Fairlington Glen Council Of Co-Owners

Board Of Directors Meeting Minutes

March 1, 2005 (Draft)

Attendees: Mike Hahn, President; Paul Greenfield, Vice President; Bob Patrician, Treasurer; John Fuller, Secretary ; Charlie Robbins, Buildings & Grounds Liaison. Absent: No one.

Also present: Sara Jones, Property Manager; Ricardo Solares, Facility Manager; Dave Sherman (Ct. 1); Sandy Heaton (Ct. 6); Mary Bley , Landscape Subcommittee (Ct. 12); Alison Trimble (Ct. 15); and Pamela Sand, recording secretary.

Call to order: Mr. Hahn, President, called the meeting to order at 7:30 p.m.

Approval of Minutes

01.03.05.1 Motion It was moved and seconded to approve the February 1, 2005 Board meeting minutes. The motion carried (5-0-0).

Swimming Program

01.03.05.2 Motion. It was moved and seconded to support the Fins swimming program by letting them use the Glen pool during the 2005 season. The motion carried (5-0-0).

Stoop repair

01.03.05.3 Motion It was moved and seconded to approve rebuilding a porch stoop at 3543 S. Stafford Street by Masonry Specialist, LLC at a cost of $1,900.00. The motion carried (5-0-0).

Treasurer’s Report

B. Patrician, Treasurer, reported on the goals agreed upon by the Budget Work Group, as follows:

• Overall goal: to improve communication of Glen financial concerns to co-owners.
• Timeline: to agree upon a budget for Board review in July, followed by a community meeting in August. The proposed budget would then be mailed to the community in September.
• Procedure: to address five areas (audit, operations, reserve, contracts, comparison to other budgets); to develop questions to submit to the Board; and then to meet with the Board to address these questions.

Buildings & Grounds (B&G)

C. Robbins reported on several items of import discussed at the February Building and Grounds Committee meeting.

• Landscape Subcommittee: The B&G Committee recommends that the Landscape Subcommittee continue to report to the Board through the B&G Committee, and not directly to the Board. However, certain procedures and practices will be modified, as outlined by A. Trimble. The Board agreed to see how the changes work for the next few months.

At 8:06 p.m. M. Bley left the meeting.

• Acts of vandalism in the Glen: The Board indicated that it needs to be alerted about such incidents right away.
• Need for B&G Chairman: The Board agreed that it would be better if C. Robbins were not the Board’s liaison to B&G and the B&G Acting Chair. A B&G Chair is needed.
• Board terms: C. Robbins reported on ideas for the Board to consider. He will submit a motion at the next Board meeting. S. Jones was asked to research the Glen’s bylaws on the subject.

Sewer Relining

01.03.05.4 Motion. It was moved and seconded to approve a bid by Jed Mechanical Contractors, Inc. for relining the sewer in Court 7 at a cost of $31,100. The motion carried. (5-0-0)

Grounds Maintenance

The Board agreed that the grounds maintenance specifications should be reviewed and the 2006 contract sent out to bid.

Newsletter Survey

J. Fuller reported that only five people responded. Comments received will be taken under consideration.

Next Board Meeting

The next Board meeting will be held on Tuesday, April 5, 2005.

Adjourn

01.03.05.5 Motion. It was moved and seconded that the Board adjourn at 8:52 p.m. The motion carried. (5-0-0)