Minutes

Colonial Village III

Board of Directors Meeting

20 October 2008

Call to order:

Mr. Nicoll brought the meeting to order at 7:43 p.m., and called the roll of Colonial Village III’s Board of Directors. . Present at that time were Eric Nicoll, president; Cheryl Concelman, vice president; Dennis Gerrity, secretary; and, Charlie Clark, member at large. Unit owners Greg Bain, Lauren Bruce, Michael Brooks, Amanda Hunt, Linda Johnson, Peyton Palmore and Larry Poe were present at that time. Greg Edwards of CMI, association manager Paula Covington and maintenance engineer Stan Kiman were also present at that time.

Proof of Notice of Meeting:

All unit owners in attendance acknowledged the timely receipt of notice of this meeting.

Reading and Approval of Minutes:

Mr. Nicoll moved that the minutes of the 22 September 2008 board meeting be approved without change. Ms. Concelman seconded this motion, and it was approved unanimously.

Open Forum for CVIII Owners:

No one was present to speak.

Correspondence from Owners:

The board received no correspondence from owners since its September meeting.

Reports of Officers:

See pending and new business.

Committee Reports:

See pending and new business.

Management Report:

September Financial Update: After making allowances for errors and omissions in the September income and expense statements, Ms. Covington said CVIII had a year-to-date operating surplus of $31,008 as of the end of September 2008.

Maintenance:

Mr. Kiman said that there had been no unusual maintenance problems during the past month.

Pending Business:

Masonry Renovations: Mr. Nicoll and Ms. Covington informed the board that contracts had been signed and returned to Thomas Downey, Ltd. for contract administration and quality assurance observation services and the Culbertson Company of Virginia for masonry renovations at Building Four. Mr. Kiman informed the board that Culbertson would begin work on Wednesday, October 20^th and that it would take Culbertson approximately ten weeks to complete this project.  Ms. Covington and Mr. Kiman agreed to deliver notices of this work to resdients of Buildings Two, Three and Four.

Meter-Stack Cabinets: Mr. Kiman told the board that Kolb Electric had completed the installation of a replacement for the metal cabinet that houses the meter stack serving units located in 1805 N. Rhodes St. Mr. Kiman told the board that it was necessary to shut of electric power to only the four units in 1805 N. Rhodes St.

CVIII’s 2009 Budget:

Mr. Nicoll moved that the board approve a $589,856 operating and reserve budget containing a 3.17% increase in total assessments for CVIII for 2009. Ms. Concelman seconded this motion, and it was approved unanimously.

Parking Lot:

Mr. Kiman informed the board that Paveco completed its contract to seal cracks with hot tar and apply a slurry mix to the asphalt surface of the parking lot. Mr. Kiman said that parking stalls had been restriped, but Paveco’s contract did not include applying a coat of yellow paint to fire lane curbs. He suggested having Advanced Towing do this at a future date. Mr. Palmore and others said Paveco had not done a thorough job sealing cracks with tar. Mr. Kiman and Ms. Covington agreed to have this work done next spring.

Storage Rooms:

Mr. Kiman told the board that notices had been distributed to residents warning that bicycles without tags identifying their owners in storage rooms would be given to a local charity at the end of the month and envelopes containing tags that could be used to identify owners had been taped to the insides of storage room entry doors. Mr. Kiman said approximately twenty bikes were not tagged, and he would arrange to have them picked up by this charity in early November.

New Business:

Volunteer Recognition Gift:

After discussion, Mr. Gerrity moved that the board authorize a $250 gift certificate to Paul Bosworth, a resident of 1800 Queens Ln., in recognition of his many hours of volunteer work on numerous landscaping projects. Ms. Concelman seconded this motion, and it was approved unanimously.

Executive Session:

Mr. Nicoll moved that the open session of this meeting be adjourned, and the board and Ms. Covington convene in executive session for the purposes of reviewing delinquent assessments and discussing a violation of CVIII’s By-Laws. Ms. Concelman seconded this motion, and it was approved unanimously at 7:55 p.m.

November 2008 Board of Directors Meeting:

The November board meeting is scheduled to take place at 7:00 p.m. on Monday, 17 November 2008, in the conference room in the CMI office at 1903 Key Blvd.

Adjournment:  

Mr. Nicoll moved that this meeting be adjourned. Ms. Concelman seconded this motion, and it was approved unanimously at 8:01 p.m.