Minutes of Monthly RVOP Board of Directors Meetings

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RVOP Board of Directors Meeting October 28, 2024 

The meeting was called to order at 1907 hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Naveed Qureshi, Debbie Moreau, Anne Meccariello, Debbie Moreau, Homa Puga and Martin Schuh.  Owners present were Howard Birmiel, Travis White, Jack Merenda and Tim LaFreniere 

--Minutes: The minutes of the 09/17/24 zoom meeting were reviewed and approved as written.  Motion to accept by D. Moreau, 2nd by L. Bobb; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  Currently, the checking account balance is $74,298.07 and the money market account has $189,507.48 (with $276.29 in interest this month).  Motion to accept by N. Qureshi, 2nd by H. Puga; all approved.

OLD BUSINESS:  

--Property/Water Intrusion 9310-9312: G. White reported that the repairs and corrective measures are complete.  

--Property/Parking Lot Lights: G. White has not had opportunity to address this yet. 

--Administration/Overdue Accounts Correspondence: L. Martin reported that he filed an updated memorandum on an existing lien for one owner and a partial release on a lien for another owner.  

NEW BUSINESS:

--Administration/Finances: It was decided to transfer $40,000 from the checking account into the reserve money market account.  Motion to accept by D. Moreau, 2nd by A. Meccariello; all approved.

--Administration/Finances: L. Martin reported that Fritz & Company have provided their review of RVOP and have referenced the reserve fund study.  L. Bobb has reviewed the report and indicated she was comfortable with it as well.  The report will be posted on the RVOP website.

--Grounds/Landscaping: M. Schuh reported that Greenscape has given us a contract proposal to take effect next spring.  It is essentially the same services we are currently receiving with an increase of 4% for next year.  H. Puga mentioned that her office has noticed Greenscape’s fumes and noise and asked if it were possible for them to provide service on Saturdays.  M. Schuh said he would inquire if this were an option and what the contract implications might be.  The decision to accept/reject the contract was tabled pending a response from Greenscape.  

--Administration/Secretary: Discussion ensued on the question of who will be the next secretary.  The decision was tabled pending decisions by potential new BOD members who may serve.   

--The meeting was adjourned at 1955 hrs.   Motion to adjourn by D. Moreau, 2nd by G. White; all approved.  The next monthly BOD Meeting will be on 11/19/24, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting September 17, 2024

The meeting was called to order at 1905hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Debbie Moreau, Anne Meccariello, Naveed Qureshi, Linda Bobb and Martin Schuh.    

--Minutes: The minutes of the 08/20/24 zoom meeting were reviewed and approved as written.  Motion to accept by G. White, 2nd by A. Meccariello; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 9/16, the checking account balance was $48, 415.24 and the money market account was $189,230.78 ($317.07 interest was earned this past month).  One late fees account was paid and one half of an outstanding repair reimbursement was received.  Another repair reimbursement is expected shortly and one lien has been extended because of a continuing balance due.  Motion to accept by N. Qureshi, 2nd by D. Moreau; all approved.  

OLD BUSINESS:  

--Property/Water issue: G. White informed the BOD that the 9310-12 project has been completed.  He added that he personally purchased materials to make additional improvements to part of the drainage system to improve its effectiveness.  He will submit receipts for reimbursement from the BOD.  One unit owner still needs to decide on best options to replace the outdated compressor unit that needed to be moved to complete the repair process.  

--Property/Lights: Given the demand on his attention to the water issue above, G. White has not been able to address the lighting issues in the complex.  He will continue trying to address these. 

--Financials: L. Martin filed an updated lien on an existing account.    

NEW BUSINESS:

--Property/Landscaping: Greenscape has submitted a proposal ($950.00) to remove and replace a dead shrub near the entrance to the parking lot.  M. Schuh will consider this proposal in light of other options for this plant.  

--Administration/Annual General Membership Meeting (AGMM): The BOD chose 10/28 as the date for the AGMM, to start at 1830 hrs.

--Property/Trash: D. Moreau shared that a party was observed putting construction material into the dumpster.  Discussion centered on how to inform owners/occupants that outside material is not acceptable.  It was agreed to address this issue on an individual basis as incidents occur.  

--Administration/BOD: M. Schuh informed the BOD that he will be stepping down from the BOD at the end of his current term.  

--Property/Repairs: G. White added that Autumn Const. built a shelving unit for an owner to replace a unit damaged as a result of the water intrusion problem. 

--Property/Repairs: G. White disconnected a downspout to a clogged drain at 9308 and redirected the downspout across the sidewalk to a nearby catch basin.  He used excess landscaping stones from a recent project adjacent to 9318 to complete this repair.  

--The meeting adjourned at 1949 hrs.  Motion to adjourn by A. Meccariello, 2nd by G. White: all approved.  The next monthly BOD Meeting will follow the AGMM on 10/28/24, at 1830 hrs. via zoom. 

Martin Schuh, Secretary

RVOP Board of Directors Meeting August 20, 2024

The meeting was called to order at 1916hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Debbie Moreau, Anne Meccariello, Linda Bobb and Martin Schuh.    

--Minutes: The minutes of the 07/15/24 zoom meeting were reviewed and approved as written.  Motion to accept by D. Moreau, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 8/19, the checking account balance was $39,118.44 and the money market account was $188,913.71 ($293.84 in interest earned this past month).  Also, a deposit of $4,501.70 was just made into the checking account and will increase that account to $43,620.14.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.  

OLD BUSINESS:  

--Property/Water issue: G. White provided an update on the process: the HVAC unit has been removed and excavation is completed with an initial application of stucco applied.  It will be followed by application of a sealant.  The interior walls will be repaired and the soil graded and compacted when the sealant process is finished.  The total cost will be around $7,500.  

--Property/Lights: Given the demands of his work and the water issue above, G. White has not been able to schedule a convenient time to meet with an electrician to assess the lighting needs (currently one tall poll and two bollards).  He will continue trying to schedule this.  

--Financials: Given a series of health challenges that prevented L. Martin from being in his office for several weeks, he has not been able to initiate the emails and follow-up actions to address the outstanding balances of several parties.  He will pursue these matters in the next few days.  

NEW BUSINESS:

--Administration/Snow Removal: Greenscape Landscapes has proposed the same contract for this winter as was agreed upon last year.  The BOD agreed to this contract and will have L. Martin sign it in the next few days.  Motion by D. Moreau, 2nd by L. Bobb; all approved.

--The meeting was adjourned at 1939 hrs.   Motion to adjourn by D. Moreau, 2nd by L. Bobb: all approved.  The next monthly BOD Meeting will be 09/17/24, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting July 15, 2024

The meeting was called to order at 1901hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Debbie Moreau, Linda Bobb and Martin Schuh.    

--Minutes: The minutes of the 06/18/24 zoom meeting were reviewed and corrected for the date of the meeting (5/20 to 6/18) and for the date of the next monthly meeting (6/18 to 7/15).  Motion to accept by D. Moreau, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of yesterday, the checking account balance was $52,697.61 and the money market account was $168,619.87 ($273.43 in interest earned this past month).  Currently, four parties have outstanding balances that are now in the 91 day and over period.  Responses and actions will be discussed in the new business portion of this meeting.  Motion to accept by D. Moreau, 2nd by G. White; all approved.  

OLD BUSINESS:  

--Property/Water issue: G. White reported that the excavation/waterproofing has not progressed due to difficulty finding HVAC companies available to move the existing heat pump, located in the immediate work area.  He will continue to reach out to potential contractors to remove the unit.  

--Property/Lights: Given his busy work schedule, G. White has not been able to schedule a convenient time to meet with an electrician to assess the lighting needs (currently one tall poll and two bollards).  He will continue trying to schedule this.  

--Property/Camera: As a follow-up to last month’s discussion on security cameras, (initial cost of equipment, installation location, weather-proofing, data storage and access and recurring fees) the BOD decided to table this item until October.  Motion to table by D. Moreau, 2nd by G. White; all approved.

NEW BUSINESS:

--Administration/Zoning: It was noted that there may be some activity within the office complex that would constitute a zoning violation.  L. Martin will pass this information on to the appropriate county department for follow-up consideration.  

--Administration/Late Condo Dues: Given the discussion last month and earlier, during the Treasurer’s Report, it was agreed that L. Martin would address the various parties with email inquiries as to their current status and alert them to potential actions, including liens, that may be considered.  

--Administration/Finances: It was suggested that $20,000 be moved from the checking account to the money market account.  Motion by G. White, 2nd by D. Moreau; all approved.  

--The meeting was adjourned at 1947 hrs.   Motion to adjourn by D. Moreau, 2nd by G. White: all approved.  The next monthly BOD Meeting will be 08/20/24, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting June 20, 2024

The meeting was called to order at 1903 hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Debbie Moreau, Linda Bobb, Anne Meccariello, Naveed Qureshi and Martin Schuh.    

