Leewood Homeowners Association

December 12, 2001 Board Meeting

Minutes

Present:

Leona Taylor, President
Ron Filadelfo, Vice President
Mohammed Umar, Treasurer
Al Sanford, Secretary
Chris Taylor, Special Projects

Pam Stover, ARC Chairperson
Judy Currier, Website Chairperson

Other:
Chris Hiltz
Becky Taylor

Meeting called to order at 8:01 PM; meeting held at multipurpose room at Phillips School

Open Forum

• Discussion of attempt to raise price of trash contract

Minutes of last meeting approved unanimously

Vice President’s Report

• Lee Fence negotiations turned over to Al Sanford
  • 895 total feet (both sections), $11 per foot
  • Want pressure treated spruce, stockade fence
  • Al to get another proposal
• VP tasked to e-mail minutes to Judy Currier for inclusion on web site

President’s Report

• Seven outstanding homeowner accounts
  • 1 account has been turned over to attorney
• The pricing POA packet was discussed in conjunction with the termination of the Koger contract
  • Attorney has said only actual costs can be charged – not volunteer time
  • President presented an analysis of the current costs of the POA packet. Based on this analysis, it was recommended that the price charged for the packets be reduced to $25
  • Motion made and approved to charge $25 for POA packet
• Directory
  • Motion made and approved to include ads in the directory and to charge $50 for inside ads and $100 for the outside back cover ad (same as last directory ad pricing).
  • Chris Taylor will review general community telephone listings and update for any changes
  • Leona has the action to solicit the ads
• Insurance
  • Al Carchedi reviewed coverage and prepared a report for the board. He found that our past request to increase bond from $125,000 to $150,000 was never acknowledged officially. He will contact insurers to fix this omission.
  • Al Carchedi also made other recommendations for coverage changes that were then discussed by the board. A motion was made and approved to (1) increase bond coverage up to $250,000; (2) increase the building coverage to $60,000; and (3) eliminate the business property coverage.
• Monthly duties for November and December were reviewed for completion and assignment
  • Assessment notices went out
  • Budget was done and forwarded to Al for inclusion in the POA packet
  • Delinquent letters went out
  • Mohammed to give Judy Currier monthly financial statements for inclusion on website, June through November
  • Secretary tasked to update POA packet to reflect increases in assessment and reserve spending figures and new POA cost

Treasurer’s Report

• Through November 30, we are running a budget surplus of just under $10,000

Secretary’s Report

• No report

Special Projects (Chris Taylor)

• Last house on Leestone sold for more than the asking price
• Trash being picked up late at times
  • Al Sanford to call trash company and ask for earlier pickup

ARC Report

• Approval to let house at 7044 Leebrad paint shutters foxhall green
  • Motion passes to allow this
• Pam needs to check a few properties that had November 30 deadlines for repairs
• About 35 first notices need to go out
• Pam will contact Koger about returning our files, and will go pick them up

Audit

• Draft audit has been prepared
• Cost proposal for next years audit was received from Ahlberg & Co. The proposed cost will be $1100; last two years it has cost $1050.
• Motion made and approved to continue with Ahlberg & Company as the association’s auditors for 2002

Grounds and Maintenance

• Contract changed to reflect snowfall at National Airport rather than Dulles
  • As in previous years, Geoscape will call to ask if we want plowing, rather than just come based on pre-set criterion
• New G&M contract was distributed to the board members for review and comment. Board members are to review the contract and provide comments at the next meeting.

Nominating Committee

• A nominating committee for new board members was formed
  • Chris Taylor to chair
  • Members: Judy Currier and Bonnie Taylor

Tot Lot

• Secretary has received 125 envelopes from mail-out. They are not yet opened, so we don’t know if they all contain tot-lot votes.
• The board then discussed the criteria to be used for determining how the survey results will be used. After considerable discussion, it was motioned and approved unanimously that a quorum for the tot lot vote will be 60% (i.e. 60% response to the survey is required to consider the vote valid). This is consistent with the current quorum requirement for special assessments for capital improvements contained in the Declaration of Covenants, Conditions, and Restriction. Of those voting, 2/3 must assent to the tot lot in order for the tot lot to be installed.
• After additional discussion, another motion was made and approved as follows: If the 2/3 assent is obtained, then 80% of the affected residents (those adjacent to the proposed tot lot locations) must assent.

Adjournment

• The meeting was adjourned at 10:15 PM.

Minutes prepared by: Ronald Filadelfo