Board of Directors, Fairfax Station Homeowners Association Minutes of the Meeting on January 16, 2014

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1 Board of Directors, Fairfax Station Homeowners Association Minutes of the Meeting on January 16, 2014 Location: Burke Centre Library The following Board members were present: Wiliiam Baker (President) Mike Bugelski (V-President) Bob Orlosky (Director) Johnny Restivo (Director) Other Attendees present: Peggy Speelman (ARB} Grace Nozaki ( Neighborborhood Events) Pat Flaherty (Roads, Common Grounds & Pond) No other Association Members were present; Andrew Combe, Treasurer and Director, Absent 1) Call to Order Bill Baker, FSHOA President called the meeting to order at 7:00 pm Association Forum Pat Flaherty in the role of an FSHOA resident noted a need to have an official file containing key events, documents and Board decisions relating to Traffic Committee issues. 2) Approval of Minutes The December 2013 Minutes were approved as posted following a motion by Bob Orlosky and a second by Johnny Restivo 3) President's Remarks (William Baker) - Etiquette. Bill discussed civility in s and volume of s and suggested, where possible, that the BOD and members use the telephone as a means to clarify issues and resolve the volume of traffic among BOD and members. - Entranceway Pillars. The pillars will be power washed within a few weeks at no charge by American - ProTech - NOVEC power outage. It was short in duration caused by a

2 tree falling. Bill expressed concern that an immediate switchover didn't occur. - Education/School Coordinator versus Education Committee. Bill made the case for the change due to the Schoolboard's recent resolution of boundary issues. He defined the Coordinator role as a monitoring of relevant issues to keep the Board and residents informed. Further discussion also questioned the continuing need for an Education Committee. Consensus of the discussion among the Board was favorable and the Education Committee is renamed Education/Schools Coordinator. It was suggested in offline discussion with the President that the Education Resolution adopted in 2010 be amended to reflect this change. 4) Treasurer's Report ( Bob Orlosky for Andy Combe) - Bob distributed charts which showed Outlays of $87, 206 for the Calendar Year of 2013 which was $12,194 under budget - All required reports have been filed and Andy is working on the federal and state tax returns. - Bob reported on some of the inane phonecall questions that go on in Andy's world where answers are addressed in the FSHOA Newsletter and other forms of FSHOA communication. - Andy has not received any revenue for the newsletter since March It was suggested that Bill talk to Craig Eldridge - The annual audit is underway. An audit authorization letter is in work for the President's signature. - Capital Reserve. $5000 transferred to pond reserve fund 5) Committee Reports - 1) ARB. (Peggy Speelman) - One application submitted in December and approved - ARB will not meet in January. No applications submitted - 2) Roads and Gounds, Common Areas. (Pat Flaherty) - Two Homeowner claims/complaints of common ground tree issues investigated. Resulted in identifying three small trees and two large trees of the original homeowner complaint. Three small trees judged acceptable for HOA action and have been removed. Two large trees waiting further review and decision. Second Homeowner with a claim identified two dead trees during the inspection. That claim needs further clarification and review. Review determined both

3 need to be taken down. - Leeland Cypress Entranceway Trees. Three options identified by contractor/arborist: 1. Trim branches back about three feet 2. Trim close to trunk and wait for atrophy or death to trimmed branches 3. Cut trees down -- Pat recommended meeting at the entranceways as an aid to developing strategy and course of action - Pipestem Accounts. Large amount of money therein. A moratorium of dues is under consideration for Pond Geese. Kristin Sinclair has again volunteered to work with Pat to deal with and attrite the hatching of breeding geese eggs at the pond. A contractor, Geese Police, who uses Border Collies has also been contacted for more information. - Roads and Common Drives. $1500 for Entranceway Annuals including Pampas Grass cutdown, $1000 for Sangster Station Trees including insects, infections, fertilization, etc. $2500 for Apron repair, resurfacing at the pond. - VDOT. Revisit with VDOT to learn what future repaving plan may have been developed based on core samples taken last year. - Annual follow-on review of pond. Review based on most recent contractor study report (2011) as required by VPOA Act. After inspecting the pond, acknowledge Capital Reserve Account reserves or means available to handle pond issues deemed by the BOD relevant and imminent. - 3) Website (Bill Fleury) - Bill Fleury reminded and requested that submissions for posting on the website or blasts be ready for distribution. He does not edit them and will publish them as they are submitted. Editor's note - Bill does us a great service. - Bill Baker has done a significant wordsmithing effort and editing to our website including Armstrong to First Residential - "links" has been changed to "Community Outreach" - Bill Baker will revise and update the "Renters Letter" for the website and draft an amendment to the current Resolution -4) Neighborhood Events (Grace Nozaki) - Grace is working on dates for events

4 - Reducing events from six to five. Easter Egg Hunt; Movie Night, Halloween Parade, New Resident Welcome, Annual Meeting Hospitality - Yard Sale has been dropped due to certain volunteers no longer available - Pool Organization will partner with us on Movie Night. Details being worked. 5) Traffic Committee (Bill Baker for Steve Hurwitz) - Notices sent in English and Spanish to various vendors, schools and groups on speeding in the neighborhood including $200 speeding fee. $200 Fee signs erected on major streets in the community. FCDOT physical plan on hold. - Traffic Committee complimented on its work over the past year by the Board. Its recommendations fit the community need and BOD objective of awareness without polarizing the community. Well Done! - Board, after discussion, concluded that there is no longer a Traffic Committee need. A motion by Bugelski and a second by Orlosky was passed unanimously by the BOD. (Combe, absent) - Bob Orlosky has action to develop an official Traffic Committee file for use by future Boards 6) Occoquan Watershed Committee. - Motion to dissolve was made after Board discussion by Restivo and a second by Bugelski. Passed by acclamation! 7) Utilities Coordinator versus Utilities Committee. - After discussion, a motion was made by Orlosky and a second by Bugelski to change the name and function of the utilities committee to Utilities Coordinator from Utilities committee. It was also noted that the Volume of Resolutions should be reviewed to ascertain if an amendment is necessary 6) Newsletter - During discussion it was suggested that the President call Craig Eldridge to check on the checks noted by the Treasurer in his report. 7) Neighborhood Watch - No report. It was agreed after discussion that an blast be sent regarding a scam where scammers were impersonating police to shakedown people for money.

5 8) Management Services - Significant discussion on violations, especially roof stains, and temporary grace periods from standard violation policy for removal since it is winter. Discussion concluded with Bill Baker taking an action to develop a temporay sliding scale rationale for removal of stains. 9) CAU Insurance - There was discussion on the depreciation of FSHOA assets in a recent subrogation process resulting from Entranceway accident damage that resulted in approximately a 62% of deductible reimbursement of the $1000 deductible terms in our CAU policy. It was decided during this discussion that Andy Combe and Bill Baker would discus with CAU. - It was also noted during discussion that the Virginia Insurance Commission might be able to shed some light on this issue. 10) Adjourn - At this point the business for this meeting was over and the President asked for a motion to adjourn and reconvene at 7:00 pm on 20 February Orlosky made the motion and a second was made by Restivo.

2) Approval of the previous FSHOA Board Meeting Minutes. Approval of 19 July & 16 Aug minutes deferred to October meeting upon return of Secretary.

2) Approval of the previous FSHOA Board Meeting Minutes. Approval of 19 July & 16 Aug minutes deferred to October meeting upon return of Secretary. Board of Directors, Fairfax Station Homeowners Association Minutes of the Meeting on 18 Sep 2018 Location: Burke Center Library Conference Room The following Board Members were present representing a quorum: