Colonial Village II

Board Meeting – Public Minutes

Wednesday January 17, 2007

Attendees: Linda Slagle, President

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

Others Present: 2 Residents in Attendance

I. Meeting Call to Order: President Linda Slagle called meeting to order at 7:07 pm.

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

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

Please note that copies of the Minutes are available upon request. If you would like a copy of draft
minutes, please email Chris Cahill at cahill@gwu.edu to be placed on the mailing list.

III. Resident Forum

One resident in attendance is having his bathroom retiled and came to ask the Board what the rules were
for replacing the window as he lives in a building with historic status. Mr. McPherson stated that he will
share the guidelines for renovations in historic buildings with the resident as that information is kept on
file in the office. Two companies that have been used successfully in the past are Hodges and Vitech.
The Board reminded the resident that the most important consideration when getting new windows is that
the windows appearance remains uniform on the outside. If the exterior appearance is inconsistent once
the window is replaced, the residents will be responsible for fixing it at their own expense.

It was brought to the attention to the Board at the meeting that the lock on the community room door is
not working. Mr. McPherson said he would take care of it right away.

Another resident sent a forum item to the Board via email, stating that some of the lights are out in the
entrance hall at 1728 N. Rhodes. The resident believes this is a safety issue and would like management
to fix this right away. Ms. Slagle has been getting a number of emails about hallway lighting in the past
weeks and would like Mr. McPherson to make sure all lighting issues are taken care of as soon as
complaints are made to the management office and routine checks of all indoor and outdoor lighting in
public areas should be part of the maintenance schedule. Mr. Bostwick asked Mr. McPherson to make
sure there are plenty of supplies in stock for the outside bollard lights so those can be fixed quickly as
well.

IV. Reading &Approval of Minutes

Minutes from November 8, 2006: Motion by Mr. Bostwick to approve the minutes as amended. Second
by Mr. Cahill, For: All.
Before heading into the Management report Ms. Slagle wanted to introduce everyone to new Board
member, Blake Surbey, who has agreed to serve on the Board as treasurer. Ms. Slagle asked Mr. Surbey
to look over all the financials and feel free to ask any questions he may have to the Board and Mr.
McPherson.

Ms. Slagle also wanted to reconfigure the tasks of the Board now that all the positions are filled,
proposing the following changes:
• Mr. Surbey as treasurer
• Mr. Somers as Secretary
• Mr. Cahill to be in charge of Communications (website and Arlington County Issues)
• Mr. Bostwick, as Vice-President to keep track of signed contracts, making sure that the work is
completed in a timely fashion.

V. Management Report

Mr. McPherson reported to the Board that plumbing costs for 2006 were high due to the continuing
problems with pinhole leaks in the pipes and he is looking into ways to mediate this problem that will not
involve laying all new pipes.

Action List: Ms. Slagle recently received an email from a resident regarding the information in the Nov.
minutes about the third party that Mr. McPherson hired to fix a general phone line problem that Verizon
had not taken care of. The resident was upset that association money had been spent for a problem that
should have been taken care of by Verizon. Ms. Slagle would like Mr. McPherson to draft a memo to the
community explaining the poor phone service that Verizon has been providing in the past months which
resulted in Mr. McPherson going to another source to solve the problem.

Regarding this topic, Mr. McPherson asked the Board permission to draft a policy stating that
management is only responsible for getting a phone signal to the building and that anything inside the
building is the owner’s responsibility. As landlines become less common, Mr. McPherson thinks this is a
prudent policy. Before authorizing this, Mr. Somers would like Mr. McPherson to discuss the legality of
this with the Board’s lawyers, check the bylaws for precedent and report back to the Board.

1800 Wilson Blvd: Mr. Cahill reported to the Board about the status of the development project at 1800
Wilson Blvd. Mr. Cahill and Mr. McPherson recently attended an Arlington County meeting regarding
the parking issues surrounding the restaurant planned for this development. This development has had
trouble securing a restaurant as the site plan does not secure parking. At the moment, there are 20 spots
reserved in a nearby parking garage but those spots could be revoked at any time. Mr. Cahill does not
think that there is anything the community can do or say to change the plan at this time, the process is too
far along and there was no focus on the effect to street parking when the planning was in earlier stages. In
order for CVII to be successful in this type of endeavor in the future, it is important to organize early and
have talking points ready.

Ms. Slagle suggested inviting some Arlington County Board members to a future meeting so that they can
hear the CVII’s concerns and are aware that it is an active community with a significant voter base.

Mold/Mildew Policy: Mr. McPherson shared his draft of the Standard Operating Procedures for
mold/mildew remediation with the Board. Mr. Somers had a question regarding the guidelines and
criteria for determining the origin of the mold and thinks the document should specify how it is
determined. The document should also specify the limits of Association liability. The Board agreed that
the language needs to be more specific in certain sections, Ms. Slagle suggested looking at some of the
language from previous contracts and Mr. Cahill suggested having the resident with mold/mildew
experience look it over as well. Finally, before this is made public, Mr. McPherson must make sure that
the policy is written in accordance of the bylaws,

Mr. McPherson was happy to report that the large tree along Troy Street has finally been removed and the
large stump is all that is left.

VI. New Business

After some interruptions in electrical service at one of the CVII buildings, it has come to management’s
attention that a number of the electrical boxes around the property are in disrepair and may need to be
repaired/replaced in the coming months. Based on the estimate given by an electrician contracted by Mr.
McPherson for one box, this will be an expensive project. As the Board has no idea of the scope of the
problem, they would like Mr. McPherson to contract an electrical engineer to survey all the electrical
boxes on the property and prioritize them in order of greatest need of repair. It is also possible that the
Board may be able to get a better deal if all the boxes are fixed at once by the same company. Either
way, this information will be important for long-term planning.

Motion by Mr. Bostwick to set aside funds to get multiple bids for a comprehensive survey of the
electrical boxes in CVII. Second by Ms. Slagle, For: All.

VII. Next Board Meeting:

February 21, 2007 at 7:00

VIII. Meeting Adjourned at 9:27

Respectfully Submitted:
Keri A. Towler,
Recording Secretary
January 22, 2007