FAIRLINGTON ARBOR COUNCIL OF CO-OWNERS

ANNUAL ELECTION MEETING

APRIL 20, 2004

 

MINUTES OF MEETING

 

BOARD MEMBERS PRESENT:               Tom McQuillan, Pat Schoen, Jincy Boerner,

                                                                        Wendy Deker,  and Marilyn Beck

 

BOARD MEMBERS ABSENT:                  None

 

MANAGEMENT PRESENT:                      David Pollard, Facilities Manager

                                                                        Tom Maloney, CFM Manager

 

The President called the meeting to order at  7:35 pm .  Motions were made and seconded by the homeowners waiving Proof of Notice of the meeting, calling of the roll, and reading of the minutes of the preceding annual meeting.  It was determined that there was the required quorum present or represented by proxy at the meeting (40%).

 

REPORT OF OFFICERS

 

Pat Schoen, VP Community Affairs,  reported that the pool was being prepared to open on Memorial weekend.  In response to many requests from lap swimmers, a line will be painted on the floor of the lap lane.

 

Jincy Boerner, VP Treasurer,  stated that the Arbor finances are strong.  Our auditor has given Arbor high praise for its management in general, and in particular maintaining the Arbor reserves  to offset capital expenditures such as the roofing and upcoming parking lot pavement.  Ms. Boerner reported  the General Operating Budget is on track, every month depositing $4,000 in our reserves which is required by Arbor Bylaws.  Ms. Boerner indicated that in addition to the roof replacement program the Arbor would be undertaking the milling and repaving of the parking lots in the fall.

 

Wendy Deker, VP Grounds, announced that four Nellie R. Stevens holly trees have been planted at the tennis court near 34th Street.  These trees are not susceptible to the disease that affected the removed pine trees, and adapt very well to heat and drought.  Ms. Deker reminded residents that all dogs (adult or puppy) should be on leash when in the common areas and that they are responsible for picking up after their dogs.  Ms. Deker thanked the "green thumb volunteers" for their help in planting and maintaining the flower beds in the common areas.

 

Marilyn Beck, VP Buildings,  reported that the second roof in Court 8 was almost completed.  Ms. Beck indicated that prep work and painting of window wells, grates and doors has begun for Courts 4, 6, 7 and 11.  A brief comment was made by Ms. Beck regarding the parking lot milling and pavement project for the fall, indicating that ample notice will be given to residents for car removal from their lot and that neglecting to do so will result in towing at the car owner's expense.

 

Tom McQuillan, President, expounded on the parking lot milling project assuring the homeowners that everything will be done to minimize inconvenience.  As the project approaches, the Board will keep the homeowners informed of the proposed plan.

 

ELECTION

 

Since there was a quorum present and only two candidates running for the two positions available, a motion for acclamation to elect Pat Schoen and Yvonne Calzada to the Board was made, seconded and approved by the homeowners present.

 

DISCUSSION

 

A homeowner raised the question about maintaining the carpeting in the common units, either by cleaning or replacement.  David Pollard will look into the matter.

 

The question of how homeowners can be kept informed of Board actions how homeowners can offer input to decisions made by the Board.  Mr. McQuillan addressed the concern by stating that monthly Board meetings are open to the homeowners and renters where they can address issues during the Homeowners Quorum.  He strongly urged homeowners to get more involved with the Arbor Board by attending these meetings and reading the Fairlington Arbor MEMO published after every meeting to keep them informed for Board decisions and considerations.

 

A concern was discussed on the milling project.  Mr. McQuillan assured all the homeowners that advanced notice will be given on the paving schedule to allow adequate time for car removal arrangements.

 

A concern was brought up about an artificial roof being installed by another Association and its affect on our historical designation.  While the Arbor has no say in this matter, the Historical Society is involved and trying to resolve the matter.  There was a suggestion for individuals to contact the Historical Society to voice concern on the project.

 

A homeowner reported that the towing phone number is incorrect on the court signs.  David Pollard will correct the error.

 

A homeowner raised concern about lead water pipes in Arbor.  While Arbor has not done general testing, suggestions were made to get individual testing kits, WTOP has a website with lead updates, and Arlington County has updates as well.

 

A discussion ensued regarding the replacement of David Pollard who is due to retire in 28 months.  It was reported by the Board that a transition plan is being considered beginning this fall for his replacement to work parttime for several months, increasing that time to the fulltime position toward the end of David's service. 


As outgoing President, Tom McQuillan congratulated the new Board for 2004 and gave a note of thanks to all past and present Board members and homeowners for their cooperation and valued experience in his 6 year tenure on the Arbor Board.

 

The winner of the drawing for a free month’s condo fee was Christopher Raffo.

 

There was a motion to adjourn the meeting, seconded, and the meeting was adjourned at 8:15 pm.