FAIRLINGTON GLEN COUNCIL OF CO-OWNERS

Fairlington Glen Council Of Co-Owners

Board Of Directors Meeting Minutes

 

February 3, 2004 (Draft)

 

Attendees:  Mike Hahn, President; Charles Robbins, Vice President; Bob Patrician, Treasurer; John Fuller, Secretary; Paul Greenfield, Buildings & Grounds Liaison.  Absent: no one.

Also present:  Sara Jones, Property Manager; Ricardo Solares, Facility Manager; Dean and Dolly Howarth, Court 3; and Pamela Sand, recording secretary.

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

Approval of Minutes

04.02.03.1 Motion.  It was moved and seconded to approve the January 6, 2004 Board meeting minutes.  The motion carried (4-0-0).

Contribution

04.02.03.2 Motion.  It was moved and seconded to approve that the Glen donate $100 to the Fairlington 5K foot race.  The motion carried (4-0-0).

Contribution

04.02.03.3 Motion.  It was moved and seconded to approve that the Glen donate $100 to the Fairlington Historical Society.  The motion carried (4-0-0).

Variance

04.02.03.4 Motion.  It was moved and seconded to approve the variance request of co-owners Dean and Dolly Howarth at 3577A S. Stafford Street to install a spiral staircase to the attic, renovate it for use as an office and install two skylights, subject to conditions stated on the variance request form.  The motion carried (4-0-0).

It was noted that the Variance Chair recommended approval, and that the Buildings and Grounds Committee had not considered the variance since it did not meet in November and December.

At 7:42 p.m. Dean and Dolly Howarth left the meeting.

Management Reports

04.02.03.5 Motion.  It was moved and seconded to approve that the Property Manager present the Board’s Management Reports as in the past:  single sided, stapled, and not in the new blue folders.  The motion carried (4-0-0).

3520 South Stafford B1

04.02.03.6 Motion.  It was moved and seconded to authorize Mike Hahn to sign the variance document and return it to the Glen’s lawyer to execute.  The motion carried (4-0-0).

2004 Sewer Relining

04.02.03.7 Motion.  It was moved and seconded to approve the contract of JED Mechanical to reline the sewer lines, subject to a correction of the addresses involved in Courts 10 and 13, at a cost not to exceed $45,000 which includes clean-up.  The motion carried (4-0-0).

At 7:52 p.m. B. Patrician entered the meeting.

Seal Engineering Outstanding Invoice

04.02.03.8 Motion.  It was moved and seconded to approve that the outstanding 2003 invoice of Seal Engineering for the roof replacement specification and bidding process in the amount of $2,977.00 be paid.  The motion carried (5-0-0).

2004 Roofing

There was discussion regarding balancing the need to replace roofs according to the approved schedule, replacing roofs with the greatest need first, and taking into consideration the need to replenish the Glen’s reserve fund.  R. Solares was asked to obtain pricing on the roofs in Courts 3 and 14, which are to be replaced in 2004.  The Board agreed that Walls Roofing be contracted to do the work again this year.

S. Jones was asked to add the Treasurer’s Report to future Board agendas.

2004 Painting

04.02.03.9 Motion.  It was moved and seconded to approve the bid from Capital Painting to paint the buildings in Courts 13, 14, 15, and 16 at a cost of $45,730.00.  The motion carried (5-0-0).

Buildings & Grounds Committee

The Buildings and Grounds Committee minutes of January 20, 2004 were reviewed. 

  • It was reported that there has been a problem in Court 5 with trash in the common area and noise.  The Board will write a letter when there is a formal complaint presented in writing to the Board.
  • An item is to be placed in the Glen newsletter stating that the Buildings & Grounds Committee is in need of a Chair, Vice Chair, and Secretary.  The Board agreed that the Secretary may be offered compensation in the amount of $50.00 per meeting to prepare the minutes.

4121 S. 36th Street

The Board requested that S. Jones obtain further information regarding the co-owner’s request for the Glen to pay for interior damages in the amount of $2,398.00 due to ice damming, which occurred and was partially repaired by R. Solares one or two years ago.  The co-owner’s lack of a timely request for payment has prevented the Glen from submitting an insurance claim.

Maintenance Crew

Gratitude by the Board and also based on comments received from co-owners was expressed for the timely and effective response of maintenance during the recent storm. 

Rodents in the Glen

R. Solares reported that Triple “S” has only received one recent call in the Glen regarding rats, and feels it has the situation under control.

4317 A2 S. 36th Street

S. Jones provided an update regarding the insurance claim and her contact with the co-owner.

Next Board Meeting

The next Board meeting will be held on Tuesday, March 2, 2004.

Adjourn

04.02.03.10 Motion.  It was moved and seconded for the Board to adjourn at 8:55 p.m.  The motion carried (5-0-0).