January 26, 2015 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:06 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 General Manager Chuck Vaughan. Eric Nicoll, member at large, arrived shortly after the start of the meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Haley moved that the draft minutes of Board of Directors Meeting held on November 17, 2014 be approved without change. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Haley voting aye, Mr. Nicoll not yet present. Mr. Midler did not vote because he was unable to attend the Board’s November meeting.
Open Forum for CVIII Owners: No comments.
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: Mr. Vaughan told the Board that an income statement, balance sheet and related documents for the month of December 2014 would not be available until January 31, 2015 to ensure that all 2014 invoices had been received and paid.
Pending Business:
Security Cameras: Mr. Vaughan informed the Board that three security cameras had been installed to provide coverage of CVIII’s parking lot.
Bicycle Storage: Mr. Vaughan informed the Board that new bicycle storage racks had been installed in a basement room located in 1809 Queens Lane. The installation of additional new bicycle storage racks in the basement of 1729 Queens Lane was scheduled for completion by the end of February and in the basement of 1808 Queens Lane by the end of March.
Basement Fire Sprinkler Systems: Mr. Vaughan informed the Board that the National Fire Protection Association Code for sprinkler systems, which is included in the Arlington County Fire Code, requires that sprinkler heads 20 years old either be replaced or tested by an independent laboratory to verify that they operate as designed. Mr. Vaughan said that the sprinkler heads in CVIII’s basement fire suppression systems were more than 20 years old and he had requested quotes from Anderson Fire Protection to replace and test them.
Bathroom Ventilation: Mr. Vaughn reported to the Board that CVIII’s structural engineering firm was trying to find a configuration for the installation of a bathroom venting system that would be feasible for all CVIII units.
Conversion of 1821 Rhodes Storage Room to a Residential Unit: Mr. Vaughan and the Board discussed issues related to the possible conversion of a storage room located in 1821 Rhodes Street to a residential unit.
Garage Use Restrictions: After discussion, Mr Vaughan agreed to work with Board Members to prepare a draft version of regulations governing the use of CVIII garages.
Wilson Blvd. Gate: Mr. Vaughan updated the Board on Maintenance Engineer Kiman’s efforts to fine tune the Wilson Blvd. gate so that it would close securely without making loud noises.
Common Hallway Lighting: Mr. Vaughan informed the Board that there were no more spare lens for the type of common hallway light fixtures installed in Buildings One and Three. He recommended and the Board agreed to authorize the installation of LED fixtures in these buildings as needed. The Board told Mr. Vaughan that common hallway light fixtures in 1813 and 1817 Queens Lane and 1817 Rhodes were candidates for replacement because they were either damaged or failed to provide adequate illumination. The Board asked Mr. Vaughan to make sure that surplus bulbs and lens for the type of hallway light fixtures in Buildings Two and Four were used before installing LED fixtures in these buildings.
New Business:
February 2015 Board of Directors Meeting: CVIII’s February Board of Directors meeting will be held at 5:15 p.m. on Monday, 23 February 2015 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. Haley seconded this motion, and it was approved at 6:05 p.m. with Messrs. Amato, Gerrity, Haley and Nicoll voting aye.
January 26, 2015 CVIII Board Meeting Minutes
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 6:06 p.m. Present at that time were Michael Amato, President; Robert Midler, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Eric Nicoll, Member at Large; 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 6:34 p.m. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.
February 23, 2015 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:20 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. Eric Nicoll, member at large, arrived 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 minutes of the Board of Directors Meeting held on January 26, 2015 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 unit owners other than Board members were present at this meeting..
Correspondence fro 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: December 2014: Legum & Norman provide the Board with an income statement, balance sheet and related documents for the month of December 2014 that showed CVIII with year-to-date net income of $8,520 as of December 31, 2014.
Pending Business:
Bicycle Storage: Mr. Vaughan told the Board that installation of new bicycle storage racks in the basement of 1729 Queens Lane was in progress and he expected that setting up additional new bicycle storage racks in the basement of 1808 Queens Lane would be completed by the end of March.
Basement Fire Sprinkler Systems: Mr. Vaughan informed the Board that the sprinkler heads in CVIII’s basement fire suppression systems are “standard response” sprinklers and need to be replaced or tested by an independent laboratory to verify that they operate as designed every 50 years, not every 20 years as he had previously been told by Anderson Fire Protection. These sprinkler heads are approximately 28 years old.
Bathroom Ventilation: Mr. Vaughn reported to the Board that CVIII’s structural engineering firm, Building Envelope Consultants and Scientists (BECS), continued to try to find a configuration for the installation of a bathroom venting system that would be feasible for all CVIII units.
Conversion of 1821 Rhodes Storage Room to a Residential Unit: Mr. Vaughan told the Board that he had reestablished contact with Arlington County’s Planning Division and they were working to find the documents that would allow CVIII to obtain necessary permits if the Board votes to proceed with this project.
New Business:
Structural Repairs 1737 Queens Lane: Mr. Vaughan updated the Board on structural repairs to bathrooms in two units located in 1737 Queens Lane which require repairing a concrete structural beam that had been badly damaged by an unauthorized bathroom improvement in a second floor unit. Mr. Vaughan told the Board that these repairs would cost $29,000 plus an engineering firm’s (BECS) project management fee and temporary housing expenses for the residents of these two units. Mr. Vaughan said that he was unable to determine the identity of the unit owner responsible for the unauthorized bathroom improvement. Mr. Vaughan said claims had been filed with CVIII’s insurance company and those of the two unit owners. Mr. Vaughan said that he was unsure how much, if any, of the expenses associated with this project would be covered by insurance policies.
Water Leak: Mr. Vaughan reported that Arlington County had tested the new water meter it had installed just outside CVIII’s Wilson Blvd gate for a leak and discovered that there was a slow but steady leak, but it was in the water supply lines and fixtures serving units and common elements in Buildings One and Three. Mr. Vaughan said that this leak was flowing at a rate of one gallon per 1.5 minutes or nearly 28,880 gallons a month, which adds about $400 a month to CVIII’s water bill. Mr. Vaughan said that new isolation valves are being installed in Buildings One and Three to help find the source(s) of this leak.
March 2015 Board of Directors Meeting: CVIII’s March Board of Directors meeting will be held at 5:15 p.m. on Monday, 23 March 2015 in the meeting room located in 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 5:55 p.m. with Messrs. Amato, Gerrity, Haley, and Midler voting aye.
February 23, 2015 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. Present at that time were Michael Amato, President; Robert Midler, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Eric Nicoll, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Adjournment: Mr. Nicoll moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 6:06 p.m. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.
March 23, 2015 CVIII Board 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; Robert Midler, Vice President; Dennis Gerrity, Secretary; Eric Nicoll, member at large; Maintenance Engineer Stan Kiman; Assistant Property Manager Elizabeth Cannon; 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.
