Minutes of Monthly RVOP Board of Directors Meetings

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RVOP Board of Directors Meeting November 21, 2023

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

--Minutes: The minutes of the 10/30/23 zoom meeting were reviewed and approved as written.  Motion to accept by G. White, 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 $58,250.51 and the money market account has $116,681.96.  Motion to accept by G. White, 2nd by N. Qureshi; all approved.  Also, a motion to shift $25,000 from checking into the money market account was made by G. White, 2nd by N. Qureshi; all approved.

OLD BUSINESS:  

--Property/Number Replacement: It appears that Fast Signs has completed replacing the building numbers for the whole complex.  G. White will follow up to see that they appear firmly installed and level/straight.    

--Grounds/Landscaping: Burke Nursery has completed the retaining wall, reseeding/sod and river rock at the end of the 9300 building.  M. Schuh will double check with Fred to see if the pop-up drain has arrived and been installed.  He will also inquire about the proper address for payment to be sent.  

NEW BUSINESS:

--Administration/Finances: L. Martin has prepared a lien to be filed against an owner with a significant outstanding amount of condo fees.  This owner has not responded recently and the account is now five quarters late.  An accompanying letter with the lien also spells out the possibilities of second and third action steps that RVOP may consider under the Virginia Condominium Act.  These include filing a suit for judgment and pursuing foreclosure on the property.  It is the BOD’s desire to avoid these steps and to have an acceptable repayment schedule instead.  Motion to file the lien by N. Qureshi, 2nd by G. White; all approved.

--Grounds/Landscaping: It was noted that Greenscape was on site today and doing a very thorough job of collecting the leaves.  M. Schuh will send a note to their Branch Manager, Scott Clark complimenting the crew on their good work and its impact on the complex’s appeal. 

--Property/Grounds: G. White described an improvement to be considered for a gutter downspout in front of the 9318 building.  He will discuss this improvement with potential contractors and share their recommendations with the BOD.

--Personal: L. Martin shared a letter from Hospice of the Piedmont acknowledging the BOD’s donation in memory of Dr. Michael Caplan.  The BOD remains very grateful for all the effort and dedication of Dr. Caplan in his capacity as President of RVOP’s BOD for many years.  

--The meeting was adjourned at 1936 hrs.   Motion to adjourn by L. Bobb, 2nd by N. Qureshi: all approved.  The next monthly BOD Meeting will be on 12/19/23, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting October 30, 2023

The meeting was called to order at 1932 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.   

--Minutes:  The minutes of the 09/19/23 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.  Currently, the checking account balance is $54,722.70 and the money market account has $116,485.91.  Motion to accept by G. White, 2nd by H. Puga; all approved.

OLD BUSINESS: 

--Administration/Financial: L. Bobb has investigated Zelle as a payment platform for owners.  Zelle would require a transaction percentage that makes it an unfavorable option and the Board tabled further discussion.

--Autumn Construction Update: G. White reported that their current work involves repair and/or replacement of two loose bricks near the entrance to Dr. Leaf’s office.  

--Property/Number Replacement: G. White said that Fast Signs is about 50% finished replacing the numbers and that the numbers look very solid.  

--Grounds/Landscaping: Burke Nursery has begun the repair/improvement work near the end of the 9300 building.  Hopefully, it will be completed by the end of the week. 

--Grounds/Snow Removal: A. Meccariello affirmed that Greenscape Land Design has been awarded the snow removal contract.  She is arranging a meeting with their representative to clarify specifics on plowing and location of snow piles, if necessary, so as to minimally inconvenience our owners, staff and patrons.  

NEW BUSINESS:

--Administration/Finances: L. Martin explained that the Board should consider resumption of annual reviews of financial statements (an accounting process short of an audit) by Fritz & Company, P.C.  The annual reviews had been terminated by Fritz & Company several years ago because RVOP did not have a reserve-fund study, as required by RVOP Bylaws and the Virginia Condominium Act. The membership approved the “2023 Reserve Study for Rolling Valley Office Park” at the 2023 meeting. Accordingly, now that we have a reserve-fund study, Fritz & Company has agreed to resume the annual review of financial statements and has submitted a proposal to conduct a Financial Review of RVOP for a fee of $2,800. Motion by H. Puga, 2nd by L. Bobb to resume the annual review of RVOP financial statements by Fritz & Company; all agreed.

--Grounds/Equipment: G. White suggested the Board consider purchasing a picnic table to be placed on the concrete space in the center of the inner courtyard.  Given the time of year, this idea was tabled until next Spring.

--Personal: The Board was very saddened to hear of the recent passing of its previous President, Dr. Michael Caplan.  The Board continues to have great respect for Mike and his leadership during his tenure as President.  In his honor, the Board decided to make a donation of $500 to a charity of the family’s choosing.  Motion by L. Bobb, 2nd by N. Qureshi; all approved.  

--The meeting was adjourned at 2005 hrs.   Motion to adjourn by N. Qureshi, 2nd by H. Puga: all approved.  The next monthly BOD Meeting will be on 11/21/23, at 1900 hrs. via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting September 19, 2023

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

--Minutes: The minutes of the 08/22/23 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 is $36, 582.69 and the money market account has $116,296.50. All quarterly dues are current except for two parties, one of which has an amount in the 91-day and over category. Motion to accept by N. Qureshi, 2nd by D. Moreau; all approved.

