January 8, 2018 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:12 pm. Those present at that time included Colonial Village III Board of Directors members Michael Amato, President; Eric Nicoll, Vice President; Robert Midler, Treasurer; Benjamin Wiles, Member at Large; Unit Owner Shirley McAlhaney; and General Manager Chuck Vaughan. Dennis Gerrity, Secretary, arrived at 5:15 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. Wiles moved that the draft minutes of the November 27, 2017 Board of Directors Meeting be approved. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
Open Forum for CVIII Owners: Ms. McAlhaney and the Board discussed the increase in the fee-per-load to use CVIII laundry machines and replacement roofs.
Correspondence from Owners: If any, see pending and new business.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
November Financial Update: Legum & Norman provided the Board with an income statement, balance sheet, and related documents for the month of November 2017 that showed CVIII with a year-to-date net operating surplus of $26,455.08 as November 31, 2017.
Pending Business:
Landscaping: Mr. Vaughan updated the Board on the removal of a White Pine adjacent to 1817 Queens Lane and a Yellow Poplar adjacent 1821 N. Rhodes St.
Meter Stacks: Mr. Vaughan reported that Summit Engineering had recommended replacing the meter stacks serving 1728, 1729, 1736, 1808, 1809 and 1813 Queens Lane because of deterioration due to weathering. Mr. said he would begin requesting proposals to replace these meter stacks in the early spring.
Entry Code for Gates: Mr. Vaughan and the Board chose a new entry code for the Wilson Blvd. and bike path gates and discussed how to best inform owners and residents of the new code.
New Business:
Mission Statement for CVIII’s Board and Property Manager: After discussion, the Board and Mr. Vaughan agreed on the following mission statement for managing CVIII: To manage Colonial Village III so, as a community, it continues to be a place where people want to live because it is well-managed and well-maintained structurally, financially and aesthetically, resulting in increased property value for its owners.
Long Run Management Strategies and Goals: After discussion, the Board and Mr. Vaughan agreed on the following long run management strategies and goals for CVIII:
Manage finances prudently
Preserve the architectural integrity of historical designation
Preserve the differential advantage of the grounds and landscape
Ensure fair compliance of the association bylaws
Measure performance of management against tangible expectations
Work collaboratively but not passively with regulators, including historical preservation and environmental agents.
February 2018 Board of Directors Meeting: The Board will hold its February 2018 meeting at 5:15 pm on Monday, February 26, 2018, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr Amato adjourned this meeting at 6:03 pm.
January 8, 2018 CVIII Board of Directors Executive Session Meeting
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 6:52 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.
Adjournment: Mr Amato adjourned this meeting at 6:18 pm.
CVIII Unit owners may request additional information about CVIII’s operations from CVIII’s Property Management Office at 1903 Key Boulevard.
February 26, 2018 CVIII Board Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:18 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; Benjamin Wiles, Member at Large; Unit Owner Shirley McAlhaney; 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. Nichol moved that the draft minutes of the January 8 , 2017 Board of Directors Meeting be approved. 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. McAlhaney and the Board discussed the increase in the fee-per-load to use CVIII laundry machines and replacement roofs.
Correspondence from Owners: If any, see pending and new business.
Reports of Officers: See pending and new business.
Committee Reports: See pending and new business.
January Financial Update: Mr. Vaughan reported that the January financial report was not available because Legum & Norman had not closed CVIII’s books for 2017.
Pending Business:
Landscaping: The Board and Mr. Vaughan discussed lawn care, mulch beds and tree pruning. The Board asked and Mr. Vaughan agreed to ask McFall and Berry what would be necessary to get grass to grow on the Wilson Blvd. side of CVIII; in front of 1732 Queens Lane, 1736 Queens Lane, 1735 Rhodes St.; and between 1737 and 1801 Queens Lane.
CVIII Master Insurance Policy: Mr. Vaughan said he was soliciting mutliple bids on CVIII’s master insurance policy.
