January 20, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 7:05 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were 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 18 November 2013 Board of Directors Meeting, the 21 November 2013 Board of Directors Meeting, and the 13 December 2013 Board of Directors Meeting be approved with one 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:

December 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 December 2013. Mr. Vaughan advised the Board that there would be minor adjustments to this year-end figure over the next several months.

Pending Business:

Garage Reserve Accounts: The Board and Mr. Vaughan reviewed the repair and replacement reserve accounts for the garage structure. The Board asked and Mr. Vaughan agreed to make an adjustment to reflect the expense of time and materials replacing trim around garage doors.

Masonry Renovations: Building Three: Mr. Haley moved that Building Three masonry renovations be deferred until 2015 or later. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye. 1821 N. Rhodes Street Chimney: 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.

Exterior Painting: Mr. Vaughan and the Board reviewed multiple bids to paint CVIII’s exterior wooden surfaces in 2014. The Board asked and Mr. Vaughan agreed to obtain clarification from contractors on repairing damaged caulking on aluminum capping for windows.

Meter Stacks: Mr. Vaughan informed the Board that the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens would be done when Dominion, Kolb Electric and the dentist’s office agreed upon a date.

Gates: Mr. Vaughan and the Board reviewed maintenance issues and measures to deal with suspected vandalism of the Wilson Blvd. and bike path gates.

Building Entrance Light Fixtures: Mr. Vaughan informed the Board that Arlington County Historic Affairs had authorized the use of close substitutes to replace damaged exterior light fixtures serving building entrances. The Board noted that only a few of these fixtures needed to be replaced and suggested that uniformity could be best preserved by replacing fixtures on the Rhodes Street side of the property with new fixtures and salvaging undamaged fixtures that could be used as replacements for damaged fixtures elsewhere on CVIII’s property.

New Business:

Property Management Office Heat Pumps: After discussion, Mr. Haley moved that CVIII pay its prorated share of the cost to have Moran’s Refrigeration Service replace the heat pumps and air handlers serving the Colonial Village Property Management Office at 1903 Key Blvd. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

February 2014 Board of Directors Meeting: CVIII’s February Board of Directors meeting will be held at 7:00 P.M. on Monday, 24 February 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 7:45 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

January 20, 2014 Colonial Village III 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 7:45 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 7:50 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

February 24, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 6:51 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Michael Amato, President; Robert Midler Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary. General Manager Chuck Vaughan arrived shortly after the start of the meeting.

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

Reading and Approval of Minutes: Mr. Haley moved that the draft of the minutes of the 20 January 2014 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:

Financial Update: January 2014: Legum & Norman did not provide the Board with an income statement, balance sheet or related documents for the month of January 2014. 2013: Legum & Norman provided the Board with a revised income statement, balance sheet and related documents for the month of December 2013 that showed CVIII with net income of $85,547.71 for the year 2013. Mr. Vaughan advised the Board that there could be minor adjustments to this year-end figure over the next several months.

Pending Business:

Masonry Renovations: 1821 N. Rhodes Street Chimney: Mr. Vaughan informed the Board that Dominion Power had found a way to shift electrical current that normally flows through the high voltage lines adjacent to the chimney behind 1821 Rhodes to other power lines for a $ 9,700 fee. This would permit renovation of this building’s chimney’s masonry to begin as early as March 11, 2014.

Exterior Painting and Caulking: Painting: After discussion, Mr. Haley moved that the Board approve a contract with Renaissance Painting to scrape, sand, and prime as necessary and apply a finish coat of paint to all white exterior concrete and wooden surfaces in CVIII. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye. Caulking: After discussion, Mr. Haley moved that the Board approve a contract that would pay Renaissance Painting for time plus materials to clean and replace damaged caulk on all window-to-brick joints, window-to-lintel joints, and window-to-concrete sill joints. This work is to be done on an as needed basis after consultation with property management. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

Gates: Repairs: Mr. Vaughan told the Board that repairs had been completed for both gates as of th date of this meeting. Security: Mr. Vaughan reviewed several different types of security cameras that could be used to monitor CVIII’s Wilson Blvd. and bike path gates for vandalism and trespass. Installation issues were discussed. The Board decided to evaluate the effectiveness of these cameras by installing one camera to monitor the Wilson Blvd. gate. If it made good quality daylight and infrared photographs, then the Board would consider installing similar cameras elsewhere on CVIII’s property. Mr. Gerrity moved that the Board authorize Mr. Vaughan to spend up to $1,000 to have a digital security camera installed in the vicinity of CVII’s Wilson Blvd. gate. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

Meter Stacks: Mr. Vaughan informed the Board that the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens would be replaced this spring when Dominion, Kolb Electric and the dentist’s office agreed upon a date.

Residential Hallway Lighting Fixtures: Mr. Vaughan updated the Board on replacing damaged residential hall way lighting fixtures. He expressed reservations about the durability of the new fixtures. The Board encouraged Mr. Vaughan to also install several “better” and “best” quality fixtures to evaluate which would be most economical over time.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that CVIII’s law firm had not provided him an estimate of the cost of preparing and submitting an amendment to CVIII’s By-laws to CVIII unit owners to convert the storage room located in 1821 Rhodes Street to a residential unit. The Board asked and Mr. Vaughan agreed to obtain an opinion from CVIII’s law firm on the Board’s right to convert this storage room to an apartment and renting it rather that selling it as a residence. The Board asked and Mr. Vaughan agreed to have the mechanical engineering plan for converting this storage room to an apartment completed and then submitted to contractor for an estimate of the cost of converting this storage room to an apartment.

New Business:

Lighting Survey: Mr. Vaughan reviewed an efficiency survey of CVIII’s common element lighting made by Green Light Energy, LLC. This survey included parking lot and walkway pole lighting, building entry lighting, residential hallway lighting and basement, laundry room trash room ad storage room lighting. This study indicated that CVIII could save significant amounts of money by changing parking lot and walkway pole lamps to induction lighting and basement, laundry room trash room ad storage room lighting to electronic ballasts.

Plumbing: Mr. Vaughan informed the Board that isolation valves had been installed in water lines serving 1720 Queens Lane and an additional sixty feet of hot water recirculation line and auxiliary water pump had been installed to improve hot water service to units in 1829 Wilson Blvd.

Bathroom Vents: The Board asked and Mr. Vaughan agreed to obtain an opinion from the structural engineering firm, BEC, on the feasibility of installing exhaust fans in the bathrooms of CVIII units that would be vented by pipes installed inside common element walls that exited buildings through their roofs.

