FAIRLINGTON GLEN
COUNCIL OF CO-OWNERS
March 5, 2009 Minutes
Held at Fairlington
Community Center
ATTENDEES
Robert Patrician, President; John Fuller, Vice President;
Margaret Windus, Treasurer; Kathy Clatanoff, Secretary; Terry McGuire (Cardinal
Management). Jasper Thomson, At-Large was not present
One Glen Co-owner: Maynard Dixon (Ct. 16), FCA President Sam
Anthony. Carol Goodloe joined the
meeting at 8pm
CALL TO ORDER
The meeting was called to order at 7:30pm by Bob Patrician.
Agenda Item 1: RESIDENTS’ FORUM
·
Sam Anthony introduced himself and reminded the
Board that the Fairlington Citizens’ Association (FCA) is a valuable link
between the Fairlington community and Arlington County. Margaret noted that the FCA had approached
the County concerning increases in the cost of water.
·
Maynard Dixon thanked the Board for pursuing the
list of maintenance and landscaping issues and violation compiled by the court
representatives. When the committee
meets later this month, they will work up a standard form for reporting.
·
Maynard also reported that the voting procedures
committee has been meeting, and is making great progress. They hope to be ready to report back to the
Board by April.
Agenda Item 2:
APPROVAL OF MINUTES
3.05.09.01 MOTION
Moved to approve the minutes of January 8, 2009.
Motion passed
unanimously.
3.05.09.02 MOTION
Moved to approve the minutes of February 4, 2009, as amended.
Motion passed
unanimously.
Agenda Item 3:
PRESIDENT’S REPORT
·
The initial contract proposal from Comcast would
have paid the Glen $200 per unit ($70,400), but required the Board to engage in
a significant amount of exclusive marketing on Comcast’s behalf. The current proposal will pay the Glen $25
per unit ($8,800) but will not involve marketing beyond inclusion of Comcast
information and installation guidelines in each resale package. Comcast has also agreed to conduct
maintenance on existing lines.
·
The Committee on Voting Procedures was discussed
during the Residents’ Forum.
·
The regular April meeting date will be moved to
Wednesday, April 8 - new date to be announced in the Glen Echo.
Agenda Item 4: TREASURER’S
REPORT
·
Work on the pool continues to progress, in spite
of the uncooperative weather. A
punch-list walk through is currently scheduled for March 16.
·
The following five (5) motions, 3.05.09.03 through
3.05.09.07 were each moved, seconded, and approved unanimously:
3.05.09.03 MOTION
Move to confirm
approval of Johnson Building Corp. change order #1 in the amount of $5,181 to
rebuild the bathhouse entrance wall.
3.05.09.04 MOTION
Move to approve
Johnson Building Corp. change order #2 in the amount of $13,396.34 to replace
concrete outside the bathhouse entrance, install a drain outside the bathhouse
entrance, replace rotted decking on the bathhouse roof, install copper
grounding rods outside the staff office, and miscellaneous other changes.
3.05.09.05 MOTION
Move to confirm
approval of the purchase of 60 feet of roof ridge vent for the pool complex
roof from Castle Metal Products at a cost of $1,543.
3.05.09.06 MOTION
Move to approve the
purchase of Gladiator equipment for the pool complex workshop from Sears in the
amount of $4,037.02 and up to 1,000 for guardhouse and staff office
furnishings.
3.05.09.07 MOTION
Move to approve the
2008 audit as submitted by Goldklang, Cavanaugh and Associates with non-substantive changes as provided
by the Finance Committee.
Agenda Item 5:
LANDSCAPING
·
Carol Goodloe joined the meeting, coming
directly from the airport, to present a proposed policy on red reflectors
(attached). After some discussion, it
was agreed that Carol will act as primary contact with Glen residents and
collect the forms. After the April 15
deadline, she will turn the forms over to the Management Agent (Terry) who will
maintain them and ensure that the landscape contractor understands the policy.
3.05.09.08 MOTION
Move to approve a new
red reflector policy as presented by Carol Goodloe and amended.
