Fairlington Arbor Council of Co-Owners

Board of Directors Meeting

Arbor Unit 3472 A-1, S. Utah St.

7:00 pm

August 28, 2007

 

Minutes of Meeting

 

Board Members Present:      Marilyn Beck, Susan Goldstein, Terry Ruth, Robert Ingulli

James Moser (arrived 7:35 pm)

 

BOARD MEMBERS ABSENT:         None.

 

MANAGEMENT PRESENT:             Steve Kirkpatrick, Facilities Manager

                                                            Mike Maloney, CFM Manager

 

HOMEOWNERS PRESENT:            Pat Schoen, Rachel Robinson

 

 

The President began the meeting at 7:00 pm.

 

 

ACTION ITEMS

  • Approval of Minutes of the June 26, 2007 Board Meeting
  • Review of Budget for Fiscal Year 2007/2008

 

MOTION

  • June 2007 Minutes approved with edit on page 2.
  • Budget approved for presentation to community.

 

 

HOMEOWNERS FORUM

Pat Schoen was present as an observer.

 

Rachel Robinson (from Court 1) wanted confirmation that trees inside of patio fences are indeed the homeowner’s responsibility (and not the managements), which is correct. She also asked about satellite dish size and placement above fence lines.

 

 

REPORT OF THE OFFICERS

Robert Ingulli, Treasurer: Presented the budget to the Board for discussion, and reviewed the Finance Committee’s question and answer session held for the community on Sunday, September 19, 7:00 pm. Thank you to those Arbor residents who came. No written feedback was supplied to the committee from the community since the meeting to ask about adjustments. The President noted what a great job the Finance Committee did in presenting the proposed budget to the community. Robert noted that the increase in payroll covers the salary of three staff: the Facilities Manager and two hourly employees. Other increases in the budget reflect FY07’s circumstance of seasonal overtime, due to snow events, for example.

 

The Finance Committee proposed a 6% increase in condominium fees for FY08. The President motioned for a vote to approve the increase. Motion passed on a vote of 4-0.

 

The President motioned for a vote to approve the proposed Budget for presentation to the community. Motion passed on a vote of 4-0.

 

Robert expressed sincere gratitude to the Finance Committee for all their diligent work. Thank you to Cindy Atwood, Bill Jenkins, Denise Lindgren, and Tom McQuillan!

 

Terry Ruth, VP of Buildings: Has been receiving resident queries about the gutters clogging during recent rain fall. The Facilities Manager says work is in progress regarding the gutter guards. Please see Facilities Manager report for details.

 

Susan Goldstein, VP Community Affairs: A striking fountain was donated by Frank Bingman, master gardener, for the pool area for use during pool season. Thank you for your generosity, Frank! The Board discussed the plan to build a deck area by the pool to eliminate the current tripping hazard where the sidewalk side drops off to the ground abruptly. The pool hours were extended to include the weekend of September 8 & 9. The end of summer pool party is scheduled for Saturday night, September 8. The Pool Committee will help develop a flyer for distribution, as well as most of the leg work to put the party together. The Arbor will fund food purchases, and ask the community to bring side dishes to share. Thank you in advance to the Pool Committee for a fun party and for all their hard work to make a very successful summer 2007 pool season!

 

Also, a wine and cheese party is scheduled outside the pool area for Friday, September 21, beginning at 8:00 pm. And the Pool Committee is planning to meet in September to review events for how successful they were and what could be done differently; consider new events for next year (and possibly the off season); review the pool rules; and review renovation/update ideas, pending budget review. Special thanks to James Moser for his active participation on the Pool Committee!

 

Insert: 7:35 pm, James Moser joined Board Meeting.

 

James Moser, VP of Grounds: We lost a bench due to rotting; repair is being discussed. Some upcoming fall projects include: tree replacement (4 to be replaced, 1 needs heavy pruning); aeration of grounds; fall landscaping. Terry Ruth has contributed the name of a certified Arborist to consult. In the next 30 days or so, residents may notice plugs of dirt 1½” in diameter pulled up from the turf in an effort to allow oxygen to get in and improve turf creation.

