The meeting came to order at approximately 7:05 p.m.

1. Adoption of Agenda: The agenda was approved as published.

2. Approval of Minutes: The summary of the December 7, 2009 meeting was approved .

3. Community Comments:

1. None offered at this point of the meeting.

4. Hearings:

1. Seven notices were mailed to residents advising them of their right for a hearing regarding violations they have been cited for and not corrected.

2. Scott Bergquist attended the meeting and described the play equipment in his back yard. He had submitted an application for the play sets, but hadn’t provided a plat of his property showing the location of the play sets. He provided a copy to the Board for review. The Board thanked him for attending and said the violation would be discussed in executive session.

5. Community Liaison Update:

1. There will be a City/County/George Mason University Town & Gown meeting on February 3. Gail said the meetings will now be semi-annual versus quarterly and Fairfax County will now participate as well.

2. The City Council met on January 13. The Edosomwan development was discussed in working session. The layout was reviewed and the City said that they didn’t agree with the switch to all town homes and should focus on the initial plan that included both single family homes and town homes. The date of a follow-up meeting wasn’t announced. Attendees weren’t allowed to provide comments.

6. Landscape & Grounds Committee Report:

1. Gail and Dave plan to walk the neighborhood with Rick from Shenandoah to review all items that should be included in the contract renewal proposal. The Board will be notified of the date and time should they choose to participate.

2. Dave contacted the City regarding the water meter installation for the irrigation systems. He had been authorized to proceed with the contract if the installations didn’t exceed $2,000 per hook-up. However, there is a frontal charge and an availability charge that would raise the cost to about $8,350 per meter. Other options or workarounds will be checked before the Board reconsiders irrigation of the common areas.

7. Communications Committee Report:

• Report. None.

• Chairperson. The committee has an outstanding action to identify a new chairperson.

• Cardinal provided an authorization form in the Guideline modification mailer requesting resident to provide and allow the use of their email address for HOA related matters with the assurance that the addresses wouldn’t be released. So far, a few have been returned.

8. Covenants Committee Report:Marlene Waldron provided the following comments:

1. Marlene said only one application had been received—clarification of the application has been requested. It is for installation of a basement emergency exit and since this type of modification isn’t covered in the Guidelines, the application will likely be forwarded to the Board for action.

2. Randy hasn’t heard back from Rob Flynn or Carlos regarding their intent to remain active CC members. Pending the status confirmation from Rob, Sally Flynn’s offer to serve on the CC will be considered.

3. Marlene asked for clarification the use of easements for personal use regarding a home that’s for sale on Excelsior Place. Randy said Resolution 2005-1 says that an agreement with the HOA needs to be signed by the resident for insurance purposes. In the case of sale, the easement use needs to be returned to original condition or the new owner needs to assume liability.

9. Social Committee Report:

1. None.

10. Treasurer's Report:

1. The budget is generally on track for 2010 estimates and adequate for reserve funding. However, snow removal in December has put the rate ahead of estimates. This deficit should be corrected over the next few months.

2. Irene asked for clarification of a line item on the monthly budget for December. Dave explained that the expenditure was for administrative charges for the annual meeting and coupon printing/distribution. The HOA wasn’t charged for the coupon book printing error.

3. With over $60,000 in the HOA checking account, Dave suggested opening a flexible savings/checking account. He will provide information on an alternative to a straight checking account. Some of the CDs are also approaching renewal—available CD rates will be investigated.

11. Old Business:

1. Traffic Control. The City is sympathetic with the parking situation on Chancery Park Drive and School Street, but under the current guidelines, has been unable to offer any alternatives. It was noted tonight that the Green Acres facility has signs posted at the entrance saying that parking is for Green Acres only and other will be towed and fined. The Board will investigate this option with the City.

2. As indicated in paragraph 6b, the charges for water meter and access are $8350 and far in excess of what the Board had planned for. Cardinal and the Board will investigate the possibility of any other options to waive the exorbitant fees.

3. The City inspected the public streets and will make patch/sealing repairs in August. An update wasn’t available and Cardinal will recheck with the City. No update.

4. The City Council discussed the Edosomwan development on School Street, paragraph 5b. A petition will be drafted and circulated through the community to state the preferred type and style of development. The goal is to have a community that compliments and reflects Chancery Park in architecture and physical layout. The townhomes should be placed to reflect the layout of Fairfax Square on the other side of Route 123.

12. New Business:

1. Mayor Lederer was in the Green Acres facility for another association meeting and spent about 15 minutes with CPOA. Points discussed include:
   • The Mayor met with Dr. Edosomwan on January 25 and it was agreed that new drawings would be submitted. A meeting with CPOA was agreed to in mid-February.
   • The fire department completed the investigation of the ‘yellow house’ fire on School Street and the home may now be demolished. However, Dr. Edosomwan asked for a delay in tearing down the remains so that he can conduct a private investigation of the cause.
   • In response to a Board question on whether an environmental evaluation had been completed, the Mayor didn’t know, but said that the property would have to be environmentally certified in accordance with state regulations. Environmental concerns were raised when Stanley Martin investigated buying the property due to a paving company operating from the property that may have resulted in some contamination.

13. Date of Next Meeting: The next regularly scheduled board meeting will be February 24, 2010.

14. Executive Session:

1. Cardinal was requested to check and report back on the status of Act #4334. It appears that the owner may not have been notified of the actions/sanctions imposed by the Board.

2. The board reviewed the hearing notices that were sent for tonight’s meeting. The following actions were taken:
   1. File #1012—Cardinal will advise the owner that the repairs must be completed by May 1. Thereafter, sanctions will be imposed at $10 per day until Cardinal is advised that the repairs have been completed and the CC confirms the repair.
   2. File #4013— Cardinal will advise the owner that the violations must be completed by February 14. Thereafter, sanctions will be imposed at $10 per day until Cardinal is advised that the repairs have been completed and the CC confirms the repair.
   3. File #4007—Cardinal will advise the owner that the repairs must be completed by May 1. Thereafter, sanctions will be imposed at $10 per day until Cardinal is advised that the repairs have been completed and the CC confirms the repair. Tom Dorsey said he’d assist with compliance.
   4. File #5006— Cardinal will advise the owner that a completed application must be provided by February 15 for review and action by the CC.
   5. File #5021—Cardinal will advise the owner that the repairs must be completed and violations corrected by May 1. Thereafter, sanctions will be imposed at $10 per day until Cardinal is advised that the repairs have been completed and the CC confirms the actions.
   6. File #7010—Deferred to the February 24 Board meeting. Cardinal will get an estimate to have the dormer repaired by a trusted contractor.
   7. File #7007—Cardinal will advise the owner that the repairs must be completed and violations corrected by May 1. Thereafter, sanctions will be imposed at $10 per day until Cardinal is advised that the repairs have been completed, the violations corrected, and the CC confirms the actions
   8. File #5001—Cardinal to coordinate with the CC to determine the status of the violations. The Board had previously acted on this violation, but there’s no indication that corrections were made or sanctions imposed.

15. Adjournment: The meeting was adjourned at 2115.