January 16, 2012 Colonial Village III Board of Directors

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; and Laura Hagg, Member at Large. Larry Poe, Treasurer, participated in this meeting via teleconferencing. 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 21 November 2011 Board of Directors Meeting be approved with several changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Gerrity and Haley and Ms. Hunt voting aye and Ms. Hagg and Mr. Poe abstaining because they were unable to attend the Board’s 21 November 2011 meeting.

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

Correspondence from Owners: The Board reviewed correspondence dealing with a special bulk trash pickup fee charged back to a unit owner whose tenant left furniture and other bulk items in a CVIII trash room.

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 months of November 2011 and December 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: The Board asked and Mr. Vaughan agreed to obtain an explanation of what repairs had to be made to the chimney located behind 1809 Queens Lane from Steve Turner of the structural engineering firm, BEC. The Board noted that this chimney had been renovated three years ago under the supervision of Mr. Turner. The Board asked and Mr. Vaughan agreed to find out if the Arlington County Building Code required the installation of flues in CVIII’s chimneys if these chimneys only needed to be partially rather than completely rebuilt.

Roofs: Mr. Vaughan informed the Board that Alliance Roofing had most recently been working on the roof at 1804 Queens Lane, but it continued to work on repairs of roofs at 1728, 1805 and 1809 Queens Lane and 1801 and 1805 Rhodes St. as the weather permitted.

Common Hallways: Mr. Kiman reviewed his plans to patch dents and scratches and touch up common hallway painting in CVIII’s buildings. He said he was well on his way to completing Phase 1 in Building Four. The Board asked and Mr. Vaughan agreed to contact Clean Advantage Cleaning to organize a schedule for CVIII’s janitor to clean the exterior sides of unit entry doors and their jambs on a regular basis.

Replacement Windows: Mr. Gerrity informed the Board that little progress had been made in obtaining proposals from contractors to supply and install replacement windows with prices discounted based on the quantity of windows purchased. The problem remained that unit owners would not commit to purchasing windows without firm prices, and contractors would not commit to prices without firm orders from unit owners.

Unit Owner Contact Information: Mr. Vaughan and Ms. Rainey (in writing) asked the Board to approve a resolution establishing fines for unit owners who (i) fail to provide CVIII property management with a copy of their lease with a tenant resident within 30 days of that tenant’s move-in; (ii) fail to pay the move-in fee established by the Board within 30 days of a tenant’s move-in. In discussion, it was suggested that unit owners with tenants also be fined if they fail to provide their contact information, or their management agent’s contact information, to CVIII’s property management office so that CVIII could deal with maintenance and covenant issues in a timely fashion. There was agreement among Board members that unit owners should be given advanced notice of this resolution, and there was a suggestion that there should be a grace period for unit owners who currently have tenants to comply with this resolution. The Board decided to put off action on this resolution until its February meeting. The Board discussed but took no action on requiring all unit owners to provide CVIII property management with their email addresses in addition to their street addresses and their home and work telephone numbers.

New Business:

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: The Board discussed the possible conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Members of the Board noted that this storage room was about the size of two 1-BR units (1,150 sq. ft.) and had an assessment potential of about $6,000 a year and would have little effect on common element operating costs except for water. Mr. Kiman was asked and agreed to inquire about the feasibility and costs of moving a sanitary sewer line that ran through this room and installing hot and cold waterlines for a kitchen and bathroom. Mr. Kiman advised the Board that the entry door of this storage room is used to install replacement hot water heaters in an adjacent room of the basement of this building. Mr. Kiman said that another entrance door that had been bricked-up might have to be used as the entrance to this area if it was converted to a unit.

2012 Landscaping Plans: The Landscaping Committee reviewed its plans for the installation of new and replacement shrubbery at various locations in CVIII. Planting a hedge running the length of the bike path to deter trespassers was discussed. Severe pruning of non-native species of trees and the removal of invasive vines from the stream bed along Rhodes St. were also discussed. Mr. Vaughan and the Board reviewed the following proposals to prune trees at various locations in CVIII: McFall and Berry, $2,290; Merrifield, $1,500; Care of Trees, $1890. Mr. Vaughan said that McFall & Berry’s proposal included hard pruning of nonnative trees along the stream bed adjacent to Rhodes St. while the other two firms’ proposals did not. Members of the Board recommended that a number of additional trees along this stream bed should also be heavily pruned. After discussion, Mr. Gerrity moved that the Board accept McFall and Berry’s bid of $2,290 for tree work and that Mr. Vaughan be authorized to spend up to $800 on additional work recommended by the Board at this meeting. Mr. Haley seconded this motion, and it was approved unanimously.

Littering: The Board told Mr. Vaughan that it had found and picked up large numbers of cigarette butts in front of 1800 and 1808 Queens Lane. Mr. Vaughan said that he would attempt to deal with this problem by posting notices in the hallways of these building asking residents and their guests not to discard their cigarette butts on CVIII’s grounds.

Trespassers: Mr. Poe said residents had asked him to make the Board and CVIII’s property management aware that individuals had been found sleeping in CVIII’s common hallways and seen urinating behind its buildings. Mr. Poe said this was a neighborhood issue because some of these same individuals had been observed loitering outside the coffee shop next to CVIII. Mr. Vaughan said that he would discuss this problem with Arlington County Police, ASPAN, the organization that operates a nearby homeless shelter, and the coffee shop.

February 2012 Board of Directors Meeting: The February 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 13 February 2012, 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 7:59 P. M.

Executive Session Meeting

Mr. Haley brought the Colonial Village III Board of Directors Executive Session Meeting to order at 7:59 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; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Larry Poe, Treasurer, participated in this meeting via teleconferencing. 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: Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 8:09 P. M.

February 13, 2012 Colonial Village III Board of Directors

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; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Larry Poe, Treasurer, participated in this meeting via teleconferencing. General Manager Chuck Vaughan was also present at that time.

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

Reading and Approval of Minutes: Mr. Haley moved that the draft minutes of the 16 January 2012 Board of Directors Meeting be approved without changes. 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: The Board reviewed correspondence dealing with a complaint about cigarette smoke from one unit infiltrating another unit.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

November 2011 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of November 2011. Mr. Vaughan said similar documents for December 2011should be available before the end of the month.

Pending Business:

Seating the Board: Mr. Gerrity moved that the Board be seated as follows: 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 approved unanimously.

Unit Owner Contact Information: Mr. Haley told the Board that he had used a newly established internet based portal for Board members to review the records that L&N maintains for CVIII’s Unit Owners Association. Mr. Haley said the records that L&N maintains for CVIII’s Owners Association showed an address for every CVIII unit owner. Mr. Vaughan said this was true, but L&N could not vouch for the complete accuracy of its records in the event a unit owner vacates and leases their unit without notifying management. Mr. Vaughan said a solution to thisproblem would be for the Board to act positively on Management’s request for a resolution establishing assessments for unit owners who (i) fail to provide CVIII property management with a copy of their lease with a tenant resident within 30 days of that tenant’s move-in; (ii) fail to pay the move-in fee established by the Board within 30 days of a tenant’s move-in. After discussion, the Board decided to use CVIII’s Spring Newsletter and a letter from L&N to remind unit owners that they were required by CVIII’s Bylaws to provide accurate information about their address if they leased their unit. All unit owners would be asked to provide an email address if they were interested in electronic distribution of newsletters, board meeting minutes, notices of common element maintenance affecting their unit, public safety issues, etc.

Chimneys: Mr. Vaughan informed the Board that Building Envelope Consultants (BEC) had agreed to amend its RFP for renovating CVIII’s four chimneys to reflect work done in 2009 on the chimney behind 1809 Queens Lane. Mr. Vaughan said that he expected to have proposals to renovate brick work and install flues in these chimneys available for the Board’s consideration at its March meeting.

Roofs: Mr. Vaughan informed the Board that Alliance Roofing had completed work on repairs of roofs at 1728, 1805, and 1809 Queens Lane and 1801 and 1805 Rhodes St. and a series of small leaks in the roof of 1804 Queens Lane had been stopped. The Board and Mr. Vaughan reviewed a survey of CVIII’s roofs by Building Envelope Consultants (BEC). The principal recommendation in this survey was that nearly all of CVIII’s roofs should be replaced within the next five years. The Board noted this recommendation was in conflict with recommendations made by Alliance Roofing and a claim made by the local representative of Sarnafil, the manufacturer of the membrane used on all of CVIII’s roofs. The Sarnafil representative said that Sarnafil’s membranes are lasting up to thirty years with normal maintenance in the mid-Atlantic region, which implied that CVIII’s existing roofs could provide twelve to seventeen years more service before they had to be replaced. After discussion, the Board decided that a third survey of CVIII’s roofs might help resolve this conflict and they asked and Mr. Vaughan agreed to obtain a detailed evaluation of the maintenance and replacement status of CVIII’s roofs from the Walker Company.

Common Hallways: Mr. Vaughan told the Board that Mr. Kiman had completed patching dents and scratches and is doing touch- up painting in common hallway areas of two-thirds of CVIII’s buildings. Mr. Vaughan said he expected Mr. Kiman to complete this project within the next month.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had received a ball park estimate of $35,000 to $45,000 to prepare the storage room located in the basement of 1821 N. Rhodes for habitation. Mr. Vaughan said that he would contact Arlington County about converting this storage room to a unit and reopening a bricked-up entrance door that might have to be used as the entrance to this area if it was converted to a unit.

2012 Landscaping Plans: Mr. Vaughan and Mr. Gerrity told the Board that they had met with representatives of McFall & Berry to organize spring cleaning and pruning of CVIII’s grounds and landscaping and this work should begin the week of this meeting. Mr. Vaughan said that major pruning of a red maple in front of 1725 N. Rhodes Street was scheduled for Tuesday, February 14th.

Littering: The Board told Mr. Vaughan they continued to find and clean up large numbers of cigarette butts in front of 1808 Queens Lane and that a similar littering problem existed in front of 1737 and 1812 Queens Lane. Mr. Vaughan said that he had not yet posted notices in the hallways of these buildings asking residents and their guests not to discard their cigarette butts on CVIII’s grounds, but he would do so promptly after this meeting. 3

New Business:

Fencing: After discussion, Mr. Haley moved that the Board approve a $2,111 proposal from Ivey Welding Service to install a 27.75 foot long wrought iron railing on the sidewalk crossing the culvert serving Colonial Village Run. Ms. Hagg seconded this motion, and it was approved unanimously.

March 2012 Board of Directors Meeting:

The March 2012 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 19 March 2012, in the conference room of 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 7:42P. M.

Executive Session Meeting: Mr. Haley brought the Colonial Village III Board of Directors Executive Session Meeting to order at 7:42 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. Larry Poe, Treasurer, participated in this meeting via teleconferencing. General Manager Chuck Vaughan was also present at that time. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment: Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 7:48 P. M.

March 19, 2012 Colonial Village III Board of Directors Meeting Minutes

Call to order: Ms. Hunt brought the meeting to order at 7:03 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, Vice President; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Larry Poe, Treasurer, participated in this meeting via teleconferencing. 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: Ms. Hagg moved that the draft minutes of the 13 February 2012 Board of Directors 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.

Correspondence from Owners: Arlington County Permits: The Board reviewed correspondence from a unit owner dealing with CVIII’s requirement that unit owners demonstrate that they and their contractor(s) comply fully with Arlington County’s Building Code when installing new electrical appliances by providing copies of all permits required by Arlington County. Noise and Marijuana Use Complaint: Mr. Vaughan and the Board reviewed a letter from a unit owner who complained that her tenants were being disturbed by (i) strong odors of marijuana and incense being used by a resident of this building and (ii) loud parties being held by a resident. After discussion, the Board asked and Mr. Vaughan agreed to recommend to this unit owner and her tenants that they contact the Arlington County Police about marijuana use. The Board pointed out that with respect to noise CVIII’s By-Laws trump the Arlington County noise ordinance. Article XI, Section 1, paragraphs (q) and (t) of CVIII’s By-Laws prohibit residents and their guests from making noise that disturbs other residents at any hour of the day. The Board asked and Mr. Vaughan agreed to consult with CVIII’s law firm, Chadwick, Washington, on how best to enforce Article XI, Section 1, paragraphs (q) and (t) of CVIII’s By-Laws.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

February 2012 Financial Update:

Legum & Norman was unable to provide the Board with an income statement, balance sheet and related documents for the months of January and February 2012 because it was installing new bookkeeping software. Mr. Vaughan said these documents should be available before the end of the month. Year end 2011 financials were provided on March 16.

Amortization of Lump-Sum Income Payments:

Mr. Vaughan told the Board that Legum & Norman’s accounting department had informed him that lump-sum payments CVIII received from two contractors (Comcast and Scheffres Laundry) would have to be amortized over the term of their contracts.

Pending Business:

Chimneys: Mr. Vaughan informed the Board that Steve Turner of the structural engineering firm, BEC, had held a prebid meeting with contractors bidding on renovations of CVIII’s chimneys. Mr. Vaughan said that he expected to have proposals on this project from contractors available for the Board’s consideration at its April meeting. Mr. Vaughan said Mr. Tuner estimated that it would take eight to ten weeks to complete work on CVIII’s chimneys once work had begun.

Common Hallways: Mr. Kiman informed the Board that he had completed patching dents and scratches and touch up painting in the common hallway of CVIII’s buildings. The Board thanked him for his efforts. Mr. Vaughan told the Board that he had forgotten to contact Clean Advantage Cleaning about organizing a schedule for CVIII’s janitor to clean the exterior sides of unit entry doors and their jambs on a regular basis, but he would follow up on his commitment before the Board’s next meeting.

Replacement Windows: Mr. Gerrity and Mr. Vaughan reported Colonial Village had received only one proposal from a window company that offered a quantity discount. This proposal met Arlington County historic guidelines, but it was incomplete because it did not include all window sizes. To get a 12.8% discount from this company, 40 one-bedroom units or 25 two-bedroom units, or some combination of the two unit sizes, would have to purchase a total of 300 replacement windows at the same time. They said they continue to seek other proposals.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had an unproductive discussion with Arlington County officials about the possible conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Poe said that a member of his family, who was experienced in renovating and converting historic buildings, was willing to advise CVIII on what would have to be done to covert this storage room to a residential unit and give an estimate of what such a conversion would cost. Mr. Vaughan and Mr. Poe will arrange a meeting with Mr. Poe’s relative.

2012 Landscaping Plans: The Landscaping Committee said that CVIII had received three proposals totaling $3,949 from McFall and Berry (i) to remove invasive more vines and dead trees and other debris from the stream bed along Rhodes St. and adjacent to 1901 Rhodes St. and (ii) clean up behind Buildings One and Two. The Landscaping Committee said these proposals would have to be reviewed with McFall & Berry because they did not specify enough detail to justify the amount of money asked.

Littering: Mr. Vaughan and Mr. Kiman told Board that notices had been posted door-to-door at 1737, 1800 and 1808 Queens Lane asking residents and their guests not to discard their cigarette butts on CVIII’s grounds.

New Business:

Arlington County Civic Federation: Mr. Vaughan said that CVII has asked CVI and CVIII to share in representing Colonial Village at Arlington County Civic Federation meetings. Mr. Vaughan said there were twelve Civic Federation meetings a year and CVII would like each association to serve as Colonial Village’s representative at four of these meetings. The Board also discussed reactivating the Colonial Village Civic Association. The Board decided to ask Mr. Haley to discuss these two issues at the next meeting of the CVI, CVII and CVIII Board Presidents.

