"The Crier"            

The Colonies Monthly Newsletter

A Publication of The Colonies Condominium at McLean

Volume XXXVII Number 2


      February  2012           

 February 14th

Quick Links

Administrative Office Hours/Emergency Contacts

February Classifieds

Services Available

 Advertising Guidelines

RECYCLING Guidelines

In- Unit Service Fee Schedule 

Colonies Clubhouse Rates

REMINDER:Effective January 1, 2012 the monthly assessment is $510 and should be mailed to 7681 Provincial Drive McLean, Va. 22102.  If you wish to recycle unused, return envelopes just bring them to the Office   SPLINTERS FROM THE BOARD   The first meeting of the Colonies Board of Directors with the new Colonies President, Carol Brown, presiding took place on the frosty evening of January 18, 2012; a goodly number of hardy residents were in attendance.  The issues brought up in the Co-owners Forum included:   ¨       Do we pursue Co-owners in arrears of condo fee payment? Yes, all Co-owners in arrears over 60 days are referred to legal counsel. Do they lose privileges to facilities such as pool, clubhouse, and tennis courts? Yes, after a Hearing determination. ¨       Please inform Clubhouse renters that Security has a right to patrol all functions. ¨       Please remind all residents to save electricity by turning off lights in Storage Rooms upon exit. ¨       What has been explored about changing monthly billing of condo fees? A suggested annual coupon book is not feasible since each month many Co-owners incur additional charges such as in-unit service, purchase of filters, keys, and water sensors, etc. Additionally, monthly mailing of statements has greatly helped remind owners to pay on time. Electronic Fund Transfer is not an option at this time since our bank considers us too small to provide this service. (Even the Washington Post is too small to offer this service.) Many hours have been spent exploring other options but so far all will incur a hefty charge. ¨       What is our tree plan?  With over 300 trees on the property, the Colonies relies upon the advice of our professional arborist regarding care and placement of trees and shrubs. Trees that need to be cut down are usually replaced whenever appropriate (that is, the original tree was not too near a building or causing a problem).  Additionally, live Christmas trees have been donated after the holidays for planting as well as other trees gifted throughout the year by residents. ¨       What is status of the missing storm drain cover near the Tot Lot?  The new drain cover finally has been received and installed. ¨       What has been done to save money? The Staff is always searching for ways to cut costs as well as the Board is aggressively exploring suggestions made at the last Budget Hearing. Information on some items currently being actively pursued is listed below.   REPORTS   President’s Report – New Colonies President, Carol Brown, warmly greeted residents and reviewed several areas the Board is pursuing: ¨       Foremost are several cost-saving suggestions made at the last budget Hearing.  We are exploring use of Credit Unions for better rates, etc. and have explored the EFT option for condo fee payment.  A company on Dominion Virginia Power’s list has been contacted to carry out an energy audit on inside and outside lighting fixtures in mid-January and make recommendations for alternative fixtures with a cost/benefit analysis. See Management Report for more information on this item. ¨       A Co-owner has sued the Colonies for $500,000 for an alleged injury in a slip and fall accident after a December 2009 snowstorm. The Council of Co-owners vigorously denies responsibility since the walkways had been thoroughly cleaned. Our insurance carrier is handling our defense and is expected to cover all costs. We want to make the Co-owners aware of the lawsuit and the fact that it must be disclosed in new sales packages. ¨       Dun and Bradstreet has deleted extraneous listings associated with the Colonies’ name and state there is only one legal entity – the Council of Co-owners of the Colonies Condominium at McLean. ¨       According to the Virginia Condo Act, section 55-79.50(C), each unit owner is responsible for keeping their dryer vent clean. Some associations mandate regular cleaning by unit owners but we prefer to use friendly persuasion instead. ¨       The Board unanimously decided to honor Sal Lauricella’s 30 plus years of service to the community by dedicating the Administrative Building to him. A plaque, paid for with personal funds, will be placed on the Office.   Secretary’s Report – In addition to reporting on the five new rental leases, she observed that 20% of Colonies residents did not own computers and another significant percent seldom used their computers.  Thus while the use of electronic communication is being considered whenever possible, USPS still must be used in certain specified instances where it is mandatory to reach all Co-owners and residents. She also corrected two bits of misinformation being circulated: ¨       Carole Carlton was hired in 1983 as a receptionist by General Manager, John Gouveia, while Bob Folsom was Colonies President. Then while April Ramey was Colonies President, Carole was promoted in 1984 to Administrative Assistant by General Manager Bill Harper who then promoted her in 1985 to Community Manager; and in 1986 April Ramey promoted her to General Manager. ¨       The Colonies still is a member of Community Association Institute (CAI) and has been continuously for over 3 decades.   