(APPROVED)

FAIRLINGTON GLEN COUNCIL OF CO-OWNERS

December 4, 2008 Minutes

Held at Fairlington Community Center

ATTENDEES

Robert Patrician, President; John Fuller, Vice President; Margaret Windus, Treasurer; Jasper Thomson At-Large; Kathy Clatanoff, Secretary; Terry McGuire (Cardinal Management);

Approximately 10 Glen Co-owners and interested parties, including Alan Bow (Ct. 1), Hal Vorhies (Ct. 3), Mary Helen Madden (Ct. 4), Will & Regina Smith (Ct. 9), Jack Marshall (Ct. 10), Tevis Smith (Ct. 10), Paul Coelus (Ct. 11), Charles Robbins (Ct. 13), Alison Burns Trimble (Ct. 15), and Maynard Dixon (Ct. 16)

CALL TO ORDER

The meeting was called to order at 7:50pm by Bob Patrician.

ELECTION OF OFFICERS

It was agreed that Bob Patrician would continue to serve as President, John Fuller as Vice President, Margaret Windus as Treasurer, and Jasper Thomson as At-Large. Kathy Clatanoff will become Secretary.

APPROVAL OF MINUTES

12.04.08.01 MOTION Moved to approve the minutes of October 2, 2008.

Motion passed unanimously.

RESIDENTS’ FORUM

· A resident noted that for unknown reasons, oak trees are not producing acorns this year, which means that our population of squirrels will be foraging more than usual. One way to minimize their invasion of trash bags is to pour hydrogen peroxide into the bag before setting it out at the curb.

· Maynard Dixon asked for guidance from the Board concerning who should have access to the Emergency Preparedness forms he collected in September. Alison offered to help with this.

· A resident noted that CRT monitors should be taken to the County landfill, not placed in either the normal or bulky trash.

APPROVAL OF CONTRACTS

The following thirteen (13) motions, numbers 12.04.08.02 through 12.04.08.14, were each moved, seconded, and passed unanimously:

12.04.08.02 Move to confirm approval of the James R. Walls Contracting Company contract for roof replacement at the Pool Complex in the amount of $41,218.

12.04.08.03 Move to confirm approval of the Dwyer Plumbing Corporation contract for drainage work behind Court 11 in the amount of $10,430.

12.04.08.04 Move to confirm approval of the Expert Fence contract for removal, storage, and replacement of pool fence sections in the amount of $7,650.

12.04.08.05 Move to confirm approval of a contract with Environmental Enhancements for fall plantings in the amount of $10,425.

12.04.08.06 Move to confirm approval of a contract with Thrive for fall tree work in the amount of $7,576.

12.04.08.07 Move to confirm approval of a contract with Thrive for tree protection work at the Pool Complex in the amount of $3,070.

12.04.08.08 Move to confirm approval of a 3-year contract (Dec. 1, 2008 – Nov. 30, 2011) with Capitol Services for trash removal and recycling at an initial month cost of $5,298.12, with a 2 percent increase in year 2 and a 1 percent increase in year 3. Dump fee increases will be passed along to the Glen.

12.04.08.09 Move to approve a contract for 2008-2009 snow plowing with NVM Contractors, Inc. at hourly rates of $125 per hour with a 4-hour minimum and other costs as stipulated in the contract.

12.04.08.10 Move to approve use of an outside inspector for pool construction, to be Soil Consultants, Inc.

12.04.08.11 Move to approve 2009 meeting dates as proposed in the calendar presented by the President.

12.04.08.12 Move to approve a variance for 3517A S. Stafford St., an Arlington model, to move the basement entrance from the kitchen to the living room, with the provision that all codes for stair proportions (tread and riser) and landing sizes be followed.

12.04.08.13 Move to approve the following budget resolution as presented by the Treasurer: The Association elects to apply all or part of any excess assessment income to the following year’s assessments and that such final amount shall be at the Board’s discretion.

12.04.08.14 Move to approve the assessment schedule for 2009 as presented by the Treasurer and included in the proposed budget package mailed to the community on October 7, 2008.

OTHER BUSINESS

· The January Board meeting will be on January 8^th. Alison will be asked to include this on the website and in the Yahoo group.

· Will Smith presented a plan for implementing the newly passed budget amendment. Four issues were identified: advance notice; opting out; pesticide alternatives; and scope of work. It was agreed that a person or committee should meet with the landscaping contractor to discuss each of these issues. However, there were no volunteers to serve on such a committee.

The contractor has already been reminded, in writing, of the requirement to provide advance notice of any pesticide use in the Glen. But until a committee can be formed, the Board will notify the Contractor to discontinue use of all pesticides. Will Smith and Dale May have offered to develop a new scope of work document for the Board to consider.

· Note that beginning January 1, the fee for a late condo payment increases to $25. Encouraging co-owners to set up direct deposit payments is one way to reduce the risk of a payment being late. The October newsletter encouraged direct deposits.

M ANAGER’S REPORT

Terry McGuire reported that we currently show $140,000 in income, although we owe $40,000 of that to the painting contractor.

12.04.08.15 MOTION

Moved that the Board go into closed session to consider personnel matters, staff salaries, probable litigation, and matters involving violations of the condominium instruments or rules and regulations, consistent with Sec 55-79.75C

Motion carried 5-0-0.

12.04.08.16 MOTION

Moved that the Board returns to open session. Motion carried 5-0-0.

12.04.08.17 MOTION

Moved to approve staff year end payments as provided by the 2008 budget and staff salary increases for 2009. Motion carried 5-0-0.

12.04.08.18 MOTION

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

The next scheduled meeting will be held on Thursday, January 8, 2009 at 7:30pm.

Respectfully Submitted,

Kathy Clatanoff