Reading and Approval of Minutes: Mr. Midler moved that the draft minutes of the Board of Directors Meeting held on February 23, 2015 be approved without change. Mr. Nicoll seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.
Open Forum for CVIII Owners: No unit owners other than Board members were 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: January 2015: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of January 2015 that showed CVIII with year-to-date net income of $6,232 as of January 31, 2015.
Pending Business:
Bicycle Storage: Mr. Vaughan told the Board that installation of new bicycle storage racks in the basement of 1729 Queens Lane had been completed. Additional new bicycle storage racks will be set up in the basement of 1808 Queens Lane in April.
Bathroom Ventilation: Mr. Vaughn told the Board that he was still trying to find unit owners who would allow CVIII’s structural engineering firm, Building Envelope Consultants and Scientists (BECS), to inspect and measure their bathrooms in order to find a configuration for the installation of a bathroom venting system that would be feasible for all CVIII units.
Conversion of 1821 Rhodes Storage Room to a Residential Unit: After discussion, the Board decided to defer further consideration of this project until the Board’s April meeting.
Structural Repairs 1737 Queens Lane: Mr. Vaughan informed the Board that structural repairs to the floor between bathrooms in two units located in 1737 Queens Lane had been completed and the bathrooms themselves had been rebuilt. Mr. Vaughan told the Board that expenses related to this project totaled $34,288 as of the date of this meeting and this amount did not include relocation expenses incurred by the residents of these units. Mr. Vaughan said that he was trying to determine the identity of the unit owner responsible for the unauthorized bathroom improvement that caused the structural damage. Mr. Vaughan said claims had been filed with CVIII’s insurance company and those of the two unit owners. The insurance companies were assessing how much, if any, of the expenses associated with this project would be covered by their policies.
Water Leak: Mr. Vaughan said that he was unable to provide the Board with additional information about the source of a slow leak in the water supply lines and fixtures serving units and common elements in Buildings One and Three. When new isolation valves are installed in these buildings, the county water service and plumbing contractors would be able to help CVIII locate the source of this leak.
Building Entry Lights: Mr. Vaughan updated the Board on his efforts to obtain replacements for building entry lights that matched existing fixtures.
New Business:
CVIII’s Master Insurance Policy: Legum & Norman’s Insurance Program Manager provided the Board with a single proposal for CVIII’s master insurance policy for the period April 1, 2015 to March 31, 2016. The Board received this proposed policy on March 17, 2015. It had a premium of $34,693, which would be $5,100 higher than the existing policy. Members of the Board expressed concerns about not having multiple bids on this insurance policy and being asked to approve this policy on short notice. After further discussion, Mr. Nicoll moved that Board accept a $34,693 proposal for CVIII’s master insurance policy for the period April 1, 2015 to March 31, 2016. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.
1808 Queens Lane and 1813 Rhodes St.: The Board asked for an update from Mr. Vaughan on his response to complaints made by a unit owner at CVIII’s 2014 Annual Meeting about the general state of disrepair of the trash rom in 1808 Queens Lane and damaged crawl space hatches serving 1813 N. Rhodes St. Mr. Vaughan said that damaged sheetrock in the trash room had been repaired but it had not been repainted. Mr. Vaughan provided no information about the damaged crawl space hatches.
Peyton Palmore: The Board noted the passing of Peyton Palmore, a former President of CVIII’s Board of Directors in late December 2014. Mr. Palmore’s many contributions to CVIII as a resident and a long-serving member of CVIII’s Board were discussed. The possibility of dedicating a tree or bench to the memory of Mr. Palmore was considered. The Board said that it would consult the Palmore family about an appropriate memorial.
Laundry Machines: The Board and Mr. Vaughan discussed changing from front-loading to top-loading washing machines.
April 2015 Board of Directors Meeting: CVIII’s March Board of Directors meeting will be held at 5:15 p.m. on Monday, 20 April 2015 in the meeting room located in the Colonial Village Property Management Office at 1903 Key Blvd.
Adjournment: Mr. Midler moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:26 p.m. with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.
23 March 2015 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 6:26 p.m. Present at that time were Michael Amato, President; Robert Midler, Vice President:;Dennis Gerrity, Secretary; Eric Nicoll, member at large; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Adjournment: Mr. Gerrity moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:56 p.m. with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.
April 20, 2015 CVIII Board 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; Robert Midler, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; unit owner Shirley McAlhaney; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. Board member Eric Nicoll arrived 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 minutes of the Board of Directors Meeting held on March 23, 2015 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: Ms. McAlhaney expressed concern about the inconvenience caused by numerous water shut-offs during recent months. Mr. Vaughan explained that these shut-offs were necessary to address a variety of plumbing issues and this should lead to a reduction in CVIII’s water consumption.
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:
March Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of March 2015 that showed CVIII with a year-to-date deficit of $5,896 as of March 31, 2015.
Pending Business:
Bicycle Storage: Mr. Vaughan told the Board that installation of new bicycle storage racks in basement rooms at 1729 and 1809 Queens Lane had been completed. Additional new bicycle storage racks would be set up in a basement room at 1808 Queens Lane by the end of April.
Bathroom Ventilation: Mr. Vaughn told the Board that the owner of a unit at 1804 Queens had agreed to allow CVIII’s structural engineering firm to inspect and measure her bathroom in order to find a configuration for the installation of a bathroom venting system that might be feasible for all CVIII units.
Conversion of 1821 Rhodes Storage Room to a Residential Unit: Mr. Haley moved that CVIII not proceed with converting a storage room located in the basement of 1821 Rhodes St. to a residential unit. Mr. Midler seconded this motion and it was approved with Messrs. Amato, Gerrity, Haley, and Midler voting aye. CVIII’s law firm had raised questions with regard to paying for the conversion of this storage room to a residential unit and leasing it as a unit. A real estate professional’s estimate of its potential rental was much lower than what the Board felt would be an adequate return on the investment of CVIII’s funds in this project. The Board discussed alternative uses of this storage room such as a community room and additional storage cages. The cages would be available to residents for a modest fee.
Structural Repairs 1737 Queens Lane: Mr. Vaughan informed the Board that structural repairs to the floor between bathrooms in two units located in 1737 Queens Lane had been completed and the bathrooms themselves had been rebuilt. Mr. Vaughan told the Board that expenses related to this project totaled $42,257.20 as of the date of this meeting excluding an additional $2,200 in relocation expenses incurred by a resident of one of the affected units and $500 to replace damaged furniture. Mr. Haley moved that the Board authorize $2,700 to reimburse residents for these expenses. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye. Mr. Vaughan said that CVIII could not file a claim for this structural damage because CVIII didn’t know when it occurred and therefore which of several insurance companies had sold CVIII the policy that might be applicable to this event. Mr. Vaughan said that he was trying to determine the identity of the unit owner responsible for the unauthorized bathroom improvement that caused the structural damage The Board strongly suggested that Mr. Vaughan consider hiring a private investigator to locate the responsible party.
