Meeting Time: 6:30 9:40 PM

Estates at Fairfax Home Owners Association Minutes for Meeting 8 (Q3, 2007)

Meeting Date: October 2, 2007 Meeting Time: 6:30 – 9:40 PM

Name E-mail Address Phone

* AY – Alexanne Yi A LEXANNE_YI@F ANNIEMAE .COM

* CM – Cathy Moortgat C [email protected]

* MP – Marc Price [email protected]

* SM-Sunil Monga [email protected]

* TR – Tom Roth-Roffy T [email protected] 1 Additional attendee: Brian Dugan, Architectural Review Board (ARB) Resolved Action Items:

of [4] Estates at Fairfax Discussed maintenance and status of adjacent church land Home Owners Associationand possible inoperable cars on adjacent property.

CM 1.7 Update: Close issue as inoperable cars on the grounds do 06/11/07 10/01/07 not exceed County maximum allowance (6 cars) also the construction on church is in progress, may discuss further in the next meeting about overgrown grass

Discussed the dangling wire from the pole near the walk- path-formal complaint letters were sent to both FFX County ALL 1.8 and Verizon. The pole appears to be marked but the loose 03/12/07 10/01/07 wire is still dangling-decided to CLOSE this issue as “best efforts” have been made.

Discussion Responsibility Description Issued Done # Investigated CAI (Community Association Institute) website and join on behalf of the Board. TR 1.1 04/04/07 06/30/07 Update: Tom signed himself up for the membership with an annual fee of $85 as consented by SFMC Continued to seek for volunteers to serve on the ARB at the annual HOA meeting held in July 2007 07/15/07 ALL 1.2 03/12/07 Update: Brian Dugan, Grace Roth-Roffy, Randy Yi have volunteered to serve on the ARB Annual HOA meeting held as a Patio Party on Sunday July ALL 1.3 15 at Alex Yi’s -5255 Knight Arch Ct 05/02/07 07/15/07

Discussed the renewal of Directors & Officers insurance policy. Kathy Simonovich cancelled the Graham policy KS 1.4 with $821 yearly premium and replaced with a State Farm 06/11/07 06/30/07 policy for $300 per year, effective as of 08/2007

Requested Equity to provide a contribution amount towards the budget deficit in place upon HOA turnover from Equity to homeowners. CM, MP, KS 1.5 03/12/07 09/30/07 UPDATE: Equity has refused to contribute towards funding the budget deficit. Will consider this a closed item. Discussed additional Maintenance to be budgeted for B3 parcel fence/barrier. Kathy Simonovich received three KS & MP 1.6 bids that include all common areas to be maintained for 06/11/07 07/15/07 2008. Bids received to be reviewed and discussed (see Disussion item 3.1)

of [4] Estates at Fairfax Home Owners Association

of [4] Estates at Fairfax

Home OwnersDiscussion Association Responsibility Description Issued Due #

Follow up on actions needed to get the Caution Children sign in place on Meadow Estates Drive ALL 2.1 03/12/07 3Q2008 OPEN-until the bond release (expected date 2Q2008) from Equity is complete, at which time the county will officially record Meadow Estates Drive as a county road. Based on budget discussion, Tom to try to find out about some of the questions the Board had about line item expenses related to the budget.

TR 2.2  Tom to ask SFMC about lower level management 10/01/07 TBD service to try to reduce yearly fee

 All to meet separately to ratify the budget at a later date

Discussed continued pursuit of Community Signage. Brian Dugan has volunteered to lead initiative  Alex to provide a picture of a sign design to Brian  Sunil to get an estimate from his contact on the AY&SM&BD 2.3 foundation and brick work for the sign 03/12/07 1Q2008  Brian to get a better quote from FAST Signs upon review of Alex’s design proposal, this will further assist in getting a better quote from other sign vendors

Request Equity to provide a solid contribution amount towards the erection of the neighborhood signage CM 2.4 03/12/07 1Q2008 Cathy to follow up with her contact at Equity for a final time.

Discussed the newly formed Architectural committee  Marc to forward existing Architectural guidelines to Marc  Alex to request master binder docs turned in for architectural review from Stephanie Moumen MP&AY&CM 2.5 10/01/07 2Q2008  Marc to find out if digital archiving of these docs make sense for our community (space, time and cost)  Cathy to send out a community news letter advising of architectural reviews beings done by the new committee

 Cathy to meet with AL&L, our current servicer, to find out more about areas and services being covered by CM&MP 2.6 10/01/07 10/31/07 the proposed contract-scheduled for 6pm, 10/08/07 at Cathy’s house, contract to be ratified after meeting

OPEN ACTION ITEMS:

of [4] Estates at Fairfax Home Owners Association Discussion Responsibility Description Date #

Discussed Landscaping & Snow Removal Contract (open ALL 3.1 10/01/07 action item 2.6) Discussed further development of the Architectural ALL 3.2 standards for the community. (open action item 2.5) 10/01/07

Discussed continued pursuit of Community Signage, Brian Dugan gave a ball park estimate of $9,000 for 40”x90” ALL 3.3 signage made with brick and eurothane. Marc presented a 10/01/07 “around the signage” landscaping estimate of $7,600 (open action item 2.3) Discussed the proposed 2008 HOA budget approval, could ALL 3.4 not agree on whether the annual increase to make up the 10/01/07 deficit from this year one or two years (open action item 2.2) Tom provided update the 2006 HOA tax returns and SM 3.5 reported that no taxes were due by the HOA. 10/01/07

Marc updated the Board regarding new legal representation with Mercer-Trigiani (formerly with ALL 3.6 Troutman Sanders) as all of SFMC managed HOAs 10/01/07 have chosen to move their legal services to Pia Trigiani of Mercer-Trigiani

Marc updated the Board regarding SFMC’s disclosure of ALL 3.7 fees as per new practices required by Virginia law 10/01/07

Marc provided update regarding Kathryn Hanley Shelter Advisory Board. Marc has joined the Advisory Board. He ALL 3.8 announced that community volunteers are sought and 10/01/07 encouraged the Board to raise awareness of the adjacent family shelter

Elected new 2007-2008 HOA officers for the Board as listed:

ALL 3.9 President-Marc Price, Vice President-Cathy Moortgat, 10/01/07 Secretary-Sunil Monga, Treasurer-Tom Roth-Roffy, Board Member-Alex Yi

ALL 4.0 Scheduled next quarterly meeting for December 10, 2007 10/01/07 Discussed Items:

of [4]