January 28, 2013 CVIII Board 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: Ms. Hunt moved that the first draft of the minutes of the 19 November 2012 Board of Directors Meeting be approved without change. Ms. Hagg 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: A resident complained that residents of 1801 Queens Lane were littering the lawn in front of this address with cigarette butts. Mr. Vaughan agreed to write a letter to the owner of their unit warning that fines for violation CVIII’s Bylaws and charges to pick up these butts would be imposed if this littering did not stop.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from a resident who complained that he had been bitten by a dog that another CVIII resident had allowed to run loose on CVIII’s grounds. The Board asked and Mr. Vaughan agreed to write the owner of the unit of the resident who owned this dog and inform them that CVIII’s By-laws required that pets must be leashed at all times when they are present in common areas of CVIII and failure to comply with CVIII’s By-Laws could lead to the imposition of fines.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
November and December 2012 Financial Updates: 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 $66,440 as of 30 November 2012. Mr. Vaughn told the Board that financial information for the month of December would not be available until CVIII’s books for 2012 were closed.
Pending Business:
Landscaping: The Landscaping Committee reported that an application to remove two flowering pear trees because they were planted too close to buildings had been submitted to Arlington County’s Historic Affairs and Landmark Review Board. An Arlington County arborist had inspected both trees and raised no objections to CVIII’s desire to remove them.
Chimneys: Mr. Vaughan said proposals were being sought to tuck point the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street and he hoped to have them available for the Board’s consideration at its February meeting. Mr. Vaughan said that he was attempting to control the engineering costs of soliciting these proposals by recycling material from previous rfps for renovations of these 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 had been completed.
Renovations: Mr. Vaughan informed the Board that Ms. Rainey was in the process of drafting a policy resolution delegating to CVIII’s property manager the authority to approve applications to renovate units and he hoped to have this draft available for the Board’s review at its February meeting.
Communicating with Owners and Residents: The Board and Mr. Vaughan discussed how to improve CVIII’s procedures for communicating with residents and owners on routine and crisis matters. Mr. Vaughan said that currently these procedures were informal and would have to be written up on paper in draft form for the Board’s consideration. The Board and Mr. Vaughan discussed establishing a Twitter account for CVIII. Mr. Gerrity agreed to post links on CVIII’s website to local news blogs such as Arlington Now and Arlington Patch, the Arlington County Police Department’s crime report internet page, and Arlington County’s E-Newsletter.
New Business:
Towing Service: Mr. Vaughan said that he was reviewing a resident’s complaint that she had been wrongfully charged $500 for towing and storage fees by CVIII’s towing service. The Board and Mr. Vaughan discussed other complaints and criticisms of the towing service CVIII used to remove vehicles parked illegally in its lot. The Board asked and Mr. Vaughan agreed to provide it with a copy of CVIII’s contract with this towing company and to look into obtaining competitive bids on this contact.
Speed Bumps on Rhodes Street: The Board and Mr. Vaughan discussed asking Arlington County to install speed bumps on the 1800 and 1900 blocks of Rhodes St.
Tree Stump at Troy St. and Wilson Blvd.: The Board asked and Mr. Vaughan agreed to contract Arlington County and the property management firm for the Colonial Village Apartments to request the removal of a very large tree stump that has been sitting at the corner of Troy St. and Wilson Blvd. for several months.
February 2013 Board of Directors Meeting: The February 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Thursday, February 21st 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.
Adjournment: Mr. Haley moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved at 8:02 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.
January 28, 2013 CVIII Board Executive Session Meeting
Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:03 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 CVIII’s 2011 draft audit, personnel issues and delinquent assessments.
Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 8:30 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.
February 21, 2013 CVIII Board Meeting Minutes
Call to order: Ms. Hunt brought the meeting to order at 7:02 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Amanda Hunt, President; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. Unit owner Peyton Palmore 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 first draft of the minutes of the 28 January 2013 Board of Directors Meeting be approved without change. Mr. Haley 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: A resident asked for the balance of the garage reserve account. Mr. Vaughan said he in the process of obtaining this information. There was also discussion of th use of charging stations in CVIII garage for electric vehicles.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents about unusual noises that seemed to be coming from the roof of 1733 Queens Lane or behind this building.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
December 2012 Financial Update: Mr. Vaughn told the Board that CVIII’s books for 2012 had been closed and an income statement, balance sheet and related documents for the month of December showed CVIII with an operating surplus of $68,827 for the year 2012. The Board asked and Mr. Vaughan agreed to use this surplus to create an operating reserve account equal to ten percent of CVIII’s operating budget. The Board asked and Mr. Vaughan agreed to show separate balances for Garage Reserve and Parcel 9 Reserve Accounts in financial documents Legum & Norman provided on monthly and annual bases.
Pending Business:
Landscaping: The Landscaping Committee reported that an application to remove two flowering pear trees had been approved by the Arlington County’s Historic Affairs and Landmark Review Board. The Board and Mr. Vaughan reviewed proposals to remove these two trees and do extensive pruning elsewhere on CVIII’s property and then agreed to award the contract for this work to the low bidder, McFall & Berry.
Chimneys: Mr. Vaughan said proposals would be requested from contractors to tuck point the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street and he hoped to have them available for the Board’s consideration at its March meeting. Mr. Vaughan said that he expected work on this project to begin in late April or early May of this year.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had reestablished communications with Arlington County with regard to obtaining approval from the 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.
Communicating with Owners and Residents:Mr. Vaughan said he was working with a Board member on a draft version of CVIII’s procedures for communicating with residents and owners on routine and crisis matters. He said he hoped to have this draft ready for the Board’s review at its next meeting.
Renovations:After discussion, Mr. Gerrity moved that the Board approve a resolution delegating to CVIII’s property manager the authority to approve applications to renovate units. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye.
Towing Service: Mr. Vaughan said that progress was being made in resolving as a resident’s complaint that she had been wrongfully charged $500 for towing and storage fees by CVIII’s towing service. Mr. Vaughan agreed to provide The Board with a copy of CVIII’s contract with this towing company and to look into obtaining competitive bids on this contact.
New Business:
Distribution of Minutes: The Board reviewed the distribution of Board meeting minutes and found no issues with respect to them being complete or made available to CVIII’s residents and owners as recommended by CVIII’s law firm.
Arlington County Civic Federation: Ms. Hunt asked for and received a commitment from a Board member to represent CVIII at the 5 March 2013 Arlington County Civic Federation Meeting.
March 2013 Board of Directors Meeting: The March 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Thursday, March 18th 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. Ms. Hagg seconded this motion, and it was approved at 7:43 p. m. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.
February 21, 2013 CVIII Board Executive Session Meeting Minutes
Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:45 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 CVIII’s 2011 draft audit, personnel issues and 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 8:00 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.
March 18, 2013 CVIII Board Meeting Minutes
Call to order: Ms. Hunt brought the meeting to order at 7:04 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: Ms. Hunt moved that the second draft of the minutes of the 21 February 2013 Board of Directors Meeting be approved without change. Ms. Hagg 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 CVIII unit owners other than Board members were present at this meeting.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence complaining about the unusual behavior of a resident in executive session
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
January 2013 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of January 2013 that showed CVIII with an operating surplus of $9,077 for the year 2013 as of January 31st, 2013. Mr. Haley reviewed how funds accumulated in the Replacement and Repair Reserve Account were being invested. Mr. Vaughan updated the Board on issues related to changes in Legum & Norman’s accounting system. Mr. Vaughan gave the Board a progress report on the resolution of questions raised in CVIII’s 2011 audit.
Pending Business:
Chimneys: Mr. Vaughan said proposals were still in the process of being requested from contractors to tuck point the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street and he hoped to have them available for the Board’s consideration at its April meeting.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that, while he had reestablished communications with Arlington County, he could report no progress with regard to obtaining approval from the 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.
