DRAFT

Colonial Village II
Board Meeting Minutes
Tuesday May 20, 2008

Attendees: Linda Slagle, President

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

Others Present: Five Residents of CVII

I. Meeting Call to Order: President Linda Slagle called the meeting to order at 7:06 pm.

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

Before beginning the meeting, Ms. Slagle announced that this meeting was the last for Recording
Secretary Keri Towler and Board Member, Chris Cahill. Mr. Cahill is going on a sabbatical for a year.

III. Resident Forum

A resident in attendance has noticed that with the nicer weather, grills are again being left out in the
courtyards and would like management to place reminders about grill removal on the corkboards. The
Board has a policy on grills (to be found in the handbook) that all grills must be attended during use and
removed from the courtyards by 8:00 the day after use, if not, management will remove them.
Management will place notices at each unit reminding residents of grill policy.

Another resident wanted to inform the Board of a water drainage issue in his courtyard, 1724-1728 N.
Rhodes. Mr. Cahill stated that he knows the area the resident is talking about and part of the issue is a
large “planter” in that area that holds a lot of water and takes a long time to drain. The Board asked Mr.
McPherson to have Mr. Hix look at it the next time he is on the property; management will get back to the
Board at the next meeting with an update.

IV. Reading & Approval of Minutes: Motion by Ms. Slagle to accept the minutes as written. Second:
Mr. Cahill. For: all.

V. Management Report
Mr. McPherson reported that CVII income for the month of April was a couple hundred dollars over
budget projection and expenses were $55,000 compared to the budgeted amount of $71,000. There is
$34,000 in the checking account and $720,000 in reserves. CVII is very healthy for the 1st quarter.

VI. Matters for Board Action/Decision

Landscaping: Since the April meeting, the Board has discussed the Landscape committee’s proposals via
email and come to a decision, these decisions were brought to the May meeting as motions, to be voted on
in open forum.

Motion by Ms. Slagle that CVII use TruGreen to perform a flower rotation twice in the year 2008. The
landscaping committee will work with TruGreen to select appropriate and cost effective plants for the
spring and fall rotations, subject to Board approval. TruGreen will perform the plant rotations for a cost
not to exceed $12,360 ($13,360 less the $1000 incentive offered by TruGreen). The rotation issue should
be revisited during contract renewal discussions in the fall of 2008.
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Second by Mr. Surbey; For: all.

Motion by Ms. Slagle that the Board allot up to an additional $4000 to the landscaping committee for
further landscape enhancements with the plans subject to Board approval.

Second by Mr. Cahill; For: all.

Verizon: As a reminder to residents and owners--Verizon is offering to make all units Fios ready and, for
those who request it, install the in-unit equipment panel free of charge. This offer is strictly limited to a
narrow window of time. Individuals contracting later for the same installation will be charged the normal,
rather substantial installation fee. The board has agreed to facilitate the installation, as it expects that an
apartment’s being “Fios ready” enhances property values.

Ms. Slagle met with a Verizon representative to discuss the details of Fios installation at CVII. She is
now comfortable with the process and ready to sign off on the checklist. Mr. Surbey, having followed the
technical aspects of the project closely, will sign for the Board. Verizon can now proceed.

The next issue regarding the Fios installation is access. Mr. McPherson is hoping the Board will be able
to help management achieve 80-90% access to units; they are worried about access due to the high
renter/owner ratio in CVII. The Board asked Mr. McPherson if he would check with Verizon on offering
extended installation hours as a way of giving owners more opportunities for installation.

Owners will be notified of installation dates/times for their buildings in advance. The Board encourages
owners to allow the Verizon representatives access, even if they do not plan to subscribe to the service;
installation of the hardware at a later date will cost a significant amount of money.

Landscaping along Wilson: Management recently held a meeting with Mr. Reyner (CVII owner) and the
Historic Preservation Board of Arlington to discuss options for improving the Wilson Blvd. corridor with
a fence or natural barrier. It is the opinion of the Historic Preservation Board that a fence is not an
enhancement but was open to the idea of a hedge. Mr. Surbey thanked the resident for his efforts
regarding this project and suggested that the Board should have a town hall meeting where a presentation
on the proposed changes could be made. This will be a big-ticket item and before this type of meeting is
scheduled, would like management to get a cost estimate to the Board. Mr. Cahill asked Mr. McPherson
to clarify CVII’s legal rights for improving this area and who is responsible for any changes that are
made. Mr. McPherson confirmed that CVII’s property extends 25’ out and that any changes made to the
sidewalks, plantings will require approval from the county but will be the responsibility of CVII to
maintain.

Motion by Mr. Surbey that the Board establish a committee to review and suggest ideas for the
treatment/improvement of the Wilson Blvd. green space including the feasibility and implementation of a
plan. The committee would also be charged with creating a presentation for the Board and the
community of their findings.

Second by Mr. Cahill; For: all.

Mr. Surbey asked Mr. Reyner, if he would like to chair a Wilson Blvd. improvement committee. Mr.
Reyner accepted. If anyone else is interested in joining the Wilson Blvd. improvement committee, please
email Mr. Reyner at ETW-BGD@web.de

Interior Renovations: Last month, the Board charged management with securing cost estimates for
hallway renovations.
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Mr. McPherson shared estimates for painting CVII hallways that range from $75,000-$91,000. The price
difference depends on what the Board wants to do about the vinyl wallpaper below the chair rail.

Mr. McPherson asked the Board if they would like to replace the current carpet with carpet tiles, carpet
tiles are very popular right now in commercial spaces. They are a bit more expensive but can be easily
replaced if soiled. The Board would like Mr. McPherson to bring cost estimates next month.

In addition, next month, Mr. McPherson will bring lighting samples and present the Board with complete
cost estimates.

VII. Old Business

The Sprinkler system in the trash rooms has been upgraded, tested and approved by the insurance
company.

Management expects to receive the completed reserve study via email in the next week.

The electrical panel box replacement at 1774 N. Troy has still not been completed due to scheduling
issues with Dominion.

Management will bring the Thomas Downing contract for the tuck-pointing study to the Board President
for signature this week.

The hot water heaters at 1701 N. Troy have been replaced.

VIII. New Business

Mr. McPherson informed the Board that he has received a request from an owner for a reimbursement
($330) for emergency plumbing repairs in his unit by an outside service provider since the blockage
occurred in a common space outside the confines of the unit. This work was done without first contacting
management and Mr. McPherson would like the Board’s opinion on how to handle. It was decided that
Management should reimburse for $150. Based on the outside provider’s invoice and services rendered,
this is the approximate cost management would have incurred had they used a preferred service provider.
Management urges owners to contact the management company for plumbing and water control issues.
The village has special rates for common element repairs based on volume of work done on the premises.
.

IX. Next meeting will be held on TUESDAY, June 24th at 7:00

X. Meeting Adjourned at 9:16 pm

Respectfully Submitted:
Keri A. Towler, Recording Secretary, May 24, 2008

Approved: _______________________________
Robert B. Somers, Secretary

Contact Information:
For electronic copies of the minutes and/or website concerns: Chris Cahill at cahill@gwu.edu
Minutes can also be obtained from CVII’s website: www.colonialvillageII.com
Property Manager: David McPherson at dmcpherson@comsource72.com
Board President: Linda Slagle at lslagle@att.net