Colonial Village II

Board Meeting Minutes

Wednesday January 16, 2008

Attendees: Mark Bostwick, President

Linda Slagle, Vice-President
Chris Cahill, Communications
Robert Somers, Secretary
Blake Surbey, Treasurer
David McPherson, Property Manager

Others Present: Fiveresidents of CVII

I. Meeting Call to Order: President Mark Bostwick called meeting to order at 7:02 pm.

II. Proof of Quorum: Quorum was met by the presence of all five Board members.

III. Resident Forum

The President asked that all residents keep their comments to 3 minutes.

One resident remarked on the landscape committee meeting held earlier in the week; the group created a
five pg. document with their suggestions for new plantings that include more color & more variety. Mr.
Cahill confirmed that the Board had received the document and that they would review it. Another
resident on the grounds committee also in attendance stated that the group will be meeting again in about
2 weeks. They are hoping that the Board will wait to make a decision regarding the lawn maintenance
contract until after this meeting. The Board agreed.

A resident asked about the status of the pothole at the corner of Troy and Wilson. Ms. Slagle stated that
she had called the county earlier in the week and suggested the resident call as well to keep the pressure
up.

The same resident also mentioned a recent article in the Washington Post about how increased
foreclosures are affecting deficiency ratings in condominiums and wondered if that were a problem at
CVII. Mr. Bostwick stated that CVII’s delinquency rate is low and that the Board keeps an eye on it as it
has been increasing slightly. Mr. McPherson stated that an association is considered to be in good shape
if the rate is below 5% and CVII is routinely below that.

The resident also asked about improving conservation around the property due to the recent fee increase
as she has noticed that many of the outside lights are on all day long. These lights are not on timers but
react to light patterns in the area, Mr. McPherson stated he will look into it and see what can be done.

One resident asked what the percentage of renters vs. owners was in CVII; the answer is approx. 45%. As
CVII does not have a move in/out fee or parking assignments, it is hard to keep track.

IV. Reading & Approval of Minutes: Motion by Mr. Cahill to accept the minutes as printed (edited
copy). Second by Mr. Bostwick, for: all.

V. Management Report
Mr. McPherson reported that CVII ended 2007 with $1,400 in operating account.
End of Year assets in reserves were $639,000.00.
Management was able to transfer the $15,000 spent on mold/mildew remediation from operating funds
into replacement reserves which helped CVII end the year in the black.

There were a number of large disbursements in December, including an $18,000.00 water bill from the
county. Mr. McPherson has Zhoubaire fixing leaks throughout the property to help keep this down in the
future.

Action List
Parking Petition: Mr. McPherson reported to the Board that CVIII is working on a parking petition to
restrict parking on Rhodes between Key Blvd and Wilson from 8am – 12am every day. A resident of
CVIII has done most of the data gathering but management would appreciate it if there were a volunteer
from CVII to help get CVII signatures. Mr. Cahill stated that it must be a CVII owner who is not a Board
member. He will post a message on the yahoo group to see if anyone is interested in volunteering. It is
recommended that the volunteer coordinate efforts with Dennis Gerrity of CVIII who has been
instrumental in working with Arlington County to make previous parking restriction changes.

Resident Handbook: A copy of the handbook was sent to all Board members for review; in general, it
received a positive response. Mr. Cahill sent his edits to the full Board just prior to the meeting. Ms.
Slagle would like to continue the editing process basing further editing on Mr. Cahill’s version. It is
expected that the edits and revisions to the handbook will be finished by the February meeting for the
Board to approve.

Master Insurance Policy: Mr. McPherson shared revised quotes from State Farm and Alliance Insurance
with the Board, which clearly show that Alliance offers better rates for identical coverage. Mr.
McPherson stated that Alliance is a well-rated company and State Farm just could not give management a
compelling reason to remain with the company.

