Fairlington Glen Draft
#2
April Board Meeting
May 1, 2008
FCC
Attendees: Bob Patrician (President); John Fuller (VP);
Margaret Windus (Treasurer); Jasper Thomson (At-Large); Alison Burns Trimble
(Secretary)
Other Attendees: Lynn House (Cardinal); Michael Childers
(Cardinal)
Co-Owners: Maynard Dixon (Ct 16); Paula Mathews (Ct 10);
Bill Boswinkle (Ct 3); Kristin Sneed (Ct 12)
Residents’ Forum
Maynard Dixon complimented the Glen and Cardinal staff for
their prompt response to an issue in Court 16. At 4300, US Sewer and Drain
needs to repair the window wells and will be asked to do so soon as the
scheduled replacement plantings will be held up until they are fixed.
Gravel needs to be picked up in alleyway between Ct 12 and
13. US Sewer and Drain will be asked to pick up as soon as possible.
Minutes
01.05.08.01 MOTION
Move to approve the minutes of April 3, 2008. The motion carried 5-0-0.
President’s Report
Bob Patrician gave a brief recap of the Community Forum on
Bylaws which was held at the FCC on April 23. Twelve co-owners were present in
addition to the Board and Pete Philbin from Rees Broome, our attorney. As of
the Board meeting, 89 residents have sent in their proxies on the bylaws.
Cardinal will help the Board Secretary calculate the owner percentage closer to
the Special Called Meeting on June 18 to assess how close we are to our goal of
75% of co-owners voting in the affirmative.
Sewer relining project
This previously approved relining project continues to move
along on schedule. Nine lines were completed in Phase II the week of April 21. It
was noted that even after extensive reviews of maps and on-site inspections, one
“new” line was discovered in Court 6 which empties into the alleyway and has
replaced an abandoned line which emptied out the front of the building. This
line will be inspected as soon as possible to see if it is relatively new (from
the 1970’s) and to assess whether it needs to be relined. Margaret Windus, who
has been managing this project on behalf of the Board, recommends that we move
Phase III work up which was scheduled in fall to begin it in June. This
rescheduling will help us manage needed plant replacements in the fall,
allowing for the ground to settle.
Variance request
The co-owners of 3519-B S. Stafford Street have requested a
variance to make changes in their kitchen. No load bearing walls are impacted.
The variance coordinator, Greg Lukmire, has approved the request.
01.05.08.02 MOTION
Move to approve the request 3519-B S. Stafford St. The motion carried 5-0-0.
Red reflector
Bob Patrician raised the issue of changing the Red Reflector
policy as listed in the Glen Handbook. The last revision to the policy was done
in 1999. Some residents (who met to discuss this issue among others at the Glen
Landscape Committee meeting held April 16th) would like the policy
to direct the landscape contractor to do nothing in front beds where a red
reflector is on display (no weeding, mulching, trimming or edging). The
consensus of Board was that a new survey should be done of the 16 households
currently displaying a red reflector and based on that input and the
recommendation of the Landscape Committee, the Board will act on revising the
current policy.
Treasurer’s Report
Bill Boswinkle presented the 2007 Audit of the Glen as
prepared by Goldklang and Associates as well as gave an overview of the
associated financial report to the community. The Glen Finance Committee
recommends the Board approve the audit as submitted. We received an all clear. We
ended the year with a $44, 286 surplus mostly attributed to one time savings in
payroll expenses ($27,000), painting contractor ($17,000), and eliminating
off-site storage costs. On the negative side, our water utility costs were
considerably higher than anticipated and also maintenance and repairs were up by
$6000.
Bill noted several bumps in the financial transition to
working with Cardinal. Our Auditor considered it necessary to write a “Communication
of material weakness”. There were noted “internal deficiencies” and 11 items required
adjusting journal entries. While this warranted a letter from the auditor, Bill
noted that adjusting journal entries happen each year.
Lynn House responded to the letter from Goldklang on behalf
of Cardinal and noted that both parties would make themselves available to the
Finance Committee to discuss.
01.05.08.03 MOTION
Move to approve the audit for 2007 as prepared by Goldklang and Associates. The
motion carried 5-0-0.
Pool Complex Design Presentation
Paula Mathews presented the Pool Complex Proposed Design as
drafted by Q-DESIGN P.L.C. in conjunction with the Glen Committee chaired by Dave
Sherman. Thanks to Dave and his committee for their many months of hard work in
preparing for this presentation. Paula introduced all the design components of
the new facility. The proposal calls for enclosing the now open area at the
entrance and creating a new staff workshop area. The current staff office will
become a storage facility, the bathroom will be upgraded and a new office area
will open directly to the back of Court 11 near the new entrance to the pool
which will now be aligned with the sidewalk running from the Court 11 parking
lot. The stairs will be eliminated. The redesigned pool area will have an
office for the lifeguard staff, an upgraded area for the pool pump and chlorine
tanks. The pool bathrooms will be renovated and made compliant with ADA
regulations. There will be an open “social” space outside the pool entrance
which may be enjoyed by Glen residents year round.
Paula commended the Board on the selection of Q-DESIGN
P.L.C. as the firm involved with developing this plan
01.05.08.04 MOTION
Move to approve the pool/maintenance complex as designed and submitted by Q-DESIGN
P.L.C. The motion carried 5-0-0.
Pool Committee News
Paula Mathews is now serving as co-chair with Kari Doyle.
Thank you, Paula!
Management Agent’s Report
Michael Childers reported that the staff has completed the
B-building basement renovations. While working on this project, the staff has
had to remove several large items which are not allowed in common areas. Some
of these items remain in the B-buildings and some are temporarily being stored
outside under a tarp in the on-site storage area. The Board directed Cardinal
to contact all B-building co-owners and remind them to claim their belongings
and contain them inside their units. Items found by staff during regular
cleaning will be removed and discarded.
We have several infestations of Carpenter bees in Court 14
and Court 16. Cardinal has received a bid for service from our longstanding
contractor, Triple S. The recommended actions by Triple S will be
double-checked with another service provider before we proceed with the
remediation.
Closed Session
01.05.08.04 MOTION
Move to closed session for the purpose of discussing contractual matters and
personnel. The motion carried 5-0-0.
Open Session
01.05.08.05 MOTION
Move to approve the painting bid from AMS Restoration services for Courts 13-16
in the amount of $41,650. The motion carried 5-0-0.
01.05.08.06 MOTION Move
to approve the bid by PSG General Contractors to remove the Pool Complex
Lattice Roof at the pool entrance in the amount of $1500. The motion carried
5-0-0.
01.05.08.07 MOTION
Move to approve bid received from Curl Pool for assorted items needed for opening
the pool (ropes, bumpers, hooks, plugs, etc) in the amount of $3858.48. The
motion carried 5-0-0.
01.05.08.08 MOTION
Move to approve bid received from Curl Pool in the amount of $25,1116.60 for a complete white coat application of both pools
and replacement of main drain. The motion carried 5-0-0.
01.05.08.08 MOTION
Move to adjourn. The motion carried 5-0-0.
Adjournment
The meeting was adjourned at 9:40pm. The next scheduled
meeting will be held on Thursday, June 5th, 2008 at the FCC.
Respectfully submitted,
Alison Burns Trimble
Secretary