Fairlington Glen Council Of Co-Owners
February 1, 2005 (Draft)
Attendees: Mike Hahn, President;
Bob Patrician, Treasurer; John Fuller, Secretary ; Charlie Robbins, Buildings
& Grounds Liaison. Absent: Paul Greenfield, Vice President.
Also present: Sara
Jones, Property Manager; Ricardo Solares, Facility Manager; Dave Sherman and
Margaret Windus (Ct. 1); Sandy Heaton (Ct. 6); Mary Bley , Landscape
Subcommittee (Ct. 12); Alison Trimble (Ct. 15); Jeff Hugney, Restoration Engineering,
Inc.; and Pamela Sand, recording secretary.
Call to order: Mr. Hahn,
President, called the meeting to order at 7:30 p.m.
01.02.05.1 Motion. It was moved and seconded to approve the
January 4, 2005 Board meeting minutes. The
motion carried (3-0-0).
Jeff Hugney of
Restoration Engineering, Inc. gave a presentation concerning the need for
restoration of Glen building exteriors and front stoops based upon his 2004
Masonry Survey. The Board agreed that
exterior repairs will need to be phased in beginning in a couple of years, but
that stoops needing repair or replacement are a safety issue and should be
addressed first. J. Hugney was asked to
work with R. Solares to prioritize the stoops that need to be totally replaced,
with the worst listed first. The work
will be scheduled depending upon the need and availability of funds. R. Solares will continue to make minor
repairs on stoops as needed.
At 7:42 p.m. B.
Patrician entered the meeting.
At 8:04 p.m. J. Hugney
left the meeting.
C. Robbins reported on several items of import
discussed at the January 18th Building and Grounds Committee
meeting.
M. Bley reported that the next Glen walk-through
will begin at 8 a.m. on March 19th.
Those interested should meet at the tree circle.
After a discussion concerning the need for
better communication in the Glen and various options improving the Glen
newsletter, A. Trimble volunteered to draft a proposal for the Board’s
consideration.
There was discussion concerning current Glen
Committees, including whether the Landscape Subcommittee should report directly
to the Board rather than to the Buildings and Grounds Committee. This item was
deferred pending discussion at the February 16, 2004 Building and Grounds
Committee meeting and presentation of its recommendation to the Board.
At 8:34 p.m. M. Bley left the meeting.
The Board agreed that R.
Solares could fix the drainage problems in Courts 9, 10, 15, and 16.
01.02.05.2 Motion.
It was moved and seconded to approve the December 8, 2004 proposal by Newborg
Drainage Company to rectify drainage problems behind Courts 3 and 4 in the
amount of $2,137.00. The motion
carried. (4-0-0)
In response to the
request of a co-owner who asked that the Board take steps to stop delivery in
the Glen of The Journal, a free newspaper, the Board noted that it was not
appropriate for it to take such action affecting the entire community since
many people may find the paper useful.
S. Jones indicated that
the exterior painting of Courts 1, 2, 3, and 4 is being sent out for
competitive bids. She will report back
to the Board next month regarding the results.
M. Windus gave a
presentation regarding the need for the Glen to return to the practice its
first 20 years or so of having staggered terms on the Board of Directors. She provided several handouts in support of
this position, including a listing of Board terms from 1975 to 2004, and a
proposed resolution. She noted that, in
recent years, Board members who should have been elected to fill unexpired
terms instead served full three-year terms.
Under the current practice, all five Board members could at some point
need to be elected the same year, which would not allow for continuity on the
Board. M. Hahn recollected that the
Board secured an opinion from its attorney advising that it was permissible to
elect all Board members to 3-year term, and that one could interpret our
by-laws as having implied staggered terms for only the “first” elected Board of
Directors. In any event, M. Hahn noted
that continuity had not been a problem, at least over the past 10 or so
years. The Board agreed to take the
subject under consideration.
At 9:00 p.m. S. Heaton,
D. Sherman, A. Trimble, and M. Windus left the meeting.
01.02.05.3 Motion.
It was moved and seconded that the Board convene in Closed Session at 9:01 p.m.
to discuss collection delinquencies and other issues. The motion carried. (4-0-0)
01.02.05.4
Motion. It was moved and
seconded that the Board convene in Open Session at 9:18 p.m. The motion carried. (4-0-0)
The Board agreed that
the Auditor be invited to the April meeting this year, and that any questions
to be presented by the community should be given to him in writing ahead of
time so that he would be prepared with responses, and make the meeting more
meaningful for everyone concerned.
The next Board meeting
will be held on Tuesday, March 1, 2005.
01.02.05.5 Motion. It was moved and seconded that the Board
adjourn at 9:25 p.m. The motion
carried. (4-0-0)