Recycling: Mr. Vaughan told the Board that a representative of Arlington County had inspected and approved the signage and organization of CVIII’s on-site recycling program.

Master Insurance Policy: Mr. Vaughan asked for and received authorization from the Board for Legum & Norman to seek multiple bids on CVIII’s master insurance policy, which expires on 24 May 2012.

Window Treatments: The Board discussed but took no action on a suggestion from CVIII’s Assistant Property Manager Sonya Rainey that CVIII adopt a regulatory resolution governing window treatments similar to one that has been in effect in CVI since 2009.

Delinquent Assessments: The Board discussed but took no action on a suggestion from CVIII’s Assistant Property Manager Sonya Rainey that CVIII adopt a policy resolution related to the collection of routine and delinquent assessments.

Pet Waste: The Board discussed but took no action on a suggestion that pet waste cans be placed on CVIII’s grounds.

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

Adjournment: Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 7:55 P. M.

March 19 Executive Session Meeting

Call to Order: Ms. Hunt brought the Colonial Village III Board of Directors Executive Session Meeting to order at 7:55 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. Unit owner Maria Macalino participated in this meeting via teleconferencing. General Manager Chuck Vaughan was also present at that time. The purpose of this executive session meeting was to conduct a hearing on covenant violations.

Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:25 P. M.

Return to Open Session:

Ms. Hunt reconvened the meeting in open session at 8:25 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 Chuck Vaughan was also present at that time.

Roofs: After discussion, Mr. Gerrity moved that the Board approve a $2,660 proposal from the Walker Company to survey CVIII’s roofs, gutters and downspouts for areas that required service and/or replacement. Ms. Hunt seconded this motion, and it was approved unanimously.

Nonconforming Door Knobs: Mr. Vaughan advised the Board that some unit owners had installed hardware on the exterior sides of their entry doors that did not match the brass colored door knobs installed when CVIII was converted to a condominium. Mr. Vaughan said these nonconforming door knobs were violations of Article VI, Section 5(d) of CVIII’s By-Laws which requires that “All repairs and replacements must be substantially similar to original construction and installation shall be of first-class quality” and Article VI, Section 7 which states that “No unit owner shall make any structural addition, alteration or improvement in or to his unit without the prior written consent of the Board of Directors…..including the doors.” Mr. Vaughan informed the Board that Legum & Norman was asking these unit owners to install the correct hardware with the warning that if they did not, they would be referred to Board as covenant violations.

Adjournment: Ms. Hunt moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 8:35 P. M.

April 16, 2012 Colonial Village III Board of Directors

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, unit owners Robert Midler and Peyton Palmore, and General Manager Chuck Vaughan. Mary Beth Avedesian, Lauren K. Keenan, and Jonathan C. Kinney, representatives of the B.F. Saul Company, and Steve Turner of Building Envelopes Consultants, a structural engineering firm, were also present at that time. Blake Surbey, President of CVII’s Board was also present

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 19 March 2012 Board of Directors Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved unanimously.

Update on 1700 Lee Highway: Ms. Avedesian, Ms. Keenan and Mr. Kinney reviewed B.F. Saul’s plans to replace the Colony House furniture store located at 1700 Lee Hwy. with an eleven story residential; hotel with 166 rooms and parking spaces for 100 vehicles that would be managed for Saul by Hilton Hotels as a Homewood Suites extended stay hotel.

Open Forum for CVIII Owners: Mr. Midler introduced himself to the Board. Mr. Palmore thanked the Board for its efforts in behalf of CVIII’s owners and residents.

Correspondence from Owners: A request from a past owner to settle

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

March 2012 Financial Update:

Legum & Norman made income statements, balance sheets and related documents for the months of January and February 2012 available to the Board on the Board Portal website.

Pending Business:

Chimneys: Mr. Vaughan and Steve Turner of the structural engineering firm, BEC, informed the Board that they had received the following proposals to repair and renovate CVIII’s chimneys: Atlantic Company, $216,000; Historic Restoration, $198,000; Titan Restoration, $175,969. Board members expressed concern about the cost of this project. Mr. Turner explained that work on all four CVIII’s chimneys was necessary: the chimney behind 1728 Queens Ln, had to be torn down completely and rebuilt; the chimneys behind 1821 Rhodes St. and 1809 Queens Ln. were partial tear downs and rebuilds; the chimney behind 1729 Queens Ln. needed a new crown; and the 1728 and 1809 Queen Ln and 1821 Rhodes St. chimneys all needed flue liners installed to bring them up to code. After discussion, all Board members supported the lowest bid, which was submitted by Titan, and one suggested having these repairs done over the next several years rather than at the same time. Mr. Turner was asked and agreed to determine which option would be less expensive. Mr. Vaughan said that he was prepared to negotiate directly with Titan to seek methods to reduce costs for the chimney repair projects at CV1, CV2, and CV3.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had been unable to meet with Mr. Poe and Mr. Poe’s grandfather to discuss the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said that he would do his best to review this matter with the appropriate Arlington County officials prior to the Board’s May meeting.

Master Insurance Policy: Mr. Vaughan said that he had not been able to obtain multiple bids on CVIII’s master insurance policy, but he would do so before 24 May 2012, when the current policy expired.

Policy Resolution for Delinquent Assessments: After discussion, the Board authorized CVIII’s Assistant Property Manager Sonya Rainey to proceed with preparing a policy resolution for the collection of routine and delinquent assessments with the assistance of CVIII’s law firm, Chadwick, Washington. The Board specified that this policy resolution reflect CVIII’s current policy with respect to penalties and fees and dates for various collection activities.

Window Treatments: The Board discussed but took no action on a suggestion from CVIII’s Assistant Property Manager Sonya Rainey that CVIII adopt a regulatory resolution governing window treatments similar to one that has been in effect in CVI since 2009. Ms. Hunt and Ms. Hagg were asked and agreed to submit changes they felt would improve this proposed regulatory resolution prior to the Board’s May meeting.

New Business:

Meter Banks: Mr. Vaughan recommended that the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St. be replaced this year. The Board accepted Mr. Vaughan’s recommendation and requested that he obtain proposals to have this work done before the weather turns hot. Electricity to units in these buildings will have to be shut off for about eight hours to do this project. Residents of these buildings will receive advance notice of when this project will be scheduled.

Carpet and Window Cleaning: After discussion, Mr. Gerrity moved that the Board authorize Mr. Vaughan to obtain the most economical price consistent with quality to have CVIII’s common hallway carpeting cleaned. Ms. Hunt seconded this, and it was approved unanimously. The Board deferred a decision on when to have windows cleaned until it had a better idea when masonry work on chimneys would be done.

2012-2013 CVIII Parking Permits: Mr. Vaughan told the Board that the 2012-2013 CVIII parking lot permits were available residents to pick at the management office. Mr. Gerrity was asked and agreed to include this information in the spring newsletter along with a warning that unit owners who were delinquent in paying their assessments could not get a 2012-2013 parking permit until their account with CVIII is current.

May 2012 Board of Directors Meeting: The May 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 21 May 2012, 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 8:22 P. M.

April 16, 2012 Executive Session Meeting

Call to Order: Mr. Haley brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:22 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, and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment: Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 8:34 P. M.

May 21, 2012 Colonial Village III Board of Directors Meeting Minutes

Call to order: Ms. Hunt 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; Maintenance Engineer Stan Kiman, and General Manager Chuck Vaughan. Unit owner Michael Amato was also present at this time via speaker phone. Adam Walker of the Walker Company was also present at this time. Laura Hagg, Member at Large, arrived shortly after the start of the meeting.

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

Reading and Approval of Minutes: Ms. Hunt moved that the draft minutes of the 16 April 2012 Board of Directors Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

Correspondence from Owners: Larry Poe resigned from CVIII’s Board via email effective 20 April 2012.

Election of a Board Member: Mr. Gerrity moved that Michael Amato be elected to CVIII’s Board to complete the final year of the three-year term to which Mr. Poe was elected in 2009. Mr. Haley seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye. Mr. Amato will serve on CVIII’s Board until CVIII’s 2012 Annual Meeting at which time an election will be held to fill this seat for a full three-year term.

Seating of the Board:

Mr. Gerrity moved that CVIII’s Board of Directors be seated as follows: Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michal Amato, Member at Large. Mr. Haley seconded this notion, and it was approved unanimously.

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

Presentation on CVIII’s Roofs: Adam Walker of the Walker Company (TWC) gave a presentation on the materials used to cover CVIII’s flat and pitched roofs and the general state of repair of these roofs. Mr. Walker was asked and agreed to provide a proposal to repair problems he found during his inspection.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

April 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of April which showed CVIII with a year-to-date operating surplus of $25,356 as of 30 April 2012.

Pending Business:

Meter Banks: Mr. Vaughan told the Board that he had requested proposals from Kolb Electric, Mona Electric and Power Systems Electric (PSE) to replace the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St. Only Kolb submitted a written proposal ($23,500) as of this meeting. Mr. Vaughan said that PSE had promised a proposal within the next few days, but he expected it to be higher than Kolb’s bid. After discussion, Mr. Gerrity moved that CVIII accept Kolb’s $23,500 proposal. Ms. Hunt seconded this motion, and it was approved unanimously. Mr. Kiman noted that shrubbery that blocked access to these meter banks and the transformers that served them would have to be cut back. Mr. Vaughan said he would contact McFall & Berry about this pruning.

Landscaping: The Board decided to increase the number of summer annuals planted around the pear trees at the top of the parking lot stairs. Mr. Vaughan said he would seek a proposal for circular wrought iron fences to protect these flowers.

Chimneys: Mr. Vaughan informed the Board that Titan Restoration Company said that revisions were possible in its proposal to renovate CVIII’s chimneys that would reduce the cost of this project from $175,969 to $158,148. This would generate savings of $17,821. Mr. Vaughan said he would inform the Board about the exact details of these savings as soon as he learned them.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had been told by Arlington County officials that either an administrative change to CVIII’s site plan or a formal site plan amendment approved by the Zoning Commission would probably be necessary for the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said county officials were still reviewing this matter and he would inform the Board of their decision.

Master Insurance Policy: Mr. Vaughan informed the Board that Legum & Norman had obtained two proposals for CVIII’s master insurance policy: Cascade Insurance Group, $$24,862; Associations Insurance Agency, $20,413. After discussion, Mr. Haley moved that CVIII accept Associations Insurance Agency’s $20,413 proposal. Mr. Gerrity seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye and Mr. Amato abstaining.

Policy Resolution for Delinquent Assessments: The Board reviewed a policy resolution for the collection of routine and delinquent assessments prepared by CVIII’s Property Management with the assistance of CVIII’s law firm, Chadwick, Washington. Mr. Gerrity was asked and agreed to edit this policy resolution so that it was consistent with CVIII’s current policy with respect to penalties and fees and dates for various collection activities.

Regulatory Resolution Governing Window Treatments: After discussion, Mr. Gerrity moved that the Board adopt a regulatory resolution governing window treatments as revised by Ms. Hunt. Mr. Amato seconded this notion, and it was approved unanimously.

Administrative Resolution Establishing a Cost Schedule for Copies of Books and Records: The Board and Mr. Vaughan reviewed a proposed administrative resolution establishing a cost schedule for copies of books and records. The Board asked and Mr. Vaughan agreed to verify the costs of labor and materials specified in this proposed resolution were accurate.

New Business:

Monthly Inspections of CVIII: The Board asked for and received a commitment from Mr. Vaughan for a thorough inspection of CVIII at least once a month.

Delinquency: After discussion, Mr. Haley moved that the Board accept a former unit owner’s proposal to pay a lump sum payment of $1,000 and $200 per month until the remaining balance of their account is paid off. Ms. Hunt seconded this motion, and it was approved unanimously.

June 2012 Board of Directors Meeting: The June 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 18 June 2012, 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 8:45 P. M.

May 21, 2016 Executive Session Meeting

Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:45 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large, and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment: Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 8:52 P. M.

June 16, 2012Colonial 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, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. Michael Amato, Member at Large, was unable to participate because he was hospitalized. Barry D. Yatt, who was closing the purchase of a unit in CVIII, was also present at that time.

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

Reading and Approval of Minutes: Mr. Haley moved that the draft minutes of the 21 May 2012 Board of Directors Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence to and from current and prospective unit owners with regard to CVIII’s governing documents, flying ants, a malfunctioning car alarm, an unpaid move-in fee and the failure to provide a copy of a lease.

Open Forum for CVIII Owners: Mr. Yatt asked about the availability of CVIII’s governing documents and was referred to CVIII’s website. Mr. Yatt also asked which renovations and improvements needed approval from the Board and/or the property manager and what was the division of responsibility between the unit owners association and individual owners for maintenance.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

May 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of April which showed CVIII with a year-to-date operating surplus of $23,054 as of 31 May 2012.

Pending Business:

Meter Banks: Mr. Vaughan told the Board that Kolb Electric expected to have replacement parts available for the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St during the first week of July and work could begin as soon as Dominion Power had a crew available to shut off power to these addresses. Mr. Vaughan asked and the Board confirmed that it wanted these meter banks replaced as soon as Kolb and Dominion were ready to proceed with this project.

Landscaping: Mr. Vaughan and the Landscaping Committee informed the Board that McFall and Berry had applied mulch, completed a second pruning of shrubbery and continued to work on removing invasive species of trees, shrubbery and vines from the banks of Colonial Village Run. Vincas were installed as summer annuals under the pear trees at the top of the parking lot stairs. Mr. Vaughan was asked and agreed to request a proposal from McFall & Berry for organic fertilizer and weed control in 2013.

Chimneys: Mr. Vaughan informed the Board that he had asked Winston’s Chimney Service, an Arlington Company based company that specialized in renovating and lining masonry chimneys, for a proposal to replace the liners for the chimneys behind 1728 and 1809 Queens Lane and 1821 Rhodes St.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had been unable to make any progress on obtaining permission from Arlington County for the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said county officials were still reviewing this matter and he would inform the Board of their decision.

Policy Resolution for Delinquent Assessments: After discussion, Mr. Haley moved that the Board approve the third draft of a policy resolution for the collection of routine and delinquent assessments. Ms. Hagg seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

Administrative Resolution Establishing a Cost Schedule for Copies of Books and Records: Discussion of a proposed administrative resolution establishing a cost schedule for copies of books and records was tabled until the Board’s July meeting.

Roofs: Mr. Vaughan said that he was waiting for a proposal he had requested from the Walker Company to make repairs it had recommended in an inspection report it submitted to CVIII in May of this year.

Management Contract: Mr. Gerrity moved that the Board approve as submitted a contract for property management services by Legum & Norman. Mr. Haley seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

New Business:

Garages: Mr. Vaughan informed the Board that Mr. Kiman would begin replacing damaged trim around garage doors when he returned from his vacation

Basement Fire Alarm Systems: Mr. Vaughan informed the Board that he had approved a $2,162.50 proposal from SimplexGrinnell to repair the fire alarm systems serving the basements located in 1728, 1729, 1808 and 1809 Queens Lane and 1821 N. Rhodes St.

2013 Budget: The Board and Mr. Vaughan discussed CVIII’s 2013 budget.

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

Adjournment: Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was at 7:56 P. M. approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

June 16, 2012 Executive Session Meeting

Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:56 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. Michael Amato, Member at Large, was unable to attend because he was hospitalized. The purpose of this executive session meeting was to discuss correspondence from CVIII’s auditor, delinquent assessments, and an inquiry about the state of repair of a unit.

Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:08 P. M. approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

July 16, 2012 Colonial Village III Board of Directors Meeting Minutes

Call to order: Ms. Hunt 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 Amanda Hunt, President; Dennis Gerrity, Secretary; Michael Amato, Member at Large; Maintenance Engineer Stan Kiman; and General Manager Chuck Vaughan. Board members Laura Hagg and Kevin Haley were absent.

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 June 2012 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Mr. Gerrity and Ms. Hunt voting aye. Mr. Amato abstained because he did not attend the 16 June 2012 Board of Directors Meeting.

Correspondence from Owners: The Board received correspondence from a unit owner requesting permission to use a common element electrical outlet located in their CVIII garage to charge the battery of an electric powered motor vehicle they owned. Ms. Hunt urged the Board to proceed carefully in acting on this request because its response would set a precedent for dealing with future requests for charging station service. After discussion, the Board decided to allow this unit owner to use this common element electrical outlet on a temporary basis provided that a metering device was used so that the cost of electricity used to charge this vehicle’s battery could be billed back to this unit owner. Mr. Vaughan was asked and agreed to contact Dominion Power and one or more electrical contractors about the availability and cost of (i) charging stations that billed users directly and (2) accurate and secure electric meters that could be used to measure electrical service from a common element electrical outlet to a charging station.

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

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

June 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of June which showed CVIII with a year-to-date operating surplus of $35,695 as of 30 June 2012.

Pending Business:

Meter Banks: Mr. Vaughan told the Board that Kolb Electric and Dominion Power would replace the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St on Thursday, July 19th, with Monday July 23rd, as a rain day. Mr. Kiman said that notices had been distributed by hand to all units that could be affected the power shut-off associated with this project.

Chimneys: Mr. Vaughan informed the Board that he had received a $130,478 proposal from Winston’s Chimney Service to renovate masonry and install stainless steel liners in the chimneys behind 1728 and 1809 Queens Lane and 1821 Rhodes St. Mr. Vaughan pointed out to the Board that Winston’s proposal was significantly lower that the bids on this project from three other companies (Atlantic Company, $216,000; Historic Restoration, $198,000; Titan Restoration, $175,969). After discussion, Mr. Gerrity moved that the Board accept Winston’s Chimney Service’s proposal. Ms. Hunt seconded this proposal, and it was approved with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had further discussions with Arlington County about the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said county officials were still reviewing this matter and he would inform the Board of their decision.

Administrative Resolution Establishing a Cost Schedule for Copies of Books and Records: Discussion of a proposed administrative resolution establishing a cost schedule for copies of books and records was tabled until the Board’s August meeting.

Roofs: Mr. Vaughan said that he was still waiting for a proposal he had requested from the Walker Company to make repairs it had recommended in an inspection report it submitted to CVIII in May of this year.

Basement Fire Alarm Systems: Mr. Vaughan informed the Board that he had received the following proposals for additional repairs to the fire alarm systems serving the basements located in 1728, 1729, 1808 and 1809 Queens Lane and 1821 N. Rhodes St.: SimplexGrinnell, $5,783; VSC, $16,643; Castle, $3,950 plus $150 an hour for labor. After discussion, Ms. Hunt moved that the Board approve SimplexGrinnell’s $5,783 proposal. Mr. Amato seconded this motion, and it was approved with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

2013 Budget: Mr. Vaughan told the Board that he was not prepared to discuss CVIII’s 2013 budget at this meeting.

New Business:

2001 Clarendon Boulevard: Mr. Gerrity provided the Board with a brief summary of a meeting at which a representative of Elm Street Development gave a presentation and answered questions on the design and construction plans for 2001 Clarendon Boulevard, a 154 unit residential rental building being built on the Doctor Dremo-Taco Bell site. Mr. Gerrity said this meeting was attended by forty-five residents of Colonial Village and Radnor-Fort Myer Heights.

August 2012 Board of Directors Meeting: The August 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Tuesday, 28 August 2012, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 7:56 P. M. with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

July 16, 2012 Executive Session Meeting

Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 7:58 P. M. with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

August 28, 2012 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, President; Kevin Haley, Treasurer Dennis Gerrity, Secretary; Maintenance Engineer Stan Kiman; and General Manager Chuck Vaughan. Michael Amato, Member at Large, arrived at 7:03 P.M. Board member Laura Hagg was absent.

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 July 2012 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato and Gerrity and Ms. Hunt voting aye. Mr. Haley abstained because he did not attend the 16 July 2012 Board of Directors Meeting.

Correspondence from Owners: The Board reviewed but took no action on a resident’s request to have a second pet. The Board received information on the amount of electricity used by a unit owner to charge the battery of an electric powered motor vehicle using a common element electrical outlet located in the CVIII garage she owned. Mr. Vaughan said he had contacted Dominion Power for help in interpreting this information so that an accurate estimate could be made of the amount of electricity used by this resident to charge her vehicle.

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

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

July 2012 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of July which showed CVIII with a year-to-date operating surplus of $46,228 as of 31 July 2012.

Pending Business:

Meter Banks: Mr. Vaughan told the Board that Kolb Electric and Dominion Power had replaced the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St on Tuesday, August 7th .

Chimneys: Mr. Vaughan informed the Board that difficulties in obtaining permits from Arlington County had delayed the start of work to renovate masonry and install stainless steel liners in the chimneys behind 1728 and 1809 Queens Lane and 1821 Rhodes St. and make minor repairs to the chimney behind 1729 Queens Lane.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had been advised by Arlington County staff to apply for administrative approval of a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said that he had begun preparing this application and he would keep the Board updated on his progress.

Roofs: After discussion, Mr. Gerrity moved that the Board approve a $9,650 proposal to repair roofs at the following addresses: 1720, 1721, 1725, 1729, 1732, 1736, 1800, 1801, 1808, 1812, 1816 and 1817 Queens Lane; 1727 and 1735 N. Rhodes St.; and 1829 Wilson Blvd. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Basement Fire Alarm Systems: Mr. Vaughan said that he had been informed by a contractor that water flow detection switches were not sensitive enough to activate fire alarm bells in buildings with fire sprinkler systems in their basements. Mr. Vaughan said these switches would have to be replaced with more sensitive devices in order for these fire alarm systems to pass annual inspections required by the Arlington County Fire Department. Mr. Vaughan said that he would seek competitive bids if replacing these switches was not covered by the $5,783 contract to make repairs to these fire sprinkler systems that was approved by the Board at its July 16th meeting.

2013 Budget: Mr. Vaughan reviewed his first draft of CVIII’s 2013 budget with the Board. Mr. Vaughan asked the Board for their suggestions for projects that might be included in the 2013 budget. The Board suggested revisions, and Mr. Vaughan agreed to have a second draft ready for discussion at the Board’s September meeting.

New Business:

Structural Modification: The Board asked and Mr. Vaughan and Mr. Kiman agreed to investigate a reported improper modification of a load bearing wall in a second floor unit located in 1733 Queens Lane.

Policy Resolution for Association Complaint Procedures: After discussion, Mr. Amato moved that the Board approve a policy resolution for association complaint procedures based on revised Common Interest Community Board’s Ombudsman Regulations recently approved by the Governor of Virginia. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Laundry Machines in Units: After discussion, the Board decided not to help fund an engineering study of the feasibility of installing laundry machines in individual CVIII units. The Board based its decision on a similar study completed five years ago which concluded that it would cost thousands of dollars per unit to modify common element plumbing to meet Arlington County Building Code sanitary plumbing requirements for the installation of laundry machines in units.

Payment Card System for Laundry Machines: Mr. Vaughan informed the Board that Scheffres, CVIII’s laundry machine contractor, was offering to install payment card systems for laundry machines in Colonial Village laundry rooms in exchange for five-year contract extensions. Machines would be installed in each laundry room that would credit paper money inserted in them to plastic cards similar to the Metro System’s passes. Card readers would be installed on each washer and dryer. The Board asked and Mr. Vaughan agreed to obtain a proposal from Scheffres to install such a system in CVIII’s laundry rooms.

Storm Drainage Improvements: Mr. Vaughan informed the Board that Arlington County had flushed out large amounts of debris and mud blocking the culvert and pipes that carried Colonial Village Run under the sidewalk and bike path located at the northwest corner of CVIII’s property. The Board asked and Mr. Vaughan agreed ask Arlington County to install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. This would help prevent future blockages of these pipes. Mr. Vaughan agreed to request proposals from private contractors if Arlington County would not agree to make these storm drainage improvements.

Fencing: The Board asked and Mr. Vaughan agreed to obtain a proposal for a wrought iron railing on the south side of the sidewalk crossing the culvert serving Colonial Village Run.

Arlington County Civic Federation: After discussion, the Board agreed to pay a share of CVII’s annual membership fee in the Arlington County Civic Federation, and Mr. Gerrity agreed to attend an upcoming civic federation meeting. The Board decided to try to find CVIII unit owners or residents interested in representing CVIII on a regular basis at Arlington County Civic Federation meetings. The Board discussed ways to reactivate the dormant Colonial Village Civic Association.

September 2012 Board of Directors Meeting:  The September 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, September 17th 2012, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Ms.. Hunt moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 8:24 P. M. with Messrs. Amato, Gerrity and Haley and Ms. Hunt

August 28, 2012Executive Session Meeting

Call to Order: Ms.. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments, covenant violations, and the scope of CVIII’s Board Meeting Minutes.

Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:54 P. M. with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

September 18, 2012 Colonial Village III Board of Directors Meeting Minutes
 

Call to order: Ms. Hunt brought the meeting to order at 6:57 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan.

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 second draft of the minutes of the 28 August 2012 Board of Directors Meeting be approved without changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley and Ms. Hunt voting aye. Ms. Hagg abstained because she did not attend the 28 August 2012 Board of Directors Meeting.

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

Correspondence from Owners: There was no correspondence from unit owners requiring action by the Board.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

August 2012 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of August which showed CVIII with a year-to-date operating surplus of $53,537 as of 31 August 2012.

Pending Business:

2013 Budget: Mr. Vaughan informed the Board that he had been unable to prepare a second draft of CVIII’s 2013 budget in time for this meeting. After discussion, the Board and Mr. Vaughan agreed to hold a work session on the 2013 budget at 6:00 P.M. on Tuesday, September 23rd.

Chimneys: Mr. Vaughan informed the Board that all paperwork required for permits had been filed with Arlington County and the contactor was waiting for approval from the county. Mr. Vaughan said that the contactor had decided to begin this project by rebuilding the chimney behind 1821 N. Rhodes St.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he continued in his efforts to obtain administrative approval from Arlington County for a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional.

Roofs: Mr. Vaughan said that after priority repairs of the roof at 1821 N. Rhodes St. were completed work would begin on the roofs at the following addresses: 1720, 1721, 1725, 1729, 1732, 1736, 1800, 1801, 1808, 1812, and 1816 and 1817 Queens Lane; 1727 and 1735 N. Rhodes St.; and 1829 Wilson Blvd.

Basement Fire Alarm Systems: Mr. Vaughan said that he was seeking competitive bids to replace water flow detection switches that were not sensitive enough to activate fire alarm bells in buildings with fire sprinkler systems in their basements. Mr. Vaughan said these switches had to be replaced in order for these fire alarm systems to pass annual inspections required by the Arlington County Fire Department.

Payment Card System for Laundry Machines: Mr. Vaughan provided the Board with correspondence indicating that CVIII’s laundry machine contractor would be willing to install payment card systems for laundry machines in CVIII’s laundry rooms in exchange for a four-year contract extension of its contract with CVIII. The Board asked Mr. Vaughan to follow up on this correspondence and obtain a formal proposal for these card reader systems.

Building Entry Doors: Mr. Vaughan told the Board that Precision Door would begin installing building entry door in three locations, which would replace doors recently installed by Precision that were the wrong size.

Storm Drainage Improvements: Mr. Vaughan informed the Board that he was still trying to find the appropriate Arlington County staff member with whom to follow up on the Board’s request to have the County install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. These rocks would help prevent future blockages of these pipes.

Fencing:  Vaughan informed the Board that he had obtained a $2,250 proposal for a wrought iron railing on the south side of the sidewalk crossing the culvert serving Colonial Village Run.

New Business:

Public Safety: Mr. Vaughan informed the Board that thieves had stolen a front door and a quarter-panel from a resident’s car while it was parked in CVIII’s lot. Mr. Vaughan agreed to have information about this incident sent to residents for whom his staff had email addresses. Mr. Gerrity agreed to alert residents and owners about this incident in the next edition of CVIII’s newsletter.

Security Gates: Mr. Vaughan informed the Board that the locks on the Queens Lane security gates were frequently inoperable because they were broken and needed repairs. He described these locks as residential grade quality, and he suggested that replacing them with commercial grade locks would make them both more reliable and less expensive to maintain in the long run.

Building Entry Door Lighting: The Board noted that some of the exterior lamps that illuminated building entry doors were damaged beyond repair. Mr. Vaughan said that this particular style of lamp was longer being manufactured. The Board discussed the possibility of purchasing similar lamps from CVI or CVII as replacements.

Irrigation System: Mr. Gerrity briefed the Board and Mr. Vaughan on a walk-through of CVIII’s lawns that he had made with a contractor who agreed to provide a proposal to install an irrigation system for the Queens Lane and Wilson Blvd. lawns.

Annual Meeting: After discussion, the Board decided to hold CVIII’s 2012 Annual Meeting and CVIII’s October 2012 Board Meeting in the Community Room located in 1701 N. Troy St.

October 2012 Board of Directors Meeting: The October 2012 meeting of CVIII’s Board of Directors is scheduled to be held on Monday, October 15th 2012, immediately after CVIII’s 2012 Annual Meeting. Both meetings will be held in the Community Room located at 1701 N. Troy St.

Adjournment: Mr. Haley moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved at 7:54 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

September 18, 2012 Board of Directors Executive Session Meeting

Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments and personnel issues.

Adjournment: Ms. Hagg moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved at 8:00 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

October 15, 2012 Colonial Village III Annual Meeting Minutes

Call to Order: With a quorum of unit owners voting by proxy and in person of 28.74%, Ms. Hunt called the meeting to order at 7:02 P.M. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and Michael Amato, Member at Large. Unit owners Daniel and Marie Fennel, Dana Jensen, Linda Johnson, Robert Midler, Peyton Palmore, Barry Yatt, Elaine Johnson, a resident, General Manager Chuck Vaughan, Assistant Manager Sonya Rainey, and Robert Craig, a regional supervisor with 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 minutes of the 11 October 2011 Annual Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved unanimously.

