Fairlington Mews Board of Directors

I. Quorum. A quorum was established.

Present: Gretchen Martin, acting president; Seth Low, treasurer; David Biette, secretary; Ben Marglin, at large

Sherrille Opal, property manager, Legum & Norman; Ann Noonan, Tom Corbin, Penny Glass, Kathi Morrison Taylor, Gordon Janis

II. Homeowners Forum

Tom Corbin reported that Arlington County will discuss in January a significant change in trash removal that will affect Fairlington residents. Fairlington might become part of the county trash collection system as it considers taking over private carting. Sher Opal said that Legum & Norman was aware of the proposal and had attended a meeting on the topic; she said that Fairfax County was considering the same idea. Tom advised the board to see the All Fairlington Bulletin for future meeting dates.

Kathi Morrison Taylor requested that the process for removing trees be slowed down. She and other residents of Court 11 were distressed that an old cherry tree in the court was to be removed and felt that there hadn’t been sufficient notice to residents. There was extensive and lengthy discussion on the process of removing trees, notifying residents, why trees need to be removed. Gretchen Martin said that one of the board’s goals is to improve process, adding that we should add a tree for every tree removed. She encouraged court representatives to attend landscape committee meetings and to be more involved in the process to improve communications. Penny Glass asked whose responsibility it is to notify residents.

III. Minutes

Approval of the July and October minutes was deferred to the next meeting.

IV. President’s Report

Gretchen Martin turned over some time to Doug Hays from Seal Engineering who was present to answer questions about Seal’s work with the condominium, particularly on the issue of the masonry repairs. Hays admitted that they had underestimated the scope of the work, and that the power washing prior to the work had loosened some of the bricks. He said that six courts had been finished for $30,000 and that it would likely cost another $75,000 to complete all the work in all of the courts. He said that the Mews did get a credit for the extra work done in Court 1. Hays suggested that the remaining amount in the contract would probably be enough to take care of the worst masonry repairs that were safety problems. Gretchen Martin asked why the survey of the tennis courts had been so expensive. Hays explained the process. He also discussed a change order on the reroofing in Court 12 with respect to the installation of the leafguard gutters.

Gretchen said that filling the vacancy on the board would be taken up later in the meeting. She said that the resident in Court 8 with the oversize arborvitae was very agreeable and ready to compromise, and that two had been taken down. She noted that the resident had submitted photos to show that the arborvitae were not taller than the maximum height allowed.

VI. Treasurer’s Report

Seth Low discussed the replacement reserve report. He asked management to update what is included in the common elements reserve and to put it in a form that was easier to follow. David Biette suggested increasing the reserve funding on common elements.

VII. Committee Reports

A. Landscape Committee. Tom Corbin talked about the proposed walk-through to assess fertility, disease, etc. of the plantings. He requested that the tree removal justification memo be part of the minutes (last page of board package). The board said that the earlier discussion on tree removal bordered on the excessive, and there had to be a better way to communicate with residents about proposed tree work. Tom suggested a community bulletin board, perhaps in the pool or tennis court area.

B. Recreation Committee. David reported that he and Ann are reviewing the pool contract. Sher said that she would have an estimate for tennis court net and crack repairs for the January meeting.

C. Newsletter Committee. Tom said he was preparing a newsletter for January that would include articles on common property and living in a condo. He said that the Community Associations Institute had some good material that he might include.

D. Finance Committee. Ben said that he had spoken to several people and was coordinating a meeting to discuss what committee members have done to date. He is looking at ways to increase reserves.

VIII. Monthly Financial Management Report

Sher Opal discussed the report as presented in the board materials. Gretchen asked why the Mews was paying to have the signs lowered when we had requested to management that we wanted low signs in the first place. Sher asked Gretchen to refer the issue to Mr. Rhodes at Legum & Norman.

IX. Old Business

A. The board pointed out to management that the sod by the tot lot was in terrible condition following repairs made to the asphalt in the fire lane. The asphalt repairs in Court 10 looked shoddy and Sher agreed to inspect the work that had been done.

B. Gretchen acknowledged that she had the committee rules and responsibilities to finish.

X. New Business

A. Masonry Repairs. David Biette asked management about the safety concerns of repairs that had not yet been attended to. Seth Low asked how much we needed to spend in order to get the most important work done. Ben agreed with the direction of those questions, and asked that we push for a firm fixed-price contract instead of a time and materials contract. Gretchen concurred.

Ben Marglin moved and David Biette seconded a motion to complete only those masonry repairs in Courts 7 to 15 necessary for safety, and that we stay completely within the contract already signed. The motion carried 4-0.

B. Roof Repairs. Sher said that she would have Engelking look at the fascia boards for the roof replacement project in Court 12.

XI. Establishment of Next Meeting. The next meeting is scheduled for January 25, 2005 at 7:00 p.m. at the Fairlington Community Center.