Communicating with Owners and Residents: Mr. Vaughan said he continued to work with a Board member on a draft version of CVIII’s procedures for communicating with residents and owners on routine and crisis matters. He said he hoped to have this draft ready for the Board’s review at its next meeting.
Towing Service: After discussion, the Board asked and Mr. Vaughan agreed to request proposals to remove motor vehicles parked in CVIII’s lot in violation of CVIII regulations from four towing services located in Arlington County. The Board asked that this RFP clearly state CVIII wanted a towing service that would remove motor vehicles from CVIII’s lot only for violations specified by CVIII, that its drivers would operate their vehicles in a safe and responsible manner when present in CVIII’s parking lot, and that its drivers would make every effort to avoid damage to vehicles they towed. The Board asked and Mr. Vaughan agreed to change the guidelines for towing so that vehicles belonging to contractors, clearly marked as such and otherwise parked legally in CVIII’s lot, be exempt from towing, that vehicles with expired State and or County tags and stickers not be towed until sixty days after the expiration on these tags and or stickers, and that tow truck drivers check with property management before towing vehicles that appeared to wrecked.
New Business:
Insurance: Mr. Haley moved that the Board approve a $21,880.59 proposal to provide CVIII with insurance coverage for general liability, property, directors and officers, crime and fidelity, umbrella, and workers’ compensation. This policy would be effective from April 1, 2013 to April 1, 2014. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg and Ms. Hunt voting aye. The Board asked and Mr. Vaughan agreed to obtain competitive bids for CVIII’s insurance requirements next year.
Garage Reserve Account: Mr. Vaughan told the Board Mr. Vaughan said that he was in the process of reconstructing the Garage Reserve Account. Mr. Vaughan said Legum & Norman had mistakenly consolidated this account with the Replacement and Repair Reserve Account. The Board reminded Mr. Vaughan that were engineering expenses associated with tuck pointing the garage’s masonry and replacing its roof that should be charged to this account.
Wrought Iron Railings: Mr. Vaughan and the Board reviewed a $6,900 proposal to prep, prime and paint CVIII’s wrought iron railings. After discussion, the Board decided that that it would be more economical to have CVIII’s maintenance engineer to do this project.
April 2013 Board of Directors Meeting: The April 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, April 15th 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. Amato 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.
March 18, 2013 CVIII Board Executive Session Meeting Minutes
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 CVIII’s 2011 draft audit, possible covenant violations, and delinquent assessments.
Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 8:25 P. M. with Messrs. Amato, Gerrity and Haley, Mr. Hagg and Ms. Hunt voting aye.
April 15, 2013 CVIII Board 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; Laura Hagg, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Michael Amato, Member at Large; and General Manager Chuck Vaughan. CVIII unit owners Daniel English, Tanya Flemmons and Robert Midler, Richard Donahue, a CVIII resident, and Andrea Raggambi, a resident of CVI, also attended this meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Ms. Hunt moved that the draft of the minutes of the 18 March 2013 Board of Directors Meeting be approved without change. Ms. Hagg seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley, Ms. Hagg a nd Ms. Hunt voting aye.
Open Forum for CVIII Owners: Residents commented on a possible Colonial Village yard sale, CVIII’s towing service, electric vehicles and electric meters in garages.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence complaining about a resident who allowed their dog to run unleashed in common areas of CVIII in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report: See pending and new business.
Pending Business:
Chimneys: Mr. Vaughan asked the Board for guidance with respect to requesting proposals to tuck point the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street. After discussion, the Board asked and Mr. Vaughan agreed to obtain competitive proposals on this project.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had been advised by an Arlington County staff member that a minor site plan amendment would most likely be required 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 he would begin gathering information from contractors necessary for an application for this site plan amendment.
Towing Service: The Board and Mr. Vaughan reviewed problems residents of CVIII were having with Advanced Towing, the company CVIII is using to remove vehicles parked in CVIII’s lot in violation of its rules and regulations. Proposals from two other towing companies were discussed. Because the storage lots of the other companies were located in areas that were inconvenient to reach, the Board decided to continue to use Advanced Towing so long as there were no additional problems. Board member Michael Amato agreed to meet with the management of Advanced to make sure that they understood that their drivers could not make any more mistakes if Advanced wanted to continue to do business with CVIII.
Landscaping: The Board and Mr. Vaughan discussed planting beech trees along the west side of Colonial Village Run, watering plants, and summer annuals.
Communicating with Owners and Residents: There was general discussion of the types of events and situations about which CVIII’s property management office and the Board should inform residents and owners and how best to do so. Mr. Vaughan said he had a meeting scheduled with a CVIII resident who had expertise on the use of Twitter and similar social media to communicate with groups that might be used to improve CVIII’s procedures for communicating with residents and owners on routine and crisis matters. Mr. Vaughan said he hoped to have a draft version of these procedures ready for the Board’s review at its next meeting.
Reserve Accounts: Mr. Vaughan told the Board Mr. Vaughan said that he was working with Legum & Norman’s accounting department to reconstruct CVIII’s Garage and Parcel 9 Reserve Accounts.
New Business:
All Colonial Village Yard Sale: Ms. Hunt reported that she had discussed holding an All Colonial Village Yard Sale this spring with the CVI and CVII’s Board Presidents and the three agreed that it would be a good idea. Ms. Raggambi made an offer, which was promptly accepted, to assist organizing this event. After discussion, The Board agreed to allow the use of CVIII’s lawns along Wilson Blvd. and Rhodes St. for this event. Ms. Hunt, Ms. Raggambi and Mr. Vaughan agreed to work together on the details of organizing this event.
All Colonial Village Spring Party: Ms. Hunt reported that she had discussed holding an All Colonial Village Party this spring with the CVI and CVII Board Presidents and the three agreed that it would be a good idea, but none of the three was willing to take on the responsibility for organizing and managing such a party. The Board reviewed options for this party, and it agreed to further discussion at its May meeting.
May 2013 Board of Directors Meeting: The May 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, May 20th 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.
Adjournment: Ms. Hagg moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 8:17 P. M. with Messrs. Amato, Gerrity and Haley, Ms. Hagg and Ms. Hunt voting aye.
Aril 15, 2013 CVIII Board Executive Session Meeting Minutes
Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:17 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. Unit owner Robert Midler was also present. The purpose of this executive session meeting was to discuss Board membership, an alleged covenant violation, and delinquent assessments.
Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 8:27 P. M. with Messrs. Amato, Gerrity and Haley, Mr. Hagg and Ms. Hunt voting aye.
Return to Open Session Ms. Hunt reconvened the meeting in open session at 8:27 P. M. 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. Unit owner Robert Midler was also present.
Resignation of a Board Member: Laura Hagg resigned from CVIII’s Board of Directors. The Board, Mr. Milder and Mr. Vaughan thanked her for her three years of service to CVIII as a Board member.
Appointment of a Board Member: Ms. Hunt moved that the Board appoint Robert Midler, a CVIII unit owner since 1989, to replace Ms. Hagg on CVIII’s Board of Directors until CVIII’s 2013 Annual Meeting, at which time this position on CVIII’s Board would filled by a vote of CVIII’s unit owners. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity and Haley and Ms. Hunt voting aye.
Seating of the Board: Mr. Gerrity moved that CVIII’s Board of directors be seated as follows: Amanda Hunt, President; Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
Adjournment: Ms. Hunt moved that the meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 8:30 P. M. with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
May 20, 2013 CVIII Board 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; Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; CVIII unit owner Peyton Palmore; and General Manager Chuck Vaughan. Kelly Zonderwyk and Jeannine Altavilla, representatives of Arlington County’s Office of Sustainability and Environmental Management, also attended this meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Ms. Hunt moved that the draft of the minutes of the 15 April 2013 Board of Directors Meeting be approved without change. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, and Midler and Ms. Hunt voting aye.