OLD BUSINESS: 

--Autumn Construction Projects Update: G. White provided the BOD with updates and status reports on recent projects undertaken by Autumn Construction:

• The power washing of the back wall in the parking is completed.
• Two spots have been patched in the parking lot and two new speed humps have been installed on the Old Keene Mill Rd. side of the parking lot. They will remain unpainted for several months as the asphalt needs time to cure. 
• The H/Vac condensation line next to the pediatric dentist office has been repaired.

--Grounds/Landscaping: M. Schuh met with Edgar of Autumn Construction and Landscaping to address several concerns. Edgar will submit an estimate to build a low brick wall that curves slightly around and back into the sidewalk adjacent to the sidewalk at the end of 9300. He will also submit estimates for replacing barren spots with river rock at the lower level of 9300 and in the island area of the parking lot that holds the USPS mailbox. Several plants will be planted next to H. Birmiel’s office while several will be trimmed. There are some other thin spots along the front of 9300-9306 building in which small shrubs and ornamental grass will be planted. The Kousa dogwoods will be pruned later this Fall. M. Schuh also called Fred Dickinson of Burke Nursery and plans to meet with him next week to consider the same scope of work. Given that Fall is fast approaching, these bids may be circulated via email and voted upon accordingly rather than wait till the next BOD meeting (late October) to make landscaping decisions. 

--Sign Update: A. Meccariello reported that the sign situation remains rather similar to last month’s condition with several violations/deviations from the guidelines. These include a neon sign and a than paper sign taped to an outer door. L. Martin will try to connect with the latter party to address this issue. 

NEW BUSINESS:

--Grounds/Snow Removal: Given that our snow removal party from last year is no longer providing this service, A. Meccariello is reaching out to other contractors. She has one meeting scheduled this week out of four contacts initiated. Given their familiarity with the complex, M. Schuh will try connecting with our current landscaping company. 

--Administration: L. Bobb has setting up Zelle platform as a means of paying contractors for work done at RVOP. The BOD also asked L. Bobb to make Zelle an option for unit owners to make quarterly dues payments. Motion to make this option available for dues by D. Moreau, 2nd by G. White; all approved.

--Grounds/Maintenance: G. White is working with Fastsigns to provide new numbers to replace lost or cracked address numbers on the exterior surface of buildings. The estimate to provide and install the new numbers is $4947.99. G. White is also waiting to meet with a second vendor and solicit a second bid. Given that the next meeting is to be late October, the BOD voted to authorize G. White to select a company and to spend up to $5,000 on this project. Motion by D. Moreau, 2nd by L. Bobb; all approved.

--Grounds/Trash: There was a recent episode of household furniture and other sundry items dumped near the dumpster. Edgar of Autum Construction agreed to haul it away for $300. The BOD discussed the pros and cons, the costs and the likely impact of having cameras positioned to record such activity in the future. Given the cost of the equipment and the anticipated cost of pursuing legal action, it was decided to hold off on this approach for now. Should there be an uptick in similar activity, this idea will be revisited.  

--The meeting was adjourned at 7:48 pm.  Motion to adjourn by N. Qureshi, 2nd by L. Bobb, all approved. The next monthly BOD Meeting will be on 10/30/23, immediately following the Annual General Membership meeting via zoom. 

Martin Schuh., Secretary

RVOP Board of Directors Meeting August 22, 2023

The meeting was called to order at 1902 hrs. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Naveed Qureshi, Debbie Moreau and Martin Schuh.  Debbie Moreau needed to leave the meeting at 1912 hrs. 

--Minutes: The minutes of the 07/18/23 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.  Currently, the checking account balance is $39,014.81 and the money market account has $116,069.93.  All quarterly dues are current except for one party which remains in the 91 day an over category and two accounts in the 31–60-day late category.  Motion to accept by D. Moreau, 2nd by G. White; all approved.

OLD BUSINESS:  

--Autumn Construction Projects Update: G. White provided the BOD with updates and status reports on recent projects undertaken by Autumn Construction:

• The power washing of the back wall in the parking lot appears to have just been completed.  They still need to remove some creeping vines that have scaled the wall.’
• An unsightly water drainage issue from a condensation line has been remedied by installing PVC drainage pipe to carry the water under the sidewalk and deposit it near a storm drain.  
• A few missing bricks are to be replaced in some of the building walls where bricks are missing.

--Sign Update: this was not addressed this evening due to A. Meccariello’s absence.

NEW BUSINESS:

--Grounds/Parking lot: G. White obtained a proposal from Autumn Construction to replace/repair two areas in the parking lot with asphalt cold patches.  Autumn will also install two speed bumps, one in front of 9318 and one in front of 9310.  The cost of these four elements is $1500.  Linda is to provide a $750 deposit.  Motion to accept by L. Bobb, 2nd by Naveed; all approved.  

–Annual General Membership Meeting: The BOD selected 10/30 as the date for the annual meeting, to be conducted via zoom teleconference.  L. Bobb will include this announcement in the next billing cycle to be mailed out. 

--The meeting was adjourned at 7:25 pm.   Motion to adjourn by l. Bobb, 2nd by N. Qureshi; all approved.  The next monthly BOD Meeting will be 7:00 pm 09/19/23 via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting July 18, 2023

The meeting was called to order at 7:01 pm. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Naveed Qureshi, Debbie Moreau and Martin Schuh.

--Minutes: The minutes of the 06/20/23 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.  Currently, the checking account balance is $97,267.07 and the money market account has $65,859.54, as of 07/17/23.  All quarterly dues are current except for one party which remains overdue.  Motion to accept by A. Meccariello, 2nd by N. Qureshi; all approved.

