I. Quorum. A quorum was established.

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

Sher Opal, property manager, Legum & Norman; Lori Olivas; Tom Corbin

II. Homeowner Forum

There were no issues brought up in the Homeowner Forum.

III. Approval of Minutes

David explained the remaining question about insurance from the May minutes.

A motion to approve the minutes for the May 25, 2004 meeting was made by David Biette, seconded by Gretchen Martin. The motion was passed unanimously.

After a brief discussion about the September meeting,

A motion to approve the minutes for the September 28, 2004 meeting was made by Ben Marglin, seconded by Gretchen Martin. The motion was passed unanimously.

IV. President’s Report

Gretchen Martin said that her remarks for the president’s report would be covered in the old and new business sections of the meeting.

V. Treasurer’s Report

The Treasurer’s report was skipped since Seth Low was not present.

VI. Committees Reports

A. Landscape Committee. Tom Corbin passed out the report of the Landscape Committee. He reminded the board that a variance is necessary to plant anything outside the back garden besides annuals and perennials. He asked management if the Alberta spruces that were to have been removed were gone. He reminded management that he would like to pursue a multi-year contract with Environmental Enhancements to include the next 12 months through 2005. He said that during the winter the committee would be addressing landscape philosophy.

B. Recreation Committee. David Biette said that the pool contract was expected soon. Gretchen reported that Roger Taylor said that the net and crack at the 36th Street tennis courts should be fixed soon.

C. Newsletter Committee. Tom Corbin gave a brief update on the newsletter.

D. Finance Committee. Gretchen reported that Jayne Mayne has been in touch with finance committee members and they are beginning to work on their task. Ben agreed to be the liaison the finance committee.

VII. Monthly Financial Management Report

The directors asked management why the Seal Engineering tennis court report was so expensive; Sher Opal explained the work that was done and proposed repairs. The directors raised concern over the cost of the engineering bills in general, and asked that parameters be set so that there would be no more invoice surprises. Sher explained that the costs for the pool repairs had been taken out of reserves, and that utilities for this fiscal year would be higher than budgeted because she had just learned that water and sewer rates had increased. David Biette asked for an explanation on why we seemed to carry a constant liability of about $4000 for delinquent accounts; Sher said that it was a rotating amount as people regularly paid up and fell behind, and that no one was currently in serious arrears.

Sher reported on several emergencies that had happened.

VIII. Old Business

A. Window Well Covers. Gretchen Martin agreed to go over the list of people who did not comply with the window well cover guidelines and asked Sher to send letters to those not in compliance to correct the situation within 30 days, adding that a charge of $25 would be assessed if the condo had to have the covers removed. Gretchen asked for the total of the cost of the inspection of the window wells conducted by Engelking.

B. Masonry Repairs. Gretchen asked why the masonry repairs were going so slowly, and if it might have been cheaper to replace the steps instead of repairing them. She reminded the directors that the project was not to exceed $42,000 and asked how much of the project had been completed and how much had been billed so far. Sher said that the contractor had reported that more repairs were needed than had been anticipated. Gretchen suggested that we re-evaluate which courts needed masonry repairs most.

C. Roofs. Sher reported that the roof work had been completed but that the leafguard gutters had not yet been installed in Court 12.

D. Roles and Responsibilities. Gretchen agreed to finish work on the Court Representative roles and responsibilities document, and would e-mail the completed documents to Sher.

E. Parking Lot Signs. David explained that the criteria the parking lot sign committee used when siting the news signs. Siting was based on the following criteria: visibility from the street, that they be three feet from the curb or sidewalk, what was most aesthetically pleasing, and that in general they be off the tree lawns. Different signs had differing criteria. He explained that the new signs were to be placed at the same height as the old signs. David and Gretchen acknowledged the phone calls received on the sign issue, including overly lengthy messages from some residents. There had been a miscommunication with management about the height of the signs, which was the main factor that caused people to be upset. Gretchen reminded those present about the e-mail she had sent to management insisting that the signs be place at a low level. The directors asked management to ensure that the signs were adjusted to be 15" from the ground, and would see if the landscape crew damaged signs at the new lower height.

