HEATHERLEA OF ARLINGTON
BOARD OF DIRECTORS MEETING
February 22, 2006
Board Members Present: Jim Shelton, President; Karen Pate, Vice President; Betty Scott, Secretary; Gladys Daines, Member-at-Large
Board Members Absent: Kate Spear, Treasurer
Representing KPA, Inc.: Gina Spellman, Community Manager
Attending from the Association Office: Lucy Oliver, Office Manager
Unit Owners Present: 4520-E
President Shelton called the meeting to order at 7:03 PM.
Betty moved to approve the minutes of the January 25, 2006 meeting as amended. Gladys seconded. Motion passed.
No report. The Board had requested that Jim Orlick, CFO of KPA be invited to the meeting to discuss the Association's reserve funding. Management apologized for overlooking this request, and will invite Jim to the March meeting.
UNIT OWNER PRESENTATIONS
4520-E - was present to seek Board guidance on handling a noise complaint. The resident has spoken to the residents above her on several occasions, but there has been no resolution. The Board directed Management to send a letter to the management company for this rental unit outlining the registered complaints with a copy to the tenants of 4520-F. The Board also requested feedback from the management company on actions taken to alleviate this situation.
4537-D - brought to the Board attention that 4537-B is still vacant and there is concern that there is a leak from 4537-B into 4537-A. Management will seek to gain entry into 4537-B to assess the situation.
COMMITTEE REPORTS
Building & Grounds – Betty voiced her dissatisfaction with the recent leaf removal by CLS. In removing the leaves, debris was blown into the entryways and patios with no effort made to remove them.
The Board set the date for a community walk-through for March 12, 2006 at 10:00 AM. All interested parties should meet at 4500 South 28th Road. The Board also requested that an RFP be sent to other landscaping companies for their participation in this enhancement project. There has been a great deal of dissatisfaction with CLS and their lack of follow-through.
The Board expressed their concerns over the plantings along South Walter Reed Drive from the first entry to the parking lot to the pool house. There are photinia bushes planted in this area and they are not doing well compared to their counter-parts at the other end of this parking lot. Management will contact CLS.
Heatherlea Board Meeting
February 22, 2006
Page 2
Newsletter - The 2nd Quarter 2006 Heatherlea Buzz has an editorial deadline of May 5, 2006 with distribution during the week of May 22.
VARIANCE REQUESTS
2429-A - presented a variance request for the installation of a satellite dish on the balcony rail of the unit. Karen moved to approve this installation. Gladys seconded. Motion passed.
OLD BUSINESS
2006 Property-wide Painting – Management is waiting on two additional bids that outlined the issues of rotten wood and gutter replacement. Consideration of proposals was delayed until the March meeting.
Continental Pool Services - the Board requested that Management follow-up on the billing for repairs made in the fall, but were to be billed in early 2006. The Board wishes to clear this from their pending items.
4534-A & D - these two units suffered water intrusion due to foundation leakage. 4534-A requested that the exterior assessment of this situation be further investigated. She does not feel that the current efforts are sufficient to resolve this issue. Management will have the foundation further exposed by CLS, will invite Portugal Construction to further assess. It was suggested that a sump pump might be necessary, and Management will seek the advice of this installation from Portugal. The resident has asked to be present throughout these further assessments.
4534-A requested that the stoop & entryway area into this building be caulked. Management will follow-up.
NEW BUSINESS
None.
COMMUNITY MANAGER’S UPDATE
Maintenance Phones - Management reported that the Nextel/Sprint phones are going to be upgraded. The cost to the Association should be less than $100 for the phone; the calling plan will remain the same. However, voice mail and caller ID will be added. The current phones are not sufficient to meet the needs of the Maintenance Staff, plus these phones are outdated and are no longer available from Nextel/Sprint should repair/replacement be necessary.
In-Unit Repairs - Management also presented a request by the Administrative Staff to develop a policy that would put in place a time-frame for Association responsible interior repairs to a unit (usually due to a roof leak). The staff has run into situations where residents will not allow for immediate repairs, but will come back to the Association six months to a year later requesting that repairs be made.
The Board suggested a letter be developed to advise residents of a time-frame for in-unit repairs following an event in their unit.
Parking Permits - the Board has relied on the towing company to provide parking permits, free of charge, for the last several years. Each year there has been a problem with the delivery of these permits to coincide with the Association's Parking permit renewal season (March 1 to April 30).
Heatherlea Board Meeting
February 22, 2006
Page 3
This year, with a new towing company (Pete's Towing), has proved to be no different. The request for permits was submitted to Pete's on January 10, 2006 and as of February 22, 2006 permits had yet to be ordered by the towing company.
Management requested that if there was no response to various telephone inquiries to Pete's on the status of the permits, it be allowed to seek them from another vendor, even if the Association had to pay for them.
The Board requested further follow-up with Pete's, and if they could not meet the Association's requirement, that they be put on notice that the Association would seek another vendor for their towing needs.
Stop Lights & Left-Hand Turns - The Board asked Management to inquire of Arlington County about the stop lights installed at South Walter Reed & Four Mile Run. They allow only left-hand turns on Walter Reed but not from South Four Mile Run. Timing of the left-hand turn from Shirlington Road (the circle from Interstate 395) onto South Arlington Mill Drive was also questioned.
Continental Pool Services - Lifeguards: their English language skills, smoking, loud radios, the invitation to friends to join them at the pool are concerns raised by the other properties. These issues will be addressed for Heatherlea as well.
Legal Services - Management informed the Board of the dissatisfaction with the Association's current legal counsel (Rees, Broom & Diaz). Direction sought on Association issues has been less than satisfactory from the Association's counsel. The Board suggested that Management speak to the current counsel's supervisor regarding services, and depending on this discussion, with measurable results, the Board would make a recommendation for a change in legal representation.
FINAL COMMENTS
None
EXECUTIVE SESSION
Jim moved to hold an Executive Session at 8:40 PM. Gladys seconded. Motion passed.
An insurance settlement was discussed.
Jim moved to exit the Executive Session at 8:50 PM. Gladys seconded. Motion passed.
NEXT MEETING
Scheduled for March 22, 2006.
ADJOURNMENT
Meeting adjourned at 8:51PM.
________________________________
Betty Scott, Secretary Date ____________________
Board of Directors
Heatherlea of Arlington