(DRAFT)

FAIRLINGTON GLEN COUNCIL OF CO-OWNERS

January 8, 2009 Minutes

Held at Fairlington Community Center

ATTENDEES

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

One Glen Co-owner: Maynard Dixon (Ct. 16)

CALL TO ORDER

The meeting was called to order at 7:30pm by Bob Patrician.

Agenda Item 1: RESIDENTS’ FORUM

· Maynard Dixon reported that Court 5 is without a court representative at the moment.

· Further, he has requested that all court representatives survey their courtyards for maintenance and/or landscaping issues. In particular, protruding Comcast wires, deteriorating storm doors, and unsightly window well covers.

· A brief discussion of landscaping followed. It was agreed that re-landscaping the pool area will take priority in the Spring.

Agenda Item 2: APPROVAL OF MINUTES

1.08.09.01 MOTION
Moved to approve the minutes of December 4, 2008.

Motion passed unanimously.

Agenda Item 3: PRESIDENT’S REPORT

· The pool renovation project is on-track, in spite of uncooperative weather. Dave Sherman is to be thanked for all of his time and effort in managing this large and complex project.

· Maynard Dixon will convene the Committee on Voting Procedures, whose members will also include Paul Coelus, Lori Derkay, and Mike Hickey. Their official Charge is attached to these minutes.

1.08.09.02 MOTION
Moved to approve the formation of a Committee on Voting Procedures, as attached. Motion passed unanimously.

· In lieu of a February meeting, the Board will hold a Strategic Planning Session at 6:30 pm on Wednesday, February 4, at Margaret Windus’ home. It should be publicized to the community that there will not be a board meeting at the regular time and place in February.

· The amendment to the 2009 budget specifically prohibits use of rodenticide except in an emergency situation. We will notify our contractor, Triple S, to remove all rodent traps but to continue twice-monthly visual inspections.

Agenda Item 4: REVIEW OF ACTION LIST

Agenda Item 5: MANAGEMENT AGENT REPORT

· It might be useful if a copy of the recycling policy was circulated periodically.

· Arlington County is considering a new ART route which would run through Fairlington into Shirlington. The Arlington County Board has asked for resident input.

· So far there has been no reaction to the increase in late fees.

1.08.09.3 MOTION

Moved that the Board go into closed session to discuss and consider the personal liability of unit owners to the unit owners' association, consistent with Sec 55-79.75C

Motion carried 5-0-0.

1.08.09.4 MOTION

Moved that the Board returns to open session. Motion carried 5-0-0.

1.08.09.5 MOTION

Moved to turn case 3115 over to counsel if payment is not forthcoming within 10 days. Motion carried 5-0-0.

1.08.09.6 MOTION

Move to adjourn. The motion carried 5-0-0. The meeting was adjourned at 9:20 pm

The Strategic Planning Session will be held on Wednesday, February 4, at 6:30pm.

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

Respectfully Submitted,

Kathy Clatanoff

Minutes Jan 8, 2009

Addendum #1

FAIRLINGTON GLEN

BOARD OF DIRECTORS

January 8, 2009

FCC—3308 S. Stafford St.

1. Residents’ Forum

2. Board Meeting Minutes

Board Mtg Dec 4 08.doc

3. President’s Items (Bob Patrician)

Pool Complex Renovation

Committee on Voting Procedures 12.23.08.doc

Calendar, 2009 Planning.doc and Calendar, 2008 Planning Final.doc

Choosing a date for 2009 strategic planning meeting

Use of Rodenticide.pdf

4. Review of Action List (Bob Patrician)

Action List 1.2.09

5. Management Report (Terry McGuire)

Minutes Jan 8, 2009

Addendum #2

COMMITTEE ON VOTING PROCEDURES

Because of questions raised about Fairlington Glen’s voting procedures in 2008 on the proposed 2009 budget and Board election, the Glen Board of Directors is establishing a Committee on Voting Procedures to recommend policies and procedures for future budget and Board elections. The objective is to design a voting system that maximizes voter participation and minimizes administrative complexity, while adhering to legal requirements.

Fairlington Glen, like most condominiums, invests authority in an elected Board of Directors to represent the Council’s interests. Except where expressly noted in the Bylaws (e.g. election of directors, amending bylaws, removing directors, approving budget), Council responsibilities are delegated to the Board. The Board, in turn, seeks to gauge the sense of the community (e.g. committees, task groups, community forums, surveys) and factors feedback into its decision making. This committee is one form of seeking that feedback.

The Committee on Voting Procedures should consider at a minimum the following topics, working within a framework of the Virginia Condominium Act and Fairlington Glen’s “documents” (primarily the Master Deed and Bylaws). It should recommend changes to current policies and practices where appropriate.

· Review the history of budget voting, especially as it relates to amendments and the budget amendment process in Fairlington Glen.

· Review the proxy form, compare with proxies used by other condominium associations, and prepare a proposed proxy and ballots.

· Consider what might be considered appropriate and inappropriate budget amendments and recommend guidelines for Board consideration.

The Committee should consult with other groups within the Glen as appropriate in performing its work, especially the Finance Committee and the Management Agent. A report should be provided to the Board by May 15, 2008.

Maynard Dixon, who also chairs the Court Representatives Group, will convene the Committee on Voting Procedures, whose members will also include Paul Coelus, Lori Derkay, and Mike Hickey.