HEATHERLEA OF ARLINGTON

BOARD OF DIRECTORS MEETING

May 25, 2004

 

 

Board Members Present: Jim Shelton, President; Betty Scott, Secretary; Michael Bell, Treasurer;

Gladys Daines, Vice President; Rita Becker, Member at Large

 

Board Members Absent:

 

Representing KPA, Inc.: Liz Skingel, Community Manager

 

Attending from the Association Office: Lucy Oliver, Office Manager

 

Unit Owners Present: 4514-C, 4533-B, 4534-A, 4534-B, 4534-E, 4537-E, 4546-C

 

CALL TO ORDER

 

President Shelton called the meeting to order at 7:02 PM

 

APPROVAL OF MINUTES

 

Betty moved to approve the minutes of the April 6, 2004 meeting as written. Mike seconded.  Approved.                                                                                                                                                                  5-0-0

 

TREASURER’S REPORT

 

Mike reported that the Association is financially strong and stable. A CD that matured on May 20 was rolled over into two $25,000 CD’s; with one CD maturing in May 2007; the other maturing in November 2007.

 

It was noted that two operating line items were over-budget; one was office expenses and the other was the master insurance. Management stated that both would be reviewed to determine the reason for being over-budget.    

 

UNIT OWNER PRESENTATIONS

 

4546-C – As a new owner, he wished to express very high compliments to Jane Misita, Administrative Assistant, for her helpfulness and courtesy.

 

4537-E – was present to address the issue of his leaking fireplace. It was stated that the issue would be addressed a bit later in the meeting.

 

4534-B – expressed concerns about the juniper bushes in the area of her unit, and wondered when they were going to be removed. Jim stated that the issue would be addressed shortly due to a water/foundation problem with 4534-A and the need to regrade that side of the building.

 

VARIANCE REQUESTS

 

4500-B South 28th Road submitted a variance for a satellite dish installed by the previous owner. They wish to keep the dish. Gladys moved to approve the request. Mike seconded. Approved.                    5-0-0        

4516-A South 28th Road submitted a variance for the installation of a satellite dish. Mike moved to approve the request.  Betty seconded. Approved.                                                                                              5-0-0

 

Heatherlea Board Meeting

May 25, 2004

Page 2

 

 

 

VARIANCE REQUESTS - Continued

 

4520-C South 28th Road submitted a variance for the installation of new sliding glass doors. Mike moved to approve the request.  Gladys seconded. Approved.                                                                         5-0-0

 

2819-D South Wakefield Street submitted a variance for the installation of new windows. Mike moved to approve the request.  Gladys seconded. Approved.                                                                         5-0-0

 

 

COMMITTEE REPORTS

 

Newsletter – Rita reminded the Board and the audience that there are prizes available for successfully naming the Heatherlea newsletter –a $50 gift certificate for dinner at a Shirlington Village restaurant and a set of movie tickets.

 

The next newsletter will be dated July/August, and will be published in early August. Deadline for articles is July 26, 2004.

 

Building & Grounds – There was no formal report, but several issues were brought to the table. One was the Barberry bush at the 7-11 fence. A request was made not to prune for in doing so it creates a shortcut to 7-11 and gardens planted in the area get trampled. Second was the South Walter Reed Drive parking lot entry closest to South Wakefield Street. The bushes and trees at that entry the need to be pruned. They are becoming a hazard to vehicles leaving the parking lot due to lack of visibility.

                                                                                               

OLD BUSINESS

 

Chimney/Fireplace Leak at 4537-E – It has leaked almost since he moved in, and attempts by the Association to discover the cause have so far been unsuccessful. Management stated that three new contractors would be addressing the issue in hopes that a resolution would be found.

 

Web Site – Following a brief discussion about the contents of a revised web site, Mike moved to accept the proposal from Office Wizard at a cost not to exceed $475 for this development. Gladys seconded. Approved.                                                                                                                                                      5-0-0

 

 

NEW BUSINESS

 

4534-A – During a home inspection, it was discovered that water is leaking into the unit around the foundation of the building. Management stated that three contractors have been requested to bid on the project. As all bids had not been returned, Liz stated that once she had all the information in hand she would forward a package to the Board.

 

Once the Board has reviewed the information, Liz will ask them to vote, via email, on which contractor they prefer to hire, and she reminded the Board that voting via email must be unanimous.

 

Ahlberg and Company, P.C. – Jim found mistakes in the draft audit. The Board has requested that Jim Ahlberg, president of the company, review the audit prior to the Board’s acceptance. The Board also stated that taxes will be signed upon acceptance of the audit.                   

