr. Vaughan agreed to use a large roll of spare carpeting to replace badly stained or soiled carpeting in common hallways.

Parking Lot: Mr. Kiman said he was soliciting proposals to repair damaged asphalt around drainage grates in front of the garage structure. He said he would also request estimates of the cost (i) to sealcoat the surface of the parking lot and (ii) to mill the parking lot and then resurface it.

Sidewalks and Concrete Steps: The Board asked Mr. Vaughan for an update on proposals to replacing damaged and miss-aligned portions of CVIII’s sidewalks and concrete steps. Mr. Vaughan said he had received a proposal from Portugal Construction and was waiting for responses from other firms.

Executive Session: Ms. Hunt moved that the open session of this meeting be adjourned, and Mr. Vaughan and members of discussing 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 7:39 P.M.

August 2011 Board of Directors Meeting: The August 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 15 August 2011, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Ms. Hagg moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 7:54 P. M.

August 18, 2011 CVIII Board 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; Larry Poe, Treasurer; Dennis Gerrity, Secretary; and Laura Hagg, member at large. Unit owner Peyton Palmore, Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan were also present at that time.

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

Reading and Approval of Minutes: Mr. Gerrity moved that the draft minutes of the 18 July 2011 Board Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved with Ms. Hagg and Mr. Gerrity voting aye and Messrs. Haley and Poe abstaining because they did not attend the July meeting,

Open Forum for CVIII Owners: Mr. Palmore complimented the Board on its management of CVIII.

Correspondence from Owners: The Board received no correspondence from unit owners during the past month.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

July 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of July 2011 showing CVIII with a year-to-date operating surplus of $26,681 as of 31 July 2011.

2010 Draft Audit: Mr. Vaughan provided the Board with the draft version of the audit of CVIII’s books for 2010 prepared by CVIII’s auditor, Goldklang Group.

Pending Business:

Masonry Renovations: Tuck-pointing: Mr. Vaughan and Mr. Kiman informed the Board that Titan Restorations had completed masonry renovations at Building One. The Board noted that a window well on the south side of 1737 Queens Lane was only partially repaired and damaged shrubbery on the east side of building One that needed to be pruned. Chimneys: Mr. Vaughan informed the Board that BEC, a structural engineering firm, had surveyed CVIII’s chimneys and found that three (1821 N. Rhodes, 1728 Queens Lane and 1809 Queens Lane) were structurally unsound and should be dismantled and then rebuilt to the height required by the Arlington County Building Code. The fourth chimney, located behind 1729 Queens Lane, needed comparatively minor repairs. After discussion, the Board decided to rebuild these chimneys this fall because the chimney behind 1821 N. Rhodes St. was very unstable and the cost savings from doing all four chimneys at the same time. Mr. Vaughan agreed to solicit proposals for this work so that the Board could choose a contractor at its September meeting. The Board reminded Mr. Vaughan that he needed to obtain a certificate of appropriateness from Arlington County’s Historic Affairs and Landmark Review Board for this project.

Landscaping: The Board and Mr. Vaughan discussed the performance of Ruppert Landscaping. There was agreement that CVIII’s 2012 Lawn Service contract should be put out for bid. The Board noted that two azaleas had died and four Skip Laurel and two dogwoods were losing their leaves, all due to insufficient watering. The Board asked Mr. Kiman to be on the lookout for drought-stressed plants and trees and to water them. The Board asked Mr. Vaughan for an update on its request for multiple proposals to supply and install five Black Gum trees (with an option for a sixth) along the east side of the woods adjacent to Building Four. Mr. Vaughan said he was still in the process of getting these proposals.

Meter Banks: Mr. Vaughan said that Kolb Electric would replace the meter banks serving 1721, 1725, 1801, 1805, and 1817 Queens Lane on August 25th with August 30th as a rain day. He said notices to affected residents would be distributed in a timely fashion.

Roofs: Mr. Vaughan said he expected to have a survey of the condition of CVIII’s roofs from Building Envelope Consultants available for the Board’s consideration at its September meeting.

Replacement Windows: Mr. Vaughan told the Board that he was requesting proposals from four window installation companies to supply and install replacement windows that met HALRB guidelines for Colonial Village. These proposals would be based on the purchase of quantities ranging from 100 to 250. Mr. Vaughan said when he received these proposals he would ask a committee of twelve volunteers to select one of these installers as a preferred vendor.

Common Hallway Walls: The Board asked Mr. Kiman to begin repairing minor dents and scratches in common hallway walls on a regular basis. The Board suggested that he do four or five buildings a month so that the entire property could be done twice a year.

Parking Lot: Mr. Vaughan and the Board reviewed the following proposals: Robinson Paving, $4,809 to repair damaged asphalt around drainage grates in front of the garage structure; Foley Asphalt, $3,500 to seal cracks in the parking lot surface with hot tar and to sealcoat the surface of the parking lot and Mullen’s Markings, $650 to stripe parking stalls and paint fire lane curbs. The Board asked and Mr. Vaughan agreed to get additional proposal for these projects for consideration at its September meeting.

Sidewalks and Concrete Steps:

Mr. Vaughan and the Board reviewed the following proposals to replacing damaged and miss-aligned portions of CVIII’s sidewalks and concrete steps and to correct a drainage problem where a sidewalk crossed a culvert: Portugal Construction, $7,198; Phoenix, $13,548; City Concrete, $20,000. After discussion, Mr. Gerrity moved that the Board approve Portugal Construction’s $7,198 proposal. Ms. Hagg seconded this proposal, and it was approved unanimously.

New Business:

Suggestion Boxes: Mr. Vaughan told the Board that the suggestion boxes in CVIII’s laundry rooms were not being used, and he recommended that they be removed. After discussion, Mr. Haley moved that the suggestion boxes in CVIII’s laundry rooms be removed. Ms. Hagg seconded this motion, and it was approved unanimously.

Wooden Privacy Fence: The Board noted that portions of the wooden privacy fence behind 1725 Queens Lane were damaged and asked Mr. Kiman to repair them.

2012 CVIII Budget: The Board asked and Mr. Vaughn agreed to have a draft version of CVIII’s 2012 budget ready for discussion at its September meeting.

Associa Web Services: Mr. Vaughan and the Board reviewed web-based services offered by Legum & Norman’s parent company, Associa. Some these were free to unit owners and residents, most notably a concierge service of which Mr. Gerrity said he would include mention in the forthcoming edition of CVIII’s newsletter. There were charges for others. The Board decided to continue discussion of these services at future meetings.

Gabled-Roof Vents: Ms. Hagg said she had seen birds flying in and out of vents in gabled roofs and asked if screens should be installed to prevent this. Mr. Kiman said there were birds nesting in these attics and there should be screens behind these vents to keep them out. He would check to make sure later in the fall when the nests were more likely to be empty.

2011 Annual Meeting: After discussion, the Board decided to schedule CVIII’s 2011 Annual meeting for 7:00 P.M. on Monday, 10 October 2011, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Executive Session: Mr. Haley moved that the open session of this meeting be adjourned, and Mr. Vaughan 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 7:50 P.M.

September 2011 Board of Directors Meeting: The September 2011 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 15 September 2011, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 7:58 P. M.

September 19, 2011 CVIII Board Meeting Minutes

Call to order: Mr. Haley brought the meeting to order at 6:55 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Kevin Haley, President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; and Laura Hagg, member at large. Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan 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 draft minutes of the 18 August 2011 Board Meeting be approved without change. Mr. Poe seconded this motion, and it was approved unanimously,

Open Forum for CVIII Owners: No owners other than Board members were present at this meeting

Correspondence from Owners: See new business.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

Stan Kiman’s 21st Year of Service: Mr. Vaughan and the Board congratulated Stan Kiman on the completion of his 21st year of service to CVIII as its maintenance engineer.

