Fairlington Glen Board Meeting (Draft #3)
February 1 2007
4820 S 31st Street
Members Present: Jasper Thomson (At-Large); John Fuller
(Vice-President); Bob Patrician (President); Margaret Windus (Treasurer);
Alison Trimble (Secretary)
Others Present: Beth Cousino (Cardinal) Ricky Solares
(On-Site Manager)
Co-Owners Present: Maynard Dixon (Ct 16); David and Kafayat
Aylesworth (Ct 4); Bob Wilson (Ct 12); Scott Tanner (Ct 4); Bill McShea (Ct 11)
The meeting was called to order at 7:30pm by Bob Patrician.
Residents’ Forum:
David and Kafayt Aylesworth expressed their concerns with how the recent
water problem in their B-Bldg unit has handled. They reviewed the sequence of
events, in which neither they nor their downstairs neighbor have found plumbing
leaks in their units, nor has Ricky Solares, our on-site manager, found any in
the roof.Beth Cousino reported the source has dried
and no one can explain the leak. Bob Patrician will forward suggestions for
outside engineers to assess the situation to the Aylesworth's for them to contact to assess the building. Scott Tanner (Ct 4 Representative)
asked for guidance on what his role should be in a situation described by both
impacted neighbors, in which the Association’s common property is limited to
the roof. He has met with both neighbors and will seek a joint solution.
Maynard Dixon reported on the January CRG meeting. They seek guidance on to whom maintenance
reports from court reps should be sent and how they will get feedback on
actions taken. The Board reiterated the
policy found in the “Did You Know?” publication issued in March 2006, that all
maintenance requests should be sent to Ricky Solares,
on-site manager, and should be acknowledged by him. This acknowledgement may take the form of an
e-mail response, a phone call, or a response hanger left on the door. Beth Cousino asked that she also receive
copies of maintenance requests, whether from individuals or from court
reps. This change will be included in
the reissued “Did You Know?” that will be part of the March GLEN ECHO.
Bob Wilson reported on the progress of translating Ricky's
log into some matrix which will be useful for the Board. Bill McShea has the
design on paper. It was agreed to ask that the next CRG meeting (Feb 20) discuss
the design of the matrix and then try to answer the questions of who, what,
when, and where of implementation.
Board Minutes
01.02.07.01 MOTION Approve the minutes of January 4 and
January 11 2007 as submitted. The motion carried 5-0-0.
President's Report
No further information is available on Verizon’s FIOS program
at this time. Bob will gather more information and share it at next month's
meeting.
The Pool Committee has asked for permission to allow the
FINS Swimming Program use of the Glen Pool during the last week of July 2007.
01.02.07.02 MOTION
Approve the FINS use of Glen Pool for the last week (Monday through Friday) in
July. The motion carried 5-0-0.
The annual CAI conference is coming up. We have previously
authorized up to two Board members to attend.
01.02.07.03 MOTION
Approve Margaret Windus (Treasurer) and Jasper Thomson (At-Large) attend the
CAI conference in March on behalf of Fairlington Glen. The motion carried
5-0-0.
Several members of the Board have a conflict with the June 7
meeting date. It was agreed to meet June 14 instead of June 7. A date
correction will be posted in the Glen Echo closer to the date.
Bob Wilson (Court 12) reported on status of the commercial
trailer parked in Court 12. It has been moved. No further action is needed at
this time.
Management Report
Beth Cousino and Ricky Solares reported on the Ct 5 water
problem. The County inspector checked the line up until the point where the
line becomes ours and reported no leaks. He suspects leaking toilets and
encouraged us to have residents test the tank flow in each of their toilets or require
an inspection of each toilet. A notice to Court 5 residents about checking
toilets will be sent by Cardinal alerting them to the problem and giving them
data on a per unit basis to help drive home the point of the cost of leaks. The
Board will explore other water saving options as the cost of water has been and
is expected to increase dramatically over the next few years.
Treasurer's Report
Margaret Windus provided an end-of-year finance report. After several amounts paid in 2007 but
attributable to 2006 are corrected by the auditors, the deficit will likely be
over $20,000.
Margaret reviewed the use of the two reserve accounts, with
Cardinal having access only to the smaller account. She recommended that for ease of access to
reserve funds by Cardinal (after approval by the Board), the two accounts not
be distinguished as to replacement or contingency, but be considered simply
reserve accounts. The accounting system
will track expenditures appropriately.
01.02.07.04 MOTION
Move that two Vanguard money market accounts are both considered reserve
accounts, without distinction between replacement and contingency reserves. The
motion carried 5-0-0.
Margaret reviewed the proposal from Restoration Engineering,
Inc. (REI) for assessments of sanitary and storm sewer lines, as well as other
drainage problems and an update of the roof replacement schedule. Engineers from REI will work with the Glen
on-site staff, which will videotape the lines using our camera, with an added
locator to help map the lines. The study
will be paid from reserves as it is a function of long-term needs and will feed
into our reserve study.
01.02.07.05 MOTION
Approve the study proposal from REI as submitted for sewer, storm and roof in
the amount of $28,830 and $1500 for the procurement of a locator (an addition
to our camera equipment needed for the study).
The motion carried 5-0-0.
Landscaping Report
Jasper Thomson reported on the form which will be used to
gather information for spring plantings. The form was publish and distributed
via the Glen Echo and will be posted as a separate form downloaded via the
website.
01.02.07.06 MOTION
Approve the Landscape Committee charge as submitted. The motion carried 5-0-0.
(See Charge at the end of minutes.)
Closed Session
01.02.07.06 MOTION
Move into closed session for the purposes of discussing personnel and legal
matters. The motion carried 5-0-0.
01.02.07.07
MOTION Move into open session.
The motion carried 5-0-0.
01.02.07.08 MOTION
Move to adjourn. The motion carried 5-0-0.
The next scheduled meeting of the Glen Board is March 1,
2007.
Respectfully submitted,
Alison Burns Trimble
Secretary