Fairlington Arbor Council of Co-Owners

Board of Directors Meeting

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

7:00 pm

September 25, 2007

 

Minutes of Meeting

 

Board Members Present:      Marilyn Beck, Susan Goldstein, Terry Ruth, James Moser

Robert Ingulli (arrived 7:20 pm)

 

BOARD MEMBERS ABSENT:         None.

 

MANAGEMENT PRESENT:             Steve Kirkpatrick, Facilities Manager

                                                            Mike Maloney, CFM Manager

 

HOMEOWNERS PRESENT:            Rachel Robinson

 

 

The President began the meeting at 7:00 pm.

 

 

ACTION ITEMS

 

MOTION

 

 

HOMEOWNERS FORUM

Rachel Robinson (from Court 1) brought three issues before the Board. The first was a query regarding the overhangs on the back of some units not having been slated. Some were done in asphalt and some were slate. In response, the Facilities Manager will try to locate the roofing contracts from the roofs in question, work probably done 7 to 8 years ago. The cost of slating over the asphalt roofs will be researched.

 

The second issue was a request to view the bylaw regarding personal property in the rear or front of units – outside the fence line. The Board will research to find the specific bylaw. In the meantime, the President and Facilities Manager will walk the property and send residents with personal items outside a letter of the alleged violation.

 

Rachel’s third issue was regarding the condominium documents she received were hard to read. Mike Maloney noted that the copies are from the 1970s, they are difficult to see, and likely the version on file at the courthouse isn’t much better. Rachel also noted she had yet to get a copy of the POD resolution. That resolution will be sent to owners and residents during the month of October.

 

Susan Goldstein (from Court 4) was following up on a formal written complaint regarding the resident in the unit below hers, submitted September 10, 2007. She wanted a review of the due process. Response: once a resident submits a written complaint, CFM writes a letter to the resident accused of the alleged violation. If a second written complaint is submitted to CFM, then both residents (and witnesses, as appropriate) schedule a hearing before the Board, held in Executive Session.

 

REPORT OF THE OFFICERS

Insert: 7:20 pm, Robert Ingulli joined Board Meeting.

 

Terry Ruth, VP of Buildings: New compact fluorescent lights are being placed in all outdoor court lights and B-Unit Building interiors. The new bulbs are more energy efficient, using only 9 watts, with an apparent glow of 40 watts. While the bulbs are slightly more expensive then the previous bulbs, their lifespan is projected to be longer. Further, the new bulbs streamline the look of the bulb and starter in the outdoor court lights. A savings of $5,000 in electricity costs is anticipated. Also, calls have been noted for residents struggling with squirrel and birds getting under the eaves. LN Painting has been sealing up holes in question to prevent critters from moving in.

 

Susan Goldstein, VP Community Affairs: Pool furniture needs to be washed and then will be put away for the winter. The contracted pool company needs to replace three valves before the process of winterizing the pool can be completed. The end of summer pool party was a smashing success! Many thanks to all Pool Committee members for their instrumental work with signage, planning, cooking, and otherwise drumming up attendance. Items to be included in October newsletter include a reminder to check out the new “sandwich board” signs that the Facilities Manager will place around the Arbor for upcoming events and notices … and a request for residents with a talent for drawing to help start brainstorming ideas for new court signage. Also, research will be done regarding an Arbor e-mail list for upcoming announcements. See also Facilities Manager report.

 

James Moser, VP of Grounds: We are waiting on rain before grounds aeration project scheduled for August can begin. An Arborist is being scheduled to review plans for tree health and replacement possibilities in the Arbor. The Pool Committee met September 16 and discussed reviewing the pool rules for 2008, as well as priorities as budget funding permits: complete furniture replacement for a few more tables, chairs, umbrella stands, and recycle bins; address pool’s physical structure (lap lane, men’s room exhaust fan, and possibly pump intake and ropes); and address pool’s bathroom (plumbing, showers, vanities, mirrors, paint walls, ceiling). Also, based on the 2007 parties, tentative dates have been set for upcoming 2008 pool gatherings, including wine and cheese nights, pizza nights, a kickoff BBQ May 31, 2008, and a closing BBQ September 6, 2008. Finally, the Pool Committee will also explore issues of getting current lifeguard back, reviewing pool open hours, and what the rules are for closing the pool for weather issues.

 

Robert Ingulli, Treasurer: Received minimal input on proposed budget since the August 19 presentation to the community.  The reserve five-year plan will be reviewed and updated every year. Confirmed he is prepared for tomorrow’s meeting to discuss budget and answer questions.

 

REPORT OF FACILITIES MANAGER

Steve Kirkpatrick, Facilities Manager: Pool needs to be recoated at the cost of $3,000. After inspection, the Arbor pool was praised for being the nicest in all of Fairlington. However, a dual drainage issue and an uplift issue will need to be addressed prior to the pool opening for the 2008 season. The large willow oak between Courts 7 and 8 will be getting a deep root feeding and shade garden, in an effort to extend its life. The South Side of 36th Street rehab work, as well as tree stump removal will be in progress come fall.

 

REPORT OF MANAGEMENT

Proxy votes in to date are at 22 1/2%. A quorum of 33% will be needed at the Annual Budget Meeting. Reminder that Arlington County extended notice of a yard waste removal recycling program available. The Arbor’s current waste removal company already performs this service for the community.

 

OLD BUSINESS

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

 

DISCUSSION ITEMS

Status of Welcome Arbor booklet copy. Ann McQuillan has scanned it so we have an electronic version to work with. Will follow up with a couple of residents who have expressed an interest in helping revise and update the booklet.

 

NEW BUSINESS

Discuss idea of a “coffee klatch” for the Arbor to bring together past, present, and prospective residents who volunteer for the Arbor’s benefit.

 

The Board went into Executive Session.

 

The Board adjourned from Executive Session.

                                                     

Motion to adjourn the meeting, seconded, and adjourned at 9:35 pm.

 

The next Board meeting is scheduled for Tuesday, October 23, 2007.