August 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of August 2011 showing CVIII with a year-to-date operating surplus of $22,458 as of 31 August 2011. Mr. Vaughan noted that $12,900 of this surplus was a one-time payment from Comcast.

Pending Business:

Chimneys: Mr. Vaughan reviewed a proposal submitted by BEC, a structural engineering firm, to develop specifications and serve as bid and project manager for the renovation of three of CVIII’s chimneys (1821 N. Rhodes, 1728 Queens Lane and 1809 Queens Lane) with fees of $2,500 for design work, $2,000 for bid management and $167 per hour for contractor supervision. After discussion, Mr. Gerrity moved that the Board accept BEC’s proposal. Mr. Haley seconded this motion, and it was approved unanimously. Mr. Gerrity agreed to submit an application for a certificate of appropriateness from Arlington County’s Historic Affairs and Landmark Review Board for this project. He also agreed to represent CVIII at HALRB meetings on this project if necessary.

Roofs: Mr. Vaughan said he expected to have a survey of the condition of CVIII’s roofs from Building Envelope Consultants available for the Board’s consideration at its October meeting. In discussion, the Board emphasized its desire to have minor roof repairs recommended by Alliance Roofing completed before winter set in.

Common Hallway Walls: The Board complimented Mr. Kiman on the progress he was making in repairing minor dents and scratches in common hallway walls.

Parking Lot: Mr. Vaughan and the Board reviewed proposals from Robinson Paving/ Foley Asphalt /Mullen’s Markings ($8,959) and Dominion Paving ($5,210) for the following work: (i) repair damaged asphalt around drainage grates in front of the garage structure; (ii) seal cracks in the parking lot surface with hot tar and sealcoat the surface of the parking lot; and (iii) stripe parking stalls and paint fire lane curbs. After discussion, Mr. Vaughan and Mr. Kiman recommended Robinson Paving’s approach to repairing damaged asphalt around drainage grates, and Mr. Gerrity moved that the Board approve the Robinson Paving/ Foley Asphalt /Mullen’s Markings bid of $8,959. Ms. Hunt seconded this motion, and it was approved unanimously.

Sidewalks and Concrete Steps: Mr. Vaughan and Mr. Kiman informed the Board Portugal Construction had begun replacing damaged and miss-aligned portions of CVIII’s sidewalks and concrete steps and correcting a drainage problem where a sidewalk crossed a culvert and they expected this project to be completed within a week, weather permitting

2012 CVIII Budget: Mr. Vaughn presented the first draft of CVIII’s 2012 budget to the Board. This draft projected expenditures of $655,790 with a $26,440 deficit that would be covered by a 4% increase in assessments. In discussion, the Board suggested ways this deficit could be reduced. The Board asked and Mr. Vaughan agreed to incorporate the Commerce Department’s Bureau Labor Statistics’ estimate of 3.6% inflation for 2011 in the amounts budgeted for repair and maintenance expenses and reserve accounts in subsequent drafts of this budget.

Landscaping: Mr. Vaughan provided the Board with proposals for CVIII’s 2012 landscaping contract from Heritage Landscaping Service, McFall and Berry and Somerset Landscaping. The Board said it would review these proposals and it would be prepared to dicuss them at its October meeting.

New Business:

Storage Room Break-ins: Mr. Vaughan informed the Board that there had been a number of storage room break-ins throughout Colonial Village (both storage rooms at 1728 Queens Lane were among these) during the past two months. Mr. Vaughan said that the Arlington County Police were actively investigating these crimes. He said that Mr. Kiman was strengthening the locking systems for these doors and new signs were being posted asking residents to be on the lookout for suspicious activity and asking them to securing all basement entry doors, storage room entry doors, and laundry room entry doors.