New Business:
Repeal of a Resolution: Mr. Vaughan informed the Board that Special Resolution 10-4 was specific to a single unit owner. He recommended repealing this resolution because the party to whom the resolution referred no longer owned a CVIII unit. Mr. Gerrity moved that the Board repeal Special Resolution 10-4. Mr. Wiles seconded the motion, and it was approved with Messrs. Amato, Gerrity, Midler, Nicoll and Wiles voting aye.
LED Basement Lighting: Mr. Vaughan said Stan Kiman, CVIII’s maintenance engineer, was going to replace fluorescent tubes with LED lighting in the basement of 1728 Queens Lane to test the effectiveness of LED lamps.
March 2018 Board of Directors Meeting: The Board will hold its March 2018 meeting at 5:15 pm on Monday, March 26, 2018, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr Amato adjourned this meeting at 6:37 pm.
February 26, 2018 CVIII Board of Directors Executive Session Meeting
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 6:37 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.
Adjournment: Mr Amato adjourned this meeting at 6:47pm.
March 26, 2018 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; Dennis Gerrity, Secretary; and General Manager Chuck Vaughan. Mr. Amato arrived at 5:20 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. Midler moved that the draft minutes of the February 26, 2017 Board of Directors Meeting be approved. Mr. Nicoll seconded this motion, and it was approved with Messrs. Gerrity, Midler, and Nicoll voting aye, Messrs. Amato and Wiles not present for this vote.
Open Forum for CVIII Owners: No unit owners other than Board members were present at this meeting.
Correspondence from Owners: If any, see pending and new business.
Reports of Officers: See pending and new business.
Committee 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 2018 that showed CVIII with a year-to-date net operating loss of $2,597.72 as February 28, 2018.
Pending Business
CVIII Master Insurance Policy: Mr. Vaughan and the Board reviewed two bids on CVIII’s master insurance policy. Mr. Midler moved that the Board accept a $33,211 proposal for a master insurance policy, which included earth quake coverage, for one year effective, April 1, 2018. Mr. Amato seconded this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.
Landscaping: Mr. Vaughan said Frank Jones and John McFall of McFall and Berry would be visiting CVIII on Thursday, March 29, to discuss lawn care, mulch beds and ornamental tree pruning. The Board asked and Mr. Vaughan agreed to ask McFall and Berry what would be necessary to get grass to grow on the Wilson Blvd. side of CVIII; in front of 1732 Queens Lane, 1736 Queens Lane, 1735 Rhodes St.; and between 1737 and 1801 Queens Lane and if grass could not be grown in any of these areas what type of ground cover would McFall and Berry recommend.
Soil Erosion: Mr. Vaughan told the Board he planned to request at least two proposals to pack voids under the concrete stairs adjacent to the bike path with a waterproof clay and install a course of river rock along the north side of these stairs. Mr. Nicoll moved that the Board approve a $4,873 proposal from McFall & Berry to install a stepping stone walkway to serve the pet waste station on the east side of the parking lot; to install a stepping stone walkway connecting the bike path and an adjacent CVIII concrete sidewalk; and install metal edging along the sidewalk in front 1735 Rhodes St. to control erosion. Mr. Midler second this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.
Bike Path: Mr. Vaughan said he had contacted Arlington County about repairing deteriorating portions of the bike path, but no repairs had been made as of the date of this meeting
LED Basement Lighting: Mr. Vaughan said Stan Kiman, CVIII’s maintenance engineer, had finished replacing fluorescent tubes with LED lighting in the basement of 1728 Queens Lane. He asked the Board to inspect the effectiveness of these LED lamps.
Exterior Wooden Pole Lamp Lightings: Mr. Vaughan said Kolb Electric had submitted a $5,997 proposal to retrofit 51 exterior wooden pole lamps in CVIII with LED lamps. Mr. Vaughan and the Board agreed to have Mr. Kiman install a “test” LED lamp on the wooden pole lamp adjacent to 1735 N Rhodes St. to check for brightness and whether a “cool” white or “warm” white lamp provides better light.