Unit Owners Forum: Local Real Estate Development: Mr. Palmore asked when residential buildings under construction at 1900 Wilson Blvd. and 2001 Clarendon Blvd. would be completed. The Board said in approximately two years. Mr. Palmore also asked about the status of the renovation of the Colonial Village Apartment complex. The Board said that it nearly was nearly completed. The Board said that the company managing this property was not living up to its promise to police its grounds for litter and debris. Parking: Mr. Palmore asked if parking would be available to residents of Colonial Village in 2001 Clarendon’s garage. The Board said twelve spaces in this building’s garage would be available for monthly lease by residents of Colonial Village. If residents of Colonial Village did not take advantage of this opportunity, then these spaces would be offered for lease to the general public. Troy Street Extension: Mr. Palmore asked about the extension of Troy Street between Wilson Blvd. and Clarendon Blvd. The Board said that it was Arlington County land use policy to improve the flow of vehicular traffic around long blocks by (i) dividing them with new streets and (ii) locating service and parking garage entrances on side streets. Building Entry Doors: Mr. Palmore asked about the locking system installed on CVI and CVII building entrance doors. Mr. Vaughan said these locks cost about $1,000 per door and generally worked as designed. The Board noted that many of CVIII’s building entrance doors would have to be replaced if a similar system was installed in CVIII. CVII Landscaping: Mr. Palmore asked about ongoing landscaping improvements at CVII. Mr. Vaughan said these improvements were being done in two phases. Mr. Vaughan acknowledged that CVII was having a problem maintaining these improvements. Investor-Resident Owner Ratio: Linda Johnson told the Board that she was unable to obtain the most favorable rate available to refinance her mortgage because CVIII’s ratio of investor owners to resident owners had risen above one, and if buyers could not get the best rates for mortgages on CVIII units, then the market value of CVIII units was bound to fall. Ms. Johnson asked the Board to restrict the ownership of units to resident owners. She suggested allowing all existing units owners to lease their units if they so choose, but not new owners. Mr. Palmore suggested imposing a penalty fee on the lease of units. The Board said that it had been tracking changes in this ratio for some time, but CVIII’s Bylaws did not give it the authority to restrict the sale of CVIII units to resident owners or penalize owners who leased their units. The Board promised to keep this issue on its agenda. Exterior Lighting: Ms. Jensen said the lamp outside the entry door to her building was falling apart. Mr. Vaughan said this model was longer available. Mr. Vaughan and the Board said they were looking for a cost effective way to recycle similar lamps used in CVI and CVII as replacements. Airplane Noise: Ms. Jensen said that she was hearing more airplane noise because of an increase in the number of airplanes flying directly over Colonial Village. The Board said that runway repairs may have caused changes in flight paths for aircraft using Reagan National Airport. 2013 Assessments: Mr. Fennell asked about assessments for 2013. The Board said assessments for 2013 would not be increased. Laundry Machines in Units: Mr. Yatt and others asked about the possibility of installing laundry machines in units. The Board said the Site Plan for the conversion of

Colonial Village to condominiums forbade the installation of washing machines in units because sanitary sewer lines in buildings were too small. The Board said that the Arlington County Historic Affairs and Landmark Review Board would not allow the installation of exhaust vents in CVIII’s walls or windows. The Board said that CVII had obtained an estimate of $8,000 to $10,000 per unit for improvements to common element plumbing that would accommodate the installation of laundry machines in units. A Thank You: Mr. Midler and others thanked the Board, Mr. Vaughan and Ms. Rainey for theirs efforts during the past year.

Reports and Comments of Officers:

Ms. Hunt said that a spring party and a yard sale, both of which would be open all to residents of CVI, CVII and CVIII, were under consideration. Ms. Hagg, Mr. Haley Mr. Gerrity and Mr. Amato all thanked the other unit owners present for attending the meeting and encouraged them to become involved in the Board’s efforts to maintain and improve CVIII’s common elements and the quality life of its residents.

Management Report:

Mr. Vaughan reviewed the management of CVIII during 2012. He described CVIII’s finances as being in excellent condition, and he said he expected them to remain so as long as operating costs and the effects of inflation on reserve accounts were covered by CVIII’s budgets. Mr. Vaughan said that major projects undertaken during the year included replacing meter banks serving five buildings, roof repairs, and landscaping improvements. He said that work on rebuilding the chimneys located behind 1728 Queens Lane and 1821 N. Rhodes Street was stalled because Arlington County Historic Preservation staff would not issue a permit to unless CVIII agreed to reuse their bricks. Mr. Vaughan described reusing these bricks as expensive, labor intensive, work not covered by the contract approved by the Board for this project that could require rebidding the contract for this project. Mr. Vaughan said that he was hopeful that work on several storm water control projects and repairs to trim work around garage doors would be completed before year’s end. Mr. Vaughan noted that a door and body panel was stolen from a car parked in CVIII’s lot. Mr. Vaughan urged residents to be on the lookout for suspicious activity.

Committee Reports: Mr. Gerrity gave an overview of how the Board planned and maintained CVIII’s landscaping.

Election of Members of the Board of Directors: Ms. Hunt explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of directors. Ms. Hunt said that there were two vacancies for three-year terms this year. Inspectors of Election: Unit owners Dana Jensen and Robert Midler 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 Kevin Haley appeared as candidates on the proxy statements distributed prior to this meeting. Mr. Vaughan 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 Haley then briefly introduced themselves. Election Results: Messrs. Amato and Haley both received more than 50% of the common element interest voted by proxy and in person at this meeting, and both were therefor elected to three-year terms as members of CVIII’s Board of Directors.

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

2013 Annual Meeting: The date, time and location of CVIII’s 2013 Annual Meeting will be announced in September 2013.

Adjournment: Ms. Hunt moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 8:00 P.M.

 October 15, 2012 Colonial Village III Board of Directors Meeting Minutes

Call to order: Ms. Hunt brought the meeting to order at 8:12 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, Acting President; Laura Hagg, Acting Vice President; Kevin Haley, Acting Treasurer; Dennis Gerrity, Acting Secretary; Michael Amato, Acting Member at Large; Assistant Manager Sonya Rainey and General Manager Chuck Vaughan.

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 second draft of the minutes of the 28 September 2012 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

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

Correspondence from Owners: The Board reviewed a unit owner’s request for clarification of CVIII’s regulation of window treatments with respect to the installation of opaque films on bathroom windows. Ms. Rainey was asked and agreed to prepare an amendment to this regulation that would permit the installation of opaque films in bathroom windows.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

September 2012 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of September which showed CVIII with a year-to-date operating surplus of $58,802 as of 30 September 2012. After discussion, the Board authorized Ms. Hunt to sign the “representation” letter to accompany the final draft of the audit of CVIII’s books for 2011.

Pending Business:

2013 Budget: Mr. Gerrity moved that the Board approve a $641,490.40 budget for 2013. Ms. Hunt seconded this motion, and it was approved unanimously with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Chimneys: Mr. Vaughan informed the Board that Arlington County Historic Preservation staff would not issue a permit to rebuild the chimneys located behind 1728 Queens Lane and 1821 N. Rhodes Street unless CVIII agreed to reuse their bricks. He explained that the existing bricks, which are called “sewer” bricks, are no longer being manufactured. Mr. Vaughan said that reusing the existing bricks would be very expensive because old mortar would have to be cleaned off of each one of these bricks by hand. This was work that was not included in the original RFP to rebuild these chimneys and it might require new bids. As an alternative, Mr. Vaughan suggested tuck pointing the brickwork in these chimneys, which would extend their lives for fifteen to twenty years. The Board asked and Mr. Vaughan agreed to obtain proposals for tuck pointing these chimneys. Mr. Vaughan said that a stainless steel flue had been installed in the chimney behind 1809 Queens Lane because this chimney did not have to be rebuilt. The Board discussed the possibility of removing CVIII from Arlington County’s historic preservation program to control the cost of rebuilding these chimneys.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he continued in his efforts to obtain administrative approval from Arlington County for a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional.

Payment Card System for Laundry Machines:

Mr. Haley moved that the Board approve a four-year extension of CVIII’s contract with the company that provides its laundry machines for in exchange for the installation of payment card systems for laundry machines in CVIII’s four laundry rooms. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Storm Drainage Improvements: Mr. Vaughan informed the Board that he continued to have difficulty getting a response from Arlington County on CVIII’s request that the County install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. These rocks would help prevent future blockages of these pipes. Mr. Vaughan said that he had obtained proposals for these improvements from a contractor if the County did not act the Board’s request. These proposals were: (i) $3,898 to build a concrete swale on the inlet side of this pipe and other measures to control erosion: (ii) $2,498 to install rip-rap on both sides of this pipe and other measures to control erosion.

New Business:

Investor-Resident Owner Ratio: The Board discussed the increase in the ratio of investors to resident owners of CVIII units and the effects of this increase on the prices of CVIII units, the availability of mortgages and refinancing, and mortgage and refinancing interest rates. The Board took no action, but committed itself regular discussion of this issue at future meetings.

All Colonial Village Yard Sale: The Board discussed organizing a yard sale open to all residents of CVI, CVII and CVIII in the spring of 2013. The Wilson Boulevard sides of CVII and CVIII would be used for this event. Ms. Hunt agreed to discuss this event with representatives of CVI and CVII.

November 2012 Board of Directors Meeting:

The November 2012 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, November 19th 2012, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.

Adjournment: Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 9:02 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

Colonial Village III

October 15, 2012 Board of Directors Executive Session Meeting

Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 9:02 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 9:04 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

September 19, 2012 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, Acting President; Laura Hagg, Acting Vice President; Kevin Haley, Acting Treasurer; Dennis Gerrity, Acting Secretary; Michael Amato, Acting Member at Large; Assistant Manager Sonya Rainey and General Manager Chuck Vaughan.

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

Seating of the Board: Ms. Hunt moved that the Board be seated as follows: Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Reading and Approval of Minutes: Mr. Gerrity moved that the second draft of the minutes of the 15 October 2013 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Open Forum for CVIII Owners: No unit 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:

October 2012 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of October which showed CVIII with a year-to-date operating surplus of $59,228 as of 31 October 2012.

Pending Business:

Chimneys: Mr. Vaughan said that stainless steel flues had been installed in the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street. Mr. Vaughan said that he had not obtained proposals from contactors to completely rebuild the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street reusing their existing bricks or, alternatively, to rebuild only the upper ten feet or so and tuck point the rest of each. The Board and Mr. Vaughan discussed appealing the HALRB requirement that existing bricks would have to be reused to rebuild these two chimneys.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he made no progress during the past month in his efforts to obtain administrative approval from Arlington County for a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional.

Payment Card System for Laundry Machines: Mr. Vaughn informed the Board that the installation of payment card systems for laundry machines in CVIII’s four laundry rooms was in progress during the week of this meeting.

New Business:

Renovations: After discussion, the Board asked and Mr. Vaughan agreed to prepare a resolution delegating to CVIII’s property manager the authority to approve applications to renovate units provided that unit owners provide CVIII’s property manager with the opinion of a structural engineer when moving of one or more walls as part of their renovations and proof that licensed electricians and plumbers are used when electrical and plumbing work requiring permits from Arlington County is part of their renovations. In the absence of such a resolution, Mr. Gerrity moved that the Board delegate the authority to approve renovations of a unit located in 1732 Queens Lane to CVIII’s property manager with the following stipulations: (i) the owners of this unit must provide CVIII’s property manager with the opinion of a structural engineer when moving of one or more walls as part of their renovations; (ii) the owners of this unit must provide CVIII’s property manager with proof that licensed electricians and plumbers are used when electrical and plumbing work require a permit from Arlington County is done to their unit. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Communicating with Owners and Residents: The Board and Mr. Vaughan reviewed CVIII’s procedures for communicating with residents and owners with reference to a small fire that recently occurred in a unit. There was general agreement that formal procedures should be developed for communicating with residents and owners on routine and crisis matters, and Mr. Vaughan committed to providing a draft of such procedures for the Board’s consideration.

Amendment to Window Treatment Resolution: After discussion, Mr. Haley moved that the Board approve an amendment to CVIII’s Window Treatment Resolution that permitted the use of neutral colored opaque film to cover bathroom windows. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Copy Charges Resolution: After discussion, Mr. Haley moved that the Board approved a resolution establishing charges for labor and materials for copies of CVIII documents provided to residents and owners by CVIII’s property management office. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Waste Removal Contract: Mr. Vaughan provided the Board with proposals to provide CVIII with household, recyclable and bulk trash service from the following companies: American Disposal Service, Clean Advantage, Patriot Disposal, Republic Services, and Thompson Hauling After discussion, Mr. Gerrity moved that the Board approve a three-year contract with Thompson Hauling. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Landscaping: The Board discussed removing two flowering pear trees that required expensive pruning because they were planted too close to a building.

Holiday Party: After discussion, the Board agreed to schedule the 2012 Colonial Village Holiday Party on Friday, December 7th, in the community room located in 1701 N. Troy Street.

January 2013 Board of Directors Meeting:

The January 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, January 28th 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.

Adjournment: Ms. Hunt moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 8:15 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

November 19, 2012 Board of Directors Executive Session Meeting

Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:15 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment: Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hagg seconded this motion, and it was approved at 8:25 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

The Colonial Village III Board of Directors did not hold a meeting in December 2012.

 Minutes

Colonial Village III

Board of Directors Meeting

13 February 2012

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; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Larry Poe, Treasurer, participated in this meeting via teleconferencing. General Manager Chuck Vaughan was also present at that time.

Proof of Notice of Meeting:

All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Reading and Approval of Minutes:

Mr. Haley moved that the draft minutes of the 16 January 2012 Board of Directors Meeting be approved without changes. 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:

The Board reviewed correspondence dealing with a complaint about cigarette smoke from one unit infiltrating another unit.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

November 2011 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of November 2011. Mr. Vaughan said similar documents for December 2011should be available before the end of the month.

Pending Business:

Seating the Board:

Mr. Gerrity moved that the Board be seated as follows: 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 approved unanimously.

Unit Owner Contact Information:

Mr. Haley told the Board that he had used a newly established internet based portal for Board members to review the records that L&N maintains for CVIII’s Unit Owners Association. Mr. Haley said the records that L&N maintains for CVIII’s Owners Association showed an address for every CVIII unit owner. Mr. Vaughan said this was true, but L&N could not vouch for the complete accuracy of its records in the event a unit owner vacates and leases their unit without notifying management. Mr. Vaughan said a solution to this 2

problem would be for the Board to act positively on Management’s request for a resolution establishing assessments for unit owners who (i) fail to provide CVIII property management with a copy of their lease with a tenant resident within 30 days of that tenant’s move-in; (ii) fail to pay the move-in fee established by the Board within 30 days of a tenant’s move-in. After discussion, the Board decided to use CVIII’s Spring Newsletter and a letter from L&N to remind unit owners that they were required by CVIII’s Bylaws to provide accurate information about their address if they leased their unit. All unit owners would be asked to provide an email address if they were interested in electronic distribution of newsletters, board meeting minutes, notices of common element maintenance affecting their unit, public safety issues, etc.

Chimneys:

Mr. Vaughan informed the Board that Building Envelope Consultants (BEC) had agreed to amend its RFP for renovating CVIII’s four chimneys to reflect work done in 2009 on the chimney behind 1809 Queens Lane. Mr. Vaughan said that he expected to have proposals to renovate brick work and install flues in these chimneys available for the Board’s consideration at its March meeting.

Roofs:

Mr. Vaughan informed the Board that Alliance Roofing had completed work on repairs of roofs at 1728, 1805, and 1809 Queens Lane and 1801 and 1805 Rhodes St. and a series of small leaks in the roof of 1804 Queens Lane had been stopped. The Board and Mr. Vaughan reviewed a survey of CVIII’s roofs by Building Envelope Consultants (BEC). The principal recommendation in this survey was that nearly all of CVIII’s roofs should be replaced within the next five years. The Board noted this recommendation was in conflict with recommendations made by Alliance Roofing and a claim made by the local representative of Sarnafil, the manufacturer of the membrane used on all of CVIII’s roofs. The Sarnafil representative said that Sarnafil’s membranes are lasting up to thirty years with normal maintenance in the mid-Atlantic region, which implied that CVIII’s existing roofs could provide twelve to seventeen years more service before they had to be replaced. After discussion, the Board decided that a third survey of CVIII’s roofs might help resolve this conflict and they asked and Mr. Vaughan agreed to obtain a detailed evaluation of the maintenance and replacement status of CVIII’s roofs from the Walker Company.

