Minutes - Fairlington Mews Board of Directors

III. Approval of Minutes.

A motion to approve the minutes for the April 27 meeting was made by Gedeon Werner, seconded by Gedeon Werner. The motion was passed unanimously.

IV. President’s Report.

Gretchen Martin welcomed Stephen White as the new court representative in Court 3. She suggested that all residents get a copy of the roles and responsibilities of residents and committees with welcome packets.

V. Treasurer’s Report.

Seth Low referred the board to the treasurer’s report in board member binders.

VI. Committee Reports

A. Landscape Committee. The Landscape Committee presented its report. Members asked that residents remove weeds from patios because they reseed and self-plant elsewhere. The committee recommended that management and the board walk around the Mews to see work that needs to be done. The committee also expressed concern about the planting of inappropriate trees (particularly trees that are meant for other climates) and the planting of trees and bushes in inappropriate places.

The board unanimously approved the expenditure of $700 from the Landscape committee budget for watering new plantings during the hot weather, through July 31.

B. Recreation Committee. David Biette reported that the pool would be opening on time on Memorial Day (May 29) and that new umbrellas and stands would be purchased. The placement of the picnic table was discussed.

C. Newsletter Committee. The Newsletter committee asked for input and material from the board for the July (and future) newsletters.

D. Sign Committee. David Biette discussed the proposed design for the new parking lot signs.

The board unanimously approved spending an additional $1,000 to have the towing information placed on a separate sign, so that there would be two signs on the two posts.

VII. Monthly Financial Management Report

Discussion of the monthly report was moved to later in the meeting. The meeting was moved to the hallway because of tornado warnings in the area.

VIII. Old Business

A. Committee Roles and Responsibilities for Handbook Update. Language for the roles and responsibilities documents was discussed. Language for each committee was discussed and voted separately.

The board unanimously approved a motion by Seth Low, seconded by David Biette, to approve the proposed language for the Landscape Committee.

The board unanimously approved a motion by David Biette, seconded by Seth Low, to approve the proposed language for the Communications Committee.

The board unanimously approved a motion by Gedeon Werner, seconded by Seth Low, to approve the proposed language as revised for the Management Tasks document.

The role of court representatives was discussed, particularly regarding parking spaces in lots as well as the “secret code” to have a car towed from an assigned spot. The vote on the language for court reps was postponed to a future meeting.

B. Parking Lot Signage. It was suggested that the “dog walk” and the “fire lane” signs be redone as well.

The board unanimously approved a motion by David Biette, seconded by Seth Low, to approve the contract for new parking lot signs, to include two signs on two posts for each lot (directions and towing separate), plus the dog walk and fire lane signs.

C. Masonry Repairs. Sher Opal said that the inspection of masonry damage had been done but the final report from Seal Engineering had not been received.

IX. New Business

A. Roof Replacements for 2004. The repairs to roofs was discussed at length. Gutters were taken out of the estimate since management was going to get a separate bid for “Leafguard” gutters. Several board members suggested that bigger downspouts be used, and the board recommended copper flashing and snowguards for the length of the roof (not just above doors). Because of the cost of the slate replacement, the board agreed to defer replacing the roof on 4644-46 36th Street South (Court 4), but would keep to the replacement schedule.

The board unanimously approved a motion by David Biette, seconded by Seth Low, to allocate $71,448 to replace the slate for the next two buildings on the roof replacement schedule, with black-gray slate, copper flashing, and snow guards the length of the roof.

B. Concrete and Asphalt Repairs. The board discussed the need for concrete and asphalt repairs throughout the Mews and the need to look at how redoing all the parking lots might be done. Repairs are necessary in Courts 5, 6, 8, 10, 11, 13, 15, and the fire lane. There is no current budget or sufficient reserves to do all repairs at once.

The board unanimously approved a motion by David Biette, seconded by Gedeon Werner, to allocate $15,535 for concrete repairs for walks in the community.

The board agreed unanimously to postpone asphalt repairs until a walk-through is done to assess priorities.

C. Insurance Premium. Sher Opal explained proposed changes to the insurance policies for the Association. She explained that the deductible remains at $2,500; the amount of property coverage will be increased to take into consideration inflation, if we ever had to rebuild the community. This amount is adjusted periodically.

The board unanimously approved a motion by Gedeon Werner, seconded by Seth Low, to accept the insurance policy for next year with an increased deductible.

D. Swimming Pool Deck Replacement. Sher Opal suggested that the pool deck be replaced and requested a decision be made for the July meeting in order to have work done in the fall.

X. 2005 Budget.

Seth Low and Sher Opal presented the budget for 2005. Seth said that the 2004 budget would likely have a surplus of $2,667, but low returns on interest income could bring that figure closer to zero. He proposed an increase of condo fees of 6%. Various ways were suggested to keep costs down, including electronic communication, etc.

Seth Low pointed out the need to keep reserves up, especially when interest rates are so low.

Board members reviewed the budget in detail.

The board passed the budget for 2005 by unanimous consent.

XI. Establishment of Next Meeting. The next meeting is the annual meeting of the Council of Co-Owners to be held on June 22, 2004 at 7:00 p.m. at the Fairlington Community Center.

XII. Adjournment. The meeting was adjourned at 9:40 p.m.