Fairlington Glen Council of
Co-Owners
Board of Directors Meeting
Minutes
September 6, 2005 (Draft)
Attendees: Mike Hahn, President; Bob Patrician, Treasurer; John Fuller, Secretary; Charlie Robbins, Building & Grounds Liaison. Absent: Paul Greenfield, Vice President.
Also Present: Sara Jones, Community Manager; Ricardo Solares, Facilities Manager; Margaret Windus (Ct. 1); Sandy Heaton (Ct. 6); Dan Shapiro (Ct. 7); Alison Trimble (Ct. 15); Ray & Marilyn Hanzlik, Recording Secretary.
Call to Order: Mr. Hahn, President, called the meeting to order at 7:30 p.m.
Approval of Minutes
06.09.05.1 Motion. It was moved and seconded to approve the August 2, 2005 Board meeting minutes. The motion carried (4-0-0).
Building & Grounds (B&G)
Mr. Robbins distributed a copy of the September 4, 2005 Washington Post article entitled Homeowners Groups Fight to Stay Afloat, suggesting that the problems discussed in the article parallel the situation in Fairlington Glen relating to spending controls and reserve fund. He recommended the article be noted in the next Newsletter.
Property and Casualty Insurance Program
Ms. Jones briefed the Board on the two premium options proposed by USI for the September 24, 2005-September 24, 2006 property and casualty insurance program and recommended Option 2, which provides the same coverage as Option 1 at lower cost.
06.09.05.2 Motion. It was moved and seconded to approve Option 2 of the USI insurance program proposal for 2005-06 at a cost of $56,114. The motion carried (4-0-0).
Recommendations of the Budget Working Group
(BWG)
Mr. Patrician reviewed four recommendations of the BWG: the institution of policies and practices for data availability and records retention; appointment of an archivist/historian for records retention; establishment of a finance committee; and, a quarterly report on replacement reserves.
It was first agreed that a Finance Committee would be established to oversee budget formulation and expenditures during the year, to be chaired by the Treasurer and appointed by the President, first seeking BWG members to serve, and then calling for volunteers. Mr. Patrician and Ms. Jones will develop the tasks and responsibilities of the Finance Committee.
Following an extensive discussion of the issue of access to financial data and records retention, it was agreed that the new Finance Committee would be given the task of determining the appropriate system and making recommendations to the Board. The issue of an archivist/ historian would be addressed later.
The Board assented to the recommendation that a quarterly report on reserve contributions and expenditures be provided by the Management Agent for review by the Finance Committee in addition to monthly reports on operational expenditures.
Community Associations Institute (CAI) Request
for Contribution
The Board discussed the request from CAI’s Virginia Legislative Action Committee for a contribution to support lobbying efforts with Virginia legislators on behalf of community associations in Virginia.
06.09.05.3 Motion. It was moved and seconded to contribute $100.00 to the Virginia Legislative Action Committee. The motion carried (3-0-1).
Old Business
Ms. Jones discussed the proposals for gutter replacement work from several contractors and recommended accepting the $7,000 bid from Affordable Quality, indicating that $10,000 is available in the budget for this contract.
06.09.05.4 Motion. It was moved and seconded to approve the Affordable Quality proposal at a cost of $7,000. The motion carried (3-0-1).
At 8:40 pm all visitors left the meeting.
06.09.05.5 Motion. It was moved and seconded that the Board convene in Closed Session at 8:45 pm to discuss a co-owner issue. The motion carried (4-0-0).
Closed Session
06.09.05.6 Motion. It was moved and seconded that the Board convene in Open Session at 8:52 pm. The motion carried (4-0-0).
Next Board Meeting
The next Board meeting will be held on Tuesday, October 4, 2005.
Adjourn
06.09.05.7 Motion. It was moved and seconded that the Board adjourn at 8:55 pm. The motion carried (4-0-0).