Special Presentation: Ms. Zonderwyk and Ms. Altavilla gave a presentation on an Arlington County program, The Arlington Green Games, which is designed to encourage property managers and residents of apartment and condo buildings to reduce their impact on the environment through better choices of materials and products, reductions in energy and water use, increased waste diversion, and better transportation decisions. The format of the Arlington Green Games is friendly competition that encourages players to assess their sustainability practices and make improvements while reducing their emissions. The program is interactive and incorporates training, best practices and technical assistance along the way. More details can be obtained at www.ArlingtonGreenGames.com.
Open Forum for CVIII Owners: Mr. Palmore told the Board that he found the spring issue of CVIII’s newsletter informative and well-written.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
April 2013 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of April 2013 that showed CVIII with a net income of $48,600 for the year 2013 as of April 30th, 2013.
Pending Business:
Chimneys: Mr. Vaughan and the Board reviewed proposals from six firms to tuck point the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street. After discussion, Mr. Gerrity moved that the Board authorize Mr. Vaughan to accept the low bid, which was submitted by the Culbertson Company. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had scheduled a meeting with an architect to obtain an estimate of the cost of “concept drawings” for the conversion of the storage room located in 1821 N. Rhodes St. into one or two condominium units. These drawings must be submitted to the Arlington County Zoning Office in order to get the County to consider CVIII’s request to convert this storage room to one or two residential units.
Towing Service: Mr. Amato reported to the Board that he had spoken with owners and supervisors of Advanced Towing, the company CVIII is using to remove vehicles parked in CVIII’s lot in violation of its rules and regulations. He said they reviewed the process followed by Advanced Towing’s drivers when they tow a vehicle from CVIII’s lot; the process followed by Advanced Towing’s office staff when someone retrieves their vehicle; and Advanced Towing’s process for resolving complaints. Mr. Amato said that he had discussed the mistakes Advanced’s drivers had made towing vehicles from CVIII’s lot and the lengthy periods of time it took to resolve complaints. Mr. Amato said he had explained to Advanced that it must improve its service if it wanted to keep its contract with CVIII. Mr. Amato described Advanced’s attitude as cooperative, but he felt follow-up would be necessary to ensure improvements in service. Mr. Ambato suggested that improper tows could be reduced if a copy of CVIII’s contract with Advanced, which clearly states when a vehicle should be towed, was posted on a sign in CVIII’s lot. Mr. Amato also suggested the telephone number for the Arlington County Police also be posted in the parking lot so that someone whose vehicle was missing could check to see if it had been towed.
Communicating with Owners and Residents: Mr. Vaughan and the Board reviewed the types of events and situations about which CVIII’s property management office and the Board should inform residents and owners and how best to do so. There was general agreement that residents and owners should be made aware of what kinds of information they could expect from the property management office and the Board and when such information would be made available. Mr. Vaughan said he had been advised by a CVIII resident who had expertise on the use social media to communicate with groups that Twitter would not be a satisfactory medium for communicating with residents and owners on routine and crisis matters, but a Facebook account might work. Mr. Vaughan said that email blasts were currently being used to communicate with residents and owners, but their effectiveness was limited because a significant number of residents and owners had not given their email addresses to the property management office. The Board decided to use notices posted on laundry room bulletin Boards and CVIII’s newsletter to encourage residents and owners to provide their email addresses to the property management office.
Reserve Accounts: Mr. Vaughan told the Board Mr. Vaughan said that he continued to work with Legum & Norman’s accounting department to reconstruct CVIII’s Garage and Parcel 9 Reserve Accounts.
All Colonial Village Yard Sale: Ms. Hunt reported the All Colonial Village Yard Sale would be held on Saturday, July 13th with the following Saturday, July 20th as a rain day. Ms. Hunt said that a bake sale with its proceeds donated to a charitable cause would accompany the yard sale. Ms. Hunt said that there would be a website that would provide details about the organization of this event and residents that wished to participate in this event would have to register on this website.
Replacement Windows: The Board informed Mr. Vaughan that Arlington County’s Historic Affairs and Landmark Review Board (HALRB) had asked for a progress report on replacing non-conforming aluminum capping installed on replacement windows in a unit located in 1721 Queens Lane. There was discussion of replacement windows installed without authorization from CVIII’s Board and the HALRB.
New Business:
Meter Banks: Mr. Vaughan informed the Board that the next meter banks prioritized for replacement were those serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens Lane. Mr. Vaughan said he had requested proposals from Kolb Electric, Mona and Walsh Electric, but he had not yet received responses from the latter two. After discussion, the Board decided that it wanted this project to be completed before hot weather began in order to minimize inconvenience to residents. Mr. Gerrity moved that the Board authorize Mr. Vaughan to accept the low bid submitted by contractors as of May 31, 2013. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
Plumbing: Mr. Vaughan reviewed the installation of isolation valves in common element water lines. He explained that these valves reduced (i) the number of units affected by water cutoffs required for plumbing repairs and (ii) stress on common element water lines caused by cutoffs. After discussion, the Board authorized Mr. Vaughan to budget $2,000 annually for further installation of these valves where practical.
Common Hallway Lighting: The Board asked and Mr. Vaughan agreed to organize the replacement and repair of common hallway light fixtures that were broken or not functioning properly. The Board noted that Arlington County’s Historic Affairs and Landmark Review Board had approved a circular fixture to replace the rectangular fixtures that were installed when CVIII was converted to a condominium.
Reports from Officers:
Recycled Material for Renovations: Ms. Hunt provided the Board with information about a nonprofit organization, ReBuild Warehouse (rebuildwarehouse.org), which recycles appliances, flooring material, plumbing and electrical fixtures, cabinets, doors and other items that could be used to renovate condos and homes.
June 2013 Board of Directors Meeting: The June 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, June 17th 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.
Adjournment: Ms. Hunt moved that the open session of this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:27 P. M. with Messrs. Amato, Gerrity and Haley, Mr. Midler and Ms. Hunt voting aye.
May 20, 2013 CVIII Board of Directors Executive Session Meeting
Call to Order: Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 8:17 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss delinquent assessments and correspondence from residents.
Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 8:51 P. M. with Messrs. Amato, Gerrity and Haley, Mr. Midler and Ms. Hunt voting aye.
June 17, 2013 CVIII Board 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 Amanda Hunt, President; Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; and General Manager Chuck Vaughan. CVIII unit owner Tanya Flemmons 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 of the minutes of the 20 May 2013 Board of Directors Meeting be approved without change. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, and Midler and Ms. Hunt voting aye.
Open Forum for CVIII Owners: There were no speakers.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
May 2013 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of May 2013 that showed CVIII with a net income of $51,947 for the year 2013 as of May 31th, 2013. Mr. Vaughan said that the draft audit of CVIII’s books for 2012 was available for the Board’s review. Mr. Vaughan said that CVIII’s auditor had provided “Representation” letters for 2013 and 2014 for the Board to sign. The Board asked Mr. Vaughan to find out if it was appropriate for it to sign the 2014 “Rep” letter before 2014.
Pending Business:
Chimneys: Mr. Vaughan informed the Board that CVIII’s contract with the Culbertson Company to tuck point the chimneys behind 1728 Queens Lane and 1821 N. Rhodes Street was in the process of being finalized. Mr. Vaughan said work on this project would begin within fourteen days of receipt of permits required by Arlington County.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan and the Board reviewed “concept drawings” for the conversion of the storage room located in 1821 N. Rhodes St. into a condominium unit that could be used for residential or office purposes. These drawings were prepared by the architectural firm, Lewis Associates Ltd. Mr. Vaughan said these drawings would allow a mechanical engineer to develop a mechanical engineering plan for the routing of new utility lines and rerouting of existing utility lines. Mr. Vaughan said a general contractor would use the architectural drawings and the mechanical engineering plan to estimate the costs of converting this storage room to a unit. After discussion, Mr. Gerrity moved that the Board authorized Mr. Vaughan to spend up $5,000 to have a mechanical engineer to develop a mechanical engineering plan for the conversion of this storage room. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, and Midler and Ms. Hunt voting aye.
