Meetings >> Board Minutes

Others Present: Ron Crandell (SFMC), Bill Gorodnik

1. Meeting Minutes
   • Motion was made, seconded and carried to approve last months minutes

2. Homeowner Issues
   • Homeowner B. Gorodnik had received a maintenance letter advising that the front door/storm door were an incorrect color. Homeowner advised that this color was approved by the ARC in 2004. E. Clements to confirm and get back with Mr. Gorodnik.
   • Discussion of Inspections

3. Officer Reports
   1. President - J. Clements
      • President needs to reserve next year’s meeting space at the government center.
      • Discussion of meeting day – try to remain the 2nd Tuesday of each month.
      • President has talked to a lot of people in the neighborhood and realizes that the majority of the work for the community is done by those on the board and committees

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

   3. Secretary / Treasurer - K. Doermann
      • Secretary- The board should amend July's minutes to reflect the correct date of the meeting.
      • Motion to reconsider July's approved minutes. Motion was made, seconded and carried to approve the date change for July's minutes.
      • Treasurer - No Report.

4. Committee Reports
   1. Architectural Review Committee - E. Clements
      • New chair is E. Clements
      • ARC recommendation to the Board to purchase black CBU mailboxes
      • Motion made, seconded, and carried to purchase and install new black mailboxes for $11,459.00
      • Affordable Tree estimate to take down Tot Lot 2 trees, 4 Bradford Pears, 1 Maple by 3 Pin Oaks, 1 Cherry is $9,335
      • Motion was made seconded and carried to engage Affordable Tree to perform tree service.
      • R. Crandell has put an ad in the Washington Post advertising the community yard sale for Saturday 9/17.
      • Discussion of calling a charity on the day of the yard sale to pick up leftovers.
      • The board decided not to call the charity company, and J. Clements will go around the day of the yard sale to inform homeowners that there will be no charity company coming to pick up the leftovers.
      • Fairfax water came out and took care of the water meter man holes throughout the entire community. A thank you letter has been sent.
      • $1,925 is the cost of the seven concrete pads for the new mailboxes. Mr. Lutrell will pour the concrete. Motion was made, seconded and carried to approve this work.

   2. Parking and Roads Committee - K. Doermann
      • Last month the board postponed approving the Finley estimate for full depth repair, milling and resurfacing of Holly Ave, at the cost of $55,510
      • Motion was made, seconded, and carried to approve Finely doing the resurfacing on Holly Ave.
      • R. Crandell to sign Finley contract.
      • It would cost $2500 to resurface and extend the path in Tot Lot 1. Motion made, seconded and carried to perform this work.
      • Lighting- There is a contract from Dominion Virginia Power to light the three lights in the front (the gazebo, front sign, and flood light). The contract cost is $642. PSE has indicated verbally that there will be no charge for the error of the front sign light. Last month the Board approved an additional $500 to cover a portion of this work. This money should be redirected to cover the Dominion VA Power fee and an addition approval of $142 was recommended.
      • Motion was made, seconded and carried to approve another $142 on top of the $500 to get lighting on those three lights.
      • Curb staining complete, more curb staining to be done the first week of October on Holly Ave.
      • Discussion of where homeowners will park during the Holly Ave Road work. Holly Ave will be closed from 7:00 am 9/27 until 7:00 pm 9/28.
      • Parking Lot B at the government center is open for residents to park there on Sept. 27th until the following evening.
      • Flyers about curb staining to be sent separate from the road repair work.
      • Hearing letter has been issued to a resident for repeated visitor parking violations.
      • Emery Snow Removal- Discussion of going ahead and signing the snow removal contract with Emery for this year. Special lottery day to be Feb. 12th
      • Motion was made, seconded and carried to approve Emery Snow Removal Contract

   3. Nominating and Trash Committee - J. Savory
      • E. Clements has filled the board vacancy until 2008
      • There is still one vacancy left on the board

   4. Communications Committee
      • Time to renew the web domain for the website. G. Pinto took care of the renewal and should be reimbursed for the cost. Grant to submit his expense reimbursement to SF or Kim.

5. Financial Management
   • No report.

6. Contract Services
   • Inquiry in Shenandoah contract if they offer private yard weed/feed service. Per R. Crandall, Shenandoah is willing to offer this service. ARC to put this on agenda for the Spring.
   • R. Crandell to meet with representative from Centex Homes on 9/21.
   • Choice Contractors to fix backboard and add a bench in for the cost between $500 to $550. Motion was made, seconded and carried to approve this work.

7. Old Business
   • Discussion of Tot Lot Equipment. ARC needs to work diligently over the winter so that the ARC can make a recommendation to the Board in early Spring.

8. New Business
   • Suggestion of inviting Ami Pape to an upcoming meeting in the next 2-3 months. Will give Board and committee members an opportunity to ask questions about various topics and rules.
   • Discussion of meeting with lawyer.
   • M. Fox suggested questions be run through R. Crandell to see which ones he could answer first. Give questions to R. Crandell at the October meeting. After that process, the board will discuss whether it is worth incurring the cost to have the lawyer come to a board meeting.
   • Discussions of legal questions.
   • Receipts for the lock that was welded onto the tennis court gate and copying the flyer for curb painting was submitted by K. Doermann.
   • Discussion of possibly changing the location of the elementary school bus stop from Holly Avenue to Artery Dr. near the tennis court.

At 8:37 the Board voted to adjourn to Executive Session to discuss delinquent accounts.

At 9:00 pm the Board returned to regular session. No motions were made.

Meeting Adjourned at 9:05