Fairlington Arbor
Board of Directors' Meeting

February 1, 2000

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

There were no homeowners present for the Homeowner Forum.

Ms. Greig called the meeting to order at 7:02 PM.

Ms. Greig noted that there were two very minor language changes to the November 1999 minutes. Ms. Boerner moved that the November 1999 minutes be approved with the two minor changes. Ms. Schoen seconded the motion. The minutes were approved: 5-0-0 (for-against-abstain).

Ms. Greig asked if there were any changes to the December 1999 minutes. Mr. Wescott moved that the minutes be approved as presented. Mr. McQuillan seconded the motion. The minutes were approved: 5-0-0.

Building Committee: Mr. Wescott reported that roof replacement work was being done in Court 11.

Mr. McQuillan said that he had reviewed the financial reports and that they appeared to be in order. He noted that the Treasury Strip, dated 5-15-99 was still listed. Mr. Maloney indicated that this had been erased off the operating statement and that if the Board looked at the actual investments, they would see that it had been removed. Mr. McQuillan questioned two items shown on the Variance/Trend reports. In the Trend Report, under total reserves equity, the November figure appeared to be in error. A second question concerned the differences between the Status Report surplus figure of $30,524 and the Trend Report surplus of $41,503. Mr. Maloney indicated that he would research these questions. Mr. McQuillan also asked for a further breakdown of the Property Fund.

Ms. Greig said that she had not heard from CFM regarding her letter concerning the management contract for $38,690 for 12 months. She indicated that it appeared that CFM was withdrawing $60 more than the contract called for a month. Mr. Maloney indicated that he would talk to Mr. Melson.

Ms. Patti Costello presented the ad hoc committee's report on suggested procedures for use of the onsite office and responded to several questions from Board members. After the presentation, the Board thanked the members of the committee for their time and efforts.

Facilities Manager's Report

Mr. Pollard reported that he had laid salt (after consulting with Ms. Greig) as well as sand to alleviate icy conditions.

Management Report

Mr. Maloney indicated that to avoid further confusion concerning the Board Meeting agenda, he planned to call Ms. Greig every month.

Ms. Greig told Mr. Maloney that the draft letter concerning payment of tax penalties would be reviewed by the Finance Committee and would be tabled for the time being.

Mr. Maloney said he had talked to Anne Plante, CPA, of Singleton & Bardowski and the way the unit was shown in the financial statements was the way the auditors preferred it to be reported. Ms. Plante also indicated that the legal expenses should be left as part of operating expenses.

Repayment of a tax penalty by CFM has been made to the Arbor account; it will be shown on the January statement under miscellaneous income.

Mr. Maloney addressed the questions raised concerning the date differentials on the Attorney's Report, indicating that it was a factor of word processing procedures at Rees, Broome & Diaz.

Mr. Maloney said that the Association-owned unit was set up as a monthly recurring charge and that a credit was also set up on a recurring basis to offset this charge so that the unit would not show as a delinquent account.

New Business

1. The Board discussed the committee's suggestions for office procedures. The Board agreed to the essence of some of the suggestions with additional changes. Ms. Greig called for a motion to agree with the essence of the suggested rules with changes so that the rules could be rewritten and made available at the office. Ms. Boerner so moved and Ms. Schoen seconded. The motion was approved: 5-0-0.
2. A renewal contract was submitted by Integrated Plant Care in the amount of $4,025, offering a five percent discount if the contract was agreed to before the end of February. Mr. Wescott moved that the Integrated Plant Care contract be renewed to take advantage of the five percent discount, which would bring the contract to approximately $3,800. Ms. Boerner seconded the motion. The motion carried: 5-0-0.
3. Mr. Pollard said that in order to maintain the sewer clean-outs, a snake was needed. This would enable the Arbor staff to conduct regular maintenance more cheaply than by contracting with plumbing companies. Mr. Wescott moved to approve the purchase of a snake, not to exceed $1,500. Ms. Boerner seconded the motion. The motion carried: 5-0-0.
4. Ms. Boerner moved to post the approved final minutes on the Fairlington website in addition to the newsletter. Ms. Schoen seconded the motion. The motion carried: 5-0-0.
5. Mr. Maloney asked if the Board would like Anne Plante, CPA to attend the February 22, 2000 Board meeting. He was instructed to invite her.
6. Mr. Maloney briefed the Board on possible legislation in the Virginia Assembly. He indicated that he would keep the Board apprised of further information.

Adjournment

Mr. McQuillan moved to adjourn the meeting and Mr. Wescott seconded the motion. The meeting was adjourned at 8:01 PM.