New Business:
Wooden Privacy Fence: Mr. Vaughan informed the Board that he had received a $1,628 proposal to repair portions of the wooden privacy fence on the east side of CVIII’s property damaged by recent wind storms and a $17,066 proposal to replace the entire fence. The Board authorized Mr. Vaughan to have the damaged portion of the fence repaired. The Board said it would inspect the fence before deciding whether to replace it completely.
April 2018 Board of Directors Meeting: The Board will hold its April 2018 meeting at 5:15 pm on Monday, April 23, 2018, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr Amato adjourned this meeting at 6:07 pm.
March 26, 2018 CVIII Board of Directors Executive Session Meeting
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 6:07 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.
Adjournment: Mr Amato adjourned this meeting at 6:17pm.
April 23, 2018 CVIII Board of Directors Meeting Minutes
Call to order: Mr. Amato brought the meeting to order at 5:11 pm. Those present at that time included Colonial Village III Board of Directors members Michael Amato, President; Robert Midler, Treasurer; Dennis Gerrity, Secretary; Benjamin Wiles, Member at Large; CVIII unit owners Laura Hagg and Shirley McAlhaney; CVII unit owner Robert Somers; and General Manager Chuck Vaughan. Board member Eric Nicholl was unable to attend 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 March 26, 2017 Board of Directors Meeting be approved. Mr. Gerrity seconded this motion, and it was approved with Messrs. Amato Gerrity, and Midler voting aye. Mr. Wiles abstained from this vote because he did not attend the March meeting
Open Forum for CVIII Owners: A unit owner recommended that the Board consider creating a memorial in honor of a past CVIII unit owner who had deceased. A unit owner informed the Board residents were allowing their dogs to run unleashed in common areas.
Correspondence from Owners: If any, see pending and new business.
Reports of Officers: See pending and new business.
Committee 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 2018 that showed CVIII with a year-to-date net operating loss of $231.69 as March 31, 2018.
Pending Business
Landscaping: Mr. Vaughan updated the Board on a major tree pruning contract being executed by Care of Trees. McFall and Berry’s responsibility for pruning ornamental trees was discussed. Mr. Vaughan reviewed a proposal from McFall and Berry to install liriope as ground cover under a maple in front of 1736 Queens Lane and two Zelkovas located between 1737 and 1801 Queen Lane. Mr. Vaughan said McFall and Berry had advised him that variegated liriope was not considered an invasive species and sedge was a more expensive ground. McFall and Berry’s proposal also included installing three euonymus and a laurel in front of 1735 Rhodes St, and five cubic yards of soil amendments to improve drainage around the foundation of the building. The Board asked and Mr. Vaughan agreed to look for native species of plants that could be substituted for the liriope, euonymus and laurel
Soil Erosion: Mr. Vaughan told the Board that metal edging installed along the sidewalk in front 1735 Rhodes St. to control erosion functioned as intended during a recent heavy rain storm and channeled runoff towards Rhodes St. and away from the driveway. he planned to request at least two proposals to pack voids under the concrete stairs adjacent to the bike path with a waterproof clay and install a course of river rock along the north side of these stairs. Mr. Nicoll moved that the Board approve a $4,873 proposal from McFall & Berry to install a stepping stone walkway to serve the pet waste station on the east side of the parking lot; to install a stepping stone walkway connecting the bike path and an adjacent CVIII concrete sidewalk; and install Mr. Midler second this motion, and it was approved with Messrs. Amato, Gerrity, Midler and Nicoll voting aye.
Roofs: Mr. Vaughan told the Board that he requested a proposal from KGS to replace the shingles on the remaining pitched roofs. The Board asked and Mr. Vaughan agreed to find a contractor to repair minor deficiencies discovered in a survey of the state of repair of CVIII’s flat roofs by Potomac Exteriors.
LED Basement Lighting: Mr. Vaughan said CVIII’s maintenance engineer had finished replacing fluorescent tubes with LED lighting in the basement of 1728 Queens Lane and begun replacing fluorescent tubes with LED lighting in the basement of 1729 Queens Lane.