 

Some longer term projects include south side of 36th Street improvements and brainstorming ideas for sign replacement around Arbor. Robert conferred with the proposed budget line item for “landscape other” to the over jack pathway and the large mulched area for the South side project.

 

 

REPORT OF FACILITIES MANAGER

Steve Kirkpatrick, Facilities Manager: Steve presented a pending three-year contract for the trash removal service. Through the grapevine, Steve has heard that the Arlington County trash survey investigating the County taking over all trash removal has results that are still a few years out, and that the County isn’t pursuing the idea with as much fervor as previously. Please note, the above statement is hearsay (not necessarily factual) and is included simply to mention that Steve is listening to whatever buzz is out there. Steve also presented work done so far on the creation of a multi-year pool contract.

 

The President motioned for a vote to approve a Community Landscapers project to aerate and over-seed the Arbor’s soil and grass. Motion passed on a vote of 5-0.

This item will be noted in the September newsletter so residents are aware of the 1 1/2” holes that will be around the Arbor in the coming month or so.

 

A resident wrote a letter of complaint in late June stating that his wicker furniture (his estimated value of $80) was moved by the painters, and the trash company mistook it as trash and removed it. The trash and painting companies have been contacted; both representatives disavow any knowledge of the furniture being moved or taken. The resident will receive a reminder notice that personal belongings are not permitted on front common-area patios.

 

A reminder, when a resident is in violation of an Arbor bylaw, three notifications take place: (1) the resident is contacted verbally or given a written note to please address the violation; (2) CFM management sends a letter; (3) the resident is called to a hearing before the Board in Executive Session for a final action.

 

Another resident’s variance request for her kitchen unit to remove a non-load-bearing wall was cleared.

 

 

REPORT OF MANAGEMENT

Residents need to be reminded in upcoming newsletters that before starting the process of installing a satellite dish to improve reception, residents must contact the Facilities Manager first to review the Arbor’s guidelines.

 

The President motioned for a vote to approve CFM sending the monthly budget numbers electronically over e-mail, instead of printing out a hard copy for distribution prior to each meeting. The Facilities Manager would still receive a hard copy for records. Motion passed on a vote of 5-0.

 

 

OLD BUSINESS

The PODS resolution needs to be distributed to homeowners.

 

The new resident’s letter needs to be distributed to residents.

 

James Moser’s water memo further explaining the increasing Arlington County water and sewage fees will accompany the proposed budget meeting and proxy information going to homeowners, as mailed by CFM.

 

 

DISCUSSION ITEMS

The Board discussed giving the Facilities Manager latitude over budget spending up to a certain amount so he can act without approval from the Board on items such as equipment purchases and contract work and overtime pay, up to a certain point. A precise dollar amount was not determined at the August meeting.

 

 

NEW BUSINESS

Resident Georgetta Moss wrote Mike a letter to “acknowledge the hard work and excellent job that Steve Kirkpatrick and his staff, Frank Bingman, and members of the Board are doing to make living in the Arbor more enjoyable.” She highlighted praise for the pool, the wine and cheese parties, and the great look of the common areas and open garden areas.

 

Frank Bingman also wrote a letter of praise to Marilyn to express his sincere appreciation for all the fine work that Steve has been doing. Among the details, Frank mentions praise for Steve’s visibility throughout the Arbor, his enthusiasm for cleaning up and beautifying the King Street area/pool/trees and shrubs/trash receptacles and more. Frank writes, “We are all so fortunate in having Steve in our employment because he truly cares about us residents and our property. He is an excellent representative of Fairlington Arbor!” Frank adds, “I anticipate working with Steve and our crew as a volunteer for some time.”

 

Thank you, Frank and Georgetta, for taking such an active interest in the Arbor and the time to express it in writing!

 

 

The Board went into Executive Session.

 

 

The next Board meeting is scheduled for Tuesday, September 25, 2007.

 

                                                     

Motion to adjourn the meeting, seconded, and adjourned at 8:45 pm.