Fairlington Glen
Board Meeting
Held at 4820 S. 31st Street
November 1, 2007 Draft
#2
Attendees: Bob Patrician (President); Margaret Windus
(Treasurer); Jasper Thomson (At-Large); Alison Trimble (Secretary)
Absent: John Fuller (Vice-President)
Others: Lynn House (Cardinal)
Co-Owners: Fred Hohlweg (Ct 9); Megan Huff (Ct 10)
The meeting was called to order by Bob Patrician at 7:35pm.
Residents’ Forum
No business was raised.
Minutes
01.11.07.01 MOTION
Move to approve the minutes of October 4, 2007. The motion carried 4-0-0.
President’s Items
The painting work is almost complete for this cycle (Courts
9-12). The contractor is working on rotted wood replacement. A resident survey
will be circulated once work is complete to inform next year’s bidding process.
The insurance policy with USI came due between meetings and
was approved by the President to continue coverage.
01.11.07.02 MOTION
Move to approve the insurance renewal with USI in the amount of $61,939 for
general insurance and $2,559 for Workman’s Compensation insurance. The motion
carried 4-0-0.
Electronic Voting
We have received feedback from our lawyers on how to
implement electronic voting for future proxy voting. The Resolution will be
posted on the Fairlington Glen Website and the Fairlington Glen Yahoo Group
site. Unlike previous resolutions, it will not
be mailed to each co-owner but is made available to all co-owners through
electronic means.
01.11.07.03 MOTION
Move passage of Resolution 07-2 as submitted. The motion carried 4-0-0.
Landscape
Jasper Thomson presented the landscape proposal based on
resident requests and the August Landscape Committee walkthrough.
01.11.07.03 MOTION
Move to approve the Thrive tree work proposal in the amount of $4775 and $200
for a total of $4975. The motion carried 4-0-0.
01.11.07.04 MOTION
Move to approve a contract with Environmental Enhancement up to an amount of
$5000 for fall planting to be finalized by the Landscape Committee based on the
proposal of $6881 from August 2007. The motion carried 4-0-0.
Management Report
Lynn House presented the management report. Lynn and
Margaret Windus reviewed the outstanding financial reporting issues. November
is month for gutter and downspout cleaning. Notices will be left for residents
to leave their back gates unlocked. The Board asked that staff add soil to the
depression on the side of Court 9 where sewer work was recently completed and
we used the mound of dirt for Court 10.
Closed Session
01.11.07.05 MOTION
Move to closed session for the purposes of discussing contractual matters and
personnel matters. The motion carried 4-0-0.
Open Session
01.11.07.06 MOTION
Move to open session. The motion carried 4-0-0.
01.11.07.07 MOTION
Move to approve the US Sewer and Drain base contract of October 29 in amount of
$372,110 over the course of five phases within three years to end in 2009 which
includes flexibility in the contract for adjustments and early termination and
as supplemented by additional specifications related to back fill requirements.
The first phase is set to begin on November 12 in the amount of $71,520.00. The
motion carried 4-0-0.
01.11.07.08 MOTION
Move to approve the Dwyer plumbing proposal in the amount of $25,600 for drainage
work in Court 9. The motion carried 4-0-0.
01.11.07.09 MOTION
Move to approve removal of Hemlock located at 3525 S. Utah St. in the amount of
$745 to facilitate the drain work as noted in previous motion. The motion
carried 4-0-0.
01.11.07.10 MOTION
Move to approve Capitol Services Trash Removal and Recycling Contract for
2007-2008 at $5134.66 per month subject to any increases in tipping fees within
the contract year. The motion carried 4-0-0.
01.11.07.11
MOTION Move to approve the staff wage increases for 2008 and end of year bonuses
as provided by the budget.
The motion carried 4-0-0.
01.11.07.12 MOTION
Move to adjourn. The motion carried 4-0-0.
The meeting was adjourned at 9:45pm. The next regular
scheduled meeting is Thursday, December 6 at 7:30pm. The Fairlington Glen
Annual Co-Owners meeting will be held Wednesday, November 14 at 7:30pm at
Abingdon Elementary School.
Respectfully Submitted,
Alison Burns Trimble
Secretary