Motion passed
unanimously
·
Thrive presented an estimate of $1665 to remove
a tree from the area behind courts 6 and 7.
The tree is sitting directly over the sewer line, which is scheduled for
relining, and it probably responsible for the backups which have occurred in
that location. Thrive also presented an
estimate of $270 to “nourish” the trees affected by the pool construction.
3.05.09.09 MOTION
Move to approve a
proposal from Thrive in the amount of $1,665 to remove a tree in the Court 6-7
alley in order to reline the sewer behind 4162 S. 36th St.
Motion passed
unanimously
3.05.09.10 MOTION
Move to approve a
proposal from Thrive in the amount of $270 for a second nutrient treatment of
the trees near the pool complex renovation project.
Motion passed
unanimously
·
Bob has developed a proposed charge to the
landscaping committee (attached). Formal
approval of this charge will be deferred pending review by the committee and
its Chairperson once these are established.
·
Will Smith has been invited to the April Board
meeting to present the proposed scope of work for the landscaping contractor. He has been asked to circulate the proposal
to the Board in advance of that meeting.
·
A representative from the landscape contractor
will also be invited to attend. At that
time, we can discuss both the scope of work and a reasonable process for ensuring
that it is followed.
·
The “opt-out” policy suggested by Will and
Regina Smith was discussed. It can be
publicized this year, although it would not take effect until 2010. The current policy is to use no pesticides in
2009, so there is nothing to opt out of until next year. The Board agreed that
an annual form similar to that used for red reflectors would be used by
those wishing to opt-out in future years; the form should be retained by the
Management Agent.
·
The Landscaping Calendar of Events (attached)
was discussed. It is very useful to have
a visual such as this to track landscaping. Maynard asked that he be given
advance notice of any walk-throughs, in order to publicize them to the affected
courtyards.
Agenda Item 6:
MANAGEMENT AGENT REPORT
·
The concrete in the alley behind courts 6 and 7
will be replaced as the sidewalk repairs and replacement is completed, rather
than combining with the pool work.
·
Investigations into e-voting should be completed
soon. It was suggested that the Management
Agent look at the experience of North Fairlington, who have begun to use a
system for electronic voting.
·
A group of small late fees was written off at
the end of 2008. We will monitor the 1st
quarter of 2009 to see if any of the same residents re-appear on the list.
3.05.09.11 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 unanimously.
3.05.09.12 MOTION
Moved that the Board
returns to open session. Motion carried unanimously.
3.05.09.13 MOTION
Moved to turn cases 2006
and 3016 over to counsel if payment is not forthcoming by the March due date.
Motion carried unanimously.
3.05.09.14 MOTION
Move to adjourn. The
motion carried unanimously. The meeting was adjourned at 9:15 pm
The next scheduled board meeting will be held on Wednesday, April
8, at 7:30pm.
Respectfully Submitted,
Kathy Clatanoff
Minutes March 5, 2009
Addendum #1
FAIRLINGTON GLEN
BOARD OF DIRECTORS
March 5, 2009
7:30 pm
FCC—3308 S. Stafford
St.
1. Residents’ Forum
2.
Board Meeting Minutes
Minutes
January 8, 2009
Minutes
February 4, 2009
3.
President’s Items (Bob Patrician)
Comcast Update
Committee on Voting Procedures
4.
Treasurer’s Report (Margaret Windus)
Pool Complex Update
Johnson Change Order 1
Johnson
Change Order #2
Roof
Ridge
Workshop
Audit
Report
5. Landscaping (Bob Patrician)
Red Reflector Policy (Carol
Goodloe)
Removal of Ct. 6 Alleyway Tree
Tree
Nutrient Pool Complex
Landscape
Committee Charge
Calendar of
Events.Fairlington Glen
Rejuvenation
Pruning
6. Management Report (Terry McGuire)
Violations List
Action List
Minutes March 5, 2009
Addendum #2
LANDSCAPE COMMITTEE
The objective of the Landscape Committee is to assure that
the Glen’s landscape is maintained in an attractive, high quality manner that
is environmentally sensitive and complements the entire community. In furtherance of this objective, the
committee:
· Guides the implementation of long-range landscape
plans for the improvement of the common areas (all areas except those within
patios)
· Proposes standards to the Board for landscape
maintenance of the common areas
· Works with the management agent and
contractors in planning landscape work throughout the year
· Monitors the implementation of landscaping
efforts, and
· Communicates regularly with the community
about landscape efforts.
