Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

January 21, 2010

The Board meeting was held at the Sequoia Management office, 13998 Parkeast Circle, Chantilly, VA. The meeting was called to order at 7:32 pm. In attendance were D. Boggs, R. Crowe, J. Fenton, S. Hautbois, D. Knoche, P. Okoli, A. Tolman and S. Pearl.

Secretary’s Report

The November and December meeting minutes were presented to the Board. A motion was made by R. Crowe and seconded by A. Tolman to approve November as presented and December as amended. The minutes were unanimously approved.

Treasurer’s Report

The Treasurer discussed the financial report. The legal fees are well over budget and she asked the Board consider mediation the next time we have a homeowner issue. She also requested an email on what checks are coming for signature. Management will bill the pool its annual $10.00 rental fee. The 2010 reserves were funded, $9,839, and the treasurer will open a CD.

Open Spaces

D. Boggs discussed the vandalism at the entrance monument. He found the new box, but at this moment the lights are working. The snow removal performed by Humberto was outstanding. The mow map has been completed but he wants to add the four common area trash cans to be emptied at least every other week. He will update the RFP and meet with Humberto. An email was sent from an owner thanking everyone for the new tot lot and bringing to our attention the stakes around the border are coming out of the ground. J. Cunningham, our sales rep., went to the site and noted that due to the extremely wet ground, this will continue until it dries up. We need to stop by periodically and knock them back in. A common area tree fell onto an owners’ fence and caused $250 worth of damage. The tree has been removed and a motion was made by R. Crowe and seconded by A. Tolman to have Humberto repair the fence for the amount stated. The fence repair was unanimously approved. R. Crowe met with the Eagle Scouts regarding their tot lot project and all is on schedule.

ARB

D. Knocke reported no January meeting due to no applications received. Officers will be chosen in February.

Old Business

There was no response from the request for volunteers in the Acorn. P. Okoli will chair the committee. D. Knocke and several members of the ARB committee have volunteered as did R. Crowe.

The tree has been removed from the sidewalk at the West Ox and Ox Hill intersection. Management has again notified VDOT and will call Supervisor Frey’s office if it is not removed by next week.

A notice was sent to only the owners that have not voted on the Article of Incorporation. We now have 149 yes and 6 no votes. We need 105 more yes votes to pass the amendment.

New Business

A. Tolman spoke to A. Treiber about an email system for the Acorn to save on postage. The Fair Oaks website is not set up to accommodate this. Management will check with our IT people for other alternatives.

R. Oborn will meet with K. Sanzone and provide more information on the pool at the February meeting.

The meeting adjourned at 8:28 pm to executive session to discuss delinquencies and attorney correspondence.

The regular meeting was reconvened at 8:55 p.m. Management will instruct the attorney to proceed as discussed.

The meeting was adjourned at 9:05 p.m. The next meeting is February 18, 2010.