Treasurer’s Report - As of December 31, 2011, our operating income was $2,750,024 with operating expenses totaling $2,214,303 and a reserve contribution of $425,690 making our current Reserve balance $320,137. This leaves a pre-audit to date surplus of $110,030.  However, this surplus is a pre-audit number and represents accruals of cost not billed in 2011 (such as utility bills, insurance, etc.).  The auditors will make adjustments when the actual costs are received and booked in January 2012.  Work began on December 31, 2011 by Management to provide the auditors, Ahlberg & Company, with data and reports necessary to initiate the audit in late January 2012 of our 2011 financial records. Upon completion and certification by the auditors, a copy will be mailed to each Co-owner in the early spring.                        The state requires each condo association conduct a long term Reserve study every 5 years. Miller- Dodson Associates completed our last Reserve study in 2008.   Management Report - Hearty congratulations go to 2011 Employee of the Year, Carlos Benitez, and 2011 Supervisor of the Year, Julio Flores!  Well done – we all appreciate your dedication and hard work!  Also covered were: ¨       Four delinquent accounts have been referred to legal counsel; one foreclosed account is being sold by the bank to a new owner on January 20, 2012; and one account is trying to work out a payback plan. ¨       Dun & Bradstreet has emailed that after investigation, all extraneous references to supposedly other Colonies companies are being deleted. ¨       Thankfully, the kitchen sewer line rupture in Building 6 has been repaired. This entailed Lange Plumbing x-raying the garage slab to identify location of the numerous post tension cables so that his staff could carefully hand dig around the cables. Dangerous work indeed since severing the cables could cause serious injury or death. ¨       The semi-annual HVAC inspection and replacement of thermostats has been completed in all buildings. ¨       All propone tanks fueling the emergency generators in each building have been replaced. ¨       Many hours have been spent with many banks trying to set up an EFT system (and other internet-based methods of payments) for condo fees.  However all banks deem us too small to provide this service now. ¨       Many more hours were spent trying to identify contractors who were aware of the Dominion Virginia Power Company’s retrofit lighting reward program. Only one contractor, of several contacted, on Dominion’s own approved list was cognizant about the program and they promised to perform a survey for us in mid-January.   Social Committee Chair Report -  Allison Martin reported she will schedule a meeting of the Social Committee soon to discuss new event options.   During the business meeting the Board appointed Carole Folsom, Karen Hansen, Kurt Johnson, Mary Linda Norman, and Sandy Sincavitz to the 2012 Nominating Committee; approved contracts for emergency plumbing repairs of buildings12 and 6 as well as a contract for repair of garage walls in buildings 12 and 13 and a contract for monitoring the garage slab in Building 13. The Board also approved two Co-owners requests for window replacement and ratified a request for unit modification. Because of weather conditions, the Board tabled consideration of contracts to stabilize the retaining wall behind Building 8. Additionally the Board voted to hold a Hearing regarding revocation of facilities use by a Co-owner substantially in arrears of condo fee payment and also denied the request of a Co-owner to hold a vote on changing the Condo fee structure at the annual meeting.  Since according to legal counsel, it would take a 100% approval of all 459 Co-owners to change the fee structure, the Board deemed the effort to be futile and costly.   Stay warm and safe everyone.     BECOME A BOARD MEMBER   If you are interested in becoming a member of the governing body of the Association, please submit your name to the Nominating Committee (c/o Administrative Office) by February 3, 2012. Nominations for the Board of Directors are being accepted by the Committee to fill the (4) terms expiring in May.  The Nominating Committee may place in nomination any number of qualified candidates, but no fewer that the number of Directors to be elected.   FOR YOUR INFORMATION… West-Gate Park Management was informed that a dog off the leash attacked another dog at the Park (next door to The Colonies).  The owner of the dog who attacked left the park without revealing his/her name.  The West-Gate Park is not a county “Dog Park”, therefore the county leash law applies. “It is against the law to allow animals to run loose on public property or private property of others.  Dogs must be restrained by a dependable leash and controlled by a responsible person” (Colonies rule: dogs must be on a leash at all times on the common areas).   The county also stated that the owner or custodian of any dog shall be responsible for the removal of waste deposited by such dog on others’ property or public property; this also applies to The Colonies.   "ATTENTION PET OWNERS” 2012 PET REGISTRATION   The annual Colonies pet registration forms were delivered December 22 to the 80 (known) pet owners. An unregistered pet is subject to expulsion from The Colonies.   NOTE:  County code requires that dogs and cats over four months old must be inoculated against rabies; dogs must be licensed annually in Fairfax County for a $10 fee.  