Water Leak: Mr. Vaughan said that he was unable to provide the Board with additional information about the source of a slow leak in the water supply lines and fixtures serving units and common elements in Buildings One and Three. When new isolation valves are installed in these buildings, the county water service and plumbing contractors would be able to help CVIII locate the source of this leak.
Basement Fire Sprinkler Systems: Mr. Vaughan informed the Board that Simplex-Grinnell had completed its annual inspection of CVIII’s basement fire sprinkler systems and found deficiencies that it said would cost $31,505 to correct. Mr. Vaughan said that he had forwarded this list of deficiencies to Anderson Fire for their evaluation. The Board recommended that Mr. Vaughan contact an independent professional or even the Arlington County Fire Marshal for evaluations of Simplex-Grinnell’s findings.
Building Entry Lights: Mr. Vaughan informed the Board that he been able to locate a company that rebuilt two building entry light fixtures from original parts. Future light repairs can be handled by this same company.
08 Queens Lane and 1813 Rhodes St.: Mr. Vaughan said Renaissance Painting would begin repairing damaged crawl space hatches by the beginning of May.
Laundry Machines: The Board and Mr. Vaughan discussed changing from front-loading to top-loading washing machines.
2014 Reserve Study: Mr. Vaughan distributed copies of the final draft of CVIII’s 2014 Reserve Study to Board members.
New Business:
Parking Lot Surface: Mr. Vaughan said that he was seeking bids to repair damage done to the asphalt surface of CVIII’s parking lot by snow plowing this past winter.
Length of Service Bonus: Mr. Vaughan informed the Board that Mr. Kiman would complete his twenty-fifth year of service as CVIII’s maintenance engineer in 2015. After discussion, Mr, Nicoll moved that CVIII award Mr. Kiman a $2500 bonus in recognition of his twenty-five years of service to CVIII. Mr Gerrity seconded this motion, with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.
May 2015 Board of Directors Meeting: CVIII’s March Board of Directors meeting will be held at 5:15 p.m. on Monday, 18 May 2015 in the CVII community room located at 1701 N. Troy St. Mr. Amato reminded the Board that representatives of the Bush Company would making a presentation on the redevelopment of 2000 Clarendon Blvd. at this meeting.
Adjournment: Mr. Midler moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:26 p.m. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.
20 April 2015 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 6:26 p.m. Present at that time were Michael Amato, President; Robert Midler, Vice President:;Dennis Gerrity, Secretary; Eric Nicoll, member at large; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Adjournment: Mr. Gerrity moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:40 p.m. with Messrs. Amato, Gerrity, Haley Midler and Nicoll voting aye.
May 18, 2015 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:54 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; Eric Nicoll, Member at Large; unit owner Theeng Kok; Assistant Property Manager Elizabeth Cannon; 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 minutes of the Board of Directors Meeting held on April 20, 2015 be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, Midler, and Nicoll voting aye.
Open Forum for CVIII Owners: Ms. Kok, a new CVIII unit owner, introduced herself to the Board. Members of the Board welcomed her to CVIII.
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:
April Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of April 2015 that showed CVIII with a year-to-date deficit of $5,914 as of April 30, 2015. Mr. Vaughan told the Board that the draft audit of CVIII’s 2014 finances was available.
Pending Business:
Bicycle Storage: Mr. Vaughan told the Board that installation of new bicycle storage racks in basement rooms at 1729, 1808 and 1809 Queens Lane had been completed. Notices that the storage area in 1808 Queens Lane was available for residents to store their bicycles had been posted.
Bathroom Ventilation: Mr. Vaughn told the Board that CVIII’s structural engineers had inspected and made measurements of a CVIII unit which they had used to prepare design options for the installation of bathroom venting systems that might be feasible for CVIII units. Mr. Vaughan said that he had not reviewed these design options.
1821 Rhodes Storage Room: The Board and Mr. Vaughan discussed installing various types and sizes of storage cages in the 1821 Rhodes storage room. These storage cages would be similar to those in CVIII’s other four basements. Charging for the use of the new cages was discussed.
Structural Repairs 1737 Queens Lane: Mr. Vaughan informed the Board that Ms. Cannon had been able to determine the identity of the unit owner and construction company responsible for the unauthorized bathroom improvements that caused structural damage to the floor between bathrooms in two units located in 1737 Queens Lane. Mr. Vaughan said that he referred this matter to CVIII’s law firm which advised him that Virginia’s Statute of Limitations barred CVIII’s potential claim for tortious damages.
Crawl Space Access Panels: Mr. Vaughan said Renaissance Painting had completed repairing damaged crawl space hatches with pressure-treated lumber. He said that painting these access panels would have to be delayed until the pressure-treated lumber used for these repairs had cured.
Water Leak: Mr. Vaughan said that he was unable to provide the Board with additional information about the source of a slow leak in the water supply lines and fixtures serving units and common elements in Buildings One and Three. Mr. Vaughan said that additional tests of the water lines serving Buildings One and Three would be scheduled as soon as water shut-off could be coordinated with the dental office and Arlington County.
Basement Fire Sprinkler Systems: Mr. Vaughan informed the Board that he had referred Simplex-Grinnell’s list of deficiencies in CVIII’s basement fire sprinkler systems to Anderson Fire for their evaluation and he was waiting for Anderson’s response.
New Business:
Garage Doors: After discussion, the Board authorized Mr. Vaughan to notify garage owners in writing that if they installed an electronic garage door opener without installing a reinforcing bar then the warranty on their garage door was voided and they would be responsible for the cost to repair or replace their garage door if their electronic door opener damaged their garage door.
June 2015 Board of Directors Meeting: CVIII’s June Board of Directors meeting will be held at 5:15 p.m. on Monday, 15 June 2015, in the meeting room located 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 6:19 p.m. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.
18 May 2015 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 6:19 p.m. Present at that time were Michael Amato, President; Robert Midler, Vice President; Dennis Gerrity, Secretary; Eric Nicoll, Member at Large; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Adjournment: Mr. Midler moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:45 p.m. with Messrs. Amato, Gerrity, Haley Midler and Nicoll voting aye.