Towing Service: Mr. Vaughan and Mr. Amato reported that neither had been in contact with Advanced Towing during the past month with regard to a refund due a resident whose vehicle had been towed improperly.
Communicating with Owners and Residents: Mr. Vaughan and the Board discussed how to use laundry room bulletin Boards and the internet to improve communication from CVIII’s property management office and the Board to residents and owners on routine and crisis matters.
Garage Reserve Account: Mr. Vaughan told the Board that he and Legum & Norman’s accounting department had completed the reconstruction of CVIII’s Garage Reserve Account. Mr. Vaughan said that this account had a $13,000 deficit as of May 31st, 2013. Mr. Vaughan explained that this deficit existed because the accumulated balance in the Garage Reserve Account as of July 2010 and subsequent contributions to the Garage Reserve Account were insufficient to pay for masonry repairs and the installation of a new roof on the garage structure that were completed in 2010. Mr. Vaughan told the Board that he would have a “hard” number for this deficit as soon a bill was submitted for the repair of damage caused by a large limb that had recently fallen on the garage.
All Colonial Village Community Yard Sale: Ms. Hunt reported that ten to twelve Colonial Village residents had already indicated interest in participating in the All Colonial Village Community Yard Sale scheduled for Saturday, July 13th. Ms. Hunt said that a location had yet to be determined. There was discussion of rescheduling the July bulk trash pickup from the first to the fifteenth of the month to facilitate the removal of large items unsuccessfully put out for sale. Ms. Hunt asked and Mr. Vaughan agreed to have Ms. Bright send out a second email blast promoting the All Colonial Village Community Yard Sale.
Meter Banks: Mr. Vaughan recommended delaying until September or later replacing the meter banks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens Lane. Mr. Vaughan explained that he was having difficulties finding a date before mid-July for this work that was acceptable to Kolb Electric, Dominion Power and the dentist office. Mr. Vaughan said having this project done after hot weather ended would minimize inconvenience to residents of these addresses. The Board accepted Mr. Vaughan’s recommendation to delay this project until the fall.
Replacement Windows: Mr. Vaughan said that he had not contacted owners of a unit located in 1721 Queens Lane about replacing non-conforming aluminum capping installed on replacement windows in their unit.
New Business:
Common Hallway Lighting: The Board provided Mr. Vaughan with a list of residential hallway light fixtures that should be replaced because they were broken or not functioning properly. This list included many of the light fixtures in Buildings Two and Four. Mr. Kiman told the Board that replacement fixtures would cost about $25 a piece. The Board asked Mr. Vaughan to determine if it would be more economical to have Mr. Kiman or a contractor, such as Kolb Electric, replace these light fixtures.
July 2013 Board of Directors Meeting: The July 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 on Monday, July 15th 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.
Adjournment: Ms. Hunt moved that the open session of this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 7:40 P. M. with Messrs. Amato, Gerrity and Haley, Mr. Midler and Ms. Hunt voting aye.
June 17, 2013 CVIII Board of Directors Executive Session Meeting
Ms. Hunt brought Colonial Village III Board of Directors Executive Session Meeting to order at 7:40 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss delinquent assessments and use restrictions on limited common elements.
Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 8:40 P. M. with Messrs. Amato, Gerrity and Haley, Mr. Midler and Ms. Hunt voting aye.
July 15, 2013 CVIII Board 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 Amanda Hunt, President; Michael Amato, Vice President; Dennis Gerrity, Secretary; Robert Midler, Member at Large; CVIII unit owner Peyton Palmore; and General Manager Chuck Vaughan. Kevin Haley, Treasurer, was unable to attend this meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Ms. Hunt moved that the draft of the minutes of the 17 June 2013 Board of Directors Meeting be approved without change. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Midler and Ms. Hunt voting aye.
Open Forum for CVIII Owners: Mr. Palmore thanked the Board for its efforts.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
June 2013 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of June 2013 that showed CVIII with a net income of $52,344 for the year 2013 as of June 30th, 2013. Mr. Vaughan reminded the Board that the draft audit of CVIII’s books for 2012 was available for the Board’s review. After discussion, Mr. Gerrity moved that the Board authorize Ms. Hunt to sign the “Engagement” and “Representation” letters to CVIII’s auditor, Goldklang Group, for the 2013 audit of CVIII’s books. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Midler and Ms. Hunt voting aye.
Pending Business:
1728 Queens Lane and 1821 N. Rhodes Street Chimneys: Mr. Vaughan informed the Board that problems with Arlington County for permits for masonry renovations had been resolved and a meeting with the contractor and project manager had been scheduled to decide where equipment and supplies would be staged and how to provide parking spaces for the contractor’s employees.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had received a proposal for a mechanical engineering plan (MEP) for the routing of new utility lines and rerouting of existing utility lines in this storage room but he did not sign this proposal because its cost was greater than the amount the Board had authorized him to spend. Mr. Vaughan said that he would attempt to get a second proposal for a MEP.
Towing Service: Mr. Vaughan said that Advanced Towing had agreed to provide an outdoor sign listing “towable” offenses for CVIII’s lot and he would send the Board a copy the language proposed for this sign as soon as he received it. Mr. Vaughan reported that he had spoken with Advanced Towing during the past month with regard to a refund due a resident whose vehicle had been towed improperly, but he was unable to get a commitment from Advanced to make this refund. Mr. Vaughan and Mr. Amato said they would continue to pursue this issue.
Communicating with Owners and Residents:
There was discussion of a draft version of an informational brochure for new residents of CVIII prepared by Mr. Vaughan. Orientation meetings for new residents were discussed. Mr. Vaughan and the Board discussed ways to obtain the email addresses of residents and unit owners.
Garage Reserve Account: Mr. Vaughan told the Board that he and Legum & Norman’s accounting department had completed the reconstruction of CVIII’s Garage Reserve Account. Mr. Vaughan said that this account had a $13,722 deficit as of June 30thth, 2013
All Colonial Village Community Yard Sale: Ms. Hunt reported that the All Colonial Village Community Yard Sale had been rescheduled for Saturday, July 20th, because of recent rain storms. Ms. Hunt said that this event would be held in the courtyard adjacent to 2021 Key Blvd. Ms. Hunt asked and Mr. Vaughan agreed to have Ms. Bright send out additional email blasts notifying residents that the date for this event had been changed.
New Business:
Late Fees: Mr. Vaughan and the Board reviewed correspondence from CVIII’s law firm, Chadwick, Washington, informing the Board that the Virginia General Assembly recently amended the Virginia Condominium Act by adding a cap of five per cent on late fees on delinquent assessments effective 1 July 2013. After discussion, Ms. Hunt moved that CVIII comply with this change in the Virginia Condominium Act and reduce its late fee on delinquent assessments to $10 effective 1 July 2013. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Midler and Ms. Hunt voting aye.
Storm Drainage: Mr. Vaughan told the Board that recent rains had caused flooding in a storage room located in the basement of 1728 Queens Lane. Mr. Vaughan said he had been advised by a contractor that this flooding occurred because water was seeping through the north wall of this storage room because the ground outside this north wall was saturated due to water ponding on its surface. This contractor recommended eliminating the ponding problem by (i) digging out the north wall of this storage room to verify its integrity and make repairs if necessary; (ii) building up the ground outside this wall with water-impervious clay so that it had a positive slope which would cause water to flow away from this building and (iii) piping water from several downspouts to a nearby collection-distribution tank. The Board noted that this flooding had caused some damage to residents’ property and it decided not to seek additional proposals for this project so that this ponding problem could be corrected as quickly as possible. Mr. Gerrity moved that the Board authorize Mr. Vaughan to spend up to $7,000 to have this contractor make these storm drainage improvements. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Ms. Hunt voting aye.