Fairfax County dog licenses may be purchased by mail, in person or online.  Online: Available for renewals only. Go to www.fairfaxcounty.gov/dta to pay by electronic check or credit card.  A processing fee of $0.65 is charged per transaction for all online dog license payments.   By Mail: Send the entire form, a check payable to the County of Fairfax and a copy of the rabies certificate, if applicable to: County of Fairfax Department of Tax Administration (DTA) P.O. Box 10205 Fairfax, Va. 22035-0205   In Person:  The Department of Tax Administration, Fairfax County Government Center, 12000 Government Center Parkway, Suite 223, Fairfax. Hours 8 a.m. to 4:30 p.m. weekdays, with hours extended Thursday to 6:30 p.m. Licenses may also be purchased in person at the County Animal Shelter, 4500 West Ox Road in Fairfax noon to 7p.m. Tuesday through Friday, and from 10 a.m. to 5 p.m. Saturday.   For more information or an application, call the Fairfax County Department of Tax Administration at 703-222-8234 or email www.Fairfaxcounty.gov/dta website DTADOG@fairfaxcounty.gov.   t     FIVE HELPFUL HINTS TO AVOID WINTER FALLS (Excerpted From State Farm Newsletter)   Do you know what to do when you encounter an icy parking lot or a slippery stretch of sidewalk?  Help prevent painful slips and falls with these pointers:   1.      Wear smart shoes. Before heading outdoors, slip your feet into flat shoes or boots that offer good traction. (Look for textured soles made of nonslip rubber or neoprene with grooved soles)  Steer clear of footwear with smooth soles or heels.  Consider using products that attach to your shoes for added traction. 2.      Modify your gait.  Walk with your knees slightly bent, set your feet widely apart and point your toes outward.  Shorten your stride and walk slowly. 3.      Maintain your balance Walk with your arms held out to your sides.  Avoid carrying anything heavy—it can throw off your balance.  When walking up or down steps, grip the handrail. 4.      Beware of “black” or “clear” ice.  Looks can be deceiving.  When it is cold outside, extra thin and very slippery layers of ice can form (particularly overnight). Break a fall.  If you feel yourself falling backward, tuck in your chin to protect your head as much as possible.  If you feel yourself falling forward, avoid the urge to use your arms to break your fall—you may do more harm to your body than good.  Try to land on a part of your body with more padding, such as your buttocks.  Wearing a bulky winter coat can provide an extra layer of protection.   REQUEST FROM YOUR NEIGHBORS  Please do not block parked vehicles with items left by the dumpsters. Thank you. .   YOGA CLASSES AT THE COLONIES!  Yoga Classes are cancelled until further notice.     BEAT THE RUSH   2012 Vehicle decals and facility pass stickers are now available at the Administrative Office. Stop by during office hours and be ready for the new season. The 2011 stickers will be valid until May 26, 2012.         EVERY RESIDENT SHOULD KNOW   DRYER VENT CLEANING In the Colonies, the dryer in each unit is vented separately to the outside; there is no common vent system. Additionally, Virginia Condo Law specifies that each unit owner is responsible for keeping their dryer vent clear. To prevent tragic fires, we urge all Colonies residents to make sure the screen in their dryer is kept clean and lint-free at all times as well as periodically having their whole system cleaned by a professional. The office has a list of companies, with prices, that do this work.   COMMON AREA HVAC:  By Board directive, all common area-building thermostats are set at 66 degrees for the winter.   WATER SENSORS: available at the Office for $15 including battery.                      This device comes in very handy in detecting a leak in time to prevent extensive damage.   FREE EXTERMINATING: This service is offered FREE every Wednesday.               Please call the office at 703-827-8388 to schedule an appointment.   PARCELS: If you request deliveries be left at your unit door you do so at your own risk. Reports to the office of “missing packages” are minimal. However, the reports do tend to increase during the holiday season.                     The Administrative Office does accept packages, but the staff does not sign for any packages. UPS will not leave packages without a signature. Some of the other carriers will, if there is no directive for signature.   HOMEOWNERS INSURANCE DEDUCTIBLE -Reminder: The Colonies’ Master Insurance deductible is $10,000 per claim.  If you have any questions, please contact your insurance carrier or Baxter Griffith, Colonies State Farm Insurance Agent, at 703-971-7007.  Personal property is NOT covered under the Colonies’ Master Insurance Policy. For more information please contact your Insurance agent.

 

 

February Classified Ads   For Rent: 1BD/1BTH,”C”model 1st fl $1,400 per mo. Call 703-593-9099 2BD/2BTH,”J” model 3rd fl. $1,650 per mo. Avail. Immed. Call 703-307-5387 3BD/2.5BTH,”W”model 3rd fl. with wood burning fire place and completely remodeled.$2,600 per mo. unfurnished. Call Ed at 703-573-8881 Avail immed. For Sale: 1BD/1BTH,”C”model 1st fl $189,900. Call owner at 703-593-9099   ITEM FOR SALE:  Like new drapes sized specifically for The Colonies. One pair, pleated, damask, peach color for LR. One pair, white, pleated, damask, drapes for BR. Call Janet 703-575-1401.

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