Fairlington Arbor
Board of Directors' Meeting

December 28, 1999

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

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

Ms. Greig opened the floor for the Homeowner Forum and noted that it would run from 7:00 p.m. to 7:15 p.m.

Ms. Carol Johnson of 3466-A S.Utah Street asked to obtain a copy of the audit (year unspecified). Ms. Greig responded that she should make her request in writing to the Management Agent. Ms Johnson then asked for a breakout of the functions performed by CFM and on-site Facilities Management. Ms. Greig asked Mr. Pollard and Mr. Maloney to respond.

Mr. Andrew Kerrigan of 3407 S. Wakefield Street reported an accumulation of leaves near his unit and was told to notify Mr. Pollard who would take care of it. In an aside, Ms. Greig told Mr. Kerrigan that work would begin in the next week on the drainage problem behind his unit.

There being no further co-owners wishing to speak, Ms. Greig closed the Homeowner Forum at 7:10 PM.

Ms. Greig noted that there were a number of changes to the November 1999 minutes and requested that a clean copy of the corrected minutes be submitted for approval at the January 2000 meeting.

Ms. Greig asked for a motion to approve the minutes of the October 1999 Board meeting. Mr. Wescott offered the motion, Ms. Boerner seconded the motion. There was no discussion. The minutes were approved: 5-0-0 (for-against-abstain).

Pool Committee: Ms. Schoen informed the Board that she planned to ask the Pool Committee to meet in March or early April to formulate plans for the opening of the pool on Memorial Day weekend and to review the pool rules.

Grounds Committee: Ms. Boerner informed the Board that there would be a Grounds Committee meeting in February.

Mr. McQuillan said that the Financial Report looked healthy. He asked for clarification on the following points.

1. He noted that a Treasury Strip, dated 5-15-99 in the amount of $ 735.00, is still listed in the Merrill Lynch investments on the balance sheet. Mr. Maloney indicated he would research the reason.
2. Mr. McQuillan asked how the Arbor is capturing and recording the legal expenses and monthly assessment associated with the unit belonging to Fairlington Arbor. He asked if there is a way to distinguish between the normal legal expenses of purchasing the unit and legal expenses should there be a lawsuit. The Board asked Mr. Maloney to discuss with Singleton and Bardowski the appropriate way to handle this issue.
3. Mr. McQuillan noted that the unit belonging to Fairlington Arbor is shown as delinquent and said that it must be decided quickly how to handle the monthly assessments. Mr. Maloney indicated that handling the condominium fee would also be raised and resolved with the auditors.
4. Mr. McQuillan asked for an explanation of the "property fund" listed in the Trend Report. Mr. Maloney indicated he would research this listing and report back..
5. Mr. McQuillan directed the Board's attention to correspondence from CFM in response to a memo from the Finance Committee concerning late payment penalties for certain IRS and Virginia tax filings. Mr. McQuillan pointed out that although there was a question of whether Legum and Norman or CFM was responsible for the penalties and late fees, it would have been helpful if CFM's response had suggested solutions to the problem. Mr. Maloney said that Singleton and Bardowski had sent a letter to Legum and Norman approximately 18 months ago but that CFM did not know if a response had been received. Mr. Maloney said that he would send a letter to Legum and Norman requesting payment of the penalties. Mr. McQuillan asked that the draft of a proposed letter to Legum and Norman be presented for consideration at the January 2000 Board meeting.

Mr. Pollard reported that the repair of the sewer line located at 4314, 4316, and 4318 South 36th Street has been completed at a cost of $6,000; that the sidewalk repair would be done as soon as the weather permitted; and that due to the use of a sleeve extension the street had not been disturbed.

Mr. Pollard also reported that a gutter had been installed at 3436-A South Utah at an approximate cost of $400 - $500, with a firm cost figure to be submitted shortly.

Ms. Schoen raised questions concerning a specific delinquent account. The Collections Status Report from Rees, Broome & Diaz indicated that on 11/05/99 payment had been received and a letter asking for waiver of late and legal fees. Ms. Schoen noted that any waiver is a matter that the Board should decide. She also noted that a response (11/08/99) was sent from the legal firm to the debtor. She queried the fact that the Board package did not contain copies of this recent correspondence yet did contain a copy of a letter dated 10/25/99. Mr. Maloney indicated that he would request that the attorneys send all correspondence to him to include in Board meeting packages. Mr. McQuillan asked Mr. Maloney to check with the attorneys about the discrepancies in the dates on their report. Mr. Wescott had questions on another delinquent account and it was agreed to delay discussion of this item to the end of the meeting under executive session.

Mr. Maloney asked Ms. Greig if Mr. Melson had responded to the letter regarding the extension of the management agreement for an additional year. Ms. Greig indicated that he had not. Mr. Maloney stated that he would remind Mr. Melson to respond.

The Board confirmed that CFM should credit the undisputed amount of $93.84 to the Arbor for the two tax payments that CFM made late.

Mr. Maloney directed the Board to correspondence attached to the agenda regarding barking dogs. He said that he had subsequently received a response from one of the dog owners and presented it for Board review.

Mr. Maloney presented a request from Arlington County for a list of Arbor homeowners and their cars or a list of unit owners and addresses. Mr. Pollard indicated that he had responded in the past that the Arbor does not keep such lists. He pointed out that the County has permission to come onto the property to check cars. The Board agreed to respond as in the past.

The open meeting was closed.

The Board went into executive session to discuss specifics of a delinquent account.

Ms. Boerner moved to adjourn the meeting and Mr. McQuillan seconded the motion. The meeting was adjourned at approximately 8:15 PM.