OLD BUSINESS:  

--Autumn Construction Projects Update: G. White provided the BOD with updates and status reports on several projects assigned to Autumn Construction:

• The power washing of the building exteriors has been completed and the walls look very good.  
• The repair of mortar joints and cracks and missing bricks on the retaining wall behind 9308 is in process and the mortar mix will be modified to a color more consistent with and matching the existing mortar.
• The concrete slab above the retaining wall is done and looks very good
• The brick wall behind the back parking lot still needs to be washed and have cracks repaired.  Hanging vines and vegetation on the wall will also be removed.
• We are still waiting for price quotes for installing a speed hump in front of 9314 OKMR and cold patch repairs in front of 9319 and 9308.

Aside from the color-matching issue for the mortar, G. White and the BOD have been quite pleased with the quality of workmanship from Autum Construction.

--Sign Update: A. Meccariello reported that the more noticeable and obvious sign issues (signs on sidewalks, flying signs, etc.) have been rectified.  There still are a number of minor variations that remain and may be addressed.  Also, some may be considered as temporary and, therefore, hopefully rectified over time in the normal course of business transitions.  As a related matter, she also noted several instances of pooling water on the sidewalks that might be from A/C condensation lines.  Lastly, she pointed out that several numbers on the building addresses were loose, possibly from the recent power washing.  In follow up discussion, there was some brief consideration of including a brief statement with the condo documents going to new tenants and owners stating that particular attention should be paid to the guidelines themselves and to not be influenced by some of earlier signage that is non-conforming.  

--Water Issue: D. Moreau indicated that the owner of the unit above is indicating that the tenant of the unit is responsible for repair costs.  The BOD agreed that the unit owner is the party ultimately responsible for such damages originating from the unit.  

NEW BUSINESS:

--Finances: Given the current level of funds in the operating checking account, it was decided to shift $50,000.00 into the interest-bearing money market account.  There would be no interest penalty should there be a need to retrieve these funds in the near future.  Motion by D. Moreau, 2nd by G. White; all approved.

--Grounds/Architecture: Given that there are several address numbers that are failing and more are expected, G. White will request an estimate from Fast Signs to replace all the numbers in the complex.  Replacement is indicated in that the original numbers appear to be proprietary and no longer available.  

--Grounds/Landscaping: It was noted that several of the small original ornamental trees are getting rather large, blocking windows and signage in front of some units and protruding into the sidewalk area.  M. Schuh will seek bids from local nurseries to remove specified trees and replace them with lower evergreen shrubs, similar to boxwoods, and other complementary planting.  Also, he will request topsoil and sod to be placed in an area in which erosion has occurred near the 9300 building.  Lastly, he will seek suggestions for plants that will survive in an area in which recent azaleas have not done well.  This is anticipated to occur this fall when planting is recommended.   Motion by L. Bobb, 2nd by A. Meccariello; all approved.

--Grounds/Sidewalk Drains: G. White referenced an earlier contractor recommendation to redirect some of the water drains from downspouts that empty into the parking lot facing OKMR.  Briefly, the suggestion was to have the drains be positioned at a 45-degree angle (now at 90 degrees) in order to direct the water flow down the curb and not out into the parking lot.  Motion by Anne Meccariello, 2nd by D. Moreau; all approved.

--The meeting was adjourned at 7:45 pm.   Motion to adjourn by D. Moreau, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting will be 7:00 pm 08/22/23 via zoom.  

Martin Schuh, Secretary

RVOP Board of Directors Meeting June 20, 2023 

The meeting was called to order at 7:02 pm. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Naveed Quereshi and Debbie Moreau.

--Minutes: The minutes of the 05/16/23 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.  Currently, the checking account balance is $78,365.99 and the money market account has $65,699.51, as of 06/17/23.  Motion to accept by N. Qureshi, 2nd by D. Moreau; all approved.

OLD BUSINESS:  

--Parking Lot and Curb Repairs:  The board is pleased with the painting of the curbs and handicap spaces.  G. White will check with Autumn to see if they have cleaned out the two grates.  They repaired the curb on the Old Keene Mill Road side and it looks good.  The board discussed adding speed humps in front of the first building.  G. White will look into this and also check if Autumn Construction can place cold patches in front of 9316-18 and in the back by 9310.

-- Signs Update: A. Meccariello indicated that the sidewalk sign and the flag signs are gone.  She will conduct another inspection.  The board discussed the request for the sign submitted by 17th Management for the massage business.  Although there were some questions about the business, proper licenses and business permits were submitted to L. Martin.  Motion to disapprove the sign request by D. Moreau, 2nd by N. Qureshi; all approved.

NEW BUSINESS:

--Fascia Board:  L. Martin spoke with the owner regarding repair from sign removal.  It was proposed that the owner pay $200 of the $550 to repair the damage.  Motion to accept $200 towards the $550 cost of repair made by G. White, 2nd by D. Moreau; all approved.

--Water Intrusion:  D. Moreau reported that the ceiling collapsed, and water poured in from the above unit’s air conditioner.  The two owners in the units above are responsible for fixing this.  After speaking with D. Moreau, L. Martin spoke with one of the owners and he stated he would take care of it.

--  G. White will speak with Autumn Construction about starting the walls and handrail repairs once the current project is complete.  The following project would be the brick walls and sidewalk repairs.  L. Martin will sign the contracts and get them to G. White.