Hot Water Heater: Mr. Vaughan and Mr. Kiman informed the Board that a hot heater serving Building Three needed to be replaced and proposals from API ($6,280) and All Plumbing ($6,390) for a replacement had been obtained. After discussion, Mr. Haley moved that the Board accept API’s proposal. Mr. Poe seconded this motion, and it was approved unanimously. Towing Fee:

After discussion, Mr. Haley moved that the Board approve partial reimbursement of a towing fee. Ms. Hunt seconded this motion, and it was approved with Ms. Hagg, Mr. Haley, Ms. Hunt and Mr. Poe voting aye and Mr. Gerrity abstaining.

Executive Session: Mr. Haley moved that the open session of this meeting be adjourned, and Mr. Vaughan and members of the Board convene in executive session for the purposes of discussing delinquent assessments and a request for relief from a towing fee. Ms. Hagg seconded this motion, and it was approved unanimously at 8:10 P.M. October 2011 Board of Directors Meeting: The October 2011 meeting of CVIII’s Board of Directors is scheduled to be held on Monday, 10 October 2011, immediately following CVIII’s Annual Meeting in the conference room in the Colonial Village Property 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 8:12 P. M.

October 11, 2011 CVIII Annual Meeting Minutes

Call to order: With a quorum of unit owners voting by proxy and in person of 26.863%, Mr. Haley called meeting to order at 7:00 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 owners Michael Amato, Donna Lee, Mahmoud Ghannam, Shirley McAlhaney, Peyton Palmore, Burton Pakull, Andrew Woods, Elaine Johnson, a resident, General Manager Chuck Vaughan, Assistant Manager Sonya Rainey, Office Administrator Amanda Bright, Maintenance Engineer Stan Kiman, and Peter Freedman, Director of Corporate Programs, 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 11 October 2010 Annual Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved unanimously.

Unit Owners Forum: Mr. Palmore thanked the Board and Legum & Norman’s staff for their efforts during the past year. Mr. Palmore asked about the status of the Colonial Village Apartment complex. The Board said they were being renovated with financial assistance from Arlington County. Mr. Palmore asked when renovation of CVIII’s parking lot would be completed. Mr. Vaughan said this work would be completed as soon as the weather permitted. Mr. Palmore asked about work being done on common hallways. The Board said that Mr. Kiman had begun a program to repair damage to common hallway walls and CVIII’s janitor was now cleaning soiled unit entry doors and their jambs. Elaine Johnson asked Mr. Vaughan and the Board to consider using parking lot stickers that would be clearly visible through tinted window glass. Mr. Amato complimented CVIII’s snow removal efforts. Mr. Amato asked why parking stalls on Rhodes St. between Key Blvd. and Lee Hwy. were so narrow. The Board explained this was done by CVI with Arlington County approval to increase the number of parking spaces in this block. Mr. Amato said he had seen a bumper come off of a car and sparks from the undercarriage of another car as they were being towed by Advanced Towing. Mr. Amato described Advanced Towing’s drivers as having hostile attitudes. Ms. Hagg and Ms. McAlhaney asked for an update on efforts to obtain a group discount on replacement windows that met historic guidelines for CVIII. Mr. Vaughan and the Board said proposals from two companies were due the date of this meeting and these proposals would be made available to unit owners after they had been reviewed and approved by a committee of volunteers. Mr. Ghannam asked when the Board last had a reserve study done. The Board said two years ago. Mr. Ghannam suggested that the Board have reserve studies done more frequently than the five year interval required by the Virginia Condominium Act.

Reports of Officers:

None.

