Fairlington Mews Board of Directors

III. Approval of Minutes.

The minutes for the October 28, 2003 meeting were approved conditionally upon the addition of the following to “New Business”: “The board agreed to follow up with residents ion work orders placed with management.”

IV. President’s Report. Rob Stewart said that Jennifir Birtwhistle was interested in working on the signs committee. He said that he had spoken with someone who might volunteer to be court representative in Court 2. An invitation was extended to the North Fairlington Christmas party on Thursday, December 11th, from 6:30 to 9:30 p.m. He reported that the deadline for the newsletter was Tuesday, December 9th. He also asked Sher Opal to check with counsel on the new ordinance regarding indoor Christmas trees and whether it would apply in the Mews; he asked that this be clarified in the December newsletter.

V. Treasurer’s Report. Seth Low reported that replacement reserves were going down and that revenue from investments was less than anticipated. Certificates of deposit have a lower interest rate than treasury notes, confirming what had been suspected. He said that he would track things down to make sure we stay on target, and referred the other board members to the handout. Seth said that we have enough reserves but need to be careful how we spend.

Rob Stewart pointed out that some repairs are needed on trim work and columns and that roof work should be done so that it looks good. Sher Opal said that in years past, repairs had been done only when people moved out of their units; we are now replacing rotten wood as it is found. She said that on brick and mortar work that the repairs are on a program. Engelking does minor repairs, and major repairs go under another cycle. Seal Engineering does an inspection of major repairs and bids out the job.

VI. Committee Reports

A. Landscape Committee. Tom Corbin reported for the Landscape Committee. He said that the hedges on King Street have blight and that no jurisdiction will take responsibility for them (Arlington says Alexandria which says V-DOT has responsibility). Tom said that Brenda Camenzind has decided to step down as chair of the committee and that Lori Olivas will co-chair the committee with him. Seth Low asked whether the appointment of Tom and Lori as chairs was “transparent.” Gretchen Martin suggested that the committee recruit new members during the summer.

David Biette asked that when looking at landscaping in the Mews and what residents might put in themselves, that the committee consider “taste versus craft”

B. Recreation Committee. David Biette reported for the Landscape Committee. He said that there was some talk about a social event in February at which new committee members might be recruited.

C. Newsletter Committee. Rob Stewart remarked that the newsletter is a wonderful communications tool and there was some discussion as to whether the newsletter might expand into multi-media (starting with the web). Tom Corbin reported that the Glen is considering proxy voting on their web site. Sher Opal noted that Legum & Norman has products to provide services over the Internet for a fee. It was noted that people go on the web when they want to, not when we want them to. Rob Stewart talked about the survey.

D. Sign Committee. There was discussion about towing and codes. Gretchen and David said that they were interested in readability, aesthetics, and cost of the new signs. Rob Stewart said that Jennifir Birtwhistle was interested in serving on the committee. Sher Opal suggested that Old Town Sign would be able to help on design.

VII. Monthly Financial Management Report. Sher Opal referred to the monthly report submitted in the board members’ packets.

VIII. Unfinished Business.

A. The “Roles and Responsibilities” documents were discussed briefly; it was agreed to do a template for all the sections with attention to what management should do compared to what volunteer committee members should do. Items that should be included in the template are 1) that meetings are to be scheduled by the chair; 2) how bids for services should be dealt with; 3) the board member liaison; 4) how the committee interfaces with management and with residents. Committee documents are to be revised as follows: Gretchen Martin to do Landscape Committee, David Biette to do Recreation Committee, Seth Low to do Newsletter Committee, Gedeon Werner to do Court Rep piece, Rob Stewart to do Management Committee and ad hoc committees. Each will check with the committee.

IX. Old Business

A. Kids Committee. Rob Stewart talked about the community and the youth in the community. He said that having kids on such a committee would encourage kids to be accountable for their behavior. The chair for the committee should be an adult, though not a parent of any of the kids on the committee. Rob said he would pursue the idea.

X. New Business

A. Satellite guidelines. A new proposal was submitted that clarifies the old policy.

The board voted unanimously to notify the community by mail of the board’s intent to ratify the resolution on satellite dishes and exterior antennae guidelines at the January 27, 2004 board meeting.

B. Rat abatement. There have been problems with rats along the King Street and I-395 access road. Sher Opal presented a new rat abatement contract that would put 22 baiters along the corridor.

The board voted unanimously to approve the rat abatement contract.

C. Carriage lamps. There was general discussion about replacing the carriage lamps for Courts 10 and 11. We will keep the same wattage, with the same type of compact fluorescent bulbs. All fixtures will be ordered at once. The board preferred the 18" version to the 24" version but asked for a sample. Poles were discussed and Rob Stewart suggested that we get posts that are galvanized or powder-coated.

D. Pool contract. Nothing to report.

E. Signs. Nothing to report beyond what was discussed earlier.

F. Drainage in Court 11. Seal Engineering will take a look at the court and the problem before any work begins, and any drainage repairs will be done in conjunction with carriage light replacement.

G. Landscape maintenance contract. Two proposals were compared for the new landscaping contract. Some tree pruning is moved to another contract. Tom Corbin commented favorably on past experience with Environmental Enhancements. The landscape committee recommended Environmental Enhancements.

The board voted unanimously to have the landscape contract go to Environmental Enhancements.

XI. Establishment of Next Meeting. The next meeting was established for Tuesday, January 27, 2004 at 7:00 p.m. at the Fairlington Community Center.

XII. Adjournment. The meeting was adjourned at 9:45 p.m.