Property Management: Mr. Amato informed the Board that CVI and CVII wanted to give Mr. Vaughan a 7% COLA instead of the 6% COLA that CVIII’s Board had voted in November 2013. Mr. Amato recommended that CVIII do the same and so moved. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

March 2014 Board of Directors Meeting: CVIII’s March Board of Directors meeting will be held at 7:00 P.M. on Monday, 17 March 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 8:00 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

February 24, 2014 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 8:00 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.

March 17, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 1:58 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 24 February 2014 Board of Directors Meeting be approved without change. Mr. Amato 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:

Financial Update: February 2014: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of February 2014 that showed CVIII with net income of $13,210.77 as of February 28, 2014.

Pending Business:

Masonry Renovations: 1821 N. Rhodes Street Chimney: Mr. Vaughan informed the Board that Culbertson had begun masonry renovations of the chimney behind 1821 N. Rhodes St. and he expected this project to be completed by the end of March, weather permitting.

Exterior Painting and Caulking: Painting: Mr. Vaughan informed the Board that Renaissance Painting would begin painting all white exterior concrete and wooden surfaces in CVIII in early April, weather permitting.

Basement Fire Sprinkler Systems: Mr. Midler asked if CVIII was contractually required to continue to use Simplex-Grinnell to inspect its basement fire sprinkler systems. Mr. Midler noted that Simplex-Grinnell failed to inform CVIII about problems with its basement fire sprinkler systems that were later identified and remedied by Anderson Fire Protection. Mr. Vaughan said CVIII had a five-year contract with Simplex-Grinnell to inspect its fire sprinkler systems. Mr. Vaughan said he did not know if CVIII could cancel this contract.

Gates: Security Camera: Mr. Vaughan informed the Board he had requested a proposal for a security camera connected to CVIII’s common element electrical wiring but the contractor had submitted a proposal for a battery powered camera. Mr. Vaughan said he had requested a revised proposal. The Board discussed installing similar surveillance cameras to monitor the bike path gate and CVIII’s parking lot if the Wilson Blvd. gate camera made good quality daylight and infrared photographs.

Meter Stacks: Mr. Vaughan informed the Board that replacing the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens remained on hold until Dominion Power, Kolb Electric and the dentist’s office agreed upon a date.

Residential Hallway Lighting Fixtures: Mr. Vaughan updated the Board on his efforts to find more durable replacements for damaged residential hall way lighting fixtures. The Board reminded Mr. Vaughan that only one type of light fixture had been approved as a replacement for residential hall way lighting by Arlington County’s Historic Affairs and Landmark Review Board, and samples of this fixture had been installed in the hallways of 1801 and 1817 N. Rhodes St.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: The Board asked Mr. Vaughan about the status of an opinion it had asked him to obtain from CVIII’s law firm on the Board’s right to convert this storage room to an apartment that CVIII could rent while maintaining ownership of this area as a common element. Mr. Vaughan informed the Board that the mechanical engineering plan for converting the storage room located in 1821 Rhodes Street to a residential unit had been delayed because the architect had been ill and was unable to provide clarifications requested by the engineering contractor. The Board urged Mr. Vaughan to get this mechanical engineering plan completed so that it could be submitted to a building contractor for an estimate of the cost to CVIII of converting this storage room to an apartment.

Communication Policy: After discussion, the Board asked and Mr. Vaughan agreed to include disclaimers on the comprehensiveness, accuracy and timeliness of information provided to CVIII residents and owners under the communication policy he was preparing for Legum & Norman’s management of CVIII.

New Business:

Snow Removal: Mr. Vaughan and the Board reviewed snow removal efforts during the past month. The Board asked and Mr. Vaughn agreed to verify that the number of men McFall & Berry supplied CVIII to shovel snow on several days were no more than authorized.

May 2014 Board of Directors Meeting: CVIII’s May Board of Directors meeting will be held at 7:00 P.M. on Monday, 12 May 2014, in the conference room of the Colonial Village Property Management Office at 1903 Key Blvd.

March 17, 2014 Colonial Village III 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 2:54 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. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 3:38 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

April 4, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 11:00 A.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; and Dennis Gerrity, Secretary.

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

Open Forum for CVIII Owners: No comments were made in the open forum portion of this meeting.

New Business:

Insurance 2014-2015: After discussion, Mr. Gerrity move that CVIII accept a proposal from Association Insurance Agency to provide CVIII with General Liability, Property, D&O, Crime and Fidelity, Boiler and Machinery Umbrella, and Automobile insurance for the period from 4-1-2014 to 4-1-2015 for an annual premium of $29,592.82. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

Adjournment:

Mr. Haley moved that the open session of this meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 11:20 A.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

April 4, 2014 Colonial Village III 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 11:20 A.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; and Dennis Gerrity, Secretary. 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 11:30 A.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

May 12, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato 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 Michael Amato, President; Robert Midler Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Elaine Johnson, a resident: 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 17 March 2014 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. Mr. Haley moved that the draft of the minutes of the 4 April 2014 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: A resident asked questions about several items on the agenda for this meeting.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents in pending and new business and in executive session.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

Financial Updates: March 2014: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of March 2014 that showed CVIII with net income of $11,339.49 as of March 31, 2014.

Pending Business:

Bathroom Ventilation Fans: The Board and Mr. Vaughan reviewed a proposal from a structural engineering firm for a study of the feasibility of installing bathroom ventilation fans that would be vented through pipes routed through walls and ceilings and exiting buildings through roofs. Mr. Midler agreed to allow his unit to be used for a mock-up for the installation of a bathroom ventilation system.

Gates: Security Camera: Mr. Vaughan informed the Board that a security camera connected to CVIII’s common element electrical wiring had been installed to monitor CVIII’s Wilson Blvd. gate. Mr. Vaughan said this camera operated on a four day loop of ten HD photos per second. The Board discussed installing similar surveillance cameras to monitor the bike path gate and CVIII’s parking lot if the Wilson Blvd. gate camera made good quality photographs.

Meter Stacks:

Mr. Vaughan informed the Board that replacing the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens was scheduled for May 21st.

Window Cleaning: Mr. Vaughan told the Board that Clean Advantage, the company awarded window cleaning contracts for CVI, CVII and CVIII, began work in CVII but stopped almost immediately because very few residents had removed the screens from their windows. Clean Advantage informed CVII that it could remove window screens from the outside of buildings without damaging them, and CVII’s Board, asserting its responsibility to maintain the external appearance of the property, authorized Clean Advantage to do so in order that all windows in CVII could be cleaned. The Board authorized Mr. Vaughan to have Clean Advantage do the same with screens on CVIII’s windows.

