January 25, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:20 pm. Members 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; Benjamin Wiles, Member at Large. General Manager Chuck Vaughan was also present.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the draft minutes of the Board of Directors Meeting held on November 16, 2015 be approved without change. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, Nicoll and Wiles voting aye. Board Member Robert Midler abstained because he was unable to attend the November 15, 2015 meeting.
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.
December Financial Update: Legum & Norman was unable to provide the Board with an income statement, balance sheet, and related documents for the month of December because CVIII’s books for December were still open due to pending transactions.
Pending Business:
Bathroom Ventilation: Mr. Vaughan and Mr. Amato summarized a recent presentation by a structural engineer affiliated with Ted Ross Consulting on the feasibility of retrofitting Colonial Village units with bathroom ventilation systems. Mr. Vaughan said that a feasibility study had been completed for one unit floor plan, and he recommended that similar studies be done for the other floor plans in CVIII. After discussion, the Board asked and Mr. Vaughan agreed to obtain a proposal from Ross Consulting that specified scope of work and a price to complete these surveys. n a proposal from Ross Consulting that specified scope of work and a price to complete these surveys.
Replacement Windows: The Board and Mr. Vaughan reviewed the guidelines for replacement windows in CVIII approved by Arlington County’s Historic Affairs and Landmark Review Board (HALRB) in November 2015. The Board discussed but was unable to reach consensus on designating a single window model as the approved vinyl replacement window in CVIII. Mr. Gerrity agreed to post links to then HALB guidelines and the application for a certificate of appropriateness from the HALRB.
1821 Rhodes Storage Area: The Board discussed converting half of the storage room in the basement of 1821 Rhodes St. to a community room and installing storage cages in the other half. A Board member questioned the need for a community room in CVIII given that both CVI and CVII had community rooms that were hardly ever used.
New Business:
Water and Electrify Expense: The Board and Mr. Vaughan reviewed a survey of water and common element electricity expense for CVI, CVII and CVIII for the first eleven months of 2015 prepared by Ms. Cannon at the request of Board member Ben Wiles. The most significant finding of this survey was that per unit common element electrical expense in CVIII was 41% higher than CVI and 55% higher than CVII. After discussion, members of the Board decided to check if differences in the number of common element light fixtures and pole lamps might explain these differences in electricity expenses.
Pet Waste Collection Stations:
The Board and Mr. Vaughan discussed what appeared to be an increase in the failure of residents and others to clean up after their dogs. Mr Vaughan suggested installing pet waste collection centers similar to those installed in CVI and CVII. Members of the Board expressed concern that these waste collection devices would encourage even more non-residents to use CVIII’s property as a dog park After further discussion the Board authorized Mr. Vaughan to have a contractor survey CVIII’s grounds and make recommendations where to best site one or more of these pet waste stations. The Board discussed a suggestion that dog owners be charged for the cost of installing and maintaining a pet collection station system if the Board decided to have them installed.
Laundry Machine Repairs: Mr. Wiles recommended that check lists be placed in laundry room to track washer and dryer repairs.
February Board of Directors Meeting: CVIII’s February Board of Directors meeting will be held at 5:15 pm on Monday, February 22, 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. Wiles seconded this motion, and it was approved at 6:07 p.m. with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
25 January 2016 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. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved at 7:03 p.m. with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
February 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:20 pm. Members 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; and Benjamin Wiles, Member at Large. Unit Owner Tanya Flemons, resident Richard Donahue, Assistant Manager Elizabeth Cannon, and General Manager Chuck Vaughan were also present at that time.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Nicoll moved that the draft minutes of the Board of Directors Meeting held on January 21, 2016 be approved without change. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
Open Forum for CVIII Owners: Mr. Donahue provided the Board with an update on the installation of an electronic locking system on the building entry door for 1829 Wilson Blvd.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
January Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of December 2015 that showed CVIII with an operating loss of $9,172.76 for 2015. Mr. Vaughan said this number could change slightly because L&N’s accounting staff was still working on CVIII’s books for 2015. Mr. Vaughan attributed this operating loss in part to a $10,000 deductible on insurance coverage for damage done by a tree that fell on to 1801 N. Rhodes St. He said a loss of interest income and unexpectedly high water bills also contributed to this budget deficit.
Pending Business
Pet Waste Collection Stations:
After discussion, Mr. Nicoll moved that the Board approve a contract for $2635.40 to purchase and install two pet waste stations and service these stations for one year, Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
Bathroom Ventilation: Mr. Vaughan reported that he continued to work with a structural engineer affiliated with Ted Ross Consulting on a proposal that specified scope of work and price for completing a feasibility study on retrofitting Colonial Village units with bathroom ventilation systems.
Replacement Windows: Mr. Vaughan updated the Board on discussions involving residents, retailers and Arlington County Historic Preservation staff about several vinyl window models that might meet CVIII replacement window guidelines.
New Business:
Trash Room Renovations:
After discussion, Mr. Nicoll moved that the Board approve a contract for $7,725 to install fiberglass reinforced plastic wallboard in three CVIII trash rooms. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye. Mr. Vaughan said that this wallboard would protect trash room walls from damage by the ninety-six gallon trash cans that Thompson’s Hauling was putting into service. Mr. Vaughan said this plastic wall board would also make it easier for CVIII’s porter to keep the trash rooms clean.
Master Insurance Policy: The Board and Mr. Vaughan discussed when to seek competitive bids on CVIII’s master insurance policy. The Board decided that once every three years would produce better proposals than seeking multiple bids every year.
