Provided is the notice for the 2008 Annual Board of Directors Meeting. If you are unable to attend in person, your proxy form may be counted as your vote.
You as owner will sign the proxy, and have your signature witnessed. Your witness will also sign the proxy and include his or her address. This represents a properly executed proxy. The law requires 25% of the membership to attend in person or by proxy to conduct this important Annual event. Thank you for your cooperation.
1618-1620 / 1636-1700 / 1716-1718
The purpose is to provide more convenient access to the bikes and to help protect the entrances and walls from scrapes and tire marks. The indoor bike rooms at 1606 & 1806 remain available. All residents are asked to register their bikes with the office. Bikes stored at any of the locations is done so at no risk to the Association. Thank you for your cooperation.
The back door installation will be completed near the end of September. The work is weather permitting so rain may delay the scheduled completion slightly.
The entry keys are the same. Please be patient as you become familiar with how the key fits in the lock. Pull the door open by the handle so the key is turning the lock and not used to pull the door open.
Also be cautious as you enter and exit the work area while this work is in progress - thank you for your continued cooperation.
RENOVATIONS: Please be reminded, if you are performing a major renovation, you are required by the condominium documents to provide the plan to the Board of Directors through the management office for approval. We also ask owners to inform the office whenever vendors will be on site to work in a unit. Demolition material from a renovation as well as discarded appliances should be removed from the property.
THANK YOU FOR YOUR COOPERATION!
When large items such as furniture are disposed in or around the association’s dumpsters, an additional fee is charged to the association.
Please contact ALIVE for free weekend pickup of bulk trash.
ALIVE Inc.
2723 King Street
Alexandria, VA 22301
(703) 837-9300
- Ext. 3 - Furniture
- Ext. 5 - Housewares
Website: www.alive-inc.org
This service helps cut expenses and provides for a community cause.
Appliance pickup is being sought. A notice will be provided.
I. Roll Call. The following officers were present at the meeting: Jerry Kelly, Anne Short, Virginia Kress, Richard Rapine, and Francine Scaffidi. Also in attendance were Property Manager, Shelly Marshall, and Site Engineer, Sallu Turay.
II. Call to Order. Since a quorum was present, the meeting was called to order at approximately 7:15 PM.
III. Audit presentation by Goldklang Associates concerning the 2004 audit and deficit.
A. Discussion of various approaches to covering deficit, including increasing monthly assessments or calling for a special assessment.
B. Motion approved to call for special assessment to cover entire deficit.
C. Board approved 2004 audit, pending PCII 2004 reimbursement.
IV. Approval of Minutes. Board approved April and May Board Minutes.
V. Financial Report
A. Discussion of cash requirement reports. Cash requirement report will be delivered to Board Members weekly.
B. Discussion of interim audit prior to special assessment.
C. Discussion of budget items, including ceiling repairs, photo cell invoices and snow removal, which is $15,000 over budget.
D. Board approved motion to restrict all discretionary spending.
VI. Unfinished Business
A. Board discussed tree survey prepared by Northern Woods Tree Service, Inc. Board decided not to enter into tree contract at this time and to use survey to plan for next year’s budget.
B. Brook Environmental report showed minimal asbestos material in two spaces. CFM will get bids for removal.
C. Discussion of Virginia American water bills. CFM will follow up on checking bills and meter questions.
VII. New Business
A. Board decided not to use Millennium towing for snow plowing, since their prices are higher than GMI’s prices.
B. Board decided to table consideration of renewing Extermatech warranty and inspection until July meeting.
C. Board ratified hot tub heater replacement for $1,792. This decision was subsequently rescinded via email vote after the Board was informed that the repair had not been made yet.
D. Discussion of emergency response to burst pipe.
VIII. Open Forum:
A. Discussion of Sallu’s last day as Site Engineer.
Adjournment. Motion was made to adjourn the meeting to go into executive session. The motion was seconded and unanimously approved. The meeting was adjourned at 9:30 PM.
I. Roll Call. The following officers were present at the meeting: Jerry Kelly, Anne Short, Virginia Kress, Richard Rapine, and Francine Scaffidi. Also in attendance were managing agent, Shelly Marshall and site manager, Yolande Nanji.
II. Call to Order. Since a quorum was present, the meeting was called to order at approximately 7:15 PM.
III. Approval of Minutes. Minutes from the January Board meeting were reviewed and approved by the Board.
IV. Site Manager’s Report
A. Discussion of Newsletter
B. Discussion of Guest Parking Permits. One guest permit is allowed per unit. Yolande will prepare a memo and leave 1 guest permit with each unit. Memo will include request that unit owners should contact Yolande if they believe a Guest Permit is being misused.
C. Tree maintenance. Two proposals have been received. Board wants to see a third proposal.
D. Water shut off policy. Yolande will prepare a memo outlining the following points.
Unit owners must notify office 1 week in advance of requested water shut off.
Water will only be shut off once a week.
E. Ceiling Repairs. Discussion of ceiling repair proposal from Premiere Services. It was proposed that some Board members should look at the ceilings. Discussion of how cost should be handled. Possible special assessment situation; Jim Mansfield to advise on how to handle.
F. Unit 1710/101. EDC is preparing report on moisture level.
G. PCII. President of PCII Board doesn’t want to pay for Building Engineer’s time. Board decided that Sallu would not spend any time working at PC II. Yolande will draft a letter to PC II informing them of Board’s decision.
V. Financial report
A. Goldklang, Cavanaugh & Associates, PC has started 2004 audit.
B. Financial report was tabled until March.
VI. Unfinished Business.
A. Unit 1726/101. Yolande will call City to schedule inspection. Unit owner has informed management that restoration is completed and she has had unit inspected. Site manager has requested invoices from unit owner but has not received anything. Yolande is to have Jim Mansfield contact unit owner for invoices. Insurance company will not pay depreciation amount without final invoices.
