HEATHERLEA OF ARLINGTON
BOARD OF DIRECTORS MEETING
March 22, 2006
Board Members Present: Jim Shelton, President; Karen Pate, Vice President; Betty Scott, Secretary
Board Members Absent: Gladys Daines, Member-at-Large
Representing KPA, Inc.: Gina M. Spellman, Community Manager
Attending from the Association Office: Lucy Oliver, Office Manager
Unit Owners Present: 4519-F, 4520-E, 4520-F, 4524-F
President Shelton called the meeting to order at 7:00 PM.
Betty moved to approve the minutes of the February 22, 2006 meeting as written. Karen seconded. Motion passed.
HEARINGS
4548-D - was sited for a clogged dryer vent. Resident reported to the Association Office that the violation had been corrected. No action taken. The Board asked that Eugene verify that the vent has been cleaned.
2429-E - was sited for the installation of a satellite dish without benefit of a variance request. Resident submitted a variance for consideration. No action taken.
4520-F - was notified that a written noise complaint had been submitted to the Association Office by the resident of 4520-E. The residents of 4520-F dispute the complaint.
The Board, in an effort, to be pro-active in resolving this complaint requested a hearing. Each party was given the opportunity to present their case.
4520-E - stated that the issue was excessive noise after 10:00 PM (heavy walking, banging cabinet doors). This noise very much interrupted her quiet time and ability to sleep. She felt she had made attempts to speak with the residents of 4520-F, but the efforts provided no resolution. She offered two possible solutions for the noise: 1) installing felt dots on cabinet doors; 2) rugs on the floors.
4520-F - stated that they were quite taken aback by the complaint, and noted that the floors are fully carpeted. They have no exercise equipment, no pets, no stereo equipment. They are baffled by the noise transmission to the unit below, but stated that perhaps the fact that the unit has vaulted ceilings may be a contributing factor. There has been no malicious intent, and they will be more mindful regarding their routines. They believe the situation can come to a mutual understanding.
Jim reminded all that tolerance levels for noise are different for everyone. The Board is very appreciative of the parties' willingness to work with one another to resolve this issue. Should the situation not change, it should be reported to the Association Office, and the Board will try to work with both parties.
Heatherlea Board Meeting
March 22, 2006
Page 2
See written report attached. Kate Spear has resigned as Treasurer. Betty has offered to fill this position until a new board member comes forward.
Jim noted that all CD's maturing between now and July should the transferred to the money market account at Wachovia. The monies will be used for the upcoming property-wide painting and rotten wood replacement. Betty will get in touch with Kevin O'Connor at Wachovia.
UNIT OWNER PRESENTATIONS
4524-F - stated she was present to observe the Board in action, but also to volunteer for the Building & Grounds Committee.
COMMITTEE REPORTS
Newsletter - The editorial deadline was changed to April 21 for the 2nd Quarter 2006 issue of the Heatherlea Buzz. The deadline was changed so that this issue can carry news of upcoming events that otherwise would not have been included: the Spring Yard Sale scheduled for May 20, pool hours, and grill usage. Distribution will be the week of May 1.
Building & Grounds – A walk-through of the community took place on Saturday, March 18 with Community Landscape Services and Shenandoah Landscape Services. The Board is waiting for proposals from both contractors for the community's enhancement projects.
VARIANCE REQUESTS
2429-E - presented a variance request for the after-the-fact installation of a satellite dish. Jim moved to approve this installation. Karen seconded. Motion passed.
4507 - presented a variance request for the installation of flagstones over the concrete pad within in the patio area. Jim move to approve this request with the condition that the resident be informed that should the Association need to perform maintenance responsibilities within his patio area, he would be responsible for any costs associated with removal of the flagstones. Karen seconded. Motion passed.
4519-F - submitted a variance request for windows and a patio door within the unit. Jim moved to approve this request. Betty seconded. Motion passed.
OLD BUSINESS
2006 Property-wide Painting – The Board considered the proposals from Capital Painting and AMS Restoration Services. Each proposal included costs for painting, rotten wood replacement, and gutter replacement. Jim moved to approve the proposal from Capital Painting to include the Duration paint option and the rotten wood replacement with the Azek composite product. Betty seconded. Motion passed.
Replacement of the gutters was tabled until Management can secure additional bids for this project. There was also a discussion of replacement of house numbers and plaques. The Board asked Management to inquire of Capital Painting if they could/would undertake this project.
Heatherlea Board Meeting
March 22, 2006
Page 3
4534-A & D - Management sought evaluation and recommendations from Portugal Construction and Thomas Downey, Ltd. to resolve the drainage issues and the leaking into 4534-A. Based on both reports, the leaking may be caused by ground water leeching into the concrete slab of the unit, or through cracks in the brick cap over the foundation wall. It is suggested that a water test be done to determine if the leaking is through the cracks in the brick cap.
The Board asked Management to seek proposals based on the findings from Thomas Downey, Ltd.
NEW BUSINESS
CLS Proposals - were tabled until proposals from the community walk-through are received and reviewed.
Tree Stump Removal Proposals - Bartlett Tree Experts, Shenandoah Landscape Services and Community Landscape Services present proposals for stump removal. Following review of each proposal, Betty moved to approve the proposal from Shenandoah. Jim seconded. Motion passed.
COMMUNITY MANAGER’S UPDATE
Doggie Pot Purchase - The community's original doggie pot is in disrepair. Maintenance requested the purchase of a new doggie pot. The cost would be approximately $350. The Board agreed to the purchase.
7-11 - Management sent a letter to 7-11 Headquarters concerning the removal of two dead pine trees that border the Heatherlea property. A work request was submitted and Management will follow-up with the local 7-11 field consultant. The Board also requested that 7-11 be approached about some landscape enhancements to their property.
Towing Service - Based on the difficulty of obtaining parking permits from the community's current towing company (Pete's), the Board has requested cancellation of this contract. A-1 Towing Services will be asked to present a contract for these services to become effective June 1, 2006.
FINAL COMMENTS
None
EXECUTIVE SESSION
Jim moved to hold an Executive Session at 8:47 PM. Betty seconded. Motion passed.
Delinquencies, personnel and resident matters were discussed.
Jim moved to exit the Executive Session at 8:58 PM. Betty seconded. Motion passed.
FROM EXECUTIVE SESSION
Account #490-1007, Jim moved and Betty seconded the suspension of parking privileges for this account. Motion passed.
NEXT MEETING
Scheduled for April 19, 2006.
Heatherlea Board Meeting
March 22, 2006
Page 4
ADJOURNMENT
Meeting adjourned at 8:59PM.
________________________________
Betty Scott, Secretary Date ____________________
Board of Directors
Heatherlea of Arlington