Community Day: The Board and Mr. Vaughan discussed the possibility of having a Colonial Village Community Day sponsored by CVI, CVII and CVIII during the spring of 2016. A yard sale and a group effort to clean up and improve the wooded areas in CVII and CVIII that border Colonial Run were suggested for the program for this event.
March Board of Directors Meeting: CVIII’s March Board of Directors meeting will be held at 5:15 pm on Monday, March 21, 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.
February 22, 2016 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; Eric Nicoll, Vice-President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; Benjamin Wiles, Member at Large; Assistant 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. Amato moved that the Board of Directors Executive Session Meeting be adjourned. Mr. Wiles seconded this motion, and it was approved at 7:20 p.m. with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
March 21, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:22 pm. Members of Colonial Village III’s Board of Directors present at that time were: Michael Amato, President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; and Benjamin Wiles, Member at Large. Unit owners Todd Davidson and Allen Tackett, resident Richard Donahue, and General Manager Chuck Vaughan were also present at that time. Eric Nicoll, Vice-President, arrived shortly after the start of the meeting. James McGlone, an urban forest conservationist with the Virginia Department of Forestry, was present for part of the meeting.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Gerrity moved that the draft minutes of the Board of Directors Meeting held on February 22, 2016 be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
Open Forum for CVIII Owners: Messrs. Davidson, Donahue and Tackett said there was not enough space in CVIII’s parking lot to accommodate residents who owned motor cycles, scooters and mopeds. They identified a motor cycle and a scooter that they felt were not being used actively and just stored in CVIII’s lot. Mr. Vaughan said that he would look into the matter and get back to them.
Special Presentation: James McGlone, an urban forest conservationist with the Virginia Department of Forestry, gave a report on CVII and CVIII’s woodlands and answered questions on his report.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
February Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of February 2016 that showed CVIII with a year-to-date net operating profit of $4,882 as of February 29, 2016.
Pending Business:
Pet Waste Collection Stations: Mr. Vaughan and the Board discussed where to site and how to orient pet waste collection stations.
Replacement Windows: Mr. Vaughan updated the Board on a unit owner’s application to install vinyl replacement windows that had been rejected by Arlington County Historic Preservation staff.
Master Insurance Policy: Mr. Gerrity moved that the Board accept a $31,872 proposal for CVIII’s master insurance policy for the period April 1, 2016 to March 31, 2017 with the stipulation that insurance covering the possible failure of lateral sanitary sewer lines could be added to the policy if it was available for approximately $1,000. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
Landscaping: The Board discussed recommendations Mr. Gerrity made that would satisfy Arlington County’s requirements for replacement trees to compensate for dead and dying trees that CVIII removed in 2015.
New Business:
Arlington County Civic Federation Resolution: After discussion, the Board authorized Mr. Gerrity to vote in favor of an Arlington County Civic Federation Resolution urging the Arlington County Board to approve a one cent reduction in the real property tax rate for 2017.
Residential Hallways: The Board asked and Mr. Vaughan agreed to solicit proposals to repair as necessary and then paint the ceilings, walls, and trim work, interior sides of building entry doors, and exterior sides of unit entry doors in CVIII’s residential hallways. Repairs to entry doors would entail the use of fillers such as plastic wood and bondo to remove scratches and dents. The current color scheme would be used. Work would begin when CVIII’s maintenance engineer, Stan Kiman, finished replacing fluorescent residential hallway light fixtures with LED light fixtures.
April Board of Directors Meeting: CVIII’s April Board of Directors meeting will be held at 5:15 pm on Monday, April 18, 2016, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr. Amato adjourned the open session of this meeting at 7:10 pm.
March 21, 2016 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; 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. Amato adjourned the meeting at 8:10 pm.
April 18, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:11 pm. Members 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; and Benjamin Wiles, Member at Large. General Manager Chuck Vaughan was also present at that time. Unit owners Sita Farrell and Shirley McAlhaney 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. Nicoll moved that the draft minutes of the Board of Directors Meeting held on March 21, 2016 be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
Open Forum for CVIII Owners: Ms. Farrell asked the Board to consider a regulation banning cigarette smoking in common areas within twenty-five feet of buildings and updating CVIII’s condominium documents. She called the Board’s attention to cigarette smokers who were discarding their smoking material in front of 1821 Rhodes St. Ms. McAlhaney asked for an update on the installation of pet waste stations and how many dogs were living in CVIII.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
March Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of March 2016 that showed CVIII with a year-to-date net operating profit of $3,711.52 as of March 31, 2016.
Pending Business:
Pet Waste Collection Stations: Mr. Vaughan and the Board discussed the use of flag stones to provide access to the pet waste collection stations recently approved by the Board.
Replacement Windows: Mr. Vaughan informed the Board that a representative of Home Depot wanted to submit a Simonton window to the HALRB for approval as a replacement window on CVIII. Mr. Vaughan said that if the HALRB approved the Simonton window, then CVIII unit owners would have at least three windows from which to choose a replacement for their existing windows.
Replacement Roof 1801 Rhodes St: Mr. Vaughan informed the Board that he planned to seek bids to replace the roof at 1801 Rhodes with a Sarnafil membrane. This would give CVIII an alternative to the GAF replacement membrane proposed by TWC Roofing.
Residential Hallway Lighting: Mr. Vaughan told to the Board that Mr. Kiman would finish replacing Building Two’s fluorescent residential hallway light fixtures with LED fixtures by April 22 and then do those in Buildings One, Three and Four. Mr. Vaughan said that Mr. Kiman was installing smoke detectors with ten-year lithium batteries in residential hallways as he installed the LED fixtures.
