Colonial Village II

Board Meeting Minutes

Wednesday April 18, 2007

Attendees: Linda Slagle, President

Chris Cahill, Communications
Bob Somers, Secretary
Blake Surbey, Treasurer
David McPherson, Property Manager

Not Present: Mark Bostwick, Vice President

Others Present: Two Residents of CVII

I. Meeting Call to Order: President Linda Slagle called meeting to order at 7:15 pm.

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

Check out CVII’s new website! www.colonialvillageii.com

Important! At the next meeting of the CVII Board, formal procedures for resolving alleged violations of
the condominium bylaws will be adopted by the Board. This procedure will implement the Board’s
existing legal authority, by setting forth the due process procedures that the Board will follow if informal
dispute resolution procedures are not successful and formal dispute resolution proceedings are deemed
necessary. Documents describing this process are available for review at the CVII website or by
contacting the management office.

III. Resident Forum

Landscaping
A resident in attendance came to the Board regarding a recurring issue, the unplanted area in the
courtyard at 1758 N. Rhodes. Mr. McPherson stated that this area is on T&J’s radar screen and that the
company has been away for a few weeks. They should be back on the property around April 24th. Ms.
Slagle suggested planting a type of sea grass in that area.

The same resident asked whether there was a plan in place for aggressive grass planting throughout CVII,
as there are many bare areas throughout the property. In addition, the resident would like to see T&J take
a more systematic approach to planting, as opposed to just throwing the seed down. Mr. McPherson
stated that CVII’s problem with grass is partially due to the number of large trees throughout the property
and a chickweed epidemic in the mid-atlantic region last year. Mr. McPherson will bring this issue up
with T&J and try to come up with a solution. Sea grasses might be an option in these bare areas.

Kitchen Renovation
Another resident in attendance is planning to renovate her kitchen and wanted to check with the Board
regarding any regulations she should be aware of. The Board told the resident that she must have a
licensed contractor who is willing to secure all necessary permits and remove ALL trash from the
property. If any electric or water shutoffs are necessary, the owner must notify management at least 72
hours in advance.
Hot Water Issue.
Another resident mentioned that for the last few weeks, it is taking a long time for water to get hot in his
unit at 1741 N.Troy, it happens at all times of the day, not just in the mornings. Mr. McPherson said that
he would look into it.

IV. Reading &Approval of Minutes

Motion by Ms. Slagle to accept the minutes from the March 21, 2007 meeting as written. Second by Mr.
Cahill For: all.

V. Management Report
Financial Report: Mr. Surbey reported to the Board that he has been in constant contact with CMI’s
financial manager this past month, that the paperwork for opening a Capitol One money market has been
started, and just did not make it into this month’s financial packet. It will all be in place by next month.

Mr. McPherson informed the Board that the Audit process for 2006 has begun and that he will be working
with the treasurer to get all the documents in order.

Verizon Fiber Optic Broadband Licensing Agreement: The Board has received the final licensing
agreement from Verizon that contains language approved by the lawyers for both sides. Mr. McPherson
informed the Board that CVI, CVIII and Colonial Apartments have all signed up.

Motion by Mr. Surbey to approve the licensing agreement as written. Second by Mr. Cahill. Mr. Surbey,
Mr. Cahill & Ms. Slagle voted to approved the licensing agreement as written. Mr. Somers abstained.

Proposed Storage Bin Deposit Policy Statement: Mr. McPherson shared his draft statement on storage
bins with the Board. This policy would require that management examine storage bins when an owner
informs them that they are selling their unit and get a $250 deposit that will be returned once the unit has
been sold and the storage bin has been cleaned out. This policy was created because many new owners
have been coming to management with complaints that the previous owners have not cleared their storage
bins. Mr. Somers would like to have the attorney look over the language of this policy just to make sure
it is within the Board’s legal right to enforce a policy of this nature. Mr. McPherson agreed to send the
policy to the attorney and will send the revised language to the Board via email.

Mold/Mildew Policy & Procedure: Mr. McPherson has created a “Memorandum of Understanding”
(MOU) to accompany the Board’s official mold & mildew policy. This document would allow
management and the owner to have a discussion in advance of taking any action to make sure that all
parties understand their responsibilities regarding mold/mildew remediation. Both Ms. Slagle and Mr.
Cahill complimented Mr. McPherson on the language and for taking the initiative in creating this
document.

The Board feels that there are still some small edits/language issues with the mold/mildew policy so Mr.
Cahill asked Mr. McPherson to send it to him for editing. The Board will revisit this issue and finalize
the policy next month.

Electrical Panel Survey: Mr. McPherson informed the Board that the survey is scheduled for May 8-9
with Didier. The survey was delayed while management looked for a replacement panel. Due to the age
of the CVII electrical panels, it had to be special ordered and will arrive on May 4. Mr. McPherson is still
working with Dominion Electric regarding their participation in this process, as it is necessary for them to
shut off the power to each building while the survey is being conducted.
Recycling Efforts: Mr. McPherson met with Thompson hauling to discuss stepping up CVII’s recycling
efforts. Thompson’s is willing to work with CVII; therefore, the Board needs to do two things: educate
the populace and re-organize the trash rooms, so that people understand which bins are for recycling. In
order for this to work, the new containers will have to be easily identifiable. Mr. McPherson will bring
some examples of new containers as well as new signage to next month’s meeting.

Trash Policy: Mr. McPherson shared his language for new trash room signs with the Board. These new
signs will be large, commercial signs in bright colors that outline appropriate trash room procedures and
how to deal with discarding specific items. If residents have large electronic items for the trash, the
Arlington county website www.arlingtonva.us has information on how to dispose of them.

Contract Calendar: Mr. McPherson submitted the first draft of a contract calendar to the Board. He
acknowledged it is a work in progress and he is continuing to work on it. The Board was OK with the
format as proposed.

Mediation Policy: Mr. McPherson presented the Board with a mediation policy written by the CVII
attorney. Ms. Slagle thinks that a mediation policy is needed as soon as possible but that the Board must
be willing to stand behind it. Mr. Cahill responded that the Board has already stated its willingness to do
this and it is time to move forward. Mr. Somers stated that he is not ready to vote at this meeting and
wants a little more time to review it. Mr. McPherson shared with the Board that the mediation language
has come from the attorney, and that VA Law codifies this process - the Board has every right to do this.
From a risk management standpoint, he recommends that the Board ratify sooner rather than later. Mr.
Surbey agreed that the Board should not vote on the mediation procedure during this meeting and that the
Board should make the policy available to the community (via website and hardcopy in the office) before
next month’s meeting. At next month’s meeting, residents will have a chance to ask questions before the
policy is ratified.

VI. New Business

Clean Machine: Mr. McPherson presented the Board with Clean Machine’s 2007 contract for carpet
cleaning. There is no change in price and Ms. Slagle signed the contract.

Valcourt: Mr. McPherson presented the Board with Valcourt’s 2007 proposal for window cleaning; the
cost of $7.00 per window is the same as last year. Ms. Slagle signed the contract.

VII. Next Board Meeting:

May 23, 2007
*whenever possible the Board will have meetings on the 3rd Wednesday of the Month.

VIII. Meeting Adjourned at 9:35

Respectfully Submitted:
Keri A. Towler,
Recording Secretary
April 23, 2007

Approved: _______________________________
Robert 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 dm_colonialvillage@verizon.net
Board President: Linda Slagle at lslagle@att.net