Draft #2

Fairlington Glen Board Meeting

March 1, 2007

4820 S. 31^st Street

Members Present: Bob Patrician (President), John Fuller (Vice President), Margaret Windus (Treasurer), Jasper Thomson (At-Large).

Member Absent: Alison Burns Trimble (Secretary)

Co-Owners Present: Maynard Dixon (Ct. 16), Fred Hohlweg (Ct. 9), David Aylesworth (Ct. 4).

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

Residents’ Forum

Fred Hohlweg, new Landscaping Committee chair, introduced himself to the Board, noted the spring walkthrough scheduled for March 10, and stated that he had received a number of landscaping requests on the form published in the February GLEN ECHO. He and his wife Linda did a personal walkthrough to review the requests.

Maynard Dixon noted that the new maintenance report form used by court reps can be sent via computer or filled in by hand. Ricky Solares and/or Beth Cousino will send annotated report forms back to Maynard each month (and possibly to court reps in the future).

Board Minutes

01.03.07.01 MOTION Approve the minutes of February 1 2007 as submitted. The motion carried 4-0-0.

Bob Patrician reviewed questions about the content of Board minutes. It was agreed that minutes on our website should consist of the last three calendar years plus the current year, that minutes should be circumspect, and that exhibits should be used when important for historical records. In some circumstances, it may be appropriate to include only unit addresses, not Co-Owners’ names.

He also called members attention to the updated 2007 planning calendar.

President’s Items

Bob Patrician reviewed steps taken during the recent snow/ice storms and said this topic would be addressed as part of his President’s Note in the March GLEN ECHO. He pledged to continue to meet snow challenges as they come, noting that we do not control the weather. He spoke about a meeting he had attended of Ct. 10 residents and the desire of the Board to use court representatives more fully as a conduit of information exchange between the Board and residents (in both directions). He also requested information on the recent sewer backup in Ct. 10. The study of our sewer laterals to be conducted later this month by Restoration Engineering will help us decide how to move forward on replacement and/or relining of selected sewer laterals.

On Verizon FIOS, Patrician will meet with Tracy King, representative of Verizon, and will report back to the Board. On the topic of notification for water shutoff (non-emergency), the Board agreed that normally residents will be given 48 hours notice rather than the previous practice of 24 hours. This means that Co-Owners planning plumbing work should notify Ricky Solares well in advance of their need for water shutoff. It was noted that Glen policy, as stated in “Did You Know”, requires that residents notify Ricky a week in advance of a need to shut off the water to an entire court. Finally, Board members agreed to publication of the revised “Did You Know” as an attachment to the March GLEN ECHO.

Maintenance Tasks and Reporting

At the February 20 meeting of the Court Representatives Group, Bob Wilson and Bill McShea discussed maintenance reporting concepts. Maynard Dixon chaired that meeting, which was attended by Board President Patrician. Wilson and McShea later met with a systems designer and expect feedback from him on what may be needed to move forward in this effort. The objective is to keep better track of maintenance by building and function, focusing on areas most important for tracking purposes (such as sewer lateral maintenance and gutter cleaning).

Treasurer’s Report

Treasurer Margaret Windus reported on the status of studies to be conducted by Restoration Engineering, Inc. (REI). The schedule of roof replacements will be revised after REI inspects the roofs on March 8 and discusses recent maintenance history with Ricky Solares. The Board agreed to authorize REI to move ahead with bidding for 2007 work, up to a total of approximately $200,000 from reserve expenditures. A table of 2007 Reserve Expenditure Options was presented as an overview, with commitments to be made as the year moves along.

Windus noted the material she had provided to Beth Cousino, Ricky Solares, and each Board member as background for the studies of sanitary sewer laterals, storm sewers, and site drainage issues. She displayed a County map of our sanitary sewer laterals and pointed out a relationship between many (but not all) courts with 8” County lines down the middle and a lesser incidence of sewer problems, possibly because of typically shorter laterals into buildings and better flow to the street. Planning is well advanced for site work during the week of March 26.

Bob Patrician emphasized the importance and scope of the work we need to accomplish in preparation for site work during the last week of March. There was some discussion of hours of work, and it was ultimately agreed that work would be done and appointments scheduled between 7 am and 3 pm each day. The early hours will cause some inconvenience to court residents preparing for the day, but may benefit those who work and whose basements need to be entered. We will urge residents to minimize water usage when their building is scheduled for inspection, and will notify them in advance. Beth Cousino will work with Ricky Solares on planning and scheduling sewer work that week, reducing other regular work where possible.

Finally, Windus noted the proposed Arlington County budget for the fiscal year beginning July 1, which forecasts an estimated $84 a year increase per household in water and sewer fees which, if applied to the Glen, would mean an annual increase of nearly $30,000. She will follow this closely for budget planning purposes, as new rates will take effect in May.

Management Agent’s Report

Beth Cousino noted that there are about 20 Co-Owners who have not paid for January and February. In addition to late letters already sent, the Board agreed that those still delinquent by mid-March will receive a special letter offering assistance in resolving any remaining transition issues. Regular late fees and collection procedures will resume in April, and a note to this effect will appear in the March GLEN ECHO.

01.03.07.02 MOTION Move into closed session for the purposes of discussing contracts, legal matters, and personnel. The motion carried 4-0-0.

01.03.07.03 MOTION Move into open session. The motion carried 4-0-0.

01.03.07.04 MOTION Move to approve the contract with NVM Contractors, Inc., for snow plowing services. The motion carried 4-0-0.

01.03.07.05 MOTION Move to approve the contract with Bishop’s Tennis, Inc. to resurface the basketball court at a cost of $3,950. The motion carried 4-0-0. A fifty percent down payment is required at signing and the other half at completion. Work will begin in May or June at the earliest both to assure warm weather and because Bishop’s schedule is already crowded.

01.03.07.06 MOTION Move to adjourn. The motion carried 4-0-0.

The next scheduled meeting of the Glen Board is April 5, 2007.

Respectfully submitted,

Margaret L. Windus

Acting Secretary