Pole-Mounted High-Pressure Sodium Light Fixtures: Mr. Wiles reported to the Board that the high-pressure sodium lamps (HPS) that CVIII was currently using to provide lighting for its grounds and walkways consumed more electricity than all the other common element lighting combined. He said that replacing all the pole-mounted HPS lamps in CVIII with LED lamps would save about $2,500 to$3,000 in annual electricity expense. The Board asked and Mr. Vaughan agreed to research the cost of replacing the HPS lamps with LED lamps and report back to the Board.
Basement Fire Sprinkler Systems: Mr. Vaughan reported to the Board that Simplex Grinnell had completed its annual inspection of the fire sprinkler systems in CVIII’s four basements. Mr. Vaughan said that he would forward Simplex’s findings to Anderson Fire Protection for their evaluation.
Concrete Repairs: Mr. Vaughan informed the Board that repairs to concrete sidewalks and stairs and the installation of concrete aprons around drainage grates in CVIII’s parking lot were on hold until he obtained a revised proposal from a contractor.
Trash Rooms: Mr. Vaughan reported that renovations of trash rooms located in1728, 1729, 1808 and1809 Queens Lane had been completed.
Residential Hallways: After discussion, Mr. Nicoll moved that the Board approve a $32,000 proposal to repair as necessary and then paint the ceilings, walls, and trim work, interior sides of building entry doors, and exterior sides of unit entry doors in CVIII’s residential hallways. Repairs to entry doors would entail the use of fillers such as plastic wood and bondo to repair scratches and dents from doors and their jambs. The current color scheme would be used. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye. Mr. Vaughan said work would begin when CVIII’s maintenance engineer finishes replacing fluorescent residential hallway light fixtures with LED light fixtures.
Parking for Motorcycles and Scooters and Mopeds: The Board and Mr. Vaughan discussed finding additional space for residents to park their motorcycles, scooters and mopeds in CVIII’s lot.
New Business:
CVIII Community Day: After discussion, the Board agreed to hold a CVIII Community Day on a Saturday later this year that will focus on removing ivy and other vines growing on trees in the woodlands on either side of CVIII’s portion of Colonial Village Run and picking up trash and litter in the same area. Gloves, clippers, grabbers and plastic bags will be supplied to volunteers. Coffee and donuts will be served during a brief training and orientation session. There will a clean-up station to help protect volunteers from the ravages of poison ivy.
Landscaping: After discussion, Mr. Wiles moved that the Board authorize the formation of a landscaping committee composed of five members who will have the charge of recommending a landscape architect or similarly qualified individual to CVIII’s Board and then working with this individual to develop short and long run plans to improve CVIII’s landscaping. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye. Mr. Wiles moved that Mr. Gerrity chair this landscaping committee. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
May Board of Directors Meeting: CVIII’s May Board of Directors meeting will be held at 5:15 pm on Monday, May 16, 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 at 6:28 pm. Mr. Wiles seconded this motion and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
April 18, 2016 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 6:29 p.m. Present at that time were Michael Amato, President; Eric Nicoll, Vice-President; Robert Midler, Treasurer; 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. Amato moved that the Executive Session of this meeting be adjourned at 6:50 pm. Mr. Wiles seconded this motion and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
May 16, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:14 pm. Members of Colonial Village III’s Board of Directors present at that time were: Michael Amato, President; Eric Nicoll, Vice-President; Robert Midler, Treasurer; and Benjamin Wiles, Member at Large. Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan were also present at that time. Dennis Gerrity, Secretary, arrived at 5:21 pm.
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 April 18, 2016 be approved without change. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Midler, Nicoll and Wiles voting aye, Mr Gerrity not yet present.
Open Forum for CVIII Owners: No unit owners other than Board members were present at this meeting.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
April Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of April 2016 that showed CVIII with a year-to-date net operating profit of $12,075.63 as of April 30, 2016.
Pending Business:
Replacement Roof 1801 Rhodes St: Mr. Vaughan informed the Board that he had obtained the names of four roofing contractors that were approved to install Sarnafil membranes and he planned to seek proposals from one or more of them to replace the roof at 1801 Rhodes. The Board asked and Mr. Vaughan agreed to have these proposals include replacing roofs similar in size to those on 1800 and 1808 Queens Lane. This would give CVIII alternatives to GAF replacement membranes for these roofs.
Concrete Repairs: Mr. Vaughan informed the Board that he had received a bid from NVM Paving and Concrete to install concrete aprons around storm water drainage grates in CVIII’s parking lot. Mr. Vaughan said that NVM reported finding damaged brickwork supporting these grates and recommended that it be repaired before concrete aprons were installed. The Board noted that these grates were located in depressions which created driving hazards. The Board asked and Mr. Vaughan agreed to ask NVM to expand their proposal to include eliminating these depressions as much as possible without reducing the effectiveness of the grates to manage storm water runoff on the parking lot surface.
Residential Hallways: Mr. Vaughan reported that Renaissance Painting had begun painting CVIII’s residential hallways on April 16. He said that he expected Renaissance to be finished in about six weeks. Mr. Kiman reported that he had finished replacing fluorescent residential hallway light fixtures with LED light fixtures in Buildings I and II, and he would soon begin installing LED fixtures in Building III.
Wooden Privacy Fence: Mr. Vaughan informed Board the property management firm for the Colonial Village Shopping Center had agreed to repair damage done to the CVIII’s privacy fence located on the east side of Building II by a trash or delivery truck providing service to one of the stores in the shopping center.
New Business:
Hot Water Heater: Mr. Vaughan informed the Board that a new hot water heater costing $7,350 had been installed in the boiler room in 1809 Queens Lane. Mr. Vaughan said this heater would serve Building I.