June 22, 2015 CVIII Board Meeting Minutes
Call to order: Mr. Midler brought the meeting to order at 5:14 P.M., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Robert Midler, Vice President; Kevin Haley, Treasurer; Dennis Gerrity, Secretary; Eric Nicoll, Member at Large; unit owners Sita Farrell, Debbie Hollander, Theeng Kok, Kelly Walters, and Ben Wiles; Maintenance Engineer Stan Kiman, and Assistant Property Manager Elizabeth Cannon. General Manager Chuck Vaughan was unable to attend this meeting. Michael Amato, President, arrived shortly after 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. Midler moved that the draft minutes of the Board of Directors Meeting held on May 18, 2015 be approved without change. Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley, Midler, and Nicoll voting aye.
Open Forum for CVIII Owners: Ms. Walters said that she was being disturbed at all hours of the day by noise coming from a dog park recently installed just east of her building by the Rosslyn Heights Apartment complex. Ms. Walters said that she had been unable to find any Arlington County agency with the authority to regulate dog parks on private property. Ms. Cannon said that she had been in contact with Arlington County about this problem without success. The Board said that at one time there was an extensive set of rules on the location, size and use of dog parks in Arlington but they no longer seemed to be in effect. Ms. Hollander asked about the status of repairs of storm related damage to 1801 Rhodes St. (See New Business.) Ms. Farrell updated the Board on problems she and her daughter were having with secondhand cigarette infiltrating their unit and their building’s hallway from an adjacent unit. The Board told Ms. Farrell that it had consulted with CVIII’s lawyer and was told that it did not have the authority to stop residents from smoking in their units. Ms. Farrell discussed installing replacement windows in her unit. The Board told Ms. Farrell that replacement windows installed in CVIII units must comply with CVIII’s replacement window guidelines and must be approved by Arlington County’s Historic Affairs and Landmark Review Board prior to installation. Mr. Wiles said that CVIII had few common element amenities. He suggested the storage room located in 1821 Rhodes St., which the Board was no longer considering for conversion to a residential unit, be used as a community social room or an athletic facility such as a weight lifting room. Members of the Board pointed out (i) that there was a well-equipped and conveniently located community room in CVII that was rarely used and it would be a waste of CVIII owners’ money to build a second one and (ii) that management, maintenance and insurance issues associated with using this room as an athletic facility made this an unattractive option. Members of the Board said that equipping this room with storage cages that could be rented would provide an amenity desired by many CVIII residents as well as a source of income that eventually could be used to defray common expenses.
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:
May Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of May 2015 that showed CVIII with a year-to-date surplus of $4,601 as of May 31, 2015.
Pending Business:
Landscaping: The Board discussed the removal and replacement of the following trees: a maple tree adjacent to 1831 Wilson Blvd.; an oak tree on the west side of 1736 Queens Ln.; eight pear trees in front 1737 Queens Ln.; an elm tree in front of 1801 Queens Ln.; and a cherry tree in front of 1804 Queens Ln. Further discussion of these trees was tabled until Arlington County’s Historic Affairs and Landmark Review Board approved their removal and replacement.
New Business: 1801 Rhodes Street: Ms. Cannon provided a brief summary of damage to the west wall, windows in two units, and the flat and mansard roofs of 1801 Rhodes St. caused by a large tree that fell on this building during a thunder storm. She said that insurance claims had been filed and adjustors for CVIII’s master insurance policy and the tree service’s insurance company had both inspected the building. Roofing, masonry and window contractors have been lined up. Ms. Canon said that permanent repairs to the roofs were in process but masonry repairs and replacement windows require permits from Arlington County. She said that Mr. Vaughan had asked Arlington County to consider the approval of these permits on a fast-track basis, but she could not give a start date for wall and window work at this time.
Window Cleaning: Mr. Nicoll recommended that CVIII return to its practice of cleaning the exterior sides of windows in units and common elements on an annual basis. After discussion, Messrs. Amato, Gerrity, Haley, and Midler endorsed Mr. Nicoll’s recommendation, and Ms. Cannon said she would bring it to Mr. Vaughan’s attention.
July 2015 Board of Directors Meeting: CVIII’s July Board of Directors meeting will be held at 5:15 p.m. on Monday, 20 July 2015, in the meeting room located in 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 6:04 p.m. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.
22 June 2015 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 6:04 p.m. Present at that time were Michael Amato, President; Robert Midler, Vice President: Dennis Gerrity, Secretary; Eric Nicoll, Member at Large; and Assistant Property Manager Elizabeth Cannon. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Nicoll moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:15 p.m. with Messrs. Amato, Gerrity, Haley Midler and Nicoll voting aye.
Return to Open Session: Mr. Amato reconvened the Colonial Village III Board of Directors Meeting in open session at 6:15 p.m. Present at that time were Michael Amato, President; Robert Midler, Vice President: Dennis Gerrity, Secretary; Eric Nicoll, Member at Large; and Assistant Property Manager Elizabeth Cannon.
Property Management Contract: After discussion, Mr. Gerrity moved that the Board approve a new two-year property management contract with Legum & Norman with Section 7, Paragraph (c) and Section 8amended to contain the following language:” Agent will make a thorough inspection of CVIII’s common elements no more than 10 days before each of CVIII’s monthly Board meetings. Agent will provide the Board with a written monthly report of each of these inspections at the relevant monthly meeting.” Mr. Haley seconded this motion, and it was approved with Messrs. Amato, Gerrity, Haley Midler and Nicoll voting aye.
Adjournment: Mr. Nicoll moved that meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:20 p.m. with Messrs. Amato, Gerrity, Haley, Midler and Nicoll voting aye.
July 20, 2015 CVIII Board Meeting Minutes.
Call to order: Mr. Amato brought the meeting to order at 5:14 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; unit owner Theeng Kok; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. Eric Nicoll, Member at Large, 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.
Changes in Board Membership and Seating: Mr. Haley resigned from the Board effective 5:18 P.M. on 20 July 2015. Mr. Gerrity then moved that the Board elect Theeng Kok to replace Mr. Haley as a member of CVIII’s Board of Directors. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Midler voting aye. Ms. Kok will serve until CVIII’s 2015 Annual Meeting. Mr. Gerrity subsequently moved that the Board be seated as follows: Michael Amato, President; Eric Nicoll, Vice President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; Theeng Kok, Member at Large. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
Reading and Approval of Minutes: Mr. Amato moved that the draft minutes of the Board of Directors Meeting held on June 22, 2015 be approved with one change. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
Open Forum for CVIII Owners: No CVIII unit owners other than Board members attended 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:
June Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of June 2015 that showed CVIII with a year-to-date surplus of $4,236 as of June 30, 2015.
Pending Business:
Landscaping: Mr. Vaughan reported that an application for a Certificate of Appropriateness had been submitted to Arlington County’s Historic Affairs and Landmark Review Board (HALRB) for the removal and replacement of a number of trees.