Motion by Mr. Surbey to accept Alliance’s policy proposal with $3,000,000 Director’s and Officer’s
coverage. Second by Ms. Slagle, For: Mr. Somers, Mr. Bostwick. Abstain: Mr. Cahill because he was on
another task during discussion.

Landscape Proposals: Further to the landscape discussion in resident forum, Mr. McPherson wanted to
know if the Board was prepared to make a decision at the meeting. Mr. Surbey suggested that the Board
allow the grounds committee to have their meeting, wait for their suggestions, and decide in February.
Ms. Slagle reminded the grounds committee that part of CVII is designated by Arlington County as
historic and as such must reflect the time of construction in plant selection. A resident on the grounds
committee assured that Board the committee has the fiscal and aesthetic concerns of the Board in mind
and suggested having an outside consultant/company such as Merrifield come in to suggest an appropriate
planting plan for CVII
Motion by Mr. Cahill to have the committee charge a company, such as Merrifield, with performing a
walk through (not to exceed $75) and make landscape suggestions. Second by Mr. Surbey. For: all.

V. Old Business
Panel Box Replacement: Mr. McPherson stated this will take place in February; management is waiting
for a permit from the county and will then take the plan to Dominion Virginia Power for approval and to
get on their schedule for a rolling blackout.

Recycling: Mr. Cahill has finalized the signs and sent them to management for printing. There will be
posters for the doors and in the trash rooms & smaller signs for the corkboards. Mr. Cahill has also found
a website that will make the signs into stickers for the bins, which he will send to management for
purchase. No signs will be posted until appropriate bins are in place so there is no confusion.

Concrete Replacement: This work can’t be done until the weather is warmer. Management will fix the
trip hazards along Wilson with black top in the coming week.

Verizon: Management has shared the critical path survey with Didier and is awaiting his
recommendation. Mr. McPherson & Didier took a walk through of the CV (King’s Court) apartments,
which has installed Fios, and wanted to report that Verizon did a very good job with the installation.
According to the manager at CV apartments Verizon did everything they said they would in the proposal.
The Board expects to make a decision about access/acceptance at the February meeting given review of
the critical path from Didier.

VI. New Business

Management has completed the survey of the water heaters and suggests creating a plan for systematic
replacement, as there are a number of broken units. Ms. Slagle asked how much money is in the budget
for water heater replacement; Mr. Surbey said there were no reserve funds for boilers at this time. The
funds will be built up again.
Mr. McPherson used this opportunity to remind the Board that CVII is overdue for a reserve study that
will probably cost about $4000-$5000. Having a new reserve study will help the Board reallocate funds.
Mr. Cahill asked Mr. McPherson to bring proposals for the reserve study to the next Board meeting.

Ms. Slagle suggested that in an effort to stem CVII’s high water costs, that management look into offering
free leak maintenance for residents, in an effort to see if residents may be more willing to fix a running
toilet or dripping sink if they do not have to call a plumber and can just have onsite maintenance take care
of it. The Board is willing to see if this will work, Mr. McPherson said he will make sure that Zhoubaire
has the appropriate supplies and will then place instructions for this service on the corkboards.

VII. Next Board Meeting:

The next meeting will be held on Wednesday, February 20, 2008.

VIII. Meeting Adjourned at 8:51 pm

Addendum to the December minutes:

Clarification on the location of the water heater replacement for 1800 Key Blvd. The water heater is
located at 1800 Key Blvd but serves buildings from 1800 Key Blvd through 1904 Key Blvd. and 1761
Troy Street.

Respectfully Submitted:
Keri A. Towler
Recording Secretary
January 21, 2008

Approved: _______________________________
Robert B. Somers, Secretary

Contact Information:
For electronic copies of the minutes and/or website concerns: Chris Cahill at [email protected]
Minutes can also be obtained from CVII’s website: www.colonialvillageII.com
Property Manager: David McPherson at [email protected]
Board President: Mark Bostwick at [email protected]