2014 Reserve Study: Mr. Vaughan and the Board reviewed proposals from three firms for a reserve study that would include identifying which of CVIII’s common elements should be covered by CVIII’s repair and replacement reserve account, estimates of the costs of repairing and replacing these components and their service lives, and the funding necessary to repair and replace these components in a timely manner without resort to special assessments. Mr. Haley moved that the Board accept USI Commercial’s proposal for this reserve study. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

The Board asked and Mr. Vaughan agreed to have a long delayed mechanical engineering plan (MEP) for converting the storage room located in 1821 Rhodes Street to a residential unit completed as soon as possible and then have a general contractor use this MEP to provide an estimate of the cost of making this conversion.

Parking Lot: Mr. Vaughan and the Board reviewed proposals from three firms to make repairs to the surface of CVIII’s parking lot and then apply two coats of sealant and restripe parking stalls. Mr. Midler moved that the Board accept the proposal for this project from Foley Asphalt and Mullen’s Markings. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye. The installation of replacement signs was discussed.

Masonry Renovations: 1821 N. Rhodes Street Chimney: Mr. Vaughan informed the Board that th Culbertson Company had completed masonry renovations of the chimney behind 1821 N. Rhodes St.

Exterior Painting and Caulking: Painting: Mr. Vaughan informed the Board that Renaissance Painting had begun painting white exterior concrete and wooden surfaces in CVIII in early May. Mansard Roof Windows: Mr. Vaughan informed the Board that Renaissance Painting had recommended replacing the trim boards and gable boards on an unspecified number of windows in mansard roofs. The Board asked and Mr. Vaughan agreed to obtain the exact number of these windows that needed to be repaired and work with Renaissance on lowering the

cost of these repairs. Caulking: Mr. Vaughan said that a survey of the number windows that needed to have cracked and missing caulking replaced had not been done.

Basement Fire Sprinkler Systems:

Mr. Vaughan advised the Board that Simplex-Grinnell had completed its annual inspection of CVIII’s basement fire sprinkler systems and found deficiencies in repairs recently made by Anderson Fire Protection. The Board asked Mr. Vaughan to hold Anderson to its contract and have them correct these problems.

New Business:

Garage Use Restrictions: After discussion, Mr. Haley moved that the Board approve a memorandum prohibiting any use of CVIII’s garages that would increase the cost of insurance to CVIII, based on discussions with insurance professionals that certain activities, were they conducted in the garages, would result in a higher insurance premium. Mr. Amato seconded this motion and it was approved with Messrs. Amato, Gerrity, and Haley voting aye. Mr. Midler recused himself from this vote because he is a garage owner and wanted to avoid the appearance of a conflict of interest.

Landscaping: Trees that could be used as replacements for CVIII’s Siberian Elms were discussed.

June 2014 Board of Directors Meeting: CVIII’s June Board of Directors meeting will be held at 7:00 P.M. on Monday, 16 June 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 8:07 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

May 12, 2014 Colonial Village III 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 8:07 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.

June 16, 2014 Colonial Village III Board of Directors Meeting Minutes

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 12 May 2014 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: There was no one other than Board members present at this meeting.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents during discussion of pending and new business and in executive session.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

Financial Updates: May 2014: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of May 2014 that showed CVIII with net income of $8,212.74 as of May 31, 2014.

Pending Business:

Bathroom Ventilation Fans: Mr. Vaughan informed the Board that structural and mechanical engineers and a representative of a construction services company had used two adjoining CVIII units as a mock-up and determined that a common passive bathroom ventilation system available for individual demand would not meet the Arlington County Building Code. An active system mounted on a building roof was possible, but it may not be approved by Arlington County Historic Affairs because it would be visible above buildings’ parapets. Mr. Vaughan said that a third possibility was being explored. This would be to use grates that may have served as exhaust vents prior to CVIII’s conversion to a condominium.

Gates: Security Camera: Mr. Vaughan informed the Board that some modifications had been made to the security camera recently installed to monitor CVIII’s Wilson Blvd. gate. The Board and Mr. Vaughan reviewed and expressed satisfaction with the quality of pictures that were taken by this camera.

Meter Stacks: Mr. Vaughan informed the Board that replacing the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens had been rescheduled for June 17th.

Window Cleaning: Mr. Vaughan told the Board that Clean Advantage, the company awarded window cleaning contracts for CVI, CVII and CVIII, was scheduled to begin work on this project during the first week of July.

2014 Reserve Study: Mr. Vaughan told the Board that the firm awarded the contract for CVIII’s 2014 reserve study, USI Commercial, was scheduled to make a site inspection of CVIII during the week of June 16th.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had reestablished communications with the architect hired to supply “concept drawings” necessary for a mechanical engineering plan (MEP) for the conversion of the storage room located in 1821 Rhodes Street to a residential unit. Mr. Vaughan said that he hoped to get modifications of these concept drawings to the engineering firm soon. In order to facilitate completing the MEP, Mr. Haley moved that residents be required to remove all of their possessions stored in this room by no later than September 1, 2014. Residents’ possessions that were not removed by that date would be disposed by CVIII’s trash service. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye. Mr. Vaughan agreed to post a notice of the Board’s action in building hallways and laundry rooms.

Parking Lot: Mr. Vaughan told the Board he was waiting for a start date for the application of sealant to the surface of CVIII’s parking lot and restriping parking stalls by Foley Asphalt and Mullen’s Markings.

Exterior Painting and Caulking: Painting: Mr. Vaughan informed the Board that Renaissance Painting was close to completing painting white exterior concrete and wooden surfaces in CVIII. Mansard Roof Windows: Mr. Vaughan informed the Board that Renaissance Painting had recommended replacing the trim and gable boards on an unspecified number of windows in mansard roofs. The Board asked and Mr. Vaughan agreed to obtain the exact number of these windows that needed to be repaired and work with Renaissance on lowering the cost of these repairs. Caulking: Mr. Vaughan said that a survey of the number windows that needed to have cracked and missing caulking replaced had not been done.

Basement Fire Sprinkler Systems: Mr. Vaughan advised the Board that Anderson Fire Protection would address deficiencies in repairs it recently made to CVIII’s basement fire sprinkler systems during the week of June 16th. These deficiencies were found by Simplex-Grinnell during its annual inspection of these systems.

Garage Use Restrictions:

Mr Vaughn informed the Board that CVIII’s law firm had reviewed and made minor changes to a memorandum approved at the Board’s May Meeting. This memorandum prohibits any use of CVIII’s garages that would increase the cost of insurance to CVIII. The Board authorized Mr. Vaughan to distribute this memorandum to garage owners.