1801 Rhodes Street: Mr. Vaughan reported that a contractor had begun repairing damage to the exterior wall of 1801 Rhodes St caused by a large tree that fell on this building. He said that he expected repairs to the interior of the unit to begin within a week of this meeting. Mr Vaughan said that obtaining replacement windows that conformed to HALRB guidelines could take up to six weeks.
Water Leak: Mr. Vaughan reported that tests using recently installed cut-off valves indicated that the source of the slow leak in the water lines serving Buildings One and Three was either a defective water meter or the underground copper lines connecting these buildings with Arlington County mains. He said the county was going to check the meter.
Window Cleaning: Mr. Vaughan and the Board reviewed a window cleaning proposal from 3D Cleaning Services. After discussion, Mr. Amato moved that the Board approve the 3D window cleaning proposal amended (i) to include the windows in units located at 1801, 1805, 1813, 1817 and 1821 Rhodes St. and (ii) to specify that windows would be cleaned by hand and then squeegeed. The motion was seconded by Ms. Kok, and it was approved with Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
New Business:
2015 and 2016 Audits: After discussion, Mr. Midler moved that the Board authorize Mr. Amato to sign the “Engagement Letter” hiring the Goldklang Group as CVIII’s auditor for 2015 and 2016. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
2016 Budget: Mr. Vaughan discussed the process he would use to prepare a draft version of CVIII’s annual budget for 2016.
Pole Lamps: Mr. Vaughan told the Board that several of the wooden poles that accommodated exterior lighting fixtures needed to be replaced. The Board discussed the possibility of changing over to the black metal poles and LED lamps that Arlington County was using for street lighting. Mr. Vaughan agreed to check the prices for the metal poles and LED lamps.
Replacement Windows: Mr. Vaughan told the Board that the Arlington County Historic Preservation Program (HPP) and the HALRB recently indicated willingness to discuss changes in the guidelines for replacement windows in CVIII. After discussion, Mr. Gerrity moved that the Board authorize Mr. Amato to write a letter to both the HPP and HALRB stating that CVIII was interested in amending the Colonial Village Window Replacement Guidelines. The motion was seconded by Ms. Kok, and it was approved with Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
Communication System: Mr. Vaughan reviewed a proposal from BuildingLink to distribute information ranging from community event notices to public safety alerts to CVIII residents and owners based on their preferences for content and media type.
Miscellaneous Maintenance Issues: Mr. Vaughan reported that a contract had been let to repair or replace as needed damaged wrought iron railing serving stairs leading to 1821 Rhodes St. He said proposals had been requested for concrete work and to repair damaged asphalt around storm sewer grates in the parking lot. Mr. Vaughan reported that many units had damaged and missing window screens. He recommended that unit owners be referred to Mr. Kiman who would repair and replace these screens on his own time. Mr. Vaughan also reported that a dozen or so units had nonconforming doorknobs on their entry doors. The Board authorized Mr. Vaughan to work with unit owners to get them replaced. Painting common hallway walls and ceilings and the condition of common hallway carpeting were discussed.
August 2015 Board of Directors Meeting: CVIII’s August Board of Directors meeting will be held at 5:15 p.m. on Monday, 17 August 2015, 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. Gerrity seconded this motion, and it was approved at 6:32 p.m. Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
20 July 2015 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 6:32 p.m. Present at that time were Michael Amato, President; Robert Midler, Treasurer: Dennis Gerrity, Secretary; Theeng Kok, Member at Large; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Gerrity moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 6:40 p.m. Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
August 17 2015 CVIII Board 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; Eric Nicoll, Vice President (via telephone); Robert Midler, Treasurer; Dennis Gerrity, Secretary; Theeng Kok, Member at Large; unit owners Tanya Flemons, and Ben Wiles; resident Richard Donahue; Maintenance Engineer Stan Kiman; Assistant Property Manager Elizabeth Cannon; 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. Amato moved that the draft minutes of the Board of Directors Meeting held on July 20, 2015 be approved without change. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
Open Forum for CVIII Owners: Residents stated their concerns about the presence of trespassers on CVIII’s property. These included instances of trespass included nonresidents sheltering in the common hallway of 1829 Wilson Blvd.; nonresidents using CVIII’s grounds to walk their dogs; and nonresidents using CVIII’s grounds as shortcuts to other Arlington neighborhoods. Specifically, unit owner Tanya Flemons, on behalf of herself and unit owners Philip Gentry and Robert and Risa Vandermark, whose units directly face Wilson Blvd., shared concerns about security issues affecting their building. Ms. Flemons agreed to coordinate with the property manager in finding a satisfactory solution to these security and safety issues. Residents suggested the following actions to deal with these trespass issues: locking the door to 1829 Wilson; changing the access code for the Wilson Blvd. and bike path gates; installing additional gates and fencing; improving signage; and having Arlington County Animal Control and Police officers patrol CVIII’s property.
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:
July Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of July 2015 that showed CVIII with a year-to-date surplus of $2,852 as of July 31, 2015.
Pending Business:
Bathroom Ventilation: Mr. Vaughn told the Board that CVIII’s structural engineers had completed a feasibility study and prepared a design proposal for the installation of a bathroom venting system in CVIII’s two-bedroom units. Mr. Vaughan said that the next steps were to submit this proposal to the county and, if approved, find a unit owner willing to allow a mock-up to be built in their unit.
Landscaping: Mr. Vaughan reported that an application for a Certificate of Appropriateness for the removal and replacement of a number of trees was scheduled for review by Arlington County’s Historic Affairs and Landmark Review Board (HALRB) at its meeting on 19 August 2015.
1801 Rhodes Street: Mr. Vaughan reported that repairs of damage to 1801 Rhodes St caused by a large tree that fell on this building had been completed except for damage done to its mansard and flat roofs and several windows. He said that he had received an $11,272 estimate to repair the damage to both roofs, but CVIII’s insurance company had not yet agreed to pay a claim for this amount. Mr. Vaughan also said the he had received a $34,930 estimate to replace the flat roof. After discussion, Mr. Gerrity moved that the Board authorize Mr. Vaughan to proceed with the full replacement of the flat roof at 1801 Rhodes if CVIII’s insurance company agreed to pay CVIII’s claim of $11,272. If the insurance company did not pay CVIII’s claim for $11,272, then Mr. Vaughan was authorized to have these two roofs repaired. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
Water Leak: Mr. Vaughan said that he had no new information to report on the source of a slow leak in the water lines serving Buildings One and Three.
Window Cleaning: After discussion, Mr. Nicoll moved that the Board approve a revised window cleaning proposal from 3D Cleaning Services that included the windows in units located at 1801, 1805, 1813, 1817 and 1821 Rhodes St. The motion was seconded by Ms. Kok, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye. The Board asked and Mr. Vaughan agreed to schedule this work no earlier than mid-September to maximize the number of residents who could be given advance notice so that there were no surprises and they could remove their screens to facilitate cleaning their windows.
