Leewood Homeowners Association

August 12, 2003 Board Meeting

Minutes

Attendees:

Chris Taylor, Vice President
Anne Esquivel, Secretary
Mohammed Umar, Treasurer
Lynn Whalen, Special Projects

Al Sanford, Grounds and Maintenance
Judy Currier, Website
Leona Taylor, Homeowner Accounts

Open Forum

We need to approve the installation of the stop sign at Leebrad St. and Leestone Ct. after the fact. The installation was not a board-approved motion.

Discussion followed about the safety of the sign at the Leebrad St. and Leestone Ct.

Lynn moved that the stop sign be retained, but it should be marked with "Two Way Stop" under the signs. Anne seconded the motion. Motion passed unanimously.

*** Chris will purchase the two-way signs.

Approval of Minutes from previous meeting

Lynn moved that the minutes be approved from June and July. Mohammed seconded the motion. Motion passed unanimously.

President's Report

New directory – Leona recommended printing the new directory after all the sales currently happening in the neighborhood. She will take charge of this effort after she gets done with other higher priorities. She will need people to help distribute the forms to gather the information.

*** Lynn volunteered to help distribute the forms.

*** Leona will put a box out on her porch to gather information or have people send them in to the Association's mailbox.

We will need to make sure new directories are printed for the POAA packets. Someone needs to give Barbara a sheet to track those new residents who don't get one in their welcome packets, and then hand deliver to them after the new directory is printed.

Lynn volunteered to copy the new directories, so we don't need to sell ads to fund the development and printing of them.

Attorney bills - Ron is going to track the attorney bills more closely.

Cut-through at the end of Bradwood St. - Fairfax County agreed there shouldn't be a cut through street at the end of Bradwood St. Russ Rosenberg said VDOT is investigating a smaller cul-de-sac at the end of Bradwood St., so no trees are cut down. The Engineering department now is reviewing the project.

Updates to newsletter – Add Betty's name for POAA packets contact. Leona would also like to put fence replacement and assessment articles in the next edition.

Who is mailing offsite owners' newsletters?

Long-term parking – There is a Lincoln covered with MD plates near Chris Taylor's home. It has a current license.

*** Lynn will see about running the license number through MVA. Chris will call her with the license plate number.

Someone had parked in a reserve place; have to ticket them first then we can tow

Trash

Ron has talked to the President from AAA and he's coming to the September meeting. Ron recommended we start looking into options for replacing our contractor. Ron will put this in the next newsletter.

Other

State of VA form – Board member addresses – filled out

Volunteer – Ron spoke with the new resident who volunteered to assist the Association. He agreed to help with finances and said he could help with our next audit.

Payment from attorney – Ron found the check the attorney had sent us from a resident who was behind in assessment payments.

Other Officer reports

Vice President

Nothing to report (absent)

Treasurer

We still owe the auditor information for the 2001 audit.

• The schedule of AR assessments and prepaid assessments didn't match our books.

• Needs reserve schedule. Needs 2002 contribution to reserve.
• What's on the 2001 audit for investment income doesn't match the statement Leona gave him. Leona has contacted him about this, but he hasn't called Leona back yet.

2002 audit – This is complete, except for adjustments that are going to be made to the 2001 audit that will affect 2002 numbers.

Both of the audits have to be done by 9/15 – tax filing date.

The Board reviewed the financial statement from Mohammed Umar. Waiting for a bill from J&M for the month of July.

Missing bank statements from Wachovia –

2002 - Sept – Dec.

2003 - May and June

** Mohammed Umar will give the dates to Lynn, so she can follow up with Wachovia.

It was requested that the "newsletter" amount be moved to the "copying" category on the financial statement.

Judy mentioned we don't have a recent financial statement on the website. Leona said when the audits are done, we can post them on the website.

Secretary

Nothing to report

Special Projects

Nothing to report

Committee Reports

Homeowner Accounts – 16 overdue of which 4 at attorney, 2 are 2 quarters overdue (one is the $200 check we've misplaced), and 10 due for this quarter.

Grounds and Maintenance

Pavement company – The company who paved the Braddock Mews parking lot pulled their vehicles over the median between Braddock Rd. and Braddock Mews, causing some damage to the grass. Al contacted Nells (Braddock Mews HOA) to see if someone could ensure the damage is repaired.

Al and Judy are still working on fixing the poor drainage spot on Leestone Ct.

Lynn mentioned that the storm sewer behind her house was "gurgling up" after the recent rains. Al recommended calling the Fairfax County Water Authority about the problem.

Parking Space Painting – Anne has contacted four vendors and is in the process of getting written estimates from all of them.

** Anne will present the proposals for consideration by the Board at next month's meeting, if she has them.

Architectural Control

Leona – The spring walk through is done. She needs to review first notices, because there are some that aren't violations. She needs to update the tracking database with 2^nd notices.

*** Leona asked Chris to please include in the next newsletter that ARC letters are coming out. Leona will send articles to Chris for the newsletter, along with this notice.

Leona talked with the attorney about 7058 Leestone St. The agreement with the resident was that if he completed the fascia board work by 6/30, we wouldn't charge the $900. The fascia board is painted and rotting part is painted over white now. His trees were never cut, which was part of the original violation notice.

Leona recommends members of the Board go by the house and determine if the work done is satisfactory. She will be sending Notice #1 on the bushes.

7059 Leestone St. – Board members need to review the situation, and see if we want to reverse the fine.

Satellite dishes - Judy investigated and printed something from the FCC website regarding the regulation of the number of satellite dishes on roofs. Her findings were that we can't enforce a limit and there might be legal ramifications if we try to.

*** Anne will file the fact sheet in the files.

Book of exceptions to ARC standards – Judy found this in her office. POAA person should have one as well.

*** Leona will take Judy's copy, update it, and give it to Betty Lillard for inclusion in the POAA packets.

Website –

Search engine – We're "Googled" again, but not very well. We have a link on Fairfax County's website.

Judy found a search engine that she likes, and put a link to it on our website. It's free. Residents can go back and search for past articles using this site.

New message board – Judy requested funds be put in the budget for the "pro" version of the current message board on our site. She felt it would get residents more in touch with each other. This version comes with many features, some of which are back up capability, self-registration of users, and archiving.

The cost of the new message board is $150. The Board said they would consider this as a budget item for next year's budget.

The new newsletter is not final, but Chris would like to send it out next week. The Board was pleased with the proposed format.

Plastic bags - Judy ordered plastic bags for door-to-door distributions, but the hole is further down on the bag. If we want a longer bag, we'll need to find a different company to buy them from.

*** Judy will give them to Anne.

New signs - We need to look at buying new signs for both of our entrances.

*** The Plantings committee will consider this, and this expense will be a budget item for next year's budget.

Meeting adjourned at 9:34.