Basement Fire Sprinkler Systems: Mr. Vaughan told the Board that a recent inspection had discovered that the flow meters that activate fire alarms in buildings with basements were not working because corrosion caused by electrolysis in the sprinkler systems was impeding the flow of water in these sprinkler systems. Mr. Vaughan said that a contractor had advised him that this corrosion could be eliminated by installing dielectric fittings between the copper and steel pipes in the fire sprinkler systems. The Board noted that CVIII’s fire insurance required that these flow meters function correctly, and it decided not to seek additional proposals for this project because this corrosion problem had be eliminated as quickly as possible. Mr. Gerrity moved that the Board authorize Mr. Vaughan to spend up to $10,000 to have a contractor install bronze fittings on the 26 flow meters in CVIII’s fire sprinkler systems. Ms. Hunt seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Ms. Hunt voting aye.
Common Hallway Lighting: Mr. Vaughan reported that Mr. Kiman had found a supply of lenses that would be used to replace damaged and discolored lenses in the residential hallway light fixtures used in Buildings Two and Four. Replacement lenses were not available for the type of light fixture used in the hallways of Buildings One and Three. Mr. Kiman would install HALRB approved circular light fixtures after he had consolidated the existing lenses in these two buildings.
August 2013 Board of Directors Meeting: The August 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, August 19th 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.
Adjournment: Ms. Hunt moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 7:53 P.M. with Messrs. Amato, Gerrity, Midler and Ms. Hunt voting aye.
July 15 2013 CVIII Board of Directors Executive Session Meeting
Call to Order: Ms. Hunt brought the Colonial Village III Board of Directors Executive Session Meeting to order at 7:40 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Michael Amato, Vice President; Dennis Gerrity, Secretary; Robert Midler, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss a violation of CVIII’s By-Laws and delinquent assessments.
Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 8:14 P.M. with Messrs. Amato, Gerrity and Midler and Ms. Hunt voting aye.
August 19, 2013 CVIII Board 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, President; Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; and General Manager Chuck Vaughan. CVIII resident John Durham, who is a Transportation Demand Management Planner for the Arlington County Dept. of Environmental Services, also attended this meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Ms. Hunt moved that the draft of the minutes of the 15 July 2013 Board of Directors Meeting be approved without change. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
Open Forum for CVIII Owners: No comments were made in the open forum portion of this meeting.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in new business and in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Bicycle Storage in CVIII: Mr. Haley and Mr. Durham informed the Board that areas currently being used to store bicycles in storage rooms located in the basements of 1808 and 1809 Queens Lane had the capacity to store at least 32 bikes using a combination of floor mounted “U” racks and vertical racks that could be bolted to walls and structural concrete columns. Using these racks in these rooms would provide space to store bicycles currently kept in the storage room located in basement of 1821 Rhodes St. in the event that the Board decided to convert the latter into a residential unit. Mr. Haley and Mr. Durham estimated that it would cost approximately $6,000 to purchase and install these new racks in the bicycle storage areas of 1808 and 1809 Queens Lane. This $6,000 would also cover the cost of cleaning and painting these bike storage areas and disposing of the old bike racks and other material that had been abandoned in them.
Management Report:
July 2013 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of July 2013 that showed CVIII with a net income of $59,972 for the year 2013 as of July 30th, 2013.
Pending Business:
1728 Queens Lane and 1821 N. Rhodes Street Chimneys: Mr. Vaughan informed the Board that scaffolding was currently being installed on the chimney behind 1782 Queens Lane and he expected tuck-pointing this chimney to begin within a few days. Mr. Vaughan said work on the chimney behind 1821 Rhodes would not begin until OSHA requirements for scaffolding erected in close proximity to power lines had been satisfied.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: After discussion, Mr. Gerrity moved that Board approve a proposal from the consulting engineering firm GHT Limited for a mechanical engineering plan for the routing of new utility lines and rerouting of existing utility lines that would facilitate the conversion of a 1821 Rhodes storage room to a residential unit. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
Towing Service: Mr. Vaughan said that he had not yet received a copy of the language listing “towable” offenses for the outdoor sign for CVIII’s parking lot promised by Advanced Towing, but, as soon as he received it, he would send it for the Board’s review. Mr. Vaughan reported that he continued to try to resolve a request for a refund from a resident who claimed their vehicle had been towed improperly by Advanced.
Communicating with Owners and Residents: There was general discussion of ways to improve communication between property management and owners and residents.
Storm Drainage: Mr. Vaughan informed the Board that a contactor had found storm drainage issues affecting the building foundation on the north and east sides of 1821 Rhodes St. that could lead to water infiltration affecting several units at this address. This contractor recommended eliminating this problem by (i) digging out the foundations of these walls to verify their integrity and make repairs if necessary; (ii) sealing the below grade sections of these walls with Thuroseal; (iii) building up the ground outside these walls with water-impervious clay so that it had a positive slope which would cause water to flow away from this building and (iv) connecting a downspout to an existing drainage pipe. The Board authorized Mr. Vaughan to have this work done.
Basement Fire Sprinkler Systems: Mr. Vaughan told the Board that Anderson Fire Protection had begun installing dielectric fittings between the copper and steel pipes in the fire sprinkler systems in CVIII’s basements. These fittings were supposed to eliminate corrosion caused by electrolysis in the sprinkler systems pipes. The corrosion was impeding the flow of water in these sprinkler systems though flow meters that activate fire alarms in these buildings systems. Mr. Vaughan said that Anderson had not given him a completion date for this project.
New Business:
Gates: Mr. Vaughan informed the Board that the Wilson Blvd. and bike path gates had not been operable on a regular basis because a series of system problems and vandalism. Mr. Vaughan said that he was working with Baldino’s and Federal Lock on repairs and system upgrades. The Board suggested and Mr. Vaughan agreed to find out if the magnetic lock system on gates used to control access to the Rosslyn Heights Apartment complex could be used in CVIII. The Board asked and Mr. Vaughn agreed to have these gates secured in an open position when the locks were not functioning properly.
All-Colonial Village Web Site: The Board and Mr. Vaughn reviewed a proposal from AtHomeNet to provide a website that would be shared with CVI, CVII and CVIII. This shared website would be organized with a home page that would provide general information common to all three communities with links to individual sites for each community. No changes were envisioned for CVIII’s current web site. The Board agreed to share in the expense of this “gateway” site.
Noisy Restaurant Patrons: The Board and Mr. Vaughan reviewed a complaint from a resident about noisy restaurant patrons in the vicinity of Wilson Blvd. and Rhodes St. around closing time. Members of the Board noted that it had received similar complaints in the past about restaurants in the Colonial Village Shopping Center. In discussion, the Board pointed out that the Arlington County Noise Ordinance has been declared unconstitutional and, until the County passes a new noise ordinance, challenging the use permits that Arlington County issues to restaurants might be the only effective way for residents to get relief from this problem. The Board asked and Mr. Vaughan agreed to refer residents with complaints about restaurant noise to Mr. Kenneth Wright of Arlington County Zoning Enforcement at 703 228 0589.
Landscaping: Installation of new and replacement plants, trees and ground cover at various locations was discussed.
2014 Budget: There was preliminary discussion of CVIII’s 2014 budget.
September 2013 Board of Directors Meeting:
The September 2013 meeting of CVIII’s Board of Directors is scheduled to be held at 7:00 P.M. on Monday, September 16th 2013, in the conference room in the Colonial Village Property Management Office located at 1903 Key Blvd.