Concrete Sidewalk Repairs: Mr. Vaughan updated the Board on repairs to sidewalks and concrete steps that Portugal Construction would be making this fall. The Board asked and Mr. Vaughan agreed to have Portugal replace sections of sidewalk that drained poorly and were prone to ponding and icing up during inclement weather.
New Business:
Lawn, Trash and Pest Service Contracts: Mr. Vaughan asked the Board for guidance with respect to renewing CVIII’s contracts for lawn, trash and pest control services. After discussion, the Board asked and Mr. Vaughan agreed to obtain multiple proposals for the lawn and trash service contracts and to ask the pest service to submit a proposal for a new contract.
Parking Lot Asphalt Repairs: Mr. Vaughan informed the Board that he received two proposals to repair damaged asphalt aprons around storm water drainage grates serving the collection tanks under CVIII’s parking lot. The first was $4,200 to replace the damaged asphalt. The second was to replace the existing aprons with concrete. This option would cost $3,600. After discussion, Ms. Kok moved that the Board approve the installation of concrete aprons around storm water grates in CVIII’s parking lot. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
2015 Annual Meeting: Mr. Vaughan informed the board that CVIII’s 2015 Annual Meeting will be held on Monday, 5 October 2015, at 7:00 p.m. in the meeting room at 1701 N. Troy St. Registration begins at 6:45 p.m. He said that proxy forms for the election for two vacancies on the Board would be sent to unit owners three weeks before this year’s Annual Meeting.
2016 Budget: Mr. Vaughan reviewed his first draft of CVIII’s annual budget for 2016. The Board asked and Mr. Vaughan agreed to adjust the 2016 contribution to Capital Reserves for inflation.
Pole Lamps: Mr. Vaughan told the Board that the electrical contractor showed up ready to go to work before he was able to put a hold on replacing several damaged wooden poles used for exterior lighting fixtures. The hold would have allowed him to look into the black metal poles and LED lamps that Arlington County was using for street lighting. Mr. Vaughan said that Arlington County told him that it was reconsidering its use of LED bulbs because of complaints about light pollution caused by these bulbs. The Board asked and Mr. Vaughan agreed to continue to explore into the feasibility and cost of changing over to the black metal poles and LED lamps that Arlington County was using for street lighting.
Replacement Windows: Mr. Vaughan informed the Board that he had obtained some information on replacement windows that had been approved for use elsewhere in Colonial Village by Arlington County’s Historic Affairs and Landmark Review Board (HALRB), but this information was not detailed enough for the Arlington County Historic Preservation Program (HPP) and the HALRB to modify their guidelines for replacement windows in CVIII. Mr. Vaughan said the he hoped to this information in time to allow CVIII to participate in the HALRB’s October meetings.
September 2015 Board of Directors Meeting: CVIII’s August Board of Directors meeting will be held at 5:15 p.m. on Monday, 21 September 2015, in the meeting room located in the Colonial Village Property Management Office at 1903 Key Blvd.
Adjournment: Mr. Midler moved that the open session of this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 6:55 p.m. Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
17 August 2015 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 6:56 p.m. Present at that time were Michael Amato, President; Robert Midler, Treasurer: Dennis Gerrity, Secretary; Theeng Kok, Member at Large; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Midler moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 7:02 p.m. Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
September20, 2015 CVIII Board 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; Eric Nicoll, Vice President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; Theeng Kok, Member at Large. Also present at that time were unit owners Tanya Flemons, Rob Vandermark, and Kelly Walters; resident Richard Donahue; Maintenance Engineer Stan Kiman; Assistant Property Manager Elizabeth Cannon; 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. Amato moved that the draft minutes of the Board of Directors Meeting held on August 17, 2015 be approved without change. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
Open Forum for CVIII Owners: Ms. Walters reported that Arlington County Zoning and Code Enforcement officials informed her that the dog park that the Rosslyn Heights Apartment complex had installed just east of CVIII’s Building 2 appeared to be in violation of the Site Plan approved by the county for Rosslyn Heights. Ms. Walters asked the Board agreed to write a letter to Arlington County complaining about the noise and public health issues associated with the use of this park. Mr. Donahue presented details of an electric locking system that could be use to secure the building entry door at 1829 Wilson Blvd. Mr. Vandermark spoke in support of installing an electric locking system to secure the building entry door at 1829 Wilson Blvd. and in opposition to the purchase of BuildingLink.Com software.
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.
Special Presentation: Robert Garcia of BuildingLink.Com gave a presentation on operations management and resident communications software that his company sells to multifamily housing communities.
Management Report:
August Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents for the month of August 2015 that showed CVIII with a year-to-date surplus of $1,200.50 as of August 31, 2015.
Pending Business:
Landscaping: Mr. Vaughan informed the Board that the removal of two trees and major pruning of other trees was scheduled for October 5th.
1801 Rhodes Street: Mr. Vaughan told the Board that he was still waiting for payment from CVIII’s insurance company before authorizing TWC Roofing to proceed with either the repair or the replacement of the flat roof at 1801 Rhodes St.
Water Leak: Mr. Vaughan said that Arlington County planned additional tests to locate the source of a slow leak in the water lines serving Buildings One and Three. This leak was costing CVIII approximately $400 a month.
2016 Budget: Mr. Vaughan briefly reviewed his second draft of CVIII’s annual budget for 2016. Mr. Vaughan said that he had adjusted the 2016 contribution to Capital Reserves for inflation as requested by the Board.
Replacement Windows: Mr. Vaughan informed the Board that he had still not obtained information on replacement windows used in the Colonial Village West Apartments that was detailed enough for the Arlington County Historic Preservation Program (HPP) and the HALRB to modify their guidelines for replacement, windows in CVIII. The Board reminded Mr. Vaughan that it wanted to specify a single window to replace existing windows in CVIII. The Board asked and Mr. Vaughan agreed to seek proposals from multiple retailers and wholesalers of vinyl replacement windows to ensure that the Board chose the highest quality window consistent with reasonable prices.
New Business:
1829 Wilson: After discussion, Mr. Amato moved that the Board authorize the installation of an electric locking system costing approximately $300 on the building entry door at 1829 Wilson Blvd. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
October Board of Directors Meeting: CVIII’s October Board of Directors meeting will be held on Monday, 5 October 2015, in the meeting room at 1701 N. Troy St immediately following this year's annual meeting.
November Board of Directors Meeting: CVIII’s November Board of Directors meeting will be held at 5:15 pm on Monday, November 16, 2015, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr. Gerrity moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 7:06 p.m. Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
20 September 2015 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 6:56 p.m. Present at that time were Michael Amato, President; Robert Midler, Treasurer: Dennis Gerrity, Secretary; Theeng Kok, Member at Large; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Midler moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 7:18 p.m. Messrs. Amato, Gerrity and Midler and Ms. Kok voting aye.
