HEATHERLEA OF ARLINGTON
BOARD OF DIRECTORS MEETING
April 19, 2006
Board Members Present: Jim Shelton, President; Karen Pate, Vice President; Betty Scott, Secretary/Treasurer; Gladys Daines, Member-at-Large
Board Members Absent:
Representing KPA, Inc.: Gina M. Spellman, Community Manager
Attending from the Association Office: Lucy Oliver, Office Manager
Unit Owners Present: 2427-A, 2431-B, 4524-D, 4524-F, 4533-C
President Shelton called the meeting to order at 7:06 PM.
Betty moved to approve the minutes of the March 22, 2006 meeting as amended. Gladys seconded. Motion passed.
See attached written report.
Jim noted that all CD's maturing between now and July should be transferred to the money market account at Wachovia. The monies will be used for the upcoming property-wide painting, rotten wood and gutter/downspout replacement.
UNIT OWNER PRESENTATIONS
2427-A - stated she has put her unit on the market and is very concerned that the fence that was in front of the unit has been removed. It has opened the unit to unwanted solicitors. The Board stated that landscaping enhancements would replace the fence.
Following a brief discussion, the current owner agreed that the new owner should be approached to determine what kind of shrubbery she might like installed to replace the fence.
COMMITTEE REPORTS
Newsletter - The second quarter issue of Heatherlea Buzz is well underway, and distribution is scheduled for the week of May 1.
Building & Grounds – Management has contacted 7-11 regarding the removal of the two dead pine trees on their property. To date there has been no response. Jim requested that he be supplied with the telephone number and he will see what he can do to get a response.
VARIANCE REQUESTS
2433 - presented a variance request to install a storm door. Betty moved to approve this installation according to Association guidelines. Gladys seconded. Motion passed.
Heatherlea Board Meeting
April 19, 2006
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4533-C - presented the following variance requests for:
1) The installation of a replacement door to the storage room of the unit. Jim move to approve this request with the condition that the resident coordinate the exterior painting of the door & the rotten wood replacement of the door frame with the Association Office given that the Association is undertaking property-wide rotten wood replacement and painting this spring. Betty seconded. Motion passed.
2) The installation of three replacement windows. Betty moved to approve this request as long as the replacements were of like style and white in color. Karen seconded. Motion passed.
3) The installation of storm doors. Gladys moved to approve this request as long as the doors followed the Association's guidelines. Betty seconded. Motion passed.
OWNER PRESENTATIONS
4524-D - was present to seek the Board's guidance regarding the excessive plant material on the balcony above at 4524-E. The excessiveness of the plants, their watering, and debris filters to the patio of 4524-D, therefore making it unusable. These residents have approached the resident of 4524-E only to be confronted with abusive behavior and language.
The Board directed Management to conduct a formal inspection of the unit, and following that inspection a letter to the resident of 4524-E requesting that the number of plants be limited, saucers be placed under all plants, and care taken with respect to the unit below. Bylaw references to the peaceful use of one's unit are to be noted. Should there be retaliation as a result of these actions; the police are to be called by the resident.
OLD BUSINESS
Gutter Replacement – The Board unanimously approved, via email, Slater's Seamless Gutters for the replacement of the Association's gutters and downspouts. Management requests a formal vote. Jim moved to approve the proposal from Slater's. Gladys seconded. Motion passed.
A-1 Towing - A-1 was selected as the towing company for the Association. Management requests formal approval the unanimous email vote previously received. Jim moved to approve the A-1 Towing proposal. Betty seconded. Motion passed.
NEW BUSINESS
Auditor Contract for 2006/2007 - Goldklang, Cavanaugh & Associates, P.C. present a proposal for the audit of the Association's records for the year 2006 and 2007 at an expense of $2,100 in 2006 and $2,125 in 2007. The proposal also includes preparation of the Association's Federal & State income taxes at an expense of $275 per year. Betty moved to approve this proposal. Gladys seconded. Motion passed.
Landscape Enhancement Proposals - Shenandoah Landscape Services and Community Landscape Services presented proposals for landscape enhancements throughout the property. Following review of each proposal, Jim moved to approve the proposal from Shenandoah not to exceed an expense of $11,000. Betty seconded. Motion passed.
The Board also requested that Shenandoah provide a proposal for the fall plantings of the focal beds, and the provision of bulbs for distribution with in the courtyards that residents could plant.
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April 19, 2006
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Jim requested that Management contact legal counsel for the appropriate method of the termination of this contract, and also requested that Management solicit RFP's from other grounds management/landscape contractors.
COMMUNITY MANAGER’S UPDATE
None
FINAL COMMENTS
4534-A - requested that the Association treat for ants on the exterior of the building.
EXECUTIVE SESSION
None
NEXT MEETING
Scheduled for May 24, 2006.
ADJOURNMENT
Meeting adjourned at 9:12 PM.
________________________________
Betty Scott, Secretary Date ____________________
Board of Directors
Heatherlea of Arlington