New Business:

July 2014 Board of Directors Meeting: CVIII’s July Board of Directors meeting will be held at 5:30 P.M. on Monday, 21 July 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. Amato seconded this motion, and it was approved at 8:04 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

June 16, 2014 Colonial Village III 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 8:04 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. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:18 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

Adjournment:

Mr. Haley moved that the open session of this meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 2:53 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

July 21, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 5:30 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. Others present at that time included unit owner Peyton Palmore 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 16 June 2014 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: Mr. Palmore asked and Mr. Vaughan showed him where funds accumulated in the reserve account for the garage structure could be found in CVIII’s monthly financial records.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents during discussion of pending and new business and in executive session.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

Financial Updates:

June 2014: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of June 2014 that showed CVIII with net income of $34,137 as of June 30, 2014.

Pending Business:

Garage Use Restrictions:

Mr Vaughan informed the Board that CVIII’s law firm had reviewed and made minor changes to a memorandum approved at the Board’s June Meeting. The Board asked and Mr. Vaughan agreed to incorporate these changes in this memorandum and then distribute it to garage owners promptly.

Removing Private Property from the Storage Room in 1821 Rhodes St.:

The Board reminded Mr Vaughan to promptly post notices advising residents that they must remove all of their possessions from the storage room located in the basement of 1821 Rhodes St. by no later than

September 1, 2014. This notice will state that anything not removed by that date would be disposed by CVIII’s trash service. The Board told Mr. Vaughan that it wanted residents to have at least thirty days to comply with this notice. Mr. Vaughan said that he would have these notices posted on or before August 1st.

Bathroom Ventilation Fans: Mr. Vaughan informed the Board that the structural engineering firm, BECS, was preparing an application for the installation of a mockup of a passive bathroom ventilation system in a CVIII unit that would make use of a grate that had served as an exhaust vent prior to CVIII’s conversion to a condominium. This application would be submitted to the Design Review Committee (DRC) of the Arlington County Historic Affairs Review Board (HALRB).

Security Cameras: The Board and Mr. Vaughan discussed the security camera recently installed to monitor CVIII’s Wilson Blvd. gate. The Board asked and Mr. Vaughan agreed to obtain proposals to install similar cameras to monitor CVIII’s bike path gate and CVIII’s parking lot.

Meter Stacks: Mr. Vaughan informed the Board that replacing the meter stacks serving 1829 and 1831 Wilson Blvd. and 1720, 1733, and 1737 Queens had been completed on June 17th.

Window Cleaning: Mr. Vaughan told the Board that window cleaning was scheduled to begin in CVIII on Friday, July 25, 2014.

2014 Reserve Study: Mr. Vaughan told the Board that a representative of USI Commercial, the firm awarded the contract for CVIII’s 2014 reserve study, had made a site inspection of CVIII on June 18th. Mr. Vaughan was unable to give the Board a completion date for this study,

Conversion of 1821 Rhodes Storage Room to a Condominium Unit:

Mr. Vaughan told the Board that he was unable to report any progress in obtaining a mechanical engineering plan (MEP) for the conversion of the storage room located in 1821 Rhodes Street to a residential unit.

Parking Lot: Mr. Vaughan told the Board that the application of sealant to the surface of CVIII’s parking lot and restriping parking stalls was completed on July 16th, and residents were allowed to resume use of the lot at noon on the following day.

Exterior Painting and Caulking:

Painting: Mr. Vaughan informed the Board that Renaissance Painting had completed painting white exterior concrete and wooden surfaces in CVIII, but Renaissance was still in the process of replacing the trim and gable boards on windows in mansard roofs. Caulking: Mr. Vaughan and the Board discussed contracts totaling $39,350 for labor and materials to clean and caulk (1) the outside perimeter of aluminum capping to brickwork, undersides of lentils, and to concrete sills and (2) the inside perimeter of aluminum capping to all four sides of window frames using an elastomeric polymer caulk. Further discussion and a possible vote on these contracts were scheduled for a Board meeting to be held on Wednesday July 23, 2014.

Basement Fire Sprinkler Systems: Mr. Vaughan advised the Board that Anderson Fire Protection recommended replacing gate valves serving CVIII’s basement fire sprinkler systems with ball valves. Members expressed concern about the amount of time and money repairing these sprinkler systems required; no sooner was one repair completed, and then the contractors found another that had to be done. The Board asked and Mr. Vaughan agreed to seek clarification from Anderson and Simplex-Grinnell on exactly what additional work was necessary to ensure that these fire sprinkler systems meet the Arlington County Fire Code.

Residential Hallway Lighting Fixtures: Mr. Vaughan informed the Board that Mr. Kiman had found reasonably priced LED light fixtures at Home Depot that could be used to replace damaged residential hall way lighting fixtures. After discussion, the Board asked and Mr. Vaughan agreed to have Mr. Kiman install two or more of these fixtures in the common hallway of a Queens Lane building to evaluate their effectiveness.

New Business:

Tree Maintenance: After discussion, Mr. Gerrity moved that the Board authorize up to $5,000 for the removal of dead limbs from elm and oak trees in various locations in CVIII and the take down of a hemlock in front of 1809 Queens Lane and two small dead trees located adjacent to the stream bed of Colonial Village Run. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

August 2014 Board of Directors Meeting: CVIII’s August Board of Directors meeting will be held at 5:30 P.M. on Monday, 18 August 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. Amato seconded this motion, and it was approved at 6:45 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

July 21, 2014 Colonial Village III 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 6:45 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. General Manager Chuck Vaughan was also present. The purpose of this executive session was to discuss matters permitted by law.

Adjournment: Mr. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 6:54 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

July 23, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 6:10 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.

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

Pending Business:

Caulking: The Board discussed contracts totaling $39,350 for labor and materials to clean and caulk (1) the outside perimeter of aluminum capping to brick, underside of lentils, and to concrete sills and (2) the inside perimeter of aluminum capping to all four sides of window frames using OSI Quad Window, Door, and Siding elastomeric polymer caulk. Further discussion and a vote on these contracts were scheduled for midday Friday, July 25, 2014.

Adjournment: Mr. Haley moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:25 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

July 25, 2014 Colonial Village III Board of Directors Meeting Minutes

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

Pending Business:

Caulking: After discussion, Mr. Haley moved that the Board approve contracts totaling $39,350 for labor and materials to clean and caulk (1) the outside perimeter of aluminum capping to brick, underside of lentils, and to concrete sills and (2) the inside perimeter of aluminum capping to all four sides of window frames for all windows in CVIII using OSI Quad Window, Door, and Siding elastomeric polymer caulk. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Haley and Midler voting aye, Mr. Gerrity not present.

