Leewood Homeowners Association

April 8, 2003 Board Meeting

8:00 PM – 9:30 PM, Phillips School

Attendees:

Ron Filadelfo, President
Chris Taylor, Vice President
Mohammed Umar, Treasurer
Anne Esquivel, Secretary
Lynn Whalen, Member at Large
Al Sanford, Grounds and Maintenance
Judy Currier, Website

• Ron Filadelfo - President
• Chris Taylor - Vice President
• Mohammed Umar - Treasurer
• Anne Esquivel - Secretary
• Lynn Whalen - Member at Large

The motion was seconded, and passed unanimously.

President’s Report

Ron referenced the Board’s "To Do" list and assigned duties/point of contacts as necessary to the new Board members.

• Reserving Phillips School for Board meetings – Chris Taylor
• Logistics for Annual Meeting in March – Chris Taylor to plan; Other board members help as needed
• Homeowner accounts – Leona Taylor (through summer)
• Homeowner roster – Leona Taylor
• Treasury "second set of eyes" – Lynn Whalen
• Taxes/Audit/Investments – Lynn Whalen
• Recording of Meeting Minutes – Anne Esquivel
• Mail (pick up) – Lynn Whalen
• Sidewalks/paving – Ron Filadelfo
• Homeowner Correspondence – Ron Filadelfo
• Reserve study – Ron Filadelfo
• Stop sign/oil leak notices– Chris Taylor
• Review of Parking Committee report – Ron Filadelfo
• Insurance – Lynn Whalen

Action Item Updates

• POA packet update with new board members – Ron will continue to try to contact Betty Lillard, to ensure the update is made.
• CAI – Ron is trying to contact our contact at CAI, but he hasn’t returned Ron’s call. Ron will continue to try to reach him.
• Schwab – signatures were obtained to update the Schwab account for the previous board. Once this is complete Lynn will obtain the proper paperwork and signatures to have it transferred to the current board.
• E-trade, Wachovia, Cap-One signature cards – Mohammed has the cards and will get to Anne, Ron, and Chris to sign
• Write newsletter article summarizing annual meeting and put on the website – Done – Judy Currier
• Notify Beltway Towing (now called "Henry’s") of Board Member changes –Done – Chris Taylor
• Give parking tickets to "towing deputies" – Anne
• Sidewalk repair
• Starting late April/early May
• Ron is talking with our vendor, Brian Pastoric, from Homeowners Bricklayers to get this work started
• Mohammed needs an estimate of the cost – Ron to get him estimate to ensure funds are available
• Lynn is going to talk with State Farm to research our insurance needs, and research whether we need to increase our coverage.
• Al will give Lynn our insurance policy
• Mohammed will give Lynn our insurance invoice

Reserve Study

• Board needs to decide to accept or reject the study
• Ron gave an overview of the study
• $204,000 in reserve right now
• Recommendations include putting $23,000 per year in reserve for the next two years, and $27,000 per year after that until 2020
• The study assumes a 3.0% return on our reserves
• Ron recommended to Lynn to invest our reserves in a safe investment - that is, if possible just go for the 3.1% we need. No need to take any additional risks
• Some items in the study were brought into question by Judy Currier –
• Electrical and sewer costs were included in the study and Leewood doesn’t incur these costs
• The reserve amounts assume the Board will pave all of the community’s streets all at once, which is unlikely,
• The Board decided that while these things were true, it was better to be more conservative and leave the study as is. The Association is required to obtain a new reserve study every five years. Adjustments can be made to future reserve amounts at that time, if needed.
• Ron and Judy will work together to get comments out to the Board Members for their review, so the Board can make a final decision on accepting or rejecting the study.

Resident mail

Ron reviewed correspondence received from homeowners.

• Locking mailboxes – The Board has reviewed this issue at the suggestion of another homeowner. After consideration and investigation, the Board decided it was not feasible at this time.
• Newsletter – A homeowner wrote asking that the "sniping" in the newsletter be toned down. The Board agrees the newsletter will not be edited, but that opinions should be labeled as such. Ron agreed to follow up with Larry Westberg to ask him to label opinions and clean up the grammar, spelling, etc. We also need to make sure Larry includes any corrections to previous articles in the newsletter.

Vice President’s report

• Chris handed out a form to be used to alert homeowners to leaking oil problems. He asked the Board to look it over and come to next month’s meeting with input.
• Chris inquired about the timetable for repainting parking spaces, so spaces can be moved for those homeowners that have requested them to be moved from under trees.

• Chris raised a concern about the number of renters living in any one unit in the community. The Board agreed that we need to remind homeowners of the Association bylaws, as well as Fairfax County law, that allow for only 4 unrelated people living in any single family home. Chris agreed to generate a letter to send to owners alerting them to these violations.
• Chris mentioned we had drainage issues from the last rain storm, and asked if we needed to consider building a trench in the part of the community that had the problem. A Fairfax Drainage expert looked at the area. He believed the common area drainage was proper, and that the flooding problems were caused by the drainage in the individual's yards, not the common area.

Treasurer report

Mohammed Umar distributed copies of the budget, and gave a brief overview.

• In the first quarter of 2003, the Association spent $7800 less than was budgeted for expenditures
• Some of the Association’s CDs are maturing. The Board needs to decide what to do with these funds, once maturity has been reached.
• Our quarterly tax estimate for this quarter has been paid.

Lynn Whalen gave an update on the progress of closing the 2001 audit.

• Lynn said the audit report was standard and included no surprises.
• Ron signed the engagement letter for the audit work.
• Lynn and Leona to reconcile some numbers regarding assessments. Once this is complete, the audit will be closed.

Secretary’s Report

No report

Member at Large Report

No report

Committee Reports

Grounds and Maintenance – Al Sanford

• Al will start talking with vendors to paint parking spaces in the community that need their "Reserved" signs repainted.
• Al and Anne Esquivel will be walking the neighborhood to identify those spaces.
• Al reported on a drainage issue in the community on the corner of Leestone Ct. and Leestone St.
• The sidewalk floods after heavy rain.
• Judy Currier and Ron Filadelfo met with county regarding the issue
• Judy, Ron, and Al met on 4/5 to discuss next steps
• Judy, Al, and Ron will survey the area to determine the extent of the repairs needed
• Al is also working on plantings for the community.
• Two proposals have been submitted for the work
• Mohammed Umar confirmed the availability of funds for the project
• Al is going to put together committee to help him evaluate the proposals
• Ron raised the issue regarding the fence falling apart between Braddock Mews and back of the houses on Leebrad St.
• Al reported that Lee Fence, the company that put the fence up between Braddock Mews and houses on Bradwood Ct, is not responding to calls to repair some of the work they’ve done on the grounds previously.
• Al will continue to look for other vendors to fix the issues with our fences.

Website – Judy Currier

Judy gave the Board an update on the website, and outlined some of the ways we can use it for communication and community management.

• Use website for announcements of meetings
• Use the e-mail list functionality to get messages to everyone on the Board (members must join the list themselves, to be included)
• Coordination of parking tickets
• Judy will send a link to the database where we can track parking tickets
• Form for change in parking spaces is up on the website

Other Business

• Lynn distributed bills for review by the appropriate committee heads and payment by the Treasurer.

Meeting Adjourned 9:31