Fairlington Mews Board of Directors

III. Approval of Minutes.

Approval of minutes from the February 24 meeting was deferred to the next meeting.

IV. President’s Report.

Rob Stewart said that the board members had met two weeks ago on a Saturday morning to review the roles and responsibilities documents.

He said that this would be his last official meeting as president because he was selling his house and moving to the Mount Vernon area in early April. He recommended that the board not seek a replacement for his position right away but wait until the July election. Further discussion of the issue was deferred to “New Business” later in the meeting.

V. Treasurer’s Report. Seth Low reported that there was a monthly surplus of $19,700. He said that because there was not as much snow as expected during the winter, the Association had saved some money on snow removal. He added that the questions he had about the audit had been answered. Approval of the audit was deferred to “New Business.”

VI. Committee Reports

A. Landscape Committee. The Landscape Committee reported on plans for the coming year which will follow the plan that was submitted earlier. They said that there was $1800 left in their budget for the remainder of the fiscal year and that the committee might request additional funds. There was some discussion about the median areas at 34th and 36th Streets, and that landscaping of the pool area, part of the overall plan, had begun but would only be completed in the next fiscal year.

There was discussion among the board members and the Landscape Committee members present that some of the plantings done by residents in common areas are inappropriate for the climate and/or the particular spot, and all such plantings should be done in consultation with the Committee which is charged with maintaining plantings in common areas. The Committee reported that they tried to achieve a continuity of plantings in common areas.

Sher Opal said that the flower bed waiver would be in the spring mailing as well as a notice regarding window well coverings.

B. Recreation Committee. David Biette reported that there would be minor changes to the recreation pass application which would go out in the spring mailing.

C. Newsletter Committee. Tom Corbin said that he hoped to have the next newsletter out during the first week of May.

D. Sign Committee. Court signs were discussed. The design was deemed important as was the readability of addresses. Gretchen martin read part of the County code regarding the size of towing language, and recommended that the address section of the sign be no smaller than 3 inches high.

Hal Vorhies’ letter regarding the signs was acknowledged.

The board looked at the designs presented by Sher Opal and selected one which Sher agreed to take back to the sign company. The board recommended that the sign have two posts to accommodate the desired language, and that “Private Property” be taken off the sign since the language was redundant.

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

A. Sewer Relining. Sher Opal talked about the next stage in the sewer relining project. She said that there was a new technology that didn’t require the digging of trenches, and that the relining cured within hours rather than overnight. She said that JED Mechanical would continue to do the work, and that MaxLiner would continue to give the warranty. She said that JED Mechanical would need a deposit to begin work.

It was noted to management that residents will need to know what to expect from the project. Sher said that she would send a notice around two weeks before any work was to begin.

Rob Stewart asked that a mechanical representative of JED Mechanical come to the next board meeting to discuss the process.

B. Mailing of Recreation Rules and Flower Bed Waiver. Sher said that the spring mailing was ready to go.

C. Cleaning Company. Sher said that DEC requested a 1% increase in the fee to clean the stairwells and common areas which would come to $499/month.

VIII. Unfinished Business.

A. Variance Letters. There was general discussion about variances and blanket variances. The board agreed in general that in order for variances to be valid, a resident or owner would have to show that the appropriate building permit was obtained, adding that the decision of the board does not affect what might be required by the County. Sher Opal said she would discuss the issue with legal counsel and with the County.

B. Roles and Responsibilities. Rob Stewart requested that drafts of the revised roles and responsibilities documents be sent to individual board members for an opportunity to add final changes before approval at the next meeting.

The board approved unanimously a motion to accept the drafts of the roles and responsibilities and to pass the drafts on to appropriate committees for a final review.

C. Roof Replacement Schedule. Sher Opal gave blueprints for the roof replacements to the board for their review.

D. Concrete and Asphalt Repairs. Sher Opal, Gretchen Martin, and Lori Olivas agreed to do a walk-around on April 1st to assess needed repairs to concrete and asphalt.

IX. Old Business

A. Satellite Resolution. It was suggested that language addressing the fence be added to the satellite document. Sher Opal agreed to send new language around for the board to review before the document is finalized at the April meeting.

X. New Business

A. Pool Contract for 2004. David Biette reviewed the pool contract with World Pool for 2004. He noted there would be only one lifeguard from 8:00pm to 9:00pm for the adult swim.

The board approved unanimously the 2004 contract with World Pool in the amount of $29,715.

B. Drainage Problems in Court 11. Sher Opal said she would speak with Seal Engineering to coordinate the work to fix the drainage problem and address residents’ concerns.

The board approved the following statement: Pending further information, the board accepts the parking lot option for the Court 11 drainage issue, as long as no water pools in the parking lot, that the materials to be used are clarified and defined, and that Seal Engineering be involved in the process.

C. Variance Request to Remove Part of Kitchen Wall. The request for a variance by 4630 South 34th Street to remove part of their kitchen wall was discussed.

A motion to approve the variance to remove part of a wall at 4630 South 34th Street, based on the report of a structural engineer and plans submitted to the board, was approved unanimously, provided that the work be done to according to Arlington County building code.

D. Audit.

The board unanimously passed a motion to approve the audit.

E. Masonry Repair Inspection.

The board approved unanimously a motion to have Seal Engineering provide an inspection of repairs needed to masonry for $1200.

F. Double Tennis Courts. The board discussed what might be done with the tennis courts on 36th Street. While nothing formal was proposed, several options were discussed, including replacing the tennis surface with a multi-sport surface or turning a court over to basketball, doing an extensive repair of the courts, or bulldozing the courts and turning the area over to grass as was done recently in Arbor.

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

XII. Adjournment. The meeting was adjourned at 9:55 p.m.