2013 Annual Meeting: CVIII’s 2013 annual meeting has been scheduled to be held at 7:00 P.M. on Monday, 7 October 2013 in the community room at 1701 N. Troy Street. Registration will begin at 6:45 P.M.
October 2013 Board of Directors Meeting: CVIII’s October Board of Directors meeting will be held on Monday, 7 October 2013. It will begin immediately after CVIII's 2013 annual meeting in the community room at 1701 N. Troy Street.
Adjournment:
Ms. Hunt moved that the open session of this meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 8:29 P.M. with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
August 19, 2013 Board of Directors Executive Session Meeting
Call to Order: Ms. Hunt brought the Colonial Village III Board of Directors Executive Session Meeting to order at 8:30 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Amanda Hunt, President; Michael Amato, Vice President; Treasurer Kevin Haley; Dennis Gerrity, Secretary; Robert Midler, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss correspondence from owners, CVIII’s investment policy and delinquent assessments.
Adjournment: Ms. Hunt moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 9:00 P.M. with Messrs. Amato, Gerrity, Haley and Midler and Ms. Hunt voting aye.
September 16, 2013 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 6:54 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; CVIII resident Elaine Johnson; Maintenance Engineer Stan Kiman; and General Manager Chuck Vaughan. CVIII unit owner Linda Johnson arrived shortly after the start of this meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Amato moved that the draft of the minutes of the 19 August 2013 Board of Directors Meeting be approved without change. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Open Forum for CVIII Owners: No comments were made in the open forum portion of this meeting.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in new business and in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
August 2013 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of August 2013 that showed CVIII with a net income of $46,502 for the year 2013 as of August 30th, 2013.
Pending Business:
1728 Queens Lane and 1821 N. Rhodes Street Chimneys: Mr. Vaughan informed the Board that tuck-pointing the chimney behind 1728 Queens Lane had been completed. Mr. Vaughan said work on the chimney behind 1821 Rhodes would not begin until OSHA requirements for scaffolding erected in close proximity to power lines had been satisfied.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that a signed agreement for a mechanical engineering plan for the routing of new utility lines and rerouting of existing utility lines had been sent to the consulting engineering firm GHT Limited. Mr. Vaughan said that he expected this project to be completed within a month. The Board noted the conversion of this storage room to a unit would change the common element interests of CVIII’s unit owners. The Board asked and Mr. Vaughan agreed to find out from CVIII’s lawyers if language in CVIII’s Declaration stating that CVIII is an “expandable condominium” gave the Board the authority to make these changes or did they have to be approved as an amendment to CVIII’s documents by a requisite majority of CVIII’s unit owners.
Towing Service: Mr. Vaughan reported that a refund had been obtained for a resident whose vehicle had been towed improperly by Advanced Towing. Mr. Vaughan said that he had not yet received a copy of the language listing “towable” offenses for the outdoor sign for CVIII’s parking lot promised by Advanced Towing, but, as soon as he did receive it, he would send it for the Board’s review.
Communicating with Owners and Residents: After discussion, the Board decided that residents and unit owners should be advised that they must provide their email addresses and telephone numbers to CVIII’s property management office if they wanted to be notified about emergencies affecting their unit in CVIII during the normal business hours of CVIII’s property management office. Notices posted on common area bulletin Boards, notices delivered by hand to units and CVIII’s website would continue to be used to provide information about the day-to-day operations of CVIII.
Storm Drainage: Mr. Vaughan informed the Board that storm drainage improvements on the north and east sides of 1821 Rhodes St. had been completed.
Basement Fire Sprinkler Systems: Mr. Vaughan told the Board that Anderson Fire Protection continued to work on installing dielectric fittings between the copper and steel pipes in the fire sprinkler systems in CVIII’s basements. Mr. Vaughan said that Anderson’s work effort on this project was sporadic and he was uncertain when it would be completed.
Gates: Mr. Vaughan informed the Board that he expected installation of new key pads and other repairs to CVIII’s gates to be completed by Tuesday 17 September 2013.
2014 Budget: Mr. Vaughan and the Board reviewed the first draft of CVIII’s 2014 budget. The Board questioned the need for a 4.4% increase in assessments in Mr. Vaughan’s first draft of the 2014 budget.
New Business:
2014 Reserve Study: The Board and Mr. Vaughn discussed CVIII’s 2005 and 2009 Reserve Studies. Mr. Vaughan was asked and agreed to obtain proposals to have a similar study done in 2014.
Exterior Painting: Mr. Vaughan informed the Board that he was in the process of obtaining multiple bids to paint CVIII’s exterior wooden surfaces because the existing paint was deteriorating in many places.
Building Entrance Light Fixtures: Mr. Vaughan informed the Board that three exterior light fixtures had to be replaced. Mr. Vaughan said CVIII’s historic status required that these light fixtures be replaced with identical fixtures, and the only way this could be done was with custom made fixtures costing $540 apiece because the type of fixture used in CVIII was no longer being manufactured and close substitutes were not available. The Board noted that CVI and CVII also had the “historic” light fixtures. The possibility of salvaging some these fixtures from CVI or CVII if either community decided to replace them was discussed.
Gutters: Mr. Vaughan informed the Board that the gutters on three mansard roofs needed repairs. The Board authorized him to have this work done. Mr. Vaughan, Mr. Kiman and the Board reviewed several proposals to clean CVIII’s gutters. Mr. Kiman said that he would clean the gutters on mansard roofs. There was general agreement that a contractor should be hired to clean gutters on gabled roofs.
Building Three Masonry Repairs: Mr. Vaughan and the Board reviewed a proposal from Building Envelope Consultants to provide project management and engineering services for masonry repairs to Building Three.
Carpet Cleaning: The Board asked and Mr. Vaughan agreed to have common area carpeting in CVIII’s buildings cleaned during October.
Window Cleaning: The Board asked and Mr. Vaughan agreed to obtain multiple proposals to clean the exterior sides of windows in units and common areas.
2013 Annual Meeting: CVIII’s 2013 annual meeting has been scheduled to be held at 7:00 P.M. on Monday, 7 October 2013 in the community room at 1701 N. Troy Street. Registration will begin at 6:45 P.M.
October 2013 Board of Directors Meeting: CVIII’s October Board of Directors meeting will be held on Monday, 7 October 2013. It will begin immediately after CVIII's 2013 annual meeting in the community room at 1701 N. Troy Street.
Adjournment: Mr. Haley moved that the open session of this meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 8:25 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Colonial Village III
September 16, 2013 CVIII Board of Directors Due Process Hearing
Call to Order: Mr. Amato called the due process hearing to order at 7:00 P.M. Present at that time were Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; CVIII resident Elaine Johnson; and General Manager Chuck Vaughan. CVIII unit owner Linda Johnson arrived shortly after the start of the hearing.
By-Law Violation:
Elaine and Linda Johnson appeared at this hearing to respond to a demand letter sent by Property Management on 22 August 2013. Linda Johnson is the nonresident owner of unit #175 at 1724 Queens Lane. Elaine Johnson, Linda’s mother, resides in unit #175. This demand letter requested the removal of a window fan that had been installed in a window in Ms. Johnson’s unit in violation of Article XI, Section 1, Paragraph (j) of CVIII’s By-Laws. The Johnsons acknowledged the presence of this fan in the bathroom window of unit #175. They explained that its purpose was to ventilate the bathroom, which helped control mold caused by humidity generated by bathing. Elaine Johnson explained that she was allergic to mold. The Johnsons said this fan was in an inconspicuous location and it made very little noise. The Johnsons asked to be allowed to keep this fan in this window. The Board agreed to consider their request.
