Meetings >> Board Minutes

Others Present: Ron Crandell (SFMC)

1. Meeting Minutes
   • Motion was made, seconded and carried to approve the July Minutes

2. Homeowner Issues
   • Straw clogging the main flood plain, unsure if it was Centex that laid down the straw.
   • Ron to contact Centex to discuss fixing the 2 easement areas and the area on the West side of the flood plane.
   • The board appreciates D. Savory's efforts for all the extra items he is doing in the community.
   • The street light on Holly that was pushed part way over has been fixed by Dominion VA Power.
   • R. Crandell received an email from B. Keller (homeowner) asking if something could be done about the basketball backboard in the area, also the drainage and the grass in the area of the basketball court.
   • $500 was budgeted for November for a new backboard as well as a new bench to be placed by the basketball court. Ron to contact Choice Contractors to see about purchasing a bench made of a composite material and install with concrete. M. Fox to paint the ground where the bench should be placed. A motion was made, seconded and carried to approve a new basketball backboard and bench.
   • K. Doermann received a letter from a homeowner with regards to real estate signs. The homeowner was advised via mail that real estate signs are not permitted on common property. The homeowner was also advised that the directional signs permitted in the Declaration refers to community directional signs for example a sign showing where the tennis court or swimming pool or playground area is. Homeowner had contacted VDOT since the very front of the community is a right-of-way and was advised via written letter that VDOT does not permit signs on a right-of-way and that VDOT would remove and dispose of signs on a right-of-way.

3. Officer Reports
   1. President - J. Clements
      • Neighborhood is looking good and making good progress.
      • Property values are reaching the $500,000 mark.

   2. Vice President - M. Fox
      • No report.

   3. Secretary / Treasurer - K. Doermann
      • Secretary - Working on a contact sheet for the board with all the members contact information, phone number and email address.
      • Discussion of Roles and Responsibilities for each committee.
      • Treasurer - Concern of June's legal expenses, legal expenses not meeting with budgeted money.
      • $1427 dollars for legal expenses year to date is $975 over budget. All but $150 of that is due to homeowner legal expenses, which should be collected from the homeowner by the lawyer and refunded to the HOA.
      • As of the end of June there is $34,900 in the operating account which includes $12,000 of pre-collected. There is $90,036 in the reserve account.

4. Committee Reports
   1. Architectural Review Committee - M. Fox
      • ARC did not meet this month.
      • Did approve one application of a fellow board member.
      • At the last board meeting discussed disclosures and walk thrus with R. Crandell.
      • Discussion of maintenance inspection.
      • Discussion of inspection form. K. Doermann to email this form out to all Board members and can also provide a paper copy to those who want one.
      • Can not have R. Crandell do the walk thru on his own because time is running out. Board members will submit maintenance items for any home to Ron by Labor Day. Ron will then compare submitted items to his original list, verify the maintenance item and letters will need to be mailed out no later than September 15th giving homeowners 45 days to repair items.
      • Shenandoah submitted a $5,000 quote to create a very nice pathway on the East end of the North Berm to the government center. Board asked Ron to have Choice Contractors pick up 2-3 bags of gravel and spread the gravel on the existing pathway.
      • Shenandoah gave a price for tree removal for $4650. Last Fall Affordable Tree quoted $2100 to remove several trees in Tot Lot 2. Ron to contact Affordable to confirm this quote.
      • Removal of split tree with tree stump removal would cost $570. Board approved a not to exceed price of $400.00. Ron to contact Affordable to get a price.

   2. Parking and Roads Committee - K. Doermann
      • Parking Committee continues to ticket cars for visitor space violations and double parking.
      • Last month Finley looked like the best bet for $14,500 for curb staining for fire lanes and painting the parking spaces. However at 5:00 on 8/9 Finley revised their quote to $23,000 to sandblast and stain the fire lanes and sandblast and paint the spaces. K. Doermann indicated that this was far more than the budget could support and made the recommendation to have all the curbs power washed and painted for a quote of $8635.
      • Finley can come in the week of August 22nd for one half of the community.
      • Flyer will be put out twice.
      • Motion was made, seconded and carried to approve the $8635 power washing and painting on the curbs and parking spaces.
      • For curb and gutter repair on Holly Avenue from Finley would be a four day process and would cost $55,510. Holly Avenue hasn't been resurfaced in twenty years.
      • Discussion of repairs.
      • The quote from Finley for the asphalt path in tot lot 1 would cost $3,000 to resurface and extend it up to the border. This is in the budget.
      • Discussion of tot lot 1.
      • Board will vote on the Holly Avenue Road work and asphalt path to Tot Lot 1 at September's meeting.
      • Front sign light's original cost was $1500. PSE installed the wiring by mistake to the front sign and K. Doermann recommended that the Board approve a $500 payment for this work even though it was done in error. Motion made, seconded and carried to approve $500 payment to PSE for the east side front sign lighting work.
      • The Horizon Day Care Center owes the HOA $546 for snow removal from the past winter. Ron to send letter to Mr. Jackson requesting payment.
      • K. Doermann is meeting with Dominion VA Power tomorrow morning to discuss hook up of the front lighting.

   3. Nominating and Trash Committee - J. Savory
      • Letters are out inviting homeowners to fill the 2 vacant board seats and also advising of current projects underway. No responses yet.

   4. Communications Committee
      • No report.

5. Financial Management
   • No report.

6. Contract Services
   • Ron to advise Shenandoah to take more care mowing front yards especially not to hit edging in private yards.

7. Old Business
   • Homeowner with the wrong colored shingles was sent a letter to come to this meeting but did not show up
   • He will be sent a violation letter advising that there will be a hearing at 7 PM September 13th.

8. New Business
   • The aspect of having magnets for homeowners with the website address, trash collection information and phone number for Service First was discussed.
   • D. Ogilvy-Lee to look into the magnets

No Executive Session

Meeting Adjourned at 9:30