Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

September 17, 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, R. Crowe, J. Fenton, S. Hautbois, D. Knoche, R. Oborn, B. O’Connor, and A. Tolman.

Secretary’s Report

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

Open Spaces

VDOT painted crosswalk markers at all of the major intersections throughout the neighborhood and put up pedestrian crossing signs. Signs but no crosswalk markers were put up where the footpaths cross near the end of Ox Hill.

Open Spaces has put together a budget for 2010. It is over-budget by almost $6000 this year, which is largely the result of tot lot improvements (including path repaving) and the West Ox entrance. Open Spaces has made a lot of capital improvements during the year.

Open Space is budgeting $3500 for next spring for the Eagle Scout project for improving the tot lot off of Lt Nichols. A suggestion was made to use 8^th graders who are looking for volunteer work for a class civics project to plant the fall flowers at the two entrances.

Open Spaces is also completing the mow map to solicit mowing bids from Javier Nolasco and Humberto Molina for next year.

A homeowner on Brices Ford Court complained about the path repaving that was done near the Washington Brice tot lot and basketball court. The repaving was generally not a good experience for homeowners who border the path. Open Spaces responded to this homeowner, and both her letter and the response were going to be put into the Acorn.

Treasurer’s Report

Two CDs matured on August 22^nd. The Board renewed the Virginia Heritage CD for two years at 1.99% and a no penalty withdrawal. The other CD was with BB&T. Because BB&T could not offer a comparable rate, we pulled the money out of that CD and opened another Virginia Heritage CD at 1.99% with no penalty.

The Association is on track to come within its expected expenditures for the remainder of the year.

The new reserve study has been completed. It concluded that the Association is doing well, and can afford to make a smaller reserve contribution during the next 5 years. However, the Association does have a few large capital improvements that will need to be done within the next 3-4 years that will have to be budgeted for. One area of concern that the study says should be looked at soon is a large crack in the masonry of the entrance sign at Alder Woods.

The Board discussed changing the due date for homeowner’s dues from February 1^st to January 1^st. A motion was made by Mr. Oborn to change the due date for dues to January 1^st with a 30-day grace period (same as before). The motion was seconded by Mr. Crowe and it passed.

ARB

The ARB received two applications last month. One was to put in a swing set, and it was approved. The other was to remove a tree. Open Spaces was going to inspect the tree to make sure it is dead.

Sequoia sent a letter to a homeowner on Ox Hill regarding trash cans being left outside. There are also some homes in the Association that have tree limbs overhanging the sidewalks. Sequoia was going to inspect and send notices if necessary.

There is a home on Washington Brice that has cars parked on the grass. Photos were going to be taken and a violation notice sent.

Mr. Plaseied’s property at the front of the Association is still a problem with commercial vehicles parking on the street and driving on the grass. Supervisor Frey’s office has been contacted, and was going to inquire with the County’s enforcement agency against commercial vehicles in residential areas.

Old Business

There is nothing new to report on the traffic calming study, as it is still in progress.

The treasurer attended the last Light Global Mission church meeting about their proposed senior housing facility. They have accommodated the concerns of one homeowner regarding the number of trees that are being removed, but it was done so at the expense of other homeowners who will lose more trees in the adjoining woods.

It was noted that a dirt road has been put in to connect the Harris Teeter development to Fair Ridge. This was not supposed to happen, and the Board may inquire with Supervisor Frey’s office about it.

The Board has not heard back from Fair Ridge Independent Living regarding the chain link fence along Ox Hill that is in need of repair. The Board may inquire with Supervisor Frey’s office about it.

New Business

The Board agreed to grant permission to the Girl Scouts to have a yard sale at the pool parking lot on Columbus Day weekend.

Because the cafeteria at Navy Elementary was already booked for November 19^th, the Board decided to change the date of the annual meeting to Wednesday, November 18^th. Sign-ins will start at 7:00 and the meeting will start at 7:30. The Board meeting for November will be prior to the annual meeting. Proxies for the election and for the amendments to the governing documents will be attached to the Acorn. It was also suggested to have the 8^th graders who need the civics project for school to go door-to-door to obtain signatures on the proxies for the amendments to the governing documents. Sequoia was going to try and set-up on-line voting for the Board member election, and look into doing on-line voting for the proxies for the amendments as well.

The next Board meeting will be held October 15, 2009.

The regular meeting adjourned at 8:29 pm, and went into executive session.