September 16, 2013 CVIII Board of Directors Executive Session Meeting
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 8:26 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Michael Amato, Vice President; Treasurer Kevin Haley; Dennis Gerrity, Secretary; Robert Midler, Member at Large; and General Manager Chuck Vaughan. The purposes of this executive session were to conduct discuss correspondence from owners, covenant violations, legal matters, and delinquent assessments.
Adjournment: Mr. Gerrity moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 9:14 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.
October 7, 2013 CVIII Annual Annual Minutes
Call to order: With a quorum of unit owners voting by proxy and in person of 28.06%, Ms. Hunt called the meeting to order at 7:03 P.M. Present at that time were Amanda Hunt, President; Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and Robert Midler, Member at Large. Unit owners Cheryl Concelmen, Mahmoud Ghannam, Shirley McAlhaney, Peyton Palmore, Burton Pakull, General Manager Chuck Vaughan, and Assistant Manager Terrie Tinney 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 15 October 2012 Annual Meeting be approved without change. Mr. Amato seconded this motion, and it was approved unanimously.
New Assistant Property Manager: Mr. Vaughan announced that Sonya Rainey, CVIII’s assistant property manager for the past five years, had been promoted by Legum & Norman to manage the 1800 Wilson Boulevard Condominium. He introduced Teresa Tinney as CVIII’s new assistant property manager. Mr. Vaughan said Ms. Tinney had extensive experience in property management and other aspects of the real estate industry. Ms. Tinney was welcomed to CVIII by the unit owners attending this meeting. Mr. Vaughan was asked and agreed to convey unit owners’ thanks to Ms. Rainey for the excellent job she had done as CVIII’s assistant property manager for the past five years.
Unit Owners Forum:
Zone 4 Parking Enforcement: Ms. Concelman said that Arlington County did not appear to be enforcing Zone 4 parking restrictions until 10 p.m. or later. She said this inconvenienced Colonial Village residents because 10 p.m. was well past the time most had returned home for the day, generally between the hours of 5 p.m. and 7 p.m., when spaces are in highest demand for both residents and those patronizing nearby restaurants. Ms. Concelman asked if there was a phone number she could call to request service from Arlington County Parking Enforcement during evening hours. The Board agreed to ask Arlington County to step up its enforcement of Zone 4 restrictions during the early hours of the evening. Unused Handicap Parking Spaces: Ms. Concelman said that the two handicap parking spaces on Rhodes St. next to the entrance of CVIII’ sparking lot were frequently empty. She asked Mr. Vaughan to find out if Arlington County would return at least one of these spaces for use by the general public. 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. Members of the Board pointed out that, with the exception of an occasional homeless person sleeping in a hallway during the winter months, CVIII did not have a history of criminal events that would justify the expense of installing and maintaining these locks. Ms. McAlhaney questioned the effectiveness of locking building entry doors given that mailmen, UPS, FedEx and other delivery service employees, people delivering newspaper, contractors, not to mention friends of residents would all have the access codes for these locks. Garage Reserve Account: Mr. Palmore thanked Mr. Vaughan for providing him with precise information about the garage reserve account deficit. He asked and the Board and Mr. Vaughan agreed to notify the other garage owners about this deficit. He asked that the garage owners be required to pay off this deficit at a modest rate. Adequate Reserves:
Mr. Ghannam reminded the Board that CVIII had never had a special assessment, and he urged the Board to maintain adequate funding of CVIII’s Reserve Accounts. Noisy Lawn Parties: Ms. McAlhaney said that she had been disturbed by several noisy lawn parties recently. The Board said that CVIII’s Bylaws prohibited residents and their guests from making noise that disturbed others residents of CVIII regardless of the time of day and regardless of the location of the noisy activity, i.e. in a unit or a common area of CVIII. Owners who hosted, or had tenants who hosted noisy lawn parties, were liable for fines and others penalties if the Board received a credible complaint about their behavior. Investor-
Resident Owner Ratio: Mr. Ghannam asked what percentage of CVIII’s unit owners were investors. Mr. Vaughan and the Board said that it was about 55%. Mr. Ghannam said this meant CVIII units were no longer eligible for FHA financing, which had to make it more difficult for existing owners to sell their units because prospective buyers would have to be able to make 20% cash down payments. Mr. Ghannam said the lack of FHA financing also made it difficult for existing owners to refinance mortgages. The Board said that it was well aware of this problem, 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.
Reports and Comments of Officers:
Ms. Hunt said that she decided not to run for another term on CVIII’s Board because she felt CVIII would be better off with a Board member who lived on the property. She said she enjoyed her service on CVIII’s Board. Her fellow Board members assured her that CVIII was a better place in which to live because of her efforts as a Board member. Ms. Hunt said she planned to stay involved, and, in particular, she would work to make the yard and bake sale, which she helped organize this past summer, become an annual event. Thank You: Mr. Amato, Mr. Gerrity, Mr. Haley, Ms. Hunt and Mr. Midler 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. Speaking for all of CVIII’s unit owners, the Board thanked Mr. Vaughan for his efforts during the past year.
Management Report:
Mr. Vaughan reviewed the management of CVIII during 2013. 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 correcting water infiltration and storm drainage problems affecting 1728 Queen Lane and 1821 Rhodes St. He said renovating the masonry of the chimney located behind 1728 Queens Lane had been completed, but work on the chimney behind 1821 N. Rhodes Street was stalled because the contractor, Culbertson, and Dominion Power could not find a way to satisfy OSHA requirements for scaffolding erected in close proximity to power lines. Mr. Vaughn said corroded pipe that interfered with the operation of the flow switches in basement fire sprinkler systems was being replaced. Mr. Vaughan said the Wilson Blvd. and bike path gates were functioning again after new key-pads had been installed and other improvements and repairs had been made. He said Mr. Kiman had replaced rotted wooden trim around the garage doors and was in the processes of painting CVIII’s wrought iron railings.
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 Mahmoud Ghannam and Shirley McAlhaney were appointed inspectors of the election of members of CVIII’s Board of directors. Candidate for Election to Board of Directors: The name of Robert Midler appeared as a candidate 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. Mr. Midler then briefly introduced himself. Election Results: Mr. Midler received more than 50% of the common element interest voted by proxy and in person at this meeting, and he was therefore elected to a three-year term as a member of CVIII’s Board of Directors.
Seating of Officers: The Board did not vote on the seating of its officers at this meeting.
2014 Annual Meeting: The date, time and location of CVIII’s 2014 Annual Meeting will be announced in September 2014.
Adjournment: Mr. Palmore moved that this meeting be adjourned. Ms. Hunt seconded this motion, and it was approved unanimously at 8:04 P.M.
October 7, 2013 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 8:05 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Michael Amato, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Robert Midler, Member at Large; Assistant Manager Teresa Tinney; and General Manager Chuck Vaughan. Unit owners Cheryl Concelmen, Mahmoud Ghannam, Shirley McAlhaney, and Peyton Palmore were present for part or all of the open session of this meeting,
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Seating of the Board: Mr. Gerrity moved that CVIII’s Board of Directors be seated as follows: Michael Amato, President; Robert Midler, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary. Mr. Midler seconded this motion and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Reading and Approval of Minutes: Mr. Haley moved that the draft of the minutes of the 16 September 2013 Board of Directors Meeting be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Open Forum for CVIII Owners: No comments were made in the open forum portion of this meeting.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in new business and in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
September 2013 Financial Update: Subsequent to this meeting, Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of September 2013 that showed CVIII with a net income of $44,402 for the year 2013 as of September 30, 2013.