Landscaping: After discussion, the Board authorized Mr. Vaughan to have eighteen impatiens installed around the base of each of the eight pear trees located in front of 1737 Queens Lane. The Board and Mr. Vaughan discussed finding a landscaping architect to work with the new landscaping committee.
June Board of Directors Meeting: CVIII’s June Board of Directors meeting will be held at 5:15 pm on Monday, June 27, 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 at 6:25 pm. Mr. Gerrity seconded this motion and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
May 16, 2016 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 6:25 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; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Wiles moved that the Executive Session of this meeting be adjourned at 6:30 pm. Mr. Amato seconded this motion and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
June 27, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:20 pm. The members of Colonial Village III’s Board of Directors present at that time were: Michael Amato, President; Eric Nicoll, Vice-President; Robert Midler, Treasurer; and Dennis Gerrity, Secretary. Maintenance Engineer Stan Kiman and General Manager Chuck Vaughan were also present at that time. Benjamin Wiles, 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.
Reading and Approval of Minutes: Mr. Nicoll moved that the draft minutes of the Board of Directors Meeting held on May 16, 2016 be approved without change. Mr. Midler seconded this motion, and it was approved without exception.
Open Forum for CVIII Owners: No unit owners other than Board members were present at this meeting.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
May Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of May 2016 that showed CVIII with a year-to-date net operating profit of $12,767.53 as of May 31, 2016. Mr. Vaughan said that CVIII’s auditor, Goldklang, had completed its onsite review of CVIII’s 2015 invoices and contracts and he expected a draft version of the audit of CVIII’s books for 2015 would be available for the Board’s review within a month.
Pending Business:
Replacement Roofs: Mr. Vaughan informed the Board that he was seeking proposals for replacement membranes for CVIII’s roofs from Sika-Sarnafil certified contractors. This would give CVIII an alternative to GAF replacement membranes for the roofs. The Board discussed the possibility of installing solar panels on CVIII’s pitched and flat roofs when new shingles and membranes were installed on them.
Concrete Repairs: Mr. Vaughan and the Board reviewed proposals from several contractors to install concrete aprons around three storm water drainage grates in CVIII’s parking lot. The Board noted that these proposals had different specifications for the size and underlayment of these aprons. The Board asked and Mr. Vaughan agreed to ask contractors to resubmit their proposals based on a common set of specifications. Contractors’ warranties were discussed. Milling and resurfacing the parking lot surface was discussed.
Residential Hallways: Mr. Vaughan reported that Renaissance Painting would be finished painting CVIII’s residential hallways on or before July 1st. Mr Vaughan and Mr. Gerrity agreed to begin work on a punch list for residential hallway renovations on June 29th.The Board asked and Mr. Vaughan agreed to discuss with Renaissance the repair of uneven ceiling surfaces around newly installed LED light fixtures in residential hallways. Mr. Kiman said that he would be finished installing LED light fixtures in Buildings One, Two and Three by July 1st.
Landscaping: Mr. Vaughan reported that McFall & Berry would install annuals around the base of pear trees in front of 1737 Queens Lane and begin pruning ornamental shrubbery within several days of this meeting. The Board and Mr. Vaughan discussed the search process for a landscape architect to work with the Landscaping Committee.
New Business:
Nonconforming Locksets on Unit Entry Doors: The Board discussed the proliferation of nonconforming hardware on unit entry doors. Measures to ensure compliance were discussed. No action was taken on a suggestion to purchase a supply of door entry locksets that met HALRB requirements to facilitate the replacement of nonconforming hardware on unit entry doors.
July Board of Directors Meeting: CVIII’s July Board of Directors meeting will be held at 5:15 pm on Monday, July 18, 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 at 6:15 pm. Mr. Nicoll seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll voting aye.
June 27, 2016 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 6:15 p.m. Present at that time were Michael Amato, President; Eric Nicoll, Vice-President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law. Benjamin Wiles, Member at Large was unable to attend this meeting.
Executive Session Adjournment: Mr. Amato adjourned the Executive Session Meeting at 6:35 pm
July 18, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:17 pm. The members of Colonial Village III’s Board of Directors present at that time were: Michael Amato, President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; and Benjamin Wiles, Member at Large. General Manager Chuck Vaughan was also present at that time. Eric Nicoll, Vice-President, 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. Midler moved that the draft minutes of the Board of Directors Meeting held on June 27 2016 be approved without change. Mr. Amato seconded this motion, and it was approved without exception.
Open Forum for CVIII Owners: No unit owners other than Board members were present at this meeting.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
June Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of June 2016 that showed CVIII with year-to-date net income of $35,784.66 as of June 30, 2016.
Pending Business:
Residential Hallways: Mr. Vaughan reported that a “punch” list of deficiencies in recently completed residential hallway renovations had been submitted to Renaissance Painting. Mr. Vaughan said that Mr. Kiman was installing LED light fixtures in Building Four’s residential hallways.
Move-in Move-out Damage to Residential Hallways: The Board and Mr. Vaughan discussed equitable and economical ways to recover the cost of repairing damage done to residential hallways by residents moving their furniture and other belongings in and out of units.
Concrete Repairs: Mr. Vaughan informed the Board that he had requested revised proposals from several contractors to install concrete aprons around three storm water drainage grates in CVIII’s parking lot and to make repairs to concrete walkways and steps.
Replacement Roofs: Mr. Vaughan reported to the Board that he was seeking proposals for replacement membranes for CVIII’s roofs from roofing contractors, including those that are Sika-Sarnafil certified.
Landscaping: Mr. Gerrity reported that he was in the process of applying for free trees and planting advice from ACE, an Arlington County based non-profit environmental organization. The Board and Mr. Vaughan discussed hiring a landscape architect to help develop short and long run plans to improve CVIII’s landscaping. Mr. Vaughan agreed to solicit proposals from several landscape architects. The Board discussed unauthorized lawn watering.
