Meetings >> Board Minutes

Others Present: Anna Arges, Maria Crocco, Elizabeth Brugger

Meeting was called to order at 7:30 PM

1. Meeting Minutes

• Discussed corrections to minutes
• Motion was made, seconded, and carried to approve to accept last months minutes as amended, 1 abstains. Also, to keep Sapna Khatri as the official minute taker.

2. Selection of Officers

• Motion was made, seconded, and carried to approve to appoint John Clements as President
• Motion was made, seconded, and carried to approve to appoint Mark Fox as Vice-President
• Motion was made, seconded, and carried to approve to appoint Kim Doermann as Treasurer and Secretary

3. Homeowner Issues

Elizabeth A. Brugger

• She is a homeowner and is also now on the ARC committee
• From the last meeting in March, Elizabeth complained about how fellow residents were allowing their dogs to poop on her property and they were not picking up after their pets.
• Elizabeth brought forth the idea of posting signs around the neighbor informing residents about the law and the penalty for not picking up after your dog
• The signs were presented with the official Fairfax County code 41-2-6 on them
• Multiple violations the pet can be impounded
• To be discussed further in the ARC committee report

4. Officer Reports

Past President: No report

President: The positions of the chairs and vice chairs of the committees was discussed

ARC

• Chairperson is Anna Arges
• Vice Chair is Elaine Clements
• On the committee are Mary Hanson, Beth Brugger, Virginia Pfeiffer, Liz Cooley, Anna Arges, Elaine Clements and Dawn Fox

PRC

• Chairperson is Elizabeth Brugger
• Vice Chair is Pete Arges
• On the committee are Beth Brugger, Pete Arges, Anna Arges and Elaine Clements

Nominating and Trash

• Chairperson is Mark Fox
• Vice Chair is Liz Cooley
• On the committee are Mark Fox, Liz Cooley and John Clements

Communications

• Chairperson is Grant Pinto
• Vice Chair is Maria Crocco
• On the committee are Grant Pinto, Maria Crocco and John Clements

Vice President: No report. Appreciates the nomination and election

Secretary/Treasurer:

• She has comments on financial matters
• There are three accounts on the balance sheet: operating, reserves, and the investment account
• It has been six or seven months since the movement of money from the operating account into the reserve account
• The long term reserve account currently has $88,442 and the actual book reserves has $67,324
• The movement of money would cause the twenty thousand dollar gap between the long term reserves and the actual reserves to become smaller
• The bigger the gap becomes the bigger the problem will be
• The reserve account is funding from dues income.

5. Committee Reports

ARC

• Discussed the Tree Proposal
• Had a tree walk
• marked the trees that need to come down with red and the secondary trees were air marked with yellow
• The trees that are marked with yellow are the ones that will be cut down only if there is enough money in the budget
• Final draft in the new ARC guidelines along with the pooper-scooper law

- Pooper-scooper law

• Sign the resolution that will enable animal control to give warnings, violations, and tickets to those in the neighborhood that don’t respect the law
• If you see someone that violates the law you can call animal control and they can give that person a warning and inform them that if they violate they law it’s a class four misdemeanor along with a $250 dollar fine
• The cost of the signs that will be posted around the neighborhood informing the public about the law, the cost will be identified at next month’s meeting
• The only problem with enforcing the law is that the address of the violator is needed in order for animal control to warn them
• The issue of picking up the waste and throwing it into the woods was also discussed as a concern

• Estimate from Mr. Jackson’s contractor to fix the shingles on the gazebo roof was an estimate of $1625 which is $300 less than the other company
• The money for the repair will come out of General maintenance and repair
• Discussed the budget for Ground and General maintenance. This year there are less trees that need to be removed, so the re-seeding bill will hopefully be lower
• Motion was made, seconded, and carried to approve the repair of the Gazebo roof from Mr. Jackson’s contractor for the amount of $1625

• No estimate yet for the repair of two swings in Tot Lot 1
• Motion was made, seconded, and carried to approve for the replacement of swings in Tot Lot 1 with a cost not to exceed $200.00