--Minutes: The minutes of the 05/20/24 zoom meeting were reviewed and approved as written.  Motion to accept by D. Moreau, 2nd by L. Bobb; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of yesterday, the checking account balance was $39,993.60 and the money market account is at $168,346.44 ($282.08 in interest earned this past month).  Three parties have outstanding balances beyond the 30-day limit totaling $3,190.55.  L Bobb continues to monitor and reach out to these parties.  There was some discussion about when to consider taking action (filing a lien).  This discussion was tabled to New Business.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.  

OLD BUSINESS:  

--Property/Water issue: G. White provided an update on the water issue at 9310-12.  There was dampness on the walls after the gutter had been cleaned and the downspout re-routed.  The next step is to excavate and provide an external water-sealant to the affected wall area.  Autumn Construction has provided an estimate of $3850 to complete this process.  The BOD approved this bid.  The BOD also approved an agreement to pay for the removal of a heat pump located in the area to be excavated.  However, given that the heat pump no longer works, it will be the unit owner’s responsibility to install a new unit.  Motion by D. Moreau, 2nd by L. Bobb; all approved.

--Property/Lighting: G. White added that two more lights in the complex are in need of service and will be arranging for an electrician to address the earlier pole light as well as these two.   

NEW BUSINESS:

--Administration/Dues: As a follow-up to the discussion above regarding past dues, the BOD adopted a policy of a grace period of two quarters for dues in arrears.  L. Bobb will continue to reach out to owners to encourage timely payment as well as to inform them of the grace period limits.  Motion by A. Meccariello, 2nd by D. Moreau; all approved.

--Property/Parking: A larger blue truck has been noted to have been parked in the complex for an extended period of time.  L. Martin will prepare a notice, indicating the need to move the vehicle and avoid potentially being towed, to be placed in the windshield.  

--Property/Security Cameras: G. White continues to investigate the various factors involved in selecting not only the camera and storage capabilities but also installation concerns such as location, power source and weather protection.  He will update the BOD when he has the details sorted out.   

--The meeting was adjourned at 1932 hrs.   Motion to adjourn by D. Moreau, 2nd by G. White: all approved.  The next monthly BOD Meeting will be 06/18/24, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting May 20, 2024

The meeting was called to order at 1904 hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Debbie Moreau, Linda Bobb, Naveed Qureshi and Martin Schuh.    

--Minutes: The minutes of the 04/16/24 zoom meeting were reviewed and approved as written.  Motion to accept by D. Moreau, 2nd by G. White; all approved. 

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of yesterday, the checking account balance was $39,781.39 and the money market account is at $168,064.36 ($249.55 in interest earned this past month).  Three parties have outstanding balances beyond the 30-day limit totaling $3,190.55.  Linda is continuing to reach out to these parties.   Motion to accept by N. Qureshi, 2nd by D. Moreau; all approved.  

OLD BUSINESS:  

--Property/Water issue: G. White reported that Autumn Construction has recently begun the tear-out work (drywall, etc.) in the interior of the units affected by the water intrusion.  The recent rain has postponed the outside work on the downspout components.  

--Property/Lighting: G. White is surveying the rest of the parking lot lights for other issues before contacting an electrician to service the light on pole # 4.    

NEW BUSINESS:

--Property/Parking Lot: There was a recent incident in which a lot of “junk” was left near the dumpster.  Some of the liquid in large containers looked potentially dangerous and the hazmat team was called out to inspect.  Fortunately, it was deemed safe to dispose of in typical manner.  All the stuff was hauled away for a fee of $400.00.  

--Property/Parking Lot: A truck has been noted to have been parked in the same spot for a number of days.  If it remains there longer, G. White will place a notice that it will be towed unless moved in a timely manner.

--Property/Dumpster: In an effort to curb outside dumping of trash in or near the dumpster, the BOD authorized G. White to purchase and install video monitoring equipment.  The BOD authorized him to spend up to $2500, as needed, to purchase and set up such a system.   

--Administration/Finances: L. Martin informed the BOD that Fritz & Co. will begin the financial review process of RVOP next week.  

--Property/Parking lot: G. White will ask Autumn Const. to paint the speed humps which were installed last year and are now ready for painting.  

--The meeting was adjourned at 1932 hrs.   Motion to adjourn by D. Moreau, 2nd by G. White: all approved.  The next monthly BOD Meeting will be 06/18/24, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting April 16, 2024

The meeting was called to order at 1906 hrs. via Zoom teleconference. Board members present: Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello and Martin Schuh.  

--Minutes: The minutes of the 03/19/24 zoom meeting were reviewed and approved as written. Motion to accept by A. Meccariello, 2ndby L. Bobb; all approved. 

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb. As of today, the checking account balance is $65,137.26 and the money market account is at $142,814.81 ($239.30 interest earned this past month). A larger longer-term balance has been paid in the last month with only the interest on the previously outstanding balance still remaining. Two other parties have balances due in the 61 to 90-day time frame and L. Bobb continues to reach out to them.  Motion to accept by A. Meccariello, 2nd by G. White; all approved. 

OLD BUSINESS: 

--Property/Water issue: G. White was able to capture some images of the water issue impacting the basement units of 9310 and 9312. These images, taken during a recent heavier rain, indicate clogged downspouts and/or drain spouts at the sidewalk level. He has scheduled a meeting with Autumn Construction to discuss the situation and appropriate remedial steps to be considered, including repositioning the lateral downspout into an angled position leading down to the sidewalk along with the necessary adaptors to make the drainage connect properly. He will also have them inspect and seal the nearby window well and inspect the sump pumps in the adjacent areas and other units facing Old Keene Mill Rd. 

--Property/Lighting: A light on pole 4 will be checked when an electrician is next on site.  

--Grounds/Landscaping: M. Schuh replaced two dead shrubs in front of 9306.

NEW BUSINESS:

--Administration/Finances: The BOD decided to move $25K from checking to the MM Account. –

--Property/Parking lot: G. White will ask Autumn Construction to paint the speed humps that they installed last year. He will also check that they have a current certificate of insurance. 

--The meeting was adjourned at 1927 hrs.  Motion to adjourn by A. Meccariello, 2nd by G. White: all approved. The next monthly BOD Meeting will be 05/20/24, at 1900 hrs. via zoom. 

Martin Schuh. Secretary

RVOP Board of Directors Meeting March 19, 2024

The meeting was called to order at 1903 hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Debbie Moreau, and Martin Schuh.    

--Minutes: The minutes of the 02/20/24 zoom meeting were reviewed and approved.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of yesterday, 3/18/24, the checking account balance was $41,701.14 and the money market account was $142,575.51 ($222.50 interest earned this past month).  Three parties have balances due in the 61 to 90-day time frame and one account is 91 days and over.  L. Bobb is monitoring and contacting them.   Motion to accept by A. Meccariello, 2nd by G. White; all approved.  

OLD BUSINESS:  

--Property/Water issue: G. White is following up on a water leak situation effecting the basement units of 9310 and 9312.  He believes it is a downspout drainage issue and, assuming this is the case, is considering replacing the horizontal part leading from the building to the sidewalk with a brown angled downspout.    

NEW BUSINESS:

--Administration/Water Bill: G. White received a rather large water bill in the billing cycle following the extensive power washing on the building and the rear parking lot wall.  The BOD agreed to reimburse him for the additional amount of $870.33.  Motion by D. Moreau, 2nd by A. Meccariello; all approved.

--Grounds/Parking Lot Lights: M. Schuh mentioned that the left side bulb on pole #4 is flickering and needs to be addressed.  G. White will contact an electrician to address this.  

--Grounds/Landscaping: M. Schuh is looking for two small shrubs (Japanese Hollies) to replace missing plants in front of 9306.  

--The meeting was adjourned at 1917 hrs.   Motion to adjourn by L. Bobb, 2nd by D. Moreau: all approved.  The next monthly BOD Meeting will be 04/16/24, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting February 20, 2024

The meeting was called to order at 1859 hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Debbie Moreau, and Naveed Qureshi.   

--Minutes: The minutes of the 01/16/24 zoom meeting were reviewed and approved.  Motion to accept by D. Moreau, 2nd by N. Qureshi; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  Currently, the checking account balance is $43,892.03 and the money market account has $142,352.01 ($238.52 interest this past month).  L. Bobb has sent out two reminder notices and has found where one owner missed a payment last year so is always one quarter behind.  She will reach out to the owner to see if the check was lost in the mail.  Motion to accept by N. Qureshi, 2nd by D. Moreau; all approved.  

OLD BUSINESS: 

--Property Improvement & Landscaping: G. White stated that there are no outstanding projects however, there is a water leak situation reported by 9310 and 9312 which he is working on.  We will need to replace some drywall once the cause is resolved.  G. White thinks it might be a downspout issue on the corner of 9312 facing Old Keene Mill Road.  He will also verify that the sump pump in the window well is working.  He will get with the contractor to get an estimate.

NEW BUSINESS:

--Landscaping:  M. Schuh sent an email about the work recently completed by Autumn stating that they trimmed the kousa dogwood in front of 9312, removed a nandina between 9314 & 9316; and thinned the inkberry plants in the courtyard to promote more growth to the lower level plants.