New Business:
Window Cleaning: The Board asked and Mr. Vaughan agreed to advise it on the need to clean the exterior sides of unit and common element windows at the end of the summer or in the early Fall. Establishing a two-year cycle for window cleaning was discussed.
Birds Nesting inside Pitched Roofs:
Mr. Wiles reported that birds were coming in and out of the vent for the pitched roof at 1720 Queens Lane. Mr. Vaughan said the vent was supposed to be covered by a screen to prevent this. Mr. Vaughan said that he would have a contractor inspect this vent and repair or replace its screen if necessary.
Building Entry Doors: Mr. Vaughan reviewed a proposal from Windows Plus, LLC to replace building entry doors at 1732, 1733 and 1804 Queens Lane. Mr. Vaughan was asked and agreed to have the contractor inspect the basement entry door at 1729 Queens to see if it also needed to be replaced.
August Board of Directors Meeting: CVIII’s August Board of Directors meeting will be held at 5:15 pm on Monday, August 15, 2016, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
2017 CVIII Annual Meeting: CVIII’s 2017Annual Meeting will be held on Monday, 3 October 2016, at 7:00 p.m. in the meeting room at 1701 N. Troy St. Registration begins at 6:45 p.m.
Adjournment: Mr. Gerrity moved that the open session of this meeting be adjourned at 6:13 pm. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
July 18, 2016 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 6:13 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; 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 Executive Session Meeting be adjourned at 6:23 pm. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
August 15, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:17 pm. The members 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; and Benjamin Wiles, Member at Large. General Manager Chuck Vaughan and Dan Saportas, a representative for GAF Roofing Products, were also present at that time. Unit owner Shirley McAlhaney 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. Nicoll moved that the draft minutes of the Board of Directors Meeting held on July 15, 2016 be approved without change. Mr. Amato seconded this motion, and it was approved without exception.
Guest Speaker: Dan Saportas, a representative for GAF, gave a presentation on two different types of synthetic membranes that could be used to replace CVIII’s existing flat roofs.
Open Forum for CVIII Owners: Ms. McAlhaney had comments on several items on the meeting agenda.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
June Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of June 2016 that showed CVIII with year-to-date operating income of $1,762.45 as of July 31, 2016.
Pending Business:
Concrete Repairs: Sidewalks Stairs and Basement Ramps: Mr. Vaughan reported that Mr. Kiman marked sections of damaged concrete sidewalks, stairs and basement ramps in anticipation of Portugal Construction beginning work to replace them. The Board pointed out that low-lying portions of the sidewalks in front of 1728 and 1732 Queens Lane, which were prone to ponding when it rained, were not marked for replacement. Storm Water Drainage Grates: Mr. Vaughan and the Board reviewed proposals from HRI and NVM Paving and Concrete to install concrete aprons around three storm water drainage grates in CVIII’s parking lot. Mr. Nicoll moved that CVIII accept NVM’s proposals. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye. .
Replacement Roof: Mr. Vaughan reported to the Board that he was seeking proposals to install a replacement roof at 1801 N Rhodes St.
Residential Hallway Lighting: Mr. Vaughan said that Mr. Kiman was installing LED light fixtures in Building Four’s residential hallways.
Basement Fire Sprinkler Systems: Mr. Vaughan said that Castle Sprinkler and Alarm was scheduled to evaluate a flow switch failure in one of CVII’s basement fire sprinkler systems reported by Simplex Grinnell.
New Business:
Building Entry Doors: Mr. Vaughan reviewed a proposal from Windows Plus, LLC to evaluate the condition of CVIII’s building entry doors.
Abandoned Motor Scooter: After discussion, Mr. Gerrity moved that the Board authorize Mr. Vaughan to have Advanced Towing remove a motor scooter that had been abandoned in CVIII’s parking lot. Mr. Midler seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
Water Usage: Mr. Wiles reviewed an analysis he had prepared on CVIII’s water usage. His principal conclusion was that CVIII’s water usage was in line with the number and size of units in the condominium and the type of appliances and plumbing fixtures in units and common element laundry rooms.
September Board of Directors Meeting: CVIII’s September Board of Directors meeting will be held at 5:15 pm on Monday, September 19, 2016, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
2017 CVIII Annual Meeting: CVIII’s 2017Annual Meeting will be held on Monday, 3 October 2016, at 7:00 p.m. in the meeting room at 1701 N. Troy St. Registration begins at 6:45 p.m.
October Board of Directors Meeting: CVIII’s October Board of Directors meeting will be held on Monday, 3 October 2016, immediately following CVIII’s 2017Annual Meeting in the meeting room at 1701 N. Troy St.
Adjournment: Mr. Amato moved that the open session of this meeting be adjourned at 6:25 pm. Mr. Nicoll seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
August 15, 2016 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; Eric Nicoll, Vice-President; Robert Midler, Treasurer; 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 Executive Session Meeting be adjourned at 6:55 pm. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
September 19, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:20 pm. Those present at that time included Colonial Village III Board of Directors members Michael Amato, President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; and Benjamin Wiles, Member at Large. Unit owner Shirley McAlhaney; and General Manager Chuck Vaughan were also present at that time. A team of architects and others led by John Kusturiss of Penzance attended the meeting. Jon Kinney, a lawyer with Bean, Kinney and Korman, arrived after the start of the meeting. Board member Eric Nicoll was unable to attend this meeting.