Adjournment: Mr. Haley moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 11:15 A.M. with Messrs. Amato, Haley and

August 18, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 5:29 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. Midler moved that the drafts of the minutes of Board of Directors Meetings held on July 21, 23 and 25 2014 be approved without change. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

Open Forum for CVIII Owners: There were no CVIII unit owners other than board members present at this meeting.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents during discussion of pending and new business and in executive session.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report: Financial Updates:

July 2014: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of July 2014 that showed CVIII with net income of $11,664 as of July 31, 2014.

Pending Business:

Garage Use Restrictions: Mr Vaughan informed the Board that he waiting for additional information from CVIII’s insurance company before completing a final draft of garage use regulations.

Roofs: The Board and Mr Vaughan discussed the general state of repair of CVIII’s roofs. Mr. Vaughan said the failure of caulking around scuppers seems to be the cause of what few leaks CVIII experienced; the membranes on roofs seemed to be in good shape. Mr. Vaughan said he did not know how many scuppers needed to be repaired and recaulked or how much it would cost to do so. Mr. Vaughan suggested having TWC Roofing survey scuppers serving Building 2 roofs and repair those that were damaged. This would give

the Board a good idea of the scope of work and expense for maintaining the rest of CVIII’s scuppers. The Board accepted Mr. Vaughan’s suggestion.

Bathroom Ventilation Fans: Mr. Vaughan told the Board that he was unable to report any progress with regard to the submission of an application to the Design Review Committee (DRC) of the Arlington County Historic Affairs Review Board (HALRB) for the installation of a mockup of a passive bathroom ventilation system in a CVIII unit that would make use of a grate that had served as an exhaust vent prior to CVIII’s conversion to a condominium.

Security Cameras: Mr. Vaughan said that he had received a proposal to install security cameras to monitor CVIII’s bike path gate and CVIII’s parking lot, but he was unable to distribute it to the Board prior to this meeting.

Window Cleaning: Mr. Vaughan told the Board that a small number of windows still had to be cleaned. The Board said Clean Advantage did not do a good job on many windows. Mr. Vaughan said the method used by Clean Advantage’s crew wasn’t adequate to clean windows on second floors of CVIII’s buildings.

2014 Reserve Study: Mr. Vaughan and the Board reviewed CVIII’s 2014 reserve study prepared by USI Commercial. The Board pointed out many errors and omissions in USI’s study. Omissions included the garage structure’s brickwork and roof, resurfacing the parking lot, CVIII’s storm drainage system, common element electrical, water and sewage lines, the wooden privacy fence, and common element windows. Errors included undercounting building entry doors and underestimating their replacement cost, underestimating hot water heater replacement cost, underestimating the service life of CVIII’s building roofs and the amount of membrane necessary to reroof them. Mr. Vaughan said that he and Mr. Kiman would review USI’s study in detail and he would ask that errors and omissions be corrected.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that he had been in contact with the architect about revised drawings necessary for a mechanical engineering plan (MEP) for the conversion of the storage room located in 1821 Rhodes Street to a residential unit, but he was unable to report any progress in obtaining the MEP.

Exterior Painting and Caulking: Painting: Mr. Vaughan informed the Board that Renaissance Painting had finished painting white exterior concrete and wooden surfaces in CVIII and clean-up had been completed. Caulking: The Board authorized Mr. Vaughan to have Renaissance Painting begin work on the caulking contract approved at the Board’s July 25, 2014 meeting.

Basement Fire Sprinkler Systems: Mr. Vaughan told the Board that he was unable to report any progress in obtaining clarification from Anderson and Simplex-Grinnell on exactly what additional work was necessary to ensure that the fire sprinkler systems in CVIII’s basements meet the Arlington County Fire Code.

Residential Hallway Lighting Fixtures: Mr. Vaughan informed the Board that Mr. Kiman had installed LED light fixtures in the common hallway of 1801 Queens Lane. He recommended that Board members inspect these lights during nighttime hours to best judge their effectiveness.

Tree Maintenance: Mr. Vaughan informed the Board that he had delayed having dead wood pruned from trees in various locations in CVIII in order to get proposals that would include cutting limbs on a poplar tree that overhung the roof of 1821 Rhodes. The Board told Mr. Vaughan that it wanted the pruning work done before leaves

begin to fall off oaks and elms so that it would be easier for the pruning crew to distinguish between dead wood and live wood without leaves.

New Business:

2015 Budget: Mr. Vaughan presented a first draft of CVIII’s 2015 budget for operating and reserve accounts totaling $702,510. Mr. Vaughan said this budget contains an increase of $44,600 in expenses over the 2014 budget. Mr. Vaughan said this increase would pay for higher salaries for property management staff, an increase in Legum & Norman’s property management fee and about $20,000 in higher maintenance expense. He said a 7.3% increase in assessments would be necessary to avoid a deficit. The Board advised Mr. Vaughan that it would not approve such a large increase in assessments. The Board agreed to submit suggestions to Mr. Vaughan which could be incorporated in a second draft of the 2015 budget.

Window Screens: Mr. Vaughan told the Board that Mr. Kiman was willing to repair unit owners’ window screens in his off time for modest fees. Mr. Gerrity agreed to advertise Mr. Kiman’s offer in the next edition of CVIII’s newsletter.

Natural Gas Contract: Mr. Vaughan told the Board that he had received a two-year proposal from the company that currently supplies CVIII with natural gas to heat hot water. Mr. Vaughan said the price quoted in this proposal was almost identical to what CVIII was currently paying. Mr. Vaughan said he was seeking additional bids. The Board asked Mr. Vaughan to find out if these contracts contained provisions guaranteeing that CVIII would be charged the market price for natural gas if the market price fell significantly below the contract price.

Entry Door 1805: After discussion, Mr. Gerrity moved that the Board approve a $3,225 proposal to replace the entrance door at 1805 Queens Lane with a wooden door to be hung on steel jambs, in accordance with Arlington County historic preservation rules applicable to CVIII. Mr. Haley seconded this motion, and it was approved unanimously

Energy Proposal: The Board discussed a Dominion Power program that residents and CVII’s Unit Owners Association could use to purchase part or all of their electricity from renewable sources for an additional $0.013 per kilowatt hour.

Property Management Contract: Mr. Vaughan advised the Board that CVIII’s Property management contract was coming up for renewal mid-2015.