The committee
holds regular open meetings and also reaches out to the community in other ways
(e.g. GLEN ECHO articles, e-mail, distribution of notices, coordination with
Court Reps) to hear the views of co-owners and keep them informed of landscape
activities.
The committee
works closely with the Board to implement landscape policies and recommends
policy changes. While the committee
facilitates discussion of policies and practices, it is the Board that is
ultimately responsible and to whom residents should turn when differences of
opinion or problems arise. The Board is
open to all views, and will make decisions based on what is appropriate in a
condominium environment with jointly-owned common areas.
Minutes March 5, 2009
Addendum #3
FAIRLINGTON GLEN
2009 PLANT BED WAIVER
FORM
All residents may plant annual or perennial type blooming
plants (excluding vegetables, fruits, mint, bamboo) within common front or side
beds, provided the borders of the bed are not extended. The landscape contractor cuts the plant beds
to delineate them from the lawn area and to prevent damage to flowers by
mowers.
Residents may assume responsibility for maintaining front or
side beds. They must agree to do the
weeding, feeding, mulching, and pruning for all the plants (annuals,
perennials, and shrubs) in the bed. The
landscape contractor can be requested to prune tall shrubs or trees that are
reachable only with a ladder. This form
must be completed every year and be on file by April 15.
The responsible party:
·
Will install a red reflector in the bed.
·
Will
weed, feed, water, prune, and deadhead the flower bed regularly.
·
Will not
install any invasive plants including but not limited to English Ivy.
·
Will
comply with Glen policies in using any pesticides.
·
Will
mulch with materials similar to those used by the Glen contractor.
·
Understands
that the Glen Board of Directors reserves the right to assume responsibility
for any improperly maintained beds.
PLEASE PRINT
Name of Resident(s): ______________________________________
Co-owner/Tenant
(circle one)
Address:
__________________________________________ Court # _____________
Phone Number:
________________________________________________________
I/we agree to follow
the regulations described above.
_____________________________________________________
Signature and Date
Please return by April 15 to
Carol Goodloe
4343 S. 36th Street
Minutes March 5, 2009
Addendum #4
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CALENDAR
OF EVENTS
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FAIRLINGTON
GLEN - 2009
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Jan
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Feb
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March
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April
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May
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June
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July
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August
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Sept
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Oct
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Nov
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Dec
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Mowing/Trimming/Blowing
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26x
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1ST
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10TH
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Edging
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17x
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1ST
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10TH
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Aeration
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1x
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15TH
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15TH
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Overseeding
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1x
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15TH
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15TH
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Turf
Fert./Natural Turf Weed Control
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3x
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Crevice
Control
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8x
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1ST
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30TH
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Liming-Optional
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1x
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1ST-30TH
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Weed
Control Beds
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8x
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1ST
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30TH
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Mulching-Spring
& Touch up Key areas Fall
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1X
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1ST
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15TH
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Bed/Tree
edging
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1x
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20TH
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1ST
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Tree
Pruning
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1x
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1ST
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30TH
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Shrub
Pruning
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3x
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Tree/Shrub
Fertilization Application
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1x
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1ST
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15TH
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Insect
Inspection
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7x
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Leaf
Removal includes Oak Pollen C/U
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3x
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Spring
Clean Up
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1x
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1ST-31ST
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Notes:
1st leaf removal will be completed between October 20th - November 5th.
2nd
removal will be 3 weeks after first removal before Thanksgiving –
3rd
removal between December 15th and the 20th before Christmas.
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