Special Presentation: Mr. Kusturiss and his associates gave a presentation on three residential towers that Penzance wants to build on a site currently occupied by the Rosslyn Highlands Park, Firehouse #10, and an office building located at 1555 Wilson Blvd. Mr. Kusturiss said that Penzance had filed a site plan application for this project with Arlington County’s Planning Division. After the site plan application has been accepted, the zoning administrator will place it on the Site Plan Review Committee’s calendar, and it will eventually reach the Planning Commission and the County Board for approval. Mr. Kusturiss said Penzance hoped to break ground before the end of 2017 and complete this project within four years.
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 August 15, 2016 be approved without change. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, and Wiles voting aye.
Open Forum for CVIII Owners: Ms. McAlhaney commented on the Penzance project and items discussed at this meeting.
Correspondence from Owners: See pending and new business.
Reports of Officers: See pending and new business.
Committees Reports: See pending and new business.
August Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of August 2016 that showed CVIII with year-to-date operating income surplus of $8,322.88 as of August 31, 2016.
Pending Business:
Concrete Repairs: Sidewalks Stairs and Basement Ramps: Mr. Vaughan said Portugal Construction was scheduled to begin replacing damaged sections of concrete sidewalks, stairs and basement ramps on September 22, 2016. Storm Water Drainage Grates: Mr. Vaughan informed the Board that NVM Paving and Concrete will begin installing concrete aprons around three storm water drainage grates in CVIII’s parking lot on Wednesday, September 28, and is expected to finish this project on Friday, September 30th. Mr. Vaughan said garage owners have been notified that they will not have access to their garages while this is being done. Orange traffic cones and yellow caution tape will be used to close this area of the parking lot to motor vehicles while work on this project is ongoing.
Janitorial Contract: Mr. Vaughan and the Board reviewed several proposals to supply CVIII with janitorial service.
Replacement Roofs: Mr. Vaughan updated the Board on his efforts to obtain proposals to install a replacement roof at 1801 N Rhodes St. He also discussed replacing shingles on pitched roofs in CVIII.
Residential Hallway Lighting: Mr. Vaughan said that Mr. Kiman had completed installing LED light fixtures in in CVIII’s residential hallways with exception of those in 1801 and 1808(?) Rhodes St.
Basement Fire Sprinkler Systems: Mr. Vaughan said that Castle Sprinkler and Alarm had evaluated a flow switch failure in one of CVIII’s basement fire sprinkler systems reported by Simplex Grinnell. Castle recommended that ball valves be relocated to the end of relevant branch lines. The Board expressed concern that it was getting different diagnoses of what was causing a problem with flow switches and different recommendations to fix this problem, but it lacked the expertise to decide which diagnosis was correct. It asked and Mr. Vaughan agreed to look for another fire sprinkler system contractor or an independent engineer or consultant who had no financial interest in repairing CVIII’s fire suppression system to examine these flow switches and if they found a problem, then recommend a solution.
Landscaping Committee: Mr. Gerrity reported that the Landscaping Committee had interviewed a candidate to serve as CVIII’s landscaping architect. He informed Mr. Vaughan that the Landscaping Committee would like to have two additional proposals from landscape architects for short and long run plans to improve CVIII’s landscaping. Mr. Gerrity also said that Landscaping Committee would like Mr. Vaughan to obtain the advice of a certified arborist on the health of three Redbuds located behind 1727 Rhodes St. and a root-bound maple located in front of 1800 Queens Lane and the best way to prune a weeping cherry located behind 1727 N Rhodes St. and a Siberian Elm located south and east of 1721 Queens Lane.
2017 Budget: Mr. Vaughan and the Board reviewed the first draft of CVIII’s 2017 budget prepared by Mr. Vaughan and Mr. Midler.
New Business:
Penzance: The Board discussed ways that it could represent CVIII’s interests in the zoning and permitting process for Penzance’s redevelopment project.
2015 Audit: After discussion, the Board authorized Mr. Midler to sign the “Representation” letter requested by Goldklang for their audit of CVIII’s 2015 financial accounts.
Contractors’ Use of Common Areas: Mr. Wiles asked and Mr. Vaughan agreed to write regulations governing the use of common elements as work areas by contractors to prepare materials used for renovations of units. To demonstrate the need for such regulations, Mr. Wiles cited tiles and other material that were cut and trimmed on the lawn in front of 1720 Queens Lane prior to installation in a unit in that building. Debris from this work, including sharp fragments of tile, was left on the lawn for CVIII to clean up.
2016 CVIII Annual Meeting: CVIII’s 2016 Annual Meeting will be held on Monday, 3 October 2016, at 7:00 p.m. in the meeting room at 1701 N. Troy St. Registration begins at 6:45 p.m.
October Board of Directors Meeting: CVIII’s October Board of Directors meeting will be held on Monday, 3 October 2016, immediately following CVIII’s 2017Annual Meeting in the meeting room at 1701 N. Troy St.
Adjournment: Mr. Wiles moved that this meeting be adjourned at 7:15 pm. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Wiles voting aye.
October 3, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 8:10 pm. Those present at that time included Colonial Village III Board of Directors members Michael Amato, President; Eric Nicoll, Vice President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; and Benjamin Wiles, Member at Large; Assistant General Manager Sonya Rainey; and General Manager Chuck Vaughan.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Midler moved that the draft minutes of the Board of Directors Meeting held on September 19, 2016 be approved without change. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Wiles voting aye. Mr. Nicoll abstained because he was unable to attend the September 19 meeting.
Open Forum for CVIII Owners: None.
Correspondence from Owners: None.
Reports of Officers: None.
Committees Reports: See pending and new business.
September Financial Update: Legum & Norman could not provide the Board with an income statement, balance sheet, and related documents for the month of September 2016 because CVIII’s books for the month were still open.