Exterior Wooden Pole Lamp Lightings: Mr. Vaughan said Mr. Kiman had replaced the 250-watt “test” LED bulb on the wooden pole lamp adjacent to 1735 N Rhodes St. with a 50-watt LED bulb rated at 3000-degree Kelvin color temperature. The Board asked Mr. Vaughan to have Mr. Kiman install the 50-watt bulb in a pole lamp located in one of the Queens Lane courtyards to see how it compared with the color and brightness of the existing HID lamps. The Board urged Mr. Vaughan to continue look for a 2700-degree Kelvin bulb that would be closer to the color of natural light.
New Business:
In-Unit Service Program: After discussion, the Board decided unanimously to discontinue CVIII’s In-Unit Service Program because of liability issues associated with it.
May 2018 Board of Directors Meeting: The Board will hold its May 2018 meeting at 5:15 pm on Monday, May 21, 2018, in the meeting room in CVIII's Property Management Office located at 1903 Key Boulevard.
Adjournment: Mr Amato adjourned this meeting at 6:30 pm.
April 23, 2018 CVIII Board of Directors Executive Session Meeting
Call to Order: Mr. Amato brought the Colonial Village III Board of Directors Executive Session Meeting to order at 6:30 p.m. Present at that time were Michael Amato, 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.
Adjournment: Mr Amato adjourned this meeting at 6:56 PM.
May 21, 2018 CVIII Board of Directors Meeting Minutes
Call to Order: The meeting was called to order by Mike Amato at 5:15 pm.
Proof of Notice of Meeting: All unit owners in attendance acknowledged the timely receipt of notice of this meeting.
Resident’s Forum: Three residents raised the following concern(s): Expressed an interest in having a memorial bench established for a former owner, recently passed
Reading and Approval of Minutes: Mr. Nicoll Moved to approve the May meeting minutes. The Motion was seconded by Mr. Midler and carried unanimously.
The Board accepted the resignation of a long-term member Dennis Gerrity, who served for 17 years.
MANAGEMENT REPORT:
Financial – May financials were presented along with a variance report reporting overall monthly operating expenses; year-to-date expenses were running 12% under budget.
LED Conversion – Maintenance is on the last building replacing florescent bulbs with LED equivalents in all the common areas: laundry, trash, storage.
Town Square – Legum & Norman’s rollout of new portal for owners was discussed.
Landscape: Manager agreed to resend 2017 architect’s report for committee to review again and make recommendations for remainder of 2018.
Roofs – A proposal was presented for an independent engineering survey of roofs to assist in prioritizing any replacements as/if needed. Management contacted the roofing company’s president to follow-up on obtaining proposal for remaining asphalt shingled roofs.
Fire Sprinkler System – The sprinkler system contractor informed that Arlington County Fire Marshalls may be needed to perform annual inspection.
Fence – Long Fence was contracted to perform repairs of the fallen fence behind 1721 Queens.
OLD BUSINESS
Meter Stack Evaluations: Management reported the electrical engineering company was returning to property to confirm findings of the Fall 2017 survey/report, so any further replacements recommended can be prioritized.
NEW BUSINESS
The Board discussed the purchase of a memorial bench to be installed inside the Queens Lane courtyard in response to residents’ request.
Mr. Nicoll Moved to approve the purchase of a bench similar in style to the ones in the community provided that residents split the cost of purchase with the association and pay for any plaque. The Motion was seconded by Mr. Wiles and carried unanimously.
Laundry Rooms: Board requested management to find out if one or more of the machines in each laundry room can be elevated for easier access. Also, to find whether an oversized machine could be installed at 1729 Queens to accommodate washing of comforters as this is the only location where there is room and hook ups are already available.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn and enter Executive Session at 6:42. The Motion was seconded by Mr. Nicoll and carried unanimously.
The Board discussed delinquencies and rules violations. There were no Motions made during Executive Session.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn at 7:05. The Motion was seconded by Mr. Midler and carried unanimously.