Pending Business:
1728 Queens Lane and 1821 N. Rhodes Street Chimneys: Mr. Vaughan informed the Board that tuck-pointing the chimney behind 1728 Queens Lane had been completed. Mr. Vaughan said work on the chimney behind 1821 Rhodes would not begin until OSHA requirements for scaffolding erected in close proximity to power lines had been satisfied. Mr. Midler and Mr. Haley noted that CVIII gave Dominion Power an easement to install these power lines. Mr. Midler said that it would be unusual if this easement did not contain language that guaranteed CVIII access to its property in order to maintain its buildings. Mr. Vaughan was asked and agreed to have CVIII’s law firm review this easement for such language.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that GHT Limited had not made any progress in producing a mechanical engineering plan for the routing of new and existing utility lines because it had not received the architect’s concept drawings for the conversion of this storage to residential unit.
Towing Service: Mr. Vaughan and the Board reviewed a proposed list of “towable” offenses that would be displayed on a new outdoor sign for CVIII’s parking lot to be supplied by Advanced Towing. The Board suggested that this list of “towable” offenses include parking in fire and drive lanes.
Basement Fire Sprinkler Systems: Mr. Vaughan told the Board that Anderson Fire Protection continued to work on installing dielectric fittings between the copper and steel pipes in the fire sprinkler systems in CVIII’s basements. Mr. Vaughan said that Anderson’s work effort on this project was sporadic and he was uncertain when it would be completed.
Gates: Mr. Vaughan informed the Board that the installation of new key pads and other repairs to CVIII’s gates had been completed. Mr. Vaughan said that a sign had been installed on the Wilson Blvd. gate asking users not to open this gate any more than ninety degrees with reference to its fence, and it appeared that people were cooperating with this request.
Exterior Painting: Mr. Vaughan and the Board reviewed a proposal from Renaissance Painting to paint CVIII’s exterior wooden surfaces. The Board asked and Mr. Vaughn agreed to obtain additional proposals for this project.
Gutters: Mr. Vaughan and the Board reviewed a proposal from TWC to repair and clean gutters and downspouts. The Board asked and Mr. Vaughn agreed to obtain additional proposals for this project.
Building Three Masonry Repairs: Mr. Vaughan and the Board reviewed a proposal from Building Envelope Consultants to provide project management and engineering services for masonry repairs to Building Three.
Meter Stacks: Mr. Vaughan informed the Board that Kolb Electric and Dominion Power were getting organized to replace the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens Lane during November. Mr. Vaughan said that he would begin notifying residents of these buildings as soon as a date was set for this project.
New Business:
Lawn Service and Snow Removal Contracts: After discussion, Mr. Gerrity moved that the Board approve a two-year contract with McFall & Berry for lawn service and snow removal service. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye. The Board asked and Mr. Vaughan agreed to inform McFall & Berry that CVIII wanted this contract to cover the removal of all debris generated by the normal maintenance of CVIII’s landscaping.
November 2013 Board of Directors Meeting: The November 2013 meeting of CVIII’s Board of Directors is scheduled to be held on at 7:00 P.M. on Monday, 18 November 2013, in the conference room in the Colonial Village Property Management Office at 1903 Key Blvd.
Adjournment: Mr. Gerrity moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 8:48 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.
October 7, 2013 CVIII Board of Directors Executive Session Meeting
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 8:48 P.M., and called the roll of Colonial Village III’s Board of Directors Present at that time were Michael Amato, President; Robert Midler, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Assistant Manager Teresa Tinney; and General Manager Chuck Vaughan. The purposes of this executive session were to discuss correspondence from owners, covenant violations, legal matters, and delinquent assessments.
Adjournment: Mr. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 9:05 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.
November 18, 2013 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 6:50 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Michael Amato, President; Robert Midler Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; 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. Haley moved that the draft of the minutes of the 8 October 2013 Board of Directors Meeting be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Open Forum for CVIII Owners: No comments were made in the open forum portion of this meeting.
Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in new business and in executive session.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
Management Report:
October 2013 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of October 2013 that showed CVIII with net income of $44,837 for the year 2013 as of 31 October 2013.
Pending Business:
1728 Queens Lane and 1821 N. Rhodes Street Chimneys: Mr. Vaughan informed the Board that tuck-pointing the chimney behind 1821 Rhodes was still on hold until a way to satisfy OSHA requirements for scaffolding erected in close proximity to power lines had been determined.
Meter Stacks: Mr. Vaughan informed the Board replacing the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens had been postponed until the spring of 2014 because of scheduling conflicts.
Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that CVIII’s law firm had informed him that an amendment to CVIII’s By-laws will be necessary to convert the storage room located in 1821 Rhodes Street to a residential unit, and this amendment may require the approval of all of CVIII’s unit owners and, perhaps, even financial institutions holding mortgage on CVIII’s units. The Board asked and Mr. Vaughan agreed to obtain from CVIII’s law firm an estimate of the cost of preparing and submitting this amendment to CVIII unit owners for their approval before proceeding any further with this project.
Towing Service: Mr. Vaughan and the Board reviewed the list of “towable” offenses that would be displayed on the outdoor sign for CVIII’s parking lot promised by Advanced Towing. The Board asked that this list include the following entries: county sticker 60 days past expiration date; state tags 60 days past expiration date; safety inspection sticker 60 days past expiration date; parking in more than one space; parking in fire and drive lanes.
Basement Fire Sprinkler Systems:
Mr. Vaughan told the Board that Anderson Fire Protection had completed installing dielectric fittings between the copper and steel pipes in the fire sprinkler systems in CVIII’s basements. After discussion, Mr Gerrity moved that the Board authorize Mr. Vaughan to have Anderson flush the fire sprinkler systems in CVIII’s basements to ensure that there was no debris in the pipes that would interfere with the operation of these sprinkler systems. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Gates: Mr. Vaughan and the Board reviewed damage done to CVIII’s Wilson Boulevard gate over the last several months and agreed that there was sufficient reason to suspect that one or more individuals had repeatedly vandalized this gate. Because repairing this vandalism cost several thousand dollars, the Board decided to offer a $500 reward for information leading to the arrest and conviction of those responsible for this or any other criminal damage to CVIII property.
Exterior Painting: Mr. Vaughan informed the Board that he continued to pursue multiple bids to paint CVIII’s exterior wooden surfaces in 2014.
New Business:
Custodial Contract: After discussion, Mr. Haley moved that the Board approve a three-year contract with Clean Advantage Corporation for janitorial service for CVIII with instructions to Mr. Vaughan to negotiate a reduction in the annual percentage increases specified in this contract. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye. After discussion, Mr. Amato moved that the Board approve an addendum to this contract giving CVIII’s janitor an hourly wage increase. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
January 2014 Board of Directors Meeting: CVIII’s January Board of Directors meeting will be held at 7:00 P.M. on Monday, 20 January 2014, in the conference room of the Colonial Village Property Management Office at 1903 Key Blvd.
Adjournment: Mr. Haley moved that the open session of this meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 8:10 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.
November 18, 2013 Board of Directors Executive Session Meeting
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 8:10 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Michael Amato, President; Robert Midler Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Adjournment: Mr. Haley moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 9:02 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Return to Open Session: Mr. Amato reconvened the meeting in open session at 9:02 P.M. Present at that time were Michael Amato, President; Robert Midler Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan.
2014 Budget: After discussion, Mr. Haley moved that the Board approve a $656,431 budget for 2014. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Holiday Bonuses: After discussion, Mr. Gerrity moved that the Board approve holiday bonuses for employees of CVIII contractors totaling $3,550. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.
Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 9:10 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.
December 13, 2013 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 6:08 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Michael Amato, President; Robert Midler, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary (via speaker phone).
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Pending Business:
2014 Budget: The Board briefly discussed correspondence from Mr. Vaughan stating that a 3% increase in assessments would be necessary to balance CVIII’s 2014 budget. Mr. Amato then moved that CVIII’s 2014 budget include a 3% increase in assessments. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity Haley and Midler voting aye.
Adjournment: Mr. Amato moved that this meeting be adjourned 6:12 P.M. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity Haley and Midler voting aye.