Fairlington Arbor
Board of Directors' Meeting

March 28, 2000

Board Members Present: Judith Greig, Tom McQuillan, Jincy Boerner, Patricia Schoen, and Gus Wescott.

Management Present: Mike Maloney, CFM Management Services, and David Pollard, Facilities Manager

No homeowners were present.

Ms. Greig called the Board meeting to order at 6:55 PM with the caveat that, should any homeowners wishing to speak arrive by 7 PM, there would be a brief recess to allow them the floor.

Ms. Boerner moved that the minutes of February 22, 2000 be approved as submitted. Mr. Wescott seconded the motion. The minutes were approved: 5-0-0 (for-against-abstain).

• Pool Committee: Ms. Schoen reported that Lorrie Dillree had resigned as co-chair of the Pool Committee, effective immediately, and that Tom Whittaker would be chair of the committee.
• Landscape Committee: Ms. Boerner reported that the Landscape Committee had met the previous week and was working to draft a mission statement and scope of work to submit to the Board for consideration at a later (unspecified) date. Ms. Boerner further reported that the committee would conduct a complete walk-through of the property before Memorial Day and would draw up a list of recommendations concerning removal of dead plants, pruning, etc., which Ms. Boerner would present to Mr. Pollard.
• Buildings Committee: Mr. Wescott reported that work on the roof in Court 11 was complete.

Mr. McQuillan noted, for the record, that the latest financial statement showed that the total assets of the Arbor exceed $2 million as of the February 2000 balance sheet. He said that the financial statements appeared to be in order. He also indicated that the changes to the auditor’s report, as requested by the Board at the February 22, 2000 meeting, had been made.

Mr. Pollard reported that the sewer line work in Court 12 was complete at a cost of $6,000.00 and that the sidewalk and landscaping would be restored as soon as possible.

Mr. Maloney directed the Board’s attention to materials he had distributed at the beginning of the meeting on various legislative actions with respect to condominium associations taken by the Virginia General Assembly at the recently concluded session. He pointed out that the actions had not yet been signed into law by Governor Gilmore and urged that the individual Board members make known to the appropriate governing officials their support or opposition.

Mr. McQuillan moved that the auditor’s report for the year ending 10/01/99 be accepted as submitted. Mr. Wescott seconded the motion. The motion was adopted: 5-0-0.

Mr. McQuillan reported that the issue of responsibility for late payment penalties to the IRS was still under scrutiny and was as yet unresolved.

Ms. Schoen reported increasing problems with the onsite office computer. In addition to more frequent system crashes, the computer does not have the capacity to support applications that would make it compatible with the computers at CFM. Ms. Schoen recommended that the Board price new hardware and upgraded software with a view to replacing the current computer system. On April 3, 2000, computer failure prevented Ms. Schoen from transcribing the minutes of the March 28, 2000 Board meeting. To protect vital Association data from further compromise by the failing computer system, the Board took a telephone/e-mail vote to authorize expenditure not to exceed $3,000 for a new computer system and necessary software to achieve compatibility with CFM: 5-0-0.

Ms. Boerner moved to approve a contract with Northern Virginia and Maryland Contractors to repair and reseal the parking lots at a cost of $15,156.00. Mr. Wescott seconded the motion. The contract was approved: 5-0-0.

Ms. Boerner moved to approve a contract with Northern Virginia and Maryland Contractors to carry out concrete repairs connected with the sewer line excavation at a cost of $1500.00.Mr. McQuillan seconded the motion. The contract was approved: 5-0-0.

Mr. McQuillan moved to approve a renewal of the painting contract with J.T.K. Painting for the next three year cycle, priced as follows—FY 2001: $45,835; FY 2002: $57,386; and FY 2003: $52,124. The contract was approved: 5-0-0.

Mr. Wescott moved to approve the next phase of the roof replacement program as follows—FY 2001: 3529-3539 S. Wakefield St. at a cost of $126,700.00; FY 2002: 4400-4410 S. 36^th St. at a cost of $86,400.00 and 4314-4318 S. 36^th St. at a cost of $51,200.00. Ms. Boerner seconded the motion. The next two-year phase of the ongoing contract with Ben Kenny, as described above, was approved: 5-0-0.

Ms. Boerner moved to approve sealing of the 57 remaining asbestos roofs by J.T.K. Painting in the fall at a cost of $55,233.00 to extend their useful lives. Mr. Wescott seconded the motion. The contract was approved: 5-0-0.

Ms. Schoen presented a recommendation from the Pool Committee to reduce the adult swim hours to Monday through Thursday from 8 PM to 9PM, freeing the last hour of Friday evenings for family swimming. Ms. Schoen moved to accept the committee’s recommendation. Mr. Wescott seconded the motion. The motion was adopted: 5-0-0.

The Board discussed specific delinquent accounts.

Mr. Wescott moved and Mr. McQuillan seconded a motion to adjourn. By a unanimous vote, the Board adjourned the meeting at 8:22 PM.