Fairlington Mews Board of Directors

I. Quorum. A quorum was established.

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

Sherrille Opal, property manager, Legum & Norman.

Tom Corbin, Roger Taylor.

II. Approval of Minutes.

A motion to approve the minutes for the January 2005 meeting was made by Ben Marglin, seconded by Seth Low. The motion was passed unanimously.

III. President’s Report.

Gretchen Martin raised some concerns which were discussed by those present.

A. Board Secretary: Gretchen Martin thanked Ben Marglin for assuming the responsibilities of the position of Secretary until the annual meeting in June; following the annual meeting, the Board will revisit all officer position assignments.

B. Property Management: Gretchen Martin informed the Board that she had talked to Mr. Caudel at Legum & Norman regarding Sher Opal leaving. Fairlington Green rejected having Inas Hadieh as a replacement. The issue will be revisited. Gretchen also asked for a copy of the Mews contract with L&N that has not yet been received.

IV. Treasurer’s Report.

Seth Low reported that at the current point in the year, there was a surplus of $20,416. Seth also reported that he had received a draft copy of the auditor’s report for FY ending 7/31/04. He noted that the report commented about the delay in getting documents from L&N and raised the issue of possible insufficient amount of insurance. The Board is to provide comments back through Seth who will relay them to the auditor and hopefully a revised version can be approved at the next Board meeting.

V. Committee Reports

A. Landscape Committee. Tom Corbin reported that the contract for Fred will be divided up into three pieces: what is currently covered in the contract, a tree section, and a landscape section. The Committee will prioritize and report out in March.

Corbin also reported that the two landscape forms (flower bed waiver) that had been discussed at previous meetings and approved will be mailed with this year’s pool application.

Corbin also reported on a pruning issue that was raised by residents – complaints were received about the nature of the pruning, and many were received on the holiday.

Ann Noonan agreed to become the Board liaison to the Landscape Committee.

B. Recreation Committee. David Biette reported that the committee was looking at the pool forms again in preparation for distribution this spring. David also reported that the post season rate language needed to be added to the pool contract before it gets signed.

Gretchen Martin raised the idea of having a community day event in the spring/early summer. Tom Corbin suggested in could be done in conjunction with an area clean-up effort. Another idea proposed was to invite Mews contractors to the event.

Roger Taylor presented several options for tennis court repairs.

A motion to approve “Option 1” (lower cost) plus a backboard and four-square was made by Ben Marglin, seconded by Seth Low. The motion was passed unanimously.

C. Newsletter Committee. Tom Corbin announced that he had sent out a request for inputs into the next newsletter with a 3/4/05 deadline. There will be no specific theme for the newsletter besides Spring.

D. Finance Committee. Ben Marglin and Seth Low reported that the committee met on 2/9/05 to discuss concerns about reserve expenditure projections for FY ’06 and FY ’07. This led to a discussion of when Sher could create a proposed budget for the next FY. Sher agreed to have the proposal created for the next Board meeting on 3/29/05. Sher also agreed to check on the discrepancy between the financial statement and the reserve spreadsheet that she had sent out.

Gretchen Martin raised the issue of late fees being paid to utility companies for the Mews. Sher agreed to check on the late fee issue and also to explore the possibility of having a company monitor utility expenditures by building to note any unusual activity.

VI. Monthly Financial Management Report

Sher Opal presented the monthly financial report and discussed the ongoing sewer relining project.

VII. Old Business

A. Roles & Responsibilities.

Gretchen Martin agreed to email out the latest versions of the roles and responsibilities.

B. Community Bulletin Board.

A motion to purchase a new bulletin board (Item ODCC3648R at a cost of $290.50) was made by David Biette, seconded by Ben Marglin. The motion was approved unanimously.

C. Disputed Plumbing Bill.

A motion to deny the owner’s request of not being held responsible for plumbing incident was made by Ben Marglin, seconded by Ann Noonan, and was approved unanimously. Sher Opal will respond to the owner.

D. Sewer Backup.

A motion to deny the owner’s request of reimbursement for the sewer backup damage to her personal property was made by Seth Low, seconded by Gretchen Martin, and was approved unanimously. Sher Opal will respond to the owner.

VIII. New Business

A. Property Management. Sher Opal discussed L&N’s plans to bring on a new property manager for the Mews.

IX. Establishment of Next Meeting. The next meeting of the Mews board of directors will be held on Tuesday, March 29, 2005 at 7:00 p.m. at the Fairlington Community Center.

X. Adjournment. The meeting was adjourned at 9:30 p.m.