Fairlington Glen Board Meeting

September 5, 2006

(Draft #2)

 

Attendees: Bob Patrician, President; Charlie Robbins, B&G Liaison; Margaret Windus, Treasurer; John Fuller, Vice President; Alison Burns Trimble, Secretary

 

Co-Owners: Sandy Heaton, Ct 6; Jasper Thomson, Ct 8; Bill Worsley, Ct 16; Alan Bow, Ct 1

 

Others: Ricky Solares, On-Site Manager; Andrew Barnes, Legum & Norman

 

Residents Forum

No discussion held.

 

The Board meeting was convened by Bob Patrician at 7:30pm.

 

Bob Patrician asked Ricky Solares for an update on the water problem reported by a resident. Ricky investigated the source of the water problem and found a hole in the outside wall was created by a contractor hired by the resident. It was explained to the resident that any holes in homeowners' walls are normally the responsibility of the co-owner to repair. Bob asked that we remind co-owners about the distinctions between co-owner and condo responsibility in this area, and we reprint here the 
statement of our legal counsel at the July Residents' Forum:  "One critical thing of which Glen co-owners should be aware, as stated by the Glen's legal advisor, Katherine McCarthy, is that under the Glen's Master Deed, the co-owner's responsibility for his/her property extends to the outer plane of the brick 
wall and the Association's responsibility is outside of that plane."

 

Minutes

05.09.06.01 MOTION Approve minutes of August 1, 2006. Motion approved 5-0-0.

 

Water Task Force Update

 

Bob Patrician updated the Board on the Water Task Force activities. A resident survey was published in the August Glen Echo. The results have not yet been compiled. The deadline for submission was September 1. More information is being gathered on the need for a comprehensive engineer survey. There is good news in that we did not have additional problems reported with the latest rain. Charlie Robbins reported on his survey of the slopes of parking lots. This may be a problem which we need to address sooner rather than later as the milling down of the asphalt may help alleviate some of the water problems.

 

Andrew Barnes reported on the status of our insurance claim from the June flooding. The adjustor has looked at 7 out of 9 properties. The estimated total damage is $14,244.28 so far. This figure is before the deductible would be applied. This is an estimate of loss, not an agreement to pay by insurer. We need to come to closure with the insurance company and notify affected co-owners, so they are able to close out with their private insurers if needed. A letter to those impacted will be sent by Legum&Norman.

 

Call for Candidates

There are three Board openings in 2007. A solicitation for candidates will be put in next issue of the Glen Echo.

 

Pool/Workshop Building Task Force Group

 

Bob Patrician reported on the formation of a group interested in investigating the renovation of Pool/Workshop. Kari Boe Doyle has agreed to lead this group. The Task Group will report on options for renovating and suggest financial options.

 

05.09.06.02 MOTION Approve the charge to Pool/Workshop Building Task Force as written. The motion carried 5-0-0. (See attached charge to minutes.)

 

Management Report

 

Andrew Barnes asked the Board to remind co-owners to keep their dogs on leash. He has received several complaints recently. Andrew reviewed the reserve expenses which have been paid out this month for JPG Painting, Dwyer, and Bishops Tennis. The carpet for the B-Buildings is on order and expected to be installed by mid-September. The major portion of our insurance was renewed for the year. Andrew noted the workman’s comprehensive insurance is up for renewal in November. We received our refund due from Verizon and it has been deposited.  Legum and Norman is still working on obtaining our 2004 state refund from Virginia.

 

Budget

 

Margaret Windus reviewed the draft budget materials for 2007 as recommended by Finance Committee. She noted the proposed increase is due to water and sewage rates in Arlington. In addition, the painting cycle for next year includes more units in Courts 9-12. The Board discussed options for reducing spending. The draft budget materials will be delivered to co-owners this week in preparation for the Budget Forum to be held at Abingdon School on Tuesday, September 20. 

 

Management Competition

 

05.09.06.03 MOTION Move into closed session for the purposes of discussing contractual issues. The motion carried 5-0-0.

 

Alan Bow, Charlie Robbins, John Fuller reported on the bids received for the next management contract.

 

 05.09.06.04 MOTION Move to open session. The motion carried 5-0-0.

 

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

 

The meeting adjourned at 9:30pm. The next meeting will be held on October 3, 2006 at 4820 S. 31st Street (next to the Long and Foster Building in North Fairlington) unless we are notified to the contrary by the Parks and Recreation Department.

 

Respectfully submitted,

Alison Burns Trimble

Secretary

Attachment


POOL/OFFICE/WORKSHOP BUILDING TASK GROUP

 

At its strategic planning meeting on June 7, the Board agreed that the buildings in the pool area are in need of substantial upgrading within the next few years.  Both the pool house and the office/workshop area are in disrepair, provide inefficient working conditions for the Glen’s maintenance efforts, and could provide significantly improved efficiency and effectiveness for the benefit of the Glen if substantially improved.  We need a new building, either as an extension of what exists now or as a replacement for the present office, work area, and bathhouses.

 

The Pool/Office/Workshop Building Task Group is being formed to plan for the renovation and/or replacement of the present buildings at the pool area. These buildings are now over 30 years old, and the associated office/workshop area has never been a satisfactory solution to our office needs, our workshop needs, or our storage needs.  It is time to move forward with constructing a configuration of buildings that will architecturally harmonize with existing buildings (if they can be retained) and will provide significantly enhanced space for all users of the area.  The Meadows has a similar initial arrangement to ours that they upgraded a few years ago by constructing an office and workshop area as part of the pool facility.  It is virtually indistinguishable from the surrounding buildings, provides generous space for work and storage, and is a model we should examine.  

 

The Task Group is to consider the following benefits that a new facility can provide:

 

  • Providing an enhanced recreational area for pool users
  • Utilizing our condo fees well by enhancing the range of activities that the on-site staff can perform and enabling work to continue in winter
  • Providing greater security for and less “leakage” of our equipment and supplies
  • Eliminating the need for off-site storage and its expense, which since 2000 has cost over $25,000
  • Enabling us to compete for a new Facilities Manager as part of transition planning as our present Facilities Manager makes plans for retirement.

The financial resources for planning and construction of the recommended facility will come from our Replacement Reserves, which at one time had considerable funds set aside for such a facility (we now consider all reserve expenditures within a unified reserve budget).  The Board regards this facility as of such great need and importance that it is willing to commit significant funds to its construction.