Fairlington Glen Board Meeting
March 7, 2006 (DRAFT #2)
Attendees: Bob
Patrician (President), John Fuller (Vice-President), Alison Trimble (Secretary)
Absent: Charlie Robbins (B&G Liaison) and Margaret Windus
(Treasurer)
Staff: April Ludtke, Community Manager,
Legum & Norman
Co-Owners: Dan Shapiro (Ct 7), Annette May (Ct 13),
Liz Finos (Ct 16),
Will Smith (Ct 9)
The meeting was called to
order by Bob Patrician at
Resident Forum:
Annette May came to the Board
to discuss her problem with a continually barking dog located next to her unit
at 3516 S Stafford . Ms. May came before the Board last April about this same
issue. At that time, she was asked to monitor the situation and contact Sara
Jones, Legum&Norman, if a letter needed to be sent to the owner. After
repeated days of howling and barking for long periods, Ms May asked a letter be
sent. This seems to have calmed the situation for a time, but now there has
been increased activity. Ms May has left many notes for the owner about the
noise. She has spoken with the owner on the other side, but they are not as
impacted by the barking. She has contacted
Minutes
07.03.06.01 MOTION Approve the Board meeting minutes from February 7, 2006 meeting. The motion carried. 3-0-0
B-Unit Task Force Report
Liz Finos reported on the
progress that has been made by the B-Unit Task Force since the last meeting.
She said the hallways have been measured for carpet, various carpet samples
have been ordered. One painting bid has been received. Based on this estimate
and some additional concerns of some the Task Force members, the $43,000 budget
may not be adequate to paint and carpet all three floors of the units. The
group is looking for savings and will have Legum and
President's Report
Bob Patrician and Margaret
Windus attended the CAI Conference held recently. Bob attended a session on issues involving
Staff Management. Margaret and Bob went to a strategic planning session. Bob
reported the conference was useful. The session raised questions for the Glen
to answer as we move forward with our Staffing Study.
The Action List was reviewed
by the Board. It was noted we should add a question about the need/desire to
increase the size of our parking lots to the planned community survey.
The Planning Calendar was
reviewed by the Board.
By-Laws Task Group
Hal Vorhies (Ct 3) and Madelyn
Johnson (Ct 1) have agreed to serve on a Task Force to begin the needed By-Laws
review.
07.03.06.02 MOTION Approve the charge to the By-Laws Task Force as written. The motion
carried. 3-0-0 (Attachment of By-Laws Charge)
Treasurer’s Report
Bob Patrician gave the
Treasurer’s report in Margaret’s absence. The Finance Committee and members of
the Board met with the Legum & Norman Comptroller on Feb 14 to go over a
list of questions on financial procedures. This was a productive meeting.
Reserve Expenditures Options
On behalf of Margaret Windus,
Bob presented a chart listing our known upcoming major capital expenditures. The
chart gave a suggested listing of priority. After some discussion, it was
decided to bring this chart up again at the next Board meeting in order to have
a full discussion of the priorities. Will Smith spoke to the capital needs of
the single tennis court. The Board instructed April Ludtke to get bids on the
sealing and striping of courts for consideration at the April Board meeting.
B&G Liaison Report
Bob Patrician gave the
B&G report for Charlie Robbins. There were two action items from the last
B&G meeting. The first item was authorizing the removal of a holly tree
located at 4205
S. 36th Street. The residents of the impacted building submitted a
letter requesting the tree be removed. The B&G approved the request. Alison
Burns Trimble met with the Davey Tree representative and received a bid for
removal and grinding of the stump along with removal of seven perimeters trees
damaged in the last snow storm and tree work in Ct 2 and Ct 9.
07.03.06.03 MOTION Approve Davey Tree for work listed not to accede $1028 pending receipt
of work proposal. The motion carried. 3-0-0
The second B&G action
item is the variance request submitted by Judy Guy (Ct 13) to allow several
large rocks to reside in her front bed. The B&G approved the request. Ms.
Guy had solicited support from her neighbors for the rocks, but the list of
names has not reached the Board yet.
Several concerns were raised during the variance discussion. First, the
request comes after the fact. The rocks have been in the bed since August.
Second, the Board has recently sent out violations letters to another owner
about having “field rocks” in the front bed. It was decided to table this
variance request until next month when the full board can discuss the matter.
Communications Report
The Board reviewed the
document “Did You Know?” which is intended to replace the “Ready Reference”.
The document will be an insert to the next Glen Echo newsletter and will then
be available on the Fairlington.org website. Several edits were made.
Review of Violations Letters
The Board reviewed the list
of violation letters with pending actions. Alison Burns Trimble agreed to check
several of the items on the list and email April Ludtke whether the situations
have been remedied.
Closed Session
07.03.06.04 MOTION The Board enter into closed
session for the purpose of discussing contractual matters . The motion carried.
3-0
07.03.06.05 MOTION The Board move into open session. The motion carried. 3-0
Contracts
07.03.06.06 MOTION Approve Environmental Enhancements Landscape Contract for one year with option to renew the current bid
of $61,000 plus an adjustment to reflect accurate application of the Glen’s “no
chemical” policy not to exceed $5000. The motion carried. 3-0-0
New Business
April Ludtke announced she will
be moving her main office to the new Legum&Norman Dulles building. Her Glen account assistant
will also be housed out of the Dulles office. This change will take effect in
two weeks. She will be on-site at least once a week. She will set up a regular
time to be at the Glen as appropriate. There will be someone at the
The next regularly scheduled Board meeting is set for
April 4, 2006
07.03.06.07 MOTION Move to adjourn at
Respectfully submitted by:
Alison Burns Trimble