--Dumping:  Some tires were dumped by the mailbox and G. White rolled them to the dumpster and threw them away.

--The meeting was adjourned at 1909 hrs.   Motion to adjourn by D. Moreau, 2nd by N. Qureshi: all approved.  The next monthly BOD Meeting will be 03/19/24, at 1900 hrs. via zoom.  

Linda Bobb

RVOP Board of Directors Meeting January 16, 2024

The meeting was called to order at 1902 hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Debbie Moreau, Naveed Qureshi and Martin Schuh.   

--Minutes: The minutes of the 12/19/23 zoom meeting were reviewed and approved with one correction: The money market account for last month was actually $141,874.71.  Motion to accept by A. Meccariello, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  Currently, the checking account balance is $37,544.10 and the money market account has $142,113.49 ($238.78 interest this past month).  Currently, all accounts are paid or within the first thirty-day window except one which is in the 91-day and beyond time frame.  Linda is reaching out to the owner.  Of note, another owner has made payment on an outstanding amount.  Motion to accept by D. Moreau, 2nd by G. White; all approved.  

OLD BUSINESS:  

--Property Improvement & Landscaping: G. White confirmed the completion of the project redirecting water under the sidewalk and down to the lower parking area as well as the steps and river rocks at the end of the 9318 building.  Other Board members expressed their satisfaction with the project’s appearance as well as Gregg’s oversight on it.  

NEW BUSINESS:

--Administrative/Snow Removal Invoice: L. Bobb sought clarification regarding a recent snow removal invoice and was advised accordingly. 

--Administration/Finances: An owner who recently paid overdue quarterly fees is requesting the BOD to waive the late fee.  Given the length of time and the number of contacts and efforts made prior to the payment, the BOD decided not to waive the late fees.  Motion by A. Meccariello, 2nd by G. White; all approved.  

--Administration/Five-Year Budget: L. Martin presented the budget with projected costs and income for the next five years and acknowledged that the goal of establishing an acceptable reserve fund amount ($300,000) seems to be on track, barring any unforeseen expenses/ catastrophes/huge snow removal expenses, etc.  Motion to accept the Five-Year budget by M. Schuh, 2nd by N. Qureshi; all approved.

--Administrative/Revised Reserve Study: L. Martin presented the revised study with updates, such as recent brick repair and cleaning, resulting in modified future repair projections.  After brief discussion, the revised study was accepted.  Motion by D. Moreau, 2nd by L. Bobb; all approved.

--The meeting was adjourned at 1937 hrs.   Motion to adjourn by A. Meccariello, 2nd by D. Moreau: all approved.  The next monthly BOD Meeting will be 2/20/24, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting December 20, 2022

The meeting was called to order at 1932hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Naveed Qureshi and Martin Schuh.          

--Minutes: The minutes of the 11/17/22 zoom meeting were reviewed and approved as written.  Motion to accept by L. Bobb, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  Earlier today, 12/20/22, the checking account balance was $115,622.52. There is one remaining outstanding account and there are several incoming payments to be deposited for the next quarter’s association dues.  The remaining quarterly dues should bring the cash on hand total to around $146,000, assuming no major expenses in the next several weeks.  Motion to accept by G. White, 2nd by A. Meccariello; all approved.

OLD BUSINESS:  

--Administration/Reserve Fund: L. Martin has been focusing on the current budget as well as the Five-Year study that he has been researching and preparing for the association.  In so doing, he has recommended that the BOD consider keeping $50,000 in the current cash on hand account as operating funds and setting aside the balance, $65,000, into a designated Reserve Fund.  Over the next several years, the target amount for the Reserve fund is $200,000.  Motion to approve by N. Qureshi, 2nd by A. Meccariello; all approved.

--Administration/Five-Year Study: L. Martin has been researching and studying the larger expense categories encountered or anticipated by the condominium association.  There are five currently identified categories of major expenses: parking lot, roofing, retaining walls, underground wires and cabling and sidewalks and curbs.  The BOD will be monitoring these larger expense categories over the next several years with the intent of extending and maintaining the condition of these items as well as prioritizing potential remedial actions that may become necessary.  Approval of the study motioned by L. Bobb, 2nd by N. Qureshi; all approved.

--Property/Door Repairs: G. White informed the BOD that Baldino’s Lock and Key has a signed contract to replace the doors damaged several months ago by the fire department and that the doors are on order.  It is anticipated that they will be installed as soon as they are available.  

--Administration/Sign Committee: A. Meccariello and G. White have canvassed the complex and identified a range of issues/problems with a number of existing signs.  Some signs are more obvious while others are more subtle in their deviation from the sign regulations listed on the RVOP Website.  These problems are present in both lighted and printed signs.  In discussing the range of problems, the BOD has decided to begin addressing the more obvious issues with lighted signs (the lighted blue signs in boxes) as well as neon signs in windows and temporary paper signs taped to doorways.  Over the next several weeks, these signs will be identified more specifically so that they can be addressed individually with the owners/tenants having the opportunity to address and rectify their respective situations.  

NEW BUSINESS:

--Administration/Finance: The BOD agreed to initiate the reserve fund in a Money Market account with the option of considering a jumbo CD at some future point.  N. Qureshi will assist L. Martin and L. Bobb at identifying and setting up the new account.  Motion by A. Meccariello, 2nd by G. White; all approved.

--Grounds/Retaining wall: M. Schuh informed the board that the proposed timber retaining wall near 9300 was not installed due to the presence of several electricity lines in the immediate area below the proposed site.  Other options are being considered to address this problem, including a self-contained box-type wall.  

--The meeting was adjourned at 2029 hrs.  Motion by A. Meccariello, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting will be 1900hrs 1/17/23 via zoom.  

Martin Schuh, Secretary 

RVOP Board of Directors Meeting November 17, 2022

The meeting was called to order at 0817hrs via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Naveed Qureshi, and Anne Meccariello

Minutes:  The Minutes of 10/24/22 zoom meeting were reviewed and approved as written.  Motion to accept by Debbie Moreau, 2nd by Linda Bobb; all approved

Treasurer Report:  The financial statements and report were prepared and presented by Linda Bobb.  As of 11/15/22, the checking account balance was 113,363.17.  One owner has paid for the current quarter but has not paid the last quarter.  Linda emailed her and let her know this- no word back at this time.  Another owner was also sent a reminder since he has not yet paid the current quarter.  Motion to approve by Gregg White, 2nd by Debbie Moreau; all approved.

OLD BUSINESS:

- Exterior Door Update – Gregg White recommends that we accept and move forward with the new quote he received from Baldino’s.  Lloyd Martin will remind the unit’s owner that he is responsible for the cost of this exterior door. 

- 9302 Update – all completed and the AdvantaClean bill has been paid in full. 

NEW BUSINESS:

- Reserve Funding Study – extensive time and effort was made by Llyod Martin in preparing this document.  It covers 4 main areas of concern: parking lot, roofs, sidewalks and curbs, and underground cabling.  He foresees funding the Reserve Fund by leaving approximately $50,000 in the operating funds and any excess at the end of each calendar year will be placed in a separate Money Market.  A new account will be opened at Truist Bank.  Many thanks and much appreciation to Llyod Martin for this project.  Lloyd would like to submit the Reserve Funding Study in December 2022 for Board approval; to begin this in January 2023.

- Sign Committee – Gregg White and Anne Meccariello have begun their initial review by documenting information on all outside blue signs, condo plaques, door signs and mailboxes with photos and notes.  All violations regarding these and additional violations such as signs for marketing purposes that are neon or posters in windows or posted on the grounds of the association will be presented to the Board.  In addition, signs or flags on the land surrounding the association on Shiplett Blvd or Old Keene Mill Road are in violation of Fairfax County Laws.  Anyone in violation will be notified via letter from the President of our Board of Directors to correct the problem.  We will have to make decisions about grandfathering signs and plaques that have long been in existence and encouraging changes where feasible.  Going forward, any new signs and plaques need to be in alignment with our current signage by-laws.  

o Consider re-sale certificates to include information regarding signage by-laws so new tenants are aware of this information and know to present any new signs for Board approval

o Board should also be receiving a copy of leases – we do not get too many of these

o Suggestion to include a generic letter, as a reminder about basic things all owners need to comply with; like signage by-laws for what is and is not allowed regarding all outside signs (blue signs, condo plaques, door signs), trash, parking and rental leases.  Linda Bobb will put together a letter that will go out each time with quarterly invoices.

- Linda Bobb’s work schedule has changed meaning that she will no longer be able to participate in our meetings.  Therefore, we have all agreed to move the meetings to the 3rd or 4th Tuesday evening of the month.  Next meeting will be Tuesday, December 20th at 7:30pm via Zoom with the option to change this if it is not convenient for our esteemed colleague and amazing Secretary, Dr. Martin Schuh.    

