Fairlington Glen Board Meeting Draft #2
May 3 2007
Members present: Bob Patrician (President); John Fuller
(VP); Margaret Windus (Treasurer); Jasper Thomson (At-Large); Alison Burns
Trimble (Secretary)
Others: Beth Cousino (Community Manager); Peter Philbin
(ReesBroome LLC); Ursula Koenig (ReesBroome LLC)
Co-Owners: Maynard Dixon (Ct 16); Tevis Smith (Ct 10);
Robert Colley (Ct 10); Fred Hohlweg (Ct 9); Kari Doyle (Ct 11)
Bob Patrician convened the meeting at 7:30pm.
Residents’ Forum
Fred Hohlweg gave the Board a signed copy of the tree
maintenance agreement between the Glen, Meadows and Arlington County for the
Quaker Street trees and photinia bushes which were installed three years ago
along the outside perimeter of the property.
Maynard Dixon asked for a Board member to come to the next
CRG meeting to talk about the importance of getting co-owner contact information
for the purpose of getting proxies in for the annual meeting and the By-Law
changes.
Robert Colley relayed the most current news about his
on-going problems associated with his sewer access point.
Minutes
03.05.07.01 MOTION
Approve the minutes of April 5, 2007. The motion carried 5-0-0.
President’s Items
03.05.07.02 MOTION
Move to approve a contract in the amount of $44,000 to Dwyer Plumbing Corp. to
replace the sanitary sewer lateral at 4317 A-2 S 36th St. in Court
10, from the unit to the Arlington County sewer line located on 36th
Street, and for an additional amount to be approved by the President to
replace the broken entry pipe at the inside cleanout. The motion carried
5-0-0.
03.05.07.03 MOTION
Move to pay initial cleanup expenses at 4219 S 36th St in the amount
of $2,097.42 in connection with a sewer backup on April 15, 2007. The motion
carried 5-0-0.
03.05.07.04 MOTION
Move to supplement the basketball court contract with Bishop’s Tennis to repair
cracks that have appeared in the single tennis court for an additional amount
to be approved by the President not to exceed $600. The motion carried 5-0-0.
Pool Update
Kari Doyle gave an overview of preparations for this coming
pool season. The Pool Committee has met and approved the hours for the season.
(They will be published in the Glen Echo as the season progresses.) There were
some plumbing problems in the bathrooms which required replacement of some
pipes and fixtures. It was agreed we would ask World Pool to perform all the
closing activities associated with winterizing the pool at the end of the
season.
03.05.07.05 MOTION
Approve the Pool hours as submitted by the Pool Committee and the policies
therewith. The motion carried 4-0-1.
Treasurer’s Report
Margaret Windus discussed the need to establish an account
with Virginia Commerce Bank which will be used on behalf of the Glen by
Cardinal Management.
03.05.07.06 MOTION Move
to approve the authorization form to establish a Fairlington Glen checking
account at Virginia Commerce Bank and agree to the resolution contained in the
authorization form. The motion carried 5-0-0.
The audit has been received and there is a recommendation to
make the following change to clear up the Unappropriated
Members” Equity.
03.05.07.07 MOTION
Move to transfer $65,000 from Contribution to Reserves to
Replacement Reserves and to approve the 2006 Audit with this transfer subject
to possible non-material changes to the report questioned and/or proposed by
the Finance Committee. The motion carried 5-0-0.
Landscaping Proposals
Jasper Thomson presented the two landscaping proposals which
address removals and replacements for the spring. Thrive and Environmental
Enhancements have submitted bids for work.
03.05.07.08 MOTION
Approve the Thrive proposal in the amount of $3375.00. The motion carried
4-1-0.
03.05.07.09 MOTION
Approve the Environmental Enhancements proposal in the amount of $5720.00 subject
to adjustments downward for non-substantive changes (such as bushes believed to
be dead in March which are not and no longer need to be removed.) The motion
carried 5-0-0.
Jasper updated the Board on the issues involving the 9’’
caliper Zelkova Elm in Court 10 which will be cut down if not moved as a part
of the recently approved sewer line replacement. The residents will need to
move their cars for the tree work which involves bringing in a large spade to
move the tree to a nearby location within the Court.
03.05.07.10 MOTION
Move to approve the moving of the Zelkova Elm by Davey Tree in the amount
$1500. The motion carried 5-0-0.
Employees’ Policy and
Procedures Manual
John Fuller presented the draft document for review.
03.05.07.11 MOTION
Move to approve the redrafted Employees’ Policy and Procedures Manual as
presented. The motion carried 5-0-0.
Management Report
Beth Cousino presented the management report. Bid requests
on sealing and paving have gone out with an adjusted list of courts based on a
recent walkthrough. Beth spoke to World Pool about needs in Pool area and will
send out their proposals for needed work as soon as it arrives. This work will
need to be done before the Pool opens. The needs of the Tot Lot will be
reviewed with staff. Beth will report back if there are items which can not be
addressed by staff.
Variances
03.05.07.12 MOTION
Move to approve the attic renovation at 3565-B S. Stafford Street as presented
in architectural drawings upon securing the necessary County permits. The
motion carried 5-0-0.
There were two other variances presented by the Variance
Committee which were deferred until the next meeting.
Closed Session
03.05.07.13 MOTION
Move to closed session to discuss legal and personnel issues. The motion
carried 5-0-0.
03.05.07.14 MOTION
Move to open session. The motion carried 5-0-0.
Personnel
03.05.07.14 MOTION Move to approve wage rates for on-site staff as discussed and to
cover COBRA for Mr. Solares until December 1, 2007". The motion
carried 5-0-0.
03.05.07.15 MOTION
Move to adjourn. The motion carried 5-0-0.
The meeting was adjourned at 9:57pm. The next regularly
scheduled meeting will be held Thursday, June 14
Respectfully submitted,
Alison Burns Trimble
Secretary