Charging Stations for Electric Vehicles: The Board discussed options for charging stations for electric vehicles in common areas of CVIII.

Signs: The Board referred Mr. Vaughan to a sign located on the property of 1610 N. Queens St. that contained the language “Private Property Dog Walking not Permitted” and asked that he obtain information about its availability and price. The Board discussed placing similar signs along the perimeter of CVIII in light of the influx of new residents who will be moving into the new buildings on Wilson Boulevard across from Colonial Village and appear to have no green space for pets.

CVIII’s Web Site: Mr. Gerrity reported that CVIII’s website was not functioning because navigation links and other links were broken. He said the cause could be that Microsoft had stopped supporting the html editing software used to build the site or a problem with the website hosting service, or someone had hacked the site He said he was rebuilding the site and hoped to have the site up and running again by early September

September 2014 Board of Directors Meeting: CVIII’s September Board of Directors meeting will be held at 5:15 P.M. on Monday, 15 September 2014, in the conference room of the Colonial Village Property Management Office at 1903 Key Blvd.

CVIII’s 2014 Annual Meeting: CVIII’s Annual Meeting will be held at 7:00 P.M. on Monday, 6 October 2014, in the CVII meeting room located at 1701 N. Troy St.

Adjournment: Mr. Haley moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:40 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

August 18, 2014 Colonial Village III Board of Directors Executive Session Meeting

Adjournment: Mr. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 6:45 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

September 8, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 4:05 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.

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

Open Forum for CVIII Owners: There were no CVIII unit owners other than board members present at this meeting.

Correspondence from Owners: None.

Pending Business:

Tree Maintenance: After discussion, Mr. Haley moved that the Board approve a proposal for tree maintenance from Arbor Artists with the following exceptions: no root invigoration; no cabling of a poplar tree near garage: the following addition: cut back branches of a poplar tree that are hanging over the roof of 1821 Rhodes: and clarification as to which building the contractor was referring to with the address of “1807”. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

2015 Budget: The Board reviewed Mr. Vaughan’s first draft of CVIII's 2015 budget and agreed on providing him with the following guidance for a second draft: interest income for 2015 should be estimated at $42,500; there should be a 1.9% increase over the 2014 budget for reserve accounts to account for inflation; there should be a 1.9% increase in salaries over the 2014 budget for account for inflation; there should be a 1.9% increase over the 2014 budget for accounts 6110, 160, 6545, 6546, 6645, 6695,6725, 6745, 7095, and 9100 to account for inflation; and no increase in L&N's management fee.

Adjournment: Mr. Haley moved that this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at approximately 4:30 P.M. with Messrs. Amato, Gerrity, Haley and Midler voting aye.

September 15, 2014 Colonial Village III Board of Directors Meeting Minutes

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 drafts of the minutes of Board of Directors Meetings held on August 18, 2014 and September 8, 2014 be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye.

Election of a Board Member: Mr. Gerrity moved that Eric Nicoll be elected to CVIII’s Board of Directors. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley and Midler voting aye. Mr. Nicoll will serve until CVIII’s 2014 Annual Meeting when a CVIII unit owner will be elected to fill the two final years of a vacancy on the Board.

Open Forum for CVIII Owners: There were no CVIII unit owners other than board members present at this meeting.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents during discussion of pending and new business and in executive session.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

Financial Updates: August 2014: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of August 2014 that showed CVIII with net operating income of $15,637 as of August 31, 2014.

Pending Business:

Garage Use Restrictions: Mr Vaughan informed the Board that he was working with CVIII’s lawyer on a final draft of garage use regulations.

Security Cameras: After discussion, Mr. Gerrity moved that the Board approve a proposal to install security cameras to monitor CVIII’s parking lot and its bike path gate. Mr. Nicoll seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.

2014 Reserve Study: Mr. Vaughan said that had met with a representative of USI Commercial and reviewed with him errors and omissions found by the Board in USI’s recently completed study of CVIII’s reserve accounts. Mr. Vaughan said that he would provide the Board with a second draft of this study as soon as it was available.

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan told the Board that a mechanical engineering plan (MEP) for the conversion of the storage room located in 1821 Rhodes Street to a residential unit had finally been completed and he was looking for contractors who would provide an estimate of the cost of converting this unit. The Board asked and Mr. Vaughan agreed to provide them with copies of the MEP.

Exterior Caulking: Mr. Vaughan informed the Board that Renaissance Painting had begun work on the caulking contract approved at the Board’s August 2014 meeting.

Basement Fire Sprinkler Systems: Mr. Vaughan told the Board that no additional work was necessary to ensure that the fire sprinkler systems in CVIII’s basements meet the Arlington County Fire Code.

Residential Hallway Lighting Fixtures: The Board discussed replacing residential hall light fixtures using fluorescent bulbs with LED light fixtures as soon as CVIII’s supply of fluorescent bulbs was exhausted. Mr. Vaughan told the Board that he did not know when this would happen because he was unsure how many of the fluorescent bulbs CVIII still had on hand. Mr. Amato said that he would work with Mr. Kiman to clarify the fluorescent bulb inventory issue.

Tree Maintenance: The Board asked and Mr. Vaughan agreed to submit a change order to the contractor for crown cleaning of a Red Oak located on the east side of 1736 Queens Lane and a similar oak located on the west side of 1728 Queens Lane. This work had been omitted from the contract the Board had approved earlier this month with Arbor Artists for pruning and removals. The Board agreed to hold a special meeting to approve this change order if necessary.

2015 Budget: Mr. Vaughan and the Board reviewed a draft of CVIII’s 2015 budget for operating and reserve accounts. The Board clarified guidance it had previously given Mr. Vaughan on preparing this budget and made further suggestions for a revised draft of the 2015 budget.

CVIII’s Web Site: Mr. Gerrity reported that maintenance issues had been resolved and CVIII’s website was again available online.

New Business:

New Assistant Property Manager: Mr. Vaughan informed the Board that he had selected Ms. Gretta Boykins to serve as the assistant property manager for the three Colonial Village Condominiums.

Landscaping Enhancements: After discussion, Mr. Nicoll moved that the Board approve a contract for landscaping enhancements. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, Midler and Nicholl voting aye. These enhancements included replacing existing ground cover in front of 1801, 1804, 1813 and 1817 N. Rhodes St. with non-variegated liriope and planting rose bushes at several locations and a dwarf Crape Myrtle at 1801 N. Rhodes. Replacements for shrubbery damaged by last winter’s weather were also included in this contract.

Water Service Interruption: Mr. Vaughan provided the Board with details about complications that turned what was originally estimated by Arlington County to be a four hour project to replace a water meter into a nearly three day water service interruption for Buildings One and Three.

