Fairlington Glen Council of
Co-Owners
Board of Directors Meeting
Minutes
January 3, 2006
Attendees: Bob Patrician, President; John Fuller, Vice-President; Charlie Robbins, B&G Liaison; Alison Trimble, Secretary; and, Margaret Windus, Treasurer.
ADDITIONAL Co-Owners Present: Jocelyne Corderot (Ct 1); Jim Hewitt (Ct 1); Dan Shapiro (Ct 7); Kari Doyle (Ct 11); Liz Finos (Ct 16), Tom Arehart (Ct 15)
STAFF: Sara Jones, Community Manager; April Ludtke, Legum & Norman; Ricardo Solares, Facilities Manager.
Call to Order: Mr. Patrician, President, called the meeting
to order at
Approval of Minutes
03.01.06.1 Motion. It was moved and seconded to approve the Draft December 6 Annual Meeting Minutes with the following corrections noted: add “and co-owners of Fairlington Glen” to attendee list and correct spelling of names. The motion carried (5-0-0).
03.01.06.2 MOTION. It
was moved and seconded to approve the regular December 6 Board Meeting minutes.
The motion carried (5-0-0)
03.01.06.3 MOTION. It was moved and seconded to approve the
December 13 Special Board Meeting minutes with attachments. The motion carried
(5-0-0)
POOL CONTRACT
Kari Doyle, Pool Committee Chair, spoke in support of retaining the current Pool Services provider (World Pool) for an additional contract period. Ms. Doyle has been monitoring our pool contractors for several years and believes World Pool to be a very conscientious, safety oriented, stable company. She stated when we have had problems arise, they have been very responsive to the first phone call. They are a family run company with a long history of retaining their life guards from year to year and hiring siblings of former life guards (which is taken as a sign of a good work environment.)
Ms. Doyle indicated she understood it may be necessary to put the pool contract out for bid this year and offered to help with that process, but she encouraged the Board to look beyond strict price comparisons when deciding on whether to retain World Pool in light of their good working relationship with the Glen.
Sara Jones noted she has asked World Pool for a bid which would be for a one year contract with four (4) one-year options. She will report back to the Board at the February meeting. The Board was inclined to forgo competition if the World Pool bid was based on a cost-of-living increase over the present contract.
AUDITOR CONTRACT
The Management Agent recommends continuing the relationship
with Goldklang, Cavanaugh & Associates for the
purpose of conducting a year end audit and preparation of federal and state
income tax returns. The terms of this contract are: $3000 audit fee per year;
$275 for tax preparation; and, a $50 administrative fee. This contract applies
to the years ending
03.01.06.4
MOTION. It was moved and seconded to
approve the Goldklang, Cavanugh
& Associates audit contract for the terms ending
LANDSCAPE ISSUE AT
4284 S. 35th (Court 15)
Mr. Arehart requested the Board discuss his variance issue involving his property at 4284 in open session. With no objection, a lengthy discussion was had about the Co-owner's failure to follow the Glen’s procedures, up to and including Board approval, of a variance for landscape improvements. With respect to other work that has been done on the inside of the property, Mr. Patrician reminded the owner to be sure all interior work has been inspected and is up to code. It was noted that the owner did not receive the certified letter sent to him on December 7 by Legum & Norman regarding these matters. Mr. Robbins asked the owner to read the current Glen Handbook and suggested he submit two separate variances: one for landscape and one for changes to the exterior of the building unit
03.01.06.5 MOTION. It
was moved and seconded that the owner, Mr. Arehart,
bring to the next Building and Grounds meeting (January 17) a completed
variance form, signed and notarized, noting all the changes he would like the Board to
approve. The B&G Committee will then send its recommendations to the Board
for a vote at the next meeting (February 7). The motion carried (5-0-0).
B-Building redecoration
Sara Jones reported that she has inspected all the B-Building common interiors. She has gotten paint and carpet samples of items with high durability. She suggests a community committee be established to review the samples and recommend a set to the Board by April anticipating a summer installation schedule. A new Glen Co-Owner, Liz Finos (Ct 16) has agreed to lead such a group.
