Fairlington Glen Board Meeting

August 1, 2006

(Draft #2)

 

Attendees: Bob Patrician (President); John Fuller (VP); Alison Burns Trimble (Secretary); Charlie Robbins (B&G Liaison); Margaret Windus (Treasurer)

 

Co-Owners: Lola Capps (Ct 15); Suzette Buttram (Ct 15)

 

Other Attendees: Ricky Solares, Glen Facility Manager; Andrew Barnes, Management Agent, Legum & Norman;

 

The meeting was called to order at 7:30pm by Bob Patrician.

 

Residents' Forum:

 

Lola Capps reviewed the variance request she submitted to the Board to remodel the kitchen/dining area in her unit.

 

01.08.06.01 MOTION Approve the variance request from Lola Capps 4242 S 35th Street. The motion carried 5-0-0.

 

Minutes

 

01.08.06.02 MOTION Approve the minutes with the words "draft revised" deleted under By-Laws Task Force for July 11 meeting. The motion carried 5-0-0.

 

Follow Up to 2006/Flood Storms

 

Bob Patrician updated the Board on the first meeting of interested residents which followed up on the last Board meeting where many residents expressed concern about the water damage that occurred in the Glen following the rain and storms in late June.  Bob presented the Board with a charge for this group.

 

01.08.06.03 MOTION Approve the Water Drainage Task Force as drafted. The motion carried 5-0-0.

 

Strategic Planning Update

 

Bob Patrician and Charlie Robbins briefed the Board on last week’s Buildings and Grounds meeting.

They presented a charge for a new Maintenance Committee to work with Ricky Solares.

 

01.08.06.04 MOTION Approve the Maintenance Committee as drafted. The motion carried 5-0-0.

 

01.08.06.05 MOTION Approve the Variance Coordinator as drafted. The motion carried 5-0-0.

 

Treasurer's Report

 

Margaret Windus updated the Board on the 2007 Budget process. The last meeting of the Finance Committee before sending the draft budget to the Board will be held next week. The Board reviewed the reserve expenditures which have been approved this year and reviewed the list of 2007 proposed expenditures. In addition to the anticipated expenditures on roofs, stoops and sewers, we have received information on the state of the pool facility which will need to be addressed next year.

Margaret offered a clarifying resolution to address a lack of specificity in previous months’ minutes as to which accounts the approved funds are to come from. (The resolution may be found at the end of the minutes.)

 

01.08.06.05 MOTION Approve the clarifying resolution for reserve expenditures. The motion carried 5-0-0.

 

Management Report

Andrew Barnes briefly reviewed the August management report as submitted in the Board packet.  He noted the B-Bldg painting has begun.  The carpet installation is anticipated to be scheduled in early September.

 

Ricky Solares brought up a resident concerns at 3535-B Ct 2 with respect to replacement of the front column. The decision on whether and how to replace the column was referred to Maintenance Committee for action. The roof in Ct 3 which is next on the list for replacement was patched by Ricky and crew recently. Additional patches are possible should there be another need.

 

The upcoming Glen Community Forum to be held on September 20 and the Glen Annual Board Meeting to be held on November 14 will both be held at Abingdon School.

 

01.08.06.06 MOTION Move to approve the USI insurance bid as presented. The motion carried 5-0-0.

 

01.08.06.07 MOTION Move to adjourn. The motion carried 5-0-0.

 

The next meeting will be held on Tuesday, September 5. The location is yet to be determined due to the closing of the Fairlington Community Center.

 

Respectfully submitted,

 

Alison Burns Trimble

Secretary

 

 

CLARIFYING RESOLUTION FOR RESERVE EXPENDITURES

 

Move that the following clarifications be added to previously approved 2006 expenditures to specify amounts and that they should come from replacement reserves:

 

May 2, 2006

 

Approve Dominion Paving for court paving at a cost of $20,619 to come from replacement reserves.

 

Approve Dominion Paving for sidewalk replacement at a cost of $17,695 to come from replacement reserves.

 

Approve up to $3,000 for a new life guard station chair to come from replacement reserves.

 

May 10, 2006

 

Approve Bishop’s Tennis for renovation of single tennis court at a cost of $12,320 to come from replacement reserves.  $300 was later added to repair the crack in the Quaker Lane courts, which is also approved.

 

 

 

June 6, 2006

 

Approve C.A. Lindman, Inc. for repairing/restoring 12 front stoops at a cost of $39,082 to come from replacement reserves.

 

Approve James R. Walls Contracting Co., Inc. to replace the roof at 3515-3519 S. Stafford St. in Court 1 at a cost of $101,744 to come from replacement reserves.

 

July 11, 2006

 

Approve B-Building carpet and paint bids as specified to come from replacement reserves.

 

Approve Dwyer Plumbing to replace storm sewer line between Courts 2 and 3 as specified, to come from replacement reserves.  In addition to the approved amount of $12,365, additional amounts were needed and are approved of $3,300 (most at the request of the County arborist to try to save the street tree) for a total cost of $15,665.

 

Approve James R. Walls Contracting Co., Inc. to replace the roof at 3615-3625 S. Taylor St. in Court 8 at a cost of $94,969 to come from replacement reserves.