October 5, 2015 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 7:55 pm, and called the roll of Colonial Village III’s Board of Directors. Present at that time were Board Members Michael Amato, Eric Nicoll, Robert Midler, Dennis Gerrity and, Benjamin Wiles. Unit owners Cheryl Concelman, Tanya Flemons, Mahmoud Ghannam, Theeng Kok, Shirley McAlhaney, Jordan O’Reilly, Rob Vandermark, and Ema Van Hook; resident Richard Donahue; General Manager Chuck Vaughan; and Assistant Manager Liz Cannon 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. Amato moved that the draft minutes of the Board of Directors Meeting held on September 21, 2015 be approved without change. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll and Wiles voting aye.
Open Forum for CVIII Owners: Mr. Ghannam complimented the Board on maintaining CVIII’s reserve accounts at levels sufficient to avoid special assessments. Ms. Flemons asked that annual assessments should stay at the same level and special assessments be used to pay for increases in expenditures. Ms. Concelman reported that a pole lamp located in front of 1728 Queens Ln. was functioning intermittently. Ms. Concelman asked the Board to schedule one meeting every quarter that would begin at 7:00 pm. She said that this would accommodate unit owners whose work schedule would not permit them to attend meetings beginning at 5:15 PM.
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.
September Financial Update: Legum & Norman was unable provided the Board with an income statement, balance sheet and related documents for the month of September 2015 because CVIII’s September books were still open.
Pending Business:
2016 Budget: Mr. Vaughan briefly reviewed his second draft of CVIII’s annual budget for 2016. He said that he would be ready to present a final draft of CVIII’s 2016 budget to the Board after 2016 lawn and trash service contracts had been awarded. Mr. Midler advised Mr. Vaughan and the Board that CVIII’s investment income would decline in 2016. Mr. Midler said he would provide as estimate of this decline as soon as possible.
1829 Wilson: Mr. Vaughan updated the Board on the installation of an electric locking system on the building entry door at 1829 Wilson Blvd.
Replacement Windows: Mr. Vaughan updated the Board on his efforts to obtain information on all-vinyl replacement windows used in the Colonial Village West Apartments that was detailed enough for the Arlington County Historic Preservation Program (HPP) and the HALRB to modify their guidelines for replacement windows in CVIII. The Board reminded Mr. Vaughan that it wanted to specify a single window to replace existing windows in CVIII. The Board asked and Mr. Vaughan agreed to seek proposals from multiple retailers and wholesalers of vinyl replacement windows to ensure that the Board chose the highest quality window consistent with reasonable prices.
New Business:
Seating of the Board: Mr. Gerrity moved that CVIII’s Board of Directors be seated for 2016 as follows: Michael Amato, President; Eric Nicoll, Vice-President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; Benjamin Wiles, Member at Large. Mr. Nicoll seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Wiles voting aye.
November Board of Directors Meeting: CVIII’s November Board of Directors meeting will be held at 5:15 pm on Monday, November 16, 2015, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr. Gerrity moved that the open session of this meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 7:12 p.m. Messrs. Amato, Gerrity, Midler and Nicoll and Ms. Kok voting aye.
5 October 2015 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 7:12 p.m. Present at that time were Michael Amato, President; Eric Nicoll, Vice-President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; Benjamin Wiles, Member at Large; Assistant Property Manager Elizabeth Cannon; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Midler moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Amato seconded this motion, and it was approved at 8:17 p.m. with Messrs. Amato, Gerrity, Midler and Wiles voting aye.
November16, 2015 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:15 pm. Members of Colonial Village III’s Board of Directors present at that time were: Michael Amato, President; Eric Nicoll, Vice-President; Dennis Gerrity, Secretary; Benjamin Wiles, Member at Large. General Manager Chuck Vaughan and Richard Donahue, a resident, were also present. 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 the Board of Directors Meeting held on October 5, 2015 be approved without change. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Nicoll and Wiles voting aye.
Open Forum for CVIII Owners: See pending business.
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.
October Financial Update: Legum & Norman was unable to provide the Board with an income statement, balance sheet, and related documents for the month of October because CVIII’s books for October were still open due to pending transactions.
Pending Business:
1829 Wilson: Mr. Vaughan and Mr. Donahue updated the Board on the installation of an electric locking system on the building entry door at 1829 Wilson Blvd.
2016 Budget: Mr. Vaughan and the Board conducted a line-by-line review of the third draft of CVIII’s 2016 budget. After a number of adjustments were made, Mr Amato moved that the Board approve CVIII’s 2016 budget. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, and Wiles voting aye.
Replacement Windows: Mr. Vaughan and Mr. Amato updated the Board on their appearance at the October 21, 2015 meeting of Arlington County’s Historical Affairs and Landmark Review Board (HALRB).They said that they expected the HALRB to approve CVIII’s request that all-vinyl replacement windows be permitted for use in CVIII at its November meeting.
Rosslyn Heights Dog Park: Mr. Vaughan and Mr. Wiles updated the Board on the Arlington County Zoning Administrator’s decision to order the Rosslyn Heights Apartment Complex to close the dog park it had set up adjacent to CVIII’s Building Two (1801, 1805, 1809 1813 and 1817 Queens Lane) because its zoning specified another use for the land on which the dog park was located. The Board congratulated Mr. Wiles on his successful effort to get the county to close this dog park.
New Business:
Pest Control Contract: Mr. Vaughan reviewed proposals to provide CVIII with pest control service in 2016 from three companies: American Pest, Pest Now, and Triple S Services. After discussion Mr. Gerrity moved that the Board accept the proposal from American Pest. Mr. Nicoll seconded this motion, and it was approved with Messrs. Amato, Gerrity, Nicoll and Wiles voting aye.
Trash Service: Mr. Vaughan reviewed proposals to provide CVIII with trash service in 2016 from two companies: Thompson’s Hauling and Republic Services. After discussion, Mr. Nicoll moved that the Board accept the proposal from Thompson’s Hauling. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Nicoll and Wiles voting aye.
Lawn Service: Mr. Vaughan reviewed proposals to provide CVIII with lawn service in 2016 from six companies: BrightView, Complete, Lancaster (three-year contract), McFall & Berry (two-year contract), Ruppert, and Somerset. After discussion, Mr. Gerrity moved that the Board accept the proposal for a two-year contract from McFall & Berry. Mr. Nicoll seconded this motion, and it was approved with Messrs. Amato, Gerrity, Nicoll and Wiles voting aye.