Pending Business:
Landscaping Committee: Mr. Gerrity reported that a member of the Landscaping Committee had referred a landscape designer affiliated with local nursery to it and the Committee had asked this individual for a proposal for short and long run plans to improve CVIII’s landscaping. The Board said it wanted a proposal for these plans from at least one additional second licensed landscape architect. Mr. Vaughan was charged with arranging an interview in early November with a licensed landscape architect. Mr. Gerrity moved that the Board approve the trees selected from the ACE free tree program. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Wiles voting aye.
2017 Budget: Mr. Vaughan and the Board reviewed the first draft of CVIII’s 2017 budget prepared by Mr. Vaughan and Mr. Midler.
New Business:
Seating of the Board: Mr. Gerrity moved that CVIII’s Board of Directors be seated for 2017 as follows: Michael Amato, President; Eric Nicoll, Vice-President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; Benjamin Wiles, Member at Large. Mr. Wiles seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll 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, 28 November 2016, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr. Wiles moved that this meeting be adjourned at 8:40 pm. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Wiles voting aye.
October 3, 2016 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 8:41 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 General Manager Sonya Rainey; and General Manager Chuck Vaughan. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Amato adjourned the Executive Session Meeting at 8:45 pm.
November 28, 2016 CVIII Board Meeting Minutes
Call to order: Mr. Nicoll brought the meeting to order at 5:15 pm. Those present at that time included Colonial Village III Board of Directors members Eric Nicoll, Vice President; Robert Midler, Treasurer; and Dennis Gerrity, Secretary; unit owners Shirley McAlhaney and John Ryder; and General Manager Chuck Vaughan. Board members Michael Amato and Benjamin Wiles were unable 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 an amended version of the draft minutes of the October 3, 2016 Board of Directors Meeting be approved. Mr. Nicoll seconded this motion, and it was approved with Messrs. Gerrity, Midler and Nicoll voting aye.
Open Forum for CVIII Owners: A unit owner asked how the word “small” was defined with reference to pets and CVIII’s Bylaws.
Correspondence from Owners: See pending and new business.
Reports of Officers: None.
Committees Reports: See pending and new business.
October Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of October 2016 that showed CVIII with year-to-date net income of $66,796.80 as of October 31, 2016.
Pending Business:
Landscaping: The Board reviewed proposals from two licensed landscape architects for short and long run plans to improve CVIII’s landscaping. Mr. Gerrity moved that the Board accept a proposal from Carleen Wood-Thomas of the Landscaping Management Group to provide CVIII with a survey of its landscaping with recommendations for improvements and followed by six months of supervision of the implementation of her recommendations. Mr. Midler seconded this motion, and it was approved with Messrs. Gerrity, Midler and Nicoll voting aye.
2017 Budget: Mr. Vaughan and Mr. Midler reviewed their third draft of CVIII’s 2017 budget. The Board made adjustments, and Mr. Midler then moved that the Board approve a budget of $701,636.00 for 2017. Mr. Gerrity seconded this motion, and it was approved with Messrs. Gerrity, Midler and Nicoll voting aye.
1801 N Rhodes St. Roof: Mr. Vaughan and the Board reviewed five proposals to replace the roof at 1801 N Rhodes St. Mr. Nicoll moved that the Board accept the lowest bid, which was submitted by Colbert Roofing Corporation. Mr. Midler seconded this motion, and it was approved with Messrs. Gerrity, Midler and Nicoll voting aye.
Masonry Repairs: Mr. Vaughan informed the Board that a structural engineer had inspected Building Three’s exterior masonry and found several windows with damaged lintels and concrete sills that could allow water infiltration through exterior walls. The Board asked and Mr. Vaughan agreed to obtain proposals from multiple contractors to replace these lintels and sills.
New Business:
Pet Size: The Board asked and Mr. Vaughan agreed to survey CVIII unit owners on how to define the word small with reference to pet size and Article XI, Section 1, Paragraph (h) of CVIII’s Bylaws.
Recycling Food Waste: Mr. Vaughan said a CVIII resident had asked about opportunities to compost food waste in CVIII. Mr. Vaughan reported that CVI was experimenting with recycling food wastes with composting containers placed in two CVI trash rooms. He said these containers were supplied and maintained by a contractor. After discussion, the Board asked and Mr. Vaughan agreed to monitor CVI’s use of these composting containers and report back to it at a future date.
Facebook: After discussion, the Board agreed to create a Colonial Village Facebook page that would be managed by a Board member.
January 2017 Board of Directors Meeting: CVIII’s January 2017 Board of Directors meeting will be held at 5:15 pm on Monday, 9 January 2017, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr. Gerrity moved that this meeting be adjourned at 6:25 pm. Mr. Nicoll seconded this motion, and it was approved with Messrs. Gerrity, Midler and Nicoll voting aye.
November 28, 2017 Colonial Village III Board of Directors Executive Session Meeting
Call to Order: Mr. Nicoll brought the Colonial Village III Board of Directors Executive Session Meeting to order at 6:26 p.m. Present at that time were Eric Nicoll, Vice-President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. Board members Michael Amato and Benjamin Wiles were unable attend this meeting. The purpose of this executive session was to discuss matters permitted by law.
Executive Session Adjournment: Mr. Nicoll adjourned the Executive Session Meeting at 6:35 pm.
December 2016 CVIII Board Meeting Minutes
The Board did not meet in December 2016.