--The meeting was adjourned at 7:50 pm.   Motion to adjourn by D. Moreau, 2nd by G. White; all approved.  The next monthly BOD Meeting will be 7:00 pm 07/18/23 via zoom.  

Linda Bobb, for Martin Schuh, Secretary 

RVOP Board of Directors Meeting May 16, 2023

The meeting was called to order at 7:06 pm. via Zoom teleconference.  Board members present: Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Naveed Quereshi and Martin Schuh. 

--Minutes: The minutes of the 04/18/23 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.  Currently, the checking account balance is $82,123.43 and the money market account has $65,534.56, as of 05/14/23.  Three reminders were sent out and one payment was received today.  One account that is three quarters in arrears.  L. Martin will send a memorandum of lien accelerated through 2023.  Motion to accept by A. Meccariello, 2nd by G. White; all approved.

OLD BUSINESS:  

--Parking Discussion: One owner sent an email to L. Martin on 5/13/23 regarding the parking situation behind the first building.  L. Martin had forwarded the email to the board members and it was generally agreed that no further action should be taken.  L. Martin will reply to the owner.

-- Signs Update: A. Meccariello indicated that some signs have been taken down but will inspect the community and send an update to the board.

NEW BUSINESS:

--Parking Lot Painting & Curb Repairs:  G. White reviewed the list of repairs in the proposal from Autumn Construction which totals $4050.

--Fascia Board:  Autumn Construction bid $550 to remove, replace and paint.  This would be the financial responsibility of the owner.  L. Martin will advise the owner of the estimate that he can either pay or have it repaired on his own.  He will be given 10 days to complete the repair.

--Brick Walls and Sidewalk Repair: Autumn Construction bid $7200 to repair brick, plates, steps and retaining walls.

--Power Washing Buildings, Walls and Handrail Repair:  Autumn Construction bid $5800 for the power washing of all buildings, retaining walls and outside building connectors.  The repair of the handrails is bid at $1800.

Motion to proceed with these repairs with G. White overseeing the timing of each portion was made by A. Meccariello, 2nd by M. Schuh; all approved.

--The meeting was adjourned at 7:32 pm.   Motion to adjourn by A. Mecarriello, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting will be 7:00 pm 06/20/23 via zoom.  

Linda Bobb, for Martin Schuh, Secretary 

RVOP Board of Directors Meeting April 18, 2023

The meeting was called to order at 1900 hrs. via Zoom teleconference.  Board members present were Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Debbie Moreau, Homa Puga and Martin Schuh.           

--Minutes: The minutes of the 3/21/23 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.  Currently, the checking account balance is $79,615.72 and the money market account has $65,375.32, as of this weekend.  One account remains outstanding and L. Bobb continues to reach out to this party.  Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.

OLD BUSINESS:  

--Grounds/Portico Ceilings: Several BOD members commented on how courteous and careful Edgar and the other contractors are in their work.  Also, Gregg will clarify that the BOD would like them to work on Virginia Eyecare’s portico ceilings after 1:00 PM on Saturday to avoid inconveniencing their clientele.  

--Administration/Signs: L. Martin inquired if any BOD members have noticed a degree of compliance with his letter requesting that one of the businesses have their associates, who park their cars for the whole day, to park away from the more heavily visited offices.  Responses indicate that there seems to be some cooperation and follow through in response to the letter.  The BOD will continue to informally monitor the parking situation.  

NEW BUSINESS:

--Grounds/Fascia Board and other items: 

• First, following up on last month’s meeting reference to a fascia board, damaged by an owner contracted sign box, G. White will include a photo of the damaged board and send it to the owner.  He will also solicit a repair estimate from Edgar, the contractor currently working on the portico ceilings, and pass this along to the owner.  The owner will then be encouraged to either have the contractor repair the fascial board or solicit repair from another repair entity. 
• Secondly, a wasp’s (or other flying insect’s) nest was noticed at a higher elevation on the front of 9300.  Since Edgar is already on site, he will be asked to remove the nest.
• Thirdly, given the BOD’s favorable experience with Edgar and his crew, he will be asked to submit an estimate for painting the yellow curb areas, along with repairing the concrete where chipped away, and painting the speed bumps yellow as well. 
• Lastly, G. White will search for contractors who can clean the mold/discoloration from the brick exteriors (buildings and walls along stairwells and the back of the parking lot).  The contractors will also be asked to submit estimates for repairing cracks and other apparent issues in these walls.

--Administration/Website: L. Martin informed the BOD that he paid $1319 to maintain the domain name for RVOP with the website host for five more years.  He has been reimbursed. 

--Architecture/Signs: It was noted that some businesses have complied with the BOD letters requesting them to make changes in their signage consistent with RVOP’s sign specifications.  There are also some who have not yet complied.  Follow up letters were considered as a likely next step to these entities.  

--The meeting was adjourned at 1930 hrs.  Motion by D. Moreau, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting will be 1900hrs 5/16/23 via zoom.  

Martin Schuh, Secretary 

RVOP Board of Directors Meeting March 21, 2023

The meeting was called to order at 1901hrs. via Zoom teleconference. Board members present were Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Debbie Moreau,, Homa Puga and Martin Schuh.  Howard Birmiel and Scott Leaf were present as owners.       

