HERITAGE HUNT CONDOMINIUM I
BOARD MEETING
NOVEMBER 13, 2007
I. Call to Order
The meeting was called to order at 2:04 p.m. by the President, Ed Plummer. Also present were Board Members Gwen McCauley, Warren Miller, SCS rep. Kerry Farmer and Committee Chairs Betty Licitra, George Field and Frank Hoss. The presence of a quorum was established. The minutes of the last meeting were approved. A moment of silence was observed in memory of Bill Massarella.
II. Ed Plummer reported that he and Warren Miller met on November 8th and appointed Gwen
McCauley to fill the remainder of the Bill Massarella’s term as Vice President and on the
Board through the Annual Meeting and Elections in March, 2008.
III. Committee Reports
BUILDING AND GROUNDS
George Fields reported 2 outside hose bibbs have been replaced and one removed and capped off as unnecessary. A leaking backflow prevent valve in Building B Sprinkler Valve Room has been replaced.
Lennar has been addressing many of our building problems and the board is evaluating the repairs and will have the roof re-inspected. The work included dry wall repairs for which the condo is responsible for painting.
Notices have been sent to residents with units for sale, advising that unit owners were responsible for their agents following condo rules, specifically with regard to real estate signs, lock box placement and leasing rules.
Elevator pad installation procedure: Contact Ed Plummer with request for pads. He will contact J&B supervisor.
Heat buildup in south stairwells from summer sun is being investigated. Fire doors have been propped open to help relieve the situation but this is not acceptable. SCS will have FIRE EXIT signs made for each door. Window tinting or curtains have been suggested but opinions vary; matter still under consideration.
Committee recommended and Board has decided to replace elevator carpeting in both elevators with a system that uses replaceable inserts.
Fire sprinkler leak in Bldg B which caused damage to units 304 and 204 has been fixed and repairs to the units have been completed with the exception of the carpet in 304.
Repair of the damage to the resilient sealer on the concrete outside the entrance of Bldg. B may have to wait for warmer weather.
Walkway lights had ballasts fail; parts have been ordered. Mysteriously, someone has put the wrong type of bulb in the failed light in front of Bldg A and this may have caused the ballast to fail.
No one other than a professional electrician or the Board should work on the lights. Any resident seeing any one else working on lights should report the sighting to George or the Board.
After polling the residents in attendance, the Board voted and approved “No Lampshades On The Chandeliers.”
Sideboard lamps in both 1st floor lobbies have been put on timers to be On from about 7 AM to 11 PM.
HOA has replaced globe blown off of pole light in front of Bldg B during recent storm.
Lasting Impressions will be regrading some areas, including the planting bed in front of B113, and a replacing a number of plantings, most of which are under warranty, but a few are not.
New elevator inspection certificates are now on display in the elevators. Kerry Farmer will look into getting a certificate mounting frame for the A Building Elevator.
There is a possible issue with the size of the floor drain in the B Bldg Sprinkler Valve Room and the ability to run full-flow tests on the fire sprinkler system. Kerry Farmer will research who requires what on this issue.
BUDGET AND FINANCE
Betty Licitra presented the 2008 Budget to the Board which was unanimously approved it. She also reported that there would not be an increase in monthly fees.
One account in collection has been settled.
AD HOC COMMITTEE
Bill Goetz and George Field are researching the large discrepancy in the water usage by the two buildings. A validation test has been scheduled for November 14th and all residents have been notified.
We now have PWCSA’s permit requirements for irrigation sub-meters and are soliciting a plumbing contractor that can prepare the permit applications as well as do the installations.
LEGAL & COVENANTS
Frank Hoss recommended approval of two applications with some stipulations. One was to replace kitchen tile floor with a laminated wood floor. The other was to grandfather existing non white or beige window treatments. Both applications were approved by the Board. Two other applications regarding sunscreens are pending.
Revision of
Policy Resolution No 1 Enforcement Procedures was approved unanimously by the
Board. This revision
is to make clear that the Board can use any designee of its choice (and not
just SCS or any other Managing Agent) to send notices and otherwise enforce the
Bylaws, Guidelines and other governing documents of the association. It includes provision that the management
company be copied when notices are sent.
The committee is in the process of revising the current Guidelines and recommends that unit owners be notified to submit any suggestions in writing to any member of the Board or the Covenants Committee before the end of the year.
Two violations were observed on a walk through:
1. Door mat in the common hall area in Bldg A.
2. Unit owners in 209B are in violation of the special conditions of their sunscreen approval and the committee requests permission to ask SCS to send notice.
The Board has sent notices to several owners regarding tenants moving in without the owners following the rules, which include the requirement that the Board be provided a copy of the lease 10 days before occupancy.
Complaints of an unsightly car with a for sale advertising painted over all windows parked in front of Bldg. B have been resolved.
A unit has been inspected and found to have an un-authorized plumbing addition. The owner has been advised that the addition must be removed or a retroactive change application be submitted.
IV. SCS MANAGEMENT REPORT
When necessary to call SCS the person to contact is Kerry Farmer at extension
703-631-2003 x317.
Status of Maintenance
1. Fire Safety Equipment
Backflow prevent valve has been replaced. Full sprinkler test couldn’t be completed because drain is too small. SCS is looking into this situation.
2. Entry System Programming errors in Bldg B have been corrected by ESSI.
Status of Finances
1. Kerlin account and Murphy account need to be resolved. SCS will take care of these.
.
2. Need for Pest Control Contract will be revisited in the spring. This item to be dropped
from the Agenda.
3. Elevator Inspections are complete and certificates displayed.
4. Warranty Demand
Kerry Farmer suggests the Board adds the drain issue in Bldg B Sprinkler Valve
Room to the warranty demand list. With reference to Building & Ground report
above, Kerry was asked to research who requires what so that Board can have the
facts and decide whether it is appropriate to raise issue with the developer.
V. UNFINISHED BUSINESS
Effective
October 23 the Condo Master Insurance was written with Nationwide Insurance at
a significant savings over previous policy.
Nationwide representatives Wilton Elmore, Jr. and Richard LaBossiere were present to answer residents’ questions and
discuss unit owners’ insurance needs. Mr.
Elmore may be reached at 703-361-4900.
Bldg A library – someone has begun
leaving magazines in the library; residents are advised that the donation of
magazines and periodicals is not desired.
VI. NEW BUSINESS
Thefts and Crime
Residents urged to take prudent precautions as there have been several items stolen in and around our buildings.
Board meetings for 2008 will continue to be on the second Tuesday of odd months (Jan, March, etc.) in the Club House Board Room at 2 PM.
VII. ADJOURNMENT
There being no further business, the meeting was adjourned at 4:00 PM with the next Meeting scheduled for January 8, 2008 at 2:00 PM in the Board Room of the Club House.
Respectfully submitted,
Marjorie Morgan, Acting Secretary