Payment Plan: The Board agreed unanimously to accept a payment plan offered by a resident to pay in full all delinquent assessments, fees and charges they owed CVIII’s Unit Owners Association.

CVIII’s 2014 Annual Meeting: Mr. Vaughan and the Board briefly discussed preparations for CVIII’s 2014 Annual Meeting, which will be held at 7:00 P.M. on Monday, 6 October 2014, in the CVII meeting room located at 1701 N. Troy St.

October 2014 Board of Directors Meeting: CVIII’s September Board of Directors meeting will be held on Monday, 6 October 2014 in the CVII meeting room located at 1701 N. Troy St. immediately following CVIII’s 2014 Annual Meeting.

Adjournment: Mr. Haley moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:06 P.M. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.

September 15, 2014 Colonial Village III 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 6:06 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 Eric Nicoll, Member at Large. General Manager Chuck Vaughan was also present. The purpose of this executive session was to discuss matters permitted by law.

Adjournment: Mr. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 6:20 P.M. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye. CVIII Unit owners may request additional information about CVIII’s operations from CVIII’s Property Management Office at 1903 Key Boulevard.

October 6, 2014 Colonial Village III Annual Meeting Minutes

Call to order: With a quorum of unit owners voting by proxy and in person of 26.567%, Mr. Amato called the meeting to order at 7:00 P.M. Present at that time were Michael Amato, President; Robert Midler, Vice President; Dennis Gerrity, Secretary; and Eric Nicoll, Member at Large. Unit owners Michael Brooks, Peyton Palmore, Joseph Van Meter and Barry Yatt; General Manager Chuck Vaughan; and Assistant Manager Gretta Boykins were also present at that time.

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

Reading and Approval of Minutes: Mr. Gerrity moved that the minutes of the 7 October 2013 Annual Meeting be approved without change. Mr. Amato seconded this motion, and it was approved unanimously.

New Assistant Property Manager: Mr. Vaughan introduced Gretta Boykins as CVIII’s new assistant property manager. Mr. Vaughan said Ms. Boykins had extensive experience in various levels of property management with Legum & Norman. Ms. Boykins was welcomed to CVIII by the unit owners attending this meeting.

Reports and Comments of Officers: Security Cameras: Mr. Amato reported that a security camera that provided coverage of the Wilson Blvd. gate has been installed in an effort to stop what appeared to be repeated vandalism of this gate. Mr. Amato said that there had been no vandalism of this gate since it had been installed. Mr. Amato noted that residents had raised privacy concerns about this camera. He explained that the camera recorded on a 72 hour loop and the pictures that it took would only be reviewed by property management and the Arlington County Police when a criminal act may have occurred. Mr. Amato said the Board had approved the installation of additional security cameras to provide coverage of the north gate and CVIII’s parking lot. Parking Lot Signage: Mr. Amato said that new signs had been installed at the entrance to CVIII’s parking lot with expectations that they would provide better guidance to CVIII’s towing service and non-residents tempted to use the lot. Bicycle Storage: Mr. Amato said that the storage room located in 1821 Rhodes was no longer being used for bicycle storage. He said new racks that used space more efficiently and provided greater security would be installed in storage rooms in other basements to accommodate bicycle owners. Maintenance Issues: The maintenance of CVIII’s roofs was discussed. Mr. Yatt offered to provide Mr. Vaughan with references to professionals who could give CVIII independent advice on how and when to replace its roofs. Conversion of 1821 Storage Room: The Board discussed its plans to convert the storage room in 1821 Rhodes St. to a residential unit that could be leased. Cheryl Concelman: The Board and others expressed their appreciation for Ms. Concelman’s efforts to keep CVIII’s grounds free of leaves and other debris. Thank You: Mr. Amato, Mr. Gerrity, Mr. Midler and Mr. Nicoll 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 of life of its residents. Speaking for all of CVIII’s unit owners, the Board again welcomed Ms. Boykins and thanked Mr. Vaughan for his efforts during the past year.

Owners Forum: 1808 Queens Ln.: Mr. Van Meter said that the entrance door to the basement in 1808 Queens Lane located on the west side of the building was damaged and would not close securely. Mr. Van Meter and others said that the trash room in this building was in a terrible state of repair. There was a broken window, and the walls were dirty and had holes in them. He said the hallways and other areas in this basement also needed to be cleaned and painted. Mr. Van Meter said that a service door for the crawl space under 1813 Rhodes St. was unlatched and open much of the time. He said this allowed cold air under the building, increasing his tenant’s heating costs during the winter. Mr.Vaughan said that he would make replacing this door and renovate the basement areas of this building a priority. Maintenance Staff: Mr. Van Meter said that CVIII’s maintenance engineer needed to be supervised better to ensure that CVIII got the work effort for which it was paying. The Board and Mr. Vaughan said that they were aware of this issue and they were working to correct it.

Management Report: Mr. Vaughan reviewed the management of CVIII during 2014. 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 he was in the process of preparing a revised draft of CVIII’s 2015 budget for the Board’s consideration at its November meeting. Mr. Vaughan said that major projects undertaken during the year included exterior painting and caulking aluminum capping on windows. Scuppers serving roofs and downspouts were being repaired and recaulked. He said renovating the masonry of the chimney located behind 1821 N. Rhodes Street had finally been completed.

Election of Members of the Board of Directors: Mr. Amato explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of Directors. Mr. Amato said that there were two vacancies this year. One was for a full three-year term. The other was for the final two years of a vacancy that was not filled by election at CVIII’s 2013 annual meeting. Inspectors of Election: Unit owners Peyton Palmore and Joseph Van Meter were appointed inspectors of the election of members of CVIII’s Board of directors. Candidate for Election to Board of Directors: The name of Dennis Gerrity appeared as a candidate on the proxy statements distributed prior to this meeting. Mr. Amato asked if anyone else present was interested in standing for election to the Board, and if so, to please step forward. No one did. Election Results: Mr. Gerrity 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.

2015 Annual Meeting: The date, time and location of CVIII’s 2015 Annual Meeting will be announced in September 2015.

Adjournment: Mr. Amato moved that this meeting be adjourned. Mr. Palmore seconded this motion, and it was approved unanimously at 8:00 P.M.

October 6, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 8:06 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; Dennis Gerrity, Secretary; Eric Nicoll, member at large; Assistant Manager Gretta Boykins; and General Manager Chuck Vaughan. Board member Kevin Haley 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.