--Minutes: The minutes of the 2/21/23 zoom meeting were reviewed and approved as written. Motion to accept by D. Moreau, 2ndby A. Meccariello; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb. Currently, the checking account balance is $61,341.19 and the money market account has $65,211.18 as of last week. Quarterly invoices are going out tomorrow and one account has an outstanding balance. Motion to accept by A. Meccariello, 2nd by D. Moreau; all approved.

OLD BUSINESS: 

--Administration/Signs: L. Martin informed the BOD that he has been getting fairly positive responses to his recent letters notifying businesses of sign irregularities and the need for corrective responses. The identified parties are still in the 60-day grace period for making changes. Also, an owner elected to remove a lighted box in lieu of repairing and replacing a cover panel. In the process it was noted that some adjacent fascia wood is damaged from the sign box and will also need to be repaired. The unit owner will be informed of this secondary damage from the sign box and the cost of repair will be passed on to the owner.

NEW BUSINESS:

--Grounds/Parking: It was noted that one business entity has a number of employee cars left overnight in the lot and also has other cars that are parked there throughout the day as well. It has become an issue and inconvenience to adjacent businesses that have a fair number of daytime patrons who have to park farther away and navigate their way past these vehicles that are occupying the spaces directly in front of their offices. L. Martin will write a letter to the business entity and request that the vehicles left for long periods of time be parked against the brick wall at the back of the lot and at the end of the lot closest to the entrance onto Old Keene Mill Rd. His letter will also reference the possibility of having to take other measures should this situation continue to be an inconvenience to the other businesses. Motion by L. Bobb, 2nd by A. Meccariello; all approved.

--Portico Ceiling Painting: G. White has secured a company (I believe it is Autumn Construction & Landscaping LLC) willing to paint the ceilings in the porticos and is asking the BOD if there might be a need to try to schedule the work around various times that may be more convenient for some entities. It was agreed that notice would be given that the work is to commence on a given date and that the painters will do their best to not inconvenience any foot traffic in and out of the offices. The BOD apologizes in advance for any inconvenience that might occur and hopes that the finished work/product will clearly outweigh any difficulties encountered. Furthermore, the preliminary bid was around $6,000; the BOD voted to authorize G. White to confirm the contract up to the amount of $6,500. Motion by D. Moreau, 2nd by L. Bobb; all approved.

--Grounds/Unit Number: G. White informed the board that he was able to correct/reattach a unit number for one of the offices and, thereby, avoid a more costly repair. Again, the rest of the BOD expressed their gratitude to G. White for his willingness and his ability to address issues such as this within the complex. 

--The meeting was adjourned at 1945 hrs. Motion by H. Puga, 2ndby L. Bobb; all approved. The next monthly BOD Meeting will be 1900hrs 4/18/23 via zoom. 

Martin Schuh, Secretary 

RVOP Board of Directors Meeting February 21, 2023

The meeting was called to order at 1900 hrs. via Zoom teleconference. Board members present were Lloyd Martin, Gregg White, Linda Bobb, Anne Meccariello, Debbie Moreau, Naveed Qureshi and Homa Puga.

--Minutes: The minutes of the 01/17/23 zoom meeting were reviewed and approved as written. Motion to accept by D. Moreau, 2nd by H. Puga; all approved.  

--Treasurer Report: The financial statements & report were prepared and presented by L. Bobb. Currently, the checking account balance is $63,322.14 and the money market account balance is $65,063.28. The money market account was opened on 01/20/23. The 1099’s were prepared by Fritz & Co., were distributed, and filed to the government. L. Bobb received notice from American Disposal that there will be a 13% rate increase starting March 1st. Motion to accept by G. White, 2ndby D. Moreau; all approved.

OLD BUSINESS: 

--Sign Letters Update: L. Martin has had favorable responses from all the letters sent. At least one of the neon signs is still on but they were given 60 days to comply.

--Acrylic Face Proposal: The owner was contacted by L. Martin regarding the FastSigns estimate to replace the acrylic face and he wishes to look into possibly using another vendor. L. Martin will let him know he has until February 24th to either agree to use FastSigns  or provide evidence of another vendor, and the work must be completed within one week. Motion to approve made by G. White, 2nd by D. Moreau; all approved.

NEW BUSINESS:

--Bollard/Flood Light Proposal: There has been some ground marking done by the electric company. When G. White is back in town, he will get an update as to when this work might be completed.  

--Payment Plan Proposal by Owner: The board discussed the proposed payment plan to reimburse the association for work completed. The owner had asked for payments over 12 months. It was decided that L. Bobb will send an invoice monthly in the amount of $600. Motion to approve the payment plan made by G. White, 2nd by H. Puga; all approved.

--Portico Ceilings Proposal: G. White had sent an email to the board with the proposal from Autumn Construction for painting the portico ceilings. This would also involve work on the rusted vents in the porticos. It will be discussed and approved in email next week. G. White will find out what Autumn Construction’s schedule is regarding workdays or weekends, etc.

--The meeting was adjourned at 1925 hrs. Motion by H. Puga, 2ndby A. Meccariello, 2nd; all approved. The next monthly BOD Meeting will be 1900 hrs 03/21/23 via zoom. 

Linda Bobb, Substitute Secretary 

RVOP Board of Directors Meeting January 17, 2023

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

--Minutes: The minutes of the 12/20/22 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.  Currently, the checking account balance is $131,454.49. There are two incoming payments for quarterly dues.  Also, one previously outstanding account is now paid through the last quarter.  L. Bobb will also open the Reserve account ($65,000) this week.  

Motion to accept by D. Moreau, 2nd by H. Puga; all approved.

