Colonial Village III

Minutes

Board of Directors Meeting

21 June 2010 

Call to order:

Mr. Haley brought the meeting to order at 7:00 p.m., and called the roll of Colonial Village III’s Board of Directors. Present at that time were Kevin Haley, President; Amanda Hunt, Vice President; Larry Poe, Treasurer; Dennis Gerrity, Secretary; Laura Hagg, Member at Large. Also present at that time were unit owners Donald English and Donna Lee, resident Andrew Woods, Maintenance Engineer Stan Kiman, and Association General Manager Peter Freedman.

Proof of Notice of Meeting:

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

Reading and Approval of Minutes:

Ms. Hunt moved that the draft minutes of the 17 May 2010 Board Meeting be approved without change. Mr. Poe seconded this motion. The motion was approved unanimously.

Open Forum for CVIII Owners:

Residents complimented the Board on recent landscaping improvements. Residents and the Board discussed dogs owners who failed to clean up after their pets and how to best to deal with this problem. Residents were encouraged to report offenders to the Property Manager. A resident asked about the possibility of a dog park in CVIII. Mr. Freedman explained that all dog parks in Arlington County must be a minimum of 10,000 sq. ft. in size, and this would preclude the use of the area behind the garage structure as a dog park because it is only 3,000 sq. ft. large. Mr. Freedman said that he would recommend against a dog park in CVIII because the environmental, insurance and security expenses of a dog park would be prohibitive. A new unit owner introduced himself, and he was welcomed to CVIII by the Board.

Correspondence from Owners:

The Board briefly reviewed a resident's plans to renovate their kitchen.

Reports of Officers:

See pending and new business.

Committees Reports:

See pending and new business.

Management Report:

May 2010 Financial Update: Legum & Norman provided the Board with an income statement, balance sheet and related documents that showed CVIII with an operating surplus of $3,631 for the year to date as of the end of May 2010.

Maintenance:

Mr. Kiman told the Board there had been no unusual maintenance issues during the past month.

Pending Business:

Due Process Resolution: Mr. Freedman and the Board reviewed a revised version of a resolution prepared by CVIII’s law firm, Chadwick, Washington, that would establish procedures for reporting and processing complaints of violations of CVIII’s By-Laws and CVIII’s Rules and Regulations. After discussions, Ms. Hagg moved that the Board approve this resolution, Ms. Hunt seconded this motion, and it was approved unanimously.

Meter Stacks: Mr. Freedman told the Board that replacing the meter stacks serving 1728 (residential and common element), 1800 and 1804 Queens Ln. and 1735 N. Rhodes St. would begin as soon as Kolb Electric could coordinate power shutoffs with Dominion Power.

Insurance Deductible Resolution: Mr. Freedman and the Board reviewed a resolution assigning liability for the deductible for a property insurance claim on CVIII’s master policy to the party responsible for the source of the damage that led to the claim. After discussion, Mr. Poe moved that the Board approve this resolution. Mr. Haley seconded this motion, and it was approved unanimously.

Garage Roof: Mr. Freedman briefly reviewed the following proposals to replace the garage roof: Alliance, $28,923; Atlantic, $34,000; Culbertson, $35925; Titan, $42,784; James R. Walls, $32,378. After discussion, Mr. Gerrity moved that the Board approve Alliance’s bid of $28,923 with the condition that Alliance’s proposal be rewritten to specify 24oz. copper coping. Mr. Haley seconded this motion, and it was approved unanimously,

Roofs Ponding Issues: Mr. Freedman told the Board that permanent repairs to eliminate water ponding on the roof of 1813 N. Rhodes St. had been completed, and it is draining correctly but additional work still needs to be done at 1821 N Rhodes St.

New Business:

2011 Budget, Preliminary Discussion:

Mr. Freedman informed the Board that he expected only a modest increase in assessments would be required to fund CVIII’s 2011 budget.  CVIII’s 2010 operating expenses were on budget after making allowances for the costs of dealing with February’s snow storms. Mr. Freedman said that he would be able to provide exact numbers as soon as a final draft of CVIII’s 2010 reserve study incorporating suggestions from the Board was available.

2011 Lawn Service Contract:

Mr. Freedman and the Board reviewed CVIII’s current lawn service contract with McFall & Berry. After discussion, the Board asked Mr. Freedman to obtain proposals for lawn service in 2011 from McFall and Berry and at least two other firms. These proposals should be for twelve months of service, not the industry norm of ten months; and they should include policing CVIII’s woodlands for trash and similar debris at least once a year and provide quotes for a la carte requests for cleanup and pruning services. These proposals should also include information on the chemicals typically used for fertilization, weed suppression and pest control; environmentally friendly alternatives to these chemicals; and the cost of these alternatives.

Web Site Security:

Mr. Poe and Mr. Freedman briefed the Board on recent conversations they had on how much information about CVIII residents should be available on CVIII’s web site given the increasing problem of identity theft. The Board discussed options ranging from adding password access to CVIII’s website for owners and residents to reducing the scope of the website to a bulletin Board for upcoming events and a link page for answers to FAQs. The Board decided to consider these and other steps to protect the identities of owners and residents at future Board meetings before making any changes to CVIII’s website.

Executive Session:

Ms. Hunt moved that the open session of this meeting be adjourned, and Mr. Freedman and members of the Board convene in executive session for the purposes of discussing delinquent assessments and property management issues. Ms. Hagg seconded this motion, and it was approved unanimously at 7:49 P.M.

July 2010 Board of Directors Meeting:

The July 2010 Board meeting is scheduled to take place at 7:00 p. m. on Monday, 12 July 2010, in the conference room in the Colonial Village Management Office at 1903 Key Blvd.

Adjournment:  

Ms. Hunt moved that this meeting be adjourned. Mr. Poe seconded this motion, and it was approved unanimously at 8:17 p. m.