Election of a Board Member: Mr. Amato moved that Eric Nicoll be elected to CVIII’s Board of Directors. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Midler voting aye. Mr. Nicoll will serve until CVIII’s 2015 Annual Meeting when a CVIII unit owner will be elected to fill the final year of a vacancy on the Board.

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; Eric Nicoll, Member at Large. Mr. Midler seconded this motion and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye..

Reading and Approval of Minutes: Mr. Nicoll moved that the drafts of the minutes of Board of Directors Meetings held on August 18, 2014 and September 15, 2014 be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.

Open Forum for CVIII Owners: There were no CVIII unit owners other than board members present at this meeting.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents during discussion of pending and new business and in executive session.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

Financial Updates: September 2014: Legum & Norman did not provide the Board with an income statement, balance sheet and related documents for the month of September 2014.

Pending Business:

Conversion of 1821 Rhodes Storage Room to a Condominium Unit: Mr. Vaughan and the Board reviewed plans for the conversion of the storage room located in 1821 Rhodes Street to a residential unit.

2015 Budget: The Board encouraged Mr. Vaughan to get a revised version of CVIII’s 2015 budget to it prior to its November meeting so that the Board had ample time to review and comment on it

New Business:

Natural Gas Contract: The Board and Mr. Vaughan reviewed three proposals to supply CVIII with natural gas. Mr. Nicoll moved that the Board approve a two-year proposal from UGI Services. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.

November 2014 Board of Directors Meeting: CVIII’s September Board of Directors meeting will be held at 5:15 P.M. on Monday, 17 November 2014 in the meeting room located in the Colonial Village Property Management Office at 1903 Key Blvd.

Adjournment: Mr. Amato moved that the open session of this meeting be adjourned. Mr. Midler seconded this motion, and it was approved at 8:16 P.M. with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.

October 6, 2014 Colonial Village III 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 8:15 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; Dennis Gerrity, Secretary and Eric Nicoll, Member at Large. General Manager Chuck Vaughan was also present. The purpose of this executive session was to discuss matters permitted by law.

Adjournment: Mr. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 8:30 P.M. with Messrs. Amato, Gerrity, Midler and Nicoll voting aye. CVIII Unit owners may request additional information about CVIII’s operations from CVIII’s Property Management Office at 1903 Key Boulevard.

November 17, 2014 Colonial Village III Board of Directors Meeting Minutes

Call to order: Mr. Amato brought the meeting to order at 5:17 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Michael Amato, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Eric Nicoll, member at large; unit owner Shirley McAlhaney; Maintenance Engineer Stan Kiman; Assistant Manager Gretta Boykins; and General Manager Chuck Vaughan. Board member Robert Midler 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: Mr. Nicoll moved that the draft minutes of Board of Directors Meeting held on October 6,, 2014 be approved without change. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, and Nicoll voting aye.

Open Forum for CVIII Owners: Ms. McAlhaney expressed concerns about the effects of proposed construction projects in CVIII’s neighborhood on CVIII’s buildings.

Correspondence from Owners: The Board and Mr. Vaughan reviewed correspondence from residents during discussion of pending and new business and in executive session.

Reports of Officers: See pending and new business.

Committees Reports: See pending and new business.

Management Report:

Financial Updates: October 2014: Legum & Norman provide the Board with an income statement, balance sheet and related documents for the month of October 2014 that showed CVIII with net income of $24,082.58 as of October 31, 2014. The Board asked and Mr. Vaughan agreed to show gutter cleaning and CVIII’s accumulated operating surpluses as separate line items in CVIII’s budget.

Pending Business:

Tree Maintenance: After discussion, the Board and Mr. Vaughan agreed to defer unfinished tree pruning until the spring of 2015 with the exception of several White Mulberries located behind 1817 Queens Lane.

Security Cameras: Mr. Vaughan informed the Board that a security camera providing coverage of CVIII’s north gate had been installed. He reported that the contractor submitted a revised proposal that specified three cameras in order to provide adequate coverage of CVIII’s parking lot. After discussion, Mr. Nicoll moved that the Board approve a change order authorizing the installation of three video cameras to monitor activity in CVIII’s parking lot. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, and Nicoll voting aye.

Bicycle Storage: Mr. Vaughan updated the Board on preparations for the installation of new bicycle storage racks that could accommodate up to fifty bicycles in basement rooms located in 1729, 1808 and 1809 Queens Lane. After discussion, Mr. Haley moved that the Board approve the purchase of fifty bicycle storage racks. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, and Nicoll voting aye.

Bathroom Ventilation: Mr. Vaughn updated the Board on CVIII’s structural engineering firm’s negotiations with Arlington County’s Historic Affairs Division on the use of existing external vents to facilitate bathroom ventilation systems.

Conversion of 1821 Rhodes Storage Room to a Residential Unit: Mr. Vaughan and the Board reviewed proposals to convert the storage room located in 1821 Rhodes Street to a residential unit from three contractors.

2015 Budget: After discussion, Mr. Gerrity moved that the Board approved that the Board approve CVIII’s 2015 budget. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, and Nicoll voting aye.

New Business:

2014 Holiday Party: Mr. Vaughan informed the Board that the 2014 Colonial Village Holiday Party would be held on December 3rd between 6:00 P.M. and 8:00 P.M.in CVII’s community room located in 1701 N. Troy.

Holiday Bonuses: After Discussion, Mr. Haley moved that the Board approve holiday bonuses for members of CVIII’s property management staff and employees of CVIII’s trash and janitorial services. Mr. Nicoll seconded this motion and it was approved with Messrs. Amato, Gerrity, Haley, and Nicoll voting aye.

January 2015 Board of Directors Meeting: CVIII’s September Board of Directors meeting will be held at 5:15 P.M. on Monday, 19 January 2015 in the meeting room located in the Colonial Village Property Management Office at 1903 Key Blvd. (This meeting was subsequently rescheduled for Monday, 26 January 2015.)

Adjournment: Mr. Amato moved that the open session of this meeting be adjourned. Mr. Haley seconded this motion, and it was approved at 6:10 P.M. with Messrs. Amato, Gerrity, Haley and Nicoll voting aye.

November 17, 2014 Colonial Village III 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 6:12 P.M. Present at that time were Michael Amato, President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Eric Nicoll, Member at Large; Assistant Manager Gretta Boykins; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.

Adjournment: Mr. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 6:40 P.M. with Messrs. Amato, Gerrity, Haley and Nicoll voting aye. CVIII Unit owners may request additional information about CVIII’s operations from CVIII’s Property Management Office at 1903 Key Boulevard.

The Colonial Village III Board of Directors did not hold a meeting in December 2014.