Leewood Homeowners Association

July 10, 2001 Board Meeting

Minutes

Present:
Leona Taylor, President
Ron Filadelfo, Vice President
Mohammed Umar, Treasurer
Al Sanford, Secretary
Chris Taylor, Board Member
Pam Stover, ARC Chairperson

Other: Anthony McSorley

Meeting was called to order at 8:02 P.M. Meeting was held in the lounge at the Phillips School.

Open Forum: A question was raised as to the adequacy of the Association's liability insurance coverage presumed to be $1,000,000.00. A recent Washington Post article suggests a minimum of $ 3,000,000.00. Inquiry to be made into what is actually recommended for our particular type of Association.

Minutes: The minutes of the June 12^th meeting were approved with three additions: (1) the approval of Patricia Willingham to issue parking violation tickets on Bradgen Court; (2) attachment of the Parking & Traffic Committee Report; and (3) the attachment of the Tot Lot Report.

President's Report:

• Two homeowner assessment accounts have been turned over to the attorney. There are 55 accounts still due for the third quarter.
• President reviewed duties of the Board for the months of June and July. Most duties were reviewed and assigned routinely. Regarding getting competing bids for contracted services considerable discussion ensued specific to the landscaping contract. The Board would like to know if any residents have expertise in negotiating contracts. A notice to this effect will be put in the Newsletter.
• Changes in the Property Owner Act during the last session of the State legislature were reviewed. It was concluded that we appear to be in compliance with the changes. The one area of concern, however, is the charge for the POA resale packet. The new law states that only actual expenses of preparing the packet can be charged. Are the costs of the committee and board time considered costs? Leona Taylor will review the law and report at the next meeting,
• Leona has received a Fairfax County Community Association Manual upon request from Penny Gross's office. Additionally, information was sent along with the manual on contracting, risk management, reasonable housing accommodations, meetings, elections, covenants, restrictions and budgets.

Treasurer's Report:

• On the balance sheet, regarding the certificates that we have with Etrade, only an annual statement is available by calling the bank at the end of the year. A spreadsheet will need to be set up to calculate the accrued interest. Five hundred dollars, which is probably low, will be reported for the quarter.
• On the Income and Expenses statement, we are ahead on late fees and penalities because we never budgeted for them. Regarding dividend and interest income we are a little below budget. We are probably short because we are estimating the interest income and the estimates are probably low. We are our below budget on grounds and maintenance and trees and shrubs, although this is expected to change as the year progresses.
• We have $ 30,000.00 of reserve money in the Schwab money market account. In order for this money to earn a higher return, it was moved by Leona that she and Mohammed be given the Board's approval to research the present rates available for CD's and upon discovering the best rates, purchase a three, four and five year CD, each for $ 10,000.00. This motion was unanimously approved.

Architectural Review Committee

• Pam Stover raised question about shutter uniformity. A picture of a house with shutters having a slight variation was shown. It was pointed out that some residents have gone through considerable expense to make their shutters uniform. Pam wanted to know when there are slight variations where are we going to draw the line? This issue was not resolved.
• Five properties that have received second notices were discussed with regard to whether the Board was ready to send out hearing letters. Each property was reviewed to clarify the violation(s) in question. Leona reviewed for new Board members the due process involved for Board hearings. It was decided that each Board member should visit each of the five properties and be prepared at the next meeting to make a decision as to how to proceed.
• A large penalty to a homeowner for not replacing a bush was discussed. Since the homeowner had cooperated fully in replacing all of their shutters and the bush was replaced with a tiny (4-6 inch) bush, it was moved that the penalty against this property be waived. This motion was approved. Leona Taylor will inform the homeowner of the board's decision.

Grounds and Maintenance

• There is a need to treat the poison ivy and vines that are growing over the fence and destroying the fence between Braddock Mews and Leewood. The growth is coming from the Braddock Mews side.
• There are a number of items that need to be taken up with our contractor, i.e. cleaning out the Junipers along Backlick Road, cutting down saplings on the berm of the dry pond, cleaning up brush piles. We need to find out who is responsible for the tree that has fallen over the AT&T cable.

Website Committee

• A question was raised as to the current usage of the Leewood website. Leona Taylor will check with Judy Currier on the usage.

Tot Lot Committee

• As of July 8^th there have been 23 responses to the Tot Lot survey. The responses have been as follows: 12 against; 9 for; and 2 neutral. A meeting will held Monday July 16 for anyone who is interested. The meeting is intended to assign fact-finding tasks to those who are interested, so that facts about liability, location, cost, etc. (versus anecdotal evidence) can be verified and published. Those interested in the project would like to be sure that the community makes a decision based on factual information.

Traffic & Parking Committee

• Committee has had two meetings since the last Board meeting, on the 27st of June and the 5^th of July. There has been much discussion about our parking and traffic problems. A forming consensus seems to be the need to continue to educate our residents about our parking rules and to become more consistent about our enforcement of the rules. Particular emphasis needs to be made on educating tenants. It was thought that a parking manual might be helpful. There was considerable discussion on prioritizing items from the survey results.
• Other items of discussion included assessing traffic patterns, signs, speed bumps (temporary and permanent) and VDOT actions that might improve the safety at our intersections. Next meeting is planned for July 17 ^th at 7:03 PM at Chris Hiltz's home. See attached report.

Meeting Adjourned at 9:50 PM

Respectfully submitted

Al Sanford

Secretary