B. New Resident Orientation. CFM and Site Manager will prepare a draft of a move-in package.
C. Parking. Only 12 residents did not respond to parking permit notice.
D. Door Replacement.
· Discussion of letter from unit owner concerning door replacement.
· Phase II of Jaffe proposal is preparation of design drawings. Shelly will check with Jaffe for cost of Phase II.
· Board decided to hold further discussion of door replacement until April Board meeting.
· Allow time for resident input.
· Board will have reviewed March financials and cost of ceiling situation.
· Allow time for CFM input on Jaffe proposal.
· Notice should be given in February and at March meeting concerning the April meeting to discuss Door Replacement.
VII. New Business.
A. Board approved Mister Kleen carpet cleaning contract for $2,930 for April and November cleanings.
B. Crawl space asbestos abatement.
35 crawl spaces and boiler rooms must be surveyed.
CFM has ordered signs for crawl spaces.
Memo should be prepared to residents.
Board reviewed proposal from Brook Environmental & Engineering. Francine knows of another company and will give information to CFM for another proposal.
Site Manager will check on proper clothing for Sallu to wear to go into crawl space.
Board approved asbestos survey proposal not to exceed $4,785.
C. Board approved Goldklang, Cavanaugh & Associates, PC audit proposal for 2004 and 2005 audits for $1,750 and $1,550, respectively. 2004 fee includes additional work to review expenses. Fee to prepare federal and state income tax returns is $250 per year. Administrative fee of $50 will be billed to Association.
VIII. Open Forum
A. Discussion By unit owner who wants to expand his unit.
B. Parking enforcement.
Adjournment. Motion was made to adjourn the meeting to go into executive session. The motion was seconded and unanimously approved. The meeting was adjourned at 10:15 PM.
I. Roll Call. The following officers were present at the meeting: Jerry Kelly, Anne Short, Virginia Kress, Richard Rapine, and Francine Scaffidi. Also in attendance were managing agent, Shelly Marshall and site manager, Yolande Nanji, and site engineer, Sallu Turauy.
II. Call to Order. Since a quorum was present, the meeting was called to order at approximately 7:10 PM.
III. Approval of Minutes. Minutes from the December Board meeting were reviewed and approved by the Board, subject to minor spelling corrections.
IV. Open Forum
A. Discussion of 2005 Budget
B. Discussion by unit owner who wants to add old bicycle room in 1728 to his unit in 1730. Unit owner was told to submit request in writing.
C. Unit 1710/301. Roof leak has been repaired, leak caused damage in ceiling and wall. Yolande will get a proposal from Premier to repair the damage.
D. Discussion of whether door replacement should be pursued. Discussion of plumbing repairs and hiring a contractor rather than doing work piecemeal.
E. Steve Hearn from 1722/302 volunteered to help write newsletter.
F. Suggestion was made to have unit owners in each building spend one weekend to paint entryways.
G. Discussion of move-in fee and what costs the fee covers. In addition to repairs, move-in fee covers cost of keys, parking stickers and keycard.
V. Financial report
A. Discussion of expenses and income for 2004.
B. Currently there are 2 vacant storage units. Owners on the waiting list will be notified of vacancies.
C. Water bills. Sallu is inspection buildings and is currently inspection 1602. He is finding numerous leaks and dripping.
VI. Site Manager’s Report.
A. Unit 1626/101. The leak from unit 201 caused damage in unit 101. The owner of unit 201 has repaired the leak, but has not repaired the damage caused by the leak to unit 101. Board approved having the damage repairs made to unit 101. The cost of the repairs for the damage caused by the leak will be assessed to the unit owner of 1626/201.
B. Towing. About 15% of the residents have not contacted Yolande to register their cars for new parking stickers. Yolande will put registration forms under their doors. New notice will be given to all unit owners that towing will be resumed 2/1/2005.
C. Ceiling Repairs. Discussion of ceiling repair in 1724/301. Sallu recommends placing cross strips over beams and installing drywall instead of removing existing ceiling and installing a new ceiling. Yolande is to get a price for this approach.
1. There was a general discussion of the ceiling inspections.
2. Ceiling inspection policy. Association will inspect ceilings for visible signs of cracks and sagging panels. The Association will stabilize the ceilings by using drywall screws and affected areas of ceiling will then be re-popcorned.
3. Discussion of water damage and ceiling repair at 1730.
VII. Unfinished Business.
A. Fire restoration at 1726. Waiting for unit owner to have final work done. Inspection will be scheduled when work is completed.
B. Tree Maintenance. Need more proposals before contractor can be selected.
VIII. New Business
A. Discussion of plumbing repairs. The bulk of the work that Sallu has been doing has been to replace the riser valves. Once the valves are replaced, water will not have to be shut down for the entire property for plumbing repairs to be made to individual buildings or units. Valves should have been replaced when prior repairs were made but were not. Sallu has replaced portions of at least 7 risers. He has also replaced the 3-inch pipes under buildings 1624 and 1626. Yolande is keeping a spreadsheet of the work being done, but it has to be updated.
B. Discussion of plumbing repair and water shut off that occurred on 12/23/2004.
C. Discussion of whether CFM or a consultant should help prepare a plan for replacement of risers.
D. Shelly will get a proposal for a survey of the crawlspaces.
Adjournment. Motion was made to adjourn the meeting to go into executive session. The motion was seconded and unanimously approved. The meeting was adjourned at 10:10 PM.