June 25, 2018 Colonial Village III Condominium Board of Directors Meeting Minutes
Call to Order: The meeting was called to order by Mike Amato at 5:15 pm.
RESIDENT’S FORUM: Resident moved in recently and wanted to know if housing more than one cat or multiple kittens would be an issue for the community/board. She mostly fosters young kittens prior to adoption. It was also mentioned that the window doesn’t close completely in the upstairs landing in 1808.
Reading and Approval of Minutes: MOTION: Mr. Nicoll Moved to approve the June meeting minutes. The Motion was seconded by Mr. Wiles and carried unanimously.
REPORTS OF COMMITTEES/OFFICERS
MANAGEMENT REPORT
Financial – May financials were presented along with a variance report reporting overall monthly operating expenses; year-to-date through May expenses were 8% under budget. This will net out over the next six months.
Landscape – 1829 Wilson ground cover deterioration at either side of entry discussed. Management to address with landscape company McFall and Berry.
Trees – Care of Trees removed fallen limbs from Siberian Elms near 1721 Queens; arborist does not recommend removal of tree at this time.
Roofs – Proposal to replace the remaining shingled roofs was presented for approval.
MOTION: Mr. Nicoll Moved to approve the roof replacement proposal from KGS to replace the remaining seven shingled roofs. The Motion was seconded by Mr. Amato and carried unanimously.
LED Conversion – Exterior wood pole lamps conversion discussed. Trial installation in the 1800-1817 Queens courtyard was agreed.
Fire Sprinkler System – Annual inspection attended by Arlington County Fire Inspectors; some deficiencies to be corrected by September when the Inspectors will re-inspect.
OLD BUSINESS
Memorial Bench – Bench ordered and to be installed inside the courtyard between buildings 1804 and 1805 Queens next to circular sidewalk.
NEW BUSINESS
None.
ADJOURNMENT OF REGULAR SESSION TO EXECUTIVE SESSION: With no further business to discuss, Mr. Amato Moved to adjourn and enter Executive Session at 6:38. The Motion was seconded by Mr. Nicoll and carried unanimously.
The Board discussed delinquencies and rules violations, towing. There were no Motions made during Executive Session.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn at 6:46. The Motion was seconded by Mr. Wiles and carried unanimously.
July 23, 2018 Colonial Village III Condominium Board of Directors Meeting Minutes
CALL TO ORDER: The meeting was called to order by Mike Amato at 5:30 pm.
RESIDENT’S FORUM
READING AND APPROVAL OF MINUTES: MOTION: Mr. Nicoll Moved to approve the June meeting minutes. The Motion was seconded by Mr. Wiles and carried unanimously.
REPORTS OF COMMITTEES/OFFICERS
No reports. However, the memorial bench was discussed.
MANAGEMENT REPORT
Financial – June financials were presented along with a variance report. Year-to-date through June expenses were 6% under budget. Net Operating Profit YTD is $1,981.
Landscape – Possible over watering of grass may be reason for increased water bills; management to compare Arlington County water bills over past year.
Washer/Dryer Elevation – Scheffres Laundry requested to raise two washers and two dryers at 1729 Queens Lane laundry room; if positive feedback received may also do this at other laundry buildings.
LED Conversion – Board agreed to vote at August meeting on full LED retrofit installation for exterior wood pole lights, once consensus obtained from other two Colonial Village boards.
2019 Operating Budget – Management to begin work on draft for August meeting.
OLD BUSINESS
Memorial Bench – Bench may have metal edging installed around pavers sand replaced with more durable material; landscapers’ leaf blowers used after grass cutting scatters sand used between pavers. Colonial Village III July 23, 2018 Meeting Minutes Page 2
NEW BUSINESS
Mr. Nicoll Moved to appoint Lindsey Collier to fulfill the remaining term of the open seat on the Board of Directors. The Motion was seconded by Mr. Midler and carried unanimously.
ADJOURNMENT OF REGULAR SESSION TO EXECUTIVE SESSION: With no further business to discuss, Mr. Amato Moved to adjourn and enter Executive Session at 6:15pm. The Motion was seconded by Mr. Nicoll and carried unanimously.
