Meetings >> Board Minutes

Others Present: Ron Crandell (SFMC), Jennifer Galinski (homeowner), Emilie Castro (homeowner), Robert Slingerman (American Disposal)

1. Meeting Minutes
   • Motion made, seconded and carried to approve June’s minutes.

2. Homeowner Issues
   • American Disposal rep. Rob Slingerman attended to answer any homeowner concerns. K. Doermann asked about policy on picking up dropped trash – men are supposed to pick up larger pieces. D. Ogilvy-Lee asked about trash being flung around, drivers having negative attitude when asked to pick up left trash, pick up times are different each week. Rob Slingerman suggested that we change the rule to put out the trash the night before. E. Clements mentioned bags that are being placed behind cars are subsequently being missed. M. Fox asked about tree limbs. Tree limbs need to be no more than 4 feet long and bundled. The 2nd pick up day of the week (Thur.) furniture will be collected. Special pick up call needed for appliances. Service First will get billed and then bill homeowner for any special pick up. K. Doermann – recycling container too small to hold everything – concern about bagged recycling not being picked up. Bags are placed on top of bin will be picked up. Anything NOT in the bin will get picked up with the trash. K. Doermann asked if recycling could be picked up first to eliminate any left trash. Rob will discuss with Operations.
   • J. Galinski and E. Castro– floodlight on basketball court causing late night games and noise – kids have been out playing until 12:30am recently. 11:00pm is the county code for noise – R. Crandell will order signs to go up at tennis and basketball courts stating time, if still not followed, police non-emergency may be called. M Fox suggested speaking with other nearby associations about the trespassing to use our amenities.
   • G. Pinto sent email inquiring about minutes dated back to March which have not been submitted. March minutes never approved. April will be approved at next years’ Annual meeting. D. Lutz will send May’s minutes to G. Pinto. J. Savory will send June’s minutes to G. pinto.

3. Officer Reports
   1. President - M. Fox
      • M. Fox thanked D. Magnet, D. Ogilvy-Lee and Z. Liu for helping plant the trees.

   2. Vice President
      • None

   3. Secretary
      • None

   4. Treasurer
      • D. Lutz has yet to meet with K. Doermann regarding treasurer’s finances.
      • R. Crandell reports finances look good.
      • Grounds maintenance looks high based on fact that it was accrued over 12 months instead of 9 mo. – the budgeted amount has been corrected.
      • K. Doermann noticed prob. with Reserve Acct. – in Apr. $52,426, in May $58,356; increase of $5967. Contributions were $2916/mo. Double contribution was made to reserve, leaving Operating $2916 short. R. Crandell will look into it.
      • K Doermann asked about refund from Emery. R Crandell will follow-up.

4. Committee Reports

   Board nominated new ARC members. New members include Dawn Fox and D. Savory. Current members are M. Hanson, D. Lutz, J. Savory and M. Fox. K. Doermann says Board is excluding people who may be interested in participating. Board voted on new members nominated, all were approved. Board members were asked if anyone else was interested in joining, no other Board members spoke up. Community members are always welcome to join committees. Members nominated and approved to the Nominating Committee – M. Fox and Z. Liu.

   1. Architectural Review Committee - J. Savory
      • Z. Liu discussed Japanese beetle problem on newly planted trees. R. Crandell will get quote from Shenandoah to treat trees.
      • Discussion of new Tot Lot equipment. K. Doermann and E. Clements do not want old equipment taken down, rather fix and refurbish it. K. Doermann thinks taking down equipment will be a financial burden to community. Board responded that new equipment will be maintenance free and will meet current specs., and money is already budgeted for new equipment.
      • D. Ogilvy-Lee made motion to present situation from Rapidan to Donnie at Legacy to see if he will match Rapidan’s proposal including installation. If Legacy will match at lower price, Board approved going forth with Legacy, as originally verbally agreed upon.
      • Motion was made, seconded and approved to adopt Shenandoah’s proposal to remove piles of stump grindings and install topsoil and reseed.

   2. Parking and Roads Committee - D. Magnet
      • Fiber optic lines for FIOS being put in by Verizon’s subcontractor. All digging should remain in common areas only.
      • Sign to go up on basketball court: "No trespassing. Court is for Alden Glen Residents ONLY. Violators will be prosecuted. No play after 11:00 pm". No installation fee if we put sign up on fence of court.
      • D. Magnet will find an announcement sign for all HOA meetings of Alden Glen.

   3. Nominating - D. Ogilvy-Lee
      • D. Ogilvy-Lee discussed rat issue. Rachael from Fairfax County Health Dept has been out to Alden Glen about problem. D. Ogilvy-Lee will pick up 200 fliers from Health Dept. to deliver door-to-door discussing rat and West Nile Virus problem in our area. If any rats are seen after fliers go out, Health Dept will come out to any violator's house to discuss.
      • R. Crandell will call exterminator to come out and treat common areas.
      • R. Crandell presented proxy for trash to Board. Board members will go door-to-door with proxy to possibly change trash time. R. Crandell will mail proxies to owners not currently living in Alden Glen.
      • E. Clements and K. Doermann disagree with 7:00 pm time on amendment/ratification form.

5. Financial Management
   • No report.

6. Contract Services
   • No report.

7. Old Business
   • Moped riding on streets and sidewalks. R. Crandell handed out guidelines and will send letter to family of violator that will include moped regulation.

8. New Business
   • D. Lutz voiced appreciation to E. Clements and K. Doermann for past work on committees and Board.
   • K. Doermann voiced concern about look of community. Invested in protecting value of community.
   • Discussion about Inspection form revision. J. Savory sent revision to R. Crandell from meeting with A. Pape. R. Crandell will use form for walk-thrus.
   • Z. Liu mentioned concern about tone of meetings. Suggested a less accusatory manner to discuss issues of community.

Motion to adjourn at 10:10pm was made, seconded, and carried to approve.