NEXT MEETING – Tuesday, December 20, 2022 at 7:30pm via zoom teleconference

Meeting adjourned at 0900  - Motion by Lloyd Martin, 2nd Debbie Moreau

Respectfully submitted by Anne Meccariello

RVOP October 24, 2022, Board of Directors Meeting

The meeting was called to order at 1940hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Anne Meccariello, Naveed Qureshi and Martin Schuh.          

--Minutes: The minutes of the 9/15/22 zoom meeting were reviewed and approved as written.  Motion to accept by L. Bobb, 2nd by N. Qureshi; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 10/22/22, the checking account balance was $117,828.85.  There is one current receivable for which a lien was recently filed.  There was some discussion about setting up a separate account as a reserve fund and possible amounts to fund it.  Given the time of year with winter approaching (snow removal) and that the BOD will vote on a final budget at the beginning of the fiscal year (January), discussion was tabled until January.  New quarterly statements/invoices have just been sent out.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.

OLD BUSINESS:  

--Property/Door replacement: G. White explained that there have been some miscommunications and changes from the initial proposal to replace the exterior doors damaged by the fire department when responding to a fire. He will pursue proposals from other vendors/contractors.  

--Property/Water Damage update: G. White indicated that 9302 C is completed.

--Architecture/Signs: G. White and A. Meccariello will survey the signs and present the BOD with a list of signs that need to be addressed.  

--Grounds/Landscaping: M. Schuh suggested that the BOD authorize Greenscape to aerate and over seed the lawn areas of the Complex.  Per contract, the cost would be $600.  Motion to approve by G. White, 2nd by L. Bobb; all approved.

NEW BUSINESS:

--Grounds/Landscaping: L. Martin inquired about the status of the erosion near 9300.  M. Schuh indicated that a plan for building a retaining wall (approximately two feet high at its highest point) with timbers and planting some shrubs between it and the existing sidewalk was discussed earlier this year.  The cost for materials would be approximately $500.  Motion to proceed by D. Moreau, 2nd by A. Meccariello; all approved.

--The meeting was adjourned at 2018 hrs.  Motion by A. Meccariello, 2nd by G. White; all approved.  The next monthly BOD Meeting will be 11/10/22 via zoom.  

Martin Schuh, Secretary 

RVOP September 15, 2022, Board of Directors Meeting

The meeting was called to order at 0819hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Anne Meccariello and Martin Schuh.          

--Minutes: The minutes of the 8/18/22 zoom meeting were reviewed and approved as written.  Motion to accept by A. Meccariello, 2nd by L. Bobb; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 9/14/22, the checking account balance was $103,042.07.  There is one current receivable ($2055.39) which L. Bobb continues to reach out to.  New quarterly statements/invoices have just been sent out.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.

OLD BUSINESS:  

--Grounds/Tree Removal: M. Schuh presented a proposal from JL Tree Service to remove a dead red oak tree in the courtyard area for $650.  Motion to approve, with the provision of a certificate of insurance, by A. Meccariello, 2nd by G. White; all approved.  

--Property/Water Damage: G. White informed the BOD of water/mold in unit 9302 C that resulted from a failed sub-pump.  Advanta Clean will clean/repair interior damage at an estimate of $7100.  G. White will clarify details of a time frame (60 days) as well as hold part of payment contingent on satisfactory completion of the work.  Motion to approve by D. Moreau, 2nd by A. Meccariello; all approved. 

NEW BUSINESS:

--BOD/Executive VP Designation: Given that G. White has been interfacing with a number of contractors, L. Martin suggested to the BOD that G. White be given the title, Executive Vice President, with the authority to sign contracts for various repairs/projects within the complex.  This designation allows him to deal directly and more efficiently in addressing the various issues that have surfaced and that he has been addressing.  Motion by L. Martin, 2nd by A. Meccariello; all approved.

--Architecture/Signs: Approval of signage advertising space available and a phone number in the area (lighted blue panel) designated for the name of a business or lessee or owner was requested.   Given that the information falls outside the content designated in the guidelines, the request was denied.  Motion by D. Moreau, 2nd by G. White; all approved. G. White will convey the decision.  –Architecture/Signs: Given the history of questions about signs that installed without BOD approval, L. Martin suggested an Ad Hoc Committee be established to regularly, perhaps quarterly, survey the complex in order to address sign issues that appear.  G. White and A. Meccariello volunteered to be on this committee.  Motion to accept them and this committee by D. Moreau, 2nd by G. White; all approved.  

--Property/VEC Construction: It was noted that a vent was installed by the contractors in the back wall (i.e., exterior alteration) of their building without BOD approval.  Although it was in the mechanical drawings, it was not brought to the attention of the BOD.  The BOD was focused on addressing concerns with maintaining the structural integrity of supporting ceilings and walls as contractors were creating an opening between the adjoining units.  Given VEC’s need for such a vent in the operation of their business, it was decided not to take any action on this issue.  

--Property/VEC Drawings: The question of whether or not RVOP needed physical copies of the drawings was discussed.  Given that the drawings are on file with the county and that L. Martin and G. White have them downloaded on their computers, it was agreed that the plans could be saved and accessed on a flash drive, should they be needed in the future.

--Annual General Membership Meeting: The BOD chose 10/24 at 1830hrs for this year’s GMM.  Also, L. Martin asked each BOD member to update their preferred contact information to be included in the notice of the GMM.

--Administration/Budget: L. Martin initiated discussion of change the time frame associated with the annual budget.  Given his experience with preparing the budget, it would be more practical to prepare it in November and vote on it in December and have it in place for January 1.  This plan will be presented and discussed at the GMM on 10/24.

--Administration Long Range Replacement Study: L. Martin, mindful of the above budget comment, also suggested that the BOD consider the better way to address assessing and planning for parking lot repair/resurfacing, roofing and other large-scale items.  Discussion centered around the degree and specifications of what might constitute a suitable study, ranging from occasional estimates by contractors to in-depth engineering studies.  This question will also be considered at the annual GMM. 

-The meeting was adjourned at 0928 hrs.  Motion by L. Bobb, 2nd by G. White; all approved.  The next monthly BOD Meeting will follow the Annual GMM, 1830hrs on 10/24/22 via zoom.  

Martin Schuh, Secretary 

RVOP August 18, 2022, Board of Directors Meeting

The meeting was called to order at 0821hrs. via Zoom teleconference.  Board members present were Gregg White, Linda Bobb, Debbie Moreau, Naveed Qureshi and Martin Schuh.          

--Minutes: The minutes of the 7/14/22 zoom meeting were reviewed and approved as written.  Motion to accept by L. Bobb, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 8/17/22, the checking account balance was $102,950.99.  There are a few outstanding receivables, all of which are in the initial 31–60-day time frame.  L. Bobb is following up on these accounts.  One recent check for $1438.86 for water damage repair has been sent out.  Motion to accept by D. Moreau, 2nd by N. Qureshi; all approved.

OLD BUSINESS:  

--Property/Door Replacements: Door Replacement (9302 A & D) has not been initiated yet.  G. White will contact Redd Vault to check on plans to replace these two exterior doors.

--Property/Portico Lights: G. White reported that a unit is having difficulty locating the switch for the outside light and will likely have an electrician locate the switch.  It appears that this may be the case for several stacked units (units on the first and second floors) that were originally occupied by the same business entity.    

--Property/Outdoor Lighting: The bollard and elevated light in the courtyard area near 9306 are still a concern in that their power source is interrupted.  G. White will continue to check with an electrician for alternate source(s) of power for these lights.  

NEW BUSINESS:

--VEC Construction Update: RVOP has received emailed copies of signed and approved engineering diagrams with of the passageway cut-through and supporting elements as stipulated in the last BOD meeting.  Cut-through work has commenced and is proceeding.  It appears that the next phase of work, demolition of some existing areas, will begin soon.  G. White will request physical copies of the signed plans and diagrams for RVOP’s records. 

--Architecture/Signs: It was noted that several businesses have replaced worn, weathered signage with new signs, improving the appearance of the RVOP complex.  

--The meeting was adjourned at 0846 hrs.  Motion by G. White, 2nd by N. Qureshi; all approved.  The next monthly BOD Meeting is 0815 on 9/15/22 via zoom.  

Martin Schuh, Secretary 

RVOP July 14, 2022, Board of Directors Meeting

The meeting was called to order at 0818hrs. via Zoom teleconference.  Board members present were Gregg White, Linda Bobb, Debbie Moreau, Anne Meccariello and Martin Schuh.          

--Minutes: The minutes of the 6/23/22 zoom meeting were reviewed and approved as written.  Motion to accept by L. Bobb, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 7/13/22, the checking account balance was $97002.46.  One outstanding account ($730.15) remains in the +91-day range.  LCD’s account is current.  L. Bobb has been trying to connect with this person.  It was also noted that two units have been purchased in the last month (9300 E, Wise Cuts and 9300 D Nawal Hair Design).  Motion to accept by D. Moreau, 2nd by A. Meccariello; all approved.

OLD BUSINESS:  

--Property/Door Replacements: G. White will contact L. Martin and Redd Vault to see if approval was given to proceed with the two door replacements at the cost of $1634 for both doors.  

