Fairlington Glen Board Meeting Minutes                    Draft #3

October 3, 2006

 

Attendees: Bob Patrician, President; John Fuller, Vice-President; Charlie Robbins, Court Representatives Liaison; Margaret Windus, Treasurer; Alison Burns Trimble, Secretary

 

Co-Owners Present; Pat Phillips (Ct 8); Jasper Thomson (Ct 8); Maynard Dixon (Ct16)

 

Others: Ricky Solares, On-Site Manger; Andrew Barnes, Legum & Norman, Management Agent

 

The meeting was called to order by Bob Patrician at 7:31pm. (The meeting was held at 4230 S. 31st Street, a new location due to Community Center renovations.)

 

No one spoke during the Residents’ Forum time offered.

 

Minutes

03.10.06.01 MOTION Approve Glen Board meeting minutes from September 5, 2006 as drafted. The motion carried 5-0-0.

 

Finance Committee Report

Margaret Windus reviewed the ideas for increasing revenue and/or decreasing costs which the Finance Committee debated over the course of preparing the recent budget.

(The list is to be found at the end of the minutes.)

 

03.10.06.02 MOTION: Approve referring the ideas for revenue enhancement and cost reduction and refer to appropriate Glen Committees for feedback within the next three (3) months. The motion carried. 5-0-0

 

 

Building and Grounds Committee Report

Maynard Dixon reviewed the new charge to the Court Representatives Group prepared by Carol Goodloe in consultation with other B&G members and based on ideas proposed by Bob Wilson and Maynard Dixon. (See charge at the end of minutes.) Maynard will work with the Court Representatives and prepare an introduction of the group and its responsibilities for the November Glen Echo. Bob thanked Maynard for his willingness to chair the Court Representatives Groups.

 

03.10.06.03 MOTION Approve the charge for the Court Representatives Group (CRG). The motion carried 5-0-0.

 

Closed Session

 

03.10.06.04 MOTION Move into closed session for the purpose of discussing contractual matters. The motion carried 5-0-0.

Open Session

 

03.10.06.05 MOTION Move into open session. The motion carried 5-0-0.

 

Management Agent Contract

John Fuller reviewed the process undertaken to renew our management agent contract. The Management Contract Committee recommends the Board approve the bid from Cardinal Management Group, Inc.

 

03.10.06.06 MOTION Move that the Board approve negotiating with Cardinal Management Group, Inc., a management contract for one year beginning January 1, 2007, with options at agreed-upon prices for years two and three. The motion carried 5-0-0.

 

President’s Report

 

Water Task Force:     The water survey results have not been compiled. Bob will follow up with Suzie Peetros who has the data. Bob met with Curt Schwarz (Ct 9) last Saturday and walked the entire property in preparation for meeting with representatives of several drainage companies to get bids on what work we might need done to improve drainage in specific problem spots.

 

Insurance Claim: Legum & Norman is in receipt of our insurance claim reimbursement money from the June flooding event for the first part of the total damages. John Fuller worked with the data and developed a proportional distribution for the affected co-owners who submitted claims within the defined claim period. Legum and Norman will send checks and letters to the residents involved. Upon certification of completed work, residents will receive a second and final payment for damages.

 

03.10.06.07 MOTION Approve the distribution of insurance claim monies to affected co-owners with verified claims as noted in the spread sheet developed by John Fuller. The motion carried 5-0-0.

 

Staffing Study:  Bob reported on the status of this study. The creation of the new Maintenance Committee and the upcoming change in Management Agents has led to a different approach for future efforts.

 

Treasurer’s Report

Margaret gave a brief review of the minor changes made to the budget packet since our last meeting. The final budget packet will be mailed out by Legum & Norman on or about October 9. There was discussion about how to handle a second proxy notice should the Board receive amendments to the budget.  Any amendments are due by October 25. Marge Angelo (Ct 8) has agreed to help the Court Representatives with the proxy collection process.

 

03.10.06.08 MOTION Approve the final budget packet as presented. The motion carried 5-0-0.

 

Landscape Report

Alison Burns Trimble gave her final report as Landscape Chair. Fred and Linda Hohlweg will be taking over the Landscape Committee duties for the coming year.  Alison presented the Davey Tree bid for communal tree work based on the August walkthrough and the notes taken by the Water Task Force group. The fall planting proposal from Environmental Enhancement was also presented.

 

03.10.06.09 MOTION Approve the August 23 Davey Tree bid (for communal work only-nothing marked patio) in the amount of $8430. The motion carried 5-0-0.

 

03.10.06.10 MOTION Approve the September 27 bid from Environmental Enhancements in the amount of $3074.00. The motion carried 5-0-0.

 

Leyland Cypress issue: The Quaker Lane and King Street border of Leyland Cypress is in decline due to a seridium canker. We have a bid from Davey Tree in the amount of $4810 from June 27. This bid is for selectively pruning out the limbs of the affected Leyland’s. (It also includes some small removals and staking up select trees.) The Board has heard from several residents that this might not be the best way to spend our limited tree funds as the canker is incurable at this time. There is a fungicide available to help control the disease. The cost of each application runs between $800 to $1500 with VA Tech recommending that the affected trees be sprayed each month between April and October. There have been concerns raised as to spraying fungicide in close proximity to residential areas.

 

03.10.06.11 MOTION Table the Davey Tree Leyland Cypress bid until next month in order to get more feedback from impacted residents in Courts 1 through 8. The motion carried 5-0-0.

 

Management Report

Andrew Barnes reported on the status of outstanding contracts. Empire Carpet has completed the B-Building installations and is working on touch-up painting where needed. Ricky and Andrew will review each B-Bldg before the final payment is made to Empire. Pat Phillips asked that Court 8 be added to the list in need of touch-up painting and repair. Jasper Thomson asked that Empire reattach the banister along the staircase in his unit.

 

Andrew is holding the final payment to Middledorf  Property Services for exterior painting pending hearing from Jim Hewitt that the necessary repairs have been made.

 

Adjourn

The meeting was adjourned at 9:26pm.

 

03.10.06.12 MOTION Move to adjourn. The motion carried 5-0-0.

 

Respectfully Submitted,

Alison Burns Trimble, Secretary

 

 IDEAS FOR INCREASED INCOME OR REDUCED EXPENSE

(Brainstormed by the Glen Finance Committee, 2006)

(Below reflects referrals by Board, 10/3/06)

 

 

INCREASED INCOME

 

  • Charge a fee at closing for new buyers, as some condos are doing.  Referred to Treasurer for consultation with other Fairlington villages.
  • Sell pool memberships to outside people (done for an entire condo by North Fairlington).  Referred to Pool Committee.
  • Sell individual guest pool passes (at gate or in coupon books at a reduction) for guests of Co-Owners.  Referred to Pool Committee.
  • Institute nominal (perhaps $25) party charge for parties of more than 8 people.  Referred to Pool Committee.
  • Sell tennis court privileges to the Quaker Lane courts to outside people (ditto North Fairlington).  Rejected as unenforceable.
  • Amend the By-Laws to allow significant late fees (range is $25-$32 elsewhere in Fairlington, where By-Law changes have been made).  Do as part of By-Laws revision.

 

 

 

 

REDUCED EXPENSE

 

  • Reduce plantings budget and allow Co-Owners to plant around their units within guidelines provided by the Board, at their own expense.  Referred to Landscaping Committee for implementation proposals (budget already reduced by $3,000).
  • Do not carpet B-Building basements; remove old carpeting and paint the floors

      (This has the advantage of not having carpet below ground level). Previously

      agreed to by Board for implementation in 2008.

  • Do not replace the truck when present truck expires and pay a mileage rate for staff to use their own vehicles for needed trips to Home Depot.  Alternatively, buy a used truck instead of a new truck.  Referred to Maintenance Committee.
  • Do not paint aluminum/vinyl window surrounds even where they have been previously painted.  Experimented with this year in Cts. 5-8.  Continue experiment next year in Cts. 9-12.  Done in 2007 budget proposal.
  • Have on-site staff handle rotten wood replacement each year in the courts that are to be painted and before the painters arrive.  Referred to Maintenance Committee.

 

 

 

 

FAIRLINGTON GLEN

COURT REPRESENTATIVES GROUP

 

The Court Representatives Group (CRG) serves as the primary communication link between Co-Owners and residents and the Board of Directors.  The CRG serves as a forum for interchange and communication at the local court level and deals with tasks that are best performed on a court-by-court basis.  The CRG is chaired by a Co-Owner and is comprised of a representative and/or alternate (Co-Owners or residents) from each of the 16 courts.  The CRG will have the following functions:

 

·�   Welcome new residents to the court

·�   Transmit information from the Board to court residents

·�   Transmit suggestions from court residents to the Board

·�   Survey court residents as requested by the Board or other committees

·�   Secure proxies for the Annual Meeting

·�   Check for rules violations

·�   Inform residents of and remind them of Glen policies

·�   Monitor the physical upkeep of the court

·�   Prepare monthly “walk-through” reports of maintenance problems concerning the buildings and grounds, and report such problems to the appropriate Glen committee or maintenance personnel

·�   Notify the management agent of items requiring immediate action

·�   Respond as requested by the Variance Coordinator on variance issues

      where consensus had not yet been achieved

·�    Coordinate with other groups or individuals on court issues