Fairlington Green Association ANNUAL MEETING OF THE COUNCIL

Fairlington Green Association ANNUAL MEETING OF THE COUNCIL

Fairlington Green Association ANNUAL MEETING OF THE COUNCIL OF COOWNERS SEPTEMBER 26, 2018 Agenda 1. 2. 3. 4. 5. 6. 7. 8. Roll Call Administration: Proof of Notice of Meeting and Approval of Minutes Presidents Report Presentation of FY19 Budget Homeowners Forum Nomination of Directors Voting Adjournment Board of Directors and

Property Manager Jeannie Clarke, President Jenny Mitchell, Vice President Shelly-Ann Sinclair, Treasurer Ron Wishart, Secretary Mark Lansing, Member-at-Large Christie Loveless, Property Manager, Cardinal Management Group, Inc. Standing Rules for the Meeting Co-owners will please withhold questions or comments until the reports of the officers and committees are complete. Co-owners wishing to speak please raise your hands and wait until called upon before speaking. Speakers are requested to stand, give their name and address, and speak so that all can hear. Co-owners are allowed 2 minutes to make their point or ask their question. A co-owner may not speak again without permission of the Presiding Officer or a majority vote of owners present. All remarks must be germane; no personal attacks will be permitted. Please turn off all audible devices. Administration Proof of Annual Meeting Notice

Approval of September 2016 Annual Meeting minutes There are no September 2017 Meeting minutes as a quorum was not reached Special Thanks Landscaping Committee Playground Committee Pool Committee Communications Committee Tree Steward Groundskeeper What your condo fees support Reserve contributions to maintain the beauty and integrity of the Green infrastructure, including parking lots, slate roofing, fencing, masonry repair, painting, etc. Master Homeowners Insurance Policy Landscaping and mature tree maintenance, including erosion control and drainage issues Snow removal and salting/sanding Monthly water and sewer bill Sewer line maintenance 6 days-a-week trash pick up (and most holidays), weekly recycling, and monthly bulk trash pick-up 7 days-a-week pool facility (June-September) Year-round tennis court

Community Issues Above normal rainfall Undertook drainage projects and other remediating action Subpar pool company Addressed issues with management and will go out for bid for 2019 Lack of attention to detail on regular landscaping Contract going out for bid Playground removed for safety concerns Reopen for discussion in Homeowners Forum and other venues Unforeseen Expenses Drainage projects Erosion problems Extra gutter cleanings Roof repairs Rotted wood replacement Accomplishments in FY17-18 Hired full-time, onsite maintenance Replaced fences and hardware for each unit, pool, and tennis court Undertook painting and wood replacement in half the

community units Installed termite control system in common areas Installed new pool motor Added donated picnic tables outside pool Upcoming Initiatives Community communication Enhanced Green Alerts New maintenance reporting system Retaining wall replacement Significant mature tree maintenance and removal Planting 21 new trees provided by Arlington County Painting second half of community Parking lot paving and striping Sidewalk and curb replacement Large building roof replacement Quarterly gutter cleaning Treasurers Report Projected association balances as of August 31, 2018 (unaudited): Members Equity Fund: $36,313 Reserve Fund: $915,250 2019 Proposed Budget FAIRLINGTON GREEN CONDOMINIUM 2019 DRAFT Budget

GL # 30100 30171 30260 30270 50400 51000 51030 51090 51092 51110 51120 51125 2018 Projected thru 9/30/2018 2018 Approved INCOME Monthly Assessments (169) $

Late Fees Miscellaneous Income Interest Income Total Income $ 812,866 500 500 10,000 823,866 $ EXPENSES Administrative Bad Debt $ Telephone Office Expense Legal Legal Reimbursement Auditor Management Fees Management Reimbursements Total Administrative $ 600

3,000 8,000 5,300 42,840 6,000 65,740 $ 2019 Proposed 809,935 650 11,352 821,937 $ 8,000 600.00 4,553 5,702 5,300 42,083 5,907 66,239

$ $ $ Notes 843,307 600 500 Parking Pass Replacements, etc 10,000 854,407 1,000 600 4,500 5,750 5,300 43,697 6,000 66,847 Bad Debt Write Off (Attorneys still pursue) Phone Expense at Pool Vote Now handling Annual Meeting Mailer

General Matters & Collection Costs Contracted Audit Expense Based on 2% Increase Office Expense/Management Reimbursements separated 2019 Proposed Budget FAIRLINGTON GREEN CONDOMINIUM 2019 DRAFT Budget GL # 61075 61120 61140 61175 61193 61313 61311 61370 61451 61050 61150 61171 61180 61240 61250

2018 Projected thru 9/30/2018 2018 Approved Maintenance Electrical Repairs $ Engineering Pool Supplies Non-Contract Grounds Tennis Court Building Maintenance Plumbing & Sewer Maint Damage Claims Common Area Maintenance Total Maintenance $ 12,500 5,000 15,000 500 20,000 13,000

10,000 76,000 $ Contracts Cleaning Contract Pool Contract Grounds Inspection Grounds Contract Exterminator Trash Removal 3,600 24,000 6,000 55,251 20,000 34,450 $ $ 61508 Maintenance Contract 61581 Snow Removal Total Contracts $

2019 Proposed 15,000 21,457 2,000 6,000 44,457 $ 3,226 22,450 3,000 54,168 34,165 $ 77,000 85,000 18,000 238,301

31,877 233,886 $ 10,000 15,000 5,000 20,000 15,000 10,000 10,000 15,000 100,000 3,600 27,000 55,000 2,500 34,500 Notes Usually coded to 61313, needs to be broken out for exact costs Ongoing Reserve Projects need Engineering Oversight Includes Tree Work and Drainage Should be coded to Reserve Expenses

Common Element damages to units Usually coded to 61313, needs to be broken out for exact costs Could be absorbed in Maintenance Contract Could go up with new Pool Contract in 2019 Position eliminated in late 2018/2019 Could go up with new provider 2019 Renewal is only $2500 (Termite Contract) 1% increase for 2019 Maintenance service contract secured with 40-hour/week on-site support plus $ 85,000 materials 20,000 Snow Contractor not auto dispatched in 2019 227,600 2019 Proposed Budget FAIRLINGTON GREEN CONDOMINIUM 2019 DRAFT Budget 2018 Approved GL # 71010 71030

71050 71140 2018 Projected thru 9/30/2018 Utilities & Other Water & Sewer Electricity Insurance Income Taxes $ 81,430 6,000 51,000 138,430 $ $ 85,000 6,000

53,000 3,000 147,000 Notes $ 85,000 6,000 50,000 3,000 144,000 Total Expenses $ 524,041 483,012 $ 541,447 Member's Equity & Reserves Transfer to Member's Equity Account $

90000 Transfer to Reserves $ Total Reserves $ 299,825 299,825 299,820 299,820 $ $ $ 312,960 Based off of 2017 Reserve Study 312,960 Total Expenses & Reserves $ 823,866 782,832 $ 854,407

Total Utilities & Other $ 2019 Proposed Reserve Fund Contributions Essential to maintaining the financial health of the association, and the property value of the community and its common assets Every 5 years the association conducts a study of its reserve funding. Last reserve study update was completed in FY17 by Virginia law. Homeowners Forum Please raise your hand and you will be called on Nomination of Directors Jeannie Clarke Brandi Koprowski Mark Lansing Jenny Mitchell Ron Wishart Kira Yeary Write-in?

Voting If you did not vote online or by mail, or if you would like to change your vote, please cast your ballot at the back of the room Adjournment Thank you for attending!

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