Meetings >> Board Minutes

Directors Present: Kim Doermann, John Clements, Mark Fox, Elaine Clements, Elizabeth Cooley, Virginia Pfeiffer, Jennifer Savory

Others Present: Kathy Simonovich (Service First Management Inc.)

Meeting was called to order at 7:30 PM

1. Meeting Minutes

• Motion was made, seconded, and carried to approve to accept February’s minutes as is
• Motion was made, seconded, and carried to approve Amended May’s minutes.

2. Homeowner Issues

• Received complaint from Homeowner advising Board that Trugreen damaged their front yard with a mower. Referred to ARC to resolve.
• Complaint regarding damage to trash cans and missing trash can/can parts. AAA is suspected of being responsible for the damage. Service First to contact the AAA representative to express concern regarding damage and missing trash cans.
• Dispute regarding maintenance items from a Homeowner. SF advises that a mistake was made in their office and disclosure letter was sent to Homeowner at time of settlement indicating there were no violations when in fact ARC had submitted several items to Service First. Service First to send correspondence to Homeowner’s counsel.

3. Officer Reports

• President: John reported that he had interfaced with Service Management to discuss expectations of contract services. John also advised that he contact Elaine McConnell’s office in order to put his name on the County’s mailing list in order to receive pertinent information from Fairfax County. John also inquired about Neighborhood Watch programs.

• Vice- President: No report

• Secretary: Kim reviewed the action item list from last month’s meeting in order to identify which items were completed.

• Treasurer – Treasurer’s Report was included in the Agenda Package. Kim opened the floor for questions with regards to her report.
  • Treasurer made motion to add President and Vice President as signors on the Investment Account held at the Millennium Band and for checks to be requested for this account with two signatures required to withdraw any funds. Motion seconded and carried.
  • Treasurer made motion to authorize Service First to engage Goldklang and Associates to perform 1 year audit and tax return. Motion seconded and carried
  • Treasurer made motion to move $5,000 from operating account at CAB Bank and to move $6,000 from Investment Account (Millennium Bank Account) to CAB MMF Reserve Account. Motion seconded and carried.
  • Motion made, seconded and carried to appoint President, Vice-President and Treasurer to ad hoc committee to review and edit Reserve Study in order to finalize this document.

4. Committee Reports

• ARC
  • Vice-Chair Elaine Clements gave Committee Report. Indicated that ARC had met the previous week and typed minutes would be in July’s Board Agenda Package. Elaine and Virginia Pfeiffer reviewed what was covered in their meeting.
  • ARC Guidelines need to be revised to include wording regarding owner’s responsibility to maintain home and property. Chair Anna Arges to forward electronic version of Guidelines to Service First and Kathy of Service First will speak with Legal Counsel to add this verbiage.

• PRC
  • Report given by President John Clements on behalf of PRC Chair and Vice-Chair who could not attend the Board meeting. John was present at PRC meeting which took place the previous week. John indicated PRC is planning on sending out door flyers to advise residents of the new visitor parking rules.
  • John indicated that while the PRC received road work quotes a bidders meeting has not yet been scheduled.
  • Kim Doermann gave report on her research about concrete staining and reported that she and Elaine had visited a community that used the concrete stain on their fire lanes. The stain after 3 years was in excellent condition with little if any peeling. Kim advised Board that she was able to locate two local companies that offer curb staining. Board authorized Service First to get quotes from each of these vendors for both staining and painting in order for the Board to compare the benefits of each method.

• Nominating and Trash
  • Report given by Chair Mark Fox. Nominating Committee did not conduct a meeting in the past 30 days.
  • Mark initiated a discussion with regarding to publicizing the upcoming vacant Board seat held by Virginia Pfeiffer who was resigned at the conclusion of the June’s Board meeting. It was decided to include this information in the July newsletter.
  • Mark initiated discussion regarding trash violations. Elaine advised Mark of current status of violation notices. It was recommended that Nominating Committee schedule a Committee meeting in order to review and agree on an action plan to address trash violations.

• Communications
  • Report given by John Clements (member of Communications). John informed the Board that the website is 99% complete and the supplier has been paid according to the contract. Board is hopeful that the website will be operational by July’s Board meeting.

5. Financial Review

• Treasurer reported that an overage is being booked to the Reserve Account and she will interface with Service First to correct this.
• Invoices from Reese, Broom and Diaz for the month of March were provided by Kathy Simonovich. Treasurer to review.

6. Old Business

• Street cleaning work will not be performed
• Two new swings for Tot Lot 1 have been ordered and are expected in within a week.
• New Street Light proposal is still in progress.

7. New Business

• None

Regular Session adjourned to Executive Session at 9:08

After returning to regular session at 9:12, the Board voted to accept the new standard with regard to when to turn delinquent dues accounts over to legal counsel.

Meeting adjourned at 9:14 pm.