2016 Colonial Village III Annual Meeting Minutes
Call to order: With a quorum of unit owners voting by proxy and in person of 28.376%, Mr. Amato called the meeting to order at 7:03 p.m. Present at that time were Board members Michael Amato, President; Eric Nicoll, Vice President; Robert Midler, Treasurer: Dennis Gerrity, Secretary; and Ben Wiles, Member at Large. Unit owners Juan Berrios, Michael Brooks, Kevin Haley, Dana Jensen, Ema Van Hook, and John Weinfield; resident Brian McNamara; Assistant General Manager Sonya Rainey; and General Manager Chuck Vaughan; were also present at that time.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Reading and Approval of Minutes: Mr. Gerrity moved that the minutes of the 5 October 2015 Annual Meeting be approved without change. Mr. Nicoll seconded this motion, and the motion was approved unanimously.
New Assistant Property Manager: Mr. Amato reminded the meeting that Ms. Rainey, who had previously served as CVIII’s Assistant Manager, had returned as CVIII’s Assistant General Manager. Ms. Rainey was welcomed back to CVIII by the unit owners attending this meeting.
Reports and Comments of Officers and Committee Chairs: President’s Report for 2016: Mr. Amato provided a summary of 2016 events. He said new standards for replacement windows that permitted the installation of vinyl windows were approved by the Arlington County Historic Affairs and Landmark Review Board. Mr. Amato thanked Mr. Vaughan for his efforts to get this done. Arlington County forced the Rosslyn Heights Apartment complex to remove a dog park it had installed adjacent to Building Two. Mr. Amato thanked Mr. Wiles for his efforts to get this done. Trash rooms were renovated. LED light fixtures were installed in common element residential hallways. Damaged portions of concrete walks and stairs were replaced. Carpets were cleaned. The wooden privacy fence on the east side of CVIII was repaired. A branch from a Siberian Elm that fell on 1733 Queens Lane was removed with only minor damage to the building. Repairs of damage to the roof of 1801 Rhodes caused by a Yellow Poplar that fell on it should be completed by year’s end. Pet waste collection stations were installed in two locations. A flickering pole lamp located in front 1728 Queens Lane had been repaired. Maintenance logs for laundry machines were established in each laundry room. 2017: Mr. Amato explained that assessments for 2017 would increase by 3% to compensate for the effects of inflation, the loss of interest income from investments, and the loss of income from move-in/move-out fees. Landscaping Committee: Mr. Gerrity gave a brief report on the activities of the new Landscaping Committee. He said it was currently focused on hiring a landscaping architect who would develop plans for short and long-run maintenance and improvements of CVIII’s landscaping.
Management Report: Mr. Vaughan reviewed the management of CVIII during 2016. 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 and Mr. Midler were in the process of preparing a revised draft of CVIII’s 2017 budget for the Board’s consideration at its November meeting. Mr. Vaughan said that he was seeking proposals from contractors in preparation for the eventual replacement of the membranes covering the flat roofs on CVIII buildings and the asphalt shingles covering CVIII’s pitched roofs.
Owners Forum: Storage Room Ventilation: Mr. Haley and Mr. McNamara asked about humidity and mold in storage rooms. The Board and Mr. Vaughan said dehumidifiers could be installed in storage rooms with these problems. Bathroom Ventilation: Mr. Haley asked for an update on an engineering study of the feasibility of installing ventilation fans that would serve bathrooms in units. Mr. Vaughan said he expected a final report in the near future. Mr. Vaughan said that residents could control humidity and mold problems in their bathrooms by keeping the air in their units circulating with fans and open windows. Outdoor Cooking Grills: Ms. Van Hook suggested that propane-fueled outdoor cooking grills be installed and maintained for the use of residents. The Board agreed to consider installing these grills. Centipedes: Mr. Weinfield asked if there were still problems with centipedes in CVIII units. Residents said they were. Ms.Van Hook described her success in using diatomaceous earth to control centipedes in her unit. Barbeque Grill Coals: Mr. Brooks asked the Board to designate a location in CVIII where residents could dispose of coals from their barbeque grills. The Board agreed to consider this. Insects in Attics: Ms. Van Hook said that bees appeared going in and out of an attic vent in an adjacent building. Mr. Vaughan said there should in a screen behind this vent to prevent this. He said he would be in touch with Ms. Van Hook about correcting this problem. Benches and Tables in Common Areas: Ms. Jensen and Mr. McNamara asked the Board to consider installing tables and benches in the Queens Lane courtyards. The Board said it would consider their suggestion. Facebook: Mr. Weinfield, Ms. Jensen and others suggested a Facebook page for CVIII. The Board reacted favorably to this suggestion. It asked Ms. Jensen to prepare a report on how CVIII would establish and maintain a Face book page that would serve the interests of CVIII’s owners and residents.
Election of Members of the Board of Directors: Mr. Amato and Mr. Vaughan 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. Both were for full three-year terms. Inspectors of Election: Unit owners Kevin Haley and Ema Van Hook were appointed inspectors of the election of members of CVIII’s Board of directors. Candidates for Election to Board of Directors: The names Eric Nicoll and Robert Midler appeared as candidates 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: Messrs. Nicoll and Midler 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 moved that the election of Messrs. Midler and Nicoll to three-year terms on CVIII’s Board of directors be approved by acclamation. Mr. Wiles seconded this motion, and it was approved with ten ayes and two abstentions.
Thank You: Mr. Amato, Mr. Gerrity, 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 back Ms. Rainey and thankedher andMr. Vaughan for his efforts during the past year.
Seating of Officers: The Board did not vote on the seating of its officers at this meeting.
2017 Annual Meeting: The date, time and location of CVIII’s 2017 Annual Meeting will be announced in September 2017.
Adjournment: Mr. Gerrity moved that this meeting be adjourned. Mr. Nicoll seconded this motion, and it was approved unanimously at 8:07 P.M.