OLD BUSINESS:  

--Property/Door Repairs: G. White informed the BOD that Baldino’s Lock and Key is tentatively scheduled to install the new doors (damaged several months ago by the fire department) next Tuesday, 1/24. 

--Administration/Sign Committee: The BOD recognized and appreciated the effort involved in the very detailed report provided by A. Meccariello in which she summarized the range of issues and concerns noted when she and G. White surveyed the complex.  In her report, she noted some items for which the BOD has responsibility.  However, there are many items that are the responsibility of owners/tenants.  

These seem to fall into several categories: (i) deteriorated and/or empty blue lighted signs. There is also some inconsistency with the blue being used in these signs; (ii) signs in windows [paper, poster, or neon]; (iii) non-brass entry way signs and minor deviations among the brass signs; (iv) wooden boards on which brass entry signs are to be located, one is blank without a brass plaque and others do not exist at all; the brass plaques are mounted directly on the brick; and, (v) temporary paper signs on doors of suites.  A. Meccariello noted that the BOD recognizes that some of the temporary (paper) signs are information regarding the use of masks secondary to the pandemic and those are deemed appropriate while others are more instructive, like an arrow taped to the door to indicate where to enter the business.

After much discussion, the BOD decided to begin addressing the sign issues with the first step having two foci: addressing the more obvious or visible signs and those expressly prohibited in the by-laws.  To this end it was decided to replace the blue panel in the empty sign box (related to the fire damage from last year) with the cost to be passed on to the owner.  G. White will contact a sign company to initiate the replacement. 

Motion by A. Meccariello, 2nd by D. Moreau; all approved.  

The second motion, to notify – (i) those units who have any signs in their windows (paper, poster, or neon) to remove them from the windows as soon as possible. The exception to this would be a ‘For Sale’ or a “For Rent”sign; (ii) those units with any sign other than a brass sign plaque in their entryway.  It should be removed and replaced with a rectangular bronze plaque that is consistent with guidelines as soon as possible; (iii) those units with sidewalk signs in front of their business. These should be removed and no longer used to be consistent with guidelines.

Motion by A. Meccariello, 2nd by D. Moreau; all approved.  

--Property/Outdoor Lighting: G. White informed the BOD that some of the complex lighting needs to have the ballasts replaced.  He will contact an electrician to address this as well as seeking a solution to the more ongoing issue with lighting in the courtyard area.

NEW BUSINESS:

.

--Grounds/Parking: It was noted that remaining in the parking lot are some commercial vehicles belonging to a former tenant/occupant.  G. White will speak to the owner and ask that the vehicles be removed.   

--The meeting was adjourned at 1958 hrs.  Motion by A. Meccariello, 2nd by L. Bobb; all approved.  The next monthly BOD Meeting will be 1900hrs 2/21/23 via zoom.  

Martin Schuh, Secretary 

The meeting was called to order at 0820 hrs. 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 3/18/21 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.  As of 04/14/21, the checking account balance was $57,706.64.  It was noted that this lower figure reflects recent payments for snow removal and tree trimming.  The accounts receivable is currently $27,259.21 with $2,161.53 of that amount being 90 days or more past due from two parties.  One of the two has responded and is anticipated to address the past due amount.  The second has not yet responded.  L. Martin will discuss with H. Birmiel the next steps to be taken.  This may involve filing a lien on the property.  Motion to accept by D. Moreau, 2nd by A. Meccariello; all approved.

OLD BUSINESS:  

Grounds/Administration/PMC Contract: The Board again revisited the scope and nature of the revised PMC Contract/Agreement and discussed the various areas of concern to the Board.  There were some additional questions and discussion regarding the monthly activities and whether these are to be done automatically or as requested.  It was agreed that Board members would further review/edit the proposed document with the goal of having a finalized agreement that has G. White as the primary contact person for RVOP.  It was also agreed that L. Martin would contact PMC to inform them to stop doing routine inspections.  Apparently, they have been inspecting recently completed work or items being considered by other contractors, resulting in duplicating activity.  Instead, we are shifting to having them operate as being on-call and brought in as needed.  

Grounds/Landscaping: M. Schuh reported that he is considering planting some solid green liriope in areas outside S. Leaf and H. Birmiel’s offices where vegetation is sparse.  This seems to be the result of diminished sun light in that area.  He will also look for shrubbery that might be more suitable to this setting.  The board authorized him to spend up to $300 for plants/shrubs. 

Sump Pumps: G. White has been researching the question of when are permits needed.  He has concluded that it appears that permits are required when replacing a pump, not for repairing. 

Grounds/Parking Lot: G. White has been in contact with two paving companies to assess and recommend appropriate repairs.  These are Dominion Paving and H&H Paving.  A third company, Pro Pave was also suggested as an option.  G. White said that one approach being considered is repaving the traffic areas and not the parking spaces.  He will also have them include sealing and striping as well as adding a speed hump in the vicinity of 9314.

Property/Roofing: The Board briefly revisited the issue of roof replacement ($43,728) for the 9310-9318 building.  G. White has not had an opportunity to discuss the pricing differences if replacing segments of the 9310-9318 building where there is a natural division in the roof due to different elevations.  This item was tabled to next month.   

NEW BUSINESS:

Grounds/Trees: JL Tree Services completed the trimming work on 4/3/21 and everyone seems pleased with their finished work and the fact that they were able to do it on one Saturday with a minimum disruption to traffic and businesses.  M. Schuh will send an email complimenting JL on their fine work.