Management Report: Mr. Vaughan reviewed the management of CVIII during 2011. He described CVIII’s finances as being in excellent condition, and he said he expected them to remain so as long as the effects of inflation were taken into account. Mr. Vaughan said that major projects completed during the year included renovating Building One’s masonry, replacing meter banks serving five buildings, and replacing damaged portions of sidewalks. He said that renovation the parking lot was ongoing and he expected renovations of chimneys to begin shortly after a contract was approved. Mr. Vaughan noted that several storage rooms in CVIII had recently been broken into and bicycles had been stolen from them. Mr. Vaughan said that the Arlington County Police were actively investigating these crimes. He said that Mr. Kiman was strengthening the locking systems for these doors. Mr. Vaughan urged residents to be on the lookout for suspicious activity and asked them to secure all basement entry doors, storage room entry doors, and laundry room entry doors.

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 was one vacancy for a three-year term this year. Inspectors of Election: Unit owners Mahmoud Ghannam and Shirley McAlhaney were appointed inspectors of the election of members of CVIII’s Board of directors. Candidates for Election to Board of Directors: The names of Michael Amato and Dennis Gerrity 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. Messrs. Amato and Gerrity then briefly introduced themselves. Election Results: Mr. Gerrity received more than 50% of the common element interest voted by proxy and in person at this meeting, and he was therefor elected to a three-year term as a member of CVIII’s Board of Directors.

Seating of Officers: The Board did not vote on the seating of its officers at this meeting.

2012 Annual Meeting: The date, time and location of CVIII’s 2011 Annual Meeting will be announced in September 2012. Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Poe seconded this motion, and it was approved unanimously at 7:45 P.M.

October 11, 2011 CVIII Board Meeting Minutes

Call to order: Mr. Haley brought the meeting to order at 7:47 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. Unit Owner Mahmoud Ghannam, Maintenance Engineer Stan Kiman, Assistant Manager Sonya Rainey, and General Manager Chuck Vaughan were also present at that time. Mr. Poe had to leave the meeting for personal reasons at approximately 8:25 P.M.

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

Reading and Approval of Minutes:

Mr. Haley moved that the draft minutes of the 19 September 2011 Board of Directors Meeting be approved without change. Mr. Poe seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: Mr. Ghannam complimented the Board on its service to CVIII.

Correspondence from Owners: None.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

September 2011 Financial Update: Legum & Norman was unable provided the Board with an income statement, balance sheet and related documents for the month of September 2011. Mr. Vaughan said these documents should be available around the 15th of October.

Pending Business:

Chimneys: Mr. Gerrity informed the Board that the Design Review Committee (DRC) of the Arlington County Historic Affairs and Landmark Review Board (HALRB) decided at its 5 October 2011 meeting that it would not support CVIII’s request for permission to reduce the height of the chimneys behind 1821 N. Rhodes St. and 1728 and 1809 Queens Lane unless they were provided with credible evidence that there was a design flaw that would lead to the collapse of these chimneys if they were left at their current height. The Board said it would like an explanation of any renovations currently needed for the chimney located behind 1809 Queens Ln. given that it was renovated in 2009 under the supervision of Steve Turner. Mr. Vaughan said that he would ask Mr. Turner amend his RFP for work on these chimneys to reflect the DRC’s decision. Mr. Vaughan said that he would also ask Mr. Turner for an explanation of repairs needed for the 1809 Queens Ln. chimney.

2012 CVIII Budget: Mr. Vaughn presented a second draft of CVIII’s 2012 budget to the Board. This draft projected expenditures of $645,525 with a $16,125 deficit that would be covered by a 2.57% increase in assessments. After discussion, Mr. Haley moved that the Board approve Mr. Vaughan’s second draft of CVIII’s 2012 budget without change. Ms. Hunt seconded this motion, and it was approved unanimously.

Roofs: After discussion, Mr. Gerrity moved that the Board approve a December 2010 proposal from Alliance Roofing for repairs to CVIII’s roofs. Mr. Haley seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley, and Ms. Hunt voting aye, Mr. Poe not present.