Common Hallways:

Mr. Vaughan told the Board that Mr. Kiman had completed patching dents and scratches and is doing touch- up painting in common hallway areas of two-thirds of CVIII’s buildings. Mr. Vaughan said he expected Mr. Kiman to complete this project within the next month.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had received a ball park estimate of $35,000 to $45,000 to prepare the storage room located in the basement of 1821 N. Rhodes for habitation. Mr. Vaughan said that he would contact Arlington County about converting this storage room to a unit and reopening a bricked-up entrance door that might have to be used as the entrance to this area if it was converted to a unit.

2012 Landscaping Plans:

Mr. Vaughan and Mr. Gerrity told the Board that they had met with representatives of McFall & Berry to organize spring cleaning and pruning of CVIII’s grounds and landscaping and this work should begin the week of this meeting. Mr. Vaughan said that major pruning of a red maple in front of 1725 N. Rhodes Street was scheduled for Tuesday, February 14th.

Littering:

The Board told Mr. Vaughan they continued to find and clean up large numbers of cigarette butts in front of 1808 Queens Lane and that a similar littering problem existed in front of 1737 and 1812 Queens Lane. Mr. Vaughan said that he had not yet posted notices in the hallways of these buildings asking residents and their guests not to discard their cigarette butts on CVIII’s grounds, but he would do so promptly after this meeting. 3

New Business:

Fencing:

After discussion, Mr. Haley moved that the Board approve a $2,111 proposal from Ivey Welding Service to install a 27.75 foot long wrought iron railing on the sidewalk crossing the culvert serving Colonial Village Run. Ms. Hagg seconded this motion, and it was approved unanimously.

March 2012 Board of Directors Meeting:

The March 2012 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, 19 March 2012, in the conference room of 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 7:42P. M.

Executive Session Meeting

13 February 2012

Call to Order:

Mr. Haley brought the Colonial Village III Board of Directors Executive Session Meeting to order at 7:42 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. Larry Poe, Treasurer, participated in this meeting via teleconferencing. General Manager Chuck Vaughan was also present at that time. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment:

Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 7:48 P. M.

 Minutes

Colonial Village III

Board of Directors Meeting

19 March 2012

Call to order:

Ms. Hunt brought the meeting to order at 7:03 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, Vice President; Dennis Gerrity, Secretary; and Laura Hagg, Member at Large. Larry Poe, Treasurer, participated in this meeting via teleconferencing. 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:

Ms. Hagg moved that the draft minutes of the 13 February 2012 Board of Directors 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.

Correspondence from Owners:

Arlington County Permits: The Board reviewed correspondence from a unit owner dealing with CVIII’s requirement that unit owners demonstrate that they and their contractor(s) comply fully with Arlington County’s Building Code when installing new electrical appliances by providing copies of all permits required by Arlington County. Noise and Marijuana Use Complaint: Mr. Vaughan and the Board reviewed a letter from a unit owner who complained that her tenants were being disturbed by (i) strong odors of marijuana and incense being used by a resident of this building and (ii) loud parties being held by a resident. After discussion, the Board asked and Mr. Vaughan agreed to recommend to this unit owner and her tenants that they contact the Arlington County Police about marijuana use. The Board pointed out that with respect to noise CVIII’s By-Laws trump the Arlington County noise ordinance. Article XI, Section 1, paragraphs (q) and (t) of CVIII’s By-Laws prohibit residents and their guests from making noise that disturbs other residents at any hour of the day. The Board asked and Mr. Vaughan agreed to consult with CVIII’s law firm, Chadwick, Washington, on how best to enforce Article XI, Section 1, paragraphs (q) and (t) of CVIII’s By-Laws.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

February 2012 Financial Update:

Legum & Norman was unable to provide the Board with an income statement, balance sheet and related documents for the months of January and February 2012 because it was installing new bookkeeping software. Mr. Vaughan said these documents should be available before the end of the month. Year end 2011 financials were provided on March 16.

Amortization of Lump-Sum Income Payments:

Mr. Vaughan told the Board that Legum & Norman’s accounting department had informed him that lump-sum payments CVIII received from two contractors (Comcast and Scheffres Laundry) would have to be amortized over the term of their contracts.

Pending Business:

Chimneys:

Mr. Vaughan informed the Board that Steve Turner of the structural engineering firm, BEC, had held a prebid meeting with contractors bidding on renovations of CVIII’s chimneys. Mr. Vaughan said that he expected to have proposals on this project from contractors available for the Board’s consideration at its April meeting. Mr. Vaughan said Mr. Tuner estimated that it would take eight to ten weeks to complete work on CVIII’s chimneys once work had begun.

Common Hallways:

Mr. Kiman informed the Board that he had completed patching dents and scratches and touch up painting in the common hallway of CVIII’s buildings. The Board thanked him for his efforts. Mr. Vaughan told the Board that he had forgotten to contact Clean Advantage Cleaning about organizing a schedule for CVIII’s janitor to clean the exterior sides of unit entry doors and their jambs on a regular basis, but he would follow up on his commitment before the Board’s next meeting.

Replacement Windows:

Mr. Gerrity and Mr. Vaughan reported Colonial Village had received only one proposal from a window company that offered a quantity discount. This proposal met Arlington County historic guidelines, but it was incomplete because it did not include all window sizes. To get a 12.8% discount from this company, 40 one-bedroom units or 25 two-bedroom units, or some combination of the two unit sizes, would have to purchase a total of 300 replacement windows at the same time. They said they continue to seek other proposals.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had an unproductive discussion with Arlington County officials about the possible conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Poe said that a member of his family, who was experienced in renovating and converting historic buildings, was willing to advise CVIII on what would have to be done to covert this storage room to a residential unit and give an estimate of what such a conversion would cost. Mr. Vaughan and Mr. Poe will arrange a meeting with Mr. Poe’s relative.

2012 Landscaping Plans:

The Landscaping Committee said that CVIII had received three proposals totaling $3,949 from McFall and Berry (i) to remove invasive more vines and dead trees and other debris from the stream bed along Rhodes St. and adjacent to 1901 Rhodes St. and (ii) clean up behind Buildings One and Two. The Landscaping Committee said these proposals would have to be reviewed with McFall & Berry because they did not specify enough detail to justify the amount of money asked.

Littering:

Mr. Vaughan and Mr. Kiman told Board that notices had been posted door-to-door at 1737, 1800 and 1808 Queens Lane asking residents and their guests not to discard their cigarette butts on CVIII’s grounds.

New Business:

Arlington County Civic Federation:

Mr. Vaughan said that CVII has asked CVI and CVIII to share in representing Colonial Village at Arlington County Civic Federation meetings. Mr. Vaughan said there were twelve Civic Federation meetings a year and CVII would like each association to serve as Colonial Village’s representative at four of these meetings. The Board also discussed reactivating the Colonial Village Civic Association. The Board decided to ask Mr. Haley to discuss these two issues at the next meeting of the CVI, CVII and CVIII Board Presidents.

Recycling:

Mr. Vaughan told the Board that a representative of Arlington County had inspected and approved the signage and organization of CVIII’s on-site recycling program.

Master Insurance Policy:

Mr. Vaughan asked for and received authorization from the Board for Legum & Norman to seek multiple bids on CVIII’s master insurance policy, which expires on 24 May 2012.

Window Treatments:

The Board discussed but took no action on a suggestion from CVIII’s Assistant Property Manager Sonya Rainey that CVIII adopt a regulatory resolution governing window treatments similar to one that has been in effect in CVI since 2009.

Delinquent Assessments:

The Board discussed but took no action on a suggestion from CVIII’s Assistant Property Manager Sonya Rainey that CVIII adopt a policy resolution related to the collection of routine and delinquent assessments.

Pet Waste:

The Board discussed but took no action on a suggestion that pet waste cans be placed on CVIII’s grounds.

April 2012 Board of Directors Meeting:

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

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 7:55 P. M.

Executive Session Meeting

19 March 2012

Call to Order:

Ms. Hunt brought the Colonial Village III Board of Directors Executive Session Meeting to order at 7:55 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. Unit owner Maria Macalino participated in this meeting via teleconferencing. General Manager Chuck Vaughan was also present at that time. The purpose of this executive session meeting was to conduct a hearing on covenant violations.

Adjournment:

Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved unanimously at 8:25 P. M.

Return to Open Session:

Ms. Hunt reconvened the meeting in open session at 8:25 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 Chuck Vaughan was also present at that time.

Roofs:

After discussion, Mr. Gerrity moved that the Board approve a $2,660 proposal from the Walker Company to survey CVIII’s roofs, gutters and downspouts for areas that required service and/or replacement. Ms. Hunt seconded this motion, and it was approved unanimously.

Nonconforming Door Knobs:

Mr. Vaughan advised the Board that some unit owners had installed hardware on the exterior sides of their entry doors that did not match the brass colored door knobs installed when CVIII was converted to a condominium. Mr. Vaughan said these nonconforming door knobs were violations of Article VI, Section 5(d) of CVIII’s By-Laws which requires that “All repairs and replacements must be substantially similar to original construction and installation shall be of first-class quality” and Article VI, Section 7 which states that “No unit owner shall make any structural addition, alteration or improvement in or to his unit without the prior written consent of the Board of Directors…..including the doors.” Mr. Vaughan informed the Board that Legum & Norman was asking these unit owners to install the correct hardware with the warning that if they did not, they would be referred to Board as covenant violations.

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 8:35 P. M.

 Minutes

Colonial Village III

Board of Directors Meeting

16 April 2012

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, unit owners Robert Midler and Peyton Palmore, and General Manager Chuck Vaughan. Mary Beth Avedesian, Lauren K. Keenan, and Jonathan C. Kinney, representatives of the B.F. Saul Company, and Steve Turner of Building Envelopes Consultants, a structural engineering firm, were also present at that time. Blake Surbey, President of CVII’s Board was also present

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 19 March 2012 Board of Directors Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved unanimously.

Update on 1700 Lee Highway:

Ms. Avedesian, Ms. Keenan and Mr. Kinney reviewed B.F. Saul’s plans to replace the Colony House furniture store located at 1700 Lee Hwy. with an eleven story residential; hotel with 166 rooms and parking spaces for 100 vehicles that would be managed for Saul by Hilton Hotels as a Homewood Suites extended stay hotel.

Open Forum for CVIII Owners:

Mr. Midler introduced himself to the Board. Mr. Palmore thanked the Board for its efforts in behalf of CVIII’s owners and residents.

Correspondence from Owners:

A request from a past owner to settle

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

March 2012 Financial Update:

Legum & Norman made income statements, balance sheets and related documents for the months of January and February 2012 available to the Board on the Board Portal website.

Pending Business:

Chimneys:

Mr. Vaughan and Steve Turner of the structural engineering firm, BEC, informed the Board that they had received the following proposals to repair and renovate CVIII’s chimneys: Atlantic Company, $216,000;

Historic Restoration, $198,000; Titan Restoration, $175,969. Board members expressed concern about the cost of this project. Mr. Turner explained that work on all four CVIII’s chimneys was necessary: the chimney behind 1728 Queens Ln, had to be torn down completely and rebuilt; the chimneys behind 1821 Rhodes St. and 1809 Queens Ln. were partial tear downs and rebuilds; the chimney behind 1729 Queens Ln. needed a new crown; and the 1728 and 1809 Queen Ln and 1821 Rhodes St. chimneys all needed flue liners installed to bring them up to code. After discussion, all Board members supported the lowest bid, which was submitted by Titan, and one suggested having these repairs done over the next several years rather than at the same time. Mr. Turner was asked and agreed to determine which option would be less expensive. Mr. Vaughan said that he was prepared to negotiate directly with Titan to seek methods to reduce costs for the chimney repair projects at CV1, CV2, and CV3.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had been unable to meet with Mr. Poe and Mr. Poe’s grandfather to discuss the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said that he would do his best to review this matter with the appropriate Arlington County officials prior to the Board’s May meeting.

Master Insurance Policy:

Mr. Vaughan said that he had not been able to obtain multiple bids on CVIII’s master insurance policy, but he would do so before 24 May 2012, when the current policy expired.

Policy Resolution for Delinquent Assessments:

After discussion, the Board authorized CVIII’s Assistant Property Manager Sonya Rainey to proceed with preparing a policy resolution for the collection of routine and delinquent assessments with the assistance of CVIII’s law firm, Chadwick, Washington. The Board specified that this policy resolution reflect CVIII’s current policy with respect to penalties and fees and dates for various collection activities.

Window Treatments:

The Board discussed but took no action on a suggestion from CVIII’s Assistant Property Manager Sonya Rainey that CVIII adopt a regulatory resolution governing window treatments similar to one that has been in effect in CVI since 2009. Ms. Hunt and Ms. Hagg were asked and agreed to submit changes they felt would improve this proposed regulatory resolution prior to the Board’s May meeting.

New Business:

Meter Banks:

Mr. Vaughan recommended that the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St. be replaced this year. The Board accepted Mr. Vaughan’s recommendation and requested that he obtain proposals to have this work done before the weather turns hot. Electricity to units in these buildings will have to be shut off for about eight hours to do this project. Residents of these buildings will receive advance notice of when this project will be scheduled.

Carpet and Window Cleaning:

After discussion, Mr. Gerrity moved that the Board authorize Mr. Vaughan to obtain the most economical price consistent with quality to have CVIII’s common hallway carpeting cleaned. Ms. Hunt seconded this, and it was approved unanimously. The Board deferred a decision on when to have windows cleaned until it had a better idea when masonry work on chimneys would be done.

2012-2013 CVIII Parking Permits:

Mr. Vaughan told the Board that the 2012-2013 CVIII parking lot permits were available residents to pick at the management office. Mr. Gerrity was asked and agreed to include this information in the spring newsletter along with a warning that unit owners who were delinquent in paying their assessments could not get a 2012-2013 parking permit until their account with CVIII is current.

May 2012 Board of Directors Meeting:

The May 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 21 May 2012, 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 8:22 P. M.

Executive Session Meeting

16 April 2012

Call to Order:

Mr. Haley brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:22 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, and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment:

Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 8:34 P. M.

 Minutes

Colonial Village III

Board of Directors Meeting

21 May 2012

Call to order:

Ms. Hunt 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; Maintenance Engineer Stan Kiman, and General Manager Chuck Vaughan. Unit owner Michael Amato was also present at this time via speaker phone. Adam Walker of the Walker Company was also present at this time. Laura Hagg, Member at Large, arrived shortly after the start of the meeting.

Proof of Notice of Meeting:

All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Reading and Approval of Minutes:

Ms. Hunt moved that the draft minutes of the 16 April 2012 Board of Directors Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

Correspondence from Owners:

Larry Poe resigned from CVIII’s Board via email effective 20 April 2012.

Election of a Board Member:

Mr. Gerrity moved that Michael Amato be elected to CVIII’s Board to complete the final year of the three-year term to which Mr. Poe was elected in 2009. Mr. Haley seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye. Mr. Amato will serve on CVIII’s Board until CVIII’s 2012 Annual Meeting at which time an election will be held to fill this seat for a full three-year term.

Seating of the Board:

Mr. Gerrity moved that CVIII’s Board of Directors be seated as follows: Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michal Amato, Member at Large. Mr. Haley seconded this notion, and it was approved unanimously.

Open Forum for CVIII Owners:

No CVIII unit owners other than Board members were present at this meeting.

Presentation on CVIII’s Roofs:

Adam Walker of the Walker Company (TWC) gave a presentation on the materials used to cover CVIII’s flat and pitched roofs and the general state of repair of these roofs. Mr. Walker was asked and agreed to provide a proposal to repair problems he found during his inspection.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

April 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of April which showed CVIII with a year-to-date operating surplus of $25,356 as of 30 April 2012.

