Meetings >> Board Minutes

Others Present: Stephen Fails, Maria Crocco, R. Grant Pinto, Anna Arges, Elizabeth Brugger

Meeting was called to order at 7:30 PM

Motion was made, seconded, and carried to change the order of tonight’s meeting. The topics of the meeting went as follows: homeowner issues, communications report, and then the meeting as it usually goes.

1) Homeowner Issues

1. Stephen Fails - Mr. Fails wanted to address the issue of letters being sent to his home. He wanted to say that if anyone had a problem with him, to address him about it, and not send a letter. He wanted to tell the board that he doesn’t want to be harassed. No specific letter was sent to his home.
2. Maria Crocco - Came to the meeting to say that she hasn’t been ignoring the letters, she has just been waiting for bids and looking around for better prices.

2) Communications

• An email was sent to all board members to look at the draft website.
• The “About Us” section on the website is suppose to contain an overview about the community. John Clements will write the article about the community and then will send it to Grant, who will then post it on the website.
• Board of Directors meeting and Committee meeting reports will be posted on the website. The minutes will be a month behind. Only the minutes that are approved by the board will be posted. The amended minutes will be sent to Grant to be uploaded onto the website.
• Information about the special meeting that will be held to vote on Proxy’s should also be posted on the website. The board should work with Ed to make sure that the language on the proxy sheet is done right.
• Discussed whether or not the website should go live now.
• Greg needs to be paid, and Grant will be the one to take over for him and he will learn all the codes on the website. Grant will need to train a minimum of one other person on how to upload information to the website.
• The board applauded the Communications Committee’s efforts.
• As soon as Greg gets his check, the website will go live.
• Kim will call Service First to make sure that Greg gets his check.
• The board agreed to provide the ARC application as both a WORD document and a PDF document. The website will be running live on approximately Sept. 1st.

3) Meeting Minutes

• Motion was made, seconded and carried to approve last month’s minutes as presented.

1. President:
   • Walked around the neighborhood.
   • Centex, Anna, Elaine, and John walked around the neighborhood to show Centex problem areas that need to be addressed by Centex.
   • John met with the Vice President, and Secretary/Treasurer to review and submit changes to Mason and Mason with regards to the reserve study.
   • There is also a search for filling the vacant board seat. John France is moving and therefore would not be a good candidate to fill the vacant seat for only a couple of months.

2. Vice President:
   • Wanted to comment on the fact that John France should not fill the vacant board seat, because of the fact that he will be moving shortly.
   • The Vice President has been continually making trash walks around the neighborhood.

3. Secretary:
   • Brought a draft of August’s newsletter and confirmed with the Board to ask Service First to mail out just the one page newsletter without the minutes since the website will be available for homeowner use on September 1.

4. Treasurer:
   • The board is $4,700 under budget.
   • Bottom line the Association is about in the same place as last month since there are still a couple of bills that have not been received but will be due such as the audit bill.
   • Haven’t paid the tree bill yet, the board is going to pay that bill after the meeting with True Green.
   • $1,500 legal bill discussed. Most of this was for Legal Council reviewing the new ARC Guidelines.
   • The swings repair in tot lot cost $176.

5) Committee Reports

1. Architectural Review Committee:
   • The committee is hoping to set up an appointment with the Post Office to walk the site with regards to getting new mailboxes.
   • Basketball backboard still needs attention. Anna requested Mark Fox turn the information he has over to her and ARC will follow up with this item.
   • There are two new locks for the tennis courts, both with the same combination. In order to get the combination you have to call Service First.
   • New Entrance Signs - 3 or 4 years ago there was an understanding that the new day care and the neighborhood would have a joint sign. Jimmy Jackson began work to build the new entry signs and was stopped by Fairfax County Inspector. Entry Sign dimensions and specifications were communicated to ARC.
   • The County says that there cannot be two names on the entry signs.
   • The gazebo roof was completed for $1,200 .
   • Did complete walk through, and there are thirty five people that will be advised of a hearing on September 20th at 6:30 pm.
   • Ed will do walk through with ARC in November.

2. Parking and Roads Committee:
   • Looking at prices for the staining versus painting of the curbs.
   • Working on bids for the concrete repairs.
   • Roads have been marked with sub-base failure and full depth repair.
   • The new light posts, 33 of them, would cost $71,205.11. The maintenance fee would cost about $3,600 per year. The new lights would consist of a whole new electrical system.
   • The board would like to know the terms of the contract.
   • Discussion of lights, cost, and maintenance.
   • PRC and the board motion to proceed to the next step of having new lights installed.
   • Once the contract for the lights is signed, they will start construction in six to eight weeks, and the work would take about four days.
   • Unanimous decision to proceed with the next step of the process of replacing the street lights.

3. Nominating and Trash:
   • The committee did not meet this month, but are continuing with the trash walks.
   • The trash problem keeps arising and the committee will continue to do walks to identify those who put their trash out too early.

• Kim would like the receipts that need to be reimbursed to be turned into her on a monthly basis, with an itemizing page, so that she can turn both the receipts and the itemization page to Service First.

• It’s about the right time to think about the snow removal contract.
• Discussion of contracting with a new snow removal company.
• The ground care company can also take care of snow removal, and can have them come to the neighborhood when they receive a phone call saying that the neighborhood needs snow removal.
• Currently, the board is not happy with True Green.
• Need to resolve the tree removal and other items TruGreen is not doing.

• Street Lights- discussed in PRC.
• Board sanction newsletter- discussed in Secretary’s report.
• ARC community picnic planning meeting is on September 2nd at 6:30 at Mark and Dawn Fox’s house.

• Special meeting notices to be mailed out at the beginning of October.
• Nominating committee should have draft special meeting mail out package ready at September’s meeting for review.
• Pooper Scooper signs – wording has been sent to Ed in order to get prices.
• The president needs to make the room reservations for the meetings at the government center for next year...
• Discussion of changing the meeting to the second Tuesday of the month instead of the third Tuesday so that Ed can make the meeting.

Meeting adjourned at 8:50 pm