Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

August 20, 2009

The Board meeting was held at the offices of Sequoia Management at 13998 Parkeast Circle, Chantilly, Virginia. The meeting was called to order at 7:32 pm. In attendance were D. Boggs, J. Fenton, S. Hautbois, D. Knoche, R. Oborn, B. O’Connor, and

A. Tolman.

Secretary’s Report

The minutes from the July meeting were reviewed. A motion was made by Mr. Tolman and seconded by Mr. Oborn to approve the minutes, and the motion passed.

Treasurer’s Report

We received our tax returns from the auditor. We owe $80 on our federal return, and will be getting a $60 refund on our state return.

The CD with Virginia Heritage matured on July 18^th, and did not automatically renew because Virginia Heritage no longer offers a fifteen-month term CD. The CD was renewed at the highest term, which was 2 years with no penalty.

Two CDs (a Virginia Heritage and a BB&T) mature on August 22^nd, and they will be rolled over.

The treasurer is working with Sequoia on the remaining expenses for the year, and it is looking like the Association will balance out. It was suggested that the Board consider not making a deposit to the reserves this year and instead use the money to cover the expenses for some of the capital improvements made during the year. The reserve study for the next five years should be received sometime next week.

Open Spaces

The new sprinkling system at the West Ox entrance is working well. A couple of the plantings there have not survived, including the transplanted Camelias. There was no guarantee from Shenandoah on transplanted shrubs or trees. Shenandoah has given us an estimate of $321 to replace them. The transplanted Cherry tree is doing well.

Open Spaces is currently over budget for the year. There have been more dead trees than expected. Currently, dead trees are being prioritized with those posing the most danger of causing damage being scheduled for removal. Open Spaces plans on holding off on any further non-critical expenditures.

There was a recent misunderstanding between the Board and Humberto where it asked for a proposal to have some dead trees removed and he proceeded to do the work and then provided us with a bill for $2250. As usual, the work performed was excellent, and the cost was reasonable, but the Board will take efforts to avoid further misunderstandings in the future.

Paving Solutions did some repair work on the paths, but unfortunately the rain washed much of it away. Mr. Boggs has put down 7 bags of rocks in the erosion areas along the paths.

Matthew Knoche, an Eagle Scout, has presented Open Spaces with a proposal for an improvement project to the small tot lot at the end of Lt Nichols. It is currently underutilized due to the fact that there is no space for adults and the play equipment is in disrepair. The only bench at the tot lot is too high off the ground and is too far away from the play area. Matthew is proposing building new benches closer to the play area, and cleaning up the area around the playground. The Board would pay for the materials and the scouts would provide the labor. The Board budgeted for spring toys a few years ago which were never purchased, and that money could be used to pay for this project. It is estimated that the project would cost about $2500. It would not be done until next spring, so the money will be put in the 2010 budget.

Atlantic Realty has not responded to the Board’s inquiry about the damage that was done to the chain-link fence at the West Ox entrance. Sequoia is going to follow up on it.

In addition to Shenandoah, the Board is going to solicit bids from Javier and Humberto on the lawn mowing contract for next year. Javier would include the area owned by Virginia Power at the West Ox entrance in his proposal.

The Board will likely sign a snow contract with Humberto, who recently purchased new snow removal equipment.

ARB

The ARB is happy to report that there are currently no trailers or commercial vehicles in the Association, a first for some time. A multiple family home on Lt Nichols that had two commercial vehicles frequently parked at it sold, and new owners are now in the house.

The ARB received four applications last month. Three were approved, which included a request to change a front door, to replace a deck with a screened-in porch, and to build a walkway and retaining wall behind a home. The ARB did not approve a request to replace a garage door because the new door had the appearance of a barn door.

It was noted that there is a house on Charles Stewart that replaced the siding and shutters. A check needs to be done to ensure that the owners submitted an application.

The home on Alexander Cornell that had the issue with the trampoline in the back is now leaving its trash can out front, and the yard is unkept. A notice will be sent.

A home on Washington Brice is undergoing a huge renovation, and will have a large dumpster out front during the project.

Old Business

Supervisor Frey has asked VDOT to add Charles Stewart along with Ox Hill to the traffic calming study.

There has been no progress regarding the proxies for the amendments to the governing documents. November 19^th will be the date for the annual meeting and the final proxy vote for the amendments to the articles of incorporation and the declarations.

New Business

The Fairfax County Planning Commission has scheduled public hearings for November 19th and December 7th for a development by the Light Global Mission Church on the lot of the existing Virginia Power building. One concern with the proposed development is the number of trees that will be cleared that adjoin some FOE lots. The Board will inquire with Mr. McBride to see if he can attend a meeting with church officials.

The next Board meeting will be held September 17, 2009.

The regular meeting adjourned at 8:45 pm, and went into executive session.

The regular meeting was reconvened at 8:55p.m. The meeting was adjourned at 9:00 p.m.