--Property/Water: Given recent heavy rains, a BOD member asked if there were any recent indication of water intrusion in the units that have been worked on over the past number of months.  None was noted.

--Property/Electrical/PSE: G. White has been unable to follow up on the outside lighting issues.

NEW BUSINESS:

--Property/VEC Construction Update: Copies of engineering diagrams with Structura’s markups of the proposed passageway cut-through and supporting elements were presented.  The revised opening is now 48 inches, as indicated in Structura’s plans.  Virginia Eye Care would like to proceed with the project and is requesting that RVOP BOD approve of these plans.  The BOD voted to approve the revised plans with the following conditions: 

-Signature by an authorized structural engineer 

-Signature by/from Fairfax County Permitting Office

-Copies of the final approvals/sign-offs are in the possession of RVOP before the cut                                                                      

  through is initiated.

-The signed copies are to be sent to L. Martin and G. White

Motion to approve by A. Meccariello, 2nd by G. White; all approved.

--Architecture/Signs: A. Meccariello suggested that, in light of recent experiences with sign issues, that there be a checklist that accompanies the Condominium Documents at settlement that spells out steps to be considered in selecting appropriate sign/design elements.  Also, it was suggested that a letter might be included with the next billing statement to remind current tenants and owners that there have been recent issues/problems with faulty signs that have caused significant damage/repair work.  Thus, all owners are encouraged to evaluate their respective signs to ensure that they are structurally safe, in good condition and that they match the color and design specifications as indicated in the guidelines.  

--The meeting was adjourned at 0902 hrs.  Motion by A. Meccariello, 2nd by G. White; all approved.  The next monthly BOD Meeting is 0815 on 8/18/22 via zoom.  

Martin Schuh, Secretary 

RVOP June 23, 2022, Board of Directors Meeting

The meeting was called to order at 0818hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Anne Meccariello, Naveed Qureshi and Martin Schuh.          

--Minutes: The minutes of the 5/12/22 zoom meeting were reviewed and approved as written.  Motion to accept by D. Moreau, 2nd by L. Bobb; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 6/22/22, the checking account balance was $75,621.86.  Accounts receivable were $1430.28 and 730.15 from two respective accounts in the 61-90-day time frame.  Motion to accept by A. Meccariello, 2nd by N. Qureshi; all approved.

OLD BUSINESS:  

--Property/Electrical Repairs: G. White reported that PSE has completed the repair to the bollard at 9312 A.  Power is not connected to the steps behind 9308.  Also, there is no power to the bollard and elevated light adjacent to 9306 B.  Gregg will ask PSE about potential options of restoring power to these areas.  

--Property/VEC Construction Update: A meeting was held with the contractor and engineer to look at the ceiling issues related to making an entry between units.  Dr. Leaf was not present.  There was some discussion about making the opening smaller.  The final plans for the smaller opening are not yet available.  

NEW BUSINESS:

--Property/Door Replacements: G. White presented estimates from two vendors to replace the exterior doors (9302 A&D) damaged by the Fire Department when responding to a call several weeks ago.  The BOD chose the bid from Redd Vault to replace two doors and frames for $3268.  However, on closer inspection the bid appears to be $1634 (($667.00 materials and $150.00 labor per door).  The Board also discussed the issue of responsibility for the repair costs.  The unit owner had previously been asked to repair the wires that shorted and caused the incident.  He has since been notified of this responsibility.  Motion to approve by D. Moreau, 2nd by G. White; all approved.

--Architecture/Sign: L. Martin provided a copy of the approval of the Nawal Hair Salon sign.  The BOD had a brief discussion regarding adding some clarifications/limitations on color elements in the sign guidelines.  This discussion was tabled given that no consensus was reached.  

--The meeting was adjourned at 0857 hrs.  Motion by D. Moreau, 2nd by G. White; all approved.  The next monthly BOD Meeting is 0815 on 7/14/22 via zoom.  

Martin Schuh, Secretary 

RVOP May 12, 2022, Board of Directors Meeting

The meeting was called to order at 0817hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Anne Meccariello, and Martin Schuh.  Dr. Tim LaFreniere was present as an owner.                

--Minutes: The minutes of the 4/21/22 zoom meeting were reviewed and approved as written.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.   

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 5/11/22, the checking account balance was $83,158.05.  Accounts receivable was $7,142.51 with each of these accounts being in the 31–60-day time frame.  Motion to accept by D. Moreau, 2nd by A. Meccariello; all approved.  

OLD BUSINESS:   

--Property/Electrical Repairs: G. White reported that PSE has completed most of the electrical repairs including replacing bulbs on stairwell lights, bollard landscape fixtures, flood lights and parking-lot pole lights as agreed upon.  Remaining work to be done includes the bollard fixture in front of 9312-A, four stairway lights going down behind 9308 in the courtyard, the elevated flood light on 9306 in the courtyard area and the bollard fixture in that same area.  G. White is waiting for a proposal from PSE for the additional time to trouble shoot and repair the open circuit preventing electricity to reach the bollard and elevated flood light in front of 9306.   

--Property/9302-9304 Update: 58 Foundations agreed to cancel their contract with RVOP for 9304 B (drain tile system) and 9302 C (window well sump pump).  G. White will find another contractor to install the sump pump at 9302 C.  

--Property/9304 B & 9318: G. White informed the BOD that there will be an added expense from AdvantaClean for an additional layer of sealant applied to the walls in these two units.  

--Property/9304 B & 9318: Beginning 5/16, AdvantaClean will begin to restore the areas in 9304 B & 9318, including studs, drywall, ceiling, flooring and painting with a time estimate of three (3) days.  G. White is to meet with AdvantaClean and contractor on 5/13 to define the scope of work to begin on 5/16.  Also, AdvantaClean will get firm pricing for flooring replacement for the conference room in 9304 B.  The BOD and the unit owner have agreed to select a type of laminated material in place of carpeting, with the BOD allocating $3,000 for this expense.  Motion to approve by G. White, 2nd by L. Bobb; all approved.   

--Property/VEC Construction Update: Dr. Tim LaFreniere was present via zoom to discuss the concerns with shoring foundational walls in light of the planned entrance into an adjacent unit.  These concerns include the potential impact on those business entities in the adjacent units.  Dr. LaFreniere informed the BOD that the structural engineer from the contracted company, Structura, will be on site 5/13 at 10:30 to meet with the adjacent unit owners to discuss issues and questions concerning shoring needed during the construction/expansion process.  It is anticipated that this meeting will be successful in addressing all the questions and concerns involved.    

NEW BUSINESS: 

--Grounds/Snow Removal Contract: The Board had received a new snow removal proposal and the BOD would like to compare it to the existing contract with Suburban.  Since A. Meccariello, who is the BOD point of contact on snow removal and familiar with the pricing structure details, had not had a chance to review the new proposal, a motion was made to have her compare the proposal with the existing contract (Note: one charges by the amount/units of snow removal product used; the other charges per application of product) and to make the decision as soon as is convenient.  The BOD did not want this issue to linger in the event that rising fuel costs and other potential factors might increase costs.  Motion to approve by M. Schuh, 2nd by D. Moreau; all approved. 

--Grounds/Sand on Parking lot: G. White commented that he had noticed an accumulation of sand in parts of the parking lot following last Winter’s snow and ice treatments.  He wondered if this is a service that is included in the agreement with Greenscapes.  M. Schuh said that he didn’t believe it is included but would check into it and if not, inquire about the cost of removal.   

--Administration/COI: M. Schuh informed the BOD, based on his recent experience with The Hartford Insurance Co., that requests for Certificates of Insurance for Mortgage Companies should be send via email to jeason@hilbgroup.com.  L. Martin will update the website with this information.    

--The meeting was adjourned at 0900 hrs.  Motion by L. Bobb, 2nd by G. White; all approved.  The next monthly BOD Meeting is 0815 on 6/16/22 via zoom.   

Martin Schuh, Secretary 

RVOP April 21, 2022, Board of Directors Meeting

The meeting was called to order at 0817hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau and Martin Schuh.               

--Minutes: The minutes of the 3/17/22 zoom meeting were reviewed and approved as written.  Motion to accept by D. Moreau, 2nd by L. Bobb; all approved.   

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 4/15/22, the checking account balance was $82,636.75 with $500.00 in checks to be cashed which would reduce the balance to $82,136.75.  Motion to accept by D. Moreau, 2nd by G. White; all approved.  

OLD BUSINESS:   

--Property/PSE proposal for sump pump: PSE has offered to pursue the permit and install a sump pump in unit 9304 B for $1200.  This is desirable in that 58 Foundations has not been successful in accomplishing this for a number of months.  Motion was made to have PSE pursue the permit and install the sump pump with 58 Foundations, given their inability to move this forward, agreeing to carve out this work and expense from their agreement with RVOP.  Furthermore, 58 Foundations is to agree to commence the follow up work (French drain) within 7 days of the sump pump installation or refund all money deposited with them for this project.  Motion by L. Bobb, 2nd by D. Moreau; all approved. 

--Property/Lighting: PSE has affirmed its earlier bid of $2212.46, with some modest supply cost increases, to replace/repair lighting in the courtyard area, some of the large parking lot poles and some stairwell lights.  Motion to approve by D. Moreau, 2nd by G. White; all approved. 

--VEC Construction Update: RVOP is still waiting on updated approved plans indicating the plans for shoring and supporting support walls in their expansion plans.  L. Martin will contact the general contractor to obtain these plans containing the approval of Fairfax County Inspection and, specifically, a structural engineer’s approval.   

--Common Grounds/Sign: G. White informed the board that the new panels have been installed in the outdoor lighted sign.  However, the photo cell still needs to be installed and the access panels need to be properly repositioned/installed.  He will contact them to complete these items.  –Grounds/Snow Removal: A proposal was received from Greenscape Landscaping and is to be considered with the existing contract from Suburban.  Since A. Meccariello, the point of contact person for snow removal, was unable to be present for this meeting, this item is postponed until next month’s BOD meeting.    

NEW BUSINESS: 

--Grounds/Power Washing: G. White was approached by a company requesting to provide this service for the complex.  Given the current agenda items, this item was postponed.   

--Landscaping/Sidewalk/Erosion: M. Schuh presented the Board with a proposal from Greenscape to place two landscape timbers along the end of a sidewalk near 9300 at a cost of $1860.  The BOD concluded that this was a larger expenditure than anticipated and is considering creating a border of shrubs and mulch that would achieve a similar effect.  The BOD agreed to an amount up to $1000 for materials to be purchased and installed by M. Schuh and other BOD members at a mutually agreed upon time.  Motion by D. Moreau, 2nd by L. Bobb; all approved.   

--The meeting was adjourned at 0908 hrs.  Motion by D. Moreau, 2nd by G. White; all approved.  The next monthly BOD Meeting is 0815 on 5/12/22 via zoom.   

Martin Schuh, Secretary 

RVOP March 17, 2022, Board of Directors Meeting

The meeting was called to order at 0819hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Naveed Qureshi, Anne Meccariello and Martin Schuh.               

--Minutes: The minutes of the 2/17/22 zoom meeting were reviewed and approved with one correction: The Lancaster Landscaping contract ends on 3/31/22, not 12/31/21.  Motion to accept by D. Moreau, 2nd by A. Meccariello; all approved.   

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 3/15/22, the checking account balance was $58,676.01.  Motion to accept by N. Qureshi, 2nd by D. Moreau; all approved.  

OLD BUSINESS:   

--Property/Sign: G. White reported that a deposit was placed and the work is to commence.  

--Property/Water Intrusion/Permits: G. White reported that communication with the permitting office is increasing in that the permit runner is doing more.  However, given the passage of time since the blocked down-spout and drain issues were addressed and with the apparent dryness of the treated wall, even with recent rain, the BOD is considering the option of foregoing the drain tile and sump-pump system proposed by 58 Foundations for the 9304-B unit if permits are not resolved quickly.  This would then involve having Advanta Clean return and possibly add another layer of sealer to the wall before enclosing it with drywall, painting it and replacing the flooring.  The BOD decided to accept this motion subject to G. White’s and D. Moreau’s inspection of the wall.  Motion to accept by D. Moreau, 2nd by L. Bobb; all approved. 

--Property/Water Intrusion/Permits: G. White will also check the condition of the wall in 9318-B to see if it is remaining dry as well.  The BOD may choose the same course of action there.   

--Property/VEC Project: L. Martin reported that he did get the Insurance Certificate with the Additional Insureds (i.e., neighboring units) listed for the proposed construction work at VEC.  L. Martin will also contact VEC for the construction plans before construction actually begins.  

NEW BUSINESS: 

--Grounds/Landscaping: M. Schuh presented the Board a summary comparison of the proposed renewal contract with Lancaster Landscaping and a proposed contract from Greenspace Landscaping.  The summary reflected three positives for Greenscape: three leaf removals vs. two, five procedures vs. two for lawn care; and, a slightly lower cost over the next three years.  There are also optional services including lawn aeration, over-seeding, summer annuals and fall flowers that can be included at seemingly reasonable rates.  Motion to accept Greenspace’s contract, subject to M. Schuh’s soliciting a current reference and the name of the intended point of contact service person, by D. Moreau, 2nd by G. White; all approved. 

--Administration/Bookkeeper: Given N. Shull’s retiring from this position, L. Bobb indicated her interest in picking up this area of responsibility.  The BOD considered the positives in having L. Bobb take on this responsibility, given her work and familiarity as RVOP Treasurer.  L. Martin researched the Association bylaws to clarify that it would not be considered a conflict of interest for her to be reimbursed for her services specific to the bookkeeping activities.  Motion to have L. Bobb take over bookkeeping by A. Meccariello, 2nd by D. Moreau; all approved with L. Bobb abstaining.  The BOD also agreed that L. Bobb and N. Shull would both share the position for a month to facilitate a smooth transition.  The BOD also noted and wishes to extend to N. Shull its appreciation and gratitude for her faithful service to RVOP over the years she has served in this capacity.

--The meeting was adjourned at 0913 hrs.  Motion by D. Moreau, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting is 0815 on 4/21/22 via zoom.    

Martin Schuh, Secretary  

RVOP February 17, 2022, Board of Directors Meeting

The meeting was called to order at 0818hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Naveed Qureshi and Martin Schuh.               

--Minutes: The minutes of the 1/20/22 zoom meeting were reviewed and approved as written. Motion to accept by L. Bobb, 2nd by G. White; all approved.   

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 2/15/22, the checking account balance was $75,324.22.  However, there are outstanding checks for snow removal and other items.  Thus, the actual balance will be $58,592.27 when those checks are posted.  Motion to accept by N. Qureshi, 2nd by A. Meccariello; all approved.  

OLD BUSINESS:   

--Property/Sign: G. White provided updated an estimate from Fast Signs for repairing the RVOP sign located at the corner of Old Keene Mill Rd. & Shiplett Blvd.  The cost of replacing the acrylic panels with new panels (design, artwork and name; same as existing) is around $4,000, with the upgrade to LED bulbs, new photocell and possible incidental items that may occur in the process.  Given these incidentals, the Board agreed to have the work done at a cost not to exceed $4500.  Motion to accept by L. Bobb, 2nd by A. Meccariello; all approved.  

--Property/Water Intrusion/9318-B: This unit remains on hold pending response(s) from 58 Foundations on existing work already begun. 

--Property/Water Intrusion/9302 &9304 B: 58 Foundations has enlisted the services of a permit runner to facilitate the process.  G. White explained that some of the earlier permit requests were inaccurate and had to be recalled.  There is also some question if a permit is needed to simply replace an existing, non-functioning sump pump.  It is expected that 58 Foundations and the permit runner will sort this out and resume work on the interior area of 9304 B.   

--Property/Lighting: G. White informed the Board that he has not been able to get additional information/clarification on remedial options for the electrical panel issues and the lighting issues due to his involvement with the sign and water issues.  He will pursue the electrical issues as soon as he can get to them.   

NEW BUSINESS: 

--Property/Virginia Eyecare Project: The Board has concerns regarding the definition and designation of foundational walls and potential impact on the units beneath and adjoining the proposed work area.  It was also unclear how the elevation difference between the two units is to be handled.  It was agreed that, given the Board’s responsibility to consider the potential impact on other unit owners/tenants, L. Martin would write a letter clarifying these concerns to Virginia Eyecare Center and indicate that G. White is our point of contact in reference to these concerns.  Virginia Eyecare Center will be asked to provide copies of all plans addressing these concerns as well as assurances that the contractor’s insurance lists these adjoining unit owners as “also insureds.”  

--Grounds/Landscaping: M. Schuh reminded the Board that the existing contract with Lancaster Landscapes ended on 12/31/21 and that we have not received a new contract proposal from them yet.  M. Schuh is reaching out to Lancaster and other potential companies to solicit bids for grounds maintenance.  Other Board members offered the names of potential contacts for bids.

--The meeting was adjourned at 0910 hrs.  Motion by N. Qureshi, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting is 0815 on 3/17/22 via zoom.   

Martin Schuh, Secretary  

RVOP January 20, 2022, Board of Directors Meeting

The meeting was called to order at 0826hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Debbie Moreau, Naveed Qureshi and Martin Schuh. 

--Minutes: The minutes of the 12/16/21 zoom meeting were reviewed and approved as written. Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.   

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 1/18/22, the checking account balance was $49076.92 with no delinquent accounts at this time.  Looking ahead, there are some snow removal expenses coming in as well as quarterly assessments of $33,000 expected.  Other expenses include the on-going water intrusion expenses and electrical issues being considered.  Motion to approve by D. Moreau, 2nd by N. Qureshi; all approved.  