The Board discussed delinquencies and resident communications. There were no Motions made during Executive Session.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn at 6:24. The Motion was seconded by Mr. Wiles and carried unanimously.
August 20, 2018 Colonial Village III Condominium Board of Directors Meeting Minutes
Call to Order: The meeting was called to order by Mike Amato at 5:30 pm.
RESIDENT’S FORUM
Reading and Approval of Minutes: Mr. Amato Moved to approve the July meeting minutes. The Motion was seconded by Mr. Midler and carried unanimously.
REPORTS OF COMMITTEES/OFFICERS: No reports.
MANAGEMENT REPORT
Financial – July financials were presented along with a variance report. Year-to-date expenses through July were 5% under budget. Net Operating Profit YTD is $5,586.
Budget – 2019 Draft budget being prepared for board discussion at September meeting.
Landscape – Water usage bills decreased this month.
Roofs – Shingled roof replacements (7 remaining of the 10) were completed by KGS as of Monday, August 27th, and took five total days including the prior Saturday.
Benches – Replacements for those along Rhodes Street was discussed. One needs removal.
Washer/Dryer Elevation – Scheffres Laundry elevated several machines at 1728 & 1729 Queens as requested by the Board for more convenient access. Requested management to follow up with Scheffres regarding increased frequency of repairs on certain machines, age and timing of replacement(s) relative to those repairs.
OLD BUSINESS
LED Conversion – Exterior Pole Lights: MOTION: Mr. Midler Moved to approve the competitive bid from Truly Green Solutions to retrofit remaining 250watt HID wood pole lamps with the lower wattage, energy efficient LED bulbs supplied by Truly Green Solutions. The Motion was seconded by Ms. Collier and carried unanimously.
NEW BUSINESS
MOTION: Mr. Wiles Moved to confirm the Board’s e-vote allowing a new resident to have a service animal (dog). The Motion was seconded by Ms. Collier and carried unanimously.
ADJOURNMENT OF REGULAR SESSION TO EXECUTIVE SESSION: With no further business to discuss, Mr. Amato Moved to adjourn and enter Executive Session at 6:49pm. The Motion was seconded by Mr. Midler and carried unanimously. The Board discussed delinquencies and resident communications. There were no Motions made during Executive Session.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn at 6:57pm. The Motion was seconded by Mr. Midler and carried unanimously.
September 24, 2018 Colonial Village III Condominium Board of Directors Meeting Minutes
Call to Order: The meeting was called to order by Mike Amato at 5:30 pm.
RESIDENT’S FORUM
Reading and Approval of Minutes: Mr. Nicoll Moved to approve the August meeting minutes. The Motion was seconded by Mr. Wiles and carried unanimously.
REPORTS OF COMMITTEES/OFFICERS
MANAGEMENT REPORT
Financial – August financials were presented with a variance report. Year-to-date expenses through August were 4% under budget. Net Operating Profit YTD is $13,897.
Budget – 2019 Draft budget was discussed; to be finalized by November after discussion at the annual meeting Monday, October 15th at 7pm held at 1701 N. Troy St. meeting room.
Gas Supplier – UGI 2-year contract for reduced rates was signed and forwarded.
Landscape – McFall & Berry owner contacted regarding overlooked areas behind buildings.
Erosion Control – Solicited bids to address several areas of concern including the ravine.
Electric Meter Stacks – Re-certification of earlier engineering survey expected October 10th.
Exterior Wood Light LED Retrofit – Work is scheduled to begin over weekend of October 28th.
Fire Sprinkler System in Storage/Laundry/Trash – Repairs made by Castle Sprinkler as identified by Arlington County Fire Inspectors; re-inspection/testing of corrections being scheduled.
Bench Replacements – Company found in South Carolina by board member may prove to be source of replacement wood slats for benches on Rhodes St. benches. Sample ordered to see.
