(APPROVED)

FAIRLINGTON GLEN COUNCIL OF CO-OWNERS

Strategic Planning Meeting

February 4, 2009 Minutes

Held at the home of Margaret Windus

ATTENDEES

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

Opening Remarks

The meeting opened at 8:00pm by Bob Patrician.

Bob noted that this was a planning session, intended as a forum for discussion of priorities for the coming year. As such, there was no formal agenda.

Everyone thanked Margaret for preparing a meal for the group.

Topic 1: Composition of the Glen’s Board

· As the terms of existing board members expire, it is important to recruit new members who are interested in working within our community structure.

· The terms of current board members expire: Bob Patrician and Jasper Thomson, 2009; John Fuller, 2010; Margaret Windus and Kathy Clatanoff, 2011.

Topic 2: Technology Issues

· It would be helpful if we could communicate with both residents and non-resident owners via email. The difficulty of obtaining and maintaining good lists of email addresses was discussed.

· Further use of the website and the Yahoo site are both possible, however, development of a “listserv” which only allows one-way communication is preferable for such things as routine notices and newsletters.

· The question of setting up on-line voting was discussed. A third-party service is available at a cost of $0.67 to $2.00 per member. It was agreed that we should look into this.

Topic 3: Cable and Satellite

· We must finalize a contract with Comcast this spring. The issue of cables protruding out of the ground should be a part of the discussion.

· More residents are installing satellite dishes. The Glen’s policy – dishes must be below the fence line – must be enforced uniformly. Is the current policy still appropriate?

Topic 4: Landscaping

· The Glen really must have a landscaping committee. Although no one has come forward to chair such a committee, there are several people who have offered to help with specific tasks. This is a start, at least. It is important that the community understand that the landscaping committee is only implementing policies made by the board, and therefore complaints should come to the board, not the committee.

· Concerning red reflectors, the Mews policy was discussed: a red reflector means that the landscaping contractor will “carve” the edge, but do nothing else in a bed. Each resident must “register” their reflector, and the contractor will have a list of registered addresses; reflectors at other addresses will be removed. Carol Goodloe has agreed to coordinate a policy proposal for the Glen.

· The policy on rejuvenation pruning was discussed. Should we do it? The consensus was yes, on a rotating schedule similar to the painting cycle. The question of whether residents should be allowed to “opt out” was also discussed. It was agreed that communication is very important, so that each year’s affected residents understand what will be happening. Use of the court reps to help with this was proposed.

· Non-use of pesticides, as required for 2009 by the budget amendment, was discussed. We have instructed our exterminator, Triple-S, to discontinue use of all rodenticides, and notified our landscaper, Environmental Enhancements, of the policy. The contractors understand our instructions, but without a landscaping committee it is difficult to monitor. We must formulate a policy for years 2010 onward, and be sure that it is adequately communicated to the contractor and monitored in the community.

· Landscaping contract – it is our intention to continue with the current contractor during 2009. We should review the contract, however, and make that intention explicit. Will Smith has offered to develop additional specifications for the contract, and the Board will be happy to consider them.

Topic 5: Finance Committee

· As the finance committee begins work in 2009, one issue which must be addressed is what sort of budget amendments are appropriate. The Committee on Voting Procedures is reviewing the overall amendment process as well.

At 10pm, everyone again thanked Margaret for dinner and the meeting closed.

The next scheduled meeting will be held on Thursday, March 5, 2009 at 7:30pm.

Respectfully Submitted,

Kathy Clatanoff