03.01.06.6 MOTION It was moved and seconded that the Board establish a B-Building Redecoration Task Group to complete its work by April with the charge noted below. The motion carried (5-0-0).
CHARGE: The purpose of the Task Group is to consult with B-unit Co-Owners and residents on preferences for redecoration of the B-unit hallways (carpeting and painting) in order to select a single color and carpet material that satisfy the greatest number of people, with due respect for minority opinion.
Paint and carpet material should be selected with an expected life of at least 10 years (the last redecoration was in 1995). The policy of no adornments or other items on walls or in hallways is expected to be continued, in order to maintain the appearance of the hallways over a 10-year period.
The Task Group should consult with the Facilities Manager and with Legum & Norman, who have investigated both paint and carpeting and can offer suggestions.
GUTTER REPLACEMENT
Ricky Solares gave an update on
his efforts to work with the company retained to replace the gutters in Court
9. They have yet to come back to replace the incorrectly installed gutter above
3524
To date the invoice has not been paid, pending completion of the repairs. The Board expressed concern that the lack of payment has not been a motivating factor in getting the company back on-site. The Board directed Sara Jones to notify the company they have two weeks to complete the project or all payments will be voided and another company will be secured to finish the job.
TOT
As discussed at the
03.01.06.7 MOTION It was moved and seconded that the Board establish a Tot Lot Renovation Task Group to complete its work by April with the charge noted below. The motion carried (5-0-0).
CHARGE: The purpose of the task group is to propose renovations needed to the Tot Lot in order to provide a safe play area and upgrade the circular area that previously contained a tree to provide play equipment for young children. Task group members should consult with Fairlington Glen parents of young children in making their equipment proposal
RESIDENTS’ FORUM
The Board discussed changing the current Board meeting format. A proposal to start the meetings beginning with one-half hour devoted to resident concerns was vetted. Any resident would be given a five minute allotment to discuss any topic of their choice. It was suggested that the residents should notify the Board President ahead of time in order for the Board to better plan its agenda.
03.01.06.8 MOTION It was moved and seconded that the Board begin each regularly scheduled meeting with a resident forum lasting up to one-half hour, allowing Co-Owners and residents an opportunity to comment on any topic. In addition, all items requiring Board action will have backup material sufficient to provide a basis for decision-making. The motion carried (5-0-0).
STAFFING STUDY
The Board reviewed a draft proposal for a staffing study. This document is intended to begin a conversation among the Board, interested Co-owners and staff. This follows up on one of the recommendations from last year’s Budget Work Group. Bob Patrician will lead this study. He intends to meet with Ricky and other interested parties/residents in the next few weeks to develop this process more fully. Concerns about including evaluation criteria were raised by John Fuller and the need for complete job descriptions. This will be a major undertaking this year. Dan Shapiro asked that the Board look to former members of the Budget Work Group for input on this study development and asked that the study participants represent a cross-section of the Glen.
Bob Patrician will come back with a draft charge to this group to Board for approval.
PLANNING CALENDAR
The Board reviewed the draft planning calendar. Several changes were suggested to the timing of various projects laid out for the year. Without objection, once revised, this will be posted electronically and updated as needed.
BUILDINGS AND GROUNDS
REPORT
It was noted that the Board packet did not include the most recent Buildings and Grounds minutes. Dan Shapiro will make sure to email them to all Board members. Alison Trimble will forward them to Legum & Norman for inclusion in the Board packets.
The Board asked for an update on the
CLOSED SESSION
03.01.06.9
MOTION It was moved and seconded to
go into closed session at
03.01.06.10
MOTION It was moved and seconded at
3572
03.01.06.11 MOTION It
was moved and seconded to have Sara Jones, Legum & Norman, instruct our
lawyer to write a strong letter to the owner of 3574
Next Board Meeting
The next regular Board meeting is
scheduled for
Adjourn
03.01.06.12 Motion. It was moved and seconded that the
Board adjourn at
Submitted by: Alison Burns Trimble, Secretary