                                                                                                                                   

Heatherlea Board Meeting

May 25, 2004

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NEW BUSINESS - Continued

 

Landscape Proposal – Community Landscape Services submitted Proposal #E04-1253 for landscape enhancements. Item 1 is for the installation of shrubs around A/C units at various sites throughout the property. Item 2 is for the installation of a drainage system at the rear of 4537 and 4539 in hopes of eliminating/reducing rain water that drains toward these two buildings.

 

Following discussion of the need for more than one proposal for this work, and the timeliness of seeking those proposals, Betty moved to accept Item 1 at an expense not to exceed $2,465. Gladys seconded. Approved.                                                                                                                                                      4-0-1

 

Item 2 was postponed until the July 6 board meeting.

 

CLS also submitted Proposal #04-1362 for shrub removal at 4534-A-F; shrub installation at 4520-A-F, 4514-A-F, 4527-A-D, and 2405; regrading the left side of the building at 4534A-F. Following discussion of the water seepage problems at 4534, Betty moved to accept the portion of the proposal regarding shrub installation, except at 2405, at a cost not to exceed $350. Gladys seconded. Approved.                           4-0-1

                       

Annual Meeting Package  - With a minor correction to the 2003 Annual Meeting Minutes, the package was accepted. Betty moved to approve the package with corrections. Jim seconded. Approved.                   5-0-0        

Ant Treatment Proposal – Suburban Pest Service submitted a proposal for the treatment of ants throughout the property on an as needed basis at a cost of $125 per building treated. Rita moved to accept Suburban’s proposal. Gladys seconded. Approved.                                                                       5-0-0

 

COMMUNITY MANAGER’S UPDATE

 

Pool Umbrellas – The pool at Heatherlea needs three (3) new umbrellas. Continental Pools submitted a price of $374 plus freight for this purchase. Gladys moved to approved this expense from the reserve account. Rita seconded. Approved.                                                                                                           4-0-1        

Cornerstone Invoice for Repairs – Management noted that the Cornerstone invoice in the amount of $994.11 for repairs at the pool pump room had been expensed to the operating budget. Management made the request that this expense be reclassified to the reserve account, Pool Equipment. Gladys move to approve this transfer. Betty seconded. Approved.                                                                       5-0-0

 

Shirlington-Fairlington Neighborhood Conservation Program – Ed Hilz, representative for this program, and Adam Denton, the County representative, have made a request to make a presentation to  Board. The Board agreed to issue an invitation to attend the July 6, 2004 meeting.

 

Suburban Pest Service presented a proposal for property-wide termite treatment which has not been done in approximately eight years. Liz suggested the Board take the proposal and review it with an eye towards budgeting this expense in 2005.

 

Seal Coating the Parking Lots – Former management had suggested that the parking lots be seal coated during 2004. Liz reviewed the 2004 budget and stated that monies had not been set aside in the reserves to do this project in 2004. She suggests that the Board consider this expense in the 2005 budget.

 

 

 

 

Heatherlea Board Meeting

May 25, 2004

Page 4

 

 

 

COMMUNITY MANAGER’S UPDATE – Continued

 

Rotten Wood – During the last community walk-through, Management discovered significant areas with rotten wood. Proposals for the replacement of this rotten wood have been requested of three contractors,

although those proposal are not yet available. Gladys moved to approve up to $1,500 for rotten wood replacement. Betty seconded. Approved.                                                                                                 5-0-0

 

Should additional rotten wood be discovered at the already known areas, Jim moved to approve an additional $1,500 for replacement costs that would be incurred. Mike seconded. Approved.                                  5-0-0

 

4520-E – The resident of this unit is seeking Association involvement in the backing up of the A/C condensate line from the unit above into her unit and the unit below. Jim suggested that there be more investigation of this situation before the Association becomes financially involved. He agreed to do this and will present the findings at the July 6 meeting.

 

Summer Help – It was noted that the 2004 Budget had been approved for 20 hours per week for 14 weeks of summer help. Management feels, and Maintenance agrees, that this is not enough hours per week to appropriately perform the duties required of the summer employee. Management requested that four (4) hours be added to each week. Betty moved to approve four (4) additional hours to a maximum of 24 hours per week. Gladys seconded. Approved.                                                                                        5-0-0        

 

Next Meeting – The next board meeting will be held on Tuesday, July 6, 2004.

                                               

 

ADJOURNMENT

 

Meeting adjourned at 10:15 PM.

 

 

 

 

 

___________________________________                                                           ________________________________

Betty Scott, Secretary                                                                                    Date

Board of Directors

Heatherlea of Arlington