Fairlington Glen Council of Co-Owners

Fairlington Glen Council of Co-Owners

Board of Directors Meeting Minutes

August 2, 2005 (Draft)

Attendees: Mike Hahn, President; Paul Greenfield, Vice President; Bob Patrician, Treasurer; John Fuller, Secretary; Charlie Robbins, Buildings & Grounds Liaison. Absent: none.

Also present: Sara Jones, Community Manager; Abbey Cailloux, Associate Community Manager; Ricardo Solares, Facilities Manager; Margaret Windus, Jim Hewitt (Ct. 1); Sandy Heaton, Vicky Mason (Ct. 6); Dan Shapiro (Ct. 7); Bill Worsley (Ct. 16)

Call to order: Mr. Hahn, President, called the meeting to order at 7:30 p.m.

Approval of Minutes

02.08.05.1 Motion. It was moved and seconded to approve the July 5, 2005 Board meeting minutes. The motion carried (5-0-0).

Building & Grounds (B&G)

Mr. Robbins reported on recent actions to address the drainage problem between Courts 9 and 10. The sprinkler problem at the traffic circle on 36^th street is being addressed through Arlington County. It may be the result, in part, of over watering and sprinkler usage has been cut back to 50%. B&G will review the feasibility to achieve cost savings by transferring activity card production and distribution from Legum & Norman to the Glen.

Storage Space

02.08.05.2 Motion. It was moved and seconded to ratify the vote to replace the larger storage space with a smaller space in order to reduce costs. The motion carried (5-0-0).

Variances

There was discussion about whether or not variances should be submitted for approval if they are not required. Such submissions should not be encouraged; however, co-owners can do so if they feel there is a valid need.

02.08.05.3 Motion. It was moved and seconded to approve the variance for kitchen remodeling at 3565-B S. Stafford Street. The motion carried (5-0-0).

02.08.05.4 Motion. It was moved and seconded to approve the variance for kitchen remodeling at 4325 S. 36^th Street. The motion carried (5-0-0).

02.08.05.5 Motion. It was moved and seconded to approve the variance for kitchen remodeling at 4229 S. 36^th Street. The motion carried (4-0-1).

02.08.05.6 Motion. It was moved and seconded to approve the variance for new windows at 4117 S. 36^th Street. The motion carried (5-0-0).

Draft Budget

The budget work group presented the draft budget they developed. The proposed budget aims to reduce expenditures, especially regarding operations, and increase funds in reserves, while maintaining the quality of life in Fairlington Glen. Ms. Jones noted that insurance costs will be $5,000 lower than stated; surplus funds will be placed in reserves. Line 52284 of the draft budget was amended to read “Cellular Phones: Reduces expense by determining the most cost-effective service plan/package.”

02.08.05.7 Motion. It was moved to increase copying costs from $3,500 to $5,000 to reflect historic costs based on concerns that significant electronic distribution of materials to co-owners will not prove feasible. The motion failed (2-3-0).

02.08.05.8 Motion. It was moved to increase postage costs from $1,500 to $2,100 to reflect historic costs. The motion carried (5-0-0).

02.08.05.9 Motion. It was moved and seconded to retain the porter and associated costs. The motion did not pass (2-1-2).

02.08.05.10 Motion. It was moved to approve miscellaneous repair and maintenance expenses. The motion carried (5-0-0).

02.08.05.11 Motion. It was moved and seconded to increase storage costs from $2,900 to $3,324 to reflect actual cost projections. The motion carried (5-0-0).

02.08.05.12 Motion. It was moved and seconded to approve uniform expenses of $760. The motion carried (3-1-1).

02.08.05.13 Motion. It was moved and seconded to bring the amended draft budget to the community for review at an All-Glen meeting on September 14, 2005. The motion carried (4-0-1).

At 9:43 p.m. all the visitors left the meeting.

02.08.05.14 Motion. It was moved and seconded that the Board convene in Closed Session at 9:45 p.m. to discuss personnel issues. The motion carried (5-0-0).

Closed Session.

02.08.05.15 Motion. It was moved and seconded that the Board convene in Open Session at 9:57 p.m. The motion carried (5-0-0).

Next Board Meeting

The next Board meeting will be held on Tuesday, September 6, 2005.

Adjourn

02.08.05.16 Motion. It was moved and seconded that the Board adjourn at 9:58 p.m. The motion carried (5-0-0).