• Had a picnic lunch with the ground maintenance crew in appreciation of the their work and cooperation
• Nets were put on the new trees in order to prevent the cicadas from ruining them
• Thanked those who came out to the community cleanup
• Once the website is up and running will want to acknowledged those who helped out
• Reminder letters for home maintenance will be sent out on June 1st, reminding them that the deadline is July 31st
• Nancy and Service First will accompany on the walk thru in early August

PRC

• Have been walking around and ticketing those cars that belong to homeowners but are in visitor spots
• There is a record of the violators and those that have more than two violations will be towed
• Also have new guidelines

Nominating and Trash

• No report

Communications

• Communications committee has finalized the buttons and sub-buttons for the website
• The website is 95% complete
• The person in charge of the website has not been paid yet
• In order to avoid a cost later on, added an extra misc. button
• 7 main buttons and the other issues it will entail
  • Administration – budget
  • ARC- ARC guidelines, color chart, and application form for change
  • Government documents- Articles of Corp., Declaration and By Laws
  • Association rules- Resolutions
  • Meeting- upcoming agenda, the board and the committee minutes
  • News from the Board- News and events
  • Misc. button- catch all button
• Will also have an alert box for important info
• There will be a post card mailed out with the new website address and informing the homeowners that the minutes can be found on the Internet. If they would still like to receive the minutes through mail they will need to request this through Service First.
• This will cut the mailing cost
• Discussion of website
  • If there should be a bulletin board where community members can communicate
• Target date for the website is to have it up and running this summer

6. Financial Management will be discussed next month

7. Contract services

Capital Reserves

• Anticipated inflation and rate of return
• Discussion of Reserve study

• Tennis court fence has been repaired
• Street light in Tot Lot 1 has been repaired
• The no parking sign that had been hit on Artery has been repaired

• No complaints
• 23 people enrolled in the individual front yard maintenance program

• Discussed the invoices from last year and how snow removal should be handled this coming year
• PRC would like a new, lower cost snow removal contract
• Keep a better eye for what is needed and what they are willing to pay for
• Discussed the changes to snow removal contracts for next year

8. Old Business

Street Sweeping

• Discussion of postponing the sweeping due to the cicada infestation.
• Wait to see how many cicada shells actually show up
• Postpone and table sweeping to next month’s meeting
• Motion was made, seconded, and carried to approve to postpone sweeping (7 in favor, 1 abstain, 1 opposed)
• Contact Nancy about billing of F & J of prep work
  • They say the prep work was done, but some stated that the initial prep work did not occur at all. Treasurer to advise Nancy to hold any invoices received from F&J.

• Replacement of street lights
• PRC to contact Dominion Electric and get the whole replacement process started again
• If the old bid stands, send it to Nancy to put in next month’s meeting packet

• If there is going to be a website why is a newsletter needed
• Mark explained that the Board previously discussed reinstating a Community newsletter because a homeowner had been distributing a newsletter that was critical of the board and it’s decisions
• Table the issue until next month

9. New Business

Asphalt and Concrete Repairs

• Discussion of bids
• Different companies have different bids
• Want to have a bidders meeting
• By next month should have a better picture of road bids, lighting, and the budget
• The fire lanes had once been extended in order for the school buses to pick up the kids in the neighborhood and not in the main street
• One of the extended fire lanes had been painted over from yellow to white
• There was a letter to permit the painting of the fire lane, but the name of the person who did it was not disclosed

• Discussed the time limit of committee reports at meetings
• Committee Meeting Minutes should be included in the Board package in order to reduce the amount of time.

• Motion was seconded
• Motion was discussed
• Motion passed with 7 for and 1 opposed to holding a special membership meeting in October of 2004.

Regular Session adjourned to Executive Session

After returning to regular session, the Board voted to advise legal council to proceed with action regarding homeowner delinquency (Item number 3 on delinquency report included in May’s Board Package).

Meeting adjourned at 10:33 pm