Property/Lighting: G. White is continuing to replace the light fixtures in the entrances to all units.  So far, they seem to be working well.  Owners and tenants are encouraged to leave their lights on overnight for security purposes.  

Note: G. White, has offered last month to be our point of contact and to inform him 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.

The meeting was adjourned at 0915 hrs.  Motion by N. Qureshi, 2nd by D. Moreau; all approved.  The next monthly Board Meeting is scheduled for 05/20/21, at 0815 via Zoom teleconference.    

Martin Schuh, Secretary

The meeting was called to order at 0820 hrs. 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 2/18/21 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 03/17/21, the checking account balance was $66,874.83.  There is a current invoice from Suburban Concrete for snow and ice removal in the amount of $9,495.  There are several other checks about to go out for smaller amounts.  The accounts receivable is currently $11,013.35.  There are two parties with outstanding amounts at 91 days or more overdue.  One has received a letter from H. Birmiel, dated 3/1/21, with no known response yet.  N. Shull has left phone messages with the other party and has not heard back yet.  Motion to accept by D. Moreau, 2nd by A. Meccariello; all approved.

OLD BUSINESS:  

Grounds/Lights: G. White has researched replacement lights with fixtures for the entrances to all the units.  These are units that combine both the bulb and the replacement can or housing.  He is proposing to replace these lights in all 32 locations for $776.00.  The Board approved this amount with the addition of additional funds for potential complications not to exceed $1000.  Motion to accept by L. Martin, 2nd by L. Bobb; all approved.

Grounds/Sump Pumps: G. White has been researching the question of when are permits needed.  Generally, permits are not needed when repairing; replacement of a pump is unclear, especially in commercial settings.  He will continue to check into this question.

Grounds/Administration/PMC Contract: The Board revisited the scope and nature of the PMC Contract and discussed those areas of concern to the Board.  It was agreed that the contract with PMC would be redefined and continued accordingly: The frequency of on-site inspections would be on a monthly basis rather than weekly; G. White will arrange to be present and to accompany PMC for inspections; the annual inspections of roof and gutters (and possibly other larger issues) may be awarded to other companies on a competitive basis; the one hour per week visit and reimbursement will be modified to $60/hour (and prorated at fifteen minute increments up to a maximum of three hours) for however long the individual monthly inspections require; G. White will able to approve minor repairs/issues at the time of inspection and will consult with the rest of the Board via email on larger issues.  

Grounds/Parking Lot: One pot hole repair was made by PMC outside the 9318 unit.  Given the concerns with other known and anticipated repairs/expenses, additional parking lot items (resurfacing, re-striping, etc.) were tabled until next month. 

Grounds/Roofing: The Board again considered whether to pursue the issue of roof replacement ($43,728) for the 9310-9318 building.  Due to the expense of the snow removal this past month, the roof repair was tabled until next month.  The suggestion was made to consider the option of doing some of the roofing to the point where the buildings are at different elevations and, thereby, have separate roofing levels.  G. White said he would ask Peak Roofing if this were an option and how it might change the pricing.  

NEW BUSINESS:

Grounds/Trees: M. Schuh met with Carlos from Lancaster Landscapes to discuss trimming and elevation of trees around the light poles and near the buildings.  After walking the property yesterday, Carlos indicated that a few trees in the courtyard area could be trimmed and included in the current terms of the contract as pruning/trimming near and over sidewalks.  The rest of the work would fall under their “Tree Day” option in the contract.  There are approximately twenty trees that would need trimming/elevation.  Some of this work is to facilitate the lighting and remove dead branches.  There are also a number of trees adjacent to the trees next to the light poles that should also be elevated, both to be consistent with those by the poles and to remove branches that are near cars and/or approaching the buildings in the courtyard area.  Carlos thought that this work could be accomplished with two “tree days” and will submit a proposal in a few days.  M. Schuh is also contacting two other tree service companies for comparison bids.

Grounds/Landscaping: In the courtyard area some areas have lost vegetation and shrubs near entrances.  M. Schuh will research replacement plants/shrubs that should be consistent with the others as well as the amount of sunshine and drainage for the respective locations.  He will submit a proposal for this work at a later time.

Note: G. White, has offered last month to be our point of contact and to inform him of items appearing to be in need of attention/repair.  His # is 703 913 8501.

The meeting was adjourned at 0925 hrs.  Motion by A. Meccariello, 2nd by G. White; all approved.  The next monthly Board Meeting is scheduled for 04/15/21, at 0815 via Zoom teleconference.    

Martin Schuh, Secretary

The meeting was called to order at 0819 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 1/217/21 Zoom meeting were reviewed and approved.  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 01/29/21, the checking account balance was $72,582.91.  The accounts receivable is currently $10,213.35, including a recent payment of $800 not yet reflected in the summary statement.  There was brief discussion of payments to PMC and Suburban Concrete to clarify the specific services invoiced.  One of the delinquent accounts has been sent to Howard Birmiel’s office to initiate a collection process.  Lastly, discussion/clarification was presented by L. Bobb concerning the aging amounts on the Budget vs. Actuals (Profit and Loss) sheet.  Of note is the realization that dues are received quarterly but itemized on the sheet as monthly, resulting in the appearance of interim shortages/overages.  Motion to accept by N. Qureshi, 2nd by D. Moreau; all approved.