Pending Business:

Meter Banks:

Mr. Vaughan told the Board that he had requested proposals from Kolb Electric, Mona Electric and Power Systems Electric (PSE) to replace the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St. Only Kolb submitted a written proposal ($23,500) as of this meeting. Mr. Vaughan said that PSE had promised a proposal within the next few days, but he expected it to be higher than Kolb’s bid. After discussion, Mr. Gerrity moved that CVIII accept Kolb’s $23,500 proposal. Ms. Hunt seconded this motion, and it was approved unanimously. Mr. Kiman noted that shrubbery that blocked access to these meter banks and the transformers that served them would have to be cut back. Mr. Vaughan said he would contact McFall & Berry about this pruning.

Landscaping:

The Board decided to increase the number of summer annuals planted around the pear trees at the top of the parking lot stairs. Mr. Vaughan said he would seek a proposal for circular wrought iron fences to protect these flowers.

Chimneys:

Mr. Vaughan informed the Board that Titan Restoration Company said that revisions were possible in its proposal to renovate CVIII’s chimneys that would reduce the cost of this project from $175,969 to $158,148. This would generate savings of $17,821. Mr. Vaughan said he would inform the Board about the exact details of these savings as soon as he learned them.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had been told by Arlington County officials that either an administrative change to CVIII’s site plan or a formal site plan amendment approved by the Zoning Commission would probably be necessary for the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said county officials were still reviewing this matter and he would inform the Board of their decision.

Master Insurance Policy:

Mr. Vaughan informed the Board that Legum & Norman had obtained two proposals for CVIII’s master insurance policy: Cascade Insurance Group, $$24,862; Associations Insurance Agency, $20,413. After discussion, Mr. Haley moved that CVIII accept Associations Insurance Agency’s $20,413 proposal. Mr. Gerrity seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye and Mr. Amato abstaining.

Policy Resolution for Delinquent Assessments:

The Board reviewed a policy resolution for the collection of routine and delinquent assessments prepared by CVIII’s Property Management with the assistance of CVIII’s law firm, Chadwick, Washington. Mr. Gerrity was asked and agreed to edit this policy resolution so that it was consistent with CVIII’s current policy with respect to penalties and fees and dates for various collection activities.

Regulatory Resolution Governing Window Treatments:

After discussion, Mr. Gerrity moved that the Board adopt a regulatory resolution governing window treatments as revised by Ms. Hunt. Mr. Amato seconded this notion, and it was approved unanimously.

Administrative Resolution Establishing a Cost Schedule for Copies of Books and Records:

The Board and Mr. Vaughan reviewed a proposed administrative resolution establishing a cost schedule for copies of books and records. The Board asked and Mr. Vaughan agreed to verify the costs of labor and materials specified in this proposed resolution were accurate.

New Business:

Monthly Inspections of CVIII:

The Board asked for and received a commitment from Mr. Vaughan for a thorough inspection of CVIII at least once a month.

Delinquency:

After discussion, Mr. Haley moved that the Board accept a former unit owner’s proposal to pay a lump sum payment of $1,000 and $200 per month until the remaining balance of their account is paid off. Ms. Hunt seconded this motion, and it was approved unanimously.

June 2012 Board of Directors Meeting:

The June 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 18 June 2012, 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 8:45 P. M.

Executive Session Meeting

21 May 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:45 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large, and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment:

Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 8:52 P. M.

 Minutes

Colonial Village III

Board of Directors Meeting

16 June 2012

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, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. Michael Amato, Member at Large, was unable to participate because he was hospitalized. Barry D. Yatt, who was closing the purchase of a unit in CVIII, was also present at that time.

Proof of Notice of Meeting:

All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Reading and Approval of Minutes:

Mr. Haley moved that the draft minutes of the 21 May 2012 Board of Directors Meeting be approved without change. Ms. Hunt seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

Correspondence from Owners:

The Board and Mr. Vaughan reviewed correspondence to and from current and prospective unit owners with regard to CVIII’s governing documents, flying ants, a malfunctioning car alarm, an unpaid move-in fee and the failure to provide a copy of a lease.

Open Forum for CVIII Owners:

Mr. Yatt asked about the availability of CVIII’s governing documents and was referred to CVIII’s website. Mr. Yatt also asked which renovations and improvements needed approval from the Board and/or the property manager and what was the division of responsibility between the unit owners association and individual owners for maintenance.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

May 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of April which showed CVIII with a year-to-date operating surplus of $23,054 as of 31 May 2012.

Pending Business:

Meter Banks:

Mr. Vaughan told the Board that Kolb Electric expected to have replacement parts available for the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St during the first week

of July and work could begin as soon as Dominion Power had a crew available to shut off power to these addresses. Mr. Vaughan asked and the Board confirmed that it wanted these meter banks replaced as soon as Kolb and Dominion were ready to proceed with this project.

Landscaping:

Mr. Vaughan and the Landscaping Committee informed the Board that McFall and Berry had applied mulch, completed a second pruning of shrubbery and continued to work on removing invasive species of trees, shrubbery and vines from the banks of Colonial Village Run. Vincas were installed as summer annuals under the pear trees at the top of the parking lot stairs. Mr. Vaughan was asked and agreed to request a proposal from McFall & Berry for organic fertilizer and weed control in 2013.

Chimneys:

Mr. Vaughan informed the Board that he had asked Winston’s Chimney Service, an Arlington Company based company that specialized in renovating and lining masonry chimneys, for a proposal to replace the liners for the chimneys behind 1728 and 1809 Queens Lane and 1821 Rhodes St.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had been unable to make any progress on obtaining permission from Arlington County for the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said county officials were still reviewing this matter and he would inform the Board of their decision.

Policy Resolution for Delinquent Assessments:

After discussion, Mr. Haley moved that the Board approve the third draft of a policy resolution for the collection of routine and delinquent assessments. Ms. Hagg seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

Administrative Resolution Establishing a Cost Schedule for Copies of Books and Records:

Discussion of a proposed administrative resolution establishing a cost schedule for copies of books and records was tabled until the Board’s July meeting.

Roofs:

Mr. Vaughan said that he was waiting for a proposal he had requested from the Walker Company to make repairs it had recommended in an inspection report it submitted to CVIII in May of this year.

Management Contract:

Mr. Gerrity moved that the Board approve as submitted a contract for property management services by Legum & Norman. Mr. Haley seconded this motion, and it was approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

New Business:

Garages:

Mr. Vaughan informed the Board that Mr. Kiman would begin replacing damaged trim around garage doors when he returned from his vacation

Basement Fire Alarm Systems:

Mr. Vaughan informed the Board that he had approved a $2,162.50 proposal from SimplexGrinnell to repair the fire alarm systems serving the basements located in 1728, 1729, 1808 and 1809 Queens Lane and 1821 N. Rhodes St.

2013 Budget:

The Board and Mr. Vaughan discussed CVIII’s 2013 budget.

July 2012 Board of Directors Meeting:

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

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was at 7:56 P. M. approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

Executive Session Meeting

16 June 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:56 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. Michael Amato, Member at Large, was unable to attend because he was hospitalized. The purpose of this executive session meeting was to discuss correspondence from CVIII’s auditor, delinquent assessments, and an inquiry about the state of repair of a unit.

Adjournment:

Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:08 P. M. approved with Mr. Gerrity, Ms. Hagg, Mr. Haley and Ms. Hunt voting aye.

 Minutes

Colonial Village III

Board of Directors Meeting

16 July 2012

Call to order:

Ms. Hunt 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 Amanda Hunt, President; Dennis Gerrity, Secretary; Michael Amato, Member at Large; Maintenance Engineer Stan Kiman; and General Manager Chuck Vaughan. Board members Laura Hagg and Kevin Haley were absent.

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 June 2012 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Mr. Gerrity and Ms. Hunt voting aye. Mr. Amato abstained because he did not attend the 16 June 2012 Board of Directors Meeting.

Correspondence from Owners:

The Board received correspondence from a unit owner requesting permission to use a common element electrical outlet located in their CVIII garage to charge the battery of an electric powered motor vehicle they owned. Ms. Hunt urged the Board to proceed carefully in acting on this request because its response would set a precedent for dealing with future requests for charging station service. After discussion, the Board decided to allow this unit owner to use this common element electrical outlet on a temporary basis provided that a metering device was used so that the cost of electricity used to charge this vehicle’s battery could be billed back to this unit owner. Mr. Vaughan was asked and agreed to contact Dominion Power and one or more electrical contractors about the availability and cost of (i) charging stations that billed users directly and (2) accurate and secure electric meters that could be used to measure electrical service from a common element electrical outlet to a charging station.

Open Forum for CVIII Owners:

No unit owners other than Board members were present at this meeting.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

June 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of June which showed CVIII with a year-to-date operating surplus of $35,695 as of 30 June 2012.

Pending Business:

Meter Banks:

Mr. Vaughan told the Board that Kolb Electric and Dominion Power would replace the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St on Thursday, July 19th, with Monday July 23rd, as a rain day. Mr. Kiman said that notices had been distributed by hand to all units that could be affected the power shut-off associated with this project.

Chimneys:

Mr. Vaughan informed the Board that he had received a $130,478 proposal from Winston’s Chimney Service to renovate masonry and install stainless steel liners in the chimneys behind 1728 and 1809 Queens Lane and 1821 Rhodes St. Mr. Vaughan pointed out to the Board that Winston’s proposal was significantly lower that the bids on this project from three other companies (Atlantic Company, $216,000; Historic Restoration, $198,000; Titan Restoration, $175,969). After discussion, Mr. Gerrity moved that the Board accept Winston’s Chimney Service’s proposal. Ms. Hunt seconded this proposal, and it was approved with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had further discussions with Arlington County about the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said county officials were still reviewing this matter and he would inform the Board of their decision.

Administrative Resolution Establishing a Cost Schedule for Copies of Books and Records:

Discussion of a proposed administrative resolution establishing a cost schedule for copies of books and records was tabled until the Board’s August meeting.

Roofs:

Mr. Vaughan said that he was still waiting for a proposal he had requested from the Walker Company to make repairs it had recommended in an inspection report it submitted to CVIII in May of this year.

Basement Fire Alarm Systems:

Mr. Vaughan informed the Board that he had received the following proposals for additional repairs to the fire alarm systems serving the basements located in 1728, 1729, 1808 and 1809 Queens Lane and 1821 N. Rhodes St.: SimplexGrinnell, $5,783; VSC, $16,643; Castle, $3,950 plus $150 an hour for labor. After discussion, Ms. Hunt moved that the Board approve SimplexGrinnell’s $5,783 proposal. Mr. Amato seconded this motion, and it was approved with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

2013 Budget:

Mr. Vaughan told the Board that he was not prepared to discuss CVIII’s 2013 budget at this meeting.

New Business:

2001 Clarendon Boulevard:

Mr. Gerrity provided the Board with a brief summary of a meeting at which a representative of Elm Street Development gave a presentation and answered questions on the design and construction plans for 2001 Clarendon Boulevard, a 154 unit residential rental building being built on the Doctor Dremo-Taco Bell site. Mr. Gerrity said this meeting was attended by forty-five residents of Colonial Village and Radnor-Fort Myer Heights.

August 2012 Board of Directors Meeting:

The August 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Tuesday, 28 August 2012, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 7:56 P. M. with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

Executive Session Meeting

16 July 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment:

Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 7:58 P. M. with Messrs. Amato and Gerrity and Ms. Hunt voting aye.

 Minutes

Colonial Village III

Board of Directors Meeting

28 August 2012

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, President; Kevin Haley, Treasurer Dennis Gerrity, Secretary; Maintenance Engineer Stan Kiman; and General Manager Chuck Vaughan. Michael Amato, Member at Large, arrived at 7:03 P.M. Board member Laura Hagg was absent.

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 July 2012 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato and Gerrity and Ms. Hunt voting aye. Mr. Haley abstained because he did not attend the 16 July 2012 Board of Directors Meeting.

Correspondence from Owners:

The Board reviewed but took no action on a resident’s request to have a second pet. The Board received information on the amount of electricity used by a unit owner to charge the battery of an electric powered motor vehicle using a common element electrical outlet located in the CVIII garage she owned. Mr. Vaughan said he had contacted Dominion Power for help in interpreting this information so that an accurate estimate could be made of the amount of electricity used by this resident to charge her vehicle.

Open Forum for CVIII Owners:

No unit owners other than Board members were present at this meeting.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

July 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of July which showed CVIII with a year-to-date operating surplus of $46,228 as of 31 July 2012.

Pending Business:

Meter Banks:

Mr. Vaughan told the Board that Kolb Electric and Dominion Power had replaced the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St on Tuesday, August 7th .

Chimneys:

Mr. Vaughan informed the Board that difficulties in obtaining permits from Arlington County had delayed the start of work to renovate masonry and install stainless steel liners in the chimneys behind 1728 and 1809 Queens Lane and 1821 Rhodes St. and make minor repairs to the chimney behind 1729 Queens Lane.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had been advised by Arlington County staff to apply for administrative approval of a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said that he had begun preparing this application and he would keep the Board updated on his progress.

Roofs:

After discussion, Mr. Gerrity moved that the Board approve a $9,650 proposal to repair roofs at the following addresses: 1720, 1721, 1725, 1729, 1732, 1736, 1800, 1801, 1808, 1812, 1816 and 1817 Queens Lane; 1727 and 1735 N. Rhodes St.; and 1829 Wilson Blvd. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Basement Fire Alarm Systems:

Mr. Vaughan said that he had been informed by a contractor that water flow detection switches were not sensitive enough to activate fire alarm bells in buildings with fire sprinkler systems in their basements. Mr. Vaughan said these switches would have to be replaced with more sensitive devices in order for these fire alarm systems to pass annual inspections required by the Arlington County Fire Department. Mr. Vaughan said that he would seek competitive bids if replacing these switches was not covered by the $5,783 contract to make repairs to these fire sprinkler systems that was approved by the Board at its July 16th meeting.

2013 Budget:

Mr. Vaughan reviewed his first draft of CVIII’s 2013 budget with the Board. Mr. Vaughan asked the Board for their suggestions for projects that might be included in the 2013 budget. The Board suggested revisions, and Mr. Vaughan agreed to have a second draft ready for discussion at the Board’s September meeting.

New Business:

Structural Modification:

The Board asked and Mr. Vaughan and Mr. Kiman agreed to investigate a reported improper modification of a load bearing wall in a second floor unit located in 1733 Queens Lane.

Policy Resolution for Association Complaint Procedures

After discussion, Mr. Amato moved that the Board approve a policy resolution for association complaint procedures based on revised Common Interest Community Board’s Ombudsman Regulations recently approved by the Governor of Virginia. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Laundry Machines in Units:

After discussion, the Board decided not to help fund an engineering study of the feasibility of installing laundry machines in individual CVIII units. The Board based its decision on a similar study completed five years ago which concluded that it would cost thousands of dollars per unit to modify common element plumbing to meet Arlington County Building Code sanitary plumbing requirements for the installation of laundry machines in units.

Payment Card System for Laundry Machines:

Mr. Vaughan informed the Board that Scheffres, CVIII’s laundry machine contractor, was offering to install payment card systems for laundry machines in Colonial Village laundry rooms in exchange for five-year contract extensions. Machines would be installed in each laundry room that would credit paper money inserted in them to plastic cards similar to the Metro System’s passes. Card readers would be installed on each washer and dryer. The Board asked and Mr. Vaughan agreed to obtain a proposal from Scheffres to install such a system in CVIII’s laundry rooms.

