Meetings >> Board Minutes

Others Present: Lisa Williams (SFMC)

Meeting called to order at 7:30 PM
The board would like to welcome Lisa Williams from SFMC

1. Meeting Minutes
   • Motion was made to approve the January minutes. Motion was made, seconded, and approved unanimously.

2. Homeowner Issues and Correspondence
   • J.Savory has noticed that there are two cars parked along Holly Ave. that are simply being used as storage. If the tags are current it is legal. The board is unsure if the tags are current.
   • A cover blew off a covered car and exposed the car's expired tags. A letter is to be sent to the owner of the car. The board can adopt a resolution that covered cars are not allowed, but first must revise the guidelines. D. Magnet to look at the guidelines.
   • Discussion of enforcement of visitor parking. Parking can never be 100% enforced.
   • Homeowner request for community directory. Homeowners should have the option to opt out of the directory. Board is not in favor of the directory. L. Williams to contact resident and let him know that the board is not in favor of the directory.

3. Officer Reports
   1. President - M. Fox
      • None

   2. Vice President - D. Magnet
      • None

   3. Secretary - J. Savory
      • None

   4. Treasurer - D. Lutz
      • None

4. Committee Reports
   1. Architectural Review Committee - J. Savory
      • The committee met and there are currently no new applications.
      • ARC is looking to add a few new colors to the color chart, and presented these colors to the board.
      • Some of the colors that are on the current approved color chart are outdated and some colors are no longer available from McCormick.
      • Home Depot currently mixes McCormick paint colors.
      • Discussion of color changes.
      • The colors that the ARC would like to add are a red, blue, green variation as well as a trim color of Ultra Pure White.
      • ARC does not want to rule out any old colors, they are only looking to add new colors.
      • Discussion of denying applications according to color scheme.
      • Discussion of homeowners changing their colors without approval from the ARC.
      • Adding of colors has been tabled until the next board meeting, where there will be a chart of the old colors and the prospective new colors.

   2. Parking and Roads Committee - D. Magnet
      • Some homeowners have been seen parking a motorcycle and a car in the same spot.
      • Homeowners have also been seen parking oversized, commercial vehicles in their parking spots.
      • The board must ticket, and if the violation has not been corrected within 48 hours, the car can be towed without being given another ticket.
      • Discussion of towing.
      • Henry’s Towing Company to send over a checklist as to which cars should be towed, if they are in violation of the parking rules.
      • L. Williams to contact Battlefield Towing as another option.
      • PRC is currently still waiting on bids for sidewalk repairs.
      • Discussion of budget for sidewalks.
      • Artery and Alden Glen are past due for crack fill and sealing.
      • Discuss of what road work is urgent.
      • Discussion of informing residents of increased towing within the neighborhood.
      • Discussion of what constitutes a commercial vehicle.

   3. Communications, Nominating and Trash - D. Ogilvy-Lee
      • Nominating
        • Discussion of candidate solicitation.
        • Discussion of floor nominations.
        • M. Hanson, K.Doermann, and J.Savory are all up for reelection.
      • Communications
        • Discussion of webmaster.
        • SFMC did pay the website bill.
        • All billing in the past has gone to G.Pinto.
        • All billing will now go to G.Pinto as well as SFMC.
        • Pictures of the new Tot Lot equipment is currently on the website.
        • "Spring Is Here" letter to go out March 26th.
        • Timing of the exterior home evaluation needs to be in the letter.
        • PRC will submit something to go in the letter.
        • The newsletter will also have the dates for the spring cleanup which will be on Apr. 14th (Rain Date: Apr. 21st).
        • Candidate solicitation form to go out with the newsletter as well.
      • Trash
        • Discussion of placing permanent trash cans in the tot lots and basketball courts.
        • Discussion of who would empty trash cans each week -trash company will not and the landscaping company will only do it in the summer.
        • D.Savory offered to empty them during the winter months.
        • Discussion of trash cans.
        • Discussion of having two community cleanups.
        • A general contractor can be hired to come by a few hours a week to pick up trash, or we can opt to pay the landscaping company to do a general sweep which would add cost to the contract.
        • L. Williams to contact Shenandoah about adding a general sweep to the contract.
        • Discussion of community cleanup and incentive for coming to the community cleanup.
        • L. Williams to look into incentives.
        • J. Savory to pick date for community cleanup.

5. Financial Management
   • Treasurer D.Lutz resigned.
   • K. Doermann offered to finish the term for the fiscal year.
   • Motion was made to accept K. Doermann as the interim treasurer. The motion was made, seconded, and approved unanimously.
   • Treasurer to receive all the financials from SFMC.
   • Discussion of when L. Williams will go to the lawyer at expenditure. L. Williams to maintain liaison with M.Fox.
   • Financials for Jan. 2007 were given out to the board.
   • The board is in good shape financially.
   • Budget
     • K.Doermann put everything that was requested into the budget.
     • Money was put in for restaining Holly Ave.
     • $7200 was budgeted for legal fees, in comparison to the $10,000 that is usually budgeted.
     • There are not currently late fees applied for late dues.
     • L.Williams to get resolution for a $25 fee for late dues.
     • $2920 was budgeted for exterminating, but with the contract going until Aug that is now going to cost $4644.
     • Starting July 1st the trash removal company will have a 4.5% increase. The $32,280 that was budgeted, jumps to $33,734. Fairfax County is bumping it up from $15.55 per unit to $16.25 per unit, starting on July 1st.
     • Reserve contribution is at $35,000. Recommend that the board bump that up to $37,000.
     • Dues are $225 per quarter.
     • Reserve study last done in 2004.
     • Discussion of phase work for roads.
     • Discussion of maintaining roads.
     • There are only two proposed capital expenditures- $10,000 for Finley for road fixing on Alden Glen and Artery- $4,000 for sidewalk repair.
     • Extra expenditures for Shenandoah and trash pick up are not on the budget, but will use surplus.
     • $100 budgeted for painting the gazebo.
     • $700 budgeted for benches.
     • $3,000 budgeted for signs.
     • Money budgeted for restaining Holly Ave., tennis court repairs, and replacing the backboard in the basketball court.
     • Money budgeted for tree removal.
     • $1,600 budgeted for plants and improvement.
     • Amendments- Add $1,500 to the extermination budget, as well as the trash increase from $15.55 per unit to $16.25 beginning in July 2007.
     • Motion was made to accept the budget with the above-proposed amendments with the dues at the cost of $225 per quarter. Motion was made, seconded, and approved unanimously.
     • Final budget to be sent to L. Williams and SFMC.

6. Contract Services
   • Board pack to include task list.
   • Newsletter to go out to homeowners.

7. Old Business
   • Discussion of board packet.
   • The board is obligated to meet with Mr. Jackson from the daycare center at least once a year.
   • L.Williams to contact storm water management about cleaning out the clogged drains.
   • The board would like to know the location of where the two baits were eaten that were placed by Triple S. The board would possibly like to stop service, but only if there is not another initiation fee. Contract with Triple S is until Aug. 2007 and there is nowhere in the contract that states a clause of termination. Discussion of Triple S contract.
   • L.Williams to talk to lawyer about neighborhood watch.

8. New Business
   • No new business.

Executive Session: Motion to adjourn to executive session. Motion was made, seconded, and unanimously approved. Adjourn to executive session at 9:40 PM. a. Discussion of delinquent accounts. Motion to adjourn executive session. Motion was made, seconded, and approved unanimously. Adjourned at 9:45 PM

Motion to adjourn the general meeting was made, seconded, and approved unanimously. Adjourned at 9:45PM.