Fairlington Mews Board of Directors

III. Approval of Minutes.

Gedeon Werner moved that the minutes for the October 28, 2003 meeting be approved. Gretchen Martin seconded. The minutes were passed 4-0.

Gretchen Martin moved that the minutes for the December 2, 2003 meeting be approved. Gedeon Werner seconded. The minutes were passed 4-0.

Gedeon Werner moved that the minutes for the February 4, 2004 meeting (rescheduled from January 27th) be approved. David Bietten seconded. The minutes were passed 4-0.

IV. President’s Report. Rob Stewart announced that he would step down as president in April since he and his family had bought a house in Fairfax County and would be moving out of the Mews. He said that he would announce his news in the Association newsletter. There was discussion about whether his position should be replaced immediately or whether it would be better to wait until the early summer election to replace him on the board, with general agreement for the latter. David Biette asked that the minutes reflect his comment that Rob was a good colleague to work with and that Rob’s work on the Mews board was most appreciated.

V. Treasurer’s Report. Seth Low was not present to discuss the audit.

David Biette moved that the audit report be deferred to March. Gretchen Martin seconded. The motion passed 4-0.

VI. Committee Reports

A. Landscape Committee. Tom Corbin reported for the Landscape Committee. He said Fred had done a touch-up leaf removal gratis, as well as some work on the King Street hedge, the islands on Wakefield Street, the pool area, and cleaned up some trash. A walk-around was scheduled for Thursday, February 26 to discuss shrubbery.

Tom introduced the tree contract and noted that cabling some trees would cost an extra $3234 to sure up some trees that were over parking lots and fences. He talked about the liability the Association would have should one of the weaker trees cause damage.

Tom added that Community Landscaping had planted the wrong holly trees in Court 10 and that they would be replaced with Foster Hollies. He said that the replacement would need to be completed by March 1 so as not to interrupt the trees’ growth. The cost for the replacement would be $600 to be taken out of the existing landscaping budget.

Sher Opal said that management would address the outstanding Community Landscaping bill as well as the work on that contract that was never completed.

B. Recreation Committee. Joanne Herman recommended that the Mews once again host the FINS swim team for the second week in July (the 12th to the 16th). The Mews would host practice from 3:30 to 5:30pm Monday through Thursday of that week, with a swim meet on the Friday from 6:00 to 8:00pm. The board concurred with this recommendation.

The board discussed at length the recommendation by Ann Timmons to purchase a picnic table for the pool area. Gretchen Martin asked that in the long term, the Mews consider purchasing outdoor furniture for the Mews that would match throughout the grounds, including the pool area. There was also discussion about the construction of a permanent structure to provide cover and shade in the pool area. Rob Stewart remarked that the cost of the proposed picnic table was in the Recreation Committee’s budget.

Gedeon Werner moved that the board approve the Committee’s purchase of a picnic table for $295 plus assembly by Engleking. The motion was seconded by David Biette. The motion passed 3-1.

C. Newsletter Committee. Tom Corbin said that he was waiting for a few more columns for the newsletter. There was discussion about a “Your Money at Work” column which Tom said he would investigate.

D. Sign Committee. David Biette reported on design suggestions for the parking lot signs. Gretchen Martin recommended that the signs be dark brown with white lettering to match other signs in Fairlington even though a different design might be preferable. Tom Corbin said he would put a draft of the design in the newsletter. The signs will be cedar and include the words “no soliciting”; there was consensus that the white lettering be done in reflective paint.

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

A. Roof Replacement. Sher Opal said that four asbestos roofs would need to be replaced in the 2004-2005 year. Courts 4 and 12 would be done first.

B. Concrete and Asphalt Repairs. Sher agreed to schedule a walk-around to inspect concrete and asphalt in need of repair. It was agreed that a board member and Lori Olivas from the Landscape Committee would accompany Sher on the walk-around.

VIII. Unfinished Business.

A. Roles and Responsibilities. Rob Stewart scheduled an informal meeting for Saturday, March 6 at 9:00 a.m. to go over the roles and responsibilities documents so that the board could look at language changes together. He agreed to bring an LCD projector and we would work from his laptop.

IX. Old Business

A. Satellite and Exterior Antenna Policy Resolution. The new antenna resolution was not ready and discussion of it was deferred to the next meeting.

The board addressed the variance request by 4612-A S. 36th Street for keep their satellite dish already installed on the fence. There was discussion about the issue. Rob Stewart moved that the board grant conditional approval of the variance request by the Voths to keep their satellite dish where it was, and that they be liable for any damage to the fence. Gretchen Martin seconded the motion, which was passed 4-0. Sher Opal agreed to follow up with the Voths.

X. New Business

A. Pool Contract for 2004. Minor changes were added to the pool contract for 2004, which will be forwarded to World Pool.

B. Drainage Problems in Court 11. Drainage in Court 11 was discussed; Seal Engineering has proposals for the work which were reviewed. They will clarify their recommendations, which will be shared with Environmental Enhancements, the landscaping company. Rob Stewart asked that any work be announced to homeowners to be affected.

C. Variance Request to Move Kitchen Wall. The request for a variance by 4625-B South 36th Street to remove part of their kitchen wall was discussed.

A motion to approve the variance to move a wall at 4625-B South 36th Street, based on the report of a structural engineer and plans submitted to the board, was approved unanimously, provided that the work will be done to county building code.

D. Landscape Committee Tree Work. The committee presented a proposal for tree work by Bartlett Tree Experts, some of which had been discussed earlier in the meeting.

A motion to approve the remaining tree work was seconded and approved unanimously, up to the amount of $12,030, provided that the Treasurer be apprized of the contract.

E. Fairlington 5K Run/1K Walk. The run/walk was discussed; David Biette reported on the beneficiary of the funds and that Aluminum Cans for Burned Children was a legitimate charity supported by Washington Regional Fire and Rescue Departments. A map of the race would be requested by the organizers.

David Biette moved that the Mews contribute $250 towards the race; Gedeon Werner seconded. The motion passed 4-0.

F. Audit. The board agreed not to discuss the audit without the Treasurer present.

G. Logo. Gretchen Martin suggested that the Mews consider having a logo designed.

XI. Establishment of Next Meeting. The next meeting was established for Tuesday, March 23, 2004 at 7:00 p.m. at the Fairlington Community Center.

XII. Adjournment. The meeting was adjourned at 9:25 p.m.