HEATHERLEA OF ARLINGTON
BOARD OF DIRECTORS
MEETING
July 6, 2004
Board Members Present: Jim Shelton, President; Betty Scott,
Secretary; Gladys Daines, Vice President
Board Members Absent: Treasurer and Member-at-Large
Positions - Vacant
Representing
KPA, Inc.: Liz Skingel,
Community Manager
Attending
from the Association Office: Lucy
Oliver, Office Manager
Unit
Owners Present: 2429-B,
4534-A
Guest
Speakers: Ed Hilz, from
the Fairlington-Shirlington Neighborhood Conservation Program & Adam
Denton, representing Arlington County.
Mr. Hilz & Mr. Denton presented to
the Board and community members present the value of the Association joining
this conservation group. One such value of the Association joining would be
collectively with other associations in the area, having a greater say in area landscape
enhancements and conservation programs as voted on by the Arlington County
Board.
Jim moved to join the group, Gladys
seconded. Approved. 3-0-0
President
Shelton called the meeting to order at 7:05 PM
Betty
moved to approve the minutes of the May 25, 2004 meeting as written. Gladys
seconded. Approved. 3-0-0
As
the Treasurer’s position is vacant with the move of Mike Bell from the
community, Jim reported that the checking account currently has a balance of
$70,505. He requested a motion to move $30,000 to the Wachovia money market
account. Gladys moved to move this amount; Betty seconded. Approved. 3-0-0
Jim
also said he would call Kevin O’Connor at Wachovia to verify signatories on the
account.
UNIT
OWNER PRESENTATIONS
None
VARIANCE
REQUESTS
None
Heatherlea
Board Meeting
July
6, 2004
Page
2
COMMITTEE
REPORTS
Newsletter –
The next newsletter will be dated July/August, and will be published in early
August. Deadline for articles is July 26, 2004.
Several
names for the newsletter were offered by Board members and Association members
in attendance. The Board agreed on the name “Heatherlea Buzz” along with the
use of a graphic bee in the logo.
Building & Grounds – There was no formal report, but
several issues were brought to the table. Especially watering the bushes near
the 7/11, the forsythia bush near the doggie pot behind 2819 as they appear to
be dying. It was also noted that there is a dead tree along South Walter Reed
Drive.
The
question of pruning was raised –when will it take place. Management stated that
CLS will begin pruning the end of the week of July 5 or early the week of July
12.
Gladys
also wondered if The Arlington would agree to an installation of a doggie pot
somewhere in the area of 2800-2814. Her request comes as the result of
residents of The Arlington using the doggie pot installed behind 2819.
OLD BUSINESS
Waterproofing at
4534-A – Jim moved
to ratify the unanimous email vote to approve the various contracts that were
presented by Management, so that this project could move forward. Betty
seconded. Approved. 3-0-0
Management
also suggested that several of the major contract items could be allocated to
the Reserve Accounts vs. the Operating Accounts. Jim moved to allocate the
following expenses to Reserves:
CLS – Excavation, re-grading &
shrub installation in the amount of $2,270 to Account #0215
American Exteriors – Waterproofing
in the amount of $6,250 to Account #0160
Jim
also moved to allocate the following expenses to the Operating Account #6060:
ServiceMaster – Mold & mildew
treatment - $125
Atlantic Duct Cleaning – HVAC vent
cleaning - $265
Betty
seconded these moves. Approved. 3-0-0
The
Board and Management wished to acknowledge the cooperation and patience of
Karen Pate, the new owner of the unit, throughout this process.
Reimbursement Request
– 4534-A – In a
letter dated May 24, 2004, Karen Pate requested a 50% reimbursement for the
installation of new carpeting. Management recommended against this request as
it was felt that with proper cleaning, deodorizing, and disinfecting, the
carpet that was in the unit when Ms. Pate purchased the unit could have been
salvaged. Jim moved to deny this
request. Gladys seconded. Approved. 3-0-0
Heatherlea
Board Meeting
July
6, 2004
Page
3
Draft Audit – 2003 – At the request of the Board at the May
25, 2004 meeting, Mr. James Ahlberg, President of Ahlberg & Company, P.C.
reviewed the 2003 audit and tax returns. Based on Mr. Ahlberg’s letter dated
June 1, 2004, Jim moved to approve the audit and tax returns. Betty seconded.
Approved.
3-0-0
However,
Jim did request that the Association be provided with a hard copy of Mr.
Ahlberg’s letter with his signature vs. the fax copy received. Management will
request this document.
NEW
BUSINESS
Landscape Proposal – Community Landscape Services submitted
Proposal #E04-1428 for stump and tree removal services. There are five (5)
stumps throughout the property and a dead red bud tree at 2439 to be removed.
Gladys moved to approve at an expense not to exceed $650. Jim seconded.
Approved.
3-0-0
CLS
also submitted Proposal #EO-1498 for Fall flower installation at the South
Arlington Mill and South Wakefield sign beds, as well as the South Arlington
Mill entrance bed. Jim moved to approve these installations at an expense not
to exceed $1,800. Betty seconded. Approved. 3-0-0
CLS
Proposal #04-1418 for flower and tree installation at the corner of South
Walter Reed and Wakefield Streets was put on hold.
COMMUNITY
MANAGER’S UPDATE
Board Resignations – The Board and Management
acknowledged the resignations of Michael Bell, Treasurer and Rita Becker,
Member-at-Large.
Efficiency in Running
Board Meetings –
Management shared an article published in the newsletter Community Association Management Insider entitled “Run Meetings
More Efficiently by Setting Members’ ‘Code of Conduct’.” The Board requested that this article be
included in the “New Board Member” packet that will be distributed following
the Annual Meeting.
Cornerstone Plumbing
& Drain, Inc.
– Management suggests this invoice for plumbing repairs to the Pool House could
be reclassified from Operating to Reserve Account #0010. Jim moved to
reclassified $852.10 to the Reserves. Gladys seconded. Approved. 3-0-0
AMS Services – Management also suggested that six
(6) AMS invoices for the replacement of rotten wood be reclassified from
Operating to Reserve Account #0160. Gladys moved to reclassify these invoices
for a total amount of $1,355 to the Reserves. Betty seconded. Approved. 3-0-0
Board Meetings – Management brought to the attention
of the Board that the KPA management contract called for an additional charge
of $50 per hour for each board meeting that went over a two-hour limit. Jim
stated he was unfamiliar with the management contract and requested a copy of
same.
EXECUTIVE
SESSION
None
Held
Heatherlea
Board Meeting
July
6, 2004
Page
4
ADJOURNMENT
Meeting
adjourned at 8:45 PM.
___________________________________ ________________________________
Betty
Scott, Secretary Date
Board
of Directors
Heatherlea
of Arlington