FAIRLINGTON ARBOR COUNCIL OF CO-OWNERS

FAIRLINGTON ARBOR COUNCIL OF CO-OWNERS

BOARD OF DIRECTORS MEETING

ARBOR UNIT 3472 A-1, S. UTAH ST.

7:00 PM

NOVEMBER 27, 2007

MINUTES OF MEETING

BOARD MEMBERS PRESENT:   Marilyn Beck, Terry Ruth, James Moser, Robert Ingulli

BOARD MEMBERS ABSENT:      Susan Goldstein

MANAGEMENT PRESENT:          Steve Kirkpatrick, Facilities Manager

                                                            Mike Maloney, CFM Manager

HOMEOWNERS PRESENT:          Mary Pierson, Rachel Robinson

The President began the meeting at 7:05pm.

HOMEOWNERS FORUM

Mary Pierson, 3476 B2, reported her neighbor in Unit A2 complained about water leakage in his basement claiming it was coming from her unit. Ms. Pierson secured a plumber who reported no water leakage found and presented her with a bill for $78. Ms. Pierson has requested reimbursement from the resident in unit B2 who has yet to make the reimbursement. While the Board has no jurisdiction in this matter, the resident in B2 will be contacted to resolve the issue.

Rachel Robinson was present to get information on how the Board was going to handle the issue of non-slated overhangs. It will be addressed in the report from the VP of Buildings.

ACTION ITEMS

Approval of Minutes of the October 23, 2007 Board Meeting

Fence Replacement Contract

MOTION

The October 23, 2007 Minutes were approved.

After several amendments, the Board approved the contract for Long Fence to begin fence replacement.

REPORT OF THE OFFICERS

Treasurer: Robert was contacted by the treasurer of the Glen’s Board, Margaret Wingiss (?) to determine if Arbor would be interested in working with them in sharing information on the management of our Association. Her main interest was our policy on responsibility of pipes between units and who is responsible for maintenance. While the Glen’s policy is the same, Mike Maloney’s advice was to have Margaret contact the Glen’s attorney to interpret their documents governing homeowner responsibility. It was also suggested that a semi-annual meeting among the various Boards in the Fairlington community might be of value as an exchange of ideas and solutions to our common concerns.

VP Buildings: Terry Ruth reported on the overhang issue addressed by Rachael Robinson which is the concern of why some overhangs are asphalt and some are tile. Steve reported that, in his best understanding, during the conversion 35 years ago, as the overhangs needed attention they were replaced with like material, i.e., asphalt replaced asphalt, slate replaced slate. Steve estimated between $15,000-$20,000 to get all the asphalt roofs replaced with slate. It was discussed to replace the asphalt overhangs with slate at the next roofing project. The Board will take this under consideration at that time.

Terry received several inquiries on window well covers. She offered the name and number for Banner Glass, which will be posted in the Newsletter if anyone is interested in contacting them for window well covers.

Terry reported the passing of a long-time resident in Court 6, George Scates. It was suggested to plant a tree with a plaque in his memory. Since Court 6 is due a replacement tree, James will survey the Court for proper placement of the tree.

Arlington County has a grant available for planting trees. James will look into it.

VP Grounds: James Moser reported that the aeration has been completed. Trees to be planted: Court 1 will get a Hawthorn; Court 3 will get a Maple. Several of our large trees will be given a deep root feeding. An Arborist has been through the neighborhood and has made several suggestions for refurbishing. The 36^th Street project is ongoing. Deep root feeding has been approved for the large tree between the pool and the tennis courts. There is a large tree in the rear of Court 5 that is dying and needs to be removed. This removal will also simplify the fence replacement.

VP Community Affairs: No report.

REPORT OF FACILITIES MANAGER

Regarding the fence replacement, the Arbor staff will make every effort to trace utility lines, to highlight and flag them before the Long Fence begins the project to minimize disruption of service. Ample notices will be given to residents when their fence is scheduled for replacement. Residents will be required to remove any items attached to the fence and to secure any personal items away from the fence area or inside their home. Vegetation growing on any fence will be removed as fences are replaced.

Steve proposed that we have Lateral Liners video our remaining sewer lines to determine a priority of lining. Steve will get a proposal from Lateral Liners for the video project. A question was raised about the County’s responsibility on sewer lines, i.e., Arbor’s responsibility ends where the property meets the street. Steve will look into this concern and try to get some ruling from the County on where their sewer line responsibility starts in relation to Arbor sewer lines.

REPORT OF MANAGEMENT

Mike suggested that the Buildings and Grounds officers need to review and restate the fence policy as stated in the Architectural Guidelines as well as the By-Laws in terms of attaching personal items to fence. The revised policy will then be sent to all residents after completion of the fence replacement in their Court. Mike was concerned about timely notices to residents and it was decided that notices would be sent out one week prior to the beginning of the fence replacement.

Mike questioned if a resident’s concerns have been addressed concerning the PODS Resolution and the issue of temporary storage. The Facilities Manager confirmed that all concerns have been addressed and satisfied.

Mike wanted to affirm that the Board would not meet in December, which was agreed upon by the Board.

OLD BUSINESS

The President wanted to confirm that the New Resident’s Letter was sent to all residents. It will be attached to the December-January Newsletter. It is also on the website.

A discussion was held about the timely delivery of the Newsletter, which seems to be tardy in many Courts. Solutions: send to note to the Court Reps. that if they are unable to deliver the Newsletter in 48 hours of delivery contact Steve for delivery; or solicit the help of high school students who may need community service hours. This issue will be revisited at the January meeting.

DISCUSSION ITEMS

The installation of new mailboxes for the common units needs to be addressed. Steve will look into it.

The expense report was reviewed and several items discussed.

NEW BUSINESS

James presented the Architectural Guidelines, which are in need of updating, especially in light of our fence replacement prohibiting any personal items being attached to the fence. He and Terry Ruth will get together to update the Guidelines.

The Board went into Executive session.

A motion was made to adjourn the meeting, seconded, and the meeting was adjourned at 8:44pm.