Meetings >> Board Minutes

Others Present: Ed Ellis (SFMC)

Meeting called to order at 7:34 PM

1. Meeting Minutes
   • Accept minutes as corrected. Motion was made, seconded and carried to approve.

2. Homeowner Issues
   • No homeowner issues.

3. Officer Reports
   1. President
      • There appears to be a discrepancy whether invoices regarding the website were paid. Invoices needs to go directly to SFMC.
      • Unit owner had roof replaced and used an unapproved shingle color without application. The Board had requested a letter be sent to the owner but Ed indicated that a letter had not been issued. SFMC to send a notice to the owner regarding this violation.
      • E. Ellis has been asked to work with the US Post Office with regards to the acquisition of new mailboxes.
      • J. Clements advised Ed that the Directors must have the meeting packages no later than the Friday prior to the meeting in order to give everyone enough time to review the information.

   2. Vice President
      • M. Fox stated that the board needs to improve several processes. He cited examples of letters not being issued as well as miscommunication between board members.
      • D. Magnet recommends relying on the management company to handle contracts.
      • E. Ellis is not contracted to come out and discuss contracts but will, considering that there aren’t that many contracts.
      • The board shouldn’t rely on one member to handle all of the business.
      • The board is considering not engaging in any endeavors unless there are contracts.
      • Discussion of replacement of board members in April.
      • Discussion of investigating use of a new trash company.

   3. Secretary
      • G. Pinto scanned resolutions. K. Doermann proofed these and they will be posted on the website.
      • K. Doermann put down grass seed around the new front entry signs.

4. Committee Reports
   1. Architectural Review Committee
      • “Spring is Here” letter will be going out the end of February with private yard mowing information.
      • Five ARC hearings were held on 2/8, however, none of the five owners appeared for their hearing.
      • Committee did not have a monthly meeting.
      • E. Ellis will be conducting the home maintenance inspection walk thru in March.

   2. Parking and Roads Committee
      • Towing company can come in on a random basis and tow vehicles which are violating parking rules.
      • If there is a car in the fire lane, call non emergency police number and the police will ticket the car.
      • Double parking is an immediate tow.
      • Any one can report expired tags to the Fairfax County police.
      • Discussion of visitor parking guidelines.
      • Ed Ellis will be researching cost to reconnect the gazebo light and remove the old lights and meters. Ed will call the power company with regards to the meters themselves.
      • K. Doermann requesting cost estimates for both the removal of the old lights and reconnecting the gazebo lights in order to include this cost in the 2005/2006 budget.

   3. Nominating and Trash Committee
      • Call for Director candidates to go out this month.
      • E. Ellis will confirm who is up for re-election.
      • Continue to perform trash walks.
      • Trash walks will have more effect when letters are actually going out.

   4. Communications Committee
      • No report.

5. Financial Management
   • There were no legal expenditures during the month of January.

6. Contract Services
   • Discussion of snow removal company and of the point of contact for the snow removal company.
   • The landscape contract has been revised from Shenandoah. Billing will be done in 9 monthly installments from April through December and this is reflected in the operating budget.
   • Motion to have board approval for nine month payment with Shenandoah. Motion was made, seconded and carried to approve.
   • E. Ellis submitted a vendor quote to remove the 5-trunk decaying tree on Holly for $2,450. Last month the Board had voted to approve the expenditure not to exceed $2500 and instructed Ed to proceed with arranging for this work to be done. The $800 included on the quote for removal of a tree at the tot lot was not approved at this time.
   • Mason and Mason reserve study shows that tree maintenance expenses can be paid out of Reserves. The Board approved this expense being paid from reserves.
   • Ed provided a quote from Dominion paving to finish repair work on Holly Avenue as well as milling and overlay work in the amount of $59000. Ed indicated that Dominion Paving knew this quote was for budgeting purposes only and should the Board decide to perform road work this year, SFMC will get three bids as usual.
   • In a prior meeting, the Board voted to approve fire lane curb staining with a target date for this work to be prior to May 30th, 2005. The money will have to come out of operating budget instead of from the reserve account.
   • Discussion of dues increase.

7. Old Business
   • No old business

8. New Business
   • Remove the flyer from website about the new mailboxes until Ed can have a conversation with the Post Office.
   • If the dues are increased the reserve account will have a contribution of $35000 in a 12 month period. Mason and Mason said that if we keep going like this we will be in good shape or over funded.
   • The board has to figure whether they want to add or remove anything from the budget.
   • Homeowners need a 30 day notice about dues increase.
   • Tuesday, February 22nd, there will be a special meeting regarding the discussion and vote on approving the 2005/2006 budget and any resulting dues impacts.

No executive session

Meeting adjourned at 9:27