Storm Drainage Improvements:

Mr. Vaughan informed the Board that Arlington County had flushed out large amounts of debris and mud blocking the culvert and pipes that carried Colonial Village Run under the sidewalk and bike path located at the northwest corner of CVIII’s property. The Board asked and Mr. Vaughan agreed ask Arlington County to install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. This would help prevent future blockages of these pipes. Mr. Vaughan agreed to request proposals from private contractors if Arlington County would not agree to make these storm drainage improvements.

Fencing:

The Board asked and Mr. Vaughan agreed to obtain a proposal for a wrought iron railing on the south side of the sidewalk crossing the culvert serving Colonial Village Run.

Arlington County Civic Federation:

After discussion, the Board agreed to pay a share of CVII’s annual membership fee in the Arlington County Civic Federation, and Mr. Gerrity agreed to attend an upcoming civic federation meeting. The Board decided to try to find CVIII unit owners or residents interested in representing CVIII on a regular basis at Arlington County Civic Federation meetings. The Board discussed ways to reactivate the dormant Colonial Village Civic Association.

September 2012 Board of Directors Meeting:

The September 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, September 17th 2012, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 8:24 P. M. with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Colonial Village III

Board of Directors Executive Session Meeting

28 August 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments, covenant violations, and the scope of CVIII’s Board Meeting Minutes.

Adjournment:

Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:54 P. M. with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

 Minutes

Colonial Village III

Board of Directors Meeting

28 August 2012

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, President; Kevin Haley, Treasurer Dennis Gerrity, Secretary; Maintenance Engineer Stan Kiman; and General Manager Chuck Vaughan. Michael Amato, Member at Large, arrived at 7:03 P.M. Board member Laura Hagg was absent.

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 July 2012 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato and Gerrity and Ms. Hunt voting aye. Mr. Haley abstained because he did not attend the 16 July 2012 Board of Directors Meeting.

Correspondence from Owners:

The Board reviewed but took no action on a resident’s request to have a second pet. The Board received information on the amount of electricity used by a unit owner to charge the battery of an electric powered motor vehicle using a common element electrical outlet located in the CVIII garage she owned. Mr. Vaughan said he had contacted Dominion Power for help in interpreting this information so that an accurate estimate could be made of the amount of electricity used by this resident to charge her vehicle.

Open Forum for CVIII Owners:

No unit owners other than Board members were present at this meeting.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

July 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of July which showed CVIII with a year-to-date operating surplus of $46,228 as of 31 July 2012.

Pending Business:

Meter Banks:

Mr. Vaughan told the Board that Kolb Electric and Dominion Power had replaced the meter stacks serving 1812 and 1816 Queens Lane and 1813, 1817 and 1821 N. Rhodes St on Tuesday, August 7th .

Chimneys:

Mr. Vaughan informed the Board that difficulties in obtaining permits from Arlington County had delayed the start of work to renovate masonry and install stainless steel liners in the chimneys behind 1728 and 1809 Queens Lane and 1821 Rhodes St. and make minor repairs to the chimney behind 1729 Queens Lane.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he had been advised by Arlington County staff to apply for administrative approval of a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional. Mr. Vaughan said that he had begun preparing this application and he would keep the Board updated on his progress.

Roofs:

After discussion, Mr. Gerrity moved that the Board approve a $9,650 proposal to repair roofs at the following addresses: 1720, 1721, 1725, 1729, 1732, 1736, 1800, 1801, 1808, 1812, 1816 and 1817 Queens Lane; 1727 and 1735 N. Rhodes St.; and 1829 Wilson Blvd. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Basement Fire Alarm Systems:

Mr. Vaughan said that he had been informed by a contractor that water flow detection switches were not sensitive enough to activate fire alarm bells in buildings with fire sprinkler systems in their basements. Mr. Vaughan said these switches would have to be replaced with more sensitive devices in order for these fire alarm systems to pass annual inspections required by the Arlington County Fire Department. Mr. Vaughan said that he would seek competitive bids if replacing these switches was not covered by the $5,783 contract to make repairs to these fire sprinkler systems that was approved by the Board at its July 16th meeting.

2013 Budget:

Mr. Vaughan reviewed his first draft of CVIII’s 2013 budget with the Board. Mr. Vaughan asked the Board for their suggestions for projects that might be included in the 2013 budget. The Board suggested revisions, and Mr. Vaughan agreed to have a second draft ready for discussion at the Board’s September meeting.

New Business:

Structural Modification:

The Board asked and Mr. Vaughan and Mr. Kiman agreed to investigate a reported improper modification of a load bearing wall in a second floor unit located in 1733 Queens Lane.

Policy Resolution for Association Complaint Procedures

After discussion, Mr. Amato moved that the Board approve a policy resolution for association complaint procedures based on revised Common Interest Community Board’s Ombudsman Regulations recently approved by the Governor of Virginia. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Laundry Machines in Units:

After discussion, the Board decided not to help fund an engineering study of the feasibility of installing laundry machines in individual CVIII units. The Board based its decision on a similar study completed five years ago which concluded that it would cost thousands of dollars per unit to modify common element plumbing to meet Arlington County Building Code sanitary plumbing requirements for the installation of laundry machines in units.

Payment Card System for Laundry Machines:

Mr. Vaughan informed the Board that Scheffres, CVIII’s laundry machine contractor, was offering to install payment card systems for laundry machines in Colonial Village laundry rooms in exchange for five-year contract extensions. Machines would be installed in each laundry room that would credit paper money inserted in them to plastic cards similar to the Metro System’s passes. Card readers would be installed on each washer and dryer. The Board asked and Mr. Vaughan agreed to obtain a proposal from Scheffres to install such a system in CVIII’s laundry rooms.

Storm Drainage Improvements:

Mr. Vaughan informed the Board that Arlington County had flushed out large amounts of debris and mud blocking the culvert and pipes that carried Colonial Village Run under the sidewalk and bike path located at the northwest corner of CVIII’s property. The Board asked and Mr. Vaughan agreed ask Arlington County to install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. This would help prevent future blockages of these pipes. Mr. Vaughan agreed to request proposals from private contractors if Arlington County would not agree to make these storm drainage improvements.

Fencing:

The Board asked and Mr. Vaughan agreed to obtain a proposal for a wrought iron railing on the south side of the sidewalk crossing the culvert serving Colonial Village Run.

Arlington County Civic Federation:

After discussion, the Board agreed to pay a share of CVII’s annual membership fee in the Arlington County Civic Federation, and Mr. Gerrity agreed to attend an upcoming civic federation meeting. The Board decided to try to find CVIII unit owners or residents interested in representing CVIII on a regular basis at Arlington County Civic Federation meetings. The Board discussed ways to reactivate the dormant Colonial Village Civic Association.

September 2012 Board of Directors Meeting:

The September 2012 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, September 17th 2012, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 8:24 P. M. with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

Colonial Village III

Board of Directors Executive Session Meeting

28 August 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M.., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments, covenant violations, and the scope of CVIII’s Board Meeting Minutes.

Adjournment:

Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:54 P. M. with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.

 Minutes

Colonial Village III

Board of Directors Meeting

18 September 2012

Call to order:

Ms. Hunt brought the meeting to order at 6:57 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan.

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 second draft of the minutes of the 28 August 2012 Board of Directors Meeting be approved without changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley and Ms. Hunt voting aye. Ms. Hagg abstained because she did not attend the 28 August 2012 Board of Directors Meeting.

Open Forum for CVIII Owners:

No unit owners other than Board members were present at this meeting.

Correspondence from Owners:

There was no correspondence from unit owners requiring action by the Board.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

August 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of August which showed CVIII with a year-to-date operating surplus of $53,537 as of 31 August 2012.

Pending Business:

2013 Budget:

Mr. Vaughan informed the Board that he had been unable to prepare a second draft of CVIII’s 2013 budget in time for this meeting. After discussion, the Board and Mr. Vaughan agreed to hold a work session on the 2013 budget at 6:00 P.M. on Tuesday, September 23rd.

Chimneys:

Mr. Vaughan informed the Board that all paperwork required for permits had been filed with Arlington County and the contactor was waiting for approval from the county. Mr. Vaughan said that the contactor had decided to begin this project by rebuilding the chimney behind 1821 N. Rhodes St.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he continued in his efforts to obtain administrative approval from Arlington County for a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional.

Roofs:

Mr. Vaughan said that after priority repairs of the roof at 1821 N. Rhodes St. were completed work would begin on the roofs at the following addresses: 1720, 1721, 1725, 1729, 1732, 1736, 1800, 1801, 1808, 1812, and 1816 and 1817 Queens Lane; 1727 and 1735 N. Rhodes St.; and 1829 Wilson Blvd.

Basement Fire Alarm Systems:

Mr. Vaughan said that he was seeking competitive bids to replace water flow detection switches that were not sensitive enough to activate fire alarm bells in buildings with fire sprinkler systems in their basements. Mr. Vaughan said these switches had to be replaced in order for these fire alarm systems to pass annual inspections required by the Arlington County Fire Department.

Payment Card System for Laundry Machines:

Mr. Vaughan provided the Board with correspondence indicating that CVIII’s laundry machine contractor would be willing to install payment card systems for laundry machines in CVIII’s laundry rooms in exchange for a four-year contract extension of its contract with CVIII. The Board asked Mr. Vaughan to follow up on this correspondence and obtain a formal proposal for these card reader systems.

Building Entry Doors:

Mr. Vaughan told the Board that Precision Door would begin installing building entry door in three locations, which would replace doors recently installed by Precision that were the wrong size.

Storm Drainage Improvements:

Mr. Vaughan informed the Board that he was still trying to find the appropriate Arlington County staff member with whom to follow up on the Board’s request to have the County install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. These rocks would help prevent future blockages of these pipes.

Fencing:

Mr. Vaughan informed the Board that he had obtained a $2,250 proposal for a wrought iron railing on the south side of the sidewalk crossing the culvert serving Colonial Village Run.

New Business:

Public Safety:

Mr. Vaughan informed the Board that thieves had stolen a front door and a quarter-panel from a resident’s car while it was parked in CVIII’s lot. Mr. Vaughan agreed to have information about this incident sent to residents for whom his staff had email addresses. Mr. Gerrity agreed to alert residents and owners about this incident in the next edition of CVIII’s newsletter.

Security Gates:

Mr. Vaughan informed the Board that the locks on the Queens Lane security gates were frequently inoperable because they were broken and needed repairs. He described these locks as residential grade quality, and he suggested that replacing them with commercial grade locks would make them both more reliable and less expensive to maintain in the long run.

Building Entry Door Lighting:

The Board noted that some of the exterior lamps that illuminated building entry doors were damaged beyond repair. Mr. Vaughan said that this particular style of lamp was longer being manufactured. The Board discussed the possibility of purchasing similar lamps from CVI or CVII as replacements.

Irrigation System:

Mr. Gerrity briefed the Board and Mr. Vaughan on a walk-through of CVIII’s lawns that he had made with a contractor who agreed to provide a proposal to install an irrigation system for the Queens Lane and Wilson Blvd. lawns.

Annual Meeting:

After discussion, the Board decided to hold CVIII’s 2012 Annual Meeting and CVIII’s October 2012 Board Meeting in the Community Room located in 1701 N. Troy St.

October 2012 Board of Directors Meeting:

The October 2012 meeting of CVIII’s Board of Directors is scheduled to be held on Monday, October 15th 2012, immediately after CVIII’s 2012 Annual Meeting. Both meetings will be held in the Community Room located at 1701 N. Troy St.

Adjournment:

Mr. Haley moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved at 7:54 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

Colonial Village III

Board of Directors Executive Session Meeting

18 September 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments and personnel issues.

Adjournment:

Ms. Hagg moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved at 8:00 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

Minutes

Colonial Village III

Board of Directors Meeting

18 September 2012

Call to order:

Ms. Hunt brought the meeting to order at 6:57 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan.

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 second draft of the minutes of the 28 August 2012 Board of Directors Meeting be approved without changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley and Ms. Hunt voting aye. Ms. Hagg abstained because she did not attend the 28 August 2012 Board of Directors Meeting.

Open Forum for CVIII Owners:

No unit owners other than Board members were present at this meeting.

Correspondence from Owners:

There was no correspondence from unit owners requiring action by the Board.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

August 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of August which showed CVIII with a year-to-date operating surplus of $53,537 as of 31 August 2012.

Pending Business:

2013 Budget:

Mr. Vaughan informed the Board that he had been unable to prepare a second draft of CVIII’s 2013 budget in time for this meeting. After discussion, the Board and Mr. Vaughan agreed to hold a work session on the 2013 budget at 6:00 P.M. on Tuesday, September 23rd.

Chimneys:

Mr. Vaughan informed the Board that all paperwork required for permits had been filed with Arlington County and the contactor was waiting for approval from the county. Mr. Vaughan said that the contactor had decided to begin this project by rebuilding the chimney behind 1821 N. Rhodes St.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he continued in his efforts to obtain administrative approval from Arlington County for a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional.

Roofs:

Mr. Vaughan said that after priority repairs of the roof at 1821 N. Rhodes St. were completed work would begin on the roofs at the following addresses: 1720, 1721, 1725, 1729, 1732, 1736, 1800, 1801, 1808, 1812, and 1816 and 1817 Queens Lane; 1727 and 1735 N. Rhodes St.; and 1829 Wilson Blvd.

Basement Fire Alarm Systems:

Mr. Vaughan said that he was seeking competitive bids to replace water flow detection switches that were not sensitive enough to activate fire alarm bells in buildings with fire sprinkler systems in their basements. Mr. Vaughan said these switches had to be replaced in order for these fire alarm systems to pass annual inspections required by the Arlington County Fire Department.

Payment Card System for Laundry Machines:

Mr. Vaughan provided the Board with correspondence indicating that CVIII’s laundry machine contractor would be willing to install payment card systems for laundry machines in CVIII’s laundry rooms in exchange for a four-year contract extension of its contract with CVIII. The Board asked Mr. Vaughan to follow up on this correspondence and obtain a formal proposal for these card reader systems.

Building Entry Doors:

Mr. Vaughan told the Board that Precision Door would begin installing building entry door in three locations, which would replace doors recently installed by Precision that were the wrong size.

Storm Drainage Improvements:

Mr. Vaughan informed the Board that he was still trying to find the appropriate Arlington County staff member with whom to follow up on the Board’s request to have the County install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. These rocks would help prevent future blockages of these pipes.

Fencing:

Mr. Vaughan informed the Board that he had obtained a $2,250 proposal for a wrought iron railing on the south side of the sidewalk crossing the culvert serving Colonial Village Run.

New Business:

Public Safety:

Mr. Vaughan informed the Board that thieves had stolen a front door and a quarter-panel from a resident’s car while it was parked in CVIII’s lot. Mr. Vaughan agreed to have information about this incident sent to residents for whom his staff had email addresses. Mr. Gerrity agreed to alert residents and owners about this incident in the next edition of CVIII’s newsletter.

Security Gates:

Mr. Vaughan informed the Board that the locks on the Queens Lane security gates were frequently inoperable because they were broken and needed repairs. He described these locks as residential grade quality, and he suggested that replacing them with commercial grade locks would make them both more reliable and less expensive to maintain in the long run.

Building Entry Door Lighting:

The Board noted that some of the exterior lamps that illuminated building entry doors were damaged beyond repair. Mr. Vaughan said that this particular style of lamp was longer being manufactured. The Board discussed the possibility of purchasing similar lamps from CVI or CVII as replacements.