OLD BUSINESS:  

Grounds/Sump pumps: This issue was noted as a potential problem when the BOD was addressing the water intrusion problem at 9302.  At the time PMC commented that it needed repair and, as the BOD recalls, efforts were directed to the wall sealing efforts that have, since then, appeared to be successful.  Upon visual inspection now, it seems that the pump is not connected to drain pipes or to electricity to power it.  G. White will follow up with a more detailed inspection as well as clarify was PMC’s assessment of the pump’s condition.  This will be revisited at the next BOD meeting.

Grounds/Lighting: G. White said that he believed that he may have located an appropriate replacement for the damaged light receptacles located in the alcoves to the offices.  Some of the existing receptacles appear to have been damaged when PMC was attempting to replace bulbs.  The BOD agreed that G. White shall follow up to see if the receptacles he has identified will indeed work.  This will be considered at the next BOD meeting.  

Grounds/Maintenance Agreement: The BOD discussed the proposed revisions to the 2018 maintenance agreement and considered whether a weekly inspection was necessary or if a less frequent inspection would be sufficient.  The BOD discussed various members’ presence in the complex and appreciates the willingness of those members who are on-site and able pay attention to the types of items that have been identified over the course of time.  It was also discussed and agreed to put a notice in the next billing cycle and on the association Website indicating that members could call G. White, as a point of contact, and inform him of items appearing to be in need of attention/repair.  His # is 703-913-8501.

NEW BUSINESS:

Administration/Budget/Roofing: The BOD considered the recent estimate from Peak Roofing for the 9310-9318 building that G. White secured.  The estimate includes both the roofing and gutters, with 10 sheets of plywood included, for $43,728.  Given the expected increase in materials, this estimate can be expected to increase somewhat around 4/1/21.  The BOD agreed to postpone a decision until next month in order to consider the impact of likely snow removal costs on the budget.  

Administration/Budget/Parking Lot: Given the modest reserves currently available and the anticipated roofing expense, discussion on the parking lot centered on likely scenarios of patching specific spots, re-striping and larger area resurfacing.  Given the relatively stable condition of the lot thus far, the BOD is tabling further discussion of these options until the next meeting and, possibly into summer.  

Grounds: It was noted that a Real Estate’s For Sale sign was removed recently.  L. Martin will contact the R. E. agency to inform them of its removal and have them follow up as necessary.  

The meeting was adjourned at 0915 hrs.  Motion by L. Bobb, 2nd by A. Meccariello; all approved.  The next monthly Board Meeting is scheduled for 03/18/21, at 0815 via Zoom teleconference.    

Martin Schuh, Secretary

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 12/17/20 zoom meeting were reviewed and approved.  Motion to accept by L. Bobb, 2nd by N. Qureshi; all approved.  

Treasurer’s Report:  The financial statements & report were prepared and presented by L. Bobb.  As of 01/20/21, the checking account balance was $57,874.04 with $27,816.30 in current receivables and $32,140 in total receivables, when combined with past-due amounts.  One of the past-due accounts is XXXXXXX and, since there has been no recent response from them, this account will be referred to Howard Birmiel’s office for follow up.  Lastly, there were some questions concerning the various items billed by PMC with a focus on clarifying what types of items might fall under the weekly Grounds/Maintenance agreement with them.  Motion to accept by D. Moreau, 2nd by N. Qureshi; all approved.

OLD BUSINESS:  

None discussed.

NEW BUSINESS:

Grounds/Parking: In 2018, ETC conducted a study of the parking lot’s condition and made several recommendations.  Today, the BOD discussed some of those recommendations with the intention of planning the next steps in addressing its maintenance.  Discussion centered around two general issues: the need for an independent consultant to oversee any repair/maintenance work undertaken to ensure accuracy and appropriateness of the work; and, secondly, whether to focus on major work now (i.e., resurfacing the whole lot, involving more expense), or repair certain areas now with the intent of building up financial reserves for major work to be done in a few years.  There were valid concerns and ideas presented on both sides of the issues.  Given the lack of consensus, it was agreed that Board members would pursue input and recommendations from paving companies and continue this discussion at the next BOD meeting. 

Finances/Budget: Given the savings in insurance premium, L. Martin put a lot of effort into revisiting the projected budget over the next five years.  Anticipating the need to replace a roof (9310-9318) and parking lot repairs, the BOD reviewed the projected budget and discussed potential scenarios, along with other potentially higher expenses (variable snow removal costs, larger repairs such as water intrusion issues).  It was agreed that since the proposed budget calls for a 5% increase in expenses, it may be wise to increase association fees by the same amount (5%).  However, given the financial challenges during this year of COVID and that a special assessment had already been imposed last year, this increase would not begin until the quarterly assessments in beginning 01/2022 and would increase by 5% annually until 2025.  Motion by L. Bobb, 2nd by D. Moreau; all approved.

Finances/Budget to Expense Comparison: L. Martin asked that the Budget to Expense comparison be included with the financial statements for the monthly meetings.  L. Bobb agreed to include this item going forward.

Grounds/Parking Lot: Given the earlier discussion regarding projected expenses and reserves, Gregg White agreed to contact Peak Roofing (given their recent work on 9308) to get projected bids with an extended time frame to assist the Board in its efforts to plan for larger expenses.    

The meeting was adjourned at 0922 hrs.  Motion by L. Bobb, 2nd by A. Meccariello; all approved.  The next monthly Board Meeting is scheduled for 02/18/21, at 0815 via Zoom teleconference.    

Martin Schuh, Secretary