Parking Lot: Mr. Vaughan told the Board that the Robinson Paving/ Foley Asphalt /Mullen’s Markings group had completed repairing the asphalt around storm drainage grates in front of the garage structure but sealing cracks in the parking lot surface with hot tar and sealcoating would be postponed until Thursday or Friday of this week because of forecasted rainstorms.

Sidewalks and Concrete Steps: Mr. Vaughan informed the Board that graffiti had been etched in several sections of newly repaired sidewalk before the concrete had hardened. After discussion, the Board authorized Mr. Vaughan to use his best judgment in working with Portugal Construction to remove this graffiti in an economical way.

Landscaping: Mr. Vaughan told the Board that proposals from Heritage Landscaping Service, McFall and Berry and Somerset Landscaping for CVIII’s 2012 landscaping contract needed to be clarified so that the Board could make “apples-to-apples” comparisons at its November meeting. Mr. Gerrity agreed to work with Mr. Vaughan on these clarifications. Mr. Vaughan said he was still in the process of obtaining proposals for seven 3” caliper Black Gum Trees.

New Business:

November 2011 Board of Directors Meeting: The November 2011 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 21 November 2011, 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 8:37 P. M.

Return to Open Session: Mr. Haley reconvened the Board in open session at 8:46 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; Dennis Gerrity, Secretary; and Laura Hagg, member at large. Assistant Manager Sonya Rainey and General Manager Chuck Vaughan were also present at that time.

Executive Session Motions:

Demand Letter: Mr. Gerrity moved that the Board authorize a letter to a unit owner demanding that he comply with CVIII’s Bylaws and stop unauthorized pruning of a tree. Mr. Haley seconded this motion and it was approved unanimously.

Adjournment: Mr. Haley moved that the Board of Directors Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:50 P. M.

 November 21, 2011 CVIII Board Meeting Minutes

 Call to order: Mr. Haley brought the meeting to order at 6:43 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Kevin Haley, President; Amanda Hunt; and Dennis Gerrity, Secretary. Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan were also present at that time.

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

Reading and Approval of Minutes: Mr. Gerrity moved that the draft minutes of the 10 October 2011 Board of Directors Meeting be approved with one change. Ms. Hunt seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners: No CVIII unit owners other than Board members were present.

Correspondence from Owners: None.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

November 2011 Financial Update: Legum & Norman was unable to provide the Board with an income statement, balance sheet and related documents for the month of October 2011 because it was installing new bookkeeping software. Mr. Vaughan said these documents should be available before the end of the month.

Pending Business:

Chimneys: Mr. Vaughan informed the Board that Mr. Steve Turner of BEC, a structural engineering firm, had amended his RFP for renovations of CVIII’s chimneys to reflect the decision of the Design Review Committee (DRC) of the Arlington County Historic Affairs and Landmark Review Board (HALRB) not support CVIII’s request for permission to reduce the height of the chimneys behind 1821 N. Rhodes St. and 1728 and 1809 Queens Lane. Mr. Vaughan said that he expected proposals on this project from masonry contractors would be available for the Board’s consideration at its January meeting.

Roofs: Mr. Vaughan informed the Board that Alliance Roofing was proceeding with repairs of roofs at 1728, 1805 and 1809 Queens Lane and 1801 and 1805 Rhodes St. as the weather permitted.

Building Security: After discussion, the Board decided that cooperation by residents and contractors in keeping basement entry doors closed and locked was a way to improve building security in CVIII that should be encouraged by better communication with all concerned.

Landscaping: Mr. Vaughan and the Board reviewed proposals from McFall and Berry ($25,387) and Somerset Landscaping ($31,800) for CVIII’s 2012 landscaping contract. A proposal was also received from Heritage Landscaping Service, but it was not priced in a manner that allowed it to be compared with the other two proposals. After discussion, Mr. Haley moved that the Board cancel CVIII’s contract with Ruppert Landscaping effective 31 December 2011 and accept McFall and Berry’s $25,387 bid to provide CVIII with lawn service in 2012. Mr. Gerrity seconded this motion, and it was approved unanimously. Mr. Vaughan agreed to give Ruppert notice on or before 1 December 2011.