Irrigation System:

Mr. Gerrity briefed the Board and Mr. Vaughan on a walk-through of CVIII’s lawns that he had made with a contractor who agreed to provide a proposal to install an irrigation system for the Queens Lane and Wilson Blvd. lawns.

Annual Meeting:

After discussion, the Board decided to hold CVIII’s 2012 Annual Meeting and CVIII’s October 2012 Board Meeting in the Community Room located in 1701 N. Troy St.

October 2012 Board of Directors Meeting:

The October 2012 meeting of CVIII’s Board of Directors is scheduled to be held on Monday, October 15th 2012, immediately after CVIII’s 2012 Annual Meeting. Both meetings will be held in the Community Room located at 1701 N. Troy St.

Adjournment:

Mr. Haley moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved at 7:54 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

Colonial Village III

Board of Directors Executive Session Meeting

18 September 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:54 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments and personnel issues.

Adjournment:

Ms. Hagg moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hunt seconded this motion, and it was approved at 8:00 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

 Minutes

Colonial Village III

Annual Meeting

15 October 2012

Call to order:

With a quorum of unit owners voting by proxy and in person of 28.74%, Ms. Hunt called the meeting to order at 7:02 P.M. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and Michael Amato, Member at Large. Unit owners Daniel and Marie Fennel, Dana Jensen, Linda Johnson, Robert Midler, Peyton Palmore, Barry Yatt, Elaine Johnson, a resident, General Manager Chuck Vaughan, Assistant Manager Sonya Rainey, and Robert Craig, a regional supervisor with 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 minutes of the 11 October 2011 Annual Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved unanimously.

Unit Owners Forum:

Local Real Estate Development: Mr. Palmore asked when residential buildings under construction at 1900 Wilson Blvd. and 2001 Clarendon Blvd. would be completed. The Board said in approximately two years. Mr. Palmore also asked about the status of the renovation of the Colonial Village Apartment complex. The Board said that it nearly was nearly completed. The Board said that the company managing this property was not living up to its promise to police its grounds for litter and debris. Parking: Mr. Palmore asked if parking would be available to residents of Colonial Village in 2001 Clarendon’s garage. The Board said twelve spaces in this building’s garage would be available for monthly lease by residents of Colonial Village. If residents of Colonial Village did not take advantage of this opportunity, then these spaces would be offered for lease to the general public. Troy Street Extension: Mr. Palmore asked about the extension of Troy Street between Wilson Blvd. and Clarendon Blvd. The Board said that it was Arlington County land use policy to improve the flow of vehicular traffic around long blocks by (i) dividing them with new streets and (ii) locating service and parking garage entrances on side streets. Building Entry Doors: Mr. Palmore asked about the locking system installed on CVI and CVII building entrance doors. Mr. Vaughan said these locks cost about $1,000 per door and generally worked as designed. The Board noted that many of CVIII’s building entrance doors would have to be replaced if a similar system was installed in CVIII. CVII Landscaping: Mr. Palmore asked about ongoing landscaping improvements at CVII. Mr. Vaughan said these improvements were being done in two phases. Mr. Vaughan acknowledged that CVII was having a problem maintaining these improvements. Investor-Resident Owner Ratio: Linda Johnson told the Board that she was unable to obtain the most favorable rate available to refinance her mortgage because CVIII’s ratio of investor owners to resident owners had risen above one, and if buyers could not get the best rates for mortgages on CVIII units, then the market value of CVIII units was bound to fall. Ms. Johnson asked the Board to restrict the ownership of units to resident owners. She suggested allowing all existing units owners to lease their units if they so choose, but not new owners. Mr. Palmore suggested imposing a penalty fee on the lease of units. The Board said that it had been tracking changes in this ratio for some time, but CVIII’s Bylaws did not give it the authority to restrict the sale of CVIII units to resident owners or penalize owners who leased their units. The Board promised to keep this issue on its agenda. Exterior Lighting: Ms. Jensen said the lamp outside the entry door to her building was falling apart. Mr. Vaughan said this model was longer available. Mr. Vaughan and the Board said they were looking for a cost effective way to recycle similar lamps used in CVI and CVII as replacements. Airplane Noise: Ms. Jensen said that she was hearing more airplane noise because of an increase in the number of airplanes flying directly over Colonial Village. The Board said that runway repairs may have caused changes in flight paths for aircraft using Reagan National Airport. 2013 Assessments: Mr. Fennell asked about assessments for 2013. The Board said assessments for 2013 would not be increased. Laundry Machines in Units: Mr. Yatt and others asked about the possibility of installing laundry machines in units. The Board said the Site Plan for the conversion of

Colonial Village to condominiums forbade the installation of washing machines in units because sanitary sewer lines in buildings were too small. The Board said that the Arlington County Historic Affairs and Landmark Review Board would not allow the installation of exhaust vents in CVIII’s walls or windows. The Board said that CVII had obtained an estimate of $8,000 to $10,000 per unit for improvements to common element plumbing that would accommodate the installation of laundry machines in units. A Thank You: Mr. Midler and others thanked the Board, Mr. Vaughan and Ms. Rainey for theirs efforts during the past year.

Reports and Comments of Officers:

Ms. Hunt said that a spring party and a yard sale, both of which would be open all to residents of CVI, CVII and CVIII, were under consideration. Ms. Hagg, Mr. Haley Mr. Gerrity and Mr. Amato all thanked the other unit owners present for attending the meeting and encouraged them to become involved in the Board’s efforts to maintain and improve CVIII’s common elements and the quality life of its residents.

Management Report:

Mr. Vaughan reviewed the management of CVIII during 2012. He described CVIII’s finances as being in excellent condition, and he said he expected them to remain so as long as operating costs and the effects of inflation on reserve accounts were covered by CVIII’s budgets. Mr. Vaughan said that major projects undertaken during the year included replacing meter banks serving five buildings, roof repairs, and landscaping improvements. He said that work on rebuilding the chimneys located behind 1728 Queens Lane and 1821 N. Rhodes Street was stalled because Arlington County Historic Preservation staff would not issue a permit to unless CVIII agreed to reuse their bricks. Mr. Vaughan described reusing these bricks as expensive, labor intensive, work not covered by the contract approved by the Board for this project that could require rebidding the contract for this project. Mr. Vaughan said that he was hopeful that work on several storm water control projects and repairs to trim work around garage doors would be completed before year’s end. Mr. Vaughan noted that a door and body panel was stolen from a car parked in CVIII’s lot. Mr. Vaughan urged residents to be on the lookout for suspicious activity.

Committee Reports:

Mr. Gerrity gave an overview of how the Board planned and maintained CVIII’s landscaping.

Election of Members of the Board of Directors:

Ms. Hunt explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of directors. Ms. Hunt said that there were two vacancies for three-year terms this year. Inspectors of Election: Unit owners Dana Jensen and Robert Midler 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 Kevin Haley appeared as candidates on the proxy statements distributed prior to this meeting. Mr. Vaughan 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 Haley then briefly introduced themselves. Election Results: Messrs. Amato and Haley both received more than 50% of the common element interest voted by proxy and in person at this meeting, and both were therefor elected to three-year terms as members of CVIII’s Board of Directors.

Seating of Officers:

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

2013 Annual Meeting:

The date, time and location of CVIII’s 2013 Annual Meeting will be announced in September 2013.

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Ms. Hagg seconded this motion, and it was approved unanimously at 8:00 P.M.

 Minutes

Colonial Village III

Board of Directors Meeting

15 October 2012

Call to order:

Ms. Hunt brought the meeting to order at 8:12 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, Acting President; Laura Hagg, Acting Vice President; Kevin Haley, Acting Treasurer; Dennis Gerrity, Acting Secretary; Michael Amato, Acting Member at Large; Assistant Manager Sonya Rainey and General Manager Chuck Vaughan.

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 second draft of the minutes of the 28 September 2012 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Open Forum for CVIII Owners:

No unit owners other than Board members were present at this meeting.

Correspondence from Owners:

The Board reviewed a unit owner’s request for clarification of CVIII’s regulation of window treatments with respect to the installation of opaque films on bathroom windows. Ms. Rainey was asked and agreed to prepare an amendment to this regulation that would permit the installation of opaque films in bathroom windows.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

September 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of September which showed CVIII with a year-to-date operating surplus of $58,802 as of 30 September 2012. After discussion, the Board authorized Ms. Hunt to sign the “representation” letter to accompany the final draft of the audit of CVIII’s books for 2011.

Pending Business:

2013 Budget:

Mr. Gerrity moved that the Board approve a $641,490.40 budget for 2013. Ms. Hunt seconded this motion, and it was approved unanimously with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Chimneys:

Mr. Vaughan informed the Board that Arlington County Historic Preservation staff would not issue a permit to rebuild the chimneys located behind 1728 Queens Lane and 1821 N. Rhodes Street unless CVIII agreed to reuse their bricks. He explained that the existing bricks, which are called “sewer” bricks, are no longer being manufactured. Mr. Vaughan said that reusing the existing bricks would be very expensive because old mortar would have to be cleaned off of each one of these bricks by hand. This was work that was not included in the original RFP to rebuild these chimneys and it might require new bids. As an alternative, Mr. Vaughan suggested tuck pointing the brickwork in these chimneys, which would extend their lives for fifteen to twenty years. The Board asked and Mr. Vaughan agreed to obtain proposals for tuck pointing these chimneys. Mr. Vaughan said that a stainless steel flue had been installed in the chimney behind 1809 Queens Lane because this chimney did not have to be rebuilt. The Board discussed the possibility of removing CVIII from Arlington County’s historic preservation program to control the cost of rebuilding these chimneys.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he continued in his efforts to obtain administrative approval from Arlington County for a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional.

Payment Card System for Laundry Machines:

Mr. Haley moved that the Board approve a four-year extension of CVIII’s contract with the company that provides its laundry machines for in exchange for the installation of payment card systems for laundry machines in CVIII’s four laundry rooms. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Storm Drainage Improvements:

Mr. Vaughan informed the Board that he continued to have difficulty getting a response from Arlington County on CVIII’s request that the County install river rock around the inlet and outlet of the culvert that carried Colonial Village Run under CVIII’s sidewalk adjacent to the bike path. These rocks would help prevent future blockages of these pipes. Mr. Vaughan said that he had obtained proposals for these improvements from a contractor if the County did not act the Board’s request. These proposals were: (i) $3,898 to build a concrete swale on the inlet side of this pipe and other measures to control erosion: (ii) $2,498 to install rip-rap on both sides of this pipe and other measures to control erosion.

New Business:

Investor-Resident Owner Ratio: The Board discussed the increase in the ratio of investors to resident owners of CVIII units and the effects of this increase on the prices of CVIII units, the availability of mortgages and refinancing, and mortgage and refinancing interest rates. The Board took no action, but committed itself regular discussion of this issue at future meetings.

All Colonial Village Yard Sale: The Board discussed organizing a yard sale open to all residents of CVI, CVII and CVIII in the spring of 2013. The Wilson Boulevard sides of CVII and CVIII would be used for this event. Ms. Hunt agreed to discuss this event with representatives of CVI and CVII.

November 2012 Board of Directors Meeting:

The November 2012 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, November 19th 2012, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 9:02 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

Colonial Village III

Board of Directors Executive Session Meeting

15 October 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 9:02 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment:

Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 9:04 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

 Minutes

Colonial Village III

Board of Directors Meeting

19 November 2012

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, Acting President; Laura Hagg, Acting Vice President; Kevin Haley, Acting Treasurer; Dennis Gerrity, Acting Secretary; Michael Amato, Acting Member at Large; Assistant Manager Sonya Rainey and General Manager Chuck Vaughan.

Proof of Notice of Meeting:

All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Seating of the Board: Ms. Hunt moved that the Board be seated as follows: Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Reading and Approval of Minutes:

Mr. Gerrity moved that the second draft of the minutes of the 15 October 2013 Board of Directors Meeting be approved with two changes. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Open Forum for CVIII Owners:

No unit 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:

October 2012 Financial Update:

Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of October which showed CVIII with a year-to-date operating surplus of $59,228 as of 31 October 2012.

Pending Business:

Chimneys:

Mr. Vaughan said that stainless steel flues had been installed in the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street. Mr. Vaughan said that he had not obtained proposals from contactors to completely rebuild the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street reusing their existing bricks or,

alternatively, to rebuild only the upper ten feet or so and tuck point the rest of each. The Board and Mr. Vaughan discussed appealing the HALRB requirement that existing bricks would have to be reused to rebuild these two chimneys.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he made no progress during the past month in his efforts to obtain administrative approval from Arlington County for a change in CVIII’s Site Plan that would allow the conversion of the storage room located in the basement of 1821 N. Rhodes St. to a unit that could be sold as a residence or an office for use by a professional.

Payment Card System for Laundry Machines:

Mr. Vaughn informed the Board that the installation of payment card systems for laundry machines in CVIII’s four laundry rooms was in progress during the week of this meeting.

New Business:

Renovations:

After discussion, the Board asked and Mr. Vaughan agreed to prepare a resolution delegating to CVIII’s property manager the authority to approve applications to renovate units provided that unit owners provide CVIII’s property manager with the opinion of a structural engineer when moving of one or more walls as part of their renovations and proof that licensed electricians and plumbers are used when electrical and plumbing work requiring permits from Arlington County is part of their renovations. In the absence of such a resolution, Mr. Gerrity moved that the Board delegate the authority to approve renovations of a unit located in 1732 Queens Lane to CVIII’s property manager with the following stipulations: (i) the owners of this unit must provide CVIII’s property manager with the opinion of a structural engineer when moving of one or more walls as part of their renovations; (ii) the owners of this unit must provide CVIII’s property manager with proof that licensed electricians and plumbers are used when electrical and plumbing work require a permit from Arlington County is done to their unit. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Communicating with Owners and Residents:

The Board and Mr. Vaughan reviewed CVIII’s procedures for communicating with residents and owners with reference to a small fire that recently occurred in a unit. There was general agreement that formal procedures should be developed for communicating with residents and owners on routine and crisis matters, and Mr. Vaughan committed to providing a draft of such procedures for the Board’s consideration.

Amendment to Window Treatment Resolution:

After discussion, Mr. Haley moved that the Board approve an amendment to CVIII’s Window Treatment Resolution that permitted the use of neutral colored opaque film to cover bathroom windows. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Copy Charges Resolution:

After discussion, Mr. Haley moved that the Board approved a resolution establishing charges for labor and materials for copies of CVIII documents provided to residents and owners by CVIII’s property management office. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Waste Removal Contract:

Mr. Vaughan provided the Board with proposals to provide CVIII with household, recyclable and bulk trash service from the following companies: American Disposal Service, Clean Advantage, Patriot Disposal, Republic Services, and Thompson Hauling After discussion, Mr. Gerrity moved that the Board approve a

three-year contract with Thompson Hauling. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.

Landscaping:

The Board discussed removing two flowering pear trees that required expensive pruning because they were planted too close to a building.

Holiday Party: After discussion, the Board agreed to schedule the 2012 Colonial Village Holiday Party on Friday, December 7th, in the community room located in 1701 N. Troy Street.

January 2013 Board of Directors Meeting:

The January 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, January 28th 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.

Adjournment:

Ms. Hunt moved that this meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 8:15 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.

Colonial Village III

Board of Directors Executive Session Meeting

19 November 2012

Call to Order:

Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:15 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session meeting was to discuss delinquent assessments.

Adjournment:

Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Ms. Hagg seconded this motion, and it was approved at 8:25 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.