David Biette moved and Ben Marglin seconded a motion to have the parking lot signs lowered from the installed height to 15" from the ground. The motion passed unanimously.

The board agreed to revisit the placement of the parking lot sign in Court 15.

David Biette moved and Gretchen Martin seconded a motion to move the parking lot sign in Court 2 to the tree lawn. The motion passed unanimously.

IX. New Business

A. Variances. Several variances were discussed in detail.

Ben Marglin moved and David Biette seconded a motion to deny a variance for 4602 South 34th Street to replace the front entry door with a door that was not an exact match for the existing door. The motion carried 3-0.

Ben Marglin moved and Gretchen Martin seconded a motion to approve a variance at 4602 South 34th Street to replace an external storm door according to specifications submitted. The motion carried 3-0.

David Biette moved and Ben Marglin seconded a motion to approve a variance at 3520 South Wakefield Street to remove the wall (floor to ceiling) between the kitchen and the dining room, and to make a recessed space between the kitchen and the living room for a refrigerator. The motion carried 3-0 with the added provisions that the owner submit a copy of the Arlington County building permit to the board, and that all work be done according to Virginia and Arlington County building code.

David Biette moved and Ben Marglin seconded a motion to approve a variance at 4634 South 34th Street to create a pass-through between the kitchen and the dining room. The motion carried 3-0 with the added provision that the work be done according to Virginia and Arlington County building code.

The board discussed a variance request after the fact to install granite edging along the front walk at 4600 South 34th Street. The board had concerns that the granite pavers closest to the sidewalk would create a trip hazard, and suggested that the pavers be removed or made flush with the public sidewalk.

David Biette moved and Ben Marglin seconded a motion to retroactively approve granite paver edging along the front walk on the condition that the trip hazard be remedied. The motion carried 3-0.

B. Tree Pruning and Removals. Tom Corbin explained a proposal by Don Hook to prune and remove some trees in the Mews; the cost of the work would fall under the Landscape Committee’s budget. There was significant discussion of the removal of several trees and their replacement; the board recommended that residents near the trees be notified of any proposed removals.

David Biette moved and Ben Marglin seconded a motion to approve the proposal for tree work by Don Hook, as amended, for $7775. The motion carried 3-0.

C. Court 14 Drainage. The board briefly discussed the drainage problems on the western side of Court 14, and the proposal for work by Environmental Enhancements to remedy the situation.

Ben Marglin moved and Gretchen Martin seconded a motion to approve the proposal by Environmental Enhancements to install 4" solid pipe and a 6" drain in Court 14 for $1910. The motion carried 3-0.

D. Snow Removal Contract. Sher Opal outlined the proposed contract for snow removal with Somerset Landscaping Company. She noted that hourly rates have gone up since last year.

Ben Marglin moved and David Biette seconded a motion to approve the proposed contract with Somerset Landscaping Company for snow removal for the 2004-2005 winter season, provided that the name “Fairlington Mews” is properly listed in the contract. The motion carried 3-0.

E. Hydrojet Storm Drains. Cleaning storm drains in the common areas was discussed. Sher explained how drains are cleaned with a snake or by the hydrojet method. The board asked whether the work was necessary, and if a screen or chickenwire-type covering would work, and asked or an estimate on how much the proposed work might cost.

F. Noise Policy. The board briefly discussed a noise policy for the Mews based on the copy received of a policy in North Fairlington. Discussion of any noise policy was postponed to a later date. David Biette said he would look into County regulations regarding noise.

G. Pool Contract was addressed in the Recreation Committee report.

X. Establishment of Next Meeting. The next meeting is scheduled for November 30, 2004 at 7:00 p.m. at the Fairlington Community Center.

XI. Adjournment. The meeting was adjourned at 9:45pm.