New Business: Seating of the Board: A motion was not made to seat the Board because Ms. Hagg and Mr. Poe were not present at this meeting.

Snow Removal Contract: Mr. Vaughan and the Board reviewed proposals from McFall and Berry and Clean Advantage for snow removal services during the 2011-2012 winter season. Mr. Vaughan noted McFall and Berry charged $45 per hour for snow shovelers and proposal while Clean Advantage asked $46.50 per hour for shovelers and did not include plowing CVIII’s parking lot in its proposal. After discussion, Ms. Hunt moved that the Board accept McFall and Berry’s snow removal proposal for the 2011-2012 winter season. Mr. Haley seconded this motion, and it was approved unanimously.

2011 Holiday Party: After discussion, the Board approved Friday, 9 December 2011 as the date for the Colonial Village Holiday party.

Deferred Assessment Resolution: After discussion, Mr. Gerrity moved that the CVIII Unit Owners Association elect to apply all or part of the excess assessment income to the following year’s assessments and that such final amount shall be at the Board’s discretion. Mr. Haley seconded this motion, and it was approved unanimously.

Policy Resolution:

After discussion, Mr. Gerrity moved that the Board approve a policy resolution authorizing property management to remove without notice private property found in common areas in violation of Article X of CVIII’s Bylaws. Mr. Haley seconded this motion, and it was approved unanimously.

Littering: Mr. Kiman informed the Board that a dog owner or walker was throwing bags of pet waste on the north end of the garage roof. The Board suggested that Mr. Kiman post a sign at this location asking for information about the identity of this person. Mr. Gerrity was asked to do the same in the winter edition of CVIII’s newsletter.

Building Entry Doors: Mr. Vaughan reviewed a $7,820 proposal from Precision Doors to supply and install new building entry doors at 1721, 1728, 1808 and 1809 Queens Lane. After discussion, Ms. Hunt moved that the Board approve Precision Doors' proposal. Mr. Gerrity seconded this motion, and it was approve unanimously.

New Business:

January 2012 Board of Directors Meeting: The January 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 16 January 2012, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Holiday Season Gifts: After discussion, Mr. Gerrity moved that Leo Guevara be given a Holiday Season gift. Ms. Hunt seconded this motion and it was approved unanimously. Mr. Haley moved that the four man crew assigned to CVIII by Thompson Hauling each be given a Holiday Season gift. Ms. Hunt seconded this motion and it was approved unanimously.

Towing Fee: After discussion, Mr. Gerrity moved that the Board deny the request of a resident for relief from a towing fee. Ms. Hunt seconded this motion, and it was approved unanimously.

Early Redemption of a CD: Mr. Haley informed the Board that a $77,000 CD with Bank of America was inadvertently renewed for three years at the very low interest rate of .35% per annum. Mr. Haley said if CVIII was willing to pay a $2335 penalty to redeem this CD prior to its maturity date, then this $77,000 could earn approximately 4% invested in a Ginnie Mae security. After discussion, Mr. Gerrity moved that the Board authorize the early redemption of this Bank of America CD and the investment of the redemption proceeds in a Ginnie Mae security. Ms. Hunt seconded this motion, and it was approved unanimously.

Adjournment: Mr. Haley moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 7:27 P. M.

Call to Order: Mr. Haley brought the Colonial Village III Board of Directors Executive Session Meeting to order at 7:27 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Kevin Haley, President; Amanda Hunt; and Dennis Gerrity, Secretary. General Manager Chuck Vaughan was also present at that time. The purpose of this executive session meeting was to discuss delinquent assessments, personnel matters and covenant violations.

Adjournment: Ms. Hunt moved that the Board of Directors Meeting be adjourned. Mr. Haley seconded this motion, and it was approved unanimously at 7:53 P. M.