OLD BUSINESS:   

--Property/Water Intrusion/9304 B & 9318: There is no signed contract with 58 Foundations for 9318 at this time due to the unresolved follow through and remediation planned for 9304 B.  G. White has heard back from 58 Foundations and it seems that they are dealing with several management/employee transition issues.  He has written them asking for specific projections to assist RVOP in considering its options to address the water intrusion.    

--Property/Lighting: G. White received an estimate ($25,000) from R&M for electrical work addressing several areas of concern.  He will get clarification on some aspects of the proposed work, including a possible metal “skirt” to cover the area below the larger electrical boxes. --Property/Lights & Sign: The lights are not working in the RVOP sign located at the corner of Old Keene Mill Rd. and Shiplett Blvd.  In addition, one of the panels is loose and has some cracks in it.  G. White is also checking to see if there is power to the sign and if the electrical components appear to be working.  He is recommending replacement of the panel.  

--Administration/Finance: L. Martin presented the revised Five-Year Budget.  In addition to the recurring expenses, he referenced projected expenses (snow removal and parking lot paving). Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved. 

NEW BUSINESS: 

--Trash: It was noted that the dumpster had not been emptied in the past several days, presumably due to wintery weather and manpower shortages.  The Board will monitor this.  --Property/Water Leak: M. Schuh was able to locate a contractor to address a leak in a drain pipe from above units that resulted from poor initial installation.  Cost was $225 to the Association.  

--The meeting was adjourned at 0905 hrs.  Motion by N. Qureshi, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting is 0815 on 2/17/22 via zoom.   

Martin Schuh, Secretary  

Minutes of the RVOP August 19, 2021 Board of Directors Meeting

The meeting was called to order at 0823 hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello and Martin Schuh.     

--Minutes: The minutes of the 7/15/21 zoom meeting were reviewed and approved as written. Motion to accept by A. Meccariello, 2nd by G. White; all approved. 

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 08/18/21, the checking account balance was $58,362.91.  However, several checks have just gone out and will be cashed soon, resulting in a balance of $41,734.01, when they clear the bank.  There is an additional $12,000 in deferred payments to be paid next month.  Also, the next quarterly billing cycle is a little over a month away and is anticipated to replenish the account.  Currently, there are no accounts receivables beyond the 30-day due limit.  Motion to approve by L. Martin, 2nd by A. Meccariello; all approved.

OLD BUSINESS:  

--Property/Electricity Issue/9302 A: G. White informed the Board that the 9302 A electricity issue (at the inside panel) is a tenant/owner responsibility and that he has not heard any more from the occupant of that particular unit.

--Property/Alcove Lighting: G. White informed the Board that all the alcove lights have been installed.  He will be looking for bids to have the ceilings repaired and repainted as necessary. 

--Property/Water Intrusion in 9318 B: G. White indicated that the affected area of drywall has been removed and that repairs are underway.  He feels fairly confident that the cause of the issue has been identified.  

--Property/water Intrusion in 9304 E: G. White indicated that there seems to be some delay with the work getting completed due to some permitting issues with the county.  Apparently, three different types of inspectors are involved (electrical, structural and environmental) resulting in some delays.  

--Landscaping/Parking Lot: G. White has finished painting the white stripes and has the stencils for the handicapped spaces, but is waiting on the blue paint for these spaces.  He also mentioned that it may be necessary to do a “cold patch” in part of the parking lot.  Lastly, G. White suggested the Board consider installing a speed bump near at upper level near unit 9316 in an effort to slow down cars that are moving quickly through this section of the parking lot.  The Board encouraged him to get bids for the speed bump.

NEW BUSINESS:

--Parking Lot/Snow Removal: A. Meccariello spoke with Mr. Johnson of Suburban Contractors to clarify the pricing and cost factors that go into both the snow plowing/removal and the sidewalk clearing process.  It is understood that his cost of getting a crew and equipment together and onsite is why there are the minimum charges per incident.  The Board believes that these factors are sufficient to appreciate the current contract and the Board decided to approve the contracts (Parking Lot and Sidewalks) with Suburban.  Motion by G. White, 2nd by L. Bobb; all approved.  

--Property/Trash: G. White shared a couple of signs he located to discourage outside usage of the RVOP dumpster.  The Board members liked the signs and approve his plan of placing them near the dumpster site.  

--Property/Maintenance: In an effort to recognize and appreciate the many hours of personal attention to the upkeep and repair of various projects (roofing, gutters, alcove lighting, etc.) as well as his timely response to more immediate problems (water intrusion, electrical panel issues, etc.) the Board wishes to formally thank G. White for his taking on and addressing these many projects and issues.  The Board decided to give G. White a restaurant gift card in the amount of $250 as a token of the Board’s gratitude to him.  Motion to approve by L. Bobb, 2nd by A. Meccariello; all approved with G. White abstaining.  

The meeting was adjourned at 0857 hrs.  Motion by L. Bobb, 2nd by G. White; all approved.  The next monthly Board Meeting is scheduled for 09/23/21, at 0815 via Zoom teleconference.    

Martin Schuh, Secretary

Minutes of the RVOP July 15, 2021 Board of Directors Meeting

The meeting was called to order at 0816 hrs. via Zoom teleconference. Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Naveed Qureshi, and Martin Schuh.

--Minutes: The minutes of the 6/17/21 zoom meeting were reviewed and approved as written. It was noted, however, that a subsequent letter, clarifying specific structural concerns, was sent to Virginia Eye Care. The letter details greater specificity in requiring an engineering study and approval, by locally licensed engineers, concerning the structural integrity in the proposed connection of adjoining units.  Motion to accept by D. Moreau, 2nd by L. Bobb; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb. As of 07/17/21, the checking account balance was $46,046.84. Payments (balances due) to be made by the end of July are $13,440.50 and $12,165 by the end of August for a total of $25,605.50. August’s recurring expenses are $2,200. The estimated receivables by 7/31 is $17,549.46. One party is past due and has not responded to recent efforts to work with them. A motion was made to file a lien unless a payment is received from them before Aug. 1.  Aside from new expenses anticipated for upcoming repair work, funds available by the end of August is expected to be around $35,000. Motion to approve by D. Moreau, 2nd by G. White; all approved.

OLD BUSINESS: 

--Property/Gutters and Underground Drains: The gutter replacement was completed last weekend. G. White was able to clean out all the drains along Old Keene Mill except one. He also mentioned that a contractor recommended that the drains under the sidewalks be re-configured so that they have the water exit the drains at a 45-degree-angle. G. White is thinking that the lower three drains (i.e., lower three drains as the water flows past the curb toward the storm drain past 9318) should be considered. As they are currently, the large volume of water in heavy rains serves to block water flowing out of the drains from the downspouts. This discussion was deferred for future consideration. 

--Property/Alcove Lighting: G. White indicated that the installation of the new LED fixtures and lights are almost completed. However, ceiling repair and repainting around the fixtures is not something that he can do, given the other issues he is addressing. He will solicit bids from outside contractors to complete this part of the alcove lighting repairs.

NEW BUSINESS:

--Property/Dumpster/Trash: Recently there has been an increase in large objects being left adjacent to the dumpster. It was also noted that one of the business owners/occupants was observed bringing in construction and other sundry items from off-site with the apparent intent to leave them at the dumpster. When confronted, he did take them away. It was agreed that Board members will encourage and remind all owners and tenants that the dumpster is intended only for trash generated within the complex. M. Schuh will draft a letter to be included with the quarterly billing to remind owners of this intended usage. 

--Property/Water Intrusion: G. White presented an estimate from Advanta to remove drywall and studs in 9318 B to address the water leakage issue. The estimate also anticipates cleaning the exposed wall, coating it and encapsulating it, assuming that this will be sufficient to address the problem. G. White is also looking into the water drainage configuration in place above grade for this location to consider potential remediation needed there. Motion to approve ½ of $5023.50 to begin this work by L. Bobb, 2ndby N. Qureshi; all approved.

--Landscaping/Parking Lot: L. Martin asked BOD members for input concerning the contractors providing landscaping and snow removal services to date in light of contract renewals coming up this fall. M. Schuh said that the landscaping appears to be satisfactory thus far and is waiting to see how they prune some of the shrubs later this year. There was no comment on snow removal. A. Meccariello, who has been the primary point of contact with Suburban (the snow removal company), was out of town and unavailable to comment.  These questions will be considered at a later date. 

The meeting was adjourned at 0915 hrs. Motion by D. Moreau, 2ndby G. White; all approved. The next monthly Board Meeting is scheduled for 08/19/21, at 0815 via Zoom teleconference.   

Martin Schuh, Secretary

Minutes of the RVOP June 17, 2021 Board of Directors Meeting

The meeting was called to order at 0816 hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Naveed Qureshi, Anne Meccariello and Martin Schuh.

--Minutes: The minutes of the 5/20/21 zoom meeting were reviewed and approved.  Motion to accept by A. Meccariello, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 06/17/21, the checking account balance was $55,164.16.  The accounts receivable has increased with several outstanding accounts in the 31–60-day time frame and one remaining in the 91+ days ($899.40).  Total outstanding amounts for these time frames are $3,355.37 and $899.40, respectively.  The upcoming quarterly billing is $31,658.49.  Signed contracts for work to be initiated shortly (roofing, gutters, water intrusion, etc.) total $34,509 to date.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.