OLD BUSINESS
Laundry Facilities – Scheffres Laundry requested to provide documentation on repairs made to machines over the past several months in response to input that some washing machines are not emptying properly during spin cycle.
NEW BUSINESS: None.
ADJOURNMENT OF REGULAR SESSION TO EXECUTIVE SESSION: With no further business to discuss, Mr. Amato Moved to adjourn and enter Executive Session at 6:58pm. The Motion was seconded by Mr. Midler and carried unanimously. The Board discussed delinquencies and resident communications. There were no Motions made during Executive Session.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn at 7:03pm. The Motion was seconded by Mr. Midler and carried unanimously.
October 15, 2018 Colonial Village III Condominium Board of Directors Meeting Minutes
Call to Order: The meeting was called to order by Mike Amato at 8:36 pm.
RESIDENT’S FORUM
Laundry – Leak mentioned that occurred in 1808 facility—fixed. Also, the motion sensors added by maintenance engineer are a wonderful enhancement.
Reading and Approval of Minutes: Mr. Wiles Moved to approve the August meeting minutes. The Motion was seconded by Ms. Collier and carried unanimously.
REPORTS OF COMMITTEES/OFFICERS
MANAGEMENT REPORT – Following the annual meeting.
Financial – September financials were presented. Year-to-date expenses through September were 4% over budget, but YTD were 3.5% under budget. Net Operating Profit YTD was $16,170.
Benches – Rhodes Street benches to be replaced by either keeping existing bases and installing new wood – or – plastic slats. Management tasked to inquire about viability and durability of Birlant Co. Cypress wood slats.
Budget – 2019 Draft budget was discussed. Draft presented reflects a three percent (3%) increase in assessments.
OLD BUSINESS: None.
NEW BUSINESS: None.
ADJOURNMENT OF REGULAR SESSION TO EXECUTIVE SESSION: With no further business to discuss, Mr. Amato Moved to adjourn and enter Executive Session at 9:03pm. The Motion was seconded by Mr. Midler and carried unanimously. The Board discussed delinquencies, resident communications, and maintenance engineer’s tasks and tenure. There were no Motions made during Executive Session.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn at 9:36pm. The Motion was seconded by Mr. Midler and carried unanimously.
November 26, 2018 Colonial Village III Condominium Board of Directors Meeting Minutes
Call to Order: The meeting was called to order by Mike Amato at 5:35 pm.
RESIDENT’S FORUM
Reading and Approval of Minutes: Mr. Midler Moved to approve the October meeting minutes. The Motion was seconded by Mr. Wiles and carried unanimously.
REPORTS OF COMMITTEES/OFFICERS
MANAGEMENT REPORT
Financial – October financials were presented and were 11% under budget. Year-to-date expenses were 4% under budget. Net Operating Profit YTD was $24,331.
Benches – Management tasked to acquire enough slats from Birlant Company for a single bench as a trial for the remainder.
OLD BUSINESS: None.
NEW BUSINESS:
Mr. Nicoll Moved to approve the trash contract with Thompson’s Hauling. The Motion was seconded by Mr. Midler and carried unanimously.
Mr. Nicoll Moved to approve the 2019 draft budget. The Motion was seconded by Mr. Amato carried unanimously.
Mr. Nicoll Moved to affirm the Board’s e-vote of November 16, 2018 approving the KGS Construction proposal to tuck-point a specific area in the back of 1801 N. Rhodes Street. The Motion was seconded by Mr. Wiles carried unanimously.
ADJOURNMENT OF REGULAR SESSION TO EXECUTIVE SESSION: With no further business to discuss, Mr. Amato Moved to adjourn and enter Executive Session at 6:53pm. The Motion was seconded by Mr. Wiles and carried unanimously. The Board discussed delinquencies, resident communications and staff/vendor holiday bonuses.
ADJOURNMENT: With no further business to discuss, Mr. Amato Moved to adjourn at 7:10pm. The Motion was seconded by Mr. Midler and carried unanimously.
December, 2018 Colonial Village III Condominium Board of Directors Meeting Minutes - No Meeting held.