Move-in Fees: After discussion, Mr. Nicoll moved that Board increase CVIII’s move-in fee from $150 to $200. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Nicoll and Wiles voting aye. The Board asked and Mr. Vaughan agreed to have Ms. Cannon prepare a resolution for this increase.
Delinquent Assessment Expenses: The Board asked and Mr. Vaughan agreed to check with CVIII’s law firm on legal restrictions on how much CVIII could charge for late fees for delinquent assessments and if CVIII could impose a separate fee to recover administrative expenses associated with managing delinquent accounts.
January Board of Directors Meeting: CVIII’s January Board of Directors meeting will be held at 5:15 pm on Monday, January 25, 2016, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr. Amato moved that the open session of this meeting be adjourned. Mr. Gerrity seconded this motion, and it was approved at 6:39 p.m. with Messrs. Amato, Gerrity, and Nicollnd Wiles voting aye.
16 November 2015 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 6:40 p.m. Present at that time were Michael Amato, President; Eric Nicoll, Vice-President; Dennis Gerrity, Secretary; Benjamin Wiles, Member at Large; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Gerrity moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Wiles seconded this motion, and it was approved at 7:03 p.m. with Messrs. Amato, Gerrity, Nicoll and Wiles voting aye.
2015Annual Meeting CVIII Board Meeting Minutes
Call to order: With a quorum of unit owners voting by proxy and in person of 27.953%, Mr. Amato called the meeting to order at 7:00 p.m. on October 5, 2015. Present at that time were Michael Amato, President; Eric Nicoll, Vice President; Robert Midler, Treasurer: Dennis Gerrity, Secretary; and, Theeng Kok, Member at Large. Unit owners Cheryl Concelman, Tanya Flemons, Mahmoud Ghannam, Shirley McAlhaney, Jordan O’Reilly, Rob Vandermark, Ema Van Hook, and Benjamin Wiles; resident Richard Donahue; General Manager Chuck Vaughan; and Assistant Manager Liz Cannon 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. Nicoll moved that the minutes of the 6 October 2014 Annual Meeting be approved without change. Mr. Midler seconded this motion, and they were approved unanimously.
New Assistant Property Manager: Mr. Vaughan introduced Liz Cannon as CVIII’s new assistant property manager. Mr. Vaughan said Ms. Cannon had extensive experience in various levels of property management with Legum & Norman. Ms. Cannon was welcomed to CVIII by the unit owners attending this meeting.
Reports and Comments of Officers: 2015: Mr. Amato provided a summary of 2015 events. He said three bike rooms had been renovated and new and more secure bike racks had been installed in them. He thanked former resident John Dunham for his assistance in getting this done. A new two-year property management contract with Legum & Norman was signed. Renovation of basement trash rooms had begun and would be completed in 2016. Damaged basement entry doors had been repaired and crawl space hatches had been repaired or replaced as needed. Installation of security cameras that provide coverage of CVIII’s parking lot had been completed. Goals for 2016: Mr. Amato said the Board had the following goals for 2016: find a use of the storage room in 1821 Rhodes St that would benefit as many CVIII residents as possible; schedule a community day to remove ivy from the trunks of trees in the streambed of Colonial Village Run; reduce CVIII’s carbon footprint by finding energy efficient replacement windows that CVIII unit owners could afford to buy. Thank You: Mr. Amato, Mr. Gerrity, Ms. Kok, Mr. Midler, Mr. Nicoll and Mr. Wiles 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. Cannon and thanked Mr. Vaughan for his efforts during the past year.
Management Report: Mr. Vaughan reviewed the management of CVIII during 2015. 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 2016 budget for the Board’s consideration at its November meeting. Mr. Vaughan said that the only major capital expenditure he expected in 2016 was the replacement of additional meter banks. Mr. Vaughan gave an update on the efforts of an engineering firm’s effort to find ways to install ventilation systems for bathrooms. He also gave an update on the Board and his efforts to find an all-vinyl replacement window that met historic preservation standards for CVIII.
Election of Members of the Board of Directors: Mr. Vaughan explained the requirements of the CVIII By-Laws with respect to the election of members of the Board of Directors. Mr. Vaughan said that there were two vacancies this year. Both were for full three-year terms. Inspectors of Election: Unit owners Shirley McAlhaney and Jordan O’Reilly were appointed inspectors of the election of members of CVIII’s Board of directors. Candidate for Election to Board of Directors: The names Michael Amato, Theeng Kok and Benjamin Wiles appeared as candidates on the proxy statements distributed prior to this meeting. Mr. Vaughan asked if anyone else present was interested in standing for election to the Board, and if so, to please step forward. No one did. Election Results: Messrs. Amato and Wiles both received more than 50% of the common element interest voted by proxy and in person at this meeting, and both were therefore elected to three-year terms as members of CVIII’s Board of Directors. Mr. Amato and the other Board members thanked Ms. Kok for her service on CVIII’s Board.
Owners Forum: Replacement Windows: Ms. Flemons suggested that Board hire a consulting firm that specialized in fenestration to provide unbiased advice on replacement windows. Mr. Vandermark urged Mr. Vaughan and the Board to resolve the replacement issue as quickly as possible. Management of CVIII: Mr. Ghannam complimented the Board on its management of the property and, in particular, its discipline in keeping CVIII’s reserve accounts well-funded. Landscaping: Mr. Ghannam expressed concern about the condition of CVIII’s lawns. The Board acknowledges the problem and attributed it to a lack of rainfall, noting that the Washington area was just coming out of an extended period of draught. CVIII’s Newsletter: Mr. Ghannam complimented the Board on the content and appearance of CVIII’s newsletter. He suggested that the Board distribute via email rather than by hand and the USPS. CVIII’s Parking Lot: Mr. Ghannam asked about the maintenance of the asphalt surface of CVIII’s parking lot. Mr. Vaughan said it was maintained regularly with sealcoat and hot tar applications to large cracks. He said at some point in the near future it would have to be milled down and repaved. Mr. Ghannam noted that the lenses on the parking lot meter were nearly opaque and suggested that they be cleaned or replaced. Centipedes: Ms. Van Hook described problems she was having with centipedes. Mr. Vaughan said that property management staff would help her arrange a visit to her unit by CVIII’s pest service. Resident Owner/Investor Ratio: In response to a question, Mr. Vaughan said approximately 45% of CVIII units were owned by resident owners and 55% by investors. Board Meeting Minutes: Mr. Vandermark asked that Board Meeting Minutes be made available to unit owners prior to meetings. Mr Vaughan and Board said that CVIII’s law firm advised it not to distribute board meeting minutes until they had been approved by the Board.
Seating of Officers: The Board did not vote on the seating of its officers at this meeting.
2016 Annual Meeting: The date, time and location of CVIII’s 2016 Annual Meeting will be announced in September 2016.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 7:54 P.M.