OLD BUSINESS:  

--Property/Water Issues: The cost of the sump pump permitting/repair, located in front of unit 9302 A (above ground), is included in the proposed work to be done by 58 Foundations as they address the water intrusion problem in the lower units of 9304 B & C.

--Property/Roof & Gutter: The materials for the 9310-9318 roof replacement are to be delivered Friday, 6/18, and to be installed over the weekend.  G. White will be present to oversee the delivery and follow up with installation by Peak Roofing.  

--Property/Water Intrusion: The work addressing the water issue in 9302 C (D. Moreau’s unit) is to commence today, 6/17.  

NEW BUSINESS:

--Property/Roofing: Peak Roofing inspected the roofing and gutters on the 9300-9306 building and discovered several issues needing attention as well as a proposal for gutter guard installation.  The total cost for repair and gutter guard installation is $4994.  The Board voted to approve the repairs and installation as proposed.  Motion by L. Bobb, 2nd by G. White, all approved.  

--Property/Water Intrusion: G. White reported that there are two new instances of water intrusion: 9302 C (lower unit next door to the 9304 C repair work to commence shortly) and in 9318 B (lower unit).  The first is believed to result from the sump pump (referenced above) that has not been working and water pooling in the window well.  The second issue appears to result from a blocked smaller drainage tube under the sidewalk at the front (Old Keene Mill) side of the building.  Greg is following up on these issues and will have 58 Foundations and Advanta look at them.  

--Property/Expansion Request: Virginia Eye Care has purchased the adjoining unit (upper two floors), 9316 and submitted plans to expand from the existing office into the newly acquired space.  Architect drawings are included in their letter, requesting the BOD’s approval.  After discussion of the request the BOD approved the request with the following conditions: 1, Should the acquired building be sold separately at a later date, it is to be returned to its original condition and specifications; 2, All of the architectural plans and engineering analyses are to be reviewed and approved by Fairfax County’s permitting and inspection requirements; 3, Any demolition work is to be done with notice to neighboring units and preferably during non-business hours.  Motion by G. White, 2nd by D. Moreau; all approved.  L. Martin will convey these conditions via letter shortly so that VEC can proceed.*

The meeting was adjourned at 0918 hrs.  Motion by D. Moreau, 2nd by H. Puga; all approved.  The next monthly Board Meeting is scheduled for 07/15/21, at 0815 via Zoom teleconference.    

Martin Schuh, Secretary

*Subsequent additional review of the Virginia Eyecare Center proposal resulted in the following email response to the proposal:

The RVOP Board of Directors has carefully reviewed your construction request related to your recent acquisition of 9316D, that is your intention to connect your existing units with your newly acquired units. Below are the results of the Board’s Review. 

1. Although this appears to be interior work since it is not visible from the outside, it is actually exterior alteration work being done on each of the units.  The RVOP buildings are constructed with prefab concrete floor sections that span the entire width of each building.  These prefab concrete floors are notched into both sides of the unit cinder block side walls.  The cinderblock side walls of the units provide the basis and probably significant (if not all) structural support for the respective buildings and the respective concrete floors.  It appears from your request that you would need to be cut through two cinderblock walls, left-side wall in 9314 & the right-side wall 9316.  A recent photo examination of a typical RVOP interior wall (copy enclosed) shows that the concrete floors are notched into the side cinder block walls. 
2. Based on the design plans submitted so far, the RVOP Board of Directors also requires a review by a structural engineering and/or architectural design firm licensed to do business in Virginia and Fairfax County.  We believe that the structural engineer/architectural professional must provide a competent professional analysis and opinion that a pass through (10-20 feet???) between units can be safely cut through the proposed adjoining units primary support walls as apparently necessary and proposed, without compromising the structural integrity of both the buildings.
3. The RVOP Board of Directors also requests that you submit for our review your Fairfax County Permitting Office approval permits and the structural design plans and blueprints for the proposed work before the Board can issue its final approval.

Finally, once the approval has been issued, the approval will necessarily be conditioned upon your agreement to restore the “pass-through” areas and other parts of the units altered from their original condition, back to the original construction state, should you seek to sell the units separately, or should Virginia Eye Center cease its business operations within its current and proposed enlarged spaces.

The member of the RVOP board of directors who is your point of contact for this matter and with whom you whom you should coordinate your actions going forth and to whom you should furnish the information required above, is Gregg White, (703) 913-8501, Gregg White GWhite@LCD-Inc.com.

Thanks in advance for your concern and cooperation with the Board in moving forward with what we know is a very important project to the Virginia Eyecare Center.

Lloyd Martin

President, RVOP

703-584-7744

Minutes of the RVOP May 20, 2021 Board of Directors Meeting 

The meeting was called to order at 0820 hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Debbie Moreau, Homa Puga and Martin Schuh.     

--Minutes: The minutes of the 4/15/21 zoom meeting were reviewed and approved.  Motion to accept by D. Moreau, 2nd by G. White; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb.  As of 05/19/21, the checking account balance was $57,052.59.  The accounts receivable has improved with only one account beyond 91 days ($899.40).  Outstanding from the recent quarterly billing is $9,850.55 for a total outstanding amount of $10,749.95.  Motion to accept by L. Martin, 2nd by G. White; all approved.

OLD BUSINESS:  

--Grounds/Landscaping: M Schuh updated the Board on recent shrubs/plants ($300) in the courtyard area in front of 9312-14. The Board appreciates tenants/occupants nearby who are watering them and helping them get established.

--Property/Water Issues: G. White presented proposals to address the water issues impacting the sump pump for 9302 A and the water intrusion problem for 9304 B&C.  58 Foundations has submitted a proposal to replace the sump pump, install a floor drain system with a pump and secure the necessary Fairfax County permits for both items, for $7998.  G. White also presented a bid from AdvantaClean for the interior repairs and replacements (metal studs, drywall, painting, etc.) for $3781 for water intrusion damage done to 9304 B&C.  Final flooring/carpeting replacement will be discussed with the owner pending completion of the above repairs.  Motion to approve both work items by L. Martin, 2nd by H. Puga; all approved.

--Property/Alcove Lighting: G. White updated the Board on his progress replacing and repairing adjacent areas in the alcove.  He has most of the courtyard alcove areas completed and will continue with others as his schedule allows.  He also indicated that the repair paint is a close match and that some variation in color might be noticed.  Some areas may need additional painting and repair where there is cracking and loose segments.  

--Property/Roof & Gutter: The Board acknowledged and affirmed an earlier ad hoc meeting via email to approve the roof replacement for the 9310-9318 building to be completed on the weekend of June 19-20 for $37,780 ($18,890 deposit already paid).  Given that this work will be occurring, it was decided to replace the existing gutters and downspouts in conjunction with the 9310-9318 roof replacement, with larger gutters, including gutter guards, and downspouts. The cost is $10,880; the Board voted to approve this additional expense.  Motion by D. Moreau, 2nd by L. Bobb; all approved.

--Grounds/Parking Lot: Greg informed the Board that he has also been working to clean sand from the parking lot and has been able to clean much of the upper area along Old Keene Mill Rd.  He will continue with the rest of the lot as time and schedule allows.  Other Board members offered to assist as their schedules and time allow.    

NEW BUSINESS:

--Grounds/Parking Lot: G. White presented information on a parking lot line-striping machine that would allow the Board to repaint the lines.  The estimated cost is around $170.00, depending upon how much paint is required to do the whole lot.  Also, stencils for handicapped spaces would be additional.  This item was tabled pending additional information to be gathered. 

--Property/Roofing: The Board reviewed and approved a flier announcing the roof replacement work on 6/19-20 was reviewed and approved.  It will be posted on the website.

--Property/Roofing: G. White noted that there are several satellite dishes in the complex.  With roofing and gutter replacement in the next several weeks, he is checking to see if any are still in use.  If not, they will be removed.  

--Property/Dumpster Pad: G. White noted that there seems to be some settling in the back left corner of the concrete pad, contributing to some standing water after heavier rains.  This will be monitored and considered for possible future repair work.

--Property/Brick Repair: Several instances of cracks in bricks and loose or missing bricks were noted.  G. White will look for a handyman or appropriate entity to address these issues.  An additional concern noted is a short retaining wall near the back of 9318 which seems to be leaning somewhat.  

As a reminder, G. White, has become our point of contact and is to be informed of items appearing to be in need of attention/repair.  Should anyone see an item that may need to be addressed/repaired, contact G. White at 703-913-8501.  Thank you again, Gregg, for your willingness to take on this challenging role.  It is greatly appreciated!

The meeting was adjourned at 0921 hrs.  Motion by D. Moreau, 2nd by H. Puga; all approved.  The next monthly Board Meeting is scheduled for 06/17/21, at 0815 via Zoom teleconference.    

Martin Schuh, Secretary